District Office Punjab Health Facilities Management Company Lodhran 1
FRAMEWORK CONTRACT FOR THE PROCUREMENT OF
Medicine (Day to Day / Emergency Medicine Local
Purchase) For RHCs FINANCIAL YEAR 2018-19
(Bid Reference No. LP/LOD/2018-19/02)
DISTRICT OFFICE LODHRAN
PUNJAB HEALTH FACILITIES MANAGEMENT COMPANY [A company established under section 42 of the Companies Ordinance, 1984]
PRIMARY & SECONDARY HEALTHCARE DEPARTMENT GOVERNMENT OF THE PUNJAB
District Office Punjab Health Facilities Management Company Lodhran 2
Table of Contents
Contents Pg. #
INSTRUCTIONS TO BIDDERS (ITB) 5 Source of Funds 5
Eligible Bidders 5
Eligible Goods and Services 5
Cost of Bidding 5
The Bidding Procedure 5
Content of the Bidding Documents 6
Clarification of Bidding Documents 6
Amendment of Bidding Documents 7
PREPARATION OF BIDS 7 Language of Bid 7
Documents Comprising of Bid 7
Bid Form and Price Schedule 7
Bid Prices 7
Bid Currencies 8
Documents Establishing bidder's Eligibility and Qualification 8
Bid Security 8
Bid Validity 8
Format and Signing of Bid 9
SUBMISSION OF BID 9 Sealing and Marking of Bid 9
Deadline for Submission of Bid 10
Late Bid 10
Withdrawal of Bid 10
OPENING AND EVALUATION OF BID 10 Opening of Bid 10
Clarification of Bids 11
Preliminary Examination 11
Evaluation & Comparison of Bids 11
Evaluation Criteria 12-14
Performance Guarantee 15
Signing of Contract 15
Contacting the Procuring Agency 15
Qualification and Disqualification of Bidders 15
Rejection of Bids 16
Re-Bidding 16
Announcement of Evaluation Report 16
AWARD OF CONTRACT 16 Acceptance of Bid and Award Criteria 16
Procuring agency’s right to vary quantities at time of award 16
Limitations on Negotiations 16
Notification of Award 17
Purchase Order 17
Termination of the Contract 17
Corrupt and Fraudulent Practices 17
GENERAL CONDITONS OF CONTRACT 18 Definitions 18
Application 18
Standards 18
Use of Contract Documents and Information 19
Labeling and Packing of the Medicines 19
Delivery of Documents 19
Payment, Prices, Contract Amendments, Penalties/liquidated Damages 19
Governing Languages 20
Applicable Law & Schedule of Requirements 20
Price Schedule 21
TENDER FORM (FORMAT) 22
PERFORMANCE GUARANTEE (FORMAT) 23
AFFIDAVIT (FORMAT) 24
District Office Punjab Health Facilities Management Company Lodhran 3
PUNJAB HEALTH FACILITIES MANAGEMENT COMPANY PRIMARY & SECONDARY HEALTHCARE DEPARTMENT
GOVERNMENT OF THE PUNJAB
[
Sealed bids are invited from well reputed & registered firms/Authorized
distributors/Pharmacies/Medical stores and experienced suppliers registered with Sales Tax
(Filer) and Income Tax (Filer) departments and involved in the business of medicine, for the
Framework Contract of medicine supply on day to day basis (Day to day/Emergency
Medicine local purchase) for year 2018-19 under Punjab Procurement Rules 2014.
Sr. No.
Detail
Estimated Cost
Tender Fee Bid Security Tender Opening
Date
1. Framework Contract of medicine supply
on day to day basis (Day to
day/Emergency Medicine local purchase)
1.995 Million
Rs. 500/- Rs. 2% of estimated cost
On 29-03-2019 At 11:30 AM
1. The bidder must have one year working experience on the closing date of tender.
2. Bidding documents containing the detailed specifications may be obtained on payment of
Rs. 500/- (Non-refundable) from the District Office Punjab Health Facilities Management
Company Lodhran or may be downloaded from the PPRA Website
(www.ppra.punjab.gov.pk). However, payment receipt is mandatory.
3. No bid will be accepted without bid security, which will be as per PPRA Rule 27 in the form
of Irrevocable CDR/pay order/bank draft in favor of District Manager Punjab Health Facilities
Management Company Lodhran and shall be submitted along with financial bid.
4. The last date for submission of bids along with mentioned bid security by
29-03-2019, 11:00AM and tenders will be opened on the same date at 11:30AM at the below
mentioned address in the presence of bidders or their authorized representatives who may wish
to attend.
5. The interested bidders shall submit their bids based on single stage–two envelope procedures.
The bids shall comprise a single packet/envelope containing two separate sealed envelopes.
Each envelope shall contain separately the Technical Proposal and Financial Proposal as per
PPRA rules 2014.
6. The Procuring Agency reserves the right to reject all bids or proposals at any time prior to the
acceptance of bid or proposal under PPRA rule 64A.
7. The Procuring Agency has the due right to disqualify a supplier or contractor if it finds at any
stage that information submitted by him was false/in accurate /in complete under PPRA rule
19.
8. The bidders are requested to give their best and final prices as no negotiations are expected
INVITATION FOR BIDS Framework Contract of medicine supply on day to day basis (Day to day/Emergency Medicine local purchase) FOR RHCs of DISTRICT LODHRAN
District Manager Punjab Health Facilities Management Company District Lodhran
Officers Colony near new Judicial Complex 100/M, Lodhran.
Contact# 0608-921124 Email: - [email protected]
District Office Punjab Health Facilities Management Company Lodhran 4
PROFILE OF THE BIDDER Bidders are required to submit the following information in the following
format along with documentary evidences as under: -
Sr. # Particulars To be filled in by the Bidders
1. Name of the Business entity
2. Head Office
Address
Office Telephone No.
Fax Number
3. Contact Person
Name
Personal Telephone No.
E-Mail Address
4. Local Office
Address
Office Telephone No.
Fax Number
5. Bid Signing Authority
Name
Address
Personal Telephone No.
E-Mail Address
Please enclose Authorization or Power of Attorney to sign & submit the bidding
6. Address for communication under the current bidding
7. Registration details
NTN Registration No.
GST Registration No.
Bank Name
Bank Address
Account Number
District Office Punjab Health Facilities Management Company Lodhran 5
INSTRUCTIONS TO BIDDERS
1. Source of Funds: Punjab Health Facilities Management Company (PHFMC)
allocated funds for purchase of Medicines (Day to day / emergency medicine local purchase)
which will be utilized by the District Office PHFMC Lodhran during the financial year
2018-19.
2. Eligible bidders: This Invitation for Bids is to open for all well reputed financially
sound and registered Pharmacies/Medical Stores /wholesale registered with Sales Tax (Filer)
and Income Tax (Filer) departments and involved in the business of medicine.
3. Those who are not under a declaration of ineligibility for corrupt and fraudulent
practices, declared by any Government (Federal/Provincial/District), a Local Body or a Public
Sector Organization.
3. Eligible Goods and Services: All goods and related services to be supplied under the
contract shall be governed by the Drug Act 1976 and rules framed there under. Medicine
brands which are mentioned in Punjab Medicine Formulary 1st Edition 2017.
4. Cost of Bidding: The bidder shall bear all costs associated with the preparation and
submission of its bid, and the PHFMC shall in no case be responsible or liable for those costs,
regardless of the manner or outcome of the bidding process.
THE BIDDING PROCEDURE 5. Single Stage – Two Envelopes Bidding Procedure as per PPRA Rules 2014 shall be
applied:
i. The bid shall comprise a single sealed package containing two separate sealed
envelopes. Each envelope shall contain separately the Technical Proposal and
Financial Proposal.
ii. The envelopes shall be sealed & marked as “TECHNICAL PROPOSAL” and
“FINANCIAL PROPOSAL” in bold and legible letters to avoid confusion along
with tender reference number.
iii. Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be
opened.
iv. The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the
custody of Procuring Agency without being opened.
v. Both envelopes shall indicate the NAME AND ADDRESS of the bidder.
vi. The inner envelopes shall also indicate the name and address of the bidder to enable
the bid to be returned unopened in case it is declared as “non-responsive” or “late.
vii. The Procuring Agency shall evaluate the Technical Proposal, without reference
to the price and reject any proposal which do not conform to the specified
requirements.
viii. During the technical evaluation, no amendments in the technical proposal shall be
permitted.
District Office Punjab Health Facilities Management Company Lodhran 6
ix. The Financial Proposals of technically approved bidders shall be opened in the
presence of the bidders at a time, date and venue to be announced and
communicated to the bidders in advance;
x. The Financial Proposal of bids found technically non-responsive or non-compliant
shall be returned un-opened to the respective bidders.
xi. The bid found to be the lowest in financial offer and technically approved shall
be accepted.
THE BIDDING DOCUMENTS
6. 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. General Conditions of Contract
c. Special Conditions of Contract
d. Schedule of Requirements
e. Technical Specifications
f. Contract Form
g. Manufacturer’s Authorization Form/Warrantee
h. Performance Guarantee Form
i. Bid Form and
j. Price Schedule
ii. The “Invitation for Bids” does not form part of the Bidding Documents and
is included as a reference only. In case of discrepancies between the Invitation for Bid and the
Bidding Documents listed above, the said Bidding Documents shall take precedence.
iii. The bidder is expected to examine all instructions, forms, terms, and
specifications in the bidding documents.
iv. 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 and may result in the rejection of its bid.
7. Clarification of Bidding Documents: A prospective bidder requiring any
clarification of the bidding documents may notify the Procuring Agency in writing at given
address, indicated in the Invitation for Bids. The Procuring Agency shall respond in writing
to any request for clarification of the bidding documents, which it receives not later than seven
(07) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids.
Written copies of the procuring agency’s response (including an explanation of the query but
without identifying the source of inquiry) shall be sent to all prospective bidders that have
received the bidding documents.
District Office Punjab Health Facilities Management Company Lodhran 7
8. Amendment of Bidding Documents: At any time prior to the deadline for submission
of bids, the procuring agency, 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. In order to
allow prospective bidders reasonable time in which to take the amendment into account in
preparing their bids, the procuring agency, at its discretion, may extend the deadline for the
submission of bids.
PREPARATION OF BIDS
9. Language of Bid: The bid prepared by the bidder, as well as all correspondence and
documents relating to the bid exchanged by the bidder and the Procuring Agency shall be
written in English. Supporting documents and printed literature furnished by the bidder may
be in another language provided they are accompanied by an accurate translation in English,
in which case, for purposes of interpretation of the Bid, the translation shall govern.
10. Documents Comprising the Bid: The bid shall comprise the following components:
(a) Bid Form and Price Schedule completed in accordance with instruction to bidders
(to be submitted along with financial proposal);
(b) Documentary evidence established in accordance with instruction to bidders that the
bidder is eligible to bid and is qualified to perform the Contract if its bid is accepted;
(c) Documentary evidence established in accordance with instruction to bidders that the
goods to be supplied by the bidder are eligible goods and conform to the bidding
documents; and
(d) Bid Security, if any furnished in accordance with instruction to bidders.
11. Bid Form & Price Schedule: The bidder shall complete the Bid Form and an
appropriate Price Schedule furnished in the bidding documents, indicating the discount
offered of the goods to be supplied.
12. Bid Prices: i. Form of price Schedule is to be filled in very carefully. Every page is to be signed
and stamped at the bottom. Any erasing/cutting may lead to the cancellation of the
bid.
ii. The bidder should quote the prices of goods according to the categories as provided
in the Form of Price Schedule and Technical Specifications.
iii. The bidder is required to offer competitive price. All prices must include the 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
procuring agency. The bidder will also be responsible to pay any tax levied by the
Government during the currency of contract.
iv. Prices offered should be for the year up to 30-06-2019 extendable for three months
i.e. 30-09-2019. Conditional offer shall also be considered as non-responsive.
District Office Punjab Health Facilities Management Company Lodhran 8
v. 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.
13. Bid currencies: Prices shall be quoted in Pak Rupees.
14. 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 shall establish to the
Procuring Agency satisfaction that the bidder, at the time of submission of its bid,
is eligible as defined under instruction to the bidders
iii. The documentary evidence (to be submitted along with technical proposal) of the
bidder’s qualifications to perform the Contract if its bid is accepted shall establish
to the Procuring Agency satisfaction:
(a) National Tax Number (NTN) and General Sales Tax Number (GST) (if applicable)
with documentary proof shall have to be provided by each bidder in the tender.
(b) The bidder shall submit an affidavit on legal stamp paper of Rs. 20/- that their firm
is not blacklisted on any ground by any Government (Federal/Provincial/District),
a local body or a Public Sector Organization in the last three years. The bidder
shall be debarred from bid on account of submission of false statement.
(c) The bidder should have minimum one-year experience in the market.
15. Bid Security
With reference to bid security 2% of the estimated cost
(1.995 million) has to be deposited as a CDR in the name of District manager,
PHFMC, Lodhran.
16. Bid Validity
i. Bids shall remain valid for the period of Ninety Days (90 Days) after the date of
opening of Technical Bid, prescribed by the PHFMC, Lahore. A bid valid for a
shorter period shall be rejected by the Procuring Agency as non-responsive.
ii. The Procuring Agency 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 Procuring Agency request for extension of bid validity period
shall not be permitted to change the substance of their bids; and
District Office Punjab Health Facilities Management Company Lodhran 9
(b) do not agree to an extension of the bid validity period shall be allowed to
withdraw their bids without forfeiture of their bid securities (earnest money).
17. Format and Signing of Bid:
The bidder shall prepare and submit its bid along with original purchase receipt.
The bid shall be typed or written in indelible ink and shall be signed by the bidder
or a person or person’s 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.
