Planning

Fitness Equipment Service and Maintenance Contract

CARMARTHENSHIRE COUNTY COUNCIL

This public procurement record has 1 release in its history.

Planning

14 Apr 2026 at 10:20

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Carmarthenshire County Council is currently in the planning stage for the "Fitness Equipment Service and Maintenance Contract," focused on servicing and maintaining fitness equipment across five leisure centres located within Carmarthenshire, Wales (region UKL14). This procurement process falls under the category of services and adheres to Welsh devolved regulations. Potential suppliers have until 14th May 2026 to participate in the preliminary market engagement, marking a key milestone in shaping the Council’s procurement strategy before the formal tender process begins. The Council is exploring contract duration options and seeking market insights into cost structures and service tiers to inform a compliant, value-for-money procurement approach.

This tender presents significant opportunities for businesses specialising in fitness equipment repair, maintenance, and installation services, particularly those with experience in handling a diverse manufacturer portfolio and using digital asset management platforms like Orbit4. The contract, valued at £180,000 net (£216,000 gross), will span from October 2026 to September 2029, offering a stable business opportunity for small and medium-sized enterprises. Companies that can ensure equipment availability, support business continuity, and comply with health and safety standards will be well-positioned to compete. Additionally, the Council is keen on innovative approaches and efficient practices that can enhance service reliability and equipment availability, making this a promising proposition for forward-thinking suppliers.

Find more tenders on our Open Data Platform.
How relevant is this notice?

Notice Information

Notice Title

Fitness Equipment Service and Maintenance Contract

Notice Description

Carmarthenshire County Council, through its Actif Sport & Leisure service, is exploring market capability and delivery options for a future service and maintenance contract covering fitness equipment across five leisure centres within the County (Carmarthen Leisure Centre, Amman Valley Leisure Centre, St Clears Leisure Centre, Llandovery Leisure Centre, and Newcastle Emlyn Leisure Centre). The Council's fitness equipment estate comprises a mixed portfolio of manufacturers, including Life Fitness, Technogym, Concept2, Black Box, Origin, Keiser and Wolverson, and supports the ongoing operation of fitness suites, studios and associated facilities. Existing service and maintenance arrangements for this equipment have reached the end of their contractual term, and the Council is seeking market input to help shape a compliant, value-for-money procurement approach. The anticipated scope of the future contract is expected to include planned servicing, reactive maintenance, fault repairs, and annual service certification across all in-scope equipment, with an emphasis on maintaining equipment availability, supporting business continuity, and ensuring compliance with relevant health and safety requirements. The Council is also interested in understanding market approaches to managing a mixed-manufacturer estate and the use of manufacturer-approved parts and competent engineers. The Council operates its leisure facilities using the Orbit4 asset management platform and is seeking feedback on the integration of service and maintenance activities with digital asset management systems, including ticket logging, response times, service reporting, and record-keeping for audit and assurance purposes. Market engagement responses will help inform proportionate requirements around system integration, service responsiveness, and management information.

Planning Information

The Council is considering several potential contract duration options, reflecting differing commencement dates across sites and the need for flexibility where equipment may be replaced during the contract term with new assets that include embedded maintenance arrangements. The engagement also seeks market insight into cost structures, service tiers for cardiovascular and resistance equipment, and approaches to delivering consistent service levels across multiple geographically dispersed sites. In addition, the Council seeks market feedback on supplier capacity and resilience to support a geographically dispersed estate; appropriate risk allocation and contract management practices for service and maintenance contracts of this nature; proportionate approaches to compliance, assurance, and record keeping; and any opportunities for innovation or efficiencies that could enhance equipment availability, service reliability, or overall value for money. This preliminary market engagement is intended solely to inform the Council’s procurement strategy, specification development, and risk assessment ahead of any formal tender process. It does not represent a commitment to proceed with procurement, determine the final scope or route to market, or confer any advantage on participating organisations. Interested parties are invited to respond to this preliminary market engagement by contacting the Lead Officer via email by the deadline stated. The Council may use a combination of written responses and follow up discussions to inform its understanding of the market. Follow up discussions, where offered, will be arranged by appointment only (e.g. via Microsoft Teams), time limited, and conducted on a consistent basis. Participation in any discussion is optional and does not confer any advantage in any subsequent procurement process.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0681bc
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/033656-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

37 - Musical instruments, sport goods, games, toys, handicraft, art materials and accessories

50 - Repair and maintenance services

51 - Installation services (except software)

CPV Codes

37440000 - Fitness equipments

50870000 - Repair and maintenance services of playground equipment

51121000 - Installation services of fitness equipment

Notice Value(s)

Tender Value
£180,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
14 Apr 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
28 May 20262 months to go
Award Date
Not specified
Contract Period
30 Sep 2026 - 30 Sep 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CARMARTHENSHIRE COUNTY COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARMARTHEN
Postcode
SA31 1JP
Post Town
Swansea
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL4 Mid and South West Wales
Small Region (ITL 3)
TLL42 South West Wales
Delivery Location
TLL14 South West Wales
Local Authority
Carmarthenshire
Electoral Ward
Carmarthen Town North and South
Westminster Constituency
Caerfyrddin

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-0681bc-2026-04-14T11:20:54+01:00",
    "date": "2026-04-14T11:20:54+01:00",
    "ocid": "ocds-h6vhtk-0681bc",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PTVL-7854-TMRZ",
            "name": "Carmarthenshire County Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PTVL-7854-TMRZ"
            },
            "address": {
                "streetAddress": "County Hall",
                "locality": "Carmarthen",
                "postalCode": "SA31 1JP",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL14"
            },
            "contactPoint": {
                "name": "Simon Davies",
                "email": "Simondavies@carmarthenshire.gov.uk",
                "telephone": "01267234567"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.carmarthenshire.gov.wales",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    },
                    {
                        "id": "GB-WLS",
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PTVL-7854-TMRZ",
        "name": "Carmarthenshire County Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "The Council is considering several potential contract duration options, reflecting differing commencement dates across sites and the need for flexibility where equipment may be replaced during the contract term with new assets that include embedded maintenance arrangements. The engagement also seeks market insight into cost structures, service tiers for cardiovascular and resistance equipment, and approaches to delivering consistent service levels across multiple geographically dispersed sites. In addition, the Council seeks market feedback on supplier capacity and resilience to support a geographically dispersed estate; appropriate risk allocation and contract management practices for service and maintenance contracts of this nature; proportionate approaches to compliance, assurance, and record keeping; and any opportunities for innovation or efficiencies that could enhance equipment availability, service reliability, or overall value for money. This preliminary market engagement is intended solely to inform the Council's procurement strategy, specification development, and risk assessment ahead of any formal tender process. It does not represent a commitment to proceed with procurement, determine the final scope or route to market, or confer any advantage on participating organisations. Interested parties are invited to respond to this preliminary market engagement by contacting the Lead Officer via email by the deadline stated. The Council may use a combination of written responses and follow up discussions to inform its understanding of the market. Follow up discussions, where offered, will be arranged by appointment only (e.g. via Microsoft Teams), time limited, and conducted on a consistent basis. Participation in any discussion is optional and does not confer any advantage in any subsequent procurement process.",
                "dueDate": "2026-05-14T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "033656-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/033656-2026",
                "datePublished": "2026-04-14T11:20:54+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ocds-h6vhtk-0681bc",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Fitness Equipment Service and Maintenance Contract",
        "description": "Carmarthenshire County Council, through its Actif Sport & Leisure service, is exploring market capability and delivery options for a future service and maintenance contract covering fitness equipment across five leisure centres within the County (Carmarthen Leisure Centre, Amman Valley Leisure Centre, St Clears Leisure Centre, Llandovery Leisure Centre, and Newcastle Emlyn Leisure Centre). The Council's fitness equipment estate comprises a mixed portfolio of manufacturers, including Life Fitness, Technogym, Concept2, Black Box, Origin, Keiser and Wolverson, and supports the ongoing operation of fitness suites, studios and associated facilities. Existing service and maintenance arrangements for this equipment have reached the end of their contractual term, and the Council is seeking market input to help shape a compliant, value-for-money procurement approach. The anticipated scope of the future contract is expected to include planned servicing, reactive maintenance, fault repairs, and annual service certification across all in-scope equipment, with an emphasis on maintaining equipment availability, supporting business continuity, and ensuring compliance with relevant health and safety requirements. The Council is also interested in understanding market approaches to managing a mixed-manufacturer estate and the use of manufacturer-approved parts and competent engineers. The Council operates its leisure facilities using the Orbit4 asset management platform and is seeking feedback on the integration of service and maintenance activities with digital asset management systems, including ticket logging, response times, service reporting, and record-keeping for audit and assurance purposes. Market engagement responses will help inform proportionate requirements around system integration, service responsiveness, and management information.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50870000",
                        "description": "Repair and maintenance services of playground equipment"
                    },
                    {
                        "scheme": "CPV",
                        "id": "51121000",
                        "description": "Installation services of fitness equipment"
                    },
                    {
                        "scheme": "CPV",
                        "id": "37440000",
                        "description": "Fitness equipments"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL14",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 216000,
            "amount": 180000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2029-09-30T23:59:59+01:00"
                },
                "status": "planning"
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-05-28T23:59:59+01:00"
        },
        "status": "planning"
    },
    "language": "en"
}