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Scope

Reference

001315

Description

YPO is inviting tenders for the provision, long‑term hire, short‑term hire, management, and full service support of a modern Material Handling Equipment (MHE) fleet for its main distribution site and secondary warehouse. The contract will replace the existing fleet with safer, more efficient, and energy‑saving equipment aligned with YPO's sustainability objectives.

The Contract will be divided into two Lots, with one Supplier appointed to each. Lot 1 covers the warehouse fleet, comprising 9 Reach Trucks, 3 Counterbalance Trucks, 8 LLOPs, and 12 PPTs. Lot 2 covers vehicle‑mounted delivery equipment, consisting of 4 PPT units. The successful Supplier(s) will be responsible for the supply, hire, and ongoing management of a fully supported MHE fleet.

This contract includes the provision of all required equipment, servicing, parts, labour, technical support, compliance certification, and associated systems necessary to ensure the fleet operates safely, efficiently, and with minimal disruption to YPO's operations.

For Lot 1, the contract requires a real‑time fleet management system that provides live performance data, event alerts, and automated reporting to support maintenance planning and fault diagnosis. The system must offer full fleet visibility to enable proactive maintenance, minimise downtime, and improve operational efficiency.

YPO expects the appointed Supplier(s) to deliver:

• Reduced equipment downtime and optimised maintenance costs

• Improved safety standards and operational compliance

• Greater operational resilience, including support for seasonal and peak demand

• Adoption of modern, energy‑efficient battery and charging technologies

• Future ready, scalable solutions capable of supporting automation and evolving warehouse technologies

Contract Term:

• Lot 1: Initial term of 7 years

• Lot 2: Initial term of 3 years

Total value (estimated)

• £6,000,000 excluding VAT
• £7,200,000 including VAT

Above the relevant threshold

Options

The right to additional purchases while the contract is valid.

The Contract may include optional additional purchases during its term.

The Authority reserves the right to request further goods or services from the successful Tenderer(s) that fall within the defined scope of Material Handling Equipment (MHE). This may include, but is not limited to, additional equipment, accessories, or related support services that can be supplied by the Contractor over the life of the Contract.

Any such options will only be exercised at the Authority's discretion and within the overall scope and estimated value of the procurement.

Main procurement category

Goods

CPV classifications

• 42415000 - Forklift trucks, works trucks, railway-station platforms tractors

Contract locations

• UKE45 - Wakefield

Not the same for all lots

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

Lot 1. Material Handling Equipment Hire and Maintenance Services - Warehouse

Description

Lot 1 covers the provision of the warehouse MHE fleet, comprising:

9 Reach Trucks

3 Counterbalance Trucks

8 Low‑Level Order Pickers (LLOPs)

12 Powered Pallet Trucks (PPTs)

The supplier will be responsible for providing all required equipment on a long term hire together with full servicing, maintenance, parts, labour, technical support, compliance certification, and associated systems necessary to ensure safe, reliable, and efficient fleet operation.

A key requirement of Lot 1 is a dedicated MHE fleet management/telematics system capable of delivering live performance data, event and impact alerts, and automated reporting to support maintenance planning and fault diagnosis. The system must provide full fleet visibility, enabling proactive maintenance, minimising downtime, and improving overall operational efficiency.

Lot value (estimated)

• £5,700,000 excluding VAT
• £6,840,000 including VAT

Contract dates (estimated)

• 1 February 2027 to 31 January 2034
• Possible extension to 31 January 2041
• 14 years

Description of possible extension:

Extensions may be applied where continued delivery of the services is required and represents best value for money. The contract allows for extensions of up to seven years, which may be activated in stages subject to satisfactory Supplier performance, ongoing operational need, budget availability, and alignment with YPO's strategic objectives.

Same for all lots

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

Lot 2. Material Handling Equipment Hire and Maintenance Services - Transport

Description

Lot 2 covers the provision of the transport MHE fleet, comprising:

4 Powered Pallet Trucks (PPTs)

This equipment is required for use within delivery vehicles, on tail‑lift platforms, and at customer premises to support safe loading and unloading activities.

The Supplier will provide all required equipment on a long term hire basis, and must also support YPO's peak periods through the provision of additional short term hire PPTs.

The Supplier will be responsible for full servicing, maintenance, parts, labour, technical support, compliance certification, and any associated systems necessary to ensure safe, reliable, and efficient fleet operation.

Lot value (estimated)

• £300,000 excluding VAT
• £360,000 including VAT

Contract dates (estimated)

• 1 February 2027 to 31 January 2030
• Possible extension to 31 January 2034
• 7 years

Description of possible extension:

Extensions may be applied where continued delivery of the services is required and represents best value for money. The contract allows for extensions of up to four years, which may be activated in stages subject to satisfactory Supplier performance, ongoing operational need, budget availability, and alignment with YPO's strategic objectives.

Same for all lots

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

Participation

Particular suitability

Lot 1. Material Handling Equipment Hire and Maintenance Services - Warehouse

Lot 2. Material Handling Equipment Hire and Maintenance Services - Transport

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

29 May 2026, 5:00pm

Tender submission deadline

15 June 2026, 4:00pm

Submission address and any special instructions

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

7 August 2026

Award criteria

Other information

Description of risks to contract performance

Operational Expansion Risk:

YPO is actively considering either increasing the size of an existing warehouse facility or acquiring an additional warehouse. Should either option proceed, the operational footprint of YPO's distribution network will expand. This may result in:

• an increase in the total quantity of Materials Handling Equipment (MHE) required;

• the need for additional associated services, including but not limited to installation, maintenance, repairs, and training;

• changes to operational hours in order to align the new facility with the current operating pattern of Site 41 (e.g., extended or mirrored operating hours).

Flexibility and Equipment Variability Risk:

YPO requires flexibility to procure additional or alternative equipment that falls within the scope of MHE throughout the duration of the Contract, including any new or emerging technologies. This may include variants or accessories required to support safe and efficient warehouse operations.

Scope Adjustment Risk:

Should the operational environment change (e.g., increased capacity, site expansion, layout changes, or efficiency improvements), the scope of MHE and associated services required under this Contract may need to be adjusted accordingly.

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Open procedure

Documents

Associated tender documents

Technical specifications to be met

Contracting authority

Yorkshire Purchasing Organisation

• Public Procurement Organisation Number: PMRV-4748-MNJV

41 Industrial Park

Wakefield

WF2 0XE

United Kingdom

Email: contracts [at] ypo.co.uk

Website: /

Region: UKE45 - Wakefield

Organisation type: Public authority - sub-central government