Supply Installation and Maintenance of A Video Conferencing Solution

BRITISH-AMERICAN INVESTMENTS COMPANY LTD
REQUEST FOR PROPOSAL SUPPLY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF A VIDEO CONFERENCING SOLUTION
Release Date: Last Date for Receipt of bids:
Wednesday, November 13, 2013 Wednesday, November 20th, 2013 at 10.00am
RFP- VIDEO CONFERENCING
Page 1 of 78
11/13/2013
Table of Contents SECTION 1 INTRODUCTION .............................................................................................. 3 1.1. Background ................................................................................................................. 4 1.2. Aims and Objectives.................................................................................................... 4 1.3. Current Situation......................................................................................................... 5 1.4. Project Deliverables .................................................................................................... 6 1.5. Format of RFP Response and Other Information for Bidders..................................... 6 SECTION 2 DETAILED REQUIREMENTS ........................................................................... 16 2.1 Scope ......................................................................................................................... 16 2.2 Technical Requirements: ............................................................................................ 16 SECTION 3 - GENERAL CONDITIONS OF CONTRACT ......................................................... 59 3.1. Introduction .............................................................................................................. 60 3.2. Award of Contract ..................................................................................................... 60 3.3. Application of General Conditions of Contract ......................................................... 60 3.4. Bid Validity Period ..................................................................................................... 60 3.5. Non-variation of Costs .............................................................................................. 60 3.6. Performance Security ............................................................................................... 60 3.7. Delays in the Bidders Performance ......................................................................... 61 3.8. Liquidated damages for delay................................................................................... 61 3.9. Governing Language ................................................................................................. 62 3.10. Applicable Law .................................................................................................. 62 3.11. Bidders Obligations .......................................................................................... 62 3.12. The Companys Obligations .............................................................................. 62 3.13. Confidentiality ................................................................................................... 63 3.14. Force Majeure ................................................................................................... 63 3.15. Dispute resolution............................................................................................. 64 3.16. Payment ............................................................................................................ 65 SECTION 4 - ANNEXURES .................................................................................................. 66 4.1 BRITAM S SUPPLIER QUESTIONNAIRE ..................................................................... 66 4.4 BRITAM SUPPLIER CODE OF CONDUCT .................................................................... 76
Page 2 of 78
11/13/2013
ISSUE OF TENDER DOCUMENT TO PROSPECTIVE BIDDERS This form is to be completed on receipt of the tender document from British-American Investments Limited. This page is to be completed immediately and scan copy in PDF format emailed to procurement@britam.co.ke. The data contained in this form will be used to send out any addenda that may arise. Firms that do not register their interest by completing this form may not be sent addenda that may arise. Name of the firms representative completing this form: ________________________________________________________ Firms Name: __________________________________ Address: _____________________________________________ Tel No: _______________________________________ Email Address: _______________________________________ Signature: __________________Date:________________________
Page 3 of 78
11/13/2013
SECTION 1 INTRODUCTION 1.1. Background
British-American Investments Company (Kenya) Limited (referred to as Britam) is a leading diversified financial services group with primary interests in Insurance, Asset management, Banking and Property.
Britam has interests across Eastern Africa, and is the holding company of; British-American Insurance Company (Kenya) Limited, British-American Asset Managers Limited, Britam Insurance Company (Uganda) Limited, Britam Insurance Company Limited in South Sudan and Britam Insurance Company Limited Rwanda. The Group offers a wide range of products and services to individuals, small businesses, corporations and government entities. The range of products includes life insurance, pensions, health insurance, and general insurance through its insurance businesses in the region. The financial solutions which include, unit trusts, investment planning, wealth management, off-shore investments, retirement planning and discretionary portfolio management which are offered through its asset management business. In addition, the company carries out property development, and also has substantial investments in the banking sector. For More information please visit http://www.britam.co.ke. 1.2. Aims and Objectives
Britam is seeking to implement a Video Conferencing solution. The key business drivers can be summarized with the following: Reduce Travelling Costs: The video conference solution implemented should be capable of saving costs by reducing associated travelling of the employees between the various Britam sites and associated business partners. Simplify multiparty collaboration: The proposed solution should be capable of offering flexibility by allowing participants the choice of deciding how they would like to participate in video conferences. It should deliver ubiquitous business-class conferencing experiences for any device, anywhere. Centralized Management: The proposed solution should provide mechanisms, applications and tools for easy session control, monitoring and reporting. Integrate with Business Processes: The proposed video solution should be able to integrate and transform the current business processes by enabling the business teams to collaborate, innovate and resolve issues. The proposed solution should seamlessly merge with the
Page 4 of 78
11/13/2013
current voice and video infrastructure. Scheduling: The proposed solution should support the capability for both ad-hoc and scheduled meetings. Users should be able to schedule meetings and be able to monitor and reschedule their appointments. Security: The proposed solution should provide mechanisms for ensuring the video communications both onsite and offsite are secure and reliable. Scalability: The video conferencing solution should be able to scale and interoperate on several remote sites. 1.3. Current Situation
The collaboration (voice and video) network at Britam consists of the main central site in Kenya, regional East African sites and two overseas sites. The East African sites consist of Uganda, Tanzania (planned for 2014), South Sudan and Rwanda. The two overseas sites are in the UK and Mauritius respectively. The current video conferencing solution is based on Radvision. The system consists of a desktop video capability (SCOPIA Desktop Video Conferencing supported by a Radvision SCOPIA Desktop Conferencing Server) and Voice/VoIP dial in features. All meetings are adhoc with no scheduling capability. There is a XT1000 video endpoint for the Kenya office. The videoconference gateway is a Radvision SCOPIA B40 gateway which connects to only two remote sites - Mauritius and UK- via the PSTN (ISDN) and Internet. The solution allows for dual-streaming on all units in the three countries. Bidders are requested to give a buy back/trade-in option for the Radvision solution. The voice call processing module consists of Cisco Unified Communications Manager (CUCM) version 8.6 which controls the voice processing for all the Kenya branches and some regional branches (Uganda and South Sudan). There are two node licenses for the two servers i.e. CUCM Publisher and CUCM Subscriber. This Cisco Unified Communications Manager system is not integrated with the Radvision videoconference system. There is a Cisco Unified Contact Center (UCCX) system for intelligent contact routing and call treatment. The version for the Contact Center system is 8.5. The system currently has 10 Cisco Unified Premium seats (per user licenses) and 20 Interactive Voice Response (IVR) ports. User Voicemail is provided by Cisco Unity Connection version 8.6. Internet/Web conference facilities are currently provided by a Cisco WebEx Meetings Server version 1.1. There are 50
Page 5 of 78
11/13/2013
host user licenses for the WebEx server. 1.4. Project Deliverables
As a summary, the project scope will involve: 1. Detailed low-level design of the proposed video conference solution. 2. Provide initial basic over the shoulder training for the support administrators and planned comprehensive formal training. 3. Initial setup and configuration of the video conference solution to include all key systems infrastructure: servers, video network infrastructure, applications and end points. 4. Configuration of the video conference solution to be implemented in accordance with the corporate security policies, acceptable use policies and HR policies. 5. Configuration of the required video management system(s) to allow easy control and management of multiparty conferencing, infrastructure and endpoints as well as integration with third party systems such as mail servers and other collaboration systems. 6. Conduct User Acceptance Testing (UATs) and get the necessary approvals. 7. Provide a comprehensive vendor based support for the installed equipment. 8. Conduct project sign-off and commissioning. 1.5. Format of RFP Response and Other Information for Bidders
1.5.1 Acknowledgement of Bidding Documents BRITAM LIMITED invites Tenders for Video Conference Solution in accordance with the requirements set out in this document. Within two (2) working days (working day being any day of the week between Monday and Friday (0800- 1700 Hrs) excluding weekends and gazetted public holidays in the Republic of Kenya) of receipt of the RFP, a Bidder is required to acknowledge receipt of the RFP, and notify his intention to submit a bid by email to Britam Ltd to Procurement@britam.co.ke; mail will include the signed registration template above on page 3 Failure to do so shall be perceived as an intention not to submit a bid and the Bidder will be eliminated from the bid process, and required to destroy the RFP document in keeping with confidentiality requirements. The RFP contains the full list of goods and/or services Britam intends to purchase and/or contract. The bidder is not obligated to submit prices for all goods and/or services specified
Page 6 of 78
11/13/2013
herewith, but shall submit bids for the item(s) and/or services he has the capacity to supply, and intends to supply.
1.5.3 Cost of Bidding The Bidder shall bear all costs associated with the preparation and submission of his Tender. Britam Ltd will in no case be responsible or liable for such costs regardless of the conduct or outcome of the Bid process. 1.5.4 Bid Preparation and submission i. The Bid, including all supporting documentation shall be presented in the English Language. Any communication in a Language other than English shall be excluded from the Bid process.
Tenders should be put in plain sealed envelopes addressed as follows: RFP FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF A VIDEO CONFERENCING SOLUTION The bid documents shall be addressed to the following address and dropped at the tender box on 5th Floor Britam Centre, on or before the closing date.
The Procurement Manager Britam Head Office Mara / Ragati Road Junction, Upper Hill P O Box 30375-00100, Nairobi
And marked at the top DO NOT OPEN BEFORE WEDNESDAY 20TH NOVEMBER, 2013 AT 10.00AM ii. Offers must be submitted in two separate documents, a technical and commercial bid and must be submitted in separate files/envelopes, clearly identified as: The file with the technical proposal should be identified as follows: NAME OF THE COMPANY, TECHNICAL PROPOSAL The file with the commercial proposal should be identified as follows:
Page 7 of 78
11/13/2013
NAME OF THE COMPANY, COMMERCIAL/FINANCIAL PROPOSAL 2 Soft copies burned on CD and well labeled for each proposal are to be provided in the standard Microsoft Office suite of programs or Adobe Reader and delivered together with hard copy of the tender.
iii.
No soft copy submission of the bid shall be made through any electronic means prior to the bid opening. Any such submission will lead to disqualification of the bid.
1.5.6 Clarification of Tender Documents Should there be any doubt or uncertainty, the Bidder shall seek clarification directly from the Procurement Manager at procurement@britam.co.ke and the subject on the email should be clarification on the RFP FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF A VIDEO CONFERENCING SOLUTION i. ii. iii. iv. All responses from Britam to the Bidder shall be channeled through Procurement Manager. It is the responsibility of the Bidder to obtain any further information required to complete this RFP. Any clarification requests and their associated response will be circulated to all Bidders. The last date for receipt of requests for clarification from bidders is Monday, November 18th , 2013 at 2.00PM
1.5.7 Communication i. ii. The Bidder shall provide a single point of contact for all tender correspondence, which will be notified to Britam in the reply. From receipt of this RFP document, all correspondence in connection to this RFP, shall be in writing, and MUST only be directed to the Procurement Manager. Breach of this clause may result in a Bid being automatically rejected. Lobbying of any sort shall be treated as a breach of this clause and shall result in immediate disqualification of the bidder.
iii.
Page 8 of 78
11/13/2013
1.5.8 Presentation of Proposals Firms presenting bids that are considered substantially responsive may, if such bids are subsequently short-listed, be invited to make presentations of their proposed solutions in Britam Center, Upper hill Nairobi at their own cost. Britam will not reimburse any cost or expenses incurred in connection with the preparation or delivery of the RFP or visits to any office or site. 1.5.9 Amendment of Bidding Document At any time prior to the deadline for submission of bids, the Company, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment. All prospective Bidders that have received the bidding documents will be notified of the amendment in writing, and it will be binding on them. It is therefore important that bidders give the correct details in the format given on page 3 at the time of collecting/receiving the bid document. To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids, the Company may at its sole discretion extend the deadline for the submission of bids based on the nature of the amendments. 1.5.10. Deadline for Submission of Bids Bids sent by post shall be addressed to the Procurement Manager for receipt before 10.00am on Wednesday 20th November 2013
1.5.11. Currency, Pricing, Taxes and Incidental Costs a) All locally based supplier (those with registered offices in Kenya) shall, in all cases, quote their prices in Kenya Shillings and payments shall be made in the Kenya Shillings. All payments under the Contract resulting from this RFP process for goods and/or services that will be of local supply will be made in Kenya Shillings. b) All prices are to be inclusive of Value added Tax (VAT) and all associated taxes which should be clearly stated.
Page 9 of 78
11/13/2013
1.5.12 Responsiveness of Proposals The responsiveness of the proposals to the requirements of this RFP will be determined. A responsive proposal is deemed to contain all documents or information specifically called for in this RFP document. A bid determined not responsive will be rejected by Britam and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s). 1.5.13 Correction of Errors Bids determined to be substantially responsive will be checked by the Company for any arithmetical errors. Errors will be corrected by the Company as below: a. where there is a discrepancy between the amounts in figures and in words, the amount in words will govern, and b. where there is a discrepancy between the unit rate and the line total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern. The price amount stated in the Bid will be adjusted by the Company in accordance with the above procedure for the correction of errors. 1.5.14 Evaluation and Comparison of Bids Tender Evaluation shall be done on an item/service by item/service basis. Each Bid shall be evaluated on the basis of the information supplied in response to this document. Technical proposals will be evaluated prior to the evaluation of the financial bids. Financial bids of firms whose technical proposals are found to be non-qualifying in whatever respect may be returned unopened. 1.5.15 Supplier Section Process Received proposals will be evaluated by Britam immediately following the closing date. An interim short-list of the most viable and appropriate proposals will be drawn up by company and the suppliers concerned are to be given the opportunity of presenting their solutions to company on selected date(s) to be advised.
Page 10 of 78
11/13/2013
Proposals may subsequently be used as a basis for detailed negotiations concerning the specific scope and priorities for the work as well as the preparation of a development and implementation schedule and contract.
Britam reserves, at its sole discretion, the right to select or reject, either in totality or partially, any or all proposals made in the context of this RFP. Any such decisions made will be final and no correspondence will be engaged into, other than for the purpose of informing the bidders of the outcome of the process. 1.5.17 Confidentiality The Bidder shall treat the existence and contents of this RFP, and all information made available in relation to this RFP, as confidential and shall only use the same for the purpose for which it was provided.
The Bidder shall not publish or disclose the same or any particulars thereof to any third party without the written permission of Britam Ltd, unless it is to Bidders Contractors for assistance in preparation of this Tender. In any case, the same confidentiality must be entered into between Bidder and his Contractors.
On notification that Britam Ltd has not accepted a Bid, or on receipt of a written request, the Bidder shall securely destroy all copies of this document and shall confirm the destruction to Britam Ltd in writing to the Procurement Manager. The Bidder shall remain bound by these obligations of confidentiality and use , and the Bidders stated intention to submit a bid upon receipt of this RFP shall be deemed to be acceptance of such obligations. 1.5.18 Format for Technical Proposal General Information about the bidder The following general Supplier information is required: The name of the supplier and the address of the office directly concerned with the preparation of the proposal; The names of the person authorized to deal with all matters relating to the proposal.
Page 11 of 78
11/13/2013
Certified technical resources clearly indicating the certification areas and levels relevant to this proposal; The identified personnel who would be involved in the implementation of the solution and a summary of their key areas of expertise and experience; Current and proposed alliances in as far as the proposed solution is concerned Reference sites (Three) where similar system has been successfully implemented and are being used and where the Company would obtain references. The reference sites should be at least of a similar size and required scope as that of Britam or larger.
Key Implementation Aspects 1) The main tasks in the Project, including who would be responsible for carrying out what tasks. 2) Detailed draft Project Plan. 3) The suppliers view of Project Milestones and Time-scales. 4) The suppliers view of Implementation. 5) Expected dependencies and constraints. 6) User Training proposal 7) Service and Support a) Provided services b) During implementation c) Support capability statement and framework d) Partnership commitment Improvements Taking into account the requirements that Britam has outlined, please give a description of any improvements that you can recommend to: The projects scope and approach The underlying business processes The user requirements as specified and any technical capabilities of the proposed solution not covered
Page 12 of 78
11/13/2013
