LAW & JUSTICE COMMISSION OF PAKISTAN, ISLAMABAD
National Judicial Policy Making Committee
TENDER DOCUMENTS
ESTABLISHMENT OF VIDEO CONFERENCING FACILITY
FOR
SUPREME COURT OF PAKISTAN, FEDERAL SHARIAT COURT,
HIGH COURTS & THE LAW & JUSTICE COMMISSION OF PAKISTAN.
Tender Notice No. (LJCP)/VC-2/2007 Dated 23-09-2007
TENDER DOCUMENT FOR VIDEO CONFERENCING 35
LAW & JUSTICE COMMISSION OF PAKISTAN, ISLAMABAD
INSTRUCTIONS TO THE BIDDERS
1. GENERAL
1.1 INTRODUCTION
1.1.1 The National Judicial (Policy Making) Committee (NJPMC) is constituted under an Ordinance (LXXI) of 2002. The Chief Justice of Pakistan is the Chairman of the Committee and the Chief Justice, Federal Shariat Court and Chief Justices of 4 Provincial High Courts are its members. The Secretary, Law and Justice Commission of Pakistan is designated as the Secretary to the Committee. The Secretariat of the Commission provides secretarial assistance to the Committee.
1.1.2 NJPMC desires to establish a video conferencing facility for real time audio and video conferencing among Supreme Court of Pakistan, Federal Shariat Court, the Four High Courts and the Law & Justice Commission of Pakistan on turnkey basis i.e. supply of equipment & accessories, installation, testing and commissioning in all respects. Video conferencing equipment is required to be installed, commissioned and operated at 7 sites (Islamabad and Provincial Capitals).
1.1.3 Hardware specifications for HD and SD equipment are provided at annex “A”, “B” alongwith bill of quantity (BOQ) at “C”.
1.1.4 Terms of tender for the general information are available at annexure “F”.
1.2 ELIGIBLE BIDDERS
Tendering is open to all suppliers who meet following criteria:
1.2.1 Have earlier successfully executed such projects.
1.2.2 Have strong professional after sale support structure, such as certification in video conferencing with trained manpower and excellent relations with Principal firms.
1.2.3 Must have an online trouble-ticketing system.
1.2.4 Must have at least 02 Video Conferencing Engineers.
1.2.5 Must have presence in three major cites (Islamabad, Lahore & Karachi) along with support team.
1.2.6 Registered with income tax and sales tax department of Pakistan (if applicable).
1.2.7 Never been black listed from any Government organization nor be involved in any litigation. Bidder will submit an affidavit to this effect.
1.2.8 Bidder should be authorized dealer of his principle.
Note: Bidder must submit documentary proof against all eligibility criteria.
1.3 SCOPE OF WORK
1.3.1 Supply, installation, testing and commissioning of Video Conferencing System for NJPMC having IP based multi-conferencing (point to point and point to multi point) also having facilities for ISDN & DXX based connectivity.
1.3.2 The MCU equipment should be capable of handling point-to-point and point-to-multi-point conferencing (video & audio both), simultaneously.
1.3.3 Minimum number of video conference sessions should be 7 at a time, but the system should be scaleable up to 15 sites.
1.3.4 Video Conferencing unit (VCU) should be provided with relevant interfaces for IP (Ethernet) and ISDN as per requirements of NJPMC described above.
1.3.5 The contractor will be responsible to provide the video conferencing equipment, impart training and all the relevant accessories with Installation, testing and commissioning on turn key basis at allocated cites.
1.3.6 Auxiliary devices like video conferencing lights, audio equipment, IP VCR (5 ports)/ DVD-R should be quoted as optional items.
1.3.7 Display device and system camera should suffice for at least 8 to 10 participants.
1.3.8 After sales technical support / replacement of faulty hardware (also including optional hardware equipment) for minimum four years after expiry of warranty of one year.
1.3.9 NJPMC shall provide IP connectivity by a dedicated 1Mbps DSL link and for back up / alternate network connectivity, ISDN BRI connections of minimum 384 kbps will be used.
1.4 OBLIGATIONS OF SUCCESSFUL BIDDER
Following will be the obligations for successful bidder:-
1.4.1 The lighting level (LUX) shall be boosted by using anti glare, specialized video conferencing lighting system for clear transmission/reception of video (if applicable).
1.4.2 The audio section shall include specialized mixing amplifier for video conferencing environment and speakers following internationally acclaimed guidelines for video conferencing (if applicable).
