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GWR - Engineering Fuel monitoring and quality services

FIRST GREATER WESTERN LIMITED

This public procurement record has 1 release in its history.

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30 Sep 2026 at 12:09

UK5 - Transparency Notice
Summary of the contracting process

First Greater Western Limited (GWR) procured specialist fuel management, fuel quality and fuel infrastructure support for its five engineering depots. The services cover inline fuel filtration systems; tank-level monitoring software and equipment; fuel throughput metering; tank cleaning; and biocide injection equipment to prevent contamination. Work also includes routine inspections, preventative maintenance, technical support, fuel-quality monitoring, testing and reporting. The supplier provides the equipment, consumables, repairs and maintenance needed to keep GWR’s fuel infrastructure operational and suitable for depot activities. The service supports the operation and reliability of depot fuelling facilities and helps protect fuel quality. Delivery locations are in the UK, with the requirement covering five engineering depots.

The procurement is complete and was awarded by direct award to Fuelcare Limited. The published rationale was that Fuelcare’s specialist systems are integrated with GWR’s existing infrastructure and that continuity was needed while GWR prepared a competitive procurement for longer-term services. The award value is £440,000 excluding VAT (£528,000 including VAT). The contract period runs from 1 November 2026 to 31 October 2027, with an option to extend for a further 12 months to allow a tender process and detailed specification to be developed. A signature milestone was scheduled for 30 October 2026. The procurement was a single lot, marked as suitable for SMEs. The award record gives the supplier and value; it records the award status as pending.

For this buyer’s requirement, a credible supplier needs specialist capability across fuel monitoring, filtration, metering, tank cleaning and biocide treatment, together with the ability to maintain and repair equipment already installed at multiple engineering depots. Experience supporting integrated fuel systems is particularly relevant: the stated reason for choosing Fuelcare was its knowledge of the equipment, software interfaces, asset condition, operating settings and maintenance history. Competitors would need to demonstrate dependable inspections, preventative maintenance, technical support, fuel-quality testing and reporting, as well as the capacity to provide equipment and consumables across five depots without interrupting fuelling operations. The buyer’s stated intention to run a competitive process for longer-term provision indicates that a future competitor would need to support a managed transition and provide a technically detailed service specification.

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Notice Information

Notice Title

GWR - Engineering Fuel monitoring and quality services

Notice Description

GWR requires the provision of specialist fuel management, fuel quality and fuel infrastructure support services across five engineering depots. The scope of the requirement includes the provision, maintenance and support of inline fuel filtration systems; fuel monitoring software and associated equipment for monitoring fuel storage tank levels; fuel metering equipment to measure and report fuel throughput; tank cleaning services; and biocide injection equipment and maintenance to prevent fuel contamination. The services also include routine inspections, preventative maintenance, technical support, fuel quality monitoring, testing and reporting to ensure fuel systems remain operational, compliant and fit for purpose. The supplier will provide all necessary equipment, consumables, maintenance, repairs and reporting required to support the continued operation of GWR's fuel infrastructure and engineering depot activities.

Procurement Information

Fuelcare currently provides a highly specialised fuel management solution that is integrated with GWR's existing fuel infrastructure across five engineering depots. The services encompass proprietary fuel monitoring software, fuel metering equipment, inline filtration systems, tank cleaning services and biocide injection equipment that have been installed, configured and maintained by Fuelcare. The supplier possesses detailed technical knowledge of the existing assets, system configurations, operating parameters and historical maintenance records associated with these installations. Continuity of service is essential to ensure fuel quality, maintain operational availability of depot fuelling facilities and mitigate the risk of contamination-related fleet failures. The existing monitoring, filtration and treatment systems form a critical element of GWR's fuel assurance regime, with failure or interruption of these services presenting a significant risk to fleet reliability and depot operations. A change of supplier at this stage would require a comprehensive review of the existing equipment, software interfaces, asset condition and depot-specific operating arrangements. This would introduce technical and operational risks, including potential incompatibilities with existing infrastructure, disruption to established maintenance regimes, increased onboarding requirements and the loss of asset-specific knowledge held by the incumbent supplier. GWR intends to undertake a competitive tender exercise for the longer-term provision of these services. The proposed direct award will provide the necessary continuity of support whilst GWR completes a full market assessment, develops an appropriate procurement strategy and conducts a compliant procurement process. This approach will ensure uninterrupted operation of critical fuel management services and provide sufficient time for an orderly transition to any future contractual arrangements without compromising fleet availability or operational performance.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-077d72
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/092310-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK5 - Transparency Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Direct award
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

60 - Transport services (excl. Waste transport)

63 - Supporting and auxiliary transport services; travel agencies services

65 - Public utilities

CPV Codes

60210000 - Public transport services by railways

63700000 - Support services for land, water and air transport

65400000 - Other sources of energy supplies and distribution

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£440,000 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
30 Sep 20266 days ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Nov 2026 - 31 Oct 2027 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
FIRST GREATER WESTERN LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WILTSHIRE
Postcode
SN1 1HL
Postcode Area
Swindon
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK7 Gloucestershire and Wiltshire
Small Region (ITL 3)
TLK71 Swindon
Delivery Location
Not specified
Local Authority
Swindon
Electoral Ward
Central
Westminster Constituency
Swindon South

Supplier Information

Number of Suppliers
1
Supplier Name

FUELCARE LIMITED

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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