· 2020-06-15 · Corner Julius K. Nyerere and Feld Street Windhoek, Namibia, 9000 COMMERCIAL...

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TENDER NO: SACU/002/2021/O

SUPPLY AND INSTALLATION OF VIDEO CONFERENCING INFRASTRUCTURE The SACU Secretariat wishes to appoint a suitably qualified, experienced and reputable supplier in the SACU region to supply, deliver and install the required Video Conferencing Infrastructure at the SACU Secretariat and in the Ministries of Trade and Industry in the five (5) SACU Member States. The Terms of Reference (ToR) document can be obtained online at www.sacu.int.

For Commercial enquiries, please contact:

Mr. Hermanus L. Esterhuizen Procurement Officer Tel: +264 61 295 8000/37 Fax: +264 61 245 611 E-mail: [email protected]

For Technical Enquiries, please contact:

Mr. Refiloe Motjolopane ICT Manager Tel: (+264) 61 295 8000/41 Fax: (+264) 61 245 611 Email: [email protected] Closing Date & Time: 17h00 (Namibian time) on Friday, 3 July 2020 The SACU Secretariat reserves the right to accept or reject any proposal that fails to meet its requirements and will not, in any case, be responsible or liable for any costs associated with the preparation and submission of any proposal. Kindly note that only short-listed bidders will be contacted.

SACU/002/2021/O

TENDER NUMBER: SACU/002/2021/O

SUPPLY AND INSTALLATION OF VIDEO CONFERENCING INFRASTRUCTURE

CLOSING DATE and TIME

03/07/2020 – 17H00 (Namibian Time)

POSTAL and PHYSICAL ADDRESS FOR TENDER SUBMISSION

Southern African Customs Union (SACU) - Secretariat

Private Bag 13285

Corner Julius K. Nyerere and Feld Street

Windhoek, Namibia, 9000

COMMERCIAL ENQUIRIES

Mr. Hermanus L. Esterhuizen

Procurement Officer

Tel: +264 (61) 295-8000/37

Fax: +264 (61) 245 611

Email: [email protected]

TECHNICAL ENQUIRIES

Mr. Refiloe Motjolopane

ICT Manager

Tel: +264 (61) 295-8000/41

Fax: +264 (61) 245 611

Email: [email protected]

Submit on (1) Electronic Bid to: [email protected]

mailto:[email protected]


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Table of Contents

1 BACKGROUND 3

2 OBJECTIVES 3

3 SCOPE OF WORKS 3

4 TECHNICAL REQUIREMENTS 5

5 SYSTEMS’ IMPLEMENTATION 26

6 TRAINING 26

7 SYSTEM DOCUMENTATION 26

8 GUARANTEES AND WARRANTIES 27

9 REQUIRED SKILLS AND EXPERIENCE 27

10 TIME FRAMES 28

11 SUBMISSION OF TENDER PROPOSALS 29

12 PRIME CONTRACTOR RELATIONSHIP 29

13 FINANCIAL ARRANGEMENTS 29

14 CONFIDENTIALITY 29

15 OWNERSHIP OF DATA 29

16 MODIFICATION OF TERMS 30

17 ELIGIBILITY CRITERIA 30

18 QUALIFICATION CRITERIA 31

19 AWARD CRITERIA 31

20 CONTRACT ADMINISTRATION 31

21 FORMAT OF THE PROPOSAL 31

22 FINANCIAL PROPOSAL 33

23 DOCUMENTATION CHECKLIST 34

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1 BACKGROUND

1.1 The Southern African Customs Union (SACU) consists of five Member States, namely

Botswana, Eswatini, Lesotho, Namibia and South Africa. More information is

available on SACU’s website (http://www.sacu.int).

1.2 The SACU Secretariat (Secretariat) was established in 2004 and is responsible for

the day-to-day administration of SACU. The Secretariat also coordinates and

monitors the implementation of all decisions of the Council.

1.3 The Secretariat is located at the Corner of Julius K. Nyerere and Feld Streets, ERF

8531, in Windhoek, Namibia. It is headed by the Executive Secretary and employs

approximately forty-five (45) personnel all of whom are based in Windhoek,

Namibia.

2 OBJECTIVES

2.1 The objective of this project is to appoint a suitably qualified, experienced and

reputable supplier in the SACU region to supply, deliver and install the required

Video Conferencing Infrastructure at the SACU Secretariat and in the Ministries of

Trade and Industry in the five (5) SACU Member States. This project will enable the

SACU Institutions to hold virtual meetings.

