AV Maintenance for Council Chamber - Market Engagement

Suffolk County Council (SCC) is intending to partially refresh the Council Chamber AV system and wishes to consult with potential providers with the necessary capability to undertake the refresh and subsequent support and maintenance contract. Please contact SCC Project Manager Stuart Savage (stuart.savage@suffolk.gov.uk / 07720206499) for an informal discussion. Market engagement will end on 14th May 2018. SCC Council meetings & other related Council business is accommodated in our King Edmund Chamber, & across 3 large Conference rooms located in our Endeavour House HQ. SCC offers the following AV services to Cllrs & Officers from these locations. King Edmund Chamber: o 98 fixed Bosch 'Concentus' delegate units o Integrated voting system o Audio recording function o Underfloor hearing loop o AV presentation using ceiling mounted projectors / speakers o Webcasting service for Council meetings o Crestron touch screen control system on the Chair's table

Elisabeth, Rose & Britten conference rooms:

o AV /DVD presentation using ceiling mounted projector or plasma screen, ceiling mounted speakers o Underfloor hearing loop o Televic mobile delegate units o Direct AV link from Cameras / Mics in Council Chamber to enable use as a second public gallery

SCC is looking for a supplier to; • Provide preventative maintenance for all AV services within the locations specified • Offer a reactive maintenance service as required; • Implement a webcasting service for live streaming of Council meetings and provision of archived recordings; • Have the expertise need to advise on the future replacement of existing services with innovative technology; • Refresh/replace AV services as detailed below under Areas Identified for Improvement

Areas Identified for Improvement • AV Presentation - The AV presentation services in the Council Chamber & 3 conference rooms is largely analogue & designed for VGA inputs. SCC Councillors & Officers now use HDMI enabled laptops. SCC would like to discuss options for a refresh of these presentation services

• Council Chamber Microphones - SCC uses a wired Bosch microphone & voting system, & would like to discuss options for refreshing this service, to deliver; o Better quality audio capture; o An improved user experience for Cllrs & operators; o Full integration with other AV services i.e. cameras / speakers;

• Redundant components & inefficient organisation - The AV system in these locations contains redundant equipment and cabling is inefficient and disordered in places. As part of any refresh, SCC is looking for a supplier to simplify the cabling layout & strip out legacy hardware