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COSHH Assessment

Cardiff and Vale University Health Board

This public procurement record has 1 release in its history.

Planning

03 Aug 2026 at 09:00

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cardiff and Vale University Health Board intends to procure a digital COSHH management system to help a large, complex healthcare organisation identify, assess and control risks from hazardous substances. The service is classified as health and safety consultancy, although the stated requirement centres on scalable software and associated support. The system should support COSHH assessments, substance inventories, review and approval workflows, regulatory compliance, audit readiness, reporting and user access across multiple sites, departments and storage locations. NHS Wales Shared Services Partnership will manage the procurement on behalf of the Health Board. Delivery is intended for the Cardiff and Vale area, with the system supporting organisational structures and activity across the Health Board’s sites. The requirement is suitable for small and medium-sized enterprises and voluntary, community or social enterprises.

This procurement is at the planning stage and is not yet an invitation to tender. The buyer intends to use an open procedure for services, with one planned lot. The estimated value is £37,000 excluding VAT, or £44,400 including VAT. The planned contract period is 1 April 2027 to 31 March 2029. Market engagement includes a Microsoft Teams demonstration of potential COSHH systems, with the engagement milestone scheduled for 24 August 2026. The buyer expects the next notice to be published by 30 October 2026. Demonstrations are expected to cover system performance across multiple sites and thousands of substances, automation, regulatory compliance, staff adoption, support for complex organisations, planned enhancements and the use of artificial intelligence.

This will suit suppliers of COSHH, chemical safety, occupational health and safety, or environmental health software with experience supporting large, multi-site organisations. Core capabilities are digital creation, review and approval of COSHH assessments; embedded hazard and exposure information; version control and audit trails; automated review reminders; central substance inventories; quantity, usage and storage tracking; SDS retrieval, updating and expiry alerts; and controls management for PPE, ventilation, training and monitoring. The buyer is looking for dashboards, compliance reporting, escalation of non-compliance, role-based permissions and an accessible interface for technical and non-technical users. Additional strengths include procurement, maintenance, incident, health surveillance and learning-system integrations, API capability, mobile access, training, helpdesk support, service-level commitments and automated regulatory updates.

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 months ago
Submission Deadline
Not specified
Future Notice Date
30 Oct 20264 weeks to go
Award Date
Not specified
Contract Period
1 Apr 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
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)

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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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