Official UK procurement notice
Rolling Stock Fillters Supply
Authority: CHILTERN RAIL LIMITED (Public body)
What is being bought
Published requirement descriptionChiltern Railways operates commuter/regional rail passenger services from its central London terminus at London Marylebone along the M40 corridor to destinations in Buckinghamshire, Oxfordshire and Warwickshire, as well as long-distance services to the West Midlands along two routes. Services on the Chiltern main line run from London Marylebone to Birmingham Snow Hill, Stratford-upon-Avon and Oxford, with some peak hour services to Kidderminster. Chiltern Railways also runs trains on the London to
Aylesbury Line to Aylesbury (with some trains terminating at Aylesbury Vale Parkway instead), on the Princes Risborough to Aylesbury and Oxford to Bicester branch lines.
This Procurement also covers East West Railway from Oxford to Bletchley or any other extensions that Chiltern Railways are contracted to operate.
Chiltern Railways operates a mixed fleet of rolling stock to fulfil its rail passenger services. The fleet consists of both diesel multiple units (DMUs) and diesel loco hauled Mk5a coach stock.
The fleet maintenance plan set out what maintenance tasks are required for the rolling stock and at what maintenance periodicities. The maintenance tasks include changing
various fluids and filters to ensure the safe operation and maintain the performance of thefleet. As such Chiltern Railways require one contract to supply these filters to ensure continuity of supply, so that the maintenance tasks are performed at the correct intervals.
To protect manufacturer warranties, only the manufacturer's recommended filters can be used which forms the specifications of this ITT. Only the filter makes and part numbers identified in the specifications are to be supplied and no substitutions will be accepted. Bidders must be capable of supplying all products within the basket of goods that make up the Specifications. No bids will be accepted where a Bidder is not able to supply all the
product types that make up the specifications.
Chiltern Railways will place orders for the products throughout the term of the agreement so that sufficient inventory levels can be maintained at its maintenance sites accordingly.
- How the procedure runs: This tender will follow a three stage process. Stage 1 is the invitation to participate, stage 2 is the invitation to tender and stage 3 is the preferred bidder stage. Stage 1 will include a procurement specific questionaire (PSQ). This is a set of questions which are either information only or pass/fail. Bidders that successfully meet the requirements of the PSQ shall be invited to stage 2. Stage 2 is the invitation to tender (ITT) stage. Bidders are invited to submit tenders which will be evalauated based upon three workstreams, commercial, legal and technical. Chiltern reserve the right to perform a Best and Final Offers round in stage 2. The award criteria are set out in the draft ITT document. During Stage 3, the highest scoring Bidder will be invited to engage in further discussions with CHILTERN as part of a Preferred Bidder stage. This stage will be used to finalise the draft contract terms and conditions, in accordance with the limitations set out in the procurement act.
CPV: Parts of locomotives or rolling stock
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£840,000
- Condition of participationshortlisting
Please refer to the Invitation to Participate document.
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 (3)
- Leagl: 35%
- Technical: 15%
- Commercial: 50%
Published award criteria (3)
- Commercial: Bidders are required to submit their price in the Pricing Schedule at Schedule 5 of the ITT. The estimated annual volume for each product (column G) has been included for the purposes of evaluation and is not intended to be a commitment of volume in any way. The price for the purposes of evaluation is the figure indicated in cell H23 of the "Price" sheet of Schedule 5 (Pricing Schedule). The unit price is multiplied by the estimated annual volume for each product to calculate the total price for each product line and the total annual price is then calculated which is the Bidder's price which will be evaluated. Any price which is more than double the lowest price will receive a score of 0%. The Commercial evaluation will be scored as follows: (Lowest price)/(Bidder's price)×Weighting (50%)
- Leagl: Bidders are required to provide a clean and redline mark-up of the draft contract/SLAs/KPIs and a commentary on the same using the template found at Schedule 8 (Legal Commentary Table) of the ITT. The following elements of the Draft Contract/SLAs/KPIs will not form part of the Legal evaluation: (a) Clause 2 - Term (b) Clause 10 - Price (c) Clause 19 - Insurance (d) Clause 20 - Termination (e) Schedule 4 - Compliance Requirements The Bidder's sbmission will be evaluated by panel of evaluators appointed by Chiltern Railways. Each panel member will first undertake an independent evaluation of the tender responses, applying the relevant evaluation criteria. Following completion of individual evaluations, a moderation meeting will be held at which the evaluation panel will reach a consensus score and reasons for the marking of each question but if a consensus score cannot be achieved, the final score for each question will be decided by the majority score awarded. The Bidder's submission will be scored on the basis of how far they diverge from the Draft Contract/SLAs/KPIs issued by CHILTERN using the scoring methodology set out below. Scores will be allocated on the basis of which scoring description best fits the response provided. Score:5 Description: The Bidder's approach indicates full or near full acceptance of the general principles of the Draft Contract/SLAs/KPIs, and where amendments are suggested, on balance risk allocation is more favourable to CHILTERN than in the Draft Contract/SLAs/KPIs. Score 4: The Bidder's approach indicates full or near full acceptance of the general principles of the Draft Contract/SLAs/KPIs, and where amendments are suggested, those amendments demonstrate no impact in terms of risk allocation to CHILTERN, when compared to the Draft Contract/SLAs/KPIs. Score 3: The Bidder's approach indicates general acceptance of the general principles of the Draft Contract/SLAs/KPIs, and where amendments are suggested, those amendments demonstrate only limited impact in terms of risk allocation to CHILTERN, when compared to the Draft Contract/SLAs/KPIs. Score 2: The Bidder's approach does not accept the general principles of the SLAs/KPIs, and where amendments are suggested, those amendments have a negative impact on risk allocation to Draft Contract/CHILTERN, when compared to the Draft Contract/SLAs/KPIs . Score 1: The Bidder's approach does not accept the general principles of the Draft Contract/SLAs/KPIs, and where amendments are suggested, those amendments have a significantly negative impact on risk allocation to CHILTERN, when compared to the Draft Contract/SLAs/KPIs. Score 0: The Bidder's approach does not accept the general principles of the Draft Contract/SLAs/KPIs and any comments and/or amendments to the SLAs/KPIs have a very substantial effect on the risk allocation to CHILTERN, when compared to the Draft Contract/SLAs/KPIs.
- Technical: The tehnical workstream is split into two tecnical questions. The first question is a pass/fail evaluation criteria and asks the Bidder if they already hold an Umbrella Direct Agreement with the Department for Transport or if not whether they would be prepared to hold an Umbrella Direct Agreement with the Department for Transport. The second question asks the Bidder to provide a contract mobilisation plan. This mobilisation plan should show the key milestones of the mobilisation phases and sequence of events linked to critical path. The plan should also identify any risks, interdependencies and how they will be managed. The Bidder's sbmission will be evaluated by panel of evaluators appointed by Chiltern Railways. Each panel member will first undertake an independent evaluation of the tender responses, applying the relevant evaluation criteria. Following completion of individual evaluations, a moderation meeting will be held at which the evaluation panel will reach a consensus score and reasons for the marking of each question but if a consensus score cannot be achieved, the final score for each question will be decided by the majority score awarded. Score 5: The response covers all of the items detailed within the question and the Requirements and Standards. There are no issues, weaknesses or omissions presented, and the response identifies and manages risk throughout mobilisation. The response provides a very high level of confidence in the Bidder's ability to deliver a successful mobilisation programme. Score 4: The response covers almost all of the items detailed within the question and the Requirements and Standards. There are only a few minor issues, weaknesses or omissions and the response identifies and manages risk throughout mobilisation. The response provides a high level of confidence in the Bidder's ability to deliver a successful mobilisation programme. Score 3: The response covers most of the items detailed within the question and the Requirements and Standards. There are some weaknesses, issues or omissions within the response and it does not clearly identify and detail how risk would be managed throughout mobilisation. The response provides a moderate level of confidence in the Bidder's ability to deliver a successful mobilisation programme. Score 2: The response covers some of the items detailed within the question and the Requirements and Standards. There are some weaknesses, issues or omissions within the response and there is limited consideration and detail regarding how the Bidder will manage risk throughout mobilisation. The response provides a low level of confidence in the Bidder's ability to deliver a successful mobilisation programme. Score 1: The response fails to cover most of the items detailed within the question and the Requirements and Standards. The response has many weaknesses, issues and omissions and little or no details regarding how the Bidder will manage risk throughout mobilisation. The response provides a very low level of confidence in the Bidder's capability. Score 0: No response or does not answer the question.
- Condition of participationshortlisting
Please refer to the Invitation to Participate document.
- Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Utilities
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 7 May 2026, 16:29 BST
- Last source update
- 14 Aug 2026, 14:22 BST
- Award evaluation window
- Submission end – 14 Aug 2026
- Authority reference
UIN1849- FTS notice number
2026/S 000-042134- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0693d4Find a Tender
- How it runs
This tender will follow a three stage process. Stage 1 is the invitation to participate, stage 2 is the invitation to tender and stage 3 is the preferred bidder stage.
Stage 1 will include a procurement specific questionaire (PSQ). This is a set of questions which are either information only or pass/fail. Bidders that successfully meet the requirements of the PSQ shall be invited to stage 2.
Stage 2 is the invitation to tender (ITT) stage. Bidders are invited to submit tenders which will be evalauated based upon three workstreams, commercial, legal and technical. Chiltern reserve the right to perform a Best and Final Offers round in stage 2. The award criteria are set out in the draft ITT document.
During Stage 3, the highest scoring Bidder will be invited to engage in further discussions with CHILTERN as part of a Preferred Bidder stage. This stage will be used to finalise the draft contract terms and conditions, in accordance with the limitations set out in the procurement act.
- Risks
The Contract presents the following risks:
(a) The manufacturer of the components that use the filters may change the specifications and or the approved filters for the components. If this risk materialises then CHILTERN will need to modify the Specifications to include supply of the revised filter(s).
(b) The manufacturer of the filters specified in the Specifications may modify the design of the filters. If this risk materialises then CHILTERN will need to modify the Specifications to include supply of the revised filter(s).
(c) The manufacturer of the filters specified in the Specifications may cease to manufacture a filter in the Specifications. If this risk materialises then CHILTERN will need to modify the Specifications to include supply of an alternative or revised filter(s).
CHILTERN considers that these risks may jeopardise the performance of the Contract but, due to the nature of the risks, the risks cannot be addressed in the Contract as awarded. Therefore, CHILTERN reserves the right to modify the awarded Contract to address the risks in accordance with Schedule 8 of the Act.
How it was run
Official notice- Requests to participate (first stage)
- 5 Jun 2026, 15:00 BST
- Submission deadline
- 5 Jun 2026, 15:00 BST
- Clarification deadline
- 22 May 2026, 15:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
marketdojo.com/market-dojo-sign-up/ ↗
Market Dojo - ePorcurement platform
Use Invitation Code: 66D2CCBBC7 to access the event and tender documents.
Timeline
7 May 2026 → 14 Sept 2026 · 8 dates- Tender notice published167 days ago7 May 2026, 16:29 BST
- Clarification questions by152 days ago22 May 2026, 15:00 BST
- Submission deadline138 days ago5 Jun 2026, 15:00 BST
- Assessment summaries sent68 days ago14 Aug 2026, 00:00 BST
- Latest notice published68 days ago14 Aug 2026, 14:22 BST
- Award decision expected by67 days ago14 Aug 2026, 23:59 BST
- Standstill ends55 days ago26 Aug 2026, 23:59 BST
- Contract starts37 days ago14 Sept 2026, 00:00 BST
Notice history
4 events · 2 releases on Find a Tender · since 7 May 2026- Tender notice published7 May 2026, 16:29 BSTUK4
- Contract award notice published14 Aug 2026, 14:22 BSTUK6
- Status changed to complete14 Aug 2026, 14:22 BST
- Contract signature expected4 Sept 2026, 23:59 BSTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Filtration Control LimitedSMERolling Stock Filters Supply4 Sept 2026 – 3 Sept 2031 · up to 3 Sept 2032Extensions: There is an option to extend the contract by 12-months if both parties agree. The extension must be agreed within 1 month prior to the expiry of the intial contract term · Options: The right to additional purchases while the contract is valid. The manufacturer of the components that use the filters may change the specifications and or the approved filters for the components. If this risk materialises then Chiltern Railways will need to modify the specifications to include supply of the revised filter(s). The manufacturer of the filters specified in the Specifications may modify the design of the filters. If this risk materialises then Chiltern Railways will need to modify the specifications to include supply of the revised filter(s). The manufacturer of the filters specified in the specifications may cease to manufacture a filter in the specifications. If this risk materialises then Chiltern railways will need to modify the specifications to include supply of an alternative or revised filter(s). | £840,000 | 14 Aug 2026standstill to 26 Aug 2026 | Standstill |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- FILTRATION CONTROL LTD.Awarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender