Closed User Group 2016

EXIM Bank Ref. No. 2016-02-21

of 16

B I D D I N G D O C U M E N T S

Issued on: February 24, 2016

for

PROCUREMENT OF

CLOSED USER GROUP SERVICE FOR EXIM

Bank

RFQ No: 2016-02-21

Procuring Entity: National Export Import Bank of

Jamaica Limited

Section II– Bid Data Sheet 2

Section III – Evaluation and Qualifications Criteria

INVITATION TO QUOTE

RFQ No.: 2016-02-21

Subject: Closed User Group Service for EXIM Bank

Request for Quotation (RFQ No. 2016-02-21)

1. You are invited to submit your proposal for the provision of Closed User Group (CUG)

Services for two (2) years for National Export-Import Bank of Jamaica Limited in

accordance with the requirements detailed in Attachment #1 as mentioned below:

2. The CUG Service must have the following components:

ITEM DESCRIPTION QTY

1. Provision of Handsets – Basic Data Plan 2

2. Provision of Handsets with Data Plan – Management/Technical ) 14

3. Provision of Handset with Data Plan – Senior Executive 1

4. Provision of Handsets with Data Plan – Executive 14

5. Provision of PBX Integration Service with a minimum of 11 trunk lines 1 Lot

6. Provision of Voice Bundles and CUG Services for all devices 31

7. The requisite service support, and warranty 1 Lot

3. EXIM Bank intends to purchase these goods/services from the Bank’s approved budget.

4. Proposal will be evaluated and a contract signed with the firm offering the most substantially

responsive proposal attaining the highest overall score.

5. Your quotation should be submitted in English no later than Thursday, 10 March

2016 by 3:00 p.m. in one original and two (2) hard copies and addressed as follows:

National Export-Import Bank of Jamaica Limited

85 Hope Road

(Entrance on Clievenden Avenue)

Kingston 6 RFQ: 2016-02-21

6. Your quotation should be accompanied by:

- A copy of a valid Tax Compliance Certificate (TCC)

- A copy of a valid National Contracts Commission (NCC) Registration Certificate or letter

of approval in the category Information Technology Services

7. The deadline for receipt of your quotation by the Procuring Entity in hard copy address

indicated in Paragraph 8 is: Thursday, 10 March 2016. Late submissions will not be

accepted.


EXIM Bank RFP #2016-02-21

8. Quotations are will not be accepted by way of facsimile or e- mail. Hard copy should be

submitted on or before Thursday, 10 March 2016 at the offices of the EXIM Bank and placed

in the Tender Box located in the reception area and labelled as follows:

REQUEST FOR QUOTATION

REF. No. 2016-02-21

CLOSED USER GROUP SERVICE

FOR EXIM Bank

Attn: Manager, Human Resource and Administration Division

Project: Closed User Group Service for EXIM Bank

Ref. No. 2016-02-21

9. Where applicable, adequate technical documentation and catalogue(s) and other printed

material or pertinent information (in English

10. Your quotation should be submitted as per the following instructions:

(i). Prices: Prices shall be quoted in Jamaican Dollars indicating all applicable taxes. The

rate of exchange shall be Bank of Jamaica average selling rate at the deadline

of bid submission.

The Bidder shall submit the Price Schedules for Goods and Related Services,

according using the format detailed in Attachment #2.

(ii). Evaluation of Quotations: Evaluation will be done as detailed in Attachment #3.

Quotations determined to be substantially responsive to all the specifications will be

evaluated by comparison of their prices.

The procuring entity reserves the right to reject any proposal that fails to meet

any or all of the mandatory requirements stated in RFQ.

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.

(iii). Award via Purchase Order: The award will be made to the bidder offering the most

substantially responsive proposal attaining the highest overall score and that meets the

required standards of technical and financial capabilities.

(iv). Payment: The method and conditions of payment to be made to the Supplier under the

Contract as per invoice presented for service provided within thirty (30) days of receipt

of bill.

(v). The Supplier shall be paid in Jamaican Dollars. For quotations in any other currency,

they shall be converted to Jamaican Dollars. The rate of exchange shall be Bank of

Jamaica average selling rate at the deadline of bid submission.

(vi). Delivery Schedule: All handsets must be delivered two (2) days prior to the agreed

service commencement date.



PBX integration must be completed and accepted two (2) days prior to the agreed

service commencement date.

Monetary penalties may apply for late completion to 0.25% 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.

(vii). Origin: There are no restrictions as to the origin of goods offered under this RFQ.

(viii). Documentation: Subsequent to the delivery of service, the Supplier is required to

submit an Invoice.

(ix). Validity of the Offer: Your quotation should be valid for a period of forty-five (45)

days from the date of submission of quotations as indicated in Paragraph 8 of this

Invitation to Quote.

11. All clarifications regarding this Request for Quote should be submitted in writing via email

to [email protected]. Clarifications should be submitted no later than Friday,

04 March 4, 2016.

12. Responses to all clarifications will be made Monday, 07 March 2016. No other clarification

will be given after this date.

13. Please confirm by email the receipt of this invitation and whether or not you will submit

a price quotation.

14. The Procuring Entity reserves the right to cancel the tender process or reject any or all

quotations at its discretion, at any time prior to award of the contract, without thereby

incurring any liability to the affected Bidder(s) on the grounds for the Purchaser’s

actions.

mailto:[email protected]



All requirements listed below are mandatory unless otherwise stated.

DESCRIPTION COMPLIANCE

(YES/NO)

HOW IS REQUIREMENT MET

GENERAL REQUIREMENTS

1. Calls must be priced at per-second

billing rate.

2. Caller ID, Call Waiting, and Call

Forwarding are required.

3. Vendors must provide online billing

showing details of individual accounts.

4. Vendors shall provide all island

coverage for voice service. Coverage

map is required

5. Vendors shall provide all island

coverage for data service. Coverage map

with speed specification is required.

6. Vendors are required to provide the

facility to update SIM phone books on all

phones within the CUG.

7. Vendors are required to detail

mechanism used to account and

compensate for dropped calls.

8. Vendors should state the quantity of

loaner phones being provided.

9. Vendors are required to provide

loaner phones for the duration of the

contract, if required (state quantity).

Loaner phones for Management level

phones must have the same messaging

functionality (main Email) as the phone

being replaced.

10. Vendors are required to provide

loaner phones for the duration of the

contract (state quantity). Loaner phones

for Senior Executive and Executive

levels phones must match the

specifications of the phone being

replaced.

11. Phone cases for Manager and all

Executive level phones (Desirable)

12. SIM Card Replacements

13. Documentary Evidence of Phone

Repair Policy

14. Turnaround time to respond to

queries and requests.

CLOSED USER GROUP

REQUIREMENTS



DESCRIPTION COMPLIANCE

(YES/NO)

HOW IS REQUIREMENT MET

15. CUG group shall be proposed for 31

handsets. Two additions at the

technical level.

16. The CUG services shall be billed on

a Post-Paid basis.

17. CUG members shall be allowed

unlimited national communication to all

members within the group.

Communication shall include phone

calls and text messaging.

18. No additional costs shall be incurred

for calls made through the PBX to or

from CUG members (see PBX

Integration requirement below).

19. Caller ID, Call Waiting and Call

Forwarding shall be included for CUG

members.

VOICE BUNDLE REQUIREMENTS

20. Post-paid minutes for off-net and

on-net minutes should rollover.

21. Vendors shall provide mechanism to

allow a limit to be set on the monthly

bill for a CUG account.

MOBILE PHONE HARDWARE/SOFTWARE SPECIFICATIONS

Below are the required features of the phones to be provided with the CUG solution. All

requirements stated herein after is Mandatory.

Basic User Handset Specifications

Quantity Required – Two (2)

1. Description 2. Minimum Specifications 3. Compl

iance (Yes/No) 4. How is

Requirements Met

5. Make/Model 6. [Specify make and model

phone]

7. Network 3G Compatible

8. Size Candy bar (not a flip phone)

9. Display Support a minimum of 65K

colours

Minimum Screen Size: 4 inches

10. Ringtones Polyphonic, MP3

11. Battery Life Talk Time: 6 Hours minimum

Standby Time: 320 Hours

minimum

12. Messaging SMS Messaging



1. Description 2. Minimum Specifications 3. Compl

iance (Yes/No) 4. How is

Requirements Met

13. Phonebook Support a minimum of 500 Entries

14. Other

Features

Integrated hands free loud speaker

Vibration

15. Support Vendor shall honour the warranty

on all mobile handsets provided.

16. Quantity

Required

Two (2) Devices

Management/Technical Level Handset Specifications

Quantity Required – Fourteen (14)

17. Description 18. Minimum

Specifications 19. Compliance

(Yes/No) 20. How is

Requirements Met


phone]

23. Network 24. 3 G Compatible

25. Connectivity Wi-Fi b/g/n

Bluetooth 2.1 with A2DP

minimum

NFC

Micro USB v 2.0 minimum

26. Body Candy bar (not a flip phone)

27. Keyboard QWERTY

28. Display Support a minimum of 16M

colours

Minimum Screen Size:

320x240 pixels 2.44 inches

29. CPU 1.0 GHz Dual Core minimum

30. Memory RAM: 1GB minimum

Storage: 16GB Internal

minimum

Card Slot: MicroSD, up to

32GB

31. Data 3G compatible

32. Camera Primary: 10 MP, 2592x1944

pixels, LED flash

33. Sound Alert Types: Vibration,

WAV, MP3 ringtones




Specifications 19. Compliance

(Yes/No) 20. How is

Requirements Met

Loudspeaker

3.5mm jack

34. Battery Life Talk Time: 8 Hours

minimum

Standby Time: 300 hours

minimum

35. Messaging SMS, MMS, Email, Push

Email, IM

Support Microsoft Exchange

ActiveSync

36. Phonebook Support a minimum of 1000

Entries

37. Other

Features

HTML Browser

Organizer/Calendar

Document Viewer

Maps

Predictive text input

38. Support Vendor shall honour the

warranty on all mobile

handsets provided.

39. Quantity

Required

Fourteen (14) Devices

Executive Level Handset Specifications

Quantity Required – Fourteen (14) plus one (1) for Senior Executive –Specification must

not be limited to Specification for Executive level.


Specifications 42. Complian

ce (Yes/No) 43. How is Requirements

Met


phone]

46. Network 47. 3G compatible




Specifications 42. Complian

ce (Yes/No) 43. How is Requirements

Met

48. Connectivity Wi-Fi b/g/n

Wi-Fi Hotspot

Bluetooth 4.0 with A2DP

minimum

NFC

MicroUSB v2.0 minimum

49. Body Candy bar

Maximum Weight should be

200g

50. Keyboard QWERTY

51. Display Support 16M colours

52. Minimum Screen Size: 5

inches

Multi-touch

53. CPU 1.5 GHz Dual Core

54. Memory Ram: 2GB

Storage: 16GB Internal

Card Slot: MicroSD, up to

64GB

55. Data GPRS, EDGE, HSPDA

56. Camera Primary: 10 MP, 2592x1944

pixels, LED flash

Secondary: 1.9MP,

720p@30fps minimum

57. Sound Alert Types: Vibration,

WAV, MP3 ringtones

Loudspeaker

3.5mm jack

58. Battery Life Talk Time: 8 Hours minimum

Standby Time: 320 hours

minimum

59. Messaging SMS, MMS, Email, Push

Email, IM

Support Microsoft

Exchange ActiveSync



60. Phonebook Support a minimum of 1000

entries

61. Other

Features

HTML Browser

Organizer/Calendar

Document Viewer

Maps

Predictive text input

MP4/DivX/XviD/WMV/H.26

4/H.263 player

MP3/WMA/WAV/eAAC+/A

C3 player

62. Support Vendor shall honour the

warranty on all mobile

handsets provided.

63. Quantity

Required

Fourteen (14) Devices plus

one (1) device for Senior

Executive level.

DATA SERVICE PLAN REQUIREMENTS

22. The CUG plan must offer data packages for the Management/Technical and Executive Level

users.

64. Description 65. Requirement 66. Comply

(Yes/No) 67. How is Requirements

Met

68. Data Speed 3G minimum

69. Data Volume per

month

2GB minimum

70. Overage Cost Vendor should state cost

once the allotted volume

has been exceeded

NB: No data packages will be required for users with Basic handsets.

PBX INTEGRATION

REQUIREMENTS

23. EXIM Bank Currently has a hosted PBX system provided by FLOW, and also has a Digicel

line. The CUG should include / integrate both the FLOW number and the Digicel # .



ATTACHMENT #2 – PRICE SCHEDULE

INSTRUCTIONS FOR COMPLETING THE COST SCHEDULE

1. The vendor should submit prices for each item specified in their proposal. The prices which

the vendor states should be based on Attachment #1 – Schedule of Requirements.

2. All prices quoted by the vendor must be in Jamaican dollars.

3. Any necessary expenses including duties and taxes (where applicable) should be included in

the costs of the appropriate items

4. The vendor should provide additional information on each item as requested below.

2-YEAR SOLUTION COST

5. The vendor should state the service costs for providing services to meet the requirements as

specified in Attachment #1 – Schedule of Requirements.

6. If there are any services which will be charged on a monthly basis, the vendor must specify the

time period as two (2) years.

7. Total Cost to Integrate CUG with PBX (to include all implementation and operational costs

over the contract period).

CALL CHARGES

8. The vendor should state the per minute call charges for calls terminating on-network, off-

network, on landlines, Caribbean, and other overseas areas.

9. Vendors are required to provide bundled minutes packages to meet the following package

requirements:

Package A (Quantity 2) = No Bundled Minutes (Voice access only)

Package B (Quantity 14) = 150 minutes on-net / 60 minutes off-net

Package C (Quantity 14) = 300 minutes on-net/100 minutes off-net

Package D (Quantity 1) = 300 minutes on-net/100 minutes off-net

ADDITIONAL SERVICES AND COSTS

10. In addition to the costs in the Table below, the Purchaser may decide to acquire additional

products and services from the vendor whose proposal is accepted. The costs of these additional

products and services should be stated in the proposal (example all voice bundles, roaming

charges). These costs should be included in the Table below but detailed separately.

ANY ADDITIONAL COSTS AND CHARGES

11. The vendor should specify any costs that are not covered above. The vendor should provide

details for each additional cost, including whether the cost is a ‘one-time’ charge or

recurring/ongoing.

12. Vendor must ensure that any and all cost shall be included. One time and recurring charges

must be stated in submission.



ITEM QTY TIME

PERIOD UNIT

PRICE Total

# Months J$ J$

CUG Monthly Fee 29 24

CUG Costs – PBX Integration 24

Handset Cost – Basic 2 -

Handset Cost – Manager/Technical 14 –

Handset cost for Senior Executive 1

Handset Cost – Executive 14 –

Data Service 29 24

CUG PBX Integration Hardware Costs 11 24

CUG PBX Integration Installation Costs 1 –

Package A – Basic Plan 2 24

Package B – 150 minutes / 60 off-net 14 24

Package C – 300 minutes / 100 off-net 14 24

Package D – 300 minutes / 100 off-net 1 24

Any other costs –2 24

Discounts (where applicable) –3 –3

TOTAL

ATTACHMENT #3 – EVALUATION CRITERIA

This section describes the approach that the Purchaser will adopt during the evaluation of proposals

and the level of input that bidders will be expected to provide during this period.

OVERALL EVALUATION PROCESS

1. The Bidders’ proposals shall be evaluated in two phases. A preliminary evaluation that shall

entail an examination of the bid document to determine adherence to the eligibility requirements

outlined below. Only the bids, which satisfy the eligibility requirements, will be short-listed for

detailed evaluation in the second phase.

1 Vendor should modify quantity based on their price framework 2 Vendor to define quantity



ELIGIBILITY REQUIREMENTS

2. To establish eligibility all Bidders invited to bid must comply with the following criteria:

a. A valid Tax Compliance Certificate (TCC).

b. A valid certificate showing that their company is registered with the National Contracts

Commission (NCC) in the category Information Technology Services.

3. Only the bids, which satisfy the eligibility requirements, will be short-listed for detailed

evaluation in the second phase. The bids that do not satisfy the eligibility requirements will be

deemed as non-responsive and will be disqualified.

DETAILED EVALUATION

4. In this phase of the selection process, the Purchaser shall compare and evaluate all substantially

responsive, short-listed bids based on the Bidder’s fulfilment of the following:

a. Compliance with all specifications as outlined in the Attachment #1 – Schedule of

Requirements.

b. Cost of Service – includes the 2-year solution costs, and the Outside of Group call

charges

The 2-year Solution is the total cost of service to for two (2) years including:

a) Total CUG Monthly Fee

b) Total CUG Monthly Voice Service Fee

c) Total Data Service Fee

d) Total Cost to Integrate CUG with PBX (to include all implementation and

operational costs over the solution time period.

e) Total CUG Monthly PBX Integration costs (other than CUG access fee)

f) Total Handset costs

g) Any Other costs

This section shall include all costs required to meet the requirements in Attachment #1 – Schedule

of Requirements for 2-years.

5. A scoring system will be used to allocate marks to determine the cost effective solution.

The allotment will be as follows:

1. All offers that comply with all instructions given in this document will be eligible to

have their Bid evaluated. Bids must obtain a qualifying pass mark of 70 to have their

Cost Proposal assessed and evaluated.

The Bid obtaining the highest score with the lowest price will be awarded the contract.

2. Sores will be allotted as follows:

Cost Score – 20

Technical Assessment – 35

Company Status and References – 20



Qualification and Key Support Staff – 20

Added Features (Bonus points) - 5

The Evaluation Criteria at Attachment III give details of the scoring structure.

3. The procuring entity reserves the right to reject and deem non-response any short-listed

bid that does not match all the mandatory requirements of the RFP. Such bids may not

subsequently be made responsive by the Bidder by correction of the non-conformity.

4. Short-listed bids will be examined to determine whether they are complete, free from

any computational errors and whether the quotations are generally in order.

Arithmetical errors will be rectified on the following basis:

a. If there exists a discrepancy between the product of the unit price and the

quantity on one hand and the corresponding price entered in the schedule

on the other, the unit price will prevail and the corresponding total price

(extended price) will be corrected;

b. If there exists a discrepancy between the sum of individual prices and the

corresponding total price entered in the proposal, the individual prices will

prevail and the total price will be corrected.

c. If there exists a discrepancy between words and figures, the amount in

words will prevail, unless the amount expressed in words is related to an

arithmetic error in which case the amount will prevail subject to (a) and

(b) above.

5. If the successful Bidder with the lowest evaluated bid (that is the bid that is substantially

responsive and has the highest bid score) refuses to accept the correction of errors, its

bid shall be disqualified. In the event of disqualification of the bid, the Purchaser shall

proceed to the next lowest evaluated bid and follow the same procedure as above.

6. The Bidder should make preparatory arrangements to ensure that Bidder’s staff is

available to assist the Purchaser during the evaluation process. All contact between the

Bidder and the Purchaser during the evaluation period should be initiated by the

Purchaser. Any unsolicited contact initiated by the Bidder during this period may be

construed as an attempt to influence the Purchaser’s evaluation and may result in the

Bidder’s proposal being rejected.



EVALUATION CRITERIA

ATTACHMENT III EVALUATION CRITERIA SCORING SHEET – Quality passing score is 70 points.

TECHNICAL ASSESSMENT TOTAL - 80 POINTS

A. Company Status and References

SCORE

ALLOTTED

BIDDER COMMENT

i. Number of years in business - 15

ii. Proof of References from 3 clients - 5 20

B. Technical Assessment i. Meet or exceed specification as outlined in Appendix II

i. - 25 points

ii. ii. Colour Brochures in English with pictures and relevant

iii. details - 5 points

35

25

5

iii. Dealer Warranty and Assurances - 5 points

iv.

5

C. Qualification and Profile of Key

Support Staff

20

i. Experience and qualification of support staff - 10 points

ii. Number of key support staff

staff - 5 points

ii. After Sales Service Policies

Delivery time and turn - around time for after

sales service

10

5

5

D. Added Features (Bonus Points) i. Exceed the Bank’s proposed technical requirements – 5

points

5

5

Total Technical Score 80

D.COST PROPOSAL 20 POINTS COMMENT

The lower Proposal Price will be assigned the full 20 points.

The number of points for the proposal under consideration is

calculated from:

P= CLP/CPC x 20

P = No. of points for proposal under consideration

CLP = cost of lower proposal

CPC = cost of proposal under consideration

TOTAL COST PRICE

TOTAL SCORE 100%



EVALUATION STRUCTURE

A. Company Status - 15 Points

-10 years 15 points

- 5-9 years - 10 points

-3- 4 years - 4 points

- less than 3 years - 1 point

Proof of References - 5 Points

-3 references showing similar service done in

the last 3 years - 5 points

- less than 3 references - 2 points

- No references - 0 point

B. Technical Assessment - 35 Points

-All technical requirements are met or exceeded 25 points

- Do not meet technical requirements - 15 points

- Colour brochures with details - 5 points

- No Colour brochures - 0 point

- Assurances and Warranties - 5 points

- No Assurances and Warranties - 0 point

C. Qualification and Profile of Key Support Staff – 20 Points

> 6 years in the related field/industry - 10 points

5-3 years in the related field/industry - 5 points

2-1 years and are certified auto mechanics - 5 points

< less than 1year - 0 point

Key Support Staff

>3 team members - 5 points

- 2-1 team members - 3 points

- Less than 1 team member - 0 point

Delivery and Turn - around Time for after sales service

- Stated in document - 5 points

- Not stated - 0 points

D. Added Features - 5 Points (BONUS)

Closed User Group 2016

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