California Department of Conservation Office of Technology Services. Video Conference Infrastructure Upgrade & Endpoint Expansion RFQ# 4D841081

Transcription

1 A. SCOPE AND DESCRIPTION The Department of Conservation (DOC) currently has a basic Video Conference setup, with data sharing capability, consisting of (2) two Polycom High Definition (HD), dual screen, endpoints located in Sacramento and Bakersfield. The department would like to implement a full Video Conference solution to lower its operational costs, increase productivity, and reduce its carbon footprint, all while allowing managers and employees to collaborate with one another, as well as with external users comprising of business partners, stakeholders, and customers at any time. This Video Conference solution will fall in line with the governor s Executive Order S Administrative savings will be achieved by reducing travel costs by using videoconferencing and teleconferencing. The purpose of this procurement is to increase the current number of HD, dual screen, Video Conference systems by installing three additional endpoints in the Sacramento headquarters location and two endpoints in each field office located in Los Angeles and San Diego. The collaborative communication network infrastructure to support all of the endpoints is also required. B. CONTRACTOR TASKS AND RESPONSIBILITIES 1. The Contractor will provide all stated deliverables including engineering, delivery, project management, setup, installation, testing, configuration, programming, and training on the equipment. 2. The Contractor will verify access at all endpoint sites to determine delivery and installation logistics. 3. The Contractor will configure equipment to use currently deployed Quality of Service (QoS) scheme or provide a recommended solution that is supported and will function successfully within the current network environment. 4. After setup, installation, testing, training, and customer acceptance, the Contractor will provide post/non-warranty repair and maintenance services for all of the video conference devices listed, over the term of this agreement based upon response time and on-site service as specified in Section C of this document. Page 1 of 6

2 C. REQUIREMENTS 1. The Contractor will schedule and perform setup, installation and testing of the equipment within 30 days of delivery of each item. 2. The Contractor will provide onsite training for all locations for identified equipment users within 30 days of infrastructure acceptance. 3. If a shipment is delayed by more than 15 days, the Contractor will update the DOC Project Manager via regarding shipment dates and status, on a weekly basis. 4. The Contractor will ensure that DOC will have access to required drivers, software upgrades, service packs, and security vulnerability patches. 5. The Contractor will ensure that all of the equipment will be licensed, as required, during the term of the maintenance agreement. 6. The Contractor will provide contact information, respond within 4 hours of the initial service call and provide next business day onsite service Monday through Friday (excluding state holidays) between the hours of 8:00 AM 5:00 PM. 7. All service call issues will be resolved within 2 business days, by either correcting any software problems or replacing faulty hardware equipment. If the problem cannot be resolved within 2 days, the Contractor will provide daily updates to the DOC Project Manager regarding the repair status and schedule. 8. The Contractor will provide any preventative maintenance that is required for the equipment. REQUIRED SKILLS 1. All installer/maintenance technicians must be certified or authorized by the manufacturer. 2. The Contractor must be capable of conducting onsite training for identified equipment users. Page 2 of 6

3 DELIVERABLES 1. The Contractor will deliver, setup, install, configure, test, program and provide training, and provide service for the listed equipment below at the following locations throughout the state: Headquarters 3 endpoints and all infrastructure products Department of Conservation 801 K. Street (various floors) Sacramento, CA Field Offices 1 endpoint in each office Division of Recycling (DOR) Los Angeles Office 5777 W. Century Blvd., Suite 1555 Los Angeles, CA DOR San Diego Office 1350 Front Street, Room 6006 San Diego, CA Equipment consists of: 1. (Qty 5) Video Conference Endpoint equivalent to Polycom 8002 XL. Includes HD codec, Eagle Eye HD Camera, HDX mic array, P+C, PoC, English remote. Cables: component video (DVI-to-RCA), audio (RCA-toRCA), LAN, RJ11, NA pwr. Cntry code 54, NTSC. 2. (Qty 5) Expanded I/O software option equivalent to Polycom HDX Expanded I/O software option. Enable HD camera 2 video inputs and the HD monitor 2 video output ports. 3. (Qty 1) Management Suite equivalent to Polycom GMS Management Suite server license with server. Includes Scheduler and 10 systems. 4. (Qty 10) 50 Plasma monitor equivalent to LG 50 Plasma monitor, black, minimum resolution of 1366X768p, 16:9 aspect ratio, integrated speakers, Input: A/V composite, audio line in, component video, RCA, S-Video, HDMI, VGA. Mount monitors in a dual-screen, side-by-side configuration. 5. (Qty 5) Steel cart equivalent steel cart, black, with locking wheels, heavy duty mounting brackets to support dual 50 plasma displays, with locking glass enclosure and 3 sets of keys to house the video conference system. Page 3 of 6

4 6. (Qty 1) Multipoint Video Control Unit (MCU) equivalent to Tandberg Codian MCU No less than 12 ports High Definition MCU, HD resolution at 30fps on every port, built-in streaming server, built-in web server, built-in gatekeeper, Widescreen 16:9 support, QoS with DSCP, 19 rack mountable. 7. (Qty 1) IP Gateway equivalent to Tandberg Codian IP GW Gateway solution to let customers and partners easily call over the internet. Up to 10 simultaneous calls. H.323 voice & video endpoints. Firewall traversal. Web user interface. Video resolution: 720p up to 30fps. Auto attendant and/or live operator switchboard support. User level access privilege. 8. (Qty 1) Content Server equivalent to Tandberg Content Server. Support for 5 concurrent calls, 2 of which can be streamed live. Videoconference bandwidth of up to 2Mbps. Unicast and multicast streaming support, internal and external storage capabilities, support for Active Directory via LDAP. 9. Engineering, Setup, Installation, Testing, Project Management, Programming, Training 10. Maintenance service 1 year onsite maintenance service for all listed components. 11. The Contractor shall install the endpoints in each floor/room that has been identified. 12. The Contractor will ensure that DOC will have access to required drivers, software upgrades, service packs, and security vulnerability patches. 13. The Contractor will provide any corrective or preventative maintenance that is required for the equipment. ACCEPTANCE CRITERIA All installed, configured and tested products will function within the DOC network environment, to the satisfaction of the DOC Project Manager. All documentation and instructions will be complete, accurate, and functional within the DOC environment. All instructions will produce consistent outcomes when utilized by DOC IT staff. All endpoints must function and all infrastructure equipment must work both in point-to-point or multipoint video conference session, with no adverse affect on the production network while providing high quality video and/or data sharing during the session. Payment for installation will be made after acceptance. The DOC Project Manager shall approve deliverables, in writing, in order to be accepted. If there are any components or documentation of a deliverable that must be revised, DOC will reject the deliverable, providing explanation, within three (3) working days of submission. The Contractor will complete the required documentation and resubmit the deliverable within three (3) working days. Page 4 of 6

5 Partial shipments and backorders of the equipment are acceptable. Payments will be made only for received goods. OTHER REPORTING REQUIREMENTS The Contractor shall submit invoice(s) upon acceptance of deliverables and goods received, to the attention of the DOC s Contract Administrator. The invoice must clearly reference the following: DOC s contract/purchase order number Itemized description of deliverables and/or goods received STATE RESPONSIBILTIES The DOC will provide bandwidth required, open firewall ports as required, data jacks, rack space required, 120v AC power, space required for the endpoints in the conference rooms, and floor/room number. The DOC will identify users who are to receive training. The DOC shall be responsible for reviewing the deliverables as submitted in a timely manner. If corrections are necessary, DOC will have up to five (5) additional working days, from the time a corrected deliverable is resubmitted, to review the deliverable before acceptance is complete. CHANGE MANAGEMENT The final purchase order may be amended for quantity or time at the sole discretion of the DOC consistent with the terms of the original order. Change management enables effective handling of project changes, and ultimately helps us to keep the project budget, quality and timeline within the expectations of both organizations. The change management process is as follows: 1. Once a potential task has been identified, the DOC Project Manager, and the Contractor will determine if the task falls within or outside the scope of this agreement. 2. If the task falls within the scope, then the Contractor will perform the task. Resulting changes for time or costs are allowed. 3. If the task falls outside of the scope, time, or costs, but is deemed necessary to the successful completion of the work, then the DOC Project Manager and Contractor Project Manager will estimate the time and cost required to complete the task. If the additional task is approved, the Contract Administrator will be notified and the contract amended as necessary to incorporate the additional time, materials, and/or additional costs required to complete the task. Page 5 of 6

6 4. All changes in item 3 above will be executed by means of a Work Authorization form. 5. All applicable rules and requirements will be applied to any changes in costs. CONTACTS See Attachment A1. Vendor contact information changes within the same business and/or department contact information changes may be documented through the Change Management procedure above. SPECIAL PROVISIONS The normal Contractor work hours will be from 8 A.M. to 5 P.M., Monday through Friday, except for State holidays. The work locations will be at the DOC headquarters (801 K Street) in downtown Sacramento, California and the Los Angeles and San Diego Offices of the Division of Recycling. Delivery arrangements of equipment must be scheduled at least one day in advance with the Project Manager and the local contact for each field office. Sacramento location No loading dock available. Freight elevator available. Los Angeles location No loading dock available. Freight elevator available. San Diego location Loading dock and freight elevator available. No vacation or other time off will be authorized unless the time off would not impact the project or work schedule, as determined by the DOC Project Manager. There will be no overtime paid under this contract. TRAVEL There will be no travel or per diem paid by the DOC under this contract. Page 6 of 6