This notice announces an administrative change to an existing contract or market (a contract change notice). No new tender or admission is opened here; see the linked notices below for the original opportunity.
Official UK procurement notice
TD2290 - Maintenance & Repair Services for Derby City Councils (DCC') Highways Feet
Authority: Derby City Council (Local council)
What is being bought4 lots · detail below
Published requirement descriptionDerby City Council (The Council) is undertaking this procurement to establish a contract for the provision of Maintenance for The Council's HGV Fleet and items of Plant & Equipment which operates within the Highways maintenance service.
The Highways maintenance service is responsible for the repair and maintenance of the roads and pavements within the Derby City Council remit. This includes repairing potholes, road resurfacing, gully emptying and winter maintenance.
The fleet is currently maintained by an in-house workshop, but capacity will be exceeded with planned fleet expansion in other areas of the authority. This has created a need for an experienced and competent Supplier/s to maintain, repair, and modify (where necessary) all HGV's and plant operated by the Highways department
The requirement has been split into 4 lots:
Provision of full planned preventative maintenance of the Council's Heavy Goods Vehicle's (HGV's) operated by the highways department, which is Operator's Licence (OLicence) compliant. Lots 2, 3 & 4
Provision of full planned preventative maintenance for plant, this is split into Lot 2 - JCB vehicles and equipment; Lot 3 - Rollers and pavers; and Lot 4 - Multihog.
The initial contract period for Lots 1, 3 and 4 is 3 years; the contract is estimated to commence February 2026 and expire February 2029.
The initial contract period for Lot 2 is 2 years and 7 months; the contract is estimated to commence July 2026 to February 2029.
There will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2.
For this contract, Derby City Council expects that the following changes may take place during the contract term:
•Change in vehicle make or model - The Council may need to switch to different types or brands of vehicles during the contract.
•Fleet size changes - The number of vehicles required may increase, which could affect the overall contract cost.
oThe Council anticipate that due to the creation of the East Midlands Combined County Authority (EMCCA) there may result in changed to the council structures and service delivery For this contract it is anticipated that the effects of EMCCA may lead to an increased Fleet size and structure.
•Change in service areas - The geographical area may change, particularly if there are updates due to Local Government Reorganisation (LGR).
oLocal Government Reorganisation (LGR) is underway in several areas across the country and may result in changes to council structures, service delivery and responsibilities, and geographical coverage during the life of the contract. For this contract it is anticipated that the effects of LGR may lead to an increased Fleet size and structure.
o The core contract value, estimated at £1,415,000.00, based on known current service requirements
o An additional estimated value of £705,000.00 - £1,000,000.00 to reflect potential future changes in service scope or volume linked to LGR / EMCCA. It is unknown at this stage how this value will be split.
These are not guaranteed changes but are to provide early notice to ensure they can be factored into your planning
- The authority expects to re-tender this requirement around 1 Sept 2030, 23:59 BST.
CPV: Repair and maintenance services
Lots and requirements (4)Procurement structure
4 lots · all with a published value (£2,415,000 together) · same evaluation weights on every lotLot #1HGV FleetAwardedRenewalPublished value£1,700,000
Provision of full planned preventative maintenance of the Council's Heavy Goods Vehicle's (HGV's) operated by the highways department, which is Operator's Licence (O-Licence) compliant.
This includes:
(a) MOT testing.
(b) Six-weekly inspections, and servicing in accordance with manufacturers' guidelines, covering both vehicles and onboard equipment such as Scarab sweepers, Whale and Bucher gully systems, Econ gritting bodies, and Atlas cranes. Lifting Operations and Lifting Equipment Regulations (LOLER) examinations are also required where applicable.
- Recovery, reactive and corrective maintenance must also be provided.
Lot #2JCBAwardedRenewalPublished value£250,000
Provision of full planned preventative maintenance for plant, this is split into Lot 2 - JCB vehicles and equipment
This includes:
- Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations.
(c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog.
- Recovery, reactive and corrective maintenance must also be provided.
The scope is further detailed in Part 3 Specification.
Lot #3Rollers and paversAwardedRenewalPublished value£270,000
Provision of full planned preventative maintenance for plant, this is split into Lot 3 - Rollers and pavers
This includes:
- Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations.
(c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog.
- Recovery, reactive and corrective maintenance must also be provided.
Lot #4MultihogAwardedRenewalPublished value£195,000
Provision of full planned preventative maintenance for plant, this is split into Lot 4 - Multihog.
This includes:
- Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations.
(c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog.
- Recovery, reactive and corrective maintenance must also be provided
What it takes to wini
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 morei
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).
Published sub-criteria (2)
- Quality: 50%
- Cost: 50%
Published award criteria (2)
- Cost
- Quality
- Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.
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
- Services
- Notice status
- Administrative change
- 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
- Yes · next expected 1 Sept 2030
- First published
- 12 Aug 2025, 08:06 BST
- Last source update
- 15 Dec 2025, 11:07 GMT
- Award evaluation window
- Submission end – 6 Oct 2025
- Authority reference
TD2290- FTS notice number
2025/S 000-047809- Latest notice
- Contract change notice (UK10)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-058592Find a Tender
How it was run
Official notice- Submission deadline
- 11 Sept 2025, 12:00 BST
- Clarification deadline
- 10 Sept 2025, 15:00 BST
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
12 Aug 2025 → 1 Feb 2026 · 8 dates- Tender notice published12 Aug 2025, 08:06 BST
- Clarification questions by10 Sept 2025, 15:00 BST
- Submission deadline11 Sept 2025, 12:00 BST
- Assessment summaries sent385 days ago3 Oct 2025, 00:00 BST
- Award decision expected by381 days ago6 Oct 2025, 23:59 BST
- Standstill ends373 days ago14 Oct 2025, 23:59 BST
- Latest notice published311 days ago15 Dec 2025, 11:07 GMT
- Contract starts264 days ago1 Feb 2026
Notice history
8 events · 5 releases on Find a Tender · since 12 Aug 2025- Tender notice published12 Aug 2025, 08:06 BSTUK4
- Contract award notice published3 Oct 2025, 11:20 BSTUK6
- Status changed to complete3 Oct 2025, 11:20 BST
- Contract signature expected16 Oct 2025, 23:59 BSTscheduled
- Contract details notice published7 Nov 2025, 11:17 GMTUK7
- Contract change notice published7 Nov 2025, 13:41 GMTUK10
- Contract change notice published15 Dec 2025, 11:07 GMTUK10
- Contract change proposed18 Dec 2025, 23:59 GMTProvide scheduled and reactive vehicle maintenance on our larger fleet for a 12 month period, as and when required. Maintenance includes services, inspections and MOT works, as well as reactive vehicle repairs, which is a requirement as part of our Operators Licence. The proposed change to the Contract constitutes a permitted modification under sections 74 and 75 of the Procurement Act 2023. The modification is non-substantial, does not change the overall nature of the Contract, and does not introduce conditions that would have enabled different suppliers to participate or a different tender to be accepted. The economic balance of the Contract is not materially altered in favour of the Supplier, and the change remains within similar scope and intent of the original procurement.
Routine re-releases (5)
- 2025-10: 1 release · 3 Oct 2025
- 2025-08: 1 release · 12 Aug 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Across several lots1 award | |||
| HW MARTIN FLEET MAINTENANCE LIMITEDSME1 Feb 2026 – 31 Jan 2029 · up to 31 Jan 2031Extensions: There will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2. | £2,415,000 | 3 Oct 2025 | Awarded |
Contracts
Contract 1 · HW MARTIN FLEET MAINTENANCE LIMITEDSME
- Signed
- 6 Nov 2025
- Value
- £2,415,000
- Period
- 8 Nov 2025 – 9 Nov 2028 · up to 9 Nov 2030 with extensions
- Status
- active
- Extensions
- Initial 3 year period with option to extend for further 2 years in annual increments
- Options
- See Contract description
- Change 7 Nov 2025 Amendment in date added incorrectly to original UK7 Notice
- Change proposed 18 Dec 2025 Provide scheduled and reactive vehicle maintenance on our larger fleet for a 12 month period, as and when required. Maintenance includes services, inspections and MOT works, as well as reactive vehicle repairs, which is a requirement as part of our Operators Licence. The proposed change to the Contract constitutes a permitted modification under sections 74 and 75 of the Procurement Act 2023. The modification is non-substantial, does not change the overall nature of the Contract, and does not introduce conditions that would have enabled different suppliers to participate or a different tender to be accepted. The economic balance of the Contract is not materially altered in favour of the Supplier, and the change remains within similar scope and intent of the original procurement., new value £3,165,000 · standstill applies
No agreed KPIs: KPI's have been set however as contract is under £5m these are not mandatory
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · HGV Fleet | 1final-stage tenders | 1 | 0 | — |
| 2 · JCB | 1final-stage tenders | 1 | 0 | — |
| 3 · Rollers and pavers | 1final-stage tenders | 1 | 0 | — |
| 4 · Multihog | 1final-stage tenders | 1 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- HW MARTIN FLEET MAINTENANCE LIMITEDAwarded supplier
Official documents & specifications (5)
Official links; attachments are not copiedNotices published for this procedure
- Contract change notice Contract change notice on Find a Tender
- Contract change notice Contract change notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender