Annexure-A (Updated Statement of work).pdf

Solicitation-191N6526Q0115

Annexure-A (Updated Statement of Work)

Audio-Visual System Upgrade – First Floor Program Area (ACND)

Background

The First-Floor Program Area (Picture attached) is currently equipped with a conventional audio setup comprising bulky loudspeakers and handheld wireless/wired microphones, connected to a Analog Yamaha audio mixer. This configuration requires manual operation, involves visible and cumbersome hardware, and offers limited flexibility for hybrid (in-person and remote) sessions.

To modernize the space and improve both audio quality and ease of use, it is proposed to replace the existing loudspeakers and handheld microphones with a ceiling-mounted tile microphone and tile speaker system, integrated through a

Digital Signal Processor (DSP). The approx. Size of Program area is 22 feet wide and approx. 70 feet long

Objective

The objective of this Scope of Work is to define the technical requirements and vendor deliverables for the supply, installation, testing, and commissioning of a tile-based microphone and speaker system (Sennheiser /shure/ Bose/QSC ) for the

First-Floor Program Area, along with associated infrastructure, control, and a two-year technical support arrangement.

Supply and Installation of Tile Microphones (Sennheiser/Shure) - 7 Nos

• Supply and installation of ceiling-mounted tile (array) microphones

(Sennheiser or shure) (Sennheiser- TeamConnect Ceiling 2), compatible and capable of providing full room audio pickup coverage, eliminating the need for handheld or lapel microphones for standard sessions.

• Supply and installation of ceiling-mounted tile speakers providing even audio distribution across the Program Area.

• Quantity, placement, and coverage layout to be determined by the vendor through a site survey and acoustic design and submitted for approval prior to installation.

• All tile microphones and tile speakers to be powered via Power over

Ethernet (PoE), eliminating the need for separate local power wiring to each device.

• Existing Yamaha analog audio mixer to be retained and integrated into the new system

Digital Signal Processor (DSP) and Control

• Supply and installation of a Digital Signal Processor (DSP) unit to manage audio routing, echo cancellation, automatic mixing, and equalization for all tile microphones and speakers.

• The DSP shall support control and configuration via a tablet-based (iPad-style) interface, allowing authorized users to adjust settings remotely/from any location on the network.

• The existing Analog Yamaha audio mixer shall be connected to the DSP to retain existing mixing functionality and allow continued use of existing audio sources.

• Amplifiers should be installed as required to drive the tile speakers, integrated between the DSP and the speaker system.

• The DSP shall be networked to support (Power over Ethernet) PoE distribution to the tile devices and remote-control access.

• The DSP shall provide both digital and analog input/output capabilities, to ensure compatibility with existing and future audio sources/equipment and to avoid dependency on a single connection type.

• DSP should be AEC (Acoustic Echo Controller) enabled

In-Ceiling Loudspeaker (Bose /QSC/SHURE/YAMAHA), better and compatible audio -12 Nos

Key Features

• Be suitable for clear and intelligible speech reproduction and program audio.

• Be Power over Ethernet (PoE) enabled, allowing power and network connectivity through a compatible PoE network connection.

• Support integration with a professional AV/audio network and associated audio processing systems.

• Provide appropriate frequency response, power handling, and acoustic coverage for the intended application.

• Be available from established professional AV manufacturers, including

Bose, QSC, and Yamaha, or equivalent products meeting or exceeding the specified performance requirements.

• Comply with applicable professional AV and network-audio standards and requirements.

A in-ceiling loudspeaker that delivers the powerful, room-filling sound, hides discreetly inside the ceiling.

Network and Infrastructure (Cisco/Netgear ONLY)

• Vendor to assess existing network infrastructure (switches, cabling, ports) and advise on any (Power over Ethernet) PoE-capable network switch or cabling upgrades required to support the tile devices.

• All cable, containment, and termination work to be carried out in a neat and concealed manner, in coordination with the Facilities/IT team.

