Annex D1: Technical specifications

Transcription

1 DIRECTORATE-GENERAL FOR COMMUNICATION DIRECTORATE FOR MEDIA AUDIOVISUAL UNIT Annex D1: Technical specifications INVITATION TO TENDER Open procedure Framework contract for the maintenance of audiovisual equipment for the European Parliament in Brussels COMM/ME-AV/FWC/2012/29 1

2 1 ABBREVIATIONS SCOPE LOCATION OF FACILITIES TYPE OF FACILITIES DESCRIPTION OF THE FUNCTIONALITIES OF THE FACILITIES IN EACH BUILDING PHS BUILDING IN BRUSSELS ASP BUILDING IN BRUSSELS LOW AND WIC BUILDINGS IN STRASBOURG STANDARD DUTY TIMES AND SCHEDULES STANDARD ACTIVITY REPORTS TECHNICAL SPECIFICATIONS OF THE MODULES GENERAL MODULE 1 MAINTENANCE OF AUDIOVISUAL FACILITIES AND TECHNICAL ASSISTANCE Task of experts Description of tasks Duty times and schedule Activity reports SPECIFIC MODULE 2 MAINTENANCE OF THE GVG SERVER SYSTEM IN BRUSSELS AND STRASBOURG Description of the installation in Brussels and Strasbourg Description of tasks Software update of the GVG server system in Brussels and Strasbourg Expert telephone support Replacement Hardware Parts Service Level Agreement Duty times and schedule Activity reports SPECIFIC MODULE 3 MAINTENANCE OF THE FRONT PORCH DIGITAL ARCHIVE SYSTEM IN BRUSSELS Technical support requested Software update of the Front Porch Digital archive system Replacement Hardware Parts Onsite hardware support server or storage systems Service Level Agreement Equipment to be maintained Duty times and schedule Activity reports SPECIFIC MODULE 4 MAINTENANCE OF THE ARBOR AUDIO RECORDING SYSTEM Description of the installation in PHS building in Brussels The list of equipment in the PHS building: Description of the installation in JAN building in Brussels List of equipment in the JAN building: Description of the installation in LOW building in Strasbourg List of equipment in the LOW building in Strasbourg Description of tasks Onsite hardware support Software update of the Arbor system Service Level Agreement Replacement Hardware Parts Duty times and schedule Activity reports SPECIFIC MODULE 5 MAINTENANCE OF THE NETIA AUDIO RECORDING AND EDITING SERVER SYSTEM Description of tasks The list of equipment in the JAN building: Software update of the NETIA system Service Level Agreement Replacement Hardware Parts

3 8.5.6 Duty times and schedule Activity reports SPECIFIC MODULE 6 MAINTENANCE OF THE ARCHIVE DOCUMENTATION SYSTEM HARRIS - INVENIO Description Description of tasks Expert telephone support Onsite hardware support Software update of the Harris - Invenio system Service Level Agreement Replacement Hardware Parts Duty times and schedule Activity reports SPECIFIC MODULE 7 FIXED-RATE INSPECTION OF LIGHTING AND LIFTING INSTALLATIONS Tasks List of equipment Duty times and schedule Activity reports SPECIFIC MODULE 8 ADDITIONAL TECHNICAL WORK SPECIFIC MODULE 9 EMERGENCY ON-SITE WORK AT THE BRUSSELS SITE SPECIFIC MODULE 10 FIXED-RATE PREVENTIVE MAINTENANCE Duty times and schedule Activity reports SPECIFIC MODULE 11 GVG K2 SAN SERVER SYSTEM SOFTWARE/HARDWARE MAINTENANCE SPECIALIST SPECIFIC MODULE 12 HARRIS INVENIO SOFTWARE MAINTENANCE SPECIALIST SPECIFIC MODULE 13 FRONT PORCH DIGITAL ARCHIVING SOFTWARE/HARDWARE MAINTENANCE SPECIALIST SPECIFIC MODULE 14 SUN ORACLE SOFTWARE/HARDWARE MAINTENANCE SPECIALIST SPECIFIC MODULE 15 ARBOR SOFTWARE/HARDWARE MAINTENANCE SPECIALIST SPECIFIC MODULE 16 ORAD SOFTWARE/HARDWARE MAINTENANCE SPECIALIST SPECIFIC MODULE 17 EXPERT PROFILE 3 IT/NETWORK ARCHITECTURE SPECIALIST SPECIFIC MODULE 18 EXPERT PROFILE 4 CABLING TECHNICIAN SPECIFIC MODULE 19 CERIFY (TEKTRONIX) SOFTWARE MAINTENANCE SPECIFIC MODULE 20 CARBON CODER (HARMONIC) SOFTWARE MAINTENANCE WARRANTY HARDWARE AND SOFTWARE REPAIRS AND SPARE PARTS LIST OF EQUIPMENT OF THE GENERAL MODULE 1 MAINTENANCE OF AUDIOVISUAL FACILITIES AND TECHNICAL ASSISTANCE PHS BUILDING Central Technical Control Room (PHS) Transmission Room VTR Room TV Studio PHS Conference Rooms (PHS) Multimedia Control Room (For Streaming) Brussels Chamber PHS production control room 2A Vision Room Derush viewing room PHS 00A Derush viewing room PHS 00A Press conference room PHS 00A Meeting room PHS 01A Meeting room PHS 03C Stand-up 3C50: ASP BUILDING Mobile equipment Conference Rooms (ASP) RADIO VOXBOX (ASP) MOBILE VOXBOX (ASP) VOXBOX EDIT ROOM (ASP) JAN BUILDING TV Studio JAN JAN Central Technical Control Room

4 Master Control Room MCR (JAN) JAN Playout in Brussels Five JAN conference rooms The three self-edit and ingest editing rooms Audio post-production room The EDUIS, Final Cut and Aurora HDR editing rooms A panoramic camera on the roof (6 th floor) Radio studio 1 (JAN) Radio studio 2 (JAN) Radio studio 3 (JAN) Radio studio 4 (JAN) Radio studio 5 (JAN) Radio studio 6 (JAN) LIST OF EQUIPMENT OF THE SPECIFIC MODULE 2 MAINTENANCE OF THE GVG SERVER SYSTEM IN BRUSSELS AND STRASBOURG BRUSSELS STRASBOURG LIST OF EQUIPMENT OF THE SPECIFIC MODULE 4 MAINTENANCE OF THE ARBOR AUDIO RECORDING SYSTEM LIST OF EQUIPMENT OF THE SPECIFIC MODULE 5 MAINTENANCE OF THE NETIA AUDIO RECORDING AND EDITING SERVER SYSTEM LIST OF ANNEXES ANNEX D1 TECHNICAL SPECIFICATIONS OF THE BRUSSELS MAINTENANCE CONTRACT ANNEX D CALENDAR ANNEX D CALENDAR ANNEX D4 PRESENTATION AND STRUCTURE OF THE TENDER ANNEX D5 THE EUROPEAN PARLIAMENT S ENVIRONMENTAL POLICY (EMAS) ANNEX D6 POLICY ON COORDINATING THE SECURITY AND HEALTH OF MAINTENANCE UNDERTAKINGS GENERAL HEALTH AND SAFETY PLAN ANNEX D7 EP ARCHIVE SYSTEM K2 (NO IP) ANNEX D8 ARCHIVES BLOCK DIAGRAM ANNEX D9 1-3 ARBOR SYSTEM OVERVIEW ANNEX D10 ORAD VIRTUAL STUDIO OVERVIEW ANNEX D11 INVENIO SYSTEM OVERVIEW

5 1 Abbreviations WIC: Winston Churchill Building in Strasbourg. LOW: Louise Weiss Building in Strasbourg. JAN: József Antall Building in Brussels. PHS: Paul-Henri Spaak Building in Brussels. ASP: Altiero Spinelli Building in Brussels. MCR: Master Control Room CTR: Central Technical Control Room. GVG: Grass Valley Group 2 Scope To provide preventive and corrective maintenance for all of the audiovisual technical facilities at the European Parliament s site in Brussels, as well as some of the facilities located at the Strasbourg site. 3 Location of facilities The facilities are located in Brussels and Strasbourg European Parliament 60, Rue Wiertz B-1047 Brussels European Parliament 2, Allée du Printemps F Strasbourg 4 Type of facilities The audiovisual unit s facilities in Strasbourg are based on four types of technologies: a) Conventional audiovisual technologies used in television, radio and multimedia (video recorders, switching matrices, cameras and their robotics, monitoring equipment, MPEG encoders and decoders, etc.) b) Dedicated IT-based audiovisual technologies (video servers, virtual editing, etc.) c) Traditional IT technologies and computer networks (PC platforms, database server, LAN, etc.) d) Studio lighting technologies and electromechanical suspension systems (consoles, dimmers, projectors, pantographs, etc.) 5 Description of the functionalities of the facilities in each building. The following is a non-exhaustive list of the audiovisual infrastructure of the European Parliament. The details of equipment per module are set out in point 11 LIST OF EQUIPMENT OF THE GENERAL MODULE 1 Maintenance of audiovisual facilities and technical assistance. JAN Building in Brussels Recording room (MCR) Non-linear editing rooms 5

6 Stand-up interview point 225 m2 (15x15) TV studio with virtual set (ORAD) Radio studios Multimedia radio studios Central technical control room K2 production and editing server room Archives Four conference rooms with their own production control rooms equipped with Thomson Grass Valley LDK 8000 broadcast and industrial cameras (Sony BRC H700) One conference room equipped only with Sony BRC H700 industrial cameras A panoramic camera on the roof (6 th floor) 5.1 PHS Building in Brussels Recording room Editing rooms Stand-up interview point 100 m2 TV studio Transmission room Press room with its own production control room Chamber with its own production control room and Thomson Grass Valley and robotic Shotoku cameras Central technical control room Central technical control room for streaming Control room for streaming Five conference rooms with their own production control rooms equipped with industrial cameras (Sony BRC H700) 5.2 ASP Building in Brussels Stand-up interview point 100 m2 Lobby TV studio Mobile television control room in the Lobby Multimedia Voxbox Local Ingest Nine conference rooms with their own production control rooms equipped with industrial cameras (Sony BRC H700) 5.3 LOW and WIC Buildings in Strasbourg Strasbourg - Brussels MPEG encoder/decoder link K2 server system with playouts and editing systems Audio (Arbor) server system Harris (Invenio) archive system 6 Standard duty times and schedules Unless otherwise specified, all the modules below shall be based on the following duty times and schedules Duty times The tenderer will calculate his tender on the basis of the following shifts: 6

