Official UK procurement notice
Fleet Key Management System
Authority: The Police and Crime Commissioner for Warwickshire (Police & fire)
What is being bought
Published requirement descriptionThe Police and Crime Commissioner for Warwickshire, on behalf of Warwickshire Police, intends to enter into a contract for the provision of a secure Fleet Key Management System across operational police sites within Warwickshire, following the evaluation of tenders received through a competitive tendering procedure conducted under the Procurement Act 2023.
The proposed contract will provide a secure electronic fleet key management solution to manage, track and audit vehicle key access across operational police sites.
- Applies to approximately 350 fleet vehicle key sets across 17 operational sites.
- Covers secure storage, issue, return, audit, reporting, and support.
- Initial scope is fleet vehicle keys, with extensibility for other controlled assets (e.g. fuel cards, equipment) as optional.
Aim/Purpose:
The solution shall:
- Provide a secure, auditable, and standardised method for managing fleet vehicle keys across all Warwickshire Police sites.
- Replace inconsistent local practices with a force-wide controlled system.
- Support improved governance, accountability, and risk management for vehicle access.
- Enable future operational efficiencies (e.g. pooling and utilisation insight); however, no system integrations are required at initial implementation.
We were seeking a provider that has currently or in the past 3 years have successfully delivered a Key Management system (equivalent to the scope of this tender) to at least one or more UK police customers or comparable organisation, and can demonstrate the required technical capability and capacity.
The contract dates stated in this notice are estimated. The software contract term will commence following successful installation and completion of User Acceptance Testing (UAT) to the satisfaction of the Authority. The contract end date and any extension expiry dates stated in this notice are therefore provisional and will be confirmed following successful completion of UAT.
At commencement of the procurement, the estimated maximum contract value, calculated in accordance with section 4 and Schedule 3 of the Procurement Act 2023 and inclusive of VAT, exceeded the applicable threshold. The procurement was therefore conducted as a covered procurement. Following competition, the successful tender price is £150,368.88 exclusive of VAT (£180,442.66 inclusive of VAT), which is below the applicable threshold. The reduction in value is a result of the competitive procurement process and does not represent an artificial reduction or subdivision of the requirement.
This Contract Award Notice gives notice of the Authority's intention to enter into the proposed contract with the successful supplier. The Authority will not enter into the contract before the end of the standstill period stated in this notice.
- How the procedure runs: The Authority is conducting a Competitive Flexible Procedure in accordance with the Procurement Act 2023. Tenderers should note that the process may include evaluation of written submissions, supplier demonstrations, clarification activities and a Best and Final Offer (BAFO) stage as follows: • Stage 1 – Participation and Tender • Stage 2 – Supplier Demonstrations followed by Best and Final Offer (BAFO) • Stage 3 – Contract Award Further details regarding the demonstration requirements, evaluation methodology and procurement process are contained within the procurement documents. A maximum of 3 Bidders with the highest stage 1 scores will be invited to participate in Stage 2. We reserve the right to take less than three bidders through to stage 2 where a supplier does not meet minimum quality score requirements.
CPV: Hardware · Hardware installation services · Installation services of special-purpose machinery and equipment · Security equipment · Security software package · Software package and information systems · Surveillance and security systems and devices · Tools, locks, keys, hinges, fasteners, chain and springs · Vehicle-fleet-support services
The lotProcurement structure
single lot · value publishedWhat it takes to wini
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 morei
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).
- Conditions of Participation: Conditions of Participation will be assessed on a pass / fail basis as per the Procurement Specific Questionnaire and will consider the Supplier’s legal and financial capacity and technical ability to perform the contract. This stage will also include an assessment of information provided in the Supplier Assurance Questionnaire on a Pass/Fail basis. The Evaluation Panel will assess the supplier information provided via the Central Digital Platform for completeness and compliance with what is required under the Act and Regulations. This will include a review of Basic Supplier Information, Exclusion Grounds, some Economic and Financial Standing information (e.g. as set out in the supplier’s most recent financial accounts), and details of connected persons and beneficial ownership.
- Stage 1 Annex A Requirements Matrix: Pass/Fail
- Stage 1 Technical Questions and Social Value: % Stage 1 Weighting 65% Stage 1 Max marks 85 Published Range 18%-65% Including Company Capabilities, Solution, Data & Reporting, Connectivity, Cabinet Access Control, System Security & Availability, Implementation, Support & Maintenance and Social Value. The Social Value element can be submitted via the DICM Pluggin portal, a platform we use that highlights local projects and charities which suppliers can support through donations, volunteering, or other resources. Full details are included in the tender documents.
- Stage 1 Pricing: % Stage 1 Weighting 35% Stage 1 max marks 35 Published range 35%-36% Including Installation & Hardware, Licence, Support & Warranty and Call outs (first hour)
- Stage 2 Tender Quality Score (Stage 1): Stage 2 Weighting 20% Stage 2 max marks 25 Published range 18%-65% The tender quality score from the tender Stage 1 will be pulled forward – whatever % score was achieved at Stage 1 will be applied pro rata at Stage 2.
- Stage 2 System Demo: Stage 2 Weighting 44% Stage 2 max marks 55 Published range 0%-45% Demo: Hardware, Demo: Software, Demo: System Key Functions, Demo: Scale & Ease of Configuration & Customisation and Demo: Reporting
- Stage 2 Final Pricing: Stage 2 Weighting 36% Stage 2 max marks 45 Published range 35%-36% Bidders from Stage 2 will be invited to amend and resubmit pricing. Final pricing will be evaluated using the same methodology as described at Stage 1 .
