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TERMS OF REFERENCE FOR
PROCUREMENT, INSTALLATION, OPERATION AND MAINTENANCE OF CLOSE
CIRCUIT TELEVISIONS (CCTV) SURVEILLANCE SYSTEM AT FAMILY PLANNING
ASSOCIATION OF NEPAL
INTRODUCTION
Family Planning Association of Nepal is in search for a modern innovative solution to fulfil
the security surveillance needs. This TOR is against the requirement for an IP based
CCTV surveillance system for security, monitoring and recording within the FPAN
Headquarter (HQ).
SCOPE OF WORK
Bidder has to take up the contract on a turnkey basis, i.e. procurement, installation,
commissioning operations and maintenance of Close Circuit Televisions (CCTV)
surveillance system as per following details:
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 Supply, installation, testing, commissioning and maintenance of CCTV system of
industry known brand conforming to our specifications of 4 Channel DVRs, Monitor
and Cameras along with all accessories respectively at FPAN HO.
 All materials supplied by the bidder shall be guaranteed to be fault-free and of the best
quality.
 To provide all necessary hardware and software required to make the solution work
strictly as per our requirements. The specifications given are minimum. Bidders can
quote equivalent or higher technical specifications to meet the FPAN requirements.
However no weightage would be given for higher configurations.
 Installation of all necessary protection devices to protect the cameras from lightening,
sudden surges in voltage and current and to ensure safety of the grid to which the
system is connected.
 The bidder should also ensure protection of life and property likely to be endangered
due to the installed system.
 In addition FPAN expects the bidder to provide Comprehensive Maintenance
Warranty (CMW) of 2 year from the date of acceptance of entire system with all
components and sub components used in the system.
 In case of failure, the bidder needs to replace or repair the faulty
part/component/device and restore the services at the earliest during the warranty
period.
 The bidder shall warrant that every work executed under the contract shall be free
from all defects and faults in material, workmanship etc during warranty period.
 The bidder also has to make alternate arrangement in case of major failure happening
in the network, due to which services may be affected for longer period.
 Complaint shall be sent by email, telephone or by any other means. The bidder should
provide name, address and telephone number of the contact person in Kathmandu
who shall be available 24 hours 7 days.
 The bidder should attend the call immediately on receipt of the complaint and repair
the system within 2 hours of the receipt of the complaint. If it is not possible to repair
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the system within stipulated time frame, the bidder should replace within 4 hours the
defective part. The original defective part may be repaired and replaced later on at the
earliest.
Bidder will provide training to designated FPAN staff for surveillance monitoring and
maintenance of the system and also provide the details of the installed systems in
terms of instruction manual, systems details, installation report, etc.
The prices quoted in the bids will be valid for the period of 90 days from the date of
opening of bids. There shall be no increase in the rates during this period. Once the
rate for the items are finalized, it will be valid upto the entire contract period.
SYSTEM REQUIREMENTS:
FPAN intends to install CCTV systems at FPAN HQ based on Embedded (Stand Alone)
DVR. The CCTV systems to be offered by the bidders should conform to or be better than
the technical specifications given in Annexure-I of this document. The broad functional
requirement is provided below:
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A combination of network surveillance colour CCTV cameras 11 nos. to be installed
at FPAN HQ campus at the identified locations as per Annexure II and enclosed
layouts.
Reception of the digital video from all cameras at the computer room called Central
Monitoring Room (CMR). Customised software should be installed on computer for all
two-way control system, data logging and recording of the operation as well as the
storage.
Online computer display of Individual camera video on monitor.
Expansion of system should be possible with software setting at monitoring station by
adding cameras. Bidder shall provide information on maximum camera capacity of
video software.
The camera should capture the area as per requirement of FPAN-HQ with high
resolution.
In case there is no electricity, day and night cameras should be operational and
backup too.
Back-up archival of video feature should be available from main workstation HDD to
external storage along with reload facility.
CCTV cameras should be good quality and weather proof.
