REQUEST FOR PROPOSAL · 2020-02-19 · REQUEST FOR PROPOSAL ... proposal and hard copy of financial proposal shall be received on the postal addres s given below. The closing date

13.| T e n d e r D o c u m e n t / H i r i n g o f C o n s u l t a n c y F i r m

REQUEST FOR PROPOSAL

NATIONAL HIGHWAY AUTHORITY

“Hiring of Valuers Firm For Revaluation of

Moveable and Immoveable Assets of the

National Highway Authority (NHA)”

Submission Date for Sealed Bids: 11:00 HRS on 12th March 2020, Thursday.

General Manager (Finance)

NHA, 28-Mauve Area, G -9/1, Islamabad,

Pakistan.

Phone: 051 - 9032606

NATIONAL HIGHWAYS AUTHORITY

1 |T e n d e r D o c u m e n t / H i r i n g o f V a l u e r F i r m

Table of Contents

Serial No. Particulars Page #

1. Background 02

2. Invitation to bids 02

3. Instruction to bidders 02

4. Conditions for eligibility 02

5. Scope of Service 03

6. Source of Information and Co-Ordination 03

7. Responsibilities of the Consultants 03

8. Deliverables 03

9. Work Plan and Reports 04

10. Verification of Work and Payment 04

11. Guidelines 04

12. Technical Proposal Evaluation Criteria Weightage 05

13. Financial Proposal Weightage 05

14. Declaration 06

15. Submission of Bids (Technical and Financial Proposal) 07

Annexures:

- Organization Information “Annex – A” - Eligibility Response Checklist “Annex – B” - Relevant Experience “Annex – C” - Key Management Staff Information “Annex – D” - Technical Evaluation Criteria “Annex – E” - Document Checklist before Submission “Annex – F” - Financial Proposal “Annex – G”



Background National Highways Authority (the "Authority") is a statutory body corporate established under section 3 of the National Highway Authority Act, 1991 (the "NHA Act"). In terms of section 4 of the NHA Act, the purpose and function of the Employer is to plan, promote, organize and implement programs for construction, development, operation, repair and maintenance of the national highways and strategic roads specially entrusted to it by the Federal Government, Provincial Governments and other authorities. Further, the Employer in terms of section 10 (2) (vii) of the NHA Act is fully empowered to seek and obtain advice and assistance for the preparation and execution of any plan, program or project.

Invitation to bids NHA invites sealed bids / proposals for the hiring of Valuer firms for revaluation of its moveable and immoveable assets since inception.

Instruction to Bidders The Proposal will comprise of single package containing two separate sealed envelopes. One envelop will contain the “Financial Proposal” and the second envelop will contain the “Technical Proposal”. Proposals under the “Single Stage Two Envelop Procedure" shall reach to this office at 11:00 HRS on 12th March 2020and will be opened on the same day at 11:30 HRS. First Technical proposals will be opened at NHA HQs in the presence of prospective bidders. Only technically qualified firms will be informed of the date of opening of financial bids. The Technical proposals with loose papers will not be accepted. The Pages included in proposal should be numbered accordingly otherwise the proposal will be considered non-responsive. The financial proposal must clearly have showed that amount of professional fee is inclusive of all applicable taxes in Pakistan. The amount of Out of Pocket expenses will be maximum of 20% of Professional fee on actual basis in all professional assignments. The interested firms should separately have mentioned the out of pocket expenses along the Professional fee otherwise it will be considered that out of pocket expenses are 20% of assignment fees. Pre-Bid meeting will be conducted in Member (Finance) office at 02:30 HRS on 5th March

2020, Thursday for any query/clarifications, if any, from the prospective bidder.

The scope of activities set the basis of technical approach to be adopted by the firms. The

firms who will get highest marks in combined evaluation will be offered contract in

accordance with the terms of the reference.

Conditions for eligibility The successful firm, fulfilling the following criteria, will be considered as eligible firm for the bidding process of Consultancy services; The firm should be on the Panel of State bank and Pakistan Bank Association with no

limit.

A certificate / affidavit indicating that the firm is not blacklisted by any Government Autonomous

Body.

Must have valid NTN.

Copy of Partnership deed.

Must submit last three year professionaled accounts in accordance with applicable accounting

standards and professionaling standards.

Must submit last three years return of the firm.

Kindly fill the following necessary annexures required for the above qualification criteria and attach the

supporting documentary evidences as mentioned in each annexure;

Annex – A: Organization Information

Annex – B: Eligibility Response Checklist

Annex – C: Relevant Experience of the Organisation

Annex – D: Key Management Staff of Firm



And also sign the declaration form at the end of document and attach with your other documents.

