T2727 Provision of a Fleet Management System

Belfast 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.