Boardroom Audio Visual Refresh Services

The vendor required to provide boardroom audio visual (AV) systems across its facilities project will upgrade a mix of projector-based rooms and microsoft teams room (MTR) solutions using Crestron-certified hardware.
- Total rooms in scope: 45 boardrooms
•    28 boardrooms – remain projector-only setups
•    17 staff use boardrooms – upgraded to full MTR solutions
- Objectives
•    Modernize audio visual (AV) presentation systems across designated boardrooms. 
•    Enhance collaboration and communication by providing reliable, user-friendly av and MTR technology. 
•    To standardize av solutions, ensure consistency in hardware models, configurations, and user experience across all sites. 
•    Provide a scalable solution that supports current and future organizational needs. 
•    Deliver solutions that are secure, supportable, and aligned with IT best practices. 
•    Provide seamless teams and zoom integration for hybrid collaboration. 
•    Designed for routine maintenance procedures, troubleshooting, loading hardware and software revisions, patches, can be performed remotely 
•    Reduce administration and maintenance costs. 
•    Replace outdated equipment that can no longer be adequately serviced.
- Requirements
•    Design and planning: conducting site validation, finalizing designs, and preparing detailed implementation plans.
•    Hardware supply and replacement: 
o    Supplying all required MTR, av, Crestron, and supporting infrastructure components. 
o    Replacing all aging av hardware to ensure reliability and standardization. 
o    Reusing existing HDMI cabling where possible; replacement will only occur where required due to condition, compatibility, or performance issues.
•    Implementation and integration: installing, configuring, and integrating systems with microsoft teams and Crestron XIO cloud 
•    Testing and validation: ensuring all systems function as intended, including UC hardware, displays, projectors, control panels, scheduling panel, sound bars, and XIO cloud services. 
•    Training and documentation: delivering training sessions for end users and IT staff, providing user cheat sheets, and transferring all administrative knowledge and system documentation. 
•    Disposal and decommissioning: removing and responsibly disposing of all obsolete av hardware and associated packing materials in compliance with environmental and e-waste regulations, including providing an inventory of all decommissioned equipment prior to disposal. 
•    Support and maintenance: providing ongoing support and maintenance for a minimum period of six (6) years, including spare hardware, on-site support where necessary, and regular system updates.
- A total of 45 boardrooms will be included in this project:
•    28-rooms will continue to operate as projector-only setups, utilizing existing projection screens and HDMI cabling; 
•    1-shared boardroom, used by both staff and the public, will be configured with an MTR solution using a projector setup. 
•    The MTR hardware will be installed either under the table or in a corner of the room, ensuring accessibility and minimal visual impact, with a wall mounted control panel for room operation; 
•    11-staff boardrooms will be upgraded to microsoft teams’ rooms (MTR) configurations with new display screens;
•    1-large staff boardrooms will be equipped with Crestron all-in-one video bar system featuring integrated audio, video, and content-sharing functionality to microsoft teams’ rooms (MTR) configurations with new 98” display screens; 
•    2-small staff boardrooms will utilize existing 75" display screens (no replacement required); however, they will be equipped with new MTR hardware and a mounting enclosure for integration and aesthetic consistency; 
•    2-large staff boardrooms will utilize existing 98-inch display screens (no replacement required); however, they will be equipped with Crestron all-in-one video bar system featuring integrated audio, video, and content-sharing functionality along with wall mounted control panel; 
•    All 17 (MTR) boardrooms will include occupancy sensors as part of the standard installation; 
•    12-microsoft teams’ rooms (MTR) boardrooms will include scheduling panels mounted outside each meeting space for room booking and occupancy visibility.

- Contract Period/Term: 6 years
- Site Meeting (Non-Mandatory) Date: November 20, 2025
- Questions/Inquires Deadline: November 25, 2025