The African Reinsurance Corporation (Africa Re) is an International Financial Institution with headquarters in Lagos (Nigeria), Africa Re operates through six (6) Regional Offices across Africa: Casablanca (Morocco), Abidjan (Côte d’Ivoire), Nairobi (Kenya), Lagos (Nigeria), Cairo (Egypt) and Ebene (Mauritius). Africa Re equally has one (1) Local Office in Addis Ababa (Ethiopia), one Underwriting Representative Office in Kampala, Uganda and three (3) Subsidiaries (Africa Re South Africa Limited in Johannesburg (South Africa), Africa Retakaful in Cairo (Egypt) and Africa Re Underwriting Agency Limited in Dubai (The United Arab Emirates).
Africa Re wishes to set up Hybrid meeting solution for two meeting rooms. One meeting room accommodates up to 60 in-person seating capacity, while the second room accommodates 12 in-person seating capacity. Africa Re is seeking proposals from firms qualified and experienced in setting up hybrid meeting solutions.
The selected vendor will be responsible for designing, supplying, and installing a comprehensive audio-visual and hybrid meeting solution that meets the following requirements:
3.0.1 Platforms
The solution must be able to accommodate up to 60 in-person attendees for the first room, and 20 in-person attendees for the second room, and each room should be able to accommodate up to 500 virtual attendees. The technology should be compatible with popular virtual meeting platforms, including Microsoft Teams, Zoom, WebEx, and Google Meet.
3.0.2 Audio and Video Input
All in-person attendees should be able to be seen and heard from anywhere in the room (within reason). This may include the installation of microphones, speakers, and cameras with adequate coverage and quality.
3.0.3 Screen Sharing
At least one (1) in-person attendee must be able to initiate screen sharing from their own laptop to the meeting platform in as simple a manner as possible. The solution should support various devices and operating systems.
3.0.4. Audio and Video Output
In-person attendees should be able to comfortably see and hear audio, video, and shared media from remote attendees from most locations in the room.
3.0.5. Room Control
The meeting room's audio-visual system should ideally be controllable via a user-friendly physical interface such as a touchscreen tablet. This control should offer a user-friendly interface and should allow adjustments to aspects such as volume, display configuration, screen sharing, meeting information, and more.
3.0.6. Network Connectivity
The Corporation will provide the system with internet access via wired and/or wireless networks. Any cross-connectivity that is needed to satisfy the project requirements (such as NDI output to the TV studio), must be documented and communicated as part of the proposal.
Contractor's Capabilities – Specific Requirements
The requirements listed below must be met by the vendor. In their response, the vendor must specifically address each bulleted item below. Absence of a specific response will be interpreted as a negative response.
1.
There will be a six months post installation defect liability period. The contractor must have staff available to return to the site for any problem resolution within the period at no cost to Africa Re.
2.
Contractor must provide 3 references for projects of a similar scale and scope carried out within the last six years. Financial services environments are the preferred references.
3.
The contractor must submit a detailed manpower resource plan to demonstrate that adequate resources are committed to this project.
4.
The contractor must agree to add additional manpower to the project if it falls behind schedule.
5.
Contractor must provide a dedicated project manager to oversee all the contractor’s activities, and to serve as the single point of contact to Africa Re personnel
6.
The contractor should submit the resume of the project manager and networking professionals proposed for this project.
7.
Contractor will be responsible for checking accuracy of parts required as part of the preliminary site visits and must notify Africa Re project manager of any discrepancies.
8.
All equipment ordered must be new from the manufacturer.
9.
The contractor will be required to expedite deliveries (at no cost to Africa Re) if necessary, to maintain the work schedule.
10.
Any additional components and installations required will be done at the same unit costs as the original quote with no additional charges for change order processing.
Responses to this RFP will be evaluated and scored based on the following criteria:
a) Experience of the service provider in implementing hybrid meeting solutions
b) Technical approach and methodology
c) Organization and staffing
d) Proposed Cost
e) Financial Information
RFP - Implementation of Hybrid Meeting Solution
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f) Similar projects delivered previously
g) Quality, clarity, and presentation of proposal
To facilitate the analysis of responses to this RFP, the responding vendors are required to prepare their proposals in accordance with the instructions outlined in this section. The firms/vendors whose proposals deviate from these instructions would be considered non-responsive and may be disqualified at the discretion of Africa Re. Proposals should be clear and comprehensive. It should provide a straightforward, concise description of the vendor’s capabilities to meet the requirements of the RFP. Emphasis should be laid on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. The proposal should be organized into the following major sections: Section Title 1.0 Executive summary 2.0 Company Experience / Expertise 3.0 Technical approach and methodology 4.0 Organization and staffing 5.0 Cost quotations 6.0 Financial information 7.0 Resumes of key staff to be deployed 5.1 Executive summary This part of the response to the RFP should be limited to a brief narrative highlighting the vendor’s proposal. The summary should contain as little technical details as possible and should be oriented towards non-technical personnel. The Executive summary should not include cost quotations. 5.2 Experience of the Vendor The vendor must provide the following information about their company so that Africa Re can evaluate their stability and ability to support the commitments set forth in response to the RFP. Africa Re may require the vendor to provide additional documentation to support and/or clarify requested information.
Please download below full RFP - Implementation of Hybrid Meeting Solution
