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Construction Contract Leads

Scope

Description

The Fleet Management procurement represents a significant transformation opportunity for Places for People (PfP), driven by the expiry of the current contract in March 2027, rising operational demands, increasing fleet expenditure, and the need for greater transparency, performance management, supplier accountability, and cost control.​

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PfP operates a large and diverse fleet that supports critical frontline services across Housing, Property Management, and Repairs Operations. Vehicles are essential business assets that enable service delivery, compliance, customer satisfaction, colleague productivity, and organisational resilience. As service demand grows, the fleet operating model must evolve to remain efficient, scalable, and capable of supporting future requirements.​

The future Fleet Management Service will establish a modern operating model focused on:​

Improved vehicle availability and utilisation​

Stronger cost control and commercial oversight​

Greater supplier accountability and performance management​

Support for fleet decarbonisation objectives​

An enhanced user experience for drivers and operational colleagues​

The procurement will be delivered through a Competitive Flexible Procedure under Section 20 of the Procurement Act 2023, enabling PfP to refine requirements, test delivery models, encourage innovation, and optimise commercial outcomes while maintaining a transparent and compliant process.​

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The procurement will comprise five Lots:​

Lot 1: Commercial Vehicle Leasing​

Lot 2: Company Car Leasing​

Lot 3: Accident Management​

Lot 4: Service, Maintenance and Repair (SMR)​

Lot 5: Integrated Fleet Management Solution (Turn-Key Service)​

For more information about this opportunity, please visit the eSourcing portal at:

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Total value (estimated)

• £111,870,000 including VAT

Above the relevant threshold

Main procurement category

Services

CPV classifications

• 50111000 - Fleet management, repair and maintenance services
• 50111100 - Vehicle-fleet management services
• 50111110 - Vehicle-fleet-support services

Contract locations

• UK - United Kingdom

Not the same for all lots

Contract dates are shown in Lot sections, because they are not the same for all lots.

Lot 1. Commercial Vehicle and Associated Services

Description

Funding, leasing and lifecycle management of commercial vehicles, including specification, ordering, conversion, racking, decals, ancillary equipment, logistics, replacement and end-of-contract activity.

Lot value (estimated)

• £67,140,000 including VAT

Contract dates (estimated)

• 29 March 2027 to 29 March 2032
• Possible extension to 29 March 2036
• 9 years, 1 day

Description of possible extension:

Two periods of 2 years

Same for all lots

CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.

Lot 2. Company Car Leasing and Associated Services

Description

Funding, leasing and lifecycle management of company cars, including driver support, ordering, delivery, collection, transfers, replacement and end-of-contract activity.

Lot value (estimated)

• £27,900,000 including VAT

Contract dates (estimated)

• 29 March 2027 to 29 March 2032
• Possible extension to 29 March 2036
• 9 years, 1 day

Description of possible extension:

Two periods of 2 years

Same for all lots

CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.

Lot 3. Accident Management

Description

Incident reporting and triage, repair and recovery coordination, mobility support, claims liaison, cost control, management information and continuous improvement.

Lot value (estimated)

• £7,740,000 including VAT

Contract dates (estimated)

• 29 March 2027 to 29 March 2032
• Possible extension to 29 March 2036
• 9 years, 1 day

Description of possible extension:

Two periods of 2 years

Same for all lots

CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.

Lot 4. Service, Maintenance and Repair (SMR)

Description

Planned and reactive maintenance, repair, booking and network management, breakdown and recovery coordination, warranty management, VOR reduction and maintenance-related logistics.

Lot value (estimated)

• £9,090,000 including VAT

Contract dates (estimated)

• 29 March 2027 to 29 March 2032
• Possible extension to 29 March 2036
• 9 years, 1 day

Description of possible extension:

Two periods of 2 years

Same for all lots

CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.

Lot 5. Integrated Fleet Management Solution (Turn-Key Service)

Description

A single Supplier solution integrating the requirements of Lots 1 to 4, with end-to-end accountability, consolidated governance, data, reporting, logistics and performance management.

PfP is considering a full turnkey solution if this proves commercially beneficial to the Group. The total value of this Lot is approximately £12,430,000.

Lot value (estimated)

• £0 including VAT

Contract dates (estimated)

• 29 March 2027 to 29 March 2032
• Possible extension to 29 March 2036
• 9 years, 1 day

Description of possible extension:

Two period of 2 years

Same for all lots

CPV classifications and contract locations are shown in the Scope section, because they are the same for all lots.

Participation

Particular suitability

Lot 1. Commercial Vehicle and Associated Services

Lot 2. Company Car Leasing and Associated Services

Lot 3. Accident Management

Lot 4. Service, Maintenance and Repair (SMR)

Lot 5. Integrated Fleet Management Solution (Turn-Key Service)

• Small and medium-sized enterprises (SME)
• Voluntary, community and social enterprises (VCSE)

Submission

Enquiry deadline

28 September 2026, 12:00pm

Submission type

Tenders

Tender submission deadline

9 November 2026, 12:00pm

Submission address and any special instructions

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

29 January 2027

Award criteria

Other information

Applicable trade agreements

• Government Procurement Agreement (GPA)
• Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

Stage 1 - PSQ and Initial Tender Submission​

Suppliers will be invited to submit a Procurement Specific Questionnaire (PSQ), quality response, and pricing submission for one or more Lots. The PSQ will assess supplier suitability, financial standing, technical capability, relevant experience, and compliance with minimum requirements. Initial tender submissions will be evaluated against the published quality and commercial criteria to identify those suppliers best able to meet PfP's operational, commercial, and strategic objectives. Following evaluation, up to 3 highest-scoring suppliers per Lot will be shortlisted to progress to Stage 2 of the procurement process. PfP reserves the right to progress fewer suppliers where the number of compliant tenders received is insufficient or where there is a clear differentiation in scores between bidders.​

​Stage 2 - Negotiation and Final Tender Submission​

Shortlisted suppliers will be invited to participate in structured negotiation sessions with PfP. These sessions will provide an opportunity to clarify, challenge, and refine suppliers' proposed solutions, delivery models, mobilisation plans, governance arrangements, contractual positions, performance commitments, and commercial proposals. The negotiation stage will enable PfP to assess the extent to which suppliers can optimise value for money, deliver operational efficiencies, support service integration across the five Lots, and demonstrate alignment with PfP's strategic and operational requirements. Through negotiation, PfP will seek to strengthen commercial outcomes, improve cost transparency, enhance reporting and management information capabilities, maximise vehicle availability and uptime, and ensure proposed service models are scalable, innovative, and capable of supporting future organisational needs.​

Following completion of the negotiation phase, suppliers will be invited to submit a Best and Final Offer (BAFO), incorporating any agreed refinements arising from the negotiation process. BAFO submissions will form the basis of the final evaluation and contract award recommendation.​

Contracting authority

Places for People Group Limited

• Public Procurement Organisation Number: PCLC-2366-MYPY

305 Gray's Inn Road

London

WC1X 8QR

United Kingdom

Contact name: Kathy Caffrey

Email: procurement [at] placesforpeople.co.uk

Region: UKI31 - Camden and City of London

Organisation type: Public authority - sub-central government