Terms of Reference - UNICEF · SoundStation or Nortel handset). ... Equipment in room: Polycom HDX 8000 HD Overhead projector and pull down screen Polycom SoundStation Mixer amplifier

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Terms of Reference

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Contents

1.0 INTRODUCTION .............................................................................................................2 1.1 CONTEXT ........................................................................................................................... 2 1.2 OVERVIEW......................................................................................................................... 2

2.0 UNICEF REQUIREMENT .....................................................................................................3 2.1 DESCRIPTION OF GOODS AND SERVICES .......................................................................................... 3

3.0 EVALUATION .................................................................................................................3 3.1 MANDATORY REQUIREMENTS ...................................................................................................... 3 3.2 TECHNICAL EVALUATION CRITERIA ................................................................................................ 4

4.0 COMMERCIAL EVALUATION ..............................................................................................4

APPENDIXES ..........................................................................................................................6

APPENDIX 1 – ROOM DIMENSIONS, PICTURES AND EQUIPMENT .............................................6 A.1.1 3 UN Plaza, 2nd floor conference room ..................................................................... 6 A.1.2 3 UN Plaza, 3rd floor conference room ...................................................................... 6 A.1.3 3 UN Plaza, 4th floor conference room ...................................................................... 7 A.1.4 3 UN Plaza, 5th floor conference room ....................................................................... 7 A.1.5 3 UN Plaza, 6th floor conference room ...................................................................... 8 A.1.6 3 UN Plaza, 7th floor conference room ....................................................................... 8 A.1.7 3 UN Plaza, 8th floor conference room ....................................................................... 9 A.1.8 3UN Plaza, 9th floor conference room ........................................................................ 9 A.1.9 3UN Plaza, 10th floor conference room .................................................................... 10 A.1.10 3UN Plaza, 11th floor conference room ............................................................... 10 A.1.11 3UN Plaza, 12th floor conference room ............................................................... 11 A.1.12 3UN Plaza, 13th floor – Deputies conference room ............................................. 11 A.1.13 3UN Plaza, 13th floor – Ludwig conference room ................................................ 12 A.1.14 3UN Plaza, 13th floor – Maurice Pate conference room ..................................... 13 A.1.15 633 Third Avenue, 22nd floor conference ............................................................. 14 A.1.16 633 Third Avenue, 24th floor conference ............................................................. 14 A.1.16 633 Third Avenue, 25th floor conference ............................................................. 15 A.1.17 633 Third Avenue, 26th floor conference ............................................................ 15

APPENDIX 2 – PROCEDURES AND PURPOSE OF THE CONFERENCE ROOM FACILITIES .............. 16

ANNEX A – TECHNICAL PROPOSAL TEMPLATE ....................................................................... 17

ANNEX B – COMMERCIAL PROPOSAL TEMPLATE ................................................................... 17

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1.0 Introduction This document provides technical information required for qualified parties to submit

Bids to upgrade UNICEF Headquarters Conference Rooms to support

Video/Audio/Web Conferences.

1.1 Context UNICEF Headquarters in New York City are divided between two buildings – 3

United Nations Plaza (UNICEF House) and 633 Third Avenue. We have 14

conference rooms in UNICEF House and 4 conference rooms in 633 Third

Avenue. Each conference room is equipped with a conference phone (Polycom

SoundStation or Nortel handset). Some have flat panel monitor/projector screens,

and a Polycom Video Conference unit, as well as telephone and Ethernet

connections. In order to ensure that we meet the growing need for audio, video,

and web collaboration sessions with UNICEF offices around the world and with

our partners, UNICEF wishes to solicit offers from suitable Bidders to upgrade

our conference rooms with additional audio/visual capabilities. The equipment

distribution matrix is in Annex B and Appendix 1 for the room designs.

In view of the results of this exercise, UNICEF will consider and adopt different

approaches to meeting this need depending on the cost and availability of the

proposed solutions. Some of the options which will be considered are: (a)

provide basic upgrades to all or some of our conference rooms, (b) provide full

upgrades to all or some of our conference rooms, (c) provide full upgrades to

some conference rooms while providing basic upgrades to other conference

rooms, etc. In short, UNICEF seeks solutions offered in a modular fashion such

that we have an option to select the best option for each conference room.

Detailed requirements have been included in Annex B.

While the details in Appendix 1 and Annex B give an indication of the potential

size of the engagement, this document does not imply a commitment by UNICEF

to contract for a specific number of conference rooms. Final number of

conference rooms may either increase or decrease depending on the needs of the

organization.

