Supplier guide Everything you need to know about being a TfL supplier About Transport for (TfL) Contents Part of the Greater London Authority We are moving ahead with many of family led by Sadiq Khan, London’s most significant infrastructure we are the integrated transport authority projects, using transport to unlock responsible for delivering the Mayor’s growth. We are working with partners aims for transport. on major projects like 2 and the Bakerloo line extension that will deliver We have a key role in shaping what the new homes and jobs London and the life is like in London, helping to realise UK need. We are in the final phases of 4 Foreword the Mayor’s vision for a ‘City for All completing the Elizabeth line which, when Londoners’. We are committed to creating it opens, will add 10 per cent to London’s 5 How we work with suppliers a fairer, greener, healthier and more rail capacity. prosperous city. The Mayor’s Transport Strategy sets a target for 80 per cent of Supporting the delivery of high-density, 7 Working with us all journeys to be made on foot, by cycle mixed-use developments that are planned or using public transport by 2041. To around active and sustainable travel will make this a reality, we use the Healthy ensure that London’s growth is good 8 How the tender process works Streets Approach to prioritise health growth. We also use our own land to and the quality of people’s experience in provide thousands of new affordable everything we do. homes and our own supply chain 9 What we want from our suppliers creates tens of thousands of jobs and We manage the city’s ‘red route’ apprenticeships across the country. strategic roads and, through collaboration 10 Top priorities for TfL with the London boroughs, can help We are committed to being an employer shape the character of all London’s that is fully representative of the streets. These are the places where community we serve, where everyone 12 How we engage with the market Londoners travel, work, shop and can realise their potential. Our aim is to socialise. Making them places for people be a fully inclusive employer, valuing and 13 What you should do now to walk, cycle and spend time will reduce celebrating the diversity of our workforce car dependency and improve air quality, to improve services for all Londoners. revitalise town centres, boost businesses and connect communities. We are constantly working to improve the city for everyone. This means freezing We run most of London’s public fares so everyone can afford to use public transport services, including the transport, using data and technology to , , make services intuitive and easy to use, the , London and doing all we can to make streets and Overground, TfL Rail, , transport services accessible to all. We London River Services, London Dial-a- reinvest every penny of our income to Ride, , Santander continually improve transport networks Cycles and the Emirates Air Line. The for the people that use them every day. quality and accessibility of these services is fundamental to Londoners’ quality None of this would be possible without of life. By improving and expanding the support of boroughs, communities public transport, we can make people’s and other partners who we work with to lives easier and increase the appeal of improve our services. We all need to pull sustainable travel over private car use. together to deliver the Mayor’s Transport Strategy; by doing so we can create a better city as London grows.

Supplier guide 3 Foreword How we work with suppliers

Our purpose is to keep London moving, Our commercial team sets up and • Customer operations and support working and growing and to make life manages contracts with our suppliers. in the city better. With the Capital’s Its aim is to drive maximum value from • Highways and engineering, and population expected to reach 10.5 million these contracts to deliver the Mayor’s support services in the next 25 years, the city’s transport vision of a safer, affordable, greener network is facing unprecedented and more prosperous London. • Professional services, including premises, challenges. This presents many great office services and business services opportunities for companies and Across the business we procure a organisations that work with us to make huge range of assets and services. • Technology and data, including data a real difference and support business These include: transmission and networks, computing growth throughout and software, including applications the country. • Trains, lifts, escalators and hosting

In his transport strategy, the Mayor of • Infrastructure (Tube and surface tracks, • Facilities operations, including reception London, Sadiq Khan sets out his vision station, lift and escalator upgrades) services, reprographics, mail, switchboard, for a transport network that makes cleaning, waste management, security journeys easier, safer and more • Transport services and building services affordable, along with an ambitious programme of modernisation.

