---
title: "Fleet Management Solution - PIN Notice"
ocid: "ocds-h6vhtk-06ad12"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-06ad12"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-06ad12.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-06ad12.json"
source: "Find A Tender Service"
current_stage: "Planning"
buyer: "WREXHAM COUNTY BOROUGH COUNCIL"
published: "2026-06-26"
---

# Fleet Management Solution - PIN Notice

Buyer: WREXHAM COUNTY BOROUGH COUNCIL  
Current stage: Planning  
OCID: ocds-h6vhtk-06ad12

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## Summary

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.

## Notice

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

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/060204-2026 |
| 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 |
| All stages | Planning |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 26 Jun 2026 |
| Submission deadline | Not specified |
| Future notice date | 30 Sep 2026 |
| Award date | Not specified |
| Contract period | 30 Apr 2027 - 30 Apr 2030 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £166,176 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Planning |
| Lots status | Planning |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | WREXHAM COUNTY BOROUGH COUNCIL |
| Locality | WREXHAM |
| Post town | Llandudno |
| Postcode | LL11 1AR |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL3 North Wales |
| ITL 3 | TLL34 Flintshire and Wrexham |
| Local authority | Wrexham |
| Electoral ward | Grosvenor |
| Westminster constituency | Wrexham |
| Delivery location | TLL23 Flintshire and Wrexham |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48612000 - Database-management system

## Release History

- 26 Jun 2026 at 10:07 - PlanningUpdate - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/060204-2026
- 10 Jun 2026 at 09:37 - PlanningUpdate - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/054602-2026
- 4 Jun 2026 at 09:10 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/052618-2026

## Documents

- https://www.find-tender.service.gov.uk/Notice/060204-2026
  26th June 2026 - Preliminary market engagement notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/054602-2026
  10th June 2026 - Preliminary market engagement notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/052618-2026
  4th June 2026 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- https://www.legislation.gov.uk/ukpga/2023/54/contents
- https://www.wrexham.gov.uk/

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-06ad12. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-06ad12.json.