1.2 Overview

UNICEF increasingly relies on remote collaboration tools such as audio, video

and web conferencing to help its staff overcome geographical limitations in their

day-to-day interactions with colleagues, partners and clients. These tools help

UNICEF increase its productivity, increase collaboration, reduce costs while

reducing its carbon footprint and become more environmentally friendly.

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2.0 UNICEF Requirement UNICEF is looking to upgrade its conference rooms to support audio/video/web

conferences with minimum user input. The conference room should support audio

conference calls over telephones lines, video conferences, and web conferences. The

vendor should propose a topology for each room, the arrangement of video

conferencing equipment; microphones, speakers, control panels, matrix switches,

equipment rack and all accessories in the technical proposal. Also required is a

topology for seating and table arrangements, lighting fixtures and paint color.

The end result is a user should be able to collaborate with remote participant(s) using

a computer for presentations, audio and video with minimal technical support. Using

a control panel, initiate and terminate video/audio/web conferences, control lights

(dimming, off/on), playback and record audio/video conferences.

2.1 Description of goods and services:

Refer to Annex B

Bidders are to note:

UNICEF may require them to work in the evening or on weekends to

avoid disruption of business operations.

A site visit is mandatory (Date: 25 June, 2014)

3.0 Evaluation

3.1 Mandatory Requirements Please refer to ANNEX A – TECHNICAL

PROPOSAL TEMPLATE

The following additional mandatory requirement documentation must be provided

as further outlined in ANNEX A – TECHNICAL PROPOSAL TEMPLATE

A.2 Topology (A total of five topologies, one topology per group)

Certificate of Incorporation

Certificate of Insurance

Only proposals that satisfy ALL Mandatory Requirements will be considered

further

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3.2 Technical Evaluation Criteria

Maximum

Points

3.2.1 Organizational Experience and Profile 10

Experience in conducting similar projects within the

Last five years

3.2.2 Project Team Composition and Experience 5

Experience and suitability of the key team members

Industry qualifications and licenses

3.2.3 Technical evaluation of equipment 45

Total Technical 60

The following technical requirement documentation must be provided as

further outlined in ANNEX A – TECHNICAL PROPOSAL TEMPLATE

A.3 Technical requirements- Equipment and services (45 Points)

A.4 Company Qualifications (10 Points)

A.5 Project Team Qualification (5 Points)

Only proposals that receive a minimum of 40 points will be considered

further

4.0 Commercial Evaluation All vendors are required to submit itemized pricing according to Conference Room

Groupings given in ANNEX B – COMMERCIAL PROPOSAL TEMPLATE. The proposal

should be valid for a period of 90 days after the submission deadline.

The lowest financial bid will receive the following maximum score:

All other proposals will receive points in inverse proportion according to the

following formula:

Financial Score = Lowest Bid ($)

X 100 (Maximum Score) Bid being Scored ($)

Financial Evaluation Criteria Score

Lowest Bid 40

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Total Score

Finally, the overall score for each of the proposals is calculated based on a ratio of

60% - 40% between the technical and commercial proposal

The total score for each bidder will be the weighted sum of both scores, as shown

below. The maximum total score is 100 points.

Total Score = 60% Technical Score + 40% Financial Score

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Appendixes

Appendix 1 – Room Dimensions, pictures and equipment

A.1.1 3 UN Plaza, 2nd floor conference room

A.1.2 3 UN Plaza, 3rd floor conference room

Equipment in room: Polycom HDX 8000 HD

Polycom SoundStation Seating Capacity: Approximately 15 persons

Equipment in room: Polycom HDX 8000 HD Polycom SoundStation

Seating Capacity: Approximately 20 persons

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A.1.3 3 UN Plaza, 4th floor conference room




Equipment in room: Polycom SoundStation Seating Capacity: Approximately 15 persons

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Equipment: Polycom SoundStation



Polycom SoundStation


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A.1.8 3UN Plaza, 9th floor conference room



Equipment in room: Polycom SoundStation Seating Capacity: Approximately 20 persons

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Equipment in room: Polycom VSX 7000A Seating Capacity: Approximately 20 persons

Equipment in room: Polycom HDX 8000 HD Seating Capacity: Approximately 20 persons

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A.1.12 3UN Plaza, 13th floor – Deputies conference room

Equipment in room: Polycom HDX 8000 HD Seating Capacity: Approximately 20 persons



