Fleet Management Solution

{
  "buyer": {
    "id": "GB-PPON-PHDV-6374-MVWD",
    "name": "Metropolitan Police Service"
  },
  "date": "2025-10-17T08:57:48+01:00",
  "id": "066114-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05ce74",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "SW1A 2JL",
        "region": "UKI32",
        "streetAddress": "New Scotland Yard, Victoria Embankment"
      },
      "contactPoint": {
        "email": "CommercialMailbox.-CLM@met.police.uk",
        "name": "David Wild"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://www.met.police.uk/"
      },
      "id": "GB-PPON-PHDV-6374-MVWD",
      "identifier": {
        "id": "PHDV-6374-MVWD",
        "scheme": "GB-PPON"
      },
      "name": "Metropolitan Police Service",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "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.   \nThe session set out the project\u0027s 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\u0027s website.   \nAs the event was publicised through techUK, the MPS did not publish a specific Preliminary Market Engagement Notice for this Tender."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-05-01T23:59:59+01:00"
    },
    "description": "The Metropolitan Police Service\u0027s (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 seeks to procure a fleet management solution capable of delivering the quality and efficiency of fleet services demanded of it, and to \u0027intelligently\u0027 use the data gathered to future-proof fleet operations, enhance public safety, and improve operational resilience across London.\nMPS is seeking to procure 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.\nMPS anticipates that the Fleet Transport Management Platform should include: \n\u2022\tfleet and asset administration \n\u2022\tdigital document management - RBAC and SSO controls \n\u2022\tautomated workflows and processes, task notifications and progression tracking \n\u2022\tcollection and delivery - real time tracking and notifications \n\u2022\tpush reporting, fleet status, to Central and Divisional units \n\u2022\tAccident management - insurance recovery \n\u2022\thire \u0026 pool vehicle management \n\u2022\tasset procurement and conversion/decommissioning management \n\u2022\tservice, maintenance and inspection scheduling \n\u2022\tmarine asset management \n\u2022\tcollision repair management - external and internal provider updates \n\u2022\tworkshop management - task activities, time and parts and cost control \n\u2022\tstores management - parts inventory and supplier management \n\u2022\tdefect management - Warranty, failure with trend analysis capability \n\u2022\tdriving offence management - NIPs and PCNs \n\u2022\tfuel management (including EV).",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "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:\nhttps://supplier.coupahost.com/quotes/public_events?customer=metpolice\n(Please copy and paste the link into your internet browser).\nThe Coupa opportunity reference is 2228.",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://supplier.coupahost.com/quotes/public_events?customer=metpolice"
      },
      {
        "description": "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:\nhttps://supplier.coupahost.com/quotes/public_events?customer=metpolice\n(Please copy and paste the link into your internet browser).\nThe Coupa opportunity reference is 2228.",
        "documentType": "biddingDocuments",
        "id": "L-2",
        "url": "https://supplier.coupahost.com/quotes/public_events?customer=metpolice"
      },
      {
        "documentType": "technicalSpecifications",
        "id": "L-3",
        "url": "https://supplier.coupahost.com/quotes/public_events?customer=metpolice"
      },
      {
        "accessDetails": "The Authority reserves the right to update tender and contract documentation during the Procurement.  All documentation will be available on Coupa\nhttps://supplier.coupahost.com/quotes/public_events?customer=metpolice",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "datePublished": "2025-10-17T08:57:48+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "066114-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/066114-2025"
      }
    ],
    "expressionOfInterestDeadline": "2025-11-11T23:59:00Z",
    "id": "2228",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Industry specific software package",
            "id": "48100000",
            "scheme": "CPV"
          },
          {
            "description": "Fleet management, repair and maintenance services",
            "id": "50111000",
            "scheme": "CPV"
          },
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKI"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Technical / Quality",
              "numbers": [
                {
                  "number": 50,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Social Value and Sustainability",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Commercial / Price",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2033-05-14T23:59:59+01:00",
          "maxExtentDate": "2036-05-14T23:59:59+01:00",
          "startDate": "2026-05-15T00:00:00+01:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "- Extensions to term\n - standard variation provisions\n - ability to add additional services or scope through change control notices"
        },
        "renewal": {
          "description": "Seven (7) year initial term with 3 x 1 year possible extensions"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Bidders must provide: \n - confirmation that last reported annual revenue/turnover exceeded \u00a31 million, confirmed by a letter signed by the Chief Financial Officer (CFO) or equivalent role;  \n - alternative evidence such as audited accounts information. \n - 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.  \n - Bidder\u0027s 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.\n - confirmation that the Bidder\u0027s board (or equivalent governance if a private company) or company\u0027s auditors have not issued any profits warning or raised any going concern issues, including any statement concerning material uncertainty around the business\u0027s 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\u0027s ability to continue to trade.  \n - Bidder\u0027s company Dun \u0026 Bradstreet D-U-N-S Number and a current D\u0026B Company Credit Report. \n - Where Bidders intend to tender as part of a consortium or joint venture, relevant information for all parties should be submitted. \n - 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.",
              "type": "economic"
            },
            {
              "description": "- 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 \u0027go-live\u0027 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.\nBidders must provide a named contact (Referee) who should be able to provide written evidence to confirm the accuracy of the information provided.",
              "type": "technical"
            },
            {
              "description": "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). \nStage 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).",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 10000000,
          "amountGross": 12000000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "The Metropolitan Police Service (MPS) Fleet Transport Management Platform Procurement will follow the Competitive Flexible procedure as follows: \nStage 1 - Invitation to Participate - bidders must complete the Procurement Specific Questionnaire and respond to the Conditions of Participation.\nStage 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.\u202f The letter will also provide details of any new information made available to Bidders at this stage of the Procurement.\u202f\u202f 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. \u202f \nStage 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.\u202f\u202f 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. \nStage 4 - Stage 4 will commence when the Authority invites Bidders to re-submit a revised tender.\u202f Final tenders must be submitted in accordance with the timetable and instructions"
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "status": "active",
    "submissionMethodDetails": "Potential suppliers wishing to participate in this tender opportunity should use the e-tendering platform, COUPA :\nhttps://supplier.coupahost.com/quotes/public_events?customer=metpolice\n(Please copy and paste the link into your internet browser).\nAll tender documents are free to download.  All responses and requests for clarification must be submitted via Coupa.\nThe Coupa opportunity reference is 2228.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "Fleet Management Solution",
    "value": {
      "amount": 10000000,
      "amountGross": 12000000,
      "currency": "GBP"
    }
  }
}