Scope
Reference
T2401
Description
This ITT has been issued by the Council in connection with a competitive tendering procedure being conducted in accordance with the Act.
The Council invites Tenders from suitably qualified and experienced economic operators 'Bidders' for the supply and delivery of vehicle consumables and sundries.
This ITT sets out the information which is required by the Council to assess the suitability of Bidders' legal and financial capacity and technical ability 'Conditions of Participation' to meet the ITT requirement. In addition to this, quality, social value, and pricing proposals 'Award Criteria' will also be assessed before any contract award is made.
Total value (estimated)
- £400,000 excluding VAT
- £480,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 3 November 2025 to 31 October 2027
- Possible extension to 31 October 2029
- 3 years, 11 months, 28 days
Description of possible extension:
The Council reserves the right to extend/renew the Contract up to a further 2 years (1+1). Any extension may be subject to further approval by Council Committee, availability of funding and satisfactory performance of the Contractor.
Options
The right to additional purchases while the contract is valid.
The Council reserves the right to purchase the following additional Goods or Services under this Contract during the Contract Period (if not already included in the Pricing Schedule): -
- Engine components e.g. oil filters, timing belts, gaskets, oil pumps etc.
- Transmission parts e.g. transmissions fluids, clutches, gears etc.
- Braking system parts e.g. brake pads, calliper's, brake lines. etc.
- Suspension and steering components e.g. shock absorbers, struts, control arms etc.
- Electrical components e.g. batteries, alternators, starters, wiring harnesses etc.
- Exhaust system parts e.g. catalytic converter, exhaust pipes etc
- Cooling system components e.g. radiators, water pumps, thermostats, coolant hoses etc.
- All other vehicle spare parts, consumables, sundries or related equipment.
Where large bulk purchases are required the Contract Price may be subject to price negotiation based on economies of scale. The Council reserves the right to explore/ use other procurement options in these circumstances where value for money is not demonstrated.
The Council reserves the right to add or remove items from the Contract in line with the Council's requirements. Where the Council identifies an item they require that is not listed within the Pricing Schedule, the Contractor must provide the Goods at the catalogue price less the discount level offered. Where a discount is not included in the Pricing Schedule then an agreed discount should be applied to similar items priced in the Pricing Schedule.
Any contract variation may be subject to further Council internal approvals and be in accordance with the provisions of the Procurement Act.
Main procurement category
Goods
CPV classifications
- 34330000 - Spare parts for goods vehicles, vans and cars
Contract locations
- UKN06 - Belfast
Justification for not using lots
Objective of the contract is for one supplier to help support Stores rationliase and streamline current stock and ordering processes. Splitting into lots would make achieving this objective difficult
Participation
Legal and financial capacity conditions of participation
As set out in the ITT documents
Technical ability conditions of participation
As set out in the ITT documents
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
11 July 2025, 12:00pm
Tender submission deadline
18 July 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
29 August 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 April 2030
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Cost | Price |
Price | 60% |
| Stock Management, Replenishment and Delivery | Stock Management, Replenishment and Delivery |
Quality | 15% |
| Contract and Performance Management | Contract and Performance Management |
Quality | 10% |
| Social Value | Social Value |
Quality | 10% |
| Achieving the Contract Objectives | Achieving the Contract Objectives |
Quality | 5% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Not required. Limited local market and simple requirement
Contracting authority
Belfast City Council
- Public Procurement Organisation Number: PQXY-5321-CGZM
9-21 Adelaide Street
Belfast
BT2 8DJ
United Kingdom
Contact name: Lewis Murray
Email: cps@belfastcity.gov.uk
Region: UKN06 - Belfast
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Northern Ireland