HAPMS Replacement Pavement Management System (PMS)

Publication reference: 2021/S 000-009485
Publication date: 30 April 2021

F02: Contract notice

Section one: Contracting authority

one.1) Name and addresses

Highways England

Bridge House, 1 Walnut Tree Close




Michael Anwyll




+44 7736242799


United Kingdom

NUTS code

UK - United Kingdom

Internet address(es)
Main address


Buyer's address


one.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at


Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via


Tenders or requests to participate must be submitted to the above-mentioned address

one.4) Type of the contracting authority

National or federal Agency/Office

one.5) Main activity

General public services

Section two: Object

two.1) Scope of the procurement

two.1.1) Title

HAPMS Replacement Pavement Management System (PMS)

two.1.2) Main CPV code
  • 72300000 - Data services
two.1.3) Type of contract


two.1.4) Short description

Highways England is the government company charged with operating, maintaining and improving motorways and major (trunk) roads in England.

Highways England’s existing pavement management system, HAPMS, is the company’s prime pavement asset information system. It currently holds the strategic road network definition for the pavement asset, strategic road network and scheme level condition, inventory and associated data. Working with Highways England’s construction and maintenance delivery partners, Highways England carries out a number of strategic road network wide condition surveys each year. Once assured and stored, the information is used to measure Highways England’s performance against a number of key performance indicators (as defined by the Office of Rail and Road) and supports the development of pavement renewal and maintenance programmes. In doing so, Highways England ensures the asset remains safe and serviceable for customer use.

HAPMS is approximately 20 years old and the underlying technologies that it is built on are at end of life.

This project, the HAPMS Replacement PMS project, aims to provide a replacement for the legacy HAPMS platform based on Commercial Off The Shelf (COTS) software, so that Highways England’s teams can continue providing critical supporting services for the strategic road network. The HAPMS Replacement PMS project is key to contributing to Highways England's business objective of “delivering a safe and serviceable network”.

two.1.5) Estimated total value

Value excluding VAT: £15,000,000

two.1.6) Information about lots

This contract is divided into lots: No

two.2) Description

two.2.2) Additional CPV code(s)
  • 48000000 - Software package and information systems
  • 72000000 - IT services: consulting, software development, Internet and support
  • 72310000 - Data-processing services
  • 72314000 - Data collection and collation services
  • 72315000 - Data network management and support services
  • 72316000 - Data analysis services
  • 72322000 - Data management services
  • 79421000 - Project-management services other than for construction work
two.2.3) Place of performance
NUTS codes
  • UK - United Kingdom
two.2.4) Description of the procurement

The overall objectives for the HAPMS Replacement PMS project are:

a) To achieve readiness for “go live” no later than December 2022, so Highways England (HE) can switch off and decommission the legacy HAPMS platform by March 2023 at the latest, including (but not limited to) the following activities:

• delivering the design, implementation and integration of the HAPMS Replacement PMS architecture in the HE ecosystem, in compliance with the Contract, HE’s enterprise architecture principles, and Government Digital Service (GDS) principles. This must include interfacing the HAPMS Replacement PMS to data sources and providing service interface(s) from the HAPMS Replacement PMS for functions and data communications

• configuring the HAPMS Replacement PMS to deliver functional and non-functional requirements, including verification and testing

• migrating pavement asset data from the legacy HAPMS platform to the HAPMS Replacement PMS, ensuring historic data availability in the new solution prior to users’ migration, and consistent alignment with the ADMM and the identified LDMs are adhered to

• working with HE to verify, categorise and migrate all asset documentation existing in the legacy HAPMS platform to a new storage solution (e.g. core logs, visual condition surveys, photographs, ‘as built’ information, pavement maintenance manuals)

• migrating existing HAPMS user accounts;

• supporting business change and operational readiness activities to enable HE to fully transition operations from the legacy system

• undertaking stakeholder management and adopting a collaborative approach through the transition lifecycle, which includes both internal and external stakeholders

b) To secure HE’s ability to report on and manage the pavement asset and related network model by migrating from the legacy HAPMS platform to the modern, supported, proven, and resilient HAPMS Replacement PMS

c) To ensure continuity of HE’s pavement inventory, historic and condition data, and consistent alignment with HE’s Logical Data Model as defined in the current version of the Asset Data Management Manual

d) To increase HE’s business users’ access to quality data and information to improve the safety of HE’s customers, helping to predict and deliver the right treatment at the right time by using the data to prevent unplanned events. HE require a solution that increases HE’s ability to self-serve HE’s analysis and reporting needs in alignment with HE’s asset class strategy, supporting the reporting of KPI3 to the Office of Rail and Road and the RIS2 renewal programme

e) To provide whole-life costing functionality, by capturing and configuring the current business rules and logic embedded within the current module (SWEEP) and configuring whole-life costing business rules and logic into the HAPMS Replacement PMS and pre-configuring whole life costing report templates

f) To have a managed application service for the support, maintenance, and continuous improvement of the HAPMS Replacement PMS during its BAU operation. The contract duration following completion of transition will be 5+1+1 years

g) To improve HE’s pavement management capabilities based on functionality that is readily available in the new COTS based solution and implement optional services where the associated business change implications have a favourable cost/benefit ratio

h) To implement a new COTS based solution that enables future flexibility without the need for major capital investment, including (but not limited to):

• functionality on the product roadmap

• enable HE to exchange data across different systems and services in near real-time

• enable other linear asset class datasets to be ingested

• enable re-referencing of all pavement construction, survey and other related data

• import additional Baseline Condition Data via the existing Machine Survey Pre-processor

• undertake further business process modelling and procedures development

• proposed innovations and service improvements.

two.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

two.2.6) Estimated value

Value excluding VAT: £15,000,000

two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months


This contract is subject to renewal


Description of renewals

The aggregate term shall consist of an initial implementation period of up to 15 months, followed by an initial term of 5 years, with the option to extend for two additional periods of one year.

two.2.10) Information about variants

Variants will be accepted: No

two.2.11) Information about options

Options: Yes

Description of options

Tenderers are required to have the capability to enact the optional services as described in II.2.4 and the contract. Highways England makes no commitment as to the extent to which the optional services will be enacted (if at all) and reserves the right to procure these services through a route other than the contract which is the subject of this contract notice.

two.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

two.2.14) Additional information

The contract value is expected to be 15,000,000 GBP. This figures is an estimate only and will be dependent upon whether an extension (in part or in whole) is enacted, and whether the optional services (in part or in whole) are enacted.

Section three. Legal, economic, financial and technical information

three.1) Conditions for participation

three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions

As stated in the procurement documents.

three.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

three.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

three.2) Conditions related to the contract

three.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section four. Procedure

four.1) Description

four.1.1) Type of procedure

Open procedure

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

The procurement is covered by the Government Procurement Agreement: Yes

four.2) Administrative information

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

18 June 2021

Local time


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


four.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)

four.2.7) Conditions for opening of tenders

18 June 2021

Local time


Section six. Complementary information

six.1) Information about recurrence

This is a recurrent procurement: No

six.2) Information about electronic workflows

Electronic invoicing will be accepted

Electronic payment will be used

six.3) Additional information

To access the documents outlined in Annex 1, Tenderers must register for a free account via the portal located at https://highways.bravosolution.co.uk (the “e-Sourcing Portal”). Once Tenderers have received their log in details, Tenderers must log into the e-Sourcing Portal and click the “ITTs Open To All Suppliers” link and select the listing under reference number 6022. Tenderers must review the introductory page to the ITT and click “Express Interest” to continue. Tenderers can access the documents outlined in Annex 1 by clicking “Buyer Attachments” in the “ITT Details” box.

If you require any further assistance, Tenderers should contact the eSourcing helpdesk on +44 8000698630 or help@bravosolution.co.uk.

This contract notice (and the associated procurement documents) are published in good faith. No warranty is given as to the accuracy or completeness of the information contained in it. Any liability for inaccuracy or incompleteness is expressly disclaimed by Highways England and its advisors. Tenderers are advised to satisfy themselves that they understand all the requirements of the procurement documents and procurement exercise before submitting their tender. Nothing in this contract notice (and the associated procurement documents) will be taken as constituting an offer (whether implied or otherwise), or any agreement, whether express or implied between Highways England and any other party. Highways England reserves the right to cancel, amend or vary the procurement exercise at any point prior to the award of the contract (whole or in part) and with no liability on its part. Highways England and/or its advisors are not liable for any costs resulting from any amendment or cancellation of this procurement exercise nor any other costs, charges, fees, expenses, claims or disbursements (howsoever arising and including third party costs) incurred by those tenderers submitting a tender for this contract. Tenderers submit a tender at their own risk and expense.

six.4) Procedures for review

six.4.1) Review body

See details at VI 4.3

See details at VI 4.3


United Kingdom

six.4.3) Review procedure
Precise information on deadline(s) for review procedures

Precise information on deadline(s) for review procedures:

Highways England will incorporate a minimum 10 calendar day standstill period at the point information on award of the contract is communicated to tenderers. Appeals must be lodged in accordance with the Public Contracts Regulations 2015 (SI 2015 No. 102) as amended.