TENDER DOCUMENT - eproc.punjab.gov.pk · DERA GHAZI KHAN Name & Address of Firm Signature Name Stamp ... divided into 03 categories of land (5), air (3 ) and sea (2), accompanied

Name & Signature of the bidder with stamp dated ________________________________

TENDER

DOCUMENT CONTRACT FORM FOR PURCHASE

INFRASTRUCTURE FOR EARLY CHILDHOOD EDUCATION (IECE)

TECHNICAL /FINANCIAL Proposal (2019-20)

DISTRICT EDUCATION AUTHORITY

DERA GHAZI KHAN

Name & Address of Firm Signature

Name

Stamp

Telephone No._________________________ Fax No_______________________________

NTN _____________________________

GST Email_____________________________________________________________________________ Name of firm: _____________________________________________________________

Name of Proprietor: ___________________________ CNIC NO.____________________

GST Registration No.__________________________ NTN No._____________________

Postal Address:-______________________________________ Phone No._____________

Time Limit _____________________________

Tender Fee Amounting to Rs _____________________________

Phone No. of Supplier/Company _____________________________


Complete Address. _____________________________

_____________________________

Time for completion:

Amount of earnest money Rs. (In figures):

Rupees (In words):

Issued to

On payment of Rs

Note: Only stamped and signed Tender shall be accepted.

DETAIL OF ITEMS FOR INFRASTRUCTURE FOR EARLY

CHILDHOOD EDUCATION (IECE)

S.# Equipment/ Item Specification Rate per Room

(Including Tax)

1 Complete ECE Kit Annex –B

2 Painting/Furnishing of

Rooms

Annex-B

3 Chair & Tables As per Specification / Drawing

attached in Annex –A

4 Carpet/ Qaleen Annex –B

NOTE:

Sample of Annex-A, and B should be provided at the time of opening of Technical bid, Rejection of

Samples shall lead to disqualification of firm.


Annexure-A

Sr. # ITEM SPECIFICATIONS

1

Chair/ Table

Complete Baby Table Set of Plastic and Iron Pipe With Multi-Color U Shaped Table And Hole Shell Chair


Annexure-B

TECHNICAL SPECIFICATION FOR OF ECE KIT WITH ITEMS AND DESIGN GUIDELINES FOR ECE ROOM

ECE Kit proposed by DSD /QAED Punjab

Sr. #

Item Description Proposed Quantity

01

Sand paper letters (English & Urdu)

Letters of the alphabets (small & capital) cut out of sandpaper and mounted on thick cardboard on wood. Consonants are mounted on pink boards and the vowels on blue boards and Urdu alphabets.

As per sample available at ECE Implementation Unit QAED

01 sets each

02 Flashcards (Urdu & English alphabets)

52 wooden English & Urdu pieces i.e. 26 alphabets and 26 corresponding pictures for English in box. Similarly 76 pieces i.e. 38 alphabets and 38 corresponding pictures in Urdu in box.

As per sample available at ECE Implementation Unit QAED with box

01 sets each

03 Phonetic object box

A box containing 10 - 12 objects at least 2'' in size, of wood or sturdy plastic accompanied by word cards 3" x 3" printed on MDF. E.g. Bus, car, hat, box, dog, cat, peg, pin, mat, fan, pot, bug. As per sample available at ECE Implementation Unit QAED

01 set

04 Magnetic board with English alphabets

26 capital alphabets & numbers alongwith mathematical symbols +, - , = , x and divide accompanied by a 12" x 12" magnetic white board. As per sample available at ECE Implementation Unit QAED

01 set

05 Daily Planner

Daily weather, day, date and season to be incorporated on the planner. Parachute or flex material to be utilized for developing the pictured model. Velcro to be used to allow children to manipulate the daily plan. As per sample available at ECE Implementation Unit QAED

01 piece

06 Puppets

Alif-Laila / ABES set of 04 family puppets with one character puppet. A puppet making kit to be included so teachers may create more puppets as required.As per sample available at ECE Implementation Unit QAED

05 puppets (04 family characters and 01 character for children to identify with)

07 Book rack 01



08 Books

Big books on numbers, alphabets, first words, picture dictionary and atlas. Alif Laila "Bablu Bhai series in Urdu". Board books on language & literacy by local publishers i.e. Apple, Caravan and Dreamland. As per sample available at ECE Implementation Unit QAED

20 books (04-05 big books 05 Alif Laila Books 10 board books)

09 Numbers Flashcards

Wooden puzzle pairs to allow matching illustrated objects to corresponding number. 0 to 9 numbers pack in wooden box As per sample available at ECE Implementation Unit QAED

02 sets each

10 Wooden Abacus


Set of 01

11 Geo board

Single-sided, thick plastic geo boards measuring 9" square and feature an 5"x5" pin array. Include strong rubber bands. Umbrella-head pins to keep rubber bands in place. As per sample available at ECE Implementation Unit QAED

Set of 05

12 Pink tower

10 pink cubes of different sizes, from 1 cm up to 10 cm in increments of 1 cm with base. As per sample available at ECE Implementation Unit QAED

01 set

13 Brown stairs

10 wooden prisms of 20 cm each in length and varying in thickness from 1 to 10 cm with base. As per sample available at ECE Implementation Unit QAED

01 set

14 Pattern Blocks

Set of pattern blocks to be accompanied by design templates on 03 double sided boards. 3 shapes: triangle (8), rhombus (16) & square(8) Total: 32 pieces. As per sample available at ECE Implementation Unit QAED

01 set

15 Small Magnetic board with capital and small alphabets

Alphabets capital & small. As per sample available at ECE Implementation Unit

02 sets

https://en.wikipedia.org/wiki/Cube

https://en.wikipedia.org/wiki/Centimeter


QAED

16 Geometrical solids 3D with flashcards

3D geometrical solids should be provided, accompanied by flashcards with the shapes' names on them so that the children can easily identify, sort and recognize the shapes. As per sample available at ECE Implementation Unit QAED

One Set of 10 geometrical solids 3D as pictured.

17 Number rods with cards

10 wooden rods varying in length from 10 centimeters to 1 meter. Each rod is colored in an alternating red and blue pattern. The first rod is red. The second, which is 20 centimeters divided into two 10 centimeter sections, is red and blue. The rods go on until the last rod is divided into 10 sections that are red-blue-red-blue-red-blue-red-blue-red-blue. As per sample available at ECE Implementation Unit QAED

01 Set of 10 number rods accompanied by corresponding number cards with base stand.

18 Cushions with learn to dress skills

06 cushions to incorporate dress up skills i.e. buckle, tie, lace, button, zip and snap on them, deleting the dress up frames from the existing ECE kit. As per sample available at ECE Implementation Unit QAED

01 set of 06 cushions

19 Soft board

Rectangular corkboards sized at least 2 feet x 3 feet. As per sample available at ECE Implementation Unit QAED

01 soft boards

20 Framed Mirror

Acrylic and shatterproof mirror with safety frame. Height 3 feet x 1.5 feet. As per sample available at ECE Implementation Unit QAED

01 set

21 ECE House


01 piece

22 Pretend play toys Role play to be promoted for introducing children to various occupations. Therefore 03 kits i.e. kitchen, garden and medical are proposed. The toys should be either of unbreakable plastic or wooden to ensure child safety and long term durability.

01 sets (01 garden kit, 01 kitchen set, 01 doctors' kit)



23 Miscellaneous Concepts Flashcards

English & Urdu language flashcards on: -Animals (Land, Sea & Air). -Picture matching professions. -Fruits & vegetables. - Actions. As per sample available at ECE Implementation Unit QAED

01 set each

24 Art supplies

Pencil Colour, Crayons (full set), Poster Paint colour, 05 pairs of round tipped / paper only scissors and 05 sticks of glue (Non-toxics paint) As per sample available at ECE Implementation Unit QAED

01 sets

25 Modeling Clay

Provide 05 bucket of 250 gm each modeling clay not play dough (Non-toxics paint) As per sample available at ECE Implementation Unit QAED

01 set of 05 bucket of 250gm each.

26 Music Set

Locally manufactured wooden musical instruments i.e. dholki, flute, bell, xylophones and duff can be easily procured from local manufacturers with better quality and durability. As per sample available at ECE Implementation Unit QAED

Set of 05 music items

27 Puppet theatre

Puppet theatre should be of sturdy material to allow at least 2 children to stand behind it to perform. 4 feet high & 2.5 feet wide. As per sample available at ECE Implementation Unit QAED

01 set

28 Bar Magnet


03 pairs

29 Transportation Set Transportation toys of good quality plastic to be 10 items


divided into 03 categories of land (5), air (3 ) and sea (2), accompanied by only 03 flashcards to enable children to classify the toys in the categories. As per sample available at ECE Implementation Unit QAED

30 Magnifying glass

Good quality magnifying glass with smooth grip & durable quality. As per sample available at ECE Implementation Unit QAED

03 pieces

31 Plastic / Rubber Animals

15 Number of animals or above with bifurcation of animals in the following two categories: 1. Wild animals (10) 2. Marine life (5). As per sample available at ECE Implementation Unit QAED

Set of 15 or above

32 Sand and water tubs

Rectangular plastic tubs sized 70 x 49.5 x 15 cm deep in primary colors with plastic sheets so that the equipment can be covered after play. As per sample available at ECE Implementation Unit QAED

Set of 04 (02 tubs for sand and 02 tubs for water)

33 World globe

H 33 cm x W 26 cm x Depth 25 cm. As per sample available at ECE Implementation Unit QAED

01 piece

34 Cellophane colour cards


01 sets of 3 pieces

35 Sports Equipment

Footballs of different sizes to be provided. Cricket equipment as existing. As per sample available at ECE Implementation Unit QAED

03 different kinds of sports' balls. 02 sets of cricket bat & ball. 02 Football (1 Big+1 Small) 2 Balls small

36 Flex Posters (health, hygiene & nutrition)

1.5 feet x 1 feet flex posters with wooden mounting covering the areas of health, hygiene and nutrition. As per sample available at ECE Implementation Unit QAED

02 sets each

37 Montessori mat Size 8 feet x 10 feet. As per sample available at ECE Implementation Unit QAED

01 piece


38 Washing lines with clips


01 set

39 String along shapes kit


01 set

40 Jigsaw Puzzles

Wooden jigsaw puzzles are easily available in the local market 5-10 piece puzzles are recommended for the target age group. As per sample available at ECE Implementation Unit QAED

02 sets Big with 10 pieces. 02 sets Small with 5-6 pieces

41 Wall Painting

As per Themes and designed approved during consultative meeting.

04 sides

42 Carpet / Qaleen

According to room width 16X24 and under

carpet/ qaleen foam


INSTRUCTIONS TO BIDDERS

1. Eligible bidders: This invitation for Bids is open to all Authorized distributors/Hole seller / Importers/Sole Agents of well reputed firms.

THE BIDDING PROCEDURE

2. Single Stage- Two Envelopes Bidding Procedure shall be applied: i) The bid shall comprise a single package containing two separate envelopes. Each envelope

shall contain separately the Financial Proposal and the Technical Proposal. ii) The inner envelopes shall be marked as “FINANCIAL PROPOSAL” And “TECHNICAL

PROPOSAL” in bold and legible letters to avoid confusion. iii) Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened.

The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of Chief Executive Officer (DEA) D.G.Khan without being opened.

iv) The Service shall evaluate the Technical Proposal, without reference to the price and reject any proposal which does not conform to the specified requirements.

v) During the technical evaluation, no amendments in the technical proposal shall be permitted.

The Financial Proposals of bids shall be opened publicly at Chief Executive Officer(DEA) Committee room, D.G.Khan.

vi) After the evaluation and approval of the technical proposal, on date the committee will publicly open the financial proposals of the technically accepted bids only.

vii) The financial proposal of bids found technically non-responsive shall be returned un-opened to the respective bidders.

viii) The bid found to be the lowest evaluated bid shall be accepted.

THE BIDDING DOCUMENTS

3. Content of Bidding Documents i) The goods required, bidding procedures, and contract terms are prescribed in the bidding

documents in addition to the invitation for bids, the bidding documents shall include:- a. Instructions to bidders b. Technical Specifications c. Form of Contract d. Proprietary Certificate in case of sole manufactured/imported items e. Form of Bid f. Price Schedule g. Delivery Schedule h. Certificate on stamp paper of worth Rs.50/- i. General and Special conditions regarding purchase and procurement as given in the

Punjab Procurement Rules, 2014. ii) The bidder is expected to examine all instructions, forms, terms and specifications in the

bidding document. iii) Failure to furnish all information required by the bidding documents or to submit a bid not

substantially responsive to the bidding documents in every respect shall be at the bidder’s risk result in the rejection of its bid.


Amendment of Bidding Documents: At any time prior to the deadline for submission of bids, the Chief Executive Officer(DEA) D.G.Khan, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the bidding documents by amendment. All prospective bidders that have received the bidding documents shall be notified of the amendment in writing or by phone, and shall be binding on them.

PREPARATION OF BIDS

4. Documents Comprising the Bid: the bid shall comprise the following components: i) Bid form and price schedule completed in accordance with instruction to bidders (to be

submitted along with financial proposal). ii) Documentary evidence established in accordance with instruction to bidders is eligible to

bid and is qualified to perform the contract if its bid is accepted; iii) Bid security is to be furnished in accordance with instruction to bidders.

5. Bid Form & Price Schedule: i) The bidder shall complete the bid form and an appropriate price schedule furnished in the

bidding documents indicating the goods to be supplied, a brief description of the goods, their strength, packing, quantity, and prices.

ii) Bid Prices: The participating firms must submit their Technical Proposal in the form of Hard copy.

Required Specifications

Offered Specifications

Make/ brand name

Manufacturer Country of Origin

Pack Size

iii) The participating firms must submit their Financial Proposal in the following manner.

Item offered

Make/ brand name

Manufacturer Country of origin

Pack size

Offered Unit Price

iv) Form of price schedule is to be filled in very carefully, preferably typed. Any alteration / correction must be initialed. Every page is to be signed and stamped at the bottom. Total number of the pages of bid must be mentioned. Serial number of the quoted item may be marked with red/yellow marker.

v) The bidder should quote the prices of goods according to the strength/technical specifications as provided in the form of price schedule and technical specifications. The specifications of goods, different from the demand of bid enquiry, shall straightway be rejected.

vi) The bidder is required to offer competitive price. All prices must include the General Sales Tax (GST) and other taxes and duties, where applicable. If there is no mention of taxes, the offered/quoted price shall be considered as inclusive of all prevailing taxes/duties. The benefit of exemption from or reduction in the GST or other taxes shall be passed on to the Service.

vii) Price offered should be for the validity period, conditional offer shall be considered as non-responsive bidder.

viii) The bidder should also take into account the payment of stamp duty of contract amount as per Stamp Duty Act.


ix) While tendering your quotation, the present trend / inflation in the rate of goods and services in the market should be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained subsequently.

6. Documents establishing bidder’s eligibility and Qualification: i) The bidder shall furnish, as part of its technical bid, documents establishing the bidder’s

eligibility to bid and its qualifications to perform the contract if its bid is accepted. ii) The documentary evidence of the bidder’s eligibility to bid (to be submitted along with

technical proposal) shall be established to the satisfaction of the Service that the bidder, at the time of submission of its bid, is an eligible as defined under instruction to the bidders.

iii) The National Tax Number (NTN) and General Sales Tax Number (GST) with documentary proof shall have to be provided by each bidder in the tender.

iv) The bidder shall submit an affidavit on legal stamp paper of Rs.50/- that their firm is not blacklisted on any ground by any Government (Federal /Provincial /District), a local body or a public sector organization. The bidder shall be debarred from bid on account of submission of false statement.

v) The bidder is required to provide with the technical proposal, the name of item(s) along with serial number for which they have quoted their rates in the financial proposals.

vi) The bidder must indicate the registration number, make of country 7. Document establishing goods ‘eligibility and conformity to bidding documents.

The bidder shall furnish along with Technical Proposal, as part of its bid, document establishing the eligibility and conformity to the bidding documents of all goods, which the bidder proposes to supply under the contract.

8. Bid Security: The bidder shall provide 2% of the quoted value in the shape of CDR/Pay order/Bank Guarantee as per Punjab Procurement Rules 2014 along with their financial proposal in the name of Chief Executive Officer(DEA) D.G.Khan.

i) The bid security is required to protect the Service against the risk of bidder’s conduct, which would warrant the security’s forfeiture, pursuant to instruction to bidders.

ii) The bid security may be forfeited. i. If a bidder withdraws its bid during the period of bid validity; or

ii. In the case of a successful bidder, if the bidder fails to sign the contract in accordance with instruction to bidders.

9. Performance Security: The successful bidder(s) shall furnish 5% Performance Security in favour of Chief Executive Officer(DEA) D.G.Khan, for the total amount of the contract which shall be retained by the procuring agency till the period of contract / warranty guarantee period.

10. The successful bidder shall provide warranty / guarantee for a period of 1 years (Completion of Performance) w.e.f. the date of satisfactory inspection.

11. Bid Validity: i) Bids shall remain valid for the period of four (03) months after the date of opening of

technical bid, prescribed by the Service. A bid valid for a shorter period shall be rejected as non-responsive.

ii) The Service shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However, under exceptional circumstances and for reason to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity.


iii) Bidders who a. agree to the Service request for extension of bid validity period shall not be permitted

to change the substance of their bids; and b. do not agree to an extension of the bid validity period shall be allowed to withdraw

their bids without forfeiture of their bid security (earnest money). 12. Format and signing of bid:

i) The bidder shall prepare and submit its bid along with copy of purchase receipt. The bid shall be typed and shall be signed by the bidder of a person or a person duly authorized to bind the bidder to the contract. The person or persons signing the bid shall initial all pages of the bid, except for un-amended printed literature.

ii) Any interlineations, erasures, or overwriting, shall be valid only if they are initialed by the person or persons signing the bid.

SUBMISSION OF BIDS

13. Sealing and Marking of Bids: - i) The envelopes shall be marked as “FINANCIAL PROPOSAL “and “TECHNICAL PROPOSAL” in

bold and legible letters to avoid confusion. The inner and outer envelopes shall. Be addressed to the Chief Executive Officer(DEA) D.G.Khan Punjab Emergency Service and;

a. Bear the name and number indicated in the invitation for Bids. ii) The inner envelopes shall also indicate the name and address of the bidder; the Service

shall assume no responsibility for the bids misplacement or premature opening. Deadline for submission of bids: - Bids must be submitted by the bidder and received by the Chief Executive Officer(DEA) D.G.Khan, not later than the time and date specified in the invitation for bids. The Chief Executive Officer(DEA) D.G.Khan, may, at its discretion, extend this deadline for the submission of bids by amending the bidding documents in accordance with instruction to bidders, in which case all rights and obligations of the Service and bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.

14. Late Bid: - Any bid received after the deadline for submission of bids prescribed, shall be rejected and returned unopened to the bidder.

15. Withdrawal of Bids: -The bidder may withdraw its bid after the bid’s submission and prior to the deadline prescribed for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in instruction to bidders. Withdrawal of a bid during this interval may result in the Bidder’s forfeiture of its Bid Security, pursuant to the instruction to bidders.

OPENING AND EVALUATION OF BIDS

16. Opening of Bids: - Initially only the envelopes marked “TECHINICAL PROPOSAL” shall be opened in the presence of bidder’s representatives who choose to attend at prescribed date and time in the Committee room of Chief Executive Officer(DEA) D.G.Khan. The bidder’s representatives who are present shall sign the Attendance sheet evidencing their attendance. However, the envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of Chief Executive Officer(DEA) D.G.Khan office without being opened and till completion of the evaluation process.

i) The Bidder Name, item(s) for which they quoted their rate, serial number of the item and such other details if considered appropriate, shall be announced at the opening of technical proposal. No bid shall be rejected at technical proposal/bid opening, except for late bids which shall be returned unopened to the bidder. However, at the opening of


financial proposals (the date, time and venue would be announced later on), the bid prices, discounts (if any), and the presence or absence of requisite bid security and such other details, if considered appropriate shall be announced.

ii) The financial bids found having without Bid Security shall also be returned unannounced to the bidder; even they qualified in the evaluation of technical proposal. However, prior to return to the bidder, statement/reason on such bids shall be recorded.

iii) The minutes of the bids opening (technical and financial) shall be recorded. iv) In case, the tender proceedings are not done on the scheduled date, the same shall be

done on the next working day at the same place and time. 17. Clarification of Bids: - During evaluation of the bids, the authority may, at its discretion, ask

the bidder for a clarification of its bid. The request of clarification and the response shall be in writing, and no change in the price substance of the bid shall be sought, offered or permitted.

18. Preliminary Examination: - All the bids shall be examined to determine whether they are complete, whether the documents have computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. i) In the financial bids, the arithmetical errors shall be rectified on the following basis. If

there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the bidder does not accept the correction of the errors, its bid shall be rejected, and its Bid Security may be forfeited. If there is a discrepancy between words and figures, the amount in words shall prevail.

ii) Any minor informality, non-conformity, or irregularity in bid which does not constitute a material deviation, may be waived provided such waiver does not prejudice or affect the relative ranking of any bidder.

iii) If a bid is not substantially responsive, it shall be rejected and may not subsequently be made responsive by the bidder by correction of the non conformity.

19. Evaluation & Comparison of Bids: - i) Substantially responsive bids shall be evaluated and compared. ii) The evaluation of technical proposal/bid shall be on the basis of previous performances,

previous test reports, previous experience, financial soundness and such other details as the Authority, at its discretion, may consider appropriate, shall be considered. However, the evaluation of financial proposal shall be on the basis of price inclusive of prevailing taxes and duties in pursuant to instruction to bidder and Bid Security.

iii) All bids shall be evaluated in accordance with the evaluation criteria and other terms & conditions set forth in these bidding documents.

iv) A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids.

20. Evaluation criteria:- i) For the purpose of determining the lowest evaluated bid, facts other than price such as

previous performances previous experience, financial soundness and such other details as the authority, at its discretion may consider appropriate shall be taken into consideration. The following merit point system for weighing evaluation factors/criteria shall be applied for the Technical Proposals. The number of points allocated to each factor shall be specified in the evaluation report.


ii) BID EVALUATION CRITERIA Compulsory parameters:

S/N Description Requirement / Points

1. LEGAL (MANDATORY) a) Valid Income Tax Registration Mandatory

b) Valid General Sales Tax Registration (Status Active with FBR)

Mandatory

c) Undertaking on Judicial Paper that the firm is not blacklisted and not involved in litigation with any of provincial or Federal Government Department, Agency, Organization or autonomous body anywhere in Pakistan. In case involved in any litigation process, proof of dispute resolution is required.

Mandatory

d) Conformity with Specifications. Mandatory

2 Powder Coating Plant 05 points

3 RELEVANT EXPERIENCE AND PAST PERFORMANCE: 05 points

a) Establishment of firm (bidder)

(Max. 05 points)

Points for 3 years Point for 4 years Point for 5 years 6 years & above

02 Points 03 points 04 points 05 Points

4 Nature of Registration FBR 15 Points

a) General Order Supplier 05 Point

b) Physically factory with working condition 05 points

c) Manufacturer 05 points d) Total number of employees (per worker 1point) Max:10 10 points

5 FINANCIAL POSITION OF THE BIDDER 25 points

a) Income Tax Return (Max. 05 Points)

For last 02 years 05 Points

b) Average Annual Sales of last 03 years

(Max. 10 Points)

Over Rs.6 - Rs.15 Million Over Rs.15 - Rs.30 Million Over Rs.30 - Rs.45 Million Over Rs.45 Million

03 Points 06 Points 09 Points 10 Points

c) Total Assets

(Max. 10 Points)

From Rs.10-15 Million Over Rs.15- Rs.20 Million Over Rs.20-Rs.25 Million

05 Points 07 Points 10 Points

Total Points 60 Points

iii) After technical evaluation is complete the bidders who have submitted proposals shall be informed about the technical scores obtained by their technical proposal and shall notify those bidders whose proposal did not meet the minimum qualifying mark which is 65% or were considered non responsive, that their financial proposals shall be returned unopened after completing the selection process .It shall be simultaneously notified in writing to the bidders that they have secured the minimum qualifying marks, the date, time and location for opening the financial proposals. Bidders attendance at the opening of financial proposals is optional.

iv) PASS MARKS: Based on conditions listed in this document, application not meeting the 65% pass marks limit will be rejected. All applicants scoring greater than or equal to 65% of the marks will be accepted.

PROVISO: Provided that if none or only one (single) applicant exceeds the 65% pass marks, then Chief Executive Officer(DEA) D.G.Khan shall decrease the pass marks limit to 60%. In other words, if two or more applicants exceed, then the pass marks will not be decreased to 60%.

v) Financial proposals shall be opened publicly in the presence of the bidder’s representatives who choose to attend. The name of the bidders and the technical score


of the bidder shall be read aloud. The financial proposal of the bidders who meet the minimum qualifying marks shall then be inspected to confirm that they have remained sealed and unopened. These financial proposals shall be then opened, and the quoted price read aloud and recorded it appropriate.

21. Qualification and Disqualification of Bidders: A bidder shall be disqualified if it would be finding at any time, that the information

submitted by him concerning his qualification was false and materially inaccurate or

incomplete.

Rejection of Bids: The Chief Executive Officer(DEA) D.G.Khan shall upon request communicate to any bidder who submitted a bid the grounds for its rejection of any or all bids, but is not required to justify those grounds, the Service incurs no liability , solely towards bidders who have submitted bids . Notice of the rejection of any or all bids shall be given promptly to the concerned bidders that submitted bids.

22. Announcement of Evaluation Report: The results of bid evaluation shall be declared prior to the award of procurement contract in the form of a report giving justification for acceptance or rejection of bids at least ten days prior to the award of procurement contract.

23. Acceptance of Bid and Award Criteria: The bidder with the lowest evaluated bid, if not in conflict any other law ,rules ,regulations or policy of the provincial government , shall be awarded the contract within the original or extended period of bid validity .

24. Inspections and Test / Analysis: i. Inspection and Test/Analysis:

a. The inspection committee shall inspect the quantity, specifications of goods including lab report, if any. The cost of the laboratory tests, if conducted, shall be borne by the supplier.

b. The supplier will be responsible for free replacement of stock if the same is not found to be of the same specifications as required in the invitation of bid / substandard / spurious / misbranded/expired. It will replace the unconsumed expired stores without any further charges.

ii. Import documents, if required, may be produced at the time of inspection to ensure that stores offered for inspection are imported brand new and in the original packing of the manufactures.

iii. If the goods supplied are found during physical examination /inspection to be against the required specifications, approved samples, etc, even if it is of standard quality, the goods may be rejected, and the supplier shall either replace the rejected goods or arrange alterations necessary for rectification of observation, to meet the required specifications free of cost. Replacement in lieu of the rejected supplies must be completed within 15days from the date of communication of decision to the manufacturer /supplier by the Service. In case after replacement or alteration, the inspection committee again declare the item as of against the required specifications, the supply would completely be rejected, and the securities would be forfeited to the government account and the firm shall be blacklisted minimum for one year. However, if the entire supplies/installments are declared as of against the required specifications, the securities shall be forfeited, and the firm shall be blacklisted minimum for two years.

25. Transportation: Transportation including loading/unloading of goods shall be arranged and paid for by the supplier.


26. Delays in the Supplier’s Performance: Delivery of the goods shall be made by the supplier in accordance with the prescribed time schedule. if at any time during performance of the contract, the supplier should encounter conditions impeding timely delivery of the goods, the supplier shall promptly notify the Service in writing on the fact of the delay, it’s likely duration and its cause(s) the Service may at its discretion extend the supplier’s time for performance, with or without liquidated damages, in which case the extension shall be granted by the Service. A delay by the supplier in the performance of its delivery obligations shall render the supplier liable to the imposition of liquidated damages, unless an extension of time is agreed upon without the application of liquidated damages.

27. Penalties /Liquidated Damages; - i. In case of late delivery beyond the presented period, penalty as specified in special

conditions of contract shall be imposed upon the supplier. The above late delivery (LD) is subject to general conditions of contract including late delivery for reasons beyond control. Once the maximum is reached the authority may consider termination of the contract. In case of supply of substandard product, the destruction cost will be borne by the firm i.e. Burning, Dumping and Incineration. If the firm provides substandard item and fails to provide the item, the payment of risk purchase from the 2nd lowest/market (which will be purchased by the consignee) the price difference shall be paid by the firm.

ii. In case of late delivery of goods beyond the period specified, penalty@2% per month, 0.067% per day of the cost of late delivered supply shall be imposed upon the supplier.

TERMINATION FOR DEFAULT;- Chief Executive Officer(DEA) D.G.Khan, without prejudice to any other remedy for breach of contract ,by written notice of default, sent to the supplier , may terminate the contract in whole or in part ,if the supplier fails to deliver any or all instalments of the goods within the period (s) specified in the contract, or within any extension thereof granted or if the supplier fails to perform any other obligation (s) under the contract and if the supplier, in the judgment of the procuring agency has engaged in corrupt or fraudulent practices in competing for or in executing the contract. In case the firm fails to execute the contract /supply order satisfactorily with the Service, the Service reserves the right to purchase the item from the market at the risk and cost of the defaulting firm. Chief Executive Officer(DEA) D.G.Khan also reserves the rights for the suspension/cancellation of contract/blacklisting of the defaulting firm. If the firm fails to execute the contract/supply order satisfactorily then Chief Executive Officer(DEA) D.G.Khan reserves the right to forfeit the security of the contractor and may award the contract to the second lowest. The bidder shall provide 2% of the quoted value in the shape of Call at deposit / Pay order/ Bank Guarantee along with their financial proposal in the name of Chief Executive Officer(DEA) D.G.Khan. The bid found deficient of the bid security shall not be considered and the offer will be rejected. No personal cheque shall be acceptable. The previous bid Security (if any) if available, shall not be considered or carried forward.

28. Delivery and Documents: - the supplier shall provide the following documents at the time of delivery of goods to consignee’ end for verification and onward submission to quarter concerned, duly completed in all respect for payment.

i. Original copies of delivery note/Challan (in triplicate) showing item’s description, batch no(s), Registration No, manufacturing and expiry date and quantity.

ii. Original copies of the supplier’s invoices (in triplicate) showing warranty, name of items’ description, batch no, registration no, manufacturing and expiry date, country of origin, quantity, per unit cost, and total amount.


iii. Original copies of the sales tax invoice (where applicable) in duplicate, item’s description, quantity, per unit cost (without GST), amount of GST and total amount with GST.

29. Arbitration and Resolution of disputes: - In case of any dispute, decision of the secretary, Government of Punjab, Home Department would be final.

30. Payment shall be made after the completion of stock items as well as after the receipt of inspection report from the Evaluation Committee according to the specifications of equipments / items

Note:

All assessments and procuring procedures i.e. receiving, opening and awarding etc. shall be governed by the Punjab Procurement Rules, 2014 and Service Financial Rules 2007.


CHECK LIST

Sr. No Description Yes/No

1. Receipt

2. Valid Income Tax Registration

3. Valid General Sales Tax Registration (Status Active with FBR) (where applicable)

4.

Undertaking on Judicial Paper that the firm is not blacklisted and not involved in litigation with any of provincial or Federal Government Department, Agency, Organization or autonomous body anywhere in Pakistan. In case involved in any litigation process, proof of dispute resolution is required.

5. Call at deposit/Pay order/Bank Guarantee

6. Supplier’s authorization

7. Copy of national identity card

8. Samples of quoted item

9. Technical bid (separate envelop)

10. Financial bid (separate envelop)

11. Copy of the Technical Bid along with the Written Technical offer in the Technical proposal. (Technical proposal envelop)

Signature of the bidder: ___________________________________________

Stamp of the Firm: _______________________________________________


CERTIFICATE ON STAMP PAPER ON WORTH Rs.50/

1. We here by confirm that we have read carefully the description of the stores and all the terms and conditions of your tender enquiry due for opening on 28-2-2020 for the supply of stores as advertised in the tender notice as well as those contained in the bid Proforma. We agree to abide by all instructions/conditions.

We here by confirm to adhere to the delivery period required in the tender enquiry/supply order(s) which would be the essence of the contract and will be binding on us. In case of failure, we agree unconditionally to accept the recovery of liquidated damages on belated supplies and shall have no objection on risk purchase made by Chief Executive Officer (DEA) D.G.Khan to cop up the delayed supply.

2. Certified that the price quoted against tender are not more than the trade price or the price charged from any other Government /Autonomous Institution in the financial year 2019-20 and in case of any discrepancy, the supplier hereby undertakes to refund the price charged in excess when asked to do so.

3. Certified that the firm will replace the items free of cost in case of expiry premises due to non consumption.

Name of the bidder

Signature

Company Stamp


BIDDER DATA FORM

COMPANY/ FIRM’S NAME:

ADDRESS:

TELEPHONE NO. FAX NO.

E-MAIL ADDRESS:

ADDRESS OF DEALER/DISTRIBUTER & PHONE NO:

_______________________________________________________________________

REGISTRATION NO.:

INCOME TAX REGISTRATION #

SALES TAX REGISTRATION #

NAME OF AUTHORIZED PERSON:

(AUTHORITY LETTER MUST BE ATTACHED)

CONTACT OF AUTHORIZED PERSON:

Total No. of Employees Company’s Date of Formation

Technical Staff Managerial Staff

Total Assets

Annual Sales of last 02 years

year Annual Sales

CDR/PO/BG NO. & DATE

SIGNATURE OF OWNER / REPRESENTATIVE:

STAMP OF THE FIRM


TECHNICAL BID

TENDER_______________________________________________________



Make/ brand name


Pack Size

Note: Soft copy on USB / CD may also be provided.

Name of bidder: ______________________________________________________

Sign and stamps bidder: ________________________________________________


FINANCIAL BID

TENDER_______________________________________________________

Item offered

Make/ brand name


Pack size

Offered Unit Price Without

Taxes/duties

Applicable Taxes/duties

Offered Unit price

with all taxes/duties

Name of bidder___________________________________________________

Sign and stamp of bidder__________________________________________


Schedule of Purchase and Submission of

Bidding Documents

Last Date of Purchase of Tender 28-03-2020

Last Date of receipt of Tender 28-3-2020 at 12.30 PM

Time & Date of Opening of Tender 28-3-2020 at 1.00PM

Qty

Delivery Period

Earnest Money 2 % estimated

Venue of Opening Tender Committee Room of DC office

Chief Executive Officer District Education Authority

Dera Ghazi Khan


1 TENDER

DOCUMENT CONTRACT FORM FOR PURCHASE

TECHNICAL /FINANCIAL Proposal PUNJAB ACTION FOR READING HABITS, ACCESS AND

OVERSIGHT (PARHAO) IN HIGH & HIGHER SECONDARY

SCHOOLs

(2019-20)

DISTRICT EDUCATION AUTHORITY

DERA GHAZI KHAN

Name & Address of Firm Signature

Name

Stamp

Telephone No._________________________ Fax No_______________________________

NTN _____________________________

GST Email_____________________________________________________________________________ Name of firm: _____________________________________________________________

Name of Proprietor: ___________________________ CNIC NO.____________________

GST Registration No.__________________________ NTN No._____________________

Postal Address:-______________________________________ Phone No._____________

Time Limit _____________________________


2 Tender Fee Amounting to Rs _____________________________

Phone No. of Supplier/Company _____________________________

Complete Address. _____________________________

_____________________________

Time for completion:

Amount of earnest money Rs. (In figures):

Rupees (In words):

Issued to

On payment of Rs

Note: Only stamped and signed Tender shall be accepted.


3

DETAIL FROM FOR PUNJAB ACTION FOR READING HABITS, ACCESS AND OVERSIGHT (PARHAO) IN HIGH & HIGHER SECONDARY SCHOOLs

S.# Equipment Specification Rate per Unit

(Including Tax)

1 Library Table Annexure-A

Height: 740mm Dimension 3360 W x 1220 D mm (WOODEN TOP) Top made of high density chipboard 25 mm pressed with formica nad other side veneer with 3mm thick shesham beading structure made of 38-38 mm mild steel square pipe IIL 18 gauge wall thickness. Finished with plain silver powder coating. Joint must be smooth continuous uniform bead all around joint

2 Student Chairs Annexure-B

Size as per drawing measurement without shoes. Structure made of 20x20 mm mild steel square pipe IIL 1.2 wall thickness. Finished with silver powder coating paint (Plain) seat and back webbing with N.D Cane. Seat and back made of seasoned shisham wood. Finished with N.C lacquer. Welding joint must be smooth, uniform and continuous all around the joint.

3 Library Chairs Annexure-C

Size as per drawing. Structure made of solid shisham wood with M.C 10%. Seat and back webbing with N.D cane. Finish with N.C Lacquer.

4 Steel Almirah with glass Front Annexure-D

Siz = 900 x 40x 1800 mm(H) All made of mild steel 22 gauge with 4 shelves and two lock able 5 mm glass penal doors. Finished with brown hammer paint. Fit 1 inch sliding board pistil for locking the door (Best quality). Footing must be (1.2 mm) 18 gauge.

5 Library Books Approved by Punjab Govt. (900)

6 Computer

Intel 8th generation |Core i5 2.8 GHz (Base Frequency) or higher 4GB DDR4 RAM upgradable to 32 GB, 500GB SATA Hard Drive, DVDRW, 4 USB ports PCI Slot, HDMI, or Higher ,Preinstalled windows 10, Office 2010, Antivirus, Giga Bit LAN 10/100/1000/Embedded High Definition Audio LCD / LEDs 18" Monitors wide , Keyboard and optical Mouse

7 Computer Table

750x600x760 mm (H) Frame made of M.S square pipe 25mm finished with silver paint. Top, 1 keyboard tray and 1 CPU boxes made of lamination board finished with N.C lacquer.

8 Computer Chair Seat and Back (peacock Shell Type) made of high grade plastic, fixed on 5 legs pedestal made of steal and plastic without arms. Height adjustable with manual jack

9 UPS 1000W with one wet battery

NOTE:

Sample of Annex-A, B, C and D should be provided at the time of opening of Technical bid,

Rejection of Samples shall lead to disqualification of firm.


4

INSTRUCTIONS TO BIDDERS

1. Eligible bidders: This invitation for Bids is open to all Authorized distributors/Hole seller / Importers/Sole Agents of well reputed firms.

THE BIDDING PROCEDURE

2. Single Stage- Two Envelopes Bidding Procedure shall be applied: i) The bid shall comprise a single package containing two separate envelopes. Each envelope

shall contain separately the Financial Proposal and the Technical Proposal. ii) The inner envelopes shall be marked as “FINANCIAL PROPOSAL” And “TECHNICAL

PROPOSAL” in bold and legible letters to avoid confusion. iii) Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened.

The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of Chief Executive Officer (DEA) D.G.Khan without being opened.

iv) The Service shall evaluate the Technical Proposal, without reference to the price and reject any proposal which does not conform to the specified requirements.

v) During the technical evaluation, no amendments in the technical proposal shall be permitted.

