Trade Sector Support Program-(Loan – BH-L1016)
Request for Proposal (RFP)
Modernizing Customs Operations – Enhancement of Training Facilities
Purchase and installation of audio/visual and wireless equipment I INTRODUCTION
1. The Government of The Bahamas, with the assistance of Inter-American Development Bank (IADB or IDB), is implementing a trade sector support program. The overall objective of the program is to improve the operational efficiency of the Customs and Excise Department (CED) and to prepare the Government of The Bahamas for accession to the World Trade Organization (WTO). This Program will involve a large number of consultancies, purchase of major information technology systems, etc. In order to facilitate the functioning of the various activities the CED has decided to apportion an amount from this Program to improve the audio/visual and video conferencing capabilities at Customs headquarters.
III OBJECTIVE
2. Improve the audio/visual, wireless and video conference facilities at the Customs headquarters in Nassau.
IV SCOPE OF SERVICES
3. Install and configure audio visual, video conferencing and wireless equipment in two locations at the Customs headquarters in Nassau.
CONFERENCE ROOM-GROUND FLOOR
4. This conference room is an executive meeting room for approximately 60 people. There is no installed audio visual equipment.
Requirements
Provide a fixed audio visual solution for the room with retractable screen (80inches) and multimedia projector (XGA/WXGA) with sufficient lumens to operate in bright light.
Computer equipment for audio/visual/internet presentations with wireless connection to projector.
HDX drop microphones
Wireless connectivity solution
Polycom 6000 solution (Video Conferencing Equipment)
Controlled lighting
A whiteboard solution for presentations
Wall mounted cabinet for the wireless solution
Sound Masking Solution
Remote Presentation Device for visual presentation (Power point)
All cabling should be included in the proposal.
Synchronization with lectern.
CLASSROOMS 1 & 2
5. Classrooms 1 & 2 are utilized for general training and seminars. The capacity of each room is approximately 60 (people sitting in rows).
Requirements for each classroom
Provide a fixed audio visual solution for each room with retractable screen (80inches) and multimedia projector (XGA/WXGA) with sufficient lumens to operate in bright light.
Computer equipment for audio/visual/internet presentations with wireless connection to projector.
Installation of wireless network (anticipated two wireless hubs) with a capacity to manage access of up to 60 devices simultaneously
HDX drop microphones
Wireless connectivity solution
Polycom 6000 solution (Video Conferencing Equipment)
Surround Sound Solution
Controlled lighting
Wall mounted cabinet for the wireless solution
Sound Masking Solution
Soundproof Sliding or Accordion Partition
Configuration and cabling of all audio/visual equipment to be controlled from the Sound room
Relocation of Whiteboards in Classrooms.
Remote Presentation Device for visual presentation (Power point)
All cabling should be included in the proposal.
Synchronization with lectern.
Audio-Video Configuration and Synchronization
6. The synchronization of video conferencing equipment in both conference rooms upstairs and downstairs and both training rooms (four audio video conferencing points) to allow multiple viewings simultaneously.
General preferences
7. Where projectors and screens are required the preference is to have electronic retractable screens and ceiling mounted projectors, which can be operated wirelessly from a central computer console.
The projectors and screens must be of a level to operate in a bright room (sunlight or room lights).
Proposal Recommendations
8. All consultants are free to recommend options in their proposal submission based on the design proposed. Consultants should indicate in their proposal a schedule for completion.
V BUDGET AND TIME-LINES Budget
9. The indicative budget available for this project is USD$80,000.00.
Time-lines
10. The contract signing, with the programme executing agency, The Bahamas Customs and Excise Department, to be completed within one week of the notification to the successful consultancy.
Mobilization of resources and “kick-off” meeting at Customs headquarters within two weeks after notification to successful consultancy.
VI CONTENT OF PROPOSAL
11. Submissions to this RFP must include the following:
Company background
Provide basic information to indicate expertise and experience in this area and capacity to carry out the project, if chosen.
Company Profile/Resume
Vendor ID Number
TIN Number
Financial Proposal
The financial proposals should be broken down into the following components:
Conference room 1
Item Make/model/size Quantity Price
Projector Presentation equipment (computer) Wireless Solution Cabling HDX Drop Microphones Installation fee Total Classroom 2 & 3
Item Make/model/size Quantity Price
Projector Screen Presentation equipment (computer) Cabling Installation fee Total
VIIPAYMENT TERMS AND TIMELINES Estimated Time-lines
12. Provide an estimate of the time taken to carry out all activities for each conference room. This should include lead times for the purchase of equipment
Equipment warranties
13. A clear indication of the length and coverage of the standard warranty for each major piece of equipment should be indicated.
Additionally, if extended warranties are available the cost and duration of the extension should be provided.
14. Payment Terms and Conditions
Item % payment of contract price
Upon Submission and Approval of Mobilization and Work plan
20.00% Upon Approval of the procurement of
Goods
30.00% Upon Approval of Installation and
Retrofitting
35.00% Upon Completion, Training and Signoff by
PMU
15.00%
VIIISITE VISITS
15. On-site visits to view the rooms are encouraged. Arrangements can be made with the PMU once the vendor has expressed an interest in responding to this RFP. For an onsite visit please contact Mrs. Chantel Malcolm at 302-3368 or [email protected] or
VIIII ELIGIBILITY
16. Consultants will be selected in accordance with the procedures set out in the Inter-American Development Bank: Policies for Procurement of Works and Goods financed by the Inter-American
Development Bank (GN-2349-9 March 2011) and is open to all eligible bidders as defined in the
policies.
X CLARIFICATION REQUESTS TO THIS RFP
17. Clarification on the technical aspects of this RFP may be obtained by emailing: Ms. Subrenna Higgs,
Senior Deputy Director,
Information Technology Department, Customs and Excise Department.
18. Clarification on procurement matters of this RFP may be obtained by emailing: Mrs. Janica Deveaux
Procurement Consultant Project Management Unit, Customs and Excise Department.
[email protected]
XI SUBMISSION OF RESPONSES TO THIS RFP
19. The original, two (2) copies of the Request for Proposal and a copy on CD-ROM clearly marked “Request for Proposal -Purchase and installation of audio/visual equipment”, must be
prepared in English and delivered in sealed envelopes to the following address no later than
August 28th, 2015 at 4:00 p.m. (Nassau, Bahamas Time)
Chairman Tenders Board
Attn: Customs Modernization Project
Ministry of Finance,
Cecil Wallace-Whitfield Center, Bay Street,P.O. Box N-3017 Nassau, Bahamas
Telephone: (242)-325-6550 Fax: (242)-325-7409
Email: [email protected]
20. Late submissions will not be accepted and will be returned unopened to the applicant. 21. Electronic submissions will not be accepted.
22. The Bahamas Customs Department reserves the right to accept or reject any application received.
