establishment of video conferencing in sindh (phase-ii) on

Information, Science & Technology Department
Government of Sindh
Request for Proposal (RFP)
ESTABLISHMENT OF VIDEO CONFERENCING
IN SINDH (PHASE-II)
ON TURNKEY BASIS
(Complete Package)
NAME OF COMPANY:_________________________________________________
ADDRESS:_________________________________________________________
PHONE NO:________________________________________________________
E-MAIL:___________________________________________________________
CONTACT PERSON:__________________________________________________
1
N.B
The bidder is expected to examine the Bidding Documents, including all instructions, forms, terms,
specifications and charts/drawings. Failure to furnish all information required by the Bidding
documents or submission of a Bid not substantially responsive to the Bidding Documents in every
respect would result in the rejection of the Bid.
2
Definitions
In this Contract, the following terms shall be interpreted as indicated:
"Commencement Date of the Contract" means the date of signing of the Contract between the Purchaser and
the Contractor.
"Contract" means the agreement entered into between the Purchaser and the Contractor, as recorded in the
Contract Form signed by the parties, including all Schedules and Attachments thereto and all documents
incorporated by reference therein.
"Contract Price" means the price payable to the Contractor under the Contract for the full and proper
performance of its contractual obligations.
"Contractor" means the individual or firm whose bid has been accepted by the Purchaser and the legal
successors, in title to the Contractor.
"Contract Value" means that portion of the Contract Price adjusted to give effect to such additions or
deductions as are provided for in the Contract, which is properly apportion able to the Software or Services in
question.
"Purchaser" means the Information Technology Department, Government of the Sindh, Karachi - Pakistan.
"Services" means services, such as testing, training and other such obligations of the Contractor covered
under the Contract.
"Works" means all Software / Hardware to be provided and services to be rendered & work to be done by the
Contractor under the Contract.
3
INVITATION TO BID
Information, Science & Technology Department Government of the Sindh (hereinafter referred to as Purchaser), invites
sealed bids from eligible bidders for turnkey solution for the project “Establishment of Video Conferencing System in
Sindh
(Phase-II)”.
Tender Bids in sealed envelopes as per information are required. Proponents applying for bids should submit duplicate
Financial Proposal and Technical Proposal in two separate envelopes with clear marking of “Technical Proposal” and
“Financial Proposal”. The interested bidder must have valid NTN also. Only Income Tax, Sales Tax and SRB registered
firms are eligible to participate.
1.
The bidder must quote for the complete scope of work. The bid offering partial scope of work shall be rejected as
non-responsive.
2.
The Technical Proposal should contain all the bid items without quoting the price and must list firm’s clientele,
resumes / CV’s of the engineering team. Financial bids of Firms not obtaining minimum passing criteria on
Technical basis will not be opened.
3.
Interested eligible bidders may obtain further information on the bid and inspect the bidding documents at
the office of Section Officer (General), Information, Science & Technology Department Government of the
st
Sindh, 1 Floor, Building No. 6, Sindh Secretariat, Shahra e Kamal Ataturk, Karachi, Tel: +92-21-9921-3827 /
Fax: +92-21-99214-14.
4.
All bids must be accompanied by an earnest money (2.5%) of total bid amount, and must be accompanied
with the financial offer. Bid without bid security of required amount and prescribed form shall be rejected.
5.
Information, Science & Technology Department Government of the Sindh will not be responsible for any costs
or expenses incurred by bidders in connection with the preparation or delivery of bids.
6.
The Bid prices and rates are fixed during currency of contract and under no circumstance shall any contractor
be entitled to claim enhanced rates for any item in this contract.
7.
Bidders shall submit Bids, which comply with the Bidding Documents. Alternative Bids will not be considered.
The attention of bidders is drawn to the provisions of Clause on “Determination of Responsiveness of Bid”
regarding the rejection of Bids, which are not substantially responsive to the requirements of the Bidding
Documents.
8.
The Procuring Agency shall have right of rejecting all or any of the tenders as per provisions of SPPRA Rules.
9.
All prices quoted must include any Taxes applicable, such as Income Tax, GST etc. If not specifically mentioned
in the Quotation, then it will be presumed that the prices include all the taxes.
10. Execution/installation of all the components of the Bid will be at prescribed sites mentioned at annexure-A&B.
11. Failure to Complete the Task within the stipulated time period will invoke penalty of 0.025% of the total cost
per day. In addition to that, Security Deposit (CDR) amount will be forfeited and the company will not be
allowed to participate in future tenders as well.
12. Participating Companies/ Organizations may discuss the query (s), if any during the pre-bid meeting which
th
would be held on 12 March, 2014 at 2:00 pm at the Committee Room of the Information, Science &
Technology Department Government of the Sindh and shall be rectified in the same meeting.
Section officer (General)
Information Technology Department
Government of Sindh
4
BID FORM
To
Secretary,
Information, Science & Technology Department Government of the Sindh
Government of Sindh
Karachi
Sir:
Having examined the bidding documents, the receipt of which is hereby duly acknowledge, for the above Contract, we, the
undersigned, offer to supply, deliver, test and impart training in conformity with the said bidding documents for the Total
Bid Price.
Pak Rupees (in figures
in words
)
or such other sums as may be ascertained in accordance with the Price Schedule attached hereto and made part of this Bid.
We undertake, if our Bid is accepted, to complete the Works in accordance with the Contract Execution Schedule.
If our Bid is accepted, we will provide the performance security in the sum equivalent to 10% of the Contract Price for the
due performance of the Contract.
We agree to abide by this Bid for the period of ninety (90) days from the date fixed for bid opening of the Instructions to
Bidders, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.
Until a formal Contract is prepared and executed, this Bid, together with your written acceptance thereof in your
Notification of Contract Award, shall constitute a binding Contract between us.
We understand that you are not bound to accept the lowest-priced or any Bid that you may receive.
Dated this-------------day of ------------------2014
-------------------------------BIDDER
WITNESS
Signature --------------------------
Signature ----------------------------
Name-------------------------------n
Title:-------------------------------
Name --------------------------------
Address.---------------------------
Address-----------------------------
Title----------------------------------
5
BID SECURITY FORM
WHEREAS ----------------------------------------------------- (hereinafter called "the Bidder" has submitted its bid dated ------------for the project “Establishment of Video Conferencing System in Sindh (Phase-II) ”, (hereinafter called "the Bid").
KNOW ALL MEN by these presents that We ------------------------------------(Name of Bank) of ------------------(Name of Country)
having our registered office at ---------------------------(address of Bank) hereinafter called "the Bank") are bound into the
Information Technology Department, Government of Sindh, , Karachi, Pakistan (hereinafter called "the Purchaser") in the
sum of ----------------------------------------------------, for which payment well and truly to be made to the said Purchaser, the Bank
binds itself, its successors and assigns, by these presents.
Sealed with the Common Seal of the Bank this---------------day of-------, 2014
THE CONDITIONS of this obligation are:
1.
If the Bidder withdraws its Bid during the period of bid validity specified by the Bidder on the Bid Form; or
2.
If the Bidder does not accept the corrections of his Total Bid Price; or
3.
If the Bidder, having been notified of the acceptance of its Bid by the Purchaser during the period of bid
validity:
(a)
Fails or refuses to furnish the performance security, in accordance with the Instructions to
Bidders; or
(b)
Fails or refuses to execute the Contract Form, when requested. or
We undertake to pay to the Purchaser up to the above amount, according to, and upon receipt of, its first written demand,
without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the
amount claimed by it is due to it owing to the occurrence of one or both or all the three above stated conditions, specifying
the occurred condition or conditions.
This guarantee will remain in force up to -----------------------------------2014, the period of bid validity, and any demand in
respect thereof should reach the Bank not later than such date.
(NAME OF BANK)
By----------------------------(Title)
Authorized Representative
6
PERFORMANCE SECURITY FORM
To,
Information Technology Department
Government of Sindh
Karachi-Pakistan
WHEREAS
(Name of the Contractor)
-------------------------------------------------------------------------------------------------Hereinafter called "the Contractor" has undertaken, in pursuance of the bid for project “Establishment of Video
Conferencing System in Sindh (Phase-II)”, dated__________2014, (hereinafter called “the Contract").
AND WHEREAS it has been stipulated by you in the Contract that the Contractor shall furnish you with a bank guarantee by
a recognized bank for the sum specified therein as security for compliance with the Contractor's performance obligations in
accordance with the Contract;
AND WHEREAS we have agreed to give the Contractor a Guarantee:
THEREFORE WE hereby affirm that we are Guarantor and responsible to you, on behalf of the Contractor, up to a total of
___________________________ (Amount of the guarantee in words and figures), and we undertake to pay you, upon
your first written demand declaring the Contractor to be in default under the Contract, and without cavil or argument, any
sum or sums as specified by you, within the limits of ____________________________(Amount of Guarantee) as aforesaid
without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.
This guarantee is valid until ________ day of _______, 2014, or twenty-eight (28) days of the issue of the Defects Liability
Expiry Certificate, whichever is later.
[NAME OF GUARANTOR]
Signature
__________________________________
Name
__________________________________
Title
__________________________________
Address
__________________________________
__________________________________
Seal
__________________________________
7
1. General Terms & Conditions

Bids not confirming to the terms, conditions and specifications stipulated in this RFP will be rejected.

Proposal after due date and time will not be accepted for any reason.

The bid must have two separate components;
1. Technical bid including all technical information of the products and solutions required in the project.
2. Financial bid providing price structure of each equipment and overall price of the project.

Technical and financial proposals should be in separate sealed envelopes.

Proposals must not be sent by Facsimile or e-mail. Such submissions will not be accepted for any reason.

This is a turnkey solution so the vendor shall be responsible to provide any unforeseen requirement of the
project for the establishment of Video Conference setup and to provide support at-least 3 years. Contractor
will be responsible to successfully operation and technical support for at-least 3 years.
(i)
Bid Security
A bid security, in the shape of a Bank Draft/Pay Order/Bank guarantee in favor of Section Officer (General),
Information, Science & Technology Department Government of the Sindh, equivalent to 2.5 % of the total
cost of bid should be submitted along with the tender.
(ii)
Validity of the proposal
All proposal and price shall remain valid for a period of 90 days from the closing date of the submission of
the proposal. However, the responding organization is encouraged to state a longer period of validity for
the proposal.
Currency
All currency in the proposal shall be quoted in Pakistani Rupees (PKR). The Bid prices and rates are fixed
during currency of contract and under no circumstance shall any contractor be entitled to claim enhanced
rates for any item in this contract.
(iii)
(iv)
Withholding Tax, Sales Tax and other Taxes
The responding organization is hereby informed that the Government shall deduct tax at the rate
prescribed under the tax laws of Pakistan, from all payments for services rendered by any responding
organization who signs a contract with the Government. The responding organization will be responsible
for all taxes on transactions and/or income, which may be levied by government. If responding organization
is exempted from any specific taxes, then it is requested to provide the relevant documents with the
proposal.
(v)
OEM relationships & Warranties
All Hardware & equipment should have warranty by Principle, including parts and labor in the following
manner:
 3 Year Parts & labor Warranty
 The equipment supplied should be through verifiable distribution channel in Pakistan.
 All Management Software provided with the equipment should have warranties for three year against
defects/bugs as well as updates.
 Original CDs of all licensed software should be provided.
 The responding organization (RO) or one of the Joint Bidding company to be authorized Partner/
Reseller, OF THE ORIGINAL MANUFACTURER.
(vi)
Support Capabilities
Responding organization should indicate the support capabilities for the provided equipment and hardware in
the following format:
1
Item
Imported Equipment / Hardware
2
Local Equipment / Hardware
Action Item
Replacement
Repair
Re-Configuration
Backup Replacement
Replacement
Repair
Re-Configuration
Backup Replacement
8
Response Time (in Hours)
(vii)
Compliance to Specifications
The Responding Organization (RO) to provide information as per (Compliance sheet). RO may not propose any
kind of refurbished Hardware / components in their technical proposals. RO will be consider disqualify in case
of non-compliance the specification of hardware as mentioned in this RFP.
(viii)
Financial Capabilities
The RO(s) shall describe the financial position of its organization. Income Statement or Report should be
included in the detailed Technical proposal.
(IX)
Penalty Clause
It is utmost importance that schedule to tender should be filled in very carefully and the instructions set forth
above, scrupulously complied with failing which the offer will be ignored. In case of non-completion of supply
within stipulated period Earnest Money will be forfeited in favor of the Information Technology Department
Sindh, Karachi.
 An affidavit that the firm has not been entangled in litigation with any client during the last 5 years.
 An affidavit that the firm has never been blacklisted by any Government Department.
 Liquidated damages of 0.025% per day of the contract price per day will be deducted for delayed delivery
of hardware and Services.
(X)
Delivery Time and Payment Mode

20 weeks after issuance of work order and signing the Contract agreement.

The payment shall be released as per the invoice of actual work done, submitted by the vendor, Which
will be paid after completion of all formalities in accordance with the rules and subject to available budget
released by Finance Department, Government of Sindh. No any advance payment shall be made.

The technical offer must be submitted in duplicate with the following documents.
1.
Company Profile with complete address, telephone No. Fax. No. and e-mail address and contact
person.
2.
Letter or Agreement of authorized Partner from the principal of this region to install, integrate and
operate such systems.
3.
Partnership / Reseller letter or agreement copy which authorize Bidder to sell or market the
Proposed Video Conference products in Pakistan.
4.
Drawings, operational manuals and brochures of the products and services offered.
5.
Complete schedule of supply, installation, testing and commissioning is to be provided.
6.
Ability to provide after sales support.
7.
Details of Installed Infrastructure if available at Bidders office for Online Backup support.
8.
Hot Spare or Back-up Units Details (For this Project).
9
SELECTION CRITERIA
A single-stage-two envelope bidding procedure will be used for the final selection of the vendor for the supply,
installation and commissioning of the “Establishment of Video Conferencing System in Sindh (Phase-II)” at the
prescribed locations. In this process all the vendors will be evaluated on the basis of technical proposal, suitability
determined on the basis of submitted technical proposal and technical presentation as well as the ability to maintain
the system on Turnkey basis according to the objectives of the object alongwith the following parameters;

Final selection shall be based on the assessment of Technical and Financial proposals .

Bidders shall be required to obtain at least 80% Technical Marks to qualify for the evaluation of Financial
Bids.

After evaluation of the technical proposals, the financial proposals of the technically qualified successful
bidders will be opened publicly in Information, Science & Technology Department Government of the
Sindh. Date and time for this will be communicated to successful bidders of technical evaluation.

The bid security money of the successful bidder will be released after the submission of
completion certificate issued by the stake holders /Information, Science & Technology Department
Government of the Sindh, and after warranty period Government of Sindh.

All/any terms and conditions not specified here shall be dealt with reference to pertinent SPPRA rules
2010-11.
2. Instructions for Responding Organizations
(i)
Communication
Enquiries regarding this RFP shall be submitted in writing to:
Section Officer (General)
Information, Science & Technology Department Government of the Sindh
1st Floor, Building No. 6, Sindh Secretariat, Shahrah e Kamal Ataturk, Karachi
Tel:
+92-21-9921-3827
Fax:
+92-21-9921-1414
(ii)
Submission of Proposal
th
o
The complete Technical & Financial proposals (2 copies each) should be submitted on or before 20
March, 2014 at 1.00 pm pm at the address given below:
Section Officer (Gen.)
Information, Science & Technology Department Government of the Sindh
1st Floor, Building No. 6, Sindh Secretariat, Shahrah e Kamal Ataturk, Karachi
Tel:
+92-21-9921-3827
Fax:
+92-21-9921-1414
o
The responding organization shall deliver 2 (two) copies of the technical & financial proposal each copy
being physically separated, bound, sealed and labeled as “Technical Proposal” & “Financial Proposal” (one
master and one copy), labeled as such on their respective envelopes.
o
The format for submission of BOQ in proposal is attached as Annexure-A. Please provide original
brochures of all the equipment proposed.
o
Proposals shall be delivered by hand or courier so as to reach the address given above by the last date
indicated for submission. PROPOSALS RECEIVED BY FAX OR EMAIL SHALL NOT BE ACCEPTED.
o
(iv)
The Bank Draft for Bid Bond to be enclosed in a separate envelope, labeled as “Bank Draft (Bid Bond)”,
and which should be sealed. Proof of Sales Tax and NTN numbers should also be provided. (Please provide
photocopies of relevant documents).
Opening of Proposals
th
The proposals submitted against the subject RFP will be opened on 20 March, 2014 at 2:00 pm in front of
the Procurement Committee of Project and in the presence of bidders who wish to remain present. Initially
Technical proposal will be opened for Technical evaluation.
10
Evaluation and Comparison of Technical and Financial Bids



Bidders who have been qualified on the basis of the preliminary evaluation shall be eligible for a detailed
evaluation.
The Purchaser will evaluate and compare the bids that have been determined to be substantially responsive.
The evaluation will be performed assuming the Contract will be awarded to the lowest cost Evaluated Bidder
for the entire project .

The Purchaser's evaluation of responsive bids will take into account technical factors. The weights will be used
in the evaluation of bids:
Description Weights
Technical Evaluation 80%
Basis of Evaluation and Comparison of Bid
The Technical and Financial Bids shall be evaluated on the basis of following parameters.
S.#
Evaluation Parameter
Marks
Company Profile
1
1.A
1.B
1.C
1.D
1.E
1.F
Following are need to be mentioned in proposals Financial Strengths,
General Standing in the business and market, list of clients and
achievements, registration and affiliations etc.
Technical Proposal
Team Qualification
700/560
100
Role
20
Resume
20
Should have adequate number of resources been allocated for each
role. Proposed Team with hierarchy for the Video Conferencing
project
Human resource should have IT related qualification and certification.
Skill Matrix
20
Project related Skill matrix of the team must be mentioned
Education
20
Training and education related to IT
Experience
20
Experience related Video Conferencing projects
Specifications
200
Hardware & Equipment Specification
150
Business Partners, Registrations and
Authorization
letter
from
original
manufacturer (Principle)
Support Capabilities
i) Support/Complain procedure
ii) Back-up equipments serial number
Financial Capabilities
50
Compliance with required specification and compatibility with
existing VC infrastructure (Mandatory)
Document evidence related to registration with SRB, FBR any other
agency if applicable.
100
50
50
50
Support/ complain procedure must be elaborated, availability of
back-up equipment with serial no. in case of urgent replacement
during VC meetings.
Domain / Relevant Experience and size of
the project executed
Govt. VC Projects (Turnkey basis)
100
Private VC Projects
25
Domain Knowledge, Client List of Govt. projects and others at
Pakistan level with their size.
Minimum two VC project in Turnkey basis (equipment and
Connectivity) in Government sector with minimum 30 million work
order/Purchase order of each project.
Minimum four VC project in Private sector with minimum 30 million
work order/Purchase order of each project.
Detail of design and project plan. Presentation and Live Demo
Design
Methodology
and
Implementation Plan
Design methodology
Project implementation plan
Presentation
Project
75
150
25
25
100
Turnover of last three years with three years audit report .
Detail design methodology must be elaborated
Implementation schedule of the project must be attached.
Vendors should arrange an onsite presentation and live demo at
IS&T Department, Govt. of Sindh premises at their own cost with
comparable quoted equipments
11
Team and Staffing
While selecting a staff member following should be considered and stated for each member:
� Relevant experience
� Role against relevant experience
� Over all contribution to the Implementation
� Experience with Public Sector / Government Organizations
� Qualifications
� Total Experience
The implementation team would play a pivotal role in the implementation of the systems and be responsible for
harmonizing the business and other technology requirements.
The Sample Form given in the relevant section should be used for providing CVs of staff to be deployed at this project.
Preliminary Evaluation Checklist
The Bidder should fill out this Form by providing all the required information and Placing this Form on top of the
Technical Proposal. Relevant portions of the Technical Proposal should be referenced in this form. Please note that all
required information should be provided on this Form and no document should be attached.
INFORMATION REQUIRED
A
General
1
2
3
4
5
6
7
8
9
B
Name of Bidder or Group of companies going into bid.
No of Years in business in Pakistan
No of Offices locations in Pakistan
Annual Turnover (Million Rs.)
Value of projects in hand (details may be given)
Year of Incorporation
Status of the Bidder
•
Sole Proprietor
•
Partnership Firm
•
Private Limited Company
•
Public Limited Company
•
Entity registered / incorporated outside Pakistan (Give details)
•
Other (Please specify)
Names of Owner / Partners / Chief Executive / Directors
Details of Registered Head Office (Address, Phone, Facsimile, Email and Website information)
Details of total staff employed
1
No of permanent staff employed: Technical /Managerial
2
Cumulative Experience (in years)
3
Total No of Support professionals in Technical Domain
4
Total No. of Staff assigned for the proposed project.
12
C
Support Capabilities
1
Experience in Support area
2
No. of Staff employed: (Capable of providing Support)
3
Cumulative Experience (in years)
4
List of Customers of “Support” along with contact details.
5
If Installed at Bidders site provide Proof of MCU and Registrar Services deployed and running at
Bidders own site to provide back-up support.
6
Installation and Configuration will be the responsibility of the successful Bidder.
7
Bidder should have backup equipment to provide sufficient services.
D
JOINT VENTURES
Bids submitted by a joint venture of two or more companies or partners shall comply with the following
requirements:
a)
b)
c)
d)
The Bid, and in case of successful Bid, the Contract form, shall be signed by all so as to be legally
binding on all the partners;
One of the partners shall be authorized to be Incharge; and this authority shall be evidenced by
submitting a power of attorney signed by legally authorized signatories of all the partners;
The partner Incharge shall be authorized to incur liabilities, receive payments and receive instructions
for and on behalf of any or all partners of the joint venture;
all partners of the joint venture shall be liable jointly and severally for the executing of the Contract in
accordance with the Contract terms, and a relevant statement to this effect shall be included in the
authorization mentioned under (b) above as well as in the Bid Form and the Form of Agreement (in
case of a successful Bid); and
A copy of the agreement entered into by the joint venture partners shall be submitted with the Bid.
NOTE: 










Incomplete applications will not be considered.
Any firm, which furnishes wrong information, will be liable for legal proceeding and if any contract is
awarded, the same will be cancelled.
Information Technology Department reserves the right to accept or reject any or all proposals without
assigning any reason thereof.
Authority Letter or Agreement from Principal Company or its Distributor for product and vendor
authentication.
The tender must be filled on prescribed form without any alteration/over writing.
Conditional tenders/bids will not be acceptable.
Information Technology Department reserves the right to increase or decrease the scope of work /
number of items without assigning any reason.
Only companies registered with Sales Tax and Income Tax Departments shall be eligible to participate in
the tender (proof of registration is required).
Every page of this tender document should be signed and sealed by the bidder.
Contacting the Purchaser
Any effort by a bidder to influence the Purchaser in the Purchaser's decisions in respect of bid evaluation,
or Contract award will result in the rejection of the bidder's bid.
Purchaser's Right to Accept the Bid or Reject the Bid
The Purchaser reserves the right to accept or reject the bid and to annul the bidding process at any time
prior to award of Contract, without thereby incurring any liability to the bidder or any obligation to inform
the bidder of the grounds for the Purchaser's action.
13
SCOPE OF WORK
Background:
Information, Science & Technology department is looking to expand its Video conferencing setup for 62 New Sites on
Turkey Basis. Proposed system should be integrate able with existing Setup to connect all Existing and new Sites at a
time.
Existing Setup details Attached in Annexure A:
The Solution should be Natively integrate able with Existing Video Conferencing infrastructure. This solution will
include 62 locations.
New Location Details attached in Annexure B.
This request for proposal (RFP) contains a listing of the equipment and detailed specifications for Video-conferencing
end points and centralized Multi call connecting equipment(MCU),Call Control with Unified communication features,
Recording and Streaming System. Bid details should include the following:
New Setup:
(a)
Complete Video Conferencing Solution for 62 locations Full HD 1080p with 55" Display, VC Trolley,
UPS and Connectivity.
(b)
MCU 40 port HD or 96 ports SD, Recording System, Scheduling system and Call Control.
(c)
3 Year Warranties and 3 year bandwidth for 62 Locations
Existing Setup:
a)
3 Year Warranties Of Existing Setup
b)
3 year Bandwidth 2 MB Each
Technical Requirement
 Establishment of Video conferencing System in Sindh (Phase-II) and Unified Communication Solution on
(turnkey basis) for Information, Science & Technology Department,

Upgrade existing DXX to 2MB per site and establishment of new network for 62 sites on DXX Network to
establish connectivity between all video conferencing locations should be based on appropriate available
media where round trip response time should be less than 100 ms (Exception will only be considered for the
delay for sites where there is no possibility fiber media)

The central site will host in such a manner that it will connect all remote Sites (Existing and New) sites using a
hub and spoke architecture (Preferably). All remote locations will connect at the central site at 2 Mbps Per
Site. All existing sites to be connected at 2 Mbps as well

It is required that video-conferencing sessions should be supported for multiple sites i.e. point to multi-point
configuration should be supported with external MCU 136port(With integration of Existing and New MCU),IP
based Conference recording systems, Video Conferencing Management system and Call Control.
Equipment will be preferred which are compatible with existing infrastructure of video conferencing
14
BOQ –Video Conferencing and UC Solution
Sr.No
1
Description
Qty
Single Screen Video Conference System
Full HD integrated 1080 Codec with 12X Zoom.
Camera, Codec, Sound ,LED and Stand Should be
Integrated.
62
ii
LED 55" Full HD 1080p
62
iii
VC Equipment Rack
62
iv
Speakers
62
2
Infra Structure
HD Multipoint Conferencing Unit up to 40 port HD or 96
Port SD,Total of 136 port when integrated with Existing
MCU
i
i
1
HD Recording System (IP Based) 5 Port
Video Conferencing Management System for Scheduling
and Management
1
iv
Gatekeeper and Call Control with UC Support
1
3
UPS
UPS : Online 2 KVA online for VC Equipment with
Extended 2hour Backup
UPS : Online 2 KVA Data Center with Extended 2hour
Backup
62
ii
iii
i
ii
1
1
4
Electric Work
i
Electric Work and Room Lighting and Room Readiness
5
Connectivity (3 Year)
i
DXX Central Site 124 MB
1
ii
DXX Remote Sites 2 MB each
62
6
Networking
i
ii
Router For Main Site
Router for remote sites
62
iii
Manageable Switch 48 port
2
iv
Cat6 Cabling
62
7
Installation
i
Complete Installation Cost
62
ii
Resident Engineer for Central Location for 3 Years
Sub-Total
2
8
I
ii
62
1
Warranties and Bandwidth for 3 Year of Existing Setup
Warranties of 30 Video Conferencing Endpoint, MCU,
IPVCR, Routers and Switches (see Annexure A)
Bandwidth Charges 2MB Each DXX for 30 Remote
location and 1 Central location
(see Annexure A)
Sub-Total
GRAND TOTAL
15
30
30
Brand/
Model
Unit Price
GST
Total Price
TECHNICAL SPECS AND COMPLIANCE SHEET
A) VIDEO CONFERENCING ENDPOINT
Sr.
Specifications for
Compliance
No
1
Codec Features
1080p60 resolution (camera, codec and microphone
from same manufacturer)
2
High-definition content sharing at 1080
3
Camera, Codec, LED, Speakers should be integrated
4
5
6
7
8
9
H.323/SIP up to 6 Mbps
Multipoint(3+1) Capable for Future
Camera Full HD 1080p with 12X Zoom
Dual Display/Dual LCD Capable
Two Microphones
One Touch Remote Control
10
Video Standards
10
● H.261, H.263, H.263+, H.264
Video Features
● Native 16:9 Widescreen
● Advanced Screen Layouts
● Intelligent Video Management
● Local Auto Layout
11
Video Inputs
1 X HDMI Inputs
● 1920 x 1080
1 X DVI-I Inputs
Analog (VGA):
● 1920 x 1080
12
Video Outputs (minimum 2 Outputs)
2 X HDMI Output
13
● 1920 x 1080@60 Hz (1080p60)
Live Video Resolutions
1920 x 1080@30, 60 fps (HD1080p60)
16
Remarks
14
Audio Standards
● G.711, G.722, G.722.1, 64 bit kbps & 128 bit kbps
MPEG4
15
Audio Features
● CD-Quality 20KHz Mono and Stereo
● Automatic Gain Control (AGC)
● Automatic Noise Reduction
● Active lip synchronization
16
Content Channel
● H.239 (H.323) on second Screen
● BFCP (SIP) on second Screen
● 1080p (1920 x 1080)
17
Embedded Encryption
● H.323/SIP point-to-point
● Standards-based: H.235 v2 & v3 and AES
● Automatic key generation and exchange
● Supported in Second Stream
18
Network Interfaces
● 1 x LAN/Ethernet (RJ-45) 10/100/1000 Mbit
B) Multipoint Conferencing Unit (MCU) 40port HD
Sr.
No.
1
2
Specifications
Capacity:
40 HD Port MCU or 96 SD
(Hardware based)
MCU Should support Total of
136 SD Sites when integrated
with Existing setup
Features

