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Published 23 Sept 2026, 13:42 BST

Official UK procurement notice

Chiltern Rail - Train Planning & Rostering System Replacement

Official notice

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

2 lotsServicesCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: Delivery location not published
Published estimate£6,500,000total for 2 lots · £7,800,000 inc. VAT
Submissions closed 19 Oct 2026
Lots 2see the lot list below
Contract term 5 yrsends 14 Jun 2032 · up to 14 Jun 2034 with extensions · starts 14 Jun 2027

What is being bought2 lots · detail below

Published requirement description

Chiltern 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.

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.

  • 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 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 lot
Lot #1Train PlanningRenewal 5 yrsSMEPublished value£3,000,000

Lot 1 is for the provision, implementation, hosting, support and maintenance of a Train Planning System for Chiltern Rail.

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 Rail to extend for a further period or periods of up to 24 months in total.

Contract period: 14 Jun 2027 – 14 Jun 2032 (5 yrs) · up to 14 Jun 2034 with extensionsValue: £3,000,000 exc. VAT · £3,600,000 inc. VAT
Eligibility: SME eligible
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 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)1
  • 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 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.

    shortlisting
Lot #2RosteringRenewal 5 yrsSMEPublished value£3,500,000

Lot 2 is for the provision, implementation, hosting, support and maintenance of a Rostering System for Chiltern Rail.

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 Rail to extend for a further period or periods of up to 24 months in total.

Contract period: 14 Jun 2027 – 14 Jun 2032 (5 yrs) · up to 14 Jun 2034 with extensionsValue: £3,500,000 exc. VAT · £4,200,000 inc. VAT
Eligibility: SME eligible
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 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)1
  • 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 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

What it takes to win
i

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 more
How bids were scored · same split on all 2 lots
Quality: 70%Price: 20%Social value: 10%
Published sub-criteria (4)
  • Technical Response: 55%
  • Demonstration: 15%
  • Commercial: 20%
  • Social Value: 10%
Published award criteria (4)
  • Technical Response
  • Commercial
  • Demonstration
  • Social Value
What this means for your bid
  • 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
Closed
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
23 Sept 2026, 13:42 BST
Last source update
30 Sept 2026, 13:17 BST
Award evaluation window
Submission end – 14 Jun 2027
FTS notice number
2026/S 000-090140
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-07789e Find 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 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 it was run

Official notice
Run through: portal not identified
Electronic submission allowedLanguage: EN
Requests to participate (first stage)
19 Oct 2026, 14:00 BST
Submission deadline
19 Oct 2026, 14:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

marketdojo.com ↗

Chiltern use Market Dojo e-sourcing portal for the purposes of this Procurement.

Invitation Code: 3728FE57EF

Timeline

23 Sept 2026 → 14 Jun 2027 · 5 dates
  1. Tender notice published34 days ago
    23 Sept 2026, 13:42 BST
  2. Latest notice published27 days ago
    30 Sept 2026, 13:17 BST
  3. Submission deadline8 days ago
    19 Oct 2026, 14:00 BST
  4. Today
    27 Oct 2026
  5. Contract startsin 229 days
    14 Jun 2027, 00:00 BST
  6. Award decision expected byin 230 days
    14 Jun 2027, 23:59 BST

Notice history

2 events · 2 releases on Find a Tender · since 23 Sept 2026
  1. Tender notice published
    23 Sept 2026, 13:42 BST
    UK4
  2. Tender notice published
    30 Sept 2026, 13:17 BST
    UK4
Published amendments (1)

Updated contact email for the contracting authority "Chiltern Rail Limited"

Contracting authority & participating public bodies

2 public bodies on the notice

CHILTERN RAIL LIMITED

Contracting authorityPublic undertaking GB-COH: 12544800 · GB-PPON: PVZY-1382-PCNY Waterloo General Office 2nd Floor, Waterloo General Office, London, London, SE1 8SWContact name, email

Other public bodies

  • SYSTRA LIMITEDProcuring entityBusiness AnalystGB-COH: 03383212GB-PPON: PDCT-9245-NWYG London, LondonContact email

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure

  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender