Meeting Room System Requirement

August 2017

Annex A

Title of project: /

Meeting Room system requirement

Date and time for return of tenders: / 31 January 2018 @ 16:00 hours
Contract Reference No: / C17-0248-1188
Address for tender submission: / 1 electronic copy to be sent to
PLEASE DO NOT SEND TENDERS DIRECTLY TO CARL CILENTI, CHRIS DOWNES OR DORA IANTOSCA VIA THEIR PERSONAL EMAIL ADDRESSES, AS THIS WILL INVALIDATE YOUR TENDER
Tender responses must be less than 10 MB in size.
On receipt of your tender, you will receive an automated e-mail to confirm receipt by JNCC Support Co. If you do not receive this automated email, please contact, in the following order:
Sue Wenlock (00 44 1733 866880)
Chris Downes (00 44 1733 866877)
Contacts for technical information relating to this project specification: / Chris Downes
Joint Nature Conservation Committee
Email:
Tel: 01733 86 6877
Contact for any queries regarding the tendering procedure: / Dora Iantosca
Finance Team
Joint Nature Conservation Committee
Email: Tel: 01733 866894
Proposed start-date: / 6 February 2018
Proposed end-date: / 9 March 2018

Title of Project

Contents

1.Joint Nature Conservation Committee

2.Project Aims...... 4

3.Project Background...... 4

4.Project Objectives...... 5

5.Timescale...... 5

6.Health and Safety...... 5

7.Product Specification...... 6

8.Project managment...... 6

9.Instructions for tender submission...... 6

10.Evaluation Criteria...... 7

11.Payment...... 8

12.Additional Contractor Requirements...... 8

1.Joint Nature Conservation Committee

The Joint Nature Conservation Committee (JNCC) is the statutory adviser tothe UK Government and devolved administrations on UKand international nature conservation. Its work contributes to maintaining and enriching biological diversity, conserving geological features and sustaining natural systems.

Our role is to provide evidence, information and advice so that decisions are made that protect natural resources and systems. Our specific role is to work on nature conservation issues that affect the UK as a whole and internationally:

advising Governmenton the development and implementation of policies for, or affecting, nature conservation in the UK and internationally;
providing advice and disseminate knowledge on nature conservation issues affecting the UK and internationally;
establishing common standards throughout the UK for nature conservation, including monitoring, research, and the analysis of results; and
commissioning or supporting research which it deems relevant to these functions.

Background to JNCC can be found on the JNCC website:

2. Project Aims

To provide a fully integrated solution to end users and increase productivity through collaboration JNCC has a requirement to extend the use of Skype for Business into its meeting rooms.

The solution is intended to provide a fully collaborative, audio, visual solution to carry out meetings and presentations through a fully integrated Skype for Business solution.

The equipment required for the large meeting room measuring approximately 16 metres by 11 metresthat can accommodate approximately 75 when the room fully opened. This meeting room is normally sectioned into 3 separate rooms, each measuring 5m x 11m with this kit located in Meeting room 1 in which it should also be functional even when used in its smaller size.

See diagram below showing the meeting rooms.

JNCC also uses Citrix GoToMeeting and increasingly GoToWebinar to collaborate with some partners, the solution should be configured to allow integration with these products.

JNCC have recently purchased a mobile Microsoft Surface Hub so the solution will be required to be fully interoperable with this device.

JNCC have a Polycom RealPresence Group 500solution in our Aberdeen office that the solution must be able to connect to, if upgrade/addition licenses are required for this they must be defined in tender response. There are also 2 x Polycom HDX7000 currently in the Peterborough office, it is envisaged that these may be used to provide a “trade in” value against the new video conferencing system being proposed.

JNCC may be moving locations within the next 18 months, therefore the solution should be tailored to enable it to be moved without writing off high levels of equipment or installation costs.

A professional meeting room survey was carried out that identified a solution that would meet the needs of JNCC for interactive meetings.

The audio solution should :

Allow audio from the meeting presenter, without background noise.
Allow audio participation from people in the audience (when room is fully open).
Allow clear audio to JNCC Office via the Aberdeen video conferencing system (detailed earlier in this document).

JNCC collaborate extensively with other organisations some of which cannot/do not allow the use of Skype for Business therefore the proposed video conference solution will be required to connect to other third party open standard video conference solutions.

Suppliers are requested to provide quotes for the following components:

Hardware
Installation
Training
Maintenance
Support.

The cost of each components should be broken down into the table provided in product specification – Cost for the “Microsoft Meeting Room Project”

Shortlisted suppliers will be requested to give a 45-minute presentation with questions/answers of the solution to a JNCC User group.

3.Project Background

JNCC have fully deployed Office 365 into the JNCC network environment.

JNCC has migrated all its email to the cloud and is making use of SharePoint online to collaborate with its external stakeholders.

A report was produced in December 2016 that captured the user needs of the organisation with an emphasis on its telephony service. As part of the report, an evaluation of the current telephony providers was undertaken and Skype for Business (SfB) was considered the best match.

JNCC has a strategy that aims to integrate as many of the Office 365 tools as possible, to provide transparent links between the applications. By doing this it is believed that there will be efficiencies in the way work is delivered. SfB will form part of this strategy.

To test the functionality of SfB and provide a live experience for staff, JNCC have been piloting a SfB Cloud Private Branch Exchange (PBX) system. The pilot consists of E5 licences and Microsoft’s call plans – international and domestic. JNCC has further implemented consumption billing for conferencing to those international countries not covered by the Microsoft’s conferencing destinations.

Starting from November Skype for Business telephony functions will begin to be fully delivered to the organisation. The Skype for Business Cloud PBX and subsequent conferencing services will replace the existing telephony service.

By April 2018 Skype for Business in a cloud hosted Cloud Connector Edition (CCE) scenario.

4.Project Objectives

To meet the overall aim of this project (Section 2), the objectives are to:

Supply install and configure the hardware detailed in Project specification.

Provide a detailed plan of how the supplier will meet the objectives.

Provide Administrator and User training, the supplier should propose cost the amount of on-site training as they consider appropriate to the solution.

5.Timescale

JNCC wish to carry out the work to coincide with the deployment of its Skype for Business telephony project. Therefore, the target dates for the meeting room project will be as follows:

Replies to tenders by 31st January 2018
Decision of the successful supplier by 6thFebruary 2018
Planning meeting with successful supplier8thFebruary 2018
Delivery on site of equipment and installation by 3rd March 2018
Training in the use of system to selected members of staff by 9th March 2018
Invoiced by16th March 2018

6.Health and safety

The Contractor is expected to follow appropriate Health & Safety procedures and undertake appropriate risk assessments, evidence of which should be supplied to JNCC. (NB under no circumstances should any work or service commence prior to the receipt of written approval of the risk assessment by JNCC H&S advisor)

Any incidents occurring within the contract should be immediately reported to JNCC.

7.Product specification

Suppliers are requested to respond to the following:

•Provide overview, certification and experience of delivering Microsoft Room Systems, within either public bodies or commercial companies.

•Conformation that the system being proposed is using Skype for Business natively and is not reliant on third party middleware to function.

• Conformation that the system can utilise “Polycom Real Connect” VC software.

•The work can be done within the timescales outlines below.

•A breakdown of costs.

Microsoft Meeting Room Project

Items / Cost / Notes from supplier
Professional services, build physical hardware, setting up any specific accounts for interoperability with Skype for Business, configuring VC service, testing and training
Support 12 months of telephone support, root cause analysis and remote support
Hardware.
Video Conferencing supplier to define and cost.
Audio – supplier to define and cost.
All associated cables required for the system to function as required including extenders if necessary.
Warranty Support – supplier to provide costs for extended warranty support (3 or 5 years).

8.Project management

The Contractor shall nominate a project manager, who shall be responsible for ensuring the project is completed satisfactorily and who shall be the main contact point for JNCC.

JNCC’s main contact points will be:

Technical

Email:

Tel: +44 (0)1733 866877

9.Instructions for tender submission

The tender submission should include the following:

A brief summary of the potential Contractor’s experience in relation to the requirements of this contract;
A proposed approach for achieving the objectives of the contract (and delivering the detailed tasks identified within each objective). This should be sufficiently detailed allow assessment against the evaluation criteria (Section 10);
A detailed project plan (including Gantt chart), including the proposed work programme and an estimate of time required to achieve each objective;
Availability of the Project Team for a start-up meeting in Peterborough if required.
Overall quote for the contract, to include:
Rates for attending start-up.
Costs and time allocation should be clearly allocated to specific tasks within this contract; and
VAT if applicable. The contractor is to specify whether VAT at the prevailing rate would be applicable to this project and to provide their company’s VAT registration number.

In addition, note that the tender submission should provide sufficient information to allow assessment against the criteria outlined in Section 10.

10.Evaluation Criteria

JNCC are not bound to accept the lowest priced or any tender. Having the technical expertise and experience to complete the work to a high standard, and being able to complete it within the timescale, are of the essence for this contract.

Tenders will be evaluated using the following criteria:

 / EVALUATION CRITERIA / Max Score / Score
1. Quality of proposal, (25% of the total for the three assessment categories)
Clarity of proposal (particularly work plan and deliverables) / 5
Understanding of, and relevance to, the requirements (in particular, the adequacy of outputs and understanding of Skype for Business) / 5
Soundness and logicality of methods / 3
Realism and measurability of milestones / 3
Identification and proposed solutions to potential problems/risks / 3
Serious weaknesses which threaten success / 3
Probability of success / 3
Sub Totals / 25
2. Details of Contractor (20 % of the three assessment categories)
Expertise, experience and balance of team / 10
Risks if important team members drop out / 5
Ability to meet timescales of project / 5
Sub Totals / 20
3. Cost (55% of the total for the three assessment categories)
Overall cost of hardware including installation configuration and ongoing maintenance costs. / 40
Cost of Administration and User training. / 15
Sub Totals / 55
Total score / 100

11.Payment

Payment will be made on completion of the objectives, following the submission of an invoice(s); and based on satisfactory undertaking of the contractual elements to the agreed standard of the JNCC Project Officer.

12.Additional Contractor requirements

All tenderers are requested to carefully read the Terms and Conditions applying to this contract. Payment will only be made upon delivery of key milestones.

It is assumed that all costs associated with the production of figures, reproduction of photographs and the final report are accounted for within the rates and fees given.

The Contractor is expected to supply all necessary equipment, software, licences etc. to carry out the obligations required under the contract.