Award

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

Fleet Key Management System

The Police and Crime Commissioner for Warwickshire

This public procurement record has 4 releases in its history.

Award

21 Sep 2026 at 15:20

UK6 - Contract Award Notice
TenderUpdate

10 Jun 2026 at 08:28

UK4 - Tender Notice
Tender

08 Jun 2026 at 15:44

UK4 - Tender Notice
Planning

29 Jan 2026 at 12:18

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Police and Crime Commissioner for Warwickshire, on behalf of Warwickshire Police, procured a secure electronic fleet key management system for operational police sites across Warwickshire. The requirement covers secure storage, controlled issue and return, access tracking, auditing, reporting, and ongoing support for approximately 350 fleet vehicle key sets across 17 sites. The system is intended to replace inconsistent local arrangements with a force-wide method that improves governance, accountability and risk management for vehicle access. The initial requirement is for fleet vehicle keys, with optional extensibility to other controlled assets such as fuel cards and equipment. The work combines security equipment, locks and hardware, software, installation and vehicle-fleet support services.

The procurement has reached award stage. e Track Limited was selected on 10 September 2026, subject to a standstill period ending 30 September 2026 and planned contract signature by 5 October 2026. The award is £150,368.88 excluding VAT (£180,442.66 including VAT). The contract is scheduled to run from 1 November 2026 to 31 October 2029, with up to two discretionary 12-month extensions, potentially taking it to 31 October 2031. It used an open competitive flexible procedure under the Procurement Act 2023, with written submissions, a system demonstration and final pricing. Five bids were received and three reached the final stage. Evaluation combined quality and price, including technical capability, implementation, support, social value, demonstrations and pricing.

This requirement indicates demand from a police force for an integrated physical and digital key-control solution rather than standalone storage or software. A credible future competitor would need to supply and install secure access-control hardware, fleet-key management software, audit trails, reporting, system security and availability, configuration, user support, maintenance and warranty services. Demonstrable capacity to implement across multiple operational sites and manage several hundred controlled assets would be important. The buyer required evidence that the supplier had successfully delivered an equivalent key-management system to at least one UK police customer or comparable organisation within the previous three years. Suppliers should also be able to demonstrate technical capability, data and reporting functions, connectivity, customisation, and support for future controlled assets.

How relevant is this notice?

Notice Information

Notice Title

Fleet Key Management System

Notice Description

The Police and Crime Commissioner for Warwickshire, on behalf of Warwickshire Police, intends to enter into a contract for the provision of a secure Fleet Key Management System across operational police sites within Warwickshire, following the evaluation of tenders received through a competitive tendering procedure conducted under the Procurement Act 2023. The proposed contract will provide a secure electronic fleet key management solution to manage, track and audit vehicle key access across operational police sites. * Applies to approximately 350 fleet vehicle key sets across 17 operational sites. * Covers secure storage, issue, return, audit, reporting, and support. * Initial scope is fleet vehicle keys, with extensibility for other controlled assets (e.g. fuel cards, equipment) as optional. Aim/Purpose: The solution shall: * Provide a secure, auditable, and standardised method for managing fleet vehicle keys across all Warwickshire Police sites. * Replace inconsistent local practices with a force-wide controlled system. * Support improved governance, accountability, and risk management for vehicle access. * Enable future operational efficiencies (e.g. pooling and utilisation insight); however, no system integrations are required at initial implementation. We were seeking a provider that has currently or in the past 3 years have successfully delivered a Key Management system (equivalent to the scope of this tender) to at least one or more UK police customers or comparable organisation, and can demonstrate the required technical capability and capacity. The contract dates stated in this notice are estimated. The software contract term will commence following successful installation and completion of User Acceptance Testing (UAT) to the satisfaction of the Authority. The contract end date and any extension expiry dates stated in this notice are therefore provisional and will be confirmed following successful completion of UAT. At commencement of the procurement, the estimated maximum contract value, calculated in accordance with section 4 and Schedule 3 of the Procurement Act 2023 and inclusive of VAT, exceeded the applicable threshold. The procurement was therefore conducted as a covered procurement. Following competition, the successful tender price is PS150,368.88 exclusive of VAT (PS180,442.66 inclusive of VAT), which is below the applicable threshold. The reduction in value is a result of the competitive procurement process and does not represent an artificial reduction or subdivision of the requirement. This Contract Award Notice gives notice of the Authority's intention to enter into the proposed contract with the successful supplier. The Authority will not enter into the contract before the end of the standstill period stated in this notice.

Lot Information

Lot 1

Renewal: At the discretion of the Authority the contract can be extended by two (2) extension terms of twelve (12) months each.

Planning Information

Request for Information (RFI) exercise. To respond to this RFI please complete the RFI questionnaire at the end of this document and upload via our tendering portal: https://sell2.in-tend.co.uk/blpd/home

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0611eb
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/089276-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

35 - Security, fire-fighting, police and defence equipment

44 - Construction structures and materials; auxiliary products to construction (except electric apparatus)

48 - Software package and information systems

50 - Repair and maintenance services

51 - Installation services (except software)

CPV Codes

35120000 - Surveillance and security systems and devices

35121000 - Security equipment

44316400 - Hardware

44500000 - Tools, locks, keys, hinges, fasteners, chain and springs

48000000 - Software package and information systems

48730000 - Security software package

50111110 - Vehicle-fleet-support services

51540000 - Installation services of special-purpose machinery and equipment

51611100 - Hardware installation services

Notice Value(s)

Tender Value
£182,585 £100K-£500K
Lots Value
£182,585 £100K-£500K
Awards Value
£150,368 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
21 Sep 20262 weeks ago
Submission Deadline
9 Jul 2026Expired
Future Notice Date
13 Apr 2026Expired
Award Date
10 Sep 20263 weeks ago
Contract Period
1 Nov 2026 - 31 Oct 2029 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
The Police and Crime Commissioner for Warwickshire
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEEK WOOTTON
Postcode
CV35 7QB
Postcode Area
Coventry
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG1 Herefordshire, Worcestershire and Warwickshire
Small Region (ITL 3)
TLG13 Warwickshire CC
Delivery Location
Not specified
Local Authority
Warwick
Electoral Ward
Warwick All Saints & Woodloes
Westminster Constituency
Warwick and Leamington

Supplier Information

Number of Suppliers
1
Supplier Name

E Track

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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.

Loading OCDS record...