ICT Multimedia Panel

Overview The Department for Education (SA) is seeking to establish a panel of suitably qualified suppliers to ensure ongoing supply of ICT audio-visual and multimedia products and services to schools. Products and services will be ordered by individual schools through a secondary procurement process as required. About The Department operates over 900 schools throughout metropolitan and rural South Australia, including Kangaroo Island and the APY Lands. These schools are increasingly reliant on ICT multimedia to provide accessible learning solutions for students. In the past, each school has approached the market with its own requirements as it saw fit. The Department already has existing contracts for a range of ICT supplies and services. These supplies and services are considered outside the scope of this panel. Purpose The Department would like to ensure a minimum level of service and price is provided to schools, while ensuring the procurement requirements are not onerous. To do this, the Department would like to establish a panel of pre-approved suppliers for schools to approach via a secondary procurement process. Scope The scope includes: Supply of AV and multimedia products and services as integrated solutions supporting flexible learning, collaboration, presentation, accessibility and specialist teaching environments across schools Digital signage capability on suitable screens when not in active teaching use, supported by a content management system allowing delegated access and control by authorised school staff, with audio-visual content synchronisation across paired or grouped spaces where relevant Multimedia system design and installation undertaken by specialist AV integrators, particularly where integrated control, audio, video conferencing (VC), signage, or specialist spaces are involved Professional installation of power, data, control panels and peripheral cabling, concealed behind displays or within joinery Integration of audio-visual equipment with the site's structured cabling system and existing ICT environment for streaming, content sharing, control, digital signage and device management, aligned with relevant network architecture, cybersecurity requirements, and any applicable AV network or VLAN arrangements Provision of servicing and support services for goods once installed (mandatory where goods are supplied) Display and Presentation Technologies, including interactive panels/TVs, projectors and associated infrastructure, and display replication/screen sharing solutions Collaboration and Communications Tools, including casting platforms (e.g. wireless display solutions), web cameras, and video conferencing solutions Audio Systems, including classroom audio solutions (including Hearing Augmentation Systems) and Public Address (PA) systems and school bell systems Specialist and Large-Scale Installations, including digital signage solutions, indoor and outdoor LED displays, and scoreboards for sporting facilities Teaching and Learning Technologies, Furniture and Integrated Solutions, including lecterns and integrated teaching stations, and lighting and environment Installation, Integration and Support Services, including end-to-end installation services and parking control systems Delivery and installation coordinated directly with schools, including rural locations, with indicative delivery times for the Adelaide Metropolitan area (Seaford to Elizabeth), Inner Rural (Fleurieu, Adelaide Hills, Barossa, Copper Coast), and Greater Rural (all other areas), measured from the tenderer's warehouse Provision of shop drawings or wall elevations where required for secondary procurement, showing display locations, mounting heights, AFL heights for power and data, control panel locations, peripheral device locations, and wall or ceiling bracing requirements Support and maintenance services, including user training, operational handover, simple end-user instructions, and ongoing support arrangements for installed AV systems, including device management and fault response Provision of prototype or demonstration equipment for schools evaluating new or changing audio-visual requirements before standardising or proceeding with larger deployments Contractor Requirements Any systems suggested by tenderers must meet the SA Government and the Department for Education's Cybersecurity requirements All software and any required hosting must meet the SA Government and the Department for Education's Cybersecurity requirements All contractors on school sites must hold a current SA Working With Children Check The supplier/installer of any item must be prepared to undertake servicing as required during the reasonable lifespan of the item Suppliers must maintain a Contact Manager and a Help Desk Service for all systems they supply Suppliers must provide adequate user training to schools Contract Terms and Conditions The Department requires a minimum three-year warranty period on all goods and installation works, commencing upon the installation date Where a piece of equipment consistently fails to the point where the Department feels it cannot fulfil its intended requirement satisfactorily, the Department reserves the right to have the item replaced during the warranty period The Department cannot guarantee minimum supply volumes of any piece of equipment or numbers of installations over the life of the panel, as usage is at the discretion of each individual school to meet their requirements Delivery KPI: Deliveries are made in full, on time, undamaged and with the correct products and volumes, without substitution, unless previously communicated with the school Cost KPI: All goods are invoiced at the contracted rate or less Sustainability KPI: The supplier demonstrates how their operations are implementing and developing their ongoing sustainable outcomes Customer service KPI: Queries, operational issues (production process inefficiencies, equipment failures, resource constraints or shortages, technology breakdowns) and complaints are acknowledged and resolved within the timeframes specified in the Agreement Information Requested Any software required to operate equipment must be stated in the description of the equipment Where software is to be hosted, the location of the server must be stated Tenderers must state the level of support and maintenance required for each piece of equipment tendered Tenderers should indicate delivery times for the Adelaide Metropolitan area, Inner Rural areas, and Greater Rural areas, along with any additional time requirements Sustainability measures currently used or to be introduced for this project, including but not limited to measures to reduce e-waste and packaging materials, and options to dispose of equipment at end-of-life For the Initial EoI, current standard list pricing for the tenderer's product range, with installation, support/maintenance and training costs listed separately A standard level of discount to be applied to these costs when participating in secondary procurements Instructions to Tenderers The procurement of the goods and services will be conducted in two parts. The first part is an Expression of Interest (EoI) to gather suitable suppliers to form a panel, concentrating on overall capability and capacity, geographical areas to be serviced, sustainability, generic pricing/discount structure, insurances, and risk assessment (including cybersecurity). Once the panel has been formed, schools will run individual secondary procurement processes (RfQs) to determine the best value supplier for their requirements. Secondary procurements will focus on specific pricing and the supplier's ability to undertake the specific project. Tenderers will be required to coordinate installation directly with schools as part of any secondary procurement process, however indicative costs and times should be shown at the EoI stage for each piece of equipment. Enquiries Contact: Damien White Email: Damien.White3@sa.gov.au