Terms of Reference. [Type text]

Transcription

1 [Type text] Terms of Reference This document is the Intellectual Property of UNICEF and has been shared with UNICEF ITSS staff and selected partners for the sole purpose of supporting the UNICEF IT environment. It may not be sold, distributed and/or shared in hardcopy or electronic format to any other company, associate and/or representative without the written consent of UNICEF.

2 Table of Contents 1. INTRODUCTION CONTEXT OVERVIEW OF UNICEF UNICEF REQUIREMENT DESCRIPTION OF GOODS Ceiling mounted speakers with all mounting and wiring accessories Microphones with 360 degrees pickup Integrated Amplifier/Mixer with mounting and wiring accessories Matrix Switcher equipped with RS-232 serial and Ethernet IP control with all mounting and wiring accessories Integrated Control System including all mounting hardware and accessories Control panels: Two types - wall fitted and wireless, including all mounting and wiring accessories Telephony Conference Tables with embedded surfaces for power supply, Ethernet (RJ45), Telephony (RJ11), VGA, HDMI and USB ports Diffused lighting with dimming features Window Blinds and Treatment Digital recorders that support MPEG 4 video and MP3 audio recording of the conference for up to 8 hours Equipment Racks including all mounting hardware and accessories for cable management DESCRIPTION OF SERVICES Working with UNICEF project team, establish a topology of conference rooms, according the type of meetings that are typically conducted in that room For each type of conference room, propose equipment (microphones, etc) and environment settings (light, color, sound panels, etc) that will provide the best user experience, while delivering the best value for money to UNICEF Supply, deliver, install and configure ceiling mounted speakers with all mounting and wiring accessories for each identified conference room Supply, deliver and install for each conference room microphones with 360 degrees pickup Supply, deliver, install and configure an Amplifier/Mixer with mounting and wiring accessories Supply, deliver, install and configure a Matrix Switcher with all mounting and wiring accessories Supply, deliver, install and configure for each identified conference room an Integrated Control System including all mounting hardware and accessories ITB-NYH Page 1

3 2.2.8 Supply, deliver, install and configure for each identified conference room, 2 control panels (one fixed and the other wireless) that work through the Integrated Control System including all mounting and wiring accessories Supply, deliver, install and configure the setup to support the analogue telephone line that should be capable of feeding into the video/web conference or stand-alone as an audio conference Supply, deliver and install conference tables that have embedded surfaces for power supply, Ethernet (RJ45), Telephony (RJ11), VGA, HDMI and USB ports Supply, deliver, install and configure diffused lighting with dimming features for each identified conference room Supply, deliver and install window blinds and treatment for each identified conference room Supply, deliver, install and configure digital recorders that support MPEG 4 video and MP3 audio recording of the conference for up to 8 hours Supply, deliver and install equipment racks and accessories to house the equipment supplied for each identified conference room type including all mounting hardware and accessories for cable management Warranty: All electronic equipment must have a manufacturer s warranty of 2 years with the option to renew annually Bidders must provide a comprehensive continued maintenance service for listed equipment, connectors, cables, etc ADDITIONAL INFORMATION APPENDIXES ITB-NYH Page 2

4 1. Introduction This document provides technical information required for qualified parties to submit Bids to upgrade UNICEF Headquarters Conference Rooms to support Video/Audio/Web Conferences. 1.1 Context UNICEF Headquarters in New York City are divided between two buildings 3 United Nations Plaza (UNICEF House) and 633 Third Avenue. We have 12 conference rooms across 15 floors in UNICEF House and 5 conference rooms across 6 floors in 633 Third Avenue. Each conference room is equipped with a conference phone (Polycom SoundStation or Nortel handset). Some have flat panel monitor/projector screens, and a Polycom Video Conference unit, as well as telephone and Ethernet connections. In order to ensure that we meet the growing need for audio, video, and web collaboration sessions with UNICEF offices around the world and with our partners, UNICEF wishes to solicit offers from suitable Bidders to upgrade our conference rooms with additional audio/visual capabilities. The equipment distribution matrix is in Appendix 1 In view of the results of this exercise, UNICEF will consider and adopt different approaches to meeting this need depending on the cost and availability of the proposed solutions. Some of the options which will be considered are: (a) provide basic upgrades to all or some of our conference rooms, (b) provide full upgrades to all or some of our conference rooms, (c) provide full upgrades to some conference rooms while providing basic upgrades to other conference rooms, etc. In short, UNICEF seeks solutions offered in a modular fashion such that we have an option to select the best option for each conference room. Detailed requirements have been included in Chapter 2. While the details in Appendix 1 give an indication of the potential size of the engagement, this document does not imply a commitment by UNICEF to contract for a specific number of conference rooms. Final number of conference rooms may either increase or decrease depending on the needs of the organization. 1.2 Overview of UNICEF UNICEF increasingly relies on remote collaboration tools such as audio, video and web conferencing to help its staff overcome geographical limitations in their day-to-day interactions with colleagues, partners and clients. These tools help UNICEF increase its productivity, increase collaboration, reduce costs while reducing its carbon footprint and become more environmentally friendly. As users rely increasingly on these collaborative tools, their expectations for the technologies quality, reliability and performance are high with most of them anticipating a service level equivalent to that of normal telephone calls. However, the technology ITB-NYH Page 3

5 involved, from sound and image equipment to network quality, makes a video enabled conference much more complex to handle than a simple phone call. ITB-NYH Page 4

6 2. UNICEF Requirement UNICEF is looking to upgrade its conference rooms to support audio/video/web conferences with minimum effort. A user should be able collaborate with remote participant(s) using a computer for presentations, audio and video with minimal technical support. The conference room should support audio conference calls over telephones lines, Polycom video conferences, and Lync web conferences. 2.1 Description of Goods HARDWARE Yes No DESCRIPTION Ceiling mounted speakers with all mounting and wiring accessories Microphones with 360 degrees pickup. For each conference room please propose speakers with sufficient power to cover the room. Desired Ceiling Speaker technical specifications or better: 100x100 degree coverage two-way coaxial driver arrangement 80 Hz to 20 khz frequency response 10db Maximum SPL, 1m, free field: 102 db SPL 70/100V transformer included For each conference room please propose microphones with 360 degrees pickup. They should also support cascading where required to improve coverage. Microphones should support audio, video, and web conferences. Proposals offering table-top microphones as an additional option will be looked upon favourably. Desired microphone specifications or better: To prevent interference Microphones should be fully shielded and filtered. Frequency Range: 10-20,000 Hz Phantom Voltage: 2-50 Volts DC Impedance: 200 Ohms nominal, balanced after connection module Output Level : -57 dbm (-51 dbm when mounted) Recommended Room Reverberation Time: < 0.6 seconds Recommended Room Conditions Noise Level: < 48dBa Depending on room size, contractor will determine required distances between speakers and microphones. ITB-NYH Page 5

7 2.1.3 Integrated Amplifier/Mixer with mounting and wiring accessories Matrix Switcher equipped with RS-232 serial and Ethernet IP control with all mounting and wiring accessories Integrated Control System including all mounting hardware and accessories Control panels: Two types - wall fitted and wireless, including all mounting and wiring accessories. For each conference room please propose a central mixer that should be capable of mixing microphone inputs, video and a telephone input. It is desirable that it supports echo cancellation, eliminates feedback and suppresses noise. Desired Mixer technical specifications or better: 24-bit/96kHz signal processing 12 analog mic/line inputs stereo line-inputs expandable + 16 input channels motorized faders MIDI remote control 19 rack mount included For each conference room please propose a matrix switcher which should support RGB, HDMI, Component video, S-video and composite video. Also must be equipped with RS-232 serial and Ethernet IP control. For each conference room please propose an integrated control system which should be able to control conference room lighting, audio/video resources, projectors/tv sets, and DVD/CD players. Should support an IP-based control system via Ethernet and the Internet for remote control, monitoring, programming, and diagnostics. Should include but not limited to - Video BNC, Composite, S-video, Audio 5 pin and 3 pin 3.5mm; control and power: DB9, Serial, RJ45, RS232 For each conference room please propose two types of control panels - wall fitted and wireless. These should permit users to remotely control conference room resources (lighting, AV, input selection etc.) Telephony For each conference room please propose the setup that will support an analogue telephone line that should be capable of feeding into the video/web conference or stand alone as an audio conference Conference Tables with embedded surfaces for power supply, Ethernet (RJ45), Telephony (RJ11), VGA, HDMI and USB ports For each conference room please propose suitable conference tables that have power points for connecting laptops and other auxiliary equipment. Conference participants should be able to dial out to include other participant from a keypad on the conference table. Each conference table should have an HDMI, USB, Ethernet, VGA and an analogue telephone port. These ports should feed into the video conference for presentations and collaboration. ITB-NYH Page 6

8 2.1.9 Diffused lighting with dimming features Window Blinds and Treatment Digital recorders that support MPEG 4 video and MP3 audio recording of the conference for up to 8 hours Equipment Racks including all mounting hardware and accessories for cable management. For each conference room, please propose sufficient diffused lighting that also allow for dimming features For each conference room, please propose suitable blinds to block external light/sun glare For each conference room please propose a digital recorder which should support MPEG 4 video and MP3 audio recording of the conference for up to 8 hours. Desirable that it has the ability to playback DVD/CD and audio files into the conference. Equipment must be upgradeable to take advantage of new formats and features. All equipment should be mounted in a rack, neatly cabled and labelled 2.2 Description of Services PRE-INSTALLATION SERVICES Note: UNICEF will provide the vendor access to its premises to conduct an initial survey and to install equipment. UNICEF will provide the codecs and TV screens in each conference room as per availability and usage Working with UNICEF project team, establish a topology of conference rooms, according the type of meetings that are typically conducted in that room For each type of conference room, propose equipment (microphones, etc) and environment settings (light, color, sound panels, etc) that will provide the best user experience, while delivering the best value for money to UNICEF. INSTALLATION SERVICES YES NO DESCRIPTION e.g., traditional full service Video conference, Lync-based web conferencing, etc Supply, deliver, install and configure ceiling mounted speakers with all mounting and wiring accessories for each identified conference room Supply, deliver and install for each conference room microphones with 360 degrees pickup ITB-NYH Page 7

9 2.2.5 Supply, deliver, install and configure an Amplifier/Mixer with mounting and wiring accessories Supply, deliver, install and configure a Matrix Switcher with all mounting and wiring accessories Supply, deliver, install and configure for each identified conference room an Integrated Control System including all mounting hardware and accessories Supply, deliver, install and configure for each identified conference room, 2 control panels (one fixed and the other wireless) that work through the Integrated Control System including all mounting and wiring accessories Supply, deliver, install and configure the setup to support the analogue telephone line that should be capable of feeding into the video/web conference or stand-alone as an audio conference Supply, deliver and install conference tables that have embedded surfaces for power supply, Ethernet (RJ45), Telephony (RJ11), VGA, HDMI and USB ports Supply, deliver, install and configure diffused lighting with dimming features for each identified conference room Supply, deliver and install window blinds and treatment for each identified conference room Supply, deliver, install and configure digital recorders that support MPEG 4 video and MP3 audio recording of the conference for up to 8 hours Supply, deliver and install equipment racks and accessories to house the equipment supplied for each identified conference room type including all mounting hardware and accessories for cable management. To mix audio, video and telephony in each identified conference room To switch between various video inputs; for each identified conference room. To provide overall control of the video conferencing resources in the room. To control lighting and audio/video input selection. All wires and cablings shall be neatly tie-wrapped, routed and hidden where possible. To prevent external light from entering the conference rooms ITB-NYH Page 8

10 POST-INSTALLATION SERVICES Yes No DESCRIPTION Warranty: All electronic equipment must have a manufacturer s warranty of 2 years with the option to renew annually Bidders must provide a comprehensive continued maintenance service for listed equipment, connectors, cables, etc. Includes manufacturer feature enhancement software updates and/or upgrades. Maintenance is limited to periodical check that cables and connectors are intact and replaced when frayed or damaged and also that all supplied equipment are in good working order and replacement of damaged equipment and parts. Includes 7x24 emergency tele-support. Next business day Failed Parts Shipments for customer installation. 2.3 Additional Information (Bidders to Insert text maximum 250 words) BIDDER EXPERIENCE Description Proposers recent experience with similar project Proposers shall provide an outline of recent experience with implementation of similar projects ITB-NYH Page 9

11 3. Appendixes Appendix 1 Room Dimensions, pictures and equipment 3 UN Plaza, 2nd floor conference room Equipment in room: Polycom HDX 8000 HD Polycom SoundStation Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and ITB-NYH Page 10

12 sections and sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 2 nd Flr Conference Room ITB-NYH Page 11

13 Appendix 2: 3 UN Plaza, 3rd floor conference room Equipment in room: Polycom HDX 8000 HD Polycom SoundStation Seating Capacity: Approximately 15 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and ITB-NYH Page 12

14 sections and sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 3rd Flr Conference Room ITB-NYH Page 13

15 Appendix 3 3 UN Plaza, 4th floor conference room Equipment in room: Polycom SoundStation Seating Capacity: Approximately 15 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and ITB-NYH Page 14

16 sections and sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 4th Flr Conference Room ITB-NYH Page 15

17 Appendix 4 3 UN Plaza, 5 th floor conference room Equipment in room: Polycom HDX 8000 HD Polycom SoundStation Seating Capacity: Approximately 15 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and ITB-NYH Page 16

18 sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 5th Flr Conference Room ITB-NYH Page 17

19 Appendix 5 3 UN Plaza, 6th floor conference room Equipment in room: Polycom HDX 8000 HD Polycom SoundStation Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and ITB-NYH Page 18

20 sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 6th Flr Conference Room ITB-NYH Page 19

21 Appendix 6 3 UN Plaza, 7 th floor conference room Equipment: Polycom SoundStation Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and ITB-NYH Page 20

22 sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 7th Flr Conference Room ITB-NYH Page 21

23 Appendix 7 3 UN Plaza, 8 th floor conference room Equipment in room: Polycom HDX 8000 HD Polycom SoundStation Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and ITB-NYH Page 22

24 sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 8th Flr Conference Room ITB-NYH Page 23

25 Appendix 8 3UN Plaza, 9 th floor conference room Equipment in room: Polycom SoundStation Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and ITB-NYH Page 24

26 sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 9th Flr Conference Room ITB-NYH Page 25

27 Appendix 9 3UN Plaza, 10 th floor conference room Equipment in room: Polycom VSX 7000A Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and ITB-NYH Page 26

28 sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 10th Flr Conference Room ITB-NYH Page 27

29 Appendix 10 3UN Plaza, 11 th floor conference room Equipment in room: Polycom HDX 8000 HD Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and ITB-NYH Page 28

30 sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 11th Flr Conference Room ITB-NYH Page 29

31 Appendix 11 3UN Plaza, 12 th floor conference room Equipment in room: Polycom HDX 8000 HD Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and ITB-NYH Page 30

32 sections and sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 12 th Flr Conference Room ITB-NYH Page 31

33 Appendix 12 3UN Plaza, 13 th floor Deputies conference room Equipment in room: Polycom HDX 8000 HD Seating Capacity: Approximately 15 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and ITB-NYH Page 32

34 sections and sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 13th Flr Conference Room ITB-NYH Page 33

35 Appendix 13 3UN Plaza, 13 th floor Ludwig conference room Equipment in room: Polycom HDX 8000 HD Seating Capacity: Approximately 12 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and ITB-NYH Page 34

36 sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 13th Flr - Ludwig Conference Room ITB-NYH Page 35

37 Appendix 14 3UN Plaza, 13th floor Maurice Pate conference room Equipment in room: Polycom HDX 8000 HD Overhead projector and pull down screen Polycom SoundStation Mixer amplifier Ceiling microphones and speakers Seating Capacity: Approximately 45 persons ITB-NYH Page 36

38 HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and sections and sections and sections and sections and sections and ITB-NYH Page 37

39 section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 13 th Flr Maurice Pate Conference Room ITB-NYH Page 38

40 Appendix 15 3UN Plaza, Basement B1 Labouisse Hall Equipment in room: Polycom VSX 7000, Overhead projector and pull down screen, mixer-amplifier Seating Capacity: Approximately 150 persons ITB-NYH Page 39

41 HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and sections and sections and sections and sections and sections and ITB-NYH Page 40

42 section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for Basement B1 Labouisse Hall ITB-NYH Page 41

