Purpose

This Gateway 3 Procurement Report seeks approval to award the contracts and place the purchase orders required to deliver the Town Hall, Assembly Hall and Civic Centre Audio Visual (AV) Improvement Programme. The programme comprises coordinated upgrades to the Council Chamber, Assembly Hall, THB06 Cabinet Room, TH1-16 and the remaining Phase 2 meeting rooms, together with a wider Town Hall acoustic survey and the associated electrical, data, decommissioning, joinery and French-polishing works.
The programme responds to ageing and unreliable AV infrastructure, recurring speech-intelligibility and sound-coverage issues, the need for dependable hybrid and remote participation, and outstanding meeting-room upgrades within the Digital, Data and Technology (DDaT) Technology Roadmap. The proposed investment will improve the reliability and quality of democratic and leadership meetings, civic and venue use, hybrid participation and day-to-day collaboration across the Town Hall and Civic Centre.
Following completion of the technical design, work-package definition and supplier pricing, the total procurement value proposed for approval is £481,624.76. This covers the eight coordinated work packages set out in this report.

Decision

1. To approve the procurement and award of the Town Hall, Assembly Hall and Civic Centre AV Improvement Programme work packages at a total value of £481,624.76 as set out in this report.
2. To approve awards to Cisilion Limited totalling £449,565.03 for the Council Chamber AV solution, Assembly Hall AV upgrade, TH1-16 technology solution, wider Town Hall acoustic survey, and Civic Centre/Town Hall Phase 2 meeting-room upgrades.
3. To approve awards to Anti-Graffiti Systems Limited (AGS One) totalling £23,720.00 for Council Chamber decommissioning/electrical/data enabling, Council Chamber carpentry/French polishing, and TH1-16 electrical/data works.
4. To approve an award to Kinly Limited of £8,339.73 for the THB-06 Cabinet Room sound/audio enhancement and replacement Microsoft Teams Room solution, including the quoted one-year support.
5. It is recommended that approval is given to add the capital investment cost of £481,624.76, which is funded by Borrowing, to the 2026/27 One-Year Capital Programme as originally approved by Council on 4 March 2026.
6. To delegate authority to the Chief Digital and Data Officer, in consultation with Corporate Procurement, Finance and Legal, to finalise the order forms/statements of work, agree implementation sequencing and raise purchase orders, provided the total approved value is not exceeded and no material change is made to the approved scope.