RFP-2022-06: Audio-visual: Supply, installation and integration of audio-visual equipment and system in the UNAIDS Conference Rooms, Geneva, Switzerland

The purpose of this Request for Proposal (RFP) is to enter into a contractual agreement with a successful bidder and select a suitable contractor to supply, install and integrate a world class audio-visual (AV) system in the Kofi A. Annan and Jonathan Mann Conference rooms in the UNAIDS Global Centre premises in Geneva, Switzerland.
The package shall consist of the construction design, supply, installation and commissioning of all equipment associated herewith, including client familiarisation and installation documentation together with a 24-month (twenty-four) defects liability period from practical completion of the AV works. Once appointed, the AV Contractor will assume full contractual responsibility for the final design and performance of the systems as well as the timely completion of the project in accordance with the timescales outlined within the overall tender documents.
The Kofi A. Annan Conference Room is the flagship meeting and conference facility for UNAIDS. It hosts a wide variety of events and meeting types often with short notice. It is entirely flexible in operation such that any kind of event can be catered.
This project will refresh the technology within the space for new, high-definition digital audio-visual systems to facilitate high-quality, flexible digital multimedia technology that requires limited technical input for successful events.
Like all other organisations, the recent pandemic has seen an exponential increase in the number of online meetings that require interpretation. The AV system shall support hybrid conferencing such that any interpretation booth may be connected to any software-based conferencing platform at any time.
The Kofi A. Annan room is a large space c. 250m2 surrounded by 6 interpretation booths and a technician booth. Almost all events will likely be assisted by a technician, but the system shall support simple meetings for ad-hoc, straight forward use and presentation of basic sources.
The room shall support the following key features:
• High-definition display systems
• Flexible layouts (furniture is moveable)
• Support staff seating with audio selection
• Interpretation facilities for 6 languages
• Hybrid interpretation to support online conferences
• Local technician support
• Presentation facilities
• Multiple language VTC
• Video streaming solution

The Jonathan Mann room is the UNAIDS Executive Director’s Board room and is used for VIP visits, executive meetings with both formal and informal seating arrangements.
The following AV functionality shall be provided in the Jonathan Mann room:
• One wall mounted Flat Panel Display with the following sources:
• One Digital Video (HDMI) tabletop laptop input
• Software videoconferencing via room MS Teams appliance and in room USB camera/soundbar/microphone
• Software videoconferencing via BYOD laptop and in room USB camera/soundbar/microphone
• Tabletop controller
The rooms are managed by the Facilities Services team in coordination with the onsite building facilities company.
Duration: 31 August 2022 - 30 September 2022.
“For details on the activities and expected outcomes please refer to the attached RFP and other Appendix documents