WCCC24 618 Cashless Parking Payment Solution

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract involves the provision of a cashless parking payment solution for Waterford City and County Council. The contractor will be responsible for implementing and managing a system that allows users to pay for parking via cashless methods, enhancing the convenience and efficiency of parking services in the region.

Key activities include:

• System Implementation: Establishing a cashless payment platform that integrates with existing parking infrastructure.
• Transaction Management: Handling cashless parking transactions, including processing fees and reconciling payments.
• User Support: Providing customer service support for users of the cashless payment system.
• Reporting: Generating monthly reports on transaction volumes and financial audits.
• Compliance: Ensuring adherence to relevant health, safety, and environmental legislation.
• Data Management: Hosting all data in a secure data center located within the EU, compliant with ISO27001 or equivalent standards.

The contractor must also demonstrate the ability to manage an estimated processing volume of €50,000 per month in cashless parking transactions.

3. Background & buyer context

This procurement aligns with Waterford City and County Council's initiative to modernize parking services and improve user experience through technology. The move to a cashless system is part of a broader strategy to enhance operational efficiency and reduce cash handling risks. The council has not specified an incumbent provider, indicating an opportunity for new entrants to the market.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €100,000 over the last three years.
• Insurance:
• Employers Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Cyber Liability: €3,000,000
• Certifications: Compliance with relevant health and safety legislation, and environmental management systems.
• Past experience: Evidence of at least three comparable projects in cashless payment solutions within the last five years.
• Personnel: Key personnel must have relevant experience in cashless payment systems.
• Geographic constraints: Data must be hosted in a data center located within the EU.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best price-quality ratio.

6. Submission requirements

Bidders must submit the following documents:

• Method statement: A detailed response document following the provided template, with a maximum of 20 pages.
• CVs: Resumes for key personnel, limited to 2 pages each.
• Pricing schedule: Completed using the specified template, detailing costs and fees.
• Case studies: Three examples of comparable projects, with values ranging from €50,000 to €100,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Not specified.
• Submission portal: Tenders must be submitted via eTenders, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Initial term of 2 years with the option for two 1-year extensions.
• Payment terms: Payments will be made monthly based on transaction volumes processed.
• Key SLAs/KPIs: Performance metrics related to transaction processing times and customer support response times.
• Liquidated damages: Not specified, but penalties may apply for failure to meet service levels.
• Termination clauses: Either party may terminate with three months' written notice.
• IP ownership: All intellectual property developed during the contract will remain with the council.
• Sub-contracting rules: Allowed, but subcontractors must meet the same eligibility criteria.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €100,000 may limit participation from smaller firms, particularly if they are newly established.
• The requirement for data to be hosted in the EU may restrict options for bidders with existing infrastructure outside this region.
• The absence of a specified incumbent may indicate a lack of established relationships, which could impact bid competitiveness.

10. SME fit assessment

This tender is suitable for small to medium enterprises (SMEs) that specialize in cashless payment solutions. Viable bidders should have:

• Experience in implementing cashless payment systems, ideally within public sector environments.
• The capacity to meet insurance and turnover requirements.
• The ability to provide necessary certifications and demonstrate compliance with relevant legislation.

Consortium bidding is permitted, allowing smaller firms to collaborate. Preparation for the bid may require approximately 10-15 days, depending on the complexity of the submission. The presence of a competitive landscape may signal a moderate to high probability of winning (Pwin), particularly if incumbents are not heavily favored.

11. Where to dig deeper

• Source RFT filename: TRD - Tender for Cashless Payment Solution 19.09.24.docx
• eTenders CFT ID: not specified
• Contact email: not specified
• Important attachments:
• Appendix B2 — Suitability Assessment
• Mandatory Requirements Schedule
• Pricing Schedule Template