Bidding/Invitation to Tender Documents

For

PROCUREMENT/SUPPLY OF “STATIONARY FOR COMPUTERIZED PAYROLL” REQUIRED FOR CDA

December 04, 2018

NIT Amount: Rs.2, 490,471/- Vetted by: _________________________ Accounts Officer (IT), CDA

CAPITAL DEVELOPMENT AUTHORITY

TENDER NOTICE RATE RUNNING CONTRACT FOR SUPPLY OF STATIONARY ITEMS FOR THE PERIOD OF ONE (01) YEAR FOR CDA, ISLAMABAD.

Computer Directorate, CDA intends to invite sealed bids on single stage one envelope

procedure from reputed Firms having experience in the relevant field / registered with Sales Tax Department.

The detail of supply, tender cost, Earnest Money and opening date is mentioned below: -

S.# Tender No. DESCRIPTION

Estimated Cost

Cost of Tender

Earnest Money

BIDS SUBMISSION DATE & TIME AT

11: 00 AM

BIDS OPENING DATE & TIME AT 11:30 AM

01 Stationary /2018/--

Supply of Payroll Stationary items.

Rs.2.490 (M) Rs.2000/-

3 % of bid value

4th December, 2018

4th December, 2018

2. Tender document containing complete specifications, terms and conditions can be obtained on payment of Rs: 2000/- (non-refundable) from Drawing & Disbursing Officer (D.D.O) IT & Management, CDA. The same may also be downloaded from CDA/PPRA website; however, Pay Order amounting to Rs: 2000/- (non-refundable) in favour of Drawing & Disbursing Officer (D.D.O) IT & Management, CDA must be attached along with copy of downloaded tender documents at the time of submission. 3. Tender without earnest money will not be considered in any case. Earnest money in shape of CDR in favour of Drawing & Disbursing Officer (DDO), IT & Management, CDA payable at any Islamabad/Rawalpindi branch must be attached with the tender documents. 4. The successful bidder shall deposit security @ of 5% of the contract value in the shape of Call Deposit at the time of signing the contract.

5. No. tender will be sold on the date of opening of tender. “The Authority reserves the right to reject all bids or proposals at any time prior to the acceptance of a bid or proposal”.

6. The Bid must have Six months (180) days validity period. 7. Tender advertisement is available at PPRA website www.ppra.org.pk & CDA website www.cda.gov.pk .

Mr. Rafat Ali Khan Deputy Director Information Technology Directorate Block-III, CDA Secretariat, Khayaban-e-Shurwardee, G-7/4, Islamabad

Cost of Tender Rs.2000/-

CAPITAL DEVELOPMENT AUTHORITY

NO.___________________________ Islamabad, the 2018. M/S_______________________ Receipt No.-------------------------

___________________________ Rs. ---------------Dated-------------

___________________________

Subject:- RATE RUNNING CONTRACT FOR SUPPLY OF STATIONARY FOR COMPUTERIZED PAYROLL ITEMS FOR THE PERIOD OF ONE (01) YEAR FOR ISLAMABAD

(A) INVITATION TO BID

The stores as shown in the schedule to this tender are required by the

Computer Directorate, CDA, Islamabad through Rate Running Contract. You

are invited to submit your quotation for supply of the same as per schedule

attached subject to the standing conditions for submission of tender as laid

down in Public Procurement Rules 2004.

B) INSTRUCTION TO BIDDERS

i. The procedure for submission of bid will be Single Stage one envelop

procedure. Each bid will comprise one single envelope containing,

financial proposal. All bids received will be opened and evaluated in the

manner prescribed in the bidding document.

ii. The bids will be opened publicly at a time, date and venue as announced in

advertisement.

iii. Clarification, if any, must be sought from the Computer Directorate, CDA

before preparation of your tender.

C) GENERAL TERMS AND CONDITIONS FOR TENDER:

i. Black listed Firms by Government / Semi Government Organization are

not allowed to participate.

ii. The work should be carried out according to the specification/

description.

iii. No escalation, under any circumstances, would be entertained.

iv. I will not sublet to anybody else. In case of subletting my contract will be

liable for cancellation without any notice and also liable to forfeiture of

security deposit.

v. Non-relation certificate, that no employee of Computer Directorate,

CDA is my relative or shareholder in my business.

vi. Please fill in the blank spaces provided in the schedule and sign the

same. Two copies of the fill up BOQ/Schedule must invariably by attach

with the original offer.

D) DETAILS OF STANDARDS THAT ARE TO BE USED IN ASSESSING THE

QUALITY OF GOODS, WORKS OR SERVICES SPECIFIED.

1) RATES:

1) The tenderer should quote rates on percentage basis.

2) The rates should be FIRM AND FINAL.

3) The tenderer should quote item wise rates. However the work will be

awarded on total cost basis. Rate should be written both in figures &

words. All cutting/ overwriting must be attested/ initialed by the tenderes.

4) The rates should be minimum and be as favorable as those extended to

any Government Department/Agency/Company or individual. In case rates

found higher, deduction will be made accordingly.

2) VALIDITY OF OFFERS: Offer must remain valid for 180 days from the date of

opening of tender.

3) INSPECTION: Time to Time inspection will be carried out by the

Director Computer, CDA or his representative as deputed by him.

(E) DELIVERY TIME OR COMPLETION SCHEDULE

1) Validity period of contract: The contract will remain valid for the

period of one (01) year from the date of commencement of agreement and

also extendable on the same terms & conditions / rates for further period till

the finalization of the new contract and excellent performance of the firm.

2) Delivery Period: Period of delivery will be ten (10) days from issue of

supply order by Computer Directorate, CDA, Islamabad against Rate Running

Contract for the period of one (01) year from the date of award of contract.

(F) QUALIFICATION CRITERIA

i. Attested copy of the receipt of professional tax paid to Excise &

Taxation Department concerned.

ii. Certificate of Sales Tax Registration, NTN

iii. Certificate on Stamp Paper for not Black Listing of Firm by any

Government/Semi Government Organization.

(G) Bid Evaluation Criteria/Procedure (Evaluation procedure will be for least cost selection) a. TENDER OPENING

Evaluation includes proposals received on time, opened and read out.

Late proposals not included.

b. Preliminary Screening:

Following factors will be taken into consideration to declare the bid

“Responsive “or “Non -Responsive”

i. Inclusion of all required documents

ii. Correct authorization of proposal

iii. Signature of CV’s

iv. Sufficient proposed validity.

c. Technical Evaluation

It will be carried out by the tender opening committee, Computer Directorate,

CDA . The Committee will evaluate the bids in the light of required specifications

and documents submitted. The Committee will be empowered to ignore any

specification for healthy competition subject not to affect the efficacy/efficiency or

operational result of the equipment. Other factors to be considered for declaring

the Firm Responsive / Non-responsive includes:

a) Relevant experience and past performance b) Capabilities with respect to personnel equipment and plant c) Financial position. d) Appropriate managerial capability, and e) Any other factor that a procuring agency may deem relevant, not

inconsistent with PPRA Rules 2004.

d. Financial Evaluation

It includes.

Correct arithmetic errors if any.

Compare total costs

Rank prices with lowest price as No.1

i. Tender opening committee will recommend the responsive firm.

ii. Lowest Price Bid will be recommended for Contract award, subject to

any negotiations required. Recommendations will be submitted to

Competent Authority for approval of Evaluation Report.

(G) FORMAT OF ALL SECURITIES REQUIRED

SECURITY DEPOSIT:

Successful Tenderer will deposit security in the form of Call Deposit in favor of

D.D.O, IT & Management, CDA, Islamabad, @ 5% of the total value of the

contract estimated annually at the time of signing the contract which will be

refundable to the contractor on successful completion of the contract and

conducting the audit by Govt. Auditors and clearance certificate from Accounts

Cell of Computer Directorate, CDA that there is no Audit objection, Draft Para,

Advance Para, Printed Para against the contractor and satisfactory performance

report from Storekeeper (Computer). In case of breach of Contract Agreement,

security deposit will be forfeited on the order of the competent authority.

(I) ANY OTHER DETAIL NOT INCONSISTENT WITH THESE RULES THAT

THE PROCURING AGENCY MAY DEEM NECESSARY.

1) EARNEST MONEY

Tenderer including those registered with the Authority must invariably

furnish Earnest money (3% of Bid Value). The Earnest Money will be in

the form of Demand Draft/Deposit at Call in favour of Drawing & Disbursing

Officer of Computer Directorate, CDA, Islamabad. Earnest money in shape

of cheque shall not be accepted. Tenders without Earnest Money will not

be considered. Earnest Money of the 2nd lowest tenderer would be

refunded within the validity period of their offer or on signing the Contract

Agreement with the successful Tenderer whichever occurs first.

2) PAYMENT TERMS.

a. 100% payment on account of supplied items as per contract agreement will be made to you by the D.D.O IT& Management, CDA

b. Bill in triplicate on proper bill form duly printed/stamped and machine numbered showing quantity, unit price and total price.

c. Attested copy of the receipt of professional tax paid to Excise & Taxation Department concerned.

d. Certificate of Registration with Sales Tax Department alongwith Sales Tax Registration Number.

e. Prescribed Sales Tax invoices showing amount of Sales Tax, if applicable.

f. Certificate of National Tax Number.

3) OPENING OF TENDER

a) Tender should reach in Computer Directorate by 11:00 hours on

due date mentioned in the advertisement. All out station tenders

must be sent by Courier Service so as to reach the Computer

Directorate, Block-III, Main CDA secretariat, G-7/4, Islamabad

before date prescribed for opening of tender.

b) The Tender will be opened at 11:30 hours on the due date in the

presence of Tenderers or their representatives, who may care to

attend the opening of tenders.

4) INCOME TAX DEDUCTION

Tenderers should know that income tax will be recovered at prevailing rate

from all payments made to them during the currency of contract period

unless they provide the exemption certificate from income Tax Department

while submitting their tender that they have been exempted from recovery

of income Tax. They will produce an attested copy of the said certificate

without waiting for demand by the office within Seven days on receipt of

intimation regarding acceptance of their tender. When there is no indication

of exemption, recovery of income tax will be made which will not be

refunded.

5) FAILURE AND TERMINATION:

i. Should the Contractor fail to deliver stores or any consignment thereof within

the period prescribed for such delivery, the purchaser will be entitled at his

option either:-

ii. to cancel the contract with forfeiture of security / black listing or a portion

thereof and /or

iii. to purchase elsewhere, without notice to the contractor on the account and at

the risk and cost of the contractor, the stores not delivered or others of a

similar description (where others exactly complying with the particulars are

not, in the opinion of the Purchaser which will be final, readily procurable)

without canceling the contract in respect of the consignments not yet due for

delivery and/or;

iv. To recover from the Contractor as agreed liquidated damages and not by way

of penalty, a sum of 0.07% percent of the price of any stores which the

Contractor has failed to deliver as aforesaid.

6) Non-compliance of any of the above instructions will render the tender liable to

be ignored.

7) CONSIGNEE: Director Computer, CDA, Islamabad.

8) In case the Firm is declared or found Black Listed by Government /Semi

Government before execution of Contract, Authority may Terminate /Cancel the

Contract with OR without forfeiting the earnest money/security deposit etc.

9) Recovery of any outstanding dues of the Computer Directorate, CDA on account

of risk purchase liquidation damages, Sub-standard supplies, over payment etc.

against any other contract awarded to you can be affected from the payment against

this contract.

(Mr. Rafat Ali Khan) Deputy Director-IT Computer Directorate Block-III, CDA Secretariat, Khayaban-e-Shurwardee, G-7/4, Islamabad

UNDERTAKING

I __________________________ hereby bind myself to the Capital

Development Authority, Islamabad during the period commencing from _______ to

___________ until further orders for supply of the articles shown in schedule-I at the

rates specified against each item. The articles shall be of the best quality. The

decision of the Director Computer, CDA or officer authorized by him to act on his

behalf (there in after called the said officer) in regard to the quality and kind of the

articles shall be final and binding on me.

2. I understand that all items supplied or subject to check by the

competent authority or officer authorized by him and if I supply adulterated or

poor/inferior quality of material. I am personally liable to any action under the law,

beside forfeiture of my security deposit by Director Computer, CDA, or by the officer

authorized on his behalf for this purpose, or any other penalty imposed on me.

3. The articles shall be supplied by measures and weight sanctioned by

the Government of Pakistan or counted as the case may be and delivered at the

Computer Directorate, CDA as directed at the time and place specified, free of

delivery charges.

4. Such articles which are not specifically mentioned in the schedule and

are ordered by the said officer shall be supplied by me at the current local market

rates.

5. The said officer shall not be bound to accept all or any of the articles

enumerated in the schedule in full on even in part of the estimated quality.

6. The daily supplies shall be delivered whenever and where-ever

required in the presence of the said officer or his representative and myself or my

authorized agent. My agent shall be responsible person and his name (S) shall be

known to the said officer. I shall not appoint any sub contractor for any schedule. In

case it is discovered that this has been done, the contract will be cancelled and

security deposit forfeited.

7. I also understand that I am not permitted singly or collectively to

operate more than one name regarding our business with the CDA, Islamabad and if

it is found that I previously worked under some other name singly or collectively, I

shall be liable to be black listed without any objection from my side.

8. Should the said officer deem it necessary to change any article being

found to be of inferior quality, it shall be replaced by me/us in time without any

inconvenience or delay what so ever.

9. Should any delay occur on my part should I/my agent fail to

supply the articles at the appointed hour and placed the said officer shall be at

liberty to take action according to Clause (I)-5 of tender.

10. The security deposited by me shall be returnable to me on successful

completion of the contract and on my furnishing the usual “NO DEMAND

CERTIFICATE” & conducting the Audit by the Government Auditors.

11. The articles/stores will be delivered along with three copies of the

delivery challan. The receiving officer or his representative will sign all the three

copies of delivery challan in token of having received the article and handover two

copies to the supplier.

12. The amount of the bill will be paid in cash or through cheque by the

DDO IT & Management, CDA after presentation of the correct bill on printed forms.

13. I solemnly declare that the information furnished by me at the time of

submitting quotations is correct to the best of my knowledge and if found in-correct

my contract will be liable to termination.

14. I perfectly understand all the above conditions and general directions to

the contractor and I bind myself to abide by them I also understand that my contract

is liable to termination in case of breach of any terms of contract. In that case my

security deposit will be forfeited by the Director Computer, CDA.

15. Due to rise of prices I shall claim no Escalation. In witness whereof I

hereunder set my hands on this.

____________________________ day of ______________________________

SIGNATURE OF THE CONTRACTOR

FULL ADDRESS:__________________

_________________________________

Tel/Mobile:________________________

WITNESS:

1.__________________

2.__________________

Notice Inviting Tender (NIT)

Amount

Form "A"

ABSTRACT OF COST

Schedule to tender No._____________________________________ Due on ------------------2018

FORM OF BID

SHEDULE OF PROPOSAL

Rates quoted by bidder on all items on % percentage basis

BILL OF QUANTITIES FOR STATIONARY FOR COMPUTERIZED PAYROLL

S. No Item Description Qty Rates/unit (PKR) Estimated Price (PKR)

1 Continuous Paper (P-I

A/3) Imported (80 grams)

36 Boxes (Thirty-Six)

(2000 Sheets Each)

4,400.37 (Four Thousand, Four

Hundred and thirty-seven Paisa)

158,413

(One Hundred Fifty-Eight Thousand, Four Hundred

Thirteen)

2 Continuous Paper (P-II

A/3) Imported (80 grams)

48 Boxes (Forty-Eight)

(2000 Sheets Each)

5,419.44 (Five Thousand, Four Hundred Nineteen and

Forty-Four Paisa)

260,133

(Two Hundred Sixty Thousand, One Hundred Thirty-Three)

3 Continuous Paper (P-I

A/4) Imported (80 grams)

84 Boxes (Eighty-Four)

(2000 Sheets Each)

2,933.19 (Two Thousand, Nine

Hundred Thirty-Three and Nineteen Paisa)

246,388

(Two Hundred Forty-Six Thousand, Three Hundred

Eighty-Eight)

4 Continuous Paper (P-II

A/4) Imported (80 grams)

240 Boxes (Two Hundred-

Forty) (2000 Sheets Each)

3,761.55 (Three Thousand, Seven Hundred Sixty-One and

Fifty-Five Paisa)

902,772

(Nine Hundred Two Thousand, Seven Hundred Seventy-Two)

5 Employee Pay Advices

(Pre-printed) Imported (80 grams)

144 Boxes (One Hundred

Forty-Four) (2000 Sheets Each)

4,016.61 (Four Thousand, Sixteen

and Sixty-One Paisa)

578,392

(Five Hundred Seventy-Eight Thousand, Three Hundred

Ninety-Two)

6 Printronix Ribbon-7000

12 (Twelve)

(Contains 6 Ribbons)

28,697.76 (Twenty-Eight Thousand,

Six Hundred Ninety-Seven and Seventy-Six Paisa)

344,373

(Three Hundred Forty-Four Thousand, Three Hundred

Seventy-Three)

TOTAL ESTIMATED COST WITH ALL TAXES

2,490,471

(Two Million, Four Hundred Ninety Thousand, Four Hundred Seventy-One)

Contractors are required to give bid above/below ______________%

the tender should be quoted in figure as well as in words