This is a service / maintenance or supply contract in Guelph, Ontario. Contact the soliciting agency for additional information.

The University of Guelph seeks to revolutionize our meeting room experience by adopting a Microsoft Teams Room Strategy and deploying multiple meeting room technology enhancing collaboration and productivity in our organization. We endeavor to equip meeting rooms with advanced technology by leveraging the power of Microsoft Teams Professional Licenses and hardware that complements our work capabilities. We are seeking to create a seamless and immersive meeting experience that empowers our teams to work more efficiently and effectively. To achieve this, our project involves the deployment of Microsoft Teams Rooms certified devices in our meeting rooms. These meeting rooms will be equipped with high-quality video capture and audio input and output capabilities, making it easy for participants to see and hear each other clearly. Additionally, we will be deploying intelligent cameras and other advanced features such as live transcription and translation, enabling our teams to collaborate seamlessly across borders and languages. With the deployment of Microsoft Teams Rooms, we aim to transform our meeting experience, reduce downtime, and increase productivity across our organization. University Microsoft Teams Meeting Room Program Initiative The purpose of this initiative is to establish a standardized program for meeting rooms that will leverage the technology from a hardware and software capability to enhance the University posture with regards to meeting room technology based upon the specifications outlined in this RFSQ document. This initiative will provide a strategy to modernize and enhance the amenities within our University and promote a comprehensive solution to enhance our partnerships across campus, improving cross-collaboration with partners, faculty, staff, students, and external community engagement. The pilot phase of this initiative includes a defined project scope for installation in the University's Ontario Veterinary College which was completed in 2024. As a result of this successful project, the University has decided to expand and progress into a mainstream phase of deployment of Microsoft Teams Room technology. The scope of this process is to expand the installation of rooms to other areas and different uses by establishing a long-term agreement with defined process and pricing that the rest of the University community can utilize. The agreement will help set technology standards and serve as the steady state of how Microsoft Teams Rooms are deployed across the University. CURRENT ENVIRONMENT The University has as a core software, the Microsoft 365 platform and leverages the Microsoft Teams Room environment already. With the release of multiple other software platforms since the COVID-19 pandemic, there have been other platforms on campus from other vendors. Our current environment has as a goal, the need to maintain these offerings through a Bring Your Own Device model whereby existing meetings are held with Laptop devices. These devices are either Microsoft Windows 10 / Windows 11 laptop computers or Mac OS computers. This RFSQ covers the aspects of the hardware, installation solutions to enable Microsoft Teams room installations including Digital Signage in alignment with our existing standards. The University has created a standard user experience in all its meeting rooms institution-wide. As technology evolves, so to must our standards. Standards are in place to ensure that The list below outlines typical equipment and services required to be provided by Qualified Suppliers for this program. The Supplier is expected to provide a full range of products and services, as outlined below. The University may request all or some of the products and services described at the second stage selection process and will provide the details of the installation and what will be required. Products and Services in this supply agreement includes but is not limited to: A.3.1 Audio-Visual items related to Microsoft Teams Rooms: o Certified Microsoft Teams Room products o Conference room audio and video capture systems (microphones, speakers, cameras) o Displays (monitors, projectors, screens) o Installation hardware and accessories A.3.2 Service & Support o Installation services including project management o MS Teams software configuration and programming support o Post-installation support (maintenance, troubleshooting, updates) o User training o Design consultation o Computer Assisted Drawing (CAD) services o Knowledge of relevant standards and personnel holding certifications (e.g., AVIXA, PMI, Microsoft certification). o Ability to scale installations for multiple rooms and locations. o Knowledge of upcoming technologies and future-proof solutions. A.3.3 Project Management & Delivery o Vendor's ability to manage end-to-end installation projects, including site surveys, planning, installation, and commissioning. o Clear timelines for product delivery, installation, and configuration. o Demonstrated ability to stay within budget and meet deadlines. A.3.4 Service Level Agreements o Guaranteed response times for support (e.g., 24/7 availability, on-site support). o Warranty and repair services offered consistent experiences are achieved and maintained but they must be flexible and reviewed based upon a lifecycle approach. New opportunities in teaching, learning, research, and service activities being conducted on campus in collaborative spaces such as meeting rooms occur regularly. Collaborative physical spaces that deliver a truly high-quality hybrid experience (physical and virtual participants) are now a requirement for many mission critical initiatives that occur at the University. With standards that have been initiated, created, built over the past years, the objective of this qualification will be to allow for a consistent ordering process, defined project deliverables, and shortened individual project completion timelines for future jobs under the established agreement. By entering into this agreement as far as process, hardware, installation, warranty, and help ensure compatibility and staff knowledge portability within the built environment of other installed systems at the University. It is the University's intention to enter into Master agreements with up to three (3) legal entities. The term of the agreement(s) is to be for a period of five (5) years plus three (3) optional one (1) year terms. Deadline to submit Questions Oct 3rd 2024, 2:00 PM EDT Question submitted to lectronically