SUBMISSION OF BIDS
18. Sealing and Marking of Bids
i. The envelopes shall be marked as “TECHNICAL PROPOSAL” and “FINANCIAL
PROPOSAL” in bold and legible letters to avoid confusion. The inner and outer
envelopes shall be sealed and:
a. be addressed to the District Office PHFMC Lodhran at the address given in the
Invitation for Bids and;
b. 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 to enable
the bid to be returned unopened in case it is declared as “non-responsive” or “late”.
If the outer as well as inner envelopes are not sealed and marked as required by
instruction to bidders, the Procuring Agency shall assume no responsibility for the
bid’s misplacement or premature opening and shall be rejected forth with.
19. NO OFFER SHALL BE CONSIDERED IF: -
i. Received without earnest money.
ii. Received after the last date and time of the receipt.
iii. The tender is unsigned.
iv. The Bid is ambiguous.
v. It is conditional.
vi. It is from a firm, which is black listed or suspended by the Government of the
Punjab in last three years.
vii. It is received by telegram
viii. Not addressed to the District Office PHFMC Lodhran
ix. The firms should quote their rates inclusive of all prevailing taxes both in words as
well as in figures.
x. Over writing, cutting, crossing etc., appearing in the offer.
xi. All pages of the tender document are not individually signed.
xii. All documents are not authenticated/ certified (sealed and signed) by the quoting
firm.
20. Deadline for Submission of Bids:
District Office Punjab Health Facilities Management Company Lodhran 10
Bids must be submitted by the bidder and received by the Procuring Agency at the
address specified under instruction to bidders, no later than the time and date specified in the
Invitation for Bids. The Procuring Agency 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 Procuring Agency and bidders
previously subject to the deadline shall thereafter be subject to the deadline as extended.
21. Late Bid:
Any bid received by the Procuring Agency after the deadline for submission of bids
prescribed by the Procuring Agency shall be rejected and returned unopened to the bidder
22. 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.
OPENING AND EVALUATION OF BIDS
23. Opening of Bids
i. The Procuring Agency shall initially open only the envelope marked
“TECHNICAL PROPOSAL” in the presence of bidders’ representatives who
choose to attend, at the time, on the date, and at the place specified in the Invitation
for Bids. The bidders’ representatives who are present shall sign the Attendance
Sheet evidencing their attendance. However, the envelope marked as
“FINANCIAL PROPOSAL” if it is sealed shall be retained in the custody of
Procuring Agency without being opened and till completion of the evaluation
process.
ii. The bidders’ names, item(s) for which they quoted their rate and such other details
as the Procuring Agency prescribed, at its discretion, may consider 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 as the
Procuring Agency at its discretion, may consider appropriate, shall be announced.
iii. The Procuring Agency shall prepare minutes of the bids opening (technical and
financial).
24. Clarification of Bids:
District Office Punjab Health Facilities Management Company Lodhran 11
During evaluation of the bids, the Procuring Agency may, at its discretion, ask the
bidder for a clarification of its bid. The request for clarification and the response shall be in
writing, and no change in the prices or substance of the bid shall be sought, offered, or
permitted
25. Preliminary Examination
i. The Procuring Agency shall examine the bids to determine whether they are
complete, whether any 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.
ii. In the financial bids, if there is a discrepancy between words and figures, the
amount in words shall prevail.
iii. The Procuring Agency may waive any minor informality, nonconformity, or
irregularity in a bid which does not constitute a material deviation, provided such
waiver does not prejudice or affect the relative ranking of any bidder.
iv. Prior to the detailed evaluation, the Procuring Agency shall determine the
substantial responsiveness of each bid to the bidding documents. For purposes of
these Clauses, a substantially responsive bid is one, which conforms to all the terms
and conditions of the bidding documents without material deviations. Deviations
from, or objections or reservations to critical provisions, such as those concerning
Applicable Law, Drugs Act, Taxes & Duties shall be deemed to be a material
deviation for technical proposals. The Procuring Agency’s determination of a
bid’s responsiveness is to be based on the contents of the bid itself without recourse
to extrinsic evidence.
v. If a bid is not substantially responsive, it shall be rejected by the Procuring
Agency and may not subsequently be made responsive by the bidder by correction
of the nonconformity.
26. Evaluation & Comparison of Bids
i. The Procuring Agency shall evaluate and compare the bids, which have been
determined to be substantially responsive.
ii. The Procuring Agency’s evaluation of technical proposal / bid shall be on the
basis of previous performances, inspection of premises (if found necessary),
previous experience, financial soundness and such other details as the
Procuring Agency at its discretion, may consider appropriate. However, the
evaluation of financial proposal shall be on the basis of price inclusive of
prevailing taxes and duties in pursuant to instruction to bidders.
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.
