Purpose

Lincolnshire Fire and Rescue is undertaking a programme to refresh
critical operational technology used within its emergency response
function. As part of this programme, the existing Mobile Data Terminal
(MDT) software solutions require replacement to ensure continued
operational effectiveness, resilience, and supportability.
An Executive Decision was approved on 03 December 2025 to
undertake separate procurement processes for the provision and
support of replacement SEE and MDT software. The approved
arrangements included a contract term of seven years with the option
to extend by up to two further periods of twelve months each, giving a
maximum contract duration of nine years. The estimated whole-life
value of the MDT software contract was estimated at £630,000,
inclusive of any extension periods.
Authority was delegated to the Chief Fire Officer, in consultation with
the Executive Councillor for Community Safety, to undertake all
activities necessary to progress the procurements through to contract
award and execution. The decision also recognised the need to
maintain service continuity by permitting an extension to the
incumbent contract for a period of up to one year if required.

Procurement Process
Following approval of the procurement strategy, a compliant tender
process was undertaken to identify a supplier capable of delivering the
required solution and associated support services. Tender submissions
were assessed by four evaluation panels against the published award
criteria which attracted three bidders. Following moderation and
completion of the evaluation process, Livedata Limited achieved the
highest overall score and was identified as the Most Advantageous
Tender which demonstratedthe best combination of quality and value
for money to meet the operational requirements of Lincolnshire Fire
and Rescue. The recommendation is that the contract be awarded to
Livedata Limited.
Contract
The proposed contract will:
• Be awarded for a term of 7+2 year with this detailed cost:
Implementation (One Off) = £85,000
License, Support, Maintenance : Approximately £30,000 p.a
Year 1 = £115,000
Year 2 = £30,000
Year 3 = £30,000
Year 4 = £30,749
Year 5 = £30,749
Year 6 = £30,749
Year 7 = £30,749
Year 8 = £30,749 (Optional)
Year 9 = £30,749 (Op

Decision

REF: I036664
Title: Lincolnshire Fire and Rescue Procurement of Station End
Equipment and Mobile Data Terminal Software

That the Chief Fire Officer approves the award of a contract Livedata
Limited for the provision of Mobile Data Terminal Software for an
initial term of Seven years, with the option to extend for a further
two years period (7+2), at a total contract value of £359,494 over the
maximum Nine years term.
That the Chief Fire Officer delegates authority to the Area Manager
Organisational Support to take all decisions regarding this
procurement up to and including execution of the contract.
That the Chief Fire Officer delegates authority to Area Manager
Organisational Support to make such decisions as are necessary to
vary the contract through its term, provided that the contract’s total
value does not exceed a 10% increase

Alternative options considered

The following alternative options were considered and rejected:
1. Do Nothing
This option was discounted as it would result in the expiry of
the existing contract without a replacement arrangement in
place, creating a risk of service disruption and an inability to
meet ongoing business requirements.
2. Direct Award
This option was rejected as it would not provide sufficient
market competition and would not represent the most
transparent route to market. In addition, the contract value
exceeds the threshold at which a direct award could be
justified without a robust and compliant procurement
mechanism.
3. Framework Agreement
While framework agreements can offer a compliant and
quicker route to market by utilising pre-qualified suppliers, this
option was not considered to provide the same level of
competition, market engagement, or opportunity to test the
full market as an Open Tender.
4. Open Tender (Preferred Option)
An Open Tender was identified as the most appropriate
procurement route. Although the process requires a longer
procurement timeline and greater internal resource
commitment, it provides the widest market access and
promotes maximum competition. This approach offers the
best opportunity to achieve value for money, encourages
innovation, ensures transparency, and enables the Council to
assess a broad range of suppliers and solutions. Given the
strategic importance of the requirement, an Open Tender is
considered the most robust and defensible route to market.