kpfsa.gov.pk · GOVERNMENT OF KHYBER PAKHTUNKHWA FOOD SAFETY & HALAAL FOOD AUTHORITY SUMMARY PART 1-FIXED CONDITIONS OF CONTRACT (ITB & GCC) …

GOVERNMENT OF KHYBER PAKHTUNKHWA

FOOD SAFETY & HALAAL FOOD AUTHORITY

STANDARD BIDDING DOCUMENT

PROCUREMENT OF IT EQUIPMENT, OFFICE EQUIPMENT &

APPLIANCES, FOOD TESTING & SAMPLING EQUIPMENT,

GENERATORS, ARMS & AMMUNITION, OFFICE FURNITURE,

OFFICE STATIONERY, RENTAL OFFICE BUILDINGS, VEHICLE

TYRES AND PRINTING

May 2020



SECTION-I INSTRUCTIONS TO BIDDERS



SUMMARY

PART 1-FIXED CONDITIONS OF CONTRACT (ITB & GCC)

Section I. Instructions to Bidders (ITB)

This Section provides information to help Bidders prepare their bids. Information is also

provided on the submission, opening, and evaluation of bids and on the award of Contracts

Section II. Bid Data Sheet

This Section includes provisions that are specific to this procurement and that supplement

Section I, Instructions to Bidders.

Section III. Evaluation and Qualification Criteria

This Section specifies the criteria used to determine the lowest evaluated bid, and the Bidder’s

qualification requirements to perform the contract.

Section IV. General Conditions of Contract (GCC)

This Section includes the general clauses to be applied in all contracts.

PART 2 – PROCUREMENT SPECIFIC CONDITIONS (SCC)

Section V. Schedule of Requirements

This Section includes the List of Goods and Related Services, the Delivery and Completion

Schedules, the Technical Specifications and the Drawings that describe the Goods and Related

Services to be procured.

PART 3 – CONTRACT

Section VI. Special Conditions of Contract (SCC)

This Section includes clauses specific to each contract that modify or supplement Section VII,

General Conditions of Contract.

Section VII: Contract Forms

This Section includes the form for the Agreement, which, once completed, incorporates

corrections or modifications to the accepted bid that are permitted under the Instructions to

Bidders, the General Conditions of Contract, and the Special Conditions of Contract.

This section Lists all additional templates, forms and any additional links that bidder may wish

to use and to submit the requirements.

The forms for Price Declaration Performance Security and Advance Payment Security, when

required, will only be completed by the successful Bidder after contract award.



Date 14th May 2020

No. KPFS&HFA/AD(Pro)APP-02

RE-TENDER/BID NOTICE

Ref: Advertisement in various newspapers vide INF(P)982/20, dated 4th March, 2020

and subsequent Corrigendum No. 01, Published vide INF(P)982/20, dated 17th March,

2020 and Corrigendum No. 2, published vide INF(P)982/20, dated 8th April, 2020.

Sealed bids are invited under Single Stage-Two Envelope procedure from eligible

bidders/firms/ companies for the Supply of following Goods, the complete details are

provided in Bid Solicitation Documents.

Sr# Description of Items

Bid

Security

@2% in

Shape of

CDR

Date &

Time of

Closing of

Bids

Date &

Time of

Opening of

Bids

1 IT Equipment

02.06.2020

11:00 AM

02.06.2020

12:00 PM

2 Office Equipment &

Appliances (Refrigerator,

Split AC, Water Geyser etc.)

3 Food Testing & Sampling

Equipment

4 Generators

5 Vehicle Tyres

6 Office Stationery

(Framework Contract)

7 CCTV Cameras & DVR

8 Office Furniture

9 Printing Official documents

Complete set of Bidding/Tender Documents can be obtained by submitting written request

to [email protected] via email and can also be downloaded from the Procuring Agency’s

website www.kpfsa.gov.pk and KPPRA website www.kppra.gov.pk from the date of publishing

in the newspaper till closing date.

Samples for all the Goods/Items requested under all the Lots will be submitted by the bidders

along with the Technical Bids on 02.06.2020. Samples submitted late will not be

accepted/entertained. Bids complete in all respects must reach to the Office of undersigned

on or before the closing date and time.

Assistant Director (Procurement)

Khyber Pakhtunkhwa Food Safety & Halal Food

Authority

Tel#: 091-9212959, Email: krahim@[email protected]

mailto:[email protected]

http://www.kpfsa.gov.pk/

http://www.kppra.gov.pk/



DEFINITIONS THROUGHOUT THIS BIDDING DOCUMENT

a) "in writing” means communicated in written form (e.g. by mail, e-mail, fax, including if

specified in the BDS, distributed or received through the electronic-procurement

system used by the Procuring Agency) with proof of receipt.

b) if the context so requires, “singular” means “plural” and vice versa.

c) “Day” means calendar day, unless otherwise specified as “Business Day”. A Business

Day is any day that is an official working day of the Borrower. It excludes the Procuring

Agency's official public holidays.

d) “Framework Agreement”: A Framework Agreement is where no new firm(s) may

conclude Framework Agreement(s) during the Term of the Framework Agreement.

e) “Country” means the Procuring Agency’s/Procuring Agency’s country.

f) “Delivery Period” is the specified period from the date of formation of a Call-off

contract for delivery of the Goods, as per the applicable Incoterms.

g) “Framework Agreement (FA)” means the agreement between the Procuring Agency

and Supplier (s) (the successful Bidder(s)) to establish the terms and procedures

governing the award of Call-off contracts under the agreement.

h) “FA Supplier” means a Supplier under a Framework contract for LOT-1 Office

Stationery & Items.

i) “Goods” means all goods, materials or items that the Supplier is required to supply to

a Procuring Agency under a Framework Agreement or supplied for other LOTs (2, 3,

4 & 5) for which contracts will not be framework contracts. Details of such Goods are

set out in Supply Requirements, and the Framework Agreement. Where appropriate, for

interpretation, the definition for Goods includes Related Services.

j) “Multi-Supplier Framework Agreement” means where more than one Bidder

(Supplier) concludes a Framework Agreement for the supply of each item/Lot;

k) "One-Off Costs" are costs that are paid only once, such as acquisition price, offered

by the tenderers, which usually includes, if appropriate, delivery and installation and/or

initial training costs; end-of-life costs.

l) “Procuring Agency”, as specified in the BDS, means the agency(ies) that is/are

permitted to purchase Goods from a Supplier under any contract awarded through a

open bidding process in this case Khyber Pakhtunkhwa Food Safety & Halaal Food

Authority.



m) "Recurrent Costs" are costs that are paid throughout the life cycle of the product,

such as "energy consumption, consumables, maintenance and repairs, spare parts, other

necessary services.

n) “Related Services” if applicable, means the services incidental to the supply of the

Goods, such as Printing, installation, training, initial maintenance and other such

obligations of the Supplier, as specified in BDS or proposed bid, specifically described in

Schedule of Requirements.

o) “Single-User Framework Agreement” means a Framework Agreement where

there is only one Procuring Agency.

p) “Single-Supplier Framework Agreement” means a Framework Agreement where

only one Bidder (Supplier) concludes a Framework Agreement for the supply of an item

or a Lot.

q) “Supplier” means a Bidder that has been awarded agreement both through the

Procurement process and may be considered for the award of a Contract, to deliver the

Goods, and, if applicable, Related Services.

r) “Term” means the duration of a Framework Agreement starting on the

Commencement Date. Where applicable, it includes any extension(s) to the initial Term,

if permitted.

s) "Life Cycle Cost" an activity used as evaluation criteria for the procurement of an

asset once the best specifications to achieve value for money and fit for purpose have

been determined. It includes the cost of an asset throughout its useful life such as initial

purchase price, installation, operation and maintenance costs over the life of the asset,

and during useful life.

Please Note: Text formatted as Italic or and within the parenthesis is the required

information to be filled in by the bidder. Any bidder failing to provide such information will

not be allowed to update the information or claim any relaxation once the bids are opened

after bid closing date. All the bidders are required to provide Technical and Financial

information in the templates and forms provided here in these SBDs.



Note: All the interested bidders will be required to submit following checklist completed

in all respects. Any supplier not submitting signed checklist will be disqualified.

MANDATORY REQUIRED CHECKLIST

Required Documentation Bidder's initial Document Name

Checklist Provided

NTN Certificate

GST Certificate

On Active Taxpayers List of FBR

Registration/Incorporation/Business Certificate

Complete Company profile

Operational Offices in Khyber Pakhtunkhwa

Firm’s past performance certificates issued by the

"Government, Semi Government & Autonomous Body" on

successful completion of delivery.

An affidavit on stamp paper of Rs. 100/- submitting

following clauses: that

i Only genuine manufacturer’s warranty for replacement and not repair of equipment parts will be provided for (number) of years.

ii That the firm/bidder is never blacklisted on any

grounds whatsoever. iii That the country of origin of equipment is mentioned

clearly and correct along with Brand / Manufacturer’s Name.

iv Standard Accessories as a part and parcel of the

equipment are clearly mentioned and provided. v That the Bidder will provide after sales services

beyond the period of warranty.

vi That the bidder has not withheld any information whatso ever, in case any such information arises later on / found by Procuring Agency which may ultimately lead to disqualification, will be acceptable at any stage.

Letter of Original Manufacturer's authorization

Bid Validity period of 120 days

Compliance with schedule of requirements

Samples Available for evaluation

Facilities for on-site Full Load Testing for Generators



Required Documentation Bidder's initial Document Name

Checklist Provided

Submission of required amount of bid security with Financial

Bid

Compliance with Technical Specifications & scope of work

Manufacturer’s warranty / International: Minimum One year

and onsite support

Technical brochures/data sheets

Original Bidding Documents duly signed / stamped



PART 1

SECTION 1. INSTRUCTIONS TO BIDDERS (ITB)

Bidders are advised to read the contents of the Instruction to Bidders (ITB) carefully for filling

up the Bidding Documents properly in order to become responsive. Bidders must ensure that

they submit all the required documents indicated in the Bidding Documents. Bids received

without, undertakings, valid documentary evidence, supporting documents and the manner

for the various requirements mentioned in the Bidding Documents or test certificates are

liable to be rejected at the initial stage itself. The data sheets, valid documentary evidences for

the critical components as detailed hereinafter should be submitted by the Bidder for scrutiny.

The Procuring Agency will not be responsible for any costs or expenses incurred

by bidders in connection with the preparation or delivery of bids. Failure to supply

required items/services within the specified time period will invoke penalty as

specified in this document.



Instructions to Bidders Tables of Clauses

ITB No Instructions to Bidders

1 Scope of Bids

2 Source of Funds

3 Applicability of rules and procedures

4 Bidding procedure / methodology

5 Clarification of bidding document

6 Fraud and Corruption

7 Eligible Bidders

8 Eligible Goods and Services

9 Documents Establishing Eligibility of Goods and Services and Conformity to Documents for setting up Agreement

10 Documents Establishing Qualifications of the Supplier / Bidder

11 Bid Prices and Discounts

12 Currencies of Bid and Payment

13 Bidding for Selective Items.

14 Cost of preparation and submission of Bids

15 Content of Document for setting up Agreement

16 Amendment of Document for setting up Agreement

17 Language of Bid

18 Documents Constituting the Bid

19 Bid Form

20 Period of Validity of Bids

21 Bid Security

22 Alternative Bids by Supplier / Bidders

23 Format and Signing of Bid

24 Sealing and Marking of Bids

25 Deadline for Submission of Bids

26 Late Bids

27 Modification and Withdrawal of Bids

28 Bid Opening

29 Clarification of Bids

30 Confidentiality

31 Examination of Bids and Determination of Responsiveness

32 Evaluation of Bids

33 Preliminary Examination

34 Evaluation & Comparison of Bids

35 Award Criteria

36 Procuring Agency’s Right to Accept Any Bid and to Reject Any or All Bids

37 Notification of Award

38 No Obligation to Purchase

39 Non-exclusivity

40 Signing of Agreements



Instructions to Bidders Tables of Clauses

ITB No Instructions to Bidders

41 Award of Purchase Orders

42 Procuring Agency’s Right to Vary Quantities at Time of Award

43 Procuring Agency's Right to Accept or Reject any or all Bids

44 Presentation of Samples

45 Term (Framework Agreement only)

46 Term Extension (Framework Agreement only)

47 No Obligation to Purchase

48 Non-exclusivity

49 Procurement Related Complaint (Grievance Redressal)

50 Integrity Pact

51 Notice of Intention to Award



Instructions to Bidders

ITB Title Description

1. Scope of Bids 1.1 Khyber Pakhtunkhwa Food Safety & Halaal Food

Authority (hereinafter referred as "Procuring Agency")

invites Bids for setting up agreement for the supply of office

stationery & items, Furniture, IT Equipment, Split Air

Conditioner, Generators, Food Testing & Sampling

Equipment, Vehicle Tyres and Printing Supplies. The items are

divided into Lots along with Technical Specifications and

related services incidental there to meet the requirements as

mentioned in these bidding documents.

1.2 The number of the Invitation for Bids (IFB) is:

KPFS&HFA/AD(Pro)APP-02

1.3 Throughout these bidding documents, the terms ‘bid’ and

‘tender’ and their derivatives (bidder / tenderer, bid / tender,

bidding / tendering etc.) are synonymous. 1.4 Throughout these documents, the terms “writing” means

any handwritten, typewritten, or printed communication,

including telex, cable, and facsimile transmission, and “day”

means calendar day. Singular also means plural

2. Source of Funds 2.1 The KHYBER PAKHTUNKHWA FOOD SAFETY &

HALAAL FOOD AUTHORITY (KP-FS&HFA)

received grant/provincial Public Fund in Pak rupees towards

establishment of Food Safety & Halaal Food Authority and

Promulgation of Act throughout Khyber Pakhtunkhwa

Province.

2.2 Payment by the Fund will be made only at the request of the

Procuring Agency and upon approval by the Competent

Authority and in case of a project will be subject in all respect

to the terms and conditions of the agreement. The Project

Agreement prohibits a withdrawal from the allocated fund

account for the purpose of any payment to persons or

entities, or for any import of goods, if such payment or

import, to the knowledge of the Federal Government/ Khyber

Pakhtunkhwa Government, is prohibited by a decision of the

United Nations Security Council taken under Chapter VII of

the Charter of the United Nations. No party other than the

Procuring Agency will derive any rights from the Project

Agreement or have any claim to the allocated fund proceeds





and will be subject in all respects to the terms and conditions

of that Agreement.

3. Applicability of

Rules and

Procedures

3.1 The Bidding process will be governed by Khyber

Pakhtunkhwa Procurement Rules, 2014 Single Stage –

Two Envelope Bidding Procedure will be adopted. The

rules may be obtained from www.kppra.gov.pk.

3.2 Bidding will be conducted through “Open Competitive

Bidding” process, specified in Rules of the Khyber

Pakhtunkhwa Public Procurement Goods, Works and

Services Rules 2014. Bidding is open to all eligible bidders

as defined in the Khyber Pakhtunkhwa Public Procurement

Rules 2014 that meet the minimum qualification criteria and

required documents. These may be obtained from KPPRA’s

website www.kppra.gov.pk

4. Bidding

Procedure /

Methodology

4.1 Under KPPRA Rules, 2014, Single Stage – Two

Envelope Bidding Procedure / Methodology will be

followed.

4.2 All bids must be accompanied by Bid Security (Earnest

Money), as per provisions of this tender document clause

“Bid Security” in favor of “Khyber Pakhtunkhwa Food

Safety & Halal Food Authority” (hereinafter referred as

"Procuring Agency".

4.3 The complete bids as required under this tender document,

must be delivered to the following address by hand or by

registered courier:

Khyber Pakhtunkhwa Food Safety & Halal Food

Authority, Ground Floor, New C&W Building, Police

Lines, Khyber Road, Peshawar,

4.4 The Technical bids will be publicly Opened in the

Conference Room of Khyber Pakhtunkhwa Food

Safety & Halal Food Authority, at addressed mentioned

above, on the same day after 01 (One) hour. In case the last

date of bid submission falls in / within the official holidays of

the Procuring Agency or the Governments of Pakistan and

Khyber Pakhtunkhwa, the last date for submission of the bids

will be the next working day.

5. Clarification of

Bidding

Document

5.1 Queries of the Bidders (if any) for seeking clarifications

regarding the specifications, bidding procedure,

documentations, and any recommendations must be received

in writing to the Procuring Agency via Email or by post at






least 02 days before the deadline. Any query received

after said date will not be entertained. All queries will be

responded to within due time. Procuring Agency may host a

Q&A session, if required, in Conference Room at its

Directorate General. All Bidders will be informed of the date

and time in advance.

5.2 The attention of bidders is drawn to the provisions of this

tender document Clause regarding “Determination of

Responsiveness of Bid” and “Rejection / Acceptance of the

Tender” for making their bids substantially responsive to the

requirements of the Bidding Document.

5.3 It will be the responsibility of the Bidder that all factors have

been investigated and considered while submitting the Bid and

no claim whatsoever including those of financial adjustments

to the contract / Letter of Acceptance awarded under this

Bid Process will be entertained by the Procuring Agency.

Neither any time schedule, nor financial adjustments arising

thereof will be permitted on account of failure by the Bidder.

5.4 The Bidder will be deemed to have satisfied itself fully before

Bid as to the correctness and sufficiency of its Bids for the

contract and price/cost quoted in the Bid to cover all

obligations under this Bid Process.

6. Fraud and

Corruption

6.1 The Procuring Agency in pursuance to Public

Procurement Laws, Principles and other Laws of

Government of Pakistan and Khyber Pakhtunkhwa

requires that, Supplier / Bidder / contractors and their agents,

Service providers or Suppliers, and any personnel thereof,

observe the highest standard of ethics during the

procurement and execution of contracts financed through

Public Funds

(a) defines, for the purposes of this provision, the terms

set forth below as follows:

(i) “corrupt practice” is the offering, giving, receiving or

soliciting, directly or indirectly, of anything of value to

influence improperly the actions of another party;

(ii) “fraudulent practice” is any act or omission, including a

misrepresentation, that knowingly or recklessly misleads, or

attempts to mislead, a party to obtain a financial or other

benefit or to avoid an obligation;





(iii) “collusive practice” is an arrangement between two or

more parties designed to achieve an improper purpose,

including to influence improperly the actions of another

party;

(iv) “coercive practice” is impairing or harming, or

threatening to impair or harm, directly or indirectly, any

party or the property of the party to influence improperly

the actions of a party;

(v) “obstructive practice” is

deliberately destroying, falsifying, altering or concealing of

evidence material to the investigation or making false statements

to investigators in order to materially impede an investigation into

allegations of a corrupt, fraudulent, coercive or collusive practice;

and/or threatening, harassing or intimidating any party to prevent

it from disclosing its knowledge of matters relevant to the

investigation or from pursuing the investigation, or

(c) acts intended to materially impede the exercise of the

inspection and audit rights provided for here in these bidding

documents.

(d) will reject a Bid for award if it determines that the Supplier /

Bidder or bidder recommended for award, or any of its

personnel, or its agents, or its sub-consultants, sub-

contractors, service providers, suppliers and/or their

employees, has, directly or indirectly, engaged in corrupt,

fraudulent, collusive, coercive or obstructive practices in

competing for the contract in question;

(e) will declare mis procurement and cancel the portion of the

grant allocated to a contract if it determines at any time that

representatives of the Borrower or of a recipient of any

part of the proceeds of the grant engaged in corrupt,

fraudulent, collusive, coercive or obstructive practices

during the procurement or the implementation of the

contract in question, without the Borrower having taken

timely and appropriate action satisfactory to the to address

such practices when they occur, including by failing to

inform the in a timely manner at the time they knew of the

practices;





(f) will sanction a firm or individual, at any time, in accordance

with prevailing ’s sanctions procedures , including by

publicly declaring such firm or individual ineligible, either

indefinitely or for a stated period of time: (i) to be awarded

a -financed contract; and (ii) to be a nominated sub-

contractor, consultant, supplier or services provider of an

otherwise eligible firm being awarded a -financed contract;

6.2 Furthermore, Supplier / Bidders will be aware of the

provision stated in Clause 25(c) of the Agreement.

6.3 In pursuance of the policy defined in ITB Sub-Clause 3.1,

the will cancel the portion of the grant allocated to a

Contract for Goods or works if it at any time determines

that corrupt or fraudulent practices were engaged in by

the representatives of the Borrower or of a beneficiary

of the grant during the procurement or the execution of

that Contract, without the Borrower having taken timely

and appropriate action satisfactory to the to remedy the

situation

7. Eligible Bidders 7.1 Except as provided in ITB Sub-Clauses 4.2 and 4.3, this

Competition process is open to all Pakistan & Khyber

Pakhtunkhwa based firms from eligible source.

7.2 Firms of a member country may be excluded from bidding if:

(a) either:

i as a matter of law or official regulation, the Procuring

Agency's country prohibits commercial relations with that

country, provided that the is satisfied that such exclusion

does not preclude effective competition for the supply of

the Goods required; or

ii by an act of compliance with a decision of the United

Nations Security Council taken under Chapter VII of the

Charter of the United Nations, the Procuring Agency's

country prohibits any import of Goods from that country

or any payments to persons or entities in that country.

(b) A firm (or any affiliate that directly or indirectly controls, is

controlled by, or is under common control with that firm)

has been engaged by (i) the Borrower or (ii) the Procuring

Agency that has been duly authorized to act on behalf of

the Borrower or Procuring Agency to provide consulting

services for the preparation of the design, specifications,





and other documents to be used for the procurement of

the Goods described in these Bidding Documents.

(c) Government-owned enterprises in the Procuring Agency's

country may participate only if they can establish that they

(i) are legally and financially autonomous and

(ii) That no private firm / service provider will be a partner,

sub-contractor for any contract awarded under this

bidding.

(iii) operate under commercial law No dependent agency

of the Borrower or Sub-Borrower or Procuring Agency

under a -financed project will be permitted to bid or

submit a Bid for the procurement of Goods under the

project.

7.3 A firm declared ineligible by the Procuring Agency in

accordance with ITB Sub-Clause 3.1 (c) will be ineligible to bid

for a financed contract during the period determined by the

Procuring Agency.

7.4 Pursuant to ITB Sub-Clause 14.1, the Supplier / Bidder will

furnish, as part of its Supplier / Bidder, documents establishing,

to the Procuring Agency’s satisfaction, the Supplier / Bidder’s

eligibility to participate in procurement process.

(i) Supplier / Bidders will provide such evidence of their

continued eligibility satisfactory to the Procuring Agency as

the Procuring Agency will reasonably request.

7.5 Supplier / Bidders will provide evidence a written statement on

stamp paper that they are not currently under any litigation by

any department, in case of any litigation it is mandatory that

the supplier / bidder shall inform in writing along with bidding

documents otherwise the same will be disqualified.

7.6 A Bidder shall not have a conflict of interest. Any Bidder found

to have a conflict of interest shall be disqualified. A Bidder may

be considered to have a conflict of interest for the purpose of

this Bidding process, if the Bidder:





(i) directly or indirectly controls, is controlled by or is

under common control with another Bidder; or

(ii) receives or has received any direct or indirect subsidy

from another Bidder; or

(iii) has the same legal representative as another Bidder; or

(iv) has a relationship with another Bidder, directly or

through common third parties, that puts it in a position

to influence the Bid of another Bidder, or influence the

decisions of the Purchaser regarding this Bidding

process; or

(v) or any of its affiliates participated as a consultant in the

preparation of the design or technical specifications of

the works that are the subject of the Bid; or

(vi) or any of its affiliates has been hired (or is proposed to

be hired) by the Purchaser or Borrower for the

Contract implementation; or

(vii) would be providing goods, works, or non-consulting

services resulting from or directly related to consulting

services for the preparation or implementation of the

project specified in the BDS reference ITB 2.1 (the

name of the project), that it provided or were provided

by any affiliate that directly or indirectly controls, is

controlled by, or is under common control with that

firm; or

(viii) has a close business or family relationship with a

professional staff of the Borrower (or of the project

implementing agency, or of a recipient of a part of the

loan) who: (i) are directly or indirectly involved in the

preparation of the bidding document or specifications

of the Contract, and/or the Bid evaluation process of

such Contract; or (ii) would be involved in the

implementation or supervision of such Contract unless

the conflict stemming from such relationship has been

resolved in a manner acceptable to the Bank

throughout the Bidding process and execution of the

Contract

8. Eligible Goods

and Services

8.1 Funds from Procuring Agency's grant are disbursed only on

account of expenditures for the Goods and Services,

provided by nationals of, and produced in or supplied from,





eligible source countries as defined in the Procurement

Guidelines.

8.2 Goods are produced when they are mined, grown, or

manufactured in the territory of that country. Goods

produced, or Services supplied from a member country

may be excluded if that member country is subject to the

conditions specified in ITB Sub-Clause 7.5 & 7.6 (i, ii,

iii, iv…. viii).

8.3 For purposes of this clause, the nationality of the bidder or

Supplier / Bidder is distinct from the country from where the

Goods and Services are supplied.

8.4 For purposes of this clause, (a) the term “Goods”

includes any Goods that are the subject of this Invitation for

Bids and (b) the term “Services” includes related

services such as transportation, insurance, commissioning,

and training.

9. Documents

Establishing

Eligibility of

Goods and

Services and

Conformity to

Documents for

setting up

Agreement

9.1 Pursuant to ITB 8, the Supplier / Bidder will furnish, as part

of its Bid, documents establishing, to the Procuring Agency’s

satisfaction, the eligibility of the Goods and services to be

supplied under the Agreement.

9.2 The documentary evidence of the eligibility of the Goods

and Services will consist of a statement in the Bid of the

country of origin of the Goods and Services offered.

9.3 The documentary evidence of conformity of the goods and

services to the document for setting up agreement may be

in the form of literature, drawings, and data and will consist

of:

(a) A detailed description of the essential technical and

performance characteristics of the Goods;

(b) an item-by-item commentary on the Procuring Agency’s

Technical Specifications demonstrating substantial

responsiveness of the Goods and Services to those

specifications, or a statement of deviations and exceptions

to the provisions of the Technical Specifications;

9.4 that, in the case of a Bidder offering to supply goods under

the contract which the Bidder did not manufacture or

otherwise produce, the Bidder has been duly authorized





by the goods’ Manufacturer or producer to supply the in

Pakistan;

9.5 that the Bidder has the financial, technical, and production

capability necessary to perform the contract;

9.6 The Bidder shall also furnish a list giving full, including

available sources and current prices of spare parts, special

tools, etc., necessary for the proper and continuing

functioning of the Goods during the period specified in

Financial Evaluation Life Cycle Costing following

commencement of the use of the goods by the Purchaser.

9.7 Standards for workmanship, process, material, and

equipment, as well as references to brand names or

catalogue numbers specified by the Purchaser in the

Schedule of Requirements, are intended to be descriptive

only and not restrictive. The Bidder may offer other

standards of quality, brand names, and/or catalogue

numbers, if it demonstrates, to the Procuring Agency's

satisfaction, that the substitutions ensure substantial

equivalence or are superior to those specified in the

Section V, Schedule of Requirements.

10. Documents

Establishing

Qualifications of

the Supplier /

Bidder

10.1 The Supplier / Bidder will provide documentary evidence

to establish to the Procuring Agency’s satisfaction that:

a. The Supplier / Bidder has the financial, technical, and

production capability necessary to perform the

Agreement, meets the qualification criteria specified in the

Section II, and has a successful performance history in

accordance with criteria specified in the Section III.

b. In the case of a Supplier / Bidder offering to supply Goods,

that the Supplier / Bidder did not manufacture or

otherwise produce, the Supplier / Bidder has been duly

authorized by the manufacturer or producer of such

Goods to supply the Goods in Pakistan (as per

Manufacturer’s Authorization Form).

c. In the case of a Supplier / Bidder who is not doing business

within Pakistan (or for other reasons will not itself carry

out service/maintenance obligations), the Supplier / Bidder

is or will be (if awarded the Contract) represented by a

local service/maintenance provider in Khyber





Pakhtunkhwa equipped and able to carry out the Supplier

/ Bidder’s warranty obligations prescribed in the

Conditions of Contract and/or Technical Specifications;

and

d. The Supplier / Bidder meets the qualification criteria listed

in these bidding documents.

e. Submission of Signed affidavit on minimum Rs. Fifty

(50) Stamp Paper stating all five (5) clauses provided

Mandatory Checklist.

10.2 It will be sole responsibility of the Bidder to provide all

required evidence / documents required under the bidding

documents. Bidder will also ensure to keep a copy for later

references if required. Procuring Agency may if deemed

appropriate will mark the documents for validation if

required during anytime during the evaluation process.

10.3 For clarification if any required as prescribed above shall be

in writing and send via post or email provided above and

in BDS.

11. Bid Prices and

Discounts

11.1 All lots (contracts) and items must be listed and priced

separately in the Price Schedules.

11.2 The price to be quoted in the Bid Submission Form shall

be the total price of the bid, excluding any discounts

offered.

11.3 Prices quoted by the Bidder shall be fixed during the

Bidder’s performance of the Contract and not subject to

variation on any account, unless otherwise specified in

the BDS. A bid submitted with an adjustable price

quotation shall be treated as nonresponsive and shall be

rejected, pursuant to ITB 30. However, if in accordance

with the BDS, prices quoted by the Bidder shall be

subject to adjustment during the performance of the

Contract, a bid submitted with a fixed price quotation

shall not be rejected, but the price adjustment shall be

treated as zero.

11.4 If so, specified in ITB 1.1, bids are being invited for

individual items / lots (contracts) or for any combination

of lots (packages). Unless otherwise specified in the BDS,

prices quoted shall correspond to individual items.

However, 100% of the quantities specified for each item

of a lot.





(a) For Goods manufactured in the Procuring Agency's

Country:

(i) The price of the Goods quoted shall include Sales tax only

already paid or payable on the components and raw

material used in the manufacture or assembly of the Goods;

and transport cost to the destination.

(b) For Goods manufactured outside the Procuring

Agency's Country, to be imported:

(i) The price of the Goods quoted DDP named place of

destination, in the Procuring Agency's Country, as

specified in the BDS all custom duties; and

(ii) Any Procuring Agency's Country sales and other taxes

which will be payable on the Goods if the contract is

awarded to the Bidder.

(c) For Goods manufactured outside the Procuring

Agency's Country, already imported:

(i) The price of the Goods, quoted DDP named place of

destination, excluding the custom duties and other import

taxes already paid (need to be supported with documentary

evidence) or to be paid on the Goods already imported;

(ii) All custom duties and other import taxes already paid (need

to be supported with documentary evidence) or to be paid

on the Goods already imported in the Procuring Agency's

country, payable on the Goods, if the Contract is awarded

to the Bidder;

(iii) Any Procuring Agency's Country sales and other taxes

which will be payable on the Goods if the contract is

awarded to the Bidder; and

(d) For Related Services specified in Section

V - Schedule of Requirements:

(i) The price of each item comprising the Related Services

(exclusive of any applicable taxes);

(ii) All custom duties, sales and other taxes applicable in the

Procuring Agency's country, payable on the Related

Services, if the Contract is awarded to the Bidder.





12. Currencies of

Bid and

Payment

12.1 The currency(ies) of the bid and the currency(ies) of payments

shall be as specified in the BDS. The Bidder shall quote in

the currency of the Procuring Agency's Country the

portion of the bid price that corresponds to expenditures

incurred in the currency of the Procuring Agency's country,

unless otherwise specified in the BDS.

13. Bidding for

Selective Items.

13.1 A Bidder, if he so chooses, can bid for selective Lots and

Items from the list of goods provided for in the Schedule

of Requirements. A Bidder is also at a liberty to bid for all

the goods mentioned in the Schedule of Requirements

provided he fulfills the requirements.

13.2 However, a Bidder cannot bid for partial quantities of an

item in the Schedule of requirement. The bid must be for

the whole quantity of an item required in the schedule of

requirement

13.3 A firm / Bidder if decides to bid for multiple lots will submit

separate Technical and Financial Bids / Bids for individual

Lots. Any Bidder / Supplier bidding for multiple Lots will

have to prove its ability in managing multiple contracts

simultaneously.

13.4 Bidder / Supplier will also be required to prove its technical

and financial capabilities for managing multiple contracts /

lots.

13.5 Such Bidder / Supplier will also be required to submit

separate Bid Security for each Lot in order to avoid any

issues related to disqualification of a bidder for any of the

Lots bids was submitted.

14. Cost of

preparation and

submission of

Bids

14.1 The Supplier / Bidder will bear all costs associated with the

preparation and submission of its Bid, and the Procuring

Agency will in no case be responsible or liable for those

costs, regardless of the conduct or outcome of the

competition process.

15. Content of

Document for

setting up

Agreements

15.1 The Documents for setting up Agreement are those stated

below and should be read in conjunction with any

addendum issued in accordance with ITB Clause 16.

15.2 The Bidding document consists of Parts 1, 2, 3, 4, 5, 6 & 7

which include all sections, schedules, annexes. and should

be read in conjunction with addenda if any issued in

accordance with ITB 16.





PART 1 - Bidding Procedures

Section I - Instructions to Bidders (ITB)

Section II - Bidding Data Sheet (BDS)

Section III - Evaluation and Qualification Criteria

Section IV - General Conditions of Contract

PART 2 - Supply Requirements

Section V - Schedule of Requirements

PART 3 - Contract

Section VI: Special Conditions of Contract (SCC)

Section VII – Procurement Forms

15.3 Unless obtained directly from the Procuring Agency, the

Procuring Agency is not responsible for the completeness

of the document, responses to requests for clarification,

the Minutes of the pre-Bid meeting or addenda (if any), to

the bidding document in accordance with ITB 16. In case

of any contradiction, documents obtained directly from

the Purchaser shall prevail.

16. Amendment of

Document for

setting up

Agreement

16.1 At any time prior to the deadline for submission of Bids,

the Procuring Agency may amend the Document for

setting up Agreement by issuing Addenda.

16.2 Any addendum thus issued will be part of the Document

for setting up Agreement pursuant to ITB 15.3 and will be

communicated in writing to all who have obtained the

bidding document from the Procuring Agency in

accordance with ITB 15.3 of the Document for setting

up Agreement and will be binding on them. Supplier /

Bidders are required to immediately acknowledge receipt

of any such amendment, and it will be assumed that the

information contained in the amendment will have been

considered by the Supplier / Bidder in its Bid. The

addendum will be uploaded on the Procuring Agency’s

website www.kpfsa.gov.pk and KPPRA’s website

www.kppra.gov.pk. Supplier / Bidders would be solely

responsible for ensuring that any subsequent addenda

issued thereafter and available in website is also

downloaded / incorporated while preparing and submitting

Bids.

http://www.kpfsa.gov.pk/






16.3 To give prospective Supplier / Bidders reasonable time in

which to take the amendment into account in preparing

their Bids, the Procuring Agency may extend, at its

discretion, the deadline for submission of Bids, in which

case, the Procuring Agency will notify all Supplier / Bidders

by cable confirmed in writing of the extended deadline.

17. Language of Bid 17.1 The Bid, as well as all correspondence and documents

relating to the Bid exchanged by the Supplier / Bidder and

the Procuring Agency, will be written in English language.

Supporting documents and printed literature furnished by

the Supplier / Bidder may be in another language provided

they are accompanied by an accurate translation of the

relevant passages in English, in which case, for purposes of

interpretation of the Bid, the translation will govern.

18. Documents

Constituting the

Bid

18.1 The Bid shall comprise two Parts, namely the Technical Part

and the Financial Part. These two Parts shall be submitted

simultaneously in two separate sealed envelopes (two-

envelope Bidding process). One envelope shall contain

only information relating to the Technical Part and the

other, only information relating to the Financial Part. These

two envelopes shall be enclosed in a separate sealed outer

envelope marked “ORIGINAL BID”.

18.2 The Technical Part shall contain the following:

(i) Letter of Bid - Technical Part: prepared in

accordance with ITB 19;

(ii) Bid Security or Bid-Securing Declaration: in


(iii) Authorization: written confirmation authorizing the

signatory of the Bid to commit the Bidder, in


(iv) Bidder’s Eligibility: documentary evidence in

accordance with ITB 7 & 8 establishing the Bidder’s

eligibility to Bid.

(v) Qualifications: documentary evidence in accordance

with ITB 7 & 8 establishing the Bidder’s qualifications

to perform the Contract if its Bid is accepted.





(vi) Eligibility of Goods and Related Services:

documentary evidence in accordance with ITB 9,

establishing the eligibility of the Goods and Related

Services to be supplied by the Bidder.

(vii) Conformity: documentary evidence in accordance

with ITB 16, that the Goods and Related Services

conform to the bidding document.

(viii) The manufacturers’ authorization form provided in

Section-VII.

(ix) Documents mentioned at ITB Clause 15; and

(x) All the documentation released by manufacturer with

the equipment

19. Bid Form /

Letter of Bid

19.1 The Supplier / Bidder shall prepare the Letter of Bid –

Technical Part, and Letter of Bid – Financial Part using the

relevant forms furnished in Section VII and will complete

the Bid Form and other forms furnished for setting up

Agreement, indicating the Goods to be supplied, a brief

description of the Goods, their country of origin, etc.

19.2 The forms must be completed without any alterations to

the text, and no substitutes shall be accepted except as

provided under ITB 22.3. All blank spaces shall be filled in

with the information requested 20. Period of

Validity of Bids

20.1 Bids will remain valid for the period 120 days after the

date of Bid submission specified in ITB 24. A Bid valid for

a shorter period will be rejected by the Procuring Agency

as non-responsive.

20.2 In exceptional circumstances, prior to expiry of the

original Bid validity period, the Procuring Agency may

request that the Supplier / Bidders extend the period of

validity for a specified additional period. The request and

the responses thereto will be made in writing. A Supplier

/ Bidder may refuse the request without forfeiting its Bid

security. A Supplier / Bidder agreeing to the request will

not be required or permitted to modify its Bid but will be

required to extend the validity of its Bid security for the

period of the extension.





21. Bid Security 21.1 All bids must be accompanied by Bid Security (Earnest

Money), as per provisions of this tender document and

Invitation for Bid (IFB) in favor of “Khyber Pakhtunkhwa

Food Safety & Halal Food Authority”.

21.2 The Bid security will remain valid for a period of 120 days

beyond the validity period for the Bid.

21.3 The Bid security will be denominated in Pak Rupees, and

will be, at the Supplier / Bidder’s option, in the following

form:

(a) The bid security shall be submitted from the account of the

firm/ bidder/ contractor who submits the bid.

21.4 Any Bid not accompanied by an acceptable Bid security will

be rejected by the Procuring Agency as non-responsive.

The Bid security of a joint venture must be in the name of

the joint venture submitting the Bid.

21.5 The Bid securities of unsuccessful Supplier / Bidders will be

returned as promptly as possible, but not later than 28

days after the expiration of the period of Bid validity.

21.6 The Bid security of the successful Supplier / Bidder will be

returned when the Supplier / Bidder has signed the

Agreement and furnished the required performance

security.

21.7 The Bid security may be forfeited

(a) if the Supplier / Bidder withdraws its Bid, except as

provided in ITB Sub-Clauses 16.2 and 23.3; or

(b) in the case of a successful Supplier / Bidder, if the Supplier

/ Bidder fails within the specified time limit to:

(i) sign the agreement, or

(ii) furnish the required performance security.

22. Format and

Signing of Bid

22.1 The Supplier / Bidder will prepare Hard Copies One

(01) Original and Two (2) Copies/ Sets of the Bid,

and Clearly marking each one as “ORIGINAL BID”

and “COPY OF BID” as appropriate. In the event of

any discrepancy between them, the original will govern.





22.2 The original and all copies of the Bid, each consisting of

the documents listed throughout this SBD, will be typed

or written in indelible ink and will be signed by the

Supplier / Bidder or a person or persons duly authorized

to bind the Supplier / Bidder to the Contract. The later

authorization will be indicated by written power of

attorney, which pursuant to ITB Sub-Clause 14.1 (d) will

accompany the Bid.

22.3 Any interlineation, erasures, or overwriting to correct errors

made by the Supplier / Bidder should be initialed by the

person or persons signing the Bid.

22.4 The Supplier / Bidder will furnish in the Bid Form (a sample

of which is provided in the Sample Forms Section of this

document) information regarding commissions or gratuities,

if any, paid or to be paid to agents relating to this Bid and to

the execution of the Agreement/Purchase Order if the

Supplier / Bidder is awarded the Agreement/Purchase

Order.

22.5 The original and all copies of the Bid shall be typed or written

in indelible ink and shall be signed by a person duly

authorized to sign on behalf of the Bidder. This authorization

shall consist of a written confirmation specified in BDS and

shall be attached to the Bid. The name and position held by

each person signing the authorization must be typed or

printed below the signature. All pages of the Bid where

entries or amendments have been made shall be signed or

initialed by the person signing the Bid.

22.6 In case the Bidder is a JV, the Bid shall be signed by an

authorized representative of the JV on behalf of the JV, and

to be legally binding on all the members as evidenced by a

power of attorney signed by their legally authorized

representative(s).

22.7 Any inter-lineation, erasures, or overwriting shall be valid

only if they are signed or initialed by the person signing the

Bid.





23. Sealing and

Marking of Bids

23.1 The bid shall comprise a single sealed package containing

Two separate envelopes. First Sealed Envelope shall

contain separately the Original Financial & Technical

Proposals both inner Envelopes shall be clearly marked as

“FINANCIAL PROPOSAL” and “TECHNICAL

PROPOSAL” in bold and legible letters to avoid confusion;

initially, only the envelope marked “TECHNICAL

PROPOSAL” will be opened.

23.2 Second Sealed Envelope shall contain Two (02) copies of only

the Technical Proposal.

23.3 The envelope marked as “FINANCIAL PROPOSAL” will be

retained in the custody of Procuring Agency without being

opened. The Procuring Agency will evaluate the technical

proposal, without reference to the price and reject any

proposal which do not conform to the specified qualification

requirements.

23.4 The inner and outer envelopes will:

a) bear the name and address of the Supplier / Bidder;

b) be addressed to the Procuring Agency at the address as

per the Bid Data Sheet.

c) Bear the specific identification of this Competition

process

d) Bear a statement “DO NOT OPEN BEFORE" closing

date as per Clause 25 and Bid Data Sheet.

23.5 If the outer envelope is not sealed and marked as required

by ITB Sub-Clause 20.2, the Procuring Agency will assume no

responsibility for the misplacement or premature opening of

the Bid.

24. Deadline for

Submission of

Bids

24.1 Bids must be received by the Procuring Agency at the

address specified at Clause 4.3 in Biding documents/ Data

Sheet. In the event of the specified date for the submission

of Bids being declared a holiday for the Procuring Agency,

the Bids will be received up to the appointed time on the

next working day.

24.2 The Deadline (Closing Date & Time) for Submission of

Bids is: Date: 2nd June 2020 Time: 11:00 AM





24.3 The Procuring Agency may, at its discretion, extend the

deadline for the submission of Bids by amending the

document for setting up Agreement, in which case all rights

and obligations of the Procuring Agency and Supplier /

Bidders previously subject to the deadline will thereafter

be subject to the deadline as extended.

25. Late Bids 25.1 Any Bid received by the Procuring Agency after the

deadline for submission of Bids prescribed by the

Procuring Agency in the ITB Clause 24 will be rejected

and returned unopened to the Supplier / Bidder.

26. Modification

and Withdrawal

of Bids

26.1 The Supplier / Bidder may modify or withdraw its Bid after

submission, provided that written notice of the

modification, or withdrawal of the Bids duly signed by an

authorized representative, is received by the Procuring

Agency prior to the deadline prescribed for submission of

Bids. No Bid can be modified subsequent to the deadline

for submission of Bids.

26.2 The Supplier / Bidder’s modification will be prepared,

sealed, marked, and dispatched as follows:

(a) The Supplier / Bidder will provide an original and the number

of copies specified ITB Sub-Clause 20.1 of any

modifications to its Bid, clearly identified as such, in two

inner envelopes duly marked “BID MODIFICATION-

ORIGINAL” and “BID MODIFICATION-

COPIES.” The inner envelopes will be sealed in an outer

envelope, which will be duly marked “BID

MODIFICATION.”

(b) Other provisions concerning the marking and dispatch of Bid

modifications will be in accordance with ITB Sub-Clauses

24.

26.3 A Supplier / Bidder wishing to withdraw its Bid will notify

the Procuring Agency in writing prior to the deadline

prescribed for Bid submission. A withdrawal notice will be

received prior to the deadline for submission of Bids. The

notice of withdrawal will:

a) be addressed to the Procuring Agency at the

address as per ITB Sub-Clause 20.2(b),





b) (b) bear the specific identification of the IFB title

and IFB number, and the words “BID

WITHDRAWAL NOTICE,” and

c) (c) be accompanied by a written power of attorney

authorizing the signatory of the withdrawal notice

to withdraw the Bid.

26.4 Bids requested to be withdrawn in accordance with ITB

Sub-Clause 23.3, will be returned unopened to the Supplier

/ Bidders. 26.5 No Bid may be withdrawn after the Bid submission

deadline. Withdrawal of a Bid after Bid submission

deadline may result in the forfeiture of the Supplier /

Bidder’s Bid security, pursuant to ITB Sub-Clause 17.7.

27. Bid Opening 27.1 The Procuring Agency will open all Bids, including

withdrawal notices and modifications, in public, in the

presence of Supplier / Bidders’ representatives who

choose to attend as per Bid Data Sheet, and at the place

specified in the Bid Data Sheet. Supplier / Bidders’

representatives will sign a register as proof of their

attendance. In the event of the specified date of the Bid

opening being declared a holiday for the Procuring Agency,

the Bids will be opened at the appointed time and location

on the next working day.

27.2 Envelopes marked “WITHDRAWAL” will be read out

and the envelope with the corresponding Bid will not be

opened but returned to the Supplier / Bidder. No Bid

withdrawal notice will be permitted unless the

corresponding withdrawal notice is read out at Bid

opening. Envelopes marked “MODIFICATION” will be

read out and opened with the corresponding Bid.

27.3 Bids will be opened one at a time, reading out: the name

of the Supplier / Bidder and whether there is a

modification; the presence or absence of a Bid security; the

presence or absence of requisite powers of attorney; and

any other such details as the Procuring Agency may

consider appropriate. No Bid will be rejected at Bid

opening except for late Bids pursuant to Sub-Clause 22.1.





27.4 Bids (and modifications sent pursuant to ITB Sub-Clause

23.2) that are not opened and read out at Bid opening will

not be considered further for evaluation, irrespective of

the circumstances.

27.5 The Procuring Agency will prepare minutes of the Bid

before the financial bids opening, including, as a minimum:

a. The name of the Supplier / Bidder and whether there was

a withdrawal or modification; the presence or absence of

a Bid security; the presence or absence of requisite powers

of attorney.

27.6 The Supplier / Bidder’s representatives who are present

will be requested to sign the attendance sheet. The

omission of a Supplier / Bidder’s signature on the minutes

will not invalidate the content and effect of the attendance

sheet.

28. Clarification of

Bids

28.1 During evaluation of the Bids, the Procuring Agency may,

at its discretion, ask the Supplier / Bidder for a clarification

of its Bid. The request for clarification and the response

will be in writing, and no change in the substance of the Bid

will be sought, offered, or permitted.

28.2 Clarifications shall be asked in accordance with the clause

5.

29. Confidentiality 29.1 Information relating to the examination, clarification,

evaluation, and comparison of Bids, and recommendations

for the award of a Contract will not be disclosed to

Supplier / Bidders or any other persons not officially

concerned with such process until the notification of

Contract award is made to all Supplier / Bidders.

29.2 Any effort by the Supplier / Bidder to influence the

Procuring Agency in the Procuring Agency’s Bid evaluation,

Bid comparison, or contract award decisions may result in

the rejection of the Supplier / Bidder’s Bid.

29.3 From the time of Bid opening to the time of Contract

award, if any Supplier / Bidder wishes to contact the

Procuring Agency on any matter related to its Bid, it should

do so in writing.





30. Examination of

Bids and

Determination

of

Responsiveness

30.1 The Procuring Agency will examine the Bids to determine

whether they are complete, whether any computational

errors have been made, whether required sureties have

been furnished, whether the documents have been

properly signed, and whether the Bids are generally in

order.

30.2 The Procuring Agency may waive any minor informality,

nonconformity, or irregularity in a Bid that does not

constitute a material deviation, provided such waiver does

not prejudice or affect the relative ranking of any Supplier

/ Bidder.

30.3 Prior to the detailed evaluation, pursuant to ITB Clause 28,

the Procuring Agency will determine whether each Bid is

of acceptable quality, is complete, and is substantially

responsive to the document for setting up agreement. For

purposes of this determination, a substantially responsive

Bid is one that conforms to all the terms, conditions, and

specifications of the document for setting up agreement

without material deviations, exceptions, objections,

conditionalities, or reservations. A material deviation,

exception, objection, conditionality, or reservation is one:

i. That limits in any substantial way the scope, quality, or

performance of the Goods and related Services.

ii. That limits, in any substantial way that is inconsistent with

the document for setting up agreement, the Procuring

Agency’s rights or the successful Supplier / Bidder’s

obligations under the Contract; and

iii. That the acceptance of which would unfairly affect the

competitive position of other Supplier / Bidders who have

submitted substantially responsive Bids.

30.4 If a Bid is not substantially responsive, it will be rejected by

the Procuring Agency and may not subsequently be made

responsive by the Supplier / Bidder by correction of the

nonconformity. The Procuring Agency’s determination of

a Bid’s responsiveness is to be based on the contents of

the Bid itself without recourse to extrinsic evidence.





31. Evaluation of

Bids

31.1 The Procuring Agency will determine to its satisfaction

whether the Supplier / Bidders that are selected as having

submitted the responsive Bids are qualified to perform the

Contract satisfactorily, in accordance with the ITB Sub-

Clause 7.1 read with Section III Evaluation &

Qualification Criteria.

31.2 To evaluate a Bid, the Procuring Agency will consider the

following:

Evaluation will be done for Items to Item basis for all bids

by comparing each item with similar item only and the Bid

Price as quoted in accordance with these bidding

documents.

31.3 The determination will evaluate the Supplier / Bidder’s

financial, technical, and production capabilities. It will be

based on an examination of the documentary evidence of

the Supplier / Bidder’s qualifications submitted by the

Supplier / Bidder, pursuant to ITB Section-III, as well as

other information the Procuring Agency deems necessary

and appropriate. The Procuring Agency will also determine

whether the products offered by the Supplier / Bidder

meet the Technical Specifications Given in Section-

V and Samples Meet the Quality and Design

Requirements outlined in specifications of requirements.

31.4 An affirmative post qualification determination will be a

prerequisite for award of the agreement to the Supplier /

Bidder, who also quote lowest evaluated price. A negative

determination will result in rejection of the Supplier /

Bidder’s Bid. Arithmetical errors will be rectified as

follows. If there is a discrepancy between the unit price

and the total price that is obtained by multiplying the unit

price and quantity, the unit or subtotal price will prevail. If

there is a discrepancy between subtotals and the total

price, the total price will be corrected. If there is a

discrepancy between words and figures, the amount in

words will prevail.





32. Preliminary

Examination

32.1 The Procuring Agency will examine the bids to determine

whether they are complete, whether any computational

errors have been made, whether the required documents

have been furnished and properly signed, and whether the

bids are generally in order.

32.2 In the financial bids (at the time of opening the financial

proposal) the arithmetical errors will be rectified on the

following basis. If there is a discrepancy between the unit

price and the total price that is obtained by multiplying the

unit price and quantity, the unit price will prevail, and the

total price will be corrected. If the Bidders/Suppliers do

not accept the correction of the errors, its bid will be

rejected. If there is a discrepancy between words and

figures, the amount in words will prevail.

32.3 The Procuring Agency may waive any minor informality,

nonconformity, or irregularity in a bid which does not

constitute a material deviation (or changes the substance

of the bid), provided such waiver does not prejudice or

affect the relative ranking of any Bidder.

32.4 Prior to the detailed evaluation, the Procuring Agency will

determine the substantial responsiveness of each bid to the

bidding documents. For purposes of these Clauses, a

substantially responsive bid is one, which conforms to all

the terms and conditions of the bidding documents

without material deviations. Deviations from, or

objections or reservations to critical provisions will be

deemed to be a material deviation for technical proposals.

The Procuring Agency’s determination of a bid’s

responsiveness is to be based on the contents of the bid

itself without recourse to extrinsic evidence.

32.5 If a bid is not substantially responsive, it will be rejected by

the Procuring Agency and will not be accepted/entertained

for detail evaluation.

32.6 The determination shall be based upon an examination of

the documentary evidence of the Bidder’s qualifications

submitted by the Bidder, pursuant to ITB 10. The

determination shall not take into consideration the

qualifications of other firms such as the Bidder’s

subsidiaries, parent entities, affiliates, subcontractors





(other than specialized subcontractors if permitted in the

Bidding document), or any other firm(s) different from the

Bidder. 33. Comparison of

Bids

33.1 All the bids will be compared on item to item basis. A

supplier may qualify for 02 to 03 items but may as well be

disqualified technically for multiple or single items.

33.2 In case, a bidder has quoted maximum number of items /

equipment. However, one item / equipment does not meet

the required standard specified in requirements, Procuring

Agency reserves the right to exclude such item/equipment

from the award of contract and may select bidder with

minimum items / equipment quoted but for the specific

item / equipment standard meets the specified

requirements.

33.3 The Procuring Agency’s evaluation of a bid will consider,

in addition to the bid price quoted in accordance with ITB

Clause 11.2, one or more of the following factors as

specified in the Section-III Qualification & Evaluation

Criteria, and Section-V Schedule of requirements:

Administrative Capacity

Firm(s), Bidder(s) Evaluation (Qualification/ Technical/

Capacity).

Technical Evaluation

Equipment, Items, Bids and Sample Evaluation

Economic Evaluation

33.4 Supplier(s), Bidder(s) Financial Evaluation. Equipment, Item,

Lots Economical / Value for Money Evaluation/ Life Cycle

Cost. 33.5 Such other details as the Procuring Agency at its discretion,

may consider appropriate will be taken into consideration.

The evaluation factors/ criteria will be employed on

technical proposals. Only bids securing minimum of 70%

score out of 100 for Technical Evaluation would be

declared technically accepted.

Please Note:

• The Terms of Price Schedule for imported items only may change. The decision will be made 2 days before the Technical Opening. If no new terms are

communicated till, then by the Procuring Agency then the terms noted here will

be applicable.





• Above mentioned Criteria for Administrative and Economic Evaluations have

been detailed at Section-III Qualification and Technical Evaluation Criteria has been detailed at Section-V Schedule of Requirements.

• During the Technical Evaluation, no amendments in the technical proposal will

be permitted. i. Bidders who do not achieve the minimum score of 70% will be

rejected in Technical Evaluation and sealed / unopened

Financial Proposal will be returned to the bidder.

ii. All bidders scoring greater than or equal to 70% of the marks

will be accepted in technical proposal, and their financial bids

will be opened.

iii. PROVISO: Provided that if NONE or ONLY ONE (single)

bidder exceeds the 70% score in technical evaluation, then the

score to qualify technical evaluation will be decreased to 60%.

iv. If TWO OR MORE THAN TWO bidders exceed 70%,

score then the score will not be decreased.

33.6 After technical evaluation is completed, the Procuring Agency

will notify the date, time and location for opening of the

financial proposals. Bidders’ attendance at the opening of

financial proposals is optional.

33.7 Financial proposals will be opened publicly in the presence of

the bidders’ representatives who choose to be present. The

name of the bidders and the technical score of the bidder

will be read aloud. The financial proposal of the bidders who

met the minimum qualifying mark will then be inspected to

confirm that they have remained sealed and unopened

(financial proposals of Bidders failed to secure minimum

score thresh-hold in the technical evaluation will be returned

unopened.

LIFE CYCLE COST

33.8 Life cycle costs for the useful life of equipment, such as the

operating and maintenance costs of the Goods, will be

required in the following manner. provided, for evaluation

purposes only. Bidders are required to provide required

information separately for each equipment/ item. Only for

comparison and evaluation purpose, bidder will be required

to provide cost of “One” unit of each equipment / item

proposed. Financial bids will be evaluated as per the

following criteria:





a. Number of Years for Life Cycle Cost

Determination: To bring uniformity in the comparison

and evaluation of the bids for each equipment / item Total

Number of Years of For Life Cycle Cost

Determination to be used by all Bidders is Five (5)

Years.

b. Acquisition Cost / Purchase One Off Cost: Bidders

are expected to provide the best possible overall cost. For

evaluation purposes only. Bidders are required to provide

cost of one unit of proposed equipment / item, separately

for each equipment / item.

c. The Annual Operating and Maintenance Costs

(Recurrent Costs): Such costs are recurrent in nature

and are mandatory for the quality operations of the

equipment / item. Bidders are required to provide total

estimated cost required during its useful life.

d. Cost of Spare Parts: Total Cost of replacement of major

spare part after the warranty period.

e. To ascertain Value for Money and best possible bid offered

following information will be provided in addition to the

information specified above. Following information will

help Procuring Agency in comparing bids in best possible

manner and judge each bidder’s and proposed equipment

/ item capability to its fullest:

Durations:

a. After which Annual Service (if is required). (in Years)

b. Which that will be required for bidder / service provider

to complete Annual Servicing and in case of break down

time required to fix it and operationalize the item. (Down

Time) where equipment / item cannot be used by the

Procuring Agency.

Quantity of prints (IT Equipment):

a. Capacity of the Toner/ Refill/ Cartridge of a Laser Printer/

Scanner/ Fax/ Copier etc. Black & White or Color to

provide total number of Prints/ Copies.

Consumption (Generators, Split ACs, Refrigerators

etc.)

a. Hourly fuel consumption by Generators, Separate

Consumption will be provided in Liters of Fuel consumed





at three intervals of overall load i.e at 50%, 75% & 100 in

One (01) hour.

b. In case of Split Air Conditioners and Refrigerator Units

consumed per hour i.e Electricity is consumed. The

Consumption will be provided in "Units" and for a period

of 12 hours nonstop operation.

Longevity of Useful life before repair or maintenance

(Office Furniture)

a. In case of furniture, availability of maintenance material, whether material that can extend the durable life is readily

available and yearly cost of such maintenance.

b. Provision of Warranty / Maintenance and repair services

against Termite and other Wood Borers.

Please Note: Procuring Agency's requirement of cost of one equipment / item will

not affect the final quantity of equipment / item ordered by Procuring Agency. It is

only to reduce any financial constraints due to which Small & medium Bidders may

hesitate to participate. Detailed criteria & methodology provided in Section-III

Evaluation & Qualification Criteria.

34. Award Criteria 34.1 The Employer/Purchaser will award the Contract to the

Bidders/Suppliers whose bid has been determined to be

substantially responsive to the Bidding Documents and

who has offered the Most Economically

Advantageous Bid, Evaluated after the combination of

both Technical and Financial Evaluation Scores.

Provided that such Bidders/Suppliers has been determined

to be Eligible, Qualified and Technically Responsive.

34.2 Through the Merit Point Evaluation Methodology, if not in

conflict with any other law, rules, regulations or policy of

the Government of Khyber Pakhtunkhwa, will be awarded

the Contract, within the original or extended period of bid

validity.

35. Procuring

Agency’s

Right to

Accept Any

Bid and to

Reject Any or

All Bids

35.1 The Procuring Agency reserves the right to accept or reject

any Bid, or to annul the competition and reject all Bids at

any time prior to Agreement award, without thereby

incurring any liability to the affected Supplier / Bidder or

Supplier / Bidders.





36. Notification of

Award

36.1 Prior to the expiration of the period of Bid validity, the

Procuring Agency will notify the successful Supplier /

Bidders in writing by registered letter or by cable, to be

subsequently confirmed in writing by registered letters,

that their Bids have been accepted.

36.2 The notification of award will constitute the formation of

the agreement.

36.3 Upon the successful Supplier / Bidders furnishing of the

signed Agreement and performance security pursuant to

ITB Clause 33, the Procuring Agency will promptly notify

each unsuccessful Supplier / Bidder and will discharge its

Bid security, pursuant to ITB Clause 17.

36.4 If, after notification of award, a Supplier / Bidder wishes to

ascertain the grounds on which its Bid was not selected, it

should address its request to the Procuring Agency. The

Procuring Agency will promptly respond in writing to the

unsuccessful Supplier / Bidder.

37. No Obligation

to Purchase

37.1 The conclusion of a Framework Agreement shall not

impose any obligation on the Procuring Agency and/or

Procuring Agency(s) to purchase any Goods under the

Framework Agreement.

38. Non-

exclusivity

38.1 This Primary Procurement process is non-exclusive, and

the Procuring Agency reserves the right to procure the

Goods from other suppliers who are not in this bidding

process.

39. Signing of

Agreements

39.1 Promptly after the Procuring Agency notifies the successful

Supplier / Bidders that their Bids have been accepted, the

Procuring Agency will send the Supplier / Bidders the Form

for setting up the agreements provided in the document

for setting up agreement, incorporating all agreements

between the parties. Procuring Agency will sign following

different contracts at conclusion of this bidding process:

LOT-1 OFFICE STATIONERY & PRINTING OFFICIAL DOCUMENTS

(FRAMEWORK AGREEMENT)

39.2 Prior to the expiration of the Bid Validity Period and upon

expiry of the Standstill Period, or any extension thereof,

and upon satisfactorily addressing a complaint that has

been submitted within the Standstill Period, the Procuring

Agency will transmit to the successful Bidder(s) a





Notification to Conclude a Framework Agreement (Fixed

Prices, Variable Quantity), for providing office stationary &

other office items under LOT-1 multiple times for the term

of contract.

39.3 Contract period will be initially for the period of One (1)

year from the date of issuance of Letter of Intent and

subsequent issuance of first relevant Purchase Order to

the Bidder.

39.4 Framework Agreement for LOT-1 will have fixed

price for all the items / Goods during the period of the

Framework Agreement. Quantity during the period of the

Framework Agreement will be variable i.e not fixed.

39.5 The Bidder shall not charge prices for the Goods/Items/

Printed items, the Services provided and for other

obligations discharged, under the Contract, varying from

the prices quoted by the Bidder in the Price Schedule

39.6 The Bidder shall deliver Goods/items within Fifteen (15)

days from the issuance of relevant Purchase Order(s)

during the period of Framework Agreement, after the

issuance of Letter of Acceptance.

LOT-2 FOOD TESTING & SAMPLING EQUIPMENT

39.7 Procuring Agency will sign contract(s) with successful

bidder(s) for supply of Food Testing & Sampling

Equipment under LOT-2 only. The contract will also

ensure provision of After Sale Service and Warranties

proposed by the bidder under the bid.

LOT-3 GENERATORS 39.8 Procuring Agency will sign contract(s) with successful

bidder(s) for supply of Generators under LOT-3 only. The

contract will also ensure provision of After Sale Service

and Warranties proposed by the bidder under the bid.

LOT-4 (IT EQUIPMENT, CCTV CAMERAS, DVR AND OFFICE

EQUIPMENT & APPLIANCES)

39.9 Procuring Agency will sign contract(s) with successful

bidder(s) for supply of IT Equipment, CCTV

Cameras & DVR and Office Equipment &

Appliances under LOT-4 only. The contract will also

ensure provision of After Sale Service such as

maintenance & repairing under Warranties proposed by

the bidder under the bid.





LOT-5 OFFICE FURNITURE

39.10 Within Thirty-Five (35) days of receipt of the Form

for setting up the agreement, the successful Supplier /

Bidders will sign and date the Form and return it to the

Procuring Agency.

LOT-6 VEHICLE TYRES

39.11 Within Ten (10) Days of receipt of Purchase order

bidder sign the contract and supply Vehicle Tyres as per

specification.

40. Performance

Security

40.1 Within twenty-one (12) days of the receipt of notification

of award from the Procuring Agency, the successful

Supplier / Bidders will furnish the performance security in

accordance with the Conditions of Agreement, using the

Performance Security Form provided in Section VII of the

document for setting up agreement, or in another form

acceptable to the Procuring Agency.

40.2 Failure of the successful Supplier / Bidder to comply with

the requirement of signing the contract will constitute

sufficient grounds for the annulment of the award and

forfeiture of the Bid security.

40.3 Performance Security shall be submitted as per the BDS.

41. Award of

Purchase

Orders

41.1 Procuring Agency will issue the Purchase Orders directly

to the Suppliers during the validity of Agreement indicating

details like quantity, delivery location, delivery schedule

etc.

42. Procuring

Agency’s

Right to Vary

Quantities at

Time of

Award

42.1 The Procuring Agency reserves the right at the time of

contract award to increase or decrease the overall

quantity of goods and services originally specified in the

Schedule of Requirements without any change in unit price

or other terms and conditions.





43. Procuring

Agency's Right

to Accept or

Reject any or

all Bids

43.1 The Procuring Agency reserves the right to accept or reject

any bid, and to annul the bidding process and reject all bids,

at any time prior to award of Contract (acceptance of a

bid or proposal rule 47(1)), without thereby incurring any

liability to the affected bidders or any obligation to inform

the affected bidders of the grounds for the Procuring

Agency's action except that the grounds for its rejection

of all bids will upon request be communicated, to any

bidder who submitted a bid, without justification of the

grounds. Notice of the rejection of all the bids will be given

promptly to all the bidders.

44. Presentation

of Samples

44.1 The Procuring Agency requires production and

presentation of samples representing any or all Goods and

Related Services proposed in response to this Bidding

Document. If Bidder fails to provide such Goods for

presentation, the Bidder’s Proposal may be rejected by the

Procuring Agency in its sole discretion. The Bidder

warrants that if awarded an Agreement the Goods and

Related Services delivered under such Agreement shall

meet or exceed the quality of the Goods presented.

Samples of the quoted products, when requested in BDS,

must be furnished free of charge and in a timely manner.

Bidder should not submit unsolicited samples.

44.2 If the Contracting Authority decide to request production

and presentation of samples representing any or all Goods

all Bidders will be informed in writing on the place where

the samples are to be delivered and the time when and the

place where the samples will be openly shown.

44.3 The Contracting Authority shall handle and examine

carefully, samples supplied by bidders; however, Bidders

shall not be paid compensation for samples lost or

destroyed in the examination process because of their

nature. Samples that are not lost or destroyed shall be

returned to unsuccessful bidders. If samples are not

claimed by unsuccessful bidders within 6 months, they shall

be forfeited to the government.

44.4 Unless the Contracting Authority decides otherwise, a

sample supplied by the successful bidder shall stay with the

Contracting Authority until the completion of the





procurement process to be used for checking conformity

during delivery.

45. Term

(Framework

Agreement

only)

45.1 The Term for the "Framework Agreement" will continue,

till the end of term specified in the BDS. Subject to

satisfactory performance of the supplier and no complains

initiated by the Procuring Agency throughout the Term of

Framework Agreement.

46. Term

Extension

(Framework

Agreement

only)

46.1 Term for "Framework Agreement" may be extended, at

the Procuring Agency's sole discretion, and where there

has been satisfactory performance by the Supplier. To

extend the Term, the Procuring Agency will give the

Supplier no less than three (2) months’ notice in writing,

prior to the date on which the Framework Agreement

would otherwise have expired. The Total and Initial Terms

of the Framework Agreement as specified in BDS.

47. No

Obligation to

Purchase

47.1 The conclusion of a Framework Agreement and this bidding

process will not impose any obligation on the Procuring

Agency to purchase any Goods or minimum quantity

under the Framework or any other agreement for any

LOT.

48. Non-

exclusivity

48.1 This Procurement process is non-exclusive, and the

Procuring Agency reserves the right to procure the Goods

from other suppliers who are not FA Suppliers.

49. Grievance

Redressal

49.1 For all procurement related complaints, Procuring Agency

has established a Grievance Redressal Committee. Details

at BDS.

50. Integrity Pact 50.1 The Bidder shall sign and stamp the Integrity Pact provided

at Form - 7 to Bid in the Bidding Document for all

Provincial Government procurement contracts exceeding

Rupees ten million. Failure to such Integrity Pact shall

make the bidder non - responsive

51. Notice of

Intention to

Award

51.1 When a Standstill Period applies, it shall commence when the

Purchaser has transmitted to each Bidder the Notification of

Intention to Award the Contract to the successful Bidder.

The Notification of Intention to Award shall contain, at a minimum, the following information:

a) The name and address of the Bidder submitting the

successful Bid.

b) The Contract price of the successful Bid.

c) The total combined score of the successful Bid when

rated criteria is used for bid evaluation;





d) The names of all Bidders who submitted Bids, and their

Bid prices as readout and as evaluated prices and

technical points (if applicable).

e) A statement of the reason(s) the Bid (of the

unsuccessful Bidder to whom the letter is addressed)

was unsuccessful.

f) The expiry date of the Standstill Period; and

g) Instructions on how to request a debriefing or submit

a complaint during the standstill period.



SECTION-II BID DATA SHEET



SECTION 2

BID DATA SHEET

ITB Ref Description

ITB 1.1

The Procuring Agency is Khyber Pakhtunkhwa Food Safety & Halal

Food Authority.

The Procuring Agency is “the agency that will conclude, administer and

manage the Framework Agreement and other Contracts, and be the sole

Purchaser.

ITB 1.2 The number of the Invitation for Bids (IFB) is KPFS&HFA/AD(Pro)APP-

02

ITB 2

The Procuring Agency is Khyber Pakhtunkhwa Food Safety & Halaal

Food Authority.

The Procuring Agency is “the agency that will conclude, administer and

manage the Framework Agreement and other Contracts, and be the sole

Purchaser.

ITB 5

For clarification of Bid purposes only, the Procuring Agency’s address is:

Khyber Pakhtunkhwa Food Safety & Halaal Food Authority,

Ground Floor, New C&W Building, Police Lines, Khyber Road,

Peshawar.

CONTACT

Khalid Rahim

Assistant Director (Procurement)

[email protected]

091-9212959

All queries received in writing at least 02 days before the Closing Date

will be responded to accordingly. Any query received after said date will not

be entertained.

Bidders should note that during the period from the receipt of the bid and

until further notice from the Primary Contact, all queries should be

communicated via the Primary Contact and in writing (e-mail & post) only.

In the case of an urgent situation where the Primary Contact cannot be

contacted, the bidder may alternatively direct their enquiries through the

Secondary Contact.

ITB 9 Documentary evidence that can be duly verified will be required for all the

submissions against the requirements submitted by a bidder.

ITB 12 The currency(ies) of the bid and the currency(ies) of payments is:

Pakistani Rupees (PKR).

ITB 13 All the bidders can bid for all the items or an individual item or for all the Lots.

ITB 17 The language of the Bid is: English

mailto:[email protected]



ITB Ref Description

ITB 14.1

(h)

The Bidder shall include with its bid the Manufacturer’s Authorization for the

following Lots / item(s):

• All Electronic Equipment / Items under various LOTs.

• Food Testing Equipment & Accessories

• Vehicle Tyres

• Non-Stationary and Non-Furniture Equipment / Items.

• Including "Generators, Split Air Conditioner, Refrigerators,

CCTV Cameras, IT Equipment etc.

ITB 20 The bid validity period shall be 120 days.

ITB 21

The Bidder shall furnish a bid security in the amount of Two (02%) of the

total bid costs shall be submitted from the account of the firm/ bidder/

contractor who submits the bid.

The bid Security shall be calculated and submitted for a Single Quantity of

an item/equipment for which bid has been submitted.

ITB 22

• Alternative bids are allowed. However, alternative bid of only bidder who is

ranked 1st and achieves the highest combined scores for Technical and

Financial Evaluations will only be accepted.

• Bidders are required to clearly mark the alternative bid(s) as Alternative to

avoid any confusion.

• The Procuring Agency will not announce the Particulars of the alternative bids

during Technical or Financial Bid Opening.

ITB 23 In addition to the original Bid, the number of copies only Technical Bids is:

Two in hard copies duly initialed and stamped by bidder on each page.

ITB 23.6 Maximum number of partners in a single Joint Venture shall not exceed more

than Two (02) partners and shall also not include a sub-contractor.

ITB 25.1

The bids shall be submitted at Khyber Pakhtunkhwa Food Safety &

Halal Food Authority, Ground Floor, New C&W Building, Police

Lines, Khyber Road, Peshawar.

ITB 25.2

The deadline for bid submission is:

Date: 2nd June 2020

Time: 11:00 AM

ITB 28

The Technical bid opening will take place at The Conference Room

of:

Name: Khyber Pakhtunkhwa Food Safety & Halal Food Authority

Floor: Ground Floor

Building: New C&W Building

Street Address: Khyber Road, Police Lines

City: Peshawar

Date: 2nd June 2020



ITB Ref Description

Time: 12:00 PM

ITB 41.3 Performance Security amounting to 10% of the total award of contract will

be submitted along with the contract by the successful bidder.

ITB 45

The Term for the Framework Agreement will commence from the date

Framework Agreement is signed and all other obligations are fulfilled by the

Supplier to the satisfaction of the Procuring Agency.

ITB 46

The initial Term of the Framework Agreement will be for 1 (One) Year.

Subject to satisfactory performance by the supplier throughout the initial

Framework Agreement and receiving no complaint from the Procuring

Agency throughout the term of the Framework Agreement.

ITB 49

The Procuring Agency has established a Grievance Redressal Committee under

Grievance Redressal Mechanism as specified by KPPRA Rules 2014 and

Grievance Redressal Rules 2017. All Bidders must follow the rules and only

register complaints with the designated Grievance Redressal Officer and only

in the manner prescribed. The Bidder should submit its complaint following

these procedures, in writing, to:

For the attention: Grievance Redressal Officer

Title/position: Deputy Director (Operations)

Purchaser: Khyber Pakhtunkhwa Food Safety & Halal Food Authority

Address: Ground Floor, New C&W Building, Police Lines, Khyber

Road, Peshawar.



SECTION-III QUALIFICATION & EVALUATION CRITERIA



SECTION-III QUALIFICATION AND EVALUATION CRITERIA

QUALIFICATION CRITERIA (MUST MEET CRITERIA)

For factors retained in the Bid Data Sheet pursuant to ITB 30, Following quantification

methods will be applied, submitted offers will be reviewed to determine compliance with

Procuring Agencies mandatory requirements which serves the purpose to evaluate the

responsiveness and eligibility of the bidder and goods proposed under the category of

Administrative Evaluation. Only bids found to be responsive and eligible will be further

evaluated for Technical criteria.

i. Verification: The validity of the Bidder requires that all relevant forms be signed by

authorized person or persons; and all the pages of the bidding document must be initialed

or stamped by the bidder.

ii. Compliance to Agreement – Accepting all the conditions set forth in these bidding

documents by signing each page of the SBD i.e. ITB, GCC, SCC, Bid Data Sheet,

Addendums / Corrigendum (if any) and other mandatory Forms provision etc.

iii. Authorization: If Bidder is an agent, representative of the original manufacturer, an

authorization from the supplier or manufacturer stating "Bidder" as an Authorized

Agent must be provided in addition to any documentation required of the supplier or

manufacturer itself. Authorized Agent must be Sole Agent of the original

manufacturer in the Procuring Agency's country

iv. Authorized Dealer: If Bidder is a dealer, to the "Authorized Agent" of the original

manufacturer, an authorization of "Dealership" in the Procuring Agency's country must be

provided. If Bidder is a dealer / representative to original manufacturer, an Authorization

of "Dealership" in the Procuring Agency's country must be provided. Authorized Agent

issuing Dealership Authorization must be Sole Agent of the original manufacturer

and if bidder is Authorized "Dealer" must be Sole Dealer of the original

manufacturer in the Procuring Agency's country.

v. Registration of firm/company. Offers must include company documentation, including

documentation regarding the company’s legal status and registration under relevant law of

Khyber Pakhtunkhwa or Government of Pakistan.

vi. Tax Registration: Sales & Income Tax registration of the bidder is required as:

a In case a service, Goods, Equipment / items is subject to taxation under Khyber

Pakhtunkhwa Revenue Authority (KPRA), the bidder must be registered for GST with

Khyber Pakhtunkhwa Revenue Authority (KPRA).

b In case a service Good, Equipment / items is subject to taxation under FBR, then the

bidder must be registered for sales tax with FBR.

c In any of the above case bidder must be registered with FBR for Income Tax.

d Bidder must be active taxpayer and listed as an active taxpayer on the respective



websites of relevant taxation authorities.

vii. Bid Security. Offers must include required Bid Security of 2%. An Affidavit in this regard

shall be included with technical proposal without mentioning the amount of bid security. Bid

Security shall be submitted with the Financial bid and from the account of the bidder / firm.

viii. Price/Bid Validity Offers must meet required Price Validity of 120 Days from Bid

Opening date.

ix. Conflict of Interest & Pending litigation. All the bidders are required to declare

Conflict of Interest, if any along with bidding documents. Bidder will also submit an affidavit

stating that the bidder or firm has not been blacklisted by any of Provincial or Federal

Government Department, Agency, Organization or autonomous body or Private Sector

Organization anywhere in Pakistan an affidavit on judicial stamp will be required. Information

regarding if any ongoing litigation may also be furnished.

x. Company profile describing following capabilities with evidence:

a. Engineering

b. Managerial

c. Technical capabilities

d. Technical Staff List

e. Address and Focal Peron Name of Bidders Offices/Warehouses / Service Center(s), (if

any) within Khyber Pakhtunkhwa / Outreach.

xi. An Affidavit on stamp paper of Rs. 50/- submitting following clauses: that

a. Only genuine manufacturer’s warranty for replacement and not repair of the complete

equipment and parts shall be done during the warranty period.

b. That the bidder / firm will provide all durables, consumables, spares etc for each

equipment / item throughout the useful life & beyond useful life (if required).

c. That the firm is never blacklisted on any grounds whatsoever.

d. That the Bidder / Supplier / Firm is not undergoing any litigation with any Government,

Private organizations' or individual.

e. That the country of origin of equipment / item is mentioned clearly and correct along

with Brand / Manufacturer’s Name.

f. Standard Accessories as a part and parcel of the equipment / item are clearly mentioned

and provided.

g. That the Bidder will provide after sales services beyond the period of warranty, (if

required).

h. That bidder has submitted Bid Security amounting to 2% of the proposed bid inside

financial proposal for each Lot / Equipment.

i. That bidder has submitted Bid Security amounting to 2% of the proposed bid inside

financial proposal for each Lot / Equipment.

j. That the Bidder will only provide Fresh, New and Genuine Goods / Items

Technical proposals of only those Bidders/ firms which meets all the above-mentioned criteria will

qualify for Technical & Financial Evaluation. Each Bid / proposal will be evaluated individually for each

equipment / item to achieve maximum value for money by selecting Most Economically Advantageous

Bid. The Evaluation procedure will be conducted exclusively based on information provided in the



technical bids by the bidders. The Most Economically Advantageous Bid is the Bid that meets the

qualification criteria and has been determined to be:

a. Substantially responsive to the bidding document, and

b. Ranks 1st based on achieving highest combined Technical & Financial

Evaluation.

TECHNICAL EVALUATION METHODOLOGY

(WEIGHT=70)

Technical Evaluation will be conducted in Two phases (Phase-1 & Phase-II). Phase-I of

Technical Evaluation is related to Capabilities of supplier / bidder or firm along with

conformance of the proposed Goods/ items with the Specifications of Requirements for each

Goods /item provided in "Section-V Schedule of Requirements".

Separate Evaluation Criteria has been provided for each type of Lot of Goods/items required.

Following are the details of both phases of Technical Evaluation:

EVALUATION PHASE PERCENTAGE WEIGHTING

Technical Evaluation Weight 70%

a. Phase-1

i Equipment / item quality

ii Conformity with specifications

iii Performance & Functionality

iv Bidders Administrative

v Technical & Financial Capabilities.

vi Bidders Experience. vii Delivery Period.

viii Warranty Provisions

b. Phase-2

i Samples Evaluation

60%

40%

Total 100%

PHASE-1 (BID EVALUATION) (WEIGHT 60%) OF TECHNICAL EVALUATION

Includes Evaluation and comparison of Compliance & Conformity with Technical

requirements including but not limited to:

• Equipment / item quality

• Conformity with specifications

• Performance & Functionality

• Bidders Administrative

• Technical & Financial Capabilities.

• Bidders Experience.

• Delivery Period.

• Warranty Provisions.

All bids will be scored for each proposed equipment / item separately for Total 100 points.

Phase-1 carries 60% weight of Technical Evaluation. Scores will only be awarded based on

supporting evidence submitted by each bidder along with technical bids for the criteria defined



herein. Scores will only be awarded based on evidence submitted by each bidder for the

criteria defined herein along with Technical bids.

Weighted Score of Phase I will be calculated using below formula:

Phase-I Weighted Score = Tph1 X Weightage1

Where: Tph1 = Total Score Achieved by a bid in Phase-1 (Bid Evaluation)

Weightage1 = Weightage of Phase-1 of Technical Evaluation i.e 60%

QUALITY

a. Compliance/Conformity with requirements

By comparing proposed equipment / item with the specifications of requirements to

determine the degree to which the Goods, meet or exceed the quality & specifications

specified by procuring agency in the “Schedule of Requirements” and comparing

goods with similar equipment / items proposed by other bidders.

b. Product Performance and Productivity

Extent of Purpose, Performance, Capacity, or Functionality and features meets or exceeds

samples (furniture only) or the levels specified Section-V "Schedule of Requirements".

CAPACITY AND CAPABILITY

Financial Capabilities

a. Availability of signed / attested audit reports for the last consecutive three years along

with financial statements for the past three fiscal years.

b. Availability of or access to liquid assets, lines of credit, and other finances enough to meet

cash flow requirement which must be equivalent to Rs. 1,000,000/- (Rs. 1 Million).

Personnel Capabilities

Number of individuals currently employed as “Qualified Technician (Having only

Verifiable Professional Technical & Vocational Training Certificate), Diploma Engineer

having Verifiable Professional Diploma issued by a recognized Board or University and a

“Professional Engineer” having Verifiable Professional Degree in Engineering issued by a

recognized University (for LOT-2, 3 & 4). Bidder shall be able to provide a full-service

technicians list with at least 30% dedicated to items of (Lots-2, 3 & 4).

Bidder with highest number of Technical personnel will be awarded highest score.

EXPERIENCE

a. General Experience

List of product deliveries/services provided over the last 2 years with details, dates and

recipients (whether in the public or private domain) along with Performance Certificate

from the user mentioning "Excellent, Good and Satisfactory Performance" will be

submitted.

b. Specific Experience

Experience in the same business and having acquired contracts similar in scope and nature.

Performance certificate or Satisfactory Delivery receiving certificate shall be furnished.

For Performance certificate or Satisfactory Delivery receiving certificate shall be



furnished. For on-going contract, signed copy of the contract shall be provided details for

verification will be provided as an evidence.

Please Note: Procuring Agency will not award any score to all such bids wherein

as an evidence only Purchase Order is submitted, or no evidence as mentioned

herein is provided. The Certificate shall NOT be older than 03 years.

DELIVERY SCHEDULE

Specify frequency / number of deliveries each month a bidder / supplier can manage. All

months will be equivalent to 30 Days. Each bidder will specify his Capability to ensure

delivery of all the equipment / items / furniture before the time limit specified for each Lot.

(Please Note: Framework contract for LOT-I Office Stationery will only be made for

Peshawar). It does not include other parts of Khyber Pakhtunkhwa. All deliveries for

all Goods / items under All Lots will be made to Peshawar, except if specified

otherwise under the contract that will be signed with the bidder(s) who are awarded

contracts

SCOPE OF SERVICES

Bidders capability in terms of post award services which includes: Lot Nos. 2, 3, 4, 5 & 6

Food Testing & Sampling Equipment, IT Equipment, Generators, Split Air

Conditioners, Refrigerators, Stabilizers, other office equipment and Office

Furniture.

a. Warranty

As specified in the Evaluation Criteria for each LOT and Section-V "Schedule of

Requirements" under each lot.

b. Technical & After Sales Services

Evidence and capability of firm/Bidders/ manufacturer for technical support & after sales

service during & beyond warranty period. At least 3-part replacement or 05-Repair /

After Sale Service Certificate stating Excellent or Good from Semi Government /

Government Departments supplying similar goods will be submitted. Or

On-site Technical & After Sales Service: Evidence and Capability of firm / bidder

to provide 24/7 on-site Technical and After Sale Service. Personnel or service center

installation / Warehouses at various Divisional Headquarters of Khyber Pakhtunkhwa,

Divisional Headquarters of Khyber Pakhtunkhwa includes Peshawar, Kohat, DI

Khan, Bannu, Mardan, Mingora, Abbotabad

PHASE-II (SAMPLE EVALUATION) (WEIGHT 40%) OF TECHNICAL EVALUATION

Sample Evaluation Phase-II carries 40% weight of Technical Evaluation. Phase-II

Includes Sample evaluation of proposed Equipment / items. Each item/ equipment will be

compared with similar equipment / item and will be scored for meeting and exceeding

"Quality, Performance, Functionality & Aesthetic etc." requirements set for each item as

specified in Section-V Schedule of requirements of these Standard Bidding Documents

and General Sample Evaluation Criteria specified below under Performance & Quality

Standards.



Please Note: Samples provided by the bidders for Technical Evaluation must meet the

requirements and specifications set here in these bidding documents. Any sample not meeting the

requirement will be rejected and disqualified from the evaluation process.

SAMPLE EVALUATION (PERFORMANCE OF QUALITY STANDARDS)

Samples will be compared and evaluated based on Performance & Quality Standards specified

in these bidding documents and Technical characteristics submitted by the bidder or indicated

during Sample Evaluation on the manufacturers approved original documents. In addition,

following Quality Matrix will also be used to score each equipment item:

a. Performance Item / Equipment primary operating characteristics. For a Printer

performance would include traits like copies per minute, memory of copies, dual page

auto copying etc. Only the dimension of quality that are measurable attributes, and that

can usually be ranked objectively on individual aspects of performance will be taken

into consideration.

b. Features are dimension of quality that is often a secondary aspect of performance.

Features are the additional characteristics that of products and services, those

characteristics that supplement their basic functioning.

c. Conformance Dimension of quality to which item / equipment design and operating

characteristics meet established industrial standards. In addition, Goods / item

specifications will be compared and validated with Specifications provided in these

Standard Bidding Documents in Section-V Schedule of Requirements.

d. Durability A measure of product life, durability with both economic and technical

dimensions. Durability in terms of Technical Dimensions can be defined as the amount

of use one gets from a product before it deteriorates. Such as after so many hours of

use, the Generator requires Engine Replacement or needs to be retired. Durability in

terms of Economy can Only Manufacturer submitted warranty will be accepted

provided on manufacturers letter head.

e. Serviceability The minimum time required for bidder / supplier to repair or service

equipment / item. Frequency with which service calls can be answered on site.

Availability of service center / technical staff in number and locations of districts in

Khyber Pakhtunkhwa.

f. Aesthetics The equipment / item look, comfort, feel, touch is compared to equipment

/ item of same type and kind.

Bidder / Supplier will be responsible to quote or highlight any of the above quality dimension

for the item / equipment or Service. In the absence of any quality dimension highlighted by

bidder / supplier dimension quoted / noted by other supplier will be used for comparison.

Proposals of the bidders / firms achieving combined weighted score of minimum 70% score

for Phase-1 & Phase-II of Technical Evaluation will stand technically qualified and will

qualify for Financial Evaluation. The procuring agency is currently operating in



following districts: 1. Swat 2. Mardan 3. Peshawar 4. Kohat 5. Bannu 6. DI Khan 7.

Abbottabad.

The Procuring agency is in process of extending its offices to following districts

by mid of July 2020: 1. Khyber Agency 2. Hangu 3. Upper Dir 4. Nowshera 5. Charsadda

6. Lakki Marwat 7. Tank 8. Kurram Agency 9. Haripur 10. Mansehra 11. Lower Dir 12.

Malakand 13. Swabi 14. Buner 15. Malakand.

Weighted Score of Phase-II will be calculated using below formula:

𝑷𝒉𝒂𝒔𝒆 − 𝑰𝑰 𝑾𝒆𝒊𝒈𝒉𝒕𝒆𝒅 𝑺𝒄𝒐𝒓𝒆 = 𝑻𝒑𝒉𝟐 × 𝑾𝒆𝒊𝒈𝒉𝒕𝒂𝒈𝒆 𝑷𝒉𝒂𝒔𝒆 − 𝑰𝑰

Where:

Tph2 = Total Score Achieved by a bid in Phase-II (Sample

Evaluation)

Weightage2 = Weightage of Phase-1I of Technical Evaluation i.e 40%

Total Technical Evaluation Score will be calculated for each bid by Summing weighted Scores

achieved during Phase-I (Bid Evaluation) and Phase-II (Sample Evaluation) multiplied

by the weightage of Technical Evaluation i.e 70% using below formula:

𝑻𝒐𝒕𝒂𝒍 𝑻𝒆𝒄𝒉𝒏𝒊𝒄𝒂𝒍 𝑬𝒗𝒂𝒍𝒖𝒂𝒕𝒊𝒐𝒏 𝑺𝒄𝒐𝒓𝒆 = (𝑻𝒑𝒉𝟏 + 𝑻𝒑𝒉𝟐) × 𝑻𝒆𝒄𝒉𝒏𝒊𝒄𝒂𝒍 𝑾𝒆𝒊𝒈𝒉𝒕

Where:

wPh1 = Weighted Score Achieved by a bid in Phase-1 (Bid Evaluation)

wPh2 = Weighted Score Achieved by a bid in Phase-II (Sample Evaluation)

Weightage = Weightage of Technical Evaluation i.e. 70%.

Bids achieving minimum 70% or 49 points in Technical Evaluation will qualify for Financial

Evaluation

FINANCIAL CRITERIA / LIFE CYCLE COSTS

Life-cycle costs are the costs of the goods, or services through the duration of their useful

life. In broad terms, the life-cycle costs comprise all costs to the Procuring Agency relating to

the acquisition operational life and end of life i.e Investment, Operation, Maintenance, time

taken for resolution of issues, end of life disposal. The life-cycle costs can be either “one-off”

costs or “recurrent” costs.

“One-off costs” are those that are paid only once with the acquisition of the requirement

being procured, such as initial price, purchase and installation costs, initial training or disposal

costs. “Recurrent costs” are those that are paid throughout the life cycle of the

requirement being procured. They depend on its longevity recurrent costs include service

and maintenance charges, repairs, Re-agents and spare parts and energy consumption. Since

the operating and maintenance costs of the equipment / item being procured form a major

part of the life cycle cost of the equipment / item, these costs will be evaluated according to

the principles given hereafter, including the cost of spare parts for the initial period of



operation stated below and based on prices furnished by each Bidder in Price Schedule, as

well as on past experience. Each such cost must be mentioned separately for the period

mentioned as useful life.

Note: Template-LCC is provided in Section-VII for ease of understanding the same must be

used for provision of “Financial Proposal”.

Acquisition Cost: Acquisition cost is a one-time cost of purchase of equipment / item.

Bidders will provide the best possible acquisition cost in their bids. For Evaluation purposes

acquisition cost will be added to the following:

Cost of Spare Parts: Such costs are recurrent costs Bidders will provide a separate list of

all items and quantities of major components, and selected spare parts, its total cost and

number of times each component & spare part such as is likely to be replaced for smooth

operations over the useful life of each equipment / item.

Operating and Maintenance Costs: Such costs are recurrent costs. Since the operating

and maintenance costs of the goods under procurement form a major part of the life cycle

cost of the equipment / item, these costs will be evaluated in accordance with the criteria

specified in the Bid Data Sheet or in the Technical Specifications. Operating & Maintenance

costs includes planned maintenance service costs, in addition it also includes service costs for

unplanned maintenance in case of unanticipated malfunction of equipment / item, repair. In

case of Generators Liters Consumed in an Hour at Load of 25%, 50%, 75% and 100% for

Furniture Cost of polishing an item, cost of repairing part of an item etc.

Note: - Bidders are required to provide only the necessary costs required, as mentioned,

and provided by the manufacturer in writing in the original catalogue, service

documents, user manual etc. of each equipment / item.

Incidental Cost (if Any) Incidental costs are such costs that arise out of provision of

incidental services necessary and related to the proposed equipment / item / goods. those

services ancillary to the supply of the Goods, such as transportation and insurance, and any

other incidental services, such as installation, provision of technical assistance, training, and

other such obligations of the Supplier covered under the Contract.

Total Useful Life (in Years) Number of years each equipment / item is fully functional, for

evaluation purpose only useful life will be fixed at 6 years for all items / equipment.

a. Added Value (if any):

Added value is any savings or revenue generated through supplier / companies extended

benefits in terms of any “savings offered for trading used equipment / item for a new”,

“any savings offered as salvage value for equipment / item or in spares/parts” and

“consumables/re-agents etc.”

a. Product replacement/ Upgrade Savings (if Any):

Such savings that may be offered to replace the product after warranty period or if the

procuring agency requires to upgrade the product with an advanced or new model

offered or upgradation of existing product to advanced and latest model by the

manufacturer or an upgraded version with advanced or new additional features of the

same model.



Description Price Yield Page cost

Toner

Maintenance Kit

Total Cost (PKR)

Note: To avoid future confusions on costs and prices bidders are required to provide

only manufacturer approved costs and the same must also be converted into the

currency of the procuring agency’s country.

Please Note: Number of years of useful life will not add any score to the combined

score of a bidder rather it’s the confidence of the bidder on his proposed quality &

durability of equipment / item in form of commitment with Procuring Agency to

provide all necessary services and support for the equipment / item.

SCORING AND WEIGHTING CRITERIA

The Technical Evaluation Committee will evaluate and score bids to in accordance with the

quality of Technical Proposal in terms of:

Extent that bidder / firm meets the criteria set for award of contract.

Extent that the bidder proposed equipment / item specifications meets or exceeds the

Specifications set herein these Standard Bidding Documents for the same item.

Extent that the bidder proposed equipment / item Sample meets or exceeds the level

or Quality Dimensions set in this Standard Bidding Documents (SBD) and Quality

Dimensions of the relevant industry.

Extent that proposed equipment / item exceeds the Performance & Productivity

measures set under specifications of requirements.

Extent that bidder proposed equipment / item exceeds the level of Capacity, or

Functionality features specified under specifications of requirements.

Extent that samples provided meets or exceeds the Level of Specifications of

requirements set in this SBD and Performance & Technical specifications provided /

proposed by bidder / firm in its bid.

Extent that bidder / firm meets or exceeds the level “Capacity & Capability,

Experience, Delivery Schedule, Scope of Services” requirements set the criteria

set in this SBD.

Extent that bidder / firm "Meets or Exceeds" the criteria set in this SBD.

a. Technical Evaluation Committee will score Bids on Item to item basis using weighted

evaluation scoring. Weights for each criterion has been determined by their level of

importance and provided in these bidding documents.

b. Scores for each individual criterion for each item will be applied to each of the additional

criteria and are multiplied by the weight factor to arrive at the final score.



c. The total Technical score for the Bids for each item will be determined through this

method and will be added to has been the basis for ranking Bids. The Evaluation

Committee will calculate the final scores using following methodology:

Rated-Type Criteria, And Sub-Criteria as appropriate, are prioritized, assigned merit

points, and weighted according to their relative importance in meeting the requirements.

During the evaluation process, the evaluation committee will evaluate each proposal for each

equipment / item on a rated point scale of 0 to 5 where “0” is Non-Compliant / or below

requirements and “5” “Exceptional or Exceeds requirements”,

The rated points / scores will be applied to each criterion, weighted result will be calculated

by multiplying the score by the weighting factor of the individual criterion.

For each bid the sum of weighted score of each criterion will be calculated which will

represent 70% Score for Technical Evaluation, the bids will be scored against criteria which

Weighting Totals to (100).

Rated Score achieved by a bid for each evaluation criteria "Ph1 & Ph2" will be Divided by

Max Available Score and Multiplied with the allocated Weightage of the same Criteria/

Category to form the weighted score of each criterion. Using formula/ calculation

methodology provided below.

𝑪𝒓𝒊𝒕𝒆𝒓𝒊𝒂 𝑾𝒆𝒊𝒈𝒉𝒕𝒆𝒅 𝑺𝒄𝒐𝒓𝒆 = (𝑺𝒖𝒎 𝒐𝒇 𝑷𝒐𝒊𝒏𝒕𝒔 𝑨𝒘𝒂𝒓𝒅𝒆𝒅

𝑴𝒂𝒙 𝑨𝒗𝒂𝒊𝒍𝒂𝒃𝒍𝒆 𝑷𝒐𝒊𝒏𝒕𝒔) × 𝑪𝒓𝒊𝒕𝒆𝒓𝒊𝒂 𝑾𝒆𝒊𝒈𝒉𝒕

CRITERIA CATEGORY BID-A BID-B BID-C BID-D MAX POINTS

Criteria-1 (20)

Sub criteria A

(10)

Sub criteria B

(10)

5/5*10=10

1/5*10=2

4/5*10=8

0/5*10=0

3/5*10=6

5/5*10=10

2/5*10=4

5/5*10=10 5

Criteria-2 (20)

Sub criteria (20)

1/5*20=4

2/5*20=8

3/5*20=12

4/5*20=16 5

Criteria-3 (30)

Sub criteria A

(12)

Sub criteria B (8)

Sub criteria C

(10)

2/5*12=4.8

3/5*8=4.8

2/5*10=4

3/5*12=7.2

5/5*8=8

3/5*10=6

4/5*12=9.6

2/5*8=3.2

4/5*10=8

5/5*12=12

1/5*8=1.6

5/5*10=10 5

Criteria-4 (30) 24 18 24 30 5

Technical

Score

53.6 55.2 72.8 83.6

RATED SCORE AND ASSESSMENT CRITERIA

Rated Score will be awarded on the following general parameters taken as a whole:



Assessment Definition Points

Excellent

Exceeds the quality, specifications, performance, productivity

& functionality requirements with additional benefits.

Exceptional demonstration by the supplier of the relevant

ability, understanding, experience, service delivery, resource

& quality measures required to provide the equipment / item.

Response identifies factors that will offer potential added

value, with evidence to support and complete in all manner.

5

Good

Meets the quality, specifications, performance, productivity &

functionality requirements with minor additional benefit.

Good demonstration by the supplier of the relevant ability,

understanding, experience, service delivery, resource &

quality measures required to provide the equipment / item.

Response identifies factors that will offer potential added

value, with evidence to support and complete in all manner.

4

Acceptable

Satisfies the requirement. Demonstration by the Supplier of

the relevant ability, understanding, experience, skills, resource

& quality measures required to provide the supplies / services,

with evidence to support the response.

3

Inadequate

Satisfies the requirement with minor reservations. Some

minor reservations of the Supplier’s relevant ability,

understanding, experience, skills, resource & quality measures

required to provide the supplies / services, with little or no

evidence to support the response.

2

Not

Acceptable

Satisfies the requirement with major reservations.

Considerable reservations of the supplier’s relevant ability,

understanding, experience, skills, resource & quality measures

required to provide the supplies / services, with little or no

evidence to support the response.

1

Nil or No

Response

Does not meet the requirement. Does not comply and/or

insufficient information provided to demonstrate that the

Supplier has the ability, understanding, experience, skills,

resource & quality measures required to provide the supplies

/ services, with little or no evidence to support the response.

0

The score for each feature within a criteria/ category will be combined with the scores of

features in the same category as a sum to form the Criteria/ Category Technical Score.

The Scores of all the Criteria/ Category will be combined as a Sum to form the Total Technical

Score of a bid for each Good/ item proposed





TECHNICAL EVALUATION CRITERIA

No chance will be provided for re-submission of secondary documentation. The bidders must

carefully read the instructions. Non-compliance to the stated instructions may lead to their technical disqualification. Separate Technical

Evaluation Criteria has been specified below for each Lot.

No chance will be provided for re-submission of secondary documentation. The BIDDERS must carefully read the instructions. Non-compliance

to the stated instructions may lead to their technical disqualification

EVALUATION CRITERIA LOT-1 (OFFICE STATIONERY & OFFICIAL PRINTED MATERIAL

SNO

CATEGORY

WEIGHT CRITERIA FOR SCORE SCORES

1 Compliance/Conformity with

requirements 10

a. 100% compliance with additional benefits 5

b. 100% compliance no additional benefits. 4

c. 90% compliance. 3

2

Delivery period in "Days" for supply of

Goods/ Items/ Printed Material from

the Day each Purchase Order is issued

during framework term

10

a. Delivery within 5 working Days. 5

4

c. Delivery within 14 working Days. 3

3 Sample Evaluation 40

a. Goods/ Items/ Printing Quality is Outstanding. 5

b. Goods/ Items/ Printing Quality is Excellent. 4

c. Goods/ Items/ Printing Quality is Good. 3

4 Financial Capabilities 10

a. Audit reports of last consecutive 3 years showing

Good financial position of bidder’s firm / company

submitted. 5

b. Last sales tax paid Form 4



EVALUATION CRITERIA LOT-1 (OFFICE STATIONERY & OFFICIAL PRINTED MATERIAL

SNO

CATEGORY

WEIGHT CRITERIA FOR SCORE SCORES

c. Bank Statement for Last Two (02) years Showing

good financial position showing minimum

transactions of 02 (Two) million or above. 3

5 Printing Press 10

a. Bidder owns and has an established printing press

within Peshawar. 5

b. Bidder has a partnership and established printing

press within Peshawar. 4

c. Bidder has Proprietary and established printing

press within Peshawar. 3

6 Bidder’s / firms Experience 10

a. 03 certificates submitted clearly mentioning

Excellent / Very Good Performance”. 5

b. 02 certificates submitted clearly mentioning

Excellent / Very Good Performance”. 4

c. 01 certificate certificates submitted clearly

mentioning Excellent / Very Good Performance”. 3

7 Established Warehouse within

Peshawar 10

b. Established Business place without warehouse in

Peshawar. 4

c. Established Business Place and Warehouse in 100

KM from Peshawar 3

Total 100

Please Note: A valid & Registered partnership agreement will be required as an evidence to award points to a bidder for Criteria No.

(5) “Printing Press”.



EVALUATION CRITERIA LOT-2 Food Testing & Sampling Equipment

Sno CATEGORY WEIGHT CRITERIA FOR SCORE SCORES

1 Quality 32

i Compliance/Conformity with

requirements 8




ii Product Performance &

Productivity 8

a 100% compliance with additional benefits 5

b 100% compliance no additional benefits. 4

c 90% compliance. 3





3 Bidders Capacity &

Capability 10

a Financial Capabilities 3



submitted.

5




transactions of 02 (Two) million or above.

3

b

Quality Assurance by

company/bidder 5

a. Approved Internal Quality Control and Assurance

Procedures in place & functional along with regular

external quality & standards control monitoring

5





conducted. Evidence of External & Internal Quality

Control tests conducted before delivery to

procuring agency.

b. Approved Internal Quality Control and Assurance

Procedures in place & functional occasional external

quality & standards control monitoring conducted.

Evidence of Quality Control tests conducted before

delivery to procuring agency submitted.

4

c. Approved Internal Quality Control and Assurance

Procedures in place & functional. Quality Control

tests conducted before delivery to procuring agency

submitted.

3

c Personnel Capabilities 2

a. One Engineer with more than 5 years of

experience as a manager based at the location of

Procuring Agency.

5

One Diploma Engineer with 3 years of experience

based at Procuring Agency’s location. 4

c. One Technician with 3 years of minimum

experience based at Procuring Agency’s location.

Signed copy by HR Head submitted.

3

iv Bidder’s / firms Experience 6


Excellent / very good performance”. 5







c. 01 certificate certificates submitted clearly

mentioning Excellent / very good performance”. 3

v Delivery Schedule 10

a. Delivery date confirmed within 08 days from

award of contract. 5

b. Delivery date confirmed within 15 days from

award of contract 4

c. Delivery date confirmed within 25 days from

award of contract. 3

vi Scope of Services 17 a. 01 year international, 02 years local warranty for

replacement provided. 4

a Warranty 6

b. 01 year international, 01-year local warranty for

replacement provided. 3

Please Note: Max score of 05 will be awarded to firm

/ bidder providing 01 year international, 03 years

local warranty for replacement.

b Technical Support & After

Sales Services 6

a. 3-part replacement or 05-Repair / After Sale

Service Certificate stating Excellent or Good from

Semi Government / Government Departments

supplying similar goods will be submitted.

5

b. 2-part replacement or 03-Repair / After Sale



supplying similar goods will be submitted

4





c. 01-part replacement or 01-Repair / After Sale



supplying similar goods will be submitted.

3

c Established Office / Service

Center 5

a. Established office & Service Center within

Peshawar with 24/7 after sales service facility. 5

b. Established office within 150 KM from the

procuring agency’s location with 24/5 after sales

service facility.

4

c. Established office within 300 KM from the

procuring agency’s location with 24/7 after sales

service facility.

3

Total Weight: Criteria (i + ii + iii

+ iv + v + vi) = 100



EVALUATION CRITERIA LOT-3 (GENERATORS)

SNO CATEGORY WEIGHT CRITERIA FOR SCORE SCORES


requirements 10




2 Warranty 10

a. One Year or 600 hours for replacement of parts

provided. 5

b. One Year or 500 hours for replacement of parts

provided. 4


a. Goods/ Items/ Printing Quality is Outstanding. 5

b. Goods/ Items/ Printing Quality is Excellent. 4

c. Goods/ Items/ Printing Quality is Good. 3


Audit reports of last consecutive 3 years showing


submitted.

5



good financial position showing minimum transactions

of 02 (Two) million or above. 3

5 After Sale Service 10

a. Established Office within Peshawar district with

24/7 after sale service facility. 5

b. Established office within 150 KM from the procuring

agency’s location with 24/5 after sales service facility. 4

c. Established office within 300 KM from the procuring

agency’s location with 24/7 after sales service facility. 3



EVALUATION CRITERIA LOT-3 (GENERATORS)


6 Bidder’s / firms Experience 10




Excellent / very good performance

c. certificates submitted clearly mentioning Excellent /

very good performance

7 Delivery Schedule 10

Delivery date confirmed within 15 days from award of

contract.


contract


contract



EVALUATION CRITERIA LOT-4 (IT EQUIPMENT, CCTV CAMERAS & DVR AND OFFICE EQUIPMENT & APPLIANCES)



requirements 10




2 Warranty 10

a. One-year Local Warranty for replacement of pa

provided as per requirements specified. 5

b. One-year International Warranty for

replacement parts provided as per requirements

specified.

4


a. Goods/ Items/ Quality is as per specifications w

additional benefits. 5

b. Goods/ Items/ Quality is as per specifications w

some additional benefits. 4

c. Goods/ Items/ Quality is as per specifications with

no additional benefits. 3




submitted

5




transactions of (Two) million or above.

3


a. Established Office within Peshawar district with 2

telephone support after sale service facility. 5

b. Established office within Khyber Pakhtunkhwa w

24/7 telephone support after sale service facility. 4



EVALUATION CRITERIA LOT-4 (IT EQUIPMENT, CCTV CAMERAS & DVR AND OFFICE EQUIPMENT & APPLIANCES)


c. Established office within Khyber Pakhtunkhwa w

24/7 telephone support after sale service facility. 3

6 Bidder’s / firms Experience 10 03 certificates submitted clearly mentioning

Excellent / very good performance”.

02 certificates submitted clearly mentioning


01 certificate certificates submitted clearly

mentioning Excellent / very good performance”.

7 Delivery Schedule 10 a. Delivery date confirmed within 15 days from

award of contract.

b. Delivery date confirmed within 25 days from

award of contract

c. Delivery date confirmed within 35 days from

award of contract.

Total 100



EVALUATION CRITERIA LOT-5 (OFFICE FURNITURE)



requirements 10




2 Warranty 10

a. Anti-Termite Warranty for One year provided as per

requirements specified. 5

b. Anti-Termite Warranty for 06 months provided. 4


a. Goods/ Items/ Quality is as per specifications with


b. Goods/ Items/ Quality is as per specifications with


c. Goods/ Items/ Quality is as per specifications with no

additional benefits 3


a. Audit reports of last consecutive 3 years showing Go

financial position of bidder’s firm / company submit 5


c. Bank Statement for Last Two (02) years Showing go

good financial position showing minimum transactions

of 02 (Two) million or above.



EVALUATION CRITERIA LOT-5 (OFFICE FURNITURE)



a. Established Office within Peshawar district with 24/7

telephone support & after sale service facility. 5

b. Established office within Peshawar with 24/5

telephone support & after sale service facility. 4

c. Established office within Khyber Pakhtunkhwa with

24/7 telephone support & after sale service facility. 3

6 Bidder’s / firms Experience 10 03 certificates submitted clearly mentioning Excellent /

very good performance”.

02 certificates submitted clearly mentioning Excellent /

very good performance”.

01 certificate certificates submitted clearly mentioning


7 Delivery Schedule 10 a. Delivery date confirmed within 15 days from award

of contract.

b. Delivery date confirmed within 25 days from award

of contract

c. Delivery date confirmed within 35 days from award

of contract.

Total 100



EVALUATION CRITERIA LOT-6 (Vehicle Tyres)



requirements 10




2 Manufacturing Date 10

a. Tyres Manufacturing date is less than 03 months

from date of the purchase order. 5

b. Tyres Manufacturing date should be less than 06

months from date of the purchase order. 4

c. Tyres Manufacturing date should be less than 08

months from date of the purchase order.


a. Goods/ Items/ Quality is as per specifications with


b. Goods/ Items/ Quality is as per specifications with


c. Goods/ Items/ Quality is as per specifications with

no additional benefits 3



Go financial position of bidder’s firm / company

submit

5



go good financial position showing minimum

transactions of 02 (Two) million or above.

5 After Sale Service 10 a. Established Mechanical Workshop (wheel

balancing & Alignment) within Peshawar district 5



EVALUATION CRITERIA LOT-6 (Vehicle Tyres)


with 24/7 telephone support & after sale service

facility.

b. Established Mechanical Workshop (wheel

balancing & Alignment) within Peshawar district

with 24/7 telephone support & after sale service

facility.

4

c. Established Mechanical Workshop (wheel

balancing & Alignment) after sale service facility

within Peshawar district with no telephone support.

3

6 Bidder’s / firms Experience 10 03 certificates submitted clearly mentioning


02 certificates submitted clearly mentioning


01 certificate certificates submitted clearly

mentioning Excellent / very good performance”.

7 Delivery Schedule 10 a. Delivery date confirmed within 07 days from the

date of the Purchase order.

b. Delivery date confirmed within 14 days from the

date of the Purchase Order.

c. Delivery date confirmed within 20 days from the

date of the purchase order.

Total 100



EXAMPLE SCORING METHODOLOGY OF RATED TYPE CRITERIA

The example below shows how the weighted scores are calculated for each criterion and sub-criterion, the weighing of the intermediate scores,

and application of the weighing factor for mandatory rated criteria. Each Bidder is scored on the scale specified above for each Criteria and Sub

Criteria where applicable. For example. For the Category 1 evaluation criteria “Quality – 32%”, the scoring methodology is as follows:

Technical Criteria Criteria

Weight

Sub Criteria

Weight

Score

(out of

Max = 5)

% Score Sub Criteria

Weighted Score

Criteria

Weighted

Score

D E F G H I

i Quality 32% (8 + 6 + 8 + 8)

= 30

A Product Quality 25% 5 5/5 = 100%

(100 x 25 x 32) x 100

= 8

B

Compliance/Conformity

with requirements 25% 4 4/5 = 80%

(80 x 25 x 32) x 100=

6

C

Product Performance &

Productivity 25% 5 5/5 = 100%

(100 x 25 x 32) x 100

= 8

D

Equipment / item local

Standard, Quality,

Calibration and Accuracy

of Results Certifications

25% 5 5/5 = 100% (100 x 25 x 32) x 100

= 8



FINANCIAL CRITERIA / LIFE CYCLE COSTS

Financial / Cost evaluation will be done on details provided for each equipment / item

separately by bidder / firm using below Template. Before All the costs i.e “Bid/Acquisition

and Maintenance / Operation” are added, Each “Maintenance / Operation cost” will be the

number of years of useful life provided and sum of such cost will be added to

“Bid/Acquisition Cost”. Total Cost of Ownership or the cost Procuring Agency will have

to incur for each equipment / item in order to get best and accurate results.

Costs will be calculated as follows:

1. Total Costs =

(Maintenance Cost (Service + Spare parts + Consumables (1+2+3), Upgrade &

Calibration) x Number of years (useful life)) + Bid Cost (Purchase + Accessories +

Delivery)

2. Total Cost of Ownership / Life Cycle Cost =

Total Cost – Savings

Example Calculation:

Bid Cost = 150, Maintenance / Operation Cost = 50, Savings = 40, Useful life (years) = 5

Maintenance Cost = 50 x 5 = 250

Total Cost = 150 + 250 = 400

Total Cost of Ownership / Life Cycle Cost = 400 – 40 = 360

Applying Life Cycle Costing and Combined Scores. Once each Proposal cost has been

calculated it is scored using the following calculation:

= Lowest Evaluated Bid Cost ÷ Evaluated Bid Cost x Cost/Financial weight

Example Calculation

Evaluated Bid Cost = 360

Lowest Evaluated Bid Cost = 300

Weight = 30%

Score = 300 ÷ 360 x 30% = 25



SECTION-IV GENERAL CONDITIONS OF CONTRACT



No Title

1 Definitions

2 Contract Documents

3 Fraud and Corruption

4 Interpretation

5 Language

6 Joint Venture

7 Eligibility

8 Notices

9 Governing Law

10 Settlement of Disputes

11 Scope of Supply

12 Delivery

13 Supplier’s Responsibilities

14 Procuring Agency's Responsibilities

15 Contract Price

16 Terms of Payment

18 Performance Security

19 Copyright

20 Confidential Information

21 Subcontracting

22 Specifications and Standards

23 Packing and Documents

24 Insurance

25 Transportation

26 Inspections and Tests

27 Liquidated Damages

28 Warranty

29 Patent Indemnity

30 Limitation of Liability

31 Change in Laws and Regulations

32 Force Majeure

33 Change Orders and Contract Amendments

34 Extensions of Time

35 Termination

36 Assignment

37 Respectful Work Environment



GENERAL CONDITIONS OF THE CONTRACT

No GCC Title Description

1 Definitions The following words and expressions will have the meanings hereby

assigned to them:

a. "Contract" means the Agreement entered between the

Procuring Agency and the Supplier, together with the

Contract Documents referred to therein, including all

attachments, appendixes, and all documents incorporated by

reference therein.

b. "Contract Documents” means the documents listed in the

Agreement, including any amendments thereto.

c. "Contract Price" means the price payable to the Supplier as

specified in the Agreement, subject to such additions and

adjustments thereto or deductions therefrom, as may be made

pursuant to the Contract.

d. "Delivery means" the transfer of the Goods from the Supplier

to the Procuring Agency in accordance with the terms and

conditions set forth in the Contract.

e. "Completion” means the fulfillment of the Related Services by

the Supplier in accordance with the terms and conditions set

forth in the Contract.

f. "Eligible Countries” means the countries and territories

eligible as listed in Section 5.

g. "GCC” means the General Conditions of Contract.

h. "Goods” means all of the commodities, raw material, machin-

ery and equipment, and/or other materials that the Supplier is

required to supply to the Procuring Agency under the

Contract.

i. "Procuring Agency's Country” is the country specified in

the Special Conditions of Contract (SCC).

j. "Procuring Agency” means the entity purchasing the Goods

and Related Services, as specified in the SCC.

k. "Related Services” means the services incidental to the supply of

the goods, such as insurance, installation, training and initial

maintenance and other similar obligations of the Supplier under

the Contract.

l. "SCC” means the Special Conditions of Contract.

m. "Subcontractor” means any natural person, private or

government entity, or a combination of the above, including its

legal successors or permitted assigns, to whom any part of the




Goods to be supplied or execution of any part of the Related

Services is subcontracted by the Supplier.

n. "Supplier” means the natural person, private or government

entity, or a combination of the above, whose bid to perform the

Contract has been accepted by the Procuring Agency and is

named as such in the Agreement and includes the legal

successors or permitted assigns of the Supplier.

o. "Procuring Agency” is the Khyber Pakhtunkhwa Food

Safety & Halaal Food Authority.

p. "Regional Office” where applicable, means the places of

delivery named in these bidding documents where Procuring

Agency has offices apart from Directorate General at

Peshawar.

2 Contract

Documents 2.1 Subject to the order of precedence set forth in the Agreement,

all documents forming the Contract (and all parts thereof) are

intended to be correlative, complementary, and mutually

explanatory.

3 Fraud and

Corruption

3.1 The Procuring Agency in pursuance to Khyber Pakhtunkhwa

Public Procurement Laws, Acts and other Laws of

Government of Pakistan and Khyber Pakhtunkhwa

requires that, Supplier / Bidder / contractors and their agents,

Service providers or Suppliers, and any personnel thereof,

observe the highest standard of ethics during the procurement

and execution of contracts financed through Public Funds; and

(a) defines, for the purposes of this provision, the terms set

forth below as follows:

(i) "Corrupt Practice” means the offering, giving, receiving, or

soliciting, directly or indirectly, anything of value to influence

improperly the actions of another party;

(ii) "Fraudulent Practice” means any act or omission,

including a misrepresentation, that knowingly or recklessly

misleads, or attempts to mislead, a party to obtain a financial

or other benefit or to avoid an obligation;

(iii) "Coercive Practice” means impairing or harming, or

threatening to impair or harm, directly or indirectly, any party

or the property of the party to influence improperly the

actions of a party;

(iv) "Collusive Practice” means an arrangement between two

or more parties designed to achieve an improper purpose,

including influencing improperly the actions of another party;




(v) "abuse” means theft, waste, or improper use of assets related

to Procuring Agency related activity, either committed

intentionally or through reckless disregard;

(vi) "Conflict Of Interest” means any situation in which a party

has interests that could improperly influence that party’s

performance of official duties or responsibilities, contractual

obligations, or compliance with applicable laws and

regulations;

(vii) "Obstructive Practice” means (a) deliberately destroying,

falsifying, altering, or concealing of evidence material to

Procuring Agency investigation, or deliberately making false

statements to investigators, with the intent to impede

Procuring investigation; (b) threatening, harassing, or

intimidating any party to prevent it from disclosing its

knowledge of matters relevant to a Bank investigation or from

pursuing the investigation; or (c) deliberate acts intended to

impede the exercise of Procuring Agency contractual rights

of audit or inspection or access to information; and

(viii) "Integrity Violation" is any act, as defined under Procuring

Agency Integrity Principles and Guidelines (2015, as amended

from time to time), which violates Procuring Agency

Anticorruption Policy, including (i) to (vii) above and the

following: violations of Procuring Agency sanctions, retaliation

against whistleblowers or witnesses, and other violations of

Procuring Agency Anticorruption Policy, including failure to

adhere to the highest ethical standard.

(b) will reject a proposal for award if it determines that the

Bidder recommended for award has, directly or through an

agent, engaged in corrupt, fraudulent, collusive, coercive, or

obstructive practices or other integrity violations in

competing for the Contract;

(c) will cancel the portion of the financing allocated to a

contract if it determines at any time that representatives of

the borrower or of a beneficiary of Procuring Agency-

financing engaged in corrupt, fraudulent, collusive, coercive,

or obstructive practices or other integrity violations during

the procurement or the execution of that contract, without

the borrower having taken timely and appropriate action

satisfactory to Procuring Agency to remedy the situation;

(d) will impose remedial actions on a firm or an individual, at

any time, in accordance with Procuring Agency

Anticorruption Policy and Integrity Principles and




Guidelines, including declaring ineligible, either indefinitely

or for a stated period of time, to participate in Procuring

Agency-financed, -administered, or -supported activities or

to benefit from an Procuring Agency-financed, -

administered, or -supported contract, financially or

otherwise, if it at any time determines that the firm or

individual has, directly or through an agent, engaged in

corrupt, fraudulent, collusive, coercive, or obstructive

practices or other integrity violations; and

3.2 All Bidders, consultants, contractors, suppliers and other third

parties engaged or involved in Procuring Agency-related

activities have a duty to cooperate fully in any screening or

investigation when requested by Procuring Agency to do so.

Such cooperation includes, but is not limited to, the following:

1. being available to be interviewed and replying fully and

truthfully to all questions asked;

2. providing Procuring Agency with any items requested

that are within the party’s control including, but not

limited to, documents and other physical objects;

3. upon written request by Procuring Agency, authorizing

other related entities to release directly to Procuring

Agency such information that is specifically and materially

related, directly or indirectly, to the said entities or issues

which are the subject of the investigation;

4. cooperating with all reasonable requests to search or

physically inspect their person and/or work areas,

including files, electronic databases, and personal

property used on Procuring Agency activities, or that

utilizes Procuring Agency Information and

Communications Technology (ICT) resources or

systems (including mobile phones, personal electronic

devices, and electronic storage devices such as external

disk drives);

5. cooperating in any testing requested by Procuring

Agency, including but not limited to, fingerprint

identification, handwriting analysis, and physical

examination and analysis; and




6. preserving and protecting confidentiality of all

information discussed with, and as required by, Procuring

Agency.

3.2 All Bidders, consultants, contractors and suppliers will ensure

that, in its contract with its sub-consultants, Subcontractors and

other third parties engaged or involved in Procuring Agency

related activities, such sub-consultants, Subcontractors and

other third parties similarly undertake the foregoing duty to

cooperate fully in any screening or investigation when requested

by Procuring Agency to do so.

3.3 The Supplier will permit Procuring Agency to inspect the

Supplier’s accounts and records relating to the performance of

the Supplier and to have them audited by auditors appointed by

Procuring Agency, if so required by Procuring Agency.

Please Note: Sub Contracts are not allowed under this bidding. The

above clauses only cover the scenario wherein it is not avoidable to

sub contract by supplier. For any such Sub Contracts prior written

intimation will be sent to Procuring Agency and written approval will

be sought by the supplier from the Procuring Agency.

4 Interpretati

on

4.1 If the context so requires it, singular means plural and vice

versa.

4.2 Entire Agreement

the Contract constitutes the entire agreement between the

Procuring Agency and the Supplier and supersedes all

communications, negotiations, and agreements (whether

written or oral) of parties with respect thereto made prior to

the date of Contract.

4.3 Amendment

No amendment or other variation of the Contract will be valid

unless it is in writing, is dated, expressly refers to the Contract,

and is signed by a duly authorized representative of each party

thereto.

4.4 Nonwaiver

(a) Subject to GCC Subclause 4.4(b) below, no relaxation,

forbearance, delay, or indulgence by either party in

enforcing any of the terms and conditions of the Contract

or the granting of time by either party to the other will

prejudice, affect, or restrict the rights of that party under

the Contract, neither will any waiver by either party of any




breach of Contract operate as waiver of any subsequent

or continuing breach of Contract.

(b) Any waiver of a party’s rights, powers, or remedies under

the Contract must be in writing, dated, and signed by an

authorized representative of the party granting such

waiver, and must specify the right and the extent to which

it is being waived.

4.5 Severability

If any provision or condition of the Contract is prohibited or

rendered invalid or unenforceable, such prohibition, invalidity,

or unenforceability will not affect the validity or enforceability

of any other provisions and conditions of the Contract.

5 Language 5.1 The Contract as well as all correspondence and documents

relating to the Contract exchanged by the Supplier and the

Procuring Agency, will be written in the language specified in

the SCC. Supporting documents and printed literature that are

part of the Contract may be in another language provided they

are accompanied by an accurate translation of the relevant

passages in the language specified in the SCC, in which case, for

purposes of interpretation of the Contract, this translation will

govern.

5.2 The Supplier will bear all costs of translation to the governing

language and all risks of the accuracy of such translation.

6 Joint

Venture 6.1 If the Supplier is a Joint Venture all the parties will be jointly

and severally liable to the Procuring Agency for the

fulfillment of the provisions of the Contract and will designate

one party to act as a leader with authority to bind the Joint

Venture. The composition or the constitution of the Joint

Venture will not be altered without the prior consent of the

Procuring Agency.

7 Eligibility 7.1 The Supplier and its Subcontractors will have the nationality of

an eligible country. A Supplier or Subcontractor will be deemed

to have the nationality of a country if it is a citizen or

constituted, incorporated, or registered, and operates in

conformity with the provisions of the laws of that country.

7.2 All Goods and Related Services to be supplied under the

Contract and financed by Procuring Agency will have their

origin in Eligible Countries. For this clause, "country of origin”

means the country where the goods have been grown, mined,




cultivated, produced, manufactured, or processed; or through

manufacture, processing, or assembly, another commercially

recognized article results that differs substantially in its basic

characteristics from its imported components.

8 Notices 8.1 Any Notice given by one party to the other pursuant to the

Contract will be in writing to the address specified in the SCC.

The term "in writing” means communicated in written form

with proof of receipt.

8.2 A Notice will be effective when delivered or on the Notice’s

effective date, whichever is later.

9 Governing

Law 9.1 The Contract will be governed by and interpreted in accordance

with the laws of the Procuring's country, unless otherwise

specified in the SCC.

10 Settlement

of Disputes 10.1 The Procuring Agency and the Supplier will make every

effort to resolve amicably by direct informal negotiation any

disagreement or dispute arising between them under or in

connection with the Contract.

10.2 If the parties fail to resolve such a dispute or difference by

mutual consultation within 28 days from the commencement of

such consultation, either party may require that the dispute be

referred for resolution to the formal mechanisms specified in

the SCC.

11 Scope of

Supply

11.1 Subject to the SCC, the Goods and Related Services to be

supplied will be as specified in Section-V (Schedule of

Requirements).

11.2 Unless otherwise stipulated in the Contract, the Scope of

Supply will include all such items not specifically mentioned in

the Contract but that can be reasonably inferred from the

Contract as being required for attaining Delivery and

Completion of the Goods and Related Services as if such items

were expressly mentioned in the Contract.

12 Delivery 12.1 Subject to GCC Subclause 33.1, the Delivery of the Goods and

Completion of the Related Services will be in accordance with

the Delivery and Completion Schedule specified in the Section-

V (Schedule of Requirements). The details of shipping and other

documents to be furnished by the Supplier are specified in the

SCC.

13 Supplier’s

Responsibili

ties

13.1 The Supplier will supply all the Goods and Related Services

included in the Scope of Supply in accordance with GCC Clause




11, and the Delivery and Completion Schedule, as per GCC

Clause 12.

14 Procuring's

Responsibili

ties

14.1 Whenever the supply of Goods and Related Services requires

that the Supplier obtain permits, approvals, and import and

other licenses from local public authorities, the Procuring

Agency will, if so required by the Supplier, make its best effort

to assist the Supplier in complying with such requirements in a

timely and expeditious manner.

14.2 The Procuring Agency will pay all costs involved in the

performance of its responsibilities, in accordance with GCC

Subclause 14.1.

15 Contract

Price

15.1 The Contract Price will be as specified in the Agreement

subject to any additions and adjustments thereto, or deductions

therefrom, as may be made pursuant to the Contract.

15.2 Prices charged by the Supplier for the Goods delivered and the

Related Services performed under the Contract will not vary

from the prices quoted by the Supplier in its bid, except for any

price adjustments authorized in the SCC.

16 Terms of

Payment 16.1 The Contract Price will be paid as specified in the SCC.

16.2 The Supplier’s request for payment will be made to the

Procuring Agency in writing, accompanied by invoices

describing, as appropriate, the Goods delivered, and Related

Services performed, and by the documents submitted pursuant

to GCC Clause 12 and upon fulfillment of all the obligations

stipulated in the Contract.

16.3 Payments will be made promptly by the Procuring Agency,

no later than 60 working days after submission of an invoice or

request for payment by the Supplier, and the Procuring

Agency has accepted it. Subject to conditions specified in the

SCC.

16.4 The currency or currencies in which payments will be made to

the Supplier under this Contract will be specified in the SCC.

17 Taxes and

Duties

For goods supplied from outside the Procuring Agency's country, the

Supplier will be entirely responsible for all taxes, stamp duties, license fees,

and other such levies imposed outside the Procuring Agency's country.

17.1 For goods supplied from within the Procuring Agency's

country, the Supplier will be entirely responsible for all taxes,

duties, license fees, etc., incurred until delivery of the

contracted Goods to the Procuring Agency.




17.2 If any tax exemptions, reductions, allowances or privileges

may be available to the Supplier in the Procuring Agency's

Country, the Procuring Agency will use its best efforts to

enable the Supplier to benefit from any such tax savings to

the maximum allowable extent.

18 Performan

ce Security

18.1 The Supplier will, within 10 working days of the notification

of Contract award, provide a Performance Security for the

due performance of the Contract in the amounts and

currencies specified in the SCC.

18.2 The proceeds of the Performance Security will be payable to

the Procuring Agency as compensation for any loss

resulting from the Supplier’s failure to complete its

obligations under the Contract.

18.3 The Performance Security will be denominated in the

currencies of the Contract, or in a freely convertible

currency acceptable to the Procuring Agency and will be

in one of the forms stipulated by the Procuring Agency in

the SCC, or in another form acceptable to the Procuring

Agency.

18.4 The Performance Security will be discharged by the

Procuring Agency and returned to the Supplier not later

than 28 days following the date of completion of the

Supplier’s performance obligations under the Contract,

including any warranty obligations, unless specified otherwise

in the SCC.

