Planning

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

Air Conditioning Service & Maintenance

Cardiff University

This public procurement record has 1 release in its history.

Planning

05 Oct 2026 at 13:49

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cardiff University intends to procure planned, reactive and remedial air-conditioning and cooling maintenance across its estate in Cardiff. The work covers about 2,500 assets, including systems serving teaching, research and operational facilities. Some support Home Office-regulated facilities, clean rooms, specialist laboratories and MRI scanners. The services are intended to maintain statutory compliance, protect research continuity and high-value equipment, extend asset life, and reduce environmental harm from refrigerant leaks. The estimated scope also includes emergency replacement of air-conditioning systems when required. This is building mechanical installation repair and maintenance work (CPV 50712000), rather than a supply-only contract. The University is consulting the market to understand suppliers’ capacity, obtain views on the service requirements and contract structure, and test how the eventual procurement can support competition, innovation and value for money.

The process is at planning: Cardiff University is conducting voluntary pre-market engagement to shape a future procurement, not inviting tenders at this stage. It expects to use a two-stage Competitive Flexible Procedure under the Procurement Act 2023, with an initial participation stage selecting the three highest-ranked bidders for a full tender and technical and commercial evaluation. The University expected supplier questionnaire responses by 12 October 2026, with a subsequent notice anticipated on 16 October 2026. The proposed contract is one lot, with an initial three-year term from 1 April 2027 to 31 March 2030 and options to extend by up to four years, to 31 March 2034. Its estimated maximum value is £8,837,500 excluding VAT (£10,605,000 including VAT); actual spend may be lower, with no minimum spend guaranteed.

The work is intended to suit suppliers able to maintain a large, varied university estate, including firms with experience of specialist and critical cooling infrastructure and large chiller installations. Suppliers should consider whether they can provide planned, reactive and remedial servicing at this scale, respond to emergency replacement needs, and support systems whose failure could disrupt research, teaching or essential operations. The University is seeking market feedback on service specifications, contract structure, performance measures such as KPIs and service-level agreements, and opportunities to improve sustainability and value for money. These responses are intended to help shape the future requirement; taking part in engagement is voluntary and will confer neither an advantage nor a disadvantage in the later tender. The proposed procurement is marked as suitable for small and medium-sized businesses. No specific accreditations or technical qualifications are set out at this planning stage.

How relevant is this notice?

Notice Information

Notice Title

Air Conditioning Service & Maintenance

Notice Description

Cardiff University is undertaking early market engagement to inform the development of its upcoming procurement for the upcoming procurement for securing a supplier to deliver planned, reactive and remedial air-conditioning (AC) maintenance services across Cardiff University's estate. The proposed contract will cover approximately 2,500 AC and cooling assets. Many of these assets support critical teaching, research and operational activities, including Home Office regulated facilities, clean rooms, specialist laboratories and MRI scanners. Effective maintenance will help ensure statutory compliance, support research continuity, protect high-value equipment and infrastructure, maximise asset life, and minimise the environmental impact associated with refrigerant F-gas leaks. The purpose of this engagement is to: * Understand the market's capacity and capability to deliver air-conditioning and cooling maintenance services across a large and complex estate. * Obtain feedback on the proposed contract structure, specification and service delivery requirements. * Assess supplier expertise in maintaining specialist and critical cooling infrastructure, including large chiller installations. * Seek feedback on performance management arrangements, including KPIs and Service Level Agreements. * Identify opportunities for innovation, sustainability improvements and value for money. * Ensure the procurement approach reflects current market conditions and encourages effective competition. This stage does not formally commence a procurement process. Participation in this Pre market engagement is voluntary and will not provide any advantage or disadvantage in any subsequent tender process. Please note: The estimated maximum value of the contract is PS8,837,500 excluding VAT (PS10,605,000 including VAT) over the full potential contract term of seven (7) years, comprising an initial term of three (3) years with options to extend for up to a further four (4) years at the University's discretion. The estimated value includes planned and reactive maintenance services together with a provision for the emergency replacement of air conditioning systems where required. Actual expenditure may be lower and no minimum level of spend is guaranteed

Planning Information

The University anticipates using a two stage Competitive Flexible Procedure under the Procurement Act 2023. This will include: Stage 1: Conditions of Participation (selection stage) to down select to the top three ranked bidders. Stage 2: Full tender stage with detailed technical and commercial evaluation Pre Market Engagement (PME) feedback will help shape the specification, KPIs, commercial model and procurement structure. PME Activity Supplier Questionnaire - response by 17:00 on 12/10/2026 How to participate Suppliers interested in participating in PME should register their interest via: https://in-tendhost.co.uk/cardiffuniversity/aspx/Home Once registered, please download and complete the questionnaire and return via uploading your response and submit via the correspondence function of the portal

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0780d1
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/093850-2026
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

50712000 - Repair and maintenance services of mechanical building installations

Notice Value(s)

Tender Value
£8,837,500 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
5 Oct 2026Yesterday
Submission Deadline
Not specified
Future Notice Date
16 Oct 20262 weeks to go
Award Date
Not specified
Contract Period
1 Apr 2027 - 31 Mar 2030 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 University
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
CF24 4HQ
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
Cathays
Westminster Constituency
Cardiff South and Penarth

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...