Scope
Description
This tender seeks to award a single contract to a single provider for the provision of supply, installation and maintenance of Cash Handling Devices to commence in July 2026. As TfL currently has devices installed at its London Underground stations, maintenance of existing devices is a requirement to be delivered through the contract.
Total value (estimated)
- £12,000,000 excluding VAT
- £14,400,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 July 2026 to 30 June 2031
- Possible extension to 30 June 2033
- 7 years
Description of possible extension:
The Contracting Authority will reserve the right to extend the contract by up to two, one year periods by providing the supplier with 6 months notice.
Options
The right to additional purchases while the contract is valid.
Throughout the contract, the authority will be able to purchase devices to replace those at the end of their useful life.
Main procurement category
Services
CPV classifications
- 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
- 44421721 - Safe-deposit boxes
- 44421790 - Cash boxes
- 50000000 - Repair and maintenance services
- 51000000 - Installation services (except software)
Contract locations
- UKI - London
Participation
Legal and financial capacity conditions of participation
As outlined in the Procurement Specific Questionnaire in the tender pack.
Technical ability conditions of participation
As outlined in the Procurement Specific Questionnaire in the tender pack.
Submission
Publication date of tender notice (estimated)
3 November 2025
Enquiry deadline
16 December 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
9 January 2026, 2:00pm
Submission address and any special instructions
SAP Ariba portal - https://service.ariba.com/
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
29 May 2026
Recurring procurement
Publication date of next tender notice (estimated): 30 May 2030
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical proposal | Quality | 45% |
| Commercial proposal | Price | 45% |
| Social Value/ Responsible Procurement | Quality | 10% |
Other information
Payment terms
Outlined in the contract document, included in the tender pack.
Description of risks to contract performance
-Software obsolescence
-Supply of spare parts and obsolescence
-Integration of operating systems/software
-Cost of labour
Software specific
-Vulnerabilities to hacking, data breaches or ransomware
-Compliance with data protection laws (e.g. GDPR)
Licensing & IP
-Licensing restrictions or expiration
-Intellectual property disputes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Potential bidders who view this notice are invited to attend a tender briefing session prior to release of the tender which will provide information on the procurement process. To gain an invitation, please email reece.chasey@tfl.gov.uk for details.
Bidders are invited to submit a response to our Invitation To Tender which includes a Procurement Specific Questionnaire (inclusive of Conditions of Participation) as well as a Technical and Commercial proposal. Following publication of the tender but prior to the submission of proposals, bidders will have the opportunity to engage in a round of dialogue with the purpose of being able to provide clarity on the tender pack. Any information shared during dialogue sessions that could benefit all bidders will be recorded and shared as part of the clarification log. The PSQ will be evaluated in parallel to the Technical and Commercial submission.
The two highest scoring compliant bidders will be invited to progress to a negotiation stage, intended to refine proposals without introducing material alterations. Multiple sessions may be held if necessary. To conclude the negotiation stage, bidders will be invited to submit a final proposal.
Scoring for the top two bidders will be finalised and the PSQ responses will be re-visited and confirmed with bidders prior to entering the award stage. The contract award will be made to the bidder who has submitted the Most Advantageous Tender in line with the evaluation criteria.
Contracting authority
Transport for London
- Public Procurement Organisation Number: PHMT-6197-NWNZ
5 Endeavour Square
London
E20 1JN
United Kingdom
Region: UKI41 - Hackney and Newham
Organisation type: Public authority - central government