TENDER FOR FLEET KEY MANAGEMENT SYSTEM – WARWICKSHIRE

The Police and Crime Commissioner for Warwickshire, on behalf of Warwickshire Police, is inviting tenders for the provision of a secure Fleet Key Management System across operational police sites within Warwickshire.

The requirement will be tendered as a single contract. In accordance with section 18 of the Procurement Act 2023, the Authority considered whether the requirement could appropriately be divided into lots. Following assessment, the Authority concluded that a single contract is operationally and technically preferable due to integration, consistency, security and support requirements across all operational sites.

Warwickshire Police is seeking a secure electronic fleet key management solution to manage, track and audit vehicle key access across operational police sites.

• Applies to approximately 350 fleet vehicle key sets across 17 operational sites.

• Covers secure storage, issue, return, audit, reporting, and support.

• Initial scope is fleet vehicle keys, with extensibility for other controlled assets (e.g. fuel cards, equipment) as optional.

Aim/Purpose:

The solution shall:

• Provide a secure, auditable, and standardised method for managing fleet vehicle keys across all Warwickshire Police sites.

• Replace inconsistent local practices with a force-wide controlled system.

• Support improved governance, accountability, and risk management for vehicle access.

• Enable future operational efficiencies (e.g. pooling and utilisation insight); however, no system integrations are required at initial implementation.

We welcome bids from SMEs, consortiums and suppliers new to policing environments, provided they can demonstrate the required technical capability, capacity and relevant experience.

The proposed contract term is 3 years with the option to extend for up to a further 2 periods of 12 months each, subject to satisfactory performance and operational requirements.

All expressions of interest must be made via the Warwickshire Police In-tend portal hosted on the In-tend Bluelight Hub:

https://sell2.in-tend.co.uk/blpd/home

Suppliers may view tender details via the ‘Tenders’ section. Access to procurement documents requires supplier registration/login. New suppliers should register and then access the ‘Portals’ section and select connect with Warwickshire Police.

Any questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal.

Full details of the procurement process, evaluation methodology, specification and contract conditions are contained within the procurement documents.

Submissions must be made via the In-tend portal prior to the deadline.

Preliminary market engagement has been carried out for this contract. As a result of preliminary market engagement, the estimated contract value is £151,105 plus VAT for a reduced rollout and £182,585 plus VAT for a full estate-wide rollout (inclusive of extension options).

This procurement falls above the relevant threshold and is therefore subject to the Procurement Act 2023 and is a tender process requiring the submission of proposals, pricing information and mandatory commercial information.

The Authority is conducting a Competitive Flexible Procedure in accordance with the Act. Tenderers should note that the process may include evaluation of written submissions, supplier demonstrations, clarification activities and a Best and Final Offer (BAFO) stage as follows:

• Stage 1 – Participation and Tender

• Stage 2 – Supplier Demonstrations followed by Best and Final Offer (BAFO)

• Stage 3 – Contract Award

Further details regarding the demonstration requirements, evaluation methodology and procurement process are contained within the procurement documents.

The Authority reserves the right to amend the procurement process and timetable as necessary throughout the procurement in accordance with the Procurement Act 2023 and the principles of transparency and equal treatment.

The Authority has identified potential modification grounds in accordance with Schedule 8 of the Procurement Act 2023. These may include unforeseeable operational changes, changes arising from police reform or fleet changes, and the provision of additional compatible goods or services where objectively justified, operationally required and legally permissible.

Where the relevant conditions under Schedule 8 of the Act are satisfied, any contract modification would be treated as a permitted contract modification.

In accordance with Schedule 5 paragraph 8 of the Procurement Act 2023, the Authority reserves the right to directly award a contract where the competitive procedure does not result in an acceptable tender and the statutory conditions are met.

The Authority reserves the right, where legally permissible under the Act, to award additional similar goods or services to the appointed supplier where operationally required and where all statutory conditions are satisfied.

Any conflicts of interest identified during this procurement will be managed by the Authority in accordance with the Procurement Act 2023 and its internal governance procedures.

The Authority reserves the right not to award a contract as a result of this procurement procedure.

At the discretion of the Authority the contract can be extended by two (2) extension terms of twelve (12) months each.

All expressions of interest must be made via the Warwickshire Police In-tend portal hosted on the In-tend Bluelight Hub:

https://sell2.in-tend.co.uk/blpd/home

Suppliers may view tender details via the ‘Tenders’ section. Access to procurement documents requires supplier registration/login. New suppliers should register via the ‘Portals’ section and select Warwickshire Police.

Any questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal.

Full details of the procurement process, evaluation methodology, specification and contract conditions are contained within the procurement documents.

Payment terms, the process for submitting invoices and process for dealing with disputed invoices are covered in General Terms included in the tender documents.

The Authority has identified potential modification grounds in accordance with Schedule 8 of the Procurement Act 2023. These may include unforeseeable operational changes, changes arising from police reform or fleet changes, and the provision of additional compatible goods or services where objectively justified, operationally required and legally permissible.

The Authority is conducting a Competitive Flexible Procedure in accordance with the Procurement Act 2023. Tenderers should note that the process may include evaluation of written submissions, supplier demonstrations, clarification activities and a Best and Final Offer (BAFO) stage as follows:

• Stage 1 – Participation and Tender

• Stage 2 – Supplier Demonstrations followed by Best and Final Offer (BAFO)

• Stage 3 – Contract Award

Further details regarding the demonstration requirements, evaluation methodology and procurement process are contained within the procurement documents.

A maximum of 3 Bidders with the highest stage 1 scores will be invited to participate in Stage 2. We reserve the right to take less than three bidders through to stage 2 where a supplier does not meet minimum quality score requirements.

Tender documents will be published on the In-tend Bluelight hub. Access to procurement documents requires supplier registration/login. New suppliers should register and then access via the ‘Portals’ section, search for Warwickshire Police and click on Connect with Organisation.

Warwickshire Police Headquarters

Leek Wootton

CV35 7QB

United Kingdom

Email: procurement@warwickshire.police.uk

Region: UKG13 – Warwickshire

Organisation type: Public authority – sub-central government