Higher Education Funding Council for England (HEFCE)

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18 January 2015

Higher Education Funding

Council for England (HEFCE)

Audio Visual / Video

Conferencing Meeting Room

Facilities

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SECTION 1 Introduction

The fundamental purpose of this document is to define and confirm the most suitable Audio Visual (AV) and Video-Conferencing (VC) solution, including the best practice and build options that are to be considered, evaluated and selected by the Higher Education Funding Council for England (HEFCE).

1.1 Background

The Relocation of the Bristol Office (ROBO) programme for HEFCE arises from the end of the current Northavon House lease. However, its scope and objectives are much broader than simply a relocation exercise. The AV/VC Meeting Room requirements are part of the overall initiative to provide staff with more modern ways to communicate. To accommodate the revised office footprint, HEFCE is embracing flexible working, supported through suitable policies, technology and buildings infrastructure.

As part of the relocation of its Bristol office, HEFCE is looking at a solution that: • Best utilises equipment it currently has;

• Fits with what is required to facilitate the various sizes and layouts of the new meeting rooms that are to be available in both the new offices.

This is in order to both exploit the increased functionality and flexibility now available from modern systems and also to improve HEFCE’s control over its total operating costs.

The relocation from Northavon House has provided the opportunity to assess the options for delivering AV/VC in the future and HEFCE intends that it takes advantage of modern technologies, such as those offered by combining AV/VC to support flexible working and collaboration.

This specification details the requirements for the AV/VC equipment and facilities for its main meeting rooms.

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1.2 Scope and Constraints

This requirements document provides the basis for a tender exercise for an AV/VC installation service and covers the provision of this service at both of HEFCE’s new offices. The specification relates to all hardware and the installation of such within each room as specified.

Suppliers are required to note the following mandatory requirements:

• It is fundamental that the solution proposed utilises and integrates with the JANET network connections, in a cost-effective manner;

• The provided solution must integrate and work with HEFCE’s chosen telephony system (as yet to be decided at the time of this tender);

• The chosen supplier is to liaise and provide full co-operation with the new building’s Mechanical and Electrical (M&E) and Fit-Out suppliers to ensure that the infrastructure and AV\VC equipment is installed and commissioned in a timely and efficient manner. Details of the M&E and Fit-Out suppliers to be provided to the winning supplier of this tender.

1.3 Business Impact Factors

The potential for any AV/VC facilities to impact the business, beyond being that of an inconvenience, is noted as minimal. The supplier, within a maintenance contract, is to facilitate service levels as required to ensure that the service meets HEFCE’s business requirements, and that any support issues raised are dealt with in a timely manner and within the agreed SLA between the supplier and HEFCE.

The office on-boarding is scheduled to take place by May 2015, with installation of all equipment to take place prior to this date.

1.4 Existing Facilities

Video and Audio-Conferencing

Extensive use is made within HEFCE of conferencing facilities, using a range of equipment and services, but primarily using a mix of PolyCom fixed and mobile equipment (HDX video conferencing equipment speakers, telephone conferencing phones, etc.).

A list of existing AV\VC equipment is included with this specification. It is desirable where possible to re-use the existing equipment as part of the new office AV\VC fit out.

Network

The present network connections are provided using 2 x 100Mb/s JANET links in Bristol and 1 x 100Mb/s link in London, with new JANET connections contracted to be provided at the new Bristol offices. These network bandwidths are presently under review and are expected to be increased to provide a total of 500Mb/s. Dedicated ISDN2 lines are currently used for meeting room conference calls using PolyCom VC gateway equipment.

1.5 Structure of Document

The remainder of this document is structured as follows:

• Section 2 describes HEFCE’s future AV/VC requirements defined on a per meeting room basis within each location;

• Section 3 describes Containment and Room Readiness; • Section 4 describes Supporting Services;

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1.6 References

Table 1.1 below lists the reference documents accompanying this Specification of Requirements.

Ref Title and Description Notes

001 List of existing HEFCE AV\VC equipment Included in “HEFCE List Of AV & VC Equipment To Be Possibly Re-Used.docx”

002 Ground floor plan for Nicholson House (showing room names and possible furniture layout)

Included in “AV Tender - NH And WH Floor Plans Showing AV-VC Requirements Per Room.zip” 003 Ground floor and 1st floor plans for

Westward House (showing room names and possible furniture layout)

Included in “AV Tender - NH And WH Floor Plans Showing AV-VC Requirements Per Room.zip” 004 Ground floor plan for Nicholson House

(showing basic floor plan with no furniture and room dimensions)

Included in “AV Tender - NH And WH Floor Plans Showing AV-VC Requirements Per Room.zip” 005 Ground floor and 1st floor plans for

Westward House (showing basic floor plan with no furniture and room dimensions)

Included in “AV Tender - NH And WH Floor Plans Showing AV-VC Requirements Per Room.zip” 006 M&E Plans for both Nicholson House and

Westward (showing A/C ducting, ceiling grid etc.)

Included in “M&E.ZIP”

007 Electrical Plans for both Nicholson House and Westward House

Included in “Electrical Designs.zip”

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SECTION 2 Requirements

As part of the ROBO Project, the provision of a modern, technologically advanced AV/VC solution has been identified as a critical key component that delivers significant operational and cultural changes to HEFCE, as part of a wider portfolio of operational requirements. HEFCE requires a modern AV/VC system in order to both exploit the increased functionality and flexibility now available from modern systems, and also to improve control over total operating costs. This is to be supplied as a holistic, fully-installed and maintained contract service. In taking advantage of modern technology, HEFCE anticipates supporting its future AV/VC communications to:

• Optimise the use of the new meeting rooms and their subsequent layout; • Provide state of the art communication and collaboration facilities;

• Accommodate meetings for a variety of scenarios ranging from hosting internal meetings to large “Town Hall” style.

2.1 Functional Requirements

This section sets out a description of the functionality for each meeting room / area with designated AV/VC facilities. This description includes:

• The core equipment required in each case; • Where the equipment is to reside;

• The capabilities of the equipment from a user perspective.

2.2 Nicholson House

(Refer to Nicholson House Ground Floor Plan).

Meeting Rooms 1 (Pine), 2 (Birch), 3 (Cedar) and 4 (Ash)

These four meeting rooms are grouped together at one end of the Ground Floor of Nicholson House. There are two meeting rooms on each side of the corridor, which are, in turn, separated by a folding partition wall which can be moved. These rooms need to cater for a range of different scenarios, including the hosting of internal meetings and analytical groups, third party visitors as well as ‘town hall’ meetings. As such, the rooms need to be as flexible and as modular as possible and are required to work in the following formats:

• Each is to function as a stand-alone meeting room;

• Cedar and Birch are to work as one larger meeting space when the folding wall between them is removed;

• Ash and Pine are to work as one larger meeting space when the folding wall between them is removed;

• All four meeting rooms are to function as one large presentation space when the folding walls between them are all removed. Typically, this layout is to be used when an all staff briefing is being provided, which requires a “town hall” style layout.

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Meeting Room 1 (Pine) – Operating In “Standalone” Mode

When this room is used as a standalone entity, the requirement is to cater for presentations from a range of devices including PCs, laptops, and mobile devices such as tablets and iPads. Also, from a training perspective, the ability to use interactive whiteboard features is required. HEFCE is keen to be able to move equipment in and out of the room as required so as to afford maximum flexibility in the way this space may be used in conjunction with the other three.

The supplier is to provide a dual large flat-panel display screen setup with integrated speakers for local audio output, and multi-touch capability, mounted on a trolley system so that it can be easily moved\removed to\from this room if required.

HEFCE is to make available floor boxes in all meeting rooms as required, in which the successful AV/VC supplier is to install an interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. For all rooms, the requirement is for one floor box in the centre of the room (under the meeting table) and one at the screen location so that the dual screen trolley can be connected\disconnected as and when required.

Along with the option of a wired solution for presentations to the local display screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection to the local display screens, as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable.

It is envisaged at this stage that audio output from presentation devices play through the integrated speakers attached to the screens on the trolley by default.

The supplier is to provide two pairs of ceiling mounted/recessed speakers to deliver sound reinforcement for presentations when this room is used in combined\fully open (all four rooms open) mode. The supplier is to also provide an audio amplifier which is to reside in a central control cabinet in an area behind the Birch meeting room.

Meeting Room 2 (Birch) – Operating In “Standalone” Mode

When this room is used as a standalone entity, the requirement is to cater for presentations from a range of devices including PC’s, laptops, and mobile devices such as tablets and iPads. Also from a training perspective, the ability to use interactive whiteboard features is required. HEFCE is keen to be able to move equipment in and out of the room as required so as to afford maximum flexibility in the way this space may be used in conjunction with the other three.

The supplier is to provide a dual large flat-panel display screen setup with integrated speakers for local audio output, and multi-touch capability, mounted on a trolley system so that it can be easily moved to other rooms in this area.

HEFCE is to make available floor boxes in all meeting rooms as required, in which the supplier is to install an interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. For all rooms, the requirement is for one floor box in the centre of the room (under the meeting table) and one at the screen location so that the dual screen trolley can be connected\disconnected as and when required.

Along with the option of a wired solution for presentations to the local display screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection to the local display screens as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable

It is envisaged at this stage that audio output from presentation devices is to come through the integrated speakers attached to the screens on the trolley by default.

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The supplier is to provide two pairs of ceiling mounted\recessed speakers to deliver sound reinforcement for presentations when this room is used in dual\fully open (all four rooms open) mode. The supplier is to also provide an audio amplifier which is to reside in a central control cabinet in an area behind the Birch meeting room.

Meeting Room 3 (Cedar) – Operating In “Standalone” Mode

When this room is used as a standalone entity, the requirement is to cater for presentations from a range of devices including PC’s, laptops, and mobile devices such as tablets and iPads. The supplier is to provide a large, ceiling-recessed, motorised projection screen which supports a 16:10 aspect ratio to cater for digital content. The projection screen itself is to be of sufficient build quality to deliver a minimum gain factor of 1.2 and a preferable viewing angle of approx. 150 degrees (on axis). In conjunction with this, the supplier is to also provide a ceiling mounted WUXGA projector with a minimum 5,000 ANSI lumens. HEFCE is to make available floor boxes in all meeting rooms as required, in which the successful AV/VC supplier is to install its own customised interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. For this room, the requirement is for one floor box in the centre of the room (under the meeting table) which is to be connected into the projector to show content on the screen. There is also a requirement for a floor box at the front of the room (just before the projection screen) which can be used to connect the trolley based dual screen option from Birch if video conferencing resources are needed in this room. Along with the option of a wired solution for presentations to the projection screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection via the projector to the projection screen as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable.

The supplier is to provide two pairs of ceiling mounted\recessed speakers to deliver sound reinforcement for presentations when this room is used in combined/fully open (all four rooms open) mode. The supplier is to also provide an audio amplifier which is to reside in a central control cabinet in an area behind the Birch meeting room.

It is likely that this meeting room is to be the “main” hub for presenters when all the meeting rooms are opened up together. As such, the supplier is to provide a wooden lectern with a fixed gooseneck microphone and accommodate a laptop. The lectern is to be portable so that it may easily be removed from the room when in stand-alone mode and rehomed in Ash room if required.

To cater for formal presentations and meetings where the rooms are used in combined\all open mode, the supplier is to provide a suitable wireless microphone solution, which consists of at least two handheld and two lapel / tie microphones. The proposed solution needs to be robust and not prone to interference. The microphones themselves need to be easily rechargeable. Audio from the wireless microphones or presentation media is to have the ability to be played back within this room, via ceiling speakers.

The supplier is to provide a “master” wired wall-mounted touch control panel which is be non-technical as possible and highly intuitive in its operation, enabling HEFCE staff to select the required room(s) format e.g. single rooms, combined rooms, or all rooms open.

