Procurement Notices

RFQ Reference: Audio and video System for the ANP.

BU: GNB

Etendering Event ID: 0000011809

Date: 10 March 2022

Introduction

Bidders shall adhere to all the requirements of this RFQ, including any amendments made in writing by UNDP. This RFQ is conducted in accordance with the UNDP Programme and Operations Policies and Procedures (POPP) on Contracts and Procurement

Any Bid submitted will be regarded as an offer by the Bidder and does not constitute or imply the acceptance of the Bid by UNDP. UNDP is under no obligation to award a contract to any Bidder as a result of this RFQ.

UNDP reserves the right to cancel the procurement process at any stage without any liability of any kind for UNDP, upon notice to the bidders or publication of cancellation notice on UNDP website.

Deadline for the Submission of Quotation

04/04/2022

If any doubt exists as to the time zone in which the quotation should be submitted, refer to http://www.timeanddate.com/worldclock/.

For eTendering submission - as indicated in eTendering system. Note that system time zone is in EST/EDT (New York) time zone.

Method of Submission

Quotations must be submitted as follows:

☒ E-tendering ( Mandatory)

☐ Dedicated Email Address

☐ Courier / Hand delivery

☐ Other Click or tap here to enter text.

Bid submission address: Not Applicable (No physical bid submission; Bid submission should only be done through e-tendering.

For submission click the link https://etendering.partneragencies.org  and insert Event ID information

• Insert BU Code and Event ID number ( See cover page)

Detailed instructions on how to submit, modify or cancel a bid in the eTendering system are provided in the eTendering system Bidder User Guide and Instructional videos available on this link: https://www.undp.org/content/undp/en/home/procurement/business/resources-for-bidders

• File Format: PDF
• File names must be maximum 60 characters long and must not contain any letter or special character other than from Latin alphabet/keyboard.
• All files must be free of viruses and not corrupted.

Cost of preparation of quotation

UNDP shall not be responsible for any costs associated with a Supplier’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selection process.

Supplier Code of Conduct, Fraud, Corruption,

All prospective suppliers must read the United Nations Supplier Code of Conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN. The Code of Conduct, which includes principles on labour, human rights, environment and ethical conduct may be  found at: https://www.un.org/Depts/ptd/about-us/un-supplier-code-conduct

Moreover, UNDP strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of UNDP vendors and requires all bidders/vendors to observe the highest standard of ethics during the procurement process and contract implementation. UNDP’s Anti-Fraud Policy can be found at http://www.undp.org/content/undp/en/home/operations/accountability/audit/office_of_audit_andinvestigation.html#anti

Gifts and Hospitality

Bidders/vendors shall not offer gifts or hospitality of any kind to UNDP staff members including recreational trips to sporting or cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant lunches, dinners or similar.  In pursuance of this policy, UNDP: (a) Shall reject a bid if it determines that the selected bidder has engaged in any corrupt or fraudulent practices in competing for the contract in question; (b) Shall declare a vendor ineligible, either indefinitely or for a stated period, to be awarded a contract if at any time it determines that the vendor has engaged in any corrupt or fraudulent practices in competing for, or in executing a UNDP contract.

Conflict of Interest

UNDP requires  every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ. Bidders shall strictly avoid conflicts with other assignments or their own interests, and act without consideration for future work. Bidders found to have a conflict of interest shall be disqualified.  

Bidders must disclose in their Bid their knowledge of the following: a) If the owners, part-owners, officers, directors, controlling shareholders, of the bidding entity or key personnel who are family members of UNDP staff involved in the procurement functions and/or the Government of the country or any Implementing Partner receiving goods and/or services under this RFQ.

The eligibility of Bidders that are wholly or partly owned by the Government shall be subject to UNDP’s further evaluation and review of various factors such as being registered, operated and managed as an independent business entity, the extent of Government ownership/share, receipt of subsidies, mandate and access to information in relation to this RFQ, among others. Conditions that may lead to undue advantage against other Bidders may result in the eventual rejection of the Bid.

General Conditions of Contract

Any Purchase Order or contract that will be issued as a result of this RFQ shall be subject to the General Conditions of Contract

Select the applicable GTC:

☒ General Terms and Conditions / Special Conditions for Contract.

☐ General Terms and Conditions for de minimis contracts (services only, less than $50,000)

☐ General Terms and Conditions for Works

Applicable Terms and Conditions and other provisions are available at UNDP/How-we-buy

Special Conditions of Contract

☐ Cancellation of PO/Contract if the delivery/completion is delayed by [indicate number of days]

☐ Others [pls. specify]

Eligibility

A vendor who will be engaged by UNDP may not be suspended, debarred, or otherwise identified as ineligible by any UN Organization or the World Bank Group or any other international Organization. Vendors are therefore required to disclose to UNDP whether they are subject to any sanction or temporary suspension imposed by these organizations.  Failure to do so may result in termination of any contract or PO subsequently issued to the vendor by UNDP.

