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WIRELESS CONFERENCE AND HYBRID MEETING SYSTEM

Ryde Town Council

This public procurement record has 1 release in its history.

Tender

08 Oct 2026 at 11:32

UK4 - Tender Notice
Summary of the contracting process

Ryde Town Council is buying a wireless conference and hybrid-meeting system for its Council Chamber in Ryde, Isle of Wight. The supplier must provide, install, commission and support the system. It must serve meetings for up to 18 participants, with shared microphones acceptable, and allow meeting audio to be cast wirelessly to a loudspeaker for the public. It must support hybrid participation or observation through Zoom, YouTube and Microsoft Teams, work with the Council’s existing IT equipment and hearing loop, and allow additional units to be added later. The Council streams meetings on YouTube. The controls must be intuitive for staff to set up and run meetings without technical expertise; councillors generally do not bring laptops or tablets, so a laptop- or tablet-dependent microphone system is unsuitable.

The Council invited offers through a below-threshold open competition. The tender set an enquiry deadline of 15 November 2026 at 23:59 and a submission deadline of 20 November 2026 at 14:00. The single-lot contract is planned to run from 20 March 2027 to 20 March 2029. Its estimated value is £15,000 excluding VAT (£18,000 including VAT). Bids are assessed for the most economically advantageous tender after mandatory requirements are checked: price carries 50%, quality and fit with the specification 20%, ease of use 20%, installation, training and delivery 5%, and warranty and support 5%. The Council will consider past satisfactory work for it and references for similar contracts; it may request a demonstration where bids score similarly.

This requirement suits audio-visual and conference-system manufacturers, integrators and suppliers able to deliver an end-to-end installation and ongoing support for a small civic meeting room. Strong bids will show that the proposed equipment works with existing IT, supports live-streamed and hybrid meetings across the named platforms, connects with a hearing loop and can be expanded with extra units. Suppliers should demonstrate a dependable, straightforward system that council staff can operate without technical expertise or adjustment during meetings, while meeting the needs of councillors who do not generally bring personal devices. Installation, commissioning, staff training, warranty and support all form part of the requirement. Small and medium-sized businesses are explicitly suitable. Relevant experience and satisfactory references for comparable work will help demonstrate capability; a system demonstration may be requested if tenders are closely matched.

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Notice Information

Notice Title

WIRELESS CONFERENCE AND HYBRID MEETING SYSTEM

Notice Description

Ryde Town Council invites you to quote for a wireless conference system for its Council Chamber. You will supply, install, commission and support it. The Council has no preference over brand but the system will need to be compatible with our existing IT equipment. This specification details what the system must do. The Council is open to any solution that works in the way it needs. The Council welcomes quotes from all relevant manufacturers and suppliers. The system must be simple and intuitive to operate from start-up, with no technical knowledge required. Council staff must be able to set up and run meetings confidently using clear, straightforward controls. The system must be quick and easy to set up and must not need continual adjustment. Council staff cannot adjust or operate the system once a meeting has started. It must be compatible with live streaming, as the Council streams its meetings on YouTube. Please note that Councillors do not generally attend meetings with laptops or tablets therefore, a laptop or tablet based microphone system would not be suitable. Staff do have laptops available for system operation. The system requirements in brief * A wireless conference system to accommodate 18 people taking part in a meeting. Councillors have shared microphones in the past (one between two) and are happy to continue doing so if it is more cost effective. * Wireless casting of the meeting to a loudspeaker the public can hear. * Compatibility with hybrid meetings, with remote participants or observers on Zoom, YouTube and Microsoft Teams. * Room to add additional units later. * Compatibility with hearing loops. Full details of the specification can be found in the tender documentation.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-07838d
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/095114-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

30 - Office and computing machinery, equipment and supplies except furniture and software packages

32 - Radio, television, communication, telecommunication and related equipment

CPV Codes

30000000 - Office and computing machinery, equipment and supplies except furniture and software packages

32000000 - Radio, television, communication, telecommunication and related equipment

Notice Value(s)

Tender Value
£15,000 Under £100K
Lots Value
£15,000 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
8 Oct 20265 days ago
Submission Deadline
20 Nov 20262 months to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
20 Mar 2027 - 20 Mar 2029 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Ryde Town 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
RYDE
Postcode
PO33 2NQ
Postcode Area
Portsmouth
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ34 Isle of Wight
Delivery Location
TLJ3 Hampshire and Isle of Wight
Local Authority
Isle of Wight
Electoral Ward
Ryde North West
Westminster Constituency
Isle of Wight East

Further Information

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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