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Published 18 Sept 2026, 16:30 BST

Official UK procurement notice

Chiltern Rail - Train Planning & Rostering System Replacement

Submit via portal Official notice Competition analysis

Authority: CHILTERN RAIL LIMITED (Public body)·On behalf of: SYSTRA LIMITED

Two-stage2 lotsServicesCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: Delivery location not published
Published estimate £6,500,000envelope for 2 lots · £7,800,000 inc. VAT · 1 value update
Submission deadline 16 Oct 202623:59 BST · 28d 6h left
Candidates invited to tender up to 5published shortlist size
Contract term 5 yrsup to 7 yrs with extensions · starts 14 Jun 2027
Bids per lot · the market 4.5CPV 7222 · n=22 · competition analysis ↓

What is being bought2 lots · detail below

Published requirement description

Chiltern Railways is seeking to procure supplier-hosted software solutions and associated services to replace its existing Train Planning and Rostering systems. The procurement is divided into two Lots:

Lot 1 - Train Planning System; and

Lot 2 - Rostering System.

Lot 1 is for the provision, implementation, hosting, support and maintenance of a Train Planning System. The solution is required to support train planning and diagramming activities, including the creation, import, editing, validation, management and publication of timetables, schedules, rolling stock diagrams and traincrew diagrams. The solution must support planning data management, timetable change management, scenario modelling, auditability, version control, reporting, user permissions and secure data exchange with relevant operational and business systems.

Lot 2 is for the provision, implementation, hosting, support and maintenance of a Rostering System. The solution is required to support base, weekly and daily rostering for relevant staff groups, including traincrew, station staff and fleet/engineering staff. The solution must support roster creation, validation, publication and management, allocation of staff to duties, management of leave, overtime, shift swaps, fatigue and risk assessment, identification of uncovered turns and roster coverage gaps, employee self-service, reporting, auditability, user permissions and secure data exchange with relevant operational and business systems.

Read the full description (1,853 more characters)

For each Lot, the successful supplier will be required to provide a fully managed, vendor-hosted solution. This includes the software, hosting, configuration, implementation, data migration, integration, testing, training, change management, documentation, support, maintenance, updates, service management, information security, business continuity, disaster recovery, contract management and exit assistance required to deliver and operate the relevant solution.

Bidders may participate in respect of Lot 1, Lot 2, or both Lots. Chiltern Railways may award Lot 1 and Lot 2 to different suppliers or may award both Lots to the same supplier in accordance with the procurement documents and award methodology.

The estimated value of Lot 1 is £140,000 to £430,000 per annum and £1,000,000 to £3,000,000 over the full contract term, including any optional extension period.

The estimated value of Lot 2 is £210,000 to £500,000 per annum and £1,500,000 to £3,500,000 over the full contract term, including any optional extension period.

The estimated combined value of Lot 1 and Lot 2 is £2,500,000 to £6,500,000 excluding VAT over the full contract term, including any optional extension period.

The estimated contract start date is 26 July 2027. The indicative operational go-live date is 1 March 2028, being the date from which the system is expected to start being rolled out and used by Chiltern Railways staff. The indicative implementation complete date is 30 June 2028, being the date by which the system is expected to be fully implemented, tested, accepted where applicable, ready for and/or used in live operational production, and to have completed dual running with the incumbent tools.

The initial contract term is expected to be 60 months, with an option for Chiltern Railways to extend for a further period or periods of up to 24 months in total.

  • Two-stage procedure: up to 5 candidates will be invited to tender.
  • How the procedure runs: Chiltern Railways is using the competitive flexible procedure for this procurement. The procurement will be conducted in stages. Suppliers may request to participate by submitting a completed Procurement Specific Questionnaire ("PSQ") response through MarketDojo for Lot 1, Lot 2, or both Lots. At the participation stage, Chiltern more…Railways will assess PSQ responses, including exclusions, debarment checks, conditions of participation, pass/fail requirements and Lot-specific scored technical capability questions. Subject to receiving sufficient suitable responses, Chiltern Railways intends to invite up to the top five scoring suppliers per Lot to the Invitation to Tender stage. Shortlisted suppliers will then be invited to submit Initial Tenders. Initial Tenders will be evaluated separately for each Lot and used for progression purposes only. Chiltern Railways may reduce the number of suppliers progressing to later stages in accordance with the procurement documents. The later stages are expected to include a bidder briefing event, evaluation of Initial Tenders, demonstration sessions, dialogue with shortlisted suppliers, submission of Final Tenders and a Preferred Bidder stage. Dialogue may be used to clarify, test and refine suppliers' proposals, assumptions, risks, dependencies, implementation approach, service approach, commercial position and contractual position before Final Tenders are submitted. Chiltern Railways reserves the right to refine the award criteria and/or assessment methodology before inviting tenders, provided this is done in accordance with the procurement documents and applicable law. Final Tenders will be evaluated to determine the most advantageous tender or tenders and the successful award configuration for Lot 1 and Lot 2. Where suppliers submit Final Tenders for both Lots, Chiltern Railways will undertake an Award Combination Assessment, including consideration of any binding Joint Commercial Offer submitted for the award of both Lots. Further details of the procedure, shortlisting approach, tender stages, award criteria, assessment methodology, timetable and submission requirements are set out in the ITP, Draft ITT and associated procurement documents available through MarketDojo.

