REQUEST FOR TENDER (RFT) Supply of Video Conferencing Solution

REQUEST FOR TENDER (RFT)

FEA Video Conference Solution

1. Purpose and Description of Project

The Fiji Electricity Authority (FEA) is seeking proposals for supply of a Video Conference Solution, to collaborate between 2 sites via FEA’s WAN. Each site will have approximately 10 people at each end. Bids from interested parties must include the following information;

1. A brief description and history of the company.

2. A description of the support staff that would be dedicated to provide after sales support. 3. A list of existing customers, including references whom we may contact.

2. Eligibility Criteria/Pre-qualification of the Bidder

The supplier should be an authorized distributor or reseller and also service provider for the above

mentioned systems.

3. Evaluation criteria of the qualified Bidders:

Description Weight

1. Compliance to Requirements Checklist

35 %

2. Proven ability of vendor to supply the requirements

15 %

3. Experience in providing post-installation support to a

pre-arranged degree of Satisfaction Level/s.

10 %

4. Cost

40 %

4. Specifications

a.

General Requirements

FEA needs an IP based video conferencing solution for internal video conference calls (via its own WAN) as well as external video conference calls (via the internet). FEA’s recommended solution is the POLYCOM GROUP 310 however bidders are encouraged to propose solutions they deem are more suitable.

The solution must satisfy the following general requirements;

1. Multipoint capabilities, minimum of 3 conference connections 2. HD Video & HD Audio

3. PTZ Camera with Wide angle lens 4. Boardroom type Conference Phone

a. Integrates with Mitel PABX (function as an office phone extension) b. Integrates with the Video Conference Solution as the Microphone. 5. HD Content Sharing capability

FEA Video Conference Solution

FEA currently uses Sony PCS1 & PCS11 to conduct video conference calls between sites.

b.

Technical Specification

Functional Requirements of Video Conference Solutions:

Package Include • Video Conference codec • Cable bundle

• Remote control • Camera

• Wireless Boardroom Microphone

Video Standards and Protocols

• H.261, H.263, H.264 AVC, H.264 High • Profile, H.264 SVC, RTV

• H.239/BFCP for content sharing

• H.263 & H.264 Video error concealment

Video Input • 1 x HDCI • 1 x HDMI 1.3 • 1 x VGA

Video Out • 2 x HDMI 1.3

• One HDMI output enabled standard,

• second output enabled with optional license key

People Video Resolution • 1080p, 60 fps from 1740 Kbps

• 1080p, 30 fps from 1024 Kbps • 720p, 60 fps from 832 Kbps • 720p, 30 fps from 512 Kbps • 4SIF/4CIF, 60 fps from 512 Kbps • 4SIF/4CIF, 30 fps from 128 Kbps

• QSIF (176 x 120), QCIF (176 x 144) from 64 Kbps • w288p from 128 Kbps

• w448 from 384 Kbps

• w576p from 512 Kbps SIF (352 x 240), CIF (352 x 288) from 64 Kbps

FEA Video Conference Solution

-- VGA (640 x 480) • Content frame rate

-- 5–60 fps (up to 1080p resolution at 60 fps) • Content Sharing

-- People+Content and People+Content IP

Camera • Pan, Tilt & Zoom • Wide angle Lens

Audio Input • 1 x Group microphone array input port (supporting a total of 2 microphone arrays)

• 1 x HDCI (camera) • 1 x HDMI

• 1 x 3.5mm stereo line-in

Audio output • 1 x HDMI

• 1 x 3.5mm stereo line-out

Other interfaces • 2 x USB 2.0

• 1 x RS-232, 8-pin mini-DIN

Audio Standards and Protocols

• 22 kHz bandwidth • 14 kHz bandwidth

• 7 kHz bandwidth with G.722, G.722.1

• 3.4 kHz bandwidth with G.711, G.728, G.729A • Automatic gain control

• Automatic noise suppression • Keyboard noise reduction

• Instant adaptation echo cancellation • NoiseBlock™ technology

• Audio error concealment

• Lost Packet Recovery (LPR™) technology • StereoSurround™ technology

Other Supported Standards • H224/H.281, H.323 Annex Q, H.225,

• H.245, H.241, H.239, H.243, H.460 • BFCP (RFC 4582)

FEA Video Conference Solution

Network • IPv4 and IPv6 support

• 1 x 10/100/1G Ethernet • Auto-MDIX

• H.323 and/or SIP up to 3 Mbps

• Lost Packet Recovery™ (LPR™) technology • Reconfigurable MTU size

• RS232 with API support

• Microsoft® Office Communications • Camera control

Server integration • Microsoft® ICE support

• Microsoft Lync and Skype for Business

User Interface • Directory services

• System management • Web-based

• SNMP • CDR

• USB software update

Security

• Media Encryption (H.323, SIP): • AES-128, AES-256

• Authenticated access to admin menus, web interface, and telnet API • H.235.6 support

• FIPS 140-2 Validated Cryptography (Validation Certificate #1747) • PKI/Certificate Management:

-- SSL 3.0, TLS 1.0, 1.1, 1.2 -- Self-signed and CA-signed • certificate support

-- CRL and OCSP-based certificate revocation checking • Network intrusion detection system

• Local account password policy configuration • Security profiles

• Web UI/SNMP Whitelists

• Local account and login port lockout • API via Telnet and secure SSH interfaces

Other functionalities • H.323 standards-based video conferencing systems

• SIP video conferencing

• Standards-based video conferencing client-based software • URL internet access via a web browser

FEA Video Conference Solution

5. Product Support

Three (3) years Support should be available for parts and labour.

6. Delivery

The selected supplier shall deliver all required hardware and software (with inside delivery

specified) to the FEA Head Office, located at 2 Marlow Street, Suva. Please specify the delivery

period in the bid.

7. Bidder Submittals

Please indicate on your submittal if you meet all the requirements and guidelines specified in this

document. Your submittals should include the following as a minimum:



Proposal for Supplies Products and/or Services



Business Certifications

The Proposal for Supplies or Services must clearly itemize all costs.

8. Submission of Tenders

Tenders must be lodged no later than 4:00pm, on Wednesday 16

December 2015.

9. Amendment of RFP

The FEA may, at its sole and absolute discretion, vary, add to, or amend the terms of this

RFP, including the nature and/or scope of the products and/or services required under this

RFP; and any other subject matter to which this RFP relates.

10.

Cancellation/Termination of RFP

The FEA may, at its sole and absolute discretion, cancel, suspend, terminate or abandon part or

the whole of this RFP, at any time prior to the execution of a formal written agreement without

any liability.

11.

Due date for Tenders

FEA Video Conference Solution

Schedule A - Bidder Details

The Bidder shall provide all the necessary information specified in the tables below:

General

The registered name of the Bidder: Business address for correspondence:

(Location, Street , Locality City, Pin Code, Country, Telephone, Facsimile, Email Other)

Contact name of the Authorised Person: Contact’s position:

Contact addresses if different from above

Locality City, Pin Code

Location, Street, Country, Telephone, Facsimile, Email, Web address

Business structure:

Include the organisation Chart Financial standing

(Information designed to give client confidence in the financial competence of the BIDDER.) Audited financial accounts for past three years shall be included in appendix.

Total current employees :

Sales Turnover 2012 2013 2014

Net profit before tax 2012 2013 2014

Company Profile(s)

Reference Sites (Use separate schedule formats for this response)

[Details of at least two similar Projects in the last 5 years (including contact details) which will demonstrate the Bidder ability to carry out the functions for this project in a timely and professional manner.]

Designated

Staff Name Position Project Designation

(Detailed

FEA Video Conference Solution

Schedule B - Customer Details of the Bidder

Details to be submitted by the Bidders about their past experience with successful

customers/sites/organizations:

Experience of similar implementation Project Name:

Project Location: Client Name: Client address:

Client contact/reference person(s): Name

Address – if different from above Telephone

Facsimile

Mobile Phone Email address Man-months effort:

Name of senior project staff: Project Director

Project Manager Other

Nature of the Project:

FEA Video Conference Solution

Schedule C - Pricing Summary

Description Quantity Cost

REALPRESENCE GROUP 310-720P: GROUP 310

HD CODEC

EAGLEEYEIV-4X CAMERA

CONFERENCE MIC ARRAY

OTHER NECESSARY CABLES & PERIPHERALS

(ALSO TO BE ITEMIZED)

UNIV. REMOTE

EAGLE EYE III CAMERA WALL/PANEL/SHELF

MOUNTING BRACKET FOR REALPRESENCE

GROUP 300 & 500

3 YEAR SUPPORT & MAINTENANCE

MEETNOW 5 PARTICIPANT HD VMR.

UNMANAGED AND UNREGISTERED SERVICE

SOUNDSTATION IP 7000 EXTENDABLE

INCLUDES POWER Supply

SOUNDPOINT IP 7000 EX MICS

DELIVERY

FEA Video Conference Solution

Tender Submission - Instruction to bidders

It is mandatory for Bidders to upload a copy of their bid in the TENDER LINK Electronic Tender

Box no later than 4:00pm, on Wednesday 16

_{December, 2015.}

To register your interest and tender a response, view 'Current Tenders' at:

https://www.tenderlink.com/fea

For further information contact The Secretary Tender Committee, by e-mail

[email protected]

In additional, hard copies of the tender, one original and one copy must be deposited in the

tender box located at the FEA Head Office, 2 Marlow Street, Suva, Fiji no later than 4:00pm, on

Wednesday 16

_{December, 2015- Addressed as}

Tender – MR 186/2015 – Supply of a Video Conference Solution

The Secretary Tender Committee

Fiji Electricity Authority

Head Office

Suva

Fiji

 Hard copies of the Tender bid will also be accepted after the closing date and time

provided a soft copy is uploaded in the e-Tender Box and it is dispatched before the

closing date and time.

 Tenders received after 4:00pm on the closing date of Wednesday 16

_{December, 2015}

will not be considered.

 Lowest bid will not necessarily be accepted as successful bid.

 It is the responsibility of the bidder to pay courier chargers and all other cost

FEA Video Conference Solution

TENDER SUBMISSION CHECK LIST

The Bidders must ensure that the details and documentation mention below must submitted as part of their tender Bid

Tender Number _________________

Tender Name_______________________________________________________________

1. Full Company Name:_____________________________________________________

(Attach copy of Registration Certificate)

2. Director/Owner(s):________________________________________________________ 3. Postal Address:___________________________________________________________ 4. Phone Contact:___________________________________________________________ 5. Fax Number:_____________________________________________________________ 6. Email address:___________________________________________________________ 7. Office Location:___________________________________________________________ 8. TIN Number:____________________________________________________________

(Attach copy of the VAT Registration Certificate – Local Bidders Only)

9. Company Registration Number:______________________________________________

(Attach copy of the Business License)

10. FNPF Employer Registration Number:_________________________________________

(For Local Bidders only)

11. Contact Person:____________________________________________

I declare that all the above information is correct.