INTERNATIONAL TELECOMMUNICATION UNION. For the Provision of Smartcards for Physical and Logical Access

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1 Request for Proposal Ref. No. INTERNATIONAL TELECOMMUNICATION UNION Request for Proposal Ref. No. For the Provision of Smartcards for Physical and Logical Access BID CLOSING DATE: Monday 10 May 2017 at 15h00 hours (Geneva time) This Solicitation is published on United Nations Global Marketplace ( the global procurement portal of the United Nations. All further communication to potential Bidders, including contract award, will be published on this portal. Unsuccessful Bidders will not be informed individually that their Proposal was not retained. Geneva, 10 April P a g e

2 Request for Proposal Ref. No. Table of Content PART I. Notice of Invitation PART II. General Information to Bidders Section 1. Definition Section 2. Solicitation Background Information Section 3. Solicitation Terms and Conditions PART III. Instructions to Bidders Section 4. Bid Mandatory information and Documents Section 5. Submission of Request for Clarification Section 6. Submission of Proposals Section 7. Rejection of Proposals Section 8. Evaluation Criteria and Evaluation Process Section 9. Contract Award Section 10. Future Contractual Obligations Section 11. Other Important Information PART IV. Technical Specifications Section 12. Background Information and Project Objectives Section 13. Technical Requirements Annexes/Appendix Annex 1: Certificate of Incorporation Annex 2: Bidder Presentation Annex 3: References Form Annex 4: Technical Description of Proposed Smartcards Annex 5: Statement of Compliance Annex 6: ITU s Printer Pre-requisites and Requirements Annex 7: Company Information Form Annex 8: Formal Declaration Annex 9: ITU General Conditions of Contract for the Provision of Services and Goods Annex 10: Pricing Form Appendix A: Evolis Primacy Badge Printer and Encoder Specification Sheet 2 P a g e

3 Dear Sir or Madam, PART I. Notice of Invitation Request for Proposal Ref. No. The International Telecommunication Union (ITU) issues the present Request for Proposal to appoint a qualified company for the Provision of Smartcards for Physical and Logical Access. The required goods shall be delivered in ITU s Headquarter in Geneva, Switzerland. The Technical Specifications of the required goods are described in Part IV ( Technical Specifications ) of the present document. Any contract resulting from this Request for Proposal shall contain the ITU General Conditions of Contract for the Provision of Services and Goods (Annex 9), the Technical Specifications (Part IV), the successful bidder s proposal and any other specific terms and conditions detailed herein. Request for Clarifications and Bid Submission All queries and requests for clarifications shall be submitted in writing by the deadline of Frida 21 April 2017 at 12h00 (Geneva time) to Valentina.pistritto@itu.int with cc. to Proc@itu.int. The Bid Closing Date is Thursday 11 May 2017 at 15h00 (Geneva Time). Proposals must reach ITU s Headquarter in Geneva, Switzerland, as detailed in Section 6 below. amendments and other notices ITU reserves the right to amend this Request for Proposal prior to the Bid Closing Date. Intention to Submit a Proposal Interested Bidder shall confirm receipt of this Invitation Letter and confirm its intention to submit a Proposal according to the terms and conditions of the present document, on or before Tuesday 18 April 2017 Close of Business (Geneva Time). Such confirmation shall be addressed to Valentina.pistritto@itu.int with cc. to Proc@itu.int. Yours faithfully, Ms. Elisabeth ECKERSTROM Head, Procurement Division International Telecommunication Union Geneva, 10 April P a g e

4 Section 1. Definitions Part II. General Information to Bidders In this document, the following definitions shall apply: a) ITU means the International Telecommunication Union. Request for Proposal Ref. No. b) Solicitation and means this Request for Proposal, all Parts and Annexes hereto, as well as all amendments to any of the foregoing. c) Bidder(s) refers to any legal entity that may submit, or has submitted, a Proposal for the provision of the goods and services described herein. d) Bid(s) or Proposal(s) refers to the Bidder s response to this Solicitation, including the technical and commercial response as well as all other documentation the Bidder is required to provide to ITU. g) Contract means the legally binding written agreement entered into between ITU and the Contractor for the provision of all goods/services described in this Solicitation. h) UNGM means the United Nations Global Marketplace. Section 2. Solicitation Background Information 2.1 The International Telecommunication Union ITU is the leading United Nations agency for information and communication technology. ITU allocates global radio spectrum and satellite orbits, develops the technical standards that ensure networks and technologies seamlessly interconnect, and strives to improve access to ICTs to underserved communities worldwide. ITU is committed to connecting all the world's people, wherever they live and whatever their means. ITU protects and supports everyone's fundamental right to communicate. Today, ICTs underpin everything we do. They help manage and control emergency services, water supplies, power networks and food distribution chains. They support health care, education, government services, financial markets, transportation systems, e-commerce platforms and environmental management. And they allow people to communicate with colleagues, friends and family anytime, and almost anywhere. With the help of ITU global membership, ITU brings the benefits of modern communication technologies to people everywhere in an efficient, safe, easy and affordable manner. ITU membership reads like a Who's Who of the ICT sector. ITU is unique among UN agencies in having both public and private sector membership; In addition to its 193 Member States, ITU membership includes ICT regulators, many leading academic institutions and some 700 tech companies. In an increasingly interconnected world, ITU is the single global organization embracing all players in this dynamic and fast-growing sector. 2.2 Solicitation Purpose Within the framework of the ITU s Security Modernization Project, the purpose of this solicitation is to appoint a company to replace the obsolete existing badges with biometrics smartcards supporting digital certificates for an estimated 750 ITU staff and 250 long-term delegates (See also Section 2.2 below). It is foreseen that other Geneva-based United Nations Agencies will use the same smartcards as a result of this tender. 4 P a g e

5 Request for Proposal Ref. No. 2.3 Deliverables Upon request of the ITU, the successful bidder will be responsible to provide the smartcards as described in the Technical Specifications (Part IV) of the present document, and in the quantity (expected minimum 500 smartcards for each order) ordered by ITU. For information, ITU is composed of nearly 750 staff and 250 Delegates. Section 3. Solicitation Terms and Conditions 3.1 Remuneration for the preparation of the Proposal ITU will make no payment whatsoever to any Bidder for the preparation and submission of its Proposal and for any costs incurred in that respect. In particular ITU will not refund costs incurred by unsuccessful bidders. 3.2 Bid Validity Proposal shall remain valid for a minimum period of 120 days. 3.3 Confidentiality Any information, including but not limited to data, clarifications and documents, provided by ITU in relation to this Solicitation shall be kept strictly confidential by the Bidder and shall not be revealed to any third party without prior express written permission of ITU. The same applies after the conclusion of the Solicitation process and during the execution of the Contract. ITU will treat as confidential the content of the Proposals. Bidders are requested to address their queries or correspondences to the ITU Procurement Division only, during this Solicitation process. 3.4 Errors and Omissions The Bidders will not be permitted to take advantage of any ambiguities, errors or omissions in the present. Should ambiguities, errors or omissions be found, the Bidder shall notify ITU accordingly. 3.5 Amendments to the ITU reserves fully the right, for any reason and whether at its own initiative or in response to a request for clarification, to amend this prior to the Bid Closing Date. In order to grant reasonable time in which to take the amendments into account in preparing the proposal, ITU may extend the Bid Closing Date set in Section 6.1 above. Consequently, Bidders shall check periodically if amendments or other important communications from ITU have been posted on the UNGM portal ( 3.6 Piggyback Bidders are hereby informed that ITU intends to make the Contract resulting from this Solicitation available to other United Nations entities, including funds and programs. By submitting a Proposal, the Bidder agrees that, in case a Contract is signed, the latest may be shared with other UN agencies based in Geneva for potential piggyback. In case other UN agencies use the contract resulting from this solicitation process, the ITU reserve the right to engage in a pricing review any time during the term of the Contract. 5 P a g e

6 Request for Proposal Ref. No. Section 4. PART III. Instructions to Bidders Proposal Mandatory Information and Documents 4.1 To be taken into consideration, the Proposal shall be drawn up in English or French language and shall be structured in two different and separate sections: TECHNICAL PROPOSAL (Technical envelope) No commercial information or prices can be included in the Technical Proposal. Failure to comply with this rule will lead to disqualification of the Proposal as a whole. The technical Proposal shall include, at a minimum, the following mandatory information and/or documents: 1) A certificate of incorporation of the company issued by the relevant Government registry confirming the due incorporation and its valid existence (Annex 1); 2) A maximum 10 (A4) pages long presentation of the company overall professional profile, years of experience in delivering or manufacturing smartcards supporting Digital Certificate and/or Identity Management (Annex 2); 3) A duly completed References Form (Annex 3). Minimum three (3) satisfactory references shall be provided for past or ongoing supply of similar products; 4) A detailed and exhaustive description of the proposed smartcards accompanied by illustrated pictures and related technical specifications sheets and any other necessary supportive documents (Annex 4 Technical Description of Proposed Smartcards); 5) A duly completed Technical Checklist (Annex 5). Any discrepancy or deviation with the Technical Specifications (Part IV) including, if applicable, non-available components, non-feasible functions shall be clearly disclosed and identified. 6) Clear indication of the warranty length proposed for each delivered smartcards (including its technical components) and the services granted, at no cost for ITU, under the warranty period. Warranty shall be minimum one (1) year for each delivered smartcards (information to be provided in Annex 5); indication of value or price. 7) Clear indication of the delivery terms upon receipt of the purchase order from ITU (information to be provided in Annex 5). 8) Taking into account the information provided in Appendix A (ITU s Primacy Badge Printer Specifications Sheet), the Bidder shall disclose and describe if any important settings and parameters have to be modified or settled in order to ensure printing operability. Such information shall be provided in Annex 6. 9) Five (5) sample of the proposed smartcards for testing (see Section 8.3 below); 10) Clear and explicit indication of acceptance of the ITU General Terms and Conditions of Contracts for the Provision of Services and Goods (Annex 9) or proposition of alternative language for ITU s consideration during the evaluation process. Any Articles or sub-article of subject General Terms 6 P a g e

7 Request for Proposal Ref. No. and Conditions of Contracts for the Provision of Services and Goods for which the Bidder intends to comment or to propose deviation(s) shall be clearly and explicitly disclosed and identified COMMERCIAL PROPOSAL (Commercial envelope) The commercial bid shall include, at a minimum, the following mandatory information and documents: 11) A copy of the duly signed at page 18 and initialled on each page by the Bidder s authorized legal representative and bearing the Bidder s official stamp/seal certifying its acceptance of all terms and condition hereof; 12) A duly completed Company Information Form (Annex 7); 13) A Formal Declaration (Annex 8), signed by the Bidder s authorized legal representative and bearing the Bidder s official stamp/seal, certifying that all the terms and conditions of the Bid, including all its financial terms, will remain valid for 120 days from the date of submission; 14) The duly completed Pricing Form (Annex 10) indicating the unit prices of the smartcards. All quoted prices shall be: - Fixed and firm for the term of the contract; - Quoted in Swiss Francs () only and be exempt from all taxes (e.g. VAT or equivalent direct local taxes) in accordance with Article 30 of ITU General Conditions of Contracts for the Provision of Services and Goods (Annex 9). - Indicated in a precise and unequivocal manner; - Inclusive of any administrative charges and overheads, including but not limited to, fees, accommodation and travel costs, insurances, levies, etc., if and as applicable. - Inclusive of the cost related to the transport and delivery of the goods which will be made in Geneva, Switzerland; and - Inclusive of the insurance against all risks from the factory to the final destination, inspection, and any other concept that may incorporate the cost of the goods to be delivered by the successful bidder. Incoterms DAP Geneva. 4.2 Items for which no price is specified by the Bidder in its commercial Proposal will not be paid by ITU when executed and shall be deemed covered by the other prices included in the Pricing Form (Annex 10). 4.3 ITU reserves the right to increase or decrease the quantity of the required smartcards when awarding the Contract and would not expect a significant variation of the quoted unit prices submitted. 4.4 By submitting a Proposal the Bidder certifies that ITU, for Contracts resulting from this Solicitation, is not being charged more than other clients for similar items within similar circumstances. 4.5 Bidders are expected to examine all corresponding instructions, forms and terms of reference contained in this. In addition to the compulsory elements of each section of the Proposal listed in Section 4.1 above, the Bidder may append any document or provide any information it considers necessary making clear reference of them in the Proposal covering letter. Section 5. Submission of Requests for Clarification 5.1 Any requests for clarification shall be made by only and shall be submitted by the deadline of Friday 21 April 2017 at 12h00 hours (Geneva Time) to the following addresses: 7 P a g e

8 Request for Proposal Ref. No. With cc. to: Subject: RFP Ref. No. _Request for Clarification 5.2 Only ITU s written responses to the queries received as prescribed in Section 5.1 above will be considered an integral part of the and will be taken into consideration in the subsequent evaluation process. The consolidated table containing the anonymous list of Bidder s queries and related ITU s responses will be published on UNGM Portal. The timing for distribution of ITU s answers will depend on the complexity and the number of queries received. 5.3 Bidders shall refrain from contacting ITU s Information Services Department Safety and Security Division during the solicitation process and shall be aware that failure to comply with this rule will lead to disqualification of the Bidder from this solicitation process (See also Section 3.3 above). Section 6. Submission of Proposals 6.1 BID CLOSING DATE: The Proposal shall reach ITU Headquarter in Geneva by the deadline of Thursday 11 May 2017 at 15h00 (Geneva Time). 6.2 Bids can be hand-delivered during ITU s office hours or sent by registered mail (Section 6.7 below). ITU Documents et Expédition Service will certify receipt of the Proposal by recording the date and time of receipt on the outside envelope or package. The official date and time of receipt will be those recorded by ITU Documents et Expédition Service upon receipt of each Bid and may under no circumstances be queried. 6.3 The Bidder shall be solely responsible for ensuring that its Proposal reaches the ITU Documents et Expédition Service before the Bid Closing Date. 6.4 Due to the separated evaluation process steps of this Solicitation (technical evaluation first, and commercial evaluation only for shortlisted technically compliant Bidders), it is mandatory that the technical and financial Proposals shall be put in two separate envelopes. Both separated envelopes shall be placed in a sealed outer envelope which shall prominently indicate: (a) This Solicitation Reference number which is ; (b) The Bid Closing Date which is 11 May 2017 at 15h00 (Geneva time); and, (c) Bidder s name. 6.5 The Inner envelope containing the technical Proposal, shall clearly be named: "TECHNICAL PROPOSAL, name of Bidder, RFP Ref. No. ; and, the inner envelope containing the commercial Proposal, shall clearly be named: "COMMERCIAL PROPOSAL, name of Bidder, RFP Ref. No Both technical and commercial Proposal must be submitted in the following formats: I) One (1) printed original which must be signed/visa d (witnessed) by an official who is legally authorized to establish a Contract on behalf of the Bidder; and II) One (1) electronic copy (in PDF) included in a USB key. 8 P a g e

9 Request for Proposal Ref. No. 6.7 The sealed outer envelope or package shall be sent to: INTERNATIONAL TELECOMMUNICATION UNION Attn. Documents et Expédition Service Place des Nations, CH-1211 Geneva 20 (Switzerland) RFP Ref: BID CLOSING DATE: 11 May 2017 at 15h00 (Geneva time) ##### CONFIDENTIAL DO T OPEN ##### 6.8 Bidders shall carefully note that in case of conflict, discrepancy and/or ambiguity between the printed copy and the electronic version of the Proposal, the signed original shall in all circumstances be treated as the definitive Proposal. 6.9 Bidders may withdraw their Proposal after submission, provided that a written notice of the withdrawal is received by ITU prior to the Bid Closing Date. Section 7. Rejection of Proposals 7.1 ITU reserves the right to reject any Proposal transmitted in ways other than as described in Section 6 above. 7.2 Any Proposal which does not meet the Technical Specifications described in Part IV, is incomplete or fails to meet the conditions of this shall be rejected by ITU. 7.3 Failure to include any one of the documents and information listed in Section 4.1 above or to complete the required forms and Annexes fully and correctly may, at the sole discretion of ITU, entail the automatic rejection of the Proposal as a whole. 7.4 ITU reserves fully the right not to select any Proposal received pursuant to the Solicitation and negotiate separately with any other source whatsoever or call for a second solicitation process. 7.5 Following the Bid Closing Date and during the evaluation process, ITU reserves fully the right to contact Bidders individually for clarifications on their Proposal (whether technical proposal and/or commercial proposal). Any change to the Proposal however will not be permitted. 7.6 ITU reserves fully the right to reject all or part of the Proposals received in good and due form, without being bound in any way to communicate its reasons to the Bidders, who shall have no right of recourse against the final decision of ITU. Section 8. Evaluation Criteria and Evaluation Process 8.1 The technical evaluation will be carried out in two (2) different phases: Phase 1 and Phase 2. Phase 1 Bidder s Technical proposal will be evaluated against the following Minimum Requirements, subject to subject to PASS/FAIL assessment (Section 8.2 below); and Phase 2 testing of Bidder s proposed Smartcards subject to PASS/FAIL assessment (Section 8.3 below); 9 P a g e

10 Request for Proposal Ref. No. 8.2 In the Technical Evaluation Phase 1 (Assessment on the Minimum Requirements) the following mandatory criteria will be considered: Technical evaluation Phase 1: Assessment on Minimum Requirements (pass/fail) 1) Manufacturer/Distributor: Bidder shall be a Smartcards manufacturer and/or distributor. 2) Bidder Experience (years of experience): At least three (3) years of experience in delivering integrated smartcards supporting Digital Certificate and/or Identity Management. 3) Bidder Experience (satisfactory references): Provision of at least three (3) satisfactory references for past or ongoing supply of similar product (Annex 3). 4) Technical Compliance: the technical proposal shall be fully compliant with the minimum technical requirements detailed for each Items of Table 1 Part IV. 5) Submission of five (5) sample smartcards for the testing phase: Bidder shall include in its technical proposal five (5) sample smartcard which will be used by ITU to conduct Phase 2 of the evaluation process. 6) Warranty: Proposed warranty for each smartcard (including its technical components) shall be minimum one (1) year. 7) Delivery term for smartcards and replacement of defected smartcards: Bidder s confirmation that the delivery term for smartcards or for replacement of defective smartcards shall be maximum 8 weeks from date of receipt of ITU s purchase order. 8.3 The finalization of Phase 1 of the technical evaluation will result in a first shortlist of compliant Bidders meeting the Minimum Requirements listed above. Bidders included in such shortlist will be eligible for Phase 2 where ITU will carry out the testing of the five (5) samples smartcards, which are required to be provided in the technical proposal (See Section above). For this Phase 2, the following mandatory criteria will be considered: Technical evaluation Phase 2: Testing of Bidders Proposed Smartcard (pass/fail) 8) Access control Installations: Proposed smartcards shall work properly with ITU s access control installations; 9) Printing: Proposed smartcards shall fully satisfy the printing requirements as detailed in item 8A (See table 1, Part IV) using current ITU printer equipment (see Appendix A). 10) Encoding: Proposed smartcards shall fully satisfy the encoding requirements and process as detailed in Section 13, Table 1, Item 1G. 11) Additional warranty: additional years of warranty for each smartcards than the minimum required one (1) years (Annex 5). 8.4 Upon accomplishment of the above two phases of the technical evaluation Bidder s fully compliant with all requirement of Phase 1 and Phase 2 above will be assessed against the following commercial criteria: 10 P a g e

11 Request for Proposal Ref. No. Commercial Evaluation: Assessment on Financial Proposal 12) Financial Proposal: Total cost for Year 1 to Year 5 for order quantity of 500 smartcards (Annex 10). Comparison will be made based on the estimated order quantity referred in Section 2.3 above. 8.5 All Proposals received by the Bid Closing Date and submitted in the form prescribed in this shall be evaluated in an exhaustive and impartial manner by ITU. 8.6 ITU may seek clarifications from the Bidders during the technical or commercial evaluation process. Any change of the Proposal however will not be permitted. 8.7 No information concerning the examination and evaluation of the Proposal or recommendation relating the award shall be communicated to any Bidder or to any other person whatsoever. Section 9. Contract Award 9.1 The Contract will be awarded to the qualified Bidder, whose Proposal, all factors considered, is the most responsive to the requirements set forth in this Solicitation document and is the Best Value for Money for ITU. 9.2 The Bidder(s) whose offer is/are retained will be notified of ITU s decision via with a Notice of Intention of Award, it being understood that no mutually obligations will exist until the Contract is signed by ITU and the selected Bidder. 9.3 After due signature of the Contract between ITU and the successful bidder, ITU will publish the Contract award on UNGM Portal ( Unsuccessful bidders will not be informed individually that their Proposal has not been retained. 9.4 ITU reserves fully the right to split an award between Bidders in any combination as it may deem appropriate. 9.5 ITU reserves fully the right to proceed with a multiple award with more than one Bidder in any combination as it may deem appropriate. 9.6 As a steward of public funds, ITU awards contracts through fair and effective competition. Unsuccessful bidders can obtain information about the assessment of their Proposal, it being understood that Bidders shall have no right of recourse against the final decision of ITU. Requests for information should be addressed in writing to ITU s Procurement Division (PROC@itu.int) and contain at a minimum: Bidder name, address, telephone number and address The Solicitation or Contract reference number A statement of the reasons for requesting information Copies of relevant documents supporting the Bidder s statement 11 P a g e

12 Section 10. Future Contractual Obligations 10.1 Applicable Contractual Documents Request for Proposal Ref. No. Bidders must be aware that the Contract shall contain the ITU General Conditions of Contract for the Provision of Services and Goods (Annex 9), the Technical Specifications (Part IV), the successful bidder s Proposal and any other specific terms and conditions detailed herein Long Term Agreement Initiation and Term This solicitation will result in a Long Term Agreement which will have an initial term of three (3) years with an option to renew for two (2) additional one- year term (3+1+1) provided that: (a) ITU notifies, in writing, the future contractor of its intention to extend the Contract for the consecutive period, and (b) that ITU judges satisfactory the performance of the contractor during the initial period. Bidders shall be aware that ITU will place orders (Purchase Orders) against this Long Term Agreement and no minimum quantity of order is guaranteed Delivery Place and Incoterms The required smartcard shall be delivered at ITU Headquarters in Geneva, Switzerland; Incoterms DDP Working Language The working language for provision of the items, including correspondences between the parties and all documentation to be provided within the framework of the Contract, if applicable, shall be the English or the French language. The successful bidder(s) shall be responsible for any translation or interpretation required during Contract execution, which shall be done at no additional cost or expense for ITU Licenses and Authorizations The successful bidder(s) shall undertake to obtain at its own risk and expense all necessary import and export licenses or authorizations, if and as applicable, in relation with the Deliverables described in the. ITU shall have the right to request the successful bidder such licenses or authorizations, which shall be provided within the deadline established by ITU Payment Terms All payment(s) will be made within thirty (30) days from ITU s receipt of the successful bidder s invoice and following the successful bidder s satisfactory delivery and ITU s acceptance of the ordered goods. Bidders shall be aware that no advance payments will be executed by ITU within the framework of this Long Terms Agreement without obtaining a bank guarantee payable on first demand Licenses and Authorizations The successful bidder(s) shall undertake to obtain at its own risk and expense all necessary import and export licenses or authorizations, if and as applicable, in relation with the Deliverables described in the. ITU shall have the right to request the successful bidder such licenses or authorizations, which shall be provided within the deadline established by ITU Liquidated Damages Should the successful bidder fail to supply the required goods within the delivery date(s) stipulated in the Contract, or in the Purchase Order, for any reason imputable to the successful bidder, ITU reserves the 12 P a g e

13 Request for Proposal Ref. No. right to deduct as liquidated damages a sum equivalent to 0.1% of the total Purchase Order value for each business day of delay until actual delivery, up to a maximum deduction of 10% of the total Purchase Order value, without prejudice to any other rights or remedies to which ITU may be entitled under the Contract. ITU reserves the right, at its sole discretion, to grant the successful bidder a grace period of maximum seven (7) business days to deliver the relevant goods. However, ITU reserves the right to automatically apply the liquidated damages upon expiration of the grace period without being required to prove any actual damage Subcontracting The successful bidder shall be solely responsible, financially and otherwise, for all costs and expenses in relation to the hiring of subcontractors for performance of the tasks described in this Solicitation. Upon signature of the Contract, the contractor shall not assign, transfer, pledge or make any other disposition of any of its rights or obligations without the prior written approval of ITU. ITU reserve fully the right to refuse any subcontractor(s) proposed by the Bidder. Section Ethical Standards Other Important Information ITU requires that all Bidders observe the highest standard of ethics during the solicitation process and the execution of the work. Prospective Bidders shall be aware that ITU enforce a zero-tolerance policy concerning proscribed practices, including corruption, fraud, coercion, collusion, unethical behaviour and obstruction. ITU adheres to the UN Supplier Code of Conduct which may be consulted at Prospective Bidders hereby understand and accept that any submission sent to ITU constitutes agreement to abide by, observe and fully cooperate with the application of subject Code of Conduct. Accordingly, any company that is found to have undertaken unethical, unprofessional or fraudulent activities will be suspended or forbidden from continuing business relations with ITU. ITU supports the UN Global Compact Initiative ( a strategic policy initiative for businesses that are committed to aligning their operations and strategies with ten universally accepted principles in the areas of human rights, labour, environment and anticorruption. ITU encourage all Bidders to sign up with the UN Global Compact Initiative. ITU encourages prospective Bidders to avoid and prevent conflicts of interest by disclosing to ITU if the Bidder, or any of its affiliates or personnel, were involved in the preparation of these requirements, designs, specifications, cost estimates, and other information contained in this Solicitation. Bidders shall not offer gifts or hospitality to ITU staff members. Recreational trips to sporting or cultural events, transportation or invitations to extravagant lunches or dinners are also prohibited Entire This supersedes all prior communications, written or oral, between ITU and any Bidders with respect to the subject matter. Bidders shall take into consideration in the preparation of their Proposals the information and requirements provided in this only. All Parts and Annexes herein shall form an integral part of this. 13 P a g e

14 11.3 ITU s Privileges, immunities and facilities Request for Proposal Ref. No. Nothing contained in, or related to this, shall be deemed or constitute a waiver of the privileges, immunities and facilities, which ITU enjoys by virtue of the international agreements and national laws applicable to it. 14 P a g e

15 Section 12. PART IV. Technical Specifications Background Information and Project Objectives Request for Proposal Ref. No. This part of the document indicates the current badge used at ITU and the objectives of the project, and also documents the technical requirements of the sought-after smartcard solution. The main objectives are the following: The main purpose of the future smartcard is to enable ITU to integrate and enhance its access control security infrastructure via the extensive use of biometrics, while granting physical access and logical rights to authorized staff, delegates, visitors and contractors. Provide best technology to process and capture fingerprint data with an accurate and repeatable biometric identification, while, monitoring physical and logical access, and denying unauthorized use, while providing a rapid and user friendly capability. The Access Control Systems will be using a Digital Certificate from a Public Key Infrastructure (PKI/CA) to grant access to PACS and LACS. The authentication time at the door is expected to be two [2] secs or less for PACS. As described above the smartcard must fulfil the purpose of an active, reliable, and integrated key component storing and checking the digital certificates, while supporting current legacy physical access control (e.g. MIFare Classic 1K, and/or DESFire Ev2), and other Value Added Services (VAS) such as, evallet, evoting, Parking, edocument or follow-me printing, epayments applications and/or applets, etc... In terms of quantity of smartcards which will be ordered by ITU, it is expected a minimum of 500 smartcards for each Purchase Order. Section 13. Technical Requirements The Minimum Technical Requirements of the sought-after smartcard solution are listed below in Table 1 below. Table 1: Minimum Technical Requirements Ref. ITEM DESCRIPTION OF MINIMUM TECHNICAL REQUIREMENTS 1 Smartcards Hardware and Software Minimum Requirements 1A General Requirements Multi component smartcard operating at MHz frequency; Fingerprint reader on board; Fingerprint enrolment is direct on smartcard; Biometric data (fingerprint) is securely stored on the smartcard. The data cannot be extracted from it, without authorisation, eliminating the need to centrally manage and secure an external database. 1B Communication interface ISO/IEC 7816 T=0 ISO/IEC A/B (RFID) 1C Size ISO/IEC 7810 ID-01 1D Smartcard system Supporting Javacard 2.2.1, GP2.1.1 standard or latest version; Hardware and software components must support ITU X.509 digital certificate: Public-key and Attribute Certificate 15 P a g e

16 Request for Proposal Ref. No. Frameworks; 1E Supporting legacy MIFARE Classic and/or MIFARE DESFire framework Emulation solution may be accepted if responding fully to RFID MIFARE Classic and/or MIFARE DESFire 1F Other applications/applets The smartcards shall be ready to operate and to upload other nonproprietary applications and applets (such as evallet Parking, evoting, edocument, follow-me printing, epayment, emedics) coming from different providers. 1G Encoding The encoding will occur during the printing process The biometric registration will occur only after encoding, therefor the smartcards will be open during the first printing process. 2 Smartcard Capabilities and functionalities 2A General Requirements Image acquisition via fingerprint sensor < 0.5 sec ; Detect and deny any unauthorized use of the card; Acceptable Crossover Error Rate (CER); False Acceptance Rate (FAR) Max 0.1% / False Rejection Rate (FRR) Max 0.1%; The sought-after solution is that the biometric smartcard is capable of performing a System on Card (SoC) process; The required control is that the smartcard only releases the certificate (or legacy authentication signals) after the user has been authenticated through System on Card (SoC) biometrics. 3 Certificates PKI 3A General Requirements In order to ensure interoperability, the following attributes must be filled for certificates issued to every individual s smart cards. o Version; o Serial number; o Issuer; o Valid from; o Valid to; o Subject; o Subject unique identifier; o KeyUsage. 4 Biometric data specifications 4A System on Card (SoC) The smartcard will incorporates the entire biometric sensor, plus processor and algorithm. Therefore, the entire process of biometric data acquisition, feature extraction and matching is done inside the smartcard itself. Both the original template and the query template are computed in the smartcard and do not leave the card. Sought-after compliance with ISO/IEC B Others specifications Sought-after solutions concerning the following: o ISO/IEC : Common Biometric Exchange Formats Framework; o ISO/IEC 19794: Biometric data interchange formats; 16 P a g e

17 Request for Proposal Ref. No. o ISO/IEC Identification cards On-card biometric comparison. 5 Fingerprint Sensor Features 5A Verification Sought-after compliance with ISO/IEC methods 5B Resolution At minimum 376 DPI best 508 DPI. 5C Sensor Type Capacitance Type or equivalent. 5D Capture Area At minimum 160 x 160 pixels. 5E Pixel resolution At minimum 256 true grey scale values. 5F Hardness At minimum 6H. 5G Surface Coating. 5H Power Input 3.3V. 5I Anti-ESD +/-8kV. (Electrostatic Discharge Damage) 5J Operating Temperature -20~70. 5K Sensor Dimension W < 12.5mm, L < 12.5 mm, T < 0.6 mm. 5L Interface Serial Peripheral Interface (SPI) or equivalent. 6 Cryptography 6A Software Must support PKCS11: Cryptographic Token Interface Standard. 6B Asymmetric (public key) Must support at least one of the following: ciphers ECDSA Curve P-256; ECDSA Curve P-384; ECDH Curve P-256; ECDH Curve P C Symmetric key ciphers Must support at least one of the following: AES-128; AES-192; AES D Unkeyed (hash) functions Must support at least one of the following: SHA-256; SHA Smartcard battery 7A General Requirements Energy harvesting via contact and contactless to recharge a secondary battery, to allow the execution of the biometric authentication without needing any dedicated external device; The battery will have a life-span of minimum 4years. 7B Powering Powering on of the smartcard with a dedicated activation button (i.e. the location of the power on button needs to be clearly indicated on the actual smartcard); The fingerprint biometric authentication will start only if the activation button is pressed. 17 P a g e

18 Request for Proposal Ref. No. Other seamless activation solutions are accepted 8 Printing 8A General Requirements The Smartcards will be printed using thermal printing production system; ITU is using the following equipment for card printing: Evolis Primacy, with Contactless encoder SpringCard Crazy Writer PM1H00CWRS whose technical specifications are available in Appendix A that is attached hereto. 9 Production capacity 9A General Requirement The distributor/manufacturer shall be capable of producing at a minimum 500 upon ITU s request BIDDER S DECLARATION OF ACCEPTANCE OF THE SOLICITATION DOCUMENT By submitting a Proposal, the Bidder thereby agrees to abide by all the terms and conditions set forth in this Ref. No, including all its Parts, Annexes and Appendix. Certified as accurate: Bidder s seal: Place and date: Signature of the Bidder s legally authorized representative: P a g e

19 Request for Proposal Ref. No. ANNEX 1 Certificate of Incorporation (to be included in the technical proposal) (Please attach here the Company Certificate of Incorporation issued by the relevant Government registry) 19 P a g e

20 Request for Proposal Ref. No. ANNEX 2 Company Presentation (to be included in the technical proposal) (Please attach a maximum 10 pages long presentation of the company overall professional profile, years of experience in delivering or manufacturing smartcards supporting Digital Certificate and/or Identity Management.) 20 P a g e

21 ANNEX 3 References Form (to be included in the technical proposal) Request for Proposal Ref. No. The Bidder is aware that ITU fully reserves the right to verify the accuracy and the trustfulness of the information provided below by contacting the given references. Minimum three satisfactory (3) references shall be provided for past or ongoing similar projects or supply of similar product. CLIENT Name and Contact Person details ( , telephone number) (mandatory reference) Brief Description of the Project Length of Project Contract value (mandatory reference) (mandatory reference) 21 P a g e

22 Request for Proposal Ref. No. ANNEX 4 Technical Description of Proposed Smartcards (to be included in the technical proposal) Please attach/provide here a detailed and exhaustive description of the proposed smartcards accompanied by illustrated pictures and related technical specifications sheets and any other necessary supportive documents. 22 P a g e

23 Request for Proposal Ref. No. ANNEX 5 Technical Checklist (to be included in the technical proposal) The Bidder shall duly complete this form and include it in the technical proposal as indicated in Section a. Statement of Compliance with the Mandatory Minimum Requirements Table 1: Compliance with Minimum Requirements (See Section 8.2 of the RFP document) Mandatory Minimum Requirements Compliant/Non- Compliant Manufacturer/Distributor: Bidder shall be a Smartcards manufacturer and/or distributor. If compliant (YES) provide the exact reference in the technical proposal (Page number, Annex number, brochure or other supportive documents). If non- compliant () state reason(s). Bidder Experience (years of experience): At least three (3) years of experience in delivering integrated smartcards supporting Digital Certificate and/or Identity Management. Bidder Experience (satisfactory references): Provision of at least three (3) satisfactory references for past or ongoing supply of similar product. (Annex 3). proposal with the minimum technical requirements detailed in item 1A of Table 1 Part IV proposal with minimum technical requirements detailed in item 1B of Table 1 Part IV proposal with minimum technical requirements detailed in item 1C of Table 1 Part IV 23 P a g e

24 Request for Proposal Ref. No. proposal with minimum technical requirements detailed in item 1D of Table 1 Part IV proposal with minimum technical requirements detailed in item 1E of Table 1 Part IV proposal with minimum technical requirements detailed in item 1F of Table 1 Part IV proposal with minimum technical requirements detailed in item 1G of Table 1 Part IV proposal with minimum technical requirements detailed in item 2A of Table 1 Part IV proposal with minimum technical requirements detailed in item 3A of Table 1 Part IV proposal with minimum technical requirements detailed in item 4A of Table 1 Part IV proposal with minimum technical requirements detailed in item 4B of Table 1 Part IV proposal with minimum technical requirements detailed in item 5A of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5B of Table 1 Part IV 24 P a g e

25 Request for Proposal Ref. No. proposal with mandatory minimum technical requirements detailed in item 5C of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5D of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5E of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5F of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5G of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5H of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5I of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5J of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5K of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 5L of Table 1 Part IV 25 P a g e

26 Request for Proposal Ref. No. proposal with mandatory minimum technical requirements detailed in item 6A of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 6B of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 6C of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 6D of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 7A of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 7B of Table 1 Part IV proposal with mandatory minimum technical requirements detailed in item 8A of Table 1 Part IV Technical Compliance: full compliance with item 9A of Table 1 Part IV concerning Production capacity of minimum 500 smartcards upon ITU s request. Submission of five (5) sample smartcards for the testing phase: Bidder shall include in its technical proposal five (5) sample smartcards which will be used by ITU to conduct Phase 2 of the evaluation process. Warranty: Proposed warranty for each smartcards (including its technical components) shall be minimum two (2) years. (please clearly indicate the length of the warranty period ) 26 P a g e

27 Request for Proposal Ref. No. Smartcard Delivery Term: The delivery term shall be maximum 8 weeks for an order of 500 smartcards. (please clearly indicate the delivery term for smartcards or replacement of defective smartcards) b. Non-Compliance (s) Any discrepancy or deviation (including non-available components, non-feasible functions) from the Technical Specifications (Part IV) shall be clearly disclosed and identified. A Statement of Compliance- Non-compliance in relation to each paragraph, section or position reference of Part IV (Terms of Reference) shall be compiled using the table below. Any paragraph, section, position number or item not listed below will be deemed as fully compliant with the Technical Specification (Part IV). Ref. paragraph, section, position number or item Non-Compliance (State reason) Proposed alternative solution or deviation for ITU s consideration 27 P a g e

28 Request for Proposal Ref. No. ANNEX 6 ITU s Printer Pre-requisites and Requirements (to be included in the technical proposal) (For information only) (Please complete the table below providing the requested information) PRE-REQUISITES and REQUIREMENTS (Please describe any technical settings or modifications which will need to be carried out on the ITU s printer for the proper use for printing with the smartcards, taking into account the specification sheets in Appendix 1). The Bidder may append additional pages if necessary. PRE-REQUISITES 28 P a g e

29 Request for Proposal Ref. No. ANNEX 7 Company Information Form (to be included in the commercial proposal) The Bidder shall be aware that ITU reserves fully the right to verify the accuracy and the trustfulness of the information provided below. Bidder Name of Bidder: Head Office (Address, City, Postal Code, Country) Names of Officers/Directors: Legal Status: Date of founding: Registered Capital (if applicable) : D-U-N-S Number UNGM Registration Number Name and Title of Company Contact of contact person Company Website Nos. Staff Employed: Turnover 1 /budget in EUR/ or USD (round figures): Management: 2012: Other Staff: full time 2013: part time 2014: 2015: The Bidder is a smartcards (tick as appropriate) MANUFACTURER DISTRIBUTOR OTHER (please specify below) Total income or expenses. 29 P a g e

30 Request for Proposal Ref. No. ANNEX 8 Formal Declaration (to be included in the commercial proposal) I, the undersigned, agree to provide all required items in accordance with the technical specifications (Part IV) described in this bearing the Reference For the Provision of Smartcards for Physical and Logical Access. I also hereby certify that the Proposal in all its terms and conditions, including but not limited to all its technical and financial aspects, will remain valid for 120 days. In particular, the units prices indicated in Annex 10 (Pricing Form) fully inclusive of all administrative charges and overheads (e.g. accommodation and travel), fees, transport, levies, delivery and insurance cost, will remain valid for 120 days. The Bidder is responsible to be fully aware, among others, of all quantities, risks and difficulties in relation to the items requested in this Solicitation and to have taken them into account in the elaboration of the Commercial Proposal. All works and/or supplies, if and as applicable, which although are not specified in this but logically necessary for the execution of the Contract are included in the prices indicated in Annex 10. Certified as accurate: Bidder s seal: Place and date: Signature of the Bidder s legally authorized representative: Name and Title of the Bidder s legally authorized representative: Name of Bidder: Legal Status: Address: Country: Telephone: P a g e

31 Request for Proposal Ref. No. ANNEX 9 ITU General Terms and conditions of Contracts for the Provision of Services and Goods (to be included in the commercial proposal) 1. Legal status of the parties 1.1. The Contractor shall be considered as having the legal status of an independent contractor vis-à-vis ITU. The Contractor s representatives, personnel and sub-contractors shall not be considered in any respect as being the employees or agents of ITU, and the Contractor shall be solely responsible for all claims arising out of or relating to its engagement of such persons or entities Under no circumstances may the Contractor, its representatives, personnel and/or sub-contractors claim any of the privileges, immunities and facilities enjoyed by ITU, in order to obtain any exemption from, or reimbursement for, costs related to any taxes, duties, fees or levies whatsoever, which may be imposed upon them in connection with the Contract or otherwise, or to be immune from any claim or judicial process arising out of the performance of the Contract, for which the Contractor shall assume full responsibility, or brought against them on any other grounds. 2. Non-exclusivity Unless otherwise specified in the Contract, ITU shall have no obligation to purchase any minimum quantities of goods or services from the Contractor, and ITU shall have no limitation on its right to obtain goods or services of the same kind, quality and quantity described in the Contract, from any other source at any time. 3. Source of instructions Unless agreed upon in writing and in advance with ITU, the Contractor shall neither seek nor accept instructions from any authority external to ITU in connection with the performance of its obligations under the Contract. Should any authority external to ITU seek to impose any instructions concerning or restrictions on the Contractor s performance under the Contract, the Contractor shall promptly notify ITU and provide all reasonable assistance required by ITU. The Contractor shall refrain from any action which may adversely affect the interests of ITU and shall fulfill its commitments with the fullest regard to the interests of ITU. 4. Contractor s responsibility for its employees To the extent that the Contract involves the provision of any services to ITU by the Contractor s officials, employees, agents, servants, subcontractors and other representatives (collectively, the Contractor s personnel ), the following provisions shall apply: 4.1. The Contractor shall be responsible for the professional and technical competence of the personnel and will select, for work under the Contract, reliable individuals who will perform effectively in the implementation of the Contract, respect the local laws, regulations, rules and ordinances promulgated by the competent authorities, as well as the local customs, and conform to a high standard of moral and ethical conduct Such Contractor Personnel shall be professionally qualified and, if required to work with officials or staff of ITU, shall be able to do so effectively. The qualifications of any personnel whom the Contractor may assign or may propose to assign to perform any obligations under the Contract shall be substantially the same, or better, as the qualifications of any personnel originally proposed by the Contractor. 4.3 At the sole discretion of ITU: the qualifications of personnel proposed by the Contractor (e.g., a curriculum vitae) may be reviewed by ITU prior to such personnel s performing any obligations under the Contract; any personnel proposed by the Contractor to perform obligations under the Contract may be interviewed by qualified staff or officials of ITU prior to such personnel s performing any obligations under the Contract; and in cases in which, pursuant to Section or 4.3.2, above, the ITU has reviewed the qualifications of such Contractor s personnel, the ITU may reasonably refuse to accept any such personnel Without prejudice to the above and written request of ITU stating the reasons therefore, the Contractor shall remove any member of its personnel and shall replace, if necessary, such member by another one acceptable to ITU. The Contractor shall submit to ITU sufficiently in advance the curriculum vitae of the person it envisages to newly designate, who shall meet the standard requirements stated in this Section, for ITU s consideration and approval, which shall not be unreasonably withheld or delayed by the latter. Costs and additional expenses resulting from such 31 P a g e