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PROCUREMENT OPPORTUNITY

Bus Contract Management System (Bus CMS)

Transport for Wales · Tender notice on Find a Tender

Tender information last checkedLast checked 26 Sept 2026, 18:52.

Opportunity overview

Transport for Wales (TfW) is seeking a supplier to provide, implement and support a Contract Management System (CMS) to underpin the delivery of franchised bus services across Wales. The Welsh bus network currently comprises around 700 routes, tendered individually by local authorities within a deregulated market. On behalf of Welsh Ministers, TfW will transition this network to a franchised model by 2030, adopting a four-phase regional rollout (South West Wales, North Wales, South East Wales, Mid Wales). It is anticipated that approximately 120 total contracts will be let across those phases. Managing contracts of this number and complexity requires a single system that can scale with each phase, hold data and contractual obligations consistently across the whole network and support accurate performance and payment management. The central aim is to automate as much of the contract management process as possible, reducing manual intervention and minimising risk of error. The system is required to support five core contract management processes: Contract recording and general compliance Contract change Performance management (including an incentive and deduction regime) Operator payments Asset reporting/management for fleet and depots These processes will be supported by four key features: Contract register Performance management module (PMM) Payment performance calculator (PPC) Operator access portal The CMS must integrate with a range of TfW systems, in some cases through TfW middleware. A maximum of 7 integrations is anticipated for day one. A minimum of 150 licenses will be required once the network is fully franchised, comprising at least 30 internal TfW users and at least 120 external operator users, with tiered role-based-access controls. The supplier will also provide implementation, training for TfW teams and c.100 bus operators, and ongoing support and maintenance. The contract will be awarded under the Competitive Flexible Procedure of the Procurement Act 2023 (PA23), for an initial term of five years with the option to extend by up to three further period of twelve months, giving a maximum term of eight years. The solution must be fully operational by June 2027.

Classification

  • CPV48000000 — Software package and information systems
  • CPV72200000 — Software programming and consultancy services

Lots

  • Lot 1£2.2m

Documents and notices

  • Tender notice on Find a TenderOpen source ↗
  • Tender documentation available via the Atamis platform.Open source ↗
  • Via the TfW Atamis Procurement Portal https://tfw.my.site.com/s/Welcome using code: C0197.Once you have registered, you will find the home screen with various access links. To view and register onto any Transport for Wales tender opportunities, click on the ‘Find Opportunities’ section on the home page. Once you have registered for the tenders you are interested in, return to the home page where you’ll find the ‘My Proposals and Quotes’ button.Open source ↗
  • Supplier guide for the TfW Atamis PlatformOpen source ↗

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
C001235.00/C0197
Status
active
Procurement Method
selective
Procurement Method Details
Competitive flexible procedure
Main Procurement Category
goods
Above Threshold
Yes
How to submit
Via the TfW Atamis Procurement Portal https://tfw.my.site.com/s/Welcome using code: C0197.Once you have registered, you will find the home screen with various access links. To view and register onto any Transport for Wales tender opportunities, click on the ‘Find Opportunities’ section on the home page. Once you have registered for the tenders you are interested in, return to the home page where you’ll find the ‘My Proposals and Quotes’ button.
Expression Of Interest Deadline
17 Aug 2026, 12:00
Published risks
Due to the diverse nature of Wales’ operator market and inevitable lessons learned from franchising, it’s anticipated that franchise agreements will evolve over the course of the CMS contract. Because of this, suppliers must be able to provide a dynamic contract register that can change with the contracts. In a similar vein, performance regimes might vary contract to contract and will also evolve. Suppliers must be able to support potential changes within the performance management module and payment performance calculator. As technology continues to evolve at a rapid pace, there’s a chance that within the term of the contract new tools will be developed that can further streamline contract management processes. Whilst adoption can only be assessed on a case-by-case basis, suppliers are expected to evaluate new technologies and innovations on a quarterly basis, updating roadmaps where applicable. If additional functions could create efficiencies in TfW’s franchise contract management regime, they should be proposed via the contract change route and will be agreed in line with the rate card completed at point of tender. Licensing requirements are directly proportional to number and size of local bus operators in the Welsh bus network. Subsequently, any changes to successful franchise tenderers and/or the network could increase or decrease the number of licenses required. Whilst proposed system architecture is understood, it’s not rigid and systems/data sources could change during the contract management system contract. Integrations with these systems might be necessary for TfW’s contract management regime which suppliers are expected to facilitate. KPIs/performance metrics of the system contract might change; such as tightening of technical support SLAs or reporting regimes

