- Lot 1. Lot 1 - Vehicle Parts & Spares (Supplies)
- Lot 2. Lot 2 – Supply of Vehicle Lubricants & Associated Products (Supplies)
- Lot 3. Lot 3 – Bottled Gases (Including collection of Empty/Used Bottles) (Supplies)
- Lot 4. Lot 4 – Workshop Tools & Equipment Maintenance, Repairs and Installations (Services)
Scope
Reference
UN27601
Description
Hampshire County Council (HCC) in collaboration with Hampshire and Isle of Wight Fire and Rescue Authority (HIWFRS) require the supply of vehicle spares, workshop consumables and the servicing of their workshop equipment and tools, to support the servicing and maintenance their vehicle fleets.
A multi-supplier framework is currently in place for vehicle spares expiring at the end of March 2026. The Authorities are planning to re-procure a multi-lotted framework to bring together other fleet related consumables and workshop servicing and maintenance, into a single framework. The framework will be split into the following Lots.
Lots 1 to 3 will be for supply of Goods:
Lot 1- Supply of Vehicle Spares & Parts
Lot 2- Supply of Vehicle Lubricants and Associated products
Lot 3 - Supply of Bottled Gases (Including collection of Used/Empty Bottles)
Lot 4 is for the provision of Services for Workshop Tools & Equipment Maintenance and Repairs and Installations (Services)
Each of the Lots, will have a single supplier appointed, enabling a simple purchase order call-off mechanism. There is no limit to the number of Lots suppliers can bid for or be awarded.
Across Lot 1-3, successful suppliers are expected to supply various spares and consumables, oils and cylinder gases and deliver to multiple workshops across Hampshire and the Isle of Wight. The requirements also include proactively monitoring and replacing stock, and identifying correct parts for a wide range of vehicles. The products should be fit for purpose as required and in line with the specification for the Original Equipment Manufacturer parts (OEM) and it will be the responsibility of the supplier when providing aftermarket parts to prove that they are to the OEM specification. An Imprest Stock digital system may be required to be implemented during the life of the framework (for Hampshire County Council only) and is included as a potential framework modification.
In relation to Lot 4, the successful supplier will be responsible for providing the supply, delivery, installation, commissioning, maintenance, testing, certification and lifecycle management of a full range of garage and workshop tools/equipment for the servicing, maintenance and inspection of vehicles, including cars, LGVs, HGVs, plant and specialist fleet in various workshop locations across Hampshire and the Isle of Wight as needed to meet the requirements of both Authorities.
The framework will be procured by Hampshire County Council and will be for use by the Council and Hampshire and Isle of Wight Fire and Rescue Service (HIWFRS) only.
Commercial tool
Establishes a framework
Total value (estimated)
- £13,240,000 excluding VAT
- £15,888,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 June 2026 to 31 May 2030
- 4 years
Main procurement category
Goods
Contract locations
- UKJ3 - Hampshire and Isle of Wight
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot 1. Lot 1 - Vehicle Parts & Spares (Supplies)
Description
Lot 1 – Vehicle Parts and Spares - Maximum Value of - £10.4m (HTM estimate £6m & HIOWFRS estimate £4.4m)
Collaboratively, the Authorities have a varied and diverse fleet of over 1,300 vehicles which they maintain and repair within their workshop locations. This includes but is not limited to cars, vans, plant machinery LGVs and HGVs which require the supply of Manufacturer OE parts and/or OE equivalent quality parts.
The Authorities currently hold Imprest Stock at each Workshop location and wish to continue this. During the life of the framework Hampshire County Council may seek to implement a more efficient digital system to manage their Imprest Stock.
The Authorities also seek to collaborate with the successful supplier to work with the workshop teams to build service packs for scheduled maintenance and be provided as required.
Lot value (estimated)
- £10,400,000 excluding VAT
- £12,480,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 34300000 - Parts and accessories for vehicles and their engines
- 43800000 - Workshop equipment
- 34224200 - Parts of other vehicles
- 34310000 - Engines and engine parts
- 34330000 - Spare parts for goods vehicles, vans and cars
- 34312000 - Engine parts
- 34322000 - Brakes and brake parts
- 34326100 - Clutches and associated parts
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Lot 2 - Supply of Vehicle Lubricants & Associated Products (Supplies)
Description
Lot 2 – Supply of Vehicle Lubricants & Associated Products - Maximum Value of - £880k (HTM estimate £800k & HIOWFRS estimate £80k)
Provision of various Oils and Consumables to include but are not limited to:
- AdBlue – 1,000ltr IBCs.
- Oil – 205ltrs – 10w 30w, 0w 30w & 5w 30w. (Other oils will be ordered in 20ltr containers as required.)
- Screen wash – Non flammable 25ltr containers.
- Antifreeze – 205ltr drums.
Lot value (estimated)
- £880,000 excluding VAT
- £1,056,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 34326100 - Clutches and associated parts
- 42913000 - Oil, petrol and air-intake filters
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 3. Lot 3 - Bottled Gases (Including collection of Empty/Used Bottles) (Supplies)
Description
Lot 3 – Bottled Gases (Including collection of Empty/Used Bottles) - Maximum Value of - £840k (HTM estimate £800k & HIOWFRS estimate £40k)
The Authorities require various forms of Bottled Gases for the workshops, predominantly including but not limited to the below:
- Oxygen – 25kg.
- Propane – 23kg.
- Argon Mix for welding – 20kg.
- Mapp gas for smaller torches - 400g.
Lot value (estimated)
- £840,000 excluding VAT
- £1,008,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 09122100 - Propane gas
- 24110000 - Industrial gases
- 24111900 - Oxygen
- 24111000 - Hydrogen, argon, rare gases, nitrogen and oxygen
- 24111100 - Argon
- 09122000 - Propane and butane
- 09122200 - Butane gas
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 4. Lot 4 - Workshop Tools & Equipment Maintenance, Repairs and Installations (Services)
Description
Lot 4 – Workshop Tools & Equipment Maintenance Repairs and Installations (Services) - Maximum Value of - £1.12m (HTM estimate £720k & HIOWFRS estimate £400k)
This Lot covers the supply, delivery, installation, commissioning, maintenance, testing, certification and lifecycle management of a full range of garage and workshop tools/equipment for the servicing, maintenance and inspection of vehicles, including cars, LGVs, HGVs, plant and specialist fleet.
The Lot includes both new equipment purchases and ongoing management services for equipment already owned by the Authority.
The Authorities have identified the requirement for Servicing, Installations, Maintenance and Repairs of their workshop’s equipment and vehicle ramps/jacks on an ad hoc and regular basis (no less than annually as per Government guidelines, where applicable.)
This includes but is not limited to:
- Calibration of MOT Equipment (roller brake testers, decelerometer testers, plate brake testers, headlamp aim testers, torque wrenches etc.)
- Repair and Maintenance of vehicle lifts and jacks
- Installations
Lot value (estimated)
- £1,120,000 excluding VAT
- £1,344,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 43800000 - Workshop equipment
- 50100000 - Repair, maintenance and associated services of vehicles and related equipment
- 50111000 - Fleet management, repair and maintenance services
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
4
Maximum percentage fee charged to suppliers
0%
Further information about fees
There are no fees or rebates associated with this framework.
Framework operation description
The Framework will be a multi-Lot framework with a single supplier awarded per Lot. Suppliers can apply for one or more Lots with no restrictions to allow the market suppliers the freedom to bid for single or multiple Lots.
The framework will be owned and led by Hampshire County Council but is a joint framework with Hampshire Fire & Rescue Authority. The proposed model provides both Authorities with a compliant route to market, covering their vehicle related supplies and workshop maintenance services and provides a simple call-off method via purchase order directly to the appointed Lot supplier.
Award method when using the framework
Without competition
Contracting authorities that may use the framework
Establishing party only
Submission
Enquiry deadline
20 March 2026, 5:00pm
Tender submission deadline
7 April 2026, 2:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
19 May 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Price criterion 1 (Lot 0) | 100% weighting - Lowest Price Offer |
Price |
Weighting description
Price weighting is 100% - Lowest Price Offer
Other information
Payment terms
The Supplier shall submit to the Customer invoices in respect of the Goods and Services at the intervals agreed by the Parties. In consideration of the Supplier performing its obligations in accordance with the terms and conditions of this Contract, the Customer shall pay the Contract Price to the Supplier in accordance with the Order Form.
Where the Supplier enters into a Sub-Contract for the purpose of performing this Contract, it shall cause a term to be included in such Sub-Contract that requires payment to be made of undisputed sums by the Supplier to the Sub-Contractor within a specified period not exceeding thirty (30) calendar days from the receipt of a valid invoice, as defined by the Sub-Contract requirements. Where the Supplier is late in making such payment the Supplier shall report to the Customer any late payment.
Invoices which do not meet the requirements of the Order Form and Payment Procedure will not be settled until receipt of an accurate invoice. The Customer reserves the right to return an invoice that does meet the requirements of the Order Form and Payment Procedure.
Description of risks to contract performance
Gap in Framework
Delays in the project are likely to result in a gap between the current Vehicle Spares framework expiring and the award of the new framework. This will be mitigated by a planned award of a short term contract to plug any gaps in service arising to ensure continuity of supply.
Imprest Stock System Digitisation
The clients wish to introduce a modification clause into the framework contract to allow for a system to be introduced that will interface with HCC's fleet management system and allow for digitalisation of imprest stock. A CSQ and IT checks will need to be completed before such modification can be actioned, if relevant and required throughout the life of the framework.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authorities
Hampshire County Council
- Public Procurement Organisation Number: PBHM-7586-PWLP
High St, The Castle
Winchester
SO23 8UJ
United Kingdom
Contact name: Strategic Procurement
Email: procurement.support@hants.gov.uk
Website: https://www.hants.gov.uk
Region: UKJ36 - Central Hampshire
Organisation type: Public authority - sub-central government
Hampshire and Isle of Wight Fire and Rescue Authority
- Public Procurement Organisation Number: PBJQ-2231-ZRPG
Leigh Road
Eastleigh
SO50 9SJ
United Kingdom
Email: procurement.support@hants.gov.uk
Website: http://www.hantsfire.gov.uk
Region: UKJ35 - South Hampshire
Organisation type: Public authority - sub-central government