19 Copyright 19.1 The copyright in all drawings, documents, and other materials

containing data and information furnished to the Procuring

Agency by the Supplier herein will remain vested in the

Supplier, or, if they are furnished to the Procuring Agency

directly or through the Supplier by any third party, including

suppliers of materials, the copyright in such materials will

remain vested in such third party.

20 Confidentia

l

Informatio

n

20.1 The Procuring Agency and the Supplier will keep

confidential and will not, without the written consent of the

other party hereto, divulge to any third party any documents,

data, or other information furnished directly or indirectly by

the other party hereto in connection with the Contract,

whether such information has been furnished prior to, during

or following completion or termination of the Contract.




Notwithstanding the above, the Supplier may furnish to its

Subcontractor such documents, data, and other information

it receives from the Procuring Agency to the extent

required for the Subcontractor to perform its work under

the Contract, in which event the Supplier will obtain from

such Subcontractor an undertaking of confidentiality like that

imposed on the Supplier under GCC Clause 25.

20.2 The Procuring Agency will not use such documents, data,

and other information received from the Supplier for any

purposes unrelated to the Contract. Similarly, the Supplier

will not use such documents, data, and other information

received from the Procuring Agency for any purpose

other than the design, procurement, or other work and

services required for the performance of the Contract.

20.3 The obligation of a party under GCC Subclauses 25.1 and 25.2

above, however, will not apply to information that

(a) the Procuring Agency or Supplier needs to share

with or other institutions participating in the financing

of the Contract;

(b) now or hereafter enters the public domain through no

fault of that party;

(c) can be proven to have been possessed by that party at

the time of disclosure and which was not previously

obtained, directly or indirectly, from the other party;

(d) or otherwise lawfully becomes available to that party

from a third party that has no obligation of

confidentiality.

20.4 The above provisions will not in any way modify any

undertaking of confidentiality given by either of the parties

hereto prior to the date of the Contract in respect of the

Supply or any part thereof.

20.5 The provisions of GCC Clause 25 will survive completion or

termination, for whatever reason, of the Contract.

21 Subcontrac

ting

21.1 Sub Contracts are not allowed under this bidding. The word

has been referred to multiple times throughout the Bidding

Documents only for the purpose and scenario if arises wherein

it is not avoidable to sub contract by supplier in order to meet




his obligation under the contract. However, such contracts will

be subject to;

a) Prior written intimation will be sent to Procuring Agency

and written approval will be sought by the supplier before

any sub contract.

b) Written justification is mandatory and must provide along

with the written intimation.

c) Procuring Agency will review any such request submitted

by a supplier and will respond within 7 working days in

writing.

d) Supplier after seeking written approval will submit a copy

of any subcontract as and when signed.

e) If Procuring Agency satisfies itself that the sub contract

may not lead to a better outcome may result in any loss

or damage to the Procuring Agency and Public Funds the

Procuring Agency will be entitled to cancel the Sub

Contract or the overall contract; and

f) To purchase the goods elsewhere on the supplier account

and risk and the supplier shall be liable for any loss or

damage which the procuring Agency may sustain in

consequence of arising out of such purchase.

22 Specificatio

ns and

Standards

22.1 Technical Specifications and Drawings

(a) The Supplier will ensure that the Goods and Related

Services comply with the technical specifications and

other provisions of the Contract.

(b) The Supplier will be entitled to disclaim responsibility for

any design, data, drawing, specification or other

document, or any modification thereof provided or

designed by or on behalf of the Procuring Agency, by

giving a notice of such disclaimer to the Procuring

Agency.

(c) The Goods and Related Services supplied under this

Contract will conform to the standards mentioned in

Section-V (Schedule of Requirements) and, when no

applicable standard is mentioned, the standard will be

equivalent or superior to the official standards whose




application is appropriate to the country of origin of the

Goods.

22.2 Wherever references are made in the Contract to codes and

standards in accordance with which it will be executed, the

edition or the revised version of such codes and standards will

be those specified in the Section-V (Schedule of Requirements).

During Contract execution, any changes in any such codes and

standards will be applied only after approval by the Procuring

Agency and will be treated in accordance with GCC Clause

33.

23 Packing and

Documents 23.1 The Supplier will provide such packing of the Goods as is

required to prevent their damage or deterioration during

transit to their destination, as indicated in the Contract.

During transit, the packing will be enough to withstand,

without limitation, rough handling and exposure to extreme

temperatures, salt and precipitation, and open storage. Packing

case size and weights will take into consideration, where

appropriate, the remoteness of the destination of the Goods

and the absence of heavy handling facilities at all points in

transit.

23.2 The packing, marking, and documentation within and outside

the packages will comply strictly with such special

requirements as will be expressly provided for in the Contract,

including additional requirements, if any, specified in the SCC,

and in any other instructions ordered by the Procuring

Agency.

24 Insurance Unless otherwise specified in the SCC, the Goods supplied under the

Contract will be fully insured, in a freely convertible currency from

an eligible country, against loss or damage incidental to manufacture

or acquisition, transportation, storage, and delivery, in accordance

with the applicable Incoterms or in the manner specified in the SCC.

25 Transporta

tion

Unless otherwise specified in the SCC, obligations for transportation

of the Goods will be in accordance with the Contract signed because

of this bidding document and if any specified here in Section-V

(Schedule of Requirements).

26 Inspections

and Tests 26.1 The Supplier will at its own expense and at no cost to the

Procuring Agency carry out all such tests and/or inspections

of the Goods and Related Services as are specified in Section 5

(Schedule of Requirements).




26.2 The inspections and tests may be conducted on the premises

of the Supplier or its Subcontractor, at point of delivery, and/or

at the destination of the Goods, or in another place in the

Procuring Agency's country as specified in the SCC. Subject

to GCC Subclause 26.3, if conducted on the premises of the

Supplier, all reasonable facilities and assistance, including access

to drawings and production data, will be furnished to the

inspectors at no charge to the Procuring Agency.

26.3 The Procuring Agency or its designated representative will

be entitled to attend the tests and/or inspections referred to in

GCC Subclause 26.2, provided that the Procuring Agency

bear all its own costs and expenses incurred in connection with

such attendance including, but not limited to, all traveling and

board and lodging expenses.

26.4 Whenever the Supplier is ready to carry out any such test and

inspection, it will give a reasonable notice, including the place

and time, to the Procuring Agency. The Supplier will obtain

from any relevant third party or manufacturer any necessary

permission or consent to enable the Procuring Agency or its

designated representative to attend the test and/or inspection.

26.5 The Procuring Agency may require the Supplier to carry out

any test and/or inspection not required by the Contract but

deemed necessary to verify that the characteristics and

performance of the Goods comply with the technical

specifications, codes, and standards under the Contract,

provided that the Supplier’s reasonable costs and expenses

incurred in the carrying out of such test and/or inspection will

be added to the Contract Price. Further, if such test and/or

inspection impedes the progress of manufacturing and/or the

Supplier’s performance of its other obligations under the

Contract, due allowance will be made in respect of the Delivery

Dates and Completion Dates and the other obligations so

affected.

26.6 The Supplier will provide the Procuring Agency with a

report of the results of any such test and/or inspection.

26.7 The Procuring Agency may reject any Goods or any part

thereof that fail to pass any test and/or inspection or do not

conform to the specifications. The Supplier will either rectify or

replace such rejected Goods or parts thereof or make




alterations necessary to meet the specifications at no cost to

the Procuring Agency, and will repeat the test and/or

inspection, at no cost to the Procuring Agency, upon giving

a notice pursuant to GCC Subclause 26.4.

26.8 The Supplier agrees that neither the execution of a test and/or

inspection of the Goods or any part thereof, nor the attendance

by the Procuring Agency or its representative, nor the issue

of any report pursuant to GCC Subclause 26.6, will release the

Supplier from any warranties or other obligations under the

Contract.

27 Liquidated

Damages 27.1 Except as provided under GCC Clause 32, if the Supplier fails

to deliver any or all of the Goods or perform the Related

Services within the period specified in the Contract, the

Procuring Agency may without prejudice to all its other

remedies under the Contract, deduct from the Contract Price,

as liquidated damages, a sum equivalent to the percentage

specified in the SCC of the Contract Price for each week or

part thereof of delay until actual delivery or performance, up to

a maximum deduction of the percentage specified in the SCC.

Once the maximum is reached, the Procuring Agency may

terminate the Contract pursuant to GCC Clause 35.

28 Warranty 28.1 The Supplier warrants that all the Goods are new, unused, and

of the most recent or current models, and that they

incorporate all recent improvements in design and materials,

unless provided otherwise in the Contract.

28.2 Subject to GCC Subclause 22.1, the Supplier further warrants

that the Goods will be free from defects arising from any act or

omission of the Supplier or arising from design, materials, and

workmanship, under normal use in the conditions prevailing in

the country of destination.

28.3 Unless otherwise specified in the SCC, the warranty will remain

valid for 12 months after the Goods, or any portion thereof as

the case may be, have been delivered to and accepted at the

destination indicated in the SCC, or for 18 months after the

date of shipment or loading in the country of origin, whichever

period concludes earlier.

28.4 The Procuring Agency will give Notice to the Supplier,

stating the nature of any such defects together with all available

evidence thereof, promptly following the discovery thereof.




The Procuring Agency will afford all reasonable opportunity

for the Supplier to inspect such defects.

28.5 Upon receipt of such Notice, the Supplier will, within the

period specified in the SCC, expeditiously repair or replace the

defective Goods or parts thereof, at no cost to the Procuring

Agency.

28.6 If having been notified, the Supplier fails to remedy the defect

within the period specified in the SCC, the Procuring Agency

may proceed to take within a reasonable period such remedial

action as may be necessary, at the Supplier’s risk and expense

and without prejudice to any other rights which the Procuring

Agency may have against the Supplier under the Contract.

29 Patent

Indemnity 29.1 The Supplier will, subject to the Procuring Agency's

compliance with GCC Subclause 29.2, indemnify and hold

harmless the Procuring Agency and its employees and

officers from and against any and all suits, actions or

administrative proceedings, claims, demands, losses, damages,

costs, and expenses of any nature, including attorney’s fees and

expenses, which the Procuring Agency may suffer as a result

of any infringement or alleged infringement of any patent, utility

model, registered design, trademark, copyright, or other

intellectual property right registered or otherwise existing at

the date of the Contract by reason of

29.2 the installation of the Goods by the Supplier or the use of the

Goods in the country where the Site is located; and

29.3 the sale in any country of the products produced by the Goods.

29.4 Such indemnity will not cover any use of the Goods or any part

thereof other than for the purpose indicated by or to be

reasonably inferred from the Contract, neither any

infringement resulting from the use of the Goods or any part

thereof, or any products produced thereby in association or

combination with any other equipment, plant, or materials not

supplied by the Supplier, pursuant to the Contract.

29.5 If any proceedings are brought or any claim is made against the

Procuring Agency arising out of the matters referred to in

GCC Subclause 29.1, the Procuring Agency will promptly

give the Supplier a notice thereof, and the Supplier may at its

own expense and in the Procuring Agency's name conduct




such proceedings or claim and any negotiations for the

settlement of any such proceedings or claim.

29.6 If the Supplier fails to notify the Procuring Agency within 10

working days after receipt of such notice that it intends to

conduct any such proceedings or claim, then the Procuring

Agency will be free to conduct the same on its own behalf.

29.7 The Procuring Agency will, at the Supplier’s request, afford

all available assistance to the Supplier in conducting such

proceedings or claim, and will be reimbursed by the Supplier

for all reasonable expenses incurred in so doing.

29.8 The Procuring Agency will indemnify and hold harmless the

Supplier and its employees, officers, and Subcontractors from

and against any and all suits, actions or administrative

proceedings, claims, demands, losses, damages, costs, and

expenses of any nature, including attorney’s fees and expenses,

which the Supplier may suffer as a result of any infringement or

alleged infringement of any patent, utility model, registered

design, trademark, copyright, or other intellectual property

right registered or otherwise existing at the date of the

Contract arising out of or in connection with any design, data,

drawing, specification, or other documents or materials

provided or designed by or on behalf of the Procuring

Agency.

30 Limitation

of Liability

30.1 Except in cases of gross negligence or willful misconduct,

(a) neither party will be liable to the other party for any

indirect or consequential loss or damage, loss of use, loss

of production, or loss of profits or interest costs, provided

that this exclusion will not apply to any obligation of the

Supplier to pay liquidated damages to the Procuring

Agency; and

(b) the aggregate liability of the Supplier to the Procuring

Agency, whether under the Contract, in tort, or

otherwise, will not exceed the amount specified in the

SCC, provided that this limitation will not apply to the cost

of repairing or replacing defective equipment, or to any

obligation of the Supplier to indemnify the Procuring

Agency with respect to patent infringement.

31 Change in

Laws and

Regulations

31.1 Unless otherwise specified in the Contract, if after the date of

the Invitation for Bids, any law, regulation, ordinance, order or




bylaw having the force of law is enacted, promulgated,

abrogated, or changed in the place of the Procuring's country

where the Site is located (which will be deemed to include any

change in interpretation or application by the competent

authorities) that subsequently affects the Delivery Date and/or

the Contract Price, then such Delivery Date and/or Contract

Price will be correspondingly increased or decreased, to the

extent that the Supplier has thereby been affected in the

performance of any of its obligations under the Contract.

Notwithstanding the foregoing, such additional or reduced cost

will not be separately paid or credited if the same has already

been accounted for in the price adjustment provisions where

applicable, in accordance with GCC Clause 15.

32 Force

Majeure 32.1 The Supplier will not be liable for forfeiture of its Performance

Security, liquidated damages, or termination for default if and

to the extent that its delay in performance or other failure to

perform its obligations under the Contract is the result of an

event of Force Majeure.

32.2 For purposes of this clause, "Force Majeure” means an event

or situation beyond the control of the Supplier that is not

foreseeable, is unavoidable, and its origin is not due to

negligence or lack of care on the part of the Supplier. Such

events may include, but not be limited to, acts of the

Procuring Agency in its sovereign capacity, wars or

revolutions, fires, floods, epidemics, quarantine restrictions,

and freight embargoes.

32.3 If a Force Majeure situation arises, the Supplier will promptly

notify the Procuring Agency in writing of such condition and

the cause thereof. Unless otherwise directed by the

Procuring Agency in writing, the Supplier will continue to

perform its obligations under the Contract as far as is

reasonably practical and will seek all reasonable alternative

means for performance not prevented by the Force Majeure

event.

33 Change

Orders and

Contract

33.1 The Procuring Agency may at any time order the Supplier

through Notice in accordance GCC Clause 8, to make

changes within the general scope of the Contract in any one or

more of the following:




Amendme

nts

Drawings, designs, or specifications, where Goods to be furnished under

the Contract are to be specifically manufactured for the Procuring

Agency;

(a) the method of shipment or packing;

(b) the place of delivery; and

(c) the Related Services to be provided by the Supplier.

(d) Total Quantity of all items

(e) Material Change subject to SCC.

33.2 If any such change causes an increase or decrease in the cost

of, or the time required for, the Supplier’s performance of any

provisions under the Contract, an equitable adjustment will be

made in the Contract Price or in the Delivery and Completion

Schedule, or both, and the Contract will accordingly be

amended. Any claims by the Supplier for adjustment under this

Clause must be asserted within 28 days from the date of the

Supplier’s receipt of the Procuring's change order.

33.3 Prices to be charged by the Supplier for any Related Services

that might be needed but which were not included in the

Contract will be agreed upon in advance by the parties and will

not exceed the prevailing rates charged to other parties by the

Supplier for similar services.

34 Extensions

of Time 34.1 If at any time during performance of the Contract, the Supplier

or its Subcontractors should encounter conditions impeding

timely delivery of the Goods or completion of Related Services

pursuant to GCC Clause 12, the Supplier will promptly notify

the Procuring Agency in writing of the delay, its likely

duration, and its cause. As soon as practicable after receipt of

the Supplier’s notice, the Procuring Agency will evaluate the

situation and may at its discretion extend the Supplier’s time

for performance, in which case the extension will be ratified by

the parties by amendment of the Contract.

34.2 Except in case of Force Majeure, as provided under GCC

Clause 37, a delay by the Supplier in the performance of its

Delivery and Completion obligations will render the Supplier

liable to the imposition of liquidated damages pursuant to GCC

Clause 32, unless an extension of time is agreed upon, pursuant

to GCC Subclause 39.1

35 35.1 Termination for Default:




Terminatio

n

(a) The Procuring Agency, without prejudice to any other

remedy for breach of Contract, by Notice of default sent to

the Supplier, may terminate the Contract in whole or in part,

(i) if the Supplier fails to deliver any or all of the Goods

within the period specified in the Contract, or within

any extension thereof granted by the Procuring

Agency pursuant to GCC Clause 34; or

(ii) if the Supplier fails to perform any other obligation

under the Contract;

(iii) if the Supplier, in the judgment of the Procuring

Agency has engaged in integrity violations, as defined

in GCC Clause 3, in competing for or in executing the

Contract.

(b) In the event the Procuring Agency terminates the Contract

in whole or in part, pursuant to GCC Clause 35.1(a), the

Procuring Agency may procure, upon such terms and in

such manner as it deems appropriate, Goods or Related

Services like those undelivered or not performed, and the

Supplier will be liable to the Procuring Agency for any

additional costs for such similar Goods or Related Services.

However, the Supplier will continue performance of the

Contract to the extent not terminated.

35.2 Termination for Insolvency

(i) The Procuring Agency may at any time terminate the

Contract by giving Notice to the Supplier if the Supplier

becomes bankrupt or otherwise insolvent. In such event,

termination will be without compensation to the Supplier,

provided that such termination will not prejudice or affect

any right of action or remedy that has accrued or will

accrue thereafter to the Procuring Agency.

35.3 Termination for Convenience

(a) The Procuring Agency, by Notice sent to the Supplier,

may terminate the Contract, in whole or in part, at any

time for its convenience. The Notice of termination will

specify that termination is for the Procuring's

convenience, the extent to which performance of the

Supplier under the Contract is terminated, and the date

upon which such termination becomes effective.




(b) The Goods that are complete and ready for shipment

within 28 days after the Supplier’s receipt of the Notice of

termination will be accepted by the Procuring Agency

at the Contract terms and prices. For the remaining

Goods, the Procuring Agency may elect

i) to have any portion completed and delivered at the

Contract terms and prices; and/or

ii) to cancel the remainder and pay to the Supplier an

agreed amount for partially completed Goods and

Related Services and for materials and parts

previously procured by the Supplier.

36 Assignment 36.1 Neither the Procuring Agency nor the Supplier will assign,

in whole or in part, their obligations under this Contract,

except with prior written consent of the other party.

37 Respectful

Work

Environme

nt

37.1 The Contractor will ensure that its employees and

Subcontractors observe the highest ethical standards and refrain

from any form of bullying, discrimination, misconduct and

harassment, including sexual harassment and will, always, behave

in a manner that creates an environment free of unethical

behavior, bullying, misconduct and harassment, including sexual

harassment. The Contractor will take appropriate action against

any employees or Subcontractors, including suspension or

termination of employment or subcontract, if any form of

unethical or inappropriate behavior is identified.

37.2 The Contractor will conduct training programs for its

employees and Subcontractors to raise awareness on and

prevent any form of bullying, discrimination, misconduct, and

harassment including sexual harassment, and to promote a

respectful work environment. The Contractor will keep an up

to date record of its employees and Subcontractors who have

attended and completed such training programs and provide

such records to the Procuring Agency at their first written

request.



SECTION-V SPECIFICATIONS OF REQUIREMENTS



GENERAL REQUIREMENTS

1. The item should be new, and the vendor will ensure originality of the procurement channel as well as

the item.

2. The firm must have office/ sales service center in all divisional Headquarters of Khyber Pakhtunkhwa

Province Peshawar (preferably) or Islamabad region, which is able to provide doorstep after sale services

to the Institute.

3. Successful Supplier shall ensure to complete the supply of the furniture at the earliest but not later than

45 days of issuance of purchase/supply order.

4. Payment will be released after successful delivery and installation as per the specifications mentioned in

this document, and upon the satisfaction of Procurement Committee.

5. The Bidder must submit the duly filled checklist form Annex-II given at the end.

6. Conditional Bids will not be entertained.

7. The firms submitting which Submit bids for Furniture must quote the supply & fixing charges of items

separately otherwise the same will not be paid if not quoted in bids.

SPECIFIC REQUIREMENTS

LOT-1 (OFFICE STATIONERY, PRINTING OF OFFICIAL DOCUMENTS)

LOT No. 1

(Office Stationery, Printing of Official Documents)

No Items Description UOM

1 Air Fresheners

Room Air Fresheners, Small Size can be used in Automated Perfume Diffuser are preferred. and shall

also be free from hazardous substances. Bottles

2 Air Fresheners (Cars) Liquid Air Fresheners shall be easily attachable to AC Grill / Duct of all sorts of vehicle. and shall also be free from hazardous substances.

Pieces

3 Ball Point (Black) Common use good quality Pens shall have no ink leakage issues and shall also be free from hazardous substances.

Packets

4 Ball Point (Blue)

Common use good quality Pens shall have no ink leakage issues and shall also be free from hazardous

substances. Packets

5 Ball Point (Red) Common use good quality Pens shall have no ink leakage issues and shall also be free from hazardous

substances.

Packets

6 Bells

Wireless bells, with adjustable Volume, Tone. Care shall be taken as the several offices share single corridor frequencies shall be different for each wireless bell.

Piece

7 Calculator Standard Calculator, Standard Size, Battery Powered.

Piece



LOT No. 1



8 Cash Book Printed Cash Book for Office Use. All cashbooks will be printed with Procuring Agency's logo.

Piece

9 Color Clips Multicolor paper clips for office use, Good Quality different sizes "Small, medium, large".

Packets

10 Common Pin Good quality common pins for office use, Good Quality, stainless steel.

Packets

11 Cutter Good Quality Stainless Steel cutter for office use. Cutter shall be safe to use and can be used with ease.

Piece

12 Double tape Good Quality white double tape, all three sizes "Small, Medium, Large".

13 Dusting Cloth Good Quality general purpose dusting clothes for dusting furniture, electronic equipment etc. Three sizes "Small, medium, Large".

14 Envelops (A4) White color Printed Envelops White Color with Authority's Logo

15 Envelops (Small)

16 Eraser

17 File Board

18 File Cover

19 Flags

20 Fluid/Whitener

21 Fresh Dak File Cover

22 Glass

23 Gum Stick

24 Heavy Duty Stapler

25 Highlighter

26 Ink Pad

27 Insect Spray

28 KP Map

29 Logbooks

30 Note Pad

31 Notice Board Pins

32 Paper (A4)

33 Paper (Legal)



LOT No. 1



34 Paper Clips

35 Paper File Tray

36 Permanent Marker

37 Pencil

38 Peon Books

39 Punch

40 Punch Machine

41 Punch Machine (Double)

42 Scales

43 Scissors

44 Sharpeners

45 Stapler

46 Stapler (Large)

47 Stapler Pins (Small)

48 Stationery Register

49 Sticky Notes

50 Stock Register

51 Tablecloth (Green)

52 Tag

53 Tape

54 Tissue Box

55 Toilet Roll

56 Uniball eye Special

57 USBs (16 GB)

58 USBs (32 GB)

59 Visiting Cards Holder

60 World Globe

61 Year Planner



LOT No. 1

(Printed of Official Documents)

No Item Name Details

1. Business License

Certificate As per Sample

2. Training Certificate As per Sample

3. File Covers As per Sample

4. Small Notebook

Size 3 x 5 Inches. 50 pages (4 color printed, 80 Gram Paper Quality) notebook with

hardbound glossy cover (4 color printing) with loop binding.

5. NoteSheet As per sample provided

6. Business Cards Size 3.5 x 2 Inches. 4 color printing on Laminated Art Card.

7. Letter Head 4 color printed, quote for textured and plain paper printing in A4 size. 100 Gram.

8. Certificates A4 Art Card. 4 color printing on one side of Art Card.

9. Small Envelope 4*9, 4 color printed. 100 Gram.

10. Large Envelope 10*12 (A4), 4 color printing. 100 Gram.

11. Improvement Notices

12. Sealing Forms

Please Note: All the printed items Quality will be evaluated as per samples shown during

the response period. Samples provided by bidder will also be compared with the

samples shown in case of any confusion Procuring Agency will follow the quality matrix specified for sample evaluation.

Sno Lot-2 (Food Testing & Sampling Equipment)

01 Traceable Portable Electrical Conductivity/TDS/Temp Meter. Made in in USA, UK, EUROPE, GERMANY AND JAPAN “Portable” Measures Micro Siemens (Micromhos), Dissolved Solids, with RS-232 Output. Backlit dual display shows answer and temperature simultaneously. Accuracy: + 1.0% + 1Digit Switchable Temp Range: 0.0 to 80.0°C (32.0 to 176.0°F) with a Resolution of 0.1° and an Accuracy of 0.6°C. Performance Chart: Range in Conductivity: 0.00 to 19.99 µS, 0.0 to 199.9 µS 0 to 1999 µS, 0 to 19.99 µS, 0 to 199.9 µS Range in Dissolved Solids: 0.00 to 9.99 ppm, 0.0 to 99.9 ppm 0 to 999 ppm, 0 to 9.99 ppt, 0 to 99.9 ppt




Supplied with: Conductivity / Temp Probe, Traceable Certificate, 9-Volts Alkaline Battery and Serial Computer Output, Operator Manual and Carrying Case

02 Portable pH/mV/ORP/Temp Meter (Made in USA, UK, EUROPE, GERMANY AND

JAPAN)

• Simultaneously display pH, Temperature or mV, Temperature

• Automatic buffer recognition

• Automatic lock mode and end point sensing

• Auto Shut Off

• pH Range : -2 to 16.00pH

• mV Range : + 1999.9mV

• Temp Range : -10 to 120°C Complete System with:

• Meter PT-380

• pH Electrode BA25, Nylon Plastic Shaft, Gel Electrolyte, BNC Plug, 1m Cable, fiber diaphragm

• ATC Probe 6000 AST

• Buffer Solution (4, 7) each 100ml

• 9V Battery

• Operator Manual and

• Carrying Case 03 Ultra-Sonic spectroscopic milk analyzer specifications milk analyzer S60 Ultra-Sonic

Spectroscopic Milk Analyzer for direct measure milk samples in 60 seconds 3 calibration channels for 3 different samples New and user-friendly menu. MEASUREMENT PARAMETERS:

• Fat

• Proteins

• Lactose

• SNF

• Density

• Added water content

• Ph with ph probe

• Freezing point

• Salts

• Temperature of milk

• Conductivity

• Sample temperature: 1°C - 40°C

• Humidity 0% - 80%

• Frequency 50/60 Hz

• Measurement time: 60 seconds (no sample preparation required)

• Milk Analyzer which can make quick analyses of Cow, UHT, Sheep, Goat, Buffalo & Camel Milk.

• Direct Analysis of cold milk samples, starting at 5°C.




• Equipment shall be of latest technology and User-friendly: simple in operation, maintenance, calibration and installation.

• Shall be Portable and compact design for easy carrying in the field.

• Shall not require periodic calibration Very small Sample/quantity of milk required (25ml per one measurement)

• Low power consumption

• Weight: < 3Kg

• Power: Input 100-240V ` 1.6A max. 50/60Hz.

• Output +12V 4.17A min ELECTRICAL PARAMETERS

• Switching adopter input; 100-240 1.6 A max 50-60 Hz

• Output Power: 12Volts 4.17 A min 50-65 watts

• Built in printer model, RS232 data exit for PC or printer connection

• Sample volume: 5-20 ml

• 12Volts 4.17 A min 50-65 watts

• DIMENSIONS; 130x230x220 mm Accessories;

• PH probe (01)

• RS232 data exit for PC or printer connection

• 2 sample plastic cups

• Cleaning solutions (daily and weekly)

• AC Adaptor 04 Digital Laser + Needle Thermometer

(Made in USA, UK, EUROPE, GERMANY AND JAPAN)

• Pocket size, with easy to read Jumbo Display

• - 50°C to + 300°C

• Accuracy: ± 1°C in the range of -30° till +150°, otherwise ± 2°C

• Visible 115 mm stainless steel piercing sensor probe

• Alarm at high-/low temperature with battery,

• Memory recalling. Auto shut off 05 Frying Oil Testometer (to analyze the Total Polar Compound (TPC) in cooking

Oil/Ghee at 180 oC), (Made in USA, UK, EUROPE, GERMANY AND JAPAN)

06 ICE Box

07 Balance & Scales

08 Disposable Syringes

09 Distillery Unit for Distal Water

10 Incubator with Kits

11 Pipette filler

12 Pipette Jester

13 Pipette Tips

14 Pipettes

15 Reader with Incubator

16 Melting Point & Boiling Point

17 Test Tubes

18 Test Tube Stands

19 Test Tube with Cap

20 Sterilizer for Equipment’s




21 Filter Paper

22 Sterilized Bottles

23 Sterilized Sampling Bags.

Turbidity Meter

Feature Description

Circuit Custom one-chip of microprocessor LSI circuit.

Display LCD size: 41 mm x 34 mm.

Range 0.00 to 50.00 NTU, 50 to 1,000 NTU: Nephelometric Turbidity Unit

Auto range

Resolution 0.0001 NTU on Lowest Range

Accuracy ± 5 % F.S. or ± 0.5 NTU, whichever is greater.

Light source L, 850 nm.

Detector Photo diode

Standard Meet ISO 7027

Response time Less than 10 seconds.

Sample volume needed 10-30 mL.

Data hold Freeze the display reading.

Memory recall Maximum & Minimum value.

Display sampling time Approx. 1 second.

Power off Auto shut off saves battery life or manual off by push button.

Calibration points Automatic 3-point calibration

Operating 0 to 50 .

temperature and humidity Less than 85% R.H.

Power supply DC 1.5 V battery (UM4, AAA) x 6 PCs, or equivalent.

Power current Stand by Approx. DC 3.5 mA.

Testing Approx. DC 36 mA.

Weight 320 g/0.70 LB. @ Battery is included.

Dimension 155 x 76 x 62 mm (6.1 x 3.0 x 2.4 inch)

Accessories Instruction manual

Optional Testing bottle with 100 NTU standard solution, TU-100NTU

Accessories Testing bottle with 0 NTU standard solution, TU-0NTU

Empty testing bottle, 0601

Output RS-232 Serial Port

Lot-3 (Generator 5 KVA)

No Title Description

a Description

5 KVA Branded Diesel Generator Set, 1 pf, electric start with

push button with Soundproof and weatherproof Canopy and

Digital Module Displaying.

b Display • Voltage Display

• Current Display





• Battery Voltage Display

• Machine Temperature Display

• Generator Single Working Time

• Generator Accumulative working time

• Power Display

c Protections &

Safety

• Low Oil Pressure Protection

• Over Current Protection

• High Voltage Protection

• Low Voltage Protection

• Over Frequency

• Low Battery Voltage Protection

• High Battery Voltage Protection

• Startup Failure

• Stop failure Protection

d Other General

Aspects

• Starting motor – Electric, Static Battery Charger

• First fill lube oil

• Air/ Water Cooled

• Full Built Model (preferred)

• Automatic Voltage & Frequency regulated 230/240 Volts,

3 phase, 4 wire, 50 Hz Class H type insulation

• Acoustic/Insulated Enclosure Powder Coated, Weatherproof

Canopy

• Exhausts system Heavy duty residential grade silencer with a

flexible exhaust pipe

• 02 Years Warranty or 1500 hours whichever is later from the

date of testing and commissioning

• ISO certification is preferred, or Registration or Certification

of a Public Sector Pakistan based Organization relevant to

Generation equipment,,byb.

e Installation

including

• Foundation & Earthing (if required) of good standard

• Power Cable: 4 Core, 16mm (Pakistan cables/equivalent)

• Earth Cable: 1 Core, 10mm

• Control Cable: 4 Core, 2.5mm

f

After Sales

Service /

Technical

Requirements

Shall have a fully functional office and after sales Service and

Technical Support Offices in Peshawar and Divisional

Headquarters of Khyber Pakhtunkhwa.

Supplier will demonstrate this ability by providing addresses

and Contact / In charge of office Number.

Please Note:

Procuring Agency will not accept Generators manufactured and shipped from China. However, Procuring

Agency reserves the right to accept Generators manufactured and shipped from China, if no other bidder





has proposed a genuine brands Generator manufactured and shipped from USA, UK, Japan, or other

European county.

Procuring Agency reserves the right to accept Bids from local manufacturers' only if the manufacturer is

Bona fide manufacturer registered with Pakistan Engineering Development Board (EBD).

LOT-4 (ICT Equipment)

ICT Equipment

No Name of Goods Description

1 Core i5 Branded Desktop Computer

• 8th or 7th Generation Core™ i5 Processer (64 bit)

• Supports Windows /Linux/Unix Operating system

• 8GB DDR4 Memory

• Optical drive (DVD RW)

• 1 TB Hard Drive

• Ports: USB 2.0, 3.0, HDMI, VGA, Audio combo Jack

• Branded Keyboard Board & Scroll optical Mouse

• Intel Integrated HD Graphics

• Intel integrated Ethernet Gigabit network, Internal WLAN

• 18.5 or above LED backlit Display

• Mini Tower/Tower Casing with Power

• Power Interface, VGA Cables and other accessories

• Registered Antivirus

NOTE: 03 Year Parts/Labor Local warranty for all components on site.

2

Core i7 Branded Laptop Slim & Light Weight 14" or above

• 8th Generation Core™ i7 Processor (64 bit)

• supports Windows/Linux/Unix Operating systems

• Minimum 8 GB 2400 MHz DDR4

• Storage M2 SSD 256 GB or higher

• Hard Drive size 500 GB or above

• Intel Integrated HD Graphics 620 or higher

• Battery as per manufacturer standard

• Port USB 3.0, VGA, HDMI

• Integrated Sound, Blue tooth, Wi Fi dual band, HD Webcam, Multimedia Card Reader

• Touch pad and Key Board (backlit)

• Display 14’’ ― LED Full HD (1920 X 1080) or higher

• Manufacturer Power Adopter

• Original manufacturer carrying case.

• Registered Antivirus

NOTE: 03 Parts/Labor Local warranty for all components on

site.




ICT Equipment


3 Projector

• DLP Technology

• True 1024x768 XGA or higher resolution

• 3300 Lumens or above

• 15,000:1 or above Contract ratio

• 5000/10000 hours lamp life or higher

• RGB, USB input, HDMI port

• Remote Control

• Laser Pointer

• With 6x8 Feet trypot portable Screen

NOTE: 01 Year Parts/Labor Local warranty for all

components on site.

4 Biometric Attendance

Device

• More than 2,000 user enrollment capacity

• Log Capacity 50,000 events or above

• Luminated LCD Screen

• Communication TCP/IP, Wireless LAN (Optional)

• Identify fake fingerprints

• Strong finger recognition

• USB Memory Slot for backup

• Identification Time Less than 1sec

• No installation is required NOTE: 01 Years Parts/Labor Local warranty for all

components on site.

5

Laser Printer/ Scanner/

Fax/ Copier

(Multifunctional)

• 20 PPM, A4, legal

• 400 MHz or higher Processor and 256 MB or above RAM

• 1200 x 1200 dpi scanning resolution, optional scan to e-mail

• 100 or more sheets Input tray

• Duty cycle 10,000

• Copy up to 20 CPM, 30 or above pages ADF

• Fax Res: 300 X 300 dpi fax resolution, forward and backward support

• 500 pages memory

• Connectivity: USB ports,10/100/1000 base-T Ethernet Network port Telephone port. Wireless (optional)

• Operational Manuals, Drivers, Power & Interface Cable.

• Printing Economy NOTE: 01 Years Parts/Labor Local warranty for all

components on site.




ICT Equipment


6 CCTV Cameras

• 2 MP or higher resolution

• HD Real Time Video

• IR LED 20/40m

• True day /night

• IP66 weatherproof

• Four Chanel Digital Video Recorder with 1TB Storage

• Onsite installation and network connectivity

NOTE: 01 Years Parts/Labor Local warranty for all

components on site.

7 Portable Hard Drive Storage Capacity 1TB

NOTE: 01 Years Local warranty on site.

8 Laser Printer

• 12 PPM (A4) or higher Resolution:

• 600 x 600 dpi resolution

• Monthly duty cycle is 2,000 pages or above

• Connectivity: USB,

• Operational Manuals, Drivers, Power & Interface

• Printing Economy NOTE: 01 Years Parts/Labor Local warranty for all

components on site.

9

Access Point / WIFI

Router

Mid-range, 802.11ac Wave 1 dual- concurrent internet Access

Point.

PHY rate • 867 Mbps (5GHz)

• 300 Mbps (2.4GHz)

Wi-Fi technology • 802.11ac (5GHz)

• 802.11n (2.4GHz)

Minimum Users Capacity 500 Individual

Radio Chains: Streams 2 x 2:2

Antenna gain • Up to 4dBi

Rx sensitivity (2.4/5GHz) • -100 / -95dBm

Ethernet ports • 2 x 1GbE

WLAN Control and

Management

• Zone Director

• SmartZone

• Cloud Wi-Fi

10 Printer Toners XEROX VersaLink C7000 High Capacity Toner Cartridge.

Minimum Pages Output = 20,000 Each.

Lot-4 (Split Air Conditioner 1 Ton)




1 Split Air Conditioner (1

Ton)

Wall mounted split AC Compliant Heat and Cool auto restart / auto sleep 12000

to 18000 or greater BTU with health filters Ultra Low Frequency Torque Control, Fireproof Electric Box with minimum one-year compressor part warranty or (any other equivalent).

Lot-4 (Refrigerators & Water Dispensers)


1 Refrigerator Cooling Type Direct Cool

Net Capacity: 232 L

Freezing Capacity 5.2 kg/24hr

Handle Type Concealed Handle

Dimensions (WxHxD).

2 Water Dispenser Hot, Cold and Normal Water Outlets

Chiller / Freezer beneath

Low / No Noise

Voltage: 220 to 240

Input Power 570W

Heating Power 420W

Cooling Power 150W / 1.0A or any other equivalent

Lot-4 (Stabilizers)

No Feature Description

1 Wiring Genuine Copper Wiring

2 Input Voltage 80, 90, 100, 110 to 200

3 Output Voltage 220 – 250 Voltage

4 Phase 3

5 Frequency 50 – 60 Hz

6 Response Time < 0.8 sec (against 10% input voltage deviation)

7 Efficiency better than 90%

8 Power Factor better than 95%

9 Ambient Temperature – 5% °C – + 40 °C

10 Relative Humidity Less than 90%

11 Temperature Rise less than 75 °C

12 Control System DC Servo Motor

13 Insulation Resistance > 2M Ω (more than M Ω at DC 500V)

14 Dielectric Strength Tested at AC 1500V for 1 min

Lot-4 Electric Geyser


1 Make Pakistani

2 Company Name Asia

3 Model Nil

4 Capacity 01 x 30 Gallons

5 Technical Manual Nil

6 Breaker 32 Amp 01 for each Geyser

7 7 x 29 Cable 30 m for Each Geyser



Lot-4 Electric Geyser


8 Insulation Imported genuine glass wool is used to maintain the desired temperature that controls the switch on and off of the Geyser through

temperature control and saves Gas consumption.

9 Fitting for Hot Water Supply 40 m GI Pipe for Geyser along with 06 x warm water fitting.

10 Scope of Work Procurement, installation and testing of electric geyser

11 Warranty 01 x Years

12 Acceptance Criteria Test Trial by Base Staff

13 Any other information Items will only be accepted after satisfactorily installation and test of final delivered product.

LOT-4 (OTHER EQUIPMENT & APPLIANCES)

No Item Name Specifications

1 49’’ Smart LED

• Screen Size 49 Inch or better

• Resolution 3840 x 2160 or better

• Television Ports & Slots USB Types Supported, HDMI Type Supported

• Television Network Connectivity WiFi Supported and Bluetooth Supported

• Installation Type Wall Mount Voice control TV Plus Web Browser

• Speaker Type Dual Speakers

• Speaker Capacity 20 Watts or more

• input power 220VAC

2 Amplifier

3 Biometric Device

4 Gas Heaters

5 Gas Cylinders

6 Hand Mic

LOT-5 (Office furniture)

No Item Specification

1 Executive

Revolving

Chair VIP

Structure made of solid wood, seat & back cushion 1st quality foam cover

with natural letter underneath five-star hydraulic revolving pedestals.

2 Executive

Revolving

Chair

Structure made of solid wood, seat & back cushion 1st quality foam cover

with leathered refine.

3 Executive

Table VIP

Made of shisham wood and MDF pressed with natural shisham veneer. Top

and side with profile beading, Both sides drawer box, each side three

drawers. upper lockable, back closed. with side rack and keyboard tray.

finished with NC lacquer spray polish.

4 Executive

Table VIP

Made of shisham wood and MDF pressed with natural shisham veneer. Top

and side with profile beading, Both sides drawer box, each side three

drawers. upper lockable, back closed. with side rack and keyboard tray,

finished with NC lacquer spray polish.



LOT-5 (Office furniture)

No Item Specification

5 Five-Seater

Sofa Set

Sofa Set Two singles + one three-seater Structure made of solid wood.

cover cushion 1" quality foam. fully cushioned with natural leather.

6 Center Table Centre Table Set (3-Pieces) Structure made of solid shisham wood with

glass top 12mm, four side chamfer Centre table size: 4x2 ft. Side table size:

2x2 ft. Finished with NC lacquer , polish

7 Visitor Chairs Made of solid shisham wood. seat & back cushion cover with leathered

rexine. finished with NC lacquer spray polish.

TRAINING FURNITURE

8 Rostrum

(Dice)

Structure made of Laminated Board having thickness of 16mm used for

overall structure. Top thickness enhanced by laminating an additional

packing strip underneath the top having thickness of 29mm in total.

Exposed edges covered with 2mm thick Imported PVC Edging having beech

grain lines.

Size: H = 4'-0" x W = 2'- 4" from Front, Depth=1'- 6"

9 White Board Overall structure is made of chipboard laminated with white colored High

Gloss Formica pressed on both sides, thickness of the board enhanced by

laminating an additional layer of 16mm laminated board on the back, Edges

covered with approx 29mm imported PVC Edging. Provision of Tripod

Stand and Duster Tray, Board Size 6' x 4'

10 Trainers Table

LOT-6 Vehicle Tyres (Honda City, Suzuki BRV & Suzuki Cultus)

Sno Description Remarks

1. Tyre (195/65 R15)

Tubeless Tyres for Honda City (Michelin, Bridgestone, Dunlop or

equivalent) fresh pieces

2. Tyre (175/70 R13)

Tubeless Tyres for Suzuki Cultus (Michelin, Bridgestone or Dunlop

equivalent) fresh pieces

3. Tyre (145/50 R12)

Tubeless Tyres for Suzuki Bolan/Carry Van (Michelin, Bridgestone,

Dunlop or equivalent)



SECTION-VI SPECIAL CONDITIONS OF CONTRACT



The following Special Conditions of Contract (SCC) supplements the General Conditions of Contract

(GCC). Whenever there is a conflict, the provisions herein shall prevail over those in the GCC.

SCC GCC Description

Ref No Ref No

1 GCC 1.1(j) The Procuring Agency's country is Pakistan.

2 GCC 1.1(k) The Purchaser is: Khyber Pakhtunkhwa Food Safety &

Halaal Food Authority.

3 GCC 5.1 The language for translation of supporting documents and printed

literature is: English, if any document has been published in any

other language the same will be translated before submission.

4 GCC 8.1 For notices and any other correspondence, the Purchaser’s

address is:

Attention: The Khyber Pakhtunkhwa Food Safety & Halaal

Food Authority

Street address: Police Lines, Khyber Road

Floor/ number: Ground Floor, New C&W Building

City: Peshawar

Country: Pakistan

E-mail: [email protected]

5 GCC 9.1 The governing law shall be: The Khyber Pakhtunkhwa Public

Procurement of Goods, Works and Services Rules, 2014.

Following rules will also be considered as and when necessary:

• The Employment of Children (ECA) Act

1991

• The Bonded Labour System (Abolition) Act

of 1992

• The Factories Act 1934

6 GCC 10.2 The formal mechanism for the resolution of disputes shall be:

KPPRA Rules 2014.

Place of arbitration: Peshawar

7 GCC 12.1 Details of shipping and documents to be furnished by the Supplier

shall be:

If applicable upon shipment, the Supplier shall notify the Procuring

Agency the full details of the shipment, including Contract

number, description of Goods, quantity and usual transport

document.

The Supplier shall transport and deliver the consignment at sites

specified in these bidding documents and Special Conditions

above, and supplier will provide following documents:

• Supplier's invoice showing Goods' description, quantity,

unit price, and total amount;

• Packing List identifying the contents of each package;

• Delivery note, railway receipt, or truck receipt;

• Insurance certificate when Supplier is responsible for

transportation;



SCC GCC Description

Ref No Ref No

• Warranty and guarantee certificate;

• Certificate from the Supplier that correct Goods

exactly in accordance with

• The specifications have been provided.

• Certificate of origin.

8 GCC 16.1 Payment of the Contract Price shall be made in the

following manner:

• Payments for Framework Contracts will be released on

Quarterly basis at the receipt of third invoice from the

supplier for the deliveries made.

• Payments for all other contracts will be made within 60

working days from the receipt of the Goods by the

Procuring Agency and submission of all the

documentation by supplier, and fulfillment of all

obligations by the supplier under the contract.

9 GCC 16.4 The currencies for payments shall be: Pakistani Rupees.

10 GCC 18.1 The Supplier will furnish a Performance Security of 10%

(Ten) percent of the Contract Price. Performance

Security will be submitted alongwith the signed contract

by the supplier.

11 GCC 18.3 A proforma has been prescribed provided for furnishing

performance security subject to that the guarantee is issued by

any of the approved Banks within 10 working days of issuance of

the letter of acceptance. The performance guarantee will remain

valid throughout the execution of purchase order/contract. If

such Guarantee is issued by a foreign bank, it should be

countersigned by a Pakistani bank on the approved list of banks.

12 GCC 18.4 Discharge of the Performance Security shall take place: Within 10

working days after the expiry of warranty period, satisfactory

performance certificate is availed by the supplier from the

Procuring Agency and notice for release of Performance Security

submitted by the supplier.

13 GCC 23.2 The packing and marking will be in the form to protect each item

delivered under the subsequent contract as an outcome of this

bidding process and must comply to manufacturer's and general

industry standards.

14 GCC 24.1 The insurance coverage shall be up to the delivery site. Without

any additional liability for the Procuring Agency.



SCC GCC Description

Ref No Ref No

15 GCC 25.1 Obligations for transportation of the Goods shall be in

accordance with: The Contract signed because of this bidding

process. All the transportation obligations will be pre-decided and

in conformance with the requirements specified throughout these

bidding documents and as agreed upon by the Procuring Agency

and the Supplier at the time of signing the contract.

16 GCC 26.2 All the goods will be tested and inspected at various stages as per

the requirements set here in these bidding documents and

especially specified in Section-V (Specifications of

Requirements).

17 GCC 27.1 The maximum amount of liquidated damages that will be deducted

from the non-performing supplier will be equivalent to 0.067% /

Day and 2% / month of the total value of contract in case of

failure to deliver as per agreed timelines, provided that the total

penalty will be decided by the Competent Authority of the

Procuring Agency.

18 GCC 28.3 Warranty for only replacement of parts not repair will be

accepted and the period of validity of the Warranty for each

LOT/Item has been prescribed in Section-V Schedule of

Requirements.

19 GCC 28.5 The Supplier shall correct any defects covered by the Warranty

within 12 hours of receiving the first intimation whether in writing

or telephonically. If the supplier fails to correct or replace the

equipment within the stipulated time then the supplier will be

subject to penalty for each day till the defect is completely

removed and equipment is available for use of the procuring

agency:

• Day-1 "Penalty of 0.10%"



Penalty of a maximum upto 0.20% for each day will be allowed

for a maximum of 10 working days after which the Procuring

Agency will decide additional actions to be taken.

The penalty for each day will be summed and the total of the sum

will be the amount of Penalty that will be deducted from the

invoice / payment of the supplier.



Section 7: Bidding Forms

Table of Forms

TECHNICAL BID SUBMISSION SHEET ................................................................................................... 4-122

COUNTRY OF ORIGIN DECLARATION FORM .............................................................................................. 4-5

PRICE BID SUBMISSION SHEET ............................................................................................................... 4-6

PRICE SCHEDULE FOR GOODS TO BE OFFERED FROM WITHIN THE PROCURING AGENCY'S COUNTRY ........ 4-8

PRICE SCHEDULE FOR GOODS TO BE OFFERED FROM OUTSIDE THE PROCURING AGENCY'S COUNTRY ..... 4-9

PRICE SCHEDULE FOR RELATED SERVICES TO BE OFFERED FROM OUTSIDE AND WITHIN THE PROCURING

AGENCY'S COUNTRY ............................................................................................................................ 4-10

BID SECURITY ...................................................................................................................................... 4-11

BID-SECURING DECLARATION ............................................................................................................... 4-12

MANUFACTURER’S AUTHORIZATION ...................................................................................................... 4-13

AFFILIATE COMPANY GUARANTEE ......................................................................................................... 4-14

BIDDER’S QUALIFICATION ..................................................................................................................... 4-15

FORM ELI – 1: BIDDER’S INFORMATION SHEET ......................................................................... 4-16

FORM ELI - 2: JOINT VENTURE INFORMATION SHEET ................................................................ 4-17

FORM CON - 1: HISTORICAL CONTRACT NONPERFORMANCE .................................................... 4-18

FORM EXP - 1: CONTRACTUAL EXPERIENCE ............................................................................ 4-19

FORM EXP - 2: TECHNICAL EXPERIENCE ................................................................................. 4-20

FORM EXP - 3: PRODUCTION CAPACITY .................................................................................. 4-21

FORM FIN - 1: HISTORICAL FINANCIAL PERFORMANCE ............................................................. 4-22

FORM FIN - 2: SIZE OF OPERATION (AVERAGE ANNUAL TURNOVER) ......................................... 4-23



FORM FIN - 3: CASH FLOW CAPACITY ...................................................................................... 4-24



Technical Bid Submission Sheet

Note

The Bidder must accomplish the Technical Bid Submission Sheet on its letterhead clearly showing the Bidder’s complete

name and address.

Date:

Open Competitive Bidding (OCB) No.:

Invitation for Bid (IFB) No.:

Alternative No.:

To: [insert complete name of the Purchaser]

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Document, including the Addenda issued in accordance with Instructions to Bidders (ITB) 8.

(b) We offer to supply in conformity with the Bidding Document and in accordance with the delivery

schedule specified in Section 6 (Schedule of Supply), the following Goods and Related Services: [insert a brief description of the goods and related services]

(c) Our Bid consisting of the Technical Bid and the Price Bid shall be valid for a period of [insert validity

period as specified in ITB 20.1 of the BDS] days from the date fixed for the bid submission deadline in accordance with the Bidding Document, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

(d) Our firm, including any subcontractors or suppliers for any part of the Contract, have nationalities from eligible countries in accordance with ITB 4.2.

(e) We, including any subcontractors or suppliers for any part of the contract, do not have any conflict

of interest in accordance with ITB 4.3.

(f) We are not participating, as a Bidder, either individually or as partner in a Joint Venture, in more than one Bid in this bidding process in accordance with ITB 4.3(e), other than alternative offers in accordance with the Bidding Document.

(g) Our firm, Joint Venture partners, associates, parent company, its affiliates or subsidiaries,

including any Subcontractors or Suppliers for any part of the contract, are not subject to, or not controlled by any entity or individual that is subject to, a temporary suspension or a debarment imposed by the Asian Development Bank or a debarment imposed by the Asian Development Bank in accordance with the Agreement for Mutual Enforcement of Debarment Decisions between the Asian Development Bank and other development banks.1

(h) Our firm, Joint Venture partners, associates, parent company, affiliates or subsidiaries, including any Subcontractors or Suppliers for any part of the Contract, are not, or have never been, temporarily suspended, debarred, declared ineligible, or blacklisted by the Procuring Agency's country, any international organization, and other donor agency.

(i) Our firm, Joint Venture partners, associates, parent company, affiliates or subsidiaries, including any Subcontractors or Suppliers for any part of the Contract, are not, or have never been,



temporarily suspended, debarred, declared ineligible, or blacklisted by the Procuring Agency's country, any international organization, and other donor agency.

If so debarred, declared ineligible, temporarily suspended or blacklisted, please state details (as

applicable to each Joint Venture partner, associate, parent company, affiliate, subsidiaries,

Subcontractors, and/or Suppliers):

(i) Name of Institution: __________________ (ii) Period of debarment, ineligibility, or blacklisting [start and end date]: ____________ (iii) Reason for the debarment, ineligibility, or blacklisting: ________________________

(j) Our firms, Joint Venture partners, associates, parent company’s affiliates or subsidiaries, including any Subcontractors or Suppliers key officers and directors have not been [charged or convicted] of any criminal offense (including felonies and misdemeanors) or infractions/violations of ordinance which carry the penalty of imprisonment.

If so charged or convicted, please state details:

(i) Nature of the offense/violation: __________________ (ii) Court and/or area of jurisdiction: __________________ (iii) Resolution [i.e. dismissed; settled; convicted/duration of penalty]: __________________

(iv) Other relevant details [please specify]: _______________

(k) We understand that it is our obligation to notify Procuring Agency should our firm, Joint Venture partners, associates, parent company, affiliates or subsidiaries, including any Subcontractors or Suppliers, be temporarily suspended, debarred or become ineligible to work with Procuring Agency or any other Public or Private Sector organization, the Procuring Agency's country, international organizations, and other donor agencies, or any of our key officers and directors be charged or convicted of any criminal offense or infractions/violations of ordinance which carry the penalty of imprisonment.

(l) Our firm, Joint Venture partners, associates, parent company, affiliates or subsidiaries, including any Subcontractors or Suppliers, are not from a country which is prohibited to export goods to or receive any payments from the Procuring Agency's country by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations.

(m) [We are not a government-owned enterprise] / [We are a government-owned enterprise but meet the requirements of ITB 4.5].2

(n) We have not been suspended nor declared ineligible by the Purchaser based on execution of a Bid-Securing Declaration in accordance with ITB 4.6.

(o) We agree to permit Procuring Agency or its representative to inspect our accounts and records and other documents relating to the bid submission and to have them audited by auditors appointed by Procuring Agency.

(p) We understand that any misrepresentation that knowingly or recklessly misleads, or attempts to mislead may lead to the automatic rejection of the Bid or cancellation of the contract, if awarded, and may result in remedial actions, in accordance with rules & laws of Khyber Pakhtunkhwa related to Anticorruption, Public Procurement etc.

2 Use one of the two options as appropriate.



Name

In the capacity of

Signed

Duly authorized to sign the Bid for and on behalf of

Date



Country of Origin Declaration Form

Name of Bidder _____________________ IFB Number ______________ Page ___ of ___

Item Description Country of Origin



Price Bid Submission Sheet

Note

The Bidder must accomplish the Price Bid Submission Sheet on its letterhead clearly showing the Bidder’s complete

name and address.

Date:

Open Competitive Bidding (OCB) No.:

Invitation for Bid (IFB) No.:

Alternative No.:



(a) We have examined and have no reservations to the Bidding Document, including the Addenda issued in accordance with Instructions to Bidders (ITB) 8.

(b) We offer to supply in conformity with the Bidding Document and in accordance with the delivery

schedule specified in Section 6 (Schedule of Supply), the following Goods and Related Services: [insert a brief description of the goods and related services]

(c) The total price of our Bid, excluding any discounts offered in item (d) below, is

(d) The discounts offered and the methodology for their application are as follows: Discounts: If our Bid is accepted, the following discounts shall apply: [specify in detail each discount

offered and the specific item of the Schedule of Supply to which it applies] Methodology of Application of the Discounts: The discounts shall be applied using the following method: [specify in detail the method that shall be used to apply the discounts]

(e) Our bid shall be valid for a period of [insert validity period as specified in ITB 20.1 of the BDS] days from the date fixed for the submission deadline in accordance with the Bidding Documents, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

(f) If our Bid is accepted, we commit to obtain a Performance Security in accordance with the Bidding Documents.

[amount of foreign currency in words], [amount in figures], and [amount of local currency in words], [amount

in figures]

The total bid price from the price schedules should be entered by the Bidder inside this box. Absence of

the total bid price in the Price Bid Submission Sheet may result in the rejection of the bid.



(g) The following commissions, gratuities, or fees have been paid or are to be paid with respect to the bidding process or execution of the Contract:3

Name of Recipient Address Reason Amount

__________________

_

__________________

_

______________

__

_________

__

__________________

_

__________________

_

______________

__

_________

__

(h) We understand that this Bid, together with your written acceptance thereof included in your notification of award, shall constitute a binding contract between us, until a formal Contract is prepared and executed.

(i) We understand that you are not bound to accept the lowest evaluated bid or any other bid that you may receive.

(j) We agree to permit Procuring Agency or its representative to inspect our accounts and records and other documents relating to the bid submission and to have them audited by auditors appointed by Procuring Agency.

Name

In the capacity of

Signed

Duly authorized to sign the Bid for and on behalf of

Date

3 If none has been paid or is to be paid, indicate “None.”



Bid Security

Bank Guarantee

[insert bank’s name, and address of issuing branch or office] 4

Beneficiary: [insert name and address of the Purchaser]

Date: [insert date (as day, month, and year)]

Bid Security No.: [insert number]

We have been informed that [insert name of the bidder] (hereinafter called "the Bidder") has submitted to you its bid dated [insert date (as day, month, and year)] (hereinafter called "the Bid") for the execution of [insert name of contract] under Invitation for Bids No. [insert IFB number] (“the IFB”).

Furthermore, we understand that, according to your conditions, bids must be supported by a bid guarantee.

At the request of the Bidder, we [insert name of bank] hereby irrevocably undertake to pay you any sum

or sums not exceeding in total an amount of [insert amount in words] [insert amount in figures] upon receipt by us of your first demand in writing accompanied by a written statement stating that the Bidder is in breach of its obligation(s) under the bid conditions, because the Bidder

(a) has withdrawn its Bid during the period of bid validity specified by the Bidder in the Technical Bid Submission Sheet and Price Bid Submission Sheet; or

(b) does not accept the correction of errors in accordance with the Instructions to Bidders (hereinafter “the ITB”); or

(c) having been notified of the acceptance of its Bid by the Purchaser during the period of bid validity, (i) fails or refuses to execute the Contract Agreement; or (ii) fails or refuses to furnish the Performance Security, in accordance with the ITB.

This guarantee will expire: (a) if the Bidder is the successful Bidder, upon our receipt of copies of the Contract Agreement signed by the Bidder and the Performance Security issued to you upon the instruction of the Bidder; or (b) if the Bidder is not the successful Bidder, upon the earlier of (i) our receipt of a copy of your notification to the Bidder of the name of the successful Bidder, or (ii) 28 days after the expiration of the Bidder’s bid.

Consequently, any demand for payment under this guarantee must be received by us at the office on or before that date.

This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458.5

4 All italicized text is for use in preparing this form and shall be deleted from the final document.

5 Or 758 as applicable.



[Authorized signature(s) and bank’s seal (where appropriate)]



Bid-Securing Declaration

Date: [insert date (as day, month, and year)]

Bid No.: [insert number of bidding process]

Alternative No.: [insert identification No if this is a bid for an alternative]



We understand that, according to your conditions, bids must be supported by a Bid-Securing Declaration.

We accept that we will automatically be suspended from being eligible for bidding in any contract with the Borrower for the period of time of [insert number of years indicated in ITB 21.2 of the BDS] starting on the date that we receive a notification from the Purchaser that our Bid-Securing Declaration is executed, if we are in breach of our obligation(s) under the bid conditions, because we

(a) have withdrawn our Bid during the period of bid validity specified in the Technical Bid Submission Sheet and Price Bid Submission Sheet; or

(b) do not accept the correction of errors in accordance with the Instructions to Bidders (hereinafter “the ITB”)

(c) having been notified of the acceptance of our Bid by the Purchaser during the period of bid validity, (i) fail or refuse to execute the Contract Agreement, if required, or (ii) fail or refuse to furnish the Performance Security, in accordance with the ITB.

We understand this Bid-Securing Declaration shall expire if we are not the successful Bidder, upon the earlier of (i) our receipt of your notification to us of the name of the successful Bidder, or (ii) 28 days after the expiration of our Bid.

Signed: [insert signature of person whose name and capacity are shown]

In the capacity of [insert legal capacity of person signing the Bid-Securing Declaration]

Name: [insert complete name of person signing the Bid-Securing Declaration]

Duly authorized to sign the bid for and on behalf of [insert complete name of the bidder]

Dated on ____________ day of __________________, _______ [insert date of signing]

Corporate Seal (where appropriate)



Manufacturer’s Authorization

Date: [insert date (as day, month, and year) of bid submission]

OCB No.: [insert number of bidding process]


WHEREAS

We [insert complete name of the manufacturer], who are official manufacturers of [insert type of goods

manufactured], having factories at [insert full address of manufacturer’s factories], do hereby authorize [insert complete name of the bidder] to submit a bid the purpose of which is to provide the following

goods, manufactured by us [insert name and/or brief description of the goods], and to subsequently

negotiate and sign the Contract.

We hereby extend our full guarantee and warranty in accordance with Clause 28 of the General

Conditions, with respect to the goods offered by the above firm.

Signed: [insert signature(s) of authorized representative(s) of the manufacturer]

Name: [insert complete name(s) of authorized representative(s) of the manufacturer]

Title: [insert title] Duly authorized to sign this Authorization on behalf of [insert complete name of the manufacturer]

Dated on ____________ day of __________________, _______ [insert date of signing]

-- Note --

All italicized text is for use in preparing this form and shall be deleted from the final document.

The bidder shall require the manufacturer to fill out this form in accordance with the instructions indicated. This

letter of authorization should be signed by a person with the proper authority to sign documents that are binding on

the manufacturer. The bidder shall include it in its bid, if so indicated in the Bid Data Sheet (BDS).



AFFILIATE COMPANY GUARANTEE

Name of Contract/Contract No.: __________________________________________________________ Name and address of Purchaser: _________________________________________________________ [together with successors and assigns].

We have been informed that [name of Contractor] (hereinafter called the “Contractor”) is submitting an offer for the above-referenced Contract in response to your invitation, and that the conditions of your invitation require its offer to be supported by an affiliate company guarantee. In consideration of you, the Purchaser, awarding the Contract to the Contractor, we [name of affiliated company] irrevocably and unconditionally guarantee to you, as a primary obligation, that (i) throughout the duration of the Contract, we will make available to the Contractor our financial, technical capacity, expertise and resources required for the Contractor’s satisfactory performance of the Contract; and (ii) we are fully committed, along with the Contractor, to ensuring a satisfactory performance of the Contract. If the Contractor fails to so perform its obligations and liabilities and comply with the Contract, we will indemnify the Purchaser against and from all damages, losses and expenses (including legal fees and expenses) which arise from any such failure for which the Contractor is liable to the Purchaser under the Contract. This guarantee shall come into full force and effect when the Contract comes into full force and effect. If the Contract does not come into full force and effect within a year of the date of this guarantee, or if you demonstrate that you do not intend to enter into the Contract with the Contractor, this guarantee shall be void and ineffective. This guarantee shall continue in full force and effect until all the Contractor’s obligations and liabilities under the Contract have been discharged, when this guarantee shall expire and shall be returned to us, and our liability hereunder shall be discharged absolutely. This guarantee shall apply and be supplemental to the Contract as amended or varied by the Purchaser and the Contractor from time to time. We hereby authorize them to agree on any such amendment or variation, the due performance of which and compliance with which by the Contractor are likewise guaranteed hereunder. Our obligations and liabilities under this guarantee shall not be discharged by any allowance of time or other indulgence whatsoever by the Purchaser to the Contractor, or by any variation or suspension of the works to be executed under the Contract, or by any amendments to the Contract or to the constitution of the Contractor or the Purchaser, or by any other matters, whether with or without our knowledge or consent. This guarantee shall be governed by the law of the same country (or other jurisdiction) that governs the Contract and any dispute under this guarantee shall be finally settled under the [Rules or Arbitration provided in

the Contract]. We confirm that the benefit of this guarantee may be assigned subject only to the provisions for assignment of the Contract.

Signed by:…………………………………………… Signed by:

……………………………………………

[signature]

[signature]

…………………………………………… ……………………………………………

[name] [name]

…………………………………………… ……………………………………………

[position in parent/subsidiary company] [position in parent/subsidiary company]

Date:……………………………………………

-- Note --

If permitted in accordance with ITB 34.2 of the BDS, the Bidder shall fill out the Affiliate Company Guarantee Form

for each subsidiary, parent entity, affiliate, Subcontractor, etc. that the Bidder submits for consideration of the

Purchaser in determining its qualifications.



Form ELI - 1: Bidderʼs Information Sheet

Bidderʼs Information

Bidderʼs legal name

In case of a Joint

Venture, legal name of each partner

Bidderʼs country of

constitution

Bidderʼs year of

constitution

Bidderʼs legal address

in country of

constitution

Bidderʼs authorized

representative

(name, address, telephone number(s), fax

number(s) and

e-mail address)

Attached are copies of the following documents:

1. In case of a single entity, articles of incorporation or constitution of the legal entity named above, in accordance with ITB 4.1 and ITB 4.2

2. Authorization to represent the firm or Joint Venture named above, in accordance with ITB 22.2

3. In case of a Joint Venture, a letter of intent to form a Joint Venture or Joint Venture agreement, in accordance with ITB 4.1

4. In case of a government-owned enterprise, any additional documents not covered under 1 above required to comply with ITB 4.5



Form ELI - 2: Joint Venture Information Sheet

Each member of the Joint Venture must fill out this form separately.

Joint Venture Information

Bidderʼs legal name

Joint Venture Partnerʼs

legal name


country of constitution


year of constitution


legal address in

country of constitution


authorized

representative

information

(name, address,

telephone number(s), fax

number(s) and e-mail

address)

Attached are copies of the following documents:

1. Articles of incorporation or constitution of the legal entity named above, in accordance with ITB 4.1 and ITB 4.2

2. Authorization to represent the firm named above, in accordance with ITB 22.2

3. In the case of a government-owned enterprise, documents establishing legal and financial autonomy and compliance with commercial law, in accordance with ITB 4.5



Form CON – 1: Historical Contract Nonperformance

For Contract type B, each Bidder must fill out this form in accordance with Criteria 2.2.1 and 2.2.3 of

Section 3 (Evaluation and Qualification Criteria) to describe any history of nonperforming contracts

and pending litigation or arbitration formally commenced against it.

In case of a Joint Venture, each Joint Venture Partner must fill out this form separately and provide

the Joint Venture Partner’s name:

Joint Venture Partner: ___________________

Table 1: History of Nonperforming Contracts

Choose one of the following:

No nonperforming contracts.

Below is a description of nonperforming contracts involving the Bidder (or each Joint Venture member if Bidder is a Joint Venture).

Year Description

Amount of

Nonperformed

Portion of Contract

($ equivalent)

Total Contract

Amount ($

equivalent)

[insert year] Contract Identification: [indicate complete contract name/

number, and any other identification]

Name of Purchaser: [insert full name]

Address of Purchaser: [insert street/city/country]

Reason(s) for nonperformance: [indicate main reason(s)]

[insert amount] [insert amount]

Table 2: Pending Litigation and Arbitration Choose one of the following:

No pending litigation and arbitration.

Below is a description of all pending litigation and arbitration involving the Bidder (or each Joint Venture member if Bidder is a Joint Venture).

Year Matter in Dispute Value of Pending

Claim in $

Equivalent

Value of

Pending Claim as a

Percentage of

Net Worth

[inse

rt

year]

Contract Identification: [indicate complete contract

name/ number, and any other identification]

Name of Purchaser: [insert full name]

Address of Purchaser: [insert street/city/country]

Matter of Dispute: [indicate full description of dispute]

Party who initiated the dispute: [indicate “Purchaser” or

“Contractor”]

Status: [indicate status of dispute]

[insert amount] [insert amount]

- Note -

Table 2 of this form shall only be included if Criterion 2.2.3 (Contract Type B) of Section 3 (Evaluation and

Qualification Criteria) is applicable.



Form EXP - 1: Contractual Experience

Fill out one (1) form per contract.

Contractual Experience

Contract No . . . . . . of . . .

. . . Contract Identification

Award Date Completion Date

Role in Contract Manufacturer Supplier Subcontractor

Total Contract Amount $

If partner in a joint

venture or

subcontractor, specify

participation of total

contract amount

Percent of Total Amount

Purchaserʼs name

Address

Telephone/Fax Number

E-mail

Description of the Similarity in Accordance with Criteria 2.2.1 (Contract Type A) or 2.3.1

(Contract Type B) of Section 3 (Evaluation and Qualification Criteria)

- Note -

This form shall only be included if either Criterion 2.2.1 (Contract Type A) or 2.3.1 (Contract Type B) of Section 3

(Evaluation and Qualification Criteria) is applicable.



Form EXP - 2: Technical Experience

Fill out one (1) form per contract.

Technical Experience

Name of Product

Manufacturer: Address and Nationality:

Requirements in Accordance with Criterion 2.3.2 (Contract Type B) of Section 3 (Evaluation

and Qualification Criteria)

(i) Product has been in

production for at

least . . . . . . . . .

years.

(ii) Product (or equipment) has been

sold a minimum of . .

. . . . . units of similar

type and

specification over

the last three (3)

years.

(iii) Product has been in

operation for a

minimum of . . . . . . . .

years.

- Note -

This form shall only be included if Criterion 2.3.2 (Contract Type B) of Section 3 (Evaluation and Qualification

Criteria) is applicable. Add pages as necessary. The Purchaser reserves the right to verify authenticity of Bidder

submissions.



Form EXP - 3: Production Capacity

Fill out one (1) form per product and manufacturer.

Production Capacity

Name of Product

Manufacturer: Address and Nationality:

Requirements in Accordance with Criterion 2.3.3 (Contract Type B) of Section 3 (Evaluation

and Qualification Criteria)

Production facility 1

(include location):


(include location):


(include location):

- Note -

This form shall only be included if Criterion 2.3.3 (Contract Type B) of Section 3 (Evaluation and Qualification

Criteria) is applicable. The Purchaser reserves the right to verify authenticity of Bidder submissions.



Form FIN - 1: Historical Financial Performance

Each Bidder must fill out this form.




Financial Data for Previous ___ Years [$ Equivalent]

Year 1: Year 2: Year __:

Information from Balance Sheet

Total Assets (TA)

Total Liabilities (TL)

Net Worth = TA-TL

Current Assets (CA)

Current Liabilities (CL)

Working Capital = CA -

CL

Most Recent

Working Capital

To be obtained for most recent year and carried forward

to FIN - 3 Line 1; in case of Joint Ventures, to the

corresponding Joint Venture Partner’s FIN - 3.

Information from Income Statement

Total Revenues

Profits Before Taxes

Profits After Taxes

Attached are copies of financial statements (balance sheets including all related notes, and income statements) for the last _____ years, as indicated above, complying with the following conditions:

• Unless otherwise required by Section 3 of the Bidding Documents, all such documents reflect the financial situation of the legal entity or entities comprising the Bidder and not the Bidder’s parent companies, subsidiaries, or affiliates.

• Historical financial statements must be audited by a certified accountant.

• Historical financial statements must be complete, including all notes to the financial statements.

• Historical financial statements must correspond to accounting periods already completed and audited (no statements for partial periods shall be requested or accepted).

- Note -

This form shall only be included if Criterion 2.3.1 (Contract Type A) or 2.4.1 (Contract Type B) of Section 3




Form FIN - 2: Size of Operation (Average Annual Turnover)

Each Bidder must fill out this form.

The information supplied should be the Annual Turnover of the Bidder or each member of a Joint

Venture in terms of the amounts billed to clients for each year for work in progress or completed,

converted to US dollars at the rate of exchange at the end of the period reported.




Annual Turnover Data for the Last . . . . Years

Year Amount

Currency

Exchange

Rate $ Equivalent

Average Annual Turnover

- Note -

This form shall only be included if Criterion 2.3.2 (Contract Type A) or 2.4.2 (Contract Type B) of Section 3




Form FIN - 3: Cash Flow Capacity

Specify proposed sources of financing, such as working capital, liquid assets,6 lines of credit, and other

financial resources (other than any contractual advance payments) available to meet the cash flow

requirements indicated under Criterion 2.4.3 (Contract Type B) of Section 3 (Evaluation and

Qualification Criteria).

Financial Resources

No. Source of financing Amount ($ equivalent)

1

2

3

- Note -

This form shall only be included if Criterion 2.4.3 (Contract Type B) of Section 3 (Evaluation and Qualification Criteria)

is applicable.



Form FIN - 1: Financial Situation

[The following table shall be filled in for the Bidder and for each member of a JV.]

Date: [insert day, month, year]

Bidder’s Legal Name: [insert full name]

Joint Venture Party Legal Name: [insert full name]

IFB No.: [insert number]

Page [insert page number] of [insert total number] pages

1. Financial data

Type of Financial

information in

(currency)

Historic information for previous [insert number] years

(amount, currency, exchange rate, USD equivalent)

Year 1 Year 2 Year 3 Year 4 Year 5

Statement of Financial Position (Information from Balance Sheet)

Total Assets (TA)

Total Liabilities (TL)

Net Worth (NW)

Current Assets (CA)

Current Liabilities (CL)

Information from Income Statement

Total Revenue (TR)

Profits Before Taxes (PBT)

Profits After Taxes (PAT)

2. Financial documents



The Bidder and its Parties shall provide copies of the financial statements for [number of years] years

pursuant to Section III, Evaluation and Qualification Criteria, Sub-factor 2.3.1. The financial statements

shall:

(a) reflect the financial situation of the Bidder or in case of JV member, of each member, and not an affiliated entity (such as parent company or group member).

(b) be independently audited or certified in accordance with local legislation.

(c) be complete, including all notes to the financial statements.

(d) correspond to accounting periods already completed and audited.

Attached are copies of financial statements7 for the [number of years] years required above;

and complying with the requirements.

7 If the most recent set of financial statements is for a period earlier than twelve (12) months from the date of

Bid, the reason for this should be justified.



Form FIN - 2: Average Annual Turnover







Annual Turnover Data

Year Amount and Currency Exchange rate USD equivalent

[indicate

year] [insert amount and indicate

currency] [insert

applicable

exchange rate]

[insert amount in

USD equivalent]

Average Annual Turnover *

* Total USD equivalent for all years divided by the total number of years, in accordance with

Section III, Evaluation and Qualification Criteria, Sub-Factor 2.3.2.



Form FIR - 1: Financial Resources







[Specify proposed sources of financing, such as liquid assets, unencumbered real assets, lines of

credit, and other financial means, net of current commitments, available to meet the total cash flow

demands of the subject Contract or Contracts as indicated in Section III, Evaluation and Qualification

Criteria, Sub-Factor 2.3.3.]

Financial Resources

No. Source of financing Amount (USD equivalent)

1

2

3



Form FIR - 2: Current Contract Commitments







[Bidders and each member of a JV should provide information on their current commitments on all

contracts that have been awarded, or for which a letter of intent or acceptance has been received, or

for contracts approaching completion, but for which an unqualified, full completion certificate has yet

to be issued, in accordance with Section III, Evaluation and Qualification Criteria, Sub-Factor 2.3.3.]

Current Contract Commitments

No.

Name of Contract

Purchaser’s Contact

Address, Tel, Fax

Value of Outstanding

Work [Current USD Equivalent]

Estimated Completion

Date

Average Monthly Invoicing Over Last

Six Months [USD/month)

]

1

2

3

4

5



Form EXP - 1: General Experience







[Identify contracts that demonstrate continuous supply over the past [number] years pursuant

to Section III, Evaluation and Qualification Criteria, Sub-Factor 2.4.1. List contracts

chronologically, according to their commencement (starting) dates.]

General Experience

Starting

Year

Ending

Year Contract Identification

Role of

Bidder

[indicate

year] [indicate

year] • Contract name: [insert full name]

• Brief description of the supply performed by the Bidder: [describe supply performed briefly]

• Amount of contract: [insert amount, currency, exchange rate and USD equivalent]

• Name of Purchaser: [indicate full name]

• Address: [indicate street/number/town or city/country]

[insert "Prime

Supplier”(Single

entity or JV

member) or

"Subcontractor”]



Form EXP - 2: Specific Experience

[The following table shall be filled in for contracts performed by the Bidder and by each

member of a JV.]






[Fill out one (1) form per contract, in accordance with Section III, Evaluation and

Qualification Criteria, Sub-Factor 2.4.2.]

Contract of Similar Capacity

Item Information

Contract Identification [insert contract name and reference identification number, if

applicable]

Award Date [insert day, month, year, e.g., 15 June, 2015]

Completion Date [insert day, month, year, e.g., 03 October, 2017]

Role in Contract

[check the appropriate box]

Prime Supplier

Single entity

JV member

Total Contract Amount [insert total contract amount

and currency(ies)]

USD [insert exchange rate and

total contract amount in USD

equivalent]

Supply and/or Production Capacity

performed under the contract per year or part of the year

[insert extent of participation

indicating actual capacity

performed]

Total capacity in

the contract

(i)

Percentage

participation

(ii)

Actual

capacity performed

(i)x(ii)

Purchaser’s Name: [insert full name]

Address:

Telephone/fax number

E-mail:

[indicate street / number / town or city / country]

[insert telephone/fax numbers, including country and city

area codes]

[insert E-mail address, if available]