- Scope of the procurement
- Lot 1. Card Management System (CMS) or Customer Relationship Management system (CRM) IT Solution & Portal
- Lot 2. Managed Service, Contact Centre, Card Production, ITSO & HOPS
- Lot 3. Data Matching, Cleansing & Management Services
- Lot 4. Health Emergency Badge (HEB) CMS & Card Production
Section one: Contracting authority
one.1) Name and addresses
London Councils
4th Floor, 12 Arthur Street
London
EC4R 9AB
Contact
Mrs Kalpini Dave
Kalpini.Dave@londoncouncils.gov.uk
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
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
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Transport & Mobility Managed Service (TMMS) and Associated Services
Reference number
DN2681
two.1.2) Main CPV code
- 30162000 - Smart cards
two.1.3) Type of contract
Supplies
two.1.4) Short description
London Councils requirement tender shall be divided in to 4 lots:
Lot 1 Card Management System (CMS) or Customer Relationship Management system (CRM) IT Solution and Portal
Lot 2 Managed Service Integrated Transport Smartcard Organisation (ITSO) Back Office & Host Operator or Processing System (HOPS) Managed Service
Lot 3 Data Matching, Cleansing & Management Services
Lot 4 Health Emergency Badge
two.1.5) Estimated total value
Value excluding VAT: £16,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Card Management System (CMS) or Customer Relationship Management system (CRM) IT Solution & Portal
Lot No
1
two.2.2) Additional CPV code(s)
- 48445000 - Customer Relation Management software package
two.2.3) Place of performance
NUTS codes
- UKI - London
two.2.4) Description of the procurement
London Councils is responsible for the delivery of the Concessionary Transport Schemes, which includes a statutory duty to issue and manage ITSO smartcards/ smart media and the technical infrastructure to support operator ticketing systems. Smartcard / smart media technology. The Council's contract for online customer portal and card management bureau is due to end in October 2025 and must be replaced. The new solution should be cost effective and ensure the continuity and future development of smart card ticketing in London over the next five years.
Specifically the London Councils is looking to purchase the following services:
• Data Transfer / Transition to a new system;
• Customer Relationship Management or Case Management software system;
• Online portal for ordering Smart Card / Media for use by general public and or Transport Staff;
• Data Analytics;
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: £8,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
End date
6 April 2035
This contract is subject to renewal
Yes
Description of renewals
The initial term of the contract is five years from April 2025 to April 2030. Thereafter five extensions, of 12 monthly increments, are allowed taking the end date to April 2035.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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) Description
two.2.1) Title
Managed Service, Contact Centre, Card Production, ITSO & HOPS
Lot No
2
two.2.2) Additional CPV code(s)
- 30162000 - Smart cards
two.2.3) Place of performance
NUTS codes
- UKI - London
two.2.4) Description of the procurement
The production of cards from validated data through personalisation to their dispatch by post. The service is to be compliant with the relevant ECNTS and ITSO specification and usually requires personalisation and encoding on Oyster pre encoded cards, some cards (less than 1%) may be issued as Oyster only. The contractor will be required to hold in stock pre-encoded Oyster cards.
To personalise and/or produce smart, magnetic strip or other cards for London Councils and other authorities. This may include cards for the London Taxicard scheme which are currently magnetic strip and require personalisation. The contractor must offer a tariff for card purchase, bespoke card encoding, personalisation, application processing, data capture and validation, card management and customer interface.
• Commercial Smart Card / Smart Media;
• Production of Smart Cards / Media;
• Distribution of Smart Cards/Media;
• Smart Card / Media support through a back-office system (HOPS);
• Contact centre;
• Secure Smart Card / Media data exchange(ISAM);
• Hosting Services;
• Maintenance and Support as appropriate for the all the above services;
• PCI DSS compliant payment mechanism;
• System integration of all of the above services including utilising API's to connect to other local authority systems
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: £7,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
End date
6 April 2035
This contract is subject to renewal
Yes
Description of renewals
The initial term of the contract is five years from April 2025 to April 2030. Thereafter five extensions, of 12 monthly increments, are allowed taking the end date to April 2035.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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) Description
two.2.1) Title
Data Matching, Cleansing & Management Services
Lot No
3
two.2.2) Additional CPV code(s)
- 72316000 - Data analysis services
two.2.3) Place of performance
NUTS codes
- UKI - London
two.2.4) Description of the procurement
Data Matching, Cleansing & Management Services
Data cleansing and verification services for concessionary travel.
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: £230,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
End date
6 April 2035
This contract is subject to renewal
Yes
Description of renewals
The initial term of the contract is five years from April 2025 to April 2030. Thereafter five extensions, of 12 monthly increments, are allowed taking the end date to April 2035.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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) Description
two.2.1) Title
Health Emergency Badge (HEB) CMS & Card Production
Lot No
4
two.2.2) Additional CPV code(s)
- 30162000 - Smart cards
two.2.3) Place of performance
NUTS codes
- UKI - London
two.2.4) Description of the procurement
The HEB is for health professionals involved in the delivery of primary urgent healthcare to patients in their place of residence'
LC intends to rebrand this service to bring it in line with current day practices and to allow a more efficient process for applicants, boroughs and LC officers to manage the scheme with autonomy and accountability.
The CMS must have the capability for LC officers to manage and process applications electronically and provide specific management reports to support the system functionality.
The CMS will allow health professionals to apply for, pay, track and manage their applications on the system efficiently and effectively.
The CMS will have a secure access portal for local authorities to access certain defined badge and HPO user details within their borough.
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: £800,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
End date
6 April 2035
This contract is subject to renewal
Yes
Description of renewals
The initial term of the contract is five years from April 2025 to April 2030. Thereafter five extensions, of 12 monthly increments, are allowed taking the end date to April 2035.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.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
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
Date
9 December 2024
Local time
2:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
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)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Royal Court of Justice
Strand
London
WC2A2LL
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Royal Court of Justice
Strand
London
WC2A2LL
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Precise information on deadline(s) for review procedures
The contracting authority will operate a minimum 10 calendar day
standstill period at the point information on the award of the contract is
communicated to tenderers to provide time for unsuccessful tenderers to
challenge the award decision before the contract is entered into.
Unsuccessful tenderers shall be notified by the contracting authority as
soon as possible after the decision is made as to the reasons why they
were unsuccessful. The Public Contracts Regulations 2015 provide that
aggrieved parties who have been harmed, or are at risk of harm, by breach
of the rules are to take action in the High Court (England, Wales and
Northern Ireland).
six.4.4) Service from which information about the review procedure may be obtained
Royal Court of Justice
Strand
London
WC2A2LL
Country
United Kingdom