Planning

Hybrid Committee Meetings Audio Visual

DUMFRIES AND GALLOWAY COUNCIL

This public procurement record has 1 release in its history.

Planning

16 Dec 2022 at 00:00

PCS Notice - Website Prior Information Notice
Summary of the contracting process

The Dumfries and Galloway Council is currently planning a procurement process for the upgrade of Audio-Visual equipment for hybrid committee meetings. The procurement stage is at the planning phase, and the deadline for future notice is set for 1st February 2023. The council is located in Dumfries, UK, and belongs to the industry category of Audio Visual. The process involves engaging potential bidders to provide input on the required technology and services, aiming to deliver a modern, transparent, and accountable democratic process.

This tender presents an opportunity for businesses specializing in Audio Visual equipment and services to compete for the contract. Companies offering AV technical consultancy and commissioning services may find this tender particularly relevant. The procurement method is through a planned market engagement questionnaire to gather insights for finalizing the Invitation to Tender. Businesses interested in contributing to the upgrade of AV infrastructure at Dumfries and Galloway Council Headquarters should engage with the council's procurement team to participate in the tender process and potentially secure a business growth opportunity.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Hybrid Committee Meetings Audio Visual

Notice Description

In 2022, 92 Committee meetings were currently held using MS Teams with some members in physical attendance. The meetings are currently live streamed and held on Dumfries and Galloway Councils YouTube Channel. The Council Hall is also used to host hybrid and record Members training sessions, 26 of these took place in 2022. The Council Hall current Audio-Visual hardware is now end of life and a total upgrade of the system is required. Satellite offices will require equipment to hold hybrid meetings including allowing Members to take part in Committee meetings and attend Members seminars. We require the hybrid equipment to be mobile or to have a mobile solution available to allow it to be moved to different locations. The continuation of the ability to provide hybrid or blended meetings with the ability to record and live stream are critical component of the solution delivered. A digital solution is therefore needed to satisfy the demands of delivering a modern, transparent, and accountable democratic process. The Council is therefore exploring options to deliver such a solution including support and maintenance options.

Lot Information

Lot 1

This Market Engagement Questionnaire is being made publicly available to any organisations interested in the upgrading of Audio-Visual Equipment at Dumfries and Galloway Council Headquarters in Dumfries. This exercise is intended to provide potential bidders with the opportunity to view and comment on the AV Upgrade requirements if they wish to do so. This builds on a commitment to engage with the market, by sharing information and seeking input from the market to enable us to develop the final Invitation to Tender (ITT) in a fair and transparent manner. This exercise is to ensure that the final ITT provides all tenderers with a clear understanding of the Council's requirements and help reduce the number of questions that may be raised in the Tender Period. We are currently considering using the CCS DPS Audio Visual Technical Consultancy and Commissioning, RM6225, and this market engagement questionnaire is designed to establish the suitability of that route to market. Potential bidders are invited to complete the Questionnaire and submit their responses no later than midnight on end January 2023. Responses should be sent to donna.allardice@dumgal.gov.uk. Responses received after end of Jan 2023 may still be considered for the purpose of informing the ITT. The Council is anticipating holding a series of Market Engagement meetings upon reviewing the responses to the Questionnaires. The intention of the Market Engagement meetings would be to allow potential Providers to give their views on proposed technological and service solution to upgrade the AV infrastructure, and to discuss their responses to this Questionnaire. This would be used to help inform the final Specification and Invitation to Tender (ITT).. Our requirements may be subject to change between now and going out to tender

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000717147
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC467087
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
PCS Notice - Website Prior Information Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

51 - Installation services (except software)

CPV Codes

32321200 - Audio-visual equipment

51310000 - Installation services of radio, television, sound and video equipment

Notice Value(s)

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

Notice Dates

Publication Date
16 Dec 20223 years ago
Submission Deadline
Not specified
Future Notice Date
1 Feb 2023Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
DUMFRIES AND GALLOWAY 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
DUMFRIES
Postcode
DG1 2HP
Post Town
Dumfries and Galloway
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM9 Southern Scotland
Small Region (ITL 3)
TLM92 Dumfries and Galloway
Delivery Location
TLM92 Dumfries and Galloway
Local Authority
Dumfries and Galloway
Electoral Ward
Nith
Westminster Constituency
Dumfries and Galloway

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC467087&idx=1
    5th January 2023 - This questionnaire is for information only and will not be evaluated
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC467087
    Hybrid Committee Meetings Audio Visual - In 2022, 92 Committee meetings were currently held using MS Teams with some members in physical attendance. The meetings are currently live streamed and held on Dumfries and Galloway Councils YouTube Channel. The Council Hall is also used to host hybrid and record Members training sessions, 26 of these took place in 2022. The Council Hall current Audio-Visual hardware is now end of life and a total upgrade of the system is required. Satellite offices will require equipment to hold hybrid meetings including allowing Members to take part in Committee meetings and attend Members seminars. We require the hybrid equipment to be mobile or to have a mobile solution available to allow it to be moved to different locations. The continuation of the ability to provide hybrid or blended meetings with the ability to record and live stream are critical component of the solution delivered. A digital solution is therefore needed to satisfy the demands of delivering a modern, transparent, and accountable democratic process. The Council is therefore exploring options to deliver such a solution including support and maintenance options.

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-r6ebe6-0000717147-2022-12-16T00:00:00Z",
    "date": "2022-12-16T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000717147",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-7",
            "name": "Dumfries and Galloway Council",
            "identifier": {
                "legalName": "Dumfries and Galloway Council"
            },
            "address": {
                "streetAddress": "Procurement Team, Carruthers House",
                "locality": "Dumfries",
                "region": "UKM92",
                "postalCode": "DG1 2HP"
            },
            "contactPoint": {
                "name": "Deborah Burns",
                "email": "Procurement.tenders@dumgal.gov.uk",
                "telephone": "+44 3033333000",
                "url": "http://"
            },
            "roles": [
                "buyer",
                "centralPurchasingBody"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "Audio Visual",
                        "scheme": "COFOG"
                    }
                ],
                "url": "https://www.dumgal.gov.uk"
            }
        }
    ],
    "buyer": {
        "name": "Dumfries and Galloway Council",
        "id": "org-7"
    },
    "planning": {
        "documents": [
            {
                "id": "DEC467087",
                "documentType": "plannedProcurementNotice",
                "title": "Hybrid Committee Meetings Audio Visual",
                "description": "In 2022, 92 Committee meetings were currently held using MS Teams with some members in physical attendance. The meetings are currently live streamed and held on Dumfries and Galloway Councils YouTube Channel. The Council Hall is also used to host hybrid and record Members training sessions, 26 of these took place in 2022. The Council Hall current Audio-Visual hardware is now end of life and a total upgrade of the system is required. Satellite offices will require equipment to hold hybrid meetings including allowing Members to take part in Committee meetings and attend Members seminars. We require the hybrid equipment to be mobile or to have a mobile solution available to allow it to be moved to different locations. The continuation of the ability to provide hybrid or blended meetings with the ability to record and live stream are critical component of the solution delivered. A digital solution is therefore needed to satisfy the demands of delivering a modern, transparent, and accountable democratic process. The Council is therefore exploring options to deliver such a solution including support and maintenance options.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC467087",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "DGCC-00060",
        "title": "Hybrid Committee Meetings Audio Visual",
        "description": "In 2022, 92 Committee meetings were currently held using MS Teams with some members in physical attendance. The meetings are currently live streamed and held on Dumfries and Galloway Councils YouTube Channel. The Council Hall is also used to host hybrid and record Members training sessions, 26 of these took place in 2022. The Council Hall current Audio-Visual hardware is now end of life and a total upgrade of the system is required. Satellite offices will require equipment to hold hybrid meetings including allowing Members to take part in Committee meetings and attend Members seminars. We require the hybrid equipment to be mobile or to have a mobile solution available to allow it to be moved to different locations. The continuation of the ability to provide hybrid or blended meetings with the ability to record and live stream are critical component of the solution delivered. A digital solution is therefore needed to satisfy the demands of delivering a modern, transparent, and accountable democratic process. The Council is therefore exploring options to deliver such a solution including support and maintenance options.",
        "status": "planned",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "id": "51310000",
                        "scheme": "CPV"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKM92"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "mainProcurementCategory": "goods",
        "documents": [
            {
                "id": "DEC467087-1",
                "title": "This questionnaire is for information only and will not be evaluated",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC467087&idx=1",
                "datePublished": "2023-01-05T16:19:37Z",
                "dateModified": "2023-01-05T16:19:37Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            }
        ],
        "lots": [
            {
                "id": "1",
                "description": "This Market Engagement Questionnaire is being made publicly available to any organisations interested in the upgrading of Audio-Visual Equipment at Dumfries and Galloway Council Headquarters in Dumfries. This exercise is intended to provide potential bidders with the opportunity to view and comment on the AV Upgrade requirements if they wish to do so. This builds on a commitment to engage with the market, by sharing information and seeking input from the market to enable us to develop the final Invitation to Tender (ITT) in a fair and transparent manner. This exercise is to ensure that the final ITT provides all tenderers with a clear understanding of the Council's requirements and help reduce the number of questions that may be raised in the Tender Period. We are currently considering using the CCS DPS Audio Visual Technical Consultancy and Commissioning, RM6225, and this market engagement questionnaire is designed to establish the suitability of that route to market. Potential bidders are invited to complete the Questionnaire and submit their responses no later than midnight on end January 2023. Responses should be sent to donna.allardice@dumgal.gov.uk. Responses received after end of Jan 2023 may still be considered for the purpose of informing the ITT. The Council is anticipating holding a series of Market Engagement meetings upon reviewing the responses to the Questionnaires. The intention of the Market Engagement meetings would be to allow potential Providers to give their views on proposed technological and service solution to upgrade the AV infrastructure, and to discuss their responses to this Questionnaire. This would be used to help inform the final Specification and Invitation to Tender (ITT).. Our requirements may be subject to change between now and going out to tender",
                "status": "planned"
            }
        ],
        "communication": {
            "futureNoticeDate": "2023-02-01T00:00:00Z"
        },
        "classification": {
            "id": "32321200",
            "scheme": "CPV"
        }
    },
    "language": "EN",
    "description": "NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=717147. (SC Ref:717147)",
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000717147"
        }
    ],
    "noticetype": "PCS Notice - Website Prior Information Notice"
}