procurement of video conferencing system request for proposal · 2020-02-19 · rfp- procurement of...

RFP- Procurement of Video Conferencing System

STAR UNION DAI-ICHI LIFE INSURANCE CO. LTD.

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Procurement of Video Conferencing system

Request for Proposal

Tender Ref No: SUD/IT/VC/001 Dated: 3rd Jan 2011

Issue Date: 3rd January 2011

Last Date of submission of Proposal: 10th January 2011

This document and the information contained herein are confidential to and the property of SUD. Unauthorized access, copying and replication are prohibited. This document must not be copied in whole or in part by any means, without the written authorization of SUD. This document should be used only for intended purpose purported by the non-disclosure agreement signed by you or your representative organization.



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Table of Contents

1. Overview ................................................................................................................................... 4

1.1 Background ........................................................................................................................ 4

1.2 Purpose of RFP ................................................................................................................... 4

1.3 Current System .................................................................................................................. 4

1.4 Overall Objective ................................................................................................................ 5

1.5 Scope of RFP ...................................................................................................................... 5

1.5.1 Functional Requirements ............................................................................................ 6

1.5.2 Non-Functional Requirements .................................................................................... 6

1.6 Consortium ........................................................................................................................ 6

2. Proposal Preparation ................................................................................................................. 6

2.1 Proposal Format ................................................................................................................. 7

2.2 Competency Details ........................................................................................................... 7

3. Terms & Conditions of the Contract ........................................................................................... 8

3.14 Acceptance of Proposals .................................................................................................. 12

3.15 Evaluation and Selection .................................................................................................. 12

3.15.1 Techno-commercial scoring ...................................................................................... 12

3.16 Liability for Errors ............................................................................................................. 13

3.17 Acceptance of Terms ........................................................................................................ 13

3.18 Ownership of Proposals ................................................................................................... 13

3.19 Use of Request for Proposal ............................................................................................. 13

3.20 Bidder Exception Notice ................................................................................................... 14

3.21 Deviation Sheet ................................................................................................................ 14

3.22 Payment Terms ................................................................................................................ 14

3.22.1 Equipment vz. Hardware/ Software .......................................................................... 14

3.22.2 Facility Management ................................................................................................ 15

3.23 Other Terms & Conditions ................................................................................................ 15

3.23.1 Uptime ..................................................................................................................... 15

3.23.2 User Acceptance ....................................................................................................... 15

3.23.3 Project Reporting ..................................................................................................... 15

3.23.4 System maintenance and support............................................................................. 16

Annexure – 1 ................................................................................................................................... 17

Annexure – 2 ................................................................................................................................... 19



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Annexure – 3 ................................................................................................................................... 31



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1. Overview

1.1 Background

Star Union Dai-ichi Life Insurance Company Ltd. (SUD) is a joint venture between Bank Of India &

Union Bank India, India's leading public sector banks and Dai-ichi Mutual Life Insurance, one of

the top ten world leaders in insurance which has been incorporated with the primary objective

of carrying out life insurance business in India.

1.2 Purpose of RFP

This Request for Proposal (RFP) is to invite proposals from Bidders (System Integrators) for procurement, installation and commissioning of Total Video Conferencing (VC) Solution on MPLS Network at identified locations of SUD life. The Bidder could be a System Integrator or a manufacturer of Video Conferencing Equipment. Detailed technical and functional specifications are as mentioned below in the document. The proposed Total Video Conferencing Solution comprises of the following:

1. Procurement, installation and commissioning of High Definition Video Conferencing Equipment and peripherals.

2. Locations: Detailed addresses are given in Annexure –I 3. Procurement of High Definition Multi-conferencing Unit for many to many video

conferencing. 4. Procurement of solution for PC to PC (Desktop to Desktop) Video Conferencing via

Internet.(One to One and One to Many ) 5. Solution for Video Conferencing simultaneously via the MPLS Network as also via

Internet using Laptop/ Desktop. 6. Solution for Video Streaming via MPLS as well as via Internet concurrently. 7. All the products should cover 03 years Warranty. The bidder should have a support

arrangement with OEM to extend the support during the product life cycle. The bidder should produce the documentary evidence that the bidder has taken OEM support for the supplied equipments. The documentary evidence should be in the form of letter from OEM addressed to SUD confirming that the serial number of supplied equipments are covered under three years OEM advance replacement services. Failure to produce the letter at the time of submission of offer would result in rejection of the bid.

1.3 Current System



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Regional Offices of SUD are connected to SUD Data center over MPLS network. The current

bandwidth is 256K per location. Currently there is no video conferencing system available with

the Company.

1.4 Overall Objective

The Company needs a Video Conferencing system that provides a communication channel

across the organization. The technology should enable the Head office to communicate with the

Regional Offices over the MPLS /ISDN network and the Sales Force via the internet. Regional

Offices must be able to communicate with in themselves & HO over the MPLS/ISDN or the sales

force over the Internet. The solution should also provide recording and streaming features

enabling the organization to record training programs and stream across.

The strategic intent is to enable a quick video communication channel, thus saving the cost and

efforts on physical travelling.

1.5 Scope of RFP

The company would require the Vendor to provide

1. A high level solution architecture

2. The Bidder should provide an end-to-end solution for the identified locations, including

but not limited to supply of the required Video Conferencing Equipments with

accessories, peripherals like Projector, Screen, Speaker System etc. and installation,

performance testing, commissioning, warranty, annual maintenance etc. The Company

will use the existing MPLS Network for VC. It would be responsibility of the Bidder to co-

ordinate with the MPLS Network Service Provider to ensure the VC solution is properly

tested and made to work

3. The Bidder will have to supply, install and implement the VC solution

a. At the Company’s identified locations

b. The Bidder should develop a project implementation plan indicating milestones

and deliverables to SUD

c. The project implementation plan will be monitored regularly and delay in

achieving milestones and deliverables will be analyzed and corrective action

taken.

4. The Company will provide necessary infrastructure like Windows based PC, Printer,

Email facility, Work space, furniture and electricity in the branch to enable the vendor to

complete the tasks.



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5. To provide adequate training and operational guidelines to designated Company

personnel

6. The Bidder will be required to perform Proof of Concept (POC) during the technical

evaluation process to demonstrate the following

a. The Video Conferencing facility via ISDN b. The video Conferencing facility via Banks WAN c. VC through PC to PC, Desktop to Desktop (one-to-many) via internet d. VC through One to Many, desktop to desktop, sharing of desktop, power point

presentations with simultaneous viewing of the person e. Video Streaming via Internet

1.5.1 Functional Requirements

Details Mentioned in Annexure – 2

1.5.2 Non-Functional Requirements

Details mentioned in Annexure – 3

1.6 Consortium

- If the Bidder is not a manufacturer he should provide documentary evidence (e.g.

Manufacturers Authorization Form) for having tied up with all the participating agencies. - The Bidder will be the one point contact to provide the solution to the Bank. The bidder will

provide the Company a Total Video Conferencing solution. - The Company reserves the right to inspect such installation/s while evaluating the Technical

Bid. The Bidder should obtain permissions and bear all the expenses in this regard.

2. Proposal Preparation

This section defines the proposal preparation and submission procedures, which are to be

followed by all Bidders. Bidders are cautioned to carefully read and follow the procedures

required by this RFP. Please note that deviations may be cause for rejection of your proposal



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2.1 Proposal Format

Evaluation of proposals is made easier when Bidders respond in a similar manner. The response

should contain the following information, in addition to the information that the bidder is willing

to provide on bidder’s own

- Bidder’s name and address, telephone number, email address and a contact person

- One page letter of introduction identifying the Bidder and signed by the person or persons

authorized to sign and bind the Bidder to statements made in the proposal. The returned

RFP will be referenced as an attachment if/when a contractual agreement is executed. This

document has to be uploaded and mapped with this corresponding schedule

- The RFP response should be in a word document format with the necessary excel sheet

embedded in word, and at a minimum should include

o Solution Architecture

o Response to Annexure – 2

o Response to Annexure – 3

2.2 Competency Details

Please provide the competency of your organization in implementation and support of Video

Conferencing solution. Typically attach documentation/presentation on successfully executed

VC projects where the VC solution from the bidder company are successfully implemented and

providing the required result.

The Bidder must have implemented minimum of 03 such projects in last 2 years.

2.3 Notification of Changes

All recipients of this RFP will be notified of any changes if any made to this document prior to

the due date of submission of proposals

2.4 Changes to Proposed Wording

The Bidder will not be permitted to change the wording of its proposal after submission to the

Company. No words or comments will be added to the general conditions or detailed

specifications unless requested by the Company for the purposes of clarification.

2.5 Bidder’s Expenses

Bidders are solely responsible for their own expenses in preparing a proposal and for

subsequent negotiations with the Company, if any



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2.6 Currency and Taxes

Prices quoted are to be: - In Indian rupees; - Inclusive of all taxes. - Octroi charges, entry tax (if applicable) will be paid on actual on production of suitable

evidence on payment by the supplier. - Vendor has to arrange for waybill and road permits

2.7 Completeness of Proposal

By submission of a proposal, the Bidder warrants that all components required to manage the

program have been identified in the proposal or will be provided by the Company at no charge

3. Terms & Conditions of the Contract

3.1 Acknowledgement

Please acknowledge the receipt of this document by sending an e-mail to

[email protected]. Please include the contact information for person who will be directly

responsible for completing the RFP.

3.2 Proposal Deadlines

The Company must receive duly completed and signed proposals not later than 10th Jan 2011 at

1800 hrs (IST).

Bidders are requested to note that they have to submit their response to the RFP in hard copy

as well as electronic (CD) copies before the deadline of the submission date. Any decision to

extend the submission date will be at the sole discretion of the Company. Job Fitment and

Commercial (Annexure 2 and 3 respectively) responses including the printed, signed documents

and CDs should be enclosed in separately sealed envelopes and both these envelopes should be

enclosed in a master envelope which should be received at the address mentioned below before

the due date.



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Title: RFP for Procurement of Video Conferencing System

Kind Attn: Mr. Sanjay Tiwari

Star Union Dai-ichi Life Insurance Company Limited 11th Floor, Raghuleela Arcade, IT Park, Sector 30A, Opp Vashi Rly Stn., Vashi Navi Mumbai 400703

Proposals received after the time and date specified above may, at the Company’s sole

discretion, be rejected and will remain unopened, destroyed and eliminated from consideration.

Please do not send your RFP responses to any other Company’s employee. Responses sent to

any other location other than the above address and email id will not be considered

3.3 Format of Proposal

Proposals must be submitted in accordance with the instructions contained in the RFP and must

include all information and materials requested in the RFP. Bidders are cautioned that proposals

that do not follow the form required by, or contain the information requested in, the RFP shall

be subject to rejection without review.

Bidders may include any additional information and material they wish; however, such material

(e.g. alternative services and/or features) shall be identified in a separate attachment

("Attachment"). Any such attachment shall identify the applicable RFP Section or Subsection to

which it is responsive and shall be incorporated into and be made a part of the proposal.

If a Bidder believes that it can offer Contract conditions that may be more favorable to the

Company than those set forth in the RFP, Bidder shall include such conditions in a labeled

addendum to their response as an Attachment to the proposal. However, Bidder must still

complete all specifications as set out in the RFP.

An authorized officer of the Bidder or other person authorized to bind Bidder in this matter

must sign the returned proposals.

3.4 Further Inquiries and Questions Regarding RFP

All inquiries that arise regarding the RFP must be submitted in writing (via email) by close of

business on 5th Jan 2011. Inquiries must be made only via e-mail and only to

[email protected]. Responses to such inquiries will be made via e-mail, on or before 7th

Jan 2011. No confidential information will be shared. Bidder agrees to designate one point of



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contact for all RFP and/or proposal communications. This point of contact should be clearly

defined in the RFP response, as the single point for questions and clarifications on the RFP

response.

3.5 Company’s Obligations

The submission and receipt of proposals does not obligate the Company in any way. The Company

shall not be liable for any costs incurred by Bidders in the preparation, presentation or any other

aspect of the proposals received by reason of this request, nor is the Company obligated to

negotiate separately with any sources whatsoever in any manner necessary to serve Bidder's best

interests. The Company makes no representation, implied or express, that it will accept and approve

any proposal submitted. Any and all Contracts which result from this RFP shall be non-exclusive, as-

ordered agreements

3.6 Proposal Evaluation

Proposals submitted may be reviewed and evaluated by any person at the discretion of the Company’s internal evaluation team, including non-allied and independent consultants retained by the Company now or in the future for the sole purpose of obtaining evaluations to proposals. Bidders may be asked to further explain or clarify areas of their proposal in writing during the evaluation process. The evaluation will be two stages

1. Stage 1: - Technical evaluation for the application for the skill set

2. Stage 2: - Commercials evaluation of the bid

Bidders are expected to submit their best bid in response to the RFP. If required the Company’s

internal evaluation team may notify Bidder(s) for follow-up presentation and interactive session or

visit to their development centers. Bidder would be intimated at least 1 day in advance for the same.

The bidders should submit their Technical bid (Annexure 2) and commercial bid (Annexure 3) in

two different sealed envelopes clearly specifying the purpose at the top of the envelopes.

3.7 Process of Awarding the Final Contract

The Company will award the contract to the Bidder(s) on the basis of the combined score of Job

Fitment evaluation and Commercial evaluation.

3.8 RFP Terms and Conditions Applied to Final Contract

The terms and conditions of the RFP, including the specifications and the completed proposal, will

become, at the Company's sole discretion, part of the final Contract (the "Contract") between the

Company and the selected Bidder. In the event that responses to the terms and conditions will

materially impair a Bidder's ability to respond to the RFP, Bidder should notify the Company in



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writing of the impairment. If Bidder fails to object to any condition incorporated herein, it shall mean

that Bidder agrees with, and will comply with the conditions set forth herein. Any exceptions to the

terms and conditions or any additions, which Bidder may wish to include in the RFP, should be made

in writing and included in the form of an attachment to the applicable Section in the RFP

3.9 Terms Binding on Bidder

Following the date for submission of proposals, and prior to Contract award, the RFP shall be binding

upon Bidder in all respects for a period of 180 days.

3.10 Hold Harmless

In submitting a proposal, Bidder understands that the Company will determine at its sole discretion

which proposal, if any, is accepted. Bidder waives any right to claim damages of any nature

whatsoever based on the selection process, final selection, and any communications associated with

the selection. The Company reserves the right to award the Contract to the Bidder(s) whose

proposal is deemed to be the most advantageous in meeting the specifications of the RFP. In

addition, the Company reserves the right to add or waive any requirements contained in this RFP at

its sole discretion with regard to proposals submitted. The Company’s decision on award of Contract

shall be final and binding on all the Bidders.

3.11 Confidentiality Provision

The terms of this RFP, the information provided by the Company herein and all other information

provided by Bidder in connection with the services offered to be provided by the Bidder pursuant to

this RFP, are to be treated by Bidder as strictly confidential and proprietary. Such materials are to be

used solely for the purpose of responding to this request. Access shall not be granted to third parties

except upon prior consent of the Company and upon the written agreement of the intended

recipient to treat the same as confidential.

