VC RFP Sud PDF

RFP- Procurement of Video Conferencing System STAR UNION DAI-ICHI LIFE INSURANCE CO. LTD.
Procurement of Video Conferencing system
Request for Proposal
Tender Ref No: SUD/IT/VC/001 Dated: 3rd Jan 2011
Issue Date: 3rd January 2011
Last Date of submission of Proposal: 10th January 2011
This document and the information contained herein are confidential to and the property of
SUD. Unauthorized access, copying and replication are prohibited. This document must not be
copied in whole or in part by any means, without the written authorization of SUD. This
document should be used only for intended purpose purported by the non-disclosure
agreement signed by you or your representative organization.
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Table of Contents
1. Overview ................................................................................................................................... 4
1.1 Background ........................................................................................................................ 4
1.2 Purpose of RFP ................................................................................................................... 4
1.3 Current System .................................................................................................................. 4
1.4 Overall Objective................................................................................................................ 5
1.5 Scope of RFP ...................................................................................................................... 5
1.5.1 Functional Requirements ............................................................................................ 6
1.5.2 Non-Functional Requirements .................................................................................... 6
1.6 Consortium ........................................................................................................................ 6
2. Proposal Preparation ................................................................................................................. 6
2.1 Proposal Format................................................................................................................. 7
2.2 Competency Details ........................................................................................................... 7
3. Terms & Conditions of the Contract ........................................................................................... 8
3.14 Acceptance of Proposals .................................................................................................. 12
3.15 Evaluation and Selection .................................................................................................. 12
3.15.1 Techno-commercial scoring ...................................................................................... 12
3.16 Liability for Errors ............................................................................................................. 13
3.17 Acceptance of Terms ........................................................................................................ 13
3.18 Ownership of Proposals ................................................................................................... 13
3.19 Use of Request for Proposal ............................................................................................. 13
3.20 Bidder Exception Notice ................................................................................................... 14
3.21 Deviation Sheet ................................................................................................................ 14
3.22 Payment Terms ................................................................................................................ 14
3.22.1 Equipment vz. Hardware/ Software .......................................................................... 14
3.22.2 Facility Management ................................................................................................ 15
3.23 Other Terms & Conditions ................................................................................................ 15
3.23.1 Uptime ..................................................................................................................... 15
3.23.2 User Acceptance....................................................................................................... 15
3.23.3 Project Reporting ..................................................................................................... 15
3.23.4 System maintenance and support............................................................................. 16
Annexure – 1 ................................................................................................................................... 17
Annexure – 2 ................................................................................................................................... 19
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Annexure – 3 ................................................................................................................................... 31
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1. Overview
1.1 Background
Star Union Dai-ichi Life Insurance Company Ltd. (SUD) is a joint venture between Bank Of India &
Union Bank India, India's leading public sector banks and Dai-ichi Mutual Life Insurance, one of
the top ten world leaders in insurance which has been incorporated with the primary objective
of carrying out life insurance business in India.
1.2 Purpose of RFP
This Request for Proposal (RFP) is to invite proposals from Bidders (System Integrators) for
procurement, installation and commissioning of Total Video Conferencing (VC) Solution on MPLS
Network at identified locations of SUD life. The Bidder could be a System Integrator or a
manufacturer of Video Conferencing Equipment. Detailed technical and functional specifications
are as mentioned below in the document. The proposed Total Video Conferencing Solution
comprises of the following:
1. Procurement, installation and commissioning of High Definition Video Conferencing
Equipment and peripherals.
2. Locations: Detailed addresses are given in Annexure –I
3. Procurement of High Definition Multi-conferencing Unit for many to many video
conferencing.
4. Procurement of solution for PC to PC (Desktop to Desktop) Video Conferencing via
Internet.(One to One and One to Many )
5. Solution for Video Conferencing simultaneously via the MPLS Network as also via
Internet using Laptop/ Desktop.
6. Solution for Video Streaming via MPLS as well as via Internet concurrently.
7. All the products should cover 03 years Warranty. The bidder should have a support
arrangement with OEM to extend the support during the product life cycle. The bidder
should produce the documentary evidence that the bidder has taken OEM support for
the supplied equipments. The documentary evidence should be in the form of letter
from OEM addressed to SUD confirming that the serial number of supplied equipments
are covered under three years OEM advance replacement services. Failure to produce
the letter at the time of submission of offer would result in rejection of the bid.
1.3 Current System
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Regional Offices of SUD are connected to SUD Data center over MPLS network. The current
bandwidth is 256K per location. Currently there is no video conferencing system available with
the Company.
1.4 Overall Objective
The Company needs a Video Conferencing system that provides a communication channel
across the organization. The technology should enable the Head office to communicate with the
Regional Offices over the MPLS /ISDN network and the Sales Force via the internet. Regional
Offices must be able to communicate with in themselves & HO over the MPLS/ISDN or the sales
force over the Internet. The solution should also provide recording and streaming features
enabling the organization to record training programs and stream across.
The strategic intent is to enable a quick video communication channel, thus saving the cost and
efforts on physical travelling.
1.5 Scope of RFP
The company would require the Vendor to provide
1. A high level solution architecture

2. The Bidder should provide an end-to-end solution for the identified locations, including
but not limited to supply of the required Video Conferencing Equipments with
accessories, peripherals like Projector, Screen, Speaker System etc. and installation,
performance testing, commissioning, warranty, annual maintenance etc. The Company
will use the existing MPLS Network for VC. It would be responsibility of the Bidder to co-
ordinate with the MPLS Network Service Provider to ensure the VC solution is properly
tested and made to work
3. The Bidder will have to supply, install and implement the VC solution
a. At the Company’s identified locations
b. The Bidder should develop a project implementation plan indicating milestones
and deliverables to SUD
c. The project implementation plan will be monitored regularly and delay in
achieving milestones and deliverables will be analyzed and corrective action
taken.
4. The Company will provide necessary infrastructure like Windows based PC, Printer,
Email facility, Work space, furniture and electricity in the branch to enable the vendor to
complete the tasks.
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5. To provide adequate training and operational guidelines to designated Company

personnel
6. The Bidder will be required to perform Proof of Concept (POC) during the technical
evaluation process to demonstrate the following
a. The Video Conferencing facility via ISDN

b. The video Conferencing facility via Banks WAN
c. VC through PC to PC, Desktop to Desktop (one-to-many) via internet
d. VC through One to Many, desktop to desktop, sharing of desktop, power point
presentations with simultaneous viewing of the person
e. Video Streaming via Internet
1.5.1 Functional Requirements
Details Mentioned in Annexure – 2
1.5.2 Non-Functional Requirements
Details mentioned in Annexure – 3
1.6 Consortium
- If the Bidder is not a manufacturer he should provide documentary evidence (e.g.

Manufacturers Authorization Form) for having tied up with all the participating agencies.
- The Bidder will be the one point contact to provide the solution to the Bank. The bidder will
provide the Company a Total Video Conferencing solution.
- The Company reserves the right to inspect such installation/s while evaluating the Technical
Bid. The Bidder should obtain permissions and bear all the expenses in this regard.
2. Proposal Preparation
This section defines the proposal preparation and submission procedures, which are to be
followed by all Bidders. Bidders are cautioned to carefully read and follow the procedures
required by this RFP. Please note that deviations may be cause for rejection of your proposal
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2.1 Proposal Format
Evaluation of proposals is made easier when Bidders respond in a similar manner. The response
should contain the following information, in addition to the information that the bidder is willing
to provide on bidder’s own
- Bidder’s name and address, telephone number, email address and a contact person
- One page letter of introduction identifying the Bidder and signed by the person or persons
authorized to sign and bind the Bidder to statements made in the proposal. The returned
RFP will be referenced as an attachment if/when a contractual agreement is executed. This
document has to be uploaded and mapped with this corresponding schedule
- The RFP response should be in a word document format with the necessary excel sheet
embedded in word, and at a minimum should include
o Solution Architecture
o Response to Annexure – 2
o Response to Annexure – 3
2.2 Competency Details

Please provide the competency of your organization in implementation and support of Video
Conferencing solution. Typically attach documentation/presentation on successfully executed
VC projects where the VC solution from the bidder company are successfully implemented and
providing the required result.
The Bidder must have implemented minimum of 03 such projects in last 2 years.
2.3 Notification of Changes
All recipients of this RFP will be notified of any changes if any made to this document prior to
the due date of submission of proposals
2.4 Changes to Proposed Wording
The Bidder will not be permitted to change the wording of its proposal after submission to the
Company. No words or comments will be added to the general conditions or detailed
specifications unless requested by the Company for the purposes of clarification.
2.5 Bidder’s Expenses
Bidders are solely responsible for their own expenses in preparing a proposal and for
subsequent negotiations with the Company, if any
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2.6 Currency and Taxes
Prices quoted are to be:

- In Indian rupees;
- Inclusive of all taxes.
- Octroi charges, entry tax (if applicable) will be paid on actual on production of suitable
evidence on payment by the supplier.
- Vendor has to arrange for waybill and road permits
2.7 Completeness of Proposal
By submission of a proposal, the Bidder warrants that all components required to manage the
program have been identified in the proposal or will be provided by the Company at no charge
3. Terms & Conditions of the Contract
3.1 Acknowledgement
Please acknowledge the receipt of this document by sending an e-mail to

sanjay.tiwari@sudlife.in. Please include the contact information for person who will be directly
responsible for completing the RFP.
3.2 Proposal Deadlines
The Company must receive duly completed and signed proposals not later than 10th Jan 2011 at
1800 hrs (IST).
Bidders are requested to note that they have to submit their response to the RFP in hard copy
as well as electronic (CD) copies before the deadline of the submission date. Any decision to
extend the submission date will be at the sole discretion of the Company. Job Fitment and
Commercial (Annexure 2 and 3 respectively) responses including the printed, signed documents
and CDs should be enclosed in separately sealed envelopes and both these envelopes should be
enclosed in a master envelope which should be received at the address mentioned below before
the due date.
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Title: RFP for Procurement of Video Conferencing System
Kind Attn: Mr. Sanjay Tiwari
Star Union Dai-ichi Life Insurance Company Limited

11th Floor, Raghuleela Arcade,
IT Park, Sector 30A,
Opp Vashi Rly Stn.,
Vashi Navi Mumbai 400703
Proposals received after the time and date specified above may, at the Company’s sole
discretion, be rejected and will remain unopened, destroyed and eliminated from consideration.
Please do not send your RFP responses to any other Company’s employee. Responses sent to
any other location other than the above address and email id will not be considered
3.3 Format of Proposal
Proposals must be submitted in accordance with the instructions contained in the RFP and must
include all information and materials requested in the RFP. Bidders are cautioned that proposals
that do not follow the form required by, or contain the information requested in, the RFP shall
be subject to rejection without review.
Bidders may include any additional information and material they wish; however, such material
(e.g. alternative services and/or features) shall be identified in a separate attachment
("Attachment"). Any such attachment shall identify the applicable RFP Section or Subsection to
which it is responsive and shall be incorporated into and be made a part of the proposal.
If a Bidder believes that it can offer Contract conditions that may be more favorable to the
Company than those set forth in the RFP, Bidder shall include such conditions in a labeled
addendum to their response as an Attachment to the proposal. However, Bidder must still
complete all specifications as set out in the RFP.
An authorized officer of the Bidder or other person authorized to bind Bidder in this matter
must sign the returned proposals.
3.4 Further Inquiries and Questions Regarding RFP
All inquiries that arise regarding the RFP must be submitted in writing (via email) by close of
business on 5th Jan 2011. Inquiries must be made only via e-mail and only to
sanjay.tiwari@sudlife.in. Responses to such inquiries will be made via e-mail, on or before 7th
Jan 2011. No confidential information will be shared. Bidder agrees to designate one point of
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contact for all RFP and/or proposal communications. This point of contact should be clearly
defined in the RFP response, as the single point for questions and clarifications on the RFP
response.
3.5 Company’s Obligations
The submission and receipt of proposals does not obligate the Company in any way. The Company
shall not be liable for any costs incurred by Bidders in the preparation, presentation or any other
aspect of the proposals received by reason of this request, nor is the Company obligated to
negotiate separately with any sources whatsoever in any manner necessary to serve Bidder's best
interests. The Company makes no representation, implied or express, that it will accept and approve
any proposal submitted. Any and all Contracts which result from this RFP shall be non-exclusive, as-
ordered agreements
3.6 Proposal Evaluation
Proposals submitted may be reviewed and evaluated by any person at the discretion of the
Company’s internal evaluation team, including non-allied and independent consultants retained by
the Company now or in the future for the sole purpose of obtaining evaluations to proposals.
Bidders may be asked to further explain or clarify areas of their proposal in writing during the
evaluation process. The evaluation will be two stages
1. Stage 1: - Technical evaluation for the application for the skill set
2. Stage 2: - Commercials evaluation of the bid
Bidders are expected to submit their best bid in response to the RFP. If required the Company’s
internal evaluation team may notify Bidder(s) for follow-up presentation and interactive session or
visit to their development centers. Bidder would be intimated at least 1 day in advance for the same.
The bidders should submit their Technical bid (Annexure 2) and commercial bid (Annexure 3) in
two different sealed envelopes clearly specifying the purpose at the top of the envelopes.
3.7 Process of Awarding the Final Contract
The Company will award the contract to the Bidder(s) on the basis of the combined score of Job
Fitment evaluation and Commercial evaluation.
3.8 RFP Terms and Conditions Applied to Final Contract
The terms and conditions of the RFP, including the specifications and the completed proposal, will
become, at the Company's sole discretion, part of the final Contract (the "Contract") between the
Company and the selected Bidder. In the event that responses to the terms and conditions will
materially impair a Bidder's ability to respond to the RFP, Bidder should notify the Company in
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writing of the impairment. If Bidder fails to object to any condition incorporated herein, it shall mean
that Bidder agrees with, and will comply with the conditions set forth herein. Any exceptions to the
terms and conditions or any additions, which Bidder may wish to include in the RFP, should be made
in writing and included in the form of an attachment to the applicable Section in the RFP
3.9 Terms Binding on Bidder
Following the date for submission of proposals, and prior to Contract award, the RFP shall be binding
upon Bidder in all respects for a period of 180 days.
3.10 Hold Harmless
In submitting a proposal, Bidder understands that the Company will determine at its sole discretion
which proposal, if any, is accepted. Bidder waives any right to claim damages of any nature
whatsoever based on the selection process, final selection, and any communications associated with
the selection. The Company reserves the right to award the Contract to the Bidder(s) whose
proposal is deemed to be the most advantageous in meeting the specifications of the RFP. In
addition, the Company reserves the right to add or waive any requirements contained in this RFP at
its sole discretion with regard to proposals submitted. The Company’s decision on award of Contract
shall be final and binding on all the Bidders.
3.11 Confidentiality Provision
The terms of this RFP, the information provided by the Company herein and all other information
provided by Bidder in connection with the services offered to be provided by the Bidder pursuant to
this RFP, are to be treated by Bidder as strictly confidential and proprietary. Such materials are to be
used solely for the purpose of responding to this request. Access shall not be granted to third parties
except upon prior consent of the Company and upon the written agreement of the intended
recipient to treat the same as confidential.
3.12 RFP Schedule
Listed below are the key steps and dates for this RFP process:
The Company electronically distributes RFP to 3rd Jan 2011

Bidders
All inquiries regarding RFP due by close of 5th Jan 2011
business
Bidders’ deadline for submitting responses to 10th Jan 2011

RFP
3.13 Sub-Contracting
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The services offered to be undertaken in response to this RFP shall be undertaken to be provided by
the Bidder directly employing their employees, and there shall not be any sub-contracting done by
the Bidder.
3.14 Acceptance of Proposals

The Company reserves the right to modify the terms of the RFP at any time at its sole discretion and
the same will be uploaded on our website http://www.sudlife.in . The bidders have to remain
updated about the same from the website and the Company will not be responsible for such
information not being downloaded by the bidder. Subsequent to the submission of proposals,
interviews and negotiations may be conducted with one or more Bidders, but there will be no
obligation to receive further information, whether written or oral, from any Bidder not to disclose
the nature of any proposal received.
This RFP should not be construed as an agreement to purchase products or services. The Company is
not bound to accept the lowest price or any proposal of those submitted. Proposals will be assessed
in accordance with the evaluation criteria.
3.15 Evaluation and Selection
A committee will evaluate proposals against the mandatory criteria as detailed herein. Proposals
meeting all the mandatory criteria will then be assessed and scored against the evaluation criteria.
Subject to the result of commercial evaluation being satisfactory, it is the intent of the Company to
call for a discussion to showcase the bidder capability to implement the solution. This includes
review of organization history, organization competency to execute similar projects, etc. The Bidder
may be requested to give a demonstration of the similar projects executed. Based on the discussion
and subsequent commercial evaluation, the Company will select one or two bidders and enter into
contracts with them. The Company’s decision on evaluation shall be final and binding on all the
bidders.
3.15.1 Techno-commercial scoring

The commercial bid of the technically shortlisted bidders will be opened and the bidders will be
ranked as L1, L2, L3, etc on the basis of their prices offered (final offered price will be calculated on
the basis of weighted average of prices for various items mentioned in BOM).
There would be a weight-age of 60% to the Technical score and 40% for the Commercial price. The
maximum marks (Total score) for Technical and Commercial proposals would be 100. It would be
normalized as under for each bidder:-
Total Score = 0.6 x T (s) + 0.4 x F(s)
Where;
F(s) = (LP / BP) x 100
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Acronyms:
 T(s) stands for technical score out of 100 for the bidder.
 F(s) stands for percentage of a bidder’s commercial price compared to the lowest quoted
price among the bidders whose commercial bids are opened.
 BP stands for Bidder’s price.
 LP stands for lowest price among all the bidders.
The proposals will be ranked in terms of Total Scores arrived at as above. The proposal with the
highest Total Score will be considered first for award of contract and will be invited for price and
contract negotiation.
3.16 Liability for Errors

While the Company has used considerable efforts to ensure an accurate representation of
information in this RFP as per its current understanding of the requirements, the information
contained in this RFP is supplied as a guideline for Bidders. The information is not guaranteed or
warranted accurate by the Company, nor is it necessarily comprehensive or exhaustive. Nothing in
this RFP is intended to relieve Bidders from forming their own opinions and conclusions with respect
to the matters addressed in this RFP. In the event the Company finds that the objectives of the
intended system is better achieved by processes/procedures other than those mentioned in this
document, the Company shall have the right irrespective of the fact whether it has already received
proposals from intending bidders or not, to effect such changes and enter into negotiations with one
or more Bidders at its sole discretion for such changed/modified processes.
3.17 Acceptance of Terms
All the terms and conditions of this RFP shall be deemed to be accepted by the Bidder and
incorporated in its proposal unless specifically notified otherwise.
3.18 Ownership of Proposals
All documentation, including proposals, submitted to SUD will become the property of the Company.
3.19 Use of Request for Proposal
This document or any portion thereof, is the property of the Company and may not be used or
copied for any purpose other than the submission of the Bidder’s proposal.
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3.20 Bidder Exception Notice
If the Bidder believes that either the process or evaluating officer is biased or partial (either for or
against) then Bidder is to provide Notice of this exception (in writing) to evaluating officer’s
supervisor (shivkumar.pandey@sudlife.in) for analysis and action.
3.21 Deviation Sheet
Sr. No RFP Document Clause Technical Deviation offered Reasons and

Specification or whether deviation
Terms and adds to the
Condition in the operational
RFP document efficiency in case
of the systems
1.
2.
3.
4.
3.22 Payment Terms
3.22.1 Equipment vz. Hardware/ Software
- Advance Payment : Ten (10%) of the Total Contract Price (excluding Facility Management &
Support Services) shall be paid within 7 days of placement of order and upon submission of
claim against a simple receipt and a Bank guarantee for the equivalent amount valid until
the entire VC Solution is commissioned.
- Delivery: Ten (10%) of the Total Contract Price (excluding Facility Management & Support
Services) against duly accepted invoice. Payment will be released location-wise
- On Installation/commissioning and acceptance: Seventy (70%) of the Total Contract price

on installation and commissioning of the total VC Solution, and SUD’s acceptance of the
same as ordered. As already stated, for reasons of delays in installation and not attributable
to the Company the liquidated damages would be levied as stated. Payment will be released
location-wise;
- Balance Payment: Balance 10% will be paid after the expiry of 3 years warranty / AMC
Or
Against submission of Performance Bank Guarantee of a reputed Bank acceptable to the
Bank, for an equivalent amount valid for the period of 3 years warranty / AMC.
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3.22.2 Facility Management

The quarterly payment for Facility Management will be released at the end of each quarter on
satisfactory performance during the quarter. The Facility Management services will be renewed
every year on the basis of services rendered by the service provider (for facility management)
and Company has right to terminate the services without assigning any reasons
3.23 Other Terms & Conditions
3.23.1 Uptime
The entire solution is required to be up and running for 99% on a quarterly basis barring
scheduled and mutually agreed upon downtime for maintenance or training purposes. That is,
the Services of the complete VC solution and should be available to the Company through all the
working days
3.23.2 User Acceptance

The User acceptance test will be carried out as per mutually agreed Acceptance Test Plan (ATP)
against the systems requirements. The system will be considered accepted (supplied, installed
and operationalised) only after ATP is completed as per the agreed plan and is duly
signed/certified by the Bank and the bidder. Some of features required to be completed are
enumerated below:
- The VC solution should correspond to what is stated in the purchase order without deviation
except where mutually agreed upon
- The equipment is fully installed, commissioned and operational.
- The features specified in the Functional Specs / mutually agreed for implementation should
be demonstrated.
- The final acceptance of the system will be based on successful processing under live
demonstration.
- First acceptance will be after equipments are installed, commissioned, tested and all
features are demonstrated at Mumbai and 2 other locations.
- Thereafter, acceptance will be location-wise after the equipments are installed,
commissioned, tested and all features are demonstrated.
3.23.3 Project Reporting

- Bidder should submit a weekly report on the development of the project along with reasons
of delay, if any
- Periodical meetings will be held between the Bidder and Company to review the progress
and the Bidder will be required to attend all such meetings.
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3.23.4 System maintenance and support
- The Bidder should fix all the VC Solution problems and provide and implement upgrades
during the contract period free of cost.
- The Bidder should provide changes and upgrades with regard to changes in statutory
requirements at the earliest and free of cost during the contract period.
- The Bidder should provide and implement functionality change as required by the end user
during the contract period
- The Bidder should be able to comply with the service Level requirements.
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Annexure – 1
Address Details of Head Office:
Mumbai H.O 11th Floor, Raghuleela Arcade, IT park, Sector 30 A, Opp. Vashi Railway Station,
Vashi, Navi Mumbai - 400703
Address Details of Regional Office:
S.No. Region Permanent Address

1 Ahmedabad No.305, 3rd Floor, Shail’s Mall, Nr. Girish Cold Drinks, Off. C.G.Road,
Narangpura, Ahmedabad.
2 Bangalore 8th Floor, 121, Dickenson Road, Bengaluru - 560042
3 Bhopal 2nd Floor, Manasarovar Complex, Opp. Habibganj Railway Station,

Bhopal - 462001. M.P
4 Bhuvaneshwar 1st floor, Star House,N-6/454, IRC village, Bhuwaneswar, Opp Hotel
Crown,
5 Chandigarh MANIMAJRA SCO-830, 1st Floor, MADHYA MARG, CHANDIGARH,

Punjab – 160101
6 Chennai 1st Floor, Garuda Building, No.104 (Old No.46), St. George Cathedral
Road, Chennai - 600086.
7 Delhi 501, 502, 503, 504, 505, 506, 507 – 5th Floor, Tolstoy House, Tolstoy
Marg, New Delhi - 110001.
8 Ernakulam 1st Floor, Devas Building, M.G.Road, Cochin - 682 035.
9 Guwahati 2nd floor, SS Mansion Commercial Complex,
MRD Road, Silpukhuri, Guwahati, Assam – 781003
10 Hyderabad 201, Naik's Vijaysri Nivas, H.No.1.11.255, ICICI Bank Road, S.P.Road,
Begumpet, Hyderabad - 500 016.
11 Jaipur 4th floor, Ganga Heights, Near Gandhi Nagar Turn, Main Tonk Road,
Jaipur. Rajasthan.
12 Kolkata 7th FLR, CK 34-48 AND 49, LA-VIDA, SECTOR-11, SALT LAKE,
KARUNAMAYEE
13 Lucknow 401, 401 A, 401 B, 402 A, 402 B, Ratan Square, 20 A, Vidhan Sabha Marg,
Lucknow - 226001.
14 Ludhiana S.F. 1, Second Floor, Kunal Tower, 88, Mall Road, Ludhiana - 141001.
15 Mumbai 3rd Floor, Bengal Chemicals Bhavan, 502, S.V. Savarkar Marg,
Prabhadevi, Mumbai - 400 025.
16 Nagpur 2nd Floor, Salasar Park, Off. WHC Road, Giripeth, Nagpur, Maharashtra.
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17 Patna OFFICE NO : 101, 1st FLR, VASUDEO ENCLAVE, A-BLOCK, KAUKARBAGH

MAIN ROAD
18 Pune Supreme, 1st Floor, I.T.I Road, Aundh, Pune.
19 Ranchi 2nd FLR, M S PLOT MUMBEB-2437, MUNICIPAL HOLDING NO : 706A-4,

706A-5, 706A-6, GUNDER WARD NO : 18, MAHENDRA PD COLLOGE
20 Varanasi Maa Talukaraji Charitable Trust, 2nd floor, Gilat Bazaar, Shivpur Main
Road, Varanasi, Pincode- 221 002.
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Annexure – 2
Specifications for High Definition Video conferencing system High Definition End Point
(1+3) at BO/ HO & HD End point for RO
Features Specifications Compliance (Y/N) &

Deviations
1. Video
1.1 Video Standards H.261, H.263, H.263 ++, H.264
H.264 in a Multipoint and Encrypted

call with support / integration with
H.261, H.263, H.263++,
H.264 in an Encrypted call should be
possible
H.264 should be possible when

sending or receiving two live Video
sources e.g. Presenter and
Presentation.
1.2 Video Frame Rate Minimum 30 fps @168 Kbps and
above
60 fields per second @336 kbps and
above.
The codec should send and receive HD
Resolution of minimum 720p at a
frame rate of 25/30 FPS for RO and
minimum 1080p at Frame rate of 30
FPS at HO/BO
1.3 Video Features Ability to send and receive two live
simultaneous Video sources in a single
call, so that the image from the main
camera and VCR or document camera
can be seen simultaneously.
Should support H.239 protocol (Data
Collaboration Standard)
Should support PAL Monitor and VGA
/ SVGA / XGA based projector
connectivity simultaneously.
Side by Side layout so that two Video
sources can be displayed on a single
LCD screen.
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1.4 Video Output Should have 2 HD Outputs to connect

HD Displays. The system should have
1x S Video and 2 x RCA outputs for
monitor and VCD / DVD recording
connectivity respectively.
1.5 Video input Should have HD/DVI / XGA input to

connect PC/ Laptop directly to the
Video conferencing system and display
a resolution of HD. The system should
also support 2 High definition camera
inputs. The system should also
support 1 x SVideo and 1 x RCA for
auxiliary camera input.
2. Audio
2.1 Audio standards supported G.722, G.722.1, DVD quality audio
protocol for full 20 KHz audio.64 and
128 bit MPEG4 AAC-LD or equivalent
standard must be supported.
2.2 Required features Noise Reduction, Automatic Gain
control
3. Network Interfaces Support for 1 ISDN E1 PRI Port
Wireless LAN 802 .11b
1 LAN /Ethernet--10/100 Mbps
H.320 – 2 Mbps
4. Bandwidth Support H.323 – 4 MBPS
5. Control 1* data port-RS 232 for control.

