Community Rooms - Audio Visual

The West Yorkshire Fire and Rescue Service (WYFRS) is inviting expressions of interest for an upcoming tender to appoint a supplier to deliver a replacement of a number of Audio-Visual requirements across West Yorkshire Fire Stations.

The initiative aims to modernise facilities, improve accessibility, and support hybrid and interactive use for community engagement and training.

Community rooms are essential spaces used for public engagement, internal meetings, and training. Modern AV will reduce maintenance issues, improve user experience, and align with WYFRS’s strategic goals for inclusive and future-ready infrastructure.

As the fourth-largest Fire and Rescue Service in the UK, WYFRS serves over 2.2 million people across 800 square miles, providing emergency coverage 24 hours a day, every day of the year.

WYFRS is now looking to assess the market's interest and its ability to bid for and deliver this upcoming contract. A high-level overview of the key requirements is outlined below, although full details will be provided in the tender opportunity.

A non-exhaustive overview of the core requirements is provided as follows:

Each community room (approx. 19) may be equipped with an interactive touchscreen, wall mounted or on wheels, screen beam capabilities, small form factor PC and peripherals, installation services and support.

The tender is expected to be issued approximately September/October 2025. The contract term may last a minimum of 3 years.

The estimated cost for the full contract term is expected to be between £100,000.00 and £125,000.00

Suppliers interested in participating are invited to email their expression of interest to tenders@westyorksfire.gov.uk by Tuesday 1st September, and if possible, provide the following information:

• Main contact name, email, and phone number for follow-up communication.
• Any frameworks you are currently associated with.
• Confirmation of your ability to bid within the specified time frame and your capacity to deliver the contract over the full term.
• If the contract length of 3 years aligns to support availability throughout the full term
• Feedback on the proposed contract costs e.g. do you deem it as realistic.
• Any additional comments or feedback based on the information provided.

Please note that this request for information (RFI) is not a call for competition. Further details will be made available in the official tender documents upon publication.

WYFRS reserve the right to discuss requirements with any supplier beyond this initial notice before any competitive tender process is undertaken.

We also recommend that you register with the West Yorkshire Fire and Rescue Service's E-Procurement system, 'In-tend,' at the following link https://sell2.in-tend.co.uk/blpd/register . This will ensure that if a competitive tender procedure is undertaken, you will already have access to the documentation once live.