Cms specs july 15th 2013

The Kenyatta International Conference Centre – KICC/--/12-13

REQUEST FOR PROPOSAL

TO DESIGN, SUPPLY, AND INSTALL

A

COMPUTERIZED CONFERENCE MANAGEMENT SYSTEM (CMS)

TENDER NO.KICC/--/12-13

Information contained in this document is provided strictly to assist prospective vendors in their bid preparation. Any other use or disclosure to a third party is restricted and requires prior permission from The Kenyatta International Conference Centre (KICC) Management

CMS II - Page 1 of 58


INTRODUCTION

This Request for Proposal (RFP) has been prepared by The Kenyatta International Conference Centre (KICC) herein referred to as the ‘Client’, for use in selection of vendor(s) for the Design, Supply, and Installation of a Computerized Conference Management System (CMS). The vendor must be able to meet the specifications for the project as outlined below.

The RFP includes the following documents:

Section A – Letter of Invitation

Section B – Information to Vendors

Section C – Technical Requirements

Section D – Technical Proposal: Standard Forms

Section E – Financial Proposal: Standard Forms

Section F – Manufacturers Authorization Form



SECTION A: - LETTER OF INVITATION

To all interested and eligible Vendors for Conference Management System

July , 2013

Dear Sir/Madam,

Re: Computerized Conference Management System

KICC invites proposals for Design, Supply, and Installation of a Conference Management System. More details on the requirements are provided in the attached Terms of Reference.

Please confirm to us, upon receipt:

(a) That you have received the letter of invitation; and

(b) Whether you will submit a proposal alone or in association.

Thank you

KICC Management



SECTION B: INFORMATION TO VENDORS

1. Introduction

1.1 The Client will select a firm among those invited to submit a proposal in accordance with the method of selection detailed under this section.

1.2 The Potential vendors are invited to submit a Technical Proposal and a Financial Proposal, for Design, Supply, and Installation of Computerized Conference Management System.

1.3 The specifications listed in this document are the minimum requirements for the System. To obtain further information on the requirements, vendors are encouraged to send questions to the Client contact referred to in section 1.7 below before submitting a proposal.

1.4 Please note that:

(i) The costs for preparing the proposal and negotiating the Contract, including any visit to the Client are not reimbursable as a direct cost of this assignment;

(ii) The Client is not bound to accept any of the proposals submitted;

(iii) The client shall not extend mobilization fees, letter of credit or any advance payment to the successful vendor.

INVITATION TO RESPOND AND INSTRUCTIONS TO POTENTIAL VENDORS

1.5 General

1.5.1 This RFP is for the Design, Supply, and Installation of a Computerized, Conference Management System.

1.5.2 The purpose of this RFP is to provide functional specification requirements for the purpose of section 1.5.1 above.

1.6 There will be a site visit for Potential Vendors at the KICC’s Tsavo Ball Room seven (7) days before the closing date to verify the actual situation on the ground and to take the necessary measurements where applicable. From the visit the vendor will be



required to come up with a design of the envisaged system. The design and therefore the project simulation shall form part of the tender documents. The designs shall be quantified and priced accordingly to the last bolt. Proposals submitted without priced bills of quantity shall be disqualified. Vendors shall be required to confirm their attendance by signing a visitor’s book set for this purpose.

1.7 Prospective Vendors requiring any clarification of the Request for

Proposals may notify the Client in writing at the address indicated for submission of Proposals, by email at [email protected] and [email protected] or Nelly Gitonga on telephone 3261-114. The Client will respond in writing or in similar manner to any request for clarification of the tender documents. Correspondences to this effect shall be concluded strictly seven (7) days prior to the deadline for the submission of proposals.

1.8 To be eligible to tender, Prospective Vendors shall furnish the following documents as part of their qualifications to perform the Contract, if their tender is accepted:

1. Valid Business Documents and Licenses (e.g. Tax Compliance Certificate, Certificate of Incorporation, Business Permit, etc)

2. 3 Years Financial Accounts (most current) 3. Bid bond ( 2% of the total project value) 4. Envisaged project design duly quantified and priced5. Maintenance proposal & costing after the first year of roll-out. 6. Litigation History of the Company (Both Court and Arbitration

Cases)7. 5 year manufacturer’s warranty on all parts 8. Proof of Country/Region of origin for proposed products as

Europe (manufacturer shall be domiciled in Europe)

Vendors who lack any of these shall be automatically disqualified. International Vendors and Manufacturers shall be required to remit equivalent and certified government documents from their governments which shall in turn be subjected to independent vetting.

1.9 Before the deadline for submission of bids, KICC may modify the RFP documents by issuing addenda. Any addendum thus issued shall be part of the RFP documents and shall be communicated in writing or by telephone, fax or e-mail to all prospective vendors. Prospective vendors shall acknowledge receipt of each addendum in the same manner to the client.


mailto:[email protected]

mailto:[email protected]


1.10 Submission of Proposals: Separate technical and financial proposals shall be submitted in different envelopes, sealed together in an outer envelope.

1.11 The proposals shall contain no interlineations, alterations, erasures or overwriting, except to correct errors made by the prospective vendor, in which case such corrections shall be clear and initialed by the person signing the proposal. All pages of the proposal shall be initialed by the person or persons signing the proposal, failure of which shall lead to disqualification of the prospective vendor.

DELIVERY OF BIDS AND CLOSING TIME

1.12 Proposals should be submitted in one wax sealed envelope, clearly marked:

PROPOSAL FOR DESIGN, SUPPLY, AND INSTALLATION OF CONFERENCE MANAGEMENT SYSTEM and addressed to:

THE MANAGING DIRECTOR THE KENYATTA INTERNATIONAL CONFERENCE CENTRE - KICCP.O. BOX 30746-00100NAIROBI

a. Proposals must be received prior to 10.00am on 15th August 2013.

b. Proposals shall be delivered at KICC Tender Box on 1st Floorc. Proof of posting will not be accepted as proof of deliveryd. Proposals received after closing time will not be considered.



AWARD CRITERIA

1.13 A binary selection scheme will be applied to determine the highest responsive proposal. The technical score will be allocated out of 80% and the financial out of 20%, the combination of which shall be out of 100%. The contract shall be awarded to the proposal with the highest combined score.

1.14 Proposals will first be evaluated on their responsiveness and only those that meet all the requirements in section 1.8 above shall qualify to be evaluated on specific technical requirements as enumerated under the Technical Evaluation Matrix (5.5) below. Proposals which fail in any critical items will be technically disqualified.

The technical proposals will be evaluated on the basis of the following criteria, taken together as illustrated below:

No.

Criteria Marks

1 Vendor’s or partners years of experience in similar projects(CMS) and Standard of the supplied products (samples of core components to be provided); Manufacturer Affiliation, Commendations; Proof of technical expertise on Conference Management Systems; Completeness of the proposed system; Experience of vendors personnel and commitment to build KICC’s technical capacity on the same.

50%

2 Quality of final product(Brand Origin); Redundancy; Warranty for the product, and guarantee of spare parts;

20%

3 Project layout and completion time frame; Project analysis report, Design, Work plan and Implementation schedule (with specific deliverables), Itemized training schedule;

10%

Total 80%

Vendors must score more than 40 percent out of 50 percent on item No. 1 above to be further evaluated on the remaining items. Those that fail to attain the said percentage shall be disqualified at that stage.

1.15 Only the technically qualified proposals will proceed for financial evaluation. The financial proposal with the lowest price will be the



highest commercially responsive. Financial proposals shall be scored by percentage with the lowest bid being allocated 20%. . This shall be computed as follows;

(Lp / P) x 20 = Pc

Where,

P = Vendors Tender PricePc = Percentage allocated to price PLp = Lowest price quoted

1.16 Bids should be valid for a period of 90 days following the closing date. While the client will endeavor to make a final decision within the bid validity period, the client reserves the right to negotiate an extension of validity with the short-listed vendors.