3.12 RFP Schedule

Listed below are the key steps and dates for this RFP process:

The Company electronically distributes RFP to Bidders

3rd Jan 2011

All inquiries regarding RFP due by close of business

5th Jan 2011

Bidders’ deadline for submitting responses to RFP

10th Jan 2011

3.13 Sub-Contracting



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The services offered to be undertaken in response to this RFP shall be undertaken to be provided by

the Bidder directly employing their employees, and there shall not be any sub-contracting done by

the Bidder.

3.14 Acceptance of Proposals

The Company reserves the right to modify the terms of the RFP at any time at its sole discretion and

the same will be uploaded on our website http://www.sudlife.in . The bidders have to remain

updated about the same from the website and the Company will not be responsible for such

information not being downloaded by the bidder. Subsequent to the submission of proposals,

interviews and negotiations may be conducted with one or more Bidders, but there will be no

obligation to receive further information, whether written or oral, from any Bidder not to disclose

the nature of any proposal received.

This RFP should not be construed as an agreement to purchase products or services. The Company is

not bound to accept the lowest price or any proposal of those submitted. Proposals will be assessed

in accordance with the evaluation criteria.

3.15 Evaluation and Selection

A committee will evaluate proposals against the mandatory criteria as detailed herein. Proposals

meeting all the mandatory criteria will then be assessed and scored against the evaluation criteria.

Subject to the result of commercial evaluation being satisfactory, it is the intent of the Company to

call for a discussion to showcase the bidder capability to implement the solution. This includes

review of organization history, organization competency to execute similar projects, etc. The Bidder

may be requested to give a demonstration of the similar projects executed. Based on the discussion

and subsequent commercial evaluation, the Company will select one or two bidders and enter into

contracts with them. The Company’s decision on evaluation shall be final and binding on all the

bidders.

3.15.1 Techno-commercial scoring

The commercial bid of the technically shortlisted bidders will be opened and the bidders will be

ranked as L1, L2, L3, etc on the basis of their prices offered (final offered price will be calculated on

the basis of weighted average of prices for various items mentioned in BOM).

There would be a weight-age of 60% to the Technical score and 40% for the Commercial price. The

maximum marks (Total score) for Technical and Commercial proposals would be 100. It would be

normalized as under for each bidder:-

Total Score = 0.6 x T (s) + 0.4 x F(s)

Where;

F(s) = (LP / BP) x 100



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Acronyms:

T(s) stands for technical score out of 100 for the bidder.

F(s) stands for percentage of a bidder’s commercial price compared to the lowest quoted

price among the bidders whose commercial bids are opened.

BP stands for Bidder’s price.

LP stands for lowest price among all the bidders.

The proposals will be ranked in terms of Total Scores arrived at as above. The proposal with the

highest Total Score will be considered first for award of contract and will be invited for price and

contract negotiation.

3.16 Liability for Errors

While the Company has used considerable efforts to ensure an accurate representation of

information in this RFP as per its current understanding of the requirements, the information

contained in this RFP is supplied as a guideline for Bidders. The information is not guaranteed or

warranted accurate by the Company, nor is it necessarily comprehensive or exhaustive. Nothing in

this RFP is intended to relieve Bidders from forming their own opinions and conclusions with respect

to the matters addressed in this RFP. In the event the Company finds that the objectives of the

intended system is better achieved by processes/procedures other than those mentioned in this

document, the Company shall have the right irrespective of the fact whether it has already received

proposals from intending bidders or not, to effect such changes and enter into negotiations with one

or more Bidders at its sole discretion for such changed/modified processes.

3.17 Acceptance of Terms

All the terms and conditions of this RFP shall be deemed to be accepted by the Bidder and incorporated in its proposal unless specifically notified otherwise.

3.18 Ownership of Proposals

All documentation, including proposals, submitted to SUD will become the property of the Company.

3.19 Use of Request for Proposal

This document or any portion thereof, is the property of the Company and may not be used or copied for any purpose other than the submission of the Bidder’s proposal.



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3.20 Bidder Exception Notice

If the Bidder believes that either the process or evaluating officer is biased or partial (either for or

against) then Bidder is to provide Notice of this exception (in writing) to evaluating officer’s

supervisor ([email protected]) for analysis and action.

3.21 Deviation Sheet

Sr. No RFP Document Clause

Technical Specification or Terms and Condition in the RFP document

Deviation offered

Reasons and whether deviation adds to the operational efficiency in case of the systems

1.

2.

3.

4.

3.22 Payment Terms

3.22.1 Equipment vz. Hardware/ Software

- Advance Payment : Ten (10%) of the Total Contract Price (excluding Facility Management &

Support Services) shall be paid within 7 days of placement of order and upon submission of claim against a simple receipt and a Bank guarantee for the equivalent amount valid until the entire VC Solution is commissioned.

- Delivery: Ten (10%) of the Total Contract Price (excluding Facility Management & Support Services) against duly accepted invoice. Payment will be released location-wise

- On Installation/commissioning and acceptance: Seventy (70%) of the Total Contract price on installation and commissioning of the total VC Solution, and SUD’s acceptance of the same as ordered. As already stated, for reasons of delays in installation and not attributable to the Company the liquidated damages would be levied as stated. Payment will be released location-wise;

- Balance Payment: Balance 10% will be paid after the expiry of 3 years warranty / AMC Or Against submission of Performance Bank Guarantee of a reputed Bank acceptable to the Bank, for an equivalent amount valid for the period of 3 years warranty / AMC.