District Office Punjab Health Facilities Management Company Lodhran 12
27. Evaluation Criteria:
For the purposes of determining the lowest evaluated bid, facts other than price
such as previous performances, inspection of premises, previous experience,
financial soundness and such other details as the Procuring Agency at its
discretion, may consider appropriate shall be taken into consideration. The
following merit point system for weighing evaluation factors/ criteria can be
applied for the TECHNICAL PROPOSALS. The number of points allocated to
each factor shall be specified in the Evaluation Report.
BID EVALUATION CRITERIA: -
Evaluation Criteria (Part A + Part B)
Part-A
ASSESSMENT FOR ELIGIBILITY
Sr.
#
Detail Yes /
No
Page
#
1 Original receipt for purchase of tender
2 Minimum one year business history from initial date of
issuance of DSL
3 Acceptance of terms and condition, tender documents duly
signed and stamped
4 An affidavit on stamp paper of Rs.20/- submitting following
clauses:
i) replacement of unconsumed / substandard spurious drugs /
stocks
ii) that the firm is not blacklisted on any grounds in last three
years
5 Price should not be mentioned on technical bid
6 Bank statement / Balance sheet
7 National tax number and General Sale Tax number certificate
8 Call deposit / Bid Security amounting 2% of estimated cost
attached with financial proposal (copy attached with Technical
Proposal)
9 Valid Drug Sales License and registration/renewal of qualified
person’s license
10 Endorsement of brands supply mentioned in Punjab Medicine
Formulary
Note: Only eligible firms will be scrutinized for Part B
District Office Punjab Health Facilities Management Company Lodhran 13
PART B Max
Marks Obtained
01
Market experience i More than 1- less than
or equal to 3 years
5 Marks
ii More than 3 - Less
than or equal to 5 years
8 Marks
iii Above 5 years 10 Marks
Bidders having less than I year
experiences are ineligible. Experience
will be confirmed from the date of
issuance of DRUG SALES LICENSE
10
02 Business Volume
Up to 01 million per month 05
1-2 million per month 06
2-3 million per month 07
3-4 million per month 08
4-5 million per month 09
More than 05 Million per month 10
10
03
Technical Staff I Qualified person /
Pharmacist
10 Marks
ii Any other specialty
qualification
5 Marks
The bidder is required to attach attested
copy of the relevant degree and
appointment letter of concerned technical
staff.
15
Qualifying Marks 70% (25/35) Total 35
Technical Result:
100% complete information according to the bid evaluation criteria provided by the firm will
get maximum marks.
After technical evaluation is completed, the Procuring Agency shall inform the bidders who
have submitted bids the technical scores obtained by their technical bid, and shall notify those
bidders whose bids did not meet the minimum qualifying mark or were considered non-
responsive, that their financial proposals shall be returned unopened after completing the
selection process. The Procuring Agency shall simultaneously notify in writing bidders that
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.
Financial proposals shall be opened publicly in the presence of the bidders or their
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 met 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
District Office Punjab Health Facilities Management Company Lodhran 14
and recorded. Any aggrieved firm may submit grievances application to the Procuring
Agency for maximum within 10 (Ten) days from the date of evaluation of report.
28. Performance Guarantee.
28.1 Before signing of Frame Work Contract, the successful Bidder shall furnish a
Performance Guarantee, in the Form of irrevocable CDR in favor of District Manager PHFMC
Lodhran and in the mannered prescribed by the Procuring Agency (5 %) of the Estimated
Cost (1.995 Million).
28.2 The Bid Security submitted by the bidder at the time of submitting its bid shall be returned
to the Bidder upon submission of Performance Guarantee.
28.3 Failure to provide a Performance Guarantee by the Bidder is a sufficient ground for
annulment of the award and forfeiture of Bid Security. In such event the Procuring Agency
may award the Contract to the next lowest evaluated bidder or call for new bid.
29. Signing of Contract.
29.1 The Frame Work Contract is to be made on non-judicial stamp paper worth of Rs. @ 25
paisa per every one hundred rupees of the total value of the contract, under section 22(A) (B)
of schedule 1 of Stamp Duty Act 1899 read with Finance Act 1995 (Act-VI of 1995)
Notification No.JAW/HD/8-21/77 (PG) dated 1st January, 2014.
30. Contacting the Procuring Agency:
No bidder shall contact the Procuring Agency on any matter relating to its bid, from
the time of the bid opening to the time the Contract is awarded. If the bidder wishes to bring
additional information to the notice of the Procuring Agency it should do so in writing. Any
effort by a bidder to influence the Procuring Agency in its decisions on bid evaluation, bid
comparison, or Contract award may result in the rejection of the bidder’s bid. Canvassing by
any bidder at any stage of the Tender evaluation is strictly prohibited. Any infringement shall
lead to disqualification in addition to any other penalty Procuring Agency may in its
discretion impose.
31. Qualification & disqualification of bidders:
The Procuring Agency shall disqualify a bidder if it finds, at any time, that the
information submitted by firm was false and materially inaccurate or incomplete.
32. Rejection of Bids:
The Procuring Agency may reject any or all bids at any time prior to the acceptance
of a bid. The Procuring Agency 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 Procuring Agency 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.
33. Re-Bidding:
If the Procuring Agency rejected all bids, it may call for a re-bidding or if deems
necessary and appropriate the Procuring Agency may seek any alternative methods of
District Office Punjab Health Facilities Management Company Lodhran 15
procurement under Rule 42 of the Punjab Procurement Rules-2009. The Procuring Agency
before invitation for re-bidding shall assess the reasons for rejection and may revise
specifications, evaluation criteria or any other condition for bidders, as it may deem necessary.
34. Announcement of Evaluation Report:
The Procuring Agency shall declare the results of bid evaluation prior to the award
of procurement contract.
AWARD OF CONTRACT
35. Acceptance of Bid and Award criteria
The bidder with the lowest evaluated financial bid, if not in conflict with 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.
36. The Procuring Agency’s right to vary quantities at time of award
The Procuring Agency reserves the right at the time of Rate Contract’s award to issue
supply order of the quantity required for use in RHCs of District Lodhran which the firm will
be bound to supply as per terms and conditions mentioned in the supply order.
37. Limitations on negotiations
● As per PPRA Rules 2014 (Amended up to 06-01-2016) Negotiations are not
allowed.
38. Notification of Award
38.1 Prior to the expiration of the period of bid validity, the Procuring Agency shall
notify the successful bidder in writing by registered letter, that its bid has been
accepted.
38.2 The notification of award shall constitute the formation of the Contract.
39. Purchase Order: -
Procuring Agency shall issue Purchase Order from time to time with a stipulated
period of delivery. If the successful bidder fails to comply with the supply order then the firm
shall be blacklisted minimum for two years and the performance Guarantee may be forfeited.
In such situation, the Procuring Agency may make the award to the next lowest evaluated
bidder or call for new bids.
40. Termination of the contract
Failure of the successful bidder to comply with the requirement of instructions to the
bidders shall constitute sufficient grounds for the annulment/termination of the award and
forfeiture of the bid Security, in which event the Procuring Agency may make the award to
the next lowest evaluated bidder or call for new bids.
41. Corrupt or Fraudulent Practices
a. The Procuring Agency requires that the Procuring Agency as well as bidders/
Contractors observe the highest standard of ethics during the procurement and
execution of such Contracts. In pursuance of this policy, the Procuring Agency
defines, for the purposes of this provision, the terms set forth below as follows:
District Office Punjab Health Facilities Management Company Lodhran 16
I. “corrupt practice” means the offering, giving, receiving or soliciting of anything
of value to influence the action of a public official in the procurement process or
in Contract execution; and
II. “fraudulent practice” means a misrepresentation of facts in order to influence a
procurement process or the execution of a Contract to the detriment of the
Procuring Agency and includes collusive practice among bidders (prior to or after
bid submission) designed to establish the bid prices at artificial non-competitive
levels and to deprive the Procuring Agency of the benefits of free and open
competition;
b. Shall reject a proposal for award if it determines that the bidder recommended for
award has engaged in corrupt or fraudulent practices in competing for the Contract in
question;
c. Shall declare a firm ineligible, either indefinitely or for a stated period of time, to be
awarded a Contract if it at any time determines that the firm has engaged in corrupt
or fraudulent practices in competing for, or in executing a Contract; onus of proof will
be on the firm.
GENERAL CONDITIONS OF CONTRACT
1. Definitions:
In this the following terms shall be interpreted as indicated against each;
a. “The Contract” is a contract for the supply of stores at specified rates during the
period covered by the contract. No quantities are mentioned in the Contract and
the successful bidder is bound to accept any order which may be placed upon him
at the rates specified within the period of the contract. The Contract may be
concluded with one or more contractors.
b. “The Price” means the price payable to the Supplier under the Contract for the
full and proper performance of its contractual obligations.
c. “The Goods” means drug/ medicines accordance with the Drug Act 1976 and
rules framed there under, which the Supplier is required to supply to the Procuring
Agency (District Office PHFMC Lodhran) as per supply orders issued from
time to time under the Contract .
d. “The Services” means those services ancillary to the supply of goods, such as
special instructions on the label transportation of goods up to the desired
destinations and other such obligations of the Supplier covered under the Contract.
e. “District Office PHFMC Lodhran” means Procuring Agency under the
administrative control of District Manager PHFMC Lodhran.
f. “The Supplier” means the individual or firm supplying the goods under this
Contract.
2. Application:
These General Conditions shall apply to the extent that they are not inconsistent /
superseded by provisions of other parts of the Contract.
