EUROPEAN UNION DELEGATION TO THE REPUBLIC OF SERBIA

Transcription

1 EUROPEAN UNION DELEGATION TO THE REPUBLIC OF SERBIA Belgrade, REF 2010/D/06949 CONTRACTING AUTHORITY S CLARIFICATIONS Supply of Electronic Offender Monitoring Equipment Publication ref.: EuropeAid/130404/C/SUP/RS Tender no.: 10SER01/06/41 No Question 1. Is there any administrative registration procedure? 2. About the CCS and operating software: Does it is required to have the Software in Serbian? 3. About the tender guarantee of Euros: When do we need to provide it? 4. About the tender guarantee of Euros: I understand it must remain valid for 45 days beyond the period of validity of the tender; so which expiry date do we have to put on the form? 5. Communications costs: Who is responsible for the SIM cards and other communication landline costs? Answer All formalities for submitting a tender are described in the published tender dossier, most importantly in the Procurement Notice, the Instructions to Tenderers and the Tender Form. The text on the User Interfaces in the CCS should be user switchable between Serbian and English. Tenderers must provide a tender guarantee of when submitting their tender. Please refer to the Procurement Notice, section 11. Please refer to the Procurement Notice (section 14) as well as the Instructions to Tenderers (section 22). Also, please see question no. 30. The Department for the Execution of Penal Sanctions Vladimira Popovica Street 40/V, Belgrade Tel: +(381 11) / Fax: +(381 11) / delegation-serbia@ec.europa.eu 1/7

2 6. Time table: I am not sure I understand the all time table; when do we need deliver the equipments in Serbia? When will the installation start? When will be the acceptance? When will start the production? Please let me know also with the precise address to deliver DDP. 7. The tenders mentions that the supplies are to be delivered on INCOTERM DDP, excluding VAT and customs duties. It seems to be contradictory: DDP means delivery to the consignee address including VAT and custom duties and DDU means delivery to consignee address excluding VAT and custom duties. Can you please clarify this point? 8. Regarding eligibility and origin of goods is the company from Israel fulfilling your demands and is able to bid. Please refer to section 15 of the Procurement Notice as well as Articles 18 and 19 of the Special Conditions. The Commencement Order is likely to be issued between six and nine months after contract signature in order to synchronise the delivery with the commencement of the linked Technical Advice project.] The equipment will be delivered to premises in Belgrade designated by the Director of the Department for the Execution of Penal Sanctions. Currently the Director has designated the Headquarters Offices, 22-26, Nemanjina Street, Belgrade. Operational decisions nearer the time may result in alternative premises in Belgrade being designated. The supplies are to be delivered on DDP, VAT unpaid and excluding customs duties. Please refer to sections 8 and 22 of the Procurement Notice. Israel is one of the countries authorised by the IPA Regulation. The tender dossier sets out a number of criteria concerning the eligibility of the company and the eligibility of the equipment. A bid will only be considered if the company meets the relevant criteria and the equipment it intends to supply meets the relevant criteria. CTP TABLE.doc Page 2 of 7

3 9. In the technical specifications it says that the Voice Verification module should ensure at least 100 persons. - What is the maximum of offenders on the Voice Verification module? - How many calls will be generated in average per offender? - The offender will be under RF surveillance and voice verification or it is different offenders? - Can you please describe your expectations of the voice verification and the daily operational routine? a) Item Name: Monitoring Unit with mobile network interface b) Description and Minimum Technical Requirements: The same as Item 3, but able to communicate with the Central Control Station using any of the available mobile networks. - Please clarify what is meant by any available network? Does this mean the unit must be able to - use any network one at a time, or - be able to switch between networks whilst monitoring The CCS will be continuously monitored by security staff using a workstation located elsewhere in the city of Belgrade. Can you confirm how fast the link between the remote workstation and the central server will be? b) Description: Support must be available to ensure that the system operates as designed for a period of 18 months from the date of provisional acceptance. 10 c) The warranty (as specified in Article 32 of the General Conditions) will last for one year from the date of provisional acceptance. The After-Sales Service will last for six months after the warranty has expired. This service will ensure that the equipment remains in full working order. Please confirm that support is required for a total of 18 months (12 months warranty + 6 months after sales service on expiry of warranty) No maximum number of offenders is specified. The system should be capable of monitoring at least 100 offenders. The average number of daily monitoring calls will be no more than 10 per offender. In rare circumstances an offender may be subject both to RF curfew monitoring and voice verification. The precise use of this system cannot be predicted at this stage. It is likely that during waking hours the system will make calls at random intervals to check the offender s presence at home or at other registered locations according to a movement schedule agreed with the supervising officer. The frequency of checking will depend on the risk assessment. 100 Monitoring Unit must be supplied with a mobile interface. It must be possible for trained DEPS staff to change the SIM card in these units. When installed at the curfew location, DEPS staff will decide which network gives the most stable signal and will install an appropriate SIM card in the Monitoring Unit. It would be advantageous, but not necessary, for the system to be able to switch networks while monitoring. The link between the Central Control Station and its workstation will have these characteristics: Local LAN-u Ethernet at 100 Mbps Support is required for a total of 18 months (12 months warranty + 6 months after sales service on expiry of warranty) CTP TABLE.doc Page 3 of 7

4 13. Please confirm what type of network connection will be available to the central server and backup server. Will there be a high speed internet connection available for communication with the mobile monitoring units? 14. Will the high speed network have a fixed IP address with the required hardware (router or firewall) to redirect traffic from the public fixed IP address to the primary and backup server? 15. Where will the backup server be located in relation to the primary server? If they are located in separate buildings or separate parts of the country will a high speed network link be available between the 2 systems? 16. What number and type of telephone lines will be provided at the primary and backup servers? 17. Will VPN access to the network where the primary and backup servers be provided to allow remote support of the servers if required? 18. Please confirm that refurbished equipment cannot be supplied for this contract. For Monitoring Units with landline interface, connection to the Central Control Station server will have these characteristics: Analogue telephone system with landline interface at the Monitoring Unit end; preferably IP or digital (depending on the contract with the provider of the services) at the server. For Monitoring Units with mobile network interface, connection with the Central Control Station server will have these characteristics: CSM or GPRS (depending on the contract with the provider of services). The question is not clear as the address of the server is private and at the firewall side the address is a static one. Bidders should assume that the backup server will be located in a separate building. The connection speed between the two systems is of 50 Mbps. DEPS will provide a link between the two systems that will have the following characteristics: A high speed private network (optical link). It depends on the provider s request. If it s an IP, it s irrelevant as the resource is good for all needs. It is an optical link with the telephone operator. If it is a digital cable then the resource is limited both for primary and the backup servers to 8 twisted pairs each, that is to 8 digital modems with 32 lines each the reason why an IP is a better option. Remote support for the primary and backup servers will be not possible. Refurbished equipment cannot be supplied for this contract. 19. Who will provide the working stations? The work stations will be provided by the Department for the Execution of Penal Sanctions 20. Who will provide the GSM SIM cards? The GSM SIM cards will be provided by the Department for the Execution of Penal Sanctions CTP TABLE.doc Page 4 of 7

5 21. Please confirm how tenderers must provide a tender guarantee of As a bank guarantee/warranty, or cash deposit on account? Special conditions - The Contracting Authority reserves the right, to vary the quantities specified at the time of contracting and during the validity of the contract within a range of +/- 100%. The total value of the supplies may not rise or fall as a result of the variation in the quantities by more than 25% of the contract price. The unit prices used in the tender shall be applicable to the quantities procured under the variation. Please confirm that any additional supplies will be purchased at a pro-rata rate? 23. Is a copy of certificates referred to in the proposal required in the proposal? 24. Should a sample copy of training manuals and materials be included in the proposal? 25. Please confirm you would like an electronic version of the financial offer included in proposal a) Item Name: Remote Monitoring Unit b) Description: The Remote Monitoring Unit is a small, portable device capable of receiving signals from nearby Personal Identification Devices. It must be capable of communicating with the Central Control Station by connection through a mobile phone network. Can the communication with the CCS be through an external mobile device to the RMU? g) enable voice communication between control centre and offender Please clarify if this means: - the VV system must allow the control room to speak to the offender whilst they are doing a verification or enrolment call, or - that the control room must be able to contact the offender Bank guarantee/warranty would be preferred. The additional supplies will be purchased at the unit price used in the tender. Where compliance to a certain standard is required in Annex II, Technical Specification, a copy of the relevant certificate(s) must be enclosed. A certificate of origin for the supplies is not required in the proposal documents, but must be provided by the Contractor at the latest when it requests provisional acceptance of the supplies. (See Annex III, paragraph 3.) A sample of training manuals and materials is not required in the proposal documents. The financial offer should be provided in hard copy and on a Compact Disc. Communication with the CCS be through an external mobile device to the RMU? Tenderers should explain how the Remote Monitoring Unit communicates with the Central Control Station. The Voice Verification system must allow a monitoring officer at the Central Control Station to speak to the offender at the telephone being used for the enrolment call. CTP TABLE.doc Page 5 of 7

6 28. Who will provide and pay monthly charges for the SIM cards required for GSM RF units and CSS cellular modems? If it is to be the supplier, then we shall need to know how many of the units will be in use at any one time and how many calls you expect them to make each day. This will depend on how the systems are set up which will flow from how you intend to monitor your caseload. 29. The question is regarding voice verification system (Item 7 in technical specifications). The complete voice verification system for such a small number of monitored offenders (100 people) is not really cost effective. To avoid these big startup cost for the Contracting Authority, is it possible to offer a system that connects to a server in the USA and uses its voice verification system? Only a relatively small call fee would be charged then to Contracting Authority. For such a small number of monitored offenders this would be a much more cost effective solution then setting up a complete system with servers in Serbia. All the maintenance of equipment would still remain locally in Serbia and Contracting Authority would deal only with them. 30. Please let me know which information we should fill about: 1- Title of contract: 2- Identification number 3- Country of the Contracting Authority/ country in which the financial institution issuing the guarantee is established 4- Name of the country of the Contracting Authority. About the expiry date of the tender guarantee as discussed in the meeting please confirm it should be submission date +135 days; means that 15 April 2011 is ok. All communications costs will be paid by the Department for the Execution of Penal Sanctions. We wish to provide these systems to the Department for the Execution of Penal Sanctions without the need for them to pay continuing fees or royalties to third parties (apart from local communications costs and maintenance costs after the period of after-sales service has expired). The solution proposed by the questioner would only be considered if no option to purchase outright is offered in any other compliant bid. Please refer to the tender dossier. The identification number corresponds to the publication reference. Please refer to the Procurement Notice (section 14) as well as the Instructions to Tenderers (section 22); indeed 15 April 2011 would be ok. CTP TABLE.doc Page 6 of 7

7 31. Section 3k: Able to distinguish between at least ten PIDs in the same location. Does this mean that the MU be able to monitor at least 10 PIDs in the same location? Is it assumed that the telephone service to the monitoring centre will be installed, maintained and paid for by the customer through life of the contract? 33. Please confirm if the English or Serbian language is acceptable for the following: RMU menu Serbian or English? MU menu Serbian or English? Central Control Station software Serbian or English? Training Manual Serbian or English? Training sessions given in Serbian or English? The MU must be able to monitor at least 10 PIDs in the same location. This assumption is correct. The following languages are required: Remote Monitoring Unit: Serbian Monitoring Unit Menu: Serbian Central Control Station software: Serbian and English (operator switchable) Training Manual: Serbian and English. Training sessions: Serbian. Note: The equipment will be installed in the premises of the Ministry of Justice, Directorate for Execution of Criminal Sanctions, 22 Nemanjina Street, Belgrade. CTP TABLE.doc Page 7 of 7