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3.22.2 Facility Management

The quarterly payment for Facility Management will be released at the end of each quarter on

satisfactory performance during the quarter. The Facility Management services will be renewed

every year on the basis of services rendered by the service provider (for facility management)

and Company has right to terminate the services without assigning any reasons

3.23 Other Terms & Conditions

3.23.1 Uptime

The entire solution is required to be up and running for 99% on a quarterly basis barring

scheduled and mutually agreed upon downtime for maintenance or training purposes. That is,

the Services of the complete VC solution and should be available to the Company through all the

working days

3.23.2 User Acceptance

The User acceptance test will be carried out as per mutually agreed Acceptance Test Plan (ATP) against the systems requirements. The system will be considered accepted (supplied, installed and operationalised) only after ATP is completed as per the agreed plan and is duly signed/certified by the Bank and the bidder. Some of features required to be completed are enumerated below:

- The VC solution should correspond to what is stated in the purchase order without deviation

except where mutually agreed upon - The equipment is fully installed, commissioned and operational. - The features specified in the Functional Specs / mutually agreed for implementation should

be demonstrated. - The final acceptance of the system will be based on successful processing under live

demonstration. - First acceptance will be after equipments are installed, commissioned, tested and all

features are demonstrated at Mumbai and 2 other locations. - Thereafter, acceptance will be location-wise after the equipments are installed,

commissioned, tested and all features are demonstrated.

3.23.3 Project Reporting

- Bidder should submit a weekly report on the development of the project along with reasons of delay, if any

- Periodical meetings will be held between the Bidder and Company to review the progress and the Bidder will be required to attend all such meetings.



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3.23.4 System maintenance and support

- The Bidder should fix all the VC Solution problems and provide and implement upgrades

during the contract period free of cost. - The Bidder should provide changes and upgrades with regard to changes in statutory

requirements at the earliest and free of cost during the contract period. - The Bidder should provide and implement functionality change as required by the end user

during the contract period - The Bidder should be able to comply with the service Level requirements.



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Annexure – 1

Address Details of Head Office:

Mumbai H.O 11th Floor, Raghuleela Arcade, IT park, Sector 30 A, Opp. Vashi Railway Station,

Vashi, Navi Mumbai - 400703

Address Details of Regional Office:

S.No. Region Permanent Address

1 Ahmedabad No.305, 3rd Floor, Shail’s Mall, Nr. Girish Cold Drinks, Off. C.G.Road, Narangpura, Ahmedabad.

2 Bangalore 8th Floor, 121, Dickenson Road, Bengaluru - 560042

3 Bhopal 2nd Floor, Manasarovar Complex, Opp. Habibganj Railway Station, Bhopal - 462001. M.P

4 Bhuvaneshwar 1st floor, Star House,N-6/454, IRC village, Bhuwaneswar, Opp Hotel Crown,

5 Chandigarh MANIMAJRA SCO-830, 1st Floor, MADHYA MARG, CHANDIGARH, Punjab – 160101

6 Chennai 1st Floor, Garuda Building, No.104 (Old No.46), St. George Cathedral Road, Chennai - 600086.

7 Delhi 501, 502, 503, 504, 505, 506, 507 – 5th Floor, Tolstoy House, Tolstoy Marg, New Delhi - 110001.

8 Ernakulam 1st Floor, Devas Building, M.G.Road, Cochin - 682 035.

9 Guwahati 2nd floor, SS Mansion Commercial Complex, MRD Road, Silpukhuri, Guwahati, Assam – 781003

10 Hyderabad 201, Naik's Vijaysri Nivas, H.No.1.11.255, ICICI Bank Road, S.P.Road, Begumpet, Hyderabad - 500 016.

11 Jaipur 4th floor, Ganga Heights, Near Gandhi Nagar Turn, Main Tonk Road, Jaipur. Rajasthan.

12 Kolkata 7th FLR, CK 34-48 AND 49, LA-VIDA, SECTOR-11, SALT LAKE, KARUNAMAYEE

13 Lucknow 401, 401 A, 401 B, 402 A, 402 B, Ratan Square, 20 A, Vidhan Sabha Marg, Lucknow - 226001.

14 Ludhiana S.F. 1, Second Floor, Kunal Tower, 88, Mall Road, Ludhiana - 141001.

15 Mumbai 3rd Floor, Bengal Chemicals Bhavan, 502, S.V. Savarkar Marg, Prabhadevi, Mumbai - 400 025.

16 Nagpur 2nd Floor, Salasar Park, Off. WHC Road, Giripeth, Nagpur, Maharashtra.



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17 Patna OFFICE NO : 101, 1st FLR, VASUDEO ENCLAVE, A-BLOCK, KAUKARBAGH MAIN ROAD

18 Pune Supreme, 1st Floor, I.T.I Road, Aundh, Pune.

19 Ranchi 2nd FLR, M S PLOT MUMBEB-2437, MUNICIPAL HOLDING NO : 706A-4, 706A-5, 706A-6, GUNDER WARD NO : 18, MAHENDRA PD COLLOGE

20 Varanasi Maa Talukaraji Charitable Trust, 2nd floor, Gilat Bazaar, Shivpur Main Road, Varanasi, Pincode- 221 002.



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Annexure – 2

Specifications for High Definition Video conferencing system High Definition End Point (1+3) at BO/ HO & HD End point for RO

Features Specifications Compliance (Y/N) & Deviations

1. Video

1.1 Video Standards H.261, H.263, H.263 ++, H.264

H.264 in a Multipoint and Encrypted call with support / integration with H.261, H.263, H.263++,

H.264 in an Encrypted call should be possible

H.264 should be possible when sending or receiving two live Video sources e.g. Presenter and Presentation.

