Content

The paper seeks permission award a Fleet
Management System for Cumberland Council to Asset minder
Solutions.
 
The mini competition was undertaken via Crown
Commercial Services framework, G-Cloud 13.
 
The contract term is for three years with one
optional extension of 12 months.  The
total contract value including ongoing support and maintenance
(including the optional extension period) and associated
implementation costs is £148,908.
 

Reasons for the decision

There is a legacy Cumbria County Council
contract, which was transferred to Cumberland Council for a fleet
management system covering the former County fleet.  The current contract, with the Civica Tranman
system runs to 31 March 2024. 
 
On the rise of this contract award, the fleet
system will be disaggregated with a separate award for Westmorland
and Furness Council. 
 
The overall scope of the service is wider than
the current Tranman solution.  This is
driven by a larger combined fleet across Cumberland
Council. 
The award of this contract would replace the
Cumberland Council element of the County Tranman
System.  The new system would replace
the Carlisle City Council R2C system, which is co-terminated with
Tranman to 31 March 2024. 
 
The preferred supplier was selected after
assessment via a scored demonstration (60%) and licence cost
(40%).  The supplier, Assetminder Solutions, was both the
highest quality scorer, and cheapest in terms of licence
costs. 
 
The contract will commence from 1 April 2024
for a period of 3 years with an optional extension of 12
months.  The costs are broken down
as:
 

Cost

Amount

Total

Funding

 

Annual Licence Cost
x 4

£32,352

£129,408

ICT Operational
Costs

Implementation
Costs – One Off

£19,500

£19,500

ICT Improvement
Fund

Total

 

 

£148,908

 

 
The current annual cost of the Tranman is
£16,369 (£7,857 for Cumberland per the IAA split) and
R2C is £4,821. 
 

Alternative options considered

The current contract, which runs to 31 March
2024, covers former County fleet management across both Cumberland
Council and Westmorland and Furness Council, therefore a
continuation of existing arrangements within the one system was
rejected to progress with the ICT disaggregation programme of line
of business applications.
 
A market exercise was
undertaken with Cumberland Council, and Westmorland and Furness
Council to determine market options to ensure the award met
business requirements.
 
Risks
 
The current contract for both incumbent
suppliers run to 31 March 2024.  
The award of the contract is a move from the incumbent supplier so
requires a period of mobilisation, implementation, and training
with end-users.  There is a risk of
conflicting demands and priorities being placed on ICT to fulfil
the tight timescales.  This will be
monitored and reported on by the ICT Project Manager.