South Yorkshire Mayoral Combined Authority – Supertram Automatic Vehicle Location and Customer Information System Upgrade

Concepts

• vehicle location system
• sheffield
• symca
• aspects of the system
• south yorkshire mayoral combined authority
• customer information system
• market of the current system status
• supertram automatic vehicle location
• early information
• existing automatic vehicle location system

Location

South Yorkshire:

Description

This Prior Information Notice (PIN) is to advise prospective suppliers to the upcoming market engagement for the Supertram Automatic Vehicle Location and Customer Information System Upgrade and to invite them to participate in a pre-tender market consultation exercise. The aim of the exercise is to provide early information and gain feedback to help inform the proposed procurement and contracting strategy. The South Yorkshire Mayoral Combined Authority (SYMCA) is a formal partnership of councils that shapes policy and leads on decision-making. Formed in 2014, the constituent members of the Mayoral Combined Authority are Sheffield, Rotherham, Barnsley and Doncaster councils. SYMCA own the South Yorkshire Supertram System, which commenced operation in 1994. SYMCA is now embarking on wide ranging renewal programme of Supertram that will see significant investment and improvement across all aspects of the system over the coming years. An initial activity is focussed on upgrading/renewing the existing Automatic Vehicle Location System and Customer Information System to improve customer experience through improved reliability, functionality and management of operations on the Supertram network. Market Engagement Event This document and subsequent market engagement event is published in advance of any procurement competition with the aim of: • Informing the market of the current system status, the current requirements, scope and durations. • to gain insights into the wider market for automatic vehicle location (AVL) systems (software and hardware) including prediction engines and content management system (CMS), particularly for vehicles operating within the light rail (tramway) and heavy-rail sectors (under a ‘tram-train’ arrangement). • to understand how the market believes the desired outcomes should be achieved from gaining an awareness of the current systems and aspirations for the Supertram system. This includes technical and commercial/procurement considerations. • to understand challenges and concerns within the industry that may allow SYMCA to shape work packages to suit the market. • to help develop an output-based specification that maximises competition in the marketplace • to gauge market appetite for the intended scope of services • to gain an appreciation of expectations of commercial terms and conditions associated with this type of service.

Total Quantity or Scope

SYMCA aspires to modernise the existing Supertram system to exceed the expectations of passengers when choosing to travel by tram and tram-train in South Yorkshire. The ability to understand the location of trams and tram-trains compared to a timetable is essential to providing Network Controllers the ability to ensure a reliable service is being provided. When this information is communicated to customers at stops (via platform information displays/customer information systems/public address systems) and via third party sources (e.g. apps, journey planning tools etc.), this information becomes invaluable to passengers, especially in times of disruption. It also allows essential safety information to be conveyed to passengers. SYMCA has reviewed the current systems which undertake these functions on the network and is looking improve the current functionality and reliability, and address some of the challenges of integration and obsolescence. SYMCA is keen to let the market choose the best way to deliver the required outcomes, and would like to understand whether a single supplier can deliver all the following elements expected to make up the new system: • Vehicle tracking: This will take information from the existing Supertram signalling system and heavy rail signalling system to understand the position of trams and tram-trains on the light and heavy rail network. • Timetable matching: The system will allow a Network Coordinator in the Supertram Control Room to match-up vehicles with timetable information (e.g. runs and journeys). • Real-time predictions: The system will predict the time at which tram or tram-train will reach certain positions (e.g. stops). • Service manipulation: The system will allow Network Controllers to manipulate the service and timetable in times of planned or unplanned disruption. • Punctuality and reliability reporting: The system will allow the operator and other stakeholders to understand the operational performance of the network (e.g. delays, cancellations, disruptions) in relation to the planned timetable. • Content management and interface to enable customer information to be displayed on: o existing tram stop passenger information displays (PIDS) o existing tram-train platform customer information system (CIS) o existing tram-train platform public address (PA) system. It is expected that the systems will provide information to various stakeholder including: • System users e.g. Operators (Network Controllers) utilising a graphical user interface (GUI) and human machine interface (HMI) in the Nunnery Depot operational control centre (OCC). • Other users that require accurate real-time and predicted tram location information (on the tramway and heavy rail network, under the tram-train arrangement), as agreed with SYMCA. • Passengers at tram stop (on the tramway) and at tram-train platforms (on the heavy rail network, under the tram-train arrangement). • 3rd parties (as authorised by SYMCA) including Network Rail and transport application developers. • The Travel South Yorkshire information distributor. • The Sheffield City Council (SCC) urban traffic control (UTC) system (SPRUCE). It is anticipated that the supplier with be responsible for: - Design (of hardware, software and interfaces) for the replacement system). - Provision and delivery of a new replacement system (including hardware and software). - Installation and configuration of a new replacement system to provide the required functionalities, in accordance with the project requirements. - Integration of the new replacement system with existing systems including but not limited to the existing signalling systems, PIDS, CIS, PA system, 3rd party and other systems. - Testing and commissioning of the new replacement system. - Handing over of the new replacement system (including training) to Operators (Network Controllers) and other system users. - Entry-into-service of the new replacement system. - Ongoing support and maintenance Important Information Interested parties will not be prejudiced by any response or failure to attend the market engagement event and response to this notice does not guarantee any invitation to participate in any future public procurement process that SYMCA may conduct. At this stage, this is purely a market engagement exercise. Any subsequent procurement will be advertised separately and all organisations wishing to participate will need to respond to the contract notice advertising the procurement when this is published. The responses received during the market analysis exercise will not be considered as part of any future bid response The procurement remains subject to approval. This notice does not constitute a call for competition to procure any services for SYMCA and SYMCA is not bound to accept any proposals offered. SYMCA is not liable for any costs, fees or expenses incurred by any party participating in the market engagement event. Any procurement of any services by SYMCA in due course will be carried out strictly in accordance with the provisions of the Public Contracts Regulations 2015. SYMCA does not intend to be bound by any information at this stage and makes no commitment to incorporate any recommendations or suggestions within the final procurement documents.

CPV Codes

• 42961300 - Vehicle location system
• 48000000 - Software package and information systems
• 72000000 - IT services: consulting, software development, Internet and support

Other Information

The event will consist of a supplier information presentation (online and in-person) including a Q&A session and a visit to the existing control room. The event will take place on the 11th or 12th of September 2023. Further details will be provided upon registering interest. Please register your interest for the event by sending a message via the ProContract messaging platform including the name and contact details for the proposed attendees (max 2 per organisation) and whether you wish to attend in person or online. SYMCA may also invite certain respondents to follow-up discussions where we consider it necessary to clarify or supplement a response. It is not considered feasible or necessary to hold meetings with all of those that make submissions or with all service providers. ** PREVIEW NOTICE, please check Find a Tender for full details. ** Potential bidders who would like to attend the Market Engagement Event are asked to email XXX@SouthYorkshire-CA.gov.uk