SUPPLY AND INSTALLATION OF A WEBCASTING AND ASSOCIATED SERVICES SYSTEM

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-058246-2026-01-07T14:09:24Z",
    "date": "2026-01-07T14:09:24Z",
    "ocid": "ocds-h6vhtk-058246",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PGMD-1353-PZVX",
            "name": "West Midlands Combined Authority",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PGMD-1353-PZVX"
            },
            "address": {
                "streetAddress": "16 Summer Lane",
                "locality": "Birmingham",
                "postalCode": "B19 3SD",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG31"
            },
            "contactPoint": {
                "email": "procurement.team@wmca.org.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.WMCA.org.uk",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PGMD-1353-PZVX",
        "name": "West Midlands Combined Authority"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "WMCA intend to circulate a questionnaire through Bravo (WMCA e-tendering portal), allowing you to provide more information about your interest and comment on the proposed approach. Portal Website: https://wmca.bravosolution.co.uk Pre Market Engagement Title: Pre Market Engagement Webcasting Services Bravo Solution Project Reference: PQQ_258",
                "dueDate": "2025-08-22T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "046439-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/046439-2025",
                "datePublished": "2025-08-06T11:21:38+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "PRT-LGSERV-ESG-2025-0008",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "SUPPLY AND INSTALLATION OF A WEBCASTING AND ASSOCIATED SERVICES SYSTEM",
        "description": "West Midlands Combined Authority (WMCA) is currently reviewing its on-site facilities for the delivery and management of public meetings to improve accessibility for members, and visibility to the public, in advance of proposed legislative changes to meeting protocols, as directed by the UK Government's recent consultation on remote attendance and proxy voting in local government. The main room will seat up to 43 people, with an adjacent public viewing area for 10 additional people. WMCA are looking to secure the supply and installation of a webcasting solution with works to be completed by 31st May 2026 to coincide with the start of the 2026/27 municipal year.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "30237240",
                        "description": "Web camera"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48219000",
                        "description": "Miscellaneous networking software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "32321200",
                        "description": "Audio-visual equipment"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKG",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 306000,
            "amount": 255000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-30T00:00:00+01:00",
                    "endDate": "2029-04-29T23:59:59+01:00",
                    "maxExtentDate": "2031-04-29T23:59:59+01:00"
                },
                "status": "active",
                "value": {
                    "amountGross": 306000,
                    "amount": 255000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Technical/ Quality assessment",
                            "description": "Suppliers will be asked to submit responses to 6 questions, of which the total scores amount to a maximum of 50%. Criteria include: -Technical Design - Maintenance and Support - Software - Accessibility, Equality, Diversity and Inclusion - Implementation - Hardware",
                            "numbers": [
                                {
                                    "number": 50,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Commercial",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Demonstration",
                            "description": "Only the 3 bidders who have scored the highest within the technical/ quality assessment will be successful in being invited to the demonstration assessement. There are 3 scenarios - Hybrid meeting - Technical failure response - Data import and export",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "2 x 12 month optional extension periods"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-10-31T23:59:59+00:00"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "Stage 1 - Preliminary Check- Verification that the submission is complete and compliant with the instructions in this Invitation to Tender. Stage 2 -Procurement Specific Questionnaire (PSQ), Conditions of Participation Assessment (COP) and Financial Assessment Checks Pass and Fail review of Procurement Specific Questions and ensure the Supplier satisfies the criteria outlined in the Procurement Specific Questionnaire including Mandatory and Discretionary Exclusion Grounds. Those who fail any of the COP/ PSQ Questions, will not be taken through to the technical quality assessment. Suppliers will be notified at this point if they have passed/failed. Stage 3 Technical Quality Assessment - Completion of independent quality evaluation by the Panel and Moderation. Only the 3 highest scoring suppliers within the Technical Quality assessment will advance to stage 4. Suppliers will be notified at this point if they have been successful/ unsuccessful with feedback provided for those who are unsuccessful. Minimum Scoring Threshold: The minimum quality requirement for this tender is to reach a Total Quality Mark equal to or above 50% of the total available quality marks of 50%. Therefore the minimum quality threshold for this tender is 25% and above. This Minimum Quality Threshold test will be applied to the Total Final Quality Score for each Supplier. The Authority reserve the right to amend the minimum quality threshold by a maximum of 5% (therefore amending to a potential of 20%), in the case that we do not have 3 bidders that successfully qualify for stage 4 demonstration assessment. Those who do not meet the minimum scoring threshold, will not advance past Stage 3 of the Procurement process. Stage 4 - Demonstration Assessment- Completion of face-to-face demonstrations for the 3 bidders who have scored the highest within the Technical Quality assessment. During this stage bidders will be asked to prepare a demonstration of their proposed system against 3 scenarios. Stage 5 - Commercial (Price) Assessment - Assessment of Commercial submission. Stage 6 - Total Score & Ranking - Final Quality Score and Commercial Score are combined and Bids ranked to identify the Most Advantageous Tender (MAT). Stage 7 - Notification & Due Diligence - Notification of the tender outcome and due diligence checks completed with successful supplier prior to entering into contract."
        },
        "submissionMethodDetails": "In order to access the tender documents and submit your bid, please do so through BravoSolutions (The WMCA's e-tendering portal) which can be located via this link - https://wmca.bravosolution.co.uk.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-02-03T15:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-01-22T12:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-04-13T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "001105-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/001105-2026",
                "datePublished": "2026-01-07T14:09:24Z",
                "format": "text/html"
            }
        ]
    },
    "language": "en"
}