Rostering System for Dublin Fire Brigade

Dublin City Council

Dublin City Council proposes to establish a single party framework agreement for 4 years, for the provision of a Rostering System, to include implementation, hosting, support, maintenance and future development. The framework will be established and awarded based on the first contract described in this tender document. Subsequent contracts will be based on a SRFT issued to the framework member.
As part of supporting its operations and processes, Dublin Fire Brigade (DFB) is looking to procure a cloud based Rostering system which can manage rosters, crewing levels, leave applications, time and attendance and overtime rota for shift based as well as office-based staff.

Deadline

The time limit for receipt of tenders was 2021-05-21. The procurement was published on 2021-04-13.

Suppliers

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

Who? What? Where?
Procurement history
Date Document
2021-04-13 Contract notice
2021-09-14 Contract award notice
Contract notice (2021-04-13)
Object
Scope of the procurement
Title: Software supply services
Reference number: Dfb
Short description:
Dublin City Council proposes to establish a single party framework agreement for 4 years, for the provision of a Rostering System, to include implementation, hosting, support, maintenance and future development. The framework will be established and awarded based on the first contract described in this tender document. Subsequent contracts will be based on a SRFT issued to the framework member. As part of supporting its operations and processes, Dublin Fire Brigade (DFB) is looking to procure a cloud based Rostering system which can manage rosters, crewing levels, leave applications, time and attendance and overtime rota for shift based as well as office-based staff.
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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: Software supply services 📦
Additional CPV: Internet browsing software package 📦
Place of performance
NUTS region: Dublin 🏙️

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

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Regional or local authority
Awarding authority name: Dublin City Council
Postal address: Civic Offices, Wood Quay
Postal town: Dublin 8
Contact
Internet address: http://www.dublincity.ie 🌏
E-mail: janet.lambe@dublincity.ie 📧
Phone: +353 2222850 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=186485&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=186485&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2021-04-13 📅
Submission deadline: 2021-05-21 📅
Publication date: 2021-04-16 📅
Identifiers
Notice number: 2021/S 074-188000
OJ-S issue: 74
Additional information
1) Dublin City Council is subject to the provisions of the Freedom of Information Act (FOI) 2014. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for the sensitivity specified. In such cases, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Acts; 2) It will be a condition for the award of any contract by Dublin City Council that the successful Tenderer and all sub-contractors (if applicable) produce a valid tax clearance certificate from the Revenue Commissioners in compliance with Circular (43) 2006 (or as amended) and that the certificate will be maintained for the duration of the contract and will be on a 12-month basis. In the case of a non-resident Tenderer, a statement of suitability from the Revenue Commissioners will be required; 3) Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications; 4) 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; 5) Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties; 6) The framework agreement is primarily for use by Dublin Fire Brigade but may also be extended for use by other divisions of Dublin City Council as requirements arise; 7) Emailed/faxed/late tenders will not be accepted. Tenders may be submitted in English or in the Irish language; 8) All queries regarding this tender must be submitted through the etenders messaging facility, RFT ID 188023. Queries must be in question format. Responses will be circulated to those candidates/tenderers that have registered an interest in this notice on the Irish Government procurement opportunities portal www.etenders.gov.ie. The details of the party making the query will not be disclosed when circulating the response. All queries must be submitted by 7th May 2021 to enable issue of responses to all interested parties; 9) Please note that where documents are made available in both PDF and Word format, in the event that there is any discrepancy between the documents, the PDF version will take precedence.
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Object
Scope of the procurement
Short description:
Dublin City Council proposes to establish a single party framework agreement for 4 years, for the provision of a Rostering System, to include implementation, hosting, support, maintenance and future development. The framework will be established and awarded based on the first contract described in this tender document. Subsequent contracts will be based on a SRFT issued to the framework member.
Show more
As part of supporting its operations and processes, Dublin Fire Brigade (DFB) is looking to procure a cloud based Rostering system which can manage rosters, crewing levels, leave applications, time and attendance and overtime rota for shift based as well as office-based staff.
Show more
Estimated total value: 350 000 EUR 💰
Short description:
An initial contract will be awarded for an externally-hosted Rostering system which will perform the following functions:
• time and attendance management;
• facility to confirm attendance status on a daily basis by station officer and ability to adjust as necessary;
• leave management including leave self service;
• leave Swap;
• leave approval process to level of maximum of 3 approvals;
• rostering including the support of multiple shift patterns;
• upload and assign all annual and compensatory leave for all personnel on an annual basis;
• overtime scheduler — Mobi Dialler system replacement for overtime dialling, scheduling and recording;
• overtime list management;
• data extraction of attendance, overtime, leave records for wages;
• skills management;
• provide the ability to interface with external datasets from systems currently in use for recording of skills;
• a seamless deployment that responds to both web and mobile devices;
• staff management including movement of staff location;
• full reportable system;
• auditable records;
• interface with 3rd party systems in future (Core HR);
• provide on-going support for the deployment and development of the selected solution.
Estimated value excluding VAT: 350 000 EUR 💰
Duration: 48 months
Description of renewals: Subsequent contracts will be based on a SRFT issued to the framework member.
Place of performance
Main site or place of performance: Dublin Fire Brigade.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity: Please see tender documents available at: www.etenders.gov.ie
Contract execution
Contract performance conditions: Please see tender documents available at: www.etenders.gov.ie

Procedure
Legal basis: 32014L0024
Time of receipt of tenders: 12:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Irish 🗣️
Tender validity period: 2022-05-21 📅
Tender opening date: 2021-05-21 📅
Tender opening time: 12:00

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Janet Lambe
Internet address: www.dublincity.ie 🌏
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/267 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=186485&B=ETENDERS_SIMPLE 🌏

Reference
Additional information
1) Dublin City Council is subject to the provisions of the Freedom of Information Act (FOI) 2014. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for the sensitivity specified. In such cases, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Acts;
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2) It will be a condition for the award of any contract by Dublin City Council that the successful Tenderer and all sub-contractors (if applicable) produce a valid tax clearance certificate from the Revenue Commissioners in compliance with Circular (43) 2006 (or as amended) and that the certificate will be maintained for the duration of the contract and will be on a 12-month basis. In the case of a non-resident Tenderer, a statement of suitability from the Revenue Commissioners will be required;
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3) Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications;
4) 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
5) Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties;
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6) The framework agreement is primarily for use by Dublin Fire Brigade but may also be extended for use by other divisions of Dublin City Council as requirements arise;
7) Emailed/faxed/late tenders will not be accepted. Tenders may be submitted in English or in the Irish language;
8) All queries regarding this tender must be submitted through the etenders messaging facility, RFT ID 188023. Queries must be in question format. Responses will be circulated to those candidates/tenderers that have registered an interest in this notice on the Irish Government procurement opportunities portal www.etenders.gov.ie. The details of the party making the query will not be disclosed when circulating the response. All queries must be submitted by 7th May 2021 to enable issue of responses to all interested parties;
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9) Please note that where documents are made available in both PDF and Word format, in the event that there is any discrepancy between the documents, the PDF version will take precedence.

Complementary information
Review body
Name: The High Court
Postal address: Chief Registrar, High Court, Inns Quay
Postal town: Dublin 7
Country: Ireland 🇮🇪
Phone: +353 18886000 📞
E-mail: highcourtcentraloffice@courts.ie 📧
Information about review deadlines: Please consult your solicitor.
Source: OJS 2021/S 074-188000 (2021-04-13)
Contract award notice (2021-09-14)
Object
Scope of the procurement
Short description:
Dublin City Council proposes to establish a Single Party Framework Agreement for four years, for the provision of a Rostering System, to include implementation, hosting, support, maintenance and future development. The framework will be established and awarded based on the first contract described in this tender document. Subsequent contracts will be based on a SRFT issued to the framework member. As part of supporting its operations and processes, Dublin Fire Brigade (DFB) is looking to procure a cloud based Rostering system which can manage rosters, crewing levels, leave applications, time & Attendance and overtime rota for shift based as well as office-based staff.
Show more
Total value of the procurement: 350 000 EUR 💰
Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Contracting authority
Identity
Postal code: Dublin

Reference
Dates
Date dispatched: 2021-09-14 📅
Publication date: 2021-09-17 📅
Identifiers
Notice number: 2021/S 181-471106
Refers to notice: 2021/S 074-188000
OJ-S issue: 181
Additional information
1. Dublin City Council is subject to the provisions of the Freedom of Information Act (FOI) 2014. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for the sensitivity specified. In such cases, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Acts. 2. It will be a condition for the award of any contract by Dublin City Council that the successful Tenderer and all sub-contractors (if applicable) produce a valid Tax Clearance Certificate from the Revenue Commissioners in compliance with Circular (43) 2006 (or as amended) and that the certificate will be maintained for the duration of the contract and will be on a 12 month basis. In the case of a non-resident Tenderer, a statement of suitability from the Revenue Commissioners will be required. 3. Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. 4. 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. 5. Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties. 6. The framework agreement is primarily for use by Dublin Fire Brigade but may also be extended for use by other divisions of Dublin City Council as requirements arise. 7. Emailed/faxed/late tenders will not be accepted. Tenders may be submitted in English or in the Irish language. 8. All queries regarding this tender must be submitted through the etenders messaging facility, RFT ID 188023. Queries must be in question format. Responses will be circulated to those candidates/tenderers that have registered an interest in this notice on the Irish Government procurement opportunities portal www.etenders.gov.ie. The details of the party making the query will not be disclosed when circulating the response. All queries must be submitted by 7th May 2021 to enable issue of responses to all interested parties. 9. Please note that where documents are made available in both PDF and Word format, in the event that there is any discrepancy between the documents, the PDF version will take precedence.
Show more

Object
Scope of the procurement
Short description:
Dublin City Council proposes to establish a Single Party Framework Agreement for four years, for the provision of a Rostering System, to include implementation, hosting, support, maintenance and future development. The framework will be established and awarded based on the first contract described in this tender document. Subsequent contracts will be based on a SRFT issued to the framework member.
Show more
As part of supporting its operations and processes, Dublin Fire Brigade (DFB) is looking to procure a cloud based Rostering system which can manage rosters, crewing levels, leave applications, time & Attendance and overtime rota for shift based as well as office-based staff.
Show more
An initial contract will be awarded for an externally-hosted Rostering system which will perform the following functions –
• Time & Attendance management
• Facility to confirm attendance status on a daily basis by Station Officer and ability to adjust as necessary
• Leave management including leave self service
• Leave Swap
• Leave approval process to level of maximum of 3 approvals
• Rostering including the support of multiple shift patterns
• Upload and assign all annual and compensatory leave for all personnel on an annual basis
• Overtime Scheduler - Mobi Dialler system replacement for overtime dialling, scheduling & recording
• Overtime list management
• Data extraction of attendance, overtime, leave records for wages
• Skills management
• Provide the ability to interface with external datasets from systems currently in use for recording of skills
• A seamless deployment that responds to both web and mobile devices.
• Staff Management including movement of staff location
• Full Reportable system
• Auditable records
• Interface with 3rd party systems in future (Core HR)
• Provide on-going support for the deployment and development of the selected solution
Place of performance
Main site or place of performance: Dublin Fire Brigade

Procedure
Award criteria
Quality criterion (name): Functional and technical requirements
Quality criterion (weighting): 5160
Quality criterion (name): security, technology and hosting
Quality criterion (weighting): 945
Quality criterion (name): Implementation services and project management
Quality criterion (weighting): 900
Quality criterion (name): Support and maintenance
Quality criterion (weighting): 1190
Quality criterion (name): Added value
Quality criterion (weighting): 400
Cost criterion (name): Ultimate cost
Cost criterion (weighting): 3900

Award of contract
Date of contract conclusion: 2021-09-08 📅
Name: Gartan Technologies
National registration number: IE6370829F
Postal address: Enterprise Business Centre
Postal town: Letterkenny, Co. Donegal
Postal code: Ballyraine
Country: Ireland 🇮🇪
Phone: +353 749126608 📞
E-mail: smccallion@gartantech.com 📧
Country: West 🏙️
Internet address: http://www.gartantech.com 🌏
Total value of the procurement: 350 000 EUR 💰
Information about tenders
Number of tenders received: 3

Reference
Additional information
1. Dublin City Council is subject to the provisions of the Freedom of Information Act (FOI) 2014. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for the sensitivity specified. In such cases, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Acts.
Show more
2. It will be a condition for the award of any contract by Dublin City Council that the successful Tenderer and all sub-contractors (if applicable) produce a valid Tax Clearance Certificate from the Revenue Commissioners in compliance with Circular (43) 2006 (or as amended) and that the certificate will be maintained for the duration of the contract and will be on a 12 month basis. In the case of a non-resident Tenderer, a statement of suitability from the Revenue Commissioners will be required.
Show more
3. Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications.
4. 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
5. Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties.
Show more
6. The framework agreement is primarily for use by Dublin Fire Brigade but may also be extended for use by other divisions of Dublin City Council as requirements arise.
7. Emailed/faxed/late tenders will not be accepted. Tenders may be submitted in English or in the Irish language.
8. All queries regarding this tender must be submitted through the etenders messaging facility, RFT ID 188023. Queries must be in question format. Responses will be circulated to those candidates/tenderers that have registered an interest in this notice on the Irish Government procurement opportunities portal www.etenders.gov.ie. The details of the party making the query will not be disclosed when circulating the response. All queries must be submitted by 7th May 2021 to enable issue of responses to all interested parties.
Show more
9. Please note that where documents are made available in both PDF and Word format, in the event that there is any discrepancy between the documents, the PDF version will take precedence.

Complementary information
Review body
Postal town: Dublin
Postal code: Dublin 7
Information about review deadlines: Please consult your solicitor
Source: OJS 2021/S 181-471106 (2021-09-14)
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