Request For Information (RFI)

For a

Spectrum Management & Monitoring System (SMMS)

Table of Contents

1 Introduction ................................................................................................................................................................. 3 1.1 About Iraq CMC ....................................................................................................................... 3 1.2 The Iraq CMC Objectives ........................................................................................................ 3 1.3 RFI Process ............................................................................................................................. 4

2 Technical ...................................................................................................................................................................... 8 2.1 SMMS Overview ..................................................................................................................... 8 2.2 Spectrum Management ......................................................................................................... 10 2.3 Spectrum Monitoring .............................................................................................................. 13 2.4 Interfaces between Spectrum Management & Spectrum Monitoring Systems ................. 14

3 Delivery & Support .................................................................................................................................................. 15 4 Legal

4.1 Indicative Contract Terms for the RFP ................................................................................. 15 4.2 Involvement of Third Parties.................................................................................................. 16

1 Introduction

1.1 About Iraq CMC

The Iraq Communications and Media Commission, hereafter referred to as CMC, is the National Regulatory

Authority (NRA) for the Republic of Iraq. It is the body responsible for the regulation of the electronic

communications industry and markets within Iraq.

The CMC project team is supported by Ernst & Young and InterConnect Communication in this RFI process.

1.2 The Iraq CMC Objectives

At the highest level, CMC objective is:

“The development of a system for allocating a finite resource (the radio spectrum) by appropriate means to

users who value the spectrum and who will offer services to others for the security and the economic and

social benefit of the nation-state of Iraq”

This Request for Information relates to CMC’s intention to deploy a national Spectrum Management &

Monitoring System (SMMS) in Iraq. This SMMS is budgeted by the Government of Iraq.

With reference to Figure 1, there are 18 provinces in Iraq with 10 largest cities accounting for around 68% of

population. CMC will manage the spectrum in the whole of Iraq and will monitor the use of spectrum in the

areas to be identified.

Figure 1: Iraq provinces and largest cities

1.3 RFI Process

Purpose of this RFI

CMC will evaluate responses from potential bidders for the provision of an SMMS system as described at a

high level in this RFI to support their key objectives described in sub-section 1.2. Through this RFI process,

CMC aims:

I. To understand Suppliers’ technical solutions, offerings and value added features and services

including training, support and maintenance;

II. To understand the benefits and disadvantages of each Supplier’s offering;

III. To come to a shortlist of Suppliers who will be invited to make a proposal for the SMMS system

through a comprehensive request for proposal (RFP) process to be released shortly after the RFI

process..

CMC may arrange meetings with Suppliers after responses are received to ensure that CMC understands

the proposed solutions and provide an opportunity for CMC and the Supplier to clarify any outstanding

points.

CMC aims to have an open, constructive business relationship with selected suppliers to understand the

possible lifecycles of the to-be-deployed SMMS and evolution. In particular, CMC would like to understand

options to deploy the system in phases, evolving capabilities and coverage smoothly over time.

Timeline of this RFI

CMC aims to conclude the RFI phase of procurement by the 8th July 2013. The various activities and

associated dates are as follows.

No Event Required by

1 RFI released to Supplier Close of Play (COP) 22 May

2013

2 Supplier to confirm intention to submit a response by e-mail to the Primary Contact

COP 29 May 2013

3 Supplier questions – Supplier may submit any questions by e-mail to the Primary Contact

COP 7 June 2013

4 Response to Supplier questions – CMC will provide a response to all Supplier questions

COP 11 June 2013

6 Submission of responses – All responses must be received by 3 pm Iraq time on this date to be considered valid

18 June 2013

7 Suppliers’ presentations – CMC may require Supplier to present their responses to the project team. If needed, the location and/or method of these presentations will be decided later.

Week commencing 1 July 2013

8 CMC evaluation: Supplier will be notified if they have

been successful (shortlisted) for the next phase 8 July 2013

Table 1

Suppliers’ attention is directed to the various dates. In particular, Suppliers should note that CMC will not

consider responses to this RFI received after 3 pm Iraq time 18 June 2013.

Structure of this RFI

There are two major areas that Suppliers are requested to provide information on:

I. Technical Information:

a. Technical aspects of core and optional hardware & software features of the systems

described in Section 2;

b. Delivery & Support: Includes the delivery mechanism and follow on support based on

requirements provided in Section 3.

II. Financial information : shall contain the financial qualifications of the firm to participate in such

projects such as:

a. Financial capacity of the company

b. The last three audited financial reports

c. The detailed overview of the company such as structure and ISO certification.

Suppliers should also note Section 4:“Legal” and provide responses accordingly, where applicable.

RFI Responses Condition

Suppliers should note that a response to this RFP does not commit CMC to any course of action resulting

from its receipt and that it may, at its discretion:

Reject any or all responses without reason;

Reject any response which does not conform to the instructions and specifications expressed;

Shortlist Suppliers based upon its own set of criteria; CMC is not bound to disclose the details of such

criteria and may at any time alter its criteria;

Terminate this RFI.

RFI Responses Guidelines

CMC requests responses as follows:

1) High level design for the SMMS solution proposed (see Section 2)..

2) Description of the proposed SMMS solution architecture to include hardware and software, operation

management including tools and reporting features, security management, standardized internal and

external interfaces, any proprietary interfaces, interfaces between spectrum management and

spectrum monitoring systems, scalability of each element, and resilience and reliability.

3) High level product roadmap to include planned future hardware and software features and

differentiation from competition.

4) Support and services available such as deployment, integration, system development and support,

maintenance, configuration and other services which the Supplier believes could add value.

5) Relevant experience, reference customers, test beds, pilot systems where spectrum management or

spectrum monitoring systems have been deployed.

6) Details of any project management services that can be provided to CMC to ensure successful

implementation and evolution.

7) The capability of supplier to support the deployment of its SMMS solution and follow- support and

maintenance in Iraq.

8) Assumptions should be detailed in the response at the end of the section within which they occur.

The Supplier is encouraged to seek clarifications before proceeding on the basis of an assumption.

9) For the RFP CMC encourages consortia with the main contractor (prime supplier) identified in the

response to this RFI..

10) In a consortium, the prime Supplier may provide more than one proposal with different Suppliers.

Responses should be in PowerPoint 1997/2003 format and comprise no more than 50 slides. In the event

that CMC requires a Supplier’s presentation, the responses will form the basis of that follow up presentation

(see Table 1). The Supplier shall highlight its capability and its offerings in the slides and not in attachments.

All responses will be held in strict confidence and shall not be shared with other Suppliers or organizations.

Primary Point of Contact

Communications and Media Commission (CMC) / Governmental Contracting Department

Baghdad / Al- Masbah / Hay Babel, District 929, Street 32, Building 18

E-mail: c.contracts@cmc.iq

www.cmc.iq

Questions & Answers Regarding this RFI

Suppliers should ask any questions in writing to the primary point of contact by the dates shown in Table 1.

Responses to questions will be obtained from the CMC team members and responses given will be

circulated to all Suppliers who have received the RFI.

Outcome

Upon completion of the review process CMC will update the outcome to Suppliers who have submitted

responses.CMC is under no obligation to request a formal proposal or to enter into an agreement with any

company submitting a response to this RFI. CMC may select a multi-Supplier solution to satisfy any eventual

requirements.

Evaluation Criteria

CMC may review each response using the following criteria:

Solutions proposed, evolution flexibility, range of products and services;

Supplier’s delivery and support capabilities;

Supplier’s capability, experience and proven track record;

Supplier’s delivery performance including consistent right first time on-time delivery;

Supplier’s financial and operational stability.

2 Technical

2.1 SMMS Overview

CMC is interested in evaluating various options. Based on functionality and commercial offerings CMC will

formulate an appropriate procurement strategy for Iraq in order to fulfil short and long term objectives of

enhanced economic and social wellbeing and compliance with international obligations. Figure 2 shows a

block diagram of components in a typical integrated spectrum management and monitoring system that CMC

may seek to deploy (As included in Recommendation ITU-R SM.1537).

Figure 2: Example of a Typical Spectrum Management and monitoring high level functional diagram

(as included in Recommendation ITU-R SM. 1537)

Whilst Figure 2 is a typical solution, CMC is open to any solutions that meet its objectives. CMC does not

wish to dictate a solution.

Figure 3 depicts a high level functional diagram of a typical SMMS. Typically spectrum management and

spectrum monitoring are separate systems joined by way of an interface across which information passes.

However, since the project is at its specification stage, detailed requirements are being evolved. As such

Suppliers are requested, based on technical guidelines described in this RFI, to put forward solutions for

three scenarios ranging from basic to comprehensive SMMS with an evolution path between the three It is

for the Supplier, based on its solution, to optimize the evolution path by stating product supply, staff

competency required, and time span. Suppliers are requested to provide diagrams for the three scenarios in

respective sections (sub-sections 2.2 and 0). Suppliers will not be rejected or excluded from this RFI or from

the subsequent RFP process, if only one solution is proposed.

Figure 3: Spectrum Management and monitoring high level functional diagram

Whilst Figure 3 is a typical solution, CMC is open to any solutions that meet its objectives. CMC does not

wish to dictate a solution.

2.2 Spectrum Management

The CMC’s intention in procuring a spectrum management system (SMS) is to acquire the capability to

perform a variety of electromagnetic compatibility calculations, handle different scheduled administrative

procedures and store the records of all national spectrum users in an electronic data base. The capabilities

required include:

Engineering tools;

Issuing licenses;

Notifying internal and external bodies about frequency assignments;

Providing periodic management reports;

Interference management;

Supporting coordination with other administrations;

Charging for frequency usage.

In addition, the SMS facility is required to be connected to a spectrum monitoring system (see sub-section

2.3 and 2.4). The spectrum monitoring system will be used to carry out all type of monitoring missions,

including identification of unauthorized spectrum use and resolve cases of (harmful) interference.

Figure 4 depicts an intermediate level functional diagram of the spectrum management sub-system that

maybe adopted by CMC; Suppliers are requested to provide similar diagrams for three scenarios including

core components, any additional sub-level functionality, and additional optional elements proposed for

increased level of functionality, operational flexibility and enhanced level of performance. Suppliers may add

additional elements, as they see necessary.

In Figure 4, the interface between spectrum management system and spectrum monitoring system is shown

within the boundary of the spectrum management system; this is for illustration only.

III. Figure 4: Spectrum Management System high level diagram

Suppliers are requested to provide information on the following:

I. Architecture: Describe, through a suitable diagram, the role and breakdown of each sub-system

including the items listed in the following paragraphs;

II. Internal Interfaces: This refers to internal interfaces within the spectrum management sub-systems,

e.g. interface from engineering function to administrative function. Information should be provided

about the degree of integration of various modules;

III. External interfaces:

a. With external databases/standards bodies, e.g. to ITU, other SMMS, and foreign regulators;

b. With external users, e.g. license applicants, licensees submitting complaints and vendors;

c. Details on integration aspects and related requirements for a. and b. above.

IV. Hardware specifications including:

a. Processing power, memory figures, physical limitations, space, and power requirements;

b. Reliability & availability figures;

c. Backup systems;

d. Roadmap and products life cycle.

V. Software specifications including:

a. Core and optional features descriptions;

b. Development roadmap.

VI. Operations support system

a. Financial tools;

b. Statistics and reporting tools for each sub-system;

c. Planning tools including specifications of the types e.g. microwave link modelling, range of

frequencies covered and propagation algorithms used;

d. Users interfaces;

e. Configuration management for “spectrum management modules” and “spectrum monitoring

modules”;

f. Fault management for “spectrum management modules” and “spectrum monitoring modules”.

2.3 Spectrum Monitoring

Figure 5 depicts an intermediate level functional diagram of the spectrum monitoring sub-system that maybe

adopted by CMC. Any specifications implied are for guidelines only; CMC is open to any solutions that meet

its objectives. Suppliers are requested to provide similar diagrams for three scenarios including core

components, any additional sub-level functionality, and additional optional elements proposed for increased

level of functionality, operational flexibility and enhanced level of performance. Suppliers may add additional

equipment as they see necessary.

Figure 5: Spectrum Monitoring System high level diagram

2.4 Interfaces between Spectrum Management & Spectrum Monitoring Systems

As implied by the above diagrams, separate spectrum management and spectrum monitoring solutions are

assumed. Typically spectrum management system users can command spectrum monitoring assets and

spectrum monitoring staff can query spectrum management information.

Given this, Suppliers are requested to provide information on how the interface and communication between

the spectrum management and spectrum monitoring solutions is realized and provide information on its

characteristics.

Spectrum monitoring systems are typically dispersed in order to cover the required geography. Suppliers are

requested to provide information on how communication within the monitoring network is provided and hence

the form of the bearers needed between assets.

Suppliers are requested also to provide information on integration of modules and requirements of interfaces

required between the spectrum management and spectrum monitoring systems and its sub-systems.

3 Delivery & Support

Suppliers are requested to put forward proposals on system delivery:

A high level/typical project plan/milestones for the three scenarios;

Reliance on third parties;

Phased delivery and evolution;

Deployment risks;

Support infrastructure during deployment phase, system evolution and maintenance;

Test, installation and commissioning;

Reference system/test bed;

Professional services offered including the migration of existing disparate data sets.

4 Legal

4.1 Indicative Contract Terms for the RFP

Suppliers should assume that the following terms and conditions will apply:

The project will comprise one or more phases with payment milestones;

Performance will be determined by acceptance testing and other quantitative performance measures;

Payments will be conditional upon performance;

A performance bond will be required;

The contract will be made and determined under the laws of Iraq;

International firms may bid direct to CMC;

The successful Supplier will need to register a local company in Iraq though this need will only occur

after contract award;

Local support is required;

The goods and services supplied will be fit for purpose, procured against a specification.

Supplier should indicate any specific terms & conditions associated with their proposed solutions.

4.2 Involvement of Third Parties

Suppliers should identify areas where it is considered that third parties (including sub-contractors) may be

required to provide services and/or required during the deployment and commissioning phase. Suppliers

should identify all such third parties in their responses along with details of the proposed 3rd party’s

involvement. CMC recognizes that at this point companies who may provide goods and services may not be

identifiable. In this case, a description of the services and nature of the likely supplier will be sufficient.