Physical Verification of Telecom Network Assets,

Updating FAR, Database creation & Web based

application development for database update
Tender
RFP Main Document

RFQ

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Table of Content
1. Introduction ........................................................................................................................................................
2. Objective ..............................................................................................................................................................
3. Scope ....................................................................................................................................................................
4. RFQ Goals ...............................................................................................................................................................
5. RFQ Timelines ........................................................................................................................................................
6. Instruction to Tendering Parties ...........................................................................................................................
7. Tendering Party Offer Submission .......................................................................................................................
8. Payment Terms ........................................................................................................................................................

RFQ

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1. INTRODUCTION
EPTSC is a Multinational technical service provider company and one of ORASCOM Groups of
companies which is considered as one of the largest telecom service provider in Pakistan providing all
types of technical services in telecommunication field.

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2. OBJECTIVE
The objective of this assignment is to have physical verification and updated database of non-current
assets, comprising of both network and non-network assets, distributed across the geographic area of
operation.
1. The audit & database population would cover the following aspects of the cell site in detail

Space
Power
Tower
All Telco & Non Telco

2. Asset tagging, reconciliation and mapping with financial record (FAR)

3. Web accessible application to
Maintain the complete record of each cell site
Enable the end user to update/modify records in the database tool
Integration with OVAA Module

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3. SCOPE
RFQ Scope
Audit &
Database
Application
Vedio
Logging

Conduct physical verification of all the assets on all locations (including sites, warehouses, exchanges,
office locations, etc.) and further ensuring the availability of information in the system

3.1 Audit & Database

Audit & database population would cover the following aspects of the cell site in detail

Civil

Power

Telco

Design

Land & Structures

AC & DC

Passive & Active

RF & MW

3.1.1 Civil

Audit of plot size:

Total area in square meters with indication of used and empty space. Layout required in
AutoCAD format with clear marking of dimensions. Layout should also incorporate
following details:
2 to 4 pictures capturing site view standing towards South of site (North View)
Snaps of South-East, South, South-West directions clearly capturing any
obstacle(s) that block sunlight.
Layout should be made in accordance with NEWS (North, East, West, South).

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General snaps of site capturing overall site condition, equipment, DG status,

boundary wall, gate, floor, tower foundation etc.

In case of shared site (Host\Guest) layout should indicate OMO equipment installations

Audit of Tower:
Check type of tower\pole installed. (Self-Support \ Monopole \ Mast \ Wall Mount \ Tripole\ Pole \ Railing \ Indoor \ Other
Check total no of RF antennae installed and examine physical condition
Check total no of MW \VSAT antennae installed and examine physical condition
Check antenna assembly and M-Tilt kit is installed and working fine
Measure diameter\height\azimuth of each MW\VSAT antenna installed
Check total No of RRU installed and examine physical condition
Check free\open space on Tower for further installations
Take picture of each antenna(RF\MW) from antenna height (to check any immediate
blockade in front of antenna)
Snaps of all tower legs clearly showing installed equipment
Physical inspection of structure to identify condition

Audit of Structure Condition:

Check Boundary wall & Gate (Ok\Need Repair(with issue detail))
Check Site flooring (Ok\Need Repair(with issue detail))
Check Tower Foundation (Ok\Need Repair(with issue detail))
Check Shelter room \Out door pad of equipment (Ok\Need Repair(with issue detail))
Check Pads for generator, fuel tank, cabinet, VSAT (Ok\Need Repair(with issue detail))
Check Cable tray (Ok\Need Repair(with issue detail))
Check Site Grounding (Ok\Need Repair(with issue detail))
Check Tower beacon light (Ok\Need Repair(with issue detail))
Measure Earth pit (Ok\Re-Check\ Issue with detail)) value should be less than 5 ohm

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3.1.2. Power

Check power enclosure ratting\model\make\type

Count no of batteries
Check battery rating\model\make\type
Count no of rectifier
Count no of modules in each rectifier
Check rectifier rating\model\make\type
Check generator rating\model\make\type
Check engine serial no
Check DB rating\model\make\type with number and capacity of breakers
Count no of breakers
Check ratting\model\make\type of breakers
Check transformer rating\model\make\type
Check AVR no\model\type\ratting\type
Check ATS rating\model\make\type
Count no of air conditioners installed
Check air conditioner rating\model\make\type
Check WAPDA Meter Installed\Shared\Dedicated\Normal\ToU
Clear Snaps of power cabinet capturing battery & rectifier compartments
Clear snap capturing running load of MCU / rectifier controller

3.1.3. Telco

Audit of Active Equipment:

Count no of BTS cabinets installed
Check cabinet model\make\type
Count no of radio modules installed
Check radio type\model\make ( Tower based, Cabinet Based)
Check quantity\type of miscellaneous equipment installed (Cascading cables, Fiber
connectors)

Audit of Passive Equipment:

Count total no of functional\non-functional RF Antenna installed

Check RF antenna model\make\type
Check RF antenna band ( SB\DB\Tri-Band)
Check complete assembly kit is present on each antenna (indicate issue detail otherwise)
Check DD kit is present on each antenna (indicate issue detail otherwise)
Check antenna can be rotated right\left freely (indicate issue detail otherwise)
Count total no. of MW racks installed
Count total no of MW Link\Antenna
Check MW Link\Antenna type\make\model)
Measure diameter\height\azimuth of each MW Antenna
Count no. of MW Links (Indoor Equipment) installed with location, chassis info, vendor
identification, model and status i.e. power off or power on, snaps required as well
ATM, Tellabs, Tainet Installed
Check Feeder Cable length\quantity\type\model
Check Combiners count\type\make\model

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Check Connectors count\type\make\model

Check CPRI cable count\type\make\model
Count no of installed RET (Remote Electrical Tilt)
Check model\make\type of each RET
Check RET are properly attached with antenna
In case of repeater check type\model\make of installed repeater

Note: It should cover both, customer equipment and OMO equipment in case of shared site

3.1.4. Design

Audit of RF Design:
Measure Height at which antenna is installed (HBA)
Measure Heights at which RRU are installed
Measure of Direction in which antenna is serving (Azimuth)
Measure of antenna E-Tilt (Electrical tilt)
Measure of antenna M-Tilt(Mechanical tilt)
Check and note E-Tilt value physically appearing on RET

Audit of MW Design:
Measure height at which MW antenna is installed (HBA)
Measure of Direction in which MW antenna is serving (Azimuth)
Measure of diameter of MW antenna\dish

3.1.2. Updating Accounting Record (FAR)

Reconciliation of assets as per record with physical existence, based on their existing asset IDs
Allotment of unique serial numbers to all assets and update site-wise assets listing accordingly
Tagging of all the equipment with the respective serial numbers assigned
Mapping of existing asset IDs with the newly assigned serial numbers
Identification of obsolete/ damaged/ old equipment, if any
Discrepancies between physical assets and FAR (Oracle Financials), if any, are to be reconciled
and rectification entries to be recorded
Consideration of other matters which are considered necessary for conducting the exercise

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3.1.3. Database
Database need to keep all type of site records with below properties.

Civil
Module

Power
Module

Telco
Module

Design
Module

Web accessible
Four basic modules for civil, power, telco & design respectively.
Each module with multiple forms for data entry (form design should be easy and flexible)
Able to extract data from different tools and update database
Issue activity based WO and automatically update records on completion of activity
Able to generate different types of reports in different pre-defined formats
Able to store different type of documents\scanned copies in an organized manner
Compatible with MS Office (Word, Excel, Visio, PowerPoint ), AutoCAD, PDF etc
Provision of different Levels of Application Access right e.g. read only, read/write etc.

Note:
In case site is shared between different operators OMO installations details will be part of
database.
All the non-operational equipment will also be recorded during the audit and should be part of
the data collection and entered in database application.

3.2. Application
Application will be used to access\update database and it should have following properties

Smart, easy and user friendly

Accessible with mobile phone and laptop
Accessible from remote locations ( Cell sites)
Users with basic education able to update\modify database from remote
Can create\view\modify WO (work orders) for different day to day activities
Size should be small in size and should occupy lot of device memory
Easy installation and secure
Compatible with all type of file formats of database

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4. RFQ GOALS
Customer expects to achieve the following objectives through the Tendering process:

Obtain the most efficient proposal for how to evaluate\audit cell site equipment\structure
precisely with state of the art web based database through a flexible approach (which enables
Customer to pick services\elements it desires, based on BoQs and pricing offered by the selected
Tendering Party).
Professionalize and standardize the network structure and database through close collaboration
with and among the selected Tendering Parties;
Select the solution that over time is financially most attractive.
Obtain aggressive, leading edge pricing, terms and conditions for Customer throughout and after
the duration of the contract.
Introducing the state of the art techniques\procedure\database that will offer substantial benefits
in terms of functionality, future-proof, customer experience and cost.

5. RFQ TIMELINES
The RFQ process is described in the following sub-sections. Customer reserves the right to amend and/or
terminate the RFQ process at any point. This RFQ also does not create any contractual or other obligation
on Customer. Customer is under no obligation to any Tendering Party in regards to any response provided
to this RFQ.
The Tendering Parties must ensure that all deadlines specified for the document are met timeously. The
degree of completeness and the quality of the response will be considered as part of the evaluation process.

6. INSTRUCTION TO TENDERING PARTIES

Tendering Parties offers should be compliant with the requirements noted in the RFQ appendices.
It must be noted that Customer requires full compliance to the scope of work and that any deviation from
it in the form of non- compliances or partial compliances shall have a direct impact on the Tendering
Parties evaluation and selection.

6.1. PROPOSAL COMPLETENESS

Tendering Party shall provide a complete proposal that responds and includes all requirements provided
in this RFQ, any missing requirements would be claimed by Customer with no additional cost from
Customer side. In case the Tendering Party needs clarity, more information regarding requirements set in
this RFQ or requirements, which are not mentioned but are mandatory to complete the scope, Tendering
Party must mention them during the clarification phase.

6.2. COSTS FOR PREPARING PROPOSALS

The cost for developing the proposal is the sole responsibility of the Tendering Party. Customer will not
reimburse for such costs under any circumstances.

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6.3. RESPONSE OWNERSHIP

Proposals and other documentation/data submitted in response to this RFQ shall become the property
of Customer and will not be returned.

6.4. CONFIDENTIALITY
This RFQ together with any other information given by Customer must be returned upon request. It is
understood that this RFQ is confidential and proprietary and contains privileged information, part of
which may be copyrighted and is communicated and received by you on the condition that no part thereof,
or any information concerning it may be copied, disclosed or furnished to others without the prior written
consent of Customer (which may be granted or withheld in Customers entire discretion). The RFQ is
made available on the condition and understanding that the receiving party proposes to file a response.
However, Tendering Parties will be bound by the contents of this paragraph whether or not they submit
a proposal or respond in any other way to this RFQ.
All information received by Customer concerning the Tendering Party's information or documents, will
be treated as confidential. Customer will not disclose information provided in response to this RFQ to
anyone other than to its parent and affiliated companies, respective directors, managers and employees,
who need to have access to the information for the purposes and the scope of the present procedure.
Any Confidential Information will be treated on the terms and conditions of this Clause and the Receiving
Party shall:
Keep the Confidential Information confidential;
Not disclose the Confidential Information to any other person other than with the prior written consent
of the Disclosing Party or in accordance with this clause;
Not use the Confidential Information for any purpose other than with respect to this RFQ;
Disclose the Confidential Information to its employees (the "Recipient") to the extent that it is
necessary for the purposes of this RFQ; and
Shall procure that each Recipient has been made aware of, and complies with, all the Tendering
Receiving Party's obligations of confidentiality under this RFQ as if the Recipient was a Party to this
RFQ.

6.5. BID EVALUATION

Customer will review all submissions and shall engage in discussions with the Tendering Parties to
understand the implementation approach and to review the submissions. The process will involve
following key steps:
Negotiations towards finalizing the contract terms.
Contract execution with successful party (if any).

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6.6. DISCLAIMER
Customer has compiled this RFQ in good faith, however its accuracy cannot be guaranteed. Customer
shall not accept liability for errors or omissions. No guarantee can be given nor should any be implied with
regard to the accuracy of the data, projections, targets or estimates stated in this document.
Amendments to the information contained in this document shall be provided at the sole discretion of
Customer, which reserves the right to withhold information without stating a reason.

7. TENDERING PARTY OFFER SUBMISSION

Tendering Parties are requested to respond as accurately and succinctly as possible. Generic and
voluminous nonspecific responses are strongly discouraged.
Any proposals submitted by the Tendering Parties shall be treated as binding offers on their party (though
naturally not binding on Customer). Accordingly, Tendering Parties should ask for all information needed
to provide a detailed and binding offer. The term binding implies:
Updating of proposals after initial submission shall be limited to the specific elements discussed
between Customer and Tendering Parties during the bid evaluation phase and only upon Customers
request. Any submission received from the Tendering Party not related to Customers request will be
discarded.
Customer has dedicated significant resources to develop a comprehensive set of data for Tendering
Parties to use in order to formulate the response. The Tendering Party takes full responsibility for any
assumptions made in addition to the data provided by Customer..
Password/any encrypted data should be communicated only to: Anbreen Khan,
(anbreen.khan@eptsc.net)
Any proposal received after the due date and time will not be evaluated.

7.1. CLARIFICATION QUESTIONS

Time lines for queries (if any) will be not later than 14th March, 2016.

8. PAYMENT TERMS
Standard Customer payment terms.

End of Document

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