Request for Proposal (RFP) For Video Conferencing Equipment

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Request for Proposal (RFP) For Video Conferencing Equipment

  1. 1. VC-09/RFP/HEC/2006/ IMPROVEMENT IN INFRASTRUCTURE IN UNIVERSITIES / INSTITUTIONS OF HIGHER LEARNING IN PAKISTAN HIGHE IS ION S R E CAT DU ION CO M M Request for Proposal (RFP) For Video Conferencing Equipment October 27, 2006 Last Date for Submission: 25.11.2006 Tender Opening Date: 25.11.2006 HIGHER EDUCATION COMMISSION H-9, Islamabad Email: vctenders@hec.gov.pk Web: www.hec.gov.pk or www.pern.edu.pk Tel. No.: 051-9040554 Fax No. 051-9257529
  2. 2. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS TABLE OF CONTENTS TABLE OF CONTENTS ...................................................................................................................................2 1. INTRODUCTION ............................................................................................................................. 4 2. SCOPE OF WORK .......................................................................................................................... 4 3. GENERAL GUIDELINES FOR THE PROJECT ............................................................................. 5 4. GENERAL TERMS AND CONDITIONS ......................................................................................... 6 5. PROPOSAL SUBMISSION REQUIREMENTS............................................................................... 8 6. HARDWARE AND SERVICE REQUIREMENTS.......................................................................... 11 7. AUTHORIZATION TO SELL .........................................................................................................12 8. SELECTION PROCEDURE .......................................................................................................... 12 9. PROPOSAL EVALUATION .......................................................................................................... 13 10. ON-CALL SUPPORT ................................................................................................................ 13 11. TIME FRAME............................................................................................................................. 13 11.1. DELIVERY & INSTALLATION......................................................................................................14 12. TRAINING.................................................................................................................................. 14 13. WARRANTY .............................................................................................................................. 14 14. SERVICES ................................................................................................................................. 15 15. PROJECT IMPLEMENTATION PLAN...................................................................................... 15 16. LIQUIDATED DAMAGES.......................................................................................................... 15 17. ERRORS/OMISSIONS AND DISCREPANCIES....................................................................... 16 18. PROPRIETARY TERMINOLOGY ............................................................................................. 16 19. MEET OR EXCEED SPECIFICATIONS ................................................................................... 16 20. TERMS OF PAYMENT.............................................................................................................. 16 21. CLARIFICATION AND AMENDMENT IN RFP DOCUMENT................................................... 17 22. CONDITIONS OF PARTICULAR APPLICATION FOR CAT-I, CAT-II AND CAT-III............... 17 ANNEXURE-A LIST OF UNIVERSITIES/INSTITUTES ........................................................................................19 ANNEXURE-B TECHNICAL INFORMATION SUBMISSION FORM (CAT-I).........................................................20 ANNEXURE-C TECHNICAL INFORMATION SUBMISSION FORM (CAT-II).......................................................21 ANNEXURE-D TECHNICAL INFORMATION SUBMISSION FORM (CAT-III) .....................................................22 Page 2 of 42
  3. 3. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS ANNEXURE-E COST INFORMATION SUBMISSION FORM (CAT-I) ...................................................................23 ANNEXURE-F COST INFORMATION SUBMISSION FORM (CAT-II)..................................................................24 ANNEXURE-G COST INFORMATION SUBMISSION FORM (CAT-III) ................................................................25 ANNEXURE-H VIDEO CONFERENCING EQUIPMENT AND SOFTWARE SPECIFICATIONS ...............................26 ANNEXURE-I INTERACTIVE DEVICES FOR TEACHING/COLLABORATION SPECIFICATIONS .......................34 ANNEXURE-J AUDIO SYSTEM SPECIFICATIONS ............................................................................................35 ANNEXURE-K INSTALLATION OF EQUIPMENT (CAT-I, CAT-II AND CAT-III) ................................................38 ANNEXURE-L OVERALL COMPLIANCE UNDERTAKING .................................................................................41 ANNEXURE-M TECHNICAL EVALUATION CRITERIA ....................................................................................42 Page 3 of 42
  4. 4. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 1. INTRODUCTION The project is aimed at connecting universities in Pakistan through Video Conferencing System, so that students of such universities, who are not in a position to benefit from high profiled teachers, could have the opportunity to learn from them, exchange their ideas, contribute and communicate their views in order to enhance their knowledge and capabilities. Pakistan’s education standard will become comparable with any of the world class universities. Higher Education Commission aims to give Pakistan a bright future through young, qualified and energetic generation. Higher Education Commission (HEC) intends to purchase IP-Based Video Conferencing System and Services. HEC needs high-tech Video Conferencing System (VCS) through which online lectures and discussions/conferences can be held. This will enable universities to share information, resources and knowledge with each other. Higher Education Commission needs a complete system which can be economically scalable, interoperable and integrated with existing similar setup at universities. This Request for Proposal describes the scope of work, technical specifications and commercial requirements for supply, installation, testing, commissioning and maintenance of the Video Conferencing System / Solution. 2. SCOPE OF WORK The Project proposal includes supply of equipment, installation, integration, testing, commissioning and maintenance/support of fully functional Video Conferencing System along with the collaborative tools at sites as in Annexure A. The Video Conferencing System must be scalable / reliable and should have the functional & technical specifications as set out in Annexure (H, I and J). The network should be evolved with Internet Protocol (IP) connectivity with SIP and H.323 support. The system should be able to support audio, video and data collaboration and connect to high quality audio conferencing system. Encryption on various interfaces for security purposes is ensured. All sites should have VC end point units which should be interoperable with all famous brands internal/external MCUs available in the market. The system should have latest MPEG-IV audio & video codecs in order to provide the maximum quality achievable by any technology currently available in the market. All systems should allow connectivity of computers to run Power Point presentations, share information, exchange of files and any image that is being displayed on the computer screen and should be possible to see presenter and presentation at the same time. The Video Conferencing System should have the ability for making all conferences highly secured on IP with SIP. The scope of work includes design, packaging, supply, installation, integration, commissioning and one year maintenance of all equipment as in Cat-1, Cat-II and Cat-III. The items listed in Annexure (B, C and D) and all those things and accessories deemed necessary & explicitly not covered in BOQ including material/consumables and services Page 4 of 42
  5. 5. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS required for supply, erection, testing, commissioning, test run, operation and maintenance of the Video Conferencing System (VCS), Interactive Devices and Audio Equipment. The VCS, Interactive devices and Audio equipment to be completely seamless operational without any hindrances and difficulties, whatsoever. Training for knowledge transfer to engineers/operators and support personnel will also be the responsibility of the Bidder. After completion each site, area is to be squared up and waste to be removed. 3. GENERAL GUIDELINES FOR THE PROJECT A group Video Conferencing System, Interactive devices and Audio equipment needs to be installed at universities/institutes as in Annexure A with prime objective of establishing an electronic classroom environment for distance learning. Cat-I: Video Conferencing Hardware 3.1 The Video Conferencing System should be able to cover the class, by its own or auxiliary cameras through distributing the class in number of video presets using video control system. 3.2 HEC requires the video conferencing system should support multiple sites connectivity, i.e. point to multipoint configuration. The sessions should have the capacity to be recorded as well as broadcasted on to ordinary computers on universities network. 3.3 The offered solution shall sustain levels for capacity performance, scalability, availability and manageability that meet present and future requirements. 3.4 The proposed system shall support presentation and presenter in a point-to- point and point-to-multipoint conference. 3.5 The proposed system should display both presentation & presenter in the same screen by splitting it into two views. 3.6 The lighting level (LUX) should be boosted by using anti glare, specialized video conferencing lights. Cat-II: Interactive Devices for Teaching/Collaboration 3.7 The suggested viewing device will be a Plasma Screen/TV or LCD Screen/TV and Multimedia Projector (3000 Lumens or better). 3.8 The class room be equipped with auxiliary devices like, presenter display (TV), VCR/DVD recorder, Interactive white board etc as per BOQ mentioned here in with the tender documents/Request for Proposal (RFP). Page 5 of 42
  6. 6. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Cat-III: Audio 3.9 For clear pick up of audio, wired and wireless microphones need to be installed in individual classrooms. 3.10 A separate audio output system be integrated with the Video Conferencing System for clear reception of audio. 4. GENERAL TERMS AND CONDITIONS The following General Terms and Conditions apply to all three categories of this RFP i.e. Cat-I, Cat-II, Cat-III. 4.1. The last date of receipt of Bids is November 25, 2006 by 1100 hours. 4.2. Detail of repair & maintenance facilities. 4.3. Structure/Organizational Chart. 4.4. An affidavit to the effect that the firm has not been black listed by any Government/Semi Government Organization. 4.5. The tender security may also be forfeited if the bidder withdraws his bid before evaluation or if the bidder does not accept the correction of his bid prices which is the interest of Commission or in case of successful bidder, if he fails to furnish the required contract agreement signed with in a period of 07 days from issuance of LOI. 4.6. The Bidder indemnify HEC against all third-party claims of infringement of patent, trade mark industrial design rights arising from use of the goods or any part thereof in Pakistan. 4.7. HEC or its representative shall have the right to inspect and/or to test the equipment to confirm their conformity to the contract specifications. The Technical Specifications shall specify what inspections and tests HEC requires and where they are to be conducted. HEC shall notify the contractor, in writing, of the identity of any representatives entrusted for this purpose. 4.8. It is mandatory that the Bidders provide the following documents and information with respect to its relationship with Principal. 4.8.1. Name and contact details of Principal/Manufacturer representative who is authorized to verify Vendor’s local partnership. 4.8.2. Duration and scope of association in the current capacity with the Principal. 4.8.3. Copy of the Principal’s Certification (along with its validity period), authorizing the Vendor as local partner/representative in Pakistan to Offer/Bid Principal’s equipment and services for Video Conferencing. Page 6 of 42
  7. 7. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 4.9. The Bidder/Vendor shall provide the following information with respect to its set up in Pakistan. 4.9.1. Number of Vendors offices and addresses, thereof, phone and fax numbers and e-mail address as well as names and designations of responsible persons. 4.9.2. Number of engineers and technical staff in Vendor’s office. 4.9.3. Profile of technical staff with relevant experience, resume and number of customers and sites looked after/supported by each. 4.9.4. Problem reporting procedure and fault response time in hours for fault rectification, escalation procedures with respect to response or turn around time in hours. 4.9.5. Brief description of local diagnostic and repair facilities at various locations including central workshop. 4.10. The Bidder shall provide following information with respect to its Company Profile. 4.10.1. Registered Name of the Organization. 4.10.2. National Tax Number, Sales Tax Number and GST Number. 4.10.3. Head Office address. 4.10.4. Management structure & Organization Chart. 4.10.5. Name, Address with Telephone/Telex and Fax numbers of the contact Person. 4.11. Financial status of the Vendor’s/Bidder’s Organization with supporting documents and last two years annual reports. 4.12. Provide a certificate from your bank certifying your sound financial position and credit limit from the bank. 4.13. List of clients and their Acceptance of deliverables, showing separately the items provided and value thereof. 4.14. The Bidder/Vendor shall provide the audit reports with technical quotations only. Name and address of the bankers. 4.15. Number of Video Conferencing solutions sold in Pakistan. Type of business of client companies in Pakistan. Performance of the organization on last three completed projects and the project cost. Confirmation that these projects completed in time and in quoted price(s). List of works/contracts in hand; showing schedule, period of completion and value of the contracts. Details of litigation cases in which the firm has been involved. Any other relevant information may also furnish. 4.16. Resume of the Team Leader and all technical Staff, who will be involved in the Project. 4.17. Specify if the Bidder is Manufacturer/Silver Partner/Premium Partner for Video Conferencing Equipment, Interactive devices and audio equipment. Page 7 of 42
