Tender

Fleet Management System

SCOTTISH WATER

This public procurement record has 2 releases in its history.

TenderAmendment

15 Oct 2025 at 07:07

Tender Notice
Tender

14 Oct 2025 at 14:55

Tender Notice
Summary of the contracting process

Scottish Water has initiated a public procurement process for a "Fleet Management System," inviting bids for the provision of a cloud-based solution to meet several key requirements such as data migration, fleet asset inventory, and maintenance records. This open procedure is classified under "Fleet management, repair and maintenance services" and is valued at £200,000. The project is based in Scotland, with the tender process currently active and the deadline for submissions set for 13th November 2025. The contract is expected to commence on 2nd March 2026 and conclude on 1st March 2030. Businesses interested are encouraged to refer to the bidding documents for detailed service scopes and requirements.

This tender represents a significant opportunity for businesses specialising in fleet management solutions, particularly those with expertise in developing and implementing cloud-based systems. The contract's open procedure and below-threshold status mean that it is accessible to small and medium-sized enterprises (SMEs) and organisations, including voluntary, community, and social enterprises (VCSE). Companies with capabilities in software development and those that can ensure DVSA Recognition status will find this tender particularly relevant, offering the potential for substantial growth and expanded service offerings through strategic engagement with a high-profile public entity like Scottish Water.

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Notice Information

Notice Title

Fleet Management System

Notice 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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-ee9e42a8-ff14-4808-aa40-9f4d6428ecf2
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/07c869aa-e547-47e0-88e6-deae909f47fa
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure (below threshold)
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

CPV Codes

50111000 - Fleet management, repair and maintenance services

Notice Value(s)

Tender Value
£200,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
15 Oct 20254 months ago
Submission Deadline
13 Nov 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
2 Mar 2026 - 1 Mar 2030 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SCOTTISH WATER
Contact Name
Mark Duignan
Contact Email
mark.duignan@scottishwater.co.uk
Contact Phone
Not specified

Buyer Location

Locality
GLASGOW
Postcode
G33 6FB
Post Town
Glasgow
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM3 West Central Scotland
Small Region (ITL 3)
TLM34 North Lanarkshire
Delivery Location
TLM Scotland
Local Authority
North Lanarkshire
Electoral Ward
Stepps, Chryston and Muirhead
Westminster Constituency
Cumbernauld and Kirkintilloch

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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