Traffic Management and Asset Management Safety System

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 procurement seeks an electronic system for managing temporary traffic management and asset management safety. The estimated expenditure for these services over the initial three-year term, including potential extensions, is €210,000 excluding VAT. The contract is for the provision of an electronic system, not physical traffic management services.

The scope of work involves the implementation and maintenance of a digital platform designed to streamline and enhance safety protocols related to temporary traffic management and the management of council assets. Key activities and system functionalities are expected to include:

• System Provision: Delivering a functional electronic system that meets specified requirements.
• Traffic Management Module: Functionality to manage temporary traffic management plans, permits, and associated safety documentation. This likely includes features for application submission, review, approval, and record-keeping.
• Asset Management Safety Module: A component for managing the safety aspects of council assets, potentially including inspection scheduling, maintenance records, risk assessments, and incident reporting related to these assets.
• Data Retention: The system must retain all deleted documentation for a minimum of 30 days.
• User Access and Permissions: The system will need to manage different user roles and access levels.
• Reporting and Analytics: Capabilities to generate reports on traffic management activities, asset safety status, incidents, and system usage.
• Integration: Potential requirements for integration with existing South Dublin County Council systems, though not explicitly detailed in the provided text.
• Support and Maintenance: Ongoing technical support and system maintenance to ensure operational continuity and performance.

The system is intended to be accessed via the eTenders platform, with specific requirements for data upload and submission formats. The contract will be for an initial term of three years, with the possibility of extensions up to a maximum of five periods of 12 months each.

3. Background & buyer context

South Dublin County Council is procuring this Traffic Management and Asset Management Safety System through an open procedure under the European Union (Award of Public Authority Contracts) Regulations 2016. The estimated value of the services is €210,000 (excl. VAT) over an initial three-year term, with potential extensions. The Council aims to encourage participation by Small and Medium Enterprises (SMEs) and encourages larger enterprises to consider including SMEs in their proposals. The procurement is driven by the need for an electronic system to manage traffic management and asset management safety, indicating a move towards digital solutions for operational efficiency and compliance. No specific programme or policy is cited as the direct driver, but it aligns with general public sector digital transformation initiatives.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered:

• Turnover requirement:
• Confirmation that turnover exceeded €400,000 during one of the last three years.
• For recently established firms, pro-rata turnover will suffice.
• For applicant groups, this requirement can be met by the group members as a whole or by the lead applicant.
• Insurance: The successful tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €13 million (with notation of indemnity to South Dublin County Council).
• Public Liability: €6.5 million (with notation of indemnity to South Dublin County Council).
• Product Liability: €6.5 million.
• Professional Indemnity: €1 million.
• Cyber Insurance: €2 Million.
• Certifications: Not specified for this tender.
• Past experience: Not specified as a minimum requirement in the provided text, but technical and professional ability will be assessed.
• Personnel: Tenderers must demonstrate access to the minimum number of skilled personnel:
• Account Manager: 1 FTE
• Project Manager: 1 FTE
• Technical Specialists: 2 FTE
• Support staff: 2 FTE
• An organisation chart must be attached, identifying relevant departments, divisions, and third parties.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must declare by way of eESPD that they satisfy these criteria and are able to provide supporting documentation upon request.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring percentages in the provided text. However, the tender procedure is an open procedure, and the evaluation will be based on the Award Criteria at Part 3.3 of the RFT.

The document states: "NOTE 2: The lowest cost tender that also meets all of the minimum requirements of the qualitative award criteria will receive the maximum score achievable under this criterion." This suggests a strong emphasis on cost, potentially within a "Most Economically Advantageous Tender" (MEAT) framework, where price is a significant factor, but qualitative aspects must also be met. Tenderers must pass each of the Selection Criteria (Part 3.2) to be evaluated.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform (www.etenders.gov.ie).

• Method statement / response document: Tenderers must follow the RFT format and respond to each element in order. The RFT document itself is the primary response document.
• CVs: Not explicitly required, but an organisation chart detailing personnel is mandatory.
• Pricing schedule: Tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive (excluding VAT), quoted in Euro, and remain valid for 12 months from the Tender Deadline.
• Case studies: Not specified for this tender.
• Declarations:
• European Single Procurement Document (eESPD) must be completed electronically.
• Tenderer’s Statement (Appendix 3), signed and scanned, must be returned.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4) may be requested.
• Tax Clearance Access Number and Tax Reference Number will be required for online verification prior to award.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the eTenders electronic tenderbox. Responses must be uploaded as a ZIP FILE. File size limits apply (250MB per file, 2GB total). The "Submit" button must be clicked to finalise submission. Tenders must be in English.

7. Key dates & process

8. Contract terms that matter

• Term: Initial term of Three Years.
• Extension: The Contracting Authority reserves the right to extend the Term for periods up to 12 months, with a maximum of five such extensions.
• Payment terms: Subject to and made in accordance with the Services Contract at Appendix 5. Invoices are deemed accepted if no queries are raised within 14 days.
• Price adjustments: Prices can only be increased or decreased on the first anniversary of the Effective Date and subsequent anniversaries, based on the percentage change in the Consumer Price Index.
• Termination: Either party may terminate with 1 month's written notice in certain circumstances. A 30-day period is allowed for breach remediation.
• Sub-contracting: The successful tenderer must designate a Prime Contractor responsible for the entire contract, irrespective of subcontracting.
• Parent-company guarantee or bond: Not specified for this tender.
• Data Retention: Deleted documentation must be retained for a minimum of 30 days.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated contract value of €210,000 over three years is significantly lower than the minimum turnover requirement of €400,000 in one of the last three years. This suggests the turnover requirement may be a standard template inclusion rather than specifically tailored to this contract's scale, potentially limiting the pool of eligible bidders or indicating a need for a robust justification if a smaller firm believes it can meet the turnover threshold.
• Insurance Requirements: The insurance levels, particularly Employer's Liability (€13 million) and Public Liability (€6.5 million), are substantial for a contract with an estimated value of €210,000. This may present a cost challenge for smaller businesses.
• No Specific Deliverables Detailed: The scope focuses on an "electronic system" without detailing specific functionalities or integration points beyond data retention. Tenderers must infer detailed requirements from the system's purpose.
• Mandatory eESPD: While standard, the requirement to use the electronic Single Procurement Document (eESPD) necessitates familiarity with the platform.
• No Site Visit: The absence of a mandatory site visit (marked as "Not Used") means tenderers must rely solely on documentation for understanding the context.

10. SME fit assessment

This tender is structured to allow participation by SMEs, but with significant qualifying criteria.

• Who can credibly bid: A credible bidder would be a company with demonstrable experience in developing or implementing electronic management systems, particularly those related to safety, compliance, or operational management. They must have a turnover exceeding €400,000 in at least one of the last three years and possess the required insurance levels. The technical team must include at least one Account Manager, one Project Manager, two Technical Specialists, and two Support Staff.
• Consortium or sub-contracting: Consortiums are permitted, and larger enterprises are encouraged to include SMEs in their proposals. The prime contractor must take overall responsibility for the contract.
• Indicative bid-prep effort: Preparing a compliant bid will require significant effort. This includes completing the eESPD, detailing personnel and their roles, preparing the pricing schedule, and ensuring all mandatory declarations and documentation are accurate. An estimate of 5-10 days of dedicated effort for a small business is reasonable, assuming familiarity with public procurement processes.
• Pwin signal: The tender does not explicitly indicate an incumbent. The significant insurance requirements and the turnover threshold might favour larger, more established firms. However, the explicit encouragement for SMEs and the potential for consortiums suggest a genuine openness to diverse bidders. The "lowest cost tender that also meets all minimum requirements" scoring note indicates that price will be a critical differentiator among technically compliant bidders.

11. Where to dig deeper

• Source RFT filename(s): SDCC Invitation to Tender memo.pdf, D03 OGP Template RFT Services TMP Aug 2026.docx
• eTenders CFT ID: CFT 3880
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement