VIDEO CONFERENCING EQUIPMENT

VIDEO CONFERENCING EQUIPMENT

VIDEO CONFERENCING EQUIPMENT

REQUEST FOR PROPOSAL

FOR

SUPPLY, INSTALLATION & COMMISSIONING

OF VIDEO CONFERENCING EQUIPMENT AT UNIVERSITY OF HYDERABAD

NAME OF THE WORK: VIDEO CONFERENCING

COST OF TENDER DOCUMENT:

`.

1,000/

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Invitation for tender offers

University of Hyderabad invites sealed tender offers under two bid system (Techno-Commercial and

Price bids) from eligible, reputed manufacturers and/or authorized dealers for supply, installation and commissioning of Video Conferencing at University of Hyderabad as specified in Annexure VIII.

Tender Reference number

Price of Tender Copy

UH/CNF/VC/2013- Dated:

`.

1,000/- (One Thousand only)

Date of commencement of sale and posting of tender document on the web.

Queries to be mailed up to

Pre-Bid meeting with Bidders

17-July-2013

23-July-2013 till 1500 hours

24-July-2013 at 1600 hours

Last Date and Time for receipts of tender offers

Contact Telephone Numbers

23-August-2013 till 1500 hours

Time and Date of Opening of techno-commercial bids 23-August-2013 at 1600 hours

Place of submission and Opening tender offers

Campus Network Facility, Science Complex,

University of Hyderabad, Central University P.O.,

Prof. C.R. Rao Road, Gachibowli, Hyderabad-46 (A.P)

Address of Communication Same as above

Phone: 040-23132646/33/41

Email: [email protected] [email protected]

[email protected]

Bid Collection and Submission

A complete set of tender documents may be purchased by eligible bidder upon payment of a nonrefundable fee of

`

.1000/-(Rs. One thousand only) by demand draft / bankers Cheque in favour of

“Finance Officer, University of Hyderabad” payable at Hyderabad.

OR

The tender documents may be downloaded from the University website. http://www.uohyd.ac.in/index.php/administration/tenders

Earnest Money Deposit must accompany all tender offers as specified in this tender document.

EMD amount should be in a separate cover.

Tender offers will be opened in the presence of the bidder representative(s) on the above-specified date, time and place.

Technical Specifications, Terms and Conditions and various formats and Pro-forma for submitting the tender offer are described in the tender document and its’ Annexure.

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1. Instructions to bidders

1.1. Two Bid System Tender

Tender mailing address

Chairman, ECCNF

Campus Network Facility,

University of Hyderabad,

Central University P.O.,

Prof. C.R. Rao Road,

Gachibowli,

Hyderabad – 46 (A.P.), India

Both the envelopes must be super-scribed with the following information: offer (Techno-Commercial or Price bid) ame of bidder

All Formats and Annexures should be stamped and signed by an authorized official of the bidder’s company. The bidder will also submit copy of the RFP duly stamped and signed on each page by the authorized official of the bidder’s company.

ENVELOPE-I (Techno-Commercial bid):

Technical bid consisting of all technical details along with commercial terms and conditions.

ENVELOPE-II (Price bid):

Financial bid indicating item wise price for the items mentioned in the technical bid.

The technical bid and the financial bid should be sealed by the bidder in separate covers duly superscribed and both these sealed covers are to be put in a bigger cover which should also be sealed and super-scribed.

1.2. Qualification Criteria

The bidders, who fulfill all the qualifications mentioned in “qualification criteria” of the tender, will only be eligible for further process i.e. technical evaluation.

1.3. Terms and Conditions

Terms and conditions for bidders who participate in the tender are specified in the section called “Terms and Conditions”. These terms and conditions will be binding on all the bidders.

These terms and conditions will also form a part of the purchase order, to be issued to the successful bidder on the outcome of the tender process.

1.4. Non-transferable Tender

This tender document is not transferable. The bidder, who has purchased this tender form, is only entitled to quote.

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1.5. Soft Copy of Tender document

The soft copy of the tender document will be made available on the University website.

However University shall not be held responsible in any way, for any errors/omissions/mistakes in the downloaded copy. The bidder is advised to check the contents of the downloaded copy for correctness against the printed copy of the tender document. The printed copy of the tender document shall be treated as correct and final, in case of any errors in soft copy.

The bidders who are submitting the bid by downloading from the University’s website will have to pay the non-refundable fee of

`

.1,000/-by way of a demand draft / bankers’ Cheque in favour of “Finance Officer, University of Hyderabad” payable at Hyderabad while submitting the bid.

1.6. Offer validity Period

The offer should hold good for a period of 180 days from the date of opening of technocommercial bid.

1.7. Address of Communication

Offers should be addressed to the following office at the address given below:

1.8. Pre-Bid Meeting

Chairman, ECCNF

Campus Network Facility,

University of Hyderabad,

Central University P.O.,

Prof. C.R. Rao Road,

Gachibowli,

Hyderabad – 46 (A.P.), India

For the purpose of clarification of doubts of the bidders on issues related to this RFP,

University of Hyderabad intends to hold a Pre-Bid Conference on the date and time as indicated in the RFP. The queries of ALL the bidders should reach in writing (including softcopy) or by e-mail on the address as mentioned above. It may be noted that no queries of any bidder shall be entertained received after the Pre-Bid Conference. The clarifications given in the Pre-Bid meeting will be available on the University’s Website. Only two authorized representatives of the bidders who have purchased the RFP will be allowed to attend the Pre-

Bid meeting.

1.9. Opening of Offers by University of Hyderabad

Tender offers received within the prescribed closing date and time will be opened in the presence of bidders’ representative on the specified date, time and place as mentioned earlier in the tender document. The bidder’s representative present shall sign a register of attendance and minutes and they should be authorized by their respective companies to do so. A copy of the authorization letter should be brought for verification.

1.10. Scrutiny of Offers

Scrutiny of bids will be in three stages as under:

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a) Eligibility Criteria:

University of Hyderabad will first scrutinize the eligibility of the bidders as per

“qualification criteria” of the RFP based on the documents submitted. The offers of the bidders who fulfill the above eligibility criteria will be taken up for further scrutiny i.e. technical evaluation.

b) Technical evaluation:

University of Hyderabad will scrutinize the offers. University of Hyderabad will determine whether the techno-commercial specifications along with documents have been furnished as per RFP and whether items are quoted as per the Annexure-I. The bidders who qualify in technical evaluation will only be short listed for price evaluation.

c) Commercial evaluation:

University of Hyderabad will open and scrutinize the price offers of the technocommercially qualified bidders only. The Price bids will have to be submitted in the format as per Annexure–IX Price bids should not have any alteration or overwriting. The

University may reject or load the financial implication of any alteration, if found into the price bid submitted by the respective bidder. The calculation arrived by the University will be final and will be binding on the bidders. If any cost items in the price bid is found to be blank and not filled with any amount then it shall be considered as zero and the same will be offered to the University of Hyderabad free of any charges. University of

Hyderabad will consider the six years TCO (Total Cost of Ownership) for the purpose of price comparisons given by the vendors on the figures in commercial offer.

Six Years TCO = Cost of Equipment of all items in commercial(as per Cost & Currency clause)inclusive of Three years warranty + Three years post warranty AMC charges (As per AMC clause).

1.11. Clarification of Offers

To assist in the scrutiny, evaluation and comparison of offers, University of Hyderabad may, at its discretion, ask some or all bidders for clarification of their offer. The request for such clarifications and the response will necessarily be in writing.

1.12. Documentation

The following information should be furnished along with the Techno-Commercial bid by means of printed technical brochures as per checklist provided.

Make and model numbers of all the items quoted for.

Specifications of all items asked along with technical specifications table.

Version number in case of software packages. It is required to indicate if the software requires any particular version of the operating system for compatibility.

Software(s), which will be supplied free, and the ones that will be charged for, should be clearly indicated. Restrictions on software usage, if any, should also be mentioned.

All documentations shall be supplied by the selected bidder in DVD/CD and also in printed media at no extra cost. However, if the documentation is not printed in hardcopy as per the policy of the product manufacturer, the bidder shall submit a proof from the product manufacturer confirming the same. All documents supplied

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shall be in English language. Wherever applicable the Bidder shall submit the relevant test certificate/guarantee certificate/licenses along with the supplies, installation, commissioning and acceptance, as applicable

One copy of original comprehensive DVD/CD and manuals shall be supplied for each unit/sub-unit along with the delivery of equipment. One complete set of documentations of the equipment shall be supplied to University of Hyderabad.

A detailed packing list should be submitted along with each delivery consignment.

The packing list may be a part of delivery challan or separate.

Location-wise detailed documentation of the project including list of documents supplied, configuration/settings details, and technical write-up on project architecture/functioning, acceptance testing carried out including the final results, etc. shall be supplied at all Video Conferencing locations. A copy of the above documentation shall be supplied to University of Hyderabad along with overview summary of the whole project within one week from acceptance test.

Comprehensive training manual shall be given to each participant of the training at the time of training.

1.13. Submission of Technical Details

It is mandatory to provide the technical details in the exact format of Technical Details column given in the technical specifications. The offer may not be evaluated by University of

Hyderabad in case of non-adherence to the format or non-submission / partial submission of technical details as per the format given in the tender. University of Hyderabad will not allow/permit changes in the technical specifications once it is submitted. The relevant product information, brand and model number offered, printed product brochure, technical specification sheets etc. should be submitted along with the offer. Failure to submit this information along with the offer could result in disqualification. (Please refer to the suggested checklist given in this document)

1.14. Make, Models & Part numbers of the equipment

It is mandatory to provide make, model and part number of all equipment and their subcomponents as asked in the technical specification. The offer may not be evaluated and/or will be liable for rejection in case of non-submission or partial submission of make, model and part numbers of the items offered. Please note that substituting this information by just brand name is not enough.

1.15. Format for Techno-Commercial bid

The Techno-Commercial bid must be made in an organized, structured and neat manner.

Brochures/leaflets etc. should not be submitted in loose form. This can be divided into two parts – the first part should contain the documents supporting the eligibility of the vendor to participate in the tendering process as per the eligibility criteria mentioned in the RFP and the second part should contain the technical details of the proposed project.

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The suggested format for submission of Techno-Commercial bid is as follows:

1. Index

2. Covering letter. This should be as per Annexure II.

3. Details of the bidder, as per Annexure IV.

4. Compliance of eligibility criteria along with support documents in following format:

Sr.

No.

1

Short Description of Eligibility Criteria

Certificate of Incorporation

Submitted

Yes/No

Write figures wherever required

2

3

4

Audited Financial statements for the last three years ending 31-3-11, 31-3-12 & 31-3-2013

Profit/Loss figures last three years ending

31-3-11, 31-3-12 & 31-3-2013

ISO 9000/9001 certification

The bidder should have executed orders for supply of video conferencing solution to at least one Public Sector Unit / Government

5 organizations in India during last three financial years ending 31-3-2013. The minimum setup of 10 ports MCU (hardware based) with 10 endpoints including hardware based recording and streaming system.

Minimum one year satisfactory service certificates from client should be attached.

The tender of the firms not complying the eligibility criteria as stipulated above will be rejected.

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P 052012 9

Commercial Terms

Term

No

Short Description term

Complied

(Yes/No)

Detailed explanation about deviation, if not

complied

4.1 Support Personnel

2.2 Technical Inspection & Performance

Evaluation

4.3 Any deviations in payment terms

4.4 Delivery, Installation and Commissioning

4.5 Completeness of Installation

4.6 Order Cancellation

4.7 Acceptance Tests

4.8 Software Drivers & Manuals

4.9

MCU / Video conf. Equipment’s Warranty

4.10 Software Warranty

4.11 Annual Maintenance Charges

4.12 Spare Parts

4.13 Liquidated Damages

4.14 Penalty for Delay

4.15 Penalty for Downtime

4.16 Hardware Failure

4.17 Indemnity

4.18 Publicity

4.19 Guarantees

4.20 Force Majeure

4.21 Resolution of Disputes

4.22 Other Conditions

The eligibility criteria will be verified based on above compliance table duly filled by the bidder along with the supporting documents. Techno-Commercial bid with Specifications as given in

Annexure -I, complete with all the columns filled in. Terms and Conditions Compliance Table in the following format. This table must cover bidder’s response to all the terms and conditions specified in the tender document.

Note: The response to the terms & conditions will be verified based on above table.

Warranty and AMC details. This should not contain any price information.

Delivery and Implementation schedule.

Technical Documentation (Product Brochures, leaflets, manuals etc.). An index of technical documentation submitted with the offer must be enclosed.

Software details (if applicable).

Manufacturers’ Authorization Form (if applicable) as per Annexure V

Details of Past installation, as per Annexure VI

Details of support/service centers as per Annexure VII

Valid Bank Draft / Bank Guarantee in lieu of EMD (To be submitted in a separate envelope along with the First Copy of Techno-Commercial bid.)

Bidder’s Financial Details (audited annual reports etc.) and other supporting documents, as asked in the tender document

All documentary evidence wherever required to be submitted be properly arranged.

Copy of the Commercial Bid duly masking the price column.

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1.16. Masked Commercial

The bidder should submit a copy of the actual price bid being submitted to the University by masking the actual prices. This is mandatory. The bid will be disqualified if it is not submitted. Format for Price bid The Price bid must not contradict the Techno-Commercial bid in any way. The suggested format for submission of Price bid is as follows:

Index

1. Covering letter

2. Price Version of Bill of Materials and Price (as per Annexure IX). This must contain all price information, including AMC details.

3. A statement that the bidder agrees with Payment terms given in the tender.

The bidder must quote for ALL the items mentioned in Annexure IX and AMC Charges and also fill up the TCO for L1.

1.17. Erasures or Alterations

The offers containing erasures or alterations will not be considered. There should be no handwritten material, corrections or alterations in the offer. Technical details must be completely filled up. Correct techno-commercial information of the product being offered must be filled in. Filling up of the information using terms such as “OK”, “accepted”,

“noted”, “as given in brochure/manual” is not acceptable. University of Hyderabad may treat offers not adhering to these guidelines as unacceptable.

University of Hyderabad may, at its discretion, waive any minor non-conformity or any minor irregularity in an offer. This shall be binding on all bidders and University of

Hyderabad reserves the right for such waivers.

1.18. Alternative offers

Each offer should preferably specify a single solution, which is cost-effective and meets the tender specifications, and does not include many alternatives. Bidder willing to offer

University of Hyderabad two or more alternatives for any item(s) of requirement should submit separate details for each alternative. Each detail/table should be complete in all respects and should not require cross-referencing with details given in other options.

If more than one alternative offers are quoted in the Commercial bid, the highest quote will be considered in the TCO for arriving at the L1 vendor. However University of Hyderabad will have discretion to choose one of the alternatives quoted.

1.19. Costs & Currency

The offer must be made in Indian Rupees only, including the following:

1. Cost of the equipment in Indian Rupees. Installation and commissioning charges, if any,

2. Minimum of three-year comprehensive on-site warranty covering all parts & labour. This period will start from the date of acceptance of installation by University of Hyderabad.

3. Transportation and Forwarding charges to the site.

4. In addition to transit insurance normal electronic equipment insurance should be available up to installation or up to 30 days from date of delivery whichever is earlier.

5. All taxes and levies including service tax VAT and any other taxes.

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1.20. Fixed Price

The prices quoted shall be firm and throughout the currency of the contract and exclusive of all taxes and duties and which will be paid as applicable on the date of supply.

1.21. Tender evaluation

University of Hyderabad will short-list technically qualified bidders as per the eligibility criteria defined in clause no. 1.15 and the Price bids of only those bidders will be opened and evaluated. Purchase order will be placed on L1 bidder.

1.22. Right to Alter Quantities

University of Hyderabad reserves the right to alter the proposed new hardware quantities specified in the tender. University of Hyderabad also reserves the right to delete one or more items from the list of items specified in tender.

1.23. Rate Contract

University of Hyderabad reserves the right to enter into a rate contract with L1 for delivery of video conferencing equipment for any office after order has been placed through this tender process. The validity of the rate contract shall be 3 months from the date of purchase order. The same technical specifications and terms of Price bid shall apply mutatis-mutandies to the order placed through the rate contract as specified through this tender. However during the validity of the rate contract, if there is downward revision of the prices beyond 10% of the price negotiated at the time of placing the order, University of Hyderabad reserves the right to re-negotiate the prices before placing the order.

1.24. Repeat Orders

University of Hyderabad reserves the right to place repeat order/s on the bidder under the same terms and conditions within a period of 3 months from the date of acceptance of purchase order by the bidder. The University of Hyderabad reserves the right to re-negotiate the price with the bidder in case of downward revision of the prices.

1.25. Other Instructions

Either the Indian agent on behalf of the principal / OEM or principal or OEM itself can bid but both cannot bid simultaneously for the same item / product in the tender. If an agent submits bid on behalf of the principal / OEM, the same agent shall not submit a bid on behalf of another principal / OEM in the tender for the same item / product.

A tripartite agreement amongst University of Hyderabad, bidder (supplier) and the OEM shall be entered to the effect that the OEM shall ensure for the fulfilment of contractual obligations (except financial obligations) of the bidder.

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2. SCOPE OF WORK

2.1. Overall Architecture:

Vendor has to submit a detailed graphical and technical analysis on the proposed Video conferencing solution offered to the University of Hyderabad.

2.2. Hardware:

Vendor will have to supply, install and configure as per the University of Hyderabad’s requirement at the following locations. a) High Definition Endpoint at CNF

@ Vice-Chancellor’s Office

-High Definition Endpoints @ CNF

@ DST Auditorium and Raman

Auditorium

2.3. Training

A detailed technical training for 2 days including both theory and practical shall be conducted for University of Hyderabad officials on each video conferencing location separately, at a venue, date and time acceptable to both the parties.

The course content of the training shall be as mutually agreed between the

University of Hyderabad and the selected bidder. However, the bidder shall explain the basics, first level maintenance, troubleshooting and handling video conferencing equipment, LCD TV and video conference call management.

The Bidder shall provide extensive lecture notes, handouts and other

Training documentation during training.

The training shall be completed before start of acceptance testing of project by the University of Hyderabad Annexure -VIII.

2.4. Implementation

The vendor has to install and configure the video conferencing equipment at all the locations as per the University of Hyderabad’s requirement without extra cost. This installation has to be done using the existing Network. The vendor has to co-ordinate with the Network team for implementation of the video conferencing solution. The video conferencing solution should be configured successfully so as to use the optimum bandwidth.

2.5. Responsibility of selected vendor

The vendor has to install, commission, integrate and demonstrate the working of video conferencing solution to the University of Hyderabad with its full capabilities.

The vendor is responsible till the solution is installed, commissioned and tested successfully in all locations and the system is fully integrated and operational and only upon the same, the installation / acceptance procedure would be deemed to have been completed.

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3. Qualification Criteria

3.1. Eligibility of the Bidder

The bidder submitting the offers should be a Registered Company/Firm in India under the Companies Act, 1956/Partnership Act having a decent turnover per year in the last three financial years i.e. 2010-2011, 2011-2012 and 2012-2013. This must be the individual Company’s turnover and not that of any group of Companies. Copy of the certificate of incorporation should be enclosed as documentary proof.

The bidder company should have made profits in the last three financial years i.e. 2010-

2011, 2011-2012 and 2012-2013. A copy of last three financial years’ relevant audited balance sheets should be submitted with the offer. If the audit of 2012-2013 year is not completed then provisional balance sheet signed by Chartered Accountant & CEO/CFO should be enclosed.

The original manufacturer (OEM) should have ISO 9000 / ISO 9001 certification for

Design & Manufacturing. The bidder should have ISO 9000 / ISO 9001 certification for services. Necessary certificate be enclosed.

The bidder should have support centers either own or through franchisee. List of such support centers with contact persons, telephone numbers and addresses should be enclosed.

The bidder should have executed orders for supply of video conferencing solution to at least one Public Sector Units / Government organizations in India during last three financial years ending 31-03-2013. The minimum setup of 10 ports hardware based

MCU with 10 endpoints. Minimum one year satisfactory service certificates from client should be attached.

Bidder shall ensure that the products / models offered are proven products in Indian environmental conditions and not reaching end of life / support in next 6 years. (Bidder should submit details of previous installation where University of Hyderabad may verify the genuineness during the technical scrutiny).

The bidder should not have been blacklisted by any government organization / banks,

Self-declaration to that effect should be submitted along with the technical bid.

3.2. Quality Standards

University of Hyderabad is looking for well-proven branded products, which is volume produced and are used by a large number of users in India /Abroad. All products quoted should be associated with specific model numbers and names and with printed literature describing configuration and functionality. Any deviations from the printed specifications should be clearly identified in a separate Annexure titled ‘Deviations’ which must be supplied by the bidder along with the offer document.

3.3. Earnest Money Deposit

Bidders are required to give a Demand Draft drawn in favour of “Finance Officer, University of Hyderabad” and payable at Hyderabad, (valid for 180 days from the due date of the tender) for Rs.3,00,000/-(Rupees three Lakhs only) as Earnest money Deposit (EMD) along with

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their offer. Offers made without E.M.D. will be rejected. University of Hyderabad will not pay any interest on the E.M.D. The bidders who are registered with the Central Purchase

Organisation or the concerned Ministry/Department or National Small Industries

Corporation (NSIC) are exempted from EMD submission. The BG should be valid for 6 months from the date of submission of the offer.

In the event of the supplier backing out after placing the purchase order for supply, erection and commissioning of the systems, the EMD will be forfeited. The format of BG is enclosed.

3.4. Manufacturer’s Authorization Form

Bidder, other than sole agents in India of the manufacturers, must submit a letter of authority from their manufacturers that they have been authorized to quote on behalf of the manufacturer. Authorization from authorized distributors/dealers for software items is acceptable.

3.5. Proof of concept

All the bidders are to showcase the quoted product with all integrations as per UoH needs. For example Skype, Google, Microsoft Lync, Facebook etc., with existing voice server of the UoH and with different end points.

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4. Terms and Conditions

4.1. Support Personnel

In addition to the regular support centers the bidder should provide one contact person either own employee or through franchisee for University of Hyderabad where Video

Conferencing is to be installed.

4.2. Technical Inspection and Performance Evaluation

University of Hyderabad reserves its right to carry out a technical inspection and performance evaluation (bench-marking) of equipment offered by technically qualified bidders.

4.3. Payment Terms

University of Hyderabad will make payment as follows:

1. 85 % of the order value will be paid on completion of supply, installation and commissioning at the pre-designated sites of all systems ordered. University of

Hyderabad will make this payment after configuration and acceptance of the installation at the respective site. At this stage, the bank guarantee given to the bank for EMD will be returned to the bidder.

2. 15% would be retained by the University of Hyderabad till the warranty period or will be paid against a Performance Bank Guarantee (as per the format prescribed by University of Hyderabad) for the equivalent amount valid for the warranty period covering entire system for three years + two months from the date of installation, commissioning and acceptance of the last system by the University of Hyderabad.

4.4. Delivery, Installation and Commissioning

The Bidder shall be responsible for delivery, installation and commissioning of the system ordered at all the sites and for making them fully operational at no additional charge within

6 weeks from the date of releasing the purchase order. Delays beyond the stipulated period of 6 weeks, would attract LD at 1% of the total order value subject to a maximum of 5% of the total contract value.

If the bidder fails to deliver and/or install all the equipment ordered within the stipulated time schedule or by the date extended by University of Hyderabad, it will be a breach of contract.

In the event of University of Hyderabad agreeing to extend the date of delivery at the request of bidder, it is a condition precedent that the validity of Bank guarantee shall be extended by further period as required by University of Hyderabad before the expiry of the original bank guarantee.

Appropriate insurance to cover the equipment for the transit period and till the time of its acceptance by University of Hyderabad at the respective site is to be taken by the bidder. At the discretion of University of Hyderabad, there will be an acceptance test conducted by the bidder in presence of University of Hyderabad officials and/or its nominated consultants after installation of complete equipment.

4.5. Completeness of Installation

The installation will be deemed as incomplete if any component of the hardware, software, video conferencing devices etc., or any documentation/media is not delivered or is delivered but not installed and/or not operational or not acceptable to University of Hyderabad after acceptance testing/examination.

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In such an event, the supply & installation will be termed as incomplete and it will not be accepted and warranty period will not commence. The entire site will be accepted after complete commissioning of equipment and satisfactory working of the entire equipment for a minimum period of 10 days.

4.6. Acceptance Tests

At the discretion of University of Hyderabad, acceptance test will be conducted by the bidder at the site in the presence of the officials of University of Hyderabad and/or its nominated consultants. The tests will check for trouble-free operation of the complete system for ten consecutive days apart from physical verification and testing. There shall not be any additional charges payable by University of Hyderabad for carrying out this acceptance test.

University of Hyderabad will take over the system on successful completion of the above acceptance test.

4.7. Software Drivers & Manuals

The Video Conferencing equipment will have to be supplied with the software drivers and manuals for the Display controller, all interface, etc.

4.8. MCU / Video Conferencing Equipment Warranty period

The offer must include a minimum three years comprehensive on-site warranty. The

Warranty in respect of all the locations would start from a single and uniform date i.e. from the date of release of the last and final lot of 85% payment. In no case, there would be multiple warranty dates, although the 85% payments are made in different lots after the successful installation and acceptance of the systems by University of Hyderabad. On release of the last and final lot of 85% payment it would be presumed that the University of Hyderabad has accepted the installation and commissioning. The performance guarantee is to be submitted for releasing the remaining payment of 15% of the contract value.

Bidder and OEM shall be fully and jointly responsible for the warranty in respect of proper design, quality and workmanship of all equipment, accessories etc. covered by the tender.

Bidder/OEM must warrant all equipment, accessories, spare parts like mike, remote, motherboard of camera, MCU Motherboard, Fan etc. against any manufacturing defects during the warranty period. During the warranty period, bidder shall maintain the systems and repair/replace at the installed site all defective components, at no charge to University of

Hyderabad.

If the Bidder/OEM on account of the defects and/or repairs replaces certain items by changing the design or materials, such change shall not reduce the performance of the equipment as per the technical specification.

The issue of acceptance certificate/inspection certificate/approval by the University of

Hyderabad shall in no way relieve the Bidder/OEM from the provisions of this clause.

The bidder shall submit the call log-in procedures and escalation procedure for maintenance during Warranty and AMC, if contracted.

4.9. Software Warranty

All the software if any supplied will carry following warranties:

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The application software and any software including client related software shall be under

Comprehensive Onsite Warranty covering all updates, upgrades of software, maintenance or support for its proper operation, performance and output as specified in the tender technical specifications for a period of three Years from the Date of acceptance by the

University of Hyderabad. However, version upgrades of the software supplied are not expected to be covered by the warranty.

4.10. Annual Maintenance Charges

The bidder should also quote separately for annual Comprehensive maintenance at site for three years from the date of expiry of the warranty period (post-warranty). This rate should be quoted for immediately after expiry of the initial warranty period of three years as indicated in clause 4.8:

-site AMC charges. rehensive on-site AMC charges. rehensive on-site AMC charges.

The offer must give commitment to provide maintenance at the rates quoted as above for three years from the date of expiry of warranty. Bidders are expected to maintain the equipment supplied for at least six years from the date of acceptance by University of

Hyderabad. University of Hyderabad will pay AMC Charges in Indian Rupees quarterly at the end of each quarter.

The bidder should provide changes and upgrades with regard to changes in statutory requirements to the University of Hyderabad at free of cost during the contract period. Also the bidder should provide and implement functionality changes as required by the University of Hyderabad during the contract period.

The AMC Charges should cover the regular maintenance of the hardware and software and support charges. It may be noted by the bidder that University of Hyderabad will not provide any kind of assistance in the form of men/material and the Bidder will have to make his own arrangements for deputing the required skilled manpower including all necessary spares for setting right the reported/observed defects.

Repairs to the systems and trouble shooting of software in the event of any breakdown, the scope of the contract shall comprise and include all costs, all taxes, duties, levies and other transport, handling, insurance charges.

During the Warranty and AMC period, the Bidder should extend the On Site Service Support.

The scope of Warranty and AMC shall include: versions of firmware / software (updates /upgrades) of Hardware/Software

-ordination with Network provider for rectification of bugs/defects.

Page 16 of 52

4.11. Spare parts

Bidder will make the spare parts for the systems available for a minimum period of six years from the time of acceptance of the system. Thereafter, bidder will give at least twelve months’ notice prior to discontinuation of support services, so that University of Hyderabad may order its requirements of the spares, if it so desires. If any of the peripherals, components like video conference Camera motherboard, CPU, Memory, mike, remote, LCD TV all logic boards etc. are not available or difficult to procure or the procurement is likely to be delayed for replacement if required, during the period covered by warranty and AMC the replacement shall be carried out with state of the art technology equipment of equivalent capacity or higher capacity at no additional charges to University of Hyderabad.

4.12. Liquidated Damages

If there is a delay by the bidder in the delivery of Video Conferencing equipment as will be mentioned in the purchase order, the bidder will be liable to pay a sum of 1% (one percent) of the order value per week or part thereof (If the delay period is more than 2 days, it will be treated as one full week) to the maximum of 5% total order value for that delay beyond the scheduled delivery date by way of liquidated damages. The liquidated damages are preestimates of the loss or damage that may be sustained by University of Hyderabad. In case the complete delivery is delayed beyond the scheduled delivery date, University of

Hyderabad reserves the right to cancel the contract and return the partially delivered equipment, if any, at the cost of the bidder and the entire amount received by the bidder by way of advance will be recovered. In case the bidder fails to deliver all the deliverables as specified in the order, the liquidated damages will be charged on the entire contract value.

4.13. Penalty for delay

For any delay in installation and commissioning of Video Conferencing, University of

Hyderabad will charge penalty @ 0.5% of the order value per week or part thereof, subject to a maximum of 5% of the contract value.

4.14. Penalty for downtime

Any equipment is reported to be down should be fully repaired or replaced by temporary substitute (of equivalent configuration) within 12 hrs. (i.e. Any equipment is reported to be down by 3.00 p.m. on a given date should be either fully repaired or replaced by temporary substitute latest by 12 noon on the next day even the next day happens to be a holiday). The reporting will be through a telephonic message or any other mode as University of Hyderabad may decide. In case bidder fails to meet the above standards of maintenance, there will be a penalty in rupees per day as specified in the table below:

1

Item

MCU

Amount in

`/day

5000

2 Video Conferencing Unit i.e., end point 1000

The temporary substitute machine or equipment should be replaced by the original machine or equipment duly repaired within a week's time, failing which the above penalty will be imposed for the number of days exceeding one week. During the regular visit engineer should change the batteries of TC remote, Camera remote, etc.

4.15. Hardware Failure

If during the warranty period, any equipment has a hardware failure on four or more occasions in a quarter, it shall be replaced by equivalent new equipment by the bidder at no cost to

University of Hyderabad.

Page 17 of 52

4.16. Indemnity

Bidder shall indemnify, protect and save University of Hyderabad against all claims, losses, costs, damages, expenses, action suits and other proceedings, resulting from infringement of any patent, trademarks, copyrights etc. or such other statutory infringements in respect of all the Video Conferencing equipment etc. supplied by him.

4.17. Publicity

Any publicity by the bidder in which the name of University of Hyderabad is to be used should be done only with the explicit written permission of University of Hyderabad.

4.18. Guarantees

Bidder should guarantee that the systems delivered to University of Hyderabad are brand new, including all components. In the case of software, the bidder should guarantee that the software supplied to University of Hyderabad is licensed and legally obtained. All hardware and software must be supplied with their original and complete printed documentation.

4.19. Force Majeure

The bidder shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if and to the extent that it’s delay in performance or other failure to perform its obligations under the contract is the result of an event of Force Majeure. For purposes of this Clause, "Force Majeure" means an event beyond the control of the Bidder and not involving the bidder's fault or negligence and not foreseeable. Such events may include, but are not limited to, Acts of God or of public enemy, acts of Government of India in their sovereign capacity, acts of war, and acts of University of Hyderabad either in fires, floods, strikes, lock-outs and freight embargoes.

