Scope
Reference
DN807369
Description
GCP are procuring a contract of audio-visual (AV) services to support both the Cambridge South East Transport (CSET) Scheme Public Inquiry, and the Waterbeach to Cambridge Busway scheme Public Inquiry.
The requirement is for the electronic presentation of evidence, audio visual and web streaming fully managed services. Additional detail on this requirement will be available in the Specification.
This procurement includes the supply, installation and configuration of all audio visual equipment, including cabling etc, necessary to deliver an audio-visual solution that meets our requirements.
The successful bidder must work collaboratively with GCP's Communications team, the venue's Events Manager, and GCP's Project Team in order to ensure a seamless level of AV provision.
Additionally, the successful bidder must provide a set of documentation to include full system information, warranty and component product supplier details, and user and technical operating manuals.
• Cambridge South East Transport scheme information: Cambridge South East Transport
• Waterbeach to Cambridge Busway scheme information: Waterbeach to Cambridge
The Greater Cambridge Partnership (GCP) is the local delivery body for a City Deal with central government, bringing powers and investment, worth up to £500 million over 15 years, to vital improvements in infrastructure, supporting and accelerating the creation of 44,000 new jobs, 33,500 new homes and 420 additional apprenticeships.
The GCP has a vision: Working together to create wider prosperity and improve quality of life now and into the future. Within this is a transport vision: creating better and greener transport networks, connecting people to homes, jobs, study and opportunity.
Phase 2 of the CSET scheme will deliver a new busway between a new A11 travel hub and Cambridge Biomedical Campus. It will link the new Cambridge South station to Granta Park and Babraham Research Campus. A path for walkers, cyclists and horse riders will run alongside the busway.
The Waterbeach scheme will provide a new travel route between Waterbeach and Cambridge, including a busway, a new travel hub and new path for walkers and cyclists.
The scheme connects existing and new communities from Waterbeach to the city via the new greenway.
The Department for Transport (DfT) is reviewing the objections and representations received in response to our Transport and Works Act Order applications submitted, and two separate public inquiries will be taking place. The Greater Cambridge Partnership are required to host and live stream the inquiries and as we do not have the required resources internally, we are looking to procure the necessary audio-visual (AV) equipment and resource to record and live stream the inquiries.
The Greater Cambridge Partnership will host the CSET inquiry at a venue to be confirmed for 8 weeks this Autumn, and the Waterbeach Inquiry in 2027. Timings/dates not yet confirmed. Each week the inquiry will run from Tuesday to Friday, 9am to 5pm (Monday afternoons will be to set up).
Where 30 calendar days are given for notice of PI non-sitting days, fees to be reduced to reflect this.
The illustrative dates of the inquiry are detailed in the specification document.
Please note that there will be a Pre-Inquiry meeting regarding CSET PI. This will be a 1-day event, likely to take place at the same PI venue (still tbc), with the same requirements and the same set up. Expected to take place in late May or June 2026. The winning bidder will be expected to provide AV support for this.
The Greater Cambridge Partnership will host the Waterbeach Busway inquiry in 2027. Dates and venue still to be finalised. Each week the inquiry will run from Tuesday to Friday, 9am to 5pm (Monday afternoons will be to set up).
GCP are procuring a supplier of AV equipment and operational services as outlined below for the duration of the Cambridge South East Transport scheme public inquiry and the Waterbeach to Cambridge busway public inquiry. Quotes must include a controlled price for setting up the equipment every Monday afternoon, and dismantling and storing away from the venue every Friday no later than 5pm.
As the rooms are block-booked for the sitting weeks, no other users will be in the space during the week. As a result, equipment can be locked in the room overnight on weekdays (Monday-Thursday). There must be staff operatives to monitor the equipment and rectify technical issues throughout the week, with sufficient cover for staff absences.
Suppliers will ideally be located close to venue in case if any issues.
The approximate value of the contract to cover both Public Inquiries, with a timeline of September 2026 to December 2027, is anticipated to be no more than £100,000 (excluding VAT).
Total value (estimated)
- £100,000 excluding VAT
- £120,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 May 2026 to 30 April 2028
- 2 years
Main procurement category
Goods
CPV classifications
- 32321200 - Audio-visual equipment
Contract locations
- UKH12 - Cambridgeshire CC
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
18 March 2026, 5:00pm
Tender submission deadline
30 March 2026, 12:00pm
Submission address and any special instructions
The Authority is utilising an electronic tendering tool to manage this procurement process. All documents and communications issued by the Authority will be sent via web-based software provided by PROACTIS called ProContract. Tenders and communications submitted by bidders via any other means will be rejected.
ProContract is located at https://procontract.due-north.com/Login
PROJECT REFERENCE DN807369
Bidders who experience technical difficulties when using ProContract should contact the support desk Mon-Fri, 9:00 to 17:30:
Tel: 0330 005 0352
Tenders may be submitted electronically
Yes
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Price for service provision |
Price | 60% |
| Quality | Quality of method statement |
Quality | 40% |
Procedure
Procedure type
Below threshold - open competition
Contracting authority
Cambridgeshire County Council
- Public Procurement Organisation Number: PJVB-3262-VGVJ
New Shire Hall Emery Crescent Enterprise Campus,
Alconbury Weald, Huntingdon
PE28 4YE
United Kingdom
Region: UKH12 - Cambridgeshire CC
Organisation type: Public authority - sub-central government