Phase 1 — Audiovisual (AV) Solution

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Requirements

OPC is progressing an accommodation and workplace uplift program and is seeking to upgrade meeting room AV capability, so rooms better support contemporary hybrid work and predictable, consistent user experience. The Senior Management Team (SMT) has endorsed a phased AV approach, beginning with rooms that do not require construction works and have relatively high certainty regarding layout and function.

Mandatory Requirements

1. Phased Delivery Awareness and Phase 2 Optioning: Sellers must acknowledge that this procurement forms part of a phased AV uplift program. Phase 1 focuses on rooms not requiring construction works, with high certainty regarding scope. Phase 2 room selections and configurations are not finalised and will be determined via the accommodation design process and SMT decisions. Sellers must note that some later works may occur after the current financial year and may involve additional building works coordinated by the design team.
2. Collaboration with Project Team and Architects: Sellers must work collaboratively with the accommodation project team and architects/project manager (accommodation design team in OPC) to finalise placement, cabling routes, and integration details impacting user experience (e.g., glare, noise, room layout). Acoustic and construction works are managed by the design team and excluded from Phase 1 AV costings. Sellers must cooperate with these workstreams to enable successful installation and commissioning.
3. User Experience: Simplicity and Consistency: The solution must deliver a frictionless and consistent user experience across all room types. Systems must provide intuitive join and sharing experiences, with uniform controls and interaction models across the estate.
4. AV Capabilities and Options: Screens must support inking capability and screen sharing options where specified. Audio and video capture must be suitable for room size and configuration, with microphone and speaker options aligned to Phase 1 room profiles and the broader AV feature set. All AV components must integrate seamlessly with Microsoft Teams, enabling consistent join, share, and collaboration experiences across all room types.
5. Installation Quality, Safety, and Support: Installation must adhere to a clean and safe baseline, including proper cabling routes and trip hazard prevention, consistent with AV strategy feature set expectations. Solutions must be supportable at scale, including remote management/monitoring capability for rooms and defined support arrangements.
6. Decommissioning & Removal: Sellers must remove and decommission existing AV equipment and cabling in Phase 1 rooms as required for installation. This includes making good any penetrations or cabling routes within the seller’s installation scope. The work area must be left safe, clean, and ready for handover and occupation.

Optional Requirements (Priced Separately)

1. Option 1 – Vendor-managed Disposal: Sanitisation and disposal via an appropriately certified e-waste provider, with disposal/destruction evidence where applicable.
2. Option 2 – Return to OPC: Deliver removed equipment to an OPC nominated location with an inventory list (make/model/serial where available), for OPC disposal under internal processes.