2015

TERMS OF
REFERENCE
FOR THE INSTALLATION OF FIBER OPTICOPTIC
BASED WIDE AREA NETWORK, IP-CCTV
IP
SURVEILLANCE SYSTEM, AND IP-PBX
IP
TELEPHONE SYSTEM

CITY PUBLIC SAFETY OFFICE

LOCAL GOVERNMENT UNIT OF BAYAWAN CITY
1/9/2015

TERMS OF REFERENCE
FORTHE INSTALLATION OF FIBER OPTIC-BASED WIDE AREA NETWORK, CCTV
SURVEILLANCE SYSTEM AND IP-PBX TELEPHONY SYSTEM
I.

BACKGROUND

Bayawan City is a second class component in the third congressional district of

the province of Negros Oriental, Philippines. Along with its rising economy, the
drive to promote Tourism and Investment is one of the major goals of the Local
Government. Thus, the need to establish a Bandwidth Superhighway to connect
its local offices together with the National and Regional Offices located in the
city is a necessity. The LGU also deems it necessary to install Surveillance
Cameras on major streets and Exit/Entry Points to ensure Public Safety, improve
Traffic Management and provide localized hazard early warning system.
Moreover, the LGU believes that a centralized Communication System thru IPTelephony will be the key to solve the congested and limited analog telephone
system that is currently used by City Government.

II.

OBJECTIVES

The main objectives of this project are:

1. Interconnect Local Government Offices thru Fiber Optic Cable with A
minimum of 1Gbps working Bandwidth.
2. Establish a Network Monitoring System for early and easy detection of failures
on Nodes and Switches
3. Establish a 24-hr Surveillance System on major City Streets, Important
Government Facilities and Exit/entry Points with a minimum of Two Weeks
retrievable CCTV Recordings.
4. Established Command Center for monitoring CCTV live footages.
Establish a web-based Telephone Management System to monitor and manage the
IP-PBX.

III.

PROJECT SCOPE

The whole project covers the Interconnection of all government Offices and
CCTV Locations listed in Annex C thru Fiber Optic cable Network with a minimum
working bandwidth of 1Gbps.
As the diagram on Figure 1 illustrates, it is expected to include the FF:
1. Supply of materials and services for the Installation of Wide Area Network
using Fiber Optic Cable Technology with its DATA CENTER to be located
at TESDA Building, Sitio Cabcabon, Brgy. Banga. Pls. refer to Annex A.1 for
a detailed list of Government Offices to be Interconnected.
2. Supply of materials and services for the Installation of IP-CCTV
SURVEILLANCE SYSTEM with its command center be located at TESDA
Building, Sitio Cabcabon, Brgy. Banga. Pls. refer to Annex A.3 for a
detailed list of CCTV Camera Locations.
3. Supply of materials and services for the Installation of IP-Telephone system
with Voice Messaging, Video Conferencing and other basic features.
4. Provide connectivity with the existing IT/Communication Infrastructure,
equipments, protocols and standard of the Local Government Unit of
Bayawan
5. Pls. refer to the Diagrams on the following pages to get a clear picture of
what the LGU is trying to achieve.

Figure 1:

General Concept: Wide Area Network using Fiber Optic Cable with IP-CCTV Surveillance System and IP-PBX

Telephone System

Figure 2: COMMAND CENTER

(TESDA BLDG, CABCABON)

TO Fiber
Optic
Distribution

FIGURE 3: CITY STREETS PROPOSED CCTV-CAMERA LOCATIONS

TO Fiber Optic Distribution

FIGURE 4: CCTV CAMERA on a STEEL Post with Equipment Box and Public Telephone Box.

CCTV CAMERA

Equipment Box

Public Telephone Box

FIGURE 5: MAJOR GOVT. LOCATIONS WITH LOCAL AREA NETWORK THAT NEEDS TO
BE CONNECTED WITH THE WIDE AREA NETWORK

TO Fiber
Optic
Distribution

TO Fiber
Optic
Distribution

IV.

PROJECT ESTIMATE

The Local government Unit of Bayawan City through its General Fund intends
to apply the sum of Fifteen Million Pesos (P15,000,000.00) being the Approved
Budget for Contract (ABC) to payments under the contract for the
procurement of Materials, Equipments, Labor for the Installation of Wide Area
Network using Fiber Optic Technology, IP-CCTV Surveillance System and IPPBX Telephone System.
COST BREAKDOWN
DESCRITPION
WIDE AREA NETWORK USING FIBER OPTIC
CABLE
2 core fiber optic cable g.657 with mssngr
12 core fiber optic cable g.657 with mssngr
Optical line terminal unit
Optical network unit
Intervlan routing switch with sfp
24 ports, gigabit data switch, vlan capable
with sfp (core switch)
24 ports, gigabit data switch, vlan capable
with sfp (remote switch)
Terminal box
Desktop pc set with preinstalled network
monitoring system (for network monitoring
system)
47 ru data cabinet
Fiber optic cable fusion splicer with 1 set of
splicing tool kit and with corresponding
technical user training
Optical time domain reflectometer with
visual fault locator
Labor and professional services for fiber
optic cable splicing, installation, equipment
configuration, testing, commissioning, and
technical support
Seminars and training for lgu employees
IP-CCTV-SURVEILANCE SYSTEM
Outdoor ip camera, 18x, 2mp, with night
vision
Indoor ip camera, 2mp, with night vision
Network video recorder
50 led tv (cctv monitor)
Ptz camera controller

MIN QUANTITY

4 kms
24 kms
1 unit
50 units
1 unit
2 units
3 units
1 unit
1 unit
1 unit
1 lot
1 unit

1 lot
1 lot
33 units
1 unit
3 units
3 units
3 units

COST
ESTIMATE

4tb hard disks

1kva uninterruptible power supply with
external battery connector
12v, 100ah pure lead acid battery
3kva uninterruptible power supply
25 ft gi standard steel pole
Labor and professional services for cctv
installation, equipment configuration,
testing, commissioning and technical
support
Seminars and training for lgu employees
IP-TELEPHONE SYSTEM
Redundant-load balanced sip server with
16 fxos, can accommodate 400 users
(analog ang ip-phones combined), 40
concurrent calls, voice messaging, video
conferencing, 100 voicemail boxes, ivr and
other basic features
Analog telephones
Ip/sip phones
42 led tv (for video conferencing)
Web camera (for video conferencing)
Conference
phone
(for
video
conferencing)
Telephone operator console
Desktop pc set with pre-installed telephone
management system
Labor and professional services for ip-pbx
installation, telephone programming,
testing, commissioining and technical
support
Seminars and training for lgu employees

V.

6 units
33 units
39 units
1 unit
33 units
1 lot
1 lot

1 lot

33 units
67 units
3 units
3 units
3 units
1 unit
1 lot

1 lot
1 lot

DELIVERABLES (TECHNICAL SPECIFICATIONS)

1. WIDE AREA NETWORK WITH AT LEAST 1Gbps WORKING BANDWIDTH;

1.1 The Contractor shall Supply the following Materials, Equipments and
necessary Accessories to establish a Wide Area Network using Fiber
Optic Cable Technology:
4 km of 2 core G.657 Single Mode Fiber Drop Wire with Messenger
24 km of 12 Cores G.652 Single Mode Fiber Optic Cable with
Messenger

Fiber Optic Cable shall cover specified locations of CCTV and

Government Offices to be interconnected as listed in Annex C.
At least One (1) Optical Line Terminal Unit with up to 10Gbps Uplink
that can accommodate at least 2 Passive Optical Network Active
Ports and sufficient for at least 128 Optical Network Units
Fiber Optical Cable should be suitable for Aerial Installation, must have
high resistance to Stress and Breakage and shall be equipped with
Armor for Fire Protection
AT least Fifty (50) Network Optical Units with at least 4 Fast Ethernet
ports, 2 Analog Telephone Ports, Wifi Access Point and One (1) Passive
Optical Network Port
At least 1 Unit 24 port Gigabit Industrial Grade Router with InterVLAN
routing capabilities
At least 2 Units 24 port Gigabit Core Data Switch that is Manageable,
VLAN capable and equipped with SFP Ports
At least 3 Units 24 port Gigabit Data Switch that is Manageable, VLAN
capable and equipped with SFP Ports (For Cityhall, IBC and BOSSOSLAM)
At least 1 unit Terminal Box with 2 inlets and 8 outlets
PLC Blockless splitter
At least 1 Desktop PC with pre-installed Web-based Network
Monitoring System that will monitor the health and status of the Wide
Area Network
At least 1 unit 47 RU Data Cabinet
At least 1 unit of Fiber Optic Cable Fusion Splicer with 1 lot of Splicing
Tool Kit
At least 1 unit of (OTDR) Optical Time Domain Reflectometer with Visual
Fault Locator

1.2 Supply of the following Professional Services and other expertise

needed to fully implement the Wide Area Network:

Conduct Site Survey and Evaluation

Prepare and Submit the Fiber Optic Cable Layout and Design that will
meet the Projects Objective to the Local Chief Executive for approval
Fiber Optic Cable Aerial Installation
Fiber Optic Cable Splicing
Configuration of Equipments and Devices

2. IP-CCTV SURVEILLANCE SYSTEM

2.1 Supply of at least 33 Units Outdoor IP-CCTV with the following
Specifications

Resolution must be at least 1080p

IR Distance at least 100m for Day and Night Operation
At least 18x Optical Zoom
At least 500 meters Clear Viewable Distance on daylight operation
At least .8 Sony CMOS Image Sensor

1000TVL Horizontal Resolution

360 degrees PTZ functionality
Each Camera shall be controllable by an operator from the Command
Center thru a PTZ controller
IP66 4000V Lightning protection and anti-surge protection

2.2 Supply of at least 1 Unit Indoor IP-CCTV with the following

Specifications

Resolution must be at least 1080p

IR Distance at least 20m for Day and Night Operation
At least 4x Optical Zoom
At least 30 meters Clear Viewable Distance on daylight operation
360 degrees PTZ functionality
Each Camera shall be controllable by an operator from the Command
Center thru a PTZ controller

2.2 Supply of at least three (3) Units Network Video Recorder with the
following specifications

H.264 High profile compression algorithm ideal for standalone DVR

Real-time live display up to 8/16/24/32 cameras
Pentaplex function: live recording, playback, backup & remote
access;
Support Dual-streams to make mobile monitoring very easy,
flexible for network transmission
Multiple control methods: IR remote controller, USB mouse and front
panel press button
Smart video detection: motion detection, video blind, video loss
Smart camera settings: privacy masking, camera lock, color setting,
and title display
Pan Tilt Zoom and Speed Dome Control: more than 60 protocols
supported , preset, scan, auto pan, auto tour, pattern, auxiliary
function supported
Easy backup methods: USB devices ,remote network and client
software backup
Alarm triggering screen tips, buzzer, PTZ preset, e-mail &FTP upload
Smart HDDs Management: non-working HDD hibernation, HDD faulty
alarm, Raid function
Powerful network software: built-in web server, multi-DVR client & SMS
Networking access for remote live viewing, recording, playback,
setting, system status, event log, e-mail & ftp function
Support DHCP / PPPOE / FTP / DNS / DDNS / NTP / Email alarm / IP right
management / IP search / network alarm center functions, support
web client, standalone client and SDK.

2.3 Supply of at least 3 Units PTZ Controller

Compatible with the NVR and IP-CCTV
With Joystick for simpler operation
Must support the Pan, Tilt and Zoom Functions of each Camera

User Friendly

2.4 Supply of at least 3 Units LED TV for CCTV real-time display

At least 50 Diagonal Viewing Length
High Definition
LED Backlit
Heavy duty or 24/7 Operation
220 VAC
2.5 Supply of at least 33 Units GI Standard Steel Poles
Complies with the standard height that will be defined by the City
Engineering Office
Fabricated with pole box to contain the public Telephone, optical
network units and Uninterruptible power supply.
25 ft Height, Schedule 40, 4 diameter with Equipment Box and
Telephone Box
2.6 Supply of professional expertise and other expertise to fully implement
the CCTV Surveillance System
Configure Network Video Recorders for a smooth operation of at least
34 IP-CCTV Cameras
Configure NVRs for remote viewing from mobile PC, IPAD and Android
Devices
Configure NVR for secure access of only authorized mobile Devices
Configure NVR for systematic backups of Video Records
3. IP-PBX TELEPHONE SYSTEM
3.1 Supply of at 1 lot IP-PBX Telephone System with the following
Specifications

Redundant Load Balanced Sip Server

Centralized Browser-based Management for easy management of the
entire Telephone System.
No per user license fees
Shall Support up to 400 users (analog and IP Users combined)
Shall support 40 concurrent calls
Can Support up to 16 FXO Analog Trunks from TELCO
Voicemail with at least 100 Voice Mailboxes
Automatic Attendant
Ring Groups
Call Queuing
Integrated Voice Recording (IVR)
Conference Rooms
Music On Hold
Hotline/Autodial

3.2 Supply of at least 33 Units Analog Telephones

Compatible with the PBX

3.3 Supply of at least 67 Units IP Telephones

Compatible with the PBX

3.4 Supply of at least 3 Sets of Video Conferencing System that will be

installed at:
1. Mayors Office
2. SP-Session Hall and
3. TESDA Command Center

Compatible with the PBX

Conference phone
At least 42 LED Display
Web camera

3.5 Supply of at least 1 unit Telephone Operator Console

Compatible with the PBX
With Programmable keys for easy Call management
3.6 Supply of professional expertise and other related manpower service
to fully implement the IP-PBX Telephone System

Prepare and submit Dialing Plan to the Local Chief Executive for
approval
Program and configure the PBX as per approved dialing plan
Configure the PBX for Call Routing, Queuing, and Forwarding
Configure PBX for systematic database backups and restoration
Configure the PBX for Company greetings and Music on Hold
Conduct Training for at least 3 LGU Personnel that will operate and
maintain the IP-PBX including PBX Reconfiguration, Extension
reprogramming, extension transfer, adding and removal of extensions
and Trunk Lines

4. UNINTERRUPTIBLE POWER SUPPLY

The Entire Infrastructure shall be equipped with Uninterruptible Power
supply to ensure continuous operation even if there is a power outage
from the grid.
4.1 Supply of 33 Units 1 KVA Uninterruptible Power Supply with External
Battery Support
4.2 Supply of 39 Units 12V, 100Ah Pure Lead Acid Battery
4.3 Supply of 1 unit 3KVA Uninterruptible Power supply with external Battery
Support.

5 USERS TRAINING

5.1 The users training will be composed of participants/staff from

the Local Government Unit who will use, manage and maintain
the entire system.
5.2 The type of training will depend on the function of the
participants such as but not limited to System Administration,
End-user operation, Repair and Maintenance.
5.3 The training must be detailed enough for the technical
participants to be able to completely operate and maintain the
whole system.
5.4 The training must also include actual use, troubleshooting,
preventive maintenance, among others required for successful
implementation of the project. Appropriate training manuals
must be provided for each participant. Training manuals must
be easy to understand and comprehend.
5.5 After the training, the participants must be able to demonstrate
the following:

System Administrator must be able to:
Administer the entire system
Add, Remove, Transfer Network Nodes
Reconfigure Data Switch
Reconfigure Router
Take Database Backups
Restore database backups
Administer the Network Video Recorder
Administer the IP-CCTV Cameras
Take Backups of CCTV Recordings
Retrieve and Replay CCTV saved Recordings
Administer the IP-PBX
Reconfigure the IP-PBX
Take database backup of the IP-PBX
Restore from database backup to the IP-PBX
Add, Remove, Modify, Transfer Telephone Extensions
Reprogram Call Routing
Reprogram Call Queuing
Reprogram Company greetings
Reprogram Music on hold
Reprogram Hot Dial

Repair/Maintenance Staff must be able to:
Troubleshoot Network Failures
Locate and fix Fiber Breaks
Locate and fix faulty Network Nodes
Identify and repair faulty Network Hardware
Perform Fiber Restoration
Use and operate Fiber Optic Cable Splicer
Use and operate OTDR

Identify and repair Faulty CCTV Cameras

Identify and repair Faulty NVR
Locate Network endpoints
Indentify and repair faulty Telephones
Identify and repair other faulty hardware and components

Telephone Attendant/Operator must be able to:

Receive incoming calls
Make outgoing calls
Transfer incoming calls
Hold incoming calls
Barge/intercept incoming calls
Shift between automatic attendant and manual attendant

Telephone Users must be able to:
Receive incoming calls
Make outgoing calls
Transfer incoming calls
Hold incoming calls
Reprogram Calls Forwarding

VI.

SCHEDULE OF ACTIVITIES

DESCRIPTION
Site Inspection, Preparation, Submission and
Approval of Drawing, Plans and Designs
Delivery of Materials and Equipments for Wide
Area Network
Installation, Fiber Optic Cable Splicing,
Configuration, Testing and Commissioning
User Training on the use of Fiber Optic Fusion
Splicer for Fiber Optic Restoration
Maintenance and Operation Training on Fiber
Optic Cable Network
Systems Administration Training on Optical Line
Terminal, Core Data Switch, Router, Optical
Network Units
Delivery of Materials and Equipments for CCTV
Surveillance System
Installation, Configuration, Testing and
Commissioning of CCTV Cameras, NVR and LED
Displays
User Training on the Operation of CCTV
Surveillance System
Delivery of Materials and Equipments for IPTelephone System

SCHEDULE
Month 1
Month 1 to Month 2
Month 1 to Month 3
Month 2 to Month 5
Month 2 to Month 5
Month 2 to Month 5
Month 2 to Month 3
Month 2 to Month 4
Month 2 to Month 5
Month 4 to Month 5

Installation, Configuration, Testing and

Commissioning of IPTelephone System, Telephone Units, Video
Conferencing, Voice Messaging, IVR and other
required features
User Training on the use of the Basic Features of IPTelephone System (1 representative per
Department)
User Training on Telephone Operator Console (At
least 2 Telephone Operators)
Operation and Maintenance Training
(Maintenance Staff)
System Administration Training

Month 4 to Month 5

Month 4 to Month 5
Month 4 to Month 5
Month 4 to Month 5
Month 4 to Month 5

Technical Support and Warranty on Materials,

One (1) Yr since the date of
Equipments and Services
Total Completed Project
The contractor has the option to finish the whole project earlier than scheduled but
shall not exceed more the Five (5) Months as agreed. Penalties on Delays shall be
determined by the LGU based on existing Rules and Guidelines.