If a Force Majeure situation arises, the Bidder shall promptly notify University of Hyderabad in writing of such conditions and the cause thereof within twenty calendar days. Unless otherwise directed by University of Hyderabad in writing, the Bidder shall continue to perform its obligations under the Contract as far as it is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

In such a case, the time for performance shall be extended by a period not less than the duration of such delay. If the duration of delay continues beyond a period of three months,

University of Hyderabad and the bidder shall hold consultations with each other in an endeavor to find a solution to the problem. Notwithstanding above, the decision of University of Hyderabad shall be final and binding on the bidder.

4.20. Resolution of Disputes

University of Hyderabad and the bidder shall make every effort to resolve amicably, by direct informal negotiation, any disagreement or dispute arising between them under or in connection with the contract. If after thirty days from the commencement of such informal negotiations, University of Hyderabad and the Bidder are unable to resolve amicably a contract dispute; either party may require that the dispute be referred for resolution by formal arbitration.

All questions, disputes or differences arising under and out of, or in connection with the contract, shall be referred to two Arbitrators: one Arbitrator to be nominated by University of

Hyderabad and the other to be nominated by the Bidder. In the case of the said Arbitrators not agreeing, then the matter will be referred to an umpire to be appointed by the Arbitrators in writing before proceeding with the reference. The award of the Arbitrators, and in the event

Page 18 of 52

of their not agreeing, the award of the Umpire appointed by them shall be final and binding on the parties. The Arbitration and Conciliation Act 1996 shall apply to the arbitration proceedings and the venue & jurisdiction of the arbitration shall be Hyderabad, A.P.

4.21. Other conditions:

The bidder is responsible to integrate other devices / hardware such as external cameras, recording devices, streaming / recording server with the system without any commercials. It is University of Hyderabad’s discretion to procure other devices which are not mentioned in purchase order from successful bidder or from other bidders / local market.

The Bidder also can have a nationwide toll free number to assist University of

Hyderabad for trouble shooting, guidance etc. round the clock. Along with the toll free number there should be single point of contact for University of Hyderabad to co-ordinate and resolve the activities like technical, procedural, commercial, etc.

Engineer should visit the locations with prior notice, coordinate with University of

Hyderabad Officials at their own cost and ensure that the normal functioning is not affected. implementation to be submitted.

Attending all the review meetings once in a fortnight.

Designate one senior official as single point of contact for University of Hyderabad.

The Bidder has to co-ordinate with existing Network provider for Installation,

Configuration & Commissioning of the endpoints at all the locations.

All the Interfaces/ports licenses of Endpoints shall be active / usable. It shall not require any extra cost to University of Hyderabad to activate/use these

Interface/ports.

Page 19 of 52

5. Annexure I – Technical Specifications (Video Conference hardware)

General features to be supported:

 If anyone who is travelling wishes to join the video/audio conference should be able to do so from a remote location through the Internet using any available technologies such as Skype, Google or any other downloadable software.

 To resolve traversal issues, application layer gateway should be provided.

 The solution should support minimum of 25 concurrent channels/ calls and upgradable to 1000 or more in future as and when required.

 Bidder shall ensure that the products/models offered are proven based on latest technology in terms of both forward/backward compatibility and not declared End of

Life from the OEM/reaching end of life

 The offered products should be supported for a minimum period of 5 years.

Multipoint Control Unit Features

1

2

Features

General feature

Capability

Specifications

The MCU should be a powerful multimedia conferencing bridge delivering high quality voice and Video. The endpoints and the

MCU proposed should be from the same OEM. There should be no loss of ports on encryption or during presentation. The MCU should be a chassis based built on carrier grade architecture system with redundant power supply.

System should support minimum 30 full HD Symmetric 1080P endpoints in continuous presence (cp). There should be no limit on the number of Conferences that can be created. Alternatively, the same offered configuration should support about 30 ports HD

720p in Continuous presence mode or about 60 desktops @360p in a single conference.

System should be able to initiate a Video Conference call through

ISDN, Internet broadband / 3G & devices like PC, Laptop,

Mobile, iPad, iPhone, etc. should be connected at a time.

The MCU should be able to do MCU management and IP conferencing those are performed via two different LAN ports.

The networks can be separated in Maximum Security

Environments.

3 Video Standards

The system should support resolutions from Minimum of CIF up to 1080p (1920 x 1080) with 4:3 and 16:9 aspect ratios

4

5

ITU-T Standards

Audio Standards

The system should support H.261, H.263, H.263+, H.264 Video standards.

System should support G.711, G.722, G.723.1, G.719, G.729,

MPEG-4 AAC-LC, MPEG-4 AAC or equivalent/better ITU-T standards.

6 Call Bandwidth

The system should support per call bandwidth of up to 6 Mbps.

System should support Complete configuration, control and

7 Web Control

monitoring of the system and Conferences through web browser, remote access.

8 MCU Features

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

Page 20 of 52

9

Security

10 Interfaces

11 Audio Features

12 Network Features

13 Transcending

14 HD Performance

System should support minimum 16 participates visible on single screen with minimum 24 custom layouts.

The system should support FECC / DTMF multi call from endpoints and through the MCU web browser.

Active speaker selection using remote control or voice activated.

Advanced continuous presence as standard on all ports.

On-screen text messaging to individual or all sites.

Built-in / External Conference scheduling and reservation.

System should be capable of sharing Presentation Using ITU standard based video protocol.

Should be capable of establishing a Video Conference call on

Internet (Public IP) / 3G powered mobile and personal computing devices.

MCU should support minimum 50 desktop / 3G VC with required software / license.

Simultaneous Multi Conference Support.

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

Password-protected Conferences.

Secure non-PC hardware and operating system on a purpose built carrier grade platform.

AES encryption for both IP as well as ISDN, 128 bit key.

2 x RJ45 Ethernet, 10/100/1000 Mbps full/half duplex, manual or auto sensing

RJ45/ RS 232 serial port

Compact Flash socket for product activation. License should be provided for product activation.

Wideband audio mixing, preferably with stereo audio clarity.

Built-in auto attendant voice prompts.

Automatic gain control, adjustable gain, power indication, individual audio mute using web pages

Standard based technology providing intelligent Down speeding, packet pacing and packet loss concealment to ensure optimum

Video and audio quality.

Dynamic jitter buffering.

The system should support universal transcoding combining

SD(640x480), HD(1280 x 720) and full HD(1920x1080) with in the same conference.

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

1080p 30fps, H.264, 6Mbps continuous presence

HD dual video H.239

Comprehensive HD audio

Page 21 of 52

1

2

IP standards

Support for alias name and

IP address registration

Gatekeeper specifications

Latest industry standard IP standards such as H.323 and

SIP must be supported

System should support minimum 50 device registration and should be capable of upgradable to 1000 or more in future as and when required. .

3

Support for IP address translation

Support for bandwidth

4 management

5 Monitoring system

User should be able to make calls using number based dialing

The gate keeper must allow for the user to initiate a call regardless of the end point used.

System should have bandwidth management tool

System should be able to monitor current number of oncall users, current used bandwidth, faults.

6 Reporting

System should be able to offer reports such as – endpoints registration, calls made, conference history,

Network usage and so on in word/excel format.

Organization should also be able to extract reports by using 3 rd

party reporting tools that can be developed locally.

Page 22 of 52

3

Video standards

4

Video features

6

Video outputs

7

Video formats

9

Audio standards

10 Audio features

1

2

5

8

Live video resolutions

Specification

Unit components

Bandwidth

Video inputs

11 Audio inputs

12 Microphone

Technical specifications for Endpoints

Requirements

The unit offered must be complete with: Full High

Definition Videoconferencing Codec, High Definition

Camera, Microphone, Remote Control and required cables. The HD Camera and Codec should be from the same OEM.

128 kbps - 6Mbps over IP (H.323) in a point to point call - 6Mbps over SIP up to 6Mbps in Multi-Site conference & should support HD continuous presence calls.

Unit should support the following ITU

Standards-H.261, H.263, H.264

Should support minimum16:9 Wide screens Should give both Picture in Picture (PIP) and side by side layouts on single screen.

The Unit should have minimum 3 video inputs as follows -1 x HD video Inputs, the input may be used for external camera 1 x DVI/ XGA for PC and LAN

(Presentation purpose) or 1 x HD -Video input (The input may be used for external camera.

The unit should have minimum 2 x HD video outputs

(HDMI/DVI/Equivalent).

The unit should support following video formats or higher PAL, VGA, SVGA, XGA, SXGA, WUXGA.

PAL: The codec unit should support following native

PAL resolutions. HD 720p (1280 x 720 pixels), 1080p

(1920 x 1080 pixels) 4CIF (704 x 576 pixels).

Native resolutions: The unit should support following

PC video resolutions. XGA (1024 x 768), SXGA (1280 x 1024), WSXGA (1920 x 1200) SVGA (800 X 600),

VGA (640 x 480), HD (1280 x720), HD (1920 x 1080).

The unit should support following ITU standard

-G.711, G.722, G.722.1, G.728, MPEG4 AAC-LD or equivalent/better ITU-T standards.

Should support audio Error concealment Should have

Automatic gain Control (AGC) feature Must have automatic noise reduction feature and echo canceller.

Active Lip Synchronization.

The unit should have minimum audio inputs as follows

: 2 microphones or separate inputs) / RCA

Microphone with 360 degree pick up and 7 feet radius noise pick up

Page 23 of 52

13 Audio outputs

14 Video Frame Rates

15 Dual stream

16 Network features

17 H.323 / IP Features

18

Multisite Features (Future

Software Upgrade)

19 Embedded Encryption

20 Security Features

21 Network Interfaces

The unit should have minimum audio outputs as follows

RCA / phone / Equivalent for main audio 1 x RCA / phone Equivalent Line level for any other auxiliary purpose.

The system must support the following frame rates

-Minimum of 25 Frames per second @ 256 kbps and above. The codec should send and receive minimum

1080p at a frame rate of 25/30 FPS.

The system must support Dual Stream i.e. must be capable of carrying video and presentations simultaneously. The Dual Stream must be available for both H.320 and H.323 (ISDN & IP) The system should support the ITU protocol H.239 (Presentation).

The system should be capable of dialing for both

H.320/H.323, Should have Down speeding on H.323 and H.320.

IP Precedence (QoS), DiffServe. IP Type of Service-

TOS Auto Gatekeeper Discovery Auto Network

Address translation (NAT) support -Packet Loss

Recovery feature on H.323 call Should support URL

Dialing Should support secure Firewall protocols –

H.460.18 and H.460.19 Should support IPv4 and IPv6

The unit must be 1 + 3 remote video sites. In addition to the host in a multipoint call using inbuilt MCU software. & should support HD in CP mode. It should support H.323/H.320/VOIP all in one conference. It should be possible to have conference layout in

Continuous Presence (CP) and voice switched mode. It should support H.264, encryption when in multiparty conference. Must support Dual Stream from any site.

Dial In and Dial out Mode in IP and ISDN networks should be supported. Capability to mix IP and ISDN and Dial In and Dial out participants in the same call.

