Vehicle Hire - Preliminary Market Engagement (PME)

{
  "id": "035404-2026",
  "tag": [
    "planning"
  ],
  "date": "2026-04-17T17:54:38+01:00",
  "ocid": "ocds-h6vhtk-0685c7",
  "buyer": {
    "id": "GB-PPON-PCNL-5714-PRZV",
    "name": "Portsmouth City Council"
  },
  "tender": {
    "id": "P00005226",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "hasRenewal": true,
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "contractPeriod": {
          "endDate": "2028-09-30T23:59:59+01:00",
          "startDate": "2026-10-01T00:00:00+01:00",
          "maxExtentDate": "2031-09-30T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKJ31",
            "country": "GB",
            "countryName": "United Kingdom"
          },
          {
            "region": "UKJ35",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "34111000",
            "scheme": "CPV",
            "description": "Estate and saloon cars"
          },
          {
            "id": "34114400",
            "scheme": "CPV",
            "description": "Minibuses"
          },
          {
            "id": "34115200",
            "scheme": "CPV",
            "description": "Motor vehicles for the transport of fewer than 10 persons"
          },
          {
            "id": "34136000",
            "scheme": "CPV",
            "description": "Vans"
          }
        ]
      }
    ],
    "title": "Vehicle Hire - Preliminary Market Engagement (PME)",
    "value": {
      "amount": 950000,
      "currency": "GBP",
      "amountGross": 1187500
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Portsmouth City Council (the \"Council\") is undertaking Preliminary Market Engagement (PME) in accordance with section 16 of the Procurement Act 2023 to inform a future competitive procurement for a managed vehicle hire solution predominantly for cars, MPVs, vans and minibuses to support Council operations across service areas.\nThe PME exercise is intended to refine the procurement approach, service specification, performance requirements, contract duration and commercial strategy ahead of issuing a Tender Notice. \nThe Council is exploring the market for a managed vehicle hire solution to support Council operations across multiple service areas. \nThe anticipated scope includes (but is not limited to):\n•\tCars (small/medium/large), with a strong preference for hybrid models\n•\tMPVs\n•\tVans (small/medium/large)\n•\tMinibuses (D1 and non D1 options)\nThe service is expected to include booking and customer support arrangements (telephone, website and mobile application), delivery/collection (where applicable), availability management, breakdown/contingency arrangements, incident/accident/claims processes, performance reporting, and account management/governance.\nThe Council's current requirements include (indicatively):\n•\tA small number of hybrid hire vehicles to be kept permanently on site and capable of being dispatched within 30 minutes of any hire booking.\n•\tFor home-delivery bookings, delivery must be to addresses within the Council's boundaries.\n•\tFor all standard vehicle hires, delivery to the requested location must be completed within four working hours of the booking request.\n•\tDelivery across PO1 to PO17 postcode areas is expected to be included in the cost of hire (no additional charges).\n•\tThe Council may also require delivery outside PO1 to PO17 up to a radius of 40 miles from the Council's boundaries (additional delivery costs to be evaluated as part of the future tender).\nFollowing completion of this PME process, the Council is currently targeting commencement of a formal procurement using the Open Procedure, via issue of a Tender Notice on 21 May 2026.\nIndicative procurement timetable (subject to change)\n•\tTender Notice published / documents available: 21 May 2026\n•\tClarification deadline: 9 June 2026, 23:59\n•\tTender return deadline: 23 June 2026, 12:00\n•\tEvaluation completed by: 14 July 2026, 12:00\n•\tContract Award Notification: 23 July 2026\n•\tStandstill period: 23 July - 5 August 2026\n•\tTarget service commencement: 1 October 2026\nParticipation is not a condition for participation in any subsequent procurement and will not confer any advantage or disadvantage.\nThe Council will take appropriate steps to ensure that competition is not distorted by this engagement.\nFor potential bidders who are not able to attend the teams meeting a copy of the presentation and recording will be provided in the document set of the future Tender process.\nLocal Government Reorganisation (LGR)\nAs part of the wider Local Government Reorganisation (LGR), the Council is required to engage with neighbouring authorities to explore future requirements and needs, and to consider alignment of governance arrangements. \nThe UK Government has confirmed its decision regarding local government reorganisation across Hampshire and the Isle of Wight.  Under the confirmed proposals, Portsmouth City Council will become part of a new larger unitary authority covering the areas of Gosport, Fareham and Havant and including Newlands, Horndean, Clanfield and Rowlands Castle. \nThe new larger unitary authority is set to formally come into existence on 1 April 2028. Portsmouth City Council as it currently exists will be legally dissolved on 31 March 2028.\nThe new authority's service delivery model is not yet finalised, but it is expected that local authority service responsibilities will merge within the new boundary. This could mean that the scope, demand and operational requirements for vehicle hire services may change over time depending on the governance and operating arrangements adopted.\nThe opportunity value is expected to increase materially due to the wider geographic area and the potential integration of requirements from the merging authorities. The Council reserves the right to modify the contract under Schedule 8 of the Procurement Act 2023 should the confirmed LGR arrangements require changes to scope, value and/or delivery structure.\nThe estimated 5-year total contract value (including any extension options) is £950,000 excluding VAT; however, this may change if LGR implementation requires changes to the scope and/or delivery structure. This figure is based on Portsmouth's current requirements only.\nThe future contract is expected to include assignment/novation provisions. These provisions are likely to allow the Council to transfer the contract to the new larger unitary authority (or other successor contracting authority), where required by LGR.\nFor further details in respect of LGR, please see:\nhttps://www.portsmouth.gov.uk/services/council-and-democracy/devolution-and-plans-for-local-government-reorganisation/",
    "communication": {
      "futureNoticeDate": "2026-05-21T23:59:59+01:00"
    },
    "aboveThreshold": true,
    "mainProcurementCategory": "goods"
  },
  "parties": [
    {
      "id": "GB-PPON-PCNL-5714-PRZV",
      "name": "Portsmouth City Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKJ31",
        "country": "GB",
        "locality": "Portsmouth",
        "postalCode": "PO1 2AL",
        "countryName": "United Kingdom",
        "streetAddress": "Civic Offices, Guildhall Square"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PCNL-5714-PRZV",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "procurement@portsmouthcc.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "035404-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/035404-2026",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2026-04-17T17:54:38+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-05-05T23:59:59+01:00",
        "description": "The Council's objective is to explore the market to understand available capacity, capability, and potential delivery models. The Council also seeks to refine the service specification to ensure an effective balance between operational requirements, sustainability goals, safety standards, and best value.\nFeedback is sought on (indicatively):\n•\tPayment options / commercial models\n•\tDigitalised booking process (telephone/website/app)\n•\tFuel management solution\n•\tVehicle telematics\n•\tInnovative solutions to strengthen alternative fuel vehicle provision\n•\tDraft KPIs / service levels (including proportionality and achievability)\n•\tContract length (including potential benefits/risks of longer initial terms)\n•\tIndicative quality/price evaluation approach and weightings\n•\tPricing evaluation strategy (at a high level)\n•\tMobilisation period\nThe Council intends to engage the market through:\n•\tIssue of a PME pack via In-tend\n•\tA PME briefing meeting (online via Microsoft Teams)\n•\tA structured Request for Information (RFI) questionnaire\n•\tPotential follow-up correspondence via In-tend and/or brief online meetings with respondents (if required)\nInterested organisations can attend the briefing meeting on 24th April at 11am and should respond by completing the Council's RFI questionnaire and submitting it via In-tend by the stated deadline. Clarification questions should be submitted via In-tend.\nThe timetable for the PME is\n•\tPME Notice issued: 17 April 2026\n•\tPME pack issued on In-tend: 17 April 2026\n•\tPME briefing meeting (Teams): 24 April 2026, 11:00\n•\tRFI response deadline: 5 May 2026, 14:00\nAdditional information and any PME documents will be made available via the Council's e-sourcing portal (In-tend). Interested organisations must register on the portal to access the PME pack and submit responses. Communication and clarifications will be conducted via In-tend.\nTaking part in this PME (and anything you submit) will not be used to assess bidders in any later tender and will not give any organisation an advantage or disadvantage in any future procurement."
      }
    ]
  },
  "initiationType": "tender"
}