Security
Menu Control Password protected system menu
Encryption of Video call ITU-T standards based Encryption of
the Video call
Call should be encrypted end-to-end
on IP and ISDN call
ITU-T standards H.233, H.234, H.235. ‘AES’ encryption
of IP and ISDN calls. Call should be
encrypted end to end even in a
multiConference.
Ability to manually turn encryption On
or OFF should be there.
Automatic key generation and

exchange
6. HD Camera 70° total horizontal field of view,
Minimum 10x Optical Zoom
For RO End Point- Minimum 7X Optical
Zoom
20 | P a g e
Focus Auto Manual
Back Light Control

Multiple Connector Interface
Support for multiple camera
Far-end camera control 15 near and
far-end camera presets
1280 x 720 pixels progressive @ 30fps
Field of view should be 70 degrees or

more
7. Recording & Streaming System should have capabilities of
recording.
Native resolution Should support
native resolutions on all inputs
Web Browser Support Internal web
server .
Should support HTTPS, Telnet and
XML
Should support Local and Global

Active directories
Should support LDAP and H.350
protocols for directory transfer
8. Directory services Should support Local and Global
Active directories
Should support LDAP and H.350
protocols for directory transfer
System should be able to integrate
with MS-Exchange 2007 and above for
Scheduling purposes
9. Multiconferencing Multiconferencing capability to
capabilities connect minimum 1+3 Video sites in
HD Continuous presence with
Transcoding support
HD End point for RO Should be able to connect (1 + 3)
sites in future in HD Continuous
presence Transcoding support
Dial In and Dial out Mode in IP and
ISDN networks should be supported
Capability to mix IP and ISDN and Dial

In & Dial out participants in the same
call.
The system should support various

layouts so that each participants can
be seen on a big size as compared to
the rest
21 | P a g e
All sites should be visible in a single

window.
Audio and Video Transcoding should

be supported so that different sites
can be connected in a
multiConference with different audio
and Video protocols.
Transcoding should be possible so that
all sites at different bandwidths or
speed can be connected in a
multiConference.
Any of the end points should be able
to show presentation in addition to
the main Video ( H.239) in a
multipoint call
The multi point call can be encrypted (
AES/DES encryption)
H.264 /MPEG4 or equivalent high
Video compression in a Multipoint call
should be possible.
System should be able to integrate
with MS-OCS for enabling Desktop
Clients for participation over the IP.
22 | P a g e
Multipoint Control Unit (MCU) – HD Model (Optional)
Features Specifications Compliance (Y/N)/

Deviations
1. General Feature The MCU should be a powerful
multimedia conferencing bridge
delivering high quality voice and
Video. 20 Port HD MCU (Scalable up-to
40 Port in a single MCU without any
cascading)
2. Capability System should support 40 Video sites
at Resolution of 720p HD. Solution
also requires that 25 PCs /laptops
have desk top client installed and be
able to participate in an ongoing
conference using web camera and
audio facilities.
End Point to End Point

End Point to Many
Desk Top to Desk Top
Desk Top to Many
End Point to Desktop
3. Video Standards The system should support resolutions
from CIF up to 720p
4. ITU-T Standards The system should support H.261,

H.263, H.264 Video standards
5. Audio Standards System should support G.711, G.722,
G.723.1, G.728, G.729, MPEG-4 AAC-
LC audio standards or equivalent
6. Call Bandwidth The system should support per call
bandwidth of maximum Up to 2 Mbps
with H.264 in all Conference modes
including advanced
(symmetric)continuous presence
7. Web Control System should support Complete
configuration, control and monitoring
of the system and Conferences
through web browser
8. Additional features It should be possible to dial in and dial
out from the MCU web server
Active speaker selection using remote
control or voice activated
Advanced continuous presence as
standard on all ports
23 | P a g e
On-screen text messaging to individual

or all sites is optional.
System should be capable of sharing
Presentation
Dual Video using H.239 No loss of
ports while using H.239/SIP Feature
9. Security The MCU should support for access
rights and privileges for use
Password-protected Conferences
AES encryption, 128 bit key, H.235
10. Interfaces for MPLS/ 1 x RJ45 Ethernet, 10/100 Mbps
Internet/ ISDN full/half duplex, manual or auto
sensing
4 x E1 / T1 G.703 (RJ-45) for ISDN PRI
2 x LAN / Ethernet (RJ-45) 10/100 Mbit
RJ45/ RS 232 serial port
11. Transcoding The system should support universal
transcoding combining SD and HD with
in the same Conference
Any bandwidth, any resolution, any
Video or audio codec can be used on
any Video call within the same
Conference
12. HD performance 720p/1080p @ 30 fps H.264 2 Mbps
continuos presence per port
dual Video or H.239
Comprehensive HD audio
24 | P a g e
Recording and Streaming Server

Deviations
1. Recording and Streaming Record single point, point to
Server point or multipoint conferences
Capture presentations with
H.239
Trans-coding or re-encoding of
video content Playback of video
content from an endpoint or the
Web
Integrates with video end point
buttons on the remote control
for simple initiation of recording
and playback
Integrates with MCU for simple
recording of multipoint video
conferencing
2. Audio Video Support Live Video Resolutions: QCIF,
C(S)IF, 4CIF, HD (720p, 1080p),
XGA, VGA
Audio support: G.711 a and u,
G.722, G.728, G.722.1
Multimedia presentation sharing
with H.239
3. Recording Easily capture meetings or
events including content such as
presentation material, using
video conferencing endpoints
Operate recording controls from
a video conferencing endpoint
remote control
Record events in high quality
with HD and SD formats and high
fidelity audio
Records video at varying bit rates
- 128Kbps to 2Mbps
Records presented content via
H.239 /SIP
IVR support to provide users
system feedback (Optional)
Flexible recording environments
either initiated from an MCU or
video endpoint
Recording Capacity of minimum
25 | P a g e
700 hours of HD video or 3000

