Fleet Management & Maintenance Outsourced Services

{
  "id": "022569-2026",
  "tag": [
    "planning"
  ],
  "date": "2026-03-12T16:53:44Z",
  "ocid": "ocds-h6vhtk-0668ef",
  "buyer": {
    "id": "GB-COH-05046791",
    "name": "Wales & West Utilities Limited"
  },
  "tender": {
    "id": "WWU1417",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "hasRenewal": true,
        "contractPeriod": {
          "endDate": "2030-06-30T23:59:59+01:00",
          "startDate": "2027-07-01T00:00:00+01:00",
          "maxExtentDate": "2032-06-30T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKK",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKL",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "50111000",
            "scheme": "CPV",
            "description": "Fleet management, repair and maintenance services"
          }
        ]
      }
    ],
    "title": "Fleet Management & Maintenance Outsourced Services",
    "value": {
      "amount": 30000000,
      "currency": "GBP",
      "amountGross": 36000000
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "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. \nWith 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.\nOur 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. \nWWU'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.\nThe Fleet Management provision covers WWU's commercial fleet only (Light Commercial Vehicle (LCV) / Mobile Plant). The commercial fleet is made up of approximately: - \n• LCV - 1200 vehicles \n• Mobile Plant - 900 assets\nWWU have a requirement for an outsourced service provision to deliver the following services - \n1.\tFleet management requirements\n•\tManage the fleet database and all key documentation, with comprehensive and guaranteed SLAs.\n•\tDedicated helpdesk to address all driver contact and support.\n•\tFull vehicle management including in-life event planning, safety recalls, road fund licence, MOT planning, vehicle movements, asset disposal, technical support.\n•\tFleet data administration, including fleet list management, cost centre allocation, business hierarchy.\n•\tProactive and robust account management structure\n•\tTechnical and analytical support to inform fleet decision making. \n•\tSupply, management and reporting of hire for all types of managed assets.\n•\tManagement of service schedules based on vehicle type.\n2.\tFleet maintenance requirements\n•\tA managed regional workshop support network aligned to WWU depot geography.\n•\tVehicle and mobile plant maintenance, including;\no\tService, MOT and mandatory PUWER testing (Provision and Use of Work Equipment), inc. LOLER (Lifting Operations and Lifting Equipment) and 110v testing\no\tMaintenance of all vehicle ancillaries at scheduled service events, including but not limited to, on board power, on board weighing, tachograph, lifting equipment, lighting, towing.\no\tDynamic service content to capture proactive repairs and to address safety issues.\no\t24/7/365 breakdown service for vehicles and plant, including roadside repair, recovery and onward travel for driver to their chosen destination where applicable.\n•\tAccident management \n•\tAccess to vehicle wash facilities across WWU geography.\n•\tA robust network of parts suppliers.\n•\tDowntime management incentivised to maximise availability, empowered to make decisions on WWU behalf in the interest of reducing VOR.\n•\tDaily VOR reporting.\n•\tMobile engineer support with vehicle and plant capabilities aligned to WWU depot geography.\n•\tAccess to manufacturer warranty provision and proactive management of costs.\n3.\tFleet services requirements\n•\tOnline management information tool with dashboard and push reporting capabilities.\n•\tStorage 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.\n•\tUnreported defect analysis.\n•\tAdministration and reporting of fines and NoIPs (Notice of Intended Prosecution).\n•\tFuel card management \n•\tClean air zone charge management \n•\tBest practice advice, including alternative fuel and net zero strategy support.\n•\tContinuous improvement programme to include cost efficiency, innovation in compliance and vehicle uptime.\n•\tReceive telematics (manufacturer and third party) data directly via API (Application Programming Interface)\nThis tender does not include any vehicle leasing. \nWWU 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 - \n•\tHow do you manage Customer data?  This should include how accessible is it to the Customer. \n•\tWhat reporting is available and how do you ensure this meets the bespoke requirements of your customer?\n•\tHow do you manage your garage network to ensure the best service for your Customer?\n•\tWhat 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?\n•\tPlease use this opportunity to tell us what makes you stand out from the other suppliers and how you think you support WWU. \nThe Teams calls will be held on 15th April between 9am and 11am, and 16th April between 1pm and 4pm.  \nIn order to request to participate, please email wwuprocurement@wwutilities.co.uk with the following information - \n•\tYour company name \n•\tPlease confirm you can provide the services listed across the WWU geography \n•\tPlease confirm that you understand that this tender will not involve vehicle leasing \n•\tPlease 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.  \n•\tThe name and email address of the person responsible for arranging the premarket engagement call \nPlease reply no later than Friday 27th March.  If you reply after this date, your request to engage will not be considered. \nPlease note: Premarket engagement sessions will be limited to the first 5 suppliers.  \nIf you are not one of the first 5 suppliers, please free to email with the relevant information for a desktop review.",
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-COH-05046791",
      "name": "Wales & West Utilities Limited",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL21",
        "country": "GB",
        "locality": "Newport",
        "postalCode": "NP10 8FZ",
        "countryName": "United Kingdom",
        "streetAddress": "Wales & West House"
      },
      "details": {
        "classifications": [
          {
            "id": "privateUtility",
            "scheme": "UK_CA_TYPE",
            "description": "Private utility"
          }
        ]
      },
      "identifier": {
        "id": "05046791",
        "scheme": "GB-COH"
      },
      "contactPoint": {
        "email": "wwuprocurement@wwutilities.co.uk"
      },
      "additionalIdentifiers": [
        {
          "id": "PMVL-3238-DQDX",
          "scheme": "GB-PPON"
        }
      ]
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "022569-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/022569-2026",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2026-03-12T16:53:44Z"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-03-27T23:59:59Z",
        "description": "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 - \n•\tHow do you manage Customer data?  This should include how accessible is it to the Customer. \n•\tWhat reporting is available and how do you ensure this meets the bespoke requirements of your customer?\n•\tHow do you manage your garage network to ensure the best service for your Customer?\n•\tWhat 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?\n•\tPlease use this opportunity to tell us what makes you stand out from the other suppliers and how you think you support WWU. \nThe Teams calls will be held on 15th April between 9am and 11am, and 16th April between 1pm and 4pm.  \nIn order to request to participate, please email wwuprocurement@wwutilities.co.uk with the following information - \n•\tYour company name \n•\tPlease confirm you can provide the services listed across the WWU geography \n•\tPlease confirm that you understand that this tender will not involve vehicle leasing \n•\tPlease 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.  \n•\tThe name and email address of the person responsible for arranging the premarket engagement call \nPlease reply no later than Friday 27th March.  If you reply after this date, your request to engage will not be considered. \nPlease note: Premarket engagement sessions will be limited to the first 5 suppliers.  \nIf you are not one of the first 5 suppliers, please free to email with the relevant information for a desktop review."
      }
    ]
  },
  "initiationType": "tender"
}