1.17 All costs incurred by the prospective vendors in the preparation, provision and submission of a response to this Request for Proposal shall be borne by the prospective vendors.

1.18 The following will apply regarding acceptance or rejection of Proposals:

a) The client reserves the right to accept or reject any or all bids at any time prior to the award of the tender

b) The client shall, upon written request, communicate to any prospective vendor the grounds for its rejection but without obligation to justify those grounds.

c) The client shall incur no liability towards prospective vendors solely by virtue of invoking this subsection.

d) Notice of the rejection shall be given promptly to participating candidates.

e) The client shall NOT make advance payment or give deposit/mobilization fee/letter of credit to any vendor.

f) Payment shall be made only after successful completion of the project.

NEGOTIATIONS

1.19 After an award has been made, and the contract signed, no variations shall be accepted on the project work plan, deliverables, timelines, payment schedule etc.

1.20 Unless there are exceptional reasons, the financial negotiations will not involve the remuneration rates for staff (no breakdown of fees).



1.21 Having selected the Firm on the basis of a scored criterion and an evaluation of proposed key professional staff, the Client shall not negotiate a contract on the basis of the experts named in the proposal. Before contract negotiations, the Client will require assurances that the experts will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment. If this is not the case and if it is established that key staff were offered in the proposal without confirming their availability, the firm may be disqualified.

1.22 The negotiations will conclude with a review of the draft form of the Contract. To complete negotiations the Client and the selected firm will initial the agreed Contract. If negotiations fail, the Client will invite the Firm whose proposal received the second highest score to negotiate a contract Notice of the rejection shall be given promptly to participating candidates.

1.23 Signing of Contract: within ten (10) days of receipt of award letter, the successful Vendor shall sign and date the contract and return it to the Client, failure to which it shall be deemed the Vendor is not interested.

AWARD OF CONTRACT

1.24 The Contract will be awarded based on the vendor who submits the highest rated proposal using the scoring criteria.

CONFIDENTIALITY

1.25 Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the vendors who submitted the proposals or to other persons not officially concerned with the process, until the winning firm has been notified that it has been awarded the Contract.



Section C: TECHNICAL SPECIFICATIONS

C.1 Introduction

KICC is seeking for a turnkey Conference Management System to enhance its operational efficiency and compete favorably with the other global convention venues. The scope of this project shall entail design, supply, and installation of a computerized conference management infrastructure in Tsavo Ball Room. The project shall cater for all audio-visual services including simultaneous interpretation service, recording (storage), reproduction and sharing via internet (live content streaming). As such, this Conference Management System shall have a complete hybrid discussion units comprising of wired and wireless discussion units, high definition display units and camera tracking unit, high quality sound equipment, electronic voting module/system (EVS), SIE interpretation module and live audio/video streaming unit.

The conference management system shall have features that better manage meeting interactions and delegate participation during conference sessions. As such it shall have a chairman and delegate discussion units to proper manage the interplay between the two. The chairman discussion unit shall have overriding priority button in addition to language selection and voting buttons.

The voting system will create an environment where decision making by popular vote can be easily accomplished. The voting buttons will be available on the discussion units (at least 5 voting options). The results of voting will be displayed on high definition full color LED screens and on overflow screens as may be required.

The system will also have attendance register for delegates by using chip/smart card identification or better technology. In addition, the system shall allow simultaneous interpretation and distribution of up to 31 language channels and 1 floor language

The system is expected to cater for 1000 delegates in Tsavo Ball room. This shall entail the 3 main functionalities from interpretation, discussion, to voting. The system shall come 100 percent real-time redundant to ensure conference sessions are not compromised by failure of key components such as Central Control Units, Radiators, Transmitters, wireless access points, amplifiers, Mixers and Servers among others. The setup and operation shall be carried out such that there is seamless transition in case of failure of a key component of which turn-around time shall not exceed 2minutes.

Vendors are required to make a physical site visit in order to give a fair proposal and a befitting design for Tsavo Ball Room. The date and time



for the visit is given in section 1.6 of this Request for Proposals. The site visit is essential and vendors must sign a register on the material day.



C.2 Key features

The envisaged system will be laid out as per the sketched diagram shown in Fig.1, below. The core of the system will be a software application that will manage publishing of the agenda, attendance registration and user identification, microphone management, delegate discussion, electronic voting, requests to speak, chairman priority, content (audio/video) recording, storage, reproduction and live streaming via the internet. In addition, the system shall be centrally management so as to provide the following;

Intuitive and user-friendly Control SoftwareThe control software shall allow an operator a great degree of system control. It shall enable ease assigning o f delegate names to all discussion units prior to a meeting. The operator shall be able control the microphones during the meeting, start or stop voting sessions, and display real-time voting results on the large screen. During the conference, an operator shall monitor the battery status of each individual discussion unit and/or infrared receivers as well as confirm that the units receive the signal properly. Optimized for touch screens, the software shall have a multi-lingual graphical user interface (GUI).

The system shall come with a professional video and mixer and camera tracking system to facilitate displaying of various items on multiple LED screens as well as projection units in the meeting rooms together with broadcasting feeds for media firms when and where necessary. In addition, it shall come with a 2no. 24port audio-visual distribution box for availing AV feeds to the media.

It shall come with a Radio Frequency Identification (RFID) system and passive RFID tags in-built in all CMS items to cater for asset security, tracking and inventory management. This will highly enhance care of the movable assets especially discussion units, headphones, and Infrared Receivers among others. The vendors shall give a detailed proposal on an RFID solution that will cover the main exits/entrance to the meeting room as well as in and out of the building through the main exits.

The 3 most responsive bidders may at some point be invited to give a demo of their products. This shall involve a life presentation of system’s key components including actual items to be supplied. The items provided during the presentation shall be taken as sample to be utilized during inspection and acceptance of the project and thereafter returned to the vendor if required.



The various components of the desired system shall comply with the IEC standards on Electronic and Electrical items. The components shall be able to pass a conformity assessment (CA) which may be carried out to establish that the products are indeed reliable and shall meet expectations in terms of performance, safety, efficiency, durability and other criteria. The vendor shall be required to ensure that all parts and components have been inspected and certified by Kenya Bureau of Standards, The main items are now described.

C.2.1 Operation

Through the system interface, the following should be achieved:

- Management of agenda items, room scheduling and pre-setting of presentations, etc

- Execution of session’s attendance control, - Authentication of users where necessary- Management of requests for speaking, assigning times, giving

priorities and enabling/disabling the microphones- Obtaining quorum on the sessions- Management of the voting processes by choosing the type of votes,

their duration, when they are opened and closed, etc- Definition of the information and their sources to be sent to the

central screens including data switches and splitters- Generation and review of several types of reports- Export/import of information to/from external systems and display

units.

C.2.2 Conference System Software

This will be used to store all audio/visual information, activities and votes that take place during each session of the conference. The software will run on a Windows server or any other secure environment and have direct links to all the contribution and control units thereby bringing into a single point of control all aspects of conference management, for increased ease of use, efficiency and data distribution. The following application modules must be supported in this environment:

- Installation and startup- Chip card encoding- Attendance registration- Delegate database- Microphone management- Synoptic microphone control- Electronic voting/voting procedures



- Text/Presentation display- Video display- Automatic camera control- Live casting of content via the internet- Recording, storage and reproduction of conference content (Audio-

visual)

The conference software will run on a server, whose minimum specifications are given in annex C.1.



C.2.3 Administration Stations

The system requires robust administration stations for its operation, one for the session manager and the other for the chairman. These will be top-range business laptop computers running the administration application interface. The session manager’s station allows the user, once authenticated, to operate the system. The chairman’s station runs the same interface as the session manager, but has different permission levels. This unit shall be deployed on demand where necessary.

Specifications for the administrative stations are contained in annex C.2.

C.2.4 Wireless Delegate Units with voting and interpretation

These are required to have the following minimum features among others: Voting, channel selector buttons for interpretation, Multilingual Support, Speaker, Card reader, and headphone/microphone sockets.

Maximum speech intelligibility shall be guaranteed at all times. Operating in the 2.4 GHz (license free) band, the wireless discussion units produce crystal-clear sound due to a very high signal-to-noise ratio and antenna diversity. This means the signal is transmitted along different propagation paths, ensuring optimal receipt. The system is also protected against interference from mobile phones and other equipment that makes use of Bluetooth or microwave signals.

The channel selector includes two up-and down channel select keys, and a display showing the number and the abbreviation of the languages.

They shall come complete with batteries and microphones

Other general features include; Support automatic camera tracking Built-in loudspeaker Frequency response 30 Hz - 20 kHz Headphone load impedance >32 ohm <1k ohm Output power 2 x 15 mW/32 ohm Mounting Tabletop Dimensions (H x W x D) without microphone 61 x 190 x 160 mm,

(2.4 x 7.5 x 6.3 in) Weight without battery 520 g (1.15 lb), with battery 735 g (1.62 lb) Color top Silver (RAL 9022), Color base Charcoal (PH 10736)

C.2.5 Wired Delegate Units with voting, identification and interpretation.



These are required to have the following minimum features among others: Voting, channel selector buttons for interpretation, Multilingual Support, Speaker, Card reader, and headphone/microphone sockets. The channel selector includes two up-and down channel select keys, and a display showing the number and the abbreviation of the languages.

They shall come complete with microphones.

Other general features include;

Five voting buttons with indicator above the buttons Unit activity/delegate presence indicator Alphanumeric display for language channel selection with number

and abbreviated channel name Microphone button with a red, green or yellow illuminated LED.

Red indicates microphone is active, green indicates request-to-speak accepted.

Headphones volume control buttons Support automatic camera tracking Built-in loudspeaker

C.2.6 Chairman Units

They shall be same as above but with overriding features. In addition they shall have the following functions among others: Voting, channel selector buttons for Interpretation, Multilingual Support, Loud speaker, card reader, touch screen, and headphones.- Push button for on/off microphone- Yes/No/Abst keys for voting- Priority button to override/mute delegate units- Card reader for user identification - Support automatic camera tracking- Language Selection Channel button up/down

They shall come complete with batteries and microphones

C.2.7 Interpreter Console/Interpretation Unit

These are required to have the following features or better:- 32 Channel simultaneous interpretation- Built-in loudspeaker with volume control- 3.5mm jacks for MIC input and headphone/recording output- Automatic channel interlocking to prevent interpreters from using

same outgoing channel



- Relay interpretation to allow interpreters to work from active floor other than the floor

- Mute key to enable brief muting of the microphone for cough cut- Loudspeaker is automatically switched off when microphone is turned

on- The floor signal automatically switches to output channel

after microphone is turned off- LCD touch screen with Video monitoring to allow display of the venue

and current speaker - MUTE key to enable a brief muting of the microphone for cough cut- SLOW key to alert the current speaking delegate to speak slowly.

When the key is pressed, the speaking delegate’s microphone red ring luminant will blink.

- Interpreter terminal upgrade is allowed by USB connection to the Central Control unit/server

- Built-in loudspeaker: 8 ohms/2W- Audio input/output: 2x MIC / 2x REC - Standard MIC stem length: 310 - 410 mm

C.2.7 HeadsetsInterpreter head set shall have the following features or better;

Closed-ear cushions Adjustable headband Left ear flexible boom mic In-line volume control Connectors: 3.5mm stereo plugs Impedance: 60Ω±15% Frequency response: 20Hz to 20KHz Input power: 30-50mW Sensitivity: -58±2dB SPL/1mW Microphone type: Omni-directional dynamic

C.2.8 Central Control Unit/Server Specifications

The Central Control Unit (CCU) includes features for controlling the wired and wireless delegate microphones, distributing simultaneous interpretation and conducting voting sessions, all without an operator. In combination with a PC, this control unit brings greater sophistication to conference control. Users can access an extensive range of software modules, each with a specific function in controlling and monitoring a conference. These modules greatly expand the capacity to manage a conference. In the event of PC failure, this control unit will revert to its stand-alone operation mode, enabling the conference to proceed.



Functions• Maximum one WAP per system• Basic microphone management facilities• Four operational microphone modes:

a)– Open: microphone button control with request to-speak (Auto)b)- Override: microphone button with override of activated

microphones (FIFO)c)– Voice: voice activated microphonesd)– Push-to-talk (push and hold button to speak)

• Number of open microphones between 1 and 4• Configuration of CCU and system via a display and a single rotary push button• Basic voting control for parliamentary voting procedure. Delegates can register ‘Present’, ‘Yes’, ‘No’ and ‘Abstain’. The Concentus Chairman unit can start, stop and suspend the voting. The total results can be displayed on hall displays and on the LCD screens of the units• A page function which activates a voting tone. With this tone the chairman can indicate that a voting round is about to start• Simultaneous interpretation function with 31language channels plus one floor channel• Distribution of up to 10 language channels plus floor to discussion units• Distribution of up to 31 language channels plus floor to IR receivers, • Basic intercom function with function to assign intercom operator and intercom chairman (both can be called from the interpreter desk)• Stand-alone automatic camera control• Extended conference facilities when using control PC software or remote controllers• Adjustable sensitivity for the audio inputs• Adjustable level for the audio outputs• Audio insertion facility to connect external audio processing devices or telephone couplers• The CCU can be assigned a unique name by the installer for easy identification• VU meter readings to monitor audio inputs and audio outputs. The audio can be monitored using a headphone• 19” (2U) housing for tabletop or rack mounting• Handgrips for easy transportation

Front• Power on/off switch• 2 x 16 Character LCD display for status information and configuration• Rotary control to navigate through the LCD menusBack• Three red LED overload indicators for the network outputs• Two red LED overload indicators for the optical connections• Green and yellow LED indicating Ethernet activity



InterconnectionsFront• One stereo headphone output 3.5 mm (0.14 in)Back• Euro power socket with built-in fuse• Three outlet sockets including locking facility for connection of units• Two optical network connections for connection of various audio expanders, CobraNet interfaces and Wireless Access Point• Two three-pole XLR balanced audio line inputs with galvanic separation• Two stereo Cinch unbalanced audio line inputs• Two three-pole XLR balanced audio line output with galvanic separation• Two stereo Cinch unbalanced audio line outputs• One Ethernet connection for Control PC, Open Interface or slave CCU• One RS-232 serial data connector for controlling cameras• One error switch, galvanic separated cross-over switch to trigger external equipment in case of errors detected by the CCUElectricalSupply voltage 100-240 Vac 50-60 HzPower consumption 360 WSystem supply 40 Vdc, max 85 W per socketOptical network supply 40 Vdc, max 65 WTotal power supply 320 WRS-232 connection 1 x nine-pole Sub-D female socketFrequency response 30 Hz - 20 kHz (-3 dB at nominal level)THD at nominal level < 0.5 %Cross talk attenuation > 85 dB at 1 kHzDynamic range > 90 dBSignal-to-noise ratio > 87 dBAAudio inputsXLR nominal input -12 dBV (+/- 6 dB)XLR maximum input +12 dBVCinch nominal input -24 dBV (+/- 6 dB)Cinch maximum input +0 dBVAudio outputsXLR nominal output -12 dBV (+6 / -24 dB)XLR maximum output +12 dBVCinch nominal output -24 dBV (+6 / -24 dB)Cinch maximum output +0 dBVMechanicalMounting Tabletop or mounted in a 19” rackDimensions (H x W x D) for tabletop use, with feet 92 x 440 x 400 mm (3.6 x 17.3 x 15.7 in) for 19” rack use, with brackets 88 x 483 x 400 mm (3.5 x 19 x 15.7 in)in front of brackets 40 mm (1.6 in) behind brackets 360 mm (14.2 in) Weight 7.9 kg (17.5 lbs)Color Charcoal (PH 10736) with silver



Inbuilt video mixer switcher

C.2.9 Chip Card Encoder

This will be required to encode delegate smart cards that will then be used for authentication in the system during conference proceedings. The encoder will have the following minimum features:- Chip card reader/writer(-+rw)- Interface type: USB- Speed: <0.2 secA better version or system to perform same function shall be accepted

C.2.10 Smart Cards

These will be the primary mode of identifying delegates into the system. The cards will have the following minimum features:

- Unique 32-bit serial number- Software set password- Material: PVC- Rewrite time: >100,000 times- Lifetime >10 yearsA better version or system to perform same function shall be accepted

C.2.11 Video Recording System

This will be required to show on the screens a real time video shooting of the conference sessions, recording members that are speaking in every moment. The system will use high-definition robotised (PTZ) cameras and the image will also be broadcast over Internet.

C.2.12 Connectivity System

A wired Ethernet segment will be used to connect proxy server equipment to central control unit and administrative stations. Wireless and/or wired Ethernet will provide connectivity for computers elsewhere within the rooms. The specifications for wireless access point are given in annex C.2. The vendor shall cater for internet connection to be used for this purpose for the first 12 months.

C.2.13 Manufacturers Visit

Vendors are required to arrange for a manufacturers’ factory visit for a comprehensive system orientation for at least four Technical and two management representatives from KICC at the vendor’s cost.



C.2.14 Training

Vendor is required to carry out training for 8 technical staff on equipment setup and configuration, operation, service and maintenance. This training should include a curriculum and manuals for everyone, all at the expense of the vendor. This training shall take place at the manufacturer’s factory for the four technicians as well as at the Centre for the remaining users.

C.2.15 Maintenance and Support

Prospective vendors are required to undertake maintenance and support for one year after installation free of charge. The cost of support and maintenance for future years’ (at least five) from the end of the first year should be indicated separately in the cost proposal. The CMS shall come with a five year warranty on all parts. This shall be provided in writing by the vendor and supported by a letter from the equipment manufacturer undertaking the same. Firms that do not include this element in their proposal shall be disqualified.



C.2.16 Audio-Video Recording System The proposed system shall have at least 4GHz processor, 12GB Ram and 12 terabytes storage space to allow for appropriate archiving of the same. C.2.17 Infrared Pocket Receivers These are required to have the following minimum features among others: 32 language channels for Interpretation, Multilingual Support, among others. The ergonomically designed pocket receivers incorporate the latest electronics technology - including a specially designed IC - to ensure maximum performance and a long battery lifetime. The pocket receivers can be used for both language and music distribution.

Audio signal automatically muted when signal is too low, ensuring that the user receives only high quality audio• Can be used with disposable batteries (2x AA alkaline batteries) or environmentally-friendly NiMH rechargeable battery pack, • No power used when headphone is disconnected• Clip for easy wearing• Measurement mode for easy checking of radiator coverage• Attractive and stylish design• Up to 200 hours operation with alkaline batteries• Up to 75 hours operation with battery pack• Recharges from empty to full capacity within 1 hour and 45 minutes Controls and Indicators• 2-digit LCD display with channel number, battery and reception status indication• On/off button• Volume control slide adjuster• Channel selection up/down buttons• Charging indicator LEDInterconnections• 3.5 mm (0.14 in) stereo jack output socket for headphones• Battery contacts for use with AA alkaline batteries• Connector for use with battery packs• Charging contacts on the left-hand side of the pocket receiver for compatibility with charging units



C.3. Bills of Quantities for CMS Solution

ItemsQuantit

yDiscussion System with Interpretation, & Electronic Voting (European Standard) Wireless Delegate Discussion Units (with voting , interpretation & chip card slot) 160Wired Delegate Discussion Units (with voting, interpretation & chip card slot) 150Wired Chairman Discussion Unit (with accessories/Buttons) 2Wireless Chairman Discussion Unit (with accessories/Buttons) 2Wireless Access Points 6 Central Control Unit/Server 3Congress Management Software – Lot (To cover wired/wireless) 1Administration Units/Laptops 3Discussion Charging Units 1510KVA UPS 1Interpretation Unit Accessories (cables, connectors, etc) – Lot 1Interpreter ConsolesInterpreter Head SetsLight Stereo Headphones IR/SIE Receivers (Including proportionate charging units)Infrared Radiators - high-power, covers up to 2600 m2 (8530 ft2)Transmitters – (16 Channel Digital) AC Unit (24000 BTU) with R410/R134A e-gas

1836

810500

842

Video Display And Tracking System HD PTZ Cameras and accessories 9Super Slim Full Color LED Display panels (Size: L576mmxH576mm).Complete with requisite accessories 60Video Server, Gateway & Accessories – lot 2Video Splitters, Scalar and Accessories – lot 2Super-slim Full Color LED Screens Accessories & Software) – Lot 1Sound Equipment (European standards) Stereo Conference Speakers. 16



Full range Line Array Speakers (modules). 4Audio Mixers (Digital) 3Video mixer (Digital) 2Wireless Microphones 20Power Amplifiers - 5000w 3Sound Equipment Assorted Accessories – Lot 2 Lapel Microphones (as Sennheiser Digital 9000 / Equivalent) 6 Balanced stereo Audio visual distribution box (20 output) 2Branded Voting Chip Cards or Equivalent technology 350Voting Unit Accessories – Lot 2 Live Video/Audio Streaming Unit

2

Presentation Unit

RFID Unit (All the items shall be configured in the RFID system)RFID Handheld Scanners RFID DUAL isle for door 1. SINGLE AISLE with infill panel for door.RFID Tracking System & Server RFID Active Tags RFID System Accessories – Lot

4111

7001

Presentation Unit – Intelligent Multimedia Lectern 1



Annex C.1. Server Specifications

The server to be supplied shall have the following specifications or better;

REQUIREMENTAdditionally configured as follows:

Minimum Requirements Tenderer’s Offer

RACKHeight 42U

Accessories Blanking Panels, Grounding Kit, 2

x Power Distribution Units (PDU), 17” Rack mountable monitor with keyboard and

mouse and pre-installed fans

Per/Each SERVERProcessor Intel® Xeon® processors;

8 cores,2.67 GHz. scalable to 4 processors

Number of Processors Two installed processors.Cache Memory 18 MB Level 3 Cache.Memory 16 GB 1 PC3-8500 CL7

ECC DDR3 1066MHz RAM Installed.

Storage Array Controller

Serve RAID M5015 SAS/SATA Controller.

Hot Plug Bays Scalable to 16 hot swap SAS HDD.

Internal Storage & Hard Disks

1.2 TB (Hot-plug hard drives)

Optical Drive DVD –RWFan Hot Plug Fans with full

redundancy

Power Supply Power Supply with full Redundancy

Network Interface Card

10 Gbps Fibre Channel over Ethernet Dual Channel Converged



Network Adapter plus integrated dual Gigabit Ethernet with TCP-IP off-load engine

Graphics 16MB ATI ES1000 Display & Server Control

17” Rack mount Keyboard, Mouse and Monitor

Warranty (parts/labor/onsite)

3-3-3

Remote Management Alert on LAN 2, Automatic Server Restart, Systems Director, Server Guide™, Integrated Management Module (IMM), light path diagnostics (independently powered), Predictive Failure Analysis on hard disk drives, processors, VRMs, fans and memory, Wake on LAN, Dynamic System Analysis, QPI Fail down, single-node failover

Supported Operating System

Microsoft® Windows Server® 2008 (Standard, Enterprise and Data Center Editions 32-bit and 64-bit), 32- and 64-bit Red Hat Enterprise Linux® , SUSE Enterprise Linux, (Server and Advanced Server), VMware ESX Server/ ESXi 4.0

Warranty (parts/labor/onsite)

3-3-3



Annex C.2. Laptop Specifications

The laptop shall have the following minimum specifications;

Specifications Minimum Requirement Tenderer’s OfferMake & ModelProcessor Intel® Core™ i7 or

EquivalentMemory 4096 MB SDRAM.

Video System 15.46” WXGA LED (1366x768) Resolution,

Hard Disk 500GB hard drive 5400 rpm SATA

Communication Internal 56Kbps V.90 Fax/Modem

LAN / Wireless Integrated 10 / 100 / 1000Mbps Ethernet 802.11n, Bluetooth.

PCMCIA PCMCIA 2.1 Compliance, Supports One Type II PC Card Slot

Keyboard & Input

Industry standard keyboard with full-pitch key layout, Touchpad with 2-piece pick button with left and right click.

Optical Media Drive

DVD Writer

I/O Devices One Smart Card Socket I/O Ports Three USB2.0,Line-Out

Phone Jack for External Speakers. Mic-In Phone Jack for External Microphone,RJ-45(Ethernet -10/100/1000MB).

Audio Compliant to Intel® High Definition Audio (Azalia) 24Bit output. Built in Stereo Mic. Array . 2 1.5 Watt Stereo Speakers

AC Adapter Input: 100 – 240V Auto-Sensing, 50 – 60Hz Output: 20Volts, 3.25 Amps, 65



WattsBattery Lithium ion battery pack.

Battery operation: approx. 8hrs

Warranty 3-year limited warranty, Parts and labor

Annex C.3. WAP Specifications

This access Point should cover about 200 Meters radius creating a secure wireless hotspot around the Conference Centre and meet the following minimum specifications and/or equivalent.

Feature RequiredData Rates Data rates of 54 Mbps in the 2.4-GHz band

Supported802.11g: 1, 2, 5.5, 6, 9, 11, 12, 18, 24, 36, 48, and 54 Mbps

Range Bridge range of 1 kilometers [km]) at 54 Mbps

Throughput Aggregate throughput approaching 28 Mbps

Frequency Band

Americas (FCC)2.412 to 2.462 GHz; 11 channelsETSI2.412 to 2.472 GHz; 13 channelsIsrael2.432 to 2.472 GHz; 9 channelsJapan (TELEC)2.412 to 2.472 GHz; 13 channels Orthogonal Frequency Division Multiplexing (OFDM)2.412 to 2.484 GHz; 14 channels Complementary Code Keying (CCK)

Antenna 2.4 GHzDual RP-TNC connectors

Security AuthenticationSecurity Standards• WPA• WPA2 (802.11i)



• TKIP• Message integrity check (MIC)• IEEE 802.11 WEP keys of 40 bits and 128 bits802.1X EAP types:• EAP-Flexible Authentication via Secure Tunneling (EAP-FAST)• Protected EAP-Generic Token Card (PEAP-GTC)• PEAP-Microsoft Challenge Authentication Protocol Version 2 (PEAP-MSCHAP)• EAP-Transport Layer Security (EAP-TLS)• EAP-Tunneled TLS (EAP-TTLS)• EAP-Subscriber Identity Module (EAP-SIM)• LEAPEncryption• AES-CCMP encryption (WPA2)• TKIP (WPA)• TKIP• WPA TKIP• IEEE 802.11 WEP keys of 40 bits and 128 bits

Housing Die-cast aluminumWarranty One Year

Annex C.4. Digital Conference Web Streaming Encoder Specifications

The web-streaming device shall have the following minimum specifications or equivalent;

Specification Minimum Requirement Tenderer’s Offer

Supported Encoding Formats

Adobe Flash H.264

Video/Audio Inputs Video: Component (3 x BNC), Y/C (S-Video) (2 x BNC, mini-DIN adapter included), Composite (1 x BNC, RCA adapter included)

Audio: Balanced stereo (2 x XLR), Unbalanced stereo (2 x RCA)

Connectivity USB Ports: (1 rear panel, 1 front panel) Ethernet: (2 x 1 Gigabit ports)

Video Formats NTSC/PAL

Operator-friendly Yes



software interface for configurationUnlimited customizable, reusable encoding profiles

Yes

Simultaneous output to multiple publishing points enabling redundant streaming servers and services

Yes

Simultaneous archiving to files for future on-demand use

Yes

Pre-processing Scaling, cropping, de-interlacing, inverse telecine, closed-caption rendering

Graphic overlay (logos/branding)

Yes

Persistent Streaming mode for automatic streaming start upon power-up

Yes

Multi-channel scheduling, monitoring, failover and automation

Yes

Annex C.5. Radio Frequency Identification Reader & System Specifications

All components shall have factory embedded RFID tags for ease of tracking and inventory management.

The system shall be centrally managed and used primarily to view and track device status, functionality, as well as ensure maximum control of movable assets.

The active RFID active tags shall be used to monitor and track items when in transit as may be required from time to time.

The vendor shall give a detailed proposal on an RFID solution that will cover the main exits/entrance to the two meeting rooms as well as in and out of the building. The solution shall be informed by the technology and choice of tags (responders) appropriate to our operation. This information shall be gathered during site visit and other correspondences where necessary.



Annex C.6. Transmitter Specifications

The transmitter shall distribute a maximum of 16 channels and have the following minimum specifications or even better;

The transmitter is the central element in the SIE system. It should accept analogue or digital input, modulate these signals onto carrier waves and transmits these carrier waves to radiators.

It shall have an auxiliary mode for distribution of music to all channels during a break• Slave mode for distribution of signals from another transmitter allows multiple rooms to be used• Test mode which produces a different frequency tone for each input/channel, with the tone gradually rising as the channels are stepped through• Adjustable sensitivity for each input to enable fine tuning of audio levels• Built-in mini infrared radiator for audio monitoring• Radiator and system status indication via display• Each transmitter can be assigned a unique name by the installer for easy identification in a multi-transmitter system• Each audio channel can also be assigned a unique name by the installer. These names can be selected from a list of options or entered manually• Automatic distribution of emergency messages to all channels• Automatic standby/on function• Automatic synchronization to the number of channels in use • Automatic synchronization of language names in use • Universal mains power facility allows use worldwide• Stylish 19” (2U) housing for tabletop use or rack mounting• Handgrips for easy transportation• 2 x 16 character LCD display for status information and transmitter configuration• Rotary push button for navigation through menus and configuration• Power on/off switch on front panelInterconnections (at rear of transmitter)• Male Euro socket for mains connection• Slot with audio data bus connector (H 15, female) for accepting Symmetrical Audio Input and Interpreters Module• 4, 8, 16 or 32 cinch connectors for input of asymmetrical audio signals• Two XLR sockets for input of symmetrical signals of floor, emergency messages or music• One terminal block socket for distribution of emergency messages to all channels



• 3.5 mm (0.14 in) stereo headphone socket for monitoring inputs and channels• One BNC connector for accepting an HF signal from another transmitter• Six BNC connectors for output of HF signal to up to 30 radiators• Two Optical Network Connectors for connection with other compatible systems • Mains voltage 100-240 Vac, 50-60 Hz• Power consumption - operating, maximum 55 W,standby 29 W• Asymmetrical audio inputs +3 dBV nominal, +6 dBV maximum (± 6 dB) +15 dBV nominal, +18 dBV maximum (± 6 dB)• Symmetrical audio inputs +6 to +18 dBV nominal• Emergency switch connector emergency control input• Headphone output 32 ohm to 2 kohm• HF input nominal 1 Vpp, minimum 10 mVpp, 75 ohm, HF output 1 Vpp, 6 VDC, 75 ohm• Dimensions (H x W x D) for tabletop use, with feet 92 x 440 x 410 mm, (3.6 x 17.3 x 16.1 in), for 19” rack use, with brackets 88 x 483 x 410 mm (3.5 x 19 x 16.1 in), in front of brackets 40 mm (1.6 in), behind brackets 370 mm (14.6 in)• Weight - without brackets, with feet 6.8 kg (15.0 lb)• Mounting brackets for 19” rack mounting or fixing to a tabletop, • Detachable feet for free-standing on a tabletop• Color charcoal (PH 10736) with silver

The transmitter shall come complete with requisite accessories.

Annex C.7. Infrared Radiator

The Infrared Radiators shall have the following minimum specifications; • High-power, to cover up to 2600 m2 (8530 ft2)• Universal mains power facility allows use worldwide• No fan - cooled by convection - resulting in quieter operation and less moving parts to wear out• LED indicators for radiator status checking• Communication between radiator and transmitter for easy checking by the operator• Automatically switches on when transmitter is switched on and vice versa• Automatic cable equalization ensures maximum transmission efficiency with different quality of cables• Automatic cable termination simplifies installation• Temperature protection circuitry automatically switches radiator from full- to half- power if the temperature becomes too high• Adjustable radiator angle ensures maximum coverage



• IREDs protected by a cover plate, making the units easy to maintain and clean• Two yellow LEDs: one on each radiator panel to indicate that this panel is switched on and is receiving carrier waves from the transmitter• Two red LEDs: one on each radiator panel to indicate that this panel is in standby mode• Red and yellow LEDs simultaneously illuminated to indicate the radiator panel is malfunctioning• Red LED flashing and yellow LEDs to indicate the radiator panel is in temperature protection mode• Power reduction switch to reduce the output of the radiator to half-power• Two delay compensation switches to compensate for differences in cable lengths between transmitter and radiators• Male Euro socket for mains connection• HF input and output connectors (2 x BNC) for connection to transmitter and loop-through to other units• Power Consumption - operating 180 W, standby 10 W• Dimensions (H x W x D) without bracket 300 x 500 x 175 mm• Radiator angle - floor-stand mounting 0, 15, and 30°, wall/ceiling mounting 0, 15, 30, 45, 60, 75 and 90°• Weight - without bracket 9.5 kg (21 lb), with bracket 10.3 kg (23 lb)The radiators shall come complete with requisite accessories.

Annex C.8. Super-slim Full color LED Screens

The units shall have a wide viewing angle (H 140° / V 110°) and perfect colors. It shall have seamless mechanical system and easy for maintenance and high contrast levels. Other features include the following;

P6 pixel, 62500 dots/sqm or Equivalent Panel weight: 10 - 14kg. LED type: SMD (3528RGB 3in1). Brightness: 2800CD/m2, Refresh rate: 2400HZ. Contrast Level ≥8192, Gray Level 16bits. Life: 100000h. In/Out door use.

Best view distance is 3~30 meters. Multiform file formats, such as VGA, Video, AVI, MOV, MPG, DAT, VOB

and among others.



Clear picture without flicker and distortion. Information source can be camera, video, VCD, DVD, LD, TV among

others. Show everything with the PC does synchronously. Should support interface for sound signal and three for video signal.

Size:L576mmxH576mm Certificate - Europe CE

Color : Grey Scale (8192 grades)

Annex C.9. Sound Equipment

Item Minimum Specification

Stereo Conference Speakers

As Montarbo 15 Inch or Equivalent; The basic specification are as follows;

enclosure 2-way bass-reflexfrequency response 45 Hz ÷ 20 kHzcontinuous SPL 130 dBLF 1 x 15” woofer

HF1,7” compression driverConstant directivity horn (50° H x 40° V)

electronic cross-over 1100 Hzbuilt-in amplifier 2 class-D power unitsLF power 900 WHF power 200 Wbuilt-in DSP 24bit converterfilters FIR filters

connections and controls

Microphone input (bal. XLR) with gain control Line input (Jack + XLR Combo connector)Volume controlSwitchable Link/Mixed output (bal. XLR)HiPass switchBassBoost switchStatus LED indicators (on, signal, clipping,thermal warning protection)

construction

Birch plywood coated with high-impact and chip resistant paint15/10 steel protection grille with foamCarrying handle + Speaker-stand adapter

fittings 55°on stage floor angle 440 x 780 x 440 mmdimensions WxHxD 26.9 kg



Full range Line Array Speakers

2 units of 5No. modules of HDL 20A per side or equivalent, and 2 No Subwoofers as SUB8006-AS or equivalent. Below are basic specifications for the subwoofers;Enclosure Bandpass-Horn

Components Custom-designed according to Montarbo® specifications

Frequency response

42 Hz ÷ 90 Hz (-3dB) no EQ.35 Hz ÷ 120 Hz (-10dB) no EQ.

Transducers 2 x 18" woofers, 4,5" voice coilNominal Impedance 4 Ω + 4 Ω

Max SPL 144 dB/1m with PLM6800 (1700 W + 1700 W, 4 Ω)

Mx handling power 2500 W + 2500 AES/4 Ω

Dispersion OmnidirectionalConnectors 8 poles Speakon®

Fittings Carrying handlesOptional wheels

Dimensions (WxHxD) 1160 x 605 x 900 mm

Weight 10 kg

Audio Mixers (Digital)

As Yamaha LS9-32 Digital Audio Consol or Equivalent

General Features

- Lightweight and Compact for Superior Portability and Handling. - Choose the Model that Suits Your Needs. - No-compromise Analog Circuit Design Delivers the Best Sound in this Class. - Intuitive Interface. - 16 or 32 Mono Input Channels Plus 4 Stereo Input Channels expandable up to 32 or 64 channels in Two Layers. - Extensive Channel Functionality. - 16 Mix Buses, 8 Matrix Buses, Plus Stereo and Mono Buses with LCR Mode. - Virtual Rack with Top-quality Effects. - Recall Safe and Recall Focus…Right Down to Head Amp Gain. - USB Memory Recorder/Player for Convenient Recording and BGM or Effect Playback. - Detailed Access Management. - LS9 Editor Software for Enhanced Operability and Programmability.

DetailsProduct Type Digital Mixing ConsoleAnalog Input Characteristics Specifications

Input Terminals Input 1-32


http://www.myshopping.com.au/GO--1229518051_shopping


Gain -62dB, +10dBActual Load Impedance 3kΩ

For Use With Nominal 50-600Ω Mics & 600Ω Lines

Input Level SpecificationsSensitivity -10dBu (245mV)Nominal +10dBu (2.45V)Max. before clip +30dBu (24.5V)

Connector XLR-3-31 type with latch(Balanced)

Analog Output Characteristics Specifications

Output Terminals Omni Out 1-16Input Terminals Impedance 75Ω

PHONES OUT 15ΩFor Use With Nominal 600Ω Lines

PHONES OUT 8Ω Phones, 40Ω Phones

Gain Switch +24dB (default), +18dB

Output Level SpecificationsNominl -2dBu (616mV)

PHONES OUT 75mW, 65mWMax. before clip +18dBu (6.16V)PHONES OUT 150mW

ConnectorXLR-3-32 type (Balanced), Stereo Phone Jack (TRS) (Unbalanced)

Digital Input Characteristics Specifications

Terminal 2TR IN DIGITAL, COAXIAL

Format IEC-60958Data Length 24bitLevel 0.5Vpp/75ΩConnector RCA Pin JackDigital Output Characteristics Specifications

Terminal 2TR OUT DIGITAL, COAXIAL

Format IEC-60958 Consumer Use

Data Length 24bitLevel 0.5Vpp/75Ω



Connector RCA Pin JackGeneral Specifications

Sampling FrequencyInternal: 44.1kHz, 48kHzExternal: 39.69 - 50.88kHz

Fader 100mm x 33

LCD Display 320 x 240 dots Graphic Color LCD

Phantom Power 48V

Power Requirements 170 W, 110–240 V, 50/60 Hz

Temperature Range Operation free-air +10°C to +35°CStorage Temperature Range -20°C to +60°CDimensions (W x H x D mm) 884 x 220 x 500

Net Weight 42.76 lbs (19.4 kg)Video mixer (Digital) SPECIFICATIONS

Video FormatsAnalog Y/C, Composite CCIR601 NTSC and PAL (PAL and NTSC are separate models).Analog Y.U.V. Video; Sony Betacam Standard.

Video InputsDV, Component, S(Y/C), Composite (4)

Video OutputsDV(1), Component(1), S(Y/C)(1), Composite (1), SDI Output (1)

Audio InputsVideo sources A to D, Music, Aux., Stereo Microphone

Audio Output2 Stereo main outputs and 1 stereo headphone (with volume control) 0.3wrms 8 ohm.

Audio SyncAdjustable Audio Delay Time: -19 frames to +3 frames.

Dual Channel Time Base CorrectionFull Frame Synchronization, 4:2:2, 13.5MHz.

Digital Effects IncludingA/B Rolls, A/B Dissolves, PIP, Border Lines, Chroma Key, Zoom, Mosaic, Black White, Art Paint, and over 50 Digital Effects with various transition speeds.

Position Control with Mosaic EffectsFull screen position control by Joystick with 2 rectangular Mosaic size options.

Instant Playback KeysF01 to F30 Programmable Keys.

RS-232 Data Control PortConnecting Datavideo RMC-90 remote control



panel.Connecting PC RS-232 for remote control.

GPI ControlRemote trigger control with Pre-programmed effects in sequence from F01 to F30

Digital Y.U.V. InterfaceSDI (SMPTE 259M - C270Mbps)

Color ProcessingBrightness +/- 10%Contrast +/- 3dBColor +3/-10dBR.G.B. White Balance: +/- 10 degrees

Signal/Noise RatioVideo > 55dBAudio > 65dB

Audio20 to 20KHz +/-3dBAudio THD < 1%

PowerInput: AC 90 to 240V auto-sensingOutput: DV 15V / 70W

Accessories AC/DC Power Adapter and Power Cord Carrying

Case 1.8M IEEE 1394 FireWire 6 to 4 Cable (6 ft.) 0.3M IEEE 1394 FireWire 6 to 4 Cable adaptor1.2M S(Y/C) Cable1.2M GPI Cable

Instruction Manual

Wireless Digital Microphones

As Sennheiser Digital 9000 or Equivalent

Power Amplifiers - 5000w As Yamaha T5n power amplifier or EquivalentScaler As Kramer or Equivalent. Below are the basic

specifications;4−input presentation switcher that handles composite video, HDMI, DVI, DisplayPort, computer graphics video and stereo audio and microphone signals.

Shall operates as a 3x1 composite video, 3x1 HDMI, 3x1 computer graphics video, 3x1 DVI−I, & 2x1 DisplayPort switcher, each with unbalanced stereo audio. The 3x1 DVI (digital) sections can be used for DVI signals or it can be used for 3 more computer graphics video (analog) signals using special breakout cables included with the device.

Shall operate as a 5x1 video switcher and a 14x1 audio switcher. The unit’s Audio Level Memory shall have the capacity to remember and return to the last audio level setting for each audio input signal during switching.

Shall have button selectable options for condenser or dynamic microphones and microphone & audio mixing options, including muting of the master audio output when a microphone signal is sensed.



It shall be HDCP compliant and HDTV compatible. Shall have flexible control options including IR remote, Ethernet, and RS−232 (supplied with PC control software), and two microphone inputs with a mixing facility.

Shall be a 19” 1U rack mountable, with rack “ears” included.



SECTION D: TECHNICAL PROPOSAL FORMAT

3. Proposal Preparation

In preparing the Technical Proposal, vendors are expected to examine the documents constituting this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal.

3.1 Vendors shall submit offers that comply with the requirements of the proposal documents. Vendors wishing to offer technical alternatives to the requirements of the bidding documents must also submit a bid that complies with the requirements of the RFP documents. In addition to submitting the basic proposal potential vendors shall provide all information necessary for a complete evaluation of the alternative, including technical specifications, breakdown of prices, proposed installation methods and other relevant details. Only the technical alternatives, if any, of the lowest evaluated proposal conforming to the basic technical requirements shall be considered.

3.2 The Client reserves the right to accept or reject any variation, deviation, or alternative technical proposal. Variations, deviations, and alternative technical proposals, which are in excess of the requirements of the bid documents or otherwise result in unsolicited benefits for the Client will not be taken into account in proposal evaluation.

3.3 The technical proposal must contain the following:

3.3.1 Details of the technical specification and performance characteristics of the items, the proposed model/make and components to be supplied. All components, materials and other supplies to be incorporated in the network installation must be new, unused, of the most recent or current models, and incorporating all recent improvements in design and materials.

3.3.2 The proposed methodology for implementation including a draft implementation schedule in the form of a bar chart.

3.3.3 The detailed project design and network layout of the proposed solutions

3.3.4 Details of experience and past performance of the vendor on Computerized Conference Management System



3.3.5 Details of recent experience (within the past five years) and current work at hand and other contractual commitments on Computerized Conference Management Systems, as well as reference sites

3.3.6 The overall qualifications and experience of key personnel proposed for administration and execution of the contract.

SECTION D: FINANCIAL PROPOSAL FORMAT

4 Financial Proposal

The Financial Proposal should be provided in the format shown in the Appendix and must include: 4.1 Confidential Business Questionnaire form.

4.2 Summary of Costs for the assignment must be broken down into the following major categories:

a) Equipment (all system components) as categorized in table C.3 b) Materials (miscellaneous items required for installation)c) Labour (all labor costs must be separate from equipment and

materials)c.1 Installationc.2 Training on systemc.3 Removal of existing CMS where applicable

d) Maintenanced.1 First year maintenance shall be free of charge (from

commissioning and handover of the project) d.2 Subsequent years maintenance to be paid by KICC

4.3 The Financial Proposal must clearly indicate the total bid cost, inclusive of taxes, for the complete design, supply, and installation of the Conference Management System.

4.4 All prices should be quoted in Kenya shillings or US Dollars.





SECTION E: APPENDICES


5.1. Technical Proposal-Standard Forms

5.2. Confidential Business Questionnaire

5.3. Summary of Costs

5.4. Sworn Anti-corruption Form

5.5. Technical Evaluation Matrix




1 TECHNICAL PROPOSAL-STANDARD FORMS

TECHNICAL PROPOSAL SUBMISSION FORM

[_______________ Date]

To: Name and address of Client

Ladies/Gentlemen:

We, the undersigned, offer to supply _______________________________________

_______________________________[Title of goods and services] in accordance with

your Request for Proposal dated ______________________[Date] and our Proposal.

We are hereby submitting our Proposal, which includes this Technical Proposal, [and a Commercial Proposal sealed under a separate envelope].

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

_______________________________[Authorized Signature]:

________________________________[Name and Title of Signatory]:

_________________________________[Name of Firm]:

_________________________________[Address]:



(ii). FIRM’S REFERENCES

Relevant Services Carried Out in the Last Five YearsThat Best Illustrate Qualifications

Using the format below, provide information on each assignment for which your firm or your associated vendor either individually as a corporate entity or in association, was legally contracted.

Assignment Name:

Country

Location within/outside Country:

Professional Staff provided by Your Firm/Entity(profiles):

Name of Client / Organization & Contact Person

No. of Staff:

Address: No of Staff-Months; Duration of Assignment:

Start Date (Month/Year): Completion Date Month/Year): Approx. Value of Services (Kshs)

Name of Associated Vendors. If any No of Months of Professional Staff

provided by Associated Vendors

Name of Senior Staff (Project Director/Coordinator Team Leader) Involved and Functions Performed

Narrative Description of project:

Firm’s Name: ___________________________________

Name and title of signatory;________________________



(iii). TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff Name Position Task

2. Support Staff

Name Position Task



(iv). FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

Proposed Position: _____________________________________________________________

Name of Firm: _________________________________________________________________

Name of Staff: __________________________________________________________________

Profession: _____________________________________________________________________

Date of Birth: __________________________________________________________________

Years with Firm: ___________________________ Nationality: ______________________

Membership in Professional Societies: __________________________________________

Detailed Tasks Assigned: _______________________________________________________

Key Qualifications:

[Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations].

Education:[Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree[s] obtained.]

Employment Record:[Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments.]

