CP2685-25 Fleet Management Software

The Safety Compliance & Fleet Team within the Transport Coordination Service are responsible for the safe management and operation of Devon County Council’s (DCC) vehicle fleet. This covers functions such as vehicle compliance (insurance & MOT), maintenance, lifecycle management, accident resolution and driver/escort compliance (safeguarding). DCC have a legal obligation to ‘operate a system of work which ensures the vehicles are road worthy at all times, in accordance with The Guide to Maintaining Roadworthiness’.
The service are looking to acquire a mature fleet management system which is proven in use by other organisations, and available with common pre-configured processes and workflows.
The service currently manages a fleet of more than 340 vehicles and is seeking a cloud hosted software solution to support all aspects of fleet management. This will form the basis of Devon County Council’s future Fleet Management System.

Under the Competitive Flexible Procedure, the following process stages will apply:

1. Initial Tender submissions: This initial stage involves issuing the CFP – ISIT and PSQ to potential suppliers. Suppliers are invited to submit initial formal bids based on the specification. This will include detailed proposals (quality 100%) and confirmation that their solution is within budget.

2. Initial Tender evaluation: Submitted CFP ISIT’s and PSQ’s will be evaluated against predefined criteria such as Suitability, experience, financial standing, compliance with quality, innovation. Scoring is done by panels. Suppliers who meet the required standards will be shortlisted to proceed to the next stage (shortlisting of bidders).

3. Shortlisting of Bidders: Following the evaluation of all complaint bids, the Authority will shortlist the highest scoring bidders to proceed to the next stage of this Competitive Flexible Procedure. Specifically, the three (3) top-ranked bidders, based on the total scores awarded during the evaluation of the CFP - ISIT stage, will be invited to participate in the subsequent stages of the competitive flexible procedure. The evaluation of the shortlisted bidder (stage two) will consist of different elements to include the pricing and quality proposals detailed in stage two. This will be based on 60% quality (trial of solution) and 40% price (Appendix 9 Financial Submission). The rankings of stage two will be the basis for contract award.

4. Pricing: Bidders need to confirm that they can provide the solution within budget as part of the ISIT (Q27 Cost Strategy – Budget). Suppliers who are selected for the trial period will need to submit their pricing schedule (Appendix 9 – financial submission within five working days from receipt of the notification.

5. Software solution trial period: The service wishes to undertake a trial period of five working days of the software solution submitted by the top three bidders. The trails will be evaluated against the published criteria detailed in Appendix 8 Quality Questions, Quality Proposals Stage 2

6. Pricing: Suppliers who are selected for the trial period will need to submit their pricing schedule (Appendix 9 – financial submission) within five working days from receipt of the notification, the procurement team will confirm the deadline for submission of the pricing schedule. The pricing schedule must be within the budget published.

7. Final Tender Evaluation: The software trial and pricing schedule will then be evaluated against predefined criteria such as cost, quality, innovation, and compliance. Scoring is done by panels.

8. Due Diligence Period: Before awarding the contract, further checks are conducted on the Intended Successful Supplier to validate supplier claims (e.g., financial health, references).

9. Contract Award: The successful Supplier is formally awarded the contract, and the procurement process concludes.