Scope
Reference
2228
Description
The Metropolitan Police Service's (MPS) fleet workshops currently maintain in excess of 5,500 vehicle assets. These vehicles are essential to support us in delivering our mission of More Trust, Less Crime and High standards. Fleet management software and systems are key to our effective operations and service delivery across London. MPS seeks to procure a fleet management solution capable of delivering the quality and efficiency of fleet services demanded of it, and to 'intelligently' use the data gathered to future-proof fleet operations, enhance public safety, and improve operational resilience across London.
MPS is seeking to procure a scalable, secure, cloud-based Commercial Off-the-Shelf (COTS) Software as a Solution (SaaS) Fleet Transport Management Platform with integration to several internal and external services to the MPS.
MPS anticipates that the Fleet Transport Management Platform should include:
• fleet and asset administration
• digital document management - RBAC and SSO controls
• automated workflows and processes, task notifications and progression tracking
• collection and delivery - real time tracking and notifications
• push reporting, fleet status, to Central and Divisional units
• Accident management - insurance recovery
• hire & pool vehicle management
• asset procurement and conversion/decommissioning management
• service, maintenance and inspection scheduling
• marine asset management
• collision repair management - external and internal provider updates
• workshop management - task activities, time and parts and cost control
• stores management - parts inventory and supplier management
• defect management - Warranty, failure with trend analysis capability
• driving offence management - NIPs and PCNs
• fuel management (including EV).
Total value (estimated)
- £10,000,000 excluding VAT
- £12,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 15 May 2026 to 14 May 2033
- Possible extension to 14 May 2036
- 10 years
Description of possible extension:
Seven (7) year initial term with 3 x 1 year possible extensions
Options
The right to additional purchases while the contract is valid.
- Extensions to term
- standard variation provisions
- ability to add additional services or scope through change control notices
Main procurement category
Services
CPV classifications
- 48100000 - Industry specific software package
- 50111000 - Fleet management, repair and maintenance services
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKI - London
Participation
Legal and financial capacity conditions of participation
Bidders must provide:
- confirmation that last reported annual revenue/turnover exceeded £1 million, confirmed by a letter signed by the Chief Financial Officer (CFO) or equivalent role;
- alternative evidence such as audited accounts information.
- Where bidders are relying on another entity to meet the revenue threshold, they must set that out clearly and the relied-on entity must submit the same information.
- Bidder's most recent audited accounts or, where not available, alternative equivalent information. Where Bidders are not required to have their accounts audited in accordance with Part 16 of the Companies Act 2006 (or an overseas equivalent), bidders may submit equivalent accounts or other supporting information.
- confirmation that the Bidder's board (or equivalent governance if a private company) or company's auditors have not issued any profits warning or raised any going concern issues, including any statement concerning material uncertainty around the business's ability to continue to trade. The Authority reserves the right to exclude any supplier where material uncertainty of the financial capability of the supplier or a connected person may give rise to concerns over the company's ability to continue to trade.
- Bidder's company Dun & Bradstreet D-U-N-S Number and a current D&B Company Credit Report.
- Where Bidders intend to tender as part of a consortium or joint venture, relevant information for all parties should be submitted.
- Bidders must confirm they have in place, or will have in place by the award of the contract, the human and technical resources to perform the contract to ensure compliance with the UK General Data Protection Regulation and to ensure the protection of the rights of data subjects.
Technical ability conditions of participation
- Bidders must provide Case Study examples based on up to three contracts to meet conditions of participation relating to technical ability set out in the procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work). The examples must have been running for a minimum of 36 months post 'go-live' be from the past five years from the date of return of submission. Responses on the Case Study questions should be provided in a workbook included in the ITP Pack documentation.
Bidders must provide a named contact (Referee) who should be able to provide written evidence to confirm the accuracy of the information provided.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Submission type
Requests to participate
Deadline for requests to participate
11 November 2025, 11:59pm
Submission address and any special instructions
Potential suppliers wishing to participate in this tender opportunity should use the e-tendering platform, COUPA :
https://supplier.coupahost.com/quotes/public_events?customer=metpolice
(Please copy and paste the link into your internet browser).
All tender documents are free to download. All responses and requests for clarification must be submitted via Coupa.
The Coupa opportunity reference is 2228.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 May 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical / Quality | Quality | 50% |
| Commercial / Price | Price | 40% |
| Social Value and Sustainability | Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The Metropolitan Police Service (MPS) Fleet Transport Management Platform Procurement will follow the Competitive Flexible procedure as follows:
Stage 1 - Invitation to Participate - bidders must complete the Procurement Specific Questionnaire and respond to the Conditions of Participation.
Stage 2 - Invitation to Tender - Stage 2 commences when the Authority invites those Bidders which have successfully been shortlisted at Stage 1 to submit bids in response to the Invitation to Tender. The letter will also provide details of any new information made available to Bidders at this stage of the Procurement. Following the deadline for submission of bids, the Authority will assess submissions in accordance with the assessment and award criteria described in the ITT Document which will accompany Stage 2. The assessment process will identify which Bidders have submitted compliant bids and may be selected to participate in the negotiation/dialogue stage as set out in Stage 3.
Stage 3 - Negotiation/Dialogue will commence when the Authority invites Bidders that have successfully passed Stage 2 to attend one or more dialogue and/or negotiation meetings. Please note that if the Authority identifies that no additional benefit can be achieved by instigating the Stage 3 - Negotiation/Dialogue, the Authority reserves the right to proceed to a Contract Award decision, which will conclude this procurement. The Authority will formally notify Bidders of any such decision.
Stage 4 - Stage 4 will commence when the Authority invites Bidders to re-submit a revised tender. Final tenders must be submitted in accordance with the timetable and instructions
Justification for not publishing a preliminary market engagement notice
MPS carried out Market Engagement through the auspices of techUK in June and July 2025. On 8 July MPS held a market engagement session for potential Bidders with the support of techUK to ensure the market had the opportunity to question the programme about the proposed procurement of a new Fleet Management System.
The session set out the project's strategic aim: to future-proof fleet operations, enhance public safety, and improve operational resilience across London. More information and a recap of the session can be found on techUK's website.
As the event was publicised through techUK, the MPS did not publish a specific Preliminary Market Engagement Notice for this Tender.
Documents
Associated tender documents
https://supplier.coupahost.com/quotes/public_events?customer=metpolice
Bidder wishing to participate in this tender opportunity and view all/any associated draft contract documents (available on the e-tendering platform, COUPA) should register their interest via the following link:
https://supplier.coupahost.com/quotes/public_events?customer=metpolice
(Please copy and paste the link into your internet browser).
The Coupa opportunity reference is 2228.
https://supplier.coupahost.com/quotes/public_events?customer=metpolice
Bidders wishing to participate in this tender opportunity and view all/any associated tender documents (available on the e-tendering platform, COUPA) should register their interest via the following link:
https://supplier.coupahost.com/quotes/public_events?customer=metpolice
(Please copy and paste the link into your internet browser).
The Coupa opportunity reference is 2228.
Documents to be provided after the tender notice
The Authority reserves the right to update tender and contract documentation during the Procurement. All documentation will be available on Coupa
https://supplier.coupahost.com/quotes/public_events?customer=metpolice
Technical specifications to be met
https://supplier.coupahost.com/quotes/public_events?customer=metpolice
Contracting authority
Metropolitan Police Service
- Public Procurement Organisation Number: PHDV-6374-MVWD
New Scotland Yard, Victoria Embankment
London
SW1A 2JL
United Kingdom
Contact name: David Wild
Email: CommercialMailbox.-CLM@met.police.uk
Website: https://www.met.police.uk/
Region: UKI32 - Westminster
Organisation type: Public authority - sub-central government