Scope
Reference
TD2290
Description
Derby City Council (The Council) is undertaking this procurement to establish a contract for the provision of Maintenance for The Council's HGV Fleet and items of Plant & Equipment which operates within the Highways maintenance service. The Highways maintenance service is responsible for the repair and maintenance of the roads and pavements within the Derby City Council remit. This includes repairing potholes, road resurfacing, gully emptying and winter maintenance.
The fleet is currently maintained by an in-house workshop, but capacity will be exceeded with planned fleet expansion in other areas of the authority. This has created a need for an experienced and competent Supplier/s to maintain, repair, and modify (where necessary) all HGV's and plant operated by the Highways department
The requirement has been split into 4 lots:
Lot 1
Provision of full planned preventative maintenance of the Council's Heavy Goods Vehicle's (HGV's) operated by the highways department, which is Operator's Licence (O-Licence) compliant.
Lots 2, 3 & 4
Provision of full planned preventative maintenance for plant, this is split into Lot 2 - JCB vehicles and equipment; Lot 3 - Rollers and pavers; and Lot 4 - Multihog.
The initial contract period for Lots 1, 3 and 4 is 3 years; the contract is estimated to commence February 2026 and expire February 2029.
The initial contract period for Lot 2 is 2 years and 7 months; the contract is estimated to commence July 2026 to February 2029.
There will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2.
For this contract, Derby City Council expects that the following changes may take place during the contract term:
•Change in vehicle make or model - The Council may need to switch to different types or brands of vehicles during the contract.
•Fleet size changes - The number of vehicles required may increase, which could affect the overall contract cost.
oThe Council anticipate that due to the creation of the East Midlands Combined County Authority (EMCCA) there may result in changed to the council structures and service delivery For this contract it is anticipated that the effects of EMCCA may lead to an increased Fleet size and structure.
•Change in service areas - The geographical area may change, particularly if there are updates due to Local Government Reorganisation (LGR).
oLocal Government Reorganisation (LGR) is underway in several areas across the country and may result in changes to council structures, service delivery and responsibilities, and geographical coverage during the life of the contract. For this contract it is anticipated that the effects of LGR may lead to an increased Fleet size and structure.
o The core contract value, estimated at £1,415,000.00, based on known current service requirements
oAn additional estimated value of £705,000.00 - £1,000,000.00 to reflect potential future changes in service scope or volume linked to LGR / EMCCA. It is unknown at this stage how this value will be split.
These are not guaranteed changes but are to provide early notice to ensure they can be factored into your planning.
Total value (estimated)
- £2,415,000 excluding VAT
- £2,898,000 including VAT
Above the relevant threshold
Options
The right to additional purchases while the contract is valid.
The initial contract period for Lots 1, 3 and 4 is 3 years; the contract is estimated to commence February 2026 and expire February 2029.
The initial contract period for Lot 2 is 2 years and 7 months; the contract is estimated to commence July 2026 to February 2029.
There will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2.
Main procurement category
Services
CPV classifications
- 50000000 - Repair and maintenance services
Contract locations
- UKF11 - Derby
Not the same for all lots
Contract dates are shown in Lot sections, because they are not the same for all lots.
Lot 1. HGV Fleet
Description
Provision of full planned preventative maintenance of the Council's Heavy Goods Vehicle's (HGV's) operated by the highways department, which is Operator's Licence (O-Licence) compliant.
This includes:
(a) MOT testing.
(b) Six-weekly inspections, and servicing in accordance with manufacturers' guidelines, covering both vehicles and onboard equipment such as Scarab sweepers, Whale and Bucher gully systems, Econ gritting bodies, and Atlas cranes. Lifting Operations and Lifting Equipment Regulations (LOLER) examinations are also required where applicable.
• Recovery, reactive and corrective maintenance must also be provided.
Lot value (estimated)
- £1,700,000 excluding VAT
- £2,040,000 including VAT
Contract dates (estimated)
- 1 February 2026 to 31 January 2029
- Possible extension to 31 January 2031
- 5 years
Description of possible extension:
There will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2.
Same for all lots
CPV classifications, contract locations and options are shown in the Scope section, because they are the same for all lots.
Lot 2. JCB
Description
Provision of full planned preventative maintenance for plant, this is split into Lot 2 - JCB vehicles and equipment
This includes:
• Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations.
(c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog.
• Recovery, reactive and corrective maintenance must also be provided.
The scope is further detailed in Part 3 Specification.
Lot value (estimated)
- £250,000 excluding VAT
- £300,000 including VAT
Contract dates (estimated)
- 1 July 2026 to 31 January 2029
- Possible extension to 31 January 2031
- 4 years, 7 months
Description of possible extension:
There will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2.
Same for all lots
CPV classifications, contract locations and options are shown in the Scope section, because they are the same for all lots.
Lot 3. Lot 3 - Rollers and pavers
Description
Provision of full planned preventative maintenance for plant, this is split into Lot 3 - Rollers and pavers
This includes:
• Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations.
(c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog.
• Recovery, reactive and corrective maintenance must also be provided.
Lot value (estimated)
- £270,000 excluding VAT
- £324,000 including VAT
Contract dates (estimated)
- 1 February 2026 to 31 January 2029
- Possible extension to 31 January 2031
- 5 years
Description of possible extension:
There will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2.
Same for all lots
CPV classifications, contract locations and options are shown in the Scope section, because they are the same for all lots.
Lot 4. Lot 4 - Multihog
Description
Provision of full planned preventative maintenance for plant, this is split into Lot 4 - Multihog.
This includes:
• Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations.
(c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog.
• Recovery, reactive and corrective maintenance must also be provided
Lot value (estimated)
- £195,000 excluding VAT
- £234,000 including VAT
Contract dates (estimated)
- 1 February 2026 to 31 January 2029
- Possible extension to 31 January 2031
- 5 years
Description of possible extension:
There will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2.
Same for all lots
CPV classifications, contract locations and options are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. HGV Fleet
Lot 2. JCB
Lot 3. Lot 3 - Rollers and pavers
Lot 4. Lot 4 - Multihog
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
10 September 2025, 3:00pm
Tender submission deadline
11 September 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)
6 October 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 September 2030
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Cost | Cost | 50% |
| Quality | Quality | 50% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Derby City Council
- Public Procurement Organisation Number: PQVM-1383-ZBXP
The Council House - Corporation Street
Derby
DE1 2FS
United Kingdom
Email: procurement@derby.gov.uk
Region: UKF11 - Derby
Organisation type: Public authority - sub-central government