Ubico Fleet Management System

Tender description

Gloucestershire County Council are advertising this opportunity on behalf of Ubico Limited (the Company). Ubico Limited is a local authority owned company set up to deliver environmental services to its primary shareholding Councils through service contracts. The current shareholders are Cheltenham Borough Council, Cotswold District Council, Tewkesbury Borough Council, West Oxfordshire District Council, Forest of Dean District Council, Stroud District Council and Gloucestershire County Council. Ubico operates out of a range of sites throughout Gloucestershire and Oxfordshire. Ubico currently runs and maintains a fleet of approximately 400 vehicles including plant and machinery on behalf of its shareholder authorities. Ubico is also responsible for ensuring that all the vehicles, plant and machinery are operated in line with current laws and regulations. We are looking to implement a fleet management system to record all aspects of fleet management in order to manage the fleet as currently all records are kept using a manual system. We are interested in systems that provide the following functionality:: • Records permanent details of all vehicles and items of plant operated by the company – make, model, cost, purchase / commissioning dates, payload, kerbside weight, equipment type and specification (bin lifts, cages, sweeper brushes, etc.), chassis numbers, registration, etc. • Records dates and details of all activity related to each vehicle – daily mileage, inspection reports, MOT, LOLER records, defect reporting, consumable usage (fuel, ad-blu, oils and lubricants, etc.), scheduled servicing, damage, repair, parts, etc. • Maintains a dynamic register of statutory and regulatory documentation relating to each vehicle (insurance, MOT certificates, V5 or equivalent, SORN, etc.) • Schedules services, MOT and other regular requirements in accordance with workshop capacity and availability • Records workshop activity including engineer time spent per vehicle, parts and consumables stock and usage, equipment certification, equipment inspection and maintenance records, etc. • Provides management information in relation to fleet management activities through delivered and bespoke reports. Keywords: Fleet, Vehicles, Fleet Management, Software