Each year, we spend around £6bn (about TfL – an overview of operations 60 per cent of our budget) with our suppliers and you are vital in helping This guide provides information for us deliver the Mayor’s plans. I believe being a successful supplier to TfL. Underground in creating a diverse group of suppliers I hope you will want to be a part of that want to work with us and provide our incredible journey. excellent performance. While we have Buses made great progress already, we are David Wylie always looking for ways to improve. Chief Procurement Officer Rail

Roads

Other

Commercial Development

4 Foreword Supplier guide 5 Working with us

We source products and services from across the UK To become one of our suppliers you Electronic Daily (TED). More information should register on the systems and on the EU procurement thresholds can visit the pages listed in the table below. be found on the gov.uk website. Buses In particular, it is important that you Falkirk register on our e-tendering system, We also encourage suppliers to apply ProContract, where all direct tendering for indirect opportunities via Tier 1 Cables Durham opportunities are published. contractors. You should register on CompeteFor and the Government’s Those suppliers with London Underground Contracts Finder to access sub- should read the LU Supplier Handbook, contracting opportunities. Also search Track grease which details additional requirements on our internal publication of recently Liverpool Steel rails for working on our rail infrastructure. awarded contracts in order to get in Scunthorpe touch with successful bidders. As a publicly-owned organisation, we are subject to EU procurement directives. More information about registering This means we are required to advertise as a supplier, and the LU Supplier Train motor opportunities on the Official Journal of Handbook, can be found on the refurbishment Trains Derby the European Union (OJEU), if they are suppliers and contractors pages of Smethwick above a certain financial threshold. These our website – www.tfl.gov.uk/info-for/ opportunities can be found on Tenders suppliers-and-contractors/

Escalator chains Where to find opportunities Dudley Protective clothing Birmingham Direct opportunities (Above EU thresholds) Tenders Electronic Daily – www.ted.europa.eu/TED/misc/chooseLanguage.do

Direct opportunities (Above and below EU thresholds) DLR track Concrete e-Tendering system – ProContract – https://procontract.due-north.com/Login tunnel lining monitoring Neath Port Talbot equipment TfL future contract opportunities above £5,000 – Redditch www.tfl.gov.uk/corporate/publications-and-reports/contract-opportunities Contracts finder – www.gov.uk/contracts-finder

Vehicle Specialist Indirect opportunities flooring TfL published contracts above £5,000 – Liskeard fans Portsmouth www.tfl.gov.uk/corporate/publications-and-reports/contracts-greater-than-5000 Contracts Finder – www.gov.uk/contracts-finder CompeteFor – www.competefor.com/

6 How we work with suppliers Supplier guide 7 How the tender What we want process works from our suppliers

1) Advertisement of opportunity 3) Submitting a tender We advertise our procurement on our Shortlisted suppliers will receive an e-Tendering system, ProContract and invitation to tender (ITT) along with all the TED. Sign up to receive alerts about when appropriate documents. The ITT assesses new procurements start. the company’s proposal for delivering the specific works and/or services. 2) Standard selection questionnaire Companies must submit a standard 4) ITT evaluation and contract award selection questionnaire to take part Bidders’ tenders are evaluated objectively in the procurement. This assesses to ensure they can successfully fulfil a company’s capability and past the requirements of the contract. The experience. Company responses contract is awarded to the company are evaluated and those shortlisted with the highest overall score and (generally three to five companies) are unsuccessful companies are given invited to submit tenders. Suppliers in feedback to help them improve their the rail industry should register on the tenders for future procurements. Railway Industry Supplier Qualification Scheme, which is used as part of the supplier selection and assurance process.

Excellence in our supply chain is for improving the quality of life for central to us being able to deliver our Londoners. We believe that fostering extensive Business Plan and the Mayor’s a collaborative environment is vital to Transport Strategy. achieving our collective goals of making London’s transport network affordable, Innovation modern, accessible and green. We encourage and invite innovation across the organisation in order to continually Sharing the journey improve our services and deliver value We want our suppliers to embrace TfL’s for money. We expect our suppliers to culture, which we see as central to all share innovative ideas and work with us our activities. The following pages show to create cost-saving opportunities. some current areas of focus shaped by the way we work. By understanding Collaboration these, we hope our suppliers feel a part We value our relationships with suppliers of what we are delivering. and expect them to share our passion

