Planning

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

Mobile MRI Trailer Maintenance, Repair and Compliance Management Services

Cardiff and Vale University Health Board

This public procurement record has 1 release in its history.

Planning

28 Jul 2026 at 12:43

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cardiff & Vale University Health Board, with NHS Wales Shared Services Partnership, is exploring a fully managed maintenance, inspection, repair and compliance service for two LGV trailers used to transport mobile MRI scanners and associated medical equipment. The work covers trailer structures, chassis, braking, suspension, tyres, electrics, bodywork, coupling and stabilisation systems, as well as HVAC and chillers, refrigerant and F-gas compliance, lifts, LOLER-regulated equipment, environmental monitoring, water hygiene and Legionella management. Services will include planned and reactive maintenance, breakdown response, statutory inspections and certification, compliance administration, reporting, audit support and a secure customer portal. Delivery is associated with Cardiff and the surrounding Cardiff and Vale area. This is a services requirement for vehicle and related-equipment maintenance.

The procurement is at planning stage and the Authority is conducting preliminary market engagement, not inviting tenders. Suppliers are asked to submit an expression of interest by midday on 7 August 2026; the Authority may then use questionnaires, clarification questions, meetings, demonstrations or presentations to shape the specification, route, contract structure and commercial model. A future procurement notice is currently anticipated on 9 September 2026. The planned arrangement is one lot, with an indicative gross value of £123,225.41 (£102,687.84 excluding VAT). The proposed contract period is 30 November 2026 to 29 November 2029, with an extension option to 29 November 2030. The lot is marked as suitable for small and medium-sized enterprises.

This will suit suppliers combining commercial vehicle and trailer maintenance with specialist compliance management. Relevant capability includes planned preventative maintenance, reactive repair and emergency call-outs, statutory roadworthiness inspections, LOLER examination, PUWER-related maintenance, F-gas records, HVAC and chiller servicing, calibration, environmental monitoring, water hygiene and Legionella controls. The Authority is seeking suitably qualified engineers, geographic coverage, responsive triage and escalation for safety-critical defects, temporary mitigation and clear root-cause reporting. Strong candidates should be able to manage asset registers, work orders, certificates, inspection evidence, defect and incident records, audit trails and performance dashboards through a secure customer portal or equivalent. Experience supporting mobile medical equipment, clinical transport, high-availability assets or similar safety-critical fleets would be relevant, alongside robust mobilisation and compliance-reporting arrangements.

How relevant is this notice?

Notice Information

Notice Title

Mobile MRI Trailer Maintenance, Repair and Compliance Management Services

Notice Description

The Authority intends to undertake Preliminary Market Engagement in relation to a potential contract for the provision of a comprehensive maintenance, inspection, repair and compliance management service for LGV trailers used to transport mobile MRI scanners and associated medical equipment. The fleet currently comprises two mobile MRI system trailers and associated systems, which must remain safe, roadworthy, operationally available and compliant with all applicable statutory, regulatory, manufacturer and industry requirements. The anticipated scope of the service includes planned preventative maintenance, reactive breakdown attendance and repair, statutory inspection and certification, compliance administration, reporting, customer portal management and audit support. The successful supplier would be expected to provide all labour, supervision, inspection, testing, certification, call-out support, documentation and management information required to maintain the assets in a safe, reliable and legally compliant condition. The equipment and systems in scope are expected to include LGV trailer structures, chassis, braking systems, suspension, tyres, wheels, lighting, electrics, bodywork, doors, coupling systems, stabilisation systems and other safety-critical components. The requirement also includes HVAC and chiller systems, refrigerant and F-gas compliance, temperature control, chilled water systems, lift systems, LOLER-regulated equipment, environmental monitoring systems, water hygiene and Legionella management, and associated digital reporting/customer portal arrangements. Suppliers should be capable of supporting statutory and regulatory compliance, including but not limited to roadworthiness and trailer safety inspection requirements, LOLER thorough examination and certification, PUWER-related maintenance obligations, F-gas requirements for refrigerant systems, and water hygiene/Legionella management requirements. Suppliers should also be able to provide timely evidence of compliance, including inspection records, maintenance reports, LOLER certificates, F-gas records, calibration certificates, defect reports, repair completion records, compliance dashboards and monthly performance reports. The Authority is particularly interested in engaging with suppliers who can provide a responsive service model, including a single helpdesk/contact route, fault logging, triage and prioritisation, emergency call-out arrangements, suitably qualified engineers, escalation for critical defects, temporary mitigation where immediate repair is not possible, and clear reporting on root cause, actions taken, parts used and residual risk. Critical issues may include trailer safety failures, lift failure, HVAC/chiller failure affecting scanner protection, environmental monitoring alarms, loss of remote monitoring, or defects preventing planned clinical or equipment transport activity. The supplier will also be expected to provide and maintain a secure customer portal or equivalent digital platform, providing access to the asset register, planned maintenance schedule, compliance status, work orders, defect reports, certificates, inspection records, environmental monitoring data, alarm history, service history, KPI reports, engineer attendance records and audit trails. Reporting requirements are expected to include monthly performance and compliance reporting, defect and incident reporting, environmental monitoring reports, risk and issue registers, root cause analysis where required, quarterly contract review reporting and annual asset condition/lifecycle planning information. The proposed contract will be for a period of up to three years, with an option to extend. This Preliminary Market Engagement exercise is intended to help the Authority understand market capability, supplier interest, service delivery models, mobilisation requirements, risks, timescales and any commercial considerations before determining its procurement strategy. Interested suppliers are invited to submit expressions of interest by midday on 7 August 2026.

Planning Information

This Preliminary Market Engagement exercise is being undertaken to help the Authority understand the current market capability, capacity and interest in providing a fully managed maintenance, inspection, repair and compliance management service for LGV trailers used to transport mobile MRI scanners and associated equipment. The scope is expected to include planned preventative maintenance, reactive repairs, statutory inspections, LOLER compliance, HVAC/chiller maintenance, F-gas compliance, environmental monitoring, water hygiene/Legionella management, customer portal access, reporting and audit support. Interested suppliers are invited to submit an expression of interest confirming their capability and experience in delivering services of this nature. Suppliers may be asked to provide information on relevant experience, technical competence, geographic coverage, mobilisation approach, emergency response capability, digital reporting/customer portal functionality, compliance management arrangements and any perceived risks or considerations relevant to the proposed requirement. Following receipt of expressions of interest, the Authority may engage with suppliers through written clarification questions, questionnaires, supplier meetings, demonstrations, presentations or other appropriate engagement activity. Any engagement undertaken will be used to inform the Authority’s understanding of the market and may assist in refining the service specification, procurement route, contract structure, commercial model, mobilisation requirements and timescales. Participation in this engagement exercise does not guarantee participation in any future procurement process and does not constitute a call for competition or a commitment by the Authority to proceed with a procurement. Suppliers wishing to participate should submit their expression of interest by email to Ben.Evans4@wales.nhs.uk by midday on 7 August 2026. Any subsequent procurement opportunity will be advertised separately in accordance with the Authority’s procurement obligations.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06d52b
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/071184-2026
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

50 - Repair and maintenance services

CPV Codes

50100000 - Repair, maintenance and associated services of vehicles and related equipment

Notice Value(s)

Tender Value
£102,687 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
28 Jul 20262 months ago
Submission Deadline
Not specified
Future Notice Date
9 Sep 2026Expired
Award Date
Not specified
Contract Period
30 Nov 2026 - 29 Nov 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
Cardiff and Vale University Health Board
Additional Buyers

Velindre University NHS Trust

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARDIFF
Postcode
CF14 4HH
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
TLL22 Cardiff and Vale of Glamorgan
Local Authority
Cardiff
Electoral Ward
Heath
Westminster Constituency
Cardiff North

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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.

Loading OCDS record...