✓Tender information last checkedLast checked 20 Oct 2026, 14:18.
Opportunity overview
Ryde Town Council invites you to quote for a wireless conference system for its Council Chamber. You will supply, install, commission and support it.
The Council has no preference over brand but the system will need to be compatible with our existing IT equipment. This specification details what the system must do. The Council is open to any solution that works in the way it needs. The Council welcomes quotes from all relevant manufacturers and suppliers.
The system must be simple and intuitive to operate from start-up, with no technical knowledge required. Council staff must be able to set up and run meetings confidently using clear, straightforward controls. The system must be quick and easy to set up and must not need continual adjustment. Council staff cannot adjust or operate the system once a meeting has started. It must be compatible with live streaming, as the Council streams its meetings on YouTube.
Please note that Councillors do not generally attend meetings with laptops or tablets therefore, a laptop or tablet based microphone system would not be suitable. Staff do have laptops available for system operation.
The system requirements in brief
• A wireless conference system to accommodate 18 people taking part in a meeting. Councillors have shared microphones in the past (one between two) and are happy to continue doing so if it is more cost effective.
• Wireless casting of the meeting to a loudspeaker the public can hear.
• Compatibility with hybrid meetings, with remote participants or observers on Zoom, YouTube and Microsoft Teams.
• Room to add additional units later.
• Compatibility with hearing loops.
Full details of the specification can be found in the tender documentation.
Classification
CPV30000000 — Office and computing machinery, equipment and supplies except furniture and software packages
CPV32000000 — Radio, television, communication, telecommunication and related equipment
Questions and Clarications information for contractors 20/10/2026Open source ↗
Published notice details
Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.
Scope, procedure and submissions
Id
ocds-h6vhtk-07838d
Status
active
Procurement Method
open
Procurement Method Details
Below threshold - open competition
Main Procurement Category
goods
Above Threshold
No
How to submit
procurement@rydetowncouncil.gov.uk
Ryde Town Council
Town Council Chambers
10 Lind Street
Ryde
Isle of Wight PO33 2NQ
Email submissions will be accepted.
The contract will be awarded based on the most economically advantageous tender received. The Council will first check that you meet every mandatory requirement. The assessment will then be based on the following criteria:
• 50% on Price
• 20% on Quality and fit with the specification
• 20% on Ease of use
• 5% on Installation, training and delivery
• 5% on Warranty and support
The qualitative criteria will be based on the additional information to be provided by the contractor as detailed in the Tender Submission contained within this document.
Ryde Town Council will consider track record of contractors that have provided previous satisfactory work for Ryde Town Council and will evaluate references for similar contracts.
It is to be noted that the Council is not bound to accept the lowest tender and if no tenders are received or if the assessment of all tenders based on the above criteria are equal, then the Council may make such alternative arrangements for procuring the goods or services or executing the works as it thinks fit.
If two tenders are comparable or achieve similar scores, the Council may ask the tenderers to provide a system demonstration before making its final decision.
Items and delivery
Item 1
Id
1
Related Lot
1
Additional Classifications
Entry 1
Scheme
CPV
Id
30000000
Description
Office and computing machinery, equipment and supplies except furniture and software packages
Entry 2
Scheme
CPV
Id
32000000
Description
Radio, television, communication, telecommunication and related equipment
2 published notice versions reviewed by ProcuraAxis.
2 VERSIONS
1
095114-2026Tender notice on Find a Tender ·
2
098925-2026Tender notice on Find a Tender ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
Ryde Town Council is running an open below-threshold competition for a wireless conference and hybrid meeting system for its Council Chamber. The appointed supplier will supply, install, commission and support a system for up to 18 meeting participants, with public audio, hybrid-platform compatibility and hearing-loop compatibility.
Who this may suit
Strong fit for suppliers of wireless conference, meeting-room AV and hybrid-meeting systems that can provide installation, commissioning and support. Detailed technical requirements are referenced in tender documentation but are not included in the supplied content.
Key points identified
System scopeWireless conference system for the Council Chamber; supplier to supply, install, commission and support it.Evidence: "wireless conference system for its Council Chamber. You will supply, install, commission and support it."
Participant capacityAccommodate 18 people taking part in a meeting.Evidence: "A wireless conference system to accommodate 18 people taking part in a meeting."
Ease of useSimple and intuitive operation from start-up, without technical knowledge; staff must be able to set up and run meetings using clear controls.Evidence: "The system must be simple and intuitive to operate from start-up, with no technical knowledge required."
90% approved-analysis confidence11 supplier criteria identified4 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
Ryde Town Council is running an open below-threshold competition for a wireless conference and hybrid meeting system for its Council Chamber. The appointed supplier will supply, install, commission and support a system for up to 18 meeting participants, with public audio, hybrid-platform compatibility and hearing-loop compatibility.
Who this may suit
Strong fit for suppliers of wireless conference, meeting-room AV and hybrid-meeting systems that can provide installation, commissioning and support. Detailed technical requirements are referenced in tender documentation but are not included in the supplied content.
Key deliverables
Wireless conference system for 18 participants
Supply, installation, commissioning and support
Public-audible wireless casting to a loudspeaker
Compatibility with Zoom, YouTube, Microsoft Teams and hearing loops
Future expandability for additional units
SUPPLIER REQUIREMENTS
11 criteria identified
System scope
99% confidence
Wireless conference system for the Council Chamber; supplier to supply, install, commission and support it.
View supporting evidence
"wireless conference system for its Council Chamber. You will supply, install, commission and support it."
Participant capacity
99% confidence
Accommodate 18 people taking part in a meeting.
View supporting evidence
"A wireless conference system to accommodate 18 people taking part in a meeting."
Ease of use
98% confidence
Simple and intuitive operation from start-up, without technical knowledge; staff must be able to set up and run meetings using clear controls.
View supporting evidence
"The system must be simple and intuitive to operate from start-up, with no technical knowledge required."
Hybrid meeting compatibility
99% confidence
Compatible with remote participants or observers on Zoom, YouTube and Microsoft Teams.
View supporting evidence
"Compatibility with hybrid meetings, with remote participants or observers on Zoom, YouTube and Microsoft Teams."
Public audio
99% confidence
Wireless casting of the meeting to a loudspeaker audible to the public.
View supporting evidence
"Wireless casting of the meeting to a loudspeaker the public can hear."
Hearing-loop compatibility
99% confidence
Compatible with hearing loops.
View supporting evidence
"Compatibility with hearing loops."
Expansion
98% confidence
Allow additional units to be added later.
View supporting evidence
"Room to add additional units later."
Existing IT compatibility
97% confidence
Compatible with the Council's existing IT equipment.
View supporting evidence
"the system will need to be compatible with our existing IT equipment."
Unsuitable solution
99% confidence
A laptop- or tablet-based microphone system would not be suitable.
View supporting evidence
"a laptop or tablet based microphone system would not be suitable."
Eligible supplier types
96% confidence
The Council welcomes quotes from relevant manufacturers and suppliers.
View supporting evidence
"The Council welcomes quotes from all relevant manufacturers and suppliers."
Other eligibility requirements
95% confidence
Unknown from supplied content.
View supporting evidence
No eligibility criteria are stated in the supplied notice text.
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Maximum contract value
98% confidence
Up to GBP 15,000.
View supporting evidence
process.value_max: 15000 GBP; lot 1 value_amount: 15000 GBP.
Pricing basis and payment terms
96% confidence
Unknown from supplied content.
View supporting evidence
No pricing or payment terms are stated in the supplied notice text.
Delivery
Delivery location
97% confidence
UKJ3, United Kingdom.
View supporting evidence
locations: "Delivery location", region "UKJ3", country "United Kingdom".
Installation setting
98% confidence
Council Chamber.
View supporting evidence
"wireless conference system for its Council Chamber."
procurement_method: "open"; procurement_method_details: "Below threshold - open competition".
Submission deadline
99% confidence
20 November 2026, 14:00 UTC.
View supporting evidence
submission_deadline: "2026-11-20T14:00:00Z".
Lot structure
98% confidence
One active lot is supplied, but it has no title or description.
View supporting evidence
lots[0]: lot_id "1", title null, description null, status "active".
RISKS AND UNKNOWNS
Points requiring attention
Detailed specification unavailable in supplied content
99% confidence
Full technical requirements are stated to be in tender documentation, which has not been provided as text.
View supporting evidence
"Full details of the specification can be found in the tender documentation."
Operational usability constraint
98% confidence
The solution must require minimal intervention during meetings because staff cannot adjust or operate it after a meeting starts.
View supporting evidence
"Council staff cannot adjust or operate the system once a meeting has started."
Solution exclusion
99% confidence
Laptop- or tablet-based microphone systems are unsuitable because councillors generally do not attend with those devices.
View supporting evidence
"Councillors do not generally attend meetings with laptops or tablets therefore, a laptop or tablet based microphone system would not be suitable."
Technical integration risk
96% confidence
Compatibility is required with unspecified existing IT equipment, hearing loops, public loudspeaker audio and Zoom, YouTube and Microsoft Teams; interface details are not supplied.
View supporting evidence
"compatible with our existing IT equipment"; "Compatibility with hybrid meetings, with remote participants or observers on Zoom, YouTube and Microsoft Teams"; "Compatibility with hearing loops."
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
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