43 Appendix 16 3UN Plaza, Danny Kaye hall No Equipment Seating Capacity: Approximately 50 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and ITB-NYH Page 42

44 sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for Danny Kaye Hall ITB-NYH Page 43

45 Appendix Third Avenue, 6 th floor conference Equipment in room: Polycom SoundStation Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and sections and ITB-NYH Page 44

46 sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 633 Third Ave, 6 th Flr Conference Room ITB-NYH Page 45

47 Appendix Third Avenue, 22 nd floor conference Equipment in room: Polycom SoundStation Seating Capacity: Approximately 100 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and ITB-NYH Page 46

48 sections and sections and sections and sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 633 Third Ave, 22 nd Flr Conference Room ITB-NYH Page 47

49 Appendix Third Avenue, 24 th floor conference Equipment in room: Digital Speakerphone Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and sections and ITB-NYH Page 48

50 sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 633 Third Ave 24th Flr Conference Room ITB-NYH Page 49

51 Appendix Third Avenue, 25 th floor conference Equipment in room: Digital Speakerphone Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and sections and ITB-NYH Page 50

52 sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 633 Third Ave, 25th Flr Conference Room ITB-NYH Page 51

53 Appendix Third Avenue, 26th floor conference Equipment in room: Digital Speakerphone Seating Capacity: Approximately 20 persons HARDWARE/INSTALLATION/ SERVICES/MAINTENANCE sections and Qnty Unit Item Total On-Site Installation sections and sections and sections and sections and sections and sections and ITB-NYH Page 52

54 sections and sections and sections and sections and section and Total Delivery/Installation/Configuration s TOTAL Post-installation services as per section and First-Year Second-Year Third-Year GRAND TOTAL for 633 Third Ave, 26th Flr Conference Room ITB-NYH Page 53

55 Appendix 2 Procedures and purpose of the conference room facilities Full Service Conference A Full Service Conference is an Audio, Video or Web Conference that is extremely important and/or usually involves colleagues at the organization s senior most level (Executive Director, Deputy Executive Director) Full Service Conference sessions must be specifically requested by the hosting office. For these types of sessions, ITSS will provide a high-quality concierge service: Video Conference (VC) Participant Locations. For a quality video conference session, participants should be seated in meeting rooms equipped with room videoconference equipment and a quality conference phone. Booking These sessions can be requested to the Global Help Desk or their local ICT staff by phone or , in advance or ad-hoc. Preparation UNICEF VC focal points and the video bridging vendor will follow the process outlined in the Standard Operating Procedure (SOP) document. Some of the main points are; - The vendor and UNICEF VC focal points test and certify all video conferencing units to be used during the meeting well in advance of the video conference. All rooms are checked and prepared for the session. - Prior to video conference, the vendor activates a communication line (or comline) allowing the vendor s operator and the local technical personnel to remain in constant touch throughout the session. - The vendor meets and greets participants prior to the session to ensure that all sites are properly connected and functioning - As a backup, the vendor dials out to the conference phone at each location. This audio-only backup will be used in case video problems are encountered. During the session UNICEF VC focal points and the video bridging vendor will follow the process outlined in the Standard Operating Procedure (SOP) document. Some of the main points are as follows; - The vendor s attendant monitors the data transmissions throughout the session (the vendor does not have access to the actual conversations), resolves issues, and instructs the local VC focal points as needed. - If a location gets disconnected, the vendor s attendant immediately unmutes the conference phone in the problematic site to allow the meeting to continue. ITB-NYH Page 54

