Planning

Fleet Management Solution - PIN Notice

WREXHAM COUNTY BOROUGH COUNCIL

This public procurement record has 1 release in its history.

Planning

04 Jun 2026 at 09:10

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Wrexham County Borough Council is in the planning stage of a public procurement process titled "Fleet Management Solution - PIN Notice." This procurement falls under the industry category of database-management systems with a focus on goods. The council is currently seeking preliminary market engagement for a cloud-based fleet management application to support its operations across Wrexham, UK. Potential suppliers must submit their proposals by midday on 01 July 2026. The pre-market engagement phase is expected to conclude with a future notice scheduled for 30 September 2026. The contract period is planned to commence on 01 May 2027 and end on 30 April 2030.

This tender presents a significant opportunity for businesses specialising in cloud-based SaaS fleet management solutions. Enterprises with capabilities in system implementation, configuration, data migration, user training, and ongoing maintenance will find this tender particularly relevant. Companies offering enhanced features such as compliance tracking, digital vehicle checks, and integration with telematics would be well-suited to compete. Small and medium-sized enterprises (SMEs) are encouraged to engage, as the process is deemed suitable for them. This procurement aims to streamline Wrexham County Borough Council's operations, offering potential for business growth through a collaborative partnership.

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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/052618-2026
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
£30,600 Under £100K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
4 Jun 2026Today
Submission Deadline
Not specified
Future Notice Date
30 Sep 20264 months to go
Award Date
Not specified
Contract Period
30 Apr 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
Post Town
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)

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