IT services: consulting, software development, Internet and support

Tender 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. 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. 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. 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); — 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; — 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