1.4.3 The display device should have perfect integration with video conferencing system.
1.4.4 State of art algorithm support for audio, video and data collaboration.
1.4.5 The system should be able to connect through audio conferencing system to Public Switched Telephony Network (PSTN) enabling audio only calls to participate in the video conferencing session.
1.4.6 The system shall support high fidelity audio for perfect quality audio.
1.4.7 The system shall support dual display with specially designed trolley for portability.
1.4.8 The system shall support encryption on varied interfaces for security.
1.4.9 The system should be capable of programming prescheduled video calls.
1.4.10 The system should come with its own audio system i.e. sub woofer etc with option of installing external audio system.
1.4.11 The system should have the capability to integrate with IP based recording devices, for recording of Video conferencing sessions.
1.4.12 The successful bidder shall, with due care and diligence, design and execute the work and remedy any defect therein in accordance with the provision of specifications.
1.4.13 The detailed specifications required for each item for “HD” and “SD” equipment are provided at Annex “A” and “B”.
1.4.14 Preference shall be given to systems having universal inter-operability features.
1.5 TRAINING
The successful bidder (contractor) shall arrange training of NJPMC nominated personnel for 02 weeks regarding operations, configuration, maintenance and troubleshooting of system. The local training should be arranged at respective site / city. In case of foreign training, all the expenses of training including boarding and lodging etc shall be the responsibility of contractor.
2. COST OF TENDERING
The bidder shall bear all costs associated with the preparation and submission of its bid and the NJPMC will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process.
3. CLARIFICATIONS OF TENDER DOCUMENTS
A prospective bidder requiring any technical clarification(s) in respect of tender documents may notify M.I.S Manager (Tel: 051-920 7183, 051-922 0483 EXT 118) and in case of commercial clarification notify Joint Secretary (Admin) (Tel: 051-921 7454, 051-922 0483 Ext 103) in writing well before (at least 05 working days) the last date for the submission of bids. Copies of NJPMC response will be forwarded to all prospective bidders (if not already clarified in the tender or deemed necessary for the bidders).
4. PREPARATION OF BID
Bid should be prepared considering two envelope procedure:-
(i) The bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal (two productions of each, one original + one copy)
(ii) The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion.
(iii) Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened.
(iv) The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of the NJPMC without being opened.
(v) The company profile shall be part of TECHNICAL PROPOSAL.
5. TECHNICAL LITERATURE:
The “TECHNICAL PROPOSAL” of bid should be supported with detailed technical literature of the offered equipment without mentioning the price and the company profile.
6. PRICE
6.1 Prices should be quoted in Pak Rupees for turnkey basis inclusive of supply, installation, testing, commissioning charges, all the Government taxes (including GST) and duties, transportation etc.
6.2 The price quoted should be firm, final, and clearly written/typed without any ambiguity on printed letter pad.
6.3 The rates / prices shall be entered against each item in the list at Annexure “C”. Any item against which no rate or price is entered and left blank by the bidder shall be deemed covered by the rates / prices for other items in Annexure “C”.
6.4 The bidder shall be deemed to have obtained all information as to all the requirements thereto which may affect the bid price.
7. TENDER SECURITY / EARNEST MONEY
7.1 The bidder shall furnish a tender security/ earnest money equivalent to 5% of the total value of bid in the form of Deposit at Call, bank draft or a bank guarantee issued by a scheduled bank of Pakistan in favour of Secretary NJPMC valid for a period of 120 days beyond the bid validity date.
7.2 Any bid not accompanied by an acceptable tender security shall be rejected by the NJPMC tender committee as non-responsive.
7.3 The tender securities/earnest money of the unsuccessful bidders will be returned upon award of contract/purchase order to the successful bidder or on expiry of validity of tender security whichever is earlier. The tender securities of bidders, who are not in competition, can be returned earlier at the Secretary NJPMC discretion upon receiving a request.
7.4 The tender security of the successful bidder will be returned upon submission of performance security and signing of contract.
8. VALIDITY OF BIDS
Bid shall remain valid for 120 days from the date of opening.
9. DEADLINE FOR SUBMISSION OF BIDS
9.1 The bid shall be delivered in person or sent by the registered mail which should reach Mr. Muhammad Tanveer, M.I.S Manager, Law & Justice Commission of Pakistan, 2nd Floor, Supreme Court Building, Constitution Avenue, Islamabad on or before due date.
9.2 Sealed bids should reach before due date, during office hours i.e. 0800 hours to 1500 hours.
9.3 Bids should be submitted in sealed envelope having necessary information regarding tender notice and warning message “DO NOT OPEN BEFORE October 23, 2007”.
