Workshops Management 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 notice is for LFRS to engage with suppliers of Workshops Management systems that are currently available on the market. We invite interest from suppliers to provide product information and engage in demonstrations of how their existing platforms will meet our present and future requirements.

LFRS are seeking to:

• Develop the Authority's requirements and approach to the possible procurement of a Workshops Management 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 shall be for an initial period of 3 years with the option to extend by up to two 12-month extension periods (The maximum term of the contract being 5 years). The anticipated commencement date of the Contract is November 2025.

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 identified systems in use by other fire services and approached these suppliers for market research. LFRS arranged product demonstrations in March/ April as well as in July 2025 following discussions with further suppliers at the Road Transport Expo in June 2025. LFRS now wishes to open the market engagement up to the whole market and to engage with suppliers that can demonstrate their product capabilities against the following objectives: • 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. • DVSA certified/ compliant. • Ca 180 vehicles and 200 items of firefighting equipment tracked individually. • User base of ca 15 users, including Workshops Technicians and Stores Assistants. • In line with our ICT Strategy, a "Cloud-based" software as a service (SAAS) solution. 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. • The project must deliver ease of data entry and retrieval including mobile devices, produce accurate reportable data, and link across each core activity to present relevant data at the point of need. • Vehicle history, including storage of all legally required documents. • Component/ parts/ equipment records for each vehicle. • Maintenance, tax and MOT schedules for vehicles/ equipment. • Recording time and materials used. • Parts and equipment management (optional). • Reporting: Workshops performance reports, monitoring vehicle costs. • Standard inspection routines/ parts lists for defined job types. • Ability to supply and consume data, e.g. performance, to and from our Data Warehouse via supported API's. • Ability to supply and consume data, e.g. stock/parts and costs, to and from our Finance system Unit4 (formerly Agresso) via supported API's. • Migration of historic data (optional). Suppliers are invited to participate in this market engagement by requesting and submitting our questionnaire via ictprocurement@leics-fire.gov.uk by 1 August 2025. 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 will not be inviting any provider to host a demonstration whose proposal it is to develop a system to meet the key objectives. LFRS will not be liable or cover any costs incurred by responding to this market engagement notice or the holding of any demonstrations.