Phoenix 3 - White Fleet Management Services The Authority is seeking to engage a suitable Supplier to deliver centralised White Fleet Management in the UK and overseas. Planned contract award is November 2025. This contract shall replace the existing contract, which is due to expire in February 2026. The initial ... Ministry of Defence Phoenix 3 - White Fleet Management Services - Opportunity Phoenix 3 - White Fleet Management Services Ministry of Defence F17: Contract notice for contracts in the field of defence and security Notice reference: 2024/S 000-033614 Published 17 October 2024, 3:22pm Watch this notice Contents Open all one. Contracting authority/entityI. Contracting authority/entityPress escape key to exit two. Object of the contract II. Object of the contract three. Legal, economic, financial and technical informationIII. Legal, economic, financial and technical information four. ProcedureIV. Procedure six. Complementary informationVI. Complementary information Download PDF version Share this notice Twitter LinkedIn Email Copy link Print this notice Report concerns about this procurement Section one: Contracting authority/entitySection I: Contracting authority/entity one.1) Name, addresses and contact point(s)I.1) Name, addresses and contact point(s) Ministry of Defence Defence & Equipment Support, Phoenix 3, Cedar 1B, \ 3157, Abbey Wood Bristol BS34 8JH For the attention of Phoenix 3 Email(s) deslevs-phoenix3@mod.gov.uk Country United Kingdom Internet address(es) General address of the contracting authority/entity www.des.mod.uk Electronic access to information https://contracts.mod.uk/esop/guest/go/opportunity/detail?opportunityId=58627 Electronic submission of tenders and requests to participate https://contracts.mod.uk/esop/guest/go/opportunity/detail?opportunityId=58627 Further information Further information can be obtained from the above mentioned contact point(s) Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from The above-mentioned contact point(s) Tenders or requests to participate must be sent to The above-mentioned contact point(s) one.2) Type of the contracting authorityI.2) Type of the contracting authority Ministry or any other national or federal authority, including their regional or local subdivisions one.3) Main activityI.3) Main activity Defence Section two: Object of the contractSection II: Object of the contract two.1) DescriptionII.1) Description two.1.1) Title attributed to the contract by the contracting authorityII.1.1) Title attributed to the contract by the contracting authority Phoenix 3 - White Fleet Management Services two.1.2) Type of contract and location of works, place of delivery or of performanceII.1.2) Type of contract and location of works, place of delivery or of performance Services Service category No 22: Supporting and auxiliary transport services Main site or location of works, place of delivery or of performance Various sites around the UK and some overseas. NUTS code UK - United Kingdom two.1.5) Short description of the contract or purchase(s)II.1.5) Short description of the contract or purchase(s) The Authority is seeking to engage a suitable Supplier to deliver centralised White Fleet Management in the UK and overseas. Planned contract award is November 2025. This contract shall replace the existing contract, which is due to expire in February 2026. The initial contract term shall be 5 years, with the option of extending for up to five one-year periods. As such, the contract shall have a total possible duration of 10 years. The total estimated Project Value is £1,773,000,000.00 (£1.773bn) excluding VAT. The time limit for completion of the DPQQ is 18/11/2024, 12:00 (GMT). two.1.6) Common procurement vocabulary (CPV)II.1.6) Common procurement vocabulary (CPV) 50111000 - Fleet management, repair and maintenance services Additional CPV code(s) 48810000 - Information systems 48813000 - Passenger information system 48813200 - Real-time passenger information system 50111100 - Vehicle-fleet management services two.1.7) Information about subcontractingII.1.7) Information about subcontracting The tenderer has to indicate in the tender any share of the contract it may intend to subcontract to third parties and any proposed subcontractor, as well as the subject-matter of the subcontracts for which they are proposed The tenderer has to indicate any change occurring at the level of subcontractors during the execution of the contract two.1.8) LotsII.1.8) Lots This contract is divided into lots: No two.1.9) Information about variantsII.1.9) Information about variants Variants will be accepted: No two.2) Quantity or scope of the contractII.2) Quantity or scope of the contract two.2.1) Total quantity or scopeII.2.1) Total quantity or scope The Authority is seeking to engage a suitable Supplier to deliver centralised White Fleet Management in the UK and overseas. White Fleet shall consist of both lease and rental, and cover various type of vehicles: passenger car, minibus, coach, light van, cargo, (light and heavy including trailers). The chosen Supplier shall undertake White Fleet Management Services, this includes: (1) Procurement Agent services; acting on behalf of the Authority to source vehicles through Government Frameworks (where available and best value for money) and providing end-to-end contract management. The Supplier shall source the Authority's requirements via Government Frameworks OR via tender on behalf of the Authority if the requirement is outside of the Government Framework's scope, or better value for money from can be obtained. In exceptional circumstances, the Supplier may be able to fulfil requirements via their own supply chain only if better value for money