✓Tender information last checkedLast checked 19 Oct 2026, 16:02.
Opportunity overview
Procurement 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 and will be awarded for an initial three-year term with fixed costs for the 3 year period, the option for the University, at its sole discretion, to extend the Contract for any combination of extension periods up to an aggregate maximum of four (4) additional years.
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 contract will also support the reliable operation of critical systems, including MRI scanner cooling and environmental control systems within Home Office regulated facilities, helping to safeguard research activities, animal welfare and regulatory compliance and the continuity of key University IT services.
Classification
CPV50712000 — Repair and maintenance services of mechanical building installations
Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.
The procurement will be conducted using a Competitive Flexible Procedure, incorporating a Conditions of Participation (CoP) assessment at the initial selection stage to evaluate suppliers' technical capability, relevant experience, financial standing and capacity to deliver the requirements.
Following completion of the Conditions of Participation assessment, bidders will be scored and ranked in accordance with the published evaluation methodology. To ensure a manageable and proportionate tender process while maintaining effective competition, it is proposed that only the three highest-ranked bidders who successfully satisfy the Conditions of Participation requirements will be invited to proceed to the Invitation to Tender (ITT) stage.
Covered By
GPA
Submission terms
Electronic Submission Policy
allowed
Languages
cy
en
Tender Period
Ends
13 Nov 2026, 00:00
Enquiry period
Ends
3 Nov 2026, 00:00
Expected award period
Ends
26 Jan 2027, 23:59
Recurrence
Dates
Entry 1
Starts
1 Nov 2033, 23:59
Lots and requirements
Entry 1
Id
1
Status
active
Has Renewal
Yes
Has Options
Yes
Value
Including VAT
10,605,000
Amount
8,837,500
Currency
GBP
Award criteria
Criteria
Criterion 1
Type
quality
Name
Quality
Numbers
Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
quality
Name
Responsible Procurement
Numbers
Entry 1
Number
10
Weight
percentageExact
Criterion 3
Type
price
Name
Price
Numbers
Entry 1
Number
40
Weight
percentageExact
Suitability
Sme
Yes
Contract period
Starts
1 Apr 2027, 00:00
Ends
31 Mar 2030, 23:59
Max Extent Date
31 Mar 2034, 23:59
Renewal
Description
The University, at its sole discretion, may extend the Contract for any combination of extension periods up to an aggregate maximum of four (4) additional years.
Such extensions may be exercised in increments determined by the University, including single-year extensions, part-year extensions, or longer extension periods, provided that the total Contract duration does not exceed seven (7) years.
Options
Description
Provision for emergency replacement A/C systems will be included (if required).
Items and delivery
Item 1
Id
1
Related Lot
1
Additional Classifications
Entry 1
Scheme
CPV
Id
50712000
Description
Repair and maintenance services of mechanical building installations
2 published notice versions reviewed by ProcuraAxis.
2 VERSIONS
1
093850-2026Preliminary market engagement notice on Find a Tender ·
2
098535-2026Tender notice on Find a Tender ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
Cardiff University is seeking a provider to deliver planned, reactive and remedial air-conditioning maintenance across its estate. The scope covers about 2,500 AC and cooling assets, including systems supporting critical teaching, research and operational environments.
Who this may suit
Best suited to suppliers able to provide air-conditioning and cooling-asset maintenance for a large university estate, including critical environments. Detailed eligibility, certifications and technical submission requirements are not stated in the supplied notice data.
Key points identified
Maintenance scopePlanned, reactive and remedial air-conditioning maintenance servicesEvidence: "Procurement to deliver planned, reactive and remedial air-conditioning (AC) maintenance services"
Asset volumeApproximately 2,500 AC and cooling assetsEvidence: "The proposed contract will cover approximately 2,500 AC and cooling assets"
Critical-environment contextAssets include those supporting Home Office regulated facilities, clean rooms, specialist laboratories and MRI scannersEvidence: "Many of these assets support critical teaching, research and operational activities, including Home Office regulated facilities, clean rooms, specialist laboratories and MRI scanners."
93% approved-analysis confidence8 supplier criteria identified4 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
Cardiff University is seeking a provider to deliver planned, reactive and remedial air-conditioning maintenance across its estate. The scope covers about 2,500 AC and cooling assets, including systems supporting critical teaching, research and operational environments.
Who this may suit
Best suited to suppliers able to provide air-conditioning and cooling-asset maintenance for a large university estate, including critical environments. Detailed eligibility, certifications and technical submission requirements are not stated in the supplied notice data.
Key deliverables
Planned air-conditioning maintenance
Reactive air-conditioning maintenance
Remedial air-conditioning maintenance
Maintenance of approximately 2,500 AC and cooling assets
SUPPLIER REQUIREMENTS
8 criteria identified
Maintenance scope
99% confidence
Planned, reactive and remedial air-conditioning maintenance services
View supporting evidence
"Procurement to deliver planned, reactive and remedial air-conditioning (AC) maintenance services"
Asset volume
98% confidence
Approximately 2,500 AC and cooling assets
View supporting evidence
"The proposed contract will cover approximately 2,500 AC and cooling assets"
Critical-environment context
98% confidence
Assets include those supporting Home Office regulated facilities, clean rooms, specialist laboratories and MRI scanners
View supporting evidence
"Many of these assets support critical teaching, research and operational activities, including Home Office regulated facilities, clean rooms, specialist laboratories and MRI scanners."
Refrigerant environmental objective
95% confidence
Maintenance is intended to minimise environmental impact associated with refrigerant F-gas leaks
View supporting evidence
"minimise the environmental impact associated with refrigerant F-gas leaks"
Statutory compliance objective
92% confidence
Maintenance is intended to help ensure statutory compliance
View supporting evidence
"Effective maintenance will help ensure statutory compliance"
Supplier eligibility requirements
99% confidence
Unknown
View supporting evidence
No eligibility, financial standing, insurance, company-size or exclusion requirements are stated in the supplied data.
SME suitability
99% confidence
Unknown
View supporting evidence
"suitable_for_sme": null
VCSE suitability
99% confidence
Unknown
View supporting evidence
"suitable_for_vcse": null
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Maximum contract value
99% confidence
GBP 8,837,500
View supporting evidence
"value_max": 8837500; Lot 1 "value_amount": 8837500
Initial term
99% confidence
Three years
View supporting evidence
"awarded for an initial three-year term"
Extension option
99% confidence
Buyer may extend for combinations of periods up to four additional years in aggregate
View supporting evidence
"the option for the University, at its sole discretion, to extend the Contract for any combination of extension periods up to an aggregate maximum of four (4) additional years"
Maintenance supports critical teaching, research and operational activities, including MRI cooling, controlled environments and key IT-service continuity
View supporting evidence
"The contract will also support the reliable operation of critical systems, including MRI scanner cooling and environmental control systems within Home Office regulated facilities... and the continuity of key University IT services."
The supplied source labels the procurement method as "open" but gives "Competitive flexible procedure" as the method details. The authoritative procedure interpretation should be checked in the tender documentation or source notice.
The asset base includes systems supporting regulated facilities, clean rooms, laboratories and MRI scanners, creating potentially high operational consequences of maintenance failure or disruption.
View supporting evidence
"Many of these assets support critical teaching, research and operational activities, including Home Office regulated facilities, clean rooms, specialist laboratories and MRI scanners."
Technical and compliance requirements incomplete
96% confidence
Specific service levels, response times, asset schedules, personnel requirements, certification requirements and contractual compliance obligations are not provided in the supplied data.
View supporting evidence
The supplied notice description states the high-level scope but contains none of these detailed requirements.
Commercial detail incomplete
95% confidence
The maximum value and fixed-cost statement are provided, but payment mechanism, pricing schedule, extension-period pricing and cost-adjustment provisions are not stated.
View supporting evidence
"value_max": 8837500; "with fixed costs for the 3 year period"
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
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