EUROPEAN UNION

DELEGATION OF THE EUROPEPAN UNION TO ERITREAInformation Technology Resources

Asmara, 17/10/2016ERI 7-2016

Call for tender ERI 7-2016- ICT installation in the EU Delegation to Eritrea Release 10.2016 - validity starting from 17/10/2016

Table of Contents

1. DELIVERY, INSTALLATION AND MAINTENANCE OF ALL NECESSARY ELEMENTS OF THE LAN FOR THE DELEGATION (ERI 7-2016).................4

1.1. Nature of Service.......................................................................................4

1.2. Specifications............................................................................................4

1.3. Generic premise structured cabling requirements guideline foreword......4

1.4. Hardware requirements.............................................................................4

1.5. Document scope........................................................................................5

1.6. Contractor requirements............................................................................5

1.7. Structured Cabling System (SCS) general product conformance requirements.............................................................................................5

1.8. General product performance requirements.............................................6

1.9. General installation practice requirements................................................7

1.10. Ducting and supporting structures.............................................................7

1.11. Post-Installation Test and Certification......................................................7

1.12. Maintenance..............................................................................................8

2. CONTRACTOR’S EMPLOYEES........................................................................8

2.1. Qualifications, training and development..................................................8

2.2. Police checks and identification.................................................................8

2.3. Health & Safety..........................................................................................8

2.4. Delivery Notes and Invoices......................................................................9

2.5. Contract Progress Meetings / Reports......................................................9

3. TECHNICAL SPECIFICATIONS......................................................................11

3.1. Ducting and Supporting structures..........................................................11

3.2. Testing and labelling...............................................................................11Delegation of the European Union to the State of EritreaMarsa Teklai 192 Street, House no. 20/22, Asmara, Eritrea Tel. +291-1-126470/126566 Fax +291-1-126578E-mail: delegation-eritrea@eeas.europa.eu

4. Plan of cabling, trunking and sockets...............................................................12

A. Introduction

The present invitation to tender is made by the Delegation of the European Union to the State of Eritrea.

The aim of this document is to invite you to participate in this Call for Tender for:

Delivery, installation and maintenance of the Local Area Network (referred to hereafter as LAN), telephone cabling, WIFI and all necessary components for the ICT equipment, prepare server room, communications room, video conference room in the premises of the Delegation of the EU in Asmara, Eritrea (referred to hereafter as the Delegation)

This document is available under MS Word 2010 or pdf format upon request to our services, preferably by e-mail to Delegation-Eritrea-HOA@eeas.europa.eu copy to Xavier Llopis – Regional IT Officer, xavier.llopis@eeas.europa.eu or phone +291-1-126470/126566

Confidentiality and public access to documents

All documents presented by the tenderer become our property and are deemed confidential.

1. Subject of the Tender.

CALL FOR TENDER

Lot 1 of 1

The lot 1 of the present invitation to tender covers the delivery, installation and maintenance of all necessary elements (cabling and active elements) of LAN (Local Area Network) in the Delegation (see attached plan).

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Note that the LAN will use

Microsoft Windows 2008/2012 as NOS (Network Operating System) and Microsoft's version of the TCP/I protocol.

Tenderer that would visit the Delegation's premises should contact Mr Jean-Francois PAQUOT.

If you have any question you can contact Mr. Xavier LLOPIS, Regional IT Officer, tel. + 962 (0) 64607000 Ext 149 or by email, xavier.llopis@eeas.europa.eu

The Deadline for submission is 14/11/2016.

NOTE: Bear in mind that all specifications/requirements detailed in this document must be taken as the minimum needed. If any specification or requirement you think that is not appropriate or wrong please note it in your tender specifications.

Any kind of improvement will be taken into account

IMPORTANT!! The tenderer selected has to be ready to start the work immediately.

The work MUST BE finished before 30 of December 2016.

See details as follow.

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LOT 1 OF 1

1. DELIVERY, INSTALLATION AND MAINTENANCE OF ALL NECESSARY ELEMENTS OF LAN FOR THE DELEGATION (ERI 7-2016)

1.1. Nature of Service

Delivery, installation and maintenance of all necessary elements (cabling and active elements) of LAN (Local Area Network) in the Delegation.

1.2. Specifications

The cabling must allow connecting computer equipment (PCs, printers, etc.) or VoIP telephone system equipment (telephone, fax, etc.) to any network outlet installed by the tenderer.

In case of a need for any active device of the LAN (i.e. Switch), we will propose a speed of 10/100/1000 Mbps.

The network will have wall socket connections. All these connections must be cabled up to the patch panels located in each floor as per design.

The location of these outlets in our premises is detailed in Plan of trunking.

The active devices installed will allow only a certain number of these connections to be totally operational, which means to have a port.

1.3. Generic premise structured cabling requirements guideline foreword

The lot 1 of the present invitation to tender covers the delivery, installation and maintenance of all necessary elements for the establishment of a Local Area Computer Network (referred to hereafter as LAN), voice cabling for the Delegation, fitting-out of Server, communication rooms, technical room for conference room and installation of all equipment.

The Delegation Structured Cabling guideline, as outlined in the pages to follow, is mandatory in terms of the acceptance of work done in or on Delegation premises and facilities. Compliance therefore determines whether or not the Delegation will take acceptance of installed Structured Cabling Systems (SCS) or subsystems.

The contractor is to note that despite the Structured Cabling System’s vendor warranty requirements (which must be met), work have to be commissioned by the Delegation and as owners of the supplied Structured Cabling System, it is expected that the Requirements and Technical directives of the Delegation take precedence at all times.

The acceptance requirements as outlined in this document are mandatory. No variation will be tolerated nor accepted.

1.4. Hardware requirements

1. The type of cable to be used is FTP Cat6a or Cat6 (Foiled Twisted Pair category 6).2. The type of connector to be used is RJ-45.3. In case of need Rack-Mountable interconnection Switch, minimum 24 ports, 1Gb, VLAN,

PoE4. Patch panels 12/24 ports Cat 6a/6 for data and Voice connections (cat 6a/6).5. Patch panel cables Cat 5e or Cat 6a/66. Rack KVM with monitor and keyboard, minimum 8 ports.

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7. PVC existing trunks need to be reviewed and in case they cannot be re-used a new trunking, metallic or PVC trunks, cabling and all necessary items for cabling installation (data/voice RJ45)will be installed. In case of installation of metallic trunk, it should be connected to the earthing system. All necessary materials must be provided in order to realize this task.

8. WIFI: Inline power/PoE for switches/APs, Central Manager controls, cabling and equipment needed to install across the building. WIFI will be available in every floor of the building. One or two access points (APs) depending of coverage per floor; this must be tested.

9. Note that HW equipment must have a minimum of one year warranty; if, during this period, any of these equipment is damaged, it should be repaired without any cost to the Delegation.

10.If any of the critical equipment is damaged, it should be replaced for the same or similar equipment until it is replaced by the delegation without any cost to the Delegation.

11.Control system of temperature and humidity in the server room.

1.5. Document scope

This document is intended as a guideline and therefore does not supersede the International Standards on which it is based. The purpose of the document is to provide the contractor with specific information to the implementation of standards based generic structured cabling as per the requirements of the Delegation Network environment and the support/maintenance thereof.

1.6. Contractor requirements

1. The contractor, preferably, shall be certified by the Structured Cabling Vendor in order that the final installation is certified in accordance with the vendor's warranty requirements.

2. The contractor must provide skilled labour to complete work within the agreed upon time frame.

3. The contractor is responsible for the provision of all tools required to fulfil his installation obligations in accordance with task at hand at his cost. This includes specialist tools such as core drills etc.

4. By means of the submittal of a quotation and the acceptance of the relevant order number, the contractor is solely responsible for the successful delivery of all documentation pertaining to installed components e.g. floor plans, excel sheets and test results to the Delegation ICT Network staff member responsible for the project and NO OTHER person, unless such an agreement has been made with the aforementioned responsible person.

5. In the event that work has been commissioned by Delegation departments other than ICT Network, contractors are reminded that the technical requirements of ICT Network still apply and that contractors will be required to conform irrespective of whether other Departments or their representatives have accepted work as completed.

6. The contractor is solely responsible for the thorough pre-quotation inspection and installation evaluation of any given project for which a quotation is submitted. Any over-sites on the part of the contractor are for his account.

1.7. Structured Cabling System (SCS) general product conformance requirements

The acceptable cable performance category to be installed on Delegation premises shall be:1. 100 OHM twisted-pair cable ANSI/TIA/EIA-568-B Category 6 / ISO 11801 Class E (2002)

compliant.

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2. Multimode optical fibre cable, either 62.5/125micron or 50/125 micron (ANSI/TIA/EIA-568-B.3), 50/125 micron 850 nm laser optimized multimode fiber is recommended (ANSI/TIA-568-3-1)

3. Single mode optical fiber cable (ANSI/TIA/EIA-568-B.3)4. 75-ohm (734 and 735 type) coaxial cable (Telcordia Technologies GR-139-CORE)5. Only cable and connecting hardware specified for a given Vendor Structured Cabling

Solution shall be used.6. All installed components shall be new, complete, in good condition and unused albeit

for demonstration purposes.7. All cable reels are to be visually inspected for damage incurred during shipping and

transit prior to installation.8. Cable and connecting components found to be damaged or defective prior and during

the installation process are to be removed immediately and returned to the supplier at no additional cost to the Delegation.

1.8. General product performance requirements

The supplied product shall, once installed, conform to ISO 11801 Class E – 2002 electrical characteristics for the purposes of vendor warranty.

It is expected that installed products be capable of supporting voice and data communications applications and protocols from baseline 56Kbps to ISDN PRI for Analogue and Digital Voice and 10Base T to 1000 Base T for data as per the supported applications of ISO 11801 Class E (2002).

The project will be completed and signed off in 5 different phases by the Contractor and Delegation ICTS Project Manager:

Phase 1: Ducting and Supporting structures:If possible old PVC trunking will accommodate the new cabling. Any upgrade can be done in order to finalize the installation according to the requirements. In case of need, new paths will be created.

Phase 2: Cat6a/6 Data cable Installation:The new cable will be pulled into the outlets and terminated at the floor outlet and Netframe sides.

Phase 3: Testing and Labelling:All outlets will be tested and labelled as per specifications in this tender document (Technical specifications point 3.2)

Phase 4: Warranties:All test results and floor plans will be submitted to Delegation for warranty purposes. The contractor must hand over a signed letter confirming that this has been done to the Delegation ICT Project Manager.

Phase 5: Final Handover:The contractor will hand over all documentation, including, hard and soft copy of the updated floor plans (as installed), test results and installation warranties to the Delegation ICT Project Manager, who will then sign off the installation.

1.9. General installation practice requirements

1. Cable is not to be pulled in under excessive load. At all times during any given “pull”, the cable under load should easily react and feed to pulling tension.

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2. Cable being pulled in should be handled by no less than two individuals at all times in order to avoid damage to the cable by means of kinks, twisting along its own axis, getting snagged etc. It is recommended that three installers co-operate in the pulling in of any given cable run, one at each end and another in the middle or positioned near any obstructions to feed slack and thus avoid undue stress on the cable.

3. Whenever possible cable should be placed into pathways as apposed to pull in under tension.

4. Care should be taken not to score conductors during the removal of the outer insulating sleeve of the cable when preparing to terminate pairs.

5. Cable bends are to be kept to 25mm at minimum at all times (installed).6. During the installation process, installers are required to visually inspect cable and

connecting hardware components for possible damages. If such damage is found, e.g. tears in the outer jacket of the cable, severe kinks as identified by white/grey bands of discoloration on cable jacket, these components are to be replaced immediately.

7. The installer is to make use of best practices when handling unjacketed conductors. Care is to be taken as not to create pair spread, pair wrapping, pair separation and the re-twisting of pairs.

8. No more than 13mm of wire may be exposed for the purposes of termination, the only acceptable exception being Highband modules where such practices are dictated by the design of the module.

9. All cabling shall be clearly labelled at both ends to the rear of the point of termination no more than 100mm from such a termination point.

10. All patch panel ports and workstation outlets shall be clearly labelled by means of appropriately secured printed labels (hand written labels are not acceptable).

11. All labelling schemes shall be confirmed with the appropriate representative of ICT Network before being applied.

12. The maximum number of screws or bolts as provided for by the design of connecting hardware or SCS components and accessories are to be used without exception.

1.10. Ducting and supporting structures

If possible, existing trunk must be used. Otherwise, a new trunk should be deployed putting the following into consideration:

1. Separate the power and DATA cables (20cm separation)2. Cables of different families should cross each other at right angles3. In case of metallic trunk, provide electrical continuity, metallic cable tray and low

resistance couplers.4. Connect the cable trays to earth network (15 to 20 metres)

1.11. Post-Installation Test and Certification

General Requirements

1. Every cabling link is to be tested and must meet with the requirements, preferably, of ISO 11801 Class E (2002) across the full length of the link.

2. Test requirements as per Permanent Link certification requirement for which the appropriate test adapters are to be used.

3. ICT Network staff further reserve the right to insist on being present during the self-calibration of the test unit and the instruments initial configuration prior to test and during the test process itself.

4. The contractor is to advise ICT Network staff within 7 working days of intent to commence testing in order that such a staff member may make himself available to attend testing procedures.

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5. The contractor is required to make available the test equipment and necessary personnel at no extra cost should a member of ICT Network wish to perform random acceptance testing on approximately 10% of the installed cabling infrastructure.

6. Where it is found that the random tests do not match those presented, ICT Network staff reserves the right to insist on a supervised re-test of any or all installed cables prior to acceptance.

7. Documentation is to be provided in 3 parts:i) An excel sheet indicating cable label, location of work area and Telecommunications closet termination points etc in electronic format.ii) Detailed test results in .flw (Fluke Networks Linkware), or similar, format inclusive of all plot data.iii) A floor plan or site diagram reflecting the routes taken to and location of all installed cables in electronic format.

1.12. Maintenance

The tenderer shall be responsible for the maintenance of the systems after the expiring of the warranty period. In the tender submission, the tenderer shall include a maintenance agreement for the subsequent maintenance of the system for at least three years (On-site support 8x5 –next business day response).

Please indicate the standard warranty period in calendar months.

The tenderer shall submit a checklist on the activities to be carried out for the system regular maintenance (On-site support 8x5 – next business day response).

The tenderer shall provide evidence and undertake that on-call service is available to attend to system failures during working hours.

2. CONTRACTOR’S EMPLOYEES

2.1. Qualifications, training and development

All staff engaged in repairs of ICT equipment must be qualified to the appropriate level.

2.2. Police checks and identification

1. Staff employed by the Contractor to undertake repairs on Delegation premises must be guard checked. All staff must carry clear identification, which includes a photograph.

2. The service vehicle must not be left unlocked at any time while on site.3. On arrival at the Delegation the engineer must report to a person in authority, such as

the Delegation secretary or receptionist.

2.3. Health & Safety

The contractor must ensure that any work carried out on Delegation premises complies with Health and Safety Regulations.

2.4. Delivery Notes and Invoices

1. Each repair must be accompanied by a repair note from the contractor stating:The fault;

The repair;

Date of repair;

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Date of return to Delegation;

Item description and serial number.

2. The contractor must retain a copy of the repair note for future verification.

3. Invoices must be submitted quarterly, in advance, detailing any additions, deletions, or changes to contract. Settlement will be 30 days from receipt of invoice. Invoices must state any discounts that will apply for early discount.

2.5. Contract Progress Meetings / Reports

The contractor shall meet with Mr. Xavier LLOPIS, Regional ICT Officer of the Delegation on a regular basis to review / monitor the progress of the contract and provide call out statistics and detailed reports (if required) of the repairs undertaken.

Quotations must be submitted before or on 14/11/2016 to:

Mr. Jean-Francois PAQUOTHead of AdministrationDelegation of the European Union to the State of EritreaMarsa Teklai 192 Street, House no. 20/22, Asmara, Eritrea Tel. +291-1-126470/126566 Fax +291-1-126578E-mail: delegation-eritrea@eeas.europa.eu

And delivery should be in one of the following ways:

a) By registered mail to the above mentioned address with proof of receipt posted not later than 14/11/2016 (the postmark providing evidence of date of posting).

b) By email to delegation-eritrea@eeas.europa.eu copy to the responsible RITO, email: xavier.llopis@eeas.europa.eu.

c) Preferably, in person or an authorized representative or private courier service to the Delegation of the European Union to the State of Eritrea at the above mention address not later than 14/11/2016 in which case a receipt must be obtain as proof of submission, signed and dated by the secretary who took delivery.

Please note that delivery by private courier service is not considered mail (an offer arriving at after the deadline will be considered as non-received regardless when was handed to the courier services)

Tenders must be submitted inside a sealed envelope with the above mentioned address and enclosed within a second sealed envelope, the inner envelop must bear the words:

Invitation to tender LAN CABLING (Tender ERI 7-2016- ICT installation in the EU Delegation to Eritrea)

(name of firm)

NOT TO BE OPENED BY THE INTERNAL MAIL DEPARTMENT

The contract will be awarded to the tenderer offering the best value for money with regard to price, speed of delivery, technical merit and full details of the supplies included in the specifications

For further information please contact

Mr. Jean-Francois PAQUOTHead of Administration

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Delegation of the European Union to the State of EritreaMarsa Teklai 192 Street, House no. 20/22, Asmara, Eritrea Tel. +291-1-126470/126566 Fax +291-1-126578E-mail: delegation-eritrea@eeas.europa.euor RITO Mr. Xavier Llopis, tel. number + 962 (0) 64607000 Ext 149 or by email xavier.llopis@eeas.europa.eu

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TECHNICAL SPECIFICATIONS

2.6. Ducting and Supporting structures

2.7. Testing and labelling

Telephony could be run on IP network, all cabling will be tested and labelled as DXXX (Data cable labelling first X will identify the floor number, the other XX will be replace for a number from 01 to 99 if necessary, see plan attached.

Even the fact described above some analogical connections will be deployed (fax and TDM phones) All cabling will be tested and labelled as VXXX (Voice cable labelling first X will identify the floor number, the other XX will be replace for a number from 01 to 99 if necessary.

The active computer network devices (e.g. Hubs, patch panels) should preferably be grouped together in a cabinet (rack 42U) which will be placed in each floor inside the communication room. The same cabinet should contain, if possible, the telephone system components and be equipped with a glass door that can be locked.

NOTE:

Possibly we need to install some double sockets. The number of end points to be defined is two or three per floor.

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3. PLAN OF CABLING, TRUNKING AND SOCKETS

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