PERSONALISED VIDEO CONFERENCING SOLUTION FOR UNIVERSITIES & HEC

Transcription

1 VC/RFP-Web-Conf /HEC/2007/ PERSONALISED VIDEO CONFERENCING SOLUTION FOR UNIVERSITIES & HEC HIGHER Request for Proposal (RFP) For Web Conferencing Software March 5, 2007 Last Date for Submission: Tender Opening Date: April 10, 2007 at 1430 Hours April 10, 2007 at 1500 Hours HIGHER H-9, Islamabad Web: or Tel. No.: Fax No

2 CONTENTS Page No 1. General Terms & Conditions Proposal Submission Requirements On Call Support Time Frame Services Project Implementation Plan Liquidated Damages Errors Omissions & Discrepancy Meet or Exceed Specifications Terms of Payment Clarification and Amendment in RFP Document. 08 Annexure A: Web Conferencing / Desktop Video Conferencing Software and Web cam Specifications 09 Annexure B Cost Information Submission Form Annexure C Overall Compliance. 14 Page 2 of 14

3 1. GENERAL TERMS AND CONDITIONS The following General Terms and Conditions apply to this RFP The last date of receipt of Bids is April 10, 2007 by 1430 hours Details of repair & maintenance facilities 1.3. An affidavit to the effect that the firm has not been black listed by any Government/Semi Government Organization The Bidder/Vendor shall provide the following information with respect to its set up in Pakistan Number of Vendor s offices and addresses, thereof, phone and fax numbers and address as well as names and designations of responsible persons Brief description of repair facilities at various locations including central workshop The Bidder shall provide following information with respect to its Company Profile Registered Name of the Organization Head Office address Certificate of Incorporation and Company Profile National Tax Number, General Sales Tax Number Name, Address with Telephone/Telex and Fax numbers of the contact Person Provide a certificate from the bank certifying vendor s sound financial position and credit limit from the bank List of clients and their Acceptance of deliverables, showing separately the items provided and value thereof List of works/contracts in hand; showing schedule, period of completion and value of the contracts Name and contact information including telephone, fax, mobile, of Team Leader and all technical staff, who will be involved in this Project Higher Education Commission, reserves the right to reject any or all Bids/Offers without assigning any reason or cancel the process at anytime HEC reserves the right to increase/decrease the quantity of items. Bidder has no right to challenge any decision(s) in any Court of Law. Page 3 of 14

4 2. PROPOSAL SUBMISSION REQUIREMENTS The objective of the Proposal Submission Requirements is to provide Vendors/Bidders with the information required to submit as response to this Request for Proposal (RFP). A Vendor who has responded to any previous RFP issued by HEC should not assume that the requirements are the same, as may have been in the past. The vendor/bidder must confirm the following standards in the preparation of the Vendor s Proposal For this tender PPRA s Single stage one envelope Procedure as per clause 36(a) for open competitive bidding is adopted The Bidder/Vendor shall furnish earnest money equivalent to 2% of the total value of Bid in the form of Bank Draft issued by a scheduled bank of Pakistan in favor of Director General (Finance), Higher Education Commission, valid for at-least six months and enclosed in a separate envelope along with Financial Proposal. No Bid shall be entertained without earnest money. Earnest money of the successful bidder will be released at the time of submission of Ten percent (10%) Performance Guarantee of the total contract value. Whereas, the Earnest money of Unsuccessful bidders will be released once the tender is awarded to the successful bidder The Earnest Money is required to compensate HEC against the consequences of: Subsequent unauthorized variations and/or modifications of the terms of bid Premature withdrawal of the bid before the completion of the bid evaluation Failure of the bidder to sign the resultant Contract with in seven (07) days of the issuance of LOI (letter of intent), in the event of such Contract being awarded to it Occurrence of any of such events as solely judged by HEC, will entitle HEC to forfeit the bid security Proposals sent to HEC by fax or will not be accepted Any bidder may modify or withdraw his bid after bid submission provided that written notice of the modification or withdrawal is received by the concerned officer prior to the deadline for submission of bids An effort by a Bidder to influence HEC, directly or indirectly THROUGH UNFAIR MEANS in HEC s proposal evaluation, proposal comparison or contract award decision, to meet or discuss with any HEC official unless desired by the HEC may result in the rejection of Bidder s Proposal and black listing for any future tender of HEC. Page 4 of 14

5 2.8. All participating recipients of this RFP will be notified in writing through /letter and web notification by the HEC, regarding any changes made to this RFP for the purpose of clarification All responses to this RFP shall become the property of HEC and part of RFP for all purposes HEC will not bear any expense incurred in the preparation of proposals in response to this RFP Prices quoted will be firm for the entire period of Contract. All prices to be quoted in Pak Rupees, and must clearly state all applicable taxes which must be included in quoted price HEC will not allow any compensation to the approved Bidder arising out of variations in the rates of materials/consumables in the market, change in legislation or any sort of taxes Proposals will remain open for acceptance for 90 days from the opening date The Bidders should provide complete technical details required under this RFP Failure to abide by any instructions of this RFP may, at the HEC s sole discretion, result in rejection of the Vendor s Proposal and disqualification HEC has no obligation to locate or acknowledge any information in the Vendor s Proposal that is not presented under the appropriate outline according to these instructions and in the proper location The Vendor s Proposal/Bid/Offer must be received, in writing, by the Office of IT Consultant / Project Director, HEC by the date and time specified herein. HEC is not responsible for any delays in delivery or expenses for the development or delivery of proposals. Any Proposal/Bid/Offer received after Proposal/Bid/Offer submission time will be returned unopened The Vendor must not type in or otherwise alter or re-key any of the original text of this RFP. If the HEC determines that the Vendor has altered any language in the original RFP or amended/changed/deleted/substituted any terms and conditions of this RFP, the HEC in its sole discretion will disqualify the Vendor from further consideration at any stage. The RFP issued by HEC is the official version and will supersede any conflicting RFP submitted by the Vendor Each page of the Proposal is to be numbered Respond to the sections and exhibits in the same order as given in this RFP Label and tag the responses to each section and exhibit, using the corresponding headings from the RFP The Vendor must fully respond to each requirement within the Technical specifications by fully describing the manner and degree by which the Proposal meets or exceeds said requirement(s) It is the responsibility of the Vendor to clearly identify all costs associated with any item or series of items in this RFP. The Vendor must include and complete all Page 5 of 14

6 parts of the Cost Proposal in a clear and accurate manner. Omissions, errors, misrepresentations, or inadequate details in the Vendor s cost proposal will be considered as valid ground for rejection of the Vendor s proposal. Costs that are not clearly identified will be borne by the Vendor. The Vendor must complete the Cost Information Submission Form in this RFP, which outlines the minimum requirements for providing cost information. The Vendor should supply supporting details as described in the Cost Information Submission Form HEC reserves the right to request additional information or clarification of a Vendor s Proposal. The Vendor s cooperation during the evaluation process in providing HEC staff with adequate responses to requests for clarification will be considered a factor in the evaluation of the Vendor s overall responsiveness. Lack of such co-operation may, at the HEC s discretion, result in the rejection of the Vendor s Proposal. 3. ON-CALL SUPPORT The Contractor/Vendor shall provide on-call support (6 days a week) i.e. maintenance of the all the items in BOQ at respective location(s) all free of cost for a period of one year from the date of Completion of work on all sites as in Annexure A. 4. TIME FRAME Project is to be completed within Twelve (12) weeks in all respects from the date of placement of order by HEC. Liquidated Damages at the rates referred in this document shall be imposed in case of any delays due to any reason whatsoever. 5. SERVICES If the Vendor fails to remedy the defect within the period specified, the HEC may proceed to take within a reasonable period such remedial action as may be necessary, at the Vendor s risk and expense and without prejudice to any other rights which the HEC may have against the Contractor under the contract. Page 6 of 14

7 6. PROJECT IMPLEMENTATION PLAN The Bidder should provide a detailed Project Implementation Plan as part of the Technical Proposal. This will be the basis for ensuring that the Project Implementation is regulated under defined time lines. This will also form the basis for HEC to claim Liquidated Damages, for inclusion in the Contract, relating to delays, besides supplies and services not conforming to specifications, and/or other Contract commitments. 7. LIQUIDATED DAMAGES Liquidated damages shall be applicable are as under: a) Delay of one week to handover the project as per specifications b) Delay of two weeks to handover the project as per specifications c) Delay of three weeks to handover the project as per specifications d) Delay of four weeks to handover the project as per specifications = 0.5% of the total cost = 1.0% of the total cost = 2.0% of the total cost = 4.0% of the total cost e) Delay beyond four weeks shall be charged at 2% for every delayed week in addition to 4.0% as mentioned above subject to the cost not exceeding 10% of the total cost. 8. ERRORS/OMISSIONS AND DISCREPANCIES In the event of a discrepancy between the unit price and the total price of the respective item the unit price shall govern. Bidder shall not be allowed to take advantage of errors, omissions or discrepancies in the specifications or in multiplication & totaling of the price(s) and in such cases Executive Director; HEC decision will be final and binding on both parties. 9. MEET OR EXCEED SPECIFICATIONS The specifications provided in this RFP or available at sample/ model site are the minimum requirements of HEC. The venders must meet or exceed these specifications to meet the actual requirements of this Project and its successful practical implementation. But in such a case additionally proposed or altered specifications should clearly be highlighted to enable HEC to clearly identify modified specifications. Page 7 of 14

8 10. TERMS OF PAYMENT Payment of contract price shall be made in the following manner; however, HEC may consider any other alternative arrangement which falls in the legal framework of GOP Bill should be submitted after Supply of all Webcams and software, ninety percent (90%) cost of the total invoice shall be payable to contractor Ten Percent (10%) of the total contract value will be retained as security/retention money and will be released after warranty period All payments shall be made through cross cheque in the Pak Rupees The successful bidder will be required to deposit10% of Bid Amount as Performance Money at the time of signing of contract in shape of Pay Order/ DD Taxes will be deducted at source as per government rules at the time of payment In case of delay in supply of webcam / software, the penalty shall be imposed as per clause 7 sub clauses (a-e) of RFP If the quality of work is not made to the satisfaction of HEC, the Executive Director has the right to cancel the entire work and may allot the same to other firm at the risk & cost of the firm to whom it was awarded initially. 11. CLARIFICATION AND AMENDMENT IN RFP DOCUMENT A bidder requiring any clarification of the RFP Document may so notify to contacts given bellow in writing or via . HEC may respond in writing through /letter or web notification to any request for clarification of the RFP Document, which are received at least seven (07) days prior to the date of Bid submission. Written copies of any response (including details of the original query but without identifying the source of inquiry) will be sent to all Bidders who have received the RFP Document, by or Fax. Nazeer Hussain Anwar Amjad Director (VC & PERN) Project Director (VC) Sector H 9, Islamabad Sector H 9, Islamabad Ph: +92 (51) Ph :: +92 (51) Fax: +92 (51) Fax: +92 (51) nhussain@hec.gov.pk aamjad@hec.gov.pk Page 8 of 14

9 Annexure -A Web Conferencing/ Desktop Video Conferencing Software and Webcam Specifications There are mandatory minimum specifications for video conferencing System. S. # Specifications Compliance (Y/N) Level Specification for Web Conferencing/ Desktop Video Conference Software Origin USA/Europe/Japan Features Software requirements (Windows Media Player 9.0) OS supports (Windows 2000,Windows XP, Server 2000) Other (Direct X, etc) Interoperability Standard H.323 Video standards H.261 H H H.264 Frame Rates (Point to point ) 30 frames per second Bandwidth Minimum 32 Kbps to Maximum 2 Mbps Page 9 of 14

10 H.323-2Mbps SIP - 2Mbps Video Video Display on PC/Laptop Multiple Monitor Support must be supported by PC video card Video Only mode with Toolbar operation Brightness control automatic or manual adjustment to near side video image Picture-in-picture (PIP) CD Quality Video Resolution Transmit and Receive XGA (1024 x 768) Audio protocols G.711, G.722.1, G.722, G.728, G.729A Audio Feature Full duplex audio Echo Cancellation Automatic Gain Control (AGC) Automatic Noise Suppression (ANS) Security Secure password authentication Administrative password H.235 v3 AES encryption Advanced Encryption Standard Page 10 of 14

11 User Interface User friendly Customizable graphical user interface Data T.120, Integrated Microsoft NetMeeting Application sharing Whiteboard File transfer Chat H.323 Annex Q far-end camera control Technology Evolution Features Software upgradeable to any new features Dialing Capabilities& MCU Support IP address H.323 external gatekeeper, gateway and MCU support Support (Built in and External MCU) Compatible with famous Video Conferencing Management Software. Warranty Minimum One Year Warranty from the date of Installation Camera Supported Work with most USB Webcams 2 USB Webcam Best Quality Latest Model USB Webcam support Resolution 800 x 640, 1024 x 768 Page 11 of 14

12 Min 30 fps Focus adjustable Built in Microphone White Balance (Automatic) Sliding Lens Cover Genuine carry casing Bag Bend left/right/back/forward Note: Level 1 Stands for (NOT AVAILABLE) Level 2 Stands for (BELOW REQUIRMENT) Level 3 Stands for (MEET REQUIREMENT) Level 4 Stands for (EXCEED REQUIREMENT) Page 12 of 14

13 Cost Information Submission Form (To be attached with Financial Bid) ANNEXURE -B Specification Items Web Conferencing/ Desktop Video Conferencing Software (License) 1 IP Based Desktop Video Conferencing Software QTY 100 USB Webcam Product Name Make Model / Version Part number Inclusive of all Charges, i.e. (installation and commissioning) Unit Price (In Rs.) Total Price (In Rs.) 2 USB Webcam QTY 100 GRAND TOTAL (IN RS.) Product Name Model Make Part number Unit Price (In Rs.) Total Price (In Rs.) Page 13 of 14

14 Overall Compliance Undertaking Annexure-C I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/Conditions of this RFP hereby undertake and firmly bound myself to abide by/comply all sections of this RFP except for those items noted below Signature Name Designation Company Date Page 14 of 14