3 SCOPE OF WORKS

3.1 The scope of work for this tender shall include, but not limited to the following:

(a) supply, delivery, installation, testing, commissioning, programming,

documentation and handover of complete and fully functional systems for the

following implementation sites:

(i) 1 x Video Conferencing System for SACU Chambers at the SACU

Headquarters in Windhoek, Namibia;

(ii) 2 x Video Conferencing Systems for SACU Meeting Rooms at the

Headquarters in Windhoek, Namibia;

(iii) 1 x Video Conferencing System for the Ministry of Investment, Trade

and Industry in Gaborone, Botswana;

(iv) 1 x Video Conferencing System for the Ministry of Commerce, Industry

and Trade in Mbabane, Eswatini;

(v) 1 x Video Conferencing System for the Ministry of Trade and Industry in

Maseru, Lesotho;

(vi) 1 x Video Conferencing System for the Ministry of Industrialization,

Trade and SME Development in Windhoek, Namibia;

(vii) 1 x Video Conferencing System for the Department of Trade and

Industry in Tswane, South Africa.

http://www.sacu.int/

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(b) delivery and installation of the equipment to the locations identified above;

(c) all supervision, labour and construction equipment necessary for the handling

and delivery including offloading of equipment to the implementation sites;

(d) supply, installation, termination and labelling of all cabling systems required

within the project’s scope of works;

(e) supervision, labour and equipment necessary to mount and position the

equipment in the identified meeting rooms at the implementation locations;

(f) supply and installation of all fixing hardware for the Video Conferencing

Equipment;

(g) configuration and programming of all hardware and software components

supplied including graphical screens, hardware drivers, controls and

interfaces of the systems;

(h) preparation of as-built drawings and documentation as required shall be the

responsibility of the video conferencing contractor. The drawings and

documentation submitted must be in two suitably bound hardcopies (one for

project head and one for the implementation site) and in two electronic

submissions one for project head and one for the implementation site);

(i) preparation and hand-over of all licenses, documentation and operating

manuals for each installation site; and

(j) training of local staff at each implementation site;

(k) provision of bug-fixes, fault repairs and warranties on all workmanship,

software and hardware equipment provided within the contract.

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4 TECHNICAL REQUIREMENTS

4.1 Room Specifications

(a) The room specifications provided in Table 1 below shall guide the design and specification of the technical equipment to

be supplied within the scope of the video conference implementation contract.

Table 1: Room Specifications for target implementation sites

Meeting Room Location Room Size

Table Dimensions

Sitting Capacity

Setup Style Meeting Room

Display

Availability of Microphones/

Speakers

LAN Connectivity

Power Points

HDMI/ VGA Connectivity

LCD Screens

SACU Chambers

SACU Headquarters, Windhoek, Namibia

16m x 15m

12m x 10m (sitting area)

45 persons

Theatre Projection Screen

Yes Yes Yes Both None

SACU Boardroom


8m x 6m 6m x 1.5m 15 persons

Boardroom Projection Screen

None (Konftel 250 Conference Telephone)

Yes Yes Both Yes

SACU Meeting Room 1


8m x 4m 4m x 1.5m 12 persons


Konftel 250 (Conference Telephone)

Yes Yes VGA None

Ministry of Investment, Trade and Industry

Gaborone, Botswana

10.32m x 6.62m

7.5m x 1.56m

20 Persons


None Yes Yes None None

Ministry of Commerce, Industry and Trade

Mbabane, Eswatini

8m x 6m 6m x 1.5m 15 Boardroom Projection Screen

None Yes Yes Both None

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Meeting Room Location Room Size

Table Dimensions

Sitting Capacity

Setup Style Meeting Room

Display

Availability of Microphones/

Speakers

LAN Connectivity

Power Points

HDMI/ VGA Connectivity

LCD Screens

Ministry of Trade and Industry

Maseru, Lesotho

3.8m x 3.8m

2.4m x 1.2m

8 persons Boardroom Style

None None Yes Yes None None

Ministry of Industrialization, Trade and SME Development

Windhoek, Namibia

11.2m x 6.2m

2.6m x 1.2m

20 Persons

Boardroom Style

Projection Screen

None None None Both None

Department of Trade and Industry

Tshwane, South Africa

8m x 6m 6m x 1.5m 15 Boardroom Projection Screen

None Yes Yes Both None

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4.2 Technical Systems Overview

(a) The following pictorial representations of the technical solutions provided shall guide the design and specification the

technical equipment to be supplied in response to this tender.

(i) Room Type A:

Figure 1: Pictorial Representation for Room Type A Configuration

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(ii) Room Type B Configuration:

Figure 2: Pictorial Representation for Room Type B Configuration

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(iii) Room Type C:

Figure 3: Pictorial Representation for Room Type C Configuration

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(iv) Room Type D:

Figure 4: Pictorial Representation for Room Type D Configuration

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4.3 Technical System Specifications

(a) The technical equipment specifications provided in table 2 below shall guide the design and specification of the technical

equipment to be supplied within the scope of the video conference implementation contract.

Table 2: System Specifications for target implementation sites

Room Type

Meeting Rooms

Location Software License for Cloud Hosted Room VC

Codecs Touch- Panel Table Input Camera Microphone LCD Projector Speakers Video Recording (Cloud or Local)

Warrantee Period

A SACU Chambers


Room License (Skype for Business / Teams, Starleaf, Zoom)

Large room Video conferencing codec; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud Integration; Support up to 1080p of video content input via HDMI and VGA with external microphone Input, 2 x HDMI output with Dual Display activated; 2 x Video Camera Input; 1GBs Network interface. (Polycom Group 700, Starleaf Group Telepresence 3351)

Touch Control Panel should work as a graphical interface Touch Screen device for users to initiate Video Conferences, External POE Monitor (e.g. Starleaf Touch 2045, Polycom RealPresence Touch Panel)

HDMI and VGA table Input for content input from presentation laptop.

2 x 12x Zoom Camera, PTZ, and Auto Focus, Wall mountable, from the same manufacturer as the Codec

2 x Ceiling Microphone array panel (e.g. Sennheiser Team Connect Ceiling 2, Shure MXA910 with Intellimix)

N/A N/A 4 x 2-way 6" Ceiling Speakers and 2 x full range 6" Front Speakers with amplifier for all the speakers. (e.g. Cira724, and Ateo 6)

Costing only 1 Year

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Room Type

Meeting Rooms



Warrantee Period

B SACU Boardroom



Small to medium room Video Conferencing codec; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud Integration: Support up to 1080p of video content input via HDMI or VGA or USB, or Wireless, with integrated or external microphone, 1 x HDMI output, 1 x Video Camera Input: 1GBs Network interface. (Polycom Trio 8800 Visual+, StarLeaf Huddle, Logitech Meetup with Tap, and PC codec)

Touch Control Panel should work as a graphical interface Touch Screen device for users to initiate Video Conferences, External POE Monitor (Starleaf Touch 2045, Polycom RealPresence Touch Panel) or Integrated in Codec (Polycom Trio 8800)

Content Sharing Capability via USB, or Over Wi-Fi, or HDMI input.

PTZ camera with optical or Digital Zoom, and Auto Focus, Wall mountable, from the same manufacturer as the Codec

Table Microphone from the same manufacturer as the codec with Extra mic (2 mics on the table)

N/A DLP Projector, 1080P Native Resolution, 4000 ANSI Lumens, 2x HDMI with mounting brackets (Optoma EH400)

Front mounted speakers. 5" to 6".

Costing only 1 Year

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Room Type

Meeting Rooms



Warrantee Period

C SACU Meeting Room 1



Small to medium room Video conferencing codec; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud Integration: Support up to 1080p of video content input via HDMI or VGA or USB, or Wireless, with integrated or external microphone, 1 x HDMI output, 1 x Video Camera Input; 1GBs Network interface. (Polycom Trio 8800 Visual+, StarLeaf Huddle, Logitech Meetup with Tap, and PC codec)







Costing only 1 Year

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Room Type

Meeting Rooms



Warrantee Period

C Ministry of Investment, Trade and Industry

Gaborone, Botswana


Small to medium room Video conferencing codec; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud Integration: Support up to 1080p of video content input via HDMI or VGA or USB, or Wireless, with integrated or external microphone, 1 x HDMI output, 1 x Video Camera Input: 1GBs Network interface. (Polycom Trio 8800 Visual+, StarLeaf Huddle, Logitech Meetup with Tap, and PC codec)



Fixed camera with optical or Digital Zoom, and Auto Focus, Wall mountable, from the same manufacturer as the Codec




Costing only 1 Year

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Room Type

Meeting Rooms



Warrantee Period

D Ministry of Commerce, Industry and Trade

Mbabane, Eswatini






Table Microphone from the same manufacture as the codec with Extra mic (2 mics on the table)

75" Display with HDMI input. 4K display with edge led, with mounting brackets

N/A Front mounted speakers. 5" to 6".

Costing only 1 Year

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Room Type

Meeting Rooms



Warrantee Period

D Ministry of Trade and Industry

Maseru, Lesotho









Costing only 1 Year

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Room Type

Meeting Rooms



Warrantee Period

C Ministry of Industrialization, Trade and SME Development

Windhoek, Namibia


Small to medium room Video conferencing codec; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud Integration: Support up to 1080p of video content input via HDMI or VGA or USB, or Wireless, with integrated or external microphone, 1 x HDMI output, 1 x Video Camera Input; 1GBs Network interface. (Polycom Trio 8800 Visual+, StarLeaf Huddle, Logitech Meetup with Tap, and PC codec)







Costing only 1 Year

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Room Type

Meeting Rooms



Warrantee Period

D Department of Trade and Industry

Tshwane, South Africa


Small to medium room Video conferencing codec; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud Integration; Support up to 1080p of video content input via HDMI or VGA or USB, or Wireless, with integrated or external microphone, 1 x HDMI output, 1 x Video Camera Input: 1GBs Network interface. (Polycom Trio 8800 Visual+, StarLeaf Huddle, Logitech Meetup with Tap, and PC codec)







Costing only 1 Year

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4.4 Bills of Quantities

(a) The Bills of Quantities provided in Table 3 below shall guide suppliers in

compiling their technical and financial proposals in response to the tender.

Table 3: Bills of Quantities for the implementation of the Video Conferencing systems at the identified target implementation sites

BILL OF QUANTITY

Description Unit Qty Labour Rate

Material Rate

Total Rate

Total (QTY*Total)

Section 1

1 SECTION 1: PRELIMINARY AND GENERAL

General P and G's

1.1 Establishment of Site Item 1

1.2 Setting out of works Item 1

1.3 Provision of performance guarantee to the value of 10% of quotation amount.

Item 1

1.4 All necessary insurance Item 1

1.5 Commissioning of the complete installation as specified and requested by the engineer

Item 1

1.6 Transport Item 1

1.7 Others - Please specify Item 1

a Item 1

b Item 1

c Item 1

d Item 1

TOTAL

2 SECTION 2: INSTALLATION MATERIALS

2.1 General Notes

2.1.1 All rate must include fastening materials and cabling and all other necessary material for a complete installation as specified.

2.1.2 The System Should be a Turnkey Solution.

2.2 Materials

2.2.1 Supply, Installation, Testing and Commissioning of the Cloud based software license for video conferencing system. Tested on all site

Item 8

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BILL OF QUANTITY


Material Rate

Total Rate

Total (QTY*Total)

simultaneously. (Skype for Business / Teams, Starleaf Cloud, Zoom)

2.2.2 Supply, Installation, Testing and Commissioning Large room Video conferencing system; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud integration; Support up to 1080p of video content input via HDMI or VGA with external Mic Input, 2 x HDMI output with Dual Display activated; 2 x Video Camera Input; 1GBs Network interface, 1 x 12x Zoom PTZ camera, Touch panel Kit. (Polycom Group 700, Starleaf Group Telepresence 3351)

Item 1

2.2.3 Extra 12x Zoom PTZ camera with Auto-Focus and wall mounting Brackets

Item 1

2.2.4 Supply, Installation, Testing and Commissioning of Microphones, Ceiling Microphone array. (Sennheiser TeamConnect Ceiling 2, Shure MXA910 with IntelliMax)

Item 2

2.2.5 Supply, Installation, Testing and Commissioning of Front surface mounted Speakers (Left and Right), Speaker type - Full range, 1” Dome tweeter, 6” MF / LF Woofer (Ateo 6)

Item 2

2.2.6 Supply, Installation, Testing and Commissioning of Ceiling Speakers 2-way 6" Ceiling Speakers e.g., Audac Cira724

Item 6

2.2.7 Supply, Installation, Testing and Commissioning of

Item 1

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BILL OF QUANTITY


Material Rate

Total Rate

Total (QTY*Total)

Amplifiers for front and Ceiling speaker

2.2.8 Supply, Installation, Testing and Commissioning of Medium Room Video Conferencing system; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud integration; Support up to 1080p of video content input via HDMI or VGA or USB, or Wireless, with integrated or external microphone, 1 x HDMI output, 1 x Video Camera Input; 1GBs Network interface, PTZ HD camera and Table Microphone, Touch Panel Kit. (Polycom Trio 8800 Visual+, StarLeaf Huddle, Logitech Meetup with Tap, and PC codec)

Item 3

2.2.9 Supply, Installation, Testing and Commissioning of Small Room Video Conferencing system; support up to 1080p video, Skype for Business or Zoom or Starleaf Cloud integration; Support up to 1080p of video content input via HDMI or VGA or USB, or Wireless, with integrated or external microphone, 1 x HDMI output, 1 x Video Camera Input; 1GBs Network interface, Fixed HD camera and Table Microphone, Touch Panel Kit. (Polycom Trio 8800 Visual+, StarLeaf Huddle, Logitech Meetup with Tap, and PC codec)

Item 4

2.2.10 Supply, Installation, Testing and Commissioning of extra table microphone for the video conferencing system in Small and Medium room (for item 2.2.7 and 2.2.8)

Item 7

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BILL OF QUANTITY


Material Rate

Total Rate

Total (QTY*Total)

2.2.11 Supply, Installation, Testing and Commissioning of a DLP Projector, 1080P Native Resolution, 4000 ANSI Lumens, 2x HDMI with mounting brackets (Optoma EH400)

Item 4

2.2.12 Supply, Installation, Testing and Commissioning of Front mounted Speakers (Left and Right) Speaker type - Full range, Active Speakers, Drivers HF=3/4”,MF=1”,LF=5 1/4” (Audac LX503)

Item 7

2.2.13 Supply, Installation, Testing and Commissioning of Cable Cubby Table top cable input, should be a through pull cable cubby.

Item 8

2.2.14 Supply, Installation, Testing and Commissioning of Cabling and Interconnections for all 8 rooms.

Sum 1

2.2.15 Supply, Installation, Testing and Commissioning of Room control for volume and projector. 8-Button Keypad, wall-mounting, (Neets Control - UniForm, Sierra.)

Item 7

2.2.16 Anything Extra not Mentioned.

Sum 1

2.3 OPTIONAL EXTRAS (Costing only)

2.3.1 Supply and Installation of Audio Recorder to SD Cards with 16gb of SD card

Item Cost Only

2.3.2 Supply and Installation of Video Recorder to SD Card with 64Gb of SD card

Item Cost Only

2.3.3 Supply and Installation of Cloud recoding storage of a capacity of 1TB for all 8 Location.

Item Cost Only

2.3.4 Supply and Installation of HD codec with 1 x HDMI input, 1

Item Cost Only

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BILL OF QUANTITY


Material Rate

Total Rate

Total (QTY*Total)

x HDMI output, 1 x Camera input, 1 x External Audio Input, (Polycom Group 300, Starleaf GT Mini)

2.3.5 Supply and Installation of a 75" Display with HDMI input. 4K display with edge led, with mounting brackets

Item Cost Only

2.3.6 Supply and Installation Optional table microphone (Sennheiser Meb102)

Item Cost Only

2.3.7 Supply and Installation Audio auto mixer with eco cancelation for 45 x table microphone. (Bose ControlSpace ESP-1240AD, DSP, 12x4 analog audio I/O, QSC core 110f, Extrom DMP128)

Item Cost Only

TOTAL

SUMMARY OF BILL OF QUANTIRIES

Description

1 SECTION 1: PRELIMINARY AND GENERAL

2 SECTION 2: INSTALLATION MATERIALS

SUB TOTAL (excluding Contingencies and VAT)

Contingencies 5% of SUB TOTAL above

TOTAL INSTALLATION excluding VAT

TOTAL INSTALLATION including VAT

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4.5 Systems’ Network Topology Requirements:

(a) The systems should be capable of interconnection between the Members

States and the Head Quarters. They should also be able to work in a

decentralized manner such that any Member State can connect with the

other, with or without a scheduled meeting.

(b) Apart from normal Video Conferencing, there should be a capability for file

sand screen sharing from the host (video call initiator) and guest (other

Member in the conference call).

(c) The bidder shall propose cloud based Multipoint Control Unit (MCU) for full

compatibility and interoperability with the systems. The proposed solution

shall integrate with other VC manufacturer’s equipment seamlessly. These

shall include integration to the following systems Skype for Business /

Teams, Starleaf, and Zoom.

4.6 Detailed Description of the Hardware Equipment

(a) Video Conferencing Codec Unit – the codec shall:

(i) be equipped with network connectivity and shall establish VC for 8

(eight) parties including the host with continuous presence of all

parties;

(ii) have option for expansion, interconnecting with free version of a

respective soft codec application. The Codec and Touch Screen may be

integrated in a same device or separate unit;

(iii) have protection against network interruptions in point-to-point and

multi-point calls with automatic down speeding and packet loss

recovery technology;

(iv) have dual monitor support to simultaneously display full screen video

and presentations at other locations (see bill of quantity specification);

and

(v) have built-in capability for Video, Voice and sharing of files, or screen

sharing input on the table for external presentation BYOD for

integration during video calls simultaneously. This will ensure easy

collaboration of data during audio and video conference.

(b) HD Cameras – the camera should be supplied with HD camera of 1080p. The

Cameras should be 12x optical zoom and Auto Focus, with PTZ in some

location.

(c) Touch Control Panels – the touch panels must:

(i) be sleek Touch Control Panel of colour display either stand alone, or

integrated in the codec unit, table mounted for easy operation.

(ii) work as a graphical interface for initiating Video Conferences,

Capacitive type touch screen, highly intuitive on-screen menu for

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dialling, directory, camera controls, content sharing and administrative

functions with integrated with the Codec; and

(iii) have mechanical locking mechanism.

(d) 75” Full HD LED Backlit LCD Display, or a Projector with 4000 Lumens –

(i) Display unit, where required, shall be 75” or above. They shall be

supplied and wall mounted installed on site with integration to VC

system. The connecting cables with accessories shall be supplied and

installed in VC room.

(ii) Projector with 4000 lumens, where required, shall be supplied with

mounting brackets and accessories. Connection to the video

conferencing system.

(e) VC Codec, Cameras, Touch panel and Microphones should be from same

manufacturer or certified to work together (e.g. Hardware Manufacture:

Polycom, Starleaf, Logitech).

4.7 Other General Requirements

(a) All equipment shall operate on 230V AC.

(b) The equipment shall operate satisfactorily at Operating Temperature

between 10° to 40° Centigrade.

(c) All the equipment shall support English language.

(d) The solution should be cloud-hosted solution, with easy integration to

hardware.

(e) System should come fully licensed for 12month with costing only for future

license of 2years, 3year and 5years.

(f) The system should have a cloud, or hardware recoding capability as an

optional costing.

(g) Cost should include installation at all locations.

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5 SYSTEMS’ IMPLEMENTATION

5.1 The successful contractor from this tender shall be responsible for the detailed

design, configuration and interfacing of the Video Conference Equipment; both

hardware and software to ensure that the implementation functional objectives are

met for each installation site. The various specifications which form part of this

tender or any amendments thereof, as may be agreed between the Project Team

and the video conferencing contractor, will be used to describe the system

requirements and duties and performance of the individual components to be

supplied by the proponent.

5.2 The contractor shall co-ordinate the ordering of all equipment and materials and

delivery to the designated installation sites to ensure that the target completion

dates are met.

5.3 The placement and fixing details of all equipment relating to the Video

Conferencing Contract shall be the responsibility of the contractor. However, the

determination of this shall be done in consultation with the Project Team. The

Project Team comprises of the designated Secretariat Staff and site liaison

technical contact persons for each implementation site.

6 TRAINING

6.1 The appointed bidder shall be required to provide training to the nominated

operators of the various sites. This training is to include both user training as well

as preventative maintenance and first line support to the nominated site technical

contact persons and/or designated support personnel.

7 SYSTEM DOCUMENTATION

7.1 The appointed bidder shall be required to provide equipment wise documents

(manuals in the form of hard copy and soft copy (USB drive) which should include

the system descriptions, installation and commissioning procedure, operating

procedure, step by step fault diagnosis and fault rectification, circuit or block

diagram etc.

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(a) main system manual & Installation procedure and/or recommendations;

(b) detailed operating manuals or User manual for each item;

(c) detailed configuration models representing as-built configuration of each

implementation site;

(d) detailed wiring/block diagram, if any; and

(e) warranty certificate (OEM or Vendor) and Approval certificates, if any.

8 INSPECTION AND TESTING:

8.1 Pre-despatch inspection will be carried out by the Project Team check if all systems

and installation comply to the requirements and work as expected.

9 GUARANTEES AND WARRANTIES

9.1 The Video Conferencing Contractor shall guarantee the Video Conferencing

Contract Works or any part thereof against defective materials, poor workmanship

or faulty design for a period of 90 days following the acceptance of the installation.

During this period the Video Conferencing Contractor shall be required to replace

and/or repair or make good at this own expense any defects, faults and/or

Workmanship including the costs of travel and accommodation should this be

required. This period shall start after the entire Video Conferencing Contract Works

has been completed and all implementation sites have been completed and

accepted by the Project team.

9.2 The appointed bidder shall be required to secure and extend the warranties of the

products supplied from the manufacturer to SACU.

9.3 All equipment/materials shall be covered under an on-site comprehensive warranty

of One Year from the date of the final acceptance of the system. The warranty shall

include free replacement of faulty parts / entire unit as well as firmware updates,

if any, released by the OEM during a period of one year from the date of final

acceptance of the system.

10 REQUIRED SKILLS AND EXPERIENCE

10.1 Prospective bidders should:

(a) possess a minimum of three (3) years’ in supply, installation and

configuration of video conferencing systems, having completed a minimum

of five (5) similar projects (attach company projects portfolio to substantiate

company experience);

(b) have technicians with proven skills and technical experience in implementing

the proposed VC system(s) and equipment proposed in response to this

tender.

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11 TIME FRAMES

11.1 The implementation timeframes for this project are as follows:

Activity Deliverable Responsibility Target Completion

Project Inception

• Project Kick-Off

• Preparation of Project

Inception Report

Project Inception

Report

Project

Contractor

1 week from start

date

Approval of Inception Report Inception sign-off SACU

Secretariat/

Site Liaison

Contact Persons

2 weeks from

delivery of Project

Inception Report

Sourcing/ Purchase of

equipment

Delivery of

equipment to

installation sites

Project

Contractor

8 weeks from

approval of

Inception Report

Installation & Configuration at

SACU HQ and the Ministries of

Trade and Industry in SACU

Member States

Installation &

configuration

Project

Contractor

6 weeks following

delivery of

equipment

Workmanship, Software and

Hardware Warranty (bug

fixes)

Rectification of

faults and bugs for

hardware and

software

installation

Project

Contractor

90 days following

acceptance of

installation &

configuration

Warranty/Guarantee (carry-in

or return to

factory/manufacturer

warranty)

Provision of

repairs within

warranty/

guarantee

including return of

faulty hardware to

manufacturer

Project

Contractor

1 year following

acceptance of

installation &

configuration

Overall Project Duration installation &

configuration of

all VC Systems

Project

Contractor/

SACU

Secretariat /

17 weeks from

start date

(excluding

warranty period)

11.2 The project implementation start date shall be no-longer than 2 weeks from

issuance of the Purchase Order by the Secretariat.

SACU/002/2021/O

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12 SUBMISSION OF TENDER PROPOSALS

12.1 The SACU Secretariat has introduced new tender guidelines due to the COVID-19

pandemic and therefore all bidding proposals must be submitted electronically to

[email protected]. One (1) copy of the Technical and Financial proposal must

be attached to the email submission in PDF format.

12.2 The deadline for the submission of tenders is 3rd July 2020(17h00 Namibian Time).

13 PRIME CONTRACTOR RELATIONSHIP

13.1 SACU will enter into a contract with only one successful bidder.

13.2 The selected bidder shall be solely responsible for the deliverables as specified in

this document.

14 FINANCIAL ARRANGEMENTS

14.1 Bidders are solely responsible for their own costs in preparing the tender.

14.2 Payments for all services (professional fees and disbursement fees) covered by this

tender shall be made within 30 (thirty) days subject to receipt of appropriate

invoices, the satisfactory completion of work, and adherence to the SACU

Secretariat’s Financial Policies and Procedures.

14.3 SACU shall not be liable for any losses, damages, costs, charges or expenses caused

by injuries to the bidder’s personnel during the execution of their duties.

15 CONFIDENTIALITY

15.1 Tenders submitted will not be revealed to any other bidders and will be treated as

contractually binding.

15.2 SACU reserves the right to seek clarification or verification of any information

contained in the tenders.

15.3 SACU reserves the right to undertake a full background check on all references

submitted prior to awarding the contract.

15.4 All information pertaining to SACU obtained by the bidder as a result of

participation in this tender is confidential and must not be disclosed without

written authorisation from the Executive Secretary of SACU.

16 OWNERSHIP OF DATA

16.1 All tenders, including any supporting documents with reference to this tender,

submitted to the SACU Secretariat becomes the property of SACU.


SACU/002/2021/O

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16.2 Ownership of all data belonging to SACU whether under its control or the bidder’s

control shall continue to vest in SACU. Any data of whatever nature resulting from

the provision of the Services shall be the property of SACU and may be used by SACU

without restriction. All data or information that may be shared with the successful

bidder during the provision of the services shall upon termination of the contract,

be returned to the SACU Secretariat.

17 MODIFICATION OF TERMS

17.1 The SACU Secretariat reserves the right to add, modify or omit certain portions of

the tender scope at any time at its sole discretion. This includes the right to cancel

this tender at any time prior to entering into a contract with the successful bidder.

18 ELIGIBILITY CRITERIA

18.1 Only Tenders received as specified in Section 11 (Submission of Tender Proposals)

above will be considered.

18.2 Tenders will be disqualified if the bidder’s current or past corporate or other

interests may, in the Secretariat’s opinion, give rise to a conflict of interest in

connection with this RFT.

18.3 Tenders will be disqualified if the following documents have not been submitted:

(a) A certified copy of a Certificate of Registration or Incorporation with the

relevant national authorities for companies or close corporations;

(b) A certified copy of each shareholding certificates or proof of ownership;

(c) A copy of a current (valid as at tender closing date) Good Standing Certificate

or Tax Clearance Certificate from the relevant national authorities, or

exemption thereof; and

(d) A certified copy of the latest audited Annual Financial Statements in the case

of private or public companies. For close corporations, the latest Annual

Financial Statements should be submitted;

(e) A certified copy of a legal agreement for partnerships, consortiums, and joint

ventures, where applicable.

18.4 Tenders will also be disqualified if the bidder is not majority (51%) owned by

citizen(s) of a SACU Member State (with proof of shareholding) and registered

within a SACU Member State.

18.5 In the case of partnerships, consortiums and joint ventures, all documents required

in Section 13.3 above, for all legal entities, must be submitted.

SACU/002/2021/O

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19 QUALIFICATION CRITERIA

19.1 Bidders will only qualify for evaluation provided that all tender documentation, as

specified in Appendix A of this document, have been.

20 AWARD CRITERIA

20.1 The contract will be awarded to eligible bidders based on the most economically

advantageous proposal by applying the following criteria:

(a) Technical adequacy and soundness of the proposed solutions;

(b) Availability of required product warranties;

(c) Technical soundness of the implementation approach or methodology for the

execution of the project;

(d) Technical Experience of the Bidder;

(e) Technical Knowledge and Qualifications of the Bidder’s technical team; and

(f) Cost competitiveness of the technology offering.

21 CONTRACT ADMINISTRATION

21.1 The award will be subject to the successful conclusion of a Service Level Agreement

(SLA) to confirm the Terms and Conditions of the Tender.

21.2 SACU reserves the right to negotiate the terms of the tender proposal and the value

of any financial proposal submitted.

22 FORMAT OF THE PROPOSAL

22.1 Bidders should address all the issues and requirements in the sequence in which

they appear below:

A - GENERAL INFORMATION

22.2 A schedule providing the list of documents submitted in response to the tender.

22.3 A letter of introduction identifying the company and signed by the person(s)

authorised to bind the organisation to all the statements made in the proposal.

22.4 A Company Profile that describes the organisation, its history, its people, its

experience, its market and its products and services.

22.5 Proof of qualifications and experience of key staff that will carry out the

assignment, including the Team Leader.

22.6 A certified copy of a Certificate of Registration or Incorporation with the relevant

national authorities for companies or corporations.

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22.7 An original plus certified copies of a current Tax Clearance Certificate or exemption

thereof from relevant national authorities.

22.8 A certified copy of the company’s current Audited Financial Statements.

22.9 Certified proof that the company or consortium is majority (51%) owned by

citizen(s) of a SACU Member State (attach shareholding certificates and copies of

shareholders’ IDs/Passports, etc.).

22.10 Where a consortium or a group of companies are jointly delivering a response, then

the companies must:

(a) clearly state the name of the Primary Party with whom SACU will enter into

an Agreement;

(b) provide full details of each of the legal entities involved in the bid;

(c) provide a certified copy of a legally binding partnership or consortium

agreement;

(d) provide a detailed description of the role or element fulfilled by each legal

entity involved in the bid; and

(e) provide the compliance documents for each of the Parties involved in the

bid.

B – TECHNICAL SOLUTION SPECIFICATION

22.11 A detailed technical solution specification that includes technical descriptions of

the solutions to be provided along with pictorial representations of the

configuration(s) for each implementation site included in the scope of the project.

This representation must include all the essential hardware and software

components that will form the basis of the supplier’s proposed video conferencing

solution for the corresponding implementation sites.

22.12 Bidders should provide Make and Model from manufacture with technical

specifications in detail for the proposed system. Additional and relevant

information can also be submitted along with the proposal as “Reference

Documents”.

C – METHODOLOGY

22.13 A detailed proposal which indicates a clear understanding of the objectives of the

assignment and clearly outlines how the proponent will go about implementing the

required video conferencing systems at the identified implementation sites. This

must be accompanied by an outline project plan indicating the high-level activities

involved in the project as well as their expected durations.

SACU/002/2021/O

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D – SIMILAR ASSIGNMENTS AND REFERENCES

22.14 A schedule of five (5) or more recent and similar assignments undertaken by the

company. This schedule must indicate the client, the assignment that was

undertaken, the year, the client’s geographical location and the financial value.

For example:

Client Services Provided Year Location Financial

Value

ABC

Corporation

Supply and installation of

Video Conferencing

System(s)

2018 Windhoek R XXX,XXX.XX

22.15 A schedule of five (5) or more clients (contact names, physical addresses and

telephone numbers) who may be contacted for references in connection with the

proposed assignment.

For example:

Client Contact Name Telephone Physical Address

ABC

Corporation

Mr J. Doe 061-999 9999 20 ABC Street, Windhoek

D – ADDITIONAL INFORMATION

22.16 Bidders may provide any other information which may support or be relevant to

their tender proposal. This may include product brochures, manuals and other

marketing paraphernalia.

23 FINANCIAL PROPOSAL

23.1 All costs must be quoted in South African Rands (ZAR). The schedule must take the

following format:

(a) The total cost of the proposal;

(b) A full breakdown of the cost associated with the implementation of the (the

costs must be broken down into equipment costs, transportation costs for

delivery of the equipment installation sites, professional fees and travel costs

associated to the implementation of the project);

(c) An itemised breakdown of the cost of any options being proposed (if any);

(d) The applicable rate of VAT in respect of each product and service being

proposed; and

(e) Details of any other costs, taxes or duties which may be incurred.

SACU/002/2021/O

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(f) The Financial Proposal must contain a written confirmation that the

proposed costs remain valid for 90 days from the tender closing date.

24 DOCUMENTATION CHECKLIST

Have you submitted the following required information? YES

A schedule providing the list of documents submitted in response to the tender

A Signed Letter of Introduction

A Profile of the Company

Curriculum Vitae (CVs) of key project team members that will carry out the

assignment

A Certified Copy of a Certificate of Company Registration or Incorporation

A Copy of Certificate of a Tax Clearance Certificate

A Certified Copy of the Company’s Audited Financial Statements

Certified Proof that the majority owner(s) >= 51% of the company or consortium

are citizens of a SACU Member State [Attach ID copies of Shareholders]

A schedule of five (5) or more similar assignments undertaken by the company

A schedule of 5 (five) or more contactable references

An itemised break down of the costs

Written confirmation that the financial proposal remains valid for 90 days

One (1) original and five (5) copies of each proposal

Additional documents required from Consortiums or Partnerships YES

Written identification of the Primary Contracting Party

Full details of all legal entities involved in the bid

Certified copy of a legally binding partnership or consortium agreement

Description of the role or element fulfilled by each legal entity

· 2020-06-15 · Corner Julius K. Nyerere and Feld Street Windhoek, Namibia, 9000 COMMERCIAL...

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Transcript of · 2020-06-15 · Corner Julius K. Nyerere and Feld Street Windhoek, Namibia, 9000 COMMERCIAL...