TenderlineUK
Procurement Intelligence
Search
Find a TenderAwardedContract details notice
Published 26 Nov 2025, 08:19 GMT

Official UK procurement notice

Material Handling Equipment (MHE) Hire and Maintenance Services

Official notice

Authority: Yorkshire Purchasing Organisation (Public body)

2 lotsGoodsOpen procedureAbove thresholdSME suitable
Sectors: Industrial machinery (42) Delivery: Yorkshire & Humber (UKE45)
Published estimate£6,000,000total for 2 lots · £7,200,000 inc. VAT · 1 value update
Submissions closed 15 Jun 2026awarded 11 Aug 2026
Awarded to Toyota Material Handling UK Limited2 awards
Contract term Varies by lotfirst lot 7 yrs from 1 Feb 2027 · see each lot

What is being bought2 lots · detail below

Published requirement description

The contract is for the provision of a managed Material Handling Equipment (MHE) fleet and associated support services for YPO's warehouse and distribution operations. The requirement includes the long-term and short-term hire, management, maintenance, servicing, repair, replacement parts, technical support, compliance certification, and fleet management systems necessary to ensure the safe and efficient operation of the fleet.

The contract supports the replacement of existing equipment with modern, energy-efficient alternatives, contributing to improved operational performance, enhanced safety, reduced downtime, and YPO's sustainability objectives.

The procurement is divided into two lots:

Lot 1 - Warehouse Fleet: Provision and full-service support of a warehouse MHE fleet comprising reach trucks, counterbalance trucks, low-level order pickers (LLOPs) and powered pallet trucks (PPTs). The contract includes a real-time fleet management solution providing operational visibility, maintenance planning, fault diagnostics and performance reporting. The initial contract term is seven (7) years.

Lot 2 - Vehicle-Mounted Delivery Equipment: Provision and support of vehicle-mounted powered pallet trucks used within YPO's delivery operations. The initial contract term is three (3) years.

The contract includes all associated equipment, maintenance, labour, parts, training, support services and technologies required to maintain a safe, reliable and efficient fleet throughout the contract term.

CPV: Forklift trucks, works trucks, railway-station platforms tractors

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£6,000,000 together) · same evaluation weights on every lot
Lot #1Material Handling Equipment Hire and Maintenance Services - WarehouseAwardedRenewal 7 yrsSMEPublished value£5,700,000

The source published no individual description for this lot.

Contract period: 1 Feb 2027 – 31 Jan 2034 (7 yrs) · up to 31 Jan 2041 with extensionsValue: £5,700,000 exc. VAT · £6,840,000 inc. VAT
Delivery: Yorkshire & HumberEligibility: SME eligible
Extensions: The Contract may include optional additional purchases during its term. The Authority reserves the right to request further goods or services from the successful Tenderer(s) that fall within the defined scope of Material Handling Equipment (MHE). This may include, but is not limited to, additional equipment, accessories, or related support services that can be supplied by the Contractor over the life of the Contract. Any such options will only be exercised at the Authority's discretion and within the overall scope and estimated value of the procurement. · Extensions may be applied where continued delivery of the services is required and represents best value for money. The contract allows for extensions of up to seven years, which may be activated in stages subject to satisfactory Supplier performance, ongoing operational need, budget availability, and alignment with YPO's strategic objectives.
42415000 Forklift trucks, works trucks, railway-station platforms tractors
Lot #2Material Handling Equipment Hire and Maintenance Services - TransportAwardedRenewal 3 yrsSMEPublished value£300,000

The source published no individual description for this lot.

Contract period: 1 Feb 2027 – 31 Jan 2030 (3 yrs) · up to 31 Jan 2034 with extensionsValue: £300,000 exc. VAT · £360,000 inc. VAT
Delivery: Yorkshire & HumberEligibility: SME eligible
Extensions: The Contract may include optional additional purchases during its term. The Authority reserves the right to request further goods or services from the successful Tenderer(s) that fall within the defined scope of Material Handling Equipment (MHE). This may include, but is not limited to, additional equipment, accessories, or related support services that can be supplied by the Contractor over the life of the Contract. Any such options will only be exercised at the Authority's discretion and within the overall scope and estimated value of the procurement. · Extensions may be applied where continued delivery of the services is required and represents best value for money. The contract allows for extensions of up to four years, which may be activated in stages subject to satisfactory Supplier performance, ongoing operational need, budget availability, and alignment with YPO's strategic objectives.
42415000 Forklift trucks, works trucks, railway-station platforms tractors

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 2 lots
Quality: 50%Price: 40%Social value: 10%
Published sub-criteria (3)
  • Quality / Technical: 50%
  • Commercial - Price: 40%
  • Social Value / Sustainability: 10%
Published award criteria (3)
  • Quality / Technical: The quality award criteria will be assessed against the following sub‑criteria: 1 - Delivery and Implementation 2 - Mounting of Peripheral Equipment 3 - Mandatory Safety Equipment 4 - Battery Performance 5 - Servicing and Maintenance 6 - Fleet Management (Lot 1 only)
  • Social Value / Sustainability: The Social Value and Sustainability award criteria will be assessed against the following sub‑criteria: 1 - Environmental 2 - Social Value 3 - Modern Slavery
  • Commercial - Price: The Price criterion will be evaluated on the total contract cost for the initial fixed period. Pricing submissions will be assessed to determine overall value for money, based on the total cost proposed for delivering the required equipment and services during this period.
What this means for your bid
  • Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Goods
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
26 Nov 2025, 08:19 GMT
Last source update
19 Oct 2026, 11:11 BST
Award evaluation window
Submission end – 7 Aug 2026
Authority reference
001315
FTS notice number
2026/S 000-042580
Latest notice
Contract details notice (UK7)
Classification (CPV)
Forklift trucks, works trucks, railway-station platforms tractors
Delivery area
Yorkshire & Humber (UKE45)
Official registry OCID
ocds-h6vhtk-05e8c7 Find a Tender
Review and risk notes
Risks

Operational Expansion Risk:

YPO is actively considering either increasing the size of an existing warehouse facility or acquiring an additional warehouse. Should either option proceed, the operational footprint of YPO's distribution network will expand. This may result in:

  • an increase in the total quantity of Materials Handling Equipment (MHE) required;
  • the need for additional associated services, including but not limited to installation, maintenance, repairs, and training;
  • changes to operational hours in order to align the new facility with the current operating pattern of Site 41 (e.g., extended or mirrored operating hours).

Flexibility and Equipment Variability Risk:

YPO requires flexibility to procure additional or alternative equipment that falls within the scope of MHE throughout the duration of the Contract, including any new or emerging technologies. This may include variants or accessories required to support safe and efficient warehouse operations.

Scope Adjustment Risk:

Should the operational environment change (e.g., increased capacity, site expansion, layout changes, or efficiency improvements), the scope of MHE and associated services required under this Contract may need to be adjusted accordingly.

How it was run

Official notice
Run through: YPO eSourcing
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free
Submission deadline
15 Jun 2026, 16:00 BST
Clarification deadline
29 May 2026, 17:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

ypo2.my.site.com/s/Welcome ↗

Timeline

26 Nov 2025 → 1 Feb 2027 · 11 dates
  1. Planning notice published330 days ago
    26 Nov 2025, 08:19 GMT
  2. Market engagement281 days ago
    13 Jan 2026, 23:59 GMT

    YPO invites all interested providers to participate in a Request for Information (RFI) as part of our early market engagement. The purpose of this exercise is to test the market and refine YPO's requirements ahead of an upcoming tender process.

    The scope will cover:

    • Short- and long-term Material Handling Equipment (MHE) hire arrangements
    • Associated servicing and maintenance requirements

    This contract will be for YPO's internal use only and is intended to meet our operational needs.

    This RFI forms part of our market research phase and aims to:

    • Gather insights from experienced providers
    • Inform the development of a robust, fit-for-purpose specification
    • Align future procurement with industry best practice and manage expectations

    We welcome responses from suppliers who can help shape the future of MHE solutions at YPO.

    How to Participate

    To obtain the RFI questionnaire, please contact [email protected].

    Following review of responses, YPO may arrange site visits with selected providers to further explore and validate requirements.

    Deadline for requesting and submitting RFI responses: 13 January 2026.

    YPO reserves the right not to proceed to a tender process. Should YPO decide to move forward, a formal procurement exercise will be conducted in accordance with YPO's Contract Procedure Rules and the Procurement Act 2023, as applicable. Please note that this RFI is issued without prejudice and without commitment.

  3. Next notice expected211 days ago
    24 Mar 2026, 23:59 GMT
  4. Tender notice published167 days ago
    8 May 2026, 14:39 BST
  5. Clarification questions by146 days ago
    29 May 2026, 17:00 BST
  6. Submission deadline129 days ago
    15 Jun 2026, 16:00 BST
  7. Award decision expected by75 days ago
    7 Aug 2026, 23:59 BST
  8. Assessment summaries sent72 days ago
    11 Aug 2026, 00:00 BST
  9. Standstill ends61 days ago
    21 Aug 2026, 23:59 BST
  10. Latest notice published3 days ago
    19 Oct 2026, 11:11 BST
  11. Today
    22 Oct 2026
  12. Contract startsin 102 days
    1 Feb 2027

Notice history

10 events · 4 releases on Find a Tender · since 26 Nov 2025
  1. Preliminary market engagement notice published
    26 Nov 2025, 08:19 GMT
    UK2
  2. Tender notice published
    8 May 2026, 14:39 BST
    UK4
  3. Published value updated to £6,000,000
    8 May 2026, 14:39 BST
    was £5,000,000
  4. Status changed to active
    8 May 2026, 14:39 BST
  5. Procurement method changed
    8 May 2026, 14:39 BST
  6. Deadline published: 15 Jun 2026, 16:00 BST
    8 May 2026, 14:39 BST
  7. Contract award notice published
    11 Aug 2026, 15:40 BST
    UK6
  8. Status changed to complete
    11 Aug 2026, 15:40 BST
  9. Contract signature expected
    30 Sept 2026, 23:59 BST
    scheduled
  10. Contract details notice published
    19 Oct 2026, 11:11 BST
    UK7
Routine re-releases (4)
  • 2025-11: 1 release · 26 Nov 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £6,000,0002 awards exc. VAT
Bids received 104 from SMEs
Named bidders 5published on the award notice
Contracts signed 2latest 16 Oct 2026
Awarded toValueDateStatus
Lot 1 · Material Handling Equipment Hire and Maintenance Services - Warehouse1 award
Toyota Material Handling UK LimitedMHE - Warehouse1 Feb 2027 – 31 Jan 2034 · up to 31 Jan 2041Extensions: Extensions may be applied where continued delivery of the services is required and represents best value for money. The contract allows for extensions of up to seven years, which may be activated in stages subject to satisfactory Supplier performance, ongoing operational need, budget availability, and alignment with YPO's strategic objectives. · Options: The right to additional purchases while the contract is valid. The Contract may include optional additional purchases during its term. The Authority reserves the right to request further goods or services from the successful Tenderer(s) that fall within the defined scope of Material Handling Equipment (MHE). This may include, but is not limited to, additional equipment, accessories, or related support services that can be supplied by the Contractor over the life of the Contract. Any such options will only be exercised at the Authority's discretion and within the overall scope and estimated value of the procurement.£5,700,00011 Aug 2026Awarded
Lot 2 · Material Handling Equipment Hire and Maintenance Services - Transport1 award
Toyota Material Handling UK LimitedMHE - Transport1 Feb 2027 – 31 Jan 2030 · up to 31 Jan 2034Extensions: Extensions may be applied where continued delivery of the services is required and represents best value for money. The contract allows for extensions of up to four years, which may be activated in stages subject to satisfactory Supplier performance, ongoing operational need, budget availability, and alignment with YPO's strategic objectives. · Options: The right to additional purchases while the contract is valid. The Contract may include optional additional purchases during its term. The Authority reserves the right to request further goods or services from the successful Tenderer(s) that fall within the defined scope of Material Handling Equipment (MHE). This may include, but is not limited to, additional equipment, accessories, or related support services that can be supplied by the Contractor over the life of the Contract. Any such options will only be exercised at the Authority's discretion and within the overall scope and estimated value of the procurement.£300,00011 Aug 2026Awarded

