Notice Information
Notice Title
Chiltern Rail - Train Planning & Rostering System Replacement
Notice Description
Chiltern 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 PS140,000 to PS430,000 per annum and PS1,000,000 to PS3,000,000 over the full contract term, including any optional extension period. The estimated value of Lot 2 is PS210,000 to PS500,000 per annum and PS1,500,000 to PS3,500,000 over the full contract term, including any optional extension period. The estimated combined value of Lot 1 and Lot 2 is PS2,500,000 to PS6,500,000 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.
Lot Information
Train Planning System
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 PS140,000 to PS430,000 per annum and PS1,000,000 to PS3,000,000 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.
Renewal: he initial contract term will be 60 months. Chiltern Railways may extend the contract for a further period or periods of up to 24 months in total. The extension may be used where Chiltern Railways 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.
Lot 2 - Rostering SystemLot 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 PS210,000 to PS500,000 per annum and PS1,500,000 to PS3,500,000 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.
Renewal: he initial contract term will be 60 months. Chiltern Railways may extend the contract for a further period or periods of up to 24 months in total. The extension may be used where Chiltern Railways 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.
Planning Information
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.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-06d4a7
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/088953-2026
- Current Stage
- Tender
- All Stages
- Planning, Tender
Procurement Classification
- Notice Type
- UK4 - Tender Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Selective
- Procurement Method Details
- Competitive flexible procedure
- 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
72220000 - Systems and technical consultancy services
72250000 - System and support services
72260000 - Software-related services
Notice Value(s)
- Tender Value
- £6,500,000 £1M-£10M
- Lots Value
- £6,500,000 £1M-£10M
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 21 Sep 2026Today
- Submission Deadline
- Not specified
- Future Notice Date
- Not specified
- Award Date
- Not specified
- Contract Period
- 14 Jun 2027 - 14 Jun 2032 Over 5 years
- Recurrence
- Not specified
Notice Status
- Tender Status
- Active
- Lots Status
- Active
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- Chiltern Rail Limited
- Additional Buyers
- Contact Name
- Available with D3 Tenders Premium →
- Contact Email
- Available with D3 Tenders Premium →
- Contact Phone
- Available with D3 Tenders Premium →
Buyer Location
- Locality
- LONDON
- Postcode
- SE1 8SW
- Postcode Area
- South East London
- Country
- England
-
- Major Region (ITL 1)
- TLI London
- Basic Region (ITL 2)
- TLI4 Inner London - East
- Small Region (ITL 3)
- TLI45 Lambeth
- Delivery Location
- Not specified
-
- Local Authority
- Lambeth
- Electoral Ward
- Waterloo & South Bank
- Westminster Constituency
- Vauxhall and Camberwell Green
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/088953-2026
21st September 2026 - Tender notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/088883-2026
18th September 2026 - Tender notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/070963-2026
27th July 2026 - Preliminary market engagement notice on Find a Tender -
https://www.find-tender.service.gov.uk/Notice/070961-2026
27th July 2026 - Preliminary market engagement notice on Find a Tender -
https://marketdojo.com/
Chiltern use Market Dojo e-sourcing portal for the purposes of this Procurement. Invitation Code: 0F3DD5A612
Open Contracting Data Standard (OCDS)
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.