Air Conditioning Service & Maintenance 2026 Tender

Cardiff University

About this tender

Cardiff University is procuring planned, reactive and remedial air-conditioning (AC) maintenance services across its estate under procurement reference CU.2317.JP. The contract covers approximately 2,500 AC and cooling assets, including systems that support teaching, research and operational activities. Several assets are critical. These include Home Office regulated facilities, clean rooms, specialist laboratories, MRI scanner cooling, environmental control systems, and systems supporting key University IT services. The stated aims are to ensure statutory compliance, support research continuity, protect high-value equipment, maximise asset life, and reduce refrigerant F-gas leak impacts. The initial term is three years, from 1 April 2027 to 31 March 2030, with fixed costs for that period. The University may, at its sole discretion, extend the contract by up to four additional years in total, with a maximum contract duration of seven years (extension end date 31 March 2034). The lot includes an option for emergency replacement A/C systems if required.

Bidder eligibility

Not specified in the notice text provided. The notice is flagged as SME-suitable, states no Standard Pre-Qualification Questionnaire (SPD) is used, and indicates no procurement documents are published on the portal. Bidders should consult the full tender documentation on the In-tend portal.

How bids are scored

Competitive flexible procedure with award criteria split as follows: Quality 50% (percentage, exact), Responsible Procurement 10% (quality type, percentage, exact), and Price 40% (percentage, exact). Quality-type criteria therefore total 60%, and price 40%.

Key requirements

• ✓Planned, reactive and remedial maintenance of approximately 2,500 AC and cooling assets across the Cardiff University estate
• ✓Support for statutory compliance, including F-gas refrigerant leak management and Home Office regulated facilities
• ✓Three-year fixed-cost initial term with University option to extend up to four additional years

Procurement contact

The notice names a procurement contact for clarification questions.

Relevant sectors

About this sector

Methane and super-pollutant funding covers detection, leak repair and emission cuts from oil and gas, agriculture, landfill and refrigerants. Money comes from public agencies, multilateral programmes and philanthropy focused on near-term warming. Applicants are usually asked how emissions will be measured before and after the work.