Official UK procurement notice
Chiltern Rail - Train Planning & Rostering System Replacement
Authority: CHILTERN RAIL LIMITED (Public body)·On behalf of: SYSTRA LIMITED
What is being bought2 lots · detail below
Published requirement descriptionChiltern Rail 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 (1,839 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 Rail 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 Rail 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 Rail 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 Rail Limited will conduct the procurement using the Competitive Flexible Procedure. The process will comprise: an Invitation to Participate and assessment of Conditions of Participation; shortlisting of suppliers for ITT stage; submission and evaluation of Initial Tenders; a Demonstration Stage for selected suppliers; a more…
Dialogue Stage with suppliers progressing from the Demonstration Stage; submission and evaluation of Final Tenders; and a Preferred Bidder Stage prior to contract award. Initial Tenders will be used to select suppliers to progress through subsequent stages. Chiltern Rail Limited may engage in dialogue and clarification with remaining suppliers and may refine the procurement requirements, contractual position and draft award criteria where permitted and as set out in the procurement documents. Final Tenders will supersede Initial Tenders for final evaluation purposes, with applicable Demonstration scores carried forward. Suppliers may be reduced between stages in accordance with the published selection and evaluation methodology.- No preliminary market engagement: This preliminary market engagement notice was submitted via "The Chiltern Railways Limited"
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 lotLot #1Train PlanningRenewalPublished value£3,000,000
- Value
- £3,000,000 exc. VAT · £3,600,000 inc. VAT
- Extensions
The initial contract term will be 60 months. Chiltern Rail may extend the contract for a further period or periods of up to 24 months in total. The extension may be used where Chiltern Rail 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 of more…
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
- Condition of participationshortlisting
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 Rail 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.
Lot #2RosteringRenewalPublished value£3,500,000
- Value
- £3,500,000 exc. VAT · £4,200,000 inc. VAT
- Extensions
The initial contract term will be 60 months. Chiltern Rail may extend the contract for a further period or periods of up to 24 months in total. The extension may be used where Chiltern Rail 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 of more…
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
- Condition of participationshortlisting
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.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published — the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (4)
- Technical Response — 55%
- Demonstration — 15%
- Commercial — 20%
- 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
Systems and technical consultancy services (CPV 7222) in Greater London — and who usually turns up
CHILTERN RAIL LIMITED has too little published record in this market to describe on its own; the Greater London market stands beside whatever it has. Frameworks and DPS are kept out: they attract a different number of bids. Whole-market view: Systems and technical consultancy services (CPV 7222) →
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 (including PA 2023 transparency notices) report one bid by definition and are left out. On Procurement Act 2023 notices the count is the tenders assessed at the final stage, not every submission received; pairs compare like with like (VAT-exclusive, or VAT-inclusive on both sides). Empty means nothing was published, not filled in from elsewhere.
CHILTERN RAIL LIMITED
no contract notices in Systems and technical consultancy services (CPV 7222) in 36 months
CHILTERN RAIL LIMITED has published no bid reports, no comparable estimate → award pairs and no award dates that this analysis can use — in Systems and technical consultancy services (CPV 7222) (36 months) or across all categories (24 months).
Greater London · Systems and technical consultancy services (CPV 7222)
contract notices delivered in Greater London in 36 months: 123 in CPV 7222 (65 competed, 37 route not published) · 713 in division 72 (314 competed, 191 route not published) · the notice publishes no delivery location, so the authority’s registered region is used
i
How many companies usually bid for work like this.
Middle value of published bid counts, one per lot, for this buyer or this region in the same sector.
Based on this region’s tenders in this sector (CPV 7222), last 36 months: 27 lots. 15 lots are from Procurement Act 2023 notices (bids assessed, middle 3) and 12 from older notices (bids received, middle 4).
Nothing is filled in from UK-wide numbers. An empty tile means nothing usable was published.
i
How often only one company bid.
Share of lots that received exactly one bid, on the same competitions as the bids figure.
Based on this region’s tenders in this sector (CPV 7222), last 36 months: 27 lots.
High means a thin market or an incumbent that is hard to beat.
i
Do awards for work like this land above or below the estimate.
Estimate against award per lot, for this buyer or this region in the same sector.
Based on this region’s tenders in this sector (CPV 7222), last 36 months: 20 pairs.
A past pattern, not a price to bid.
i
How long buyers here take to decide after bids close.
Middle value in days from the deadline to the first award notice, on competitions that published both dates.
Based on this region’s tenders in this sector (CPV 7222), last 36 months: 15 notices.
Only decided tenders count, so slow ones still waiting are not in.
i
How much of this market goes to small and medium firms.
SME bidders where buyers published the split, otherwise SME winners.
Based on this region’s tenders in this sector (CPV 7222), last 36 months: 19 lots.
i
How much work like this goes to companies based in the delivery region.
Awards in this category delivered here where the winner’s registered address is in the region.
Based on this region’s tenders in this sector (CPV 7222), last 36 months: 49 awards.
Registered address, so a national firm with a local branch counts as outside.
i
Where this tender’s estimate would land if the usual pattern repeats.
We apply the buyer’s usual movement between estimate and award (or the region’s) to the estimate on this notice.
This notice gives one total for several lots, so we show the percentage but do not turn it into pounds.
A benchmark, not a price to bid.
Coverage and what to read with care
- Each tile explains itself. The on a figure says what it is, how it is counted and which scope this notice’s own record came from (class, division, all categories, or the authority’s 24-month row). The two columns are never blended and nothing is filled from a UK-wide figure; an empty tile means the source published nothing usable. Long form: Methodology.
- 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). About 30 % of award-vs-estimate pairs are exact matches — the buyer published the award at the estimate. n is on every figure; a thin sample is muted, never hidden.
- “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
- 23 Sept 2026, 13:42 BST
- Last source update
- 23 Sept 2026, 13:42 BST
- Award evaluation window
- Submission end — 14 Jun 2027, 23:59 BST
- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Not published
- Official registry OCID
ocds-h6vhtk-07789eFind a Tender
- How it runs
Chiltern Rail Limited will conduct the procurement using the Competitive Flexible Procedure. The process will comprise: an Invitation to Participate and assessment of Conditions of Participation; shortlisting of suppliers for ITT stage; submission and evaluation of Initial Tenders; a Demonstration Stage for selected suppliers; a Dialogue Stage with suppliers progressing from the Demonstration Stage; submission and more…
evaluation of Final Tenders; and a Preferred Bidder Stage prior to contract award. Initial Tenders will be used to select suppliers to progress through subsequent stages. Chiltern Rail Limited may engage in dialogue and clarification with remaining suppliers and may refine the procurement requirements, contractual position and draft award criteria where permitted and as set out in the procurement documents. Final Tenders will supersede Initial Tenders for final evaluation purposes, with applicable Demonstration scores carried forward. Suppliers may be reduced between stages in accordance with the published selection and evaluation methodology.
How to participate & submission route
Official notice Submit via portal- Expression of interest (EOI)
- 19 Oct 2026, 14:00 BST
- Tender submission deadline
- 19 Oct 2026, 14:00 BST
- Clarification deadline
- —
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
- Shortlist
- up to 5 candidates invited to tender
Timeline
5 published dates · Europe/London- Tender notice publishedearlier today23 Sept 2026, 13:42 BST
- Expressions of interest byin 26 days19 Oct 2026, 14:00 BST
- Submission deadlinein 26 days19 Oct 2026, 14:00 BST
- Contract startsin 263 days14 Jun 2027, 00:00 BST
- Award decision expected byin 264 days14 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
1 event · 1 release on Find a Tender- Tender notice published23 Sept 2026, 13:42 BSTUK4
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- SYSTRA LIMITEDProcuring entityBusiness Analyst
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Conflict of interest declarationNot published
Notices published for this procedure
- Tender notice Tender notice on Find a Tender