Award

Fleet Management System

  • Avon Fire Authority

UK6: Contract award notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2025/S 000-039500

Procurement identifier (OCID): ocds-h6vhtk-04ea4c (view related notices)

Published 14 July 2025, 10:35am



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

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

Contact name: Alex Mainstone

Telephone: 447971794511

Email: alex.mainstone@avonfire.gov.uk

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

Organisation type: Public authority - sub-central government