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Fleet Management Solution - PIN Notice

Wrexham County Borough Council

This public procurement record has 3 releases in its history.

PlanningUpdate

26 Jun 2026 at 11:07

UK2 - Preliminary Market Engagement Notice
PlanningUpdate

10 Jun 2026 at 10:37

UK2 - Preliminary Market Engagement Notice
Planning

04 Jun 2026 at 10:10

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Wrexham County Borough Council is currently in the planning stage of its procurement process for a Fleet Management Solution, as detailed in a Prior Information Notice. This tender aims to procure a cloud-based system to enhance the management of their fleet, consisting of approximately 500 vehicles, including cars, vans, and HGVs, across multiple locations in the United Kingdom. The main procurement category is goods, with a gross value estimated at £207,720.00. Interested companies are invited to participate in this preliminary market engagement, with a key due date set for 1 July 2026, for submitting solution overviews to the Council's Category Manager, Clare Roberts. The procurement process follows the UK's devolved regulations for sub-central government entities, ensuring compliance with relevant legal standards.

This tender offers substantial opportunities for businesses specialising in cloud-based software solutions, database management, and system integrations. Companies with expertise in SaaS solutions, data migration, and fleet management systems will find this opportunity relevant for growth. Small and medium-sized enterprises (SMEs) are particularly encouraged to express their interest, as this contract has been identified as suitable for SMEs. The procurement method is engaging stakeholders through pre-market engagement, which indicates potential follow-up opportunities through official platforms like Sell2Wales. Participating in this tender can position a business as a key partner in providing scalable, efficient, and regulatory-compliant fleet management systems, thereby increasing market presence and business opportunities in public sector contracts.

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Notice Information

Notice Title

Fleet Management Solution - PIN Notice

Notice Description

BACKGROUND Wrexham County Borough Council (WCBC) are looking to engage the market with the potential of procuring a Fleet Management application to support our Fleet Officers in the Environment and Technical Department to manage a range of Fleet related requirements as outlined below. Wrexham County Borough Council currently operates with approximately 500 across multiple locations. Fleet vehicle types include: * Cars * Vans * HGVs / specialist vehicles Current challenges include: * Limited visibility of fleet performance * Manual processes * Compliance tracking (MOT, servicing, driver checks) * Fuel and maintenance cost management As well as high level of availability and scalability, WCBC's preference is for a Cloud-based (SaaS) solution that requires browser-based access without a requirement for local installs. SCOPE The expectation for any potential supplier would be to provide: * A cloud-based Fleet Management System * System implementation and configuration * Data migration (from existing systems) * User training * Ongoing support and maintenance REQUIREMENTS The following list is not exhaustive and should be used as a guide to the technical requirements WCBC would be looking for a successful fleet management solution: * Fleet Management o Automated maintenance scheduling and compliance tracking across a diverse fleet (MOT's and Inspections) including ability to set service reminders. o Defect reporting, ability for this to be real-time, and associated resolutions. o Ability for the solution to be able to report or use data visualization/dashboards to display an overview of fleet compliance. This can include standard or custom reporting, KPI dashboards (e.g., utilisation, costs, compliance), Export capability (Excel, CSV, API), or Real-time data insights. o Record tracking and documentation management including an outline of any storage limitations. o Capturing, communicating and monitoring of Vehicle Off Road (VOR) statuses. o Outline any ability to integrate with DVLA for Tax and MOT expiry dates. * Daily activity monitoring and recording o The ability or functionality for enabling drivers to complete digital daily vehicle checks. o Usage recording and auditing o Failure/Condition alerts and reporting o Integration with workshop activities and reporting to appropriate asset manager * Workshop management o Job creation and allocation tools o Job/human resource management and tracking o Stock management system * Authorization and Invoicing o Job authorization, spend/cost approvals and control o Invoicing and ordering approvals and tracking o Digital sign off o Cost code, financial and resource tracking * Governance and Compliance Management o Complies with regulatory frameworks such as Health and Safety, LOLER, PUWER & DVSA Earned recognition scheme. Whilst not deemed essential for this market engagement, if a solution is able to support telematics related functionality such as GPS and vehicle location tracking, real-time monitoring, and route history and optimization it would advantageous if these can be demonstrated also. SUBMISSION AND TIMESCALES Please email an overview of your solution to our Category Manager, Clare Roberts (Clare.Roberts@wrexham.gov.uk) by midday on 01 July 2026. Please ensure you submit information that is relevant to the detailed outlined above. Please include the reference 'Proc 26-49' in the subject heading of your e-mail response.

Planning Information

Pre Market Engagement

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06ad12
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/060204-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

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

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48612000 - Database-management system

Notice Value(s)

Tender Value
£166,176 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
26 Jun 20263 months ago
Submission Deadline
Not specified
Future Notice Date
30 Sep 2026Expired
Award Date
Not specified
Contract Period
1 May 2027 - 30 Apr 2030 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Wrexham County Borough 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
WREXHAM
Postcode
LL11 1AR
Postcode Area
Llandudno
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL3 North Wales
Small Region (ITL 3)
TLL34 Flintshire and Wrexham
Delivery Location
TLL23 Flintshire and Wrexham
Local Authority
Wrexham
Electoral Ward
Grosvenor
Westminster Constituency
Wrexham

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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