The Electoral Commission of Zambia

THE ELECTORAL COMMISSION OF ZAMBIA

BIDDING DOCUMENT

ECZ /SRV/08/15/1 -SECURITY SERVICES

TENDER FOR THE MAINTENANCE OF THE CLOSED CIRCUIT TELEVISION (CCTV) AND ACCESS CONTROL SECURITY SYSTEMS

Financed by: The Government of the Republic of Zambia (GRZ)

Electoral Commission of Zambia

Elections House

Haile Selassie Avenue

P.O Box 50274

Lusaka, Zambia

Tel: 260 – 1 – 253157/250081

Fax: 260 – 1 – 253157/257274

February 2015

ELECTORAL COMMISSION OF ZAMBIA

P.O Box 50274,

Lusaka

INVITATION FOR BID

Closing Date: 27thMarch2015

To: Eligible Bidder

ECZ /SRV/08/15/1 -SECURITY SERVICES

TENDER FOR THE MAINTENANCE OF THE CLOSED CIRCUIT TELEVISION (CCTV) AND ACCESS CONTROL SECURITY SYSTEMS

The Electoral Commission of Zambia wishes to engage a service provider for the maintenance of the Closed Circuit Television (CCTV) surveillance and a card based Access Control system for physical security of the premises at head office and warehouse. The systems have been installed at both the head office and at the Silverest warehouse offices along Great East Road. You are therefore invited to submit a SIGNED BID for the Maintenance of the Closed Circuit Television (CCTV) and access control security systems at the Electoral Commission of Zambia.

2. Terms of Reference are as per attached:

3. The Commission has allocated some funds to make eligible payments under the contract for which this invitation for bid is issued.

4. Your signed bid must be addressed to:

The Head Procurement and Supplies Unit

P.O Box 50274

Lusaka Zambia

Telephone: 260 1 253157 Fax: 253157

5. The deadline for receipt of quotation is Friday, 27th March2015, AT exactly 10:00 hours local time. Bids in sealed envelopes must be clearly marked “Security Services – CCTV)” and must be deposited in the tender box, at ECZ reception not later than Friday, 27thMarch 2015, AT exactly 10:00 hours local time. Submissions will be opened immediately in the conference room in the presence of bidders or representatives’ who would choose to attend.

6. Faxed and emailed Bids are NOTACCEPTABLE.

7. Other Terms and Conditions of Supply are as follows:

(i)PRICES: quoted in either Zambian Kwacha only, failure to comply to this Condition will result in your bid considered non responsive. The price quoted should include all duties and taxes, and the price schedule to be submitted must be signed by duly authorized persons (Power of Attorney).

(ii)PAYMENT: To be based on post-delivery invoice, within 30 days

(iii)CONTRACT DURATION: The duration of the contract will be for a period of two years from contract signing

(iv)BID VALIDITY: your bid should be valid for a period of 90 days from the date of bid submission.

(v)TECHNICAL COMPLIANCE – Please include your response to the Terms of Reference that have been provided

(vi)Security of bid: submit your bid together with the duly signed bid securing declaration form.

(vii)Conditions of Contract: The General Conditions of Contract as contained in the ZPPA Standard Solicitation document applies

(viii)SERVICE PROVIDERS ARE EXPECTED TO SUBMIT ONE ORIGINAL AND FIVE COPIES

8. Further information can be obtained from:

Head, Procurement and Supplies Unit

P.O Box 50274

Lusaka Zambia

Telephone: 260 1 253157 Fax: 253157

Email:

9. Please confirm by fax, telephone , email, or by signing in our record books, the receipt of this invitation and whether or not you will submit the bid.

Sincerely

Bwalya Ntambo

Preliminary Bidding Requirements (Qualifications)

NO / DESCRIPTION
1 / Signed Bid Form
2 / Signed Price Schedule
3 / Duly signed Bid Securing Declaration Form
4 / Bid Securing Declaration Validity (3years)
5 / Bid Validity of 90 days
6 / Contract Period of two years

ATTACHMENT

ECZ /SRV/08/15/1 -SECURITY SERVICES: TERMS OF REFERENCE

TENDER FOR THE MAINTENANCE OF THE CLOSED CIRCUIT TELEVISION (CCTV) AND ACCESS CONTROL SECURITY SYSTEMS

i)Introduction

The Electoral Commission of Zambia (ECZ, the Commission) has implemented Closed Circuit Television (CCTV) surveillance and a card based Access Control system for physical security of its premises. The systems have been installed at both the head office and at the Silverest warehouse offices along Great East Road.

ii)Background

Following granting of a waiver by the Zambia Public Procurement Authority (ZPPA) for the Commission to enter in contract with service provider for the respective service contracts for a period of two years: The Commission, now, seeks to enter into a Service Level Agreement (SLA) with a qualified firm to provide preventive and corrective maintenance for the CCTV and Access Control installations.

iii)Scope of Work

The selected bidder will be required, for all the equipment in the schedule, under section 4 below, to:

i)Maintain the equipment in efficient operating order ensuring above 99.9% availability;

ii)Configuration of PBX the backend servers, that is, both hardware and software whenever required;

iii)Extend the installation by arming more doors and installing new cameras whenever required;

iv)Provide blank access cards to meet the demand;

v)Provide the call logging procedures to be followed under the service agreement, to respond to the above availability requirements for each equipment and the following response times:

