Scope
Reference
086-TRAN-25
Description
The Authority are seeking suitable Contractors to undertake vehicle repairs to damaged motor vehicles following collisions. This Contract is predominantly for West Yorkshire Police fleet vehicles but may, from time to time, be utilised for repairs to third-party vehicles and also may be accessed by South Yorkshire Police as detailed within the Statement of Requirements within the Procurement Pack.
The number of vehicles requiring repairs may vary, however as an indicative guide, the annual estimated spend for collision repairs across the West Yorkshire area is £1,200,000 with repair jobs ranging in value from £30 to £30,000.
Further details can be found within the Procurement Pack.
Total value (estimated)
- £6,000,000 excluding VAT
- £7,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 6 December 2025 to 5 December 2028
- Possible extension to 5 December 2030
- 5 years
Description of possible extension:
This Contract is anticipated to commence on 6th December 2025 and will expire on 5th December 2028 with the provision to extend for up to two (2) further periods of twelve (12) months.
Initial Contract End Date: 5th December 2028
Extension 1: Contract End Date: 5th December 2029
Extension 2: Contract End Date: 5th December 2030
Options
The right to additional purchases while the contract is valid.
The Contract is primarily for use for West Yorkshire Police vehicles; however South Yorkshire Police (SYP) may also access this Contract from time to time. In addition, there may be requirements for third-party vehicle repairs to be undertaken via this Contract on an ad-hoc basis.
South Yorkshire Police
SYP has an in-house repair facility and may require the services of an external Contractor on an ad-hoc basis where their in-house provision is at capacity. SYP have a fleet size of 700 vehicles and the annual estimated spend under this Contract may be in the region of £10,000, however there is no guarantee of value or volumes for SYP and no further information on their current or future fleet available at this stage.
Third-Party Vehicle Repair
West Yorkshire are responsible for the repair of Third-Party Vehicles (when requested by the vehicle owner) where it is determined the Police Force are at fault for the damage.
Main procurement category
Services
CPV classifications
- 50100000 - Repair, maintenance and associated services of vehicles and related equipment
Contract locations
- UKE3 - South Yorkshire
- UKE4 - West Yorkshire
Justification for not using lots
Various options for Lots were considered for this Contract and a suitable solution was not identified.
Co-ordinating vehicle repairs in relation to geographical Lots would create unnecessary and costly internal administrative burden.
Having one main Contractor to receive notification of a collision repair requirement who can then co-ordinate the repairs based on available current resources and capacity was deemed the most efficient and cost-effective option.
Participation
Legal and financial capacity conditions of participation
Please refer to the Procurement Pack for details
Technical ability conditions of participation
Please refer to the Procurement Pack for details
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
29 August 2025, 4:00pm
Submission type
Tenders
Tender submission deadline
15 September 2025, 1:00pm
Submission address and any special instructions
Tenders must be submitted via https://sell2.in-tend.co.uk/blpd/home.
Log in or register at https://hub.in-tend.co.uk/blpd
Select 'Portals'
Using the search bars at the top of the screen or arrows at the bottom of the screen, navigate to the 'West Yorkshire Police' section and select 'Register with Organisation'
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
13 October 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality Method Statements (45%) Q1 Contract Mobilisation Q2 Quality Control and Assurance (1) Q3 Quality Control and Assurance (2) Q4 Vehicle Recovery Services Q5 Mobile Repairs Services Social Value (10%) |
Quality | 55% |
| Price | Price | 45% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This Competitive Flexible Procedure will be conducted in two (2) stages.
STAGE ONE: TENDER STAGE - Tenders are invited from Suppliers with relevant experience and ability to demonstrate sufficient capacity for the provision of Collision Repair Services to Police and Third Party-Vehicles (the "Services").
Tenders will be evaluated in accordance with the process outlined within the tender documentation.
Following the desktop evaluation, the highest-scoring tenderer will be identified as the preferred supplier and will move to Stage Two.
STAGE TWO: PREFERRED SUPPLIER STAGE - due diligence assessments will be undertaken with the preferred supplier as outlined within the tender documentation.
This stage will incorporate site visits to verify compliance with the specification and the tender proposal of the preferred Supplier.
Documents
Associated tender documents
https://sell2.in-tend.co.uk/blpd/publictender-details?tid=3955d902-354d-4203-b4e1-715ab8cb29fb
Interested Suppliers are required to be registered at portal: https://sell2.in-tend.co.uk/blpd/home and guidance to assist with registration and navigating the system can be located at: sell2bluelight-in-tend-full-supplier-guide.pdf
1. Log in or register at https://hub.in-tend.co.uk/blpd
2. Select 'Portals'
3. Using the search bars at the top of the screen or arrows at the bottom of the screen, navigate to the 'West Yorkshire Police' section and select 'Register with Organisation'
Contracting authority
West Yorkshire Police
- Public Procurement Organisation Number: PQLT-6495-QHVP
PO Box 9, Laburnum Road
Wakefield
WF1 3QP
United Kingdom
Region: UKE45 - Wakefield
Organisation type: Public authority - sub-central government