(it equipments) - punjab...rescue 1122 tender documents . page 6 of 30 vii)the successful bidder...

BIDDING DOCUMENTS

(IT Equipments)

Rescue 1122

Punjab Emergency Service Rescue 1122 Headquarters, located at Emergency Services Academy

Motorway Service Lane, Thokar Niaz Baig, Lahore, Email: [email protected], Ph: 0092- 042-35131896

mailto:[email protected],

Rescue 1122 Tender Documents

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Introduction:

The Punjab Emergency Service (Rescue 1122) (here in after referred to “Service”) has

been established under the Punjab Emergency Service Act, 2006 for professional

management of emergencies such as road traffic accidents, buildings collapse,

hazardous material incidents, fires, disasters, etc. The procurements in the Service

are governed under the Punjab Emergency Service Financial Rules 2007 and Punjab

Procurement Rules, 2014 duly notified by Government of the Punjab.


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0

PUNJAB EMERGENCY SERVICE (RESCUE 1122) TENDER NOTICE

No.T /4-Stores/ 2018-19

The Punjab Emergency Service (Rescue 1122) is inviting sealed bids / tenders from manufacturers / authorized distributors / importers /sole agents of foreign principals registered with Sales Tax and Income Tax departments, having sufficient managerial, technical, financial capabilities for the procurement of the following items for Punjab Emergency Service on FOR basis:

Sr. No. Description of Items Qty Required Tender Fee (Rs.) Tender Opening Time

1 Photocopier Machine 45 500 11:00 AM

2 Printer 180 500 11:15 AM

3 UPS for Computer 300 500 11:30 AM

4 UPS 3 KVA 45

5 Multimedia 65 500 11:45 AM

1) Tender documents are available and may be obtained on a written request and on payment of prescribed fee (non-refundable and non-adjustable) from Procurement Wing of the Service at Rescue 1122 Headquarters

located at Emergency Services Academy, Motorway Service Lane, Thokar Niaz Baig, Lahore on any

working day during office hours immediately after publication of this tender up to 8-04-2019. 2) 2% of total estimated value as bid security in the shape of CDR/PO/BG, separately for each tender, duly pledged in favor of Director General Punjab Emergency Service Lahore must be submitted along with the

Technical proposal. 3) Bidding will be conducted under the provision of Punjab Procurement Rules-2014. (Rule 38(2) (a) single stage-two envelopes bidding procedure). Bids should be dropped in the Tenders Box kept in the office, on or before 9-04-2019 till 10:30 AM. 4) No bid shall be accepted after due date and time. 5) Technical proposals shall be opened on the same day at as per schedule given above in the presence of the bidders or their authorized representatives, who choose to be present, in the Committee Room of Rescue 1122 Headquarters located at Emergency Services Academy, Motorway Service Lane, Thokar Niaz Baig, Lahore. 6) Bids not fulfilling minimum requirements as stipulated in the bidding documents shall be declared non-responsive. Financial Proposals of such non-responsive/ disqualified bidders shall be returned un-opened. 7) 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. 8) Incomplete, conditional and bids without appropriate bid security shall not be considered. 9) In case of any contradiction or discrepancy between this advertisement and the contents of bidding documents, the contents of the bidding documents shall prevail. 10) Procurement shall be carried out as per Punjab Procurement Rules.

The tender notice is also available on the websites of PPRA and Punjab Emergency Service, www.ppra.punjab.gov.pk. and www.rescue.gov.pk.

Procurement Wing, Punjab Emergency Service Rescue 1122 Headquarters located at Emergency Services Academy Motorway Service Lane,

Thokar Niaz Baig, Lahore, Email: [email protected], Ph: 0092- 042-35131896

http://www.ppra.punjab.gov.pk/

http://www.rescue.gov.pk/

mailto:[email protected],


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INSTRUCTIONS TO BIDDERS 1. Eligible bidders: This invitation for bids is open to all manufacturers/authorized distributors/importers/sole agents of foreign principals/well reputed firms on free delivery to consignee’s end basis. The bidder must possess a valid authorization from the foreign principal/manufacturer.

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. iv) The envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of the Punjab Emergency Service without being opened. v) The Service shall evaluate the Technical Proposal, without reference to the price and reject any proposal which does not conform to the specified requirements. vi) During the technical evaluation, no amendments in the technical proposal shall be permitted. vii) The Financial Proposals of bids shall be opened publicly at a time, date and venue to be announced and communicated to the bidders in advance. viii) After the evaluation and approval of the technical proposal, the Service shall at a time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. ix)The financial proposal of bids found technically non-responsive shall be returned un-opened to the respective bidders. x) 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. Manufacturer’s/ Foreign Principal’s authorization form e. Proprietary Certificate in case of sole manufactured/imported items f. Form of Bid g. Price Schedule h. Delivery Schedule i. Manufacturing license j. Price Reasonability certificate k. Certificate on stamp paper of worth Rs.100/- l. 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.


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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.

4. Amendment of Bidding Documents: At any time prior to the deadline for submission of bids, the Service, 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

5. 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.

6. 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 following manner along with SOFT COPY in USB:

Required Specifications

Offered Specifications

Model Brand name

Manufacturer Country

of Origin

Pack Size

Any additional

information

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

Any additional

information

iv) Form of price schedule is to be filled very carefully, preferably typed format. 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, 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 taxes are not mentioned in the bid, 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.


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vii) The successful bidder shall pay the stamp duty of contract as per Stamp Duty Act. viii) Price offered by the bidder should be valid for the validity period. Conditional offer shall be resultant for bidder as non-responsive. ix)While tendering the quotation, the present trend / inflation in the rate of goods and services in the market must kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained subsequently once the bid submission time has expired.

7. Documents establishing bidder’s eligibility and Qualification: i) As a part of technical bid the bidder shall furnish the documents establishing the bidder’s eligibility to bid and its qualifications to perform the contract; if the bid is accepted after due process. ii) The sole agent/importer must provide the “Letter of Authorization” from original manufacturer (foreign Principal)/ distributor. In case of manufacturer itself, the documentary proof i.e. manufacturing license/registration certificate, must be provided to ensure that the bidder is original manufacturer of the required goods. iii) The National Tax Number (NTN), General Sales Tax Number (GSTN) and Provincial Sales Tax on Services (PST) (where necessary) is required to provide by the bidder. iv) The bidder shall submit an affidavit on legal stamp paper of Rs.100/- certifying that the firm is not blacklisted on any ground by Federal, any Provincial or District Government or by a local body or a public sector organization nor involved in any litigation against any contract under any public or private procurement. If the firm is involved in any litigation subject to procurement (with any public or private institution); the same shall be intimated to the Punjab Emergency Service. False statement of the bidder shall treated as”Corrupt practice” which may result the blacklisting the firm under Rule 21 (1) (d) of PPR 2014. v) The bidder must mention the registration number (s), make of country or origin/original manufacturer.

8. 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 propose to supply under the contract. 9. Submission of sample: The bidder must provide one (01) prototype sample (commercial packs) of offered items (free of cost and returnable), for evaluation and shall demonstrate its functions. No technical proposal/bid shall be considered if the samples will not be provided and will result in the rejection of offer. 10. Bid Security:

11. 2% of total estimated values as bid security in the shape of CDR/PO separate for each tender, duly pledged in favor of Director General Punjab Emergency Service Lahore must be submitted along with the Technical Bid. Bid without security shall not be accepted.

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.

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

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


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12.Performance Security: The successful bidder(s) shall furnish 5% Performance Security in favor of the Director General, Punjab Emergency Service, Lahore for the total amount of the contract which shall be retained by the procuring agency till the period of contract / warranty guarantee period or as specified by the Service. 13.The successful bidder shall provide warranty / guarantee for a period of 03 years (Completion of Performance) w.e.f. the date of satisfactory inspection.

14.Bid Validity: i) Bids shall remain valid for the period of four (04) months after the date of opening of technical bid. 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).

15.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 give initial signature in all pages of the bid, except for un-amended printed literature. ii) Any interlineations, erasures, or overwriting, shall stand valid the after the initial signature by the person or persons signing the bid.

SUBMISSION OF BIDS

16.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.

a. be addressed to the Director General Punjab Emergency Service 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; the Service shall assume no responsibility for the bids misplacement or premature opening.

17.Deadline for submission of bids: - Bids must be submitted by the bidder and received by the Service, not later than the time and date specified in the invitation for bids. The Director General, Punjab Emergency Service may, at its discretion, extend 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.


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18.Late Bid: - Any bid received after the deadline for submission of bids prescribed, shall be rejected and returned unopened to the bidder. 19.Withdrawal of Bids: -The bidder may withdraw 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 to forfeiture of Bid Security, pursuant to the instruction to bidders.

OPENING AND EVALUATION OF BIDS

20.Opening of Bids:- i) The envelopes marked as “TECHINICAL PROPOSAL” shall be opened initially in the presence of bidder’s representatives who choose to attend at prescribed date and time in the Committee Room Rescue 1122 Headquarters located at Emergency

Services Academy 0.5 Km Motorway Service Lane, Thokar Niaz Baig, Lahore. 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 Service without being opened and till completion of the evaluation process. ii) 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. iii) The Technical 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. iv) The minutes of the bids opening (technical and financial) shall be recorded. v) 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. 21.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. 22.Preliminary Examination: - All the bids shall be examined to determine the completeness, computational errors, required sureties / securities, proper signatures, 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, bid shall be rejected, and 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.


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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. 23.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. 24.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.


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BID EVALUATION CRITERIA Compulsory parameters:

S/N

Description Requirement / Points

1 LEGAL (MANDATORY)

a. Manufacturing license / authorization letter Mandatory

b. Valid Income Tax Registration Mandatory

c.Valid General Sales Tax Registration (Status Active with FBR) Mandatory

d. 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

e. Submission of Sample (Qty=01 No.) Mandatory

f. Conformity with Specifications. Mandatory

g. Minimum 03 years relevant experience. Mandatory

2 RELEVANT EXPERIENCE AND PAST PERFORMANCE: 35 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

b. Number of projects completed during last ten years i.Same Article (min. value of projects is 2 Million) No marks are awarded for project less than specified limit.

or ii.Similar nature projects (min. value of projects is 2 Million) No marks are awarded for project less than specified limit. (Max. 20 Points)

For every project

05 & more projects

For every project

05 & more projects

04 points

20 points

02 Points

10 Points

c.No. of Government institutions served in different projects (Max 10 Points)

For every institution 05 & more projects

02 points 10 points

3 CAPACITY AND QUALITY 30 Points a. Different national / international certification held by the

applicant company in quality standards, processes, health & safety, environmental safety, etc. shall be preferred.

b. (Max. (05 Points)

Points for each certification 02 certificates & more

2.5 point 5 points

c.Total Managerial / Executive Staff (Max. 5 Points)

Per Person 5 & more persons

01 point 5 points

d. Technical Staff (Engineer/B.Tech/DAE/(Experienced personnel with minimum 5 years in similar nature) (Max 10 points)

Per Person 05 & more persons

02 Points 10 Points

e. Different national / international certification about product. (Max. (10 Points)

Points for each certification 03 certificates & more

03 points 10 points

4 FINANCIAL POSITION OF THE BIDDER 25 points

a. Income Tax Returns (Max. 05 Points)

For last 02 years 05 Points

b. Average Annual Sales of last 02 years (Max. 10 Points)

Over Rs.05 - Rs.10 Million Over Rs.10 - Rs.20 Million Over Rs.20 - Rs.30 Million

Over Rs.30 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 90 Points

ii) During technical evaluation, the Service may or may not send samples for test to any lab for which expenditure shall be borne by the bidder. iii) After technical evaluation is complete the bidders who have submitted proposals shall be informed about the technical results for their technical proposal and shall notify those bidders whose proposal did not meet the minimum


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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. Bidder’s 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. v) PROVISON: Provided that if none or only one (single) applicant exceeds the 65% pass marks, then the Service 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%. vi) Financial proposals shall be opened publicly in the presence of the bidders representatives who choose to attend. The name of the bidders and the technical score of the bidder shall be read loudly. The financial proposal of the bidders who meet the minimum qualifying marks shall be inspected to confirm the sealed and unopened bid. The financial proposals shall be opened and the quoted price read loudly and recorded in appropriate manner. 25.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.

26.Rejection of Bids: The Service 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. 27.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.

28.One Person one bid: One person may submit one bid and if one person submits more than one bid, the Service shall reject all such bids. 29.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 . 30. 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.


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iii. If the goods supplied are found against the required specifications or approved samples during physical examination /inspection to be, etc, even it is 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.

31. Transportation: Transportation including loading/unloading of goods shall be arranged and paid for by the supplier. 32. Payment

i. Punjab Emergency Service may make advance payment subject to approval by the Government of Punjab, Finance Department.

ii. Part payment part supply shall be allowed. 33. 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. 34. 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.

35. TERMINATION FOR DEFAULT;-The Service, 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 installments 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


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engaged in corrupt or fraudulent practices in competing for or in executing the contract. i. 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. The Service also reserves the right for the suspension/cancellation of contract/blacklisting of the defaulting firm.

ii. If the firm fails to execute the contract/supply order satisfactorily then the Service reserves the right to forfeit the security of the contractor and may award the contract to the second lowest.

iii. The bidder shall provide 2% of the estimated value in the shape of Call at deposit / Pay order/ Bank Guarantee along with their financial proposal in the name of Director General, Punjab Emergency Service (Rescue 1122). 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.

36. Delivery and Documents: - i. 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.

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

iii. 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.

iv. 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.

37. Arbitration and Resolution of disputes:- In case of any dispute, the decision of Administrative Secretary (of the department concerned), Government of Punjab, would be final.

Note: All assessments and procuring procedures i.e. receiving, opening, awarding the contract, delivery and all terms & conditions of the contract etc. shall be governed by the Punjab Emergency Service Financial Rules 2007 and Punjab Procurement Rules, 2014 (amended up to date).


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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. Submission of Sample (Qty=01 No)

6. Call at deposit/Pay order/Bank Guarantee

7. Supplier’s authorization

8. Copy of national identity card

9. Price reasonability certificate

10. Sole proprietary certificate in case of items of propriety nature

11. Letter of authorization from the manufacturer/foreign principal in case of sole agent/importer

12. Technical bid (separate envelop)

13. Financial bid (separate envelop)

14. Copy of the Technical Bid on the USB in excel format along with the Written Technical offer in the Technical proposal. (Technical proposal envelop)

Signature of the bidder: ___________________________________________

Stamp of the Firm: _______________________________________________


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CERTIFICATE ON STAMP PAPER ON WORTH Rs.100/

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 _________________ for the supply of IT Equipments as advertised in the tender notice as well as those contained in the bid Proforma. We agree to abide by all instructions/conditions. 2. 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 Punjab Emergency Service to cop up the delayed supply. 3. 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 2018-19 and in case of any discrepancy, the supplier hereby undertakes to refund the price charged in excess when asked to do so. 4. Certified that the firm will replace the items free of cost in case of expiry at Punjab Emergency Service premises due to non consumption.

Name of the bidder

Signature

Company Stamp


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Annex “I”

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 (In Rs.)

Annual Sales of last 02 years

year Annual Sales

CDR/PO/BG NO. & DATE

SIGNATURE OF OWNER / REPRESENTATIVE:

STAMP OF THE FIRM


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To

The Director General Punjab Emergency Service (Rescue 1122)

Having examined the bidding documents the receipt of which is hereby duly acknowledged, we, the undersigned, offer the supply and deliver the goods specified in and in conformity with the said bidding documents.

We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the schedule of requirements/supply order(s). If our bid is accepted, we agree to provide 5% performance security in the shape of CDR/PO/BG shall be retained by the Punjab Emergency Service as a security for the successful completion of the contract including warranty period.

We agree to which period abide by this bid for a period of (04) Four months from the date fixed for bid opening under instruction to the bidders, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding contract between us.

We understand that the procuring Agency is not bound to accept the lowest or any bid.

Name of the bidder

Signature

Company Stamp


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FORM OF CONTRACT

AGREEMENT

This Agreement of ---------------------- is executed at Lahore, on -------------------------.

BETWEEN

The Punjab Emergency Service (Rescue 1122) through the Director General, Punjab

Emergency Service (Rescue 1122) which expression shall, unless the context requires

otherwise, includes its successors-in-office, representatives and assignees (hereinafter

referred to as the ”Service”) of the FIRST PART;

AND

M/s ----------------------------------------------------------. registered under Sales Tax No. -------------

-------- and National Income Tax No. ___________ Phone No(s).---------------- and Fax No

------------------ which expression shall, unless the context requires otherwise, includes its

successors-in-interest, executors, administrators, representatives and assignees

(hereinafter referred to as the “Firm”) of the SECOND PART.

WHEREAS, the Punjab Emergency Service is competent and responsible for

concluding the agreement or the purchase of Store(s), for the Punjab Emergency

Service.

WHEREAS, the Punjab Emergency Service invited bids from the firms on

-----------------for the agreement of the supply of_____________. (hereinafter called the

“Store(s)”) for Punjab Emergency Service.

AND WHEREAS, bid of the Firm has been accepted.

NOW, THEREFORE, THE PARTIES HAVE ENTERED INTO AN AGREEMENT AGAINST TENDER

NO._______________________ ON THE TERMS AND CONDITIONS STATED HEREIN BELOW:

This Agreement shall be subject to the following:

Description and Rate

Sr.

No. Name of Item

Specifications

Make/Model

and country of

Manufacturer

and origin

(Complete

Details)

Qty

(No.)

Unit

Price

(PKR)

Sale and other

taxes (Specify

the type and

kind of taxes

applied

(PKR)

Total

Cost

(PKR)

Grand Total

Total Price in Words

I. Terms and conditions as mentioned in the bidding documents.

II. All Annexure given in the bidding documents.

(Mr.__________________)

On behalf of Firm

(Mr._______________________)

On behalf of Service

Witnesses: _______________ ___________________


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PERFORMANCE GUARANTEE/ SECURITY FORM To: [Name & Address of the Procuring Agency]

_____________________________

Whereas M/S ________ (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No.________ dated _______ 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 05% 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_________________, 20 .

Signature and Seal of the Guarantors/ Bank

Address __________________________

Date _____________________________


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TECHNICAL BID

TENDER_______________________________________________________

Required

Specifications Offered

Specifications Model Brand

name Manufacturer Country

of Origin Pack Size

Note: Soft copy in USB must be provided.

Name of bidder: ______________________________________________________

Sign and stamps bidder: ________________________________________________


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FINANCIAL BID

TENDER_______________________________________________________

Item offered

Make/ brand name

Manufacturer Country of origin

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__________________________________________


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Schedule of Purchase and Submission of Bidding Documents

• Last Date of Purchase of Tender 08-04-2019

• Last Date of Submission of Tender 09-04-2019 Time:10:30 AM

• Time & Date of Opening of Tender 09-04-2019 (Time as per schedule mentioned in Advertisement)

• Delivery Period 03 Month

• Earnest Money @ 2% of Total estimated Price

• Venue of Opening Tender

Committee Room of Punjab Emergency Service (Rescue 1122) Headquarters located at Emergency Services Academy, Motorways Service Lane, Thokar Niaz Baig, Lahore.


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ANNUAL REQUIREMENT OF IT EQUIPMENTS FOR FINANCIAL (YEAR 2018-19)

Sr. No Description of Items Quantity Estimated

Budget Bid Security Req

(2%)

1 Photocopier Machine 45 15,750,000 315000

2 Printer 180 9,000,000 180000

3 UPS for Computer 300 13,500,000 270000

4 UPS 3 KVA 45 4,275,000 85500

5 Multimedia 65 6,500,000 130000

Total Estimated Amount Rs. 49,025,000 980,500