9.4 Opened, e-mailed or faxed bids will not be accepted.
9.5 Any bid received after the date and time of tender opening will be returned unopened to the bidder.
9.6 No bid may be modified or withdrawn by a bidder after the last date for submission of bids.
10. OPENING OF BIDS
10.1 The NJPMC tender committee will open the bids at 1130 hours on October 23, 2007 in the presence of bidder’s representatives, who choose to attend, in the office of Joint Secretary-I, Law & Justice Commission of Pakistan, 2nd Floor, Supreme Court Building, Islamabad.
10.2 The bidder’s name, presence or absence of tender security, and such other details as the committee at its discretion may consider appropriate, will be announced at the tender opening.
10.3 The tender committee will resolve any issue raised by the bidders, on the spot.
10.4 The tender committee reserves the right to modify hardware specifications or alter any quantity and accept or reject any or all bids without assigning any reason.
11. EVALUATION OF BIDS
11.1 Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened.
11.2 The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of the tender committee without being opened.
11.3 The tender committee shall evaluate the technical proposal, without reference to the price and reject any proposal which do not confirm to the specified requirements.
11.4 “FINANCIAL PROPOSAL” of only successful bidders will be opened.
11.5 RESPONSIVENESS OF TECHNICAL PROPOSAL
11.5.1 The determination of the responsiveness of a technical proposal is to be based on the contents of the technical proposal itself.
11.5.2 A substantially responsive technical proposal is one that confirms to all the terms, condition, and specifications of the bidding document without material deviation, reservation, or omission.
11.5.3 If, after the examination of the terms and conditions and technical evaluation, the tender committee determines that the technical proposal is not substantially responsive in accordance with requirements, it shall reject the bid.
11.5.4 The tender committee shall determine to its satisfaction during the evaluation of technical proposal whether bidder is qualified to perform the contract satisfactorily.
11.6 RESPONSIVENESS OF FINANCIAL PROPOSAL
11.6.1 The financial proposals of only technically qualified bidders shall be opened publicly at a time, date and venue announced and communicated to the bidders in advance.
11.6.2 After the evaluation and approval of the technical proposal, the tender committee shall at a time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. The financial proposal of bids found technically non-responsive shall be returned un-opened to the respective bidders.
11.6.3 It will be examined in detail whether the bids comply with the commercial /contractual conditions of the tender documents. It is expected that no major deviation/stipulation shall be taken by the bidders.
11.6.4 A bid determined as substantially non-responsive will be rejected.
11.6.5 Arithmetical errors will be rectified with the approval of the tender committee on satisfaction.
11.6.6 The tender committee may seek any clarification from any or all bidders.
11.7 PRICE ADJUSTMENT FOR COMMERCIAL COMPLIANCE
The cost of making good and deficiency resulting from any quantifiable variations and deviations from the tender schedules and conditions of the order, as determined by the tender committee will be added to the corrected total bid price for comparison purpose only. Adjustment for commercial compliance will be added to the corrected total bid prices. Adjustment factor will be calculated by tender committee as deemed appropriate.
11.8 PROCESS TO BE CONFIDENTIAL
No bidder shall contact the tender committee on any matter relating to its tender from the time of opening till the time contract/order is awarded.
11.9 Any effort by a bidder to influence the tender committee in the tender evaluation, bid comparison or order award decision may result in the rejection of his bid.
12. RESPONSIVENESS OF BIDS
12.1 The valid bid security is submitted.
12.2 The bid is valid till required period.
12.3 The bid prices are firm during its validity and inclusive of all taxes, duties etc.
12.4 Delivery period offered is within specified limits.
12.5 The bidder is eligible to tender and possesses the requisite experience.
12.6 Samples provided or to be provided pertains to good quality and to the satisfaction of the tender committee.
12.7 The bid is generally in order etc.
13. COMPLIANCE SHEET
The bidder will furnish a compliance sheet with the bid as per enclosed format at annex “A” and “B”.
14. AWARD CRITERIA & NJPMC’S RIGHT
14.1 The contract/purchase order will be awarded to substantially responsive lowest evaluated bidder, provided that such bidder has been determined to be qualified to satisfactorily perform the order with good quality equipment.
14.2 The NJPMC reserves the right to modify hardware specifications, accept or reject any bid, and to annul the tendering process and reject all bids, at any time prior to award of order, without thereby incurring any liability to the affected bidders or any obligation to inform the affected bidders on the grounds for the NJPMC’s action.
IMPORTANT CONDITIONS OF CONTRACT / PURCHASE ORDER
15. CONTRACTOR RESPONSIBILITIES