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BIDDING DOCUMENT FOR TENDER FOR THE SUPPLY AND INSTALLATION OF LAN AT LOCUS

DYNAMICS OFFICES.

TITLE OF THE TENDER:

SUPPLY AND INSTALLATION OF LAN FOR LOCUS DYNAMICS OFFICES.

TENDER REFERENCE NUMBER:

OCB/001/07/LD/20

Market approach Open Competitive Bidding

PROCUREMENT METHOD:

NCB

DATE OF ISSUE: July, 2020

Prepared by: Approved by:

Dan NGOGA Wilson KAGABO

Head of Procurement Managing Director

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Tel (250) 280305002 Ref: LD/….../07/SUP/PROC July 21, 2020 INVITATION TO TENDER N0: OCB/001/07/LD/2020 1. Locus Dynamics Ltd Invites qualified bidders to submit their bids for the Tender for the Supply

and installation of LAN for Locus Dynamics offices.

2. Well printed bids properly bound must be submitted in 02 copies of which, one is original and 01 copy conforming to the original. Bids in sealed envelopes must be addressed and submitted to Locus Dynamics procurement office on 29/07/2020 at 10:00 am. Late bids shall be rejected and returned unopened.

3. Proof of payment for the purchase of tender document of non-refundable fee of Ten

Thousand Rwandan Francs (10,000 Rwf) on Account Number 7023371 opened in Zigama CSS 4. The opening of bids will take place on the same day of submission of bids in the presence of

bidders or their representatives who choose to attend from 10:10am. In Locus Dynamics Board room, Bodifa House 7th floor, Kimihurura opposite parliament.

5. Any information regarding the aforementioned tenders may be obtained through tel.

+250738647061: Email; dan.ngoga@ngali.com

Wilson B. KAGABO Managing Director

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Section 1: INSTRUCTION TO ALL BIDDERS

1. MANDATORY ADMINISTRATIVE DOCUMENTS THAT MUST BE SUBMITTED

a) Copy of company registration certificate (Certificate of incorporation)

b) A copy notified of tax clearance from RSSB

c) A copy of tax clearance from Rwanda Revenue authority

d) A letter of commitment to provide services and within the agreed period.

e) Proof of purchase of tender document.

The content of the Administrative Documents will be evaluated pursuant to the requirements

described in this tender. If the Administrative Documents are evaluated as being fully-compliant,

they will receive a “pass” score. If the contents of the Administrative Documents are determined

as being non-compliant, they will receive a “fail” score and will not qualify for Technical

evaluation.

2. ELIGIBLE BIDDERS

a) Bidders black listed/debarred or suspended by the Rwandan Public Procurement

Authority (RPPA) shall not be considered for technical evaluation.

b) A bidder shall not have a conflict of interest. All bidders found to have conflict of interest

shall be disqualified. Bidders may be considered to have a conflict of interest with one or

more parties in this bidding process, if they are associated, or has been associated in the

past, directly or indirectly, with the consultant or any other entity that has prepared the

design, specifications, and other documents for the Project or being proposed as Project

Manager for the Contract. A firm that has been engaged by the Procuring Entity to

provide consulting services for the preparation or supervision of the works, and any of its

affiliates shall not be eligible.

3. COST OF BIDDING

The bidder shall bear all costs associated with the preparation, submission of his bid, appeal fee

or any other expenses that s/he may incur during procurement proceedings, and Locus Dynamics

shall in no case be responsible or liable for those costs. Locus Dynamics shall not be liable for any

consequences related to the rejection of all bids or the cancellation of the procurement

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proceedings due to the reasons provided for by the company’s procurement manual, unless it is

proved that it was a consequence of its irresponsible conduct.

4. EVALUATION CRITERIA

This Section complements the Instructions to Bidders (ITB 10.1). It contains the criteria that

the Procuring Entity may use to evaluate a bid and determine whether a Bidder has the

required qualifications. No other criteria shall be used.

5. CONTRACT AWARD

The Bidder with the lowest price after evaluation process will be invited for contract negotiations

and signature upon mutual agreement.

Section 2: TECHNICAL SPECIFICATIONS

Specifications for LOCUS DYNAMICS (LD) LAN Installation and electricity wiring alongside LAN,

and supply of hardware and software.

About LD

Locus Dynamics Ltd. (LD) is a system engineering and integration company, a wholly owned

subsidiary of Locus Dynamics (NH) Ltd, with a specific focus in areas of:

Aerospace & Robotics

Information Technology

Homeland Security.

Locus dynamics vision is to be a leader in offering technology solutions that positively impact and

inspire lives.

