Pakistan International Airlines Suuply Chain Management Department Commercial Purchases Section Tel: 99043304 E-mail: dgmpc@piac.aero REF: 18010116 Tender Cost: PKR 2, 000 INVITATION TO TENDERS AND INSTRUCTIONS TO BIDDERS M/S Subject: Tender Document for the Supply of Telephone Sets for ISB Airport Dear Sirs, We are pleased to invite your sealed tenders for the subject tender. The terms & conditions of the tender / supplies are given below:- A) SUBMISSION OF TENDER 1. You are required to send your sealed tenders In Single Stage Two Envelope Basis addressed to General Manager P&L, PIA Procurement & Logistics Building JIAP Karachi by 27/03/2018. The tenders may be dropped in the tender box marked as Tender Box Commercial Purchases placed at the entrance of the PIA Procurement & Logistics Building latest by 02:30 hours on the specified date. You may also send your tenders through registered A/D mail addressed to General Manager Procurement, which must reach before the closing date and time mentioned above. Tenders will be opened at 03:00 hours the same day in the presence of tenderers. 2. Tenders received after stipulated date & time shall not be considered. The Corporation will not be responsible for postal delays. The decision of General Manager Commercial Purchase and Contract in this respect shall be final and binding. Page 1 of 10
EARNEST MONEY The Tender should be accompanied by a 2% (two) of the tendered value having been deposited in terms of a Pay Order payable at Karachi in lieu thereof in the name of M/S PAKISTAN INTERNATIONAL AIRLINES as interest free Earnest Money (Refundable) in Financial Proposals. Earnest Money in any other shape shall not be accepted. Earnest / Security Money deposited against a running contract (s) purchase orders(s) shall not be transferable as earnest money for any other tender. All tenders without Earnest Money shall not be considered. SECURITY DEPOSIT The successful tenderers upon award of Contract / Purchase Order will be required to furnish in the amount equivalent to 5% of total tender value as interest free Security deposit in shape of Pay Order of an equivalent amount or a Bank Guarantee for an equivalent amount countersigned by the Head Office of the Bank and to remain valid 3- months after the expiry period of the Contract. The Earnest Money already held can be converted into Security Deposit and balance amount if any shall be deposited as above. 1% of the total awarded value in form of warranty Performance will be hold till the Completion of warranty as Described in Purchase Order and will be released after expiry of such warranty. PREPARATION OF TENDER Tender will be opened on Single Stage two envelopes basis. All bidders must submit two sealed envelopes Technical proposal and Financial Proposal on specified tender opening date/time. Technical Proposal will be opened on same date, whereas Financial Proposal will remain sealed till the evaluation of samples by PIA Management. Evaluation report uploaded on PPRA/PIA website. After 10 days the Financial Proposal of only those bidders will be opened whose sample are found acceptable. Financial Proposal having following documents. a) The Schedule duly filled in, signed and sealed. b) Pay Order for Earnest Money 2%(Refundable). Technical Proposal having following documents. a) Tender Fees Pay Order of RS. 2,000 (NOT REFUNDABLE) b) Technical data sheet c) Company profile, Copy of GST & NTN certificate and technical literature. The outer cover of envelopes should bear address of the General Manager Procurement & Logistics, PIA Procurement & Logistics Building, JIAP Karachi Pakistan, Tender reference number, opening date and company name. Page 2 of 10
All information about the material proposed to be supplied must be given as required in the schedule to tender. The tender will not be considered if complete information required is not given therein. Particular attention must be paid to delivery time. Authorized Signatures of individual signing the tender and other documents connected with the contract must specify whether signing as: a) Sole Proprietor or his attorney. b) A registered active partner of the firm or his attorney. c) For the firm per procreation. d) As secretary, Manager, Partner, etc., or their attorney in case of firms registered under Partnership Act. e) The Tenderers must indicate whether its firm / company / organization etc is registered with PIA or not. If registered then specify PIA Registration number. PRICES a) The Prices quoted must be net as per accounting unit as shown in the Schedule to tender inclusive of all duties / taxes, packing, octroi and delivery charges for free delivery to Karachi Airport. However, if GST is applicable, same should be shown separately. b) The Prices mentioned in the tender will be treated as firm till the completion of Purchase Order / Contract. c) The Prices must be stated for each item separately both in words and figures in Pakistan Currency. Additional information, if any must be linked with entries on the Schedule to Tender. d) Offers must be valid for 120 days. e) Quotation must be written on PIA prescribed form otherwise Bids will not be entertained. ACCEPTANCE OF TENDER PIA do not pledge themselves to accept the lowest tender and reserve the right to accept or reject any or all tenders / quotations, divide business among more than one supplier or accept the tenders at rates on lowest individual items or extend the date of opening with assigning reason. Yours truly, For: Pakistan International Airlines Encl: DGM (Purchases Commercial) 1. Tender Schedule-A 2. Undertaking Notes : 1- Prescribed Tenders form for the subject item may be directly downloaded from PIAC / PPRA website. Page 3 of 10
Schedule A S.No. D E S C R I P T I O N Quantity Unit Price Total Amount 01 02 TELEPHONE SET SIP Supported telephone telephone sets compatible with CAA exchange Complete Detail available below TELEPHONE SET SIP Supported Conssole copatible with CAA telephone exchange Complete Detail available below 100 EA 03 EA Note Urgent Delivery required at ISB Station (Contact & Detail will be provided lator) NIIA Tender Preparation For IP Telephony Solution 1.0 General Terms & Conditions: Single stage-two envelope for procurement of IP Phones. The Technical and Commercial Proposals should be in Separate SEALED envelopes thereafter both envelopes (TECHNICAL & COMMERCIAL) be put in one envelope (Second Cover) duly sealed and signed. 2.0 IP Phones Origin and Type: Imported make European / American Suggested IP Phone must be compatible with Openscape 4000 version 7 IP base Telephone Exchange and This model support (SiP). Computer Telephony Integration (CTI), Third party call control (for SIP) (For Specifications refer to specification page attached) 3.0 Bidders / Suppliers Profile: The bidder / supplier shall be well reputed and recognized company. PIA intends to fully rely on the supplier s knowledge, ability and experience that is complete and fit for the purpose in accordance with internationally accepted standards, complying local regulations and approvals from concerned authorities in an efficient, accurate, environmental friendly manner. GST Grand Total: The authorization letter for this project from OEM to be provided with the offer. This requirement is mandatory. 4.0 Bidder shall provide: a) List of Staff along with the relevant experience in the field to be attached. CVs of all technical employees in the company within Pakistan which should include Page 4 of 10
minimum following information, on separate sheet for each employee, must be attached with the bid: b) List of projects executed by the bidder in last three years with similar/ equivalent capacity in Pakistan must be provided. c) The bidder should have offices and repair facilities in major cities i.e Karachi, Lahore, Islamabad. d) Copy of Sales Tax Registration Certificate must be attached. e) Bidder must be active tax payer as per Federal Board of Revenue (FBR s) revenue database i-e Active Tax Payer List. f) At least three (03) similar assignments preferably in Pakistan involving similar functional, technical and financial characteristics have been completed by the bidder. g) Copy of NTN certificate must be attached h) The bidder must provide Item and sub-item wise compliance statement of technical specifications and BOQ. i) Certificate specifying the following must be attached with the bid: Make & model of the offered IP Phones with version / software release. Confirmation that the IP Phones to be supplied shall be brand new j) The offer should be valid for at-least 60/90 days from the date of opening of tender. k) Our organization reserves the right to accept or reject any bid. 5.0 Legal Obligation: The IP Phones Supplier / Bidder shall provide all the relevant NOCs from (PTA) Pakistan Telecommunication Authority 6.0 Compatibility: The proposed IP Phones shall be 100% compatible with maximum features of the existing Voice Exchange (Opensacpe 4000 V.7) and current telephony structure under the Bidders Certified Installation Program and installed by Certified Installation Company. 7.0 Testing and Commissioning IP Phones Bidder / supplier is responsible to perform all the relevant tests before and after installation / commissioning of the IP Phones and should share all the results with projects technical in charge. Page 5 of 10
8.0 Scope of Work: Supply and Installation of IP Phones for existing Voice communication systems at New PIA offices Islamabad Airport (NIIA) and necessary programming in OpenScape 4000 for IP Phones if necessary. 9.0 Special Instructions i. The Bidder shall be responsible for the quality and completeness of its technical services and shall guarantee the quality and completeness of his work. ii. The Bidder is also expected to provide a proper Site Training to Owner s personnel in the efficient operation, maintenance and trouble shooting of the supplied IP Phones at Owner s premises (PIA staff at NIIA). iii. Proposal to include relevant catalogues, complete technical specifications, datasheets of the offered IP Phones with sufficient details to assess the specifications and performance by the Owner. iv. Bidder to submit details / capabilities of them after sales services, especially within Pakistan. v. The Bidder to clearly specify Brand, Country of Origin and Country of Assembling/Manufacture of the proposed IP Phones. vi. Comments or exceptions/contractual deviations to this RFP (if any) should be clearly mentioned in the proposal. 10.0 Final Documentation to be submitted based on above Points: Contractor/ Bidders shall submit the following documents: - Complete Technical Brochure / Data Sheet - Company Skill Matrix - OEM certificates - Detailed BID along with Project plan, pre-requisites 11.0 IP Phones s Delivery: 11.1 IP Phones Delivery time and storage Bidders / suppliers to provide the IP Phones as per Bill of Quantities / items well on committed period (i.e. 20 days). 10.2 Bidder to provide brief project execution plan in the bid. 10.3 Bidder must send the bid addressing to: Pakistan International Airlines, Karachi H/O 10.4 Delivery of IP Phones shall be made to: Pakistan International Airlines, New Islamabad Office 12.0 Payment: 10.1 payment term net thirty basis Page 6 of 10
10.2 Validity of prices must be at least 90 days. 10.3 Firm delivery date each side shall be mentioned and Partial payments upon partial deliveries will be allowed. Detail Specification Document for IP Phones 1a.) IP Phones for Operator Console: Total VoIP Telephones requirement with Key Module, Head Set, LAN Cable (03) Key Features: Standards Supported Codecs: G.711 G.729AB G.722 Wideband (7kHz) Compatible with Unify Feature Access Set Full-duplex hands-free talking with high quality housing microphone and loudspeaker Computer Telephony Integration (CTI), Third party call control Max: 100 entries of Personal Phonebook / contacts Applications, Administration Remote administration: Web-based management Acoustics Hands-free (fully duplex) AudioPresence TM HD Interfaces Headset jack Connections 2 ports 1000 Mbit built-in Ethernet switch Sidecar module support for... OpenStage Key Module 40 OpenStage Busy Lamp Field 40 (with HFA software, at HiPath 2000/3000/5000) OpenStage Key Module 15 Integrated head set jack Power over Ethernet (PoE) according to IEEE 802.3af or external power supply Page 7 of 10
(EU, US and UK power adapters) Housing and Control Elements 5-way navigation key for navigation and feature control 6 free programmable sensor keys 7 fixed function keys Volume keys (Loudspeaker/+/-) Keypad with 12 keys Tiltable LCD 6 line backlit graphic display Red call signalling LED 12 red LEDs for key signaling Various housing colors (ice Blue, Black, Grey) Wall/Floor mountable Security features Layer 2 authentication (802.1x) Signaling and Payload Encryption (SPE) Network IEEE802.1Q QoS (DIFFSERV and IEEE802.1p) IEEE802.1ab (LLDP-MED) Certifications Safety EN60950-1 Safety US/CAN: UL60950-1; General CE Mark, UL Mark Safety EN60950-1, UL60950-1 EMC EN55022 Class B, EN55024, EN61000-3-2, EN61000-4-11 FCC Part 15 (CFR 47) Class B Environment German BLUE ANGEL label for the OpenStage SIP telephones 1b.) Busy Lamp Field: The OpenStage Busy Lamp Field 40 can be used with OpenStage 40 HFA. 90 additional freely programmable keys with LEDs; function, speed dial or line keys. Mains Adaptor for BLF. Page 8 of 10
1c.) IP Phones for Staff: Total VoIP Telephones with LAN Cable Requirements (100) Key Features: Standards Supported Codecs: G.711 G.729AB G.722 Full-duplex hands-free talking with high quality housing microphone and loudspeaker Computer Telephony Integration (CTI), Third party call control (for SIP) Applications, Administration Remote administration: Web-based management Acoustics Hands-free (fully duplex) AudioPresence TM HD Connections 2 ports minimum 100 Mbit built-in Ethernet switch Power over Ethernet (PoE) according to IEEE 802.3af or external power supply (EU, US and UK power adapters) Housing and Control Elements navigation keys free programmable keys (with paper labels) fixed function keys for speaker, messages and menu with red LEDs Volume keys (Loudspeaker/+/-) LCD 2 line display Various housing colors (ice Blue, Black, Grey) Wall/Floor mountable Network IEEE802.1Q/p QoS IEEE802.1x (LLDP) Page 9 of 10
1d.) IP Phone Power Adapter: Total Power Adapter Requirements (100) Devices Power Adapter Europe (EU) Must be compitable with suggested IP Phone Input 100-240V AC 50/60 Hz 1. Payment term net thirty days.. All participants must quote one rate and best delivery period. 2. Quotation must be valid for 120 days (Extendable). Guarantee & Warrantee must be provided. 3. Delivery must be made at PIA Procurement & Logistics Building, Karachi Airport. 4. Item found below PIA Standard shall be rejected / returned. 5. 1% of the total awarded value in form of warranty Performance will be hold till the Completion of warranty as Described in Purchase Order and will be released after expiry of such warranty. TENDERER S SIGNATURE Name Tel / Cell No. Email GST No. NTN NO. SEAL Page 10 of 10