RFPOEBAVEC10072022 - Maintenance and Services of OEB’s Audio/Video Equipment and Components

Project Background
The OEB is a self-funded Crown Corporation with a relatively small number of employees, charged with regulating Ontario's natural gas and electricity sectors.
 
This RFP process is to identify a vendor that will service the hearing rooms as it pertains to Audio/Video (AV) Equipment and Components. OEB has two hearing rooms and several meeting rooms equipped with A/V Equipment.

Purpose and Objectives
Maintain the Hearing Rooms and the Meeting Rooms equipment in working condition. As well, perform routine maintenance inspection on a semi-annual basis.

Scope of Work and Requirements

1. Maintenance1 Support and Service for all equipment installed on OEB's premises at 2300 Yonge Street, Toronto, Ontario (floors 24, 25, 26 & 27) includes all hearing rooms, board rooms and all the meeting/training rooms on a "Time and Material basis"
2. Maintenance, Support and Service for all Security equipment installed on OEB's premises at 2300 Yonge Street, Toronto, Ontario (floors 24, 25, 26 & 27)
3. Routine maintenance inspection on a semi-annual basis or as required noting any items for future consideration for all the OEB equipment's. Routine maintenance to include any minor repairs to ensure that all systems are performing to specification
4. Equipment that is not repairable immediately on-site will be removed and loaner equipment provided
5. System testing, adjustments and programming. All services, programming and changes to be documented, saved and passed on to the OEB Representative
6. Prepare and maintain the A/V diagnostic reports, service and troubleshooting logs
7. Perform backup on the equipment that have that capability. Backup to be performed on each preventative maintenance visit or after any changes made and pass the back-up on to the OEB Representative
8. On-site response time in an emergency situation for major equipment or A/V failure
9. For the A/V maintenance that does not qualify as emergency, the response time must be within five (5) business days or less