Govt. of the Punjab Technical Education & Vocational Training Authority

PROCUREMENT OF

SHISHAM TIMBER (LOG SHAPE)

TEVTA WOOD WORKING SERVICE CENTRE

RAWALPINDI.

2019-20

Bid Reference No: TEVTA / WWSC/RWP/2019-20/01

Bid Package Name: PROCUREMENT OF SHISHAM TIMBER

(LOG SHAPE)

Last Date of Issuance of Bidding

Documents:

30.10.2019

Last Date & Time of Receipt of Bids 30.10.2019 01:00 pm

Bid Opening Date & Time 30.10.2019 02:00 pm

Name and Signature of Bidder

with official Stamp

Date:

GOVT OF THE PUNJAB Technical Education & Vocational Training Authority

WOOD WORKING SERVICE CENTRE

RAWALPINDI

TENDER NOTICE

Technical Education & Vocational Training Authority (TEVTA) invites sealed bids through open competitive bidding under

“Single Stage - Two Envelopes” Procedure according to PPRA rule, from Sales Tax and Income Tax Departments

registered firms/bidders having active Sales Tax and Income Tax status for the supply of Shisham Wood for TEVTA

Woodworking Service Centre Rawalpindi as per following package.

Package / Tender No. Tender Title Tender Receiving

Date & Time

Tender Opening

Date & Time

Bid Security 2% of

Estimated Cost

in Rs.

TEVTA/WWSC-

RWP/2019-2020/001

Procurement of

Shisham

Wood

30.10.2019

01:00 pm

30.10.2019

02:00 pm 72,000

Bidding documents containing Form of Bid, Terms & Conditions, Procedure for submission of bids etc, can be obtained

upto 30.10.2019 on submission of a written request on bidder’s letter head (supported with copies of GST & NTN

Certificates) from the office of undersigned subject to the payment of cost of the tender documents Rs. 1,000/- (non-

refundable) within office hours. The bids prepared in accordance with the instructions in the bidding documents

accompanied by a bid security mentioned above in the form of CDR/Pay Order/Demand Draft in favor of Project Director,

TEVTA, Wood Working Service Centre, Rawalpindi should reach the below mentioned address which will be opened on

the same day as per above schedule in the presence of the bidders or their representatives who may choose to be present.

Bid Reference No. should clearly be written on top left corner of the envelope.

The procurement process will be governed under Punjab Procurement Rules-2014. Competent Authority may reject all

bids/proposals at any time prior to acceptance of the bid/proposal. Competent Authority shall upon request communicate to

the bidder the grounds for the rejection of all bids/proposals but shall not be required to justify the grounds as per PPRA

Rules.

This Tender Notice is also available on PPRA Website (https://ppra.punjab.gov.pk). The bidding documents are

immediately available after date of publication.

AMIR AHMED PROJECT DIRECTOR

TEVTA, WOOD WORKING SERVICE CENTRE

TIPU ROAD BEHIND MOHTI MEHAL CINEMA, RAWALPINDI

PH NO. 051-9280758-59

Email: wwsc_rwp@yahoo.com

GENERAL TERMS & CONDITIONS

1. The firms/suppliers must be GST & NTN Registered with FBR.

2. Copy of certificate of registration of General Sale Tax & Income Tax must be attached with tender.

3. Single stage -Two envelopes procedure will be adopted

4. Payment will be made in Pak Rupees through crossed cheque after deduction of all types of taxes

as per prevailing rates after receipt, inspection and acceptance.

5. Quoted price should be given as per F.O.R Basis and rates must be inclusive of transportation,

services charges etc and all taxes to be payable by the firms/supplier which may be deducted at

the time of final payment as per rules.

6. The bids shall remain valid for a period of 180 days from the date of opening of bids.

7. Bidder must submit tender with each page duly signed and stamped, clearly indicate rate per unit

(including all applicable taxes / other charges, if any).

8. The bid must be written clearly without erasing, cutting, overwriting, using of correcting fluid etc.

However, in case of erasing, cutting / overwriting, the same shall properly be signed.

9. The successful bidder will furnish to the procuring agency the performance guarantee @10% of the

contract amount within 10 days of award of contract. The performance guarantee @ 10% of

contract amount can be submitted in the shape of CDR only and in favour of “Project Director

TEVTA Wood Working Service Centre Rawalpindi”, issued by the schedule bank valid for Six

months. Performance Guarantee will be returned after successful execution of contract.

10. The bidder shall ensure that supply under the contract/order is in conformity to the specifications

given in the tender/order and shall be free from defects. In case of being not in conformation to

the specifications provided in the tender either on account of inferior quality, defective,

short/wrongly supplied, the supplier will replace the short, wrongly supplied, faulty or defective

Shisham log free of charge and/or will be sole responsible to pay the full cost of replacement.

11. Any Conditional, ambiguous, incomplete supplementary or revised offer after opening date and

time of the tender shall not be entertained.

12. The Competent authority shall place the order to the successful bidder whose tender has been

determined to be substantially responsive and determined as the lowest evaluated tender(s)

meeting the requirements by the technical committee.

13. Bid security of the bidder will be forfeited if:

a. The acceptance of tender issued during the validity period of the tender is not accepted by the

bidder.

b. If the bidder withdraws, amends or revise the bid during the validity period of the tender.

14. In case the bidder fails to execute the order strictly in accordance with the terms andconditions of

the contract, the performance securityby the bidder shall be forfeited and the firm will be liable to

“Blacklisted” as per PPRA rules.

15. In case of late delivery @ 2% p.m. late delivery charges of the total value of contract shall be

deducted up to maximum of 10% of the contract.

16. In case of any query or information, contact this office on telephone No.051-9280758-59,

9280561 or email at wwsc_rwp@yahoo.com & wwsc.rwp@tevta.gop.pk.

17. Detailed specification along with quantity of required Shisham Wood is given here with.

BID DATA SHEET

Description Detail

Bid Reference Number TEVTA / WWSC/RWP/01/19-20

Commencement of obtaining of Standard

Bidding Documents

After publishing of Tender Notice

Last date of obtaining of Standard

Bidding Documents

30.10.2019

Last date and time for the receipt of bids 30.10.2019 at 01:00 pm

Date, Time and Venue of opening of Bids 30.10.2019 at 02:00 p.m

Bid Currency Pak Rupee.

Language of bid English.

Amount of bid security Bid Security 2% (Rs. 72, 000/-) of estimated cost

Bid validity period 180-days

Bidding procedure Single stage – Two envelopes procedure.

TEVTA Wood Working Service Centre Rawalpindi

EVALUATION FORM

Bidder/Firm Name:

Sr.

#

Description To be filled in

by the Bidder

To be filled in by

WWSC Rawalpindi

Supporting

Documents

Annexure

1

Valid Income Tax Registration No.

(Status Active with FBR)

Mandatory

A

2

Valid GST Registration No.

(Status Active with FBR) Mandatory B

3 Undertaking for No-Black listed

firm on Stamp paper Mandatory C

4

Bank Statements (1st July 2018 to

30th June 2019 Mandatory D

5

Relevant Experience/Years of

Establishment 10-Marks

Above 02 Years = 10 Marks

Below 02 Year = 05 Marks E

6

Annual sales of projects for the

last One year

10-Marks Above 5-Mn (Per Annum) = 10-Marks

Below 05-Mn (Per Annum) = 05 Marks F

7

Income Tax Paid to FBR/

Govt. treasurer for One year 05-Marks

Above 01 year = 05-Marks

Below One Year = 03 Marks G

8

Nos. of Projects of similar nature

for the last 05 years valuing more

than Rs. 1-Millions.

05-Marks 05 to 10 = 05-Marks

Below 05 = 03 Marks H

9

Nos. of Technical & Managerial

Staff

05-Marks Above 05- Employees = 05 Marks

Below 05 Employees = 03-Marks

I

10 Bank Balance as on 30-06-2019

05-Marks Above 01-Million = 05-Marks

Below 05-Millions = 03-Marks J

Total marks: 40. Minimum qualifyingmarks: 20 (The bidder/firm securing less than 20 marks shall be

rejected).

Note: Documentary evidence is mandatory to verify the above information given by the bidder/firm

Signature

Stamp

SPECIAL TERMS & CONDITIONS

Table of Contents Sr.# Title Page #

1- How to Obtain Bidding Documents 2

2- Closing date for the Submission of Bids/Tenders 2

3- Bid Opening Procedure 2

4- Procurement Rules 2

5- Eligibility of Bidders 3

6- Ineligibility of Bidders 3

7- Instructions to Bidders 3-4

8- Acceptance/Rejection of Bids 4

9- Award of Contract 4

10- Clarifications 4

11- Queries 5

12- Rebate 5

13- Replacement of Defective Items 5

14- Delivery 5

15- Delivery Period 5

16- After Sale Service and Spare Parts Guarantee 5

17- Penalty 5

18- Payment 5

19- Disputes 6

20- Bidding Forms 7-10

i. Contract Agreement

ii. No Black List Certificate

iii. Technical Specification and Price Schedule.

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1 How to Obtain Bidding Documents

Tender forms/Bidding documents will be issued to the interested suppliers/firms on the

payment of prescribed fee (Non refundable) Rs.1000/- (Rupees one thousand only) for

each bidding document. These bidding documents can be obtained as mentioned in

“Invitation to Bidders” from TEVTA WWSC Tipu Road Rawalpindi during working

hours. The documents can also be downloaded from PPRA website. But original receipt of

Rs. 1000/-shall compriseare submission of bid documents.

2 Closing Date 2-1Last date for the submission of bidding documents is as per date mentioned in

“Invitation to Bidders”. Tenders received after due date shall not be entertained.

2-2 The bidding documents/tenders shall be addressed to “Project Director, TEVTA Wood

Working Service Centre, Behind Moti Mahal Cinema, Tipu Road Rawalpindi” and shall

be accepted by registered mail/couriers or by hand before/on due date/time. Any bid

received after due date and time will not be accepted.

3 Opening of Bids

3-1Bids will be publically opened in TEVTA WWSC Tipu Road Rawalpindi on

mentioned date in Invitation of Bidders in the presence of bidders or their authorized

representatives (single representation only) who may like to attend. In the event of

unforeseen holiday, the bids will be opened on the very next working day.

3-2 Bid opening procedure will be “Single Stage-Two Envelopes”.

(i) the bid shall be a single package consisting of two separate envelopes, containing

the financial and the technical proposals separately;

(ii) the envelopes shall be marked as “Financial Proposal” and “Technical Proposal”;

(iii) in the first stage, the “Technical Proposal” shall be opened and the envelope

marked as “Financial Proposal” shall be retained unopened in the custody of the

procuring agency;

(iv) the procuring agency shall evaluate the technical proposal in the manner

prescribed herewith, without reference to the price and shall reject any proposal

which does not conform to the specified requirements;

(v) Stock of Shisham timber will be checked by Technical committee and financial

bids will be opened technical responsive firms only.

(v) during the technical evaluation no amendments in the technical proposal shall be

permitted;

(vi) after the evaluation and approval of the technical proposals, the procuring agency

shall open the financial proposals of the technically accepted bids, publically.

(vii) the financial bids found technically non-responsive shall be returned un-opened

to the respective bidders

(viii) The lowest bidder shall be awarded the contract

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3-3 Detailed information is desired to submitted with tender(s) regarding firms/suppliers’

profile, past experience detail with work order and completion certificate, financial status,

technical details, active National Tax Number (NTN), General Sales Tax Number.

3-4 The envelopes shall be proper by sealed and marked as bidding /quotation must bear

the date and time of bid opening with bidder name and address.

Procurement Rules

Procurement shall be made strictly in accordance with the Government of the Punjab PPRA Rules available at PPRA. (www.ppra.punjab.gov.pk)

5 Eligibility of Bidders

5-1The bidding firms/suppliers must be active tax payers and NTN & GST registered with

FBR. In case of exemption, proof should accompany with the tender.

5-2 The bidder is required to submit the list of supplies (preferably subject tender item) to

government departments/organizations with full address and contact numbers for the last

two years.

5-3 Affidavit of Rs. 100/- clearly stating that the firm is not declared blacklisted from

Private or Public Sector Organization and is not involved in any type of litigation with any

organization for submission of false statement or fraudulent activity.

6 Ineligibility of Bidders 6-1Black listed firms/suppliers need not apply.

6-2The firms/suppliers found involved in convincing, manipulating or pooling the bid shall

stand rejected.

6-3 Tender without Bid Securitywill not be accepted.

6-4Information provided, if found to be incomplete/false at any stage, will result into

immediate disqualification of bidder.

7 Instructions to Bidders

7-1 Writing of Bids

a- Any over writing/ cutting etc appearing in the offer may properly signed &

stamped otherwise it shall be rejected straightway as defective bid.

b- Conditional, ambiguous, incomplete supplementary or revised offer after opening

the tender shall not be entertained.

c- Bidder has to following tender specification as mentioned in bid documents.

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7-2 Signing of Bids

Each page of tender must be signed and stamped by the bidder.

7-3 Bid Security

a- Attachment of Bid Security (2% of Estimated Cost) as mentioned in the form of Pay

Order/Demand Draft/Call Deposit from any of scheduled banks of Pakistan in favour

of “Project Director TEVTA Wood Working Service Centre Rawalpindi” with the

bidding documents is mandatory and the same will be returned to unsuccessful bidders

after codal formalities.

b- Bid security must be comprised with technical bid.

7-4 Rates

a- The firms/suppliers must quote their rates both in figure and words separately.

In case of discrepancy between unit price total price, unit price shall prevail.

b- Rates should be valid for180-days.

c- Rates should be F.O.R basis and must be inclusive of all taxes/services charges

that will be borne by the firm/supplier.

8 Acceptance/Rejection of Bids

8-1 Bids/tenders which do not fulfill any or all of the conditions or are incomplete in

any respect are liable to rejection summarily.

8-2 The competent authority reserves the right to accept or reject any or all

bids/tenders thereof without assigning any reason prior to acceptance of bid as per

PPRA Rules.

9 Award of Contract

9-1 Contract will be awarded to the lowest & technically evaluated bidder after

submission of performance guarantee@ 10% of the contract price within 10 days

of the declaration of bid as lowest one by the procuring agency. Procurement

Order / Supply Order will be issued to successful bidder after receipt of

performance guarantee which will retain for the period of six months.

9-2 Once the bidder is declared successful, he is required to sign contract agreement

with TEVTA, WWSC Rawalpindi.

9-3 If the tenderer whose tender has been accepted, fails to sign the contract, or fails

to provide required security performance of the contract, the procuring entity shall

forfeit bid security.

10 Clarifications

The TEVTA, WWSC, Rawalpindi may ask for further information/clarification and details

at any time during evaluation period, if required.

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11 Queries

Please post your queries if any for the subject tender at wwsc.rwp@tevta.gop.pk or contact

this office telephonically on 051-9280758-59, 9280561 at least 05 working days prior to

bid opening date.

12 Rebate

No rebate on tendered rates shall be admissible to the firm/supplier.

15 Replacement of defective log

In case any defect is found and supply of shisham timber/log is not in conformity with the

specifications provided in the tender either on account of inferior quality, or short/wrongly

supplied, the firm/supplier shall replace the same without any additional charges, failing

which full cost of replacement shall be paid by the firm /supplier.

16 Delivery

Rates quoted in the bids must include all taxes, transportation/services charges etc. for the

delivery up to this office as no additional charges shall be paid separately, if any.

17. Delivery Period

Once supply order is served on the lowest firm/supplier, delivery must be carried out

within 60 days. Extension in delivery period may be granted by the competent authority if

necessary to the maximum of 15-days.

19 Penalty

19-1 If the acceptance of tender issued during the validity period of the tender is not accepted

by the tenderer, bid security shall be forfeited.

19-2 In case, the offer is withdrawn, amended or revised during the validity period of the tender,

the bid security shall be forfeited.

19-3 In case the bidder fails to execute the order strictly in accordance with the prescribed terms

and conditions, the security deposited by the bidder shall be forfeited.

20-Payment

20-1 On completion of delivery the firm/supplier will submit bill for payment.

20-2 Payment will be made in Pak Rupees through crossed cheque after deduction of all types

of taxes as per prevailing rates after receipt, inspection and acceptance of the procured

shisham timber in accordance with the given specifications.

20-3 The inspection certificate by the technical committee must be attached with invoice/bill.

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21- Disputes

If there arises any dispute and is taken to the courts or any other forum, the same will not be taken

out of Rawalpindi.

Project Director Bidder’s Name:_____________________________

TEVTA,WWSC,Rawalpindi.

Bidder’s Seal &Signature:-___________________

7

BIDDING FORMS

FORM FOR AWARD OF CONTRACT (CONTRACT AGREEMENT)

This agreement is made in the presence of the witnesses named below on this _____ day of ……………2019 at_______ between the TEVTA,

Wood Working Service Centre, Rawalpindi (hereinafter called “the Purchaser”) and______________________________________________ (hereinafter called “the Supplier”).

Whereas the Purchaser invited bids for supply of ________________________and has accepted a bid by the Supplier for the supply of

SHISHAM TIMBER in the sum of Rs. [contract price in words and figures] (hereinafter called “the Contract Price”).Now this agreement

witnesses as follow:

1. In this agreement words and expressions shall have the same meanings as are respectively assigned to them in the bid document referred to.

2. The following documents shall be deemed to form and be read and construed as part of this agreement, viz., the:

(a) Invitation for bid as publicized / advertised by the Purchaser

(b) Bidding document as bought from the Purchaser

(c) Specifications of items

(d) Form of Bid

(e) Undertaking submitted by the bidder along with the bid papers

(f) Supply order for supplying the selected items etc.

(g) General and special conditions regarding procurement as given in the bidding documents and

(h) This contract agreement as executed between the Purchaser and the Supplier.

(i) The Bid Security and the Performance Guarantee

3. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby covenants

with the Purchaser to provide the goods and services and to replace the defective items in conformity and in all respects with the provisions of the

award of contract.

4. The purchaser hereby covenants to pay the supplier in consideration of the provision of the goods and services and replace the defective

items therein, the contract price or such other sum as may become payable under the provisions of the contract at the times and in the manner

prescribed by the contract.

5. All disputes or differences between the parties in connections with or arising out of this agreement shall be settled through arbitration in

accordance with the provisions of Punjab Procurement Rules 2014.The arbitration should be made through mutually agreed single arbitrator on the request of contractor.

In witness whereof, the parties have hereinto set their respective hands and seals the day and the year hereinto before set forth.

Purchaser

Signature: ____________________________

Name: _______________________________

Designation: __________________________

Date: ________________________________

Supplier / Contractor

Signature: ____________________________

Name: _______________________________

Designation: __________________________

Date: ________________________________

WITNESS:

1.____________________________________

2._____________________________________

8

ON JUDICIAL STAMP PAPER (WORTH RS .100/-)

UNDERTAKEING

A. We undertake that our Firm M/S______________ is not black listed by any Government / Semi-

Government Department / Agency / Autonomous Bodies in any part of Pakistan.

B. We undertake that in case our bid accepted the goods to be supplied under the contract agreement

will be as per required specification.

C. We have read all terms & conditions and undertake to abide by all Terms & Conditions mentioned

in this Tender Document.

D. We also hereby categorically confirm that the proposal / bid offered by us complies to particulars

and specification as given in the Bidding Documents.

9

Technical Bid Form

S.NO Name of Items Qty UOM

1

SHISHAM TIMBER LOG SHAPE Minimum Log Size: 8' Ft and above Length

Minimum Girth: 53" to 63” and above

Free from all defects.

1500 Cfts

Sign & Stamp:______________________

Note:

1. Stock of Shisham Timber will be checked by technical committee

10

Financial Bid Form

S.NO Name of Items Qty UOM

Rate per Unit

(Inclusive all

applicable

taxes &

Transportation

charges etc

Total Value

(Inclusive all

applicable taxes

&

Transportation

charges etc

1

SHISHAM TIMBER LOG SHAPE Minimum Log Size: 8' Ft and above

Length

Minimum Girth: 53" to 63” and above

Free from all defects.

1500

Cfts

Signature

Stamp