Scope
Description
The Department for Work and Pensions (DWP) is the UK government's biggest public service department responsible for welfare, pensions and child maintenance policy. We administer the State Pension and a range of working age, disability and ill health benefits to over 24 million claimants and customers including some of the most vulnerable in the society. It is the second largest governmental department in terms of employees with over 90,000 staff.
The DWP is constantly reviewing its business delivery model to identify potential opportunities to improve engagement with UK citizens to promote DWP services.
This service is to support DWP to deliver a trial scheme to trial the use of a mobile frontline office facility which can be deployed into community areas at locations across Great Britain.
The key aim of this requirement is for up-to four suppliers to provide a total of 12 vehicles which are fit-out as mobile offices and that are fully maintained in accordance with current UK legislation. These will DWP with a mobile 'office environment' to enable engagement directly with members of the public at a variety of locations within Great Britain (England, Wales and Scotland).
The initial term is until 31 March 2026, with options to extend.
A planning notice (UK3) was previously issued under notice 2025/S 000-049591. However areas of the approach, requirement and CPV codes have changed.
Total value (estimated)
- £1,624,590 excluding VAT
- £1,949,508 including VAT
Above the relevant threshold
Contract dates (estimated)
- 5 November 2025 to 31 March 2026
- Possible extension to 31 March 2028
- 2 years, 4 months, 26 days
Description of possible extension:
Two options to extend by 12 months each. Total extension options is 24 months.
Main procurement category
Services
CPV classifications
- 34100000 - Motor vehicles
- 50111000 - Fleet management, repair and maintenance services
Submission
Tender submission deadline
6 October 2025, 12:00pm
Submission address and any special instructions
Bidders should access the DWP's e-procurement portal to access the full-set of requirements and to submit any tender.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
17 October 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Vehicle Lease Price | Average lease price of a vehicle over the entire term of the service (including extensions). |
Price | 25.00% |
| Fit Out Planning | The Buyer requires the Vehicles are fit out with the equipment and fittings in the Specifications (Appendix B (The Buyer's detailed requirements ("Specification"))). Describe your proposed... |
Quality | 15.00% |
| Managing Vehicle Maintenance and Repair | Outline the processes and repair shop network(s) you have in place to manage Vehicle repairs in order to minimise Vehicle downtime and to meet the Service Levels and KPIs as defined in the... |
Quality | 15.00% |
| Achieving timescales | The Buyer requires the Supplier to deliver the vehicles to meet the service timelines (note section 2.3 (Delivery Obligations) of Appendix B (The Buyer's detailed requirements... |
Quality | 10.00% |
| Vehicle Planning and Delivery | The Buyer requires the Supplier to deliver vehicles which meet the Specification, as set out within Appendix B (The Buyer's detailed requirements ("Specification")). You are required to clearly... |
Quality | 10.00% |
| Social Values | Model Award Criteria (MAC) 4.1 deliver additional environmental benefits in the performance of the contract including working towards net zero greenhouse gas emissions. |
Quality | 10.00% |
| Fit Out Price | The average fit out price of the vehicles. |
Price | 10.00% |
| Vehicle Charges | The average of Excess Mileage Charge, Monthly SMR Charge, vehicle make Good charge, Deposit, Delivery Charge and Collection Charge. |
Price | 5.00% |
Other information
Payment terms
Payment terms are 30 days from the receipt of a valid, undisputed invoice.
Invoicing is variable, with charges such as vehicle lease charges in advance. Other charges, such as service, repair and maintenance, are in arrears.
Description of risks to contract performance
The DWP is seeking to roll out the service as quickly as possible, given an intial term which expires on 31 March 2026 (with options to extend by up-to 24 months). Therefore it is critical to obtain a service as quickly as possible which is safe, fit for purpose and minimises any vehicle downtime.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Department for Work & Pensions
- Public Procurement Organisation Number: PJCP-7274-TLRQ
Caxton House, 6-12 Tothill Street, London, SW1H 9NA
London
SW1H 9NA
United Kingdom
Contact name: Christian Harris
Email: christian.harris@dwp.gov.uk
Website: https://www.gov.uk/government/organisations/department-for-work-pensions
Region: UKI32 - Westminster
Organisation type: Public authority - central government