Request for Financial Proposal For Supply, Installation, and Maintenance of

Close Circuit Television (CCTV) Surveillance System

in 102 SOUTHPARK ESTATE, SABAKI herein referred to as Estate

Contact Details: Through emails below for all the correspondence

Location: Southpark 102 SABAKI, OFF MOMBASA ROAD
E-mail: mosesomedo@yahoo.com; musyoki.samuel@gmail.com; david.simiyu@karp.or.ke;
ochieng.henry@gmail.com

Please ensure that you send your responses to all the above emails.

We require are open to your visit and thereafter commercial proposal as guided by
below BOQ to the minimum and your cost of installation and maintenance. Refer to
BOQ on (pg 1 & 2) and Estate set up which clear markings where the Cameras and
related infrastructure will be located (pg 4).

All other documents requested for should only be submitted if your initial proposal
did not contain them and or for record update.

The bids should be received by 6pm on the 6th June 2023.

The Technical Bid must contain minimum of the following and Sublet to: -
1. Bidders General Information
2. Certificate of Incorporation
3. KRA Pin Certificate
4. CR 12
5. Valid Tax compliance Certificate
6. Company Profile and including Company physical location
7. List of reputable clients
8. 3 recommendation letters from your current clients
9. Compliance with BOQ as set out in the document
10.Details of Service / Support Infrastructure
11.Product Brochures containing detailed description of essential technical and
performance characteristics of offered equipment
12.Payment terms which are subject to negotiations
13.Acceptance of all Terms & Conditions as mentioned in the RFP
 Qty Item Description Remarks
Controls

32 Channel NVR4232-16p-4k
1 Half P.O.E
P.O.E power on Ethernet

PTZ IP Cameras 4mp

PTZ PAN tilt 200M
14 100m Ir
IR infrared
IP internet protocol
Night vision

varifocal ip cameras

4mps

3 80meters ir
IP internet protocol
Night vision

CAT 6 cable

305m
10
Pure copper

Outdoor

8tb surveillance

4 hard disk SATA>serial advanced

technology/Attachment)

32mm heavy gauge metro

40
conduits

80 32mm couplers

40 32mm normal bends

25mm heavy gauge metro

40
conduits

160 25mm couplers

80 25mm normal bends

20mm heavy gauge metro

80
conduits

160 20mm couplers

80 Normal bends

2liters Pvc tangit

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 Adapter boxes 85*85*77mm
18
waterproof

20 Tronic insulating tape

42 Inch LED Full HD TV

Power features
Monitoring screen Power Requirement AC
1 110 to 240 V, 50/60 Hz
Power Consumption
Active: 106 Watts,
(Standby): 0.3 Watt

1 10meters HDMI Cable

1 6 u cabinet
For nvr security
1 Plomax extension

1 32 flex conduit 20meters

2pkts 370mm cable ties

1 Tv mount bracket

50pcs RJ45 connectors

3*3 metal bars 7m for mounting

13
the cameras

Proposal and cost of power

14 back-up system to be installed in
control room

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*A clearer diagram is attached on the email, and any other changes can be
explained on the ground. There shall be an additional Camera on Phase three which
is recently constructed.

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Award Notification
The acceptance of a bid, subject to contract, commercial considerations & compliance
with all terms and conditions will be communicated in writing by means of placing
order at the address supplied by the bidder in its bid. Any change of bidder’s address,
should therefore be promptly notified in writing to: - : mosesomedo@yahoo.com;
musyoki.samuel@gmail.com; david.simiyu@karp.or.ke; ochieng.henry@gmail.com

Terms and Conditions

All under mentioned terms and conditions for vendors, who participate in this bid,
are binding on all. These terms and conditions will also form part of the Purchase
order, to be issued to the successful Bidder. All the terms and conditions from should
be stamped and signed and attached with the Technical Bid as acceptance of these
terms and conditions:

Proposal Ownership-The bid and all supporting documentation submitted by the

bidders shall become the Estate’s property and the Estate reserves the right to accept
or reject any request made by any bidder to return or destroy the bid and
accompanying documentation.

Delivery, Installation and Commissioning of Items-The vendor shall be responsible

for delivery and installation of the ordered item(s) at the site and for making them
fully operational within 30 days of the date of purchase order. No extra charge shall
be provided to the vendor for the same. Appropriate insurance to cover the ordered
item(s) for the transit period and till the time of its acceptance by the Estate at the
respective site is to be taken by the vendor. The cost of the insurance will be borne
by the vendor. The Estate shall not be liable for any damage to the equipment, at any
stage during supply, installation, commissioning and testing of the equipment. The
Estate shall not be liable for any compensation to be paid to the workers on account
of any injury or grievous harm suffered by them, during the execution of work order.
Any damage caused to the Estate property at any stage of supply, installation,
commissioning and testing of the equipment shall be borne by the firm. No Advance
payment will be made for installation of the system. Bills will be settled only after
installation and commissioning of the system to the Estate satisfaction. The bidder
has to submit an undertaking along with the delivered item, signed by an authorized
official, certifying that all the components / parts / assembly / software used in the
Standalone NVR based CCTV Systems i.e. NVR, Camera, Monitor etc. are original with
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new components / parts / assembly / software and that no refurbished /duplicate /
second hand components / parts / assembly / software are used or would be used. In
case of serious discrepancy in equipment supplied, the Estate may cancel the entire
purchase order and return the item(s) back to the vendor at vendors costs and risks.
The vendor shall give acceptance within one week from the date of order. The Estate
has right to cancel the order, if the same is not accepted within the stipulated period
from the date of order and the earnest money of the bidder will be forfeited. ‘

Payment Terms: No advance / mobilization amount will be paid to the vendors.

Order Cancellation:

• The Estate reserves the right to cancel the purchase order in the event of one or more of the
following situations:-

• Delay in supply, installation and commissioning of equipment, beyond the specified period
30 days

• Serious discrepancy in quality of supplied equipment.

• In the event of order cancellation, the vendor shall be responsible to take back the faulty
equipment at their cost & expenses.

Manuals / Guides: The equipment will have to be supplied with all the manuals
/guides in electronic form and / or printed booklet(s) as provided by the respective
Original Equipment Manufacturers subject to approval of the bank. All the manuals /
guides should be in English only.

Hardware Warranty: The offer must include comprehensive on-site warranty,

covering all parts, for minimum 3 years period starting from the date of installation
and acceptance of the system by the Estate. Vendor shall be fully responsible for the
manufacturer’s warranty in respect of proper design, quality and workmanship of all
installed equipment covered by the RFP. Vendor must warrant all equipment, against
any manufacturing defects during the warranty period. During the warranty period
vendor shall maintain the systems and arrange repairing and/or replacement of all
defective components at the site for free of charge to the Estate. Also, the warranty
of the equipment procured shall not become void if the Estate further buys any other

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supplemental equipment from a third party and installs it with these equipment in
the presence of the representative of the vendor.

Annual Maintenance Contract (AMC): After expiry of three years of warranty period,
the Estate may enter a contract with the vendor(s) for Post-Warranty support
required for proper maintenance of equipment supplied by them. The vendor(s) must
undertake to provide for equipment and arrange for spare parts for a minimum
period of 3 years after expiry of warranty period. The vendor shall provide service /
support within 24 hours of complaint made by the Estate. The vendor(s) will not
outsource the maintenance work assigned by the Estate, to any second party and will
arrange attending of all complaints registered by the Estate officials through its own
service / support infrastructure only. The Estate reserves the right to terminate the
comprehensive AMC by issuing one month’s notice to the concerned vendor(s), if the
services rendered by the vendor(s) are found unsatisfactory. In that case, the
vendor(s) will refund the proportionate amount of AMC for the rest of the period of
the AMC, if any.

Support: The vendor is required to provide sound after-sales service/support by

arranging timely attending of calls (within 24 hour) received from the Estate where
the equipment have been supplied & installed; and problem rectification through
competent service engineers. To meet up time the vendor has to maintain sufficient
inventory of spare parts/equipment to avoid unnecessary delay in obtaining the spare
parts/equipment. The vendor must supply the details of its service/support
infrastructure meant for registering the complaints along with the contact numbers
like mobile nos., phone nos. e-mail addresses and names etc. of its service engineers.

Spare Parts: Vendor will ensure availability of spare parts for the supplied equipment
for a minimum period of 7 years from the time of their acceptance.

Liquidated Damages: The Estate expects installation of systems at the site within 30
days of the work order. However, if the vendor commits delay in delivery or
installation, within the said period, the vendor will be liable to pay a sum of 1% (one
percent) of the order value per site for each week of delay beyond the scheduled
installation date by way of liquidated damages.

Hardware Failure: If, during the warranty period as well as AMC period, any
equipment fails to function properly four or more times during a quarter due to any

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reason except force majeure event, the vendor shall arrange replacement of the same
by new equipment of same or higher configuration, at no cost to the Estate.

Indemnity: Vendor shall indemnify, protect and save the Estate against all claims,
losses, costs, damages, expenses, action suits and other proceedings, resulting from
infringement of any patent, trademark, copyright etc. or such other statutory
infringements in respect of all the network equipment supplied by it.

Publicity: The vendor shall ensure that the name of the Estate does not appear in any
of its advertisements, product demonstrations, sales promotion schemes, or any
publicity initiatives, without obtaining explicit written permission of the Estate in this
regard. The Estate, however, reserves the right to reject any such request made by
vendor.

Suspension of Work: The Estate reserves the right to suspend and reinstate execution
of the whole or any part of the work without invalidating the provisions of the
contract. The Estate will issue orders for suspension or reinstatement of the work

BIDDER’S GENERAL INFORMATION

Name of the Bidder
1.

Years of Commencement of Business

2.

3 Bidder’s Registered Address with Pin Code

4 Contact Details

5 Details of Authorized Representative(s)

6 Details of Vendor’s Bank Details

7 Total Price in Kshs for Installation of the
CCTV Set-up for the Estate comprising of 88
Housing Units

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OTHER MANDATORY REQUIREMENTS

• Copies of Back-To-Back Authorized Dealership Certificates to Be Enclosed (Should be

marked as Annexure).

• Brochures / Technical Data Sheets of products offered (Should be marked as Annexure).

• Copy of Trade License

DECLARATION

• I / We agree that the decision of the Estate in selection of bidders will be final and binding
on us.
• All the information furnished by me hereunder is correct and true to the best of my
knowledge and belief.
• I / We agree that I / We have no objection if enquiries are made about the works listed by
me / us in the accompanying sheets.
• I / We understand that any amount Money deposit agreed upon shall be forfeited if I /We
fail to accept the purchase order that may be awarded, or failure to carry out the obligations
for installation of the CCTV System.
• I / We understand that the amount of retention money shall be forfeited if I /We fail to carry
out the terms and conditions and/or instruction issued by the Estate from time to time.

Signature & Seal of the Bidder

Note:
1. If any system becomes defective and is required to be taken to workshop, firm will install a standby
system till the repaired system is re-installed.
2. AMC will comprehensive in nature which include all kind of spare parts including ports etc.
3. During AMC period, four mandatory visits by technician of the firm will be required in addition to
emergency visits.
4. Fixed amount for AMC should be quoted and not in %.

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