Request for Proposal (RFP) For Video Conferencing Room Setup

VC-23/RFP-Asthetic/HEC/2007/ IMPROVEMENT IN INFRASTRUCTURE IN UNIVERSITIES / INSTITUTIONS OF HIGHER LEARNING IN PAKISTAN HIGHER Request for Proposal (RFP) For Video Conferencing Room Setup January 15, 2007 Last Date for Submission: February 13, 2007 Tender Opening Date: February 13, 2007 HIGHER H-9, Islamabad Email: vctenders@hec.gov.pk Web: www.hec.gov.pk or www.pern.edu.pk Tel. No.: 051-9040554 Fax No. 051-9257529

TABLE OF CONTENTS 1. INTRODUCTION...3 2. SCOPE OF WORK...3 3. GENERAL TERMS AND CONDITIONS...3 4. PROPOSAL SUBMISSION REQUIREMENTS...4 5. VIDEO CONFERENCING ROOM SETUP AND SERVICE REQUIREMENTS...7 6. SELECTION PROCEDURE...7 7. ON-CALL SUPPORT...8 8. TIME FRAME...8 9. WARRANTY...8 10. SERVICES...9 11. PROJECT IMPLEMENTATION PLAN...9 12. LIQUIDATED DAMAGES...9 13. ERRORS/OMISSIONS AND DISCREPANCIES...9 14. MEET OR EXCEED SPECIFICATIONS...10 15. TERMS OF PAYMENT...10 16. CLARIFICATION AND AMENDMENT IN RFP DOCUMENT...10 17. CONDITIONS OF PARTICULAR APPLICATION...11 ANNEXURE- A LIST OF UNIVERSITIES /INSTITUTES 12 ANNEXURE- B SPECIFICATION FOR VIDEO CONFRENCING ROOM SETUP 13 ANNEXURE- C COST INFORMATION SUBMISSION FORM..15 ANNEXURE- D OVERALL COMPLIANCE UNDERTAKING..16 Page 2 of 16

1. INTRODUCTION The project is aimed at connecting universities in Pakistan through Video Conferencing System, so that students of such universities, who are not in a position to benefit from high profiled teachers, could have the opportunity to learn from other university resources, exchange their ideas, contribute and communicate their views to enhance their knowledge and capabilities. Pakistan s education standard will become comparable with any of the world class universities. Higher Education Commission aims to give Pakistan a bright future through young, qualified and energetic generation. Higher Education Commission (HEC) intends to setup Video Conferencing facility for online lectures and discussions/conferences. This will enable universities to share information, resources and knowledge with each other. This Request for Proposal describes the scope of work, technical specifications and commercial requirements for the establishment of Video Conferencing Rooms and the related aesthetic work. 2. SCOPE OF WORK The Project proposal should include supply/setup of Items for the establishment of video conferencing room at sites as in Annexure A. The scope of work includes design, supply, setup and one year warranty for quality of all items/ work as in Annexure C. The items listed in Annexure C and all those things and accessories deem necessary & explicitly not covered in BOQ including material/consumables and services required for supply, erection, setup of the Video Conferencing Rooms should be categorically mentioned in the project proposal. 3. GENERAL TERMS AND CONDITIONS A group Video Conferencing Rooms to be setup at universities/institutes as in Annexure A with prime objective of establishing an electronic classroom environment for distance learning. The following General Terms and Conditions apply to this RFP. 3.1. The last date of receipt of Bids is February 13, 2007 by 1430 hours. 3.2. Details of repair & maintenance facilities 3.3. An affidavit to the effect that the firm has not been black listed by any Government/Semi Government Organization. 3.4. HEC or its representative shall have the right to inspect and/or to test the material/items to confirm their conformity to the contract specifications. The Technical Specifications shall specify what inspections and tests HEC requires and where they are to be conducted. HEC shall notify the contractor, in writing, of the identity of any representatives entrusted for this purpose. 3.5. The Bidder/Vendor shall provide the following information with respect to its set up in Pakistan. Page 3 of 16

3.5.1. Number of Vendor s offices and addresses, thereof, phone and fax numbers and e-mail address as well as names and designations of responsible persons. 3.5.2. Brief description of repair facilities at various locations including central workshop. 3.6. The Bidder shall provide following information with respect to its Company Profile. 3.6.1. Registered Name of the Organization. 3.6.2. Head Office address. 3.6.3. Certificate of Incorporation and Company Profile. 3.6.4. National Tax Number, General Sales Tax Number. 3.6.5. Name, Address with Telephone/Telex and Fax numbers of the contact Person. 3.7. Provide a certificate from the bank certifying vendor s sound financial position and credit limit from the bank. 3.8. List of clients and their Acceptance of deliverables, showing separately the items provided and value thereof. 3.9. List of works/contracts in hand; showing schedule, period of completion and value of the contracts. 3.10. Details of litigation cases in which the firm has been involved. Any other relevant information may also be furnished. 3.11. Name and contact information including telephone, fax, mobile, email of Team Leader and all technical staff, who will be involved in this Project. 3.12. Only transactions, amendments, changes and/or variations in this RFP that are issued in writing from HEC and duly agreed upon by HEC shall be considered official. No negotiations, decisions, or actions executed by the Vendor as a result of any discussions with any HEC employee shall be considered official. 3.13. Higher Education Commission, reserves the right to reject any or all Bids/Offers without assigning any reason or cancel the process at anytime. 3.14. HEC reserves the right to increase/decrease the quantity of items/scope of the work. Bidder has no right to challenge any decision(s) in any Court of Law. 4. 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. Page 4 of 16

4.1. For this tender PPRA s Single stage one envelope Procedure as per clause 36(a) for open competitive bidding is adopted. 4.2. 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. 4.3. The Earnest Money is required to compensate HEC against the consequences of: 4.5.1. Subsequent unauthorized variations and/or modifications of the terms of bid. 4.5.2. Premature withdrawal of the bid before the completion of the bid evaluation. 4.5.3. 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. 4.4. Occurrence of any of such events as solely judged by HEC, will entitle HEC to forfeit the bid security. 4.5. The successful bidder is required to deposit Ten percent 10% of total contract value as Performance Guarantee in the form of Bank Draft issued by a scheduled bank of Pakistan in favor of Director General (Finance), Higher Education Commission at the time of signing of contract agreement and will be released at the time of Completion of Room setup at sites as per Annexure A. 4.6. Proposals sent to HEC by fax or email will not be accepted. 4.7. The Bidders can see the respective material sample for preparation of site by visiting HEC, H-9 Islamabad after 23 rd of January 2007. 4.8. 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. 4.9. 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 5 of 16

4.10. All participating recipients of this RFP will be notified in writing through email/letter and web notification by the HEC, regarding any changes made to this RFP for the purpose of clarification. 4.11. All responses to this RFP shall become the property of HEC and part of RFP for all purposes. 4.12. HEC will not bear any expense incurred in the preparation of proposals in response to this RFP. 4.13. 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. 4.14. 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. 4.15. Proposals will remain open for acceptance for 90 days from the opening date. 4.16. The Bidders should provide complete technical details with Work Execution Schedule for VC Room setup and services required under this RFP. 4.17. Bidders are required to submit their proposals conforming to the specifications and terms & conditions provided in this RFP or as per the sample/ model site. 4.18. 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. 4.19. 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. 4.20. 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. 4.21. 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. 4.22. Each page of the Proposal is to be numbered. 4.23. Respond to the sections and exhibits in the same order as given in this RFP. 4.24. Label and tag the responses to each section and exhibit, using the corresponding headings from the RFP. Page 6 of 16

4.25. 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). 4.26. 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 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. 4.27. 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. 5. VIDEO CONFERENCING ROOM SETUP AND SERVICE REQUIREMENTS Following are the minimum requirements which the bidder/vendor are required to fulfill. 5.1 Vendor must furnish all material required for wood paneling, paint, false ceiling, flooring, power points (wires, switches, labor, sockets), audio cables for microphones, unbalanced audio cable, speaker cables, video cables, RGBHV computer signal cables, floor cutting (make a gutter to be used as audio cable channel) required for Video Conferencing room setup. 5.2 A site survey may be required at no cost to HEC to determine specific cost for all items including cables as in Annexure C. Any material/components needed during Video Conferencing room setup/aesthetic work resulting from failure to perform a site survey must be provided at Vendor s expense. 6. SELECTION PROCEDURE 6.1 The bidder with the lowest evaluated bid and who s material specification are in conformity of sample provided at Higher Education Commission Islamabad, if not in conflict with any other law, rules, regulations or policy of the Federal Government, shall be awarded the procurement contract, within the original or extended period of bid validity. Page 7 of 16

7. 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. 8. 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. 8.1. ROOM SETUP/AESTHETIC WORK Video Conferencing room setup/aesthetic work should be at the Sites/Locations as per Annexure - A at the risk and cost of successful bidder. 9. WARRANTY Following Warranty clauses are applicable. 10.1. The Vendor/Bidder will warrant that the materials/items supplied under the Work Order/Purchase Order are new, un-used, and incorporate all recent improvements in design and materials and which should be of good quality as per acceptable standards. Quoted items should meet all design, quality & other technical requirements listed in this document or explicitly mentioned somewhere else in other such projects. 10.2. The Vendor further warrants that goods shall be free from defects arising from any act or omissions of the Vendor or arising from design, materials, and workmanship, under normal use in the conditions prevailing at final destination. Page 8 of 16

10. SERVICES 11.1. 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. 11. 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. 12. 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. 13. 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. Page 9 of 16

14. 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. 15. 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. 16.1. Twenty Five (25%) of the total bid value may be given as advance to the successful bidder against the Bank Guarantee of equal amount. 16.2. Partial Bill for minimum four (04) sites may be submitted for 90% payment of completed sites upon completion of all work at sites/locations after getting a satisfactory report from concerned universities/locations as specified in this RFP. 16.3. In case bill is submitted after completion of all work at all sites/locations, ninety percent (90%) cost of the project shall be payable to contractor upon successful completion of all work at sites with a satisfactory working report from each locations as specified in this RFP. 16.4. Ten Percent (10%) of the total contract value will be retained as security/retention money and will be released after warranty period. 16.5. All payments shall be made through cross cheque in the Pak Rupees. 16.6. Performance Money (10%) of the total Bid value will be released after completion of all work at all 23 locations/sites. 16.7. Taxes will be deducted at source as per government rules at the time of payment. 16. 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 email. HEC may respond in writing through email/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 e-mail or Fax. Nazeer Hussain Anwar Amjad Director (VC & PERN) Project Director (VC) Sector H 9, Islamabad Sector H 9, Islamabad Ph: +92 (51) 9040433 Ph :: +92 (51) 9040554 Fax: +92 (51) 9257529 Fax: +92 (51) 9257529 Email: nhussain@hec.gov.pk Email: aamjad@hec.gov.pk Page 10 of 16

17. CONDITIONS OF PARTICULAR APPLICATION 18.1. Responsibility of Bidder/Supplier/Vendor If any ambiguity, insufficiency or discrepancy noticed by Bidder and if any clarification is required, Bidder should send detailed clarification list for both Technical & Financial parts 7 days prior to the bid submission date. Any addendum issued in response to bidder s queries shall become part of this RFP. 18.2. Assignment, Subletting, Transfer, Suspension, Termination & Withdrawal Assignment, subletting, transfer, suspension, termination and withdrawal of the Vendor are not admissible unless otherwise agreed upon in writing by authorized and competent authority/management of HEC and on the terms and conditions agreed up on by HEC. 18.3. Consequential Losses & Indirect Damages Contractor shall be responsible for consequential losses and indirect damages arising out of execution and performance of Contract. Page 11 of 16

List of Universities/Institutes S# Universities/ Institutions 1 Allama Iqbal Open University, Islamabad 2 Bahria University, Islamabad 3 Federal Urdu University of Arts, Sciences and Technology, Islamabad 4 International Islamic University, Islamabad 5 National University of Modern Language, Islamabad 6 Pakistan Institute of Engineering and Applied Sciences, Islamabad 7 University of Arid Agriculture, Murree Road, Rawalpindi 8 University of Engineering & Technology, Taxila 9 University of Azad Jammu & Kashmir, Muzaffarabad, Azad Kashmir 10 National University of Science & Technology, Rawalpindi 11 Institute of Space Technology, Islamabad 12 Pakistan Institute of Development Economics 13 Planning & Development Department, AJK 14 Frontier Women University, Peshawar 15 University of Science & Technology, Bannu 16 HEC Regional Office, Peshawar 17 HEC Site, KhansPur 18 Planning & Development Department, NWFP 19 Institute of Management Sciences, Peshawar 20 Hazara University, Dodhial, Mansehra 21 Kohat University of Science & Technology, Kohat 22 Pakistan Military Acedemy, Kakool 23 KaraKuram International University, Gilgit Annexure-A Page 12 of 16

Annexure-B Specification for Video Conferencing Room Setup There are mandatory minimum specifications for Video Conferencing Room setup. If the Bidder(s) go Below, Meet or Exceed the Requirements they must fill Check Box in the Level Column. Video Conferencing Room Setup S.# Items Specifications QTY RATE AMOUNT 1 Wood Paneling 2 False Ceiling Wooden Paneling is done in the following way. A wooden net (9.5 x 4 ) made of Fur wood (termite proof/termite treated) and firmly fixed on room front and side walls in a specific pattern. Lasani wood 3/4" thick (termite proof/termite treated) attached on wooden net and covered with ¼ thick foam sheets. Selected cloth is used to cover the Lasani sheets ¾ thick. All sides of the paneling covered with wooden beading (1-3/4 wide), also used for dividing the paneling horizontally in 4 x 1 panels as per approved samples available in Higher Education Commission H-9 Islamabad. Fixing of imported false ceiling i.e. gypsum board (2 x2 ), including the cost of GI-U Channel, angle, GI hanger, Nuts, Bolts and all fittings as per Material Sample, available at Higher Education Commission, H-9 Islamabad. 3 Flooring/ Carpeting Carpet as per approved sample at HEC, H-9 Islamabad. 4 Paint 3 coats of Plastic Emulsion paints, ICI / Burger over one primer coat after making good any unevenness by filling with good poteen of turpentine oil, zinc etc to surface of walls in a specified pattern as approved by Higher Education Page 13 of 16

5 Curtain 6 Power Points Commission Islamabad. Stiching cloth curtain, fixing it through Rod and rings etc. complete in all respect. Imported Sockets are used and Installed at specified locations in the paneling/room 7 Microphone Cable High Quality Digital A/V Cable (shielded) Imported. 8 Video Cable 9 Speaker Cable Shielded coaxial cable (soft) 150 ohm imported as per sample at Higher Education Commission Islamabad As per sample at Higher Education Commission Islamabad with 160 copper threads (Imported). 10 11 12 RGBHV Computer Signal Cable Unbalanced Audio Cable Service & Support Complete signal cable, low voltage computer cables (Imported). Imported 1 year Warranty from the date of supply/installation/setup The prices quoted for cables of all categories should include all other related costs such as costs of connectors, labor etc. All above items are to be delivered and installed at sites as per Alnnexure - A Page 14 of 16

Cost Information Submission Form Annexure-C (To be attached with Financial Bid) Video Conferencing Room Setup: Accessories and Aesthetic work (Design and Quality of the material will be approved by HEC) Part-A: Accessories Qty Estimated Length/area Unit Price/RPF Total Price 1 Flooring (per square feet) 41500 2 False Ceiling (per square feet) 41500 3 Paint (per square feet) 23000 4 Wooden Paneling (per square feet) 16000 5 Echo Cancellation Curtains (per running feet) 9200 Part-B: Cables Sub-Total 1 Audio Cable 18000 2 Video Cable 3500 3 Speaker Cable 2800 4 RGBHV Computer Signal Cable 18000 5 Unbalanced Audio Cable 2000 6 Floor Cutting (per running foot) 18400 7 Power Points (switches, labor, wires etc.) per point 368 7000 Sub-Total Total (Part-A + Part-B) Note: All prices quoted against this BOQ should include installation charges. Bidders are required to provide samples for all items in the BOQ. The measurements given in the BOQ are approximate measurements; the payment will be made at actual consumption/measurement. Sample may be seen by visiting the Higher Education Commission, Islamabad All above items are to be delivered and installed at sites as per Annexure - A Page 15 of 16

Overall Compliance Undertaking Annexure-D 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. 1 2 3 4 5 6 7 8 9 10 Signature Name Designation Company Date Page 16 of 16