HCC & TPPL Fleet Management Services and Supplies Framework

Hertfordshire County Council is a Centralised Procurement Authority as defined in the Act.

This Framework is intended for use by Contracting Authorities throughout the United Kingdom, including but not limited to:

Local Authorities and Combined Authorities

Registered Providers of Social Housing

NHS Bodies and Health Trusts

Educational Institutions (Schools, Colleges, Universities, Academies)

Emergency Services (Police, Fire, Ambulance, Coastguard)

Registered Charities

Non-Departmental Public Bodies

Central Government Departments and their Executive Agencies

Other public sector bodies as defined in Section 2 of the Procurement Act 2023

The framework may also be accessed by other Centralised Procurement Authorities acting on behalf of the above entities.

The Framework will be available to all current and future members of The Procurement Partnership Limited's (TPPL) buying club. A list of members of TPPL can be obtained from www.tppl.co.uk/membership/ ↗

This Framework Agreement will operate as a Closed Framework in accordance with Section 45 of the Procurement Act 2023. Suppliers appointed to the Framework will be eligible to deliver Fleet Management Services and Supplies to Contracting Authorities throughout the United Kingdom for the duration of the Framework.

1. Pricing Structure and Determination of Charges

Pricing under this Framework is based on a modular Package structure, with each Lot containing defined service elements that Suppliers must price in accordance with the Pricing Schedule. Prices within the Pricing Schedule constitute the maximum rates that may be applied during the term of the Framework, unless a Contracting Authority conducts a Competitive Selection Process (CSP) and Suppliers choose to offer improved pricing. The Pricing Schedule will be subject to annual review.

For each Lot, the Pricing Schedule sets out:

-the mandatory and optional service elements

-the unit of measure for each element (e.g., per asset per month, per hour, per job, percentage handling fee)

-the rules governing what may and may not be charged

-the maximum rates applicable to Call-Off Contracts

Suppliers must not introduce any additional charges, surcharges, uplifts, administration fees, platform fees, subscription fees or other cost mechanisms beyond those expressly permitted within the Pricing Schedule. All third party costs (e.g., parts, tyres, repairs, hire, specialist services) must be passed through at the Supplier's net cost, with only the defined handling or management fee applied where specified.

Where a Contracting Authority selects a combination of Packages to form a comprehensive fleet management service, the total price will be determined by aggregating the relevant Package rates. Alternative commercial models may only be proposed where a Competitive Selection Process is conducted and the Contracting Authority explicitly requests such proposals.

2. Call-Off Procedures and Selection of Suppliers

Contracting Authorities may award Call-Off Contracts using one of the following methods:

a. Award Without Reopening Competition

A Call-Off Contract may be awarded without reopening competition where:

-the Contracting Authority can identify the Supplier offering the most advantageous solution based on the published Framework rates, or

-the requirement is clearly aligned to a Supplier's specific capability or service offering, or

-the Contracting Authority requires a straightforward selection based on the Framework pricing and service model. This method does not constitute the "Direct Award" competitive procedure under Section 43 of the Act. It is a Framework specific Call-Off mechanism permitted under Section 45.

b. Competitive Selection Process (CSP)

A CSP may be used where the Contracting Authority wishes to:

-refine the requirement

-seek improved pricing

-assess delivery proposals or implementation plans

-evaluate value-added services

-run a competition between Framework Suppliers

The CSP will be conducted in accordance with the procedures set out in the Framework Agreement. Suppliers may offer prices lower than their Framework maximum rates but may not exceed them.

3. Operation of Call-Off Contracts

Call-Off Contracts will specify:

-the selected Packages and service elements

-the applicable Framework prices or CSP determined prices

-any optional services requested by the Contracting Authority

-performance standards, KPIs and reporting requirements

-implementation arrangements and service commencement dates

Suppliers must deliver all services in accordance with the Framework terms, the Call-Off Contract, and the service specifications for the relevant Lot.

4. Framework Management and Performance Monitoring

TPPL, acting as the Agent on behalf of Hertfordshire County Council, will manage the Framework, including:

-supplier monitoring

-issue resolution and escalation

-management of CSPs and Call-Off processes

-collection of Framework Fees

-ensuring compliance with the Framework terms

Suppliers must provide all required management information, reporting and audit evidence to support effective Framework oversight.

5. Transparency and Auditability

All pricing, invoicing and cost pass-through must be transparent, auditable and compliant with the Framework rules. Contracting Authorities may request evidence of:

-net cost parts, tyres or third party services

-labour hours delivered

-disposal outcomes

-telematics data usage

-accident management activity

-training delivery and certification

Suppliers must retain appropriate records for the duration of the Framework and any Call-Off Contract.