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TENDER SPECIFICATIONS ATTACHED TO THE INVITATION TO TENDER
INVITATION TO TENDER N° FC.09.ICT.022.1.0 FOR THE PROVISION OF VOICE COMMUNICATION AND DATA TRANSMISSION SOLUTIONS FOR MOBILE WORKERS
1. Introduction
The European Monitoring Centre for Drugs and Drug Addiction (hereafter referred to as ‘the EMCDDA’) was established by the Community regulation (EEC) No. 302/93 on 30 October 1993 as last amended by Regulation (EC) 1920/2006 of the European Parliament and of the Council of 12 December 2006, on the European Monitoring Centre for Drugs and Drug Addiction (recast). It is one of the EU decentralised agencies.
The EMCDDA is the central reference point for drug information in the European Union. Based in Lisbon, its role is to provide the EU and its Member States with objective, reliable and comparable information on drugs and drug addiction. More information about the Agency and its structure and activities can be found on our web site http://www.emcdda.europa.eu
The current EMCDDA address is: Rua da Cruz de Santa Apolónia, 23-25, 1149-045 Lisbon, Portugal. The EMCDDA foresees to move to its new premises in the near future. The new EMCDDA premises are located in Lisbon in the proximity of Cais do Sodré train station.
2. Objective, scope and description of the contract
A significant number of EMCDDA staff members travels frequently and has the need of staying in regular contact with the office as well as with other relevant contacts. Apart from voice communication, remote computing will have to be made available in the near future. The objective of this procedure is to award a maximum of two (2) Framework Contracts, in cascading order, for the provision of:
Mobile telephony and related services; Mobile computing services for Smartphones, PDAs, Blackberry or similar devices including
telephony, e-mail, Internet browsing, data transfer; Connectivity for mobile workers including 3G connectivity; Voice and data connectivity for remote workers; Equipment related to the above services;
Number of contracts: The Agency may award framework contracts up to 2 tenderers.
For the execution of these contracts, a cascade mechanism will apply. The specific contract used for practical implementation of the framework contract will normally be object of a request to the first tenderer in the cascade mechanism, if the tenderer provides a negative answer, cannot comply with the timetable for replying, or is in conflict of interest conditions, the request will be made to the second contractor in the cascade.
Framework contracts do not constitute orders. Orders are placed by specific contracts/order forms at the request of the Agency.2.1 Overview of current situation and future development
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EMCDDA is at the moment using the following mobile connectivity devices:
1. 24 SIM cards (20 of which enabled for voice communications only, 4 enabled for voice and data but used for data communications only)2. 20 mobile phone devices3. 5 PDAs4. 16 computers with internal HSDPA capability
The mobile data transfer volume is expected to grow. It is already expected to provide mobile data connectivity (through data activated SIM cards) to all of the laptops indicated with internal HSDPA capability.
This capability could be extended also to other employees on specific casesThe current monthly data transfer volumes are as follows:
1. 2 GB in Portugal2. 400 MB in Europe3. 100 MB in the rest of the world.
It is probable that over the next four years the traffic will evolve as follows:
- Voice will have an increase of about 20% from an initial estimate of 2400 EUR/month;- Data will have an increase which can be roughly estimated at up to 5 times the actual volume.
It is also foreseen (see 2.3.6.8) the use of mobile gateways between the future internal VoIP-based phone system of the EMCDDA mobile operators, requiring the use of SIM cards. The mobile gateways will be provided by the EMCDDA as part of its new telephony VoIP system.
2.2 Products and Services to be provided to EMCDDA
The specific information can be found in Annex A to these specifications.
2.3 Service Level Agreement
Tenderers are asked to provide a detailed Service Level Agreement (SLA) that covers, as a minimum, the following areas and service properties:
Contact points, Follow-up meetings, Steering committee, Escalation Network:
o Mobile voice service availabilityo Mobile data service availabilityo Blackberry service availabilityo SMS gateway service availabilityo xDSL/Cable modem Internet connection availability
Service desk:o SIM cards delivery and management
Delivery time in working days for SIM card delivery or modification of services associated with a SIM card;
o Handsets delivery and repair Delivery time in working days for handsets in stock (new or replacement); Delivery time in working days for handsets not in stock (new or
replacement);o Number blocking
Time for blocking a numbero Users’ satisfactiono Maintenance procedures for Blackberry serviceo Maintenance procedures for xDSL/Cable modem links
o Reporting:
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o Traffic statistics Invoicing:
o Formal invoiceo Detailed consumptions
Penalties SLA Validity and review process
By submitting their SLA, tenderers commit themselves to fulfilling the stated service levels.
In the above, and hereafter, the indication “working days” refers to the working days of the agency.
2.4 Benchmarking
The Framework contract will include the possibility of running regular benchmarking, optionally by a third party. Benchmarking will target technical performance as well as prices and may result in subsequent modifications of the Framework Contract, including the specific contracts and the SLA.
