Published date: 14 October 2025

Last edited date: 15 October 2025

Open opportunity - This means that the contract is currently active, and the buying department is looking for potential suppliers to fulfil the contract.


Closing: 13 November 2025, 12pm

Contract summary

Industry

  • Fleet management, repair and maintenance services - 50111000

Location of contract

Scotland

Value of contract

£200,000

Procurement reference

SW26/FLE/1527

Published date

14 October 2025

Closing date

13 November 2025

Closing time

12pm

Contract start date

2 March 2026

Contract end date

1 March 2030

Contract type

Service contract

Procedure type

Open procedure (below threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements below the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

Description

The new contract seeks to meet a number of requirements in its provision of a cloud-based fleet management system. These include:
• Data Migration (if required)
• Fleet asset inventory - LCV, HGVs, plant items and auxiliary equipment.
• Driver details
• Supplier management.
• Operator Licencing information including details of operating centres.
• Maintenance records.
• Accident management.
• Document management.
• Hold scheduled maintenance requirements based on asset categories.
• Report on scheduled maintenance compliance
• Ability to produce a Forward Maintenance Planner, rolling 12 months.
• Appointment scheduling.
• Must be able to mark vehicles as off road and run reports to highlight vehicles that are off road.
• Customised billing reports and closed off accounting periods. Allocation of purchase orders.
• Report on asset file compliance.
• Supplier must have earned recognition status.
• Host fines and fixed penalty notice information
Furthermore, the new contract will seek to meet the following functionality requirements:
• Must be able to run custom reports for FMP / Vehicle Records, Transactions, Recharges,
• Ability to develop/consume web service APIs with other software systems i.e. Telematics
• Manual upload tools - (flexibility for users to import records through common templates etc. - without the requirements to involve suppliers, want as much automated as possible to reduce input where possible).
• Upload tools to make multiple changes over a number of assets at the same time
• Hosting SW org structure i.e. different departments and aggregates of departments i.e. business areas; directorates
• Users structure - drivers and managers (linked to departments) where assets would be stored against
• Access restrictions based on departments or aggregates of departments
• Access restrictions based on asset types.
• Ability to develop/consume web service APIs with other software systems i.e. telematics, DVSA & VVR, Smartsheet, DTM.

Bidders must have DVSA Recognition status or be working toward this within timeline acceptable to SW.

Please refer to Service Scope in the bidding documents, via the link, for full details.

More information

Links

How to apply

Follow the instructions given in the description or the more information section.

About the buyer

Contact name

Mark Duignan

Address

The Bridge
6 Buchanan Gate, Stepps
Glasgow
G33 6FB
Scotland

Email

Mark.Duignan@scottishwater.co.uk

Website

https://www.scottishwater.co.uk/about-us/procurement-and-supply-chain/supplying-scottish-water