Official UK procurement notice
Fleet Management Solution · UK public procurement notice
Authority: Mayor's Office For Policing And Crime (Central government)·Consortium: 2 public authorities
What is being bought
Published requirement descriptionThe Metropolitan Police Service's (MPS) fleet workshops currently maintain in excess of 5,500 vehicle assets. These vehicles are essential to support us in delivering our mission of More Trust, Less Crime and High standards. Fleet management software and systems are key to our effective operations and service delivery across London. MPS is procuring a fleet management solution capable of delivering the quality and efficiency of fleet services demanded of it, and to 'intelligently' use the data gathered to future-proof fleet operations, enhance public safety, and improve operational resilience across London.
MPS is procuring a scalable, secure, cloud-based Commercial Off-the-Shelf (COTS) Software as a Solution (SaaS) Fleet Transport Management Platform with integration to several internal and external services to the MPS.
The Fleet Transport Management Platform should include:
- fleet and asset administration
- digital document management - RBAC and SSO controls
- automated workflows and processes, task notifications and progression tracking
- collection and delivery - real time tracking and notifications
- push reporting, fleet status, to Central and Divisional units
- Accident management - insurance recovery
- hire & pool vehicle management
- asset procurement and conversion/decommissioning management
- service, maintenance and inspection scheduling
- marine asset management
- collision repair management - external and internal provider updates
- workshop management - task activities, time and parts and cost control
- stores management - parts inventory and supplier management
- defect management - Warranty, failure with trend analysis capability
- driving offence management - NIPs and PCNs
- fuel management (including EV).
- How the procedure runs: The Metropolitan Police Service (MPS) Fleet Transport Management Platform Procurement will follow the Competitive Flexible procedure as follows: Stage 1 - Invitation to Participate - bidders must complete the Procurement Specific Questionnaire and respond to the Conditions of Participation. Stage 2 - Invitation to Tender - Stage 2 commences when the Authority invites those Bidders which have successfully been shortlisted at Stage 1 to submit bids in response to the Invitation to Tender. The letter will also provide details of any new information made available to Bidders at this stage of the Procurement. Following the deadline for submission of bids, the Authority will assess submissions in accordance with the assessment and award criteria described in the ITT Document which will accompany Stage 2. The assessment process will identify which Bidders have submitted compliant bids and may be selected to participate in the negotiation/dialogue stage as set out in Stage 3. Stage 3 - Negotiation/Dialogue will commence when the Authority invites Bidders that have successfully passed Stage 2 to attend one or more dialogue and/or negotiation meetings. Please note that if the Authority identifies that no additional benefit can be achieved by instigating the Stage 3 - Negotiation/Dialogue, the Authority reserves the right to proceed to a Contract Award decision, which will conclude this procurement. The Authority will formally notify Bidders of any such decision. Stage 4 - Stage 4 will commence when the Authority invites Bidders to re-submit a revised tender. Final tenders must be submitted in accordance with the timetable and instructions
- No preliminary market engagement: MPS carried out Market Engagement through the auspices of techUK in June and July 2025. On 8 July MPS held a market engagement session for potential Bidders with the support of techUK to ensure the market had the opportunity to question the programme about the proposed procurement of a new Fleet Management System. The session set out the project's strategic aim: to future-proof fleet operations, enhance public safety, and improve operational resilience across London. More information and a recap of the session can be found on techUK's website. As the event was publicised through techUK, the MPS did not publish a specific Preliminary Market Engagement Notice for this Tender.
CPV: Fleet management, repair and maintenance services · IT services: consulting, software development, Internet and support · Industry specific software package
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£10,000,000
- Economic & financial standing
Bidders must provide:
- confirmation that last reported annual revenue/turnover exceeded £1 million, confirmed by a letter signed by the Chief Financial Officer (CFO) or equivalent role;
- alternative evidence such as audited accounts information.
- Where bidders are relying on another entity to meet the revenue threshold, they must set that out clearly and the relied-on entity must submit the same information.
- Bidder's most recent audited accounts or, where not available, alternative equivalent information. Where Bidders are not required to have their accounts audited in accordance with Part 16 of the Companies Act 2006 (or an overseas equivalent), bidders may submit equivalent accounts or other supporting information.
- confirmation that the Bidder's board (or equivalent governance if a private company) or company's auditors have not issued any profits warning or raised any going concern issues, including any statement concerning material uncertainty around the business's ability to continue to trade. The Authority reserves the right to exclude any supplier where material uncertainty of the financial capability of the supplier or a connected person may give rise to concerns over the company's ability to continue to trade.
- Bidder's company Dun & Bradstreet D-U-N-S Number and a current D&B Company Credit Report.
- Where Bidders intend to tender as part of a consortium or joint venture, relevant information for all parties should be submitted.
- Bidders must confirm they have in place, or will have in place by the award of the contract, the human and technical resources to perform the contract to ensure compliance with the UK General Data Protection Regulation and to ensure the protection of the rights of data subjects.
- Technical & professional ability
- Bidders must provide Case Study examples based on up to three contracts to meet conditions of participation relating to technical ability set out in the procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work). The examples must have been running for a minimum of 36 months post 'go-live' be from the past five years from the date of return of submission. Responses on the Case Study questions should be provided in a workbook included in the ITP Pack documentation.
Bidders must provide a named contact (Referee) who should be able to provide written evidence to confirm the accuracy of the information provided.
- Condition of participationshortlisting
This Competitive Flexible Procedure is being conducted in a maximum of four stages, (Stage 1 Invitation to Participate; Stage 2 Invitation to Tender; Stage 3 Negotiation/Dialogue; Stage 4 BAFO and Award).
Stage 1 Invitation to Participate (ITP) will act as the initial gateway for potential suppliers to see this Tender Notice, decide if they wish to participate and submit the required Procurement Specific Questionnaire response document. The MPS will only take a maximum of the top five ranking bidders to Stage 2 (see ITP Instructions for Bidders and Procurement Overview document).
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 (3)
- Technical / Quality: 50%
- Commercial / Price: 40%
- Social Value and Sustainability: 10%
Published award criteria (3)
- Technical / Quality
- Social Value and Sustainability
- Commercial / Price
- Economic & financial standing
Bidders must provide:
- confirmation that last reported annual revenue/turnover exceeded £1 million, confirmed by a letter signed by the Chief Financial Officer (CFO) or equivalent role;
- alternative evidence such as audited accounts information.
- Where bidders are relying on another entity to meet the revenue threshold, they must set that out clearly and the relied-on entity must submit the same information.
- Bidder's most recent audited accounts or, where not available, alternative equivalent information. Where Bidders are not required to have their accounts audited in accordance with Part 16 of the Companies Act 2006 (or an overseas equivalent), bidders may submit equivalent accounts or other supporting information.
- confirmation that the Bidder's board (or equivalent governance if a private company) or company's auditors have not issued any profits warning or raised any going concern issues, including any statement concerning material uncertainty around the business's ability to continue to trade. The Authority reserves the right to exclude any supplier where material uncertainty of the financial capability of the supplier or a connected person may give rise to concerns over the company's ability to continue to trade.
- Bidder's company Dun & Bradstreet D-U-N-S Number and a current D&B Company Credit Report.
- Where Bidders intend to tender as part of a consortium or joint venture, relevant information for all parties should be submitted.
- Bidders …
- Technical & professional ability
- Bidders must provide Case Study examples based on up to three contracts to meet conditions of participation relating to technical ability set out in the procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work). The examples must have been running for a minimum of 36 months post 'go-live' be from the past five years from the date of return of submission. Responses on the Case Study questions should be provided in a workbook included in the ITP Pack documentation.
Bidders must provide a named contact (Referee) who should be able to provide written evidence to confirm the accuracy of the information provided.
- Condition of participationshortlisting
This Competitive Flexible Procedure is being conducted in a maximum of four stages, (Stage 1 Invitation to Participate; Stage 2 Invitation to Tender; Stage 3 Negotiation/Dialogue; Stage 4 BAFO and Award).
Stage 1 Invitation to Participate (ITP) will act as the initial gateway for potential suppliers to see this Tender Notice, decide if they wish to participate and submit the required Procurement Specific Questionnaire response document. The MPS will only take a maximum of the top five ranking bidders to Stage 2 (see ITP Instructions for Bidders and Procurement Overview document).
- Price carries 40 of 100 points: a 10% discount moves about 4 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
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 17 Oct 2025, 08:57 BST
- Last source update
- 8 Jul 2026, 09:53 BST
- Award evaluation window
- Submission end – 1 May 2026
- Authority reference
2610- FTS notice number
2025/S 000-066114- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05ce74Find a Tender
- How it runs
The Metropolitan Police Service (MPS) Fleet Transport Management Platform Procurement will follow the Competitive Flexible procedure as follows:
Stage 1 - Invitation to Participate - bidders must complete the Procurement Specific Questionnaire and respond to the Conditions of Participation.
Stage 2 - Invitation to Tender - Stage 2 commences when the Authority invites those Bidders which have successfully been shortlisted at Stage 1 to submit bids in response to the Invitation to Tender. The letter will also provide details of any new information made available to Bidders at this stage of the Procurement. Following the deadline for submission of bids, the Authority will assess submissions in accordance with the assessment and award criteria described in the ITT Document which will accompany Stage 2. The assessment process will identify which Bidders have submitted compliant bids and may be selected to participate in the negotiation/dialogue stage as set out in Stage 3.
Stage 3 - Negotiation/Dialogue will commence when the Authority invites Bidders that have successfully passed Stage 2 to attend one or more dialogue and/or negotiation meetings. Please note that if the Authority identifies that no additional benefit can be achieved by instigating the Stage 3 - Negotiation/Dialogue, the Authority reserves the right to proceed to a Contract Award decision, which will conclude this procurement. The Authority will formally notify Bidders of any such decision.
Stage 4 - Stage 4 will commence when the Authority invites Bidders to re-submit a revised tender. Final tenders must be submitted in accordance with the timetable and instructions
How it was run
Official notice- Requests to participate (first stage)
- 11 Nov 2025, 23:59 GMT
- Submission deadline
- 11 Nov 2025, 23:59 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Potential suppliers wishing to participate in this tender opportunity should use the e-tendering platform, COUPA :
supplier.coupahost.com/quotes/public_events ↗
(Please copy and paste the link into your internet browser).
All tender documents are free to download. All responses and requests for clarification must be submitted via Coupa.
The Coupa opportunity reference is 2228.
Timeline
17 Oct 2025 → 8 Jul 2026 · 7 dates- Tender notice published373 days ago17 Oct 2025, 08:57 BST
- Submission deadline347 days ago11 Nov 2025, 23:59 GMT
- Award decision expected by176 days ago1 May 2026, 23:59 BST
- Assessment summaries sent164 days ago14 May 2026, 00:00 BST
- Contract starts163 days ago15 May 2026, 00:00 BST
- Standstill ends151 days ago26 May 2026, 23:59 BST
- Latest notice published109 days ago8 Jul 2026, 09:53 BST
Notice history
7 events · 3 releases on Find a Tender · since 17 Oct 2025- Tender notice published17 Oct 2025, 08:57 BSTUK4
- Contract award notice published14 May 2026, 11:35 BSTUK6
- Status changed to complete14 May 2026, 11:35 BST
- Procurement method changed14 May 2026, 11:35 BST
- Buyer details updated14 May 2026, 11:35 BST
- Contract signature expected22 Jun 2026, 23:59 BSTscheduled
- Contract details notice published8 Jul 2026, 09:53 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Jaama Ltd23 Jun 2026 – 23 Jun 2033 · up to 23 Jun 2036Extensions: Seven (7) year initial term with 3 x 1 year possible extension · Options: The right to additional purchases while the contract is valid. - Extensions to term - standard variation provisions - ability to add additional services or scope through change control notices | £10,000,000 | 14 May 2026 | Awarded |
Contracts
Fleet Management Solution · Jaama Ltd
- Signed
- 29 Jun 2026
- Value
- £10,000,000
- Period
- 29 Jun 2026 – 28 Jun 2033 · up to 28 Jun 2036 with extensions
- Status
- active
- Extensions
- Seven (7) year initial term with 3 x 1 year possible extension
- Options
- - Extensions to term - standard variation provisions - ability to add additional services or scope through change control notices
3 agreed KPIs: System Availability · Issue/Problem Response Times · Performance and Capacity
- System Availability, The Supplier is to ensure a minimum of 99.0% Supplier System Availability for each reporting period, measured on a 12 x 7 x 365 basis (07:00-19:00, Monday to Sunday) "Service Window". Performance against this KPI shall be reported monthly. Availability shall be calculated as the total number of minutes the Service is Available divided by the total number of minutes in the applicable Service Window, excluding only Planned and Emergency Maintenance permitted under this Contract.
