Scope
Description
Newcastle City Council (NCC) is inviting tenders for the provision of a cloud-based Fleet Management System to support the operations of our City Transport Team, part of the City Operations Neighbourhoods & Regulatory Services Directorate.
This system will play a vital role in enhancing the management and oversight of the Council's vehicle assets. Through this procurement, NCC aims to implement a modern, efficient, and transparent solution that will improve service delivery, optimises fleet performance, and delivers greater value for money.
This strategic investment reflects the Council's commitment to innovation and continuous improvement in public service operations.
Please find further details below:
Open: https://www.open-uk.org/
Project Reference: 008533 - Fleet Management System
This notice is intended to provide additional information to the market. The project timeline has been extended until 12 January 2026, with an anticipated go-live date in Spring 2026. Please note that all timescales outlined in this notice are indicative and subject to change.
Total value (estimated)
- £250,000 excluding VAT
- £300,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- Possible extension to 31 March 2033
- 7 years
Description of possible extension:
x 2 12 month options to extend
Options
The right to additional purchases while the contract is valid.
Included is the option to provide costs for a tachograph analysis module.
Main procurement category
Services
CPV classifications
- 50111100 - Vehicle-fleet management services
- 50111110 - Vehicle-fleet-support services
Contract locations
- UKC2 - Northumberland and Tyne and Wear
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Tender submission deadline
12 January 2026, 12:00pm
Submission address and any special instructions
All details can be found via Open: https://www.open-uk.org/
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 April 2026
Recurring procurement
Publication date of next tender notice (estimated): 31 March 2030
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | The quality weighting for this tender will be 60% |
Quality | 60% |
| Price | The price weighting for this tender will be 40% |
Price | 40% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
A notice has been published - ref:
Notice identifier: 2025/S 000-035524
Procurement identifier (OCID): ocds-h6vhtk-05547a
Contracting authority
Newcastle City Council
- Public Procurement Organisation Number: PBHM-6848-TWYG
Civic Centre
Newcastle Upon Tyne
NE1 8QH
United Kingdom
Email: sophie.hendry@newcastle.gov.uk
Website: https://www.newcastle.gov.uk/
Region: UKC22 - Tyneside
Organisation type: Public authority - sub-central government