T2727 Provision of a Fleet Management System

Procurement reference

T2727

Procurement description

Belfast City Council seeks to procure a modern, scalable, cloud‑based Software‑as‑a‑Service (SaaS) Fleet Management System (FMS) that will support the full lifecycle management of the Council’s diverse fleet of cars, vans, HGVs, specialist vehicles, plant, and hire vehicles.

The FMS will provide a comprehensive digital platform to support Fleet Asset management from procurement to disposal including:

• Fleet workshop operations

• Fleet stores operations

• Accident management

• Reporting, analytics, and performance management

• Integration with the corporate Finance System, the Fuel Management System, Daily Vehicle Checks, corporate BI tools, and Single Sign-On via Azure AD.

The FMS is expected to play a central role in modernising the Council’s fleet management processes by delivering the following objectives:

Enhance Operational Efficiency

• Reduce manual administrative effort through streamlined data entry and automated workflows.

• Improve coordination of fleet activities, enabling more efficient scheduling and resource allocation.

Improve Data Accuracy and Visibility

• Provide real time, reliable data to support operational, financial, and compliance decisions.

Improve Compliance and Governance

• Support statutory and regulatory compliance.

• Ensure consistent, auditable records for vehicles, drivers, inspections, and maintenance.

Modernise and Standardise Fleet Processes

• Introduce consistent, best practice workflows.

• Replace fragmented and paper based processes with integrated digital tools.

Enable Mobile Working

• Allow staff to capture and access information in real time via mobile devices.

• Improve responsiveness and reduce delays associated with office based data entry.

Optimise Vehicle Utilisation and Whole Life Cost Management

• Provide insights on usage, maintenance, lifecycle status, and costs.

• Support effective asset planning, replacement, and investment decisions.

Enable Effective Integration Across Corporate Systems

• Seamlessly connect with corporate systems to ensure data consistency and reduce duplication.

Support Future Growth and Innovation

• Provide a scalable, cloud based platform capable of accommodating new technologies and evolving business requirements.

• Enable continuous improvement through configurable features and data driven insights.

Please note the estimated total value of this requirement may not reach the financial threshold for a covered procurement.

If the estimated total value is below the financial threshold no further notices will be published in relation to this tendering opportunity in accordance with the Procurement Act 2023.

Main category

Services

Delivery regions

• UKN06 - Belfast

Contract dates (estimated)

01 April 2027, 00:00AM to 31 March 2031, 23:59PM

Extension end date (if all the extensions are used): 31 March 2037

Belfast City Council

Is the total value above threshold?

Above threshold

CPV classifications

• 48000000 - Software package and information systems
• 48100000 - Industry specific software package
• 72260000 - Software-related services

Delivery regions

• UKN06 - Belfast

Contract start date (estimated)

01 April 2027, 00:00AM

Contract end date (estimated)

31 March 2031, 23:59PM

Extension end date (estimated)

31 March 2037, 23:59PM

Can the contract be extended?

Yes

Engagement process description

Pre Market Engagement for the provision of a Fleet Management System. The Council is carrying out the PME to engage with the marketplace to understand current offering, supplier capacity and capability, generate competition and manage expectations.

To register your interest to particpate in the PME and obtain a Questionnaire to complete, please send an email to cps@belfastcity.gov.uk at the latest by 3pm on or before Friday 3rd April 2026.

The pre market engagement exercise will take the form of an initial questionnaire and will help the Council better understand the levels of competition, capability and capacity within the market to plan and deliver the requirement.

It is anticipated that online follow up meetings, demonstrations, presentations etc will be offered to discuss the responses. If you have any questions about this requirement, please send them to cps@belfastcity.gov.uk. We will endeavour to respond as quickly as possible.

The Council reserves the right to contact any or all organisations who responds to this PME engagement to further discuss the next steps to follow. The Council cannot guarantee that all organisations will be contacted who submit an interest.

All information returned as part of this PME exercise will assist in the procurement route selection, development of the specification; evaluation criteria, pricing model; and contract award options to ensure this tender opportunity delivers a high quality service and best value for money for the ratepayesr of Belfast.

Please note the a fully developed indicative timeline is not available and the PME responses will help to inform develop and inform it. Leading on from this the intention would then be to either advertise the tender opportunity to the market or procure via further / mini competition or direct award through an appropriate framework. The Council uses eSourcing NI as its etendering platform. If you are not yet registered with eSourcing NI we would suggest you do so without delay.

Whilst the Council will endeavour to keep any respondents to this PME exercise informed on developments of the tender process, the Council cannot guarantee this. Organisations are advised to register with eSourcing NI in order to see any advertised tender opportunities as well as regularly checking the Council's website for opportunities.

The Council reserves the right to discontinue any discussions or tender procedures at any time and are not liable for any costs incurred by suppliers associated with participating in this PME exercise.

Due date

03 April 2026, 23:59PM

Has the engagement period already ended?

No