Commitment A Cover letter confirming that the RFP response has been submitted with full understanding of the terms in the RFP document and that the bidder commits to abide by those terms Response instructions The Supplier is asked to provide a point per point an answer to all requirements presented in this document The Supplier shall answer to the Technical Requirements, described with the following table template, according to following levels of compliance on the requirement: o Mandatory (M): The Compliancy statement shall be stated with a short description of the requirement implementation on the Tenderers Response Field o Optional (O): The requirement is optional and it should be supported as at May 2013. o Information (I): For information purposes. These are open questions and the Supplier is required to answer with a complete but clear and unambiguous answer. The intention of these questions is to obtain more background on a specific topic rather than asking for mere compliance. Applicable Release and Release Date Rel. AA.BB.CC M/O/I FC / PC / NC Date dd/mm/yyyy
REQ ID
Category
Question
Compliancy Response
Tenderer's Response
Suppliers are not permitted to modify the content or add parts/words to the RFP text, except in the compliance statement tables in the technical section and in the pricing tables. Compliancy statement to all and any particular requirements shall be given in one of three answers: o Fully Compliant (FC) o Partially Compliant (PC)
Page 13 of 78
11/13/2013
o Not Compliant
(NC)
Fully Compliant is assumed for all requirements in described in the respective paragraph and for a solution with commercial availability at the time of the response. If this is not the case a Partially Compliant response with the availability timescales should be given. All the answers should be explained in detail: it is mandatory for the Supplier to provide a supporting text response stating which part of the requirement is compliant and which part is not, or is on their roadmap. Documents shall not be attached in support of a response, except diagrams that shall be in JPEG, PNG or GIF format. A response to each requirement is mandatory as leaving any unanswered requirement will be considered as not compliant. In the absence of appropriate data, the Supplier is advised to make reasonable assumptions and clearly state it in the textual response provided.
Modifications and supplements Requirements stated herein are correct until the RFP event is conducted. However, Britam reserves the right to amend or add any requirements. Britam shall give the Supplier notice of any proposed changes through an Addendum.
All clauses within the SOC Document are deemed Mandatory and a response is expected for each. The Evaluation team can disqualify a bidders response due to failure on the part of the bidder to provide a response to a given clause 1.5.19 Format for Commercial Proposal The Financial proposal shall consist mainly of Costs and Man-Day durations and cost estimates, where appropriate, broken down by: i) ii) iii) iv) Software and Licensing Costs Implementation Costs Training Costs Ongoing Licensing Costs (New licenses fixed costs, Annual Subscription and renewal fees) v) Any other costs (please give details)
Page 14 of 78
11/13/2013
1.5.20 Commercial Approach Any contract resulting from this RFP will place emphasis on performance; achievement of objectives and deliverables; as well as time scales and cost. Any contract resulting from this RFP will be constructed to identify Britams and the Suppliers responsibilities and will include appropriate measures to motivate the would-be supplier to achieve successful completion. Any resultant contract shall include the general terms of contract as detailed in section 3, in addition to the specific terms to be agreed based on the successful proposal. It is the requirement of Britam that the proposed systems be within well-defined global standards and specifications and any systems purchased or developed under the auspices of this project will need to comply with these standards for information systems. To reduce project complexity and improve both Britams and the suppliers authority over the work, the company prefers to negotiate a contract with a single or prime supplier. However, the company may at its discretion, choose to award multiple contracts in the context of this project.
Page 15 of 78
11/13/2013
SECTION 2 DETAILED REQUIREMENTS
2.1
Scope
The current Britam network comprises of 2 Data Centers located in Nairobi and approximately 22 remote branches and 4 regional branches. The proposed videoconferencing solution must be able to support the main users at the Nairobi HQ as well as six remote branches two of which are outside the continent. Licensing & capacity The licensing model options offered by the solution must be clearly provided e.g. per CPU, core, client/server, per user, per device e.t.c. 2.2 Technical Requirements: The detailed requirements for this RFP are captured in the Statement of Compliance below: Head Office (H/O) Board Room Specifications Applicable Release and Release Date
REQ ID
Category
Question The video conference unit should support the following: 720p30 HD embedded Multisite with Individual Transcoding collaboration with UXGA and full 1080p HD LCD
Compliancy Response
M I
Tenderers Response The video conference unit should support the following performance features: H.323 and SIP up to 6 Mbps point-topoint. Optional resolutions from 720p to 1080p and support 60-fps.
M II
Tenderers Response
Page 16 of 78
11/13/2013
REQ ID
Category
Question The video conference unit should support the following monitor type: Dual display 55" Full HD LCD, 16:9, 1080 x 1920 resolution. BRITAM will provide the screen separately and the vendor is requested to give minimum requirements for the same. Vendor to provide and clearly quote for all accessories required to mount the system with BRITAM premises
Compliancy Response
Applicable Release and Release Date
M III
Tenderers Response M IV The video conference unit should support the following: Wall mount kit.
Tenderers Response The video conference unit should support the following video standards: H.261 H.264 H.263 H.263+
M V
Tenderers Response The video conference unit should support the following video inputs: HDMI input DVI-I Touch input device
M VI
Tenderers Response
Page 17 of 78
11/13/2013
REQ ID VII
Category
Question The video conference unit should support the following video outputs: HDMI outputs
Compliancy Response
Tenderers Response VIII The video conference unit should support the following video resolutions: 1280 x 768 @ 30 fps (WXGA) 1920 x 1080 @ 30 fps (1080p30) 1440 x 900 @ 30 fps (WXGA+) 1680 x 1050 @ 30 fps (WSXGA+) 1600 x 1200 @ 30 fps (UXGA) 512 x 288 @ 60 fps (w288p60) 768 x 448 @ 60 fps (w448p60) 1024 x 576 @ 60 fps (w576p60) 1280 x 720 @ 60 fps (720p60)
Tenderers Response IX The video conference unit should support the following audio standards: G.711, G.722, G.722.1, MPEG4 AAC-LD
Tenderers Response X M The video conference unit should support the following audio inputs: 2 x microphones. Stereo PC input.
Tenderers Response
Page 18 of 78
11/13/2013
REQ ID XI
Category
Question The video conference unit should support the following audio outputs: Stereo main audio. HDMI.
Compliancy Response
Tenderers Response XII M The video conference unit should support the following
Tenderers Response XIII M The video conference unit should support the following dual stream: H.239 (H.323) dual stream BFCP (SIP) dual stream
Tenderers Response IVX M The video conference unit should support the following protocols: H.323 SIP ISDN
Tenderers Response XV The video conference unit should support the following IP network Features: DNS lookup. QOS. IP adaptive bandwidth management. H.245 DTMF tones in H.323. NTP. URI dialing. 802.1x Network authentication.
Tenderers Response
Page 19 of 78
11/13/2013
REQ ID XVI
Category
Question The video conference unit should support the following security features: Management via HTTPS and SSH IP Administration Password Administration Password Network Settings protection
Compliancy Response
Tenderers Response XVII The video conference unit should support the following camera type: 12x optical zoom 1080P CAMERA. 1/3" CMOS. 12 x zoom. +15/-25 tilt, +/- 90 pan . 43.5 vertical field of view. 72 horizontal field of view . Focus distance 0.3minfinity. 1920 x 1080 pixels progressive @ 60fps. Tenderers Response Automatic or manual focus/brightness/whitebalance. Daisy-chain support. HDMI and HD-SDI output. Upside-down mounting with automatic flipping of picture.
Page 20 of 78
11/13/2013
REQ ID XVIII
Category
Question The video conference unit should support the following system management: Support for the Management Suit. Total management via embedded SNMP, Telnet, SSH, XML, SOAP. Remote software upload: via web server, SCP, HTTP, HTTPS. 1 x RS-232 for local control and diagnostics. Remote control and on-screen menu system.
Compliancy Response
Tenderers Response
Page 21 of 78
11/13/2013
Regional Office Board Room Specifications REQ ID Category Question The video conference unit should support the following: 720p30 HD embedded Multisite with Individual Transcoding collaboration with UXGA and full 1080p HD LCD Compliancy Response Applicable Release and Release Date
M I
Tenderers Response The video conference unit should support the following performance features: H.323 and SIP up to 6 Mbps point-topoint. Optional resolutions from 720p to 1080p and support 60-fps.
M II
Tenderers Response The video conference unit should support the following monitor type: 42" Full HD LCD, 16:9, 1080 x 1920 resolution. BRITAM will provide the screen separately and the vendor is requested to give minimum requirements for the same.
M III
Tenderers Response M IV The video conference unit should support the following: Wall mount kit.
Tenderers Response
Page 22 of 78
11/13/2013
REQ ID
Category
Question The video conference unit should support the following video standards: H.261 H.264 H.263 H.263+
Compliancy Response
M V
Tenderers Response The video conference unit should support the following video inputs: HDMI input DVI-I Touch input device
M VI
Tenderers Response VII M The video conference unit should support the following video outputs: HDMI outputs
Tenderers Response VIII The video conference unit should support the following video resolutions: 1280 x 768 @ 30 fps (WXGA) 1920 x 1080 @ 30 fps (1080p30) 1440 x 900 @ 30 fps (WXGA+) 1680 x 1050 @ 30 fps (WSXGA+) 1600 x 1200 @ 30 fps (UXGA) 512 x 288 @ 60 fps (w288p60) 768 x 448 @ 60 fps (w448p60) 1024 x 576 @ 60 fps (w576p60) 1280 x 720 @ 60 fps (720p60)
Tenderers Response
Page 23 of 78
11/13/2013
REQ ID IX
Category
Question The video conference unit should support the following audio standards: G.711, G.722, G.722.1, MPEG4 AAC-LD
Compliancy Response
Tenderers Response X M The video conference unit should support the following audio inputs: 2 x microphones. Stereo PC input.
Tenderers Response XI M The video conference unit should support the following audio outputs: Stereo main audio. HDMI.
Tenderers Response XII M The video conference unit should support the following
Tenderers Response XIII M The video conference unit should support the following dual stream: H.239 (H.323) dual stream BFCP (SIP) dual stream
Tenderers Response IVX M The video conference unit should support the following protocols: H.323 SIP ISDN
Page 24 of 78
11/13/2013
REQ ID
Category Tenderers Response
Question
Compliancy Response
XV
The video conference unit should support the following IP network Features: DNS lookup. QOS. IP adaptive bandwidth management. H.245 DTMF tones in H.323. NTP. URI dialing. 802.1x Network authentication.
Tenderers Response XVI The video conference unit should support the following security features: Management via HTTPS and SSH IP Administration Password Administration Password Network Settings protection
Tenderers Response
Page 25 of 78
11/13/2013
REQ ID XVII
Category
Question The video conference unit should support the following camera type: 12x optical zoom 1080P CAMERA. 1/3" CMOS. 12 x zoom. +15/-25 tilt, +/- 90 pan . 43.5 vertical field of view. 72 horizontal field of view . Focus distance 0.3minfinity. 1920 x 1080 pixels progressive @ 60fps. Automatic or manual focus/brightness/white balance. Daisy-chain support. HDMI and HD-SDI output. Upside-down mounting with automatic flipping of picture.
Compliancy Response
Tenderers Response XVIII The video conference unit should support the following system management: Support for the Management Suit. Total management via embedded SNMP, Telnet, SSH, XML, SOAP. Remote software upload: via web server, SCP, HTTP, HTTPS. 1 x RS-232 for local control and diagnostics. Remote control and on-screen menu system.
Tenderers Response
Page 26 of 78
11/13/2013
Call Control Server Specifications REQ ID Category Question The call control server should support the following capacity: support upto 2500 endpoints support upto 500 internal calls support upto 100 external alls support upto 1000 trunk/GK Compliancy Response Applicable Release and Release Date
M I
Tenderers Response The call control server should support the following main features: SIP and H.323 support, including SIP/H.323 gateway registered endpoints IPv4 and IPv6 support and Interworking SIP and H.323 interworking Bandwidth management on both a per-call and a total-usage basis URI and ENUM dialing through DNS Down-speeding option for calls that exceed the available bandwidth Flexible zone configuration with prefix, suffix, and regular expression support Can be clustered with up to call control server for capacity and redundancy Name clusters endpoint authentication Register control Administrator policy Setup wizard for initial configuration System administration through a web interface or console, SSH, and HTTPS Static NAT support
II
Page 27 of 78
11/13/2013
REQ ID
Question
Compliancy Response
M III
The call control server should support the following architecture: Secure appliance-based architecture Flash memory and hard drive ITU-T H.323v6 compliant ITU-T H.225v6 compliant H.460.18/.19 compliant Support for H.460.19 multiplexed media
Tenderers Response
Page 28 of 78
11/13/2013
REQ ID
Category
Question The call control server should support the following call registration mechanisms: Supports manual registration of H.323 and SIP endpoints and application-programminginterface (API) call control Supports H.225/Q.931, H.245 call control routed mode, and non-call routed mode Supports H.323-SIP Interworking Encryption. Supports H.323-SIP Interworking DuoVideo. Supports registration of H.323 ID and E.164 aliases and services Supports Unicode (UTF-8) registration for global implementation. Supports disconnect H.323 calls from the API interface. Supports URI dialing. Supports direct call signaling. Supports Call Policy Management (RFC 3880), including Call Policy and User Poli Supports conference hunting for multipointcontrol-unit (MCU) cluster support. Supports call routed mode. Supports call loop detection mode.
Compliancy Response
M IV
Tenderers Response The call control server should support the following interfaces: 4 X 10/100/1000 Ethernet ports (RJ-45). One console port.
M V
Tenderers Response
Page 29 of 78
11/13/2013
REQ ID
Category
Question The call control server should support the following network features: Supports DNS addressing. Supports IPv4 and IPv6. Support IPv4 and IPv6 translation.
Compliancy Response
M VI
Tenderers Response VII The call control server should support the following security features: Secure management: HTTPS, SSH, and SCP. Ability to lock down IP services. Authentication required on HTTP(S), Telnet, SSH, SCP, and serial port Compatible with H.235 v2- and v3-enabled H.323 devices H.235 authentication support Transport Layer Security (TLS) for SIP signaling Roles-based password-protected GUI user access Ability to disable root access over Telnet of SSH Ability to enforce strict passwords Tenderers Response VIII The call control server should support the following management features: Support for industry standards such as Telnet, HTTP(S), XML, SNMP, SCP, and SSH Setup wizard for initial configuration Support for the management software. Call logging and diagnostics. Support for logging. Time zone setting.
Page 30 of 78
11/13/2013
REQ ID
Question
Compliancy Response
IX
The call control server should support the following general features: The Call Control server should provide SIP proxy and call control as well as H.323 gatekeeper services. The call control server should open the world outside the firewall to organizations/users using video communications. Support work with any H.323 or SIP device. Easy deployment and high reliability. Can work with the firewall. Shall support multivendor Secure, reliable. Should have H.323 gatekeeper features Support SIP Proxy and SIP Registrar Support SIP trunk to the other GK/PBX/V. Support IPv4 and IPv6 translation . Support Policy-based call routing. Support URI and ENUM dialing. Support device authentication. Support SIP presence and user agents. Should Supports up to 2500 registered devices. Support URI dialing for scalability. Supports HTTPS, SSH, and SCP for management. Support clustering for redundancy.
Tenderers Response
Page 31 of 78
11/13/2013
Internet Gateway REQ ID Category Question The internet gateway should support the following capacity: Support up to 2500 endpoints. Support up to 500 internal calls. Support up to 100 external calls. Support up to 1000 trunk/GK. Compliancy Response Applicable Release and Release Date
M I
Tenderers Response The internet gateway should support the following main features: SIP and H.323 support, including SIP/H.323 gateway registered endpoints IPv4 and IPv6 support and Interworking SIP and H.323 interworking Bandwidth management on both a per-call and a total-usage basis URI and ENUM dialing through DNS Down-speeding option for calls that exceed the available bandwidth Flexible zone configuration with prefix, suffix, and regular expression support Can be clustered with up to call control server for capacity and redundancy Name clusters endpoint authentication Register control Administrator policy Setup wizard for initial configuration System administration through a web interface or console, SSH, and HTTPS Static NAT support
M II
Tenderers Response
Page 32 of 78
11/13/2013
REQ ID
Category
Question The internet gateway should support the following architecture: Secure appliance-based architecture Flash memory and hard drive ITU-T H.323v6 compliant ITU-T H.225v6 compliant H.460.18/.19 compliant Support for H.460.19 multiplexed media
Compliancy Response
M III
Tenderers Response
Page 33 of 78
11/13/2013
REQ ID
Category
Question The internet gateway should support the following call registration mechanisms: Supports manual registration of H.323 and SIP endpoints and application-programminginterface (API) call control Supports H.225/Q.931, H.245 call control routed mode, and non-call routed mode Supports H.323-SIP Interworking Encryption. Supports H.323-SIP Interworking DuoVideo. Supports registration of H.323 ID and E.164 aliases and services. Supports Unicode (UTF-8) registration for global implementation. Supports disconnect H.323 calls from the API interface. Supports URI dialing. Supports direct call signaling. Supports Call Policy Management (RFC 3880), including Call Policy and User Policy Supports conference hunting for multipointcontrol-unit (MCU) cluster support. Supports call routed mode. Supports call loop detection mode.
Compliancy Response
M IV
Tenderers Response The internet gateway should support the following interfaces: 4 X 10/100/1000 Ethernet ports (RJ-45) One console port
M V
Tenderers Response
Page 34 of 78
11/13/2013
REQ ID
Category
Question The internet gateway should support the following network features: Supports DNS addressing. Supports IPv4 and IPv6. Support IPv4 and IPv6 translation.
Compliancy Response
M VI
Tenderers Response The internet gateway should support the following security features: Secure management: HTTPS, SSH, and SCP. Ability to lock down IP services. Authentication required on HTTP(S), Telnet, SSH, SCP, and serial port. Compatible with H.235 v2- and v3-enabled H.323 devices. H.235 authentication support. Transport Layer Security (TLS) for SIP signaling. Roles-based password-protected GUI user access. Ability to disable root access over Telnet of SSH . Ability to enforce strict passwords.
M VII
Tenderers Response The internet gateway should support the following management features: Support for industry standards such as Telnet, HTTP(S), XML, SNMP, SCP, and SSH. Setup wizard for initial configuration. Support for the management software . Call logging and diagnostics. Support for logging. Time zone setting.
VIII
Page 35 of 78
11/13/2013
REQ ID
Question
Compliancy Response
Page 36 of 78
11/13/2013
REQ ID
Category
Question The internet gateway should support the following general features: The Internet gateway should provide SIP proxy and call control as well as H.323 gatekeeper services. The internet gateway should open the world outside the firewall to organizations/users using video communications. Work with any H.323 or SIP device Easy deployment and high reliability Can work with the firewall Shall support multivendor Secure, reliable Should have H.323 gatekeeper feature Support SIP Proxy and SIP Register Support SIP trunk to the other GK/PBX/VG Support IPv4 and IPv6 translation Support Policy-based call routing Support URI and ENUM dialing Support device authentication Support SIP presence and user agent NAT transparent shall support enable Secure traversal of any NAT firewall Registration of endpoints from the internet side Support NAT STUN discovery and STUN relay Firewall H.460.18/19 compliant Firewall STUN compliant URI and ENUM dialing Support Device authentication Support SIP presence and user agent Should Support up to 2500 registered Page 37 of 78 devices Support URI dialing for scalability
Compliancy Response
IX
11/13/2013
REQ ID
Question
Compliancy Response
Management System REQ ID Category Question The management system should provide the following: Complete management of on-site and remote video systems, including statistics, directories, booking and software updates Intuitive Web-based interface Manages network and video equipment from multiple vendors. Manages calls made on multiple protocols (IP using H.323 and SIP, ISDN, V.35 and mixed calls). Manages endpoints, MCUs, network infrastructure, and gateways directly Supports automatic creation of phone books, including Active Directory and H.350. Implements and manages automated software upgrades for video devices Easy mass configuration of systems. Complianc y Response Applicable Release and Release Date
M I
Tenderers Response
Page 38 of 78
11/13/2013
REQ ID
Category
Question The management system should provide the following monitoring and diagnostic features: Detailed system and conference records Intelligent diagnostics enabling rapid response. System summary page for fast access to most- used information Consolidated list of open tickets with links to recommended fixes. Integrated Network Monitoring Support Integrates with HP OpenView, IBM Tivoli, NetCool and any SNMP network monitoring tool. Event notification prevents and minimizes negative service level.
Complianc y Response
M II
Tenderers Response The management system should provide the following reporting tool: Track all system usage and identify trends packet loss, bandwidth usage, system auditing. Call Detail Records and Statistics (CDRs).
M III
Tenderers Response
Page 39 of 78
11/13/2013
REQ ID IV
Category
Question The management system should provide the following scheduling tool: Scheduling or ad-hoc calling for video, audio, Web and data conferences. Schedule conferences, book rooms and invite participants using Microsoft Outlook, or IBM Lotus Notes.
Complianc y Response
Tenderers Response V The server supporting the management system should have the following hardware and operating system requirements: Rack Mount Server. 1 - Pentium compatible processor -2GHz or higher. 2GB or more of RAM. 4GB of RAM if running on a 64 bit Operating system. Windows Server 2008 Standard 32 bit or 64 bit. 4GB minimum of hard disk space. .Net Framework 4.0 Support for 1Gbps NIC speeds or higher.
Tenderers Response
Page 40 of 78
11/13/2013
Multipoint Control Unit MCU Applicable Release and Release Date
REQ ID
Category
Question
Compliancy Response
Page 41 of 78
11/13/2013
REQ ID
Category
Question The Multipoint Control Unit (MCU) should support the following features: You can dial in or dial out through web server. You can use the MCU standalone or with an H.323 gatekeeper or SIP registrar or proxy. The MCU offers a configurable audio and video Auto-Attendant. Advanced continuous presence is standard on all ports. System should have 40 SD ports capacity Selection of the best layout is automatic. You can select individual layouts using remote control or webpages. More than 50 custom layouts are available. You can select the active speaker using remote control or voice activation You can make floor assignments through the webpage or management application. Far-end camera control tunneling is performed using remote control or the webpage. Sites are identified through text overlays. On-screen text messaging to individual or all sites is possible. Conference scheduling and reservation is built into the MCU application. You can have both on-demand and ad-hoc conferences. The MCU offers an automatic lecture mode.
Compliancy Response
You can preview the conference and individual cameras on webpages. RFP- VIDEO CONFERENCING Page 42 of 78 Connections to audio conferences can be automatic.
11/13/2013
REQ ID
Question
Compliancy Response
M II
The Multipoint Control Unit (MCU) should support the following content features: Dual video is available using H.239 or Binary Floor Control Protocol (BFCP). Content handover can be automatic or cooperative. Widescreen (16:9) is supported as well as 4:3 aspect ratio content. Options for content pass-through maximize capacity. Options for content transcoding maximize interoperability. Participants with no content support can receive transcoded content in the main video. The MCU offers H.239 and BFCP content sharing: Up to 1080p in H.264 Up to 720p in H.263
Tenderers Response The Multipoint Control Unit (MCU) should support the following bandwidth: Up to 4 Mbps with both H.263 and H.264 for each site in all conference modes, including advanced continuous presence.
M III
Tenderers Response
Page 43 of 78
11/13/2013
REQ ID
Category
Question The Multipoint Control Unit (MCU) should support the following video standards: H.261, H.263, H.263+, H.263++ H.264
Compliancy Response
M IV
Tenderers Response The Multipoint Control Unit (MCU) should support the following audio features: Wideband audio mixing Built-in and unloadable Auto-Attendant voice prompts Automatic gain control, adjustable gain, power indication, and individual audio mute using webpages
M V
Tenderers Response
Page 44 of 78
11/13/2013
REQ ID
Category
Question The Multipoint Control Unit (MCU) should support the following security features: Seven levels of access rights and privileges for users Strong password policy Personal identification number (PIN)protected conferences Conference locking Secure non-PC hardware and operating system AES encryption, 128-bit key, and H.235 SIP encryption TLS certificate verification Video firewall option - second Ethernet port Audit log Static ARP Certificate-based login with OCSP certificate checking
Compliancy Response
M VI
Tenderers Response
Page 45 of 78
11/13/2013
REQ ID
Category
Question The Multipoint Control Unit (MCU) should support the following system management features: XML management application programming interface (API). Management through embedded web server . RS-232 for local control and diagnostics. Syslog for diagnostics. Configurable event logs and full H.323 and SIP decoding. Configuration backup to network. Secure upgrades through Ethernet or .CompactFlash. Call detail records (CDRs). SNMP.
Compliancy Response
M VII
Tenderers Response The Multipoint Control Unit (MCU) should support the following localization and customization features: The MCU offers custom interactive voice response (IVR))/Auto-Attendant audio prompts and video titles. The MCU provides unicode conference and site names for on-screen display. The MCU provides custom web interface welcome messages.
M VIII
Tenderers Response
Page 46 of 78
11/13/2013
REQ ID
Category
Question The Multipoint Control Unit (MCU) should support the following design features: Standards-based and compatible with all major vendors endpoints. Software selectable between HD or SD video ports. System should have 40 SD ports Upgradable unit capacity using software port licenses. Ability to stack two units together for increased capacity Easy-to-use, versatile management interfaces. More than 50 custom layouts. Comprehensive wideband audio support. Support for both Session Initiation Protocol (SIP) and H.323 endpoints. Cisco TelePresence PacketSafe technology, which minimizes effects.
Compliancy Response
M IX
Tenderers Response
Content and Recording Server Applicable Release and Release Date
REQ ID I
Category
Question The content and recording server should support the following product compatibilities: Support for recording initiation from all standards-based endpoints
Compliancy Response
Tenderers Response
Page 47 of 78
11/13/2013
REQ ID II
Category
Question The content and recording server should support the following components: Simplified, common format, complete solution for streaming, all in one component.
Compliancy Response
Tenderers Response
Page 48 of 78
11/13/2013
REQ ID III
Category
Question The content and recording server should support the following recording features: Predefined template-based recording options Recording flexibility through a built-in webbased template editor Personal and system recording aliases for ultimate flexibility Support for automated creation of personal recording aliases Ability to record presentations or video from a live dual stream (H.264, H.239, or DuoVideo) Support for H.323 endpoints, multipoint control units (MCUs), gateways, and the Session Initiation Protocol (SIP) Ability to record up to five simultaneous H.323 or SIP video calls Ability to receive calls at up to 4 Mbps, up to 1080p high-definition (HD) resolution for the main camera and for the second input source Ability for calls to include main video or audio and H.264, H.239, or DuoVideo Transcoding of recorded calls into streaming and downloadable file formats, including Windows Media, Flash, and MPEG4 formats Recording of every call directly to disk for "offline" transcoding after the call completes Optional record start countdown Record PIN-protected MCU Conferences Personal sandbox for safe working on recorded content before publishing Optional automated email notifications to content owners on completion of recording Recording indicator on Cisco TelePresence MCU calls
Compliancy Response
Page 49 of 78
11/13/2013
REQ ID
Category
Question
Compliancy Response
Tenderers Response IV The content and recording server should support the following live and on demand video streaming features: Ability to live stream up to two calls (of the total five) in a single format and size Native Windows Media Streaming Server is embedded When integrated with customer-provided Wowza Media Server, the content server streams Flash* content. When integrated with customer-provided Apple Quicktime or Darwin Streaming Servers, the content server streams MPEG4 QuickTime content Flash and QuickTime Media can be viewed as a progressive download without external streaming servers Static URLs for live streaming of MPEG-4 for Flash content from a Wowza Media Server
Tenderers Response
Page 50 of 78
11/13/2013
REQ ID v
Category
Question The content and recording server should support the following streaming features: Live (unicast supported natively and multicast supported by external Microsoft Windows Media Server). On demand (unicast). Native support for streaming Microsoft Windows Media through an embedded Windows Media Server. Support for external streaming servers (Microsoft Windows Media Server, Wowza Media Server, and Apple QuickTime Streaming Server).
Compliancy Response
Tenderers Response VI M The content and recording server should support the following portable devices: Support for media download, then sync with Apple iPod and MPEG-4 capable devices
Tenderers Response
Page 51 of 78
11/13/2013
REQ ID VIII
Category
Question The content and recording server should support the following content library features: Download options. Really Simple Syndication (RSS) feed subscription to provide alternate access to content library. Searchable content library web interface, with thumbnail images and categories for easy content searching. Ability to preconfigure recording outputs, media access, metadata. Ability to share links to recording, allowing you to easily identify and share recordings. Ability to view live and recorded content through content viewer web interface and telepresence endpoints (PIN Protection available). Editable indexes. Content editor that enables trimming and joining recordings. Support for major web browsers (Internet Explorer, Mozilla Firefox, and Safari). Context-sensitive help in the interface. Simplified graphical template editor for easy creation of new recording templates. Automatic and manual bandwidth detection, to provide the best viewing experience for your Internet connection.
Compliancy Response
Tenderers Response
Page 52 of 78
11/13/2013
REQ ID IX
Category
Question The content and recording server should support the following content viewer features: An intuitive content viewer supports Windows Media, Adobe Flash, Microsoft Silverlight, and QuickTime plug-ins Multiple video layouts are supported, including: Switching layout Joined layout Fixed aspect ratio 16:9 joined layout Picture-in-picture video layout Stacked layout Dual-stream or still-image content is presented fully synchronized with the main video Video, audio, and content are fully synchronized Pause and seek in recordings
Compliancy Response
Tenderers Response X The content and recording server should support the following storage requirements: Large-capacity internal storage (600-GB hard disk in RAID 1 redundancy) Support for external network storage using network-attached storage (NAS)
Tenderers Response XI M English, French, Simplified Chinese, Japanese
Tenderers Response
Page 53 of 78
11/13/2013
Desktop Client Requirements The Desktop Client must be centrally deployed and managed. It must be automatically installed via a downloadable Web browser plug-in for Windows (XP, Vista, 7 and 8) and Mac OS. The solution must be able to scale seamlessly when M participants are joining via the Desktop Client. It must be able to install/deploy the components/modules as needed that enable the Desktop Client in both a central and distributed manner Tenderers Response
II
Vendor must be able to provide free and unlimited Desktop Client distribution. There must be no restrictions on who can deploy the client and no license will be required for each client.
Tenderers Response Mobile Client Requirements
Page 54 of 78
11/13/2013
I The Mobile Client must be available on the Apple and Android platforms. The mobile client must connect to the meeting, send and receive video, send and receive audio. It must be possible to encrypt all the media and signaling traffic using sRTP or HTTPS. Connection must be firewall friendly and support HTTP tunneling as well as connection behind a proxy. The only port that must be opened between the mobile client and the infrastructure is TCP 443. Mobile client must support 3G, 4G and Wi-Fi connections. A mechanism of intelligent bandwidth management must be present to accommodate for bandwidth variations that are frequent with mobile devices. Tenderers Response
Installation Requirements and services Applicable Release and Release Date
REQ ID
Category
Question The installation requirements should include: A planning phase with the requisite planning documentation in full.
Compliancy Response
Page 55 of 78
11/13/2013
REQ ID
Category
Question
Compliancy Response
Tenderers Response M II The installation requirements should include: A design phase with the requisite design documentation in full.
Tenderers Response The installation requirements should include: An implementation phase with the requisite documentation highlighting the step-by step configuration details of all equipment including initial equipment verification testing. Bidder will be responsible for the civil works involved in mounting the video conferencing screens & decoders and should clearly indicate the cost for the same. Aesthetics should be maintained in all rooms.
M III
Tenderers Response The installation requirements should include: A testing and optimization phase with the requisite documentation highlighting the test plans, test results, optimization processes and optimization results.
M IV
Tenderers Response The installation requirements should include: Technical documentation at all phases of the installation including as-built documentation after the implementation; clearly highlighting the implemented solution and any variations from the original design.
M V
Tenderers Response
Page 56 of 78
11/13/2013
Training Requirements Applicable Release and Release Date
REQ ID
Category
Question The training offered to support the videoconference solution should be: An instructor-led course delivered to Britam system administrators and/or IT staff designated for such training.
Compliancy Response
M I
Tenderers Response The training offered to support the videoconference solution should be: Delivered at a vendor certified center in compliance with the standard course structure and in line with educational best practices.
M II
Tenderers Response The training offered to support the videoconference solution should: Cover the entire implemented video conference architecture, components, functionality, features, and interoperability.
M III
Tenderers Response Please fill this text box with any relevant information that enrich the details of your proposal pointing to features, information and/or strong point of your technologies that could help us reach our goals.
Page 57 of 78
11/13/2013
SUPPORT REQUIREMENTS This part of document describes the Support Services to be provided by the Supplier during and after the warranty period. The Support Services concern all hardware and software licensed directly by the Supplier and shall consist of both provision of new software (Updates & Releases) and on-going software maintenance services. Advanced Support Services. Applicable Release and Release Date
REQ ID
Category
Question The Supplier shall provide a quick and reliable support system manned by experts.
Compliancy Response
M I
Tenderers Response The Supplier shall provide a three (3) year advanced support services for the products that includes diagnosis and replacements for any faulty parts.
M II
Tenderers Response
Page 58 of 78
11/13/2013
REQ ID
Category
Question The supplier shall provide hardware replacement options that offer rapid day-time hourly replacements as well as next business day replacements at no cost to Britam.
Compliancy Response
M III
Tenderers Response The supplier shall provide operating system software updates and upgrades ensuring compliance with best practices, interoperability as well as fixing of known and documented bugs.
M IV
Tenderers Response The supplier shall provide an online support system consisting of robust troubleshooting tools to ensure quick access to documentation and information to quickly resolve problems.
Page 59 of 78
11/13/2013
SECTION 3 - GENERAL CONDITIONS OF CONTRACT 3.1. Introduction Specific terms of contract shall be discussed with the bidder whose proposal will be accepted by the Company. The resulting contract shall include but not be limited to the general terms of contract as stated below from 3.2 to 3.17 and to Britams Standard Terms and Conditions of Contract. 3.2. Award of Contract
Following the opening and evaluation of proposals, the Company will award the Contract to the successful bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid. The Company will communicate to the selected bidder its intention to finalize the draft conditions of engagement submitted earlier with his proposals. After agreement will have been reached, the successful Bidder shall be invited for agreement and signing of the Contract Agreement to be prepared by the Company in consultation with the Bidder. 3.3. Application of General Conditions of Contract These General Conditions (sections 3.2 to 3.15) shall apply to the extent that they are not superseded by provisions in other parts of the Contract that shall be signed. 3.4. Bid Validity Period Bidders are requested to hold their proposals valid for ninety calendar (90) days from the closing date for the submission, or as specified in the RFP document. 3.5. Non-variation of Costs The prices quoted for the service and subsequently agreed and incorporated into the contract shall be held fixed for the contract period. 3.6. Performance Security 3.6.1. The Company may at its discretion require the successful bidder to furnish it with Performance Security in the amount specified in the accepted Bid. 3.6.2. The Performance Security shall be in the form of a Company guarantee issued by a commercial Company operating in Kenya and shall be in a
Page 60 of 78
11/13/2013
format prescribed by the Company. The performance guarantee shall be submitted within 10 days of notification of award. 3.6.3. The proceeds of the Performance Security shall be payable to the Britam Limited as compensation for any loss resulting from the Bidders failure to complete its obligations under the Contract. The Performance Security will be discharged by the Company not later than two months following the date of completion of the Bidders performance obligations, and the Companys acceptance of the final report as specified in the contract.
3.7.
Delays in the Bidders Performance 3.7.1. Delivery and performance shall be made by the successful Bidder in accordance with the time schedule as per Agreement. 3.7.2. If at any time during the performance of the Contract, the Bidder should encounter conditions impending timely delivery and performance of the Services, the Bidder shall promptly notify the Company in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Bidder's notice, the Company shall evaluate the situation and may at its discretion extend the Bidder's time for performance, with or without liquidated damages, in which case the extension shall be ratified by the parties by amendment of the Contract. 3.7.3. Except in the case of force majeure as provided in Clause 3.14, a delay by the Bidder in the performance of its delivery obligations shall render the Bidder liable to the imposition of liquidated damages pursuant to Clause 3.8.
3.8.
Liquidated damages for delay The contract resulting out of this RFP shall be incorporate suitable provisions for the payment of liquidated damages by the bidders in case of delays in performance of contract.
Page 61 of 78
11/13/2013
3.9.
Governing Language The Contract shall be written in the English Language. All correspondence and other documents pertaining to the Contract which are exchanged by the parties shall also be in English.
3.10. Applicable Law This agreement arising out of this RFP shall be governed by, and construed in accordance with the laws of Kenya and the parties submit to the exclusive jurisdiction of the Kenyan Courts. 3.11. Bidders Obligations 3.11.1. The Bidder is obliged to work closely with the Company's staff, act within its own authority, and abide by directives issued by the Company that are consistent with the terms of the Contract. 3.11.2. The Bidder will abide by the job safety measures and will indemnify the Company from all demands or responsibilities arising from accidents or loss of life, the cause of which is the Bidder's negligence. The Bidder will pay all indemnities arising from such incidents and will not hold the Company responsible or obligated. 3.11.3. The Bidder is responsible for managing the activities of its personnel, or subcontracted personnel, and will hold itself responsible for any misdemeanors.
3.11.4. The Bidder will not disclose the Company's information it has access to, during the course of the work, to any other third parties without the prior written authorization of the Company. This clause shall survive the expiry or earlier termination of the contract 3.12. The Companys Obligations In addition to providing Bidder with such information as may be required by the bidder to complete the bid submission, Britam shall, (a) Provide the Bidder with specific and detailed relevant information concerning the requirements. (b) In general, provide all information and access to Company's personnel;
Page 62 of 78
11/13/2013
(c) make available to the Bidder, for the Bidder's use in fulfillment of this Agreement, conventional office facilities for use by the employees of Bidder, if agreed and required; and (d) Appoint a coordinator who shall arrange any access to its information and staff required by Bidder for its performance under the contract, if agreed and required 3.13. Confidentiality The parties undertake on behalf of themselves and their employees, agents and permitted subcontractors that they will keep confidential and will not use for their own purposes (other than fulfilling their obligations under the contemplated contract) nor without the prior written consent of the other disclose to any third party any information of a confidential nature relating to the other (including, without limitation, any trade secrets, confidential or proprietary technical information, trading and financial details and any other information of commercial value) which may become known to them under or in connection with the contemplated contract. The terms of this Clause shall survive the expiry or earlier termination of the contract. 3.14. Force Majeure Definition of Force Majeure For the purposes of this Agreement, Force Majeure means an event which could not reasonably have been avoided by a diligent party in the circumstances, which is beyond the reasonable control of a party and which makes a partys performance of its responsibilities hereunder impossible or so impractical as reasonably to be considered impossible in the circumstances and includes, but is not limited to, war, riots, civil disorder, earthquake, storm, flood or adverse weather conditions, strikes, lockouts or other industrial action, terrorist acts, confiscation or any other action by government agencies. Negligence and intentional acts Force Majeure shall not include any event which is caused by the negligence or intentional action of a party or such partys subcontractors or agents or employees, or by a failure to observe good professional practice. Financial constraints Force Majeure shall not include insufficiency of funds or failure to make any payment required hereunder.
Page 63 of 78
11/13/2013
Performance excused The failure of a party to fulfill any of its obligations hereunder shall not be considered to be a breach of, or default under, this Agreement insofar as such inability arises from an event of Force Majeure, provided that the party affected by such an event has taken all reasonable precautions, due care and reasonable alternative measures, all with the objective of carrying out the terms of this Agreement. Duty to mitigate A party affected by an event of Force Majeure shall take all reasonable measures to remove such partys inability to fulfill its obligations hereunder with a minimum of delay. The parties shall take all reasonable measures to minimise the consequence of any event of Force Majeure. Notification A party affected by an event of Force Majeure shall notify in writing the other party of such event as soon as possible, and in any event not later than five (5) days following the occurrence of such event, providing evidence of the nature and cause of such event, and shall similarly give notice of the restoration of normal conditions as soon as possible. Consultation Not later than thirty (30) days after Supplier, as a result of an event of Force Majeure, has become unable to discharge a material portion of the Operations, the parties shall consult with each other with a view to agreeing on appropriate measures to be taken in the circumstances. 3.15. Dispute resolution 3.15.1 Amicable Settlement The parties shall use their best efforts to settle amicably any dispute arising from or in connection with the agreement resulting out of this RFP or the interpretation thereof. 3.15.2 Arbitration If the dispute has not been settled pursuant to the mediation within ten (10) days from when the mediation was instituted, any party may elect to commence arbitration. Such arbitration shall be referred to arbitration by a single arbitrator to be appointed by agreement between the Parties or in default of such agreement within fourteen (14) days of the notification of a dispute, upon the application of either Party, by the
Page 64 of 78
11/13/2013
Chairman for the time being of the Kenya Branch of the Chartered Institute of Arbitration of the United Kingdom.
Such arbitration shall be conducted in Nairobi in accordance with the Rules of Arbitration of the said Institute and subject to and in accordance with the provisions of the Arbitration Act 1995. To the extent permissible by Law, the determination of the Arbitrator shall be final, conclusive and binding upon the Parties hereto. Pending final settlement or determination of a dispute, the Parties shall continue to perform their subsisting obligations hereunder. Nothing in this Agreement shall prevent or delay a Party seeking urgent injunctive or interlocutory relief in a court having jurisdiction. 3.16. Payment Payment shall be on the Companys Standard payment terms which are 30 days after invoice date. Invoicing shall be at the certified completion and delivery of milestones as stipulated in the agreed project plan incorporated into the resultant contract.
Page 65 of 78
11/13/2013
SECTION 4 - ANNEXURES 4.1 BRITAM S SUPPLIER QUESTIONNAIRE
Bidders, willing to be considered for the award of the tender for SIEM Solution are expected to furnish the Company with among others the following vital information, which will be treated in strict confidence by the Company. 1.0 Corporate Information No. 1.1. PARTICULARS Full name of organization: RESPONSE
1.2.
Is your I) a public limited company? organization(Pl yes, please attach copies of ease tick one) the companys memorandum of association and articles including any change of name ii) Public listed company? If yes, attach copies as (i) above ii) A limited company? If yes, attach copies as (i) above iii) A partnership? Yes attach partnership deed iv) A sole trader? Yes attach business certificate v) other (please specify)
1.3.
Date of Registration:
Page 66 of 78
11/13/2013
1.4.
Full physical address of principal place of business:
Full postal of the principal place of business:
1.5.
Registered address if different from the above:
Post Code: 1.6. 1.7. 1.8. 1.9. 1.10. Telephone number: Fax number: E-mail address: Website address (if any): Company Tax PIN: (Kindly provide a copy of the PIN Certificate where applicable) 1.11. VAT Registration number: (Kindly provide a copy of the VAT Certificate where applicable) 1.12. Period in which you have been in the specific business for which you wish to be prequalified. Names of the Shareholders, Directors and Partners Kindly provide original copy of an official
1.13.
Page 67 of 78
11/13/2013
search report issued by the Registrar of Companies showing the directors and shareholders of the company (Companies For CR 12). The report should not be more than one month old. 1.14. Associated companies(if any)
1.15.
Provide the name Secretary/Auditors
companys
certified
1.16.
Please provide a copy of the most recent annual return together with a filing receipt (where applicable)
1.17.
Name of (ultimate) parent/holding company (if this applies): Companies Registry number of parent/holding company (if this applies): If a consortium is expressing interest, please give the full name of the other organization (the proposed consortium partners should also complete this questionnaire in its entirety)
1.18.
1.19.
1.20.
Contact person within the organization to NAME: whom enquiries about this bid should be TITLE directed: TEL: FAX: EMAIL:
Page 68 of 78
11/13/2013
2.0 No. 2.1
Financial Information PARTICULARS What was your turnover in the last two years? for year ended --/--/---2.2 for year ended --/--/----
Has your organization met all its obligations to pay its Yes / No creditors and staff during the past year? If No, please give details
2.3
Have you had any contracts terminated for poor Yes / No performance in the last three years, or any contracts where damages have been claimed by the contracting authority? If yes, please give details:
2.4
If No please explain why not:
2.5
What is the name and Name: branch of your bankers (who could provide a reference)? Branch:
Telephone Number: Postal Address: Contact Person Name:
Page 69 of 78
11/13/2013
Contact Position Contact E-mail: 2.6 Provide a copy of the following A copy of your most recent audited accounts (for the last two years) A statement of your turnover, profit & loss account and cash flow for the most recent year of trading A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position
Page 70 of 78
11/13/2013
3.0 No. 3.1
Business Activities PARTICULARS What are the main business activities of your organization? I.e. Manufacturer, Assembler, Distributor, service centre, retailer, (please specify).
3.2
How many staff does your organization have? ............ Indicate the number under each category i. ii. Technical (Permanent, Temporary) Semiskilled (Permanent., Temporary..)
3.3 Please generally describe the experience and expertise your organization possesses that will enable you to effectively and efficiently undertake the work you are bidding for as required by Britam Limited. Attach you company organ gram with emphasis on the job you are bidding for. Attach CVs of key staff Expatriate provide copies of valid work permit
Page 71 of 78
11/13/2013
4.0
Trade References
Please provide in the table below details of at least ten (3) projects you have undertaken relevant to the job you are bidding for performed over the last three (3) years, or that are relevant to this prequalification document.
No
Customer Organization (name)
Customer Contract Date contact name reference and contract and phone brief description: awarded number
Value of businesses transacted: (Kshs/USD)
5.0
Certifications, Accreditations and Approvals Detail any relevant certifications and accreditations by principals or accreditation bodies and attach copies of such certification. Such certifications may be for your company or for your individual staff as relevant to the work they do and the key skills for the service or goods you propose to supply.
6.0
Agencies and Partnerships a) Detail any agencies and partnerships that you have that are relevant to the categories of goods and/or services you are interested in supplying. b) List your primary sources of supply for goods that you propose to supply.
Page 72 of 78
11/13/2013
7.0
EVALUATION
(a) Mandatory Requirements For Pre-Qualification You shall be required to attach the following mandatory documents where applicable. i. ii. iii. iv. v. vi. vii. viii. ix. Certificate of Incorporation/Partnership deed/business Trading Certificate where applicable TAX PIN Certificate Certificate from relevant authorities where applicable VAT Certificate Tax Compliance certificate. List of Directors, telephone and their postal address Official Companies Registry Ownership Report CR 12 CVs of relevant Staff NB: Attach all the above documents
(b) General Requirements i. The returned documents must be bound and clearly marked as per clause 1.5.4 bid preparation and submission Britam will examine the documents to determine completeness, general orderliness and sufficiency in responsiveness. Suppliers shall not contact Britam on the matter relating to the prequalification process from the time of submission to the official communication of the results. Any attempts by the supplier to influence Britam in the evaluation shall result in disqualification of their application as suppliers. Pre-qualification will be based on meeting the following minimum criteria regarding the Applicants legal status, general and particular experience, personnel and financial position as demonstrated by the responses in the attached forms.
ii.
iii.
iv.
Page 73 of 78
11/13/2013
v.
The applicants should have registered offices and Britam reserves the discretion of visiting physical premises from which the applicant conducts business if so desired to confirm existence and capability to deliver the said goods/services. Suppliers who qualify according to the selection criteria will be invited to submit their quotations for the supply of goods/services as and when required depending on continuous performance.
vi.
(c) Additional Requirements i. ii. iii. Agents/Distributors shall provide copies of Letters of appointment by the manufacturers to be dealers. Kenya Bureau of Standards certifications /or equivalent where applicable. Attach catalogues and brochures for the items you wish to supply.
Page 74 of 78
11/13/2013
11.0
Declaration
I declare that to the best of my knowledge the answers submitted in this pre-qualification questionnaire (and any supporting documentation) is correct. I understand that any misrepresentation will render my organization ineligible to participate in any future business activities with Britam Limited.
FORM COMPLETED BY Name: Position (Job Title): Date: Telephone number: Email: Signature: Stamp/Seal
FORM WITNESSED BY Name: Position (Job Title): Date: Telephone number: Email: Signature: Stamp/Seal
Page 75 of 78
11/13/2013
4.4
BRITAM SUPPLIER CODE OF CONDUCT
1. GENERAL This Code is applicable to all Britam suppliers (hereinafter Supplier or Suppliers) and their employees (be they temporary, casual or permanent) and sub-contractors throughout the world. Britam requires all Suppliers to conduct their business dealings with Britam in compliance with this Code and in compliance with all laws applicable to the Suppliers business, wherever conducted. By entering into business transactions with Britam, the Supplier agrees to abide by the terms of this Code and acknowledge that compliance with this Code is required to maintain the Suppliers status as a Britam Supplier. Britam shall have the right to terminate any Suppliers contract for failure to comply with the provisions of this Code. Britam recognizes that local laws may in some instances be less restrictive than the provisions of this Code. In such instances Suppliers are expected to comply with the Code. If local laws are more restrictive than the Code, then Suppliers are expected to comply with applicable local laws. 2. PROVISIONS In particular, Suppliers must comply with the following: 2.1 Relations with competitors Suppliers will be required to comply with applicable antitrust or competition laws and will not engage in any restrictive trade practices. Suppliers will at all time act in a manner that will uphold and encourage healthy competition. The applicable anti-trust legislation with regard to Kenya operations is the Restrictive Trade Practices, Monopolies and Price Control Act (Cap 504 Laws of Kenya). 2.2 Bribes, Conflicts of Interest, Gifts and other Courtesies
2.2.1 Bribes Suppliers shall not make or offer bribes or payments of money or anything of value to any Britam employee or any other person including officials, employees, or representatives of any government or public or international organisation, or to any other third party for the purpose of obtaining or retaining business with Britam. For the avoidance of doubt Britam considers an act of bribery to include the giving of money or anything of value to anyone where there is belief that it will be passed on to a
Page 76 of 78
11/13/2013
government official or Britam employee for this purpose. Suppliers are required comply with all applicable local anti-bribery laws. 2.2.2 Gifts and other business courtesies Suppliers shall ensure that any expenditure incurred in relation to any particular Britam employee or government official is in the ordinary and proper course of business and cannot reasonably be construed as a bribe or so as to secure unfair preferential treatment. A general guideline for evaluating whether a business courtesy is appropriate is whether public disclosure would be embarrassing to the Supplier or Britam. Britam employees may accept unsolicited gifts from Suppliers provided: (a) they are items of nominal value Kshs 1500 or less, or (b) (c) they are advertising or promotional materials having wide distribution e.g. calendars, stationary etc; and Acceptance of the gift does not violate any applicable law.
2.2.3 Conflicts of Interest No supplier shall enter into a financial or any other relationship with a Britam employee that creates a conflict of interest for Britam. A conflict of interest arises when the material personal interests of the Britam employee are inconsistent with the responsibilities of his/her position with the company. All such conflicts must be disclosed and approval to the transaction given. 2.2.4 Compliance and implementation 2.2.4.1 Licenses and Returns The Supplier will be required to obtain and renew, in accordance with any law or regulations all permits, licenses and authorizations required for it to carry out its business. In addition The Supplier will be required to prepare and file any returns that it may be required to file under its incorporation statute, the Companies Act (Cap 486 Laws of Kenya) or applicable local or Kenyan revenue legislation. 2.2.5 Taxation, Financial Integrity and Retention of Records
2.2.5.1 The Supplier will comply with all revenue laws and will not evade tax. 2.2.5.2 Suppliers will be required to maintain accurate and reliable financial and business records and shall not have any false or inaccurate accounting books or records related
Page 77 of 78
11/13/2013
to Britam for any reason. Suppliers shall maintain all business records at the minimum in compliance with the provisions outlined by the Kenya Revenue Authority or local revenue authorities from time to time. 2.2.2.3. When any government investigation or audit is pending or ongoing then Suppliers will not destroy any relevant records until the matter has been investigated and closed. 3. VIOLATIONS If a Supplier becomes aware of any known or suspected improper behavior by another Supplier in relation to their dealings with Britam or if a bribe or other inducement is requested from a Supplier by any Britam employee or any other person with the promise of influencing Britams position as far as that Supplier is concerned or if the Supplier feels that a conflict of interests exists with one of Britams employees then all pertinent details should be reported in confidence to the following:
(i) (iii)
Contact Procurement
(ii) (iv)
Address procurement@britam.co.ke
4.
VARIATION Britam reserves the right to vary this Code at any time.
___________________________________________________________________
Page 78 of 78
11/13/2013

Supply Installation and Maintenance of A Video Conferencing Solution

Caricato da

Informazioni sul documento

Descrizione originale:

Titolo originale

Copyright

Formati disponibili

Condividi questo documento

Condividi o incorpora il documento

Opzioni di condivisione

Hai trovato utile questo documento?

Questo contenuto è inappropriato?

Copyright:

Formati disponibili

Supply Installation and Maintenance of A Video Conferencing Solution

Caricato da

Copyright:

Formati disponibili

BRITISH-AMERICAN INVESTMENTS COMPANY LTD

Release Date: Last Date for Receipt of bids:

Wednesday, November 13, 2013 Wednesday, November 20th, 2013 at 10.00am

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

SECTION 1 INTRODUCTION 1.1. Background

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

SECTION 2 DETAILED REQUIREMENTS

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Category Tenderers Response

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

Category Tenderers Response

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Category Tenderers Response

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Applicable Release and Release Date

RFP- VIDEO CONFERENCING

Category Tenderers Response

Applicable Release and Release Date

RFP- VIDEO CONFERENCING