VC-09/RFP/HEC/2006/
IMPROVEMENT IN INFRASTRUCTURE IN UNIVERSITIES /
INSTITUTIONS OF HIGHER LEARNING IN PAKISTAN
HIGHE IS ION
S
R
E CAT
DU ION CO M M
Request for Proposal (RFP)
For
Video Conferencing Equipment
October 27, 2006
Last Date for Submission: 25.11.2006
Tender Opening Date: 25.11.2006
HIGHER EDUCATION COMMISSION
H-9, Islamabad
Email: vctenders@hec.gov.pk
Web: www.hec.gov.pk or www.pern.edu.pk
Tel. No.: 051-9040554 Fax No. 051-9257529

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
TABLE OF CONTENTS
TABLE OF CONTENTS ...................................................................................................................................2
1. INTRODUCTION ............................................................................................................................. 4
2. SCOPE OF WORK .......................................................................................................................... 4
3. GENERAL GUIDELINES FOR THE PROJECT ............................................................................. 5
4. GENERAL TERMS AND CONDITIONS ......................................................................................... 6
5. PROPOSAL SUBMISSION REQUIREMENTS............................................................................... 8
6. HARDWARE AND SERVICE REQUIREMENTS.......................................................................... 11
7. AUTHORIZATION TO SELL .........................................................................................................12
8. SELECTION PROCEDURE .......................................................................................................... 12
9. PROPOSAL EVALUATION .......................................................................................................... 13
10. ON-CALL SUPPORT ................................................................................................................ 13
11. TIME FRAME............................................................................................................................. 13
11.1. DELIVERY & INSTALLATION......................................................................................................14
12. TRAINING.................................................................................................................................. 14
13. WARRANTY .............................................................................................................................. 14
14. SERVICES ................................................................................................................................. 15
15. PROJECT IMPLEMENTATION PLAN...................................................................................... 15
16. LIQUIDATED DAMAGES.......................................................................................................... 15
17. ERRORS/OMISSIONS AND DISCREPANCIES....................................................................... 16
18. PROPRIETARY TERMINOLOGY ............................................................................................. 16
19. MEET OR EXCEED SPECIFICATIONS ................................................................................... 16
20. TERMS OF PAYMENT.............................................................................................................. 16
21. CLARIFICATION AND AMENDMENT IN RFP DOCUMENT................................................... 17
22. CONDITIONS OF PARTICULAR APPLICATION FOR CAT-I, CAT-II AND CAT-III............... 17
ANNEXURE-A LIST OF UNIVERSITIES/INSTITUTES ........................................................................................19
ANNEXURE-B TECHNICAL INFORMATION SUBMISSION FORM (CAT-I).........................................................20
ANNEXURE-C TECHNICAL INFORMATION SUBMISSION FORM (CAT-II).......................................................21
ANNEXURE-D TECHNICAL INFORMATION SUBMISSION FORM (CAT-III) .....................................................22
Page 2 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
ANNEXURE-E COST INFORMATION SUBMISSION FORM (CAT-I) ...................................................................23
ANNEXURE-F COST INFORMATION SUBMISSION FORM (CAT-II)..................................................................24
ANNEXURE-G COST INFORMATION SUBMISSION FORM (CAT-III) ................................................................25
ANNEXURE-H VIDEO CONFERENCING EQUIPMENT AND SOFTWARE SPECIFICATIONS ...............................26
ANNEXURE-I INTERACTIVE DEVICES FOR TEACHING/COLLABORATION SPECIFICATIONS .......................34
ANNEXURE-J AUDIO SYSTEM SPECIFICATIONS ............................................................................................35
ANNEXURE-K INSTALLATION OF EQUIPMENT (CAT-I, CAT-II AND CAT-III) ................................................38
ANNEXURE-L OVERALL COMPLIANCE UNDERTAKING .................................................................................41
ANNEXURE-M TECHNICAL EVALUATION CRITERIA ....................................................................................42
Page 3 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
1. INTRODUCTION
The project is aimed at connecting universities in Pakistan through Video Conferencing
System, so that students of such universities, who are not in a position to benefit from
high profiled teachers, could have the opportunity to learn from them, exchange their
ideas, contribute and communicate their views in order to enhance their knowledge and
capabilities. Pakistan’s education standard will become comparable with any of the world
class universities. Higher Education Commission aims to give Pakistan a bright future
through young, qualified and energetic generation.
Higher Education Commission (HEC) intends to purchase IP-Based Video Conferencing
System and Services. HEC needs high-tech Video Conferencing System (VCS) through
which online lectures and discussions/conferences can be held. This will enable
universities to share information, resources and knowledge with each other.
Higher Education Commission needs a complete system which can be economically
scalable, interoperable and integrated with existing similar setup at universities.
This Request for Proposal describes the scope of work, technical specifications and
commercial requirements for supply, installation, testing, commissioning and
maintenance of the Video Conferencing System / Solution.
2. SCOPE OF WORK
The Project proposal includes supply of equipment, installation, integration, testing,
commissioning and maintenance/support of fully functional Video Conferencing System
along with the collaborative tools at sites as in Annexure A.
The Video Conferencing System must be scalable / reliable and should have the
functional & technical specifications as set out in Annexure (H, I and J). The network
should be evolved with Internet Protocol (IP) connectivity with SIP and H.323 support.
The system should be able to support audio, video and data collaboration and connect to
high quality audio conferencing system. Encryption on various interfaces for security
purposes is ensured.
All sites should have VC end point units which should be interoperable with all famous
brands internal/external MCUs available in the market.
The system should have latest MPEG-IV audio & video codecs in order to provide the
maximum quality achievable by any technology currently available in the market. All
systems should allow connectivity of computers to run Power Point presentations, share
information, exchange of files and any image that is being displayed on the computer
screen and should be possible to see presenter and presentation at the same time. The
Video Conferencing System should have the ability for making all conferences highly
secured on IP with SIP.
The scope of work includes design, packaging, supply, installation, integration,
commissioning and one year maintenance of all equipment as in Cat-1, Cat-II and Cat-III.
The items listed in Annexure (B, C and D) and all those things and accessories deemed
necessary & explicitly not covered in BOQ including material/consumables and services
Page 4 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
required for supply, erection, testing, commissioning, test run, operation and
maintenance of the Video Conferencing System (VCS), Interactive Devices and Audio
Equipment. The VCS, Interactive devices and Audio equipment to be completely
seamless operational without any hindrances and difficulties, whatsoever.
Training for knowledge transfer to engineers/operators and support personnel will also be
the responsibility of the Bidder. After completion each site, area is to be squared up and
waste to be removed.
3. GENERAL GUIDELINES FOR THE PROJECT
A group Video Conferencing System, Interactive devices and Audio equipment needs to
be installed at universities/institutes as in Annexure A with prime objective of establishing
an electronic classroom environment for distance learning.
Cat-I: Video Conferencing Hardware
3.1 The Video Conferencing System should be able to cover the class, by its own or
auxiliary cameras through distributing the class in number of video presets using
video control system.
3.2 HEC requires the video conferencing system should support multiple sites
connectivity, i.e. point to multipoint configuration. The sessions should have the
capacity to be recorded as well as broadcasted on to ordinary computers on
universities network.
3.3 The offered solution shall sustain levels for capacity performance, scalability,
availability and manageability that meet present and future requirements.
3.4 The proposed system shall support presentation and presenter in a point-to- point
and point-to-multipoint conference.
3.5 The proposed system should display both presentation & presenter in the same
screen by splitting it into two views.
3.6 The lighting level (LUX) should be boosted by using anti glare, specialized video
conferencing lights.
Cat-II: Interactive Devices for Teaching/Collaboration
3.7 The suggested viewing device will be a Plasma Screen/TV or LCD Screen/TV and
Multimedia Projector (3000 Lumens or better).
3.8 The class room be equipped with auxiliary devices like, presenter display (TV),
VCR/DVD recorder, Interactive white board etc as per BOQ mentioned here in with
the tender documents/Request for Proposal (RFP).
Page 5 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Cat-III: Audio
3.9 For clear pick up of audio, wired and wireless microphones need to be installed in
individual classrooms.
3.10 A separate audio output system be integrated with the Video Conferencing System
for clear reception of audio.
4. GENERAL TERMS AND CONDITIONS
The following General Terms and Conditions apply to all three categories of this RFP i.e.
Cat-I, Cat-II, Cat-III.
4.1. The last date of receipt of Bids is November 25, 2006 by 1100 hours.
4.2. Detail of repair & maintenance facilities.
4.3. Structure/Organizational Chart.
4.4. An affidavit to the effect that the firm has not been black listed by any
Government/Semi Government Organization.
4.5. The tender security may also be forfeited if the bidder withdraws his bid before
evaluation or if the bidder does not accept the correction of his bid prices which is
the interest of Commission or in case of successful bidder, if he fails to furnish the
required contract agreement signed with in a period of 07 days from issuance of
LOI.
4.6. The Bidder indemnify HEC against all third-party claims of infringement of patent,
trade mark industrial design rights arising from use of the goods or any part thereof
in Pakistan.
4.7. HEC or its representative shall have the right to inspect and/or to test the equipment
to confirm their conformity to the contract specifications. The Technical
Specifications shall specify what inspections and tests HEC requires and where
they are to be conducted. HEC shall notify the contractor, in writing, of the identity
of any representatives entrusted for this purpose.
4.8. It is mandatory that the Bidders provide the following documents and information
with respect to its relationship with Principal.
4.8.1. Name and contact details of Principal/Manufacturer representative who is
authorized to verify Vendor’s local partnership.
4.8.2. Duration and scope of association in the current capacity with the Principal.
4.8.3. Copy of the Principal’s Certification (along with its validity period),
authorizing the Vendor as local partner/representative in Pakistan to
Offer/Bid Principal’s equipment and services for Video Conferencing.
Page 6 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
4.9. The Bidder/Vendor shall provide the following information with respect to its set up in
Pakistan.
4.9.1. Number of Vendors offices and addresses, thereof, phone and fax
numbers and e-mail address as well as names and designations of
responsible persons.
4.9.2. Number of engineers and technical staff in Vendor’s office.
4.9.3. Profile of technical staff with relevant experience, resume and number of
customers and sites looked after/supported by each.
4.9.4. Problem reporting procedure and fault response time in hours for fault
rectification, escalation procedures with respect to response or turn
around time in hours.
4.9.5. Brief description of local diagnostic and repair facilities at various locations
including central workshop.
4.10. The Bidder shall provide following information with respect to its Company Profile.
4.10.1. Registered Name of the Organization.
4.10.2. National Tax Number, Sales Tax Number and GST Number.
4.10.3. Head Office address.
4.10.4. Management structure & Organization Chart.
4.10.5. Name, Address with Telephone/Telex and Fax numbers of the contact
Person.
4.11. Financial status of the Vendor’s/Bidder’s Organization with supporting documents
and last two years annual reports.
4.12. Provide a certificate from your bank certifying your sound financial position and
credit limit from the bank.
4.13. List of clients and their Acceptance of deliverables, showing separately the items
provided and value thereof.
4.14. The Bidder/Vendor shall provide the audit reports with technical quotations only.
Name and address of the bankers.
4.15. Number of Video Conferencing solutions sold in Pakistan. Type of business of client
companies in Pakistan. Performance of the organization on last three completed
projects and the project cost. Confirmation that these projects completed in time
and in quoted price(s). List of works/contracts in hand; showing schedule, period of
completion and value of the contracts. Details of litigation cases in which the firm
has been involved. Any other relevant information may also furnish.
4.16. Resume of the Team Leader and all technical Staff, who will be involved in the
Project.
4.17. Specify if the Bidder is Manufacturer/Silver Partner/Premium Partner for Video
Conferencing Equipment, Interactive devices and audio equipment.
Page 7 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
4.18. Company Incorporation Certificate and Company Profile.
4.19. The Bidder shall furnish a comprehensive list of reference sites where the proposed
equipment is presently in operation. The total size of the installation at each site and
its date of commissioning should be clearly stated. The Bidder shall further explain
the positioning of the proposed equipment in the reference network clearly
highlighting the similarities between the reference network and HEC’s infrastructure.
4.20. Only transactions, amendments, changes and/or variations in this RFP that are in
writing from HEC and duly agreed upon by HEC shall be considered official. No
negotiations, decisions, or actions executed by the Vendor as a result of any
discussions with any HEC employee shall be considered official.
4.21. Higher Education Commission, reserves the right to reject any or all Bids/Offers
without assigning any reason or cancel the process at anytime.
4.22. HEC reserves the right to increase/decrease the quantity of items/scope of the
work. Bidder has no right to challenge the decision in Court.
5. PROPOSAL SUBMISSION REQUIREMENTS
The objective of the Proposal Submission Requirements is to provide Vendors/Bidders
with the information required to submit as response to this Request for Proposal (RFP). A
Vendor who has responded to any previous RFP issued by HEC should not assume that
the requirements are the same, as may have been in the past.
For all categories in this RFP i.e. Cat-I, Cat-II and Cat-III the vendor/bidder must confirm
the following standards in the preparation of the Vendor’s Proposal.
5.1. For this tender PPRA’s ‘Single stage-two envelope Procedure’ as per clause
36(b) for open competitive bidding is adopted.
5.2. A bidder can submit bid for single, two or all categories, however bid in each
category will be treated and evaluated separately. The Bid shall be separately and
independently made for each category i.e. Cat-1, Cat-II and Cat-III in separate
sealed envelopes.
5.3. Sealed Bid clearly marked as “ORIGNAL” should consist of following two separate
and independent parts i.e. 1) Technical Proposal 2) Financial Proposal and
should be clearly marked as Technical Proposal/Financial Proposal in bold and
affixed to each envelope at a clearly visible location.
5.3.1. TECHNICAL PROPOSAL
5.3.1.1. Technical Proposal must include the complete solution proposed
by the Vendor with filled-in specification sheets marked with Yes or
No in the compliance column.
5.3.1.2. If the specification sheets ask for providing any details, those
should be provided as attachment to the Technical Proposal.
Page 8 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
5.3.1.3. After review of the Technical Proposal, promising Vendors will be
selected and will be asked to give a demonstration/presentation on
their solution.
5.3.1.4. Based on the Technical Proposal and the presentations, Vendors
will be selected in order of preference and their Technical Solution
will be rated on a scale of 100. The criteria considered will be
compliance with equipment specifications, capability of integration,
references, after sales support etc.
5.3.1.5. Financial Proposal of only those Vendors will be considered whose
Technical Proposal qualify.
5.3.2. FINANCIAL PROPOSAL
5.3.2.1. Financial Proposal will include the prices quoted for each
equipment as per the attached respective BOQ for Cat-I, Cat-II and
Cat-III.
5.3.2.2. For each category the quoted prices must include all taxes,
customs and freight charges for delivery at the required locations
at own risk and cost.
5.3.2.3. This Video Conferencing Equipment is for educational institutions.
HEC, therefore, expects significant educational and volume
discounts. Financial proposals of the bidders found technically non
responsive will be returned unopened.
5.4. For each category Two (02) additional hard copies in separate ring binders and
three (03) soft copies on CD/DVD of each of the complete Technical & Financial
Proposals in sealed envelops, including all sections and exhibits, to be submitted.
5.5. For each category i.e. Cat-I, Cat-II and Cat-III, the Bidder/Vendor shall furnish
separate earnest money equivalent to 2% of the total value of Bid in the form of
Bank Draft issued by a scheduled bank of Pakistan in favor of “Director General
(Finance), Higher Education Commission”, valid for at-least one year and
enclosed in a separate envelope along with financial proposal. No Bid shall be
entertained without earnest money. Earnest money of the successful bidder will
be released at the time of submission of Ten percent (10%) Performance
Guarantee of the total contract value.
5.6. The bid security is required to compensate HEC against the consequences of:
5.6.1. Subsequent unauthorized variations and/or modifications of the terms of
bid.
5.6.2. Premature withdrawal of the bid before the completion of the bid
evaluation.
5.6.3. Failure of the bidder to sign the resultant Contract, in the event of such
Contract being awarded to it.
Page 9 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
5.7. Occurrence of any of such events as solely judged by HEC, will entitle HEC to
forfeit the bid security.
5.8. The successful bidder is required to deposit Ten percent 10% of total contract
value as Performance Guarantee in the form of Bank Draft issued by a scheduled
bank of Pakistan in favor of “Director General (Finance), Higher Education
Commission” at the time of signing of contract agreement and will be released at
the time of delivery of equipment at site as per Annexure A.
5.9. Proposals sent to HEC by fax or email will not be accepted.
5.10. The respective technical proposals will be discussed with the bidders with reference
to the technical requirements/specifications in a Bidders Conference to be held on
November 15, 2006.
5.11. Any bidder may modify or withdraw his bid after bid submission provided that
written notice of the modification or with-drawl is received by the concerned officer
prior to the deadline for submission of bids.
5.12. An effort by a Bidder to influence HEC, directly or indirectly THROUGH UNFAIR
MEANS in HEC’s proposal evaluation, proposal comparison or contract award
decision, to meet or discuss with any HEC official unless desired by the HEC may
result in the rejection of Bidder’s Proposal and black listing for any future tender of
HEC.
5.13. All participating recipients of this RFP will be notified in writing by the HEC,
regarding any changes made to this RFP for the purpose of clarification.
5.14. All responses to this RFP shall become the property of HEC and part of RFP for all
purposes.
5.15. HEC will not bear any expense incurred in the preparation of proposals in response
to this RFP.
5.16. Prices quoted will be firm for the entire period of Contract. All prices to be quoted in
Pak Rupees, and must clearly state all applicable taxes which must be included in
quoted price.
5.17. HEC will not allow any compensation to the approved Bidder for variations in the
rate of exchange of rupee against dollar or any other currency. No additional claim
arising out of change in legislation, exchange rate variation or any sort of taxes will
be entertained.
5.18. The Bidders must Bid for an integrated solution for each category.
5.19. Proposals will remain open for acceptance for 120 days from the opening date.
5.20. The Bidders should provide complete technical details with Delivery Schedule &
Work Execution Schedule with original printed brochure both for the equipment
and services required under this RFP.
5.21. Bidders are required to submit their proposals conforming to the specifications and
terms & conditions provided in this RFP.
5.22. Failure to abide by any instructions of this RFP may, at the HEC’s sole discretion,
result in rejection of the Vendor’s Proposal and disqualification.
Page 10 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
5.23. HEC has no obligation to locate or acknowledge any information in the Vendor’s
Proposal that is not presented under the appropriate outline according to these
instructions and in the proper location.
5.24. The Vendor’s Proposal/Bid/Offer must be received, in writing, by the Office of IT
Consultant / Project Director, HEC by the date and time specified herein. HEC is not
responsible for any delays in delivery or expenses for the development or delivery
of proposals. Any Proposal/Bid/Offer received after Proposal/Bid/Offer submission
time will be returned unopened.
5.25. The Vendor must not type in or otherwise alter or re-key any of the original text of
this RFP. If the HEC determines that the Vendor has altered any language in the
original RFP or amended/changed/deleted/substituted any terms and conditions of
this RFP, the HEC in its sole discretion will disqualify the Vendor from further
consideration at any stage. The RFP issued by HEC is the official version and will
supersede any conflicting RFP submitted by the Vendor.
5.26. Each page of the Proposal is to be numbered.
5.27. Respond to the sections and exhibits in the same order as given in this RFP.
5.28. Label and tag the responses to each section and exhibit, using the corresponding
headings from the RFP.
5.29. The Vendor must fully respond to each requirement within the Technical
specifications by fully describing the manner and degree by which the Proposal
meets or exceeds said requirement(s).
5.30. It is the responsibility of the Vendor to clearly identify all costs associated with any
item or series of items in this RFP. The Vendor must include and complete all parts
of the cost Proposal in a clear and accurate manner. Omissions, errors,
misrepresentations, or inadequate details in the Vendor’s cost proposal will be
considered as valid ground for rejection of the Vendor’s proposal. Costs that are not
clearly identified will be borne by the Vendor. The Vendor must complete the
respective “Cost Information Submission Form” for Cat-I, Cat-II and Cat-III (Annex.
E, Annex. F and Annex. G respectively) in this RFP, which outlines the minimum
requirements for providing cost information for each category. The Vendor should
supply supporting details as described in the Cost Information Submission Form.
5.31. HEC reserves the right to request additional information or clarification of a
Vendor’s Proposal. The Vendor’s cooperation during the evaluation process in
providing HEC staff with adequate responses to requests for clarification will be
considered a factor in the evaluation of the Vendor’s overall responsiveness. Lack
of such co-operation may, at the HEC’s discretion, result in the rejection of the
Vendor’s Proposal.
6. HARDWARE AND SERVICE REQUIREMENTS
Following are the minimum requirements which the bidder/vendor for each category i.e.
