Construction Contract Leads

Scope

Reference

CU.2317.JP

Description

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.

Total value (estimated)

• £8,837,500 excluding VAT
• £10,605,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 1 April 2027 to 31 March 2030
• Possible extension to 31 March 2034
• 7 years

Description of possible extension:

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

The right to additional purchases while the contract is valid.

Provision for emergency replacement A/C systems will be included (if required).

Main procurement category

Services

CPV classifications

• 50712000 - Repair and maintenance services of mechanical building installations

Contract locations

• UKL22 - Cardiff and Vale of Glamorgan

Participation

Particular suitability

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

3 November 2026, 12:00am

Submission type

Tenders

Tender submission deadline

13 November 2026, 12:00am

Submission address and any special instructions

https://supplier.in-tend.co.uk/cardiffuniversity/home

Tenders may be submitted electronically

Yes

Languages that may be used for submission

• Welsh
• English

Award decision date (estimated)

26 January 2027

Recurring procurement

Publication date of next tender notice (estimated): 1 November 2033

Award criteria

Other information

Applicable trade agreements

• Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

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.

Contracting authority

Cardiff University

• Public Procurement Organisation Number: PHVT-4343-HWYR

Procurement Services

Cardiff

CF24 4HQ

United Kingdom

Email: Pricejk [at] cardiff.ac.uk

Website: http://www.cardiff.ac.uk/business/why-work-with-us/for-suppliers

Region: UKL22 - Cardiff and Vale of Glamorgan

Organisation type: Public authority - sub-central government

Devolved regulations that apply: Wales

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