HBC - THE PROVISION OF BUILDING AV UPGRADE PROJECT - AWARD

Introduction:

Hertsmere Borough Council is undergoing a significant refurbishment project to their Civic Centre in Borehamwood across 4 floors, and Cranbourne and Meadow Depots, involving ~500 employees to enable hybrid working and as a result, will need new Audio-Visual equipment and software across all meeting rooms. The refurbishment is being managed across 9 phases, with AV equipment and software being required for the following phases: 2, 3, 4, 5a, 5b, and 6. The supplier must be able to deliver all services within the scope described below.

Scope:

The supplier is required to source, deliver, install, and maintain good-quality Audio-Visual equipment and software from 1 February 2023 for 3 years with an additional 2-year extension to 31 January 2028.

For the purposes of this tender process, 1 February 2023 should be considered the phase 2 start date. For each phase, the building works will take 6 - 8 weeks to be completed, followed by the delivery and installation of furniture, AV equipment, and software. All dates are subject to change.

The AV equipment and software will need to be delivered and installed within 2-3 days of the building works being completed. Structured cabling is in place, so the supplier will need to collaborate with the main contractor regarding suitable output. The supplier must be able to accommodate changes to the timings of the start of the project and each phase. It should be noted that there is no storage capacity onsite, so it's crucial that this is factored into the delivery plan/schedule.

Requirement Specification:

Our expectation is that the supplier will manage and work with the project team (and main contractor where required) on every aspect of the supply and installation of new AV equipment and software for each phase of the project, at a time specified by the client with 1-week notice if outside the pre-agreed programme.

The supplier shall designate a point of contact and provide a clear escalation path. The supplier will have a robust project management approach. The supplier will proactively communicate with us at every stage of the process, anticipate and resolve any issues and provide clear instructions about what is required on the client side to enable smooth delivery of this project, including any interdependencies.

We will require each phase to be invoiced after 1) completion of AV equipment/software delivery and installation and 2) confirmation from us that no matters are outstanding for that phase.

The annual Service Agreement must cover tier one and tier two support for all hardware and software that has been installed by the supplier (excluding Condeco software).

Desired Outcome:

We are looking for a supplier to provide the specified AV equipment and software at a competitive price. The supplier should have previous experience in managing complex projects for example where the schedule was in multiple phases and dates wer...