Page 0 of 31 ROYAL MONETARY AUTHORITY OF BHUTAN Request for Proposal RFP For CONSTRUCTION OF INTEGRATED DATA CENTER Date 18th Sept. 2012 RMA: Thimphu Post Box: 154 Tel 975‐2‐323111 Ext. 126 Fax: 02‐322847 Email: [email protected] ; Website: www.rma.org.bt
Page 1 of 31 Table of Contents List of Abbreviations ... 5 1. Introduction ... 4 1.1. Overview ... 4 1.2. Intent and Purpose of RFP ... 4 1.3. Organization of this RFP Document ... 4 2. Background ... 6 2.1. The Client ... 6 2.2. Scope of Work ... 7 2.1.3 Architectural & Interior Work ... 8 3 Terms and Condition ... 9 3.1 Award ... 9 3.2 Contacts and Clarifications ... 9 3.3 Cost of Bidding ... 9 3.4 Reservation of Rights ... 9 3.5 Period of Validity of Proposal ... 10 3.6 Addenda to RFP ... 10 3.7 Price Quotations and Currency Instructions ... 10 3.8 Use and Disclosure of Information ... 10 3.9 Contractual Requirement ... 10 3.10 Hand Holding Period ... 11 3.11 Contract Negotiations ... 11 3.12 Quotation Form/Financial Proposal ... 11 3.13 Proposal Evaluation ... 11 3.14 Scoring procedure ... 12 3.15 Patent Rights ... 13 3.16 Standards ... 13 3.17 Liquidated Damages ... 13 3.18 Delays in the Vendor’s Performance ... 14 3.19 Inspection, Tests and Installation ... 14 3.20 Warranty ... 14 3.21 Third Parties ... 15 3.22 Vendor Designated Contact ... 15 3.23 Submission of Responses to the RFP ... 15
Page 2 of 31 3.24 Timeline/ Schedule of Events ... 16 3.25 Bid Security ... 16 3.26 Performance Security ... 17 3.27 Tax Deducted at Source TDS ... 17 3.28 Eligible Bidders ... 17 3.29 Client’s Right to Vary Quantities at Time of Award ... 18 4 Technical Specification ... 19 4.1 Electrical with panel, earthing & light Fittings ... 19 4.2 High Availability of Cooling Solution with PAC & AC ... 20 4.3 Raised Flooring, False ceiling and Partitioning ... 21 4.4 Access Control Systems ... 22 4.5 Fire Alarm Systems ... 23 4.6 Monitoring System ... 23 4.7 Rodent Repellent ... 24 4.8 Bill of Materials ... 24 5 Vendor Profile ... 26 5.1 Company Size, Organization and Location ... 26 5.2 Number of Customers/Related Sites ... 26 5.3 Client References ... 26 5.4 Implementation Timeline ... 26 5.5 Support Information ... 27 5.6 Strategic Alliances and Partnerships ... 27 5.7 Industry Awards and Certifications ... 27 5.8 Training and documentation ... 28 5.9 Project Team ... 28 5.10 Procurement Tracking Process ... 28 5.11 Financial Statement ... 28 6 Response Format ... 29 7 Appendix ... 30
Page 3 of 31 List of Abbreviations AMC Annual Maintenance Contract BICMA Bhutan Infocomm and Media Authority BST Bhutan Standard Time CCTV Closed Circuit Television DB Distribution Box EIA Electronics Industry Agency EMD Earnest Money Deposit ICT Information and Communications ISO International Organization for Standardization LAN Local Area Network LT Lighting MCB Miniature Circuit Breaker MOU Memorandum of Understanding NOC Network Operations Center OEM Original Equipment Manufacturer PVC Polyvinyl chloride RFP Request for Proposal RMA Royal Insurance Corporation of Bhutan Limited RRCO Regional Revenue and Customs Office SLA Service Level Agreement TIA Telecommunications Industry Association TPN Triple Pole Neutral UAT User Acceptance Test UPS Uninterrupted Power Supply VoIP Voice Over Internet Protocol WAN Wide Area Network NEC National Electrical Code PAC Precision Air Condition NSP Network Service Provider CFM Cubic Feet per Minute
Page 4 of 31 1. Introduction
1.1. Overview
The Royal Monetary Authority RMA of Bhutan purposes to build and construct an integrated data center to harmonize and house in various heterogeneous ICT applications which are currently residing across different physical locations.
Interested Vendors, therefore, are required to develop a proposal for the service s to be deployed covering all bid areas and the implementation plan for meeting the specified requirements. The proposal must be submitted by 3:00 PM on October 19, 2012.
1.2. Intent and Purpose of RFP
This specification is primarily intended to develop the ICT infrastructure required for converting existing Clearing Hall residing in the RMA building into an integrated Data Center for the purpose of running various applications for streamlining the access to and automating internal processes, and monitoring system on 24 x 7 basis. The activities will essentially consist of various civil, electrical, mechanical and all other related works required for building state of the art Data Center.
This specification also means supply, installation, testing & commissioning of the necessary physical infrastructure like air conditioning system comfort & precision , fire detection, electrical system including lighting system, power & network cabling, multilayer physical security infrastructure like proximity/smart card based on access control system, CCTV /surveillance systems, earthling and other incidental and necessary items as required to complete the job in question in all respect. This specification further intends to establish effective & efficient infrastructure monitoring and management practices to ensure reliability, availability, quality of services and security of the information system. 1.3. Organization of this RFP Document This RFP is structured as follows: Section 1 ‐ Introduction This section introduces the RFP, and explains its structure. It provides the background of the project Section 2 – Section 2 – Background Section 3 ‐ Terms and Conditions This section sets out the: Conditions under which proposals would be accepted Required validity of information Required format of proposals Contact policy during the evaluation period Submission deadline
Page 5 of 31 Sections 4 & 5 highlight enquiries that should be responded to, in the format described in Section 6. The list of the sections is as follows: Section 4 ‐ Technical Specification Section 5 ‐ Vendor Profile Section 6 – Response Format and Content Outline
This section introduces an outline for the structure of each vendor’s response to ensure consistency, and thus an easy evaluation of each of the responses. It also highlights the required structure/outline of vendor’s proposal
Section 7 – Appendix
Page 6 of 31 2. Background 2.1. The Client The Client is the Royal Monetary Authority of Bhutan, RMA, based in Thimphu. The Data Center is located in the RMA Building, Thimphu. The total area is specified as per below drawing. The data center should house all servers, communication equipment, and other enterprise infrastructure deployed for the Client’s business operations. It has an approximate area of 22 X 20 sq feet and is located in the ground floor of the RMA building. The total area should be divided into two areas viz. server room & NOC room.
Page 7 of 31 2.2. Scope of Work This infrastructure shall be able to host all the required hardware to run the application and also to provide a fault proof environment to run the same. The Data Center should be capable to provide an up time of 99%. It should be designed in a way that it offers scalability over a period of minimum five years. The design should be done with the key consideration for redundancy, scalability and maintainability. Necessary measure should be taken for making the critical server room air tight, fire proof and free from condensation thermal insulation . The structured cabling requirement for the server frame area and facilities area should meet with Cat 6 based design system with flexible deployment option in the form of enclosures.
The security of the critical Data Center area has to be taken care in multiple levels. The physical access restrictions have to be taken care of through Access Control System. The critical areas have to be monitored through a CCTV surveillance system with the records available in a stipulated time frame.
The equipment and human safety from the incidents should meet with the help of addressable fire alarm system complimented by addressable smoke detector. The rodent repellant system should be provided in the server room.
2.1.1 Shifting and Rearrangement of Servers, Racks and equipment to the Integrated Data Center
Currently, the client has servers, central UPS and other equipment located in different physical location of RMA building.
Vendor is required to shift all these equipment into the integrated DC without impacting the day to day operation of the client. Vendor should plan and ensure to shift the critical servers and equipment on weekends or public holiday so that there is very minimal downtime to avoid affecting the business operation of the client. 2.1.2 Integration of current Network System With the shifting of this core switch into the Integrated DC, there is a need for laying out a backbone link to various Distribution Switch located in the different floors of RMA building. Vendor is required to plan and layout the backbone Cat 6/fiber cabling to the entire Distribution switches from the Integrated DC.
The Client has independent Network for different system CTS, EFTCS, BFS, etc leased from different service providers. The client has the internal network distributed from the Core Switch located in the Data Center I First floor of RMA building .
To manage these network efficiently, the vendor is required to integrate these network without compromising the current setup All IP addresses should be retained and possibly design a redundancy network with these existing network service obtained from different ISP.
Refer Section 7 for the detail of Servers and equipment available at RMA.
The scope of work also covers any item of works which may not have been mentioned here but is usual or necessary to complete the work shall be deemed to be included with this specification.
Page 8 of 31 The major components within the scope of these specifications are:‐ • Civil Works • Electro‐mechanical Works • Precision AC • Comfort AC • Fire Alarm System • Access Control • Surveillance system • Rodent Repellant system 2.1.3 Architectural & Interior Work The work under this sub head shall cover design and implementation of architectural and interior work for the proposed Data Center as detailed in the specification, complete with supply of all accessories/tools required for aesthetic, lasting and technically superior solution for the following but not limited to the following. • Cutting & Chipping of existing floors • Covering existing windows • Paint work Fire rated • False flooring Fire rated • False ceiling Fire rated • Partitioning with concrete • Aluminum Doors • Insulation floor • Other miscellaneous civil work as per site requirement
Page 9 of 31 3 Terms and Condition
3.1 Award
The Client reserves the right to award the contract to the best vendor without necessarily holding discussion with other vendors that submitted a response to the RFP. Therefore, your proposal must be submitted initially on the most favorable terms possible from a pricing, solution coverage, delivery, support and technical standpoint.
3.2 Contacts and Clarifications
Should there be any clarifications concerning RFP, the prospective bidder shall notify the same to RMA in writing. The time for clarifications shall be extended till the deadline for submission of bids. In an effort to maintain consistency and uniformity in responding to questions concerning the RFP, Bidders are encouraged to direct all the questions to: Hem Lal Chhetri IT Department, Royal Monetary Authority Chhophel Lam, Kawajangsa Thimphu Bhutan. Phone: 321698 or 323111 ext 126 Email: [email protected] Copies of the response, where appropriate, shall be forwarded to all the bidders. No other source of information shall be considered an authorized expression of the Client. 3.3 Cost of Bidding All costs incurred by the Bidder in responding to this Request for Proposal, including cost for embarking on client reference will be entirely borne by the Bidder. 3.4 Reservation of Rights The Client reserves the right to:
• Accept or reject any Bid, in part or in full, and to annul the bidding process and reject all Bids at any time prior to Contract award. • Accept the bid s that is/are in the best interest of the Client • Accept other than the lowest quoted price • Cancel the project at any time prior to the signing of the contract without assigning any reasons thereof. The Client has no obligation to explain to unsuccessful Bidders the reasons for not proceeding with the contract.
Page 10 of 31 The Client bears no responsibilities to issue a contract. All responses remain the property of the Client. In the event a contract is agreed upon, responses to RFP may be referenced, in whole or in part, and considered binding. Proposals, which, in the sole judgment of the Client, are incomplete or considered non‐responsive may be rejected. 3.5 Period of Validity of Proposal Proposals are valid for one 1 year from the closing date of submission of proposals and the Client reserves the right to extend for an additional period of thirty 30 days with the same terms and conditions. A proposal valid for a shorter period shall be rejected by the Client as non‐responsive. 3.6 Addenda to RFP • The client may amend or modify the RFP Documents by issuing addenda, for any reason, and at any time prior to the deadline for submission of proposal. Any addenda to the RFP Documents shall be part of the RFP Document. • All Bidders will be notified of the addenda to the RFP through e‐mail and in writing and it shall be binding on the prospective Bidders. • To allow Bidders reasonable time to take any addenda into account in preparing their proposal, the client will extend, if necessary, the deadline for the submission of proposal. 3.7 Price Quotations and Currency Instructions Price quotations will include but not limited to the following items; details of all proposed products hardware, software, network, etc , training, documentation and services necessary for the successful implementation of the contract except as may be otherwise expressly provided herein and awarded.
The Bidder should quote the rates, inclusive of all taxes, in Ngultrum CIF RMA Office, Thimphu. All quotations should be final, not estimates. Bidders should state clearly that the quotations include all costs. Bidders may be invited for further negotiations on their quoted bids. However, invitation for further negotiations does not in any way imply a successful bid or intention by the Client to award the bid to the Vendor. 3.8 Use and Disclosure of Information
The Bidder shall not disclose information within this RFP to any third party without a written approval from Client. Likewise, information within this RFP shall not be used for any other purpose not directly related to the response to this RFP or to the job in the case of an award.
3.9 Contractual Requirement
Vendors are requested to indicate their acceptance of each of the following terms and conditions and provide the additional information requested below:
This RFP, Bidders’ proposals, any associated documentation, and any interchange of correspondence or information by way of elucidation or amplification, will form the basis of the Bidder’s contractual obligations. However, such contractual obligation will be solely under the discretion of the Client.
Page 11 of 31 Vendors should note that final contracts will be based on provided Terms and Conditions, and would be expected to include the following provisions: • Confidentiality of details of the proposed services/products • Suitability for the stated technical specifications requirements • Timeliness, covered by, for example, liquidated damages • Guaranteed availability of key vendor staff
• Overall component guarantees, including compensation for missing agreed reliability levels
• Service level agreements for maintenance and support including compensation if not met
• Fixed prices on initial supply with limitations on price increases for subsequent products and support charges • Control of publicity • Successful completion of implementation 3.10 Hand Holding Period The vendor shall be part of the Infrastructure Stabilization Period for any reconfiguration or optimization of the infrastructure components. The Client expects a minimum of 5 months for handholding/stabilization of the deployed solution s . The vendor should specify the duration of infrastructure stabilization period, with the minimum of 5 months for handling/stabilization of the deployed solution s , they are willing to support with details of support engagement during this period. The infrastructure stabilization period commences from the day the proposed solution s are accepted by the Client.
3.11 Contract Negotiations
After selection of the highest ranking bidder, the Client may enter into negotiations with the bidder for purpose of signing a contract with respect to the proposed solution s . If the highest ranking bidder fails to negotiate, the Client shall enter into negotiation with the second most bidder and so on.
3.12 Quotation Form/Financial Proposal
Quotes should include the cost of purchase, installation and configuration of all Infrastructure components and support/maintenance over one 1 year period. Indicate your best unit price for each of the configurations listed in this RFP. Please note: Each Bid Price should be for one 1 unit of the item indicated Base Price should only include specified equipment and the subcomponents such as Cables, pluggable components which are part of standard configuration and warranty 3.13 Proposal Evaluation
The Client’s evaluation of your response to this Request for Proposal will be based on its subjective assessment of each element of your response, including intangible factors, such as the Client’s perception of your ability to meet your commitments.
Page 12 of 31 The Client reserves the right to accept or reject any or all responses at its sole discretion and to negotiate the terms of any subsequent agreements. The Client is looking for reliable, competent Solution Providers who have the ability to meet or exceed the stringent selection criteria. These selection criteria include, but are not limited to the following: Company Evaluation See section 5 for details Solution Capabilities Service Coverage Cost Competitiveness Project Experience Project Delivery Timeline Accordingly, each is discussed below: Company Evaluation – Detailed assessment of the history of the Solution Providers in terms of financial stability, profile of the key technical staff proposed for the solution, project management standards and procedure, training etc
Solution Capabilities – Assessment of the functional fit of the proposed solution s to the business requirements of the Client
Solution Coverage – Vendors should bid on all requirements covered by this Request for Proposal. In this context, solution provider who are able to reliably provide a broader range and depth of solution s to the Client will receive preference in the selection process Cost Competitiveness – Vendors must provide highly competitive pricing – pricing reserved for their largest and most important accounts – both at the outset of the relationship and on an ongoing basis. The Client expects its providers to assist in identifying opportunities to reduce the total cost of ownership of the proposed solution Project Experience – The Client wishes to work closely with proven and tested end‐to‐end solution providers. This will be judged, in part, through similar project implementation and customer references. It is also expected that vendors live up to the commitments they make with the Client Project Delivery Timeline – Vendors with strong capacity to deliver the required solution s in good time, based on past experience will receive higher consideration 3.14 Scoring procedure The scoring parameter for the evaluation of vendor response is segregated into different bid areas, which will include every bid areas defined in the RFP. The evaluation will be carried out in discreet manner covering two major attribute, the Technical and Financial. Technical Bid‐ the evaluation criteria set for construction of Data Center is subjected to with wide range of scoring parameters such as company expertise, company profile, human resource, financial capability, maintenance, warranty, etc. The following are the major components for the overall technical evaluation procedure: • Meeting the specified technical specifications of the products proposed by the Client – compliance statement. • Company profile of the bidding firm.
• Technical manpower of the firm trained experienced and qualified personnel for the performance and completion of all the Contractual Obligations, arising out of this document
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Financial bid‐ The financial bid score will consist 40% of the total evaluation score. The lowest bidder will be awarded 40% directly. Overall score‐ The consolidation will be based on the following formula: E Fl / F * 40 T / Th * 60 Where
E total score for the vendor response combining technical and financial bids F financial bid quoted by a particular vendor Fl lowest of all evaluated bid prices among the responsive bidders T technical score awarded to a particular vendor Th technical score of a vendor who scored highest among the responsive bidders The Client retains the right to alter the evaluation criteria at any point in the process The highest scoring firm shall be invited for negotiation. Should the negotiation fail, the next highest scoring firm shall be invited for negotiation.
The representative, other than the proprietors themselves, conducting negotiations on behalf of the selected bidder must have written authority to negotiate and to conclude a binding agreement. The successful Bidder will be required to sign an agreement incorporating entire terms and conditions covered in this RFP and any additional terms and conditions agreed during the negotiation. 3.15 Patent Rights
The Vendor shall indemnify the Client against all third party claims of infringement of patent, trademark or industrial design rights arising from use of the provided services/solutions or any part thereof in Bhutan
3.16 Standards
These General conditions shall apply to the extent that they are not superseded by provisions in other parts of the contract. The components hardware, software, network etc of the solution provided by the vendor under this Contract shall conform to the standards mentioned in the Technical Specifications / Requirement List and, when no applicable standard is mentioned, to the authoritative standard appropriate to the solution required, and such standards shall be the latest issued by the concerned institution.
3.17 Liquidated Damages
The Vendor shall be liable to pay liquidated damages at the rate of zero point one 0.1% percent of the Contract Price for every day of delay. The aggregate liquidated damages, payable by the Vendor shall not exceed 10% of the Contract Price.
Page 14 of 31 3.18 Delays in the Vendor’s Performance
Delivery of the solution s and performance of Services shall be made by the Vendor as specified in the Implementation Timeline and/or the Contract. An unexcused delay by the Vendor in the performance of its delivery obligations shall render the Vendor liable to any or all of the following sanctions: imposition of liquidated damages, and or termination of the Contract for default. If at any time during performance of the contract, the Vendor or its subcontractor s should encounter conditions impeding timely delivery of the agreed solution s and performance of services, the Vendor shall promptly notify the Client in writing of the fact of the delay, it’s likely duration and its causes s . As soon as practicable after receipt of the Vendor's notice, the Client shall evaluate the situation and may at its discretion extend the Vendor's time for performance, in which case the extension shall be ratified by the parties by amendment of the contract. 3.19 Inspection, Tests and Installation The Client or its representative shall have the right to inspect and/or to test the deployed solution s , to verify conformity to the specifications stated in the design/Contract. The inspection procedures and tests to be conducted by the Client in respect of the service s /solution s being provided will be agreed with the Vendor during execution of the Project, and the relevant details will be specified in the Contract. This test must be carried out before the Job Completion Form/ Delivery sign‐off can be obtained on any provided solution.
Installation will be treated as incomplete in one/all of the following situations:
• Non‐delivery of any hardware or software modules mentioned in this RFP document. • Non‐delivery of the supporting documents. • Delivery, but no installation of the components and/or software. • System operational, but unsatisfactory to RMA 3.20 Warranty • The Supplier must provide a warranty for at least 1 year from date of project completion • The Supplier must provide a warranty that the solution software, hardware, etc provided
under the Contract will comply strictly with the Contract, shall be top rated in every particular case and shall be free from defects.
• The Supplier further warrants to the Client that all materials, equipment and supplies furnished by the vendor will be new, merchantable of the most suitable grade, and fit for their intended purposes. The warranty period, shall be as given by the OEMs and/or otherwise agreed in Conditions of Contract between the Client and the Supplier.
• The Client shall promptly notify the Supplier in writing of any claim arising under this Warranty. Upon receipt of such notice, the Supplier shall promptly repair or replace the defective Goods or parts thereof, inclusive of, where applicable, the cost of delivery of repaired or replaced Goods or parts from the port of entry to the final destination and their installation.
• If the Supplier, having been notified, fails to remedy the defect s in accordance with the Contract, the vendor may proceed to take such remedial action as may be necessary, at the Supplier’s expense.
Page 15 of 31 3.21 Third Parties
The Client will have the right, at any time at its sole discretion, to contract with third parties to perform all or any part of the services provided for in this RFP. In case the Vendor is not directly present within the territories of Bhutan, the vendor should detail out the engagement model for the delivery of Products and Services to the Client as part of the response. The Vendor will cooperate with such third parties and the Client. Additionally, the Vendor will adhere to the following requirements:
Delegation – The Vendor will neither delegate nor subcontract any of its responsibilities, without prior written approval of the Client
Sub‐contractors – If the Vendor intends to use subcontractors, the Vendor’s proposal must include a list of proposed material subcontractors containing the firm name, a description of the work to be subcontracted, an explanation of why that work is to be subcontracted, and descriptive information about each subcontractor’s ability to perform the work
Standards – Sub‐contractors will adhere to the standards, policies, and procedures of the Client and the primary Vendor’s which are in effect from time to time
Vendor Capability – the Vendor must confirm that it will remain responsible for all obligations performed by subcontractors to the same extent as if such obligations were performed by the Vendor
3.22 Vendor Designated Contact
The respondent should identify the name, title, address, telephone, fax and e‐mail of a single point of contact and one alternate for the duration of this RFP process. The availability of this person should be specified.
3.23 Submission of Responses to the RFP
Vendor shall give the postal address, telephone, fax numbers and email addresses of the contact person authorized to receive all communications on the vendor’s behalf. The client would only send communication to this address. Initials/seals of the bidders must be placed on all the pages of the proposal
These copies should be sealed in separate envelopes, subscripted as “Proposal for Construction of Integrated Data Center‐Technical” and “Proposal for Proposal for Construction of Integrated Data Center‐Commercial” respectively. Thus, the vendor shall submit one sealed envelope containing two separate sealed envelopes viz. Technical and Commercial.
Page 16 of 31 The Technical and Commercial offers would need to be delivered in person, by the vendor’s representative to: The Director Administration and Finance Department Royal Monetary Authority of Bhutan Thimphu: Bhutan Tel: 975‐2‐323112/323111/ 975‐2‐323113 Fax: 975‐2‐322487 Post Box No. 154
The electronic version of the response must also be submitted in a CD‐ROM and must be placed in the sealed cover only. This copy of the response must be in any of the Microsoft Office Suite formats Word, Excel, PowerPoint, and Visio .
All packages must be delivered to RMA by 3:00 PM on Thursday October 19, 2012.
RMA reserves the right to disqualify Bidders whose responses are not submitted by this date and time. No responses will be accepted after the deadline for submission of bids unless RMA determines in its sole judgment, to do so. The Client may, at its discretion, extend the deadline for the submission of Bids by amending the Bidding Documents, in which case all rights and obligations of the Client and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended. The proposal, along with all supporting documents shall become the property of the Client
3.24 Timeline/ Schedule of Events
This Request for Proposal RFP represents one of several steps taken to assist the Client efficient solution that will meet its business requirement. The Client reserves the right to adjust the RFP schedule listed below:
Activity Date / Timeline
RFP announcement in the media September 19, 2012
Questions & clarifications October 20, 2012
Receive responses to RFP deadline October 20, 2012
Evaluate Technical Bids vendor response October 20‐26, 2012 Cost negotiation, selection and award of contract October 30‐31, 2012 The Client will do all that is feasible within foreseeable limits to ensure strict adherence to this timeline. 3.25 Bid Security • The bidder shall furnish a fixed amount of Nu. 100,000/‐ Ngultrum One Hundred Thousand only as an earnest money bid security , which is refundable.
• The earnest money deposit should be enclosed in the same sealed envelope as the “commercial Proposal”. The bid not accompanied by a responsive Bid Security shall be rejected by the Client as non‐responsive.
Page 17 of 31 • The bid security shall be in the form of a demand draft drawn in favor of the Royal Monetary Authority of Bhutan, Thimphu and payable at banks located in Thimphu. • While the bid security of the unsuccessful Bidder shall be returned as promptly as possible upon award of Contract, the bid security of the successful bidder shall be returned upon the bidder’s executing the contract and furnishing the performance security.
• The bid security shall be forfeited if a bidder withdraws its bid during the period of bid validity; or if a bidder does not accept the arithmetical corrections of its bid price. In the case of a successful bidder, the bid security may be forfeited, if the bidder fails to sign the contract or to furnish the performance security within the given time.
3.26 Performance Security
• Prior to signing of the Contract the successful bidder shall be required to furnish Performance Security at the rate of ten percent 10% of the contract value within fifteen 15 working days after the notice of the award. • The performance security shall be in the form of a demand draft/Bank Guarantee issued by a reputed Financial Institution in favor of RMA and payable at banks located in Thimphu. • The performance security shall be discharged and returned to the vendor upon expiration of the warranty period. 3.27 Tax Deducted at Source TDS All payments are subject to deduction of Tax Deducted at Source TDS and other taxes and duties in accordance with the taxation rules and regulations of the Royal Government of Bhutan at a rate prevailing during the time of payment. The client shall be responsible for furnishing the TDS certificate within two weeks of payment. 3.28 Eligible Bidders Invitation of bid is open to all registered IT firms in Bhutan who hold a valid license from the Royal Government of Bhutan, with competency in Network and Data Center technology. Bids unaccompanied by such license will be rejected. For availability of better & prompt services & support the Bidder’s Head Office must be in Thimphu. The bidder shall furnish the following documentary evidence: I. Latest BICMA Certificate signed by authorized official.
II. Valid trade License or other documents to prove the legal status and place of registration of the business. III. The average annual turnover of the prime bidder for strictly IT Products and service for last 5 years should be minimum 5 million Ngultrum audited financial statement should be submitted .
IV. A record of similar assignments carried out in Bhutan by the firm or strategic partner in the last 3 years.
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V. Manufacture's authorization letter for major equipments.
VI. Bidding firm or alliance partner must have at least one certified Technical consultant for Datacenter. Certificate copy should be submitted .
VII. The bidding firm/company or alliance partner must be having valid ISO 9001 or better certification in this regard at the time of biding. 3.29 Client’s Right to Vary Quantities at Time of Award At the time the Contract is awarded, the Client reserves the right to increase or decrease the quantity of Goods and Related Services and vary the Bill of Material listing without any change in the unit prices or other terms and conditions of the Bid and the Bidding Documents.
Page 19 of 31 4 Technical Specification
This section provides information on the technical requirements/specifications for the required solution s /service s .
4.1 Electrical with panel, earthing & light Fittings
Your total electrical solution should be based on Industry standard considering 4 nos. of Racks and two nos. of Precision Air Condition PAC System. Accordingly total electrical solution has to be made in one time. The Electrical System shall be designed in such a fashion so that in the future redundant UPS can be added.
The building power supply source should be terminated into a dedicated LT panel for data center. The LT panel should mainly be consisting of required amps MCCB of popular make incomers along with required feeders of popular make and a TPN bus bar. There should be different DB for different loads like UPS, AC, lighting & raw power and there has to be a spare MCB per DB. On the basis of above structure, cables & wire size should be used as per the requirement.
There should be dedicated earth pit with copper plate and copper strip as per standard proper grounding of Data Center equipment, often called network grounding or the Data Center grounding infrastructure, defined by TIA‐942 Telecommunications Infrastructure Standard for Data Centers, and goes beyond the requirements of the National Electrical Code NEC to protect equipment and improve system reliability. The bidder shall follow both TIA and NEC; however whenever any aspect is not covered by NEC or there is difference between the two, TIA/EIA‐942 would prevail. The design should ensure that the ground resistance will be within the limit. The composite of all ground electrodes connected together at a single point must have an impedance of less than 1 ohm to ground. If this impedance exceeds 1 ohm, then additional, driven ground rods or a chemically assisted grounding electrode must be added to reduce this value to below 1 ohm.
The NOC room should be glared with popular/standard make FPL mirror optics light and down lighter. All light fittings should be placed on the false ceiling of server room & NOC room.
4.1.1. Electrical Work Guidelines
The electrical work includes furnishing the Data Center area in all aspects. The furnishing includes but not limited to the following: • Cabling • Wiring • Conducting • Earthing Electrical Cabling‐ Fire retardant cables of rated capacity exceeding the power requirement of fully blown configuration of the existing and proposed component should be used. For expansion needs suitable redundant power points to be provided at suitable locations. All materials used shall conform to IS standards as per industry practice.
Page 20 of 31 Bunching of Wires – Wires carrying current should be so bunched in the conduit that the outgoing and return wires are drawn into the same conduit. Wires originating from two different phases should not run in the same conduit.
Drawing of Conductors – The drawing Aluminum / Copper conductor wires should be executed with due regards to the following precautions while drawing insulated wires into conduits. Care should be taken to avoid scratches and kinks, which cause breakages.
Joints – All joints should be made at main switches, distribution boards, socket outlets, lighting outlets and switch boxes only. No joints should be made inside conduits and junctions boxes. Conductors should be continuous from outlet to outlet.
Mains & Sub‐Mains – Mains & sub‐mains wires where called for should be of the rated capacity and approved make. Every main and sub‐main should be drawn into an independent adequate size conduit. Adequate size draw boxes should be provided at convenient locations to facilitate easy drawing of the mains and sub mains. An independent earth wire of proper rating should be provided. The earth wires should run along the entire length of the mains and sub‐mains.
Color Code of the Conductors – Color code should be maintained for the entire wiring installation, Red, Yellow, Blue for three phases and “OFF” circuit black for neutral and green for earth or bare earth .
Fixing of the Conduits – Conduits junction boxes should be kept in position and proper holdfast has to be provided. Conduits should be so arranged as to facilitate easy drawing of the wires through them. Adequate junction boxes of approved shape & size should be provided. All conduits should be installed so as to avoid stream and hot water pipes. After conduits, junction boxes, outlet boxes & switch boxes are installed in position their outlets should be properly plugged so that water, mortar, insects or any other foreign matter does not enter into conduit system. Conduits shall be laid in a neat and organize manner as directed and approved by the ITL Personnel or person on their behalf. Conductors shall be planned so as not to conflict with any other service pipe lines/ducts.
Protection – To minimize condensation or sweating inside the conductors all outlets of conduit system shall be adequately ventilated and approved by the proper competent authority. All screwed and socket connections shall be adequately made fully water tight by use of proper jointing materials.
Switch‐Outlet Boxes and Junction Boxes – All boxes shall conform to all prevailing Indian Standards. The cover plates shall be of best quality sheets or ISI grade, which should be mechanically strong and fire retardant. Proper support shall be provided to the outer boxes to fix the cover plates of switches as required. Separate screwed earth terminals shall be provided inside the box for earthing purpose. Inspection Boxes – Rust proof inspection boxes of required size having smooth external and internal finish shall be provided to permit periodical inspection and to facilitate removal and replacement of wires when required. 4.2 High Availability of Cooling Solution with PAC & AC Server room requires precise temperature and humidity control. To address this challenge the vendor must suggest two numbers of a popular make 6.5TR precision controlled air condition system. Basically, both PAC should be running in sequential mode. If any of one fails the other should be activated. Both outdoor unit of PAC should be placed at the ground level of outer side of the building provided if there is no technical problem. Otherwise, it has
Page 21 of 31 to be located somewhere in a suitable area. NOC room needs to be cooled by 2nos of 2TR split AC. Existing floor should be insulated with PVC foil insulator to protect air leakage.
Details of Specification of PAC‐
The server room shall be air‐conditioned with 2 nos. 1 Working 1 Standby under floor discharge type Precision Air‐conditioning Unit each of Actual 6.5 TR capacity at 20 deg C Inside temperature, 50% Inside RH & Summer 25oC outside ambient temperature & De‐ humidified air quantity of Min 4700 CFM.
The room temperature shall be maintained at 200 C /‐ 1 Deg C and 50% /‐ 5% RH and outside temperature at 250C. The grille outlet temperature should be less than 18 deg C. The air‐conditioning unit shall be designed specifically for high sensible heat ratio applications, having Sensible Heat Cooling capability of 95%.
The system shall contain scroll compressor, evaporator blower & coil, heater, humidifier, split coil solenoid shut‐off type de‐humidification cycle, PID based microprocessor and thermostatic expansion valve TXV , all of which shall be contained within the cabinet of the unit. The outdoor unit shall be comprised of condenser fan & motor and multi condenser coil, suitably sized to match low ambient in winter.
* *PAC system under this project shall be supplied by certified NSP. Proof of document should be submitted at the time of delivery.
As a redundant cooling system, the client want to make use of the existing Comfort AC installed in the server room. Vendor is required to installed these two comfort ACs Vendor will be guided by the client in the Integrated Data Center.
Vendor is required to quote only for the installation and maintenance if required of the
existing comfort ACs
4.3 Raised Flooring, False ceiling and Partitioning
4.3.1 Raised Flooring‐ The raised floor system to be installed shall provide a minimum finished floor height of maximum 600mm from the existing floor level. The system shall provide for suitable pedestal and understructure designed to withstand various static loads and rolling loads subjected to it in server racks. The entire raised floor system should be able to accept approved laminated floor covering anti‐ static PVC / Anti Static Laminate and PVC beading on all sides of the panel. The overall system shall be able to withstand a UDL of 1350 kgs per sq mt. and a Point Load of 450 kgs. The understructure should withstand an Axial load of 2200 kgs.
4.3.2 Panels‐ Panel floor should be made of steel. The bottom of the panel shall be embossed in 64 hemispherical shape of 60 mm dia. The top sheet shall be plain and resistant welded at various locations after the top and bottom sheets have been degreased and phosphated. The above hollow panel shall have an in fill of lightweight cementious material. The entire panel shall be coated with epoxy coating on the exposed surface. Panels shall remain flat through and stable unaffected by humidity or fluctuation in temperature throughout its normal working lift. Panels shall provide for impact resistance top surfaces minimal deflection, corrosion, resistance properties and shall not be combustible or aid surface spread of flame. Panels shall be insulated against heat and noise transfer. Panels shall be 600 x 600 mm and shall have a maximum flange of 12mm on all four sides for resting on stringer , fully interchangeable with each other within the range of a specified layout. Panels shall rest on the grid formed by the stringers, which the range of a specified layout. Panels shall rest on the grid formed by the
Page 22 of 31 stringers, which are bolted onto the pedestals. Panels shall be factory laminated Anti‐Static PVC/Laminate on the top and PVC beading/trimming along the edges. Ventilated tiles should be placed in front of each rack.
4.3.3 Understructure‐ Understructure installed to support the panel shall be suitable to achieve a finished floor height of 300mm. Understructure shall be placed at 600mm distance c/c in both direction to form a grid of 600mm x 600mm. The understructure designed shall confirm speedy assembly and removal and re‐fixing, maintenance. Understructure base should be permanently secured to be placed on the sub floor by effective mechanical fastening / glue, the understructure assembly shall provide for easy leveling and accurately aligning the panels to ensure lateral restrain. Understructure shall support an axial load of 2000 kgs without permanent deflection and an ultimate load of 3500 kgs. Understructure head shall be designed to avoid any rattle or squeaks. It should consist of 100 x 100 x 2mm galvanized base plate electro‐mechanically welding to a 25mm O.D. 2.0mm thick. GI/ epoxy coated pipe to engage the pedestal head assembly. The pedestal head assembly shall be of 4mm G.I. plated having 4 holes, welded to steel stud 16mm O.D. x 100mm long threaded stud. The assembly shall provide a range of height adjustment up to 50mm, with the help of check nut.
4.3.4 Stringers‐ Stringer system should be all steel construction, rectangular channels 575 x 30 x 20 x 1.2 mm thick. Understructure system shall provide adequate solid, rigid and quiet support for access floor panels. The understructure shall provide a minimum clear, uninterrupted height of 90 to 765mm between the bottom of the floor and the bottom of the raised floor for electrical conduit and wiring. 4.3.5 Floor Grill‐ Floor grills of 600x600 mm with air damper should be placed under each rack. 4.3.6 False Ceiling‐ This ceiling must be made with mineral fiber which should be hanged from concrete ceiling in LAY‐In system. The surface of tiles is to be coated with 50 micron epoxy polyester powder paint. These tiles, which should be fire rated, grid system with acoustic, light reflection, humidity resistance properties. Acoustic sound proofing non‐woven fiber fabric should be used. 4.3.7 Partitioning ‐ Partition has to be made with concrete. 4.3.8 Aluminum Doors‐ Doors should be with single leaf along with floor spring covered with fire rated Teflon glass along with all accessories. Door frame shall be made of aluminum composite panel. 4.3.9 Windows – Windows should be concealed with gypsum.
4.3.10 Ramp‐ If required a suitable ramp shall be placed at Data Center entrance which should be elevated from main entrance to Data Center’s raised floor. This ramp must be capable of carrying more than 300kg load. 4.4 Access Control Systems IP based Biometric with i‐class card reader along with inbuilt controller shall be installed as security access to the Data Center. It should be installed on the main doors of Data Center. It has to be sealed in rugged, weatherized, polycarbonate enclosure designed to withstand harsh environment and provide vandal resistance. The access control system must be complemented with time attendance software. An access control system consisting of
Page 23 of 31 intelligent controllers, biometric with i‐class readers, power supplies, cards, and all associated accessories is required to make a fully operational online access control system. 4.5 Fire Alarm Systems We already have complete set of fire detection system in the 2 separate server room. The Client wishes the Vendor to make use of these existing systems to be deployed in data center and NOC room depending on your methodology of partition 4.6 Monitoring System For security purpose IP based surveillance camera shall be placed to monitor server room & NOC room and, the whole system must be connected through LAN. Detailed specification of Surveillance system:
Sl.No Product Description Compliance
IP based Camera 1 1/3" CCD Image sensor 540 tvl 2 Signal System PAL. 3 Auto IRIS DC Drive along with 2.8 ‐ 11 mm Lens. Angle viewing of 97 Deg. 4 Day /Night IR cut filter with auto switch. 5 Bit rate of 32 Kbps to 8 Mbps. 6 IR range of 10 to 20 Meters 7 Temperature 10 degree to 60 Degree 8 Protocols :‐TCP/IP 9 Electronic shutter rate 1/25 1/30 S 1/100000 S 10 Maximum image resolution PAL‐ 704 x 576
11 Intelligent Alarm Motion Detection, Video Loss, Network Disconnect, IP
address conflict, Storage exception
12 Power Supply DC12V 10%/PoE AC24V optional
13 Power Consumption 5.5W MAX ‐I: 7W MAX 7.5W MAX with ICR working
14 Digital Noise Reduction Yes
15 Video Compression H.264/MJPEG
16 Communication Interface 1 RJ45 10M / 100M self‐adaptive Ethernet interface,
1 RS‐485 interface
17 Image Settings Saturation, Brightness, Contrast adjustable through client
software or web browser 18 Auto Iris DC Drive 19 Adjustment Range Pan0~360°, Tilt0~75°, Rotation0~360° 20 Certification‐ UL Listed
Page 24 of 31 4.7 Rodent Repellent The entry of rodents and other unwanted pests shall be controlled using non‐chemical, non‐ toxic devices. Ultrasonic pest repellents shall be provided in the false flooring and ceiling to repel the pests without killing them. 4.8 Bill of Materials
No. Item Description Specification/ Description QTY*
1. PAC 1 6.5 TR Precision Environment Control System for Server Room ‐ with complete accessories, installation and setup. 2 nos 2 10 TR Precision Environment Control System for Server Room ‐ with complete accessories, installation and setup.
2. Fiber Patch Cord LC‐LC patch code 1m 10 nos
3. Power Module Power Module for APC Symmetra UPS 4kVA 1 no
4. Rack 9 U Rack 2 nos
5. Serge Protection Device Make ‐TVSS 1 no
6. IP based
surveillance Refer section 4.6 1 no
7. Power Cables Make – Royal Cables
8. MCB Make‐ Havels
9. Automatic Transfer
Switch ATS NA 1 no
10. Raised floor panel lifter 1 Single cup raised floor panel lifters 1 no 2 Double cup raised floor panel lifters 11. Rodent Repellent System Refer Section 4.7 12. Electrical Works Light fitting along with dedicated LT panel for server room 13. Civil work painting & Interior 14. Access control systems Refer Section 4.4 15. Raised flooring Refer section 4.3.1
Page 25 of 31 16. False Ceiling Refer section 4.3.6
17. Aluminum Doors Refer section 4.3.8 18. Concrete partition Refer section 4.3.7
19. Safe box Fire proof safe box medium 1 no
Page 26 of 31 5 Vendor Profile
This section is intended to provide the Client with sufficient information to enable an evaluation of your company’s stability and ability to provide the service s described in the response. Please include the following information:
5.1 Company Size, Organization and Location
Provide brief profile of your company detailing the description of corporate ownership, number of employees, number of divisions and/or product lines, number and description of location s etc.
5.2 Number of Customers/Related Sites
List organization where similar service s have been provided, in a chronological sequence of platform or services provided, as appropriate.
5.3 Client References
Names of at least three 3 client references similar in size, industry, scope, and complexity to the Royal Monetary Authority and which have purchased the vendor’s proposed service s /solution s for a comparable environment. Information must include these points at a minimum: Contact Name, Organization, Title, Address and Telephone Number Contact Date Solution /Service provided Role of the Service Provider in Implementation and Support Contract Size Size of Project Team
A complete set of Reference as stated above must be provided for each Bid area as outlined in Section 4. 5.4 Implementation Timeline Vendors are required to provide a logical implementation plan and state possible delivery date barring all unforeseen circumstances to be adopted. Please note that for each bid area, the Client expects the successful Vendor s to complete implementation within the timeframe outlined below which is subject to finalization during contract negotiation. Civil Works - Walls / partitions - Doors - Thermal insulation - Raised floor - Access ceiling - Ramp - Shifting of servers, racks, ACs, UPS and others
Page 27 of 31 Electro‐mechanical Works - Power distribution system - Lighting system - Air conditioning system - Fire detection system - Surveillance & security system Precision AC Comfort AC Fire Detection Addressable Smoke Detection System Access Control Surveillance system Rodent Repellant system 5.5 Support Information Specify the number of support sites you have. Which support site will be responsible for the Client?
Outline the support structure of your organization in Bhutan i.e. the number of staff allocated to customer support, development and maintenance
Include evidence of support agreement s with sub‐contractors and OEM partners Back‐to‐back Agreements
Back‐to‐back Support Agreements in the event of sub contractors Service Level Agreements and Principal Support Agreements
What are your standard terms for support? Please specify what service level agreements SLA are available. e.g. 4hrs, 24hrs response, etc
What facilities do you have, or do you plan to implement for problem resolution including: Hot line? Expert assistance? Direct contact with owner/developers? Escalation procedures? 5.6 Strategic Alliances and Partnerships
Submit relevant documentation on, and describe all technical partnerships and strategic alliances the company is involved in.
5.7 Industry Awards and Certifications
Please provide necessary information on significant awards / certifications possessed by your organization or its employees that is relevant to the successful delivery of this project
Page 28 of 31 5.8 Training and documentation
Vendors are expected to provide comprehensive training and documentation on all configurations, design and operations to client’s IT team. Please outline a description of the training plans venue, timeframe, resource etc proposed for technical users to enhance in‐ house support.
5.9 Project Team
Provide detail structure of the overall project team, the number of staff and the profile qualification, experience, individual role in the project of those that will be involved in the execution of the various solutions as stated in section 4.0
Explain the roles and responsibilities of sub‐contractors if any that would be engaged on the project see section 3.19
5.10 Procurement Tracking Process
Vendors are expected to provide information on their procurement tracking process especially for items which are being imported. Please provide an overview of your procurement schedule. The schedule should contain the following key information:
Average cycle time in days from order to receipt, shipment, local transportation arrangement etc 5.11 Financial Statement Include copies of the audited financial statement. E.g. balance sheet, profit & Loss, Cash flow statement for the past 3 years
Page 29 of 31 6 Response Format
The objective of the section is to enable a final comparison to be made between each vendor’s offerings. Only bids adhering to the response structure will be considered. When responding to questions, each item should be answered in a separate section, in the sequence given and should include the reference number.
The required structure, numbering and content of each section of vendors’ responses is detailed below. All proposals must include the following sections in order to be considered: 1. Executive Summary
This is to contain a brief summary of all the key aspects of the proposal including but not limited to:
Statement of agreement or exceptions if any with terms and conditions stated in sections 3 of this RFP Overall description of your approach to meeting the Client’s requirements Details of Key Contact Person as required in section 3.2 Any other important/critical factors Integrated Project Plan covering all bid areas Integrated Cost Sheet covering all bid areas Vendor Profile See Section 5 for details This section should contain information about the vendor’s organization and its capability to support the solution. Please respond to all the enquiries in Section 5 including information on Company Size, Organization and Location, Client References, Support Information, Strategic Alliances & Partnerships and comprehensive sub‐contractor information if sub‐ contractors are involved .
Proposed Solution s & Pricing Information
Please provide a description of how your solution s components will support the Clients’ requirements as described in Section. 4.0. Vendors are expected to state clearly the Bid Area s being responded. For each Bid Area, the following information must be provided: Recommended products, technology and service Explanation of the proposed solution components and why it is appropriate Price/Quotation Implementation/Installation Plan Delivery Timeline All price responses should be documented in line with format specified in Section 3.7 & 3.12 and should include: Bill of Material, Price Quotation, Billing Schedule, and corresponding Warranty
Vendors must give price quotation separately for each of Bid area being responded to as shown in the table below:
Page 30 of 31 7 Appendix
SERVERS AND NETWORK COMMUNICATION EQUIPMENTS
Sl. No Rack Details Application Server Numbers
1 BFS Server Rack ‐ 42u BFS Servers 8 2 Storage 1 3 SAN switch 1 4 Tape 1 5 KVM switch 1 6 Network Equipment 4 7 Valrack ‐ 42u Internal Application Servers 9 8 Network Equipment 6 9 KVM switch 1 10 Valrack ‐ 42u EFTCS Servers 3 11 Network Equipment 2 12 KVM switch 1 13 Standard Server Rack ‐ 42u Servers 3 14 Workstation PCs 2 15 KVM switch 1 16 No Rack RCH Servers 4 17 Workstation PCs 1