Specification for Installation

Locus dynamics here by requests potential bidders to an open competition for installation of

LAN and Electricity wiring alongside LAN at its offices located in WDA premises.

1.Scope of Work

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1. The cabling will move from the rack trainer’s office (that will be made known to all

suppliers) to the new office (all cable should be patched to the patch panel before moving

to the switch) and from the switches to office.

2. The successful bidder will be responsible for cabling and wiring the entire LAN.

3. Internet connection will be obtained from server room to the RACK located near the

office.

4. Only industrial patch cords will be accepted.

5. LAN power will be obtained from the main UPS located in the server room distributed to

the whole office only for computers usage and will also be installed alongside trucking.

6. One port for Access points that will be mounted on the wall for wireless connection.

7. Two port for printers.

8. Printers power outlets shouldn’t be connected to the UPS; it should be connected

directly from the main power.

9. Quantities proposed by the supplier may be added or reduced by the client, and will be

supplied, and verified prior to installation.

10. Clean installation to avoid as much as possible exposure of trunks and cabling.

11. The alignment from the Patch panel should meet the number of ports on switch and

office respectively and provide a clear Network diagram to the IT Department.

Network and LAN installation

No ITEMS DESCRIPTION & SPECS UNIT QTY

1 Firewall

PC 1

ASA 5545-X with SW 8GE

Data| GE Mgmt AC

3DES/AES:

a. SC CORE 24x7x4 ASA

5545-X with SW 36 Months

b. ASA 5545-X/5555-X AC

Power Supply

c. ASA 9.1 Software Image

d. 10 SSL VPN Premium User

License

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e. VPN Client AnyConnect -

Secure Mobility (Windows,

Mac and Linux)

f. AC Power Cord (UK) C13

BS 1363 2.5m

g. Strong Encryption License

(3DES/AES)

At least 2 years Waranty

2 Switch

Prosafe 48 port gigabit

Ethernet unmanaged switch

|Rackmount

Prosafe 24 port Gigabit

rackmount

-Switching bandwidth: 48

Gbps

Latency: 20 µs max

-Packet buffer memory: 2mb

-24 10/100/1000 mbps

-Rj-45 port

-Availability of LEDs:

-Unit: power,

-Per port: link, activity,

speed

-Package: the gigabit switch

has to come with power

adapter, installation Guide-

Rackmount kit

PC 1

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At least 2 years’ warranty.

Work with UTP Cat 6

Dimension:

43x330x169(1.7x13x6.6

ELECTRICAL outlets and cabling

3 Trunking Trunking 50x50 PC 12

4 Legrand Trunking legrand 100x50 PC 6

5 End Cap End Cap LeGrand PC 18

6 Legrand socket Jack Module RJ45 PC 35

7 Patch Guide Patch guide PC 1

8 Patch Cord

(Dintex)

Patch cord cat6(Flexible) -

1m

PC 35

9 Patch Cord

(Dintex)

Patch cord cat6 - 3m PC 35

10 UTP Cable UTP Cable CAT 6, BOX PC 4

11 V.O.B 2,5 V.O.B 2,5 Cable Oman ROLL 6

12 Power Socket Power Socket leGrand PC 8

13 D Box Distribution Box PC 1

14 Break 32A Socket Break 32A PC 1

15 FUSE 16A FUSE 16A PC 2

16 Cable Ties Cable Ties BOX 3

17 Wall Plugs Wall Plugs 8mm BOX 3

2.Duration/Timeframe

It is expected to take not more than 20 calendar days.

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Note: 1. the interested bidder must provide an image/draft of the proposed layout to Locus after

visiting the site.

3.Selection Criteria

The company Should have:

i. Proven Experience in the same field.

ii. Profile and experience of the company.

iii. Professional capacity and experience

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Section 3: INSTRUCTIONS TO BIDDERS, BID DATA SHEET (BDS)

The following specific data for the services to be procured shall complement, supplement, or

amend the provisions in the Instructions to Bidders (ITB). Whenever there is a conflict, the

provisions herein shall prevail over those in ITB.

ITB Clause

Reference

A. General

ITB 1.1 The Procuring Entity is LOCUS DYNAMICS LTD

ITB 1.2 The name and identification number of the tender are: OCB/001/07/LD/20 Supply and

installation of LAN for Locus Dynamics offices.

ITB 1.3 The Source of funds: LOCUS DYNAMICS LTD

B. Contents of Bidding Documents

ITB 2.1 Financial Proposal to be submitted together with Technical Proposal: YES __/NO _____

ITB 2.2 A pre-proposal conference will be held: YES_______ /NO

ITB 2.3 Proposals must remain valid ______60 days____ after the submission date,

ITB 2.4 Clarifications may be requested not later than 3 days before the submission date.

For Clarification of bid purposes only, the Procuring Entity’s address is:

LOCUS DYNAMICS LTD

Bodifa Mercy House, 7th Floor, Kimihurua,

Gasabo, Kigali – Rwanda

Email:dan.ngoga@ngali.com

C. Preparation of Bids

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ITB 3.1 The language of the bid is “English”

Bidders are permitted to submit their bids in ENGLISH. Bidders shall not submit bids in more

than one language. The Contract to be signed with the winning Bidder shall be written in

English, which will be the language that shall govern the contractual relations between the

Procuring Entity and the winning Bidder.

ITB 3.2 The Bidder shall submit the following documents in its bid:

NB: As stated in Section 2

ITB 3.3 Alternative Bids shall not be considered and shall lead to the automatic rejection of the

offer

ITB 4.1 Training is a specific component of this assignment: YES_____/NO______

ITB 5.1 Amounts payable by the Client to the Consultant under the contract to be subject to local

taxation: YES__________/NO_____________

ITB 5.2 Consultant to state local cost in the national currency: YES___/NO___/

Optional___

ITB 5.3 Consultant must submit the original and ____1___ copy of both the Technical Proposal

and Financial Proposal.

ITB 5.4 Prices quoted for each article shall correspond at least to 100 % of the items specified for

the Bidding Document.

ITB 7.1 After sale services are required: N/A

ITB 8.1 Bid shall NOT include a Bid Security

ITB 8.2 The amount of the Bid Security: N/A

A. Submission and Opening of Bids

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ITB 9.1 The envelopes shall bear the following additional identification marks:

1. Sealed in an envelop bearing “ADMINISTRATIVE AND TECHNICAL BID”

2. Sealed in an envelop bearing “FINANCIAL BID”

Together in one envelop bearing”

To: LOCUS DYNAMICS LTD

TENDER OCB/001/07/LD/20 FOR SUPPLY AND INSTALLATION OF LAN FOR LOCUS

DYNAMICS OFFICES.

“TO BE OPENED IN PUBLIC ONLY”

ITB 9.2 Bids shall be received at LOCUS DYNAMICS LTD office no later than

Date: 29/07/2020

Hour: 10:00am

ITB 9.3 The bid opening shall take place at the following address:

LOCUS DYNAMICS LTD Board Room

Date 29/07/2020

Hour : 10:10am

A. Evaluation and Comparison of Bids

ITB 10.1 The evaluation will be carried out based on experience in the similar field and the proposed

amount.

Bid prices expressed in different currencies shall be converted in Rwanda Francs (RWF)

The source of exchange rate shall be the National Bank of Rwanda

The date for the exchange rate shall be the bids opening date

ITB 11.1 Domestic preference shall not be a bid evaluation factor.

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B. Award of Contract

ITB 12.1 The maximum percentage by which quantities or prices may be increased or decreased is

15%

Bid Submission Form

[The Bidder shall fill in this Form in accordance with the instructions indicated No alterations to

its format shall be permitted and no substitutions shall be accepted.]

Date: [insert date (as day, month and year) of Bid Submission]

Tender No.: [insert number of tender notice]

Or Invitation for Bid No.: [insert No of IFB]

Alternative No.: [insert identification No if this is a Bid for an alternative]

To: [insert complete name of Purchaser]

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Documents, including Addenda

No.: ______________[insert the number and issuing date of each Addenda];

(b) We offer to supply in conformity with the Bidding Documents and in accordance with the

Delivery Schedules specified in the Schedule of Requirements the following Services and

Related Services _______________________ [insert a brief description of the Services and

Related Services];

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(c) The total price of our Bid, excluding any discounts offered in item (d) below, is:

______________________________[insert the total bid price in words and figures,

indicating the various amounts and the respective currencies];

(d) The discounts offered and the methodology for their application are:

Discounts: If our bid is accepted, the following discounts shall apply. _______ [Specify in

detail each discount offered and the specific item of the Schedule of Requirements to which

it applies.]

Methodology of Application of the Discounts: The discounts shall be applied using the

following method: __________ [Specify in detail the method that shall be used to apply the

discounts];

(e) Our bid shall be valid for the period of time specified in ITB Sub-Clause 2.3, from the date

fixed for the bid submission deadline, and it shall remain binding upon us and may be

accepted at any time before the expiration of that period;

(f) We have no conflict of interest.

(g) Our firm, its affiliates or subsidiaries—including any subcontractors or suppliers for any part

of the contract—has not been declared ineligible by the LOCUS DYNAMICS LTD AND ITS,

under Rwanda laws or official regulations.

(i) We understand that this bid, together with your written acceptance thereof included in

your notification of award, shall constitute a binding contract between us, until a formal

contract is prepared and executed.

(j) We understand that you are not bound to accept the lowest evaluated bid or any other bid

that you may receive.

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Signed: _______________ [insert signature and stamp of person whose name and capacity are

shown]

In the capacity of _______[insert legal capacity of person signing the Bid Submission Form]

Name: ____________ [insert complete name of person signing the Bid Submission Form]

Duly authorized to sign the bid for and on behalf of:_____ [insert complete name of Bidder]

Dated on ____________ day of __________________, _______ [insert date of signing]

[Location, Date]

To: [Name and address of Client]

Dear Sirs:

We, the undersigned, offer to provide the consulting services for [Insert title of

assignment] in accordance with your Request for Proposal dated [Insert Date] and our Proposal.

We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial

Proposal sealed under a separate envelope1.We are submitting our Proposal in association with:

[Insert a list with full name and address of each associated Consultant]2

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We hereby declare that all the information and statements made in this Proposal are true

and accept that any misinterpretation contained in it may lead to our disqualification.

If negotiations are held during the period of validity of the Proposal, i.e., before the date

indicated in Paragraph Reference 1.11 of the Data Sheet, we undertake to negotiate on the basis

of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting

from Contract negotiations.

We undertake, if our Proposal is accepted, to initiate the consulting services related to

the assignment not later than the date indicated in Paragraph Reference 6.1 of the Data Sheet.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature:

Name and Title of Signatory:

Name of Consultant:

Address:

1 [In case Paragraph Reference 1.2 of the Data Sheet requires to submit a Technical Proposal

only, replace this sentence with: “We are hereby submitting our Proposal, which includes this

Technical Proposal only.”]

2 [Delete in case no association is foreseen.]

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FORM TECH-2 CONSULTANT’S ORGANIZATION AND EXPERIENCE

A - Consultant’s Organization

[Provide here a brief (two pages) description of the background and organization of your

Consultant/entity and each associate for this assignment.]

B - Consultant’s Experience

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[Using the format below, provide information on each assignment for which your Consultant,

and each associate for this assignment, was legally contracted either individually as a corporate

entity or as one of the major companies within an association, for carrying out consulting

services similar to the ones requested under this assignment.]

Assignment name:

Approx. value of the contract (in currency:

Rwanda francs or freely convertible currency]

Country:

Location within country:

Duration of assignment (months):

Name of Client:

Total No of staff-months of the assignment:

Address:

Approx. value of the services provided by your

Consultant under the contract (in currency:

US$, Euro, RWF, etc…):

Start date (month/year):

Completion date (month/year):

No of professional staff-months provided by

associated Consultants:

Name of associated Consultants, if any:

Name of senior professional staff of your

Consultant involved and functions performed

(indicate most significant profiles such as

Project Director/Coordinator, Team Leader):

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Narrative description of Project:

Description of actual services provided by your staff within the assignment:

Consultant’s Name: and Signature

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Financial Proposal - Standard Forms

Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal

according to the instructions set forth in this bidding document. Such Forms are to be used

whichever is the selection method indicated in para. 4 of the Letter of Invitation.

[The Appendix “Financial Negotiations - Breakdown of Remuneration Rates” is to be only used

for financial negotiations when Quality-Based Selection, Selection Based on Qualifications, or

Single-Source Selection method is adopted, according to the indications provided under para.

6.3 of Section 2.]

FIN-1 Financial Proposal Submission Form

FIN-2 Summary of Costs

FIN-3 Breakdown of Costs by Activity

FIN-4 Breakdown of Remuneration

FIN-5 Reimbursable expenses

FORM FIN-1 FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To: [Name and address of Client]

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Dear Sirs:

We, the undersigned, offer to provide the consulting services for [Insert title of

assignment] in accordance with your Request for Proposal dated [Insert Date] and our Technical

Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) in words and

figures1]. This amount is exclusive of the local taxes, which shall be identified during negotiations

and shall be added to the above amount.

Our Financial Proposal shall be binding upon us subject to the modifications resulting

from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before the

date indicated in Paragraph Reference 2.3 of the Data Sheet.

Commissions and gratuities paid or to be paid by us to agents relating to this Proposal and

Contract execution, if we are awarded the Contract, are listed below2:

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Consultant:

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Address:

1 Amounts must coincide with the ones indicated under Total Cost of Financial proposal in Form

FIN-2.

2 If applicable, replace this paragraph with: “No commissions or gratuities have been or are to

paid by us to agents relating to this Proposal and Contract execution.”