OBJECTIVES
Africa Re is completing the construction of its Head Office in Abuja. As part of this development, the corporation seeks to procure and install a comprehensive, state-of-the-art audio-visual (AV) and hybrid meeting solution for meeting rooms across several floors. The solution must enable high-quality virtual and in-person collaboration, presentations, and meetings, and be compatible with popular virtual meeting platforms.
Africa Re seeks to implement a hybrid meeting solution that will:
• Enable high-quality audio-visual experiences for both in-person and virtual participants.
• Ensure seamless integration with popular platforms, including Microsoft Teams, Zoom, WebEx, and Google Meet.
• Allow flexible and efficient use of meeting spaces across small, medium, and large rooms.
• Provide user-friendly controls for managing meetings and AV equipment.
• Support scalability for future upgrades or additional rooms.
Detailed system specifications and the Bill of Materials (BOM) for the proposed AV and hybrid meeting solution are provided in Appendix A of this RFP.
Nota Bene:
The Bill of Materials (BOM) presented in the Appendix details a structured list of the designed and recommended specifications for all components of the Audio-Visual (AV) project. To enhance competition as well as foster innovation and access to cutting-edge technology, interested vendors may propose alternative optimal hybrid meeting solutions.
However, for every alternative solution proposed, the vendor must provide a clear justification of how the alternative solution offers equivalent or superior functionality, performance, cost-effectiveness, and compatibility with the original requirements. Additionally, a detailed analysis of potential implementation risks and corresponding mitigation strategies is required. The justification must clearly articulate the benefits realized by the proposed alternative, such as enhanced efficiency or reduced operational costs, while ensuring all core objectives of the project are achieved. This thorough explanation will allow the Client (Africa Re) to make an informed decision and ensure that the proposed change is consistent with the project's overall objectives and technical framework.
DELIVERABLES
The selected vendor shall be responsible for:
• Designing and installing AV systems for all meeting rooms on the 8th, 9th, and 10th floors, as well as the reception area on the ground floor.
• Providing hybrid meeting solutions capable of supporting both in-person and virtual attendees.
• Installing high-quality microphones, speakers, cameras, and displays to ensure full coverage in each room.
• Integrating screen-sharing capabilities for participants to present content from laptops, tablets, or mobile devices.
• Providing an intuitive room control system (e.g., touchscreen tablet) for managing audio, video, display, and meeting settings.
• Ensuring all components can connect to the building’s wired and wireless networks and documenting any necessary cross-connectivity.
The vendor shall implement the solution in accordance with the system specifications and Bill of Materials outlined in Appendix A.
MEETING ROOM SPECIFICATIONS
Floor - Room - Seating Capacity - Requirements
10th - Boardroom - 77 - Large AV system for hybrid meetings and presentations
10th - Breakout Room 1 - 8 - Small AV-enabled meeting room
10th - Breakout Room 2 - 8 - Small AV-enabled meeting room
10th - GMD Meeting Room - 16 - Mid-sized hybrid meeting room
9th - Meeting Room 1 - 12 - Small-medium-hybrid meeting room
9th - Meeting Room 2 - 6 - Small AV-enabled meeting room
9th - Meeting Room 3 - 8 - Small AV-enabled meeting room
8th - Meeting Room 1 - 12 - Small-medium-hybrid meeting room
8th - Meeting Room 2 - 6 - Small AV-enabled meeting room
8th - Meeting Room 3 - 6 - Small AV-enabled meeting room
Ground Reception Area Reception Large, curved display for information and infographics
SYSTEM REQUIREMENTS
• Platform Compatibility: Microsoft Teams, Zoom, WebEx, Google Meet; Windows, macOS, Android, iOS.
• Audio/Video Input: High-quality microphones, speakers, and cameras with coverage for all in-person participants; camera control (automatic/manual).
• Screen Sharing: Simple screen-sharing from laptops or other devices, supporting multiple operating systems and device types.
• Audio/Video Output: Clear, high-quality output for in-person participants to view remote attendees and shared media.
• Room Control: User-friendly interface for controlling audio, video, display, and meeting configurations.
• Network Connectivity: Integration with the building’s wired and wireless networks; documentation of any cross-connectivity.
