Find a TenderAwardedContract details notice

Published 14 Aug 2025, 23:34 BST

Official UK procurement notice

CPU 7040 Fleet Management Software System

Authority: Nottingham City Council (Local council)

ServicesCompetitive flexible procedureAbove thresholdSME suitable

Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30)Repair & Maintenance (50)IT Services & Software (72) Delivery: East Midlands (UKF1)

Published estimate£250,000≈ £63k / year · £300,000 inc. VAT28% above published estimate

Submissions closed 24 Sept 2025awarded 20 Jul 2026

Awarded to Jaama Ltd

Contract term 4 yrsends 28 Feb 2030 · up to 28 Feb 2032 with extensions · starts 1 Mar 2026

What is being bought

Published requirement description

Tendering Procedure

The tender process was run as a Competitive Flexible Procedure on the East Mids Tenders portal. System demonstrations were undertaken and two remaining bidders put in their BAFO.

Evaluation:

The submitted bids were evaluated against the following criteria:

Price - 31.25%

Quality - 62.50%

Social Value - 6.25%

The authority expects to re-tender this requirement around 1 Feb 2031, 23:59 GMT.
How the procedure runs: This tender will be undertaken as a Competitive Flexible Procedure in accordance with Section (section 20(2)(b)) of the PA2023. The procedure will comprise the following tender stages: • Stage 1: Tender Notice with Invitation to Submit Initial Tenders • Stage 2: Selection & Shortlisting • Stage 3: Invitation to Product Demonstration/Dialogue • Stage 4: Negotiation (subject to requirement) • Stage 5: Invitation to submit Final Tender • Stage 6: Assess BAFO • Stage 7: Award Stage This process is being used and there is no need to undertake a formal participation stage, but it is beneficial to include stages to engage with suppliers to help them understand the requirement or help the Authority to understand your solution further in order to achieve value for money. The Authority reserves the right to award the contract without further negotiation to the tenderer submitting the highest scoring initial bid if that bid meets the requirements of the Authority in its entirety without the need for any subsequent negotiation.

CPV: IT services: consulting, software development, Internet and support · Office and computing machinery, equipment and supplies except furniture and software packages · Vehicle-fleet-support services

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 4 yrsSMEPublished value£250,000

Contract period: 1 Mar 2026 – 28 Feb 2030 (4 yrs) · up to 28 Feb 2032 with extensionsValue: £250,000 exc. VAT · £300,000 inc. VAT

Delivery: East MidlandsEligibility: SME eligible

Extensions: 2x12-month extensions available of contract being delivered effectively.

30000000 Office and computing machinery, equipment and supplies except furniture and software packages 50111110 Vehicle-fleet-support services 72000000 IT services: consulting, software development, Internet and support

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 62.5%Price: 31.25%Social value: 6.25%

Published sub-criteria (9)

System functionality: 18.75%
Workshop functionality: 12.5%
Implementation and data migration: 6.25%
System maintenance: 6.25%
Integrations: 6.25%
Reporting: 6.25%
Training: 6.25%
Price: 31.25%
Social value: 6.25%

Published award criteria (9)

System functionality
Workshop functionality
Implementation and data migration
System maintenance
Integrations
Reporting
Social value
Training
Price

What this means for your bid

Price carries 31.3 of 100 points: a 10% discount moves about 3.1 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record

Procedure method: Competitive flexible procedure
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Awarded
Procurement threshold: Above threshold (FTS publication)
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Unspecified in notice
Recurring procurement: Yes · next expected 1 Feb 2031
First published: 14 Aug 2025, 23:34 BST
Last source update: 3 Aug 2026, 14:37 BST
Award evaluation window: Submission end – 1 Feb 2026
Authority reference: CPU 7040
FTS notice number: 2025/S 000-048960
Latest notice: Contract details notice (UK7)
Classification (CPV): IT services: consulting, software development, Internet and supportOffice and computing machinery, equipment and supplies except furniture and software packagesVehicle-fleet-support services
Delivery area: East Midlands (UKF1)
Official registry OCID: ocds-h6vhtk-058879 Find a Tender

How it runs

This tender will be undertaken as a Competitive Flexible Procedure in accordance with Section (section 20(2)(b)) of the PA2023.

