TERMS OF REFERENCE
CIPC RFQ NUMBER: 10/2016/2017
DISCRIPTION: TERMS OF REFERENCE (TOR) FOR THE
PROVISION CIPC AUDIO-VISUAL AND VIDEOCONFERENCING
DURATION OF THE CONTRACT: 36 MONTHS.
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1
TERMS AND CONDITIONS OF REQUEST FOR QUOTATION (RFQ)
1. CIPC’s standard conditions of purchase shall apply.
2. Late and incomplete submissions will not be accepted.
3. Any service provider who has reasons to believe that the RFQ specification is based on a specific brand must inform CIPC before RFQ closing date.
4. Service providers are required to submit an original Tax Clearance Certificate for all price quotations exceeding the value of R30 000 (VAT included). Failure
to submit the original and valid Tax Clearance Certificate will result in the invalidation of this RFQ. Certified copies of the Tax Clearance Certificate will not be
acceptable.
5. Prices must be valid for 90 days
6. No services must be rendered or goods delivered before an official CIPC Purchase Order form has been received.
7. The Government Procurement General Conditions of contractors (GCC) will apply in all instances.
8. As the commencement of this project is of critical importance, it is imperative that the services and products of the service provider are available immediately.
Failing to commence with this project on agree dates with CIPC would invalidate the prospective service provider’s proposal.
9. No advance payment would be made. CIPC will pay within the prescribed period as according to PFMA.
10. All price quoted must be inclusive of Value Added Tax (VAT)
11. The successful service provider must at all times comply with CIPC’s policies and procedures as well as maintain a high level of confidentiality of
information.
12. All information, documents, programmes and reports must be regarded as confidential and may not be made available to any unauthorized person
or institution without the written consent of the Commissioner.
13. The service provider is restricted to the time frames as agreed with CIPC for the various phases that will be agreed to on signing of the Service Level Agreement.
14. CIPC will enter into Service Level Agreement with the successful service provider.
15. Prospective bidders are required to respond in chronological order to each element of the evaluation criteria.
16. CIPC reserves the right to cancel this bid.
17. Fraud and Corruption:
The Service Provider selected through this TOR must observe the highest standards of ethics during the performance and execution of such contract. In pursuance
of this policy, CIPC:
Defines, that for such purposes, the terms set forth will be as follows:
i.
"Corrupt practice" means the offering, giving, receiving or soliciting of anything of value to influence the action of CIPC or any personnel of Service Provider(s)
in contract executions.
ii.
"Fraudulent practice" means a miss-presentation of facts, in order to influence a procurement process or the execution of a contract, to CIPC, and includes
collusive practice among bidders (prior to or after Proposal submission) designed to establish Proposal prices at artificially high or non-competitive levels and
to deprive CIPC of the benefits of free and open competition;
iii.
“Unfair trade practices” means supply of services different from what is ordered on, or change in the Scope of Work
iv.
”Coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the execution of
contract.
v.
Shall reject a proposal for award, if it determines that the bidder recommended for award, has been engaged in corrupt, fraudulent or unfair trade practices.
vi.
Shall declare a Service Provider ineligible, either indefinitely or for a stated period of time, for awarding the contract, if it at any time determines that the Service
Provider has been engaged in corrupt, fraudulent and unfair trade practice in competing for, or in executing, the contract.
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I, the undersigned (NAME)………………………………………….………………………………………certify that :
I have read and understood the conditions of this RFT.
I have supplied the required information and the information submitted as part of this RFT is true and correct.
…………………………………..
……………………………………..
Signature
Date
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NOTE
Companies shall provide full and accurate answers to all questions posed in this document, and where required, explicitly state either “Comply/Accept” or “Do
Not Comply/Do Not Accept” regarding complying with the requirements by placing an “X” in the appropriate box. Bidders shall, where required, substantiate
their response to all specific questions, including full details on how their solution will address specific functional requirements. All required proof/documentation
must be supplied as part of the submission, except where noted otherwise. Where several capabilities are listed on a single line, “Comply” will indicate
adherence to all requirements.
NOTE:
If a Bidder does not comply fully with the requirements marked as mandatory, as well as all mandatory technical specifications (including submitting all
information as required), it shall be regarded as mandatory non-performance/non-compliance and the specific offer shall be disqualified.
A.1
Project Overview
A.1.1.1
The purpose of this RFP is to invite potential Bidders to quote for supplying, installing, maintaining and supporting audio visual technologies and
solutions to CIPC as per the attached specification.
A.1.1.2
CIPC are currently in the process of upgrading their facilities and wants to implement video conferencing equipment. The objective of this Request
for Proposal is to provide an integrated, complete End-to-End solution supporting video and audio conferencing and collaboration for CIPC. The
design intention is to provide:An integrated, entirely standards based environment for voice and video calls, both point to point and multipoint.
A.1.1.3
The proposed solution must be represented by the following functional components. Each of the components must be fully functional discreet
devices, integrated systems or software products:
A.2

IP (H.323 and SIP) Videoconferencing Room system including HD 1080 camera, microphones and audio-visual peripherals.

Interactive presentation screens to be mounted in the meeting room.

Centralised room scheduling with touch panels mounted outside of each venue to reflect room availability.

Two Screens with digital signage to be mounted at the reception area.

Video Infrastructure for HD video multi conferencing, recording, web collaboration and mobile/desktop conferencing
Minimum Standards and Technical Criteria
This section contains Product-level evaluation criteria that will be scored during Bid evaluation. All required product information/documentation must
be supplied as part of the submission.
A.2.1.1
Mandatory Requirements: Audio Visual Equipment
All required product information/documentation and functional line diagrams must be supplied as part of the submission. If a vendor does not comply
fully with each of the mandatory requirements, it shall be disqualified. No “unanswered” questions will be allowed.
A.2.1.2
HD (1080p) VIDEOCONFERENCING ROOM SYSTEM

The VC Room system must support H.323, and SIP standards for communications.

The VC Room System must Support High Definition room video up to the 1080p60 format (1920x1080
Comply
Do not comply
pixels at 60fps progressive) and 720p60. It should also provide a PTZ (Pan, Tilt Zoom) High Definition
autofocus camera with automatic exposure and automatic white balance supporting up to the 1080p60
format, a minimum horizontal field of view of 70°, at least a 10x optical zoom and a minimum range for
PAN of +/-90° and for TILT of +/- 20°. Camera parameters must be configurable on the VC system user
interface, and in particular white balance, back light compensation, exposure compensation, focus and
sharpness.

The VC Room System must be able to support up to two cameras and two screens, and Support dual
video capabilities both in H.323 (H.239) and SIP (BFCP based). Position of content and live video on
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available displays must be configurable. Optional support up to four cameras in switching mode must be
available.

The VC Room System must Support the ITU-T standards H.263, H.264, H.264 High Profile, SVC for video
and the ITU-T standards G.711, G.722, G.722.1 Annex C for narrowband, wideband and super wideband
audio.

The VC Room System must provide full band (20 kHz) audio and support both the ITU standard (G.719)
and ISO/MPEG low delay standard (MPEG AAC LD)

The VC Room System must Provide up to 2 cascadable 3 way microphones digital PODs with each
microphone independently echo cancelled

The VC Room System must be able to enable/disable the audio on connected displays.

The VC Room System must be capable of capturing high definition content from a laptop/PC/DVI source
up to 1920x1080 at 60fps.

The VC Room System must provide the ability to send/receive simultaneously 1080p60 video on the main
channel and 1080p60 video on the dual video channel and be able to display content at full resolution on
the second monitor, when available. The user should be able to define the ratio between the bandwidth
used for live video and presentation.

The VC Room System must be able to upgrade to HD multipoint conferencing capabilities (not to be costed
for in this bid, must be available as a future upgrade when required by CIPC) supporting up to 9 sites in
continuous presence. It must provide the capability of handling mixed mode multipoint with H.323 and SIP
simultaneously participating terminals, and support for dual video while in a multipoint session. IP VC
DESKTOP and MOBILE multipoint videoconferencing support must be available, eventually with an
external server PC.

The VC Room System must support embedded AES confidentiality for both room video channel and
content video channel simultaneously

The VC Room System must Provide security tools for authentication and integrity (for SIP, HTTP Digest
MD5 is required; for H.323, H.235 MD5 and HH.235 Annex D procedure I/IA are required).

The VC Room System must provide simultaneous support for IPv4 and IPv6, and tools for QoS

Double LAN network port for public and private network connection must be available.

The VC Room System must provide support for LDAP/H.350 directory services with an embedded LDAP
server (local agenda) and LDAP client (in order to access remote LDAP/H.350 servers)

The VC Room System must have a WEB interface for management, able to provide snapshots (minimum
requirement: local camera view when not in conference).

The VC Room System must provide the network administrator management tools to control and administer
conferences.

The VC Room System must have an API command set. Control code samples for AMX and Crestron
platform are desired.

The VC Room system must support H.460.18/.19 Firewall Traversal and STUN auto discovery

Audio I/O interface of the VC Room System must support both Digital and Analogue.

Low level administrator tools (Remote Management of the GUI, TCP Dump) are desirable.

Monitor wake up features based on standard protocol (CEC) is required.

The VC Room System must be able to record the conference (up to 1080p resolution) on a USB Key or
Disk. The file must be recorded in a standard format, compliant with common multimedia PC/Mac players.

A control application with a multi-touch interface like the Apple iPad is desired. This interface should enable
the user to:
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o
Dial an address with a list of the recent outgoing, incoming or missed calls or Access the company directory
and place a call from the directory
o
Control the VC Room Camera (PTZ), mute microphone, change volume, set DND, start and stop
presenting.
o
Inviting another participant by either dialling by address (IP, E.164 or SIP URI) or by accessing the
company directory
o
Moderate the meeting when connected to a network MCU. When an external MCU is present, moderation
includes:
o
Muting any remote participant’s audio or video, disconnecting, changing the video layout, displaying
information for any participant
o
Receive the H.239 presentation, and allow to browse previously presented slides without disrupting the
presenter
o
Access the calendar of the VC Room. See what meetings are scheduled with the targeted VC Room, with
an easy way to join a meeting from the calendar
A.2.1.3
INTERACTIVE LED SCREEN - BOARDROOM

Size: 75”

Native resolution: 3840x2160

Display Ratio: 16:9

Up to 10 touch points

V-sense touch technology: Finger, stylus or any other pen or finger shaped object.

Frontal speakers: 2 x 10W

The 10 point touch recognition must allow up to 10 users to simultaneously perform pen and mouse
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functions, erase ink and manipulate and move objects on the interactive display surface. The system must
recognize individual multi touch gestures for each user, whether by finger, stylus or any other object of
choice.

Must have an integrated Internet browser, picture viewer and media player

The display must support a data USB at the front for easy access

Must have 4 mm Anti-Reflexion safety glass
A.2.1.4
INTERACTIVE LED SCREEN – MEETING ROOM

Size: 55”

Native resolution: 1920 x 1080

Display Ratio: 16:9

Up to 10 touch points

V-sense touch technology: Finger, stylus or any other pen or finger shaped object.

Frontal speakers: 2 x 10W

The 10 point touch recognition must allow up to 10 users to simultaneously perform pen and mouse
functions, erase ink and manipulate and move objects on the interactive display surface. The system must
recognize individual multi touch gestures for each user, whether by finger, stylus or any other object of
choice.

Must have an integrated Internet browser, picture viewer and media player

The display must support a data USB at the front for easy access

Must have 4 mm Anti-Reflexion safety glass
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A.2.1.5
LED SCREEN – RECEPTION

Size: 65”

Native resolution: 1920 x 1080

Display Ratio: 16:9

Brightness: 400nit

Contrast Ratio: 4000:1

Input: analogue D-SUB, DVI-D, HDMI, CVBS, Component, Stereo mini Jack, Can take PIM Module

Viewing Angle (H/V): 178:178
A.2.1.6

A.2.1.7

MEDIA PLAYER
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Comply
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Comply
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Comply
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Celeron,4Gig RAM, 64SSD HDD, Linux OS
COLLABORATION SUITE FOR INTERACTIVE SCREEN
The Collaboration suit must allow users to fully enjoy the benefits from cloud, an online platform which
grants them seamless, instant connection to a shared whiteboard with any mobile device from any location,
in the meeting room or across the globe.

Files and data are must be safe and can be shared at the users own discretion thru a secured connection
(HTTPS).

Operating system: PC: Microsoft Windows 7, Mac OSX, Ubuntu 10.10 or higher. Mobile: iOS 5, Android
4, Windows RT or higher.

A.2.1.8

A.2.1.9

Web Browser: Internet Explorer 10, Safari 5, Chrome 5 or higher.
LCD WALL BRACKET
Wall mounted LED screen bracket
VC CAMERA WALL BRACKET
Wall mount bracket for VC unit and camera.
A.2.1.10 CONTROL PROCESSOR

Dual NIC – The LAN port must be used to connect the master to an external network, and the ICSLAN
ports connect to third-party A/V equipment isolated from the primary network, providing rock-solid security

IPv6 and wired 802.1x – Supports modern networking standards for internet protocol IPv6 and port-based
Network Access Control utilizing X.509 certificates for access to protected networks

Full LDAP Integration – Supports multiple user-defined login groups for accessing the master, as well as
provides the programmer the capability to require network login to access certain areas of the touch panel


Full Line Compatible (Backwards and Cross-Compatibility) – Standardized port numbers and new
configuration import/export tools for fewer coding changes

Must support SSH Client to provide programmers the ability to manage secure port SSH communications
with a server

Must Provide real time error feedback when Serial and IR ports are disconnected or improperly wired

Must support backup and restore configuration and program data and update firmware from a standard
USB flash drive
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
Ultra-Fast 1600 MIPS processor

512 MB On-board RAM

1 x M Non-Volatile Memory

8 x GB SDHC FLASH Memory

1 x RU

1 x 10/100 LAN Interface

4 x Digital I/O Ports

1 x RS232/422/485 Port

3 x RS232-Only Ports

4 x IR/Serial Output Ports

4 x Relay Ports
A.2.1.11 TABLE TOP TOUCH PANEL

Must Automatically switches between Ethernet connectivity when docked and Wi-Fi when out of dock

Must support new user interface capabilities including gesturing and 7 different page transitions

The touch panel must support 802.11a/b/g Wi-Fi with antenna diversity for improved wireless reliability and
Comply
Do not comply
Comply
Do not comply
features enhanced wireless security protocol

The battery must support five hours of continuous use and three days of standby time

Micro-SD and USB stick support for easy file transfers and photo uploads

9.0" colour active - matrix TFT with 16x9 aspect ratio

Screen Resolution: 800x480

Display Colours: 24-bit colour depth

Brightness: 400 nits

LED backlit display

Supports full motion JPEG providing at least 24 frames per second

IPS Technology to enables wide viewing angles - 85 degrees in all directions

Contrast Ratio: 900:1

The touch panel must have a built-in speaker and microphone

256 MB mobile DDR SDRAM/2GB SD Flash with 1.1GB of useable space

USB port and mini-SD card slot for file transfer and photo uploads

Capacitive navigation pad with up/down/right/left/select

4 user-programmable capacitive buttons with on-screen fly out labels

Supports landscape or portrait mode

Extended battery life - five hours of continuous use and three days of standby time
A.2.1.12 DIMMER MODULE

Custom pre-set configuration files which can be saved and reused in any installation must be supported

Must support up to 768 dimmers/zones

LINE INPUT
o
120, 240 VAC, single phase, 2W+G, 50/60 Hz, 2400 W, one feed
o
120, 120/240, 240 VAC, single phase, 3W+G, 50/60 Hz, 4800 W, dual feed
o
Line input #1 goes to dimmer 1 and 3; line input #2 goes to dimmer 2, 4 and 6

RoHS compliance
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
Each traditional dimmer must support up to 1200 watts

OUTPUT
o
1200 W max. per channel @120, 240 VAC
o
2400 W max. total, all four channels on with single 2400 W feed
o
4800 W max. total, all four channels on with dual 2400 W feeds
o
All electrical ratings must be for continuous duty
A.2.1.13 ENCLOSURE FOR DIMMER MODULE

Comply
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Comply
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Comply
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The enclosure must provide secure mounting for dimmer controllers/modules. This enclosure must be CE,
UL, and C-UL approved

Must supports installation of single-phase dimmer cards

Must supports up to 12 dimming channels per unit
A.2.1.14 CENTRALIZED REMOTE MANAGEMENT SYSTEM

Must be able to monitor and maintain to minimize help desk calls and simplify troubleshooting by centrally
managing AV systems.

Reports and Dashboards the RMS must include versatile set of configurable reports and dashboards,
allowing CIPC to customize the performance metrics they want to view, when they want to view them.

The RMS must provide large scale management for users, roles, and, tracking user activities including an
audit trail of who performed each activity and when it was completed. The server software must support
authentication, encryption and protection from cross-site scripting to prevent security threats

Widget-Based GUI must be supported by the proposed RMS to include a fully customizable dashboard
layout for each secure user, including visual bar graphs, user-defined status and notifications, and Hotlists
displaying all current system exceptions and issues.

Must simultaneously be able to deploy firmware files over the network to save time and cost while
eliminating the need for technicians to make on-site visits.

Reduce energy costs by automatically returning equipment to its lowest energy usage state upon the
meeting's end, or by remotely shutting down equipment at the end of the day

Support a1000 locations
A.2.1.15 RMS SCHEDULING

Schedule conference/meeting rooms to improve productivity by enabling users to check availability and
schedule rooms directly from their desks, or from the touch panels mounted outside of the rooms.

Must be able to view daily schedule from mobile devices.


Pre-configuration of equipment to ensure that conference room technology is set up and ready when a
meeting starts

Displays room schedule along with appointment details to assist and inform meeting attendees

Must interfaces with the most popular enterprise calendaring applications (Microsoft Outlook / Exchange,
Lotus Notes and Google Calendar) to enable employees to search for and book meeting rooms from their
PCs.
A.2.1.16 SCHEDULING TOUCH PANEL
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
Must be a dedicated scheduling panel, allowing users to view the room schedule at a glance and even
reserve the room right from the panel.

Graphics: G4 graphics engine, must include streaming video and 24-bit colour depth.

Room availability Bar with 180° visibility.

Must have an elegant & responsive user interface

Dimensions (HWD) Landscape: 3 3/8" x 5 1/16" x 2 5/8" (86 mm x 128 mm x 66 mm)
A.2.1.17 WALL MOUNT TOUCH PANEL

Must be wall mounted as a second touch panel that is mounted on the wall.

Graphics: G4 graphics engine, must include streaming video and 24-bit colour depth.

Room availability Bar with 180° visibility.

Must have an elegant & responsive user interface

Dimensions (HWD) Landscape: 4 7/8" x 7 3/8" x 2 1/4" (123.9 mm x 187.5 mm x 58 mm)
A.2.1.18 INPUT PANEL FOR HDMI, USB, VGA, AND STEREO AUDIO

High Speed HDMI retractable cable with a pull out length of 5 ft (1.52m)

RGB with audio retractable cable with a pull out length of 4 ft (1.22m)

Universal serial bus (USB) 3.0 retractable cable with a pull out length of 4 ft (1.22m)

Ethernet Cat5e retractable cable with a pull out length of 4 ft (1.22m)
A.2.1.19 CEILING “BUTTON” TYPE MICROPHONE

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Comply
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The omnidirectional electret condenser boundary microphone shall be a high-quality installation
microphone for ceilings.

The microphone shall be provided with an integrated amplifier and power supply.

The technology shall eliminate interferences of other wireless communication devices.

The microphone shall be powered by phantom power between 8V and 52V.

The filter in the microphone grille shall eliminate wind and pop noise.

The delivery shall include elastic bearing rings to compensate mechanical noise and vibration.

The frequency response shall be 50 Hz - 18 kHz. The open circuit voltage shall be 15 mV/Pa. The nominal
impedance shall be 200 ohms.

The lower part of the housing shall provide a 3-pin male XLR connector.
A.2.1.20 PROFESSIONAL POWER AMPLIFIER

The amplifier must have an output of 200W per channel at 4 ohms 400W in 8-ohm bridged mode, and a
wide transmission range of 20Hz - 20kHz.

Must have protection circuits against short-circuiting, DC, overheating, and overloading and must have a
soft-start delay.

The amplifier must have XLR, RCA and jack input connectors, with Speakon-compatible sockets and
screw terminals as outputs.

It must be possible to select the mode of operation and gain and activate the limiter and ground-lift function.

LEDs on the front must indicate power, signal, clipping, triggering of the protection circuit, and the mode
of operation.
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A.2.1.21 CEILING LOUDSPEAKER

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Comply
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The Ceiling Speaker System shall consist of a 100mm (4.00") mineral loaded mid bass driver with coaxially
mounted 19mm (0.75") high frequency unit and passive frequency dividing network mounted in a vented,
injection moulded, paintable front baffle in UL94V-0 ABS material.

The back can shall be constructed of zinc plated steel. A recessed termination box shall be integrated with
the back can, a removable locking connector with screw terminals for secure wire termination with "loop
through" facility shall be provided. Strain relief will be provided by a clamping mechanism for use with
plenum rated cable or conduit. A safety ring is located on the rear of the back can for a load bearing safety
bond.

Performance of the ceiling speaker shall meet or exceed the following criteria: The system shall have a
conical coverage pattern of 102 degrees (1 kHz to 6 kHz). Frequency response measured on axis shall be
77Hz -22kHz (-10dB from rated sensitivity, measured in an IEC baffle in an anechoic chamber) with no
equalization. Sensitivity shall be 87dB (1W @ 1m). Long term power handling capacity as defined in EIA426B test shall be 40W, recommended amplifier power 80W. The nominal system impedance shall be 6
Ohms (in low impedance setting).

The ceiling speaker shall be equipped with a 30W high performance line transformer for use in 70.7 or 100
Volt distributed audio systems with 30, 15, 7.5, 3.75 Watt taps available. An easily accessible rotary switch
located on the front baffle shall be available for selecting transformer and low impedance settings. A
weather resistant perforated steel grille covers the transducer and switch.

High power & high sensitivity with extended frequency response and very low distortion
A.2.1.22 DIGITAL SIGNAL PROCESSOR MICROPHONE MIXER

The videoconference DSP shall provide eight wide-band AEC balanced mic/line inputs, two standard
balanced mic/line inputs, four balanced mic/line outputs, and codec audio input/output on plug-in barrierstrip connectors. Inputs and outputs shall be analogue, with internal 24-bit A/D & D/A converters operating
at a sample rate of 48kHz. All internal processing shall be digital (DSP).

Software shall be provided for creating/connecting DSP system components within each hardware unit.
Available system components shall include (but not be limited to) various forms of: mixers, equalizers,
filters, crossovers, dynamics/gain controls, routers, delays, remote controls, meters, generators, and
diagnostics. Ethernet communications shall be utilized for software control and configuration.

8 wide-band AEC balanced mic/line inputs

2 standard balanced mic/line inputs

4 balanced mic/line outputs

Codec interface with balanced line input & output

Ethernet port for software configuration/control

Serial port for third-party RS-232 remote control
A.2.1.23 HDMI AUDIO DE−EMBEDDER

INPUT: 1 HDMI connector.

Outputs: 1 HDMI connector, 1 TOSLINK optical digital audio connector, 1 S/PDIF digital audio on an RCA
connector, 1 unbalanced stereo audio on a 3.5mm mini connector.

Auto Format Detection - Digital RGB or YPbPr.

Compliance with standards: Supports HDMI, HDCP.

Controls: Audio source select button.
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
Indicator Leds: ON, IN, OUT.

HDMI Support - ARC and HDMI Uncompressed Audio Channels.
A.2.1.24 MULTI−FORMAT VIDEO OVER HDBaseT TRANSMITTER & STEP−IN COMMANDER

Comply
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Comply
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Comply
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Inputs: 1 HDMI on an HDMI connector, 1 DP on a Display Port connector, 1 DVI−D on a DVI−I connector
1 VGA on a 15−pin HD (F) connector, 1 unbalanced stereo audio on a 3.5mm mini jack.

Outputs: 1 HDBaseT TP on an RJ−45, 1 unbalanced stereo audio in a 3.5mm mini jack.

Ports: 1 RS−232 3−pin terminal block for programming.

Controls: Front panel buttons, remote step−in switch, remote input selection switches, RS−232.

Analogue audio input: Maximum level − 3Vpp.

Standards: HDMI with and 3D; HDCP: works with sources that support HDCP repeater mode.

Maximum data rate: 6.75Gbps (up to 1080p @60Hz 36bpp) in normal mode; up to 4.95Gbps (up to 1080p
@60Hz 24bpp) in extended mode.

Maximum transmission distance: 180m (590ft) up to 1080p @60Hz @24bpp in extended mode; 130m
(430ft) up to 1080p @60 @36bpp in normal mode.
A.2.1.25 4K UHD HDMI, BIDIRECTIONAL RS−232, IR OVER TWISTED PAIR RECEIVER

COMPLIANCE WITH HDMI STANDARD: Supports HDMI and HDCP.

Resolution Support. - Up to UHD (4:2:0).

Max. Data Rate - 10.2Gbps (3.4Gbps per graphic channel).

INPUTS: 1 twisted pair RJ−45 connector.

OUTPUTS: 1 HDMI connector.

HDBaseT Technology.

HDMI Support - Deep Colour, Lip Sync, HDMI Uncompressed Audio Channels, Dolby TrueHD, DTS−HD,
CEC

Indicators - Status LEDs for input, output, link and power.

3D Pass-Through.

EDID PassThru - Passes EDID signals between the source and display.

Bidirectional RS-232 & IR Interface. - Commands and data can flow in both directions via the RS−232
interface, allowing status requests and remote control of the destination unit.

System Range - Up to 70m (230ft).
A.2.1.26 HDMI MATRIX SWITCHER

INPUTS: 6 HDMI connectors.

OUTPUTS: 6 HDMI connectors.

BANDWIDTH: 6.75Gbps (2.25Gbps per graphic channel).

COMPLIANCE WITH HDMI STANDARD: HDMI and HDCP.

RESOLUTION: Up to UXGA; 1080p.

CONTROLS: Front panel buttons, infrared remote control transmitter, RS−232, Ethernet.

Memory Locations - Stores multiple switches as pre-sets to be recalled and executed when needed.

HDTV Compatible.

HDCP Compliant.

Front Panel Control Lockout.
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
PCM 7.1 surround sound.

3D Pass-Through.

EDID Capture - Copies and stores the EDID from a display device.

Output Disconnect - For each output.
A.2.1.27 WIRELESS INTERACTIVE PRESENTATION GATEWAY

Connect to any HDMI / VGA display or projector and set output resolution up

to Full HD.

Conference Control

Manage up to 64 connected users as administrator and control who is projecting and where.

4-to-1 Projection

Software interface (or Conference Control) to choose in which screen-quadrant a projection is started.

Wireless Access Point

When connected to wired or wireless network the unit must function as a wireless access point, allowing
Comply
Do not comply
Comply
Do not comply
Comply
Do not comply
internet access.

Use your tablet or smartphone to wirelessly control the projecting PC/Mac.

Project any PowerPoint, Excel, Word, or PDF file from your tablet or smartphone.

Allow audience to view the speaker’s current slides in their web browser and save them for taking notes.

Touchscreen and Interactive White Board must be supported

Speaker and audience can interact on touchscreen or IWB wirelessly.

Fast Plug-and-Show USB token

Allow a guest to start the software directly from a USB stick, without installing any software on their
computer.
A.2.1.28 DIGITAL SIGNAGE MEDIA SERVER

Communication solution for staff and customers, the signage solution must provide digital communication
channels like digital signage, live streaming, mobile and desktop applications.
A.2.1.29 DESKTOP CONFERENCING & WEB COLLABORATION SERVER

Up to 160 concurrent Web Collaboration clients

Up to 50 concurrent conferences dependent on the MCU

Text Chat
o
Group / private chat
o
Emoticons
o
Chat messages can be viewed by video room systems

Multiple annotations must be supported

Virtual whiteboard must be supported

Web Collaboration <-> H.239/BFCP transcoding

Rich collaboration tool set to enable interactive white boarding with annotations for multiple simultaneous
participants, along with remote desktop control – where a user sharing their desktop can also share their
keyboard and mouse with another meeting participant.

Desktop client must deliver HD 1080p quality video and support the latest video technology including H.264
Scalable Video Coding (SVC) for error resiliency along with H.264 High Profile for bandwidth efficiency
and reduced network costs.
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
Automatic firewall traversal must be included as a standard in the client to enable users participate more
securely regardless of where they are.
o
Automatic embedded firewall traversal
o
Automatically handles local and remote NAT private networks
o
Automatic detection of optimal media path: UDP or TCP

Communications: H.323 & SIP interoperability

Video supported:
o
HD up to 1080p
o
HD presentation up to 720p
o
H.264 High Profile, H.264 Scalable Video Coding (SVC), H.264
o
Continuous presence with up to 28 participants displayed simultaneously

Acquire moderation rights (may require moderator PIN)

Data Collaboration
o
H.239 (H.323) / BFCP (SIP) interoperable with video room systems
o
Share full or partial screen
o
Share specific applications
o
Annotation with drawing and text highlighting by presenter
o
Select which screen to share with dual PC display configurations
o
Video room system-compatible
o
(H.263+, H.264 HD)

Lock meeting and terminate meeting from the video client must be supported

Advanced Data Collaboration
o
Virtual whiteboard with annotation by multiple participants simultaneously
o
Remote desktop control
o
Higher quality content
o
Reduced bandwidth consumption
o
H.239/BFCP gateway for video room system interoperability

Invite device by phone number, IP, E.164, SIP address

Start/stop recording from the desktop client

Scheduling and Reservation
o
Microsoft Outlook calendar integration
o
Web-based meeting scheduling from any browser
o
MCU port reservation to assure availability for critical meetings

Start/stop recording from the desktop client

The Desktop Client must be centrally deployed and managed. It must be automatically installed via a
downloadable Web browser plug-in for Windows (XP, Vista, 7 and 8) and Mac OS (Leopard and Snow
Leopard). The solution must be able to scale seamlessly when participants are joining via the Desktop
Client. It must be able to install/deploy the components/modules as needed that enable the Desktop Client
in both a central and distributed manner.

It must be possible to install the Desktop client without administrative rights on user’s PCs.

Updates to the Desktop Client must be deployed automatically as users participate in conferences with
new capabilities or when new software versions become available.

Vendor must be able to provide free and unlimited Desktop Client distribution. There must be no restrictions
on who can deploy the client and no license will be required for each client.
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A.2.1.30 MOBILE CLIENTS

The Mobile Client must be available on the Apple and Android platforms.

The mobile client must connect to the meeting, send and receive video, send and receive audio.

It must be possible to encrypt all the media and signalling traffic using SRTP or HTTPS.

Connection must be firewall friendly and support HTTP tunnelling as well as connection behind a proxy.
Comply
Do not comply
Comply
Do not comply
The only port that must be opened between the mobile client and the infrastructure is TCP 443.

Mobile client must support 3G, 4G and Wi-Fi connections.

A mechanism of intelligent bandwidth management must be present to accommodate for bandwidth
variations that are frequent with mobile devices.

A mechanism must be provided to change the camera source (none, back or front camera).

The mobile user shall be able to change the video layout, change the place where participants are
displayed and quickly zoom on a participants

Enhanced views shall be provided on the tablet to allow seeing only the video, or the presentation, or a
combination of both where one is displayed in a resizable PIP window.

Changing for portrait to landscape must be supported at any given time

The content shared during the meeting must be displayed on the mobile device, regardless of what device
is used to present (a desktop, a VC Room, or any other H.239 compatible device)

It shall be possible to go back to any previously presented slides without disrupting the presenter or any
other attendee in the conference.

The mobile client must have a list of all participants connected to the meeting.

It must be possible to invite any other participant to the meeting by dialling its IP Address, E.164 or SIP
URI

The Mobile client must provide access to the company directory in order to easily invite another terminal
or user to the current meeting

For each participant, the following moderation operation must be present
o
Mute and Un-mute microphone
o
Mute and Un-mute camera
o
Disconnect remote participant
o
Change video layout
o
Change the placement of the participant in the video layout
o
Display statistics and information

The mobile client must allow changing the following meeting properties
o
Start and Stop streaming
o
Start and Stop recording
o
Lock down the meeting so that nobody else can connect
A.2.1.31 STREAMING & RECORDING

Conference participants must have full recording controls via video room systems, desktops, and mobile
clients.

Streaming
o
Universal player must automatically adapts to type of stream and platform
o
Live stream to desktops and laptops must be supported
o
Support Live stream to mobile devices
o
Unicast and multicast connection modes
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o
Media players supported: HTML5, Flash, Silverlight, Windows Media Player

Simultaneous streaming and recording must be supported

Stream / playback via PC, Mac, Apple iOS and Android mobile devices

Playback
o
Universal player must automatically adapt to the type of recording and platform
o
Video On Demand (VOD) to desktops and laptops
o
VOD to mobile devices to be supported
o
Direct download to standard MP4 file for editing.

Must have an integrated content management system (CMS)

Information to be displayed:
o
Name (editable)
o
Category (editable)
o
Description (editable)
o
Thumbnail (editable)
o
Meeting ID
o
Type (recording or live stream)
o
Owner
o
Time (recording made, live event, scheduled event)
o
Public / private selection (editable)
o
Access PIN (editable)
o
Profile
o
Direct URL to embed content into other web pages, email, etc.
o
Download MP4 button (for owner or if owner enables privilege for others)

Security
o
X.509 certificate support
o
Permissions-based content access
o
Access PINs
o
HTTPS

Concurrent recordings: 10 @ 1080p
A.2.1.32 FULL HD 1080P-BASED MULTIPOINT CONTROL UNIT (MCU)

Comply
Do not comply
The MCU must support HD 1080p @ 60fps for both receive and transmit video channel and for the content
(H.239/BFCP) video channel.

Port capacity in a 1U chassis.
o
5 High Definition (1080p/60) Continuous Presence Ports
o
10 High Definition (1080p/30) Continuous Presence Ports
o
10 High Definition (720p/30) Continuous Presence Ports
o
40 Enhanced Definition (480p/30) Continuous Presence Ports

The MCU must be capable of applying IP QoS (DSCP) values to the packets entering the IP network.
Separate IP QoS values must be implemented at the MCU for each voice only call voice stream,
voice/video call audio and video.

The MCU must support the Network Time Protocol (NTP) for synchronizing the MCU time to a network
time source. The MCU must be able to support polling an NTP server for updates, as well as listening to
an NTP update broadcast.
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
The MCU must support cascading through H.323 and SIP. In cascaded operation, all control features for
all participant MCU devices must be available to all “conference control” Web interfaces. A cascaded
conference must replicate management intelligence across all same-vendor member MCUs and be fully
transparent to the user and operator by providing a single consistent GUI.

The MCU must support H.323 and SIP standards-based video calls simultaneously in the same
conference, at all supported resolutions, bitrates, screen layouts and encryption levels. List any
requirements to accomplish this.

The MCU must fully support H.323 version 5.5 or above.

The MCU must support the H.323 Gatekeeper registration, with configurable service prefix numbers,
configurable H.323 RAS (Registration, Admission and Status) ports, and configurable signalling port.

The MCU must support Alternate Gatekeeper configurations.

The MCU must support configurable Time to Leave (TTL) for H.323 Gatekeeper RAS messages.

The MCU must fully support IETF SIP RFC 3261.

The MCU must operate with H.323 and SIP call signalling protocols natively to the MCU and as a core
part of the solution. The use of a Time Division Multiplexing (TDM) system or backplane internal to the
MCU is not acceptable. Media and control signals must remain entirely packet based until the packet data
must be converted to serial or TDM for passing through a Gateway connection at the IP network egress.

The MCU architecture must be scalable in order to allow for expanded capacity and conferencing features
as the network grows. Scaling can be accomplished logically through H.323/SIP dial plan and TCP/IP
networking native to the MCU solution. The MCU must be operable and scalable in either a centralized or
distributed network environment.

The MCU must offer full integration and compatibility with Microsoft Lync and Microsoft Office
Communications Server (OCS).

The MCU must offer full integration and compatibility with IBM Lotus Sametime.

The MCU must offer full integration and compatibility with Broadsoft SIP Server.

The MCU must be configurable with a default SIP Namespace domain name, and be able to perform SIP
call routing through DNS information.

The MCU must support automatic location and registration to the SIP server based on DNS information.

The MCU must support TCP and UDP registrations to the SIP server with configurable port number.

The MCU must support signalling through an outbound proxy for SIP calls.

The MCU must support SIP call signalling using either the Fully Qualified Domain Name or local signalling
IP address of the MCU in both the From Header and the Contact Header.

The MCU must support Video Fast Update mechanism for SIP calls using INFO messages.

The MCU must support SIP Empty Invite mechanisms when sending Invite requests to SIP endpoints.

The MCU must support use of 300-series Redirect messages.

The SIP implementation on the MCU must support INVITE, ACK, CANCEL, BYE, REGISTER, INFO and
PRACK messages. All mandatory header fields for all messages must be supported.

The MCU must use the REGISTER request to register itself and its service prefixes to a SIP registrar. If
configured to do so the MCU will also register active conference IDs to the registrar.

The MCU must support re-INVITE messages, enabling changing media flow characteristics.

During call setup negotiations, the MCU must support dynamically routing the endpoint audio and video
streams to the correct MP (multipoint processor) with no administrative effort or prior configuration.

The MCU must comply with the offer/answer call model using SDP defined in IETF RFC 3264.
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
The MCU must support network scalability through IETF RFC 3263, using DNS queries (SRV/NAPTR) to
determine the transport protocol, IP address and port where a specific SIP server can be reached. These
procedures can be used to dynamically update server locations and to implement redundancy among
servers for fault tolerance or load balancing.

The MCU must support reliability of provisional responses in accordance with RFC 3262. This mechanism
insures that the remote party received the provisional response and is mainly used when the provisional
response includes the SDP body. The MCU must support (by configuration) in the INVITE message that it
supports the PRACK RFC and in case the remote party indicates it wishes to receive an ACK message on
the provisional response, the MCU will generate the ACK for that message.

The MCU must support RFC 2833 to enable carrying DTMF signalling in RTP packets and the transfer of
RFC 2833 capabilities in SIP.

The MCU must support audio conferencing with telephony users over PSTN Gateway connections as well
as support H.323 or SIP audio devices for up to 120 ports in an audio only application from a single MCU
component.

The MCU must support selectable packet size for audio channels in milliseconds of audio sample encoded
per packets. Audio packets must be adjustable in size between 20 and 60 ms of audio per packet.

The MCU must support software configurable control of the sensitivity in milliseconds of audio samples
prior to selecting a new “active speaker” in the voice activated switching mode, ranging for 500 to 3000
milliseconds.

The MCU must support an initially muted state, wherein all audio channels are muted when the
participating terminals join the conference.

The MCU must support software configurable control of the number of audio participants which are
simultaneously mixed and re-distributed to MCU participants within the call.

The MCU and Gateway components must implement an IVR component and process DTMF for inbound
routing of calls to conference ID numbers. The IVR must be configurable as an internal component, or a
standalone IP based IVR. The IVR must support custom recordings for the greeting announcement, as
well as custom conference entry and exit tones.

The MCU must support conference control functions through DTMF detection for endpoint conference
control. The MCU must support changing of audio gain to the terminal, modification of the conference
screen layout, dial-out to other terminals, taking and releasing chair control, blocking and unblocking
admission to the conference, global audio muting functions, show or hide the participants' text overlay and
terminate the meeting.

The MCU must be able to display an overlay video menu with the control functions mentioned above and
interact with the user when needed. Activating and operating this menu will be done through DTMF
detection. This menu must be localized to all languages supported by the MCU.

The MCU should have a dedicated transcoding resource for each participant. Using this resource, each
participant will have his own personal video layout adjusted to his needs and will be able to control &
change the layout through DTMF and from the web conference control. The MCU will display the selected
layout as a text on top of the video itself. The personal layout can be static or dynamic according to the
number of participants.

The MCU will be able to display on screen indications to each participant separately or to all participants
together. As a minimum, the indications will include:
o
A participant joins/leaves the conference
o
Audio only participant speaking
o
Number of audio only participants in the conference
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o
Encrypted conference
o
Conference is being recorded
o
Admission to the conference is locked
o
Name of the selected video layout when the participant changes his personal layout through DTMF
o
Indication when one of the participants starts/stops presenting including his name
o
Audio or video muted/un-muted indication

The MCU should give each participant the ability to scale his own video for optimal display on PC and TV
screens using DTMF.

The MCU must support voice-activated switching in both full screen and continuous presence mode.
Support for voice-activated switching over the H.323, ISDN and SIP protocols, and any possible blend of
these in the same calls. Active speaker selection interval must be configurable per-conference.

The MCU must support automatic translation between different bit rates (ranging from 64Kbps to 12Mbps
for video), audio algorithms (G.711 A/µ Law, G.722, G.722.1, G.722.1 Annex C/Siren 14, G.729 and AACLC), video algorithms (H.263, and H.264), video resolutions (CIF, 4CIF, 240p, 352p, 480p, 720p and
1080p).

The MCU must support automatically selecting the optimal connection bitrate, frame rate and image
resolution for the optimal conferencing experience for each terminal endpoint that joins the MCU
conference.

The MCU must support Far End Camera Control, in voice activated and continuous presence modes,
using H.281 Far End Camera Control over RTP.

The MCU must support H.239 standard for sending/receiving multiple streams of video and presentation
content. The H.239 support should not cost additional conference ports.

The MCU must support both H.263 and H.264 video algorithms for the presentation content channels
(H.239 and BFCP). The presentation channel stream must be configurable for resolution of image (CIF,
VGA, 4CIF, SVGA, XGA, SXGA, 16CIF, UXGA, 4XGA, WUXGA, 720p and 1080p) and frame rates (1fps,
5fps, 7.5fps, 15fps, 30fps and 60fps).

The MCU must support H.264 standard video channels up to and including H.264 Level 4.0 (1080p) as
defined by the ITU-T.

The MCU must support H.235 standard AES encryption, and support for blending encryption levels within
the same call. Support for encryption of TCP/UDP signalling and media. The MCU must support AES
encryption without impacting port capacity or other features. The MCU must support AES encryption up to
the full maximum bitrates for the MCU.

The MCU must support AES encryption with a block size of 128 bit, key size of 128 bit, using the DiffieHellman key exchange protocol.

The MCU must support software configurable Maximum Transmission Unit (MTU) size for IP packets in
such cases where conference participants are connecting to the corporate network through a VPN based
audio/video terminal deployment.

The MCU must support continuous presence video layouts with up to 28 participants displayed
simultaneously in dynamically modifiable layouts that can vary in choice from 1+27, 1+20, 16, 1+12, 12,
2+8, 9, 1+8, 1+7, 1+6, 6, 1+5, 1+4, 4, 1+3, 3, 1+2, 2 sub frames of video or a full screen video.

The MCU must be fully configurable through a Web browser interface. This interface must support multiple
levels of administration, including administrator, operator and read-only.

The MCU must support an open API (Application Programming Interface) through the management
system.
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
The MCU must provide a complete “conference control” interface available through a Web browser. This
will support all “in call” management functions, and implement a “drag and drop” manipulation of parties in
the call and within screen layouts. All changes must be applied in real time during the call.

The MCU must support HD 720p and 1080p video transcoding.

The MCU must support HD 720p@60fps and HD 1080p@60fps for both receive and transmit video
channel.

The MCU must support HD 1080p and HD/SD mixed continuous presence. Video quality should not be
affected by number of participants in the conference and frame rate must always be above 25fps.

The MCU must have an increased capacity for standard definition calls at any video resolution up to 480p.
The increased capacity ratio between HD and SD ports will be at least 1:4. Actual resource allocation must
be dynamic and allocated according to the actual capabilities in order to assure optimized resources usage
regardless of the device used. This includes any desktop client calling into the MCU.

The MCU conference control Web interface must report complete diagnostic information per terminal
during the call. Information reported must include Dialling Number, IP address, Terminal Type, Description,
Connect Time, Video in/out, Audio in/out, Data, FECC, Total BW in/out (Kbps), Data IP, VFU Req. in/out,
Video BW in/out (Kbps), Video Packets in/out, Video Bytes in/out (Kb), Video Out Address, Fps in/out,
Picture Size in/out, Video Jitter In: current/min/max, Data IP, Audio BW in/out (Kbps), Audio Packets in/out,
Audio Bytes in/out (kb), Audio Out Address., Audio Jitter In: current/min/max, Video Out of Order Packets
in/out, Video Lost Packets in/out, Audio Out of Order Packets in/out, Audio Lost Packets in/out. Information
must be simple to display and summarize per-participant.

