Bid Process

Management

<ID customer>
<Project name>

<TT reference>

<Date creation>

TEIN TELECOM sa/nv - bv

Quality Management System
 DOCUMENT MANAGEMENT

Document template history

Title Bid_process_management_template.docx
Rev ref Rev date Description Author Approval
0.1 13/03/2008 Draft CPE
0.2 22/03/2008 Update after testing on real projects CPE
28/04/2008 Add check-box for “certified Vendor”; add CPE
section for PM feedback after project acceptance
1.0 08/05/2008 Published on Intranet under QMS CPE
1.1 27/11/08 New process : proof of concept CPE
28/01/09 Evidence of project risks CPE
1.2 25/01/09 Change sequence topics C&P and PSC CPE
Assessment; add check box for indexation/price
revision in T&C’s assessment
2.0 24/7/09 VCA requirement check list; Back-to-back CPE
Agreement; refine structure Bid Assessment
2.1 08/09/09 Toegevoegd checklist items t.b.v. OVE CPE
procescertificering Beveiligingsrichtlijn
Cameratoezicht op Openbare Plaatsen

Project document updates

Title <Project name

Rev date Description Author Approval

<ID customer>  <Date creation>  Pre-sectie - pagina

V 2.1
 Table of contents

DOCUMENT MANAGEMENT...............................................................................................................2

SECTI E 1 - L EA D A SSESSMENT ......................................................................................................1

1. KAM ASSESSMENT....................................................................................................................2
1.1. Customer and contact identification.....................................................................................2
1.2. Tender documents..............................................................................................................2
1.3. Brief project description......................................................................................................2
1.4. Scope of work TT................................................................................................................2
1.5. Deadline submission offer...................................................................................................2
1.6. Expected project budget for TT...........................................................................................2
1.7. Tender Risk Analysis...........................................................................................................2
1.8. AM motivation....................................................................................................................2
2. PSC ASSESSMENT.....................................................................................................................3
2.1. Administrative requirememts...............................................................................................3
2.2. Beoordeling eisen opdrachtgever.........................................................................................3
2.3. Brief description solution design..........................................................................................3
2.4. Required products within TT portfolio...................................................................................3
2.5. Identification of required additional products actually not in TT portfolio................................3
2.6. Services to be externalized..................................................................................................3
2.7. Required resources for producing proposal...........................................................................3
2.8. Identification of project risks...............................................................................................3
3. C&P DIRECTOR RISK ASSESSMENT..........................................................................................4
4. MANAGEMENT DECISION.........................................................................................................5

SECTI E 2 - B I D PROCESSES ...........................................................................................................6

1. BID TEAM IDENTIFICATION.....................................................................................................7
2. BID PROCESS MILESTONES......................................................................................................8
2.1. Tender planning (site visit, info sessions, offer submission date etc)......................................8
2.2. Internal planning TT...........................................................................................................8
3. SOLUTION DESIGN...................................................................................................................9
3.1. Schematic diagram.............................................................................................................9
3.2. Brief description..................................................................................................................9
4. T&C, ADMINISTRATIVE REQUIREMENTS ASSESSMENT.........................................................10
4.1. T&C’s...............................................................................................................................10
4.2. Administrative requirements..............................................................................................10
5. PROOF OF CONCEPT / TESTOPSTELLING...............................................................................11
5.1. Requirements...................................................................................................................11
5.2. Activities, resources, planning............................................................................................11
6. VOICE SYSTEM ASSESSMENT.................................................................................................12
6.1. Summary of tender specifications.......................................................................................12
6.2. Proposed solution.............................................................................................................12
6.3. List of non-compliance......................................................................................................12
6.4. Issues, points of special attention......................................................................................12
7. CAMERA’S ASSESSMENT.........................................................................................................13

