Public procurement notice: Contract Notice
Published: 2018-12-11
Buyer: Transport for London
Country: UK
Contract type: Services
Procedure: Competitive procedure with negotiation
CPV classification: 48000000 | 48800000 | 50324100 | 72200000 | 72300000
Estimated value: 186000000 GBP
Submission deadline: 2019-01-22
Award criteria: The most economic tender

Technical requirements: This procurement envisages a commercial off the shelf asset management software package with a level of configurability to accommodate TfL specific requirements. The requirement is to migrate from existing systems to one single supported Asset Management Information System (AMIS). The products and services required are initial Transition services from existing systems including the following:
— technical readiness (the build activities required to prepare for migration and rollout of the AMIS System),
— migration (the cutover to the AMIS System), executed in phases including training of users, the live migration of data, and the deployment of the AMIS System and associated Interfaces. Software licences, product support and additional services including consultancy and advice in respect of the system are also included in scope.
TfL intends to consolidate the use of asset management systems across TfL. The initial focus shall be on consolidation in the London Underground (LU) part of TfL to support a recent business transformation programme which oversaw the establishment of a pan LU asset operations team. LU operates 2 core asset management systems, Metro Maximo and Ellipse, each supported by a range of other products which collectively support the end to end LU asset operations. Moving to a single asset management system (AMIS) has been identified as a key enabler for the vision of a fully integrated pan LU asset operations team. The transition services and planned operational phase are based on the LU requirements, upon which tenders will be evaluated. The contract however will be scalable so other parts of TfL, as part of the pan TfL consolidated vision, can use the system in the future. Other parts of TfL which may be added to the contract are likely to have similar transition services. The solution design and additional services are also likely to be similar in nature but the specific requirements would be relevant to the type of transport mode (e.g. surface may involve bus shelters and on street assets rather than rail centric assets). These types of changes would be exercised via change control in the contract using the rate card which forms part of this tender response and will be included in the final contract. Other additional services will also be required, based on the rate card and include delivery of feasibility studies; advice and consultancy on the design and configuration of the AMIS System (including the AMIS Hosted Environment and data); development and testing of the AMIS System; development and testing of any Operational Reports in the AMIS System; development and testing of any Enterprise Reports in TfL’s Reporting Solution; development and testing of any new Interfaces, or modifications to production or amendment of any Training Materials for use with the AMIS System; advice and/or support on bulk data loading or development of any bulk change programs for use with the AMIS System; support for any subsequent upgrades of the AMIS System; and procurement of any software licences for any licenced component of the AMIS System.
The overall figure of 186 000 000 GBP contained in this notice in II.1.5 covers the value of all potential spend that could go through the contract over the whole contract term including the full contract extension provisions. The initial contract value based on LU requirements is anticipated to be within the figures described in 4.3 of the supplier prospectus.
Tenderers should read the supporting procurement documentation released with this Contract Notice which detail the requirements and the commercial contracting principles. Although a commercial off the shelf product is anticipated, it is not a specific requirement. The timescale to deliver a fully tested and accepted system during the initial transition phase is a major driver for delivering the system so it is ready for the operational phase. The transition phase is anticipated to last 2 and a half years, thereafter the operational phase will be 7 years. TfL's assumption is that a configured rather than developed solution would be cheaper and quicker to implement but TfL welcome all tenderer solutions that can meet the requirements and deliver within the constraints set out in the procurement documents.
The contract will include the option to extend the initial term by a maximum of 10 further years, the mechanics of which will be detailed in the contract.
The suppliers will be ranked according to their total accumulated score in the Selection Questionnaire (SQ) following the required passing of minimum threshold questions as well as pass/fail (including discretionary) questions, where relevant.
TfL reserves the right to incorporate the requirements of other parts of TfL who have a similar requirement for an asset management system and associated services (e.g. implementation; transition and on-going support).
TfL will be conducting this procurement using the competitive procedure with Negotiation as allowed for under the Public Contracts Regulations 2015.
Tenderers should note that there is a business estimate affordability figure described in Section 4.3 of the supplier prospectus. These figures have been included to show the planned budgeted costs for the implementation of the chosen supplier solution (i.e. transition services, early support and licence costs) and the budgeted costs for on-going support. The purpose of their inclusion is to ascertain whether the affordability is realistic and TfL welcome feedback from the supply market.
Further clarification on the procurement will be given at the planned TfL supplier event on 18th December. The event is planned for the afternoon of the 18th December. Further details will be provided via the e-tendering portal. Suppliers should register their interest for the day via the portal, indicating who will be attending from their company. In order to manage numbers three named individuals per supplier can attend the event. Please ensure you bring photo ID (driving licence; passport) to allow entry to TfL premises. The location will be in a TfL building in London, the details of which will be sent in due course.
In addition bidders should note that the total estimated value of the contract, if extension options are exercised (up to 10 additional years) and other parts of TfL are later brought within the contract, could reach up to 186 000 000 GBP.
3) a)Transport for London (TfL) is a complex organisation operating both as an executive agency of the Greater London Authority (GLA) under the direction of the Mayor of London and as provider of transport services. The scope of the proposed services may encompass activities within the scope of both Directive 2014/24/EU and Directive 2014/25//EU (Services to be provided in relation to activities will not be subject to a separate notice, the services may be provided to TfL and/or its subsidiaries);
b) further information on TfL may be found at www.tfl.gov.uk and https://www.tfl.gov.uk/corporate/publications-and-reports/procurement-information;


Award value: 186000000