BIDDING DOCUMENTS Issued on: March 22, Jamaica Civil Aviation Authority (JCAA)

Transcription

1 BIDDING DOCUMENTS Issued on: March 22, For The Provision of Voice over Internet (VoIP) Based PBX Telephone System for the JCAA (RFQ: 2016/JCAA/06) Procuring Entity: Jamaica Civil Aviation Authority (JCAA) RFQ# 2016/JCAA/06 Page 1 of 8

2 INVITATION TO QUOTE 1. You are invited to submit your price quotation in a pro-forma invoice format for The Provision of Voice over Internet Protocol (VoIP) Based Telephone System in accordance with the requirements as per Attachment #1 as follows: REF DESCRIPTION QTY 1. Supply and Installation of VoIP PBX 1 2. Bidding will be conducted through the Limited Tender procedures specified in the Government of Jamaica Handbook (GOJ) of Public Sector Procurement Procedures. Funding will be provided by the Jamaica Civil Aviation Authority (JCAA). 3. In order to be considered eligible your quotation should be in English and accompanied by the following: - A copy of a valid Tax Compliance Letter (TCL) OR A copy of a valid Tax Compliance Certificate (TCC), if current. - Copy of valid registration certificate with National Contracts Commission (NCC) in the Category of Computers & Related Services OR Computers and Supplies OR Information Technology Services OR Electrical Appliance and Equipment OR Electrical and Communication Supplies - Proof of certification from manufacturer(s) to sell, implement, and support the systems being proposed. 4. Your quotation should be deposited in the tender box located in the lobby at the address below: Jamaica Civil Aviation Authority (JCAA), 4 Winchester Road, Kingston The deadline for receipt of your quotation is: April 05, 2016, at 3:00:00 p.m. Late submission will not be accepted. 6. All clarifications should be sent through procurement@jcaa.gov.jm. The deadline for the receipt of clarifications is April 01, Responses to all clarifications will be posted online at 8. Your quotation should be submitted as per the following instructions: RFQ# 2016/JCAA/06 Page 2 of 8

3 - Where applicable, kindly include in your submission adequate technical documentation and catalogue(s) and/or any other printed material or pertinent information (in English). - The supplier should note any deviations and exceptions to the Technical Specifications. - Bidders must state any specific prerequisites, especially technical prerequisites that must be addressed for the required functionality of the proposed solution/services even if it is deemed not in scope as stipulated above. If these prerequisites are not stated at the time of bid submission, it shall be taken that these are included in the vendor's proposal 9. Prices: Prices shall be quoted in Jamaican dollars indicating all applicable taxes. 10. Evaluation of Quotations: Quotations determined to be substantially responsive to all the technical specifications will be evaluated by comparison of their prices. a. A score of 100 is given in cases where the requirements is fully met or exceeded as written. b. A score of 80 is given in cases where the requirements are not fully met, however the bid is still considered to be acceptable and the deviations are considered minor. Arithmetical errors will be corrected as follows: Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern. If a Supplier refuses to accept the correction, the quotation will be rejected. 11. Award of Purchase Order: The award will be made to the bidder offering the lowest evaluated quote and that meets the required standards of technical and financial capabilities. 12. Payment: The method and conditions of payment to be made to the Supplier under the Purchase Order shall be One Hundred (100%) percent of the Purchase Order Price of Goods received. The Supplier will be paid in Jamaican dollars. a) Delivery Schedule: Maximum Ninety (60) days from the issuing date of the Purchase Order. RFQ# 2016/JCAA/06 Page 3 of 8

4 b) Monetary penalties may apply for late completion to 0.5% of the contract price per day of the delay up to a maximum of 10%. After this time, the Purchaser reserves the right to cancel the contract. c) Goods should be delivered as indicated below: Jamaica Civil Aviation Authority, 4 Winchester Road, Kingston Origin: There are no restrictions as to the origin of goods offered under this RFQ. 14. Documentation: Subsequent to the delivery, the Supplier is required to submit the following documentation: Invoice Signed Delivery Note 15. Validity of the Offer: Your quotation should be valid for a period of Ninety (90) days from the date of submission of quotations as indicated in Paragraph 6 of this Invitation to Quote. 16. Further information can be obtained from: Procurement Manager Jamaica Civil Aviation Authority Address: 4 Winchester Road, Kingston 10, Jamaica. procurement@jcaa.gov.com 17. The procuring entity is not obliged to accept the lowest or any bid and also reserves the right to terminate the bid process at any point before the award of a contract without incurring any liability to any of the bidders. RFQ# 2016/JCAA/06 Page 4 of 8

5 Price Schedule Form Item Description Quantity Unit Price Total 1 The supply and installation of VoIP Based PBX for the JCAA PBX System Delivery Installation Any other costs Sub-Total G.C.T. Total GRAND TOTAL RFQ# 2016/JCAA/06 Page 5 of 8

6 ATTACHMENT #1 SCHEDULE OF REQUIREMENTS N.B All specifications listed in the table below are MINIMUM mandatory specifications. RFQ# 2016/JCAA/06 Page 6 of 8

7 Requirements for Head Office Voice Over Internet Based PBX Telephone System Locations: Jamaica Civil Aviation Authority - Head Office (4 Winchester Rd), Tinson Pen, NMIA AIS Office, Ary Hill, Norwood Radar, Mount Denham. ITEM DESCRIPTION QTY REQUIREMENTS 1 Telephone Devices to include: 2 3 Conference Phones 6 Reception/Switchboard 1 Level 3 (Director's Phones) 11 Level 2 (Manager's Phones) 68 Level 1 (Extension Phones) 140 TOTAL 226 Soft Phones (compatible with Android and Blackberry Operating Systems) The PBX should support the following features (at minimum): Call Accounting Automated Attendant Automated Directory Conference Calling Extension Mobility Music on Hold 60 Voic 120 Instant Messaging Voic to Direct Inward Dialing Paging/Intercom 4 T1 1 5 SIP Trunk 6 Redundant PBX Services 7 Single Number Reach 8 Hunt Groups Licensing should cover VoIP software versions for both Laptops and Smartphones. The outstations should be able to operate locally should there be a WAN disconnection to the main site. Additionally, the main site should have PBX failover/redundancy NOTES PBX should allow communication with CUG Users PBX should allow external mobile access to the system - VPN / Data call connectivity to the main PBX using Smartphones or Laptops. PBX should support up to 3 T1s PBX should be interoperable with existing PBX system in 2 outstations. Outstation System - Cisco Unity Manager Express 10.5, Cisco Router Model Calls should be able to be routed between systems. Environment is already wired with cat6 cables RFQ# 2016/JCAA/06 Page 7 of 8

8 Warranty 3 years Manufacture Warranty Parts and Labour. (Vendors are to quote on the provision of extended full warranty (parts and labour) where standard warranty is less than three years.) 1. Installation The vendor shall deliver and install the PBX DELIVERY REQUIREMENTS The vendor is responsible to delivery, install, and commission the equipment as detailed below: REF LOCATION VoIP PBX COMMENTS Quantity 1. Jamaica Civil Aviation Authority, 4 Winchester Road, Kingston To be delivered, install and commissioned at stated location SCOPE OF WORKS Listed in the table above are mandatory specifications. Delivery 1. Once goods have been delivered, acceptance will take place with five (5) business days of delivery. Goods being delivered to storage must have been staged, imaged and accepted prior to delivery. 2. Goods being delivered, installed, and commissioned directly to final location will go through acceptance testing subsequently after commissioning. Testing 3. Testing will be done to demonstrate: a. All required hardware and software have been delivered, installed and is working to the Purchaser s satisfaction; b. All the functions specified in Technical Specifications above and the specification of functional changes are working as described; c. All documentation is complete and as described in the requirements. Completion Criteria 4. This task will be complete when the signed Acceptance Certificate and Delivery note are provided to the Procuring Entity. RFQ# 2016/JCAA/06 Page 8 of 8