Fleet Management Solution - PIN Notice

Tender description

BACKGROUND Wrexham County Borough Council (WCBC) are looking to engage the market with the potential of procuring a Fleet Management application to support our Fleet Officers in the Environment and Technical Department to manage a range of Fleet related requirements as outlined below. Wrexham County Borough Council currently operates with approximately 500 across multiple locations. Fleet vehicle types include: • Cars • Vans • HGVs / specialist vehicles Current challenges include: • Limited visibility of fleet performance • Manual processes • Compliance tracking (MOT, servicing, driver checks) • Fuel and maintenance cost management As well as high level of availability and scalability, WCBC’s preference is for a Cloud-based (SaaS) solution that requires browser-based access without a requirement for local installs. SCOPE The expectation for any potential supplier would be to provide: • A cloud-based Fleet Management System • System implementation and configuration • Data migration (from existing systems) • User training • Ongoing support and maintenance REQUIREMENTS The following list is not exhaustive and should be used as a guide to the technical requirements WCBC would be looking for a successful fleet management solution: • Fleet Management o Automated maintenance scheduling and compliance tracking across a diverse fleet (MOT’s and Inspections) including ability to set service reminders. o Defect reporting, ability for this to be real-time, and associated resolutions. o Ability for the solution to be able to report or use data visualization/dashboards to display an overview of fleet compliance. This can include standard or custom reporting, KPI dashboards (e.g., utilisation, costs, compliance), Export capability (Excel, CSV, API), or Real-time data insights. o Record tracking and documentation management including an outline of any storage limitations. o Capturing, communicating and monitoring of Vehicle Off Road (VOR) statuses. o Outline any ability to integrate with DVLA for Tax and MOT expiry dates. • Daily activity monitoring and recording o The ability or functionality for enabling drivers to complete digital daily vehicle checks. o Usage recording and auditing o Failure/Condition alerts and reporting o Integration with workshop activities and reporting to appropriate asset manager • Workshop management o Job creation and allocation tools o Job/human resource management and tracking o Stock management system • Authorization and Invoicing o Job authorization, spend/cost approvals and control o Invoicing and ordering approvals and tracking o Digital sign off o Cost code, financial and resource tracking • Governance and Compliance Management o Complies with regulatory frameworks such as Health and Safety, LOLER, PUWER & DVSA Earned recognition scheme. Whilst not deemed essential for this market engagement, if a solution is able to support telematics related functionality such as GPS and vehicle location tracking, real-time monitoring, and route history and optimization it would advantageous if these can be demonstrated also. SUBMISSION AND TIMESCALES Please email an overview of your solution to our Category Manager, Clare Roberts (Clare.Roberts@wrexham.gov.uk) by midday on 01 July 2026. Please ensure you submit information that is relevant to the detailed outlined above. Please include the reference 'Proc 26-49’ in the subject heading of your e-mail response.