Fleet Management & Maintenance Outsourced Services

WWU are looking to commence premarket engagement with regards to Fleet Management and Maintenance Outsourced services in preparation for a tender which will be run later this year.

With a network of around 35,000km of mains and an asset base with a current cost replacement value of over £5 billion, Wales & West Utilities (WWU) transports gas to the homes and businesses of almost 2.5 million consumers across a geography covering 1/6th of the UK and serving a population of more than 7 million people.

Our core business is that of running and maintaining the gas distribution network across our region - which involves connecting new consumers, maintaining and replacing pipe work and assets and dealing with gas emergencies in the street, business or home.

WWU's head office is in Newport, South Wales, where 400 of our 1,450 employees are based. Over 1,000 highly trained operational staff and management provide WWU's gas engineering services across its network - from Anglesey in the North to Penzance in the South and as far East as Swindon.

The Fleet Management provision covers WWU's commercial fleet only (Light Commercial Vehicle (LCV) / Mobile Plant). The commercial fleet is made up of approximately: -

• LCV - 1200 vehicles
• Mobile Plant - 900 assets

WWU have a requirement for an outsourced service provision to deliver the following services -

1. Fleet management requirements

• Manage the fleet database and all key documentation, with comprehensive and guaranteed SLAs.
• Dedicated helpdesk to address all driver contact and support.
• Full vehicle management including in-life event planning, safety recalls, road fund licence, MOT planning, vehicle movements, asset disposal, technical support.
• Fleet data administration, including fleet list management, cost centre allocation, business hierarchy.
• Proactive and robust account management structure
• Technical and analytical support to inform fleet decision making.
• Supply, management and reporting of hire for all types of managed assets.
• Management of service schedules based on vehicle type.

2. Fleet maintenance requirements

• A managed regional workshop support network aligned to WWU depot geography.
• Vehicle and mobile plant maintenance, including;

o Service, MOT and mandatory PUWER testing (Provision and Use of Work Equipment), inc. LOLER (Lifting Operations and Lifting Equipment) and 110v testing

o Maintenance of all vehicle ancillaries at scheduled service events, including but not limited to, on board power, on board weighing, tachograph, lifting equipment, lighting, towing.

o Dynamic service content to capture proactive repairs and to address safety issues.

o 24/7/365 breakdown service for vehicles and plant, including roadside repair, recovery and onward travel for driver to their chosen destination where applicable.

• Accident management
• Access to vehicle wash facilities across WWU geography.
• A robust network of parts suppliers.
• Downtime management incentivised to maximise availability, empowered to make decisions on WWU behalf in the interest of reducing VOR.
• Daily VOR reporting.
• Mobile engineer support with vehicle and plant capabilities aligned to WWU depot geography.
• Access to manufacturer warranty provision and proactive management of costs.

3. Fleet services requirements

• Online management information tool with dashboard and push reporting capabilities.
• Storage of and live access to all vehicle documentation via an online portal - supplier to audit on a 6 monthly pattern and report gaps to WWU Transport.
• Unreported defect analysis.
• Administration and reporting of fines and NoIPs (Notice of Intended Prosecution).
• Fuel card management
• Clean air zone charge management
• Best practice advice, including alternative fuel and net zero strategy support.
• Continuous improvement programme to include cost efficiency, innovation in compliance and vehicle uptime.
• Receive telematics (manufacturer and third party) data directly via API (Application Programming Interface)

This tender does not include any vehicle leasing.

WWU would like to invite the first 5 suitable suppliers (subject to the answers provided below) who respond to this premarket engagement notice to take part in a 45 minute Teams call and come prepared to present to WWU on the following -

• How do you manage Customer data? This should include how accessible is it to the Customer.
• What reporting is available and how do you ensure this meets the bespoke requirements of your customer?
• How do you manage your garage network to ensure the best service for your Customer?
• What are your standard SLA's and how do you ensure these are met? What remedies do you put in place if you consistently fail to meet an SLA?
• Please use this opportunity to tell us what makes you stand out from the other suppliers and how you think you support WWU.

The Teams calls will be held on 15th April between 9am and 11am, and 16th April between 1pm and 4pm.

In order to request to participate, please email [email protected] with the following information -

• Your company name
• Please confirm you can provide the services listed across the WWU geography
• Please confirm that you understand that this tender will not involve vehicle leasing
• Please confirm your availability to participate in a call on the 15th or 16th April, at the times specified. Please confirm any times on this date you're not available.
• The name and email address of the person responsible for arranging the premarket engagement call

Please reply no later than Friday 27th March. If you reply after this date, your request to engage will not be considered.

Please note: Premarket engagement sessions will be limited to the first 5 suppliers.

If you are not one of the first 5 suppliers, please free to email with the relevant information for a desktop review.