The procedure will comprise the following tender stages:

Stage 1: Tender Notice with Invitation to Submit Initial Tenders
Stage 2: Selection & Shortlisting
Stage 3: Invitation to Product Demonstration/Dialogue
Stage 4: Negotiation (subject to requirement)
Stage 5: Invitation to submit Final Tender
Stage 6: Assess BAFO
Stage 7: Award Stage

This process is being used and there is no need to undertake a formal participation stage, but it is beneficial to include stages to engage with suppliers to help them understand the requirement or help the Authority to understand your solution further in order to achieve value for money.

The Authority reserves the right to award the contract without further negotiation to the tenderer submitting the highest scoring initial bid if that bid meets the requirements of the Authority in its entirety without the need for any subsequent negotiation.

How it was run

Official notice

Submission deadline: 24 Sept 2025, 23:59 BST
Clarification deadline: 15 Sept 2025, 23:59 BST
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

www.eastmidstenders.org ↗

Timeline

14 Aug 2025 → 3 Aug 2026 · 8 dates

Tender notice published
14 Aug 2025, 23:34 BST
Clarification questions by399 days ago
15 Sept 2025, 23:59 BST
Submission deadline390 days ago
24 Sept 2025, 23:59 BST
Award decision expected by260 days ago
1 Feb 2026, 23:59 GMT
Contract starts233 days ago
1 Mar 2026
Assessment summaries sent91 days ago
21 Jul 2026, 00:00 BST
Standstill ends80 days ago
31 Jul 2026, 23:59 BST
Latest notice published78 days ago
3 Aug 2026, 14:37 BST

Notice history

5 events · 3 releases on Find a Tender · since 14 Aug 2025

Tender notice published
14 Aug 2025, 23:34 BST
UK4
Contract award notice published
21 Jul 2026, 22:42 BST
UK6
Status changed to complete
21 Jul 2026, 22:42 BST
Contract signature expected
1 Aug 2026, 23:59 BST
scheduled
Contract details notice published
3 Aug 2026, 14:37 BST
UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £320,0001 award exc. VAT

Bids received 77 from SMEs

Contracts signed 1latest 3 Aug 2026

Awarded to	Value	Date	Status
Jaama LtdSME17 Aug 2026 – 16 Aug 2029 · up to 16 Aug 2032Extensions: 3x12 month extension periods available at the Authority's discretion. · Options: Use of a data lake for more refined reporting. Additional API integrations available for improved user experience. Additional licences if fleet numbers grow.	£320,000	20 Jul 2026	Awarded

Contracts

CPU 7040 Fleet Management Software System · Jaama LtdSME
Signed
3 Aug 2026
Value
£320,000
Period
17 Aug 2026 – 16 Aug 2029 · up to 16 Aug 2032 with extensions
Status
active
Extensions
The Contracting Authority may, at its sole discretion, extend the contract where continued provision of the Fleet Management System is required. Any extension will be subject to satisfactory supplier performance, ongoing business need, budget availability, and any necessary internal approvals. The extension may be used to ensure continuity of service while a replacement procurement is completed or where it is considered to provide best value. The contract may be extended by up to 24 months, taking the maximum contract term to 16 August 2032.
3 agreed KPIs: (c) obtain, maintain and comply with all Necessary Consents at its own cost · (d) allocate sufficient resources to provide the Services in accordance with the terms of this agreement · provide the Services with reasonable care and skill and in accordance with Best Industry Practice
- (c) obtain, maintain and comply with all Necessary Consents at its own cost
- (d) allocate sufficient resources to provide the Services in accordance with the terms of this agreement
- provide the Services with reasonable care and skill and in accordance with Best Industry Practice

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
7final-stage tenders · 10 at stage one	7	0	—

Contracting authority & participating public bodies

Nottingham City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PZGG-1891-TDCX Loxley House, Station Street, Nottingham, East Midlands, NG2 3NGContact email

Bidders & participating suppliers

1 commercial party on the notice

JAAMA LTDAwarded supplierGB-COH: 05186026GB-PPON: PLQH-8991-VQZH Two Lichfield South, Wall Island, Lichfield, West Midlands, WS14 0QPContact email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender3 Aug 2026, 14:37 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender21 Jul 2026, 22:42 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender14 Aug 2025, 23:34 BST