ኢትዮ-ጅቡቲ ባቡር ትራንስፖርት አ.

ማ
ETHIO-DJIBOUTI RAILWAY SH.CO

Standard Bid Document (SBD) For National

Competitive Bidding (NCB)

Bid No.EDR/DSPA/02/2018

Procure Item; Network and IP PBX

Lot Number; 1

Addis Ababa,
Ethiopia
November, 2018

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 The Bidding Document
Table of contents

Part I: Invitation to Bid…………………………………………………………………...1

Part II: Instructions to Bidders………………………………………....................2-4

Part III: General Conditions of Bid…………………………………....................5-6

Part IV: Bid Form /Price Schedule……………………………………………………7

Part V: Schedule of Requirement……………………………………………………...8

Part VI: Condition of Draft Contract ……………………………….....................9-14

Part VII: Anti Bribery Pledged Form…………………………………....................15

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 PART I

INVITATION TO BID

Invitation to Bid
The Ethio-Djibouti Railway S.C wishes to purchase Network and IP PBX
Infrastructure Analysis, Design and Implementation as per the schedule of
requirement attached with the bid document.

Hence, the company invites sealed bids from eligible bidders to quote their best offer
from Ex-stock for immediate delivery or the shortest possible delivery time.

Bidders should strictly follow the following instructions:-

1. A complete set of Bidding Documents may be purchased by interested bidders

from the stated address and upon payment of non refundable fee of birr
100.00(One Hundred)
2. Bidders have to submit their documents in two Sealed Envelopes ONE
TECHNICAL and ONE FINANCIAL to the address below on or before December
10 , 2018 at 10:00 AM and must be accompanied by birr 10,000 (Ten Thousand)
security bid bond. The bid security bond shall be in the form of Cashiers Payment
Order (CPO) or Unconditional Bank Guarantee valid at least for 90 days,
enclosed in a separate envelope and presented inside the Original bid document
envelope. The bid language shall be English.
3. Bids will be opened in the presence of bidders or their representatives who
choose to attend on December 10, 2018 at 10:30 AM at Ethio-Djibouti Railway
S.C Head Quarter.
4. The bidder must accompany with his bid copy of its Certificate of Registration
from relevant Authority, Renewed and valid Trade License, TIN Registration
Certificate, and VAT registration, and other relevant document pertinent to the
bid.
5. Ethio-Djibouti Railway S.C reserves the right to accept or reject part or all of the
bidding process.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 PART II

INSTRUCTION TO BIDDERS

1. The name and address of the supplier, the Invitation number, the description of
the items should be legibly written on the envelope.
Bid Documents shall be addressed to:-

Ethio-Djibouti Railway Share Company

Nifas Silk Lafto sub city, Woreda 12 around Lafto View
Director of Supply and Property Administration
P.O. BOX 41100
Tel: 011 4 71 19 02 /011 4 71
Website: www.edr.gov.et
Addis Ababa, Ethiopia
2. All requests for clarification of these documents by the supplier shall be made in
writing and sent by airmail and/or delivered by hand to EDR.
3. If clarifications or changes are deemed necessary, they shall be made in writing
3 days before closing date of the bid by EDR in the form of an addendum to the
invitation to bid, and shall be forwarded to all holders of Invitation to bids.
Receipt of any such addendum shall be acknowledged by registered mail or
letter delivered by hand.
4. Each supplier shall examine the request for bids, as well as, all the Instructions,
General Conditions of the invitation to bid, Bid Form, Draft Contract Agreement
and Anti-Bribery Pledge Form.
5. Each supplier shall furnish the information required by the Bid Form. The supplier
shall print or type his name and sign on the bid form and each continuation
sheet.
6. The following documents and information shall be completed and included with
bidding document:
• Name and address of the bidder

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 • Warranty, when applicable
• Delivery time and place
• Price Validity
• Bid Form
• Anti-bribery pledge form
7. The Bidder shall furnish a bid security for the amount of Birr 10,000 (Ten
Thousand). The bid security shall be in the form of Certified Check or Cash
Payment Order (CPO) and unconditional bank written guarantee shall be
enclosed in a separate envelope & presented inside the original technical bid
envelope.
8. The bid security of unsuccessful Bidders shall be returned as promptly as
possible up on the successful Bidder has signed the contract. The successful
bidder’s security bond will be returned after the performance bond accompanied.
9. The bid security may be forfeited:
a) If a bidder withdraws from bid during the period of bid validity, or
b) In the case of a successful bidder failed to Sign the contract agreement
or furnish the required performance security.

10. The bidder modifications of the bid documents after the specified date or
withdrawals from the procurement process after the deadline will not be allowed.
After the deadline submission of the bid document shouldn’t be considered, but
immediately return to bidders.

11. Bid documents shall be delivered to the address shown above not later than
November 10, 2018 at 4:00pm and will be opened in the presence of bidders or
their representatives who choose to attend, on the same date at 4:30PM in
Ethio-Djibouti Railway Sh. Co, Conference Room. The bidders’ representatives
who are present shall sign a register evidencing their attendance.

12. Bidders are responsible for assuring that their completed bid document is
actually received on time at the place and office designated in this invitation. Late
bids shall not be considered.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

13. The supplier must ensure that any changes or deletions in its bid must be
initialed by the person signing the quotation. But bid received with changes or
deletions one of total price or unit price we can take unchanged one for
assurance, but both unit and total price of an item have deletion without signing
by authorized person immediately rejected those items from the bidding process.

14. Failure to fill in prices on the Bid Form shall be sufficient cause for rejection. The
bidders shall also understand our Technical Specifications. Little arithmetic errors
should be corrected by bid committee and aware for bidder. But the bidder not
accepted arithmetic errors correction, EDR reject the bidder from the process.

15. The Bidder’s name, bid prices, the total amount of each bid, any alternative bids,
if they had been requested or permitted, any discounts, bid modifications or
withdrawals, and the presence or absence of requisite bid security shall all be
read aloud and recorded at the bid opening. Bidders not allowed withdrawal,
substitution and modification of bid documents after the deadline.

16. Bid documents opened at specified date, time and places. Not prohibit bid
documents to be opened in that date if the absence of all or few bidders or their
representatives.

17. Bids that are not opened and read out at bid opening shall not be considered
further for evaluation, irrespective of the circumstances. In particular, any
discounts offered by a Bidder, which is not read out at bid opening, shall not be
considered further. Withdrawn bids will be returned unopened to the bidders

18. During evaluation of the bids, the procurement official may, at its discretion, ask
the Bidder for a clarification of its bid. The request for clarification and the
response shall be in writing, and no change in the prices or substance of the bid
shall be sought, offered, or permitted. If the bidder does not provide clarification
of its bid the corporation has right to reject that bid.

19. The bid form and the price schedule prepared by bidders shall clearly indicate
country of origin, unit of measurements, unit price, total price, VAT or TAX and
other issues related to price.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

20. Any preference shall be granted according to EDR procurement procedure
specified in article 24.

21. A bidder rejected from process when:

a) The bidder not accepted for national rules, procedures and/or any
conditions specified in bid document fully or partially.

b) The bidder has failed implementation of prior entered contracts in our

company or other public sectors.

c) Not accompanied security and/or performance bond specified amounts in

bid documents.

d) Implementing or wish to implement corruption or fraud or conflict of

interest in this procurement process.

e) Not fulfilled our minimum requirements.

22. Your attention is also drawn to the need of attaching your valid license for the
year, registration certificates for VAT, Public Procurement Agency (PPA)
Registration Certificate, Tax Payer Registration certificate and other relevant
document pertinent to the bid.

23. Bidders are required to attach the documentary evidence may be in the form of
technical specification, literature, illustrations, drawings, brochures, or data and
shall consist of a detailed description of the essential technical and performance
characteristics of the Goods and Related Services.

24. The company allowed submitting bidders bid prices in Ethiopian Birr, otherwise
rejected from the bidding process.

25. The bid validity date is 30 days from counting the opening day of bid documents.
If the company not finalized evaluation and awarding bid process the validity date
may be extended to limited days.

26. If a bid is not substantially responsive, it may be rejected by the Company at a

preliminary stage and may not subsequently be made responsive by the Bidder
by correction of the nonconformity.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 27. The bidders must submit bid documents technical and financial proposal
separately by clarified envelope of each document.

PART III

GENERAL CONDITIONS OF BID

1. Documentary evidences on the qualification of the supplier

Bidders shall submit a signed and sealed Anti-Bribery Pledge form with the bid
document otherwise the bid will be rejected automatically.

2. Bidder's name and signing of documents:

2.1. Each bid documents shall bear the legal name of the Supplier and shall be
signed either by an officer of the Supplier or be accompanied by a power of
Attorney giving authority to the person signing the documents.
2.2. Each bid shall be submitted in one original and one copy. The supplier’s name
and signature shall be shown on each sheet on which it makes an entry. Any
changes shall be initialed by the person signing the quotation.
3. Price and terms of payment.
3.1. The supplier shall indicate its unit and total price as per the requirement of the
bid form.
3.2. Bid prices shall state bid amount and any tax payments separately in
accordance with the price quotation form.
3.3. The Supplier should quote fixed prices. Quotations with estimated quotation
shall be rejected. The EDR shall pay the actual price up to the amount quoted.
No amount in excess of the quoted price shall be paid by the EDR.
3.4. The prices quoted valid for at least 30 days from the opening date of the bid
documents.
3.5. The unit and total prices should be shown for each item. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit
price and quantity, the unit price shall prevail and the total price shall be
corrected accordingly.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 3.6. The EDR reserves the right to increase or decrease any item of goods by 30%
of the total quantity within the price validity period without a change in the unit
price or other contract words.
3.7. Arithmetical errors will be rectified on the following basis. If there is a
discrepancy between the unit price and quantity, the unit price shall prevail and
the total price shall be corrected. If there is a discrepancy between words and
figures, the amount in words will prevail. If the supplier does not accept the
correction of the errors, its bid will be rejected and its bid security may be
forfeited.
3.8. The bidders or public body participant required highest standard of ethics during
the procurement process. A bidder participates in fraud, corruption and other
related activities the company reject unethical bidder from the process.
3.9. The bidder is expected to examine all instructions, forms, terms and specifications
in the bidding documents. Failure to furnish all information or documentation may
result in the rejection of the bid.
3.10. The winner bidder is responsible for all costs (transportation, insurance, transit,
loading and unloading and others) to deliver materials in our stock. The materials
must be packed in an international standard, and easy facilitate for inspection
process.
3.11. The delivered materials quality must be the same or more than our specification.
The EDR will need guarantee of materials with bid documents to protect forged or
similar items.

4. Evaluation of Bid Documents

4.1. Preliminary Examination

4.1.1 The Company will examine the bids to determine whether they are
complete, the bidder is responsive to eligibility conditions, the proposed
goods are responsive to eligibility criteria, required securities have been

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 furnished, the documents have been properly signed, and the bids are
generally in order.
4.1.2 The Company may waive any minor informality, non-conformity or
irregularity in a bid, which does not constitute a material deviation,
provided such a waiver does not prejudice or affect the relative ranking
of any Bidder.
4.1.3 Prior to detailed evaluation, the procurement official or bid committee
will determine the substantial responsiveness of each bid to the bidding
documents. For purposes of these clauses, a substantially responsive
bid is one, which conforms to all the terms and conditions of the bidding
documents without material deviations. Deviations from, or objections or
reservations to, critical provisions such as those concerning
specification, bid security , applicable law, and taxes and duties &
delivery date will be deemed to be material deviation. The purchaser’s
determination of a bid’s responsiveness is to be based on the contents
of the bid itself without recourse to extrinsic evidence.
4.2 Evaluation and Comparison of Bids
4.2.1 Instructions to Bidders, Price schedule and others in this bid document
contain all the factors, methods and criteria that the Company shall use
to evaluate the bid and determine whether a Bidder has the required
qualifications.
4.2.2 The Company will evaluate and compare the bid documents of the
bidders, which have been determined to be substantially responsive as
stated in clause 4.1.
4.2.3 The selection of the winner bidder shall be quoted lowest price
substantially complaint all the specification provided in bid document
and received after inspection in the store.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 PART IV

BID FORM/PRICE SCHEDULE

To: ETHIO-DJIBOUTI RAILWAY SHARE COMPANY

P.O.BOX 41100 Code 1000

ADDIS ABABA, ETHIOPIA

Dear Sirs,

Having examined the Request for proposal for the supply of the items stated under
your
Request for quotation,
(a) The total price of our Bid is : [insert the total price in words and
figures]Ethiopian Birr:

(b) Our bid shall be valid for a period of for 30 (thirty days) from the date fixed for the
bid submission deadline in accordance with the Bidding Documents, and it shall
remain binding upon us and may be accepted at any time before expiry of that
period;
(c) We do not have any conflict of interest and have not participated in the preparation
of the original Statement of Requirements for Procuring Entity;
(d) If our bid is accepted, we commit to obtain a performance security in accordance
with Bidding Documents, in the amount of Ethiopian Birr 10% of the contract
amount;
(e) We undertake if this Quotation is accepted, to deliver all Items as specified in
above;
(f) We understand that you are not bound to accept this for any other Quotation you
may receive.
____________________________

Name of the Company Quoting

(Duly signed and sealed) Date: ______________

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Part V

Schedule of Requirements

Terms of Reference (TOR)

For
Network and IP PBX Infrastructure Analysis, Design and
Implementation for EDR S.Co.

Version: 1.0
Date: 24 December 2018
Addis Ababa
Ethiopia

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

Title Page

1.Purpose………………………………………………………………………………………………… 1
2. Background ……………………………………………………………..………………………… 1
2.1. General …………………………………………………………….…………………... 1
2.2. Existing Infrastructure ………….……………………………………………….. 1
3. Objective of The project …………………………………………………….………………… 1
4. Scope of the Work …………………………………………………….…………………………. 2
5. Network System Requirement…………………………….………………………………… 3
5.1. General Requirements……………………………………………………………. 3
5.2. Design Requirements……………………………………………………………... 4
5.3. Security Requirement ……………………………………………………………. 5
5.4. Implementation Requirements………………………………………………. 5
5.5. Testing Requirements…………………………………………………………….. 6
6. Training…………………………………………………………….……………………………….. 7
7. Documentation Requirements……………………………………………………………… 7
8. Maintenance and support…………..……….……………………………….................... 8
9. Expected output………………………………………………………………………………...... 8
10. Project Deliverables……………………………………..…………………………………….. 8
11. Scheduling………………………………………………………………………………………… 8
12. Reporting…………………………………………………………..…………………………….. 9
12.1. Inception Report…………………………………………………………………… 9
12.2. Weekly Report…..…………………………………………………………………. 9
12.3. Draft Final Report…………………………………..…………………………….. 9
12.4. Final Report……………………………………………..……………………….….. 9
13. Material Specification of Computer Network Equipment………...……………. 10
14. Data Center Infrastructure Material Specification …………….……………….. 15
15. Minimum Technical Specification and Requirement of PBX ……….………… 15
16. Video Conference Room Required Materials ……………………………………… 29
17. Evaluation Criteria …………………………………………………………………………... 29
18. Annex (Floor Plans) …………………………………………………………………….……...

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 LIST OF A BBR EIVATION

EDR Ethio Djibouti Railway

LAN Local Area Netwok

WAN Wide Area Network

PBX Private Branch Exchange

HQ Head Quarter

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 1. Purpose
This document is prepared to provide sufficient information to allow bidders to respond to
the bidding process for analysis, design and implementation of Network and data center
infrastructure for EDR.

2. Background

2.1 GENERAL
The Ethio-Djibouti railway passenger and freight transportation service started on January 1, 2018.
Container train transportation service is a competitive product of railway transportation with safe
punctual convenience fast. Ethio-Djibouti railway container train operated for among main cities of
Ethiopia and Djibouti. Main freight stations include Indode Mojo, Adama, and Nagad station will
provide qualified transportation service for customers. For customers who intend to transport bulk
cargo, Ethio-Djibouti railway also provides qualified storage service, transportation service, loading &
unloading service and collecting service.

2.2 EXISTING INFRASTRUCTURE

EDR had already built its main data center at lebu site of the company. And there are different
systems deployed in the data center. Some of them are E-ticketing system, Financial system,
Locomotive and Feight managment system. However, in this project EDR planned to build mini data
center at its HQ office and integrate it with the main data center.

3. Objectives
- Design, implement and test a secured network and IP PBX infrastructure.
- Implement a standard data center.
- Implement and test all LAN and WAN connectivity.
- implement secure, reliable, available and affordable IP PBX infrastructure to provide
secure, effective and efficient telephone service within the building (Extension) and
external call service
- Implement video conference system for conference hall.
- Improve the existing wireless network design and configuration.
- Make accessible all existing systems over the newly building data center.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 4. Scope of the Work
The overall scope of this project is to design, implement, and test the LAN and WAN system
for EDR G+4 building with a minimum of 200 data nodes. In addition to that
implementing a telephone network infrastructure with a minimum of 50 direct lines and 75
extension lines is expected. A Video Conference System implementation is also a part of the
project.

Some of the major activities include the following:

Wide Area Network Activities
- Implement, test and secure the WAN system in communication with EDR and Ethio-
telecom so as the wide area network (WAN) is to be implemented to connect branch
offices with the HQ data center.
- Configuration of all security devices with respect to the WAN system in a way to
assure secured and verified outside access.
- WAN security must be configured by the bidder or together with Ethio-telecom in
order to secure the internal system from any security threats.
- Testing the suitability and accessibility of the WAN system that it is already done.

Local Area Network Activities

- Analysis of the existing office layout
- Design and propose a suitable LAN and WAN system based on the assessment made
by the bidder.
- Implement the proposed design after approval and detailed review by EDR.
- Testing the LAN and WAN system for its successful and healthy operation on
deployment of the systems through the involvement of professionals from EDR.
Other Activities
- Supply all network devices, IP PBX, and video conference equipments and related
software as per their design solution.
- Supply servers for each service like AD, File, Anti-virus, FTP, Backup system and
storage with 8 ports KVM.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

- Supply appropriate rack mountable Uninterruptible Power Supply (UPS) devices
which are implemented within the data center for all network equipments with in
/out of the datacenter.
- Any kind of material required for this project is expected from the bidder according to
bidders proposed design.
- Cabling has to meet standards during implementation; appropriate labeling is
expected.
- Any kinds of power installation issue within the compound are the bidder
responsibility.
- Provide current solution to manage the infrastructure and share resource.
- Installing and setting up active directory on the server.
5. Network System Requirement

5.1 GENERAL REQUIREMENTS

EDR EXPECTS THE FOLLOWINNG GENERAL REQUIRMENTS TO

BE ADRESSED FULLY:

- Functionality: the network must function properly. It should accommodate all

services, tasks, data and systems of the different offices located in the building.
- Scalability: the network must be able to grow as the office needs grow. It should
consider all aspects of the future expansion of the offices.
- Adaptability: the network should be designed by considering future technology
advancement. It should include no design element that would limit adoption of new
technologies.
- Reliability: to keep with user expectations and industry standards, both the LAN’s
and the WAN are expected to operate at 99.5% uptime all the time and a 99.8%
uptime during the office operation hours from Monday until Friday (8:00 – 18:00).
The expected undiscovered error rate should be 0.001%.
- Speed: required transmission speed in the WAN between the central data server and
clients should be 30ms.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 - Cost effectiveness: the cost of implementing the network design must be within
agreed cost. The estimated cost must be reasonable enough and should be based on
proper estimation of the design proposed.
- Standard: the network shall use industry-proven, main stream technologies based on
open standards and architecture. It should comply with different network related
ISO/ IEC standards, ISO/IEC 279033 series as well as all available national standards.

5.2 DESIGN REQUIREMENTS

The network system design should meet the following minimum requirements:

- WAN aggregation layer that securely connect the building to the branch offices.
- Based on the design to be provided by the bidder and proper verification by the
bidder, the main servers should be identified and accommodated including (Active
Directory) AD, Anti-virus and file servers.
- Main Server based antivirus must be included and configured properly.
- Connection to the internet through the existing fiber optics line.
- A fully redundant (physical), fault tolerant and concurrently maintainable system.
- Better design for efficient usage of bandwidth and network traffic.
- Proper analysis has to be made while designing LAN
- All core, distribution, and access layer designs
- Optimum utilization of space in the data center for strategic placement of equipment

The telephone network design should meet the following minimum requirements:
- The bidder is expected to follow International recent Industry standards for project
implementation.
- The design should consider the following services , but will not be limited to:
• Auto Attendant
• Call Conferencing
• Find Me Follow Me Call Forwarding
• Call Waiting
• Caller ID

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 • Voice Mail
• Fax Mail
• Voice to Email
• Custom Message Alerts

For further services there must be routine and continuous interaction between
the bidder technical staff and the users of EDR.

5.3 SECURITY REQUIREMENT

- Securing the internal network using firewall and intrusion prevention systems.
- A state full packet inspection to control incoming and outgoing data flow traffic and
session monitoring using hardware and software firewalls.
- An Intrusion Prevention System (IPS) at all levels and notification of malicious or
suspicious attacks.
- Layer two or three security, such as VLAN
- All possible security solution implementation and configuration

5.4 IMPLEMENTATION REQUIREMENTS

The bidder should involve and verify the wide area network implementation strategy and
is fully responsible for implementing the local area network and WAN.

- WAN Implementation Requirements

o The WAN connection and bandwidth allocation will be implemented in
collaboration with EDR and Ethio-telecom but best alternatives,
recommendation, verification, follow up and actual testing will be the
responsibility of the bidder.
- LAN Implementation Requirements:
o Efficient, organized and standard.
o Appropriate position and placement of devices.
o A well managed and good looking trucking and cabling with a standard
labeling.
o Installation and configuration of all devices based on the design requirements

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 o All technical implementations should be made without the interruption of the
normal work as much as possible
• Other Requirements
o Use of Uninterruptible Power Supplies (UPS’s) to avoid failures due to power
problems.
o Setup of an air conditioning system for the data center with an integrated
control system.
o Physical Security Systems like Smoke sensors of the data center should be
implemented.
o Setup of an automatic and integrated fire protection system for the data center.
o The supply of all network devices, such as core, distribution and access
switches, routers, firewalls, and data center equipment must fulfill the
minimum specifications.
o The bidder should provide a PoE+ standard equipment
o Power connection between the main power (generator) to the data center with
necessary cabling and grounding should be done by the bidder.
o Installation and configuration of licensed server operating system and
application software.

5.5 TESTING REQUIREMENTS

- All users access the Internet in a centralized manner through the main data
center should be assured.
- Ensure that all computers in each LAN System should be tested.
- Ensure and determine that the systems are working according to the
specifications in the contract.
- Final inventory documentation of the systems and properly documented Unit
test, System/Functional Test, Integration Test and Final Acceptance Test
reports should be supplied to the EDR.
- The completed installation has been tested in accordance with the test
procedure and the system shown to be performing in full compliance with the
technical requirements.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 - All installations will be inspected by the EDR expected to be performing in full
compliance with the technical requirements.

6. TRAINING
Proceeding to starting the installation process, bidders should conduct targeted
involvement and on job trainings to enable technical staffs to carry out the
installation/configuration tasks.
- The bidder should deliver logistics and original training materials (in softcopy and
hard copy).
- During the training the bidder should provide necessary facilities for trainee and it
should be mentioned in the bid document.
- Bidders should clearly state detail outline and duration of the trainings they plan to
offer.
- Bidders are expected to provide the trainings for at least 5 professionals.

The on job training should include :

- Detail design, Configuration, Implementation and Security of each system

- Administration and maintenance of each system
- Detail configuration of each and every device (core/distribution/access switches,
routers, firewalls etc.)
- Network management software’s, Wireless technologies, server applications and
related services
- Advanced configuration, administration and maintenance of Enterprise PBX
- Configuration, administration and maintenance of Video Conference

7. DOCUMENTATION REQUIREMENTS
- Awarded bidder should provide documentation, which covers design and
implementation document that include IP address plan, active directory, security and
network architecture, network management system, installation, configuration
procedures and so on….

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

- The company should prepare and deliver a standard on job training document.
- All LAN and telephone network implementation and configuration design should be
documented and submitted to the Implementation team of EDR.

8. MAINTENANCE AND SUPPORT

The bidder should give on-site service depending on the severity of the problem and
when EDR requests an off-site in other cases.
The bidder should be responsible for the maintenance and support of the system at least
for three years after the delivery of the project.

9. EXPECTED OUT PUT

To have easily secured and manageable computer network infrastructure for the EDR
that is rightly integrated to the HQ with an enterprise standard PBX system.

10. PROJECT DELIVERABLES

The bidder should submit the following project management deliverables during the
implementation period:
- Provide Low level Network Design Document
- Weekly progress report
- Project schedule using Microsoft Management.
- Testing and Acceptance plan documents
- User Guides and Manuals
- On job Training Plan, course content

11. SCHEDULING
The overall project time-line must be estimated to fit shorter timeframes as much as
possible for the design, implementation, testing, and execution and on job training
phases.
- The project is expected to be completed within 3 months after the award is given to
the winner.
- Shorter time plans are highly appreciated and get weight in evaluation criteria.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 - The bidder is required to provide on job training plan and strategy to accomplish the
major tasks with the shortest time possible.
- The bidder is also required to plan and manipulate approach and methodology with
details within the requirement to deliver the project requirement functionalities.

12. REPORTING

12.1 INCEPTION REPORT

This report shall include analysis of key issues, problems, constraints that the project may
encounter in each phase. The report also includes a revised and detailed work plan for
the assignment containing project implementation methodologies, timing and outputs.

12.2 WEEKLY REPORT

The report should cover work carried out to date, progress against the work plan, initial
recommendations on issues encountered, recommendations and agreed revised plan for
the rest of the tasks.

12.3 DRAFT FINAL REPORT

The report should cover work carried out during the period of the assignment,
recommendations and deliverables. The report will be presented at a workshop to be
attended by EDR officials and stakeholders.

12.4 FINAL REPORT

This report should be submitted two weeks after receiving consolidated comments on
draft Final Report.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 13. MATERIAL SPECIFICATION OF COMPUTER NETWORK
EQUIPMENTS
13.1 Core Router Specification

Item Components Minimum requirement

Chassis Configurations
Backplane Bandwidth
Switching capacity
Interface capacity
(bidirectional)
Forwarding performance
Routing Protocol
Brand
2 MCU, minimum 3 service slots
Minimum of 1.3Tbps
Minimum of 1.8 Tbps
Minimum of 240 Gbps
Minimum of 300 Mpps
IPv4: Static route, RIPv1/v2, OSPF, IS-IS, BGP IPv6: Static
route, OSPFv3, IS-ISv6, BGPv6
The equipment should be mainstream brand. The supplier
provides corresponding proof. All the network equipments
(router, LAN switch, firewall, NMS) should be the same brand.

Warranty 7 ×24, 3 years

Table 1. Core router minimum Specification Required

13.2 Core Switch Specification

Item Components
Chassis Configurations
Backplane Bandwidth
Layer 3 Forwarding Performance
Redundant Components
High-Availability Features
Advanced Services Modules
Brand
Warranty
Table 2. Core Switch minimum Specification Required
Minimum requirement
• At least 6-slot for expansion
• Minimum of 300-Gbps switch fabric
• Minimum of 300 mpps
• Power supplies (1+1)
• Switch fabric (1+1)
• Replaceable clock
• Replaceable fan tray
• Gateway Load Balancing Protocol
• Rapid Spanning Tree Protocol (RSTP)
• Multiple Spanning Tree Protocol (MSTP)
• Firewall module
• IDS module
• IP Security (IPSec) VPN module
The equipment should be mainstream brand. The supplier
provides corresponding proof.
All the network equipments (router, LAN switch, firewall,
NMS) should be the same brand.
7 ×24, 3 years

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

13.3 Distribution Switch Specification

Item Components Minimum requirement

Chassis Configurations
Backplane Bandwidth
Layer 3 Forwarding
Performance
Redundant Components
High-Availability Features
Brand
Warranty
Table 3. Distribution Switch minimum Specification Required
• At least 4-slot for expansion
• Minimum of 120-Gbps switch fabric
• Minimum of 100 mpps
• Power supplies (1+1)
• Switch fabric (1+1)
• Replaceable clock
• Replaceable fan tray
• Gateway Load Balancing Protocol
• Rapid Spanning Tree Protocol (RSTP)
• Multiple Spanning Tree Protocol (MSTP)
The equipment should be mainstream brand. The
supplier provides corresponding proof.
All the network equipments (router, LAN switch, firewall,
NMS) should be the same brand.
7 ×24, 3 years

13.4 Access Switch Specification

Item Components Minimum requirement

Port Density • Might vary depending on the solution
Backplane Bandwidth • Minimum of 32-Gbps switch fabric
Layer 3 Forwarding • Minimum of 50 mpps
Performance
Brand The equipment should be mainstream brand. The supplier
provides corresponding proof.
All the network equipments (router, LAN switch, firewall,
NMS) should be the same brand.
Warranty 7 ×24, 3 years
Table 4. Access Switch minimum Specification Required

13.5 Firewall Specification

Item Components Minimum requirement

Maximum throughput 2 Gbps
Connections per second 60,000
Number of concurrent 1,600,000
connections
Maximum VPN throughput 2 Gbps
Number of VPN tunnels 15,000

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

Maximum number of virtual 100
firewalls
IPS Support
AV Support
URL Filtering Support
Fixed interfaces 4 GE optical/electrical interfaces
1 Console port
2 USB interfaces
Number of expansion slots 2
Expansion slot type 4 x FE (10/100M) module; 2 x GE electro-optical interface
module; 4 x GE electro interface module
Brand The equipment should be mainstream brand. The supplier
provides corresponding proof.
All the network equipments (router, LAN switch, firewall,
NMS) should be the same brand.
Warranty 7 ×24, 3 years
Table 5. Firewall minimum specification required.

13.6 Server Rack

Item Components Minimum requirement

Type 42U Server Rack
Rack Size 42U of usable rack space, color Black
Rack Standard Compliant. Square mounting holes
Rack Depth The Uprights are adjustable from 6” (152mm) to 30”
(762mm) in 1 increment. 740mm is the standard depth for
any equipment.
Usable Internal Space 1000mm
Dimensions Width – 600 mm x 1000mm
Height – 2052 mm( on casters)
Ventilation 63% (+/-2%) perforation on the front and rear doors.
Meets or exceeds all OEM requirements, Vented ceiling
panel
Security All doors and side panels are locked ( 1 for side panels, 1
for front, if applicable)
Construction Heavy duty steel construction, Extremely rigid frame.
Assembly Shipped fully assembled on a pallet.
Rack Casters Front and Rear swivel casters, All casters are no lockable
Kit Content Full depth server cabinet, 2 x mesh doors, 2 x steel side
panels, 4 x mounting profiles and Hardware.
Body components Mounted fans, ventilator and power socket
Table 6. Server Rack minimum Specification Required

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 13.7 Rack Mountable Ups for Data Center

Item Components Minimum requirement

Power Rating (Watts) 750W
Input
Nominal Voltage 230 VAC
Voltage Range 140-300 VAC
Frequency Range 50Hz
Output
AC Voltage Regulation (Battery ±10%
Mode)
Frequency Range (Battery Mode) 50Hz ±1%
Battery
Battery Type & Number 12V 7AH x 1
Typical Backup Time* Approx.15 min.
Typical Recharge Time 6-8 hours up to 90% capacity
Physical
Output Receptacles with UPS 3
Battery Backup
Output Receptacles with Bypass 1
Surge Protection
Smart Communication Interface USB Port
Data/Telephone Protection RJ-45
International Manufacturing EN 60950
Standard
Environment
Humidity 0-92% RH @ 0-40°C (non-condensing)
Noise Level Less than 40dB
Warranty 3 years
Table 7. Rack mountable UPS minimum Specification Required

13.8 Server

Item Components Minimum requirement

Form factor/height Rack/4U per chassis
Intel Xeon up to 2.4 GHz (10-core)/1066 MHz memory
Processor (max)
access
Number of processors (std/max) 2/4 per node (optional 2-node support)
Cache (max) Up to 30 MB
32 GB/2.0 TB max PC3-10600 DDR3L, up to 3.0 TB with
Memory (std/max)
MAX5
Expansion slots 7 total PCIe half-length
Disk bays (total/hot-swap) 8/8 2.5" Serial Attached SCSI (SAS) or 16/16 SAS SSD
Maximum internal storage 4.8 TB per chassis (supports 8 × 73.4 GB, 146.8 GB, 300 GB,

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 500 GB and 600 GB SAS hard disk drives, 8 × 160 GB and
500 GB SATA hard disk drives, or 16 × 50 GB and 200 GB
solid state drives)
10 Gbps Fiber Channel over Ethernet Dual Channel
Network interface Converged Network Adapter, integrated dual Gigabit
Ethernet with TCP-IP off-load engine, 10 Gbps Ethernet
Power supply (std/max) 1975 W 220 V 2/2
Hot-swap components Power supplies, fans, hard disk drives and solid-state-drives
RAID support Integrated RAID-0, -1; optional RAID-5, -6
Alert on LAN 2, Automatic Server Restart, IBM Systems
Director, IBM Server Guide, Integrated Management Module
(IMM), light path diagnostics (independently powered),
Systems management
Predictive Failure Analysis on hard disk drives, processors,
VRMs, fans and memory, Wake on LAN, Dynamic System
Analysis, QPI Fail down
Microsoft Windows Server 2012 (Standard, Enterprise and
Data Center Editions 64-bit), 64-bit Red Hat Enterprise
Operating systems supported
Linux, 64-bit SUSE Enterprise Linux, (Server and Advanced
Server), VMware v Sphere Hypervisor
3-year customer replaceable unit and onsite limited
Limited warranty
warranty
Table 8. Server minimum Specification Required

13.9 Switch Rack

Item Components Minimum requirement

Type 9U Networking Rack
Height 600mm / 23.6"
Rack

Overall 21"(H) X 23.75"(D) X 23.6"(W)

Size

Inside 16.25"(H) X 20"(D) X 19"(W)

Cable entries 3.75W x 15.5"L (top and bottom)
Material Steel
Weight 21kg
Features • With hardware set
• Welded frame, reliable structure
• Deep wall mounted cabinet
• Adjustable feet and heavy duty
castors
• Easy mounting installation
• Internal fan
Table
9.
Switch rack minimum Specification Required

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 14. Data Center Infrastructure Material Specification

The data center should have the following:

- Lighting including all equipments

- Air Conditioning

- Electrical Power & Grounding

- Power Supply System

- data center Power Flow

 UPS System

 Grounding System

- Fire detection, Alarm and Suppression system

- Automatic detection and Fire extinguishing system

- Access Control System

All data center control, physical and safety systems should be integrated to a distinctive rack.

15. Minimum Technical Specification and Requirement of the procurement of

Enterprise PBX
15.1 General
• The specification covers the technical requirements for the supply of hybrid IP PBX
that can support 75 extension and 50 direct line but it should take in to consideration
future expandability
• The system has to offer modern functions and services required of PBX in today’s
modern business world and other environments.
• The system programming must be re programmable and the user can able to change
to the factory default data without changing any software and hardware components.
Also the software must be flexible to upgrade according to the coming feature PBX
technology.
• Must have zero potential or ground terminal on its chassis

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

• Super-hybrid multi-device technology.
• Universal card slot (digital & SLT)
• It shall possible to diagnose and repair hardware failures and to expand the system
it‘s maximum capacity without affecting the process in the PBX. All units shall be
easily removed for maintenance and replacement. The racks shall be fully wired from
the factory and be of such design to ensure easy installation. The supplier should state
all situations where the services is affected by failure diagnostics, repair and system
upgrade.
• The event of total power failure, complete of the central processor or major
corruption of the system software there shall be provision for fallback to the number
needed to operate during power failure.
• The software and system database shall reside in non-volatile RAM, backed up by
magnetic disk drives e.g. hard disk drives. Low DC supply voltage shall not corrupt the
data stored in the RAM. In the event of the system shutdown and restart. The software
and database will reload without manual intervention. Removable disks and /or
directly down loadable to Pc and to maintain a duplicate system database library.
Number of the spare copies of the software on disks and /or Pc will be handed over
after commissioning. The supplier will provide updates of the software as and when
published by the PBX manufacturer.
• The PBX shall be designed to be non-blocking at the final configuration and expansion
capability.
• The PBX system should be integrated to the data center.
• The PBX system should support VOIP and bidders will be appreciated and will get a
better consideration during bid evaluation, if they will come with such solution
fully/partially.
• The system shall employ the latest LSI/VLSI technology in system design for
compactness and lower power consumptions.
• Insulation resistances

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 o The PBX shall works with line loop resistance of up to 1600 ohms without
restricting telephone set type and a system should be able to work in small
amount of insulation resistance.
o The loop resistance and insulation resistance of the PBX should be stated also it
must be handle DTMF signaling.
o Loop resistance of the trunks shall be greater than 400hom and the system can
able to work the insulation resistance less than 50khom
• Signaling
o The PBX shall work for a dial pulse speed of 5-12 pulse/sec and on impulse
ratio (make/break) 33/67-50/50.
o The trunk signaling must consider our country signaling standard.
• Switching Matrix
The switching matrix shall be digital and shall provide for either blocking or non-
blocking connections. Ideally the size of the matrix shall be such that all paths are
non-blocking. The traffic density shall be calculated to avoid the call blocking shall be
less than 0.1 for an average call of 110n second. Expansion of the matrix shall be
simple and not require re –distribution of traffic. Separate partitioning is not required
for voice and data.
• Traffic Capacity
The value of traffic per line shall be stated for the maximum capacity of PBX in both
busy hour attempts (BHA) and in eland.
o Transmission characteristics
The supplier should state digital parameters or ITU-T recommendation for
digital interfaces.
o For outgoing external connections, the PBX should work with dial-tone
detection and the PBX shall send an artificial central office dial tone to the
extension right after receiving the prefix number so that the subscriber need
not wait for the real dial –tone of the central office.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 o The bidder should state if there is a possibility of restoring traffic in case of a
fault on the common control devices, such as hot standby arrangement or by
other means.
• The supplier should state which type of signaling is inherent in the offered PBXs for
direct inward dialing. The supplier should also state the possibility of connecting the
digital PBX to digital public exchange via digital link.
• The supplier should state if the offered PBXs for tandem switching with alternative
routing (list cost routing).
• Numbering plan
Access to features, trunks plan extension and other facilities shall be flexible and
uniform throughout the system. Existing numbering plans will be followed ,(e.g. 4
digits for inter department extension, 3 digits for intra department extension, 1 digit
for calling the attendant, and 1 digit for access to direct outward dialing).but may be
changed to cope with future requirements speed calling, using one, two ,or three digit
shall be a feature of the system.
• No limit to number of extensions
The system should enable to add any number of extensions (as long as the hardware
configuration of the PC/Server supports it).
• Power failure transfer
In the event of a commercial power failure, without the standby power option, outside
trunk lines shall be automatically routed to pre-assign. Also the supplier must indicate
the number of extensions that are working in the system.
• Voice messaging
The system will incorporate a pre-recorded message system. This shall be the
microprocessor controlled digital storage type using RAM of fixed disc storage. The
ability of Pre-recording the messages from a microphone or other analogue source is
required.
• Email Client Integration

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 The PBX should be integrated with directories like LDAP (Lightweight Directory
Access Protocol) and Email Clients like MS Outlook which allows users to just click on
a contact to dial their extension from PC.
• Maintenance and management terminal
The supplier shall provide a local maintenance terminal to be located in the PBX room
submits as an option for addition local maintenance terminal for remote maintenance
access. Provide management terminal located within the terminal building remote
from the PBX equipment, these can RS 232 and USB port.
15.2 System and Extension feature
• The system shall offer the following minimum facilities:
o Class of service related call barring
o Digit translation
o DDI (Direct Dial Inwards)
o Call forwarding
o Hunt groups
o Follow me
o System short code dialing
o No-busy extension
o Conference call
o Call Transfer
o Call Back when free
o Central operation attendance service
o Automatic call distribution capacity
o Call pick-up
o Announcement
o Alarm facility (Major & Minor)
o SIP trunking between branches

15.3 Hardware and Service Requirements

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 An Enterprise PBX System (>25 channels), Dual CPUs, and a Server is expected
Operating System (the bidder can suggest any)
• Linux distribution with kernel version 2.6 or higher
Supported PBX cards
• Openvox
• Digium
• Rhino
• Sangoma
• Yeastar
• Zapmicro
Supported codecs
• ADPCM (Adaptive Differential Pulse-Code Modulation)
• G.711 (A-Law & μ-Law)
• G.719 (pass through)
• G.722
• G.722.1
• G.723.1 (pass through)
• G.726
• G.729a
• GSM
• iLBC
• Linear
• LPC-10
• Speex
Available protocols
• E&M
• E&M Wink
• Feature Group D
• FXS
• FXO
• GR-303

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 • Loopstart
• Groundstart
• Kewlstart
• MF and DTMF support
• Robbed-bit Signaling (RBS) Types
Scalability
• TDMoE (Time Division Multiplex over Ethernet)
• Allows direct connection of Asterisk PBX
• Zero latency
• Uses commodity Ethernet hardware
• Voice-over IP
• Allows for integration of physically separate installations
• Uses commonly deployed data connections
• Allows a unified dialplan across multiple offices
Call Features
• ADSI On-Screen Menu System
• Alarm Receiver
• Append Message
• Authentication
• Automated Attendant
• Blacklists
• Blind Transfer
• Call Detail Records
• Call Forward on Busy
• Call Forward on No Answer
• Call Forward Variable
• Call Hold
• Call Monitoring
• Call Parking
• Call Pickup
• Call Queuing

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

• Call Recording
• Call Retrieval
• Call Routing (DID & ANI)
• Call Snooping
• Call Terminate
• Call Transfer
• Call Waiting
• Caller ID
• Caller ID Blocking
• Caller ID on Call Waiting
• Calling Cards
• Conference Bridging
• Database Store / Retrieve
• Database Integration
• Dial by Name
• Direct Inward System Access
• Distinctive Ring
• Distributed Universal Number Discovery
• Do Not Disturb
• ENUM
• Fax Transmit and Receive
• Flexible Extension Logic
• Interactive Directory Listing
• Interactive Voice Response (IVR)
• Local and Remote Call Agents
• Macros
• Music On Hold
• Music On Transfer:
- Flexible Mp3-based System
- Random or Linear Play
- Volume Control

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 • Predictive Dialer
• Privacy
• Open Settlement Protocol (OSP)
• Overhead Paging
• Protocol Conversion
• Remote Call Pickup
• Remote Office Support
• Roaming Extensions
• Route by Caller ID
• SMS Messaging
• Spell / Say
• Streaming Media Access
• Supervised Transfer
• Talk Detection
• Text-to-Speech (via Festival)
• Three-way Calling
• Time and Date
• Transcoding
• Trunking
• VoIP Gateways
• Voicemail:
- Visual Indicator for Message Waiting
- Stutter Dialtone for Message Waiting
- Voicemail to email
- Voicemail Groups
- Web Voicemail Interface
• Zapateller

• Power supply
o AC Input Supply:

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 The system shall operate from any dedicated single phase power input supply
117/208/230 VAC± 10% 50-60 Hz to be connected in the stand alone rectifier
depending on the required load of the telephone line system.
o DC Power Supply:
The system shall operate on a nominal 24dc =+ power supply to be installed in the
main and expansion cabinet of the system.
o Standby Batteries:
Battery shall be connected to the power distribution box isolated by a circuit
breaker form the cabinet rectifier. Sufficient capacity shall be provided to maintain
busy hour level, for at least 8 hrs in the event of power outage. The batters shall be
mounted on a metal floor and be provided with all necessary maintenance.
o Load:
The bidders shall specify the AC AND dc maximum current drain specify
requirement in the amp/hr of the system under full load condition on the system
depending on the system initial capacity and the expansion.
• Main distribution frame
o The system shall be provided with wall mounted of a compact from floor
standalone vertical modular MDF where the requirement in house and outside
plan shall be terminated.
o Connection to all out side’s plant cable facilitates shall be made to black equipped
carbon with carbon protection
o It is preferred that quick clip connection be used in the MDF and neither solder
nor screw connection wire permitted.
o Over voltage and over current protection device should be provided
15.4 Telephone set and additional equipments
There are a number of analogue two-wire telephones required in addition on PBX
dedicated feature telephones. All analogue telephones shall employ dual tone multi
frequency DTMF signaling. Details of the requirements for earth or time break recall
are given below; Telephone required for internal administration use shall be designed
to be connected to line by jacks of a plug and socket connection, For the PBX system,
the following telephone sets are to be proved a minimum requirement.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

• Standard extension telephone
These telephones shall have full DTMF key pads, including # and * shall employ earth
recall be available with the option of an inductive loop coupler and shall be required
for both desk and wall mounting.
• PBX dedicated feature telephone
These telephones shall be the digital type directly controlled the PBX system software
& the system must have different Level and type of dedicated feature phone. The sets
shall have LCD display and shall offer, all system features including digital extra
device port & the dedicated feature phones types must have an alternate to use then
according to the feature & user interest. The following classification of digital sets may
be used.
• Advanced digital feature telephone
o Liquid crystal display
o More than 15 Programmable CO keys.
o Extra device port(XDP) and (DEDP)
o Optional 12 CO. keys
o Speaker and Microphone
o Volume control
o Memory button
o Message ringer/Lamp/
• Standard Digital feature phone
o Liquid crystal display
o More than 8 Programmable CO keys.
o Message ringer/Lamp
o Speaker and Microphone
o Memory button
o Hold button.
o Volume control
• Basic Digital feature phone
o Liquid crystal display
o More than 2 programmable CO. Key

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 o Massage ringer /Lamp/
o Speakerphone and microphone
o Memory button
o Hold button
o Volume control
• Single Line Telephone (SLT)
o Dial mode pulse/tone
o Volume control
o With speaker
• Digital set shall be powered from the single pair telephone cables, which is also used
for the signaling and transmission.
• All equipments, which cannot be provided by ethio-telecom, should be provided by
the bidder.
• The difference between the existing number of telephones that are working properly
and the total number of proposed telephones should be provided by the bidder.

15.5 Operator’s Console Feature

The operator console shall be of attractive design mounted with first class plastic
material, which secure uniform color. It shall be economically efficient and shall have a
minimum of the following features;
• Call recording interface facility
• Headset/handset operation
• Calling trunk/extinction identification
• Direct station selection (DSS)
• Operator recall identification
• Operator intrude facility
• Call charge metering
• LCD display: - there shall be provision for two operator’s console as these shall be
connected to voice recording system for security purpose described where in the
specification.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

15.6 Optional Facility
• Tie Line
It shall be possible to connect the PABXs to the other PABX in other locality in such a
way that all the PABXs needed not attending by an operator.
• Charging information
It shall be possible to get print out charging information for the following type of call
at any time.
A. Internal calls:
 Extension to Extension
 Extension to Operator
B. External calls: 16 KHz, 50 Hz metering pulse or polarity reversal are transmitted
from public exchange.
 Local Call
 STD Calls

15.7 Testing, Commissioning, Maintenance and Spare of PBX

• The bidder has responsibility to supervise the complete testing and commissioning of
the equipment and as a system as a whole after installation
• The bidder shall conduct the quality assurance test to insure that the preference of
the equipment and the system shall meet intended requirement
• The bidder shall submit detailed schedule of test and internationally accepted
standards, testing methods and procedures, which will be used in according the test
the bidder shall submitted the test result of the systems installed demonstrating that
all the requirements of the specification have been met after completing of test
• The bidder shall also guarantee the availability of spare required for the satisfactory
of the equipment. The life span of the equipment, at least 15 years from the date of
acceptance certificate.
• The bidder should be three years warranty period for maintenance and
communication failures.
• All texts and manual shall be in English
• The bidder has provided lighting protection for the whole system of the PBX

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 • The suppler shall quote cost of local training for three technicians and four operators
• The bidder should state optional facilities and their advantage with its price clearly.
• The bidder should state proven field experience, technical responsiveness and the
bidder should be legalized himself with ethio-telecom regulation and the license must
come with offer document.
• The bidder should made its own site survey for existing situation and required to
propose best solution

16. Video Conference Room Required Materials

The specification of video conference materials are expected from the bidder.
Minimum Required materials for video conference room:
- Video input : video camera or webcam
- Video output: plasma television and projector
- Audio input: microphones, CD/DVD player, cassette player, or any other source of
PreAmp audio outlet.
- Audio output: loudspeakers associated with the display device or telephone
- Terminals that process the data.

17. Evaluation Criteria

N0 Evaluation criteria Max.Score Cumulative Score

1 Responsiveness to the Bidding Document 5

1.1 Does the bidder completely accept terms 3
and conditions on the Bidding Document?

1.2 Bidders Understanding of the project 2

2 Quality and specificity of the proposal 3

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

N0 Evaluation criteria Max.Score Cumulative Score

2.1 Does the technical proposal address issues 2

relevant to this assignment?
2.2 Is the technical proposal prepared based on 1
our suggested format?
3 Technical design feasibility 30
3.1 Suggested network and datacenter design 7
feasibility
3.2 Modularity and scalability for performance and 8
service expansion
3.3 Maintainability 7
3.4 Security 8
4 Organizational capability of the bidder 10

4.1 Company profile (organizational nature of 5

business and years of experiences in the
field of network installation and data center
implementation technology)

4.2 Specific system design, installation and 5

implementation network installation
experiences of the firms in past project
similar to this project references with
certificate of satisfaction. Certificate of
satisfaction is mandatory and goodwill.

5 Quality of the personnel 25

Qualification and experience of bidder proposed
to participate in the consultancy service
evaluation is based on the curriculum vitae,
academic and work experience with particular
reference to the positions they are proposed for
this assignment.5points will be assigned to the
program/project manager.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

N0 Evaluation criteria Max.Score Cumulative Score

5.1 Academic Qualification and General 15

experience.
5.2 Adequacy for the Assignment 5
5.3 Experience in region and language 5
6 Adequacy of the proposed methodology and work 15
plan
6.1 Technical approach and methodology 5
6.2 work plan 6
6.3 Organization and staffing 4
7 Suitability of the knowledge transfer 12
methodology
7.1 Proposed training for the new system 3
7.2 Proposed training schema prior to the project. 6
7.3 Commitment for knowledge transfer during 3
project implementation.
GRAND TOTAL 100

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

CONDITION OF CONTRACTS

1. General and specific conditions of contracts

1.1. The successful bidder is expected to sign a Contract Agreement and
accompanied 10% performance bond (Certified Check or CPO or bank
guarantee) after 7 days notification of bid results for bidders and no later 15
days to make agreement.
1.2. The contract is legal if both parties signed an agreement in front of two
witnesses. Otherwise, no legal backgrounds.
1.3. There shall be no adjustment in respect of increase in the cost of labor
and/or materials or any other matters affecting the cost of the provision of
the item Quotation upon and/or the Tender.
1.4. A supplier shall be entirely responsible for all taxes, stamps duties and
other similar expenses incurred.
1.5. The delivery schedule for all the items is up to 30 days from the date of
contract agreement signed. The contract date may be extended to limited
date when supplier has rational reason will provide by written document.
1.6. All of the documents used and exchange by the tender will be evidence of
contract.
1.7. The supplier covers all the necessary costs to deliver materials to the store.
Company not responsible for these costs.
1.8. The company will accept the materials after the inspection of materials
according to the specification and the contract.
1.9. Company pays the total amounts of contract price when all the materials
delivered to store.
1.10. We need warrantee and guarantee of materials in written documents that
assure materials are working according to the given specification.
1.11. The contract agreement amounts and period of time will be amended when
both parties agree.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Contract agreement form

This Contract is made and entered on at Addis Ababa between Ethio-Djibouti

Railway Sh. Co (here in after referred to as the “Purchaser”) having its principal place of
business in Ethiopia Addis Ababa P.O.BOX ____________and,____________(here in
after referred to as the “Supplier”) having its principal place of business in Ethiopia, Addis
Ababa , P.O. Box ________,_________.

Whereas, the Purchaser is desirous to procure various_____________

_________________as listed on ________________ Reference
No_____________________ dated ________.

WHERAS, the Supplier has made an offer and the purchaser has accepted the offer.

Now, THEREFORE, the parties hereby agreed as follows:

Article1

DEFINITIONS

a) “This Contract” means the agreement entered into between the purchaser and
supplier, as recorded in the contract form signed by the parties, including all
attachments and appendices therefore and all documents incorporated by
reference there in;
b) “Party” means the “Purchaser” or the “Supplier” as the case may be, and “Parties”
signify both of them;
c) ”The Contract Price” means the price payable to the supplier under the contract for
the full and proper performance of its contractual obligation;
d) “The Goods” means all of the equipment, documentation, and or other materials
which the supplier is required to supply to the purchaser under the contract;
e) “Service” means services ancillary to the supply of goods such as transportation
and insurance, and any other incidental services, such as assembly, provision of
technical assistance, and other obligations of the supplier conversed under the
contract;

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 f) “The purchaser” means the Ethio-Djibouti Railway Share Company (EDR)
g) “The Supervisor” means a team to be assigned by EDR to identify, on its behalf,
the technical specifications, to participate in the evaluation and selection of the bid,
to inspect the delivery of the equipment and other materials, to supervise the
installation and operation of equipment, and to provide final acceptance certificate
upon the suppliers successful delivery of the contracted goods and services.

Article 2

INSPECTION & TESTS

2.1 The supervisor shall have the right to inspect the works to confirm their conformity to
the contract.

2.2 The inspection shall be conducted at the goods’ final destination that is, at Purchaser’s
identified premises in Addis Ababa. The supplier shall furnish to inspectors at no
charge to the Purchaser’s premises all reasonable facilities and assistance including
access to specifications, drawings and production data if necessary.
2.3 Should any inspected or tested Goods fail to conform to the Specifications the
Supervisor may reject them and the Supplier shall either replace the rejected goods or
make alternations necessary to meet specification requirements free to cost to the
purchaser.
2.4 Nothing in this clause shall in any way release the supplier from and warranty or other
obligation under this contract.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Article.3

PAYMENT

100 % Payment shall be effected within ______ days after delivery of goods and
presentation of goods receiving report from store or other designated receiving organ with
break downs as follows:

No. Item Qty. Unit price Total price

Vat (15%) for Nationals only

Total Amounts with vat

Article 4

WARRANTY

The Supplier shall guarantee that the Goods supplied will be in accordance with the
specifications and the Samples provided if necessary. The Supplier warrants that all goods
supplied are new, unused of the most appropriate design and materials. The Supplier further
warrants that the goods supplied have no defect in design and materials or workmanship.
The Supplier shall also guarantee to replace at no cost to the Purchaser, all or part of the
goods or any component thereof found to be faulty by reason of defect in design, in material
or workmanship. This warranty shall remain valid for a period of at least 1 (one) year from
the date of complete receipt of goods.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Article 5

PERFORMANCE SECURITY

Within 10 days after the signing of this agreement, the Supplier shall furnish a
performance security in the panel sum in an amount equal to 10% (Ten percent) of the
amount indicated in the Contract. The said security shall be remained valid and be
released after 15 days of the delivery of the goods.

Article 6

DELIVERY PERIOD

The supplier undertakes to commence delivery starting from signature of the contract
and shall complete within 30 Days.

Article 7

DELIVERY OF MATERIALS

The supplier shall deliver the Goods specified in this Contract to the purchaser’s
warehouse. The supplier shall cover cost of loading, transportation and other related
costs to deliver goods in EDR store.

Article 8

LIQUIDATED DAMAGES

If the Supplier fail to deliver any or all of the Goods within the time period specified in
the contract, the Purchaser shall have the right to claim from the Contract price as
liquidated damage sum equivalent to 0.1% of the delivered price of the delayed
Goods for each day of delay until actual delivery or performance reaches up to a
maximum of 10% of the price of the total contract. Once the maximum amount
reached, the EDR may consider termination of the Contract or have right to cancel
contracts before 10% reached when the goods or services delayed impacting EDR
activities.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Article 9

TERMINATION FOR DEFAULT

9.1 The purchaser may, without prejudice to any other remedy for breach of contract,
by written notice of default sent to the Supplier, terminate the contract in whole or
in part:
a) If the supplier fails to deliver any or all of the goods within the time period(s)
specified in the contract or any extension thereof granted by the Purchaser: or
b) If the Supplier fails to perform any of the obligation(s) indicated in the Terms of
Reference or any other under the Contract.
9.2 In the event the purchaser terminates the contract in whole or in part, the
purchaser may procure, upon such terms and in such manner as it deems
appropriate, Goods similar to those undelivered, and the supplier shall be liable to
the purchaser for any excess costs for such similar Goods. However, the Supplier
shall continue performance of the Contract to the extent not terminated.
Article 10

RESOLUTION OF DISPUTES

The two parties shall try to amicably resolve any dispute arising under this contract. If the
two parties fail to resolve their dispute, it shall be referred to the Ordinary Court in
accordance with the relevant laws of the Country.

Article 11

FORCE MAJEUR

11.1. Force Majeure results from an occurrence, which the Supplier could normally not
foresee and which prevents him absolutely from performing his obligation.
11.2. Force majeure shall not exist where the occurrence could normally have been
foreseen by the Supplier or where it renders more onerous the performance by the
Supplier of his obligations.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Article 12

CASE OF FORCE MAJEURE

The following occurrence may according to the circumstances constitute case of force
majeure.

a) An official prohibition preventing the performance of the agreement, or

b) Natural catastrophes such as an earthquake, lightning or civil war.

Article 13

ABSENCE OF FORCE MAJEURE,

a) A strike or lockout taking place in the undertaking of party or affecting the branch of
business on which he carries out its activities , or
b) An increase or reduction in the price of raw materials necessary for the performance
of the agreement, or
c) The enactment of new legislation whereby the obligations of the Supplier become
more onerous.

Article 14

TAXES & DUTIES

The supplier shall be responsible for all taxes and duties levied in connection with the
Goods or services to be supplied or provide under this contract.

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Article 15

APPLICABLE LAWS

This Contract shall be interpreted and enforced in accordance with the laws of Ethiopia.

Article 16

Document Constituting Entire Agreement

The following documents shall be deemed to form and be read and construed as part of
this agreement:

a) Tender No._______________;

b) The Supplier’s quotation Ref. No. _______ dated _______ ;

c) Award given to the supplier on…………………Ref. No……………………..

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Article 17

EFECTIVE DATE OF CONTRACT

17.1. This Contract shall come into force immediately after the signature of this contract
17.2. Where the parties affix their signature at different times, the later day shall be deemed
to the date of signature.

In witness where of the parties hereto have caused this agreement to be executed in
accordance with the laws of Ethiopia the day and year under written.

Signed for & on behalf of the Purchaser Signed for &on behalf of the Supplier

……………………………….. ------------------------------------
Authorized Authorized

WITNESSES

1.Name ……………………….. Signature -----------------------Date ………………………

2. Nam………………………Signature ---------------------------- Date ……………………….

3. Name ………………………Signature ……………………….Date -------------------------

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)

 Part VII

Anti Bribery Pledged Form

To _________________________________

Addis Ababa

Gentlemen;

Having examined the under mentioned" Corrupt and Fraudulent Practices" we have agreed to
sign this Anti -Bribery Pledged form and confirm and assure to the purchaser that we will not at
any time engage ourselves into these evil practices. It is required to attach this form with your
offer. In pursuance of the police the purchaser defines:-

a) “Corrupt practice" means the offering giving, receiving or Soliciting of anything of value to
influence the action of a public official in the procurement process or the contract
execution; and
b) "Fraudulent Practice" means a misrepresentation of facts in order to influence a
procurement process or the execution of a contract to the detriment of the purchaser and
includes collusive practice among Bidders (Prior to or after bid submission) designed to
establish bid prices at artificial non- competitive levels and to deprive the purchaser of the
benefits of free and open competition
c) Will reject a proposal for award it determines that the Bidders
d) Recommended for award has engaged in corrupt or fraudulent Practices in competing for
the contract in question;
e) Will declare a firm ineligible, either indefinitely or for a stated Period of time, to be awarded
a contract if it at any time determines that the firm has engaged in corrupt or fraudulent
practices in Competing for, or in executing, a contract.

In addition to this, we understand that the purchaser has the right to reject firms, which are found
to be corrupt and fraudulent.

This Anti- Bribery Pledge Form is signed on the _______ day ____________ 2017.

_____________________ __________________ ________________

Name Signature and Seal (In Capacity of)

BID DOCUMENT of Ethio-Djibouti Railway S.C (EDR)