Hrs of SD Video
4. Playback Archived Playback to H.323
endpoint, MCU or gateway
Search and sorting options for
archives from endpoint interface
Preview video before play back
from H.323 endpoint
Offload converted video content
for playback on other
multimedia devices
5. Streaming Flexible access to video content
live or on demand
Efficiently find and preview
archived content from a video
endpoint
View content from video
endpoint or Servers Web
interface
View content in recorded
format, even HD
Uni-cast up to 50 concurrent
streams
Unlimited Multicast streams
Webcast live or on demand with
Windows Media player and
RealPlayer
Interoperates with the additional
server for expanded streaming
scalability (optional)
6. Management User management and
authentication with Active
Directory integration
Protect content with access
controls for Web and endpoint
playback
User and Endpoint viewing and
recording rights authorization
Terminal recording and viewing
rights authorization based on the
identification
26 | P a g e
7. Security Embedded Web server enables

full control, configuration and
monitoring of system and
recordings
Online status of current
connected H323 devices
User Management with Active
Directory Integration
Diagnostic logging
Network Time Protocol
Menu Customization for the Web
interface and the video
conferencing endpoint
8. Network Interface 10/100 Ethernet
9. Cables and accessories Speaker cable / Audio Mic Cable /
VGA and Audio Patch cords/ DVI to
HDMI Convertors / HDMI Patch
cords / DVI to VGA convertor and
other cables & connectors to be
supplied.
Desktop Client (Optional)

Deviations
Desktop Client Features The Desktop Client should support HD,
H.239 data collaboration, and text
chat on the same screen. Data shared
from a desktop should be visible on all
other desktops and in rooms,
alongwith the Presenter
O/S support for XP,Vista and Windows

7/ Linux.
50 Concurrent licenses , unlimited

user licenses
27 | P a g e
Gatekeeper & Management Server (Optional)

Deviations
1. Network Management Network status updates – MCU
Hardware elements, call, bandwidth, end point
information, error status
Conference View – MCU controlling
the Conference, Conference ID,
Conference type, Video and
bandwidth settings, number of
participants – including the current
no., the number reserved and the no.
of local participants
Centralised log management – for
network and element type levels, log
files for MCU elements and gateways,
that do not maintain their own log
files
2. Web based Conference E-mail notification to attendees of
scheduling date, time and topic of Conference
Conference templates for

personalized and easy scheduling
Seamless Conference control on one
screen – dynamically add new
participants, disconnect or reconnect
endpoints, change screen layouts,
extend Conferences etc
Integration with MS-OCS/MS-

Exchange is desirable.
The management server should
support upto 100 systems including
endpoints, MCUs, gateways and
streaming servers
Gatekeeper
3. Capacity Support for up to 200 to 500 users in
the network at any point of time
(Concurrent Connections)
Support for alias name and IP address
Support IP address translation
4. Bandwidth Management Support for bandwidth management

- the gatekeeper must allow for the
operator to initiate a call regardless
of the end point used and
independently of the availability of a
bridge
28 | P a g e
Inter-Office (RO) bandwidth

management
5. Other Features Monitors current number of on-call
users
Monitors current number of online
users
Monitors current used bandwidth
Simple fault monitoring
Microphones
Deviations
1. Boundary Layer ELEMENT: Fixed-charge back plate,
Microphone permanently polarized condenser
POLAR PATTERN: Omni directional
FREQUENCY RESPONSE: 30-20,000 Hz
OPEN CIRCUIT SENSITIVITY: -42 dB
(7.9 mV) re 1V at 1 Pa
IMPEDANCE: 200 ohms MAXIMUM
INPUT SOUND LEVEL: 142 dB SPL, 1
kHz at 1% T.H.D.
DYNAMIC RANGE (typical): 112 dB, 1
kHz at Max SPL SIGNAL-TO-NOISE
RATIO: 64 dB, 1 kHz at 1 Pa OUTPUT
CONNECTOR: Integral 3-pin XLRM-
type
2. Gooseneck ELEMENT: Dynamic POLAR PATTERN:

Microphone Subcardioid FREQUENCY RESPONSE:
200-5,000 Hz OPEN CIRCUIT
OUTPUT CONNECTOR: Integral 3-pin
XLRM-type RoHS compliant
Display
Deviations
1. LCD TV High Definition Screen size 55" at
BO/HO,37” at RO.
Resolution 1920 X 1080 at BO,720p
at RO
Dynamic contrast ratio 50000:1, LCD
100Hz, Sound Output (RMs)/ 10Wx2,
Composite Video, S Video, USB, RF
Input .
29 | P a g e
Note:
1. ISDN connectivity port is optional Item.
2. The bidders to note that all the equipment quoted must be from same OEM. (Desktop
Based Endpoint / Room Based Endpoint / Streaming & Recording / MCU / Gatekeeper /
Management Software / Gateway /Desktop Client).
SERVICE AND SUPPORT DETAILS
Specifications Deviations,
if any
a. Details of Clientele/ References – Provide a separate sheet having details of the
references in India.
b. Total number of support locations (AV Conference is already installed) for clients in
India.
c. Details of the support centers in India
d. Service Levels – Details of the turnaround time to replace consumables if any and
provide onsite support
e. Other details – Any other service / support features.
f. All given asset should be 3 years comprehensive onsite support
g. With 3 years comprehensive Onsite warranty and all the software upgrades and
services included.
h.
Evaluation / Weigthage
i.
Sr. No.
j. service included. Specifications Details Weightage
1. Technical Hardware & features with mini above given