VII.

OTHER SUPPORT SERVICES

The Solutions Provider is required to provide the various support services
enumerated below for the successful implementation of the Project
1. Maintenance and Support
The Solutions Provider must provide a maintenance
program in the proposal, which will take effect after the
warranty period expires.
Systems maintenance should include system support. The
Solutions Provider is also required to correct any error
found in the entire system for a period of one (1) year from
date of acceptance.
The Solutions Provider must include in its Maintenance and
Support Plan, among others, the following information:
Staffing plan
Number of Support Staff
Location and Operational Processes
Minimum Service Levels
2. Risk Management Plan
In every project, the loss describes the impact to the
project which could be in the form of diminished quality of
the end product, increased costs, delayed completion
due to reduced manpower, or failure. To prevent the

occurrence of loss, the Developer must provide in their

proposal a risk management plan detailing the strategies
and appropriate measures to be undertaken.
3 Disaster Recovery
The Disaster Recovery Plan must describe how the Local
Government Unit and the Solutions Provider will deal with
potential disasters. As disaster strikes when least expected,
precautions must be undertaken so that the effects of a
disaster will be minimized or almost negligible or occur
unnoticed. The Disaster Recovery Plan must be detailed
enough for all possible disaster such as power outage,
computer failure, Network compromised/breached,
natural calamities or human error. It must contain the
comprehensive procedures necessary to resume business
to its normal operation in the least possible time. Moreover,
the responsibilities of the people involved in the operation
must be thorough.
4 Information Security Plan
The Solutions Provider must provide Information Security
Plan and implementation to secure the entire system and
its databases against cyber attacks aimed at
compromising the system and its operation.
5 Documentation
The
Solutions
Provider
must
provide
complete
documentation for every deliverable and at every end of
each installation stage and milestone which will be
submitted to the LGU for approval. All documentation
must be written in English and must be available in hard
form and optical media format.
6 Meetings
The Solutions Provider shall schedule and facilitate
meetings and conduct of focus group discussions.
Representations during meetings, consultations, orientation
and trainings shall be administered and provided by the
Solutions Provider.

VIII.

PROJECT MANAGEMENT CONTROL AND GUIDELINES

1 PROJECT MANAGEMENT METHODOLOGY

Project direction shall be done by the LGU through its Project
Manager. All technical designs, specifications, or recommendations
shall be subject to review and approval by the Local Chief
Executive. Should there be any disagreement; the LGU shall have the
final say on the matter.
2 Project Management
The Solutions Provider is expected to submit to the Project Manager
the reports per Section V, memoranda, correspondence as may be
required from time to time. The contents of the reports shall be set by
the LGU:
2.1 Preliminary reports upon notice to proceed, the following should
be submitted to the LGU to be discussed during the Kick-off
Meeting:

Implementation Plan

List of Solutions Provider Project Management Team (SPPMT)

2.2 Progress report

Brief description of the project, contract description and

basic data

Brief description of the subproject objectives including each

contract synopsis

Detailed description of the activities performed by the

provider from the beginning of the contract until the end of
the previous reporting period (month when the previous
report was issued). This shall include a table with the
resources used by the provider up to the end of the previous
reporting period

Detailed description of the activities performed and results

achieved by the provider in the current reporting period
(month for which the report was issued) as well as the
resources used for performing these activities

A brief description and the assessment of the current state of

subproject implementation (at the end of the reporting
period) and of each components/contract within subproject

Issues encountered by the provider using issue log in the

implementation of its contract which may be reported
immediately as necessary

Issues encountered in the implementation of the subproject

components/contracts

Brief description of activities to be performed by the

consultant in the next reporting period as well as the
resources estimated to be used for performing such activities

(a time table with all the SPPMT to be used in next reporting

period as well as the CV and the description of the
assignments of all new non-key experts proposed in the
contract)
Expected result in the next reporting period
Brief description of the activities to be performed under
subproject contracts/components in the nest reporting
period as well as the expected results
Assessment of the contract and subproject potential risks and
recommendation for mitigating these risks.

The reports will be delivered at a date agreed indicated by the

LGU to the Provider during the Kick-off meeting. The Progress
report will be sent to the LGU not later than the 7th day of the
next reporting period. (example: If the report covers the period up
to May 30th, the report must be delivered by latest on 7th June).
The LGU shall submit the comment to the Solutions Provider in
writing in maximum of 5 working days from the date of receiving
the report.
The number of reports copies shall be 2 in hardcopies and
softcopies emailed to the LGU Project Manager written in MS
Word.
All reports shall be subject to the review and approval of Local
Chief Executive in writing upon the recommendation of the LGU
Project Manager. If the LGU Project Manager does not submit his
comments to the reports in Maximum of 5 working days, the
reports shall be deemed approved by default.
IX.

PROJECT MANAGEMENT TEAM

The LGU thru the Local Chief Executive shall designate a Project
Manager to interface with the users, negotiate for resources,
delegate responsibilities within the framework of the project, and
to liaise, work with, and communicate with the Solutions Provider,
as required, to ensure successful and timely completion of the
project. The Project Manager is responsible for developing the
project plan, monitoring schedule, cost, and scope of the project
during implementation, and maintaining control over the project
by measuring performance and taking corrective action.
The project process and performance parameters shall be defined
and agreed upon by the LGU and Service Provider.
The Solutions Provider shall likewise designate a counterpart
Project Manager who will work closely with the LGU Project

Manager towards successful completion and deployment of the

Project.

X.

LGU-BAYAWAN COUNTERPART RESOURCES

1. Personnel
The LGU will be represented by its Project Team composed of:
Project Manager designated by the Local Chief
Executive
Support Staff At least three (3) LGU Employees
recommended by the Project Manager and approved
by the Local Chief Executive
Representatives from the end users
2. Local Services to
implementation meeting

be

discussed

during

the

pre-

3. Facilities the LGU will provide an office to be used jointly by

the LGU Project Team and SPPMT. While the SPPMT are expected
to bring their own ICT resources to support their operation should
they choose to work on-site.
4. Permits and other Clearances the LGU shall be the one to
secure clearances and other permits within its scope to facilitate
the smooth and hassle free Materialization of the entire project.
Clearance and Permits beyond the scope and capacity of the
LGU shall be facilitated by the Service Provider/Contractor.

XI.

SITE PREPARATION

The Network Operations Center which will host the Core Data Switch,
CCTV NVRs and Monitors, and IP-PBX Server will be located at the TESDA
Building, Sitio Cabcabon, Brgy Banga, Bayawan City.
The planning of each stage will be commonly agreed by the LGU and
Solutions Provider based on the providers Technical Proposal and needs
of the contract.
1 SITE PREPARATION
Before the implementation of the Project the LGU should
prepare all the necessary facilities needed in coordination with
the Solutions Provider

2 INSTALLATION AREA/LOCATION
All activities (Installation, Commissioning and testing) shall be
done at Bayawan City unless agreed by both parties to be
done in other places.

E. INSTALLATION AND DELIVERY

The installation and delivery should be in accordance to the
schedule listed in Section V (Outputs/Deliverables) and will be
subjected to the inspection of the MAA/GSO/ITS as coordinated
by the Project Manager. The Project Manager shall issue a
clearance under the following conditions:
The functionalities of the whole systems were tested and
verified to be working and acceptable
Provided complete documentation on the installation,
configuration and Testing
An end-user training was conducted
The hardware and software requirements were inspected and
tested

XII.

TURNOVER AND ACCEPTANCE

XIII.

The Service Provider shall prepare the document enumerating the

procedures that shall be carried during the turnover and acceptance
of the project, which shall be submitted to the Local Chief Executive
for approval
The approved Turnover and acceptance procedures shall be strictly
followed and executed during the turnover and acceptance process.

PRODUCT WARRANTY & SERVICES

The Service Provider should present the details of their after sales services
during the bid proposal.
The following services are the minimum requirements until warranty expires:
1. Completion of customization requirement is 30 days from the date
the notice is acknowledged.

2. System Software and Hardware maintenance and troubleshooting

within warranty period.
3. Periodic maintenance services, preventive and repair, for the
hardware within warranty period.
4. Maintenance servicing of software, hardware, database and the
system network
5. On call servicing on software and hardware related problems for
system and network troubleshooting which is on the Next Business
Day response or 24-hrs response.
6. Provide hardware system technical specification up-grades based
on latest technology available and as per current systems
operation needs and requirements. Additional cost is subject for
negotiation.
7. In cases of bankruptcy or any financial losses that may impede the
completion and delivery of the project/services/systems, the
proponent must turn over the technical details of the project, viz:
a. System Design
b. Bill of Materials
c. . Technical Manuals
e. Other documents relative to the project

8. In the event of the expiry of the warranty specified, the supplier

assures to give priority to the LGU for future calls and servicing in
connection with the product.

XIV.