1.2 Video Frame Rate Minimum 30 fps @168 Kbps and above

60 fields per second @336 kbps and above.

The codec should send and receive HD Resolution of minimum 720p at a frame rate of 25/30 FPS for RO and minimum 1080p at Frame rate of 30 FPS at HO/BO

1.3 Video Features Ability to send and receive two live simultaneous Video sources in a single call, so that the image from the main camera and VCR or document camera can be seen simultaneously.

Should support H.239 protocol (Data Collaboration Standard)

Should support PAL Monitor and VGA / SVGA / XGA based projector connectivity simultaneously.

Side by Side layout so that two Video sources can be displayed on a single LCD screen.



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1.4 Video Output Should have 2 HD Outputs to connect HD Displays. The system should have 1x S Video and 2 x RCA outputs for monitor and VCD / DVD recording connectivity respectively.

1.5 Video input Should have HD/DVI / XGA input to connect PC/ Laptop directly to the Video conferencing system and display a resolution of HD. The system should also support 2 High definition camera inputs. The system should also support 1 x SVideo and 1 x RCA for auxiliary camera input.

2. Audio

2.1 Audio standards supported G.722, G.722.1, DVD quality audio protocol for full 20 KHz audio.64 and 128 bit MPEG4 AAC-LD or equivalent standard must be supported.

2.2 Required features Noise Reduction, Automatic Gain control

3. Network Interfaces Support for 1 ISDN E1 PRI Port

Wireless LAN 802 .11b

1 LAN /Ethernet--10/100 Mbps

H.320 – 2 Mbps

4. Bandwidth Support

H.323 – 4 MBPS

5. Control 1* data port-RS 232 for control.

Security

Menu Control Password protected system menu

Encryption of Video call ITU-T standards based Encryption of the Video call

Call should be encrypted end-to-end on IP and ISDN call

ITU-T standards H.233, H.234, H.235. ‘AES’ encryption of IP and ISDN calls. Call should be encrypted end to end even in a multiConference.

Ability to manually turn encryption On or OFF should be there.

Automatic key generation and exchange

6. HD Camera 70° total horizontal field of view, Minimum 10x Optical Zoom

For RO End Point- Minimum 7X Optical Zoom



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Focus Auto Manual

Back Light Control

Multiple Connector Interface

Support for multiple camera Far-end camera control 15 near and far-end camera presets

1280 x 720 pixels progressive @ 30fps

Field of view should be 70 degrees or more

7. Recording & Streaming System should have capabilities of recording.

Native resolution Should support native resolutions on all inputs

Web Browser Support Internal web server .

Should support HTTPS, Telnet and XML

Should support Local and Global Active directories

Should support LDAP and H.350 protocols for directory transfer

8. Directory services Should support Local and Global Active directories

Should support LDAP and H.350 protocols for directory transfer

System should be able to integrate with MS-Exchange 2007 and above for Scheduling purposes

9. Multiconferencing capabilities

Multiconferencing capability to connect minimum 1+3 Video sites in HD Continuous presence with Transcoding support

HD End point for RO Should be able to connect (1 + 3) sites in future in HD Continuous presence Transcoding support

Dial In and Dial out Mode in IP and ISDN networks should be supported

Capability to mix IP and ISDN and Dial In & Dial out participants in the same call.

The system should support various layouts so that each participants can be seen on a big size as compared to the rest



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All sites should be visible in a single window.

Audio and Video Transcoding should be supported so that different sites can be connected in a multiConference with different audio and Video protocols.

Transcoding should be possible so that all sites at different bandwidths or speed can be connected in a multiConference.

Any of the end points should be able to show presentation in addition to the main Video ( H.239) in a multipoint call

The multi point call can be encrypted ( AES/DES encryption)

H.264 /MPEG4 or equivalent high Video compression in a Multipoint call should be possible.

System should be able to integrate with MS-OCS for enabling Desktop Clients for participation over the IP.



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Multipoint Control Unit (MCU) – HD Model (Optional)

Features Specifications Compliance (Y/N)/ Deviations

1. General Feature The MCU should be a powerful multimedia conferencing bridge delivering high quality voice and Video. 20 Port HD MCU (Scalable up-to 40 Port in a single MCU without any cascading)

2. Capability System should support 40 Video sites at Resolution of 720p HD. Solution also requires that 25 PCs /laptops have desk top client installed and be able to participate in an ongoing conference using web camera and audio facilities.

