REQUEST FOR TENDER (RFT) Supply of Video Conferencing Solution

REQUEST FOR TENDER (RFT) Supply of Video Conferencing Solution

1. Purpose and Description of Project The Fiji Electricity Authority (FEA) is seeking proposals for supply of a Video Conference Solution, to collaborate between 2 sites via FEA s WAN. Each site will have approximately 10 people at each end. Bids from interested parties must include the following information; 1. A brief description and history of the company. 2. A description of the support staff that would be dedicated to provide after sales support. 3. A list of existing customers, including references whom we may contact. 2. Eligibility Criteria/Pre-qualification of the Bidder The supplier should be an authorized distributor or reseller and also service provider for the above mentioned systems. 3. Evaluation criteria of the qualified Bidders: Description Weight 1. Compliance to Requirements Checklist 35 % 2. Proven ability of vendor to supply the requirements 15 % 3. Experience in providing post-installation support to a pre-arranged degree of Satisfaction Level/s. 10 % 4. Cost 40 % 4. Specifications a. General Requirements FEA needs an IP based video conferencing solution for internal video conference calls (via its own WAN) as well as external video conference calls (via the internet). FEA s recommended solution is the POLYCOM GROUP 310 however bidders are encouraged to propose solutions they deem are more suitable. The solution must satisfy the following general requirements; 1. Multipoint capabilities, minimum of 3 conference connections 2. HD Video & HD Audio 3. PTZ Camera with Wide angle lens 4. Boardroom type Conference Phone a. Integrates with Mitel PABX (function as an office phone extension) b. Integrates with the Video Conference Solution as the Microphone. 5. HD Content Sharing capability 6. Conference IP Phone compatible with the Mitel PABX Systems that can also be used as an external microphone for the Video Conference solution. Fiji Electricity Authority Commercial in Confidence Page 2 of 11

All proposals submitted must comply with the General Requirements. FEA currently uses Sony PCS1 & PCS11 to conduct video conference calls between sites. b. Technical Specification Functional Requirements of Video Conference Solutions: Package Include Video Conference codec Cable bundle Remote control Camera Video Standards and Protocols Video Input 1 x HDCI 1 x HDMI 1.3 1 x VGA Wireless Boardroom Microphone H.261, H.263, H.264 AVC, H.264 High Profile, H.264 SVC, RTV H.239/BFCP for content sharing H.263 & H.264 Video error concealment Video Out 2 x HDMI 1.3 One HDMI output enabled standard, second output enabled with optional license key People Video Resolution 1080p, 60 fps from 1740 Kbps 1080p, 30 fps from 1024 Kbps 720p, 60 fps from 832 Kbps 720p, 30 fps from 512 Kbps 4SIF/4CIF, 60 fps from 512 Kbps 4SIF/4CIF, 30 fps from 128 Kbps QSIF (176 x 120), QCIF (176 x 144) from 64 Kbps w288p from 128 Kbps w448 from 384 Kbps w576p from 512 Kbps SIF (352 x 240), CIF (352 x 288) from 64 Kbps Content Video Resolution Input -- HD (1920 x 1080i), HD (1920 x 1080p) -- WSXGA+ (1680 x 1050) -- UXGA (1600 x 1200) -- SXGA (1280 x 1024) -- WXGA (1280 x 768) -- HD (1280 x720p), XGA (1024 x 768) -- SVGA (800 x 600) Output -- HD (1920 x 1080i) -- HD (1920 x 1080p) -- WSXGA+ (1680 x 1050) -- SXGA+ (1400 x 1050) -- SXGA (1280 x 1024) -- HD (1280 x 720p) Fiji Electricity Authority Commercial in Confidence Page 3 of 11

-- XGA (1024 x 768) -- VGA (640 x 480) Content frame rate -- 5 60 fps (up to 1080p resolution at 60 fps) Content Sharing -- People+Content and People+Content IP Camera Pan, Tilt & Zoom Wide angle Lens Audio Input 1 x Group microphone array input port (supporting a total of 2 microphone arrays) 1 x HDCI (camera) 1 x HDMI 1 x 3.5mm stereo line-in Audio output 1 x HDMI 1 x 3.5mm stereo line-out Other interfaces 2 x USB 2.0 1 x RS-232, 8-pin mini-din Audio Standards and Protocols 22 khz bandwidth 14 khz bandwidth 7 khz bandwidth with G.722, G.722.1 3.4 khz bandwidth with G.711, G.728, G.729A Automatic gain control Automatic noise suppression Keyboard noise reduction Instant adaptation echo cancellation NoiseBlock technology Audio error concealment Lost Packet Recovery (LPR ) technology StereoSurround technology Other Supported Standards H224/H.281, H.323 Annex Q, H.225, H.245, H.241, H.239, H.243, H.460 BFCP (RFC 4582) TIP Fiji Electricity Authority Commercial in Confidence Page 4 of 11

Network IPv4 and IPv6 support 1 x 10/100/1G Ethernet Auto-MDIX H.323 and/or SIP up to 3 Mbps Lost Packet Recovery (LPR ) technology Reconfigurable MTU size RS232 with API support Microsoft Office Communications Camera control Server integration Microsoft ICE support Microsoft Lync and Skype for Business User Interface Directory services System management Web-based SNMP CDR USB software update Security Media Encryption (H.323, SIP): AES-128, AES-256 Authenticated access to admin menus, web interface, and telnet API H.235.6 support FIPS 140-2 Validated Cryptography (Validation Certificate #1747) PKI/Certificate Management: -- SSL 3.0, TLS 1.0, 1.1, 1.2 -- Self-signed and CA-signed certificate support -- CRL and OCSP-based certificate revocation checking Network intrusion detection system Local account password policy configuration Security profiles Web UI/SNMP Whitelists Local account and login port lockout API via Telnet and secure SSH interfaces Other functionalities H.323 standards-based video conferencing systems SIP video conferencing Standards-based video conferencing client-based software URL internet access via a web browser Microsoft Lync access via federation ISDN video conferencing access Audio dial-in via PSTN Fiji Electricity Authority Commercial in Confidence Page 5 of 11

5. Product Support FEA Video Conference Solution Three (3) years Support should be available for parts and labour. 6. Delivery The selected supplier shall deliver all required hardware and software (with inside delivery specified) to the FEA Head Office, located at 2 Marlow Street, Suva. Please specify the delivery period in the bid. 7. Bidder Submittals Please indicate on your submittal if you meet all the requirements and guidelines specified in this document. Your submittals should include the following as a minimum: Proposal for Supplies Products and/or Services Business Certifications The Proposal for Supplies or Services must clearly itemize all costs. 8. Submission of Tenders Tenders must be lodged no later than 4:00pm, on Wednesday 16 th December 2015. 9. Amendment of RFP The FEA may, at its sole and absolute discretion, vary, add to, or amend the terms of this RFP, including the nature and/or scope of the products and/or services required under this RFP; and any other subject matter to which this RFP relates. 10. Cancellation/Termination of RFP The FEA may, at its sole and absolute discretion, cancel, suspend, terminate or abandon part or the whole of this RFP, at any time prior to the execution of a formal written agreement without any liability. 11. Due date for Tenders Tenders received after the closing date of 4:00pm Wednesday 16th December 2015 will not be considered. Fiji Electricity Authority Commercial in Confidence Page 6 of 11

Schedule A - Bidder Details The Bidder shall provide all the necessary information specified in the tables below: General The registered name of the Bidder: Business address for correspondence: (Location, Street, Locality City, Pin Code, Country, Telephone, Facsimile, Email Other) Contact name of the Authorised Person: Contact s position: Contact addresses if different from above Locality City, Pin Code Location, Street, Country, Telephone, Facsimile, Email, Web address Business structure: Include the organisation Chart Financial standing (Information designed to give client confidence in the financial competence of the BIDDER.) Audited financial accounts for past three years shall be included in appendix. Total current employees : Sales Turnover 2012 2013 2014 Net profit before tax 2012 2013 2014 Company Profile(s) Reference Sites (Use separate schedule formats for this response) [Details of at least two similar Projects in the last 5 years (including contact details) which will demonstrate the Bidder ability to carry out the functions for this project in a timely and professional manner.] Designated Staff (Detailed profiles of key staff shall be included in appendix) Name Position Project Designation Fiji Electricity Authority Commercial in Confidence Page 7 of 11

Schedule B FEA Video Conference Solution - Customer Details of the Bidder Details to be submitted by the Bidders about their past experience with successful customers/sites/organizations: Experience of similar implementation Project Name: Project Location: Client Name: Client address: Client contact/reference person(s): Name Address if different from above Telephone Facsimile Mobile Phone Email address Man-months effort: Name of senior project staff: Project Director Project Manager Other Nature of the Project: Role of the company, whether complete end-to-end involvement or for a particular module: Fiji Electricity Authority Commercial in Confidence Page 8 of 11

Schedule C - Pricing Summary FEA Video Conference Solution Description Quantity Cost REALPRESENCE GROUP 310-720P: GROUP 310 HD CODEC EAGLEEYEIV-4X CAMERA CONFERENCE MIC ARRAY OTHER NECESSARY CABLES & PERIPHERALS (ALSO TO BE ITEMIZED) UNIV. REMOTE EAGLE EYE III CAMERA WALL/PANEL/SHELF MOUNTING BRACKET FOR REALPRESENCE GROUP 300 & 500 3 YEAR SUPPORT & MAINTENANCE MEETNOW 5 PARTICIPANT HD VMR. UNMANAGED AND UNREGISTERED SERVICE SOUNDSTATION IP 7000 EXTENDABLE INCLUDES POWER Supply SOUNDPOINT IP 7000 EX MICS DELIVERY Total Fiji Electricity Authority Commercial in Confidence Page 9 of 11

Tender Submission - Instruction to bidders It is mandatory for Bidders to upload a copy of their bid in the TENDER LINK Electronic Tender Box no later than 4:00pm, on Wednesday 16 th December, 2015. To register your interest and tender a response, view 'Current Tenders' at: https://www.tenderlink.com/fea For further information contact The Secretary Tender Committee, by e-mail TDelairewa@fea.com.fj In additional, hard copies of the tender, one original and one copy must be deposited in the tender box located at the FEA Head Office, 2 Marlow Street, Suva, Fiji no later than 4:00pm, on Wednesday 16 th December, 2015- Addressed as Tender MR 186/2015 Supply of a Video Conference Solution The Secretary Tender Committee Fiji Electricity Authority Head Office Suva Fiji Hard copies of the Tender bid will also be accepted after the closing date and time provided a soft copy is uploaded in the e-tender Box and it is dispatched before the closing date and time. Tenders received after 4:00pm on the closing date of Wednesday 16 th December, 2015 will not be considered. Lowest bid will not necessarily be accepted as successful bid. It is the responsibility of the bidder to pay courier chargers and all other cost associated with the delivery of the hard copy of the Tender submission. Fiji Electricity Authority Commercial in Confidence Page 10 of 11

TENDER SUBMISSION CHECK LIST The Bidders must ensure that the details and documentation mention below must submitted as part of their tender Bid Tender Number Tender Name 1. Full Company Name: (Attach copy of Registration Certificate) 2. Director/Owner(s): 3. Postal Address: 4. Phone Contact: 5. Fax Number: 6. Email address: 7. Office Location: 8. TIN Number: (Attach copy of the VAT Registration Certificate Local Bidders Only) 9. Company Registration Number: (Attach copy of the Business License) 10. FNPF Employer Registration Number: (For Local Bidders only) 11. Contact Person: I declare that all the above information is correct. Name: Position: Sign: Date: Fiji Electricity Authority Commercial in Confidence Page 11 of 11