CPV: Software package and information systems · Software-related services · System and support services · Systems and technical consultancy services

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£6,500,000 together) · same evaluation weights on every lot
Lot #1Train Planning SystemRenewal 5 yrsSMEPublished value£3,000,000
Lot 1 is for the provision, implementation, hosting, support and maintenance of a Train Planning System for Chiltern Railways. The solution is required to support Chiltern Railways' train planning and diagramming activities, including the creation, import, editing, validation, management and publication of timetables, schedules, rolling stock diagrams and traincrew diagrams. The solution must also support planning data management across relevant timetable periods, short-term and long-term planning, service changes, cancellations, scenario modelling, auditability, version control, reporting, co…
Contract period: 14 Jun 2027 — 14 Jun 2032 (5 yrs) · up to 7 yrs with extensionsEligibility: SME eligibleTurnover guideline: ~£1,198,031/yr≈ 2× annual value
Value
£3,000,000 exc. VAT · £3,600,000 inc. VAT
Extensions
he initial contract term will be 60 months. Chiltern Railways may extend the contract for a further period or periods of up to 24 months in total. The extension may be used where Chiltern Railways considers that continued provision of the relevant Train Planning System and/or Rostering System is required to support operational continuity, system stability, value for money, ongoing support and maintenance, completion more…of lifecycle activities, or transition planning. The optional extension may be taken as one 24-month extension or as shorter extension periods, provided that the total extension period does not exceed 24 months.
Second stage
up to 5 candidates invited to tender
48000000 Software package and information systems72220000 Systems and technical consultancy services72250000 System and support services72260000 Software-related services
Pre-qualification & selection criteria (PQQ)2
  • Condition of participation
    Suppliers will be selected to tender for Lot 1 on the basis of their PSQ response. Suppliers must first pass all applicable pass/fail PSQ requirements, including exclusions and debarment checks, Core Supplier Information, Associated Persons, intended more…sub-contractors, economic and financial standing, insurance, data protection and other compliance requirements. Suppliers that pass the applicable pass/fail requirements will then have their Lot 1 scored technical capability responses evaluated. The scored Lot 1 questions cover relevant experience and contract examples, delivery capability, implementation, transition and delivery capability, and support capability. Chiltern Railways intends to invite up to the top five scoring suppliers for Lot 1 to the Invitation to Tender stage, subject to receiving sufficient suitable and compliant responses.
    shortlisting
  • Condition of participation
    Suppliers will be selected to tender for Lot 1 on the basis of their PSQ response. Suppliers must first pass all applicable pass/fail PSQ requirements, including exclusions and debarment checks, Core Supplier Information, Associated Persons, intended more…sub-contractors, economic and financial standing, insurance, data protection and other compliance requirements. Suppliers that pass the applicable pass/fail requirements will then have their Lot 1 scored technical capability responses evaluated. The scored Lot 1 questions cover relevant experience and contract examples, delivery capability, implementation, transition and delivery capability, and support capability. Chiltern Railways intends to invite up to the top five scoring suppliers for Lot 1 to the Invitation to Tender stage, subject to receiving sufficient suitable and compliant responses.
    shortlisting

Who is likely to bid for this lot ↓

Lot #2Lot 2 - Rostering SystemRenewal 5 yrsSMEPublished value£3,500,000
Lot 2 is for the provision, implementation, hosting, support and maintenance of a Rostering System for Chiltern Railways. The solution is required to support base, weekly and daily rostering for relevant staff groups, including traincrew, station staff and fleet/engineering staff. The solution must support roster creation, validation, publication and management, allocation of staff to duties, leave, overtime, shift swaps, fatigue and risk assessment, identification of uncovered turns and coverage gaps, reporting, auditability, user permissions and secure data exchange with relevant operational…
Contract period: 14 Jun 2027 — 14 Jun 2032 (5 yrs) · up to 7 yrs with extensionsEligibility: SME eligibleTurnover guideline: ~£1,397,702/yr≈ 2× annual value
Value
£3,500,000 exc. VAT · £4,200,000 inc. VAT
Extensions
he initial contract term will be 60 months. Chiltern Railways may extend the contract for a further period or periods of up to 24 months in total. The extension may be used where Chiltern Railways considers that continued provision of the relevant Train Planning System and/or Rostering System is required to support operational continuity, system stability, value for money, ongoing support and maintenance, completion more…of lifecycle activities, or transition planning. The optional extension may be taken as one 24-month extension or as shorter extension periods, provided that the total extension period does not exceed 24 months.
Second stage
up to 5 candidates invited to tender
48000000 Software package and information systems72220000 Systems and technical consultancy services72250000 System and support services72260000 Software-related services
Pre-qualification & selection criteria (PQQ)2
  • Condition of participation
    Suppliers will be selected to tender for Lot 2 on the basis of their PSQ response. Suppliers must first pass all applicable pass/fail PSQ requirements, including exclusions and debarment checks, Core Supplier Information, Associated Persons, intended more…sub-contractors, economic and financial standing, insurance, data protection and other compliance requirements. Suppliers that pass the applicable pass/fail requirements will then have their Lot 2 scored technical capability responses evaluated. The scored Lot 2 questions cover relevant experience and contract examples, delivery capability, implementation, transition and delivery capability, and support capability. Chiltern Railways intends to invite up to the top five scoring suppliers for Lot 2 to the Invitation to Tender stage, subject to receiving sufficient suitable and compliant responses.
    shortlisting
  • Condition of participation
    Suppliers will be selected to tender for Lot 2 on the basis of their PSQ response. Suppliers must first pass all applicable pass/fail PSQ requirements, including exclusions and debarment checks, Core Supplier Information, Associated Persons, intended more…sub-contractors, economic and financial standing, insurance, data protection and other compliance requirements. Suppliers that pass the applicable pass/fail requirements will then have their Lot 2 scored technical capability responses evaluated. The scored Lot 2 questions cover relevant experience and contract examples, delivery capability, implementation, transition and delivery capability, and support capability. Chiltern Railways intends to invite up to the top five scoring suppliers for Lot 2 to the Invitation to Tender stage, subject to receiving sufficient suitable and compliant responses.
    shortlisting

Who is likely to bid for this lot ↓

What it takes to win

Evaluation split and conditions of participation as published — the tender pack may add more
How bids are scored · same split on all 2 lots
Quality: 140Price: 40Social value: 20
Published sub-criteria (8)
  • Technical Response — 55
  • Demonstration — 15
  • Technical Response — 55
  • Demonstration — 15
  • Commercial — 20
  • Commercial — 20
  • Social Value — 10
  • Social Value — 10

No conditions of participation were published on the notice; check the tender documents.

Competition analysis · published record, not a forecast of who will bid

How CHILTERN RAIL LIMITED buys Systems and technical consultancy services (CPV 7222) — and who usually turns up

CHILTERN RAIL LIMITED’s own published record, next to the Greater London market for the same work. Frameworks and DPS are kept out: they attract a different number of bids. Whole-market view: sector page →

1

How the contest usually goes

Left: this authority. Right: the market where the work is delivered. Bids and award-vs-estimate pairs are per lot, from contested contracts only — direct awards report one bid by definition and are left out. Empty means nothing was published, not filled in from elsewhere.

This authority

CHILTERN RAIL LIMITED

contract notices in 36 months: 1 in CPV 7222 · 4 in division 72 · 37 in all categories

Bids per lot—no bid reports published
Single-bid lots—no bid reports published
Award vs estimate—no comparable estimate → award pairs
Deadline → award111dall categories · 36m · n=5 notices
Notice updates0all categories · 24m · n=37 notices
Awarded without competition0%division 72 · 36m · n=4 notices
How procedures are run indicative · n=2
  • Open 50%
  • Selective 50%
  • Limited 0%
  • Direct 0%

4 notices · division 72. Open and selective are contested (feed the bid/price figures above); limited and direct are not.

The market · authority’s region

Greater London · Systems and technical consultancy services (CPV 7222)

contract notices delivered in Greater London in 36 months: 109 in CPV 7222 (88 contested) · 656 in division 72 (452 contested) · the notice publishes no delivery location, so the authority’s registered region is used

Bids per lot4.5CPV 7222 · 36m · n=22 lots
Single-bid lots5%CPV 7222 · 36m · n=22 lots
Award vs estimateat estimateCPV 7222 · 36m · n=14 pairs
Deadline → award70dCPV 7222 · 36m · n=9 notices
SME bidders71%CPV 7222 · 36m · n=4 lots
Winners based in the region76%CPV 7222 · 36m · n=41 awards
Bids per lot · history, not this notice’s lots robust · n=22
  • 1 bid 5%
  • 2–3 32%
  • 4–6 36%
  • 7+ 27%

Median 4.5 · 22 lots on 21 contested notices · CPV 7222.

Winning award vs estimate robust · n=14
  • Below estimate 29%
  • Within ±2% 36%
  • Above estimate 36%

14 lot pairs · CPV 7222.

robust · n=14 Awards in Greater London (CPV 7222, n=14 pairs) land a median at estimate. Applied to each lot’s own published value in the lot table below — the notice total (£6,500,000) is an envelope for 2 lots and is not converted.

Method and what to read with care
  • Two columns, no blending. The authority column walks its own record only: notices in the 4-digit class, then the 2-digit division, then all categories (36 months, per lot, contested only), and as a last resort its 24-month row across all categories (per notice, every route). The market column is the notice’s primary delivery ITL1 × the same class, then division (36 months). Nothing is filled from the UK-wide class; an empty tile means the source published nothing usable.
  • Per lot, contested only. Find a Tender publishes bid counts per lot; a seven-lot tender is seven contests. Procedures awarded without competition (limited / direct) are excluded from bids, price pairs and decision days — they report one bid by definition. Frameworks and DPS are a separate population from contracts (6–7 bids per lot against 2–4) and only the notice’s own kind is shown.
  • Coverage. Roughly 40 % of notices publish a bid count; about half publish an ITL1 delivery location, so the market column reads the authority’s registered region when the notice has none (labelled). Award-vs-estimate pairs need a lot estimate, one active award on the lot, one canonical supplier and a gap under 60 %; about 30 % of pairs are exact matches (the buyer published the award at the estimate). n is on every figure; below 3 the tile is muted, never hidden.
  • Pounds. The expected award applies the authority’s median movement (or the region’s, when the authority has fewer than 3 pairs) to this notice’s estimate; the middle half uses the region’s quartiles. A multi-lot notice publishes an envelope, so the movement is applied per lot, never to the total. A benchmark, not a recommended price.
  • “Match” and “relevance” are model scores from the nightly matcher, not published facts. Find a Tender does not publish who is bidding. Never shown: contact details, payment behaviour, or a recommended price.

Procedure terms & legal framework

From the official record
Procedure method
Competitive flexible procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Open for expressions of interest
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
No (one-off requirement)
First published
18 Sept 2026, 16:30 BST
Last source update
18 Sept 2026, 16:30 BST
Award evaluation window
Submission end — 14 Jun 2027, 23:59 BST
Latest notice
Tender notice (UK4)
Classification (CPV)
Software package and information systemsSoftware-related servicesSystem and support servicesSystems and technical consultancy services
Delivery area
Not published
Official registry OCID
ocds-h6vhtk-06d4a7 Find a Tender
How it runs
Chiltern Railways is using the competitive flexible procedure for this procurement. The procurement will be conducted in stages. Suppliers may request to participate by submitting a completed Procurement Specific Questionnaire ("PSQ") response through MarketDojo for Lot 1, Lot 2, or both Lots. At the participation stage, Chiltern Railways will assess PSQ responses, including exclusions, debarment checks, conditions more…of participation, pass/fail requirements and Lot-specific scored technical capability questions. Subject to receiving sufficient suitable responses, Chiltern Railways intends to invite up to the top five scoring suppliers per Lot to the Invitation to Tender stage. Shortlisted suppliers will then be invited to submit Initial Tenders. Initial Tenders will be evaluated separately for each Lot and used for progression purposes only. Chiltern Railways may reduce the number of suppliers progressing to later stages in accordance with the procurement documents. The later stages are expected to include a bidder briefing event, evaluation of Initial Tenders, demonstration sessions, dialogue with shortlisted suppliers, submission of Final Tenders and a Preferred Bidder stage. Dialogue may be used to clarify, test and refine suppliers' proposals, assumptions, risks, dependencies, implementation approach, service approach, commercial position and contractual position before Final Tenders are submitted. Chiltern Railways reserves the right to refine the award criteria and/or assessment methodology before inviting tenders, provided this is done in accordance with the procurement documents and applicable law. Final Tenders will be evaluated to determine the most advantageous tender or tenders and the successful award configuration for Lot 1 and Lot 2. Where suppliers submit Final Tenders for both Lots, Chiltern Railways will undertake an Award Combination Assessment, including consideration of any binding Joint Commercial Offer submitted for the award of both Lots. Further details of the procedure, shortlisting approach, tender stages, award criteria, assessment methodology, timetable and submission requirements are set out in the ITP, Draft ITT and associated procurement documents available through MarketDojo.

