Single Procurement of Council Streaming Services and Audio Visual Solutions

The project seeks to consolidate the delivery, maintenance and support of hybrid meeting technology across Lewisham Council’s Council Chamber and relevant meeting rooms under a single primary supplier. The scope includes audio-visual equipment upgrades, Microsoft Teams integration, live webcasting, recording and secure storage and ongoing technical support, including evening meetings. It will establish consistent room configurations, clear service ownership and reliable meeting facilities, with capacity for future expansion.

The London Borough of Lewisham intends to undertake a procurement exercise for the provision of Audio Visual (AV), Streaming and Hybrid Meeting Room solutions across its civic and corporate estate.

The Council is seeking pre-market engagement with suitably qualified suppliers to inform a future procurement covering the potential supply, installation, commissioning, support and maintenance of AV and hybrid meeting technologies.

The initial focus of the procurement is expected to include:

• Council Chamber AV and streaming facilities
• Civic Suite Committee Rooms
• Existing hybrid-enabled meeting rooms within the Civic Suite
• Associated collaboration, conferencing and presentation technologies
• Ongoing maintenance and support services
• Replacement, upgrade and modernisation of end-of-life equipment
• Accessibility solutions including hearing loop systems
• Integration with Microsoft Teams and other collaboration platforms

The Council is exploring a range of commercial options including:

• Direct purchase of equipment
• Lease arrangements
• Managed service provision
• Hybrid commercial models

The outcome of this engagement will help shape the final procurement strategy, technical specification, Leasing Vs Buying approach and contract structure.

The Council anticipates that implementation may require a phased approach, including transition from existing arrangements and migration to new solutions.

Current contracts are expected to require continuity arrangements during implementation, commissioning and user acceptance testing.

Indicative commencement date:

• Implementation expected from August 2027 onwards
• Final dates subject to governance approvals, funding approvals and procurement outcomes.

Areas Where Market Feedback is Specifically Requested

The Council is particularly interested in obtaining supplier feedback on:

• Modern Council Chamber AV / webcasting solutions
• Committee room and democratic services technologies
• Streaming and webcast services
• Microsoft Teams Room integration
• AV-as-a-Service and leasing models
• Accessibility and hearing enhancement technologies
• Support and maintenance models
• Transition and migration approaches
• Opportunities for standardisation across multiple locations
• Sustainability and social value opportunities
• Potential Routes to Market, including frameworks and Dynamic Markets (section 35 of PA23)

Additional Information

The Council intends for this procurement to support a long-term, scalable and supportable AV estate that enhances democratic services, hybrid working and public engagement.

Suppliers should note that the Council may adopt a phased implementation approach, prioritising civic and democratic services locations before expanding to other corporate facilities, subject to funding and governance approvals.