Scope of Service The firm shall provide the following services: Revaluation of Fixed Assets of NHA situated in the provinces of Punjab, Baluchistan, KPK, Sindh and Northern Areas on the basis of fixed assets listings provided by the Consultants hired for that purpose of complete listing of assets given bellow.

1. Freehold land 2. Roads on freehold land 3. Bridges on freehold land 4. Building on freehold land 5. Plant and machinery 6. Furniture and fixtures 7. Office equipment 8. Library books 9. Computers 10. Electric and gas installation 11. Telecommunication installation 12. Drawing, survey and testing equipment 13. Vehicles

Note: Complete backup record for each deliverables, including basis of revaluation, methodology and sources to be provided to NHA. The valuator shall extend assistance in incorporation of the revalued amounts into NHA's books of accounts.

The Client will arrange to provide to the Consultant:

- Necessary assistance from Finance, Administration and all other related wings of Head Offices, Project offices as well as Regional Offices for purposes of the availability of records as per request by the Consultant.

- Detailed listings of all the fixed assets along with their locations, records/documents at head office level will also be provided as per request.

Source of Information and Coordination

The listing of all the Immoveable and moveable Assets to be revalued will be provided by the

Consultants to be engaged for the exercise.

The coordination at different locations will be managed by the following:

Projects Source Coordination Required

Land E.A.L.S. Wing GM (Land)/Director Land

Road Project Office PD/Acc sec /DD Maintenance/GM (Concerned)

Bridges Project Office PD/Acc sec/GM (Concerned

Buildings Regional Office Administration/PD/Acct.sec/GM (Concerned)

Movable Assets Admn Wing Store Section of HQ/ Admn of Regional offices

Overall Fixed

assets Register

Admin asset

management

section , Book

keeping section

Store Section of HQ/ Admin of Regional offices

and Book keeping section for reconciliation of

physically verified assets with financial

statements

Responsibilities of the Consultant The Consultant is responsible for:

- Overall conduct and accountability for the assignment; - Guidance throughout all phases of execution; - Approval of all deliverables; and, - Co-ordination with stakeholders during internal review process.



- Conducting the Revaluation under the supervision of General Manager (Finance); - The day-to-day management of operations; - Regular progress reporting to steering committee; - The development of results; and, - The production of deliverables in accordance with contractual requirements.

Deliverables shall be as follows: The firm shall deliver the category wise complete revaluation of the following assets categories of NHA situated in the provinces of Punjab, Baluchistan, KPK, Sindh and Northern Areas on the basis of fixed assets listings provided by the Consultants as on June 30, 2019.

1. Freehold land 2. Roads on freehold land 3. Bridges on freehold land 4. Building on freehold land 5. Plant and machinery 6. Furniture and fixtures 7. Office equipment 8. Library books 9. Computers 10. Electric and gas installation 11. Telecommunication installation 12. Drawing, survey and testing equipment 13. Vehicles 14. Project wise complete record and supporting of each revalued category of assets

mentioned from serial no.1 to serial no.13 which includes all necessary documents and basis used for revaluation purpose.

Note: Complete backup record for each deliverables, including basis of revaluation, methodology and sources to be provided to NHA.

Work Plan and Reports: The successful bidder shall provide a work plan with timelines for completion of assignment within 10 days of issuance of work order or signing of contract (whichever is earlier). Work will commence one day following the date of approval of the work plan.

Verification of Work and Payment: Verification of Work: The firm shall complete the work within five (05) months from the date of award of contract. Payment: The fee is payable to the consultant in the manner, at the time and upon submission of each deliverable as mentioned below

Sr Milestone Draft Report Signed Report Amount

Professional Fee

Out of Pocket Expenses

1. 75% 25% As Quoted in the financial proposal

2. 75% 25%

3. 75% 25%



Guidelines Only those applicants fulfilling the eligibility criteria may apply. The financial proposal of

technically qualified firms will be opened for further evaluation.

All documents and information received by NHA from applicants will be treated in strictest

confidence.

Documents submitted to NHA will not be returned.

All expenses related to participation in this tender document shall be borne by the applicants.

Documents shall be submitted in a separate sealed envelopes marked as “TECHNICAL

PROPOSAL” and “FINANCIAL PROPOSAL” as hard copy in a sealed envelope for

‘Consultancy/Chartered Accountant Firm. The envelope containing hard copy of technical

proposal and hard copy of financial proposal shall be received on the postal address given

below.

The closing date and time for receipt of technical proposal and financial proposal is at 11:00

HRS on 12th March 2020, Thursday and will be publically opened on same day 11:30 HRS in

the NHA-HQ Islamabad, in the presence of the interested Consulting/Chartered Accountant

firms or their representatives who may wish to attend.

Technical and financial proposals received thereafter will not be accepted.

NHA reserves the right to request submission of additional information from applicants in order

to clarify/ further understand aspects of technical proposal, if required.

NHA reserves the right to verify any information provided by the applicants.

Questions about this technical proposal can be made only in writing: a letter or an e-mail and

must be asked by or before the closing of the bid submission date.

For any additional services, as approved by NHA, outside the scope of the services as laid down

in RFP; if in the opinion of the NHA, it is necessary to perform additional services during the

currency of the contract for the purpose of the Project such additional Services shall be perform

and professional fee will be charged based on the agreed fee and rates of staff as quoted in the

financial proposals of the said assignment and subject to out of pocket expenses on same terms

& condition as quoted and agreed in the financial quotation.

Postal Address

General Manager (Finance) National Highways Authority, Government of Pakistan 28-Mauve Area, G -9/1, Islamabad Phone: 051 - 9032606

Email: [email protected]

Technical Proposal Evaluation Criteria Weightage

This tender document is governed by the procedure approved by NHA management. The technical

proposal of eligible organisations will be evaluated using the scoring guide attached as annexure – E.

Score will be awarded on the base of following details;

Technical proposal should contain following and any additional information and the copies

of all required documents should be attached in technical proposal for evaluation.

Sr. No. Category Marks

1. Qualification of the Valuer Firm (Qualification of Staff, Establishment of Firm, Firm Affiliations/Recognitions)

45

2. Experience (General) of the Firm 20

3. Experience (Specific) of the Firm 20

4. Financial Statements & Annual Return 15

Total: 100

mailto:[email protected]



Note: Minimum qualifying marks are 70% i.e.; firms obtaining atleast 70% marks in technical

evaluation shall be eligible for financial evaluation.

Financial Proposal

Please refer to the annexure titled “Financial Proposal”, attached as annexure – G.

Financial Proposal Weightage

The financial proposals of only those technically responsive bidders who will obtain minimum

sixty percent marks will be opened. A combined evaluation of the technical and financial

proposals will be carried out by weighting and adding the quality and the cost scores. The

weight for quality is eighty percent with twenty percent given to cost and the firm obtaining

the highest combined score will be awarded contract.

Formula for calculation of Financial Score:

Marks will be awarded as per the following formula:

Financial score = 20 x Amount quoted by the lowest bidder/ Amount quoted by the bidder

whose financial score is to be calculated.



Declaration

Kindly provide the declaration as per format provided below at the end of proposal.

I, _______________________________________________ hereby declare that:

all the information provided in the technical proposal is correct in all manners and respects

and I am duly authorised by the Governing body/Board/Management to submit this proposal on

behalf of "[Click here and type the name of organization]" .

Name

Designation

Signature

Date and Place

Submission of Bids (Technical and Financial Proposal)

Complete bid containing technical and financial proposal along with all required information

and documentary evidences may be submitted and reach the office of GM (Finance) by

11:00 HRS on 12th March 2020, Thursday. Technical proposals will be publically opened on

the same day 11:30 HRS in the presence of firm’s representatives who wish to attend it..



Cover Letter for the Submission of Technical Proposal and Financial Proposal

[Firm letterhead]

[Date]

To

General Manager (Finance)

[Address mentioned in Data Sheet]

Re: Technical Proposal and Financial Proposal in respect of [Insert title of

assignment]

Dear Sir,

We offer to provide the Services for [Insert title of assignment] in accordance with your

Tender for Proposal dated [Insert Date of Tender advertised]. We hereby submit our

technical Proposal and financial proposals including the required documents in a sealed

envelope.

We hereby declare that all the information and statements made in these proposals are true

and accept that any misinterpretation contained therein may lead to our disqualification. Our

proposal is binding upon us and subject to the modifications resulting from contract

negotiations. We undertake that we will initiate the services as per the client’s request if our

proposal is accepted. We understand that you are not bound to accept any or all proposals

you receive.

Thank you.

Yours sincerely,

Signature

Name and title of signatory:

Important Note: The competent authority may reject all bids or proposals at any time prior

to the acceptance of a bid or proposal without assigning any reason. The bids should be

submitted in sealed envelope clearly mentioned “BID (TECHNICAL & FINANCIAL

PROPOSALS) FOR HIRING OF CONSULTING/CHARTERED ACCOUNTANT FIRM”



Annexures

Annex – A “Organization Information”

Sr. # Required Information Response

1. Legal name of the organization

2. Year of Registration / Establishment of the Organisation

3. National Tax Number

4. Core business area/s of the organization

5. What is the legal status of your organisation? (Attach Copy/Copies of Registration Certificate/s)

6. Name and designation of ‘Head of Organization’

7.

Mobile: Phone/s: Email: Fax: Address of organization: Website address:

8.

Name and designation of ‘Contact Person’: Phone/s: Mobile: Email: Fax:



Annex – B “Eligibility Response Checklist”

Sr. No. Necessary Eligibility Information Response/Elaboration

1. A firm must be approved valuer of Pakistan Bank Association and State Bank of Pakistan with no limit

2. Attach profiles of professional team.

3. Mention National Tax Number (NTN) or

Free Tax Number (FTN) in the name of

Organization and provide a copy of

registration

National Tax

Number (NTN)

Free Tax Number

(FTN)

4. Reputable standing with minimum 15

years of experience of similar services

provided preferably to construction

companies.

5. Attached firm profile representing its

registered offices in Pakistan.

6. A certificate/affidavit indicating that the firm

is not blacklisted by any Government

Autonomous Body.

7. Incorporation / Registration Certificates



Annex - C “Relevant Experience”

Sr. # Required Information Response

(Please provide exact information with case title, location/s and duration)

1. Company name

2. Consultancy duration in months

3. Location/s in Pakistan

4. Nature of Service



Annex - D “Key Management Staff Information”

Form ‘C’: Key Management Staff Information (Sheet 11)

Sr.# Required Information Response

1. Name

2. Position

3. Firm Name

4. Age

5. Years of association with the firm

6. Core professional area of work

7. Assigned tasks in this firm

8. Please name similar assignment

undertaken by the individual

9. Specific role of the individual in this

activity

10.

Please provide information on additional experience in Consultancy Services

Position Employer Duration

From To

11.

Educational Qualifications

Degree/Diploma/Certificate Year Institution Speciality


Annex – E “Technical Evaluation Criteria” 1.Qualification of the Chartered Accountant Firm

Sr. No. Description Category Points Grand Total Points Documents Required

Qualification Attach profile of firm

4 marks if office is in Islamabad

and 1.5 marks for each office in

provinces of Pakistan

1.1 Firm with at least 15 years of existence

Firm existence period less than 15 years

15

08

1.2 Firm on the Panel of State Bank of Pakistan with no limit 10

1.2 Firm on the panel of Bank of Association with no limit 10

1.3 Registered offices in Pakistan

10

Sub Total 45

2.General Experience


General Experience

2.1 Overall Firm Experience of revaluation (Minimum 5 clients each year for

the last preceding 4 years.)

20 Satisfaction certificate /

assignment completion

certificate from the client.

Sub Total 20

3.Specific Experience


Specific Experience Satisfaction certificate/

assignment completion

certificate from the client.

3.1 Specific Firm Experience in construction sector (At least 1 such

assignment each year for the 3 preceding years).

20

Sub Total 20

5. Financial Capability


4.1

4.2

Professionaled Financial Statements

Annual Return

15 Professionaled Financial

Statements in accordance with

IFRS & IAS and annual return

of the firm (latest three year).

Sub Total 15

Grand Total 100


Annex – F “Document checklist before submission”

Sr. No Required Documents Checkbox

1.

- Registration Authority/s and provide a copy of proof of

registration to prove Tax identity of your firm.

- Consultancy Firm should have at least fifteen (15) year

experience of the similar experience.

2. Attach profiles of professional team of Consulting Firm of at

least 5 years relevant experience* each);

3. National Tax Number (NTN) or Free Tax Number (FTN) in the

name of Organization and provide a copy of registration

4. Attach firm profile representing its registered offices in

Pakistan.

Undertaking: Information provided above is correct and I am willing to offer my services for

the assignment mentioned above.

Name of person with signatures _______________________________________________



Annex – G “Financial Proposal”

Financial Bid Form

From,

......................................................................

......................................................................

Contact No. (Mobile and Landline)

To,

General Manager (Finance) National Highway Authority, G-9/1 Islamabad

Having read and understood the contents of detailed advertisement, Instructions, terms and

conditions, I/we hereby submit (in separate sealed cover) our Financial Bid as per financial

evaluation criteria mentioned above.

For each deliverable, mentioned at deliverable sections from serial 01 to serial 14 fill the

below mentioned table separately including the cost thereof and out of pocket expenses.

Assignment Name: _______________________________

Description of staff

No. of

members

No of

days

Hour per

day

Total

hours

Cost per

Hour

Rupees

(Rs.)

Chief Executive

Civil Engineer/ Architect

Mechanical Engineer

Surveyors/ Sub-

Engineers

Professional Accountant

Seniors /Assistants

Total

Out of Pocket (20% of

the Fee)

Grand Total

Note: Pre Bid meeting will be conducted in Member (Finance) office at 02:30 HRS on 5th

March 2020, Thursday.