Annex II - Technical Specifications

1 Council of the European Union General Secretariat Finance Directorate Procurement Coordination Unit

Annex II - Technical specifications

CALL FOR TENDERS: UCA 037/16

RESTRICTED PROCEDURE

PROVISION OF AUDIOVISUAL SERVICES TO THE COUNCIL OF THE EUROPEAN UNION/ EUROPEAN COUNCIL

JULY 2016

TABLE OF CONTENTS

1. General overview ...... 4 1.1 Communication with the Contractor ...... 5 1.2 Timeline for the set-up of the contract ...... 7 1.3 Costs and invoicing...... 7 1.4 Service continuity planning ...... 8 1.5 Mobilisation of staff on short notice ...... 8 1.6 Working language of the contract ...... 8 2. Operation of daily audiovisual services ...... 8 2.1 Host TV services "on-site" ...... 8 2.1.1 Council meetings at ministerial level ...... 9 2.1.2 Host TV services for other types of events ...... 11 2.2 Video coverage of EU personalities "off-site" ...... 11 2.3 Production of short video stories and other thematic productions ...... 12 2.4 Operation of Council/European Council video production facilities ...... 12 2.4.1 Operation of the TV, radio studio and other video production facilities ...... 12 2.4.2 Setup of a mobile TV studio (occasionally) ...... 13 3. Host TV services for European Council meetings and other high-level events ...... 13 4. List of Scenarios ...... 14 4.1 Scenario 1 - A busy day at the Council ...... 14 4.1.1 List of events: ...... 14 4.1.2 Description of the events: ...... 15 4.1.3 Staff ...... 18 4.2 Scenario 2 - Audiovisual coverage of a trip of the President of the European Council ...... 19 4.2.1 Outline of the programme of the President of the European Council and his delegation: ...... 19 4.2.2 Technical specifications for shooting and transmission ...... 20 4.2.3 Description of the President's trip and requested coverage ...... 20 4.3 Scenario 3 - Production of a short video story ...... 23 4.4 Scenario 4 - Operation of a multicamera TV studio ...... 25 4.5 Scenario 5 - Host broadcaster for a 2-day European Council meeting in Brussels, Europa building ...... 25 4.5.1 Description of the event ...... 26 4.5.2 Staff required ...... 28 4.5.3 Description of OB VAN minimum technical requirements ...... 29

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List of Technical annexes

Technical annex A - Description of the Council's audiovisual facilities and equipment (part 1) & Overview of the current video post production workflow (part 2) Technical annex B - Typical workflow for the coverage of a Ministerial meeting at the Council Technical annex C - Typical workflow for the coverage of a European Council meeting (summit of EU leaders) Technical annex D - Description of staff profiles to be provided by the Contractor

Technical annex E - Map of the position of the OB VAN

Technical annex F - Minimum requirements checklist

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1. GENERAL OVERVIEW

Under these tender specifications, the Contractor will provide a broad spectrum of audiovisual services. These tasks may relate either to the coverage of summits and other high-level events or the operation of daily audiovisual services.

For all these actions, the Contractor will provide hands-on, immediate assistance to the Media Operations/Audiovisual sector of the General Secretariat of the Council of the European Union (hereafter referred to as "the GSC" or the "Contracting Authority") when requests arise, and will ensure that there is a constant and coherent line of communication with the GSC.

The Contractor must provide the appropriate staff and equipment to assist in the smooth execution of the audiovisual workflow at the GSC.

In particular, the Contractor will perform the following tasks:

- planning and coordination - electronic newsgathering (ENG) - operation of remote-controlled cameras - live coverage of major events (e.g. European Council) with OB VAN and feed distribution - video transmission via fibre-optics, satellite, FTP, streaming or other means - cabling and patching - TV and radio studio operation - Master Control Room (MCR) operation - video ingest/acquisition - video editing - video post-production - compressions in various formats, uploads on various web platforms and publishing - video archive management - operation of the audiovisual equipment of the GSC - production of institutional and social media videos, clips, documentaries, multimedia presentations, web documentaries, web portfolios and other types of audiovisual and multimedia content including Virtual reality immersive videos (360°) - social media publishing - audiovisual media monitoring

Most of the work will be performed on the GSC premises (Brussels: Justus Lipsius building, Lex building, Europa building and European Convention Center Luxembourg), but the Contractor will also be requested to provide some of the services from an external base, be it the premises of the Contractor (in case of complex editing projects), or any other base (in case of official trips of EU personalities, including the President of the European Council, or Council events; these visits and events may take place inside or outside the European Union), depending on the events to be covered.

The Contractor will be expected to provide a limited number of staff profiles (currently 10 - this number is indicative) on a full time basis, to work on the Council premises, in the newsroom of the Justus Lipsius building. The GSC will provide workspace and workstations (PC) for the Contractor's full time staff (10 workstations).

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The Contractor must ensure that its staff is equipped with smartphones with adequate communication packages.

The Contracting Authority can decide at any moment to reduce or increase the number of full time staff requested from the Contractor, with a 1 month notice. The holiday planning (and planning of other foreseeable absences) of the Contractor's full time staff must be managed by the Contractor's production coordinator and aligned with the GSC's service needs. All such planned absences must be communicated to the GSC at least 2 weeks in advance and they are subject to prior approval by the GSC.

All other non full time staff members required by the Contracting Authority will be mobilised according to the planning as described in point 1.1 below.

Subcontracting is allowed under this contract in accordance with the conditions set out under article II.10 of the framework contract.

► See Technical annex A: Description of the Council's audiovisual facilities and equipment

1.1 Communication with the Contractor

(M)#1 - Minimum requirement n°1

The Contractor must appoint a contract manager as a main point of contact for general contract management. The contract manager will act as the main interface with the GSC and ensure that the contract is implemented and executed in a professional manner in accordance with all contractual provisions. The person ensuring this role must be reachable 24/7 within the hour. This profile cannot be invoiced to the Contracting Authority.

The Contractor must appoint a production coordinator. The production coordinator must be present full time on the GSC premises. He/she is responsible for the effective performance of operational services provided to the GSC, and the main daily contact point between the GSC and the Contractor, reachable at all times 24/7 for immediate operational questions, including mobilisation of staff and equipment. He/she is responsible for the Contractor's staff supervision. The profile of the production coordinator is detailed in Annex D, profile n°3.

A direct communication line between the GSC's Media operations unit/Audiovisual sector and the Contractor must be in place on a 24/7 basis.

To demonstrate conformity with minimum requirement n°1, the Tenderer must provide a short description of the proposed methodology for contract management, including the roles and responsibilities of the contract manager and the production coordinator (approximately 1 page).

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The audiovisual team of the GSC holds a weekly planning meeting, usually on Wednesdays, to mobilise staff and technical resources for the 2 weeks ahead. A final planning for the week ahead is made available online each Friday afternoon, to allow the Contractor to mobilise appropriate resources the following week. Longer term planning is made by the GSC's audiovisual team for planned ministerial Council meetings, for the coverage of official trips abroad, as well as for special events or European Councils. The online planning tool of the GSC is the main communication tool between the GSC and the Contractor. The GSC will provide access to the planning tool to the Contractor's staff. All tasks to be performed, staff to be mobilized and technical resources needed are clearly indicated, with a corresponding time frame and location. All Contractor staff members have a clearly assigned task, and all their contact details are available on the planning tool. Last minute changes will be notified by the GSC by phone or sms.

The GSC will issue provisional purchase orders for most services requested under this framework contract. For some services, notably for more complex operations such as host broadcasting for European Council meetings, the GSC will issue specific purchase orders. Only services actually provided can be invoiced. Every Friday, an e-mail issued by the GSC will confirm the staff and technical resources to be mobilized for the following week. This email forms the contractual confirmation of the resources needed from the Contractor and forms the basis for the Contractor's invoice, except if cancellations occur after the weekly email, provided they are notified 12 hours before the foreseen mobilization time. Additional resources from the Contractor can be requested by e-mail, after issuing of the weekly confirmation email.

Regular meetings with the Contractor are organised by the GSC's audiovisual staff, to review processes, plan special operations and evaluate cooperation. These meetings are organised minimum 2 times per month, sometimes 3 or 4 times, depending on the pace and importance of events to be covered.

Time changes and modifications will be notified by email by the GSC to the Contractor. Cancellations notified with a 12 hour notice or more cannot be invoiced.

Services will be ordered based on the price list agreed upon in the framework contract. A half-day of service provision should be understood as up to 5 hours of service, starting at the time indicated in the online planning tool. A full-day of service provision should be understood as being more than 5 hours and up to 10 hours of service, starting at the time indicated in the online planning tool.

Extra hours start after 10 hours of service.

For intensive operations of a longer duration (e.g. European Council meetings, Euro group meetings, etc.) it will be the responsibility of the Contractor to establish a rotating system in the light of the proposed schedules.

Depending on the GSC's agenda, services may be ordered any day, any time, including evenings/nights, weekends and national holidays.

The Contractor must ensure that the services comply with applicable legislation.

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The Contractor must ensure that all contracted staff sign a "presence book" kept by the GSC, indicating their arrival and departure time from the place of performance. This "presence book" will be used to check the accuracy of the monthly invoices of the Contractor for services performed. The presence book will be made readily available to the Contractor for own verification purposes.

1.2 Timeline for the set-up of the contract

(M)#2 - Minimum requirement n°2

The Contractor must ensure that the complete set of requested services as defined in these tender specifications are available at the latest 4 weeks after the contract is signed.

To demonstrate conformity with minimum requirement n°2, the Tenderer must provide a 4 week plan to describe how the requested services will be set up. The plan must include interviews with the Contractor's proposed staff members for positions n° 3, 4, 5, 6, 7, 8. (See Annex D), during week 1. The interviews will be conducted by GSC audiovisual sector staff. The GSC reserves the right to refuse candidates who do not meet the description of the profiles (see Annex D). In this case the Contractor must provide alternative candidates meeting the criteria described in Annex D.

1.3 Costs and invoicing

The Contractor will invoice the GSC on a monthly basis. The staff and equipment will be invoiced for services actually performed, on the basis of the price list set out in the framework contract.

In some cases, the Contractor will be able to submit invoices from sub-contractors/service providers as reimbursable costs. Reimbursable costs include:

 costs for satellite news gathering (SNG) vans, unilateral or multilateral satellite transmission costs, transmission costs over bounded cellular networks, and any other video transmission means;  special filming arrangements such as aerial filming (helicopter);  mission costs including travel1, accommodation and roaming telephone costs for audiovisual crews when services must be performed outside Brussels (no mission costs may be charged for audiovisual services performed in Brussels, unless specifically agreed beforehand by the Contracting authority in exceptional cases);  special insurances for crews travelling in hostile environments;  any other cost related to the scope of the contract, for which an offer must be submitted and accepted by the Contracting Authority.

For more details on reimbursable costs, please see applicable parts of the framework contract.

1 Travel costs include flight or train tickets and car rental on-site in well justified cases and subject to prior approval by the GSC.

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1.4 Service continuity planning

Ensuring service continuity must be a priority for the Contractor throughout the whole duration of the contract, notably during the set up phase.

In the event of failure to implement the services on schedule, the GSC reserves the right to apply the liquidated damages laid down in the Contract.

1.5 Mobilisation of staff on short notice

Upon request from the GSC, the Contractor must mobilise staff and equipment on short notice (minimum 2 hours) for unforeseen events, for example for TV studio interviews or recording of video statements on hot news topics. A typical situation when the Contracting authority would request a video team on short notice is outlined in scenario 4.

1.6 Working language of the contract

The working language of the contract will be English or French. Staff provided by the Contractor must be fluent in English or French.

2. OPERATION OF DAILY AUDIOVISUAL SERVICES

The operations of daily audiovisual services are outlined here below. The Contracting authority reserves the right to modify the workflows or arrangements at any time and the Contractor must adapt accordingly.

Tenderers must note that several events can take place on the same day, e.g. on the model described in Scenario 1 "A busy day at the Council".

For example, when a European Council meeting (= summit of EU leaders) takes place in Brussels in the Europa building, it is possible that a ministerial meeting takes place simultaneously in the Lex or Justus Lipsius building and in Luxemburg. This means that on some days a significant number of staff (particularly ENG crews2) must be mobilized.

In terms of geographical location, most events will take place in Brussels, but also in Luxembourg, where Council meetings in April, June and October are organised. Events can also be exceptionally organised in other locations.

2.1 Host TV services "on-site"

Host TV services "on-site" will be provided by default inside the premises of the Council of the European Union (Justus Lipsius, Lex and/or Europa buildings) or occasionally in other buildings (e.g. of other European institutions), mainly in Brussels and to a lesser extent for specific meetings in Luxembourg.

2 1 ENG crew = 1 cameraman + 1 audio operator

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2.1.1 Council meetings at ministerial level

Council meetings at ministerial level generally take place in the GSC's Justus Lipsius, Lex and/or Europa buildings, mainly in Brussels but also in Luxembourg (3 months per year ministerial meetings take place in Luxemburg).

The Contractor must ensure the full audiovisual coverage of a given Council meeting in the following way:

- Filming of arrivals and doorstep statements.