8 How the tender process works Supplier guide 9 Top priorities for TfL

Health, safety and the environment Spotlight on collaborative working Spotlight on efficiencies and innovation Our vision for safety is to get everyone DLR and Keolis Amey Docklands Zero Emission Urban Bus System home safe and healthy every day – our The DLR became the first TfL service Project (ZeEUS) customers, staff and contractors. to achieve the British Standard BS11000 To help deliver on the Mayor’s long-term accreditation for collaborative working. strategy for all buses across London to One of the Mayor’s priorities is to provide Both TfL and the successful bidder, be zero emission by 2037, TfL is a partner health and environmental benefits, so Keolis Amey Docklands (KAD), achieved of ZeEUS. Londoners can enjoy greener, safer and the certification after two years hard more sustainable forms of transport work to put collaboration at the core This aims to demonstrate the such as walking and cycling. of their relationship. Claire Mann, DLR potential for electric buses as urban director, said: ‘Achieving this standard is public transport in eight cities across a clear signal of the importance we place Europe. Alongside supplier Alexander Work Related Road Risk on collaboration – working in harmony Dennis Ltd (ADL), TfL delivered the Over the past three years, Heavy with KAD and other partners to deliver world’s first diesel-electric hybrid double Goods Vehicles (HGVs) were involved a high-performing railway that gives our deck buses with induction (wireless) in 20 per cent of pedestrian fatalities customers the best experience possible.’ charging infrastructure. Each bus targets and more than 70 per cent of cyclist The working relationship is maintained Diversity and inclusion to save 580kg of nitrogen oxides and fatalities, despite HGVs only making up through joint risk management and As London’s population grows, the city is around 33 tonnes of carbon dioxide four per cent of road miles in London. shared training events. becoming increasingly diverse. As a large annually, compared to the baseline employer in the capital, we have a role to Euro V diesel bus. The Mayor has committed to a play in ensuring the fair representation ‘vision zero’ approach to road danger of people from all backgrounds. The TfL and ADL part-shared the reduction. This means tackling road appointment of our director of diversity development costs, recognising that danger at its source to ensure and inclusion displays our commitment both parties were investing in each other London has the safest streets, to this cause. to lead with this new technology and people and vehicles. shared a commitment to create a We want our suppliers to share our modern transport network. For more information visit the Work diversity and inclusion goals and have Related Road Risk and Direct Vision recently launched the first TfL diversity Standards pages on our website. and inclusion supplier forum to encourage a shared approach to tackling these issues.

Whether reducing barriers to SME opportunities, creating more apprenticeships or bringing those under- represented into the workplace, we want to hear your examples of best practice, successes and challenges. Get in touch at [email protected].

10 Top priorities for TfL Supplier guide 11 How we engage What you should do now with the market

1) Ensure you are registered on Did you know TfL has: the appropriate systems to access opportunities • Around 7,000 active suppliers

2) Look out for upcoming events and • Suppliers from 24 countries industry days we are attending • More than 6,500 suppliers in Great Britain 3) Email the Supplier Strategy team to be on the Supplier Bulletin mailing list

4) Visit our website or get in touch to find out more on anything contained in this guide

Our supplier strategy team manages Industry days relationships with our suppliers by Come and find us at industry days holding regular events and providing to discover more about our future information on our activities. requirements. These are also an excellent way to network with other suppliers in Regional events the industry. We organise ‘meet the buyer’ events to engage with suppliers nationwide. We are Trade associations keen to reach out to you and understand We maintain regular contact with trade/ your requirements from us in order for industry associations and look for us to be easier to do business with. Check opportunities to engage their members our events calendar to find out where you in our upcoming opportunities. can find us in the coming months. Supplier engagement Market sounding questionnaires We regularly communicate with both We invite and value feedback on the current and prospective suppliers commercial, technical and risk elements through events, bulletins, our website of proposed procurement strategies. Look and supplier awards. out for Prior Information Notices (PINS) to express an interest in being involved in this You can get in touch with the team at early market engagement activity. [email protected]

12 How we engage with the market Supplier guide 13 © Windsor House 42 – 50 Victoria Street London SW1H 0TL September 2017 tfl.gov.uk PUB17_049_SupplierGuide_021017