Provision of a Commercial Off-The-Shelf (COTS) Transport Management Solution

Short description

ESB wishes to procure a transport management system which can manage the usage, scheduling, servicing and repairing of the fleet. This system should provide this functionality in such a way as to eliminate the bulk of paperwork and standardise data input and check sheets across the business. It is also vital that there is a workshop management function for operating the ten garages operated directly by ESB.
Electricity Supply Board (ESB) operates a fleet of approximately 2 100 vehicles, consisting of small vans, large vans, four wheel drive and HGV vehicles. Some vehicles have additional equipment fixed to them (e.g. hoists, cranes and winches) which also need to be maintained and linked to the primary vehicle on the system. ESB also have 1,700 pieces of equipment, spanning Quad bikes, Tractors, Drum Carriers, Oil Bowsers, Mobile Generators etc. All of these assets are subject to repairs, inspections and scheduled maintenance. There are around 1 200 daily checks for these assets.

Description of the procurement

Background:
ESB wishes to procure a transport management system which can manage the usage, scheduling, servicing and repairing of the fleet. This system should provide this functionality in such a way as to eliminate the bulk of paperwork and standardise data input and check sheets across the business.
It is also vital that there is a workshop management function for operating the ten garages operated directly by ESB. This workshop management function needs to be able to create Job cards, manage parts stock and assign it to vehicles, assign tasks to Mechanics noting the duration of repairs per vehicle and provide a visual display of work in progress. There are approximately 8 800 jobs per annum.
Requirement:
ESB is inviting expressions of interest from COTS (Commercial off the shelf) solution providers to provide, implement and support a transport management system.
The system proposed should have the following functionality:
— the ability to schedule, log additional work and have vehicle checks completed electronically by the mechanic on a user friendly mobile device linked directly to a Transport management system;
— manage the full vehicle asset lifecycle in a back office environment;
— the ability to have the solution available on a mobile device (iOS) so a Mechanic can visit an ESB site to carry out a number of vehicle inspections, all data and future work will be recorded and flagged on the system for when a vehicle visits an ESB workshop. (Job card creation will be automated);
— the user should be able to log the daily vehicle safety check on a mobile phone or tablet device (iOS). The system must generate and store the reports offline. Automatic defect reporting to the Lead mechanic should also be a feature;
— the system must be able to integrate by sending and receiving data from/to third party applications, for example, to import daily vehicle checks from an app, or to import data from a telematics system;
— the system should include a Web portal for third party suppliers to log work, inspections and invoicing directly onto the Transport Management System. The system should ensure that all non scheduled repairs must be approved by the Lead Mechanic;
— the system should provide an electronic stores module for parts allocation/ordering so all data is captured and loaded directly onto the system removing the current manual process. The system should be able to import parts files from our main providers and allocate them to the correct vehicle and jobcard via a csv upload or equivalent;
— the system should provide an Intelligent reporting suite, smart scheduling and Job card creation which is user friendly with accurate data
— it is desirable, but not essential, for the system to provide inventory management (i.e. asset internal loaning to manage a fleet of pool vehicles and equipment).
In scope:
• provision of a COTS solution with a proven record in organizations of a similar type and scale to ESB;
• implementation services to configure the solution to ESB specific requirements;
• telephone-based support services, providing support during Irish business hours and days;
• the solution should as a minimum provide the high level functionality outlined in this ‘Requirements’ section;
• the system proposal should be delivered as Software-as-a-Service (SaaS).
Out of scope
• logistics functionality is not required as part of this tender.
A full appreciation of the ESB company can be viewed at the following internet address: http://www.esb.ie

Additional information

Please consult the associated documentation, which contains full instructions regarding the submission of tenders and is available to download from http://www.etenders.gov.ie/ using RFT ID 123419.

1) Interested parties must register their interest on the eTenders web site (http://www.etenders.gov.ie/) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (http://www.etenders.gov.ie/) only. Registration is free of charge. The contracting entity will not accept responsibility for information relayed (or not relayed) via third parties.
2) This is the sole call for competition for this service.
3) The contracting entity will not be responsible for any costs, charges or expenses incurred by candidates or tenderers.
4) Contract award will be subject to the approval of the competent authorities.
5) It will be a condition of award that candidates are tax compliant.
6) If for any reason it is not possible to admit to the framework agreement one or more of the tenderers invited following the conclusion of this competitive process, or having awarded a contract under the framework agreement, the contracting entity reserves the right to invite the next highest scoring tenderer to join the framework agreement and/or deliver the contract as appropriate to the circumstances pertaining to the framework.
7) At its absolute discretion, the contracting entity may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.
8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words ‘or equivalent’ will always be appended.
9) Without prejudice to the principle of equal treatment, the contracting entity is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition.

Precise information on deadline(s) for review procedures

Precise information on deadline(s) for review procedures:
The Contracting Entity will not conclude this framework agreement/contract until after the expiry of the standstill period which commences on the day following the date of notification of concerned tenderers. Review procedures are available in the High Court to a person who has or has had an interest in obtaining the framework agreement/contract and alleges that he or she has been harmed or is at risk of being harmed by an infringement of the law in relation to that framework agreement/contract.