Request for Information (RFI) and Expression of Interest Abnormal Loads Managed Service

Description

Request for Information (RFI) and Expression of Interest Issue Date: 10/01/2025 1. Title: Provision of an abnormal loads managed service 2. Ref: JPS1848 3. Background An abnormal load is one that cannot legally be carried on a vehicle within the maximum weights and/or dimensions in the Construction and Use Regulations and Road Vehicles (Authorised Weight) Regulations. Legislation requires hauliers to notify the Police of the movement of abnormal loads. Operators must notify the Police for each area through which the vehicle will travel with two working days’ notice before movement, if a vehicle and load combination that has any of the following: • A weight of more than 44,000kg • An axle load of more than 10,000kg for a single non-driving axle and 11.500kg for a single driving axle • A width of more than 2.9m • A rigid length of more than 18.65m. All Police forces are required to receive, examine and verify the notifications received by hauliers, to assess the risk of the proposed movement for time/date/route to ensure the safety of other road users and to minimise congestion. If the route is deemed unsuitable, the notification will be rejected and re-notification requested from the haulier. A record of all notifications is saved for easy retrieval as and when required. 4. Requirements include, but are not limited to the following: Surrey Police and Sussex Police are looking for an abnormal loads managed service to undertake the following, as a minimum: • Receive and scan all emails received from hauliers in relation to abnormal loads notifications relating to the Surrey Police and Sussex Police areas. • Evaluate all requests for movements and determine from the size of the notified load what category the fall into - i.e. non-escort, self-escort or Police escort. • Manage the process for issuing the appropriate response and/or action accordingly -i.e. for a non-escort an auto response to approve the movement; for a self-escort, issue a self-escort permit and record on a spreadsheet in sequential order; and for a police escort, return this to the force for advice, with an escort to be arranged by police. • There will also be requests for dispensations to move within a certain category, this means they will not need to notify the movement or notify if under a dispensation for advice only. The dispensations sit under two categories: 1. General haulier movements 2. Agricultural movements. • Manage and use the information obtained from emails received from Local Authorities and/or National Highways relating to proposed road closures, to ensure effective routing of abnormal loads. • Provide management information and an audit trail to the Force Abnormal Loads lead. • Provide a portal for managing and providing the required services. 5. Information for suppliers 5.1 Please provide your company details. 5.2 Please provide details of previous related work undertaken for other similar organisations within the last 3 years. 5.3 Please indicate your interest in this contract: Would be interested in submitting a tender response as part of a competitive process. Unlikely to participate in a competitive process, because: Submission and Timetable All responses should be submitted via email at irfat.chowdhury@surrey.police.uk by 12.00pm noon 10 February 2025. Questions and Clarifications For any questions or clarifications regarding this RFI, please submit queries through the E-portal https://sell2.in-tend.co.uk/blpd/home by 12.00pm noon 24 January 2025. Contact Information: Irfat Chowdhury Procurement Officer irfat.chowdhury@surrey.police.uk Disclaimer: This RFI is for information-gathering purposes only and does not constitute a commitment by Sussex Police to procure any services, nor does it imply any obligation to pursue further discussions or issue a formal tender.