Terms of Reference


Setting up CCTV surveillance system for Bhairab Bazar for Market Safety and Governance

1. Introduction

1.1 Background

Funded by Switzerland and the Government of Bangladesh, co-implemented by Swisscontact and the Local Government Division (LGD), the PRABRIDDHI project is working with partner municipalities to foster local economic development. The goal is to transform the partner municipalities into more competitive local regions where enterprises can thrive, new businesses are attracted to invest, employment and income opportunities are created, and the citizens enjoy improved standards of living. After successful completion of the two years Phase I (August 2018 to August 2020), PRABRIDDHI has started its current phase of implementation on September 01, 2020. During Phase I, PRABRIDDHI worked with the Jashore and Shibganj municipalities in the light engineering and mango sectors, respectively. The project has started working with Bhairab and Bogura municipalities in 2022. In total, the project will work with six to eight municipalities throughout the current phase. 

1.2 Approach

The LED program’s aim is to create a Business Enabling Environment and support better services for key actors by the municipalities and key stakeholders. A “territorial change management initiative” will be induced to foster Local Economic Development.  The programme supports the municipalities and local businesses to create a common platform and processes for identifying the key blockages for business growth which impacts wealth generation and employment creation. At this moment, multiple projects, and investments (financed by GOB as well as Development partners) are focusing on the evolvement of municipalities and to improve the infrastructure at the municipal level. The LED program complements these investments by utilizing resources, both physical and administrative, to the planned activities for business growth. PRABRIDDHI supports municipalities and local business associations to identify key activities for business growth, and design sub-projects, while synergies are made with other initiatives of the government or development partners. The program also supports through partnership to reduce the risks associated with piloting new business and growth strategies that create economic opportunities for the poor.

1.3 Context

Bhairab has developed from an agricultural and fishing to an industrial zone over the decades. The area is well connected through rail, roads and a river port with the rest of the country. Historically, it is well reputed for being home to the biggest natural water fish market in the country. It is known for its coal, rice, lentils, and jute mills business hubs. Bhairab is famous for its footwear industry, which developed over the last 25-30 years. Around 13,000 small and large footwear and related forward and backward linkage workshops and shops (like packaging, leather, Rexine, foam, covers and buttons) have been set up in Bhairab municipality, where more than 100,000 people work. Therefore, Bhairab has a high potential for Local Economic Development (LED) initiatives and got selected as partner municipality for PRABRIDDHI.

An initial scoping of the municipality of Bhairab has been conducted in 2021 through intensive interactions with public and private sector stakeholders. Following a launching event held on 24 February 2022, the LED initiative in Bhairab started.

In a Rapid Economic Appraisal (REA) for analyzing the local economic through a participatory process in a series of interviews, validation and planning workshops, specific intervention ideas and concepts for increased economic development were discussed and validated.). There are two types of interventions planned for kick-starting the economic development of Bhairab:

  • Quick-win activities planned for the next 3-9 months, to get an immediate buy in of the administration and the entrepreneurs of the municipality.
  • Long-term strategic interventions targeting at systemic changes in the support systems for the priority sectors of the municipality.

2. Objective of the Intervention

Economic planning Workshop with the municipality has shown keen interest in CCTV surveillance of Bhairab Bazar which will be integral to the safety and security of buyers and sellers. The bazar spans over the entire Ward 1 and the scope will allow key intersections of the bazar to be covered and monitored from the municipality office. There will be an appointed team jointly by the municipality and the market management committee, who will manage, monitor, and govern the events. The municipal council is also prepared to work together with the market management committee. In broad terms the objectives of the intervention can be outlined as follows:

  • Creating an inducive and safe environment for buyers and sellers to conduct their business.
  • Reduce and/or eliminate hijacking, extortion, theft, and other petty crimes within the municipality.
  • Create a functional and sustainable process with which the bazar can be monitored and governed by municipality and private sector.
  • Enhance municipality reputation and goodwill among business community locally and also from outside Bhairab, especially people who travel to Bhairab Bazar for business.
  • Increase number of overall transactions within the bazar.

3. Responsibilities

The selected provider will be responsible for the following:

  • Specify hardware and software requirements during initial filed survey.
  • Procure necessary equipment for CCTVs, along with all necessary equipment, i.e., cable, network switches, connectors, monitor, storage, flash drive for backup storage, monitors, computer, etc.
  • Install all equipment and make the system functional.
  • Train and onboard selected municipal officials in order to use the CCTV monitoring system.
  • Provide Year-on-Year maintenance support, under Annual Maintenance Contract (AMC) for at least three years. This AMC should exclude the Warranty Period & Complementary Maintenance Period, i.e., the provider should mention the Warranty Period, Complementary Maintenance Period & AMC separately.
  • Provide operational manual/guideline for maintenance and managing CCTV system in soft and/or hard copy in Bangla Language.

4. Requirements

Specification of tasks and equipment are as follows:

  • Approximately 60 CCTV cameras preferably PoE (Outdoor & Weather protective) will need to install over a length of 6km and 300m in radius, covering the key area in Bhairab Bazar area and the municipality premises. Based on proposed solution by the vendors the quantity of CCTV may vary.
  • Closed circuit cameras will be used in conjunction with a mix of CAT6 and Fiber Optic cables (as required), cluster switching, networking and backup power supply, with data transmitted over close system network connecting to the monitoring station in Bhairab. At least 2MP cameras will be required for monitoring and face recognition. The type of angle and camera will be selected by the CCTV vendor.
  • The Providers will have to ensure the longest distance must not exceed 100 meters using CAT6 cables.
  • Installation costs of camera includes wiring/cabling, installation, storage, and live monitoring devices. Storage is used in conjunction with high performance Computer able to fetch, process and store data.
  • At least THREE 30inch LED TV/monitors will be used to view and monitor footage.
  • At least 30 days of footage data availability must be ensured.
  • CCTV should be functional 24/7 with required backup power supply if required.
  • Municipal personnel will need to be trained over a daylong workshop.
  • Experience in working with development organization and/or public sector institution is highly preferable.
  • Must have an operational business for at least three years.
  • Conduct filed visit and propose financial budget and technical proposal for the intervention, prior to the selection process.
  • Operational support will be provided from PRABRIDDHI project and the Bhairab Municipality for conducting of the filed survey. However, this field visit will not be financially supported.

5. Schedule

The applicant must be able to adhere to the following deliverable under the given timeline. The intervention is forecasted to be completed by the end of August 2022. The following timeline must be followed regarding the successful implementation of the intervention:

SL.

Deliverable
Timeline
Indicative No. of Days

1

Publish advertisement
16th June to 30th June, 2022
 

2

Field survey for proposal submission
27th June to 28th June, 2022
2 days

3

Submission of Proposal (Technical and Financial)
30th June, 2022
 

4

Evaluation of proposal
3rd to 7th July, 2022
5 days

5

Selection of Partner and Issue contract
19th July, 2022
 

6

Procurement of equipment
20th July to 3rd August, 2022
15 days

7

Installation of CCTV
4th August to 10th August, 2022
10 days

8

Testing of Equipment
11th to 17th August, 2022
2 days

9

Training of Municipal Staff
18th August to 21st August, 2022
2 days

10

Development and preparing operational manual
28th August, 2022

11

Handover of project
29th August 2022 to 30th August, 2022
2 days

6. Reporting Structure

The consultant/organization will report to the Local Economic Development Standing Committee of Bhairab Pourashava and work closely with the PRABRIDDHI Team of Swisscontact.

7. Selection Criteria

The selection criteria are divided into two parts:

  • Technical Proposal (70% of the total possible score).
  • Financial Proposal (30% of the total possible score).

While the exact set of criteria will usually vary based on the nature of the assignment, the following
criteria are generally applicable for evaluation of the potential vendor:

Criteria
Weight
Background and Evidence of the bidder  
Experience with similar type of work 15
Capacity to provide quality support outside Dhaka 15
Profile of the personnel involved and product quality  
Skilled Technician 10
Comparative hardware quality 10
Methodology of conducting study  
Design & implementation plan 10
Efficient usage of devices 10
Financial proposal 30
Total 100

8. Required Documents for Evaluating the Proposal

Soft copies of the technical proposal should be submitted via e-mail. Technical and Financial proposal should be sent in the same e-mail. The name of the assignment should be mentioned in the subject line.

The technical proposal, should include the following elements:

  • Company Profile, number of employees, qualification of employees.
  • Portfolio of work done and experience working with government, non-government, or private organizations. Description of organizational capabilities and related experiences.
  • An Operational Plan for the installation of CCTV specifying the hardware and software requirements for the intervention, adhering to the proposed Schedule in section 5.

The financial proposal will be opened only for the applicants scoring 50% and above in the technical proposal. The financial proposal would be evaluated based on: 

  • Financial Budget for list of materials for procurement along with price of installation.
  • Warranty and guarantee coverage of equipment.
  • Competitiveness of the financial offer.
  • Relevance and consistency with the technical proposal.

An annual maintenance contract proposed for three years. It should include the following:

  • The financial budget required to support the municipality under an Annual Maintenance Contract (AMC).
  • List of weekly and monthly maintenance.
  • Staff or team dedicated to the maintenance of the CCTV camera.
  • Scope of troubleshooting problems under the maintenance contract.

In addition to the technical and financial proposals, it is mandatory for the bidders to submit necessary documents demonstrating their legal, taxation and financial statuses. The documents should be part of the technical proposal and include the following:
 A certificate of incorporation (for individual companies- a trade license).

  • Joint stock registration certificate (if applicable).
  • An organizational organogram of key personnel, inclusive of the names of such personnel.
  • Tax Identification Number (TIN).
  • VAT registration number.
  • Proof of a segregated account (providing the name and address of such an account).
  • Other valid papers (provided by Government institutions).
  • The vendor has to bear all Advance Income Tax (AIT) and VAT. The total amount of VAT should be mentioned in the financial proposal.

9. Budget Template

Item No
Item Name
Specification
Unit type
Unit price
(BDT)
Unit
Amount
(BDT)
Warranty/ Guarantee
Remarks
1                
2                
                 
                 
                 
                 
a Total              
b Add: VAT 7.5%      
                 
  Grand Total (a + b)            

*tax and VAT rate is subject to change as per Govt. rules and regulation.

10. Submission Procedure

Interested Consultant should submit the proposal (technical and financial) for the above-mentioned tasks by 30th June 2022 before 5:00 pm to the address mentioned below.:

Coordinator - Procurement and Logistics, PRABRIDDHI.
House 28, Road 43, Gulshan-2, Dhaka 1212, Bangladesh Or email: bd.prabriddhi@swisscontact.org

The subject line of the envelop/email must be marked with the title: “Setting up CCTV surveillance system for Bhairab Bazar for Market Safety and Governance”. A separate financial proposal (as prescribed in section 9) should be submitted.

If you want visit field from 27th June - 28th June 2022 for proposal submission, please contract Syed Ashraf Hussain (ashraf.hussain@swisscontact.org). For more information please e-mail: bd.prabriddhi@swisscontact.org.

Swisscontact is not bound to accept the lowest or any proposal and reserves the right to accept any proposal in whole or in part and to reject any or all proposals.