Fleet Key Management System

The Police and Crime Commissioner for Warwickshire, on behalf of Warwickshire Police, is inviting tenders for the provision of a secure Fleet Key Management System across operational police sites within Warwickshire. The requirement will be tendered as a single contract. In accordance with section 18 of the Procurement Act 2023, the Authority considered whether the requirement could appropriately be divided into lots. Following assessment, the Authority concluded that a single contract is operationally and technically preferable due to integration, consistency, security and support requirements across all operational sites. Warwickshire Police is seeking 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 are looking for 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 proposed contract term is 3 years with the option to extend for up to a further 2 periods of 12 months each, subject to satisfactory performanc