--- title: "HDC Civic Suite hardware Replacement, (Supply, Fitting and Maintenance)" ocid: "ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57.json" source: "Contracts Finder" current_stage: "Award" buyer: "CAMBRIDGE CITY COUNCIL" published: "2025-11-10" --- # HDC Civic Suite hardware Replacement, (Supply, Fitting and Maintenance) Buyer: CAMBRIDGE CITY COUNCIL Current stage: Award OCID: ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57.json) ## Summary The public procurement process involves the Cambridge City Council initiating a tender titled "HDC Civic Suite hardware Replacement, (Supply, Fitting and Maintenance)" with a focus on updating the Audio Visual and Delegate Equipment initially set up in 2017. This hardware upgrade is considered essential due to the current system reaching end of life, with the aim of enhancing council and public meeting functionalities, as well as maintaining the equipment. The competitive procurement was conducted through a restrictive Further competition from the CCS RM6225 framework, and the contract was awarded to VP-AV Limited, an SME, with a contract period of three years starting 17 October 2025, and options for a two-year extension. The total contract value awarded is £206,659. This procurement represents a significant opportunity for businesses specialising in office and computing machinery, as well as installation services. Companies, particularly SMEs with expertise in supplying and maintaining AV equipment, can thrive by delivering specialised services tailored to public sector requirements. With Cambridge City Council's focus on enhancing public engagement tools post-pandemic, firms offering innovative AV solutions and maintenance services have the chance to expand their service offerings and establish strong partnerships within the public sector in the United Kingdom. ## Notice The primary objective of this procurement is to update the current Audio Visual (AV) and Delegate Equipment in the Civic Suite which was initially acquired and set up in 2017. This equipment is end of life and has become out of support since March 2025. The AV setup is widely utilised for routine council and public meetings, and it's also available for use by external parties as a source of income. Adaptations are necessary to adapt the hardware to new requirements for engaging with the public in the aftermath of the Covid pandemic. The meeting room is a large split room that needs to functionally work as one large room or two separate rooms. Additionally, there are multiple problems with how the present system works that need to be addressed as a part of this contract. This also includes the maintenance of the room for the duration of the contract. This tendering process was run as a Further competition from the CCS RM6225. The contract has now been awarded to VP-AV ltd following a thorough evaluation, demo and moderation process. The contract is for 3 years commencing 17 October 2025 with a possibility to extend for further 2 years. ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/fce3b405-ccb3-4184-b8ce-98a958e7324f | | Notice type | Award Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Selective | | Procurement method details | Restricted procedure | | Tender suitability | SME | | Awardee scale | SME | | All stages | Award | ## Dates | Field | Value | | --- | --- | | Publication date | 10 Nov 2025 | | Submission deadline | 25 Aug 2025 | | Future notice date | Not specified | | Award date | 5 Oct 2025 | | Contract period | 16 Oct 2025 - 16 Oct 2028 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £150,000 | | Lots value | Not specified | | Awards value | £206,659 | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Complete | | Lots status | Not specified | | Awards status | Active | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | CAMBRIDGE CITY COUNCIL | | Locality | HUNTINGDON | | Post town | Peterborough | | Postcode | PE29 6YG | | Country | England | | ITL 1 | TLH East (England) | | ITL 2 | TLH4 Cambridgeshire and Peterborough | | ITL 3 | TLH42 Cambridgeshire CC | | Local authority | Huntingdonshire | | Electoral ward | Huntingdon North | | Westminster constituency | Huntingdon | | Delivery location | Not specified | ## Supplier | Field | Value | | --- | --- | | Number of suppliers | 1 | | Supplier names | VP-AV | ## CPV Codes ### Divisions - 30 - Office and computing machinery, equipment and supplies except furniture and software packages - 51 - Installation services (except software) ### Codes - 30000000 - Office and computing machinery, equipment and supplies except furniture and software packages - 51000000 - Installation services (except software) ## Release History - 10 Nov 2025 at 13:31 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/fce3b405-ccb3-4184-b8ce-98a958e7324f ## Documents - https://www.contractsfinder.service.gov.uk/Notice/fce3b405-ccb3-4184-b8ce-98a958e7324f 10th November 2025 - Awarded contract notice on Contracts Finder ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-06567816-e319-44c8-9250-5a38fcb46f57.json.