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

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    "id": "ocds-h6vhtk-0686ce-2026-04-22T08:54:54+01:00",
    "date": "2026-04-22T08:54:54+01:00",
    "ocid": "ocds-h6vhtk-0686ce",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PXRT-5737-VBQD",
            "name": "Leicester City Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PXRT-5737-VBQD"
            },
            "address": {
                "streetAddress": "115 Charles Street, City Hall",
                "locality": "Leicester",
                "postalCode": "LE1 1FZ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKF21"
            },
            "contactPoint": {
                "name": "Pamela Chirara",
                "email": "pamela.chirara@leicester.gov.uk",
                "telephone": "+44 1164543502"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.leicester.gov.uk",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PXRT-5737-VBQD",
        "name": "Leicester City Council"
    },
    "planning": {
        "noEngagementNoticeRationale": "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."
    },
    "tender": {
        "id": "1091PCEBS",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "The provision of Town Hall Council Chamber Audio, Visual and Webcasting System",
        "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.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 588000,
            "amount": 490000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "Tenders must be submitted electronically via the ProContract Due North portal at: https://procontract.due-north.com/Advert?advertId=2fbd9223-df3c-f111-813c-005056b64545 Tenders may be submitted at any time prior to the closing date and time. Suppliers are strongly advised not to leave submission until the final moments, as uploading completed tender documentation may take a significant amount of time. The portal will automatically apply a server timestamp (GMT) at the point of submission. Any Tender submitted after the closing date and time of 10:00am on 18 May 2026 will not be considered.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-05-18T10:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-05-05T10:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-06-12T23:59:59+01:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "active",
                "value": {
                    "amountGross": 588000,
                    "amount": 490000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "weightingDescription": "Quality",
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "80%"
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "20%"
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-09-01T00:00:00+01:00",
                    "endDate": "2031-08-31T23:59:59+01:00",
                    "maxExtentDate": "2036-08-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Initial term of 5 years with the option to extend for 2+3 years"
                }
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "036381-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/036381-2026",
                "datePublished": "2026-04-22T08:54:54+01:00",
                "format": "text/html"
            }
        ],
        "riskDetails": "The Council have considered at an early stage the potential need for in-life contract modifications to incorporate flexibility into the Contract where appropriate and mitigating the risk of potentially unlawful modifications. There are risks which may jeopardise the satisfactory performance of the Contract but, due to the nature of the risks, are unable to be addressed in the Contract as awarded. Where the relevant, conditions under Schedule 8 of the Act are satisfied, the modification of the Contract to remedy the identified risks would be treated as a permitted contract modification. The potential risks are additional costs that come as a result of; a. Chargeable upgrades or updates to the system b. Repairs and replacement not covered by warranty or maintenance. c. Professional services required for configuration, issue resolution, development, upgrades, tasks as yet unknown d. Changes in hardware, required for regulatory purposes e. Local Government Reorganisation ('LGR') may occur during the Term and this may result in, without limitation: i. the restructuring or alteration of the Council's administrative boundaries; ii. the dissolution, merger or transfer of the Council's functions, powers or responsibilities; iii. the aggregation and/or disaggregation of functions, services, systems or contracts with another organisation or organisations. The parties acknowledge that LGR is a potential known risk that may affect the Services and agree to work in good faith and co-operation to mitigate the effects of any LGR during the Term. In the event that LGR takes place the Council may at its sole discretion undertake one or more of the following actions: i. utilise existing framework agreements or establish new frameworks, services arrangement in relation to the Services. ii. transfer, assign or novate the Contract so as to reflect any new successor organisation, without prejudice to relevant clauses detailed in Appendix D The Contract Terms. iii. amend or modify Appendix D The Contract Terms to reflect the new operational requirements arising from LGR in compliance with Schedule 8 Procurement Act 2023 iv. terminate the agreement in accordance with Appendix D The Contract Terms These risks cannot be managed as part of the procurement process but if they were to materialise dialogue/negotiation would need to take place and any changes to the contract agreed by formal change control under the contract.",
        "amendments": [
            {
                "id": "036381-2026",
                "description": "The supplier clarification deadline has been changed from 10:00am on 4 May 2026 to 10:00am on 5 May 2026."
            }
        ]
    },
    "language": "en"
}