Radio, television, communication, telecommunication and related equipment

Tender description

Kirklees Council will be undertaking a refurbishment of the Council Chamber during July and August 2019. As part of this work, a complete replacement of the existing audio-visual equipment in the chamber is planned which will include replacement of screens, cameras, delegate speaker/microphones, PA system and induction loop. Therefore the Council wishes to obtain a portable audio-visual solution and a replacement webcast system. The Council wishes to appoint a single tenderer for the provision, support and maintenance of audio-visual equipment and webcast solution for the delivery of Council Meetings in the Council Chamber and at various locations around the Borough. If subcontractors are used to deliver any of the requirements, the lead tenderer will be responsible for managing the contract delivery and performance. Tenderers are hereby invited to provide and maintain fitted and portable audio visual and webcasting equipment to enable the delivery of Council Meetings to citizens. The scope of this contract includes replacement of all the audio-visual equipment and webcasting systems used in the Council for the delivery of public meetings from the central Council Chamber or regional Kirklees offices. System requirements are listed in the technical specifications, which are available to download from www. YORtender.co.uk and all are essential characteristics except where an item is identified as “desirable”. All items of hardware supplied under this contract will be purchased and should be supported by a full warranty that guarantees next business day loan equipment or replacement of faulty items for the duration of the initial contract period. Options will be requested to extend this warranty if so required, in the event of the contract extension. The contract will also include the provision of ongoing support and maintenance for all supplied hardware and Software for the initial six (6) year period, with the option to extend for a further thirty six (36) months. The solution will cover 3 distinct areas: Area 1: Council Chamber (Fixed) Installation: Huddersfield Town Hall’s Council Chamber is the location for most Council meetings involving elected members. These are all webcast through an internet portal with a simultaneous feed to an adjacent room. Consideration should also be given to the upper and lower public galleries which may require additional audio or display facilities. The main chamber will be refurbished prior to the equipment installation and the successful tenderer will be required to liaise with the design and installations team in order to facilitate any cabling requirements for the fixed solution — tenderers are required to design a suitable system which is sympathetic to the fabric of the Grade 2 listed building. Area 2: Portable solution: Regular Council meetings are held in regional offices and halls. The style of these may vary from a boardroom style (up to 20 participants) to a “Question and Answer” layout with a panel of up to 6 people facing an audience. The portable solution should be flexible and scalable to allow for a range of different meeting styles and sizes listed below. Portability of the equipment is important and the highest scores in the evaluation will be awarded for the solution best designed for ease of transportation by a single individual, set-up time, and operational input during live meetings, storage, and automation of equipment. Proposals will be evaluated on the design for the most complex meeting requirements, but the design should allow for the best use of this equipment in other combinations to suit alternative meeting styles. Area 3: Webcasting Solution: the ability to webcast all Council meetings is an essential part of our democratic responsibilities in order to engage with citizens. Tenderers should ensure they are familiar with the current webcasting facility available to the public and ensure that the new provision should not fall below what is delivered under the current model. The new solution should integrate seamlessly with the equipment specified in the specification, which is available to download from www. YORtender.co.uk The Council will retain full copyright on all webcasts, including written transcripts of online conversations and surveys or polls captured by interactive engagement tools of the webcasting system.