Rutland County Council Highways Term Maintenance Contract (HTMC)

  • Rutland County Council

F02: Contract notice

Notice reference: 2022/S 000-036602

Published 24 December 2022, 2:10am

Section one: Contracting authority

one.1) Name and addresses

Rutland County Council



LE15 6JH


Mr Paul Large Welland Procurement pp Rutland County Council




+44 7769918574


United Kingdom

NUTS code

UKF22 - Leicestershire CC and Rutland

Justification for not providing organisation identifier

Not on any register

Internet address(es)

Main address


Buyer's address


one.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at


Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via


one.4) Type of the contracting authority

Regional or local authority

one.5) Main activity

General public services

Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Rutland County Council Highways Term Maintenance Contract (HTMC)

Reference number


two.1.2) Main CPV code

  • 45233139 - Highway maintenance work

two.1.3) Type of contract


two.1.4) Short description


The Council requires highways maintenance services including capital schemes and related services as specified throughout the County of Rutland e.g., re-surfacing, repairs and related works and services, including maintaining public rights of way.


The anticipated maximum term of the contract including extensions is 20 yrs. approx. (10+5+5).

The contract is due to commence 1st June 2024 and the initial term will be until 31st March 2034 i.e., 9 yrs. & 10 months. Contract extension is subject to performance


The estimated maximum contract value is £3.7m approx. pa x 10+5+5 = £74m approx. i.e., £3.5m approx. pa for Rutland County Council + £200k approx. pa for other named Councils = £3.7m approx. pa in total

TUPE will apply to this contract.

two.1.5) Estimated total value

Value excluding VAT: £74,000,000

two.1.6) Information about lots

This contract is divided into lots: No

two.2) Description

two.2.3) Place of performance

NUTS codes
  • UKF22 - Leicestershire CC and Rutland

two.2.4) Description of the procurement


This procurement will follow the restricted procedure to short-list five bidders to invite to tender. Short-listing will be based on potential suppliers responses to the standard Selection Questionnaire Parts 1 and 2 and, for the purpose of this tender, several scored questions added to Part 3 of the SSQ.


The five short-listed bidders will be invited to complete the Award Questionnaire and submit the pricing Schedule (Cost Model) and several other Schedules that form part of the tender response. Both the selection questionnaire and the award questionnaire must be completed on line in ProContract. Short-listed bidders must also complete and submit several Schedules to the contract as well. These Schedules will be included in the tender pack published on ProContract.

Award Criteria

The award criteria are Quality 40%, Social Value 10%, Price 50%.

Indicative Timetable

The Council is aiming to short-list by mid March and to invite tenders by early April; the deadline for bids is anticipated to be early July, award of contract by the end of November and mobilisation from December 2023 for commencement of contract 1st June 2024.

Use by other councils

The contract allows scope for other named Councils, including parish and town Councils within Rutland, and neighbouring District and County Councils, to make use of the services of the appointed contractor. However, the use by these other Councils will not match the scope and scale of use by Rutland County Council. The maximum value of the services that these other Councils might use is anticipated to be no more than £200k pa approx. in aggregate, equivalent to no more than £4m approx. over the anticipated maximum lifetime of the contract (£200k pa approx. x 10+5+5= £4m max. approx.) and this sum has been included in the estimated contract value.

Use by these other named Councils is anticipated to be ad hoc, as and when required and typically serving as a contingency, for example when any of these named Councils’ own contracted resources are not available to meet their requirements and only when the contractor appointed to Rutland has capacity to fulfil these other Council’s requirements without compromising the contracted service to Rutland. The other Councils in question are:

Parish and town Councils within the County of Rutland

Lincolnshire County Council

Leicestershire County Council

North Northamptonshire

West Northamptonshire

South Kesteven District Council

Peterborough City Council

Harborough District Council

Melton Borough Council

two.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

two.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Start date

1 June 2024

End date

31 March 2034

This contract is subject to renewal


Description of renewals

The contract is for an initial term of nine years and ten months (1st June 2024 to 31st March 2034), with the option to extend for two further periods of five years each, subject to performance, making a maximum possible term of approximately 10+5+5 = 20 years.

two.2.9) Information about the limits on the number of candidates to be invited

Maximum number: 5

Objective criteria for choosing the limited number of candidates:

Potential suppliers must complete the Standard Selection Questionnaire prepared for this tender and published online in ProContract. Those potential suppliers who pass Parts 1 and 2 of the SSQ i.e., who meet the Government's minimum standards and requirements for contractors who will provide public sector contracts, will then have their responses to Part 3 assessed and scored. Part 3 includes selection questions added by the Council and which attract a score. The five highest scoring bidders will be invited to tender (and if there are fewer than five potential bidders, when all will be invited to tender).

two.2.10) Information about variants

Variants will be accepted: No

two.2.11) Information about options

Options: No

two.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section four. Procedure

four.1) Description

four.1.1) Type of procedure

Restricted procedure

four.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

four.2) Administrative information

four.2.1) Previous publication concerning this procedure

Notice number: 2022/S 000-033221

four.2.2) Time limit for receipt of tenders or requests to participate


3 February 2023

Local time


four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

3 April 2023

four.2.4) Languages in which tenders or requests to participate may be submitted


four.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

Section six. Complementary information

six.1) Information about recurrence

This is a recurrent procurement: Yes

six.4) Procedures for review

six.4.1) Review body

Rutland County Council



LE15 6HJ


United Kingdom