District Office Punjab Health Facilities Management Company Lodhran 17
3. Standards:
The goods supplied under this Contract shall conform to the Drug Act 1976 and rules
framed there under. All supplied brands must be according to the Punjab Medicine Formulary
(a copy may be available on request) published on 2017.
The supplier will be responsible for free replacement of stocks if the same is not found
to be of the same specifications as required in the Indent of Bids / Substandard /Spurious /
Misbranded / Expired. The stock found substandard will not be returned to the supplier.
4. Use of Contract Documents and Information
i) The Supplier shall not disclose the Contract, or any provision thereof, or any
specification, or information furnished by or on behalf of the District Office
PHFMC Lodhran in connection therewith, to any person other than a person
employed by the Supplier in the performance of the Contract.
ii) The Supplier shall not, without the Procuring Agency’s prior written consent,
make use of any document or information enumerated in condition of contract
except for purposes of performing the Contract.
iii) Any document, other than the Contract itself, enumerated in condition of contract
shall remain the property of the Procuring Agency and shall be returned if so
required by the Procuring Agency.
iv) The Supplier shall permit the Procuring Agency to inspect the Supplier’s
accounts, records and premises relating to the performance of the Supplier (if
required).
5. Labeling and Packing of the medicines:
Commercial packing according to Labeling and Packing of the product would be
examined in accordance with Labeling and Packing Rules 1986 of the Drugs Act 1976.
8. Delivery and Documents:
The Supplier in accordance with the terms specified in the Bidding Documents shall
make delivery of the goods to the District Office PHFMC Lodhran. The Procuring Agency
has the right to ask for the source of purchase of the supplied goods which the supplier has to
provide in the form of invoice/warranty otherwise the supplier bills will not be entertained for
payment.
9. Payment:
The method and conditions of payment to be made to the Supplier under this Contract
will be in Pak Rupees.
10. Prices:
Prices charged by the Supplier for goods delivered under the Contract shall not be
more than the prices fixed by the Federal Government (Maximum Retail Price)
11. Contract Amendments:
No variation in or modification of the terms of the Contract shall be made except by
written amendment.
District Office Punjab Health Facilities Management Company Lodhran 18
12. Penalties/liquidated Damages:
In case of late delivery beyond the presented period, penalty as specified in Special
Conditions of Contract shall be imposed upon the Supplier. The Procuring Agency shall be
entitled to make other arrangement at the risk /expense of the Contractor / Supplier Firm, the
price difference shall be paid by the Firm.
13. Governing Language:
The Contract shall be written in English language. All correspondence and other
documents pertaining to the Contract, which are exchanged by the Parties, shall be written in
English.
14. Applicable Law:
This contract shall be governed by the laws of Pakistan and the courts of Pakistan
shall have exclusive jurisdiction. The supplies will be governed by Drug Act 1976 and rules
framed there under
15. Schedule of requirement:
All medicine indented by the Procuring Agency must be supplied in 24 hours in safe
and sound condition without being any additional cost to the procurer.
In case of non-supply the same will be purchased from the local market and amount
will be deducted from the invoices of the contractor.
Special Conditions of Contract (SCC)
Special Conditions of Contract shall be concluded between the Procuring Agency and the successful bidder(s) as per specific requirement of the specific Product. In case where there is a conflict between the general conditions of the contract and the special conditions of contract, the special condition of contract shall prevail.
1. General:
1.1 The offered goods shall be from the prequalified firms of the department.
1.2 Supplier shall furnish the warranties against all ordered items on every supply.
2. Payment
a) Payment shall be made after 100 % supply.
b) Supply in parts is allowed but payment in parts is not allowed.
c) In case of non PMF brands are supplied payment is subjected to DTL testing of
sample.
3. Packing & Marking
3.1 Packing: Usual packing to ensure safe journey up to the site of consignee.
4. Trans-shipment
4.1 Trans-shipment is not allowed.
District Office Punjab Health Facilities Management Company Lodhran 19
5. Place of delivery
5.1 As per detail mentioned in the invitation for bids/tender notice.
6. Penalty/Liquidity Charges
6.1 0.67% per day after due time
PRICE SCHEDULE FOR L.P MEDICINE IN PAK RUPEES
Name of bidder________________________________________________
SR. NO. ITEM DISCOUNT OFFERED
Figure Words
Multinational Medicines
2 National Medicines
3 Surgical/disposable items
4
Sign and Stamp of bidder______________________________________________
District Office Punjab Health Facilities Management Company Lodhran 21
TENDER FORM
1. I/We, [Name and Address of the Bidder], having read, understood and accepted the tender
document, including the addendum(s), if any, offer to supply the medicine, in conformity
what the said tender document, to [Name and addresser of purchaser], for the total tender
Price of PKR (in figures __________________________________) (in words
_________________________________________________), in accordance with the price
schedule attached hereto and made part of the tender.
2. We undertake that the tender shall have a minimum validity period of ninety days from the
last date of submission of the tender and may be accepted at any time before the expiration
of the period.
3. We undertake to be bound by the tender and the acceptance letter, which shall
constitute a contract, until execution of the formal contract.
Date
TENDERER
Signature _______________________________________________
CNIC # _______________________________________________
Name _______________________________________________
Designation _______________________________________________
Address _______________________________________________
Note: The tender form should be on the letter head of the tenderer.
District Office Punjab Health Facilities Management Company Lodhran 22
Performance Guarantee
To: [Name & Address of the Procuring Agency]
Whereas [Name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of
Contract No. [Number] dated [date] to supply [description of goods] (hereinafter called “the
Contract”).
And whereas it has been stipulated by you in the said Contract that the Supplier shall furnish you
with a Bank Guarantee by a scheduled bank for the sum of 5% of the total Contract amount as a
Security for compliance with the Supplier’s performance obligations in accordance with the
Contract.
And whereas we have agreed to give the Supplier a Guarantee:
Therefore we hereby affirm that we are Guarantors and responsible to you, on behalf of the
Supplier, up to a total of [Amount of the Guarantee in Words and Figures] and we undertake to pay
you, upon your first written demand declaring the Supplier to be in default under the Contract and
without cavil or argument, any sum or sums within the limits of [Amount of Guarantee] as aforesaid,
without your needing to prove or to show grounds or reasons for your demand or the sum specified
therein.
This guarantee is valid until the____________ day of_________, 201___
Signature and Seal of the Guarantors/ Bank
Address
Date
District Office Punjab Health Facilities Management Company Lodhran 23
AFFIDEVIT
We, [Name and Address of the Tenderer], do hereby declare on solemn affirmation that: -
1. We have not been black listed from any Government Department/Agency from last three
years.
2. We have not been involved in litigation with any client during the last 3 years.
3. We acknowledge that we have read, understood and accepted the tender document.
4. We understand that the purchaser shall have the right, at his exclusive discretion, to
require, in writing, further information or clarification of the tender, from any or all the
tenderer(s).
5. We understand that the purchaser shall have the right, at his exclusive discretion, to
increase/decrease the quantity of any or all item(s), accept/ reject all tender(s),
cancel/annual the tendering process at any time prior to award of contract, by assigning
any reason or any obligation to inform the tenderer of the grounds for the purchaser’s
action, and without thereby incurring any liability to the tenderer and the decision of the
purchaser shall be final.
Date
TENDERER
Signature _______________________________________________
CNIC # _______________________________________________
Name _______________________________________________
Designation _______________________________________________
Address _______________________________________________
WITNESSES WITNESSES
Signature _________________ Signature ____________________
CNIC # ____________________ CNIC # ____________________
Name ____________________ Name ____________________
Designation ____________________ Designation ____________________
Address ____________________ Address ____________________
District Office Punjab Health Facilities Management Company Lodhran 24
Contract Form
THIS AGREEMENT made on __________ 20_____ between District Office PHFMC
[District Name] the one part and M/S [Supplier name and address] the other part:
WHEREAS the Purchaser invited bids for certain goods, viz., [brief description of goods and
services] and has accepted a bid by the Supplier for the supply of those goods and services in
the sum of [contract price in words and figures] (hereinafter called “the Contract Price”), in
the sum of [Total Amount]/- and details as below:
Item
Tender
Number
Item
Name
Approved
Specification
Discount
Rate on
MRP
Total
Estimated
Cost
Performance
Guarantee
NOW THIS AGREEMENT WITNESSE AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to [Tender Reference No.].
2. Following documents shall be deemed to form and be read and construed as part of this
Agreement, viz.:
(a) the Bid Form and the Price Schedule submitted by the Bidder;
(b) the Schedule of Requirements;
(c) the Technical Specifications;
(d) the General Conditions of Contract;
(e) the Special Conditions of Contract; and
(f) the purchaser’s Notification of Award.
3. In consideration of the payments to be made by the Purchaser to the Supplier as
hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the
abovementioned item and to remedy defects therein in conformity in all respects with the
provisions of the Contract
4. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of
the mentioned item and the remedying of defects therein, the Contract Price or such other sum
as may become payable under the provisions of the contract at the times and in the manner
prescribed by the contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year first above written.
District Office Punjab Health Facilities Management Company Lodhran 25
Signed, sealed: For the Manufacturer Signed, sealed on behalf of purchaser of Purchaser
Witness 1 on behalf of contractor Witness 1 on behalf of Purchaser
Witness 2 on behalf of contractor Witness 2 on behalf of Purchaser
District Office Punjab Health Facilities Management Company Lodhran 26