PAYMENT SCHEDULE

The payment schedule and milestones are reflective of the Development

Schedule in Section V
.
For full implementation of the entire project:

10% of the total project cost shall be paid in advance to cover the cost
of mobilization, subject to the posting of an irrevocable standby letter
of credit issued by an entity acceptable to the agency and of an
amount equal to the advance payment; and upon submission and
approval by the LGU of the inception report and detailed work plan;
40% of the total project cost shall be paid upon completion and
approval by the Local Chief Executive of the deliverables/outputs
specified in Section V, Items 1 2.
40% of the total project cost shall be paid upon completion and
approval by the Local Chief Executive of the deliverables/outputs
specified in Section V items 3 5.
10% of the total project cost shall be paid after the 12 months warranty
period.

XV.

PROPOSAL SUBMISSION

The submission should include the following:

1 A detailed Wide Area Network using Fiber Optic Technology Design, IP-CCTV
Surveillance System Design, and IP-PBX Telephone System Design including
professional

and

technical

knowledge,

experience,

capacity

and

methodology on how the project will be implemented

2 Profile of company including a description of similar work undertaken and
contactable references;
3 Clear description of what support is expected from Bayawan City Local
Government Unit side;
4 A quotation that must be inclusive of all materials, professional fees and
disbursements (detailed expenses sheet will be required at time of invoicing),
including VAT.

XVI.

ORAL PRESENTATION

Service providers who submit a proposal in response to this Bid may be required
to give an oral presentation. This will provide an opportunity for the service
provider to clarify or elaborate on the proposal. This will be a fact-finding and
explanation session only and does not include negotiation. The LGU will schedule
the time and location of these presentations.

XVII. GENERAL CONDITIONS

1. LGU-Bayawan thru its authorized personnel will furnish the Service Provider
with all relevant and available data and information, which is necessary
to perform the services under the agreement.
2. LGU-Bayawan will become the owner of all information, documents,
programmes, advice and reports generated and compiled by the
service provider in the execution of the services.

3. The copyright of all documents and reports complied by the service

provider will vest in LGU-Bayawan and may not be reproduced or
distributed or made available in any other way without the written
consent of the LGU.
4. The service provider is entitled to general knowledge acquired in the
execution of this agreement and may use it, provided that it shall not be
to the detriment of the LGU-Bayawan.
5. Should either party fail to carry out any of its obligations in terms of the
agreement, then the other party shall be entitled to give the defaulting
party notice to comply therewith within a period of fourteen (14) days.
Should the other party fail to do so, then the other party may without
prejudice to any other rights it may have, terminate the agreement
without further notice.
6. On termination of the agreement, for whatever reason, all documents,
paid equipments and materials, reports, etc. must be handed to the Local
Chief Executive. The Service Provider relinquishes the right of retention
thereof.

XVIII. APPROVALS

PREPARED BY:

EDWARD RYAN TORREDA

CO-IV

RECOMMENDING APPROVAL:

CINDY HISONA-SALIMBAGAT
CPSO

APPROVED:

ATTY. ISMAEL P. MARTINEZ

CITY MAYOR

ANNEXES

ANNEX A-1

List Government Offices to be interconnected using Fiber Optics Technology

No

Government Office
TESDA Bldg (Command Center

Location
Cabcabon, Brgy Banga

Coordinates
923'7.77"N, 12247'25.97"E

2.
3
4.
5
6
7

BIODIESEL Pilot Office

GSO Light Vehicle Section
BOSS, OSLAM
CICL
MTCC
BJMP

Cabcabon, Brgy Banga

Cabcabon, Brgy Banga
Cabcabon, Brgy Banga
Cabcabon, Brgy Banga
Cabcabon, Brgy Banga
Cabcabon, Brgy Banga

923'5.91"N, 12247'26.95"E
923'20.42"N, 12247'21.33"E
923'2.25"N, 12247'21.12"E
922'59.80"N, 12247'21.14"E
922'57.11"N, 12247'21.54"E
922'53.70"N, 12247'21.43"E

CITY Agri, Goatery Section

Cabcabon, Brgy Banga

922'42.93"N, 12247'38.21"E

Local Civil Registrar

Brgy Ubos, Bayawan

922'3.98"N, 12248'12.01"E

10

COMELEC

Brgy Ubos, Bayawan

922'3.13"N, 12248'11.55"E

11

OSM-Landbank

921'57.65"N, 12248'15.73"E

12

LIGA Building

Cor, Mabini Strt - National

Highway, Bayawan
Brgy Ubos, Bayawan

922'3.18"N, 12248'13.13"E

13

FIRE Department

Brgy Ubos, Bayawan

922'0.83"N, 12248'18.29"E

14

IT Office, City Hall

Brgy Ubos, Bayawan

922'2.61"N, 12248'20.31"E

15

Public Market Office

Public Market, Bayawan

921'49.18"N, 12248'16.56"E

16

IBC

Villareal, Bayawan

922'4.51"N, 12248'49.00"E

17

City Agriculture Office

Villareal, Bayawan

921'41.58"N, 12248'47.59"E

18

Engineering Motor Pool Office

Villareal, Bayawan

921'37.05"N, 12248'49.12"E

Annex A-2 Google Map of Government Offices to be interconnected using Fiber Optics Technology

Annex A-3 LIST OF PROPOSED LOCATIONS FOR IP-CCTV CAMERA

TESDA (Inside Command Center)

Cabcabon, Brgy Banga

923'7.77"N, 12247'25.97"E

GSO Light Vehicle Section

Cabcabon, Brgy Banga

923'20.42"N, 12247'21.33"E

BCSTEC (Front Gate)

Cabcabon, Brgy Banga

923'6.98"N, 12247'22.15"E

CICL

Cabcabon, Brgy Banga

922'59.80"N, 12247'21.14"E

BJMP

Cabcabon, Brgy Banga

922'53.70"N, 12247'21.43"E

Basay-Napit-an Exit

Brgy Banga

922'14.53"N, 12247'47.91"E

Bayawan District Hospital

Brgy Ubos, Bayawan

922'5.64"N, 12248'14.26"E

PNB-Land Bank Intersection

Natl Highway, Bayawan

921'57.96"N, 12248'15.60"E

Corner Mabini-Burgos Strts.

Brgy. Ubos, Bayawan

922'3.60"N, 12248'20.28"E

10

Corner Bollos-Burgos Strts

Brgy. Ubos, Bayawan

922'1.53"N, 12248'22.82"E

11

City Hall Main Gate

Brgy. Ubos, Bayawan

921'59.25"N, 12248'18.77"E

12

Corner Mabini-Martirez Strts

Brgy Suba, Bayawan

921'49.37"N, 12248'8.17"E

13

City Boulevard Playground

Brgy Suba, Bayawan

921'39.69"N, 12247'56.69"E

14

Corner Natl HW-Bollos Strt

Natl Highway, Bayawan

921'55.63"N, 12248'18.04"E

15

Corner RTDIao-Bollos Strts

Cor. RTDIao-Bollos Strts

921'53.15"N, 12248'15.91"E

16

Cor Magsaysay-Rizal Strts

Cor Magsaysay-Rizal Strt

921'49.12"N, 12248'14.65"E

17

Cor Recto-Natl Highway

Natl Highway, Bayawan

921'52.97"N, 12248'21.30"E

18

Cor CM-Recto-RT Diao Strts

Cor Recto-RT Diao Strts

921'50.50"N, 12248'19.10"E

19

Cor CMREcto-Rizal Strts

Cor CMREcto-Rizal Strts

921'47.40"N, 12248'16.58"E

20

Cor Boulevard-CMRecto Strts

Brgy Boyco, Bayawan

921'38.27"N, 12248'9.29"E

21

Cor Gamo-Natl Highway

Natl Highway, Bayawan

921'51.89"N, 12248'24.14"E

22

Cor Gamo-RTDiao Strts

Brgy Tinago, Bayawan

921'48.44"N, 12248'21.68"E

23

Corn BCEES - Natl HW

Natl Highway, Bayawan

921'50.57"N, 12248'28.21"E

24

Caltex_Tiangle

Natl Highway, Bayawan

921'47.36"N, 12248'36.18"E

25

IBC

Villareal, Bayawan

922'5.10"N, 12248'47.65"E

26

MotorPool_gate

Villareal, Bayawan

921'37.94"N, 12248'44.89"E

27

Motorpool_Compound

Villareal, Bayawan

921'37.60"N, 12248'46.75"E

28

bayawan_Natl_HS

Villareal, Bayawan

921'40.59"N, 12248'53.40"E

29

Boulevard_GK

Villareal, Bayawan

921'22.87"N, 2248'51.93"E

30

Punong-FIber_Landing_Site

Villareal, Bayawan

921'12.53"N, 12249'7.17"E

31

Diversion Rd. Entrance (Nat. HW)

Villareal, Bayawan

921'16.26"N, 12249'54.43"E

32

Boulevard_Paunay Area

Boulevard_Paunay Area

921'31.37"N, 12248'37.16"E

33

Bayawan Bridge

Bayawan Bridge

922'7.97"N, 12248'4.43"E

34

Slaughter House

Brgy Suba, Bayawan City

922'6.17"N, 12248'6.05"E

Annex A-4 Google Map of PROPOSED LOCATIONS FOR IP-CCTV CAMERA