Published date: 19 April 2021

Last edited date: 19 April 2021

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

Closing: 20 May 2021, 5pm

Contract summary


  • Software supply services - 72268000

Location of contract


Value of contract

£100,000 to £500,000

Procurement reference


Published date

19 April 2021

Closing date

20 May 2021

Closing time


Contract start date

5 July 2021

Contract end date

5 July 2025

Contract type

Service contract

Procedure type

Negotiated procedure

Contract is suitable for SMEs?


Contract is suitable for VCSEs?



NOTE: This notice was updated on 19 April 2021 for the following reason: Changed title of notice to that of project.(The new contract seeks to meet a number of requirements in its provision of a cloud-based fleet management system. These include:
• Fleet asset inventory - vans, HGVs, plant items and auxiliary equipment. Would also like to host EV charge point asset data
• Driver details - driver type, employee number, key fob number etc.
• Supplier management - store all supplier details and allow job / work order allocation to particular suppliers
• Operator Licencing information including details of operating centres
• Maintenance records - ability to record and report on all maintenance events, line by line details
• Accident management - ability to record and report on road traffic incidents, adaptable to SW reporting criteria
• Document management - asset file relating to each vehicle, ability to store all supporting documentation relating to the vehicle including documents at vehicle take on (e.g. V5) and through the life of the asset e.g. maintenance records (MOT certificates, PMI sheets, LOLER certificates, etc.)
• Hold scheduled maintenance requirements based on asset categories
• Report on scheduled maintenance compliance
• Ability to produce a Forward Maintenance Planner, rolling 12 months, based on maintenance intervals
• Appointment scheduling - ability to schedule maintenance appointments and notify the driver, create a work order for the supplier
• Must be able to mark vehicles as off road and run reports to highlight vehicles that are off road, how long they have been off for etc.
• Must be able to run customised billing reports
• Must be able to report on asset file compliance
• Earned Recognition - system must be DVSA approved
• Host fines and fixed penalty notice information

Furthermore, the new contract will seek to meet Functionality requirements:
• Must be able to run custom reports on all of the above
• Ability to develop/consume web service API's with other software systems
• Manual upload tools - (flexibility for users to import records through common templates etc. - without the requirements to involve suppliers)
• 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 assets types
• Integration to Microsoft Azure platform to ensure Single Sign On to the system via Active Directory)

More information


Additional text

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

How to apply

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

About the buyer

Contact name

Struan MacAra


6 Buchanan Gate
G33 6FB




Closing: 20 May 2021, 5pm