Tender

Fuel Management Tender

LEICESTER CITY COUNCIL

This public procurement record has 1 release in its history.

Tender

20 Apr 2026 at 13:47

UK4 - Tender Notice
Summary of the contracting process

Leicester City Council has issued an active tender for a Fuel Management System (FMS) intended to monitor and report on fuel usage across its fleet, comprising approximately 800 vehicles. This procurement opportunity, titled "Fuel Management Tender", falls under the industry category of software package and information systems and is located within the Leicester area. The process, characterised by an open procurement method, requires submissions via an e-tendering portal by 18th May 2026 at 09:00 hrs. It's imperative for bidders to submit before this deadline to avoid exclusion, with the tender currently in the ‘Tender’ stage. Businesses interested in this opportunity should ensure compatibility with Leicester City Council's requirements regarding fuel dispensing, reporting, and integration with existing systems.

This tender presents significant opportunities for enterprises focused on developing robust, scalable software solutions tailored for fleet management and fuel tracking systems. It is particularly suited for small and medium-sized enterprises (SMEs) and voluntary, community and social enterprises (VCSEs) aiming to deliver highly functional systems that enhance operational efficiency and environmental compliance. The successful business will not only supply hardware and software but also oversee system configuration, training, and support, offering potential for growth through the establishment of a long-term relationship with a sub-central public authority. Given the requirements for scalability, accuracy, and user-friendly features, companies with proven expertise in integrated management systems are well-positioned to compete for this contract, which has a gross value of £174,000 and a possible contract period extending beyond five years.

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Notice Information

Notice Title

Fuel Management Tender

Notice Description

Leicester City Council requires a Fuel Management System (FMS) to monitor, control and report on fuel usage across its fleet of vehicles and machinery circa 800 vehicles and plant. The solution must be compatible and installed across multiple locations within the Leicester area. The system must enable secure fuel dispensing through authorised methods (e.g. RFID, vehicle tags), provide accurate, real-time tracking of fuel transactions and stock levels; and generate detailed reporting on fuel by vehicle, operator and site. It must also include configurable alerts (e.g. low fuel, anomalies) support environmental and audit reporting, and integrate seamlessly with existing council systems, including fleet management. The system must be robust, scalable and user-friendly with high availability, role-based access control, and compliance with applicable fuel storage, environmental and data security regulations. The successful tenderer will be responsible for end-to-end delivery including the supply of hardware and software, system configuration, user training, documentation and post-deployment support. The FMS must enhance operational efficiency, reduce fuel loss and provide the transparency and accountability required by the council's governance and reporting obligations.

Lot Information

Lot 1

Options: Additional licences if required.

Renewal: The total possible contract duration is five (5) years, which consists of an initial term of four (4) years with the option to extend for up to a further one (1) year. The Contract will commence upon execution of the Contract, with the applied Term commencing on the 1st March 2027.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06867e
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/035700-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
£145,000 £100K-£500K
Lots Value
£145,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
20 Apr 20264 days ago
Submission Deadline
18 May 20264 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Mar 2027 - 28 Feb 2031 4-5 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
LEICESTER 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
LEICESTER
Postcode
LE1 1FZ
Post Town
Leicester
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF2 Leicestershire, Rutland and Northamptonshire
Small Region (ITL 3)
TLF21 Leicester
Delivery Location
TLF21 Leicester
Local Authority
Leicester
Electoral Ward
Castle
Westminster Constituency
Leicester South

Further Information

Notice Documents

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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