Planning

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

COSHH Assessment

CARDIFF AND VALE UNIVERSITY HEALTH BOARD

This public procurement record has 1 release in its history.

Planning

03 Aug 2026 at 08:00

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Cardiff and Vale University Health Board, in collaboration with the NHS Wales Shared Services Partnership, is in the planning stage of a procurement process for a robust Control of Substances Hazardous to Health (COSHH) management system. This initiative, focusing on the health and safety consultancy services industry category, is aimed at managing the inventory and compliance associated with hazardous substances. The contract, due to start from 1st April 2027 and end on 31st March 2029, will serve within the UK, primarily in the Cardiff area. Key dates for businesses include a market engagement demonstration scheduled by 24th August 2026. Interested parties should note the future notice date set for 30th October 2026, indicating ongoing procurement activities before tender announcements.

This tender represents significant opportunities for businesses specializing in health and safety consultancy and digital system solutions, particularly those capable of deploying scalable systems adept at serving large organisations. Companies offering advanced digital integration, audit readiness, and compliance-enhancing features such as automated updates and SDS management will find this tender particularly suited to their offerings. The opportunity is also favourable for SMEs and voluntary and community sector enterprises, with the provision for participation specifically indicated. With a gross contract value of £44,400 and the potential for deep integration across health and safety management systems, businesses can leverage this opportunity for sustained growth and service diversification.

How relevant is this notice?

Notice Information

Notice Title

COSHH Assessment

Notice Description

COSHH is a legal requirement designed to ensure that organisations systematically identify, assess, and control risks from hazardous substances to protect the health and safety of workers and others who may be exposed. In this context, we are seeking to engage with companies that provide robust, scalable COSHH management systems capable of supporting large and complex organisations. Systems that support digital workflows, audit readiness, and integration with wider health and safety management arrangements would be of particular interest.

Planning Information

A demonstration via Microsoft Teams will take place as part of the market engagement. If you would like to arrange a demonstration, please contact Gracie.Westlake@wales.nhs.uk to schedule Solutions should demonstrably assist with COSHH assessments, substance inventory management, review and assurance processes, and regulatory compliance, while enabling consistent oversight, reporting, and user accessibility. The system will allow for hierarchal and organisational structure breakdowns along with full overview of substances. Duplication of assessments should be minimised / impossible to ensure the system is maintained and reflective of substances within the organisation. A demonstration of the COSHH management system and its full capabilities is essential and cover such topics; • How does the system perform across multiple sites and thousands of substances. • What can the system do without human intervention. • How the system helps you prove compliance to regulators. • How they ensure staff use the system. • Evidence of supporting large, complex organisations. • Planned enhancements, AI use, automation, regulatory updates. Essentials; • Ability to create, review, and approve COSHH assessments with clear workflows. • Embedded hazard information (e.g., CLP classifications, exposure routes, control measures). • Version control with audit trails for changes, approvals, and reviews. • Automated prompts for re assessment based on expiry dates or regulatory changes. • Centralised inventory covering all sites, departments, and storage locations. • Ability to track quantities, usage, and storage conditions. • Automatic flagging of banned, restricted, or high risk substances. • Automated SDS retrieval and updates from manufacturers or databases. • SDS expiry tracking and alerts. • Clear documentation of required controls (PPE, ventilation, training, monitoring). • Ability to assign controls to responsible persons and track completion. • Notifications for overdue actions. • Ability to attach documents, photos, monitoring results, and certificates. • Built in alignment with COSHH Regulations, CLP, REACH, and workplace exposure limits. • Ability to generate compliance reports for internal and external audits. • Full audit trails for assessments, approvals, SDS updates, and inventory changes. • Scheduled review cycles with automated reminders. • Dashboards showing overdue assessments, missing SDS, or high risk substances. • Ability to escalate non compliance to senior management. • Intuitive interface suitable for both technical and non technical users. • Role based permissions to ensure appropriate access. Desirables; • Integration with procurement systems to prevent unauthorised purchases. • Integration with maintenance systems for engineering controls. • Ability to record exposure monitoring results and link them to substances. • Health surveillance scheduling, tracking, and reporting. • Alerts for exceedances or overdue surveillance. • Ability to link COSHH related incidents to substances and assessments. • Trend analysis to identify recurring issues (e.g., spills, dermatitis cases). • API capability to integrate with: o Procurement systems o Asset management o Incident reporting systems o Health surveillance platforms o Learning management systems (LMS) • Built in training modules or onboarding workflows. • Supplier provided training, helpdesk support, and SLA commitments. • Automated updates when regulations change. • Mobile access for labs, workshops, and clinical environments.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06d981
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/072984-2026
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, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

71 - Architectural, construction, engineering and inspection services

CPV Codes

71317210 - Health and safety consultancy services

Notice Value(s)

Tender Value
£37,000 Under £100K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
3 Aug 20262 days ago
Submission Deadline
Not specified
Future Notice Date
30 Oct 20263 months to go
Award Date
Not specified
Contract Period
31 Mar 2027 - 31 Mar 2029 2-3 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

NHS WALES SHARED SERVICES PARTNERSHIP

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
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL51 Central Valleys and Bridgend
Delivery Location
TLL22 Cardiff and Vale of Glamorgan
Local Authority
Rhondda Cynon Taf
Electoral Ward
Taff's Well
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. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-06d981-2026-08-03T09:00:22+01:00",
    "date": "2026-08-03T09:00:22+01:00",
    "ocid": "ocds-h6vhtk-06d981",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PPPR-7969-BTJG",
            "name": "Cardiff and Vale University Health Board",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PPPR-7969-BTJG"
            },
            "address": {
                "streetAddress": "2nd Floor, Woodland House, Maes Y Coed Road",
                "locality": "Cardiff",
                "postalCode": "CF14 4HH",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL22"
            },
            "contactPoint": {
                "name": "Gracie Westlake",
                "email": "gracie.westlake@wales.nhs.uk",
                "telephone": "+442921500801"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    },
                    {
                        "id": "GB-WLS",
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PXWV-6492-CGMN",
            "name": "NHS Wales Shared Services Partnership",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PXWV-6492-CGMN"
            },
            "address": {
                "streetAddress": "4-5 Charnwood Court, Heol Billingsley, Parc Nantgarw, Cardiff",
                "locality": "Cardiff",
                "postalCode": "CF15 7QZ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL15"
            },
            "contactPoint": {
                "name": "Gracie Westlake",
                "email": "gracie.westlake@wales.nhs.uk",
                "telephone": "+442921500801"
            },
            "roles": [
                "procuringEntity"
            ],
            "roleDetails": "NWSSP will be the managing organisation on behalf of CAVUHB"
        }
    ],
    "buyer": {
        "id": "GB-PPON-PPPR-7969-BTJG",
        "name": "Cardiff and Vale University Health Board"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "A demonstration via Microsoft Teams will take place as part of the market engagement. If you would like to arrange a demonstration, please contact Gracie.Westlake@wales.nhs.uk to schedule Solutions should demonstrably assist with COSHH assessments, substance inventory management, review and assurance processes, and regulatory compliance, while enabling consistent oversight, reporting, and user accessibility. The system will allow for hierarchal and organisational structure breakdowns along with full overview of substances. Duplication of assessments should be minimised / impossible to ensure the system is maintained and reflective of substances within the organisation. A demonstration of the COSHH management system and its full capabilities is essential and cover such topics; * How does the system perform across multiple sites and thousands of substances. * What can the system do without human intervention. * How the system helps you prove compliance to regulators. * How they ensure staff use the system. * Evidence of supporting large, complex organisations. * Planned enhancements, AI use, automation, regulatory updates. Essentials; * Ability to create, review, and approve COSHH assessments with clear workflows. * Embedded hazard information (e.g., CLP classifications, exposure routes, control measures). * Version control with audit trails for changes, approvals, and reviews. * Automated prompts for re assessment based on expiry dates or regulatory changes. * Centralised inventory covering all sites, departments, and storage locations. * Ability to track quantities, usage, and storage conditions. * Automatic flagging of banned, restricted, or high risk substances. * Automated SDS retrieval and updates from manufacturers or databases. * SDS expiry tracking and alerts. * Clear documentation of required controls (PPE, ventilation, training, monitoring). * Ability to assign controls to responsible persons and track completion. * Notifications for overdue actions. * Ability to attach documents, photos, monitoring results, and certificates. * Built in alignment with COSHH Regulations, CLP, REACH, and workplace exposure limits. * Ability to generate compliance reports for internal and external audits. * Full audit trails for assessments, approvals, SDS updates, and inventory changes. * Scheduled review cycles with automated reminders. * Dashboards showing overdue assessments, missing SDS, or high risk substances. * Ability to escalate non compliance to senior management. * Intuitive interface suitable for both technical and non technical users. * Role based permissions to ensure appropriate access. Desirables; * Integration with procurement systems to prevent unauthorised purchases. * Integration with maintenance systems for engineering controls. * Ability to record exposure monitoring results and link them to substances. * Health surveillance scheduling, tracking, and reporting. * Alerts for exceedances or overdue surveillance. * Ability to link COSHH related incidents to substances and assessments. * Trend analysis to identify recurring issues (e.g., spills, dermatitis cases). * API capability to integrate with: o Procurement systems o Asset management o Incident reporting systems o Health surveillance platforms o Learning management systems (LMS) * Built in training modules or onboarding workflows. * Supplier provided training, helpdesk support, and SLA commitments. * Automated updates when regulations change. * Mobile access for labs, workshops, and clinical environments.",
                "dueDate": "2026-08-24T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "072984-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/072984-2026",
                "datePublished": "2026-08-03T09:00:22+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ocds-h6vhtk-06d981",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "COSHH Assessment",
        "description": "COSHH is a legal requirement designed to ensure that organisations systematically identify, assess, and control risks from hazardous substances to protect the health and safety of workers and others who may be exposed. In this context, we are seeking to engage with companies that provide robust, scalable COSHH management systems capable of supporting large and complex organisations. Systems that support digital workflows, audit readiness, and integration with wider health and safety management arrangements would be of particular interest.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "71317210",
                        "description": "Health and safety consultancy services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL22",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 44400,
            "amount": 37000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": false,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2027-04-01T00:00:00+01:00",
                    "endDate": "2029-03-31T23:59:59+01:00"
                },
                "status": "planning"
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-10-30T23:59:59+00:00"
        },
        "status": "planning"
    },
    "language": "en"
}