2.5 Technological Extension of Services
The Agencies may extend the scope of the framework contract by requesting the addition of new services by way of a contract amendment.The Agencies retains the right to use services from an alternative supplier of its choice to prevent the contract from forming an obstacle to evolutionary developments in the field of mobile communication and data transmission.
3. Contract management responsible body.
The European Monitoring Centre for Drugs and Drug Addiction – Information and Communications Technologies Unit – will be responsible for managing the contract.
4. Project Planning: Reports to be submitted
As a minimum, minutes of the meetings shall be provided, as well as financial documents required for payments and delivery of material, a description of the procedures to contact the support, and manuals of the material provided.
The tenderer shall include a full list of the deliverables mentioned in the SLA proposal.
5. Timetable
The estimated date for signature of the contract is August 2009.
6. Duration
The framework contract resulting from the present call for tender will have an initial duration of four (4) years as from the date of signature and may be renewed once for an additional period of one (1) year.
The specific contracts entered into by the EMCDDA with the winning tenderer(s) will normally last for one year, shall be compatible with above indication, and shall in any case not extend further than the end of the Framework Contract.
The duration of the contract shall not exceed five (5) years.
Implementation of the framework contract may not start before the date on which the contract enters into force.
7. Estimated Value of the Contract
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The estimated budget of this contract is of 160.000 Euro excluding VAT.
8. Prices
Prices must be quoted in Euro using (within the exception of the countries within the EURO zone) the conversion rates published in the C series of the Official Journal of the European Union on the day when the contract notice was published.
Prices must be fixed amounts and can be revised together with the submission of the revised official price lists as stated here above. The Contractor will take due diligence in submitting revised price lists that contains prices and price trends in line with the real market situation. The Agencies can request a justification of revision of the price lists in the case prices appears to be clearly excessive. Estimated travel and daily subsistence allowance expenses must be indicated separately.
Under Article 3 and 4 of the Protocol on the privileges and immunities of the European Communities, EMCDDA is exempt from all duties, taxes and other charges, including VAT. This applies to EMCDDA pursuant to the Regulation 1920/2006/EC. These duties, taxes and other charges can therefore not enter into the calculation included in the bid. The amount of VAT must be shown separately.
Tenderers are requested to fill in the Price Evaluation Grids in Annex B. Tenderers are asked to take special care in computing the correct amounts as follows:
Voice: all prices refer to call duration of 2 minutes and 30 seconds. Data: all prices refer to the cost of transferring 1 MB of data. In the “Best price” cell
the tenderer is asked to quote the cost of 1 MB data transfer according to their best plan they can offer to the Agencies. In the “Worst price” the tenderer is asked to quote the price per MB the Agencies will have to pay when the conditions of the plan used to determine the best price do not apply.
Equipment and other services: all prices refer to the cost of one unit or installation/provision of one service.
Tenderers are also requested to supply their official price lists for all equipment and services that fall within the scope of the present procedure. Revised official price lists shall be submitted by the Contractor at least once every three months and whenever requested by the Agencies.
Failure to submit a duly completed and signed Price Evaluation Grid (Annex B) will entail the automatic rejection of the tender.
9. Terms of payment
Payments related to of this contract shall be issued in accordance with the provisions of the general conditions available on the Procurement Section under the call for tenders FC.09.ICT.022.1.0 on the EMCDDA website at the following address: www.emcdda.europa.eu
For each specific contract concerning services, the payments shall be done on the basis of a monthly invoice with full details, including the reference to the specific contract, and the phone numbers.For specific contracts concerning the purchase of devices, the invoice with the reference to the specific contract and with standard 45 days net terms after receiving at EMCDDA can be presented, after the working devices have been received by the EMCDDA.
10. Terms of contract
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In drawing up a bid, the tenderer should bear in mind the terms of the draft service framework contract included as Annex 1 and available on the Procurement Section on the EMCDDA Website (www.emcdda.europa.eu).
A Cascade Framework contract is individually signed between the EMCDDA and maximum 2 contractors to ensure that at all times one of the two contractors is able to provide the requested service(s), defining the procedures and modalities for signing the specific contracts needed for the practical provision of the services object of the framework contract.After evaluating tenders, the EMCDDA will ranks tenderers in descending order with a view to establishing the list of contractors (maximum 2 contractors) and the sequence in which they will be offered work when orders are placed. The Contractor that has submitted the best tender will be given priority over the Contractor that has submitted the second best tender and so on.When the EMCDDA request service(s) under the Cascade Framework Contract, the EMCDDA will contact the Contractor at the top of the list. If such Contractor is unavailable or unable to provide the requested service(s) for reasons which do not involve terminating the contract but in accordance with the terms of the established SLA, the EMCDDA will contact the second tenderer.If the tenderer classified as first does not respect the terms of the established SLA, it can be moved to the second position in the cascade, without exclusion of the further remedial action foreseen in the general conditions and the applicable legislation, specifically for breach or not fulfilment of contract.
