UOT202416993 - Audio Visual System Upgrade For Simcoe Hall

Notice of Intended Procurement

NAME OF PROCURING ENTITY
The Governing Council of the University of Toronto (the “University”)

CONTACT PERSON AND CONTRACT PERSON COORDINATES

Raymond Siguenza
215 Huron Street, 3rd Floor
Toronto, ON M5S 1A2
raymond.siguenza@utoronto.ca

PROCUREMENT DOCUMENTS
The procurement documents are available at www.merx.com.  
Note that obtaining access to the procurement documents will require prospective suppliers to register and pay a registration fee.  Pricing and Payment Terms are available on the MERX website.

DESCRIPTION OF PROCUREMENT
The University is conducting an RFP for Audio Visual System Upgrade For Simcoe Hall

The Governing Council Chamber and Chairs’ Boardroom are located at Simcoe Hall with address at 27 King's College Circle Toronto, ON M5S 1A1. These rooms are in a heritage building with unique considerations compared to a standard boardroom or classroom. The audio visual (AV) equipment in these two rooms are outdated (almost 7 years old) and starting to experience failures. The University requires a refresh of the equipment that includes design, installation, warranty and maintenance agreement. 

The main deliverables of the project are as follows:
1. Provide a totally integrated, professionally designed, and intuitive AV over IP system for the Governing Council Chamber and Chairs’ Boardroom.
2. The solution must provide easy self-serve operation of the AV system for everyday end users as well as more in-depth admin functionality and control that allows technical additional routing and control capabilities for nonstandard meeting and events.
3. The video conference solution will be required to provide software-codec based conferencing. The solution must be platform agnostic and allow for all video conferencing software to be used (MS Teams, Zoom, Webex, etc.).
4. In-room PC plus BYOD (“Bring Your Own Device”) functionality is required.
5. Remove previously run cabling in conduit going from AV machine room to floor boxes.

The procurement is anticipated to involve negotiation.  An electronic auction is not anticipated.

ADDRESS AND FINAL DATE FOR SUBMISSIONS
Submissions must be submitted electronically at https://utoronto.bonfirehub.ca/ on or before Thursday, March 28, 2024 (2:00 PM local time). The submissions will not be opened publicly.

CONDITIONS FOR PARTICIPATION
The procurement is subject to the following conditions for participation: N/A

APPLICABLE TRADE AGREEMENTS
This procurement is subject to the following trade agreement(s):

• The Canadian Free Trade Agreement, Chapter Five
• The Comprehensive Economic and Trade Agreement, Chapter 19
• The Ontario-Quebec Trade and Cooperation Agreement, Chapter 9