Request for Proposal

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Request for Proposal

  1. 1. Supply, Installation, Configuration and Commissioning of IT Equipment. ____________________________________ Request for Proposal RFP No. 20/0607 Date: Wednesday, December 27, 2006
  2. 2. National Computer Board RFP No. 20/0607 INVITATION TO TENDER Request for Proposal (RFP) for supply, installation, configuration and commissioning of IT Equipment – RFP No. 20/0607 1. The National Computer Board invites bids from interested companies for the supply, installation, configuration and commissioning of IT Equipment as detailed in the RFP document. 2. The tender document can be collected from the National Computer Board office, 7th Floor, Stratton Court, La Poudriere Street, Port Louis or can also be downloaded from the NCB website at http://www.ncb.mu. 3. Bidders are requested to submit their bids in two separate sealed envelopes clearly marked “TECHNICAL PROPOSAL” and “FINANCIAL PROPOSAL” respectively on the top left-hand corner at latest Friday 19th January 2007 at 15:00 hrs. The following reference must be quoted on both envelopes, "Ref: RFP No. 20/0607". Quotations must be addressed to the Executive Director and submitted in the tender box located at the National Computer Board, 7th Floor, Stratton Court, Poudriere Street, Port Louis. 4. The Bidder shall furnish, as part of its technical proposal, an original bid security in the amount of Mauritian Rupees (Rs) 125,000. The Bid Security shall be in the form of a tender bond or bank guarantee in the name of National Computer Board issued by a local commercial bank and valid for 150 days beyond the closing date of the RFP. The Bid Security must be submitted in the technical proposal envelope. 5. Proposals submitted by bidders should be valid for a period of 120 days beyond the closing date of the RFP. 6. The National Computer Board reserves the right to (a) accept or reject any bid (b) split the tender (c) annul the RFP process and reject all bids, at any point of time, prior to the award of contract, without thereby incurring (i) any liability to any _______________________________________________________________________________ Page 2
  3. 3. National Computer Board RFP No. 20/0607 bidder (ii) any obligation to inform the bidder, about the grounds of such action. NCB also reserves the right not to order all the items. National Computer Board 7th Floor, Stratton Court La Poudriere Street Port Louis December 27, 2006 _______________________________________________________________________________ Page 3
  4. 4. National Computer Board RFP No. 20/0607 1 Introduction The National Computer Board is inviting bids for the supply, installation, configuration and commissioning of IT equipment. Suppliers are also requested to quote separately for the maintenance of the equipment proposed. The successful bidder will be required deliver, install, configure and commission 12 desktop PCs and 9 desktop PCs in the in the exisiting Network of the Government Online Centre and National Computer Board respectively. Bidders are requested to complete and submit the technical specification sheets as provided at Annex I for all the equipment to be supplied. The financial proposal template sheet at Annex II should be completed and submitted by bidders as part of their financial proposal. The terms of payment are specified at Annex III. Bidders should also include as part of their proposals the relevant technical brochures for all the equipment proposed. 2 Instructions to Bidders 2.1 The technical proposal shall include the following information: a. Cover letter from bidder. b. Bill of materials sheet as provided in Annex I. c. Technical specifications of all items as per format in Annex I. d. A hard copy of the technical proposal and also a soft copy of technical proposal on CD/Diskette. e. Relevant technical brochures on the proposed IT equipment and software. f. All pages of the technical and financial proposal must be signed. g. Bid Security as per Clause 2.5 in the RFP document. 2.2 The financial proposal shall include the following information: a. All prices must be in Mauritian rupees and must be inclusive of all taxes. b. All pages of the financial proposal must be signed. c. Financial Proposal as per format at Annex II. _______________________________________________________________________________ Page 4
  5. 5. National Computer Board RFP No. 20/0607 2.3 Technical and financial proposal should be submitted in two separate sealed envelopes clearly marked “TECHNICAL PROPOSAL” and “FINANCIAL PROPOSAL” respectively on the top left-hand corner. The following reference must be quoted on both envelopes, "Ref: RFP No. 20/0607". 2.4 Failure by bidders to submit all information in their proposal as per sections 2.1, 2.2 and 2.3 above may result in their proposal being rejected. 2.5 Bid Security 2.5.1 The Bidder shall furnish, as part of its technical proposal, an original bid security in the amount of Mauritian Rupees (Rs) 125,000. 2.5.2 The Bid Security shall be in the form of a tender bond or bank guarantee in the name of National Computer Board issued by a local commercial bank and valid for 150 days beyond the closing date of the RFP. 2.5.3 The Bid Security must be submitted in the technical proposal envelope. 2.5.4 Any proposal not secured in accordance with paragraphs 2.5.1, 2.5.2 and 2.5.3 may be rejected by the National Computer Board. 2.5.5 The Bid Security provided by the Bidder whose proposal is accepted shall be repaid or discharged when the Performance Security has been duly entered into and executed. 2.5.6 Bid Security Forfeiture: The bid security may be forfeited: if a bidder withdraws its bid during the period of validity of his proposal as specified by the bidder in his proposal; or in the case of a successful bidder, where the bidder fails: i) to sign the contract or ii) to furnish performance security in accordance with Clause 2.5.7 in the RFP document. _______________________________________________________________________________ Page 5
  6. 6. National Computer Board RFP No. 20/0607 2.5.7 Performance Security: Within 10 days of the receipt of the award notice from the NCB, the successful bidder shall furnish the performance security representing 10% of the total value of the contract, as per the Performance Security Form provided in (Annex IV). The performance security will remain valid till the expiry of two months beyond the contract period, and shall be denominated in Mauritian rupees in the form of Banker’s cheque or bank guarantee from a reputable commercial bank operating in Mauritius. Failure of the successful bidder to comply with the requirements shall constitute sufficient grounds for annulment of the award and forfeiture of the bid security, in which event the NCB may make the award to the next best bidder or call for new bids. _______________________________________________________________________________ Page 6
  7. 7. National Computer Board RFP No. 20/0607 3 Scope of work The bidder is expected to supply, install, configure and commission the following equipment: Item Quantity required Desktop PCs 21 Network Printer 2 MS Windows Vista Business Media Kit 1 MS Windows Vista Business Open Licenses 21 Media CD for Microsoft Office 2007 Standard System or 1 better Licenses for Microsoft Office 2007 Standard System or 21 better (Open Licenses) Symantec Antivirus Enterprise Edition 10.0 or latest 12 version with 2 yr primesupport McAfee Active Threat Protection with Anti-Spyware 11 module The bidder will be expected to supply, install, configure and commission 9 PCs and 2 Network Printers in the existing network of the National Computer Board and 12 Desktop PCs in the network of the Government Online Centre. The bidder is expected to install and configure MS Windows Vista Business and MS Office 2007. The bidder will also be required to deploy and configure McAfee antivirus software on the 9 PCs at the NCB and Symantec antivirus software on the 12 PCs at the Government Online Centre. _______________________________________________________________________________ Page 7
  8. 8. National Computer Board RFP No. 20/0607 ANNEX I: Bills of materials and Technical Specifications for IT Equipment 1. Bills of materials Item Quantity Quantity Proposed requested (please fill in information ) Desktop PCs 21 Network Printer 2 MS Windows Vista Business Media Kit 1 MS Windows Vista Business Open Licenses 21 Media CD for Microsoft Office 2007 1 Standard System or better Licenses for Microsoft Office 2007 Standard 21 System or better (Open Licenses) Symantec Antivirus Enterprise Edition 10.0 12 or latest version with 2 yr primesupport McAfee Active Threat Protection with Anti- 11 Spyware module Bidder's details Name :…………………………. …………… Company seal Company :……………………………………….. Signature : Date : _______________________________________________________________________________ Page 8
  9. 9. National Computer Board RFP No. 20/0607 2. Desktop PCs (21 Units) Technical Specifications Requested Proposed (Please fill in information for all items) Mandatory Make & Model Please Specify Country of origin Please Specify Processor Pentium IV 3.2 GHz or better MS Windows Vista Business Capable Yes Memory Min 1GB Cache Memory Min 1 MB Hard disk Min 80 GB Floppy drive 3.5 inch 1.44 MB CD-ROM drive 40x speed or better HDD controller SATA Graphics card Specify details AGP Yes Video RAM Min. 128 MB Ports 1 serial/1 parallel/1 mouse/ 5 USB Monitor Min 15 “ LCD SVGA Monitor Keyboard 101/102 US style Qwerty Microsoft compatible mouse Yes Mouse pad Yes Network Interface Card 10/100 Ethernet NIC Multimedia Sound Card Yes Speakers Yes Headphones Yes Operating System Microsoft Windows Vista Business with latest service pack Documentation language English Certificate of authenticity of software Yes Other features Optional: (Please specify) Warranty period Min. 1 Year Bidder's details Name :…………………………. …………… Company seal Company :……………………………………….. Signature : Date : _______________________________________________________________________________ Page 9
  10. 10. National Computer Board RFP No. 20/0607 3. Network Printer (2 Unit) Technical Specifications Requested Proposed (Please fill in information for all items) Mandatory Make Model Country of Origin Print speed at best quality 25 ppm or better Resolution 1200 dpi Printing capacity per month Min 30,000 copies No. of copies per toner Please specify Duplex Printing Yes Processor Speed Min. 400 MHz RISC or equivalent Memory Min. 64 MB (specify memory type and maximum size) Emulations Please specify Media type Paper, labels, transparencies. Please specify any other. Media size Please specify Paper Tray Min. 2 Paper weight Please specify Connectivity • Ethernet 10/100Base-TX internal print server • IEEE 1284-compliant bi-directional parallel, USB 2.0 Print Languages Please specify Typefaces Please specify Printer Management • User management should be possible through web interface • Monthly reports on printer usage should be available. Please specify any other features available Platform supported MS Windows Vista Business, XP, 2000, 2003; and Linux Specify any other supported platform. Dimensions (WxDxH) Please specify Weight Please specify OTHER FEATURES INCLUDED (PLEASE SPECIFY) WARRANTY PERIOD Minimum 1 Year Bidder's details Name :…………………………. …………… Company seal Company :……………………………………….. Signature : Date : _______________________________________________________________________________ Page 10
  11. 11. National Computer Board RFP No. 20/0607 Annex II – Format For Financial Proposal Item Quantity Unit Price VAT Total Desktop PCs 21 Network Printer 2 MS Windows Vista Business Media 1 Kit Windows Vista Business Licenses 21 Media CD for MS Office 2007 System 1 or better Licenses for MS Office 2007 System 21 or better (Open Licenses) Symantec Antivirus Enterprise 12 Edition 10.0 or latest version with 2 yr Prime Support McAfee Active Threat Protection 10 with 2 yr Prime Support Installation, Configuration and Commissioning Total Maintenance charges (5 years) Cost of maintenance (Inc. VAT) Item Year 1 Year 2 Year 3 Year 4 Year 5 Desktop PCs(21 units) Network Printer (2 unit) Total (Incl. VAT) Installation & Commission : _____________________________________________ Other Labour Charges :________________________________________________ Validity: 120 days beyond the closing date Delivery: ____________________ Bidder's details Name :…………………………. …………… Company seal Company :……………………………………….. Signature : Date : _______________________________________________________________________________ Page 11
  12. 12. National Computer Board RFP No. 20/0607 Annex III - Terms of payment The terms of payment will be as follows: 40 % on confirmation of order 40 % on installation and successful commissioning of all equipment 20 % on successful operation for a period of 3 months. _______________________________________________________________________________ Page 12
  13. 13. National Computer Board RFP No. 20/0607 Annex IV :PERFORMANCE SECURITY FORM KNOW ALL MEN BY THE PRESENTS THAT WE: 1. PRINCIPAL 2. (Full name & address in block letters) SURETY are held firmly bound, jointly and in solido, unto the National Computer Board in the principal sum of Mauritian Rupees …………………………………………………………………………….. for which payment well and truly to be made we bind ourselves firmly by these presents. The condition of the above obligation being that should the said………………………….…. ………………………………………………………………………………………………….. fulfil his/their obligations/s under an agreement entered into between the Executive Director, National Computer Board, and themselves and dated ………………in respect of the supply of ……………………….……………………to the National Computer Board, Mauritius during the period ending ………………………………………………………….. and not incur cancellation of the agreement for any cause whatsoever then the above obligation to be null and void; otherwise to remain in full force and effect. The validity of this guarantee expires on..……………………………………………………… which is two months beyond the contract period. * PRINCIPAL (Signature) * SURETY (Signature) Port Louis this ………………….. of ………………………………………………………… ………………………………………………… *The following words should be inserted in the signatory’s own handwriting: “Good for the sum of Mauritian Rupees ………………………………………………… _______________________________________________________________________________ Page 13

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