  8. 8. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 4.18. Company Incorporation Certificate and Company Profile. 4.19. The Bidder shall furnish a comprehensive list of reference sites where the proposed equipment is presently in operation. The total size of the installation at each site and its date of commissioning should be clearly stated. The Bidder shall further explain the positioning of the proposed equipment in the reference network clearly highlighting the similarities between the reference network and HEC’s infrastructure. 4.20. Only transactions, amendments, changes and/or variations in this RFP that are in writing from HEC and duly agreed upon by HEC shall be considered official. No negotiations, decisions, or actions executed by the Vendor as a result of any discussions with any HEC employee shall be considered official. 4.21. Higher Education Commission, reserves the right to reject any or all Bids/Offers without assigning any reason or cancel the process at anytime. 4.22. HEC reserves the right to increase/decrease the quantity of items/scope of the work. Bidder has no right to challenge the decision in Court. 5. PROPOSAL SUBMISSION REQUIREMENTS The objective of the Proposal Submission Requirements is to provide Vendors/Bidders with the information required to submit as response to this Request for Proposal (RFP). A Vendor who has responded to any previous RFP issued by HEC should not assume that the requirements are the same, as may have been in the past. For all categories in this RFP i.e. Cat-I, Cat-II and Cat-III the vendor/bidder must confirm the following standards in the preparation of the Vendor’s Proposal. 5.1. For this tender PPRA’s ‘Single stage-two envelope Procedure’ as per clause 36(b) for open competitive bidding is adopted. 5.2. A bidder can submit bid for single, two or all categories, however bid in each category will be treated and evaluated separately. The Bid shall be separately and independently made for each category i.e. Cat-1, Cat-II and Cat-III in separate sealed envelopes. 5.3. Sealed Bid clearly marked as “ORIGNAL” should consist of following two separate and independent parts i.e. 1) Technical Proposal 2) Financial Proposal and should be clearly marked as Technical Proposal/Financial Proposal in bold and affixed to each envelope at a clearly visible location. 5.3.1. TECHNICAL PROPOSAL 5.3.1.1. Technical Proposal must include the complete solution proposed by the Vendor with filled-in specification sheets marked with Yes or No in the compliance column. 5.3.1.2. If the specification sheets ask for providing any details, those should be provided as attachment to the Technical Proposal. Page 8 of 42
  9. 9. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 5.3.1.3. After review of the Technical Proposal, promising Vendors will be selected and will be asked to give a demonstration/presentation on their solution. 5.3.1.4. Based on the Technical Proposal and the presentations, Vendors will be selected in order of preference and their Technical Solution will be rated on a scale of 100. The criteria considered will be compliance with equipment specifications, capability of integration, references, after sales support etc. 5.3.1.5. Financial Proposal of only those Vendors will be considered whose Technical Proposal qualify. 5.3.2. FINANCIAL PROPOSAL 5.3.2.1. Financial Proposal will include the prices quoted for each equipment as per the attached respective BOQ for Cat-I, Cat-II and Cat-III. 5.3.2.2. For each category the quoted prices must include all taxes, customs and freight charges for delivery at the required locations at own risk and cost. 5.3.2.3. This Video Conferencing Equipment is for educational institutions. HEC, therefore, expects significant educational and volume discounts. Financial proposals of the bidders found technically non responsive will be returned unopened. 5.4. For each category Two (02) additional hard copies in separate ring binders and three (03) soft copies on CD/DVD of each of the complete Technical & Financial Proposals in sealed envelops, including all sections and exhibits, to be submitted. 5.5. For each category i.e. Cat-I, Cat-II and Cat-III, the Bidder/Vendor shall furnish separate earnest money equivalent to 2% of the total value of Bid in the form of Bank Draft issued by a scheduled bank of Pakistan in favor of “Director General (Finance), Higher Education Commission”, valid for at-least one year and enclosed in a separate envelope along with financial proposal. No Bid shall be entertained without earnest money. Earnest money of the successful bidder will be released at the time of submission of Ten percent (10%) Performance Guarantee of the total contract value. 5.6. The bid security is required to compensate HEC against the consequences of: 5.6.1. Subsequent unauthorized variations and/or modifications of the terms of bid. 5.6.2. Premature withdrawal of the bid before the completion of the bid evaluation. 5.6.3. Failure of the bidder to sign the resultant Contract, in the event of such Contract being awarded to it. Page 9 of 42
  10. 10. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 5.7. Occurrence of any of such events as solely judged by HEC, will entitle HEC to forfeit the bid security. 5.8. The successful bidder is required to deposit Ten percent 10% of total contract value as Performance Guarantee in the form of Bank Draft issued by a scheduled bank of Pakistan in favor of “Director General (Finance), Higher Education Commission” at the time of signing of contract agreement and will be released at the time of delivery of equipment at site as per Annexure A. 5.9. Proposals sent to HEC by fax or email will not be accepted. 5.10. The respective technical proposals will be discussed with the bidders with reference to the technical requirements/specifications in a Bidders Conference to be held on November 15, 2006. 5.11. Any bidder may modify or withdraw his bid after bid submission provided that written notice of the modification or with-drawl is received by the concerned officer prior to the deadline for submission of bids. 5.12. An effort by a Bidder to influence HEC, directly or indirectly THROUGH UNFAIR MEANS in HEC’s proposal evaluation, proposal comparison or contract award decision, to meet or discuss with any HEC official unless desired by the HEC may result in the rejection of Bidder’s Proposal and black listing for any future tender of HEC. 5.13. All participating recipients of this RFP will be notified in writing by the HEC, regarding any changes made to this RFP for the purpose of clarification. 5.14. All responses to this RFP shall become the property of HEC and part of RFP for all purposes. 5.15. HEC will not bear any expense incurred in the preparation of proposals in response to this RFP. 5.16. Prices quoted will be firm for the entire period of Contract. All prices to be quoted in Pak Rupees, and must clearly state all applicable taxes which must be included in quoted price. 5.17. HEC will not allow any compensation to the approved Bidder for variations in the rate of exchange of rupee against dollar or any other currency. No additional claim arising out of change in legislation, exchange rate variation or any sort of taxes will be entertained. 5.18. The Bidders must Bid for an integrated solution for each category. 5.19. Proposals will remain open for acceptance for 120 days from the opening date. 5.20. The Bidders should provide complete technical details with Delivery Schedule & Work Execution Schedule with original printed brochure both for the equipment and services required under this RFP. 5.21. Bidders are required to submit their proposals conforming to the specifications and terms & conditions provided in this RFP. 5.22. Failure to abide by any instructions of this RFP may, at the HEC’s sole discretion, result in rejection of the Vendor’s Proposal and disqualification. Page 10 of 42
