Purchasing of Catering equipment, Maintenance & Servicing

Procurement reference

VEL-ITT-63350

Procurement description

Description of the Procurement

Velindre University NHS Trust, through NHS Wales Shared Services Partnership Procurement Services, is seeking to appoint suitably qualified and experienced suppliers to support the equipping of the new Velindre Cancer Centre (nVCC), due to become operational in 2027.

The procurement is divided into two Lots:

Lot 1 – Supply, Delivery, Installation and Commissioning of Catering Equipment

The successful contractor will be responsible for the supply, delivery, positioning, installation, commissioning, testing and handover of commercial catering equipment for the new Velindre Cancer Centre. The requirement covers production kitchens, satellite kitchens, staff facilities and public catering areas.

The contract includes coordination with the Principal Contractor and Project Co throughout the construction programme, phased delivery and installation, provision of all associated documentation (including operating and maintenance manuals, warranties and asset registers), user training, and warranty support. All equipment must comply with relevant UK legislation, NHS standards and healthcare requirements.

This is a one-off procurement contract aligned to the construction and commissioning programme for the new hospital.

Lot 2 – Catering Equipment Servicing and Maintenance

The successful contractor will provide comprehensive planned preventative maintenance (PPM) and reactive maintenance services for the installed catering equipment following commissioning of the new Velindre Cancer Centre.

The contract includes scheduled servicing in accordance with manufacturers' recommendations, emergency breakdown response, replacement parts, asset management, lifecycle reporting, annual condition surveys, KPI monitoring and quarterly contract management meetings. Suppliers will be required to provide 24/7/365 call-out support with defined response times for critical equipment failures and maintain all equipment in a safe, compliant and operational condition throughout the contract term.

The Authority intends to award separate contracts for each Lot. Suppliers may bid for one Lot or both Lots.

The procurement will be conducted as an Open Procedure in accordance with the Procurement Act 2023. Tenders will be evaluated on the basis of the Most Advantageous Tender (MAT), taking account of quality, price and social value in accordance with the published tender documentation. There will be two LOTS;

1. Catering equipment – Supply, delivery and installation of catering equipment

2. Maintenance & servicing – Ongoing maintenance and servicing.

Main category

Goods

Delivery regions

• UK - United Kingdom

Total value (estimated, excluding VAT)

2.00 GBP to 2.00GBP

Contract dates (estimated)

14 September 2026, 00:00AM to 13 April 2027, 23:59PM

Extension end date (if all the extensions are used): 13 September 2031

Velindre University NHS Trust

Procedure type

Open procedure

Is the total value above threshold?

Above threshold

Description

The requirement is to purchase catering equipment for the Nvcc hospital, some items will be required to be delivered November 2026 and the rest February - March 2027. Please note these dates are indicative and subject to change with any delays in the construction of the hospital.

CPV classifications

• 39220000 - Kitchen equipment, household and domestic items and catering supplies

Delivery regions

• UK - United Kingdom

Lot value (estimated)

1.00 GBP Excluding VAT

1.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

14 September 2026, 00:00AM

Contract end date (estimated)

13 April 2027, 23:59PM

Description of how multiple lots may be awarded

The procurement is divided into two Lots to reflect the distinct requirements for the supply of catering equipment and the ongoing maintenance of that equipment.

Lot 1 – Catering Equipment: Supply, delivery, installation, commissioning, testing and handover of commercial catering equipment for the new Velindre Cancer Centre, including user training, documentation, warranty provision and coordination with the construction programme.

Lot 2 – Catering Equipment Servicing and Maintenance: Provision of planned preventative maintenance, reactive maintenance, emergency breakdown support, asset management, lifecycle reporting and associated maintenance services for the catering equipment installed within the new Velindre Cancer Centre.

Suppliers may submit tenders for one Lot or both Lots. The Authority reserves the right to award contracts for individual Lots or both Lots in accordance with the published award criteria.

Award criteria

Description

This Lot is for the provision of comprehensive servicing and maintenance of commercial catering equipment installed at the new Velindre Cancer Centre.

The successful contractor will be responsible for delivering planned preventative maintenance (PPM), reactive maintenance, emergency breakdown support, repairs, replacement parts, asset management and lifecycle reporting to ensure all catering equipment remains safe, compliant and fully operational throughout the contract term.

The service will include 24 hours a day, 7 days a week, 365 days a year breakdown support, defined response times based on service criticality, annual condition surveys, maintenance reporting, asset register updates, quarterly KPI reporting and attendance at contract management meetings. The contractor will also be required to provide recommendations for equipment lifecycle replacement and continuous service improvement.

All services must be delivered in accordance with relevant UK legislation, NHS standards, manufacturer recommendations and applicable health and safety requirements. The initial contract term will be three years, with the option to extend for a further two years on a one-year-plus-one-year basis.

CPV classifications

• 39220000 - Kitchen equipment, household and domestic items and catering supplies

Delivery regions

• UK - United Kingdom

Lot value (estimated)

1.00 GBP Excluding VAT

1.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

14 September 2026, 00:00AM

Contract end date (estimated)

13 September 2029, 23:59PM

Extension end date (estimated)

13 September 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

3 years + 1 + 1

Description of how multiple lots may be awarded

The procurement is divided into two Lots to reflect the distinct requirements for the supply of catering equipment and the ongoing maintenance of that equipment.

Lot 1 – Catering Equipment: Supply, delivery, installation, commissioning, testing and handover of commercial catering equipment for the new Velindre Cancer Centre, including user training, documentation, warranty provision and coordination with the construction programme.

Lot 2 – Catering Equipment Servicing and Maintenance: Provision of planned preventative maintenance, reactive maintenance, emergency breakdown support, asset management, lifecycle reporting and associated maintenance services for the catering equipment installed within the new Velindre Cancer Centre.

Suppliers may submit tenders for one Lot or both Lots. The Authority reserves the right to award contracts for individual Lots or both Lots in accordance with the published award criteria.

Participation

Award criteria

Payment terms

Please see tender documents - 30 days payment terms apply

Description of risks to contract performance

The project is a new construction, delivery dates could vary.

Tender submission deadline

31 July 2026, 12:00PM

Enquiry deadline

24 July 2026, 00:00AM

Date of award of contract

01 September 2026, 23:59PM

Submission address and any special instructions

To complete your formal proposal, please access the ITT via the Bravo eTenderwales portal where you will find a full suite of tender documentation. 1. Register your company on the eSourcing portal (this is only required once) —Browse the eSourcing portal: https://etenderwales.bravosolution.co.uk/ and click the link to register —Accept the T’s & C’s and click "continue" —Enter your correct business/user details 2. Express an Interest in the tender —Login to the portal with the username/password —Click the "ITT open to all suppliers" link. —Click on ITT_125707. —Click the "express interest "button at the top of the page —This will move the ITT into your "my ITTs" page (this is a secure area reserved for your projects only) —You can now access any attachments by clicking "buyer attachments" in the "ITT details" box 3. Responding to the tender —Click "my response" under "ITT details", you can choose to "create response" or to "decline to respond" (please give a reason if declining) —You can now use the "messages" function to communicate with the buyer and seek any clarification —Note the deadline for completion, and then follow the on screen instructions to complete the ITT. NOTE: The authority is using eTenderwales to carry out this procurement process.

May tenders be submitted electronically?

Yes

Languages that may be used for submission

• English