DIRECTORATE OF INFORMATION TECHNOLOGY

Government of Khyber Pakhtunkhwa

Bidding Document

PROVISION, INSTALLATION, CONFIGURATION, COMMISSIONING AND INTEGRATION OF IT EQUIPMENT FORELEMENTARY
& SECONDARY EDUCATION DEPARTMENT

GOVERNMENT OF KHYBER PAKHTUNKHWA

Under

(ICT Facilitation Center)

______

Last Date for Submission: 4th August, 2016 at 11:30A.M.

Tender Opening Date:4th August, 2016 at 12:00 Noon

______

Directorate of Information Technology

TF 204-210, 3rd Floor, Deans Trade Center Peshawar Cantt.

Note: Technical proposals will open on 4th of August, 2016 instead of financialproposals, Corrigendum for the same has been uploaded on the Web Portal.

DESCRIPTION OF WORK

Directorate of Information Technology, Government of Khyber Pakhtunkhwa invitesTechnical & Financial Bids from companies having legal presence in Pakistan for purchase of IT equipmentunder the project titled as “ICT Facilitation Centre for Government of Khyber Pakhtunkhwa”. The Interested companies/ firmswhich are Authorized Partners of the Manufacturer can apply only. The Tenderer must:

1.Bearegisteredbodyduly recognizable under theKPPRA Rules.

2.Beregisteredwith FBRforIncomeTax andSalesTax.

3.Not beblacklisted.

4.Havesufficientfinancial,technicalandhumanresourcestocompletetheprojectwithin prescribedtimelimit onthefinalizationofcontract.

5.EncloseEarnest Money (EM)amountingto2%ofthetotalcostofTender in the form of CDR fromany scheduled Commercial Bank.

6.Submitits Tender documentat Director-IT, Directorate of IT, Government of Khyber Pakhtunkhwa, TF 204 – 210, Deans Trade Center, Peshawar upto 04/08/2016 till 11:30 am.

PROJECT BRIEF

Elementary & Secondary Education Department, Govt. of Khyber Pakhtunkhwahas requested to install, configure the biometric devices for Govt. Higher Secondary Schools and SDEO’s offices across the province for teacher’s attendance.Through this bid document Directorate of IT intends to purchase IT Equipment and Allied accessories under the said project. The Department wise bifurcation of the required hardware is as follows:

Elementary and Secondary Education Department

The following IT equipment required to be Delivered, Installed and Commissioned in Government Higher Secondary Schools and SDEO’s offices across the province. Replication of Biometric Attendance System and Integration with the existing software application will be required. Training to Focal Person of above mentioned Schools will also be required.

Package 1 (Turn Key Basis)
S No / Description / Qty
1 / Biometric Device / 500
2 / IP camera / 500
3 / Adopters (for Biometric Devices) / 50
4 / Antenna (for Biometric Devices) / 50
5 / Network Switch (5 Port) / 500
6 / Networking, Electrification, Installation and cabling / 500 locations
7 / Provision of Installation, Configuration, Commissioning and Integration of the Biometric Devices at all locations along with training / 500Locations
8 / Biometric Device (Back up) / 10
Package 2
1 / Data Sims / 500

GENERAL TERMS & CONDITIONS

Project: “Provision, Installation, Configuration,Commissioning and Integrationof IT equipment for Elementary & Secondary Education Department under the project “ICT Facilitation Centre”

  1. The tender are called hereby for supply of subject Items according to specification and conditions as prescribed in this bid document : -

a) Date of Opening tender / 04 – 08 – 2016
b) Time of Opening tender / 12:00 Noon
c) Name of Supplier / ______
  1. Items are to be supplied according to the specification as per above specified locations, provided by Directorate of Information Technology.

a)Rates should be offered with its Brand / Model clearly marked.

b)Rate should be quoted in words and figures.

c)Tender will be opened in the presence of supplier or their authorized representatives at the conference room of Directorate of Information Technology.

d)The prices quoted shall remain valid for 120 days, after the date of opening the tender.

e)The supplier shall attach Brochures / specifications with bid schedule regarding the equipment being supplied.

f)The supplier shall give at least five references of similar installation by their firm.

g)The supplier should be an active authorized dealer of the manufacturing firm.

h)The equipment shall strictly confirm to the specification no equivalent or alternate shall be acceptable.

i)All equipment and each component thereof shall be branded new and in sealed pack.

j)Any equipment / component of doubtful origin shall render the entire consignment liable for rejection.

k)The supplier shall make good all deficiencies in the equipment during the warranty period at his own cost and no additional payment will be made for any repair/replacement of parts etc.

l)In case of any dispute the matter shall be referred to the Secretary ST&IT Department. Decision of Secretary ST & IT shall be final and binding on all parties.

m)The earnest money of successful bidder shall not be refunded and will automatically be converted in the security deposit. No Tender / Offer will be entertained without earnest money.

n)The supplier shall bring the Samples of the Hardware if required by the Procurement Committee.

  1. Terms of Payment
  2. Payment will be made through cross Cheque from AG Office Peshawar.
  3. No advance payment will be made to the suppliers.
  4. Delivery Period

The equipment shall be supplied within 2 to 4 weeks from the date of issuance of confirm order / letter or acceptance.The firm will be responsible for delivery of hardware and allied accessories to all specified Departments.

The Inspection / Technical Committee will ensure that the quantity and quality of the material is the same as contained in the Purchase order. The quality of the items will be determined from the performance report of the committee after actually Examining/Inspection of the total equipment according to the specifications.

  1. Payment

Bidder will be entitled to payment by Information Technology Department against bill duly supported by the following documents: -

  1. Bill in duplicate.
  2. Goods Receipt Certificate.
  3. Inspection Certificate issued by the Committee.
  4. Delivery Challan.
  5. Payment will be made through cross Cheque in favor of bidder firm after deduction of Income Tax. In case the firm is exempt for deduction at source a certificate shall be provided.
  1. Sales Tax and Other Government Duties

All taxes, duties, sales tax and other Government charges are the responsibility of the supplier.

  1. Warranty Period

The supplier shall give (1) one year comprehensive warranty for the equipment (parts & labor on site of installation) and (3) three years for branded Products, certifying that the goods supplied confirm exactly or above to the specifications laid down in the contract.The supplier will be held responsible for all losses;if any material being found defective or not conforming to specifications or particulars; governing the supply for a period of one year from the date of supply.The unacceptable items shall be substituted with the acceptable items at bidder’s expense and cost. An amount equivalent to 5% of total payment (inclusive of 2% earnest money) shall be retained byInformation Technology Department till the end of Warranty Period.

  1. Responsibility for Executing the Contract

The supplier shall be entirely responsible for the successful execution of the contract in all respects and in accordance with the terms and conditions as specified in the contract including the schedule.

  1. Inspection and Rejection
  1. If the Inspection Committee is unsatisfied with the supplied equipment or the consignment is below the specificationsgiven in the Purchase Order than the Committee may reject any part or the whole consignment tendered for inspection.
  2. The decision of the Inspection / Purchase Committee shall be binding on the firm.
  3. If the items are rejected as aforesaid thenthe Supplier shoulddeliver items in replacement of those rejected but resubmission will not mean extension in delivery period.
  1. Laws Governing the Contract

The contract shall be governed by the KPPRA Rules 2014.

FORMAT FOR PROPOSALS

The Proposal should be in separate sealed envelopes for Technical Proposal & Financial Proposal. The Technical proposal should be presented and structured in the form of chapters to include, but not necessarily be limited to, the following information. Support material should not be part of the main proposal but should be placed at Appendixes.

1.GENERAL

The responding organization should provide the following:

  • Name of the participating organization or participating organizations (if more than one) in the responding consortium, including their scope of involvement.
  • Number of years of incorporation of the participating organization or participating organizations (if more than one)

2. FINANCIAL CAPABILITIES

The responding organization shall describe the financial position of its organization. Income Statement or Annual Report should be included in the detailed proposal. The National Tax Numbers and Sales Tax Registration Numbers of the company and/or partners should also be indicated (Photo copies of concerned documents should be provided).

3.RELEVANT EXPERIENCE

Responding Organizations must demonstrate relevant experience of similar projects. (Note: Experience with government organisations will be preferred)

S. No. / Nature of Project(s) / Total Value PKR (million) / Name of the Project(s), Customer(s), Contact person & Contact Detail(s)

Note:

Only those Projects should be considered where RO can provide the successful completion certificate from the Client Organization (Photocopies of documents should be provided)

4.Staff assigned to the Project

  1. The consulting organization would provide a project manager (over 5 years of project management experience, based in Peshawar)
  2. Brief CVs of all Staff with their past experience and academic qualification for the same projects

5.Project Implementation/Management Plan

The responding organization shall provide a detailed implementation plan and project management plan. Responding Organization should provide the timeline.Responding Organization should cover tasks assigned to the employees and resource allocation of responding organization during the course of the project. This should not be in generic terms but should be specific to the project. Project plans in tabular form, mentioning names of tasks, sub tasks, start date, finish date, resources and milestones will also be appreciated. In the training category, ROs to provide detailed training schedules along with the names of resources.

6.Deliverables

The responding organization should clearly mention and list all the deliverables to be completed under the proposed project. All architectural deliverables must comply with industry standards.

Technical and Financial Evaluation

There will be a two-stage technical evaluation followed by a financial evaluation. Preliminary evaluation (Initial Screening) of technical bids will be done on the basis of following parameters:

TheTenderer(s)shouldmeetthefollowingEligibility / QualificationCriteriatoparticipateinthe TenderProcessand mustenclosedocumentaryproofforfulfillingtheEligibility / Qualificationinits Proposal:

S# / Minimum Eligibility / Qualification Criteria / Proofto be submittedfor fulfilling Eligibility / QualificationCriteria
1. / The Tenderer should have at – least 5 Years Relevant Experience of supply of IT equipment. / Valid documentary evidence must be submitted including NTN and Purchase Orders, Registration with Khyber Pakhtunkhwa Revenue Authority, PSEB, ISO, Must be Active Tax Payer
2. / The Tenderer shouldbe a Registered / IncorporatedAuthorizedPartnerofManufacturerinPakistanand existingforthepastthreeyears. / CertificateofIncorporation/ Registration and AuthorizedPartnershouldbesubmitted.
3. / The Tenderer shouldhave turnover ofatleastPakRs. 100Million per year for the last three audited years for Package 1 / AnnualReportincludingBalanceSheet,Income StatementandProfitLossaccountsalongwith auditors’notesforthelastthreeauditedyears shouldbesubmitted.
4. / TheTenderermusthaveregisteredoffice in Peshawar and offices across Pakistan. Listofofficesbesubmitted. / Valid documentary evidence must be submitted.
5. / TheTenderermusthavecompletedprojectsinsalesorsupplyof Biometric Devices / Network Switch / IP Camera / NetworkinginPakistan. / Valid documentary evidence must be submitted of at least 5 Completed Projects of the same nature.
6. / TheTenderershould not have beenblacklistedbyanyoftheProvincial / FederalGovernmentororganizations of the State / Federal Government in Pakistan. / Undertaking on stamp papers should be submitted by the Tenderer.
7 / CDR / 2% of the total bid amount

Note: The proposal will be rejected if any of the aforementioned condition/document is not fulfilled/attached

Detailed technical evaluation will be done for firms who qualify the preliminary evaluation mentioned above. These firms will be asked to give presentations on their solution. Ratings for the technical evaluation will be as follows:

Sr. No. / Description / Evaluation Weight-age
1. / Technical Proposal / 70%

Financial bids of firms who score at least 70% on the technical evaluation (as a whole) will be opened before the representatives who wish to attend the tender opening. The Qualified firm having Lowest Financial Bid will be selected for the award of Contract.

Technical Evaluation Criteria: Technical Proposals will be evaluated using the following criteria

  1. GeneralTotal = 53 Marks

No. of Years of incorporation since registration (NTN)1 mark/ yearMax 05

No. of Same Nature Project (Purchase Order (PO) & its Completion Certificate)

2 Marks/ProjectMax 10

No. of Hardware projects worth >=60 Million, PO required (2 marks/project)Max 10

No. of Remote Data Connectivity Projects (2 Marks/Project)Max 10
No. of Offices (2 Marks/City)Max 06

Office in Peshawar Marks 03
Authorized Dealer/Partner for Quoted Biometric Machine Marks 03

Authorized Dealer/Partner for Quoted IP Camera Marks 03
Authorized Dealer/Partner for Quoted Network Switch Marks 03

  1. Financial Capabilities Total = 12 Marks
    (Audit report should be attached for last three years)
    Annual Turn Over of (Rs. 100M = 3, 150M = 6, 200M=8)Max 08

Registration with professional bodies (PSEB/ISO) “2 Marks/Registration”Max 04

  1. StaffTotal = 10 Marks

Project ManagerAssigned to the Project

Qualification (Bachelors = 1 Mark, Higher Qualification = 2 Marks)Max 2

Experience (1 mark per year)Max 2

Support Staff

Network & System Engineers (Bachelors = 1 Mark, Higher Qualification = 2 Marks)Max 2

Programmers (Bachelors = 1 Mark, Higher Qualification = 2 Marks)Max 2

Trainers (Bachelors = 1 Mark, Higher Qualification = 2 Marks)Max 2

  1. Presentation (Sample Devices to be Presented)Total = Marks 25

Understanding and deployment methodology of the project10 Marks

(Biometric Device Integration with the existing system, Reusability, Response Time
and Performance, Camera Specification and Resolution, Quality of Capture,
Training Criteriaand Schedule)

Live Demo 15 Marks

(Biometric Device & Integration with the Existing System, IP Camera, and NetworkSwitch) Data for live demo will be communicated to firms after opening of Technical Proposals

COST WORKSHEET

Financial Proposals must be substantially in the form of the Cost Worksheet provided below. Bidders must itemize all costs associated with providing the required deliverables and services in a tabular format similar to the following. Only those bids will be entertained which fulfill the above shortlisting / eligibility criteria.

PACKAGE - 1
SNO / ITEM / SPECIFICATIONS / MAKE / MODEL NO / UNIT PRICE / QUANTITY / AMOUNT
1
2
3
Total
PACKAGE - 2
SNO / ITEM / UNIT PRICE / QUANTITY / AMOUNT
1 / Data Sim

Project Coodinator,

Directorate of IT,

Government of Khyber Pakhtunkhwa

REQUIRED IT EQUIPMENT

The Directorate of Information Technology, Department of ST&IT, Government of Khyber Pakhtunkhwa, had initiated a project titled as “ICT Facilitation Centre for Government of Khyber Pakhtunkhwa”. The detailed specifications of the required equipment for Elementary and Secondary Education is given below:

PACKAGE – 1

Turn – Key Solution for the whole Package

Each bidder must apply for the whole package. Rates must be mentioned against each item. The item will be consideredFREE of COST if rate is not mentioned against it.

S No / Description / Quantity
1 / Biometric Devices
3G/2G or Higher, FingerPrint Capacity: 3000 Templates or Higher, Transaction Capacity: 100,000 Sensor or Higher, Optical Sensor Communication:RS232/485 or Higher, TCP/IP, USB Client, USB Host Standard Functions: Work Code, SMS, DLST, Self Service Query, Automatic Status Switch, Back up Battery, Other Functions: RFID Card, Relay-bell, Schedule bell, web-serve, 9 digit user ID, Display: min 3 inches TFT Screen, Operating Temperature: 0°C - 45°C, Operating Humidity: 20% to 80%, Customization SDK. / 510
2 / IP Cameras
1.3 Megapixel@25FPS 960 P resolution, Dual H.624 stream resolution, Frame Rate, Bit Rate adjustable, embedded Linux RTOS, Dual Core 32bit DSP, , B/, Auto, Dual IR Cut Filter, Support RTSP compatible with VLC Media Player, BUiltin Motion Detection, 1/3” COMOS Sensor progressive scan, 4/6/8/12 mm Megapixel fixed lens included, Array IR LED, IR Range 50m (98.43 feets), Support power over Ethernet (IEEE 802.3AF) optional, IP66 rated, water proof, outdoor use, support iPhone, iPad, Android mobile, support intelligent video analytic software, bracket including wall mount / 500
3 / Adopters (for Biometric Devices) / 50
4 / Antennas (for Biometric Devices) / 50
5 / Network Switch (5 Port) / 500
4 / Provision, Installation, Configuration, Commissioning and Integration of the Biometric Devices with the existing system along with training to the focal persons at all the Specified Locations / 500
Locations

PACKAGE – 2

S No / Description / Quantity
1 / Data Sims
Data Sims of 1 GB Volume per month or Higher. / 500

Annexure – Z

NOTICE OF INTENT TO SUBMIT PROPOSAL

DATE: RE: DoIT– H/w – 2016

PLEASE PROVIDE THE FOLLOWING INFORMATION FOR THE PERSON WHO WILL BE THE COMPANY’S PRINCIPAL CONTACT FOR MATTERS REGARDING THE ABOVE RFP.
Company Name and Address
Signature of Company Representative
Printed Name of Company Representative
Title
Date
Tel. No.
Fax No.
Email Address

IF FURTHER INFORMATION IS REQUIRED, PLEASE FEEL FREE TO CONTACT:

Mr. Zahid Nawaz,

Project Coordinator-ICT

Annexure – D

PROPOSAL SIGNATURE PAGE

TOR’s NUMBER: DoIT – H/w – 2016
ISSUE DATE: 21/07/2016
PROPOSALS SOLICITED FOR: Provision, Installation, Configuration, Commissioning Of It Equipment For Provincial Government Departments, Government Of Khyber Pakhtunkhwa.
PROPOSAL DUE DATE & TIME: 04/08/2016 11:30 AM (PST)

PROPOSALS MUST BE RECEIVED ON OR BEFORE THE DUE DATE SHOWN ABOVE. LATE BIDS WILL NOT BE ACCEPTED.

SUBMIT PROPOSALS TO:

Mr. Zahid Nawaz
Project Coordinator

Tel: 091-9211789 – Ext (110).

BIDDERS MUST SIGN WHERE INDICATED BELOW AND SUBMIT THIS SHEET AS THE COVER PAGE IN ORDER TO VALIDATE THEIR BID.

As a supplier of goods and services to the ST&IT department I/we certify that I/we fully read and understood the terms and conditions of this RFP and found no complication. We agree to provide the services according to the demand.
Company Name and Address
Signature of company representative
Printed name of company representative
Title
Date
Tel. No. Fax No.
Email address