Meeting Room 4 (Ash) – Operating In “Standalone” Mode

When this room is used as a standalone entity, the requirement is to cater for presentations from a range of devices including PC’s, laptops, and mobile devices such as tablets and iPads. The supplier is to provide a large, ceiling-recessed, motorised projection screen which supports a 16:10 aspect ratio to cater for digital content. The projection screen itself is to be of sufficient build quality to deliver screen should provide a minimum gain factor of 1.2 and a preferable viewing angle of approx. 150 degrees (on axis). In conjunction with this, the supplier to also provide a ceiling mounted WUXGA projector with a minimum 5,000 ANSI lumens.

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HEFCE is to make available floor boxes in all meeting rooms as required, in which the successful AV/VC supplier is to install an interface plate to deliver HDMI, VGA, Audio and powered USB connectivity.

For this room, the requirement is for one floor box in the centre of the room (under the meeting table) which is to be connected into the projector to show content on the screen. There is also a requirement for a floor box at the front of the room (just before the projection screen) which can be used to connect the trolley based dual screen option from Birch if video conferencing resources are needed in this room.

Along with the option of a wired solution for presentations to the projection screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection via the projector to the projection screen as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable.

The supplier is to provide two pairs of ceiling mounted\recessed speakers to deliver sound reinforcement for presentations when this room is used in combined\fully open (all four rooms open) mode. The supplier is to also provide an audio amplifier which is to reside in a central control cabinet in an area behind the Birch meeting room.

The supplier is to provide a “slave” wired wall-mounted touch control panel which is to be very simple and highly intuitive in its operation, enabling HEFCE staff to select the required room(s) format, e.g., single rooms, combined rooms, or all rooms open. It is an important aspect of the overall system design that this control panel is able to interface seamlessly with the “main” control panel in Cedar so that the current status of each room\mode of operation is clearly displayed via the user interface and enables HEFCE to utilise one meeting room without impacting on the other.

Meeting Room 1 (Pine) & Meeting Room 4 (Ash) – Operating In “Combined”

Mode

When both Pine and Ash rooms are combined to create one long room, HEFCE envisages the following functionality to be available:

• The projection system in Ash is to serve as the main presentation screen;

• The trolley based dual screen setup in Pine can be moved to the side of the room (window side) and plugged in a floor box\wall plate which is to ensure that one of the screens on the trolley to act as a repeater for the content from the main projector in Ash;

• Audio output from presenter microphones or presentations to come through all ceiling speakers in both rooms (4 in each room).

Meeting Room 2 (Birch) & Meeting Room 3 (Cedar) – Operating In “Combined”

Mode

When both Birch and Cedar rooms are combined to create one long room, HEFCE envisages the following functionality to be available:

• The projection system in Cedar to serve as the main presentation screen;

• The trolley based dual screen setup in Birch to be moved to the side of the room (window side) and plugged in a floor box\wall plate which is to ensure that one of the screens on the trolley is to act as a repeater for the content from the main projector in Cedar;

• Audio output from presenter microphones or presentations to come through all ceiling speakers in both rooms (4 in each room).

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All Meeting Rooms Open as One Large Space

When all four rooms are open as one large room, HEFCE envisages the following functionality to be available:

• The projection systems in both Ash and Cedar to show the same content on their respective screens;

• Both trolley based dual screen setups in Birch and Pine can be moved to the side of their respective rooms (window side) and plugged into a floor box\wall plate which is to ensure that one of the screens on the trolley to act as a repeater for the content being shown via the projectors in Ash and Cedar;

• Audio output from presenter microphones or presentations to come through all ceiling speakers in all four rooms (4 per room) to give an even coverage for all users.

Additional Requirements For Above Meeting Rooms

To house the core AV infrastructure equipment, which caters for the switching, scaling and control of content sources for all four meeting rooms, the supplier is to provide a Credenza cabinet which is to accommodate an equipment rack for easy access. The supplier is to ensure that the proposed cabinet is suitably ventilated to prevent any heat build-up. The equipment Credenza is to be located outside all of the meeting rooms, in the store area behind the Birch meeting room, and which is to be accessible to the local support team. The supplier is to provide two suitable Assisted Hearing Systems, one for each of Meeting Rooms Ash and Cedar. HEFCE has no preference for one type of system over another but key to the proposed solution is to contain audio within the given meeting room area so that there is no accidental audio overspill into other areas. The only exception to this is when HEFCE staff have specifically removed folding doors and opened up the meeting rooms as per any one of the stated modes of operation, in which case the assisted hearing system needs to cater for that scenario.

For certain types of meetings, HEFCE requires the use of video conferencing equipment. It is required that the two dual screen trolley based system in Birch is configured using existing video conferencing equipment transferred from the current HEFCE site. The video conference CODEC and microphone(s) are to be capable of being used with both screens for people/content meetings. HEFCE is to ensure that a data connection is available in a floor box at the front of both rooms (which can be used for example, to connect this video conferencing unit to the internet). Similar data connections to be available in the floor boxes at the front of both Ash and Cedar meeting rooms so that video conferencing can be held in these rooms, as well using the trolley mounted equipment from Birch.

The system design for these meeting rooms must be as future-proofed as possible. In conjunction with this, although not within the scope of these works, HEFCE may wish to add and integrate audio conferencing into each meeting room at a later date. It needs to be possible, at that time, to implement this addition without having to ‘rip and replace’ the proposed initial solution. Any audio conferencing system would be built around ceiling microphones in each meeting room and a suitable interface into HEFCE’s VoIP telephony system.

2.3 Westward House

(Refer to Westward House Ground and First Floor Plans).

Westward House Meeting Room (Beech)

The requirement is to cater for presentations from a range of devices including PC’s, laptops, and mobile devices such as tablets and iPads. This room is to also have functionality as a training room so from a training perspective, interactive whiteboard functionality is also required.

The supplier is to provide a large, wall-mounted, flat-panel display screen, with multi-touch capability for interactive whiteboard functionality.

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The supplier is to provide two pairs of ceiling mounted/recessed speakers together with an audio amplifier to deliver sound for any electronic presentations, training content, or DVD content.

HEFCE will free-issue an existing Polycom HDX 9002 Series video conferencing system for the supplier to integrate into this meeting room. The supplier is to supply two ceiling mounted microphones in conjunction with this.

HEFCE is to make available floor boxes in all meeting rooms as required, in which the supplier to install an interface plate to deliver HDMI, VGA and Audio connectivity. In most cases, the requirement is for one floor box in the centre of the room and one at the screen location.

HEFCE is to supply a fixed room PC for this meeting room.

Chief Executive’s Office

The requirement is to cater for presentations from a range of devices including PC’s, laptops, and mobile devices such as tablets and iPads. The supplier is to provide a wall-mounted 42” High Definition (HD) monitor with integrated speakers for audio output. This should have multiple (minimum 2 x) HDMI inputs to accommodate additional device inputs. There is also a requirement for an HD video conference system in this room so that video conference calls can occur.

HEFCE is to make available floor boxes in all meeting rooms as required, in which the successful AV/VC supplier is to install an interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. The requirement is for one floor box in the centre of the room (under the meeting table) and one at the screen location so that wired presentations can be made from a device to the screen.

Along with the option of a wired solution for presentations to the local display screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection to the local display screens as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable.

2.4 High Level Equipment Specification

This section sets out a High-level Equipment Specification for each meeting room / area with designated AV facilities. This includes, without specifying the exact make and model, the AV components required and the minimum performance criteria in each case (e.g., MUST support 720p HD video, 22 kHz audio and RS232 control) for each room, in order to achieve the functionality described in the previous section. The budgetary cost for on-site maintenance support is also to be provided.

Nicholson House

Please Note: it is expected that professional grade audio and video cables are specified and deployed across these installation works so as to ensure the integrity and quality of all signals.

Pine Meeting Room

• 2 x Large HD display screen (approximately 55” diagonal) with 1080p resolution. The display screen to have a minimum of 1 x VGA, 1 x Audio input, 3 x HDMI inputs and also have on-board speakers;

• 1 x Interactive multi-touch screen overlay incorporated into or added onto the display screen, allowing users to present and annotate onto the screen. Full interactive whiteboard features and tools to be included and allow connectivity and interaction from a (HEFCE-supplied) local PC;

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• 1 x Roll-about trolley unit to accommodate the display screens and to enable easy moving of the screen from room to room. A suitable trolley system to be proposed so that a safety glass shelf may be added to it, below the screen, to accommodate the mounting of a videoconferencing codec and camera;

• 1 x AV floor plate (installed in the centre of the room) containing single VGA, Audio, HDMI and USB power for PC connectivity to the screen and laptop interaction with the multi-touch screen capability;

• 1 x AV floor plate (installed at the front of the room) containing single VGA, Audio, HDMI and USB power for connection to the roll-about screen;

• 1 x AV wall plate with connectivity to the main system, allowing the roll-about display to act as a repeater screen;

• 1 x Wireless presentation device, for local PC presentations;

• 1 x HDMI video receiver – for use in combined room mode to receive digital images from the main rack system. Specialised shielded Cat 6 cable to be utilised to accommodate the longer signal runs;

• Operation and control of this meeting room system, when in stand-alone mode, is to be via the display screen’s remote controller, unless otherwise indicated.

QTY EQUIPMENT DESCRIPTION

2 55” HD (1080p) LED screen with on-board speakers, multi-touch interactive functionality, VGA, HDMI & Audio inputs

1 Tilting mounting bracket for the above display screen 1 Hi Level Roll-about Trolley to accommodate display screen 2 Audio Visual Floor plate – with VGA, Audio, HDMI and USB power 1 Wall Interface AV connection plate

1 Wireless presentation device

1 HDMI Cat 6 receiver – for receiving images when operating as a repeater screen

2 Pair 100v line ceiling speakers – used when in combined mode only 1 Associated professional cables and connectors and accessories for

installation

Table 2.1 - Required Components for Pine Meeting Room

Birch Meeting Room

The requirements for this meeting room are identical to those of the Pine meeting room. The Birch room is to have the same dual purpose functionality, allowing users to enjoy a stand-alone meeting experience or the ability to combine with the other three meeting rooms for larger town hall style meetings and presentations.

• 2 x Large HD display screen (approximately 55” diagonal) with 1080p resolution. The display screen to have a minimum of 1 x VGA, 1 x Audio input, 3 x HDMI inputs and also have on-board speakers;

• 1 x Interactive multi-touch screen overlay incorporated into or added onto the display screen, allowing users to present and annotate onto the screen. Full interactive whiteboard features and tools to be included and allow connectivity and interaction from a (HEFCE-supplied) local PC;

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• 1 x Roll-about trolley unit to accommodate the display screen and to enable ease of moving the screen from room to room. A suitable trolley system to be proposed so that a safety glass shelf may be added to it, below the screen, to accommodate the mounting of a videoconferencing codec and camera;

• 1 x Audio-Visual floor plate (installed in the centre of the room) containing single VGA, Audio, HDMI and USB power for PC connectivity to the screen and laptop interaction with the multi-touch screen capability;

• 1 x Audio-Visual floor plate (installed at the front of the room) containing single VGA, Audio, HDMI and USB power for connection to the roll-about screen;

• 1 x AV wall plate with connectivity to the main system, allowing the roll-about display to act as a repeater screen;

• 1 x HDMI video receiver – for use in combined room mode to receive digital images from the main rack system. Specialised shielded Cat 6 cable to be utilised to accommodate the longer signal runs;

Operation and control of this meeting room system, when in stand-alone mode, to be via the display screen’s remote controller, unless otherwise indicated.

