Higher Education Funding Council for England (HEFCE)

Transcription

1 Higher Education Funding Council for England (HEFCE) Audio Visual / Video Conferencing Meeting Room Facilities Specification of Requirements 18 January 2015

2 Contents SECTION 1 3 Introduction 1.1 Background Scope and Constraints Business Impact Factors Existing Facilities Structure of Document References 5 SECTION 2 6 Requirements 2.1 Functional Requirements Nicholson House Westward House High Level Equipment Specification 11 SECTION 3 21 Containment and Room Readiness 3.1 Nicholson House Westward House 23 SECTION 4 25 Support and Integration 4.1 Maintenance Universal Communications (UC) Software Licencing JANET Connectivity 26 SECTION 5 27 Commercial Requirements 5.1 Contract Term Data Protection 27 A013120/005 Rev 4a Page 2 of 27

3 SECTION 1 Introduction The fundamental purpose of this document is to define and confirm the most suitable Audio Visual (AV) and Video-Conferencing (VC) solution, including the best practice and build options that are to be considered, evaluated and selected by the Higher Education Funding Council for England (HEFCE). 1.1 Background The Relocation of the Bristol Office (ROBO) programme for HEFCE arises from the end of the current Northavon House lease. However, its scope and objectives are much broader than simply a relocation exercise. The AV/VC Meeting Room requirements are part of the overall initiative to provide staff with more modern ways to communicate. To accommodate the revised office footprint, HEFCE is embracing flexible working, supported through suitable policies, technology and buildings infrastructure. As part of the relocation of its Bristol office, HEFCE is looking at a solution that: Best utilises equipment it currently has; Fits with what is required to facilitate the various sizes and layouts of the new meeting rooms that are to be available in both the new offices. This is in order to both exploit the increased functionality and flexibility now available from modern systems and also to improve HEFCE s control over its total operating costs. The relocation from Northavon House has provided the opportunity to assess the options for delivering AV/VC in the future and HEFCE intends that it takes advantage of modern technologies, such as those offered by combining AV/VC to support flexible working and collaboration. This specification details the requirements for the AV/VC equipment and facilities for its main meeting rooms. A013120/005 Rev 4a Page 3 of 27

4 1.2 Scope and Constraints This requirements document provides the basis for a tender exercise for an AV/VC installation service and covers the provision of this service at both of HEFCE s new offices. The specification relates to all hardware and the installation of such within each room as specified. Suppliers are required to note the following mandatory requirements: It is fundamental that the solution proposed utilises and integrates with the JANET network connections, in a cost-effective manner; The provided solution must integrate and work with HEFCE s chosen telephony system (as yet to be decided at the time of this tender); The chosen supplier is to liaise and provide full co-operation with the new building s Mechanical and Electrical (M&E) and Fit-Out suppliers to ensure that the infrastructure and AV\VC equipment is installed and commissioned in a timely and efficient manner. Details of the M&E and Fit-Out suppliers to be provided to the winning supplier of this tender. 1.3 Business Impact Factors The potential for any AV/VC facilities to impact the business, beyond being that of an inconvenience, is noted as minimal. The supplier, within a maintenance contract, is to facilitate service levels as required to ensure that the service meets HEFCE s business requirements, and that any support issues raised are dealt with in a timely manner and within the agreed SLA between the supplier and HEFCE. The office on-boarding is scheduled to take place by May 2015, with installation of all equipment to take place prior to this date. 1.4 Existing Facilities Video and Audio-Conferencing Extensive use is made within HEFCE of conferencing facilities, using a range of equipment and services, but primarily using a mix of PolyCom fixed and mobile equipment (HDX video conferencing equipment speakers, telephone conferencing phones, etc.). A list of existing AV\VC equipment is included with this specification. It is desirable where possible to re-use the existing equipment as part of the new office AV\VC fit out. Network The present network connections are provided using 2 x 100Mb/s JANET links in Bristol and 1 x 100Mb/s link in London, with new JANET connections contracted to be provided at the new Bristol offices. These network bandwidths are presently under review and are expected to be increased to provide a total of 500Mb/s. Dedicated ISDN2 lines are currently used for meeting room conference calls using PolyCom VC gateway equipment. 1.5 Structure of Document The remainder of this document is structured as follows: Section 2 describes HEFCE s future AV/VC requirements defined on a per meeting room basis within each location; Section 3 describes Containment and Room Readiness; Section 4 describes Supporting Services; Section 5 describes Commercial Requirements. A013120/005 Rev 4a Page 4 of 27

5 1.6 References Table 1.1 below lists the reference documents accompanying this Specification of Requirements. Ref Title and Description Notes 001 List of existing HEFCE AV\VC equipment Included in HEFCE List Of AV & VC Equipment To Be Possibly Re- Used.docx 002 Ground floor plan for Nicholson House (showing room names and possible furniture layout) 003 Ground floor and 1st floor plans for Westward House (showing room names and possible furniture layout) 004 Ground floor plan for Nicholson House (showing basic floor plan with no furniture and room dimensions) 005 Ground floor and 1st floor plans for Westward House (showing basic floor plan with no furniture and room dimensions) 006 M&E Plans for both Nicholson House and Westward (showing A/C ducting, ceiling grid etc.) 007 Electrical Plans for both Nicholson House and Westward House Included in AV Tender - NH And WH Floor Plans Showing AV-VC Requirements Per Room.zip Included in AV Tender - NH And WH Floor Plans Showing AV-VC Requirements Per Room.zip Included in AV Tender - NH And WH Floor Plans Showing AV-VC Requirements Per Room.zip Included in AV Tender - NH And WH Floor Plans Showing AV-VC Requirements Per Room.zip Included in M&E.ZIP Included in Electrical Designs.zip Table References A013120/005 Rev 4a Page 5 of 27

6 SECTION 2 Requirements As part of the ROBO Project, the provision of a modern, technologically advanced AV/VC solution has been identified as a critical key component that delivers significant operational and cultural changes to HEFCE, as part of a wider portfolio of operational requirements. HEFCE requires a modern AV/VC system in order to both exploit the increased functionality and flexibility now available from modern systems, and also to improve control over total operating costs. This is to be supplied as a holistic, fully-installed and maintained contract service. In taking advantage of modern technology, HEFCE anticipates supporting its future AV/VC communications to: Optimise the use of the new meeting rooms and their subsequent layout; Provide state of the art communication and collaboration facilities; Accommodate meetings for a variety of scenarios ranging from hosting internal meetings to large Town Hall style. 2.1 Functional Requirements This section sets out a description of the functionality for each meeting room / area with designated AV/VC facilities. This description includes: The core equipment required in each case; Where the equipment is to reside; The capabilities of the equipment from a user perspective. 2.2 Nicholson House (Refer to Nicholson House Ground Floor Plan). Meeting Rooms 1 (Pine), 2 (Birch), 3 (Cedar) and 4 (Ash) These four meeting rooms are grouped together at one end of the Ground Floor of Nicholson House. There are two meeting rooms on each side of the corridor, which are, in turn, separated by a folding partition wall which can be moved. These rooms need to cater for a range of different scenarios, including the hosting of internal meetings and analytical groups, third party visitors as well as town hall meetings. As such, the rooms need to be as flexible and as modular as possible and are required to work in the following formats: Each is to function as a stand-alone meeting room; Cedar and Birch are to work as one larger meeting space when the folding wall between them is removed; Ash and Pine are to work as one larger meeting space when the folding wall between them is removed; All four meeting rooms are to function as one large presentation space when the folding walls between them are all removed. Typically, this layout is to be used when an all staff briefing is being provided, which requires a town hall style layout. A013120/005 Rev 4a Page 6 of 27

7 Meeting Room 1 (Pine) Operating In Standalone Mode When this room is used as a standalone entity, the requirement is to cater for presentations from a range of devices including PCs, laptops, and mobile devices such as tablets and ipads. Also, from a training perspective, the ability to use interactive whiteboard features is required. HEFCE is keen to be able to move equipment in and out of the room as required so as to afford maximum flexibility in the way this space may be used in conjunction with the other three. The supplier is to provide a dual large flat-panel display screen setup with integrated speakers for local audio output, and multi-touch capability, mounted on a trolley system so that it can be easily moved\removed to\from this room if required. HEFCE is to make available floor boxes in all meeting rooms as required, in which the successful AV/VC supplier is to install an interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. For all rooms, the requirement is for one floor box in the centre of the room (under the meeting table) and one at the screen location so that the dual screen trolley can be connected\disconnected as and when required. Along with the option of a wired solution for presentations to the local display screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection to the local display screens, as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable. It is envisaged at this stage that audio output from presentation devices play through the integrated speakers attached to the screens on the trolley by default. The supplier is to provide two pairs of ceiling mounted/recessed speakers to deliver sound reinforcement for presentations when this room is used in combined\fully open (all four rooms open) mode. The supplier is to also provide an audio amplifier which is to reside in a central control cabinet in an area behind the Birch meeting room. Meeting Room 2 (Birch) Operating In Standalone Mode When this room is used as a standalone entity, the requirement is to cater for presentations from a range of devices including PC s, laptops, and mobile devices such as tablets and ipads. Also from a training perspective, the ability to use interactive whiteboard features is required. HEFCE is keen to be able to move equipment in and out of the room as required so as to afford maximum flexibility in the way this space may be used in conjunction with the other three. The supplier is to provide a dual large flat-panel display screen setup with integrated speakers for local audio output, and multi-touch capability, mounted on a trolley system so that it can be easily moved to other rooms in this area. HEFCE is to make available floor boxes in all meeting rooms as required, in which the supplier is to install an interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. For all rooms, the requirement is for one floor box in the centre of the room (under the meeting table) and one at the screen location so that the dual screen trolley can be connected\disconnected as and when required. Along with the option of a wired solution for presentations to the local display screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection to the local display screens as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable It is envisaged at this stage that audio output from presentation devices is to come through the integrated speakers attached to the screens on the trolley by default. A013120/005 Rev 4a Page 7 of 27

8 The supplier is to provide two pairs of ceiling mounted\recessed speakers to deliver sound reinforcement for presentations when this room is used in dual\fully open (all four rooms open) mode. The supplier is to also provide an audio amplifier which is to reside in a central control cabinet in an area behind the Birch meeting room. Meeting Room 3 (Cedar) Operating In Standalone Mode When this room is used as a standalone entity, the requirement is to cater for presentations from a range of devices including PC s, laptops, and mobile devices such as tablets and ipads. The supplier is to provide a large, ceiling-recessed, motorised projection screen which supports a 16:10 aspect ratio to cater for digital content. The projection screen itself is to be of sufficient build quality to deliver a minimum gain factor of 1.2 and a preferable viewing angle of approx. 150 degrees (on axis). In conjunction with this, the supplier is to also provide a ceiling mounted WUXGA projector with a minimum 5,000 ANSI lumens. HEFCE is to make available floor boxes in all meeting rooms as required, in which the successful AV/VC supplier is to install its own customised interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. For this room, the requirement is for one floor box in the centre of the room (under the meeting table) which is to be connected into the projector to show content on the screen. There is also a requirement for a floor box at the front of the room (just before the projection screen) which can be used to connect the trolley based dual screen option from Birch if video conferencing resources are needed in this room. Along with the option of a wired solution for presentations to the projection screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection via the projector to the projection screen as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable. The supplier is to provide two pairs of ceiling mounted\recessed speakers to deliver sound reinforcement for presentations when this room is used in combined/fully open (all four rooms open) mode. The supplier is to also provide an audio amplifier which is to reside in a central control cabinet in an area behind the Birch meeting room. It is likely that this meeting room is to be the main hub for presenters when all the meeting rooms are opened up together. As such, the supplier is to provide a wooden lectern with a fixed gooseneck microphone and accommodate a laptop. The lectern is to be portable so that it may easily be removed from the room when in stand-alone mode and rehomed in Ash room if required. To cater for formal presentations and meetings where the rooms are used in combined\all open mode, the supplier is to provide a suitable wireless microphone solution, which consists of at least two handheld and two lapel / tie microphones. The proposed solution needs to be robust and not prone to interference. The microphones themselves need to be easily rechargeable. Audio from the wireless microphones or presentation media is to have the ability to be played back within this room, via ceiling speakers. The supplier is to provide a master wired wall-mounted touch control panel which is be nontechnical as possible and highly intuitive in its operation, enabling HEFCE staff to select the required room(s) format e.g. single rooms, combined rooms, or all rooms open. Meeting Room 4 (Ash) Operating In Standalone Mode When this room is used as a standalone entity, the requirement is to cater for presentations from a range of devices including PC s, laptops, and mobile devices such as tablets and ipads. The supplier is to provide a large, ceiling-recessed, motorised projection screen which supports a 16:10 aspect ratio to cater for digital content. The projection screen itself is to be of sufficient build quality to deliver screen should provide a minimum gain factor of 1.2 and a preferable viewing angle of approx. 150 degrees (on axis). In conjunction with this, the supplier to also provide a ceiling mounted WUXGA projector with a minimum 5,000 ANSI lumens. A013120/005 Rev 4a Page 8 of 27

9 HEFCE is to make available floor boxes in all meeting rooms as required, in which the successful AV/VC supplier is to install an interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. For this room, the requirement is for one floor box in the centre of the room (under the meeting table) which is to be connected into the projector to show content on the screen. There is also a requirement for a floor box at the front of the room (just before the projection screen) which can be used to connect the trolley based dual screen option from Birch if video conferencing resources are needed in this room. Along with the option of a wired solution for presentations to the projection screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection via the projector to the projection screen as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable. The supplier is to provide two pairs of ceiling mounted\recessed speakers to deliver sound reinforcement for presentations when this room is used in combined\fully open (all four rooms open) mode. The supplier is to also provide an audio amplifier which is to reside in a central control cabinet in an area behind the Birch meeting room. The supplier is to provide a slave wired wall-mounted touch control panel which is to be very simple and highly intuitive in its operation, enabling HEFCE staff to select the required room(s) format, e.g., single rooms, combined rooms, or all rooms open. It is an important aspect of the overall system design that this control panel is able to interface seamlessly with the main control panel in Cedar so that the current status of each room\mode of operation is clearly displayed via the user interface and enables HEFCE to utilise one meeting room without impacting on the other. Meeting Room 1 (Pine) & Meeting Room 4 (Ash) Operating In Combined Mode When both Pine and Ash rooms are combined to create one long room, HEFCE envisages the following functionality to be available: The projection system in Ash is to serve as the main presentation screen; The trolley based dual screen setup in Pine can be moved to the side of the room (window side) and plugged in a floor box\wall plate which is to ensure that one of the screens on the trolley to act as a repeater for the content from the main projector in Ash; Audio output from presenter microphones or presentations to come through all ceiling speakers in both rooms (4 in each room). Meeting Room 2 (Birch) & Meeting Room 3 (Cedar) Operating In Combined Mode When both Birch and Cedar rooms are combined to create one long room, HEFCE envisages the following functionality to be available: The projection system in Cedar to serve as the main presentation screen; The trolley based dual screen setup in Birch to be moved to the side of the room (window side) and plugged in a floor box\wall plate which is to ensure that one of the screens on the trolley is to act as a repeater for the content from the main projector in Cedar; Audio output from presenter microphones or presentations to come through all ceiling speakers in both rooms (4 in each room). A013120/005 Rev 4a Page 9 of 27

10 All Meeting Rooms Open as One Large Space When all four rooms are open as one large room, HEFCE envisages the following functionality to be available: The projection systems in both Ash and Cedar to show the same content on their respective screens; Both trolley based dual screen setups in Birch and Pine can be moved to the side of their respective rooms (window side) and plugged into a floor box\wall plate which is to ensure that one of the screens on the trolley to act as a repeater for the content being shown via the projectors in Ash and Cedar; Audio output from presenter microphones or presentations to come through all ceiling speakers in all four rooms (4 per room) to give an even coverage for all users. Additional Requirements For Above Meeting Rooms To house the core AV infrastructure equipment, which caters for the switching, scaling and control of content sources for all four meeting rooms, the supplier is to provide a Credenza cabinet which is to accommodate an equipment rack for easy access. The supplier is to ensure that the proposed cabinet is suitably ventilated to prevent any heat build-up. The equipment Credenza is to be located outside all of the meeting rooms, in the store area behind the Birch meeting room, and which is to be accessible to the local support team. The supplier is to provide two suitable Assisted Hearing Systems, one for each of Meeting Rooms Ash and Cedar. HEFCE has no preference for one type of system over another but key to the proposed solution is to contain audio within the given meeting room area so that there is no accidental audio overspill into other areas. The only exception to this is when HEFCE staff have specifically removed folding doors and opened up the meeting rooms as per any one of the stated modes of operation, in which case the assisted hearing system needs to cater for that scenario. For certain types of meetings, HEFCE requires the use of video conferencing equipment. It is required that the two dual screen trolley based system in Birch is configured using existing video conferencing equipment transferred from the current HEFCE site. The video conference CODEC and microphone(s) are to be capable of being used with both screens for people/content meetings. HEFCE is to ensure that a data connection is available in a floor box at the front of both rooms (which can be used for example, to connect this video conferencing unit to the internet). Similar data connections to be available in the floor boxes at the front of both Ash and Cedar meeting rooms so that video conferencing can be held in these rooms, as well using the trolley mounted equipment from Birch. The system design for these meeting rooms must be as future-proofed as possible. In conjunction with this, although not within the scope of these works, HEFCE may wish to add and integrate audio conferencing into each meeting room at a later date. It needs to be possible, at that time, to implement this addition without having to rip and replace the proposed initial solution. Any audio conferencing system would be built around ceiling microphones in each meeting room and a suitable interface into HEFCE s VoIP telephony system. 2.3 Westward House (Refer to Westward House Ground and First Floor Plans). Westward House Meeting Room (Beech) The requirement is to cater for presentations from a range of devices including PC s, laptops, and mobile devices such as tablets and ipads. This room is to also have functionality as a training room so from a training perspective, interactive whiteboard functionality is also required. The supplier is to provide a large, wall-mounted, flat-panel display screen, with multi-touch capability for interactive whiteboard functionality. A013120/005 Rev 4a Page 10 of 27

11 The supplier is to provide two pairs of ceiling mounted/recessed speakers together with an audio amplifier to deliver sound for any electronic presentations, training content, or DVD content. HEFCE will free-issue an existing Polycom HDX 9002 Series video conferencing system for the supplier to integrate into this meeting room. The supplier is to supply two ceiling mounted microphones in conjunction with this. HEFCE is to make available floor boxes in all meeting rooms as required, in which the supplier to install an interface plate to deliver HDMI, VGA and Audio connectivity. In most cases, the requirement is for one floor box in the centre of the room and one at the screen location. HEFCE is to supply a fixed room PC for this meeting room. Chief Executive s Office The requirement is to cater for presentations from a range of devices including PC s, laptops, and mobile devices such as tablets and ipads. The supplier is to provide a wall-mounted 42 High Definition (HD) monitor with integrated speakers for audio output. This should have multiple (minimum 2 x) HDMI inputs to accommodate additional device inputs. There is also a requirement for an HD video conference system in this room so that video conference calls can occur. HEFCE is to make available floor boxes in all meeting rooms as required, in which the successful AV/VC supplier is to install an interface plate to deliver HDMI, VGA, Audio and powered USB connectivity. The requirement is for one floor box in the centre of the room (under the meeting table) and one at the screen location so that wired presentations can be made from a device to the screen. Along with the option of a wired solution for presentations to the local display screen from a floor box under the table, the supplier is to provide the means to cater for wireless presentations, conducted within this meeting room. HEFCE suggests a wireless connection to the local display screens as this is likely to be the preferred option adopted by users bringing their devices into the meeting rooms. The wired option would be a fall back in the event that the wireless presentation system is unavailable. 2.4 High Level Equipment Specification This section sets out a High-level Equipment Specification for each meeting room / area with designated AV facilities. This includes, without specifying the exact make and model, the AV components required and the minimum performance criteria in each case (e.g., MUST support 720p HD video, 22 khz audio and RS232 control) for each room, in order to achieve the functionality described in the previous section. The budgetary cost for on-site maintenance support is also to be provided. Nicholson House Please Note: it is expected that professional grade audio and video cables are specified and deployed across these installation works so as to ensure the integrity and quality of all signals. Pine Meeting Room 2 x Large HD display screen (approximately 55 diagonal) with 1080p resolution. The display screen to have a minimum of 1 x VGA, 1 x Audio input, 3 x HDMI inputs and also have on-board speakers; 1 x Interactive multi-touch screen overlay incorporated into or added onto the display screen, allowing users to present and annotate onto the screen. Full interactive whiteboard features and tools to be included and allow connectivity and interaction from a (HEFCE-supplied) local PC; A013120/005 Rev 4a Page 11 of 27

12 1 x Roll-about trolley unit to accommodate the display screens and to enable easy moving of the screen from room to room. A suitable trolley system to be proposed so that a safety glass shelf may be added to it, below the screen, to accommodate the mounting of a videoconferencing codec and camera; 1 x AV floor plate (installed in the centre of the room) containing single VGA, Audio, HDMI and USB power for PC connectivity to the screen and laptop interaction with the multi-touch screen capability; 1 x AV floor plate (installed at the front of the room) containing single VGA, Audio, HDMI and USB power for connection to the roll-about screen; 1 x AV wall plate with connectivity to the main system, allowing the roll-about display to act as a repeater screen; 1 x Wireless presentation device, for local PC presentations; 1 x HDMI video receiver for use in combined room mode to receive digital images from the main rack system. Specialised shielded Cat 6 cable to be utilised to accommodate the longer signal runs; Operation and control of this meeting room system, when in stand-alone mode, is to be via the display screen s remote controller, unless otherwise indicated. QTY EQUIPMENT DESCRIPTION 2 55 HD (1080p) LED screen with on-board speakers, multi-touch interactive functionality, VGA, HDMI & Audio inputs 1 Tilting mounting bracket for the above display screen 1 Hi Level Roll-about Trolley to accommodate display screen 2 Audio Visual Floor plate with VGA, Audio, HDMI and USB power 1 Wall Interface AV connection plate 1 Wireless presentation device 1 HDMI Cat 6 receiver for receiving images when operating as a repeater screen 2 Pair 100v line ceiling speakers used when in combined mode only 1 Associated professional cables and connectors and accessories for installation Table Required Components for Pine Meeting Room Birch Meeting Room The requirements for this meeting room are identical to those of the Pine meeting room. The Birch room is to have the same dual purpose functionality, allowing users to enjoy a standalone meeting experience or the ability to combine with the other three meeting rooms for larger town hall style meetings and presentations. 2 x Large HD display screen (approximately 55 diagonal) with 1080p resolution. The display screen to have a minimum of 1 x VGA, 1 x Audio input, 3 x HDMI inputs and also have on-board speakers; 1 x Interactive multi-touch screen overlay incorporated into or added onto the display screen, allowing users to present and annotate onto the screen. Full interactive whiteboard features and tools to be included and allow connectivity and interaction from a (HEFCE-supplied) local PC; 1 x existing Polycom 7000 HDX CODEC with Eagle Eye camera and Microphone; A013120/005 Rev 4a Page 12 of 27

13 1 x Roll-about trolley unit to accommodate the display screen and to enable ease of moving the screen from room to room. A suitable trolley system to be proposed so that a safety glass shelf may be added to it, below the screen, to accommodate the mounting of a videoconferencing codec and camera; 1 x Audio-Visual floor plate (installed in the centre of the room) containing single VGA, Audio, HDMI and USB power for PC connectivity to the screen and laptop interaction with the multi-touch screen capability; 1 x Audio-Visual floor plate (installed at the front of the room) containing single VGA, Audio, HDMI and USB power for connection to the roll-about screen; 1 x AV wall plate with connectivity to the main system, allowing the roll-about display to act as a repeater screen; 1 x Wireless presentation device, for local PC presentations; 1 x HDMI video receiver for use in combined room mode to receive digital images from the main rack system. Specialised shielded Cat 6 cable to be utilised to accommodate the longer signal runs; Operation and control of this meeting room system, when in stand-alone mode, to be via the display screen s remote controller, unless otherwise indicated. QTY EQUIPMENT DESCRIPTION 2 55 HD (1080p) LED screen with on-board speakers, multi-touch interactive functionality, VGA, HDMI and Audio inputs 1 Tilting mounting bracket for the above display screen 1 Hi Level Roll-about Trolley to accommodate display screen 1 PolyCom HDX Camera + Microphones (2) (to be supplied by HEFCE) 2 Audio Visual Floor plate with VGA, Audio, HDMI and USB power 1 Wall Interface AV connection plate 1 Wireless Presentation device 1 HDMI Cat 6 receiver for receiving images when operating as a repeater screen 2 Pair 100V line ceiling speakers used when in combined mode 1 Associated professional cables and connectors and accessories for installation Table Required Components for Birch Meeting Room Cedar Meeting Room The Cedar meeting room is to act essentially as the master room, enabling the following permutations: All meeting rooms are to combine and operate together as one entity; The Cedar and Birch meeting rooms are to combine into one large meeting room; The Ash and Pine meeting rooms are to combine into one large meeting room; Operation as a stand-alone meeting room; A013120/005 Rev 4a Page 13 of 27

14 1 x large 16:10 ceiling recessed screen (approx. 109 diagonal) for both local and larger meetings. To include appropriate mounting hardware to secure the screen to the upper ceiling structure (HEFCE is to be responsible for cutting an aperture into the ceiling grid/tiles); 1 x Full HD ceiling projector with a minimum 5000 ANSI lumen to provide a minimum gain factor of 1.2 and a preferable viewing angle of approx. 150 degrees (on axis). To include appropriate mounting hardware to secure the projector to the upper ceiling structure; 2 x AV floor plate containing single VGA, Audio and HDMI connections for PC/laptop connectivity to the screen. One under the table and the other at the front of the room for trolley based system to plug into; 2 x Hand-held dynamic microphones and 2 x pocket or clip microphones (Note: although these are to primarily be required for town hall meetings when all meeting rooms are opened up as one large space, the system design to also facilitate the use of one handheld and one clip microphone being used in Pine and Ash when these are combined, whilst at the same time if necessary, the other handheld and clip microphones may be used in Birch and Cedar when these are combined); 2 x Pair of 100V line ceiling speakers. Speakers across all four rooms to be programmed for activation via the control software, as and when required; 1 x 7 Touch panel is to be installed into the side wall (or mounted on the lectern). The panel is to be pre-programmed to control all functions within the meeting room itself and also to provide control when the meeting rooms are combined. The control panel functions and commands are to be received and executed by a central control frame, providing connectivity to the main AV equipment and also executing commands from the secondary touch panel, located in Ash. The control system/processor is to reside in the AV Credenza in the Store area; 1 x Wireless presentation device, for local PC presentations; 1 x Wood veneer lectern for conducting formal presentations and supporting connectivity of a laptop or (HEFCE-supplied) desktop PC. 1 x gooseneck cardioid microphone is to be fixed into the lectern for presentations conducted from this location. (The furniture is to be to HEFCE s specified finish). QTY EQUIPMENT DESCRIPTION 1 Motorised :10, ceiling recessed projector screen 1 Low voltage controller for the projector screen 1 Ceiling mounted projector ANSI lumen, WUXGA native resolution (16:10 aspect ratio) 1 Projector ceiling mounting assembly for the projector 2 Ceiling microphone array 2 AV Floor plate with HDMI, VGA and Audio inputs 2 Hand held dynamic microphone 2 Hand held wireless microphone adapter 2 Wearable Pocket or lapel microphone 1 4-Channel wireless microphone receiver and base station 2 Pair 100V line ceiling speakers A013120/005 Rev 4a Page 14 of 27

15 QTY EQUIPMENT DESCRIPTION 1 Three input HDCP compliant Video scaler for room presentations via VGA or HDMI 1 7" Wall mounted Touch Panel 1 Touch-panel wall mount metal back box 1 Wireless Presentation Device 4 6' (1.8m) Male to Male VGA and Audio Cable - Moulded Connectors 4 12' (3.6m) Male to Male VGA and Audio Cable - Moulded Connectors meters HDMI cable 2 AV Interface with VGA, Audio, HDMI and USB power 1 AV Lectern in wood veneer including modifications 1 Gooseneck microphone, capsule, pre-amp and shock mount base for lectern 1 AV Interface with VGA, Audio, HDMI, RJ45 and XLR for the lectern Table Required Components for Cedar Meeting Room Ash Meeting Room This meeting room is to operate within three scenarios, provide stand-alone presentation facilities, combine with the Pine meeting room via a wall mounted touch panel within the cedar meeting room and combine with all four meeting rooms once opened up; 1 x large 16:10 ceiling recessed screen (approx. 109 diagonal) for both local and larger meetings. To include appropriate mounting hardware to secure the screen to the upper ceiling structure (HEFCE is to be responsible for cutting an aperture into the ceiling grid/tiles); 1 x Control system with 7 touch panel to be installed into the side wall. The panel will be pre-programmed to control all functions within the meeting room itself also when combined with Pine meeting room (controlling audio and video feeds). When all meetings rooms are combined this panel will be inactive as the panel in Cedar is to be the master controller when all four meeting rooms are combined; 1 x Full HD ceiling projector with a minimum 5000 ANSI lumen to provide a minimum gain factor of 1.2 and a preferable viewing angle of approx. 150 degrees (on axis). To include appropriate mounting hardware to secure the projector to the upper ceiling structure; 2 x Audio-Visual floor plate containing single VGA, Audio and HDMI connections for PC/laptop connectivity to the screen; 1 x Wireless presentation device, for local PC presentations; 2 x Pair of 100V line ceiling speakers. Speakers across all four rooms to be programmed for activation via the control software, as and when required; 1 x Digital video scaler to enable any analogue (standard PC) video signals to be up scaled so as to deliver and maintain the best digital resolution for presented media, regardless of the initial video input from the user. 2 x Pair of HDMI twisted pair extenders to allow high-resolution images to be transmitted longer distances within the facility, with no loss of clarity. A013120/005 Rev 4a Page 15 of 27

16 QTY EQUIPMENT DESCRIPTION 1 Ceiling mounted projector ANSI lumen, WUXGA native resolution (16:10) aspect ratio 1 Projector ceiling mounting assembly for the projector 1 Motorised 109, 16:10, ceiling recessed projector screen 1 Low voltage controller for the projector screen 1 Ceiling microphone array 2 Audio Visual Floor plate with HDMI, VGA and Audio inputs 2 Pair 100v line ceiling speakers 1 Three input HDCP compliant video scaler for room presentations via VGA or HDMI 1 7" Wall mounted Touch Panel 1 Touch-panel wall mount metal back box 1 Low-Profile Mount Kit for 1/4 and 1/2 Rack Width, Two-Piece Enclosure 2 HDMI over CAT6 Transmitter 2 HDMI over CAT6 Receiver 1 Wireless PC Presentation Device 1 PSN V 4.4A power supply 2 6' (1.8m) Flexible, Hi-Res HDMI cables 2 15' (4.5m) Flexible, Hi-Res HDMI cables 2 6' (1.8m) Male to Male VGA and Audio Cables - Moulded Connectors meters HDMI cable 2 AV Interface with HDMI, VGA, Audio and USB power 1 Associated professional cables and connectors and accessories for installation Table Required Components for Ash Meeting Room Additional Requirements 1 x Two-door lockable Credenza to accommodate the AV Equipment racks in the store room. The Credenza must have adequate ventilation to prevent heat build-up; 2 x 14U mini-rack cabinet with 18 useable depth to be fitted into a Credenza; 4 x 100V mono amplifier (40 Watts per channel) one for each meeting room but which is to reside in the Credenza. Each must be individually controllable from the master controller; 1 x Audio processor to control all audio distribution and echo cancellation within the various rooms, both in combined and stand-alone modes; 2 x Audio de-embedder for the control and separation of audio from the HDMI digital feeds; 1 x Digital video scaler to enable any analogue (standard PC) video signal to be up scaled so as to deliver and maintain the optimum digital resolution for presented media; A013120/005 Rev 4a Page 16 of 27

17 1 x Matrix switcher to provide the AV signal input and outputs, selectable by the user, whether it may be laptop, desktop PC, streaming media player or other source. These images can be output to the display screens in all 4 meeting rooms; 6 x HDMI transmitter (one allocated to feed signals to each of the four meeting rooms along with the Meeting Room 3 lectern and the Meeting Room 3 floor box). Each to work in conjunction with the single HDMI receiver specified for each room and the additional devices. This is to allow high-resolution digital images to be transmitted and received over longer distances within the facility; 1 x 10/ port network switch incorporating PoE ports; 2 x Assisted Hearing System. QTY EQUIPMENT DESCRIPTION 1 Purpose built, 2 door AV Credenza cabinet 2 14 Space Cabinet Frame Rack 18 inch useable depth 3 RSU129-1U 9.5" Deep Universal Rack Shelf Kit 2 10 outlet, Rack mounted sequential start power supply 1 Multiple Output 12 Volt DC Power Supply 1 16 channel audio processor with noise cancellation including connection cable 4 100V Mono Amplifier - 40 Watts Per Channel for all 4 meeting rooms 2 Audio de-embedder 1 HDMI 4-output distribution amplifier 1 8x8 HDMI Matrix Switcher 2 Low-Profile Mount Kit for 1/4 and 1/2 Rack Width, Two-Piece Enclosures 6 HDMI over CAT6 Transmitter 3 HDMI over CAT6 Receiver 1 Main Central controller 1 PSN V 4.4A power supply 1 Network Switch 10/100,8 PORT (4 POE) 12 6' (1.8m) Flexible, Hi-Res HDMI cable 2 15' (4.5m) Flexible, Hi-Res HDMI cable 4 6' (1.8m) Standard Speed HDMI to DVI-D cable 1 Associated professional cables and connectors and accessories for installation 2 Assisted Hearing System Table Showing Additional Requirements Westward House Please note: it is expected that professional grade audio and video cables are specified and deployed across these installation works so as to ensure the integrity and quality of all signals. A013120/005 Rev 4a Page 17 of 27

18 Beech 12 Person Meeting Room 1 x Large HD display screen (approximately 70 diagonal) with 1080p resolution. The display screen to have a minimum of 1 x VGA, 1 x Audio input and 3 x HDMI inputs; 1 x Interactive multi-touch screen overlay incorporated into or added onto the display screen, allowing users to present and annotate onto the screen. Full interactive whiteboard features and tools to be included and allow connectivity and interaction from a (HEFCE-supplied) local PC; 1 x Tilting wall-mount bracket for the above screen consideration to be given to hiding all cabling to ensure as neat and clean a finish as possible; 1 x Existing Video Conferencing PolyCom 9002 HDX CODEC equipment with Camera and Microphone (to be supplied by HEFCE); 1 x Audio-Visual floor plate (installed in the centre of the room) containing single VGA, Audio, HDMI and USB power for PC connectivity to the screen and laptop interaction with the multi-touch screen capability; 2 x Pair of 100V line ceiling speakers. Speakers across all four rooms to be programmed for activation via the control software, as and when required; 2 x Wall mounted safety glass shelves to accommodate a HEFCE supplied existing Polycom series CODEC and Eagle Eye camera; 2 x Polycom HDX ceiling microphones (white) and associated cabling to work in conjunction with the existing Polycom 9002 HDX video conferencing system; 1 x 100V mono amplifier (40 Watts per channel); 1 x Digital video scaler to enable any analogue (standard PC) video signals to be up scaled so as to deliver and maintain the best digital resolution for presented media, regardless of the initial video input from the user; 1 x Audio de-embedder for the control and separation of audio from the HDMI digital feeds; 1 x Wireless Presentation Device; 1 x Lockable Credenza to accommodate the above AV Equipment. The Credenza must have adequate ventilation to prevent heat build-up. The furniture is to be in a wood veneer and to HEFCE s specified finish. QTY 1 EQUIPMENT DESCRIPTION 70 HD (1080p) LED screen with multi-touch interactive Functionality. VGA, HDMI and audio inputs 1 Tilting mounting bracket for the display screen 1 Bespoke Top hat mounting bracket (dual mount) 1 PolyCom HDX Camera + Microphone (to be supplied by HEFCE) 1 AV Floor plate with VGA, Audio, HDMI and USB power 1 Wireless presentation device 2 Pair 100V line ceiling speakers 2 Glass shelves to accommodate the existing HEFCE Polycom HDX + Camera 2 Ceiling microphone array for the existing Polycom HDX video conferencing system 1 100V Mono Amplifier - 40 Watts Per Channel 1 Three input HDCP compliant Video scaler for room presentations via VGA or A013120/005 Rev 4a Page 18 of 27

19 QTY EQUIPMENT DESCRIPTION HDMI 1 Audio de-embedder 1 AV equipment Cabinet 1 Associated professional cables and connectors and accessories for installation Table Required Components for Beech Meeting Room Chief Executive s Office 1 x 42 HD screen with integrated speakers; 1 x Wall bracket for the above screen; 1 x Audio-Visual floor plate (installed under table and the installed in the centre of the room) containing single VGA, Audio, HDMI and USB power for PC connectivity to the screen and laptop interaction with the screen. 1 x HD videoconferencing system with Pan/Tilt/Zoom camera (or Digital Zoom fixed camera) and microphone, which supports H.323 / IP and preferably SVC; 1 x Wireless Presentation Device; 1 x bracket/shelf to mount the codec; 1 x bracket/shelf to mount the camera. QTY EQUIPMENT DESCRIPTION 1 Polycom Group p with Eagle-Eye Acoustic camera & integrated microphone 1 42" HD LED Commercial Display Screen with integrated speakers 1 AV Floor plate with VGA, Audio, HDMI and USB power 1 Wireless Presentation Device 1 Flat Universal wall-mount bracket for screen 1 Camera and VC mounting system 1 Associated professional cables and connectors and accessories for installation Table Required Components for Chief Executive s Office Wireless Presentation System The wireless presentation system is intended to allow users of a meeting room to present content in real-time from multiple devices minimising the need for cables. This functionality is to be available to projectors, fixed screens, and mobile (trolley based) screens. HEFCE s preference is for an out-of-the-box plug-and-play system enabling ease of installation onto HEFCE s network and ease of use for users with minimal support required. HEFCE requires a system that gives cross platform connectivity allowing users to connect from any of the major platforms such as ios, Mac, Windows and Android. Additionally, an ability to have the presentation controlled by smartphones, tablets and laptops is beneficial. HEFCE is currently trialling a WePresent device (Model WiPG 1500). The table below shows the key features required by HEFCE for its meeting rooms. A013120/005 Rev 4a Page 19 of 27

20 Key Features Small / Medium Room Large Room Video Output: VGA or HDMI output (up to 1080p) Mandatory Mandatory Projection: Project up to 4 users onto 1 display Mandatory Mandatory Projection: Project onto more than 1 display Not required Mandatory Connectivity: Supports any Windows, Apple ios or Android device and platform Connectivity: Utilise Gigabit and Power Over Ethernet (PoE) Conferencing: Allow many presentation (enabling a presentation to be displayed on more than one screen) Mandatory Desirable Not required Mandatory Mandatory Mandatory Multi-Media: Allow video streaming Desirable Mandatory Security: Encryption Mandatory Mandatory Table Wireless Presentation System Key Features A013120/005 Rev 4a Page 20 of 27

21 SECTION 3 Containment and Room Readiness This section sets out the Containment and Room Readiness requirements for each meeting room / area with designated audio-visual facilities. The requirements listed below are not a definitive list and therefore are subject to minor changes upon tender contract award. This information is primarily for the benefit of the building contractor so that rooms and areas may be suitably constructed and prepared to receive the audio-visual facilities in each case. 3.1 Nicholson House Please note: It is assumed that the Nicholson House Building is constructed with both ceiling and floor voids, provided by a standard, raised computer floor and suspended ceiling, consisting of ceiling tiles. Pine and Birch Meeting Rooms Each Room requires the following: 2 x 4-compartment floor boxes; 1 x Floor Box (FB) located at centre table location and 1 x FB at the front of the room; Each floor box is to contain: o o o 1 x 13amp Double Switched Socket Outlet (DSSO); 1 x compartment containing approx. 4 x data sockets; 1-2 spare compartments for AV connection plates (please note that if laptop interaction with the screen is required, 2 x spare compartments to be provided at the table). Front Floor box data ports are to consist of: o o o 1 x Local Area Network (LAN) connection for the Apple TV; 1 x LAN connection for the Air media player; 1 x LAN port for codec as required. All LAN ports provided are to be presented as RJ-45 sockets; 1 x 50 x 50mm UPVC trunking installed in a side wall, for cable access to ceiling speakers and wall mounted repeater panel; The trunking is to be installed within the cavity wall and run from floor void to ceiling void. Cedar Meeting Room 3 x 4-compartment floor box: 1 x FB located at the table location; 1 x FB at the Lectern area. A013120/005 Rev 4a Page 21 of 27