Section one: Contracting authority
one.1) Name and addresses
North Lanarkshire Council
Civic Centre, Windmillhill Street
Motherwell
ML1 1AB
corporateprocurement@northlan.gov.uk
Country
United Kingdom
NUTS code
UKM84 - North Lanarkshire
Internet address(es)
Main address
http://www.northlanarkshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00010
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Fleet Management Solution
Reference number
NLC-CPT-21-044
two.1.2) Main CPV code
- 50111100 - Vehicle-fleet management services
two.1.3) Type of contract
Services
two.1.4) Short description
North Lanarkshire Council (the Council) require a sole service provider to provide a Fleet Management Solution which will assist in streamlining the day to day operations within the fleet management service. This will replace the current system due to the contract expiring.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £217,750
two.2) Description
two.2.2) Additional CPV code(s)
- 50111000 - Fleet management, repair and maintenance services
- 50111110 - Vehicle-fleet-support services
- 48000000 - Software package and information systems
- 72212781 - System management software development services
two.2.3) Place of performance
NUTS codes
- UKM84 - North Lanarkshire
Main site or place of performance
North Lanarkshire
two.2.4) Description of the procurement
North Lanarkshire Council (the Council) intend to award a contract to a sole service provider to provide a Fleet Management Solution which will assist in streamlining day to day operations within the fleet management service.
.
The contract for the current fleet management system is due to end on 31st March 2022 and as such the Council are seeking a replacement system to support its fleet management services.
.
As part of an on-going digital transformation programme a review of Fleet Management operations has been completed highlighting several areas where digital technology can be deployed to assist in streamlining day to day operations within the fleet management service.
The vehicles to be managed by a new solution include those owned, leased and hired by NLC to support business operations.
.
There are various requirements:
BUSINESS:
The new solution must provide functionality covering:
-Fleet Management: Ability to record all relevant details for the diverse range of fleet and equipment maintained, vehicle disposal process, Manage Road Licence Renewals, Short-term hire of vehicles and plant from external suppliers and hiring out to council service departments.
-Workshop Operations Management: Ability to manage jobs including standard times to be pre-defined as per ICME guidelines, generation of estimates for repairs. Monitoring workshop loading and productivity of workforce, scheduling of services, inspections and MOT tests including all North Lanarkshire taxis. Completion of services/inspections electronically. Online portal / dashboard for customers to view their vehicle details.
-Stores Management: Ability to record all relevant details for stock items, stock checking functionality, creation of stock and non-stock orders, deliveries, invoices and returns, allocation of stock and non-stock to jobs. Use of bar code readers for stock management.
-Tyre Management: Ability to record and manage tyre details include tracking and disposal
-Accident Management: Ability to manage accident details including insurance authorisations
-Financial Management: Calculation of customer charges per period for owned, leased and hired vehicles for internal and external customers. Charges should be separated for maintenance, fuel and additional work.
DIGITAL:
This includes but is not limited to:
-Integration with other key business systems including a required link to North Lanarkshire’s Microsoft Dynamics CRM system and Power BI.
-Replacement of paper forms with online forms
-Introduction of customer self-service for key activities
-Provision of automated customer notifications
-The use of mobile technology by front line staff
.
TECHNICAL:
North Lanarkshire Council have a large and complex computing estate that supports many line of business applications with a digital transformation underway to move these line of business systems to the Cloud with a preference to supplier hosting solutions.
-Bidders must provide a hosted service (Software as a Service).
-Proposed solutions must be hosted within the UK or European Union borders
-Data is protected from unauthorised use, disclosure and change
.
IMPLEMENTATION & FUTURE:
-Planning activities required
-Methodology to be used
-Training & Knowledge Transfer
-Future Proofing (to support technology, environmental and legislative changes)
.
A detailed specification is contained within the “Documents for Tenderers” folder, which is accessible (and downloadable) within the PCS-T Tendering System.
.
The Contract must be carried out in accordance with the information provided within this Contract Notice and the Invitation to Tender documents (ITT) which will be published within the PCS-T Tendering System.
.
two.2.5) Award criteria
Quality criterion - Name: Business Requirements: / Weighting: 50%
Quality criterion - Name: Digital / Weighting: 15%
Quality criterion - Name: Technical Requirements: / Weighting: 20%
Quality criterion - Name: Implementation and Future: / Weighting: 10%
Quality criterion - Name: Fair Work First: / Weighting: 5%
Quality criterion - Name: OVERALL QUALITY / Weighting: 80%
Price - Weighting: 20%
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
PLEASE BE AWARE OF THE EXCLUSION GROUNDS.
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-026390
Section five. Award of contract
Contract No
NLC-CPT-21-044
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
19 January 2022
five.2.2) Information about tenders
Number of tenders received: 2
Number of tenders received from SMEs: 1
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 2
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Freeway Fleet Systems Ltd
Unit 28, City Business Centre, Lower Road
London
SE16 2XB
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £217,750
Section six. Complementary information
six.3) Additional information
(SC Ref:680127)
six.4) Procedures for review
six.4.1) Review body
Scottish Courts
Edinburgh
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
An economic operator that suffers, or is at risk of suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 or the Procurement Reform (Scotland) Act 2014, may bring proceedings in the Sheriff Court or the Court of Session.