56 - Once the video problem is resolved, the vendor re-joins the problematic site to the video conference. - If the video problem cannot be resolved, the affected site(s) continue the meeting with only audio. Web Conference Participant Locations. For a quality web conference, participants should be seated in offices or meeting rooms equipped with a robust PC connected to a wired LAN connection, installed with web conferencing software (e.g. Lync, Skype, WebEx), dedicated microphone and speakers for audio, and a web camera for video. In many cases, the PC is connected to a large screen display so that participants in the meeting room are able to see the video and shared content. Booking. The office hosting a Web conference schedules the meeting directly (using the licenses assigned to them by the Global Help Desk) and sends invitations to the meeting participants. An office that does not have an assigned license, can request for a license from the Global Help Desk by phone or , in advance. Offices must inform the Global Help Desk or their local ICT staff in advance that they require technical support for their web conferences. Collaboration. Web conferences where content is shared over the Internet allow for a highly collaborative meeting experience amongst participants as they provide features such as Instant Messaging (IM), audio/video, sharing presentation and documents, desktop and application sharing and white boarding. Some of the common use cases for Web conferences are small group meetings, delivering presentation and training, collaborating on document revisions, providing remote technical support. Preparation. The office hosting the meeting, ICT staff and remote participants install, test and ensure all software and hardware (e.g. PC, web camera, microphone), network components and service features to be used during the web conference are in working order, well in advance of the web conference. Web conferencing best practices are shared with all participants Audio Conference Participant Locations. For a quality audio conference, participants should be seated in offices or meeting rooms equipped with a robust conference phone. Booking. Audio conference bridges can be requested to the Global Help Desk or their local ICT staff by phone or , in advance of the meeting. Offices must inform the Global Help Desk or their local ICT staff in advance that they require technical support for their audio conferences. ITB-NYH Page 55

57 Preparation UNICEF Audio Conference (AC) focal points and the audio bridging vendor will follow the process outlined in the Standard Operating Procedure (SOP) document. Some main points include; - The vendor and UNICEF AC focal points test and certify all audio conferencing units to be used during the meeting well in advance of the audio conference. - All rooms are checked and prepared for the session. - Prior to audio conference, the vendor activates a communication line (or comline) allowing the vendor s operator and the local technical personnel to remain in constant touch throughout the session. - The vendor meets and greets participants prior to the session to ensure that all sites are properly connected and functioning. Assisted Conference Assisted audio, video, web conference is targeted at Business As Usual interactions with remote colleagues. As opposed to the Full Service Conference, Assisted Conferences are not monitored there is no vendor attendant or UNICEF ICT staff present throughout the meeting. This service includes audio conference, Web conference (using MS Lync, Skype, WebEx) and Videoconference. Assisted audio and video conferences must be requested to the office s ICT Helpdesk. Assisted web conferences must be scheduled by the meeting s host. Participant Locations If there is more than 1 person in a room, a meeting room with the appropriate equipment (e.g. conference phone, video conferencing unit, large screen display) will be used. If the UNICEF staff audience size is appropriate a Roundtable can be used (a voiceactivated web cam positioned on a meeting table) Remote participants can join by traditional room videoconference equipment (for video conferences), Skype or MS Lync (for web conferences) or phone (for audio conferences) Booking: Service Call to the local Help Desk for audio and video conferences. Web conferences are scheduled directly by the meeting s host. Preparation: Participants should ensure that their equipment is functioning normally prior to the conference. UNICEF staff can get assistance from the Help Desk to resolve technical problems. If a room video conference equipment is used, the VC focal point establishes the conference connections ITB-NYH Page 56

58 During the Session: reconnections, switch to other conference modes must be handled by the meeting host and participants. UNICEF employees can get assistance from their local Help Desk if needed. Self-Service Conference Self-service audio, video or web conferences are scheduled by the organizers themselves, without the need to open a service call. The organizer needs a bit of familiarity with the various available options and may ask Help Desk for advice. Audio conference: for up to 3 participants using the UNICEF table phones or 6 participants using the conference phones for any number of participants using Skype Web conference; for any number of participants using Skype MS Lync Online for up to 250 participants Webinar/Streaming These sessions usually are a one-to-many communication with limited feedback from the audience (questions mostly). Webinars must be requested to the Global Helpdesk. High-end conferences with a large amount of attendees that require streaming of the event should be handled in the way Division of Communications, UNICEF manages this type of event, through a professional company such as Livestream or Ustream. Ubiquitous Audio/Video/Web Conferencing For ubiquitous, open access from various business and consumer endpoints, including desktop and mobile, the Blue Jeans video bridging service will be used. Blue Jeans provides cloud-based, multi-party video conferencing service as an alternative to hardware/software based infrastructure. The service allows for integration between Microsoft Lync Online, Web browsers, Skype, room videoconference equipment, Google Chat or phone. ITB-NYH Page 57