Find a TenderAwardedContract termination notice

Published 2 Oct 2025, 20:38 BST

Official UK procurement notice

Fuel Management System · UK public procurement notice

Official notice

Authority: Leicester City Council (Local council)

GoodsBelow threshold - open competitionBelow thresholdSME suitableVCSE suitable

Sectors: Software Packages & ERP (48) Delivery: UKEast Midlands (UKF21)

Published estimate£110,000≈ £37k / year · £132,000 inc. VAT17.3% above published estimate

Submissions closed 20 Oct 2025awarded 27 Nov 2025

Awarded to Triscan Systems Limited

Contract term 3 yrsends 28 Feb 2029 · up to 28 Feb 2030 with extensions · starts 1 Mar 2026

What is being bought

Published requirement description

Leicester City Council have completed a tender exercise for the provision of a Fuel Management System (FMS) to monitor, control and report on fuel usage across its fleet of vehicles and machinery circa 850 vehicles and plant.

The solution must be compatible and installed across multiple locations within the Leicester area.

The system must enable secure fuel dispensing through authorised methods (e.g. RFID, vehicle tags), provide accurate, real-time tracking of fuel transactions and stock levels; and generate detailed reporting on fuel by vehicle, operator and site. It must also include configurable alerts (e.g. low fuel, anomalies) support environmental and audit reporting, and integrate seamlessly with existing council systems, including the fleet management system.

CPV: Software package and information systems

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 3 yrsSMEVCSEPublished value£110,000

Contract period: 1 Mar 2026 – 28 Feb 2029 (3 yrs) · up to 28 Feb 2030 with extensionsValue: £110,000 exc. VAT · £132,000 inc. VAT

Delivery: UKEligibility: SME eligibleVCSE eligible

Extensions: Initial term of three years with the option to extend for one further year

48000000 Software package and information systems

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: 70%Price: 30%

Published award criteria (2)

Quality: Quality 70%
Price: Price 30%

What this means for your bid

Price carries 30 of 100 points: a 10% discount moves about 3 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: Below threshold - open competition
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Goods
Notice status: Awarded
Procurement threshold: Below threshold
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: 2 Oct 2025, 20:38 BST
Last source update: 5 Feb 2026, 14:45 GMT
Authority reference: 1020NMHOU
FTS notice number: 2025/S 000-061947
Latest notice: Contract termination notice (UK11)
Classification (CPV): Software package and information systems
Delivery area: UKEast Midlands (UKF21)
Official registry OCID: ocds-h6vhtk-05a768 Find a Tender

How it was run

Official notice

Run through: ProContract (Due North) · Who buys & how to bid on ProContract

Supplier login requiredElectronic submission allowed

Access & registration note: Free · short registration with manual review; public opportunity list

Submission deadline: 20 Oct 2025, 09:00 BST
Clarification deadline: 14 Oct 2025, 00:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed

Detailed submission instructions & authority contactsFrom official release

The Tender must be submitted through the e-tendering portal (this may be submitted at any time prior to the closing time and date). Submission of electronic Tender should not be left to the last moment as it may take some time to upload your completed Tender. The server timestamps (GMT) Tenders when they are submitted. Tender submitted after the closing date and time of 09:00hrs, 20th October 2025 will not be considered.

procontract.due-north.com/Advert ↗

Timeline

2 Oct 2025 → 1 Mar 2026 · 5 dates

Tender notice published389 days ago
2 Oct 2025, 20:38 BST
Clarification questions by378 days ago
14 Oct 2025, 00:00 BST
Submission deadline371 days ago
20 Oct 2025, 09:00 BST
Latest notice published263 days ago
5 Feb 2026, 14:45 GMT
Contract starts240 days ago
1 Mar 2026

Notice history

6 events · 4 releases on Find a Tender · since 2 Oct 2025

Tender notice published
2 Oct 2025, 20:38 BST
UK4
Contract award notice published
27 Nov 2025, 14:48 GMT
UK6
Status changed to complete
27 Nov 2025, 14:48 GMT
Contract details notice published
2 Dec 2025, 15:55 GMT
UK7
Contract signature expected
9 Dec 2025, 23:59 GMT
scheduled
Contract termination notice published
5 Feb 2026, 14:45 GMT
UK11

Routine re-releases (4)

2025-10: 1 release · 2 Oct 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £128,9831 award exc. VAT

Bids received 2

Contracts signed 1latest 2 Dec 2025

Awarded to	Value	Date	Status
Triscan Systems Limited1 Mar 2026 – 28 Feb 2029 · up to 28 Feb 2030Extensions: Initial term of 3 years with the option to extend for a further 1 year.	£128,983	27 Nov 2025	Awarded

Contracts

Fuel Management System · Triscan Systems Limited
Signed
2 Dec 2025
Value
£128,983
Period
1 Mar 2026 – 28 Feb 2029 · up to 28 Feb 2030 with extensions
Status
terminated, The tender submissions received, failed to meet the mandatory requirements and were therefore rejected as per the published Request for Quote. As such, completing the tender process currently is not possible. On this basis, the decision to abandon has been taken. The Council is now intending to review and reconsider the mandatory requirements for this solution, with a view to approaching the market again.
Extensions
Initial term of 3 years with the option to extend for a further 1 year.
Final value
£128,983
Termination
other

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
2final-stage tenders	0	0	—

Contracting authority & participating public bodies

Leicester City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PXRT-5737-VBQD City Hall, Leicester, East Midlands, LE1 1FZContact name, email

Bidders & participating suppliers

1 commercial party on the notice

Triscan Systems LimitedAwarded supplierGB-PPON: PCNV-1135-LCQJ 4 Petre Court, Accrington, North West, BB5 5HY Contact email

Official documents & specifications (4)

Official links; attachments are not copied

Notices published for this procedure

Contract termination notice contractContract termination noticeUK11Contract termination notice on Find a Tender5 Feb 2026, 14:45 GMT
Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender2 Dec 2025, 15:55 GMT
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender27 Nov 2025, 14:48 GMT
Tender notice tenderTender noticeUK4Tender notice on Find a Tender2 Oct 2025, 20:38 BST