It is the Bidder’s responsibility to ensure that its employees, joint venture members, sub-contractors, service providers, suppliers and/or their employees meet the eligibility requirements as established by UNDP.

Bidders must have the legal capacity to enter a binding contract with UNDP  and to deliver in the country, or through an authorized representative [amend in case of other eligibility requirements].

Currency of Quotation

Quotations shall be quoted only in  USD

Joint Venture, Consortium or Association

If the Bidder is a group of legal entities that will form or have formed a Joint Venture (JV), Consortium or Association for the Bid, they shall confirm in their Bid that : (i) they have designated one party to act as a lead entity, duly vested with authority to legally bind the members of the JV, Consortium or Association jointly and severally, which shall be evidenced by a duly notarized Agreement among the legal entities, and submitted with the Bid; and (ii) if they are awarded the contract, the contract shall be entered into, by and between UNDP and the designated lead entity, who shall be acting for and on behalf of all the member entities comprising the joint venture, Consortium or Association.

Refer to Clauses 19 – 24 under Solicitation policy for details on the applicable provisions on Joint Ventures, Consortium or Association.

Only one Bid

The Bidder (including the Lead Entity on behalf of the individual members of any Joint Venture, Consortium or Association) shall submit only one Bid, either in its own name or, if a joint venture, Consortium or Association, as the lead entity of such Joint Venture, Consortium or Association.

Bids submitted by two (2) or more Bidders shall all be rejected if they are found to have any of the following:

a) they have at least one controlling partner, director or shareholder in common; or b) any one of them receive or have received any direct or indirect subsidy from the other/s; or

b) they have the same legal representative for purposes of this RFQ; or

c) they have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about, or influence on the Bid of, another Bidder regarding this RFQ process;

d) they are subcontractors to each other’s Bid, or a subcontractor to one Bid also submits another Bid under its name as lead Bidder; or

e) some key personnel proposed to be in the team of one Bidder participates in more than one Bid received for this RFQ process. This condition relating to the personnel, does not apply to subcontractors being included in more than one Bid.

Duties and taxes

Article II, Section 7, of the Convention on the Privileges and Immunities provides, inter alia, that the United Nations, including UNDP as a subsidiary organ of the General Assembly of the United Nations, is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of a similar nature in respect of articles imported or exported for its official use. All quotations shall be submitted net of any direct taxes and any other taxes and duties, unless otherwise specified below:

All prices must:

☐ be inclusive of VAT and other applicable indirect taxes

☒ be exclusive of VAT and other applicable indirect taxes

[according to project and applicable country agreement]

Language of quotation

English orFrench

Including documentation including catalogues, instructions and operating manuals.

Documents to be submitted

Bidders shall include the following documents in their quotation:

☒ Annex 2: Quotation Submission Form duly completed and signed

☒ Annex 3: Technical and Financial Offer duly completed and signed and in

accordance with the Schedule of Requirements in Annex 1

☒ Company Profile.

☒ Registration certificate;

☐ List and value of projects performed for the last XXXX years plus client’s contact details who may be contacted for further information on those contracts;

☐ List and value of ongoing Projects with UNDP and other national/multi-national organization with contact details of clients and current completion ratio of each ongoing project;

☐ Statement of satisfactory Performance (Certificates) from the top XXXX clients in terms of Contract value in similar field;

☐ Completed and signed CVs for the proposed key Personnel;

☐  Other Click or tap here to enter text.

Quotation validity period

Quotations shall remain valid for 90 days from the deadline for the Submission of Quotation.

Price variation

No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted at any time during the validity of the quotation after the quotation has been received.

Partial Quotes

☒ Not permitted

☐ Permitted Insert conditions for partial quotes and ensure that the requirements are properly listed in lots to allow partial quotes

Alternative Quotes

☒ Not permitted

☐ Permitted

If permitted, an alternative quote may be submitted only if a conforming quote to the RFQ requirements is submitted. Where the conditions for its acceptance are met, or justifications are clearly established, Click or tap here to enter text. reserves the right to award a contract based on an alternative quote. If multiple/alternative quotes are being submitted, they must be clearly marked as “Main Quote” and “Alternative Quote”

Payment Terms

☒ 100% within 30 days after receipt of goods, works and/or services and submission of payment documentation.

☐Other Click or tap here to enter text.