50
specifications
2. No. of years of experience in providing Video

10
Conferencing Solution
3. Details of Clientele/ References – Provide a separate

sheet having details of the references in India 10
(Insurance & Banking clients).
4. Total number of service & support centers in India –

Provide a separate sheet having details of support 10
locations in India.(Specially in Mumbai)
5. Service Levels – Details of the turnaround time to

10
replace consumables and provide onsite support.
6. Turnover of the Company in last 3 years. 5
7. Certifications – ISO certified etc 5
30 | P a g e
Format for Technical Bid
Sr. No Equipment Quantity

1 HD Video Conferencing System(1+3) at HO/BO 1
2 HD Video Conferencing Unit at RO 20
3 HD Multi Point Conferencing Unit at HO/BO 1
4 Recording and Streaming Server 1
5 Microphones 22
6 Displays 21
7 Speakers and accessories 21
Optional:
Sr. No Equipment Quantity

1 Multipoint control unit 1
2 Costs of Concurrent License for Client Software for Desktop conferencing 25
3 Management Server 1
4 Gatekeeper 1
5 ISDN PRI Gateway 1
Total
Annexure – 3
Commercial Bid
Sr. No Equipment Quantity Unit Price Total Price

1 HD Video Conferencing System(1+3) at HO/BO
2 HD Video Conferencing Unit at RO
3 HD Multi Point Conferencing Unit at BO/HO
4 Recording and Streaming Server
5 Microphones
6 Displays
7 Speakers and accessories
Total
Optional:
Sr. No Equipment Quantity Unit Price Total Price

1 Multipoint control unit
Costs of 25 Concurrent License for Client Software for
2 Desktop conferencing
3 Management Server
31 | P a g e
4 Gatekeeper
5 ISDN PRI Gateway
Total
Support Service cost
Total
Support
Sr. Year-1 Year2 Year-3 cost for
No Equipment Quantity Support Support Support 3 years
1 HD Video Conferencing System(1+3) at HO/BO
2 HD Video Conferencing Unit at RO
3 HD Multi Point Conferencing Unit at BO/HO
4 Recording and Streaming Server
5 Microphones
6 Displays
7 Speakers and accessories
Total
Optional:
Total
Support
Costs of 25 Concurrent License for Client Software
1 for Desktop conferencing
2 ISDN PRI Gateway
3 Management Server
4 Multipoint control unit
5 Gatekeeper
Total
Facility Management Service for Three years
Total
Support
1 HD Video Conferencing System(1+3) at BO/HO
2 HD Video Conferencing services at RO
32 | P a g e
Total
33 | P a g e

VC RFP Sud PDF

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RFP- Procurement of Video Conferencing System STAR UNION DAI-ICHI LIFE INSURANCE CO. LTD.

Procurement of Video Conferencing system

Request for Proposal

Tender Ref No: SUD/IT/VC/001 Dated: 3rd Jan 2011

Issue Date: 3rd January 2011

Last Date of submission of Proposal: 10th January 2011

1.2 Purpose of RFP

1.3 Current System

1.4 Overall Objective

1.5 Scope of RFP

The company would require the Vendor to provide

1. A high level solution architecture

5. To provide adequate training and operational guidelines to designated Company

a. The Video Conferencing facility via ISDN

1.5.1 Functional Requirements

Details Mentioned in Annexure – 2

1.5.2 Non-Functional Requirements

Details mentioned in Annexure – 3

- If the Bidder is not a manufacturer he should provide documentary evidence (e.g.

2.1 Proposal Format

2.2 Competency Details

2.3 Notification of Changes

2.4 Changes to Proposed Wording

2.5 Bidder’s Expenses

2.6 Currency and Taxes

Prices quoted are to be:

2.7 Completeness of Proposal

3. Terms & Conditions of the Contract

Please acknowledge the receipt of this document by sending an e-mail to

3.2 Proposal Deadlines

Title: RFP for Procurement of Video Conferencing System

Kind Attn: Mr. Sanjay Tiwari

Star Union Dai-ichi Life Insurance Company Limited

3.3 Format of Proposal

3.4 Further Inquiries and Questions Regarding RFP

3.5 Company’s Obligations

3.6 Proposal Evaluation

2. Stage 2: - Commercials evaluation of the bid

3.7 Process of Awarding the Final Contract

3.8 RFP Terms and Conditions Applied to Final Contract

3.9 Terms Binding on Bidder

3.10 Hold Harmless

3.11 Confidentiality Provision

3.12 RFP Schedule

The Company electronically distributes RFP to 3rd Jan 2011

Bidders’ deadline for submitting responses to 10th Jan 2011

3.14 Acceptance of Proposals

3.15 Evaluation and Selection

3.15.1 Techno-commercial scoring

Total Score = 0.6 x T (s) + 0.4 x F(s)

F(s) = (LP / BP) x 100

 BP stands for Bidder’s price.

 LP stands for lowest price among all the bidders.

3.16 Liability for Errors

3.17 Acceptance of Terms

3.18 Ownership of Proposals

3.19 Use of Request for Proposal

3.20 Bidder Exception Notice

3.21 Deviation Sheet

Sr. No RFP Document Clause Technical Deviation offered Reasons and

3.22 Payment Terms

3.22.1 Equipment vz. Hardware/ Software

- On Installation/commissioning and acceptance: Seventy (70%) of the Total Contract price