Asset Management Information System Tender

Asset Management Information System Tender

This procurement envisages a commercial off the shelf asset management software package with a level of configurability to accommodate TfL specific requirements.

United Kingdom-London: Software package and information systems

2018/S 238-544050

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Transport for London
55 Broadway
United Kingdom
NUTS code: UKI
Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: Transport

Section II: Object

II.1)Scope of the procurement


Procurement for a TfL Asset Management Information System

Reference number: DN374963 / TfL 12970

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

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:

— mobilisation, planning and requirements validation,

— detailed planning and design,

— 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.

II.1.5)Estimated total value

Value excluding VAT: 186 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKI

II.2.4)Description of the procurement:

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.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 114
This contract is subject to renewal: yes
Description of renewals:

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.

II.2.9)Information about the limits on the number of candidates to be invited

Maximum number: 5
Objective criteria for choosing the limited number of candidates:

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.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

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).

There is also an option to extend the contract as described in II.2.7).

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Competitive procedure with negotiation
IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 22/01/2019
Local time: 17:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 08/02/2019

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

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.

This opportunity is on the pro-contract portal which can be found at:

1) look for transport for London;

2) Your organisation will need to register if your company has not yet done so;

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 and;

c) contract(s) may be awarded to the successful contractor by any part of TfL and/or any of its subsidiaries;

d) the awarding authority reserves the right withdraw from the procurement process and/or not to award any contract as a result of the competition called tot by this notice and the awarding authority shall not be liable for any costs or expenses incurred by any candidates in considering and/or responding to the procurement process;

e) all discussions and meetings will be conducted in English. Tenders and supporting documents must be priced in GBP and all payments under the contract will be made in sterling;

f) clarification meetings and, if exercised, negotiations under the CPN process, will be conducted in TfL premises in London.

VI.4)Procedures for review

VI.4.1)Review body

The High Court of Justice
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Contracting Authority will observe a standstill period for a minimum of 10 calendar days from when the contract award notice is issued to bidders. That notice will provide full information on the award decision. The standstill period provides time for unsuccessful bidders to challenge the award decision before the contract is entered into. Aggrieved parties who have been harmed or are at risk of harm by a breach of the rules should refer to the Public Regulations 2015.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: