02-S-HAAD-PT-2016 Supply and Installation of CCTV System

REQUEST FOR PROPOSALS
For
Supply and Installation of CCTV System
RFP #: 02/S/HAAD/PT/2016
Bid issue date: 18-Jan-2016

Deadline for submission of proposals: 21-Feb-2016
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RFP No: 02/S/HAAD/PT/2016
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INDEX
Section A - Instruction to Bidders

ARTICLE 1 - DEADLINES .............................................................................................................. 6
ARTICLE 2 - SITE SURVEY................................................................................................................6
ARTICLE 3 - PACKING AND LABELLING OF PROPOSALS........................................................................7
ARTICLE 4 - SUBMISSION OF PROPOSALS..........................................................................................7
ARTICLE 5 - PROPOSAL CONTENTS..................................................................................................8
ARTICLE 6 - BID BOND..................................................................................................................9
ARTICLE 7 - RFP TERMS AND CONDITIONS.......................................................................................9
ARTICLE 8 - VALIDITY OF PROPOSAL................................................................................................9
ARTICLE 9 - INCOMPLETE AND LATE OFFERS:....................................................................................9
ARTICLE 10 - INQUIRIES...................................................................................................................9
ARTICLE 11 - ALTERATION OF PROPOSALS........................................................................................10
ARTICLE 12 - BIDDER RESPONSIBILITY..............................................................................................10
ARTICLE 13 - ELIGIBLE BIDDER........................................................................................................10
ARTICLE 14 - COSTS FOR PREPARING PROPOSALS..............................................................................10
ARTICLE 15 - CLARIFICATION..........................................................................................................10
ARTICLE 16 - EVALUATION OF PROPOSALS........................................................................................10
ARTICLE 17 - AMENDMENTS...........................................................................................................11
ARTICLE 18 - CONFIDENTIALITY......................................................................................................11
ARTICLE 19 - OWNERSHIP OF PROPOSALS........................................................................................11
ARTICLE 20 - BID CANCELLATION...................................................................................................11
ARTICLE 21 - DISCUSSION/NEGOTIATION........................................................................................11
ARTICLE 22 - AWARD.....................................................................................................................11
ARTICLE 23 - GOVERNING LAW AND LANGUAGE...............................................................................11
Section B Terms of References

ARTICLE 1 GENERAL BACKGROUND AND HAAD OBJECTIVES..............................................................12
ARTICLE 2 PURPOSE AND OBJECTIVES OF THE RFP............................................................................12
ARTICLE 3 SCOPE OF WORK...........................................................................................................12
ARTICLE 4- PROJECTS DELIVERABLES................................................................................................13
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ARTICLE 5 WARRANTY AND SUPPORT TERMS....................................................................................13
ARTICLE 6 GENERAL CONDITIONS...................................................................................................14
ARTICLE 7 DELIVERY, INSTALLATION & CONFIGURATION TERMS..........................................................15
ARTICLE 8 CAPABILITIES OF SELECTED BIDDER:..................................................................................16
ARTICLE 9 PROJECT MANAGEMENT..................................................................................................16
ARTICLE 10 PERIOD OF EXECUTION...............................................................................................16
ARTICLE 11 PROBLEM PRIORITIZATION AND ESCALATION GUIDELINES...............................................16
Section C General Terms and Conditions

ARTICLE 1 - PERFORMANCE BOND................................................................................................19
ARTICLE 2 - TERMINATION........................................................................................................19
ARTICLE 3 - VARIATIONS...........................................................................................................20
ARTICLE 4 - NON-ASSIGNMENT.....................................................................................................20
ARTICLE 5 - PENALTIES.................................................................................................................20
ANNEXI:SCOPEOFWORK...............................................................................................................21
ANNEXII:EVALUATIONCRITERIA.......................................................................................................22
ANNEXIII:FINANCIALTEMPLATE.......................................................................................................23
ANNEX IV- LETTER OF SUBMISSION..........................................................................................................30
ANNEX V- VENDOR RISK ASSESMENT QUESTIONNAIRE..............................................................................31
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The complete Request for Proposal shall include the following:

Section A:
Instructions to Bidders
Section B:
Terms of References
Annexes:
Annex I : Scope of Work
Annex II : Evaluation criteria
Annex III : Financial Template
Annex IV Letter Of Submission Template
Annex V Vendor Risk Assessment Questionnaire
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Definitions and Abbreviations: The terms used herein this RFP shall have the following
meanings:
Government Government of Abu Dhabi.
Contracting Authority/ Health Authority- Abu Dhabi
HAAD
RFP Request for Proposal
Bidder A legal entity entitled to submit proposal in respond to this
bid
Days /months/years Calendar days/months
Service Supplying HAAD needs from required services
Supplier The awarded bidder selected to perform the service specified
in the RFP
Respective Sites Support and Maintenance services shall be needed for the
HAAD HQ
Items/Hardware The devices offered by the bidder/s to be installed in any of
the above mentioned sites
UAE United Arab Emirates
DHS/AED UAE currency
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Section A - Instruction to Bidders

Bidder is requested to read the bidding documents carefully to be able to submit a
responsive proposal. In submitting the proposal, bidder must respect all instructions,
forms, Terms of Reference, contract provisions and specifications contained in this
bidding document. Failure to submit a proposal containing all the required information
and documentation within the deadline specified will lead to the rejection of the
proposal.
Article 1 - Deadlines
Deadline for requesting clarifications from the HAAD 07-Feb-2016

Last date for issuing clarifications by the HAAD 11-Feb-2016
Clarification meeting to all bidders only purchased the RfP TBA
documents in HAAD
Date of Site Survey
Details below in article 02
Deadline for submission of proposals 21-Feb-2016
Public Bid opening of technical proposals to all Date: 22-Feb-2016
participated Bidders in the Tender Time: 11:00 am
Terms for attending the Public Bid opening Session: Venue: Meeting room
The bidders representative who wishes to attend the 2nd floor HAAD
Public Bid opening should hold authorization letter stating building (address
his ID no. (Passport no.) Signed and stamped by the stated below in Article
authorized person in his Company. 3/Section A)
Article 2 - Site Survey

All Bidders are requested to visit HAAD head office building (as the supply and installation
shall be at HAAD head office only) for a walk through inspection to investigate the
hardware available in HAAD prior submitting their proposal. Submitting proposals
without the Site survey would be at the bidders own risk.
Date of Site Survey: 21st to 31st Jan 2016 (Excluding Friday, Saturday & Any Public
Holidays).
Time of Site Survey: From 13:00 Hrs am to 15:00Hrs
Contact Person: Mr. Vinod Kumar.
Tel no.: +971 2 4193 507
Venue of Inspection: Health Authority Abu Dhabi - Airport road
Imp. Note: Above contact is only for the purpose of the Site Survey. Please note that the
Site Survey is only for the bidders to check the project delivery site. Bidders are strictly
not allowed to inquire about any financial or procedural questions. Any inquiries have
to process as stated in article 10 below. Any deviation to such rules will eliminate the
bidder from participation in this tender.
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Article 3 - Packing and Labelling of Proposals

Each submitted proposal must comprise a Technical offer and a Financial offer, each of
which must be submitted separately in sealed envelopes (see article 3). Each Technical
offer and financial offer must contain one original, clearly marked "Original", and 2
copies, each marked "Copy". Failure to respect the requirements in Article 03 and 04
will constitute a formal error and will result to rejection of the proposal
Article 4 - Submission of Proposals

Proposals must be submitted either by recorded delivery (official postal service) or hand delivery
directly to the HAAD in return for a signed and dated receipt to the following address:
Mr. Saif Al Suwaidi

Section Head, Procurement
Procurement
Health Authority Abu Dhabi
Airport Road behind Al Futtaim Motors Agency
P.O. Box 5674
2nd floor
Note: Proposals submitted by any other means (i.e, fax or e-mail) will be rejected.
Any deviation from these instructions (e.g., unsealed envelopes or references to price in the
technical offer) is to be considered a breach of the rules, and will lead to rejection of the
proposal.
Note: The pages of the Technical and Financial offers must be numbered.
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Article 5 - Proposal Contents

5.1 Technical offer

The Technical offer must include the following documents:
Document Title Check list Y/N

Table of contents , including page numbers
Full contact details of the key person in the company in case of any
clarification requirements
*Letter of Submission on the contractors letterhead signed and
stamped by the person in charge or companies authorized
representative acknowledging the suppliers agreement of the
terms and conditions of this RFP and certifying that all information
offered in the submitted proposal are true, accurate, and
complete. (Refer Annex IV - Template)
*An executive technical summary including the filled Annex II
Items Technical Specifications (Bill Of Quanitites) unpriced,
demonstrating the bidder understands of the RfPs requirement,
including the specification of requested item, delivery and
installation schedule.
Audited financial statement for the past year
Unconditional Bid bond (Section A/ Ref. Article 6)
Filled Template Annex V Vendor Risk Assessment Questionnaire
Cisco certified, Cisco Certification for the company is not
necessary as cisco product involvement is very minimal in this
solution and there are few CCTV companies that have cisco
certifications.
Copy of valid trade license / legal registration, Documents/
agency registration in the UAE
Business references from different clients that shows that the
bidder has a satisfactory performance record. Bidder is required to
include details of points of contact (name, address, telephone
number, etc.) for such references. The bidder should have
implemented minimum five CCTV projects and bidders have to list
such projects.
Bidder must submit in his quotation the company references for
similar CCTV project or scope of work.
Soft copy of the technical proposal ONLY with no reference to
commercial offer
The bidder must be authorized partner of CCTV system.
Copies of the below documents for the employees assigned for
this project as mandated by Executive Council:
Health insurance cards
Valid passports & residency
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Proof of applying the wages protection system as per the

Ministry of Labour,
Proof of giving house allowance / accommodation benefits
Important Notes: (*) After the bid opening of the TECHNICAL proposals and in
case any bidder did not submit the required documents state above, the proposal
will be administratively rejected without further consideration for review.
REVEALING THE FINANCIAL OFFER IN TECHNICAL OFFER WILL LEAD TO THE
REJECTION OF THE PROPOSAL.
Failure to submit the bid bond on time of the closing of the tender submission
will lead to the rejection of the proposal.
5.2 Financial offer

The Financial offer must be presented as an amount in U.A.E currency (DHS), inclusive
of all applicable tariffs and /or taxes and must be submitted using the attached
template in filling the prices (Annex III). Bidder has to put the prices showing the unit
price per item intended to be proposed.
Payments under this contract will be made in U.A.E currency (DHS).
The hard copy of the priced list should be submitted stamped and signed.
Soft Copy (CD) of financial offer and Annex III.
Article 6 - Bid Bond

The bidder must submit a bid bond of amount of AED 20,000 (Twenty Thousand Dirham) of the
total price of his proposal in the technical offer. The bond shall be unconditional, valid for 120
days starting from the closing date of proposal submission and addressed to the Health Authority
Abu Dhabi. Priority for issuing the Bid bonds in UAE should be from Abu-Dhabi Banks. The bid
bond will be returned back to bidders after the evaluation and awarding processes are
completed.
Article 7 - RFP Terms and Conditions

Failure to accept the terms and conditions of this RFP at time of submission of proposal may
result in giving the award to the next bidder.
Article 8 - Validity of Proposal

Proposal must remain valid and open for the acceptance of HAAD for 120 days from the RFP
closing date. Proposals specifying shorter acceptance period will be considered non- responsive
proposal.
Article 9 - Incomplete and Late Offers:

Incomplete and late proposals will not be accepted. It is the bidder responsibility to ensure that
the proposal is submitted complete, on time and in accordance with the RFP terms and
conditions. Late proposals shall be returned back unopened.
Article 10 - Inquiries
Bidders may submit questions in writing either through fax or e-mail to the following address
before the deadline stated in the above timetable,
Contact name : Mr.Emad Eid
Contracts Officer
Address : Health Authority Abu Dhabi
Fax no. : +9712 4496969
E-mail : ehassouna@haad.ae
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Any clarification to be issued by the Contracting Authority will be communicated in writing to

the bidder before the deadline stated in the timetable above. No further clarifications will be
given after this date.
Article 11 - Alteration of Proposals

Bidders may alter their proposals by written notification prior to the deadline for submission of
proposals stated in this RFP. No proposals may be altered after this deadline.
Article 12 - Bidder Responsibility
It is the responsibility of each bidder before submitting a proposal:

a) To consider federal and local laws and regulations that may affect costs, progress,
performance or furnishing of the service.
b) To study and carefully correlate bidders knowledge and observations with the
contract documents and such other related data.
c) To promptly notify the section Head of Procurement & General Services of all
conflicts, errors, ambiguities, or discrepancies which bidder has discovered in or
between the contract documents and such other related documents.
Article 13 - Eligible Bidder

Bidders considered eligible to submit proposal is defined as the entity /organization that is
legally registered to do business in UAE and can provide a valid certificate of legal registration/
trade registration licence. The bidder must be authorized partner of CCTV system.
Article 14 - Costs for preparing proposals

Under no circumstances will HAAD be liable for any costs incurred in connection with the
preparation and submission of the proposal even if the Contracting Authority decides to reject
all the proposals or cancel the bid.
Article 15 - Clarification
During the evaluation process, HAAD may request additional information from bidders if it is
necessary for further clarity in regards to the submitted proposal.
Article 16 - Evaluation of proposals

A. Technical evaluation of bids
Note: All bidders have to comply with 80% of the mandatory requirements stated in Annex V
Vendor Risk Assessment form to be eligible for the completion to the technical evaluation stage.
The quality of each technical offer will be evaluated in accordance with the evaluation factors
specified in (Annex II) of this bidding document. No other award criteria will be used. The award
criteria will be examined in accordance with the requirements indicated in the Terms of
Reference.
Only proposals with average scores of at least 70 points in the technical evaluation
criteria will be considered.
Proposed Fee will be factored in the selection of the successful proposals; however the
HAAD, at its own discretion, will decide on the fee weight and relative value.
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B. Financial Evaluation of offers

Upon completion of the technical evaluation, the financial offers of those bidders who passed
the technical evaluation stage will be opened.
Article 17 - Amendments
During the proposal submission period, if the HAAD decides to modify/ change any
requirement/s of the RfP, [the modification/s shall be released through the issuance of an
amendment to the RfP.] Any amendment will be issued in writing and will be sent to all bidders.
Article 18 - Confidentiality
The entire evaluation procedure is confidential and all proposals are for official use only and
may be communicated neither to the bidders nor to any party other than the HAAD.
Article 19 - Ownership of Proposals

The HAAD retains ownership of all proposals received as part of this tender. Consequently,
bidders have no legal right to have their proposals returned to them.
Article 20 - Bid Cancellation

The HAAD has the right at any stage in the bidding process to cancel the whole bid without
justification to any of the bidders. In the event, Bidders will be notified in writing of the
cancellation by the HAAD.
Article 21 - Discussion/Negotiation
Although proposals may be accepted and a contract awarded without discussion, the HAAD may
initiate discussions should clarification or negotiation be necessary. Bidders should be prepared
to provide qualified personnel to discuss technical and contractual aspects of the proposal.
Article 22 - Award
The HAAD reserves the option of contracting only for a portion of the specified project scope or
of not awarding a contract to any bidder. An award letter can be withdrawn by HAAD at any
time prior to definitive contract signature. Final approval to enter into a contract, the contract
terms and conditions and the scope of services to be provided pursuant to the contract, rests
with the HAAD. A contract may be awarded to more than one bidder based on the quality of the
proposals and the HAADs needs.
Article 23 - Governing Law and Language

23.1 This Tender and subsequent contract is subject to and shall be construed
according to the applicable laws and regulations of the United Arab Emirates, the
Emirate of Abu Dhabi and HAAD polices.
23.2. The Tender, subsequent contract, and all notices pursuant to the provisions
thereof shall be in English.
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Section B Terms of References

Article 1 General background and HAAD objectives
Health Authority Abu Dhabi (HAAD) is the regulatory authority for health services in the
Emirate of Abu Dhabi. HAAD develops the strategy and a policy for the Emirates health
system based on HAAD regulates both public and private sector healthcare clinics, as
well as health insurance providers within the Emirate of Abu Dhabi.
HAADs vision is to develop healthy communities and ensure that the highest quality
healthcare services are delivered to the population of Abu Dhabi. Sustainable
healthcare practices are a key component of HAADs mission to promote community
health and are in keeping with international best practices for total quality
management.
Article 2 Purpose and Objectives of the RFP
HAAD would like to enter service agreement with qualified company which can provide
the required service.
Article 3 Scope of Work
The selected supplier is responsible of the following:
To supply, install, configure CCTV solution and provide three years maintenance,
support & warranty for Exam center CCTV system as per the BOQ listed in Annex I and
the following shall be considered in the technical proposal:
1. The CCTV system must be able to view and record all areas in exam center with
proper focus on candidates cubicles along with audio capture and recording
capability. The audio and video compression format should offer best
compression ratios.
2. The CCTV system must be able to provide storage for video and audio for six
months with best audio and video clarity.
3. The recoding system/Storage must support network-teaming (multiple NIC
cards) option for load balancing, and Fault tolerance.
4. Cisco WS-C3750X-48PF-S (Catalyst 3750X 48 Port Full PoE IP Base) must be
installed with fiber patch cords for this solution.
5. All fiber and copper cabling for CCTV solution.
6. Copper cabling should be Belden or 3M and fiber should be Panduit.
7. To supply and install 4 monitoring stations licensing and 10 Samsung LED
screens (52 Inch).
8. The system must be Server based highly available with redundancy, Vendor can
proposed a high availability option for recorded DATA .
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9. The CCTV solution should have web-based access. Users should be able to
access live streaming for all or selected cameras in a dashboard through web.
10. The CCTV solution should provide search capability of any old audio or video
record for a particular time period through web with user friendly search.
11. Three camera required zoom option. ( PC + Manual Zoom )
12. If other facilitys available vender need to provide while doing the site survey.
13. Provide a total number of 47 cameras with the required specifications. ( 42
Work station Camera + 3 Zoom option Camera + 1 Reception + Waiting are )
14. POC (Prove of concept) is must for Video/Audio quality, and management
application software as part of tendering process.
15. Vendor has to provide all required equipments for POC.
Article 4- Projects Deliverables
The Vendor should be responsible to deliver the following documents as a minimum:
1- The vendor shall provide HAAD with As-Built drawings of the whole CCTV solution
both hard and soft copies.
2- The vendor should provide complete System Documentation, High Level and Low
level Designs, Network Implementation Plan (NIP) and Network Ready for Use
testing (NRFU, The NRFU document includes rigorous testing of the whole
solution) only on receiving the same the project will be considered as complete
and payment will be processed.
3- Complete patching details must be provided showing which switch port is
connected to which patch panel port for new data points. The bidder has to
arrange, patch and label all cables after installation of new and old switches.
Article 5 Warranty and Support Terms
1- The Vendor should provide maintenance, support and warranty for the whole
solution for 3 years along with all the Operating System and software updates for
24x7x4 including public holidays and weekends with a response time of 2 hours
and rectification time of 4 hours as per HAAD Problem Priority Definition Table I
and Problem Escalation Guidelines II . The warranty should cover all materials,
licenses, services, and support. Vendors shall handover serial/license keys along
with warranty period and all licenses will be under the name of HAAD.
2- Response and resolution time begin just after HAAD reports the incident to the
vendor.
3- Vendors Technician will arrive on-site within response time commitment from
the time HAAD has requested for on-site support and resolve the issue within
resolution time commitment as per Problem Priority Definition Table I and
Problem Escalation Guidelines II.
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4- The vendor will provide a hot line number for use outside office hours for logging
service calls. A certified engineer should be available for immediate response.
5- Vendor must deliver in their technical offer Escalation procedures with required
contact names, E-mails and mobile numbers in order to solve any technical and
non-technical problems throughout the life cycle of the project and warranty
period.
6- Responding technical staff should be Cisco certified and should provide full
restoration of operations
7- During the warranty period for each visit whether periodical or on call whether
preventive or corrective maintenance the Vendor contact person must provide
HAAD before he leaves the site a technical report of the work which has been
achieved and must be signed by HAAD contact person and Vendor contact
person. HAAD reserves the right to request changing the engineer in case they
see him not competently qualified and/or has communication problem and/or
has behavior problem.
8- The Vendor will be responsible to resolve any problem related to installation,
configuration, integration, software, hardware & Camera Relocation and
Operating System bugs.
9- The Vendor shall be responsible for delivery, installation and configuration of
software patches, up gradation of operating system of all devices mentioned in
the tender.
10-Warranty of the equipment will begin after the project delivery, testing and
operation acceptance is signed by the Contracting Authority. A completion letter
must be signed by both parties, Contracting Authority and the Vendor. Only after
signing the completion letter the warranty period would begin.
11-The vendor should provide Quarterly Periodical maintenance services of the
whole solution.
Article 6 General Conditions
1- Bidder should assign a project manager to handle the project; he will be the main
contact person for HAAD for the entire duration of the Contract. The project
manager name, his technical experiences and qualifications, Email, and mobile
number must be submitted in the proposal. In case the Bidder decide to replace
the project manager after the delivering of the quotation or during the life cycle
of the project he has to submit the new candidate name and technical
experiences and qualifications and it has to be approved by HAAD before
assigning him as Project Manager. HAAD reserve the right to request for replacing
the Project Manager in case they see him not competently qualified and/or has
communication problem and/or has behavior problem.
2- Bidder must submit in his quotation the name and their technical experiences
and qualifications of the engineers and technicians who will be involved in
designing and implementing the project solution. In case the bidder decide to
change one of the approved staff after the delivering of the quotation or during
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the life cycle of the project he has to submit first his technical experiences and
qualifications and it has to be approved by HAAD before he will be able to join
the team. HAAD reserve the right to request replacing any one of team in case
they see him not competently qualified and/or has communication problem
and/or has behavior problem.
3- All planned outages for initial configuration/support/maintenance to take place
only on Fridays and/or Saturdays or after HAAD working hours.
4- Planned maintenance and repairs should be discussed and planned by mutual
consent of HAAD IT Department and the vendor.
5- HAAD should be informed of any planned maintenance or repair at least one
week in advance. For planned maintenance, the maintenance window is on case
by case basis preferably on Fridays and Saturdays or after HAAD working hours
(including upgrades and maintenance work, applicable for both parties). During
repairs or maintenance, HAAD should be updated at least every 4 hours and when
repair or maintenance is completed.
6- The bidder has to be well experienced in routing, switching and CCTV systems.
7- Vendor must deliver in their technical offer testing and commissioning
procedures for the delivered solution. Any hardware equipment or softwares
required for implementing those testing and commissioning procedures is the
sole and full responsibilities of the vendor.
8- The vendor shall provide HAAD with test results & certification from the cable
manufacturer. Any hardware equipment or softwares required for testing
procedures is the sole and full responsibilities of the Vendor.
9- The warranty of cabling will be of minimum of 20 years.
10-The vendor will be the point of contact if case of cable malfunctioning and be
responsible to fix such issues.
Article 7 Delivery, Installation & Configuration Terms
1- Requested items must be delivered, installed, functioning and tested as per the
tender requirements.
2- Vendor is responsible for providing the licenses required for the function of the
delivered items.
3- Equipment must be properly labeled as per HAAD standards and as requested by
HAAD project Manager.
4- All Management software must be Microsoft Windows Based and should support the
latest Microsoft OS releases.
5- Vendor must install, configure, and customize the proposed solution according to
HAAD security, and network/system environment.
6- Delivered Solution must be tested and commissioned as per Vendor delivered
procedures before handing over the project completion. Any hardware equipment
or softwares required for implementing those testing and commissioning
procedures is the sole and full responsibilities of the Vendor.
7- Vendor must comply and confirm all above mentioned points in their Proposals.
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8- Delivery and Installation time must be mentioned.
Article 8 Capabilities of selected bidder:
The selected bidder is expected to possess the following capabilities as a minimum:

1) Minimum of five years experiences in the Gulf Region
2) Authorized Service provider
3) Presence in the UAE
Article 9 Project Management
14.1 Responsible body

HAAD will assign a Project Manager who will be responsible for follow up and monitoring
the work progress with the selected bidder/bidders during the supply period.
Article 10 Period of Execution
The period of execution of the whole project will be a maximum of 12 weeks starting
from the date of awarding this tender.
Article 11 Problem Prioritization and Escalation Guidelines
1. Vendor support should be available twenty-four (24) hours a day, seven (7) days
a week, including public holidays and weekends.
2. Response and resolution time begin just after HAAD reports the incident to the
vendor.
3. Technician will arrive on-site within response time commitment from the time
HAAD has requested for on-site support with spare parts based on the problem
reported and resolve the issue within resolution time commitment as per the
Problem Priority Definition Table I- below.
4. Additional spare parts if needed will be shipped immediately from the Parts Banks
locations when required for problem rectification.
a) Responding technical staff should be certified in case of resolving issues with

Cisco devices or certified with other manufacturers for resolving other issues
pertaining to any other equipment in the over solution provided by the
vendor and will provide full restoration of operations as per priority level of
the incident reported, details are mentioned in Problem Priority Definition
Table below.
b) The contractor will provide the names, titles, addresses, and telephone
numbers of the primary and backup contacts for service problems.
I. Definition of Escalation
a. Escalation is the term applied to the process by which a case of trouble is
moved up through the chain of management within the contractors
organization. The escalation process provides a method for moving a case
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of trouble to the next level of responsibility so the trouble resolution

continues to move forward and does not stagnate.
b. As the trouble is escalated the responsible party reviews the trouble status
to determine if the appropriate resources have been applied to the
problem and to identify areas where additional resources can be applied
to accelerate a resolution.
c. If any reported issue is not rectified within response and rectification time
mentioned in Problem Priority Definition Table I , it will be escalated
through the chain of management within the contractors organization as
per Problem Escalation Guideline below.
(I)Problem Priority Definition Table:

Priority Problems/ Incidents Definition Response & Call-out
Level Restoration Time
1 MUST BE DONE. ESSENTIAL TO HAAD SURVIVAL
Critical CCTV component(s) and any other 24 x 7
part of overall solution provide by the vendor Response time
is inoperable 2 hours and
Significant CCTV service is/will be lost. resolution time
Problems with no alternative action (high 4 hours
volume/impact)
2 SHOULD BE DONE. NEAR ESSENTIAL TO HAAD
SURVIVAL 24 X 7
Problems with high customer impact
(medium volume). Response time
Problems with no alternative action (medium 2 hours and
volume/impact). resolution time
Permanent fix for Priority level1 problems 4 hours
where interim solution/workaround has been
provided.
Non-critical system/application component(s)
is inoperable.
3 COULD BE DONE AND HIGHLY BENEFITIAL TO HAAD Response time

There is clearly little or no impact to HAADs 4 hours and 24 X 7
CCTV system resolution time
Can Significantly reduce existing costs 6 hours
Problems with no alternative action (low
volume/impact)
4 IMPORTANT PROBLEM BUT CAN WAIT Best Effort Business
Hours
(II)Problem Escalation Guideline:
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Elapsed Time Priority 1 Priority 2 Priority 3 Priority 4

After a
Problem is
Reported
4 Hours Service Account --- ---
Manager /Technical
Manager
5 Hours General Service --- ---
manager Manger
12 Hours --- General Technical
manager manager
Account/
24 Hours --- --- Service Manager
2 days Account
/Technical
General
Manager
manager
3 days Service Manger
5 days General manager
Notes:
Problems will initially be reported to the Contractors Account Manager/Technical
Manager or any single point of contact he specifies.
Business Hours are between 7 AM to 3 P.M.
Response and resolution time begin just after HAAD reports the incident to the
vendor via e-mail/fax.
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Section C General Terms and Conditions
Article 1 - Performance Bond

The Consultant shall be required to secure a performance bond in an amount
equal to 10% of the total award price within 10 days from signing the contract
and to be in effect for the duration of the performance period. The performance
bond may be liquidated and used by the Contracting Authority in cases including
fraud or corruption on the part of the Consultant or in case of lack of delivery
and/or loss incurred in the event of the Consultants failure to deliver or perform
according to the requirements of the contract. The Performance Bond shall be
issued from one of UAE Banks addressed to the Health Authority Abu Dhabi.
Article 2 - TERMINATION
a. Termination without Cause
HAAD may terminate this Agreement at any time by one-month notice in writing
to the Vendor.
b. Termination with Cause
This Agreement shall be terminable by HAAD immediately without notice if the
Vendor:
(A) Fails to commence and proceed with the provisions of this Agreement
with due diligence after being required to do so by HAAD; or
(B) Fails to perform its obligations hereunder and fails to remedy the same
or take appropriate steps to secure the remedy of the same to the
satisfaction of HAAD within response and rectification time as stated in
this Agreement; or
(C) Refuses or neglects to carry out written instructions issued to it by the
normal course; or
(D) Ceases or appears or threatens not to carry on business in the normal
course; or
(E) Enters into liquidation (whether voluntarily or compulsorily) or has a
winding up order made against it or calls a meeting of its creditors or
suffers any execution or distress to be levied upon its property.
If the HAAD exercises such right to terminate, it may thereupon take such steps,
as it deems necessary to perform and complete the maintenance services. The
Vendor shall be liable to HAAD for all damages directly or indirectly arising from
such termination. This right to terminate the obligations of the Vendor and to
demand payment for such damages shall be in addition to the HAAD other legal
rights whether the same is specified herein or not.
_______________________________________________________________________________________________________________
19 / 33

Article 3 - VARIATIONS
4.1 Additions, modifications, and/or omission will be mutually agreed upon in writing by
the Vendor and the Contracting Authority and confirmed in writing to the Vendorby
the Authority.
4.2 The Vendor shall only act upon variations that are mutually agreed upon in writing
between Vendor and the Contracting Authority. The Contracting Authority shall
provide its input with all reasonable speed Save as aforesaid, neither the Vendor nor
the Contracting Authority shall make or give effect to any alteration in or modification
to the Services.
Article 4 - Non-assignment
A. The Vendor shall not assign or transfer the benefits and obligations of this Agreement
or any part thereof to any person/company except by the Contracting Authority 's
written approval, provided, however that any assignment by the Vendor to an
affiliate shall not require the consent of the Contracting Authority. For the purposes
of this Agreement with respect to the Vendor, the term affiliates means any entities
that directly or indirectly control, are controlled by, or are under the same control
as, such party or any other entities affiliated with such party or entities.
B. In any case of bankruptcy or liquidation of the Vendor, this Agreement shall

automatically be terminated. In this case, the official receivers, trustees or liquidators
of the Vendor shall not have the right to transfer/ assign the benefits or any of the
rights under this Agreement or prejudice the rights acquired by the Contracting
Authority from the Vendor hereunder.
Article 5 - Penalties
a- Supply and installation of delivered items :
In case the required deliverables are not submitted by the Vendor by the expected
delivery date stated in the issued PO/Agreement, this will be investigated and the
Vendor will be penalized. The penalty for late delivery is set at The delay penalties
will be calculated as follows for each week delay started after the agreed upon date
for delivering the items: 2.5% of the Agreement Value from each week delay.
b- Warranty and Support period:
In case of failure to comply with the response time commitment of two hours and
rectification time commitment of four hours, HAAD would levy penalty of 5% per day of
the total Contract Value from the time of lodging complaint for delay in bringing the
system to working condition.
In case if the vendor is not able to provide a replacement for any
hardware/software component or device as per response and rectification time
commitment, HAAD may buy the failed part/device from another vendor and the
contractor will pay the price of the failed component/part etc. to HAAD in addition to
5% penalty mentioned above for each day of delay in response to HAAD.The maximum
penalty should not exceed 10% of the Agreement value of the total price the Agreement
(Maximum penalty is 10% of the Agreement price).
_______________________________________________________________________________________________________________
20 / 33

Annex I
Technical Specification (BoQ)
Comply
S/N Description Qty
(Yes/No)
CCTV system
Video Management software (CCTV Solution - IP Network
Video Recorder - Manufactured in the USA)
CCTV solution Pro Video Management System 5.4
Includes:
Free Server software (runs on standard Windows and
Linux platforms)
Free Unlimited number of clients (Windows, Linux and
MAC OSX)
Supports up to 64/128 IP cameras per Server (CCTV
A/Z-Series)
Integrates with more than 1,000 IP cameras and
1 encoders 1
Supports Digital PTZ functionality on cameras in live and
recorded Video
Multi-monitor client display & Video Wall
Audit Trail (login/logout, viewing/closing cams,
configuration changes)
Expanded Multistreaming capability
Zoom in Playback in export video file without the need
to Install Sofware
Etc.
CCTV Mobile is an advanced mobile surveillance video
control app for
CCTV Solution VMS IP and Hybrid systems. Easy access to
live cameras
and playback of recorded video for remote surveillance
and real-time
2 monitoring. CCTV Mobile connects to any number of 1
CCTV Solution VMS
systems with the webservice enabled. CCTV Mobile apps
are offered at
no charge and are downloadable from the iTunes Store
and the Android
Marketplace.
_______________________________________________________________________________________________________________
21 / 33

Comply
S/N Description Qty
(Yes/No)
control app for
live cameras
and real-time
CCTV Solution VMS
are offered at
and the Android
Marketplace.
control app for
live cameras
and real-time
CCTV Solution VMS
are offered at
and the Android
Marketplace.
CCTV IP 3U NVR server with 8 IP licenses, RS-232/485
serial port, 8 alarm inputs, 1 alarm output, 4 audio
inputs, dual Gb NIC,1 DVI- D, 1 DVI-A, 1 DisplayPort (2
5 max. simultaneous), RAID 6, DVD, Win 7 or Ubuntu 10.04 1
linux on 40GB SSD, redundant power supplies, keyboard
and mouse, CCTV Solution client and server software pre-
installed, - 64TB, 56TB Usable (RAID6)
26" Rackmount Sliding Rail Kit for CCTV IP 3U NVR server
6 2
chassis
CCTV Video Management Software: License for One
9 25
camera
Indoor Dome Camera
_______________________________________________________________________________________________________________
22 / 33

Comply
S/N Description Qty
(Yes/No)
CCTV camera Full-frame@1080HD Indoor/Outdoor Fixed
Dome camera, Dual Stream, 3-9mm Varifocal Lens, Two-
10 way Audio with G.711 with PoE, SD 25
Memory Card Slot, ONVIF support, Embedded video
analytics, IK09,IP66
Monitoring stations
HP Compaq Elite Intel Xeon Processor E5-1607 4
3.0GHz 10MB 1067 4C , 8GB (2X4GB 1333Mhz UDIMM
), 1TB 2.5" SATA,PCI/PCIe ,ultra slim ,DVD
15
Recordable,Gigabit Ethernet,Memory card reader,
Graphics card with 2048 MB memory,(or above) ,22"
screen,Three Years Warranty & support
52" Full HD Professional Display (LED Back light) with 5
17
Braket (either Celling or Wall)based on site survey
17 Dual monitor adapters DVI to UTP (Tx, RX) 5
18 Microphone with cabling for each cubicle 25

Installation
Fiber Cabling (8 core fiber 200 mt OM3, Fiber patch L/S
20 panel with adaptor & pigtail, Cable pulling, testing
,termination & labelling )
Cisco WS-C3750X-48PF-S (Catalyst 3750X 48 Port Full 1
21
PoE IP Base)
CCTV installation, configuration, testing & L/S
22
commissioning
Response & Call-out Check Comply

Priority Level Problems/ Incidents Definition
Restoration Time
Yes / No
1 MUST BE DONE. ESSENTIAL TO HAAD SURVIVAL 24 x 7
Critical CCTV component(s) and any
Response time 2
other part of overall solution provide by
hours and
the vendor is inoperable
Significant CCTV service is/will be lost.
_______________________________________________________________________________________________________________
23 / 33

Problems with no alternative action resolution time 4

(high volume/impact) hours
2 SHOULD BE DONE. NEAR ESSENTIAL TO HAAD 24 X 7

SURVIVAL
Problems with high customer impact
(medium volume). Response time 2
Problems with no alternative action hours and
(medium volume/impact). resolution time 4
Permanent fix for Priority level1 hours
problems where interim
solution/workaround has been provided.
Non-critical system/application
component(s) is inoperable.
3 COULD BE DONE AND HIGHLY BENEFITIAL TO 24 X 7

HAAD
There is clearly little or no impact to Response time 4
HAADs CCTV system hours and
Can Significantly reduce existing costs resolution time 6
Problems with no alternative action (low hours
volume/impact)
4 IMPORTANT PROBLEM BUT CAN WAIT Best Effort Business

Hours
Important Note to Bidder:.
1- It is bidders responsibility to examine all of the RFPs terms and conditions and to
request for clarification from the Contracting Authority (only to the contacts
mentioned in the RFP in writing) for unclear and vague statements, if any. It shall
be bidders responsibility if his proposal is eliminated due to submission of
unclear, improper and loose proposals.
2- Vendor must comply and confirm all above mentioned points in their Proposals.
3- Bidder has to quote for all items stated above (Annex I- Items Technical
Specification).
_______________________________________________________________________________________________________________
24 / 33

Annex II
Evaluation Criteria and scores
Evaluation Factors Max Score

50
Understanding of the projects requirements
Meet the items technical specification in Annex I
Proposed technical solution is comprehensive and meet all HAAD needs
20
Commitment to provide support and warranty as per Problem Priority Definition Table
(I) and Problem Escalation Guideline II.
Have presence in Abu Dhabi Emirate for Support.
15
Availability of sufficient highly qualified and experienced staff to provide a complete
solution mentioned in the RFP.
15
Vendors background and experience on projects of similar nature for at least last five
years in UAE market.
Over all Scoring 100
Mandatory Criteria: Vendor is authorized partner of CCTV system
Yes/No
Only proposals with average scores of at least 70 points qualify for the financial
evaluation
_______________________________________________________________________________________________________________
25 / 33

Annex III
Financial Template (BoQ)
Comply Unit Total price

S/N Description Qty price (AED)
(Yes/No)
(AED)
CCTV system
Video Management software (CCTV
Solution - IP Network Video Recorder -
Manufactured in the USA)
CCTV solution Pro Video
Management System 5.4 Includes:
Free Server software (runs on standard
Windows and Linux platforms)
Free Unlimited number of clients
(Windows, Linux and MAC OSX)
Supports up to 64/128 IP cameras
per Server (CCTV A/Z-Series)
Integrates with more than 1,000 IP
cameras and encoders
1 Supports Digital PTZ functionality on 1
cameras in live and recorded Video
Multi-monitor client display & Video
Wall
Audit Trail (login/logout,
viewing/closing cams, configuration
changes)
Expanded Multistreaming capability
Zoom in Playback in export video file
without the need to Install Sofware
Etc.
CCTV Mobile is an advanced mobile
surveillance video control app for
CCTV Solution VMS IP and Hybrid
systems. Easy access to live cameras
2 and playback of recorded video for 1
remote surveillance and real-time
monitoring. CCTV Mobile connects to
any number of CCTV Solution VMS
systems with the webservice enabled.
CCTV Mobile apps are offered at
_______________________________________________________________________________________________________________
26 / 33


(Yes/No)
(AED)
no charge and are downloadable from
the iTunes Store and the Android
Marketplace.
and playback of recorded video for
3 monitoring. CCTV Mobile connects to 1
Marketplace.
and playback of recorded video for
4 monitoring. CCTV Mobile connects to 1
Marketplace.
CCTV IP 3U NVR server with 8 IP
licenses, RS-232/485 serial port, 8
alarm inputs, 1 alarm output, 4 audio
inputs, dual Gb NIC,1 DVI- D, 1 DVI-A,
1 DisplayPort (2 max. simultaneous),
5 1
RAID 6, DVD, Win 7 or Ubuntu 10.04
linux on 40GB SSD, redundant power
supplies, keyboard and mouse, CCTV
Solution client and server software pre-
installed, - 64TB, 56TB Usable (RAID6)
_______________________________________________________________________________________________________________
27 / 33


(Yes/No)
(AED)
26" Rackmount Sliding Rail Kit for
6 2
CCTV IP 3U NVR server chassis
CCTV Video Management Software:
9 25
License for One camera
Indoor Dome Camera
CCTV camera Full-frame@1080HD
Indoor/Outdoor Fixed Dome camera,
Dual Stream, 3-9mm Varifocal Lens,
10 Two-way Audio with G.711 with PoE, 25
SD
Memory Card Slot, ONVIF support,
Embedded video analytics, IK09,IP66
Monitoring stations
HP Compaq Elite Intel Xeon 4
Processor E5-1607 3.0GHz 10MB
1067 4C , 8GB (2X4GB 1333Mhz
UDIMM ), 1TB 2.5" SATA,PCI/PCIe
15 ,ultra slim ,DVD Recordable,Gigabit
Ethernet,Memory card reader, Graphics
card with 2048 MB memory,(or above)
,22" screen,Three Years Warranty &
support
52" Full HD Professional Display (LED 5
17 Back light) with Braket (either Celling
or Wall)based on site survey
Dual monitor adapters DVI to UTP (Tx, 5
17
RX)
Microphone with cabling for each 25

18
cubicle
Installation
Fiber Cabling (8 core fiber 200 mt L/S
OM3, Fiber patch panel with adaptor &
20
pigtail, Cable pulling, testing
,termination & labelling )
_______________________________________________________________________________________________________________
28 / 33


(Yes/No)
(AED)
Cisco WS-C3750X-48PF-S (Catalyst 1
21
3750X 48 Port Full PoE IP Base)
CCTV installation, configuration, L/S
22
testing & commissioning
Total Cost (1 Year ) (AED)
1 Additional warranty for 2 years
2 Total Cost (3 Years ) (AED)
_______________________________________________________________________________________________________________
29 / 33

Annex IV- Letter of Submission
To : Health Authority- Abu Dhabi
Subject: Letter of Submission for

Tender no.----------------------------------------------------------
Tender title: --------------------------------------------------------------
Dear Sirs,
We, [insert Company Name] , hereby acknowledge that we studied the subject RFP and we
are in agreement with the terms and conditions of it and certifying that all information
offered in the submitted proposal are true, accurate, and complete.
In case of any clarification, please contact Mr.--------------------------- assigned to respond to any
received inquiry related to the submitted proposals in responses to this RfP. The contact is
as follows:
Designation:_________________
E-mail:______________________
Tel: ________________________
Mobile:______________________
Authorized Signatory
Name:_______________________
Designation:__________________
Signatures:___________________
Date:________________________
Company stamp
_______________________________________________________________________________________________________________
30 / 33

Annex V- Vendor Risk Assessment Questionnaire
Instructions:
Please complete the following questionnaire.

For any queries or details required, please describe in Justification/Comments
Section OR mention at the end of the questionnaire OR attach documentation
with the required information.
Mention Not Applicable wherever relevant, with appropriate justifications or
comments.
Select options by marking X in the appropriate box.
Note: Vendor has to at least comply with 80 % of the below Mandatory Questionnaire
to be eligible to pass the technical evaluation process.
Vendor Risk Assessment Questionnaire

Risk Assessment Categories Compliance Justification / Comments
Status
Yes No
Mandatory Requirements
1. Does your Organization have
Information security (IS) policy, which is
approved by your management,
published and communicated to all
employees? Are IS Policies reviewed on
an ongoing basis?
2. Do you sign Confidentiality or non-
disclosure agreements with your
company employees and/or third party
personnel, as employed or engaged by
your company?
3. Is security requirements such as
background verifications, information
security awareness, etc. are addressed
for all employees and third party
personnel?
_______________________________________________________________________________________________________________
31 / 33

4. Are security roles and responsibilities

documented and communicated to all
employees and third parties through
appropriate Information Security
awareness training and regular
updates?
5. Are responsibilities for the protection
of customer information/assets, and
Organizational information/assets
clearly defined?
Desired Requirements
1. Does your Organization comply with
the requirements of the ISO/IEC
27001:2005 Standard, and Certified
against those requirements? Are you
aware of ADSIC Information Security
Standard requirements?
2. Is there an information classification
scheme or guideline in place, which will
assist in determining how the
information is to be handled and
protected? Are your employees, sub-
contractors & third parties made aware
to adhere with such classification
schemes?
3. Is there a defined employee exit
process, and is the employee exit
process includes communication to
customers?
4. Are physical identification Badges
provided to all employees and third
party users working within the
Organization premises or at the client
sites?
5. Do you follow a formal Change
Management Procedure for
implementing changes to information
processing facilities, assets or services
offered to customers?
_______________________________________________________________________________________________________________
32 / 33

6. Do you have a procedure for

recording audit logs for user actions,
exceptions, and information security
events?
7. Do you have a formal user
registration and deregistration process
for granting/revoking access to
information systems and services?
8. Do you have a password
management requirements defined that
enforces various password controls?
9. Do you have a security incident
reporting process in place? Are
employees aware of the requirements
of the process, and are trained to report
security weakness or events through
defined channels as quickly as possible?
10. Do you have Business Continuity
Management (BCM) in place? Does your
Business continuity planning address the
requirements of ensuring continuity of
services to your customers and business
stakeholders?
Vendors authorized signatures: _____________________________________
_______________________________________________________________________________________________________________
33 / 33

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REQUEST FOR PROPOSALS

Bid issue date: 18-Jan-2016

Section A - Instruction to Bidders

ARTICLE 3 - PACKING AND LABELLING OF PROPOSALS........................................................................7

ARTICLE 4 - SUBMISSION OF PROPOSALS..........................................................................................7

ARTICLE 5 - PROPOSAL CONTENTS..................................................................................................8

ARTICLE 6 - BID BOND..................................................................................................................9

ARTICLE 7 - RFP TERMS AND CONDITIONS.......................................................................................9

ARTICLE 8 - VALIDITY OF PROPOSAL................................................................................................9

ARTICLE 9 - INCOMPLETE AND LATE OFFERS:....................................................................................9

ARTICLE 11 - ALTERATION OF PROPOSALS........................................................................................10

ARTICLE 12 - BIDDER RESPONSIBILITY..............................................................................................10

ARTICLE 13 - ELIGIBLE BIDDER........................................................................................................10

ARTICLE 14 - COSTS FOR PREPARING PROPOSALS..............................................................................10

ARTICLE 16 - EVALUATION OF PROPOSALS........................................................................................10

ARTICLE 19 - OWNERSHIP OF PROPOSALS........................................................................................11

ARTICLE 20 - BID CANCELLATION...................................................................................................11

ARTICLE 23 - GOVERNING LAW AND LANGUAGE...............................................................................11

Section B Terms of References

ARTICLE 2 PURPOSE AND OBJECTIVES OF THE RFP............................................................................12

ARTICLE 3 SCOPE OF WORK...........................................................................................................12

ARTICLE 4- PROJECTS DELIVERABLES................................................................................................13

ARTICLE 5 WARRANTY AND SUPPORT TERMS....................................................................................13

ARTICLE 6 GENERAL CONDITIONS...................................................................................................14

ARTICLE 7 DELIVERY, INSTALLATION & CONFIGURATION TERMS..........................................................15

ARTICLE 8 CAPABILITIES OF SELECTED BIDDER:..................................................................................16

ARTICLE 9 PROJECT MANAGEMENT..................................................................................................16

ARTICLE 10 PERIOD OF EXECUTION...............................................................................................16

ARTICLE 11 PROBLEM PRIORITIZATION AND ESCALATION GUIDELINES...............................................16

Section C General Terms and Conditions

ANNEX IV- LETTER OF SUBMISSION..........................................................................................................30

ANNEX V- VENDOR RISK ASSESMENT QUESTIONNAIRE..............................................................................31

The complete Request for Proposal shall include the following:

Annex I : Scope of Work

Annex II : Evaluation criteria

Annex III : Financial Template

Annex IV Letter Of Submission Template

Annex V Vendor Risk Assessment Questionnaire

Section A - Instruction to Bidders

Deadline for requesting clarifications from the HAAD 07-Feb-2016

Article 2 - Site Survey

Article 3 - Packing and Labelling of Proposals

Article 4 - Submission of Proposals

Mr. Saif Al Suwaidi

Article 5 - Proposal Contents

5.1 Technical offer

Document Title Check list Y/N

Proof of applying the wages protection system as per the

5.2 Financial offer

Article 6 - Bid Bond

Article 7 - RFP Terms and Conditions

Article 8 - Validity of Proposal

Article 9 - Incomplete and Late Offers:

Any clarification to be issued by the Contracting Authority will be communicated in writing to

Article 11 - Alteration of Proposals

Article 12 - Bidder Responsibility

It is the responsibility of each bidder before submitting a proposal:

Article 13 - Eligible Bidder

Article 14 - Costs for preparing proposals

Article 16 - Evaluation of proposals

B. Financial Evaluation of offers

Article 19 - Ownership of Proposals

Article 20 - Bid Cancellation

Article 23 - Governing Law and Language