● Two Way Dialing Dial in or
Dial our without any additional
Device Support
● Continuous presence on every
port
● Software selectable between
HD or SD video ports
● Upgradable unit capacity
using software port licenses
● Ability to Cascade two units
together for increased capacity
● Easy-to-use, versatile
management interface
● More than 50 custom layouts
Mandatory
/Equivalent/Higher
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
17
Compliance
Remarks
● Comprehensive wideband
audio support
● Support for both Session
Initiation Protocol (SIP) and
H.323 endpoints
3
4
5
6
7
8
9
10
11
● Support to minimizes effects
of network packet loss
● Support Upscale SD
resolution
Performance Features

High Definition Continuous
Presence on every port
Individual Transcoding

Bandwidth per site up to 4
Mbps

Video resolutions 1080p
30fps
High-Definition Performance

1080p 30 fps H.264 4
Mbps continuous presence

Comprehensive HD audio

Content Channel H.239 up
to 1080p
Video Standards
H.261, H.263, H.263+,
H.263++, H.264
Video Resolution
1080p (1920 x 1080),
Frame Rates
60 frames
Audio Standards
G .711, G.722, G.722.1,
G.723.1, G.728, G.729, MPEG-4
Protocols
H .323, SIP, H.235 (AES),
SRTP, TLS, H.239 (Content
Channel), VNC™, BFCP, H.243
(chair control), FTP, RTP, RTSP,
HTTP, HTTPS, DHCP, SNMP,
NTP, NTLM (authentication)
Bandwidth
Up to 4 Mbps with both H.263
and H.264, for each site in all
conference modes including
advanced continuous presence
Universal Transcoding and
Transrating
HD and SD can be combined
within the same conference.
● All calls automatically
transcoded and transrated for
audio and video.
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
18
12
● Any bandwidth, any
resolution, any video, or any
audio codec can be used on any
video call within the same
Conference.
● All participants have their
own personal encodes.
Content features:
Content Channel using H.239 or
Binary Floor Control Protocol
(BFCP).
Mandatory
Mandatory
Mandatory
● Support Widescreen (16:9)
● The MCU offers H.239 and
BFCP content sharing:
Up to 1080p in H.264
13
14
Localization and
Customization
Custom IVR/auto attendant
audio prompts and graphics
Uploadable multi-language
support
Unicode conference and site
names
MCU Features
● Dial in and Dial Out from web
server.
●End point Should be able to
call MCU, Even if End point is
not Pre scheduled.
●H.323 gatekeeper or SIP
registrar or proxy. Built-in
Gatekeeper
Equivalent/Higher
● audio and video AutoAttendant
● Advanced continuous
presence on all ports.
● Selection of the best layout is
automatic.
● Individual layout selection
through remote control or
webpages.
● More than 50 custom layouts.
● Far-end camera control
tunneling using remote control
or the webpage.
● Sites identified through text
overlays.
● On-screen text messaging to
individual or all sites is possible.
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
● built scheduling and
reservation.
19
● Demand and ad-hoc
conferences.
● Automatic lecture mode.
● preview the conference and
individual cameras on
webpages.
16
17
19
20
Audio Features

Wideband audio mixing

Built-in and uploadable
auto attendant voice prompts

Automatic gain control,
adjustable gain, power
indication, individual audio
mute using Web pages
Web Server
Complete configuration, control
and monitoring of the system
and conferences
Network Resilience
 Support intelligent down
speeding, packet pacing and
packet loss concealment to
ensure optimum video and
audio quality

