Request for Proposals: Preventive and Corrective Fiber Cable Maintenance of Millicom Lao Network

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Table of Contents
1.Introduction ....................................................................................................4
1.1.About Millicom Lao.......................................................................................................... 4 1.2.Summary requirements of this RFP................................................................................4 1.3.Scope of work................................................................................................................. 4

2.Submission Procedures..................................................................................5
2.1.Introduction..................................................................................................................... 5 2.2.Purpose and content of the RFP.....................................................................................5 2.3.Proposal submission and due dates...............................................................................7 2.4.Instructions..................................................................................................................... 8 2.5.Non-disclosure and confidentiality..................................................................................9 2.6.Respondent selection................................................................................................... 10

3.Technical specifications................................................................................11
3.1.Scope of the Project...................................................................................................... 11 3.2.Services description...................................................................................................... 11 3.3.Corrective maintenance lead times...............................................................................13

4.Commercial requirements.............................................................................15
4.1.Service fees.................................................................................................................. 15 4.2.Spare equipment prices................................................................................................ 15 4.3.Business Requirements................................................................................................ 15

Appendix 1.Acknowledgement of receipt form................................................16 Appendix 2.Statement of Compliance.............................................................16 Appendix 3.Maintenance report templates......................................................16 Appendix 4.Maintenance planning template....................................................16 Appendix 5.List of sites....................................................................................16 Appendix 6.List of tools available per team.....................................................16 Appendix 7.Spare equipment prices................................................................16 Appendix 8.Service fees and service fee reductions.......................................17

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Appendix 9.Services Agreement.....................................................................17

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1. Introduction
1.1. About Millicom Lao
Millicom Lao operates one of the largest mobile operators in Laos under the brand name Tigo. Millicom Lao (www.tigolao.com) is a joint venture between Millicom International Cellular S.A. (www.millicom.com) and Lao P.D.R. Government. Today, Millicom Lao intends to improve and industrialize the preventive and corrective maintenance of all its Fiber Cable Routes and SDH Sites in Lao P.D.R.

1.2. Summary requirements of this RFP

1.2.1. Millicom Lao is targeting to purchase a packaged solution for Fiber Cable Routes and SDH Sites maintenance, in order to simplify the relation between Millicom Lao and the maintenance subcontractors (single point of contact) and also to reduce the costs of transportation on Sites. 1.2.2. Hence Millicom Lao will prefer proposals that can cover the whole scope of this RFP with a unique contact. 1.2.3. However, in case Respondents are not capable of covering the whole scope of the maintenance (Fiber Cable Routes, SDH Sites), Millicom Lao allow them to respond only to part of the scope, as long as they accept to work together with other subcontractors to set up a planning of maintenance that will minimize the transportation costs.

1.3. Scope of work

1.3.1. The aim of this project is to set up an industrialized organization for Preventive and Corrective Maintenance of all Tigo Fiber Cable Routes and SDH Sites, with a proper planning of visits to ensure the reliability of the different parts of those components.

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2. Submission Procedures
2.1. Introduction
2.1.1. The purposes of this chapter are to: Introduce the different parts that constitute this Request for Proposal (RFP). Guide suppliers (henceforth referred to as the Respondents) in answering this RFP. Provide information on the Respondents selection process.

2.2. Purpose and content of the RFP

2.2.1. This Request for Proposal (RFP) document defines the basis and format through which responses should be provided. Millicom Lao seeks generic proposals from prospective Respondents to be used as part of Millicom Lao decision-making process in selecting a partner to perform effective Fiber Cable Routes Maintenance and SDH Sites Maintenance. 2.2.2. This RFP includes: The main body of this RFP. Appendix 1. Acknowledgement of receipt form. Appendix 2. Statement of Compliance. Appendix 3. Maintenance report templates. Appendix 4. Maintenance planning template. Appendix 5. List of SDH Sites and Fiber Cable Hops. Appendix 6. List of tools available per team. Appendix 7. Spare equipment prices. Appendix 8. Service fees and service fee reductions.

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Appendix 9. Draft of agreement.

2.2.3. The following documents are for the Respondents information: The main body of this RFP. Appendix 3. Maintenance report templates. Appendix 4. Maintenance planning template. Appendix 5. List of sites. Appendix 6. List of tools available per team.

2.2.4. The following document is to be filled and returned to Millicom Lao by 21st May 2008 4:00 PM Lao Time: Appendix 1. Acknowledgement of receipt form.

2.2.5. The following documents are to be filled and returned to Millicom Lao by 20th June 2008 4:00 PM Lao Time: Appendix 2. Statement of Compliance. Appendix 7. Spare equipment prices. Appendix 8. Service fees and service fee reductions. Appendix 9. Draft of services agreement.

2.2.6. Unless explicitly invited to do so by Millicom Lao, the Respondents may not provide any additional material to support their proposals other than the documents requested in this RFP. 2.2.7. However, Millicom Lao is interested in any suggested delivery and pricing models that the Respondent might propose, but it should be noted that Millicom Lao reserves the right to contract against any service quoted.

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2.3. Proposal submission and due dates

2.3.1. RFP process timelines: # Action Millicom Lao issues an NDA (Non Disclosure Agreement) to potential Respondents. The Respondents shall sign and send it back dully signed to Millicom. Millicom Lao receives the NDA completed and signed from potential Respondents. Millicom Lao issues the RFP to the Respondents who have signed the NDA. Millicom Lao receives intention to bid from Respondents. No Response is assumed to mean that no bid will be submitted. Millicom Lao receive Answers to the RFP from the Respondents. Millicom Lao analyses the answers and sends comments and additional requests to the Respondents. Millicom Lao defines the short-list (if relevant) and starts negotiations. Millicom Lao selects the Supplier(s) and both parties sign the contract. Date

12 May 2008

15 May 2008 15 May 2008

21 May 2008

20 June 2008

4 July 2008

14 July 2008 31 July 2008

2.3.2. Acknowledgement of receipt: Respondents shall acknowledge receipt and the intention to respond using the form contained in Appendix 1 via fax to the following contact with a copy (PDF file) via e-mail: For the attention of Mr. Rivo Randriamananjara, Procurement Manager. Fax number: +856 207 800 701. e-mail: reeve@tigolao.com 2.3.3. If the Respondents do not acknowledge intention or acknowledge intention to respond Millicom Lao to respond beyond the deadline Millicom Lao reserves the right to exclude any submission.

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2.3.4. The Respondents declining to make a proposal shall dispose of all RFP documents upon confirming that they decline to take part. 2.3.5. Closing date: answers to the RFP shall be received in the prescribed manner at the address stated below no later than the above deadline. Answers received after the stipulated deadline may be disqualified for consideration at Millicom Lao's option. 2.3.6. During this period, Millicom Lao will not enter into any commercial discussions with the Respondents. However, Millicom Lao will be pleased to supply any additional information required to clarify the RFP including Appendixes, any question that may arise in its interpretation as specified in this RFP. All such queries shall be put via e-mail and submitted to the following addresses: lenaic.martin@tigolao.com. 2.3.7. Millicom Lao will distribute the requested information (both questions and answers) to all Respondents that indicate their intention to respond to the RFP via email, without disclosing the source of the enquiry. 2.3.8. Respondents answers, proposals and price grids may be analyzed according to automated processes.

2.4. Instructions
2.4.1. Respondents shall send one (1) soft copy of the proposal by e-mail at lenaic.martin@tigolao.com. 2.4.2. and one (1) soft copy of the proposal on a CD media and one (1) paper copy to the named contact at the address mentioned below: Mrs. Lenaic MARTIN Procurement Manager Millicom Lao Co. Ltd. (Tigo Lao) 14 Lane Xang Avenue, P.O. Box 4693 Vientiane, Lao PDR 2.4.3. Responses to this RFP must use the same section reference numbers and format as in the current document. All Millicom Lao requirements must be answered for this proposal to be valid and considered. Answers to each of the sections where a response is elicited must be supported with one of the following assertions in the manner set forth against each section and subsection: Fully Compliant: meaning that this requirement can be met in full at the date of the RFP reply. In this case please put a yes in the Fully Compliant column.

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Partially Compliant: meaning that this requirement can be met with customization. Respondents are required to fill in Justification column and provide clarification if necessary. Non-Compliant: meaning the requirement cannot be met at the date of the RFP reply. Respondents are required to fill in justification column and provide clarification if necessary. 2.4.4. Proposals may be disregarded in following cases: proposals that do not respect the prescribed format as set forth above, proposals that are incomplete and/or inadequate, proposals that are received after the stipulated deadline.

2.4.5. Whilst it is Millicom Laos intention to comply with the time lines set forth in section 2.3.1, the prices submitted by Respondents in response to this RFP shall be firm and valid, and open to acceptance for a minimum period of one hundred and eighty (180) days from the closing date. The Respondents shall stipulate actual ending date of the validity period.

2.5. Non-disclosure and confidentiality

2.5.1. The Respondents shall note that this RFP contains intellectual property and material under copyright and/or other intellectual property rights. The Respondents are therefore asked to treat this document as confidential and to take appropriate measures to ensure that access to its content is limited to persons in charge of preparing the proposal. 2.5.2. This document and any associated materials remain the property of Millicom Lao and shall be returned at the end of the selection process, upon the Millicom Lao request. Alternatively Millicom Lao may request any Respondent to destroy such materials and to certify that such destruction has taken place. 2.5.3. Without prejudice to the generality of the foregoing, this RFP is subject to the terms of the Non-Disclosure Agreement signed by the Respondent.

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2.6. Respondent selection

2.6.1. The analysis of all qualifying proposals will result in a pre-selection of Respondents. 2.6.2. The Respondents may be promptly notified in writing whether or not their offer has been selected for evaluation. 2.6.3. No evaluation report will be published and Millicom Lao reserves the right to select the successful Respondents without justifying its choice to rejected Respondents. 2.6.4. Selection of successful Respondents is expected to be made in accordance with the time lines set forth in section 2.3.1. 2.6.5. Millicom Lao may declare the RFP unfruitful and/or decide to start the RFP process all over again. 2.6.6. Millicom Lao reserves the right not to grant any contract whatsoever and / or to grant the contract to anyone it wishes based on any criteria it determines in its sole and absolute discretion. 2.6.7. Millicom Lao will not reimburse any costs incurred by any of the Respondents, as a result of the preparation of an answer to the RFP. The Respondents will bear any such costs in their entirety.

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3. Technical specifications
3.1. Scope of the Project
3.1.1. The aim of this project is to provide preventive and corrective maintenance to physical Fiber Cable Routes and SDH Sites of Millicom Laos GSM network. Preventive and corrective maintenance consists in visiting physical SDH Sites and visual inspect of Fiber Cable Routes layout on a regular basis in order to detect and repair damaged equipment or abnormal situations that could lead to a malfunction of the site impacting the availability of the network.

3.2. Services description

Scope of the service 3.2.1. Contractor is committed to perform preventive and corrective maintenance visits to all SDH Sites and Fiber Cable Route, as listed in Appendix 5.. 3.2.2. Contractor is committed to accept all new SDH Sites and Fiber Cable Routes assigned to him. For avoidance of doubt, Contractor is committed to perform all Services, as specified in Appendix 2., to all new SDH Sites and Fiber Cable Routes assigned to Contractor. 3.2.3. Contractor shall perform preventive and corrective maintenance to the SDH Sites and Fiber Cable Route in accordance with maintenance activities, as specified Appendix 2.. Preventive maintenance shall be performed on the following frequencies: Maintenance Type Fiber Cable Routes SDH Sites Generator on SDH Sites Frequency Monthly Monthly Check status and refill when low fuel

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3.2.4. Corrective maintenance shall be performed upon the request of the Purchaser, within the timeframe defined in Section 3.3. 3.2.5. When Contractor is located in the SDH Site, and Fiber Cable Route he shall interact with Purchasers Field Services, if and when required, following remote assistance instructions to solve failures. Reporting and maintenance follow up 3.2.6. Contractor shall, if requested by Purchaser, participate in weekly follow up meetings with Purchaser. 3.2.7. Contractor shall each month deliver a time schedule of the preventive maintenance for the upcoming month, as specified in Appendix 4.. The time schedule of the upcoming month shall be sent by Contractor no later than the last working day of the month. 3.2.8. Contractor shall perform preventive maintenance to the SDH Sites and deliver a report for each visit per SDH Site and Fiber Cable Route. The report shall be based on the template specified in Appendix 3.. 3.2.9. In order to spread out the monthly service reports over time, Contractor is committed to send at least 25 % of all applicable monthly maintenance reports every week. 100 % of all monthly maintenance report shall be sent by Contractor no later than the last working day of the month. 3.2.10. For each report, contractor shall take a list of digital pictures as specified in Appendix 3.. 3.2.11. For each visit on a Cell Site, Contractor shall keep and update the logbook on the Cell Site, where every Contractors personnel working or visiting the Cell Site shall be properly registered. 3.2.12. When maintenance reports are delivered, the assigned supervisor shall review and approve the reports. If the reports are not accepted, Contractor shall without undue delay, correct them. 3.2.13. When performing corrective maintenance or repairs, Contractor shall deliver a report of the task, including pictures before and after the repairs, based on the template specified in Appendix 3.. If Purchaser does not approve the repairs, Contractor shall, without undue delay, redo the repairs without extra charge. Contractor is not allowed to charge repairs that have not been approved by Purchaser. 3.2.14. Every month Purchaser reserves the right to perform random audits on 3 hop of Fiber Cable Route the month before, based on the maintenance report. If the audit shows that at least 2 Fiber Cable hops out of 3 are not

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coherent with the report, Contractor shall, without undue delay, redo the maintenance visits of all SDH Sites and Fiber Cable Routes of the past month without extra charge. Inventory 3.2.15. Every time new equipment is installed by Contractor on a SDH Site or Fiber Cable Route, Contractor should report equipment serial number so that it can be referenced as an asset during the next visit on the SDH Site and Fiber Cable Route. 3.2.16. In the event of changes carried out by other contractors it will be Purchasers responsibility to ensure that these contractors identify, label and verify proper installation. 3.2.17. Contractor shall report any unusual found in the Fiber Cable Route and SDH site 3.2.18. Contractor shall withdraw all non operational equipment and move it back to Purchasers warehouse on supervisors demand. Equipment and spares 3.2.19. Contractor shall provide his own equipment for measurement and maintenance to his teams including at least those listed in Appendix 6.. 3.2.20. All corrective infrastructure maintenance, in which specialized materials are needed, will be paid according to the pricelist in Appendix 7.. 3.2.21. If the materials used are not contained in the pricelist, Contractor shall provide a quotation to Purchaser before providing the materials. If Purchaser does not agree on the quotation, Purchaser can provide the materials. 3.2.22. Contractor shall request Purchasers written agreement before performing any repair that requires more than 100 USD of spare materials, even if they are included in the pricelist specified in Appendix 7..

3.3. Corrective maintenance lead times

3.3.1. Contractor is committed to have regional maintenance centers in order to comply with the Lead Times defined for corrective maintenance. The locations of these regional maintenance centers shall be approved by Purchaser in writing.

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3.3.2. In case of failure, Contractor shall reach the affected SDH site and/or Fiber Cable Route and repair the failure according to the lead times defined below: Site Priority A B C D Lead time to reach the site 1h 3h 5h 7h

3.3.3. Site Priorities and lead times are fully detailed in Appendix 5.. 3.3.4. Contractor will be notified of fiber system failures by Purchaser.

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4. Commercial requirements
4.1. Service fees
4.1.1. The Respondents shall use the 1. Service fees table of Appendix 8. to detail and quote the fee for preventive maintenance visits on Fiber Cable Route and SDH site. Price shall include all costs such as manpower, transportation, tools and all low costs spare parts needed to perform the maintenance .

4.2. Spare equipment prices

4.2.1. The Respondents shall use the Spare equipment prices sheet of Appendix 7. to detail and quote the fee for spare equipment needed for corrective maintenance.

4.3. Business Requirements

4.3.1. Pricing: all prices shall be stated in United States Dollars (USD) on a turnkey undertaking. 4.3.2. Shipping and insurance: all equipment shall be quoted DDU Cell Site as designated by Millicom Lao, Laos (Incoterm 2000). 4.3.3. Expenses: the prices shall include all the expenses incurred during the performance of the services. 4.3.4. Contract duration: the contract will be signed for a period of one (1) year with automatic yearly prolongations.

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Appendix 1. Acknowledgement of receipt form.

Please report to the file: Appendix 1 - acknowledgement of receipt form.doc.

Appendix 2. Statement of Compliance.

Please report to the file: Appendix 2 - Statement of Compliance.xls.

Appendix 3. Maintenance report templates.

Please report to the file: Appendix 3 - Maintenance report template.xlt.

Appendix 4. Maintenance planning template.

Please report to the file: Appendix 4 - Maintenance Planning Template.xls.

Appendix 5. List of sites.

Please report to the file: Appendix 5 - List of sites.xls.

Appendix 6. List of tools available per team.

Please report to the file: Appendix 6 - List of tools available per team.doc.

Appendix 7. Spare equipment prices.

Please report to the file: Appendix 7 - Spare equipment prices.xls

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Appendix 8. Service fees and service fee reductions.

Please report to the file: Appendix 8 - Service fees and service fee reductions.doc.

Appendix 9. Services Agreement.

Please report to the file: Appendix 9 - Services Agreement.doc.

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