RFP 22609-2-ELB

Technical Specification for Audio Video Streaming

1. Scope

This specification describes the requirements for a multi-language Audio Video Recording and
Streaming System. Most of the conferences will only be recorded locally for archiving purposes
but without any streaming needs. Up to 15 conferences per year are streamed and thus allow
IAEA staff members both at Headquarters as well as staff at remote offices to follow these
events live. Archived recordings of such live events can also be accessed as video on demand
streaming but must ensure confidentiality in providing various access restrictions applied for all
such files. Playback of such multi-language streams has to be possible on all IAEA standard
computing hardware namely Windows 7 PC’s, Notebooks, iPad Tablet PC’s and iPhones.

2. Applicable Documents
The following documents shall be applicable for this Specification to the extent specified
hereinafter:

No DIN or ISO standard document can be named being applicable for this service request.

In the event of conflict between the documents listed above and the content of this
Specification, the content of this Specification shall take precedence to an extend of the
conflict.

3. Definitions, Acronyms, and Abbreviations

The following definitions, acronyms, and abbreviations shall apply throughout this
Specification unless defined otherwise hereinafter:

AVSS Audio Video Streaming Services

VoD Video on Demand (Streaming of archived events)

AD converter analog digital converter

4. Requirements

4.1. Functional and Performance Requirements

The System has to meet (or equivalent) the following functional and performance requirements:

a. The Audio Video Streaming System has to be running as appliance. Both Encoding and
Stream distribution has to run on separate appliances (ideally from the same provider) and
the Encoder has to be physically located in the Conference Room technician booth as most
Conferences are only recorded for archiving purposes but not streamed at all.
b. Live streaming or recording only as well as streaming of Video-on-Demand content must
support a total of 7 languages which are the 6 official languages (Arabic, Chinese, English,
French, Russian and Spanish) plus the Original audio channel selectable from within one
stream only. Users viewing a video stream must have the ability to select the audio language
they prefer from within the streaming solution’s media player.
 c. Both live streaming as well as streaming of Video on Demand has to be auto-scalable for
various different network bandwidths to ensure that the files can not only be seen locally
over the LAN but also in remote offices being connected over MPLS WAN links
additionally mobile devices such as iPads are connecting over 3G or WLAN. This should
result in Videos ranging from 384 x 288 with 384kbps up to HD Videos 1920 x 1080 with
2Mbps.
d. On Demand streaming must allow for direct access to either direct selectable speakers or
agenda items. These selection points have to be made available on a web page to which
users will be given access. Monitoring on who did access what statement must be possible.
Entering these index points has to be possible during the live recording in order to prevent
duplication of efforts.
e. Microsoft SharePoint integration is also needed. This means that SharePoint will be used
from various authorized users to store additional content such as training material or
interviews. It is of utmost importance that such content can be made available in the same
way to all hardware similar to the content being recorded during live streaming.
f. Reporting on several values of utilization (e.g. CPU load, users connected, bandwidth being
used) both for live as well as archived events must be possible. Integration into the IAEA
Solarwinds network monitoring tool would be an advantage.
g. A Content Management System (CMS) has to be included which has to provide automated
file transfer, processing and archiving capability and need to be integrated with SharePoint
which will mainly be used by one single user Department in the IAEA (Human Resources).

4.2. Mandatory technical requirements

The System has to meet the following mandatory technical requirements:

1.) The entire Audio Video Recording and Streaming System Hard- and Software have to be
in English language this includes the Encoders/Recorders the Stream Distribution System
and Media Players for all platforms.

2.) The Audio Video Streaming System has to be scalable for up to 2000 simultaneous users
from within the IAEA at all locations plus up to 500 additional but external users
connecting through the Internet. Note: For connection of the up to 500 external users
Cloud based services are allowed but all internal connections have to be streamed from on
premise systems.

3.) The entire system has to be installed on-site and needs storage for archiving events for at
least 2500 hours of multi-language recordings. The storage space requirements for these
2500 hours need to be defined and optionally also needs to be delivered as part of this
turnkey solution.

