closed user group 2016
TRANSCRIPT
EXIM Bank Ref. No. 2016-02-21
Page 1 of 16
B I D D I N G D O C U M E N T S
Issued on: February 24, 2016
for
PROCUREMENT OF
CLOSED USER GROUP SERVICE FOR EXIM
Bank
RFQ No: 2016-02-21
Procuring Entity: National Export Import Bank of
Jamaica Limited
Section II– Bid Data Sheet 2
Section III – Evaluation and Qualifications Criteria
INVITATION TO QUOTE
RFQ No.: 2016-02-21
Subject: Closed User Group Service for EXIM Bank
Request for Quotation (RFQ No. 2016-02-21)
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 ) 14
3. Provision of Handset with Data Plan – Senior Executive 1
4. Provision of Handsets with Data Plan – Executive 14
5. Provision of PBX Integration Service with a minimum of 11 trunk lines 1 Lot
6. Provision of Voice Bundles and CUG Services for all devices 31
7. The requisite service support, and warranty 1 Lot
3. 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 Thursday, 10 March
2016 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 Clievenden Avenue)
Kingston 6 RFQ: 2016-02-21
6. 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
7. The deadline for receipt of your quotation by the Procuring Entity in hard copy address
indicated in Paragraph 8 is: Thursday, 10 March 2016. Late submissions will not be
accepted.
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
8. Quotations are will not be accepted by way of facsimile or e- mail. Hard copy should be
submitted on or before Thursday, 10 March 2016 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. 2016-02-21
CLOSED USER GROUP SERVICE
FOR EXIM Bank
Attn: Manager, Human Resource and Administration Division
Project: Closed User Group Service for EXIM Bank
Ref. No. 2016-02-21
9. 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). 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.
(iv). 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.
(v). 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.
(vi). Delivery Schedule: All handsets must be delivered two (2) days prior to the agreed
service commencement date.
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
PBX integration must be completed and accepted 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 email
to [email protected]. Clarifications should be submitted no later than Friday,
04 March 4, 2016.
12. Responses to all clarifications will be made Monday, 07 March 2016. No other clarification
will be given after this date.
13. Please confirm by email the receipt of this invitation and whether or not 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.
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
All requirements listed below are mandatory unless otherwise stated.
DESCRIPTION COMPLIANCE
(YES/NO)
HOW IS REQUIREMENT MET
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 Email) 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
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
DESCRIPTION COMPLIANCE
(YES/NO)
HOW IS REQUIREMENT MET
15. CUG group shall be proposed for 31
handsets. Two additions at the
technical level.
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 (see PBX
Integration requirement below).
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.
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
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
1. Description 2. Minimum Specifications 3. Compl
iance (Yes/No) 4. How is
Requirements Met
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
Management/Technical Level Handset Specifications
Quantity Required – Fourteen (14)
17. Description 18. Minimum
Specifications 19. Compliance
(Yes/No) 20. How is
Requirements Met
21. Make/Model 22. [Specify make and model
phone]
23. Network 24. 3 G Compatible
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: 1GB minimum
Storage: 16GB Internal
minimum
Card Slot: MicroSD, up to
32GB
31. Data 3G compatible
32. Camera Primary: 10 MP, 2592x1944
pixels, LED flash
33. Sound Alert Types: Vibration,
WAV, MP3 ringtones
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
17. Description 18. Minimum
Specifications 19. Compliance
(Yes/No) 20. How is
Requirements Met
Loudspeaker
3.5mm jack
34. Battery Life Talk Time: 8 Hours
minimum
Standby Time: 300 hours
minimum
35. Messaging SMS, MMS, Email, Push
Email, IM
Support Microsoft Exchange
ActiveSync
36. Phonebook Support a minimum of 1000
Entries
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
Fourteen (14) Devices
Executive Level Handset Specifications
Quantity Required – Fourteen (14) plus one (1) for Senior Executive –Specification must
not be limited to Specification for Executive level.
40. Description 41. Minimum
Specifications 42. Complian
ce (Yes/No) 43. How is Requirements
Met
44. Make/Model 45. [Specify make and model
phone]
46. Network 47. 3G compatible
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
40. Description 41. Minimum
Specifications 42. Complian
ce (Yes/No) 43. How is Requirements
Met
48. Connectivity Wi-Fi b/g/n
Wi-Fi Hotspot
Bluetooth 4.0 with A2DP
minimum
NFC
MicroUSB v2.0 minimum
49. Body Candy bar
Maximum Weight should be
200g
50. Keyboard QWERTY
51. Display Support 16M colours
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, Email, Push
Email, IM
Support Microsoft
Exchange ActiveSync
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
60. Phonebook Support a minimum of 1000
entries
61. Other
Features
HTML Browser
Organizer/Calendar
Document Viewer
Maps
Predictive text input
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
Fourteen (14) Devices plus
one (1) device for Senior
Executive level.
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
once the allotted volume
has been exceeded
NB: No data packages will be required for users with Basic handsets.
PBX INTEGRATION
REQUIREMENTS
23. EXIM Bank Currently has a hosted PBX system provided by FLOW, and also has a Digicel
line. The CUG should include / integrate both the FLOW number and the Digicel # .
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
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.
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, off-
network, 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) = No Bundled Minutes (Voice access only)
Package B (Quantity 14) = 150 minutes on-net / 60 minutes off-net
Package C (Quantity 14) = 300 minutes on-net/100 minutes off-net
Package D (Quantity 1) = 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.
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
ITEM QTY TIME
PERIOD UNIT
PRICE Total
# Months J$ J$
CUG Monthly Fee 29 24
CUG Costs – PBX Integration 24
Handset Cost – Basic 2 -
Handset Cost – Manager/Technical 14 –
Handset cost for Senior Executive 1
Handset Cost – Executive 14 –
Data Service 29 24
CUG PBX Integration Hardware Costs 11 24
CUG PBX Integration Installation Costs 1 –
Package A – Basic Plan 2 24
Package B – 150 minutes / 60 off-net 14 24
Package C – 300 minutes / 100 off-net 14 24
Package D – 300 minutes / 100 off-net 1 24
Any other costs –2 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.
1 Vendor should modify quantity based on their price framework 2 Vendor to define quantity
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
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:
a) Total CUG Monthly Fee
b) Total CUG Monthly Voice Service Fee
c) Total Data Service Fee
d) Total Cost to Integrate CUG with PBX (to include all implementation and
operational costs over the solution time period.
e) Total CUG Monthly PBX Integration costs (other than CUG access fee)
f) Total Handset costs
g) 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
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
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.
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.
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
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 20
B. Technical Assessment i. Meet or exceed specification as outlined in Appendix II
i. - 25 points
ii. ii. Colour Brochures in English with pictures and relevant
iii. details - 5 points
35
25
5
iii. Dealer Warranty and Assurances - 5 points
iv.
5
C. Qualification and Profile of Key
Support Staff
20
i. Experience and qualification of support staff - 10 points
ii. Number of key support staff
staff - 5 points
ii. After Sales Service Policies
Delivery time and turn - around time for after
sales service
10
5
5
D. Added Features (Bonus Points) i. Exceed the Bank’s proposed technical requirements – 5
points
5
5
Total Technical Score 80
D.COST PROPOSAL 20 POINTS COMMENT
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
CPC = cost of proposal under consideration
TOTAL COST PRICE
TOTAL SCORE 100%
EXIM Bank Ref. No. 2016-02-21
EXIM Bank RFP #2016-02-21
EVALUATION STRUCTURE
A. Company Status - 15 Points
-10 years 15 points
- 5-9 years - 10 points
-3- 4 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
- 2-1 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)