  11. 11. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 5.23. HEC has no obligation to locate or acknowledge any information in the Vendor’s Proposal that is not presented under the appropriate outline according to these instructions and in the proper location. 5.24. The Vendor’s Proposal/Bid/Offer must be received, in writing, by the Office of IT Consultant / Project Director, HEC by the date and time specified herein. HEC is not responsible for any delays in delivery or expenses for the development or delivery of proposals. Any Proposal/Bid/Offer received after Proposal/Bid/Offer submission time will be returned unopened. 5.25. The Vendor must not type in or otherwise alter or re-key any of the original text of this RFP. If the HEC determines that the Vendor has altered any language in the original RFP or amended/changed/deleted/substituted any terms and conditions of this RFP, the HEC in its sole discretion will disqualify the Vendor from further consideration at any stage. The RFP issued by HEC is the official version and will supersede any conflicting RFP submitted by the Vendor. 5.26. Each page of the Proposal is to be numbered. 5.27. Respond to the sections and exhibits in the same order as given in this RFP. 5.28. Label and tag the responses to each section and exhibit, using the corresponding headings from the RFP. 5.29. The Vendor must fully respond to each requirement within the Technical specifications by fully describing the manner and degree by which the Proposal meets or exceeds said requirement(s). 5.30. It is the responsibility of the Vendor to clearly identify all costs associated with any item or series of items in this RFP. The Vendor must include and complete all parts of the cost Proposal in a clear and accurate manner. Omissions, errors, misrepresentations, or inadequate details in the Vendor’s cost proposal will be considered as valid ground for rejection of the Vendor’s proposal. Costs that are not clearly identified will be borne by the Vendor. The Vendor must complete the respective “Cost Information Submission Form” for Cat-I, Cat-II and Cat-III (Annex. E, Annex. F and Annex. G respectively) in this RFP, which outlines the minimum requirements for providing cost information for each category. The Vendor should supply supporting details as described in the Cost Information Submission Form. 5.31. HEC reserves the right to request additional information or clarification of a Vendor’s Proposal. The Vendor’s cooperation during the evaluation process in providing HEC staff with adequate responses to requests for clarification will be considered a factor in the evaluation of the Vendor’s overall responsiveness. Lack of such co-operation may, at the HEC’s discretion, result in the rejection of the Vendor’s Proposal. 6. HARDWARE AND SERVICE REQUIREMENTS Following are the minimum requirements which the bidder/vendor for each category i.e. Cat-I, Cat-II and Cat-III are required to fulfill. Page 11 of 42
  12. 12. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 6.1 The Vendor must install all equipment and components and must ensure that the proposed equipment is fully operational and function properly at all variables. 6.2 Vendor must furnish components, wires, connectors, materials and parts, equipment for the complete installation of the system, in accordance with recommendations of the equipments manufacturer. Installation shall follow standard broadcast wiring and installation practice, and shall meet or exceed industry standards for such work. 6.3 Vendor must observe proper circuit polarity. No cables shall be wired with polarity reversal between connectors with respect to either end. Special care shall be taken while wiring cables, to ensure that constant polarity is maintained. 6.4 Vendor must provide adequate protection to install equipment against electrical surges. 6.5 Vendor must ensure that all systems are in first class working condition and free of short circuits, ground loops, video noise and excessive system noise or any fault effecting its efficiency/quality/life. 6.6 At time of installation, Vendor must provide owner’s manuals, manufacturer’s data sheets, and a complete equipment list. 6.7 At the time of installation, Vendor must provide comprehensive system schematics, labeling and showing detailed connections to all equipment. 6.8 A site survey may be required at no cost to HEC to determine specific cable runs and cable management associated with the desired system. Any components needed during installation resulting from failure to perform a site survey must be provided at Vendor’s expense. 7. AUTHORIZATION TO SELL Bidders for all categories i.e. Cat-I, Cat-II and Cat-III must provide a current letter from the manufacturer of the Equipment being proposed stating that the Vendor has been authorized to sell the manufacturer’s products to HEC and is responsible for installation, testing, commissioning, after sales service and maintenance. In case Bidder sublets some items of RFP, has to provide written agreements (for service/spares supply) with company/companies and their relation with the manufacturer/principle. 8. SELECTION PROCEDURE HEC's intent in issuing this RFP is to award a contract to the lowest and best responsive Vendor/Bidder who meets required standard of specifications and other factors. The Vendor’s past performance, cooperation, and ability to provide service and training are general factors that will be weighed in the selection process. The selection procedure is same for Cat-I, Cat-II and Cat-III. Page 12 of 42
  13. 13. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 8.1. A two step process will be used for the selection of a Vendor in all categories. 8.2. In the first step only the Technical Proposals will be opened and reviewed. Technical evaluation of the firms shall be based on information provided in Technical Proposal. 8.3. Bidders will be selected and rated in the first phase. Next the Financial Bids of the selected Bidders will be opened and reviewed. 8.4. The final selection will be based upon consideration and detailed review of both Technical proposal and Financial Proposals. 8.5. All Vendors will provide demo (proof of concept) to verify the claims in the Technical Specifications of the Brochures. This would also determine the quality and specifications of the equipments. For Cat-1 equipment best performance would be judged at lowest bandwidth for evaluation purpose. Product not fulfilling the requirements in the actual demo will be technically disqualified even if their Broachers claim to be adequate for the same. 8.6. HEC will define the Technical Evaluation Criteria which will be provided to bidders in the Bidders Conference scheduled on November 15, 2006. The Technical Evaluation Criteria (Annexure L) will then become the part of this RFP. 9. PROPOSAL EVALUATION Throughout the evaluation process of all categories i.e. Cat-I, Cat-II and Cat-III, HEC in its sole discretion may request additional written clarifications and/or supplemental information from Bidders as part of the initial evaluation process. 10. ON-CALL SUPPORT For all categories (Cat-I, Cat-II, Cat-III) the Contractor/Vendor shall provide on-call support (6 days a week) including assistance with operation and maintenance of the system at respective location(s) all free of cost for a period of one year from the date of the first successful start/functioning/operation of the equipment. 11. TIME FRAME Project is to be completed within six (06) weeks in all respects i.e. deliveries and all kind of installations and two (02) weeks for testing and commissioning. Hence, for each category i.e. Cat-I, Cat-II and Cat-III the total time for job completion including time for supply, installation, testing, and integration shall be 08 weeks from the date of placement of order by HEC. Liquidated Damages at the rates referred in this document shall be imposed in case of any delays due to any reason whatsoever. Page 13 of 42
  14. 14. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 11.1. DELIVERY & INSTALLATION Delivery and Installation should be at the Sites/Locations as per Annexure- A at the risk and cost of successful bidder. 12. TRAINING Specialized Training is required for video conferencing equipment for all categories (Cat- I, Cat-II and Cat-III). 12.1 Bid price shall include training on the system for the HEC staff including engineers/technicians responsible on site for maintenance and troubleshooting and for the teachers as well as administrators who will be the end users of the system. 12.2 The Contractor shall provide hands-on training on the System to VC technical staff to run services, maintenance & troubleshooting. 12.3 The hands-on training, services shall be adequate to impart necessary skills to the trainees to run Video Conferencing Equipment, day-to-day support and user training to the users of the System. 12.4 Local trainings will be conducted at the premises provided by HEC. 12.5 The Contractor shall also conduct comprehensive Training for HEC technical personnel under the Manufacturer Training Programs at Manufacturer Location and HEC, covering all aspects including Technical and Management of the System. 12.6 The Contractor shall provide a complete training program for System functions, maintenance and diagnostics for all Equipment. Note: A comprehensive Training Plan is to be submitted along with the Technical Proposal. Sample format is given at Annexure-H. 13. WARRANTY Following Warranty clauses are applicable to Cat-I, Cat-II and Cat-III 13.1. The successful Bidders shall warrant the equipment and its components to be free from any sort of defects in material and workmanship for a minimum period of 1 year from date of completed installation and shall repair or replace on a timely basis any defective component, assembly or portion free of cost. Technical support should be available on call basis. A Service Level Agreement (SLA) will be required to establish appropriate level of support for speed repair and replacement. Each and every call will be attended by competent staff of the Bidder within 3-4 hours of its notification either on phone or in writing during business hours (9am -5pm). Delay in attending the call and delay in rectification of fault will lead to consequential financial damages to the Vendor/Bidder. Page 14 of 42
  15. 15. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 13.2. The Vendor/Bidder will warrant that the equipment supplied under the Work Order/Purchase Order are new, un-used, and incorporate all recent improvements in design and materials and which should be of good quality as per acceptable standards. Quoted equipment should meet all design, quality & other technical requirements listed in this document or explicitly mentioned somewhere else in other such projects. 13.3. The Vendor further warrants that goods shall be free from defects arising from any act or omissions of the Vendor or arising from design, materials, and workmanship, under normal use in the conditions prevailing at final destination. 14. SERVICES 14.1. HEC shall promptly notify the supplier in writing of any claims arising under this warranty and the Vendor/Supplier will repair/replace the defective stores at reasonable speed but within the specified period and time & without any additional cost. 14.2. If the Vendor fails to remedy the defect within the period specified, the HEC may proceed to take within a reasonable period such remedial action as may be necessary, at the Vendor’s risk and expense and without prejudice to any other rights which the HEC may have against the Contractor under the contact. 14.3. For information purposes, please indicate separately the cost of service from your company beyond the warranty period. 15. PROJECT IMPLEMENTATION PLAN The Bidder for each category i.e. Cat-I, Cat-II and Cat-III should provide a detailed Project Implementation Plan as part of the Technical Proposal. This will be the basis for ensuring that the Project Implementation is regulated under defined time lines. This will also form the basis for HEC to claim Liquidated Damages, for inclusion in the Contract, relating to delays, besides supplies and services not conforming to specifications, and/or other Contract commitments. 16. LIQUIDATED DAMAGES Liquidated damages shall be applicable to all categories (Cat-I, Cat-II, Cat-III) are as under: a) Delay of one week to handover the project as per specifications = 0.5% of the total cost Page 15 of 42
  16. 16. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS b) Delay of two weeks to handover the project as per specifications = 1.0% of the total cost c) Delay of three weeks to handover the project as per specifications = 2.0% of the total cost d) Delay of four weeks to handover the project as per specifications = 4.0% of the total cost e) Delay beyond four weeks shall be charged at 2% for every delayed week in addition to 4.0% as mentioned above subject to the cost not exceeding 10% of the total cost. 17. ERRORS/OMISSIONS AND DISCREPANCIES In the event of a discrepancy between the unit price and the total price of the respective item in Cat-I, Cat-II and Cat-III, the unit price shall govern. Bidder shall not be allowed to take advantage of errors, omissions or discrepancies in the specifications or in multiplication & totaling of the price(s) and in such cases Executive Director, HEC decision will be final. 18. PROPRIETARY TERMINOLOGY Utmost care has been taken to keep the terminology of this RFP very general. If proprietary terminology specific to a Vendor is used in any section of RFP, equivalent features will be acceptable, provided they are technically compatible and comparable. 19. MEET OR EXCEED SPECIFICATIONS For all categories the specifications provided in this RFP are the minimum requirements of HEC. The venders must meet or exceed these specifications to meet the actual requirements of this Project and its successful practical implementation. But in such a case additionally proposed or altered specifications should clearly be highlighted to enable HEC to clearly identify modified specifications. 20. TERMS OF PAYMENT The payment terms and conditions are same for all three categories i.e. Cat-I, Cat-II and Cat-III. Payment of contract price shall be made in the following manner; however, HEC may consider any other alternative arrangement which falls in the legal frame work of GoP. Page 16 of 42
  17. 17. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 20.1. Fifty percent (50%) cost of import of equipment will be paid as advance payment against the Bank guarantee of equal amount, and will be released after successful delivery of all equipment at sites. 20.2. Ten percent (10%) cost of imported equipment price shall be payable to the Contractor upon successful delivery of the equipment at sites. The ultimate consignee will confirm the delivery of equipment and provide the invoices. 20.3. Thirty percent (30%) of the imported equipment price shall be payable to contractor upon successful installation, integration, testing & commissioning of all equipment including successful interoperability of equipment with a satisfactory working report from each locations as specified in this RFP. 20.4. Ten Percent (10%) of the total contract value will be retained as security/retention money and will be released after warranty period. 21. CLARIFICATION AND AMENDMENT IN RFP DOCUMENT A bidder requiring any clarification of the RFP Document i.e. Cat-I, Cat-II and Cat-III may so notify to contacts given bellow in writing or via email. HEC may respond in writing to any request for clarification of the RFP Document, which are received at least seven (07) days prior to the date of Bid submission. Written copies of any response (including details of the original query but without identifying the source of inquiry) will be sent to all Bidders who have received the RFP Document, by e-mail or Fax. Nazeer Hussain Anwar Amjad Director (VC & PERN) Project Director (VC) Sector H – 9, Islamabad Sector H – 9, Islamabad Ph: +92 (51) 9040433 Ph :: +92 (51) 9040504 Fax: +92 (51) 9290431 Fax: +92 (51) 9290431 Email: nhussain@hec.gov.pk Email: aamjad@hec.gov.pk 22. CONDITIONS OF PARTICULAR APPLICATION FOR CAT-I, CAT-II AND CAT-III 22.1. Responsibility of Bidder/Supplier/Vendor If any ambiguity, insufficiency or discrepancy noticed by Bidder and if any clarification is required, Bidder should send detailed clarification list for both Technical & Financial parts 15 days prior to the bid submission date. Any addendum issued in response to bidder’s queries shall become part of this RFP. Page 17 of 42
  18. 18. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 22.2. Assignment, Subletting, Transfer, Suspension, Termination & Withdrawal Assignment, subletting, transfer, suspension, termination and withdrawal of the Vendor are not admissible unless otherwise agreed upon in writing by authorized and competent authority/management of HEC and on the terms and conditions agreed up on by HEC. 22.3. Consequential Losses & Indirect Damages Contractor shall be responsible for consequential losses and indirect damages arising out of execution and performance of Contract. 22.4. Approvals/Permissions/Authorizations Contractor shall be responsible to obtain approvals/permissions/authorizations at his own risk and cost from related Government, Semi-Government Institutions and other related organizations/agencies for execution of the Project in all respects. Page 18 of 42
  19. 19. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-A List of Universities/Institutes S# Universities/ Institutions 1 Allama Iqbal Open Unviersity, Islamabad 2 Bahria University, Islamabad 3 Federal Urdu University of Arts, Sciences and Technology, Islamabad 4 International Islamic University, Islamabad 5 National University of Modern Language, Islamabad 6 Pakistan Institute of Engineering and Applied Sciences, Islamabad 7 University of Arid Agriculture, Murree Road, Rawalpindi 8 University of Engineering & Technology, Taxila 9 University of Azad Jammu & Kashmir, Muzaffarabad, Azad Kashmir Page 19 of 42
  20. 20. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-B Technical Information Submission Form Cat-1: Video Conferencing Equipment and Software (To be attached with Technical Proposal) Relationship Make of Part S# Items Product Name Model With Equipment No Principal 1 VC Unit Advanced (with camera) 2 PTZ Camera with Mount 3 Camera controller 4 Bandwidth controller - Packet shaper Video Conferencing Scheduler & 5 Management Suite Lighting (Special lights for Video 6 Conferencing) Page 20 of 42
  21. 21. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-C Technical Information Submission Form Cat-II: Interactive Devices for Teaching/Collaboration (To be attached with Technical Proposal) Relationship Make of Part S# Items Product Name Model With Equipment No Principal 1 Interactive Whiteboard 2 DVD Recorder (Sony, Philips) 3 TV 21" Flatron (Sony, LG) Multimedia Projector minimum 3000 lumens 4 (DLP)(Infocus, Mitsubishi, Toshiba) with wall Mounted Screen & Ceiling Mount Plasma Screen/TV or LCD Screen/TV 50" 5 (Phillips, Sony, Panasonic & Samsung) Page 21 of 42
  22. 22. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-D Technical Information Submission Form Cat-III: Audio (To be attached with Technical Proposal) Make of Part Relationship S# Items Product Name Model With Equipment No Principal 1 Microphones 2 Instructor's Microphone 3 Wireless Microphones 4 Microphone (Mixer and Amplifier System) 5 Speakers Digital mixer, echo cancellation and far end 6 feedback reduction device Page 22 of 42
  23. 23. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-E Cost Information Submission Form Cat-I: Video Conferencing Equipment and Software (To be attached with Financial Proposal) Product Part Unit Total S# Items QTY Model Make Name number Price Price 1 VC Unit Advanced (with camera) 08 2 PTZ Camera with Mount 16 3 Camera Controller 08 4 Bandwidth controller - Packet Shaper 08 Video Conferencing Scheduler & 5 1 Management Suite Lighting (Special lights for Video 6 48 Conferencing) Equipment Rack(Covering all 7 08 equipment with locking facility) Training for HEC and University 8 20 Personals Total Price Note: Equipment Prices should include installation Charges. Page 23 of 42
  24. 24. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-F Cost Information Submission Form Cat-II: Interactive Devices for Teaching/Collaboration (To be attached with Financial Proposal) Part Unit Total S# Items QTY Product Name Model Make number Price Price 1 Interactive white board 08 2 DVD Recorder (Sony, Philips) 08 3 TV 21" Flatron (Sony, LG) 08 Multimedia Projector minimum 3000 lumens (DLP)(Infocus, 4 Mitsubishi, Toshiba) with wall 08 Mounted Screen & Ceiling Mount Plasma Screen/TV or LCD 5 Screen/TV 50" (Phillips, Sony, 08 Panasonic & Samsung) Total Price Note: Equipment Prices should include installation Charges. Page 24 of 42
  25. 25. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-G Cost Information Submission Form Cat-III: Audio (To be attached with Financial Proposal) Product Part Unit Total S# Items QTY Model Make Name number Price Price 1 Microphones 80 2 Instructor's Microphone 08 3 Wireless Microphones 16 Microphone (Mixer and Amplifier 4 08 system) 5 Speaker 16 Digital Mixer, echo cancellation and 6 08 far end feedback reduction device Total Price Note: Equipment Prices should include installation Charges. Page 25 of 42
  26. 26. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-H Cat-1: Video Conferencing Equipment and Software These are mandatory minimum specifications for video conferencing equipment and their network. If the bidder(s) is unable to comply with any one of the specifications they must indicate the reason. S# Specification for video conference system Compliance (Y/N) Comments 1 Origin USA/Europe/Japan 2 Interoperability Standard for IP, ISDN H.323 H.320 SIP 3 Video standards H.261 H.263 + H.263 ++ H.264 4 Frame Rates (Point to point ) Minimum 30 frames per second Minimum 60 fields per second 5 Video Inputs: Integrated Main camera Additional auxiliary camera Document Camera DVDR port PC/Laptop (SXGA) connection provision for PowerPoint presentations etc 6 Video output: DVDR for recording For Primary Display: Plasma Multimedia Projector For Secondary Display: Plasma Multimedia Projector 7 Video format PAL, NTSC Graphics : XGA, SVGA, VGA, SXGA Video Bandwidth H.323 - 2Mbps (minimum) H.320 - 512Kbps (minimum) SIP - 2Mbps (minimum) Page 26 of 42
  27. 27. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 8 Integrated Main camera Ultra quite , Ultra – fast action pan /tilt / zoom 60° Field view or better Tilt Range : +/- 15° (UP/ Down) or better Pan Rage : +/- 90° (left /right) or better Total Field view : 240° or better 10 x zoom or better Auto focus Automatic white balance Camera Preset local and far end Standard –based far end camera control (FECC) Remotely operated snap shot 9 Video Resolution Interlaced video (60 /50 field full –screen video for NTSC / PAL ) NTSC: 4 SIF (704 x 480) NTSC: SIF (352 x 240) PAL: 4 CIF (704 x 576) PAL: CIF (352 x 288) Advanced Screen Layouts to display multiple locations Picture-in-picture 10 Dual Video Support/Resolution Dual Video Support to transmit PC/VCR/External camera and presenter XGA (1024 x 768) ,SVGA (800 x 480) for graphic display People Video support for 4 CIF and SIF on second VGA display 11 Audio protocols G.711, G.722.1, G.722, G.728 on IP or ISDN or Mixed calls G.711, G.728 on IP/ ISDN 12 Audio Feature Full duplex audio Stereo Mono CD Quality Instant Adaptation Echo Cancellation Automatic Gain Control (AGC) Voice Activated Camera Tracking Automatic Noise Suppression (ANS) Audio Mixer Mic, VCR, Telephone , Line in Ability to connect Audio calls Videoconference system should be able to connect Audio 13 conferencing system The system should have integration with wideband conference Page 27 of 42
  28. 28. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS phone and video conferencing solution 14 Audio input 1 x Microphone 1 x RCA inputs for stereo or mono input DVDR 1 x RCA for mixer Support for Audio Conferencing minimum 3 mics 15 Audio output Primary Audio output Secondary Audio output DVDR (mono & stereo) 16 Digital Tabletop Microphone Array 360° degree voice pick up ; 4.8 dB less reverberant than omni microphone Three Cardioid elements per microphone Integrated mute button (local and far end) 17 Network interface support Ethernet port : (10/100Mbps) 4 x ISDN BRI 18 Network Features Automatic IP/ISDN calling Down speeding over IP and ISDN Auto SPID detection and configuration SNMP for enterprise management Audio and video Error Concealment over IP ,ISDN and mixed call Maximum call length digital timer IP Address Conflict Warning 19 System Management / Directory Services Software Up-gradation via ISDN, PC, LAN Downloading CDR Directory Services 20 H.323 Quality of Service Features IP DiffServ IP Precedence TOS RSVP IP Packet Loss Recovery and Jitter Control 21 Security Secure password authentication Administration password Management via HTTP, Telnet SNMP security alerts 22 Encryption on IP/ISDN/Serial Ports Page 28 of 42
  29. 29. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Software encryption on ISDN ,IP and serial / V.35 23 User Interface User friendly graphical interface 24 Collaboration Solution Direct XGA port for data sharing, online presentations, and PC desktop display in an on going video conference Net-meeting Support Web streaming supporting various media players and the latest compression standards (optional) 25 Firewall Support System is able to operate behind Firewall 26 Electrical Auto sensing power supply Operating voltage/power 110-240 VAC 50-60 Hz 27 Environmental specification Operating Temperature : 0 ° to 40 ° C Operating Humidity : 10 to 85 % RH non -condensing 28 Operations and Maintenance Easy interactive interface SNMP V2 MIB Telnet FTP 29 Technology Evolution Features Software up-gradable to any new features/services 30 Warranty 1 Years Warranty from the date of System Installation for parts and after sales service 31 The system must be built to support large room sizes with 50-100 people. Page 29 of 42
  30. 30. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS PTZ Camera High quality PTZ camera with wall mount bracket is required. Must come with cabling system that allows the installer to use cat5 cabling to run power video and camera control. The product should have the following specifications: S# Specification for PTZ camera Compliance (Y/N) Comments A high resolution CCD Camera with image sensor 1/4'' CCD, that combines a high -speed quiet pan/tilt with angle 1 view 2 Minimum 40x zoom (10 x optical and 4x digital) 3 Auto and manual focus 4 VISCA camera control with at least 10 preset positions 5 IR remote control 6 Thin profile and wall - mount Bracket 7 EZ Camera Cabling System. 8 Effective Pixels : 768(H) X 494(V) 9 Vertical Signal : PAL/NTSC 10 Horizontal Field of view: 6.6 to 65 Degrees 11 Minimum Illumination : 3.5 lux (F1.8) Auto exposure: Auto/Manual / Priority AE : Exposure 12 Compensation; Back Light Compensation Pan / Tilt : Horizontal +/- 100 Degree (Max speed 300 Degrees/s); Vertical +/- 25 Degree (max speed 125 13 Degree/s) 14 Video Output : Standard for VC System/Camera Controller 15 Operating Temperature: 32 to 104 F (0 to 40C) Camera Controller Camera controller should control PTZ cameras and position them with user selected preset locations. S# Specification for Camera Controller Compliance (Y/N) Comments 1 Supports minimum 4 PTZ cameras 2 Camera controller in the main control system supports camera presets for different locations. 3 Support any PTZ camera that has a complete VISCA camera control command set. 4 Automatic Camera Detection: Automatic detection of number and type of cameras connected to the system. 5 IR Remote Control : An IR remote control is included with the camera controller. Does the remote have the ability to select camera, use PTZ functions and all camera preset programming? 6 Video Input :4 s-video or composite Page 30 of 42
  31. 31. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 7 Video Output: 4 s-video or composite 8 Does Camera Controller move camera in the direction of mic activation? 9 Camera Video Delay Able to delay the camera output between cameras switching time. Bandwidth Controller-Packet Shaper S# Specifications Compliance (Y/N) Comments Reallocation of bandwidth to be 1 optimized level and make best use of limited resources. Control network congestion. Traffic latency. Application response times 2 (overcomes queuing deficiencies in routers and other devices). Classifies traffic by application IP, IP 3 subnet, MAC, TCP/UDP Ports. 4 Centralized Management and Reporting Deny SYN/UDP/ICMP flood, deny port scan. Limit Access control according to 5 user's access rights based on IP or TCP/UDP port. Discard per user connection based on IP or MAC. 6 IP Flows: 10000-30000 7 Throughput: 10 Mbps 8 Min Policies: 256 9 Min IP Hosts: 10,000 10 Min Compression: 512K 11 LAN Interfaces x 2 12 Console Port for Maintenance 13 19" Rack Mountable 14 Power Supply: 110-240VAC, 50-60Hz Alternate traffic path if Bandwidth 15 Controller fails 16 Redundant Power Supply (optional) Page 31 of 42
  32. 32. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Lighting S# Specifications for Lighting Compliance (Y/N) Comments 1 Housing/Finish: 0.060 formed aluminum sheet metal, antique white Reflector: 24 gauge (0.020) formed aluminum sheet metal 2 (polished spectacular finish) Power Cord: Sufficiently long to be installed in a room with 3 50-100 people. Power Plug: Must have standard easily available power plugs. 5 Lamp/Ballast Minimum 39 Watt lamps. The lamps should be easily available for replacement. Power: 110-240VAC, 50-60 Hz Power factor: >0.95 Ballast factor: >0.85 Total harmonic distortion: <10% Sound rating: Inaudible in 27dB ambient Lamp flicker: None visible Frequency of operation: >25 KHz Fusing: Internal Min starting temperature: 10ºC Max case temperature: 75ºC Switching/Dimming: Manual on/off switch and 6 dimmer; Infrared remote (Optional) Lamp Socket: High Strength, durable and easily 7 available for replacement. Min 3500ºK standard Min 12,000 hours rated lamp life Mounting: 1/4 x 20 tripod mount or safety fastener for 8 ceiling grid attachment, complete with swivel post and adjustable yoke for angular and directional rotation 9 Weight: Low weight for risk free mounting Page 32 of 42
  33. 33. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Management Software Required Minimum Specification for S# Compliance (Y/N) Comments Management Software 1 Conference(s) Scheduling 2 Resource Booking 3 Billing option (CDR required) 4 Integration with Microsoft Exchange Server 5 Call and system Statistics 6 Support for mixed systems 7 Creation of Meeting Rooms 8 Networking Monitoring Sample Format for Comprehensive Training Plan S# Staff to be Trained No. of Staff Type of Place of Capability Duration (HEC, to be Training Training Level to of Universities/Institutes Trained handle VC Training System after Training Page 33 of 42
  34. 34. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-I Cat-II: Interactive Devices for Teaching/Collaboration The E-Board system could be either a full electronic whiteboard or a system that allows conversion of a normal whiteboard into an electronic board. S# Specification for Interactive White Board Compliance (Y/N) Comments Fully compatible with the Video Conferencing 1 System 2 72" Whiteboard User friendly interface with VC System and 3 PC/Multimedia Projector 4 Support Multicolor pens 5 Ability to integrate power point presentations. 6 Printing the Lectures and Presentations DVD Recorder S# Specification for DVD Recorder Compliance (Y/N) Comments 1 Recording media (DVD+R, DVD+RW, DVD-R, DVD-RW) 2 Minimum 3 Number of Disk held 3 Two-Way compatibility (Will play on DVD players and PC drives) 4 Plays DVD/CD/MP3 CDs 5 Minimum 8 hours Video Recording per side Plasma Screen/TV S# Specification for Plasma Compliance (Y/N) Comments 1 Min resolution 1024 x 768 Maximum picture function like pip, pop, 2 pap Brightness (700 cd/m², 1000 cd/m²,1100 3 cd/m², 1200 cd/m²,1500 cd/m², etc) 4 TV Scan line(480i, 480p, 720p, 1080i, etc) 5 HDTV ready with HDMI Input Interfaces 6 2 speakers Mounting, Table Stand Included Minimum 1 year Warranty from the date of system Supply/ installation Page 34 of 42
  35. 35. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-J Cat-III: Audio System Wired Microphones: Gooseneck S# Specifications Compliance (Y/N) Comments 1 Gooseneck podium microphones 2 Consistent on-axis response 3 Structured ultra-thin gooseneck Various mounting options, flexibility of cable 4 to allow use by 6-8 participants 5 Push to talk 6 Element: Back electret condenser Polar pattern: Super- Hyper Cardioid, 7 preferably covering 6-8 participants 8 Polar Pattern: Selectable Omni (optional). 9 Low Impendence balanced: 200 ohms 10 Frequency response ( -8db ): 75-15000 Hz Power level (0db- 1m W/Pascal) at 1,000 11 Hz: (-44db) Open circuit voltage (at 1,000 Hz): 12 6.6mV/pascal Equivalent noise (0db=20 microphones): 13 <28db SPC 14 SPC (1% reduction, 1,000 Hz): 130db 15 Minimum voltage/current requirement 16 Special: Transform less output device 17 Case material: Steel 18 Finish: Nonreflecting black Included accessories: Windscreen 2 piece 19 Shock mount CPSM-kit Appropriate connector type for interface with 20 mixer/VC System/Echo Canceller Wired Microphones: Patch HEC will also require some omni directional Patch Antennas with omni-directional pattern. S# Specifications Compliance (Y/N) Comments 1 Patch antenna Omni directional antenna pattern covering 7- 2 9 participants 3 Frequency response ( -8db ): 75-15000 Hz 4 Low Impedance 5 Minimum voltage/current requirement Perfect balanced matching with Mixer/VC 6 System 7 Works properly with Echo Canceller 8 Finish: Nonreflecting black/grey Page 35 of 42
  36. 36. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Appropriate connector type for interface with 9 mixer/VC System/Echo Canceller Wireless Microphones S# Specifications Compliance (Y/N) Comments 1 Consistent on-axis response 2 Structured ultra-thin design 4 Preferably push to talk Causes no interference to the Video Conferencing System, especially the audio 5 sections Supports interface with mixer/VC system 6 with perfect matching 7 Polar pattern: Super- Hyper Cardioid 8 Low output Impendence 9 Works with Echo Canceller Collar Wireless Microphone S# Specifications Compliance (Y/N) Comments 1 Consistent on-axis response 2 Structured ultra-thin design 3 Preferably push to talk Causes no interference to the Video Conferencing System, especially the audio 4 sections Supports interface with mixer/VC system 5 with perfect matching 6 Polar pattern: Standard for collar mics 7 Low output Impendence 8 Works with Echo Canceller Mixer S# Specifications Compliance (Y/N) Comments 1 Frequency Response 0-3db Micro 100-17000 Hz Aux:40-21000 Hz 2 Front / Rear Panel Controls 8 microphones level control 1 master gain control 1 Fader and Headset volume Page 36 of 42
  37. 37. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS 1 bass and treble control each indication lamp power button switch AC in Low/High out put Record Jack Microphones input jack 3 Power Supply Requirements 110-240 VAC, 50-60Hz 4 Rack Mounting Echo/Noise Canceller S# Specifications Compliance (Y/N) Comments 1 Highest possible audio quality between sites – Industry leading acoustic echo and noise cancellation, minimum 32 channel support 2 Clear crisp sound – Ambient noise cancellation on mic or line input 3 Connectors: Support standard microphone, mixer, and VCR connectors. 4 Power: Input voltage of 110 -240 VAC ,50-60 5 H Microphone input : adjustable -55dBu to +0 dBu nominal 6 Loudspeaker Output 5 W ,4 Ohms 7 Input Impedance 5 k Ohms 8 Signal to Noise Ratio Line level ,0 dB gain :> 60 dB 9 Frequency response 20 Hz – 15 KHz 10 Acoustic Echo Cancellation Span 120 ms or less 11 Dynamic Range 85 dbi 12 Convergence Rate 40 dB / Second 13 Operating Temperature 0 °- 40 °C Page 37 of 42
  38. 38. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-K Installation of Equipment (Cat-I, Cat-II and Cat-III) (Installation, Integration, Testing & Commissioning) Cat-I Video Conferencing Equipment and Software S# Specifications Compliance (Y/N) Comments 1 System Integration Cabling used for will be of the highest 2 quality Cat-II Interactive Devices for Teaching and Collaboration S# Specifications Compliance (Y/N) Comments Cabling used for will be of the highest 1 quality Cat-III: Audio Equipment S# Specifications Compliance (Y/N) Comments Supplier of Audio equipment will take full 1 responsibility for integration of complete audio and video system In audio system integration only balanced, low impedance audio connections will be 2 used. This applies to the whole audio signal chain and includes microphones, mixers, amplifier, etc. Cabling used for audio will be of the highest 3 quality Audio cabling (particularly microphone cables) should be routed away from sources of interference and should not be run 4 parallel to mains supply cables. All signal and mains supply cables must be installed according to IEE regulations. Page 38 of 42
  39. 39. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Test and Acceptance (Cat-I, Cat-II and Cat-III) Comments/Type of S# Specifications Compliance (Y/N) Tests Specify tests that will be conducted to establish compliance of each network 1 component with the specifications listed in this equipment. Specify tests that will be conducted to 2 establish system integration. Specify criteria that will be used to establish performance metrics for both audio and 3 video systems after integration as per defined criteria. Specify tests that will be conducted to 4 establish quality of the system at various bandwidth levels. Post Deployment Support (Cat-I, Cat-II and Cat-III) S# Specifications Compliance (Y/N) Comments/Details 1 Provide details if the systems fail to provide the promised QoS how will the problem be resolved. 2 Provide details of response times that will be met in post deployment support. 3 Provide details of how integration issues will be resolved in post-deployment support. 4 Will there be 24x7 support? If not then support details must be provided. 5 Provide details of local support infrastructure that the company will maintain in Pakistan to provide support. 6 Provide details of how equipment repair/replacement will be handled and what timeframes will be involved. 7 If a system fails will there be a replacement provided till the time repaired hardware is made available. Page 39 of 42
  40. 40. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Guidelines For Documentation (Cat-I, Cat-II and Cat-III) The system must come with complete documentation set involving user guides, technical specifications, operation and maintenance manuals etc. S# Specifications Compliance (Y/N) Comments Provide details of all documentation that will 1 be provided with the system. Upgrades (Cat-I only) S# Specifications Compliance (Y/N) Comments All systems must be software up-gradable to 1 the latest version Provide details of how software upgrades 2 will be delivered for each equipment and at what frequency. Reliability and Warranty (Cat-1, Cat-II and Cat-III) S# Specifications Compliance (Y/N) Comments Provide details on Video Conferencing 1 Equipment reliability resiliency, MTBF & MTTR. 2 All equipment comes with 1 year warranty. The integrated system is warranted for 3 3 years for parts and performance. Page 40 of 42
  41. 41. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure-L Overall Compliance Undertaking I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/Conditions of this RFP hereby undertake and firmly bound myself to abide by/comply all sections of this RFP except for those items noted below. 1 2 3 4 5 6 7 8 9 10 Signature __________________ Name __________________ Designation __________________ Company __________________ Date __________________ Page 41 of 42
  42. 42. HIGHE ION RFP for Video Conferencing Equipment & Services S R EDUCATION COM MIS Annexure- M Technical Evaluation Criteria Technical Evaluation criteria will be provided to the Bidders at Bidders Conference to be scheduled on November 15, 2006. Page 42 of 42

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