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 £8,837,500 excluding VAT (£10,605,000 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

Procurement Act 2023

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