It must support encryption on both H.320 and H.323 point to point and multipoint calls It must support at least AES encryption standards Call should be encrypted end-to-end on IP and ISDN

The unit should have following security features

-Management via HTTPS and SSH IP Administration

Password SNMP Security alerts Possibility of

Disabling IP Services

The unit should provide the following network interfaces- (via an external module, if not supported in the system) 1 x LAN / Ethernet (RJ-45) Minimum 100

Mbps full / half duplex.1 x management console 1 x

Page 24 of 52

22

Other major standard support

23 Camera

24 System Management

25 Directory Services

26 Remote Control

USB Should support following network connectivity's

TCP / IP, DHCP, FTP, Telnet, HTTP and HTTPS

The system should support the following standards

-H.239, H.241, H.243, H.281, H.320, and H.323.

The camera must be of Full High Definition type with the minimum following features-Min 10x zoom, Min

60 degrees total field of view full HD1080P pixels progressive @ Min 30fps Auto and manual focus / brightness / white balance Far-end camera control, all near and far-end camera presets Camera and Codec should be from the same OEM.

System should support total management via embedded web server, SNMP, Telnet, SSH Remote Software

Upload over LAN The system should provide console port (RS-232) for management

Support for Local, Global server Directories Unlimited entries using Server directory supporting LDAP and

H.350 Last number called.

The unit should come with easy to use infra-red hand held remote control with operating distance of at least

5m

230VAC, +/-10%, 50Hz single phase

Operating Temperature : 10 to 40 Centigrade

27 Power

28

Operating temperature and humidity.

29 Brand and model details

30

Shelves (this will be discussed during opening of price bids)

Brand, Model with part no. for all components of the solution to be quoted

Wall mounted shelves to be supplied along with

Endpoints to hold the Camera above the LCD TV and

CODEC and other accessories below the LCD TV.

Shelf shall be mounted against the wall in such a way that all connecting cables shall be concealed behind the display in a neat manner.

Page 25 of 52

1

2

3

4

5

6

Specifications

Deployment and management

Making calls

Multipoint calls

Network support for firewall and NAT

Data collaboration change support

Views of participants

Desktop Video Conferencing

Requirement

The Desktop Client must be centrally deployed and managed. It must be automatically installed via a downloadable Web browser plug-in for Windows XP /

Windows 7 / 8

The desktop client should be able to call another desktop client (presence based client) without using the

MCU resources.

The desktop client should be able to join a multipoint call through the MCU in CP mode

The desktop client should support firewall and NAT traversal for each client as the users will come through broadband / internet.

This desktop clients on the PC / Laptop should be able to initiate H.239 data collaboration change between voice activated video switching mode and CP mode on the fly.

The Desktop Client user interface must provide simultaneous views of the participants and H.239 data collaboration portions of the conference.

Specifications

1

Screen Size

Technical specifications for the LCD TV

Requirements

Min 46" LCD TV

2

Resolution

3

Interfaces

1920x1080 (Full HD Resolution)

1 x VGA, 2 x HDMI, 2 x AV Port, 1 x USB

4

Audio Input AV, PC audio in

5

Audio Output

6

Wall mounting

Minimum 2 x 10Watt speakers

Display to be supplied along with wall mounting kit and table stand.

Page 26 of 52

Resident Engineer Support

Requirements

The Services of the Resident Engineer having adequate experience in setting up &

1

management of Multi video conferences as & when required by UoH. He should be available from 9 am to till 6 pm on all the UoH working days, during the entire project implementation period and during warranty/AMC. UoH also has the right to advise the engineer concerned to stay overtime, if their services are warranted.

The Resident Engineer Support shall be available from the day of Installation. In

2

case the engineer goes on leave / absent, suitable replacements to be arranged by the bidder to ensure that regular functioning of video conferencing does not hamper. In case replacements are not arranged, UoH shall pay only the proportionate amount of monthly supporting charges during the particular month. The UoH shall also impose a penalty of 0.5% of the monthly supporting charges payable to the bidder.

3

Resident Engineer has to co-ordinate with existing Network provider for troubleshooting/Maintenance activity during the contract.

Vendors are expected to quote the Resident engineer Charges on an annual basis.

4

The Total Cost of Ownership will be arrived at based on Resident engineer Charges for three years excluding the warranty period.

During warranty & AMC the deputation of qualified person/s onsite for setting up

5

of the calls and managing Video Conferences centrally. The person should be immediately available.

Page 27 of 52

1

2

3

Audio Standards

4

5

6

7

Playback

Features

Main Feature

Video Standards

Call Bandwidth

Streaming

Recording

Recording and streaming server

Specifications

The Video recording and streaming server should enable you to preserve Video content for future viewing.

Ethernet RJ45 interface supporting 10/100/1000

Mbps full/half duplex manual or auto sensing. The endpoints, and the streaming server application proposed should be from the same OEM.

The Streaming Server should provide a quick and easy way to record Video meetings and view them live or on-demand from H.323 endpoints

/computers/laptops.

Support for H.261, H.263, H.263+, H.264, MPEG-

1 or higher Video standards.

Recording server should support resolutions from

QCIF up to 1080p.

Support for G.711, G.722, G.723, G.728, G.729 audio standards or equivalent

The system should support calls up to 4 mbps bandwidth.

The system should be able to transcode and translate

Video and audio played back via H.323/SIP or streamed using a bandwidth and codec that can be different to the source. All recordings should get stored in native format with no loss in quality

The system should be able to stream live or recorded content.

There should be a facility to pause, rewind and fast forward recorded playback.

The system should support different viewing formats viz.: using Windows Media Player / Real

Player / QuickTime.

The system should also support external Windows

Media Server for live and VOD streaming

The system should be able to perform minimum up to 5 simultaneous recordings.

The recording should be possible from an endpoint

/ MCU / Gateway / Management server.

The system should support H.323/SIP dial in, or dial out from built-in web server

It should be possible to play back the Video to an endpoint/ MCU / gateway/ PC.

Page 28 of 52

8

Security features

9

Interfaces

The functions of pause, rewind and fast forward should be possible from the endpoint/PC.

Export and import Video presentations supporting

MPEG-1 or higher ITU standard.

The system should have built in web server providing complete configuration, control and monitoring of the system and recordings

Should have Administrator, User and Guest passwords.

Should support Password protected streaming and content playback.

Should support DTMF passwords for H.323 dit

2 x RJ45 Ethernet, 10/100/1000 Mbps full/half duplex, manual or auto sensing.

RJ45/ RS232 serial port.

Page 29 of 52

RFP 052012 12

6. Annexure II -Tender offer cover letter

Date: ---------2013 Tender Reference No.:

To:

Having examined the tender documents including the annexure the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver video conferencing components in conformity with the said tender documents in accordance with the Prices indicated in the

Commercial bid and made part of this tender.

We understand that the RFP provides generic specifications about all the items and it has not been prepared by keeping in view any specific bidder.

If our tender offer is accepted, we undertake to commence delivery within --- (Number) days and to complete delivery, installation and commissioning of all the equipment as specified in the

Contract within------ (Number) days calculated from the date of receipt of your Notification of

Award/Letter of Intent.

If our tender offer is accepted, we will submit the guarantee of a bank for a sum equal to 15% of the Contract Price for the due performance of the Contract.

We agree to abide by this tender offer till 180 days from the date of tender opening and our offer shall remain binding upon us and may be accepted by the University of Hyderabad any time before the expiration of that period.

Until a formal contract is prepared and executed, this tender offer, together with the University of

Hyderabad’s written acceptance thereof and the University of Hyderabad’s notification of award, shall constitute a binding contract between us.

We understand that the University of Hyderabad is not bound to accept the lowest or any offer the

University of Hyderabad may receive. We have separately quoted for the comprehensive on-site annual maintenance charges in the Price bid. The charges as such are expressed in terms of percentage to total hardware cost.

Dated this __ day of ______ 2013 Signature

(In the Capacity of: ………………………. )

Duly authorized to sign the tender offer for and on behalf of Company/Firm (affix the seal)

Page 30 of 52

7. ANNEXURE III -Checklist for Product Documentation

Note:

1. Bidders are required to provide printed technical documentation for the items listed in Table below.

2. Availability of adequate, correct and relevant technical documentation is essential for

Evaluation of any offer.

3. Bidders are requested to provide original (not photocopies) copies of the documentation.

4. In case the original copies are not available, bidders can provide clear and legible photocopies.

5. Bidders to mark the column “Documentation Provided” with Tick mark

()

or Cross (X), as appropriate. Bidder may add any other documentation, which will support their offer.

S. No.

1.

2.

3.

4.

5.

6.

Item

Multi Conference Unit (MCU) - Full HD

Video conferencing Full HD Endpoint equipment

LCD TV

Recording Streaming Server

Document(s) provided

Page 31 of 52

8. Annexure IV – Details of the Bidder

Details filled in this form must be accompanied by sufficient documentary evidence, in order to verify the correctness of the information.

Sl. No.

1. Name of Company

Item

2. Postal Address

3. Telephone/Mobile and Fax numbers

4.

Constitution of the Company

5.

Name and designation of the person authorized to make commitments to the University of Hyderabad

6.

Email Address

7. Year of commencement of Business

8.

9.

Turnover of the company (not of group) 2010-11

2011-12

2012-13

Profit of the company (not of group) 2010-11

2011-12

2012-13

10. Sales Tax Number

11.

TIN Number

12 Income Tax Number (PAN)

Whether direct manufacturer authorized dealers /

13 agent

14

Name and address of manufacturer of Video conference equipment

15 Location of manufacturing facility

16

17

Brief description of facilities for manufacture, production, inspection, testing and quality assurance.

Brief Description of after sales service facilities available with the bidder. Please fill up Annexure-VII also.

Name Names and Addresses of the principal bankers with

18 whom major credit facilities (fund/non-fund) are being enjoyed. (Also mention names of the banks in consortium).

Details

Page 32 of 52

9. Annexure V – Manufacturer’s Authorization Form (MAF)

No. _________

TO,

Dear Sir,

Tender Reference No. dated ___________

We ________________________________who are established and reputable manufactures of________________________ having factories at _____ and ______do hereby authorize M/s

________________________ (Name and address of Agent/Dealer) to offer their quotation, negotiate and conclude the contract with you against the above invitation for tender offer.

We confirm that our company (as a single unit, not the group) has had a turnover exceeding Rs

80 crores in last three financial years (i.e. 2010-11, 2011-12 and 2012-13).

We hereby extend our full guarantee and warranty as per terms and conditions of the tender and the contract for the equipment and services offered against this invitation for tender offer by the above firm.

Yours faithfully,

(Name) for and on behalf of

M/s ____________

(Name of manufactures)

Note: This letter of authority should be on the letterhead of the manufacturing concern and should be signed by a competent person of the manufacturer.

Page 33 of 52

10. Annexure VI -Details of Track Record (Past Installations)

Name of the Vendor:

Name of the client

No. of locations

Make &

Model

MCU

Endpoints

Date of completion of delivery

As per contract

Actual

Contact person

Name

Phone No.

Fax

Address (incl. email)

Total amount of order (

`

.

)

11. Annexure VII -Details of Service Centers

S. No. Place Owner/Franchise

Postal address

Contact nos.

Service facility available

(describe)

No. of service engineers

12. Annexure VIII – Details of Locations

S. No. Place

1

Vice Chancellor’s Office / Conference Room (Studio setup)

2 Campus Network Facility (MCU, Recording Server etc.)

3 DST Auditorium

4 Raman Auditorium

5 e-Class Room to be identified

Time to report to the location

Page 34 of 52

13. Annexure IX -Bill of Materials

Items including installation commissioning and three years warranty.

Sl.No. Description

1

Conference Bridges (MCU)

2

3

Conference MCU IP 30HD, 1080p port resource configured & licensed system, as per the specification

Recording Storage & Streaming

5-Port Recording and Streaming Solution. 5 recording ports with content. as per the specification

Security appliance

3

4 a b

5

6

Qty. UoM

1

1

Nos.

Nos.

Single server application that combines remote and B2B calling scenarios with

SIP and H.323 capabilities for a seamless video collaboration experience within and beyond the firewall with existing Firewalls is a must.

HD Endpoint E-class room

High Definition codec, camera & any other associated licenses, microphone, remote. Cables: To connect to display, Camera cable audio cables, power cord.

PAL standard system as per the specification

High Definition Video Endpoint (Vice Chancellor Conference Room)

High Definition codec, camera & any other associated licenses, microphone, remote. Cables: To connect to display (projector), Camera cable audio cables, power cord. PAL standard system as per the specification. The high-end camera system should provide fully automated camera pan, tilt, and zoom motions using voice tracking and face detection algorithm.

Display at E-class room

46'' LED Display

Auditorium

High Definition codec, camera & any other associated licenses, microphone, and remote. Cables: To connect to display, Camera cable audio cables, power cord. PAL standard system as per the specification

Installation of the above Equipment

Training for 5 UoH Staff

1

1

1

2

2

1

1

Nos.

Nos.

Nos.

Nos.

Nos

Lot

Lot

Annual Maintenance Contract Charges

4th year comprehensive on-site AMC charges of mandatory items x% = X * x/100

5th year comprehensive on-site AMC charges of mandatory items x% = X * x/100

6th year comprehensive on-site AMC charges of mandatory items x% = X * x/100

Page 35 of 52

For arriving at the TCO, the following table will be considered:

Note:

S. No. Particulars

1 Total of items

2

AMC Charges in actual

`.

4 th

Year

5 th

Year

6 th

Year

3 Total cost (1+2)

`.

`.

`.

`.

`.

Amount in actual

All the Columns in all the above tables of must be completely filled and should not be kept blank.

All prices quoted should be inclusive of all taxes.

Page 36 of 52

14. Annexure X -Performa for the Bank Guarantee for Earnest Money

BANK GUARANTEE FORMAT

Guarantee for Payment of Earnest Money/Security Deposit

Bank Guarantee no.:

Date & period of Bank Guarantee:

Valid upto amount of Bank Guarantee:

`

. 3,00,000/

To,

University of Hyderabad,

Central University P.O.,

Prof. C.R. Rao Road,

Gachibowli,

Hyderabad-46.

THIS DEED OF GUARANTEE made at ................... this ................day of ...................... by a banking company having its office at hereinafter referred to as ‘the Bank’ of the One Part in favour of University of Hyderabad, hereinafter called the Beneficiary, of the other Part.

1. Whereas the Beneficiary had invited tenders for supply, installation, and commissioning of

Video conferencing equipment at various locations of University of Hyderabad campus vide tender No …….. dated ………. a) One of the terms of the tender is that bidder are required to give a Demand Draft drawn in favour of “Finance Officer, University of Hyderabad” and payable at Hyderabad,

(valid for 180 days from the due date of the tender) for

`

. 3,00,000/-(Rs. Three lakhs only) as Earnest money Deposit (EMD) along with their offer. The Beneficiary may accept Bank Guarantee in lieu of EMD for an equivalent amount issued by any Public

Sector Bank, valid for 6 months from the date of issue. b) M/s ……………. hereinafter referred to as the said ‘Contractors’ have given their offer to supply, installation, commissioning of Video conferencing equipment at various locations to the Beneficiary and the said Contractors are required to deposit the said amount of earnest money (or security deposit) or to furnish bank guarantee. c) At the request of the said M/s……………... the bank has agreed to furnish guarantee for payment of the said amount of earnest money (or security deposit) in the manner hereinafter appearing :

NOW THIS DEED WITNESSETH that pursuant to the said tender and in consideration of the premises the Bank doth hereby guarantee to and covenant with the Beneficiary that the Bank shall, whenever called upon by the Beneficiary in writing and without demur and notwithstanding any objection raised by the said Contractor/s, pay to the Beneficiary the said amount of

`

.3,00,000/-

(Rupees Three lakhs only) payable by the said Contractor/s under the said Contract.

AND IT IS AGREED and declared by the bank that the liability of the Bank to pay the said amount whenever called upon by the Beneficiary shall be irrevocable and absolute and the Bank will not be entitled to dispute or inquire into whether the Beneficiary has become entitled to forfeit the said amount as earnest money (or as security deposit) under the terms of the said contract or not and entitled to claim the same or not or whether the said contractors have committed any breach of the said contract or not or whether the Beneficiary is entitled to recover any damages from the said contractors for breach of terms thereof or not.

Page 37 of 52

Any such demand made by the Beneficiary shall be binding and conclusive as regards amount due and payable by the Contractor to the Beneficiary. And the Bank undertakes to pay unconditionally on written demand without demur and the claim of beneficiary shall be conclusive and binding as to the amount specified therein.

AND it is further agreed and declared by the Bank that any waiver of any breach of any term of the said contract or any act of forbearance on the part of the Beneficiary or any time given by the

Beneficiary to the contractors for carrying out and completing the work under the said contract or any modifications made in the terms and conditions of the said contract or any other act or omission on the part of the Beneficiary which could have in law the effect of discharging a surety, will not discharge the Bank.

AND it is agreed and declared that this guarantee will remain in force until the time fixed in the said contract for completion of the said work or until the expiration of any extended time for such completion and shall be valid for a period of six months from the date hereof i.e. the guarantee shall be valid upto ……………

AND it is agreed and declared that this Guarantee will be irrevocable and enforceable even if the contractor’s company goes into liquidation or there is any change in the constitution of the said

Company or management of the said Company and shall ensure to the benefit of its successors and assigns and shall be binding on the successors and assigns of the Bank.

Notwithstanding anything contained herein: a) The liability of the Bank under this Bank Guarantee shall not exceed Rs.___________.

(Rupees_____________). b) This Bank Guarantee shall be valid up to………………… c) Bank is liable to pay guaranteed amount or part there of under this Bank Guarantee only and only if beneficiary serve upon as a written claim or demand on or before________

(date of expiry of the Guarantee).

IN WITNESS WHEREOF the Bank has put is seal the day and year first hereinabove written.

Signed, sealed and delivered by Mr.…………………………………

Page 38 of 52

15. Annexure XI – FORMAT OF COMPLIANCE AGREEMENT

We communicate our unconditional acceptance to the following terms and conditions of RFP.

1. We acknowledge that we have received, read, understood and agreed to all terms (including payment terms) in the Tender Document no. _______________dated________ for the

Video Conferencing Equipment procurement.

2. We agree that we cannot change Price or Quantity or Quality or Delivery terms or

Technology & Service levels (or any other terms that impact the price) post the bid event without prior consent of University of Hyderabad.

3. We agree that we are deemed to have accepted the all rules on participation at the bid.

University of Hyderabad will make every effort to make the bid process transparent.

However, the award decision by University of Hyderabad would be final and binding on us.

4. We agree not to divulge either our bids or those of other suppliers to any other external party.

5. As University of Hyderabad has implemented security systems, we agree to abide by the required integrations of security policies of the University.

6. We agree to non-disclosure of trade information regarding the purchase, part specifications, and identity of University of Hyderabad, bid process, bid technology, bid documentation and bid details. University of Hyderabad tender documents remain the property of

University of Hyderabad and all suppliers are required to return these documents to

University of Hyderabad upon request.

7. University of Hyderabad’s decision will be final and binding on us and would be based on

Strategic Sourcing Evaluation, Current Service Performance and Actual Compliance of

Agreed Specifications.

8. Splitting of the award decision over a number of suppliers or parts or over time (as in the case of staggered deliveries) will be at University of Hyderabad’s discretion.

9. Bids once made cannot be withdrawn or modified under any circumstances. Only blatant typing errors would be withdrawn from bid. The decision of University of Hyderabad would be final and binding on all bidders.

10. University of Hyderabad has the right to decide to extend, reschedule, and cancel the RFP.

11. Please note that University of Hyderabad may consider debarring a supplier in the event the supplier violates terms and conditions mentioned in this compliance agreement.

12. We have read the University of Hyderabad technical specifications & drawings for various products in detail & have agreed to comply with Quality, Technology & Service expectations.

13. Product specifications offered in technical bid will remain unchanged. No diversification / substitution of products will be entertained. We agree to have read and understood the

Compliance Agreement in its entirety and agree to abide by this Statement.

Name:

Designation:

Stamp:

Place:

Date:

Organization:

Signature:

Page 39 of 52

16. Annexure-XII FORMAT FOR TECHNICAL EVALUATION

A. Technical Specifications for Multipoint Control Unit (MCU) Full High Definition (HD)

Make: Model:

Sl.

No

Specifications

Compliance

(Yes/No)

Remarks MAKE MODEL

1

2

3

4

The MCU Should be scalable and Support IP Network (H.323 and SIP) that provides feature rich and ease of use multipoint voice and video conferencing. The offered MCU should also have ability to support H.320 as and when required on the same chassis without external gateways.

The MCU should be able to do MCU management and IP conferencing those are performed via two different LAN ports.

The networks can be separated in Maximum Security

Environments.

The MCU shall be an advanced architecture purpose

‐built hardware platform for real time media conferencing. The MCU should have adequate number of ports for diverse IP communication.

The MCU should have different conferencing layouts, AVC- based Conferencing, SVC Conferencing, SVC and AVC conference support on the same chassis without any additional external hardware or gateways.

5

The MCU should have sufficient number of ports to support at least 30HD, 1080p end points simultaneously (symmetric transmit and receive). MCU should support the above with

25/30fps or higher with H.264 encoding standard and AES encryption without any port loss.

6

7

8

9

10

The MCU Should Support below features and

Functionalities.

Encryption

• LAN Redundancy

• MCU Failover (Hot backup)

• CDR

— Support for 30 1080p ports

OR

— Support for 30 720p30 ports +60 desktop clients

• Native Microsoft RTV support

• Direct IP dialing into conferences

The MCU should support for the following audio protocols

G.711a/u, G.722, G.722.1C, G.722.1, G.723.1, Add G.719

G.729A,

The MCU should support for the following Video protocols

H.261,

H.263

H.263++,

H.264,

RTV

The MCU Should Integrate with leading UC applications and environments without expensive gateways or extra boxes

The MCU Should Support for Soft Clients on Desktop, tablets and smart-phones.

Page 40 of 52

11

The MCU should Leverage pooled virtual resources for greater flexibility and cost savings

12

The MCU should also support IPv4 and IPv6.

13

The MCU must support ability to terminate two different non-routable networks (Internally/Externally), so that video calls from either network (Internet and Intranet) can be connected into a single conference without compromising on the security.

This feature should be available on the MCU. No external box should be provided to fulfill this feature.

14

15

MCU should be able to interoperate with standard based single screen VC rooms. Necessary components should be included to fulfill this requirement

The MCU shall provide a built in Web Server for configuration and administration.

16

The MCU shall interoperate with multiple vendor endpoints.

The MCU should support native integration with Microsoft

17

Lync in high definition format. Necessary components and licensing should be considered for the same in the solution if

18

19

required.

Offered MCU should be able to support ISDN connectivity on the same chassis, with no additional gateway

The offered MCU should support Presence based dialing from contacts of Skype, Facebook, Google+ and Lync etc. The host should be able to see the status of the contact before he/she initiates the call through MCU

Page 41 of 52

Sl.

No.

1

2

3

4

5

6

7

8

9

10

11

Gatekeeper

Specifications Description

Compliance

(Yes/No)

Remarks MAKE MODEL

IP Standard

Standard Supported H.323,IPv4, IPv6,SIP

Support for minimum 100 concurrent calls and expandable in future in the

Capacity

network at any point of time meeting the current and future requirements

Support for alias name, e.164 and IP address registration for H.323 as well as

SIP users

Support IP address translation, user can make call using e.164 number.

Bandwidth management

Security

The solution should support SIP proxy/ registrar functionality

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

Inter-Zone Bandwidth management

Registration restriction - defines rules for specifying the length of the e.164 alias, the alias prefix and the range of IP addresses with which the gatekeeper allows an endpoint to register.

The call control should Monitors current number of on call users

Monitors current number of online user

Others

Features

Monitors current used Bandwidth

Simplified dial plan

Support alternate gatekeeper capability for redundancy if second gatekeeper is available

The Gatekeeper solution should centralized application for efficiently managing and distributing multipoint conferences throughout the network

The call control should Provide a highly reliable and scalable multipoint conferencing solution that distributes audio and the call control video calls across multiple media servers (MCUs)

The call control should Integrate with enterprise directory

The call control should be highly reliable, with no single point of failure

The call control should have Ability to select multiple endpoints on Endpoints page

Multi-select makes it possible to block, quarantine, or delete multiple devices at a time and to edit specific settings for multiple devices at a time.

• Network bandwidth Management

• The call control should share bridge resources

• SIP Proxy

• Priority -based routing

• Automatic conference failover

• Support for Unified communications

• Site Topology

• Auto intelligent cascade

• Configurable conference templates

• SIP to H.332 GW

Page 42 of 52

12

13

14

15

System

Management

Reliability

• Advance Dial plan Management

• Automatic call routing using H.323/SIP

• Configurable Group policies

• Quick initial configuration

• Role-based permission levels

• Policy-based device / resource controls

• Auto accounts and conference room creation when using corporate LDAP directories

• System logging

• Audit files

• Alarming and Notification

• Should support full redundancy with automatic failover

• High system availability

- Duplicate application servers

- Duplicate databases

- Synchronized data updates and call processing

• Media server and port management

- Multiple routing policies: zone-based, least used, and round robin

- Busy out media servers for software or system capacity upgrades

- Route to other media servers based on round robin and least used policies

The offered call control system should integrate with existing voice infrastructure

Hipath 4000 system natively. This should enable extensions of Hipath PBX to join on offered bridge solution as only voice participants through VOIP by default and should support H.320 as an option

The offered system should support COS / prioritizations on Call control system to classify CoS/QoS and priorities for different communities.

Page 43 of 52

Sl.

No

Specifications

1

General

2

Main features

3

Streaming

4

Recording

5

Playback

6

Management

7

Security

8 Others

Recording and Streaming Server

Compliance

(Yes/No)

The Bidder shall provide a solution for recording and streaming of Video Conferences. The solution shall have provision for recording and streaming of important video conferences, Management's Address, a training session or any other critical event. The solution shall be from the

OEM of the MCU and Endpoints. a) Record single point, point to point or multi-point conference. Recording in 1080p mode should be possible. b) Capture presentation with H.239. c) Integrated with MCU for simple recording of multi- point video conferencing. d) The streaming server should have a quick and easy way to record video meeting and view them live or on demand from H.323 endpoints and computer/laptop.

Support for external Windows Media Server for live and VoD streaming. Optional Multicast support for Windows Media

The system should support 5 simultaneous recordings

The system should support recording of at least 1000 hours of storage of H.323 video, audio and content

The system should support playback of recorded sessions on endpoint

The system should be manageable from web interface and support authentication through active directory integration.

The system should support password protected streaming and content playback.

Support for multipoint recording and live streaming of both people and content video.

Ability to send the predefined conference information and view link before a live streaming actually starts.

Support for SIP communications when registering system SIP server.

Enhanced certification management for authenticating the network connections using X.509 certificates.

Support for H.235.0 gatekeeper authorization when registering to system.

New user role Auditor for managing system logs particularly.

Support for packet loss error correction protocol for improving the degraded video quality caused by network congestion & packet loss.

Enhanced PIN code protection for archive downloading and multipoint room entry.

Recording setting enhancements, including the ability to: − Enable the recording tone during a recording. − Specify the policy of AES encryption and encryption key length.

Log setting enhancements, including the ability to: − Change the system logging level − Configure the warning limit − Enable the remote logging

Ability to ping other nodes in the network for detecting the network connection

Secure working mode for meeting high-security environment requirements. Email notification, Telnet and serial port accesses disablement. Network traffic separation through two separate LAN ports.

Support for IPv6 functions.

Ability to customize the login banner text.

The following protocols to be supported H.263+, H.263 and H.261

MP4 single bit-rate streaming capacity via 3rd party external media servers

The system should support NAT

Remarks MAKE MODEL

Page 44 of 52

Sl

No

1

2

3

4

5

6

Security Appliance

Specifications

The unit offered must be an Appliance-based non Windows architecture for easy deployment and high reliability, one rack unit (1RU) or higher rack-mountable with built-in, easy-to-use, web-based management interface and Single server application that combines remote and B2B calling scenarios with SIP and

H.323 capabilities for a seamless video collaboration experience within and beyond the firewall with existing Firewalls is a must.

Video conferencing endpoints deployed at various end points must be able to take part in video conferencing, dial into the MCU and dial out from the end point & MCU. The endpoints can be of various makes such as Polycom, Cisco, Radvision, and LifeSize and others using open standards. Interoperability with all must be possible using the Internet.

Compliance

(Yes/No)

The solution should support ability to call to public IP addresses

Should support the ability for devices on the internet to be reached using a H323 ID or E.164 alias.

Should support the ability for devices on the internet to be reached on using a H323 ID or SIP URI

Remarks MAKE MODEL

LDAP/H.350 Directory

XMPP Presence

Should support at least 25 calls in 1080p B430 from day one and must have the scalability to upgrade to 1000 calls @ in

1080p30 in the future in the same unit. The endpoint in the call can be any OEM make using standard based audio and video compression.

Web-based real-time for network administration

Embedded setup wizard

Call logging and diagnostics

Real-time updates on capacity

Transport Layer Security

Secure management with HTTPS

Secure appliance-based architecture

Lock-down of all nonessential services

RTP/SRTP Media Relay

Page 45 of 52

Video conference system for e-Class rooms & Auditorium

NOTE-The End Point should be a codec based hardware and should support a minimum of 2 cameras and 4 micpod. (Camera should be included in the offer). The proposed system must support PAL with a PTZ camera, microphone array with mute button on the micpod, wireless remote control, etc. The codec must be based on industry standards wherever possible such as the H.323 and SIP umbrella standards for IP-based audio/video. No software based solution is accepted here. Codec, Camera, Microphone and necessary cables should be from the same OEM.

Sl.

No

1 Package Should Include:

Specifications

Compliance

(Yes/No)

Remarks MAKE MODEL

Full HD 1080p camera, codec, Microphone Array, cables, and remote control

Following Video Standards and Protocols should be supported:

H.261, H.263, H.264. The system should be upgradable to support future protocols like SVC.

H.239

H.263 & H.264 Video error concealment

2 Video Input

It should have capability to connect 2 x Full HD camera inputs.

It should have minimum another 3 x HDMI port.

It should have at least one YPbPr/Component Input

It should have 1 x VGA port

3 Video Out

It should have at least 3 x HDMI port to connect displays.

It should have at least 3 x VGA Display

4 Following People Video Resolution should be supported:

1080p, 30 fps

720p, 60 fps

720p, 30 fps

4SIF/4CIF, 60 fps

4SIF/4CIF, 30 fps

SIF (352 x 240), CIF (352 x 288)

QSIF (176 x 120), QCIF (176 x 144)

5 Following Input and Output Content Video Resolution should be supported:

Input: HD (1920 x 1080p), WSXGA+ (1680 x 1050), SXGA (1280 x 1024), HD

(1280x720p), XGA (1024 x 768), SVGA (800 x 600)

Output: HD (1920 x 1080p), WSXGA+ (1680 x 1050), SXGA (1280 x 1024), HD

(1280x720p), XGA (1024 x 768), SVGA (800 x 600)

The Content Frame Rate of 5-30 fps should be supported.

It should be possible to do Content Sharing (Data & Video) during a VC call.

6 Following Camera specifications should be met:

Minimum specifications of 1080p camera

- 1920 x 1080 CMOS imager

- 12X optical zoom

Page 46 of 52

- 70° FOV min

7 Following Other Supported Standards should be supported:

H224/H.281, H.323 Annex Q, H.225, H.245, H.241, H.239, H.243, H.460

It should also support BFCP (RFC 4562)

Following Network parameters should be supported:

It should have at least 1 x 10/100/1G Ethernet

It should support Auto-MDIX

It should support H.323 and/or SIP up to 6 Mbps

It should support reconfigurable MTU size

It should support RS232 with API

It should support Microsoft Office Communications server integrations

It should support Microsoft ICE

It should support Microsoft Lync 2010

It should also support IBM Sametime

8 Following Security specifications should be supported:

a. Algorithms: SHA-1, SHA-256, AES (256- bit, CBC/OFB/counter), PRNG

b. Authenticated access to admin menus, web interface and telnet API

c. FIPS 140-2 Validated Cryptography (Validation Certificate #918)

d. PKI & certificate management (TLS 1.0 and SSL 3.0)

9

Offered system should be capable to support Internal Multipoint for up to 4 sites

(HDCP) via software upgrade, if required in future.

10 It should be possible to integrate a conference phone (Optional)

11 Following Electrical specifications should be met:

Auto sensing power supply

12 Standard operating voltage/power specifications should be complied:

220VA @ 230V @ 60Hz

13 Following Environmental Specification should be met:

a. Operating temperature: 0—40°C

b. Operating humidity: 15—80%

c. Non-operating temperature: -40°—70°C

d. Non-operating humidity (noncondensing): 5—95%

e. Maximum altitude: 10,000 feet

14 Warranty for 3 years

Page 47 of 52

Video conference system for Vice Chancellor’s Office

NOTE-The End Point should be a codec based hardware and should support a minimum of 2 cameras and 4 micpod. (Camera should be included in the offer). The proposed system must support PAL with a PTZ camera, microphone array with mute button on the micpod, wireless remote control, etc. The codec must be based on industry standards wherever possible such as the H.323 and SIP umbrella standards for IP-based audio/video. No software based solution is accepted here. Codec, Camera, Microphone and necessary cables should be from the same OEM.

Sl.

No

1 Package Should Include:

Specifications

Compliance

(Yes/No)

Remarks MAKE MODEL

Full HD 1080p camera, codec, Microphone Array, cables, and remote control

Following Video Standards and Protocols should be supported:

H.261, H.263, H.264. The system should be upgradable to support future protocols like SVC.

H.239

H.263 & H.264 Video error concealment

2 Video Input

It should have capability to connect 2 x Full HD camera inputs.

It should have minimum another 3 x HDMI port.

It should have at least one YPbPr/Component Input

It should have 1 x VGA port

3 Video Out

It should have at least 3 x HDMI port to connect displays.

It should have at least 3 x VGA Display

4 Following People Video Resolution should be supported:

1080p, 30 fps

720p, 60 fps

720p, 30 fps

4SIF/4CIF, 60 fps

4SIF/4CIF, 30 fps

SIF (352 x 240), CIF (352 x 288)

QSIF (176 x 120), QCIF (176 x 144)

5 Following Input and Output Content Video Resolution should be supported:

Input: HD (1920 x 1080p), WSXGA+ (1680 x 1050), SXGA (1280 x 1024), HD

(1280x720p), XGA (1024 x 768), SVGA (800 x 600)

Output: HD (1920 x 1080p), WSXGA+ (1680 x 1050), SXGA (1280 x 1024), HD

(1280x720p), XGA (1024 x 768), SVGA (800 x 600)

The Content Frame Rate of 5-30 fps should be supported.

It should be possible to do Content Sharing (Data & Video) during a VC call.

6 Following Camera specifications should be met:

Minimum specifications of 1080p camera

- 1920 x 1080 CMOS imager

Page 48 of 52

- 12X optical zoom

- 70° FOV min

- The camera should have tracker to automatically positions to live speakers in the center of Screen.

Voice tracking and Face detection

High Definition Video Conferencing System should be supplied with a high-end camera system to provide accurate close-up view of the person who is speaking.

The high-end camera system should provide fully automated camera pan, tilt, and zoom motions using voice tracking and face detection algorithm.

The high-end camera system should provide smooth transitions between the close-up view of the person who is speaking and the room view

The high-end camera system should use a dual-camera system, so while one camera tracks the person who is speaking, the other camera captures the room view

It should provide accurate tracking with proper framing of speaker, i.e. the head/shoulder of the speaker is in the center of the screen with right proportion

It should be possible to "Stop Camera Tracking”, or “Start Camera Tracking or set the Tracking Mode to “OFF”

It should provide three configurable tracking speeds to suit different meeting scenarios - Fast / Normal / Slow

High definition capture from HD720 to HD1080, allowing for video transmission up to 1080p30 or 720p60 when connected to HD Video Conferencing system

Maximum upward/ downward tuning angle: 9 degree/30 degree. Maximum pan tuning angle: +90/-90 degree Maximum zoom: 12x optical zoom

Interfaces

• 1 HD video output to connect video conference system

• 1 USB for diagnostics & local upgrades

• 1 Stereo phoenix connector for remote audio processing (echo cancellation)

Use of remote control or pre-set based mechanisms have to be eliminated for pan, tilt, and zoom

7 Following Audio Input ports should be available on the codec:

It should support 2 x Microphone (supporting a total of 4 microphones)

It should also have at least 2 X RCA Line-in

8 Following Audio Output ports should be available on the codec:

It should have at least 1X RCA pair Stereo line-out

9 Other Interfaces

It should have at least 2 x USB 2.0

It should have at least 1 x RS-232

10 Following Audio Standards and Protocols should be met:

Siren 22,AAC-LD, 20 kHz bandwidth with G.719, 14 kHz bandwidth G.722.1 Annex

C, 7 kHz bandwidth with G.722, G.722.1, 3.4 kHz bandwidth with G.711,G.728,

G.729A OR Equivalent OR Better

It should support Automatic gain control

It should support Automatic noise suppression

It should support Keyboard noise reduction

It should support Live music mode

It should support Instant adaptation echo cancellation

It should have Audio error concealment

It should support Lost Packet Recovery or equivalent technology

It should support Stereo Surround technology

11 Following Other Supported Standards should be supported:

H224/H.281, H.323 Annex Q, H.225, H.245, H.241, H.239, H.243, H.460

It should also support BFCP (RFC 4562)

Following Network parameters should be supported:

Page 49 of 52

It should have at least 1 x 10/100/1G Ethernet

It should support Auto-MDIX

It should support H.323 and/or SIP up to 6 Mbps

It should support reconfigurable MTU size

It should support RS232 with API

It should support Microsoft Office Communications server integrations

It should support Microsoft ICE

It should support Microsoft Lync 2010

It should also support IBM Sametime

12 Following Security specifications should be supported:

a. Algorithms: SHA-1, SHA-256, AES (256- bit, CBC/OFB/counter), PRNG

b. Authenticated access to admin menus, web interface and telnet API

c. FIPS 140-2 Validated Cryptography (Validation Certificate #918)

d. PKI & certificate management (TLS 1.0 and SSL 3.0)

13

Offered system should be capable to support Internal Multipoint license for up to 4 sites (HDCP) via software upgrade, if required in future.

14 It should be possible to integrate a conference phone (Optional)

15 Following Electrical specifications should be met:

Auto sensing power supply

16 Standard operating voltage/power specifications should be complied:

220VA @ 230V @ 60Hz

17 Following Environmental Specification should be met:

a. Operating temperature: 0—40°C

b. Operating humidity: 15—80%

c. Non-operating temperature: -40°—70°C

d. Non-operating humidity (noncondensing): 5—95%

e. Maximum altitude: 10,000 feet

18 Warranty for 3 years

Page 50 of 52

Displays Specifications

Sl

No

Specifications

Compliance

(Yes/No)

Display

H-Scanning Frequency

30 - 81KHz

Maximum Pixel Frequency

148.5MHz

V-Scanning Frequency

Panel

Diagonal Size

48 - 75Hz

116.84cm (46)

Type

60Hz LED BLU

Resolution

1920 x 1080 (16:9)

Pixel Pitch(mm)

Contrast Ratio

Connectivity Input

RGB

0.17675 (H) x 0.53025 (V)

Active Display Area

Color Gamut

1018.08 (H) x 572.67 (V)

Brightness

Response Time (G-to-G)

350nit

Contrast Ratio (Dynamic)

100,000:1 (AV Mode)

Viewing

Angle(Horizontal/Vertical) 178 / 178°

8ms

Display Color

16.7M

72%

5,000:1

Analog D-SUB, DVI-D (Dual

Link)

Video

Audio

Connectivity Output

Audio

External Control

Mechanical Specification

VESA Mount

Stand Type

Media Player Option Type

Component, CVBS, HDMI

Stereo Mini Jack Connectivity

Stereo Mini Jack

RS232C (In / Out), RJ45

400 x 400mm

Foot Stand (Optional)

Embedded

Operation

Operating Temperature

Humidity

General Feature

Key

Special

Internal Player

Processor

On-Chip Cache Memory

Clock Speed

0 - 40°C

10 - 80%

Slim & Light LFD with Builtin MagicInfo Lite

Built in MagicInfo Lite, Built in

Speaker (10 watts + 10 watts),

Plug and Play (through USB),

PIP / PBP, Narrow Bezel, Light

Weight, Built in DTV Tuner

(ATSC, North America &

Korea)

Cortex-A8 Single Core CPU with NEON DSP

L1 (I / D): 32KB / 32KB

L2 (Unified): 512KB

Up to 800MHz

Remarks MAKE MODEL

Page 51 of 52

Main Memory Interface

Graphics

Storage (FDM)

Multimedia

Host Bus

IO Ports

Operating System

Power

Power Supply

Power Consumption

Off Mode

On Mode

Sleep Mode

Type

Accessory

Included

Optional

Specialty

Stand

Certification

EMC

Environment

Safety

Dual 32bit DDR3-667

(1,333MHz)

2D & 3D Graphics Engine

- Up to 1920 x 1080. 32bpp

- Supports OpenGL ES

4GB (1.2GB Occupied by O /

S, 2.8GB Available)

Video Decoder

- MPEG-1/2, H.264 / AVC

(Dual)

- VC-1, JPEG, PNG Audio

DSP (Decoder)

- AC3 (DD), MPEG, DTS and etc.

PCIE x 2.0

USB 2.0

Linux

AC 100 - 240V ~ (+/- 10 %),

50 / 60Hz

Less than 1 watts

136 watts (Max)/94 watts (Type)

Less than 1 watts

Internal

Quick Setup Guide, Warranty

Card, Application CD, D-Sub cable, Power Cord, Remote

Controller, Batteries

CML450D (Ceiling Mount)

STN-L4055AD

FCC (USA) FCC Part 15,

Subpart B class ACE (Europe)

EN55022, EN55024VCCI

(Japan) V-3 (CISPR22) KCC

(Korea): KN22, KN24BSMI

(Taiwan): CNS13438

(CISPR22) C-Tick (Australia):

AS / NZS3548 (CISPR22) CCC

(China): GB 9254-2008, GB

17625.1-2003

ENERGY STAR 5.0 (USA)

CUL (USA + Canada): UL60950

TUV (Germany): EN60950CB

(Europe): IEC60950 / EN60950EK

(Korea): K60950 CCC (China):

GB8898PSB (Singapore ):

IEC60950 GOST (Russia ):

IEC60950, EN55022 SIQ (Slovenia

): IEC60950, EN55022 PCBC

(Poland ): IEC60950, EN55022

NOM (Mexico ): NOM-001-SCFI-

1993IRAM (Argentina):

IRAMSASO (Saudi Arabia ):

IEC60950

Page 52 of 52

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