End Point to End Point

End Point to Many

Desk Top to Desk Top

Desk Top to Many

End Point to Desktop

3. Video Standards The system should support resolutions from CIF up to 720p

4. ITU-T Standards The system should support H.261, H.263, H.264 Video standards

5. Audio Standards System should support G.711, G.722, G.723.1, G.728, G.729, MPEG-4 AAC-LC audio standards or equivalent

6. Call Bandwidth The system should support per call bandwidth of maximum Up to 2 Mbps with H.264 in all Conference modes including advanced (symmetric)continuous presence

7. Web Control System should support Complete configuration, control and monitoring of the system and Conferences through web browser

8. Additional features It should be possible to dial in and dial out from the MCU web server

Active speaker selection using remote control or voice activated

Advanced continuous presence as standard on all ports



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On-screen text messaging to individual or all sites is optional.

System should be capable of sharing Presentation

Dual Video using H.239 No loss of ports while using H.239/SIP Feature

9. Security The MCU should support for access rights and privileges for use

Password-protected Conferences

AES encryption, 128 bit key, H.235

10. Interfaces for MPLS/ Internet/ ISDN

1 x RJ45 Ethernet, 10/100 Mbps full/half duplex, manual or auto sensing

4 x E1 / T1 G.703 (RJ-45) for ISDN PRI

2 x LAN / Ethernet (RJ-45) 10/100 Mbit

RJ45/ RS 232 serial port

11. Transcoding The system should support universal transcoding combining SD and HD with in the same Conference

Any bandwidth, any resolution, any Video or audio codec can be used on any Video call within the same Conference

12. HD performance 720p/1080p @ 30 fps H.264 2 Mbps continuos presence per port

dual Video or H.239

Comprehensive HD audio



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Recording and Streaming Server


1. Recording and Streaming Server

Record single point, point to point or multipoint conferences

Capture presentations with H.239

Trans-coding or re-encoding of video content Playback of video content from an endpoint or the Web

Integrates with video end point buttons on the remote control for simple initiation of recording and playback

Integrates with MCU for simple recording of multipoint video conferencing

2. Audio Video Support Live Video Resolutions: QCIF, C(S)IF, 4CIF, HD (720p, 1080p), XGA, VGA

Audio support: G.711 a and u, G.722, G.728, G.722.1

Multimedia presentation sharing with H.239

3. Recording Easily capture meetings or events including content such as presentation material, using video conferencing endpoints

Operate recording controls from a video conferencing endpoint remote control

Record events in high quality with HD and SD formats and high fidelity audio

Records video at varying bit rates - 128Kbps to 2Mbps

Records presented content via H.239 /SIP

IVR support to provide users system feedback (Optional)

Flexible recording environments either initiated from an MCU or video endpoint

Recording Capacity of minimum



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700 hours of HD video or 3000 Hrs of SD Video

4. Playback Archived Playback to H.323 endpoint, MCU or gateway

Search and sorting options for archives from endpoint interface

Preview video before play back from H.323 endpoint

Offload converted video content for playback on other multimedia devices

5. Streaming Flexible access to video content live or on demand

Efficiently find and preview archived content from a video endpoint

View content from video endpoint or Servers Web interface

View content in recorded format, even HD

Uni-cast up to 50 concurrent streams

Unlimited Multicast streams

Webcast live or on demand with Windows Media player and RealPlayer

Interoperates with the additional server for expanded streaming scalability (optional)

6. Management User management and authentication with Active Directory integration

Protect content with access controls for Web and endpoint playback

User and Endpoint viewing and recording rights authorization

Terminal recording and viewing rights authorization based on the identification



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7. Security Embedded Web server enables full control, configuration and monitoring of system and recordings

Online status of current connected H323 devices

User Management with Active Directory Integration

Diagnostic logging

Network Time Protocol

Menu Customization for the Web interface and the video conferencing endpoint

8. Network Interface 10/100 Ethernet

9. Cables and accessories Speaker cable / Audio Mic Cable / VGA and Audio Patch cords/ DVI to HDMI Convertors / HDMI Patch cords / DVI to VGA convertor and other cables & connectors to be supplied.

Desktop Client (Optional)


Desktop Client Features The Desktop Client should support HD, H.239 data collaboration, and text chat on the same screen. Data shared from a desktop should be visible on all other desktops and in rooms, alongwith the Presenter O/S support for XP,Vista and Windows 7/ Linux.

50 Concurrent licenses , unlimited user licenses



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Gatekeeper & Management Server (Optional)

Features Specifications Compliance (Y/N)/

Deviations

1. Network Management Hardware

Network status updates – MCU elements, call, bandwidth, end point information, error status

Conference View – MCU controlling the Conference, Conference ID, Conference type, Video and bandwidth settings, number of participants – including the current no., the number reserved and the no. of local participants

Centralised log management – for network and element type levels, log files for MCU elements and gateways, that do not maintain their own log files

2. Web based Conference scheduling

E-mail notification to attendees of date, time and topic of Conference Conference templates for personalized and easy scheduling Seamless Conference control on one screen – dynamically add new participants, disconnect or reconnect endpoints, change screen layouts, extend Conferences etc Integration with MS-OCS/MS-Exchange is desirable.