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A.1.13 3UN Plaza, 13th floor – Ludwig conference room



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A.1.14 3UN Plaza, 13th floor – Maurice Pate conference room


Overhead projector and pull down screen

Polycom SoundStation

Mixer amplifier

Ceiling microphones and speakers


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A.1.15 633 Third Avenue, 22nd floor conference

A.1.16 633 Third Avenue, 24th floor conference

Equipment in room: Polycom SoundStation

Seating Capacity: Approximately 100

Persons

Equipment in room: Digital Speakerphone


persons

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persons



persons

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Appendix 2 – Procedures and purpose of the conference room facilities

Full Service Conference

A Full Service Conference is an Audio, Video or Web Conference that is extremely

important and/or usually involves colleagues at the organization’s senior management

level (Executive Director, Deputy Executive Director). Full Service Conference sessions

must be specifically requested by the hosting office. For these types of sessions, ITSS

will provide a high-quality concierge service:

Video Conference (VC)

Participant Locations. For a quality video conference session, participants should be

seated in meeting rooms equipped with room videoconference equipment and a quality

conference phone.

Web Conference

Participant Locations. For a quality web conference, participants should be seated in

offices or meeting rooms equipped with a robust PC connected to a wired LAN

connection, installed with web conferencing software (e.g. Lync, Skype, WebEx),

dedicated microphone and speakers for audio, and a web camera for video. In many

cases, the PC is connected to a large screen display so that participants in the meeting

room are able to see the video and shared content.

Collaboration. Web conferences – where content is shared over the Internet – allow for a

highly collaborative meeting experience amongst participants as they provide features

such as Instant Messaging (IM), audio/video, sharing presentation and documents,

desktop and application sharing and white boarding. Some of the common use cases for

Web conferences are small group meetings, delivering presentation and training,

collaborating on document revisions, providing remote technical support.

Audio Conference

Participant Locations. For a quality audio conference, participants should be seated in

offices or meeting rooms equipped with a robust conference phone.

Assisted Conference Assisted audio, video, web conference is targeted at Business As Usual interactions with

remote colleagues. As opposed to the Full Service Conference, Assisted Conferences are

not monitored – there is no vendor attendant or UNICEF ICT staff present throughout the

meeting.

This service includes audio conference, Web conference (using MS Lync, Skype,

WebEx) and Videoconference.

Assisted audio and video conferences must be requested to the office’s ICT Helpdesk.

Assisted web conferences must be scheduled by the meeting’s host.

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Participant Locations

If there is more than 1 person in a room, a meeting room with the appropriate equipment

(e.g. conference phone, video conferencing unit, large screen display) will be used.

If the UNICEF staff audience size is appropriate a “Roundtable” can be used (a voice-

activated web cam positioned on a meeting table)

Remote participants can join by traditional room videoconference equipment (for video

conferences), Skype or MS Lync (for web conferences) or phone (for audio conferences)

Self-Service Conference

Self-service audio, video or web conferences are scheduled by the organizers themselves,

without the need to open a service call. The organizer needs a bit of familiarity with the

various available options and may ask Help Desk for advice.

Audio conference:

For up to 3 participants using the UNICEF table phones or 6 participants using the

conference phones for any number of participants using Skype

Web conference; for any number of participants using Skype

MS Lync Online – for up to 250 participants

Webinar/Streaming

These sessions usually are a one-to-many communication with limited feedback from the

audience (questions mostly). Webinars must be requested to the Global Helpdesk.

High-end conferences with a large amount of attendees that require streaming of the

event should be handled in the way Division of Communications, UNICEF manages this

type of event, through a professional company such as Livestream or Ustream.

Ubiquitous Audio/Video/Web Conferencing

For ubiquitous, open access from various business and consumer endpoints, including

desktop and mobile, the Blue Jeans video bridging service will be used. Blue Jeans

provides cloud-based, multi-party video conferencing service as an alternative to

hardware/software based infrastructure. The service allows for integration between

Microsoft Lync Online, Web browsers, Skype, room videoconference equipment, Google

Chat or phone.

ANNEX A – TECHNICAL PROPOSAL TEMPLATE

ANNEX B – COMMERCIAL PROPOSAL TEMPLATE

ANNEX C– SITE VISIT SCHEDULE

Documents

Terms of Reference - UNICEF · SoundStation or Nortel handset). ... Equipment in room: Polycom HDX 8000 HD Overhead projector and pull down screen Polycom SoundStation Mixer amplifier