Between 1 and 6 ENG crews3 directed by a journalist-producer, are positioned at the arrivals and film all incoming ministers, including their doorstep statements (if any). All cameras are cabled by the Contractor and must deliver a live HD-SDI feed to the Master Control Room (MCR) where the feeds are mixed. A programme feed is sent by the MCR operators for live broadcasting on Europe by Satellite (ec.europa.eu/ebs). Feeds are also transmitted separately by the Contractor (prior to mixing), in addition to the programme feed (mix), via the MCR to the Cinegy Captures (see annex A). In the GSC's newsroom, adjacent to the MCR, the media manager coordinates the ingests into the Cinegy system. The video editor cuts the arrivals and doorsteps, and produces one video file per doorstep. The file is consequently exported for various compressions. The back-office producer prepares the metadata (title, place of shooting, name of speaker, technical specs,…) of the video files and publishes the video files under supervision of the newsroom desk editor. The media manager checks that the files are properly compressed and ensures that they are uploaded as quickly as possible for publication. Files must be uploaded on the GSC's video distribution platform (eucouncil.tv) within 15 minutes after shooting. The workflow is detailed in Annex B.

- Roundtable.

A cameraman and a journalist-producer or back office-producer take position in the meeting room when ministers arrive. They take close shots of all ministers at the beginning of the meeting, as well as general atmosphere shots. When finished, they return to the newsroom for ingestion of the video material (from the P2 card). This is done by the media manager in the Cinegy system. With the video editor, the journalist-producer or back office-producer selects the best shots, establishes the shot list and the media manager plays out the video file to EBS via fibre-optics and uploads it on the video distribution platform. The roundtable file must be uploaded within 30 minutes after shooting. Before publication a quality control of the video file must be performed by the journalist-producer. This quality control includes a check of the soundtrack, as ministers' conversations must not be audible.

3 Depending on media interest of the subjects to be discussed by the Ministers

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- Public deliberations When ministers debate on EU legislation, their deliberations are public and therefore must be streamed on the Council's website. The SDI feeds with embedded audio coming from the meeting rooms of the Justus Lipsius, Europa and Lex buildings or from Luxembourg, are sent to the GSC's MCR where they are dispatched to the streaming webcast platform, which is managed by a separate streaming Contractor. The Contractor must provide, when requested by the GSC, a public debate operator who will take care of the following: operating the remote controlled cameras of the rooms, perform shading operations and live switching of the cameras.

- Press conference At the end of each Council meeting, a press conference takes place in one of the press rooms of the GSC (in the JL or Europa buildings and Luxembourg), equipped with remote- controlled cameras. The Contractor must provide a remote camera operator and audio operator to mix the programme. The video editor cuts the press briefing in several video files to be uploaded on the video distribution platform.

- National briefings National ministers may brief their press after a Council meeting. These briefings are covered by ENG cameramen cabled via HD-SDI or recording on a P2 card. The video editor cuts the press briefing in several video files to be uploaded on the web distribution platform.

In case of several ministerial Council meetings taking place at the same time in several locations, the Contractor must provide a full HD OB VAN, operating 6 cameras and capable of generating 1 live HD-SDI feed. The Contractor must also provide the technical staff to operate the OB VAN. Typically the GSC would request such an OB VAN for Council meetings taking place in the LEX building or in Luxembourg.

OB VAN technical requirements:

- 1 HD-SDI output with embedded audio. - The OB VAN must be able to operate and mix at least 8 simultaneous incoming live feeds, including: - 2 HD-SDI feeds with embedded audio. - 6 full HD broadcast cameras (Triax and/or Hybrid Electrical - Fibre). - 1 LSM 6 channels. - 1 P2 VTR. - The OB VAN must be connected to the Riedel Intercom Artist system of the GSC, either through Mediornet or a 4-wire circuit.

All the processing must be 1080/50i compliant. The outgoing feed must be delivered in HD- SDI with embedded audio either through Mediornet or tie-lines (BNC or fibre). The OB VAN must be able to manage at least 2 incoming HD-SDI feeds with embedded audio, delivered either through Mediornet, or from ENG cameras with HD-SDI output, and BNC or optical tie lines.

► See Technical annex B: Typical workflow for a Ministerial meeting at the Council ► See Technical annex D: Description of profiles

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2.1.2 Host TV services for other types of events

Other types of events requiring audiovisual coverage take place at the GSC, such as "on the record" press briefings, events hosted by the Council rotating Presidency, signatures of agreements with third countries, thematic conferences, bilateral summits, etc.

The Media operations unit/Audiovisual sector ensures video coverage of the activities of EU personalities, including the President of the European Council, the High Representative of the Union for Foreign Affairs and Security Policy, Ministers representing the rotating Presidency, and other personalities (for instance the EU Counter-terrorism Coordinator).

The planning of resources for on-site events is made by the GSC audiovisual team at the end of each week, for the next week. On a daily basis changes to the planning can occur. Upon request from the GSC, additional resources such as camera crews, studio crews, and post- production staff must be mobilized by the Contractor with a minimum 2 hour notice.

→ See Scenario 1: A busy day at the Council

2.2 Video coverage of EU personalities "off-site"

The Contractor will undertake video coverage of Council/European Council personalities during their visits and trips. In particular, the Contractor will cover around 40 missions per year (indicative number) of the President of the European Council, whether inside the European Union or outside the European Union (e.g. participation in EU-third country summits, G7, G20, etc.).

Upon request from the GSC, the Contractor must provide a one-man crew/ video journalist, including a journalist-producer if necessary, as well as mobile editing and transmission facilities (SNG vans, satellite feeds, live streaming over bounded cellular networks, or FTP) in any place in the world. The Contractor will book satellite segments worldwide, for live retransmission.

The Contractor must mobilise local one-man crew/video journalists, SNG vans, or journalist- producers to cover certain events and transmit the video footage back to Brussels in edited or non-edited format, via satellite feed or other means as appropriate. It is up to the GSC to decide on a case-by-case basis, based on quotes from the Contractor, whether to send a crew from Brussels to cover "off-site" events or to hire local crews. The Tenderer must demonstrate its capacity to mobilize local resources, with a verified track record, anywhere in the world (see minimum requirement n°4). Local staff must be thoroughly briefed and tested by the Contractor before taking on their tasks.

The footage recorded off site must be transmitted to Brussels within 1 hour maximum after the end of any event.

On the basis of scenario 2, the Tenderer must describe in detail its methodology to mobilize video crews and audiovisual facilities, including SNGs and other transmission means, worldwide, in particular how the Tenderer will organise the coverage via experienced and reliable local partners (see minimum requirement n°4).

→ See Scenario 2: Coverage of a trip of the President of the European Council

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2.3 Production of short video stories and other thematic productions

The Contractor must produce short thematic video features and clips to be disseminated via several platforms and social media. These clips must be optimized for mobile viewing, as the consumption of these clips tends to be more and more on smartphones. The GSC produces 3 to 4 thematic clips per week (indicative). This is an area under constant evolution as the GSC wants to keep track of formats working well on social media.

Examples of such clips can be seen on the Council's Facebook page: https://www.facebook.com/eucouncil/

Upon request of the GSC, the Contractor must produce documentary films (indicatively 1 or 2 per year). A typical example of such a documentary film production can be seen here: "Europe through the generations" http://tvnewsroom.consilium.europa.eu/permalink/73821 These documentary films will be subtitled in all EU languages.

Upon request of the GSC, the Contractor must produce virtual reality videos (360°), to provide users with an immersive experience in the work of the EU institutions, the Council of Ministers and European Council in particular.

The Contractor must also produce video stock shots related to the GSC's activities in various fields. These productions are primarily intended for distribution to television journalists, to provide them with relevant pictures and sound bites on given subjects.

The Contractor must provide staff and equipment for the production of the above activities: creative script-writing, shooting plan, filming, editing, writing of commentary in various languages, sound post-production in various languages, subtitling, music, video graphics, reproduction in all analogue and digital formats, conversion in digital file for web upload. All video files must be adapted in the right format for uploading on the web or social media platforms.

→See Scenario 3: Production of a short video story

2.4 Operation of Council/European Council video production facilities

2.4.1 Operation of the TV, radio studio and other video production facilities

The Contractor must operate the GSC's TV and radio studios, for interviews or debates, live or recorded, with Council personalities. The Contractor must also operate remote cameras in the GSC building or in certain cases in buildings of other EU institutions in Brussels or Luxembourg.

Mobilisation of technical staff must be made on very short notice, a request can be placed by the GSC two hours before a studio recording. See scenario 4.

As an indication the GSC has produced around 90 studio recordings in 2015. → See Scenario 4: Operation of a multi-camera TV studio

► See Technical annex A Description of the GSC's audiovisual facilities and equipment

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2.4.2 Setup of a mobile TV studio (occasionally)

For interviews or special TV programmes on certain occasions (e.g.: Europe Day) the Contractor must deploy a studio set in a location designated by the GSC (on the Council premises or elsewhere). The studio set will record a multi-camera production, include lighting & decoration, and a live transmission capacity.

Technical requirements for the Mobile HD (1080/50i) TV studio set-up: Mobile HD digital production unit with up to 8 (with a minimum of 3) HD cameras (robotized or manually operated), including: video switcher, shading position, audio mixer, wireless Lavalier microphones, wireless earpieces, wireless intercom, HD recording of the program and at least one isolated camera, delivery of an HD-SDI video signal with embedded audio through BNC and/or optical fibre (LC), possibility of processing at least one incoming HD-SDI feed with embedded audio through BNC and/or optical fibre (LC), flight case configuration.

3. HOST TV SERVICES FOR EUROPEAN COUNCIL MEETINGS AND OTHER HIGH-LEVEL EVENTS

For major events such as European Council meetings (involving all EU Heads of State or Government) or important summits with third countries (e.g. EU-USA Summit, EU-Africa Summit, etc.), the GSC is responsible for the Host Broadcaster services, which the Contractor must provide. This requires a more important set-up than Host TV services for regular Council meetings. The Contractor must capture live the arrivals and departures of Heads of State, the roundtable, the family photo and the press conferences. The Contractor must deliver HD-SDI live feeds of those events and will route them to the Central Apparatus Room (commonly called the "Matrix Room") of the GSC, where they will be dispatched to the video router of the GSC and to various broadcasters such as Europe by Satellite or EBU (European Broadcasting Union).

There are minimum four European Council meetings per year, generally lasting two days. In addition, there can be four or more extra meetings of EU leaders per year, usually lasting one day (or night). As indication, in 2015 there were 12 summits of EU Heads of State or Government. As a basic project, the indicative volume of resources needed for host TV services under this framework contract are estimated on the basis of 6 European Council meetings per year.

The Contractor must provide host broadcaster services for high level events mostly in Brussels, on the Council premises. In addition, the Contractor must provide the same set of services in other locations or in third countries upon request.

► See Technical annex C: Description of the audiovisual workflow for a European Council meeting

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For such high-level events, the Contractor must provide the full technical set-up, including an Outside Broadcast Van (OB VAN) in full HD, connected to 8 cameras positioned in various locations, and capable to play out 8 simultaneous HD live feeds. The Contractor must also provide the technical staff to operate the OB VAN. The minimum technical specifications of the OB VAN are described in scenario 5.

Host broadcast services are a critical element in the set-up of complex events such as European Council meetings. The Contractor must provide highly qualified staff and equipment of the highest standards, as described in scenario 5.

Staff must be capable to work long hours under stressful circumstances and with a maximum of flexibility, and in full respect of tight security arrangements required by the presence of all EU Heads of State and possibly Heads of State of third countries. The GSC's audiovisual team will give a precise briefing to the Contractor before the European Council starts.

→ See Scenario 5: Host broadcaster of a 2-day European Council meeting

4. LIST OF SCENARIOS

4.1 Scenario 1 - A busy day at the Council

On a given day, one or more ministerial meetings can take place in several Council buildings: Europa, Justus Lipsius, Lex or Luxembourg European Convention Center. At the same time, there are activities of the President of the European Council and other diplomatic events.

The Contractor can be requested to cover the events listed below, all happening on the same day.

4.1.1 List of events:

Foreign Affairs Council (Europa building)

Arrivals and doorsteps: 07:30 - 10:00 Roundtable: 09:15 - 09:45 Austrian national briefing: 12:30 Arrival special guest: 13:00 Italian national briefing: 15:30 Press conference of the Chair of the Foreign Affairs Council: 16:00 - 16:30 German national briefing: 16:00 French national briefing: 16:00 Departures and doorsteps: 16:00 - 17:00 Multicamera studio interview with UK Minister of Foreign Affairs: 16:30 - 16:45

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Agriculture & Fisheries Council (Justus Lipsius building)

Arrivals and doorsteps: 09:30 - 11:30 Roundtable: 10:45 - 11:15 Public deliberation: 11:00-17:00 Council Presidency Press conference: 17:00 - 17:30 German national briefing: 17:00 Spanish national briefing: 17:00 Departures and doorsteps: 17:00 French national briefing: 17:30

Visit of the Turkish President to the President of the European Council (Europa building)

Arrival and handshake (VIP entrance Europa): 11:55 - 12:00 Roundtable: 11:45 - 12:05 Press Statement: 13:00 - 13:30

Signing Ceremony of EU Agreement on Taxation with Switzerland (Justus Lipsius building)

Bilateral meeting of the Council Presidency with the Minister of Foreign Affairs of Switzerland: 12:50 Filming Ceremony: 13:00 - 13:30 Euro group meeting (Europa building)

Arrivals and doorsteps: 14:00 - 17:30 Roundtable: 16:45 - 17:15 Euro group Press conference: 23:00 - 23:45 Departures and doorsteps: 23:00 - 00:00 German national briefing: 23:15

Association Council with Bosnia and Herzegovina (Europa building)

Bilateral meeting EU High Representative - Minister of Foreign Affairs of Bosnia and Herzegovina: 17:15 Roundtable: 17:30 Press Conference: 19:00 - 19:30

4.1.2 Description of the events:

- Filming of arrivals and doorstep statements

For the Foreign Affairs Council, the Agriculture and Fisheries Council and the Euro group meeting, see description of expected services in point 2.1.1 "Council meetings at ministerial level".