4.) The IAEA is streaming 4 TV channels Al Arabia, BBC-World, CNN and NHK. The
streaming system has to include the satellite receivers the encoders and the streaming
distribution server to ensure a turnkey solution.

5.) In addition to above 4 TV channels the IAEA is streaming live events from up to 4
different in-house Conference Rooms.

6.) Ideally the entire Streaming System is HTML only based and should be able to adapt to all
different platforms and end user devices automatically. However, if a special media player
 should be needed to allow for the multi-language playback on both Windows
PC’s/Notebooks or on iPhones/iPads this software has to be part of the initial delivery.
Both live streaming as well as streaming of Video-on-Demand content must support all 6
official languages (Arabic, Chinese, English, French, Russian and Spanish) in addition to
the Original audio channel. Users viewing a video stream should have the ability for
selecting the audio language channel of their preference from within the streaming
solution’s media player. English language should be the default playback language when
starting a live or on-demand stream.

7.) Access rights authorizing on who is allowed to watch both live as well as on demand
streams has to be possible on per stream basis (AD group based or individual AD
members)

8.) Audio Video streaming has to be in a format that is supported on all IAEA hardware
standards this means the stream has to work on Windows 7 based office PC’s and Laptops
but also on the iPad or the iPhone it has to be possible to see the stream in all languages
without limitations.

9.) Editing of the streaming file is of utmost importance, e.g. it must be possible to extract
individual statements and copy them onto mobile storage media (USB stick or DVD) as
some delegates request a copy only of the statement given by their Ambassador or
Minister.

10.) The streaming system must be designed and delivered in high availability configuration
with built in redundancy to ensure smooth operation even when one component fails.

11.) The streaming solution has to separate user traffic from management traffic with separate
physical network connections.

12.) The streaming system has to provide at least two separate physical outputs (on two
different network connections) allowing to separate the internal user traffic from a later to
be implemented Internet Streaming solution.

13.) The streaming system must have the capability to stream in various bandwidths, picture
sizes and qualities depending on the changing user connections (e.g. remote field offices
with less WAN bandwidth or travelling staff using VPN connections need lower
bandwidth connections, while local staff on their office PC expect highest possible quality)
Picture sources with 4:3 and 16:9 image ratio have to be streamed up to Full-HD
(1920x1080 at 30 fps), for remote users the current format of 352x288 and 25fps should be
considered as low end format.

14.) The streaming system has to provide the capability to generate index markers or direct
links to individual statements of member states either in providing speaker or country
names and Agenda items which can be accessed directly through a Web page. These
marking positions have to be generated either automatically based on microphone numbers
and it has to be possible to add these index positions already during the recording of the
live event through a PC interface into the encoding recorder.
15.) The streaming system has to allow for SNMP monitoring through the existing Solarwinds
network monitoring system. We expect that MIB files being made available allowing for
detailed health monitoring of the entire system including not only CPU load or memory
utilisation but going further into details such as showing each audio and video channel
quality or availability.
 16.) The streaming solution provider has to conduct a handover acceptance test which has to
compare the network load and health both before and after the installation and which has
to proof that it is capable of connecting all IAEA users without jamming the IAEA
network.
17.) The streaming solution provider selected has to provide training in English language for
IAEA support staff, both Desktop Design staff that needs to identify the integration into
the IAEA standard computing hardware, as well as to Audio Video streaming support
personal.
18.) The streaming solution provider has to deliver full documentation of the entire system
including network diagrams, flow charts, brief descriptions and user guides all in English
language.

4.3. Additional (optional) technical requirements

If the system meets following additional technical requirements it will be ranked higher:

1.) The streaming system should ideally be provided as turnkey solution including all
necessary components, such as satellite receivers, Analog Digital (AD) converters (if
needed), Encoders, streaming distribution hardware and storage space for archiving of at
least 5 years of all major conferences with video including all languages. (For calculation
purposes total storage space need per year is 350 hours, due to the small stream size with
only one language it is currently 26GB per year, but we expect clear information on the
storage space demand of the new streaming solution per year). Note: An alternative
proposal may be submitted excluding the hardware as long as the needed hardware is
clearly defined along with cost estimates that would be needed for a turnkey solution.
2.) Above mentioned AD converters might become necessary as currently all input into the
IAEA streaming system is through analog FBAS Video on BNC connectors and analog
mono Audio over XLR patch panels but for the multi-language streaming it might be
necessary to use an SDI connection from the conference room system.
3.) The streaming system should ideally come as separate appliances which will be located in
the user LAN of the IAEA network which is where the sources for the Audio and Video
feeds are currently located. Please note for distribution to users “Multicasting” is not
supported on the IAEA network If the streaming system is based on Windows or Linux
Server hardware it will have to be installed on the server side of the network and will then
have to pass the core network firewall cluster.

4.) The streaming encoding and distribution service should ideally be done on one single
platform but can be done through separate appliances or servers.
5.) The streaming solution provider should offer a cost free proof of concept (PoC) test
installation in the IAEA network allowing evaluation of functions and features on all
IAEA devices and also monitoring the network load and security affects before
implementing the full blown installation. The IAEA reserves the right selecting the
provider for this test based on the offers received.
6.) The streaming solution provider should inform us about the name, address and telephone
numbers for the local or nearest service representatives for warranty. In the case of system
failure, or to provide ad-hoc repair service, the response time should be from Monday to
Friday between 08:00 and 18:00 hrs, we expect someone to respond remotely to identify
the problem within ½ hr and expect further that someone to be on site to fix the problem
within 2 hrs.
5. Marking
The System shall have no special marking.

6. Packing
The System shall be packed in accordance with international standards that are applicable for
the shipment of this kind of equipment.

7. Quality Requirements
a. The System shall be manufactured, shipped and installed in accordance with the ISO 9000
quality assurance system or an equivalent quality assurance system.

b. The Contractor shall document the compliance with this quality assurance system.

8. Testing and Acceptance

The System, prior to shipment, shall be tested for conformance of the System with
manufacturer’s performance specifications and the minimum requirements specified herein.

The System, after installation, shall be tested by the Contractor together with the End-User to
demonstrate that the performance meets the manufacturer’s performance specifications and the
minimum requirements specified herein as determined by the IAEA and the End-User.

The results of the testing of the System shall be documented by the Contractor in an acceptance
protocol that shall be signed by the End-User.

9. Installation and Training

The Contractor shall deliver and install the System at the IAEA Headquarters in Vienna. All
necessary cabling or changes to existing systems have to be provided as well or if this has to be
done by another contractor it has to be highlighted well in advance.

10. Training
The Contractor shall provide a one full day training for up to five staff members of the End-
User in the operation and maintenance of the System at the End-User’s location immediately
after the installation of the System.

11. Deliverable Data Items

The Contractor shall provide all essential software packages to run the streaming system on all
Agency standards computing hardware (Windows 7 PC, iPad, iPhone and BlackBerry mobile
phones)

The Contractor shall provide two complete sets of operation and servicing manuals and
technical drawings in the English language. In case of using a special multi-language media
player also the user guides for all platforms have to be provided also in English language.

12. Performance Requirements

Performance will be measured at or above the target goal between the minimum performance
required, the target goal and below the absolute threshold (IAEA will request immediate
attention to the service level). Falling below the absolute threshold represents unacceptable
performance and puts IAEA projects at risk. To mitigate these risks the IAEA may seek
compensation.

System Failure

Major System Failures are flagged and tracked by the IAEA MTIT staff when the streaming
system is completely out of operation and thus not able to live stream or playback. Failures
caused by external circumstances (i.e. IAEA server failure, internet disruption, etc.) shall not be
included in this measurement and it will be reviewed on a regularly basis.

Target zone:
- Less than 2 major system failures per 6 months
- Less than 3 hours of total downtime caused by major system failures per 6 months
Zone of Damages:
- Between 3-4 major system failures per 6 months
- Between 4.5 hours and 6 hours of total downtime caused by major system failure per 6
months
Zone of Termination:
- More than 10 major system failures per 6 months
- More than 10 hours of total downtime caused by major system failure per 6 month

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