Telephone and email response times – 30 minutes;
Onsite intervention by an engineer – 4 hours; and
Repair time for all equipment – 24 hours.

vi)Stock spare parts to guarantee equipment availability requirements;

vii)Effect quarterly preventive maintenance calls. The preventive maintenance shall include (but not limited to):

General heath checks of the equipment;
Partial dismantling, cleaning of the devices;
Technical adjustments/enhancements;
Replacement of defective parts where applicable; and
Updating the firmware where applicable.

viii)Process warranty cases on behalf of ECZ where applicable; and

ix)Provide training to ECZ systems administrators in the management of the CCTV and the Access Control system.

iv)Schedule of Equipment

The service level agreement shall cover the following equipment:

Schedule 1: Access Control

ITEM / Server / System controllers / Door controllers (ITT) / Card readers / IXP220 system 3 license / Printers / Switches
SITE / 1 / 1 (IXP220) / 10 / 20 / 1 / - / 1
Silverest
HQ Old System / 1 / 1 (IXP220) / 29 / 58 / 1 / 1 / -
HQ New System / 1 / 1 (IXP220) / 31 / 62 / 1 / - / 2

Schedule 2: CCTV

ITEM / NVR server / DVR / PTZ cameras / Outdoor cameras / Indoor cameras / Matrix PTZ controller / Switches
SITE / 1 / Software based (64 Channel) / 4 / 4 / 19 / - / 2
Silverest
HQ Old System / - / 5(16 channel each) / 6 / 31 / 25 / 1 / -
HQ New System / 1 / Software based (64 Channel) / 1 / 4 / 21 / - / 2

v)Deliverables

The service provider is expected to submit quarterly reports (both hard copy and soft copy in Microsoft Word format) detailing the preventive and corrective maintenance undertaken in the period and any relevant information on the status of the systems.

vi)Duration of the Contract

The services are expected to be provided for a 2 year period commencing

vii)Facilities to be Provided by the Commission

The Commission will allow the Service Provider access to the Commission’s premises reasonably necessary for the purpose of carrying out the services herein.

viii)Reporting

The Service Provider will report to the Deputy Director – Information Technology in the execution of this contract.

ix)Qualifications and Experience

Qualifying firms MUST meet the following minimum requirements:

Experienced engineers for all the above technologies;
Have an office in Zambia;
Proof of similar service level agreements in the past 3 years; and
Preferably a Zambian-owned firm.

Service Provider's Bid

[date]

To: [name and address of Employer]

Having examined the bidding documents including addenda No …….., we offer to execute the [name and identification number of Contract] in accordance with the Conditions of Contract, specifications, drawings and activity schedule accompanying this Bid for the Contract Price of [amount in numbers], [amount in words] [names of currencies].

The Contract shall be paid in the following currencies:

Currency / Amount payable in currency / Inputs for which foreign currency is required
(a)
(b)

We accept the appointment of [name proposed in the Bidding Data Sheet] as the Adjudicator.

[or]

We do not accept the appointment of [name proposed in the Bidding Data Sheet] as the Adjudicator, and propose instead that [name] be appointed as Adjudicator, whose daily fees and biographical data are attached.

This Bid and your written acceptance of it shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any Bid you receive.

We hereby confirm that this Bid complies with the Bid validity and Bid Security required by the bidding documents and specified in the Bidding Data Sheet.

Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid, and to contract execution if we are awarded the contract, are listed below:

Name and address of agent / Amount and Currency / Purpose of Commission or gratuity
(if none, state “none”)

Authorized Signature:

Name and Title of Signatory:

Name of Bidder:

Address:

Bid-Securing Declaration

[The Bidder shall fill in this Form in accordance with the instructions indicated .]

Date: [insert date (as day, month and year) of Bid Submission]

No.: [insert number of bidding process]

To: [insert complete name of Procuring Entity]

We, the undersigned, declare that:

1.We understand that, according to your conditions, bids must be supported by a Bid-Securing Declaration.

2.We accept that we will automatically be suspended from being eligible for bidding in any contract with the Procuring Entity for the period of time of [insert number of months or years] starting on [insert date], if we are in breach of our obligation(s) under the bid conditions, because we:

(a) have withdrawn our Bid during the period of bid validity specified by us in the Bidding Data Sheet; or

(b) having been notified of the acceptance of our Bid by the Procuring Entity during the period of bid validity, (i) fail or refuse to execute the Contract, if required, or (ii) fail or refuse to furnish the Performance Security, in accordance with the ITB.

3.We understand this Bid Securing Declaration shall expire if we are not the successful Bidder, upon the earlier of (i) our receipt of a copy of your notification of the name of the successful Bidder; or (ii) twenty-eight days after the expiration of our Bid.

4.We understand that if we are a Joint Venture, the Bid Securing Declaration must be in the name of the Joint Venture that submits the bid. If the Joint Venture has not been legally constituted at the time of bidding, the Bid Securing Declaration shall be in the names of all future partners as named in the letter of intent.

Signed: [insert signature of person whose name and capacity are shown] In the capacity of [insert legal capacity of person signing the Bid Securing Declaration]

Name: [insert complete name of person signing the Bid Securing Declaration]

Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder]

Dated on ______day of ______, ______[insert date of signing]