Cat-I, Cat-II and Cat-III are required to fulfill.
Page 11 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
6.1 The Vendor must install all equipment and components and must ensure that the
proposed equipment is fully operational and function properly at all variables.
6.2 Vendor must furnish components, wires, connectors, materials and parts,
equipment for the complete installation of the system, in accordance with
recommendations of the equipments manufacturer. Installation shall follow standard
broadcast wiring and installation practice, and shall meet or exceed industry
standards for such work.
6.3 Vendor must observe proper circuit polarity. No cables shall be wired with polarity
reversal between connectors with respect to either end. Special care shall be taken
while wiring cables, to ensure that constant polarity is maintained.
6.4 Vendor must provide adequate protection to install equipment against electrical
surges.
6.5 Vendor must ensure that all systems are in first class working condition and free of
short circuits, ground loops, video noise and excessive system noise or any fault
effecting its efficiency/quality/life.
6.6 At time of installation, Vendor must provide owner’s manuals, manufacturer’s data
sheets, and a complete equipment list.
6.7 At the time of installation, Vendor must provide comprehensive system schematics,
labeling and showing detailed connections to all equipment.
6.8 A site survey may be required at no cost to HEC to determine specific cable runs
and cable management associated with the desired system. Any components
needed during installation resulting from failure to perform a site survey must be
provided at Vendor’s expense.
7. AUTHORIZATION TO SELL
Bidders for all categories i.e. Cat-I, Cat-II and Cat-III must provide a current letter from
the manufacturer of the Equipment being proposed stating that the Vendor has been
authorized to sell the manufacturer’s products to HEC and is responsible for installation,
testing, commissioning, after sales service and maintenance. In case Bidder sublets
some items of RFP, has to provide written agreements (for service/spares supply) with
company/companies and their relation with the manufacturer/principle.
8. SELECTION PROCEDURE
HEC's intent in issuing this RFP is to award a contract to the lowest and best responsive
Vendor/Bidder who meets required standard of specifications and other factors. The
Vendor’s past performance, cooperation, and ability to provide service and training are
general factors that will be weighed in the selection process. The selection procedure is
same for Cat-I, Cat-II and Cat-III.
Page 12 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
8.1. A two step process will be used for the selection of a Vendor in all categories.
8.2. In the first step only the Technical Proposals will be opened and reviewed.
Technical evaluation of the firms shall be based on information provided in
Technical Proposal.
8.3. Bidders will be selected and rated in the first phase. Next the Financial Bids of the
selected Bidders will be opened and reviewed.
8.4. The final selection will be based upon consideration and detailed review of both
Technical proposal and Financial Proposals.
8.5. All Vendors will provide demo (proof of concept) to verify the claims in the Technical
Specifications of the Brochures. This would also determine the quality and
specifications of the equipments. For Cat-1 equipment best performance would be
judged at lowest bandwidth for evaluation purpose. Product not fulfilling the
requirements in the actual demo will be technically disqualified even if their
Broachers claim to be adequate for the same.
8.6. HEC will define the Technical Evaluation Criteria which will be provided to bidders
in the Bidders Conference scheduled on November 15, 2006. The Technical
Evaluation Criteria (Annexure L) will then become the part of this RFP.
9. PROPOSAL EVALUATION
Throughout the evaluation process of all categories i.e. Cat-I, Cat-II and Cat-III, HEC in
its sole discretion may request additional written clarifications and/or supplemental
information from Bidders as part of the initial evaluation process.
10. ON-CALL SUPPORT
For all categories (Cat-I, Cat-II, Cat-III) the Contractor/Vendor shall provide on-call
support (6 days a week) including assistance with operation and maintenance of the
system at respective location(s) all free of cost for a period of one year from the date of
the first successful start/functioning/operation of the equipment.
11. TIME FRAME
Project is to be completed within six (06) weeks in all respects i.e. deliveries and all kind
of installations and two (02) weeks for testing and commissioning. Hence, for each
category i.e. Cat-I, Cat-II and Cat-III the total time for job completion including time for
supply, installation, testing, and integration shall be 08 weeks from the date of placement
of order by HEC. Liquidated Damages at the rates referred in this document shall be
imposed in case of any delays due to any reason whatsoever.
Page 13 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
11.1. DELIVERY & INSTALLATION
Delivery and Installation should be at the Sites/Locations as per Annexure- A at
the risk and cost of successful bidder.
12. TRAINING
Specialized Training is required for video conferencing equipment for all categories (Cat-
I, Cat-II and Cat-III).
12.1 Bid price shall include training on the system for the HEC staff including
engineers/technicians responsible on site for maintenance and troubleshooting and
for the teachers as well as administrators who will be the end users of the system.
12.2 The Contractor shall provide hands-on training on the System to VC technical staff
to run services, maintenance & troubleshooting.
12.3 The hands-on training, services shall be adequate to impart necessary skills to the
trainees to run Video Conferencing Equipment, day-to-day support and user training
to the users of the System.
12.4 Local trainings will be conducted at the premises provided by HEC.
12.5 The Contractor shall also conduct comprehensive Training for HEC technical
personnel under the Manufacturer Training Programs at Manufacturer Location and
HEC, covering all aspects including Technical and Management of the System.
12.6 The Contractor shall provide a complete training program for System functions,
maintenance and diagnostics for all Equipment.
Note: A comprehensive Training Plan is to be submitted along with the Technical
Proposal. Sample format is given at Annexure-H.
13. WARRANTY
Following Warranty clauses are applicable to Cat-I, Cat-II and Cat-III
13.1. The successful Bidders shall warrant the equipment and its components to be
free from any sort of defects in material and workmanship for a minimum period
of 1 year from date of completed installation and shall repair or replace on a
timely basis any defective component, assembly or portion free of cost. Technical
support should be available on call basis. A Service Level Agreement (SLA) will
be required to establish appropriate level of support for speed repair and
replacement. Each and every call will be attended by competent staff of the
Bidder within 3-4 hours of its notification either on phone or in writing during
business hours (9am -5pm). Delay in attending the call and delay in rectification
of fault will lead to consequential financial damages to the Vendor/Bidder.
Page 14 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
13.2. The Vendor/Bidder will warrant that the equipment supplied under the Work
Order/Purchase Order are new, un-used, and incorporate all recent improvements
in design and materials and which should be of good quality as per acceptable
standards. Quoted equipment should meet all design, quality & other technical
requirements listed in this document or explicitly mentioned somewhere else in
other such projects.
13.3. The Vendor further warrants that goods shall be free from defects arising from
any act or omissions of the Vendor or arising from design, materials, and
workmanship, under normal use in the conditions prevailing at final destination.
14. SERVICES
14.1. HEC shall promptly notify the supplier in writing of any claims arising under this
warranty and the Vendor/Supplier will repair/replace the defective stores at
reasonable speed but within the specified period and time & without any
additional cost.
14.2. If the Vendor fails to remedy the defect within the period specified, the HEC may
proceed to take within a reasonable period such remedial action as may be
necessary, at the Vendor’s risk and expense and without prejudice to any
other rights which the HEC may have against the Contractor under the
contact.
