PMC 3776 - Provision of a Mobility Hub to South Dublin County Council

Description

What a Mobility Hub is to South Dublin County Council (SDCC): The SDCC Mobility Hub will be set up to enable staff to borrow an EV or e-bike during the working day for business trips. The vehicles (EV’s and e-bikes) are shared between staff who shall be pre-approved for such business trips. The Mobility Hub will require an accompanying booking system, to allow a seamless process of booking a vehicle, allowing staff to view available vehicles at any given time. Registration onto the booking system would be required, with sign off by staff on Terms of Use, Driver Declaration. The system should add bookings made automatically into staff calendars and data should be collated on trips, including CO2 savings. A few scenarios: • A staff member takes the bus/LUAS into work at County Hall. They borrow a staff EV from the Mobility Hub to visit a site across the city for an in-person meeting during the working day. • A staff member walks into work at County Hall. They borrow a staff e-bike from the Mobility Hub to visit a site within the County for an in-person work event. • Several staff members book one EV from the Mobility Hub, to travel together to a working meeting in a neighbouring County, returning the EV back to County Hall the same day. Objective of the procurement: Establish an SDCC Mobility Hub for staff with decarbonised vehicle options to reduce the use of Internal Combustion Engine (ICE) vehicles. Encouraging the use of alternatives to private cars, reducing traffic congestion and emissions. Requirements: 1. Vehicles (Company EV Cars/Pool Vehicles/e-Bikes): • Vehicle Booking System: o Implement an online booking system for shared vehicles. o Ensure the system is user-friendly and accessible from mobile devices. • Vehicle Maintenance: o Establish a schedule for regular vehicle maintenance and inspections. o Ensure vehicles are properly insured and maintained. • Fuel Management: o Implement a fuel card system or other method for tracking and managing fuel costs. o Consider electric vehicles and charging infrastructure. • Vehicle Tracking: o Consider GPS tracking for company vehicles to monitor usage and location. o Ensure compliance with privacy regulations. • Vehicle Policy: o Create a clear vehicle usage policy that outlines rules and responsibilities. o Address issues like driver eligibility, vehicle maintenance, and accident procedures. 2. Reporting and Data Analytics: • Usage Tracking: o Implement systems to track usage of flexible workspaces, shared vehicles, and bike-sharing programs. o Capture data on commute patterns, remote work frequency, and travel expenses. • Performance Metrics: o Define KPIs to measure the effectiveness of the mobility hub (e.g., reduction in commute times, increased employee satisfaction, cost savings). o Generate reports on key metrics to track progress and identify areas for improvement. • Expense Management: o Implement a system for tracking and reporting travel expenses, including mileage, fuel costs, and public transport fares. o Automate expense reporting to streamline the process. • Environmental Impact: o Track the carbon footprint of employee commutes and travel. o Generate reports on the organization's progress in reducing its environmental impact. • Feedback Collection: o Conduct regular surveys and gather feedback from staff on their experience with the mobility hub. o Use feedback to make adjustments and improvements. 3. Training and Awareness: • Vehicle Safety Training: o Provide training on safe driving practices and vehicle maintenance. o Address issues like defensive driving, fuel efficiency, and accident procedures. • Bike Safety Training: o Provide training on bike safety, traffic laws, and safe cycling practices. o Address issues like helmet use, visibility, and road hazards. • Mobility Hub Orientation: o Provide an orientation session for new staff on the mobility hub and its benefits. o Ensure staff are aware of the policies and procedures related to the hub. • Software Training: o Training on any new software that is implemented: booking systems, reporting software, etc. 4. Physical Assets: o The Council wishes to explore options on asset provision, including the Council procuring vehicles and bikes or leasing from the provider. Estimated Value of the contract Please note, the estimated value is NOT a commitment by the Council. Any documents contained within the Preliminary Market Consultation are indicative only and may be subject to change prior to the formal release of the tender. Expected maximum value of the contract is €1 million over the duration of the contract (up to 10 years). Duration of Engagement Initial engagement for three years with an option for the Council to extend for 12 months up to a maximum of 7 times. Therefore, maximum engagement term is 10 years or when the maximum value of the contract is exhausted. Instructions to interested parties. To assist in the development of the approach to the provision of this service, South Dublin County Council would welcome input in advance of the tender process. Interested parties must supply contact details and an overview of their offering for the effective delivery of this solution. The Council will schedule demonstration meetings with potential suppliers to hear about their offerings and provide more details. Project timetable: • April 2025 - PMC engagement with SDCC and possible solutions providers • April / May 2025 - possible providers to demonstrate their platforms, project methodologies and requirements. • May / June 2025 - Tender to be published, responses to be evaluated and awarded. • July / August 2025 - Initiation of the project – completion of the project before year end. Contact Details: Via electronic mailbox on www.etenders.gov.ie About the Council: South Dublin County Council provides and funds a broad range of services including housing, roads, walking and cycling routes, parks and playgrounds, libraries, sports facilities, litter control, arts centres, enterprise units, fire services, community infrastructure and financial supports. It also serves as a platform for local democracy with 40 Councillors spread across seven electoral areas. • The SDCC Climate Action Plan 2024-2029 stipulates to: o Aims to reduce kilometres travelled by private Internal Combustion Engine (ICE) vehicles within work hours and incentivise modes such as cycling, electric vehicles. • In essence, the mobility hubs will be designed to create seamless and convenient transitions between different modes of transport, fostering a more sustainable and efficient transportation ecosystem. • The location of the EV charging and secure e-bike parking will be onsite at SDCC County Hall and will be installed by SDCC. • To begin with, there will be around four EV and twelve e-bikes used as part of this Mobility Hub. • There are around 726 staff currently in County Hall (Document attached with further information).