RESPONSES TO CLARIFICATIONS REQUEST FOR PROPOSAL FOR FOR IMPLEMENTATION OF A HUB STATION AND BROADBAND VSAT WAN CONNECTIVITY ADB/ICB/CGSP/2013/0157

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1 RESPONSES TO CLARIFICATIONS REQUEST FOR PROPOSAL FOR FOR IMPLEMENTATION OF A HUB STATION AND BROADBAND VSAT WAN CONNECTIVITY ADB/ICB/CGSP/2013/0157 ADB/ICB/CGSP/2013/0157 No. Question or Clarification Requested Answer or Clarification given 1 Can Bid submission date extended by 2 weeks Bid submission date can be extended by one week i.e. to 20 th January Is the existing 3.8-m antenna at Abidjan HQ expected to be used as hub to service 32 FOs listed in Appendix H of the RFP or may a provider propose replacing this terminal with a larger terminal to optimize space segment? Is the existing 3.8-m antenna roof or ground mounted? Is there is room at Abidjan HQ facility to accommodate larger antenna, for example a 6.1 m terminal? The 3.8 meter antenna at Abidjan will not be used as a hub antenna. Actually, the antenna size for the hub will depend on the link budget calculation results that the provider will come up with. 3 Please elaborate on the current VSAT system (ie. HX200) used today. Is it a Hughes VSAT system? If yes, please specify what Hughes hub equipment is available at the HQ. 4 Is there any physical obstruction or limitation of any of the locations (HQ & 32 FOs) to use satellite other than IS-901 satellite? 5 Please elaborate on network requirement of 99.98%. Is the existing VSAT network designed with this availability requirement? Yes, it is a HUGHES VSAT system but it is not available at the HQ. The provider shall come up with the new hub/noc. At this stage we cannot say there is a clear line of site to all satellites in all our locations. This will be something that will be determined during the site survey at the start of the implementation stage. The Bank would like to have a stable and reliable VSAT network connectivity and 99.98% availability is expected to meet this requirement. 1

2 6 Is the price evaluation expected to be based on the three year base term or will you evaluate proposals against the full base and option periods? 7 Does the Hub equipment need to be physically located at HQ in Abidjan? Or can service provider use their Hub equipment at service provider s own teleport to support ADB? 8 Do the remote sites (total 32 remote sites) need any redundancy automatic failover? 9 Where is the qualifications information form? It is listed as required on page 27 in Appendix F: Checklist of Documents to be Included in the Proposal. Qualifications are listed on page 10 of the RFP document and the prequalification Pass/Fail table on page 32 in Annex 4 resembles a form, which we can respond to, but no form is identified. 10 What is the means of Internet access in Abidjan? Is the Bank providing the Internet for distribution from Hub location? 11 Is the bidder responsible for the fiber or other terrestrial connectivity to the Hub in Abidjan at ADB headquarters to Europe? 12 Please elaborate on the connection of the Hub in Abidjan to Tunis and other non-member countries. Is there any requirement to connect headquarters to non-regional members? If so, what is the network design? 13 What is the current VoIP networking solution (e.g., ATAs in branch offices with SIP Servers & VoIP Gateway)? Would the solution to be continued as is? What is the bidder s responsibility for the VoIP solution? The price evaluation will be based on five years duration (one time cost plus recurrent charges for five year. The HUB must be located at the Bank s HQ in Abidjan There are 32 remote sites and no redundancy is required at the remote level. Appendix C(i) page 16: Format of Curriculum Vitae (CV) For Proposed Key Staff There will be independent internet access in Abidjan that will be taken care of by the Bank. Internet traffic from field offices through the VSAT will breakaway in Abidjan. As far as this RFP is concerned the bidder is not responsible for fiber or terrestrial connectivity. This RFP is only for VSAT network connectivity of the Bank offices in countries stated in the RFP to enable them have access to applications and services at Headquarter in Abidjan. The connection to nonregional member countries will be provided through VPN or MPLS. The bidder will not be responsible for VoIP solution but will ensure that the solution it provides will support the real time traffic such as voice and Videoconference. 2

3 14 What is the current Videoconferencing equipment? Is the equipment to remain in use? If not what will replace it? What will be the bidder's responsibility for the Videoconferencing equipment? 15 At each country that has fiber as its primary connectivity, what is the switchover to satellite that the Bank is considering? 16 (SLA) Packet jitter of < 2ms: please confirm this number Packet jitter of <20ms The current Videoconferencing (VC) device that the Bank uses is Polycom with high definition video. The bidder will not be responsible for the VC equipment. All the bidder needs to ensure is that the WAN solution it proposes should be able to support VC and other types of traffic described in the RFP. The traffic switchover between the fiber or ISP backup and VSAT link will be handled by the Bank. 17 The various contract documents state that the bidder s maintenance obligations would include the replacement of parts which have become non-performing as a result of normal wear and tear. Please confirm that the normal wear and tear refers to normal operating environment. 18 The Bank is requested to confirm that the training is to be held in Abidjan 19 If the current provider is successful in winning all or part of this contract, will previous year s files be made available to us? These could be used as a starting point for the design and typesetting work. 20 The total CIR bandwidth is 22M. Shall we propose 30M/30M (as stated in the RFP) or could we propose optimized sizing based on the Total CIR (22M)? 21 In Abidjan Hub, shall the failover automatic backup have redundant VSAT Hub Antenna or only the hub Active equipment? Normal wear and tear under normal operating environment The training of remote terminals and the HUB can be conducted in Abidjan. The bidder can propose alternatives locations. Yes, however if the new bidder wins this tender he will be provided with all the necessary information and documentation regarding the existing services. Bidders are also expected to come up with their own designs depending on the equipment they are proposing Yes please Propose 30M/30M Redundancy only for the hub Active equipment 22 Do you already have VSAT Licenses for each site (that we could Yes, there is a VSAT license for all locations 3

4 re-use) or do we help you to acquire them? 23 Do you have already Voice Gateways to be connected to the VSAT network? Yes 24 What will be the training content as we are managing the infrastructure? The training content will be proposed by the bidder based on the general requirements and the solution that they will be proposing to the Bank 25 How many voice channels do we have per site? It will be integrated services no separate channel for voice. The VSAT link that will be proposed should comply with all service and bandwidth requirement clearly stated in the RFP. 26 What is the video Bandwidth required per site? The bandwidth requirement for all services and each location is stated in the RFP 27 Do you have.already internet access provided that will be shared on the VSAT network? 28 Is your LAN Ethernet with switch ports available to connect the VSAT equipment? 29 Do you already have bandwidth optimization and WAN Acceleration? If yes then which one? P19: what is BDS? unless otherwise indicated in the BDS, alternative bids shall not be considered Yes, Yes No, the bidder can propose WAN acceleration solution. Bid Data Sheet 31 Can the Bank provide a soft copy in word format of the RFP To facilitate the necessary filling in of the necessary form, please find attached a word format of the relevant forms. Please ensure that you attached the forms into the technical and financial proposals according to the instructions given in the RFP. 32 The request for proposal contains draft contracts. Is it acceptable to ADB if a bidder submits modifications of the terms 4 Please submit your comment if any on the contract. If you will be selected for award your comments will

5 & conditions if it cannot fully agree on all of them? 33 Is the Seller also exempt from the obligation of creating a potential permanent establishment in a member country if required by the local tax law? 34 As the SCC are mentioned as part of Contract Documents, could you please indicate where the Special Conditions of Contract are? 35 what is the exact meaning of a fully Managed broadband IP over VSAT turnkey connectivity solution : - Is local operation of the system by a contractor team is required (operation & monitoring of the satcom Hub and all equipment s installed there belonging to the system)? - Will the purchaser be involved in these operations of it will be full outsourced to the contractor? - Is hand over to the purchaser planned after the service contract period of 3 years? Shall this hand over include some training to the operation processes and the delivery of documentation? - Who will be in charge of the help desk to support end user request of incident relative to the VSAT? 36 - please confirm that the performance KPIs are to be measured on CIR traffic (not applicable for best effort traffic) - Who will be in charge to provide KPI and SLA report? - What is the periodicity to analyze them at contract level? 37-2* 30 Mbps is required in the RFI, to be shared between VSAT to match their CIR. Does this capacity to be fully used from day 1 or is it a medium term sizing? 38 Could you precise the demarcation points for: - Satcom terminal: CE router or modem? - Satcom Hub: demarcation point with the IP Terrestrial Backhaul? be discussed during contract negotiation. Bidders/ Sellers are expected to respect the requirements of the local laws The special conditions of the contract have been included as per the attached document. The same has also been included in the website. Yes, the provider shall have the responsibility of monitoring the operation of the remote and the hub. Yes, the Bank will be involved in monitoring the overall operation the network. Training will be offered at the initial or last stage of the implementation of the remote and the hub. Documentation will be handed over to the Bank following successful implementation of the solution. Provider will be in charge of all support services, 24x7. They will be measured on aggregate CIR the 30Mbps/30Mbps ( for outroute and inroute symmetrical) The required capacity should be available from day 1. The demarcation will be the modem Ethernet port for the remote and Ethernet port of the IP gateway. Backhauling will not be required. The IP connection from the hub will be terminated on the Banks router in the same location. 5

6 39 Shall the Contractor design and implement a routing mechanism to the IP Backhaul? What is the request for CoS mapping? Which interface/bandwidth is requested? No, the provider will be required to provide IP based connectivity between the remote and the hub, routing behind the remote and the hub will be taken care of by the Bank. The provider is expected to come up with suitable methodology for appropriate mapping of traffic for different applications depending on the criticality of the application. The chosen methodology can be agreed at design stage. The Bank already has license for VSAT equipment importation and operation in all locations. The provider is not expected to provide videoconference system 40 Could you precise who will provide and own the satcom license for terminals and the hub? 41 Does the request cover only the IP Class of Service (CoS) design? Shall the contractor provide a complete videoconference system, including video server and terminals? 42 Do you authorize an answer based on co-contracting scheme? If co-contracting scheme means joint venture, yes bidders will be allowed to respond to the proposal jointly as long as the members of the joint venture meet the minimum qualifications required by f the Bank. Bidders should demonstrate that the joint venture members have the necessary qualifications. A joint venture agreement among the parties should dully signed by both concerned parties. 43 Please clarify the network diagram given in the documents since RFP is only about VSAT so what is the purpose of MPLS connectivity shown? The MPLS connectivity on the diagram is not relevant to this RFP. It is shown just to indicate that there is alternative WAN solution that is implementing in Bank offices. 44 Please clarify since ADB is exempted from any kind of tax so there would be no local tax applicable for the service? 45 Please clarify Curative maintenance, If the problem persists after exhaustion of all these forms of services, the ADB will pay for the travel and lodging of the technician to visit the remote location for on-site resolution of the problem. Need Yes, AfDB is exempted from taxes. Any intervention be it preventive or curative will fully be the responsibility of the service provider. The bidder should take all of these requirements in to account and include them in their proposal. 6

7 clarification that technician would be from bank or from supplier? (Page 67) 46 Please clarify what is the time frame required from Supplier for the training of bank staff? 47 Please clarify in which order the installations on remote sites are required? 48 Please clarify who shall be responsible for the custom and duties in the country where any hardware delivery is required? 49 Please clarify as in the GCC Paragraph 8.4 its stated that the supplier shall acquire in its name all permits, approvals and/or licenses from all local state or national government authorities & In the contract draft Paragraph 10.1 its stated that the supplier shall not claim from Bank any taxes, levies, license fees or any other such charges in relation to this contract which are paid or payable to the municipal/local council or any other responsible authority... Please clarify in terms of VSAT license, how these both paragraphs fit together? Is a VSAT license required? Does the Bank already has a VSAT license? If the supplier is responsible to acquire the license, there will be some license fees associated. 50 Please clarify if the billing would be started altogether from the time of first installation or a ramp up plan is required? 51 n 4.1 the requirement for the VSAT network and remote link availability is 99.98%. Is this the requirement for the network The bidder should propose the training time frame for both types of trainings. The Bank is expecting as many installations as possible to take place in parallel however this will also depend on logistics. If there are specific requirement then they will be discussed at the start of the implementation. The Bank will assist in terms of tax exemption certificates and other relevant documents, otherwise clearing process and charges will be the responsibility of the supplier. The Bank already has VSAT license in all locations. Billing for payment will be made after succefull implementation of the project according to the proposed payment schedule indicated in the RFP. The remote site to hub availability, end-to-end link. 7

8 availability, the HUB availability or the remote site availability? 52 Please clarify as the bidder is requested to use as much as possible of the existing equipment; please provide the information how long the outdoor equipment (BUC, LNB) at the remote sites is already in operation? 53 The ADB RFP states (page 7 clause 21) It shall be clearly understood that by submitting a proposal in response to the RFP, a bidder shall be deemed to have accepted the General and Specific Conditions. A proposal that does not accept the General and Specific Conditions shall be rejected as non-responsive. All LNBs and Advantech BUCs are on average of one year. The other BUC are of three years. Bidders can include their comments on the contract and these can be negotiated before the contract is signed. Please note that if you In other words, we are being asked to agree to a contract, the terms of which are not defined, but which we do know will bring with it unlimited liability for damages should we underperform in even a small way. Please could you clarify this wording and let us know that the final contract, should our tender be successful, will be negotiable and will exclude consequential etc loss. 54 What are the existing antenna manufacture & model? Prodelin 55 Are they circular/liner? Circular 56 Can all antennas on sites be diverted from Circular polarization to Linear? We cannot give the confirmation. Can be checked with the manufactured. 57 Antenna mount please specify if 1 single pole mount, or with 2 For the 3.8 is pedestal mount and for the 4.5m it is supporting legs (especially regarding the 3.8 and 4.5). tripod 58 Is the equipment functioning properly in all sites? Yes, all of them are functioning perfectly. 8

9 59 How old is the equipment on sites? Is it under vendor's warranty? They are not of the same age, 1-3 years, they are not under vendors warranty. 60 What is the condition of the existing RF equipment? Good. 61 Is there any RF equipment at the intended hub site at Abidjan? Should it be offered as well? There is no any hub equipment in Abidjan, it will supplied by the provider 62 Is there existing civil infrastructure for the hub (AC, electricity with UPS, building etc.)? Yes, there are AC electricity, UPS and building. 63 We want to verify all traffic via the system is IP based with LAN interface. All external systems (video conference, Voice, etc.) are at AfDB responsibility who will provide IP to the hub/remotes? Yes, all traffic are IP based with a LAN interface. AfDB will be responsible for the integration of HUB to the it s network. 64 Please indicate/clarify what is meant by Proof of Partnership Status- Updated Bidders are expected to demonstrate that they have a partnership relation with the manufacturer of products or services they are providing on behalf of such OEM( If any) 65 Please indicate what documents copy are expected Please provide all the necessary documents indicated in the checklist ( Appendix f) 66 Both the hub station and remote sites will be fully managed by the service provider and the Bank will have access to monitor the network and manage resources such as the bandwidth. The Hub is a critical component of the system and might require to have a fully dedicated staff for its management. Is the bidder required to provide full management of the HUB during the whole contract duration or will these tasks be handed The provider shall provide a fully managed service, the best way of managing the service should be proposed by the bidder. The Bank staff will also be trained to involve in monitoring and management of both the remote and hub. 9

10 over to the bank staff after a period of time? 67 Can the table in Appendix H (Page 29) be complemented with the information on the existing Antenna manufacturers, model numbers and status (motorized, mechanical conditions). It should be in good condition and manual, not motorized. 10