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).
Contract 1. Fuel Management System
Supplier
Contract value
- £128,983 excluding VAT
- £154,780 including VAT
Below the relevant threshold
Award decision date
27 November 2025
Earliest date the contract will be signed
9 December 2025
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 3 years with the option to extend for a further 1 year.
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKF21 - Leicester
Information about tenders
- 2 tenders received
- 2 tenders 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
- 1 supplier unsuccessful (details included for contracts over £5 million)
Procedure
Procedure type
Below threshold - open competition
Supplier
Triscan Systems Limited
- Public Procurement Organisation Number: PCNV-1135-LCQJ
4 Petre Court, Clayton Business Park, Accrington
Accrington
BB5 5HY
United Kingdom
Email: tenders@triscansystems.com
Region: UKD46 - East Lancashire
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1. Fuel Management System
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