Tender Document For Campus Wide Digital Information Display System Ramanujan Computing Centre Anna University, Chennai - 600 025.
REQUEST FOR PROPOSAL GENERAL INFORMATION OBJECTIVE OF THIS RFP: This RFP (Request for Proposal) is issued as a request for the supply and installation of campus wide digital information display system or e-notice Board for the University. The following document, in its entirety, has been developed as both a bid specification to outline the requirements for the works to be provided, and a basis for proposal submission by the bidder also referred to as the vendor. THE CLIENT ANNA UNIVERSITY Anna University was established on 4th September 1978 as a unitary type of University. It offers higher education in Engineering, Technology and allied Sciences relevant to the current and projected needs of the society. Besides promoting research and disseminating knowledge gained there from, it fosters cooperation between the academic and industrial communities. The University was formed by bringing together and integrating two well-known technical institutions in the city of Chennai. SCHEDULE OF REQUIREMENT Sl. No. Item description Quantity 1. Digital Media Player 50 Nos. 2. Digital Media Application Software 100 users License 3. LED - Display unit with necessary accessories for 50 Nos. wall/ceiling mounting 4 A Computer System with Server Configuration 1 No. 2
TECHNICAL SPECIFICATIONS: 1. DIGITAL MEDIA CONTROLLER / PLAYER The media player continually gets information from the application server and displays the content / information onto the display device. This unit shall be used to play a wide range of digital contents, as audio, video, graphic, document, data, etc. This unit will be controlled by a Software Manager. DIGITAL MEDIA PLAYER SPECIFICATIONS: Required Feature Video processor Video Ports RAM LAN Port Optional feature Description Integrated graphics with MPEG-2/4, WMV9 & H.264 video decoding acceleration. The unit must support the following files Movie : Files whose extension is WMV, AVI, MPG or ASF Image : Files whose extension is JPG, BMP, PCX AND GIF or PNG Sound: Files whose extension is MP3, WAV, WMA, OGG or MID Office : Files whose extension is PPT, XLS, DOC, PPTX, XLSX or DOCX Flash : Files whose extension is SWF PDF : Files whose extension is PDF HDMI and VGA ports 2GB or more At least 2 ports of RJ-45 Gigabit Ethernet connections WLAN : IEEE 80.2.11b/g/n Local Storage: 160GB or higher with interface IDE 44-pin interface for Flash Disk on Module (DOM), SAS or higher technology HDD interface, Flash interface and SD card reader USB : Minimum of 2 ports 3
2. DIGITAL MEDIA APPLICATION SOFTWARE The software is required to manage/control all the digital media players for this application. It is browser based software integrating multimedia information from various levels of administrators provided through browser based template. The content shall be displayed through browser software (residing in digital media player) based on the location of the display unit, which may be customized for the given location. The software must deliver content to media players across multiple locations within the University campuses, through the existing network backbone. The aforementioned software component must provide enough security to the digital content to be displayed and shall have the following features: Required Feature Message Grouping Library Screen Schedule & life time of the message Remote Management Network support Logs Security Use Access Control Description Message is a feature that allows the user to set a text message to appear as an overlay on the monitor screen, on the running content. This allows settings such as end time, color, font, direction, speed, etc. The message should be displayed in a hierarchical manner, with respect to various levels. For e.g., a level 1 message, say L1 must scroll as an overlay above the L2 message, where L1 is higher level in hierarchy than L2 message. Minimum five levels of hierarchy must be supported. User grouping and content grouping, to enable multicast messaging and control. This feature should allow to select a photo file, music file, movie file, document, or flash file etc on the server and ensure the compatibility of the files for Signage applications. With this screen function, the user can select the desired content to display on the client display. May have an option to split the screen to accommodate multiple files in the screen. Watchdog monitor. Schedule the contents, and distribute them to client monitors and local monitor. Option to have offline scheduling with pre-schedule data. Every message must have the finite life time, i.e. duration of the message must be controlled. Remote management allows a user to control the settings for all displays on the network. This allows settings such as picture color, display source, power on/off, brightness, contrast, volume, etc. to be controlled from server PC. IP based and work seamlessly on the LAN for Digital Signage Content. WLAN encryption (like WEP) supported. Audit logs with export features. SSL 128 bit on demand, i.e. https based application Rights based access control & User management 4
3. LED-Display Unit with necessary accessories for wall/ceiling mounting The Display unit must be a state of the art technology based display system, which have to be connected with the above Digital Media Player. TECHNICAL SPECIFICATIONS Active Screen Size Video Signal Standard Backlight Technology Dynamic Contrast Ratio 42.0-inch or higher HDTV 1080p Direct LED 4000000:1 or higher Display Aspect Ratio 16:9 Resolution (H x V) Brightness Connection Terminal Energy consumption LAN Connectivity Sound Built-in Speakers Warranty 1,920 x 1,080 pixels or more 700 cd/m 2 or more Component/RGB IN, Audio IN, HDMI IN x 2 or more, DVI-D IN, PC IN, Audio IN Energy Star Qualified Ethernet Technology 10 w stereo or more Minimum 1 year on parts & service 5
4. SERVER The digital media application software is software working over the web server software. A server is required in which web server software will be installed. A computer system with the following specification as a server is required. Sl. No 1 Processor 2 Memory Item Description 2 x Intel 8 Core Xeon E7-4830, 2.13GHz, 24MB L3 Cache, 6.4GTs/Qpi 64 GB DDR3, 1333MHz or higher Memory for Processors 3 Hard Disk 3 x 300 GB 10KRPM 2.5" SAS Hot Plug 4 Optical Drive DVD Writer 5 Power Supply Dual Power Supply 6 Raid RAID5 Controller Card with 512MB Battery Cache 7 Software Windows Server 2008 & RHEL Certified 8 Form Factor 2U Rack Mountable, With Rack Mounting Kits 9 I/O Ports Single two port 10/100/1000 Mbps 10 Warranty 3 years - Onsite Warranty Compliance (Yes/No) 6