2 55” HD (1080p) LED screen with on-board speakers, multi-touch _{interactive functionality, VGA, HDMI and Audio inputs} 1 Tilting mounting bracket for the above display screen

1 Hi Level Roll-about Trolley to accommodate display screen

1 PolyCom HDX 7000 + Camera + Microphones (2) (to be supplied by _HEFCE) 2 Audio Visual Floor plate – with VGA, Audio, HDMI and USB power 1 Wall Interface AV connection plate

1 Wireless Presentation device

1 HDMI Cat 6 receiver – for receiving images when operating as a _{repeater screen} 2 Pair 100V line ceiling speakers – used when in combined mode 1 Associated professional cables and connectors and accessories for _installation

Table 2.2 - Required Components for Birch Meeting Room

Cedar Meeting Room

The Cedar meeting room is to act essentially as the master room, enabling the following permutations:

• All meeting rooms are to combine and operate together as one entity;

• The Cedar and Birch meeting rooms are to combine into one large meeting room; • The Ash and Pine meeting rooms are to combine into one large meeting room; • Operation as a stand-alone meeting room;

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• 1 x large 16:10 ceiling recessed screen (approx. 109” diagonal) for both local and larger meetings. To include appropriate mounting hardware to secure the screen to the upper ceiling structure (HEFCE is to be responsible for cutting an aperture into the ceiling grid/tiles);

• 1 x Full HD ceiling projector with a minimum 5000 ANSI lumen to provide a minimum gain factor of 1.2 and a preferable viewing angle of approx. 150 degrees (on axis). To include appropriate mounting hardware to secure the projector to the upper ceiling structure;

• 2 x AV floor plate containing single VGA, Audio and HDMI connections for PC/laptop connectivity to the screen. One under the table and the other at the front of the room for trolley based system to plug into;

• 2 x Hand-held dynamic microphones and 2 x pocket or clip microphones (Note: although these are to primarily be required for town hall meetings when all meeting rooms are opened up as one large space, the system design to also facilitate the use of one handheld and one clip microphone being used in Pine and Ash when these are combined, whilst at the same time if necessary, the other handheld and clip microphones may be used in Birch and Cedar when these are combined);

• 2 x Pair of 100V line ceiling speakers. Speakers across all four rooms to be programmed for activation via the control software, as and when required;

• 1 x 7” Touch panel is to be installed into the side wall (or mounted on the lectern). The panel is to be pre-programmed to control all functions within the meeting room itself and also to provide control when the meeting rooms are combined. The control panel functions and commands are to be received and executed by a central control frame, providing connectivity to the main AV equipment and also executing commands from the secondary touch panel, located in Ash. The control system/processor is to reside in the AV Credenza in the Store area;

• 1 x Wood veneer lectern for conducting formal presentations and supporting connectivity of a laptop or (HEFCE-supplied) desktop PC. 1 x gooseneck cardioid microphone is to be fixed into the lectern for presentations conducted from this location.

(The furniture is to be to HEFCE’s specified finish).

1 Motorised 109” 16:10, ceiling recessed projector screen 1 Low voltage controller for the projector screen

1 Ceiling mounted projector - 5000 ANSI lumen, WUXGA native resolution (16:10 aspect ratio)

1 Projector ceiling mounting assembly for the projector 2 Ceiling microphone array

2 AV Floor plate – with HDMI, VGA and Audio inputs 2 Hand held dynamic microphone

2 Hand held wireless microphone adapter 2 Wearable Pocket or lapel microphone

1 4-Channel wireless microphone receiver and base station 2 Pair 100V line ceiling speakers

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1 Three input HDCP compliant Video scaler for room presentations via VGA or HDMI

1 7" Wall mounted Touch Panel

1 Touch-panel wall mount metal back box 1 Wireless Presentation Device

4 6' (1.8m) Male to Male VGA and Audio Cable - Moulded Connectors 4 12' (3.6m) Male to Male VGA and Audio Cable - Moulded Connectors 2 10.6 meters HDMI cable

2 AV Interface with VGA, Audio, HDMI and USB power 1 AV Lectern in wood veneer including modifications

1 Gooseneck microphone, capsule, pre-amp and shock mount base for lectern

1 AV Interface with VGA, Audio, HDMI, RJ45 and XLR for the lectern

Table 2.3 - Required Components for Cedar Meeting Room

Ash Meeting Room

• This meeting room is to operate within three scenarios, provide stand-alone presentation facilities, combine with the Pine meeting room via a wall mounted touch panel within the cedar meeting room and combine with all four meeting rooms once opened up;

• 1 x large 16:10 ceiling recessed screen (approx. 109” diagonal) for both local and larger meetings. To include appropriate mounting hardware to secure the screen to the upper ceiling structure (HEFCE is to be responsible for cutting an aperture into the ceiling grid/tiles);

• 1 x Control system with 7” touch panel to be installed into the side wall. The panel will be pre-programmed to control all functions within the meeting room itself also when combined with Pine meeting room (controlling audio and video feeds). When all meetings rooms are combined this panel will be inactive as the panel in Cedar is to be the master controller when all four meeting rooms are combined;

• 1 x Full HD ceiling projector with a minimum 5000 ANSI lumen to provide a minimum gain factor of 1.2 and a preferable viewing angle of approx. 150 degrees (on axis). To include appropriate mounting hardware to secure the projector to the upper ceiling structure;

• 2 x Audio-Visual floor plate containing single VGA, Audio and HDMI connections for PC/laptop connectivity to the screen;

• 1 x Digital video scaler to enable any analogue (standard PC) video signals to be up scaled so as to deliver and maintain the best digital resolution for presented media, regardless of the initial video input from the user.

2 x Pair of HDMI twisted pair extenders to allow high-resolution images to be transmitted longer distances within the facility, with no loss of clarity.

