Letter of Invitation - African Development Bank RFP includes the following letter of invitation...

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African Development Bank Temporary Relocation Agency

Corporate Procurement Division Fax Number: + (216) 71 835 249

REQUEST FOR PROPOSALS -

FOR SUPPLY, INSTALLATION, TRAINING AND MAINTENANCE OF INTEGRATED VIDEO

CONFERENCE SYSTEM

ADB/RFP/CGSP/2011/0058

Letter of Invitation Dear Sir/ Madam, 1. The African Development Bank (hereinafter referred to as “AfDB” or the “Bank”) requests your proposal

for the items and service(s) specified in this request for proposals (RFP). To qualify for award, the bidder must meet the qualification criteria, if any, stated in the RFP Data Sheet, Annex I of this RFP.

2. This RFP includes the following letter of invitation together with its annexes and the appendices to these

annexes:

Annex 1 : RFP Data Sheet Annex 2 : Terms of Reference Annex 3 : Description of Requirements Annex 4 Contents of the Proposal to be submitted

+ Appendix A, B, C, D and E Annex 5 : Evaluation Criteria Annex 6 : General Terms and Conditions for the Purchase of Goods,

Works and Services Annex 7 : List of the Member Countries of the Bank

Annex 8 : List of old equipment Annex 9 : Draft Contract.

3. Only those bidders that are nationals of member countries of the Bank and whose items and services that

are provided originate from the member countries of the Bank are eligible to submit a bid in accordance with the RFP. The list of member countries is given as in Annex 7.

4. Your proposal must be received on or before the date and time specified in the RFP data sheet by mail,

courier or hand-delivery at the addresses given below: Postal Address:

African Development Bank, Corporate Procurement Division (CGSP.2) ADB Temporary Relocation Agency (Tunis) Angle des trois rues: Avenue du Ghana, Rue Pierre de

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Coubertin, Rue Hedi Nouira BP: 323 1002 - Tunis Belvédère Tunisia

Delivery Address:

Corporate Procurement Division (CGSP.2) EPI Block B Building Office 2A2 African Development Bank ADB Temporary Relocation Agency (Tunis) Angle des trois rues: Avenue du Ghana, Rue Pierre de Coubertin, Rue Hedi Nouira BP : 323 1002 - Tunis Belvédère Tunisia

5. Proposals should be enclosed in a sealed envelope (with both the technical and the financial proposal in

separate sealed envelopes) and addressed to the Bank at the address given below. Each bidder will submit their proposal in one original and four copies: the original proposal must carry the mention “original” and each of the four copies the mention “copy”. The technical proposal (one original + 4 copy) and the financial proposal (one original + 4 copy) will each be placed in two separate sealed envelopes (the “internal envelopes”). The following mention should appear on each internal envelope:

a) The purpose of the present bid b) The “Technical Proposal” or “Financial Proposal” as the case may be. c) The name and address of the bidder.

The two internal envelopes should be placed together in a large single sealed envelope called “external envelope”, which must be anonymous and, carry only the label specified in the RFP data sheet which should be photocopied and placed on the external envelope. Please ensure that you fill out and include the Proposal checklist in the external envelope. (Refer to Annex 5- Appendix E) 6. It is the sole responsibility of the bidders to ensure that the sealed envelope containing the proposal

reaches the above address before the time and date indicated in paragraph 4 above. When delivered by hand, the proposals must be delivered at the above address during the Bank’s working hours from 0800 hrs to 1200 hrs and from 1400 hrs to 1800 hrs, Monday through Friday except for holidays observed by the African Development Bank. Delivery to any other office of the African Development Bank will be at the risk of the bidder and will not constitute timely delivery. Proposals received after the above-mentioned closing time or deadline shall be rejected. If the deadline for submission happens to be a holiday, the proposals will be opened at the same time on the next working day. The Bank may extend the deadline for submission of proposals at any time without incurring any liability to the bidders. A Public opening of the technical bids will occur at the date and time specified in the RFP data sheet.

7. A prospective bidder requiring any clarification in relation with the bidding documents may notify the

Bank in writing to the Bank’s mailing address indicated in these documents. All requests for clarifications must be received by telefax (at the fax number +216-71 835 249) or by electronic mail: [email protected], no later than the date stated in RFP Data Sheet. If a Bidder feels that any important provision in the documents will be unacceptable, such an issue should be raised at this stage. The Bank will respond within a week in writing to all prospective requests for clarification or modification of the bidding documents that it receives before the date stated in RFP Data Sheet. Bidders are also encouraged to attend a non mandatory site visit and pre-bid meeting scheduled on the date and time and at the place specified in the RFP data sheet. Written copies of the Bank’s response to questions raised by

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telefax or electronic mail or during the site visit (including an explanation of the query but with no indication of its source) will be sent to all prospective bidders that have received the bidding documents.

8. At any time before the submission of proposals, the Bank may, for any reason, whether at its own initiative

or in response to a clarification requested by the Bidder, amend the RFP. The amendment shall be sent in writing by telefax or email to all invited firms and will be binding on them. The Bank may at its sole discretion extend the deadline for the submission of proposals.

9. Proposals must be submitted in the English or French language in One Original + Four Copies (any

attachments or appendices and annexes thereto must also be submitted in One Original + Four Copies). The Technical Proposal must include information in sufficient detail to allow the Bank to consider whether your company has the necessary capability, experience, knowledge, expertise, and the required capacity to perform satisfactorily the services specified along with any other information that may be requested by Annex 4 of this RFP.

10. It is mandatory for the bidders to submit the Financial Proposal by using the bid submission form, attached

as Annex 4- Appendix B of this RFP, including a description of the proposed items and services. Any deviation from the requested requirements (see TOR on Annex 2) shall be highlighted and explained. Please note that the Bank will only consider those deviations that have an effect of improving the items and services requested. Bidders may quote for optional offers by taking into account the age of the existing equipment provided in Appendix 8

11. The evaluation method of the proposal is described in detail in Annex 5. For this procurement, evaluation

will be based on combined technical and financial proposals. Only bidders, whose technical proposal meet or exceed the minimum qualification points, will be considered for financial evaluation. Please note that evaluation will be based on the base offer and bidders are requested to adhere to the formats or price schedule provided.

12. By submitting the proposal, the bidders confirm that they have taken into account all the documents of

this RFP including the addenda (if any), all the annexes and as the case may be, the appendices to annexes. The Bank is not bound by any other terms and conditions unless agreed in writing by the Bank.

13. The prices quoted shall be net free and clear of all applicable taxes including withholding tax duties, fees,

levies or indirect taxes including customs duties. Prices must be expressed in Euros. Surcharges imposed by, or pursuant to the laws, statutes or regulations of any governmental agency or authority as the Bank, its property, other assets, income and its operations and transactions are exempt from any obligation relating to the payment, withholding, or collection of any tax or duty, by virtue of article 57 of the Agreement establishing the Bank.

14. By submitting their bids, each bidder also warrants that they are legally authorized to provide the items

and perform the services and that they are not in default with the tax and social security obligations in their country. The Bank may, at its sole discretion, ask any bidder to provide documentary evidence establishing the same.

15. Proposals should remain valid for a period of not less than ninety (90) days after the deadline date specified

for submission.

16. The Bank will award the contract to the bidder that marks the highest combined score in accordance with the evaluation criteria given in Annex 5. Responsiveness will be judged by conformance to all the terms, conditions and specifications of the RFP. All bidders are expected to respond to the Base offer for new equipment. Bidders may also

17. The Contract shall be governed by the Terms of References (attached in Annex 2 of this RFP), and the

General terms and Conditions and the Draft Contract . Any such contract will require compliance with all factual statements and representations made in the proposal.

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18. Unless otherwise specified in this RFP, the rates quoted should be fixed for the duration of the contract and should not be subject to adjustment on any account.

19. Notwithstanding the above, the Bank reserves the right to amend the content of this RFP and to accept or

reject any or all proposals and to cancel the bidding process at any time prior to the award of the contract without incurring any liability to any bidder.

20. Please note that it is the policy of the Bank that bidders, observe the highest standard of ethics during the

procurement process and execution of such contracts. In pursuance of this policy, the Bank will reject a bid if it determines that the Bidder has engaged in corrupt or fraudulent practices in competing for the contract in question.

21. We look forward to receiving your proposal and thank you for your interest in the African Development

Bank.

__________________________________

Manager Corporate Procurement Division (CGSP. 2)

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ANNEX 1

RFP DATA SHEET The numbering below refer to the appropriate numbering of the RFP § 1. The Items and services to be delivered are listed in the Price Schedule (Appendix D) and clearly

described in the TOR (Annex 2) § 2. The qualification criteria (pass-fail criteria) are the following:

(a) Eligibility Criteria: Interested companies must originate from one of the Bank’s member countries listed in Annex 7. All bidders and products and equipment proposed within their offers must also originate from one of the Bank’s member countries;

(b) Financial Criteria: An average turnover of at least USD 1,000,000 per annum for the past

three years (2007, 2008 and 2009) in the form of audited Financial Statement.

(c) Manufacturer’s authorization: • Reseller Agreement, and/or • Annual Qualification, and/or • Technical Certification, and/or

(d) General and Specific Experience Criteria: The bidder should have a minimum of three

years experience, and shall have successfully implemented as a principal contractor, three projects of a similar nature and complexity during the last three years: 2007, 2008 and 2009 or latest (the Bank reserves the right to check references);

3. All bidders and products and equipment proposed within their offers must also originate from one of the Bank’s member countries Annex 7.

§ 4. The deadline for submission of proposals is Thursday 07th July 2011, 2011, 15.00 hours § 5. The text to be photocopied and placed on the external envelope is the following:

Corporate Procurement Division, CGSP.2 EPI Block B Building Office 2A2 African Development Bank ADB Temporary Relocation Agency (Tunis) Angle des trois rues: Avenue du Ghana, Rue Pierre de Coubertin, Rue Hedi Nouira BP : 323 1002 - Tunis Belvédère Tunisia REQUEST FOR PROPOSALS – DO NOT OPEN UNTIL ON BID OPENING DAY Reference: ADB/RFP/CGSP/2011/0058 RFP Closing Date and Time: Thursday 07th July , 2011, 1500 hrs

§ 6. The Public opening of the technical bids will occur on Thursday 07th July 2011, at 15.30 hours § 7.1 All requests for clarifications must be received by telefax or by electronic mail no later than 14

days before deadline for submission.

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ANNEX 2 TERMS OF REFERENCE (TOR)

INTERNATIONAL COMPETITIVE BIDDING FOR

SUPPLY, INSTALLATION, TRAINING AND MAINTENANCE OF INTEGRATED VIDEO CONFERENCE SYSTEM

1. INTRODUCTION

The project is aimed at connecting the Bank’s field offices through an integrated Video Conferencing System, to facilitate the goals of decentralization of the Bank’s operations. The system will be used for meetings, negotiations with ministries in the field offices, remote training among others. The Bank currently has a system of video conferencing based on Polycom video conferencing equipment. Some of the equipment date back to 2005 and are therefore obsolete making the video conference experience in some of the Bank’s field offices less than satisfactory.

The Bank is therefore looking acquire new equipment to provide the required level of services. As an optional offer to upgrade and expand the system to bring a new experience to staff in the field offices as well as add value to the Video Conferencing System (VCS). The Bank is therefore seeking an integrated system that will set up time and improve provisioning for video conference requests, enhance communications, improve productivity, and increase efficiency with the following options:

• Turnkey video conferencing services, including High Definition and Telepresence

• Audio visual integration

• Fully-managed conferencing services

• Streaming video solutions

The Bank’s WAN is composed of a VSAT network which means the required system is expected to be tolerant to the inherent latencies in this type of network while providing the best video and audio experience available for this kind of media.

This Request for Proposal describes the scope of work, technical specifications and commercial requirements for supply, installation, testing, commissioning and maintenance of the Video Conferencing System.

2. SCOPE OF WORK

The Project proposal includes supply of equipment, installation, integration, setting up smart and automated meetings rooms, testing, commissioning and maintenance/support of fully functional integrated Video Conferencing System along with the collaborative tools.

The Video Conferencing System must be scalable, reliable and should have the functional and technical specifications as set out in Annex 3. The system should be optimized for the Bank’s wide area network and support Internet Protocol (IP) connectivity with SIP and H.323 support. The system should be able to support audio, video and data collaboration and connect to high

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quality audio conferencing system. Encryption on various interfaces for security purposes is required.

The Bank has provide provided a list of all existing video conference endpoints and the vendor may propose an optional offer for the necessary upgrades to meet the requirements (Please refer to annex 8). At the end of the project the Bank expects all field offices to enjoy the approximately the same level quality of video conferencing experience without major changes to the underlying network in terms of bandwidth.

The system should have latest MPEG audio & video codecs in order to provide the maximum quality achievable by any technology currently available in the market. All systems should allow the possibility of making Power Point presentations from computers. The system should also make it possible to see presenter and presentation at the same time. The Video Conferencing System should have the ability for making all conferences highly secured on IP with SIP.

The scope of work includes design, packaging, supply, installation, integration, commissioning and 3 years warranty of all equipment plus two year maintenance after the warranty. The Bank is looking to maximize its investment in the video conferencing system and therefore will look favorable at proposals that protect this investment in the long term.

For the optional offer the items listed in Annex 8 and all components and accessories deemed necessary & explicitly not covered in BOM including material/consumables and services required for supply, installation, testing, commissioning, test run, operation and maintenance of the Video Conferencing System (VCS), Interactive Devices and Audio Equipment. The VCS, Interactive devices and Audio equipment should integrate seamless and interoperate without any hindrances and difficulties, whatsoever.

Training for knowledge transfer to engineers/operators and support personnel will also be the responsibility of the Bidder. The bidder will be responsible for clean up after installation and commissioning.

3. GENERAL GUIDELINES FOR THE PROJECT

An integrated Video Conferencing System (VCS), Interactive devices and Audio equipment needs to be installed at the Bank’s remote field office with the objective of establishing audio/video services to support the Bank’s decentralization strategy. The system should make it possible to conduct simultaneous video conferencing with all field offices from the headquarters and up to eight simultaneous conferences at the field offices, the network permitting.

Category 1: Video Conferencing Endpoints

3.1 In the base offer the Vendor is expected to quote all new equipment. (For the optional offer the vendor will determine from the list of equipment currently installed in the field offices, which of the equipment needs to be replaced/upgraded. The vendor will provide the Bank with a quotation for the replacement equipment, installation, configuration and maintenance of the same in a 3 years maintenance contract.)

3.2 The Bank requires the video conferencing system to support multiple site connectivity, i.e. point to multipoint configuration. The sessions should have the capacity to be recorded as well as broadcasted on to ordinary computers on the Bank’s network.

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3.3 The offered solution shall sustain levels for capacity performance, scalability, availability and manageability that meet present and future requirements.

3.4 The proposed system shall support presentation and presenter in a point-to- point and point-to-multipoint conference.

3.5 The proposed system should display both presentation & presenter in the same screen by splitting it into two views.

3.6 The lighting level (LUX) should be boosted by using anti glare, specialized video conferencing lights etc.

Category 2: Interactive Devices for Presentations and Collaboration

3.7 The suggested viewing device will be plasma screen/TV, LCD Screen/TV or LED screen/TV.

3.8 Each site should be equipped with additional devices such as interactive boards and presenter screens. The Presenter Screen It is a feature that gives the presenter information during a presentation that is not visible to the audience. This information appears on a second screen and thus requires that at least two screens are present, for example a laptop computer and a beamer. There are four different modes/screens that show different types of information:

1. The presenter screen starts with a screen that shows: • A live view of the current slide. This view shows the current slide

exactly like the audience sees it, together with any effects. • A static preview of the next slide. This allows the presenter to

prepare for the next slide before the audience can see it. • A tool bar with navigational elements, buttons to switch to the

other screens, current and elapsed time. 2. The notes view additionally shows the notes of the current slide. The font size can be

adapted. The other controls-the two previews and the toolbar-are also displayed. 3. The slide overview shows, well, an overview of all the slides. Single click on a preview

makes that slide the current slide. A double click does the same but also closed the slide overview and goes back the previously active screen.

4. The help screen shows the key mapping. Interactive Boards

It is a large interactive whiteboard that uses touch detection for user input – e.g. scrolling, right mouse-click – in the same way normal PC input devices, such as a mouse or keyboard detect input. A projector is used to display a computer’s video output on the whiteboard, which then acts as a large touch screen. The Board typically comes with 4 digital pens, which use digital ink and replace traditional whiteboard markers. The Board digital ink operates by using an active digitizer that controls the PC input for writing capabilities such as drawing or handwriting.

Use of an interactive whiteboard is different from tablet computing. While tablet computing is more commonly used for display and as personal assisted technologies – i.e. graphic tablet, wallpaper, transportation time schedules, etc., – interactive whiteboards (IWBs) are

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commonly used in education – e.g. in classrooms to facilitate differentiated learning – and corporate settings – e.g. boardrooms for meetings, web conferencing or presentations.

Some Boards operate as part of a system that includes the interactive whiteboard, a computer, a projector and whiteboard software. The components are connected wirelessly or via USB or serial cables. A projector connected to the computer displays the computer’s desktop image on the interactive whiteboard. The interactive whiteboard accepts touch input from a finger, pen or other solid object. Each contact with the Board is interpreted as a left-click from the mouse. they are also available as a front-projection flat-panel display – interactive surfaces that fit over plasma or LCD display panels

Category 3: Audio

3.9 For clear pick up of audio, wired and/or wireless microphones need to be installed at the conference rooms.

Category 4: Automated and Smart Meeting rooms

Simplify and streamline the technology in our boardrooms, meetings rooms or throughout the facility. The idea is to integrate corporate conference solutions for meetings rooms to simplify installation and practical usage, as well as maintenance and scalability.

The solution shall be proven and evolved far beyond a touch panel and control system, becoming the definitive source for centrally and globally controlling, managing and presenting information. Control and automate the lights, drapes, screens, thermostats and AV equipment – all from an intuitive easy-to-use touch panel, remote or custom keypad.

Touch panel control systems for business applications

Audio Visual Control Control any DVD player, projector, VCR, document camera and more from an intuitive touch panel. The correct equipment is turned on, the right settings are selected and the media is displayed automatically with the touch of a button.

Presentation Tools The presentation and collaboration tools make multi-media presentations and remote meetings simple and professional. Camera control and video preview windows are built into the touch panels for teleconferencing. The touch panel is capable of live annotation over any computer or video source which can be displayed on a plasma or projector; and you can display multiple, scalable video windows on a single plasma or projector.

Remote Management To address the needs of facility, it is important to monitor and manage a variety of technologies over a single network. The system is required to centralize control of audio and video devices, security cameras, lighting and HVAC.

Drapes, Shades and Screens Drapes, shades and projector screens are all controlled automatically from the touch panel.

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Lighting Control Set dynamic lighting scenes room by room, zone by zone or throughout a facility. One simple button press can accent architectural features, create helpful task lighting, enhance videoconferencing and more.

Climate Control Temperature settings can be automatically adjusted based on time of day or room usage. The room gets a little warm after the projector runs for a while or the room gets full, change the settings right from the touch panel.

4. HARDWARE AND SERVICE REQUIREMENTS

In addition to the minimum requirements which the bidder/vendor is required to fulfill in each category i.e. Category 1, 2 and 3 the bidder/vendor is also required to meet the following requirements.

4.1 The Vendor must install all equipment and components and must ensure that the proposed equipment is fully operational and function properly for all conditions specified by the Bank’s IT staff.

4.2 Vendor must furnish components, wires, connectors, materials and parts, equipment for the complete installation of the system, in accordance with recommendations of the equipment to the manufacturer. Installation shall follow standard broadcast wiring and installation practice, and shall meet or exceed industry standards for such work.

4.3 Vendor must provide adequate protection to install equipment against electrical surges.

4.4 Vendor must ensure that all systems are in first class working condition and free of short circuits, ground loops, video noise and excessive system noise or any fault affecting its efficiency/quality/life.

4.5 At the time of installation, the vendor must provide owner’s manuals, manufacturer’s data sheets, and a complete equipment list.

4.6 At the time of installation, the vendor must provide comprehensive system schematics, labeling and showing detailed connections to all equipment.

4.7 A site survey may be required at no cost to the Bank to determine specific cable runs and cable management associated with the desired system. Any components needed during installation resulting from failure to perform a site survey must be provided at the vendor’s expense. Since electrical installation and network cabling already exists the Bank does not expect material deviations in this area.

5. AUTHORIZATION TO SELL

Bidders should provide a current letter from the manufacturer of the Equipment being proposed stating that the vendor has been authorized to sell the manufacturer’s products to the Bank and is responsible for installation, testing, commissioning, after sales service and maintenance. In case the bidder subcontracts some items of RFP, they must provide written agreements (for service/spares) with the company/companies and their relation with the manufacturer/principal.

6. TIME FRAME The project completion time is expected to be carried out within 10 weeks by covering 31 Field Offices that is (Nigeria, Tanzania, Uganda, Senegal, Egypt, Ivory Coast, Mozambique, Ethiopia, Gabon, Mali, Rwanda, Madagascar, Sierra-Leone, Malawi, Burkina Faso, Kenya,

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Chad, Cameroon, Morocco, Zambia, Sudan, Algeria, Ghana, DRC, South Africa, Angola and Zimbabwe , Liberia, Togo, Burundi and Republic of Central Africa. The goods will be delivered at Delivery Duty Unpaid at the Field Offices in the capital cities.

7. DELIVERY & INSTALLATION

To be performed according to implementation plan proposed. Installation should take into account the fact the offices will continue to operate normally. Installation should be done in such a way that minimum noise and interruption is experienced.

8. TRAINING

Specialized Training is required for video conferencing equipment

8.1 Bid price shall include training on the system for the Bank’s staff including engineers and technicians responsible on site for maintenance and troubleshooting and for some end users of the system.

8.2 The Contractor shall provide hands-on training on the System to VC technical staff to run services, maintenance & troubleshooting.

8.3 The hands-on training, services shall be adequate to impart necessary skills to the trainees to carry out the day-to-day operation of the Video Conferencing Equipment, and provide support and training to users of the System.

8.4 Local training should preferably be local and on the system installed.

Note: A comprehensive Training Plan is to be submitted along with the Technical Proposal.

9. WARRANTY

Following Warranty clauses are applicable to the equipment and services proposed by the vendor

9.1 The successful Bidder shall warrant the equipment and its components to be free from any sort of defects in material and workmanship for a minimum period of 3 years from date of completed installation and shall repair or replace on a timely basis any defective component, assembly or portion free of cost. Technical support should be available on call basis. A Service Level Agreement (SLA) will be required to establish appropriate level of support for speed of repair and replacement. Each and every call will be attended to by a competent support staff of the bidder within 3-4 hours of its notification either on phone or in writing during business hours (8am - 5pm). Delay in attending the call and delay in rectification of fault will lead to consequential financial damages to the Vendor/Bidder.

9.2 The Vendor/Bidder will warrant that the equipment supplied under the Work Order/Purchase Order are new, un-used, and incorporate all recent improvements in design and materials and which should be of good quality as per acceptable standards. Quoted equipment should meet all design, quality & other technical requirements listed in this document or explicitly mentioned somewhere else in other such projects.

9.3 The Vendor further warrants that goods shall be free from defects arising from any act or omissions of the Vendor or arising from design, materials, and workmanship, under normal use in the conditions prevailing at final destination.

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10. SERVICES

10.1 The Bank shall promptly notify the supplier in writing of any claims arising under this warranty and the Vendor/Supplier will repair/replace the defective components for system at reasonable speed but within the specified period and time & without any additional cost.

10.2 If the Vendor fails to remedy the defect within the period specified, the Bank may proceed to take within a reasonable period such remedial action as may be necessary, at the Vendor’s risk and expense.

11. PROJECT IMPLEMENTATION PLAN

The Bidder is expected to provide a detailed Project Implementation Plan as part of the Technical Proposal. This will be the basis for ensuring that the Project Implementation is regulated under defined time lines. This will also form the basis for the Bank to claim Liquidated Damages, for inclusion in the Contract, relating to delays, besides supplies and services not conforming to specifications, and/or other Contract commitments.

12. PROPRIETARY TERMINOLOGY

Utmost care has been taken to keep the terminology of this RFP very general. If proprietary terminology specific to a Vendor is used in any section of RFP, equivalent features will be acceptable, provided they are technically compatible and comparable.

13. MEET OR EXCEED SPECIFICATIONS

For all categories the specifications provided in this RFP are the minimum requirements of the Bank. The vendors must meet or exceed these specifications to meet the actual requirements of this Project and its successful practical implementation. But in such a case additionally proposed or altered specifications should clearly be highlighted to enable the Bank to clearly identify modified specifications.

14. SITES PHYSICAL LOCATION

Site#

Field Office/Country Address

1 DZFO/Algeria

African Development Bank Group Algeria Country Office (DZFO) No. 3 Rue Hamdani Lahcène Hydra Algiers -ALGERIA Tel: +213 21 43 53 95/93 Fax: +213 21 43 53 92

2 AOFO/Angola African Development Bank Group Angola Field Office (AOFO) No address yet

Groupe de la Banque Africaine de Développement Bureau National du Burkina Faso (BFFO)

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3 BFFO/Burkina Faso Immeuble ARCE, Ouaga’2000, 5ème étage 10 BP 13680 Ouagadougou 10, Burkina Faso Tel: +226 50 37 57 50 / + 226 75 60 55 51 Fax: +226 50 37 57 49

4 TDFO/ Chad

Groupe de la Banque africaine de développement Bureau National du Tchad (TDFO) Immeuble BCC, 2eme étage Avenue Charles de Gaulle BP 193, N’Djamena, Tchad Tel: +235 52 46 79/ 52 45 57 Ext. 6200-6229 Fax: +235 52 49 96

5 CMFO/Cameroon

African Development Bank Group Cameroon Regional Office (CMFO) Immeuble Fousl’Assi 1007 bis rue 1850 Nouvelle Route Bastos B.P. 33188 - Yaounde Tel: +237 22202761 Fax: +237 22202764

6 CDFO/ R.D Congo

Groupe de la Banque africaine de développement Bureau Régional de la R. D. Congo (CDFO) Immeuble de la BCDC (Banque de Commerce du Congo) Boulevard du 30 Juin - Kinshasa NRC Kinshasa 340 Kinshasa I République Démocratique du Congo Tel: +243 815 560 291 Ext. 6330-6399 Fax: +243 815 560 294

7 EGFO / Egypt

African Development Bank Group Egypt Country Office (EGFO) 72B Al Maahad Al Eshteraky St. Heliopolis Cairo / Egypt Tel: +202 22563790 - 22563791 Ext. 6730-6759 Fax: +202 22563792

8 ETFO / Ethiopia

African Development Bank Group Ethiopia Country Office (ETFO) 7th and 8th Floor, Get-House Building, Kirkos Sub-City, Kebele 20/21, House N° 056 P.O Box 25543 Code 1000 Addis Ababa, Ethiopia Tel: +251 115 546 336 Ext. 6700-6729 Fax: +251 115 546 335

9 GAFO / Gabon

Groupe de la Banque africaine de développement Bureau Régional du Gabon (GAFO) Immeuble Saint Georges Quartier Kalikak B.P. 4075 Libreville, Gabon Tel: +241 76 85 76 / +241 76 85 79 Ext. 6600-6649 Fax: +241 76 85 77

10 GHFO / Ghana African Development Bank Group Ghana Country Office (GHFO)

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Heritage Tower, 7th Floor Accra, Ghana Tel: +233 302 66 28 18, +233 302 66 28 35, +233 302 68 72 72 Ext. 6130-6159 Fax: +233 302 66 28 55

11 Guinea-Bissau

African Development Bank Group Guinea-Bissau National Programme Office (NPO) Bissau, Guinea-Bissau Tel: +245 20 13 48 / 20 10 98 Fax: +245 20 17 53 Cell.: +245 721 08 98 / 668 43 43

12 KEFO / Kenya

African Development Bank Group Kenya Country Office (KEFO) 12th FLOOR, LANDMARK PLAZA Argwings Kodhek Road, Upper Hill Nairobi, Kenya Tel: +254 20 2712925/6/8 Ext. 6230-6259 Fax: +254 20 2712938

13 MGFO / Madagascar

Groupe de la Banque Africaine de Développement Bureau National de Madagascar (MGFO) 9ème étage, Immeuble Fitaratra Ankorondrano Rue Ravoninahitriniarivo BP 1718 Analakely Antananarivo 101, Madagascar Tel: +261 2022 643 61, 202264189 Ext. 6000-6029 Fax: +261 2022 642 32

14 MWFO / Malawi

African Development Bank Group Malawi Country Office (MWFO) 2nd Floor, Kang’ombe House Box 30732 City Centre, Lilongwe, Malawi Tel: +265 0 1 77 44 60-62/64 Ext. 6300-6329 Fax: +265 0 1 77 44 69

15 MLFO / Mali

Groupe de la Banque africaine de développement Bureau National de Bamako (MLFO) 3e & 4e étages, Immeuble Investim Bâtiment B, Quartier du Fleuve BP 2950 Bamako, Mali Tel: +223 222 28 85 ou 222 28 72 Ext. 6030-6059 Fax: +223 222 29 13

16 MAFO / Maroc

Groupe de la Banque africaine de développement Bureau National du Maroc (MAFO) Immeuble “Espaces les Lauriers”, 1er Etage Angle des avenues Annakhil et Mehdi Ben Barka, Hay Riad BP 592 Rabat Chellah Rabat, Maroc Tel: +212 537565937 / 537713826-7 Ext. 6160-6190 Fax: +212 537565935

17 MZFO/Mozambique

African Development Bank Group Mozambique Regional Office (MZFO) 3rd floor, JAT 4 Building Zedequias Maganhela, 267 Maputo, Mozambique Tel: +258 21326409 Ext. 6430-6499

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Fax: +258 21315600

18 NGFO/Nigeria

African Development Bank Group Nigeria Country Office (NGFO) 8, Lake Chad Crescent Maitama District Abuja, Nigeria Tel: +234 – 70 40 277 814; 70 40 277 818 Ext. 6650; 6651; 6657; 6658

19 RWFO/Rwanda

Groupe de la Banque africaine de développement Bureau National du Rwanda (RWFO) Immeuble BCDI 8 Avenue de la Paix BP 7329 Kigali , Rwanda Tel: +250 50 42 97/50 Ext. 6060-6090 Fax: +250 50 42 98

20 SNFO/Senegal

Groupe de la Banque africaine de développement Bureau Régional du Sénégal (SNFO) Immeuble Coumba Route de Ngor Zone 12, Quartier des Almadies, Dakar, Sénégal. BP 50544 - CP 18524 RP Dakar, Senegal Tel: (+221) 33.820.08.88 / (+221) 33.869.75.44 Ext. 6530-6599 Fax: (+221) 33.820.09.99

21 SLFO/Sierra Leone

African Development Bank Group Sierra Leone Country Office (SLFO) 5th & 6th floor, Bishop Building 13 Lamina Sankoh Street, PMP335 Freetown, Sierra Leone Tel: +232 (0) 76541328 Ext. 6260-6290

22 ZAFO / South Africa

African Development Bank Group South Africa Regional office (ZAFO) Crestway Office Park, 2 Hotel Street Persequor Park 0020 Pretoria , South Africa

23 SDFO/Sudan

African Development Bank Group Sudan Country office (SDFO) Higleig Petroleum Tower, 7th Floor Plot 499 Square 65, East-Second Khartoum, Sudan Tel: + 249 922 735 071 Ext. 6860-6890

24 TZFO/ Tanzania

African Development Bank Group Tanzania Country Office (TZFO) 5th Floor, International House, Garden Avenue P.O. Box 6024 Dar Es Salaam, Tanzania Tel: +255 22 2125281/2 (office) Ext. 6500-6529 / +255 22 2125286 (Direct) Fax: +225 22 2125283

25 UGFO / Uganda African Development Bank Group Uganda Country Office (UGFO) 14th Floor, Crested Towers Building

16

Hannington Road P.O. Box 28509 Kampala - Uganda Tel: +256-414 236 166/7 Fax: +256-414 234 011 Ext. 6760-6790

26 ZMFO / Zambia

African Development Bank Group Zambia Country Office (ZMFO) Pyramid Plaza 746B Church Road Cathedral Hill P O Box 51449 Ridgeway, Lusaka, Zambia Tel: +260 21 1257868/869/874 Ext. 6400-6429 Fax: +260 21 1257872

27 ZWFO / Zimbabwe

African Development Bank Group Zimbabwe Field Office ZB Life Towers 77 Jason Moyo Avenue Harare

28 LRFO/Liberia Monrovia 29 TOGO Lome 30 Burundi Bujumbura

31 Republic of Central Africa Bangui

17

ANNEX 3:

DESCRIPTION OF REQUIRMENTS

Video Conferencing Equipment and Software These are mandatory minimum specifications for video conferencing equipment and their network. If the bidder(s) is unable to comply with any one of the specifications they must indicate the reason.

S# Specification for “VC Unit Advance with Camera” Compliance (Y/N) Comments

1 Interoperability Standard for IP, ISDN H.323 (Multisite support enabled) H.320 (ISDN Support provision) SIP 2 Video standards H.261 H.263 + H.263 ++ H.264 3 Frame Rates (Point to point ) Minimum 30 frames per second Minimum 60 fields per second 4 Video Inputs: Integrated Main camera Additional auxiliary camera(s) Document Camera DVDR port PC/Laptop (SXGA) connection provision for PowerPoint presentations etc 5 Video output: DVDR for recording For Primary Display: Plasma Multimedia Projector For Secondary Display: Plasma Multimedia Projector 6 Video format PAL, NTSC Graphics : XGA, SVGA, VGA, SXGA Video Bandwidth H.323 - 2Mbps (minimum) H.320 - 512Kbps (minimum) SIP - 2Mbps (minimum) 7 Integrated Main camera Ultra quite , Ultra – fast action pan /tilt / zoom 60° Field view or better Tilt Range : +/- 15° (UP/ Down) or better Pan Range : +/- 90° (left /right) or better Total Field view : 180° or better

18

10 x zoom or better Auto focus Automatic white balance Camera Preset local and far end Standard –based far end camera control (FECC) Remotely operated snap shot 8 Video Resolution Interlaced video (60 /50 field full –screen video for NTSC / PAL ) NTSC: 4 SIF (704 x 480) NTSC: SIF (352 x 240) PAL: 4 CIF (704 x 576) PAL: CIF (352 x 288) Advanced Screen Layouts to display multiple locations Picture-in-picture 9 Dual Video Support/Resolution Dual Video Support to transmit PC/VCR/External camera and presenter XGA (1024 x 768) ,SVGA (800 x 480) for graphic display People Video support for 4 CIF and SIF on second VGA display 10 Audio protocols G.711, G.722.1, G.722, G.728 on IP or ISDN or Mixed calls G.711, G.728 on IP/ ISDN 11 Audio Feature Full duplex audio Stereo Mono CD Quality Instant Adaptation Echo Cancellation Automatic Gain Control (AGC) Voice Activated Camera Tracking Automatic Noise Suppression (ANS) Audio Mixer Mic, VCR, Telephone , Line in Ability to connect Audio calls 12 Audio input 1 x Microphone 1 x RCA inputs for stereo or mono input DVDR 1 x RCA for mixer Support for Audio Conferencing minimum 3 mics 13 Audio output Primary Audio output Secondary Audio output DVDR (mono & stereo) 14 Digital Tabletop/Ceiling Microphone Array 360° degree voice pick up ; 4.8 dB less reverberant than omni microphone Three Cardioid elements per microphone (in case of table top) Integrated mute button (local and far end) 15 Network interface support Ethernet port : (10/100Mbps) 16 Network Features

19

Automatic IP/ISDN calling Down speeding over IP and ISDN Auto SPID detection and configuration SNMP for enterprise management Audio and video Error Concealment over IP ,ISDN and mixed call Maximum call length digital timer IP Address Conflict Warning 17 System Management / Directory Services Software Up-gradation via ISDN, PC, LAN Downloading CDR Directory Services 18 H.323 Quality of Service Features IP DiffServ IP Precedence TOS RSVP IP Packet Loss Recovery and Jitter Control 19 Security Secure password authentication Administrative password Management via HTTP, Telnet SNMP security alerts 20 Encryption on IP/ISDN/Serial Ports Software encryption on ISDN ,IP and serial / V.35 21 User Interface User friendly graphical interface 22 Collaboration Solution

Direct XGA port for data sharing, online presentations, and PC desktop display in an on going video conference

Net-meeting Support

Web streaming supporting various media players and the latest compression standards (optional)

23 Firewall Support System is able to operate behind Firewall 24 Electrical Auto sensing power supply Operating voltage/power 110-240 VAC 50-60 Hz 25 Operations and Maintenance Easy interactive interface SNMP V2 MIB Telnet FTP 26 Technology Evolution Features Software up-gradable to any new features/services 27 Warranty

3 Years Warranty from the date of System Installation for parts and after sales service

28 The system built to support large room sizes with 50-100 people.

20

29 FCC, CE, TUV etc. Standards Compliance

PTZ Camera High quality PTZ camera with wall mount bracket is required. Must come with cabling system that allows the installer to use cat5 cabling to run power video and camera control. The product should have the following specifications:

S# Specification for PTZ camera Compliance (Y/N) Comments 1 A high resolution CCD Camera with image sensor 1/4'' CCD,

that combines a high -speed quiet pan/tilt with angle view 2 Minimum 40x zoom (10 x optical and 4x digital) 3 Auto and manual focus 4 VISCA camera control with at least 10 preset positions 5 IR remote control 6 Thin profile and wall - mount Bracket 7 EZ Camera Cabling System. 8 Effective Pixels : 768(H) X 494(V) 9 Vertical Signal : PAL/NTSC 10 Horizontal Field of view: 6.6 to 65 Degrees 11 Minimum Illumination : 3.5 lux (F1.8)

12 Auto exposure: Auto/Manual / Priority AE : Exposure Compensation; Back Light Compensation

13 Pan / Tilt : Horizontal +/- 100 Degree (Max speed 300 Degrees/s); Vertical +/- 25 Degree (max speed 125 Degree/s)

14 Video Output : Standard for VC System/Camera Controller

Camera Controller

Camera controller should control PTZ cameras and position them with user selected preset locations. S# Specification for Camera Controller Compliance (Y/N) Comments 1 Supports minimum 4 PTZ cameras 2 Camera controller in the main control system supports camera

presets for different locations. 3 Support any PTZ camera that has a complete VISCA camera

control command set. Automatic Camera Detection: 4 Automatic detection of number and type of cameras connected to the system. IR Remote Control : 5 An IR remote control is included with the camera controller. Does the remote have the ability to select camera, use PTZ functions and all camera preset programming?

6 Video Input :4 s-video or composite 7 Video Output: 4 s-video or composite 8 Does Camera Controller move camera in the direction of mic.

activation? Camera Video Delay 9 Able to delay the camera output between cameras switching time.

21

Bandwidth Controller-Packet Shaper S# Specifications Compliance (Y/N) Comments

1 Reallocation of bandwidth to be optimized level and make best use of limited resources.

2

Control network congestion. Traffic latency. Application response times (overcomes queuing deficiencies in routers and other devices).

3 Classifies traffic by application IP, IP subnet, MAC, TCP/UDP Ports.

4 Centralized Management and Reporting

5

Deny SYN/UDP/ICMP flood, deny port scan. Limit Access control according to user's access rights based on IP or TCP/UDP port. Discard per user connection based on IP or MAC.

6 IP Flows: 10000-30000 7 Throughput: 100 Mbps or above 8 Throughput: 1 Gbps or above 9 Min Policies: 256 10 Min IP Hosts: 10,000 11 Min Compression: 512K 12 LAN Interfaces x 2 13 Console Port for Maintenance 14 19" Rack Mountable 15 Power Supply: 110-240VAC, 50-60Hz

16 Alternate traffic path if Bandwidth Controller fails

17 Redundant Power Supply (optional)

Lighting

S# Specifications for Lighting Compliance (Y/N) Comments

1 Housing/Finish: 0.060 formed aluminum sheet metal, antique white

2 Reflector: 24 gauge (0.020) formed aluminum sheet metal (polished spectacular finish)

3 Power Cord: Sufficiently long to be installed in a room with 50-100 people.

4 Power Plug: Must have standard easily available power plugs.

5 Lamp/Ballast

Minimum 39 Watt lamps. The lamps should be easily available for replacement.

Power: 110-240VAC, 50-60 Hz Power factor: >0.95 Ballast factor: >0.85 Total harmonic distortion: <10% Sound rating: Inaudible in 27dB ambient

22

Lamp flicker: None visible Frequency of operation: >25 KHz Fusing: Internal Min starting temperature: 10ºC Max case temperature: 75ºC

6 Switching/Dimming: Manual on/off switch and dimmer; Infrared remote (Optional)

7 Lamp Socket: High Strength, durable and easily available for replacement.

Min 3500ºK standard Min 12,000 hours rated lamp life

8 Mounting: 1/4 x 20 tripod mount or safety fastener for ceiling grid attachment, complete with swivel post and adjustable yoke for angular and directional rotation

Interactive Devices for Teaching/Collaboration The E-Board system could be either a full electronic whiteboard or a system that allows conversion of a normal whiteboard into an electronic board.

S# Specification for Interactive Board Compliance (Y/N) Comments

1 Fully compatible with the Video Conferencing System

2 User friendly interface with VC System and PC/Multimedia Projector

3 Support Multicolor pens 4 Ability to integrate power point presentations. 5 Printing the Lectures and Presentations

DVD Recorder

S # Specification for DVD Recorder Compliance (Y/N) Comments 1 Recording media (DVD+R, DVD+RW, DVD-R, DVD-

RW)

2 Minimum 3 Number of Disk held 3 Two-Way compatibility (Will play on DVD players and

PC drives)

4 Plays DVD/CD/MP3 CDs 5 Minimum 8 hours Video Recording

Plasma Screen/TV

S# Specification for Plasma Compliance (Y/N) Comments

1 Min resolution 1024 x 768 2 Maximum picture function like pip, pop, pap

3 Brightness (700 cd/m², 1000 cd/m²,1100 cd/m², 1200 cd/m²,1500 cd/m², etc)

4 TV Scan line(480i, 480p, 720p, 1080i, etc) 5 HDTV ready with HDMI Input Interfaces 6 2 speakers

7

Mounting, Table Stand Included

8 Minimum 3 year Warranty from the date of system Supply/ installation

23

Audio System

Wired Microphones: Gooseneck S# Specifications Compliance (Y/N) Comments 1 Gooseneck podium microphones 2 Consistent on-axis response 3 Structured ultra-thin gooseneck

4 Various mounting options, flexibility of cable to allow use by 6-8 participants

5 Push to talk 6 Element: Back electret condenser

7 Polar pattern: Super- Hyper Cardioid, preferably covering 6-8 participants

8 Polar Pattern: Selectable Omni (optional). 9 Low Impendence balanced: 200 ohms 10 Frequency response ( -8db ): 75-15000 Hz

11 Power level (0db- 1m W/Pascal) at 1,000 Hz: (-44db)

12 Open circuit voltage (at 1,000 Hz): 6.6mV/pascal

13 Equivalent noise (0db=20 microphones): <28db SPC

14 SPC (1% reduction, 1,000 Hz): 130db 15 Minimum voltage/current requirement 16 Special: Transform less output device 17 Case material: Steel 18 Finish: Nonreflecting black

19 Included accessories: Windscreen 2 piece Shock mount CPSM-kit

20 Appropriate connector type for interface with mixer/VC System/Echo Canceller

Wired Microphones: Patch The Bank will also require some omni directional Patch Antennas with omni-directional pattern. S# Specifications Compliance (Y/N) Comments

1 Patch antenna

2 Omni directional antenna pattern covering 7-9 participants

3 Frequency response ( -8db ): 75-15000 Hz 4 Low Impedance 5 Minimum voltage/current requirement

6 Perfect balanced matching with Mixer/VC System

7 Works properly with Echo Canceller 8 Finish: Nonreflecting black/grey

9 Appropriate connector type for interface with mixer/VC System/Echo Canceller

Wireless Microphones

S# Specifications Compliance (Y/N) Comments

1 Consistent on-axis response

24

2 Structured ultra-thin design 4 Push to talk option

5

Causes no interference to the Video Conferencing System, especially the audio sections

6 Supports interface with mixer/VC system with perfect matching

7 Polar pattern: Super- Hyper Cardioid 8 Low output Impendence 9 Works with Echo Canceller

Collar Wireless Microphone


1 Consistent on-axis response 2 Structured ultra-thin design 3 Preferably push to talk

4

Causes no interference to the Video Conferencing System, especially the audio sections

5 Supports interface with mixer/VC system with perfect matching

6 Polar pattern: Standard for collar mics 7 Low output Impendence 8 Works with Echo Canceller

Audio Mixer S# Specifications Compliance (Y/N) Comments 1 Frequency Response 0-3db Micro 100-17000 Hz Aux:40-21000 Hz 2 Front / Rear Panel Controls Minimum 10 microphones level control 1 master gain control 1 Fader and Headset volume 1 bass and treble control each indication lamp power button switch AC in Low/High out put Record Jack Microphones input jack 3 Power Supply Requirements 110-240 VAC, 50-60Hz 4 Rack Mounting

Digital Mixer, Echo Canceller and Far End Feedback Reduction Device

25

S# Specifications Compliance (Y/N) Comments 1 Highest possible audio quality between sites –

Industry leading acoustic echo and noise cancellation, minimum 32 channel support

2 Clear crisp sound – Ambient noise cancellation on mic or line input

3 Connectors: Support standard microphone, mixer, and VCR connectors.

4 Power: Input voltage of 110 -240 VAC ,50-60 Hz Microphone input : 5 adjustable -55dBu to +0 dBu nominal

Loudspeaker Output 6 5 W ,4 Ohms

Input Impedance 7 5 k Ohms

Signal to Noise Ratio 8 Line level ,0 dB gain :> 60 dB

Frequency response 9 20 Hz – 15 KHz

Acoustic Echo Cancellation Span 10 120 ms or less

Dynamic Range 11 85 dbi

Convergence Rate 12 40 dB / Second

Installation of Equipment (Installation, Integration, Testing & Commissioning)

Video Conferencing Equipment and Software


1 System Integration

2 Cabling used for will be of the highest quality

Interactive Devices for Collaboration


1 Cabling used for will be of the highest quality

Audio Equipment Cat-III Audio


1 Supplier of Audio equipment will take full responsibility for integration of complete audio and video system

26

2

In audio system integration only balanced, low impedance audio connections will be used. This applies to the whole audio signal chain and includes microphones, mixers, amplifier, etc.

3 Cabling used for high definition audio quality

4

Audio cabling (particularly microphone cables) should be routed away from sources of interference and should not be run parallel to mains supply cables. All signal and mains supply cables must be installed according to IEE regulations.

Post Deployment Support

S# Specifications Compliance (Y/N) Comments/Details 1 Provide details if the systems fail to provide the

promised QoS how will the problem be resolved. 2 Provide details of response times that will be met in

post deployment support. 3 Provide details of how integration issues will be

resolved in post-deployment support. 4 24x7 support ( If not then support details must be

provided). 5 Provide details of local support infrastructure that

the company will maintain in Pakistan to provide support.

6 Provide details of how equipment repair/replacement will be handled and what timeframes will be involved.

7 If a system fails will there be a replacement provided till the time repaired hardware is made available.

Guidelines For Documentation

The system must come with complete documentation set involving user guides, technical specifications, operation and maintenance manuals etc. S# Specifications Compliance (Y/N) Comments

1 All documentation that be provided with the system.

Upgrades


1 All systems are software up-gradable to the latest version

2 Software upgrades delivered for each equipment and every time that there is one should be notify to the Bank.

27

Reliability and Warranty


1 Video Conferencing Equipment comes with reliability resiliency, MTBF & MTTR.

2 All equipment comes with 3 year warranty.

3 The integrated system is warranted for 3 years for parts and performance.

Test and Acceptance for Physical Technical Evaluation/Demonstration

S# Specifications

Comments/Type of Tests

1 Specify tests that will be conducted to establish compliance of each network component with the specifications listed in this equipment.

2 Specify tests that will be conducted to establish system integration.

3 Specify criteria that will be used to establish performance metrics for both audio and video systems after integration as per defined criteria.

4 Specify tests that will be conducted to establish quality of the system at various bandwidth levels.

28

ANNEX 4

Contents of the Proposal (including Price Schedule)

All submissions must be written in English or in French. 4.1. Technical Proposal (Technical Envelope- 1 original and 4 copies) In respect of article 9 above, the bidder must submit the following documents:

- A statement of conformity (using format as described in Appendix A); - A copy of the company certificate of incorporation and/or register of commerce. The requested

documents shall clearly indicate the country of origin of the company and allocation of capital between stakeholders, which must meet the Bank eligibility requirements;

- Audited financial statements for the past 3 years (2007, 2008, 2009 or latest) - Project plan for the management of the contract including delivery lead time, installation,

commissioning and maintenance

- A description of your relevant experience on this particular field, supported with at least three (03) examples of projects with similar nature and complexity carried out with satisfaction during the last three years 2007, 2008 and 2009 or latest

- Qualifications and level of competency of each key staff to be assigned to the execution of the

contract (use format as described in Appendix C) - Documentation, (i.e. technical sheets) on every item requested (including photos and including

manufacturer’s guarantee) and description of related services; - Explanations for deviations (if any); - Full name and address of the manufacturer’s representative closest to the consignee, who can

provide after- sales-service, spare- parts and warranty services;

- Proof of Partnership Status or Manufacturer’s authorization;

- Any other relevant Documentation such as proof of competence for Project Management;

- Proof that the company is an integrator of technical solutions; 4. 2. Financial Proposal (Financial envelope- 1 original and 4 copies) The financial proposal will include:

- A bid submission form, fully completed and signed (using format as described in Appendix B ) - A general table summarizing pricing (Appendix D fully completed and signed) - The overall quotation (free and clear of all taxes).

- The contract initialed and stamped on each page

29

Appendix A (To be included in the Technical Proposal)

A statement of conformity To the African Development Bank PO 323, 1002 Tunis Belvedere Tunisia Dear Sir, Having examined the Request for Proposals documents (RFP N° ADB/RFP/CGSP/2011/0058), we, the undersigned, offer to provide the Bank, with [the items and services], in conformity with the Request for Proposals mentioned above, in the amount indicated in the Price Schedule form included in our Financial Proposal. We undertake, if our Proposal is accepted, to commence and complete delivery of all items and services required in this Request for Proposals within the time frame stipulated in our Proposal. We agree to abide by this proposal for a period of Ninety (90) days from the date of the submission of the proposals in the Request for Proposals, and it shall remain binding on us and may be accepted by the Bank at any time before the expiration of that period. Dated Signature In the capacity of Duly authorized to sign this proposal for and on behalf of:

30

Appendix B (To be included in the Financial Proposal)

Bid submission Form To the African Development Bank PO 323, 1002 Tunis Belvedere Tunisia Dear Sir, Having examined the Request for Proposals N° ADB/RFP/CGSP/2011/0058), the receipt of which is hereby acknowledged, we the undersigned, offer to provide the requested items and services in full conformity with the said Request for Proposals in the total amount (free and clear of all taxes) of [amount in words], [amount in figures]. We agree to abide by this proposal, for a period of ninety (90) days from the proposal submission date as stipulated in the Request for Proposals, and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period. Until a formal contract is prepared and executed between us, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding contract between us. Dated: Duly authorized to sign this proposal for and on behalf of: [Signature] In the capacity of _____________________________________________________________________ [Position]

31

Appendix C

Format of Curriculum Vitae (CV) For Proposed Key Staff (to be included in the Technical Proposal) Proposed Position: Name of Firm: Name of Staff: Profession: Date of Birth: Years with Firm: Nationality: Membership in Professional Societies: Detailed Tasks Assigned: Key Qualifications: [Give an outline of key staff member’s experience and training most pertinent to tasks assignment.

Describe degree of responsibility held by each staff member on relevant previous assignments and give dates and locations. Use up to half a page.]

Education: [Summarize college/university and other specialized education of each staff member, giving names of

schools, dates attended and degrees obtained. Use up to a quarter page.] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by

each staff member since graduation, giving dates, names of employing organization, title of positions held and location of assignments. For experience in last ten years, also give types of activities performed and client references, where appropriate. Use up to three-quarters of a page.]

Languages: [Indicate proficiency in speaking, reading and writing of each language: excellent, good, fair, or poor.] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these biodata correctly describe

myself, my qualifications and my experience. Date: Signature of or authorized officer from the bidding firm Day/Month/Year

32

APPENDIX D - PRICE SCHEDULE FOR EQUIPMENT – BASE OFFER - To be attached to the Financial Proposal)- A: Video Conferencing Equipment and Software

S#

Items QTY Product Name

Country of origin

Make/ Model

Part number

Unit Price

Amount

1 VC Unit Advanced (with camera) 31

2 PTZ Camera with Mount 31

3 Camera Controller 31

4 Bandwidth controller - Packet Shaper 31

5 Lighting (Special lights for Video Conferencing) 31

Subtotal for Video Conferencing Equipment and Software

B: Automated Board Room and Interactive Devices for Collaboration

1 Interactive board or Interactive Pen Display 31

2 Automated Room Systems Control Units 31

3 Touch Panel Control Systems

31

4 DVD Recorder 31

5 TV 21" Presenter screen 31

6 LCD Screen/TV 50" 62

7 LCD Screen/TV 60" 62

Subtotal for Automated Board Room and Interactive Devices for Collaboration

C: Audio equipment

1 Microphones Gooseneck 31

2 Ceiling Microphone 31

3 Instructor's Microphone 31

4 Wireless Microphones 31

5 Audio Mixer 31

6 Audio Amplifier system 31

7 Speaker- ( Twitter, Booster, ) 31

8 Digital Mixer, echo canceller and far end feedback reduction device

31

Subtotal for Audio equipment

33

D: Cost of services for each Field Office

Sno. Field Office Installation and commission Freight charges Onsite training

Cost of travel and hotel

Warranty cost for three years Y1, Y2 and Y3

Maintenance cost for year 4 and 5

1 DZFO/Algeria

2 AOFO/Angola

3 BFFO/Burkina Faso

4 TDFO/ Chad

5 CMFO/Cameroon

6 CDFO/ R.D Congo

7 EGFO / Egypt

8 ETFO / Ethiopia

9 GAFO / Gabon

10 GHFO / Ghana

11 Guinea-Bissau

12 KEFO / Kenya

13 MGFO / Madagascar

14 MWFO / Malawi

15 MLFO / Mali

16 MAFO / Maroc

17 MZFO/Mozambique

18 NGFO/Nigeria

19 RWFO/Rwanda

20 SNFO/Senegal

21 SLFO/Sierra Leone

22 ZAFO / South Africa

23 SDFO/Sudan

24 TZFO/ Tanzania

25 UGFO / Uganda

26 ZMFO / Zambia

27 ZWFO / Zimbabwe

28 LRFO/Liberia

29 TOGO

30 Burundi

31 Republic of Central Africa

Subtotal

34

SUMMARY PAGE Description Total Amount

EQUIPMENT

A: Video Conference equipment and Software

B:Automated Board and Interactive Devices for Collaboration

C. Audio Equipment

D. SERVICES

Installation and commissioning

OnsiteTraining

Freight charges

cost of travel and hotel

Warranty cost for three years Y1, Y2 and Y3

Maintenance cost for year 4 and 5

Grand Total

35

PAYMENT SCHEDULE IF AWARDED THE CONTRACT AMOUNT

Payment for equipment- upon delivery

Payment of freight- upon delivery

Payment of Installation and commission- Upon signature of certificate of performance

Payment of onsite training- After training

Payment of travel and hotel- to be reimbursed at cost

Payment of recurrent services when they become due.

Year 1 warranty period



Year 4 Maintenance

Year 5 Maintenance

36

Price schedule for optional offer Bidders may provide an optional price for upgrade of old equipment and include a separate quotation which will be evaluation separately.

INVENTORY OF EXISTING VC EQUIPMENT TUNIS AND FIELD OFFICES

N°

CO

UN

TR

Y

LO

CA

TIO

N

CA

ME

RA

M

OD

EL

CO

NN

EC

TIO

N

CU

RR

ENT

ST

AT

US

DA

TE

OF

AC

QU

ISIT

ION

Pric

e fo

r up

grad

ing

1 ATR-820 VSX 7000e IP OK 2007

2 ATR-713 VSX 3000 IP OK 2005

3 ATR R00 VSX 8000 IP OK 2007

4 EPI A 7C1 GS meeting room

Polycom View

Station 512 k

IP

Microphone

problem

2003

5 EPI B R01 VSX 7000e IP

Dome camera proble

m

2007

6 EPI B R02 VSX 7000e IP OK 2007



9 EPI B R05 VSX 8000 IP OK 2007

10 ATR-713 VSX 3000 IP

Display proble

m 2005

11 EPI B Board room VSX 8000 IP OK 2007

12 EPI B Meeting ORVP

HDX-8002XL IP OK 2009

13 ATR-713 Bridge MGC-

25

IP + ISDN OK 2005

14 ATR-713 Bridge MGC-

50

IP + ISDN OK 2008

15

TUNIS

ATR-713

Bridge RMX 4000/ CMA 5000

IP + ISDN OK 2010

Total price of equipment

Total price for installation

Total price of maintenance for 3 years

37

N°

FIE

LD

O

FFIC

ES

CA

ME

RA

M

OD

EL

CO

NN

EC

TIO

N

CU

RR

EN

T

STA

TU

S

DA

TE

OF

AC

QU

ISIT

ION

Pric

e fo

r up

grad

e

1 EGYPT Polycom View Station 512 k IP OK 2002

2 GABON Polycom View Station 512 k IP OK 2002

3 NIGERIA Polycom View Station 512 k IP OK 2002

4 ABIDJAN Polycom View Station 512 k IP OK 2002

5 ETHIOPIA Polycom View Station 512 k IP OK 2002

6 TANZANIA Polycom View Station 512 k IP OK 2003

7 UGANDA Polycom View Station 512 k IP OK 2003

8 MOZAMBIQUE Polycom VSX 7000e IP OK 2004

9 SENEGAL Polycom VSX 7000e IP OK 2005

10 BURKINA FASO Polycom VSX 6000 IP OK 2006

11 MADAGASCAR Polycom VSX 6000 IP OK 2005

12 ZAMBIA Polycom VSX 6000 IP OK 2006

13 MALI Polycom VSX 6000 IP OK 2005

14 CAMEROON Polycom VSX 6000 IP OK 2006

15 GHANA Polycom VSX 6000 IP OK 2006

16 SIERRA-LEONE Polycom VSX 6000 IP OK 2006

17 MALAWI Polycom VSX 6000 IP OK 2006

18 TCHAD Polycom VSX 6000 IP OK 2006

19 MOROCCO Polycom VSX 6000 IP OK 2005

20 ALGERIA Polycom VSX 6000 IP OK 2005

21 SUDAN Polycom VSX 6000 IP OK 2005

22 RWANDA Polycom VSX 6000 IP OK 2005

23 KENYA Polycom VSX 6000 IP OK 2006

24 RDC Polycom VSX 6000 IP OK 2006

Total price of equipment

Total price for installation

Total price of maintenance for 3 years

38

Appendix E APPENDIX F: CHECKLIST OF DOCUMENTS TO BE INCLUDED IN THE PROPOSAL

The bidder should use this checklist for ensuring that his proposal complies with all requirements of this RFP.

The bidder should respond in the column labeled “,(Y/N)” and insert the original of this checklist in the external envelope, in addition to the technical and financial envelopes.

Checked by the Bidder “,(Y/N)”

Indicate page number of the document

Documents to be provided for Proposals are:

Functional description and technical characteristics of all equipments (including manufacturer’s guarantee) and description of related services;

Bid estimates indicating prices in accordance with the sample in the Annex IV (including the financial and annual maintenance bid)

Financial statements for the latest past three years. Brief Description of three similar projects carried out; Full name and address of the manufacturer’s representative closest to the consignee, who can provide after- sales-service, spare- parts and warranty services;

Proof of Partnership Status- Updated Any other relevant Documentation such as proof of competence for Project Management.

Proof that goods will come from the ADB Member countries Project Plan Capacity building and knowledge transfer program

Price Schedule

Administrative documents:

A copy of the trade register and articles of association of the company

A tax attestation as provided for by the regulations in force, not more than six (6) months old – only if applicable

A certificate of subscription to the local social security organization, not more than six (6) months old ( Optional) The contact addresses (including telephone and fax numbers) of the persons representing the bidder and empowered to sign

The qualifications information form (duly completed) with the CVs (curriculum vitae) of the proposed key staff

External Envelope Both internal envelopes have been placed together in a large single sealed envelope called “external envelope”. Refer to (Annex 1 Item 5)

The external envelope is anonymous and, carries only the label specified in the RFP data sheet which has been photocopied and placed on the external envelope

The original of this checklist duly filled in is placed in the external envelope.

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ANNEX 5



Evaluation Criteria

1. DETAILS OF THE EVALUATION

To be responsive, offers must contain all information required in each envelop as described above. Responsive offers will be the subject of a three-stage evaluation procedure detailed as follows: a) A pass/fail assessment will be carried out to determine whether the proposals meet the minimum pass/fail

criteria indicated in 2, below.

b) Technical proposals determined to meet the minimum pass/fail criteria shall be evaluated using a two stage evaluation procedure, as indicated under point 3 below.

c) Firms scoring less than 70 points will be rejected and their financial proposals returned unopened.

d) The financial evaluation will be carried for bids which have satisfied the minimum technical evaluation

score of 70 points. Firms shall be ranked using a combined technical (Nt) / financial scores (Nf), as indicated below.

40

2. PREQUALIFICATION STAGE: PASS/FAIL ASSESSMENT

If the Bidder fails to satisfy the criteria listed below, their bid will be disqualified and will not proceed further in the Technical Evaluation.

CRITERIA YES NO

Eligibility Criteria: Interested companies must originate from one of the Bank’s member countries listed in the request for Proposals.

Financial Criteria: An average turnover of at least USD 1,000,000 per annum for the past three years (2007, 2008 and 2009) in the form of audited Financial Statement

Manufacturer’s authorization in one of the following forms: • Valid Reseller Agreement • Valid Sales Certification • Valid Technical Certification

General and Specific Experience Criteria: The bidder should have a minimum of three years experience, and shall have successfully implemented as a principal contractor, a minimum three projects of a similar nature and complexity (the Bank reserves the right to check references).

Country of origin – Products should be from ADB Member countries ( See annex 7)

Remarks ( Accept/ Reject for the next Stage)

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3. TECHNICAL EVALUATION (100 POINTS) (weight = 70%)

The evaluation for qualified firms shall be based on the evaluation criteria and point system specified below.

1. TECHNICAL EVALUATION CRITERIA

To be responsive, and to be legible for further evaluation, Bidders must comply with the Pass/fail criteria indicated above and further evaluation will be carried out for Offers that qualify for the next stage as follows;

Technical Evaluation Criteria Points Firm’s General Experience, Reputation and Experience in Previous Similar Assignments: (5 projects each 2 marks)

10

Understanding of the TOR and the Overall Quality of the Proposal General technical approach and Methodology for execution of the project.

• Delivery and Installation, commissioning Plan

• Post-Warranty Service Plan (if applicable)

• Technical Support Plan (if applicable) • Content and duration • Deployment of the solution to Field Offices

10

Proposed solution ( Each 5 marks) 30 • Model • Quality • Compatibility with ADB existing equipment • Technology proposed ( Latest generation) • Sustainability • Any other relevant information

Project Organization, staffing and Management Plan 10

Qualifications and Competence of the Key Personnel for the Assignment. General Qualifications ( Service delivery management) 5 Knowledge, skills and experience on implementation of similar projects- 2 marks for each year of experience

10

Composition of the team to be deployed to for this project 5 Experience of the firm with International Financing Institutions ( e.g. WB, IMF,ADB) UN, Central and Large Commercial Banks, Large public or private companies

5

Training and transfer of knowledge Training and suitability of the transfer of knowledge program Indicate the proposed coverage, of the course and other relevant details.

10

Demonstrated initiative indicating how the bidder is or intends to be environmentally and socially responsible

5

Bidders who will meet a minimum of 70% technical score will be considered for the next stage and their Financial Proposals will be opened.

An offer is declared technically valid and is considered for the financial analysis if it obtains a minimum score of seventy (70) points.

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The Bidders who fail to do so, or which offers did not comprehensively address this RFP, will have their financial proposal not opened and not evaluated. Financial offer will then be returned to them unopened.

4. FINANCIAL EVALUATION (weight = 30%)

1. Bidders obtaining the qualifying minimum technical score will be advised so, and it shall be notified (by email or by fax) the date and time of the opening of their financial envelope. 2. The financial proposals will first be checked for completeness and corrected for computational errors. 3. Detailed financial evaluation will then be carried out. The Bidder making the lowest financial proposal (Fm) shall be given 100 points. 4. The financial scores of the other Bidders (F) shall be computed as follows:

Nf (financial score) = 100 x Fm / F

(F = amount of financial proposal converted in the common currency). 3. Final Ranking Proposals shall finally be ranked according to their combined technical (Nt) and financial (Nf) scores using the weights (T = the weight given to the technical proposal, 70%); f = the weight given to the financial proposal, 30%; T + f = 1) indicated in the above:

Final Score (NG) = Nt x T% + Nf x f% The bidder making the highest combined score for the base offer will be ranked first, and be eligible for award of the contract. The alternative offer, if allowed, will be discussed later during contract negotiations with the selected provider. For purpose of evaluation, the Bank will convert all bid prices expressed in the currency of the RFP in which the bid price is payable, into the Bank’s Units of Accounts (UA) by using the Bank’s monthly moving average rate for the applicable month (deadline for submission of proposals).

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ANNEX 6

African Development Bank General Terms and Conditions for the Purchase of Goods, Works and Services

1.0 Constitution of Contract 1.1 The submission of any bid shall constitute

acceptance of the African Development Bank General Terms and Conditions for the Purchase of Works and Services, except to the extent they may be modified by special conditions attached to the Contract or Purchase Order (PO). These General Terms and Conditions are then an integral part of the Contract or PO to which they are attached.

1.2 No additional or inconsistent provisions and

no variations in or modifications of that Contract or PO made by the Contractor shall be binding unless agreed to in writing by the African Development Bank (hereinafter called the “Bank” or AfDB).

2.0 Performance of Contract 2.1 The Contractor agrees to provide the works or

services (hereinafter called the “Services”), as the case may be, required hereunder in accordance with the requirements set forth in the Contract or PO documents. The Contractor undertakes to perform the Services hereunder in accordance with the highest standards of professional competence and integrity in the Contractor’s industry, having due regard for the nature and purposes of the Bank as an international organization and to ensure that the employees assigned to perform any Services under the Contract or PO will conduct themselves in a manner consistent therewith. The Services will then be rendered in (1) an efficient, safe, courteous and businesslike manner; (2) in accordance with any specific instructions issued from time to time by the Bank’s designated Project Manager; and (3) to the extent consistent with the above as economically as sound business judgment warrants. The Contractor shall provide the services of qualified personnel through all stages of this Contract/PO. The Contractor shall promptly replace any member of the Contractor’s project team that the Bank considers unfit or otherwise

unsatisfactory. The Contractor represents and warrants that it is in compliance with all the applicable laws of any jurisdiction in which the Services shall be performed.

2.2 The Contractor shall not assign or transfer any

of its obligations under the Contract/PO. It shall be solely responsible for the performance of the Contract/PO in every respect. The Contractor shall indicate the Contract/PO number on all correspondence which shall be addressed to the Bank, unless otherwise stated. The Contractor shall immediately report to the Bank in writing any problems encountered which may jeopardize the performance of the Contract/PO.

2.3 The Contractor shall be responsible for

obtaining and renewing at its own cost and in due time such approvals, consents, governmental and regulatory authorizations, licenses and permits as may be required or deemed necessary by the Bank to perform the Contract/PO.

3.0 Conflict of interest

3.1 The remuneration of the Contractor shall constitute the sole remuneration in connection with the Contract/PO. Contractor shall not accept for its benefit any trade commission, discount or similar payment in connection with activities pursuant to this Contract/PO or in the discharge of its obligations hereunder, and the Contractor shall use its best efforts to ensure that any subcontractors, as well as the personnel and agents of either of them, similarly shall not receive any such additional remuneration.

3.2 Contractor or the contractor’s employees,

subcontractors and subcontractor’s employees shall, during the term of the Contract/PO strictly avoid carrying out any other assignments that may be in conflict with this assignment for the Bank.

4.0 Financial Liability, Immunities and Applicable Law 4.1 The financial liability of the Bank under this

Contract/PO shall not exceed the total amount of the Contract/PO.

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4.2 Nothing in the Contract/PO or relating thereto

shall be construed as constituting a waiver of the privileges or immunities of the African Development Bank.

4.3 This Contract/PO is subject to the laws of

England, unless otherwise specified in a specific provision of the Contract/PO.

5.0 Insurance 5.1 The Contractor shall procure and maintain

during the entire period of performance of this Contract/PO, all adequate insurance required by law in the jurisdiction where the Services will be performed. Upon request of the Bank, the Contractor shall be able to furnish evidence of such insurance, or can be asked to take complementary coverage in order to meet the requirements of the present article.

6.0 Documents 6.1 The Contractor shall furnish all documents

and technical information that the Bank may deem necessary for the performance of the Contract/PO. The Contractor shall, in the language requested, attach to each unit of the goods any information necessary for their maintenance and operation.

6.2 The Contract/PO Number must appear on all

invoices, shipping documents, packing slips, packages and correspondence.

7.0 Changes 7.1 The Bank may, at any time by written order

designated or indicated to be a change order, make changes to the Contract/PO or any part thereof.

7.2 If any such change increases or decreases the

cost of and/or the time required for the performance of any part of the Contract/PO, an equitable adjustment shall be made in the Contract/PO price or time schedule or both, and the Contract/PO shall accordingly be amended. No change in, modification of, or revision to the Contract/PO shall be valid unless in writing and signed by an authorized representative of the Bank.

7.3 Prices indicated in the Contractor’s bid shall, at all times, be deemed to be firm and not subject to revision. Works and services for the Bank are exempted from taxes and customs duties. If a Contractor is unable to invoice exclusive of taxes, he shall show these taxes and customs duties on a separate line in the invoice, and the payment will be made free and clear of these taxes and customs duties.

8.0 Payment and Claims 8.1 Payment will normally be made through

check or bank transfer within 30 days after receipt and acceptance of the Services or from receipt of a correct signed invoice whichever is later. Invoices must be sent in duplicate (one original and one copy) at the following address:

Financial Control Department, African Development Bank 15, Avenue de Ghana, angle des rues Pierre de Coubertin et Hedi Nouira BP 323, 1012 Tunis Belvedere Tunisia

Appropriate documentation should accompany all invoices.

8.2 Irrespective of their nature, all claims of the

contractual parties, other than warranty claims, arising from or in any way connected with the Contract/PO, shall be asserted within six (6) months after its termination.

9.0 Warranties 9.1 The Contractor warrants that the Services

provided under this Contract/PO will conform to the specifications, or other descriptions furnished or specified by the Bank.

9.2 If the Contractor fails to comply with the

above requirements, the Bank may after notice to the Contractor, take action at the Contractor expense which in the opinion of the Bank is necessary.

10.0 Safety 10.1 The Contractor shall ensure that itself and

all Contractor personnel observe and comply with all applicable safety rules including

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those specified by the Contractor and the Bank and the Bank’s fire, safety and security regulations. The Contractor shall ensure that any work areas assigned by the Bank to the Contractor are cleaned daily and remain free of hazards.

11.0 Suspension 11.1 The Bank may at any time suspend the

performance of the Contract/PO or any part thereof, even for its convenience, by a written notice specifying the part to be suspended, the effective date and the anticipated period of suspension. The Bank shall not be responsible for the cost of the Contractor’s further performance of the suspended part after the Contractor has been directed to suspend performance.

11.2 Suspension of the Contract/PO shall not

prejudice or affect the accrued rights or claims and liabilities of either party to this Contract/PO.

12.0 Termination of Contract/PO 12.1 The Bank may, by written notice, without

the authorization of a court or any other authorization and without prejudice to any other remedy, terminate the Contract/PO in whole or in part:

12.1.1 If the Contractor fails to perform any of its contractual obligations and does not immediately rectify such failure after receipt of a written notice by the Bank;

12.1.2 If the Contractor becomes insolvent or bankrupt or ceases paying its debts generally as they mature.

12.1.3 For convenience, without assigning any reason.

12.2 Termination of the Contract/PO in whole

or in part by the Bank is not limited to a fundamental breach of Contract/PO and shall not prejudice or affect the accrued rights or claims and liabilities of either party to this Contract/PO.

12.3 If the Bank terminates the Contract/PO

pursuant to paragraph 12.1 (i), the Bank may procure, upon such terms and in such manner as it may deem appropriate, services and works similar to those not delivered and the

Contractor shall be liable for any excess costs or damage caused to the Bank by the Contractor’s default. The Bank reserves the right to offset costs, incurred by it in relation to the termination of the Contract/PO, from any monies due. In case of partial termination of the Contract/PO, the Contractor shall continue performance of the Contract/PO to the extent not terminated.

12.4 If the Bank terminates the Contract/PO

pursuant to paragraph 12.1 (iii) for convenience, the notice of such a termination shall state that termination is for the Bank’s convenience, the extent to which the performance under the Contract/PO is terminated, and the effective termination date. The Bank will issue an equitable adjustment, not to exceed the total Contract/PO price, to compensate Contractor for: (i) the Contract/PO price for the Services accepted by Bank but not paid previously and adjusted for any savings, (ii) the costs incurred in the performance in the work terminated, including initial and preparatory expenses; (iii) the cost of settling and paying other Contractors, subcontractors or lessors under terminated agreements properly chargeable to the terminated portion of the Contract/PO and not included in items (i) and (ii) hereof; and (iv) a reasonable profit on item (ii) above.

12.5 If the Contractor is found to have engaged

in any corrupt or fraudulent practices in connection with the Contract/PO, the Bank may in its sole discretion do any or a combination of the following: (i) declare void or terminate this Contract; (ii) declare the Consultant ineligible to contract with the Bank or to enter into contracts financed by the Bank; and (iii) pursue legal proceedings against the Consultant. For purposes hereof,:

- “corrupt practice” means the offering,

giving, receiving or soliciting of anything of value to influence the procurement process or in Contract/PO execution.

- “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract/PO to the detriment of the Bank, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to

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deprive the Bank of the benefits of free and open competition.

13.0 Period of performance and Liquidated Damages 13.1 The period of performance of the Services

shall be as stated on the front of the Contract/PO. The schedule for submitting deliverables shall be as stated either in the statement of works attached to this Contract/PO or in front of this Contract/PO. Deliverables must be completed within the said period.

13.2 If the Contractor fails to perform the

Contract/PO or any part thereof within the specified period, the Bank may, without prejudice to any other remedy under the Contract/PO, deduct from the Contract/PO price, as liquidated damages, a sum equal to 0.5% of the Contract/PO value for each week of delay until actual performance, up to a maximum of 5% of the Contract/PO value.

14.0 Liability 14.1 The Contractor shall be liable for all

damages arising from its action or that of its agents, of which he or its agents could be held liable under the applicable laws.

14.2 The Contractor shall bear the full

financial consequences of any material damage or personal injuries, including death which, through its action or that of its agents, may be suffered by himself, its agents, the Bank or its agents or any third party.

14.3 The Contractor undertakes to indemnify

and hold the Bank and its agents and principals harmless against all claims, suits and losses that are due to personal injury (including death) or property damage to the extent caused, or alleged by a claimant to have been caused, connection with the performance of the Services under this Contract/PO, by (i) improper or defective work performed by the Contractor; (ii) improper or defective machinery, materials, supplies, implements, equipment or appliances provided, installed or used by the Contractor; and (iii) negligent or wrongful acts or omissions of the Contractor.

15.0 Intellectual Property and

Confidentiality

15.1 The Contractor agrees to indemnify and

hold harmless the Bank, its officers, employees and agents against all claims, suits and losses that arise from patent, trademark and/or copyright infringement by the Contractor. The Contractor further agrees and indemnifies the Bank in any action against the Bank by the Contractor’s employees seeking further compensation for claims covered by the Contractor’s worker’s compensation insurance. The obligation set out in this Article shall survive the expiration or termination of the Contract/PO.

15.2 The Contractor shall not, while

performing the Contract/PO or at any time thereafter, use, or disclose in any manner prejudicial to or incompatible with the interests of the Bank any information of a restricted or confidential nature that may come to its knowledge in connection with the performance of this Contract/PO. The Contractor shall not use the Bank’s name or emblem without prior written authorization.

16.0 Dispute Settlement 16.1 The parties shall make every effort to

resolve any disagreement or dispute arising between them under or in connection with this purchase order amicably by direct informal negotiation. The party asserting the existence of a disagreement or dispute shall, promptly upon becoming aware of such disagreement or dispute, notify the other party in writing (such writing being referred to herein as the “Notice of Dispute”) specifying the nature of the disagreement or dispute, and shall also provide such other information about the disagreement or dispute as the other party may reasonably require.

16.2 If, forty-five (45) days after the date the

Notice of Dispute has been given, the parties have been unable to amicably resolve the dispute or difference, either party may require that such dispute be settled by arbitration in accordance with the UNCITRAL Arbitration Rules as at present in force.

16.3 The arbitral tribunal shall comprise one

arbitrator jointly chosen by the parties. However, where the parties are unable to reach an agreement within sixty (60) days of

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notification of the Conciliation Notice, the London Court of International Arbitration (LCIA) shall become the appointing authority.

16.4 The arbitration shall take place in, [Tunis of

the Field office domicile], [Tunisia] and shall be in the English language.

16.5 The resulting award shall be final and

binding on the parties and shall be in lieu of any other remedy.

16.6 Nothing contained in this Contract shall

be construed as or constitute a waiver, renunciation or other modification of any privileges, immunities and exemptions accorded to the Bank under the Agreement Establishing the African Development Bank, international conventions or any other applicable law.

16.7 The provision of this article shall remain

in force after the termination of this contract. 17.0 Governing law

17.1 This Agreement shall be governed by, enforced and construed in accordance with the laws of England.

18.0 Force Majeure

18.1 "Force Majeure" means any event or condition which (a) wholly or partially delays or prevents a party from performing any of its obligations under the Contract/PO, (b) is unforeseeable and unavoidable, (c) is beyond the reasonable control of such party, and (d) occurs without the fault or negligence of such party.

18.2 The party affected by such Force Majeure shall give prompt written notice to the other party of the nature and probable duration of such Force Majeure, and of the extent of its effects on such party's performance of its obligations hereunder.

18.3 During the continuance of such Force Majeure, the obligations of the affected party shall be suspended to the extent necessitated by such Force Majeure.

18.4 In the event of Force Majeure which delays performance of the Contract/PO or any part thereof by more than thirty (30) days, either party shall have the right, by notice to the other party, to terminate the PO.

19.0 Severability 19.1 If any provision of the Contract/PO is

held to be invalid or unenforceable, the remainder of the Contract/PO will remain in full force and effect, and such provision will be deemed to be amended to the minimum extent necessary to render it enforceable.

20.0 Copyrights, database and design rights 20.1 The deliverable report(s) and other

creative work of the Contractor called for by this Contract/PO, including all written, graphic, audio, visual and other materials, contributions, applicable work product and production elements contained therein, whether on paper, disk, tape, digital file or any other media, (the “Deliverable Work”) is being specially commissioned as work made for hire in accordance with the applicable copyright, data protection and design laws of the country governing the Contract/PO originated. The Bank is the proprietor of the Deliverable Work from the time of its creation and owns all right, title and interest therein throughout the world including, without limitation, copyrights and all related rights. To the extent that it is determined that the Deliverable Work does not qualify as a work made for hire within the meaning of the applicable copyright, data protection and design laws of the country governing the Contract/PO, then the Contractor hereby irrevocably transfers and assigns to the Bank all of its right, title and interest, throughout the world and in perpetuity, in and to the Deliverable Work, including without limitation all of its right, title and interest in copyright and related rights free of any claim by the Contractor or any other person or entity.

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ANNEX 7



Date: 27 May 2011 List of Member Countries of the Bank:

REGIONAL COUNTRIES 1. Algeria 2. Angola 3. Benin 4. Botswana

5. Burkina Faso 6. Burundi 7. Cameroon 8. Cape Verde 9. Central African Rep. 10. Chad 11. Comoros 12. Congo

13. Côte d’Ivoire 14. Democratic Rep of Congo

15. Djibouti 16. Egypt

17. Equatorial Guinea 18. Eritrea 19. Ethiopia 20. Gabon

21. Gambia 22. Ghana 23. Guinea 24. Guinea Bissau

25. Kenya 26. Lesotho 27. Liberia 28. Libya 29. Madagascar 30. Malawi 31. Mali 32. Mauritania 33. Mauritius 34. Morocco 35. Mozambique 36. Namibia 37. Niger 38. Nigeria 39. Republic of South

Africa 40. Rwanda

41. Sao Tome & Principe

42. Senegal 43. Seychelles 44. Sierra Leone

45. Somalia 46. Sudan 47. Swaziland 48. Tanzania 49. Togo 50. Tunisia 51. Uganda 52. Zambia 53. Zimbabwe NON REGIONAL COUNTRIES 1. Argentina 2. Austria 3. Belgium 4. Brazil 5. Canada 6. China 7. Denmark 8. Finland 9. France 10. Germany 11. India 12. Italy 13. Japan 14. Korea 15. Kuwait 16. Netherlands

17. Norway 18. Portugal 19. Saudi Arabia 20. Spain

21. Sweden 22. Switzerland 23. United Kingdom 24. United States of America

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Annex 8 List of existing Equipment

INVENTORY OF VC EQUIPMENT TUNIS AND FIELD OFFICES

N° COUNTRY LOCATION CAMERA MODEL

CONNECTION

CURRENT STATUS

DATE OF ACQUISITIO

N 1 ATR-820 VSX 7000e IP OK 2007

2 ATR-713 VSX 3000 IP OK 2005

3 ATR R00 VSX 8000 IP OK 2007

4 EPI A 7C1 GS meeting room

Polycom View Station 512 k IP Microphone

problem 2003

5 EPI B R01 VSX 7000e IP Dome camera problem

2007




9 EPI B R05 VSX 8000 IP OK 2007

10 ATR-713 VSX 3000 IP Display problem 2005

11 EPI B Board room VSX 8000 IP OK 2007

12 EPI B Meeting ORVP HDX-8002XL IP OK 2009

13 ATR-713 Bridge MGC-25 IP + ISDN OK 2005

14 ATR-713 Bridge MGC-50 IP + ISDN OK 2008

15

TUNIS

ATR-713 Bridge RMX

4000/ CMA 5000

IP + ISDN OK 2010

N° FIELD OFFICES CAMERA MODEL CONNECTI

ON CURRENT

STATUS DATE OF

ACQUISITION

1 EGYPT Polycom View Station 512 k IP OK 2002

2 GABON Polycom View Station 512 k IP OK 2002

3 NIGERIA Polycom View Station 512 k IP OK 2002

4 ABIDJAN Polycom View Station 512 k IP OK 2002

5 ETHIOPIA Polycom View Station 512 k IP OK 2002

6 TANZANIA Polycom View Station 512 k IP OK 2003

7 UGANDA Polycom View Station 512 k IP OK 2003

8 MOZAMBIQUE

Polycom VSX 7000e IP OK 2004

9 SENEGAL Polycom VSX 7000e IP OK 2005

10 BURKINA FASO

Polycom VSX 6000 IP OK 2006

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11 MADAGASCAR


12 ZAMBIA Polycom VSX 6000 IP OK 2006

13 MALI Polycom VSX 6000 IP OK 2005

14 CAMEROON


15 GHANA Polycom VSX 6000 IP OK 2006

16 SIERRA-LEONE


17 MALAWI Polycom VSX 6000 IP OK 2006

18 TCHAD Polycom VSX 6000 IP OK 2006

19 MOROCCO Polycom VSX 6000 IP OK 2005

20 ALGERIA Polycom VSX 6000 IP OK 2005

21 SUDAN Polycom VSX 6000 IP OK 2005

22 RWANDA Polycom VSX 6000 IP OK 2005

23 KENYA Polycom VSX 6000 IP OK 2006

24 RDC Polycom VSX 6000 IP OK 2006

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ANNEX 9: DRAFT CONTRACT

Letter of Invitation - African Development Bank RFP includes the following letter of invitation...

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