TD2290 - Maintenance & Repair Services for Derby City Councils (DCC') Highways Feet

Derby 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.

• oThe core contract value, estimated at £1,415,000.00, based on known current service requirements
• oAn 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