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1 Ceiling mounted projector - 5000 ANSI lumen, WUXGA native resolution (16:10) aspect ratio

1 Projector ceiling mounting assembly for the projector 1 Motorised 109” , 16:10, ceiling recessed projector screen 1 Low voltage controller for the projector screen

1 Ceiling microphone array

2 Audio Visual Floor plate – with HDMI, VGA and Audio inputs 2 Pair 100v line ceiling speakers

1 Three input HDCP compliant video scaler for room presentations via VGA or HDMI

1 7" Wall mounted Touch Panel

1 Touch-panel wall mount metal back box

1 Low-Profile Mount Kit for 1/4 and 1/2 Rack Width, Two-Piece Enclosure 2 HDMI over CAT6 Transmitter

2 HDMI over CAT6 Receiver 1 Wireless PC Presentation Device 1 PSN 4.4 - 12V 4.4A power supply 2 6' (1.8m) Flexible, Hi-Res HDMI cables 2 15' (4.5m) Flexible, Hi-Res HDMI cables

2 6' (1.8m) Male to Male VGA and Audio Cables - Moulded Connectors 1 10.6 meters HDMI cable

2 AV Interface with HDMI, VGA, Audio and USB power

1 Associated professional cables and connectors and accessories for installation

Table 2.4 - Required Components for Ash Meeting Room

Additional Requirements

• 1 x Two-door lockable Credenza to accommodate the AV Equipment racks in the store room. The Credenza must have adequate ventilation to prevent heat build-up;

• 2 x 14U mini-rack cabinet with 18” useable depth to be fitted into a Credenza;

• 4 x 100V mono amplifier (40 Watts per channel) – one for each meeting room but which is to reside in the Credenza. Each must be individually controllable from the master controller;

• 1 x Audio processor to control all audio distribution and echo cancellation within the various rooms, both in combined and stand-alone modes;

• 2 x Audio de-embedder for the control and separation of audio from the HDMI digital feeds;

• 1 x Digital video scaler to enable any analogue (standard PC) video signal to be up scaled so as to deliver and maintain the optimum digital resolution for presented media;

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• 1 x Matrix switcher to provide the AV signal input and outputs, selectable by the user, whether it may be laptop, desktop PC, streaming media player or other source. These images can be output to the display screens in all 4 meeting rooms;

• 6 x HDMI transmitter (one allocated to feed signals to each of the four meeting rooms along with the Meeting Room 3 lectern and the Meeting Room 3 floor box). Each to work in conjunction with the single HDMI receiver specified for each room and the additional devices. This is to allow high-resolution digital images to be transmitted and received over longer distances within the facility;

• 1 x 10/100 8-12 port network switch incorporating PoE ports; • 2 x Assisted Hearing System.

QTY EQUIPMENT DESCRIPTION

1 Purpose built, 2 door AV Credenza cabinet

2 14 Space Cabinet Frame Rack – 18 inch useable depth 3 RSU129 - 1U 9.5" Deep Universal Rack Shelf Kit 2 10 outlet, Rack mounted sequential start power supply 1 Multiple Output 12 Volt DC Power Supply

1 16 channel audio processor with noise cancellation including connection cable 4 100V Mono Amplifier - 40 Watts Per Channel – for all 4 meeting rooms 2 Audio de-embedder

1 HDMI 4-output distribution amplifier 1 8x8 HDMI Matrix Switcher

2 Low-Profile Mount Kit for 1/4 and 1/2 Rack Width, Two-Piece Enclosures 6 HDMI over CAT6 Transmitter

3 HDMI over CAT6 Receiver 1 Main Central controller

1 PSN 4.4 - 12V 4.4A power supply 1 Network Switch 10/100,8 PORT (4 POE) 12 6' (1.8m) Flexible, Hi-Res HDMI cable 2 15' (4.5m) Flexible, Hi-Res HDMI cable

4 6' (1.8m) Standard Speed HDMI to DVI-D cable

1 Associated professional cables and connectors and accessories for installation 2 Assisted Hearing System

Table 2.5 - Showing Additional Requirements

Westward House

Please note: it is expected that professional grade audio and video cables are specified and deployed across these installation works so as to ensure the integrity and quality of all signals.

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Beech 12 Person Meeting Room

• 1 x Large HD display screen (approximately 70”diagonal) with 1080p resolution. The display screen to have a minimum of 1 x VGA, 1 x Audio input and 3 x HDMI inputs; • 1 x Interactive multi-touch screen overlay incorporated into or added onto the display

screen, allowing users to present and annotate onto the screen. Full interactive whiteboard features and tools to be included and allow connectivity and interaction from a (HEFCE-supplied) local PC;

• 1 x Tilting wall-mount bracket for the above screen – consideration to be given to hiding all cabling to ensure as neat and clean a finish as possible;

• 1 x Existing Video Conferencing PolyCom 9002 HDX CODEC equipment with Camera and Microphone (to be supplied by HEFCE);

• 1 x Audio-Visual floor plate (installed in the centre of the room) containing single VGA, Audio, HDMI and USB power for PC connectivity to the screen and laptop interaction with the multi-touch screen capability;

• 2 x Wall mounted safety glass shelves to accommodate a HEFCE supplied existing Polycom series CODEC and Eagle Eye camera;

• 2 x Polycom HDX ceiling microphones (white) and associated cabling to work in conjunction with the existing Polycom 9002 HDX video conferencing system;

• 1 x 100V mono amplifier (40 Watts per channel);

• 1 x Digital video scaler to enable any analogue (standard PC) video signals to be up scaled so as to deliver and maintain the best digital resolution for presented media, regardless of the initial video input from the user;

• 1 x Audio de-embedder for the control and separation of audio from the HDMI digital feeds;

• 1 x Wireless Presentation Device;

• 1 x Lockable Credenza to accommodate the above AV Equipment. The Credenza must have adequate ventilation to prevent heat build-up.

The furniture is to be in a wood veneer and to HEFCE’s specified finish.

1 70” HD (1080p) LED screen with multi-touch interactive Functionality. VGA, HDMI and audio inputs

1 Tilting mounting bracket for the display screen 1 Bespoke Top hat mounting bracket (dual mount)

1 PolyCom HDX 9002 + Camera + Microphone (to be supplied by HEFCE) 1 AV Floor plate – with VGA, Audio, HDMI and USB power

1 Wireless presentation device 2 Pair 100V line ceiling speakers

2 Glass shelves to accommodate the existing HEFCE Polycom HDX + Camera 2 Ceiling microphone array for the existing Polycom HDX video conferencing

system

1 100V Mono Amplifier - 40 Watts Per Channel

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HDMI

1 Audio de-embedder 1 AV equipment Cabinet

Table 2.6 - Required Components for Beech Meeting Room

Chief Executive’s Office

• 1 x 42” HD screen with integrated speakers; • 1 x Wall bracket for the above screen;

• 1 x Audio-Visual floor plate (installed under table and the installed in the centre of the room) containing single VGA, Audio, HDMI and USB power for PC connectivity to the screen and laptop interaction with the screen. 1 x HD videoconferencing system with Pan/Tilt/Zoom camera (or Digital Zoom fixed camera) and microphone, which supports H.323 / IP and preferably SVC;

• 1 x Wireless Presentation Device; • 1 x bracket/shelf to mount the codec; • 1 x bracket/shelf to mount the camera.

