Supply Installation and Maintenance of a Video Conferencing Solution

RFP- VIDEO CONFERENCING Page 1 of 78 11/13/2013

BRITISH-AMERICAN INVESTMENTS COMPANY LTD

REQUEST FOR PROPOSAL

SUPPLY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF A VIDEO CONFERENCING

SOLUTION

Release Date: Wednesday, November 13, 2013

Last Date for Receipt of bids: Wednesday, November 20th, 2013 at 10.00am


Table of Contents

SECTION 1 – INTRODUCTION .............................................................................................. 3

1.1. Background ................................................................................................................. 4

1.2. Aims and Objectives .................................................................................................... 4

1.3. Current Situation ......................................................................................................... 5

1.4. Project Deliverables .................................................................................................... 6

1.5. Format of RFP Response and Other Information for Bidders..................................... 6

SECTION 2 – DETAILED REQUIREMENTS ........................................................................... 16

2.1 Scope ......................................................................................................................... 16

2.2 Technical Requirements: ............................................................................................ 16

SECTION 3 - GENERAL CONDITIONS OF CONTRACT ......................................................... 59

3.1. Introduction .............................................................................................................. 60

3.2. Award of Contract ..................................................................................................... 60

3.3. Application of General Conditions of Contract ......................................................... 60

3.4. Bid Validity Period ..................................................................................................... 60

3.5. Non-variation of Costs .............................................................................................. 60

3.6. Performance Security ............................................................................................... 60

3.7. Delays in the Bidder’s Performance ......................................................................... 61

3.8. Liquidated damages for delay ................................................................................... 61

3.9. Governing Language ................................................................................................. 62

3.10. Applicable Law .................................................................................................. 62

3.11. Bidder’s Obligations .......................................................................................... 62

3.12. The Company’s Obligations .............................................................................. 62

3.13. Confidentiality ................................................................................................... 63

3.14. Force Majeure ................................................................................................... 63

3.15. Dispute resolution ............................................................................................. 64

3.16. Payment ............................................................................................................ 65

SECTION 4 - ANNEXURES .................................................................................................. 66

4.1 BRITAM ‘S SUPPLIER QUESTIONNAIRE ..................................................................... 66

4.4 BRITAM SUPPLIER CODE OF CONDUCT .................................................................... 76


ISSUE OF TENDER DOCUMENT TO PROSPECTIVE BIDDERS

This form is to be completed on receipt of the tender document from British-American

Investments Limited. This page is to be completed immediately and scan copy in PDF format e-

mailed to [email protected]. The data contained in this form will be used to send

out any addenda that may arise. Firms that do not register their interest by completing this

form may not be sent addenda that may arise.

Name of the firm’s representative completing this form:

________________________________________________________

Firm’s Name: __________________________________

Address: _____________________________________________

Tel No: _______________________________________

Email Address: _______________________________________

Signature: __________________Date:________________________

mailto:[email protected]


SECTION 1 – INTRODUCTION

1.1. Background

British-American Investments Company (Kenya) Limited (referred to as Britam) is a leading

diversified financial services group with primary interests in Insurance, Asset management,

Banking and Property.

Britam has interests across Eastern Africa, and is the holding company of; British-American

Insurance Company (Kenya) Limited, British-American Asset Managers Limited, Britam

Insurance Company (Uganda) Limited, Britam Insurance Company Limited in South Sudan

and Britam Insurance Company Limited Rwanda.

The Group offers a wide range of products and services to individuals, small businesses,

corporations and government entities. The range of products includes life insurance,

pensions, health insurance, and general insurance through its insurance businesses in the

region. The financial solutions which include, unit trusts, investment planning, wealth

management, off-shore investments, retirement planning and discretionary portfolio

management which are offered through its asset management business. In addition, the

company carries out property development, and also has substantial investments in the

banking sector. For More information please visit http://www.britam.co.ke.

1.2. Aims and Objectives

Britam is seeking to implement a Video Conferencing solution. The key business drivers can

be summarized with the following:

Reduce Travelling Costs: The video conference solution implemented should be capable of

saving costs by reducing associated travelling of the employees between the various Britam

sites and associated business partners.

Simplify multiparty collaboration: The proposed solution should be capable of offering

flexibility by allowing participants the choice of deciding how they would like to participate in

video conferences. It should deliver ubiquitous business-class conferencing experiences for

any device, anywhere.

Centralized Management: The proposed solution should provide mechanisms, applications

and tools for easy session control, monitoring and reporting.

Integrate with Business Processes: The proposed video solution should be able to integrate

and transform the current business processes by enabling the business teams to collaborate,

innovate and resolve issues. The proposed solution should seamlessly merge with the

http://www.britam.co.ke/


current voice and video infrastructure.

Scheduling: The proposed solution should support the capability for both ad-hoc and

scheduled meetings. Users should be able to schedule meetings and be able to monitor and

reschedule their appointments.

Security: The proposed solution should provide mechanisms for ensuring the video

communications both onsite and offsite are secure and reliable.

Scalability: The video conferencing solution should be able to scale and interoperate on

several remote sites.

1.3. Current Situation

The collaboration (voice and video) network at Britam consists of the main central site in

Kenya, regional East African sites and two overseas sites. The East African sites consist of

Uganda, Tanzania (planned for 2014), South Sudan and Rwanda. The two overseas sites are

in the UK and Mauritius respectively.

The current video conferencing solution is based on Radvision. The system consists of a

desktop video capability (SCOPIA Desktop Video Conferencing –supported by a Radvision

SCOPIA Desktop Conferencing Server) and Voice/VoIP dial in features. All meetings are ad-

hoc with no scheduling capability. There is a XT1000 video endpoint for the Kenya office. The

videoconference gateway is a Radvision SCOPIA B40 gateway which connects to only two

remote sites - Mauritius and UK- via the PSTN (ISDN) and Internet. The solution allows for

dual-streaming on all units in the three countries. Bidders are requested to give a buy

back/trade-in option for the Radvision solution.

The voice call processing module consists of Cisco Unified Communications Manager (CUCM)

version 8.6 which controls the voice processing for all the Kenya branches and some regional

branches (Uganda and South Sudan). There are two node licenses for the two servers i.e.

CUCM Publisher and CUCM Subscriber. This Cisco Unified Communications Manager system

is not integrated with the Radvision videoconference system.

There is a Cisco Unified Contact Center (UCCX) system for intelligent contact routing and call

treatment. The version for the Contact Center system is 8.5. The system currently has 10

Cisco Unified Premium seats (per user licenses) and 20 Interactive Voice Response (IVR)

ports.

User Voicemail is provided by Cisco Unity Connection version 8.6. Internet/Web conference

facilities are currently provided by a Cisco WebEx Meetings Server version 1.1. There are 50


host user licenses for the WebEx server.

1.4. Project Deliverables

As a summary, the project scope will involve:

1. Detailed low-level design of the proposed video conference solution.

2. Provide initial basic over the shoulder training for the support administrators and

planned comprehensive formal training.

3. Initial setup and configuration of the video conference solution to include all key

systems infrastructure: servers, video network infrastructure, applications and end

points.

4. Configuration of the video conference solution to be implemented in accordance

with the corporate security policies, acceptable use policies and HR policies.

5. Configuration of the required video management system(s) to allow easy control

and management of multiparty conferencing, infrastructure and endpoints as well as

integration with third party systems such as mail servers and other collaboration

systems.

6. Conduct User Acceptance Testing (UATs) and get the necessary approvals.

7. Provide a comprehensive vendor based support for the installed equipment.

8. Conduct project sign-off and commissioning.

1.5. Format of RFP Response and Other Information for Bidders

1.5.1 Acknowledgement of Bidding Documents

BRITAM LIMITED invites Tenders for Video Conference Solution in accordance with the

requirements set out in this document. Within two (2) working days (working day being any day

of the week between Monday and Friday (0800- 1700 Hrs) excluding weekends and gazetted

public holidays in the Republic of Kenya) of receipt of the RFP, a Bidder is required to

acknowledge receipt of the RFP, and notify his intention to submit a bid by email to Britam Ltd to

[email protected]; mail will include the signed registration template above on page 3

Failure to do so shall be perceived as an intention not to submit a bid and the Bidder will be

eliminated from the bid process, and required to destroy the RFP document in keeping with

confidentiality requirements.

The RFP contains the full list of goods and/or services Britam intends to purchase and/or

contract. The bidder is not obligated to submit prices for all goods and/or services specified



herewith, but shall submit bids for the item(s) and/or services he has the capacity to supply, and

intends to supply.

