Scope
Description
The purpose of this procurement event will be for the sourcing of a centralised Fleet Management solution (SaaS) that consolidates all transport data sources into a unified platform, enabling improved operational efficiency, compliance and more strategic decision-making.
Currently, this project is focused on centralising data records for Heavy Goods Vehicles (HGV) only. However, there are plans to extend the use of the chosen SaaS solution to Light Commercial Vehicles (LCV), enabling centralised management of all WWU commercial transportation, assuming the management of HGVs is deemed successful.
The Supplier shall provide, implement, integrate and support the SaaS Solution encompassing these functions ensuring it is scalable and configurable.
Total value (estimated)
- £2,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 August 2026 to 31 July 2029
- Possible extension to 31 July 2034
- 8 years
Description of possible extension:
Contract Duration: The agreement will be established with a core contract length of 3 years plus options for extensions (2 + 2 + 1 years), subject to performance and business need. A maximum term of 8 years.
Options
The right to additional purchases while the contract is valid.
The inclusion of additional services for LCVs that will be transitioned across over the term of the contract.
Additional new functionality that is released by the service provider that will improve management of the WWU Fleet
Main procurement category
Services
CPV classifications
- 48100000 - Industry specific software package
- 50111100 - Vehicle-fleet management services
- 50111110 - Vehicle-fleet-support services
Contract locations
- UK - United Kingdom
Submission
Enquiry deadline
2 March 2026, 5:00pm
Submission type
Requests to participate
Deadline for requests to participate
9 March 2026, 5:00pm
Submission address and any special instructions
WWU is using Jaggaer for this procurement which means the Conditions of Participation (the "CoP") and the forms for submitting a Response are only available in electronic form. They can be accessed via a web browser at
https://sourcing4wwu.ukp.app.jaggaer.com/web/login.html
Suppliers must register at the "How to Register" link on the homepage. Once Suppliers have received their log in details, suppliers must request access to the tender documents by e-mailing wwuprocurement@wwutilities.co.uk; Please include your registration details on the e-mail as these will be required to provide access to the procurement documents.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 August 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Whole Life Cost across term of contract |
Price | 40% |
| System Functionality & Integration | Quality | 10% | |
| Cyber Security, Regulatory Compliance and Data Security | Quality | 10% | |
| Supplier Demonstration and Presentation | Quality | 10% | |
| User Experience & Accessibility | Quality | 8% | |
| Innovation and Future Proofing | Quality | 7% | |
| Operational Resilience & Business Continuity | Quality | 5% | |
| Implementation, Support and Maintenance | Quality | 5% | |
| Commercial Compliance | Price | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
WWU is undertaking the procurement in three phases as outlined below.
1. Conditions of Participation (CoP): Suppliers who express an interest in this procurement event are invited to complete a CoP Questionnaire to ensure compliance with the basic legal, financial and ethical standards expected of WWU suppliers. Includes tender specific technical standards.
2. Final Tender: Suppliers who are shortlisted following CoP will be invited to submit a detailed written technical and commercial submission based on technical requirements and evaluation criteria published by WWU. Suppliers will be shortlisted again to take forward to presentations following assessment of written submissions.
3. Presentation/Demonstations: Shortlisted suppliers shall be invited to deliver a Presentation/Demonstration of their proposed solution and provide WWU with a Sandbox environment. Presentations/Demonstrations shall be assessed and scored in accordance with the award criteria set by WWU. The Sandbox environment shall be used to verify supplier Final Tender submissions and scores combined to select the most advantageous tender.
Contracting authority
Wales & West Utilities Limited
- Companies House: 05046791
- Public Procurement Organisation Number: PMVL-3238-DQDX
Wales & West House
Newport
NP10 8FZ
United Kingdom
Region: UKL21 - Monmouthshire and Newport
Organisation type: Private utility