1

Polycom Group 300-720p with Eagle-Eye Acoustic camera & integrated microphone

1 42" HD LED Commercial Display Screen with integrated speakers 1 AV Floor plate – with VGA, Audio, HDMI and USB power

1 Wireless Presentation Device

1 Flat Universal wall-mount bracket for screen 1 Camera and VC mounting system

Table 2.7 - Required Components for Chief Executive’s Office

Wireless Presentation System

The wireless presentation system is intended to allow users of a meeting room to present content in real-time from multiple devices minimising the need for cables. This functionality is to be available to projectors, fixed screens, and mobile (trolley based) screens. HEFCE’s preference is for an out-of-the-box plug-and-play system enabling ease of installation onto HEFCE’s network and ease of use for users with minimal support required.

HEFCE requires a system that gives cross platform connectivity allowing users to connect from any of the major platforms such as iOS, Mac, Windows and Android. Additionally, an ability to have the presentation controlled by smartphones, tablets and laptops is beneficial. HEFCE is currently trialling a WePresent device (Model WiPG – 1500).

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Key Features Small / Medium Room

Large Room

Video Output: VGA or HDMI output (up to 1080p) Mandatory Mandatory

Projection: Project up to 4 users onto 1 display Mandatory Mandatory

Projection: Project onto more than 1 display Not required Mandatory

Connectivity: Supports any Windows, Apple iOS or

Android device and platform

Mandatory Mandatory

Connectivity: Utilise Gigabit and Power Over Ethernet

(PoE)

Desirable Mandatory

Conferencing: Allow many presentation (enabling a

presentation to be displayed on more than one screen)

Not required Mandatory

Multi-Media: Allow video streaming Desirable Mandatory

Security: Encryption Mandatory Mandatory

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SECTION 3 Containment and Room Readiness

This section sets out the Containment and Room Readiness requirements for each meeting room / area with designated audio-visual facilities. The requirements listed below are not a definitive list and therefore are subject to minor changes upon tender contract award. This information is primarily for the benefit of the building contractor so that rooms and areas may be suitably constructed and prepared to receive the audio-visual facilities in each case.

3.1 Nicholson House

Please note: It is assumed that the Nicholson House Building is constructed with both ceiling and floor voids, provided by a standard, raised computer floor and suspended ceiling, consisting of ceiling tiles.

Pine and Birch Meeting Rooms

Each Room requires the following: • 2 x 4-compartment floor boxes;

• 1 x Floor Box (FB) located at centre table location and 1 x FB at the front of the room; • Each floor box is to contain:

o 1 x 13amp Double Switched Socket Outlet (DSSO); o_{1 x compartment containing approx. 4 x data sockets;}

o_{1-2 spare compartments – for AV connection plates (please note that if} laptop interaction with the screen is required, 2 x spare compartments to be provided at the table).

• Front Floor box data ports are to consist of:

o_{1 x Local Area Network (LAN) connection for the Apple TV;} o 1 x LAN connection for the Air media player;

o 1 x LAN port for codec as required.

• All LAN ports provided are to be presented as RJ-45 sockets;

• 1 x 50 x 50mm UPVC trunking installed in a side wall, for cable access to ceiling speakers and wall mounted repeater panel;

• The trunking is to be installed within the cavity wall and run from floor void to ceiling void.

Cedar Meeting Room

3 x 4-compartment floor box:

• 1 x FB located at the table location; • 1 x FB at the Lectern area.

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Each floor box is to contain: • 1 x 13amp DSSO;

• 1 x compartment containing approx. 4 x data sockets; • 1-2 spare compartments – for AV connection plates;

• 1 x 50 x 50mm UPVC trunking installed in a side wall, for wall mounted touch panel; • The trunking is to be installed within the cavity wall run from floor void to height of

approx. 1.3M AFF;

• 1 x Aperture is to be cut into the ceiling grid and tiles to allow the fitting of a ceiling recessed projector;

• 2 x 13amp DSSO in ceiling void to accommodate power for ceiling projector and motorised screen.

Ash Meeting Room

• 1 x FB located at the table location;

• 1 x FB at the secondary proposed Lectern point. Each floor box is to contain:

• 1 x 13amp DSSO;

• 1 x compartment containing approx. 4 x data sockets; • 1-2 spare compartments – for AV connection plates;

• 1 x 50 x 50mm UPVC trunking installed in a side wall, for wall mounted touch panel; • The trunking to be installed within the cavity wall run from floor void to height of approx.

1.3M AFF;

• 1 x Aperture to be cut into the ceiling grid and tiles to allow the fitting of a ceiling recessed projector;

• 2 x 13amp DSSO in ceiling void to accommodate power for ceiling projector and motorised screen.

Store Area (for Core AV Infrastructure)

• 1 x FB at the Credenza Location for the system racks. Floor box to contain:

• 1 x 13amp DSSO (double switched socket outlet); • 1 x compartment containing approx. 4 x data sockets; • 1-2 spare compartments – for AV connection plates. Credenza Floor box data ports to consist of:

• 1 x LAN connection for the Apple TV;

• 1 x LAN connection for the Wireless PC presenter; • 1 x LAN port for codec;

• 1 x LAN port for network switch with POE outputs;

• 1 x Earth point in floor void for rack connectivity. This can be in the form of an earth stud or a 5mm Earth cable run from a local buzz bar;

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• 1 x 50 x 100mm UPVC trunking installed in a side wall, for cable access from rack to local ceiling speakers, projector etc. and other meeting room components;

• The trunking is to be installed within the cavity wall run from floor void to ceiling void, close to the Equipment Credenza.

