request for proposal (rfp) for supply and after sale ... and agre… · bop bank of punjab gopb...

REQUEST FOR PROPOSAL (RFP)

FOR

SUPPLY AND AFTER SALE SERVICES

OF SCOOTIES

A PILOT PROJECT FOR LAHORE

Transport Department

Government of the Punjab

Transport House 11-A Egerton Road, Lahore

Ph No. 042-99200514

3

DISCLAIMER

The Transport Planning Unit, Transport Department, Government of Punjab has prepared this

Request for Proposal (RFP) for the procurement of 1000 New Scooties for Females in Lahore.

This RFP does not claim to contain all the information of the Project. However, maximum

efforts have been made to incorporate available information and data relevant to the Project.

Neither Transport Department nor its employees make any representations or warranties,

express or implied as to the adequacy, accuracy, completeness or reasonability of the

information contained in this RFP. No decision should be based solely on the basis of the

information provided in this RFP. Transport Department has no liability for any statements,

opinions, information or matters (expressed or implied) arising out of, contained in or derived

from, or for any omission in this RFP. Furthermore, Transport Department will not be liable

for any written or oral communication transmitted to third parties in relation to this RFP.

4

IMPORTANT NOTE

Registered Companies and Joint Ventures complying with criteria given in this document

are eligible for bidding, hereafter referred to as Bidders. This Request for Proposal (‘RFP’) does not constitute a binding agreement or an offer or

invitation by the Transport Department, Government of the Punjab to any party. The main

purpose of this RFP is to provide potential bidders with information that shall form the

basis of their proposals or bids.

Bidders must ensure that they submit all the required documents as per the prescribed

criteria and Performas/ Forms mentioned in the RFP. Bids received without valid

documentary evidence shall be rejected.

The bidders may access the website of Punjab Procurement Regulatory Authority

PPRA (http://www.ppra.punjab.gov.pk) or the Transport Planning Unit, Transport

Department (www.tpu.punjab.gov.pk) to download or approach / collect the bidding

documents from the address mentioned below.

Deputy Secretary (Planning)


Transport House

11-A, Egerton Road,

Lahore, PAKISTAN

E-mail: [email protected]

Tel: +92-42-99201159 Fax: 042 9920 5363

The bidding process for the underlying procurement shall be governed by the Punjab

Procurement Rules, 2014 as amended from time to time.

The bidders shall obtain all information, at their own cost and responsibility,

necessary for preparing the bid and entering into a Contract for execution. This shall

include but not be limited to the following:

Relevant laws, rules, and regulations of Pakistan and Punjab including Income

Tax and Sales Tax laws/rules, etc.

Customs duties, and other import taxes applicable in Pakistan and/or Punjab

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


mailto:[email protected]

5

Information regarding port clearance facilities, loading and unloading facilities,

storage facilities, transportation facilities and congestion at Pakistan seaports/ dry

ports.

Shipments/ transportation conditions that may exist at the time of delivery of the

goods (Scooties and Accessories) as required under this RFP.

6

GLOSSARY OF TERMS

3S Sales, Services & Spare parts 2S Service and Spare Parts BoP Bank of Punjab

GoPb Government of the Punjab

GoP Government of Pakistan

JV Joint Venture

OEMs Original Equipment Manufacturers

PAMA Pakistan Automotive Manufacturers Association PAAPAM Pakistan Association of Automotive Parts & Accessories Manufacturers

RFP Request for Proposal

TD Department of Transport

TPU Transport Planning Unit

7

TABLE OF CONTENTS DISCLAIMER ......................................................................................................................... 3

IMPORTANT NOTE .............................................................................................................. 4

GLOSSARY OF TERMS ........................................................................................................ 6

SECTION 1: GENERAL INSTRUCTIONS ....................................................................... 12

1.1 Invitation to Bid ........................................................................................................ 12

1.2 Project Scope............................................................................................................. 12

1.3 Rules to be followed ................................................................................................. 12

1.4 Mode of Advertisement(s) ........................................................................................ 12

1.5 Type of Open Competitive Bidding ......................................................................... 13

1.6 Bidding Details (Instruction to Bidders) .................................................................. 14

1.6.1 Bid Security ........................................................................................................ 15

1.7 Definitions ................................................................................................................. 16

SECTION-2: INTRODUCTION AND BACKGROUND INFORMATION ................... 19

2.1 Project Objectives ..................................................................................................... 19

2.2 Salient Features of the Project .................................................................................. 20

2.2.1 Supply Schedule for Scooties ............................................................................. 20

2.2.2 Establishment of Service Stations ...................................................................... 20

2.2.3 Provision of Accessories .................................................................................... 21

SECTION-3: REQUIREMENTS FOR BIDDERS ............................................................. 23

3.1 Supply of Scooties .................................................................................................... 23

3.2 Number of Scooties Required ................................................................................... 23

3.3 After Sale Services Plan ........................................................................................... 23

3.4 Warranty .................................................................................................................... 23

3.5 Pre-Delivery Inspection ............................................................................................ 23

3.6 Single party/ Joint Venture/ Consortium .................................................................. 24

3.7 Documents Required ................................................................................................. 25

3.7.1 Technical Evaluation ......................................................................................... 25

3.7.2 The Financial Proposal shall comprise the following:...................................... 25

3.7.3 General Requirements shall comprise the following: ........................................ 25

3.7.4 The Bidder shall follow the instructions laid down as under: ........................... 25

SECTION- 4: INSTRUCTIONS TO BIDDERS ................................................................. 30

4.1 Submission of Bids ................................................................................................... 30

4.2 Deadline for Submission of Bids .............................................................................. 30

4.3 Late Bids ................................................................................................................... 31

4.4 Modification, Substitution and Withdrawal of Bids ................................................ 31

4.5 Language of the Bid .................................................................................................. 31

4.6 Currency of the bids .................................................................................................. 32

4.7 Bid security ............................................................................................................... 32

4.8 Performance Guarantee ............................................................................................. 32

4.8.1 Return of Performance Guarantee ..................................................................... 32

4.9 Availability of Spare parts ........................................................................................ 33

4.10 Establishment of 2S (Service and Spare Parts) Stations ....................................... 33

4.11 Documents Establishing the Conformity of the supplies to the Bidding Document

34

4.12 Documents Establishing the Qualification of the Bidder ..................................... 34

4.13 Bid Validity ........................................................................................................... 35

4.14 Responsiveness of Bids ......................................................................................... 35

4.15 Correction of Errors .............................................................................................. 35

4.16 Evaluation and Comparison of Bids ..................................................................... 36

4.17 Clarification Process and Briefing Notes .............................................................. 37

4.18 Pre-bid Meeting ..................................................................................................... 37

4.19 Participation in more than One Consortium ......................................................... 37

4.20 Cost of Proposals ................................................................................................... 37

4.21 Confidentiality Issues ............................................................................................ 38

4.22 Due Diligence by Bidders ..................................................................................... 38

4.23 Changes to the Composition of the Consortium ................................................... 39

4.24 Client’s Right to Terminate the Process ............................................................... 39

4.25 Grounds for Disqualification................................................................................. 40

4.26 Opening of the Proposals ...................................................................................... 41

4.27 Proposal Considerations ........................................................................................ 41

4.27.1 Transport Department Rights ............................................................................ 41

4.27.2 Consequence of Submission of Proposal ........................................................... 42

4.28 Award of Contract ................................................................................................. 42

4.29 Notification of Award ........................................................................................... 42

4.30 Signing of Contract Agreement ............................................................................ 43

4.31 General Performance of the Bidders ..................................................................... 43

4.32 Integrity Pact ......................................................................................................... 43

4.33 Instructions not Part of Contract ........................................................................... 43

4.34 Margin of Preference ............................................................................................. 43

4.35 Scooties Make/Brand ............................................................................................ 43

SECTION-5: INFORMATION REQUIRED FROM BIDDERS ..................................... 45

5.1 Technical Proposal .................................................................................................... 45

5.2 Financial Proposal ..................................................................................................... 45

SECTION-6: TECHNICAL AND FINANCIAL EVALUATION CRITERIA ............... 47

6.1 Technical Evaluation Criteria.................................................................................... 47

6.2 Financial Evaluation Criteria .................................................................................... 51

6.3 Price Schedule of Spare parts .................................................................................... 51

SECTION-7: SELECTION OF MANUFACTURER / SUPPLIER ................................. 53

7.1 Selection of Supplier/ Manufacturer by GoPb .......................................................... 53

ANNEXURES ......................................................................................................................... 54

Annex-A: Undertaking .......................................................................................................... 55

Annex-B: Technical Proposal Submission Form ................................................................ 56

Annex-C: Technical Proposal Forms ................................................................................... 57

Annex-D: Technical Proposal Checklist ............................................................................... 62

Annex-E: Financial Proposal Submission Form (Part of Financial Bid Envelope) .......... 63

FIN-1: Financial Bid for 80 cc or Equivalent Scooty ........................................................ 64

Annex-F: Financial Capacity of the Bidder ......................................................................... 65

Annex-G: Format for Covering Letter ................................................................................ 66

Annex-H: Scooty Specifications (Mandatory) .................................................................. 67

Annex-I: Accessories Specifications .................................................................................... 69

Annex-J: Spare Parts Availability & Price List ................................................................. 70

Annex-K: Pre-Delivery Inspection Module ......................................................................... 71

Annex-L: Warranty and After Sales Services Details ....................................................... 72

Annex-M: Key Performance Indicators (KPIs) ................................................................. 77

Annex-N: Instructions for Preparation of Power of Attorney ........................................... 79

Annex-O: Format of Power-of-Attorney ............................................................................. 80

Annex-P: Bid Security Form ................................................................................................. 81

Annex-Q: Performance Guarantee ....................................................................................... 83

Annex-R: Integrity Pact ........................................................................................................ 85

SECTION 1

GENERAL INSTRUCTIONS

SECTION 1: GENERAL INSTRUCTIONS

1.1 Invitation to Bid

Transport Department, Government of the Punjab (GoPb) invites bids for the “SUPPLY

AND AFTER SALE SERVICES OF 1000 NEW SCOOTIES OF 80 CC OR

EQUIVALENT FOR WORKING WOMEN IN LAHORE”

1.2 Project Scope

Transport Department, GoPb, invites/ requests Proposals (hereinafter referred to as “the RFP”)

for the Procurement of Scooties (Quantity = 1000) for Women in Lahore within a period of

three (03) months, as outlined in this document.

The scope of work includes;

1. Supply of Scooties, strictly in accordance with the specifications/ requirements

mentioned in this document within specified time.

2. Supply of Helmets, Knee Guards and Air Pumps (foot operated) in accordance

with the specifications mentioned in this document within specified time.

3. Availability of aftersales services network which includes nine (09) fixed (One

in each town of Lahore) and two (02) mobile workshops/ service and spare parts

stations as per requirements of Transport Department for two years.

1.3 Rules to be followed

Punjab Procurement Regulatory Rules 2014, as amended from time to time, shall govern the

underlying procurement. These may be downloaded from PPRA’s website at

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

In this document, unless otherwise mentioned to the contrary, "Rule" means a Rule under

the Punjab Procurement Rules, 2014.

1.4 Mode of Advertisement(s)

As per PPRA 2014 Rule 12, this RFP is being placed online at PPRA website and Transport

Planning Unit (TPU), Transport Department website, as well as being advertised in print

media. The bidding document carrying all details can be downloaded from the following

websites;

i. www.ppra.punjab.gov.pk,

i i . www.tpu.punjab.gov.pk

or can be obtained from free of cost from the following address of Transport Department;



11A, Egerton Road,

Lahore, PAKISTAN


Tel: 042 9920 1158 Fax: 042 9920 5363

1.5 Type of Open Competitive Bidding

Single Stage - Two Envelope Process shall be adopted for this Procurement as per PPRA Rules,

2014 which is as follows:

i. The bid shall comprise of a single package containing two (2) separate envelopes.

ii. The envelopes shall be marked in bold and legible letters to avoid confusion, as follows:

a. “ENVELOPE-NO. 1: TECHNICAL PROPOSAL”

b. “ENVELOPE-NO. 2: FINANCIAL PROPOSAL”

iii. Initially, only the ENVELOPE-NO. 1 marked as TECHNICAL PROPOSAL shall be

opened;

iv. ENVELOPE NO 2 shall in the custody of the Procuring Agency without being opened;

v. The technical proposal will be evaluated as per the evaluation criteria mentioned in this

RFP; and proposals which do not conform to the specified requirements as detailed in

said document will be rejected;

vi. During the technical evaluation no amendments in the technical proposal shall be

permitted;


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


vii. After the evaluation and approval of the technical proposal, the ENVELOPE-NO. 2:

FINANCIAL PROPOSAL of the technically accepted and qualified bids only will be

opened publically within the period of bid validity.

viii. The technically qualified bidder with lowest financial bid shall be the successful bidder.

ix. Transport Department, GoPb, will invite the successful bidder to enter into a Tripartite

Agreement with Bank of Punjab and Transport Department through a letter of Award to

be issued as per PPRA Rules, 2014.

1.6 Bidding Details (Instruction to Bidders)

The bids along with the Demand Draft / Pay Order, RFP Forms, Affidavits, etc., must be

submitted at the address mentioned above by on or before 1200 hours on Thursday 03

March, 2016. The Technical bids shall be publicly opened in the Committee Room of the

Transport Department. Transport House, 11-A Edgerton Road, Lahore, PAKISTAN, at 1300

hours on Thursday 03 March, 2016.

Queries of the Bidders (if any) for seeking clarifications regarding the procurement to be carried

out through this RFP must be received in writing at the office of Deputy Secretary (Planning)

Transport Department, Transport House, 11-A Edgerton Road, Lahore, PAKISTAN on or

before five (5) days from date of submission of bids. All queries shall be responded within due

time. The Transport Department shall hold a pre-bid meeting at 1300 hours on Tuesday

February 23, 2016; at the Committee Room, Transport Department. Transport House, 11-

A Edgerton Road, Lahore, PAKISTAN.

The bidder must submit bids on the basis of complete fulfillment of requirements. Failure to

meet this condition shall cause disqualification of the bidder. The bidder shall submit bids

which comply with the Bidding Document. Alternative bids will not be considered. The

attention of bidders is drawn to the provisions of Clause 4.15 on “Responsiveness of Bid”

regarding the rejection of Bids, which are substantially non-responsive to the requirements of

the Bidding Document.

The contact detail for all correspondence in relation to this bid is as follows:



Transport House

11-A, Egerton Road,

Lahore, PAKISTAN


Tel: +92-42-99201159 Fax: 042 9920 5363

Bidders should note that during the period from the advertisement of the RFP till five (5) days

before the receipt of the bid, all queries should be communicated to the Deputy Secretary

(Planning) Transport Department, GoPb in writing.

Bidders are also required to state, in their proposals, the name, title, fax number and e-mail

address of the bidder’s authorized representative through whom all communications shall

be directed until the process has been completed or terminated.

Client will not be responsible for any costs or expenses incurred by bidders in connection

with the preparation or delivery of bids. As authority competent to accept the RFP, Client

reserves the right to cancel the RFP, or reject all bids prior to acceptance of bid as per Rule 35

of PPRA Rules, 2014.

1.6.1 Bid Security

All bids must be accompanied by a Demand Draft / Pay Order of PKR Two (02) Million as

bid security, in favor of “Section Officer (General), Transport Department, GoPb” issued by a

scheduled bank allowed carrying financial transactions in PAKISTAN.


1.7 Definitions

I. “Client/Procuring Agency” means Transport Department, GoPb.

II. "Registered Company" means a company duly registered under Companies

Ordinance 1984 with Security and Exchange Commission of Pakistan (SECP).

III. “Confirmation” means confirmation in writing.

IV. “Bidder” means a registered company or joint venture that has submitted its bid as

per the criteria/specifications listed in this RFP.

V. “Contract” means the contract proposed to be entered in/ signed between the

Transport Department, Bank of Punjab (BoP) and the Bidder, including all

attachments, appendices, and all documents incorporated by reference therein.

VI. “Contract Price” means the price inclusive of all taxes payable to the successful

bidder upon the satisfactory completion/ fulfillment of the requirements mentioned

in the RFP /Contract and performance of contractual obligations.

VII. “End User’s” means the females selected for provision of Scooties under this

project.

VIII. "Pre-Bid Meeting" means the meeting conducted by the Client for clarification of

queries of potential bidders on given date and time prior to actual date of bid

submission and opening.

IX. “Procurement Methods” means any one of the procurement modes / methods as

provided in the Punjab Procurement Rules 2014 published by the Punjab

Procurement Regulatory Authority (PPRA), Government of Punjab, as amended

from time to time.

X. “Proposal” means the bid encompassing Technical Proposal and the Financial

Proposal for the supply of the Scooties and aftersales services submitted by a bidder

in response to this RFP.

XI. “RFP” means Request for Proposals, including any amendments that may be made

by the Client for Procurement of Scooties.

XII. “Service Stations” means service stations / points (fixed / mobile) established for

the maintenance and repair of Scooties having experienced mechanics / electricians

/ workmanship and equipped with all accessories / spare parts related to Scooties.

XIII. “SBD” means Standard Bidding Documents.

XIV. “Scope of Works” means the tasks to be performed by the bidder pursuant to the

Contract

XV. “Three Wheeler” mean Rickshaw or Motorcycle Rickshaw

XVI. “Two Wheeler” means Motorcycle or Scooty

XVII. “TEC” means the Technical Evaluation Committee, constituted for the purpose of

evaluating the Proposals received.

XVIII. “GoPb” means Government of the Punjab.

XIX. “GoP” means Government of Pakistan

SECTION-2

INTRODUCTION AND BACKGROUND

SECTION-2: INTRODUCTION AND BACKGROUND INFORMATION

Lahore is the provincial capital and second largest city in Pakistan with a population of more

than 10 Million. The city’s rapidly growing population coupled with its rising demand for the

urban and intercity transport has resulted in transport related problems such as road congestion,

poor condition of public transport, and lack of public transport facilities especially for females.

The existing public transport does not cater the travel needs of females in the city. Lahore

Transport Company (LTC) is operating few designated urban buses for female which are not

sufficient to meet the mobility needs of women. Women of all classes are facing challenges

with respect to accessing their desired activity locations, however the working women and

students are among the most disadvantageous social groups.

Among the various problems faced by the women while utilizing public transport as mode of

communication, physical and mental harassment is the most prominent issue. Although, many

public and private organizations and female educational institutes have their own transport

arrangements for their staff and students, but it is not sufficient. A large number of females

aces their respective destinations (work place, educational institutes, commercial centers, etc.)

through public transport, where they feel unsafe and are uncomfortable while using these

services.

To address these transportation issues for females in Punjab, Transport Department, aims to

implement a project wherein Scooties to the women (working and students) in Punjab will be

provided. It is envisioned that this project is a step towards women's financial and professional

empowerment.

2.1 Project Objectives

The desired objectives of the project include;

To improve female’s mobility

To enhance female’s access to social and economic opportunities

Women empowerment, equity and social inclusion

This project will facilitate females in following aspects;

Self-reliance

Respectable mode of travelling

Easy mobility

Access to services

2.2 Salient Features of the Project

The project has been conceptualized to increase accessibility and mobility of working

women and female students of Lahore city by providing Scooties at subsidized rate.

Efficiency, cost effectiveness as well as affordability of the applicants are the significant

features for their selection as the potential recipient. Correspondingly, Government of

Punjab will provide upfront capital subsidy and the successful applicants will pay the

remaining cost of the Scooties in installments with Zero Mark-up on the amount being

financed by the Bank of Punjab. Helmets, Knee safety guards and Air Pumps (foot operated)

shall also be provided for safety and convenience of the Scooty drivers. These Scooties will

be equipped with trackers for security purposes. The Government of Punjab has also devised

a comprehensive driver training plan for the successful applicants who will be provided

mandatory driving training through help of female staff of Lahore Traffic Police. The

selection of successful candidates for provision of Scooties shall be made through

computerized Balloting under Media scrutiny.

2.2.1 Supply Schedule for Scooties

The bidder shall ensure delivery of 1000 Brand New Scooties as per approved specifications

within 90 days (03 months), from the date of signing of contract.

2.2.2 Establishment of Service Stations

The successful bidder shall establish Nine (09) fixed 2S (Service and Spare Parts) Centers and

two (02) mobile workshops (including necessary spare parts) in Lahore. The centers and

workshops shall provide maintenance service for Two (2) years as devised in this RFP. The

Transport Department and Industries, Commerce & Investment Department, Government of the

Punjab (GoPb) will certify the established service and spare centers at-least 48 hours before the

delivery of first scooty.

2.2.3 Provision of Accessories

Selected bidder shall provide accessories including helmet, knee guards and air pump (foot

operated) with each Scooty.

SECTION-3

REQUIREMENTS FOR BIDDERS

SECTION-3: REQUIREMENTS FOR BIDDERS

The prospective bidder is required to comply with the following requirements:

3.1 Supply of Scooties

The prospective bidder is required to bid for supply of 1000 brand new Scooties and Accessories

conforming to the specifications provided in this RFP document mentioned in Annex-H &

Annex-I. Transport Department, GoPb will finalize the color scheme of the scooty.

3.2 Number of Scooties Required

The total quantity of Scooties to be supplied under this project is One Thousand (1000). The

potential bidder who will bid for lesser quantity shall be considered as non-responsive.

3.3 After Sale Services Plan

Bidders shall have to furnish after sales and services plan ensuring the availability of all spare

parts in Lahore from the day first Scooty is delivered. In addition, spares parts and general

maintenance of the Scooties is to be ensured for at least two (2) years from the delivery date in

Lahore through a network of workshops of nine (09) fixed and two (02) mobile service stations

with requisite manpower (Mechanics) to ensure quick and quality repair and maintenance of

the Scooties. The successful bidder will ensure that maximum geographical coverage is

provided while locating the service centres for Scooty drivers.

3.4 Warranty

The successful bidder will be responsible for any defect or failure of part(s) provided in the

Scooty due to defective design, material or workmanship, for a period of One (1) year of

delivery of Scooty or 20,000 Kms, whichever is earlier from the date of delivery. The

rectification/ replacement of failed components/ equipment under warranty will be undertaken

by the successful bidder at established 2S stations or mobile workshops free of cost. Details

regarding warranty are mentioned in Annex-L.

3.5 Pre-Delivery Inspection

The bidder shall inform the Client within 10 days of shipment of Scooty for pre-delivery

inspection by the Client’s authorized panel of experts (The team may inspect all or some

modules mentioned in Annex-K). The Client inspect Scooty, to check conformity to approved

specifications, before delivery of the same to the selected females’ issue a satisfactory note

depicting conformation to the required standards and specifications as mentioned in Annex-H.

Any cost associated with the pre-shipment inspection i.e. boarding, lodging, and in land

transportation, will be borne by the bidder.

3.6 Single party/ Joint Venture/ Consortium

A prospective bidder may be a single entity or may be a joint venture /consortium comprising

of companies, firms, corporate bodies or other legal entities. Joint ventures/ consortium being

eligible to bid shall comply with the following conditions:

i. Bidders may form a joint venture of maximum four partners. An Agreement

Deed legally executed to that effect, or a Memorandum of Understanding

(MOU), signed by all the partners shall be submitted with the bidding

documents. All partners of the JV must be Registered Companies with SECP or

Relevant Authority in their Home Country.

ii. There shall be at least one locally registered company (Partner) of good

repute, with relevant experience and proven track record, in the joint venture

and shall be the lead partner.

iii. The lead partner shall enter into legal contract with Transport Department and

BOP and would be liable to incur liabilities, receive payments and receive

instructions for and on behalf of any or all partners. A power of attorney to

that effect, legally executed, signed by all the partners shall be submitted with

the bid.

iv. The Lead Partner in case of joint venture shall not be allowed to assign/ transfer/

sublet the contract or any part thereof to another party.

v. Partner other than the lead partner would also be bound by the terms and

conditions of the contract and shall be jointly and severally liable for the

execution of the Contract in accordance with the terms and conditions of the

Contract.

3.7 Documents Required

3.7.1 Technical Evaluation

3.7.1.1 Technical Proposal Submission Form (Annex-B)

3.7.1.2 Technical Proposal Forms (Annex-C)

3.7.1.3 Technical Proposal Checklist (Annex-D)

3.7.2 The Financial Proposal shall comprise the following:

3.7.2.1 Financial Proposal Submission Form (Annex-E)

3.7.2.2 Financial Capacity of the Bidder (Annex-F)

3.7.2.3 Financial Bid for 80 cc or Equivalent Scooty (FIN-1)

3.7.3 General Requirements shall comprise the following:

3.7.3.1 Undertaking (All terms & conditions and qualifications listed

anywhere in the RFP have been satisfactorily vetted) (Annex-A)

3.7.3.2 Format of covering letter duly signed and stamped by authorized

representative. (Annex-G)

3.7.3.3 Scooty Specification (Annex-H)

3.7.3.4 Accessories Specifications (Annex-I)

3.7.3.5 Spare Parts Availability & Price List (Annex-J)

3.7.3.6 Pre-delivery Inspection Module (Annex-K)

3.7.3.7 Warranty and After Sales Services Details (Annex-L)

3.7.3.8 Key Performance Indicators (Annex-M)

3.7.3.9 Instructions for preparation of Power of Attorney (Annex-N)

3.7.3.10 Format of Power of Attorney (Annex-O)

3.7.3.11 Bid Security Form (Annex-P)

3.7.3.12 Performance Guarantee (Annex-Q)

3.7.3.13 Integrity Pact (Annex-R)

3.7.4 The Bidder shall follow the instructions laid down as under:

3.7.4.1 The Bidder shall seal the duly signed and stamped Original Technical

Proposal in an envelope duly marked as under:

Envelope No. 1A: Original Technical Proposal for

Project Name. [Name of Project]

[Name of the Client] [Address of the Client]

[Name of the Bidder] [Address of the Bidder] [Phone No. of the Bidder]

3.7.4.2 The Bidder shall seal the duly signed and stamped Duplicate Technical Bid

in an envelope duly marked as under:

Envelope No. – 1B: Duplicate Technical Proposal (02 copies) for




3.7.4.3 The Bidder shall seal the duly signed and stamped Original Financial

Proposal in an envelope duly marked as under:

Envelope No. 2A: Original Financial Proposal for




STRICTLY CONFIDENTIAL – DO NOT OPEN BEFORE

TECHNICAL EVALUATION

3.7.4.4 The Bidder shall seal the duly signed and stamped Duplicate Financial Bid

in an envelope duly marked as under:

Envelope No. – 2B: Duplicate Financial Proposal (02 copies) for




STRICTLY CONFIDENTIAL – DO NOT OPEN BEFORE

TECHNICAL EVALUATION

3.7.4.5 The Bidder shall again seal and sign the already sealed envelopes of Original

Technical Proposal and the Original Financial Proposal in an outer envelope,

duly marked as under:

Envelope No. (1+2)A: Original Bid for


Strictly Confidential

Open on [Last Date of submission of the Bid]



3.7.4.6 The Bidder shall again seal and sign the already sealed envelopes of

Duplicate Technical Proposal and the Duplicate Financial Proposal in an

outer envelope, duly marked as under:

Envelope (1+2)B Duplicate Bid for


Strictly Confidential

Open on [Last Date of submission of the Bid]



3.7.4.7 As applicable, the Bidder shall again seal Envelope Nos. (1+2)A, (1+2) B in

a single envelope with title of the Bidding Document stated on front of the

envelop




3.7.4.8 The Bidder shall enclose soft copies of the Technical Proposal only including

all Forms, Annexes, Schedules, Charts, Drawings, Documents, Brochures,

Literature, etc., in the form of MS Word Documents/ MS Excel Worksheets/

PDF/ Scanned images, along with the hard copies.

3.7.4.9 The Bidding Documents shall be mailed through a registered courier or

hand-delivered to reach at the Client’s office before the closing date and time

(last day of submission of bid).

3.7.4.10 This is made obligatory to affix authorized signatures with official seal on

all original and duplicate (copies) documents, Annex’s, copies, certificates,

brochures, literature, drawings, letters, forms and all relevant documents as

part of the bids submitted by the Bidder. Noncompliance with the same

may cause the rejection of bid at the time of opening.

SECTION-4

INSTRUCTIONS TO BIDDERS

SECTION- 4: INSTRUCTIONS TO BIDDERS

4.1 Submission of Bids

The potential bidders are required to submit their sealed bids clearly stating the bidder’s legal

name and address containing separate sealed envelopes in the manner given hereunder:

Sr. No. Proposal

reference

Requirements for submission

1 Technical

Proposal

TECHNICAL PROPOSAL is to be submitted in triplicate (one

original and two duplicate copies sealed in separate envelopes)

placed in a single sealed envelope clearly marked as per the

criteria mentioned in section 3.7.4.1 & 3.7.4.2. The envelope

must also clearly state, the bidder’s legal name and address.

2

Financial

Proposal

FINANCIAL PROPOSAL is to be submitted in triplicate (one

original and two duplicate copies sealed in separate envelopes)

placed in a single sealed envelope clearly marked as per the

criteria mentioned in section 3.7.4.3 & 3.7.4.4. The envelope

must also clearly state, the bidder’s legal name and address.

4.2 Deadline for Submission of Bids

a. The proposals from potential bidders should reach on or before Thursday 03 March, 2016

no later than 1200 hours along with the bid security in the form of Pay Order / Bank Draft,

RFP Forms, Affidavits, etc. on the following address:



11A, Egerton Road,

Lahore, PAKISTAN


Tel: +92-42-99201159 Fax: 042 9920 5363

b. Bids with any type of charges payable will not be accepted, nor will arrangements be

undertaken/ made to collect the bids from any delivery point other than that specified above.

Bidders shall bear all expenses incurred in the preparation and delivery of bids. No claims

will be entertained for refund of such expenses.


c. Where delivery of a bid is by mail and the Bidder wishes to receive an acknowledgment of

receipt of such bid, the bidder shall make a request for such acknowledgment in a separate

letter attached to but not included in the sealed bid package.

d. Upon request, acknowledgment of receipt of bids will be provided to those making delivery

in person or by messenger.

e. The Client may, at his discretion, extend the deadline for submission of bids by issuing an

addendum/amendment/corrigendum in which case all rights and obligations of the Client

and the Bidders previously subject to the original deadline will thereafter be subject to the

new deadline as extended.

4.3 Late Bids

Any bid received by the Client after the deadline for submission of bids prescribed in shall be

returned unopened to such bidder. Delays in the mail, delays of person in transit, or delivery of

a bid to the wrong office shall not be accepted as an excuse for failure to deliver a bid at the

proper place and time. It shall be the Bidder’s responsibility to determine the manner in which

timely delivery of his bid will be accomplished either in person, by messenger or by mail.

4.4 Modification, Substitution and Withdrawal of Bids

Any Bidder may modify, substitute or withdraw his bid after bid submission provided that the

modification, substitution or written notice of withdrawal is received by the Client prior to the

deadline for submission of bids.

The modification, substitution, or notice for withdrawal of any bid shall be prepared, sealed,

marked and delivered with the outer and inner envelopes additionally marked

“MODIFICATION”, “SUBSTITUTION” or “WITHDRAWAL” as appropriate.

No bid may be modified by a Bidder after the deadline for submission of bids. Withdrawal of

a bid during after the deadline for submission of bids may result in forfeiture of the Bid

Security.

4.5 Language of the Bid

The RFP and all documents to be submitted relating to the RFP, exchanged between the

Bidder and the Client, shall be in English. Any printed literature furnished by the Bidder in

another language shall be accompanied by an attested English translation which shall govern

for purposes of interpretation of the documents to be submitted relating to the RFP.

4.6 Currency of the bids

All monetary values quoted in the bid shall be in the Pak Rupees.

4.7 Bid security

Prospective Bidders shall be required to submit aforementioned Bid Security in section 1.6.1

along with their technical proposal in the shape of a bank draft/ pay order in favor of Section

Officer General, Transport Department, GoPb. The bid security shall be dis-dragged/ returned

to all unsuccessful bidders after signing of the agreement with the successful bidder.

A bid security may be forfeited;

a. If the Bidder withdraws its bid during the period of bid validity

b. In case of successful bidder fails within the specified time to

i. Furnish the necessary performance security for delivery of Scooties

ii. Sign the contract agreement

c. In case of default

4.8 Performance Guarantee

A bank/ performance guarantee must be furnished by the successful bidder in the shape of either

a pay-order or a bank draft or a Bank guarantee prior to signing of agreement (draft specimen

included in Annex-Q), which shall be 10% of the contract price.

4.8.1 Return of Performance Guarantee

Half of the amount of the performance guarantee (50%) shall be returned after successful

delivery of the requisite number of Scooties in specified time, in accordance with the approved

specifications and expiry of one (1) year from date of delivery of last Scooty.

The remaining 50 % of the performance guarantee will be returned in two phases. Half of this

remaining 50% will be returned after 6 months i.e., expiry of one and half year (1 year and 6

months) from the date of delivery of last Scooty. The last remaining amount of 25% of the

performance guarantee will be returned after expiry of two (2) years from the date of delivery

of last Scooty.

The potential bidder shall have to comply with the Key performance indicators (KPIs)

pertaining to after sale service attached at Annex-M. In case of non-compliance to these KPIs,

the bidder will be subjected to penalties which will be deducted from the performance

guarantee.

4.9 Availability of Spare parts

The manufacturer will be bound to ensure supply/ availability of spare parts of Scooties for a

period of 02 years from the date of delivery of Scooties. The bidder performance guarantee shall

be proportionately divided for supply and availability of spare parts over a period of 02 years as

mentioned at Annex-J.

4.10 Establishment of 2S (Service and Spare Parts) Stations

The bidder shall establish 2S (Service and Spare parts) centres (nine fixed & two mobile) where

in availability of parts and sufficient number of mechanics shall be ensured for a period of 2

years from the date of delivery of first Scooty. The stated stations must have facilities for fault-

diagnostics, service (minor and major repairs) and commonly used parts availability throughout

the contract period. The stations must have trained and experienced professionals for quick

fitting and fixing. It is mandatory for the bidder to provide complete list of spare parts

associated with Scooty engine and body along with prices in PKR for continuous supply in 2S

Stations as mentioned in the RFP. This list should be a supplement to the list provided in

Annex-J (price schedule for spare parts), failure to furnish the spare parts list will result in

retentions of performance guarantee by the Client. The availability of spare parts and services

shall be monitored and evaluated through complaints registered at Compliant Offices/Website/

Help Line of Transport Department during the contract period. Non availability/ establishment

of 2S Services as per requirement shall be liable to imposition of penalties/deduction of

Performance Bank Guarantee deposit against after sale services. Transport Department and

Industries, Commerce and Investment Department shall certify the established Service and

Spare Parts Stations at least 48 hours before the delivery of the first Scooty. The department

will also inspect and certify the Fixed and Mobile Service and Spare Parts Stations from time

to time, minimum twice in a year to check the inventory of spare parts and quality of repair and

maintenance services offered. Non availability/ establishment of 2S Services as per

requirement shall be liable to imposition of penalties/deduction of Performance Bank

Guarantee deposit against after sale services.

4.11 Documents Establishing the Conformity of the supplies to the Bidding

Document

To establish the conformity of the supplies to the Bidding Document, the Bidder shall furnish

as part of its Bid the documentary evidence that

i. The Scooties to be supplied shall conform to the specified requirements.

ii. Standards for workmanship, process, material, and equipment, as well as references to

brand names or catalogue numbers shall be furnished in the Delivery and Completion

Schedule. The Bidder may offer other standards of quality, brand names, and/or

catalogue numbers, provided that it demonstrates, to the Client’s satisfaction, that the

substitutions ensure substantial equivalence or are superior to those specified in

Delivery and Completion Schedule of Supply.

The documentary evidence may be in the form of literature, drawings or data, and shall consist

of a detailed item-by-item description of the essential technical and performance characteristics

of the supplies.

4.12 Documents Establishing the Qualification of the Bidder

The documentary evidence to be provided by the Bidder regarding it’s qualification to perform

the contract, if it’s bid is accepted, shall establish to the Client’s satisfaction that the Bidder

meets each of the qualification criterion specified in Bidding Documents. If so required in the

Bidding Data, a Bidder that does not manufacture or produce the supplies it offers to supply

shall submit the Manufacturer’s Authorization using the appended form to demonstrate that it

has been duly authorized by the manufacturer or producer to supply these goods in the Client’s

country.

Failing to provide afore-mentioned document as required shall result in non-responsiveness

of the bid.

4.13 Bid Validity

Bid Security submitted by the bidders must remain valid and open for acceptance by the

respective financial entity for four (04) months from the bid submission date. During this period

the bidders shall maintain the availability of resources offered in their proposals. Client will

make its best effort to complete financial close within this period. Should the need arise; Client

may request bidders to extend the validity period of their proposals. Bidders who do not agree

to the client request have the right to refuse to extend the validity of their proposals.

4.14 Responsiveness of Bids

A bid will be considered non-responsive if the bidder,

1. does not meet the required specification of the Scooty mentioned in Annex-H

2. bids for less than required quantity of 1000 Brand New Scooties

3. fails to furnish list of spare parts along-with prices delivery ex-Lahore and furnish guarantee

to make these available during 2 years of contract period

4. fails to submit bid security as required

5. fail to submit documents establishing the qualification of the bidder

6. Fails to provide Manufacturer/supplier/ Authorized Dealer Registration record in

Pakistan or the country of Origin (In case of JV Applicable to all members)

7. Fails to provide Manufacturer/supplier/Authorized Dealer Establishment record for at

least 2 years in form of Company Registration with SECP/Certified Copy of

Certificate of Incorporation OR equivalent document as applicable in the country

of origin (In case of JV Applicable to any one member).

8. Fails to provide Valid GST and NTN company registration certificates OR equivalent

documents as applicable in the country of origin (In case of JV Applicable to all members).

9. Failure to submit Agreement Deed / MOU in case of JV.

10. Fails to submit Certificate stating compliance to each scooty specifications mentioned in

Annex-H.

11. Fails to submit Documents stating the specification of Helmet, knee guards and air pump

(foot operated).

4.15 Correction of Errors

Bids determined to be substantially responsive will be checked by the Client for any arithmetic

errors. Errors will be corrected by the Client as follows:

a. where there is a discrepancy between the amounts in figures and in words, the amount

in words will govern; and

b. where there is a discrepancy between the unit rate and the line item total resulting from

multiplying the unit rate by the quantity, the unit rate as quoted will govern, unless in

the opinion of the Client there is an obviously gross misplacement of the decimal point

in the unit rate, in which case the line item total as quoted will govern and the unit rate

will be corrected.

The amount stated in the Form of Bid will be adjusted by the Client in accordance with the

above procedure for the correction of errors shall be considered as binding upon the Bidder. If

the Bidder does not accept the corrected Bid Price, the Bid will be rejected, and the Bid Security

shall be forfeited hereof.

4.16 Evaluation and Comparison of Bids

The Client will evaluate and compare only the Bids determined to be substantially responsive.

In evaluating the Bids, the Client will determine for each Bid the evaluated Bid Price by

adjusting the Bid Price as follows:

a. making any correction for errors;

b. excluding Provisional Sums and the provision, if any, for contingencies; and

c. making an appropriate adjustment for any other acceptable variation or deviation from

specification or performance criteria

The estimated effect of the price adjustment provisions of the Conditions of Contract, applied

over the period of execution of the Contract, shall not be taken into account in Bid evaluation.

If the Bid of the successful Bidder is seriously unbalanced in relation to the Client’s estimate

of the cost of Goods to be delivered under the Contract, the Client may require the Bidder to

produce detailed price analyses for any or all items of the Price Schedules to demonstrate the

internal consistency of those prices with the manufacturing methodology and schedule

proposed. After evaluation of the price analyses, the Client may require that the amount of the

Performance Security set forth be increased at the expense of the successful Bidder to a level

sufficient to protect the Client against financial loss in the event of default of the successful

bidder under the Contract.

4.17 Clarification Process and Briefing Notes

In case of any queries or clarifications regarding this RFP, the bidder shall write to Client, at

least five days before the bid submission date as mentioned in section 1.6 of this RFP. In the

interest of fairness, any clarifications issued to any bidder shall be posted on Client’s official

website (http://www.tpu.punjab.gov.pk) or PPRA Website (www.ppra.punjab.gov.pk). In

case where Client will require any explanations or clarifications on the proposals submitted by

the bidders, Client will contact the bidders in writing and the bidder shall be bound to respond

within 03 days of the date of the communication. Such written responses received from the

bidders shall become part of their proposals.

4.18 Pre-bid Meeting

As part of the bidding process a pre-bid meeting for potential bidders will be held on 1300 hours

on Tuesday 23 February, 2016 at the Transport Department Committee Room, 11-A

Egerton Road, Lahore. Participation of potential bidders in this meeting though not mandatory,

however, is encouraged. This meeting will be aimed at providing an opportunity to the potential

bidders for seeking any clarifications or explanations on the bid documents, scope of services

to be provided, bidding process or any other matter important to the bidders. In the interest of

productiveness of the pre-bid meeting, the bidders are requested, as far as possible, to submit

their questions in writing. Minutes of the Meeting, including the text of the questions raised and

the responses thereof shall be transmitted without delay to all bidders.

4.19 Participation in more than One Consortium

In order to avoid any potential conflict of interest, no party to any consortium shall be a member

of, or in any way participate or be involved, whether directly or indirectly, in another consortium

at any stage of the bidding process. This condition doesn’t apply to commercial entity or

financial institution whose role is limited purely to lending money or advancing credit to the

bidding consortium.

4.20 Cost of Proposals

The bidders shall bear all costs associated with the preparation and submission of the bid/

proposals in response to this RFP, Client shall in no case be responsible or liable for these costs,

regardless of the conduct or outcome of the solicitation. The costs of preparing the proposal/

offer as well as of negotiating the Agreement, including costs of participation in meeting will

also not be reimbursable.

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


4.21 Confidentiality Issues

Information relating to the examination, clarification, evaluation, comparison of bids, and

recommendations for the award of a contract, shall not be disclosed to any bidder or any other

persons not officially concerned with such process until the award to the successful bidder has

been announced. Any effort by a bidder to influence Client’s processing of bids or decisions

pertaining to the award of procurement may result in the forthwith rejection of the bidder’s

proposal and forfeiture of the bid security. Bidders authorize Client to release any information

that is reasonably required as part of the proposal evaluation process, which would otherwise be

prevented by Client from releasing due to confidential nature of such information.

The Successful bidder shall not, during or after the term of Supply of Scooties, disclose any

proprietary or confidential information relating to the project, the services, the agreement, or the

Client business or operations (other than for the purposes of provision of requisite services)

without prior written consent of the Client, unless such disclosure is required by Applicable

Laws or regulations or such information is required for research purposes or has entered the

public domain other than by a breach of the Agreement, or was already in public domain, or

was already lawfully in the possession of the successful bidder at the time of such disclosure to

them. Successful bidder shall protect such information from inadvertent disclosure to any third

party in the same manner that they protect their own confidential information. Upon completion

of the term of the Agreement, these provisions shall remain in force.

4.22 Due Diligence by Bidders

The information contained in this RFP as well as any information appended hereto is being

supplied to the bidders for their guidance only and the bidders at their own discretion may or

may not use the information for the purposes of developing their proposals. Client will not

assume any responsibility or liability for completeness, accuracy or up-dating of such

information. Similarly Client assumes no responsibility or liability for completeness, accuracy

or up-dating of the studies available with Client. In this respect the bidders are requested to

conduct their own due diligence involving their technical, financial and legal personnel to verify

or develop their own assumptions for the purposes of bid development and submission. Potential

bidders shall verify the accuracy, reliability and completeness of the information provided in

this RFP, however, as stated earlier they are entitled to perform due diligence and wherever

necessary obtain independent advice on their own cost from appropriate sources. Client makes

no representation or warranty and shall incur no liability under any law, statute, rules or

regulations as to the accuracy, reliability or completeness of the project information. Each bidder

shall conduct its own studies and analysis and is advised to collect and obtain any other

information that may be necessary for evaluating the project and preparing the bid, at its own

responsibility and cost. The bidders shall be deemed to have satisfied themselves before

submitting their bids, as to the risks, contingencies and all other circumstances, which may

influence or affect the project and subsequently their bids.

4.23 Changes to the Composition of the Consortium

There shall not be any change in the composition of the consortium under the normal

circumstances during the bidding process. However, under special circumstances, substitution /

addition may be considered by Client only once only for one substitution/ addition in the

members of the consortium of the bidder. The decision of Client either to approve or disapprove

such substitution / addition shall be final and binding on the bidder. Client may permit change

in the composition of a consortium during the bid process, only where:

a. The lead member continues to be the lead member of the consortium;

b. The substitute is at least equal, in terms of technical capacity and financial capacity, to

the consortium member who is sought to be substituted and the modified consortium

shall continue to meet the bidding criteria for the applicants; and

c. The new member(s) expressly adopt(s) the application already made on behalf of the

consortium as if it were an original party to it, and is not an applicant / member / associate

of any other consortium bidding for this project.

4.24 Client’s Right to Terminate the Process

Notwithstanding anything contained in this RFP the Client reserves the right to accept or reject

any proposal and to annul the bidding process and reject all proposals / bids, at any time, prior

to acceptance of bid/proposal, without any liability or any obligation for such acceptance,

rejection or annulment, and without assigning any reasons thereto. However under PPRA 2014

Rules 35(2) the Procuring Agency shall upon request communicate to any bidder, the grounds

for its rejection of all bids or proposals, but shall not be required to justify those grounds. The

Client reserves the right, at any time without assigning any reasons, to:

a) Cancel the bidding process

b) Cancel or disqualify any bid submitted by the bidders

c) Change/ alter any of the provisions of this RFP

d) Reject any bid submitted after the expiry of time & date for submission

of bids

The bidders shall protect and defend unconditionally as well as indemnify and hold Client, or

any other relevant government body/agency, its employees, directors and officers free and

harmless from and against any and all liabilities, losses, claims, liens, demands, damages against

any and all causes of action of every kind and character, including without limitation any

judgments, penalties, interest, court costs and any legal fees incurred in enforcing this indemnity

arising here under. Client makes no representations, covenants, warranties or guarantees,

express or implied, other than those expressly set forth in this document. Client shall not be

liable, in any case, for contingent or consequential, special or indirect damages.

4.25 Grounds for Disqualification

Without limiting or restricting the generality of clause 4.24 above:

Client reserves the right to reject any proposal and/or bid without assigning any reasons, if:

i. At any time, a material misrepresentation is made or uncovered, or

ii. the bidder is found to be insolvent, or

iii. Any key personnel of the bidding organization or the consortia have been

convicted by any Court of Law, or

iv. The bidder does not provide, within the specified time, the supplementary

information sought by Client for evaluation of the proposal.

v. The bid is found non-responsive.

Such misrepresentation / improper response shall lead to disqualification of the bidder. If bidder

is a consortium, then the entire consortium shall be disqualified.

If such disqualification / rejection occur after the financial bids have been opened, but before

signing of the Agreement, Client reserve the right to:

i. Invite the 2nd lowest bidder for consideration in accordance with the provisions

of this RFP; or

ii. Take any such measures as it may deem fit at the sole discretion of Client,

including removal of an individual bidder and /or annulment of the whole

bidding process.

Client reserves the right to verify all statements, information and documents submitted by the

bidders in response to the RFP. Client’s failure to undertake such verification shall neither

relieve the bidder of its obligations or liabilities hereunder nor will it affect any rights of the

Client.

4.26 Opening of the Proposals

The opening of the proposals should be read in conjunction with the Section 1.5. Technical

proposals will be immediately opened after the end of deadline for submission of the

proposals by the procurement committee constituted for bid evaluation and the financial

proposals shall remain sealed and securely stored. Upon completion of the technical

evaluation process, bidders receiving technical score of 65% or higher will be short listed

and invited to attend the opening of sealed financial bids. Financial bids of all unsuccessful

bidders, who didn’t qualify in the technical evaluation, shall be returned unopened. Only

financial proposals of technically qualified bidders shall be opened by Client in front of

authorized representatives of the bidders. Lowest value of “X” will determine the

successful bidder, provided mandatory requirements are met and bidder has qualified

technical evaluation successfully. After evaluation of the financial bid, the Bid security of

unsuccessful bidders will be returned.

4.27 Proposal Considerations

4.27.1 Transport Department Rights

In issuing this RFP, Client retains the following rights:

1. Issuing addendum to the RFP, including extension or otherwise revising the timeline for

submission of proposals.

2. Withdrawing, reissuing, or modifying the RFP.

3. Requesting clarification and/or additional information from the bidders at any point in the

bidding process.

4. Executing procurement and supply agreement with a bidder on the basis of the original

proposals and/or any other information submitted by the bidder during the bidding process.

5. Rejecting any or all proposals as may be deemed to be in the best interest of Client and the

project.

4.27.2 Consequence of Submission of Proposal

The submission of a proposal shall not, in any way, be deemed an agreement between the

potential bidder, Transport Department, GoPb and BoP. Specifically, the following provisions

apply upon submission of proposals by the bidders:

1. Client shall not be obligated to respond to any proposal submitted nor be bound in any

manner by the submission of a proposal.

2. Acceptance of a proposal by the Client obligates the bidder to enter into good faith

agreement negotiations based on the proposal submitted.

4.28 Award of Contract

The Client will award the Contract to the eligible Bidder whose bid has been determined to be

substantially responsive and who has offered the lowest evaluated Bid Price approved by the

Client.

The Client, at any stage of the bid evaluation, having credible reasons for or prima facie

evidence of any defect in supplier’s or manufacturer capacities, may require the bidder to

provide information concerning their professional, technical, financial, legal or managerial

competence whether already pre-qualified or not:

“Provided that such qualification shall only be laid down after recording reasons

therefore in writing, and shall be part of the records of that bid evaluation report.”

4.29 Notification of Award

Prior to expiration of the period of bid validity prescribed by the Client, the Client will notify

the successful Bidder in writing (“Letter of Award”) that his Bid has been accepted. This letter

shall name the sum which the Client will pay the bidder in consideration of the delivery of

supplies as prescribed by the Contract (hereinafter and in the Conditions of Contract called the

“Contract Price”).

The notification of award and its acceptance by the Bidder will constitute the formation of the

Contract, binding the Client and the Bidder till signing of the formal Contract Agreement. Upon

furnishing of a Performance Security by the successful Bidder, the Client will promptly notify

the other Bidders that their Bids have been unsuccessful and return their Bid Security.

4.30 Signing of Contract Agreement

Within 10 days from the date of furnishing of acceptable Performance Security under the

Conditions of Contract, the Client will send the successful Bidder the Contract Agreement,

incorporating all agreements between the parties. The formal Agreement between the Bank of

Punjab, Transport Department, GoPb and the successful Bidder shall be executed within 10

days of the receipt of the Contract Agreement by the successful Bidder from the Client.

4.31 General Performance of the Bidders

The Client reserves the right to obtain information regarding performance of the bidders on

their previously awarded contracts. The Client may in case of consistent poor performance of

any Bidder as reported by the Clients of the previously awarded contracts, interalia, reject his

bid and proceed in accordance with PPRA Rules 2014 to take such action as may be deemed

appropriate under the circumstances of the case including black listing of such Bidder and

debarring him from participation in any future bidding.

4.32 Integrity Pact

The Bidder shall sign and stamp the Integrity Pact provided at Annex-R to Bid in the Bidding

Documents. Failure to provide such Integrity Pact shall make the bidder non-responsive.

4.33 Instructions not Part of Contract

Bids shall be prepared and submitted in accordance with the Instructions provided in this RFP

to assist Bidders in preparing their bids.

4.34 Margin of Preference

Unless otherwise specified in the Bidding Data, no margin of preference shall apply.

4.35 Scooties Make/Brand

The bidder is required to clearly quote a brand of Scooties. The quoted Brand must meet the

specifications prescribed in this bidding document.

SECTION-5

INFORMATION REQUIRED FROM BIDDERS

SECTION-5: INFORMATION REQUIRED FROM BIDDERS

5.1 Technical Proposal

The bidders are required to submit following basic documents for technical assessment:

1- Bidder details including name of the Company/ JV registered and mailing address, year of

establishment and number of years in experience.

2- Technical capabilities in terms of human resources including owner/ director bio data etc.

3- National Tax Number /Tax registration and Sales Tax certificate of the Manufacturer /

Supplier.

4- Supply timeline but not later than 3 months (90 days) indicating number of phases and

number of Scooties to be supplied in each phase within those three months.

5- Plan for supply of services and spares parts for 02 years of the contract period. The plan

should elaborate either establishing own dealership or partnership with another party for

dealership in Lahore. The cost of training for necessary services and replacement services

shall be borne by either the dealer or the successful bidder.

6- Audited Financial Statements of Accounts for last 3 years;

7- Undertaking that the firm has not been blacklisted or debarred by any government

organization in Pakistan or their home country;

Note: In addition to the above documents, Client may require additional documents in support

of evidence against technical evaluation criteria as mentioned in section 6.

5.2 Financial Proposal

The financial proposal must be submitted in a separate sealed envelope on letterheads,

indicating the name of the Manufacturer / Supplier, containing following information:

Cost of single Scooty along with accessories, meeting required standard/ specifications quoted

on the basis of delivery at Lahore inclusive of all charges i.e. freight, duties and all type of

taxes, insurance, levies etc.

Note: In addition to the above documents, Client may require additional documents in support

of evidence against financial evaluation criteria as mentioned in section 6.

SECTION-6

CRITERIA FOR EVALUATION OF

TECHNICAL AND

FINANCIAL PROPOSALS

SECTION-6: TECHNICAL AND FINANCIAL EVALUATION

CRITERIA

This section of RFP includes technical and financial evaluation for procurement of Scooties.

6.1 Technical Evaluation Criteria

The Client will evaluate bids based on the following technical evaluation criteria:

a. Number of Years of Experience Maximum 20 Marks

Marks will be awarded for each year of experience in Manufacturing/Authorized

Dealership/Supplier of Two Wheeler/Three Wheeler. A maximum of 20 marks can be achieved

for more than 5 years of experience.

Note: The Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler must

have at least 1 years’ experience; no points will be awarded to Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler for less than 1 years’ experience in above

mentioned field. Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler

submit the proof of registration.

Experience Marks Please Check (√) the

Relevant Option

Less than 1 Year of Experience 0

1 Year of Experience 4

2 Years of Experience 8



5 or more Years of Experience 20

b. Organization/ Company Profile Maximum 10 Marks

i. Company Profile/Background 02 Marks

[Provide here a brief (five pages) description of the background and organization of your firm/entity

(including organogram) and each associate for this assignment. Please give details as per Tech form

-1 and Tech form-2 whichever is applicable]

ii. . Registration with Pakistan Automotive Manufacturers Association (PAMA) or Pakistan

Association of Automotive Parts & Accessories Manufacturers (PAAPAM) 03 Marks

Sr.

No.

Registration with PAMA or

PAAPAM Marks

Please Check (√) the

Relevant Option

1. Yes 3

2. No 0

iii. Technical Personals 05 Marks

Description Marks Please Check (√) the

Relevant Option

Team Leader (CEO/COO/MD) 1

Quality Control Expert 1

Mechanical Engineer 1

Technicians/Mechanics/Electrician 1

Sales & Marketing 1

Please give details as per Tech Form-3

c. Total No. of Human Resource Managed by the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler Maximum 10 Marks

Sr. No. Number of Human Resource Marks Please Check (√) the

Relevant Option

1. Less than 20 2

2. 21 to 40 4

3. 41 to 60 6

4. 61 to 80 8

5. 81 or more 10

Note: Provide List of Human Resources Employed stating Designation and Contact numbers

d. Financial Stability Maximum 20 Marks

Sr.

No.

Average Annual Gross Turnover of Last Three (03)

Years Marks

Please Check (√)

the Relevant

Option

1 Under 50 Million 5

2 50 Million to 75 Million 10

3 76 Million to 100 Million 15

4 Above 100 Million 20

Note: Bidders should furnish certificate from the Chartered Accountant as documentary evidence in

support of the same along with audited financial statements for last three (03) years. (Please provide

detail as per Tech form-4 & Tech form-5 whichever is applicable.)

e. Production/Supply Capacity of Two Wheeler/Three Wheeler (In Last Three (03) Years)

Maximum 10 Marks

Sr.

No. Production Marks

Please Check (√) the

Relevant Option

1 Production/Supply of less than 5,000 Units 2

2 Production/Supply between 5,001 – 7,500 Units 5

3 Production/Supply between 75,01 – 10,000 Units 7

4 Production/Supply > 10,000 Units 10

Note: Bidder shall furnish details of its plant, equipment and the manufacturing capacity certifying that

they have the capacity to manufacture and supply the Scooties within the delivery schedule offered by

them. Production Capacity of the Bidder is to be supported with a certificate issued by the Cost Auditor

of the Company.

f. Number of Established After Sale Service Stations Maximum 10 Marks

The bidder must enclose details of already established sales and services center.

Sr.

No. Description Marks

Please Check (√)

the Relevant

Option

1 One 2S (Service and Spare Parts) Station 2

2 Two 2S (Service and Spare Parts) Station 4

3 Three 2S (Service and Spare Parts) Station 6

4 Four 2S (Service and Spare Parts) Station 8

5 Five 2S (Service and Spare Parts) Station 10

Note: The Bidder shall provide documentary evidence of already established fixed stations.

g. Net-worth of Company of Last Year Maximum 10 Marks

Sr.

No. Net-worth Marks

Please Check (√)

the Relevant

Option

1 PKR Greater or equal 50 million 10

2 PKR Greater or equal to 45 million

but less than Rs 50 million 8


but less than 45 million 6


but less than 40 million 4

The Manufacturing/Authorized Dealership/Supplier of Motorcycles/Scooties must have net worth

as per audit report of greater or equal to PKR 35 million for the awards of point as per the

criteria mentioned above.

Total Marks 90 Marks

Note: The prospective bidder must obtain 65% or more score to qualify technical

evaluation.

6.2 Financial Evaluation Criteria

Financial evaluation will be based on the Cost of a single Scooty inclusive of all charges i.e.

freight, duties and all type of taxes, insurance, levies etc. and cost of all accessories ex-Lahore

as mentioned in this RFP document.

6.3 Price Schedule of Spare parts

The prospective bidder will furnish complete pricing list (Annex-J) of all spare parts at Lahore

in PKR.

SECTION-7

SELECTION OF SUPPLIER/

MANUFACTURER

SECTION-7: SELECTION OF MANUFACTURER / SUPPLIER

7.1 Selection of Supplier/ Manufacturer by GoPb

The Client will award the contract to the successful bidder for supply of Scooties based on

lowest price quoted by the prospective bidder.

ANNEXURES

Annex-A: Undertaking

UNDERTAKING

It is certified that the information furnished here in and as per the document submitted is true

and correct and nothing has been concealed or tampered with. We have gone through all the

conditions of tender and are liable to any punitive action for furnishing false information /

documents.

Dated this day of 20 __

Signature

(Company Seal)

In the capacity of

Duly authorized to sign bids for and on behalf of:

Annex-B: Technical Proposal Submission Form

Technical Proposal Submission Form

To _ (Name and address of Client / Client)

[Location, Date]

Dear Sir,

We, the undersigned, offer to provide the (insert title of assignment) in accordance with your

Request for Proposal dated (insert date) and our Proposal. We are hereby submitting our Proposal,

which includes the Technical Proposal and the Financial Proposal sealed in two separate envelopes.

We undertake, if our Proposal is accepted, to supply and aftersales services of 1000 Scooties

within prescribed period of Three (03) Months.

We also confirm that the Government of Pakistan / Punjab has not declared us, or any,

ineligible on charges of engaging in corrupt, fraudulent, collusive or coercive practices. We

furthermore, pledge not to indulge in such practices in competing for or in executing the

Contract, and we are aware of the relevant provisions of the Proposal Document.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature

(In full and initials)

Name and Designation of Signatory

Name of Firm

Address

Annex-C: Technical Proposal Forms

Tech Form 1: Bidder’s Organization

Provide a brief (maximum 5 pages) description of the background and organization of your firm

and each partner for this assignment [Provide here description of the background and

organization of your firm/entity and each associate for this assignment.]

1. Firm Structure:

2. Firm Background:

3. Chief Executive Officer:

4. Board of Directors / Partners.

Whether your Firm is ISO Certified? If so provide a copy of ISO Certification.

________________________ (Seal)

(Signature of Authorized Signatory)

(Name, Title, Address, Date)

Tech Form 2: General Information

All individual firms and each partner of a joint venture applying for prequalification are

requested to complete the information in this form.

1.

Name of Firm

2.

Head Office Address

3.

Telephone

Landline #:

Mobile #:

Contact Person:

Name:

Title:

4.

Fax:

E-mail:

5.

Place of Incorporation/Registration

Year of incorporation/registration

(Attach proof)

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Tech Form 3: Human Resource (Team Composition and Task Assignments)

Professional Staff

Name

of Staff

CNIC

No./Passport

No.

Qualification Area of

Expertise

Experience

with your

firm/company

Task

Assigned

Team Leader

(CEO/COO/MD)

Quality Control

Expert

Mechanical

Engineer

Technicians/Mec

hanics/Electricia

n

Sales &

Marketing

All expert listed above must have minimum five (5) years of experience with Master Degree

or seven (7) years’ experience with Bachelor Degree in respective field. No points will be

awarded to an expert having experience/ qualification less than defined criteria.

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Tech Form 4: Annual Turnover (for individual firms)

Name of Applicant or partner of a joint venture

All individual firms and all partners of a joint venture are requested to complete the

information in this form. The information supplied should be the annual turnover of the

Applicant (or each member of a joint venture), in terms of the amounts billed to clients for each

year for work in progress or completed over the past five years.

Use a separate sheet for each partner of a joint venture.

Annual Turnover

Year

Turnover

(in actual currency)

Equivalent Rupees in

Millions.

1.

2.

3.

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Tech Form 5: Joint Venture Summary (if applicable)

Names of all Partners of a Joint Venture

1. Lead Partner

2. Partner

3. Partner

4. Partner

Total value of annual turnover

Partner Year 1 Year 2 Year 3

1. Lead Partner

2. Partner

3. Partner

4. Partner

Total

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-D: Technical Proposal Checklist

The following data form shall be filled out by the Bidder; and by all partners in case of a

Joint Venture, with supporting documents for evidence. The Client reserves the right to

request additional information for values/information entered by the Bidder against any

criteria.

Sr. No Description

1.

Years of registration of Manufacturing

/Authorized Dealership /Supplier of Two

Wheeler/Three Wheeler

State No. of years _______

2. Organization Profile Yes/ No

3.

Registration with Pakistan Automotive

Manufacturers Association (PAMA) or Pakistan

Association of Automotive Parts & Accessories

Manufacturers (PAAPAM)

Yes/ No

4. Technical Personals Details Yes/ No

5. Number of Human Resource Managed No. _______

6. Average Annual Gross Turnover Turnover in last three (03)

years in PKR. ___________

7. Audited Financial Statement for last Three Years Yes/ No

8. Production Capacity in Units (attach proof) No. of Units ____________

9. Maintenance after sales & service

Fixed Stations

State No. of Fixed Stations

:___________

10. Net Worth Net Worth in last year in

PKR. ___________

11. Bid Security Yes/No

*Note: Please encircle the right option

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-E: Financial Proposal Submission Form (Part of Financial

Bid Envelope)

Financial Proposal Submission Form (Part of Financial Bid Envelope)

[Location, Date]

To _(Name and address of Client /

Client)_ Dear Sir,

We, the undersigned, offer to provide the _ (Insert title of assignment)_ in accordance with

your Request for Proposal dated _(insert date)_ and our Technical Proposal. Our attached Financial

Proposal is for the sum of PKR (insert amount in words and figures) _. This amount is inclusive of

all applicable taxes as per Laws of the Government of Pakistan and/or Government of the Punjab,

as applicable/required under the relevant Tax Laws, to arrive at the Contract Price. Accordingly, the

Contract Price shall be subject to adjustments for change in rate of Sales Tax on goods and/or services

as and when applicable.

Our Financial Proposal shall be binding upon us, up to expiration of the validity period of the

Proposal, i.e. before the date indicated in the Clause 4.2 of RFP.

We also declare that the Government of Pakistan / Punjab has not declared us or any Sub-

Operators for any part of the Contract, ineligible on charges of engaging in corrupt, fraudulent,

collusive, or coercive practices. We furthermore, pledge not to indulge in such practices in competing

for or in executing the Contract, and are aware of the relevant provisions of the Proposal Document.

We understand you are not bound to accept any Proposal you receive.

Signed

In the capacity of:

Duly authorized to sign the proposal on behalf of the

Applicant. Date:

FIN-1: Financial Bid for 80 cc or Equivalent Scooty

Technically qualified bidders with minimum value of “X” will be considered successful.

Sr. No. Item Engine cc Price

PKR

1

Ex- Factory Price of Scooty/Unit including Sales tax

and all other taxes, levies, freight, insurance, and cost of

helmet, knee guard, and air pump (foot operated) etc.

80 cc or equivalent

Total Cost per Scooty (Bid Price)

X

Important note:

No advance payments will be made. Contract Payment will be made on monthly basic.

The color scheme for proposed scooties will be decided by GoPb (later on), the cost of scooty

color and vice versa is included in financial bid. No separate payment will be made for any

expense incurred with regards to color scheme of the scooties.

The quoted price is inclusive of all applicable taxes as per Laws of the Government of

Pakistan and Government of the Punjab, as applicable/required under the relevant Tax Laws,

to arrive at the Contract Price. Accordingly, the Contract Price shall be subject to adjustments

for change in rate of Sales Tax on goods and/or services as and when applicable.

Note: Freight and Registration charges shall be paid by the BOP after having received

the same from the Customer. Price schedule is for 1,000 units only.

No cutting or overwriting is allowed. Any cutting or overwriting will lead to rejection

of the financial bid.

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-F: Financial Capacity of the Bidder

Additionally, the following financial data form shall be filled out by the Bidder; and by all

partners in case of a Joint Venture and along with one summary form for all partners. The Client

reserves the right to request additional information about the financial capacity of the Bidder. A

Bidder that fails to demonstrate through its financial records that it has the financial capacity to

perform the required Supply/Services may be disqualified.

Financial Information

Provide the required information for the previous three years.

(Most recent to oldest).

Also attach Audited Financial Statements for last Three (03) Years

Year-1 (2014-15) Year-2 (2013-14) Year-3 (2012-13)

Information from Balance Sheet:

(1) Total Assets (TA)

(2) Current Assets (CA)

(3) Total Liabilities (TL)

(4) Current Liabilities (CL)

Information from Income Statement:

(5) Total Revenue (TR)

(6) Profits before Taxes (PBT)

Net Worth (1) – (3)

Current Ratio (2) / (4)

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-G: Format for Covering Letter

To

(Name and address of Client)

Sub: _________________________________________

Dear Sir,

a) Having examined the Bid document and Annexures we, the undersigned, in conformity

with the said document, offer to provide the said items on terms of reference to be

signed upon the award of contract for the sum indicated as per financial bid.

b) We undertake, if our proposal is accepted, to provide the items/services comprise in the

contract within time frame specified, starting from the date of receipt of notification of

award from the client Department / Office.

c) We agree to abide by this proposal for the period of ______ days (as per

requirement of the Operation) from the date of bid opening and it shall remain binding

upon us and may be accepted at any time before the expiration of that period.

d) We agree to execute a contract in the form to be communicated by the (insert

name of the Client), incorporating all agreements with such alterations or additions

thereto as may be necessary to adapt such agreement to the circumstances of the

standard.

e) Unless and until a formal agreement is prepared and executed this proposal together

with your written acceptance thereof shall constitute a binding contract agreement.

f) We understand that you are not bound to accept a lowest or any bid you may receive,

not to give any reason for rejection of any bid and that you will not defray any expenses

incurred by us in biding.

g) We would like to clearly state that we qualify for this work as our company meets all

the criteria indicated on your bid document. The details are as under:

____________________________

Authorized Signature with Official Seal

Annex-H: Scooty Specifications (Mandatory)

Technical Specifications

Description Requirements

Displacement (cc) 80 cc or equivalent

Colour Scheme To be approved by Transport Department, GoPb

Brakes Disc Brakes

Start System Push Button

Tire Type Tubeless

Fuel Type Petrol

Stroke 4 Stroke

Please provide Detailed Specifications of Your Scooty to be supplied under this RFP

Description 80 cc or

equivalent Remarks

1. Model Name

2. CBU

3. Maximum Torque

4. Compression Ratio

5. Length

6. Width

7. Height

8. Ground Clearance

9. Seat Height

10. Wheelbase

11. Battery (V)

12. Transmission Automatic

13. Gear Box

14. Gross Weight (kg)

15. Fuel Tank Capacity (liter)

16. Certification

17. Maximum Speed (km/h)

18. Wheel Alloy Type (Steel/Aluminum)

19. Tire Size (Front/Rear)

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-I: Accessories Specifications

Helmets should have peak, visor and other features conforming to international

standards of helmets usually used by female while riding scooty/motorcycle.

Foot operated air pump.

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-J: Spare Parts Availability & Price List

Sr. No. Items

Shall be made Available at

Service Stations (Yes/NO)

Item Unit Price in PKR

(inclusive of all charges i.e.

freight, duties and taxes,

levies etc.)

1. Air Filter

2. Clutch Assembly

3. Brake shoe (Front & Rear)

4. Mobile Oil

5. Spark Plugs

6. Electrical Equipment’s

7. Tire

8. Side Mirror

9. Batteries

10. Headlight

11. Indicator

12. Seat

13. Speedometer

14. Push Start Button

15. Mechanical components

16.

Any other (please list down

all other spare parts/

accessories not mentioned

above)

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-K: Pre-Delivery Inspection Module

• Scooty Brand

• Engine 80 cc or equivalent;

• Complete electrical system audit;

• Dimensional requirements audit;

• Seating condition;

• All Function test of systems/subsystems and components;

• Sound/noise level tests;

• Vehicle top speed;

• Acceleration tests;

• Brake stop tests;

• Air/brake system audit;

• Exterior lighting;

• Speedometer;

• Engine performance qualification;

• Transmission performance qualifications;

• Road Test with Maximum Load.

• Ramp Riding Test with full load.

• Turning radius test

Signature : _______________________

CNIC # : _______________________

Name : _______________________

Designation : _______________________

Address : _______________________

Annex-L: Warranty and After Sales Services Details

Warranty:

Warranties in this document are in addition to any statutory remedies or warranties imposed

on the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler. Consistent

with this requirement, the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three

Wheeler warrants and guarantees to the Client each complete scooty and accessories and

components as follows. Performance requirements based on design criteria shall not be

deemed a warranty item.

Complete Scooty:

The complete Scooty, ignition system, components, major subsystems and body and frame

structure are warranted to be free from Defects and related Defects for one (1) year or 20,000

kms, whichever is earlier, beginning on the date of operation but not longer than fifteen (15)

days after acceptance under “Inspection, Testing and Acceptance.” The warranty is based

on regular operation of the Scooty under the operating conditions prevailing in the Client’s

locale.

Body and Frame Structure:

Body, body structure, structural elements of the suspension and engine cradle are warranted to

be free from Defects and Related Defects for one (1) year or 20,000 kms, whichever is earlier.

Propulsion System:

Propulsion system components, specifically the engine and transmission, shall be warranted

to be free from Defects and Related Defects for the standard one year or 2 0,000 kms,

whichever comes first.

Emission Control System (ECS):

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler warrant the emission

control system for five years or 500,000 kms, whichever is later. The ECS shall include, but is

not limited to, the following components:

Complete exhaust system, including catalytic converter (if required)

After-treatment device

Components identified as emission control devices

Subsystems:

Other subsystems shall be warranted to be free from Defects and Related Defects for one year

or 20,000 kms, whichever is later. Other subsystems are listed below:

Brake system: Disc brake components

Start Button

Fuel storage tank and delivery system

Other mechanical and electrical system

Extension of Warranty:

If, during the warranty period, repairs or modifications on any scooty are made necessary

by defective design, materials or workmanship but are not completed due to lack of material

or inability to provide the proper repair for thirty (30) calendar days, the applicable warranty

period shall be extended by the number of days equal to the delay period.

Voiding of Warranty:

The warranty shall not apply to the failure of any part or component of the scooty that

directly results from misuse, negligence, accident or repairs not conducted from

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler established

/designated workshops/service stations. The warranty also shall be void if the end user fails to

conduct normal inspections and scheduled preventive maintenance procedures as

recommended in the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three

Wheeler’s maintenance manuals and if that omission caused the part or component failure.

End user shall maintain documentation, auditable by the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler, verifying service activities in conformance

with the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler

maintenance manuals.

Exceptions and Additions to Warranty

The warranty shall not apply to the following items:

• scheduled maintenance items

• normal wear-out items

Fleet Defects Occurrence and Remedy:

A Fleet Defect is defined as cumulative failures of twenty-five (25) percent of the same

components in the same or similar application in a minimum fleet size of hundred (100) or

more scooties where such items are covered by warranty. A Fleet Defect shall apply only to

the base warranty period in sections entitled “Complete Scooty,” “Propulsion System” and

“Subsystems.” When a Fleet Defect is declared, the remaining warranty on that item/component

stops. The warranty period does not restart until the Fleet Defect is corrected.

The Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall correct a

Fleet Defect under the warranty provisions. After correcting the Defect, the Client and the

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall mutually agree

to and the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall

promptly undertake and complete a work program reasonably designed to prevent the

occurrence of the same Defect in all other scooties and spare parts purchased under this

Contract. Where the specific Defect can be solely attributed to particular identifiable part(s),

the work program shall include redesign and/or replacement of only the defectively designed

and/or manufactured part(s). In all other cases, the work program shall include inspection

and/or correction of all of the scooties in the fleet via a mutually agreed-to arrangement. The

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall update, as

necessary, technical support information (parts, service and operator’s manuals) due to changes

resulting from warranty repairs. Client may immediately declare a Defect in design resulting

in a safety hazard to be a Fleet Defect. Manufacturer/Authorized Dealer/Supplier of Two

Wheeler/Three Wheeler shall be responsible to furnish, install and replace all defective units.

Repair Procedures / Repair Performance:

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler is responsible for all

warranty-covered repair Work. To the extent practicable, the Client will allow the

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler or its designated

representative to perform such Work.

Repairs by the Manufacturer / supplier:

If the end user detects a Defect within the warranty periods defined in this section, it shall,

within thirty (30) days, inform the Manufacturer/Authorized Dealer/Supplier of Two

Wheeler/Three Wheeler designated workshop. Manufacturer/Authorized Dealer/Supplier of

Two Wheeler/Three Wheeler, if informed, begin Work on warranty-covered repairs within five

calendar days after receiving complaints of a Defect from the end user. The end user shall

make the scooty available to complete repairs timely with the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler repair schedule.

Defective Component Return:

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler may request that

parts covered by the warranty be returned to the manufacturing plant. The freight costs for this

action shall be paid by the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three

Wheeler. Materials should be returned in accordance with the procedures outlined in

“Warranty Processing Procedures.”

Warranty after Replacement/Repairs:

If any component, unit or subsystem is repaired, rebuilt or replaced by the

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler or by the end user

with the concurrence of the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three

Wheeler, the component, unit or subsystem shall have the unexpired warranty period of the

original. Repairs shall not be warranted if the Manufacturer/Authorized Dealer/Supplier of

Two Wheeler/Three Wheeler -provided or authorized parts are not used for the repair, unless

the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler has failed to

respond within five days, in accordance with “Repairs by the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler.”

After Sales Services

I. To effectively provide maintenance support in the smooth operation of these

scooties supplier/ manufacturer of scooties must have presence/ roots in Lahore.

Evidence regarding establishment of 2S dealership (as per International standards,

must be ensured/ guaranteed by the supplier/ manufacturer).

II. Following details must be provided by the supplier/ manufacturer before getting

into formal agreement with the BoP & Transport Department, GoPb:

i. Details about setup of the maintenance workshops along with standards to be

followed

ii. List of inventory with stock replenishment plan to support preventive/

periodic and break down maintenance plan

iii. Approved compatibility list of spare parts

iv. Maintenance Checklist for warranty period

v. POL grade and recommended/ approved compatibility in local market

vi. List of consumables during warranty period

vii. Warranty Maintenance plan of:

a. Preventive Maintenance

b. Periodic Maintenance

c. Breakdown Maintenance

viii. Policy to designate staff to attend out station calls resulting in unnecessary

delays.

III. Mobile Workshop to provide onsite repair facility to scooties far away from the

area workshop.

Signature : _______________________

CNIC # : _______________________

Name : _______________________

Designation : _______________________

Address : _______________________

Annex-M: Key Performance Indicators (KPIs)

The details of Key Performance Indicators (KPIs) are provided here as under. The penalties

will be invoked on per instant basis unless otherwise defined

KEY PERFORMANCE INDICATORS

Sr.

No. KPI

1st Violation

(PKR)

2nd

Violation

(PKR)

3rd

Violation

(PKR)

1 Delay in delivery of Scooties as per timeline

defined in RFP 350/day - -

2

Variations(s) in Scooty specifications quoted in Bid

document or Sample inspected by Transport

Department. GoPb & Industries Department, GoPb

Unit

Replacement - -

3

Variations(s) in Accessories specifications quoted

in Bid document or Sample inspected by Transport


Unit

Replacement - -

4 Failure to established required number of mobile

and fix service stations 1,000/day - -

5 Non-Availability of Maintenance Staff at Fixed 2S

Service Centers

500/day

(Each Fixed

2S center)

1000/day

(Each

Fixed 2S

center)

1500/day

(Each

Fixed 2S

center)

6 Non-Availability of Maintenance Staff at Mobile

2S Service Centers

500/day

(Each

Mobile 2S

center)

1000/day

(Each

Mobile

2S

center)

1500/day

(Each

Mobile 2S

center)

7 Non-Availability of Spare Parts at mobile service

station (Complaints registered by scooty users)

250/day

(Each

mobile 2S

center)

500/day

(Each

mobile

1000/day

(Each

mobile 2S

center)

2S

center)

8 Non-Availability of Spare Parts at fixed service


500/day

(Each

mobile 2S

center)

1000/day

(Each

mobile

2S

center)

1500/day

(Each

mobile 2S

center)

9 Fail to repair scooty within 24 hours, other than

major engine repairs. 250/day 500/day 1000/day

10 Fail to make major engine repairs within 48 hours. 250/day 500/day 1000/day

Signature : _______________________

CNIC # : _______________________

Name : _______________________

Designation : _______________________

Address : _______________________

Annex-N: Instructions for Preparation of Power of Attorney

a) To be executed by an authorized representative of the bidder.

b) The mode of execution of the Power of Attorney should be in accordance with the procedure, if

any, laid down by the applicable law and the charter documents of the executants and when

it is so required the same should be under common seal affixed in accordance with the required

procedure.

c) Also, wherever required, the Bidder should submit for verification the extract of the charter

documents and documents such as a resolution/power of attorney in favor of the Person executing

this Power of Attorney for the delegation of power hereunder on behalf of the Bidder.

d) In case the Application is signed by an authorized Director / Partner or Proprietor of the Applicant,

a certified copy of the appropriate resolution / document conveying such authority may be

enclosed in lieu of the Power of Attorney.

Annex-O: Format of Power-of-Attorney

POWER OF ATTORNEY

(On a Legal / Revenue Stamp Paper of PAKISTAN / of the bidder’s country in the relevant value

OR on the bidder’s letter head officially signed and stamped)

We (name of the company and address of the registered office) do hereby appoint and authorize Mr.

/ Ms. (full name and residential address) bearing Pakistan’s Computerized National Identity Card

(CNIC) no. (Complete CNIC No.) who is presently engaged with us and holding the position of as

our attorney, to do in our name and on our behalf, all such acts, deeds and things necessary in

connection with or incidental to our proposal for (name of the Operation) in response to the Bid

invited by the (name of the Client) including signing and submission of all documents and providing

information/responses to (name of the Client) in all matters in connection with our Bid.

We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney pursuant to

this Power of Attorney and that all acts, deeds and things done by our aforesaid attorney shall

and shall always be deemed to have been done by us.

Dated this day of 20

For

(Signature)

(Name, Designation and

Address) Accepted

(Signature)

(Name, Title and Address of the

Attorney) Date:

Annex-P: Bid Security Form

BID SECURITY FORM

WHEREAS [Name and Address of the Manufacturer/Authorized Dealer/Supplier of Two

Wheeler/Three Wheeler] (hereinafter called "the Supplier") has submitted Bid for Tender

Name (hereinafter called "the Bid") to the [Name and Address of the Client] (hereinafter called

"the Client") for the Total Tender Price of PKR (in figures ) (in

words ).

AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank]

(hereinafter called "the Guarantor") has agreed to give the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler a Guarantee;

THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to

the Client for the sum of PKR (in figures ) (in words

) and undertakes to pay to the Client, upon receipt of his written demand(s), any sum(s)

as specified by him, not exceeding the above limit in aggregate, without cavil / argument and

without the Client having to substantiate / prove or to show grounds / reasons for such

claim(s), on the occurrence of any / all of the following conditions:

1. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler

withdraws the Bid during the period of the Bid validity specified by the

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler on the Bid

Form; or

2. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler does

not accept the corrections of his Total Bid Price; or

3. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler, having

been notified of the acceptance of the Bid by the Client during the period of the Bid validity,

fails or refuses to furnish the Performance Guarantee, in accordance with the Bidding

Document.

Provided that the Client shall specify the occurred condition(s) owing to which the said sum

is due to him.

Provided further that any demand(s) / claim(s) from the Client shall reach the Guarantor

within thirty working days after the expiry of the Guarantee.

This guarantee shall remain valid up to or until furnishing of the

Performance Guarantee, whichever is later.

Date this day of

20 .

GUARANTOR

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-Q: Performance Guarantee

PERFORMANCE GUARANTEE

Issuing Authority:

Date of Issuance:

Date of Expiry:

Claim Lodgment Date:


Wheeler/Three Wheeler] (hereinafter called "the Supplier") has agreed to supply the Goods and

Services for Bid Name (hereinafter called "the Contract") for the Contract Value of PKR (in figures

) (in words_____________________)

AND WHEREAS it has been stipulated in the Bid Document that the successful

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall furnish

Performance Guarantee, within ten (10) working days of the receipt of the Acceptance Letter from

the Client, in the form of a Bank Guarantee, issued by a scheduled bank operating in Pakistan, as per

the format provided in the Bid Document or in another form acceptable to the Client, valid from the

date of issue until all obligations have been fulfilled in accordance with the Contract;

AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank] (hereinafter

called "the Guarantor") has agreed to give the Manufacturer/Authorized Dealer/Supplier of Two

Wheeler/Three Wheeler a Guarantee;

THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to the

Client, for the sum of PKR (in figures ) (in

words

) and undertakes to pay to the Client, upon receipt of

his written demand(s), any sum(s) as specified by him, not exceeding the above limit in aggregate,

without cavil / argument and without the Client having to substantiate / prove or to show grounds

/ reasons for such claim(s), on the occurrence of any / all of the following conditions:


commits a default under the Contract;

2. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler fails

to fulfill any of the obligations under the Contract;


violates any of the provisions of the Contract.

Provided that the Client shall specify the occurred condition(s) owing to which the said sum is

due to him.

And further provided that any demand(s) / claim(s) from the Client shall reach the Guarantor

within thirty working days after the expiry of the Guarantee.

This guarantee shall remain valid up to two (02) Years or all obligations have been fulfilled in accordance

with the Contract, whichever is later. Date this day of 20 .

GUARANTOR

Signature : ____________________

CNIC # : ____________________

Name : ____________________

Designation : ____________________

Address : ____________________

Annex-R: Integrity Pact

DECLARATION OF FEES, COMMISSIONS AND BROKERAGE ETC. PAYABLE BY THE

SUPPLIERS/CONTRACTORS OF GOODS, SERVICES & WORKS

[Name of service provider/operator] hereby declares its intention not to obtain or induce the

procurement of any contract, right, interest, privilege or other obligation or benefit from Government

of Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled

by it (GoPb) through any corrupt business practice.

Without limiting the generality of the foregoing, [Name of service provider/operator] represents and

warrants that it has fully declared the brokerage, commission, fees etc. paid or payable to anyone and

not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan

either directly or indirectly through any natural or juridical person, including its affiliate, agent,

associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission,

gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with

the object of obtaining or including the procurement of a contract, right, interest, privilege or

other obligation or benefit in whatsoever form from GoPb, except that which has been expressly

declared pursuant hereto.

[Name of service provider/operator] certifies that it has made and will make full disclosure of all

agreements and arrangements with all persons in respect of or related to the transaction with GoPb

and has not taken any action or will not take any action to circumvent the above declaration,

representation or warranty.

[Name of service provider/operator] accepts full responsibility and strict liability for making any false

declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the

purpose of this declaration, representation and warranty. It agrees that any contract, right, interest,

privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to

any other right and remedies available to GoPb under any law, contract or other instrument, be

voidable at the option of GoPb.

Notwithstanding any rights and remedies exercised by GoPb in this regard, [Name of service

provider/operator] agrees to indemnify GoPb for any loss or damage incurred by it on account

of its corrupt business practices and further pay compensation to GoPb in an amount equivalent to

ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [Name of

service provider/operator] as aforesaid for the purpose of obtaining or inducing the procurement of

any contract, right, interest, privilege or other obligation or benefit in whatsoever form from GoPb.

Signature & Stamp

Subscribed and sworn to me this day of 20

Notary Public

AGREEMENT

THIS AGREEMENT is made and entered into at Lahore on this ______ day of _______ between:

VENDOR, a Company incorporated, organized and existing under the laws of Pakistan, having its

registered office at _____________________________________________________, Pakistan through

its _______________________________ (hereinafter referred to as the “Company” which expression

shall, wherever the context so admits, mean and include its successors, executors and assigns) of the

first part.

AND

The Bank of Punjab, a Bank established under the Bank of Punjab Act, 1989, having its head Office at

BOP Tower 10-B, Block E-2, main Boulevard Gulberg-III, Lahore through its authorized signatory

___________________________ (hereinafter referred to as “BOP” which expression shall, wherever

the context so admits, mean and include its successors, executors and assigns) of the second Part.

AND

Governor of the Punjab acting through Secretary, Government of the Punjab, Transport Department

(hereinafter referred to as “BOP” which expression shall, wherever the context so admits, mean and

include its successors, executors and assigns) of the third Part.

WHEREAS, the Government of Punjab (hereinafter referred to as GOP) desires to launch ‘Scooty

Scheme under women empowerment program’ (hereinafter referred to as “Scooty Scheme”). In this

regard, GOPb has made certain financial arrangements with BOP.

AND WHEREAS, GOPb has selected ______________________ (Vendor) through bidding process

under PPRA Rules 2014 and the Company has agreed to provide the Scooties, Accessories (Helmets,

Knee Guards and Air Pumps (foot operated) and after Sale Services in accordance with price schedule

attached hereto;

AND WHEREAS for same purpose BOP under the direction of GOPb is executing this agreement to

purchase 1,000 (One thousand) units of Scooties along with Accessories and After Sale Services from

the Company in accordance with the procedure and under the terms & conditions set forth in this

Agreement.

AND WHEREAS, the Company is engaged in the business, inter alia, manufacturing, assembling of

automobiles and their spare parts.

AND WHEREAS, the Company has agreed to sell GOPb/BOP 1,000 units (One thousand) of Scooties

in accordance with the procedure and under the terms & conditions of this Agreement and Request for

Proposal issued for the purpose.

AND WHEREAS, the following shall be deemed to form and be read and construed as part of this

Contract:

The Tender Document/RFP

Bidder’s Proposal

Acceptance Letter (Letter of Intent)

Terms and Conditions of the Contract

Affidavit(s)

Authorized Dealership / Agency Certificate

Performance Security

This Contract shall prevail over all other documents. In the event of any discrepancy /Inconsistency

or insufficient information/ clarity within the Contract, the above Documents shall prevail in the order

listed above..NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration of the said

premises and covenants mentioned hereinafter, the parties agree hereto as under:

1. PRICE, PAYMENT, ORDER PLACEMENT AND DELIVERY OF SCOOTIES

(a) Bank Of Punjab shall place an order of 1,000 units of Scooties with the Company and will be

delivered as per following Price and according to ‘tentative payment and Delivery Schedule,

Attached at Annexure A:

(b) PRICE:

Ex-Factory Price as on ----------

Less: Discount

Price inclusive of Sales Tax & Freight

Note: Freight and Registration charges shall be paid by the BOP after having received the

same from the Customer. Ibid Price schedule is for 1,000 units only and includes cost of

helmets, knee guards, and air pumps (foot operated) etc

(c) The Company shall accept orders for the said scheme as “Scooty” whose color will be that

of approved by GOP and not as a private passenger car.

(d) The Company shall deliver the Scooties to customer authorized by BOP (as per product

specifications mentioned in Request for Proposal (RFP) document hereunder against the

purchase order received from BOP. BOP shall release payment to vendor within 30 days of

delivery of scooty.

(e) The Scooties shall be delivered as per the schedule provided by BOP. In case of default due

to any reason other than force majeure as defined in the agreement , the company shall pay

delayed charges @ Rs ______ /- per Scooty per day till the delivery of the Scooty.

(f) Title documents shall directly be submitted to BOP at following address with a copy to

respective dealers before dispatch of the Scooty.

The Bank of Punjab

Head Office, Retail Finance Division

3rd Floor MM Tower.28-A.Block-K

Gulberg –II

Lahore.

(g) Product Specifications: As agreed under the scheme and detailed in the RFP document, the

Company will supply scooty in color as per approved sample by GOPb.

(h) (i) The Company shall give price hold for 1,000 units.

(ii) The agreed prices will be valid for duration of the contract. However, they will be

subject to change for any revision in the rate of taxes / duties / any Government levies.

(l) Scooty(s) will be delivered only to the authorized representative / beneficiary / recipient of

the scheme duly authorized by BOP, through the authorized dealers of the Company.

(m) The authorized representative / beneficiary / recipient of the Scooty prior to receiving the

Scooty from the authorized dealership of the Company, shall present Authority Letter to

Receive Scooty duly signed & stamped by an authorized/designated officer of the relevant

department of BOP. It has been agreed that the Authority Letter to receive Scooty shall have

some reasonable validity to avoid any delay in Scooty receiving by authorized

representative / beneficiary / recipient of the Scooty from the dealership.

(n) The name, designation and specimen signature(s) of the relevant authorized Officer(s) shall

be provided by BOP to the Company in due course.

(o) The authorized representative / beneficiary / recipient of the scheme shall receive the Scooty

from the concerned dealership only after presenting Authority Letter to Receive Scooty as

mentioned above and other identification documents and after fulfilling all formalities related

to Delivery procedure at the time of delivery of the Scooty(s).

(p) It is agreed in principle that for the purpose of expediting service efficiency in delivery of

Scooties to beneficiary / recipient of the Scooty; BOP may identify and recommend to the

company specific dealerships through which reasonable number of deliveries can be made;

however as Principal of authorized dealer network taking due cognizance of presence of

dealerships in cities/towns in close proximity to beneficiary address and giving due

consideration to BOP recommendation; the Company and BOP will mutually finalize the

dealers list.

(q) Upon intimation about Scooty’s arrival in particular parking lots of company; after

installation of tracker by BOP through contractor of Insurance Company; the company will

coordinate for receiving the Scooty and will deliver to beneficiary after completion of proper

Pre-Delivery formalities and Inspection.

(r) The Company shall conduct normal Pre-Delivery Inspection (PDI) of Scooties s per

standard PDI guidelines provided before handing over of Scooty to authorized

representative / beneficiary / recipient of the Scooty. It is further agreed that on complete

satisfaction of the authorized representative / beneficiary / recipient, the Company will get

the delivery receipt signed by him, however in case the authorized representative /

beneficiary / recipient is not satisfied with the quality or specification of the Scooty as are

agreed between the parties, the same may be rectified by the company, accordingly, to the

specification of the product.

(s) The company shall provide performance guarantee of _____ % of contract price. 50% of

performance guarantee shall be reversed after successful completion of deliveries as per

delivery schedule whereas the remaining 50% shall be returned in two phases as under

(1) Half of the remaining 50% of performance guarantee will be returned after 6

months i.e. expiry of one and half year from the date of delivery of last scooty

(2) The last remaining 25% of the performance guarantee will be returned after expiry

of two years from the date of delivery of last scooty

(t) The company hereby agrees to pay penalties mentioned in schedule/ Annexure attached

herewith in case of non compliance of mutually agreed KPIs.

(u) The company hereby agrees to provide accessories including helmet, knee guards and air

pump (foot operated) with each Scooty.

(v) The company hereby agrees to furnish complete pricing list of all spare parts in PKR

including all taxes at Lahore as per Annexure S of the RFP.

(w) GOPb hereby agrees that a central monitoring & complain management unit shall be

established to address all matters relating to customers’ complaints, review performance of

vendor and shall approve the specification and inspection of scooties before deliveries.

Further agrees to get after sales service from the Company.

2. SCOPE OF WARRANTY AND PERIOD

(a) The Company has agreed to extend warranty to _________ kms or one (____) year

whichever occurs earlier from the date of invoice.

(b) However, scope of warranty shall remain standard as per Company policy. Company’s

warranty manual/ booklet shall be referred when it is required.

3. CUSTOMER SERVICES

To extend customer services, including availability of Spare Parts, Sales/After Sale Services and

to render Warranty obligations, Company shall maintain a minimum ______ number of fixed

service stations and ____ number of mobile work shops. The centers and workshops shall

provide maintenance service for Two (2) years. The Transport Department and Industries,

Commerce & Investment Department, Government of the Punjab (GoPb) will certify the

established service and spare centers at-least 48 hours before the delivery of first scooty.

The Call Centre of company will also remain available for Customers, 24 hours a day seven

days a week.

4. SPECIFICATIONS

Scooties would be supplied as per Specifications approved by GOPb and attached herewith.

Technical Specifications

Description Requirements

Displacement (cc) 80 cc or equivalent

Colour Scheme To be approved by Transport Department,

GoPb

Brakes Disc Brakes

Start System Push Button

Tire Type Tubeless

Fuel Type Petrol

Stroke 4 Stroke

5. NO PRIVY TO THE LEASE / LOAN AGREEMENT BETWEEN GOP / BOP AND

AUTHORIZED RECIPIENT / BENEFICIARY OF SCHEME

The Company /authorized dealers interaction with the authorized recipient / Beneficiary of the

scheme will only be limited to executing delivery of the Scooty and thereafter providing after

sales service

6. LIASION BETWEEN COMPANY, GOPb AND BOP:

Parties agree that for effective coordination for execution of the scheme, each party shall have

one window liaison only. The names, designations of one window liaison at each party office

will be communicated.

The Company Liaison Office will only interact with the one window Liaison Office assigned by

each and not with any other bureau/department.

7. FORCE MAJEURE

The Company and BOP shall not be liable in the event of failure to comply with the tentative

delivery schedules of the Scooty(s) for reasons of Force Majeure, including, but not limited to,

act of God, fires, floods, strikes, labour trouble or other industrial disturbances accidents, war

(declared or undeclared), civil commotion, embargoes, blockages, legal restrictions, riots, law

and order, insurrections, prolonged failure or shortage of electric energy, shortage of oil, delays

or default caused by public carriers or any other causes whatsoever similar or dissimilar, which

cannot reasonably be forecasted or provided against, and which cannot be overcome by due

diligence. In such eventualities, the delivery/payment date would be extended with mutual

consent of both parties.

However, once payment is made by BOP to the company and subject to Company is not

affected/ hit by any force majeure as stated above, the company shall be liable to deliver the

Scooties as per their given delivery schedule which shall be as per tentative payment and

delivery schedule-Annex-A failing which the company shall be liable to pay delayed delivery

charges @ Rs, 300 per Scooty per day till the delivery of the Scooty to BOP.

8. SOLE AGREEMENT

Except as herein otherwise provided, this Agreement contains all the representations and

agreements between the parties hereto and there are no other agreements or understandings, oral

or in writing, regarding the matters covered hereby. This Agreement may be modified only by a

written supplemental agreement which specifically refers to this Agreement and is signed on

behalf of BOP and the Company by their duly authorized representatives.

9. DISPUTE RESOLUTION AND ARBITRATION

Any dispute arising out of or in connection with this Agreement or its performance or the

breach hereof, including the validity, scope meaning, construction, interpretation or application

hereof, shall, to the extent possible, be settled amicably by negotiation and discussion between

the parties. All unresolved disputes arising in connection with this Agreement shall be finally

settled by arbitration upon written request of either party hereto. The arbitration shall be in

accordance with the prevailing Arbitration Act of the Pakistan and will be held at Lahore. Any

arbitration award may be made an order of court of law and enforced against the defaulting

party.

The provisions of this clause shall not prevent either party from seeking urgent relief from any

competent court having competent jurisdiction

10. NO INDUCEMENT

Each of the parties hereto represents and warrants to the other party that all negotiations relating

to this Agreement have been carried on by each with the other without the intervention of any

other person, firm or corporation, and each party hereto shall indemnify and hold harmless the

other against, and in respect of, any fee, claim for brokerage or other commission relating to this

Agreement or to the transactions contemplated hereby paid to or claimed by any other person,

firm or corporation claiming to have dealt with the parties hereto. Each party agrees that,

neither it nor any person active on its behalf has given or offered to give or will give or offer to

give any sum of money or other material consideration to any person, directly or indirectly, as

an inducement, in violation of any applicable law or regulation, to influence the granting of any

license(s) or other governmental permissions to enter into this Agreement or perform obligation

hereunder.

11. CONCLUSION OF AGREEMENT

The Agreement shall stand concluded after the delivery of total of 1,000 units as stated in para 1

and successful completion of after sale services facilities for two (2) years from the date of

delivery of last Scooty. However either party may invoke the relevant clause(s) of the

Agreement if so required even after the conclusion of the Agreement.

Notwithstanding with the conclusion of the Agreement, the scope and warranty shall remain

effective and applicable till expiry of the duration as defined in SCOPE OF WARRANTY

AND PERIOD clause 2 above.

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be signed in their behalf by

their respective representatives duly hereunto authorized, intending to be legally bound hereby, as of the

day and year first above mentioned, in the presence of witnesses.

For BOP For GOPb For Company

Name

Designation

Name

Designation

Name

Designation

Witness: Witness:

_____________________________ ___________________________

Name: ______________________ Name: _________________________

CNIC No: ___________________ CNIC No: ___________________

Annex-I: Key Performance Indicators (KPIs)

The details of Key Performance Indicators (KPIs) are provided here as under. The

penalties will be invoked on per instant basis unless otherwise defined

KEY PERFORMANCE INDICATORS

Sr.

No. KPI

1st Violation

(PKR)

2nd

Violation

(PKR)

3rd

Violation

(PKR)

1 Delay in delivery of Scooties as per timeline

defined in RFP 350/day - -

2

Variations(s) in Scooty specifications quoted in

Bid document or Sample inspected by Transport


Unit

Replacement - -

3

Variations(s) in Accessories specifications quoted

in Bid document or Sample inspected by Transport


Unit

Replacement - -

4 Failure to established required number of mobile

and fix service stations 1,000/day - -

5 Non-Availability of Maintenance Staff at Fixed 2S

Service Centers

500/day

(Each Fixed

2S center)

1000/day

(Each

Fixed 2S

center)

1500/day

(Each

Fixed 2S

center)

6 Non-Availability of Maintenance Staff at Mobile

2S Service Centers

500/day

(Each

Mobile 2S

center)

1000/day

(Each

Mobile

2S

center)

1500/day

(Each

Mobile 2S

center)

7 Non-Availability of Spare Parts at mobile service 250/day 500/day 1000/day

station (Complaints registered by scooty users) (Each

mobile 2S

center)

(Each

mobile

2S

center)

(Each

mobile 2S

center)

8 Non-Availability of Spare Parts at fixed service


500/day

(Each

mobile 2S

center)

1000/day

(Each

mobile

2S

center)

1500/day

(Each

mobile 2S

center)

9 Fail to repair scooty within 24 hours, other than

major engine repairs. 250/day 500/day 1000/day

10 Fail to make major engine repairs within 48 hours. 250/day 500/day 1000/day

ANNEX- II: SPARE PARTS PRICE LIST

Sr.

No. Items

Shall be made

Available at Service

Stations (Yes/NO)

Item Unit Price in PKR

(inclusive of all charges

i.e. freight, duties and

taxes, levies etc.)

1. Air Filter

2. Clutch Assembly

3. Brake shoe (Front & Rear)

4. Mobile Oil

5. Spark Plugs

6. Electrical Equipment’s

7. Tire

8. Side Mirror

9. Batteries

10. Headlight

11. Indicator

12. Seat

13. Speedometer

14. Push Start Button

15. Mechanical components

16.

Any other (please list down

all other spare parts/

accessories not mentioned

above)

Annex-III: PERFORMANCE GUARANTEE

PERFORMANCE GUARANTEE

Issuing Authority:

Date of Issuance:

Date of Expiry:

Claim Lodgment Date:


Wheeler/Three Wheeler] (hereinafter called "the Supplier") has agreed to supply the

Goods and Services for Bid Name (hereinafter called "the Contract") for the Contract Value

of PKR (in figures ) (in words_____________________)

AND WHEREAS it has been stipulated in the Bid Document that the successful

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall furnish

Performance Guarantee, within ten (10) working days of the receipt of the Acceptance Letter

from the Client, in the form of a Bank Guarantee, issued by a scheduled bank operating in

Pakistan, as per the format provided in the Bid Document or in another form acceptable to

the Client, valid from the date of issue until all obligations have been fulfilled in accordance

with the Contract;

AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank]

(hereinafter called "the Guarantor") has agreed to give the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler a Guarantee;

THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to

the Client, for the sum of PKR (in figures

) (in words

) and undertakes to pay to the Client, upon

receipt of his written demand(s), any sum(s) as specified by him, not exceeding the above

limit in aggregate, without cavil / argument and without the Client having to substantiate /

Name

Designation

Address

prove or to show grounds / reasons for such claim(s), on the occurrence of any / all of the

following conditions:


commits a default under the Contract;

2. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler fails

to fulfill any of the obligations under the Contract;


violates any of the provisions of the Contract.

Provided that the Client shall specify the occurred condition(s) owing to which the said

sum is due to him.

And further provided that any demand(s) / claim(s) from the Client shall reach the

Guarantor within thirty working days after the expiry of the Guarantee.

This guarantee shall remain valid up to two (02) Years or all obligations have been fulfilled in

accordance with the Contract, whichever is later. Date this day of 20 .

GUARANTOR

Signature

CNIC #

14

Annex IV- WARRANTY AND AFTER SALES SERVICES

DETAILS

Warranty:

Warranties in this document are in addition to any statutory remedies or warranties imposed

on the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler. Consistent

with this requirement, the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three

Wheeler warrants and guarantees to the Client each complete scooty and accessories and

components as follows. Performance requirements based on design criteria shall not be

deemed a warranty item.

Complete Scooty:

The complete Scooty, ignition system, components, major subsystems and body and

frame structure are warranted to be free from Defects and related Defects for one (1) year or

20,000 kms, whichever is earlier, beginning on the date of operation but not longer than

fifteen (15) days after acceptance under “Inspection, Testing and Acceptance.” The

warranty is based on regular operation of the Scooty under the operating conditions

prevailing in the Client’s locale.

Body and Frame Structure:

Body, body structure, structural elements of the suspension and engine cradle are warranted

to be free from Defects and Related Defects for one (1) year or 20,000 kms, whichever is

earlier.

Propulsion System:

Propulsion system components, specifically the engine and transmission, shall be warranted

to be free from Defects and Related Defects for the standard one year or 2 0,000 kms,

whichever comes first.

Emission Control System (ECS):

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler warrant the

emission control system for five years or 500,000 kms, whichever is later. The ECS shall

include, but is not limited to, the following components:

Complete exhaust system, including catalytic converter (if required)

After-treatment device

Components identified as emission control devices

15

Subsystems:

Other subsystems shall be warranted to be free from Defects and Related Defects for one

year or 20,000 kms, whichever is later. Other subsystems are listed below:

Brake system: Disc brake components

Start Button

Fuel storage tank and delivery system

Other mechanical and electrical system

Extension of Warranty:

If, during the warranty period, repairs or modifications on any scooty are made necessary

by defective design, materials or workmanship but are not completed due to lack of

material or inability to provide the proper repair for thirty (30) calendar days, the applicable

warranty period shall be extended by the number of days equal to the delay period.

Voiding of Warranty:

The warranty shall not apply to the failure of any part or component of the scooty that

directly results from misuse, negligence, accident or repairs not conducted from

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler established

/designated workshops/service stations. The warranty also shall be void if the end user fails

to conduct normal inspections and scheduled preventive maintenance procedures as

recommended in the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three

Wheeler’s maintenance manuals and if that omission caused the part or component failure.

End user shall maintain documentation, auditable by the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler, verifying service activities in conformance

with the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler

maintenance manuals.

Exceptions and Additions to Warranty

The warranty shall not apply to the following items:

• scheduled maintenance items

• normal wear-out items

Fleet Defects Occurrence and Remedy:

A Fleet Defect is defined as cumulative failures of twenty-five (25) percent of the same

components in the same or similar application in a minimum fleet size of hundred (100) or

more scooties where such items are covered by warranty. A Fleet Defect shall apply only to

16

the base warranty period in sections entitled “Complete Scooty,” “Propulsion System” and

“Subsystems.” When a Fleet Defect is declared, the remaining warranty on that

item/component stops. The warranty period does not restart until the Fleet Defect is corrected.

The Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall correct a

Fleet Defect under the warranty provisions. After correcting the Defect, the Client and the

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall mutually

agree to and the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler

shall promptly undertake and complete a work program reasonably designed to prevent the

occurrence of the same Defect in all other scooties and spare parts purchased under this

Contract. Where the specific Defect can be solely attributed to particular identifiable

part(s), the work program shall include redesign and/or replacement of only the defectively

designed and/or manufactured part(s). In all other cases, the work program shall include

inspection and/or correction of all of the scooties in the fleet via a mutually agreed-to

arrangement. The Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler

shall update, as necessary, technical support information (parts, service and operator’s

manuals) due to changes resulting from warranty repairs. Client may immediately declare a

Defect in design resulting in a safety hazard to be a Fleet Defect. Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler shall be responsible to furnish, install and

replace all defective units.

Repair Procedures / Repair Performance:

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler is responsible for

all warranty-covered repair Work. To the extent practicable, the Client will allow the

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler or its designated

representative to perform such Work.

Repairs by the Manufacturer / supplier:

If the end user detects a Defect within the warranty periods defined in this section, it shall,

within thirty (30) days, inform the Manufacturer/Authorized Dealer/Supplier of Two

Wheeler/Three Wheeler designated workshop. Manufacturer/Authorized Dealer/Supplier of

Two Wheeler/Three Wheeler, if informed, begin Work on warranty-covered repairs within

five calendar days after receiving complaints of a Defect from the end user. The end user

shall make the scooty available to complete repairs timely with the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler repair schedule.

Defective Component Return:

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Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler may request that

parts covered by the warranty be returned to the manufacturing plant. The freight costs for

this action shall be paid by the Manufacturer/Authorized Dealer/Supplier of Two

Wheeler/Three Wheeler. Materials should be returned in accordance with the procedures

outlined in “Warranty Processing Procedures.”

Warranty after Replacement/Repairs:

If any component, unit or subsystem is repaired, rebuilt or replaced by the

Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler or by the end user

with the concurrence of the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three

Wheeler, the component, unit or subsystem shall have the unexpired warranty period of the

original. Repairs shall not be warranted if the Manufacturer/Authorized Dealer/Supplier of

Two Wheeler/Three Wheeler -provided or authorized parts are not used for the repair, unless

the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler has failed to

respond within five days, in accordance with “Repairs by the Manufacturer/Authorized

Dealer/Supplier of Two Wheeler/Three Wheeler.”

After Sales Services

I. To effectively provide maintenance support in the smooth operation of these

scooties supplier/ manufacturer of scooties must have presence/ roots in Lahore.

Evidence regarding establishment of 2S dealership (as per International standards,

must be ensured/ guaranteed by the supplier/ manufacturer).

II. Following details must be provided by the supplier/ manufacturer before getting

into formal agreement with the BoP & Transport Department, GoPb:

i. Details about setup of the maintenance workshops along with standards to

be followed

ii. List of inventory with stock replenishment plan to support preventive/

periodic and break down maintenance plan

iii. Approved compatibility list of spare parts

iv. Maintenance Checklist for warranty period

v. POL grade and recommended/ approved compatibility in local market

vi. List of consumables during warranty period

vii. Warranty Maintenance plan of:

a. Preventive Maintenance

b. Periodic Maintenance

c. Breakdown Maintenance

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viii. Policy to designate staff to attend out station calls resulting in unnecessary

delays.

III. Mobile Workshop to provide onsite repair facility to scooties far away from the

area workshop.

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Annex-V: INTEGRITY PACT

DECLARATION OF FEES, COMMISSIONS AND BROKERAGE ETC. PAYABLE

BY THE SUPPLIERS/CONTRACTORS OF GOODS, SERVICES & WORKS

[Name of service provider/operator] hereby declares its intention not to obtain or induce the

procurement of any contract, right, interest, privilege or other obligation or benefit from

Government of Punjab or any administrative subdivision or agency thereof or any other

entity owned or controlled by it (GoPb) through any corrupt business practice.

Without limiting the generality of the foregoing, [Name of service provider/operator]

represents and warrants that it has fully declared the brokerage, commission, fees etc. paid

or payable to anyone and not given or agreed to give and shall not give or agree to give to

anyone within or outside Pakistan either directly or indirectly through any natural or

juridical person, including its affiliate, agent, associate, broker, consultant, director,

promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s

fee or kickback, whether described as consultation fee or otherwise, with the object of

obtaining or including the procurement of a contract, right, interest, privilege or other

obligation or benefit in whatsoever form from GoPb, except that which has been expressly

declared pursuant hereto.

[Name of service provider/operator] certifies that it has made and will make full disclosure

of all agreements and arrangements with all persons in respect of or related to the

transaction with GoPb and has not taken any action or will not take any action to

circumvent the above declaration, representation or warranty.

[Name of service provider/operator] accepts full responsibility and strict liability for

making any false declaration, not making full disclosure, misrepresenting facts or taking

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any action likely to defeat the purpose of this declaration, representation and warranty. It

agrees that any contract, right, interest, privilege or other obligation or benefit obtained

or procured as aforesaid shall, without prejudice to any other right and remedies available

to GoPb under any law, contract or other instrument, be voidable at the option of GoPb.

Notwithstanding any rights and remedies exercised by GoPb in this regard, [Name of

service provider/operator] agrees to indemnify GoPb for any loss or damage incurred by

it on account of its corrupt business practices and further pay compensation to GoPb in an

amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee

or kickback given by [Name of service provider/operator] as aforesaid for the purpose of

obtaining or inducing the procurement of any contract,

right, interest, privilege or other obligation or benefit in whatsoever form from GoPb.

Signature & Stamp

Subscribed and sworn to me this day of 20

Notary Public