Bidding/Invitation to Tender Documents PROCUREMENT/SUPPLY OF STATIONARY FOR COMPUTERIZED PAYROLL REQUIRED FOR CDA. March 3, 2016

Transcription

1 Bidding/Invitation to Tender Documents For PROCUREMENT/SUPPLY OF STATIONARY FOR COMPUTERIZED PAYROLL REQUIRED FOR CDA March 3, 2016 NIT Amount: Rs.2, 494,190/- Vetted by: Accounts Officer (IT), CDA

2 CAPITAL DEVELOPMENT AUTHORITY Cost of Tender Rs.2000/- NO. Islamabad, the M/S Receipt No Rs Dated Subject:- RATE RUNNING CONTRACT FOR SUPPLY OF STATIONARY FOR COMPUTERIZED PAYROLL ITEMS FOR THE PERIOD OF TWO (02) YEARS 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 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.

3 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.

4 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 two (02) years 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 two (02) years 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

5 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 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, 5% of the total value of the

6 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 2 nd 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.

7 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

8 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) Director-IT Computer Directorate Block-III, CDA Secretariat, Khayaban-e-Shurwardee, G-7/4, Islamabad

9 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

10 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 WITNESS: 1. FULL ADDRESS: 2. Tel/Mobile:

11 Notice Inviting Tender (NIT) Amount

12 ABSTRACT OF COST Form "A" Schedule to tender No. Due on 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) Continuous Paper (P-I A/3) Imported (80 grams) Continuous Paper (P-II A/3) Imported (80 grams) Continuous Paper (P-I A/4) Imported (80 grams) Continuous Paper (P-II A/4) Imported (80 grams) Employee Pay Advices (Preprinted) Imported (80 grams) 6 Printronix Ribbon Boxes (Seventy) (2000 Sheets Each) 70 Boxes (Seventy) (2000 Sheets Each) 2775 (two thousand, seven hundred seventy-five) 3620 (three thousand, six hundred twenty) 166 Boxes 2440 (one hundred sixtysix) (two thousand, four hundred forty) (2000 Sheets Each) 166 Boxes (one hundred sixtysix) (2000 Sheets Each) 184 Boxes (one hundred eighty-four) (2000 Sheets Each) 15 (Fifteen) (Contains 6 ribbons) TOTAL ESTIMATED COST 3150 (three thousand, one hundred fifty) 4025 (four thousand, twenty-five) (twenty-five thousand, two hundred) (one hundred ninety-four thousand, two hundred fifty) (two hundred fifty-three thousand, four hundred) (four hundred five thousand, forty) (five hundred twenty-two thousand, nine hundred) ( seven hundred forty thousand, six hundred) (three hundred seventy-eight thousand) (two million, four hundred ninety-four thousand, one hundred ninety) Contractors are required to give bid above/below % the tender should be quoted in figure as well as in words