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Request for Quotation - Audio/Video Maintenance

Request For Proposals

General Information
Country:   Multi-country
Notice/Contract Number:   4589
Publication Date:   Nov 14, 2009
Deadline:   Nov 30, 2009
Funding Agency:   UNDP
Buyer:   OHR/Learning Resources Center UNDP
Original Language:   English

Contact Information
Address:   NA NA
NA
NA
United States
Telephone:   NA

Goods, Works and Services

 

Original Text

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Overview :

TERMS OF REFERENCE

Learning Resource Centre, OHR, BoM, UNDP

Objectives

To ensure all audio/video (A/V) equipment are up running to provide full functionality for UNDP's learning events.

Background

The United Nations Development Programme's learning and training branch, the Learning Resources Centre (LRC), has two adjacent conference rooms (FF-1138 and FF-1140), which are extensively used for hosting various types of learning events, for example: face-to-face workshops, meetings, teleconferences, webinars, etc. The maximum capacities of the rooms are thirty (30) and forty five (45) participants. A small adjacent control room stores the key A/V equipment including the main control units. LRC normally hosts thirty (30) to forty (40) learning events annually, with various duration of maximum of two weeks.

The installed A/V equipment are shared by the two rooms, which are capable but not limited to the following major functions:

* Videoconference via ISDN or IP connection, with two ceiling mounted cameras in each room;
* Teleconference;
* Local presentation from various sources, including stationary PC, laptop, composite cable devices, DVD player, VHS player, etc;
* Electronic whiteboard in one room;
* Recording of both conference rooms onto DVD discs and VHS tapes;
* Redirect video and audio sources to any of the output devices, including projectors, Plasma TV, LCD TVs, and ceiling speakers;

There are three touch panels, one in each conference room (wireless) and one in the control room (wired), to interface the entire system. An AMX controller is used to control all devices. Also there are ceiling, wireless hand-held, wired hand-held, and lapel microphones installed in the rooms.

The system was first installed in 2004 and had a major upgrade in 2009.

Scope of Work

The selected vendor is expected to provide 12 months of maintenance program to cover all existing equipment, which includes but not limited to the following services:

* Technical support via email and/or telephone with response time of twenty four (24) hours;
* On-site visit for technical services of repairing and replacing equipment with response time of twenty four (24) hours;
* On-site system checkup, testing/maintenance upgrade visit every six (6) months;
* Manufacture certified repair of equipment, or replacement of same or similar equipment;
* Replacement of consumable parts of equipment, for example: projector lamps, 12VDC power supply, etc;
* Update system schematic diagram with documentation;

Please indicate a detail price table including but not limited to the below items, with either unit price or package price:

Service line

Unit price

Package price

Technical Support via telephone

Technical Support via email

On-Site visit service (indicate response time if it is different than 24 hours)

Per hour or day

System checkup, testing/maintenance upgrade

Per visit


Repair/replacement of equipment


Per item




Please refer to the RFQ document for the complete list of equipment to be covered. UNDP reserves the rights to add or drop equipment replaced by this maintenance program to the coverage list. UNDP also reserves the right to partially accept or reject any service line in the proposal, without thereby incurring any liability to the affected Offeror or any obligation to inform the affected Offeror or Offerors of the grounds.

Proposal Submission

Based on the above stated needs, please submit a detail proposal to include:

* A detailed table of price listed as above;
* Checklist and workflow for system checkup and testing;
* Previous work of similar scope done in the past;
* Three reference from previous clients with similar environment as UNDP's;

Please submit the proposal in PDF file to Justin Huang (justin.huang@undp.org) by 12:00 PM on 30 November 2009, EST.

List of Equipment

Terms of Reference
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