Dynamic jitter buffering

Alternate gatekeepers
Security Features

Seven levels of access
rights and privileges for users

Strong password policy

Pin-protected conferences

Conference locking

Secure non-PC hardware and
operating system

AES encryption, 128 bit
key, H.235

SIP encryption

TLS certificate verification

Second Ethernet port

Audit log
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
21
Dedicated Hardware Base MCU
required.
Mandatory
20
C) IP Recording and Streaming System 5 port
Sr.
No.
1
2
3
4
5
6
7
Specifications
5 Port HD recording
Video Standards
H.261, H.263, H.263+ and H.264
Resolution
HD 720p
Frame Rates
Up to 60 frames per second
Audio Standards
G.711, G.722, G.722.1
Protocols
H323 and SIP
Bandwidth
4 Mbps
8
Mandatory
/Equivalent/Higher
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
Mandatory
/Equivalent/Higher
Universal Transcoding and
Transrating
9
Recording
 5 simultaneous H.323 or SIP
video calls
 Template-based recording
options
 built-in web-based template
editor
 Record presentations or video
from a live dual stream
(H.264, H.239, or Content)
 Up to 1080p high-definition
(HD) resolution for the main
 Camera and for the second
input source
 automated email notifications
to content owners on
completion of recording
Mandatory
10
Streaming Video
● Live (unicast and multicast)
● 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)
Mandatory
21
Compliance
Remarks
11
12
13
14
15
Live and on-demand streaming
● live stream up to two calls
● Integration with 3rd party
Streaming Servers like
Quicktime,Wowza,Windows Media
player
Recording Distribution server
● Support for Apple’s Podcast
Producer
● Support for iTunes U
Storage:
 500-GB hard disk
 Support for external network
storage using networkattached storage (NAS)
Content viewer:
● An intuitive content viewer supports
Windows Media, Adobe Flash,
Microsoft Silverlight, and
QuickTime plug-ins
● Multiple video layouts are
supported, Switching layout, Joined
layout, Fixed aspect ratio 16:9 joined
layout, Picture-in-picture video layout
and 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
Management:
 management through
embedded web server
 one click to record scheduled
conferences
 scheduled conferences with
Microsoft Outlook or IBM Lotus
Notes
System Management
Management via 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
• SNMP
Mandatory
Mandatory
Mandatory
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
22
16
Quality of Service
● Packet-loss concealment
● Dynamic jitter buffering
Equivalent/Higher
17
Network Resilience
Support for intelligent down speeding,
packet pacing and packet loss
concealment to ensure optimum video
and audio quality
• Dynamic jitter buffering
Security Features
Administrator, User and Guest
passwords
• Password protected streaming and
content playback
• DTMF passwords for H.323
endpoints
• Secure non-PC hardware and
operating system
• Video Firewall Option using second
Ethernet port
Mandatory
18
19
Interfaces
Two Ethernet (10/100/1000 Mbps)
Equivalent/Higher
Equivalent/Higher
D) Centralized Management System:
Sr.
No.
1
Specifications
Centralized administration of
Conference/Endpoint and
infrastructure(Existing Plus New)
2
Conference scheduling
3
4
5
6
7
8
Endpoint Directory
resource management
Remote Monitoring
Web based Control
Layout and Conference Controls
Complete configuration, control and
monitoring of the system and
conferences
Mandatory
/Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Mandatory
23
Compliance
Remarks
E) Call Control and UC Solution for 90 Users
Sr.
No.
1
2
3
4
5
6
7
8
9
10
11
12
13
Specifications
Solution should offer UC
capabilities including software
clients
Software clients should
support video, instant
messaging and presence
Software clients should be
available for PC, Mac, Tablets
and Smartphone's
Call control and management
components should support
virtualization
Integration of Existing Video Network
Single box Integrated private-branchexchange (PBX) and PSTN gateway
Support data, voice and video
On-board DSP’s for audio and video
conferencing
Support SIP, H.323, MGCP, and VXML
protocols
Support H.323 Gatekeeper
Support IPSec VPN and SSL
Support FXO, E1 PRI and SIP trunk
Support voicemail and AutomatedAttendant with add-on card
Mandatory
/Equivalent/Higher
Compliance
Remarks
Compliance
Remarks
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
Equivalent/Higher
UPS-Imported
Sr.
No.
2
Specifications
UPS 2KVA : Online Double
Conversion Technology,
Microprocessor Technology, Pure
Sine wave Single Phase 50Hz,
Digital LCD Display, Built-In
Stabilizer for Under/Over Voltage
& Frequency Control, 2 KVA online
with 2Hours Backup
Maintenance Free-Dry battery
Mandatory
/Equivalent/Higher
Mandatory
24
The bidders must input their responses in to following “Compliance Sheet”
No
Comply
(Yes/No)
Description
1.
Expertise:
(i)
The Partner should be an authorized partner in Pakistan for
the relevant product
(ii)
The partner should have at least 3 local technical
certifications of video conferencing in Pakistan
(iii)
The partner Should have Major operations and Strength in
Karachi
(iv)
The Partner Core Business Should be Visual
Communication and unified Communication.
Minimum number of installation:
2.
(i)
The partner should have Working Experience with
Government at provincial level.
(ii)
The Partner Should have done minimum Same scope of
project at provincial level on turkey basis with renowned
ISP
(iii)
The partner should provide PO copies and reference list of
the customers with contact numbers
3.
Execution Capability:
(i)
The partner should have deployed at least 10 projects of
Video Conferencing including and unified communication
(ii)
There should be at least two Video project completed by
partner in which they deployed turkey solution for video and
bandwidth and value of total project was over Rs.30Million
(iii)
The Principle should have offices in Pakistan to Provide
support and services.
Financial Capability:
4.
(i)
(ii)
The partner should have turnover of over Rs.450 Million per
year
The partner should provide audit statement for last 03 years
5.
Back-up Equipment for Services:
(i)
The partner should have backup equipment to provide
sufficient services
The partner should provide backup equipment list along
with serial numbers verifiable by parent company
(ii)
(iii)
The Principle office should be in Pakistan to provide
NBD(Next Business Day) Part Replacement
6.
Vendor / Supplier Responsibility:
(i)
Installation & Configuration will be complete responsibility
of Vendor / Supplier
(ii)
Bandwidth connectivity shall be provided by Video
Conferencing Vendor / Supplier.
25
Remarks
References
(Attachments)
SITE VISIT
The Bidder may wish to visit and examine the site or sites of the system and obtain for itself, at
its own responsibility and risk, all information that may be necessary for preparing the bid and
entering into the Contract. The costs of visiting the site or sites shall be at the Bidder's own
expense.
The Purchaser will arrange for the Bidder and any of its personnel or agents to gain access to
the relevant site or sites. Alternatively, the Purchaser may organize a site visit or visits
concurrently with the pre-bid meeting. Failure of a Bidder to make a site visit will not be a
cause for its disqualification.
No site visits shall be arranged or scheduled after the deadline for the submission of the Bids
and prior to the award of Contract.
PROPOSAL EVALUATION
Throughout the evaluation of the technical bids, Sindh Information Technology Department
Govt. of Sindh at its sole discretion may demand additional written clarifications or
supplemental information from selected bidders as an integral part of evaluation process.
TRAINING
Bid price shall include training on the system for the technicians responsible on site for
maintenance and troubleshooting and for the supervisory staff who will be the end users of the
system. Bidder (in technical proposal) has to indicate the type of training, length of training,
and the details of the Instructors who will perform the training on this system, for the users of
the endpoints and for the technical support staff.
WARRANTY(3 YEAR)
The successful bidder shall warrant the equipment and its component to be free from original
defects in material and workmanship for a minimum period of 3 year from date of completed
installation. Technical support should be available on call. A service level agreement will be
required to establish appropriate level of support for repair and replacement.
PROJECT IMPLEMENTATION PLAN
The bidder should provide a detailed project implementation plan as part of the technical
proposal.
26
HARDWARE AND SERVICE REQUIREMENTS

The vendor must install all equipment and components. Vendor must ensure that the
proposed equipment is fully operational and performs as per the required standards.

Vendor must furnish components, wires, connectors, materials, parts and necessary
labor
for
the
complete
installation
of
the
system,
in
accordance
with
the
recommendations of the manufacturers. Installation shall follow standard broadcast
wiring and installation practice, and shall meet or exceed industry standards for such
work.

Vendor must provide adequate protection to installed equipment against any major
power up and down.

Vendor must ensure that all the components are in genuine working condition and free
of any technical problem.

At the time of installation, vendor must provide installation and operation manuals,
manufacturer’s data sheets with model numbers, serial numbers.

At the time of installation vendor must submit a comprehensive schematic diagram of
the system.

A site survey will be required at no cost to the customer to determine the specific and
appropriate connectivity requirements for the proposed system. Any component needed
during installation and resulting from failure to perform a site survey must be provided
by the vendor at Vendor’s cost.
ERRORS / OMISSIONS / DISCREPANCIES
In the event of a discrepancy in the unit bid price and the price quoted in words; the price
quoted in words will be taken as the final price and the bidder shall not be allowed to take the
advantage of errors, omissions or any discrepancy in the specifications.
MINIMUM CRITERION
The specifications provided in this Request for proposal are the minimum requirements for the
Sindh Information Technology Department Video-conferencing system. Vendors must meet or
exceed with these specifications.
OTHER CONDITIONS
It is ensured that only original products matching the generic specification specified in Tender
Document may be considered. Sub standard clone product will not be considered.
27
INSPECTION AND TESTS
The Purchaser or its representative shall have the right to inspect the work being carried out
under this Contract and to test the Hardware/Software/ Network to confirm their conformity to
the Specifications. The Special Conditions of Contract or the Specifications or both shall specify
what inspections and tests the Purchaser requires and where they are to be conducted. The
Purchaser shall notify the Contractor in writing of the identity of any representative retained for
these purposes.
The inspections and tests may be conducted on the premises of the Contractor or its
subcontractor(s), at point of delivery. Where conducted on the premises of the Contractor or its
subcontractor(s), all reasonable facilities and assistance, including access to drawings and
production data, shall be furnished to the inspectors at no charge to the Purchaser.
The Purchaser’s right to inspect, test and, where necessary, reject the Hardware / Equipments ,
Network and Software after the arrival of equipments at the site of installation shall in no way
be limited or waived by reason of the Software having previously been inspected, tested and
passed by the Purchaser or its representatives prior to delivery of the Software.
CERTIFICATE

We guarantee to supply the stores exactly in accordance with the requirements /
specifications in the invitation to this tender.

We accept the terms and conditions of the contract as well as general provisions applicable
to Government contracts.
SEAL OF FIRM
Name
:-
C.N.I.C
:-
Designation
:-
Signature of tenderer
Company Name:Address
:-
28
Annexure A:
S. No.
1
Existing Setup details
Sites
Support, Maintenance for Cisco/Tandberg Edge95 MXP(29 No.)
29
Cisco/Tandberg 1700MXP (2 No.)
2
Cisco/Tandberg MCU 4220(1 No.)
1
Cisco/Tandberg IPVCR 2210(1 No.)
1
Cisco Router 1800 Series (28 No.)
28
Cisco Router 3800 series (1 No.)
1
Cisco Switch 1960(1 No.)
1
Onsite Support of all 29Sites (Traveling and logistics of Engineer)
29
2
DXX/Fiber Connectivity for of 2MBs for remote sites
28
3
DXX/Fiber Connectivity for Central Site
1
29
Annexure B:
S#
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
List of New Locations
Secretary, (GA) SGA&C Department
Secretary, (Implementation) SGA&C Department
Secretary, (services)SGA&C Department
Secretary, Agriculture Department
Secretary, Antiquities Department
Secretary,Auqaf,Zakat, Ushr & Religious Affairs Department
Secretary, Board Of investment
Secretary, Chief Minister's Secretariat
Secretary, Coal & Energy Department
Secretary,Cooperation Department
Secretary,Culture Department
Secretary,Education & Literacy Department
Secretary,Electric Power Department
Secretary,Environment & Alternative Energy Department
Secretary,Excise and Taxation Department
Secretary,Finance Department
Secretary,Food Department
Secretary,Forest & Wild life Department
Secretary,Health Department
ACS, Home Department
Secretary,Indutries And Commerce Department
Secretary,Information Technology Department
Secretary,Information & Arrchive Department
Secretary,Inter Provincial Coordination Department
Secretary,Irrigation Department
Secretary,katchi Abbadi & Spatial Development
Department
Secretary,Labour Department
Secretary,Land Utilization Department
Secretary,Law, Prosecution, PA & HR Department
Secretary,Livestock & Fisheries Department
Secretary,Local Government Department
Secretary,Mines & Mineral Development Department
Secretary,Minority Affairs Department
ACS(Dev), Planning & Development Department
Secretary,Population Welfare Department
Secretary,Provincial Ombudsman Department
Secretary,Provincial Assembly Department
Secretary,Public Health Engineering Department
Secretary,Rehabiliation Department
Secretary,Rural Development Department
Secretary,Social Welfare Department
30
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
Secretary, Special Initiative Department
Secretary,Special Education Department
Secretary,Sports & Youth Affairs Department
Secretary,Supply & Prices Department
Secretary, Tourism Department
Secretary,Transport Department
Secretary,Women Development Department
Secretary,Works & Services Department
Senior Member Board Of Revenue
Chairman,Chief Minister's Inspection Team
Chairman,Enquiries & Anticorruption Establishment
Member Gothabad,Board Of Revenue
Member Judicial 1,Board Of Revenue
Member Judicial 2,Board Of Revenue
Member Judicial 3,Board Of Revenue
Member (R&S),Board Of Revenue
Member (RS&EP),Board Of Revenue
People's Housing Cell
Principal Secretary Governor's Secretariat
SCSHF
SPPRA
31