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Chiltern Rail - Train Planning & Rostering System Replacement

Chiltern Rail Limited

This public procurement record has 2 releases in its history.

TenderUpdate

30 Sep 2026 at 13:17

UK4 - Tender Notice
Tender

23 Sep 2026 at 13:42

UK4 - Tender Notice
Summary of the contracting process

Chiltern Rail Limited is procuring supplier-hosted software and managed services to replace its train planning and staff rostering systems. The work is split into two lots: a Train Planning System for timetables, schedules and rolling-stock and traincrew diagrams; and a Rostering System for duties and shifts across traincrew, station and fleet or engineering staff. The systems must support planning or roster management, reporting, permissions, audit trails and secure data exchange with operational and business systems. The supplier for each lot will provide implementation, hosting, migration, integration, testing, training, support, maintenance and related service management. Bidders may compete for either or both lots; Chiltern Rail may appoint one supplier for both or different suppliers. The solutions will be used by Chiltern Rail staff; the buyer is based in London.

Chiltern Rail invited offers through a competitive flexible procedure, with participation assessment and shortlisting followed by initial tenders, demonstrations, dialogue, final tenders and preferred bidder selection. The buyer set 19 October 2026 at 14:00 for expressions of interest. The contract period is stated as 14 June 2027 to 14 June 2032, with extensions of up to 24 months; an estimated start date of 26 July 2027 is also given. Operational rollout is indicated from 1 March 2028, with implementation expected to be complete by 30 June 2028. Lot 1 is estimated at £1 million–£3 million and Lot 2 at £1.5 million–£3.5 million, excluding VAT over the full term including extensions. For each lot, evaluation weights technical response 55%, commercial 20%, demonstration 15% and social value 10%.

Both lots are identified as suitable for SMEs, and suppliers can bid for one or both. The opportunity suits software providers able to deliver and operate business-critical rail systems as a fully managed, vendor-hosted service. Train planning bidders need capability in timetable and diagramming tools, planning data, timetable changes, scenario modelling and integration with rail and operational systems. Rostering bidders need systems for staff duties, leave, overtime, shift changes, fatigue and risk assessment, coverage gaps and employee self-service. For either lot, the selection assessment covers relevant experience and contract examples, delivery, implementation and transition, and ongoing support. Suppliers must also pass compliance checks covering financial standing, insurance, data protection and related requirements. Delivery requires capacity for configuration, data migration, integration, testing, training, information security, business continuity, disaster recovery and continuing maintenance; the technical response carries the greatest evaluation weight.

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Notice Information

Notice Title

Chiltern Rail - Train Planning & Rostering System Replacement

Notice 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 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 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.

Lot Information

Train Planning

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

Renewal: 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.

Rostering

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

Renewal: 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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-07789e
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/092360-2026
Current Stage
Tender
All Stages
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
30 Sep 20266 days ago
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
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

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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