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- 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
- Unspecified in notice
- First published
- 29 Jan 2026, 12:18 GMT
- Last source update
- 21 Sept 2026, 15:20 BST
- Award evaluation window
- Submission end – 4 Sept 2026
- Authority reference
WPA26-0016- FTS notice number
2026/S 000-053911- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0611ebFind a Tender- Contract terms summary
Payment terms, the process for submitting invoices and process for dealing with disputed invoices are covered in General Terms included in the tender documents.
- How it runs
The Authority is conducting a Competitive Flexible Procedure in accordance with the Procurement Act 2023. Tenderers should note that the process may include evaluation of written submissions, supplier demonstrations, clarification activities and a Best and Final Offer (BAFO) stage as follows:
- Stage 1 – Participation and Tender
- Stage 2 – Supplier Demonstrations followed by Best and Final Offer (BAFO)
- Stage 3 – Contract Award
Further details regarding the demonstration requirements, evaluation methodology and procurement process are contained within the procurement documents.
A maximum of 3 Bidders with the highest stage 1 scores will be invited to participate in Stage 2. We reserve the right to take less than three bidders through to stage 2 where a supplier does not meet minimum quality score requirements.
- Risks
The Authority has identified potential modification grounds in accordance with Schedule 8 of the Procurement Act 2023. These may include unforeseeable operational changes, changes arising from police reform or fleet changes, and the provision of additional compatible goods or services where objectively justified, operationally required and legally permissible.
How it was run
Official notice- Submission deadline
- 9 Jul 2026, 12:00 BST
- Clarification deadline
- 3 Jul 2026, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
All expressions of interest must be made via the Warwickshire Police In-tend portal hosted on the In-tend Bluelight Hub:
sell2.in-tend.co.uk/blpd/home ↗
Suppliers may view tender details via the ‘Tenders’ section. Access to procurement documents requires supplier registration/login. New suppliers should register via the ‘Portals’ section and select Warwickshire Police.
Any questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal.
Full details of the procurement process, evaluation methodology, specification and contract conditions are contained within the procurement documents.
Timeline
29 Jan 2026 → 1 Oct 2026 · 11 dates- Planning notice published266 days ago29 Jan 2026, 12:18 GMT
- Market engagement245 days ago18 Feb 2026, 23:59 GMT
Request for Information (RFI) exercise. To respond to this RFI please complete the RFI questionnaire at the end of this document and upload via our tendering portal: sell2.in-tend.co.uk/blpd/home ↗
- Next notice expected191 days ago13 Apr 2026, 23:59 BST
- Tender notice published136 days ago8 Jun 2026, 15:44 BST
- Clarification questions by111 days ago3 Jul 2026, 17:00 BST
- Submission deadline105 days ago9 Jul 2026, 12:00 BST
- Award decision expected by47 days ago4 Sept 2026, 23:59 BST
- Assessment summaries sent31 days ago21 Sept 2026, 00:00 BST
- Latest notice published31 days ago21 Sept 2026, 15:20 BST
- Standstill ends21 days ago30 Sept 2026, 23:59 BST
- Contract starts21 days ago1 Oct 2026, 00:00 BST
Notice history
10 events · 4 releases on Find a Tender · since 29 Jan 2026- Preliminary market engagement notice published29 Jan 2026, 12:18 GMTUK2
- Tender notice published8 Jun 2026, 15:44 BSTUK4
- Published value updated to £182,5858 Jun 2026, 15:44 BSTwas £150,000
- Status changed to active8 Jun 2026, 15:44 BST
- Procurement method changed8 Jun 2026, 15:44 BST
- Deadline published: 9 Jul 2026, 12:00 BST8 Jun 2026, 15:44 BST
- Tender notice published10 Jun 2026, 08:28 BSTUK4
- Contract award notice published21 Sept 2026, 15:20 BSTUK6
- Status changed to complete21 Sept 2026, 15:20 BST
- Contract signature expected5 Oct 2026, 23:59 BSTscheduled
Published amendments (1)
Wording has been corrected regarding experience and link to project on InTend has been provided.
Routine re-releases (4)
- 2026-01: 1 release · 29 Jan 2026
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| e Track LimitedSME1 Nov 2026 – 31 Oct 2029 · up to 31 Oct 2031Extensions: At the Authority's discretion and subject to satisfactory performance and operational requirements, the contract can be extended by up to two periods of 12 months each. Please note due to the software contract term start date being dependent upon successful installation and completion of User Acceptance Testing the end dates and the extension dates may be different to what has been initially published in this notice, at this point in time it is not known when UAT will be completed to the Authority's satisfaction. · Options: Extensibility for other controlled assets (e.g. fuel cards, equipment) as optional. | £150,369 | 10 Sept 2026standstill to 30 Sept 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3final-stage tenders · 5 at stage one | 3 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- e Track LimitedAwarded supplier
Official documents & specifications (5)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Tender documents will be published on the In-tend Bluelight hub https://sell2.in-tend.co.uk/blpd/home Access to procurement documents requires supplier registration/login. New suppliers should register and then access via the ‘Portals’ section, search for Warwickshire Police an…
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender