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Refrigeration and Air Conditioning Maintenance Services RFI

University of Ulster

This public procurement record has 1 release in its history.

Planning

24 Sep 2026 at 17:21

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Ulster University intends to procure comprehensive maintenance, servicing and repair of refrigeration and air-conditioning systems and associated equipment across all its campuses. The service is to cover planned maintenance and repairs arising from servicing, breakdowns and call-outs, with the supplier maintaining the university’s F-gas register. Inspection, testing and repairs must follow British Standards and manufacturers’ maintenance recommendations. The work is building-services maintenance, including refrigeration and cooling equipment. Suppliers would need to provide an all-inclusive service across the university’s campus estate, covering the systems and equipment in scope rather than a single installation.

This is at the planning stage: the university is conducting preliminary market engagement and seeking information to help develop the specification, not inviting tenders. It expects to publish a future tender notice on 9 November 2026; potential suppliers are expected to express interest in that future competition. The market consultation is scheduled to conclude on 8 October 2026. The planned service is estimated at £485,000 excluding VAT (£582,000 including VAT). The intended contract period is 1 April 2027 to 31 March 2031, with provision for extension to 31 March 2035. The procurement route, contract duration and contract type will be decided after market consultation. The plan is for a single lot, marked as suitable for small and medium-sized enterprises.

This may suit refrigeration and air-conditioning maintenance contractors able to service and repair a broad range of equipment across multiple university campuses, including responding to breakdowns and call-outs as well as completing planned work. Suppliers should be capable of delivering an all-inclusive service, maintaining equipment functionality, and managing the university’s F-gas register. Relevant technical competence includes inspecting, testing and repairing refrigeration and air-conditioning systems in line with British Standards and manufacturers’ maintenance recommendations. The university is seeking market input to shape its specification, so businesses with experience of comprehensive, multi-site maintenance services may be well placed to contribute. The planned contract is identified as suitable for SMEs, and suppliers can use the consultation to inform their preparation for a later competition. No particular accreditation or prior experience requirement is stated.

How relevant is this notice?

Notice Information

Notice Title

Refrigeration and Air Conditioning Maintenance Services RFI

Notice Description

The University is seeking to appoint a suitably qualified and competent Supplier to deliver a fully comprehensive, all-inclusive service for the maintenance, servicing and repair of all the Refrigeration and Air Conditioning systems and associated equipment. The Supplier shall carry out all repairs necessary as a result of both the planned maintenance servicing, break downs / call-outs of all equipment forming part of the refrigeration and air conditioning systems to maintain a fully functional system at all times on an all-inclusive basis on all campuses (i.e. at no extra cost to the University), except for vandalism, accidental damage or misuse. The Supplier will also maintain the University's F Gas register. During the term of the Contract the Supplier will provide the University with the inspection, testing and repair of the Refrigeration and Air Conditioning systems in accordance with British standards and Manufacturers Maintenance recommendations.

Planning Information

The purpose of this Preliminary Market Engagement (PME) notice and Request for Information (RFI) is to invite potential service providers to express an interest and provide information to assist with the procurement development of a specification for the University's Refrigeration and Air Conditioning Maintenance Services. The procurement route, duration and type of contract(s) shall be determined following this preliminary market consultation and engagement with market participants. It is important to note that this PME and RFI is not a call for competition, a pre-qualification questionnaire, part of any pre-qualification/selection process or a current tender opportunity. Potential providers will need to express an interest in any future tender opportunity once a Tender Notice is published. This RFI is intended as an awareness, communication, and information gathering exercise. An expression of interest is no indication of a commitment to participate in the RFI process, nor does it infer any preferential or special status on those individuals and organisations who express an interest in the RFI exercise. It is anticipated that any future tender competition will have a different CfT reference to this RFI exercise on the eTendersNI platform The RFI Questionnaire can be accessed by registering with eTendersNI (www.etendersni.gov.uk) and searching for the relevant CfT_6730173.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0779f6
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/090757-2026
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

42 - Industrial machinery

45 - Construction work

50 - Repair and maintenance services

CPV Codes

42113130 - Condenser air-cooling systems

42123300 - Compressors for refrigerating equipment

42500000 - Cooling and ventilation equipment

42530000 - Parts of refrigerating and freezing equipment and heat pumps

42943100 - Refrigeration coils

45259300 - Heating-plant repair and maintenance work

50000000 - Repair and maintenance services

50700000 - Repair and maintenance services of building installations

Notice Value(s)

Tender Value
£485,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
24 Sep 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
9 Nov 20262 months to go
Award Date
Not specified
Contract Period
1 Apr 2027 - 31 Mar 2031 4-5 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
University of Ulster
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
COLERAINE
Postcode
BT52 1SA
Postcode Area
Northern Ireland
Country
Northern Ireland
Major Region (ITL 1)
TLN Northern Ireland
Basic Region (ITL 2)
TLN0 Northern Ireland
Small Region (ITL 3)
TLN0C Causeway Coast and Glens
Delivery Location
Not specified
Local Authority
Causeway Coast and Glens
Electoral Ward
University
Westminster Constituency
East Londonderry

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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