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Published 11 Dec 2025, 12:16 GMT

Official UK procurement notice

Fleet Management System · UK public procurement notice

Official notice

Authority: Newcastle City Council (Local council)

ServicesOpen procedureAbove thresholdSME suitableVCSE suitable
Sectors: Repair & Maintenance (50) Delivery: North East (UKC2)
Published estimate£250,000≈ £50k / year · £300,000 inc. VAT
Submissions closed 12 Jan 2026awarded 23 Jun 2026
Awarded to CHEVIN COMPUTER SYSTEMS LIMITED
Contract term 5 yrsends 31 Mar 2031 · up to 31 Mar 2033 with extensions · starts 1 Apr 2026

What is being bought

Published requirement description

Newcastle City Council requires a Fleet Management System to support the day to day management of its fleet operations across the city. The system serves as a critical operational tool, providing functionality for vehicle management, maintenance scheduling, compliance monitoring, resource coordination and reporting.

All future opportunities will be advertised via the Central Digital Platform and Open (www.open-uk.org ↗).

  • The authority expects to re-tender this requirement around 31 Mar 2030, 23:59 BST.
  • No preliminary market engagement: A notice has been published - ref: Notice identifier: 2025/S 000-035524 Procurement identifier (OCID): ocds-h6vhtk-05547a

CPV: Vehicle-fleet management services · Vehicle-fleet-support services

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 5 yrsSMEVCSEPublished value£250,000
Contract period: 1 Apr 2026 – 31 Mar 2031 (5 yrs) · up to 31 Mar 2033 with extensionsValue: £250,000 exc. VAT · £300,000 inc. VAT
Delivery: North EastEligibility: SME eligibleVCSE eligible
Extensions: Included is the option to provide costs for a tachograph analysis module. · x 2 12 month options to extend
50111100 Vehicle-fleet management services50111110 Vehicle-fleet-support services

What it takes to win
i

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 more
How bids were scored
Quality: 60%Price: 40%
Published award criteria (2)
  • Quality: The quality weighting for this tender will be 60%
  • Price: The price weighting for this tender will be 40%
What this means for your bid
  • 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
Open 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
Unspecified in notice
Recurring procurement
Yes · next expected 31 Mar 2030
First published
11 Dec 2025, 12:16 GMT
Last source update
17 Jul 2026, 16:19 BST
Award evaluation window
Submission end – 1 Apr 2026
FTS notice number
2025/S 000-081928
Latest notice
Contract award notice (UK6)
Classification (CPV)
Vehicle-fleet management servicesVehicle-fleet-support services
Delivery area
North East (UKC2)
Official registry OCID
ocds-h6vhtk-05f3af Find a Tender

How it was run

Official notice
Run through: OPEN-UK
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free
Submission deadline
12 Jan 2026, 12:00 GMT
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

All details can be found via Open: www.open-uk.org ↗

Timeline

11 Dec 2025 → 17 Jul 2026 · 6 dates
  1. Tender notice published319 days ago
    11 Dec 2025, 12:16 GMT
  2. Submission deadline287 days ago
    12 Jan 2026, 12:00 GMT
  3. Contract starts209 days ago
    1 Apr 2026, 00:00 BST
  4. Award decision expected by208 days ago
    1 Apr 2026, 23:59 BST
  5. Assessment summaries sent102 days ago
    17 Jul 2026, 00:00 BST
  6. Latest notice published101 days ago
    17 Jul 2026, 16:19 BST

Notice history

4 events · 2 releases on Find a Tender · since 11 Dec 2025
  1. Tender notice published
    11 Dec 2025, 12:16 GMT
    UK4
  2. Contract award notice published
    17 Jul 2026, 16:19 BST
    UK6
  3. Status changed to complete
    17 Jul 2026, 16:19 BST
  4. Contract signature expected
    30 Jul 2026, 23:59 BST
    scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £400,0001 award exc. VAT
Bids received 44 from SMEs
Awarded toValueDateStatus
CHEVIN COMPUTER SYSTEMS LIMITED13 Jan 2027 – 12 Jan 2032 · up to 12 Jan 2034Extensions: the option to extend for up to a further 2 x 12-month periods£400,00023 Jun 2026Awarded

Bid statistics published by the authority

BidsSMEVCSEValid bid range
4final-stage tenders · 5 at stage one40—

Contracting authority & participating public bodies

Newcastle City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PBHM-6848-TWYG Civic Centre, Newcastle Upon Tyne, North East, NE1 8QHContact email

Bidders & participating suppliers

1 commercial party on the notice
  • CHEVIN COMPUTER SYSTEMS LIMITEDAwarded supplierGB-COH: 02530291GB-PPON: PPMJ-4972-LXRM The Old School House, Belper, East Midlands, DE56 1ARContact email

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure

  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender