Light Commercial Vehicle (LCV) Fleet Replacement

Dynamic Purchasing System

A Dynamic Purchasing System (DPS) is a fully electronic procurement process designed to provide a flexible and streamlined method for sourcing goods, works, or services over an extended period. Unlike traditional frameworks, a DPS remains open for suppliers to join at any time, provided they meet the specified criteria. Suppliers admitted to the DPS can then participate in "mini-competitions" or "call-offs" to bid on specific projects or requirements as they arise throughout the agreement's duration. This system promotes a dynamic, competitive environment that supports innovation and allows new suppliers to enter as the market evolves.

Procurement Scope

This notice seeks expressions of interest for establishing a Dynamic Purchasing System for the replacement of Yorkshire Water's (YWS) current fleet of light commercial vehicles (LCVs) during AMP8 (2025-2030).

This framework agreement is intended as the primary route for selecting bidders to replace selected LCVs over the agreement's duration.

Any estimated quantities or values in this or other documentation are provided for guidance only. YWS is not obliged to replace specific quantities if any bidder is successful and enters into the agreement.

Successful bidders will work with YWS to replace existing LCVs, which are divided into various lots reflecting each vehicle category (small, medium, large, pick up - all under 3.5 tonnes gross vehicle weight). This initiative is key to YWS meeting its 2030 sustainability target of zero-carbon emissions. Therefore, YWS will prioritise the replacement of diesel LCVs with low- or zero-emission LCVs, whether electric or utilising other sustainable energy sources as they develop and mature within the market.

This procurement seeks to establish a Dynamic Purchasing System with an initial five-year term, with the possibility of extending for up to an additional two years (5 + 2), with an estimated total value (excluding VAT) of £60,000,000.

Securing a place within the Dynamic Purchasing System does not guarantee any supplier work but enables suppliers to bid for opportunities during the agreement period.

For clarity, suppliers are not required to deliver vehicles across all lots to respond to this tender.

YWS's primary goal is to purchase new vehicles; however, depending on circumstances, YWS may also seek leasing quotes. Additionally, while YWS is focused on zero-emission fuels, it may request costings for diesel-fuelled vehicles.

Procurement Process

1. Expression of Interest (EOI)

Submit a notification to participate in the tender via email to Pedro Martins at pedro.martins@yorkshirewater.co.uk.

2. Selection Questionnaire (SQ)

Upon receipt of an EOI, a pre-qualification questionnaire (pass/fail) will be issued via SAP Ariba, where bidders must be registered. Bidders not meeting the minimum criteria will be excluded at this stage, though they may have the opportunity to resubmit.

3. Invitation To Tender (ITT)

Bidders who pass the Selection Questionnaire stage will undergo further assessment from commercial and qualitative perspectives for each lot they intend to bid on. Tender documents and scoring criteria will be issued via SAP Ariba.

4. Mini-Competitions and Award

LCV replacements within the DPS will proceed through commercial mini-competition events. Bidders not qualified for a specific lot will not be considered in mini-competitions related to that lot. Multiple mini-competition events will occur throughout the agreement, each specifying the number, type, and replacement method-purchase or lease-of vehicles for that event.

Notes:

• YWS unconditionally reserves the right to suspend or cancel this procurement process at its sole discretion and without liability.
• YWS unconditionally reserves the right to cancel, merge, or amend any lot and/or to make no award under this procurement process.
• If required, YWS unconditionally reserves the right to conduct an annual assessment of each lot's scope and suppliers to re-qualify suppliers within the framework, without re-tendering the framework.