Provision of Meeting Room Equipment, Maintenance and Support

Item Description:

The European Maritime Safety Agency (EMSA) is planning to award the public contract referred to above. The procurement documents consist of this Invitation, the Tender Specifications with its appendix(es), and the draft contract.

Objective and Scope

The purpose of the contract is the provision of audio-visual and video conferencing equipment, audio-visual equipment maintenance checks, rental of audio-visual and video conferencing, training and technical support.

The tenderer must be able to provide a full product suite in multimedia systems as well as equipment that includes, but is not limited to, image projection, audio, videoconferencing equipment and software, live streaming, and interpretation systems. The tenderer must also be able to undertake full service and onsite support.

The tenderer must be able to provide monthly maintenance of the in-house audio-visual equipment in the meeting rooms, conference centre, virtual reality and e-Laboratory. The tenderer must also be available at short notice (same day) for maintenance in the case of an emergency. The maintenance checks are to be conducted by two experienced technicians with duration of at least six hours. The preferred time for the maintenance checks is between 09:30 and 16:30 with one-hour lunch break.

The tenderers shall be able to provide rental equipment whenever necessary – for example, specialized equipment or, in case of malfunctioning equipment, rental equipment may be required for ongoing meetings until new equipment is ordered, delivered and installed. Rental equipment that could be requested are projectors, large screens, microphones, matrix, Bosch DCN central system, video conferencing equipment/software, live streaming equipment (cameras), Bosch IR receivers, mixing table, sound system and special lighting.

The tenderer shall provide A/V technical support required for meetings with simultaneous interpretation or any special audio-visual requests (for example live streaming, video conferencing, support for large conferences or other requests). Assist with virtual meetings or hybrid meetings (some participants physically present in the meeting room and some via virtual platforms e.g. Teams, Zoom or Webex or others). The A/V technical support is required for EMSA meetings and the EMSA Administrative Board meetings which take place three times per year in March, June and November with two-days duration. The technician shall set-up and test the equipment prior to the meeting and perform any other required assistance during the meeting; one technician is required for eight working hours, from 08:30 to 17:30 (with one-hour lunch break).

EMSA’s meeting rooms facilities consist of 13 meeting rooms (between 37m2 and 209m2 ), one conference centre (506m2 ) and a virtual reality / e-Laboratory room, which are equipped with the below items:

• Three small and midsize meeting rooms are equipped with 75” screens, Polycom studio audio/visual USB soundbar, Extron control hub with scaler switch and video distribution.
• Three small and midsize meeting rooms are equipped with 65” interactive touch screens, Polycom studio audio/visual USB soundbar, Extron control hub with scaler switch and video distribution.
• One meeting room is equipped with Sony VPL FE40 projector, Da-Lite motorised screen, two Sony screens, speaker system and 12 Bosch DCN microphones, two Sure microphones, one interpretation booth, Bosch DCN central control unit and mixing table.
• One meeting room is equipped with a Sony VPL FH300L beamer, motorised screen, six Sony 42” screens, Polycom video conferencing system 7000 hdx, Bosch DCN central control, 28 Bosch DCN microphones, one Shure tie microphone, one Sure handheld microphone, two Extron touch-link control screens integrated through a matrix and mixing table.
• One meeting room equipped with a 75” screen, two 49” floor screens, 2 PTZ cameras, 14 Bosch CCSD-DL microphones, two Shure handheld microphones, controllers, matrix, scaler switch and video distribution.
• One meeting room is equipped with a 70” Sharp screen LC-70LE747.
• Three meeting rooms are equipped with Sony VPL-CX150 ceiling mounted projectors and Da-Lite motorised screens. One of these rooms are equipped with amplifiers and Bose speakers.
• The conference centre is equipped with two projectors Sony WUXGA, two Da-Lite motorised screens, eight Sony 42” screens, Bosch central control unit, 30 Bosch DCN microphones, six interpretation booths fully equipped, four Bosch infrared transmitters, 80 participant IR receivers, three Bosch dome cameras, recorder, tie-clip microphones, handheld microphones and video conferencing system Polycom, two Extron touch-link control screens all integrated through an Extron matrix system and mixing table.
• The meeting room with virtual reality and e-Laboratory equipment consists of:
  • Two video projectors Optoma ZU606TSTe
  • Blending & Warping Processor Vioso Anystation
  • 3D headsets Oculus Rift S
  • 2 x PCs with Intel Core i9-9900KF, 64GB RAM, GeForce RTX 2080 Ti
  • Controls/ switch and sound system
  • E-Laboratory equipment:
    • Chroma-key area of 3 m x 2,5m fixed to the wall.
    • Lighting (LED panels and projectors)
    • Video camera 4K Panasonic HC-X2000; with Tripod
    • Microphones, audio & sound system
    • Ceiling, shotgun and lapel microphones, mixer and a recorder.
    • Teleprompter
    • Electrical blackout, studio curtains, walls felt isolation, & acoustic foam absorbers

The conference centre and meeting rooms are located at the EMSA headquarters in Praça Europa 4, 1249- 206 Lisbon. The requests for supply, rental equipment, A/V technical support and services will be mainly performed at the EMSA headquarters in Praça Europa 4, 1249-206 Lisbon. They may also be performed in any other agreed locations within or outside the Lisbon area, upon a request for supply or services.

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