Planning

Fleet Management System

  • Avon Fire Authority

UK2: Preliminary market engagement notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2025/S 000-009238

Procurement identifier (OCID): ocds-h6vhtk-04ea4c

Published 6 March 2025, 5:31pm

Last edited 13 March 2025, 2:21pm

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Scope

Reference

AFRS12-2024-05

Description

Avon Fire & Rescue (AFRS) are looking to move to a single Fleet Management System that fits the requirements of the Service, providing a standardised approach that will assist with ensuring legal compliance and delivering measurable benefits in asset management, asset tracking and improvements in working practices.

Key points of note within the project are;

• An improved more efficient solution for workshops to record and report on work completed.

• A paperless end to end solution to more efficiently manage and record all aspects of fleet management.

• With better utilisation and control a reduction in total fleet number could be realised.

• Align servicing frequencies and standardise the testing regimes across AFRS in conjunction with CFOA best practice guidelines.

• Provide a more efficient and user-friendly system for all fleet team members.

• Improve the service received by members of staff across AF&RS through better managed fleet assets.

• Providing an accurate detailed reporting system enabling trend analysis to enable more informed data driven decision making not only on a day-to-day basis but for longer term strategic decisions.

• Improve performance reporting by the managing of KPI's via the upgraded Fleet Asset Information System.

• Improved data input by vehicle technicians that will reduce workloads of administrators.

• Improved stock control.

• Improved job process control e.g. self-generated job cards and labour utilisation.

• Rigid input of data via electronic format will ensure more accurate records.

• Improved defect management/reporting.

• Improved document management.

• Improved interdepartmental data sharing

• A cloud-based system

Total value (estimated)

  • £200,000 excluding VAT
  • £240,000 including VAT

Contract dates (estimated)

  • 1 August 2025 to 1 August 2029
  • Possible extension to 1 August 2030
  • 5 years, 1 day

Main procurement category

Services

CPV classifications

  • 50111000 - Fleet management, repair and maintenance services
  • 50111100 - Vehicle-fleet management services
  • 48000000 - Software package and information systems
  • 48219300 - Administration software package

Contract locations

  • UK - United Kingdom

Engagement

Engagement deadline

20 March 2025

Engagement process description

Avon Fire & Rescue Service (AFRS) would like to invite Suppliers to Express an interest in our upcoming tender opportunity to provide a Fleet Management System.

This EOI will help us to identify suitable providers to include in the tender opportunity.

If you are not already signed up to the Sell2 UK Portal, please register via this link https://sell2.in-tend.co.uk/blpd/home


Submission

Publication date of tender notice (estimated)

23 April 2025


Contracting authority

Avon Fire Authority

  • Public Procurement Organisation Number: PYYL-6479-DWHX

Valley Road

Portishead

BS20 8JJ

United Kingdom

Region: UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire

Organisation type: Public authority - sub-central government