The MCU must allow for on-demand manual changes to the continuous presence screen layouts through
software, DTMF signals or API mechanisms.

The MCU must support a configurable text overlay function, wherein the Name, Site Identifier or H.323
terminal information is displayable at the edge of the video quadrant from the participating terminal
endpoint. This text overlay must be configurable through the Web based conference management tools in
term of visibility.

The MCU must support automatic display of otherwise non-visible terminals in conferences where the
number of participating terminals exceeds the number of terminals displayable. The duration for this
automatic switching cycle must be configurable in seconds.

The MCU must support H.243 Chair Control functions for conference management by a terminal endpoint.

The MCU must support an automatic cascading mechanism, for seamless support of large conferences
that exceed the port capacity of an individual MCU.

The MCU must support T.140 for text messaging among T.140 enabled endpoints.

The MCU must support video auto-attendant which displays a list of all the conferences running on the
MCU. The auto-attendant can be reached via direct IP dialling or by a leading number. The company logo
displayed as part of the auto-attendant must be configurable by the administrator.

The MCU must be able to decode/encode H.264 scalable video coding (SVC) streams including Temporal
Scalability and Forward Error Correction (FEC) using Reed Solomon algorithm. H.264 SVC should be
supported in conjunction with H.264 AVC to assure interoperability with non-SVC devices in the same
conference.

The MCU must be deployable in a distributed deployment with MCUs in multiple locations. The MCUs will
cascade automatically as needed and the cascading connection must always be SVC-protected.

The MCU must support IPv6.

The MCU must have two physical NICs for separation of management and media IP traffic.
Video Conferencing TOR Version 1: 07 Nov 2016
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
The MCU must be able to connect Cisco Telepresence systems as part of any standard MCU conference
with any other H.323 or SIP devices. For this, the Cisco Telepresence system will connect through a
dedicated Gateway that implements the TIP protocol.

The MCU must be able to connect to multi-stream Telepresence systems as part of any standard MCU
conference with any other H.323 or SIP devices. This includes any Telepresence systems from Polycom,
Tandberg and LifeSize.

The MCU must support Transport Layer Security (TLS) for secure signalling when connecting to SIP
devices. In addition, the MCU must support Secure RTP (SRTP) media transmission. This should not
impact MCU port capacity or other features. The MCU must be able to connect both H.235 and SRTP
based devices in the same MCU conference.

The MCU must provide an option to start recording of the conference using the endpoint remote control.
A.2.1.33 CENTRAL MANAGEMENT APPLICATION

Comply
Do not comply
A Web based central management application developed by Vendor will be provided in order to control all
system resources, reserve normal or recurring conferences, and provide ongoing conference control, point
to point calls, and network and fault management functions. This application will provide MCU
management and control over the network through embedded API commands, SNMP, and H.225/H.245
and SIP call control messages. The system must be able to scale seamlessly when additional MCUs,
Gateways, Gatekeepers and Desktop Servers are added.

Each user must be able to be assigned a password and/or user ID to gain access to the conference
scheduling functions through the Web based application portal. The application must support multiple
levels of user access privileges.

The Web based application portal must implement single sign-on, wherein the enterprise Directory is
accessed for pass-through authentication from the Web based application portal.

The web interface of the solution must run on any device (computer, tablets and phone) and any OS. It
must not be based on Java or Flash which can cause security issues.

The conference scheduling application must optimize through a resource allocation algorithm the usage
of network resources including allocation of users to local Gateway and MCU ports, creation of automatic
and seamless cascaded calls, and authorization of temporary ad-hoc calls. The application must support
intelligent call routing in real time based on the same mechanisms. The application must manage a pool
of MCU resources intelligently so that they appear as a single virtual MCU to users and external systems.
Through reservations, the application must provide guaranteed resource availability. The application must
be able to build dynamic MCU cascading automatically and seamlessly as needed at scheduling time or
in real time. The application must be able to automatically re-allocate resources when a MCU or Gateway
is taken offline.

The conference scheduling application must support intelligent and optimized real time resource allocation
algorithm for MCU ports and dynamically reuse the allocated ports according to the actual terminal
capabilities.

The conference scheduling application must provide N+1 failover for the MCU. If a conference fails to be
created on a MCU, the scheduling application will hunt for the next available MCU to create the conference
again.

The conference scheduling application must support a Microsoft Outlook plug-in for scheduling from
Outlook (32bits or 64bits), to be installed at the desktop level, without modification to the Active Directory
or Exchange Server systems. The Microsoft Outlook plug-in must be deployable as a Microsoft Installer
(MSI) or COM object through standard software deployment tools.
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
The conference scheduling application plug-in for Microsoft Outlook must expose the following capabilities
to the meeting organizer: Reserve specific number of ports, Setting a moderator pin, Setting an access
pin, Setting preferred location, Setting service profile, Enabling waiting room, enabling streaming,
Automatically record meeting, Ability to dial out to terminals once initiated.

The conference scheduling application must support a Lotus Notes plug-in for scheduling from Lotus Notes
7.0, 8.0, 8.5 and 8.5.1. The plug-in should to be installed at the server level, without modification to the
Domino Directory.

The conference scheduling application must support authorization and monitoring of point to point calls as
well as MCU conferences for optimizing bandwidth and network resource usage and assuring high quality
video conferencing.

The conference scheduling application must support management, load balancing and resource
reservation of multiple distributed MCUs and Gateways. The conference scheduling application must
support MCU and Gateway port auto selection based on service prefix support, nearest port hunting, load
balancing, and least cost routing. The resource allocation must be rule-based and automatic without user
intervention.

The conference scheduling application must support intelligent conference topology scheduling for
bandwidth optimization, based on terminals and network device locations, configured bandwidth and
relative delay between locations.

The conference scheduling application must support resources and attendee availability check and conflict
notifications.

The conference scheduling application must support personalized virtual conference rooms. A virtual
conference room is a set of predefined conference preferences and provides single-number access to the
virtual room. Virtual rooms can be protected by conference PIN and moderator PIN so that before the
moderator enters, participants are placed in a waiting room. The conference scheduling application can
be configured to disallow all ad-hoc calls except virtual room conferences.

The conference scheduling application must provide the VC admin with the ability to limit the maximum
number of participants per virtual room in order to have full control on the MCU ports resource allocation.

The conference scheduling application must provide with the ability to define different video profiles for the
configured terminals. The conference scheduling application must use this information in order to optimize
the resource allocation algorithm for the scheduled conferences and reserve only the required resources
according to the predefined profiles.

The conference scheduling application must provide the ability to control and monitor the Bandwidth usage
of the solution. The scheduling application will be able to restrict the max allowed bandwidth per Room
System and Desktop User. The scheduling application will be able to restrict in a distributed deployment
the max allowed BW within and zone and between zones. The scheduling application will provide realtime bandwidth utilization information to the system admin.

The conference scheduling application must provide a unified MCU conference control interface without
losing any features no matter how participants are distributed or what resources are used. Conferences
must be able to grow seamlessly when more participants join.

The conference scheduling application must be able to manipulate conference layouts via a “drag and
drop” Web user interface at scheduling time or in real time when conferences are in session.

The conference scheduling application must allow sending a message to all participants connected to a
given conference or to all participants connected to all conferences, regarding of the type of participant.

The conference scheduling application must allow starting and stopping recording of any given conference.
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
The conference scheduling application must support SIP, H.323 and ISDN terminals and 3G mobile users
as well as desktop and audio only terminals transparently.

The conference scheduling application must support multivendor Tele-presence room systems. The
scheduling application will be able to schedule meetings for the TP systems, reserve resources and
automatically dial out to the systems upon meeting creation.

The conference scheduling application must support multiple Gatekeeper environments.

The conference scheduling application must support both flat and hierarchical dial plans.

The conference scheduling application must support an environment of H.323 Gatekeepers.

The conference scheduling application must support a scalable distributed conferencing solution for
Microsoft Office Communications Server (OCS) and Lync as described in section P below.

The conference scheduling application must support a scalable distributed conferencing solution for IBM
Lotus Sametime as described in section N below.

The conference scheduling application must support manual or automatic synchronization of users with
external directory servers, including Microsoft Active Directory 2003/2007/2010 and IBM Lotus Domino
7.0/8.0/8.5/8.5.1.

The conference scheduling application must support manual or automatic synchronization with multiple
domains or with multiple Active directory servers including Microsoft Active Directory 2003/2007/2010 and
IBM Lotus Domino 7.0/8.0/8.5.1.

The conference scheduling application must support secure connections to the external directory servers
including Microsoft Active Directory 2003/2007/2010 and IBM Lotus Domino 7.0/8.0/8.5.1

The conference scheduling application must support internal and external database storage based on a
robust SQL architecture and standard JDBC interface.

The conference scheduling application must be able to provide a centralized corporate address book for
Room Systems. Multivendor Room Systems will be able to download the directory and periodically refresh
the directory from the conference scheduling application using the standard based h.350 protocol.

The conference scheduling application must support individual portal settings, personal address book and
the local time zone for each user.

The conference scheduling application must provide the ability for each user to define its conferences
location preference in a distributed deployment.

The conference scheduling application must provide with an intuitive UI for user/groups provisioning. The
system admin must have the ability to provision the following attributes per user / groups of users: Time
zone, Level of Video/Audio Services (HD, SD, Audio Only), Location Preference in a distributed
deployment, Recording Policy, Max Allowed Bandwidth for Desktop Point to Point calls and the Maximum
allowed participants per virtual room.

The conference scheduling application must support auto start/end of scheduled calls and optional
extension on calls.

The conference scheduling application must support dial-in or MCU auto-invite (dial-out) to terminals.

The conference scheduling application must support direct inward dial to scheduled conferences.

The conference scheduling application must support random access pin generation for scheduled
meetings. This feature is mandatory in order to increase the solution overall security level and to ensure
meetings privacy.

The conference scheduling application must support email notifications for all participants with full dial-in
information, based on participant location and terminal type (H.323/ISDN/SIP).
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
The conference scheduling application must support Call Detail Records in Microsoft Excel spreadsheet
format or XML based files. CDR must include complete conference information and terminal connection
and disconnection history.

The conference scheduling application must be able to support a multi-tenant deployment where users
and endpoints are provisioned separately per tenant. The application must be able to partition MCU and
Gateway resources per tenant.

The conference scheduling application must be able to expose scheduling and control APIs, which
encapsulate the complexity of resource management and scheduling, for integration with external systems.

The conference scheduling application must support Lecture style conferences where the lecturer sees
students in a continuous presence layout, and the students all see the lecturer in a single screen layout.

The conferencing application must support auto attended – Video IVR in a multiple MCU environment by
providing the ability to join transparently via the Video IVR each active conference. This functionality must
be supported in both centralized and distributed deployments.

The conferencing application must support auto routing for scheduled endpoints. The conferencing
application will be able to identify the terminal according to its e.164 or IP and route it to the correct
conference according to its schedule.

The conferencing application must provide the ability to record a scheduled conference once it is created.

The conferencing application must provide the ability to restrict or authorize the recording capabilities to a
definite group of users according to predefined policies.

The conferencing application must provide an intuitive web based UI to modify and adjust meeting
invitation emails.

The conferencing application must provide a graphical reporting and statistics engine which will enable the
system admin to intuitively generate the following graphical charts / reports:
o
Multipoint calls records for the entire deployment / per zone/ per specific MCU.
o
Point to Point calls records for the entire deployment / per zone / per specific GW
o
Calls Records per Terminal
o
Multipoint calls records per specific Virtual Room.
o
Multipoint ports utilization for the entire deployment / per zone/ per specific MCU.
o
GWs Ports Utilization for the entire deployment / per zone/ per specific GW.
o
Terminals Utilization
o
Virtual Rooms utilization
o
Network Bandwidth utilization
o
Statistical Charts & Reports for multipoint calls.

The conferencing application must provide the ability to generate either a spreadsheet or a PDF file with
all the related charts information.

The conferencing application must support automatic fall back between different MCUs without changing
the meeting access ID. This is required for failure cases and in order to ensure 24/7 service up time.

The conferencing application must provide a UI based tool to collect the entire system logs. This is required
in order to shorten the solution support cycle and reduce to minimum the back and forth with the support
team.

A Web based application must be provided in order to configure, monitor and troubleshoot system
resources, delegate control, and provide ongoing management. This interface must provide management
and control over the TCP/IP network through embedded API commands, SNMP, and HTTP and telnet
control messages.
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
It must be possible to change the bandwidth of any meeting in progress as well as easily move participants
from a meeting to another one using drag and drop.

The network management component must support centralized collection of Gateway, MCU and
Gatekeeper system logs as well as version upgrades.

The network management component must support configuration of the number of device logs to hold at
any time as well as the size of those log files.

A functionality to automatically backup the data and configuration of the management software must be
present. It must be possible to choose the schedule of the backup as well as the location where to store
the backup files.

The network management component must support defining the size of the network log file, as well as the
number of backups to maintain and the level of activity detail to include in the log file.

The network management component must support collection of SNMP trap messages from the Gateway,
MCU, Gatekeeper and firewall traversal systems.

The network management component must support forwarding of SNMP V2 traps and secured SNMP V3
traps to enterprise level SNMP tools based on device, severity of alert and configurable thresholds.

The network management component must support discovery of the manageable network elements
present on the network.

The network management component must support collection of network element status, including
software version information, call status, endpoint, bandwidth, B-Channel (ISDN), and current error or
alarm conditions.

The network management component must support collection of firewall traversal elements status
including software version information, calls & registrations status and current error or alarm conditions.

The network management component will support the following functionalities for the PLCM Endpoints
series HDX & VSX: Mass upgrade, Mass configuration, Remote Reboot, Basic Monitoring and general
Traps & Alarms notifications.

The network management component will support the following functionalities for the Sony PCS endpoint
series: Mass upgrade, Mass configuration & Centralized corporate address book.

The network management component will support the following functionalities for the Tandberg MXP
Endpoints series: Mass upgrade, Mass configuration, Remote Reboot, Local address book updates, Basic
Monitoring and general Traps & Alarms notifications.

The network management component will support the following functionalities for the RADVISION VC240
Endpoints: Mass upgrade, Mass configuration, Remote Reboot, Basic Monitoring and general Traps &
Alarms, Local address book updates and general notifications.

The network management component will support the following functionalities for the RADVISION XT1000
Endpoints: Mass upgrade, Mass configuration, Basic Monitoring, Remote Reboot, General Traps &
Alarms, Centralized corporate address book and general notifications

The network management component will support the following functionalities for the LifeSize Endpoints:
Basic Monitoring, Basic Remote Configuration, Remote Dialling and Centralized corporate address book.

The network management component must support collection of MCU conference information, including
the MCU controlling the conference, conference ID, type, video and bandwidth settings, and the number
of participants - including the current number, the number reserved and the number of local participants.

The network management component must support central management of the Gatekeeper dial plan, and
centralized control of the Global Gatekeeper relationships, neighbouring, parent and child relationships
and database provisioned Gatekeeper topology.
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
The network management component must support multiple network views and configurable presentation
of the network topology in a network tree view, flat table view and customizable view.

The network management component must support dividing management and control based on user
account, device type, and IP network subnet through individual user access profiles.

The scheduling and network management applications must support multiple languages.

The scheduling and network management applications must be able to enforce enhanced security
features, including strong password, configurable periodical password expiration, configurable session
inactivity timeout, configurable user account lockout due to inactivity, configurable user account lockout
due to multiple login failures, logging of security events and security access via HTTPS.

The scheduling and network management applications must provide a simple an intuitive UI to perform
backup and restore procedures. This is mandatory to ensure quick ramp up in cases of extreme system
failure.

The conference scheduling application and network management component must support a redundant
solution for high availability deployments. The solution will be deployable on top of only two servers and
without any dependency on external DB.

The conference scheduling application and network management component should be provided as
Windows 2003/2008/2012 compliant software and can be installed on a dedicated standalone server.
A.2.1.34 EQUIPMENT RACK

Equipment rack to house all the equipment

Fan tray

Wire Trays and power sockets

Vented rack shelves

Silver brushed finish trim panel
1.1.1.1.1
Do not comply
Comply
Do not comply
Substantiate
A.2.1.35 CONSUMABLES AND CABLING

Comply
All consumables and cabling must be included i.e. VGA connectors, video connectors, audio connectors
and power connectors

All cables and connectors must be produced to AV standards to ensure highest-quality AV signals. E.g.
double connectors, adapters, gender changers, etc. will not be acceptable

Where possible, metal connector shrouds must be used for screening

No cabling must be visible – all ducting and cable sleeves must be included

Only high resolution and shielded cabling must be used

Connectors shall be labelled according to AV standards to allow easy support and maintenance

A “as build” drawing must be included in the back of the equipment rack
1.1.1.1.2
A.2.2
Substantiate
Non-Mandatory Functional Requirements:
If a response on each of the non-mandatory questions is “Comply” then the vendor is requested to motivate/substantiate the specified requirement. Failure
to substantiate/motivate compliance or non-compliance to the non-mandatory criteria will be regarded as non-compliance and will result in a zero
(0) rating.
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A.2.2.1

Project Plan
Comply
Do not comply
Comply
Do not comply
Comply
Do not comply
Comply
Do not comply
Comply
Do not comply
As part of the proposal the vendor must provide a high level project plan which will include proof of the
ability to execute the project. The project plan must cover and provide for the full solution as required.
Substantiate
A.2.2.2

Project Manager
The vendor should be able to provide a project manager who will be responsible for the project for its full
duration. The bidder must elaborate on the duties that will be performed by the project manager.
Substantiate
A.2.2.3

Collaboration
The vendor must confirm that they will work in collaboration with CIPC and/or other role-players prior to
commencing the contract to define the data sources and formulae for each service level requirement.
Substantiate
A.2.2.4
Training

The proposal must include training of two Super Users and six End Users.

The bidder should indicate how they are going to conduct this training.
Substantiate
A.2.2.5
Service Level Agreement (SLA)

SLA for all offered solutions, systems and products

On-site hosted services and technical support must be included

Parts and labour for entire Item/s, software upgrades and accessories must be included

During office hours (8:00 - 17:00), with next business-day repair/swop out (i.e. 8-hour SLA) for 3 years (36
months) from date of delivery

Please note that penalties will apply for non-performance as part of the SLA agreement
Substantiate
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5.
EVALUATION CRITERIA PROCESS
5.1 Phase 1: Compliance to minimum requirements
Responsiveness Criteria: Failure to provide the following might result in a bid not to be considered: (minimum requirements)
a) Bid offers must be properly received on the tender closing date and time specified on the invitation, fully completed and signed in ink as per Standard Conditions
of Tender.
b) Submission and completion of the Declaration of Interest.
c) Submission of a valid original Tax Clearance Certificate from SARS.
d) Submission of the company’s registration certificate from the Register of Companies (CIPC).
e) Attendance of Compulsory Briefing session.
f) Bidders may be required to present their solution to the Evaluation Committee and could be required to take CIPC to appropriate site visits where similar
solutions have been implemented and are in use.
All bidders that comply with the minimum requirements will advance to Phase 2.
Phase 2: Functionality Evaluation
The evaluation process will be done in accordance with the following criteria: All Bid proposals submitted will be evaluated in accordance PPPFA. For each
criterion a score of 1-5 will be allocated and multiplied by the weighting factor. The most suitable candidate will then be selected. Please take note that CIPC
is not bound to select any of the firms submitting proposals. CIPC will evaluate technical criteria first, and will only look at the price if it is any way to select the
firm offering the lowest price.
EVALUATION CRITERIA
Rating
1
Weight
2
3
4
Demonstrated service provider/supplier experience in executing similar
Total
5
25
projects in Public Sector (submit at least four contactable Testimonials from
Clients similar to CIPC)
Compliance to Mandatory Requirements: Audio Visual Equipment
60
specifications as per paragraph 1.2.1
Product Compliance to Specification and OEM Certification as well as
15
associated warranties.
Total
100
NB: Bidders obtaining less than 60 will not be evaluated further. Please provide details for all the above information for proper evaluation.
The Bids will be evaluated on a scale of 1 – 5 in accordance with the criteria above. The rating will be as follows:
1 = Very poor, 2 = Poor, 3 = Good, 4 = Very good, 5 = Excellent
Note:
Phase 3: Price and Preferential Procurement policy
Please Note: CIPC 6.1 Preference Points Claim Form in terms of the PPPFA is attached for claiming above mentioned points, if not completed the company
will automatically score 0 points
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Preferential Procurement Policy
The bidders that have successfully progressed through to phase 3 will be evaluated in accordance with the 90/10 preference point system contemplated in the
Preferential Procurement Policy Framework Act (Act 5 of 2000) as amended.
Pricing
Pricing will be calculated using the lowest price quoted as the baseline, thus the lowest price quoted will achieve full marks, while all other quotes will achieve
a weighted average mark based on the lowest price.
Description
Total
Price
90
BBBEE
10
Total
100
The bidder with the highest score will be recommended as the successful vendor.
2
13. SUBMISSION OF PROPOSALS
Sealed proposals will be received at the Tender Box at the Reception, 77 Meintjies Street, Sunnyside, the dti campus, Block F.
Proposals should be addressed to:
Manager (Supply Chain Management)
Companies and Intellectual Property Registration Office
Block F,
The dti Campus,
77 Meintjie Street,
Sunnyside, PRETORIA
14. ENQUIRIES
Supply Chain related
Mr. Solomon Motshweni- [email protected] – (012) 394 3971
Ms Ntombi Maqhula [email protected]
Technical
Mr Samson Sekgobela – [email protected]
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ANNEXURE “A”
PRICING SCHEDULE BELOW AS WELL AS THE SBD 3 FORM WITH THE TOTAL BID PRICE MUST BE PLACED IN A SEPARATE SEALED ENVELOP:
A.2
Pricing
A.2.1
The purpose of this RFP is to invite companies for the supplying, installing, maintaining and supporting the proposed solution to CIPC.
A.2.2
CIPC reserves the right to award the contract in whole or part or split between service providers.
A.2.3
Prices must be inclusive of ALL costs (VAT, supply, delivery and installation)
A.2.4
NOTE: All prices must be VAT inclusive and must be quoted in South African Rand (ZAR).
A.2.5
Pricing must be valid for 90 days.
A.2.6
Please indicate your total bid price here: R……………………………... (compulsory), inclusive of ALL costs (VAT, supply, delivery, installation and,
3 – year maintenance costs)
A.2.7
The cost of installation, delivery, site preparation etc. must be included in this proposal.
A.2.8
Yearly price increases on maintenance and licence fees must not exceed the CPI, with the anniversary date of the contract as baseline
Yearly increases in the maintenance cost must be clearly indicated.
A.2.9
All additional costs must be clearly specified.
A.2.10
Comply
Do not comply
Comply
Do not comply
Comply
Do not comply
The cost of installation, delivery, site preparation etc. must be included in this proposal.
2.1.1.1.1
Substantiate / Comments:
A.2.11
Yearly price increases on maintenance and licence fees must not exceed the CPI, with the anniversary
date of the contract as baseline. Yearly increases in the maintenance cost must be clearly indicated.
2.1.1.1.2
Substantiate / Comments:
A.2.12
All additional costs must be clearly specified.
2.1.1.1.3
Substantiate / Comments:
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A.3
Price Breakdown: This section must be completed and submitted with the RFP
A.3.1
BOARDROOM
Description
Qty
HD (1080p) Videoconferencing Room System
1
Interactive Led Screen – Boardroom
2
Collaboration Suite For Interactive Screen
1
LCD Wall Bracket
2
VC Camera Wall Bracket
1
Control Processor
1
Table Top Touch Panel
1
Dimmer Module
1
Enclosure For Dimmer Module
1
Centralized Remote Management System
1
RMS Scheduling
1
Scheduling Touch Panel
1
Wall Mount Touch Panel
1
Input Panel For HDMI, USB, VGA, And Stereo
Audio
8
Professional Power Amplifier
1
Ceiling Loudspeaker
4
Digital Signal Processor Microphone Mixer
1
HDMI Audio De−Embedder
1
Video
Over
HDBaseT
Transmitter & Step−In Commander
4K UHD HDMI, Bidirectional RS−232, IR Over
Twisted Pair Receiver
Model
Unit Price in ZAR
Total price in ZAR
(VAT incl)
(VAT incl)
1
Ceiling “Button” Type Microphone
Multi−Format
Manufacturer
1
2
HDMI Matrix Switcher
1
Wireless Interactive Presentation Gateway
1
5-Port PoE Switch
1
Equipment Rack
1
Consumables And Cabling
Sum
Installation
Sum
Programming
Sum
System Design
Sum
Consulting
Sum
Project Management
Sum
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Description
Qty
Training for 6 Users
Sum
Service Level Agreement – 3 Years
Sum
Manufacturer
Model
Manufacturer
Model
Unit Price in ZAR
Total price in ZAR
(VAT incl)
(VAT incl)
Unit Price in ZAR
Total price in ZAR
(VAT incl)
(VAT incl)
Other
Other
Other
Other
Total bid price for Head Office in ZAR (VAT inclusive)
A.3.2
MEETING ROOM
Description
Qty
Interactive Led Screen – Meeting Room
1
Collaboration Suite For Interactive Screen
1
LCD Wall Bracket
1
Scheduling Touch Panel
1
Media Player
1
Wireless Interactive Presentation Gateway
1
Consumables And Cabling
Sum
Installation
Sum
Programming
Sum
System Design
Sum
Consulting
Sum
Project Management
Sum
Training for 6 Users
Sum
Service Level Agreement – 3 Years
Sum
Other
Other
Other
Other
Total bid price for Head Office in ZAR (VAT inclusive)
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A.3.3
RECEPTION
Description
Qty
LED Screen – Reception
4
LCD Wall Bracket
4
Media Player
4
Digital Signage Media Server
1
Consumables And Cabling
Sum
Installation
Sum
Programming
Sum
System Design
Sum
Consulting
Sum
Project Management
Sum
Training for 6 Users
Sum
Service Level Agreement – 3 Years
Sum
Manufacturer
Model
Unit Price in ZAR
Total price in ZAR
(VAT incl)
(VAT incl)
Other
Other
Other
Other
Total bid price for Head Office in ZAR (VAT inclusive)
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A.3.4
Video Infrastructure (MCU)
Description
Full HD 1080p-Based Multipoint Control Unit
(MCU)
Qty
1
Streaming & Recording
1
Central Management Application Server
1
Server
Model
Unit Price in ZAR
Total price in ZAR
(VAT incl)
(VAT incl)
1
Mobile Clients
Desktop Conferencing & Web Collaboration
Manufacturer
1
Consumables & Cabling
Sum
Installation
Sum
Programming
Sum
System Design
Sum
Consulting
Sum
Project Management
Sum
Training for 2 Users
Sum
Service Level Agreement – 3 Years
1
Other
1
Total bid price for Head Office in ZAR (VAT inclusive)
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