Fleet Key Management System

The Police and Crime Commissioner for Warwickshire, on behalf of Warwickshire Police, intends to enter into a contract for the provision of a secure Fleet Key Management System across operational police sites within Warwickshire, following the evaluation of tenders received through a competitive tendering procedure conducted under the Procurement Act 2023.

The proposed contract will provide 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 were seeking a provider that has currently or in the past 3 years have successfully delivered a Key Management system (equivalent to the scope of this tender) to at least one or more UK police customers or comparable organisation, and can demonstrate the required technical capability and capacity.

The contract dates stated in this notice are estimated. The software contract term will commence following successful installation and completion of User Acceptance Testing (UAT) to the satisfaction of the Authority. The contract end date and any extension expiry dates stated in this notice are therefore provisional and will be confirmed following successful completion of UAT.

At commencement of the procurement, the estimated maximum contract value, calculated in accordance with section 4 and Schedule 3 of the Procurement Act 2023 and inclusive of VAT, exceeded the applicable threshold. The procurement was therefore conducted as a covered procurement. Following competition, the successful tender price is £150,368.88 exclusive of VAT (£180,442.66 inclusive of VAT), which is below the applicable threshold. The reduction in value is a result of the competitive procurement process and does not represent an artificial reduction or subdivision of the requirement.

This Contract Award Notice gives notice of the Authority's intention to enter into the proposed contract with the successful supplier. The Authority will not enter into the contract before the end of the standstill period stated in this notice.