EMR HVAC Maintenance, Overhaul & Spares Support for Class 158 & Field Engineering & Technical Support for Class 158 & Class 170

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-069a62-2026-08-04T15:09:09+01:00",
    "date": "2026-08-04T15:09:09+01:00",
    "ocid": "ocds-h6vhtk-069a62",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-09860485",
            "name": "TRANSPORT UK EAST MIDLANDS LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "09860485"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PYJP-8287-BJGL"
                }
            ],
            "address": {
                "streetAddress": "2nd Floor St Andrew's House",
                "locality": "London",
                "postalCode": "EC4A 3AG",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKI31"
            },
            "contactPoint": {
                "email": "Procurement@eastmidlandsrailway.co.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "privateUtility",
                        "scheme": "UK_CA_TYPE",
                        "description": "Private utility"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-09860485",
        "name": "TRANSPORT UK EAST MIDLANDS LIMITED"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "This PME exercise is being conducted to inform the development of a future ITT for the overhaul, maintenance, and technical support of HVAC systems, which are critical to passenger comfort, operational reliability, and compliance with safety and environmental standards. The PME seeks to: * Understand supplier capability and technical competence, including experience with rail-specific HVAC systems, overhaul programmes, fault diagnostics, and lifecycle asset management * Assess supplier capacity and resilience, including the ability to support planned and reactive maintenance, manage obsolescence, and respond to operational failures within required timescales * Explore supply chain resilience, including spare parts availability, OEM approvals, accreditation, and contingency arrangements * Identify opportunities for SME participation, either as principal suppliers, framework participants, or specialist subcontractors * Understand available monitoring and condition-based maintenance solutions, including remote diagnostics, performance reporting, and energy-efficiency monitoring * Explore sustainability and decarbonisation opportunities, including energy-efficient HVAC solutions, refrigerant management, environmental compliance, waste reduction, and alignment with railway sustainability objectives * Gather insight into commercial and pricing models, including fixed-price maintenance, overhaul schedules, call-off arrangements, whole-life costing approaches, and indexation mechanisms Suppliers will be invited to review PME documentation and submit responses to a series of structured questions. EMR will review all feedback received and use the information gathered to refine the service specification, commercial model, and evaluation methodology for the future procurement. Participation in this PME does not guarantee involvement in the subsequent procurement and is not a mandatory requirement for bidding. Feedback gathered during the PME will be analysed and used to inform the final ITT documentation. Once finalised, the procurement opportunity will be formally advertised and competed via Find a Tender, in accordance with the Procurement Act 2023 and applicable transparency requirements. Expressions of Interest in the PME will be managed through EMR's WAX procurement portal. Interested parties will need to be registered on WAX to access the PME documentation and submit their responses. https://eastmidlandsrailway.medius-s2c.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ViewOpportunityEvent.aspx?EventID=2286&Culture=en-GB",
                "dueDate": "2026-06-02T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "045082-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/045082-2026",
                "datePublished": "2026-05-15T16:44:49+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "PS0023",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "EMR HVAC Maintenance, Overhaul & Spares Support for Class 158 & Field Engineering & Technical Support for Class 158 & Class 170",
        "description": "East Midlands Railway (EMR) operates passenger rail services across the East Midlands and relies on the continued performance of HVAC systems on its Class 158 and 170 fleet to support safe operation, passenger comfort, demisting and overall service reliability. The Supplier is required to provide an integrated HVAC support solution covering maintenance, overhaul and spares support across both fleets. EMR's preference is for a model that gives a clear point of accountability, well-defined operational interfaces and strong performance visibility across the full support package. Schedule Lot 1: HVAC Overhaul and Repair (Class 158), Schedule Lot 2: Field Engineering and Technical Support (Class 158 & Class 170)",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50220000",
                        "description": "Repair, maintenance and associated services related to railways and other equipment"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKF",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKF",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50220000",
                        "description": "Repair, maintenance and associated services related to railways and other equipment"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKF",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "2"
            }
        ],
        "mainProcurementCategory": "services",
        "specialRegime": [
            "utilities"
        ],
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-11-09T00:00:00Z",
                    "endDate": "2028-12-04T23:59:59Z",
                    "maxExtentDate": "2030-12-04T23:59:59Z"
                },
                "hasRenewal": true,
                "status": "active",
                "title": "HVAC Overhaul and Repair (Class 158)",
                "description": "The Supplier shall deliver a comprehensive HVAC overhaul, repair, and refurbishment service for the Class 158 fleet. This shall include planned overhaul programmes, corrective repair activity, and associated engineering support required to maintain reliability and performance. The Supplier shall operate a structured and controlled overhaul model aligned to EMR requirements, ensuring quality, traceability, and efficient turnaround.",
                "value": {
                    "amountGross": 1291200,
                    "amount": 1076000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Quality 60%",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Price 40% Refer to Appendix J Pricing Schedule",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "renewal": {
                    "description": "The Contract duration will be Contract term: Initial period of 2 years, with the option to extend for two additional 1-year periods (2+1+1). EMR may also, where permitted under the Procurement Act 2023, award additional or repeat goods, services or works in accordance with applicable legislation."
                },
                "hasOptions": true,
                "options": {
                    "description": "The right to additional purchases while the contract is valid. Any compliant option for additional or repeat goods, services or works following contract expiry will be considered only in accordance with the Procurement Act 2023 and EMR governance."
                }
            },
            {
                "id": "2",
                "title": "Lot 2: Field Engineering and Technical Support (Class 158 & Class 170)",
                "description": "The Supplier shall deliver an integrated field engineering and technical support service that maintains HVAC system performance, supports fleet availability and enables safe, reliable operation of the Class 158 and Class 170 fleets. The required output is a responsive support model that provides planned maintenance, corrective maintenance, fault diagnosis, technical advice, defect rectification and depot coordination in accordance with agreed service levels and EMR operational priorities. The Supplier shall provide clear evidence that field engineering activity is controlled, traceable, technically assured and aligned to agreed return-to-service requirements.",
                "status": "active",
                "value": {
                    "amountGross": 960000,
                    "amount": 800000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Quality 60%",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Price 40% Refer to Appendix J Pricing Schedule",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-11-09T00:00:00Z",
                    "endDate": "2028-12-04T23:59:59Z",
                    "maxExtentDate": "2030-12-04T23:59:59Z"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The Contract duration will be Contract term: Initial period of 2 years, with the option to extend for two additional 1-year periods (2+1+1). EMR may also, where permitted under the Procurement Act 2023, award additional or repeat goods, services or works in accordance with applicable legislation."
                },
                "hasOptions": true,
                "options": {
                    "description": "The right to additional purchases while the contract is valid. Any compliant option for additional or repeat goods, services or works following contract expiry will be considered only in accordance with the Procurement Act 2023 and EMR governance."
                }
            }
        ],
        "status": "active",
        "value": {
            "amountGross": 2251200,
            "amount": 1876000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "The procurement process will be conducted as a two-stage procedure, designed to evaluate bidders' capability, quality of submission and commercial offering before progressing to a negotiation phase. During Stage 1, Tenderers will be required to submit an initial Tender comprising responses to the quality requirements and a completed pricing schedule. In addition, all Tenderers must satisfy the mandatory requirements of the Pre-Selection Questionnaire (PSQ), which will be assessed on a pass/fail basis. Initial Tenders will be evaluated in accordance with the scoring criteria detailed in this document. Tenderers that do not fail any mandatory PSQ requirements and achieve an overall evaluation score of 65% or above will be invited to participate in Stage 2. Stage 2 will consist of a structured negotiation phase with shortlisted Tenderers. Initial Tenders will form the basis of negotiations, which may include discussions and refinements relating to technical, commercial and delivery aspects of the proposed solution. Following the conclusion of negotiations, Tenderers will be invited to submit a final revised tender. Revised Tenders will be evaluated in accordance with the scoring criteria detailed in this document. EMR reserves the right to undertake a further interview and/or clarification stage following receipt of the final revised Tenders. The Contract will be awarded to the Tenderer submitting the most advantageous Tender, based on the scores achieved following the evaluation of the final revised Tender. Please note: Where a suitable solution is offered at the initial Tender stage, EMR reserves the right to award the Contract on the basis of the initial Tender without entering into negotiations."
        },
        "submissionMethodDetails": "https://eastmidlandsrailway.medius-s2c.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ViewOpportunityEvent.aspx?EventID=2321&Culture=en-GB",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-09-04T11:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-08-14T23:59:59+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-11-09T23:59:59Z"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "L-1",
                "documentType": "technicalSpecifications",
                "url": "https://eastmidlandsrailway.medius-s2c.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ViewOpportunityEvent.aspx?EventID=2321&Culture=en-GB"
            },
            {
                "id": "073795-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/073795-2026",
                "datePublished": "2026-08-04T15:09:09+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2029-01-02T23:59:59Z"
                }
            ]
        },
        "riskDetails": "Whilst the broad scope of the requirement is known at the commencement of this procurement, the precise nature, timing, volume and sequencing of some activities cannot be fully determined at this stage. EMR therefore reserves the right to modify the Contract, in accordance with the Procurement Act."
    },
    "language": "en"
}