Parking Fines Management 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 a cloud-based Parking Fines Management System (PFMS) for Cork County Council. This system will manage the complete lifecycle of parking fines, from the issuance of Fixed Charge Offence Notices (FCON) to the collection of fines and the subsequent issue of summonses. The system must also provide operational and financial management reports.

Key activities and components include:

• Full Lifecycle Management of Parking Fines:
• Management of Fixed Charge Offence Notices (FCON).
• Collection of fines.
• Issuance of summonses.
• Reporting:
• Provision of operational management reports.
• Provision of financial management reports.
• System Deployment:
• A full cloud-based solution is required.
• The system will be used by 15 Traffic Wardens across 8 Municipal Districts.
• Up to 15 administration staff will require system access.
• Transition and Migration:
• Development of a comprehensive transition plan.
• Development of a migration plan.
• Inclusion of testing and commissioning phases.
• Mobile Data Storage and Transmission Devices:
• The system includes the supply and maintenance of these devices for traffic wardens.

The system will support traffic wardens empowered under the Road Traffic Act, 1994 and Section 11 of the Road Traffic Act, 2002 to issue fixed charge fines for parking offences. Locations covered include car parks and on-street parking in various towns within the County of Cork.

3. Background & buyer context

Cork County Council is procuring a Parking Fines Management System (PFMS) to modernise its current operations. The existing system is managed by 15 Traffic Wardens across 8 Municipal Districts. This procurement aligns with Government Policy requiring a full cloud-based solution. The system is intended to manage the entire lifecycle of parking fines, from issuance to collection and potential legal action. The council is seeking a comprehensive solution that includes the supply and maintenance of mobile data storage and transmission devices for wardens.

4. Eligibility & selection criteria

• Turnover requirement: Tenderers' turnover must have exceeded €100,000 during each of the last three years, or pro-rata if more recently established. The firm must have been in existence for at least 6 months.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Cyber Liability: €1 million
• Certifications: Not specified for this tender.
• Past experience: Tenderers must demonstrate successful delivery of 2 comparable projects involving a Parking Fines Management System and Handheld Data Storage and Transmission Devices within the last 5 years.
• Personnel:
• Contract/Project Manager: CV required.
• Technical support staff: 2 required, CVs required.
• Confirmation that identified staff are available for the contract.
• Demonstration of how staff will deliver for Cork County Council when dealing with multiple contracts and customers.
• Geographic / facility constraints: Data centres must be located within the European Economic Area (EEA) or a country with an adequate level of data protection as determined by European Commission adequacy decision.

5. Award criteria & scoring

The contract will be awarded on the basis of the most economically advantageous compliant tender (MEAT). Qualitative award criteria are assessed first. A minimum score of 50% is required for each qualitative criterion (Proposed Solution, Project Implementation, Maintenance and Support, Environmental Considerations).

6. Submission requirements

• Method statement / response document: Tender Response Document (TRD) must be used. Personalisation of the TRD is not allowed.
• Proposed Solution: Max 6 A4 pages.
• Project Implementation: Max 3 A4 pages.
• Maintenance and Support: Max 4 A4 pages.
• Environmental Considerations: Max 4 A4 pages.
• CVs: CVs for Key Project Staff (Contract/Project Manager, 2 x Technical Support Staff) must be provided.
• Pricing schedule: Must be used as attached.
• Case studies: Not specified for this tender.
• Declarations:
• Declaration of Bona Fides.
• Declaration regarding compliance with statutory obligations.
• European Single Procurement Document (ESPD) - electronic or separate attachment.
• Declaration regarding International Procurement Instrument and restrictive measures.
• Mandatory site visit: Not applicable (N/A).
• Submission portal: Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie only. Responses should be uploaded as a ZIP file.

7. Key dates & process

8. Contract terms that matter

The contract duration is three years, with an option for two one-year extensions, totalling a potential five years. Tenderers must accept the appended Contract Terms and Conditions. Any reservations must be raised as a query. If the primary awardee fails to deliver, the contract may be awarded to the next highest scoring tenderer. Contract management activities are non-billable.

9. Risks, red flags & unusuals

The indicative budget (€100,000 - €120,000) is relatively low for a system covering the full lifecycle of fines management, including hardware and ongoing support for 15 wardens and 15 administrators over potentially five years. This suggests a need for highly efficient costings or a focus on a lean, cloud-native solution. The requirement for 2 comparable projects within the last 5 years, specifically for a Parking Fines Management System including handheld devices, may limit the pool of eligible tenderers. The absence of a specified minimum score for the Cost criterion, while qualitative criteria have minimums, implies that cost will be a significant factor in the MEAT evaluation.

10. SME fit assessment

This tender is open to Small and Medium Enterprises (SMEs). Tenderers can rely on the resources of other entities (consortia or subcontractors) to meet capacity requirements. The bid preparation effort is likely moderate, requiring detailed responses to the TRD, particularly for the qualitative criteria. The "Pwin" signal is neutral; there is no explicit mention of an incumbent or a specific past winner. The requirement for 2 recent, specific comparable projects is the primary filter for established players in this niche.

11. Where to dig deeper

• Source RFT filename: [Request for Tender Contract Open Procedure (RFT) .pdf]
• eTenders CFT ID: Not specified in provided text.
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie.
• Most important attachments:
• Appendix A – Specification
• Tender Response Document (TRD)
• Appendix 1 – Contract Terms and Conditions