14.3. For information purposes, please indicate separately the cost of service from
your company beyond the warranty period.
15. PROJECT IMPLEMENTATION PLAN
The Bidder for each category i.e. Cat-I, Cat-II and Cat-III should provide a detailed
Project Implementation Plan as part of the Technical Proposal. This will be the basis
for ensuring that the Project Implementation is regulated under defined time lines. This
will also form the basis for HEC to claim Liquidated Damages, for inclusion in the
Contract, relating to delays, besides supplies and services not conforming to
specifications, and/or other Contract commitments.
16. LIQUIDATED DAMAGES
Liquidated damages shall be applicable to all categories (Cat-I, Cat-II, Cat-III) are as
under:
a) Delay of one week to handover the project
as per specifications
= 0.5% of the total cost
Page 15 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
b) Delay of two weeks to handover the project
as per specifications
= 1.0% of the total cost
c) Delay of three weeks to handover the
project as per specifications
= 2.0% of the total cost
d) Delay of four weeks to handover the project
as per specifications
= 4.0% of the total cost
e) Delay beyond four weeks shall be charged at 2% for every delayed week in
addition to 4.0% as mentioned above subject to the cost not exceeding
10% of the total cost.
17. ERRORS/OMISSIONS AND DISCREPANCIES
In the event of a discrepancy between the unit price and the total price of the respective
item in Cat-I, Cat-II and Cat-III, the unit price shall govern. Bidder shall not be allowed to
take advantage of errors, omissions or discrepancies in the specifications or in
multiplication & totaling of the price(s) and in such cases Executive Director, HEC
decision will be final.
18. PROPRIETARY TERMINOLOGY
Utmost care has been taken to keep the terminology of this RFP very general. If
proprietary terminology specific to a Vendor is used in any section of RFP, equivalent
features will be acceptable, provided they are technically compatible and comparable.
19. MEET OR EXCEED SPECIFICATIONS
For all categories the specifications provided in this RFP are the minimum requirements
of HEC. The venders must meet or exceed these specifications to meet the actual
requirements of this Project and its successful practical implementation. But in such a
case additionally proposed or altered specifications should clearly be highlighted to
enable HEC to clearly identify modified specifications.
20. TERMS OF PAYMENT
The payment terms and conditions are same for all three categories i.e. Cat-I, Cat-II and
Cat-III. Payment of contract price shall be made in the following manner; however, HEC
may consider any other alternative arrangement which falls in the legal frame work of
GoP.
Page 16 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
20.1. Fifty percent (50%) cost of import of equipment will be paid as advance
payment against the Bank guarantee of equal amount, and will be released
after successful delivery of all equipment at sites.
20.2. Ten percent (10%) cost of imported equipment price shall be payable to the
Contractor upon successful delivery of the equipment at sites. The ultimate
consignee will confirm the delivery of equipment and provide the invoices.
20.3. Thirty percent (30%) of the imported equipment price shall be payable to
contractor upon successful installation, integration, testing & commissioning
of all equipment including successful interoperability of equipment with a
satisfactory working report from each locations as specified in this RFP.
20.4. Ten Percent (10%) of the total contract value will be retained as
security/retention money and will be released after warranty period.
21. CLARIFICATION AND AMENDMENT IN RFP DOCUMENT
A bidder requiring any clarification of the RFP Document i.e. Cat-I, Cat-II and Cat-III may
so notify to contacts given bellow in writing or via email. HEC may respond in writing to
any request for clarification of the RFP Document, which are received at least seven (07)
days prior to the date of Bid submission. Written copies of any response (including details
of the original query but without identifying the source of inquiry) will be sent to all Bidders
who have received the RFP Document, by e-mail or Fax.
Nazeer Hussain Anwar Amjad
Director (VC & PERN) Project Director (VC)
Sector H – 9, Islamabad Sector H – 9, Islamabad
Ph: +92 (51) 9040433 Ph :: +92 (51) 9040504
Fax: +92 (51) 9290431 Fax: +92 (51) 9290431
Email: nhussain@hec.gov.pk Email: aamjad@hec.gov.pk
22. CONDITIONS OF PARTICULAR APPLICATION FOR CAT-I, CAT-II AND CAT-III
22.1. Responsibility of Bidder/Supplier/Vendor
If any ambiguity, insufficiency or discrepancy noticed by Bidder and if any
clarification is required, Bidder should send detailed clarification list for both
Technical & Financial parts 15 days prior to the bid submission date. Any
addendum issued in response to bidder’s queries shall become part of this RFP.
Page 17 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
22.2. Assignment, Subletting, Transfer, Suspension, Termination & Withdrawal
Assignment, subletting, transfer, suspension, termination and withdrawal of the
Vendor are not admissible unless otherwise agreed upon in writing by authorized
and competent authority/management of HEC and on the terms and conditions
agreed up on by HEC.
22.3. Consequential Losses & Indirect Damages
Contractor shall be responsible for consequential losses and indirect damages
arising out of execution and performance of Contract.
22.4. Approvals/Permissions/Authorizations
Contractor shall be responsible to obtain approvals/permissions/authorizations at
his own risk and cost from related Government, Semi-Government Institutions and
other related organizations/agencies for execution of the Project in all respects.
Page 18 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-A
List of Universities/Institutes
S# Universities/ Institutions
1 Allama Iqbal Open Unviersity, Islamabad
2 Bahria University, Islamabad
3 Federal Urdu University of Arts, Sciences and Technology, Islamabad
4 International Islamic University, Islamabad
5 National University of Modern Language, Islamabad
6 Pakistan Institute of Engineering and Applied Sciences, Islamabad
7 University of Arid Agriculture, Murree Road, Rawalpindi
8 University of Engineering & Technology, Taxila
9 University of Azad Jammu & Kashmir, Muzaffarabad, Azad Kashmir
Page 19 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-B
Technical Information Submission Form
Cat-1: Video Conferencing Equipment and Software
(To be attached with Technical Proposal)
Relationship
Make of Part
S# Items Product Name Model With
Equipment No
Principal
1 VC Unit Advanced (with camera)
2 PTZ Camera with Mount
3 Camera controller
4 Bandwidth controller - Packet shaper
Video Conferencing Scheduler &
5
Management Suite
Lighting (Special lights for Video
6
Conferencing)
Page 20 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-C
Technical Information Submission Form
Cat-II: Interactive Devices for Teaching/Collaboration
(To be attached with Technical Proposal)
Relationship
Make of Part
S# Items Product Name Model With
Equipment No
Principal
1 Interactive Whiteboard
2 DVD Recorder (Sony, Philips)
3 TV 21" Flatron (Sony, LG)
Multimedia Projector minimum 3000 lumens
4 (DLP)(Infocus, Mitsubishi, Toshiba) with wall
Mounted Screen & Ceiling Mount
Plasma Screen/TV or LCD Screen/TV 50"
5
(Phillips, Sony, Panasonic & Samsung)
Page 21 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-D
Technical Information Submission Form
Cat-III: Audio
(To be attached with Technical Proposal)
Make of Part Relationship
S# Items Product Name Model With
Equipment No
Principal
1 Microphones
2 Instructor's Microphone
3 Wireless Microphones
4 Microphone (Mixer and Amplifier System)
5 Speakers
Digital mixer, echo cancellation and far end
6
feedback reduction device
Page 22 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-E
Cost Information Submission Form
Cat-I: Video Conferencing Equipment and Software
(To be attached with Financial Proposal)
Product Part Unit Total
S# Items QTY Model Make
Name number Price Price
1 VC Unit Advanced (with camera) 08
2 PTZ Camera with Mount 16
3 Camera Controller 08
4 Bandwidth controller - Packet Shaper 08
Video Conferencing Scheduler &
5 1
Management Suite
Lighting (Special lights for Video
6 48
Conferencing)
Equipment Rack(Covering all
7 08
equipment with locking facility)
Training for HEC and University
8 20
Personals
Total Price
Note: Equipment Prices should include installation Charges.
Page 23 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-F
Cost Information Submission Form
Cat-II: Interactive Devices for Teaching/Collaboration
(To be attached with Financial Proposal)
Part Unit Total
S# Items QTY Product Name Model Make
number Price Price
1 Interactive white board 08
2 DVD Recorder (Sony, Philips) 08
3 TV 21" Flatron (Sony, LG) 08
Multimedia Projector minimum
3000 lumens (DLP)(Infocus,
4 Mitsubishi, Toshiba) with wall 08
Mounted Screen & Ceiling Mount
Plasma Screen/TV or LCD
5 Screen/TV 50" (Phillips, Sony, 08
Panasonic & Samsung)
Total Price
Note: Equipment Prices should include installation Charges.
Page 24 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-G
Cost Information Submission Form
Cat-III: Audio
(To be attached with Financial Proposal)
Product Part Unit Total
S# Items QTY Model Make
Name number Price Price
1 Microphones 80
2 Instructor's Microphone 08
3 Wireless Microphones 16
Microphone (Mixer and Amplifier
4 08
system)
5 Speaker 16
Digital Mixer, echo cancellation and
6 08
far end feedback reduction device
Total Price
Note: Equipment Prices should include installation Charges.
Page 25 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-H
Cat-1: Video Conferencing Equipment and Software
These are mandatory minimum specifications for video conferencing equipment and their network. If the
bidder(s) is unable to comply with any one of the specifications they must indicate the reason.
S# Specification for video conference system Compliance (Y/N) Comments
1 Origin
USA/Europe/Japan
2 Interoperability Standard for IP, ISDN
H.323
H.320
SIP
3 Video standards
H.261
H.263 +
H.263 ++
H.264
4 Frame Rates (Point to point )
Minimum 30 frames per second
Minimum 60 fields per second
5 Video Inputs:
Integrated Main camera
Additional auxiliary camera
Document Camera
DVDR port
PC/Laptop (SXGA) connection provision for PowerPoint
presentations etc
6 Video output:
DVDR for recording
For Primary Display:
Plasma
Multimedia Projector
For Secondary Display:
Plasma
Multimedia Projector
7 Video format
PAL, NTSC
Graphics : XGA, SVGA, VGA, SXGA
Video Bandwidth
H.323 - 2Mbps (minimum)
H.320 - 512Kbps (minimum)
SIP - 2Mbps (minimum)
Page 26 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
8 Integrated Main camera
Ultra quite , Ultra – fast action pan /tilt / zoom
60° Field view or better
Tilt Range : +/- 15° (UP/ Down) or better
Pan Rage : +/- 90° (left /right) or better
Total Field view : 240° or better
10 x zoom or better
Auto focus
Automatic white balance
Camera Preset local and far end
Standard –based far end camera control (FECC)
Remotely operated snap shot
9 Video Resolution
Interlaced video (60 /50 field full –screen video for NTSC / PAL )
NTSC: 4 SIF (704 x 480)
NTSC: SIF (352 x 240)
PAL: 4 CIF (704 x 576)
PAL: CIF (352 x 288)
Advanced Screen Layouts to display multiple locations
Picture-in-picture
10 Dual Video Support/Resolution
Dual Video Support to transmit PC/VCR/External camera and
presenter
XGA (1024 x 768) ,SVGA (800 x 480) for graphic display
People Video support for 4 CIF and SIF on second VGA display
11 Audio protocols
G.711, G.722.1, G.722, G.728 on IP or ISDN or Mixed calls
G.711, G.728 on IP/ ISDN
12 Audio Feature
Full duplex audio
Stereo
Mono
CD Quality
Instant Adaptation Echo Cancellation
Automatic Gain Control (AGC)
Voice Activated Camera Tracking
Automatic Noise Suppression (ANS)
Audio Mixer Mic, VCR, Telephone , Line in
Ability to connect Audio calls
Videoconference system should be able to connect Audio
13 conferencing system
The system should have integration with wideband conference
Page 27 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
phone and video conferencing solution
14 Audio input
1 x Microphone
1 x RCA inputs for stereo or mono input DVDR
1 x RCA for mixer
Support for Audio Conferencing minimum 3 mics
15 Audio output
Primary Audio output
Secondary Audio output
DVDR (mono & stereo)
16 Digital Tabletop Microphone Array
360° degree voice pick up ; 4.8 dB less reverberant than omni
microphone
Three Cardioid elements per microphone
Integrated mute button (local and far end)
17 Network interface support
Ethernet port : (10/100Mbps)
4 x ISDN BRI
18 Network Features
Automatic IP/ISDN calling
Down speeding over IP and ISDN
Auto SPID detection and configuration
SNMP for enterprise management
Audio and video Error Concealment over IP ,ISDN and mixed call
Maximum call length digital timer
IP Address Conflict Warning
19 System Management / Directory Services
Software Up-gradation via ISDN, PC, LAN
Downloading CDR
Directory Services
20 H.323 Quality of Service Features
IP DiffServ
IP Precedence
TOS
RSVP
IP Packet Loss Recovery and Jitter Control
21 Security
Secure password authentication
Administration password
Management via HTTP, Telnet
SNMP security alerts
22 Encryption on IP/ISDN/Serial Ports
Page 28 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Software encryption on ISDN ,IP and serial / V.35
23 User Interface
User friendly graphical interface
24 Collaboration Solution
Direct XGA port for data sharing, online presentations, and PC
desktop display in an on going video conference
Net-meeting Support
Web streaming supporting various media players and the latest
compression standards (optional)
25 Firewall Support
System is able to operate behind Firewall
26 Electrical
Auto sensing power supply
Operating voltage/power 110-240 VAC
50-60 Hz
27 Environmental specification
Operating Temperature : 0 ° to 40 ° C
Operating Humidity : 10 to 85 % RH non -condensing
28 Operations and Maintenance
Easy interactive interface
SNMP V2 MIB
Telnet
FTP
29 Technology Evolution Features
Software up-gradable to any new features/services
30 Warranty
1 Years Warranty from the date of System Installation for parts and
after sales service
31 The system must be built to support large room sizes with 50-100
people.
