Punjab Gender Parity Report

Strengthening Participatory Organization – SPO

Tender Document

Printing of Punjab Gender Parity Report (PGPR)

Tender No. P-GMIS/2021

INSTRUCTIONS

–                No cutting, erasing is allowed in the Tender bid.

–                Bid offered strictly in accordance with the bid document will only be accepted.

–                Call Deposit Receipt (CDR) will only be accepted as guarantee mentioned in this document.

THIS IS FOR STRICT COMPLIANCE, FAILING WHICH THE RESPECTIVE BID SHALL STAND CANCELLED

The delivery of services and supply will be made in 20 days after issuance of Purchase Order otherwise “Late Delivery/ Liquidated Damages (LD) thus imposed will not exceed 10% total value of the contract”.

TENDER BIDS SUBMISSION & OPENING DATE AND TIME 

TENDER NOTICE P-GMIS/2021

INTRODUCTION:

Strengthening Participatory Organization – SPO, hereinafter referred to as the Purchaser, invites sealed bids from eligible bidder(s) under two envelop bidding system (i.e. Technical and Financial Bids in separate envelops) for supply and delivery of goods, materials, equipment and/or services described in the Requirement. All the Annexure from “A” to “H” are integral part of the Tender Document and its compliance is mandatory and must be signed and stamped (only required Annexes) by the vendor/supplier and attached with the relevant proposal, otherwise bids will be rejected.    

The Technical Bids will be opened first on the date mentioned in Tender Notice. Thefinancial bids of the only technically qualified bidder(s) will be opened publicly. The Technical Evaluation Report will be published on SPO’s, website before financial bid opening.

1.    INSTRUCTIONS TO BIDDER(S):  

1.1.        The bidder(s) shall bear all cost associated with the preparation and delivery of their bids, and the Purchaser will in no case be responsible or liable for those costs. 

1.2.        In case of any doubt as to the meaning of any portion of the Specifications or other Terms and Conditions, bidder(s) may seek clarification of the same in writing, prior to deadline for submission of bid(s) prescribed by the Purchaser. 

1.3.        At any time prior to the deadline for submission of bids, a modification in bidding document in the form of an addendum can be issued in response to a clarification requested by a respective bidder(s) or even whenever the Purchaser considers it beneficial to issue such a clarification and/or amendment to all bidder(s). The clarification/amendment issued (in general) shall be placed on the SPO’s web site for the intimation to all the prospective bidder(s). 

Bidder(s) are required to submit their bid(s), which will bear words 

                  “CONFIDENTIAL” and for TENDER NO. P-GMIS/2021 as per Tender Notice. 

1.4.        The Purchaser will not take any responsibility for collecting the bids from any Agency. 

1.5.        The Purchaser reserves the right to increase or decrease the quantities or may cancel any or all items shown in the Schedule of Requirement without assigning any reason thereof. 

1.6.        The Purchaser reserves the right to have the items inspected by its own representative, or by 3^rd party at its own cost (if required) or can visit manufacturing unit. 

1.7.        It must be indicated in the offer/proposal that the quotation fully conforms to Technical Specifications and Terms and Conditions of the Tender. 

1.8.        The Purchaser reserves the right to accept or reject any bid and to annul the bidding process and reject all the bids at any time prior to award of Purchase Order without thereby incurring any liability to the affected bidder(s) or any obligation there under. However, SPO shall upon request communicate to any bidder(s) who submitted a bid, the grounds for its rejection, but it is not required to justify those grounds. 

1.9.        Unsolicited advice/clarifications and personal approaches by the bidder(s) at any stage of evaluation are strictly prohibited and shall lead to disqualification. 

1.10.     The bidder(s) are expected to examine all instructions, forms, terms and specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or submission of a bid not substantially responsive to Bidding Documents in all respect will result in the rejection of the bid(s). 

1.11.     All prospective bidder(s) are advised to read carefully all terms & conditions mentioned in the Tender Documents prior to filling / submission of their quotation. 

1.12.     Black listing procedure of the Company is attached as Appendix-L. The bidders, contractors, suppliers, agents, consultants, partnership or firms shall be dealt accordingly. 

1.13.     Paper samples and two printed/published books must be attached with the technical bid. 

2.    BID PRICES:  

2.1.        Firm bid prices shall be quoted in Annexure-B duly filled-in, stamped and signed by authorized representative of Bidder(s). Prices must be quoted as per format.

2.2.        Bidding Forms from Annexure – “B” to “G” must also be duly filled-in, stamped and signed by authorized representative of bidder(s).  Affidavit will be submitted on stamp paper. Annexes will be attached with the relevant proposal.

2.3.        Prices must be quoted in Pakistani currency inclusive of all taxes and duties, indicating unit price and total bid prices. GST must be quoted separately along with copy of GST Certificate. Bids offering prices in foreign currency will be rejected. Conditional bid / bid having any price adjustment formula will be rejected. 

2.4.        Prices must be quoted including all charges like handling, loading, transportation and un-loading, Octroi and Zila Tax etc. for delivery of material at Purchaser’s stores located at required delivery location.  

2.5.        Quoted prices will be valid for 90 days from the opening date of the Financial Bid. 

2.6.          Already published reports same like PGPR/books/literature (as sample) confirming Size, Brand & of quoted items/material must be attached with the Technical Bid.  

2.7.        Any quotation not confirming to Clause 2.1 to 2.6 shall be rejected without any right of appeal. 

2.8.        Tender submitted without Tender Fee Rs. 500/- will be rejected at the time of opening of Tender or during technical evaluation.

3.    BID SECURITY MONEY: 

3.1.        The sealed bids complete in all respect must reach in the office of the Strengthening Participatory Organization – SPO, House no.594-B, Faisal Town, Lahore along with Bid Security Money 5% of the estimated cost in the name of SPO in  shape of CDR to be attached with financial offer.  

3.2.        The payment shall be subject to satisfactory inspection report from the concerned evaluation committee and 10% of the total billed amount shall be retained by SPO for a Period Not less than six (6) months (after supply). 

3.3.        Short Bid Security Money or Crossed Cheque as Bid Security Money is not acceptable. 

3.4.        The Bid Security Money of un-successful bidder(s) will be returned after award of Purchase Order to successful bidder(s). The Bid Security Money of successful bidder(s) will be discharged / returned upon bidder(s) furnishing the executing the order/contract (Subject to the satisfactory report without any objection from the end user).  

3.5.        The Bid Security Money of bidder(s) whose bid is rejected under Clause 2.7 will be returned forth-with. 

3.6.        The Bid Security Money shall be forfeited: 

3.6.1.   If a bidder withdraws its bid before opening of Financial Bid. 

4.    SEALING AND MARKING OF BIDS: 

4.1.        The bidder(s) shall furnish Technical & Financial Bid(s) in two separate sealed envelopes. 

4.2.        Technical Bids will be opened first. 

4.3.        Earnest money as mentioned in Press Tender Notice must be enclosed with

Financial Bid. 

4.4.        Only Financial Bid(s) of Technically responsive bidder(s) will be opened publicly. 

4.5.        Financial Bids of technically non responsive bidder(s) will be returned after award of Local Purchase Order to successful bidder(s). 

4.6.        The envelope shall also bear the word “CONFIDENTIAL” and following    identifications:- 

TENDER NO. P-GMIS / 2021

DON’T OPEN BEFORE (AS PER SCHEDULE MENTIONED IN THE TENDER NOTICE/SOR) TECHNICAL/FINANCIAL BID (INDICATE ONE ON EACH ENVELOPE)

4.7.        If the envelope is not marked, as instructed above, the Purchaser will assume no responsibility for the misplacement or premature opening of bid(s). 

5.    DEADLINE FOR SUBMISSION OF BIDS: 

The bids must be delivered at Strengthening Participatory Organization – SPO, House no.594-B, Faisal Town, Lahore on or before as per schedule mentioned in Press Tender Notice and the same will be opened accordingly. 

6.    LATE BIDS: 

6.1.        Any bid received by the Purchaser after the prescribed deadline for submission of bids mentioned in Press Tender Notice will not be accepted and returned unopened to the bidder(s). 

7.    BID OPENING: 

7.1.The purchaser will open the Technical Bid, in the presence of bidder’s representative(s) who may choose to attend on date, time and location mentioned above.

7.2.The bidder(s) names, bid prices including bid price modification and bid withdrawals, if any, will be announced at the time of financial bid opening.

7.3.The Purchaser will examine the bids to determine whether they are complete, no computational errors have been made, the required sureties have been furnished, documents have been properly signed, and the bids are generally in order.

7.4.Arithmetical errors found will be corrected as follows:

7.4.1.Where there is a discrepancy between amount in figures and word, the amount in word will prevail.

7.4.2.Where there is a discrepancy between the unit price and the total amount derive from the multiplication of the unit price and the quantity, the unit price as quoted will govern, unless there is an obvious gross arithmetical error in unit price, in which event, the extended amount quoted wouldprevail.

8.DETERMINATION OF RESPONSIVENESS:

8.1.After opening of the bids, the purchaser will determine whether each bid is substantially responsive to the requirements of the bidding documents.

8.2.For the purpose of this clause, a substantially responsive bid is one, which conforms to all the terms and conditions of the bidding documents without material deviation. A material deviation is one which means in-consistent with the bidding document, affects in any substantial way the scope, quality or prescribed delivery schedule or which limits in any substantial way, the Purchaser’s right orthe bidder’s obligation under the contract.

8.3.A bid determined to be a non-responsive will be rejected by the purchaser and shall not subsequently be made responsive by the bidder(s) by correction of the non-conformity.

8.4.To assist in determining a bid’s responsiveness the bidder(s) may be asked for a clarification of his bid. The bidder(s) is not permitted, however, to change bid price or substance of his bid.

9.ISSUANCE OF PURCHASE ORDER (PO):

9.1.The Purchaser will issue Purchase Order to the successful bidder(s) whose bid is determined to be technically responsive and financially lowest evaluated.

10. PAYMENT:

10.1.Payment will be made as follows after inspection and acceptance of goods,materials and equipment etc:

10.1.1.Payment after delivery

10.1.2.Payment Against Delivery

11. DELIVERY SCHEDULE:

11.1.Delivery of required material against this tender is to be completed as soon as possible from the date of receipt of firm Purchase Order, whereas maximum time of delivery will be 20 days.

12. LIQUIDATED DAMAGES:

12.1.1.LD charges will be imposed “Late Delivery/ Liquidated Damages (LD) thus imposed will not exceed 10% total value of the contract”

12.2.Even after imposition of LDs, if the supplier fails to materialize the delivery (material and or services); the Purchaser reserves the right to cancel Purchase order/contract and to forfeit the earnest money (if applicable) after intimating the supplier for such cancellation / forfeiture.The purchaser has right to proceed for the bidder blacklisting.

13. INSPECTION AND TEST:

13.1.The Purchaser’s representative(s) shall have the right to inspect and/or test the goods to confirm their conformity with respect to specifications mentioned in the Purchase Order.

13.2.Should any inspected or tested goods fail to conform to the specifications the purchaser shall reject them and supplier shall replace the rejected goods. All costs incurred on such replacement shall be entirely born by the supplier.

13.3.Rejected material shall be moved/replaced by the supplier within 07 days from the receipt of letter/fax issued by SPO. The supplier shall be liable for the storage charges @ ½% (half percent) of the cost of rejected material on every day basis, if the same is not removed within seven days.

14. WARRANTY:

14.1.The supplier shall warrant that all goods/material supplied under Purchase Order shall be according to specifications given in Purchase Order and approved drawings/design/maps/graphs of report etc. Any deviation in material, drawing/design (where applicable) will be replaced by the supplier at his cost.

14.2.The Purchaser shall promptly notify the supplier in writing, of any claims arising under this warranty.

14.3.The supplier will invariably provide warranty/guarantee of spare and consumables.

15. QUALIFICATION OF SELECTED BIDDER(S):

15.1.The Purchaser will determine to its satisfaction whether the bidder(s) selected as having submitted the lowest evaluated, technically responsive bid qualifies to satisfactorily perform the order.

15.2.The determination will take into account the bidder(s) financial, technical & production capabilities, availability of items ordered for. The bidder(s) shall provide necessary documents as proof along with the bid.

15.3.Any affirmative determination will be a pre-requisite for award of the Purchase Order to the bidder(s). A negative determination will result in rejection of the

bid.

15.4.The Purchaser reserves the right at the time of award of order to increase or decrease to a reasonable extent in the quantity of goods specified in the Tender Document without any change in price or other terms and conditions.

15.5.The purchaser can check the manufacturing unit/press during technical bid evaluation.

Annex-A

Note: Please submit documents as per above mentioned criteria

Printing of PGPR – 2021

Financial ProposalAnnex-B

Name of Bidder: ________________________________________________________

Printing of Punjab Gender Parity Report (PGPR) 2021 to be completed is tabulated as under:-

Sign.________________________________

Stamp of Bidder: ______________________________________

Note: In case of discrepancy between unit price and total, the unit price shall prevail.As per FBR instructions “Only registered suppliers, who are on Active Taxpayers List (ATL) of FBR, are eligible to supply goods/services to Government department.

ANNEXURE – C

BIDDING FORM (TECHNICAL BID)

To,

Procurement Committee Members,

SPO

1.Having examined the Bidding Documents including the specifications, the receipt of which is hereby acknowledged, we the undersigned offer to supply & deliver PGPR in conformity with drawings/maps/graphs of printing material, as per specifications of goods and conditions of Tender Document.Pictures/graphs/maps etc given in the report will not be blurred.

2.We undertake if our bid is accepted, to commence delivery within _20_ days from the date of receipt of your firm Purchase Order.

3.If our bid is accepted, we will provide the Performance Bond equal to 10% of the Purchase Order excluding GST, for due performance of the purchase order.

4.We agree to abide by all the terms & conditions of the tender from the date of opening of technical proposal.

5.Until a formal Purchase Order is placed, this bid, together with your written acceptance thereof, shall constitute a binding contract between us. We understand that you are not bound to accept the lowest priced or any bid you may receive.

Dated this ______________________ day of _______________ 20_____

(Signature & Stamp)

(In the capacity of)

Duly authorized to sign Bid for and on behalf of ______________________________________

(Signature/Stamp of Witness)

Name: – __________________________________

Address: – ________________________________

________________________________

ANNEXURE – D

BIDDING FORM (FINANCIAL BID)

To,

Procurement Committee Members,

SPO

1.Having examined the Bidding Documents including the specifications, the receipt of which is hereby acknowledged, we the undersigned offer to supply & deliver «Printed PGPR as per conditions» in conformity with drawings, specifications of goods (with clear/un-blurred printing) and conditions of Tender for the sum of Rs.______________ (Total bid amount in words)___________________________________________________________________ (inclusive of all taxes) in accordance with the said conditions.

2.Until a formal Purchase Order is placed, this bid, together with your written acceptance thereof, shall constitute a binding contract between us. We understand that you are not bound to accept the lowest priced or any bid you may receive.

Dated this ____________________ day of ____________ 20_____

(Signature & Stamp)

(In the capacity of)

Duly authorized to sign Bid for and on behalf of ______________________________________

(Signature/Stamp of Witness)

Name: – __________________________________

Address: – ________________________________

________________________________