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The provision of Town Hall Council Chamber Audio, Visual and Webcasting System

Leicester City Council

This public procurement record has 4 releases in its history.

Award

06 Aug 2026 at 07:50

UK7 - Contract Details Notice
Award

01 Jul 2026 at 17:47

UK6 - Contract Award Notice
TenderUpdate

22 Apr 2026 at 08:54

UK4 - Tender Notice
Tender

20 Apr 2026 at 18:51

UK4 - Tender Notice
Summary of the contracting process

Leicester City Council procured a comprehensive audio-visual conferencing, presentation and webcasting system for the Leicester Town Hall Council Chamber. The requirement covers supplying, installing and maintaining the system, with the ability to scale if the Council’s political boundary changes through Local Government Reorganisation. It replaces an existing system affected by poor audio quality and interference, including problems amplified during public webcasts. The work is classified as software packages and information systems, although the practical requirement is an integrated council-chamber AV and webcast solution. Delivery is for Leicester Town Hall, Leicester. The Council chose a single supplier because the multiple system elements need to operate cohesively, with one party responsible for technical performance and contract management.

The procurement is complete and was awarded to VP-AV Limited on 1 July 2026; the contract was signed on 31 July 2026. It used an above-threshold open procedure with one undivided lot. The tender estimate was £490,000 excluding VAT (£588,000 including VAT), while the awarded and contracted value is £537,280.15 excluding VAT (£644,736.20 including VAT). The award value includes a core requirement valued at £409,656.55 and potential Local Government Reorganisation costs of £235,079.63. The contract runs from 1 September 2026 to 31 August 2031, with an option to extend by two years plus three years, to a maximum date of 31 August 2036. Tenders closed at 10:00 on 18 May 2026; clarification questions closed at 10:00 on 5 May 2026. Evaluation weighted quality at 80% and price at 20%. Eight bids were received, with three reaching the final stage.

This award demonstrates demand from Leicester City Council for an integrated council-chamber AV and webcasting capability rather than separate equipment purchases. A credible future competitor would need to design or supply compatible conferencing, presentation and public-webcast systems, install them as a cohesive solution, and provide dependable maintenance and ongoing technical support. The requirement also favours suppliers able to manage a complete system liability, diagnose audio interference, maintain webcast performance and deliver configuration, upgrades, repairs and replacements. Scalability is important: the solution must accommodate possible changes arising from Local Government Reorganisation, including altered boundaries, transferred responsibilities or changes in operational requirements. The procurement was identified as suitable for small and medium-sized enterprises and voluntary, community and social enterprises, indicating that specialist firms with the required delivery capacity could compete.

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Notice Information

Notice Title

The provision of Town Hall Council Chamber Audio, Visual and Webcasting System

Notice Description

The Council would like to invite Suppliers to submit a Tender for selection of a single Supplier to supply, installation and maintenance of a comprehensive Audio Visual conferencing, presentation and webcasting system for the Leicester Town Hall Council Chamber that is scalable in the event of an expansion to Leicester City Council's political boundary determined by Local Government Reorganisation. The opportunity is not divided into Lots because the installation has multiple systems requirements which must operate in a cohesive format and multiple suppliers would Increase technical risk, Undermine contract liability and create contract management complexity. A Preliminary Market Engagement was not undertaken. The existing system is no longer operating acceptably. The audio quality has diminished to a suboptimal standard and experiences audio interference with audio issues further magnified on the public webcast. Replacement is needed for the first Council meeting after the summer recess scheduled for 17 September 2026. There is insufficient time to undertake a pre-market engagement and consecutively run a procurement exercise and meet the September deadline.

Lot Information

Lot 1

Renewal: Initial term of 5 years with the option to extend for 2+3 years

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0686ce
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/074432-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
£490,000 £100K-£500K
Lots Value
£490,000 £100K-£500K
Awards Value
£537,280 £500K-£1M
Contracts Value
£537,280 £500K-£1M

Notice Dates

Publication Date
6 Aug 20263 weeks ago
Submission Deadline
18 May 2026Expired
Future Notice Date
Not specified
Award Date
1 Jul 20261 months ago
Contract Period
1 Sep 2026 - 31 Aug 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Leicester City Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEICESTER
Postcode
LE1 1FZ
Postcode Area
Leicester
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF2 Leicestershire, Rutland and Northamptonshire
Small Region (ITL 3)
TLF21 Leicester
Delivery Location
Not specified
Local Authority
Leicester
Electoral Ward
Castle
Westminster Constituency
Leicester South

Supplier Information

Number of Suppliers
1
Supplier Name

VP-AV Limitd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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