EMCDDA may, before the contract is signed, either abandon the procurement or cancel the award procedure without the tenderers being entitled to claim any compensation.
11. Financial guarantees
All payments shall be done after delivery of the related services/material, therefore no financial guarantee is requested.
12. Sub contracting
If the tenderer intends to either sub contract part of the work or realise the work in co-operation with other partners he shall indicate in his offer which part will be subcontracted, as well as the name and qualifications of the subcontractor or partner. (NB: overall responsibility for the work remains with the tenderer).
13. Grouping of service providers
Groupings, irrespective of their legal form, may submit bids. Tenderers may, after forming a grouping, submit a joint bid on condition that it complies with the rules of competition. Such groupings (or consortia) must specify the company or person heading the project and must also submit a copy of the document authorising this company or person to submit a bid.
If awarded, the contract will be signed by the company of the person heading the project, who will be, vis à vis EMCDDA, the only contracting party responsible for the performance of the contract. Tenders from consortiums of firms or groups of service providers, contractors or suppliers must specify the role, qualifications and experience of each member or group.
14. Exclusion criteria
To be eligible for participating in this contract award procedure, tenderers must not be in any of the following exclusion grounds:
a) they are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
b) they have been convicted of an offence concerning their professional conduct by a judgement which has the force of res judicata;
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c) they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify;
d) they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;
e) they have been the subject of a judgement which has the force of res iudicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests;
f) following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.
The tenderer is requested to submit with his tender the Declaration on Honour included in Annex 2 and available on the Procurement Section on the EMCDDA Website (www.emcdda.europa.eu) as evidence that the the tenderer is not in one of the above mentioned exclusion situations.
Bids that do not contain such a Declaration on Honour will not be taken into consideration for the evaluation.
Please note that the bidder(s) to whom the contract is to be awarded shall provide additional proof, evidencing eligibility, as detailed below.
1. The EMCDDA shall accept the presentation of a recent extract from the judicial record or, in the absence thereof, of a recent, equivalent document issued by a legal or administrative authority in the country of origin or of provenance allowing it to be inferred that these requirements are satisfied as sufficient proof that the candidate or bidder does not fall into one of the cases referred to in subparagraphs a), b) or e) above.
2. The EMCDDA shall accept the presentation of a certificate issued by the competent authority of the State in question as sufficient proof that the candidate or bidder does not fall into the situation referred to in subparagraph d) above. When such a document or certificate is not issued by the country in question, it may be replaced by a sworn statement or, in the absence thereof, by a solemn statement on the part of the interested party before a legal or administrative authority, a notary public or a qualified professional body in the country of origin or of provenance.
3. The EMCDDA shall accept the presentation of a sworn statement as sufficient proof that the candidate or bidder does not fall into the situation referred to in subparagraphs c) and f) above.
4. Under the terms of the national legislation of the country where the bidder or candidate is established, the documents listed in points 1 and 2 relate to bodies corporate and to individuals, including, if appropriate and provided the EMCDDA deems this to be necessary, the directors of the company or any person with powers of representation, decision or control regarding the candidate or bidder.]
Contracts shall not be awarded to bidders who during the procurement procedure, are guilty of misrepresentation in supplying the information required by the EMCDDA as a condition of participation in the contract or fail to supply this information.
15. Selection Criteria
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The following criteria will be used to select the tenderers.
15.1. Financial and Economic Capacity
To prove their financial and economic capacity, tenderers are requested to fill in the ‘Financial Capacity Form’ included in Annex 5 and available on the Procurement Section on the EMCDDA Website (www.emcdda.europa.eu), for the last 3 financial years ( one from for each year) for which accounts have been closed, where publication of the balance sheet is required under the company law of the country in which the tenderer is established.
If, for any valid reason, the service provider is unable to provide the information requested by the contracting authority, he may prove his economic and financial capacity by any other document which the contracting authority considers appropriate.
15.2 Technical and professional capacity – means of proof required
Technical and professional capacity of the bidder shall be assessed with regard in particular to its know how, efficiency, experience and reliability. Bidders are requested to prove that they have sufficient technical and professional capacity to perform the contract by presenting documentation as to the following criteria:
a) Suitability of the tenderer’s organisational structure available for the activities covered by the contract;
b) Ability to provide “Mobile Telephony for Corporates” (including operational ability, experience and track record verification) in the European market;
Technical quality and geographical coverage of the Tenderer’s existing infrastructure;c) Legal capabilities (such as license provision) to handle mobile traffic in Portugal;d) Customer references in relation to similar projects/contracts for the proposed services;e) Organisation of customer support;f) Quality assurance methodology;g) A statement of the average annual manpower and the number of managerial staff of the
service provider or contractor in the last three years. A minimum annual manpower of 10 is required;
h) If the tender intends to subcontract any part of the services, an indication of the proportion of the contract which the service provider may intend to subcontract.
16. Award criteria
The contract will be awarded to the tenderer who submits the most economically advantageous bid (the one with the best price-quality ratio) in terms of:
a) Technical Quality criteria (60%):a. Organization (10%):
Elements of consideration for each group will be as follows (the order does not indicate an order of importance):
Proposed account team: Technical Team and Organisation to handle the Agencies’ accounts;
Proposed Service Desk: Multi-lingual aspects of the Service Desk (minimum English and Portuguese); Documentation and expertise of the Service Desk; SIM cards and handsets handling;
Proposed migrations: smooth migration and migration planning for running-in procedures and exit management.
The submissions of CVs in order to help assessing the above is allowed, provided that such CVs are anonymous (i.e. without the name or picture of staff member).
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b. Technical quality of Services (20%):
Quality of services described in points 1, 2, 3, 4, 7.1, 7.2, 7.3, 7.4 and 7.6 of Annex A.
The total points awarded for this category will be divided between the elements composing it.
c. Technical quality of products. (15%)
The products that will be taken into account are those that the tenderer indicates as corresponding to those whose prices were indicated in the Price Evaluation Grid number 2 of Annex B. In particular, the tenderer shall indicate for each category one model (whose price must be the one indicated in the Price Evaluation Grid number 2 of Annex B), which will be used for the evaluation.
The total points awarded for this category will be divided between the elements composing it.
d. Quality of the SLA (10%):
In order to evaluate the quality of the tenderer’s offer towards the services required, the tenderers are invited to submit a detailed Service Level Agreement (SLA) that covers all elements of the services required as specified in point 2.3 here above.
Tenderers are also required to fill the SLA Evaluation Grid in Annex C.
The score for the quality of the SLA will cover the following groups:
Network quality and availability; Contact points and Service desk; Statistical reporting; Invoicing; Penalties; SLA Validity and review process.
e. Completeness and overall consistency and pertinence of the offer (5%).
b) Price as weighted by percentage (40%).
Tenderers are asked to fill in the Price Evaluation Grids in Annex B.
NOTE: The Price Evaluation Table in Annex D does not have to be filled in. It only has the purpose, by means of different colours, of showing which cells are used in the computation of the Price for Voice.
Prices for Voice (V), Data (D) and Equipment (E) shall be computed as follows:
Voice:With reference to the Price Evaluation Table in Annex D, the total price for Voice (V) will be obtained by adding the following values taken from the Price Evaluation Grid number 1 in Annex B:
10% * average price of cells type A;10% * average price of cells type B;55% * average price of cells type C;25% * average price for cells type D.
The V price will have up to 37.5% of the total points for price.
Data:Total price for Data (D) in the Price Evaluation Grid number 1 in Annex B will be the result of the following:
75 * average best price per MB + 25 * average worst price per MB
The D price will have up to 50% of the total points for price.
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Equipment:Total price for equipment (E) will be the sum of all items of the Price Evaluation Grid number 2 in Annex B.
The E price will have up to 12.5% of the total points for price.
Only bids that have reached a total score of a minimum of 60% will be taken into consideration for awarding the contract.
Scoring system used:
The Best Price is the lowest price of all the bids submitted.
Score for Quality = ∑(Weight*Average of Marks)Score for Price = 10*∑(Weight*Best Price/Price of Bid)Score for Quality and Price = Score for Quality+Score for PriceEvaluators will give marks between 0-10 (half points are possible)
17. Requirements as to the tender
Bids can be submitted in any of the official languages of the EU. The working language of the Agency is English.
The tender must be presented as follows and must include:
Signed cover letter indicating the name and position of the legal representative authorised to sign the contract and the name and position of the person responsible for the project who will be in direct contact with the EMCDDA.
Annex 2 - the Declaration on Honour set down on the basis of the exclusion criteria under point 14 of these specifications, available on the Procurement Section on the EMCDDA website at the following address: www.emcdda.europa.eu
Annex 3 - the financial form completed, signed and stamped, available on the Procurement Section on the EMCDDA Website at the following address: www.emcdda.europa.eu
Annex 4 - the legal entity form completed, signed and stamped and requested accompanying documentation, available on the Procurement Section on the EMCDDA Website at the following address: www.emcdda.europa.eu
Annex 5 – the financial capacity form (one for each year), required by the contracting authority regarding the selection criteria for the appraisal of tenders on the basis of the Financial and economic capacity set under point 15.1 of these specifications and available on the Procurement Section on the EMCDDA website at the following address: www.emcdda.europa.eu
The information and documents required by the contracting authority regarding the selection
criteria for the appraisal of tenders on the basis of the Technical and professional capacity set under point 15.2 of these specifications.
All the information and documents required by the contracting authority for the appraisal of tenders on the basis of the Award Criteria set out under point 16 of these specifications;
The tenderers must present a technical offer in accordance with the present technical specifications and following the requirements mentioned in point 16 for the technical evaluation of the tenders.
Tenderers are invited to propose their best organisation and resource allocation to deliver the different services.
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In order to allow a correct evaluation of the tenders, unit prices shall be provided by the tenderers unless stated otherwise.
It shall be noted that the provided information will be used to assess the tenders during the evaluation phase.
The overall prices indicated in the tenderers’ proposals do not represent an amount that will correspond to the overall value of the framework contract, nor do the particular services and supplies necessarily represent the services and supplies that will be contracted through the Specific Contracts.
The tenderers are invited to propose their maximum effort estimates and costs for the services listed in Points 2.2 to 2.6 above.
Tenderers should elaborate on all points addressed by these specifications in order to score as many points as possible. The mere repetition of mandatory requirements set out in these specifications, without going into details or without giving any added value, will only result in a very low score. In addition, if certain essential points of these specifications are not expressly covered by the tender, the contracting authority may decide to give a zero mark for the relevant qualitative award criteria.
Annex B – Price evaluation grids, setting out prices in accordance with point 8 of these specifications, using for this purpose the price evaluation grids included in these specifications as Annex B.
Annex C – SLA evaluation grid, required by the contracting authority regarding the award criteria for the appraisal of tenders on the basis of the quality of the SLA set under point 16 (d) of these specifications as Annex C.
18. Information to candidates
The candidate submitting a tender will be informed whether their tender has been accepted or not.
19. Contacts
Any contact between the candidate and the EMCDDA staff is forbidden during the tendering process. However, candidates may request further information by letter at the address indicated in the letter of invitation, or by fax at the following number: +351 21 813 17 13, or by email to the following address: [email protected]
Please indicate the reference of the invitation to tender FC.09.ICT.022.1.0. Further relevant information provided by the EMCDDA will be communicated to all the candidates.
20. Data protection
The follow up of the response to the invitation to tender will require the recording and further processing of personal data. Any personal data shall be processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. It shall be processed solely for the purposes of the performance, management and follow-up of the Contract by the Agency without prejudice to possible transmission to the bodies charged with a monitoring or inspection task in conformity with Community law. The Contractor shall have the right of access to his personal data and the right to rectify any such data that is inaccurate or incomplete. Should the Contractor have any queries concerning the processing of his personal data, he shall address them to the Agency Head of Administration. The Contractor may also contact the Agency Data Protection Officer ([email protected]) in case of difficulties, or for any questions relating to the processing of his personal data. The Contractor shall have right of recourse at any time to the European Data Protection Supervisor.
21. Annexes
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Annex A: Products and services Annex B: Price evaluation grids Annex C: SLA evaluation grid Annex D: Price evaluation table
Annex 1: Draft Service framework contract Annex 2: Declaration on honour Annex 3: Financial form Annex 4: Legal entity form Annex 5: Financial capacity form
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Annex A – Products and Services
1 Mobile Telephony services
The Contractor will have to provide mobile telephony and data services.
The Contractor shall set-up a system for delivering SIM cards to the Agency as well as a system for their activation and management.There will be no obligation for the Agency to buy mobile phones together with SIM cards.
The tenderer shall state the possibility to activate, upon request, one or both of the following services on each SIM card:
- Voice- Data
The required minimum services related to mobile telephony calls covered by this call for tender are the following:Mobile-to-Agency fixed national traffic = calls originating from the Agency mobile phones located in
Portugal to any Agency fixed number.Mobile-to-fixed national traffic = calls originating from the Agency mobile phones located in Portugal
to any Portuguese fixed number.Mobile-to-mobile national traffic = calls originating from the Agency mobile phones located in
Portugal to any Portuguese mobile number.Mobile-to-Agency mobile national traffic = calls originating from the Agency mobile phones located
in Portugal to any other Agency mobile number.Mobile international traffic = calls originating from the Agency mobile phones located in Portugal to
any (mobile + fixed) international destination without limitation to the destination country. Mobile Roaming-In traffic = calls received by the Agency mobile phones while abroad.Mobile Roaming-Out traffic = calls originating from the Agency mobile phones while abroad.
World wide roaming services (in and out) for voice must be provided. The tenderer shall submit a list of countries and the companies within each country with which roaming agreements are in place.
The proposal of a solution for an e-mail to SMS service or Direct IP connectivity to their SMS messaging centre would be considered an added value. EMCDDA shall not be bound to purchase the proposed solution even if awarding the contract to the tenderer.
The Agency is at the moment using an Alcatel phone system, and will in the new premises have a VoIP system based on an Alcatel OmniPCX Enterprise Rel 8.0 PABX. The tenderer, as an added value, can propose a VPN solution between the Agency phone system and the Agency mobile phone cards (Mobile VPN) with corporate numbering plan.
2 Mobile computing services
EMCDDA uses a SUN JES mail system with the Synchronica mobile gateway software. As such, for devices are required only to be able to connect using TCP/IP ports 993, 143, 80, 465 and 443 to ensure e-mail connectivity.
To allow possible future modifications to the EMCDDA services, the tenderer shall detail its solution for the use of Blackberry devices offering the following minimum services:- Mobile telephony- Push e-mail- Internet browsing
The tenderer is also asked to detail its offering for training, training on the job and consultancy for the Blackberry server software.
In addition to the above and as an added value, tenderers are invited to submit a detailed proposal for an alternative system based upon MS Exchange Direct Push and PDA devices.
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3 Connectivity for mobile workers
The tenderer is asked to detail their offering of mobile data services.
Current Agency’s basic laptops have the following characteristics:
CPU: Intel Centrino Mobile 1.73GHzOperating System: Microsoft Windows XP ProfessionalMemory: 1GB DDR2 533MHzWLAN specifications 802.11 b/gCard Slot: PC Card Type IIUSB 2.0 x 3
Newer models have also or only an ExpressCard slot.
The Tenderer shall provide its most advanced solution (GPRS, EDGE, UMTS … plus WiFi) to be used with the Agency’s laptop fleet capable of speed up to 7.2 Mbps or more.
The tenderer is invited to offer, as an added value, connectivity to its network of WiFi Hotspots. Please list available hotspots in Portugal (e.g. Lisbon Airport), rest of Europe and of significant locations in the rest of the world (airports, hotels and conference centres in main cities …).
4 Data connectivity for remote workers
EMCDDA is expected to introduce tele-working. The tender is requested to provide an Internet connection at the remote location, terminated on a 100 Mbps Ethernet RJ-45. The EMCDDA would put a router or router/firewall behind such arrival point to redistribute the connection.
The connection would be used for the following purposes: VPN connection to the EMCDDA (the EMCDDA has already the needed software and
hardware); Internet and local intranet/extranet (through VPN) browsing; Other protocols as required.
The contractor shall provide an Internet link with the quality parameters required for the proper functioning of the above mentioned protocols, especially with regard to the bandwidth and latency, and considering the potential sensitivity of VPN to NAT.
The tenderer shall also describe the installation/testing procedures that they will put in place whenever necessary detailing separately fixed installations (as in the case of cabling for xDSL or Cable Modem) from enabling the use of the service.
The type of connection and the fees indicated shall be for unlimited traffic, with no distinction between national or international.
Maintenance procedures at the staff member location shall also be detailed by the tenderer
5 Network coverage solutions
At the moment the EMCDDA is located at the following address:EMCDDARua da Cruz de Santa Apolónia 23-251149-045 LisboaPortugal
With a second office being located at:Avenida Almirante Reis 65LisboaPortugal
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In the near future (i.e. 2009) EMCDDA will move to its final premises, located in the Ribeira das Naus complex near the Cais do Sodré station, in Lisbon, at the address:
Observatório Europeu da Droga e da ToxicodependênciaCais do Sodré1249-289 LisboaPortugal.
The tenderer shall guarantee the coverage of the locations by their network – the EMCDDA is not aware of any special or specific problems in its building.
6 Equipment
Independently from any supply of SIM cards and other services, the tenderer shall describe its offering of the following equipment:
6.1 Mobile phones
The Agency provides mobile phones to management and staff members whose job requires high mobility and high reachability.
Mobile phones will be mainly bought by the Agency independently from SIM cards.
For the purpose of the evaluation of the bids the tenderer is asked to provide brand, model and characteristics of two types of mobile phones: standard and high end.The minimum characteristics of these two types are as follows:
Standard model: GSM 850/900/1800/1900, WCDMA 850/2100 UMTS Web browser PC synchronisation Email Bluetooth SMS Silent alert with vibration Camera
High End model: GSM quad-band (850/900/1800/1900) MHz WCDMA 2100 MHz MMS and SMS Email Browse the Internet and transfer media-rich files via HSDPA and 3G high-speed mobile Silent alert with vibration USB connectivity PC synchronisation Bluetooth and/or infrafred connectivity Camera Integrated WLAN
The tenderer shall to state their availability in updating their offering in order to provide the Agency with the latest available technologies.
The tenderer shall describe its maintenance schema and the related insurance policy costs and terms.
The tenderer is free to indicate more than one model for each category, but it must indicated one (1) model for each category that will be used for the evaluation, whose price shall be indicated in the Price Evaluation Grid number 2 in Annex B.
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The tenderer shall detail any contractual or technical constraint like minimum permanence time and related penalties or device locking to a specific operator, keeping in mind that the Agency will consider these constraints as a negative point during the evaluation.
6.2 Smartphones and PDAs
The tenderer shall detail the technical characteristics of their offering for:- Smartphones- PDAs
6.3 Blackberry devices
The tenderer shall detail the technical characteristics of their offering for Blackberry devices, in the eventuality of the purchase of services indicated at point 2.
6.4 PCMCIA, USB 3G/GPRS/WiFi Cards
The tenderer shall detail the technical characteristics of their offering for 3G/GPRS/WiFi devices (USB, PCMCIA and ExpressCard) to be used for the provision of the service described above at point 3.
6.5 3G/GPRS Routers
The tenderer shall detail the technical characteristics of their offering for 3G/GPRS routers-gateways/Wifi AP (or supporting any newer technology) to be used for the provision of on-the-spot/temporary WiFi connectivity to multiple computers through a mobile data connection. The capability of the device to act as a SMS gateway will be considered an added value.
6.6 xDSL/Cable modem Routers
The tenderer shall detail the technical characteristics of their offering for xDSL/Cable modem equipment to be used for the provision of the service described above at point 4.
6.7 WiFi Access Points
The tenderer shall detail the technical characteristics of their offering for Wifi access points. The minimum technical requirements are the following:
B/G Compatibility WEP/WPA-PSK/WPA2-PSK DHCP Service
The following characteristics will be considered an added value: IEEE 802.11n support VLAN Support Support to act in client mode Firewall QoS / Traffic shapping SNMP
7 Other
7.1 Running-in procedures
Since the EMCDDA has currently in place contracts for the provision of mobile telephony and data services, precise taking-over procedures and planning shall be foreseen by the contractor to ensure a smooth running-in, without impact on the services or service level degradation. This taking-over (or introduction) phase shall be an integral part of the service provision.
Number portability shall have to be ensured by the tenderer.
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The tenderer shall state in its bid that no additional cost for the Agency shall result from this taking-over phase.
All the information, reports and other documentation derived from the contractual relationship between the Contractor and the Agency will belong to the Agency. The Contractor must in any case guarantee the confidentiality of this information, including telephone numbers, user data, procedures, details of communications, and any other aspects related to the provided services.
The running-in period shall last at most one month for the taking-over of the Service Desk activities, the distribution of all initially required SIM cards.
The owner of this transition period is the Contractor, who shall manage the whole introduction.Therefore, the Contractor shall provide a detailed description of all tasks that will be undertaken in collaboration with the Agency’s staff, and a detailed description of all information they will require from the Agency, taking into account the objectives and duration mentioned above and the indication given hereafter.
The transfer of some information and specific knowledge from the Agency to the Contractor is key to a successful transition period. At minimum, information transfer about the existing SIM cards, mobile phone/Blackberry/PDAs fleet, 3G cards and other relevant equipment will have to be achieved.
7.2 Exit management
An exit mechanism shall be foreseen to ensure the handover of the telephony services at the end of the Framework Contract derived from this procedure without impact on the services or service level degradation. This handover procedure shall be an integral part of the service provision. No additional cost for the Agency shall result from this handover procedure.
The Contractor will commit to hand over any relevant information to a prospective future Contractor at the end of the Framework Contract derived from this Call for Tenders, in order to ensure a smooth transition and business continuity, and with respect to the following aspects:- Service Desk activities,- migration of all GSM numbers,- Mobile phones and other devices handling.All the information, reports and other documentation derived from the contractual relationship between the Contractor and the Agency and produced during the lifetime of the Framework Contract derived from this Call for Tenders will, upon request, be transferred to the future prospective Contractor.Furthermore, the Contractor will commit to physically destroy all confidential user and communication data of the Agency after the delivery of the certification of successful service delivery by the Agency (which is explained later on in this chapter) and once the legally applicable delays have expired.
The phase out period shall last at most 3 months.
The owner of the transition period is the future prospective Contractor, who shall manage the whole migration. However, the Contractor shall commit to provide, upon request, all information and assistance to the future prospective Contractor for this matter.
The certification of successful service delivery will be delivered by the Agency to the Contractor. The future prospective Contractor will be consulted to make sure that he has received all the necessary information and documentation to take over all responsibilities at the end of this phase out period.
7.3 Invoicing and reporting
The tenderer shall describe their invocing policy. The Agency requires invoicing on paper including all logs divided by SIM card and by service.
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However the tenderer is invited to describe any supplementary electronic invoicing method as well as any reporting/statistic tool and the related fees (if any) like CD distribution of log files, or web based tool.
The tenderer is reminded that, under no circumstance whatsoever, services delivered to staff members shall be billed or invoiced to the Agency.
7.4 Service Desk
The tenderer is expected to propose an enterprise level support with a single point of contact for problem solving. The tenderer is expected to provide details about the service organisation and the applicable procedures and service level agreements
Among the required Service Desk support activities are included:- Incident management,- Change requests,- Support in configuration and usage of the services.
The tenderer could detail, as an added value, the procedure for accessing their ticketing system as well as the functionalities of that system that will be made available to the Agency.
During normal working days (as defined in the General Terms and Conditions), aService for the purchase and repair of SIM cards, handsets and accessories must be provided. This service can be assured by a local point of sales with technical support.
7.5 Services for EMCDDA Staff members
The tenderer, as an added value, can propose and describe the operational details of a solution where two telephone numbers are assigned to the same SIM card. This would allow the Agency staff to have one mobile phone device with one SIM card capable of managing one Agency work number and a private number.The tenderer offering this service shall have to state in its bid that separate invoicing (directly to the staff member) of the services related to the private numbers will be enabled.In the Price section, the tenderer shall provide the pricing schema for the private numbers in case it differs from the one proposed for the Agency. Tenderer is also required to state that portability for the already existing private numbers will be provided.
In a similar way, the tenderer can propose, in a separate document, the following products/services directly to Agency staff members provided that any invoicing will be addressed directly to them:- SIM cards with voice/data services;- Mobile phones, PDAs, Blackberry devices and related services;- 3G cards or equivalent data transmission/modem modules and related services;- xDSL/Cable modem installations and related equipment and services.
For any of such additional products/services the tenderer shall provide price lists in case they differ from those proposed to EMCDDA. Such tariffs would be a private commercial relation between the staff member and the tenderer, EMCDDA having no role in it.
The tenderer should also indicate what kind of reference or code the staff members should refer to if they decide to use these products/services.
7.6 Additional services
Tenderers are invited to detail any additional services they are capable to offer provided that they fall within the scope of the present procedure.These additional services will be considered as possible added values.As an example, the following could be considered additional services:- Handling and associated services for SIM cards, - Hands-free and other equipment for mobile phones.
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Price Evaluation Grid n.1 - Voice and Data
VOICE: price for 2'30" call DATA: price per MB
Country
Call from mobile in PT to
a fixed in country:
Call from mobile in PT to a mobile
in country:
Originated Roaming: call to
Agency fixed from a mobile in country:
Received Roaming in
country:
Best price when in country:
Worst price when in country:
Austria Belgium Bulgaria Cyprus Czech Republic Denmark Estonia Finland France Germany Greece Hungary Ireland Italy Latvia Lithuania Luembourg Malta Netherlands Poland Portugal Not applicable Romania Slovakia Slovenia Spain Sweden United Kingdom
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Iceland Norway Switzerland Turkey Ukraine Bosnia and Herzegovina Croatia
Former Yugoslav Republic of Macedonia Rest of Europe (average) Russia Morocco South Corea Japan Canada USA Brasil
Satellite Phones (e.g.: Inmarsat) Not applicable Not applicable Not applicable
Rest of the world (average)
Prices shall be without VAT.
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Price Evaluation Grid n.2 - Equipment and Services
ItemPurchase cost
Setup fee
Monthly fee
Standard mobile phone N/A Advanced mobile phone N/A xDSL/Cable Modem 3G PCMCIA card N/A 3G USB token N/A 3G ExpressCard N/A Wifi Access point N/A BlackBerry device N/A BlackBerry server SW/License N/A BlackBerry monthly fee national BlackBerry monthly fee international Network repeater Smartphone/PDA N/A 3G/GPRS router wifi N/A Gateway fixed-mobile N/A
N/A means "not applicable"Indicated prices shall be without VAT, delivery at Agency premises includedxDSL/Cable Modem installation at Agency premises or at staff member address in Portugal
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% timeMobile voice service availability Mobile data service availability Blackberry service availability SMS gateway service availability Internet connection availability
Working days
Delivery time for SIM card delivery or modification of associated service Delivery time for handset in stock Delivery time for handset not in stock Time for blocking a number
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NOTE: This table does not have to be filled in. It indicates, by means of colour codes, which cells are used in the Price formula for Voice telephony services (Par. 15.1 b)).
Price Evaluation Table - Typology of calls
VOICE
Country
Call from mobile in PT to
a fixed in country:
Call from mobile in PT to a
mobile in country:
Originated Roaming: call to
Agency fixed from a mobile in
country:
Received Roaming in
country:
Austria Belgium Bulgaria Cyprus Czech Republic Denmark Estonia Finland France Germany Greece Hungary Ireland Italy Latvia Lithuania Luembourg Malta Netherlands Poland
Portugal Not applicable
Romania Slovakia Slovenia
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Spain Sweden United Kingdom Iceland Norway Switzerland Turkey Ukraine Bosnia and Herzegovina Croatia
Former Yugoslav Republic of Macedonia Rest of Europe (average) Russia Morocco South Corea Japan Canada USA Brasil
Satellite Phones (e.g.: Inmarsat) Not applicable Not applicable
Not applicable
Rest of the world (average price)
Type A: calls within Portugal Type B: international calls Type C: Originated Roaming Type D: Received Roaming
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