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Scope

Reference

TRN-26-002

Description

Libraries NI invites tenders for a Framework for the Provision of Vehicle Maintenance and Repair Services for Libraries NI Vehicles across NI in the South and East and North and West business areas on a call off as required basis.

Libraries NI are not obliged to procure services exclusively from this Framework Agreement and are free to use their own in-house service if applicable. The Framework will include a range of makes/models and sizes of vehicles to be maintained and repaired to meet all statutory vehicle compliance and construction requirements to a quality assured standard within a reasonable timeframe.

Commercial tool

Establishes a framework

Total value (estimated)

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

Above the relevant threshold

Contract dates (estimated)

• 1 September 2026 to 31 August 2030
• 4 years

Options

The right to additional purchases while the contract is valid.

The right to additional purchases while the contract is valid.

Main procurement category

Services

CPV classifications

• 50000000 - Repair and maintenance services
• 50100000 - Repair, maintenance and associated services of vehicles and related equipment
• 50110000 - Repair and maintenance services of motor vehicles and associated equipment

Contract locations

• UKN - Northern Ireland

Lot constraints

Description of how multiple lots may be awarded:

Suppliers may tender for any or all Lots. The two (2) highest scoring suppliers in each lot will be placed on the framework in rank order for each of the two lots. The process for allocating work is detailed in the specification.

Lot 1. South and East Business Areas

Description

Currently, 6 of these vehicles are Mobile Libraries operating within the South and East Business Area, in scope of operator licencing and the associated maintenance conditions and requirements.

Areas to be covered in this lot are detailed below:

o Armagh

o Belfast

o Downpatrick

o Holywood

o Lisburn

o Newry

o Portadown

Lot value (estimated)

• £350,000 excluding VAT
• £420,000 including VAT

Framework lot values may be shared with other lots

Same for all lots

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

Lot 2. North and West Business Areas.

Description

Currently, 8 of these vehicles are Mobile Libraries within the North and West Business Area, in scope of operator licencing and the associated maintenance conditions and requirements

Areas to be covered in this lot are detailed below:

o Antrim

o Ballymena

o Ballymoney

o Carrickfergus

o Coleraine

o Dungannon

o Enniskillen

o Londonderry

o Omagh

o Springtown

Lot value (estimated)

• £350,000 excluding VAT
• £420,000 including VAT

Framework lot values may be shared with other lots

Same for all lots

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

Framework

Maximum number of suppliers

Unlimited

Maximum percentage fee charged to suppliers

0%

Framework operation description

• When a requirement for Vehicle Maintenance or Repair Services arises, Libraries NI will contact the first ranked supplier for the relevant lot to carry out the repairs. If the first ranked supplier confirms that they do not have the capacity to complete the work within the required timelines, the EA will move to the second ranked supplier.

• Should Libraries NI decide that any supplier on the framework does not have the capacity to maintain or repair a vehicle within the agreed timescales, they reserve the right to move to the second ranked supplier or another supplier in any of the other lots to ensure repairs are completed on time. Decisions will be based on the number of vehicles any supplier is already servicing for Libraries NI and any backlog in return of vehicles the supplier is already servicing for Libraries NI.

• Suppliers will be notified in advance of any decision to move to another supplier.

• The Supplier must provide a full breakdown of estimated costs and timescales for the service to the relevant Libraries NI Staff Member or Libraries NI Contract Manager, prior to any work commencing. Libraries NI will confirm if the costs and timescales are acceptable and in line with tendered rates.

Award method when using the framework

Without competition

Contracting authorities that may use the framework

Libraries NI

Participation

Particular suitability

Lot 1. South and East Business Areas

Lot 2. North and West Business Areas.

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

Submission

Enquiry deadline

30 June 2026, 11:59pm

Tender submission deadline

3 July 2026, 11:59pm

Submission address and any special instructions

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

27 July 2026

Recurring procurement

Publication date of next tender notice (estimated): 31 May 2030

Award criteria

Other information

Applicable trade agreements

• Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Open procedure

Contracting authorities

Northern Ireland Library Authority - Libraries NI

• Public Procurement Organisation Number: PJDM-5737-VCLH

Lisburn City Library 23 Linenhall Street

Lisburn

BT28 1FJ

United Kingdom

Email: transport.procure [at] eani.org.uk

Region: UKN0E - Lisburn and Castlereagh

Organisation type: Public authority - central government

Devolved regulations that apply: Northern Ireland

Education Authority

• Public Procurement Organisation Number: PPHJ-6982-JPXY

40 Academy Street

Belfast

BT1 2NQ

United Kingdom

Email: transport.procure [at] eani.org.uk

Region: UKN06 - Belfast

Organisation type: Public authority - central government

Devolved regulations that apply: Northern Ireland

Contact organisation

Contact Education Authority for any enquiries.