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BF1085 Fuel Monitoring System

Bedfordshire Fire and Rescue Authority

This public procurement record has 2 releases in its history.

Tender

27 Aug 2026 at 11:19

UK4 - Tender Notice
Planning

01 Jun 2026 at 09:05

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Bedfordshire Fire & Rescue Authority is procuring a self-managed, cloud-based fuel monitoring system for its vehicle fleet. The requirement covers electronic fuel capacity gauges and monitoring equipment at six bunkered diesel fuelling sites: Fire Headquarters Kempston, Bedford Fire Station, Stopsley Fire Station, Luton Fire Station, Leighton Buzzard Fire Station and Dunstable Fire Station. Together, these sites have eight fuel dispensers, including three sites with dual tanks. The system is intended to provide real-time monitoring, auditable fuel-use records, management information, automated fuel reordering and recording for all vehicles using bunkered fuel, while also supporting wider fleet fuel management. It must capture vehicle mileage, registration, refuelling time and quantity dispensed, provide cloud access from the Bedford headquarters workshops, and be compatible with existing high and low-level alarms where technically possible. The procurement is for goods, including fuel pumps, pump parts and vehicle refuelling services.

The process has reached tender: Bedfordshire Fire & Rescue Authority invited offers through a below-threshold open competition. The tender deadline was 15 October 2026 at 17:00, and the deadline for enquiries was 8 October 2026 at 17:00. Electronic submission was allowed. There is one lot. Its contract period runs from 8 February 2027 to 7 February 2030, with a renewal provision extending the maximum period to 7 February 2032. The estimated procurement value is £50,000 excluding VAT and £60,000 including VAT. The lot value repeats these amounts but records the currency as AED, while the overall tender value records GBP. Evaluation is based on quality at 60% and price at 40%. The lot is marked as suitable for SMEs and voluntary, community or social enterprises.

This opportunity suits qualified suppliers of electronic fuel monitoring, tank gauging, forecourt technology or fleet fuel management systems. Bidders need to provide and install equipment across multiple diesel fuelling sites, connect site data to a cloud platform and support access for analysis from the fire authority’s workshops. The solution needs reliable real-time monitoring, fuel-use audit trails, management reporting, automated reordering support and accurate vehicle-level recording. Technical capability to integrate with existing high and low-level tank alarms, where feasible, is relevant, as is the ability to record vehicle mileage, registration, refuelling time and dispensed quantity. Suppliers with experience delivering multi-site fuel-control systems and supporting both bunkered and non-bunkered fleet users are well placed to compete. The requirement is identified as suitable for SMEs and VCSEs.

How relevant is this notice?

Notice Information

Notice Title

BF1085 Fuel Monitoring System

Notice Description

Bedfordshire Fire and Rescue Authority is inviting suitable qualified organisations to bid for a modern, fit for purpose self-managed cloud-based Fuel Monitoring System. Bedfordshire Fire and Rescue Authority operate six (6) sites with bunkered diesel vehicle fuel stations, three of which contain dual tanks. The sites are located within the county of Bedfordshire: Fire Headquarters Kempston (2 tanks / 1 dispenser), Bedford Fire Station (2 tanks / 2 dispensers), Stopsley Fire Station (1 tank / 1 dispenser), Luton Fire Station (2 tanks / 2 dispensers), Leighton Buzzard Fire Station (1 tank / 1 dispenser) and Dunstable Fire Station (1 tank / 1 dispenser). The objectives are to: * Provide real-time monitoring of six bunkered fuel site and eight fuel dispensers * Enable full auditability of fuel usage * Reduce human error in recording and reporting as a result of manual processes * Provide accessible management information across the organisation * Support automated fuel reordering and monitoring * Enable all BFRS vehicles to access bunkered fuel with appropriate recording mechanisms * Improve overall fleet fuel management, including non-bunkered fuel users The high level requirements include but are not limited to:- * Installation of Electronic Fuel Capacity Gauges and an Electronic Fuel Monitoring System at each fuelling station. * The information gathered at each fuelling station will be cloud based and be accessed from PCs at BFRA Headquarters Workshops for analysis. * The Fuel Monitoring System must provide relevant monitoring information. * The Fuel Monitoring should, where technically possible, be compatible with the existing High/Low level alarms. * The system must record the mileage of the vehicle as well as the vehicle registration, time of refuelling, and quantity of fuel dispensed into the vehicle.

Planning Information

BFRA initially undertook Market Engagement during May 2023 but due to the time that has elapsed are re-engaging with the market in further exploring our requirements, the current level of interest and to inform our procurement approach and design of the procurement. BFRA would like to invite suitable qualified Suppliers to express an interest in participating in our market engagement, which will be in the format of a Market Engagement Questionnaire. Please confirm your interest to participate in BFRA Market Engagement for the Fuel Monitoring System and receive the Pre Market Engagement Questionnaire by responding to this Notice to procurement@bedsfire.gov.uk Please be advised of the following dates: Expression Of Interest Market Engagement Questionnaire: Friday 12 June 2026 Issue Date for Market Engagement Questionnaire: Monday 15 June 2026 Deadline for submission of Market Engagement Questionnaires: Friday 3 July 2026

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06a9ca
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/081675-2026
Current Stage
Tender
All Stages
Planning, 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

42 - Industrial machinery

63 - Supporting and auxiliary transport services; travel agencies services

CPV Codes

42122180 - Fuel pumps

42124211 - Parts of fuel pumps

63712600 - Vehicle refuelling services

Notice Value(s)

Tender Value
£50,000 Under £100K
Lots Value
£50,000 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
27 Aug 20265 days ago
Submission Deadline
15 Oct 20262 months to go
Future Notice Date
24 Aug 2026Expired
Award Date
Not specified
Contract Period
8 Feb 2027 - 7 Feb 2030 3-4 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
Bedfordshire Fire and Rescue 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
BEDFORD
Postcode
MK42 7NR
Postcode Area
Milton Keynes
Country
England
Major Region (ITL 1)
TLH East (England)
Basic Region (ITL 2)
TLH2 Bedfordshire and Hertfordshire
Small Region (ITL 3)
TLH24 Bedford
Delivery Location
TLH21 Luton, TLH24 Bedford, TLH25 Central Bedfordshire
Local Authority
Bedford
Electoral Ward
Kempston South
Westminster Constituency
Bedford

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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