Vehicle Telematics System

Descriptions

This preliminary market engagement notice has been issued by Leicester, Leicestershire and Rutland Combined Fire Authority also known as Leicestershire Fire and Rescue Service (LFRS).

The purpose of this preliminary market engagement is for LFRS to connect with suppliers of Vehicle Telematics System that are currently available on the market. We invite interest from suppliers to provide product information and engage in demonstrations of how their existing solutions will meet our present and future requirements.

LFRS are seeking to:

• Develop the Authority's requirements and approach to the possible procurement of a Vehicle Telematics System.

• Identify suppliers that may be able to supply the services required.

• Build capacity among suppliers in relation to the contract being awarded.

This is not a call for competition and failure to participate will not exclude any providers from any future tender process, nor does this notice guarantee that any future tender will take place. No providers will be either advantaged or disadvantaged by participating and any resulting tender will be advertised on the appropriate electronic platform/s for all to view.

Any contract would be expected to be awarded to a single supplier. The Contract Term would be for an initial period of three years with the option to extend by up to two 12-month extension periods (The maximum term of the contract being five years).

Estimated dates provided within the Find a Tender notice are based on earliest possible dates to award a contract. It is anticipated that the system implementation will run concurrently with the existing hardware and software as a phased migration.

It is vital that LFRS work with a viable and credible supplier who has the track record, and professional discretion to deliver the required solution and services that will enable LFRS to meet its current and future goals and business needs.

Engagement

LFRS wishes to undertake market research and engage with suppliers that can demonstrate their existing product capabilities against our objectives for one or both Lots. LOT 1: SOFTWARE • A commercially off the shelf system that enables us to continuously drive the efficiency of our processes and maintain 100% compliance with legislation and regulation throughout its lifetime. • In line with our ICT Strategy, a "Cloud-based" software as a service (SAAS) solution, which must provide secure access to all users to perform activities via a web-based user interface from any location across a range of platforms such as LFRS-provided PC, Android/IOS Tablet or Smartphone. • An advanced security model including Single Sign On and Multifactor Authentication with user identification and management delivered via our Azure Entra ID. • Ability to supply and consume data to and from our Data Warehouse via supported API's, e.g.: Vehicle data from our Workshops Management System via our Data Warehouse, Performance data to our Data Warehouse. • Reporting outputs include: a) Analysis of data on fleet utilisation and efficiency for the purpose of informing future fleet replacement/ management decisions. (Fleet Manager) b) Analysis of data on private use of provided vehicles for the purpose of tax calculations and recharges. (Finance Manager) c) Analysis of data on driving under emergency conditions to monitor skill utilisation in our workforce. (District/ Watch Managers) d) Analysis of telematics data to manage road risk resulting from driver behaviour. (Health & Safety Manager) • Optional migration of historic data from our existing system FleetMotus. • Ca 180 vehicles tracked individually. • Access for System Administrators and optional limited access to all users restricted to their own data. • To provide suitable system documentation and training for all users of the solution. LOT 2: HARDWARE • Fully documented and certified installation of tamper-proof tracking devices in our entire fleet, with the implementation schedule being shaped by our responsibilities around operational availability. • Decommissioning and installation of all hardware in line with our fleet replacement plans over the course of the contract period. • Warranty and ongoing support and maintenance of all hardware and firmware. • Suitable devices and connections to capture and transmit the data required to meet the reporting needs listed above, e.g. data relating to vehicle use, including driver identification, journey types (Private/ Business/ Blue Light), locations, distances and driver behaviour. • 4G connectivity. • Our existing telematics system uses Teltonika trackers (3G equivalent of FMC650), and we would also welcome interest from suppliers who can offer a solution that does not require installing new wires in our vehicles. Out of Scope a) Fleet maintenance and servicing data. b) Fuel usage data. c) Vehicle emissions data. Suppliers are invited to participate in this market engagement by requesting and submitting our questionnaire via ictprocurement@leics-fire.gov.uk by 16 January 2026. All correspondence, including responses, must be in written format and sent to ictprocurement@leics-fire.gov.uk. All requests for clarification or additional information will be logged and replies issued to all participants. Valid responses must contain the completed questionnaire and be submitted by the closing date. It is the provider's responsibility to ensure their response arrives by the closing date. LFRS intends to seek demonstrations from suppliers who align with our requirements and are anticipated to provide further benefits to the organisation's requirements. LFRS will not be inviting any provider to host a demonstration whose proposal is to develop a system to meet the key objectives of each Lot. LFRS will not be liable for or cover any costs incurred by responding to this market engagement notice or the holding of any demonstrations.