"Form of Bid"

To: The Chairman Procurement Committee on Supply, Installation, Testing «& Commissioning of a Digital Video Encoder for Parliament of Sri Lanka Parliament of Sri Lanka Sri Jayewardenepura Kotte _

SUPPLY, INSTALLATION, T E S T I N G & COMMISSIONING OF A D I G I T A L V I D E O E N C O D E R F O R PARLIAMENT OF SRI LANKA

I. lAVe the undersigned, having read and fully acquainted myself/ourselves with the contents of the "Terms and Conditions of Bid" pertaining to the above bid, along with annexes thereto, do hereby undertake Supply, Installation, Testing & Commissioning of a Digital Video Encoder for Parliament of Sri Lanka, Sri Jayewardenepura Kotte referred to therein, in accordance with the aforesaid Terms and Conditions, for a Total Lump Sum Bid Price cf Rupees

(Rs. ).

2 The price break dovm of the aforesaid Total Bid Price is given in the Price Schedule (Aimex I) attached hereto.

3. The total bid prices indicated in paragraph I and the break down of the bid prices in the Price Schedule (Annex I) attached hereto wil l not be subject to escalation whatsoever.

4. The break down of total bid price given in the Price Schedule (Annex I) attached hereto are only for information and the bidder do hereby undertake Supply, Installation, Testing & Commissioning of a Digital Video Encoder for Parliament of Sri Lanka, Parliament, Sri Jayewardenepura Kotte referred to therein, in accordance with the aforesaid Terms and Conditions of the bid and for bid price indicated in paragraph I .

5. I/We confirm that this offer wi l l be open for acceptance up to 2.00 p.m. of the Date of Closing of bids (30.11.2017).

6. I have read, understood and agree to abide by the Terms and Conditions of the Bid specified here in.

7. I hereby agree to the conditions of the Draft Agreement and know that i f selected, I have to enter into the said agreement with you and to submit an Unconditional Performance Bond as Clause 32 of the Terms and Conditions of this tender.

8. I/We attach with this Form of Bid the following documents as part of my/our bid:

i . Price Schedule i i . Bid Bond (Bank Guarantee)

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"Form of Bid"

i i i . Agreement (with amendments, i f any) iv. Information on my/ our past experience with reference to similar works already

done or being done V. Scope of Work & Technical Specifications vi . Other documents (Please specify your documents)

9. I/We understand that the Procurement Committee is not bound to accept the lowest bid and that the Procurement Committee reserves the right to reject any or all bids or to accept any part of a bid without assigning any reason therefor.

10. My/Our Bank Reference is follows:

Signature of Bidder Date :

Bidder's Name and Address:

Telephone Nos: Land :

Mobile

Witnesses:

i . Signature

Name

Address

Fax No:

Date

i i . Signature

Name

Address

Date

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Price Schedule Annex I

Supply, Installation, Testing & Commissioning of a Digital Video Encoder for Parliament

P R I C E S C H E D U L E

Item Description Qty Unit Price Total

01 Supply of a Digital Video Encoder which meets given Technical Specifications (Annex V)

01

02 Installation, Testing & Commissioning Charges Item

Any other charges (pis. specify)

Sub Total

Taxes

o Total

Note: This price schedule is only for the guidance of the Bidder. The Bidder may change the format as appropriate to suit his technical proposal for Supply, Installation, and Testing & Commissioning of a Digital Video Encoder for Parliament. A l l prices shall be in Sri Lanka Rupees inclusive of transport up to Parliament of Sri Lanka with duties, taxes etc..

Signature of Bidder

Address of the Bidder

"Terms & Conditions" Annex II

Supply, Installation. Testing and Commissioning of a Dipital Video Encoder for Parliament of Sri Lanka

TERMS & CONDITIONS OF BID

1. Purpose and Scope of the Bid Bids are called for "Supply, Installation, Testing and Commissioning of a Digital Video Encoder" as per the detailed Scope of Work and Technical Specifications given in Annex V for the Parliament of Sri Lanka, Sri Jayewardenepura Kotte (hereafter referred to as Parliament).

2. Submission of Bids Sealed Bids in accordance with Clause 12 shall be sent by post under registered cover to the following address to reach before the closing time of Bids as per Clause 23.

Assistant Director (Administration)-Supplies & Services Procurement Committee on Supply, Installation, Testing & Commissioning of a Digital Video Encoder for Parliament of Sri Lanka Supplies & Services Office Parliament of Sri Lanka Sri Jayewardenepura Kotte

3. Bid Bond Bidder shall submit an Unconditional Bid Bond for Rs. 10,000.00 with his bids. The Bid Bond can be made as a Cash Receipt (Paid to Shroff of the Parliament) or a Bank Guarantee to the name of the Secretary General of Parliament which is valid for a period of Sixty (60) days from the date of closing of bids or any agreed extension there of following opening of the Bids.

Any Bid, which is not accompanied with an acceptable Bid Bond as specified above, wi l l be rejected.

4. Past Experience Bidders shall submit with his Bid, documentary evidence for his past experience in similar type of work as per the format in Annex IV

5. Acceptable Material / Equipment A l l Equipment accessories supplied under this bid shall comply with relevant industry standards and shall conform to the Scope of Work and Technical Specifications as per Annex V.

6. Bid Validity Bids shall remain valid for a period of Sixty (60) days from the date of closing of Bids.

7. One Bid per Bidder Bidder shall submit only one Bid and submitting more than one wil l be treated as a disqualification.

8. Format and Signing of Bid Bids shall comprise the documents mentioned in Clause 12 of this "Term and Conditions of Bid", shall be stamped and signed by the Bidder.

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"Terms & Conditions" Annex II

Supply. Installation. Testing and Commissioning of a Dipital Video Encoder for Parliament of Sri Lanka

9. Sealing and Marking of Bids The envelope shall

i . be addressed to the address provided in Clause 2. ii. bear the identification of the contract as defined in Clause 1 (or the letter)

and written "DO NOT OPEN U N T I L L 2.00 p.m. on 30.11.2017" on the top left-hand comer of the envelop.

10. Withdrawal, Modification and Substitution of Bids Any Bidder may modify, substitute or withdraw his Bid after Bid submission, provided that written notice of the modification or withdrawal is received by the Parliament prior to the deadline for submission of the Bids.

Modification, substitution or withdrawal notice shall be prepared, sealed, marked and delivered in accordance with Clause 11, with the outer and inner envelopes additionally marked "MODIFICATION" or "WITHDRAWAL" as appropriate.

Bids wi l l not be allowed to modify, substitute, or withdraw after the deadline for submission of Bids.

11. Address of the Bidder Bidders shall state in their Bids the address to which notices, orders and correspondence relating to the Bid are to be sent. Any change in address shall be notified to the "Assistant Director (Administration)-Supplies & Services, Procurement Committee on Supply, Installation, Testing & Commissioning of a Digital Video Encoder for Parliament of Sri Lanka, Supplies & Services Office, Parliament of Sri Lanka, Sri Jayewardenepura Kotte" forthwith under registered cover. Notices, orders and / or any other correspondence wil l be sent to such stated or notified address.

12. Contents of Bid The Bids shall consist of the documents stated below:-

a. Form of Bid b. Price Schedule (Annex I) c. Bid Bond d. Bidders Past Experience (Annex IV) e. Scope of Work and Technical Specification (Annex V) f Other document(s) deemed necessary (Supplier to specify)

The Bids, which do not include all the documents mentioned above and/or Bids with documents which do not provide all the information requested wil l be considered non-responsive and rejected.

13. Cost of Bidding Bidder shall bear all costs associated with preparation and submission of his Bid, and the Parliament wi l l not be responsible or liable for those costs, regardless of the conduct or outcome of the Bidding process.

14. Subletting or Subcontracting The successfiil Bidder shall not sublet, subcontract or assign the contract or part thereof to any party. The Parliament reserves to itself the right to refuse or to recognise a Power

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"Terms & Conditions" Annex II

Supply, Installation. Testing and Commissioning of a Digital Video Encoder for Parliament of Sri Lanka

of Attorney issued by a contractor to any person authorising such person to carry out the contract on the Contractor's behalf.

15. Job Explanation Meeting (Pre-Bid Meeting) A Job Explanation (JX) Meeting wil l be arranged at 10.00 a.m. on 23.11.2017 in the Parliament premises. Prospective tenderers are advised to attend the JX Meeting and obtain necessary information that may be necessary for preparing the tender. Any cost, whatsoever, for attending the JX Meeting shall be met by the tenderer.

16. Acquaintance with the Terms & Conditions of Bid Bidders will be liable for all risks of errors of whatever kind and are therefore advised in their own interests to acquaint themselves fully with Terms and Conditions of Bid. No plea for lack of information or insufficient information from Bidders wil l be entertained at any time.

17. Amendment of Bidding Documents At any time prior to the deadline for submission of Bids the Parliament may amend the Bidding documents by issuing of Addenda.

18. Mutilation of Documents Alterations & Erasures of Entries Bidders shall not mutilate or alter in anyway any of the documents issued, but shall fill in the blanks and rates where appropriate and affix their signatures in appropriate places. Any alterations, erasures in rates, amounts, etc., in the documents shall be initialled by the Bidder.

19. Language of Bid The language for preparation of Bids shall be the English language.

20. Currencies of Bid The currency of payments shall be Sri Lankan Rupees and Cents.

21. Prices The Bid rate shall be entered in the Price Schedule in figures against the appropriate item. The Total Bid Price shall be stated both in figures and in words. I f there is any discrepancy between the words and the figures, the amount stated in words will be treated as the Bid Price.

22. Queries by Bidders Any Bidder requiring any clarification of the Bid may notify the Parliament in writing before 23.11.2017, preferably by fax, # 0112777352 or # 0112777570. A l l queries wil l be answered at the Pre* Bid Meeting to be held on 23.11.2017 at 10.00 a.m.

23. Closing of Bids Bids shall be received by the Parliament at the address specified in Clause 2, not later than 2.00 p.m. on 30.11.2017.

The Parliament may, at its discretion, extend the deadline for submission of Bids by issuing an Addendum, in which case all rights and obligations of the Parliament and the Bidders previously subject to the original deadline wil l thereafter be subject to the deadline as extended.

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"Terms & Conditions" Annex II

Supply. Installation. Testing and Commissioning of a Digital Video Encoder for Parliament of Sri Lanka

24. Late Bids Any Bid received by the Parliament after the deadline for submission of Bids wil l be returned unopened to the Bidder.

25. Bid Opening Bids wi l l be opened immediately after closing of Bids as specified in Clause 23 at the Parliament of Sri Lanka, Sri Jayewardenepura Kotte. Bidders/or their representatives may be present at the opening of Bids.

The Bidders' names, the Bid prices, including any alternative Bid price or deviation, and discounts. Bid modifications and withdrawals, the presence (or absence) of Bid Security and any such details as the Parliament may consider appropriate, will be announced at the opening.

26. Evaluation and Comparison of Bids The Parliament wil l evaluate and compare only the Bids determined to be substantially responsive.

27. Clarifications of Bids To assist in evaluation of Bids, the Parliament may, at its discretion, ask any Bidder for clarification of its Bid. The response for any such clarification shall be in writing, preferably by fax # 0112777352 or # 0112777570.

No change in the price or substance of the Bid shall be sought, offered, or permitted by the Bidder except as required to confirm the correction of arithmetical errors discovered by the Parliament in the evaluation of the Bids.

28. Award of Contract The Procurement Committee may award the Contract to the Bidder whose Bid has been determined to be substantially responsive to the Bidding documents and to be technically and economically acceptable.

Acceptable Bid need not necessarily be the Bid with lowest Bid price.

29. Right to accept any Bid and to reject any or all Bids The Procurement Committee reserves the right to accept or reject any Bid, and to annul the Bidding process and reject all Bids, at any time prior to award of contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for such action.

30. Notification of Award Prior to expiration of the period of Bid validity, the Parliament wi l l notify the successftil Bidder by fax confirmed by registered letter that his Bid has been accepted. This letter wil l specify the sum, which the Parliament wi l l pay the Contractor in consideration of the execution and completion of the Contract as prescribed by the Terms and Conditions of the Bid.

Notification of Award of Bid and other documents wil l be deemed to have been received by the Bidder, i f it had been sent by post addressed to, or left at the address given by the Bidder, which wil l constitute the formation of the Contract. I f the bidder needs to do any amendments to the draft agreement, he shall inform.

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"Terms & Conditions" Annex II

Supply. Installation, Testing and Commissioning of a Digital Video Encoder for Parliament of Sri Lanka

31. Signing of Agreement The successful Bidder shall enter in to an Agreement within 14 days from the date of the Notification of Award. The agreement shall be entered in to by the successful Bidder with the Secretary General of Parliament, acting for and on behalf of Parliament and the designation of such officer shall mean and include the officer holding such office and his successors in office of the Parliament. The selected Bidder shall come with the Performance Bond as stipulated in Clause 32.

I f the successful Bidder declines or fails, for any reason, to execute the Contract and/or to furnish a Performance Bond, as stipulated, he wi l l be deemed to be a defaulter and be forfeiture of the Bid Bond.

The Bid Security of the successfiil Bidder wi l l be returned after executing the Contract Agreement and providing an acceptable Performance Bond.

32. Performance Bond Bidder shall submit an Unconditional Performance Bond to the value of 10% of the total bid price at the time of signing of the Contract Agreement. The Performance Bond can be made as a Cash Receipt (Paid to Shroff of the Parliament) or a Bank Guarantee to the name of the Secretary General of Parliament which should be valid 30 days beyond the Date of Completion set forth in the Contract Agreement or any agreed extension thereof, starting from the Date of Commencement set forth therein.

33. Unsuccessful Bidders Bid Bonds wi l l be returned to unsuccessftal Bidders after it is determined that they wil l not be awarded the Contract.

34. Commencement of Work The successftil Bidder shall commence the work promptly upon the commencement date set forth in the Contract Agreement and shall prosecute the completion thereof with diligence and dispatch in such a way as to ensure the Final Completion Date is achieved.

35. Bid, Contract and the Sri Lanka Law The Bid and any contract resulting therefrom shall be governed by and construed according to the laws of Sri Lanka.

36. Arbitration Any dispute arising out of or in connection with the Contract shall be settled amicably between both parties. I f after all avenues for settlement of disputes and differences by mutual agreement as provided for by this Contract have been exhausted, it shall be dealt with in accordance with the provisions of Arbitration Act No. 11 of 1995.

37. Date of Completion The successful Bidder shall complete the Supply, Installation, Testing & Commissioning of a Digital Video Encoder to the satisfaction of the Parliament and hand over within 14 Days from the Date of Commencement set forth in the Contract Agreement unless otherwise agreed to.

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"Terms & Conditions" Annex I I

Supply. Installation. Testing and Commissioning of a Digital Video Encoder for Parliament of Sri Lanka

38. Warranty Period The successful Bidder shall be required to maintain and rectify any defect of the above work for a minimum period of 03 years from the date of commissioning of the Digital Video Encoder free of charge. A l l material, transport, labour etc. for such maintenance and to rectify any defects shall be provided by the successful Bidder free of charge.

39. Payment The payment will be made to the successful supplier as indicated below;

i) 95% of total Bid Price after the Supply, Testing & Commissioning of the Video Encoder to the satisfaction of the relevant authorities of the Parliament

ii) Retention of 5% of total Bided price be released after Six (06) months of successftal operation of the Video Encoder to the satisfaction of the relevant authorities of the Parliament.

40. Penalty for Delay In the event of failure to execute the supply in due time and manner as stipulated in these documents, then a sum of 1% per week of the Total Bid Price for each and every week that may lapse after the due date of completion or such extended date and the actual date of completion shall be payable and enforceable by the sole fact of the delay without legal or other formality, as decided by the Secretary General of Parliament, Parliament of Sri Lanka, Sri Jayewardenepura Kotte.

41. Default of Contract Should the supply and delivery of all or any portion of the Contract is not completed within the period specified in the contract, the Secretary General of Parliament, Parliament of Sri Lanka shall be at liberty without prejudice, to determine any other remedy for breach of contract, whether wholly or to the extent of such default. The Secretary General of Parliament, Parliament of Sri Lanka shall be at liberty to recommend to order from alternative sources, material and equipment, services of the same or similar description to make good.

C H A I R M A N Procurement Committee on Supply, Installation, Testing & Commissioning of a Digital Video Encoder for Parliament of Sri Lanka Parliament of Sri Lanka Sri Jayewardenepura Kotte

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"Agreement" Annex I I I

Supply. Installation, Testing & Commissioning of a Dipital Video Encoder for Parliament of Sri Lanka

(DRAFT) AGREEMENT

No.

THIS AGREEMENT made and entered into at Parliament of Sri Lanka on this day of December, Two Thousand and Seventeen (2017)

by and between

The Secretary-General of Parliament of Parliament Secretariat, Sri Jayawardenapura Kotte in the Democratic Socialist Republic of Sri Lanka (hereinafter sometimes called and referred to as "the Employer") which term or expression shall where the context so requires or admits mean and include the said Secretary-General of Parliament and his successors, assignees in the said office and officers who are acting or performing the fiinctions in the office for the time being of the ONE PART.

and

(name of the company), a company duly incorporated under the Companies Act and having its Registered Office at (address of the Company) in the said republic (hereinafter sometimes called and referred to as "the Contractor") which term or expression as herein used shall where the context so requires or admits mean and include the said (name of the company) its successors, executors or permitted assigns of the OTHER PART.

WHEREAS the Employer is desirous that Supply, Installation, Testing & Commissioning of a Digital Video Encoder for Parliament of Sri Lanka more fiilly described in the schedule hereto be executed, completed and has accepted a Procurement dated

by the Contractor for the execution, completion of the said works.

NOW THIS AGREEMENT WITNESSETH as follows:-

1. The words and expressions in this agreement shall have the meaning assigned to them in the Terms and Condhions of Contract which is part and parcel of this agreement.

2. The documents referred in the schedule hereto shall be deemed to form, be read with and construed as part and parcel of this agreement;

Page! of3

"Agreement" Annex I I I

Supply, Installation. Testing & Commissioninp of a Digital Video Encoder for Parliament of Sri Lanka

Completion) more fiilly described in the schedule hereto, in conformity in all respects with the provisions of the contract, more fully described in the Terms and Conditions of Bid aforesaid, in consideration of the payments to be made by the Employer to the Contractor, subject to any penalty for delay.

4) The Employer shall pay the contractor the contract price at the times and in the manner described by the Terms and Conditions of this agreement, in consideration of the execution, completion of the Contract aforesaid. I

In witness, whereof the party of the first part has set his hand hereunto and the party of the second part has caused its common seal be hereunto affixed and signed on the day and year aforementioned.

(Signature - Party of the first part) Name of Signatory

3) The Contractor shall complete the Contract on or before (Date of

(Signature - Party of the second part) Name of Signatory

Common seal of

Signed, sealed and delivered by the said parties in the presence of;

Signatures of Witnesses Names and addresses of Signatories

(1)

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_ "Agreement" Annex III

Supply. Installation. Testing & Commissioning of a Digital Video Encoder for Parliament of Sri Lanka

(2)

Schedule above referred to:

The works aforesaid are as follows fully described in-

1. The Form of Bid

2. The Terms and Conditions of Bid 3. Performance Bond 4. Scope of Work & Technical Specifications 5. The Price Schedule 6. Manufacturers Product information and Installation manual procedures 7. Bidder's relevant Brochures 8. Bid Clarifications and Bidder's responses, i f any 9. The letter of Award by the Employer 10. Pi specify other documents of yours i f any

Pages of3

Annex IV

SUPPLY, INSTALLATION, TESTING «& COMMISSIONING OF A D I G I T A L VIDEO ENCODER FOR PARLIAMENT OF SRI LANKA

BIDDER'S PAST E X P E R I E N C E ON SIMILAR W O R K

No Client Organization Address & Contact Person

Date of Contract Award and Period

Detailed Description of Work done & Approx. Total Cost

1.

2.

3.

4.

5.

6.

Please add pages as necessary to include all the work done in similar nature during t as Letter of Award, Completion Certificates, etc. shall be attached in support of the i

he past five (5) years. Documentary evidence such nformation given in this page.

Page 1 of 1

Annex-V

Supply. Installation. Testing & Commissioning of a Digital Video Encoder for Parliament of Sri Lanka

Scope of work and Technical Specifications

New digital video encoder is required to be installed in CCTV room to receive HD-SDI of live Parliamentary proceedings provided by Parliament for webcasting through Parliament website and Mobile App.

The system has to have advanced compression techniques to transmit high quality video and different audio channels over IP within limited bandwidth to the WOWZA streaming server installed in the server room. Parliament facilitate the network connectivity between CCTV room and the server room within a minimum 100 Mbps multicast enabled V L A N

The media stream received by the streaming has to be made available for Parliament Live website and Mobile App.

Product Data Metric Required Bidder's

Comments

G E N E R A L

Brand Specify

Model Specify

OEM product Specified Only reputed brands

Digital video Input Specified HD-SDI Signal

Support minimum 4 Embedded Audio input channels

Specified Yes

Specify compression techniques to transmit high qualify Video and different Audio channels over IP within a limited Bandwidth

Specified H.264 or better

Ethernet ready out from Video encoder Specified Yes

Existing stremaing server (WOWZA) hosted in Parliament shoud be configured to receive digital Encoder out

Specified Yes

W A R R A N T Y * D E P L O Y M E N T *

Deployment Specified yes

Warranfy Specified Three year Comprehensive