Leicester City Council £588k AV Tender

Tender

The provision of Town Hall Council Chamber Audio, Visual and Webcasting System

• Leicester City Council UK4: Tender notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2026/S 000-035842

Procurement identifier (OCID): ocds-h6vhtk-0686ce

Published 20 April 2026, 6:51pm

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Contents

Scope Participation Submission Award criteria Other information Procedure Contracting authority

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Scope

Reference

1091PCEBS

Description

The Council would like to invite Suppliers to submit a Tender for selection of a single Supplier to supply, installation and maintenance of a comprehensive Audio Visual conferencing, presentation and webcasting system for the Leicester Town Hall Council Chamber that is scalable in the event of an expansion to Leicester City Council’s political boundary determined by Local Government Reorganisation.

The opportunity is not divided into Lots because the installation has multiple systems requirements which must operate in a cohesive format and multiple suppliers would Increase technical risk, Undermine contract liability and create contract management complexity.

Total value (estimated)

• £490,000 excluding VAT
• £588,000 including VAT Above the relevant threshold

Contract dates (estimated)

• 1 September 2026 to 31 August 2031
• Possible extension to 31 August 2036
• 10 years Description of possible extension:

Initial term of 5 years with the option to extend for 2+3 years

Main procurement category

Goods

CPV classifications

Software package and information systems

Contract locations

• UK - United Kingdom

Participation

Particular suitability

• Small and medium-sized enterprises (SME)
• Voluntary, community and social enterprises (VCSE)

Submission

Enquiry deadline

4 May 2026, 10:00am

Tender submission deadline

18 May 2026, 10:00am

Submission address and any special instructions

Tenders must be submitted electronically via the ProContract Due North portal

at: https://procontract.due-north.com/Advert?advertId=2fbd9223-df3c-f111-813c-005056b64545

Tenders may be submitted at any time prior to the closing date and time. Suppliers are

strongly advised not to leave submission until the final moments, as uploading completed

tender documentation may take a significant amount of time.

The portal will automatically apply a server timestamp (GMT) at the point of submission.

Any Tender submitted after the closing date and time of 10:00am on 18 May 2026 will

not be considered.

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

12 June 2026

Award criteria

Name	Description	Type
Quality	80%	Quality
Price	20%	Price

Weighting description

Quality

Other information

Description of risks to contract performance

The Council have considered at an early stage the potential need for in-life contract modifications to incorporate flexibility into the Contract where appropriate and mitigating the risk of potentially unlawful modifications.

There are risks which may jeopardise the satisfactory performance of the Contract but, due to the nature of the risks, are unable to be addressed in the Contract as awarded. Where the relevant, conditions under Schedule 8 of the Act are satisfied, the modification of the Contract to remedy the identified risks would be treated as a permitted contract modification.

The potential risks are additional costs that come as a result of;

a. Chargeable upgrades or updates to the system

b. Repairs and replacement not covered by warranty or maintenance.

c. Professional services required for configuration, issue resolution, development, upgrades, tasks as yet unknown

d. Changes in hardware, required for regulatory purposes

e. Local Government Reorganisation (‘LGR’) may occur during the Term and this may result in, without limitation:

i. the restructuring or alteration of the Council’s administrative boundaries;

ii. the dissolution, merger or transfer of the Council’s functions, powers or responsibilities;

iii. the aggregation and/or disaggregation of functions, services, systems or contracts with another organisation or organisations.

The parties acknowledge that LGR is a potential known risk that may affect the Services and agree to work in good faith and co-operation to mitigate the effects of any LGR during the Term.

In the event that LGR takes place the Council may at its sole discretion undertake one or more of the following actions:

i. utilise existing framework agreements or establish new frameworks, services arrangement in relation to the Services.

ii. transfer, assign or novate the Contract so as to reflect any new successor organisation, without prejudice to relevant clauses detailed in Appendix D The Contract Terms.

iii. amend or modify Appendix D The Contract Terms to reflect the new operational requirements arising from LGR in compliance with Schedule 8 Procurement Act 2023

iv. terminate the agreement in accordance with Appendix D The Contract Terms

These risks cannot be managed as part of the procurement process but if they were to materialise dialogue/negotiation would need to take place and any changes to the contract agreed by formal change control under the contract.

Applicable trade agreements

• Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Open procedure

Justification for not publishing a preliminary market engagement notice

The existing system is no longer operating acceptably. The audio quality has diminished to a suboptimal standard and experiences audio interference with audio issues further magnified on the public webcast. Replacement is needed for the first Council meeting after the summer recess scheduled for 17 September 2026. There is insufficient time to undertake a pre-market engagement and consecutively run a procurement exercise and meet the September deadline.

Contracting authority

Leicester City Council

• Public Procurement Organisation Number: PXRT-5737-VBQD 115 Charles Street, City Hall

Leicester

LE1 1FZ

United Kingdom

Contact name: Pamela Chirara

Telephone: +44 1164543502

Email: pamela.chirara@leicester.gov.uk

Website: https://www.leicester.gov.uk

Region: UKF21 - Leicester

Organisation type: Public authority - sub-central government