REQUEST FOR PROPOSAL (RFP) for the

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1 SRI LANKA EXPORT DEVELOPMENT BOARD (EDB) REQUEST FOR PROPOSAL (RFP) for the Supply, Installation and Configuration of a Video Conferencing System with other Required Accessories in EDB Board Room

2 Table of Contents 1. RATIONALE OBJECTIVES SCOPE OF WORK VISUAL COLLABORATION PRE-INSTALLATION DOCUMENTATION WARRANTY SERVICE LEVEL AGREEMENT (SLA) REQUIREMENTS FOR THE VIDEO CONFERENCING SOLUTION REQUIREMENTS OF THE SERVICE PROVIDER RFP PREPARATION INSTRUCTIONS EXECUTIVE SUMMARY CONTRACTS PROPOSAL SUPPORT AND MAINTENANCE SERVICES IMPLEMENTATION CONSIDERATIONS COSTING MODEL REFERENCES APPROACH AND VALUE PROPOSITION GOOD FAITH STATEMENT GENERAL INFORMATION COSTS INTELLECTUAL PROPERTY RESPONSES LIABILITY SUBMISSION OF RFPS EVALUATION OF RFPS CONTRACT PERIOD DELIVERY & PLACE OF INSTALLATION ANNEXURE A: TECHNICAL SPECIFICATIONS SPECIFICATIONS FOR VCS EQUIPMENT NETWORK & INTERNET CONNECTIVITY ANNEXURE B: DIMENSIONS OF THE BOARDROOM Page 2 of 15

3 1. Rationale This RFP aims to address the need for the (EDB) to establish a secure, robust, reliable, scalable and integrated Video Conferencing System (VCS) incorporated with cutting edge infrastructure and productivity tools to facilitate online collaboration and communication with international/national organizations and EDB s local branch offices. 2. Objectives (EDB) calls quotations from local reputed services providers to implement a Video Conferencing (VC) facility to its Boardroom at the Head Office that meets EDB s business collaboration and communication requirement with international/national trade organizations and local branch offices which should allows EDB management and various forums to communicate & collaborate online. The international/national organizations may have their own VCSs implemented using heterogeneous platforms which is beyond control of the EDB. The proposed VCS of the EDB should be able to participate any video conferencing requests including webinars, online presentations etc initiated from these heterogeneous platforms as well as EDB should be able to initiate video conferencing requests to these organizations. 3. Scope of Work The scope of this project shall cover the acquisition and implementation of the following: Acquisition of the VCS hardware and software infrastructure. Installation, configuration and maintenance of VCS. Installation of other required accessories, power & network outlets, lighting fixtures etc required for proper functionality and optimal utilization of the VCS. Training and enablement. Provide after-sale support services to the VCS. 4. Visual Collaboration The proposed VCS should meet the minimum requirements of features and functionality specified in this document. The service provider is required to meet with the relevant officer(s) at EDB to discuss the organization s video conferencing needs, expectations and inspect the installation site personally to obtain the thorough understanding of EDB requirement of VCS before quoting to this RFP. Page 3 of 15

4 In line with the current industry standards and best practices, the service provider is required to design the VC infrastructure at the boardroom (with required lighting, power & network outlets etc) to be as resilient as possible, to minimize the effects of failures, distortions and ensure the optimal functionality of the VCS. (See Annexure B for the Boardroom dimensions) 5. Pre-Installation Service provider shall provide detailed work plan with timelines specifying installation, design, deployment plan, detailed activities with timelines. This covers the preliminary work, i.e. installations of required power & network cabling, lighting fixtures etc required for the boardroom and provisioning of the systems as specified. 6. Documentation The each equipment, software modules/components/configurations and licenses of the VCS must be clearly documented. The complete installation shall be fully tested and documented in accordance with industry standards. On completion of installation, the service provider shall make available a detailed diagram, documentation & user manual for the VCS. 7. Warranty The service provider must also provide a minimum of 3-year on-site comprehensive (parts & labour) warranty for all the equipment of the VCS. During this period, the contractor will be fully responsible for rectification of any faulty equipment/software component. 8. Service Level Agreement (SLA) Service Provider shall come into an agreement with EDB initially for 3-year period and shall: Provide response, resolution timeframes of rectifying any hardware/software /configuration faults; Provide an escalation list and procedure in reporting fault and downtimes; and Service Providers must immediately advice EDB of any known defects ahead of time and any other relevant details. Page 4 of 15

5 9. Requirements for the Video Conferencing Solution VCS must support future expansion and must cater for the following scenarios: (see Annexure A for technical specifications) (Note: should provide documentary proofs of each item) Multiparty VCS must be deployed to support the VC Meeting Rooms and must allow for Multiparty Video Conferencing between the externally originated various VC rooms. The VC Codecs must be able to access the internet for 3rd party VC calls. EDB should be able to participate any VC requests including webinars, conduct online video/powerpoint presentations etc which are initiated from external VC rooms as well as EDB should be able to initiate VC requests to these organizations as well. Licensing should be supported for business interoperability. Must be of a mobile nature so that the complete solution can effortlessly be moved with ease within the Boardroom or relocated to another room if required. Content sharing to the mobile unit shall be wireless and must accommodate the content sharing from PC, Apple, as well as Tablets and Smart phones. Must support desktop integration on all major Operating System platforms. Professional display must be offered and 65-inch screen size is preferred. Must be from an internationally recognized manufacturer and must be featured as a leader in Gartner s Magic Quadrant for Video Conferencing or similar. Must include all the components to deliver an end-to-end business VC solution. Must have the ability to integrate with other web video chat systems (Skype, Adobe Connect etc). Must provide for upgradeable firmware and software. Must provide the functionality for recording of Video Conferences with HD quality video and sound for at least 2-hour continuous duration. Must support strong security. Page 5 of 15

6 10. Requirements of the Service Provider Service Provider must comply with all of these requirements: (Note: should provide documentary proofs of each item) Must be a registered company in Sri Lanka and should have a national footprint to provide reputed VC solutions. Must have a proven track record of VCSs implemented and supported within the public and private sector al least for last 03 years. Must be certified with an internationally recognized manufacturer for the equipment proposed. Must provide internationally recognized and supported equipment and infrastructure. Must be accredited to install, supply and support the product provided in the response. Must have appropriate technical staff qualified on providing solutions/services proposed against this RFP. These certifications and accreditations must be provided as part of the RFP documents. 11. RFP Preparation Instructions RFPs submitted by prospective Service Providers should include all the documentation requested in this RFP including followings: 11.1 Executive Summary a) High level overview of your Company b) Executive overview of your solution Page 6 of 15

7 11.2 Contracts Provide the following copies for your organizations: 11.3 Proposal a) Standard Terms and Conditions b) Master Service Agreement and Service Level Agreement (SLA) options c) Vendor certifications d) Maintenance and Support Agreement a) Detailed solution description b) All the document requested in this RFP c) Pricing Summary d) Technical Architecture with required no. of hardware & software components & licenses e) Services description f) Implementation Methodology & Project Plan 11.4 Support and Maintenance Services a) Service Levels offered b) Metrics and measurement methodologies 11.5 Implementation considerations a) Timeline estimate for the implementation of the service b) Dependencies c) Potential additional costs not currently quoted in your response Note: Installation works may need to be carry out with minimal disturbances to the day-to-day business activities of the EDB and preferably during after-office hours and weekends Costing Model a) Include all assumptions, exclusions, options and explanatory notes. b) Pricing to be quoted on the current exchange rate in LKR and be inclusive of any government taxes mentioning separately. c) All additional costs must be clearly specified in the total bid price separately. d) Payment will be linked to successful achievement of agreed milestones. e) Prices should be valid for a minimum period of 90 days after the closing date. f) Costing Model Page 7 of 15

8 (Template for the Costing Model) SUPPLIED EQUIPMENT AND SERVICES: QTY COST Govt. tax SERVICES REQUIRED: Warranty, Maintenance and Support of hardware Maintenance and Support of software supplied Training on the use of software and hardware installed Support Service fees for the three year contract period Installation and Configuration Others (mention each item separately) SOFTWARE REQUIRED: Software licensing Annual Software Assurance Multiparty licensing Others (mention each item separately) HARDWARE REQUIRED VC Codec Kit Microphone Array Camera Multipoint Conferencing Unit (MCU) / Wireless Presentation Unit (WPU) Audio Soundbar System LED Display/monitor High Quality Mobile V-Con Media Cart Installation and Configuration of VCS Installation and Configuration of power/network/video cabling and lighting fixtures required for VCS Others (mention each item separately) 11.7 References Submit at least three (3) contactable references where similar work has been implemented within the last three (3) years Page 8 of 15

9 11.8 Approach and Value Proposition The ideal Service Provider is required in their response to provide an overview of the proposed delivery approach should they be awarded this contract for the provision of VC equipment and services, and how they will proceed with the integration, implementation and overall delivery of the service requirements. The ideal Service Provider should provide a description of what benefits, technology and/or otherwise the EDB can expect to gain should they be awarded the tender. All Service Providers shall be held liable to deliver the services contained in their proposals. Service Providers must respond with the services they will deliver in accordance with the specified requirements rather than what could be implemented Good Faith Statement All information provided by the EDB in this RFP is offered in good faith. Individual items are subject to change at any time. The EDB makes no certification that any item is without error. 12. General Information Unless specifically requested, all documentation submitted to the EDB will not be returned to the bidder. All received information will be treated with confidentiality by the EDB Costs The RFP does not obligate the EDB to pay for any costs, of any kind whatsoever that may be incurred by the potential Service Provider or any third parties, in connection with the proposal. All proposals and supporting documentation shall become the property of the EDB subject to claims of confidentiality in respect of the proposals and supporting documentation Intellectual Property All submitted proposals should not use any intellectual property of the EDB including, but not limited to, all logos, registered trademarks, or trade names of the EDB, at any time without the prior written approval of the EDB, as appropriate. Page 9 of 15

10 All documentation, software customization and/or any intellectual property developed by the appointed Service Provider during the duration of this contract shall become the property of the EDB Responses All submitted proposals by bidders shall become the property of the EDB and will not be returned Liability The EDB shall not be liable to any bidder, person, or entity for any losses, expenses, costs, claims, or damages of any kind: Arising out of, by reason of, or attributable to, the bidder responding to this RFP or As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process. 13. Submission of RFPs The service provider shall study the entire RFP Document and must comply with all the terms and conditions. a) All the documents requested in this RFP are mandatory and must be submitted. b) Formal letter of transmittal signed by an authorized representative of the company including the name, title, office address, office and mobile telephone numbers of the person(s) authorized by the company for the technical clarifications on the RFP. 14. Evaluation of RFPs The contract is evaluated and awarded to the service provider considering the factor of Best value for money, with the best price-quality ratio, taking into account the following criteria. a) Completeness and consistency of the documents submitted with the RFP. b) Compliance and conformity to the minimum requirements of the RFP. c) Technical Merit of Proposal. d) Approach to the implementation of proposed solution. Page 10 of 15

11 e) Capacity, Experience and Proof of ability of Service Provider. f) References of similar VC projects implemented during last 3-years. g) After Sales Service within the warranty period and post warranty period. h) Delivery Period. i) Price. Sufficient information must be provided to allow the evaluation panel to evaluate proposals against these criteria. Neither the lowest priced proposal, nor any proposals, will necessarily be selected by the EDB as the preferred RFP. 15. Contract Period The duration of the proposed service agreement shall be initially for a period of three (3) years, which will be reviewed every twelve (12) months based on performance against an agreed Service Level Agreement (SLA). 16. Delivery & Place of Installation Delivery & Place of Installation NDB/EDB Tower 9 th Floor, No. 42, Navam Mawatha, Colombo 2, Delivery & Installation Period Within 04 weeks from issuance of Notice to Proceed Page 11 of 15

12 17. ANNEXURE A: Technical Specifications 17.1 Specifications for VCS equipment Required quantity of each hardware equipment and software components/ licenses must be specified. Description Features and Capabilities VC Codec Kit & MCU Specifications - Multi-party interactive video sessions and asynchronous visual collaboration - Ability to setup video conference call and invite participants to a video conferencing sessions - Support click-to-join using remote control, touch panel, or even touch screen displays - Multiple microphone inputs and stereo channels - Centralized management interface for managing video conference session - Multiple microphones with sound localization and lip sync capabilities - Flexible camera with innovative sound and facialtracking algorithms to accurately focus on the person speaking - Support intelligent bandwidth management, reduce drop calls, tolerate packet loss without affecting audiovisual performance, deliver superior video and audio feed. - Automatic gain control - Noise suppression, noise block, acoustic fence, instant adaptation echo cancellation, live music mode, ability to pick up soft voice and set the microphone in the direction of the active speaker - Allow computer users or participants to actively participate in a conferencing session, simultaneous share content among all participants (e.g. share file, desktop, application and whiteboards), share messages via instant messaging, ask questions using polls or raise hands, File sharing or slide shows to share PowerPoint or other presentations - Audio and video streaming - Live interaction and real-time session recording for later review or archiving - H.323 and SIP standards compliant MCU - Full HD Triple Display H.264 High Profile Codec - Should be able to link PC, Mac, Tablet and Smart phones Page 12 of 15