Certification:



I, the undersigned, certify that these data correctly describe me, my qualifications, and my experience._________________________________________________________ Date: ________________[Signature of staff member ]___________________________________________________________________ Date;______________[Signature of authorized representative of the firm]

Full name of staff member: _____________________________________________________

Full name of authorized representative: _________________________________________



(v). ACTIVITY (WORK) SCHEDULE

(a). Installation, configuration and commissioning

[1st,2nd,etc, are days from the start of assignment)1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th

Activity (Work)



FINANCIAL PROPOSAL-STANDARD FORMS

SUBMISSION FORM

Date--------------

To: Name and address of Client

Ladies/Gentlemen:

We, the undersigned, offer to (Description of Goods and Services)in accordance with your Invitation to Bid dated ------- (Tender No.------) and our Proposal. Our attached Financial Proposal is the sum of ---------(in words and figures) only, inclusive of value added taxes,

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Signed ----------------------------



2 CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in part 1 and either Part 2 (a), 2(b) or 2(c) and 2(d) whichever applies to your type of business.

You are advised that it is a serious offence to give false information on this firm.

Part 1 – General

Business Name________________________________________________

Location of Business Premises (Plot No) ____________________________

Street/Road _______________________________

Postal Address ____________________________

Tel No ________________________________

Country/Town ______________________________

Nature of Business _____________________________________________

Current Trade License No(Attach Copy) ______________ Expiring date_________

Maximum value business which you can handle at any time

KES ________________________________________________________

Name of you bankers __________________________________________

Branch _____________________________________________________

Postal Address ____________________________

Tel No ______________________________

Country/Town ___________________________

Part 2 (a) – Sole Proprietor



Your name in full __________________________ Age _______________

Nationality _____________________ Country of Origin ______________

Citizenship details ____________________________________________

Part 2 (b) – Partnership details

___________________________________________________________

___________________________________________________________

5.3. FORM A – SUMMARY OF COSTS

Component K Shs

EQUIPMENT (all system components)Design, Supply, Testing and Commissioning of Conference Management System (CMS) Note that separate unit prices must be provided for any items that can stand alone and/or operate outside of the system.MATERIALS (small items required for the installation of the system, extra wiring, sockets, tape, nails, any construction materials)LABORInstallation costs for all major components. Installation costs for any stand alone items must be broken outLABORTrainingLABOROtherMaintenance for the first year

Grand Total

Support and Maintenance costs for subsequent years (to be paid by KICC): K.Sh

________________________[Signature of bidder and date]



5.4. SWORN ANTI-CORRUPTION AFFIDAVIT

REPUBLIC OF KENYAIN THE MATTER OF OATHS AND STATUTORY DECLARATION

ACTCHAPTER 15 OF THE LAWS OF KENYA

ANDIN THE MATTER OF THE EXCHEQUER AND AUDIT (PUBLIC

PROCUREMENT), REGULATIONS, 2001.

I………………………………..of P. O. Box………………………………….being a resident of………………………… in the Republic of Kenya do hereby make oath and estate as follows:-

1. THAT I am the Chief Executive/Managing Director/Principal Officer/Director of……………………………….(name of the candidate) which is a Candidate in respect of Tender Number………………………….to supply goods, render services and/or carry out works for Kenyatta International Conference Centre and duly authorized and competent to make this Affidavit.

2. THAT the aforesaid Candidate has not been requested to pay any inducement to any member of the Board, Management staff and/or employees and/or agents of Kenyatta International Conference Centre, which is the procuring entity.

3. THAT the aforesaid candidate, its servants and/or agents have not offered any inducement to any member of the Board Management, Staff and/or employees and/or agents of Kenyatta International Conference Centre.

4. THAT what is declared hereinabove is true to the best of my knowledge information and belief.

SWORN at NAIROBI by the said }

……………………………………………………………… }

Name of Chief Executive/Managing Director/ }Principal Officer/Director }

On this………………….day of…………………..20…. }}



Before me }}

Commissioner for Oaths }

5.5 Technical Evaluation Matrix

Criteria Maximum Points

Points Awarded

A Supplier's Background & Aptitude on CMS (50%)

1Bidder/Partner Experience in PA,CMS & EVS in Conference facilities (Establishes experience of bidder/partner in this field).

(9 Max)

> 6 years: 93-6 Years: 5<3 Years: 1

2References (Establishes how well bidder's/partner’s similar solutions were implemented in an International Conference Centre)

(5 Max)

3 and above 52 No. 21 No. 1

3Manufacturer's Authorization (Award only to authentic authorization letters showing full support from the manufacturer )

(6 Max)

Authorization letters showing full support from the manufacturer (Shall be directly address to the Managing Director KICC from the manufacturer)

3

Samples of Core Components (e.g. Discussion Units, IR Receivers, etc) from vendors/partners reference site or physical components or Proof of compliance to European Electronic and Electrical Standards for items to be supplied.

3

4Completeness of Proposed Solution (Determines how well proposed solution meets KICC requirements)

(22 Max)

Conformance to wireless/wired requirements 4Fully redundant Interpretation & Wireless/wired Discussion System (at least 31 languages)

4



Fully redundant Video Display And Tracking System 3Sound Equipment and corresponding redundant units 5Electronic Voting Unit and redundant units 1Live Video/Audio Streaming Unit and redundant units 2RFID Unit (Full description on its application for the CMS and Access Doors)

2

Power Supply/UPS and AC Unit 2

5Capacity Building (Guarantees that system will be optimally administered and utilized)

(4 Max)

Manufacturers Technical Support 2Technical Training (Manufacturers Site Visit both management & technical sessions) NB: Provide detailed breakdown of items to be covered during technical training

2

6 CVs of Technical Staff (Verifies technical capability of system installers) (4 Max)Manufacturer's staff CV: / Certification on CMS 2

Staff Experience on CMS&EVS (Vendor) 2

BRedundancy; Warranty for the product, Brand Origin, and guarantee of spare parts (out of 20%)

1Maintenance and Support (Ensures solution will be effectively maintained and supported)

(5 Max)

Manufacturer warranty(at least 5 years on parts and technical support) 2

Lifetime support 1Quarterly maintenance schedules 1Hot spares for key components 1

2

Robustness of Core Components (To ensure even if one component failed business would not be disrupted at least not for more than 2 minutes – seamless changeover setup)

(10 Max)

Interpretation & Wireless Discussion System 2

Video Display And Tracking System 2Sound Equipment 2



Electronic Voting Unit 1Live Video/Audio Streaming Unit 1Presentation Unit – Intelligent Multimedia Lectern 1

RFID System 1

3

Manufacturer’s Brand Recognition and Certification (Recognizes brand presence Internationally as well as assures product conformity to International Standards)

(5 Max)

ICCA or equivalent Membership / Commendation 2

KEBS Verification and Certification 3

C Project Design & Preparedness (out of 10%)

1Project Design, Layout and Preparedness (To measure vendor understanding and threading the requirements together)

(7 Max)

Project analysis report 2Work plan and Implementation schedule 1Technical Training (detailed course contents) 1

User Training (detailed course contents) 1Project Design, System Linkage and Schematic simulation of the proposed system showing system redundancy and failover measures

2

2 Implementation Period (Compares proposed project roll-out durations) (3 Max)

<3months 3>3 and <4 months 2> 4 months 0



Section F: MANUFACTURERS AUTHORISATION SAMPLE FORM

To: [name of the Procuring entity]……………………….. WHEREAS …………………………………………………………………………………. [name of the Manufacturer] who are established and reputable manufacturers of…………………………………………. [name and/or description of the goods] having factories at…………………………………………………………………………. [address of factory] do hereby authorize……………………………………………………………………………. [name and address of Agent] to submit a tender, and subsequently negotiate and sign the Contract with you against tender No………….. …………………………………………………… [reference of the Tender] for the above goods manufactured by us. We hereby extend our full guarantee and warranty as per the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Tenders.

[signature for and on behalf of Manufacturer]

Note: This letter of authority should be on the letterhead of the

Manufacturer and should be signed by a person legally authorized to do so on behalf of the company.

◄END►