Provision for Handheld Microphones and Local Sound Reinforcement

• The system shall include provision for connecting handheld and/or lapel microphones (wired or wireless) as a backup/supplementary input, routed through the DSP, for situations such as panel discussions, Q&A sessions, or presenter preference.

• The system shall support local sound reinforcement, i.e. the ability to run the room's audio system independently for in-room amplification even when not connected to a hybrid/virtual session.

Vendor Scope of Supply and Services

The selected vendor shall be responsible for the following, on a turnkey basis:

1. Site survey and submission of a detailed system design, including microphone/speaker layout, DSP signal flow diagram, and equipment list

(make/model) for approval.

2. Installation of all equipment, including ceiling mounting, cabling, containment, and integration with the existing Yamaha mixer.

3. Configuration and programming of the DSP, including tuning, echo cancellation, and setup of the control interface.

4. Testing and commissioning of the complete system, including audio coverage testing, gain structure verification, and hybrid session simulation.

5. Submission of as-built documentation, signal flow diagrams, and a user/operation manual.

6. Training for identified staff on day-to-day operation of the system via the control interface.

7. Technical support and maintenance for a period of one year from the date of commissioning.

Warranty and Technical Support ( 3 Years)

• Comprehensive warranty covering all supplied equipment (tile microphones, tile speakers, DSP, amplifiers, and associated hardware) for a minimum period of two (3) years from the date of commissioning.

• On-call technical support for troubleshooting and remote assistance throughout the support period.

• Defined response and resolution timelines for on-site support in the event of a system fault (to be specified by the vendor in the proposal).

• Preventive maintenance visits at a frequency to be proposed by the vendor

(e.g. every quarter) during the support period.

• Availability of spare parts and firmware/software updates for the equipment supplied throughout the support period.

Deliverables

✓ Approved system design and signal flow diagram.

✓ Fully installed, tested, and commissioned tile microphone and tile speaker system integrated with DSP, amplifiers, and the existing Yamaha mixer.

✓ PoE-powered microphone and speaker installation with a working tablet-based control interface.

✓ Working provision for handheld/lapel microphone connectivity and local sound reinforcement.

✓ As-built documentation, user manual, and staff training.

✓ Three-year warranty and one-year technical support agreement.

Assumptions and Exclusions

• Civil, ceiling, or false-ceiling modification works (if required for tile mounting) to be scoped and quoted separately, in coordination with the

Facilities team.

• Any network switch or infrastructure upgrades identified as necessary for

PoE support will be reviewed and approved separately before implementation.

• Final quantity and placement of tile microphones/speakers will be finalized based on the vendor's site survey and acoustic design, subject to approval.

Scheduling and Site Access

• The vendor must remain flexible and accommodate the organization’s schedule for all site work, including installation, testing, and commissioning activities, which may need to be carried out outside regular working hours

(e.g. evenings/weekends) to minimize disruption to ongoing program in the

Program Area.

• Specific dates and time windows for site access will be coordinated in advance with the organization’s point of contact, and the vendor shall plan resourcing accordingly.

Picture of the Program Area

(The approx. Size of Program area is 22 feet wide and approx. 70 feet long)

Safety standards to be followed at construction and renovation sites

General

1. All workers on the work site must wear shoes. No worker with flip flops will be allowed to work at site.

2. All the workers should wear full clothes. No half pants and other non-appropriate clothing (Dhoti) will be accepted.

3. Malba / trash accumulated on the site should be removed at a regular interval (if possible, on daily basis) so that it should not pose any trip hazard.

4. Employees exposed to hazards created by different works environment shall be protected by personal protective equipment. Appropriate protective clothing for any operation varies with the size, nature and location of work to be performed.

5. In extreme hot conditions drinking water must be made available to the worker and working duration in exposed conditions should be scheduled accordingly.

6. It is the responsibility of the contractor to make available all the PPE

(Personal Protective Equipment) as per the requirement of the work site and as directed by the Embassy Representative. Any mishap due to negligence on the part of the contractor will be entirely contractor’s responsibility.

Machinist / Welding Jobs

1. Hot work permits are required to be filled for each hot work to be performed on USG site.

2. Contractor shall follow attached standards regarding different type of welding to be done on the site.

3. All workers who are arc welding must use a full-face shield with #10 or darker lenses. No worker will be allowed to arc weld with sunglasses, no matter how dark the lenses.

4. All the workers working on grinding and sanding job should have approved face masks and goggles for face and eye protection.

5. Workers who handle heavy metallic material should have appropriate gloves and safety shoes as per the job requirement.

6. Lifting and shifting of the heavy material to be done with the help of appropriate machines.

7. Compressed gas cylinder shall be properly marked and should always be kept in standing positing with guard against fall.

8. Hoses connected to the cylinder should be in good condition.

9. In case Arc welding is done inside the premises proper ventilation should be arranged in the vicinity.

10. Contractors should use welding shields during work to protect the people around against any potential vision hazard.

11. Always keep an approved fire extinguisher near the site of welding.

12. Workers working with metal sheets must wear appropriate gloves to avoid any cuts on the hands or mishap on the site.

13. Electrical connections for the welding set and the grounding for the same shall be done properly to the satisfaction of the embassy electrician. Please refer to the electrical section in the document.

Ladders Safety

1. Contractors will use aluminum or fiber glass ladders for all purposes.

Wooden ladders are not allowed on the site.

2. Proper ladder for a specific job should be used (for example fiber glass ladders for electrical work etc.).

3. Damaged ladders or ladders with missing supports, shoes etc should not be used on the site.

4. Height of the ladder should be at least two feet above the required height for the work.

Electrical

1. All the equipment / machines to be used for the execution of the job should be properly grounded.

2. All the extension boards to be used at the site should have proper earthing.

3. All connections to any of the outlets should be through three pin plugs.

Direct connection of wires is not allowed on the site.

4. Damaged wiring/cabling for the machines / tools to be used at site are not acceptable. The extension cord or wire with the machines should be one core.

5. Electricians working on the site should wear shoes with rubber soles and should use rubber gloves during execution of the work.

6. Any heavy equipment to be plugged in for the work should be done under supervision of the embassy electrician. Contractor on his own should not plug in heavy equipment.

7. No taped joints or undersize wiring is allowed at the site for the work.

Carpentry

1. Carpenters should have dust masks to protect them from the potential hazard from saw dust. In case sanding machine is used at the site the machine should have proper guards, and operator should have suitable

PPE (personal protective equipment) with them. For e.g. safety goggles, safety shoes, gloves etc.

2. All the wood to be used at the site should be properly stacked at one side.

It should not be scattered around and pose a threat to a trip hazard.

3. Entire site should be kept clean from the saw dust at the end of the day.

4. Carpenters shall use machine guards if all machines are used at the site.

5. All the care should be taken to protect the flooring against any kind of potential damage.

6. All the drill machines or other electrical tools to be used at the site should be properly grounded and wired.

7. Contractors should use proper tools and tackles for the execution of the work at site.

8. Nails and other sharp material which can pose a threat of accident should not be scattered on the site.

Fire

1. Contractors should provide and place fire extinguishers as per the requirement of the site (as recommended by the Embassy

Representative).

2. No flammable material should be kept inside the premises at any given point of time.

Confined spaces

1. If all contractors have to work in a confined space, he should contact the

Embassy Representative before proceeding with the work. Contractor should arrange all the equipment as instructed by the Embassy

Representative to do the job in a safe manner.

Hearing Protection

1. Contractors should ensure that all the workers working in noisy surroundings should wear earmuffs or other approved devices.

Height Protection

Any work to be carried out over and above 8’-0” needs a sturdy metal pipe scaffolding to carry out that work. Ladder or any other arrangement needs to a preapproval from Embassy Representative to be implemented on the site.