South Lanarkshire Council AV Upgrade Council Chambers and Committee Room 1

Tender description

Full Council and Committee meetings are currently held using MS Teams with selected meetings being live streamed to a dedicated SL Committees YouTube Channel. These meetings are generally conducted in either the Council Chambers or Committee Room 1. The current AV hardware is now end of life and a total upgrade of the system is required. We recognise the significant technological advancement in both equipment and AV systems generally when compared to the existing system, along with the requirement to host hybrid meetings that are live streamed. A digital solution is therefore needed to satisfy the demands of delivering a modern, transparent, and accountable democratic process. The Council is therefore exploring options to deliver such a solution. Given that future Council and Committee meetings will be conducted with some elected members being in physical attendance with others participating remotely via MS Teams, the ability to hold hybrid or blended meetings will be a critical component of the solution delivered. Please refer to the enclosed Questionnaire for further detail. This Market Engagement Questionnaire is being made publicly available to any organisations interested in the upgrading of Audio-Visual Equipment within the Council Chambers and Committee Room 1 in Council Headquarters, Almada Street, Hamilton. This exercise is intended to provide potential bidders with the opportunity to view and comment on the AV Upgrade requirements if they wish to do so. This builds on a commitment to engage with the market, by sharing information and seeking input from the market to enable us to develop the final Invitation to Tender (ITT) in a fair and transparent manner. This exercise is to ensure that the final ITT provides all tenderers with a clear understanding of the Council’s requirements and help reduce the number of questions that may be raised in the Tender Period. We are currently considering using the CCS DPS Audio Visual Technical Consultancy and Commissioning, RM6225, and this market engagement questionnaire is designed to establish the suitability of that route to market. Potential bidders are invited to complete the Questionnaire and submit their responses no later than midnight on Sunday 13th June 2021. Responses should be sent to jenna.ward@southlanarkshire.gov.uk . Responses received after Sunday 13th June may still be considered for the purpose of informing the ITT. The Council is anticipating holding a series of Market Engagement meetings upon reviewing the responses to the Questionnaires. The intention of the Market Engagement meetings would be to allow potential Providers to give their views on proposed technological and service solution to upgrade the AV infrastructure, and to discuss their responses to this Questionnaire. This would be used to help inform the final Specification and Invitation to Tender (ITT).