ELIGIBILITY CRITERIA AND SPECIAL TERMS AND CONDITIONS 7
A. ELIGIBILITY CRITERIA FOR TENDERS: o The bidder company should be in existence for at least 2 years o The bidder should have carried out at least one similar projects in the past years o Company should provide major client list o Vendor should have organization strength of at least 10 experts/specialists in this field o The Company or tenderer should have at least one Service Center in Chennai o Latest income tax clearance and sales tax clearance should be produced along with bid o The vendor should have valid sales tax/tin/service Tax Registration number o The bidder should have consistent minimum turnover of Rs. 50 lakhs per annum for the last three years. B. SPECIAL TERMS AND CONDITIONS: 1. Delivery Period: The delivery should be made within 4 weeks from the date of receipt of purchase order 2. Warranty: All the item supplied by the vendor shall be guaranteed against any defects and the vendor should provide time-to-time operational maintenance support (On Site comprehensive Warranty). The said warranty should cover all the Hardware & Software Products. The warranty and service shall be provided directly from the manufacturer. The vendor shall be liable to rectify any defects that may be found in the equipment supplied free of cost. 3. Installation: The installation should be done at all the four campuses of Anna University, Chennai at no extra cost. 4. Response Time: The response time of the vendor to attend to any complaint upon receipt of the complaint/information from the user should not be more than 24 hours. 5. The vendor shall necessarily quote for all the products mentioned in the schedule otherwise they will be disqualified 6. The vendor must submit their tender document in the given format. Deviations from this format will automatically disqualify the tender process. 7. The Vendor should agree to supply client revised quantity of item at the unit price as stated in the RFP regardless of quantity changes. 8. Anna University reserves the right to cancel the contract under repeated violations of the specified and mutually agreed QoS parameters. 9. Anna University is not responsible for any delay in delivery of equipment 8
COMMERCIAL OFFER Bill of material for campus wide Information Display System or e-notice Board: Sl. Item description Quantity Unit Cost Total Amount No. 1. Digital Media Player 50 Nos. 2. Digital Media Application Software 100 users License 3. LED - Display unit with necessary 50 Nos. accessories for wall/ceiling mounting 4. A Computer System with Server 1 No. Configuration Grand Total(Inclusive of all taxes) NOTE: The tax and other charges must be quoted separately. 9
GENERAL TERMS & CONDITIONS 10
GENERAL TERMS Two Cover System Procedure as per open competitive bidding is adopted. Sealed Bid clearly marked as ORIGINAL should consists of following two separate and independent parts i.e. 1) Technical Proposal and 2) Financial Proposal and should be clearly marked as Technical Proposal/Financial Proposal in bold at a clearly visible location. Each bid will be treated and evaluated separately. The items must be delivered at the required locations at your own risk and cost. TECHNICAL PROPOSAL Technical Proposal must include the complete solution proposed by the Vendor with filled-in specification sheets marked in the compliance column. If the specification sheets ask for providing any details, those should be provided as attachment to the Technical Proposal. FINANCIAL PROPOSAL Financial Proposal must indicate the prices quoted for each equipment with unit cost as per the requirement. The tax and other charges must be quoted separately. All the prices must be quoted in Indian Rupees. EMD: The bidder shall furnish Rs.50,000/- of the value towards the Earnest Money Deposit (EMD) in the form of DD from any nationalized bank drawn in the favour of The Registrar, Anna University, Chennai-25 payable at Chennai, valid for six months. It should be enclosed in a separate envelope along with technical proposal. No Bid shall be entertained without EMD. Bank Guarantee: The successful vendor should furnish the amount to the tune of 10% of the total value of the project before releasing the purchase order. It is mandatory that the Bidders provide the following documents and information with respect to its relationship with Principal Copy of the OEM s Certification (along with its validity period), authorizing the Vendor as local partner/representative in India to offer equipment and services. SPECIAL TERMS AND CONDITIONS: Anna University Chennai reserves the right to reject any or all Bids/Offers without assigning any reason or cancel the process at anytime. Anna University reserves the right to increase/decrease the quantity of item/scope of the work. Any Proposal or Bid received after Bid submission date and time will not be opened 11
The Bidder shall provide the following information Number of engineers and technical staff in Vendor s office Profile of technical staff with relevant experience Problem reporting procedure and fault response time in hours for fault rectification. BIDDER DETAILS: Address Contact Person E-Mail Phone Mobile FAX Date of Establishment in India Turnover in the last year (Valid Documentary evidence is mandatory) Number of similar projects executed in the last one year ( valid documentary evidence is mandatory ) Note: The bidder should produce documentary support for the above. Only those who satisfy the above criteria are eligible to bid for this project and will be considered for further participation. 12
CALENDAR OF EVENTS: 1. Tender Document issuing & Hosting Date : 07.07.2011 2. Tender Document submission date and Time : 22.07.2011 at 1.00 p.m 3. Tender Documents opening date and time : 22.07.2011 at 3.00 p.m 4. Venue: RCC, Anna University, Chennai 600 025. OFFICIAL CONTACT: The Director Phone : 44-2235 8003 Ramanujan Computing Centre FAX : 44 2220 1160 Anna University, E-Mail : tender@annauniv.edu Chennai 600 025. 13