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Fleet Management System

Newcastle City Council

This public procurement record has 2 releases in its history.

Award

17 Jul 2026 at 16:19

UK6 - Contract Award Notice
Tender

11 Dec 2025 at 12:16

UK4 - Tender Notice
Summary of the contracting process

Newcastle City Council procured a fleet management system for the day-to-day management of its vehicle fleet across Newcastle upon Tyne. The service covers vehicle management, maintenance scheduling, compliance monitoring, resource coordination and reporting. It is a software and information systems requirement, including software programming and consultancy services, alongside vehicle-fleet management and fleet-support services. The system is intended to provide a critical operational tool for the council’s fleet operations. Delivery is centred on Newcastle upon Tyne. The buyer is Newcastle City Council, a sub-central public authority. The requirement is relevant to suppliers of fleet management platforms, vehicle maintenance and compliance software, fleet-support services, and associated implementation, integration, consultancy or reporting capability.

The procurement is complete and has been awarded following an open procedure. One lot was evaluated on quality at 60% and price at 40%. The tender deadline was 12 January 2026 at 12:00, with award decisions due by 1 April 2026. Five bids were received and four reached the final stage. The contract was awarded to CHEVIN COMPUTER SYSTEMS LIMITED on 23 June 2026 for £400,000 excluding VAT (£480,000 including VAT). The awarded contract period runs from 13 January 2027 to 12 January 2032, with options to extend by up to two further 12-month periods, to a maximum date of 12 January 2034. The original estimated value was £250,000 excluding VAT (£300,000 including VAT). A tachograph analysis module was an optional additional requirement.

This requirement demonstrates established council demand for an integrated fleet management system rather than a standalone vehicle-tracking tool. Suppliers should be able to support vehicle records, maintenance planning, compliance monitoring, resource coordination and operational reporting through a reliable software platform. Credible competitors will need the capability to provide software programming and consultancy services, configure or implement the system for a public-sector fleet, and support users through ongoing service delivery. Experience with vehicle-fleet management and fleet-support operations would strengthen a future proposition, particularly where it can show effective compliance controls, maintenance workflows and management information. The opportunity was identified as suitable for small and medium-sized enterprises and voluntary, community and social enterprises, while the competitive process attracted five bids and four final-stage bidders.

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Notice Information

Notice Title

Fleet Management System

Notice Description

Newcastle City Council requires a Fleet Management System to support the day to day management of its fleet operations across the city. The system serves as a critical operational tool, providing functionality for vehicle management, maintenance scheduling, compliance monitoring, resource coordination and reporting. All future opportunities will be advertised via the Central Digital Platform and Open (https://www.open-uk.org/).

Lot Information

Lot 1

Options: Included is the option to provide costs for a tachograph analysis module.

Renewal: x 2 12 month options to extend

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05f3af
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/067960-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

50 - Repair and maintenance services

72 - IT services: consulting, software development, Internet and support

CPV Codes

48000000 - Software package and information systems

50111100 - Vehicle-fleet management services

50111110 - Vehicle-fleet-support services

72200000 - Software programming and consultancy services

Notice Value(s)

Tender Value
£250,000 £100K-£500K
Lots Value
£250,000 £100K-£500K
Awards Value
£400,000 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
17 Jul 20261 months ago
Submission Deadline
12 Jan 2026Expired
Future Notice Date
Not specified
Award Date
23 Jun 20262 months ago
Contract Period
13 Jan 2027 - 12 Jan 2032 Over 5 years
Recurrence
2030-03-31

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Newcastle City Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
NEWCASTLE UPON TYNE
Postcode
NE1 8QH
Postcode Area
Newcastle upon Tyne
Country
England
Major Region (ITL 1)
TLC North East (England)
Basic Region (ITL 2)
TLC4 Northumberland, Durham and Tyne & Wear
Small Region (ITL 3)
TLC43 Tyneside
Delivery Location
TLC2 Northumberland, and Tyne and Wear
Local Authority
Newcastle upon Tyne
Electoral Ward
Monument
Westminster Constituency
Newcastle upon Tyne Central and West

Supplier Information

Number of Suppliers
1
Supplier Name

CHEVIN COMPUTER SYSTEMS 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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