Meeting Management and Voting System

Tender description

Taunton Deane Borough Council and West Somerset Council are fundamentally changing. Both Councils will cease to exist on 1 April 2019 and in their place a new council, Somerset West and Taunton, will be created. This new council will be structured and will deliver services in a different way from the two existing councils. We are currently undertaking a major Transformation Programme to make changes to our accommodation, staffing structures, ways of working, technology and to deliver a genuinely customer centric approach to future service delivery These changes include the refurbishment and modernisation of the existing council chamber, the John Meikle Room (JMR), and the two adjacent committee rooms. Over and above the fabric of the room, there is a requirement to provide a fit for purpose meeting management system and supporting audio visual infrastructure. The system will provide flexible and robust capability to our councillors, staff and the public for the purposes of supporting transparent and accessible democratic decision making. The system will provide the flexibility to hold council and committee meetings in one large space (comprising all three rooms) or in the three separate spaces. Equally the individual rooms may be used for internal meetings and presentations, or be hired to external organisations for the same purposes within the suite. In addition the system should be capable of being transported to other sites and work, subject to initial setup and adequate infrastructure, with minimal configuration or changes,