Planning

Rolling Stock Asset Management System

TRANSPORT FOR WALES

This public procurement record has 1 release in its history.

Planning

21 Nov 2025 at 16:48

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Transport for Wales is currently in the planning phase for a procurement process involving a new Rolling Stock Asset Management System. This tender, identified by Transport for Wales, focuses on acquiring a comprehensive software solution aimed at improving maintenance efficiency for both legacy and modern rolling stock. Located in Pontypridd, the buyer is seeking to enhance integration with internal and third-party systems. The procurement falls under the "services" category, with significant intersections in software packages and IT services, specifically coded under CPV 48000000 and 72000000. Key engagement milestones include a supplier briefing scheduled for 19th January 2026, which will be conducted online. Businesses are invited to express their interest by the 19th of December 2025 to attend this briefing. The procurement process anticipates the contract to become active from December 2026, extending for five years.

This tender creates significant opportunities for IT service providers and developers specialising in advanced asset management systems, offering a potential five-year contract valued at £579,600 gross. It is an ideal opportunity for SMEs capable of delivering innovative solutions supporting mobile and desktop platforms, including comprehensive traceability, dynamic scheduling, and robust security features. Companies able to integrate systems with external platforms, offering real-time analytics and compliance controls, stand to benefit immensely. The focus on a future-oriented system that enhances the seamless operation of rolling stock makes this procurement particularly lucrative for firms with expertise in transport logistics and software integration.

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Notice Information

Notice Title

Rolling Stock Asset Management System

Notice Description

TfW is inviting suppliers to express interest in an upcoming tender for an advanced, future-oriented Rolling Stock Asset Management System to supersede the existing solution. The new system must accommodate both legacy and modern rolling stock, with the aim of improving maintenance efficiency, materials management, regulatory compliance, and seamless integration with TfW's internal and third-party systems. The proposed system should support mobile usage as well as desktop and enhance all facets of maintenance planning, execution, and reporting--including both preventive and corrective tasks. Capabilities must include improved material availability, optimised inventory management, and effective warranty and cost control. Essential features comprise real-time fault and delay reporting, robust analytics for operational and financial performance, and strict adherence to railway safety and regulatory requirements. The solution should additionally enable third-party maintenance operations and offer comprehensive traceability and auditability of all assets. All maintenance activities must be documented electronically including mobile usage with complete traceability, including change logs, user activity, and audit trails, and distinguish between preventive and corrective maintenance activities, supporting dynamic scheduling based on time, date, vehicle, and component manufacturer. Integration with external platforms such as CAF GMAO, Stadler SRMS, Tracsis Enterprise, and TfW's procurement and finance systems is essential. This includes automated purchase order processing, supplier qualification oversight, and approval workflow facilitation. Master Data: The solution should incorporate templates for vehicle structures, track sub-assemblies, and serialised spare parts, ensuring full lifecycle traceability for all assets and components. It must also allow for counter readings, calibration tracking, and attachment of relevant safety documentation and drawings. Materials Management: The system must provide inventory tracking across multiple locations, technician logging, automated procurement, and stock replenishment capabilities. Support for return and scrap management, lead time monitoring, and asset/component association per maintenance cycle is required. Security and Compliance Requirements: * The solution must meet strict security and compliance standards to protect operations and sensitive data with enough flexible licensing for separate roles, location and organisational needs, with tight access controls. * Full adherence to TfW's security standards is required. Reporting & Analytics: * Real-time dashboards and reporting tools should deliver insights into performance, costs, compliance, and material usage. * Reporting capabilities must extend to profitability, productivity, utilization, effectiveness, forecasting, and inventory valuation. Planning & Scheduling: * The platform should enable dynamic scheduling creation, mass updates to maintenance plans, and long-range simulations, assisting planners in optimising vehicle deployment and workforce allocation. Interested parties are invited to express their interest in attending an online market engagement event on January 19th 2026 where a detailed scope will be presented and tender timeframes will be announced. Please register your interest in attending the above by email to supplychain@tfw.wales

Planning Information

A supplier briefing will be conducted on 19th January 2026 to present technical requirements and deadlines in further detail. Engagements will take place via Microsoft Teams. Interested suppliers should contact supplychain@tfw.wales to request participation, citing the UK2 reference and description, and providing proposed attendee email addresses.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05e6ad
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/076197-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48000000 - Software package and information systems

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
£483,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
21 Nov 20253 months ago
Submission Deadline
Not specified
Future Notice Date
2 Feb 2026Expired
Award Date
Not specified
Contract Period
1 Dec 2026 - 1 Dec 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
TRANSPORT FOR WALES
Contact Name
Michelle Rooney
Contact Email
supplychain@tfw.wales
Contact Phone
Not specified

Buyer Location

Locality
PONTYPRIDD
Postcode
CF37 4TH
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL51 Central Valleys and Bridgend
Delivery Location
Not specified
Local Authority
Rhondda Cynon Taf
Electoral Ward
Pontypridd Town
Westminster Constituency
Pontypridd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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