RFBV-07260-AVL.pdf

NATO UNCLASSIFIED

NCIA/ACQ/2026/07260

Wednesday, 10 June 2026

NCIA Request for Bidders View (RFBV)

To: Industry Partners

Subject: AUDIO VISUAL LIFECYCLE SERVICES (AVLS)

RFBV-07260-AVL

1. The NATO Communications and Information Agency (NCIA) is conducting a Request for

Bidders View to verify that NCIA’s technical documents are sound from a contractual and technical perspective and gather input on potential improvements to support the upcoming acquisition for the provision of Support and Maintenance Services for Collaborative Visualization Systems. To that end, we are issuing the attached Request for Bidders View RFBV-07260-AVL to solicit feedback about the NCIA draft SOW from capable and interested industry partners.

2. This RFBV is issued for planning purposes only and is not a request for bids. It is part of NCIA’s effort to ensure it has a clear understanding of the available capabilities. Price information should not be provided as part of the response to this RFBV.

3. We value your insight and invite you to review and comment on our draft requirements (Annex A) with a view in providing recommendations for improving performance outcomes, and efficiency; and identifying any risks or concerns that should be considered during planning.

4. Submission instructions and additional details can be found in the enclosure to this

RFBV.

5. Only companies from a NATO member country can participate in or respond to this RFBV (https://www.nato.int/cps/en/natohq/nato_countries.htm).

6. Should you have any questions or need clarification, please contact Esteban Diaz at Esteban.diaz@ncia.nato.int.

7. We thank you in advance for your time and input, and we look forward to engaging with you as we shape this potential acquisition.

For the Chief of Acquisition:

Esteban Diaz Senior Contracting Assistant

Enclosure:

• Distribution List

• Request for Bidders View with Annex A (SOW) https://www.nato.int/cps/en/natohq/nato_countries.htm

Distribution List

1. NATO Delegation (Attn: Infrastructure Adviser)

1. Albania 12. Greece 23. Poland

2. Belgium 13. Hungary 24. Portugal

3. Bulgaria 14. Iceland 25. Romania

4. Canada 15. Italy 26. Slovakia

5. Croatia 16. Latvia 27. Slovenia

6. Czechia 17. Lithuania 28. Spain

7. Denmark 18. Luxembourg 29. Sweden

8. Estonia 19. Montenegro 30. Türkiye

9. Finland 20. Netherlands 31. United Kingdom

10. France 21. North Macedonia 32. United States

11. Germany 22. Norway

2. All NATEXs

Table of Contents

REQUEST FOR BIDDERS VIEW

A. Introduction

B. Purpose

C. Background

D. Submission Instructions

E. Industry Engagement (Optional)

F. Disclaimer

G. Use of Information Provided through Responses

H. RFBV Point of Contact

Annex A – Statement of Work

REQUEST FOR BIDDERS VIEW

A. Introduction

1. The NATO Communications and Information Agency (NCIA) is conducting a Request for Bidders View to verify that NCIA’s technical documents are sound from a contractual and technical perspective and gather input on potential improvements to support NCIA ESOC Call Center. This Request for Bidders View (RFBV) is issued solely for informational purposes and does not constitute a Request for Proposal (RFP), Request for Quotation (RFQ), or invitation for bid.

B. Purpose

1. The purpose of this RFBV is to obtain input from industry to help inform the NCIA’s acquisition planning. Responses to this RFBV will assist in confirming requirements and capabilities, and shaping the strategy for any future solicitation.

C. Background

1. The SOW to be reviewed is based on standardized system classification, scalable onboarding, lifecycle leasing options, and severity-based service prioritization to ensure predictable operational support across evolving audiovisual environments.

2. NCIA future intention is to establish a multi-year framework contract for the technical support, maintenance, configuration management, training, and operational assistance of designated audiovisual and visualization systems located at Camp Casteau (SHAPE, Belgium).

D. Submission Instructions

1. Interested parties are invited to respond in accordance with the instructions below:

a. Submit responses via the email address in section H no later than 17:00 hours

Central European Time (CET) on 15 July 2026.

b. Please note the following instructions for reviewing the SOW:

• Use a Microsoft Office/Acrobat PDF compatible type of file for your response.

• The file should be renamed using the following pattern: RFBV-07260- AVL_Company name

E. Industry Engagement (Optional)

1. N/A

F. Disclaimer

1. This RFBV is for planning and informational purposes only and shall not be construed as a solicitation or obligation on the part of the NCIA. The NCIA does not intend to award a contract based on responses to this RFBV. Respondents are solely responsible for all costs incurred in responding to this RFBV. The NCIA will consider and analyse all information received from this RFBV and may use these findings to develop a future solicitation. The NCIA will consider all responses as confidential commercial information and will protect it as such.

2. NCIA reserves the right, at any time, to cancel this Request for Bidders View, partially or in its entirety. No legal liability on the part of NCIA for payment of any sort shall arise and in no event will a cause of action lie with any prospective participant for the recovery of any costs incurred in connection with the preparation of documentation or participation in response hereto. All effort initiated or undertaken by prospective informal market survey participants shall be done considering and accepting this fact.

