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

Electricity Supply Board ( ESB )

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.

Deadline

The time limit for receipt of tenders was 2017-11-13. The procurement was published on 2017-10-09.

Suppliers

The following suppliers are mentioned in award decisions or other procurement documents:

Who? What? Where?
Procurement history
Date Document
2017-10-09 Contract notice
2021-01-20 Contract award notice
Contract notice (2017-10-09)
Object
Scope of the procurement
Title: IT services: consulting, software development, Internet and support
Reference number: SSCON3183
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.
Show more
Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: IT services: consulting, software development, Internet and support 📦
Additional CPV: IT services: consulting, software development, Internet and support 📦
Place of performance
NUTS region: Ireland 🏙️

Procedure
Procedure type: Negotiated procedure
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Utilities entity
Awarding authority name: Electricity Supply Board ( ESB )
Postal address: 2 Gateway, East Wall Road
Postal code: 3
Postal town: Dublin
Contact
Internet address: http://www.esb.ie 🌏
E-mail: kevin.young@esb.ie 📧
Phone: +353 17027726 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=118077&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=118077&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2017-10-09 📅
Submission deadline: 2017-11-13 📅
Publication date: 2017-10-11 📅
Identifiers
Notice number: 2017/S 195-401526
OJ-S issue: 195
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.

Object
Scope of the procurement
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.
Show more
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.
Show more
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.
Show more
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.
Show more
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)
Show more
— 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.
Show more
— 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
Duration: 36 months
Description of options:
ESB retains the option of extending the contract up to 2 years by mutual consent.
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.
Place of performance
Main site or place of performance: Dublin.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:
As stated in Procurement Qualification Questionnaire (PQQ) available to download from www.etenders.gov.ie using RFT ID 123419.
Economic and financial standing:
As stated in Procurement Qualification Questionnaire (PQQ) available to download from www.etenders.gov.ie using RFT ID 123419.
Minimum level(s) of standards:
As stated in Procurement Qualification Questionnaire (PQQ) available to download from www.etenders.gov.ie using RFT ID 123419.
Technical and professional ability:
As stated in Procurement Qualification Questionnaire (PQQ) available to download from www.etenders.gov.ie using RFT ID 123419.
Contract execution
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As stated in Procurement Qualification Questionnaire (PQQ) available to download from www.etenders.gov.ie using RFT ID 123419.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
As stated in Procurement Qualification Questionnaire (PQQ) available to download from www.etenders.gov.ie using RFT ID 123419.

Procedure
Time of receipt of tenders: 12:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender validity period: 12 months

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Kevin Young
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/377 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=118077&B=ETENDERS_SIMPLE 🌏

Reference
Additional information
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
Show more
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.
Show more
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.
Show more
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.
Show more

Complementary information
Review body
Name: Chief Registrar
Postal address: Four Courts, Inns Quay
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
Phone: +353 1888600 📞
Internet address: http://www.courts.ie 🌏
Information about review deadlines:
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.
Show more
Source: OJS 2017/S 195-401526 (2017-10-09)
Contract award notice (2021-01-20)
Object
Scope of the procurement
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.
Show more
Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Contracting authority
Identity
Awarding authority name: Electricity Supply Board (ESB)
Postal town: Dublin 3

Reference
Dates
Date dispatched: 2021-01-20 📅
Publication date: 2021-01-25 📅
Identifiers
Notice number: 2021/S 016-037626
Refers to notice: 2017/S 195-401526
OJ-S issue: 16

Object
Scope of the procurement
Short description:
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.
Show more
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.
Show more
— 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);
Show more
— 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;
Show more
— 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

Award of contract
Date of contract conclusion: 2020-09-14 📅
Name: Assetworks LLC
National registration number: 04160790
Postal address: Thorpe Park, 1200 Century Way, Colton, Yorkshire
Postal town: Leeds
Postal code: LS15 8ZA
Country: United Kingdom 🇬🇧
Phone: +44 1132515000 📞
E-mail: nick.hill@assetworks.com 📧

Reference
Additional information
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.
Show more

Complementary information
Review body
Postal town: Dublin 7
Information about review deadlines:
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.
Show more
Source: OJS 2021/S 016-037626 (2021-01-20)
New procurements in related categories 🆕
Related searches 🔍
Region:
Éire/Ireland Ireland