Contracts

  • MHE - Warehouse · Toyota Material Handling UK Limited

    Signed
    16 Oct 2026
    Value
    £5,700,000
    Period
    1 Feb 2027 – 31 Jan 2034 · up to 31 Jan 2041 with extensions
    Status
    active
    Extensions
    The contract may be extended for a total period of up to seven years, exercised in stages at YPO's discretion, subject to satisfactory supplier performance, ongoing operational need, budget availability, and strategic alignment.
    Options
    YPO reserves the right to procure additional goods and services from the Provider where they fall within the scope of material handling equipment. This may include, but is not limited to, additional equipment, accessories, and related support services available from the Provider throughout the contract term. Any such requirements will be exercised solely at YPO's discretion and will remain within the overall scope and estimated value of the procurement.
    4 agreed KPIs: Equipment Availability & Uptime · Maintenance & Repair Performance · Environmental & Energy Efficiency …
    • Equipment Availability & Uptime, Percentage uptime across all MHE, monitored via telemetry. Uptime is the proportion of time equipment is functional and available, excluding planned downtime.
    • Maintenance & Repair Performance, Completion of callout response times, parts lead times, scheduled servicing, and Thorough Examinations. Evidence from logs or telemetry.
    • Environmental & Energy Efficiency, Battery health metrics and energy efficiency indicators such as charge cycles and performance levels, supported by telemetry and service records.
    • Safety & Compliance, Completion of statutory examinations on time and accurate, timely reporting of safety incidents.

  • MHE - Transport · Toyota Material Handling UK Limited

    Signed
    16 Oct 2026
    Value
    £300,000
    Period
    1 Feb 2027 – 31 Jan 2030 · up to 31 Jan 2034 with extensions
    Status
    active
    Extensions
    The contract may be extended for a total period of up to four years, exercised in stages at YPO's discretion, subject to satisfactory supplier performance, ongoing operational need, budget availability, and strategic alignment.
    Options
    YPO reserves the right to procure additional goods and services from the Provider where they fall within the scope of material handling equipment. This may include, but is not limited to, additional equipment, accessories, and related support services available from the Provider throughout the contract term. Any such requirements will be exercised solely at YPO's discretion and will remain within the overall scope and estimated value of the procurement.
    4 agreed KPIs: Equipment Availability & Uptime · Maintenance & Repair Performance · Environmental & Energy Efficiency …
    • Equipment Availability & Uptime, Percentage uptime across all MHE, monitored via telemetry. Uptime is the proportion of time equipment is functional and available, excluding planned downtime.
    • Maintenance & Repair Performance, Completion of callout response times, parts lead times, scheduled servicing, and Thorough Examinations.
    • Environmental & Energy Efficiency, Battery health metrics and energy efficiency indicators such as charge cycles and performance levels, supported by service records.
    • Safety & Compliance, Completion of statutory examinations on time and accurate, timely reporting of safety incidents.

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Material Handling Equipment Hire and Maintenance Services - Warehouse5final-stage tenders20—
2 · Material Handling Equipment Hire and Maintenance Services - Transport5final-stage tenders20—

Who bid

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

Yorkshire Purchasing Organisation

Contracting authorityPublic authority - sub-central government GB-PPON: PMRV-4748-MNJV 41 Industrial Park, Wakefield, Yorkshire & Humber, WF2 0XEContact name, email

Bidders & participating suppliers

5 commercial parties on the notice · 1 awarded
  • BRIGGS EQUIPMENT UK LIMITEDBidder / tendererGB-COH: 05895588GB-PPON: PVPT-7284-YLXJ Orbital 7, Cannock, West Midlands, WS11 8XW
  • LINDE MH UK LIMITEDBidder / tendererGB-COH: 02791934GB-PPON: PXDV-2472-LNQR Kingsclere Road, Hampshire, South East, RG21 6XJ
  • PRISTINE GROUP INC LTDBidder / tendererGB-COH: SC660890GB-PPON: PLCP-9368-YVVW 41 Charlotte Square, Edinburgh, Scotland, EH2 4HQ
  • RUSHLIFT LIMITEDBidder / tendererGB-COH: 05493140GB-PPON: PNYD-3799-QJXQ Unit 12 Kilvey Road, Northampton, East Midlands, NN4 7BQ
  • TOYOTA MATERIAL HANDLING UK LIMITEDAwarded supplierGB-COH: 00699993GB-PPON: PWRT-5667-XDNY 234 Bath Road, Slough, South East, SL1 4DXContact email

Official documents & specifications (8)

Official links; attachments are not copied

Tender pack and attachments

Notices published for this procedure