Tender Title: Complete Audio Video Conference System

Tender Reference Number: 858ea7b2

Issuing Authority: Ministry of Mines

The Complete Audio Video Conference System tender aims to procure a comprehensive audio-visual setup that enhances communication capabilities for official meetings within the Ministry of Mines. The objective is to implement a state-of-the-art conferencing solution that incorporates multiple components such as Chairman Microphones, Delegate Microphones, Digital Signal Processors, Central Conference Controllers, PTZ Cameras, Column Speakers, Amplifiers, Cable Cubby, Presentation Switchers, and all necessary accessories. The system must be installed, tested, commissioned, and include training for effective usage.

Scope of Work and Objectives

The contractor will be responsible for:

• Supplying and installing all components of the audio video conferencing system.
• Programming the system for optimal functionality.
• Providing complete testing and commissioning services.
• Delivering training sessions to personnel on the use and upkeep of the system.

Eligibility Criteria

To be eligible for this tender, bidders must fulfill specific criteria, including but not limited to:

• Being a registered legal entity.
• Meeting necessary licensing and compliance requirements as per local regulations.
• Previous project experience in similar installations.
• A record of timely delivery and quality service.

Technical Requirements

Technical specifications include:

• High-quality microphones compatible with a digital conferencing environment.
• A robust central conference controller for managing multiple audio and video inputs.
• Integration capabilities with existing systems.
• Compliance with industry standards for audio-visual equipment.

Financial Requirements

Bidders should provide a detailed financial proposal that covers:

• Itemized cost estimates of equipment and services.
• Evidence of stable financial performance.
• The possibility of payment terms which are agreeable to both parties, including advance payments or milestone-based payments.

Document Submission Details

Interested bidders must submit their proposals electronically via the designated platform, ensuring all required documents are included in either PDF, DOCX, or XLSX formats. Submissions should detail technical proposals, financial bids, and any additional compliance documentation as specified in the tender regulations.

Special Provisions

This tender may provide benefits for Micro, Small, and Medium Enterprises (MSEs) and startups, promoting local industry involvement. Eligible bidders should highlight their status to ensure consideration.

Evaluation Process

Proposals will undergo a detailed evaluation process that considers both technical qualifications and financial offers. The evaluation will prioritize bids that meet or exceed all technical specifications alongside competitive financial proposals.

Delivery Locations

The audio video conferencing system will be delivered and installed at various designated locations as specified by the Ministry of Mines, ensuring all equipment meets local operational needs.

Contact Information

For further inquiries or clarifications related to this tender, bidders may reach out to the Ministry of Mines office using official communication channels.