Details of Techincal inspection of CCTV Surveillance System include inspection of cabling system

World Vision Somaliland has the strategy to ensure most effective and efficient safety and security measures for their staff, premises and property. The purpose of this document therefore, is to provide the Terms of Reference (TOR) to improve and fully maintain office safety and security. World Vision Somaliland Program Office invites qualified and reputable suppliers with proven experience to fix and repair four (4) malfunctioned CCTV cameras and their cabling system at Hargeisa office compound.

Objective: to enhance the safety and security of personnel, premises and property of WVI office compound.

Scope of Work:

The scope of work for the technician includes the following:

a. Technical Inspection of the CCTV cameras

·       To inspect four (4) malfunctioned CCTV cameras and recommend whether they need repair or replacement and provide a detailed proposal for the CCTV system, including, functionalities, and technical requirements.

·       To inspect defects of cabling system and connectivity to CCTV cameras and recommend whether there’s need for repair or replacement with new cabling system.

·       To check wiring of the other cabling system for the CCTVs

·        Install the CCTV cameras at strategic locations within the premises.

·       Provide training to staff members on how to operate and manage the CCTV system effectively. b. Technical inspection of a Fingerprint Access System:

·       To inspect the fingerprint readers and install at designated entry and exit points throughout the compound.

·        Integrate the fingerprint access system with security infrastructure, such as alarm systems and surveillance cameras.

·       Ensure reliable and accurate identification of individuals using the fingerprint access system.

·       Provide training to staff members on how to enrol users and manage the fingerprint access system. c. Supply and installation of a UPS backup:

·       Supply and install two UPS backup (APC Back-Ups 700VA, 230V, AVR)

·       Technical Requirements

·       The technical requirements for the CCTV and fingerprint access systems are as follows:

a. CCTV System:

High-definition (HD) video resolution with clear image quality. Wide coverage with the ability to monitor all critical areas.

a.      Day and night vision

b.      Remote access and monitoring through a secure web-based interface or mobile application.

c.       Storage capacity for a minimum of [30] days of recorded footage.

d.      Motion detection and intelligent analytics features for proactive security monitoring.

e.      Compliance with relevant industry standards and regulations.

Deliverables

The selected supplier/vendor shall be responsible for delivering the following:

a.      Detailed technical specifications and proposals for the CCTV.

b.      Supply and installation of all necessary hardware and software components.

c.       Integration of the systems with the existing security infrastructure, if applicable.

d.      Training sessions for staff members on operating and managing the systems.

e.      Comprehensive documentation, including user manuals and system configuration details.

f.        Warranty and support services for the supplied equipment.

Training:

·       Contractors shall include the training/drilling of key WVI and security personal on the use of equipment as follows:

·       The vendors shall provide comprehensive training in the operation and management and maintenance of the camera surveillance software and platform.

·       Training should include camera setup, including motion detection sensitivity and masking. CCTV / Other Equipment Maintenance Services Required Within and After the Warranty Period

·       Routine maintenance will generally be on a quarterly basis. However, UNHCR may call in the contractor for intervention if something unusual is observed. UNHCR may decide to consider the quoted prices for maintenance in the overall financial evaluation to determine the most responsive bid.

·       Visual inspection of all major system components checks for damage or deterioration. If during warranty period, contractor is responsible for replacement and if after warranty period WVI will be responsible and contractor will be expected to provide a quote that WVI reserves the right to accept or reject and purchase it itself.

·       Inspect all camera pictures for optimal image quality;

·       Clean all camera lenses and housing glasses.

·       Check all lens field of views and adjustments if required.

·       Physical inspection of CCTV PC Hardware.

·       Clean and blow dust particles from CCTV PC motherboard and power supply

·       Check CCTV PC windows for performance issues.

·       Check CCTV Viewing and administration software is up to date. Apply update if required.

·       Physical installation/replacement of cable or camera in case of a fault (where required).

·       Check time and date settings in equipment and update the settings as appropriate

·       Perform video signal calibration test.

·       Verify recorded playback quality and storage time is satisfactory.

·       Carry out DVR / NVR recording tests.

·       Carry out a video calibration test on all connected monitors.

·       Apply firmware update to NVR / DVR (where required)

·       Apply firmware update to IP Cameras (where required)

·       Return the system to normal operational status.

·       All test results are logged for future preventative maintenance.

Methodology Section

·       Provide for each premises a detailed description of the approach and methodology to be used to accomplish the Scope of Work. The Methodology Section should include:

·       For each premises an implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) Methodology for soliciting and documenting views of internal and external stakeholders; (iii) any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.

·       Detailed description per premises of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work” section.

·       Detailed project schedule per premises, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.

·       Detailed description per premises of specific tasks you will require from WVI staff. Explain what the respective roles of WVI staff and your staff would be to complete the tasks specified in the Scope of Work.

·       Vendors are also requested to identify any WVI owned resources or property which they would propose to use in connection with the services to be performed. Technical specifications of the equipment and should include brochures, standards certifications, warranties and brands.

Skills and Qualifications

Evaluation Criteria

1. MANDATORY DOCUMENTS REQUIREMENT

Interesed bidders MUST provide the following documents, failure in which will lead to automatic disqualification:

a)      Provide a certified copy of a certificate of business registration, Certificate of incorporation, business license or similar document.

b)      Provide a certified copy of tax registration, tax clearance certificates or similar documents.

c)      The supplier MUST visit World Vision office for physical assessment and detailed reporting.

TECHNICAL EVALUATION

The evaluation of proposals received from potential suppliers/vendors will be based on the following criteria:

a. Compliance with technical requirements outlined in this TOR.

b. Experience and track record of the supplier/vendor in delivering similar projects.

c.  Cost-effectiveness and value for money.

d.  Warranty and after-sales support services.

e.  Timelines and project implementation plan.

FINANCIAL PROPOSAL:

Bidders should submit their financial proposal in the format with Technical Specifications shown below. The financial proposal should include the following:

o   Breakdown of Activity Description (As per Technical Specification)

o   Unit Cost

o   Fixing and repairs Rates (where applicable)

How to apply

Bids become eligible and will be opened only if they have been submitted through the provided email or deposited in the tender box located at WVSLD Hargeisa Office before the deadline date and time (updated the date and time), and recorded in the attendance sheet.

The application deadline is October 22th, 2024. Canvassing will lead to automatic disqualification.

(Somaliland_Supply_Chain@wvi.org )

Email

Somaliland_Supply_Chain@wvi.org