3.2 Westward House

Please note: It is assumed that this building is constructed with both ceiling and floor voids, provided by a standard, raised computer floor and suspended ceiling, consisting of ceiling tiles.

Beech 12-Person Meeting Room

This Meeting Room requires the following: 2 x 4-compartment floor box:

• 1 x FB located at centre table location; • 1 x FB at the Equipment cabinet location. The floor box is to contain:

• 1 x 13amp DSSO;

• 1 x compartment containing approx. 4 x data sockets; • 2 x spare compartment – for AV connection plates. Front / corner Floor box for Equipment cabinet is to provide:

• 1 x LAN connection for the Apple TV; • 1 x LAN connection for the Air media player; • 1 x LAN port for VC codec as required; • 1 x LAN port spare;

• All LAN ports provided are to be presented as RJ-45 sockets;

• 1 x 50 x 50mm UPVC trunking installed in a wall close to the equipment cabinet, for cable access up to ceiling speakers;

• The trunking is to be installed within the cavity wall & run from floor void to ceiling void; • 1 x 50 x 50mm UPVC trunking installed in the central wall location for cable access

from equipment rack to screen;

• The trunking is to be installed within the cavity wall and run from floor void to approx. Height of 1.7M AFF (above fixed floor);

• 2 x 13amp DSSO flush fitting sockets installed behind the LCD screen;

• The wall on which the LCD screen and VC equipment is located, is to be reinforced with 12 or 15mm plywood to accommodate the 70” screen.

Videoconferencing Room (Single or Dual Screen)

Each Room requires the following: 2 x 4-compartment floor box:

• 1 x FB located at the table location; • 1 x FB at the Equipment cabinet location. The floor box is to contain:

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• 1 x compartment containing approx. 4 x data sockets; • 1 spare compartment – for AV connection plates;

Consideration given below as to the structural requirements for each room: • 2 x 13amp DSSO flush fitting sockets installed behind the LCD screen; • 2 x RJ-45 LAN sockets installed behind the LCD screen;

• The wall on which the LCD screen and VC equipment is located, to ideally be reinforced with 12 or 15mm plywood, or if the wall is constructed of double skin plasterboard reinforcement will not be necessary;

• 1 x 50 x 50mm UPVC trunking installed in the central wall location, for cable access to screen, camera and codec;

• The trunking to be installed within the cavity wall & run from floor void to approx. Height of 1.7M AFF (above fixed floor).

Videoconferencing Room Roll-about (Single or Dual Screen)

Each Room requires the following: 1 x 3 compartment floor box:

• 1 x FB located at the front of the room. The floor box is to contain:

• 1 x 13amp DSSO;

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SECTION 4 Support and Integration

This section sets out details about maintenance and integration related to the AV/VC facilities.

4.1 Maintenance

The supplier is to operate a maintenance service, supervisory and administrative tools to allow, inter alia:

• Fault management;

• Configuration management; • Administrative management; • Performance management; • Security management.

Service Level Management

HEFCE expects that the agreed level of service is provided and that any agreed changes to service are delivered as agreed. HEFCE expects the use of the ITIL Service Level Management process to provide the monitoring, management and metrics used for comparing the achieved level of service against the agreed one. This provides input into the service review required for communication to the users of the services.

Service management is expected to include, but is not limited to: • Service performance, quality, integrity and security; • Business alignment, liaison, advice and guidance; • Security and access management;

• Incident & problem management;

• Management reporting, including support service usage and costs to users; • Management of assets to maximise utilisation and minimise costs;

• ICT management processes; • ICT policies;

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4.2 Universal Communications (UC)

Subject to software compatibility and budgetary constraints, HEFCE plans to introduce a universal communications system. The supplier is to provide an AV/VC system that presents to staff and partners across HEFCE an integrated, unified service which supports this UC with the following capabilities:

• Presence is indicated;

• Instant Messaging (IM) is enabled; • Collaborative working is enabled;

• Both audio- and video-conferencing are enabled from the desk; • Voice-messages and emails are jointly presented.

HEFCE is agnostic regarding the proposed UC solution, which is being procured separately as part of their future telephony solution, although it is to be noted that:

• All users have workstations (whether fully provisioned or thin clients) running the Microsoft Office 2010 suite;

• The existing mail, calendaring and contacts system is based on Microsoft Exchange 2010 (and there are currently no plans to upgrade to Exchange 2013 or any subsequent releases);

• HEFCE’s technical architecture is primarily based on Microsoft, Citrix and Cisco software stacks.

Full details of the chosen telephony solution will be provided to the selected supplier.

Video- and Audio-Conferencing Integration

The selected UC system is to have the capacity (including bandwidth and network segmentation) to allow integration with both meeting room audio- and video-conferencing facilities running over IP (whether hosted or using equipment in-house). HEFCE intends continuing to use PolyCom fixed and mobile VC equipment (viz. cameras, speakers, conference phones, etc.) which utilise HDX codecs.

Conference room equipment in the new offices allows full inter-office conferencing, with both the London office and external partners, being able to participate using existing equipment. A complete integrated solution is to be provided as part of this procurement exercise at the new offices, including all necessary supplementary equipment including, inter alia, displays, cameras, controls, ISDN service gateways, multipoint video bridges (or MCUs), microphones, standard connectors and all required cabling.

4.3 Software Licencing

Suppliers should note that HEFCE benefits from several existing licencing agreements which includes software supplied by Microsoft. HEFCE anticipates utilising these licencing agreements where appropriate.

4.4 JANET Connectivity

The HEFCE WAN utilises the JANET network. JANET advises that QoS is not required on the JANET backbone, as delay and packet loss are mitigated by the high capacity of bandwidth and low latency on this network. HEFCE is to test that this is the case on installation of the AV/VC solution.

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SECTION 5 Commercial Requirements

5.1 Contract Term

The initial contract is expected to be for 12 months, with an option to extend for 12 months, and an option to extend for a further 12 months. Notification of extension of the contract is to be 3 months before the contract end date.

5.2 Data Protection

The service provider to comply at all times with all data protection legislation applicable in the UK from time to time.

Higher Education Funding Council for England (HEFCE)