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Scope

Description

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)

Total value (estimated)

• 拢1,876,000 excluding VAT
• 拢2,251,200 including VAT

Above the relevant threshold

Contract dates (estimated)

• 9 November 2026 to 4 December 2028
• Possible extension to 4 December 2030
• 4 years, 26 days

Description of possible extension:

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

The right to additional purchases while the contract is valid.

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.

Main procurement category

Services

CPV classifications

• 50220000 - Repair, maintenance and associated services related to railways and other equipment

Contract locations

• UKF - East Midlands (England)

Lot 1. 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.

Lot value (estimated)

• 拢1,076,000 excluding VAT
• 拢1,291,200 including VAT

Same for all lots

CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 2. 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.

Lot value (estimated)

• 拢800,000 excluding VAT
• 拢960,000 including VAT

Same for all lots

CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Participation

Particular suitability

Lot 1. HVAC Overhaul and Repair (Class 158)

Lot 2. Lot 2: Field Engineering and Technical Support (Class 158 & Class 170)

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

14 August 2026, 11:59pm

Submission type

Tenders

Tender submission deadline

4 September 2026, 11:00am

Submission address and any special instructions

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

9 November 2026

Recurring procurement

Publication date of next tender notice (estimated): 2 January 2029

Award criteria

Other information

Description of risks to contract performance

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.

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Special regime

Utilities

Competitive flexible procedure description

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.

Documents

Technical specifications to be met

Contracting authority

TRANSPORT UK EAST MIDLANDS LIMITED

• Companies House: 09860485
• Public Procurement Organisation Number: PYJP-8287-BJGL

2nd Floor St Andrew's House

London

EC4A 3AG

United Kingdom

Email: Procurement [at] eastmidlandsrailway.co.uk

Region: UKI31 - Camden and City of London

Organisation type: Private utility