The management server should support upto 100 systems including endpoints, MCUs, gateways and streaming servers

Gatekeeper

3. Capacity Support for up to 200 to 500 users in the network at any point of time (Concurrent Connections)

Support for alias name and IP address

Support IP address translation

4. Bandwidth Management Support for bandwidth management - the gatekeeper must allow for the operator to initiate a call regardless of the end point used and independently of the availability of a bridge



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Inter-Office (RO) bandwidth management

5. Other Features Monitors current number of on-call users

Monitors current number of online users

Monitors current used bandwidth

Simple fault monitoring

Microphones


1. Boundary Layer Microphone

ELEMENT: Fixed-charge back plate, permanently polarized condenser POLAR PATTERN: Omni directional FREQUENCY RESPONSE: 30-20,000 Hz OPEN CIRCUIT SENSITIVITY: -42 dB (7.9 mV) re 1V at 1 Pa IMPEDANCE: 200 ohms MAXIMUM INPUT SOUND LEVEL: 142 dB SPL, 1 kHz at 1% T.H.D. DYNAMIC RANGE (typical): 112 dB, 1 kHz at Max SPL SIGNAL-TO-NOISE RATIO: 64 dB, 1 kHz at 1 Pa OUTPUT CONNECTOR: Integral 3-pin XLRM-type

2. Gooseneck Microphone

ELEMENT: Dynamic POLAR PATTERN: Subcardioid FREQUENCY RESPONSE: 200-5,000 Hz OPEN CIRCUIT OUTPUT CONNECTOR: Integral 3-pin XLRM-type RoHS compliant

Display


1. LCD TV High Definition Screen size 55" at BO/HO,37” at RO. Resolution 1920 X 1080 at BO,720p at RO Dynamic contrast ratio 50000:1, LCD 100Hz, Sound Output (RMs)/ 10Wx2, Composite Video, S Video, USB, RF Input .



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Note:

1. ISDN connectivity port is optional Item. 2. The bidders to note that all the equipment quoted must be from same OEM. (Desktop

Based Endpoint / Room Based Endpoint / Streaming & Recording / MCU / Gatekeeper / Management Software / Gateway /Desktop Client).

SERVICE AND SUPPORT DETAILS

Specifications Deviations,

if any a. Details of Clientele/ References – Provide a separate sheet having details of the

references in India.

b. Total number of support locations (AV Conference is already installed) for clients in

India.

c. Details of the support centers in India

d. Service Levels – Details of the turnaround time to replace consumables if any and

provide onsite support

e. Other details – Any other service / support features.

f. All given asset should be 3 years comprehensive onsite support

g. With 3 years comprehensive Onsite warranty and all the software upgrades and

services included.

h.

i.

j. service included.

Evaluation / Weigthage

Sr. No. Specifications Details Weightage

1. Technical Hardware & features with mini above given

specifications

50

2. No. of years of experience in providing Video

Conferencing Solution

10

3. Details of Clientele/ References – Provide a separate

sheet having details of the references in India

(Insurance & Banking clients).

10

4. Total number of service & support centers in India –

Provide a separate sheet having details of support

locations in India.(Specially in Mumbai)

10

5. Service Levels – Details of the turnaround time to

replace consumables and provide onsite support.

10

6. Turnover of the Company in last 3 years. 5

7. Certifications – ISO certified etc 5



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Format for Technical Bid

Sr. No Equipment Quantity

1 HD Video Conferencing System(1+3) at HO/BO 1

2 HD Video Conferencing Unit at RO 20

3 HD Multi Point Conferencing Unit at HO/BO 1

4 Recording and Streaming Server 1

5 Microphones 22

6 Displays 21

7 Speakers and accessories 21

Optional:


1 Multipoint control unit 1

2 Costs of Concurrent License for Client Software for Desktop conferencing 25

3 Management Server 1

4 Gatekeeper 1

5 ISDN PRI Gateway 1

Total

Annexure – 3 Commercial Bid

Sr. No Equipment Quantity Unit Price Total Price

1 HD Video Conferencing System(1+3) at HO/BO

2 HD Video Conferencing Unit at RO

3 HD Multi Point Conferencing Unit at BO/HO

4 Recording and Streaming Server

5 Microphones

6 Displays

7 Speakers and accessories

Total

Optional:

Sr. No Equipment Quantity Unit Price Total Price

1 Multipoint control unit

2 Costs of 25 Concurrent License for Client Software for Desktop conferencing

3 Management Server



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4 Gatekeeper

5 ISDN PRI Gateway Total

Support Service cost


Year-1 Support

Year2 Support

Year-3 Support

Total Support cost for 3 years

1 HD Video Conferencing System(1+3) at HO/BO

2 HD Video Conferencing Unit at RO

3 HD Multi Point Conferencing Unit at BO/HO

4 Recording and Streaming Server

5 Microphones

6 Displays

7 Speakers and accessories

Total

Optional:


Year-1 Support

Year2 Support

Year-3 Support


1 Costs of 25 Concurrent License for Client Software for Desktop conferencing

2 ISDN PRI Gateway

3 Management Server

4 Multipoint control unit

5 Gatekeeper

Total

Facility Management Service for Three years


Year-1 Support

Year2 Support

Year-3 Support


1 HD Video Conferencing System(1+3) at BO/HO

2 HD Video Conferencing services at RO



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Total

procurement of video conferencing system request for proposal · 2020-02-19 · rfp- procurement of...

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