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home / clients / docklands light railway
client focus
key information
Docklands Light Railway, a subsidiary of Transport for London, owns and operates the railway and plans the future development to meet the needs of the area.
Securely managed tender documentation in virtual Data Rooms are issued to selected bidders with full audit trail of actions
Reduced administration costs associated with distributing tender documents
Automatic notification ensured RFI's were swiftly responded to
Reduced likelihood of errors and costly delays due to some parties referring to superseded documentation
Increased efficiencies by improving the management and distribution of information
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Also see Musgrave e-tendering info
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docklands light railway / data rooms and e-tendering
Background
Docklands Light Railway (DLR), a subsidiary of Transport for London, owns 38 stations, 94 vehicles, and 31Km of railway. Its role is to provide for the overall operation of the railway, as well as plan for future development to meet the demand from passengers and local communities.
The procurement team at DLR decided that, in order to meet the large number of contracts being let, they would need a technological solution that would allow them to simplify and implement standard processes and develop value throughout the supply chain. Previously, a physical Data Room was assigned to each project that would contain the thousands of pages of paper documentation, drawings and other information relevant to a particular project. Suppliers had to visit the Data Room in order to inspect the documents, usually one at a time. If new documents, or new versions of documents are required these were either photocopied or re-inspected. This approach was costly, laborious and not easily scalable.
Solution
The DLR team chose to use Business Collaborator to replace the Data Rooms with a secure online tender support system which could manage their process in an efficient, user-friendly manner.
BC enables DLR to manage their procurement processes whilst helping to reduce administration costs, increase efficiencies, and thus increase the number of projects the team can manage
In using BC, the ITT and related competition documentation is securely stored and issued to the invited bidders. Requests for Information (RFI's) are swiftly answered thanks to automatic notification. Bidders now benefit from secure access to project-related material at any time allowing them to study documents in more depth and provide more accurate submissions. Access rights are controlled, and a full audit trail records all events relevant to every file. If a particular document or drawing is updated, an email is sent to advise appropriate individuals of the change, ensuring that the latest document version is immediately available, reducing the likelihood of errors and costly delays due to some parties referring to superseded documentation.
The procurement process has benefited from standard BC functionality such as version control, audit history, and email notifications, as well as workflows and processes configured to reflect DLR's specific requirements, ensuring a fast roll out with minimum training requirements.
Benefits
From the initial preparation of ITT documentation, through to managing RFI's and competition information, BC's customer-focused approach enables DLR to manage their procurement processes whilst helping to reduce administration costs, increase efficiencies by improving the management and distribution of information, and thus increase the number of projects the team can manage.
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