can be evidenced and, (2) Fleet Management - the Supplier shall be responsible for ensuring the Authority's fleet of vehicles is managed efficiently, both in terms of cost and operational delivery, with the aim to improve efficiency, reduce costs and provide compliance with Government legislation and, (3) Implementation and maintenance of an online Fleet Management Information System (FMIS). The FMIS shall include information regarding the operation of their fleet, including, but not limited to, the management of lease vehicles, rental booking management, invoicing, telematics data, producing reports and monitoring the usage of the fleet. Planned contract award is November 2025. This contract shall replace the existing contract, which is due to expire in February 2026. A suitable transition period has been included to ensure continuity of supply. The initial contract term shall be 5 years, with the option of extending for up to five one-year periods. As such, the contract shall have a total possible duration of 10 years. The estimated total value is £1,773,000,000.00 (£1.773bn) excluding VAT. The Fleet Management Services (total estimated at £92.065 million excluding VAT across 10 years) forms a relatively small portion of the Contract value with the majority of cost being driven by 'pass-through charges' for the cost of the vehicle hire or lease (total pass-through charges estimated at circa £1.681bn excluding VAT, across 10 years). The costs of the vehicle hire or lease shall be paid to the vehicle Suppliers. The Contract includes provisions for the Supplier to take advantage of Gainshare opportunities. The bidder shall request to participate via completion of the Dynamic Pre-Qualification Questionnaire (DPQQ). The DPQQ and the criteria for passing the DPQQ (DPQQ Guidance) is accessible on the Defence Sourcing Portal (DSP). The DSP link for the DPQQ is set out above in this Notice. The time limit for completing the DPQQ is 18/11/2024, 12:00 (GMT). Following successful completion of the DPQQ, the Authority may invite the successful bidder/s to tender through release of the Invitation to Tender (ITT). The ITT is planned for release early December. The Authority will shortlist a maximum of four suppliers through to the next stage of the procurement process. In the case of a tie the Authority reserves the right to increase the maximum number being invited to tender at its discretion. Following release of the ITT, a Tenderer's Conference shall be scheduled. It is anticipated that the conference will be held on 18/12/2024. Please note that this date is subject to change and will be confirmed upon ITT release. Supplier attendance is actively encouraged. The Cyber Risk Profile of the Contract is assessed as High, as defined in Def Stan 05-138. Estimated value excluding VAT: £1,773,000,000 two.2.3) Information about renewalsII.2.3) Information about renewals This contract is subject to renewal: No two.3) Duration of the contract or time limit for completionII.3) Duration of the contract or time limit for completion Duration in months: 120 (from the award of the contract) Section three. Legal, economic, financial and technical informationSection III. Legal, economic, financial and technical information three.1) Conditions relating to the contractIII.1) Conditions relating to the contract three.1.1) Deposits and guarantees requiredIII.1.1) Deposits and guarantees required The contract terms and conditions shall be enclosed in the Invitation to Tender (ITT). The ITT shall be issued to bidders that are successful in the down-selection phase (DPQQ). three.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing themIII.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them The contract terms and conditions shall be enclosed in the Invitation to Tender (ITT). The ITT shall be issued to bidders that are successful in the down-selection phase (DPQQ). three.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awardedIII.1.3) Legal form to be taken by the group of economic operators to whom the contract is to be awarded The contract terms and conditions shall be enclosed in the Invitation to Tender (ITT). The ITT shall be issued to bidders that are successful in the down-selection phase (DPQQ). three.2) Conditions for participationIII.2) Conditions for participation three.2.1) Personal situationIII.2.1) Personal situation Criteria regarding the personal situation of economic operators (that may lead to their exclusion) including requirements relating to enrolment on professional or trade registers Information and formalities necessary for evaluating if the requirements are met: Selection and exclusion criteria are set out in the DPQQ, available on the Defence Sourcing Portal. Criteria regarding the personal situation of subcontractors (that may lead to their rejection) including requirements relating to enrolment on professional or trade registers Information and formalities necessary for evaluating if the requirements are met: Selection and exclusion criteria are set out in the DPQQ, available on the Defence Sourcing Portal. three.2.2) Economic and financial abilityIII.2.2) Economic and financial ability Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion) Information and formalities necessary for evaluating if the requirements are met: Selection and exclusion criteria are set out in the DPQQ, available on the Defence Sourcing Portal. three.2.3) Technical and/or professional capacityIII.2.3) Technical and/or professional capacity Criteria regarding the technical and/or professional ability of economic operators (that may lead to their exclusion) Information and formalities necessary for evaluating if the requirements are met: Selection