Official UK procurement notice
Supply of Lubricants · UK public procurement notice
Authority: Hutchison Ports (UK) Ltd as agent for The Felixstowe Dock and Railway Company; Harwich International Port Ltd and Thamesport (London) Ltd. (Public body)·Consortium: 2 public authorities
What is being bought
Published requirement descriptionThe supply of lubricants is required to Hutchison Ports (UK) Ltd.'s ports namely: The Felixstowe Dock and Railway Company; Harwich International Port Limited, Thamesport (London) Limited. Hutchison Ports (UK) Ltd is contracting as agent only and shall have no liability under the agreement. Each ports liability shall be several.
The Ports require various engine oils; industrial gear oils, automotive gear oils; hydraulic oils; transmission oils; ancillary grades; grease; anti-freeze and Ad-Blue to be delivered to site within five working days or three working days for emergency orders. Some items are required to be delivered in bulk. The supplier will also need to provide and maintain a bulk tank telemetry and monitoring system; and the Ports preference is for supplier self-delivery into the bulk tanks at each port following training.
To avoid duplication of buying resources and in the interests of efficiency and single use telemetry system for these group companies, the supplier must be able to supply all three ports.
- How the procedure runs: Interested suppliers are to express their interest in this opportunity via the Purchaser's e-tender portal the details of which are in section v.13. Suppliers will be required to register on the e-tender portal if they are not already registered - it is free to do so. The Tender document containing specification; submission requirements and award criteria together with the Form of Contract are available on the Purchaser's e-tender portal. NOTE: The tender document is provided for information of requirements and must not be completed or submitted until invited to do so following successful completion of the conditions of participation stage which includes assessment of suppliers financial standing. Suppliers who express an interest will be required to complete and pass conditions of participation. This must be completed by the date at V.16 Deadline for requests to participate. The Ports will undertake a financial assessment of the suppliers financial standing undertaken by the Ports Finance Department on an obtained finance report. Suppliers must pass this financial assessment as well as the conditions of participation. Suppliers who are successful following review of the conditions of participation, including the financial assessment will be invited to tender. Suppliers invited to tender will be required to undertake a site visit to the three Ports prior to submitting their tendered bid. Tender submissions are to be submitted via the Purchasers e-tender portal and will be opened at a scheduled Tender Committee meeting. A preferred supplier stage will be entered into following tender assessment to allow for contract terms negotiation to be finalised if required and time allowed for the Purchaser's Group approval to the contract terms.
CPV: Lubricating preparations
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£800,000
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (5)
- Technical: 10%
- Technical: 10%
- Technical: 10%
- Deviations: 20%
- Charges: 50%
Published award criteria (5)
- Technical: Technical – in addition to capability to provide requirements (and those as assessed at participation stage) can also provide: i) self-service deliveries demonstrated to be acceptable to the Purchaser
- Technical: Technical – in addition to capability to provide requirements (and those as assessed at participation stage) can also provide: Contractor led telemetry monitoring
- Technical: Eco label products.
- Charges: most competitively (lowest) priced – based on standard (not Eco label products)
- Deviations: No material deviations to Form of Contract – Deviations will be considered material if they could result in i) additional cost or ii) additional risk to the Purchasers
- Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Utilities
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 17 Apr 2025, 14:24 BST
- Last source update
- 20 Oct 2025, 09:42 BST
- Award evaluation window
- Submission end – 17 Sept 2025
- Authority reference
TC01371- FTS notice number
2025/S 000-015943- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0504efFind a Tender- Contract terms summary
The payment terms are provided within the Tender Document.
- How it runs
Interested suppliers are to express their interest in this opportunity via the Purchaser's e-tender portal the details of which are in section v.13. Suppliers will be required to register on the e-tender portal if they are not already registered - it is free to do so.
The Tender document containing specification; submission requirements and award criteria together with the Form of Contract are available on the Purchaser's e-tender portal. NOTE: The tender document is provided for information of requirements and must not be completed or submitted until invited to do so following successful completion of the conditions of participation stage which includes assessment of suppliers financial standing.
Suppliers who express an interest will be required to complete and pass conditions of participation. This must be completed by the date at V.16 Deadline for requests to participate.
The Ports will undertake a financial assessment of the suppliers financial standing undertaken by the Ports Finance Department on an obtained finance report. Suppliers must pass this financial assessment as well as the conditions of participation.
Suppliers who are successful following review of the conditions of participation, including the financial assessment will be invited to tender.
Suppliers invited to tender will be required to undertake a site visit to the three Ports prior to submitting their tendered bid.
Tender submissions are to be submitted via the Purchasers e-tender portal and will be opened at a scheduled Tender Committee meeting.
A preferred supplier stage will be entered into following tender assessment to allow for contract terms negotiation to be finalised if required and time allowed for the Purchaser's Group approval to the contract terms.
- Risks
For security reasons on the Ports the supplier will need to provide the same staff to undertake the delivery to the Ports.
The tender document provides estimated usage figures and an estimated term spend has been provided but the Ports cannot make any guarantees on actual usage and spend over the term of the agreement.
The products required may change over the life of the contract depending on operational use at the Ports.
The lubricants market can be volatile in terms of fluctuations in raw material prices and supply chain disruptions.
How it was run
Official notice- Requests to participate (first stage)
- 16 May 2025, 17:00 BST
- Submission deadline
- 16 May 2025, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
The Purchaser's use Proactis e-tender platform:
procontract.due-north.com/SupplierRegistration… ↗
Suppliers who are registered on the Proactis e-tender platform can search for this tender opportunity under 'Hutchison Ports UK'.
Suppliers who are not registered will need to register then search for the opportunity. Search 'Proactis Supplier Registration' or use the link above.
Timeline
17 Apr 2025 → 1 Dec 2025 · 7 dates- Tender notice published17 Apr 2025, 14:24 BST
- Submission deadline16 May 2025, 17:00 BST
- Award decision expected by17 Sept 2025, 00:59 BST
- Assessment summaries sent378 days ago15 Oct 2025, 00:00 BST
- Latest notice published373 days ago20 Oct 2025, 09:42 BST
- Standstill ends363 days ago29 Oct 2025, 23:59 GMT
- Contract starts331 days ago1 Dec 2025
Notice history
5 events · 2 releases on Find a Tender · since 17 Apr 2025- Tender notice published17 Apr 2025, 14:24 BSTUK4
- Contract award notice published20 Oct 2025, 09:42 BSTUK6
- Status changed to complete20 Oct 2025, 09:42 BST
- Buyer details updated20 Oct 2025, 09:42 BST
- Contract signature expected3 Nov 2025, 23:59 GMTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| ROCK CHEMICALS LIMITEDSME1 Dec 2025 – 30 Nov 2028 · up to 30 Nov 2029Extensions: The Ports have the right to extend the contract in event: - a tendered process has been delayed or has not resulted in a successful preferred supplier; or - instability of the lubricants market at time of renewal. For clarity this right is reserved for the Ports, not the Contractor. · Options: The right to additional purchases while the contract is valid. If a change of lubricants required for operational equipment. | £1,143,559 inc. VAT | 14 Oct 2025standstill to 29 Oct 2025 | Standstill |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- Hutchison Ports (UK) Ltd as agent for The Felixstowe Dock and Railway Company; Harwich International Port Ltd and Thamesport (London) Ltd.Contracting authorityPrivate utility
Bidders & participating suppliers
1 commercial party on the notice- ROCK CHEMICALS LIMITEDAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender