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

TRANSPORT UK EAST MIDLANDS LIMITED

This public procurement record has 2 releases in its history.

Tender

04 Aug 2026 at 15:09

UK4 - Tender Notice
Planning

15 May 2026 at 16:44

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Transport UK East Midlands Limited, trading as East Midlands Railway, is procuring integrated HVAC support services for its Class 158 and Class 170 passenger trains. The requirement covers two service areas: HVAC overhaul, repair and refurbishment for the Class 158 fleet; and field engineering and technical support for HVAC systems on Class 158 and Class 170 fleets. Services include planned and corrective maintenance, fault diagnosis, defect rectification, technical advice, spares support, depot coordination and engineering support for safe operation, passenger comfort, demisting and fleet reliability. The work will be delivered across the East Midlands. This is a utilities procurement for rail maintenance and associated services, and both lots are identified as suitable for small and medium-sized enterprises.

The process has reached tender: EMR invited offers through an open competitive flexible procedure. It is a two-stage process. Stage 1 requires an initial tender, pricing schedule and a pass/fail Pre-Selection Questionnaire; bidders scoring at least 65% can progress to Stage 2 negotiations and a final revised tender, although EMR may award on the initial tender. Enquiries close at 23:59 on 14 August 2026 and tenders are due by 11:00 on 4 September 2026. The expected award decision date is 9 November 2026. Both contracts are scheduled from 9 November 2026 to 4 December 2028, with options for two additional one-year extensions, potentially ending on 4 December 2030. Lot 1 is valued at £1,076,000 excluding VAT (£1,291,200 including VAT); Lot 2 at £800,000 excluding VAT (£960,000 including VAT). Evaluation is 60% quality and 40% price.

This opportunity suits rail engineering and specialist HVAC suppliers able to support passenger rolling stock through controlled, traceable and technically assured services. Lot 1 is aimed at businesses experienced in Class 158 HVAC overhaul, refurbishment, planned overhaul programmes, corrective repairs and efficient turnaround. Lot 2 suits field engineering providers able to deliver planned and reactive maintenance, fault diagnosis, defect rectification, technical advice, depot coordination and return-to-service support across Class 158 and Class 170 fleets. Suppliers need sufficient operational capacity and resilience to respond to fleet failures and agreed service levels, while managing spares and engineering activity reliably. The process also suits SMEs, either bidding for a lot directly or contributing specialist capability through delivery partnerships or subcontracting arrangements.

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Notice Information

Notice Title

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

Notice 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)

Lot Information

HVAC Overhaul and Repair (Class 158)

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.

Options: 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.

Renewal: 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.

Lot 2: Field Engineering and Technical Support (Class 158 & Class 170)

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.

Options: 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.

Renewal: 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.

Planning Information

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

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-069a62
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/073795-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

CPV Codes

50220000 - Repair, maintenance and associated services related to railways and other equipment

Notice Value(s)

Tender Value
£1,876,000 £1M-£10M
Lots Value
£1,876,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
4 Aug 20262 months ago
Submission Deadline
4 Sep 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
9 Nov 2026 - 4 Dec 2028 2-3 years
Recurrence
2029-01-02

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
TRANSPORT UK EAST MIDLANDS LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
EC4A 3AG
Postcode Area
Central London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI35 Westminster and City of London
Delivery Location
TLF East Midlands (England)
Local Authority
City of London
Electoral Ward
Castle Baynard
Westminster Constituency
Cities of London and Westminster

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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.

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