- Issue/Problem Response Times, For Incidents: - Priority 1 Incidents (Critical service impact): acknowledged within 15 minutes and resolved within 4 hours - Priority 2 Incidents (High service impact): acknowledged within 30 minutes and resolved within 1 Business Day For Problems (related to Incidents): - Root Cause Analysis ("RCA"): Completed within 5 Business Days after the Problem is logged. - Problem Resolution: permanent fix implemented within 10 Business Days, subject to the complexity of the issue. - Knowledge Base Update: New known errors documented within 3 Business Days following problem resolution. Performance against this KPI shall be measured as the percentage of Incidents resolved within the applicable target times during the Measurement Period. Any refinements to response or resolution times agreed during Phase 1 Implementation shall not be less onerous than the above minimums and shall align with the Non‑Functional Requirements relating to performance, responsiveness and resilience.
- Performance and Capacity, The Supplier is to ensure that the Supplier System operate without material degradation that adversely impacts core user operations, including during Peak Demand Periods As a minimum, during Peak Demand Periods the Supplier System shall: - support not fewer than 5000 users - meet the response time and transaction performance requirements set out in the Non‑Functional Requirements - continue to process background and scheduled system tasks without preventing End User operations. Performance and capacity metrics shall be reported monthly and shall include evidence of compliance during Peak Demand Periods. Any additional or refined metrics agreed during Phase 1 Implementation shall meet or exceed the minimum standards set out above and in the Non‑Functional Requirements.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 2 | 0 | — |
Who bid
- wonJAAMA LTD · West Midlands
- did not winCAPGEMINI UK PLC · Greater London
- did not winCIVICA UK LIMITED · Greater London
- did not winREPLY LIMITED · Greater London
- did not winCHEVIN COMPUTER SYSTEMS LIMITED · East Midlands
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- Metropolitan Police ServiceContracting authorityPublic authority - sub-central government
Bidders & participating suppliers
5 commercial parties on the notice · 1 awarded- CAPGEMINI UK PLCBidder / tenderer
- CHEVIN COMPUTER SYSTEMS LIMITEDBidder / tenderer
- CIVICA UK LIMITEDBidder / tenderer
- JAAMA LTDAwarded supplier
- REPLY LIMITEDBidder / tenderer
Official documents & specifications (8)
Official links; attachments are not copiedTender pack and attachments
- Signed contract
- Technical specifications
- Bidding documents and specificationsAccess: The Authority reserves the right to update tender and contract documentation during the Procurement. All documentation will be available on Coupa https://supplier.coupahost.com/quotes/public_events?customer=metpolice
- Bidding documents and specifications Bidders wishing to participate in this tender opportunity and view all/any associated tender documents (available on the e-tendering platform, COUPA) should register their interest via the following link: https://supplier.coupahost.com/quotes/public_events?customer=metpolice (Ple…
- Bidding documents and specifications Bidder wishing to participate in this tender opportunity and view all/any associated draft contract documents (available on the e-tendering platform, COUPA) should register their interest via the following link: https://supplier.coupahost.com/quotes/public_events?customer=metpoli…
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