Official UK procurement notice
CP2685-25 Fleet Management Software
Authority: Devon County Council (Local council)
What is being bought
Published requirement descriptionThe Safety Compliance & Fleet Team within the Transport Coordination Service are responsible for the safe management and operation of Devon County Council's (DCC) vehicle fleet. This covers functions such as vehicle compliance (insurance & MOT), maintenance, lifecycle management, accident resolution and driver/escort compliance (safeguarding). DCC have a legal obligation to 'operate a system of work which ensures the vehicles are road worthy at all times, in accordance with The Guide to Maintaining Roadworthiness'. The service are looking to acquire a mature fleet management system which is proven in use by other organisations, and available with common pre-configured processes and workflows. The service currently manages a fleet of more than 340 vehicles and is seeking a cloud hosted software solution to support all aspects of fleet management. This will form the basis of Devon County Council's future Fleet Management System.
- How the procedure runs: Under the Competitive Flexible Procedure, the following process stages will apply: 1. Initial Tender submissions: This initial stage involves issuing the CFP – ISIT and PSQ to potential suppliers. Suppliers are invited to submit initial formal bids based on the specification. This will include detailed proposals (100% quality) and confirmation that their solution is within budget. 2. Initial Tender evaluation: Submitted CFP ISIT’s and PSQ’s will be evaluated against predefined criteria such as Suitability, experience, financial standing, compliance with quality, innovation. Scoring is done by panels. Suppliers who meet the required standards will be shortlisted to proceed to the next stage (shortlisting of bidders). 3. Shortlisting of Bidders: Following the evaluation of all complaint bids, the Authority will shortlist the highest scoring bidders to proceed to the next stage of this Competitive Flexible Procedure. Specifically, the three (3) top-ranked bidders, based on the total scores awarded during the evaluation of the CFP - ISIT stage, will be invited to participate in the subsequent stages of the competitive flexible procedure. The evaluation of the shortlisted bidder (stage two) will consist of different elements to include the pricing and quality proposals detailed in stage two. This will be based on 60% quality (trial of solution) and 40% price (Appendix 9 Financial Submission). The rankings of stage two will be the basis for contract award. 4. Pricing: Bidders need to confirm that they can provide the solution within budget as part of the ISIT (Q27 Cost Strategy – Budget). Suppliers who are selected for the trial period will need to submit their pricing schedule (Appendix 9 – financial submission within five working days from receipt of the notification. 5. Software solution trial period: The service wishes to undertake a trial period of five working days of the software solution submitted by the top three bidders. The trails will be evaluated against the published criteria detailed in Appendix 8 Quality Questions, Quality Proposals Stage 2 6. Pricing: Suppliers who are selected for the trial period will need to submit their pricing schedule (Appendix 9 – financial submission) within five working days from receipt of the notification, the procurement team will confirm the deadline for submission of the pricing schedule. The pricing schedule must be within the budget published. 7. Final Tender Evaluation: The software trial and pricing schedule will then be evaluated against predefined criteria such as cost, quality, innovation, and compliance. Scoring is done by panels. 8. Due Diligence Period: Before awarding the contract, further checks are conducted on the Intended Successful Supplier to validate supplier claims (e.g., financial health, references). 9. Contract Award: The successful Supplier is formally awarded the contract, and the procurement process concludes.
- No preliminary market engagement: The Authority considered that preliminary market engagement was not required in relation to the Contract because the service undertook light touch market research whereby they gathered enough detail to understand that there was solutions available to fulfil the service needs.
CPV: IT services: consulting, software development, Internet and support
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£180,000
- Economic & financial standing
The conditions of participation relating to the legal and financial capacity and technical ability are set out in the procurement documents, in the procurement specific questionnaire. The conditions of participation will be assessed in accordance with the assessment methodologies detailed in the procurement specific questionnaire.
- Technical & professional ability
The conditions of participation relating to the legal and financial capacity and technical ability are set out in the procurement documents, in the procurement specific questionnaire. The conditions of participation will be assessed in accordance with the assessment methodologies detailed in the procurement specific questionnaire.
What 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).
Published sub-criteria (1)
- Quality ISIT: 100%
Published award criteria (1)
- Quality ISIT: For stage one ISIT the quality is 100%
- Economic & financial standing
The conditions of participation relating to the legal and financial capacity and technical ability are set out in the procurement documents, in the procurement specific questionnaire. The conditions of participation will be assessed in accordance with the assessment methodologies detailed in the procurement specific questionnaire.
- Technical & professional ability
The conditions of participation relating to the legal and financial capacity and technical ability are set out in the procurement documents, in the procurement specific questionnaire. The conditions of participation will be assessed in accordance with the assessment methodologies detailed in the procurement specific questionnaire.
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
- Yes (GPA, CPTPP)
- Recurring procurement
- Unspecified in notice
- First published
- 13 Apr 2026, 09:43 BST
- Last source update
- 12 Oct 2026, 09:09 BST
- Award evaluation window
- Submission end – 7 Sept 2026
- Authority reference
CP2685-25- FTS notice number
2026/S 000-033072- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-068092Find a Tender
- How it runs
Under the Competitive Flexible Procedure, the following process stages will apply:
- Initial Tender submissions: This initial stage involves issuing the CFP – ISIT and PSQ to potential suppliers. Suppliers are invited to submit initial formal bids based on the specification. This will include detailed proposals (100% quality) and confirmation that their solution is within budget.