Conditions for Release of

Payment

☐ Passing Inspection [specify method, if possible] Complete Installation

☐ Passing all Testing [specify standard, if possible]

☐ Completion of Training on Operation and Maintenance [specify no. of trainees, and location of training, if possible

 ☒ Written Acceptance of Goods, Services and Works, based on full compliance with RFQ requirements

☐ Others [Upon performance evaluation and certification of payment by management]

Contact Person for correspondence, notifications and clarifications

E-mail address: procurementgnb.gw@undp.org

Attention: Quotations shall not be submitted to this address but through e-tendering platform as indicated above. Otherwise, offer shall be disqualified.

Any delay in UNDP’s response shall be not used as a reason for extending the deadline for submission, unless UNDP determines that such an extension is necessary and communicates a new deadline to the Proposers.

Clarifications

Requests for clarification from bidders will not be accepted any later than 5 days before the submission deadline. Responses to request for clarification will be communicated within 24 hours by Click or tap to enter a date.

Evaluation method

☒The Contract or Purchase Order will be awarded to the lowest price substantially compliant offer

☐ Other Click or tap here to enter text.

Evaluation criteria

☒Full compliance with all requirements as specified in Annex 1

☒Full acceptance of the General Conditions of Contract

☒Comprehensiveness of after-sales services

☒Earliest Delivery /shortest lead time

☐Others Click or tap here to enter text.

Right not to accept any quotation

UNDP is not bound to accept any quotation, nor award a contract or Purchase Order

Right to vary requirement at time of award

At the time of award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty-five per cent (25% ) of the total offer, without any change in the unit price or other terms and conditions.

Type of Contract to be awarded

☒ Purchase Order

☒ Contract Face Sheet (Goods and-or Services)

☐ Contract for Works

☐ Other Type/s of Contract [Contract and PO]

Expected date for contract award.

01 May 2022

Publication of Contract Award

UNDP will publish the contract awards valued at USD 100,000 and more on the websites of the CO and the corporate UNDP Web site.

Policies and procedures

This RFQ is conducted in accordance with UNDP Programme and Operations Policies and Procedures

UNGM registration

Any Contract resulting from this RFQ exercise will be subject to the supplier being registered at the appropriate level on the United Nations Global Marketplace (UNGM) website at www.ungm.org.

The Bidder may still submit a quotation even if not registered with the UNGM, however, if the Bidder is selected for Contract award, the Bidder must register on the UNGM prior to contract signature.

Specifications

Quantity

Audio Powering Switch

Specifications:

Electrical:  

Supply voltage: 100-240 Vac 50-60 Hz

Power consumption: 530 W

DCINM system supply: 48 Vdc

Total power supply: 3x 144W + 15 W

Frequency response: 30 Hz – 20 kHz

THD at nominal level: <0.1%

Dynamic range: >95 dB

Signal to noise ratio: > 95 dB

Audio Inputs

XLR nominal input: - 18 dBV (+6dB / - 18 dB)

XLR maximum input: + 18 dBV

Cinch nominal output: -30 dBV (+8 / -24 dB)

Cinch maximum output: + 6 dBV

Audio outputs

XLR nominal input: - 18 dBV (+6dB / - 24 dB)

XLR maximum input: + 20 dBV

Cinch nominal output: -30 dBV (+8 / -24 dB)

Cinch maximum output: + 8 dBV

Mechanical

Mounting: Tabletop or mounted in a 19” rack

Dimensions (H x W x D)

For tabletop use with feet: 92 x 440 x 400 mm (3.6 x 17.3 x 15.7 in)

For 19” rack use, with brackets: 88 x 483 x 400 mm (3.5 x 19 x 15.7 in)

In front brackets: 40 mm (1.6 in)

Behind brackets: 360 mm (14.2 in)

1

Discussion device with touchscreen

Specifications:

Electrical

Supply voltage: 48 VDC

Power consumption: 5 W

Frequency response: 100 Hz to 20 kHz (- 3 dB at nominal level)

THD at nominal level: < 0.1%

Dynamic range: > 90 db

Signal to noise ratio: > 90 db

Audio Inputs

Nominal microphone input: 80 dB SPL according IEC60914

Maximum microphone input: 110 dB SPL according IEC60914

Audio Outputs

Loudspeaker nominal output: 72 dB SPL at 0.5 m

Loudspeaker maximum output: 87 db SPL

Headphone nominal output: 0 dBV

Headphone maximum output: 3 dBV

Headphone load impedance: > 32 ohm >1k ohm

Headphone output power: 65 mW

General

Screen size: 109.22 mm (4.3 in)

Screen type: capitive multi-touch

Supported contactless NFC tag: According to ISO/IEC14443

Type A (from 106 kbps to 848 kbps. MIFARE 106kbps)

Mechanical:

Mounting: Tabletop

Dimensions (H x W x D) without microphone: 72 x 259 x 139 mm (2.8 x 10.2 x 5.5 in)

Color (top and base): Traffic black (RAL 9017)

Weight: Approx. 1035 g (2.3 Ib)

Environmental

Operating temperature: 5ºC to + 45ºC (41º F to +113º F)

Storage transport temperature: -30º C to +70º C (-22º F to +158º F)

Relative humidity: <90%, >5%

20

Microphone with long stem

Frequency response (Hz): 125 – 15000 Hz

Maximum acoustic input level (dB SPL): 115 dB SPL

Minimum dynamic range (dB): 100 dB

Nominal acoustic input level (dB SPL): 85 dB SPL

Nominal voltage (VDC): 5 VDC

Operating relative humidity, non-condensing (%): 5 – 95 %

Operating temperature (°C): 0 – 45 °C

Operating temperature (°F): 32 – 113 °F

Power consumption (W): 0.10 W

Self noise (dB SPL): 15 dB SPL

Storage temperature (°C): -20 – 70 °C

Storage temperature (°F): -4 – 158 °F

Weight (g): 108 g

Weight (kg): 0.1080 kg

Weight (lb): 0.24 lb

20

Microphone System cable – 2 m

Technical Specifications

Dimensions (dia) 6.40mm

Material: NHFR (No Halogen Flame Retardant)

Color: Traffic Black RAL 9017

Bending radius: 35mm

10

Microphone System cable – 10m

Cable length (m): 10 m

Color: Black

Wire diameter (mm): 6.40 mm

10

Microphone System cable – 25m

Technical Specifications

Dimensions (dia) 6.40mm

Material: NHFR (No Halogen Flame Retardant)

Color: Traffic Black RAL 9017

Bending radius: 35mm

2

Cable Coupler

Color: Black

Dimension (H x W x D) (cm): 2.30 x 7.70 x 2.90 cm

Dimension (H x W x D) (in): 0.90 x 3.03 x 1.14 in.

Dimension (H x W x D) (mm): 23 x 77 x 29 mm

Mounting type: Floor-mounted

Nominal voltage (VDC): 48 VDC

Weight (kg): 0.0350 kg

Weight (lb): 0.0770 lb

2

Dedicated Server PC & System Software Module

Windows Server 2019 (including .NET framework 3.5 feature)

CPU passmark: >= 6000*

RAM: 16 GB

Free disc space: 20 GB

Ethernet card: 1 GB

1

Participant database module

1

Meeting Prep & Management Software module

1

L3 Gigabit Switch

1

Software platform for easy conference and easy cam base

Specifications on attached Word document

1

Software Maintenance Agreement - 4 Year

1

CAT 5E Gigabit Cable SET

1

Full HD Camera

Lens: High-quality glass lens, 20x optical zoom and 55.2° horizontal field of view.

Low light: High SNR CMOS combined with digital noise reduction for a clear picture even under very low light conditions.

Full HD 1080p60: The camera has a Full HD resolution of 1920 x 1080p60 and achieves a pristine image quality.

IP-features: The camera can be powered using PoE (802.3af) and can be accessed by webGUI, controlled by VISCA over IP/ Onvif

and stream the video.

DUAL low latency IP-Stream: H265, H264, optional SRT and MJPEG compression at a bitrate up to 40Mbit enabling Full HD video stream by ultra-low latency over RTSP, RTMP, UDP, Unicast and Multicast.

Outputs: 3G-SDI, HDMI, USB 2.0 (1080p30) and IP.

Control: Control the camera with common protocols: VISCA , Pelco-D/P via RS232, RS485, IP(VISCA), Onvif or IR, remote control included. Supports up to 255 presets with 0.1° accuracy and High Speed Pan Tilt function.

Audio embedding: Balanced audio input with embedding into IP stream, SDI and HDMI outputs. Includes configurable audio offset.

Optional Premium features: SRT streaming, Tally light, configurable Color Matrix. License AV-LC70-1 sold separately.

Weight: 2.4 kg

Dimensions: 26.5 × 25 × 23 cm

Color: White

Audio Input: Analog Balanced

Video Output: 3G-SDI, H.264 IP-Stream, H.265 IP-Stream, HDMI, MJPEG IP-Stream, SRT, USB 2.0

Control: IR remote, ONVIF, RS-232, RS-485, USB UVC, VISCA over IP

Power: 12V Power Adapter, PoE (802.3af)

4

Stand for cameras

4

PTZ camera controller over IP and serial

1

SDI/HDMI distribution and cables

1

High−performance multiviewer for 3G HD−SDI video signals

Inputs:
6 SDI, HD−SDI, 3G HD−SDI on BNC connectors.
Outputs:
1 HDMI, 1 CV on a BNC connector, 1 SDI, HD−SDI, 3G HD−SDI on BNC connector.
Max. Input Level:
800mVpp/75Ω.
Max. Output Level:
800mVpp/75Ω.
Max. Data Rate:
Up to 2.97Gbp

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