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 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.
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.
- 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 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 lotLot #1Train Planning SystemCancelledRenewalPublished 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, configurable user roles, permissions and secure data exchange with relevant operational and business systems, including rail industry systems where applicable.
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 Train Planning System.
The estimated value of Lot 1 is £140,000 to £430,000 per annum and £1,000,000 to £3,000,000 excluding VAT over the full contract term, including any optional extension period.
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.
- 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 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.
Lot #2Rostering SystemCancelledRenewalPublished 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 and business systems.
The successful supplier will be required to provide a fully managed, vendor-hosted solution, including software, hosting, configuration, implementation, data migration, integration, testing, training, support, maintenance, service management, information security, business continuity, disaster recovery and exit assistance.
The estimated value of Lot 2 is £210,000 to £500,000 per annum and £1,500,000 to £3,500,000 excluding VAT over the full contract term, including any optional extension period.
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.
- 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 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%
Published award criteria (4)
- Technical Response
- Commercial
- Demonstration
- Social Value
- Price carries 20 of 100 points: a 10% discount moves about 2 points. The method statement decides this lot, not the discount.
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
- Services
- Notice status
- Cancelled
- 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
- Unspecified in notice
- First published
- 27 Jul 2026, 17:40 BST
- Last source update
- 23 Sept 2026, 10:50 BST
- Award evaluation window
- Submission end – 14 Jun 2027
- FTS notice number
2026/S 000-088883- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Not published
- Official registry OCID
ocds-h6vhtk-06d4a7Find 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 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 it was run
Official notice- Requests to participate (first stage)
- 16 Oct 2026, 23:59 BST
- Submission deadline
- 16 Oct 2026, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Chiltern use Market Dojo e-sourcing portal for the purposes of this Procurement.
Invitation Code: 0F3DD5A612
Timeline
27 Jul 2026 → 14 Jun 2027 · 7 dates- Planning notice published91 days ago27 Jul 2026, 17:40 BST
- Market engagement66 days ago21 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 Rostering requirements and obtain non-binding indicative pricing to inform the expected contract value and internal budget. Suppliers wishing to participate should email frank.molloy@chilternrailways.co.uk 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.
- Tender notice published38 days ago18 Sept 2026, 16:30 BST
- Latest notice published33 days ago23 Sept 2026, 10:50 BST
- Submission deadline10 days ago16 Oct 2026, 23:59 BST
- Today27 Oct 2026
- Contract startsin 229 days14 Jun 2027, 00:00 BST
- Award decision expected byin 230 days14 Jun 2027, 23:59 BST
Notice history
9 events · 5 releases on Find a Tender · since 27 Jul 2026- Preliminary market engagement notice published27 Jul 2026, 17:40 BSTUK2
- Preliminary market engagement notice published27 Jul 2026, 17:44 BSTUK2
- Tender notice published18 Sept 2026, 16:30 BSTUK4
- Published value published: £6,500,00018 Sept 2026, 16:30 BST
- Status changed to active18 Sept 2026, 16:30 BST
- Procurement method changed18 Sept 2026, 16:30 BST
- Tender notice published21 Sept 2026, 09:23 BSTUK4
- Procurement termination notice published23 Sept 2026, 10:50 BSTUK12
- Status changed to cancelled23 Sept 2026, 10:50 BST
Published amendments (1)
Only changes that have been made is to update the "Invitation Code" to be the correct code for the market dojo event. This has been updated so all suppliers will be able to get access to the Invitation to Participate event using the code in the "documents" and "submission" sections of this notice.
Routine re-releases (5)
- 2026-07: 2 releases · 27 Jul 2026, 27 Jul 2026
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Across several lots1 award | |||
| supplier not published | — | 23 Sept 2026 | CancelledDue to "The Chiltern Railway Limited" transitioning to DFTO ownership and requiring the procurement to be issued through the new contracting authority account "Chiltern Rail Limited". A new UK 4 Tender Notice will be published for this procurement activity. |
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- SYSTRA LIMITEDProcuring entityBusiness Analyst
Official documents & specifications (6)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Chiltern use Market Dojo e-sourcing portal for the purposes of this Procurement. Invitation Code: 0F3DD5A612
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender