Scope
Reference
C016PA
Description
The authority have 5 'hooklift' Shunter Vehicles and 4 Tri-Axle Trailers trailers based at various sites across 7 locations within Essex. These vehicles require regular maintenance and repair.
The authority has an ongoing requirement for a contractor to provide regular maintenance and ad hoc remedial works for these vehicles.
The contracting authority is Essex County Council and any Successor Body meaning one or more entities which assumes any of the Council's functions (as applicable) as a result of Local Government Reform (LGR). Such successor body or bodies may be, without limitation, a local authority, a combined authority, a combined county authority, a strategic authority or any other status determined pursuant to the Devolution and LGR Legislation.
Total value (estimated)
- £420,000 excluding VAT
- £504,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 19 December 2025 to 19 December 2030
- Possible extension to 19 December 2032
- 7 years, 1 day
Description of possible extension:
The extension option could be used if the service is still required in it's current form and the supplier has been performing well.
Main procurement category
Services
CPV classifications
- 50000000 - Repair and maintenance services
Contract locations
- UKH3 - Essex
Participation
Legal and financial capacity conditions of participation
1) Financial Capacity
ECC has a bespoke 'Financial Assessment Form' spreadsheet, which uses the organisation's financial ratios to categorise financial risk levels. For Bidder's whose completed 'Financial Assessment Form' returns a 'high' or 'very high' risk level, the Authority requires a Parent Company Guarantee, bank bond, performance bond, or equivalent, upon the Authority's request and to the Authority's satisfaction, in order to meet the financial capacity conditions.
2) Required Insurance
The Bidder will be required to have in place prior to the Service Commencement Date (14th August) the following levels of insurance: Employer's Liability Insurance £5 million; Public Liability Insurance £5 million; Professional Indemnity Insurance £2 million
3) Modern Slavery
Relevant commercial organisations subject to the requirements of the Modern Slavery Act 2015 will need to confirm they are fully compliant with this legislation by Service Commencement Date.
4) Equality and Diversity
Bidders that have been had an investigation of unlawful discrimination upheld by an Employment Tribunal, an Employment Appeal Tribunal, the Equality and Human Rights Commission, or any other court or equivalent body, will need to provide evidence that they have implemented adequate remedial actions to prevent similar unlawful discrimination recurring, to the Authority's satisfaction.
5) Environmental Management
Bidders that have been convicted of breaching environmental legislation, or had any notice served upon it, in the last three years by an environmental regulator or authority, will need to provide evidence that they have implemented adequate remedial actions to prevent similar breaches recurring, to the Authority's satisfaction.
6) Health and Safety
Bidders are required to have a Health and Safety Policy that complies with current legislative requirements.
Technical ability conditions of participation
) Relevant experience
Bidders shall provide details of previous experience where they have delivered similar services in the last three years. These examples and their description must clearly demonstrate to the Authority's satisfaction that your organisation has sufficient technical and professional ability to be capable of delivering similar services to the requirements set out in the Specification.
Where the Bidder does not have any examples of previous contract, they must explain how their organisation has the technical and professional ability required to deliver similar services to the requirement set out in the Specification, describing the systems, staffing and infrastructure your organisation has in place, to the Authority's satisfaction.
2) Subcontracting
Where the Bidder intends to subcontract a proportion of the contract, the Bidder must provide a description of what measures they have in place to maintain a healthy supply chain with their subcontractors, to the Authority's satisfaction.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
2 September 2025, 12:00pm
Tender submission deadline
9 September 2025, 12:00pm
Submission address and any special instructions
Please refer to the C016PA - Site Shunters and Trailer Maintenance project on https://procontract.due-north.com for the tender documents in full, for any clarification questions, and to submit responses.
Bidders need to be registered on both Procontract and the Central Digital Platform to Tender.
If you are not registered on the central digital platform you can find more information and register for free here: https://supplierregistration.cabinetoffice.gov.uk/faq/en_GB/Central_Digital_Platform
If you are not registered on ProContract you can register for free here: https://procontract.due-north.com/Register
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
14 October 2025
Recurring procurement
Publication date of next tender notice (estimated): 15 August 2030
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Cost | Cost | 69% |
| Quality | Quality | 18% |
| Social Value | Quality | 10% |
| Climate | Quality | 3% |
Other information
Description of risks to contract performance
1) There is a known risk that a supplier may go into liquidation.
2) There is a potential risk that an issue with a machine may be significant enough that the authority is temporarily left without a machine.
3) There is a potential risk that parts may not be available due to issues in the supply chain.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Essex County Council
- Public Procurement Organisation Number: PWVM-4844-NRQH
County Hall, Market Road
Chelmsford
CM1 1QH
United Kingdom
Region: UKH36 - Heart of Essex
Organisation type: Public authority - sub-central government