Guildhall Conference and Public Address Systems

1.1 Worcester City Council ["The Council"] is inviting tenders from Potential Suppliers for the supply, installation, commissioning and maintenance of the following:

i. Conferencing System at the Guildhall, High Street, Worcester, WR1 2EY which includes: (a) 20 duals & 5 single DICENTIS (or equivalent) Wireless Delegate Units with delegate ID functionality.

ii. Public Address (PA) System at the Guildhall, High Street, Worcester, WR1 2EY which includes: (a) Fixed speakers for all 5 public rooms in the Guildhall being, Council Chamber, Randall Room, Lower Hall, Assembly Room and Court Room. (b) 1 corded, 2 wireless and 2 lapel microphones.

iii. Portable Infrared Hearing System which is compatible with the Conferencing system and PA system.

iv. Management Software Supporting Centralised Management Software for the management of the systems

1.2 Budget The target budget for this contract is £50,000 for the whole three year Initial Contract term and any bids over £60,000 for the whole three year Initial Contract term will be disqualified.

1.3 Future Additional Services /Facilities

The Council needs to ensure the longevity of its new Conferencing and PA systems in order to meet future business needs. The systems are therefore required to facilitate voting functionality and video webcasting / visual live streaming which may be added at a later date. We currently provide audio live streaming as standard. It is therefore essential that the new systems are technically capable of providing voting functionality and video webcasting / visual live streaming in future.

1.4 Bidders are required to carry out a site visit and create a plan of the Guildhall to assess the acoustics of the five public rooms.

1.5 A maintenance and call out agreement will be required for both the Conference system and PA system and any Additional Services. 1.6 The Initial Contract term will be for 3 years. After the Initial Term, the Council may agree with the Supplier to extend the maintenance services annually. The Council are using the e-procurement portal known as the Due North Pro-Contract portal https://procontract.due-north.com to conduct this procurement exercise. To gain access to the procurement documents, contractors will need to register their company details at the above website. Once registered, contractors will be emailed a log-in and password which will allow them to gain access to the procurement documents. Contractors will need to search for the invitation under Worcester City Council and then electronically submit an expression of interest and follow the online instructions to view the procurement documents.