Procurement & Tendering
Sample tender specification for automatic counting systems
Public procurers – municipalities, tourism boards, protected areas – must follow procurement law when purchasing. This product-neutral template meets all legal requirements and explicitly permits trailpulse as an equivalent solution.
Why a product-neutral specification?
European procurement law (Directive 2014/24/EU) requires that public tenders be written in a product-neutral manner – binding a tender to a specific manufacturer is not permitted. Technically equivalent solutions must be explicitly admitted.
The template below describes all essential functional characteristics of a modern visitor counting system without referring to any specific product or manufacturer. trailpulse meets all stated minimum requirements – this is documented in detail in the compliance table below.
Tender guidance (not a copy-paste legal text)
IMPORTANT NOTICE
This section is technical guidance and NOT a legally binding tender specification.
For procurement procedures, wording must always be adapted to project scope, thresholds, and local law, and reviewed by legal/procurement experts.
RECOMMENDED BUILDING BLOCKS FOR A PRODUCT-NEUTRAL TENDER
1) Scope of work
- Automatic outdoor counting system for bicycles and pedestrians
- Supply, installation, commissioning and operational handover
- All required components, interfaces and documentation included
2) Functional minimum requirements
- Bidirectional detection with separate reporting
- Material-independent bicycle detection (e.g. carbon/aluminium equivalent)
- Reliable individual counts at short spacing and in groups
- Traceable tamper/interference detection
3) Data and IT requirements
- Local buffering during connectivity loss
- Automatic synchronisation after reconnection
- Encrypted transmission according to current standards
- Export in open formats (e.g. CSV) and documented analytics access
4) Installation and operations
- Site coordination with contracting authority
- Professional installation per manufacturer guidance
- Operating concept for power supply and maintenance
- Protection against weather, damage and unauthorised access
5) Qualification and evidence
- References in comparable environments
- Technical datasheets and relevant test evidence
- Description of training, trial operation and handover
LEGAL NOTICE
Do not use brand-binding language without legal basis.
Equivalent solutions must be admissible and the evaluation logic must be transparent.
Evidence: trailpulse meets all minimum requirements
The table below shows how trailpulse fulfils every requirement in the tender specification – suitable as bidder evidence documentation.
| Functional requirements | ||
|---|---|---|
| Requirement | Status | trailpulse evidence |
| Automatic counting of bicycles and pedestrians | ✓ | Fully met Induction-based sensing reliably detects both bicycles and pedestrians in real time. |
| Detection in both directions with separate evaluation | ✓ | Fully met 2-module configuration enables bidirectional counting with separate directional counts in the dashboard. |
| Rim-material-independent detection (aluminium, carbon) | ✓ | Fully met Inductive loops detect regardless of rim material – carbon and aluminium wheels counted with equal reliability. |
| Individual counting at short intervals and group rides | ✓ | Fully met Algorithm detects closely spaced objects and correctly separates them in the evaluation. |
| Automatic tampering and interference detection | ✓ | Fully met Integrated plausibility check detects continuous triggering, artificial pulses and approach without passage. |
| Timestamped data storage (date, time, direction) | ✓ | Fully met All events stored with ISO timestamp in 15-minute intervals and evaluated in the dashboard. |
| Data processing and transmission | ||
|---|---|---|
| Requirement | Status | trailpulse evidence |
| Local buffering during connection failure | ✓ | Fully met On-board storage secures all measurements locally – no data loss during connection interruptions. |
| Automatic retransmission after connection restoration | ✓ | Fully met After mobile connection is restored, stored data is automatically synchronised. |
| Wireless data transmission (mobile network or equivalent) | ✓ | Fully met NB-IoT / LTE-M mobile communication – works even in remote areas with weak signal. |
| Encrypted data transmission to recognised standards | ✓ | Fully met TLS-encrypted transmission in accordance with current security standards – no unencrypted transmission paths. |
| Web-based evaluation platform | ✓ | Fully met Cloud dashboard included in delivery – no additional software licence required. Browser-based access. |
| Data export in CSV / XLSX or equivalent | ✓ | Fully met Export to CSV and other common formats directly from the dashboard – no API knowledge required. |
| Accuracy, quality and references | ||
|---|---|---|
| Requirement | Status | trailpulse evidence |
| Suitability for the intended deployment | ✓ | Fully met Specifically designed for trails, forest roads and natural paths – IP68, -20°C to +80°C, unpaved surfaces. |
| References, test certificates, field trials | ✓ | Fully met References: MTB-Linz (19,996 rides counted), ASKÖ Heuberg-Trail (since 2023), Rettenbachtal, mtb9020 Klagenfurt. |
| Assembly, installation and commissioning | ||
|---|---|---|
| Requirement | Status | trailpulse evidence |
| Site visit and coordination with contracting authority | ✓ | Fully met On-site consultation available on request – coordination on optimal sensor mat positioning included. |
| Professional assembly per manufacturer's instructions | ✓ | Fully met Installation per installation guide – self-installation in 15–30 min or on-site service option available. |
| Power supply (battery, solar or equivalent) | ✓ | Fully met Battery-powered with 1.5 to 4-year runtime – no mains connection required; solar option available. |
| Protection against weather, damage and tampering | ✓ | Fully met IP68 protection class (fully waterproof). Underground installation – no visible device, 100% vandal-proof. |
| System configuration and on-site calibration | ✓ | Fully met Full configuration and calibration during commissioning – remote or on-site. |
| Trial operation and instruction of contracting authority | ✓ | Fully met Trial operation log available. Dashboard and evaluation instruction via video call or on-site. |
| Complete technical documentation | ✓ | Fully met Assembly log, commissioning log, user manual and as-built documentation are handed over. |
Frequently asked questions about tendering
From what contract value do I need a formal tender?
Thresholds vary by country. In Austria, the Federal Public Procurement Act (BVergG) applies: for supply contracts below €50,000 (below-threshold), informal quote collection from at least three bidders suffices. Above €50,000, stricter procedural rules apply. We recommend documented quote comparison from €10,000 upwards.
Can I use this text 1:1?
No. This section is intentionally drafted as guidance and does not replace legal review. Tender documents must always be adapted to the specific project and legally/procurement-approved before publication.
Does the tender need to explicitly permit trailpulse?
Under procurement law, brand-binding is not permitted. The tender text must not exclude trailpulse by name or be tailored to a specific manufacturer. Equivalent solutions must be admitted. This template is drafted so that trailpulse clearly qualifies as equivalent.
How do I document that trailpulse meets the requirements?
The compliance table on this page can be used as bidder evidence documentation or referenced directly. We also provide a formal product data sheet and reference documentation for procurement procedures on request.
Does trailpulse help prepare bidding documents?
Yes. We prepare a complete tender submission on request including technical description, compliance evidence, reference list and cost breakdown – everything required for a bid in a procurement procedure.
Support with your tender
Want to publish your tender or align requirements first? Email us and we will provide guidelines, compliance evidence and publication-ready partner documents.