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Fleet Management System

Avon Fire Authority

This public procurement record has 5 releases in its history.

ContractTermination

01 Sep 2026 at 15:34

UK11 - Contract Termination Notice
Award

02 Sep 2025 at 10:51

UK7 - Contract Details Notice
Award

14 Jul 2025 at 10:35

UK6 - Contract Award Notice
PlanningUpdate

13 Mar 2025 at 14:21

UK2 - Preliminary Market Engagement Notice
Planning

06 Mar 2025 at 17:31

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Avon Fire Authority procured a single cloud-based fleet management system for Avon Fire & Rescue Service. The requirement covers fleet asset management, tracking, servicing and testing, workshop job recording, defect and document management, stock control, electronic job cards, labour utilisation, KPI and performance reporting, and trend analysis. It is intended to provide a standardised, paperless approach, improve data quality and sharing, support legal compliance, and make fleet operations more efficient. The system includes administration and fleet-management software, with an optional Daily Vehicle Checks App. Delivery covers the United Kingdom. This is a fleet-management software and support services requirement for a fire and rescue organisation, rather than a vehicle repair contract or a purchase of vehicles.

The procurement was awarded to Civica UK Limited following a below-threshold limited competition. The award was made on 11 July 2025 and the contract was signed on 29 August 2025. The awarded value was £165,000 excluding VAT (£198,000 including VAT). The contract period was 1 September 2025 to 31 August 2029, with one optional 12-month extension available, giving a maximum end date of 31 August 2030. Five bids were received and one reached the final stage. The contract ended on 18 August 2026 and was terminated by mutual agreement. The procurement had one lot and was recorded as complete. The award included an option for the Daily Vehicle Checks App.

This procurement demonstrates demand from Avon Fire Authority for an integrated fleet-management platform serving a fire and rescue fleet. Suppliers well placed for a future requirement would offer proven cloud software covering vehicle records, workshop workflows, servicing schedules, inspections, defects, parts or stock, document control, technician data entry and management reporting. The system would need to support paperless end-to-end processes, accurate structured data, KPI monitoring, trend analysis and information sharing across departments. Credible providers would be able to show experience delivering configurable fleet or asset-management systems to public-sector or operationally complex organisations, with dependable implementation, user-friendly interfaces, reporting capability and ongoing support. Integration of a daily vehicle-checks application would also be relevant.

How relevant is this notice?

Notice Information

Notice Title

Fleet Management System

Notice Description

Avon Fire & Rescue (AFRS) are looking to move to a single Fleet Management System that fits the requirements of the Service, providing a standardised approach that will assist with ensuring legal compliance and delivering measurable benefits in asset management, asset tracking and improvements in working practices. Key points of note within the project are; * An improved more efficient solution for workshops to record and report on work completed. * A paperless end to end solution to more efficiently manage and record all aspects of fleet management. * With better utilisation and control a reduction in total fleet number could be realised. * Align servicing frequencies and standardise the testing regimes across AFRS in conjunction with CFOA best practice guidelines. * Provide a more efficient and user-friendly system for all fleet team members. * Improve the service received by members of staff across AF&RS through better managed fleet assets. * Providing an accurate detailed reporting system enabling trend analysis to enable more informed data driven decision making not only on a day-to-day basis but for longer term strategic decisions. * Improve performance reporting by the managing of KPI's via the upgraded Fleet Asset Information System. * Improved data input by vehicle technicians that will reduce workloads of administrators. * Improved stock control. * Improved job process control e.g. self-generated job cards and labour utilisation. * Rigid input of data via electronic format will ensure more accurate records. * Improved defect management/reporting. * Improved document management. * Improved interdepartmental data sharing * A cloud-based system

Planning Information

Avon Fire & Rescue Service (AFRS) would like to invite Suppliers to Express an interest in our upcoming tender opportunity to provide a Fleet Management System. This EOI will help us to identify suitable providers to include in the tender opportunity. If you are not already signed up to the Sell2 UK Portal, please register via this link https://sell2.in-tend.co.uk/blpd/home

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04ea4c
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/082777-2026
Current Stage
Award
All Stages
Planning, Award

Procurement Classification

Notice Type
UK11 - Contract Termination Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Limited
Procurement Method Details
Below threshold - limited competition
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

50 - Repair and maintenance services

CPV Codes

48000000 - Software package and information systems

48219300 - Administration software package

50111000 - Fleet management, repair and maintenance services

50111100 - Vehicle-fleet management services

Notice Value(s)

Tender Value
£200,000 £100K-£500K
Lots Value
Not specified
Awards Value
£165,000 £100K-£500K
Contracts Value
£165,000 £100K-£500K

Notice Dates

Publication Date
1 Sep 20261 months ago
Submission Deadline
Not specified
Future Notice Date
23 Apr 2025Expired
Award Date
11 Jul 20251 years ago
Contract Period
1 Sep 2025 - 31 Aug 2029 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Terminated

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Avon Fire Authority
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
PORTISHEAD
Postcode
BS20 8JJ
Postcode Area
Bristol
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK6 North Somerset, Somerset and Dorset
Small Region (ITL 3)
TLK61 North Somerset
Delivery Location
Not specified
Local Authority
North Somerset
Electoral Ward
Portishead West
Westminster Constituency
North Somerset

Supplier Information

Number of Suppliers
1
Supplier Name

Civica UK Limited

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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