D3 Tenders | T2727 Provision of a Fleet Management System

Notice Information

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Notice Title

T2727 Provision of a Fleet Management System

Notice Description

Belfast City Council seeks to procure a modern, scalable, cloud-based Software-as-a-Service (SaaS) Fleet Management System (FMS) that will support the full lifecycle management of the Council's diverse fleet of cars, vans, HGVs, specialist vehicles, plant, and hire vehicles. The FMS will provide a comprehensive digital platform to support Fleet Asset management from procurement to disposal including: * Fleet workshop operations * Fleet stores operations * Accident management * Reporting, analytics, and performance management * Integration with the corporate Finance System, the Fuel Management System, Daily Vehicle Checks, corporate BI tools, and Single Sign-On via Azure AD. The FMS is expected to play a central role in modernising the Council's fleet management processes by delivering the following objectives: Enhance Operational Efficiency * Reduce manual administrative effort through streamlined data entry and automated workflows. * Improve coordination of fleet activities, enabling more efficient scheduling and resource allocation. Improve Data Accuracy and Visibility * Provide real time, reliable data to support operational, financial, and compliance decisions. Improve Compliance and Governance * Support statutory and regulatory compliance. * Ensure consistent, auditable records for vehicles, drivers, inspections, and maintenance. Modernise and Standardise Fleet Processes * Introduce consistent, best practice workflows. * Replace fragmented and paper based processes with integrated digital tools. Enable Mobile Working * Allow staff to capture and access information in real time via mobile devices. * Improve responsiveness and reduce delays associated with office based data entry. Optimise Vehicle Utilisation and Whole Life Cost Management * Provide insights on usage, maintenance, lifecycle status, and costs. * Support effective asset planning, replacement, and investment decisions. Enable Effective Integration Across Corporate Systems * Seamlessly connect with corporate systems to ensure data consistency and reduce duplication. Support Future Growth and Innovation * Provide a scalable, cloud based platform capable of accommodating new technologies and evolving business requirements. * Enable continuous improvement through configurable features and data driven insights. Please note the estimated total value of this requirement may not reach the financial threshold for a covered procurement. If the estimated total value is below the financial threshold no further notices will be published in relation to this tendering opportunity in accordance with the Procurement Act 2023.

Planning Information

Pre Market Engagement for the provision of a Fleet Management System. The Council is carrying out the PME to engage with the marketplace to understand current offering, supplier capacity and capability, generate competition and manage expectations. To register your interest to particpate in the PME and obtain a Questionnaire to complete, please send an email to cps@belfastcity.gov.uk at the latest by 3pm on or before Friday 3rd April 2026. The pre market engagement exercise will take the form of an initial questionnaire and will help the Council better understand the levels of competition, capability and capacity within the market to plan and deliver the requirement. It is anticipated that online follow up meetings, demonstrations, presentations etc will be offered to discuss the responses. If you have any questions about this requirement, please send them to cps@belfastcity.gov.uk. We will endeavour to respond as quickly as possible. The Council reserves the right to contact any or all organisations who responds to this PME engagement to further discuss the next steps to follow. The Council cannot guarantee that all organisations will be contacted who submit an interest. All information returned as part of this PME exercise will assist in the procurement route selection, development of the specification; evaluation criteria, pricing model; and contract award options to ensure this tender opportunity delivers a high quality service and best value for money for the ratepayesr of Belfast. Please note the a fully developed indicative timeline is not available and the PME responses will help to inform develop and inform it. Leading on from this the intention would then be to either advertise the tender opportunity to the market or procure via further / mini competition or direct award through an appropriate framework. The Council uses eSourcing NI as its etendering platform. If you are not yet registered with eSourcing NI we would suggest you do so without delay. Whilst the Council will endeavour to keep any respondents to this PME exercise informed on developments of the tender process, the Council cannot guarantee this. Organisations are advised to register with eSourcing NI in order to see any advertised tender opportunities as well as regularly checking the Council's website for opportunities. The Council reserves the right to discontinue any discussions or tender procedures at any time and are not liable for any costs incurred by suppliers associated with participating in this PME exercise.

Notice Details

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Publication & Lifecycle

Open Contracting ID: ocds-h6vhtk-0667fa
Publication Source: Find A Tender Service
Latest Notice: https://www.find-tender.service.gov.uk/Notice/022152-2026
Current Stage: Planning
All Stages: Planning

Procurement Classification

Notice Type: UK2 - Preliminary Market Engagement Notice
Procurement Type: Standard
Procurement Category: Services
Procurement Method: Not Specified
Procurement Method Details: Not specified
Tender Suitability: Not specified
Awardee Scale: Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

48100000 - Industry specific software package

72260000 - Software-related services

Notice Value(s)

Tender Value: Not specified
Lots Value: Not specified
Awards Value: Not specified
Contracts Value: Not specified

Notice Dates

Publication Date: 12 Mar 20262 days ago
Submission Deadline: Not specified
Future Notice Date: 3 Apr 20263 weeks to go
Award Date: Not specified
Contract Period: 31 Mar 2027 - 31 Mar 2031 4-5 years
Recurrence: Not specified

Notice Status

Tender Status: Planning
Lots Status: Planning
Awards Status: Not Specified
Contracts Status: Not Specified

Buyer & Supplier

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Contracting Authority (Buyer)

Main Buyer: BELFAST 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: BELFAST
Postcode: BT2 8DJ
Post Town: Northern Ireland
Country: Northern Ireland
Major Region (ITL 1): TLN Northern Ireland
Basic Region (ITL 2): TLN0 Northern Ireland
Small Region (ITL 3): TLN06 Belfast
Delivery Location: TLN06 Belfast
Local Authority: Belfast
Electoral Ward: Central
Westminster Constituency: Belfast South and Mid Down

Further Information

Notice Documents

https://www.find-tender.service.gov.uk/Notice/022152-2026
12th March 2026 - Preliminary market engagement notice on Find a Tender

Notice URLs

https://www.legislation.gov.uk/ukpga/2023/54/contents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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