rocurement manual - BEST-Pak · Web viewHacksaw frame with blade (China) No. 20 9 Electrician knife (China) No. 20 10 Test lamp (Local Made) No. 20 11 Electric Drill machine with

BASIC EDUCATION AND EMPLOYABLE SKILL TRAINING PAKISTAN

INVITATION TO BID

House No. 456, Usman Lane, Afzal Abad, Old Bara Road, University Town, Peshawar, Khyber Pakhtunkhwa

Phone#-0092-91-5852209-10, Fax: 0092-91-5700762,E-Mail: [email protected], Website: www.bestpak.org

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BEST-Pak invites legally registered firms to submit their sealed bids for the supply of required training tools/equipment and materials at Mingora, Swat.

Separately sealed Technical and Financial Bids, as per below instructions should reach the below address latest by COB August 10, 2017. Late bids will not be accepted.

This ITB includes the following Annexes as its integral part:-

Annex-1- Instruction to Bidders

Annex-2- Specifications of Required Items

Annex-3- Specific Conditions

Annex-4- General Conditions:

Annex-5- Price Schedule

For clarification regarding this ITB, please contact Programme Section, Telephone #: 92-91-5852210 E-Mail: [email protected]

This letter is not to be constructed in any way as an offer to contract; the bid could, however, form the basis for a contract between the suppliers and BEST-Pak.

Annex-1

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mailto:[email protected]

INSTRUCTIONS TO BIDDERS

A. Introduction

1. General: BEST-Pak is a non-profit, non-governmental, non-sectarian organization engaged in provision of basic education, vocational skill training, reconstruction, relief & emergency operations across the country.

2. Eligible BiddersAll potential firms, which are duly registered with Government and Sale & Income tax Authorities of Pakistan.

3. Cost of BidTender documents are available to bidders free of cost. The Bidder shall bear all costs associated with the preparation and submission of the Bid, and BEST-Pak in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.

B. Solicitation Documents

4. Examination of Solicitation Documents: The Bidder is expected to examine all corresponding instructions, forms, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the Bidder’s risk and may affect the evaluation of the Bid.

5. Clarification of Solicitation Documents: A prospective bidder requiring any clarification of this ITB may notify the procuring entity in writing. The response will be made in writing to any request for clarification that is received within the specified time. Written copies of the response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Bidders that received the ITB, in cases where such information are deemed crucial for correct understanding of deliverables or related conditions.

6. Amendments to ITB: Not later than two days prior to the Deadline for Submission of Bids, the procuring entity may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, amend this ITB. All prospective Bidders that have received the ITB, will be notified in writing of any amendments. In order to afford prospective Bidders reasonable time in which to take the amendments into account in preparing their offers, the procuring entity may, at its discretion, extend the Deadline for the Submission of Bids.

C. Preparation of Bids.

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7. Language of the Bid: The Bid prepared by the Bidder and all correspondence and documents relating to the Bid exchanged by the Bidder and the procuring entity shall be written in English or Urdu.

8. Documents Comprising the Bid: Technical Bid must comprise the following documents:

a. Registration evidence (NTN, STRN, Form-H, Certificate of Incorporation)

b. Bid Security: Demand draft/ Call deposit

c. Detailed specifications, Make, Model, Brochures etc. of the offered items.

d. Detailed delivery schedule

9. Bid Prices: All prices shall be quoted in Pak Rupees. Prices should be quoted on the prescribed Price Schedule Annex-5.

D. Submission of Bids

10. Format and Signing of Bid: Bidders will submit separately sealed two envelopes, enclosed in an outer sealed envelope. One envelope will be marked as Technical Bid and will contain requirements mentioned in clause C 8 above. The other envelope will be marked Financial Bid and would contain the quoted prices on format given as Annex-5.

The outer envelope would be sealed and should contain ‘Bid for the required items, Not to be opened before (bid deadline).

11. Deadline for Submission of Bids:

11.1. Bids must be delivered to the office via courier by COB, 10 th August, 2017. Sealed bids should reach the address: House No. 456, Usman Lane, Old Bara Road, University Town, Peshawar.

11.2. BEST-Pak may, at its discretion, extend this deadline for the submission of the bids by amending the Bidding Documents in accordance with clause 6 of Instructions to Bidders, in which case all rights and obligations of the Purchaser and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

12. Modification and Withdrawal of Bids: The Bidder may withdraw its Bid after submission, provided that written notice of the withdrawal is received by BEST-Pak prior to the deadline for submission and will be not entitled for resubmission. No Bid may be modified after passing of the Deadline for Submission of Bids. No Bid may be withdrawn in the interval between the Deadline for Submission of Bids and the expiration of the Period of Bid Validity.

E. Opening and Evaluation of Bids:

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13. Opening of Bids and Preliminary Examination:

13.1 The Bids shall be opened by the Procurement Committee of BEST-Pak.

13.2 The bidders’ names, number of bids received, bids rejected due to late submission or wrong submission (Technical and Financial Bids submitted in single envelope), deadline of bid submission, extension, if any will be recorded on a Bid Opening Summary Sheet.

13.3 Accepted bids will be evaluated by the Committee and Financial Bids of only Technically Qualified bidders would be opened.

14. Evaluation of Bids and Evaluation Criteria: All bids will be evaluated in accordance with below evaluation criteria:-

14.1. Compliance with requirements for registration of business and registration with tax authorities14.2. Compliance with requirements relating to required technical specifications / quality standards14.3 Compliance with Special and General Conditions specified in this ITB14.4 Compliance with requirement of experience, delivery schedule and financial soundness.

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Annex-2

SPECIFICATIONS OF REQUIRED ITEMS:

Tailoring Training Material:

S. No. Item Description Specification Unit No. of Units

1 Cloth Cotton type for baby frock Meter 400

2 Paper 27”x36” No. 600

3 Machine Oil Normal No. 40

4 Bukram 40” Meter 40

5 Thread Normal (mix color) No. 400

6 Needles 1-5 no. No. 400

7 Buttons Normal (mix color) No. 1000

8 Chalk Best quality No. 200

Tailoring Tool Kit:


1 Sewing Machine Butterfly No. 202 Scissors Singer No. 203 Measuring Tape Normal No. 204 Electric sewing machine Motor Best quality No. 205 Combination pliers Xinmin No. 206 Flat screw driver Normal No. 207 Machine Oil Normal No. 208 L Square Normal No. 209 Tracing Wheel Normal No. 20

10 Thumble Normal No. 20

11 Canvas Bag to pack the above items With logo No. 20

Motorcycle Mechanic Training Material


1 Mobile oil HONDA 1 Liter 10

2 Grease Pakistani Box 1

3 Emery paper P150 (Korean) No. 12

4 Motorcycle wiring Future LTD No. 8

5 Hack saw blade 12" Poland No. 5

6 Cotton waste 12" No. 40

7 Battery 12 volt (Exide) No. 2

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8 Indicators Local made No. 8

9 Insulation tape Osaka No. 12

10 Cleaning Brush Best quality No. 4

11 Silicon Best quality No. 5

Motorcycle Mechanic Tool Kit


1 Spinner Set 52 pieces (Tech tool) No. 20

2 Round Spinner Set 12 pieces (Tech tool) No. 20

3 Plug Panna Best quality No. 20

4 Combination Pliers 8 inch China (Hgnglida) No. 20

5 Nose pliers 6 inch China (Hgnglida) No. 20

6 Side cutter 6 inch China 6 inch China (Hgnglida) No. 20

7 Grip pliers China No. 20

8 Screw Driver Set Japan Japan No. 20

9Hammer 500g with wooden

handle (China)No. 20

10 Hacksaw frame with blade (China) No. 20

12Canvas Bag to pack the above items

with Logo No. 20

Plumbing Training Material

S. No. Particulars Specifications Unit No. of Units

1 GI Pipe 1/2" 20 ft (IIL Karachi) No. 8

2 GI Pipe 3/4" 20 ft (IIL Karachi) No. 3

3 GI Pipe 1" 20 ft (IIL Karachi) No. 2

4 GI Material (T, Union, Elbow, socket) 1/2", 3/4", 1" No.

1 Dozen T, Union,

Elbow & Socket in each size

5 PPRC pipe 1/2" 13ft (Minhas) No. 15

6 PPRC pipe 3/4" 13ft (Minhas) No. 5

7 PPRC pipe 1" 13ft (Minhas) No. 5

8 PPRC Material (T, Elbow, socket) 1/2", 3/4", 1" (Minhas) No.

1 Dozen T, Union,


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9 PVC Pipe 2" 13pt (Local) No. 5



12 PVC Material (T, Elbow, socket) 2", 3", 4" (Local) No.

1 Dozen T, Union,


Plumbing Tool Kit


1 Pipe Threading Die 0.5"-1 1/4" (Fuking) No. 20

2 Hammer 1.5 Kg with wooden handle No. 20

3 Pipe Wrench 14" (Heavy duty-China) No. 20

4 Pipe Wrench 12" (Heavy duty-China) No. 20

5 Hack Saw Frame with blade (China) No. 20

6 Screw Wrench Medium size -10’’ (Diamond) No. 20

7 Chisel (large) No. 20

8 Chisel (small) No. 20

9 Tape Roll – 100 feet (China) No. 20

10 Pipe Cutter 0.5" - 1 ¼ (China) No. 20

11 Pipe Vice (China) – Standard Size No. 20

12 Grip pliers China No. 20

13 File 8” China No. 20

14Canvas Bag to pack the above items with Logo No. 20

Electrician Training Material


1 PVE Pipe 3/4" Gadoon-Pak made No. 1202 Bend 3/4" Pak made No. 353 L-Bows 3/4" Pak made No. 354 T 3/4" Pak made No. 355 Joint Box 3/4" Pak made No. 186 Rawal plug Imtiaz Company No. 357 Insulation Tape Osaka Company No. 358 Saddle "3/4 HB Company No. 35

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9 Steel Nail 1" Taiwan made No. 3510 Screw 1" 1" China made No. 50

11 Cable Single core 3/0.29 red color (Shark) No. 4

12 Cable single core 3/0.29 black color (Shark)

No.4

13 Cable Single core 3/0.29 yellow/Green (Shark)

No.4

14 Switch single way China Company No. 3515 Switch two way China Company No. 3516 Socket two pin China Company No. 1817 Socket three pin China Company No. 1818 Lamp/Bulb Holder Plastic No. 3519 Lamp/Bulb Holder Sheet No. 3520 Board Plastic 4*4 No. 3521 Plastic Board 7*4 No. 3522 Fuse 10 Amp piano type No. 2023 Bulb 100 watt No. 3524 Bulb 15 watt No. 1525 Ceiling Rose Local No. 1526 Power plugs Local No. 1527 Flouresent tube Philips with Chockeso Stater No. 1528 Electric Buzzer/Bells Local No. 1029 Main switch Local No. 1030 Dimmer China No. 1831 Breaker Snyder-single phase No. 1032 Breaker Terasaki-3 phase No. 10

Electrician Tool Kit


1 Multi Meter MF 15-Digital (China) No. 202 Combination pliers 8” (Hgnglida) No. 203 Side cuter 6” (Hgnglida) No. 204 Nose Pliers 6” (Hgnglida) No. 205 Screw driver set (Japan made) No. 206 Hammer 500g with wooden handle (China) No. 207 Tape rule 2m (China) No. 208 Hacksaw frame with blade (China) No. 209 Electrician knife (China) No. 20

10 Test lamp (Local Made) No. 20

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11 Electric Drill machine with drill bits Sencan No. 20

12 Iron Chisel 4 Inches (Local made) No. 2013 Insulation Remover No. 2014 Steel ware China No. 20

15 Canvas Bag to pack the above items With Logo No. 20

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Annex-3

SPECIFIC TERMS AND CONDITIONS

1. Quoted prices must include all government prevailing taxes.

2. Clarification of Bids: To assist in the examination, evaluation and comparison of Bids

BEST-Pak may at its discretion ask the Bidder for clarification of its Bid. The request for

clarification and the response shall be in writing and no change in price or substance of

the Bid shall be sought, offered or permitted.

3. Period of Validity of Bids: Bids shall remain valid for 90 days after the date of Bids

Submission prescribed by BEST-Pak. A Bid valid for a shorter period may be rejected as

non-responsive. In exceptional circumstances, BEST-Pak may solicit the Bidder’s

consent to an extension of the period of validity. The request and the responses shall

be made in writing. Bidders granting the request will not be required nor permitted to

modify their Bids.

4. Sample Provision:

The prospective bidder shall be required to submit the samples of all the required

items one day after intimation. After checking, the final items shall be selected,

finalized.

5. Delivery Station:

The successful bidder shall be required to deliver all the finalized items to BEST-Pak

office situated in Mingora, Swat. All the items shall be received after inspection.

6. Delivery Schedule:

The successful bidder shall be required to ensure delivery of all the finalized items to

the mentioned destination within 5 days after signing contract, till COB August 15,

2017.

7. Bid Security:

a. The Bidder shall furnish as part of its Bid a Bid Security amounting to 5% of the bid

amount, in the form of a call deposit or demand draft. Cheque will not be accepted as

bid security and bids without bid security will be rejected. The successful Bidder’s Bid

Security will be discharged or returned upon the completion of the supplies.

b. The Bid Security may be forfeited, if a Bidder withdraws its offer during the period of

the Bid Validity specified in the ITB, after the submission deadline has passed.

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8. The Procurement Committee of BEST-Pak reserves the right to alter the quantities, if

required; such variation in quantities/Units will not cause any change in unit price.

9. The Procurement Committee reserves the right to cancel/reject all offers without

assigning any reason.

10. An agreement will be signed with successful bidder for timely supply of appropriate

quality items. Failure to meet the conditions of the contract will result in cancellation

of the contract at the risk and cost of the supplier.

11. In case supply is delayed, BEST-Pak will impose a fine of 2% per day of the balance

amount of contract for each day of delay.

12. BEST-Pak reserves the right to forfeit the Call Deposit in case of breach of commitment

or contract.

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Annex-4

GENERAL TERMS AND CONDITIONS

1) Price: The prices stated on the order shall be held firm for the period and / or quantity unless specifically stated otherwise

2) Source of Instructions: The Supplier shall not seek nor accept instructions from any source external to Procuring Organization in relation to the performance of the contract.

3) Assignment: The Supplier shall not assign, transfer, sublet or subcontract the contract or any part thereof without the prior written consent of the Buyer.

4) Corruption: The Supplier shall not give, nor offer to give, anyone employed by the Buyer an inducement or gift that could be perceived by others to be a bribe. The Supplier agrees that a breach of this provision may lead to an immediate end to business relationships and termination of existing contracts.

5) Confidentiality: All data, including but not limited to, maps, drawings, photographs, estimates, plans, reports and budgets that has been compiled by or received by the Supplier under the contract shall be the property of the Procuring Organization and shall be treated as confidential. All such data should be delivered to the authorized officials representing the Buyer upon request.

5.1 The Supplier may not communicate at any time to any other person, government or authority external to Procuring Organization, any information that has been compiled through association with Procuring Organization which has not been made public except with written authorization from the Buyer. These obligations do not lapse upon termination of the contract.

6) Use of Emblem or Name: Unless otherwise agreed in writing; the Supplier shall not advertise nor make public the fact that it is not supplying goods or services to the Buyer, nor shall the Supplier in any way whatsoever use the name or emblem of Procuring Organization in connection with its business or otherwise.

7) Observance of Law: The Supplier shall comply with all laws, ordinances, rules and regulations bearing upon the performance of its obligations under the terms of the contract.

8) Force Majeure: The meaning of the term can be taken to mean acts of God, war (declared or not), invasion, revolution, insurrection or acts similar in nature or force.

8.1 In the event of and as soon as possible after the occurrence of any cause deemed force majeure, the Supplier must inform the Buyer of the full particulars in writing. If the Supplier is rendered unable either in part or in whole to perform its obligations then the Buyer shall take such action as it considers, in its sole discretion, to be appropriate or necessary in the circumstances.

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8.2 If the Supplier is permanently rendered incapable in whole or part by reason of force majeure to complete its obligations and responsibilities under the contract then the Buyer will have the right to suspend or terminate the contract on the same terms and conditions laid out in section 9, Cancellation.

9) Cancellation: The Buyer reserves the right to cancel the contract should it suspend its activities or through changes to its mandate by virtue of the BOD of Procuring Organization and/or lack of funding. In such a case the Supplier shall be reimbursed by Procuring Organization for all reasonable costs incurred by the Supplier, including all materials satisfactory delivered and conforming to specification and terms of contract, prior to receipt of the termination notice.

9.1 Should the supplier encounter solvency problems including, but not limited to, bankruptcy, liquidation, receivership and similar, the buyer reserves the right to terminate the contract immediately without prejudice to any other right or remedy it may have under the terms of these conditions.

10) Warranty: The Supplier shall provide the Buyer with all manufacturers' warranties. The supplier warrants that all goods supplied in relation to the contract meets specification, is defect free and is fit for the purpose of the intended use. If, during the warranty period, the goods are found to be defective or non- conforming to specification, the Supplier shall promptly rectify the defect. If the defect is permanent then at the choice of the Buyer the Supplier will either replace the item at their cost or reimburse the Buyer.

11) Loss and Indemnity: The Supplier shall compensate the Buyer in full on demand for all loss, damage or injury to the Buyer which results from the Suppliers failure to comply with the Contract (whether negligent or otherwise).

12) Inspection and Test: The Supplier must inspect the goods prior to dispatch to ensure conformance to specification and/or any other provisions of the contract. The Buyer reserves the right to inspect the goods for compliance with specifications and provisions of the contract. If, in the Buyers' opinion, the goods and/or services do not comply with the specification, the Buyer will inform the Supplier in writing. In such a case the Supplier shall take the necessary action to ensure compliance, liability for any additional cost incurred for rectifying compliance will rest with the Supplier.

13) Changes: The BEST-Pak reserves the right to make reasonable changes at any time to the specification, drawings, plans, quantity, packing instructions, destination, or delivery instruction. If any such change affects the price of goods or performance of service the Supplier and Buyer may negotiate an equitable adjustment to the contract, provided that the Supplier claims for adjustments in writing to the Buyer within 3 days from being notified of any change.

14) Export License: If an export license or licenses are required for the goods, the Supplier has the responsibility to obtain that license or licenses.

15) Payment Terms: Payment will be made within 15 working days through crossed cheque after verification of the supplier’s invoice. Invoice of the supplier will be verified through

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satisfactory delivery and technical test report (if any) of the supplies to the location mentioned in RFQ.

16) Ethics: The nature of Procuring Organization operations necessitates that the Supplier must maintain ethical and moral standards including but not limited to, no discrimination on the basis of race, gender, religion or age, avoidance of materials/services provided with the use of slavery including child labor. Failure to maintain such standards, in the opinion of the buyer, may result in termination of the business relationship between the Buyer and Supplier.

17) Rights of Procuring Organization: Should the Supplier fail to perform under the terms and conditions of the contract, including but not limited to failing to obtain export licenses or to make delivery of all or part of the goods by the agreed delivery date(s), the Buyer may, after giving reasonable notice to the Supplier, exercise one or more of the following rights:

1. Procure all or part of the goods from an alternate source, in which event the Buyer may hold the Supplier liable for additional costs incurred.

2. Refuse to accept all or part of the goods.3. Terminate the contract.

18) No Agency: This order does not create a partnership between the Buyer and Supplier or make one party the agent for the other for any purpose.

19) Severability: If any provision in this Contract is deemed to be, or becomes invalid, illegal, void or unenforceable under applicable law, such provision will be deemed amended to conform to applicable law so as to become valid and enforceable, or if it cannot be so amended without materially altering the intention of the parties, it will be deleted, but the validity, legality and enforceability of the remaining provisions of this Contract shall not be impaired or affected in any way.

20) Jurisdiction Clause: The Contract shall be governed by Pakistani law and the Supplier consents to the exclusive jurisdiction of the Pakistani courts in all matters regarding it except to the extent that the Buyer invokes the jurisdiction of the courts of any other country.

21) Waivers and Variations:

21.1 A failure to exercise or delay in exercising a right or remedy provided by the Contract or by law does not constitute a waiver of the right or remedy or a waiver of other rights or remedies. No single or partial exercise of a right or remedy provided by the Contract or by law prevents further exercise of the right or remedy or the exercise of another right or remedy.

21.2 Variation of the Contract shall be effective unless it is made in writing and signed by each of the parties.

22) Service of Notices:

22.1 Any notice given under the Contract shall be in writing and may be served personally.

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22.2 Each party's address for the service of notice shall be at their registered address or such other address as specified by notice to the others.

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Annex-5

PRICE SCHEDULE

The bidder should enter prices for below items:-

S. No. Item Description Unit type No. of Units Unit PriceTotal

Amount (PKR)

Quoted prices should be inclusive of all applicable Taxes.

For Bidder’s Use

I understand & agree with the instructions and General Terms & conditions of this ITB.

Business Name: _______________________________________________________________________

Authorized Representative Name: ________________________________________

Signature: _______________________________________________

Date: _______________________________________

Official Stamp: _____________________________________________