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PROCUREMENT OPPORTUNITY

EMR HVAC Maintenance, Overhaul & Spares Support for Class 158 & Field Engineering & Technical Support for Class 158 & Class 170

TRANSPORT UK EAST MIDLANDS LIMITED · Tender notice on Find a Tender

Tender information last checkedLast checked 26 Sept 2026, 08:32.

Opportunity overview

East Midlands Railway (EMR) operates passenger rail services across the East Midlands and relies on the continued performance of HVAC systems on its Class 158 and 170 fleet to support safe operation, passenger comfort, demisting and overall service reliability. The Supplier is required to provide an integrated HVAC support solution covering maintenance, overhaul and spares support across both fleets. EMR's preference is for a model that gives a clear point of accountability, well-defined operational interfaces and strong performance visibility across the full support package. Schedule Lot 1: HVAC Overhaul and Repair (Class 158), Schedule Lot 2: Field Engineering and Technical Support (Class 158 & Class 170)

Classification

  • CPV50220000 — Repair, maintenance and associated services related to railways and other equipment

Lots

  • HVAC Overhaul and Repair (Class 158)£1.1m
  • Lot 2: Field Engineering and Technical Support (Class 158 & Class 170)£800k

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
PS0023
Status
active
Procurement Method
open
Procurement Method Details
Competitive flexible procedure
Main Procurement Category
services
Above Threshold
Yes
Has Recurrence
Yes
Published risks
Whilst the broad scope of the requirement is known at the commencement of this procurement, the precise nature, timing, volume and sequencing of some activities cannot be fully determined at this stage. EMR therefore reserves the right to modify the Contract, in accordance with the Procurement Act.

Legal basis

Id
2023/54
Scheme
UKPGA

Procedure

Features
The procurement process will be conducted as a two-stage procedure, designed to evaluate bidders' capability, quality of submission and commercial offering before progressing to a negotiation phase. During Stage 1, Tenderers will be required to submit an initial Tender comprising responses to the quality requirements and a completed pricing schedule. In addition, all Tenderers must satisfy the mandatory requirements of the Pre-Selection Questionnaire (PSQ), which will be assessed on a pass/fail basis. Initial Tenders will be evaluated in accordance with the scoring criteria detailed in this document. Tenderers that do not fail any mandatory PSQ requirements and achieve an overall evaluation score of 65% or above will be invited to participate in Stage 2. Stage 2 will consist of a structured negotiation phase with shortlisted Tenderers. Initial Tenders will form the basis of negotiations, which may include discussions and refinements relating to technical, commercial and delivery aspects of the proposed solution. Following the conclusion of negotiations, Tenderers will be invited to submit a final revised tender. Revised Tenders will be evaluated in accordance with the scoring criteria detailed in this document. EMR reserves the right to undertake a further interview and/or clarification stage following receipt of the final revised Tenders. The Contract will be awarded to the Tenderer submitting the most advantageous Tender, based on the scores achieved following the evaluation of the final revised Tender. Please note: Where a suitable solution is offered at the initial Tender stage, EMR reserves the right to award the Contract on the basis of the initial Tender without entering into negotiations.

Special regime

utilities

Submission terms

Electronic Submission Policy
allowed

Languages

en

Tender Period

Ends
4 Sept 2026, 11:00

Enquiry period

Ends
14 Aug 2026, 23:59

Expected award period

Ends
9 Nov 2026, 23:59

Recurrence

Dates

Entry 1
Starts
2 Jan 2029, 23:59

Lots and requirements

Entry 1
Id
1
Title
HVAC Overhaul and Repair (Class 158)
Description
The Supplier shall deliver a comprehensive HVAC overhaul, repair, and refurbishment service for the Class 158 fleet. This shall include planned overhaul programmes, corrective repair activity, and associated engineering support required to maintain reliability and performance. The Supplier shall operate a structured and controlled overhaul model aligned to EMR requirements, ensuring quality, traceability, and efficient turnaround.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
1,291,200
Amount
1,076,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Quality
Description
Quality 60%

Numbers

Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
price
Name
Price
Description
Price 40% Refer to Appendix J Pricing Schedule

Numbers

Entry 1
Number
40
Weight
percentageExact

Suitability

Sme
Yes

Contract period

Starts
9 Nov 2026, 00:00
Ends
4 Dec 2028, 23:59
Max Extent Date
4 Dec 2030, 23:59

Renewal

Description
The Contract duration will be Contract term: Initial period of 2 years, with the option to extend for two additional 1-year periods (2+1+1). EMR may also, where permitted under the Procurement Act 2023, award additional or repeat goods, services or works in accordance with applicable legislation.

Options

Description
The right to additional purchases while the contract is valid. Any compliant option for additional or repeat goods, services or works following contract expiry will be considered only in accordance with the Procurement Act 2023 and EMR governance.
Entry 2
Id
2
Title
Lot 2: Field Engineering and Technical Support (Class 158 & Class 170)
Description
The Supplier shall deliver an integrated field engineering and technical support service that maintains HVAC system performance, supports fleet availability and enables safe, reliable operation of the Class 158 and Class 170 fleets. The required output is a responsive support model that provides planned maintenance, corrective maintenance, fault diagnosis, technical advice, defect rectification and depot coordination in accordance with agreed service levels and EMR operational priorities. The Supplier shall provide clear evidence that field engineering activity is controlled, traceable, technically assured and aligned to agreed return-to-service requirements.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
960,000
Amount
800,000
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
quality
Name
Quality
Description
Quality 60%

Numbers

Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
price
Name
Price
Description
Price 40% Refer to Appendix J Pricing Schedule

Numbers

Entry 1
Number
40
Weight
percentageExact

Suitability

Sme
Yes

Contract period

Starts
9 Nov 2026, 00:00
Ends
4 Dec 2028, 23:59
Max Extent Date
4 Dec 2030, 23:59

Renewal

Description
The Contract duration will be Contract term: Initial period of 2 years, with the option to extend for two additional 1-year periods (2+1+1). EMR may also, where permitted under the Procurement Act 2023, award additional or repeat goods, services or works in accordance with applicable legislation.

Options

Description
The right to additional purchases while the contract is valid. Any compliant option for additional or repeat goods, services or works following contract expiry will be considered only in accordance with the Procurement Act 2023 and EMR governance.

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
50220000
Description
Repair, maintenance and associated services related to railways and other equipment

Delivery locations

Entry 1
Region
UKF
Country
GB
Country Name
United Kingdom
Item 2
Id
2
Related Lot
2

Additional Classifications

Entry 1
Scheme
CPV
Id
50220000
Description
Repair, maintenance and associated services related to railways and other equipment

Delivery locations

Entry 1
Region
UKF
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 2
Id
L-1
Document Type
technicalSpecifications
Entry 3
Id
073795-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
4 Aug 2026, 15:09
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
TRANSPORT UK EAST MIDLANDS LIMITED
Id
GB-COH-09860485

Identifier

Scheme
GB-COH
Id
09860485

Additional Identifiers

Entry 1
Scheme
GB-PPON
Id
PYJP-8287-BJGL

Address

Street Address
2nd Floor St Andrew's House
Locality
London
Postal Code
EC4A 3AG
Country
GB
Country Name
United Kingdom
Region
UKI31

Contact

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
privateUtility
Description
Private utility

Recorded locations

  • Buyer location · London · UKI31 · EC4A 3AG · United Kingdom
  • Delivery location · UKF · United Kingdom

Notice and amendment history

2 published notice versions reviewed by ProcuraAxis.

2 VERSIONS
  1. 045082-2026Preliminary market engagement notice on Find a Tender ·
  2. 073795-2026Tender notice on Find a Tender ·