Transcript
Bank of Mauritius REQUEST FOR PROPOSAL Boardroom Conferencing Technology 22nd August 2016
Index 1. 2.
Introduction .......................................................................................................... 4 Scope of project .................................................................................................... 4 Technical Proposal ...................................................................................................... 4 Financial Proposal ..................................................................................................... 13 3. Instruction to bidders .......................................................................................... 15 4. Commissioning ................................................................................................... 16 5. Terms of payment ............................................................................................... 16 6. Liquidated damages ............................................................................................ 16
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BANK OF MAURITIUS website: https://www.bom.mu
REQUEST FOR PROPOSAL
Boardroom Conferencing Technology 1. The Bank of Mauritius (Bank) invites proposals from eligible and qualified bidders for Boardroom Conferencing Technology, as more fully described in the bidding documents. 2. A complete set of the bidding documents in English along with the table plan in Computer-Aided Design (CAD) format can be downloaded from the Bank’s website at https://www.bom.mu. 3. A pre-bid meeting will be held at the Bank on Friday 9 September 2016 at 10:00 hours. Bidders, who wish to attend the pre-bid meeting, are requested to register by email to
[email protected] or write to The Chairperson, Tender Committee, Bank of Mauritius, Sir William Newton Street, Port Louis, Mauritius. 4. Bids must be deposited in the Tender Box B at the address below on or before Monday 19 September 2016 up to 15.00 hrs (local time) at latest. Electronic bidding shall not be permitted. Late bids will be rejected. Bids should be submitted in sealed envelopes with the words “Boardroom Conferencing Technology” clearly marked on the top left-hand corner. The Technical Proposal and the Financial Proposal should be provided in separate sealed envelopes within the main envelope and should be appropriately marked: The Chairperson Tender Committee Bank of Mauritius Sir William Newton Street Port Louis 5. Queries may be addressed to the Chairperson Tender Committee at the following email address:
[email protected]. 6. The Bank reserves the right to accept or reject any bid and to annul the bidding exercise and reject all bids without thereby incurring any liability to any bidder or any obligation to inform bidders of the grounds of its action. Bank of Mauritius 29 August 2016
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1.
Introduction
The Bank of Mauritius is currently in the process of acquiring technology to equip its boardroom table which has a seating capacity of 30. Some of the technology should be integrated in the boardroom table and the successful bidder will be expected to liaise with the supplier of the table during integration and provide any necessary information and assistance to the table manufacturer for the completion of the works. The boardroom technology should also consist of audio-visual equipment capable of broadcasting quality content.
A table plan in Computer-Aided Design (CAD) format is provided to help bidders select equipment which should fit exactly in the boardroom table. The resulting design should have an appealing and aesthetic look.
2.
Scope of project
This section describes the scope of the project detailing the requirements. At the same time it provides templates for responses. It is divided into two sub-sections:
i.
Technical Proposal
ii. Financial Proposal
Bidders should submit the Technical and Financial Proposals in separate documents and in separate sealed envelopes when submitting bids. The format suggested below should as far as possible, be used when providing a response.
Technical Proposal The bidder should make a technical proposal based on the requirements below. The table may be used as format in responding to the Technical Proposal. The bidder should indicate in the column at the right whether its proposal complies with the requirements.
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The bidder should provide details of the solution in the space just below e.g. the response to requirement REQ1 should be filled in row RESP 1, that of REQ2 in row RESP 2, etc...
REQ 1
End-point equipment (for user interaction) Comply (Y/N) Thirty (30) embedded and retractable passive monitors make Arthur Holm 12 inch retractable data monitor (reference: AH 12D 2A), and Three (3) embedded and retractable interactive monitors make Arthur Holm 12 inch retractable data monitor (reference: AH 12D 2A), with touch screen (at the head of the table and two adjacent seats); the three interactive monitors should have all features of a PC.
All thirty (30) monitors should provide each participant with a display to view presentations, videos, video conferencing counterparty, or any content coming from the centralised equipment (to be described further, next page) or from an external device e.g. laptop or tablet. Three (3) of the monitors will be kept as spare.
In addition the three (3) interactive monitors should have PC functionality as described above and it should be possible to display their content onto the projector or to the other monitors.
The bidder should provide licenses for Operating systems and Office applications and any other relevant software, if required.
RESP 1
Bidder to supply the monitor equipment as specified above and quantity stated above. No alternatives are allowed.
For the PC functionality, bidder to specify details of make and
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specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 2
Thirty-three (33) embedded microphones make Shure MX395 Microflex Low Profile Boundary microphones, one for each participant. The product should be compatible and integrate with the other components of the solution.
Thirty (30) will be installed on the table. Three (3) will be kept as spare. RESP 2
Bidder to supply the equipment as specified above and quantity stated above. No alternatives are allowed.
REQ 3
1 HD Projector (4K) to project HD images on Screen, minimum 7000 lumens capable of accepting and projecting 4K input resolution
RESP 3
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 4
1 Wireless and wired Interactive Presentation Gateway to allow a presenter to broadcast content from a laptop to the Projector or to other visual end-point equipment e.g. retractable monitor.
The presenter gateway should be accessible both:
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(i) Wirelessly, (ii) Or through cables e.g. HDMI or VGA which would be connected to the Architectural/data connectivity outlets (see REQ5 below)
RESP 4
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 5
Eight (8) Architectural data/power connectivity that is, power (UK), network socket, HDMI, VGA, USB outlets to plug an external device e.g. laptop which can be used for presentation by an external participant,
RESP 5
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been along with the bid. Bidder to advise on best location of Architectural data/power connectivity locations on the boardroom table.
REQ 6
Centralised content equipment (for producing content e.g. images and sound) Video Conferencing equipment capable of supporting, single and multi-point (minimum 4) communications, SIP/H.323 protocol, Firewall Traversal, and encryption, at least.
Multi-point facility should be on premises and not on cloud. RESP 6
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the
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equipment further e.g. brochures which would have been submitted along with the bid.
REQ 7
Blu-ray universal player or any equivalent media player,
RESP 7
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 8
Sound system consisting of a minimum of: -
audio digital matrix mixer,
-
recording system, and
-
amplifier,
or equivalent, to convey sound from microphones to output devices e.g. speakers.
The equipment should be able to control sound quality and to minimize noise.
A recording system should allow recording of discussions captured on the microphones.
RESP 8
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 9
Equipment for audio-conferencing. This equipment should be IP based and should connect to the Bank’s Cisco PBX system.
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It should also connect to the speakers for sound broadcasting and to the microphones to allow members present to communicate with an external party.
RESP 9
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 10
PC to broadcast powerpoint presentations, with a minimum of i7 Processor, 32Gb RAM, 500Gb Hard disk, network adapter and high performance graphics card.
The bidder should also provide licenses for Operating systems and Office applications and any other relevant software, if required.
RESP 10
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 11
Control equipment (For controlling the above equipment and their content) Equipment to control all end-point equipment e.g. switch on/off projector, deploy screen,
lift
monitors and microphones
automatically, using a centralised console in the form of a tablet or equivalent.
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RESP 11
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 12
Media Matrix switcher to control output from centralized equipment or other sources e.g. external participant laptop, to end-point equipment, or from video conferencing equipment to retractable monitors. The system should cater for a maximum number of relevant combinations.
RESP 12
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the equipment further e.g. brochures which would have been submitted along with the bid.
REQ 13
Cabling and accessories.
RESP 13
Bidder to specify details of make and specifications. Bidder should also make references to any document which details the items further e.g. brochures which would have been submitted along with the bid.
REQ 14
Services The complete design, supply, installation, programming, testing and commissioning of the boardroom technology and integration of the boardroom technology with the boardroom table.
RESP 14
Bidder to provide a detailed plan of the proposed installation
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with the equipment interlinked. Bidder should also propose a project plan taking into account delivery times of equipment, and integration with table.
REQ 15
All boardroom technology components should fit in the boardroom table, and the existing CAD table plan should be modified accordingly to reflect the proposed design. This modified design will be submitted to the table manufacturer.
RESP 15
Bidder to provide a detailed CAD drawing in electronic CAD format with the proposed equipment integrated in the CAD drawing. The bidder should submit the electronic CAD drawing on a CD/DVD.
REQ 16
The bidder shall supply all measurements of boardroom technology components to the boardroom table manufacturer including equipment and passageways of cables,
RESP 16
Bidder to provide all above measurements, and include them in the existing CAD table plan which will be modified by the bidder and submitted.
REQ 17
The bidder shall assist and work with the boardroom table manufacturer during the setup of the table to successfully integrate the technology with the boardroom table.
RESP 17
By replying ‘Y’, the bidder provides an undertaking to the Bank that it will assist the table manufacturer in the setup of the table and the integration of the technology to the boardroom table.
REQ 18
The bidder shall provide onsite support within 4 hours in case of breakdown of equipment, from a local presence.
RESP 18
By replying ‘Y’, the bidder provides an undertaking to the Bank that it will provide onsite support within 4 hours of breakdown being reported to it. It should specify by whom the support will be provided (by bidder or any sub-contractor, and to state the name
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of the company and contact details) REQ 19
Eligibility Bidder should provide a cover letter, signed by a responsible officer and providing contact details of the company (company name, company address, phone, and email),
RESP 19
Bidder to provide cover letter as specified above.
REQ 20
Bidder should provide two copies of the proposal: an original and its copy,
RESP 20
Bidder to provide bids in two copies.
REQ 21
Bidder should provide names of staff to be involved in the implementation/installation of the equipment at the Bank and their qualifications and experience,
RESP 21
Bidder to submit the names of staff and their qualifications and experience
REQ 22
Bidder should submit names of partner firms and subcontractors, if any,
RESP 22
Bidder to provide the name of partner firms or subcontractors in case it is engaging with partners and/or subcontractors
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Financial Proposal The bidder should make a financial proposal based on design proposed. The tables below may be used as format in responding to the Financial Proposal. There are four tables:
Eligibility checklist: the financial proposal should comply with the terms of the Eligibility checklist,
Packing list and costs: It should contain both the cost of equipment and services, inclusive of taxes,
References of similar projects: it should list at least 2 similar projects implemented by the company,
Maintenance plan over 5 years
Eligibility Checklist (Y/N) 1. All pages of the original financial proposal to be signed, 2. Quotations inclusive of any taxes, if any, 3. All prices in Mauritian Rupees (MUR) inclusive of VAT 4. Validity of offer of at least 90 days 5. All equipment to be covered by a minimum of 1 year warranty.
Packing list and Costs Code
Item Description
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Cost (MUR)
References of Similar Projects Company name
Location
Cost of project
Start and end date
Maintenance plan over five years Year
1
Cost in MUR
Comment
Nil
Equipment should be Under Warranty
2 3 4 5 6 TOTAL
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3.
Instruction to bidders It is mandatory for bidders to respond to all requirements as set out in “Section 2 – Scope of project” and as far as possible use the format proposed.
Bidders shall submit separate documents for Technical proposal and for Financial proposal, in separate envelopes.
Failure by bidders to submit all information may result in their proposal being rejected.
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4.
Commissioning
Bidders are required to prepare all necessary commissioning documents in duplicate and submit same to the Bank during the installation and testing period, for verification by staff of the Bank. Commissioning is deemed complete when the equipment is successfully installed, tested, used successfully for a period of 1 week, users and technical staff trained and commissioning document signed.
5.
Terms of payment
The term of payment will be as follows: 20% on allocation of contract, 30% on delivery of equipment, 40% on commissioning, 10% one-year post commissioning, following satisfactory use of equipment.
6.
Liquidated damages
The contractor will pay liquidated damages for delays in delivery of the works up to a sum equal to 0.5% of the value of the undelivered goods to the Bank for each day that delivery is delayed up to a maximum of 10% of the contract amount.
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