Managed Vehicle Hire Solution Preliminary Market Engagement

Planning

Vehicle Hire - Preliminary Market Engagement (PME)

• Portsmouth City Council UK2: Preliminary market engagement notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2026/S 000-035404

Procurement identifier (OCID): ocds-h6vhtk-0685c7

Published 17 April 2026, 5:54pm

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Scope Engagement Participation Submission Contracting authority

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Scope

Reference

P00005226

Description

Portsmouth City Council (the "Council") is undertaking Preliminary Market Engagement (PME) in accordance with section 16 of the Procurement Act 2023 to inform a future competitive procurement for a managed vehicle hire solution predominantly for cars, MPVs, vans and minibuses to support Council operations across service areas.

The PME exercise is intended to refine the procurement approach, service specification, performance requirements, contract duration and commercial strategy ahead of issuing a Tender Notice.

The Council is exploring the market for a managed vehicle hire solution to support Council operations across multiple service areas.

The anticipated scope includes (but is not limited to):

• Cars (small/medium/large), with a strong preference for hybrid models

• MPVs

• Vans (small/medium/large)

• Minibuses (D1 and non D1 options)

The service is expected to include booking and customer support arrangements (telephone, website and mobile application), delivery/collection (where applicable), availability management, breakdown/contingency arrangements, incident/accident/claims processes, performance reporting, and account management/governance.

The Council's current requirements include (indicatively):

• A small number of hybrid hire vehicles to be kept permanently on site and capable of being dispatched within 30 minutes of any hire booking.

• For home-delivery bookings, delivery must be to addresses within the Council's boundaries.

• For all standard vehicle hires, delivery to the requested location must be completed within four working hours of the booking request.

• Delivery across PO1 to PO17 postcode areas is expected to be included in the cost of hire (no additional charges).

• The Council may also require delivery outside PO1 to PO17 up to a radius of 40 miles from the Council's boundaries (additional delivery costs to be evaluated as part of the future tender).

Following completion of this PME process, the Council is currently targeting commencement of a formal procurement using the Open Procedure, via issue of a Tender Notice on 21 May 2026.

Indicative procurement timetable (subject to change)

• Tender Notice published / documents available: 21 May 2026

• Clarification deadline: 9 June 2026, 23:59

• Tender return deadline: 23 June 2026, 12:00

• Evaluation completed by: 14 July 2026, 12:00

• Contract Award Notification: 23 July 2026

• Standstill period: 23 July - 5 August 2026

• Target service commencement: 1 October 2026

Participation is not a condition for participation in any subsequent procurement and will not confer any advantage or disadvantage.

The Council will take appropriate steps to ensure that competition is not distorted by this engagement.

For potential bidders who are not able to attend the teams meeting a copy of the presentation and recording will be provided in the document set of the future Tender process.

Local Government Reorganisation (LGR)

As part of the wider Local Government Reorganisation (LGR), the Council is required to engage with neighbouring authorities to explore future requirements and needs, and to consider alignment of governance arrangements.

The UK Government has confirmed its decision regarding local government reorganisation across Hampshire and the Isle of Wight. Under the confirmed proposals, Portsmouth City Council will become part of a new larger unitary authority covering the areas of Gosport, Fareham and Havant and including Newlands, Horndean, Clanfield and Rowlands Castle.

The new larger unitary authority is set to formally come into existence on 1 April 2028. Portsmouth City Council as it currently exists will be legally dissolved on 31 March 2028.

The new authority's service delivery model is not yet finalised, but it is expected that local authority service responsibilities will merge within the new boundary. This could mean that the scope, demand and operational requirements for vehicle hire services may change over time depending on the governance and operating arrangements adopted.

The opportunity value is expected to increase materially due to the wider geographic area and the potential integration of requirements from the merging authorities. The Council reserves the right to modify the contract under Schedule 8 of the Procurement Act 2023 should the confirmed LGR arrangements require changes to scope, value and/or delivery structure.

The estimated 5-year total contract value (including any extension options) is £950,000 excluding VAT; however, this may change if LGR implementation requires changes to the scope and/or delivery structure. This figure is based on Portsmouth's current requirements only.

The future contract is expected to include assignment/novation provisions. These provisions are likely to allow the Council to transfer the contract to the new larger unitary authority (or other successor contracting authority), where required by LGR.

For further details in respect of LGR, please see:

https://www.portsmouth.gov.uk/services/council-and-democracy/devolution-and-plans-for-local-government-reorganisation/

Total value (estimated)

• £950,000 excluding VAT
• £1,187,500 including VAT Above the relevant threshold

Contract dates (estimated)

• 1 October 2026 to 30 September 2028
• Possible extension to 30 September 2031
• 5 years

Main procurement category

Goods

CPV classifications

Estate and saloon cars

Minibuses

Motor vehicles for the transport of fewer than 10 persons

Vans

Contract locations

• UKJ31 - Portsmouth
• UKJ35 - South Hampshire

Engagement

Engagement deadline

5 May 2026

Engagement process description

The Council's objective is to explore the market to understand available capacity, capability, and potential delivery models. The Council also seeks to refine the service specification to ensure an effective balance between operational requirements, sustainability goals, safety standards, and best value.

Feedback is sought on (indicatively):

• Payment options / commercial models

• Digitalised booking process (telephone/website/app)

• Fuel management solution

• Vehicle telematics

• Innovative solutions to strengthen alternative fuel vehicle provision

• Draft KPIs / service levels (including proportionality and achievability)

• Contract length (including potential benefits/risks of longer initial terms)

• Indicative quality/price evaluation approach and weightings

• Pricing evaluation strategy (at a high level)

• Mobilisation period

The Council intends to engage the market through:

• Issue of a PME pack via In-tend

• A PME briefing meeting (online via Microsoft Teams)

• A structured Request for Information (RFI) questionnaire

• Potential follow-up correspondence via In-tend and/or brief online meetings with respondents (if required)

Interested organisations can attend the briefing meeting on 24th April at 11am and should respond by completing the Council's RFI questionnaire and submitting it via In-tend by the stated deadline. Clarification questions should be submitted via In-tend.

The timetable for the PME is

• PME Notice issued: 17 April 2026

• PME pack issued on In-tend: 17 April 2026

• PME briefing meeting (Teams): 24 April 2026, 11:00

• RFI response deadline: 5 May 2026, 14:00

Additional information and any PME documents will be made available via the Council's e-sourcing portal (In-tend). Interested organisations must register on the portal to access the PME pack and submit responses. Communication and clarifications will be conducted via In-tend.

Taking part in this PME (and anything you submit) will not be used to assess bidders in any later tender and will not give any organisation an advantage or disadvantage in any future procurement.

Participation

Particular suitability

• Small and medium-sized enterprises (SME)
• Voluntary, community and social enterprises (VCSE)

Submission

Publication date of tender notice (estimated)

21 May 2026

Contracting authority

Portsmouth City Council

• Public Procurement Organisation Number: PCNL-5714-PRZV Civic Offices, Guildhall Square

Portsmouth

PO1 2AL

United Kingdom

Email: procurement@portsmouthcc.gov.uk

Region: UKJ31 - Portsmouth

Organisation type: Public authority - sub-central government