Public procurement notice: Contract Notice
Published: 2016-05-03
Buyer: Rail Settlement Plan Limited
Country: UK
Region: UNITED KINGDOM
Contract type: Services
Procedure: Negotiated procedure
CPV classification: 72500000
Submission deadline: 2016-05-31
Award criteria: The most economic tender

Technical requirements: Rail Settlement Plan (RSP) is a company owned by Train Operating Companies franchised to operate train services in Great Britain. It provides a range of largely IT based services to those operators as well as open access operators, third party providers of information and retail services including the capture of rail ticket transaction records for accurate and timely allocation and settlement of revenues.
RSP wishes to procure a replacement data processing service to capture and validate Travel Management Company (TMC) refunds that are not captured electronically at source and to process refunds associated with ATOC's ‘Mystery Shopper’ exercise. The replacement service will provide the system design, development, application management, hosting and support for the refund processing services.
Further detail of RSP's requirements for the Service is available in the PQQ documentation but full requirement details shall be provided in the invitation to tender made available to short-listed respondents.
Where a ticket sold by a TMC is wholly or partially unused a refund may be claimed on the unused portion of the ticket. Refunds that are not processed at source by the TMC's ticket issuing systems will be made available to a data processing service. The data processing service will be required to validate the refunds submitted for processing using an agreed set of rules with any refunds failing validation not being processed but returned to the sender by secure mail. Validated refunds are processed using information available from each refund's supporting documentation and the actual tickets submitted for refund. The data processing service shall be required to generate output in the agreed format for onward distribution and processing by RSP's data capture and settlement services. The data processing service shall be required to process up to 400 000 TMC Refunds per annum although the volumes are expected to reduce significantly over time as more refunds are processed at source.
Tickets purchased under ATOC's Mystery Shopper process are submitted for refund to the data processing service. The data processing service shall be required to process refunds received using information available from each refund's supporting documentation and the actual tickets submitted for refund — no pre-validation is required on the refunds. The data processing service shall be required to generate output in the agreed format for onward distribution and processing by RSP's data capture and settlement services. The data processing service will be required to process up to 2 750 Refunds per annum with the refunds provided for processing during early Autumn.
RSP shall be entitled to extend the term of any contract awarded by up to a further 2 periods each of 2 years in duration.
(1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(3) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
(1) A statement of the candidate's average annual number of staff and managerial staff over the previous 3 years.
(2) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided.
(3) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures.
(4) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
If you are able to deliver the requirements set out in this notice and wish to be considered by RSP to participate in the procurement process for the Service please contact RSP at the following email address: rsp.procurement@atoc.org You will be sent and be required to complete a Pre-Qualification Questionnaire (PQQ) which must be returned to RSP no later than the closing date of this notice. Only respondents who have submitted a completed PQQ along with their response to this notice will be considered by RSP to take part in the procurement. The PQQ and the documents referred to in this notice will be available on the RSP website referred to in this notice the password for which will be available upon request from RSP via the stated email address.