Official UK procurement notice
Replacement of Council Chamber Audio and Visual (AV) Equipment
Authority: Gateshead Council (Local council)
Sectors: Radio, television, communication, telecommunication and related equipment (32)Repair & Maintenance (50) Delivery: North East (UKC)
Published estimate£300,000≈ £60k / year · £300,000 inc. VAT36.1% above final estimate
Submissions closed 14 May 2025awarded 23 Jun 2025
Awarded to VP-AV Limited
Contract term 5 yrsends 20 Jun 2030 · up to 20 Jun 2034 with extensions · starts 20 Jun 2025
What is being bought
Published requirement descriptionGateshead Council have appointed a single supplier to modernise and maintain the IT and Audiovisual (AV) in the Civic Centre's Council Chamber.
- No preliminary market engagement: The market engagement opportunity was publicised via Contracts Finder due to the total value being unknown.
CPV: Microphones and loudspeakers · Repair and maintenance services of audio-visual and optical equipment · Television and audio-visual equipment
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£300,000
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
How bids were scored
Published sub-criteria (2)
- Quality and Social Value: 60%
- Total price: 40%
Published award criteria (2)
- Total price
- Quality and Social Value
What this means for your bid
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 15 Apr 2025, 09:38 BST
- Last source update
- 24 Jul 2025, 11:24 BST
- Award evaluation window
- Submission end – 20 Jun 2025
- Authority reference
OPEN2024213- FTS notice number
2025/S 000-015138- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0502f8Find a Tender
How it was run
Official noticeRun through: Proactis / ProContract · Who buys & how to bid on ProContract
- Submission deadline
- 14 May 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Detailed submission instructions & authority contactsFrom official release
Timeline
15 Apr 2025 → 24 Jul 2025 · 7 dates- Tender notice published15 Apr 2025, 09:38 BST
- Submission deadline14 May 2025, 12:00 BST
- Contract starts20 Jun 2025, 00:00 BST
- Award decision expected by20 Jun 2025, 23:59 BST
- Assessment summaries sent23 Jun 2025, 00:00 BST
- Standstill ends2 Jul 2025, 23:59 BST
- Latest notice published24 Jul 2025, 11:24 BST
Notice history
5 events · 3 releases on Find a Tender · since 15 Apr 2025- Tender notice published15 Apr 2025, 09:38 BSTUK4
- Contract award notice published23 Jun 2025, 17:49 BSTUK6
- Status changed to complete23 Jun 2025, 17:49 BST
- Contract signature expected3 Jul 2025, 23:59 BSTscheduled
- Contract details notice published24 Jul 2025, 11:24 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecastAwards 1
Awarded value £408,1671 award exc. VAT
Bids received 77 from SMEs
Contracts signed 1latest 3 Jul 2025
| Awarded to | Value | Date | Status |
|---|---|---|---|
| VP-AV LimitedSME3 Jul 2025 – 2 Jul 2030 · up to 1 Jul 2034Extensions: 2 x 2 Year Extensions | £408,167 | 23 Jun 2025 | Awarded |
Contracts
Replacement of Council Chamber Audio and Visual (AV) Equipment · VP-AV LimitedSME
- Signed
- 3 Jul 2025
- Value
- £175,367
- Period
- 3 Jul 2025 – 2 Jul 2030 · up to 1 Jul 2034 with extensions
- Status
- active
- Extensions
- 2 x 24 months
3 agreed KPIs: Service Level Agreement · Availability of the solution · Installation and mobilisation
- Service Level Agreement
- Availability of the solution
- Installation and mobilisation
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 7final-stage tenders | 7 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- VP-AV LimitedAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender