753

DELEGATED POWERS REPORT NO.

SUBJECT: Microphone system for Council Chamber and Committee Rooms

Control sheet
All of the following actions MUST be completed at each stage of the process and
the signed and dated report MUST be passed to Democratic Service for publishing
All reports
1. Democratic Services receive draft report

2. Democratic Services cleared draft report as

being constitutionally appropriate
3. Finance clearance obtained (report author to
complete)
4.

Staff and other resources issues clearance

obtained (report author to complete)

Name of DSO

Nick Musgrove

Date

19/02/2009

Name of DSO

Nick Musgrove

Date

19/02/2009

Name of Fin. officer

Jonathan Bunt

Date

24/02/2009

Name of Res. officer

Not applicable

Date
Name of TU rep.

Not Applicable

5. Trade Union response received (Staffing

issues only)

Date

6.

Name of Legal officer

Steven Strange

Date

20/02/2009

Name of P&P officer

Kiran Dhillon on behalf of Andrew

Nathan

Date

19/02/2009

Name of officer

Kiran Dhillon on behalf of Andrew

Nathan

Date

19/02/2009

Name

Clive Medlam

Date

24/02/2009

10. Signed & dated report, scanned or hard copy

received by Democratic Services for publishing

Name of DSO

Nick Musgrove

Date

24/02/2009

11. Report published by Dem Services to website

Name of DSO

Nick Musgrove

Date

24/02/2009

Name of DSO

Nick Musgrove

Date

24/02/2009

7.

8.

9.

Legal clearance obtained from (report author to

complete)
Policy & Partnerships clearance obtained
(report author to complete)

Equalities & Diversity clearance obtained

(report author to complete)

The above process has been checked and

verified by Director, Head of Service or Deputy
(report author to complete)

Officer reports:
12. Head of Service informed report is published
and can be implemented.
Cabinet Member reports:
13. Expiry of call-in period
14. Report circulated for call-in purposes to COSC
members & copied to Cabinet & Head of
Service

Date
Name of DSO
Date
Date

ACTION TAKEN UNDER DELEGATED POWERS BY OFFICER

(EXECUTIVE FUNCTION)

Subject

Microphone system for Council Chamber

and Committee Rooms

Officer taking decision

Director of Resources

Date of decision

24 February 2009

Summary

To seek approval for the purchase following quotation of a

conferencing and microphone system for use in the Council
Chamber and Committee Rooms.

Officer Contributors

Dan Ash, Assistant Director Resources.

Sue Taylor, Asset Manager, Resources

Status (public or exempt)

Public (with separate exempt report)

Wards affected

All

Enclosures

Appendices A(Quotation report) and B (Evaluation criteria)

Contact for further information: Dan Ash, 0208 359 4320

Serial No. 753

1.

RELEVANT PREVIOUS DECISIONS

1.1

Hendon Town Hall Refurbishment, Cabinet Resources Committee 25 February

2008, Decision item 11

1.2

Town Hall-Tender Acceptance and Revised Budget Approval for Refurbishment

Project, Cabinet Resources Committee 2nd Sept 2008 decision Item 12.

1.3

Hendon Town Hall Complex; redevelopment options, Cabinet 27 September 2004decision item 8

2.

CORPORATE PRIORITIES AND POLICY CONSIDERATIONS

2.1

The new microphone system will support the corporate priority of 'More Choice,
Better Value' by providing access to the democratic process and equality of
opportunity in involvement in all parts of the council's functions conducted in the
Council Chamber.

3.

RISK MANAGEMENT ISSUES

3.1

Officers have considered whether the issues involved are likely to raise significant
levels of public concern or give rise to policy considerations and have concluded
they do not.

4.

EQUALITIES AND DIVERSITY ISSUES

4.1

An effective microphone system will make the council meetings more accessible to
all including those with hearing impairment or whose first language is not English
and so may require greater clarity of sound to help them understand what is said.

5.

USE OF RESOURCES IMPLICATIONS (Finance, Procurement, Performance &

Value for Money, Staffing, IT, Property, Sustainability)

5.1

The product to be provided by Sound Advice and firm d is identical (being

supplied by the same manufacturer) and installation required on site is minimal. All
firms invited to quote are approved as installers by the manufacturer which is in
itself a quality threshold, therefore it was decided prior to quotation that evaluation
would place more weight on price than additional quality criteria

5.2

Evaluation of quotations showed that Sound Advice scored highest in the overall
assessment of tendered quality, criteria and price. The quotation of firm d came
second with a higher bid but with a greater quality rating on delivery and
installation.

5.3

Therefore although Sound Advice had a lower quality score there is still confidence
in their quality standard for performance of the contract and no difference in the
quality of the product supplied.
Details of the quotes received and their evaluation are set out in the appendices..

5.4

It is recommended that the quotation submitted by Sound Advice is accepted.

6.

LEGAL ISSUES

6.1

None

7.

CONSTITUTIONAL POWERS

7.1

Constitution-Part 3- Responsibility for functions- section 6- Powers Delegated to

Officers-

7.2

Contract procedure rules contract acceptance thresholds table 5.1

8.

BACKGROUND INFORMATION

8.1

The microphone system is an element of the Town Hall Project and the budget is
included within the cost plan for that project.

8.2

The timing of the procurement of this item has been accelerated in the programme
in order to replace the old system currently relocated and in use at Barnet House.
The old system is failing and causing frequent loss of service for affected meetings.

8.3

The system will be relocated to the Town Hall at the appropriate time.

8.4

The new system also provides enhanced functionality and security at the earliest
possible opportunity.

8.5

The proposed system has been demonstrated to members. It is a wireless system

which is more flexible in use and has additional functionality.

8.6

The proposed system is commonly in use by numerous major public bodies, and local
authorities which has given it a proven track record in use and reliability.

9.

LIST OF BACKGROUND PAPERS

9.1

Product literature

9.2

Any person wishing to inspect the background papers listed above should
telephone 020 8359 4511

10.

OFFICERS DECISION
I authorise the following action

10.1

The purchase of a conferencing and microphone system from Sound Advice

PA Installations Limited in accordance with their quote in the sum of
111,768.00

Signed

Signed by Clive Medlam

Director of Resources

Date

24/02/09

Appendix A
Quotation Report for a new Council Chamber Microphone System
Contract No 50196
Background;
The Quotation is for the supply and installation of a microphone system with
conferencing option.
The preferred microphone system was approved by the Members Steering
Committee for the Town Hall Refurbishment.
The system is available from a single manufacturer who has approved installers.
We asked for quotations from the approved installers. A total of five companies were
therefore invited to quote, with returns due on Tuesday 16th February.
The Contract period is one week which allows sufficient time for the installation to be
completed by 3rd March 2009.

The Returns were as Follows;

Sound Advice PA installations Ltd
Firm B
Firm C
Firm D
The fifth firm declined to quote

111,768.00
114,885.00
128,698.00
122,128.68

Quotees were asked to supply supporting information as part of their bids.

All quotations are fixed price plus VAT and remain open for acceptance until 30th
May 2009.
Following receipt of the quotations all four firms were appraised using the Evaluation
Matrix attached as Appendix B. This included a financial appraisal.
The quotation from Sound Advice was determined to be the Most Economically
Advantageous Quotation and is therefore recommended for acceptance.
Sue Taylor
Asset Manager
Resources

Appendix B
Contract for Supply of Microphone System
50196
Evaluation Criteria
Contractors submitted formal tenders and the decision to determine the preferred supplier was based on
the following criteria:
Criteria

Weighting

Price expected contract value

70%

Delivery Time

10%

Quality Control & Method

20%

Financial Evaluation

Pass/Fail

Total
1.

100%

Price expected contract value

(A)

Ranking from lowest to highest expected

contract value based on term of contract

(C)

(D)

Weighting %
3

100

Score (max 100)

70%

70

Score to collection
2.

(B)

Quality Control and Method

(A)

Ranking from best to worst

67.9

(B)

60.9

(C)

63.9

(D)

Weighting %

Score (max 100)

50

30

70

80

Score to collection

10

14

16

3. Delivery time

(A)

Ranking form swiftest to slowest

Score (max 100)

Overall Scores
A= 90
B= 83.9

4.

(B)

(C)

(D)

20%

Weighting %

100

100

100

100

10

10

10

10

10%

C= 84.9
D= 89.9

Financial Evaluation

(A)

(B)

(C)

Pass/Fail

Profit Margin (max 30)

Solvency Ratio (max 30)

Acid Ratio (max 30)

Collection Period (max 30)

Credit Period (max 30)

Pass/Fail