Scope
Reference
7040
Description
The supplier shall be responsible for the provision, implementation, support, and maintenance of a comprehensive Fleet Management System (FMS) to replace the Council's existing solution. The system must support the full lifecycle management of fleet assets and be delivered as a secure, cloud-hosted, web-based platform.
The Authority's Fleet Management System (FMS) is used to manage all our fleet vehicles and assets as well as some externally owned assets, allowing us to schedule and control periodic maintenance and inspections, plan maintenance events, manage unplanned maintenance repairs and provide a full audit trail.
The system also controls jobs in our three workshops, including raising job cards, recording hours works by technicians and parts used, meaning NCC are looking for a workshop centric system.
Total value (estimated)
- £250,000 excluding VAT
- £300,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 March 2026 to 28 February 2030
- Possible extension to 28 February 2032
- 5 years, 11 months, 28 days
Description of possible extension:
2x12-month extensions available of contract being delivered effectively.
Main procurement category
Services
CPV classifications
- 30000000 - Office and computing machinery, equipment and supplies except furniture and software packages
- 50111110 - Vehicle-fleet-support services
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKF1 - Derbyshire and Nottinghamshire
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
15 September 2025, 11:59pm
Submission type
Tenders
Tender submission deadline
24 September 2025, 11:59pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 February 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 February 2031
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 31.25% |
| System functionality | Quality | 18.75% |
| Workshop functionality | Quality | 12.5% |
| Implementation and data migration | Quality | 6.25% |
| System maintenance | Quality | 6.25% |
| Integrations | Quality | 6.25% |
| Reporting | Quality | 6.25% |
| Social value | Quality | 6.25% |
| Training | Quality | 6.25% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This tender will be undertaken as a Competitive Flexible Procedure in accordance with Section (section 20(2)(b)) of the PA2023.
The procedure will comprise the following tender stages:
• Stage 1: Tender Notice with Invitation to Submit Initial Tenders
• Stage 2: Selection & Shortlisting
• Stage 3: Invitation to Product Demonstration/Dialogue
• Stage 4: Negotiation (subject to requirement)
• Stage 5: Invitation to submit Final Tender
• Stage 6: Assess BAFO
• Stage 7: Award Stage
This process is being used and there is no need to undertake a formal participation stage, but it is beneficial to include stages to engage with suppliers to help them understand the requirement or help the Authority to understand your solution further in order to achieve value for money.
The Authority reserves the right to award the contract without further negotiation to the tenderer submitting the highest scoring initial bid if that bid meets the requirements of the Authority in its entirety without the need for any subsequent negotiation.
Contracting authority
Nottingham City Council
- Public Procurement Organisation Number: PZGG-1891-TDCX
Loxley House
Nottingham
NG2 3NG
United Kingdom
Region: UKF14 - Nottingham
Organisation type: Public authority - sub-central government