A. Computers and Information Technology

• Technical descriptions of equipment and software requirements, including computers (i.e., computer hard drives and monitors) and printers are shown in the list below. All computers allocated to the ADB offices must have English ("QWERTY") keyboards and connectivity to high-speed internet and should be not more than three years old. However, the host country provides the computers they require, as well as those in the seminar and meeting rooms and in the internet center. All computers to be used by ADB should be wiped clean before handover to ADB, and wiped clean again before being handed back to the IT provider (minimum one cycle of DBAN or other software).
• The host country also provides the equipment and software required to establish a LAN environment at the meeting venue(s). LAN services should be provided 24 hours per day with no interruptions.
• ADB has its own VLAN which can only route to the Internet. Other VLAN cannot route to the ADB VLAN. The ADB VLAN has a tunnel established to ADB's HQ in Manila, Philippines. Wi-fi users are on a segregated LAN with only access to the internet. All public areas, including the Media Center is to be attached to that public VLAN.

1. Internet Connectivity

The host country is to provide uninterrupted internet connectivity for the entire duration of the Annual Meeting. Specifically, the following requirements should be provided and tested at least a week before the meeting for the preparations:

•  The host country is to provide uninterrupted internet connectivity for the entire duration of the Annual Meeting.
  Primary dedicated internet bandwidth of at least 1Gbp
  • Backup dedicated internet bandwidth of at least 1Gbp
  • Sufficient wired and wireless network coverage to all annual meeting venues, offices and rooms
  • QoS capability to prioritize traffic such as media streaming and upload as needed
  • Logical controls such as web content filtering, firewall and device isolation
• The host country is to provide internet connectivity for the ADB advance team which usually starts 2 weeks before the annual meeting
• Note that there are several high density Wi-Fi usage areas during the annual meeting. These areas should be adequately sized. Some areas include but not limited to the Media Center, CSO Center, seminar rooms, business session, and public spaces, including networking areas.
• Internet security: Internet should be accessed through a security filtering device (e.g. Bluecoat, Checkpoint) or service (e.g. OpenDNS, Zscaler) are able to do at minimum URL filtering and malware scanning.
• If the host country is providing LAN access, a total of 50 USB-C to LAN adapter should be provided.

2. Client Laptops and Other Accessories

• Processor: Minimum Intel Core i5 processors with 6 GB RAM
• Hard disk: At least 100 GB Disk, active partition should be no bigger than 100 GB (to facilitate fast wiping of data)
• Operating system: Windows 10 64-bit with System, and Display language in English with latest Service Pack and latest patches installed before being deployed
• Integrated Wi-Fi interface
• Support HDMI display output
• Microsoft Office 2016 ProPlus
• Adobe Acrobat reader latest version
• Internet Explorer, Microsoft Edge, Firefox and Chrome latest version
• Updated virus protection software
• Drivers for provided printers
• USB 3.0 port with at least 2 available for computers in registration center
• Asian Font pre-installed
• Other devices and accessories:
  • Keyboard (QWERTY)
  • Mouse
  • Power strip
  • Cable lock
  • Monitor (at least 22 inches, required only for ADB Offices)

3. Printing and Photocopying Services

• ​​​​​Workgroup Multifunction Printer:
  • ​Laser type colored printer
  • 35 pages per minute (minimum) printing
  • A3/legal, A4/Letter paper supply
  • With the following capabilities:
    • Photocopying
    • Scan into PDF via SMTP
    • Multi-page feeder
    • Cassette capacity of at least one ream paper
  • Consumables (toner, ink, cartridges) available onsite
  • AirPrint configured and enabled for printers installed in ADB offices 
• Volume Multifunction Printer
  • Laser type colored printer
  • Minimum 45 pages per minute
  • Finishing set (collating, stapling)
  • A3/legal, A4/Letter paper supply
  • With the following capabilities:
    • Photocopying
    • Scan into PDF via SMTP
    • Multi-page feeder
    • Cassette capacity of at least one ream paper
  • Consumables (toner, ink, cartridges) available onsite
  • AirPrint configured and enabled for printers installed in ADB offices
  • Volume Multifunction Printers are typically required of the President's office, ADB Secretariat office, registration center, and media center.

4. High Level Estimation of IT Equipment Required per Office

Room Type	IT Equipment Needed
Office of the President	3 Desk Phones 1 Laptop 3 Monitors and Accessories 2 Volume Printers
Office of the Secretary	1 Volume Printer
ADB Secretariat Office (per office)	2 Volume Printers
Board of Directors Offices (per office)	1 Monitor and Accessories 1 Volume Printer
Vice-Presidents Offices (per office)	1 Monitor and Accessories 1 Volume Printer
Heads of Department Offices	1 Monitor and Accessories 1 Workgroup Printer
Future host country Office	1 Workgroup Printer
Civil Society Office	1 Volume Printer
Seminar Coordination Office	1 Workgroup Printer

5. Requirements for Registration Center and Badge Center

• Desktop/Laptop computers—Same minimal specifications as for Client Workstations. Twelve (12) units are needed. All units have at least two available USB 3.0 ports, and CD/DVD drives.
• Internet access
• Leased line connection to internet service provider or internet mode for high-speed internet service
• 2 units work group printers
• 8 webcams (ADB to provide)
• 7 units ID card printer (ADB to provide)
• Extra power board for each computer in registration office and badge center (to be able to connect other devices)
• Adapters (if necessary) for U.S. type of power plugs

6. Requirements for Governors' Seminar venue

• Wired connectivity next to the stage for 5 computers
• Power outlet next to the stage for 5 computers and 2 earpiece equipment

7. Requirements for at least 1 seminar room

• 1 laptop
• Power outlet and adapter

8. Information Security

The following information technology security measures are in force. It is highly recommended that internet access be provided by transparent proxy servers with the firewall blocking all outgoing internet traffic other than the proxy. The proxy should have protocol validation in place.

• Wireless network Service Set Identifier (SSID) should be secured with WPA2 with strong password agreed by ADB. Passwords for the Guest and ADB network should be different.
• Windows firewall is activated with "Don't Allow exception" checked by default on every workstation.
• Kiosk PCs are on a segregated LAN with only access to the internet.
• Connectivity between devices on the guest LAN (wired and wireless) should be restricted.
• At the end of the meeting and upon direction of the ADB information technology specialist, all workstations are sanitized with a disk wiper utility (freeware DBAN is acceptable). All workstations have at least one pass.
• All printers in the ADB Offices should be in the ADB network only and cannot be accessed by guest network.

9. Videoconference Equipment (ADB Provided)​

Videoconferencing facilities supporting Session Initiation Protocol (SIP) and cloud-based videoconferencing technology (e.g. Skype for Business, Zoom, WebEx) should be available. Given at least one day of notice, the videoconference equipment should be deployed and tested in the corresponding meeting rooms.

10. Requirements for Media Center

The Media Center is managed by ADB's Department of Communications (DOC). There are overall requirements to the media center to allow for a conducive work environment for media delegates. These basic requirements are:

• Low-sound or noise levels – The media center is an office environment where delegates generally write and work.
• Consistent temperature – It is essential to have an area that is not too cold or hot, access to personnel who can mitigate facility concerns is essential (see Chapter 22. Staff Support)
• Adequate bandwidth to be able to upload articles, photos and videos, access to personnel who can mitigate facility concerns is essential (see Chapter 22. Staff Support)

Within the Media Center the specific areas that require IT support are as follows:

• ADB DOC Staff Area​
  • 1 unit volume colored multifunction network printer
  • 1 IPTV port connection
  • 1 lamp per person and access to power
• ADB DOC Staff Meeting Room
  • Power access
• Media Briefing Room
  • AV equipment including screens
  • Several microphones
• Studio Area
  • LAN access
  • Power supply
• Multimedia Room
  • This area will need access to power and to a LAN cable with at least 10mbps guaranteed bandwidth if not dedicated
• Enclosed offices (6)
  • These offices are assigned to host country Media Representative and the various ADB media international partners
• Media Center Journalist Area
  • 2 IPTV port connections
  • Power in every table
  • Desk lamps for every seat
  • 1 volume multifunction printer connected to a computer
  • Access to VLAN connection
  • At least 20 laptops with English keyboards
  • Audio equipment for making general announcements

11. Requirements for Live Broadcast Media Interview Area

The area for live broadcast media interviews is located at a high-traffic area, preferably near the seminar rooms where broadcast media can conduct live interviews.

• A hard-wired uncontended/dedicated broadband LAN with Ethernet connection box and a minimum speed of 20mbps.
• LAN must have direct access to the internet, or if firewalled, open for UDP&TCP traffic on specified ports (ports to be specified closer to the AM event) 

12. Social Media Live Cast

Select Annual Meeting events are broadcast live on Facebook and/or Instagram using mobile devices. Internet access facilities (e.g. prioritized bandwidth or dedicated pocket Wi-Fi) should be provided to ensure the quality of the broadcast where needed. Also required in the pre-determined events is a simple working space (desk and two chairs) offering a good view of the proceedings where the mobile device can be secured.

13. Cabling

The Annual Meeting network is made of Optical fiber, Cat6 or Cat5e cables, panels, and cords. Switches operate at a minimum of 100 Mbps full duplex mode. The host country is expected to provide all cabling and networking required at least one week before the Annual Meeting. Provisions for temporary cabling of seminar rooms should be arranged. Necessary power cabling should be done at least one week before the Annual Meeting as requested.

14. Power

All information technology equipment (workstation, servers, switches) is on UPS power. 2 electric plugs of international standard (supporting at least US type plug) should be provided and tested for each ADB staff desk. Electric plugs of international standard should also be available in the meeting room offices (conference tables). If local power plug is provided, at least 2 travel adapters supporting US type plug should be provided for each ADB staff desk.

15. User Support during the meeting, Helpdesk

•  Network engineers are available onsite to troubleshoot any potential connectivity issues.
  All information technology incident requests are received by an information technology help desk with a unique phone number. The help desk records the incidents and dispatches field technicians to the location of the incidents.
• One field technician is permanently assigned to the media center.
• Field technicians must be proficient in Windows, Microsoft Office, Printers, mobile devices and general network troubleshooting.
• Efficient means of communication between the support team members (hand held radios) should be provided to IT support team members, ADB IT personnel and other relevant services providers where applicable.
• They should be proficient in the setup and architecture of the Annual Meeting network as well as the networking equipment in use (Switch; Firewall: VLAN, QoS; filtering/proxy devices).
• Break-and-fix technicians are also available onsite to address any hardware failures encountered by ADB Annual Meeting attendees. Common spare parts and adaptors should be available onsite.
• Technical Crew: On permanent standby (to help reporters and DOC Staff with any internet, computer laptop, hook up, telephone or technical problems).
• Relevant support personnel specified in this section should be available from 7AM – 7PM for the entire duration of the Annual Meeting including the time ADB advance team would be working onsite. Emergency contact should be made available on a 24x7 basis for this period as well.

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