Official UK procurement notice
Fleet Management Solution - PIN Notice
Authority: Wrexham County Borough Council (Local council)
What is being bought
Published requirement descriptionBACKGROUND
Wrexham County Borough Council (WCBC) are looking to engage the market with the potential of procuring a Fleet Management application to support our Fleet Officers in the Environment and Technical Department to manage a range of Fleet related requirements as outlined below.
Wrexham County Borough Council currently operates with approximately 500 across multiple locations.
Fleet vehicle types include:
- Cars
- Vans
- HGVs / specialist vehicles
Current challenges include:
- Limited visibility of fleet performance
- Manual processes
- Compliance tracking (MOT, servicing, driver checks)
- Fuel and maintenance cost management
As well as high level of availability and scalability, WCBC’s preference is for a Cloud-based (SaaS) solution that requires browser-based access without a requirement for local installs.
SCOPE
The expectation for any potential supplier would be to provide:
- A cloud-based Fleet Management System
- System implementation and configuration
- Data migration (from existing systems)
- User training
- Ongoing support and maintenance
REQUIREMENTS
The following list is not exhaustive and should be used as a guide to the technical requirements WCBC would be looking for a successful fleet management solution:
- Fleet Management
o Automated maintenance scheduling and compliance tracking across a diverse fleet (MOT’s and Inspections) including ability to set service reminders.
o Defect reporting, ability for this to be real-time, and associated resolutions.
o Ability for the solution to be able to report or use data visualization/dashboards to display an overview of fleet compliance. This can include standard or custom reporting, KPI dashboards (e.g., utilisation, costs, compliance), Export capability (Excel, CSV, API), or Real-time data insights.
o Record tracking and documentation management including an outline of any storage limitations.
o Capturing, communicating and monitoring of Vehicle Off Road (VOR) statuses.
o Outline any ability to integrate with DVLA for Tax and MOT expiry dates.
- Daily activity monitoring and recording
o The ability or functionality for enabling drivers to complete digital daily vehicle checks.
o Usage recording and auditing
o Failure/Condition alerts and reporting
o Integration with workshop activities and reporting to appropriate asset manager
- Workshop management
o Job creation and allocation tools
o Job/human resource management and tracking
o Stock management system
- Authorization and Invoicing
o Job authorization, spend/cost approvals and control
o Invoicing and ordering approvals and tracking
o Digital sign off
o Cost code, financial and resource tracking
- Governance and Compliance Management
o Complies with regulatory frameworks such as Health and Safety, LOLER, PUWER & DVSA Earned recognition scheme.
Whilst not deemed essential for this market engagement, if a solution is able to support telematics related functionality such as GPS and vehicle location tracking, real-time monitoring, and route history and optimization it would advantageous if these can be demonstrated also.
SUBMISSION AND TIMESCALES
Please email an overview of your solution to our Category Manager, Clare Roberts ([email protected]) by midday on 01 July 2026. Please ensure you submit information that is relevant to the detailed outlined above. Please include the reference 'Proc 26-49’ in the subject heading of your e-mail response.
CPV: Database-management system
The lotProcurement structure
single lot · no lot value publishedPipeline intelligence · planning stage: how this market runs before the tender is published
How Wrexham County Borough Council buys Database systems (CPV 4861), and who usually turns up
Wrexham County Borough Council’s own published record, next to the published market for the same work. Frameworks and DPS are kept out: they attract a different number of bids. Whole-market view: Database systems (CPV 4861) →
How the contest usually goes
Winner shares use published awards; bid and price charts use contested lots.
i
How often small and medium firms win.
Share of awards where the winner’s size is known.
The counts under this question show how many awards have a known supplier size.
Small firms have won here. Neither number says whether you qualify; it describes who has been winning.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Here, local means the winner is registered in the region where that contract was delivered.
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners are registered outside Wales (Cymru).
i
How long buyers here take to decide after bids close.
Middle value in days from the deadline to the first award notice, on competitions that published both dates.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards were announced within 26 days of the bid deadline.
i
How often work is awarded with no recorded rival.
Direct awards and tenders where every published lot count shows one bid.
The market share is a minimum: some awards have no bid count.
Thin markets produce this too; it is not proof of a tailored specification.
Direct awards or one recorded bid are common here. Check the route before spending time on a bid.
How many bids did past lots attract?
i
How many bids past lots received.
Each colour is a bid-count range. Only competed lots with a published count are included.
Past bids do not predict this tender.
1 bid18% / 8%
2–332% / 45%
4–631% / 33%
7+19% / 15%
How did awards compare with estimates?
i
Where winning prices landed against estimates.
Each colour shows awards below, close to or above the published estimate, one lot at a time.
Past prices are a guide, not a bid price.
Below estimate43% / 55%
Within ±2%47% / 21%
Above estimate10% / 24%
Assess each lot i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
Open a lot for its forecast, this buyer’s previous supplier and possible competitors, from published award history, not a bid list
Lot #1CPV 4861Published estimate£166k
i
How many bids this lot may attract.
The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.
Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative. The bar shows 40 past lots.
A forecast, not a list of bidders.
1 bid8%
2–345%
4–633%
7+15%
i
Where the award price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
No comparable awards for this lot yet.
A statistical guide from past awards, not a price to bid.
Who has supplied this buyer on similar work? i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
No earlier contract of this buyer matches this lot on the published record.
Who could compete for this lot? i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
Candidate suppliers for this notice have not been worked out yet, so this is not a verdict that nobody fits.
About this data
- Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
- Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
- Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
- Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.
Procedure terms & legal framework
From the official record- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Planned procurement
- 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
- 4 Jun 2026, 10:10 BST
- Last source update
- 26 Jun 2026, 11:07 BST
- Authority reference
Proc-26-49- FTS notice number
2026/S 000-060204- Latest notice
- Preliminary market engagement notice (UK2)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06ad12Find a Tender
How it was run
Official notice- Submission deadline
- —
Timeline
4 Jun 2026 → 1 May 2027 · 5 dates- Planning notice published140 days ago4 Jun 2026, 10:10 BST
- Latest notice published118 days ago26 Jun 2026, 11:07 BST
- Market engagement112 days ago2 Jul 2026, 23:59 BST
Pre Market Engagement
- Tender notice expected22 days ago30 Sept 2026, 23:59 BST
- Today22 Oct 2026
- Contract startsin 190 days1 May 2027, 00:00 BST
Notice history
4 events · 3 releases on Find a Tender · since 4 Jun 2026- Preliminary market engagement notice published4 Jun 2026, 10:10 BSTUK2
- Preliminary market engagement notice published10 Jun 2026, 10:37 BSTUK2
- Published value updated to £166,17610 Jun 2026, 10:37 BSTwas £30,600
- Preliminary market engagement notice published26 Jun 2026, 11:07 BSTUK2
Published amendments (2)
ESTIMATED COSTS ARE UNAVAILABLE AT THIS STAGE. The ongoing market engagement exercise will help inform and establish an indicative contract value.
Clarification questions and answers; 1. Is this market engagement exercise the only stage at present, or is there an official supplier portal where interested suppliers should register for future tender notifications and procurement documents? A) This is a market engagement exercise only at this stage. Any future procurement opportunities relating to this requirement will be formally advertised o…
Commercial outcome & contract awards
Pipeline notice- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender