Request for proposals are invited for Internet Service Provider (ISP).
REQUEST FOR PROPOSAL - RFP#NIEC-MAR2020-102 for an Internet Service Provider (ISP) for the National Independent Electoral Commission
NOTICE TO CONTRACTORS
The National Independent Electoral Commission (NIEC) invites you to submit a sealed bid proposal for contracting to provide an INTERNET SERVICE for the head office of the NIEC.
Sealed proposals, provided in strict compliance with requested specifications, as noted to insure acceptance, will be received by email address:
[email protected] with Cc to
[email protected] not later than March 31, 2020 at 11:59 pm.
• OVERVIEW
This request for proposal (RFP) provides interested suppliers with sufficient information to prepare and submit proposals for consideration with the intent of contracting with one company to provide cost effective, convenient, graphical Internet access from.
NIEC is requesting price quotations and detailed explanations of services offered from Internet service providers herein referred to as “the Contractor.” The Contractor must provide all hardware, software, billing services, technical and customer support and connectivity to the Internet.
Instructions are contained herein for proposal submissions, services to be provided and general evaluation criteria. This RFP is to be distributed to a range of applicable suppliers able to provide the services required.
• General Information
POINT OF CONTACT: The point of contact for this RFP is the NIEC Head of Procurement, e-mail address:
[email protected] with Cc to
[email protected].
All questions and requests for clarification must be made in writing within five (5) working days of receipt of the RFP. Requests will be received through e-mail only and responses will be forwarded to all potential respondents as soon as possible —again by e-mail.
BID OPENING DATE: Monday, April 06, 2020 at 11:00 am.
AGREEMENT: The selected supplier must sign a Letter of agreement (LTA) with NIEC.
In recognition of the quick responses required the NIEC needs to communicate with you through e-mail
Please provide your e-mail address
IMMEDIATELY UPON RECEIPT OF THE RFP
to Head of Procurement@ address:
[email protected] with Cc to
[email protected].
• INVITATION - BID PROPOSAL
It is the intention of this solicitation to receive bids for an INTERNET SERVICE PROVIDER (Specifications are detailed on below)
The contract period will be one year starting June 01, 2020 with an option to extend the period for two additional years, through May 31, 2023, by mutual agreement between the NIEC and the Contractor. Said renewal will be automatic unless specifically altered by the request of any party. If the contract is renewed, the same terms and conditions shall apply.
Bids are being solicited to provide a continuing internet service. Bidders are encouraged to fully study this bid proposal before completing and submitting responses on or before the bid due date and time.
NOTE: Please return all pages of this bid document, and it is especially important to return the overall cover bid document with a complete signature and date at the bottom of the form, where indicated.
The NIEC reserves the right to reject all or part of the respondent’s offer.
• GENERAL CONDITIONS AND SPECIFICATIONS
It is mutually agreed by and between the NIEC and the Contractor that each faction accepting the supplier’s offer by the issuance of one or more contracts shall be an agreement between the parties thereto containing all specifications, terms and conditions as stated in this Sealed Bid Proposal. The supplier shall clearly state, on the bid response, any exceptions to or deviations from the Terms and Conditions contained herein. Such exceptions or deviations may be considered in evaluating the bids received and may result in rejection of that bid.
• Incurring Costs:
The NIEC is not liable for any cost incurred by the contractors for preparation of the RFP or costs incurred prior to award of a contract.
• Contract Length/Escalation Clause
This contract will be in effect through June 01, 2020 unless otherwise cancelled by either party. It will be written for an initial period beginning at contract creation and continuing through May 31. 2021 and will allow an automatic two-year renewal. The contract will be automatically renewed according to the terms and conditions as set forth and agreed upon by all parties, unless notification of non-renewal is received by either party 30 days prior to the termination.
• Fiscal Condition
At all times this RFP and any subsequent contract(s) shall be conditional upon the availability of the fiscal budget.
• Account Management Respondents should outline their proposed procedures for handling NIEC`s account and include the name of an account representative who shall have overall responsibility for the account.
• Bid Rejection
National Independent Electoral Commission reserves the right to reject any or all bids/RFPs for any or all reasons and is not bound to accept the lowest response if that bid is judged contrary to the best interests of the NIEC.
• RFP Respondent`s Obligations:
Each response to this RFP must be indexed in the exact same order as requirements are indicated. For example, responses to the Hardware and Software Paragraph, section a) shall be titled and numbered in exact correlation to the requirement requested. Deviations to this required response format may result in the rejection of part or all of a bid submission.
• Requirements
During the stated contract period. NIEC desires to offer toll free Internet access to Commissioners,
secretariats, and guests of the NIEC site. NIEC has approximately 300 employees. All contractors are
requested to address each of the following requirements/services. The contractor may include any
significant information not requested in the proposal.
1. Hardware and Software:
All network equipment and software necessary to facilitate the internet access will be supplied, installed
and/or maintained by the contractor. Please provide an overview of the intended configuration noting:
a) Equipment to be installed/utilized
b) Location of equipment to be installed
c) Space/technical requirements/personnel to be supplied by NIEC
d) Number of users supported by configuration
e) List of workstation types/models that can utilize the service
f) Required interfacing hardware, i.e., modem, cable modem, etc.
g) Explanation of how the service is scaled to a growing user base
h) Rule of thumb for sizing of configuration
i) Size of data connection to the Internet, i.c., Tl, T3, DS3, ctc.
j) Server software provided/utilized
k) Client software provided/utilized
1) Supported network protocols, i.e. SLIP/PPP. IPX, etc.
m) Procedures for facilitating hardware/software upgrades
n) Other online products and services offered through the connection
2. Services:
All support and services shall be the responsibility of the contractor. Please supply detailed descriptions
of the following services supplying locations, hours of availability, types of access, costs, etc.
a) Technical support
b) Customer support
c) User account billing
d) User account maintenance (creation, management, deletion)
e) Outline the steps to obtain an account (from the user`s point of view)
f) System/network security
g) Explanation of how the service is scaled to a growing user base
h) Rule of thumb for sizing of configuration
i) Size of data connection to the Internet, i.e., T1. T3, DS3, etc.
j) Server software provided/utilized
k) Client software provided/utilized
1) Supported network protocols, i.e. SLIP/PPP. IPX. etc.
m) Procedures for facilitating hardware/software upgrades
n) Other online products and services offered through the connection
2. Services:
All support and services shall be the responsibility of the contractor. Please supply detailed descriptions
of the following services supplying locations, hours of availability, types of access, costs, etc.
a) Technical support
b) Customer support
c) User account billing
d) User account maintenance (creation, management, deletion)
c) Outline the steps to obtain an account (from the user`s point of view)
0 System/network security
g) Space/technical support/personnel to be supplied by NIEC
3. Costs:
Please supply a detailed explanation of the billing structure. Describe:
a) Complete costs to users including connect charges, on-going support charges, disconnect charges,
required software, etc.
b) Complete costs to NIEC
c) Available discounts, i.e., multi-year contract, account volume, etc.
d) Costs involved in discontinuance of service by either a user or the NIEC
e) Monthly billing procedures
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