Request for Proposal PROC-AB TLC For the. Provision of Audiovisual, Webcasting,

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1 Request for Proposal PROC-AB TLC For the Request for Proposal PROC- AB TLC for the Provision of Audiovisual, Webcasting, Simultaneous Interpretation, Equipment and Services and Production of Content for ITU Telecom World 2011 Provision of Audiovisual, Webcasting, Simultaneous Interpretation, Equipment and Services and Production of Content for ITU Telecom World 2011 Questions & Answers Questions 1. Are there ISDN lines in each of the rooms the conference will be held in and if so, how many are in each room? Here are our ISDN line requirements: (6 dual ISDN lines (8 lines for 2 languages, 10 lines for 3 languages etc.), meaning 128kbps each, bonding-enabled, NTBA or S-Bus signal, ISDN technician for support during set-up and test). 2. What is the upload and download specs. of the internet connectivity in all of the rooms? Here are our IP requirements: 2 SDSL (from 2 different providers) also called a Symmetrical connection is required this has the same upload speed as it does download and needs to be a minimum of 3Meg (3Meg upload and 3Meg download). It needs to be dedicated, not shared in any way, ideally with a dedicated static IP address, Gateway and Sub Net Answers There are no ISDN lines in the rooms but you can order the required numbers from Palexpo. See the online shop for cost of ISDN lines: Data transmission line ISDN 2x 64Kbit/s Technicians are available on site for support during setup and event. Internet access provided by Palexpo is SDSL. The Local Area Network is redundant by two remote points of presence, 2 paths separated but the same operator (Swisscom). The service delivered is depending on your needs, you can define the bandwidth, the kind and the number of IPV4 (Public or private). To be ordered from Palexpo, see the online shop and choose this service: Dedicated access line 4 Mbit/s with range of 3 public IP addresses 1

2 Mask all these details need to be supplied by the venue or their supplier. If there are any DNS servers on the signal path, the IP addresses of these need to be supplied. Any firewalls need to be open to allow H323. It is possible to use the DHCP protocol rather than static IP, as described above, but the line must not be shared so the full bandwidth up and down can be used by the video conference system. - SDSL Internet Access - 4 Mbps burstable to 8 Mbps - Static Public IPV4 - DNS Servers are provided by operator, you will receive this information after your order. - No Firewall, no security - Main Internet access, core switches and access switches are permanently at Palexpo - Technician are available on site for support during setup and event. On occasion, where firewalls are on the signal path, an access-list, to allow H323 (TCP and UDP 1720 service) from required source to destination, may need to be created by the venue or their supplier the IP address of source and destination is needed for this. All connections must be tested in advance of the live event installing these lines can take over 30 days. 3. How much space can be allocated for our webcasting personnel and equipment in each room? 4. Will the webcast platform be integrated into the ITU website and what should the video frame size be? 5. Will there be powerpoint slides coinciding with the live and ondemand webcasts? 6. How quickly should the ondemand webcasts be ready after they have been recorded live? 7. How long would ITU like to have all of the webcasts hosted for on our servers: 3 months? 1 year? 8. Will there be overlapping conference sessions between all of the rooms? We can allocate an area of 30m2. This applies to some rooms in which we have more equipment (AV, translation, webcast, captioning etc.). For the other rooms ITU will manage to provide enough space for the AV regie. There should be no problem. YES, for the format with regard to the new web site the resolution should be 432 x 245 px. Yes, at least for some of them. On-demand requests should be ready as soon as possible however it s up to the bidder to propose an acceptable deadline and up to ITU to say if it is acceptable or not. ITU tries to make the web-casts available as quickly as possible. We have asked for a quote for 1 year. You can as well quote for 3 or 6 months. YES, but not on permanent basis. 2

3 9. When will the conference program schedule be available? 10. Part III - terms or reference, Page 5/11, 4.5 webcasting, paragraph says (see article below for the number of live feeds) we cannot find article please advise as this information is critical to the bid. 11. Request for proposal page 1/2 paragraph 4 and 5, please provide an ICT services contact at palexpo to speak with ref venue connectivity and services as the service required for webcast may not be listed within the online pricing manual. 12. The request for tender was sent to our Managing Directors only who was on leave. As such we have not attended the site meeting on the 01st June (the proposed date). If we required a site visit who is the venue contact? The final programme will be available by July/August I do apologize. It is a writing mistake. (see article below for the number of live feeds) ICT Service contact : Mr. Olivier Ramel at Palexpo : olivier.ramel@geneva-palexpo.ch Tel: (+41) Contact Palexpo : Jurg Kohler : jurg.kohler@geneva-palexpo.ch Tel : (+41) Yolande Tremege yolande.tremege@geneva-palexpo.ch Tel : (+41) If a Consortium bid is made, does each company submit their own tender for the section they are interested in; Consortium possible, but ITU will only contract and issue payments to one company the consortium leader who is responsible for handling all issues within the consortium. It should consequently be one single bid containing all information. NO. A consortium submits one single bid containing all information. As correctly interpreted by you: Consortium possible, but ITU will only contract and issue payments to one company the consortium leader who is responsible for handling all issues within the consortium. It should consequently be one single bid containing all information. (Part I Instructions to the Bidders, paragraph 1.5. stipulates that The existence of the Consortium shall be clearly identified in the technical proposal specifying the names of all the companies/ institutions involved. ) A, Directly to the ITU with a cover 3

4 letter stating who is within the Consortium and all details completed as per call for bids? B, Separate to but included within one Consortium bid envelope? 14. If a Consortium make a bid, does each company separately invoice the ITU for their section of the work and are each consortium members paid by the ITU directly? 15. Will the ITU pay for pre event project management and development work that is required before the event to phased payment terms (Subject to the award of a contract) or are all payment's made post event? 16. What are the payment terms for this project by the ITU to the supplier? NO. (Part I Instructions to the Bidders, paragraph 1.5. stipulates that The leading company shall be the only company within the Consortium to sign the contract with the ITU shall be responsible for all legal purposes and relationship with ITU. ) The payment schedule is subject to contractual negotiations. The payment schedule is subject to contractual negotiations. Yes ITU will appoint a single focal point for the project. 17. For the webcasting and the portal side of the project will there be a single project lead / contact appointed person at the ITU responsible for this activity who will sign off each phase of the project and have an understanding of the technocracy being deployed? 18. Who is responsible for staging, set design/ stage decoration? Should we make some proposal on this (shape of the room, style)? Should we quote for the stages and set design as well? Is there any option to propose new allocation for the rooms (press room too small per example)? 19. How do we have to understand 3.8 (PART III) in detail? 20. If we are responsible for hanging the banners, how many ITU will decide and handle all the rooms set-up and decoration. ITU may requests proposal to the successful bidder on improvement of room settings to meet AV equipment placement. Part III, 3.8 is self explanatory, bidders should meet the costs mentioned and refer to the Palexpo Online shop under: ITU is responsible for the hanging of banners. 4

5 banners can we expect? What kind of banners (size, weight, hanging options) 21. Is it possible to get a drawing of the the venue (CAD as.dwg) and a plan the existing in-house cabling, to ensure that we can provide an cost effective solution. 22. Do we have special requirements for the opening and closing ceremony? Can we make any? 23. On how many screens (networked flat-screens) do we have to show the same content like live video feeds. Please contact Mr. Jurg Kohler from Palexpo : jurg.kohler@geneva-palexpo.ch Tel : (+41) Special opening ceremony and closing ceremony are separate projects. If we require the services of the appointed AV company we shall discuss the terms separately. From time to time all screens will be required to show the same content however it is not defined how many screens are envisaged in the end. 5