Scope
Reference
C30245
Description
Defra have a requirement for the provision of Servicing, Inspection, Maintenance and Repair (SIMAR) services for Plant assets to support the Environment Agency and other Defra Groups. Key requirements of this contract are:
• The provision of a 24 / 7 national service
• A flexible and cost-effective supplier
• Competent and trained staff
• Ability to service, inspection, maintain, repair and operate a legally compliant fleet
• Provision of 24 / 7 breakdown and recovery services
• Minimal disruption to business operations/minimal downtime of assets
• A sustainable approach to all areas of operations
• The ability to repair and refurbish assets as required (predominantly plant)
Defra would like to put in place a contract with a single supplier for an initial contract duration of 3 years, with an option to extend for a further 3 x 12 month periods.
Known Risks
Risk Category: Regulatory Changes
Description:
There is a reasonable likelihood of changes to regulations during the contract term.
Impact on Contract:
Such changes may require adjustments to:
• Technical specifications of goods or services.
• Compliance documentation and reporting processes.
• Delivery timelines and associated costs.
Modification Mechanism:
In accordance with Schedule 8, paragraph 5 of the Procurement Act 2023:
• If these regulatory changes materialise and are not caused by either party, the contracting authority may vary the contract to ensure compliance.
• Any variation will be limited to what is strictly necessary to meet the new legal requirements and will not increase the estimated contract value by more than 50%.
• A Contract Change Notice will be published to maintain transparency.
We are unable to address the potential impact upfront due to not knowing what potential regulatory changes will apply during the contract duration.
Total value (estimated)
- £49,000,000 excluding VAT
- £58,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 11 May 2026 to 15 August 2029
- Possible extension to 15 August 2032
- 6 years, 3 months, 5 days
Description of possible extension:
3 x 12 months
Main procurement category
Services
CPV classifications
- 45259000 - Repair and maintenance of plant
- 50111100 - Vehicle-fleet management services
- 50111110 - Vehicle-fleet-support services
- 50000000 - Repair and maintenance services
- 50111000 - Fleet management, repair and maintenance services
Contract locations
- UK - United Kingdom
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
9 January 2026, 12:00pm
Submission type
Tenders
Tender submission deadline
30 January 2026, 12:00pm
Submission address and any special instructions
The procurement documents are available for unrestricted and full direct access, free of charge, at https://defra-family.force.com/s/Welcome
Any questions, requests to participate or tender submissions must be submitted electronically via this portal.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
27 April 2026
Recurring procurement
Publication date of next tender notice (estimated): 13 February 2032
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Commercial Envelope | Cost | 50.00% |
| Technical Envelope - Technical Specification Questions | Quality | 30.00% |
| Technical Envelope - Sustainability Specification Questions | Quality | 20.00% |
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 not use a down-select stage but will include an optional stage after the tender process has been completed. The authority reserves the right to reissue the technical evaluation questions, pricing schedule, or any part thereof to the two highest scoring bidders, or any other bidder that has scored within 3% (total score) of the highest scoring bidder, for a Best and Final Offer (BAFO). This will allow bidders to incorporate any feedback from the Evaluation Stage 5 evaluation.
This is an optional stage for the Authority to ensure that the Most Advantageous Tender is selected, that the requirement has been fully understood, and that bidders are provided a fair chance to compete where the Authority does not feel ready to award after Evaluation Stage 5 evaluation. Bidders should submit their best possible tender and price in the first instance, as it is not guaranteed that this stage will be used.
Contracting authority
ENVIRONMENT AGENCY
- Public Procurement Organisation Number: PNWW-1475-NYLN
Seacole Building, 2 Marsham Street
London
SW1P 4DF
United Kingdom
Region: UKI32 - Westminster
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
DEPARTMENT OF ENVIRONMENT, FOOD AND RURAL AFFAIRS
Summary of their role in this procurement: Defra group Commercial will manage this procurement on behalf of the Environment Agency.
- Public Procurement Organisation Number: PNBD-3289-CDGX
Seacole Building, 2 Marsham Street
London
SW1P 4DF
United Kingdom
Region: UKI32 - Westminster