Scope
Reference
GLF-0018
Description
The Trust is seeking experienced audio-visual providers to supply and install audio-visual devices in several of its schools
Total value (estimated)
- £300,000 excluding VAT
- £360,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 25 May 2026 to 31 August 2027
- 1 year, 3 months, 7 days
Main procurement category
Goods
CPV classifications
- 32321200 - Audio-visual equipment
Contract locations
- UKI62 - Croydon
- UKI63 - Merton, Kingston upon Thames and Sutton
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
- UKJ2 - Surrey, East and West Sussex
- UKJ3 - Hampshire and Isle of Wight
Participation
Legal and financial capacity conditions of participation
The minimum annual turnover for a bidder shall be £400,000.
Bidders must agree to contract under the terms and conditions provided at Annex B to the Invitation to Tender document.
Bidders must have, or must be prepared to commit to obtain prior commencement of the Contract, the following levels of insurance:
- Product Liability £5 million
- Employer's Liability £5 million
- Public Liability £5 million
- Professional Indemnity cover £1 million
Bidders must be compliant with UK GDPR and the Data Protection Act 2018
All of the individuals carrying out the Contract will be required to be subject to an enhanced DBS (Disclosure and Barring Service) check.
Bidders must provide a Health & Safety Policy compliant with current legislative requirements.
Bidders must have a Carbon Reduction Plan in line with PPN 06/21 (where applicable).
Bidders must have a Modern Slavery Statement (if required by law).
Technical ability conditions of participation
Bidders must hold the following certifications (or equivalent internal policy documents): ISO 9001 and ISO 14001.
Bidders must employ at least 3 manufacturer-certified engineers (i.e. HikVision, Promethean, SMART etc).
Bidders must have successfully delivered at least 3 similar projects, involving delivery installation and integration of AV devices during the last 3 years, to educational customers.
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
23 January 2026, 12:00pm
Submission type
Tenders
Tender submission deadline
18 February 2026, 5:00pm
Submission address and any special instructions
Tenders must be submitted by email to procurement@glfschools.org, for the attention of Cath Connolly.
Submissions should be clearly marked in the subject heading of the email as "Response to GLF-0018 Tender"
Tenders may be submitted electronically
No
Languages that may be used for submission
English
Award decision date (estimated)
24 March 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Price | 55% | |
| TQQ01 - Proposed Solution | Describe how the proposed AV equipment solution matches the Trust's specification and what quality assurance measures you employ to ensure the AV equipment's durability and performance over time. |
Quality | 10% |
| TQQ02 - Project Implementation | Please provide a plan for the installation process, including resources, timeline and measures to minimise disruption to school activities |
Quality | 10% |
| TQQ03 - Integration with Classroom Devices | Please explain how you will handle integration of the new AV equipment with our existing classroom devices |
Quality | 10% |
| TQQ05 - Social Value and Sustainability | Please describe how your organisation will deliver meaningful social value and contribute to environmental sustainability throughout the delivery of this contract. |
Quality | 10% |
| TQQ04 - After-Sales Support and Training | What after-sales support and maintenance services do you offer? What training will you provide to our staff to ensure they can confidently operate and maintain the AV equipment? |
Quality | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This tender is a two-stage process.
The first stage is to invite potential bidders to submit tenders, comprising a written response and a financial offer. Tender documentation is attached to this notice, which will give potential bidders an overview of the procurement project. INTERESTED BIDDERS MUST THEN REQUEST COPIES OF THE TENDER RETURN DOCUMENTS - please refer to the Documents section of this notice.
Tender submissions will be evaluated and moderated, and up to the three Most Advantageous Tender responses will be shortlisted and invited to a second stage.
At the second stage, bidders will present their solutions to the Trust and answer any clarification questions raised by the Trust. Further evaluation and moderation of the bids will be undertaken by the Trust, which will include obtaining satisfactory references of the shortlisted bidders.
Documents
Associated tender documents
Invitation to Tender.docx
Annex A - Requirement and Specification.docx
Annex B - Terms and Conditions.docx
Annex C - School Site Addresses.docx
Documents to be provided after the tender notice
Tender Return Documents will be provided to interested bidders by email. These documents comprise:
Appendix 1 - Form of Tender
Appendix 2 - Schedule of Prices
Appendix 3 - Mandatory Questions and References
Appendix 4 - Technical Quality Questions
Appendix 5 - Conflict of interest declaration
Appendix 6 - Confidential information declaration
Appendix 7 - Non-Collusion / Non-Canvassing declaration
Interested bidders should contact Cath Connolly at cconnolly1@glfschools.org, requesting copies of the Tender Return Documents for GLF-0018.
Contracting authority
GLF SCHOOLS
- Companies House: 07551959
- Public Procurement Organisation Number: PHBQ-3225-WLBD
The Beacon School
Banstead
SM7 1AG
United Kingdom
Contact name: Cath Connolly
Email: cconnolly1@glfschools.org
Region: UKJ26 - East Surrey
Organisation type: Public authority - sub-central government