G. Use of Information Provided through Responses

1. Confidentiality of Responses

The NCIA may incorporate industry comments and responses, in part or in whole, into a future release of a solicitation. Should respondents include proprietary data in their responses that they do not wish to be disclosed to the public for any purpose, or used by NCIA (except for internal evaluation purposes), they must:

a. Mark the title page with the following legend:

This document includes data that shall not be disclosed outside NATO and shall not be duplicated, used, or disclosed – in whole or in part – for any purpose other than for NCIA internal evaluation purposes, unless otherwise expressly authorised by [insert company name]. This restriction does not limit the NCIA’s right to use information contained in this data without restriction if it is obtained from another source. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]

b. Mark each sheet of data it wishes to restrict with the following legend:

Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document.

H. RFBV Point of Contact

1. Esteban Diaz

2. Esteban.diaz@ncia.nato.int.

Annex A – Statement of Work

Audio Visual Lifecycle Services (AVLS)

Statement of Work

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Annex A

STATEMENT OF WORK (SoW) SOW for Audio Visual Lifecycle Services (AVLS) - the Provision of Support and Maintenance Services for Collaborative Visualization Systems

This SOW is based on standardized system classification, scalable onboarding, lifecycle leasing options, and severity-based service prioritization to ensure predictable operational support across evolving audiovisual environments.

1. Scope and Purpose

1.1 This Statement of Work (SoW) defines the tasks, responsibilities, and deliverables under the prospective Framework Contract between:

• The Purchaser: CSU Mons (acting on behalf of NATO entities and Partner Organisations)

• The Contractor: The economic operator selected through the competitive procurement procedure

• Partners: Organisations supported by the Purchaser under the authority of the prospective

Contract

1.2 The purpose of the prospective Contract (after solicitation) is to establish a multi-year framework for the technical support, maintenance, configuration management, training, and operational assistance of designated audiovisual and visualization systems located at Camp Casteau.

1.3 The prospective Contract will encompass the following system families:

• Video Conference Systems

• Video Wall Systems

• Digital Signage Systems

• Large Display Systems

• Public Address (PA) Systems

1.4 The prospective Contract will be structured into five (5) one-year Contractual Periods (“Tranches”), executed sequentially subject to continued funding and Purchaser authorization.

In case of inconsistency: Annex H governs pricing, Annex O governs SLA performance, Annex F governs system classification and severity.

2. Definitions For the purposes of this SoW:

• Purchaser: CSU, acting under NATO procurement regulations.

• Contractor: The successful bidder and its approved personnel.

• Partners: NATO or NATO-affiliated entities authorized to receive support under the prospective Contract by the purchaser.

• System: Any Video Conference System, Video Wall System, or Digital Signage System formally onboarded under the prospective Contract.

• Onboarding: The formal process by which a System is added to the scope of services.

• Upgrade Works: Refurbishment, modernization, improvement, creation or addition of

Systems.

Additional definitions and all acronyms are listed in Annex U.

3. Contractual Framework

3.1 The prospective Framework Contract will establish conditions, responsibilities, and service levels applicable to all Systems progressively added to the scope.

3.2 The Purchaser may, at any time during the Contract, onboard additional Systems of defined Types and Flavours without the need to renegotiate contractual terms.

4. Security and Access Requirements

4.1 All Contractor personnel performing work under the prospective Contract shall hold a valid NATO SECRET or higher, as required by the Purchaser, Personnel Security Clearance (PSC) issued by a NATO-recognized National Security Authority (NSA).

4.2 As a general rule, Contractor personnel shall be fully cleared to the level commensurate with the information, systems, or environments to which they may have access, including inadvertent access.

4.3 Escorted access shall be permitted only on an exceptional and temporary basis, solely as a risk-mitigation measure, subject to the Purchaser’s prior written approval, and only where operational necessity has been demonstrated. Escorted personnel shall not access classified information or systems above their clearance level, and the scope and duration of such access shall be strictly limited and defined by the Purchaser.

4.4 Access to Camp Casteau and sensitive technical areas is strictly controlled. Personnel access shall be:

• Pre-registered

• Security-vetted

• Limited to tasks authorized by the Purchaser

4.5 The Contractor is not permitted to access the Systems remotely. Routine maintenance, diagnostics, and configuration activities must be performed on-site. Where off-site repair or handling is required, the Contractor may remove equipment only with the Purchaser’s prior written approval and in accordance with applicable security procedures.

4.6 Working Language

The working language of the prospective Contract shall be English.

All contractual documentation, reports, governance materials, service records, ticket updates, and formal communications with the Purchaser shall be provided in English.

Personnel assigned to perform services under the prospective Contract shall possess sufficient operational knowledge of English to:

• understand technical, operational, safety, and security instructions;

• communicate during service delivery and incident resolution activities;

• interact with Purchaser representatives where operationally required;

• complete service-related documentation and ticket updates.

Full professional fluency in English is not required for all technical personnel, provided that effective operational communication can be maintained.

5. System Families and Technical Context

5.1 System Classification Model

Systems to be covered under the prospective Contract are classified using a standardized multi-dimensional classification model to ensure consistent configuration management, pricing, service delivery, and lifecycle management across all System Families.

For each System, the classification may include the following elements, as applicable:

• System Family;

• System Type;

• System Architecture (for Video Conference Systems);

• Operator Control Position System Type (where applicable);

• System Flavour(s) (e.g. TEMPEST-C, Multi-Level);

• Maximum Severity Level (Annex O);

• Lifecycle Model (Purchased or Leased).

These classification elements together define the technical configuration, operational role, service requirements, and pricing structure of a System under the prospective Contract.

A complete system classification may therefore be expressed in the following format:

[System Family] – [System Type] – [System Architecture] – [OCP Type] – [System Flavour(s)] – [Severity Level]

Example:

VCS – Type D – ARC-3 – OCP-2 – Multi-Level – Severity 2

5.2 Video Conference Systems

5.2.1 Generic Composition

A Video Conference System typically includes all local components required to enable end-to-end conferencing functionality up to and including the codec or equivalent media processing platform, whether hardware- or software-based.

A Video Conference System typically includes:

• Displays

• Codec hardware (e.g. H.323/SIP capable)

• PTZ cameras

• Microphones, DSP, loudspeakers

• Wired/wireless content sharing

• Control system (touch panel or integrated controller)

• Network interfaces

• Mounts, structural support, and cabling

Support under the prospective Contract will include codec configuration, local connectivity, and device-level integration.

Governance, administration, licensing, and availability of external collaboration platforms (e.g.

Microsoft Teams, Webex, Zoom) are explicitly out of scope.

5.2.2 Recognized System Types

As defined in Annex A, the following standardized categories apply:

• Type A — Huddle Room

• Type B — Small Meeting Room

• Type C — Standard Conference Room

• Type D — Executive Conference Room

• Type E — Training Room / Classroom

• Type F — Lecture Hall / Auditorium

5.2.3 System Architecture

In addition to the Video Conference System Types defined above, each Video Conference System shall be classified according to its System Architecture, which describes how conferencing functionality is hosted and operated within the room environment.

The System Architecture categories are defined in Annex A and include:

• ARC-1 — Bring Your Own Device (BYOD) System

• ARC-2 — Native Room System

• ARC-3 — Hybrid Room System

• ARC-4 — Codec-Based System

System Architecture classification may influence system configuration, maintenance requirements, lifecycle management, and pricing adjustments in accordance with Annex H.

5.2.4 Operator Control Position Systems

Certain Video Conference Systems, particularly larger conference rooms, training rooms, lecture halls, and auditoriums, may be supported by an Operator Control Position System (OCP System).

An Operator Control Position System is a technical workstation, control booth, or control room environment equipped with audiovisual control, monitoring, routing, recording, streaming, or production equipment allowing technical personnel to operate, supervise, and manage audiovisual systems during meetings, conferences, training sessions, or events.

Operator Control Position Systems are classified separately from Video Conference Systems and are defined in Annex A as:

• OCP-1 — Local Room Control Position

• OCP-2 — Advanced Room / Training Room Control Position

• OCP-3 — Auditorium / Event Control Room

• OCP-4 — Centralised Control / Multi-Room Operations Centre

Operator Control Position Systems may be associated with one or more Video Conference Systems but are treated as independent Systems for the purposes of configuration management, lifecycle management, support, leasing, and Upgrade Works pricing.

5.3 Video Wall Systems

5.3.1 Generic Composition

A Video Wall System typically consists of:

• LCD or LED display modules

• Precision mounting structure

• Video processor/controller

• Content source interfaces

• Control interface (hardware/software)

• Cabling, AV-over-IP components, and network integration

• Optional monitoring tools

5.3.2 Recognized System Types

As defined in Annex B and Annex A, the following standardized categories apply:

• VW-1 — Small Video Wall

• VW-2 — Standard Video Wall

• VW-3 — Large Format Video Wall

• VW-4 — Mission-Critical / Control Room Wall

• VW-5 — Architectural / Specialty Display

5.4 Digital Signage Systems

5.4.1 Generic Composition

A Digital Signage System includes:

• Commercial monitor(s) or LED signage

• Media player or SoC engine

• CMS platform (cloud/on-prem)

• Network connectivity

• Management and monitoring functions

• Optional interactivity or sensors

5.4.2 Recognized System Types

As defined in Annex C, the following standardized categories apply

• DS-1 — Single Screen Signage

• DS-2 — Multi-Screen Independent Signage

• DS-3 — Synchronized Multi-Screen Signage

• DS-4 — Interactive / Kiosk Signage

• DS-5 — Outdoor / High-Brightness Signage

• DS-6 — LED-Based Signage

• DS-7 — Data-Driven Signage

5.5 Large Display Systems

5.5.1. Generic Composition

A standard Large Display System consists of:

• One professional-grade large-format display

• Mounting or support structure (wall mount, stand, or mobile solution)

• Power and signal connectivity

• Integration with a source system (VC codec, media player, video wall controller, or PC)

• Configuration and calibration settings

5.5.2 Recognized System Types

As defined in Annex D, the following standardized categories apply:

• LD-1 – Standard Large Display

• LD-2 – High-Brightness Large Display

• LD-3 – Ultra-Large Display

• LD-4 – Interactive Large Display

• LD-5 – Mobile / Reconfigurable Large Display

• LD-6 – Projection-Based Large Display System

5.6 Public Address (PA) Systems

5.6.1 Generic Composition

A Public Address (PA) System is an audio distribution system designed to broadcast voice announcements, alerts, or prerecorded messages to one or more defined zones.

A PA System typically includes:

• Paging microphones or announcement sources

• Audio signal processing and routing components

• Amplifiers

• Loudspeakers

• Control, monitoring, and supervision interfaces

• Cabling and power distribution

5.6.2 Recognized System Types

As defined in Annex E, the following standardized categories apply:

• PA-1 — Small Area / Local PA System

• PA-2 — Multi-Zone Building PA System

• PA-3 — Campus / Distributed PA System

• PA-4 — Integrated PA / Voice Alarm Interface System

Support for PA Systems under the prospective Contract will be limited to operational availability and maintenance and explicitly excludes life-safety certification, regulatory compliance, and authority over emergency or evacuation systems.

5.7 System Flavours and Security Variants

Certain Systems may require additional security or operational characteristics beyond standard commercial configurations. These characteristics are implemented through System Flavours as defined in Annex A.

System Flavours do not create new System Types but represent variants of standard Systems incorporating additional security, operational, or architectural requirements.

System Flavours may include, but are not limited to:

• TEMPEST-C compliant systems;

• Multi-Level (ML) capable systems;

• Other Purchaser-approved system variants.

Unless otherwise specified, Systems with Flavours shall maintain the same functional capabilities as their standard counterparts but may have different installation, operational, or maintenance requirements.

5.8 Default Configuration

All Systems and Configuration Items (CIs) provided under the prospective Contract are delivered in their standard commercial configuration and are not TEMPEST-tested by default.

5.8.1 TEMPEST-C Flavour

Upon Purchaser request, the Contractor shall provide TEMPEST-C certified versions of any System Type or CI Category listed in the CI Catalogue.

TEMPEST-C certified variants:

• must meet the same functional and performance requirements as the corresponding standard models, unless otherwise agreed;

• may have different physical characteristics, installation requirements, and operational constraints;

• shall be priced using a dedicated TEMPEST pricing line or surcharge defined (ref. Annex H).

5.8.2 Ordering and Availability

TEMPEST-C certified equipment shall be supplied only upon explicit Purchaser request and may be subject to extended lead times based on manufacturer availability or certification processes.

5.8.3Configuration and Support Once delivered and accepted, TEMPEST-C certified Systems shall be supported under the same service levels and maintenance obligations as their standard counterparts unless specific TEMPEST-related restrictions apply, in which case such restrictions shall be documented.

6. System Onboarding Process

6.1 Initial List

The Initial System List (Annex F) defines all Systems to be supported at Contract commencement.

6.2 Progressive Onboarding

For any new or existing System to be added:

• The Purchaser designates the System Type and Flavour

• The Contractor conducts an initial assessment

• A System Onboarding Form (SOF) is completed

• The System enters the support scope upon Purchaser authorization

6.3 Unit costs shall apply as per Annex H (Price Schedule).

7. Contractor Responsibilities

7.1 Preventive Maintenance

The Contractor shall perform Preventive Maintenance (PM) in accordance with Contractor-defined intervals, based on manufacturer recommendations, industry best practices, and system requirements.

The proposed PM schedule shall be yearly submitted to the Purchaser for review and approval.

PM activities shall include, at a minimum:

• hardware inspection and cleaning

• display alignment and verification

• firmware/software updates (CMS, codecs, DSPs, controllers)

• audio calibration

• CMS connectivity checks (for Digital Signage)

• functional validation of each subsystem

7.2 Corrective Maintenance

The Contractor shall:

• Respond to incidents within agreed Response Times (RT)

• Resolve faults within the defined Restoration Times (ResT)

• Provide on-site technical personnel

• Replace defective components

• Apply temporary workarounds if required

(Exact RT/ResT values to are defined in Annex O.)

7.3 Service Desk

The Contractor shall operate a Service Desk responsible for:

• Incident reception

• Logging and tracking

• Dispatching on-site resources

• Providing monthly incident reporting

The Service Desk shall operate in English for all ticket logging, incident updates, escalation communications, and service reporting.

7.4 Configuration Management

The Contractor shall maintain:

• Current system inventory

• Configuration baselines

• Firmware/software version logs

• Technical documentation

• Change records

7.5 Event Support

Upon Purchaser or Partner request, the Contractor shall provide:

• Pre-event validation

• On-site standby support

• Rapid incident response

Billing shall follow hourly rates defined in Annex H.

7.6 User Training

The Contractor shall deliver:

• Operator training

• System-specific instruction

• Documentation and quick reference guides

Each session shall be invoiced per the unit rate in Annex H.

8. Cost Model The following cost elements apply:

8.1 Contract Initiation Cost

A one-time fee applicable to the entire framework duration.

8.2 System Family Initiation Costs

A one-time initiation cost for:

• First Video Conference System (whatever the flavour)

• First Video Wall (whatever the flavour)

• First Digital Signage System (whatever the flavour)

• First Large Display System (whatever the flavour, and not being already accounted for under

Video Conference System, Video Wall, or Digital Signage System).

• First Public Address (PA) System (whatever the flavour)

8.3 Unit Costs for System Flavours

Each VC, Video Wall, Digital Signage, Large Display and PA flavour has a predefined unit cost for onboarding and service support.

8.4 Training Costs

Fixed rate per training session.

8.5 Event Support Costs

Hourly rate for dedicated support to Partners.

8.6 Upgrade Works

The Purchaser may request refurbishment, modernization, creation or addition of Systems.

A maximum cost ceiling per System Flavour must be provided during bidding.

Invoices shall reference “Upgrade Works – As Per Annex H.”

9. Performance Reporting The Contractor shall provide by type of systems:

• Monthly Service Desk report

• Monthly preventive maintenance report

• Quarterly configuration baseline updates

• Annual performance review reports

• Recommendations for lifecycle replacement

10. Contractual Period The prospective Framework Contract should cover five (5) consecutive one-year Contractual Periods, subject to continued NATO funding and performance.

Annex A Video Conference System Types A.1 Purpose A.1.1 This Annex defines the standardized Video Conference System Types (hereafter “VCS”) recognized under the prospective Framework Contract. Each system onboarded into the Contract shall be assigned one of these VC Types.

A.1.2 System Types permit cost standardization, harmonized service delivery, predictable support requirements, and consistent configuration management across all Purchaser and Partner environments.

A.2 General Description of a Video Conference System A.2.1 A Video Conference System (VCS) is a collaborative communication environment consisting of video display devices, audio capture and reinforcement systems, video conferencing codecs, cameras, content-sharing interfaces, control systems, and associated cabling, mounting, and network connectivity.

A.2.2 Each VC Type defined in this Annex represents a typical room configuration with a standard functional baseline.

A.2.3 Video Conference Systems include all local components required for end-to-end conferencing functionality up to and including the codec or equivalent media processing platform, whether hardware- or software-based.

Support under the prospective Contract will include codec configuration, local connectivity, and device-level integration. Governance, administration, licensing, and availability of external collaboration platforms (e.g. Microsoft Teams, Webex, Zoom) are explicitly excluded from scope.

A.2.4 The Contractor shall support the complete system, including all integrated subsystems (audio, video, control, network connectivity, furniture-integrated AV elements, and mounting structures).

A.3 Classification of Video Conference Systems Each Video Conference System under the prospective Contract is classified using multiple classification dimensions.

These dimensions are independent and together define the complete system classification:

• Video Conference System Type (room size and system complexity);

• System Architecture (operational conferencing model);

• Operator Control Position System Type (where applicable);

• System Flavour(s) (security or special operational characteristics).

A complete system classification therefore consists of a combination of these elements.

Video Conference Systems fall into the following standardized Types:

• Type A – Huddle Room

• Type B – Small Meeting Room

• Type C – Standard Conference Room

• Type D – Executive Conference Room

• Type E – Training Room / Classroom

• Type F – Lecture Hall / Auditorium

Each Type is described in detail below.

A.4 System Type Descriptions A.4.1 Type A – Huddle Room A.4.1.1 Description Type A systems are small-capacity collaborative spaces intended for rapid and informal communications for 2–4 users.

A.4.1.2 Typical Components

• Single commercial display (monitor)

• Integrated soundbar with built-in camera and microphone or small VC appliance

• Basic hardware codec or cloud-based meeting appliance

• Simple wired and/or wireless content sharing

• Localized control (on-device control or small touch panel)

• Minimal table connectivity

• Standard network connection

A.4.1.3 Use Cases

• Quick consultations

• Small team meetings

• Remote ad-hoc communications

A.4.2 Type B – Small Meeting Room A.4.2.1 4.2.1 Description Type B systems support 4–8 participants with improved audiovisual capability and more flexible content sharing.

A.4.2.2 Typical Components

• One or two displays

• PTZ camera or advanced integrated soundbar camera

• Table microphones or ceiling microphone

• Hardware codec supporting SIP/H.323

• Wired and wireless content input

• Room control interface (touch panel)

• Ceiling or wall-mounted loudspeakers

A.4.2.3 Use Cases

• Regular team meetings

• Inter-departmental calls

• Moderated remote presentations

A.4.3 Type C – Standard Conference Room A.4.3.1 Description Type C systems serve 8–16 participants and provide a fully integrated, professional video conferencing environment.

A.4.3.2 Typical Components

• Dual commercial displays

• Dedicated hardware codec

• PTZ camera(s) with presets

• Ceiling microphone array or multiple table microphones

• DSP-managed audio system

• Wired and wireless content sharing

• Full control via touch panel (AV, VC, source selection)

• Optional in-room PC or meeting appliance

A.4.3.3 Use Cases

• Regular executive communications

• Formal presentations

• Multi-site coordination meetings

A.4.4 Type D – Executive Conference Room A.4.4.1 Description Type D systems are premium conference rooms for high-level meetings, supporting enhanced audio, multi-camera setups, and environmental integration.

A.4.4.2 Typical Components

• Dual or large-format displays

• High-end PTZ camera(s), possible multi-camera solution

• Advanced microphones (ceiling array, table arrays, wireless)

• Enhanced loudspeaker configuration

• Full-feature control system (AV, lighting, blinds, automation)

• Furniture-integrated connectivity

• Advanced signal routing and processing

A.4.4.3 Use Cases

• Senior leadership boards

• Strategic/operational command meetings

• High-visibility engagements

A.4.5 Type E – Training Room / Classroom A.4.5.1 Description Type E systems support instructional environments, hybrid training, and multi-source content workflows.

A.4.5.2 Typical Components

• Large display or projection system, possibly dual displays

• Instructor camera and audience camera

• Combination of microphone types (ceiling + wireless)

• DSP-managed audio with enhanced amplification

• Recording/streaming capability where required

• Flexible content input interfaces

• Control system covering AV and environmental elements

A.4.5.3 Use Cases

• Formal training

• Courses and workshops

• Hybrid classroom scenarios

A.4.6 Type F – Lecture Hall / Auditorium A.4.6.1 Description Type F systems are large-capacity facilities supporting high-impact briefings, town halls, and events.

A.4.6.2 Typical Components

• Large projection system or large LED/LCD displays

• Multiple PTZ cameras

• Professional-grade audio reinforcement

• Wireless microphone kits (handheld, lapel)

• Advanced DSP and audio routing

• Lectern integration with connectivity interfaces

• Stage lighting and environmental integration

• Control system with multi-scene presets

A.4.6.3 Use Cases

• Large-scale briefings

• Command-wide announcements

• High-attendance events

A.5 System Architecture Types A.5.1 Purpose This section defines the standardized System Architecture categories applicable to Video Conference Systems under the prospective Framework Contract.

System Architecture describes the operational and technical model used to deliver video conferencing functionality within a room environment.

While VC Types (A–F) define the room size and baseline system complexity, System Architecture defines how conferencing services are hosted, controlled, and accessed by users.

Each Video Conference System onboarded under the prospective Contract shall be assigned one System Architecture category.

System Architecture classification may influence system configuration, support requirements, maintenance activities, lifecycle management, and pricing adjustments as defined in Annex H.

A.5.2 System Architecture Categories Video Conference Systems shall be classified under one of the following System Architecture categories:

• ARC-1 – Bring Your Own Device (BYOD) System

• ARC-2 – Native Room System

• ARC-3 – Hybrid Room System

• ARC-4 – Codec-Based System

Each Architecture category is described in detail below.

A.5.3 ARC-1 – Bring Your Own Device (BYOD) System A.5.3.1 Description ARC-1 systems are Video Conference Systems in which the conferencing application and meeting session are hosted on a user-provided device, typically a laptop computer, connected to the room’s audiovisual equipment.

The room system provides audiovisual peripherals such as camera, microphones, loudspeakers, displays, and content sharing interfaces, which are used by the user’s device via wired or wireless connection.

The Video Conference System does not host conferencing services locally and does not require a dedicated room conferencing account.

A.5.3.2 Typical Characteristics ARC-1 systems typically include:

• USB-connected camera, microphone, and audio devices;

• a video soundbar or modular AV system operating as USB peripherals;

• wired connection (e.g. USB-C or HDMI + USB) for user devices;

• optional wireless content sharing;

• displays connected to the room AV system;

• limited or simplified room control interface;

• no dedicated room conferencing appliance or codec.

A.5.3.3 Operational Characteristics For ARC-1 systems:

• the user device hosts the conferencing application (e.g. Microsoft Teams, Webex, Zoom);

• system operation depends on the user device;

• no room calendar integration is required;

• the room system primarily functions as an audiovisual peripheral environment.

A.5.4 ARC-2 – Native Room System A.5.4.1 Description ARC-2 systems are Video Conference Systems in which conferencing services are hosted on a dedicated room appliance, room PC, or integrated conferencing device permanently installed in the room.

The system operates using a room-based conferencing account and supports scheduled meetings, calendar integration, and one-touch join functionality via a room control interface.

Users may optionally connect personal devices for content sharing, but conferencing sessions are hosted on the room system.

A.5.4.2 Typical Characteristics ARC-2 systems typically include:

• dedicated room conferencing appliance, codec, or room PC;

• integration with a conferencing platform (e.g. Microsoft Teams Rooms, Zoom Rooms, Webex

Rooms);

• room scheduling or calendar integration;

• touch panel control interface;

• integrated camera, microphone, and audio system;

• wired and/or wireless content sharing from user devices;

• automated meeting join functionality.

A.5.4.3 Operational Characteristics For ARC-2 systems:

• conferencing sessions are hosted on the room system;

• the room operates independently of user devices;

• the system typically uses a dedicated room account;

• system maintenance includes appliance or room PC management.

A.5.5 ARC-3 – Hybrid Room System A.5.5.1 Description ARC-3 systems are Video Conference Systems capable of operating both as a Native Room System and as a Bring Your Own Device system.

The system normally operates using a dedicated room conferencing appliance but allows users to connect their own devices and use the room audiovisual equipment as peripherals when required.

Hybrid systems provide maximum flexibility and interoperability with multiple conferencing platforms.

A.5.5.2 Typical Characteristics ARC-3 systems typically include:

• dedicated room conferencing appliance or codec;

• USB passthrough or peripheral mode allowing connection of user devices;

• touch panel control interface;

• integrated camera, microphone, and audio system;

• wired device connectivity for BYOD operation;

• support for both room-hosted and user-hosted conferencing sessions.

A.5.5.3 Operational Characteristics For ARC-3 systems:

• the system can operate in room mode or BYOD mode;

• switching between modes may be performed automatically or via the control interface;

• the system supports multiple conferencing platforms through BYOD functionality;

• support and maintenance include both appliance and peripheral operation modes.

A.5.6 ARC-4 – Codec-Based System A.5.6.1 Description ARC-4 systems are Video Conference Systems based on dedicated hardware video conferencing codecs supporting standards-based communication protocols such as SIP and H.323.

These systems may operate independently or in combination with external conferencing platforms through gateways or interconnection services.

Codec-based systems are typically used in environments requiring standards-based interoperability, secure networks, or specialized conferencing infrastructure.

A.5.6.2 Typical Characteristics ARC-4 systems typically include:

• dedicated hardware video conferencing codec;

• SIP/H.323 protocol support;

• PTZ camera(s);

• integrated audio system with microphones and loudspeakers;

• control system or codec touch controller;

• content sharing interfaces;

• integration with video conferencing infrastructure or gateways.

A.5.6.3 Operational Characteristics For ARC-4 systems:

• conferencing sessions are hosted on the hardware codec;

• systems may connect to conferencing platforms through gateways;

• systems may operate on secure or isolated networks;

• lifecycle and maintenance are driven by codec hardware and firmware.

A.6 Operator Control Position System Types A.6.1 Purpose This section defines the standardized Operator Control Position System Types (hereafter “OCP Systems”) recognized under the prospective Framework Contract. OCP Systems provide technical operation, monitoring, and control capabilities for audiovisual systems, including Video Conference Systems and other audiovisual environments.

OCP Systems may operate in conjunction with one or more Video Conference Systems or other audiovisual systems but are treated as independent systems for the purposes of configuration management, lifecycle management, support, leasing, and Upgrade Works.

A.6.2 General Description An Operator Control Position System is a technical workstation, control booth, or control room environment equipped with audiovisual control, monitoring, routing, and production equipment allowing technical personnel to operate, supervise, and manage audiovisual systems during meetings, conferences, training sessions, or events.

OCP Systems may include operator workstations, control interfaces, audio mixing equipment, video switching equipment, recording and streaming equipment, monitoring displays, intercom systems, and associated rack equipment.

A.6.3 Classification of Operator Control Position System Types Operator Control Position Systems fall into the following standardized Types:

• OCP Type 1 – Local Room Control Position

• OCP Type 2 – Advanced Room / Training Room Control Position

• OCP Type 3 – Auditorium / Event Control Room

• OCP Type 4 – Centralised Control / Multi-Room Operations Centre

Each Type is described in detail below.

A.6.4 OCP Type 1 – Local Room Control Position Purpose: Basic operator control for a single room.

Typical Scope:

• PTZ camera control

• Basic audio level control

• Source selection / switching

• VC call monitoring

• Simple recording start/stop

• Monitoring display (confidence monitor)

• Touch panel or control workstation

Typical Use:

• Type C rooms

• Type D executive rooms

• Rooms requiring manual camera framing

• Rooms occasionally supported by technician

A.6.5 OCP Type 2 – Advanced Room / Training Room Control Position Purpose: Operation of more complex rooms, training rooms, hybrid meetings, interpretation support.

Typical Scope:

• Multiple camera control

• Audio mixing console or DSP control

• Recording and streaming control

• Interpretation system interface

• Video switching

• Multiple monitoring displays (multiview)

• Intercom with lectern / stage / technicians

• Lighting / environment control interface

Typical Use:

• Type D rooms

• Type E training rooms

• Hybrid classrooms

• Interpreted meetings

• Recorded training sessions

A.6.6 OCP Type 3 – Auditorium / Event Control Room Purpose: Full technical control for large venues and events.

Typical Scope:

• Multi-camera production

• Professional audio mixing

• Video production switcher

• Streaming / broadcasting systems

• Recording systems

• Interpretation system control

• Stage lighting control interface

• Intercom system

• Multi-screen monitoring wall

• Control of multiple VC endpoints

• Event scene presets

Typical Use:

• Type F auditoriums

• Large conference halls

• Town halls

• High-visibility events

• Hybrid conferences

• Broadcast / webcast events

A.6.7 OCP Type 4 – Centralised Control / Multi-Room Operations Centre Purpose: Central technical control of multiple rooms or facilities.

Typical Scope:

• Control of multiple VCS rooms

• Central monitoring of systems

• Remote camera control

• Central recording and streaming

• Scheduling and room management integration

• Helpdesk / NOC-style monitoring

• Intercom / coordination

• System diagnostics and monitoring dashboards

Typical Use:

• Conference centres

• Headquarters buildings

• Campuses

• NATO/EU style facilities

• Central AV operations team

A.7 System Flavours Purpose

In addition to the standardized Video Conference System Types (Type A to Type F), certain Systems may require additional characteristics or security capabilities depending on operational, environmental, or information-security requirements.

To accommodate such requirements without creating additional system types, the Purchaser may designate specific System Flavours.

A System Flavour represents a variant of a standard VC Type that incorporates additional design, security, or operational characteristics beyond those normally associated with the base configuration.

System Flavours do not modify the underlying VC Type classification but identify systems that include additional technical or operational requirements.

Where applicable, System Flavours may influence:

• system design and architecture;

• installation constraints;

• operational procedures;

• maintenance activities;

• pricing adjustments defined in Annex H.

Unless otherwise specified, the Contractor shall support Systems with Flavours under the same operational and service conditions applicable to the corresponding base VC Type.

The following System Flavours are recognized under the prospective Framework Contract.

A.7.1 TEMPEST-C Flavour Description The TEMPEST-C Flavour designates Video Conference Systems implemented using equipment and installation practices compliant with applicable TEMPEST-C requirements.

TEMPEST-C systems are intended for use in environments where protection against compromising electromagnetic emanations is required.

Such Systems may incorporate:

• TEMPEST-certified equipment;

• shielded enclosures or cabinets;

• specialized cabling and grounding arrangements;

• physical separation or shielding measures;

• installation procedures compliant with applicable security regulations.

TEMPEST-C systems may have specific environmental, installation, and operational constraints compared with standard systems.

Operational Considerations TEMPEST-C systems shall:

• comply with the applicable TEMPEST certification and installation requirements defined by the Purchaser or relevant security authority;

• maintain the same functional capabilities as their non-TEMPEST counterparts unless otherwise specified;

• be supported under the same preventive and corrective maintenance obligations as other Video Conference Systems.

Where specific TEMPEST handling or installation restrictions apply, these shall be communicated by the Purchaser and respected by the Contractor.

Pricing Where the TEMPEST-C Flavour is applied to a Video Conference System, the applicable pricing adjustments defined in Annex H shall apply.

A.7.2 Multi-Level (ML) Flavour Description The Multi-Level (ML) Flavour designates Video Conference Systems capable of operating across multiple security classification domains (for example NU and NS) using an approved domain-transition or sanitisation mechanism.

Multi-Level systems enable the same physical conferencing environment to be used for conferences at different classification levels while ensuring that no residual information from a previous session remains accessible when switching domains.

The architecture used to implement Multi-Level capability is not prescribed by the prospective Contract and may vary depending on the technical solution proposed by the Contractor and approved by the Purchaser.

Domain Transition and Sanitisation Multi-Level systems shall support a controlled domain transition process allowing the system to safely switch between classification domains.

The transition process shall ensure that all relevant system data associated with the previous session is securely cleared or reset prior to operation in a different domain.

This may include, where applicable:

• clearing of temporary data and caches;

• reset of session information and credentials;

• system reboot or reinitialization;

• reset of conferencing or control subsystems.

Operational Requirements The domain transition process shall meet the following operational principles:

• The complete transition process, including sanitisation and readiness for operation in the selected domain, shall not exceed two (2) minutes.

• The transition shall be executable through a simple operator action or guided workflow via the system control interface.

• The process shall not require physical reconnection or reconfiguration of system hardware by the operator.

• The system shall provide clear visual feedback indicating:

o sanitisation in progress;

o sanitisation completed; and o readiness for operation.

The exact implementation of the sanitisation mechanism shall comply with the Purchaser’s applicable security procedures and any requirements imposed by the relevant security authorities.

Responsibilities The Contractor shall support Multi-Level systems in accordance with the deployed architecture and configuration baseline.

Governance of the underlying communication networks, classification policies, and security accreditation processes remains the responsibility of the Purchaser or designated security authorities.

Pricing Where the Multi-Level Flavour is applied to a Video Conference System, the applicable pricing adjustments defined in Annex H shall apply.

A.7.3 Combination of Flavours Where more than one System Flavour applies to the same Video Conference System (for example TEMPEST-C and Multi-Level), the System shall comply with the requirements associated with each applicable Flavour.

Pricing adjustments associated with multiple Flavours shall be applied in accordance with the rules defined in Annex H.

A.8 Responsibilities Applicable to All VC Types A.8.1 The Contractor shall support the entire integrated system, including all AV, control, display, audio, content sharing, and network subsystems.

A.8.2 Preventive and corrective maintenance requirements apply equally to all Types unless explicitly defined otherwise.

A.8.3 Each system onboarded under the prospective Contract shall be formally identified by:

• Room name / identifier

• VC Type (A–F)

• System Architecture (ARC-1 to ARC-4)

• Applicable System Flavour(s), if any

• Operator Control Position System (OCP-1 to OCP-4), if any

• Configuration baseline

• Associated System Onboarding Form

A.9 Applicability A.9.1 This Annex applies to all Video Conference Systems under the Contract, both existing and newly installed.

A.9.2 Any system not conforming exactly to these Types shall be categorized under the nearest equivalent Type, subject to Purchaser approval.

Annex B Video Wall System Types B.1 Purpose B.1.1 This Annex defines the standardized Video Wall System Types (“VW Types”) recognized under the Framework Contract.

B.1.2 These Types provide a uniform classification enabling consistent system onboarding, pricing, support activities, and configuration management.

B.2 General Description of a Video Wall System B.2.1 A Video Wall System is a multi-display visualization platform composed of multiple display modules (LCD or LED), mounted in a unified structure and driven by a video processing solution to present visual content such as situational awareness dashboards, operational information, video feeds, presentations, or digital content.

B.2.2 Each Video Wall System includes, at minimum:

• Display modules (LCD or LED)

• Mounting infrastructure

• Video processor or controller

• Content sources

• Control interface (touch panel and/or software)

• Signal distribution and network integration

• Cabling, structural supports, and environmental considerations

B.2.3 Optional components such as audio reinforcement, monitoring and diagnostics tools, and environmental sensors may be included depending on the System Type.

B.3 Classification of Video Wall System Types B.3.1 The following standardized Video Wall System Types apply:

• VW-1 – Small Video Wall

• VW-2 – Standard Video Wall

• VW-3 – Large Format Video Wall

• VW-4 – Mission-Critical / Control Room Video Wall

• VW-5 – Architectural / Specialty Display

Descriptions of each Type are provided below.

B.4 System Type Descriptions B.4.1 VW-1 – Small Video Wall B.4.1.1 Description VW-1 systems are compact installations typically consisting of small LCD arrays (e.g., 2×2) or small LED walls, intended for limited-scope visualization.

B.4.1.2 Typical Components

• 4–6 LCD displays or an equivalent LED surface

• Standard wall-mounted frame with alignment features

• Basic image processing (single input or simple scaling)

• One or two content sources

• Simple in-room control interface

B.4.1.3 Use Cases

• Reception areas

• Small operation points

• Compact situational displays

B.4.2 B.4.2 VW-2 – Standard Video Wall B.4.2.1 Description VW-2 systems are medium-size walls (typically 3×3 LCD or equivalent LED) used for operational awareness, collaborative presentations, or facility-wide communications.

B.4.2.2 Typical Components

• Medium-format LCD matrix or mid-sized LED wall

• Alignment-ready mounting structure

• Multi-window video processor

• Multiple content sources

• In-room control panel or PC-based control interface

• Monitoring functions where applicable

B.4.2.3 Use Cases

• Conference rooms

• Coordination centers

• Public information displays

B.4.3 VW-3 – Large Format Video Wall B.4.3.1 Description VW-3 systems consist of large LCD walls (e.g., 4×4 or larger) or large fine-pitch LED installations used for high-impact briefings or operational visualization.

B.4.3.2 Typical Components

• Large LCD matrix or large-format LED wall (≥ 4 m²)

• Professional structural mounting with…