13 Camera - Motorized PTZ (PAN-TILT-ZOOM) HD Camera of 1080p 60fps resolution with minimum 12x optical zoom, Auto Focus and white balance features. - Camera should be controllable from hand held remote / touch pad controller supplied as a part of Video Conferencing System - It should be capable of enhancing video conferencing experience by adding additional hardware/software with advance speaker tracking technology such that it automatically scans the room and seamlessly command the main camera to appropriately frame the speaker/user during the call without any manual intervention. Microphone Array - High quality microphone(s) along with required cabling - Microphone must have automatic Gain Control and automatic noise suppression Wireless Remote - Easy to use fully functional wireless remote control Audio / Soundbar - Professional type Soundbar - for Audio Reinforcement - Digitally Optimized Virtual Surround processing - Frequency Range: 70Hz to 20kHz - 22 khz bandwidth with crystal clear audio, stereo sound - Support for industry audio standards and digital formats such as: AAC-LD, G.719, G.711, G.711A-law, G.711U-law, G.722, G.722.1, G.728, G.729A, G.729 and PMCA Codec standards Video Standards and Protocols - Support for industry standards video and protocols such as: o H.261, H.263, H.264 AVC, H.264 High Profile, H.264 SVC, RTV o H.239/BFCP (Binary Flow Control Protocol) for content sharing o H.263 & H.264 Video error concealment o MPEG, MPEG2 and MPEG4 video formats o Full HD 1080p, HD 720p, CIF and 4CIF video resolutions o 1080p, HD 720p, WSXGA, SXGA, XGA and SVGA content resolutions Display Unit - Professional 65 Inch Full HD LED Display/Monitor with high duty cycle - Resolution x1080 (16:9) - Contrast Ratio :1 - Viewing Angle(H/V) - 178:178 Page 13 of 15

14 Network Interfaces - Support for a wide variety of standard network interfaces to facilitate connectivity to various types of networks. Support for the following: o IPv4 and IPv6 support o 10/100/1G Ethernet o Auto-MDIX o H.323 and/or SIP o Lost Packet Recovery technology o Reconfigurable MTU size o RS232 with API support Enterprise Security Standards and Encryption High Quality Mobile Cart - Support for strong media encryption (H.323, SIP): AES- 128, AES-256, H.235.6, PKI/Certificate Management: (SSL 3.0, TLS 1.0,1.1, 1.2), Self-signed and CA-signed certificate support - Utilize the latest encryption standards and other data security services to ensure that communications and system resources are kept secure and confidential - Single Display mobile V-Con Media Cart with height adjustable and metal wheels Lighting - Fixing of required professional lightings in Boardroom to meet the requirements of VCS Power & Network - Installation of 13A power outlets required for VC Cabling devices and IT equipment Video Cabling - Install dual port HDMI splitter & HDMI cabling for existing overhead projector VC Additional Specify any other requirements Equipment, Software & Licenses 17.2 Network & Internet Connectivity Network & internet connectivity required for the VCS at EDB Boardroom will be provided by EDB. All the devices proposed by service provider should support 100/1000 Mbps auto speed Ethernet ports and IPV4 and IPV6 support. Details of the network & internet connectivity provided by EDB: Connection Bandwidth Connection Type Remarks Internet 100Mbps (download) 50Mbps (upload) ADSL Optical Fiber link LAN Gigabit Ethernet - 2x RJ-45 ports - Wi-Fi connectivity Will be upgraded by EDB as need arises Additional cabling requirements for VCS should be installed by the service provider Page 14 of 15

15 18. ANNEXURE B: Dimensions of the Boardroom Note: Diagram is not in to a scale Page 15 of 15

Supply, Installation and Configuration of Video Conferencing System

Supply, Installation and Configuration of Video Conferencing System BACKGROUND Rationale This Tender aims to address the need for the APRM to establish a secure, robust, reliable, scalable and integrated