Official UK procurement notice
SUPPLY AND INSTALLATION OF A WEBCASTING AND ASSOCIATED SERVICES SYSTEM
Authority: West Midlands Combined Authority (Local council)
What is being bought
Published requirement descriptionWest Midlands Combined Authority (WMCA) is currently reviewing its on-site facilities for the delivery and management of public meetings to improve accessibility for members, and visibility to the public, in advance of proposed legislative changes to meeting protocols, as directed by the UK Government’s recent consultation on remote attendance and proxy voting in local government. The main room will seat up to 43 people, with an adjacent public viewing area for 10 additional people.
WMCA are looking to secure the supply and installation of a webcasting solution with works to be completed by 31st May 2026 to coincide with the start of the 2026/27 municipal year.
- How the procedure runs: Stage 1 - Preliminary Check- Verification that the submission is complete and compliant with the instructions in this Invitation to Tender. Stage 2 -Procurement Specific Questionnaire (PSQ), Conditions of Participation Assessment (COP) and Financial Assessment Checks Pass and Fail review of Procurement Specific Questions and ensure the Supplier satisfies the criteria outlined in the Procurement Specific Questionnaire including Mandatory and Discretionary Exclusion Grounds. Those who fail any of the COP/ PSQ Questions, will not be taken through to the technical quality assessment. Suppliers will be notified at this point if they have passed/failed. Stage 3 Technical Quality Assessment - Completion of independent quality evaluation by the Panel and Moderation. Only the 3 highest scoring suppliers within the Technical Quality assessment will advance to stage 4. Suppliers will be notified at this point if they have been successful/ unsuccessful with feedback provided for those who are unsuccessful. Minimum Scoring Threshold: The minimum quality requirement for this tender is to reach a Total Quality Mark equal to or above 50% of the total available quality marks of 50%. Therefore the minimum quality threshold for this tender is 25% and above. This Minimum Quality Threshold test will be applied to the Total Final Quality Score for each Supplier. The Authority reserve the right to amend the minimum quality threshold by a maximum of 5% (therefore amending to a potential of 20%), in the case that we do not have 3 bidders that successfully qualify for stage 4 demonstration assessment. Those who do not meet the minimum scoring threshold, will not advance past Stage 3 of the Procurement process. Stage 4 – Demonstration Assessment- Completion of face-to-face demonstrations for the 3 bidders who have scored the highest within the Technical Quality assessment. During this stage bidders will be asked to prepare a demonstration of their proposed system against 3 scenarios. Stage 5 - Commercial (Price) Assessment - Assessment of Commercial submission. Stage 6 - Total Score & Ranking - Final Quality Score and Commercial Score are combined and Bids ranked to identify the Most Advantageous Tender (MAT). Stage 7 - Notification & Due Diligence - Notification of the tender outcome and due diligence checks completed with successful supplier prior to entering into contract.
CPV: Audio-visual equipment · Miscellaneous networking software package · Web camera
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£255,000
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).
Published sub-criteria (3)
- Technical/ Quality assessment: 50%
- Demonstration: 20%
- Commercial: 30%
Published award criteria (3)
- Technical/ Quality assessment: Suppliers will be asked to submit responses to 6 questions, of which the total scores amount to a maximum of 50%. Criteria include: -Technical Design - Maintenance and Support - Software - Accessibility, Equality, Diversity and Inclusion - Implementation - Hardware
- Commercial
- Demonstration: Only the 3 bidders who have scored the highest within the technical/ quality assessment will be successful in being invited to the demonstration assessement. There are 3 scenarios - Hybrid meeting - Technical failure response - Data import and export
- Price carries 30 of 100 points: a 10% discount moves about 3 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
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- 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
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 6 Aug 2025, 11:21 BST
- Last source update
- 28 Apr 2026, 12:45 BST
- Award evaluation window
- Submission end – 13 Apr 2026
- Authority reference
PRT-LGSERV-ESG-2025-0008- FTS notice number
2026/S 000-001105- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-058246Find a Tender
- How it runs
Stage 1 - Preliminary Check- Verification that the submission is complete and compliant with the instructions in this Invitation to Tender.
Stage 2 -Procurement Specific Questionnaire (PSQ), Conditions of Participation Assessment (COP) and Financial Assessment Checks Pass and Fail review of Procurement Specific Questions and ensure the Supplier satisfies the criteria outlined in the Procurement Specific Questionnaire including Mandatory and Discretionary Exclusion Grounds. Those who fail any of the COP/ PSQ Questions, will not be taken through to the technical quality assessment. Suppliers will be notified at this point if they have passed/failed.
Stage 3 Technical Quality Assessment - Completion of independent quality evaluation by the Panel and Moderation.
Only the 3 highest scoring suppliers within the Technical Quality assessment will advance to stage 4. Suppliers will be notified at this point if they have been successful/ unsuccessful with feedback provided for those who are unsuccessful.
Minimum Scoring Threshold: The minimum quality requirement for this tender is to reach a Total Quality Mark equal to or above 50% of the total available quality marks of 50%. Therefore the minimum quality threshold for this tender is 25% and above. This Minimum Quality Threshold test will be applied to the Total Final Quality Score for each Supplier. The Authority reserve the right to amend the minimum quality threshold by a maximum of 5% (therefore amending to a potential of 20%), in the case that we do not have 3 bidders that successfully qualify for stage 4 demonstration assessment.
Those who do not meet the minimum scoring threshold, will not advance past Stage 3 of the Procurement process.
Stage 4 – Demonstration Assessment- Completion of face-to-face demonstrations for the 3 bidders who have scored the highest within the Technical Quality assessment. During this stage bidders will be asked to prepare a demonstration of their proposed system against 3 scenarios.
Stage 5 - Commercial (Price) Assessment - Assessment of Commercial submission.
Stage 6 - Total Score & Ranking - Final Quality Score and Commercial Score are combined and Bids ranked to identify the Most Advantageous Tender (MAT).
Stage 7 - Notification & Due Diligence - Notification of the tender outcome and due diligence checks completed with successful supplier prior to entering into contract.
How it was run
Official notice- Submission deadline
- 3 Feb 2026, 15:00 GMT
- Clarification deadline
- 22 Jan 2026, 12:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
In order to access the tender documents and submit your bid, please do so through BravoSolutions (The WMCA's e-tendering portal) which can be located via this link - wmca.bravosolution.co.uk ↗.
Timeline
6 Aug 2025 → 30 Apr 2026 · 11 dates- Planning notice published6 Aug 2025, 11:21 BST
- Market engagement22 Aug 2025, 23:59 BST
WMCA intend to circulate a questionnaire through Bravo (WMCA e-tendering portal), allowing you to provide more information about your interest and comment on the proposed approach.
Portal Website: wmca.bravosolution.co.uk ↗
Pre Market Engagement Title: Pre Market Engagement Webcasting Services
Bravo Solution Project Reference: PQQ_258
- Next notice expected356 days ago31 Oct 2025, 23:59 GMT
- Tender notice published288 days ago7 Jan 2026, 14:09 GMT
- Clarification questions by273 days ago22 Jan 2026, 12:00 GMT
- Submission deadline261 days ago3 Feb 2026, 15:00 GMT
- Assessment summaries sent206 days ago31 Mar 2026, 00:00 BST
- Award decision expected by192 days ago13 Apr 2026, 23:59 BST
- Standstill ends192 days ago13 Apr 2026, 23:59 BST
- Latest notice published177 days ago28 Apr 2026, 12:45 BST
- Contract starts176 days ago30 Apr 2026, 00:00 BST
Notice history
10 events · 4 releases on Find a Tender · since 6 Aug 2025- Preliminary market engagement notice published6 Aug 2025, 11:21 BSTUK2
- Tender notice published7 Jan 2026, 14:09 GMTUK4
- Published value updated to £255,0007 Jan 2026, 14:09 GMTwas £150,000
- Status changed to active7 Jan 2026, 14:09 GMT
- Procurement method changed7 Jan 2026, 14:09 GMT
- Deadline published: 3 Feb 2026, 15:00 GMT7 Jan 2026, 14:09 GMT
- Contract award notice published31 Mar 2026, 14:20 BSTUK6
- Status changed to complete31 Mar 2026, 14:20 BST
- Contract signature expected14 Apr 2026, 23:59 BSTscheduled
- Contract details notice published28 Apr 2026, 12:45 BSTUK7
Routine re-releases (4)
- 2025-08: 1 release · 6 Aug 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| PUBLIC-I GROUP LIMITEDSME30 Apr 2026 – 29 Apr 2029 · up to 29 Mar 2031Extensions: 2 x 12 month options to extend | £236,611 | 31 Mar 2026 | Awarded |
Contracts
SUPPLY AND INSTALLATION OF A WEBCASTING AND ASSOCIATED SERVICES SYSTEM · PUBLIC-I GROUP LIMITEDSME
- Signed
- 28 Apr 2026
- Value
- £236,611
- Period
- 30 Apr 2026 – 29 Apr 2029 · up to 29 Apr 2031 with extensions
- Status
- active
- Extensions
- 2 x 12 month extensions
No agreed KPIs: The contract value is below 5 million and therefore it is not mandatory to set KPIs.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 1final-stage tenders · 2 at stage one | 1 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- Public-i Group LimitedAwarded supplier
Official documents & specifications (4)
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
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender