Hire of Fleet Vehicles

The tender concerns the hire of a fleet of twenty‑two vehicles to support the 24‑hour, year‑round logistics operations managed by Synchronicity Care Limited for the North‑East England healthcare network. Five Luton 3.5‑tonne multi‑drop vans equipped with tail lifts will be used for the transport of supplies, medical equipment, pathology items and sterile service trolleys, while the remaining seventeen vehicles will comprise a mix of small and medium sized electric and internal‑combustion vehicles that deliver post, non‑caged supplies, pathology samples, estates maintenance work and other ad‑hoc duties to health centres, surgeries, hospitals and other institutions.

The awarded supplier will provide a complete service and maintenance contract covering all aspects of fleet operation. Responsibilities include the provision of relief vehicles of equal or higher specification during servicing or breakdowns, replacement of tyres subject to fair wear and tear, provision and replenishment of all required fluids, lubricants and wiper blades, full maintenance and service, mandatory and preventative inspections (including tail‑lift checks compliant with the Lifting Operations and Lifting Equipment Regulations 1998), windscreen and glass replacements, delivery of a customized livery mandated by the Trust, provision of an NHSV Class tax exemption disc, driver training to demonstrate vehicle functionality, and 24/7 breakdown recovery with a dedicated contact number. Recovery of a vehicle on the road must be effected within one hour of the call, and a replacement vehicle of equal or greater size must be delivered within two hours if the original cannot be repaired on site. Puncture repair must be performed by a mobile unit within two hours of the request.

All maintenance, inspections and replacement work must comply with the Lifting Operations and Lifting Equipment Regulations 1998 and the vehicles shall carry a NHSV Class tax exemption disc.

Background to the requirement:
The fleet is managed by Synchronicity Care Limited representatives and is a 24 hour, 365 days a year operation.
The fleet is used to carry supplies, post, medical equipment and pathology items to various locations throughout the North-east of England.
The fleet requires 22 vehicles in total, 5 x Luton 3.5 tonne with tail lifts multi-drop vehicles transporting stores / supply cages, sterile services trolleys (capes), linen supplies and ad hoc duties to various sites. The remaining 17 are a mixture of small and medium sized EV's and ICE vehicles that are used as multi-site vehicles delivering post, supplies (non-caged), pathology samples, estates maintenance and smaller ad-hoc duties. The premises involved are wide ranging including Health Centres, Doctor Surgeries, hospitals and other institutions. The need for a flexible vehicle is a much-needed requirement.
The successful supplier will be responsible for the provision of the courier vehicle fleet including a comprehensive service and maintenance contract covering all safety, maintenance and repair work related to operating the vehicle fleet.
This includes responsiblity for the following items for the duration of the contract:
o Relief vehicle delivered to Darlington Memorial Hospital or University Hospital of North Durham while servicing of vehicles or breakdowns occur (must be fit for purpose and of equal or greater specification to that of the vehicle it is replacing) and supplied at vehicle exchange time.
o Replacement tyres - fair wear and tear.
o Fluids, lubricants and windscreen wipers - related to the continued use of the vehicle.
o Full maintenance and service
o Mandatory and preventative inspections on the vehicle and its equipment including tail-lift - tail lift inspections must meet The Lifting Operations and Lifting Equipment Regulations 1998
o Windscreen / glass replacement.
o Customised livery as directed by the Trust representatives.
o NHSV Class (taxation exempt disc)
o Vehicle driver training as required to demonstrate vehicle functionality.
o 24/7 Breakdown recovery assistance, RAC or equivalent within 1 hour of receiving breakdown call including a dedicated breakdown contact number; Failure to repair the vehicle on the road, must be recovered and a replaced with another vehicle of equal or greater size and specification within 2 hours.
o Puncture repair service including mobile with a response time no greater than two hours.

Contract location: UKC
Communication: Submission only accepted via atamis: https://atamis-1928--prospend.vf.force.com/apex/CS_ContractPage?filters=&page=1&Preview=Yes&searchStr=&SearchType=Projects&sortStr=Alphabetical&uid=a07Pz00001vYCbKIAW&sfdcIFrameOrigin=https://atamis-1928.lightning.force.com
This is a recurrent procurement: Yes
Enquiry deadline: 2026-10-16T18:00:00+01:00
Submission address and any special instructions: Submission only accepted via atamis: https://atamis-1928--prospend.vf.force.com/apex/CS_ContractPage?filters=&page=1&Preview=Yes&searchStr=&SearchType=Projects&sortStr=Alphabetical&uid=a07Pz00001vYCbKIAW&sfdcIFrameOrigin=https://atamis-1928.lightning.force.com
Tenders may be submitted electronically: allowed
Award decision date (estimated): 2026-11-23T23:59:59Z
Recurring procurement:
Publication date of next tender notice (estimated): 2029-10-01T23:59:59+01:00

Lot: 1
Lot value (estimated)
510.341,52 GBP excluding VAT
612.409,82 GBP including VAT
This contract is subject to renewal: Yes
Description of renewals: 2 x 12 Month Optional Extensions

Award criteria:

Name	Type	Weighting
Price	price	50%
Contract Delivery	quality	16%
Social Value	quality	14%
Contract Management	quality	10%
Continuous Improvement	quality	5%
Innovation	quality	5%

Languages in which tenders or requests to participate may be submitted: En