Hong Kong Science and Technology Parks Corporation · installation and commissioning ... switch...

RFP – Maintenance and Support solution for Computer Room

Facilities Equipment at 1W and 8W in HKSTP

Ref:RFP/IT/2017/12/002

of 29 Prepared by Corp IT

Hong Kong Science and

Technology Parks Corporation

REQUEST FOR PROPOSAL

ON

Maintenance and Support Solution

For

Computer Room Facilities equipment

At

1W and 8W in HKSTP

(Ref: RFP/IT/2017/12/002)



Ref:RFP/IT/2017/12/002


Table of Contents

1. Introduction

2. Background

3. Scope of Work

4. Warranty and Maintenance

5. Customer Reference

6. Submission of RFP

7. Evaluation Criteria

7.1 Technical Proposal

7.2 Price Proposal

8. Price Proposal – Price Table Template

9. Payment Term & Schedule

10. General Conditions of RFP

11. Purchase Order Terms & Conditions

Appendix I – Non-Disclosure Agreement

Appendix II – Compliance Table



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1. Introduction

The Hong Kong Science and Technology Parks Corporation (HKSTP) would like to solicit proposals from Information

Technology (IT) Tenderers to provide the maintenance and support solution for Computer Room Facilities Equipment

at 1W and 8W in HKSTP.

The tenderer (hereafter referred to as “tenderer” or “Tenderer” or “supplier”) is expected to provide software,

installation and commissioning, professional services, warranty, subscription, maintenance and support solution for

micro-segmentation solution. The solution will be accomplished as required in the specifications, terms and

conditions stipulated in this Request for Proposal (RFP).

Tenderer is requested to bid on complete scope and submit the fixed price for the total solution and no partial

solution or alternation of price afterwards will be considered or accepted.

2. Background

To minimise the impact of Facilities failure affect, HKSTP plan to enhance maintenance and support solution for

Computer Room Facilities Equipment at 1W and 8W in HKSTP. There are two Main Computer Rooms in HKSTP, each

computer room contains UPS and Electrical System, Fire Service & FM200 System, Computer Room A/C Unit and

Water Cooled Package Unit and Central Monitoring System.

3. Scope of Work

The tenderer is expected to provide 3 years support, maintenance and subscription services (if any) consisting of but

not limited to:

A. General Requirement

i) The tenderer provide maintenance and support solution for below system at 1W and 8W Computer

Rooms of Hong Kong Science Park from 1 Mar 2018 to 29 Feb 2020 (2 years):-

a. UPS and Electrical System

b. Fire Service & FM200 System

c. Computer Room A/C Unit and Water Cooled Package Unit

d. Central Monitoring System (e.g. Sensaphone)

ii) The Tenderer shall furnish and submit the incident report with detailed explanation of the root cause

of the rectification within (24) hours upon any breakdown of system / equipment. On the basis of the

records, the Tenderer shall carry out analysis and identify any repetitive software and hardware

failures and suggest improvement initiatives in the above Report with budget for consideration.



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iii) The HKSTP has the right to appoint other tenderers to carry out the works, which are not included in

the Scope of Works or at extra cost, as stipulated in this Contract. The Tenderer shall also provide

maintenance services to the works carried out by another parties without additional cost incurred.

iv) To co-ordinate with the other tenderers appointed by the HKSTP for necessary work and the

attendance shall be included in the RFP.

v) The Tenderer shall assign a competent Engineer to HKSTP submit progress report to summarize the

maintenance status.

vi) To provide enough consumable spare parts, materials and other assemblies available for necessary

replacement/repairing.

vii) To notify the HKSTP for any work that shall be carried out in order to comply with the change in

Ordinance / Regulations applying to equipment.

viii) To provide 24 hours emergency call services if necessary upon the breakdown of the system.

ix) Maintenance Report shall be submitted within 14 days upon completion of maintenance and repair

service

B. Information

i) The Tenderer will be required to submit a routine maintenance program for the HKSTP’s approval

prior to commencement of work.

ii) The Tenderer shall submit to the HKSTP the following document for approval before commencement

of the maintenance work: -

a. The copy of all relevant insurance policies before commencement of maintenance work;

b. An organization chart and the service center telephone numbers that may be contacted 24

hours of each day.

iii) The Tenderer shall indemnify the HKSTP from any claims arising from or as a result of their

negligence, omission fault or whatever causes during execution of maintenance work.

iv) If Tenderer was found to breach any requirements, terms and conditions of this contract, the HKSTP

shall reserve the right either to deduct an appropriate amount of money from the contract sum or

terminate the contract.

v) To carry out all necessary maintenance, repair and replacements work, as shall be revealed by the

examinations to put and keep the equipment in safe and reliable working order.

C. Emergency Call

i) The Tenderer shall undertake to provide 24 hours breakdown call service, within Two hours to have

serviceman on site if required, inclusive in the service charges at a fixed cost as stated in the

summary of the RFP, no extra charge including statutory holiday and typhoon condition, but

excluding when typhoon signal no. 8 or above is hoisted.

ii) In the case of system breakdown, the Tenderer shall attend within two hours to take necessary

action to resume the operation.



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D. Tenderer’s Responsibility

The Tenderer shall be responsible for the safe and efficient running of the UPS System/ Fire Service &

FM200 system / Computer Room A/C Unit, Water Cooled Package Unit, and Central Monitoring System

under his service.

In case the Tenderer is not able to maintain the equipment / system or rectify any faults, the HKSTP shall

has the right to employ any company or third party to maintain and repair the equipment / system or

rectify any faults and the cost shall be borne by the Tenderer throughout the whole contract period.

E. Spare Parts

All spare parts used must be in the brand name as stated in the equipment list or equally approved.

Computer Room Facilities Equipment

A. UPS and Electrical System

1. Maintenance Service

1.1. To carry out periodic maintenance to the UPS system on quarterly basis for 40KVA UPSs (both for

1W and 8W Computer Room) in accordance with below item 3 as “Periodic Maintenance

Requirement” and the requirement of current Governmental Standard.

1.2. To carry out periodic examination and testing of the system including the batteries on dummy load

test on annually basis in accordance with item 3 and the requirement of current Governmental

Standard.

1.3. To carry out all necessary maintenance, repair and replacements work, as shall be revealed by the

examinations to put and keep the equipment in safe and reliable working order.

1.4. To provide sufficient skilled labour, tools and equipment to carry out repairing work upon

instructed by IT Manager. Any defective components / parts required for replacement shall be

quoted for Facility Manager’s approval. IT Manager has the rights to accept the said quotations or

appoint other Tenderer to supply the required materials. Tenderer is responsible for carrying out of

the replacement / repairing and re-commissioning work to proper functions of the UPS system.

1.5. To provide enough consumable spare parts, materials and other assemblies available for necessary

replacement/repairing.

1.6. To notify the HKSTP for any work that shall be carried out in order to comply with the change in

Ordinance / Regulations applying to equipment.



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1.7. To provide 24 hours emergency call services if necessary upon the breakdown of the system.

1.8. Maintenance Report shall be submitted within 14 days upon completion of maintenance and repair

service

2. Test Equipment

The Tenderer should use the following testing instruments to perform the maintenance / testing.

2.1. Digital multi-meter

2.2. Harmonic analyzer

2.3. AC/DC clamp –on meter

3. Periodic Maintenance Requirement

Prior to the application of any power to the UPS system, a complete, visual inspection of the installations

shall be performed to see that they meet the standard requirements. The following shall be noted in

particular:

3.1. Quarterly basis:

3.1.1. Cell voltage check (end of life voltage comparison)

3.1.2. Batteries and battery terminal are free from and any sign of corrosion or gas leakage.

3.1.3. Harmonic / power factor check (before and after the UPS system).

3.1.4. Visually check for UPS physical condition, record of voltage and frequency for UPS system (such

as input, reserve, inverter, load, floating and ripple) and record for load current & load

percentage of the UPS.

3.1.5. Visually inspect all equipment for signs of damages and or foreign material.

3.1.6. Verify that the module is properly installed and that internal and external wiring is correct and

tightened.

3.1.7. Verify that all the input and output power cables, earth and control cables are connected to

the UPS, battery, switch gear and remote controller in accordance with the approved drawings.

3.1.8. Verify that proper ventilation and / or cooling systems are installed and operating properly.



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3.2. Annually basis:

3.2.1. Static bypass test.

3.2.2. Thermal scan on heat generating equipment.

3.2.3. Battery on dummy load test.

3.2.4. Cell voltage check (end of life voltage comparison)

3.2.5. Batteries and battery terminal are free from and any sign of corrosion or gas leakage.

3.2.6. Harmonic / power factor check (before and after the UPS system).

3.2.7. Visually check for UPS physical condition, record of voltage and frequency for UPS system (such

as input, reserve, inverter, load, floating and ripple) and record for load current & load

percentage of the UPS.

3.2.8. Visually inspect all equipment for signs of damages and or foreign material.

3.2.9. Verify that the module is properly installed and that internal and external wiring is correct and

tightened.

3.2.10. Verify that all the input and output power cables, earth and control cables are connected to

the UPS, battery, switch gear and remote controller in accordance with the approved drawings.

3.2.11. Verify that proper ventilation and / or cooling systems are installed and operating properly.

4. Lighting and Power system

4.1. Provide maintenance and support solution for UPS and Electrical System (including lighting and

power system) of Computer Room (1W) on HKSTP (2016).

4.2. To carry out the Quarterly Periodic Inspection

4.3. Inspection, Testing Certification and Rectification of Electrical Installation (WR2 Inspection) for

Computer room of 1W in HKSTP (please quote separately as optional item).

4.4. To provide enough consumable spare parts, materials and other assemblies available for necessary

replacement/repairing for the lighting and power system.

4.5. To carry out all necessary maintenance, repair and replacements work, as shall be revealed by the

examinations to put and keep the lighting and power system reliable working order.

4.6. For Electrical System Diagram for 1W and 8W Computer Room, please sign and return the non-

disclosure agreement (Appendix I) to the Contact of Enquiry

4.7. Tenderer is responsible to update all Electrical System Diagram such as

4.7.1. Electrical System Layout Plan,

4.7.2. Computer Room Schematic,

4.7.3. Lighting Layout Plan,

4.7.4. Power Layout Plan,

4.7.5. MCB Layout Plan

4.7.6. Cable Tray & Trunking Layout Plan if necessary,

4.7.7. and etc.



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B. Fire Service & FM200 System

Fire Services system

A. To provide all necessary tools, material and qualified labours to undertake the periodic preventive

maintenance service for fire services system for Computer room of 1W and 8W in the Hong Kong Science

Park. Equipment list provided is for reference only, the exact number of fire services equipment within

the premises shall be verified jointly by fire services tenderers and HKSTP during the site visit.

B. To provide sufficient labours, tools and equipment to carry out repairing services for fire services system

(including provide working platform, refill for FS system, opening up ceiling and reinstate, etc.). Any

defective components/ parts required for replacement shall be quoted with method statement for the

HKSTP approval. The HKSTP has the rights to accept the said quotations or appoint other Tenderer to

supply the required materials. The Tenderer is responsible for carrying out the replacement / repairing

work at no extra cost.

C. The F.S.I. maintenance tenderer shall issue and renew all F.S. 251 certificate to cover all necessary items

of fire services system and relative system (e.g. emergency lighting, exit sign and fire extinguisher, etc.)

included during the maintenance contract. The Tenderer is responsible to issue F.S. 251 certificate of the

replacement/ repairing/installation work instruct by HKSTP at no extra cost.

D. To appoint the original manufacturer for supporting fire services system analysis, review and fault

inspection. (e.g. FM200 panel checking/repairing) and the cost shall include in the contract sum.

FM200 system

Gaseous Extinguishing System / FM200 Total Gas Flooding System

A. Quarterly Services

a. All automatic / manual release mechanism shall be checked and serviced in accordance with

manufacturer’s instructions to ensure their proper operation. All such mechanism shall be

properly lubricated and maintained free from corrosion.

b. All pipes and fittings shall be checked for leakage and corrosion and repair or repainted as

necessary.

c. All valves shall be checked and in normal operation and nozzles shall be cleaned by removing

the dust, dirty and other obstacles deposited on them.



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d. All cylinders containing chemical extinguishing agents or carbon dioxide shall be checked to

ensure that the contents are up to the specified standard and are so marked with affix on the

outside of cylinders in proper manner.

B. Annually Services

a. All ancillary functions of the system such as shutting of ventilation system, actuating the fire

shutters / dampers of served area shall be checked for proper operation.

b. All the extinguishing cylinders shall be recharged to the specified content level if the carbon

dioxide cylinders are found to exhibit a 10% loss and other gas cylinders a 5% loss of content by

weight.

c. All time delay and lock-off devices shall be inspected and tested to ensure that they are in

correct working condition.



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C. Computer Room A/C Unit and Water Cooled Package Unit

a. Monthly Maintenance Service

Check items Work Procedure

1 Replace filters Inspect filters and replace if necessary.

2 Blower impellers condition Make sure that the blower impellers moving freely and free of debris

3 Belt condition Check the condition of drive belts and tension.

4 Bearing condition Check the bearings are in good condition.

5 Check airflow switch Check airflow switch setting and operation.

6 Pulley condition Check the condition of pulley

7 Clean copper tube Ensure that the copper tube is clean.

8 Check the capillary tube Check capillary tube for fracture.

9 Check service valves Check service valves are open.

10 Check water regulating valve Check the water regulating valves are working properly.

11 Suction pressure Check suction pressure of the refrigerant.

12 Discharge pressure Check the discharge pressure of the refrigerant.

13 Expansion valves Check expansion valve

14 Inspect anti-vibration mountings Inspect blower anti-vibration mountings. Ensure that they are securely

bolted and free to move.

b. Yearly Maintenance Service

Check items Work Procedure

1 Carry out all works specified at above item for monthly maintenance services

2 O/L protection function test Press the test switch at the O/L protection relay. Unit should stop immediately.

If not, check protection relay & control circuit & repair/replace as necessary.

3 Motor cable termination Open motor terminal box & inspect the cable connection. Repair as necessary.

4 Motor mega test Perform insulation test to the compressor motor. If any Phase-Phase or Phase-

Ground resistance is below 2 M ohm, repair / replace the compressor.

5 Surface finish Inspect the equipment surface finish against damage to coating, rust etc. Touch



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up as necessary.

6 Vibration mounting

(Only applicable to spring mounted fans) Shake the fan assembly to make sure

it is "free-floating". Check all the vibration mounting against rust. Re-adjust,

clean, and grease the vibration mounting as necessary.

7 Belt condition Check the condition of drive belts and tension.

8 Bearing condition Check the bearings are in good condition.

9 Pulley condition Check the condition of pulley

10 Clean copper tube Ensure that the copper tube is clean.

11 Clean cooling coil Ensure that the cooling coil is clean.

12 Check the capillary tube Check capillary tube for fracture.

13 Inspect anti-vibration

mountings

Inspect blower anti-vibration mountings. Ensure that they are securely bolted

and free to move.

14 Check refrigerant leakage. Check for the sign of refrigerant leakage.

15 Cleaning Condenser unit.

Brushing Cleaning & Chemical Cleaning of water-side of condenser heat

transfer tubes.

16 Check the control

instruments. Carefully observe the response of the control instruments.

17 Insulation test and report

Insulation test on motor windings & incoming power cable of the hermetic

motor/compressor c/w report

18 Change lubricated oil Change oil for the lubrication system.

D. Central Monitoring System

a. Functional test of the main control panel

b. Technical support for administration configuration of control panel

c. Routine maintenance

d. Check battery operation condition and simulate power failure

e. Inspection of all the cable wiring in good condition

f. With alarm, check if the system can dial out to user

E. Equipment List

a. To collect the detail equipment lists and maintenance period, please sign and return the non-

disclosure agreement (Appendix I) to the Contact of Enquiry.



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4. Warranty and Maintenance

All services offered shall include system and version upgrade, fix and patch update, labour for regular preventive

maintenance services. The tenderer should state clearly if the support is directly provided by the manufacturer or

from other supplier, with any value-added service from the tenderer. The tenderer shall have established a strong

local technical support team servicing in 24x7x4 operation mode. The tenderer shall demonstrate its strength and

advantage by stating clearly the scale, number of technical supporting staff and the capability of local support team,

the relevant job reference and the existing customer base.

Please state the differences should tenderer offer other warranty options.

Tenderer shall notify HKSTP at least twelve months in advance if any product covered by the proposal become

obsolete or is to be withdrawn from the market.

System and software problem diagnosis shall be provided on-site or remote by the tenderer engineer(s) or

specialist(s). They should follow through the whole diagnostic activity, such as but not limited to gathering logs,

discussing with back-end, setup and apply fix in the environment for verification, prepare and provide information to

ease the diagnostic, etc.

5. Customer Reference

The tenderer should provide two or more customer references of data centre maintenance and data centre build

projects. The size of each data centre reference should be at least 60 racks.

6. Submission of RFP

On return of the tender, the tenderer shall submit:

1. Technical Proposal – Shall include but not limited to the information requested in the requirements as

stipulated under Section 3 Scope of Work of this RFP. The response to this RFP shall include proposal for the

proposed solution details with company profile, requirement compliance table, project plan, customer

reference information, and

2. Price Proposal – All pricing information shall be included only in the Price Proposal, software license and

subscription, maintenance support solution and discount respectively.

The proposal shall be submitted in TWO separate sealed envelopes. In the technical proposal (which should be in

both hardcopy and softcopy on CD or USB Flash Drive), it should NOT include any pricing information. HKSTP

reserves the right to disqualify any Tenderers who have included price information in the technical proposal or fail to

comply with the project requirements.



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7.1 Technical Proposal

In the technical proposal, the Tenderer should provide the information including but not limited to the following:

• Company Profile – e.g. company size, organisation structure, years of establishment, etc.

• Description of any Hong Kong Innovation element in the proposed product eligible for the Buy HK Innovation

Preferred technical score

• System Warranty, Support and Maintenance. Description of how the regular preventive maintenance is

carried out. Description of how problem call are recorded and handled. Case sharing of past serious

problem handling experience.

• Support Team Composition with profile and qualifications of the support team members

• Relevant years of experience in the specialized of subject matter

• Support team organisation chart and escalation procedures

• Compliance table format to include every single clause of the specification and requirement as Appendix II.

Compliance with the main clause without breakdown shall be interpreted as total compliance with the

whole main clause and its sub-clauses

• Customer Reference as stipulated under Section 5 of this RFP

7.2 Price Proposal

The pricing scheme should be in Hong Kong Dollars and it is a fixed price project. The tenderer should specify the

solution with precise price breakdown including the items to the following:

• The pricing proposal should include 2 years warranty and maintenance service/license and subscription

cost/discount level.

• Optional the 3rd

Year maintenance, license, subscription and support service charge.

• Price Proposal (separate sealed envelope) shall at least include the items price breakdown as shown in

Section 8: Price Table Template.

Invited Tenderers should submit a response to this RFP for HKSTP consideration in 2 separate sealed envelopes:-

• One envelope is for the Technical Proposal (in both hardcopy and softcopy in Word or PDF) marked “RFP

on Maintenance and Support Solution for Computer Room Facilities Equipment at 1W and 8W Computer

Room – Technical Proposal (RFP/IT/2017/12/002)”. The Technical Proposal must NOT contain any price

information or non-compliance to requirements and HKSTP reserves the right to disqualify any

Tenderer violating this requirement.



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• Another envelope is for the Price Proposal (in both hardcopy and softcopy in Excel table format) marked

“RFP on Maintenance and Support Solution for Computer Room Facilities Equipment at 1W and 8W

Computer Room – Price Proposal (RFP/IT/2017/12/002)”.

The proposals should be sent to the address shown below and attention to “Procurement Department (Tender Box)”

on or before the closing date. All submissions should be addressed to:

Hong Kong Science & Technology Parks Corporation

8/F Bio-Informatics Centre,

No 2, Science Park West Avenue,

Hong Kong Science Park,

Shatin, Hong Kong.

Attention: Procurement Department (Tender Box)

Closing Date:

The closing date and time for this RFP submission is 15 January, 2018 12:00 noon. Late submissions or

submissions that do not address the requesting information will NOT be considered. In case a rainstorm

black warning or typhoon signal No.8 or above is hoisted on the closing date, the RFP closing time will be

extended to 12:00 noon on the following working day.

Enquiries:

All enquiries should be in writing at least three working days before the closing date to the following person:

Mr. Silver Leung

Assistant Manager, Information Technology

Hong Kong Science & Technology Parks Corporation

8/F Bio-Informatics Centre,

No 2, Science Park West Avenue,

Hong Kong Science Park,

Shatin, Hong Kong.

Email: [email protected]

By submitting the proposal to us, the Tenderer agreed the terms and conditions stated in this Request for Proposal.



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7. Evaluation Criteria

HKSTP will assess the proposal on a set of pre-determined criteria.

The assessment of proposal is 70% based on technical assessment and 30% based on price element. The technical

assessment will include the following areas:

Technical Assessment Criteria (Total: 100 Points) Point

1 Tenderer Company Profile (Year of Establishment, Business Nature,

Experience in similar projects, Size, and etc.)

25

2 Professional Services, Outgoing Support Services (description of how to

tenderer will provide the service and deliverables. Description of how

the regular preventive maintenance is carried out. Description of how

problem call are recorded and handled. Case sharing of past serious

problem handling experience.)

25

3 HK SME Innovation (any product or technology researched / developed

/ manufactured in Hong Kong)

5

4 Support Team Composition with profile of the support team members,

relevant years of experience in the specialized of subject matter

20

5 Customer Reference of data centre maintenance service and building of

large data centre

25

HKSTP may require Tenderers to have presentation and demonstration to the assessment panel on their technical

proposal and proposed solution.

Evaluation and Award Process

An assessment panel will evaluate all returned RFP. The bid proposal must meet all essential requirements and

achieve required minimum technical score (60 out of 95 Points) before continuing for consideration.

Solution may require a Proof of Concept (POC) process before award.

Buy HK SME Innovation Preferred

To show HKSTP’s support for the Hong Kong innovation & technology SME community, up to 5% of the technical

assessment score will be given (after achieving the minimum passing technical) to any SME Tenderer who could

show their proposed solution contains HK Innovation. The Tenderer needs to furnish the relevant information to

HKSTP in this RFP response in order to be eligible for the preferential scoring.



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A HK SME Innovation is any product/technology designed, researched or developed in Hong Kong by a Hong Kong

SME company.

HKSTP’s judgment will be final in determining whether a Tenderer’s proposal contain HK Innovation and to what

extent.

The Tenderer warrants that the content of HK innovation nominated in its quotation / tender will be met in full.

Failure to achieve this will render the termination of the goods / service by HKSTP at its sole discretion with no

compensation to the Tenderer.

HKSTP Assessment Panel may request the Tenderers to conduct proposal presentation if necessary. In such case,

the key project team members who would engage in this project should attend the presentation and provide

briefings on the proposed solution / services, project reference, staff skill / experience, and implementation

approach / methodology adopted for this project, etc.

Unless and until the original Purchase Order has been issued by the HKSTP in related to this RFP, there is no contract

between HKSTP and any Tenderers who submit the proposals.

Score Calculation Methodology

Technical Score

Tenderer Technical Score = (Tenderer Point Score / Highest Point Score) x 70%

Price Score

Tenderer Price Score = (Lowest Price / Tenderer Price) x 30%

Overall Tenderer Score

Overall Tenderer Score = Tenderer Technical Score + Tenderer Price Score

Tenderer price will be calculated using the Tenderer supplied price table. The Tenderer price is for assessment

purpose and may not equal to the eventual contract price. The selected Tenderer usually would be the one with the

highest overall Tenderer score.



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8. Price Proposal - Price Table Template

RFP on Maintenance and Support Solution for

Computer Room Facilities Equipment at 1W and 8W Computer Room

(Ref: RFP/IT/2017/12/002)

Item Description Period Price (HK$)

1 Maintenance and Support Solution for Computer Room

Facilities Equipment at 1W (Science Park Phase 1)

1. UPS and Electrical System

2. Fire Service & FM200 System

3. Computer Room A/C Unit and Water Cooled Package

Unit

4. Central Monitoring System

1 Mar 2018

To

29 Feb 2020

(2 years)

2 Maintenance and Support Solution for Computer Room

Facilities Equipment at 8W (Science Park Phase 2)

1. UPS and Electrical System

2. Fire Service & FM200 System

3. Computer Room A/C Unit and Water Cooled Package

Unit

4. Central Monitoring System

1 Mar 2018

To

29 Feb 2020

(2 years)

Contract Award Price - Sub-total for Items 1 to 2 (A):

3 Optional: 3rd

Year Maintenance and Support Solution for

Computer Room Facilities Equipment at 1W.

1 Mar 2020 To 28 Feb 2021

(1 year)

4 Optional: 3rd

Year Maintenance and Support Solution for

Computer Room Facilities Equipment at 8W.

1 Mar 2020 To 28 Feb 2021

(1 year)



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Sub-total for Items 3 - 4 (B):

Assessment Price - Total (A)+(B):

Remark:

1. Tenderer should submit the Price Proposal using the above table form.

2. Tenderer should provide detail breakdown of items 1 and 2 on separate sheet.

3. Please specify Support Service Arrangement Details (if any).

We offer to provide the Goods and/or Services to HKSTP at the prices quoted in accordance with the requirements

and the terms and conditions stated in this Request for Proposal. Acceptance of this offer shall be evidenced by

the issuance of a completed Purchase Order by HKSTP.

Authorized Signature with Company Chop: ________________________

Name:_________________________

(in block letters)

Title:__________________________

Date:__________________________



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9. Payment Term & Schedule

9.1. Tenderer is required to submit the office in Hong Kong Dollars in good / services solicited.

9.2. Quarterly payment upon satisfactory completion of maintenance work and within 45 days after receipt of

invoice and supporting documents. Invoice shall be submitted by Tenderer at the end of month with

endorsed service report.

10. General Conditions of RFP

Acceptance / Rejection of Proposal

Any response to this RFP submitted by a Tenderer represents a firm offer to contract on the terms and conditions

described in this RFP.

HKSTP will evaluate proposals in strict confidential. Tenderer acknowledges that HKSTP may elect at its sole option

to accept all or any item or items of the Tenderer’s offer and that HKSTP has sole discretion whether or not to accept

any of the Tenderer’s proposals irrespective to its prices. If a quote is submitted on the basis of an overall

acceptance of all the services offered, this must be clearly stated in the proposal. HKSTP reserves the right to

negotiate with any Tenderer about tender offer.

It shall be noted that HKSTP would not be responsible for the reimbursement of any cost incurred by Tenderer for

the preparation of the submission.

Accuracy of RFP Prices

Tenderer shall make certain that the prices quoted are accurate before submitting its quotation. Under no

circumstances will HKSTP accept any request for price adjustment on the ground that a mistake has been made in

the RFP prices.

Validity of RFP Prices

Tenderer shall make certain that the prices quoted in Hong Kong Dollars and to precise breakdown. All quotations

shall be valid for a period of 3 months.

Alteration and Assumption



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No unauthorized alternation or erasure to the text of the RFP document will be permitted. No unauthorized

assumption will be entertained.

Competitive Bidding

HKSTP encourages free and open competition among Tenderers. Tenderer’s signature on its proposal guarantees

that the prices quoted have been established without collusion with other eligible Tenderers or informed parties and

without effort to preclude HKSTP from obtaining the lowest possible competitive price.

Award

At no time shall HKSTP be considered to be under any obligation or commitment to purchase any product or service

from any respondent to the RFP unless after a written contract or purchase order has been entered into with such

respondent. The award is intended to be made to the Tenderer whose overall proposal is determined by HKSTP at its

sole discretion to be the most advantageous to it.

Assignment of Contract or Sub-Contracting

Tenderer shall not assign or otherwise transfer this contract or any of its rights and obligations hereunder whether in

whole or in part without written consent of HKSTP.

Liquidated Damages

If Tenderer fails to deliver the goods or complete the services, then it shall follow up all related activities without any

extra cost to HKSTP. HKSTP may without prejudice to any other methods of recovery, deduct the sum of such

damages from any monies due or to become due to the Tenderer under this and/or any other contract valid at the

time between HKSTP and the Tenderer. The payment or deduction of such damages shall not relieve the Tenderer

from the obligations to deliver the goods or complete the services or from any other of its obligations under the

contract.

Work Site Damages

Tenderer shall make sure that there is no damage to the existing system during and after the service assignment.

Any damage to existing utilities, equipment or system resulting from the performance of works during the service

assignment shall be repaired to HKSTP’s satisfaction at the Tenderer’s expense.

Confidentiality



Ref:RFP/IT/2017/12/002


Tenderer is under an obligation to protect the interest of HKSTP by not divulging confidential information to any

parties. The Tenderer is required to sign a Non-Disclosure Agreement before commencement of contract.

Insurance

Tenderer shall be responsible to provide Employees’ Compensation Insurance coverage for those employed for the

execution of the services under this contract. The Tenderer shall indemnify HKSTP against all losses and claims in

respect of injuries or damage to any person, equipment or installation whatsoever which may arise out of or in

connection with the services.

Anti-collusion

The tenderer shall not communicate to any person other than HKSTP the amount of any tender, adjust the amount

of any tender by arrangement with any other person, make any arrangement with any other person about whether

or not he or that other person should or should not tender or otherwise collude with any other person in any

manner whatsoever in the tendering process until the tenderer is notified by HKSTP of the outcome of the tender

exercise. Any breach of or non-compliance with this clause by the tenderer shall, without affecting the tenderer’s

liability for such breach of rules and laws or non-compliance, invalidate his tender.

This clause shall have no application to the tenderer’s communications in strict confidence with his own insurers or

brokers to obtain an insurance quotation for computation of tender price and communications in strict confidence

with his consultants / sub-tenderers to solicit their assistance in preparation of tender submission.

Termination

If Tenderer fails to deliver the goods and equipment within two (2) month or complete the services to the

satisfaction of HKSTP, HKSTP may terminate the contract by giving one (1) month prior written notice to the

Tenderer and the payment will be subject to the extent of the work in progress as determined by HKSTP.

11. Purchase Order Terms & Conditions

The HKSTP’s Purchase Order Terms and Conditions version dated 4 March 2016

which is available in our Corporation’s website

https://www.hkstp.org/hkstp_web/en/hkstp/Supplier%20registration/ refers.



Ref:RFP/IT/2017/12/002


Appendix I

NON-DISCLOSURE AGREEMENT

Agreement No. NDA-RFP/IT/2017/12/002

Whereas Hong Kong Science and Technology Parks Corporation, (hereinafter referred to as HKSTP) and

____________________________________________________________________________

(hereinafter referred to as the Contractor) are engaged in discussions and correspondences with respect to

Contractor providing the following goods and services:

Request for Proposal of Maintenance and Support Solution for Computer Room Facilities Equipment at 1W and 8W in

HKSTP

at this location: 8/F Bio-Informatics Centre (2W), 2 Science Park West Acenue, Science Park, Shatin, Hong Kong

And Whereas in the course of these discussions and correspondences HKSTP may find it necessary to reveal to

Contractor proprietary information (“Confidential Information”) which it wishes to be held in confidence.

The Contractor hereby agrees that any Confidential Information received or of which it becomes aware during such

discussions and correspondence are confidential and proprietary to HKSTP and will be kept in confidence and not

disclosed to any third party by the Contractor, or used by the Contractor for any purpose other than for replying to

HKSTP’s request for quotation or supplying the goods or services pursuant to an ensuing contract without prior

written consent of HKSTP, unless such information:

a) was in the public domain prior to disclosure;

b) was demonstrably known by the Contractor prior to disclosure, or is any time developed by the Contractor

independently of any such disclosure, or

c) was disclosed to the Contractor by a third party who was free of obligations of confidentiality to HKSTP,



Ref:RFP/IT/2017/12/002


Upon HKSTP’s request, the Contractor shall return all such Confidential Information and all copies or extracts thereof

to HKSTP.

The Contractor acknowledges that breach of this Agreement may result in immediate and irrevocable harm to HKSTP

for which monetary damages may not be a sufficient remedy and that HKSTP shall be entitled, without waiving any

other rights or remedies, to injunctive or equitable relief from a court of competent jurisdiction.

This Agreement shall be governed by the laws of Hong Kong and subject to the non exclusive jurisdiction of the

courts of Hong Kong.

In Witness Whereof, the Contractor has executed this Agreement

this day of , 2017

______________________________________

(Contractor’s Company Name)

______________________________________

(Signature with Company Chop)

______________________________________

(Name and Title)

PR_F003 (1.0.5)

Effective: 2016-03-04



Ref:RFP/IT/2017/12/002


Appendix II - Compliance Table

Items Descriptions Complied (Y/N)

A General Requirement

i.

ii.

iii.

iv.

v.

vi.

vii.

viii.

ix.

B Information

i.

ii.

a.

b.

iii.

iv.

v.

C Emergency Call

i.

ii.

D Tenderer’s Responsibility



Ref:RFP/IT/2017/12/002


E Spare Parts

Computer Room Facilities Equipment

A UPS and Electrical System

1 Maintenance Service

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.8

2 Test Equipment

2.1

2.2

2.3

3 Periodic Maintenance

3.1 Quarterly basis

3.1.1

3.1.2

3.1.3

3.1.4

3.1.5

3.1.6



Ref:RFP/IT/2017/12/002


3.1.7

3.1.8

3.2 Annually basis

3.2.1

3.2.2

3.2.3

3.2.4

3.2.5

3.2.6

3.2.7

3.2.8

3.2.9

3.2.10

3.2.11

4 Lighting and Power system

4.1

4.2

4.3

4.4

4.5

4.6

B Fire Service & FM200 System

Fire Services system

A

B



Ref:RFP/IT/2017/12/002


C

D

FM200 system

A.Quarterly Service

a.

b.

c.

d.

B.Annually Service

a.

b.

c.

C Computer Room A/C Unit and Water Cooled Package Unit

a.Monthly Maintenance Service

1

2

3

4

5

6

7

8

9

10



Ref:RFP/IT/2017/12/002


11

12

13

14

b. Yearly Maintenance Service

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

D Central Monitoring System

a.



Ref:RFP/IT/2017/12/002


b.

c.

d.

e.

f.

Authorized Signature with Company Chop:

Company: _________________________________

Name: ______

(In block letters)

Title:

Date:

-End-

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