Scope
Reference
ICT14878
Description
Transport for London ("TfL") on behalf of the Greater London Authority ("GLA") is seeking to appoint a supplier to deliver an electronic vote counting system and associated services to be awarded via a Competitive Flexible Procedure under the Procurement Act 2023.
TfL is seeking proposals for the supply of an electronic vote counting system ("E-Counting System") and associated services (together "E-Counting Solution Services") for its delivery of the GLA's Mayor of London and London Assembly Elections in 2028 (with an option for the GLA's Mayor of London and London Assembly Elections due to take place in 2032).
The E-Counting System technology solution for scanning, counting and calculating results from physical ballot papers will be deployed to a central Count Centre in London and the results for the Mayor of London and the London Assembly Elections contests consolidated, calculated and declared at the Count Centre or a second site, City Hall in London.
The GLA expects the successful bidder (Supplier) to provide, tailor and thoroughly test a technology system, in close co-operation with the GLA.
The GLA's requirement includes the supply of all scanners, networking and associated technology systems, display equipment, technology / digital systems for capturing information from all London Local Authorities, ballot papers and ballot boxes, as well as distribution to the nominated destinations in each London Local Authority. The Supplier will need to design and provide full training on using the E-Counting System.
The GLA will reserve the right to consider the successful technology solution for the 2032 Elections also.
Total value (estimated)
- £7,000,000 excluding VAT
- £8,400,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 June 2026 to 1 June 2029
- Possible extension to 31 May 2032
- 6 years
Description of possible extension:
There will be an option to extend the initial contract term to cover GLA London Mayor of London and London Assembly Elections in 2032.
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 79999100 - Scanning services
Contract locations
- UK - United Kingdom
Participation
Legal and financial capacity conditions of participation
Details are provided in the Procurement Specific Questionnaire.
This procurement process is being conducted electronically on TfL's e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.
Please refer to submission instructions specified within this Tender Notice.
Technical ability conditions of participation
Details are provided in the Procurement Specific Questionnaire.
This procurement process is being conducted electronically on TfL's e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.
Please refer to submission instructions specified within this Tender Notice.
Submission
Enquiry deadline
10 November 2025, 1:00pm
Submission type
Requests to participate
Deadline for requests to participate
24 November 2025, 1:00pm
Submission address and any special instructions
This procurement process is being conducted electronically on TfL's e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.
Participation and Tender documentation will be available on SAP Ariba to all interested suppliers.
SAP Ariba can be accessed via the following link:
- https://service.ariba.com/Supplier.aw
SAP Ariba Registration:
The following instructions explain TfL's e-Tendering portal and provide guidance on how interested parties will be able to communicate with TfL in relation to this exercise.
Suppliers are requested to first check whether their organisation is already registered on SAP Ariba before self-registering to avoid creating a duplicate registration.
Suppliers are also requested to ensure that the contact details of all supplier personnel that will participate in this procurement activity are listed in your organisation's SAP Ariba registration details.
(1) To register or to check if your organisation is already registered to SAP Ariba, log on to:
https://s1-eu.ariba.com/Sourcing/Main/ad/selfRegistration?realm=TfL
Guidance on registering is available through the following link:
https://content.tfl.gov.uk/supplier-registration.pdf
(2) Upon completion of step 1, interested suppliers must email ECOUNTCommercial@tfl.gov.uk providing the following details:
- Organisation name as registered in SAP Ariba;
- SAP Ariba supplier ID;
- A single point of contact registered on SAP Ariba; first name and surname;
- Your email address registered with SAP Ariba;
- Details of your role with your organisation as registered with SAP Ariba; and
- Details of other contacts registered in SAP Ariba that you wish to be added to the SAP Ariba sourcing event; first name and surname;
Completion of these steps will enable TfL to invite interested suppliers to the sourcing event in SAP Ariba to:
- gain access to procurement documents;
- allowing interested suppliers to view documents; and
- submit their PSQ responses via SAP Ariba.
Please contact Ariba_Supplier_Enablement@tfl.gov.uk in the first instance should you experience any problems with the portal for issues related SAP Ariba registration.
Suppliers must read the instructions carefully before proceeding with registration and are advised to satisfy themselves that they understand all the supplied information before submitting their participation and tender responses.
Central Digital Platform:
As part of the participation, suppliers should also be registered on the Central Digital Platform and have completed all the relevant registration questions. Further details can be found here:
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
8 May 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Technical Response | Quality criteria consist of technical requirements and social value (100 quality points) The technical elements listed below carries a total maximum of 90 quality points score (out of 100) in the... |
Quality |
| Social Value | Social Value carries a total maximum of 10 quality points score (out of 100) against the quality criteria. Qualitative (7 points) Quantitative (3 points) |
Quality |
| Financial Response | The Bidder's completed Financial Response (Pricing Schedules for Option 1 and Option 2) template including fixed price milestone costs for two (2) pricing options. |
Quality |
Weighting description
Price Per Quality Point ("PQP") - The PQP will be established by dividing each bidder's price by its quality score.
