Scope
Description
TfW are looking for an off-the-shelf system with the ability to analyse the use of zero emissions vehicles within the fleet and impacts of a range of deployment options on the network, including peak vehicle requirement, charging requirement and potential needs for and locations of opportunity charging. It is key that this is an activity that can be undertaken in-house to ensure efficiency in the time taken for the analysis.
Requirements and Deliverables:
To support the continuing analysis of the future decarbonised fleet, this procurement activity shall cover the following requirements, the details of which are given in the following sections:
A. A minimum of 5 Licences and training for the supplier's fleet analysis system to facilitate ongoing use within TfW.
B. Provision of ad-hoc support for TfW users in the use of the supplier's fleet analysis system. Supplier to indicate the hourly rate for this support.
User Licences of the Supplier System.
Subject to assessment against TfW requirements in (C) below, the requirement is to provide a minimum of 5 user licences of the supplier's fleet analysis system (as described in (C)) for one year, plus optional extensions of one+one years.
Provision of support for TfW users in the use of the supplier's fleet analysis system:
For each of the licence holders identified by TfW, the supplier shall provide them with training so that they can develop their own skills and proficiency in the use of the supplier system.
This training shall be undertaken in face-to-face workshops of up to two hours each held on Microsoft Teams and/or in person. Training shall be completed in 6 weeks from the agreed start date.
Access to ad-hoc support should be provided by the supplier for TfW users. An hourly rate should be submitted with the proposal to indicate the cost for this service.
Support material and workshops in an electronic format shall be provided to users to enable them to become proficient in the use of the supplier system and enable them to assess the system for future use by TfW.
The supplier shall be available to provide online user support during this period, with an initial response to emails within 24 hours during the working week (Monday to Friday). TfW will provide a key point of contact for this workstream to liaise with the supplier Project Manager.
User log-ons for TfW shall be accessed through a single sign-in associated with user tfw.wales email addresses. This is to enable TfW IT to prevent user access to systems if a user leaves TfW, or their IT access needs to be restricted for other reasons. User licences should be transferrable to other TfW staff in instances where staff leave their role.
Timescales:
TfW requires a solution go-live within 6 weeks including; training on the system for TfW staff and mobilisation.
Total value (estimated)
- £150,000 excluding VAT
- £180,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 3 November 2025 to 2 November 2026
- Possible extension to 6 November 2028
- 3 years, 4 days
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKL - Wales
Engagement
Engagement deadline
5 September 2025
Engagement process description
The purpose of this preliminary market engagement notice is to understand market appetite, collect feedback, and understand capability of meeting the requirements for this upcoming opportunity.
To register your interest in the preliminary market engagement, please follow this link (or copy and paste into your browser) to the Microsoft Form and complete by 5pm, 5th September 2025 - https://forms.office.com/Pages/ResponsePage.aspx?id=JNDchxkwJkiZVrp2sqBP9GQHxZZpmRBEpZb6y9KNSQVURDE3VUhJT0xQNkpZR0RFVk9YSFFQNzBFSy4u
Any issues please contact: supplychain@tfw.wales
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
26 September 2025
Contracting authority
Transport for Wales
- Companies House: 09476013
3 Llys Cadwyn
Pontypridd
CF37 4TH
United Kingdom
Region: UKL15 - Central Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales