**Procurement Guidlines for Audio-Visual Integration Services**
Aura Futures Ltd (formerly Reflex Ltd) and GVAV Ltd are recommended for AV integration/installation services at the University.
Aura Futures Ltd
Website: www.aurafutures.com/
Contacts:
- New orders: Yag Depala (Sales Director)
- Existing installation projects’ escalations: Escalations.projects@aurafutures.com
- Service agreements’ escalations (where you have purchased a maintenance agreement from Aura): ServiceMGMT@aurafutures.com
- All other escalations: please contact Chloe Marsh from UPD (chloe.marsh@admin.ox.ac.uk)
GVAV Ltd
Website: www.gvav.com/
Contacts:
- New orders: Sales.oxford@gvav.com
- Existing projects or service agreements where you may require support with equipment or installations: Support.oxford@gvav.com
- All escalations: please contact Stuart Harris (Sales Manager Oxford, site based)
- Mob: 07730212481
- Email: sharris@gvav.com (please copy in Chloe Marsh from UPD (chloe.marsh@admin.ox.ac.uk))
AV equipment can be purchased from either supplier at negotiated margins, with no obligation to use their integration services.
Procurement guidelines apply to the spend thresholds as follows:
- Less than £25k: Usual purchasing regulations apply: no requirement for quotations ahead of placing an order with the preferred suppliers.
- Between £25k and £125k: When purchasing from either of the preferred suppliers, there is no need to obtain multiple quotes for orders up to £125k , and the order can be placed directly with the preferred supplier by completing a call-off order form (available below, & also from AVSS). The call-off order form provides the project scope and connects each individual project to the central framework, ensuring the University has protection if any issues arise. Departments are strongly encouraged to consult AVSS before any purchase at this spend level by emailing av-support@it.ox.ac.uk. AVSS can support by:
- Assisting with the completion and review of the call-off form;
- Checking that the project scope is clearly defined, so that the completed system can be assessed against it;
- Advising which AV systems are being deployed in other departments and what issues are commonly encountered by the wider University, providing lessons learnt;
- Ensuring that the proposed system will deliver the intended functionality and value for money;
- Ensuring that the proposed equipment is suitable, in order to reduce the risk of purchasing incompatible or unsupported items;
- Maintaining records of the project to ensure continuity, to support any necessary escalation during the project, and to provide a reliable reference point should original records be lost. Departments are encouraged to copy in AVSS Project Mailbox (avss@it.ox.ac.uk) into all correspondence with suppliers;
- Ensuring a standardised approach to AV products and installations across the University;
- Advising on the appropriate supplier to use, whilst considering i) departmental alignment, previous engagement and continuation of installation, design and existing systems; ii) budget and project complexity and iii) supplier availability and departmental timescales.
- Over £125k: A full tender process must be conducted by the University Purchasing Department ahead of placing an order with the supplier. A minimum of 3 suppliers (2 preferred and one other supplier) should be invited to participate.
Summaries of both agreements (Pricing, Services & SLA's) along with contact details for any queries or escalations, can be obtained from UPD or AVSS.
If you have any questions, please contact Chloe Marsh from UPD (chloe.marsh@admin.ox.ac.uk)
Purchase of AV Integration/Installation services – UAS ONLY
To ensure adherence to University AV standards, and to provide UAS departments with expert guidance from the outset, the Audio Visual Support Service (AVSS) must be consulted before any direct purchase is made (av-support@it.ox.ac.uk). AVSS will advise on the appropriate supplier, review the call-off order form and, once agreed with AVSS, departments can place orders, ensuring that the AVSS Project Mailbox (avss@it.ox.ac.uk) is copied in to all correspondence with suppliers.
IT Services Audio Visual Support Service (AVSS)
Website: https://help.it.ox.ac.uk/audio-visual-support
Contacts:
Email: av-support@it.ox.ac.uk
Summary of services:
AVSS provides consultancy, support, and training guides to departments. The team can provide guidance on best practice when embarking on AV design or refit of your site and support departments on technical discussions when interacting with third-party AV suppliers.
