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GWR Time and Attendance System

FIRST GREATER WESTERN LIMITED

This public procurement record has 2 releases in its history.

PlanningUpdate

17 Sep 2026 at 15:09

UK2 - Preliminary Market Engagement Notice
Planning

17 Sep 2026 at 08:47

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

First Greater Western Limited is planning an enterprise-wide time and attendance system for Great Western Railway, on its own behalf and for the rail passenger transport services’ successor operator. The successor is expected to be a public sector company ultimately owned by the Secretary of State for Transport, and may take over the procurement or any resulting contract if operational transfer arrangements are completed. The requirement is for a modern integrated capability to replace three separate systems used across different business areas. It is intended to support operational, human resources, safety, payroll and organisational needs through standardised processes, governance, system integration, workforce reporting and analytics. Required functions include rostering and scheduling, mobile and geofenced time capture, clocking in and out, leave and absence management, fatigue management and compliance, and approval workflow automation. Delivery is across the United Kingdom.

This procurement is at the planning stage and is currently a preliminary market engagement exercise, not an invitation to tender. GWR expects to use an open tender under the utilities regime for one lot, with the procurement above the relevant threshold. The estimated value is £2.5 million excluding VAT, or £3 million including VAT. The proposed contract period is from 1 November 2027 to 31 October 2032, with a possible extension to 30 October 2034; renewal is contemplated. Suppliers are being asked to register by 3 October 2026 for a virtual Microsoft Teams briefing planned for the week commencing 12 October 2026. GWR expects a subsequent notice around 30 January 2027. The engagement is intended to test market capability before the formal procurement and implementation of the solution.

The process is likely to suit established time-and-attendance software suppliers, workforce-management technology providers and systems integrators able to deliver an enterprise deployment across a complex rail organisation. Relevant suppliers should be able to combine rostering, scheduling, time capture, mobile working, geofencing, clocking devices or equivalent controls, leave and absence administration, fatigue and working-time compliance, and automated approvals in an integrated service. Strong capability in payroll, HR and operational-system integration, data migration from multiple existing platforms, reporting and workforce analytics will be important. Suppliers should also be prepared to demonstrate secure, reliable support for geographically dispersed railway staff and to work within a regulated utilities environment. The market engagement is a chance to explain available products, implementation approaches, integration methods and operational experience before the formal competition.

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Notice Information

Notice Title

GWR Time and Attendance System

Notice Description

This procurement process is being advertised and run by First Greater Western limited on its own behalf and on behalf of the successor operator of the rail passenger transport services in respect of Great Western Railway (GWR). That successor operator will be a public sector company, is expected to be a wholly owned subsidiary of DfT OLR Holdings Limited and will be ultimately owned by the Secretary of State for Transport. The date for transfer of the current operations to the successor operator is not yet confirmed. Where the transfer is completed before contract award under this procurement process, the successor operator may elect (but will not be obliged) to carry on with this procurement process in place of GWR, by taking on the role of contracting entity from the date of completion of the transfer (with this notice and all other procurement documents to be interpreted accordingly). Where the transfer is not yet completed by the time of contract award, contractual rights may be included in the contractual arrangements to enable transfer to the successor operator. Bidders should note that this procurement process (if ongoing), or any awarded contract, may be included in a transfer scheme made by the Secretary of State under section 12 of the Railways Act 2005, or the transfer may be effected outside of, or separate from, such a scheme. If transfer takes place before the contract award the successor operator shall assume all the rights of the Client set out in this document. All references to the Client shall be deemed to refer to the successor operator for the purposes of this procurement and the successor operator shall be entitled to continue or terminate this procurement as if it was involved. This Preliminary Market Engagement will help GWR understand capability in the market and lead to GWR procuring and implementing a new integrated Time & Attendance (T&A) solution that meets GWR's operational, HR, safety, payroll, and organisational requirements. The overall objective of the procurement is to provide GWR a modern, integrated T&A capability with standardised processes, clear governance, seamless system integration, and improved workforce reporting and analytics. GWR currently operates 3 different Time and Attendance systems in different business areas. Proposed system Capabilities must include: o Rostering & scheduling o Time capture (mobile, geofencing, clock-in/out) o Leave & absence management o Fatigue management & compliance o Workflow automation (approvals)

Planning Information

GWR want to hear from Suppliers who have capability to provide an enterprise wide Time and Attendance System. GWR will host a Supplier briefing session with interested parties on the w/c 12th October 2026. This session will be held virtually on Microsoft teams. Exact time/date/length of the session will be confirmed to suppliers in due course. Registration Link below: https://s2c-uk62.waxdigital.com/FirstGroupPlc/DisplayModules/TradeModules/Negotiations/Opportunities/ViewOpportunityEvent.aspx?EventID=5374&Culture=en-GB

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0773f6
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/088310-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

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

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48100000 - Industry specific software package

Notice Value(s)

Tender Value
£2,500,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
17 Sep 20264 days ago
Submission Deadline
Not specified
Future Notice Date
30 Jan 20275 months to go
Award Date
Not specified
Contract Period
1 Nov 2027 - 31 Oct 2032 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
FIRST GREATER WESTERN LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WILTSHIRE
Postcode
SN1 1HL
Postcode Area
Swindon
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK7 Gloucestershire and Wiltshire
Small Region (ITL 3)
TLK71 Swindon
Delivery Location
Not specified
Local Authority
Swindon
Electoral Ward
Central
Westminster Constituency
Swindon South

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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