Mekong River Commission

P.O. Box 6101, 184 Fa Ngoum Road, Unit 18,

Ban Sithane Neua, Sikhottabong District, Vientiane 01000, Lao PDR
Telephone: (856-21) 263 263. Facsimile: (856-21) 263 264

Terms of Reference
for
Supply and Installation of CCTV System at 11
Hydrometeorological Monitoring Stations with the streaming
platform hosted in the MRC Office in Vientiane

15 April 2024

Type of service: Firm to implement CCTV system at 11 Hydrometeorological

Monitoring Stations
Position: Service provider
Reports to: Chief Strategy and Partnership Officer
Duration: 1st May to 25th June (40 days)
Duty station: As table 1 and the MRCS Office in Vientiane, Lao PDR
Deadline for proposals: 10 May 2024
Proposals to be sent to Mr. Oudorn Phanekham, Procurement Officer,
Email: oudorn@mrcmekong.org

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1. INTRODUCTION AND BACKGROUND
The Mekong River Commission (MRC) consists of Cambodia, Lao PDR, Thailand, and
Viet Nam. Established in 1995 under the Mekong Agreement, it aims to coordinate
and encourage collaboration in all areas of sustainable development, management,
utilization, and conservation of the water and related resources of the Lower Mekong
Basin. The primary goal is to provide faster reactions to address emerging changes
such as sudden water release from the reservoirs in the Lancang-Mekong River basin,
track basin state and development, modelling and assessment and strengthen one of
the MRC’s key roles as the regional knowledge hub.

The MRC Joint Committee has approved the Design Concept for Reinvigorated MRC’s
Data, Information, Modelling, Forecasting and Communication Systems, which
assesses the current state of data and information systems in-house and proposes
what needs to be done at which stage. The concept design is aligned with the
Strategic Plan (SP) for 2021- 2025, and its Basin Development Strategy (BDS) for 2021-
2030, and activities have been identified in a multiyear work plan for implementation.
The reinvigoration Information System (IS) have four (4) major components as
followings: (1) Data Collection and Acquisition, (2) Information Management
(proposed enhancements and integration), (3) Modelling & Assessment Tools and
Monitoring & Forecasting, and (4) Communication and Reporting Platform.

As part of (4) the Communication and Reporting Platform, the OCEO is developing an
MRC Mobile App to assist the Secretariat in promoting its work and services through
mobile app development.

The MRC Mobile Application will support the information sharing of MRC Core River
Monitoring Network (CRMN) Functions. These include Water Quality Monitoring,
Hydrology Monitoring, Sediment Monitoring, Environmental Health Monitoring,
Fisheries Monitoring, Climate and Precipitation Monitoring, Hydropower operation,
and Flood and Drought Monitoring and Forecasting. To ensure the implementation
cost-effectiveness, implementing and installation of high-quality CCTV will be installed
at the CRMN Stations.

This proposal has three primary components: (1) High-quality CCTV Cameras with
CCTV Poles and related equipment and (2) Streaming software for the CCTV system to
be hosted in the Situation Room at the MRCS Office in Vientiane, Lao PDR (The data is
hosted in a cloud server and backup is stored in physical server), and (3) Installation
and maintenance services.

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 The first component, the Industrial Dome CCTV Cameras, provides real-time live
broadcast water level and flow monitoring at 11 monitoring stations. These state-of-
the-art cameras can rotate 360 degrees, with zoom-in/zoom-out remotely
controllable from the MRCS office. It should have 4K high-resolution with LED lighting
and zoom capabilities to ensure high-quality image capture even in low-light
situations. Powered by solar energy with at least six months of battery life during a
power outage, which ensures uninterrupted monitoring and data transmission, it also
seamlessly links data to a cloud server.

Moreover, the outdoor durability and security features, include waterproof rating and
theft-proof technology. The CCTV Poles should be designed to withstand all weather
conditions, animals, and theft-related activities. The poles should be selected
appropriately to fit the CCTV cameras and installed or equipped at the appropriate
location to clearly see and read the water level staff gauge at each monitoring station.
All mentioned products should have at least a one-year warranty.

The second component includes the streaming software to operate these CCTVs. This
software should be installed in the MRCS Office, with the technology to allow experts
to control the CCTVs remotely. The data from CCTVs are hosted in the cloud server,
and backup is stored in a physical server) The software should be able to display
multiple screens of at least 6 CCTVs simultaneously and connect to the mobile Apps.
The system can add more CCTVs in the future.

The third component, the installation and maintenance services should be provided by
the service provider. The clear workplan must be provided. In case of any problems
with the CCTV or the system, the company should go to fix it within 5 days.

The location of the stations can be found in table 1.

Table 1: Locations of the designated CCTV installation at CRMN stations

No. Station Name Latitude Longitude River Country Type Remark
Ban Pakhoung 19.19707 101.8216 Mekong Flood
1 Lao PDR Mainstream
occasionally
Vientiane KM4 17.93098 102.6156 Mekong Flood
2 Lao PDR Mainstream
occasionally
Paksane 18.37211 103.6641 Flood
3 Mekong Lao PDR Mainstream
occasionally
Thakhek 17.39861 104.8014 Flood
4 Mekong Lao PDR Mainstream
occasionally
Pakse 15.09976 105.8132 Flood
5 Mekong Lao PDR Mainstream
occasionally
Nam
Muang Kao 18.56193 103.7259 Flood every
6 Sane Lao PDR Tributary
year
Se Bang
Mahaxai 17.4179 105.1985 Flood every
7 Fai Lao PDR Tributary
year

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 Se Bang
Se Bangfai 17.07652 104.9854 Flood every
8 Fai Lao PDR Tributary
year
Se Bang
Ban Kengdone 16.18727 105.3129 Flood every
9 Hieng Lao PDR Tributary
year
Nam
Khongsedone 15.57774 105.8105 Flood every
10 Sedone Lao PDR Tributary
year
Ban Veunkhen 14.8192 106.8057 Se Kong Flood every
11 Lao PDR Tributary
year

To support the timely implementation of the MRC Mobile App and early flood
warning function during high flood season, the MRC Secretariat would like to
request a proposal to support the sustainable implementation of high-quality
CCTV cameras, CCTV poles, and related equipment. A successful proposal will be
required to fulfil the specific objectives as outlined in Section 2 of this TOR and
carry out responsibilities and tasks as outlined in Section 3 of this TOR.
2. Objective of the assignments
The contractor's objective is to provide high-quality 360-degree dome CCTV cameras,
CCTV poles, and other related CCTV equipment to designated CRMN stations,
including Ban Pakhoung, Vientiane KM4, Paksane, Thakhek, Pakse, Muang Kao,
Mahaxai, Se Bangfai, Ban Kengdone, Ban Khongsedone, and Veunkhen. They must
also provide technical support, warranty, and maintenance services. The goal is to
deliver high-quality live video that is accessible 24/7 through the MRC Mobile
Application to keep the public informed. The related products should be designed to
withstand all weather conditions and harmful incidents.
3. Responsibilities and tasks of the Contractor

The Provider shall provide the services for the supply and installation of CCTV System
includes: 1) high quality 360 degree industrial dome CCTV Cameras, 2) CCTV
poles, and related equipment includes vandalism protection equipment at 11
CRMN Stations, Laos. 3) warranty and maintenance services, based on the
following requirements:

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3.1 CCTV Cameras and other related equipment

1. Accordingly, install CCTV cameras at preferred locations covering the common

area, including the river shore, river surface, ground area, and land near CRMN
stations.
2. Provide 360-degree Industrial Dome CCTV cameras with 4K high-resolution LED
lighting, high zoom-in-out capabilities, and snapshots every two minutes.
3. Run on solar power, with at least six months of battery life. ( electricity power
is optional). Display, high-low temperature protection, charge-discharge
protection, low-battery sleep protection and remote wakeup (When using the
Solar Power kit as an additional power bank to connect to the Solar Camera
Kit, the battery status will work. A solar power kit with regular cameras will not
show any battery status.
4. The CCTV cameras should include internal memory storage (DVR/NVR) to store
video in case there is no internet connection. Hard drive capacity minimum
2TB.
5. The device is water-resistant, with a minimum rating of IP67.
6. Supports satellite internet data transmission.
7. The CCTV cameras should include LED light bulb for night vision.
8. Capable of taking snapshot photos every 2 minutes and upload to cloud-based
server.
9. Supply, installation, testing, and commissioning services needed. Please
provide a detailed proposal including costs and timelines.
10. After installation of the CCTV system, it shall be demonstrated to the relevant
user department in all its capabilities to familiarize them with it.
11. The CCTV System needs to be functional 24x7, i.e., 24 hours a day, and have at
least 30 days' data storage capacity for all cameras.

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 12. All products should have at least a 1-year warranty.

3.2 CCTV Poles

1. CCTV poles need to be designed and installed to withstand all kinds of weather
conditions, such as heavy rainfall, floods, waves, excessive heat, animal interference,
theft, and other harmful situations.
2. The vendor is accountable for delivering and installing the product to the designated
stations while ensuring the project is functional. The vendor will be responsible if
additional costs are incurred to complete the project outside the initial bid's scope.

3.3 CCTV / Other Equipment Maintenance Services Required Within and After
The Warranty Period
Routine maintenance will generally be on a quarterly basis. However, MRCS may call
in the contractor for intervention if something unusual is observed. MRCS 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 the warranty period, the contractor is responsible for replacement, and after
the warranty period, MRCS will be accountable. The contractor will be expected to
provide a quote that MRCS reserves the right to accept or reject and purchase itself.
1. Inspect all camera pictures for optimal image quality;
2. Clean all camera lenses and housing glasses.
3. Check all lens fields of view and make adjustments if required.
4. Physical inspection of CCTV PC Hardware.
5. Clean and blow dust particles from the CCTV PC motherboard and power supply.
6. Check CCTV PC windows for performance issues.
7. Check that the CCTV viewing and administration software is up to date. Apply
update if required.
8. Physical installation/replacement of cable or camera in case of a fault (where
required).
9. Check time and date settings in the equipment and update the settings as
appropriate
10. Perform video signal calibration test.

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11. Verify that recorded playback quality and storage time are satisfactory.
12. Carry out DVR / NVR recording tests.
13. Carry out a video calibration test on all connected monitors.
14. Apply firmware update to NVR / DVR (where required)
15. Apply firmware update to IP Cameras (where required)
16. Return the system to normal operational status.
17. All test results are logged for future preventative maintenance.
3.4 Training:
Contractors shall include the training/drilling of key MRCS and security personnel
on the use of equipment as follows:
1. The vendors shall provide comprehensive training in the operation
management and maintenance of the camera surveillance software and platform.
2 Training should include camera setup, motion detection sensitivity and
masking

4. Specification of Equipment.
The minimum specifications of the equipment to be installed are the following;
No. Description Qty
1 360 degree Dome Outdoor CCTV Camera 11
1/2.8” 8 Megapixel progressive scan STARVISTM CMOS
H.265&H.264 triple-stream encoding 50/60fps@1080(1920×1080)
real-time video recording
Smart Detection supported
WDR(120dB), Day/Night(ICR), 3DNR, AWB, AGC, BLC
Multiple network monitoring: Web viewer, CMS(DSS/PSS) & DMSS
7mm ~35mm 5X zoom lens
IP67, IK10, PoE
Max. IR LEDs Length 100m
Satellite internet data transmission
Capture snapshot every 2 minutes
Solar power and battery ( battery life up to 6 months)
Connect to electricity (optional)
Hard drive capacity minimum 2TB
Cloud based server
2 CCTV poles 11
Poles design to withstands weather conditions and vandalism
protection

Vendor visit
required to
calculate the
usage and to use
appropriate
materials

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 3 Other CCTV equipment 11
Theft protection
animal protection
all weather condtion protection

5. Deliverables
The vendor will be requested to undertake the following tasks based on the provided
schedules:

 Conduct a site inspection of the installation venue.

 Submit a detailed proposal that includes product design, product specification

cost, and timeline.

 Implement and install CCTV cameras, CCTV Pole, and other related CCTV
equipment per the specifications.

 Offer technical support, warranty and maintenance after the installation.

6. Timeframe
The vendor work shall be carried out for at most 40 days. Warranty on all material and
workmanship is to be free of defects for at least three years from the date the Certificate
of Occupancy is issued.

Important dates:
• 1st-3rd May: Site Inspection
• 6th May: Submit a completed detailed proposal.
• 9th -22th June: Install all CCTV cameras, CCTV Pole, and other related CCTV to 11
Hydrometeorological Monitoring Stations.
• 23th-24th June: Products finetuning and technical support.
• 25th June: Completion.

7. Working relationship and contractual arrangements

The Contractor will work under the managerial and technical direction of the Chief
Strategy and Partnership, Office of the CEO.
The provision of services under this assignment will require the firm to work at the
designate monitoring stations.

8. Qualifications and Requirements

The desired service provider must have the following to qualify:

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 8.1 Company profile and experiences

 The minimum period of the general experience of the bidder in CCTV System
installation works shall be 5 years.
 Required submission of copies of two (2) similar contracts on CCTV supply
and installation project in the region that have been completed during the last
five (5) years.
 Required submission of Proposal and (Bidder should provide the related
proposal material bidder supply for these project)
 Proven experience in setting up CCTV camera pole, CCTV camera and other
related CCTV equipment.
 Proven experience in IT system installation of LED, video, camera, and
network.
 Possession of sufficient CCTV equipment, or at least a demonstrable ability to
procure necessary equipment.
 Demonstration of experience in innovative and creative CCTV pole design and
vandalism protection equipment.
 Ability to communicate fluently in English (at least one lead member of the
team)

8.2 Team leader

Team leader must have a responsibility to communicate with MRCS and ensure all
tasks are completed by the deadline and at the satisfactory quality level which is
expected by MRCS.

A team leader has to have skills in project management,

 Bachelor's degree in IT, Computer Science or relevant field.
 5-year experience in procurement management or supervisory role or similar
tasks
 In-depth understanding of vendors' procedures and material and project
management principles and familiarity with quality and health and safety
standards
 Punctuality and excellent organizational and time-management skills
 Ability to communicate in English

9. Technical Requirements/Required Documents

Interested companies are required to submit technical proposals which includes
the following:
1. Cover letter
2. Portfolio/Company profile
3. Team Members’ CVs
4. Detailed proposal.
5. PowerPoint to be presented during the interview

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 Interested companies are also required to submit a financial proposal breakdown
by the following lots:
1. Consulting fee for CCTV pole design, and CCTV product specification and
installation.
2. Supply and installation works for 11 hydrometeorological stations in Laos.
3. Equipment costs for CCTV system.
4. Technical support and maintenance.

9.1 Personnel

Experience
No. position No. of Person(s)
(Years)

1 Project manager 01 5
2 Site Manager 02 5
3 Technical engineer 02 3
4 Network engineer 02 3
5 IT 01 3

10 . Evaluation criteria

No Criteria Score
1 Design 30
1.1 Creativity of the proposed design 15
1.2 Quality of CCTV poles designs, CCTV cameras and related equipment 5
1.3 Proposed Project schedule/work plan 10
2 Experience and overall, of the quality material 70
At the minimum, the bidder should have an five-year of general experience
2.1 in related projects 10

Required at least two (2) copies of similar contracts on the CCTV

2.2 5
installation projects that have been completed during the last five (5) years
The minimum amount of fee funds (liquid assets) and/or credit facilities net
of other contractual commitments of the successful bidder shall be USD
2.3 5
100,000.

The supplied materials should be of recognized brands with high quality as

2.4 specified in our requirement. A brochure and catalogue are required. 5

The bidder should provide a copy of the business registration and/or Tax
2.5 payment for reference. 5

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No Proven
Criteriaexperience in setting up CCTV poles, CCTV cameras and other Score
2.6 related equipment 10

Proven experience in IT system installation of LED, camera, network and

2.7 video 20

Possession of sufficient equipment, or at least a demonstrable ability to

2.8 procure necessary equipment 10

TOTAL TECHNICAL SCORE (*) 100

Key reference documents

The firm may be provided the below relevant documents as requested:
1. Concept Design and overall specifications

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 ANNEX
11 Hydrometeorological Stations

Page 12 of 15
No. Station

1 Ban Pakhoung

2 Vientiane KM4

3 Paksane

4 Thakhek

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5 Pakse

6 Muang Kao

7 Mahaxai

8 Se Bangfai

9 Ban Kengdone

10 Khongsedone

11 Ban Veunkhen Page 14 of 15

Page 15 of 15