US.

Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020

Office Equipment Approx. Qty based on COP 2019 Specs/ Notes

Location
All copiers must have the following capabilities:
1. Color Copier 1. Logistics Office Print, scan, off set sorter, doc feeder, and double
sided printing.
2. Color Copier 1. Cyber Cafe All copiers must be transported, delivered, serviced
and collected. Pricing should include all toners.

3. Copier Paper 35 Boxes 5 reams per box- any unopened reams or boxes will
be credited.

4. Wireless Router 1 Wireless router to connect printer to clients laptops

UNCLASSIFIED
 U.S. Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020

Sound Equipment
Interpretation Approx.
Approx. Qty
Qty based
based on
on COP
COP 2018
2019 Specs/
Specs/ Notes
Notes

1. Interpretation Booth 5 Booths The Interpretation booth should contain all interpreter
2. Interpretations Desk Tops 4 sets equipment Desks, lamps, mics etc.

3. Table Top Mics 25 Vendor shall supply a technician for all Interpretation.

4. Receivers and Headsets 50 Vendor must connect the Interpretation system to the
PA system
5. Central Control Unit 5
PLEASE NOTE: WE RESERVE THE RIGHT TO REDUCE
6. I/R radiators and transmitter 5 set QUANTITIES

Languages:
Week 1- French

Week 2- French / Kreyol, Spanish

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UNCLASSIFIED
 U.S. Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020

1. Small PA system 12 System includes 2x speakers , sound-craft mixer, 1x

podium mic
2. Large PA System 1
Large PA system consists of 4x speakers’ sound- craft
3. Shure handheld mics 15 mixer1x podium mic.

4. Speakers 4 Small PA system consists of 2 speakers’ sound- craft

Mixer, Podium Mic.
5. Podium Mics 7
Vendor must install a PA system for approx. 6 rooms
6. Lapel Mics 2 per week.
PLEASE NOTE: WE RESERVE THE RIGHT TO REDUCE
QUANTITIES

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UNCLASSIFIED

PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020
Audio Visual Equipment
1. Remote
2. Presentation Clicker
3. Screen ( Framed/Fast fold
screen )
4. Comfort Monitor LED 42”
Screen w Floor Mount
Stand
5. Plasma Screen 55” w Eye
Level Stand
6. Kramer Scaler
7. Standard Projector
8. VGA Splitter and Booster
9. Hybrid Conference
Connector to PA system
10. AV cable set, HDMI,
VGA,SDI and adapters
US. Department of State
2020 Audio Visual Requirements
Johannesburg, South Africa
Approx. Qty based on COP 2018 Specs/ Notes
Vendor shall supply all plugs, multi plugs, wiring and
5 extra power extensions for all rooms.
5
5 Vendor must supply approx. 5 Projectors and 5
Framed screens.
1- Opening and closing plenary Please Insure that a comfort monitor is in place for
all/each plenary sessions.
Vendor shall supply a technician for all Plenary
1 sessions and breakout rooms as needed.
Vendor must supply a Camera man /technician for
1 all plenary sessions.
5 Please note: There may be a need for an additional
booster.
1
Vendor should be prepared with additional
2 equipment.
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UNCLASSIFIED
 U.S. Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020

Special Event Approx. Qty based on COP 2019 Specs/ Notes

1.Stage 10- 1m x 2m pieces Stage will be rebuilt and resized each week
10m wide x 2m deep stage / 300mm Each week the stage will need to be set up for
high the town hall and opening and closing plenary

2.Fast Fold Screen 3- each week

3.Standard Data Projector 3- each week Town Hall/ Plenary

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UNCLASSIFIED
 US. Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020

Technology Approx. Qty based on COP Specs/ Notes

2019

1. Laptops Hi Spec Laptop must be equipped with controller for switch over.
15
Vendor shall supply Power Strips one on each side of the U-shape
2. Hi Spec Laptop table in each breakout room.
1

Polycoms, Yealink & Koftel with mic extenders

3. Conference Phones/
12
Vendor should be prepared with additional equipment.
4. Multi Plugs and
power extensions 18-6 per room x 6 rooms & Vendor shall supply Power Strips one on each side of the U-shape
plenary table in each meetings room

UNCLASSIFIED
 U.S. Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020

Technical Support Specs/ Notes

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UNCLASSIFIED
 U.S. Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020
1. Week 1 1. Selected Vendor must supply technical support on all dates listed. Hours are 7am-11pm or 7am-23:00.

2. Selected Vendor must insure enough technicians are onsite to troubleshoot quickly if any equipment,
2. Week 2 Wi-Fi, Visual or technology issues occur.

3. Selected Vendor must have back up plugs, laptops etc.

3. Week 3
4. Selected Vendor must be able to communicate effectively in English.

Please note: Meetings are occurring simultaneously and must continue without interruption and or
equipment malfunction. If a malfunction occurs it must be corrected immediately.

Selected Vendor must check and recheck equipment before the event. It is recommended that the
vendor facilitate a tech rehearsal for all equipment.

Set-Up- The selected vendor must have all equipment delivered, installed and ready for use on or before
7am the day before the official start of the meetings.

(Ex. If the official date of the start of the meeting is March 3, 2020. The vendor ready date would be
On or before 7am March 2, 2020.
Please note dates used are for example purposes only.)

Breakdown- Please note: All equipment shall be removed after 6pm on the last day of the meetings.
Vendor shall be responsible for removing all items and insuring that any facility or furniture changes are
restored to its original state.

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UNCLASSIFIED
 U.S. Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020

Period of Performance/Performance

 The period of performance: Week 1 Feb 16-21, Week, 2 Feb 23-28, Week 3 March 1-6, 2020.

Please note the dates listed above are increased each week by one day to allow for set-up of space.

 Please note: Selected Vendor must have experience with large scale conferences and meetings providing support and
services across multiple rooms
 Selected vendor must have extensive and significant experience in providing interpretation services for large scale
conferences and meetings.
 All equipment must be set-up 24 hours before the start of each weeks meeting.
 PEPFAR reserves the right to decrease or increase any of the equipment listed in this document.
 The vendor must provide all equipment in full working order with all of the appropriate cables and wiring that is needed for
the equipment to operate optimally. Vendor shall supply all appropriate adapters and cords and extension cords needed for
each room for attendee’s use of laptops phones etc.
 The vendor must provide all paper for all copiers in all of the rooms where copiers are present.
 The selected/awarded vendor must provide all USBs for scanning purposes.
 The selected/awarded vendor must provide all ink for all copiers black and white and color.
 The selected/awarded vendor must provide two (2) technicians onsite at the Hotel/Meeting venue and they must be
available to troubleshoot all of the equipment that the vendor provides in addition to the hotel AV equipment in all meeting
rooms and conference spaces.
 The selected/awarded vendor must be accessible by phone and or WhatsApp and text at all times during the period of
performance. The selected awarded vendor must remain in the conference area and be very responsive to all trouble
shooting requests.

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UNCLASSIFIED
 U.S. Department of State
PEPFAR Country/Regional Operational Plan (COP/ROP) In-person Meetings
2020 Audio Visual Requirements
Johannesburg, South Africa
Week 1 Feb 17-21, Week, 2 Feb 24-28, Week 3 March 2-6, 2020
 The selected/awarded vendor must be available to participate in all conference calls deemed necessary with the PEPFAR
logistics team. Please note: There is 6 hour time difference. Due to the time zone, the selected/awarded vendor must
participate in calls during the afternoon/evening or in the early mornings to accommodate the PEPFAR Logistics team.
 The selected vendor must provide equipment for plenary overflow.

Equipment Moves
 Once registration has been completed, the registration laptops should be relocated to either the Cyber Café or the logistics
room. Instructions will follow.

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UNCLASSIFIED