Provision of a Fuel Management System and Fleet Fuel System Maintenance

Tender description

The council is inviting suitably qualified and experienced Bidders to submit bids for the supply, installation and maintenance of a new Fuel Management System (FMS). In addition to the above the successful Bidder will be required to carry out a scheduled maintenance programme and any adhoc repairs, as needs arise, on the existing fuel supply hardware and ancillary equipment to ensure ongoing supply of fuel to the fleet. The contract is expected to run for 2 years and optional 2 x 12 months extension. Lot 1: The council is inviting suitably qualified and experienced Bidders to submit bids for the supply, installation and maintenance of a new Fuel Management System (FMS). In addition to the above the successful Bidder will be required to carry out a scheduled maintenance programme and any adhoc repairs, as needs arise, on the existing fuel supply hardware and ancillary equipment to ensure ongoing supply of fuel to the fleet. The contract is expected to run for 2 years with optional two periods of up to 12 months each. The council has eighteen bunkered fuel sites which dispense circa. 5.5 million litres of fuel per year to 2,500 authorised vehicles and drivers 24 hours per day, 365 days per year. The council currently has two suppliers that provide a modem based fuel management system that monitors fuel levels, deliveries and details transactions of Diesel, Gasoil and Adblue. The current systems are time expired, in need of upgrade and do not currently encompass all fuel locations. The council requires these systems to be replaced with a single modern, 3 or 4G FMS, which will encompass the entire fuel estate. Thus allowing the monitoring of all fuel activity, including all current fuel types and with the ability to monitor alternative fuels such as Compressed Gas Hydrogen and Electricity. Currently, identification fobs are used to allow access to the fuel system. The new system must offer similar or improved secure access systems, such as Automatic Number Plate Recognition (ANPR) or Can BUS readers, to identify vehicles and authorised users prior to fuel dispensation and allow for smart fleet data capture in identifying vehicles, drivers and collecting vehicle odometer data. The council requires to appoint one supplier to provide all element of this contract to include supply, installation and maintenance of new fuel management system and existing fuel infrastructure maintenance for the council’s eighteen fuel sites. As these requirements may come from two specialist areas, the council will allow organisations to working in partnership, with one organisation taking the lead. Additional information: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.