Legal basis

Id
2023/54
Scheme
UKPGA

Procedure

Features
The procurement is expected to comprise the following stages: Stage 1 - Participation Suppliers will be required to submit: Procurement Specific questionnaire responses; Information demonstrating relevant experience and capability; Response to set conditions of participation which include IT non-functional requirements. TfW will evaluate submissions against the published criteria and may reduce the number of suppliers progressing to the next stage. Stage 2 - Tender Phase Successful suppliers from stage 1 will be invited to participate in the main tender stage which will include: Detailed technical solution (Functional Requirements); Delivery and implementation plan; Commercial pricing proposal; Technical questions responses; and Social value commitments. TfW reserves the right to reduce the number of suppliers progressing following completion of this stage. Stage 3 - Demonstration/Presentations Phase Top three (3) scoring suppliers in stage 2, and any other supplier scoring within 2% of the last shortlisted supplier, will be invited to this stage which may include: Solution demonstrations; Clarification meetings; Presentations; and/or Written clarification exercises. The purpose of this stage is to allow TfW to better understand proposed solutions and to validate assumptions from the main tender stage. TfW reserves the right to: Amend the structure and sequencing of the procedure where appropriate; Conduct all or some of the stages described above; Reduce the number of suppliers at any stage; Seek clarification of any submission; and Award the contract on the basis of initial tenders without undertaking further dialogue if deemed appropriate. Further details regarding evaluation methodology, stage gates, scoring and timescales will be provided within the procurement documents.

Covered By

GPA

Submission terms

Electronic Submission Policy
allowed

Languages

en
cy

Enquiry period

Ends
7 Aug 2026, 12:00

Expected award period

Ends
2 Nov 2026, 23:59

Lots and requirements

Entry 1
Id
1
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
2,580,000
Amount
2,150,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Technical Questionnaire
Description
Technical criteria as per ITT documentation in Atamis

Numbers

Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
quality
Name
Social Value Questionnaire
Description
Social Value Questionnaire as per ITT documentation available to tender stage via Atamis

Numbers

Entry 1
Number
10
Weight
percentageExact
Criterion 3
Type
price
Name
Commercial
Description
Pricing Schedule

Numbers

Entry 1
Number
30
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
As per Participation PSQ available through the the Atamis platform.
Criterion 2
Type
technical
Description
As per Participation PSQ available through the the Atamis platform.
Criterion 3
Description
As per tender documentation.
For Reduction
Yes

Suitability

Sme
Yes

Contract period

Starts
23 Nov 2026, 00:00
Ends
22 Nov 2031, 23:59
Max Extent Date
22 Nov 2034, 23:59

Renewal

Description
Option to extend for up to three (3) periods of 12 months each.

Options

Description
Known unknown risks have been included in the tender documentation. Additional features or data integrations may be required during the course of the contract. Additional licenses may be required during the term of the contract.

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
48000000
Description
Software package and information systems
Entry 2
Scheme
CPV
Id
72200000
Description
Software programming and consultancy services

Delivery locations

Entry 1
Region
UKL
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
L-1
Document Type
biddingDocuments
Description
Tender documentation available via the Atamis platform.
Entry 2
Id
L-3
Document Type
biddingDocuments
Description
Supplier guide for the TfW Atamis Platform
Entry 3
Id
L-2
Document Type
technicalSpecifications
Description
Via the TfW Atamis Procurement Portal https://tfw.my.site.com/s/Welcome using code: C0197.Once you have registered, you will find the home screen with various access links. To view and register onto any Transport for Wales tender opportunities, click on the ‘Find Opportunities’ section on the home page. Once you have registered for the tenders you are interested in, return to the home page where you’ll find the ‘My Proposals and Quotes’ button.
Entry 4
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 5
Id
069715-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
23 Jul 2026, 13:06
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
Transport for Wales
Id
GB-COH-09476013

Identifier

Scheme
GB-COH
Id
09476013

Address

Street Address
3 Llys Cadwyn
Locality
Pontypridd
Postal Code
CF37 4TH
Country
GB
Country Name
United Kingdom
Region
UKL15

Contact

Name
Nikolaos Filippis

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government
Entry 2
Scheme
UK_CA_DEVOLVED_REGULATIONS
Id
GB-WLS
Description
Welsh devolved regulations apply

Recorded locations

  • Buyer location · Pontypridd · UKL15 · CF37 4TH · United Kingdom
  • Delivery location · UKL · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. 069715-2026Tender notice on Find a Tender ·