Depending on the available light, cameras should automatically switch from color to
monochrome which should provide high-quality images even in challenging low-light
conditions;
System should be capable to archive of sub framed rate or full frame digital video of
all or selected camera(s) in computer hard-disks. Also should have online replay
capability from storage and/ or selected backup disks for a period up to 30 days.
ELIGIBILITY CRITERIA
The preliminary evaluation will be done on the following parameters and offers from
bidders not conforming to these parameters will be rejected.
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The bidder should be an established System Integrator for a period exceeding three
years as on 31.03.2015.
The bidder must provide a list of organizations where systems have been installed
and/or are being maintained by them (include system configuration, references, Work
order or purchase order copies etc. The bidder is required to provide assurance to
arrange for a visit at such locations in case the committee needs to evaluate the
performance of the installation.
The criteria for consideration would include those bidders that have implemented/ or
in the process of implementation of systems, for at least 3 similar solutions in Nepal
within last 3 years. Bidder should provide details of the customer with purchase order
copy, contact person's name and telephone number.
The bidder should have at least one office in Kathmandu Nepal.
The technical bids must also include the contact information of engineers (including
address) and technicians with phone nos. and copy of identity cards duly attested by
proprietor/owner/authorised signatory.
The bidder should submit valid letter from the OEMs confirming following:
o Authorization letter from OEM / Technology partner
o Technology partner letter confirming ‘Products quoted are not end of-life for the
further period of 5 years’.
o Support including spares, Software upgrades shall be made available for next 6
years
Note:
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Photocopies of relevant documents/certificates must be submitted as proof in
support of claims made.
The information in the technical bid should be completed as per technical bid
format provided in Annexure III.
GENERAL TERMS
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There should not be any damage what so ever to the site due to setting up of the
system.
While installing the system onsite, the physical condition of the site should be taken in
to consideration, in case small damages are inevitable for erecting the footings for the
module mounting structure etc.
If the site does not have any access such as stairs or ladder, a proper and safe ladder
must be provided to ensure easy access to the site mainly for the purpose of
maintenance and inspection.
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While cabling the array care must be taken such that no loose cables lie on the
passage and rooms.
The site should look clean and tidy after installation of the array.
Cables running from the camera to the server down below should be made concealed
to the maximum extent possible. In no case the cables should be allowed to pass
through windows making the windows non-operational.
Neatness, tidiness and aesthetics must be observed while installing the systems.
Prices are to be quoted in NPR only.
The prices quoted should be for delivery at the premises of the FPAN-HQ at
Kathmandu including transportation etc.
Bidder must give 2 years onsite comprehensive warranty with spares from the date of
acceptance for entire system with all the sub components used in the project.
All the bidder should quote as per financial bid format provided in Annexure IV.
RESPONSIBILITIES OF BIDDER AND FPAN:
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Bidder Responsibilities:
o The bidder will be required to survey the FPAN HQ and identify strategic locations
to place the CCTV cameras so as to have maximum coverage of the locations
which are required to be monitored on computer screens.
o The bidder will have to deploy suitable manpower to supervise the work having
knowledge of CCTV system implementation.
o Bidder shall provide project plan for the implementation.
o Bidder shall continue to provide maintenance and support during and after the
warranty period.
FPAN’s Responsibilities:
o Acceptance of bid
o Acceptance of hardware and software regarding CCTV surveillance system.
o FPAN HQ core team will provide assistance to show the locations, electric points
and will ensure that the site is available for installation as per the schedule stated.
o The FPAN HQ or his designated core team will certify the installation and
commissioning of the CCTV system.
PAYMENT TERMS
The amount shall be payable to the successful Bidder, linked to below stages, as per the
following terms.
S.NO.
1.
2
STAGES
AMOUNT
After successful installation and final
70% of F1 as per Annexure IV of
acceptance testing of CCTV System as
the TOR
per contract agreement
After successful functioning of CCTV
30% of F1 as per Annexure IV of
system for three months.
the TOR
ANNUAL MAINTENANCE SUPPORT (AMS)
S.NO.
4
STAGES
AMOUNT
Successful maintenance of the CCTV Quarterly payment would be
system.
made for the maintenance
support services of CCTV
Note: It will start only after the completion system in the month following the
of warranty period.
end of the quarter in which
services have been delivered.
This would be derived from F2 as
per Annexure IV of this TOR.
The payments would be made only on the successful acceptance of stages by FPAN core
team
Note:
 No advance payment will be made
 FPAN shall release the payments after checking the invoices as per agreement
and adherence to the conditions of the TOR.
 All taxes, duties etc. shall be payable by the bidder.
 Mandatory taxes/duties etc. as applicable shall be deducted by FPAN.
TECHNICAL EVALUATION OF BIDS
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Only those Bidders and Bids who have been found to be in conformity of the
eligibility criteria and conditions during the evaluation would be taken up by the
FPAN core team for further evaluation.
The FPAN reserves the right to evaluate the bids on technical & functional
parameters.
During evaluation and comparison of bids, FPAN may, at its discretion ask the
bidders for clarification of its bid. The request for clarification shall be in writing and
no change in prices or substance of the bid shall be sought, offered or permitted.
No post bid clarification at the initiative of the bidder shall be entertained.
A core team of FPAN officers will view live demonstration of the CCTV systems
offered by the bidders to evaluate its performance. For this purpose, the bidders
will be required to keep one system with two cameras in FPAN HQ, before
delivering the order at no cost or liability to the FPAN.
EVALUATION OF FINANCIAL BIDS AND FINALISATION
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Only those Bidders who qualify the eligibility criteria would be shortlisted for
financial evaluation i.e. financial bids.
The Lowest Bidder (L1) will be selected on the basis of total price quoted (included
AMS charges).
The rates will be valid for the period of 90 days from the date of opening of bids.
Annexure I
TECHNICAL SPECIFICATION CCTV SYSTEM
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INDICATIVE TECHNICAL PARAMETERS
Stand Alone DVR H-264 compression algorithm ideal for Standalone DVR
Remote and live display all the cameras installed supported by the DVR, 100 fps
recording for CIF & 25 fps recording for D1 (4 CIF) up to 4 cameras and real time
recording at list recording of one Chanel should be real-time at D1 (4 CIF)
Pentaplex function live recording, play back, back up and network access.
Up to 4 HDDs supported/each HDD of up to 2 TB with 2 USB Ports External
CDRW/DVD-DVD-RW supported.
Multiple control methods- from panel, IR Remote controller, USB Mouse, network
keyboard.
Smart video detection motion detection, Camera Blank video loss.
Smart camera Setting- Privacy masking, camera lock color setting and tile display.
Pan tilt Zoom and Speed Dome control- more 60 protocols supported, preset, scan,
auto pan, auto tour, pattern auxiliary function supported.
Easy backup method- USB devices including USB CD-RW/DVD-RW & network
download.
Alarm Triggers screen tips, boozer, PTZ movement, e-mail & FTP Upload.
Smart HDD Management- Non working HDD Hibernation, HDD faulty alarm, RAID
Function.
Powerful network software- Built in web server, Multi DVR Clients software.
Network access for remote or live viewing recording, playback setting, system status,
event log, e-mail and FTP functions
CE&FCC Certified Hard Disk Requirement;
Hard Disk capacity: 1000 GB
Illustrative Brands : SAMSUNG/SONY/CBC/DMAX/DISVU
Vandal Proof Colored Dome IR camera
 1/3” Super HAD CCD,
 Min Resolution - Color-700 TVL/B/W-700TVL
 0 Lux or better
 Built in Vari-focal Auto Iris lens 4 mm to 9 mm
 AWB, BLC, AGC switch setting adjustable facility.
 Auto shutter option.
 Vandal Proof Built in OSD
 CE&FCC Certified
Illustrative Brands: SAMSUNG/SONY/CBC/DMAX/DISVU
RG-6 Co-axial cable
Unarmored RG 59 Co-axial cable for video signal between CCTV Camera and
Standalone DVR
Industry Known Brands : Polycap/RR Cable/Finolex/Anchor/Havells
Power Cable 2 Core
0.5sq.mm unarmoured power cable with copper conductor cable as required
Illustrative Brands: Polycap/RR Cable/Finolex/Anchor/Havells
PVC Conduit pipe
¾ PVC Conduit Pipe along with accessories in surface/recess including cutting the
wall and making good the same
Monitor
18.5” LED Monitor suitable for operation on 220 Voltage 50 Hz power supply required
Illustrative Brands: SAMSUNG/LG
Annexure II
CAMERA LOCATIONS DETAILS
S.NO
LOCATION
TYPE OF CAMERA
1
Main gate and
IR Camera with 48 led
2
Way to Store
IR Camera with 48 led
3
Receptions
Dome IR Camera
4
Passages
IR Camera with 48 led
5
Battery room
Dome IR Camera
6
IT Server Room
Dome IR Camera
7
Passages IInd floor
IR Camera with 48 led
8
Passages IInd floor
IR Camera with 48 led
9
Passages IInd floor
IR Camera with 48 led
10
DG’s Room
Dome IR Camera
11
President’s Room
Dome IR Camera
Ground floor
S.N
Camera Type
Location
Qty
1.
IR Camera with 48 led
Main gate and way to
Store
2
2.
Dome IR Camera
Receptions
1
First floor
S.N
Camera Type
Location
Qty
1.
IR Camera with 48 led
Passages
1
2.
Dome IR Camera
Battery room and
IT Server Room
2
Second floor
S.N
Camera Type
Location
Qty
1.
IR Camera with 48 led
Passages, corridor
3
2.
Dome IR Camera
DG Room and President
Room
2
Annexure III
TECHNICAL BID FORMAT
#
1
2
PARTICULARS
DETAILS
Name of “The Bidder”
Information about Company/Firm infrastructure in
Kathmandu Nepal
3
Standard list of equipment’s
4
Implementation plan and locations for the
cameras after survey
5
The bidder should be an established System Attested copy of
Integrator for a period exceeding three years as company
on 31.03.2015.
registration
certificate as a
proof should be
attached.
Work Experience
6
List of organizations where systems have been Bidder
should
installed and/or are being maintained by the provide details of
bidder
the customer with
order
7
List of organisations where bidder have installed purchase
contact
or are in the process of implementation for at copy,
least 3 similar solution in Nepal within last 3 person's name and
telephone number.
years.
OEM’s Undertaking
8
The bidder should submit valid letter from the
OEMs confirming following:
 Authorization letter from OEM / Technology
partner
 Technology partner letter confirming ‘Products
quoted are not end of-life for the further period
of 5 years’.
 Support including spares, Software upgrades
shall be made available for next 6 years
Attested
copy
OEM undertaking
as a proof should
be attached
Annexure IV
#
1
2
FINANCIAL BID FORMAT
Description of Item
Unit
VAT Rates with
Price
Tax
Standalone Digital Video
Record 4 Channel DVR with
Hard Disk 2000 GB
Coloured Dome IR camera
with vari focal lens
3
IR Camera with 48 led
4
RG-6 Co-axial cable
Quantity
Total
Price
1
5
6
5
Power Cable
6
PVC Conduit pipe
7
LED Monitor
1
Total (F1-: inclusive of 2 year warranty support)
POST WARRANTY SUPPORT
1
Annual maintenance Support
Per
1
of CCTV system.
Year
Note: It will start only after the
completion
of
warranty
period.
Total (F2)
Total (F1 + F2)
Note: Above cost shall include
 Procurement, installation and commissioning of CCTV cameras and surveillance
system.
 Number of CCTV cameras likely to be increased or decreased without assigning any
reason.
 Payment will be calculated on the basis of actual work done in terms of number of
cameras with accessories such as DVR, power supply and HDD needed.
 L1 evaluation shall be done on the Total price quoted (including AMS charges).
Name in block
Signature of the bidder along with seal