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
Contract 1. Fleet Management System
Supplier
Contract value
- £165,000 excluding VAT
- £198,000 including VAT
Below the relevant threshold
Award decision date
11 July 2025
Earliest date the contract will be signed
1 August 2025
Contract dates (estimated)
- 1 September 2025 to 1 September 2029
- Possible extension to 1 September 2030
- 5 years, 1 day
Description of possible extension:
1 x 12 months extension available.
Main procurement category
Goods
Options
The right to additional purchases while the contract is valid.
Daily Vehicle Checks App
CPV classifications
- 48000000 - Software package and information systems
Information about tenders
- 5 tenders received
- 1 tender assessed in the final stage:
- 0 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 0 suppliers unsuccessful (details included for contracts over £5 million)
Procedure
Procedure type
Below threshold - limited competition
Supplier
Civica UK Limited
- Companies House: 01628868
30 Stamford Street
London
SE1 9LQ
United Kingdom
Email: BidSupport@civica.com
Website: https://www.civica.com/en-gb/
Region: UKI44 - Lewisham and Southwark
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1. Fleet Management System
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