Page 29 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
PTZ Camera
High quality PTZ camera with wall mount bracket is required. Must come with cabling system that allows
the installer to use cat5 cabling to run power video and camera control. The product should have the
following specifications:
S# Specification for PTZ camera Compliance (Y/N) Comments
A high resolution CCD Camera with image sensor 1/4''
CCD, that combines a high -speed quiet pan/tilt with angle
1 view
2 Minimum 40x zoom (10 x optical and 4x digital)
3 Auto and manual focus
4 VISCA camera control with at least 10 preset positions
5 IR remote control
6 Thin profile and wall - mount Bracket
7 EZ Camera Cabling System.
8 Effective Pixels : 768(H) X 494(V)
9 Vertical Signal : PAL/NTSC
10 Horizontal Field of view: 6.6 to 65 Degrees
11 Minimum Illumination : 3.5 lux (F1.8)
Auto exposure: Auto/Manual / Priority AE : Exposure
12 Compensation; Back Light Compensation
Pan / Tilt : Horizontal +/- 100 Degree (Max speed 300
Degrees/s); Vertical +/- 25 Degree (max speed 125
13 Degree/s)
14 Video Output : Standard for VC System/Camera Controller
15 Operating Temperature: 32 to 104 F (0 to 40C)
Camera Controller
Camera controller should control PTZ cameras and position them with user selected preset locations.
S# Specification for Camera Controller Compliance (Y/N) Comments
1 Supports minimum 4 PTZ cameras
2 Camera controller in the main control system supports
camera presets for different locations.
3 Support any PTZ camera that has a complete VISCA
camera control command set.
4 Automatic Camera Detection:
Automatic detection of number and type of cameras
connected to the system.
5 IR Remote Control :
An IR remote control is included with the camera
controller. Does the remote have the ability to select
camera, use PTZ functions and all camera preset
programming?
6 Video Input :4 s-video or composite
Page 30 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
7 Video Output: 4 s-video or composite
8 Does Camera Controller move camera in the direction of
mic activation?
9 Camera Video Delay
Able to delay the camera output between cameras
switching time.
Bandwidth Controller-Packet Shaper
S# Specifications Compliance (Y/N) Comments
Reallocation of bandwidth to be
1 optimized level and make best use of
limited resources.
Control network congestion. Traffic
latency. Application response times
2
(overcomes queuing deficiencies in
routers and other devices).
Classifies traffic by application IP, IP
3
subnet, MAC, TCP/UDP Ports.
4 Centralized Management and Reporting
Deny SYN/UDP/ICMP flood, deny port
scan. Limit Access control according to
5 user's access rights based on IP or
TCP/UDP port. Discard per user
connection based on IP or MAC.
6 IP Flows: 10000-30000
7 Throughput: 10 Mbps
8 Min Policies: 256
9 Min IP Hosts: 10,000
10 Min Compression: 512K
11 LAN Interfaces x 2
12 Console Port for Maintenance
13 19" Rack Mountable
14 Power Supply: 110-240VAC, 50-60Hz
Alternate traffic path if Bandwidth
15
Controller fails
16 Redundant Power Supply (optional)
Page 31 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Lighting
S# Specifications for Lighting Compliance (Y/N) Comments
1 Housing/Finish: 0.060 formed aluminum sheet metal,
antique white
Reflector: 24 gauge (0.020) formed aluminum sheet metal
2
(polished spectacular finish)
Power Cord: Sufficiently long to be installed in a room with
3
50-100 people.
Power Plug: Must have standard easily available power
plugs.
5 Lamp/Ballast
Minimum 39 Watt lamps. The lamps should be easily
available for replacement.
Power: 110-240VAC, 50-60 Hz
Power factor: >0.95
Ballast factor: >0.85
Total harmonic distortion: <10%
Sound rating: Inaudible in 27dB ambient
Lamp flicker: None visible
Frequency of operation: >25 KHz
Fusing: Internal
Min starting temperature: 10ºC
Max case temperature: 75ºC
Switching/Dimming: Manual on/off switch and
6
dimmer; Infrared remote (Optional)
Lamp Socket: High Strength, durable and easily
7
available for replacement.
Min 3500ºK standard
Min 12,000 hours rated lamp life
Mounting: 1/4 x 20 tripod mount or safety fastener for
8 ceiling grid attachment, complete with swivel post and
adjustable yoke for angular and directional rotation
9 Weight: Low weight for risk free mounting
Page 32 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Management Software
Required Minimum Specification for
S# Compliance (Y/N) Comments
Management Software
1 Conference(s) Scheduling
2 Resource Booking
3 Billing option (CDR required)
4 Integration with Microsoft Exchange Server
5 Call and system Statistics
6 Support for mixed systems
7 Creation of Meeting Rooms
8 Networking Monitoring
Sample Format for Comprehensive Training Plan
S# Staff to be Trained No. of Staff Type of Place of Capability Duration
(HEC, to be Training Training Level to of
Universities/Institutes Trained handle VC Training
System after
Training
Page 33 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-I
Cat-II: Interactive Devices for Teaching/Collaboration
The E-Board system could be either a full electronic whiteboard or a system that allows conversion of a
normal whiteboard into an electronic board.
S# Specification for Interactive White Board Compliance (Y/N) Comments
Fully compatible with the Video Conferencing
1 System
2 72" Whiteboard
User friendly interface with VC System and
3 PC/Multimedia Projector
4 Support Multicolor pens
5 Ability to integrate power point presentations.
6 Printing the Lectures and Presentations
DVD Recorder
S# Specification for DVD Recorder Compliance (Y/N) Comments
1 Recording media (DVD+R, DVD+RW,
DVD-R, DVD-RW)
2 Minimum 3 Number of Disk held
3 Two-Way compatibility (Will play on DVD
players and PC drives)
4 Plays DVD/CD/MP3 CDs
5 Minimum 8 hours Video Recording per
side
Plasma Screen/TV
S# Specification for Plasma Compliance (Y/N) Comments
1 Min resolution 1024 x 768
Maximum picture function like pip, pop,
2 pap
Brightness (700 cd/m², 1000 cd/m²,1100
3 cd/m², 1200 cd/m²,1500 cd/m², etc)
4 TV Scan line(480i, 480p, 720p, 1080i, etc)
5 HDTV ready with HDMI Input Interfaces
6 2 speakers
Mounting, Table Stand Included
Minimum 1 year Warranty from the date of
system Supply/ installation
Page 34 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-J
Cat-III: Audio System
Wired Microphones: Gooseneck
S# Specifications Compliance (Y/N) Comments
1 Gooseneck podium microphones
2 Consistent on-axis response
3 Structured ultra-thin gooseneck
Various mounting options, flexibility of cable
4
to allow use by 6-8 participants
5 Push to talk
6 Element: Back electret condenser
Polar pattern: Super- Hyper Cardioid,
7
preferably covering 6-8 participants
8 Polar Pattern: Selectable Omni (optional).
9 Low Impendence balanced: 200 ohms
10 Frequency response ( -8db ): 75-15000 Hz
Power level (0db- 1m W/Pascal) at 1,000
11
Hz: (-44db)
Open circuit voltage (at 1,000 Hz):
12
6.6mV/pascal
Equivalent noise (0db=20 microphones):
13
<28db SPC
14 SPC (1% reduction, 1,000 Hz): 130db
15 Minimum voltage/current requirement
16 Special: Transform less output device
17 Case material: Steel
18 Finish: Nonreflecting black
Included accessories: Windscreen 2 piece
19
Shock mount CPSM-kit
Appropriate connector type for interface with
20
mixer/VC System/Echo Canceller
Wired Microphones: Patch
HEC will also require some omni directional Patch Antennas with omni-directional pattern.
