Scope
Reference
1020NMHOU
Description
Leicester City Council requires a Fuel Management System (FMS) to monitor, control and report on fuel usage across its fleet of vehicles and machinery circa 800 vehicles and plant. The solution must be compatible and installed across multiple locations within the Leicester area. The system must enable secure fuel dispensing through authorised methods (e.g. RFID, vehicle tags), provide accurate, real-time tracking of fuel transactions and stock levels; and generate detailed reporting on fuel by vehicle, operator and site. It must also include configurable alerts (e.g. low fuel, anomalies) support environmental and audit reporting, and integrate seamlessly with existing council systems, including fleet management. The system must be robust, scalable and user-friendly with high availability, role-based access control, and compliance with applicable fuel storage, environmental and data security regulations. The successful tenderer will be responsible for end-to-end delivery including the supply of hardware and software, system configuration, user training, documentation and post-deployment support. The FMS must enhance operational efficiency, reduce fuel loss and provide the transparency and accountability required by the council's governance and reporting obligations. The Council reserves the right to onboard other service areas of the Council to call-off from this contract, should they have a requirement for the same services, during the contract term (including options to extend).
Total value (estimated)
- £110,000 excluding VAT
- £132,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 March 2026 to 28 February 2029
- Possible extension to 28 February 2030
- 4 years
Description of possible extension:
Initial term of three years with the option to extend for one further year
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UK - United Kingdom
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
14 October 2025, 12:00am
Tender submission deadline
20 October 2025, 9:00am
Submission address and any special instructions
The Tender must be submitted through the e-tendering portal (this may be submitted at any time prior to the closing time and date). Submission of electronic Tender should not be left to the last moment as it may take some time to upload your completed Tender. The server timestamps (GMT) Tenders when they are submitted. Tender submitted after the closing date and time of 09:00hrs, 20th October 2025 will not be considered.
https://procontract.due-north.com/Advert?advertId=4bc418bb-c69f-f011-813a-005056b64545
Tenders may be submitted electronically
Yes
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality 70% |
Quality | 70.00% |
| Price | Price 30% |
Price | 30.00% |
Procedure
Procedure type
Below threshold - open competition
Contracting authority
Leicester City Council
- Public Procurement Organisation Number: PXRT-5737-VBQD
City Hall
Leicester
LE1 1FZ
United Kingdom
Region: UKF21 - Leicester
Organisation type: Public authority - sub-central government