Official UK procurement notice
T2727 Provision of a Fleet Management System
Authority: Belfast City Council (Local council)
What is being bought
Published requirement descriptionBelfast 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.
CPV: Industry specific software package · Software package and information systems · Software-related services
The lotProcurement structure
single lot · no lot value publishedPipeline intelligence · planning stage: how this market runs before the tender is published
How Belfast City Council buys Industry specific software package (CPV 4810), and who usually turns up
Belfast City Council’s published record next to the market for the same work. Frameworks and DPS are left out: they draw different bid counts. Whole-market view: Industry specific software package (CPV 4810) →
How the contest usually goes
Winner shares use published awards; bid and price charts use contested lots.
i
How often small and medium firms win.
Share of awards where the winner’s size is known.
The counts under this question show how many awards have a known supplier size.
Small firms have won here. Neither number says whether you qualify; it describes who has been winning.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Local means the winner is registered in the region where that award was delivered.
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners were registered in the region where that award was delivered.
i
How long buyers here take to decide after bids close.
Middle value in days from the bid deadline to the award date, on competitions that published both.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards have an award date within 44 days of the bid deadline.
i
How often work is awarded with no recorded rival.
Direct awards and tenders where every published lot count shows one bid.
Both shares are minimums: some awards have no bid count.
Thin markets produce this too; it is not proof of a tailored specification.
Direct awards or one recorded bid are common here. Check the route before spending time on a bid.
How many bids did past lots attract?
i
How many bids past lots received.
Each colour is a bid-count range. Only competed lots with a published count are included.
Past bids do not predict this tender.
1 bid42% / 17%
2–332% / 35%
4–620% / 35%
7+5% / 13%
How did awards compare with estimates?
i
Where winning prices landed against estimates.
Each colour shows awards below, close to or above the published estimate, one lot at a time.
Past prices are a guide, not a bid price.
Below estimate15% / 75%
Within ±2%69% / 17%
Above estimate17% / 8%
Assess each lot i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
Open a lot for its forecast, this buyer’s previous supplier and possible competitors, from published award history, not a bid list
Lot #1CPV 7226Estimate not published
This lot is listed as CPV 7226. The table above uses the notice category.
i
How many bids this lot may attract.
The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.
Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative. The bar shows 55 past lots.
A forecast, not a list of bidders.
1 bid27%
2–338%
4–622%
7+13%
i
Where the award price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
No comparable awards for this lot yet.
A statistical guide from past awards, not a price to bid.
Who has supplied this buyer on similar work? i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
No earlier contract of this buyer matches this lot on the published record.
Who could compete for this lot? i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
Candidate suppliers for this notice have not been worked out yet, so this is not a verdict that nobody fits.
About this data
- Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
- Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
- Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
- Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.
Procedure terms & legal framework
From the official record- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Planned procurement
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 12 Mar 2026, 09:40 GMT
- Last source update
- 12 Mar 2026, 09:40 GMT
- Authority reference
T2727- FTS notice number
2026/S 000-022152- Latest notice
- Preliminary market engagement notice (UK2)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0667faFind a Tender
How it was run
Official notice- Submission deadline
- —
Timeline
12 Mar 2026 → 1 Apr 2027 · 3 dates- Planning notice published230 days ago12 Mar 2026, 09:40 GMT
- Market engagement207 days ago3 Apr 2026, 23:59 BST
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.
- Today28 Oct 2026
- Contract startsin 154 days1 Apr 2027, 00:00 BST
Notice history
1 event · 1 release on Find a Tender- Preliminary market engagement notice published12 Mar 2026, 09:40 GMTUK2
Commercial outcome & contract awards
Pipeline notice- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
Official documents & specifications (1)
Official links; attachments are not copiedNotices published for this procedure
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender