Ministry of Information and Communication Technology

Ministry Of Information and communication Technology
Ministry Of Information and Communications Technology
Request for Proposal For Video Surveillance System

Tender No )2010/(4/
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Table of Contents
1 Introduction: ................................................................................................................................ 3 2 Scope of Work : ............................................................................................................................ 4
3 General Terms and Conditions..5 4 Administrative procedures and requirements7

5 Technical Details: ........................................................................................................................ 10
6 support and maintenance.13 7 training....13

8 Financial Terms ......................................................................................................................... 14 9 Legal Terms ................................................................................................................................ 16 -:91 ...................................................................................................................................
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1 INTRODUCTION
1.1 Ministry of Information and Communications Technology (MOICT) is planning to implement a VIDEO SURVEILLANCE SYSTEM for MOICT building, in door and outdoor cameras as described below. This document is an invitation to qualified bidders to offer their solutions and ideas to deliver, install, accommodate, test, maintain and warrant such system based on the latest technology in this field, all technical details are clarified in the technical specifications section.
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2. SCOPE OF WORK:
2.1 The required items should comply with the following minimal requirements and specifications; therefore bidders are requested to comply in full with these specifications and any proposal that does not comply with these specifications shall be rejected for being none responsive: The bidder shall base his offer on the scope of work shown below and all costs incurred should be included in the Bidders lump sum price.
Providing , installing configuring maintaining and warranting a video surveillance

system for MOICT including all necessary conduits, wiring, supports, civil works and reinstating all works done by the winning bidder to its original status ..etc. All new Cameras, cabling and wiring should be connected to the existing utilities and should finally be connected to the Server room in MoICT basement; therefore bidders are advised to visit MoICT premises before submitting their proposals. The successful bidder should replace the five existing cameras currently used with new Cameras similar to all other Cameras provided by the winning bidder. Dismantled Cameras are to be removed and owned by the winning bidder. Specification of the 5 existing Cameras are shown below:
Image Sensor Resolution Sensitivity S/N Ratio White Balance Gain Control Video Output Illuminating Distance Lens type
1/3 coms sensor 350 lines 0.3 Lux @F2.0 40db Auto tracing no 17 p-p 75 ohms Up to 1/20.000 sec 6mm / f 2.0
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3. GENERAL TERMS AND CONDITIONS
3.1. It will be the bidders sole responsibility and on his own expenses to understand the site nature and environment and all requirements that are related to the tender or that may influence its pricing.
3.2. Bidders requiring further information or clarification may notify MOICT in writing at the address shown below, MOICT will respond in writing to any request for information or clarification of the bid.
3.3. To assist in the examination, evaluation and comparison of bids, MOICT may at its discretion ask the bidder for a clarification of his bid. Such clarification shall be in writing and no change in the price or substance of the bid shall be sought, offered or permitted
3.4. The evaluation will take into account the bidders financial, technical and production capabilities. And the bidder must have minimum 5 years experience in similar projects with professional team.
3.5. Time of Delivery: The time for provisioning, testing and handing over of the Video Surveillance System included in this RFP, is (14) calendar days as of the date of award notification letter.
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3.6. The winning bidder shall be required to supply, install, maintain and warrant a Video Surveillance System that shall be provided by him. The winning bidder should provide a performance guarantee within the duration mentioned in the award notification letter and before signing the procurement order (Contract) having a value of 10% of the supplies value awarded to him on a form similar to the attached format valid for the delivery time duration. The winning bidder should provide support and maintenance for a duration of one year from the date of final handing over and should submit a support and maintenance guarantee having a value of 5% of the total value of supplies provided by him on a form similar to the attached format for a duration of one year from the date of final hand over. The winning bidder should also provide a manufacturing defects liability warranty on a form similar to the attached format duly endorsed and signed by a notary public for a duration of (1) year as of the date of final hand over. The performance guarantee shall be released after final hand over and submission of the maintenance and support guarantee and manufacturing defects liability warranty. The maintenance, support and defects liability guarantee and the manufacturing defects liability warranty shall be released after expiry of the durations of each and finalization of all support, maintenance and warranty works if required and acceptance by MoICT. The winning bidder should perform all support and maintenance works at MoICTs premises
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4. ADMINISTRATIVE PROCEDURES AND REQUIREMENTS:

4.1 RESPONSE PROCEDURES:
All inquiries with respect to this RFP are to be addressed to the Ministry of Information & Communications Technology tenders committee in writing by mail, e-mail or fax with the subject the supply, maintenance and warranty of a Video Surveillance System. Technical inquiries can only be addressed to vss@moict.gov.jo by 02/08/2010. Responses will be sent in writing no later than 03/08/2010. Questions and answers will be shared with all Bidders primary contacts. All other inquiries, procedural and otherwise, must be addressed to the Tendering department by fax, or mail.
4.2 RESPONSE FORMAT

Bidders responding to this RFP should demonstrate up-to-date capabilities and experience in providing similar services. Bidders written response to the RFP must include: (a) : The Technical Proposal The Technical proposal should include The Detailed hardware and software description, Specification, catalogues, other relevant material of the video surveillance system, Brand and the Model offered must be mentioned clearly with the origin datasheet. A compliance letter stating that the specification of the video surveillance system proposed by the bidder comply 100% as a minimum with the specifications shown in this RFP. Summary of the company profile including previous experience in similar projects undertaken in the last (5) years The technical staff that shall perform the work with their C.Vs. (b) : The Financial proposal
The financial proposal should include a cost summary. The cost summary must provide a fixed lump sum price for the required video surveillance system in Jordan Dinars for the overall scope of work including all expenses, overheads, profits, fees, taxes including sales tax. The bidder should submit the Form of
Bid Annexed to this RFP duly filled and signed by the bidder.
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The financial proposal should include ( ) attached to this RFP duly filled and signed by the bidders authorized representative.
(c): Bid Security
4.3 RESPONSE SUBMISSION

Bidders must submit their proposals to this RFP to the Tendering Department at the Ministry of Information and Communications Technology no later than 12:00 pm of 10/08/2010. Tendering Department 3rd floor Ministry of Information and Communications Technology 8th circle P.O. Box 9903 Amman 11191 Jordan Tel: 00 962 6 5805641 Fax: 00 962 6 5861059 All inquiries with respect to this RFP are to be addressed to the Ministry of Information and Communications Technologys tenders committee in writing by email with the subject Video Surveillance System RFP, Tender number 4/0102/ Proposals should be submitted in a well-sealed and wrapped envelope clearly marked, as follows: Supply, install, maintain and warrant a Video Surveillance System Technical Proposal, Financial Proposal and Bid Security This envelop should contain 2 hard copies of the Financial and Technical Proposals (1 original and 1 copy) and the original copy of the Bid Security.
Late submissions will not be accepted, the hard copy marked as original will be considered the official copy and in case of contradiction between the original and the copy, the original copy shall prevail. Proposals may be withdrawn or modified and resubmitted in writing any time before the submission date. Regardless of method of delivery, the proposals must be received by the MoICT no later than 12:00 pm of 10/08/2010 MoICT will not be responsible for premature opening of proposals not clearly labeled.
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4.4 RESPONSE EVALUATION

All responses to the RFP will be evaluated and the winning proposal will be selected on the basis of Lowest best evaluated value that complies with tender specifications as a minimum and in accordance with the Supplies Law no.(32) for the year 1993, and the Tender Regulations issued pursuant to it no. (1) for the year2008 and their amendments. Proposals shall be reviewed by the Tendering Committee at the Ministry and evaluated in accordance with basis mentioned above. The Ministry of Information and Communications Technology reserves the right not to select any offer. The Ministry of Information and Communications Technology also assumes no responsibility for costs of bidders in preparing their submissions.
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5 TECHNICAL DETAILS:
-Bidders must comply with the following minimal requirements and specifications for the Video Surveillance System ; therefore bidders are requested to comply in full with these requirements and specifications and any proposal that does not comply with these requirements and specifications shall be rejected for being none responsive
5.1: Indoor- Vandal-proof Image Sensor Resolution
Color Dome Camera Qty (23)

1/3" Sony Super HAD CCD Sensor Horizontal 540 TV Lines
Sensitivity S/N Ratio White Balance Gain Control Video Output Illuminating Distance Lens type
0.3 Lux @F2.0 ; 0 Lux with IR More than 48 dB (AGC Off) automatic automatic 1.0 Vp-p Composite Video Output; 75 Ohms Not less than 40 meter Varifocal lens 5-50mm.
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5.2 Outdoor - Weatherproof Color Camera Qty (7) Image Sensor Resolution
1/3" Sony Super HAD CCD Sensor Horizontal 540 TV Lines
Sensitivity S/N Ratio White Balance Gain Control Video Output Illuminating Distance Construction Operating Temperature Power Supply Lens type
0.3 Lux @F2.0 ; 0 Lux with IR More than 48 dB (AGC Off) automatic automatic 1.0 Vp-p Composite Video Output; 75 Ohms Not less than 40 meter IP 66 Weatherproof with Rugged and Vandal-proof Design - 10 ~ +60 C / RH 85% or Less DC 12V Varifocal lens 5-50mm.
5.3 LCD Screen Qty (1) Diagonal size Native resolution connectors
22 inches minimum 1920 x 1080 pixels minimum DVI and VGA connectors
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5.4 Stand-Alone Digital Video Recorder Qty (2) Inputs Storage 16ch Inputs Minimum 1 tera , supported External Storage H.264 480 / 400 FPS 1, 4 1, 4, 9 1, 4, 9, 13, 16 Minimum 16 Sensor Inputs Minimum 1 Alarm Output NTSC 30, 60, 120 60, 120, 240 PAL 25, 50, 100 50, 100, 200 Normal, Manual, Schedule, Event, Sensor, Motion Detection, Holiday Normal, REW & FF (2X, 4X, 8X, 16X, 32X, 64X), Pause, Frame to Frame Time, Event, Calendar USB 2.0, SATA, DVD Writer, Remote Network Backup VGA Output YES RS-232 Yes RS-485 Yes Ethernet Connection Yes Firmware Update USB Host External Adaptor, AC100V-240V - 10 ~ +60 C / RH 85% or Less
Compression Display Speed Video Split Screen Alarm Inputs Outputs Recording Rate (FPS) Recording Mode Playback Playback Rate Playback Speed Playback Search Backup Device
Recording
Connectors
Power Supply Operating Temperature
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6 .SUPPORT AND MAINTENANCE

All devices, hardware, software and any other components installed by the bidder must be maintained and warranted for 12 months starting from the date of final acceptance.
7 training:
Winning bidder should provide training for one employee.
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8 FINANCIAL TERMS
Bidders should take into consideration the following general financial terms when submitting their proposals: All prices should be quoted in Jordanian Dinars including all costs, expenses, profits, governmental fees and taxes, in addition to sales tax, and others. Prices should be specified for each service. The type of contract will be a fixed lump sum price contract including all costs, professional fees and expenses. The bidder shall bear all costs associated with the preparation and submission of its proposal and MOICT will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the proposal process. The bidder shall submit a bid Security (Tender Bond) on a form similar to the attached format in Jordanian Dinars not less than 3% of the total value of the financial proposal submitted by the bidder. The bond will be in the form of a certified cheque or bank guarantee from a reputable registered bank, located in Jordan, selected by the bidder. The bidder shall ensure that the (tender bond) proposal security shall remain valid for a period of 90 days after the bid closing date. Any proposal not accompanied by an acceptable proposal security (tender bond) shall be rejected by the local tendering committee as being nonresponsive pursuant to RFP. The proposal security of the unsuccessful bidders will be returned not later than 30 days after the expiration of the proposal validity period. The successful bidder is required to submit a performance bond of 10% of the total value of the supplies amount awarded to him within the duration mentioned in the award notification letter and before signing the procurement order (Contract) on a form similar to the attached format to guarantee that the winning bidder shall perform all works required in accordance with the procurement order (contract) requirements. This guarantee shall be released after final hand over and submission of the maintenance and support and warranty guarantees and official acceptance of MOICT of all works done by the winning bidder
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The winning bidder is required to submit maintenance and defects liability bank guarantee to guarantee that he shall perform all maintenance and support works needed. This guarantee shall be 5% of the total value of supplies provided by him on a form similar to the attached format and for duration of one year as of the date of final handing over and official acceptance by MOICT. This guarantee shall be released after its expiry and after the winning bidder provided all required support and maintenance and acceptance of MOICT. The proposal security of the successful bidder will be returned after signing the Procurement Order (Contract) and furnishing the required performance security. The proposal security may, in the sole discretion of the tendering committee, be forfeited: o If the bidder withdraws its proposal during the period of proposal validity as set out in the RFP; or o In the case of successful bidder, if the bidder fails within the specified time limit to sign the Procurement Order (contract); or furnish the required performance security as set out above.
The winning bidder has to pay the fees of the RFP advertisement issued in the newspapers.
The MoICT is not bound to accept the lowest bid and will reserve the right to reject any bids without the obligation to give any explanation. Bidders must take into consideration that payments will be as specified in the tender documents under annex (1) and shall be paid after the successful fulfillment and acceptance of the scope of work defined for the services by MoICT. The MoICT takes no responsibility for the costs of preparing any bids and will not reimburse any Bidder for the cost of preparing its bid whether successful or otherwise. General Sales Tax must be specified in the offer or it will be assumed as part of the total value of the bid.
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9 LEGAL TERMS
Bidders should take into consideration the following general legal terms when preparing their proposals: (23) 3991 .. The bidders shall not submit alternative proposal. Alternative proposals will be returned unopened or unread. The proposal shall be signed by the bidder or a person or persons duly authorized to bind the bidder to the contract. The latter authorization shall be indicated by dulylegalized power of attorney and a certified copy of this authorization is to be attached to technical proposal. All of the pages of the proposal, except un-amended printed literature, shall be initialed by the person or persons signing the proposal. The Ministry requires that all parties to the contracting process observe the highest standard of ethics during the procurement and execution process. Ministry will reject a proposal for award if it determines that the Bidder has engaged in corrupt or fraudulent practices in competing for the contract in question. Corrupt Practice Means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution. Means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of government of Jordan, and includes collusive practice among Bidders (prior to or after proposal submission) designed to establish proposal prices at artificial non-competitive levels and to deprive government of Jordan of the benefits of free and open competition.
Fraudulent Practice
Bidder shall not contact MOICT, or its employees, members of the tendering or the technical committees on any matter relating to its proposal to the time the contract is awarded. Any effort by a bidder to influence MOICT, its employees, Page 16 of 27
members of the tendering or the technical committees or the tendering committee in the tendering committees proposal evaluation, proposal comparison, or contract award decision will result in rejection of the bidders proposal and forfeiture of the proposal security. A business registration certificate should be provided with the proposal.
The laws and regulations of The Hashemite Kingdom of Jordan shall apply to awarded contracts. Proposals shall remain valid for period of (90) days from the closing date for the receipt of proposals as established by the Tendering Committee. The Tendering Committee may solicit the bidders consent to an extension of the proposal validity period. The request and responses thereto shall be made in writing or by fax. If a bidder agrees to prolong the period of validity, the proposal security shall also be suitably extended. A bidder may refuse the request without forfeiting its proposal security; however, in its discretion, the tendering committee may cease further review and consideration of such bidders proposal. A bidder granting the request will not be required nor permitted to modify its proposal, except as provided in this RFP. MoICT reserves the right to accept, annul or cancel the bidding process and reject all proposals at any time without any liability to the bidders or any other party and/withdraw this tender without providing reasons for such action and with no legal or financial implications to the Government of Jordan. MoICT reserves the right to disregard any bid which is not submitted in writing by the closing date of the tender. MoICT reserves the right to enforce penalties on the winning bidder in case of any delay in delivery as defined in accordance with the terms set in )32( ( .. 3991 All prices should be listed in the Bidders financial proposal.
Bidders must fill out, stamp and duly sign ) (
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attached to this RFP under (Annex 2) and enclose it in their proposals. Proposals that do not include this signed format are subject to rejection as being none responsive. The winning bidder will be expected to provide a single point of contact to which all issues can be escalated. MoICT will provide a similar point of contact. No proposal may be withdrawn in the interval between the proposal submission deadline and the expiration of the proposal validity period. Withdrawal of a proposal during this interval will result in forfeiture of the bidders proposal security.
Bidders should fill and sign the following table: Descriptions Quantity Lump sum price to installing configuring maintaining and warranting a video surveillance system for MOICT including all necessary conduits, wiring, supports, civil works and reinstating all works done by the winning bidder to its original status . All new Cameras, cabling and wiring should be connected to the existing utilities and should finally be connected to the Server room in MoICT basement,and all works defined in the RFP Total in figures Total in words Unite Rate * Total
* Lump sum price should include all costs, Overheads, profits, fees and taxes including sales tax
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Request for Proposal For Video Surveillance System