Scope
Description
TfW is inviting suppliers to express interest in an upcoming tender for an advanced, future-oriented Rolling Stock Asset Management System to supersede the existing solution. The new system must accommodate both legacy and modern rolling stock, with the aim of improving maintenance efficiency, materials management, regulatory compliance, and seamless integration with TfW's internal and third-party systems.
The proposed system should support mobile usage as well as desktop and enhance all facets of maintenance planning, execution, and reporting-including both preventive and corrective tasks. Capabilities must include improved material availability, optimised inventory management, and effective warranty and cost control. Essential features comprise real-time fault and delay reporting, robust analytics for operational and financial performance, and strict adherence to railway safety and regulatory requirements.
The solution should additionally enable third-party maintenance operations and offer comprehensive traceability and auditability of all assets.
All maintenance activities must be documented electronically including mobile usage with complete traceability, including change logs, user activity, and audit trails, and distinguish between preventive and corrective maintenance activities, supporting dynamic scheduling based on time, date, vehicle, and component manufacturer.
Integration with external platforms such as CAF GMAO, Stadler SRMS, Tracsis Enterprise, and TfW's procurement and finance systems is essential. This includes automated purchase order processing, supplier qualification oversight, and approval workflow facilitation.
Master Data: The solution should incorporate templates for vehicle structures, track sub-assemblies, and serialised spare parts, ensuring full lifecycle traceability for all assets and components. It must also allow for counter readings, calibration tracking, and attachment of relevant safety documentation and drawings.
Materials Management: The system must provide inventory tracking across multiple locations, technician logging, automated procurement, and stock replenishment capabilities. Support for return and scrap management, lead time monitoring, and asset/component association per maintenance cycle is required.
Security and Compliance Requirements:
• The solution must meet strict security and compliance standards to protect operations and sensitive data with enough flexible licensing for separate roles, location and organisational needs, with tight access controls.
• Full adherence to TfW's security standards is required.
Reporting & Analytics:
• Real-time dashboards and reporting tools should deliver insights into performance, costs, compliance, and material usage.
• Reporting capabilities must extend to profitability, productivity, utilization, effectiveness, forecasting, and inventory valuation.
Planning & Scheduling:
• The platform should enable dynamic scheduling creation, mass updates to maintenance plans, and long-range simulations, assisting planners in optimising vehicle deployment and workforce allocation.
Interested parties are invited to express their interest in attending an online market engagement event on January 19th 2026 where a detailed scope will be presented and tender timeframes will be announced.
Please register your interest in attending the above by email to supplychain@tfw.wales
Total value (estimated)
- £483,000 excluding VAT
- £579,600 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 December 2026 to 1 December 2031
- 5 years, 1 day
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UK - United Kingdom
Engagement
Engagement deadline
19 December 2025
Engagement process description
A supplier briefing will be conducted on 19th January 2026 to present technical requirements and deadlines in further detail. Engagements will take place via Microsoft Teams.
Interested suppliers should contact supplychain@tfw.wales to request participation, citing the UK2 reference and description, and providing proposed attendee email addresses.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
2 February 2026
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