QUALITY OF SERVICE FUND (QSF) Project Application Form Cover sheet Project title: Improvement of mail security through the installation of a CCTV surveillance system Type of project: global regional joint national Postal administration: Correos de Alción __________________________________________________________ UPU/Restricted Union: __________________________________________________________________________ Global/Regional/National Coordinator: Aldehído Aleuta ___________________________________________ Address: Calle Alepo, 5 11111 Aleurona Alción _________________________________________________________________________________ Telephone: (111) 100 000 _________________________ Fax: (111) 100 001 ____________________________ E-mail: email@example.com____________________________________________________________ This project proposal applies to the following: QSF field 1 Security Support in the preparation of the project proposal 2 Sta mp of th e Sttamp off tthe S amp o he QSF budget (in USD) 128,975.00 posta posttalll pos a adm n s tr ati on admiiiniiisttrattion adm n s ra on Total budget (in USD) 141,205.00 Duration of the project as planned (in months) 8 Place: Aleurona ______________________________ Date: Day Month Year _________________________ Postmaster/Director General Global/Regional/National Coordinator Name: Estoraque Austro _____________________ Name: Aldehído Aleuta _________________________ Signature: (Signed) __________________________ Signature: (Signed) _____________________________ ATTENTION: The information contained in this model including number and prices of equipment is only an example. Please adapt this model to your situation and real needs of your project. ____________ 1 Only one field should be included (see Project Management Manuel (PMM) art. 3.2). 2 Please indicate whether the International Bureau/Regional Adviser/Restricted Union has helped in preparing this project proposal. 2 1 AIM, OBJECTIVES AND EXPECTED RESULTS Aims, objectives and expected results Improve security of international mail item by installing a modern CCTV system at the office of exchange. The project should achieve the following: - monitoring and/or observation of the various mail processing activities within the OE; - preventing the incidence of mail losses, pilferage and/or theft during processing. Related projects According to its QDP, and following implementation of the current project, Correos de Alción intends to further reorganise/modernize the operations in the OE. Quality indicators Proposed Current level Levels Objectives Monitoring Quality of performance of performance to be met methods of service for each of these targeted by the following envisaged indicators indicators on completion dates of the project 1,200 cases of Reduce cases of Within 1 year after Institute reporting pilferage and loss pilferage and loss the completion of system for Security of mail of mail/year of mail by 80% the project registered mail handled by various working areas In average, 1,000 Reduce by 80% the Within 1 year after Monitor monthly USD/year for annual the completion of indemnity Indemnities paid cases of loss and indemnities paid the project payments pilferage of mail 3 2 CURRENT SITUATION (see PMM art. 7.6) From 2003 to 2005, the volume of mail handled and/or processed at the OE was 1.4 billion pieces or an annual average of 478.8 million pieces. Of the volume, 98.7% were processed by the Mail Processing Office, which processes domestic and international letters and parcels. Therefore, officials and supervisors working at the Office of Exchange have their hands full in ensuring the steady and efficient flow of work and security of mail takes second priority. At present, the OE has an outdated CCTV system, of which only 8 cameras are working (out of 25). The working cameras are manually focused to fixed locations because the matrix switcher controlling their motion is no longer functioning. Also, the video from the 6 monitors of the existing system is blurred; the captured video of the working cameras cannot be recorded as the recording equipment of the existing system is also not functioning. Correos de Alción therefore needs a new CCTV system to cover all the vital areas within the OE. 3 METHODOLOGY (see PMM art. 7.7) Description of the approach Prior to the drafting and presentation of the project proposal, Correos de Alción conducted an evaluation of security concerns to determine the possible projects under its security plan. While drafting the project application, Correos de Alción took into consideration several factors such as the availability of CCTV equipment in its national territory (including availability of technicians and spare parts), prevailing market price of the equipment, cost of installation, after sales maintenance, fluctuation of the foreign exchange rate and availability of funds to be provided by the operator. The acquisition of the system and equipment will be done through an open bidding procedure. Compliance with the terms and conditions of the contract with winning bidder(s) shall be strictly monitored. Before acceptance of the project components, the operator’s Internal Audit Service will review the implementation of the project, with focus on compliance of the winning bidder(s) with the terms and conditions of the contract. A uniform guideline for the management and operation of the new CCTV system will be drafted and prescribed to the OE. Also, monitoring tools and methods shall be devised to measure the effectiveness of the CCTV system. Together with the installation of the CCTV system, Correos de Alción will renew the OE control room. The CCTV room will be located at the OE and the monitoring of the cameras and video will be under the responsibility of the staff responsible for the OE security. 4 Description of tasks and work plan (if necessary add the project schedule as an attachment) It is planned to implement the project in 6 months, as follows: - Launch tender procedure and choice of provider(s) (months 1-2); - Purchase of the equipment and materials (month 3); - CCTV system installation, renovation of the OE control room (months 3-4); - Training (month 5); - Testing (months 5-6); - Full production (month 6). Description of project control (see PMM art. 7.7) The following control methods will be applied: review of documents and contracts, compliance with prescribed accounting and auditing regulations in the disbursement of funds, routine and surprise inspection on the progress of the project components to ensure the compliance of the contractor(s) with the terms and conditions and the contract. Regarding training, Correos de Alción will make sure to perform pre- and post-evaluation testing of the participants, and require certification from the contractor of the attendance of the personnel of the OE. Once the project is implemented, the operator will perform a post-implementation review and measure its results. Project organization (if necessary add the organisation chart as an attachment) The project will be implemented by a team composed of 8 members, under the leadership of a project manager who will be in charge of planning, managing and monitoring the project. The other members of the team will include an assistant project manager, a representative from the operations department, an Inspector from the Security Service, a representative from the OE, a representative from the procurement department. The project team will have the support of administrative staff to ensure all administrative components. 5 4 FINANCIAL PROPOSAL (see PMM art. 7.8) 4.1 Overall project funding A. Cost summary No. Cost element Amount (in USD) 1 Labour 4,230.00 2 Allowances 3 Travel costs 4 Office & Communication 5 Services 34,800.00 6 Equipment 94,175.00 7 Training 8 Others 8,000.00 Total 141,205.00 B. Sources of funding No. Source Amount (in USD) 1 QSF 128,975.00 2 Own resources 12,230.00 3 Others Total 141,205.00 C. Cost breakdown C.1 Labour No. Function (specify function) Man/Month M/M rate Total Source (M/M) (in USD) (in USD) 1.1 Project Manager 3 345.00 1,035.00 A 1.2 Assistant Project Manager 3 345.00 1,035.00 A 1.3 Team member (operations) 1 345.00 345.00 A 1.4 Team member (security) 1 345.00 345.00 A 1.5 Team member (procurement) 1 345.00 345.00 A 1.6 Team member (OE) 1 345.00 345.00 A 1.7 Team members (2 support staff) 4 195.00 780.00 A Carry over to A.1 4,230.00 6 C.2 Allowances (Daily Subsistence Allowance (DSA), etc.) No. Function (specify function) Number of DSA/Day Total Source days (in USD) (in USD) 2.1 2.2 2.3 2.4 2.5 Carry over to A.2 C.3 Travel costs No. Function (specify function) Nature of travel Total Source (in USD) 3.1 3.2 3.3 3.4 3.5 Carry over to A.3 C.4 Office & Communication No. Cost element Total Source (in USD) 4.1 4.2 4.3 4.4 4.5 Carry over to A.4 C.5 Services No. Cost element Total Source (in USD) 5.1 Consulting company: – consulting fees (installation of equipment in the OE) 34,800.00 B – allowances – travel costs 5.2 Carry over to A.5 34,800.00 7 C.6 Equipment No. Item (specify the equipment) Units Price per unit Total Source (in USD) (in USD) 6.1 Colour speed dome camera 23x 21 2,300.00 48,300.00 B optical zoom, zoom speed 2.9 sec/5.8 sec, 360o pan rotation 6.2 1/3 colour dome camera 6 160.00 960.00 B w/2.9mm lens 6.3 ¼ CCD DSP colour camera w/ 9 240.00 2,160.00 B 3.6mm fixed iris lens 6.4 16-channel digital video 3 7,500.00 22,500.00 B recording (DVR) system w/ 480GB hard disk, DVD writer, monitor, modem, keyboard, mouse, including software capable of pre-motion and pre- alarm recording, w/dome programming capability, includes remote PC, web, multiple display for live viewing and playback while recording 6.5 16-channel multiplexer 3 890.00 2,670.00 B w/programmable motion detection and multi-windows display for colour camera 6.6 Speed dome controller 1 530.00 530.00 B 6.7 Speed dome control keyboard, 3 710.00 2,130.00 B maximum linking capability – 17 devices 6.8 20” colour video monitor 4 720.00 2,880.00 B 6.9 Uninterrupted power supply 3 280.00 840.00 B (UPS) 10-15 minutes back-up 6.10 Speed dome converter for DVR 2 170.00 340.00 B controller 6.11 12V power adaptor 15 17.00 255.00 B 6.12 Camera housing and pendant 21 420.00 8,820.00 B 6.13 CCTV console 1 1,790.00 1,790.00 B Carry over to A.6 94,175.00 8 C.7 Training No. Cost element (specify the training course) Total Source (in USD) 7.1 (included in the provider’s contract) 7.2 7.3 7.4 7.5 Carry over to A.7 C.8 Others No. Cost element (specify the cost element) Total Source (in USD) 8.1 Renovation of CCTV control room 3,000.00 A 8.2 Provision for foreign exchange escalation / any other 5,000.00 A expenses 8.3 8.4 8.5 Carry over to A.8 8,000.00 D. Procedures for fund disbursement If your project provides for equipment procurement, do you want all or part of this procurement to be done by the United Nations Development Programme (UNDP)? YES NO If yes, specify which items should be procured 9 4.2 Follow-up costs (see PMM art. 7.8.2) 3 No. Project activity Estimated follow-up costs (per sub-activity) (describe and quantify in USD) 1 Periodic review of installed CCTV system 860.00 / year 2 System maintenance (after warranty and as the 2,500.00 / year need arises) (Correos de Alción commits to bear these costs) 4.3 Post-project evaluation (see PMM art. 18) N/A 4.4 Project budget plan: amounts given in USD (see PMM art. 7.8.3) 4 Labour Allowances Travel Office & Services Equipment Training Others TOTAL costs communi- cation Month 1 Month 2 Month 3 Month 4 11,600 31,392 42,992 Month 5 11,600 31,391 42,991 Month 6 11,600 31,391 42,991 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 and more 128,975 TOTAL 34,800 94,175 ____________ 3 Follow-up costs are to be borne by the postal administration. 4 Includes QSF-funded cost elements only. 10 5 STAFF The project team will consist of 6 persons. The following functions are required: No. Function Own Staff to be recruited from CV attached staff Other postal Consulting UPU administration company 1 Project Manager x 2 Assistant Project Manager x 3 Operations expert x 4 Security expert x 5 Procurement staff x 6 OE representative x 7 Secretariat (2 persons) x 6 RISK ASSESSMENT 5 Risk category Risk Control action Staff Defiance of the guidelines in the Orientation of staff to the benefits of the management and operation of CCTV system system Finance Unstable foreign exchange Provision for price escalation in the cost estimate (under own budget) Mismanagement Institute controls in the disbursement of funds; compliance with government accounting and auditing regulations Management Change of PMG and Board of Directors Orientation of new PMG and/or BOD to (BOD) the project; furnish new PMG and/or BOD documentation of the project Political ____________ 5 Postal administrations are requested to consider any risk that may impact the successful execution of the proposed project.