Tender Advertisement #1035218

CALL FOR EXPRESSION OF INTEREST (EOI)

AUDIO/VIDEO SOLUTION FOR PIFS CONFERENCE CENTER & EXECUTIVE CONFERENCE CENTER - PHASE 1

Interested Suppliers are invited to submit expressions of interest to be short listed in relation to the upcoming Invitation to Bid (ITB) to provide Audio/Video Solution for PIFS Conference Center & Executive Conference center (Stage 1), Pacific Islands Forum Secretariat (PIFS).

BACKGROUND

2. The Pacific Islands Forum Secretariat has 2 main meeting rooms which is constantly used for hosting meetings.

3. The audio/video facilities for both meeting rooms are not to the standard that we know the Pacific Islands Forum Secretariat should be, but whenever there is a big meeting, we hire outside service providers to provide equipment and support for these meetings.

4. The Pacific Islands Forum Secretariat has invested alot in hiring the services of vendors to support these meetings, and some of the equipment being used for these meetings belong to PIFS but we do not have the technical expertise to provide professional support for the meetings (especially when providing audio support).

5. The existing mics, speakers and cabling is old and needs to be replaced.

6. The existing audio system is not integrated with our telephone system.

SCOPE OF WORK

7. The first stage will allow for the pre-qualification of suppliers, based on an initial assessment of their capacity to fully comply with most or all of the technical requirements. Those bidders successfully qualifying from the first stage will then be issued formal invitations to provide a presentation of their solution and provide reference sites, which is to be inspected by PIFS staff.

8. Further details will be transmitted to the short listed suppliers at the ITB stage.
Please note, submissions which are incomplete may not be considered.

The secretariat will short-list suppliers based on an assessment of the submitted information, according to the Terms of Reference.

HOW TO APPLY

Submissions should be entitled:
"AUDIO/VIDEO SOLUTION FOR PIFS CONFERENCE CENTRE & EXECUTIVE CONFERENCE CENTRE - PHASE 1".

Method of Submissions:
Interested suppliers should forward their Expression of Interest which first should be converted to the PDF format, max.10.0MB and submit electronically following the instructions at www.tenders.net/forumsec.

Deadline for Submissions:
Submissions need to reach the Secretariat by 5:00pm Friday 16 November 2018 (Fiji time).
Late or incomplete tenders will not be considered.

Question and Answer:
All queries or request for information must be submitted via the Question and Answer Forum at www.tenders.net/forumsec. Tenderers may submit questions in writing to the mentioned Question and Answer Forum before 5:00pm, Monday 12 November 2018 (Fiji time). The Secretariat has no obligation to provide clarification after this date.

Note: The Secretariat will not be responsible for non-receipt/non-delivery of the Bid documents due to any reason whatsoever.

Any complaints regarding the Secretariat's tender must be directed to the following email: Tender.Complaints@forumsec.org. This email address will forward your complaint to a person that is independent and removed from the tender process. Complaints must be well founded and should not be used as a mechanism for notifying displeasure with the outcome of a tender award. Further information on making a complaint can be found on the Policies & Information page at http://tenders.forumsec.org.

In the event that further information is required by the Secretariat in relation to the tender for consultancy, the Secretariat reserves the right to seek the required information without the need for calling for re submission of proposals.
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