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Community Rooms - Audio Visual

West Yorkshire Fire and Rescue Authority

This public procurement record has 1 release in its history.

Planning

31 Jul 2026 at 14:33

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

West Yorkshire Fire and Rescue Authority intends to replace audio-visual equipment and related services in approximately 19 community rooms across West Yorkshire fire stations. The planned scope includes interactive touchscreens, either wall-mounted or mobile, screen-beaming capability, small-form-factor PCs, peripherals, installation and ongoing support. The facilities are used for public engagement, internal meetings, training, hybrid working and interactive activities. The procurement is primarily for audio-visual and IT support services, with associated hardware. The aim is to modernise facilities, improve accessibility, reduce maintenance problems and provide more inclusive, future-ready spaces. Delivery is across West Yorkshire, for the Authority’s fire and rescue service. The contract is planned as one lot and is identified as suitable for small and medium-sized enterprises.

This procurement is at the planning stage and is not yet a call for competition. The Authority is carrying out preliminary market engagement to test supplier interest, delivery capacity and the realism of the proposed requirements. It expected expressions of interest to be sent by 1 September 2026, with a further procurement notice anticipated on 2 November 2026. The planned contract period is 25 January 2027 to 25 January 2030, giving a minimum three-year term. The estimated cost for the full term is between £100,000 and £125,000. Suppliers were asked to comment on contract costs, support availability over three years, relevant frameworks, delivery capacity and their ability to respond within the proposed procurement timetable. Competitive procedure details and evaluation criteria are to follow in the tender documents.

The work should suit audio-visual integrators, IT services providers and hardware suppliers able to combine equipment supply with installation, configuration, user support and maintenance. Relevant capability includes deploying interactive touchscreens, screen-beaming systems, compact PCs and associated peripherals across multiple operational sites, then supporting them throughout a three-year contract. Suppliers should be able to demonstrate sufficient capacity for approximately 19 community rooms and reliable delivery across West Yorkshire. Experience of community, education, training, meeting-room or public-sector environments would be useful because the rooms support public engagement as well as internal use. Businesses already participating in suitable frameworks may be well placed to engage with the Authority. The market engagement is intended to help suppliers assess whether they can deliver the full requirement and support term.

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Notice Information

Notice Title

Community Rooms - Audio Visual

Notice Description

The West Yorkshire Fire and Rescue Service (WYFRS) is inviting expressions of interest for an upcoming tender to appoint a supplier to deliver a replacement of a number of Audio-Visual requirements across West Yorkshire Fire Stations. The initiative aims to modernise facilities, improve accessibility, and support hybrid and interactive use for community engagement and training. Community rooms are essential spaces used for public engagement, internal meetings, and training. Modern AV will reduce maintenance issues, improve user experience, and align with WYFRS's strategic goals for inclusive and future-ready infrastructure. As the fourth-largest Fire and Rescue Service in the UK, WYFRS serves over 2.2 million people across 800 square miles, providing emergency coverage 24 hours a day, every day of the year. WYFRS is now looking to assess the market's interest and its ability to bid for and deliver this upcoming contract. A high-level overview of the key requirements is outlined below, although full details will be provided in the tender opportunity. A non-exhaustive overview of the core requirements is provided as follows: Each community room (approx. 19) may be equipped with an interactive touchscreen, wall mounted or on wheels, screen beam capabilities, small form factor PC and peripherals, installation services and support. The tender is expected to be issued approximately September/October 2025. The contract term may last a minimum of 3 years. The estimated cost for the full contract term is expected to be between PS100,000.00 and PS125,000.00 Suppliers interested in participating are invited to email their expression of interest to tenders@westyorksfire.gov.uk by Tuesday 1st September, and if possible, provide the following information: * Main contact name, email, and phone number for follow-up communication. * Any frameworks you are currently associated with. * Confirmation of your ability to bid within the specified time frame and your capacity to deliver the contract over the full term. * If the contract length of 3 years aligns to support availability throughout the full term * Feedback on the proposed contract costs e.g. do you deem it as realistic. * Any additional comments or feedback based on the information provided. Please note that this request for information (RFI) is not a call for competition. Further details will be made available in the official tender documents upon publication. WYFRS reserve the right to discuss requirements with any supplier beyond this initial notice before any competitive tender process is undertaken. We also recommend that you register with the West Yorkshire Fire and Rescue Service's E-Procurement system, 'In-tend,' at the following link https://sell2.in-tend.co.uk/blpd/register . This will ensure that if a competitive tender procedure is undertaken, you will already have access to the documentation once live.

Planning Information

As per description, expressions of interest are to be emailed to tenders@westyorksfire.gov.uk

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06d8fa
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/072772-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

44 - Construction structures and materials; auxiliary products to construction (except electric apparatus)

72 - IT services: consulting, software development, Internet and support

CPV Codes

44316400 - Hardware

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
31 Jul 20262 months ago
Submission Deadline
Not specified
Future Notice Date
2 Nov 20264 weeks to go
Award Date
Not specified
Contract Period
25 Jan 2027 - 25 Jan 2030 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
West Yorkshire Fire and Rescue Authority
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BRADFORD
Postcode
BD11 2DY
Postcode Area
Bradford
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE44 Calderdale and Kirklees
Delivery Location
TLE4 West Yorkshire
Local Authority
Kirklees
Electoral Ward
Birstall and Birkenshaw
Westminster Constituency
Spen Valley

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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