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V 2.1
 7.1. Omvang camerasysteem...................................................................................................13
7.2. Afbakening openbare plaats...............................................................................................13
7.3. Verlichting........................................................................................................................13
7.4. Summary of tender specifications.......................................................................................13
7.5. Eisen op live beeld of statisch beeld...................................................................................13
7.6. Proposed solution.............................................................................................................13
7.7. List of non-compliance......................................................................................................13
7.8. Issues, points of special attention......................................................................................13
8. CODEC’S AND ARCHIVE SYSTEM ASSESSMENT......................................................................14
8.1. Authenticatie....................................................................................................................14
8.2. Summary of tender specifications.......................................................................................14
8.3. Proposed solution.............................................................................................................14
8.4. List of non-compliance......................................................................................................14
8.5. Issues, points of special attention......................................................................................14
9. NETWORK ASSESSMENT.........................................................................................................15
9.1. Summary of tender specifications.......................................................................................15
9.2. Proposed solution.............................................................................................................15
9.3. List of non-compliance......................................................................................................15
9.4. Issues, points of special attention......................................................................................15
10. MANAGEMENT SYSTEM ASSESSMENT....................................................................................16
10.1. Summary of tender specifications.......................................................................................16
10.2. Proposed solution.............................................................................................................16
10.3. List of non-compliance......................................................................................................16
10.4. Issues, points of special attention......................................................................................16
11. TT SERVICES ASSESSMENT.....................................................................................................17
11.1. Summary of tender specifications.......................................................................................17
11.2. Proposed solution.............................................................................................................17
11.3. List of non-compliance......................................................................................................17
11.4. Issues, points of special attention......................................................................................17
12. SUBCONTRACTING ASSESSMENT...........................................................................................18
12.1. Summary of tender specifications.......................................................................................18
12.2. Proposed solution.............................................................................................................18
12.3. List of non-compliance......................................................................................................18
12.4. Issues, points of special attention......................................................................................18
13. SYSTEM INTEGRATION ASSESSMENT....................................................................................19
13.1. Summary of tender specifications.......................................................................................19
13.2. Proposed solution.............................................................................................................19
13.3. List of non-compliance......................................................................................................19
13.4. Issues, points of special attention......................................................................................19
14. EXTERNAL CONSULTANCY / SYSTEM ENGINEERING ASSESSMENT......................................20
14.1. Summary of tender specifications.......................................................................................20
14.2. Proposed solution.............................................................................................................20
14.3. List of non-compliance......................................................................................................20
14.4. Issues, points of special attention......................................................................................20
15. PM ASSESSMENT.....................................................................................................................21
15.1. Summary of tender specifications.......................................................................................21

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V 2.1
 15.2. Proposed solution.............................................................................................................21
15.3. List of non-compliance......................................................................................................21
15.4. Issues, points of special attention......................................................................................21
16. R&D ASSESSMENT..................................................................................................................22
16.1. Summary of tender specifications.......................................................................................22
16.2. Proposed solution.............................................................................................................22
16.3. List of non-compliance......................................................................................................22
16.4. Issues, points of special attention......................................................................................22
17. MISCELLANEOUS ACTION ITEMS...........................................................................................23
18. SUMMARY OF PROJECT RISKS & PROPOSED COUNTERMEASURES.......................................24
19. FILE LAY-OUT..........................................................................................................................25
20. TABLE OF CONTENTS OFFER...................................................................................................26
21. INTERNAL & EXTERNAL VALIDATION....................................................................................27

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V 2.1
 SECTIE 1 - LEAD ASSESSMENT
1. KAM ASSESSMENT

1.1. Customer and contact identification

Guidelines for filling in this entry :
- Full name and address of the awarding authority
- Contact person

Additional info when TT is subcontractor

- Full name and address of the main contractor
- Contact person with the main contractor

1.2. Tender documents

- Hyperlink to the tender documents

1.3. Brief project description

1.4. Scope of work TT

1.5. Deadline submission offer

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1.6. Expected project budget for TT

1.7. Tender Risk Analysis

1.8. AM motivation

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2. PSC ASSESSMENT

2.1. Administrative requirememts

Criteria Requirement Compliant Y/N

VCA
Insurance

2.2. Beoordeling eisen opdrachtgever

T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:
- Zijn de eisen van de opdrachtgever inzichtelijk?
- Uitingsvorm zal gestructureerd zijn; bijvoorbeeld als PvE

2.3. Brief description solution design

2.4. Required products within TT portfolio

2.5. Identification of required additional products actually not in TT portfolio

2.6. Services to be externalized

2.7. Required resources for producing proposal

2.8. Identification of project risks

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3. C&P DIRECTOR RISK ASSESSMENT

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4. MANAGEMENT DECISION

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 SECTIE 2 - BID PROCESSES

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1. BID TEAM IDENTIFICATION

Activity ID Resp.
Key Account Manager
Bid Leader
Solution design
T&C, tender administrative requirements
Voice system assessment
Codecs assessment
Camera’s assessment
Network assessment and design
Management system assessment
System integration assessment
TT services assessment
Subcontracting assessment
External consultancy/ systems engineering assessment
PM assessment
R&D assessment
Table of contents offer
Covers, prints-out’s, CD’s, copies, admin. documents

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2. BID PROCESS MILESTONES

2.1. Tender planning (site visit, info sessions, offer submission date etc)

2.2. Internal planning TT

Milestones ID resp. Target Status
date

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3. SOLUTION DESIGN

T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:

Detailontwerp van het systeem – projecteringsdeskundige
- Registratie producten
- Controle op specificatie (ingangscontrole)
- (technische) tekening camerasysteem / accorderen
- Overzichtstekening openbaar gebied met projectie camerasysteem + functie per camera
- Op tekening: gebied / zone per camera
- Op tekening: controlepunt per camera
Actieve afstemming / bevestigen ontwerp met opdrachtgever

3.1. Schematic diagram

3.2. Brief description

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4. T&C, ADMINISTRATIVE REQUIREMENTS ASSESSMENT

4.1. T&C’s

Criteria Requirement
Contracting mode
Validity of offer
Time-limit for completion
Frame contract Y/N
Payment conditions
Warranty requirements
Awarding criteria
Indexation/price revision
VCA certification requirement Y/N

4.2. Administrative requirements

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5. PROOF OF CONCEPT / TESTOPSTELLING

T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:

Test controlepunten m.b.v. Rotakin pop

5.1. Requirements

5.2. Activities, resources, planning

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6. VOICE SYSTEM ASSESSMENT

6.1. Summary of tender specifications

6.2. Proposed solution

6.3. List of non-compliance

6.4. Issues, points of special attention

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7. CAMERA’S ASSESSMENT

7.1. Omvang camerasysteem

T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:
- Ligt de omvang van het camerasysteem vast
- Eisen aan waarnemen, herkennen en identificeren. Is de objectgrootte vastgesteld conform NEN-EN-
50132-7 par 7.6 (Waarnemen 7.6 sub d (10%), Herkennen 7.6 sub b (50%), Identificeren 7.6 sub a
(120%))
- Hoe wordt de kwaliteit van het beeldmateriaal beoordeeld; (Rotakin pop; NEN-EN-50132-7 Annex
A)

7.2. Afbakening openbare plaats

T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:
- Is de openbare plaats afgebakend? Op een kaart het te dekken gebied afbakenen.

7.3. Verlichting
T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:
- Wat Is de uitgangssituatie van de verlichting? Op een kaart de verlichting ter plaatse noteren.
- Conformiteit met NPR 13201-1 aantonen

7.4. Summary of tender specifications

7.5. Eisen op live beeld of statisch beeld

T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:
- Eisen aan het camerasysteem - beelden per seconde. Zijn de specificaties bekend van de toe te
passen camera’s?
- in rust: minimaal 1 beeldwisseling per seconde
- in beweging: minimaal 5 beeldwisselingen per seconde

7.6. Proposed solution

7.7. List of non-compliance

7.8. Issues, points of special attention

T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:
- Zijn er specifieke omstandigheden?

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8. CODEC’S AND ARCHIVE SYSTEM ASSESSMENT

8.1. Authenticatie
T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:
Wordt voldaan aan de aan de eisen aan kwaliteit van opgeslagen beeldmateriaal:
- Geen middelen voor manipulatie van beeldmateriaal voor, tijdens of na opslag van beelden
- Opstelling apparatuur van opslag beeldmateriaal
- Vaststelling kwaliteit opgeslagen beeldmateriaal voldoet ook aan eisen gesteld in 7.1 Omvang
camerasysteem
- Schriftelijke communicatie opslagtermijn beeldmateriaal

8.2. Summary of tender specifications

8.3. Proposed solution

8.4. List of non-compliance

8.5. Issues, points of special attention

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9. NETWORK ASSESSMENT

T.b.v. Procescertificaat BRL Cameratoezicht Openbare Plaatsen:

- Eisen aan het transmissiesysteem – voldoende integer
- Hoe is de verbinding tussen camera en beeldscherm gerealiseerd (Vaste verbinding exclusief/ niet
vast met beveiliging)

9.1. Summary of tender specifications

9.2. Proposed solution

9.3. List of non-compliance

9.4. Issues, points of special attention

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10. MANAGEMENT SYSTEM ASSESSMENT

10.1. Summary of tender specifications

10.2. Proposed solution

10.3. List of non-compliance

10.4. Issues, points of special attention

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11. TT SERVICES ASSESSMENT

11.1. Summary of tender specifications

11.2. Proposed solution

11.3. List of non-compliance

11.4. Issues, points of special attention

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12. SUBCONTRACTING ASSESSMENT

12.1. Summary of tender specifications

12.2. Proposed solution

12.3. List of non-compliance

12.4. Issues, points of special attention

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13. SYSTEM INTEGRATION ASSESSMENT

13.1. Summary of tender specifications

13.2. Proposed solution

13.3. List of non-compliance

13.4. Issues, points of special attention

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14. EXTERNAL CONSULTANCY / SYSTEM ENGINEERING ASSESSMENT

14.1. Summary of tender specifications

14.2. Proposed solution

14.3. List of non-compliance

14.4. Issues, points of special attention

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15. PM ASSESSMENT

15.1. Summary of tender specifications

15.2. Proposed solution

15.3. List of non-compliance

15.4. Issues, points of special attention

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16. R&D ASSESSMENT

16.1. Summary of tender specifications

16.2. Proposed solution

16.3. List of non-compliance

16.4. Issues, points of special attention

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17. MISCELLANEOUS ACTION ITEMS

Action item ID resp. Deadline status

Signature delegation from FLO to AM Sales Ass.

Cover publisher Sales Ass.

Envelope sticker Sales Ass.

Inschrijvingsbiljet/formulaire offre Sales Ass.

Administrative documents/attests Sales Ass.

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18. SUMMARY OF PROJECT RISKS & PROPOSED COUNTERMEASURES

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19. FILE LAY-OUT

Time-limit for receipt of tenders

Coverpage binder proposal

Numbre of copies

Address submission offer

Info envelope cover sticker

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20. TABLE OF CONTENTS OFFER

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21. INTERNAL & EXTERNAL VALIDATION

Vendor x Resp. Deadline Status

Certified Vendor Y/N (1)
Send equipment inventory and design
Negotiate Project discount
Design validation / compliance with specs
Duration validity of offer
Compliance with tender warranty
requirements
After warranty support conditions
Special Commitments
Back-to-back Agreement Y/N? (2)
Subcontractor Resp. Status
Offer compliant to Tender requirements :
administrative (VCA certification) +
technical + commercial ?
Back-to-back Agreement required Y/N? (2)

Internal validation Resp. Status

Solution design
P&L
Final check

(1) Info available via QMS Portal

(2) Template available via QMS Portal

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