Basic Information

Reference Number

0000305555

Issuing Organization

Banff International Research Station

Owner Organization

Banff International Research Station

Solicitation Type

RFP - Request for Proposal

Solicitation Number

Title

Banff International Research Station - BIRS Hybrid Conferencing System

Source ID

PP.CO.Alta..1495275.C3477176

Agreement Type

Open Bidding (OB)

Details

Location

Canada, Alberta, Banff-Jasper-Rocky Mountain House

Delivery Point

107 Tunnel Mountain Drive
Banff, Alberta
Canada T1L 1H5

Purchase Type

One Time Only- Delivery Date:2026/04/17

Description

Overview
The Banff International Research Station (BIRS) is seeking proposals from qualified vendors to replace an existing lecture capture and remote participation system for hybrid scientific workshops. The goal is a single, cohesive solution similar to Zoom Rooms, but tailored to BIRS' specific requirements.

Purpose
Deliver seamless, high-quality hybrid workshops from a 42-seat lecture theatre in Banff, where in-person and remote participants can fully engage as equals. The system should allow attendees to:

Present and watch lectures
Ask questions and interact freely
Remain simple for staff and presenters to operate
Be dependable in daily use
Adapt to diverse presentation formats

Key Requirements

Professional-level audio and video for presenters and audience
Clear bi-directional interaction between on-site and remote participants
Presenter and audience facing displays for remote participant feedback
Camera tracking system with zone-awareness (especially for blackboard lectures)
Touch-panel based interface for simple control
Cloud-based recording system with open digital formats
API support for future BIRS service integration

Unique Challenge
A significant percentage of lectures (10-20%) consist of abstract mathematics written on blackboards during the lecture, requiring intelligent camera tracking that shows context (whole bla

Installation Windows:
Installation is scheduled for weekends only. Vendors must select one, two, or all three of the following installation weekends:
• April 17-19, 2026 (Friday-Sunday)
• April 24-26, 2026 (Friday-Sunday)
• May 1-3, 2026 (Friday-Sunday)ckboard zones) rather than just following the speaker.

Dates

Publication

2025/11/27 04:18:08 PM MST

Question Acceptance Deadline

2026/01/09 02:00:00 PM MST

Closing Date

2026/01/17 02:00:00 PM MST

Contact Information

Vincent Ohprecio

604-813-3327

vincent@birs.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

Lump sum

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	No	No
No entries

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