A journalist-producer will be assigned for each event, to direct the ENG crews.

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Number of ENG crews to be deployed for the arrivals and doorstep statements: - 5 ENG crews for the Foreign Affairs Council - 3 ENG crews for the Agriculture and Fisheries Council - 5 ENG crews for the Euro group meeting

All incoming ministers are filmed, including their doorstep statements. All cameras are cabled by the Contractor and must deliver a live HD-SDI feed to the MCR where the feeds are mixed. A programme feed is sent for live broadcasting on Europe by Satellite.

The feeds are also transmitted separately by the Contractor (prior to mixing) via the MCR to the ingest stations. In the GSC's newsroom adjacent to the MCR, the media manager coordinates the ingests into the Cinegy system (see Annex A). The editor cuts the arrivals and doorsteps, and produces one video file per doorstep. The file is consequently exported for various compressions according to Cinegy-specific workflow (see Annex B). The back-office producer prepares the metadata (title, place of shooting, name of speaker, technical specifications) and publishes the video files under supervision of the Newsroom Desk editor. The media manager also ensures that the properly compressed files are made available as quickly as possible for publication on the video distribution platform (eucouncil.tv) within the half hour after shooting.

- Roundtable

A cameraman and a journalist-producer or back office-producer take position in the meeting room when ministers arrive. They take close shots of all ministers at the beginning of the meeting, as well as general atmosphere shots. When finished, they return to the newsroom for ingestion of the video material (from the P2 card). This is to be done by the media manager in the Cinegy system. With the video editor, the journalist-producer selects the best shots and establishes the shot list. The media manager plays out the video file to EbS via fibre-optics and uploads it on the web distribution platform. The roundtable file must be uploaded within the hour after shooting. Before publication a quality control of the video file must be performed by the journalist-producer. This quality control includes a check of the soundtrack, as ministers' conversations must not be audible.

- Public deliberation

In the Agriculture Council a public deliberation is taking place. The Contractor provides a public deliberation operator to mix the programme for the live stream platform of the Council (video.consilium.europa.eu).

- Press conference

At the end of each Council meeting, a press conference takes place in the Council's main press room, equipped with remote-controlled cameras. The Contractor is expected to provide a remote camera operator to mix the programme, and an audio operator. The video editor cuts the press briefing in several video files to be uploaded on the web distribution platform. With the video editor, the journalist-producer or back office-producer selects the best quotes of the press conference and edits a highlights video, establishes the shot list and uploads it on the video distribution platform (eucouncil.tv).

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- National briefings

National briefings are filmed by an ENG cameraman. The camera can be cabled via HD-SDI or record on a P2 card. The video editor cuts the press briefing in several video files to be uploaded on the video distribution platform.

- Signing Ceremony

A cameraman, an audio operator and a journalist-producer are positioned in the meeting room when the plenipotentiaries arrive. They film the ceremony, the speeches and the signature of the Treaty. The cuts have to be clean for a live transmission or play out.

- Visit to the President of the European Council

The President of the European Council regularly hosts world leaders. Today he welcomes the Turkish President at the VIP entrance of the Europa building. The VIP entrance is equipped with remote cameras and a control room. The Contractor is expected to provide a remote camera operator to mix the programme. At the same time a cameraman and a journalist-producer are positioned in the President's meeting room before the President and his guest arrive. They film the handshake, roundtable and take close shots of both. When finished, they return to the MCR and ingest the video material in the Cinegy system (from the P2 card). Directed by the journalist-producer, the video editor merges the arrival, handshake and roundtable in one file for immediate upload on the video distribution platform. The file must be uploaded within 30 minutes after shooting. They also edit a 2 minutes web clip with pictures of the meeting and extracts of the press statement. - Bilateral meetings

In the margins of a Council, the ministers, the Presidency or the EU High Representative hold bilateral meetings. A cameraman films the handshake, roundtable and takes close shots of the participants. When finished, he/she returns to the MCR and ingests the video material in the Cinegy system (from the P2 card). The video editor edits the video to be published by the back office-producer on the video distribution platform.

- Press Statement by the Turkish President and the President of the European Council

This event takes place on the VIP podium of the Europa building, equipped with remote- controlled cameras. The Contractor is expected to provide a remote camera operator to mix the programme in the control room, an audio operator and a cameraman to film cutaways. The video editor edits the video to be published by the back office-producer on the video distribution platform.

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- Departures and doorsteps of the Ministerial meetings

ENG crews film the departures and possible doorsteps on departure of the Ministers during and after the Council. 3 ENG crews are positioned at the VIP entrance/exit of the Europa building and 1 ENG crew at the entrance/exit of the Justus Lipsius building. The signal is transmitted live (via HD-SDI) to the MCR. The video editor cuts the departures and doorsteps, and produces one video file per doorstep. The back-office producer inserts all metadata (name, title, location) and publishes the files on the video distribution platform.

- TV studio

The Luxembourgish Minister of Foreign Affairs is interviewed in the Council TV studio by the RTL Brussels correspondent. It's a multi-camera shoot, going out live. In parallel to the events happening on this busy day, two edit suites of the Council are dealing with longer-term video projects. - Edit suite 1: thematic video Directed by a journalist-producer, a video graphics editor produces a 1-2 minutes animated video with text and music to illustrate one of the topics to be discussed in a future Council meeting. - Edit suite 2: Documentary A journalist-director produces a 20 minutes documentary. He/she works with a video editor.

4.1.3 Staff

Description of staff required for this one-day scenario

Quantity Production staff ENG cameraman (07:00-18:00) 2 ENG cameraman (07:00-00:00) 3 ENG cameraman (09:00-18:00) 4 Audio operator (07:00-18:00) 3 Audio operator (07:00-00:00) 2 Audio operator (09:00-18:00) 1 Audio operator (09:00-11:30) 2 Video editor (07:30-19:00) 1 Video editor (09:00-01:00) 1 Video graphics editor (09:00-18:00) 2 Journalist-producer (07:30-01:00) 1 Journalist-producer (09:00-18:00) 1 Journalist-director (09:00-18:00) 1 Newsroom Desk Editor (07:30-01:00) 1 Back office-producer (07:30-01:00) 4 Digital workflow manager (07:30-01:00) 1 Media manager (07:30-01:00) 1 Remote camera operator (10:30-17:30) 1 Remote camera operator (11:30-00:00) 1 MCR operator (07:00-00:00) 2 Planning manager (07:00-00:00) 1 Planning manager (09:00-18:00) 1

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TV Studio staff Video director (multicamera) half day 1 Make-up artist half day 1 Audio operator TV studio half day 1 Remote camera operator half day 1

Description of technical means required

EQUIPMENT Quantity - ENG professional broadcast shoulder mount camera (HD/SD) P2 (Panasonic AG-HPX600 or equivalent) with tripod, batteries and charger and on-camera light 9 - ENG broadcast sound equipment (ENG audio mixer, boom pole, wireless transmitter/receiver microphones, micro cravate, hand micro, gun micro) 8

All the staff working on site for a ministerial meeting will go through the official accreditation and security screening processes. In case staff members are denied accreditation, immediate replacement staff must be identified and duly accredited.

(M)#3 - Minimum requirement n°3

The Contractor must be able to mobilize on any given day the necessary staff and technical resources as described in scenario 1.

To demonstrate its compliance with the minimum requirement n°3, the Tenderer must adequately describe its mobilisation capacity of ENG cameramen, audio operators, remote camera operators, video editors, and MCR operators on any given day in Brussels, with 4 days advance notice for events as described in scenario 1.

4.2 Scenario 2 - Audiovisual coverage of a trip of the President of the European Council

4.2.1 Outline of the programme of the President of the European Council and his delegation:

Day 1: arrival in Vienna, Austria, meeting with the Chancellor and press conference

Day 2: arrival in Ljubljana, Slovenia. Meeting with Prime Minister and press conference followed by visit to a police station on the border with Croatia

Day 3: arrival in Istanbul, Turkey, meeting with the Turkish President, press conference and visit to a refugee camp on the Syrian border. The Contractor will cover the series of events taking place between day 1 and day 3, and transmit the images for immediate publication on the video distribution platform (eucouncil.tv) within the specified time limits and in accordance with the Council's technical standards detailed in chapter II below. The press conferences on day 1 and 3 are to be transmitted live on Europe by Satellite.

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4.2.2 Technical specifications for shooting and transmission

Filming video format

Filming is required in HD.

Specifications of the video files to be delivered via ftp

QuickTime .MOV - AppleProRes 422 Normal profile (NO proxy, LT or HQ profile) - 1440x1080 50i 48kHz - Bitrate: 105 Mb/s - TOP (upper) field first. or .MXF - DNxHD 85 - 4:2:2 - 1080/50i - Bitrate: 84 Mb/s - TOP (upper) field first.

In case of low speed internet connection: QuickTime .MOV - H264 - 1920x1080 50i - Bitrate: 12Mb/s - TOP (upper) field first - VBR 2-pass.

These specifications are indicative and can be adapted by the Contracting authority.

FTP server to upload the files

The Contractor must provide a dedicated ftp server for transmitting the files (minimum 1TB).

The Contractor must ensure fast delivery of the video files, within maximum 1 hour of each event. A test file is requested one working day before the event to be covered.

Testing

The test file (footage from the camera that will be used to film the event) must be transmitted to check local internet connection speed, quality of files, priority field order, ftp server connection and spot other potential technical problems.

4.2.3 Description of the President's trip and requested coverage

Day 1: Vienna, Austria

10:30 arrival 10:35 official handshake 10:40 roundtable 12:30 press conference at the chancellery

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Requested coverage:

Shots of arrivals, handshake, roundtable, live press conference.

The Contractor provides a one-man crew / video-journalist equipped with an ENG professional broadcast shoulder mount camera HD/P2 (Panasonic AG-HPX600 or equivalent) with tripod, batteries, charger and on-camera light, a microphone with a long XLR cable, a wireless UHF microphone, a portable prompter kit, and a field editing kit/laptop with a compression software.

Filming is in HD. Editing takes place on the spot on a laptop.

A high speed internet connection, or live streaming over bounded 3G-4G cellular networks, must be secured in order to send the files within the hour after the end of the event.

Before the start of the press conference, a 3-minute video file with images of arrivals, handshake and roundtable must be available on the dedicated FTP server (supplied by the Contractor, as indicated above), in the compression format described above, ready for publishing on the video distribution platform by the Council video team in Brussels.

Before the press conference starts, the video-journalist is positioned in the press room and has installed a microphone to capture sound. He/she streams the press conference over bounded 3G-4G cellular networks. The video-journalist films the press conference and the Q&A. He/she makes sure to take the original sound for the President of the European Council, and the original + English interpretation for the host on separate channels. The live press conference is transmitted on EBS. After capture, the press conference is compressed on the laptop and sent back to Brussels. The video file appears on the ftp server within less than 1 hour after the end of the press conference.

Day 2 : Ljubljana, Slovenia

10:30 arrival 10:35 official handshake 10:40 roundtable 12:30 press conference at the Prime Minister's Office 15:00 visit of border project at the Slovenia-Croatia border crossing, and recording of video statement (with mobile prompter)

Requested coverage:

Staff and equipment equivalent to the ones described for Day 1. The press conference does not have to be transmitted live. It must be uploaded in the previously described format via ftp within the hour after the end of the press conference.

For the visit of the border project, another video-journalist must be mobilized as there is no time for the first video-journalist to reach the border before finalizing the compression and transmission of the press conference.

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Video-journalist 2 films the arrival of the President of the European Council at the border crossing, follows the visit including interaction with local police officers. Sound to be recorded from the camera. A wireless microphone is needed in order to record a video statement of the President of the European Council after the visit of the border crossing. Video-journalist 2 will be required to install a mobile prompter on the camera to record the statement. The text of the statement, prepared in advance by the President's advisors, must be transmitted to the video journalist's smartphone 10 minutes before recording.

All video files produced on day 2 must be transmitted as follows:

- 1 file of 2 to 3 minutes with arrival, official handshake and roundtable to be edited, compressed and transmitted before 12:00

- 3 files with the press conference (1 file for the President of the European Council's introductory statement, 1 file for the Slovenian Prime Minister's introductory statement, 1 file for the Q&A) to be sent within the hour of the end of the press conference

- 1 file (3 to 5 minutes) with the visit to the border crossing and 1 file with the recording of the video statement to be sent within the hour after the end of the recording of the video statement.

Day 3: Istanbul, Turkey

10:30 arrival 10:35 official handshake 10:40 roundtable 12:30 press conference in the President's palace 16:00 visit to a refugee camp near the Syrian border

Requested coverage:

Staff and equipment equivalent to the ones described for Day 1. The video journalist must send a video file with the arrival, official handshake and the roundtable (max. 3 minute edit) via ftp before the start of the press conference.

The press conference must be transmitted live on Europe by Satellite. The video-journalist must be connected to a SNG truck parked outside the Presidential Palace. This SNG must be provided by the Contractor who must have ensure appropriate security clearance in advance.

There is no need to send the video files of the press conference to Brussels, but the video- journalist must keep a recording in case of transmission problems during the live.

At 13:30 the video-journalist departs from Istanbul together with the Delegation of the President of the European Council, to reach a refugee camp near the Syrian border by car. The visit starts at 16:00. The video-journalist films the visit and the interaction of the President with refugee representatives. Sound to be taken from the camera.

At the end of the visit, which lasts 1 hour, the video-journalist edits a 3 minutes video package on the visit, and sends a compressed file via streaming over bounded 3G-4G cellular networks back to Brussels before leaving the camp with the delegation around 18:00.

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(M)#4 - Minimum requirement n°4

The Contractor must be able to mobilize staff and equipment to perform the services as described in scenario 2.

In order to demonstrate conformity with the minimum requirement n°4, the Tenderer must describe its methodology to mobilize video journalists and audiovisual facilities worldwide, as well as live or recorded video transmission means worldwide via experienced and reliable local partners. We expect an adequately described methodology and a list of potential local partners and networks the Tenderer intends to collaborate with.

4.3 Scenario 3 - Production of a short video story

The GSC is engaged in the production of short video stories that illustrate EU policy-making with concrete examples, mainly aimed for social media distribution and mobile viewing. To film these short video stories, the Contractor must mobilize, on short notice, professional video journalists in all parts of the world.

Below an example of video story the Contractor must be able to produce, by mobilizing video journalists in any part of the world. For the description of the profile of a video journalist, see annex D.

Integration of Syrian refugees in Sweden

After being briefed by the GSC audiovisual team, the Contractor must propose stories illustrating the successful integration of Syrian refugees in Sweden. After receiving 3 proposals for stories in line with the subject of the brief, the GSC would make a choice and ask the Contractor to task a local video journalist to produce edited rushes for a 3 minutes video format to be edited by the GSC audiovisual team in Brussels.

The video journalist must submit: - a one-pager with the story outline (context, angle, concrete examples, link with EU policy-making) - a clear filming plan - a list of interviewees - a production timeline

The video journalist must provide selected rushes to the GSC's audiovisual team, via ftp or similar file transmission system.

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The specifications of the file must be as follows:

These specifications are indicative and can be adapted by the Contracting authority.

Filming must be in HD. The final editing will be done by the GSC audiovisual team.

The video journalist must also, in parallel with sending the rushes, send a precise shot list and English translation of interviews if the original is not English. He/she must also check whether the video files are correctly uploaded onto the ftp server, and confirm the reception of the file with GSC audiovisual team.

Example of video story: How relocation works: the story of a Syrian family http://tvnewsroom.consilium.europa.eu/permalink/81362

Deliverable: 10 minutes of selected rushes in HD transmitted via FTP on Day 4 Timeline:

Day 1 GSC written request Day 4 Contractor presents 3 story proposals Day 5 GSC chooses story Day 6 Preparation for filming Day 7 Filming Day 8 Rush selection, shot list, translation of EN sound bites and file transfer

(M)#5 - Minimum requirement n°5

The Contractor must be able to mobilize staff and equipment to perform the services as described in scenario 3.

In order to demonstrate compliance with the minimum requirement n° 5, the Tenderer must provide a +/- 1 page description of its approach as regards:

- production planning: how the local research for stories is organised in any part of the world, how the mobilisation of a local video journalist is organised in any part of the world, how the video files and metadata (shot list, transcript and EN translations where necessary) will be sent back to Brussels, how the local video journalist is briefed by the Contractor before the filming and debriefed afterwards

- communication lines: how the Contractor shall organise the communication with the locally contracted staff and with the GSC audiovisual team

- service continuity planning: in particular if the footage provided by a local video journalist is not up to broadcast quality standards, or not in the requested format.

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4.4 Scenario 4 - Operation of a multicamera TV studio

Operation of the Council TV studio for the production of a live multi-camera interview.

At 15:00 the GSC requests technical assistance from the Contractor for a live multi-camera interview which will take place at 18:00 on the same day in the Council studio (Brussels). The President of the European Council is to answer questions from 2 journalists present in the studio. The interview is transmitted live to a leading European TV channel and lasts 10 minutes.

The following profiles are requested: 1 Video Director Multicamera 1 Remote camera operator 1 Audio operator 1 Make-up Artist 1 Prompter operator

The Contractor's team needs to be present in the Council Studio 1 hour before the live interview, to set up.

(M)#6 - Minimum requirement n°6

The Contractor must be able to mobilize staff and operate equipment to perform the services as described in scenario 4.

The Tenderer must provide a description demonstrating its capacity to mobilise a full production team for a studio recording on a 2 hour notice on the GSC premises, as described in Scenario 4.

4.5 Scenario 5 - Host broadcaster for a 2-day European Council meeting in Brussels, Europa building

Meetings of the 28 EU Heads of State or Government (European Council meetings) are convened by the President of the European Council in the Europa building.

Extraordinary European Councils or Euro Summits can also be convened in other locations.

Host broadcast services are a critical element in the set-up of complex events such as European Council meetings, attended by between 1500 and 2000 journalists, among which +/- 200 TV channels. The Contractor must provide highly qualified staff and equipment of the highest standards (see description of staff profiles in Technical annex D and the minimum technical requirements described below).

Staff must work long hours under stressful circumstances and with a maximum of flexibility, in full respect of tight security arrangements as required by high level meetings with the presence of 28 Heads of State or Government.

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All the staff working on site for a European Council meeting must go through the official accreditation and security screening processes.

The host broadcaster must provide live coverage of the events described below under Day 1 and Day 2. Capture, mixing and other operations, including signals treated by the host must be in high definition. Signals treated by the host must be distributed as HD-SDI.

The host broadcaster must hand over all source HD discs to the GSC after each event, for archive (XDCAM), within two days after its end.

A typical meeting of the European Council is organised as follows, over two days.

Day 0: set-up & installations, security briefing The host broadcaster installs and wires its equipment, in the different locations. A full test of all connections must be performed (video, audio, data, intercom).

Day 1: Arrivals between 16:15 and 17:00 Roundtable: 17:00 - 17:15 Introduction statement of the President of the European Council: 17:15 - 17:20 Family photo: 17:45 Press conference of the President of the European Parliament: 18:00 - 18:45 Press conference: 23:00 National briefings: between 22:30 and 24:00

Day 2: Arrivals between 09:00 and 10:00 Roundtable: 10:00 - 10:15 Press conference: 13:30 National briefings: between 13:00 and 15:00 Dismantling of equipment

4.5.1 Description of the event

1. Arrivals zone

6 cameras and 5 sound microphones, linked to the OB VAN, are placed by the Contractor at the two sides of the VIP entrance, including a Jimmy Jib (camera on crane). Their task is to film arrivals of Heads of State or Government, and record all doorstep statements. The video director mixes the incoming signals in the OB VAN and directs the crews via intercom. All signals must be recorded. The director has two feeds at his/her disposal to transmit the live arrivals to the distributor, as mentioned above. The host broadcaster needs to install broadcast lighting at the arrivals zone.

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2. Pin holders' lounge and Roundtable zone (live coverage)

The Contractor must provide broadcast lighting equipment for the zone called "Pin holder's Lounge", where Heads of State or Government walk through before entering the main meeting room. When they arrive in the corridor, leading to the pin holder's lounge, the Steadicam operator, helped by an assistant, makes the shot of the walkthrough until the entrance of the main meeting room.

1 HF camera is circulating in the room to take shots of Members of the European Council greeting each other before the meeting. Two remote-controlled cameras are placed in the inner circle of the table (currently on tripods). A triax camera takes a wide shot. Occasionally, the Steadicam operator (HF) enters into the meeting room and takes long shots around the table. The host broadcaster must pay particular attention to the sound recording of the "tour de table", as leaders' conversations must never be audible.

At the beginning of the meeting, it is possible that the President of the European Council says a few words on the record. After the opening remarks, the Contractor ends the live transmission and moves its staff and equipment out of the meeting room.

3. Family photo (live or recorded coverage)

The Contractor must provide expert advice and broadcast lighting arrangements for the family photo of EU leaders. Three cabled cameras are positioned opposite the podium, and the Steadicam operator films from the angle.

4. Press conference & national briefings

The Contractor must provide an audio operator and a remote camera operator to operate the remote cameras in the Council's main press room. The press conference of the President of the European Council is transmitted live on feed1, including the available interpretations on separate audio channels. Just before the press conference starts, the Steadicam operator, connected to the Council video mixer located in the control room of the main press conference room, captures the President when crossing the atrium.

Simultaneously with the press conference of the President of the European Council, four cameras, microphones and camera operators are positioned by the Contractor in 4 pre-defined national briefing rooms. The host broadcaster transmits the main press briefings live on 4 separate feeds dedicated to this end, including the interpretations on separate audio channels when available.

The choreography of the European Council meeting as outlined above is indicative. At any moment the Contracting authority can adapt the choreography, and the Contractor must adapt the host broadcaster set-up accordingly.

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5. Departures

The Contractor offers live footage of the departures and possible doorsteps of Heads of State or Government.

4.5.2 Staff required

All the Contractor's staff working on site for a European Council meeting must go through the official accreditation and security screening processes. A service continuity planning arrangement must be foreseen by the Contractor should any key staff be missing at the start or during the activities, for whatever reason.

Contractor's staff working on locations where Heads of State or Government meet or walk through must follow an appropriate dress code: black trousers and shirts, jacket with Council host broadcaster logo clearly visible in the back, black shoes (no sport outfit). The Contractor must brief its staff to work according to the rules set out by the Council's press and security services. These rules are explained to the Contractor at a compulsory security briefing 1 day before the European Council meeting.

Indicative list of compulsory staff required on location during a European Council meeting

Profile Quantity Senior Producer 1 Production assistant 1 Senior video director 1 Director of photography 1 Lighting expert 1 Cameraman 6 Steadicam operator 1 Assistant Steadicam operator 1 Crane operator (Jimmy Jib) 1 Remote camera operator 2 Sound engineer (for sound capture) 5 OB VAN Chief 1 OB VAN technical assistants 4 OB VAN Sound chief 1 OB VAN LSM operator 2 OB VAN Shader 1

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4.5.3 Description of OB VAN minimum technical requirements

OB VAN minimal requirements:

- The OB VAN must provide 8 simultaneous outgoing HD-SDI feeds with embedded audio through Mediornet. - The OB VAN must be able to operate and mix the following live simultaneous signals: - 12 incoming HD-SDI feeds with embedded audio. - 8 full HD (1080/50i) broadcast cameras (Triax and/or Hybrid Electrical-Fibre, of which 1 jimmy jib, or equivalent). - 2 HF full HD cameras (of which 1 Steadicam) with 3 HF reception points. - 2 full HD (1080/50i) "hot heads" cameras with integrated pan-tilt-zoom delivering HD-SDI feeds. These cameras must be remote controlled and mounted on tripods. Example : Panasonic AW-HE130, or equivalent. - 2 LSM 6 channels with double command. - 2 XDCAM VTRs. - 2 P2 VTRs. - The OB VAN must be connected to the Riedel Intercom Artist system of the Council, preferably through Mediornet or through a 4-wire circuit.

All the processing must be 1080/50i compliant. The 8 outgoing feeds must be delivered in HD-SDI with embedded audio through Mediornet. The OB VAN must be able to manage at least 12 incoming HD-SDI feeds with embedded audio, delivered through Mediornet and/or from ENG cameras with HD-SDI outputs.

- Electric power to be provided by the GSC. - Installation always 24 hours prior to the event.

Important: the Contractor must check the exact location where the OB VAN is to be installed, as limited space is available and some manoeuvring of the van will be necessary to enter and exit the Council perimeter. A map of the position of the OB VAN is provided in Annex E.

The Contractor must connect to the cable networks of the Council, including cabling and other arrangements.

The Contractor must install appropriate lighting for several photo opportunities in various locations. For example: in the arrivals zone where EU leaders or ministers speak to the press, in meeting rooms for optimal roundtable footage, in the family photo area, or in any other room of the Council buildings where a photo opportunity can be organised.

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(M)#7 - Minimum requirement n°7

The Contractor must be able to mobilize staff and technical equipment to perform the services as described in scenario 5.

During European Council meetings (‘Summits of EU leaders’) or other high-level meetings, the Contractor must operate from a full HD OB VAN, providing 8 live HD-SDI (1080/50i) feeds with embedded audio, over the Riedel Mediornet optical network of the GSC.

To demonstrate conformity with the minimum requirement n°7, the Tenderer must adequately describe its capacity to mobilize the necessary technical equipment and staff to run a host broadcaster operation as described in scenario 5. The Contractor must demonstrate that the technical capacity of the OB VAN it intends to make available corresponds to the minimum technical requirements set out in scenario 5, and describe all related technical staff positions necessary to operate the OB VAN. The technical staff positions of the OBVAN must be listed according to the profiles described in Annex B.

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