Maintenance and upgrade of a BARCO video wall installed in the Crisis Room of the ECML

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1 EUROPEAN COMMISSION JOINT RESEARCH CENTRE Institute for the Protection and Security of the Citizen (IPSC) Ref. Ares(2016) /06/2016 ANNEX I TO CONTRACT. Maintenance and upgrade of a BARCO video wall installed in the Crisis Room of the ECML Technical Specifications (Invitation to tender no. Procedure no. JRC/IPR/2016/G.2/0001/OC) TABLE OF CONTENTS INTRODUCTION SYSTEM DESCRIPTION MINIMUM REQUIREMENTS MAINTENANCE TECHNICAL REPORTS GUARANTEE OCCUPATIONAL HEALTH AND SAFETY Occupational Health and Safety Measures and costs Interferential risks... 7 Page 1 of 8

2 INTRODUCTION The Joint Research Centre is the European Commission's in-house science service. The mission of the JRC is to provide EU policies with independent, evidence-based scientific and technical support throughout the whole policy cycle. Working in close cooperation with policy Directorates-General, the JRC addresses key societal challenges while stimulating innovation through developing new methods, tools and standards, and sharing its know-how with the Member States, the scientific community and international partners. Within the JRC there are 7 Institutes, among which there is the Institute for the Protection and Security of the Citizen (IPSC). The IPSC is located in Ispra. Its mission is to support EU policy makers in the field of global security and towards protection of European citizens from accidents, deliberate attacks, fraud and illegal actions against EU policies. The Global Security and Crisis Management Unit provides scientific and technical support to Commission Directorates General with responsibilities in the development, implementation and monitoring of EU policies related to External Assistance/Relations, Security, and Anti-Fraud. Key Policy issues addressed by the unit include civilian crisis management, conflict early warning/prevention, fight against fraud and terrorism (namely support to intelligence/law enforcement), and migration. The Unit s key expertise covers: Geo-spatial intelligence and earth observation imagery analysis Web mining and intelligence Information technologies and numerical modelling Statistics including data mining ECML is the European Crisis Management Laboratory. It acts as a research, development and test facility for ICT focused solutions which integrate devices, systems, and relevant information sources to support crisis management needs, such as threats analysis, situational awareness, early warning, response and coordination, and collaborative decision making. Context The objective of this call for tender is the procurement of the maintenance of the large display installed in a Crisis Room of ECML, which is located at JRC, Ispra, building 68. The overall duration of the service will be 5 years (1 year renewable 4 times). This display was purchased in 2009 and it is not foreseen to replace it within this contract. The procurement includes also software upgrade and technology upgrade for the projection grid. The purpose of the display is to present on a screen the major events occurring during the management of a crisis. It is a touch wall screen of 5 m x 2.25 m. 1. SYSTEM DESCRIPTION The adopted solution is a Barco system based on 15 (fifteen) OV-508 Projection modules and CMS 2.5 software. The controller is a Barco TRANSFORM N NGP-324 equipped with an nvidia Quadro 5000 Graphic Card. Inputs Page 2 of 8

3 The video wall receives many inputs from various sources: Analog inputs (up to 16 sources): Analog input from Tandberg VideoConference Digital inputs (eight sources): Digital input from Tandberg VideoConference (DVI-S) from the Crisis Room Digital input from satellite TV decoder (HDMI->DVI-S) in the Server Room Digital inputs from 4 PCs (DVI-S) in the Server Room Digital input from BARCO Click-Share (DVI-S) from the Crisis Room Digital input from AppleTV (HDMI->DVI-S) from the Crisis Room By using an USB extender based on a Cat-6 UTP connection, the controller receives input from an InfraRed sensor OVTS touch system located in the base of the video wall and sensing its entire surface, providing a single-touch user interface similar to a mouse pointer. Software In order to exploit the Video wall, BARCO developed and maintains CMS, a software aimed at organizing the source of information and render them on the visualization area. Presently installed on the controller, version 2.5 is providing this functionality; but it is quite behind the up-to-date version, 2.9. This software is necessary in order to integrate the visualization and the graphic acquisition cards, its intellectual property is owned by BARCO and can be released only by this company and its authorized partners. A second software is needed to manage, monitor and maintain the projection grid. Presently, being the wall implemented using lamp projectors, BCM is installed. Barco Wall Control Manager is also a proprietary software developed and maintained by BARCO as well as the others used for different projection technologies developed by this company. This software also requires to be updated whenever a new version is released: this can be done only by BARCO and its authorized partners. The operating system of the controller is Microsoft Windows 7 Ultimate and it is not possible to migrate to the Linux versions of the controlling software, because it would disrupt the interoperability of the system with the laboratory infrastructure. The software maintenance requires therefore to maintain the software editions developed for Microsoft Windows. Controlling Computer The controller of the display is located in the server room of building 68 (room 12). It is connected to the building network with access to the Internet. It connects with the projection grid with a direct network connection on another network interface. The sources from the Crisis Room are connected by optic fibers, 100 meters long, through Optical DVI Extension modules (Opticis M1-201SA-TR). The controller graphic card connects with the projector by means of additional Optical transceivers operating in dual mode. The Transform N NGP-324 has been developed by Barco and Barco has the IP on this integration, on the graphic acquisition cards (BVarco ECU-2DVI) it includes and the related drivers. The rest of the hardware is available on the market (like the graphic adapter nvidia QUADRO 5000) and certified to be compliant with this architecture by BARCO itself through its internal certification process. Page 3 of 8

4 2. MINIMUM REQUIREMENTS Software Page 4 of 8

5 The offer shall include the software upgrades for the entire duration of the contract. These upgrades shall be applied to the present solution in order to keep it up to date and compatible with the Operating system, the productivity tools and the Internet browsers, and having benefit from the latest features. The software must include the CMS and the projection grid management utilities, presently the BCM. Software upgrades may be combined with the preventive maintenance interventions. Controlling Computer The offer shall include any potential substitution of the failing hardware of the controlling computer, if this needs to be changed. The new hardware shall be fully compatible with the existing system. If required by a software upgrade, a change in the Windows Operating System version has to be agreed with the JRC in terms of time schedule and configuration. Projection grid 15 OV-508 projectors implement the present projection grid. These projectors use lamps, and shall be replaced by OVL-515 using the same projection surface (50 Fresnel panels) but being LEDs. Using the LED solution, the system is going: to require less electrical power; to have extended emitter life (LEDs can last ten times a lamp life); to achieve a higher resolution: from 5120x2304 up to 7000x3150 (not supported by present graphic card). The higher resolution is requested because necessary to be adequate to the improvements in the technology of remote sensing, providing the laboratory with high definition images of the areas affected by natural disasters, in order to perform pre and post disaster analysis and evaluate the humanitarian impact by means of several geospatial analysis techniques. The offer shall include the replacement of the lamps. The schedule of this replacement shall be agreed in writing between the Contracting parties. The replacement will include a full guarantee for the new devices, all related hardware and software (connection system, grid management, licenses, ) and its documentation. No additional cost will be charged to the JRC to deliver this material and remove the old devices. The guarantee will last for two years from the date of the acceptance of the installation through the certificate of Conformity issued by the Contracting Authority. 3. MAINTENANCE Preventive maintenance: Page 5 of 8

6 The tenderer has to provide preventive maintenance. As preventive maintenance is understood a periodic intervention on the instrument to ensure its proper function. The intervention will take place once a year at the JRC site on initiative of the contractor after agreement with the JRC technician in charge of the equipment. This preventive maintenance shall include: - Labour - Spare parts - Consumables - Travel and subsistence expenses. Corrective maintenance: The tenderer has to provide a corrective maintenance upon request (phone call confirmed by fax or ). As corrective maintenance is understood, any intervention made in case of improper performance or breakdown of the equipment outside of the preventive maintenance. These interventions shall take place at the JRC-Ispra during its working hours. The guarantee response time for the intervention shall be as short as possible and no more than 3 working days from the request, but a minimum assistance must be provided by phone in the first eight hours. In case the system is no longer able to provide its complete functionality, a complete on-site assistance must be provided in two working days. This corrective maintenance shall include: - Repair labour - Spare parts - Travel and subsistence expenses. The replacement of any parts will be performed after agreement with the JRC technician in charge of the equipment who will be present during the corrective interventions. The spare parts supplied, both for preventive and corrective maintenance, must be original parts or equivalent fully compatible with the existing display system. Correct performance and appropriate operation must be guaranteed. Acceptance: A test of technical compliance shall be performed at the end of every activity, both for preventive and corrective maintenance and for the upgrade of hardware and software by the Contract and the Contracting Authority. The test will consist in assessing the overall performances of the system, in order to show that: - Corrections solved the problem which requested them without introducing negative side effects - Prevention kept the system at its nominal levels or detected problems to be corrected - The upgrade led to a real enhancement of the system and/or solved cronic defects (e.g. bug fixing) In case the test fails, the activity cannot be considered effective and further activity must be planned jointly. Page 6 of 8

7 4. TECHNICAL REPORTS At the end of each intervention, both for the preventive and corrective maintenance, a technical report will be produced, signed by the contractor and countersigned by the JRC responsible. This technical report will indicate the number of the contract, the date, the name of the work performer, the work performed, the time spent, and include a detailed account of the defects found and of any parts replaced. Either the format of technical report attached in annex III to the contract or any other format may be used, where such other format provides for the required information. At the end of a twelve months maintenance period a final technical report will be produced. This final technical report will indicate the number of the contract and consist of a list of all technical report/s drawn up during the year and a copy of the countersigned technical report/s. This final technical report shall be approved by the JRC responsible and shall condition payment as per article I.5.3 of the contract. 5. GUARANTEE A Guarantee of two years is required on the replaced spare parts, starting from the day of written acceptance of the spare parts by the JRC. The supplier shall repair and/or replace, free of charge, any component or part as a whole that is proven to be defective during the guarantee period. An intervention shall take place not later than 10 working days from the call from the JRC confirmed by or fax. 6. OCCUPATIONAL HEALTH AND SAFETY 6.1. Occupational Health and Safety Measures and costs In order for the JRC to comply with Italian law 1 tenderers who will operate on the JRC Ispra site must provide the following information explicitly in their tender: A list of occupational health and safety measures specifically related to the execution of the contract; and associated costs related to these measures (that are included in the tender total price quotation). The appropriateness of both the measures and the associated costs will be assessed by the JRC. These will have to be consistent with the volume and characteristics of the tasks specified in the contract Interferential risks The JRC has analysed the potential interferential risks created by concurrent activities in the place where the contractor staff is to execute the contract on the JRC Ispra site. The Single Document for Assessment of Interferential Risks (SDAIR or DUVRI), at annex IV to the contract, details the potential interferential risks and the measures taken to eliminate where possible and otherwise reduce these. 1 Italian legislative decree 81/2008 article 26 and legislative decree 106/2009 Page 7 of 8

8 In order to comply with Italian law 2, following the Award Decision and prior to contract signature, the tenderer to whom the contract is awarded must finalise, sign and return within the above time period the Single Document for Assessment of Interferential Risks (SDAIR or DUVRI) in annex IV of the contract. The tenderer to whom the contract is awarded may require that the joint JRC site inspection, foreseen in section 16 of the SDAIR, takes place within the above time period Should the joint JRC site inspection, foreseen in appendix E of the SDAIR or DUVRI, take place after contract signature, then no work may be started by the contractor on the JRC site beforehand. The SDAIR may be jointly updated as a consequence of such site JRC inspection or during the execution of the contracted start, should a new situation of interferential risks arise. Table 1. SUMMARY OF MINIMUM REQUIREMENTS 1. Software Fully compatible with the new system 2. Software Shall include CMS and the projection grid management utilities, presently the BCM. 3. Hardware Same or superior brightness 4. Hardware Same or superior graphical resolution 5. Hardware Geometrical alignment and seamless display 6. Hardware Color and brightness tuning 7. Spare parts Original and fully compatible 2 Italian legislative decree 81/2008 article 26 and legislative decree 106/2009 Page 8 of 8