Fleet Management Solution · UK public procurement notice

North Lanarkshire Council (the Council) intend to award a contract to a sole service provider to provide a Fleet Management Solution which will assist in streamlining day to day operations within the fleet management service.

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The contract for the current fleet management system is due to end on 31st March 2022 and as such the Council are seeking a replacement system to support its fleet management services.

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As part of an on-going digital transformation programme a review of Fleet Management operations has been completed highlighting several areas where digital technology can be deployed to assist in streamlining day to day operations within the fleet management service.

The vehicles to be managed by a new solution include those owned, leased and hired by NLC to support business operations.

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There are various requirements:

BUSINESS:

The new solution must provide functionality covering:

-Fleet Management: Ability to record all relevant details for the diverse range of fleet and equipment maintained, vehicle disposal process, Manage Road Licence Renewals, Short-term hire of vehicles and plant from external suppliers and hiring out to council service departments.

-Workshop Operations Management: Ability to manage jobs including standard times to be pre-defined as per ICME guidelines, generation of estimates for repairs. Monitoring workshop loading and productivity of workforce, scheduling of services, inspections and MOT tests including all North Lanarkshire taxis. Completion of services/inspections electronically. Online portal / dashboard for customers to view their vehicle details.

-Stores Management: Ability to record all relevant details for stock items, stock checking functionality, creation of stock and non-stock orders, deliveries, invoices and returns, allocation of stock and non-stock to jobs. Use of bar code readers for stock management.

-Tyre Management: Ability to record and manage tyre details include tracking and disposal

-Accident Management: Ability to manage accident details including insurance authorisations

-Financial Management: Calculation of customer charges per period for owned, leased and hired vehicles for internal and external customers. Charges should be separated for maintenance, fuel and additional work.

DIGITAL:

This includes but is not limited to:

-Integration with other key business systems including a required link to North Lanarkshire’s Microsoft Dynamics CRM system and Power BI.

-Replacement of paper forms with online forms

-Introduction of customer self-service for key activities

-Provision of automated customer notifications

-The use of mobile technology by front line staff

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TECHNICAL:

North Lanarkshire Council have a large and complex computing estate that supports many line of business applications with a digital transformation underway to move these line of business systems to the Cloud with a preference to supplier hosting solutions.

-Bidders must provide a hosted service (Software as a Service).

-Proposed solutions must be hosted within the UK or European Union borders

-Data is protected from unauthorised use, disclosure and change

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IMPLEMENTATION & FUTURE:

-Planning activities required

-Methodology to be used

-Training & Knowledge Transfer

-Future Proofing (to support technology, environmental and legislative changes)

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A detailed specification is contained within the “Documents for Tenderers” folder, which is accessible (and downloadable) within the PCS-T Tendering System.

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The Contract must be carried out in accordance with the information provided within this Contract Notice and the Invitation to Tender documents (ITT) which will be published within the PCS-T Tendering System.

. Additional information: PLEASE BE AWARE OF THE EXCLUSION GROUNDS.

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.