1.5.3 Cost of Bidding

The Bidder shall bear all costs associated with the preparation and submission of his Tender.

Britam Ltd will in no case be responsible or liable for such costs regardless of the conduct or

outcome of the Bid process.

1.5.4 Bid Preparation and submission

i. The Bid, including all supporting documentation shall be presented in the English

Language. Any communication in a Language other than English shall be excluded

from the Bid process.

Tenders should be put in plain sealed envelopes addressed as follows:

RFP FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF A VIDEO CONFERENCING SOLUTION

The bid documents shall be addressed to the following address and dropped at the tender box on 5th Floor Britam Centre, on or before the closing date.

The Procurement Manager Britam Head Office

Mara / Ragati Road Junction, Upper Hill P O Box 30375-00100, Nairobi

And marked at the top “DO NOT OPEN BEFORE WEDNESDAY 20TH NOVEMBER, 2013 AT 10.00AM”

ii. Offers must be submitted in two separate documents, a technical and commercial

bid and must be submitted in separate files/envelopes, clearly identified as:

The file with the technical proposal should be identified as follows:

NAME OF THE COMPANY, TECHNICAL PROPOSAL

The file with the commercial proposal should be identified as follows:


NAME OF THE COMPANY, COMMERCIAL/FINANCIAL PROPOSAL

2 Soft copies burned on CD and well labeled for each proposal are to be

provided in the standard Microsoft Office suite of programs or Adobe Reader

and delivered together with hard copy of the tender.

iii. No soft copy submission of the bid shall be made through any electronic means prior

to the bid opening. Any such submission will lead to disqualification of the bid.

1.5.6 Clarification of Tender Documents

Should there be any doubt or uncertainty, the Bidder shall seek clarification directly from the Procurement Manager at [email protected] and the subject on the email should be “clarification on the RFP FOR SUPPLY INSTALLATION COMMISSIONING AND MAINTENANCE OF A VIDEO CONFERENCING SOLUTION”

i. All responses from Britam to the Bidder shall be channeled through Procurement

Manager.

ii. It is the responsibility of the Bidder to obtain any further information required to

complete this RFP.

iii. Any clarification requests and their associated response will be circulated to all Bidders.

iv. The last date for receipt of requests for clarification from bidders is Monday,

November 18th , 2013 at 2.00PM

1.5.7 Communication

i. The Bidder shall provide a single point of contact for all tender correspondence, which

will be notified to Britam in the reply.

ii. From receipt of this RFP document, all correspondence in connection to this RFP, shall

be in writing, and MUST only be directed to the Procurement Manager. Breach of this

clause may result in a Bid being automatically rejected.

iii. Lobbying of any sort shall be treated as a breach of this clause and shall result in

immediate disqualification of the bidder.



1.5.8 Presentation of Proposals

Firms presenting bids that are considered substantially responsive may, if such bids are

subsequently short-listed, be invited to make presentations of their proposed solutions in Britam

Center, Upper hill Nairobi at their own cost. Britam will not reimburse any cost or expenses

incurred in connection with the preparation or delivery of the RFP or visits to any office or site.

1.5.9 Amendment of Bidding Document

At any time prior to the deadline for submission of bids, the Company, for any reason, whether

at its own initiative or in response to a clarification requested by a prospective Bidder, may

modify the bidding documents by amendment.

All prospective Bidders that have received the bidding documents will be notified of the

amendment in writing, and it will be binding on them. It is therefore important that bidders give

the correct details in the format given on page 3 at the time of collecting/receiving the bid

document.

To allow prospective Bidders reasonable time to take any amendments into account in preparing

their bids, the Company may at its sole discretion extend the deadline for the submission of bids

based on the nature of the amendments.

1.5.10. Deadline for Submission of Bids

Bids sent by post shall be addressed to the Procurement Manager for receipt before 10.00am

on Wednesday 20th November 2013

1.5.11. Currency, Pricing, Taxes and Incidental Costs

a) All locally based supplier (those with registered offices in Kenya) shall, in all cases, quote

their prices in Kenya Shillings and payments shall be made in the Kenya Shillings. All

payments under the Contract resulting from this RFP process for goods and/or services

that will be of local supply will be made in Kenya Shillings.

b) All prices are to be inclusive of Value added Tax (VAT) and all associated taxes which

should be clearly stated.


1.5.12 Responsiveness of Proposals

The responsiveness of the proposals to the requirements of this RFP will be determined. A

responsive proposal is deemed to contain all documents or information specifically called for in

this RFP document. A bid determined not responsive will be rejected by Britam and may not

subsequently be made responsive by the Bidder by correction of the non-conforming item(s).

1.5.13 Correction of Errors

Bids determined to be substantially responsive will be checked by the Company for any

arithmetical errors. Errors will be corrected by the Company as below:

a. where there is a discrepancy between the amounts in figures and in words, the

amount in words will govern, and

b. where there is a discrepancy between the unit rate and the line total resulting from

multiplying the unit rate by the quantity, the unit rate as quoted will govern.

The price amount stated in the Bid will be adjusted by the Company in accordance with the

above procedure for the correction of errors.

1.5.14 Evaluation and Comparison of Bids

Tender Evaluation shall be done on an item/service by item/service basis. Each Bid shall be

evaluated on the basis of the information supplied in response to this document.

Technical proposals will be evaluated prior to the evaluation of the financial bids. Financial bids

of firms whose technical proposals are found to be non-qualifying in whatever respect may be

returned unopened.

1.5.15 Supplier Section Process

Received proposals will be evaluated by Britam immediately following the closing date. An

interim short-list of the most viable and appropriate proposals will be drawn up by company and

the suppliers concerned are to be given the opportunity of presenting their solutions to

company on selected date(s) to be advised.


Proposals may subsequently be used as a basis for detailed negotiations concerning the specific

scope and priorities for the work as well as the preparation of a development and

implementation schedule and contract.

Britam reserves, at its sole discretion, the right to select or reject, either in totality or partially,

any or all proposals made in the context of this RFP. Any such decisions made will be final and no

correspondence will be engaged into, other than for the purpose of informing the bidders of the

outcome of the process.

1.5.17 Confidentiality

The Bidder shall treat the existence and contents of this RFP, and all information made available

in relation to this RFP, as confidential and shall only use the same for the purpose for which it

was provided.

The Bidder shall not publish or disclose the same or any particulars thereof to any third party

without the written permission of Britam Ltd, unless it is to Bidder’s Contractors for assistance in

preparation of this Tender. In any case, the same confidentiality must be entered into between

Bidder and his Contractors.

On notification that Britam Ltd has not accepted a Bid, or on receipt of a written request, the

Bidder shall securely destroy all copies of this document and shall confirm the destruction to

Britam Ltd in writing to the Procurement Manager.

The Bidder shall remain bound by these obligations of confidentiality and use, and the Bidder’s

stated intention to submit a bid upon receipt of this RFP shall be deemed to be acceptance of

such obligations.

1.5.18 Format for Technical Proposal

General Information about the bidder

The following general Supplier information is required:

The name of the supplier and the address of the office directly concerned with the

preparation of the proposal;

The names of the person authorized to deal with all matters relating to the proposal.


Certified technical resources clearly indicating the certification areas and levels relevant to

this proposal;

The identified personnel who would be involved in the implementation of the solution and

a summary of their key areas of expertise and experience;

Current and proposed alliances in as far as the proposed solution is concerned

Reference sites (Three) where similar system has been successfully implemented and are

being used and where the Company would obtain references. The reference sites should be

at least of a similar size and required scope as that of Britam or larger.

Key Implementation Aspects

1) The main tasks in the Project, including who would be responsible for carrying out what

tasks.

2) Detailed draft Project Plan.

3) The supplier’s view of Project Milestones and Time-scales.

4) The supplier’s view of Implementation.

5) Expected dependencies and constraints.

6) User Training proposal

7) Service and Support

a) Provided services

b) During implementation

c) Support capability statement and framework

d) Partnership commitment

Improvements

Taking into account the requirements that Britam has outlined, please give a description of any

improvements that you can recommend to:

The project’s scope and approach

The underlying business processes

The user requirements as specified and any technical capabilities of the proposed

solution not covered


Commitment

A Cover letter confirming that the RFP response has been submitted with full understanding of

the terms in the RFP document and that the bidder commits to abide by those terms

Response instructions

The Supplier is asked to provide a point per point an answer to all requirements

presented in this document

The Supplier shall answer to the Technical Requirements, described with the following

table template, according to following levels of compliance on the requirement:

o Mandatory (M): The Compliancy statement shall be stated with a short

description of the requirement implementation on the “Tenderer´s Response

Field”

o Optional (O): The requirement is optional and it should be supported as at May

2013.

o Information (I): For information purposes. These are open questions and the

Supplier is required to answer with a complete but clear and unambiguous

answer. The intention of these questions is to obtain more background on a

specific topic rather than asking for mere compliance.

REQ ID Category Question Compliancy

Response

Applicable

Release and

Release Date

M / O / I

FC / PC / NC

Rel. AA.BB.CC

Date

dd/mm/yyyy

Tenderer's Response

Suppliers are not permitted to modify the content or add parts/words to the RFP text, except in

the compliance statement tables in the technical section and in the pricing tables.

Compliancy statement to all and any particular requirements shall be given in one of

three answers:

o Fully Compliant (FC)

o Partially Compliant (PC)


o Not Compliant (NC)

“Fully Compliant” is assumed for all requirements in described in the respective

paragraph and for a solution with commercial availability at the time of the response. If

this is not the case a “Partially Compliant” response with the availability timescales

should be given.

All the answers should be explained in detail: it is mandatory for the Supplier to provide

a supporting text response stating which part of the requirement is compliant and which

part is not, or is on their roadmap.

Documents shall not be attached in support of a response, except diagrams that shall be

in JPEG, PNG or GIF format.

A response to each requirement is mandatory as leaving any unanswered requirement

will be considered as not compliant.

In the absence of appropriate data, the Supplier is advised to make reasonable

assumptions and clearly state it in the textual response provided.

Modifications and supplements

Requirements stated herein are correct until the RFP event is conducted. However,

Britam reserves the right to amend or add any requirements.

Britam shall give the Supplier notice of any proposed changes through an Addendum.

All clauses within the SOC Document are deemed “Mandatory” and a response is expected

for each. The Evaluation team can “disqualify” a bidder’s response due to failure on the part

of the bidder to provide a response to a given clause

1.5.19 Format for Commercial Proposal

The Financial proposal shall consist mainly of Costs and Man-Day durations and cost estimates,

where appropriate, broken down by:

i) Software and Licensing Costs

ii) Implementation Costs

iii) Training Costs

iv) Ongoing Licensing Costs (New licenses fixed costs, Annual Subscription and

renewal fees)

v) Any other costs (please give details)


1.5.20 Commercial Approach

Any contract resulting from this RFP will place emphasis on performance; achievement of

objectives and deliverables; as well as time scales and cost.

Any contract resulting from this RFP will be constructed to identify Britam’s and the Supplier’s

responsibilities and will include appropriate measures to motivate the would-be supplier to

achieve successful completion. Any resultant contract shall include the general terms of

contract as detailed in section 3, in addition to the specific terms to be agreed based on the

successful proposal.

It is the requirement of Britam that the proposed systems be within well-defined global

standards and specifications and any systems purchased or developed under the auspices of

this project will need to comply with these standards for information systems.

To reduce project complexity and improve both Britam’s and the supplier’s authority over the

work, the company prefers to negotiate a contract with a single or prime supplier. However,

the company may at its discretion, choose to award multiple contracts in the context of this

project.


SECTION 2 – DETAILED REQUIREMENTS

2.1 Scope

The current Britam network comprises of 2 Data Centers located in Nairobi and approximately

22 remote branches and 4 regional branches.

The proposed videoconferencing solution must be able to support the main users at the Nairobi

HQ as well as six remote branches two of which are outside the continent.

Licensing & capacity – The licensing model options offered by the solution must be clearly

provided e.g. per CPU, core, client/server, per user, per device e.t.c.

2.2 Technical Requirements:

The detailed requirements for this RFP are captured in the Statement of Compliance below:

Head Office (H/O) Board Room Specifications


Response

Applicable

Release and

Release Date

I M

The video conference unit should support the

following:

720p30 HD embedded Multisite with

Individual Transcoding collaboration

with UXGA and full 1080p HD LCD

Tenderer´s Response

II M


following performance features:

H.323 and SIP up to 6 Mbps point-to-

point.

Optional resolutions from 720p to

1080p and support 60-fps.




Response

Applicable

Release and

Release Date

III M


following monitor type:

Dual display 55" Full HD LCD, 16:9, 1080

x 1920 resolution.

BRITAM will provide the screen

separately and the vendor is requested

to give minimum requirements for the

same.

Vendor to provide and clearly quote for

all accessories required to mount the

system with BRITAM premises


IV M


following:

Wall mount kit.


V M


following video standards:

H.261

H.264

H.263

H.263+


VI M


following video inputs:

HDMI input

DVI-I

Touch input device




Response

Applicable

Release and

Release Date

VII

M


following video outputs:

HDMI outputs


VIII

M


following video resolutions:

• 1280 x 768 @ 30 fps (WXGA)

• 1920 x 1080 @ 30 fps (1080p30)

• 1440 x 900 @ 30 fps (WXGA+)

• 1680 x 1050 @ 30 fps (WSXGA+)

• 1600 x 1200 @ 30 fps (UXGA)

• 512 x 288 @ 60 fps (w288p60)

• 768 x 448 @ 60 fps (w448p60)

• 1024 x 576 @ 60 fps (w576p60)

• 1280 x 720 @ 60 fps (720p60)


IX

M


following audio standards:

G.711,

G.722,

G.722.1,

MPEG4 AAC-LD


X

M


following audio inputs:

2 x microphones.

Stereo PC input.




Response

Applicable

Release and

Release Date

XI

M


following audio outputs:

Stereo main audio.

HDMI.


XII M


following


XIII

M


following dual stream:

H.239 (H.323) dual stream

BFCP (SIP) dual stream


IVX

M


following protocols:

H.323

SIP

ISDN


XV

M


following IP network Features:

DNS lookup.

QOS.

IP adaptive bandwidth management.

H.245 DTMF tones in H.323.

NTP.

URI dialing.

802.1x Network authentication.




Response

Applicable

Release and

Release Date

XVI

M


following security features:

Management via HTTPS and SSH

IP Administration Password

Administration Password

Network Settings protection


XVII

M


following camera type:

12x optical zoom

1080P CAMERA.

1/3" CMOS.

12 x zoom.

+15°/-25° tilt, +/- 90° pan .

43.5° vertical field of view.

72° horizontal field of view .

Focus distance 0.3m–infinity.

1920 x 1080 pixels progressive @ 60fps.

Automatic or manual

focus/brightness/whitebalance.

Daisy-chain support.

HDMI and HD-SDI output.

Upside-down mounting with automatic

flipping of picture.




Response

Applicable

Release and

Release Date

XVIII

M


following system management:

Support for the Management Suit.

Total management via embedded SNMP,

Telnet, SSH, XML, SOAP.

Remote software upload: via web server,

SCP, HTTP, HTTPS.

1 x RS-232 for local control and

diagnostics.

Remote control and on-screen menu

system.



Regional Office Board Room Specifications


Response

Applicable

Release and

Release Date

I M


following:

720p30 HD embedded Multisite with

Individual Transcoding collaboration

with UXGA and full 1080p HD LCD


II M


following performance features:

H.323 and SIP up to 6 Mbps point-to-

point.

Optional resolutions from 720p to

1080p and support 60-fps.


III M


following monitor type:

42" Full HD LCD, 16:9, 1080 x 1920

resolution.

BRITAM will provide the screen

separately and the vendor is requested

to give minimum requirements for the

same.


IV M


following:

Wall mount kit.




Response

Applicable

Release and

Release Date

V M


following video standards:

H.261

H.264

H.263

H.263+


VI M


following video inputs:

HDMI input

DVI-I

Touch input device


VII

M


following video outputs:

HDMI outputs


VIII

M


following video resolutions:

• 1280 x 768 @ 30 fps (WXGA)

• 1920 x 1080 @ 30 fps (1080p30)

• 1440 x 900 @ 30 fps (WXGA+)

• 1680 x 1050 @ 30 fps (WSXGA+)

• 1600 x 1200 @ 30 fps (UXGA)

• 512 x 288 @ 60 fps (w288p60)

• 768 x 448 @ 60 fps (w448p60)

• 1024 x 576 @ 60 fps (w576p60)

• 1280 x 720 @ 60 fps (720p60)




Response

Applicable

Release and

Release Date

IX

M


following audio standards:

G.711,

G.722,

G.722.1,

MPEG4 AAC-LD


X

M


following audio inputs:

2 x microphones.

Stereo PC input.


XI

M


following audio outputs:

Stereo main audio.

HDMI.


XII M


following


XIII

M


following dual stream:

H.239 (H.323) dual stream

BFCP (SIP) dual stream


IVX

M


following protocols:

H.323

SIP

ISDN



Response

Applicable

Release and

Release Date


XV

M


following IP network Features:

DNS lookup.

QOS.

IP adaptive bandwidth management.

H.245 DTMF tones in H.323.

NTP.

URI dialing.

802.1x Network authentication.


XVI

M



Management via HTTPS and SSH

IP Administration Password

Administration Password

Network Settings protection




Response

Applicable

Release and

Release Date

XVII

M


following camera type:

12x optical zoom

1080P CAMERA.

1/3" CMOS.

12 x zoom.

+15°/-25° tilt, +/- 90° pan .

43.5° vertical field of view.

72° horizontal field of view .

Focus distance 0.3m–infinity.

1920 x 1080 pixels progressive @ 60fps.

Automatic or manual

focus/brightness/white balance.

Daisy-chain support.

HDMI and HD-SDI output.

Upside-down mounting with automatic

flipping of picture.


XVIII

M


following system management:

Support for the Management Suit.

Total management via embedded SNMP,

Telnet, SSH, XML, SOAP.

Remote software upload: via web server,

SCP, HTTP, HTTPS.

1 x RS-232 for local control and

diagnostics.

Remote control and on-screen menu

system.



Call Control Server Specifications


Response

Applicable

Release and

Release Date

I M

The call control server should support the

following capacity:

support upto 2500 endpoints

support upto 500 internal calls

support upto 100 external alls

support upto 1000 trunk/GK


II M


following main features:

● SIP and H.323 support, including SIP/H.323

gateway registered endpoints

● IPv4 and IPv6 support and Interworking

● SIP and H.323 interworking

● Bandwidth management on both a per-call

and a total-usage basis

● URI and ENUM dialing through DNS

● Down-speeding option for calls that exceed

the available bandwidth

● Flexible zone configuration with prefix, suffix,

and regular expression support

● Can be clustered with up to call control

server for capacity and redundancy

● Name clusters

● endpoint authentication

● Register control

● Administrator policy

● Setup wizard for initial configuration

● System administration through a web

interface or console, SSH, and HTTPS

● Static NAT support



Response

Applicable

Release and

Release Date


III M


following architecture:

● Secure appliance-based architecture

● Flash memory and hard drive

● ITU-T H.323v6 compliant


● H.460.18/.19 compliant

● Support for H.460.19 multiplexed media




Response

Applicable

Release and

Release Date

IV M


following call registration mechanisms:

● Supports manual registration of H.323 and

SIP endpoints and application-programming-

interface (API) call control

● Supports H.225/Q.931, H.245 call control

routed mode, and non-call routed mode

● Supports H.323-SIP Interworking Encryption.

● Supports H.323-SIP Interworking DuoVideo.

● Supports registration of H.323 ID and E.164

aliases and services

● Supports Unicode (UTF-8) registration for

global implementation.

● Supports disconnect H.323 calls from the API

interface.

● Supports URI dialing.

● Supports direct call signaling.

● Supports Call Policy Management (RFC 3880),

including Call Policy and User Poli

● Supports conference hunting for multipoint-

control-unit (MCU) cluster support.

● Supports call routed mode.

● Supports call loop detection mode.


V M


following interfaces:

● 4 X 10/100/1000 Ethernet ports (RJ-45).

● One console port.




Response

Applicable

Release and

Release Date

VI M


following network features:

● Supports DNS addressing.

● Supports IPv4 and IPv6.

● Support IPv4 and IPv6 translation.


VII

M



● Secure management: HTTPS, SSH, and SCP.

● Ability to lock down IP services.

● Authentication required on HTTP(S), Telnet,

SSH, SCP, and serial port

● Compatible with H.235 v2- and v3-enabled

H.323 devices

● H.235 authentication support

● Transport Layer Security (TLS) for SIP signaling

● Roles-based password-protected GUI user

access

● Ability to disable root access over Telnet of

SSH

● Ability to enforce strict passwords


VIII

M


following management features:

● Support for industry standards such as Telnet,

HTTP(S), XML, SNMP, SCP, and SSH


● Support for the management software.

● Call logging and diagnostics.

● Support for logging.

● Time zone setting.



Response

Applicable

Release and

Release Date


IX

M


following general features:

The Call Control server should provide

SIP proxy and call control as well as

H.323 gatekeeper services.

The call control server should open the

world outside the firewall to

organizations/users using video

communications.

Support work with any H.323 or SIP

device.

Easy deployment and high reliability.

Can work with the firewall.

Shall support multivendor

Secure, reliable.

Should have H.323 gatekeeper features

Support SIP Proxy and SIP Registrar

Support SIP trunk to the other

GK/PBX/V.

Support IPv4 and IPv6 translation .

Support Policy-based call routing.

Support URI and ENUM dialing.

Support device authentication.

Support SIP presence and user agents.

Should Supports up to 2500 registered

devices.

Support URI dialing for scalability.

Supports HTTPS, SSH, and SCP for

management.

Support clustering for redundancy.



Internet Gateway


Response

Applicable

Release and

Release Date

I M

The internet gateway should support the

following capacity:

Support up to 2500 endpoints.

Support up to 500 internal calls.

Support up to 100 external calls.

Support up to 1000 trunk/GK.


II M


following main features:

● SIP and H.323 support, including SIP/H.323

gateway registered endpoints

● IPv4 and IPv6 support and Interworking

● SIP and H.323 interworking

● Bandwidth management on both a per-call

and a total-usage basis

● URI and ENUM dialing through DNS

● Down-speeding option for calls that exceed

the available bandwidth

● Flexible zone configuration with prefix, suffix,

and regular expression support

● Can be clustered with up to call control

server for capacity and redundancy

● Name clusters

● endpoint authentication

● Register control

● Administrator policy


● System administration through a web

interface or console, SSH, and HTTPS

● Static NAT support




Response

Applicable

Release and

Release Date

III M


following architecture:

● Secure appliance-based architecture

● Flash memory and hard drive



● H.460.18/.19 compliant

● Support for H.460.19 multiplexed media




Response

Applicable

Release and

Release Date

IV M


following call registration mechanisms:

● Supports manual registration of H.323 and

SIP endpoints and application-programming-

interface (API) call control

● Supports H.225/Q.931, H.245 call control

routed mode, and non-call routed mode

● Supports H.323-SIP Interworking Encryption.

● Supports H.323-SIP Interworking DuoVideo.

● Supports registration of H.323 ID and E.164

aliases and services.

● Supports Unicode (UTF-8) registration for

global implementation.

● Supports disconnect H.323 calls from the API

interface.

● Supports URI dialing.

● Supports direct call signaling.

● Supports Call Policy Management (RFC 3880),

including Call Policy and User Policy

● Supports conference hunting for multipoint-

control-unit (MCU) cluster support.

● Supports call routed mode.

● Supports call loop detection mode.


V M


following interfaces:

● 4 X 10/100/1000 Ethernet ports (RJ-45)

● One console port




Response

Applicable

Release and

Release Date

VI M


following network features:

● Supports DNS addressing.

● Supports IPv4 and IPv6.

● Support IPv4 and IPv6 translation.


VII M



● Secure management: HTTPS, SSH, and SCP.

● Ability to lock down IP services.

● Authentication required on HTTP(S), Telnet,

SSH, SCP, and serial port.

● Compatible with H.235 v2- and v3-enabled

H.323 devices.

● H.235 authentication support.

● Transport Layer Security (TLS) for SIP

signaling.

● Roles-based password-protected GUI user

access.

● Ability to disable root access over Telnet of

SSH .

● Ability to enforce strict passwords.


VIII M


following management features:

● Support for industry standards such as

Telnet, HTTP(S), XML, SNMP, SCP, and SSH.

● Setup wizard for initial configuration.

● Support for the management software .

● Call logging and diagnostics.

● Support for logging.

● Time zone setting.



Response

Applicable

Release and

Release Date




Response

Applicable

Release and

Release Date

IX M


following general features:

The Internet gateway should provide

SIP proxy and call control as well as

H.323 gatekeeper services.

The internet gateway should open the

world outside the firewall to

organizations/users using video

communications.

Work with any H.323 or SIP device

Easy deployment and high reliability

Can work with the firewall

Shall support multivendor

Secure, reliable

Should have H.323 gatekeeper feature

Support SIP Proxy and SIP Register

Support SIP trunk to the other

GK/PBX/VG

Support IPv4 and IPv6 translation

Support Policy-based call routing

Support URI and ENUM dialing

Support device authentication

Support SIP presence and user agent

NAT transparent shall support enable

Secure traversal of any NAT firewall

Registration of endpoints from the

internet side

Support NAT STUN discovery and STUN

relay

Firewall H.460.18/19 compliant

Firewall STUN compliant

URI and ENUM dialing

Support Device authentication

Support SIP presence and user agent

Should Support up to 2500 registered

devices

Support URI dialing for scalability

Supports HTTPS, SSH, and SCP for



Response

Applicable

Release and

Release Date


Management System

REQ

ID Category Question

Complianc

y Response

Applicable

Release and

Release Date

I M

The management system should provide the

following:

Complete management of on-site and

remote video systems, including statistics,

directories, booking and software

updates

Intuitive Web-based interface

Manages network and video equipment

from multiple vendors.

Manages calls made on multiple protocols

(IP using H.323 and SIP, ISDN, V.35 and

mixed calls).

Manages endpoints, MCUs, network

infrastructure, and gateways directly

Supports automatic creation of phone

books, including Active Directory and

H.350.

Implements and manages automated

software upgrades for video devices Easy

mass configuration of systems.



REQ


Complianc

y Response

Applicable

Release and

Release Date

II M


following monitoring and diagnostic features:

Detailed system and conference records

Intelligent diagnostics enabling rapid

response.

System summary page for fast access to

most- used information Consolidated list

of open tickets with links to

recommended fixes.

Integrated Network Monitoring

Support— Integrates with HP OpenView,

IBM Tivoli®, NetCool® and any SNMP

network monitoring tool.

Event notification prevents and minimizes

negative service level.


III M


following reporting tool:

Track all system usage and identify trends

— packet loss, bandwidth usage, system

auditing.

Call Detail Records and Statistics (CDRs).



REQ


Complianc

y Response

Applicable

Release and

Release Date

IV

M


following scheduling tool:

Scheduling or ad-hoc calling for video,

audio, Web and data conferences.

Schedule conferences, book rooms and

invite participants using Microsoft

Outlook,® or IBM Lotus Notes.


V

M

The server supporting the management system

should have the following hardware and

operating system requirements:

Rack Mount Server.

1 - Pentium compatible processor -2GHz

or higher.

2GB or more of RAM. 4GB of RAM if

running on a 64 bit Operating system.

Windows Server 2008 Standard 32 bit or

64 bit.

4GB minimum of hard disk space.

.Net Framework 4.0

Support for 1Gbps NIC speeds or higher.



Multipoint Control Unit – MCU


Response

Applicable

Release and

Release Date



Response

Applicable

Release and

Release Date

I M

The Multipoint Control Unit (MCU) should

support the following features:

● You can dial in or dial out through web

server.

● You can use the MCU standalone or with an

H.323 gatekeeper or SIP registrar or proxy.

● The MCU offers a configurable audio and

video Auto-Attendant.

● Advanced continuous presence is standard

on all ports.

● System should have 40 SD ports capacity

● Selection of the best layout is automatic.

● You can select individual layouts using

remote control or webpages.

● More than 50 custom layouts are available.

● You can select the active speaker using

remote control or voice activation

● You can make floor assignments through the

webpage or management application.

● Far-end camera control tunneling is

performed using remote control or the

webpage.

● Sites are identified through text overlays.

● On-screen text messaging to individual or all

sites is possible.

● Conference scheduling and reservation is

built into the MCU application.

● You can have both on-demand and ad-hoc

conferences.

● The MCU offers an automatic lecture mode.

● You can preview the conference and

individual cameras on webpages.

● Connections to audio conferences can be

automatic.

● Integration with Cisco Unified



Response

Applicable

Release and

Release Date


II M


support the following content features:

● Dual video is available using H.239 or Binary

Floor Control Protocol (BFCP).

● Content handover can be automatic or co-

operative.

● Widescreen (16:9) is supported as well as

4:3 aspect ratio content.

● Options for content pass-through maximize

capacity.

● Options for content transcoding maximize

interoperability.

● Participants with no content support can

receive transcoded content in the main video.

● The MCU offers H.239 and BFCP content

sharing:

◦ Up to 1080p in H.264

◦ Up to 720p in H.263


III M


support the following bandwidth:

● Up to 4 Mbps with both H.263 and H.264 for

each site in all conference modes, including

advanced continuous presence.




Response

Applicable

Release and

Release Date

IV M


support the following video standards:

H.261,

H.263,

H.263+,

H.263++

H.264


V M


support the following audio features:

● Wideband audio mixing

● Built-in and unloadable Auto-Attendant

voice prompts

● Automatic gain control, adjustable gain,

power indication, and individual audio mute

using webpages




Response

Applicable

Release and

Release Date

VI M


support the following security features:

● Seven levels of access rights and privileges

for users

● Strong password policy

● Personal identification number (PIN)-

protected conferences

● Conference locking

● Secure non-PC hardware and operating

system

● AES encryption, 128-bit key, and H.235

● SIP encryption

● TLS certificate verification

● Video firewall option - second Ethernet port

● Audit log

● Static ARP

● Certificate-based login with OCSP certificate

checking




Response

Applicable

Release and

Release Date

VII M


support the following system management

features:

● XML management application programming

interface (API).

● Management through embedded web

server .

● RS-232 for local control and diagnostics.

● Syslog for diagnostics.

● Configurable event logs and full H.323 and

SIP decoding.

● Configuration backup to network.

● Secure upgrades through Ethernet or

.CompactFlash.

● Call detail records (CDRs).

● SNMP.


VIII M


support the following localization and

customization features:

● The MCU offers custom interactive voice

response (IVR))/Auto-Attendant audio

prompts and video titles.

● The MCU provides unicode conference and

site names for on-screen display.

● The MCU provides custom web interface

welcome messages.




Response

Applicable

Release and

Release Date

IX M


support the following design features:

● Standards-based and compatible with all

major vendors’ endpoints.

● Software selectable between HD or SD video

ports.

● System should have 40 SD ports

● Upgradable unit capacity using software

port licenses.

● Ability to stack two units together for

increased capacity

● Easy-to-use, versatile management

interfaces.

● More than 50 custom layouts.

● Comprehensive wideband audio support.

● Support for both Session Initiation Protocol

(SIP) and H.323 endpoints.

● Cisco TelePresence PacketSafe technology,

which minimizes effects.


Content and Recording Server


Response

Applicable

Release and

Release Date

I

M

The content and recording server should

support the following product compatibilities:

• Support for recording initiation from all

standards-based endpoints




Response

Applicable

Release and

Release Date

II

M


support the following components:

• Simplified, common format, complete solution

for streaming, all in one component.




Response

Applicable

Release and

Release Date

III

M


support the following recording features:

• Predefined template-based recording options

• Recording flexibility through a built-in web-

based template editor

• Personal and system recording aliases for

ultimate flexibility

• Support for automated creation of personal

recording aliases

• Ability to record presentations or video from a

live dual stream (H.264, H.239, or DuoVideo)

• Support for H.323 endpoints, multipoint

control units (MCUs), gateways, and the Session

Initiation Protocol (SIP)

• Ability to record up to five simultaneous H.323

or SIP video calls

• Ability to receive calls at up to 4 Mbps, up to

1080p high-definition (HD) resolution for the

main camera and for the second input source

• Ability for calls to include main video or audio

and H.264, H.239, or DuoVideo

• Transcoding of recorded calls into streaming

and downloadable file formats, including

Windows Media, Flash, and MPEG4 formats

• Recording of every call directly to disk for

"offline" transcoding after the call completes

• Optional record start countdown

• Record PIN-protected MCU Conferences

• Personal sandbox for safe working on

recorded content before publishing

• Optional automated email notifications to

content owners on completion of recording

• Recording indicator on Cisco TelePresence

MCU calls



Response

Applicable

Release and

Release Date


IV

M


support the following live and on demand video

streaming features:

• Ability to live stream up to two calls (of the

total five) in a single format and size

• Native Windows Media Streaming Server is

embedded

• When integrated with customer-provided

Wowza Media Server, the content server

streams Flash* content.

• When integrated with customer-provided

Apple Quicktime or Darwin Streaming Servers,

the content server streams MPEG4 QuickTime

content

• Flash and QuickTime Media can be viewed as

a progressive download without external

streaming servers

• Static URLs for live streaming of MPEG-4 for

Flash content from a Wowza Media Server




Response

Applicable

Release and

Release Date

v

M


support the following streaming features:

• Live (unicast supported natively and multicast

supported by external Microsoft Windows

Media Server).

• On demand (unicast).

• Native support for streaming Microsoft

Windows Media through an embedded

Windows Media Server.

• Support for external streaming servers

(Microsoft Windows Media Server, Wowza

Media Server, and Apple QuickTime Streaming

Server).


VI

M


support the following portable devices:

• Support for media download, then sync with

Apple iPod and MPEG-4 capable devices




Response

Applicable

Release and

Release Date

VIII

M


support the following content library features:

• Download options.

• Really Simple Syndication (RSS) feed

subscription to provide alternate access to

content library.

• Searchable content library web interface, with

thumbnail images and categories for easy

content searching.

• Ability to preconfigure recording outputs,

media access, metadata.

• Ability to share links to recording, allowing you

to easily identify and share recordings.

• Ability to view live and recorded content

through content viewer web interface and

telepresence endpoints (PIN Protection

available).

• Editable indexes.

• Content editor that enables trimming and

joining recordings.

• Support for major web browsers (Internet

Explorer, Mozilla Firefox, and Safari).

• Context-sensitive help in the interface.

• Simplified graphical template editor for easy

creation of new recording templates.

• Automatic and manual bandwidth detection,

to provide the best viewing experience for your

Internet connection.




Response

Applicable

Release and

Release Date

IX

M


support the following content viewer features:

• An intuitive content viewer supports Windows

Media, Adobe Flash, Microsoft Silverlight, and

QuickTime plug-ins

• Multiple video layouts are supported,

including:

• Switching layout

• Joined layout

• Fixed aspect ratio 16:9 joined layout

• Picture-in-picture video layout

• Stacked layout

• Dual-stream or still-image content is

presented fully synchronized with the main

video

• Video, audio, and content are fully

synchronized

• Pause and seek in recordings


X

M


support the following storage requirements:

• Large-capacity internal storage (600-GB hard

disk in RAID 1 redundancy)

• Support for external network storage using

network-attached storage (NAS)


XI

M

• English,

French,

Simplified Chinese,

Japanese



Desktop Client Requirements

I

M

The Desktop Client must be centrally deployed

and managed. It must be automatically installed

via a downloadable Web browser plug-in for

Windows (XP, Vista, 7 and 8) and Mac OS. The

solution must be able to scale seamlessly when

participants are joining via the Desktop Client. It

must be able to install/deploy the

components/modules as needed that enable

the Desktop Client in both a central and

distributed manner


II

M

Vendor must be able to provide free and

unlimited Desktop Client distribution. There

must be no restrictions on who can deploy the

client and no license will be required for each

client.


Mobile Client Requirements


I

M

The Mobile Client must be available on the

Apple and Android platforms.

The mobile client must connect to the meeting,

send and receive video, send and receive audio.

It must be possible to encrypt all the media and

signaling traffic using sRTP or HTTPS.

Connection must be firewall friendly and

support HTTP tunneling as well as connection

behind a proxy. The only port that must be

opened between the mobile client and the

infrastructure is TCP 443.

Mobile client must support 3G, 4G and Wi-Fi

connections.

A mechanism of intelligent bandwidth

management must be present to accommodate

for bandwidth variations that are frequent with

mobile devices.


Installation Requirements and services


Response

Applicable

Release and

Release Date

I M

The installation requirements should include:

A planning phase with the requisite

planning documentation in full.



Response

Applicable

Release and

Release Date


II M


A design phase with the requisite design

documentation in full.


III M


An implementation phase with the requisite

documentation highlighting the step-by step

configuration details of all equipment

including initial equipment verification

testing.

Bidder will be responsible for the civil works

involved in mounting the video conferencing

screens & decoders and should clearly

indicate the cost for the same. Aesthetics

should be maintained in all rooms.


IV M


A testing and optimization phase with the

requisite documentation highlighting the

test plans, test results, optimization

processes and optimization results.


V M


Technical documentation at all phases of the

installation including as-built documentation

after the implementation; clearly

highlighting the implemented solution and

any variations from the original design.



Training Requirements


Response

Applicable

Release and

Release Date

I M

The training offered to support the

videoconference solution should be:

An instructor-led course delivered to Britam

system administrators and/or IT staff

designated for such training.


II M


videoconference solution should be:

Delivered at a vendor certified center in

compliance with the standard course

structure and in line with educational best

practices.


III M


videoconference solution should:

Cover the entire implemented video

conference architecture, components,

functionality, features, and interoperability.


Please fill this text box with any relevant information that enrich the details of your proposal

pointing to features, information and/or strong point of your technologies that could help us

reach our goals.


SUPPORT REQUIREMENTS

This part of document describes the Support Services to be provided by the Supplier during and

after the warranty period.

The Support Services concern all hardware and software licensed directly by the Supplier and

shall consist of both provision of new software (Updates & Releases) and on-going software

maintenance services.

Advanced Support Services.


Response

Applicable

Release and

Release Date

I M

The Supplier shall provide a quick and reliable

support system manned by experts.


II M

The Supplier shall provide a three (3) year

advanced support services for the products

that includes diagnosis and replacements for

any faulty parts.




Response

Applicable

Release and

Release Date

III M

The supplier shall provide hardware

replacement options that offer rapid day-time

hourly replacements as well as next business

day replacements at no cost to Britam.


IV M

The supplier shall provide operating system

software updates and upgrades ensuring

compliance with best practices,

interoperability as well as fixing of known and

documented bugs.


V M

The supplier shall provide an online support

system consisting of robust troubleshooting

tools to ensure quick access to documentation

and information to quickly resolve problems.


SECTION 3 - GENERAL CONDITIONS OF CONTRACT

3.1. Introduction

Specific terms of contract shall be discussed with the bidder whose proposal will be accepted by

the Company. The resulting contract shall include but not be limited to the general terms of

contract as stated below from 3.2 to 3.17 and to Britam’s Standard Terms and Conditions of

Contract.

3.2. Award of Contract

Following the opening and evaluation of proposals, the Company will award the Contract to the

successful bidder whose bid has been determined to be substantially responsive and has been

determined as the best evaluated bid.

The Company will communicate to the selected bidder its intention to finalize the draft

conditions of engagement submitted earlier with his proposals. After agreement will have been

reached, the successful Bidder shall be invited for agreement and signing of the Contract

Agreement to be prepared by the Company in consultation with the Bidder.

3.3. Application of General Conditions of Contract

These General Conditions (sections 3.2 to 3.15) shall apply to the extent that they are not

superseded by provisions in other parts of the Contract that shall be signed.

3.4. Bid Validity Period

Bidders are requested to hold their proposals valid for ninety calendar (90) days from the

closing date for the submission, or as specified in the RFP document.

3.5. Non-variation of Costs

The prices quoted for the service and subsequently agreed and incorporated into the contract

shall be held fixed for the contract period.

3.6. Performance Security

3.6.1. The Company may at its discretion require the successful bidder to

furnish it with Performance Security in the amount specified in the

accepted Bid.

3.6.2. The Performance Security shall be in the form of a Company guarantee

issued by a commercial Company operating in Kenya and shall be in a


format prescribed by the Company. The performance guarantee shall be

submitted within 10 days of notification of award.

3.6.3. The proceeds of the Performance Security shall be payable to the

Britam Limited as compensation for any loss resulting from the Bidder’s

failure to complete its obligations under the Contract.

The Performance Security will be discharged by the Company not later than two

months following the date of completion of the Bidder’s performance obligations,

and the Company’s acceptance of the final report as specified in the contract.

3.7. Delays in the Bidder’s Performance

3.7.1. Delivery and performance shall be made by the successful Bidder in

accordance with the time schedule as per Agreement.

3.7.2. If at any time during the performance of the Contract, the Bidder

should encounter conditions impending timely delivery and performance

of the Services, the Bidder shall promptly notify the Company in writing of

the fact of the delay, its likely duration and its cause(s). As soon as

practicable after receipt of the Bidder's notice, the Company shall

evaluate the situation and may at its discretion extend the Bidder's time

for performance, with or without liquidated damages, in which case the

extension shall be ratified by the parties by amendment of the Contract.

3.7.3. Except in the case of “force majeure” as provided in Clause 3.14, a

delay by the Bidder in the performance of its delivery obligations shall

render the Bidder liable to the imposition of liquidated damages pursuant

to Clause 3.8.

3.8. Liquidated damages for delay

The contract resulting out of this RFP shall be incorporate suitable provisions for the

payment of liquidated damages by the bidders in case of delays in performance of

contract.


3.9. Governing Language

The Contract shall be written in the English Language. All correspondence and other

documents pertaining to the Contract which are exchanged by the parties shall also

be in English.

3.10. Applicable Law

This agreement arising out of this RFP shall be governed by, and construed in

accordance with the laws of Kenya and the parties submit to the exclusive

jurisdiction of the Kenyan Courts.

3.11. Bidder’s Obligations

3.11.1. The Bidder is obliged to work closely with the Company's staff, act

within its own authority, and abide by directives issued by the Company

that are consistent with the terms of the Contract.

3.11.2. The Bidder will abide by the job safety measures and will indemnify the

Company from all demands or responsibilities arising from accidents or

loss of life, the cause of which is the Bidder's negligence. The Bidder will

pay all indemnities arising from such incidents and will not hold the

Company responsible or obligated.

3.11.3. The Bidder is responsible for managing the activities of its personnel, or

subcontracted personnel, and will hold itself responsible for any

misdemeanors.

3.11.4. The Bidder will not disclose the Company's information it has access to,

during the course of the work, to any other third parties without the prior

written authorization of the Company. This clause shall survive the expiry

or earlier termination of the contract

3.12. The Company’s Obligations

In addition to providing Bidder with such information as may be required by the bidder to

complete the bid submission, Britam shall,

(a) Provide the Bidder with specific and detailed relevant information concerning the

requirements.

(b) In general, provide all information and access to Company's personnel;


(c) make available to the Bidder, for the Bidder's use in fulfillment of this Agreement,

conventional office facilities for use by the employees of Bidder, if agreed and required;

and

(d) Appoint a coordinator who shall arrange any access to its information and staff

required by Bidder for its performance under the contract, if agreed and required

3.13. Confidentiality

The parties undertake on behalf of themselves and their employees, agents and

permitted subcontractors that they will keep confidential and will not use for their own

purposes (other than fulfilling their obligations under the contemplated contract) nor

without the prior written consent of the other disclose to any third party any

information of a confidential nature relating to the other (including, without limitation,

any trade secrets, confidential or proprietary technical information, trading and financial

details and any other information of commercial value) which may become known to

them under or in connection with the contemplated contract. The terms of this Clause

shall survive the expiry or earlier termination of the contract.

3.14. Force Majeure

Definition of Force Majeure

For the purposes of this Agreement, “Force Majeure” means an event which could not

reasonably have been avoided by a diligent party in the circumstances, which is beyond

the reasonable control of a party and which makes a party’s performance of its

responsibilities hereunder impossible or so impractical as reasonably to be considered

impossible in the circumstances and includes, but is not limited to, war, riots, civil

disorder, earthquake, storm, flood or adverse weather conditions, strikes, lockouts or

other industrial action, terrorist acts, confiscation or any other action by government

agencies.

Negligence and intentional acts

Force Majeure shall not include any event which is caused by the negligence or

intentional action of a party or such party’s subcontractors or agents or employees, or

by a failure to observe good professional practice.

Financial constraints

Force Majeure shall not include insufficiency of funds or failure to make any payment

required hereunder.


Performance excused

The failure of a party to fulfill any of its obligations hereunder shall not be considered to

be a breach of, or default under, this Agreement insofar as such inability arises from an

event of Force Majeure, provided that the party affected by such an event has taken all

reasonable precautions, due care and reasonable alternative measures, all with the

objective of carrying out the terms of this Agreement.

Duty to mitigate

A party affected by an event of Force Majeure shall take all reasonable measures to

remove such party’s inability to fulfill its obligations hereunder with a minimum of

delay. The parties shall take all reasonable measures to minimise the consequence of

any event of Force Majeure.

Notification

A party affected by an event of Force Majeure shall notify in writing the other party of

such event as soon as possible, and in any event not later than five (5) days following

the occurrence of such event, providing evidence of the nature and cause of such event,

and shall similarly give notice of the restoration of normal conditions as soon as

possible.

Consultation

Not later than thirty (30) days after Supplier, as a result of an event of Force Majeure,

has become unable to discharge a material portion of the Operations, the parties shall

consult with each other with a view to agreeing on appropriate measures to be taken in

the circumstances.

3.15. Dispute resolution

3.15.1 Amicable Settlement

The parties shall use their best efforts to settle amicably any dispute arising from or in

connection with the agreement resulting out of this RFP or the interpretation thereof.

3.15.2 Arbitration

If the dispute has not been settled pursuant to the mediation within ten (10) days from

when the mediation was instituted, any party may elect to commence arbitration. Such

arbitration shall be referred to arbitration by a single arbitrator to be appointed by

agreement between the Parties or in default of such agreement within fourteen (14)

days of the notification of a dispute, upon the application of either Party, by the


Chairman for the time being of the Kenya Branch of the Chartered Institute of

Arbitration of the United Kingdom.

Such arbitration shall be conducted in Nairobi in accordance with the Rules of

Arbitration of the said Institute and subject to and in accordance with the provisions of

the Arbitration Act 1995.

To the extent permissible by Law, the determination of the Arbitrator shall be final,

conclusive and binding upon the Parties hereto.

Pending final settlement or determination of a dispute, the Parties shall continue to

perform their subsisting obligations hereunder.

Nothing in this Agreement shall prevent or delay a Party seeking urgent injunctive or

interlocutory relief in a court having jurisdiction.

3.16. Payment

Payment shall be on the Company’s Standard payment terms which are 30 days after

invoice date. Invoicing shall be at the certified completion and delivery of milestones as

stipulated in the agreed project plan incorporated into the resultant contract.


SECTION 4 - ANNEXURES

4.1 BRITAM ‘S SUPPLIER QUESTIONNAIRE

Bidders, willing to be considered for the award of the tender for SIEM Solution are expected to

furnish the Company with among others the following vital information, which will be treated in

strict confidence by the Company.

1.0 Corporate Information

No. PARTICULARS RESPONSE

1.1. Full name of organization:

1.2. Is your

organization(Pl

ease tick one)

I) a public limited company?

yes, please attach copies of

the company’s

memorandum of association

and articles including any

change of name

ii) Public listed company? If

yes, attach copies as (i)

above

ii) A limited company? If yes,

attach copies as (i) above

iii) A partnership? Yes attach

partnership deed

iv) A sole trader? Yes attach

business certificate

v) other (please specify)

1.3. Date of Registration:


1.4. Full physical address of principal place of

business:

Full postal of the principal place of business:

1.5. Registered address if different from the

above:

Post Code:

1.6. Telephone number:

1.7. Fax number:

1.8. E-mail address:

1.9. Website address (if any):

1.10. Company Tax PIN:

(Kindly provide a copy of the PIN Certificate

where applicable)

1.11. VAT Registration number:

(Kindly provide a copy of the VAT Certificate

where applicable)

1.12. Period in which you have been in the specific

business for which you wish to be pre-

qualified.

1.13. Names of the Shareholders, Directors and

Partners

Kindly provide original copy of an official


search report issued by the Registrar of

Companies showing the directors and

shareholders of the company (Companies For

CR 12). The report should not be more than

one month old.

1.14. Associated companies(if any)

1.15. Provide the name company’s certified

Secretary/Auditors

1.16. Please provide a copy of the most recent

annual return together with a filing receipt

(where applicable)

1.17. Name of (ultimate) parent/holding company

(if this applies):

1.18. Companies Registry number of parent/holding

company (if this applies):

1.19. If a consortium is expressing interest, please

give the full name of the other organization

(the proposed consortium partners should

also complete this questionnaire in its

entirety)

1.20. Contact person within the organization to

whom enquiries about this bid should be

directed:

NAME:

TITLE

TEL:

FAX:

EMAIL:


2.0 Financial Information

No. PARTICULARS

2.1

What was your turnover in the

last two years?

…………

for year ended

--/--/----

………

for year ended

--/--/----

2.2 Has your organization met all its obligations to pay its

creditors and staff during the past year?

Yes / No

If No, please give details

2.3 Have you had any contracts terminated for poor

performance in the last three years, or any contracts where

damages have been claimed by the contracting authority?

Yes / No

If yes, please give details:

2.4 If “No” please explain why not:

2.5 What is the name and

branch of your bankers

(who could provide a

reference)?

Name:

Branch:

Telephone Number:

Postal Address:

Contact Person Name:


Contact Position

Contact E-mail:

2.6 Provide a copy of the following

A copy of your most recent audited accounts (for the last two years)

A statement of your turnover, profit & loss account and cash flow for the

most recent year of trading

A statement of your cash flow forecast for the current year and a bank

letter outlining the current cash and credit position


3.0 Business Activities

No. PARTICULARS

3.1 What are the main business activities of your organization? I.e. Manufacturer,

Assembler, Distributor, service centre, retailer, (please specify).

3.2 How many staff does your organization have? ............

Indicate the number under each category

i. Technical (Permanent………, Temporary……)

ii. Semiskilled (Permanent……., Temporary……..)

3.3 Please generally describe the experience and expertise your organization possesses

that will enable you to effectively and efficiently undertake the work you are

bidding for as required by Britam Limited.

Attach you company organ gram with emphasis on the job you are bidding

for.

Attach CV’s of key staff

Expatriate provide copies of valid work permit


4.0 Trade References

Please provide in the table below details of at least ten (3) projects you have undertaken

relevant to the job you are bidding for performed over the last three (3) years, or that are

relevant to this prequalification document.

No

Customer

Organization

(name)

Customer

contact name

and phone

number

Contract

reference and

brief description:

Date

contract

awarded

Value of

businesses

transacted:

(Kshs/USD)

1

2

3

5.0 Certifications, Accreditations and Approvals

Detail any relevant certifications and accreditations by principals or accreditation bodies

and attach copies of such certification. Such certifications may be for your company or

for your individual staff as relevant to the work they do and the key skills for the service

or goods you propose to supply.

6.0 Agencies and Partnerships

a) Detail any agencies and partnerships that you have that are relevant to the

categories of goods and/or services you are interested in supplying.

b) List your primary sources of supply for goods that you propose to supply.


7.0 EVALUATION

(a) Mandatory Requirements For Pre-Qualification

You shall be required to attach the following mandatory documents where applicable.

i. Certificate of Incorporation/Partnership deed/business

ii. Trading Certificate where applicable

iii. TAX PIN Certificate

iv. Certificate from relevant authorities where applicable

v. VAT Certificate

vi. Tax Compliance certificate.

vii. List of Directors, telephone and their postal address

viii. Official Companies Registry Ownership Report CR 12

ix. CVs of relevant Staff

NB: Attach all the above documents

(b) General Requirements

i. The returned documents must be bound and clearly marked as per clause 1.5.4 bid

preparation and submission

ii. Britam will examine the documents to determine completeness, general orderliness

and sufficiency in responsiveness.

iii. Suppliers shall not contact Britam on the matter relating to the prequalification

process from the time of submission to the official communication of the results.

Any attempts by the supplier to influence Britam in the evaluation shall result in

disqualification of their application as suppliers.

iv. Pre-qualification will be based on meeting the following minimum criteria regarding

the Applicant’s legal status, general and particular experience, personnel and

financial position as demonstrated by the responses in the attached forms.


v. The applicants should have registered offices and Britam reserves the discretion of

visiting physical premises from which the applicant conducts business if so desired to

confirm existence and capability to deliver the said goods/services.

vi. Suppliers who qualify according to the selection criteria will be invited to submit

their quotations for the supply of goods/services as and when required depending

on continuous performance.

(c) Additional Requirements

i. Agents/Distributors shall provide copies of Letters of appointment by the

manufacturers to be dealers.

ii. Kenya Bureau of Standards certifications /or equivalent where applicable.

iii. Attach catalogues and brochures for the items you wish to supply.


11.0 Declaration

I declare that to the best of my knowledge the answers submitted in this pre-qualification

questionnaire (and any supporting documentation) is correct. I understand that any

misrepresentation will render my organization ineligible to participate in any future business

activities with Britam Limited.

FORM COMPLETED BY

Name:

Position (Job Title):

Date:

Telephone number:

Email:

Signature:

Stamp/Seal

FORM WITNESSED BY

Name:

Position (Job Title):

Date:

Telephone number:

Email:

Signature:

Stamp/Seal


4.4 BRITAM SUPPLIER CODE OF CONDUCT

1. GENERAL

This Code is applicable to all Britam suppliers (hereinafter “Supplier” or “Suppliers”) and

their employees (be they temporary, casual or permanent) and sub-contractors throughout

the world. Britam requires all Suppliers to conduct their business dealings with Britam in

compliance with this Code and in compliance with all laws applicable to the Supplier’s’

business, wherever conducted.

By entering into business transactions with Britam, the Supplier agrees to abide by the

terms of this Code and acknowledge that compliance with this Code is required to maintain

the Supplier’s status as a Britam Supplier. Britam shall have the right to terminate any

Supplier’s contract for failure to comply with the provisions of this Code.

Britam recognizes that local laws may in some instances be less restrictive than the

provisions of this Code. In such instances Suppliers are expected to comply with the Code.

If local laws are more restrictive than the Code, then Suppliers are expected to comply with

applicable local laws.

2. PROVISIONS

In particular, Suppliers must comply with the following:

2.1 Relations with competitors

Suppliers will be required to comply with applicable antitrust or competition laws and

will not engage in any restrictive trade practices. Suppliers will at all time act in a

manner that will uphold and encourage healthy competition.

The applicable anti-trust legislation with regard to Kenya operations is the Restrictive

Trade Practices, Monopolies and Price Control Act (Cap 504 Laws of Kenya).

2.2 Bribes, Conflicts of Interest, Gifts and other Courtesies

2.2.1 Bribes

Suppliers shall not make or offer bribes or payments of money or anything of value to

any Britam employee or any other person including officials, employees, or

representatives of any government or public or international organisation, or to any

other third party for the purpose of obtaining or retaining business with Britam. For the

avoidance of doubt Britam considers an act of bribery to include the giving of money or

anything of value to anyone where there is belief that it will be passed on to a


government official or Britam employee for this purpose. Suppliers are required comply

with all applicable local anti-bribery laws.

2.2.2 Gifts and other business courtesies

Suppliers shall ensure that any expenditure incurred in relation to any particular Britam

employee or government official is in the ordinary and proper course of business and

cannot reasonably be construed as a bribe or so as to secure unfair preferential

treatment. A general guideline for evaluating whether a business courtesy is

appropriate is whether public disclosure would be embarrassing to the Supplier or

Britam.

Britam employees may accept unsolicited gifts from Suppliers provided:

(a) they are items of nominal value – Kshs 1500 or less, or

(b) they are advertising or promotional materials having wide distribution e.g.

calendars, stationary etc; and

(c) Acceptance of the gift does not violate any applicable law.

2.2.3 Conflicts of Interest

No supplier shall enter into a financial or any other relationship with a Britam employee

that creates a conflict of interest for Britam. A conflict of interest arises when the

material personal interests of the Britam employee are inconsistent with the

responsibilities of his/her position with the company. All such conflicts must be

disclosed and approval to the transaction given.

2.2.4 Compliance and implementation

2.2.4.1 Licenses and Returns

The Supplier will be required to obtain and renew, in accordance with any law or

regulations all permits, licenses and authorizations required for it to carry out its

business. In addition The Supplier will be required to prepare and file any returns that it

may be required to file under its incorporation statute, the Companies Act (Cap 486

Laws of Kenya) or applicable local or Kenyan revenue legislation.

2.2.5 Taxation, Financial Integrity and Retention of Records

2.2.5.1 The Supplier will comply with all revenue laws and will not evade tax.

2.2.5.2 Suppliers will be required to maintain accurate and reliable financial and business

records and shall not have any false or inaccurate accounting books or records related


to Britam for any reason. Suppliers shall maintain all business records at the minimum

in compliance with the provisions outlined by the Kenya Revenue Authority or local

revenue authorities from time to time.

2.2.2.3. When any government investigation or audit is pending or ongoing then Suppliers will

not destroy any relevant records until the matter has been investigated and closed.

3. VIOLATIONS

If a Supplier becomes aware of any known or suspected improper behavior by another

Supplier in relation to their dealings with Britam or if a bribe or other inducement is

requested from a Supplier by any Britam employee or any other person with the

promise of influencing Britam’s position as far as that Supplier is concerned or if the

Supplier feels that a conflict of interests exists with one of Britam’s employees then all

pertinent details should be reported in confidence to the following:

(i) Contact (ii) Address

(iii) Procurement (iv) [email protected]

4. VARIATION

Britam reserves the right to vary this Code at any time.

___________________________________________________________________
