PROCUREMENT OF. CLOSED USER GROUP SERVICE FOR EXIM Bank

Transcription

1 B I D D I N G D O C U M E N T S Issued on: February 22, 2018 for PROCUREMENT OF CLOSED USER GROUP SERVICE FOR EXIM Bank RFQ No: Procuring Entity: National Export Import Bank of Jamaica Limited EXIM Bank Ref. No Page 1 of 16

2 Section II Bid Data Sheet 2 INVITATION TO QUOTE RFQ No.: Subject: Closed User Group Service for EXIM Bank Request for Quotation (RFQ No ) 1. You are invited to submit your proposal for the provision of Closed User Group (CUG) Services for two (2) years for National Export-Import Bank of Jamaica Limited in accordance with the requirements detailed in Attachment #1 as mentioned below: 2. The CUG Service must have the following components: ITEM DESCRIPTION QTY 1. Provision of Handsets Basic Data Plan 2 2. Provision of Handsets with Data Plan Management/Technical)- Any Android Phone that meet technical specifications. 3. Provision of Handset with Data Plan Senior Executive Provision of Handsets with Data Plan Managers (Similar to Samsung 8 or exceed the specification for the Samsung 8)) Provision of Handsets-Chief Officers (Similar to Samsung J7 Neo or exceed the specification of the Samsung J7 NEO)) Provision of Voice Bundles and CUG Services for 22 devices plus 8 handsets already in house. Provision of loaner phones (Any Android Phone that meet technical specifications) 8. The requisite service support, and warranty 1 Lot EXIM Bank intends to purchase these goods/services from the Bank s approved budget. 4. Proposal will be evaluated, and a contract signed with the firm offering the most substantially responsive proposal attaining the highest overall score. 5. Your quotation should be submitted in English no later than Wednesday, 7 March 2018 by 3:00 p.m. in one original and two (2) hard copies and addressed as follows: National Export-Import Bank of Jamaica Limited 85 Hope Road (Entrance on Clieveden Avenue) Kingston 6 RFQ: Your quotation should be accompanied by: - A copy of a valid Tax Compliance Certificate (TCC) - A copy of a valid National Contracts Commission (NCC) Registration Certificate or letter of approval in the category Information Technology Services Section III Evaluation and Qualifications Criteria

3 7. The deadline for receipt of your quotation by the Procuring Entity in three (3) hard copies address indicated in Paragraph 8 is: Wednesday, 7 March Late submissions will not be accepted. 8. Quotations will not be accepted by way of facsimile or e- mail. Hard copy should be submitted on or before Wednesday, 7 March 2018 at the offices of the EXIM Bank and placed in the Tender Box located in the reception area and labelled as follows: REQUEST FOR QUOTATION REF. No PROCUREMENT OF CLOSED USER GROUP SERVICE FOR EXIM Bank Attn: Manager, Human Resource and Administration Division Project: Closed User Group Service for EXIM Bank Ref. No Where applicable, adequate technical documentation and catalogue(s) and other printed material or pertinent information (in English 10. Your quotation should be submitted as per the following instructions: (i). Prices: Prices shall be quoted in Jamaican Dollars indicating all applicable taxes. The rate of exchange shall be Bank of Jamaica average selling rate at the deadline of bid submission. The Bidder shall submit the Price Schedules for Goods and Related Services, according using the format detailed in Attachment #2. (ii). Evaluation of Quotations: Evaluation will be done as detailed in Attachment #3. Quotations determined to be substantially responsive to all the specifications will be evaluated by comparison of their prices. The procuring entity reserves the right to reject any proposal that fails to meet any or all of the mandatory requirements stated in RFQ. Arithmetical errors will be corrected as follows: Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern. If a Supplier refuses to accept the correction, the quotation will be rejected. (iii). (iv). (v). Award via Purchase Order: The award will be made to the bidder offering the most substantially responsive proposal attaining the highest overall score and that meets the required standards of technical and financial capabilities. Payment: The method and conditions of payment to be made to the Supplier under the Contract as per invoice presented for service provided within thirty (30) days of receipt of bill. The Supplier shall be paid in Jamaican Dollars. For quotations in any other currency, they shall be converted to Jamaican Dollars. The rate of exchange shall be Bank of Jamaica average selling rate at the deadline of bid submission.

4 (vi). Delivery Schedule: All handsets must be delivered two (2) days prior to the agreed service commencement date. Monetary penalties may apply for late completion to 0.25% of the contract price per day of the delay up to a maximum of 10%. After this time, the Purchaser reserves the right to cancel the contract. (vii). Origin: There are no restrictions as to the origin of goods offered under this RFQ. (viii). Documentation: Subsequent to the delivery of service, the Supplier is required to submit an Invoice. (ix). Validity of the Offer: Your quotation should be valid for a period of forty-five (45) days from the date of submission of quotations as indicated in Paragraph 8 of this Invitation to Quote. 11. All clarifications regarding this Request for Quote should be submitted in writing via to procurement@eximbankja.com. Clarifications should be submitted no later than Monday, 26 February Responses to all clarifications will be made Tuesday, 27 February No other clarification will be given after this date. 13. Please confirm by the receipt of this invitation and whether you will submit a price quotation. 14. The Procuring Entity reserves the right to cancel the tender process or reject any or all quotations at its discretion, at any time prior to award of the contract, without thereby incurring any liability to the affected Bidder(s) on the grounds for the Purchaser s actions.

5 All requirements listed below are mandatory unless otherwise stated. DESCRIPTION GENERAL REQUIREMENTS 1. Calls must be priced at per-second billing rate. 2. Caller ID, Call Waiting, and Call Forwarding are required. 3. Vendors must provide online billing showing details of individual accounts. 4. Vendors shall provide all island coverage for voice service. Coverage map is required 5. Vendors shall provide all island coverage for data service. Coverage map with speed specification is required. 6. Vendors are required to provide the facility to update SIM phone books on all phones within the CUG. 7. Vendors are required to detail mechanism used to account and compensate for dropped calls. 8. Vendors should state the quantity of loaner phones being provided. 9. Vendors are required to provide loaner phones for the duration of the contract, if required (state quantity). Loaner phones for Management level phones must have the same messaging functionality (main ) as the phone being replaced. 10. Vendors are required to provide loaner phones for the duration of the contract (state quantity). Loaner phones for Senior Executive and Executive levels phones must match the specifications of the phone being replaced. 11. Phone cases for Manager and all Executive level phones (Desirable) 12. SIM Card Replacements 13. Documentary Evidence of Phone Repair Policy 14. Turnaround time to respond to queries and requests. CLOSED USER GROUP REQUIREMENTS COMPLIANCE (YES/NO) HOW IS REQUIREMENT MET

6 DESCRIPTION 15. CUG group shall be proposed for 30 handsets. Three additions must be at the technical level (loaner phones) 16. The CUG services shall be billed on a Post-Paid basis. 17. CUG members shall be allowed unlimited national communication to all members within the group. Communication shall include phone calls and text messaging. 18. No additional costs shall be incurred for calls made through the PBX to or from CUG members. 19. Caller ID, Call Waiting and Call Forwarding shall be included for CUG members. VOICE BUNDLE REQUIREMENTS 20. Post-paid minutes for off-net and on-net minutes should rollover. 21. Vendors shall provide mechanism to allow a limit to be set on the monthly bill for a CUG account. COMPLIANCE (YES/NO) HOW IS REQUIREMENT MET MOBILE PHONE HARDWARE/SOFTWARE SPECIFICATIONS Below are the required features of the phones to be provided with the CUG solution. All requirements stated herein after is Mandatory. Basic User Handset Specifications Quantity Required Two (2) 1. Description 2. Minimum Specifications 3. Compl iance (Yes/No) 4. How is Requirements Met 5. Make/Model 6. [Specify make and model phone] 7. Network 3G Compatible 8. Size Candy bar (not a flip phone) 9. Display Support a minimum of 65K colours Minimum Screen Size: 4 inches 10. Ringtones Polyphonic, MP3 11. Battery Life Talk Time: 6 Hours minimum Standby Time: 320 Hours minimum 12. Messaging SMS Messaging

7 1. Description 2. Minimum Specifications 3. Compl iance (Yes/No) 13. Phonebook Support a minimum of 500 Entries 14. Other Features Integrated hands free loud speaker Vibration 15. Support Vendor shall honour the warranty on all mobile handsets provided. 16. Quantity Required Two (2) Devices 4. How is Requirements Met Management/Technical Level Handset Specifications Quantity Required Eleven (11) 17. Description 18. Minimum Specifications 21. Make/Model 22. [Specify make and model phone] 23. Network G Compatible 19. Compliance (Yes/No) 20. How is Requirements Met 25. Connectivity Wi-Fi b/g/n/ Bluetooth 2.1 with A2DP minimum NFC Micro USB v 2.0 minimum 26. Body Candy bar (not a flip phone) 27. Keyboard QWERTY 28. Display Support a minimum of 16M colours Minimum Screen Size: 320x240 pixels 2.44 inches 29. CPU 1.0 GHz Dual Core minimum 30. Memory RAM: 2GB minimum Storage: 16 GB Internal minimum Card Slot: MicroSD, up to 32GB 31. Data 3G compatible 32. Camera Primary: 10 MP, 2592x1944 pixels, LED flash

8 17. Description 18. Minimum Specifications 33. Sound Alert Types: Vibration, WAV, MP3 ringtones Loudspeaker 3.5mm jack 34. Battery Life Talk Time: 8 Hours minimum Standby Time: 300 hours minimum 35. Messaging SMS, MMS, , Push , IM Support Microsoft Exchange ActiveSync 36. Phonebook Support a minimum of 1000 Entries 19. Compliance (Yes/No) 20. How is Requirements Met 37. Other Features HTML Browser Organizer/Calendar Document Viewer Maps Predictive text input 38. Support Vendor shall honour the warranty on all mobile handsets provided. 39. Quantity Required Eleven (11) Devices Executive Level Handset Specifications Quantity Required Four (4) plus one (1) for a Senior Executive 40. Description 41. Minimum Specifications 44. Make/Model 45. [Specify make and model phone] 46. Network 47. 3G compatible 42. Complian ce (Yes/No) 43. How is Requirements Met 48. Connectivity Wi-Fi b/g/n/ac Wi-Fi Hotspot Bluetooth 4.0 with A2DP minimum

9 40. Description 41. Minimum Specifications NFC 49. Body Candy bar 50. Keyboard QWERTY Micro USB v2.0 minimum Maximum Weight should be 200g 51. Display Support 16M colours 42. Complian ce (Yes/No) 43. How is Requirements Met 52. Minimum Screen Size: 5 inches Multi-touch 53. CPU 1.5 GHz Dual Core 54. Memory Ram: 2GB Storage: 16GB Internal Card Slot: MicroSD, up to 64GB 55. Data GPRS, EDGE, HSPDA 56. Camera Primary: 10 MP, 2592x1944 pixels, LED flash Secondary: 1.9MP, 720p@30fps minimum 57. Sound Alert Types: Vibration, WAV, MP3 ringtones Loudspeaker 3.5mm jack 58. Battery Life Talk Time: 8 Hours minimum Standby Time: 320 hours minimum 59. Messaging SMS, MMS, , Push , IM Support Microsoft Exchange ActiveSync 60. Phonebook Support a minimum of 1000 entries 61. Other Features HTML Browser Organizer/Calendar Document Viewer Maps Predictive text input

10 40. Description 41. Minimum Specifications MP4/DivX/XviD/WMV/H.26 4/H.263 player MP3/WMA/WAV/eAAC+/A C3 player 62. Support Vendor shall honour the warranty on all mobile handsets provided. 63. Quantity Required Four (4) Devices plus one (1) device for Senior Executive level. 42. Complian ce (Yes/No) 43. How is Requirements Met Chief Officer Level Handset Specifications Quantity Required Three (3) Specification must meet or exceed the specification of a Samsung J7 NEO DATA SERVICE PLAN REQUIREMENTS 22. The CUG plan must offer data packages for the Management/Technical and Executive Level users. 64. Description 65. Requirement 66. Comply (Yes/No) 67. How is Requirements Met 68. Data Speed 3G minimum 69. Data Volume per month 2GB minimum 70. Overage Cost Vendor should state cost of handsets once the allotted volume has been exceeded during the contract period N.B: The required data packages are for the total of 21 handset plus 8 handsets in house. NB: No data packages will be required for users with Basic handsets. N.B: Additional three (3) loaner phone must meet or exceed the specification of the Technical/Management Level N.B: Specification indicated in the table above is minimum but is not limited to the Bidder providing EXIM Bank with the best solution for handsets. ATTACHMENT #2 PRICE SCHEDULE INSTRUCTIONS FOR COMPLETING THE COST SCHEDULE 1. The vendor should submit prices for each item specified in their proposal. The prices which the vendor states should be based on Attachment #1 Schedule of Requirements. 2. All prices quoted by the vendor must be in Jamaican dollars. 3. Any necessary expenses including duties and taxes (where applicable) should be included in the costs of the appropriate items 4. The vendor should provide additional information on each item as requested below.

11 2-YEAR SOLUTION COST 5. The vendor should state the service costs for providing services to meet the requirements as specified in Attachment #1 Schedule of Requirements. 6. If there are any services which will be charged on a monthly basis, the vendor must specify the time period as two (2) years. 7. Total Cost to Integrate CUG with PBX (to include all implementation and operational costs over the contract period). CALL CHARGES 8. The vendor should state the per minute call charges for calls terminating on-network, offnetwork, on landlines, Caribbean, and other overseas areas. 9. Vendors are required to provide bundled minutes packages to meet the following package requirements: Package A (Quantity 2) Package B (Quantity 11) Package C (Quantity 15) Package D (Quantity 1) = No Bundled Minutes (Voice access only) = 150 minutes on-net / 60 minutes off-net = 300 minutes on-net/100 minutes off-net = 300 minutes on-net/100 minutes off-net ADDITIONAL SERVICES AND COSTS 10. In addition to the costs in the Table below, the Purchaser may decide to acquire additional products and services from the vendor whose proposal is accepted. The costs of these additional products and services should be stated in the proposal (example all voice bundles, roaming charges). These costs should be included in the Table below but detailed separately. ANY ADDITIONAL COSTS AND CHARGES 11. The vendor should specify any costs that are not covered above. The vendor should provide details for each additional cost, including whether the cost is a one-time charge or recurring/ongoing. 12. Vendor must ensure that any and all cost shall be included. One time and recurring charges must be stated in submission. ITEM QTY TIME PERIOD CUG Monthly Fee CUG Cost for Newly purchased handsets 8 24 Handset Cost Basic 2 - Handset Cost Manager/Technical 11 Handset cost for Senior Executive 1 Handset Cost Executive 4 Handset Cost Chief Officers 3 UNIT PRICE Total # Months J$ J$

12 Data Service Package A Basic Plan 2 24 Package B 150 minutes / 60 off-net Package C 300 minutes / 100 off-net Package D 300 minutes / 100 off-net 1 24 Any other costs 1 24 Discounts (where applicable) 3 3 TOTAL ATTACHMENT #3 EVALUATION CRITERIA This section describes the approach that the Purchaser will adopt during the evaluation of proposals and the level of input that bidders will be expected to provide during this period. OVERALL EVALUATION PROCESS 1. The Bidders proposals shall be evaluated in two phases. A preliminary evaluation that shall entail an examination of the bid document to determine adherence to the eligibility requirements outlined below. Only the bids, which satisfy the eligibility requirements, will be short-listed for detailed evaluation in the second phase. ELIGIBILITY REQUIREMENTS 2. To establish eligibility all Bidders invited to bid must comply with the following criteria: a. A valid Tax Compliance Certificate (TCC). b. A valid certificate showing that their company is registered with the National Contracts Commission (NCC) in the category Information Technology Services. 3. Only the bids, which satisfy the eligibility requirements, will be short-listed for detailed evaluation in the second phase. The bids that do not satisfy the eligibility requirements will be deemed as non-responsive and will be disqualified. DETAILED EVALUATION 4. In this phase of the selection process, the Purchaser shall compare and evaluate all substantially responsive, short-listed bids based on the Bidder s fulfilment of the following: a. Compliance with all specifications as outlined in the Attachment #1 Schedule of Requirements. b. Cost of Service includes the 2-year solution costs, and the Outside of Group call charges The 2-year Solution is the total cost of service to for two (2) years including: 1 Vendor to define quantity

13 a) Total CUG Monthly Fee b) Total CUG Monthly Voice Service Fee c) Total Data Service Fee d) Total Handset costs (Allotment over the two-year period) e) Any Other costs This section shall include all costs required to meet the requirements in Attachment #1 Schedule of Requirements for 2-years. 5. A scoring system will be used to allocate marks to determine the cost-effective solution. The allotment will be as follows: 1. All offers that comply with all instructions given in this document will be eligible to have their Bid evaluated. Bids must obtain a qualifying pass mark of 70 to have their Cost Proposal assessed and evaluated. The Bid obtaining the highest score with the lowest price will be awarded the contract. 2. Sores will be allotted as follows: Cost Score 20 Technical Assessment 35 Company Status and References 20 Qualification and Key Support Staff 20 Added Features (Bonus points) - 5 The Evaluation Criteria at Attachment III give details of the scoring structure. 3. The procuring entity reserves the right to reject and deem non-response any short-listed bid that does not match all the mandatory requirements of the RFP. Such bids may not subsequently be made responsive by the Bidder by correction of the non-conformity. 4. Short-listed bids will be examined to determine whether they are complete, free from any computational errors and whether the quotations are generally in order. Arithmetical errors will be rectified on the following basis: a. If there exists a discrepancy between the product of the unit price and the quantity on one hand and the corresponding price entered in the schedule on the other, the unit price will prevail and the corresponding total price (extended price) will be corrected; b. If there exists a discrepancy between the sum of individual prices and the corresponding total price entered in the proposal, the individual prices will prevail, and the total price will be corrected. c. If there exists a discrepancy between words and figures, the amount in words will prevail, unless the amount expressed in words is related to an arithmetic error in which case the amount will prevail subject to (a) and (b) above.

14 5. If the successful Bidder with the lowest evaluated bid (that is the bid that is substantially responsive and has the highest bid score) refuses to accept the correction of errors, its bid shall be disqualified. In the event of disqualification of the bid, the Purchaser shall proceed to the next lowest evaluated bid and follow the same procedure as above. 6. The Bidder should make preparatory arrangements to ensure that Bidder s staff is available to assist the Purchaser during the evaluation process. All contact between the Bidder and the Purchaser during the evaluation period should be initiated by the Purchaser. Any unsolicited contact initiated by the Bidder during this period may be construed as an attempt to influence the Purchaser s evaluation and may result in the Bidder s proposal being rejected.

15 EVALUATION CRITERIA ATTACHMENT III EVALUATION CRITERIA SCORING SHEET Quality passing score is 70 points. TECHNICAL ASSESSMENT TOTAL - 80 POINTS A. Company Status and References SCORE ALLOTTED BIDDER COMMENT i. Number of years in business - 15 ii. Proof of References from 3 clients - 5 B. Technical Assessment i. Meet or exceed specification as outlined in Appendix II - 25 points ii. Colour Brochures in English with pictures and relevant details - 5 points iii. Dealer Warranty and Assurances - 5 points 5 C. Qualification and Profile of Key Support Staff i. Experience and qualification of support staff - 10 points ii. Number of key support staff - 5 points ii. After Sales Service Policies Delivery time and turn - around time for after sales service - 5 points 5 5 D. Added Features (Bonus Points) 5 i. Exceed the Bank s proposed technical requirements 5 5 points Total Technical Score 80 D.COST PROPOSAL 20 POINTS The lower Proposal Price will be assigned the full 20 points. The number of points for the proposal under consideration is calculated from: P= CLP/CPC x 20 P = No. of points for proposal under consideration CLP = cost of lower proposal COMMENT CPC = cost of proposal under consideration TOTAL COST PRICE TOTAL SCORE 100

16 EVALUATION STRUCTURE A. Company Status - 15 Points -10 years 15 points years - 10 points years - 4 points - less than 3 years - 1 point Proof of References - 5 Points -3 references showing similar service done in the last 3 years - 5 points - less than 3 references - 2 points - No references - 0 point B. Technical Assessment - 35 Points - All technical requirements are met or exceeded 25 points - Do not meet technical requirements - 15 points - Colour brochures with details - 5 points - No Colour brochures - 0 point - Assurances and Warranties - 5 points - No Assurances and Warranties - 0 point C. Qualification and Profile of Key Support Staff 20 Points > 6 years in the related field/industry - 10 points 5-3 years in the related field/industry - 5 points 2-1 years and are certified auto mechanics - 5 points < less than 1year - 0 point Key Support Staff >3 team members - 5 points team members - 3 points - Less than 1 team member - 0 point Delivery and Turn-around Time for after sales service - Stated in document - 5 points - Not stated - 0 points D. Added Features - 5 Points (BONUS)