and exclusion criteria are set out in the DPQQ, available on the Defence Sourcing Portal. Criteria regarding the technical and/or professional ability of subcontractors (that may lead to their rejection) Information and formalities necessary for evaluating if the requirements are met: Selection and exclusion criteria are set out in the DPQQ, available on the Defence Sourcing Portal. Section four: ProcedureSection IV: Procedure four.1) Type of procedureIV.1) Type of procedure four.1.1) Type of procedureIV.1.1) Type of procedure Restricted four.1.2) Limitations on the number of operators who will be invited to tender or to participateIV.1.2) Limitations on the number of operators who will be invited to tender or to participate Envisaged number of operators: 4 Objective criteria for choosing the limited number of candidates: Selection and exclusion criteria set out in the procurement documents (DPQQ Guidance). four.2) Award criteriaIV.2) Award criteria four.2.1) Award criteriaIV.2.1) Award criteria the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document four.2.2) Information about electronic auctionIV.2.2) Information about electronic auction An electronic auction has been used: no four.3) Administrative informationIV.3) Administrative information four.3.1) File reference number attributed by the contracting authorityIV.3.1) File reference number attributed by the contracting authority 707920450 four.3.2) Previous publication(s) concerning the same contractIV.3.2) Previous publication(s) concerning the same contract Notice number: 2023/S 000-031092 of 20 October 2023 four.3.4) Time limit for receipt of tenders or requests to participateIV.3.4) Time limit for receipt of tenders or requests to participate 18 November 2024 - 12:00pm four.3.6) Language(s) in which tenders or requests to participate may be drawn upIV.3.6) Language(s) in which tenders or requests to participate may be drawn up English Section six: Complementary informationSection VI: Complementary information six.1) Information about recurrenceVI.1) Information about recurrence This is a recurrent procurement: No six.2) Information about European Union fundsVI.2) Information about European Union funds The contract is related to a project and/or programme financed by European Union funds: No six.3) Additional informationVI.3) Additional information The Contracting Authority intends to use an e-sourcing system (Defence Sourcing Portal) in this procurement exercise, please visit www.contracts.mod.uk for full details and to register your interest in this procurement. Suppliers Instructions How to Express Interest in this Tender: 1. Register your company on the eSourcing portal (this is only required once) - Browse to the eSourcing Portal - Click the “Click here to register” link - Accept the terms and conditions and click “continue” - Enter your correct business and user details - Note the username you chose and click “Save” when complete - You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender - Login to the portal with the username/password - Click the "PQQs Open to All Suppliers" link. (These are Pre-Qualification Questionnaires open to any registered supplier) - Click on the relevant PQQ to access the content. - Click the “Express Interest” button in the “Actions” box on the left-hand side of the page. - This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only) - Click on the PQQ code, you can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box 3. Responding to the tender - You can now choose to “Reply” or “Reject” (please give a reason if rejecting) - You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification - Note the deadline for completion, then follow the onscreen instructions to complete the PQQ - There may be a mixture of online & offline actions for you to perform (there is detailed online help available) If you require any further assistance please consult the online help, or contact the eTendering help desk. For transparency, the Contracting Authority notes that external consultants are supporting the Authority to administer this procurement. This includes commercial and project staff to administrate the DPQQ and ITT. six.4) Procedures for appealVI.4) Procedures for appeal six.4.1) Body responsible for appeal proceduresVI.4.1) Body responsible for appeal procedures Defence & Equipment Support Phoenix 3, Cedar 1B, \ 3157 MOD Abbey Wood Bristol BS34 8JH Email(s) deslevs-phoenix3@mod.gov.uk Country United Kingdom Back to top 1729509007 Support links About us Contact us Accessibility statement Terms and conditions Privacy notice Cookies Data and API All content is available under the Open Government Licence v3.0 except where otherwise stated. Notices are based on TED XML schema. © European Union, https://ted.europa.eu, 1998–2020 © Crown copyright Review services If you have any concerns about procurement practices, including late payment, you can contact a review service. 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We do this to keep your information secure. 5 minutes remaining until you will be signed out. Continue session Sign out warning you will not be able to undo this action Phoenix 3 - White Fleet Management ServicesMinistry of Defence  The Authority is seeking to engage a suitable Supplier to deliver centralised White Fleet Management in the UK and overseas. Planned contract award is November 2025. This contract shall replace the existing contract, which is due to expire in February 2026. The initial ...  Notice typeF17: Contract notice for contracts in the field of defence and securityClosing18 November 2024, 12:00pmContract locationUK - United KingdomTotal value £1,773,000,000 Publication date17 October 2024, 3:22pm