Tender: Chiltern Railways – Replacement of Train Planning and Rostering Systems (Lot 1: Train Planning, Lot 2: Rostering)

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Chiltern Railways is seeking a supplier for supplier-hosted software solutions and associated services to replace its Train Planning and Rostering systems. The procurement is split into Lot 1 (Train Planning System) and Lot 2 (Rostering System). Lot 1 must provide, implement, host, support and maintain a Train Planning System to support train planning and diagramming activities including creation, import, editing, validation, management and publication of timetables, schedules, rolling stock diagrams and traincrew diagrams, plus planning data management, timetable change management, scenario modelling, auditability, version control, reporting, user permissions and secure data exchange with operational and business systems. Lot 2 must provide, implement, host, support and maintain a Rostering System to support base, weekly and daily rostering for traincrew, station staff and fleet/engineering staff, including 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 operational and business systems. For each lot the supplier must deliver a fully managed, vendor-hosted solution including 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. Bidders may participate in one or both lots and Chiltern may award the lots separately or to the same supplier. Estimated values are: Lot 1 £140,000–£430,000 per annum (£1,000,000–£3,000,000 over the full term), Lot 2 £210,000–£500,000 per annum (£1,500,000–£3,500,000 over the full term), and a combined estimated value of £2,500,000–£6,500,000 excluding VAT over the full term. The estimated contract start date is 26 July 2027, the indicative operational go-live date is 1 March 2028, and the indicative implementation complete date is 30 June 2028. The initial contract term is expected to be 60 months with an option to extend by up to 24 months in total.