How to participate & submission route

Official notice Submit via portal
Authorised e-sourcing portalportal not identifiedElectronic submission allowedLanguage: EN
Open official portal workspace ↗
Expression of interest (EOI)
16 Oct 2026, 23:59 BST
Tender submission deadline
16 Oct 2026, 23:59 BST
Clarification deadline
—
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Shortlist
up to 5 candidates invited to tender
Detailed submission instructions & authority contactsFrom official release
marketdojo.com ↗ Chiltern use Market Dojo e-sourcing portal for the purposes of this Procurement. Use Invitation Code: D8855E69D4 to access the tender documents.

Timeline

7 published dates · Europe/London
  1. Planning notice published53 days ago
    27 Jul 2026, 17:40 BST
  2. Market engagement28 days ago
    21 Aug 2026, 23:59 BST
    The preliminary market engagement will run from 27 July 2026 to 21 August 2026 and will be conducted electronically through Market Dojo, with no in-person events currently planned. The engagement will test the clarity, completeness and feasibility of Chiltern Railways' draft Train Planning and more…Rostering requirements and obtain non-binding indicative pricing to inform the expected contract value and internal budget. Suppliers wishing to participate should email [email protected] to express their interest and receive access to the Market Dojo event. Any clarification questions must be submitted through Market Dojo by 14 August 2026, with completed responses submitted by 21 August 2026.
  3. Tender notice publishedjust passed
    18 Sept 2026, 16:30 BST
  4. Expressions of interest byin 28 days
    16 Oct 2026, 23:59 BST
  5. Submission deadlinein 28 days
    16 Oct 2026, 23:59 BST
  6. Contract startsin 268 days
    14 Jun 2027, 00:00 BST
  7. Award decision expected byin 269 days
    14 Jun 2027, 23:59 BST

Commercial outcome & contract awards

Nothing awarded yet
Awards (0)
No award published
Contracts (0)
No contract published
Bid statistics
No aggregate bid statistics published

Notice history

6 events · 3 releases on Find a Tender · since 27 Jul 2026
  1. Tender notice published
    18 Sept 2026, 16:30 BSTUK4
  2. Published value published: £6,500,000
    18 Sept 2026, 16:30 BST
  3. Status changed to active
    18 Sept 2026, 16:30 BST
  4. Procurement method changed
    18 Sept 2026, 16:30 BST
  5. Preliminary market engagement notice published
    27 Jul 2026, 17:44 BSTUK2
  6. Preliminary market engagement notice published
    27 Jul 2026, 17:40 BSTUK2

Contracting authority & participating public bodies

2 public bodies on the notice

CHILTERN RAIL LIMITED

Contracting authorityPrivate utilityPublic undertaking GB-COH: 03007939 · GB-PPON: PVZY-1382-PCNY Waterloo General Office 2nd Floor, Waterloo General Office, London, London, SE1 8SW [email protected]
View buyer profile →

Other public bodies

Official documents & specifications (5)

Official links; attachments are not copied

Tender pack and attachments

  • Conflict of interest declarationtenderConflict of interest declarationNot published
  • Bidding documents and specifications tenderBidding documents and specificationsChiltern use Market Dojo e-sourcing portal for the purposes of this Procurement. Use Invitation Code: D8855E69D4 to access the tender documents.

Notices published for this procedure