The Financial Proposals of bids shall be opened publicly at Chief Executive Officer(DEA) Committee room, D.G.Khan.

vi) After the evaluation and approval of the technical proposal, on date the committee will publicly open the financial proposals of the technically accepted bids only.

vii) The financial proposal of bids found technically non-responsive shall be returned un-opened to the respective bidders.

viii) The bid found to be the lowest evaluated bid shall be accepted.

THE BIDDING DOCUMENTS

3. Content of Bidding Documents i) The goods required, bidding procedures, and contract terms are prescribed in the bidding

documents in addition to the invitation for bids, the bidding documents shall include:- a. Instructions to bidders b. Technical Specifications c. Form of Contract d. Proprietary Certificate in case of sole manufactured/imported items e. Form of Bid f. Price Schedule g. Delivery Schedule h. Certificate on stamp paper of worth Rs.50/- i. General and Special conditions regarding purchase and procurement as given in the

Punjab Procurement Rules, 2014. ii) The bidder is expected to examine all instructions, forms, terms and specifications in the

bidding document.


5 iii) Failure to furnish all information required by the bidding documents or to submit a bid not

substantially responsive to the bidding documents in every respect shall be at the bidder’s risk result in the rejection of its bid.

Amendment of Bidding Documents: At any time prior to the deadline for submission of bids, the Chief Executive Officer(DEA) D.G.Khan, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the bidding documents by amendment. All prospective bidders that have received the bidding documents shall be notified of the amendment in writing or by phone, and shall be binding on them.

PREPARATION OF BIDS

4. Documents Comprising the Bid: the bid shall comprise the following components: i) Bid form and price schedule completed in accordance with instruction to bidders (to be

submitted along with financial proposal). ii) Documentary evidence established in accordance with instruction to bidders is eligible to

bid and is qualified to perform the contract if its bid is accepted; iii) Bid security is to be furnished in accordance with instruction to bidders.

5. Bid Form & Price Schedule: i) The bidder shall complete the bid form and an appropriate price schedule furnished in the

bidding documents indicating the goods to be supplied, a brief description of the goods, their strength, packing, quantity, and prices.

ii) Bid Prices: The participating firms must submit their Technical Proposal in the form of Hard copy.



Make/ brand name


Pack Size

iii) The participating firms must submit their Financial Proposal in the following manner.

Item offered

Make/ brand name


Pack size

Offered Unit Price

iv) Form of price schedule is to be filled in very carefully, preferably typed. Any alteration / correction must be initialed. Every page is to be signed and stamped at the bottom. Total number of the pages of bid must be mentioned. Serial number of the quoted item may be marked with red/yellow marker.

v) The bidder should quote the prices of goods according to the strength/technical specifications as provided in the form of price schedule and technical specifications. The specifications of goods, different from the demand of bid enquiry, shall straightway be rejected.

vi) The bidder is required to offer competitive price. All prices must include the General Sales Tax (GST) and other taxes and duties, where applicable. If there is no mention of taxes, the offered/quoted price shall be considered as inclusive of all prevailing taxes/duties. The benefit of exemption from or reduction in the GST or other taxes shall be passed on to the Service.


6 vii) Price offered should be for the validity period, conditional offer shall be considered as

non-responsive bidder. viii) The bidder should also take into account the payment of stamp duty of contract amount as

per Stamp Duty Act. ix) While tendering your quotation, the present trend / inflation in the rate of goods and

services in the market should be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained subsequently.

6. Documents establishing bidder’s eligibility and Qualification: i) The bidder shall furnish, as part of its technical bid, documents establishing the bidder’s

eligibility to bid and its qualifications to perform the contract if its bid is accepted. ii) The documentary evidence of the bidder’s eligibility to bid (to be submitted along with

technical proposal) shall be established to the satisfaction of the Service that the bidder, at the time of submission of its bid, is an eligible as defined under instruction to the bidders.

iii) The National Tax Number (NTN) and General Sales Tax Number (GST) with documentary proof shall have to be provided by each bidder in the tender.

iv) The bidder shall submit an affidavit on legal stamp paper of Rs.50/- that their firm is not blacklisted on any ground by any Government (Federal /Provincial /District), a local body or a public sector organization. The bidder shall be debarred from bid on account of submission of false statement.

v) The bidder is required to provide with the technical proposal, the name of item(s) along with serial number for which they have quoted their rates in the financial proposals.

vi) The bidder must indicate the registration number, make of country 7. Document establishing goods ‘eligibility and conformity to bidding documents.

The bidder shall furnish along with Technical Proposal, as part of its bid, document establishing the eligibility and conformity to the bidding documents of all goods, which the bidder proposes to supply under the contract.

8. Bid Security: The bidder shall provide 2% of the quoted value in the shape of CDR/Pay order/Bank Guarantee as per Punjab Procurement Rules 2014 along with their financial proposal in the name of Chief Executive Officer(DEA) D.G.Khan.

i) The bid security is required to protect the Service against the risk of bidder’s conduct, which would warrant the security’s forfeiture, pursuant to instruction to bidders.

ii) The bid security may be forfeited. i. If a bidder withdraws its bid during the period of bid validity; or

ii. In the case of a successful bidder, if the bidder fails to sign the contract in accordance with instruction to bidders.

9. Performance Security: The successful bidder(s) shall furnish 5% Performance Security in favour of Chief Executive Officer(DEA) D.G.Khan, for the total amount of the contract which shall be retained by the procuring agency till the period of contract / warranty guarantee period.

10. The successful bidder shall provide warranty / guarantee for a period of 1 years (Completion of Performance) w.e.f. the date of satisfactory inspection.

11. Bid Validity: i) Bids shall remain valid for the period of four (03) months after the date of opening of

technical bid, prescribed by the Service. A bid valid for a shorter period shall be rejected as non-responsive.


7 ii) The Service shall ordinarily be under an obligation to process and evaluate the bid within

the stipulated bid validity period. However, under exceptional circumstances and for reason to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity.

iii) Bidders who a. agree to the Service request for extension of bid validity period shall not be permitted

to change the substance of their bids; and b. do not agree to an extension of the bid validity period shall be allowed to withdraw

their bids without forfeiture of their bid security (earnest money). 12. Format and signing of bid:

i) The bidder shall prepare and submit its bid along with copy of purchase receipt. The bid shall be typed and shall be signed by the bidder of a person or a person duly authorized to bind the bidder to the contract. The person or persons signing the bid shall initial all pages of the bid, except for un-amended printed literature.

ii) Any interlineations, erasures, or overwriting, shall be valid only if they are initialed by the person or persons signing the bid.

SUBMISSION OF BIDS

13. Sealing and Marking of Bids: - i) The envelopes shall be marked as “FINANCIAL PROPOSAL “and “TECHNICAL PROPOSAL” in

bold and legible letters to avoid confusion. The inner and outer envelopes shall. Be addressed to the Chief Executive Officer(DEA) D.G.Khan Punjab Emergency Service and;

a. Bear the name and number indicated in the invitation for Bids. ii) The inner envelopes shall also indicate the name and address of the bidder; the Service

shall assume no responsibility for the bids misplacement or premature opening. Deadline for submission of bids: - Bids must be submitted by the bidder and received by the Chief Executive Officer(DEA) D.G.Khan, not later than the time and date specified in the invitation for bids. The Chief Executive Officer(DEA) D.G.Khan, may, at its discretion, extend this deadline for the submission of bids by amending the bidding documents in accordance with instruction to bidders, in which case all rights and obligations of the Service and bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.

14. Late Bid: - Any bid received after the deadline for submission of bids prescribed, shall be rejected and returned unopened to the bidder.

15. Withdrawal of Bids: -The bidder may withdraw its bid after the bid’s submission and prior to the deadline prescribed for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in instruction to bidders. Withdrawal of a bid during this interval may result in the Bidder’s forfeiture of its Bid Security, pursuant to the instruction to bidders.

OPENING AND EVALUATION OF BIDS

16. Opening of Bids: - Initially only the envelopes marked “TECHINICAL PROPOSAL” shall be opened in the presence of bidder’s representatives who choose to attend at prescribed date and time in the Committee room of Chief Executive Officer(DEA) D.G.Khan. The bidder’s representatives who are present shall


8 sign the Attendance sheet evidencing their attendance. However, the envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of Chief Executive Officer(DEA) D.G.Khan office without being opened and till completion of the evaluation process.

i) The Bidder Name, item(s) for which they quoted their rate, serial number of the item and such other details if considered appropriate, shall be announced at the opening of technical proposal. No bid shall be rejected at technical proposal/bid opening, except for late bids which shall be returned unopened to the bidder. However, at the opening of financial proposals (the date, time and venue would be announced later on), the bid prices, discounts (if any), and the presence or absence of requisite bid security and such other details, if considered appropriate shall be announced.

ii) The financial bids found having without Bid Security shall also be returned unannounced to the bidder; even they qualified in the evaluation of technical proposal. However, prior to return to the bidder, statement/reason on such bids shall be recorded.

iii) The minutes of the bids opening (technical and financial) shall be recorded. iv) In case, the tender proceedings are not done on the scheduled date, the same shall be

done on the next working day at the same place and time. 17. Clarification of Bids: - During evaluation of the bids, the authority may, at its discretion, ask

the bidder for a clarification of its bid. The request of clarification and the response shall be in writing, and no change in the price substance of the bid shall be sought, offered or permitted.

18. Preliminary Examination: - All the bids shall be examined to determine whether they are complete, whether the documents have computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. i) In the financial bids, the arithmetical errors shall be rectified on the following basis. If

there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the bidder does not accept the correction of the errors, its bid shall be rejected, and its Bid Security may be forfeited. If there is a discrepancy between words and figures, the amount in words shall prevail.

ii) Any minor informality, non-conformity, or irregularity in bid which does not constitute a material deviation, may be waived provided such waiver does not prejudice or affect the relative ranking of any bidder.

iii) If a bid is not substantially responsive, it shall be rejected and may not subsequently be made responsive by the bidder by correction of the non conformity.

19. Evaluation & Comparison of Bids: - i) Substantially responsive bids shall be evaluated and compared. ii) The evaluation of technical proposal/bid shall be on the basis of previous performances,

previous test reports, previous experience, financial soundness and such other details as the Authority, at its discretion, may consider appropriate, shall be considered. However, the evaluation of financial proposal shall be on the basis of price inclusive of prevailing taxes and duties in pursuant to instruction to bidder and Bid Security.

iii) All bids shall be evaluated in accordance with the evaluation criteria and other terms & conditions set forth in these bidding documents.

iv) A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids.


9 20. Evaluation criteria:-

i) For the purpose of determining the lowest evaluated bid, facts other than price such as previous performances previous experience, financial soundness and such other details as the authority, at its discretion may consider appropriate shall be taken into consideration. The following merit point system for weighing evaluation factors/criteria shall be applied for the Technical Proposals. The number of points allocated to each factor shall be specified in the evaluation report.


10 ii) BID EVALUATION CRITERIA

Compulsory parameters:

S/N Description Requirement / Points

1. LEGAL (MANDATORY) a) Valid Income Tax Registration Mandatory

b) Valid General Sales Tax Registration (Status Active with FBR)

Mandatory

c) Undertaking on Judicial Paper that the firm is not blacklisted and not involved in litigation with any of provincial or Federal Government Department, Agency, Organization or autonomous body anywhere in Pakistan. In case involved in any litigation process, proof of dispute resolution is required.

Mandatory

d) Conformity with Specifications. Mandatory

2 Powder Coating Plant 05 points

3 RELEVANT EXPERIENCE AND PAST PERFORMANCE: 05 points

a) Establishment of firm (bidder)

(Max. 05 points)

Points for 3 years Point for 4 years Point for 5 years 6 years & above

02 Points 03 points 04 points 05 Points

4 Nature of Registration FBR 15 Points

a) General Order Supplier 05 Point

b) Physically factory with working condition 05 points

c) Manufacturer 05 points d) Total number of employees (per worker 1point) Max:10 10 points

5 FINANCIAL POSITION OF THE BIDDER 25 points

a) Income Tax Return (Max. 05 Points)

For last 02 years 05 Points

b) Average Annual Sales of last 03 years

(Max. 10 Points)

Over Rs.06 - Rs.15 Million Over Rs.15 - Rs.30 Million Over Rs.30 - Rs.45 Million Over Rs.45 Million

03 Points 06 Points 09 Points 10 Points

c) Total Assets

(Max. 10 Points)

From Rs.10-15 Million Over Rs.15- Rs.20 Million Over Rs.20-Rs.25 Million

05 Points 07 Points 10 Points

Total Points 60 Points

iii) After technical evaluation is complete the bidders who have submitted proposals shall be informed about the technical scores obtained by their technical proposal and shall notify those bidders whose proposal did not meet the minimum qualifying mark which is 65% or were considered non responsive, that their financial proposals shall be returned unopened after completing the selection process .It shall be simultaneously notified in writing to the bidders that they have secured the minimum qualifying marks, the date, time and location for opening the financial proposals. Bidders attendance at the opening of financial proposals is optional.

iv) PASS MARKS: Based on conditions listed in this document, application not meeting the 65% pass marks limit will be rejected. All applicants scoring greater than or equal to 65% of the marks will be accepted.

PROVISO: Provided that if none or only one (single) applicant exceeds the 65% pass marks, then Chief Executive Officer(DEA) D.G.Khan shall decrease the pass marks limit to 60%. In other words, if two or more applicants exceed, then the pass marks will not be decreased to 60%.

v) Financial proposals shall be opened publicly in the presence of the bidder’s representatives who choose to attend. The name of the bidders and the technical score


11 of the bidder shall be read aloud. The financial proposal of the bidders who meet the minimum qualifying marks shall then be inspected to confirm that they have remained sealed and unopened. These financial proposals shall be then opened, and the quoted price read aloud and recorded it appropriate.

21. Qualification and Disqualification of Bidders: A bidder shall be disqualified if it would be finding at any time, that the information

submitted by him concerning his qualification was false and materially inaccurate or

incomplete.

Rejection of Bids: The Chief Executive Officer(DEA) D.G.Khan shall upon request communicate to any bidder who submitted a bid the grounds for its rejection of any or all bids, but is not required to justify those grounds, the Service incurs no liability , solely towards bidders who have submitted bids . Notice of the rejection of any or all bids shall be given promptly to the concerned bidders that submitted bids.

22. Announcement of Evaluation Report: The results of bid evaluation shall be declared prior to the award of procurement contract in the form of a report giving justification for acceptance or rejection of bids at least ten days prior to the award of procurement contract.

23. Acceptance of Bid and Award Criteria: The bidder with the lowest evaluated bid, if not in conflict any other law ,rules ,regulations or policy of the provincial government , shall be awarded the contract within the original or extended period of bid validity .

24. Inspections and Test / Analysis: i. Inspection and Test/Analysis:

a. The inspection committee shall inspect the quantity, specifications of goods including lab report, if any. The cost of the laboratory tests, if conducted, shall be borne by the supplier.

b. The supplier will be responsible for free replacement of stock if the same is not found to be of the same specifications as required in the invitation of bid / substandard / spurious / misbranded/expired. It will replace the unconsumed expired stores without any further charges.

ii. Import documents, if required, may be produced at the time of inspection to ensure that stores offered for inspection are imported brand new and in the original packing of the manufactures.

iii. If the goods supplied are found during physical examination /inspection to be against the required specifications, approved samples, etc, even if it is of standard quality, the goods may be rejected, and the supplier shall either replace the rejected goods or arrange alterations necessary for rectification of observation, to meet the required specifications free of cost. Replacement in lieu of the rejected supplies must be completed within 15days from the date of communication of decision to the manufacturer /supplier by the Service. In case after replacement or alteration, the inspection committee again declare the item as of against the required specifications, the supply would completely be rejected, and the securities would be forfeited to the government account and the firm shall be blacklisted minimum for one year. However, if the entire supplies/installments are declared as of against the required specifications, the securities shall be forfeited, and the firm shall be blacklisted minimum for two years.

25. Transportation: Transportation including loading/unloading of goods shall be arranged and paid for by the supplier.


12 26. Delays in the Supplier’s Performance: Delivery of the goods shall be made by the supplier in

accordance with the prescribed time schedule. if at any time during performance of the contract, the supplier should encounter conditions impeding timely delivery of the goods, the supplier shall promptly notify the Service in writing on the fact of the delay, it’s likely duration and its cause(s) the Service may at its discretion extend the supplier’s time for performance, with or without liquidated damages, in which case the extension shall be granted by the Service. A delay by the supplier in the performance of its delivery obligations shall render the supplier liable to the imposition of liquidated damages, unless an extension of time is agreed upon without the application of liquidated damages.

27. Penalties /Liquidated Damages; - i. In case of late delivery beyond the presented period, penalty as specified in special

conditions of contract shall be imposed upon the supplier. The above late delivery (LD) is subject to general conditions of contract including late delivery for reasons beyond control. Once the maximum is reached the authority may consider termination of the contract. In case of supply of substandard product, the destruction cost will be borne by the firm i.e. Burning, Dumping and Incineration. If the firm provides substandard item and fails to provide the item, the payment of risk purchase from the 2nd lowest/market (which will be purchased by the consignee) the price difference shall be paid by the firm.

ii. In case of late delivery of goods beyond the period specified, penalty@2% per month, 0.067% per day of the cost of late delivered supply shall be imposed upon the supplier.

TERMINATION FOR DEFAULT;- Chief Executive Officer(DEA) D.G.Khan, without prejudice to any other remedy for breach of contract ,by written notice of default, sent to the supplier , may terminate the contract in whole or in part ,if the supplier fails to deliver any or all instalments of the goods within the period (s) specified in the contract, or within any extension thereof granted or if the supplier fails to perform any other obligation (s) under the contract and if the supplier, in the judgment of the procuring agency has engaged in corrupt or fraudulent practices in competing for or in executing the contract. In case the firm fails to execute the contract /supply order satisfactorily with the Service, the Service reserves the right to purchase the item from the market at the risk and cost of the defaulting firm. Chief Executive Officer(DEA) D.G.Khan also reserves the rights for the suspension/cancellation of contract/blacklisting of the defaulting firm. If the firm fails to execute the contract/supply order satisfactorily then Chief Executive Officer(DEA) D.G.Khan reserves the right to forfeit the security of the contractor and may award the contract to the second lowest. The bidder shall provide 2% of the quoted value in the shape of Call at deposit / Pay order/ Bank Guarantee along with their financial proposal in the name of Chief Executive Officer(DEA) D.G.Khan. The bid found deficient of the bid security shall not be considered and the offer will be rejected. No personal cheque shall be acceptable. The previous bid Security (if any) if available, shall not be considered or carried forward.

28. Delivery and Documents: - the supplier shall provide the following documents at the time of delivery of goods to consignee’ end for verification and onward submission to quarter concerned, duly completed in all respect for payment.

i. Original copies of delivery note/Challan (in triplicate) showing item’s description, batch no(s), Registration No, manufacturing and expiry date and quantity.


13 ii. Original copies of the supplier’s invoices (in triplicate) showing warranty, name of items’

description, batch no, registration no, manufacturing and expiry date, country of origin, quantity, per unit cost, and total amount.

iii. Original copies of the sales tax invoice (where applicable) in duplicate, item’s description, quantity, per unit cost (without GST), amount of GST and total amount with GST.

29. Arbitration and Resolution of disputes: - In case of any dispute, decision of the secretary, Government of Punjab, Home Department would be final.

30. Payment shall be made after the completion of stock items as well as after the receipt of inspection report from the Evaluation Committee according to the specifications of equipments / items

Note:

All assessments and procuring procedures i.e. receiving, opening and awarding etc. shall be governed by the Punjab Procurement Rules, 2014 and Service Financial Rules 2007.


14 CHECK LIST

Sr. No Description Yes/No

1. Receipt

2. Valid Income Tax Registration

3. Valid General Sales Tax Registration (Status Active with FBR) (where applicable)

4.

Undertaking on Judicial Paper that the firm is not blacklisted and not involved in litigation with any of provincial or Federal Government Department, Agency, Organization or autonomous body anywhere in Pakistan. In case involved in any litigation process, proof of dispute resolution is required.

5. Call at deposit/Pay order/Bank Guarantee

6. Supplier’s authorization

7. Copy of national identity card

8. Samples of quoted item

9. Technical bid (separate envelop)

10. Financial bid (separate envelop)

11. Copy of the Technical Bid along with the Written Technical offer in the Technical proposal. (Technical proposal envelop)

Signature of the bidder: ___________________________________________

Stamp of the Firm: _______________________________________________


15 Annexure-A


16 Annexure-B

STUDENT CHAIR


17 Annexure-C

LIBRARIAN CHAIR


18 Annexure-D

STEEL ALMIRAH WITH GLASS FRONT


19 CERTIFICATE ON STAMP PAPER ON WORTH Rs.50/

1. We here by confirm that we have read carefully the description of the stores and all the terms and conditions of your tender enquiry due for opening on 2-3-2020 for the supply of stores as advertised in the tender notice as well as those contained in the bid Proforma. We agree to abide by all instructions/conditions.

We here by confirm to adhere to the delivery period required in the tender enquiry/supply order(s) which would be the essence of the contract and will be binding on us. In case of failure, we agree unconditionally to accept the recovery of liquidated damages on belated supplies and shall have no objection on risk purchase made by Chief Executive Officer (DEA) D.G.Khan to cop up the delayed supply.

2. Certified that the price quoted against tender are not more than the trade price or the price charged from any other Government /Autonomous Institution in the financial year 2019-20 and in case of any discrepancy, the supplier hereby undertakes to refund the price charged in excess when asked to do so.

3. Certified that the firm will replace the items free of cost in case of expiry premises due to non consumption.

Name of the bidder

Signature

Company Stamp


20 BIDDER DATA FORM

COMPANY/ FIRM’S NAME:

ADDRESS:

TELEPHONE NO. FAX NO.

E-MAIL ADDRESS:

ADDRESS OF DEALER/DISTRIBUTER & PHONE NO:

_______________________________________________________________________

REGISTRATION NO.:

INCOME TAX REGISTRATION #

SALES TAX REGISTRATION #

NAME OF AUTHORIZED PERSON:

(AUTHORITY LETTER MUST BE ATTACHED)

CONTACT OF AUTHORIZED PERSON:

Total No. of Employees Company’s Date of Formation

Technical Staff Managerial Staff

Total Assets

Annual Sales of last 02 years

year Annual Sales

CDR/PO/BG NO. & DATE

SIGNATURE OF OWNER / REPRESENTATIVE:

STAMP OF THE FIRM


21 TECHNICAL BID

TENDER_______________________________________________________



Make/ brand name


Pack Size

Note: Soft copy on USB / CD may also be provided.

Name of bidder: ______________________________________________________

Sign and stamps bidder: ________________________________________________


22 FINANCIAL BID

TENDER_______________________________________________________

Item offered

Make/ brand name


Pack size

Offered Unit Price Without

Taxes/duties

Applicable Taxes/duties

Offered Unit price

with all taxes/duties

Name of bidder___________________________________________________

Sign and stamp of bidder__________________________________________


23 Schedule of Purchase and Submission of

Bidding Documents

Last Date of Purchase of Tender 28-03-2020

Last Date of receipt of Tender 28-3-2020 at 12.30 PM

Time & Date of Opening of Tender 28-3-2020 at 1.00PM

Qty

Delivery Period

Earnest Money 2 % estimated

Venue of Opening Tender Committee Room of DC office

Chief Executive Officer District Education Authority

Dera Ghazi Khan