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Terms of Reference
Page 1
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
A.1.4 3 UN Plaza, 5th floor conference room
Equipment in room: Polycom HDX 8000 HD
Polycom SoundStation Seating Capacity: Approximately 15 persons
Equipment in room: Polycom SoundStation Seating Capacity: Approximately 15 persons
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A.1.5 3 UN Plaza, 6th floor conference room
A.1.6 3 UN Plaza, 7th floor conference room
Equipment: Polycom SoundStation
Seating Capacity: Approximately 20 persons
Equipment in room: Polycom HDX 8000 HD
Polycom SoundStation
Seating Capacity: Approximately 20 persons
Page 9
A.1.7 3 UN Plaza, 8th floor conference room
A.1.8 3UN Plaza, 9th floor conference room
Equipment in room: Polycom HDX 8000 HD
Polycom SoundStation Seating Capacity: Approximately 20 persons
Equipment in room: Polycom SoundStation Seating Capacity: Approximately 20 persons
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A.1.9 3UN Plaza, 10th floor conference room
A.1.10 3UN Plaza, 11th floor conference room
Equipment in room: Polycom VSX 7000A Seating Capacity: Approximately 20 persons
Equipment in room: Polycom HDX 8000 HD Seating Capacity: Approximately 20 persons
Page 11
A.1.11 3UN Plaza, 12th floor conference room
A.1.12 3UN Plaza, 13th floor – Deputies conference room
Equipment in room: Polycom HDX 8000 HD Seating Capacity: Approximately 20 persons
Equipment in room: Polycom HDX 8000 HD
Seating Capacity: Approximately 15 persons
Page 12
A.1.13 3UN Plaza, 13th floor – Ludwig conference room
Equipment in room: Polycom HDX 8000 HD
Seating Capacity: Approximately 12 persons
Page 13
A.1.14 3UN Plaza, 13th floor – Maurice Pate conference room
Equipment in room: Polycom HDX 8000 HD
Overhead projector and pull down screen
Polycom SoundStation
Mixer amplifier
Ceiling microphones and speakers
Seating Capacity: Approximately 45 persons
Page 14
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
Seating Capacity: Approximately 20
persons
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A.1.16 633 Third Avenue, 25th floor conference
A.1.17 633 Third Avenue, 26th floor conference
Equipment in room: Digital Speakerphone
Seating Capacity: Approximately 20
persons
Equipment in room: Digital Speakerphone
Seating Capacity: Approximately 20
persons
Page 16
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
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