7 Outside plenary session: from 8.00 a.m. to 8.00 p.m. (normal working hours) with telephone support outside these hours During the first day of the Brussels plenary session: from 8.00 a.m. to midnight During the Strasbourg plenary session: from 8.00 a.m. to 9.00 p.m. For certain events, normal working hours will have to be adapted to audiovisual activities. Schedule A schedule of Parliament s activities for 2012 and 2013 is annexed to this invitation to tender (Annex D2 and Annex D3). 7 Standard activity reports The following reports shall be provided: - A summary report shall describe in detail the services provided as well as the monitoring of the technical status of equipment, including work/incidents, actions, hours of service, names of the expert, etc.). It must contain a summary of open incidents with the date of creation, cause, current state, etc. This report must be provided within five working days following the work/incident or order form. - A full annual statistical report giving an overview of work/incident types, actions, hours of work, the spare parts list, and the budget. This report will be provided one month before the anniversary of the date on which the contract was signed The European Parliament shall have 20 calendar days from receipt of the report to approve it, with or without observations or reservations, or to reject it. The European Parliament may suspend the approval period to request additional information. The European Parliament shall notify the Contractor of such a suspension by . The Contractor shall have 10 calendar days with effect from receipt of the notification in which to submit the additional information required or a new report. If the European Parliament does not respond within the prescribed period, the report shall be deemed to have been approved. Reporting software The tenderer will propose ticket management and reporting software such as Web Help Desk or equivalent to manage technical incidents. This tool must be accessible via the Internet/web and save all the tickets and comments, etc. which have been added, as a reference for future incidents. The European Parliament must be able to create logins providing access to this tool (either full or readonly ), including for certain officials of the Parliament, as well as for external users. All of data entered in the system shall become the property of the European Parliament. Upon request, and automatically at the end of the contract, all data will be provided to the European Parliament in an open format (CSV, XML, or another format, as confirmed by the European Parliament). 8 Technical specifications of the modules. The specifications are subdivided into modules, the core of which is GENERAL MODULE 1, which includes the presence of three experts in the maintenance of audiovisual broadcast equipment on site and describes their tasks. 7

8 Modules 2 to 20, the SPECIFIC MODULES, describe the maintenance requirements for more specialised equipment which may require support from external experts via telephone support, remote intervention or onsite intervention. These external experts will work under the direct responsibility of the on-site experts provided in GENERAL MODULE GENERAL MODULE 1 Maintenance of audiovisual facilities and technical assistance The on-site presence of three experienced audiovisual experts specialising in the maintenance of BROADCAST equipment with the tools and measuring apparatus required to provide corrective and preventive maintenance of the equipment listed in point 11 LIST OF EQUIPMENT OF THE GENERAL MODULE 1 Maintenance of audiovisual facilities and technical assistance. The duty times and schedule are described in point Task of experts to ensure operational management. Start-up, technical inspections, maintenance and repair of audiovisual facilities. to repair or replace equipment to facilitate the proper conduct of audiovisual coverage of sessions/committees/press conferences, as well as ancillary activities. to make modifications to facilities, including the dismantling of old equipment, the installation of new equipment (dismantling/assembly, wiring, welding, configuration, start-up). to organise and monitor repairs with specialist firms for breakdowns requiring expertise that is not available internally (specific modules). to arrange, on an annual basis, the preventive maintenance of VTRs and the alignment of monitoring equipment. to arrange, on an annual basis, the preventive maintenance of cameras (cameras and robotics). to arrange, on an annual basis, the preventive maintenance, compliance with regulations and supervision by an authorised body of TV and radio studio and stage lighting equipment (dimmers, distribution boards, consoles, pantographs). The experts will be responsible for working on the equipment covered by specific modules 2 to 7 and for cooperating with specialists (in particular the servers and the editing units), which involves contacting the manufacturers/distributors of this equipment responsible support and actively participating in the work. Telephone helpline outside working hours seven days a week. Notes: To ensure that services run smoothly, experts must be contactable via GSM. They must be able to speak and write in French and/or English Description of tasks Technical assistance covers the performance, at the request of the Audiovisual Unit s engineering department, of emergency and routine maintenance work required to keep the facilities in good working order. The standard procedure for such operations is as follows: 1) The fault is identified. 2) A technical appraisal is made and a repair schedule determined. 8

9 Should a spare part need to be ordered, refer to the procedure described in point 10 HARDWARE AND SOFTWARE REPAIRS AND SPARE PARTS. 3) Production facilities (in particular for live feeds and recordings) must be operational at all times, which requires the immediate repair of any faulty equipment or the replacement thereof with equivalent equipment. Where neither of the two solutions above are possible, the maintenance staff shall, within 12 hours, propose and implement a solution enabling the facilities to operate in degraded mode for as short a time as possible. 4) Unless otherwise specified, all repairs shall be carried out no later than 10 working days after the implementation of the temporary solution. If this deadline cannot be met because of a major problem, the official responsible for monitoring shall be notified of this at the earliest opportunity. 5) The repair operations and dates must be recorded in the maintenance log book and the report must be forwarded, in electronic form, to the engineering officials designated by the EP (see point Activity reports). Repairs may be performed on site by replacing the faulty part(s). If this is not possible, equipment of the same type shall be temporarily installed while waiting for the original equipment to be repaired and returned. Should the equipment need to be returned to the manufacturer for repair, the service provider will be responsible for taking all the necessary technical and administrative steps: dismantling expert appraisal transport repair return and reassembly Duty times and schedule See point 6 Standard duty times and schedules Two of the three technicians must cover the time slots as defined in the standard duty times and schedule and the schedule of the third technician will be defined according to the activities and in agreement with the EP. For certain events, normal working hours will have to be adapted to audiovisual activities. Technicians schedules are set by the European Parliament. Technical assistance must be guaranteed on a daily basis for the entire duration of the operations. It is the responsibility of the service provider to ensure compliance with current labour code rules. In order to maintain the facilities in Strasbourg one of the three experts may, at the request of the EP in Strasbourg, be sent for maintenance work in the pre-session or during the session (maximum 30 days/year) Notes: The tenderer shall be unable to claim any compensation for a reduction in workload in relation to a given year, or in relation to the indicative quantities referred to above in the price schedule. By way of illustration, and without commitment on the part of the European Parliament, the annual requirements of previous years with regard to services correspond to 220 days per technician, excluding weekends, public holidays and days on which the European Parliament is closed. 9

10 8.1.4 Activity reports See point 7 Standard activity reports 10

11 8.2 SPECIFIC MODULE 2 Maintenance of the GVG server system in Brussels and Strasbourg Description of the installation in Brussels and Strasbourg This module covers the corrective maintenance (fault repair and bug resolution) and preventive maintenance (software updates) of the recording equipment on the Grass Valley K2 Server System and all the machines that are directly connected to it: editing stations (Aurora Edit, Final Cut, Edius ), RMI (Removable Media Ingest) stations, low res Aurora editing and browse stations, Carbon Coder encoders, Protools station, including all the network devices such as routers, switchers, RAID storage and the servers of the system. The K2 system of the European Parliament is composed of 3 main parts as shown in the diagram in Annex D7: 1. The main K2 system is located in the JAN building in Brussels. Here are located: the main K2 HD and SD clients, K2 raid storage, NAS storage, K2 servers (File System Managers, FTP servers, and Bridge servers), Aurora servers (DSM, Play out and ingest server, Media frame), proxy encoders and the Carbon Coder encoders. 2. A second smaller standalone K2 SAN system is located in the PHS building in Brussels. This system (called EBS server and CRE server) is mainly used for recordings with multichannel audio and delayed playback of these recordings. Besides this standalone system there are Aurora Edit stations, Aurora Play out and Aurora Browse stations connected to the main system in the JAN building. 3. -A third system is installed in the LOW building in Strasbourg. This K2 SAN system is currently composed of 5 SD K2-clients, K2 servers (FSMs, FTP/Bridge servers) and K2 Raid storage, a Carbon Coder server for encoding, and 6 Aurora Edit stations for editing. There are also 5 Aurora workstations with Aurora Ingest and Play out software and 2 RMI (Removable Media Ingest) stations for ingest. 2 of the K2-Clients (called EBS server and CRE server) are mainly used for recordings with multichannel audio and delayed playback of these recordings. The K2 SAN of Strasbourg is linked to the main system in the JAN building in Brussels. Besides the local high res Editing stations in Strasbourg there are Aurora Browse stations for browsing and editing the material on the main system. The main system is connected to the Archive system covered in module 3 and the Invenio system covered in module 6. The maintenance of the stand alone K2 HD client which is located in the Archive system in the JAN building should also be covered in this module 2. The recording format is IMX50 for SD and XDCAMHD 50Mb/s for HD. DV25 is used for the multi audio recordings on the EBS server and CRE server for Brussels and Strasbourg. For the list of equipment to be maintained see point 12 12LIST OF EQUIPMENT OF THE SPECIFIC MODULE 2 Maintenance of the GVG server system in Brussels and Strasbourg Description of tasks 11

12 The corrective and preventive (software update) maintenance operations must be carried out by the contractor as follows: 24-hour maintenance service with immediate telephone support service and spare parts service (including procurement of hard disks). Any operation requiring all or part of the systems to be taken out of service temporarily must be carried out after the European Parliament has given its specific permission. In view of their nature, these operations are carried out outside the European Parliament s normal working hours. A data backup will be performed before any major operation. The repairs can be carried out on site by replacing the faulty parts. Otherwise, equipment of the same type must be temporarily installed while waiting for the original equipment to be repaired and returned. If the equipment needs to be returned to the manufacturer for repair, the supplier will take care of all the technical and administrative tasks: Dismantling, Expert s report, Transport, Repair, Reinstallation Ordering of spare parts: see point 10 HARDWARE AND SOFTWARE REPAIRS AND SPARE PARTS. Software and bug resolution The company shall undertake to rectify or correct, at its own expense, any error found in the software applications supplied. In the case of operating systems, this obligation is limited to informing the suppliers of the errors found and installing the corrections provided by these suppliers. Preventive maintenance For Brussels installation a monthly (12 times a year) on site preventive maintenance must be carried out on all the systems to ensure proper functioning. For the Strasbourg installation remote access from the Brussels network can be used, and an on site preventive maintenance shall be carried out once a year in Strasbourg, on the time to be agreed with the Parliament. This maintenance must include: - Check log files on irregularities on K2 servers, K2 clients - Check log files on irregularities on Aurora servers: DSM servers, Ingest/Play out servers, Media frame servers - Check log files on irregularities on Aurora proxy encoders - Check log files on irregularities on Rhozet Carbon Coder encoders. - Check log files on irregularities on Aurora Edit, Edius and Final Cut stations. - Check log files on irregularities on Raid storage, fibre switches, network switches. - Check hard disk storage space on servers and media storage. - Hardware check of the equipment: check power supplies, disks, or other hardware failures - Check all processes on memory usage. 12

13 8.2.3 Software update of the GVG server system in Brussels and Strasbourg In this respect, tenderers must include in their tenders an upgrade of the entire system, which will be installed immediately after the contract is signed, to upgrade the system with the last versions of the software and firmwares of : The K2 SAN system, the Aurora News Share system, the Aurora Ingest/playout system, the Aurora Mediaframe system, the Edius stations, the Final Cut stations, the Carbon coder encoders and the Cerify server Expert telephone support In the case of modification requests to the system by the European Parliament for adding or modifying workflows, workstations, or adding other functionality to the system, expert telephone support can be requested by the parliament for the configuration of the system parameters Replacement Hardware Parts The procedure for the supply of spare parts is described at the point: 10 HARDWARE AND SOFTWARE REPAIRS AND SPARE PARTS Service Level Agreement The tenderer is requested to attach to its offer a Service Level Agreement (SLA) document regarding the service offered. The SLA proposal will indicates severity levels and actions taken by the contractor regarding these levels. This SLA will be part of the evaluation criteria. The tenderer will also provide the support/ SLA he has or intended to establish with the manufacturer/distributor of the software and hardware to be maintained Grass Valley. The tenderer will guarantee that the EP technicians will have access at that support. This support/sla will also be part of the evaluation criteria Duty times and schedule See point 6 Standard duty times and schedules Activity reports See point 7 Standard activity reports A report must be submitted after this maintenance, containing a list of all checks performed, clearly listing eventual issues and the solutions put in place to correct them. 13

14 8.3 SPECIFIC MODULE 3 Maintenance of the Front Porch Digital archive system in Brussels Technical support requested Specific corrective and preventive maintenance contract comprising: Technical support by phone during the schedules described in Section Schedule and Calendar This service includes remote technical support (by telephone and remote link on the DIVA server) for the audiovisual technicians: * in cases of problems encountered in the hardware or software, * for resetting the parameters of the system following a failure, * for diagnosing a malfunction, * for administration of the system. The EP is providing a ADSL line type connection. corrective maintenance of the software when reproducible faults have been detected by the Audiovisual Unit's operators or technicians and the service provider has been informed of them; corrective hardware maintenance (in the event of malfunction) (including labour, excluding spare parts). This service includes labour relating to all operations on the hardware in the event of a hardware malfunction (following a call/ from the Audiovisual Unit's Technicians). preventive maintenance This service includes an annual operation (four days on site between 15 July and 15 August) of a specialist technician trained on the system, for controlling and resetting the parameters of the system, including: * labour (diagnosis, checking, etc.), * checking the integrity of the database and its backups, * all related costs (travel, hotel, catering costs...). The technician will back up the database and set up an automatic daily backup, performed at night Software update of the Front Porch Digital archive system Software and firmware upgrades at the start of the contract (to be planned with the Audiovisual Unit when the contract is signed) In this respect, tenderers must include in their tenders an upgrade of the entire system, which will be installed immediately after the contract is signed, to upgrade the system with the last versions of the software and firmwares of : - the Sun SL3000 library, including Oracle data base - the HSM Front Porch Diva system 14

15 - the Samma Solo encoders - the FlipFactory transcoder - the playout server - the tektronix Cerify analyser in order to align the system with the maintenance assistance proposed*, including : Program updates, patches, fixes, security patches, and security alerts for operating system software and integrated software (e.g., firmware) Major product and technology releases for operating system software and integrated software (e.g., firmware), which includes general maintenance releases, selected functionality releases, and documentation updates * Upgrades of the system in order to add new features are not requested unless they're absolutely necessary to the maintenance assistance Replacement Hardware Parts The procedure for the supply of spare parts is described at the point: 10 HARDWARE AND SOFTWARE REPAIRS AND SPARE PARTS Onsite hardware support server or storage systems The Audiovisual Unit can ask the contractor to intervene on site within 4 hours following a problem which has not been solved remotely. This service is described in SPECIFIC MODULE 13 Front Porch Digital ARCHIVING software/hardware maintenance specialist and must be provided on demand Service Level Agreement The tenderer is requested to attach to its offer a Service Level Agreement (SLA) document regarding the service offered. The SLA proposal will indicates severity levels and actions taken by the contractor regarding these levels. This SLA will be part of the evaluation criteria. The tenderer will also provide the support/ SLA he has or intended to establish with the manufacturer/distributor of the software and hardware to be maintained Front Porch and Sun/Oracle. The tenderer will guarantee that the EP technicians will have access at that support. This support/sla will also be part of the evaluation criteria Equipment to be maintained A diagram of the Archive system of the European Parliament is given in the Annex D8: Please note that the Sony PetaSite is not included anymore in the installation. 15

16 Audio / Video migratoin 6x Front Porch Digital Samma Solo SD Encoders 1x Front Porch Digital Samma Cleaning station 1x Front Porch Digital Samma Prep station 1x Flexicart interface Server Archive / Restore 1x Front Porch Digital Diva Manager 4x Front Porch Digital Diva Actors, Flip Factory for Low Res encoding Low Res Browsing 1x Front Porch Digital Diva Director Server 20x Front Porch Digital Diva Director Web Clients On Line Storage Isilon OneFS Distributed File System Configuration 7x Isilon Cluster 5.4 TB (Total capacity: 37.8 TB) Off Line Storage SUN StorageTek SL3000, 1800 slots, LTO4 Fiber & Network Switches Network switches Cisco Catalyst x Fibre switches Qlogic Sanbox 5602 File Quality Check 1 x Cerify Server 1 x Diva quality check Duty times and schedule See point 6 Standard duty times and schedules Activity reports See point 7 Standard activity reports A report must be submitted after this maintenance, containing a list of all checks performed, clearly listing eventual issues and the solutions put in place to correct them. 16

17 8.4 SPECIFIC MODULE 4 Maintenance of the ARBOR audio recording system Locations: Brussels in the JAN and PHS Building and Strasbourg in the LOW Building Description of the installation in PHS building in Brussels The radio server system installed in the PHS building is an Arbor Logdepot system, recording 4 low resolution video channels and a total of 36 audio channels. The "VoxBox" logger, physically installed in the ASP building is also a part of this system and adds 1 more video channel and 1 audio channel to the system. A global overview of the system can be found in Annexe D9-1 Arbor Bruxelles PHS System Overview. Each video- and audiologger has it's Arbor Logdepot software license. The fetcher server gathers all recordings and stores them on a mass raid storage. The DRS (Debate Recording System) server logs live metadata available on the Parliament's IP network, and performs an automatic indexing of the recordings. Web based clients can browse the recordings, search on metadata, mark in- and outpoints and export recorded media. The export server can transcode the media if necessary The list of equipment in the PHS building: 3 x Audiologger running on DELL Poweredge 1850 / x Videologger running on DELL Poweredge 1850 / Video / Audio encoder (VoxBox) running on a Dell Workstation, Win XP 1 x Fetcher running on DELL Poweredge x Database server running on DELL Poweredge x Export Server running on DELL Poweredge x Cutter PC running on DELL Workstation, Win XP 1 x Raid storage EONSTOR type ES A16F-G2430, configured in RAID 6 + hot spare 5 x RME Analog Digital Interface ADI-8 PRO All Dell servers are running Microsoft Windows Server Description of the installation in JAN building in Brussels The system installed in the JAN building is very similar to the PHS one, with following differences: - Recording of 6 low resolution video channels - Recording of 6 x 32 audio channels trough Madi interface cards. - There is no "VoxBox" logger. - The DRS metadata recording is performed by the Application Server, there is no DRS Cutter. A global overview of the system can be found in Annexe D9-2 Arbor Bruxelles JAN System Overview List of equipment in the JAN building: 6 x Audiologger running on DELL Poweredge

18 6 x Videologger running on DELL Poweredge x Fetcher running on DELL Poweredge x Export Server running on DELL Poweredge x Application Server running on DELL Poweredge x Raid storage EONSTAR type ES A16F-G2430 configured in RAID 6 + hot spare All Dell servers are running Microsoft Windows server Description of the installation in LOW building in Strasbourg The system installed in Strasbourg is very similar to the PHS one, with following differences: - Recording of 3 low resolution video channels. - Recording of 32 audio channels. - There is no "VoxBox" logger. A global overview of the system can be found in Annexe D9-3 Arbor Strasbourg LOW System Overview List of equipment in the LOW building in Strasbourg 2 x Audiologger running on DELL Poweredge 1850 / x Videologger running on DELL Poweredge 1850 / x Fetcher running on DELL Poweredge x Database server running on DELL Poweredge x Export Server running on DELL Poweredge x Cutter PC running on DELL Workstation 1 x Raid storage EONSTOR type ES A16F-G x RME Analog Digital Interface ADI-8 PRO All Dell servers running Microsoft Windows Server Description of tasks The preventive, corrective (software update) maintenance operations must be carried out by the contractor as follows: 24-hour maintenance service with immediate telephone support service and spare parts service. Any operation requiring all or part of the systems to be taken out of service temporarily must be carried out after the European Parliament has given its specific permission. In view of their nature, these operations are carried out outside the European Parliament s normal working hours A data backup will be performed before any major operation. The repairs can be carried out on site by replacing the faulty parts. Otherwise, equipment of the same type must be temporarily installed while waiting for the original equipment to be repaired and returned. If the equipment needs to be returned to the manufacturer for repair, the supplier will take care of all the technical and administrative tasks: dismantling, expert s report, transport, 18

19 repair, reinstallation. Software and bug resolution The company shall undertake to rectify or correct, at its own expense, any error found in the software applications supplied. In the case of operating systems, this obligation is limited to informing the suppliers of the errors found and installing the corrections provided by these suppliers. Preventive maintenance Quarterly (four times a year) a preventive maintenance must be carried out on all 3 systems to ensure proper functioning. This maintenance must include: - Check system logfiles on irregularities, clear system log files. - Check storage on locked and temporary files, clear temporary files. - Check harddisk storage space on servers and media storage. - Check out Internet Information Server (IIS) logfiles, clear logfiles. - Delete Logdepot logfiles. - Check audio storage folder, datastructure and database.2 - DRS and CCMS database backup. - Check all processes on memory usage. - Check hardware equipment: control power supplies, hard drives, or other hardware failure This is not an exhaustive list, and should be completed with any other checks necessary to ensure proper and trouble free system operation Onsite hardware support The Audiovisual Unit can ask the contractor to intervene on site following a problem which has not been solved remotely (remote access). This service is described in SPECIFIC MODULE 15 ARBOR software/hardware maintenance specialist and must be provided on demand Software update of the Arbor system Software and firmware upgrades at the start of the contract (to be planned with the Audiovisual Unit when the contract is signed) In this respect, tenderers must include in their tenders an upgrade of the entire system, which will be installed immediately after the contract is signed, to upgrade the system with the last versions of the software and firmwares of installed Service Level Agreement The tenderer is requested to attach to its offer a Service Level Agreement (SLA) document regarding the service offered. The SLA proposal will indicates severity levels and actions taken by the contractor regarding these levels. 19

20 This SLA will be part of the evaluation criteria. The tenderer will also provide the support/ SLA he has or intended to establish with the manufacturer/distributor of the software and hardware to be maintained (ARBOR). The tenderer will guarantee that the EP technicians will have access at that support. This support/sla will also be part of the evaluation criteria Replacement Hardware Parts The procedure for the supply of spare parts is described at the point: 10 HARDWARE AND SOFTWARE REPAIRS AND SPARE PARTS Duty times and schedule See point 6 Standard duty times and schedules Activity reports See point 7 Standard activity reports A report must be submitted after this maintenance, containing a list of all checks performed, clearly listing eventual issues and the solutions put in place to correct them. 20

21 8.5 SPECIFIC MODULE 5 Maintenance of the NETIA audio recording and editing server system Description of tasks Maintenance of the audio recording server system (radio studios) and associated equipment and remote technical assistance in Brussels. The preventive, corrective and perfective (software update) maintenance operations must be carried out by the contractor as follows: Telephone support service and spare parts service during the EP s working hours. the maintenance service is required throughout the year. Any operation requiring all or part of the systems to be taken out of service temporarily must be carried out after the European Parliament has given its specific permission. In view of their nature, these operations are carried out outside the European Parliament s normal working hours (see point Duty times and schedule) A data backup will be performed before any major operation. The repairs can be carried out on site by replacing the faulty parts. Otherwise, equipment of the same type must be temporarily installed while waiting for the original equipment to be repaired and returned. If the equipment needs to be returned to the manufacturer for repair, the supplier will take care of all the technical and administrative tasks: dismantling, expert s report, transport, repair, reinstallation. Software and bug resolution The company shall undertake to rectify or correct, at its own expense, any error found in the software applications supplied. In the case of operating systems, this obligation is limited to informing the suppliers of the errors found and installing the corrections provided by these suppliers. Preventive maintenance Twice a year a preventive maintenance must be carried out on the system to ensure proper functioning. This maintenance must include: - Check system logfiles on irregularities, clear system log files. - Check storage on locked and temporary files, clear temporary files. - Check harddisk storage space on servers and media storage. - Check audio storage folder, datastructure and database - Check all processes on memory usage. 21

22 This is not an exhaustive list, and should be completed with any other checks necessary to ensure proper and trouble free system operation The list of equipment in the JAN building: Central Technical Area 1 x Netia Server 1 running on DELL Poweredge x Netia Server 2 running on DELL Poweredge x Netia Server 3 running on DELL Poweredge x Netia Import Server running on DELL Optiplex x Netia Export Server running on DELL Optiplex 330 RADIO STUDIO 1 to 4 4 x Netia Production Station (1 per studio) 4 x Netia Diffusion Station (1 per studio) 4 x RME Advanced Digital Interface ADI-6432 (1 per studio) Software update of the NETIA system Software and firmware upgrades at the start of the contract (to be planned with the Audiovisual Unit when the contract is signed) In this respect, tenderers must include in their tenders an upgrade of the entire system, which will be installed immediately after the contract is signed, to upgrade the system with the last versions of the software and firmwares of : Radio assist Service Level Agreement The tenderer is requested to attach to its offer a Service Level Agreement (SLA) document regarding the service offered. The SLA proposal will indicates severity levels and actions taken by the contractor regarding these levels. This SLA will be part of the evaluation criteria. The tenderer will also provide the support/ SLA he has or intended to establish with the manufacturer/distributor of the software and hardware to be maintained (NETIA). The tenderer will guarantee that the EP technicians will have access at that support. This support/sla will also be part of the evaluation criteria Replacement Hardware Parts The procedure for the supply of spare parts is described at the point: 10 HARDWARE AND SOFTWARE REPAIRS AND SPARE PARTS. 22

23 8.5.6 Duty times and schedule See point 6 Standard duty times and schedules Activity reports See point 7 Standard activity reports A report must be submitted after this maintenance, containing a list of all checks performed, clearly listing eventual issues and the solutions put in place to correct them. 23

24 8.6 SPECIFIC MODULE 6 Maintenance of the archive documentation system HARRIS - INVENIO Description For documenting its footage archive, the Parliament is using a Harris Invenio system. The servers running the system are on the production network, in a redundant configuration (See Annex D11 : INVENIO System overview): - Main and backup Invenio database servers - Main and backup Application servers - Main and backup Imotion servers - A single CCI Generator - A single Invenio logging server, connected not to the production network, but to theparliament's global network The system automatically detects new footage that is send from the K2 server system to the archive, and enables the archive staff to document this footage. All workflows concerning the documentation, archiving and restoring are handled by the Invenio system: - Database servers: Central database, including thesaurus database and full-text indexes, Microsoft SQL Server. - Application servers: Invenio Web server, IIS Windows Media streaming server, ID generator server - Imotion servers: Detection of new footage through Media Spy, moving of footage throughout the production network by means of Content Handler. On this machine also runs the Transfer monitor software. - CCI Generator: Footage Ident generator, a web application generating ID numbers for the footage. - Invenio Logging server: Automatic indexing of the Parliament's plenary sessions. This indexing is based on a data flow, called "Carton", available on the Parliament's IP network, containing speaker names, subjects, agenda points and other relevant information about the ongoing session. A logging workstation in the video production room enables a member of the archive staff to complete the automatic logging with more detailed information. All servers are HP Proliant DL370 G6 models running Windows Server 2008, the CCI generator is an HP XW4600 workstation running Windows 7 Professional Description of tasks The corrective, preventive (software update) maintenance operations must be carried out by the contractor as follows: Telephone support service and spare parts service during the EP s working hours. The maintenance service is required throughout the year. Any operation requiring all or part of the systems to be taken out of service temporarily must be carried out after the European Parliament has given its specific permission. In view of their nature, these operations are carried out outside the European Parliament s normal working hours. A data backup will be performed before any major operation. 24

25 The repairs can be carried out on site by replacing the faulty parts. Otherwise, equipment of the same type must be temporarily installed while waiting for the original equipment to be repaired and returned. If the equipment needs to be returned to the manufacturer for repair, the supplier will take care of all the technical and administrative tasks: Software and bug resolution The company shall undertake to rectify or correct, at its own expense, any error found in the software applications supplied. In the case of operating systems, this obligation is limited to informing the suppliers of the errors found and installing the corrections provided by these suppliers. Preventive maintenance Quarterly (four times a year) a on-site preventive maintenance must be carried out on main and back up systems to ensure proper functioning. This maintenance must include: - Check log files on irregularities on database servers, Imotion servers, application servers and logging server. - Check SQL log files and database back up system. - Check synchronisation between Imotion and Invenio database. - Check CCI generation. - Check Content Handler Workflows. - Check detection of new footage. - Check out Internet Information Server (IIS) log files, clear log files. - Check all processes on memory usage. This is not an exhaustive list, and should be completed with any other checks necessary to ensure proper and trouble free system operation Expert telephone support In the case of modification requests to the system by the European Parliament for adding or modifying workflows, workstations, or adding other functionality to the system, expert telephone support can be requested by the parliament for the configuration of the system parameters Onsite hardware support The Audiovisual Unit can ask the contractor to intervene on site following a problem which has not been solved remotely (remote access). This service is described in SPECIFIC MODULE 12 Harris INVENIO software maintenance specialist and must be provided on demand Software update of the Harris - Invenio system Software and firmware upgrades at the start of the contract (to be planned with the Audiovisual Unit when the contract is signed) 25

26 In this respect, tenderers must include in their tenders an upgrade of the entire system, which will be installed immediately after the contract is signed, to upgrade the system with the last versions of the software and firmwares installed Service Level Agreement The tenderer is requested to attach to its offer a Service Level Agreement (SLA) document regarding the service offered. The SLA proposal will indicates severity levels and actions taken by the contractor regarding these levels. This SLA will be part of the evaluation criteria. The tenderer will also provide the support/ SLA he has or intended to establish with the manufacturer/distributor of the software and hardware to be maintained (HARRIS - INVENIO). The tenderer will guarantee that the EP technicians will have access at that support. This support/sla will also be part of the evaluation criteria Replacement Hardware Parts The procedure for the supply of spare parts is described at the point: 10 HARDWARE AND SOFTWARE REPAIRS AND SPARE PARTS Duty times and schedule See point 6 Standard duty times and schedules Activity reports See point 7 Standard activity reports A report must be submitted after this maintenance, containing a list of all checks performed, clearly listing eventual issues and the solutions put in place to correct them. 26

27 8.7 SPECIFIC MODULE 7 Fixed-rate inspection of lighting and lifting installations Tasks Annual check of lighting grids, dimmers and pantographs in the TV studios of the JAN building, the PHS building and the Lobby by a competent inspection body. This check includes an inspection of the complete electrical and mechanical installations, in accordance with Belgian and European legislation in force, and guaranteeing the safety of the installation. The compliance of all installations with Belgian and European regulations in this area must be validated by a competent inspection body, at the tenderer s expense List of equipment By way of information, please find a non-exhaustive list of equipment below. PHS Studio - ADB Tango lighting control desk - ADB Eurodim 2 Eurorack dimmers (42 circuits)- 42 Firenz pantographs - 15 Fresnel 1000W spots - Polaris MK2-10 Fresnel 2000W spots - ADB SP 10-5 Robert Juliat followspots - ADB DW105-5 PAR DST 1000W projectors - 10 Balcar Phase projectors with ambiance lighting (Duolite Video 575) JAN Studio - Vector Red lighting console - 96 Sine Wave dimmers - 48 IFF FUSILIFT double pantographs - Projectors (non-exhaustive list): 24 cyclo Selecon 1250W 40 Fresnel 1000W spots 10 Fresnel 2000W spots 6 Robert Juliat followspots 6 Martin Mac 700 with automatic yokes 20 PAR DST 1000W projectors 10 Desisti Botticelli projectors with ambiance lighting 30 Nesys Lighting System 110 lighting boxes (4 fluorescent lights) ASP Studio - Consoles - Dimmers - Projectors Robert Juliat 714 Par 64 - for the pantographs: Testing and adjustment of the limit switches 27