S# Specifications Compliance (Y/N) Comments
1 Patch antenna
Omni directional antenna pattern covering 7-
2
9 participants
3 Frequency response ( -8db ): 75-15000 Hz
4 Low Impedance
5 Minimum voltage/current requirement
Perfect balanced matching with Mixer/VC
6
System
7 Works properly with Echo Canceller
8 Finish: Nonreflecting black/grey
Page 35 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Appropriate connector type for interface with
9
mixer/VC System/Echo Canceller
Wireless Microphones
S# Specifications Compliance (Y/N) Comments
1 Consistent on-axis response
2 Structured ultra-thin design
4 Preferably push to talk
Causes no interference to the Video
Conferencing System, especially the audio
5 sections
Supports interface with mixer/VC system
6 with perfect matching
7 Polar pattern: Super- Hyper Cardioid
8 Low output Impendence
9 Works with Echo Canceller
Collar Wireless Microphone
S# Specifications Compliance (Y/N) Comments
1 Consistent on-axis response
2 Structured ultra-thin design
3 Preferably push to talk
Causes no interference to the Video
Conferencing System, especially the audio
4 sections
Supports interface with mixer/VC system
5 with perfect matching
6 Polar pattern: Standard for collar mics
7 Low output Impendence
8 Works with Echo Canceller
Mixer
S# Specifications Compliance (Y/N) Comments
1 Frequency Response
0-3db
Micro 100-17000 Hz
Aux:40-21000 Hz
2 Front / Rear Panel Controls
8 microphones level control
1 master gain control
1 Fader and Headset volume
Page 36 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
1 bass and treble control each
indication lamp
power button switch
AC in
Low/High out put
Record Jack
Microphones input jack
3 Power Supply Requirements
110-240 VAC, 50-60Hz
4 Rack Mounting
Echo/Noise Canceller
S# Specifications Compliance (Y/N) Comments
1 Highest possible audio quality between sites –
Industry leading acoustic echo and noise
cancellation, minimum 32 channel support
2 Clear crisp sound – Ambient noise
cancellation on mic or line input
3 Connectors: Support standard microphone,
mixer, and VCR connectors.
4 Power: Input voltage of 110 -240 VAC ,50-60
5 H
Microphone input :
adjustable -55dBu to +0 dBu nominal
6 Loudspeaker Output
5 W ,4 Ohms
7 Input Impedance
5 k Ohms
8 Signal to Noise Ratio
Line level ,0 dB gain :> 60 dB
9 Frequency response
20 Hz – 15 KHz
10 Acoustic Echo Cancellation Span
120 ms or less
11 Dynamic Range
85 dbi
12 Convergence Rate
40 dB / Second
13 Operating Temperature
0 °- 40 °C
Page 37 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-K
Installation of Equipment (Cat-I, Cat-II and Cat-III)
(Installation, Integration, Testing & Commissioning)
Cat-I Video Conferencing Equipment and Software
S# Specifications Compliance (Y/N) Comments
1 System Integration
Cabling used for will be of the highest
2
quality
Cat-II Interactive Devices for Teaching and Collaboration
S# Specifications Compliance (Y/N) Comments
Cabling used for will be of the highest
1
quality
Cat-III: Audio Equipment
S# Specifications Compliance (Y/N) Comments
Supplier of Audio equipment will take full
1 responsibility for integration of complete
audio and video system
In audio system integration only balanced,
low impedance audio connections will be
2 used. This applies to the whole audio signal
chain and includes microphones, mixers,
amplifier, etc.
Cabling used for audio will be of the highest
3
quality
Audio cabling (particularly microphone
cables) should be routed away from sources
of interference and should not be run
4
parallel to mains supply cables. All signal
and mains supply cables must be installed
according to IEE regulations.
Page 38 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Test and Acceptance (Cat-I, Cat-II and Cat-III)
Comments/Type of
S# Specifications Compliance (Y/N)
Tests
Specify tests that will be conducted to
establish compliance of each network
1
component with the specifications listed in
this equipment.
Specify tests that will be conducted to
2
establish system integration.
Specify criteria that will be used to establish
performance metrics for both audio and
3
video systems after integration as per
defined criteria.
Specify tests that will be conducted to
4 establish quality of the system at various
bandwidth levels.
Post Deployment Support (Cat-I, Cat-II and Cat-III)
S# Specifications Compliance (Y/N) Comments/Details
1 Provide details if the systems fail to provide
the promised QoS how will the problem be
resolved.
2 Provide details of response times that will
be met in post deployment support.
3 Provide details of how integration issues will
be resolved in post-deployment support.
4 Will there be 24x7 support? If not then
support details must be provided.
5 Provide details of local support
infrastructure that the company will maintain
in Pakistan to provide support.
6 Provide details of how equipment
repair/replacement will be handled and what
timeframes will be involved.
7 If a system fails will there be a replacement
provided till the time repaired hardware is
made available.
Page 39 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Guidelines For Documentation (Cat-I, Cat-II and Cat-III)
The system must come with complete documentation set involving user guides, technical specifications,
operation and maintenance manuals etc.
S# Specifications Compliance (Y/N) Comments
Provide details of all documentation that will
1
be provided with the system.
Upgrades (Cat-I only)
S# Specifications Compliance (Y/N) Comments
All systems must be software up-gradable to
1
the latest version
Provide details of how software upgrades
2 will be delivered for each equipment and at
what frequency.
Reliability and Warranty (Cat-1, Cat-II and Cat-III)
S# Specifications Compliance (Y/N) Comments
Provide details on Video Conferencing
1 Equipment reliability resiliency, MTBF &
MTTR.
2 All equipment comes with 1 year warranty.
The integrated system is warranted for 3
3
years for parts and performance.
Page 40 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure-L
Overall Compliance Undertaking
I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/Conditions of this RFP
hereby undertake and firmly bound myself to abide by/comply all sections of this RFP except for those
items noted below.
1
2
3
4
5
6
7
8
9
10
Signature __________________
Name __________________
Designation __________________
Company __________________
Date __________________
Page 41 of 42

HIGHE ION
RFP for Video Conferencing Equipment & Services
S
R
EDUCATION COM MIS
Annexure- M
Technical Evaluation Criteria
Technical Evaluation criteria will be provided to the Bidders at Bidders Conference to be
scheduled on November 15, 2006.
Page 42 of 42