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
TfL is conducting this procurement using the Competitive Flexible Procedure under the Procurement Act 2023 to identify a supplier to deliver an Electronic Ballot Counting Solution.
The procurement will be broadly structured as follows:
i) Invitation to Participate in the Conditions of Participation Stage via response to the Procurement Specific Questionnaire ('PSQ').
Key considerations:
o Clarification Period.
o Project specific questions.
o Pass/Fail criteria.
o Shortlist of suppliers to be invited to the Invitation to Tender (ITT) stage.
The deadline for supplier to submit clarifications on the PSQ or is currently Monday 10 November 2025.
The deadline for suppliers' submission of their responses to the PSQ is currently Monday 24 November 2025.
Evaluation of a PSQ will be used to shortlist suppliers for the ITT stage. Suppliers are required to submit the completed PSQ via TfL's SAP Ariba portal and provide any supporting documentation.
TfL will evaluate the PSQ responses against the stated criteria and suppliers will be ranked based on their total moderated score.
TfL expect to shortlist a maximum of four (4) suppliers to be taken through to the ITT stage.
ii) An Invitation to Tender (ITT) stage
This stage will be used by TfL to obtain a greater understanding of the bidder's proposed E-Counting Solution and delivery approach.
Current estimated start date for Invitation to Tender is January 2026.
For Initial Tender and Final Tender/BAFO Evaluation, TfL is adopting a price per quality point (PQP) evaluation methodology whereby each Bidder's total price (from their completed financial response) will be divided by their total quality score to give a PQP.
Following Initial Tender evaluation, TfL may invite suppliers to participate in dialogue/negotiation session (this is optional) prior being invited to submit Final Tender (BAFO) (if required).
ITT Stage key considerations:
Initial Tender phase may include some or all of the following:
o Clarification Period.
o Pass/Fail elements.
o Evaluation questions.
o Application of Minimum Quality Thresholds.
o Demonstrations.
o Financial Model responses.
o PQP Approach.
Dialogue/Negotiation Phase
o Discussions between TfL and bidders about any aspect of the procurement and to improve the content of initial tender submissions.
Final Tender (BAFO) Phase (if required) may include some or all of the following:
o Pass/Fail elements.
o Evaluation questions.
o Application of Minimum Quality Thresholds
o Financial Model responses
o PQP Approach
iii) Post-tender negotiation Stage (if deemed necessary by TfL).
iv) Preferred Supplier Stage (if deemed necessary by TfL).
To participate in this opportunity, suppliers must be registered on TfL's e-Tendering platform, SAP Ariba. Please refer to submission instructions specified within this Tender Notice.
Further instructions and guidance will be included in the draft tender documents which will made available to participating suppliers during the selection phase.
Kindly refer any queries to ECOUNTCommercial@tfl.gov.uk.
Justification for not publishing a preliminary market engagement notice
An Early Market Engagement exercise was conducted in November 2024 under PCR 2015. Notice identifier: 2024/S 000-038431
Documents
Associated tender documents
https://service.ariba.com/Supplier.aw
This procurement process is being conducted electronically on TfL's e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.
Participation and Tender documentation will be available on SAP Ariba to all interested Applicants.
SAP Ariba can be accessed via the following link:
https://service.ariba.com/Supplier.aw
Please refer to submission instructions specified within this Tender Notice.
Documents to be provided after the tender notice
This procurement process is being conducted electronically on TfL's e-Tendering portal SAP Ariba and suppliers must be registered on SAP Ariba to participate in this opportunity.
Participation and Tender documentation will be available on SAP Ariba to all interested Applicants.
SAP Ariba can be accessed via the following link:
https://service.ariba.com/Supplier.aw
1) Procurement Specific Questionnaire ('PSQ') and Contract Response Template - Both documents will be available via the SAP Ariba portal. Please refer to submission instructions specified within this Tender Notice.
Please note, TfL cannot consider any PSQ submissions received after the closing date/time or received by means other than SAP Ariba.
The draft contract main terms and conditions and schedules are currently in the final stages of completion and will be made available to participating suppliers at the earliest.
2) Tender Documents - It is expected that draft tender documents, including draft contract schedules, requirements, and response templates, will be made available to participating suppliers in SAP Ariba prior to the deadline for PSQ submissions.
Contracting authority
Greater London Authority (GLA)
- Public Procurement Organisation Number: PHGV-7784-TDZZ
City Hall, Kamal Chunchie Way
London
E16 1ZE
United Kingdom
Email: ECOUNTCommercial@tfl.gov.uk
Region: UKI41 - Hackney and Newham
Organisation type: Public authority - central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
Transport for London
Summary of their role in this procurement: TfL Procurement & Commercial is undertaking this procurement on behalf of the GLA as part of the Procurement Shared Service.
- Public Procurement Organisation Number: PHMT-6197-NWNZ
5 Endeavour Square
London
E20 1JN
United Kingdom
Email: ECOUNTCommercial@tfl.gov.uk
Region: UKI41 - Hackney and Newham