- Initial Tender evaluation: Submitted CFP ISIT’s and PSQ’s will be evaluated against predefined criteria such as Suitability, experience, financial standing, compliance with quality, innovation. Scoring is done by panels. Suppliers who meet the required standards will be shortlisted to proceed to the next stage (shortlisting of bidders).
- Shortlisting of Bidders: Following the evaluation of all complaint bids, the Authority will shortlist the highest scoring bidders to proceed to the next stage of this Competitive Flexible Procedure. Specifically, the three (3) top-ranked bidders, based on the total scores awarded during the evaluation of the CFP - ISIT stage, will be invited to participate in the subsequent stages of the competitive flexible procedure. The evaluation of the shortlisted bidder (stage two) will consist of different elements to include the pricing and quality proposals detailed in stage two. This will be based on 60% quality (trial of solution) and 40% price (Appendix 9 Financial Submission). The rankings of stage two will be the basis for contract award.
- Pricing: Bidders need to confirm that they can provide the solution within budget as part of the ISIT (Q27 Cost Strategy – Budget). Suppliers who are selected for the trial period will need to submit their pricing schedule (Appendix 9 – financial submission within five working days from receipt of the notification.
- Software solution trial period: The service wishes to undertake a trial period of five working days of the software solution submitted by the top three bidders. The trails will be evaluated against the published criteria detailed in Appendix 8 Quality Questions, Quality Proposals Stage 2
- Pricing: Suppliers who are selected for the trial period will need to submit their pricing schedule (Appendix 9 – financial submission) within five working days from receipt of the notification, the procurement team will confirm the deadline for submission of the pricing schedule. The pricing schedule must be within the budget published.
- Final Tender Evaluation: The software trial and pricing schedule will then be evaluated against predefined criteria such as cost, quality, innovation, and compliance. Scoring is done by panels.
- Due Diligence Period: Before awarding the contract, further checks are conducted on the Intended Successful Supplier to validate supplier claims (e.g., financial health, references).
- Contract Award: The successful Supplier is formally awarded the contract, and the procurement process concludes.
How it was run
Official notice- Submission deadline
- 19 May 2026, 12:00 BST
- Clarification deadline
- 7 May 2026, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Suppliers can access the business opportunity via Supplying the South West Procurement portal at www.supplyingthesouthwest.org.uk ↗. Register your expression of interest to the advert and then automatic access will be provided to the competition documentation, terms and conditions and any supporting information. This information can be downloaded for completion and/or questions completed online.
Your submission can be started on the same system/page where you downloaded the documentation. The authority does not accept submission from any other method.
Timeline
13 Apr 2026 → 12 Oct 2026 · 7 dates- Tender notice published191 days ago13 Apr 2026, 09:43 BST
- Clarification questions by167 days ago7 May 2026, 12:00 BST
- Submission deadline155 days ago19 May 2026, 12:00 BST
- Assessment summaries sent69 days ago13 Aug 2026, 00:00 BST
- Award decision expected by43 days ago7 Sept 2026, 23:59 BST
- Contract starts20 days ago1 Oct 2026, 00:00 BST
- Latest notice published9 days ago12 Oct 2026, 09:09 BST
Notice history
5 events · 3 releases on Find a Tender · since 13 Apr 2026- Tender notice published13 Apr 2026, 09:43 BSTUK4
- Contract award notice published29 Sept 2026, 10:26 BSTUK6
- Status changed to complete29 Sept 2026, 10:26 BST
- Contract signature expected9 Oct 2026, 23:59 BSTscheduled
- Contract details notice published12 Oct 2026, 09:09 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| SIMPLIFI SOLUTIONS LIMITEDSME12 Oct 2026 – 11 Oct 2029 · up to 11 Oct 2031Extensions: 2 x 12 month at the discretion of the authority | £145,000 | 13 Aug 2026 | Awarded |
Contracts
CP2685-25 Fleet Management Software · SIMPLIFI SOLUTIONS LIMITEDSME
- Signed
- 9 Oct 2026
- Value
- £145,000
- Period
- 12 Oct 2026 – 11 Oct 2029 · up to 11 Oct 2031 with extensions
- Status
- active
- Extensions
- 2 x 12 months at the discretion of the authority
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3final-stage tenders · 5 at stage one | 2 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- SIMPLIFI SOLUTIONS LIMITEDAwarded supplier
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: Suppliers can access the business opportunity via Supplying the South West Procurement portal at https://www.supplyingthesouthwest.org.uk. Register your expression of interest to the advert and then automatic access will be provided to the competition documentation, terms and conditions and any supporting information. This information can be downloaded for completion and/or questions completed online. Your submission can be started on the same system/page where you downloaded the documentation. The authority does not accept submission from any other method.
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender