REQUEST FOR QUOTATIONS

Transcription

1 REQUEST FOR QUOTATIONS PROVISON OF MAINTANCE SERVICES FOR ALL NETWORK EQUIPMENT PREVENTIVE AND CORRECTIVE MAINTANCES, LAN EXTENTION PER REQUEST BACKGROUND ORGANIZATION Procurement Number: AUC/AHRM/MIS/NC/236/2018 June,

2 Dear Sir:- Date: - June 25, 2018 The AUC invites you to submit your quotation for provision of maintained services for all network equipment preventive and corrective maintenance, LAN extension per request background organization. Any resulting order shall be subject to the General Conditions of Contract for Purchase Orders (attached) except where modified by this Request for Quotations (RFQ). SECTION A: REQUEST FOR QUOTATION For Production of office equipment for DIC Directorate 1) Currency of Quotation :- Ethiopian Birr/USD 2) Services are to commence by: Immediately after Purchasing order. 3) Services are to be completed by: frame work contract for three years from the date of contract effectiveness. 4) Quotations must be valid for two months from the return by Date given below. 5) Quotations and supporting documents as specified in Section B must be marked with the Procurement Number given above and indicate your acceptance of the stated terms and conditions. 6) Quotations must be received, in sealed envelopes no later than: July 13, 2018 at 3:00pm Addis Ababa time. Bids will be opened at AUC meeting Hall, July 13, 2018 at 3:30pm Addis Ababa time. 7) Quotations must be returned to: Attention: Head Procurement, Travel and Stores Division Street Address: African Union Commission, Roosevelt Street Floor/ Room number: 3rd Floor, Building C City: Addis Ababa ZIP/Postal Code: P.O Box 3243 Country: Ethiopia 8) The attached Schedule of Rates and Prices at Section C and Technical Data at Section D detail the services to be performed. 9) You are requested to quote by completing Sections B, C and D. Quotations shall cover all costs required to undertake the service for the coming three years. The cost is not subjected to any price adjustment. That is fixed term frame work contract modality is applied for the bid. The whole cost of performing the services shall be included in the items stated and the cost of any incidental services shall be deemed to be included in the prices quoted. 2

3 10) Quotations that are responsive, qualified and technically compliant will be ranked according to price. Award of Contract will be made to the technically experienced and financially the lowest priced quotation based on the evaluation criteria and scope of services indicated in this RFQ. 11) Payments will be made in accordance with any resulting order within thirty (30) days of receipt of an invoice supported by a certificate of satisfactory completion signed by user department Signed: Title/Position.. For and on behalf of the Purchaser Name Your quotation is to be returned on this Form by completing and returning Sections B, C and D including any other information and certification as stated within this RFQ. SECTION B: QUOTATION DETAILS 1) Currency of Quotation 2) Services will commence within..days/weeks from date of Purchase Order. 3) Services to be completed by days/weeks/months from date of Purchase Order 4) Validity period of this quotation is..days from the Return by Date. 5) We enclose the following document(s) as required by the Purchaser:.. 6) We confirm that our quotation is subject to the African Union General Conditions of Contract for Purchase Orders and is based on the terms and conditions stated in your Request for Quotation referenced above. 7) We confirm that the prices quoted are fixed and firm for the duration of the validity period and will not be subject to revision or variation. Authorised By: Signature: Name: Position: Date: Authorised for and on behalf of: 3

4 Company: Registered Address:.... SECTION C: SCHEDULE OF RATES AND PRICES (TO BE PRICED BY BIDDER) no Descriptions Quantity Unit cost/ month Total cost/ three years 1 The preventive/corrective/network expansion maintenance 2 Preventive/corrective/network expansion services/activities 3 Additional areas of work: i. Recommend purchase of hardware for purchases; 4 ii. Taking inventory of all Network devices, on a quarterly basis. lump sum lump sum lump sum lump sum Authorised By: Signature: Name: Position: Date: (DD/MM/YY) Authorised for and on behalf of: Company: 4

5 SECTION D: TERMS OF REFERENCE TERMS OF REFERNCE PROVISON OF MAINTANCE SERVICES FOR ALL NETWORK EQUIPMENT PREVENTIVE AND CORRECTIVE MAINTANCES, LAN EXTENTION PER REQUEST. BACKGROUND ORGANIZATION. The African Union, established as a unique Pan African continental body, is charged with spearheading Africa s rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a new partnership worldwide. Its Headquarters is located in Addis Ababa, capital city of Ethiopia African Union is Using a number of electronics equipment that include: Routers, Switches for LAN/WAN, PABX system with Intercom, Wiring cabinets, Wiring cabinets fans,that require the services of the Maintenance providers to service on routine basis (Preventive Maintenance) also repair faults (Collective Maintenance) at a minimum downtime AU also does network expansion based on new recruited staff or users who move from office to office thus, network expansion is needed per MIS request based on tickets we have or requests we get through memo etc. OBJECTIVE The Objective is to contract an experienced ICT service provider (Firm) to provide Preventive/Corrective Maintenance for all Network equipment and to respond to the demand of node expansion of mostly new comers and users moving from to different locations Contractor s Responsibility Contractor shall: a) Provide the services set forth in the TOR i.e. chooses the most suitable processes, methods and equipment to perform its services under this contract, at competitive costs. b) Undertake to perform the services with the highest standards of professional, ethical competence and integrity. 5

6 c) Be responsible for any damages done to equipment as a result of the service provider s negligence. d) Notify MIS in writing within a maximum of 2 days incase it s unable to respect a contractual stipulation indicating the reasons. SCOPE AND EXTENT OF WORK The preventive/corrective/network expansion will include but not be limited to following: Shall be done using proper tools such as Desoldering suckers, blower brush, cable cutters, etc should be able to supply network expansion equipment like access switches, trunking, keystones, wall outlets,rj45 etc Preventive/corrective/network expansion services/activities Blow dust out of wiring cabinet, Network devices in Wiring Cabinets, rack fans, UPS in wiring Cabinets, other Network devices Conduct regular check and test of the state of the equipment etc Avail technicians on call at all times when need arises on site Upon MIS requests provide network expansion in AU premises Note: Regular Preventive Maintenance shall be performed on aquarterly basis (i.e. within the 1st week of the month at the start of each quarter) and shall cover Physical check-up; External Cleaning; accompanied by a Preventive Maintenance Report and network expansion will be done per a call request. Additional areas of work: The provider shall: Recommend purchase of hardware for purchases; Taking inventory of all Network devices, on a quarterly basis. Equipment Spare Parts a) Spare parts of the same brand, model, features and functionalities shall be made available and operational within (24) hours from the time the problem is reported by the MIS for the equipment undergoing repair. Repair shall not exceed two (2) weeks, beyond which, the spares provided by the Contractor shall be forfeited in favor of the AU as permanent replacement. 6

7 b) Defective units/parts shall be replaced with the same quality and specifications and operating systems/licenses shall be re- installed/reconfigured and made operational within four (24) hours from the time the problem is reported by the MIS at no additional cost to the MIS C)All replaced equipment/units/parts diagnosed to be unserviceable shall be returned to the MIS for proper disposal. The contractor shall provide information on product alerts, notices, and latest product versions as well as any updates/upgrades available. Deliveries Properly functioning and efficient network devices. Fully installed and properly functioning Network Equipment. Good working condition of Network systems in AUC premises. A quick service for new nodes to newly recruit and the movers from office to office. PERSONNEL/QUALIFICATIONS Legally registered organization, Business Company with requisite experience and background Minimum 5 years of experience in providing IT support services (software and hardware, networking services) Experience in providing IT support services for multi-national organizations, intergovernment organizations, business companies, and the United Nations Agencies is an advantage; Excellent skills in the planning and execution of preventive and remedial/corrective maintenance Expertise in Local Area Network (LAN) operations Experience in hardware maintenance of IT equipment; Great experience in handling well network devices The company must have IT support personnel with the following qualifications: 7

8 University degree or diploma in Information Technology, Computer Sciences, Engineering or any other related fields Minimum of two years working experience as IT support staff Hands-on experience in trouble-shooting, networking, hardware and software maintenance Previous working experience in or with UN/NGO is an asset Good command of English, both written and spoken Able to work under challenging circumstances with minimum supervision TIMEFRAME AND LOCATION The services provided by the Contractor shall be on quarterly for preventive/corrective maintenance and on-call basis for the network expansion. Total duration of the contract is 3 years renewable for another 3 years upon satisfactory performance and availability of funding. The Service Site shall be at AU premises We confirm that we comply with the technical requirements as detailed above. Authorised By: Signature: Name: Position: Date: Authorised for and on behalf of: Company: 8