PUNJAB SKILLS DEVELOPMENT FUND PRE-QUALIFICATION OF CONTRACTORS FOR RENTAL VEHICLES House # 125, Abu Baker Block, New Garden Town, Lahore Pakistan. Phone: +92-42-35913540-41 Fax: +92-42-35913539
Contents Invitation for Bids... 3 Eligibility Criteria... 3 Bidding Procedure... 3 Terms and Conditions for Submission of Tender... 4 Scope of Work (in case of qualified bidder)... 5 Declaration... 7 Prequalification Proposal... 8 Pre-Qualification Evaluation Criteria... 8 Commercial Proposal... 10 Submission of Bids... 10
Invitation for Bids Punjab Skills Development Fund (PSDF) invites sealed proposals from financially sound contractors of rental vehicles. Contractors, providing vehicles on rental basis, will be prequalified for providing the services of rental vehicles to PSDF. Eligibility Criteria The rental vehicle providers fulfilling criteria may participate in prequalification process. Failing to fulfill the following eligibility criteria will not considered for the further prequalification process. 1. Minimum 03 years of experience of providing vehicles on rental basis business, preferably with government / semi government / autonomous bodies. (experience letters or purchase orders should be attached which prove the tenure of working) 2. Currently working with at least 03 clients handling same nature of contractual job. (attached copies of purchase orders) 3. GST and Income Tax registered company. (attach copies of certificates) 4. Should not black listed from any government / semi government / autonomous body. (affidavit on stamp paper) 5. Should have its branch offices at least in three major metropolitan cities of the Pakistan, Karachi, Islamabad, Multan and Lahore as well. (company profile with addresses of offices in Lahore, Karachi, Multan and Islamabad should be attached) Note: A bidder will be considered ineligible to participate in prequalification process in case of not meeting any of above mentioned eligibility condition or PSDF shall disqualify the bidder on the ground that he had provided false, fabricated or materially incorrect information as per PPRA Rule # 19. The rental vehicle providers can obtain details, terms & conditions and advertisement as well from PSDF website (www.psdf.org.pk) and PPRA website (www.ppra.punjab.gov.pk). Bidding Procedure PSDF will follow the PPRA Rule-17 Prequalification Process for the entire process of the procurement. The proposal shall be a single package envelope, containing prequalification proposals; the envelope shall be marked as Prequalification of contractors for rental vehicles. PSDF engaging in
prequalification is announcing, in the prequalification documents, all information required for prequalification including instructions for preparation and submission of the prequalification documents, evaluation criteria, list of documentary evidence required by contractors to demonstrate their respective qualifications and any other information that the PSDF deems necessary for prequalification. PSDF shall promptly inform the contractor who has applied for the prequalification whether or not he has been prequalified. Only the prequalified contractors shall be entitled to participate in the subsequent procurement proceedings. Terms and Conditions for Submission of Tender 1. Contract period will be for one year which may be extended on same terms & conditions for further term/terms after mutual agreement of both parties. 2. Rates quoted should be in Pak. Rs. inclusive of all applicable taxes (such as GST, Income Tax etc. and are considered final). 3. Income tax and GST (if applicable) will be deducted in accordance with the provisions of Government Rules amended time to time. 4. In case of any dispute regarding service, quality and specification, the decision of the PSDF shall be final & binding. 5. Successful bidder will supply the rental vehicles on need basis within the stipulated agreed time of issuance of the purchase order. A penalty at the uniform rate of 5% of the value of the purchase order on each hour delay will be involved in case of delay. 6. If the bidder completely fails to provide the rental vehicle a day after prescribed period of delivery, the CDR will be forfeited and on frequent delays of service, bidder may be declared as "Black Listed". 7. The technical & inspection committee/team of PSDF will inspect and check the rental vehicle provided at the time of service. Payment will be made on the completion of travel and the satisfactory report from the traveller. 8. In case any rental vehicle is found faulty or out of service during the travelling, the bidder will replace the faulty vehicle on the same time. 9. Price for any vehicle will be called as quotation each time required and the bidder offering lowest bid price will be called for the service of rental vehicle. 10. PSDF after getting lowest bid price from evaluation of quotations will raise the purchase order to lowest bidder for every required rental vehicle on need basis, mentioning the quantity required at least a day earlier to the travel plan. 11. The rental vehicle provider must response efficiently for providing rental vehicle timely. 12. The Punjab Skills Development Fund reserves the right to increase or decrease the quantity of vehicles on rental basis during contract period of one year.
13. In case of any dispute regarding quantity, quality and specification, the decision of the PSDF shall be final & binding. 14. PSDF will not be responsible for any expense related to maintenance of vehicle & expense related to driver (e.g. stay, lunch etc.) so all prices must include such expenses. 15. Any undue influence of any type may disqualify the bidder and the bid will be outright rejected. 16. The contract will be valid for one year from the date of signing subject to extension upon mutual consent of both parties. 17. Not alteration or amendment will be allowed in any case at the time of bid opening. 18. The sole distributors submit their best possible lowest prices with their bids. 19. PSDF will not be responsible for any cost or expenses incurred by bidders in connection with preparation or delivery of bids. 20. Proposals received through any other mode / addressed to any other person will not be entertained. 21. The competent authority may reject all bids or proposals at any time prior to the acceptance of a bid or proposal. PSDF shall upon request communicate to any bidder, the grounds for its rejection of all bids or proposals, but shall not be required to justify those grounds. Scope of Work (in case of qualified bidder) The companies selected would provide vehicle rental services to PSDF on as and when needed basis with the following to be observed: a- Requirement of Vehicles: The rental vehicles provided to PSDF must be in excellent condition and not older than 2012 model. The rental vehicles will be required on need basis. The vehicle provided shall be registered in the same province/area for which it is being hired. The complete toolkit, including but not limited to spare wheel, wheel change kit, battery jumper cable, vehicle tow cable etc. In case of visit to remote area must carry the jerry can for extra fuel. b- Tracker System: All vehicles provided to PSDF must have a real time online vehicle tracking system installed (Please include any proof to this with your proposal).
c- Replacement of Vehicle in Case of Breakdown: n The vehicle rental company will be responsible to ensure that the vehicles provided to PSDF are fully maintained and are physically in absolute perfect condition for travelling. However, in an event that a vehicle breaks down, the vehicle rental company will arrange for its immediate replacement without delays. In case of remote site/area, reasonable travel time (not more than 12 hours) will be allowed to the vehicle rental company to send the replacement failure to which may lead to imposition of liquidated damages. d- Fuel: The vehicle rental company will ensure that whenever, PSDF requires a vehicle it should be handed over with a full tank of fuel. e- Insurance: All vehicles must be comprehensively insured and also have a third party insurance. f- Taxes: The bidders must be registered with tax authorities. The company must attach a copy of NTN registration. Tokens and related taxes of vehicles must be paid up to date. All the payments will be subject to the deduction of all the applicable taxes. g- Drivers: When vehicle is rented, the following should be observed about the driver 1. Must have a valid license 2. Minimum 05 years of relevant experience. 3. Familiar with the local routes and traditions/customs /language of area of travel. 4. Maximum age limit: 50 years 5. No off days/holidays will be allowed in case of weekly and monthly hiring for the field. 6. The firm will be responsible for the behavior/actions of the drivers and will be responsible to provide the immediate replacement in case of complaints/misconduct. 7. Company must ensure the physically fitness of the driver.
h- Travel Allowances & Accommodation: PSDF will not provide any travel related allowance, accommodation or boarding and lodging arrangements to any driver. This will be the sole responsibility of the Vehicle rental firm. The selfarranged accommodation of drivers should be within 15 kilometers of the stay of the PSDF employees. i- Log Book: Firm must maintain a logbook for each travel containing the complete travel details with mileage and locations. The complete travel must be signed by PSDF employee in the log book. These details must be provided to PSDF along with invoice j- Areas of Service: The areas of service include entire Pakistan. If the rates of the vehicles for different areas are not same, firms must quote its rates for each area separately. k- Security: The firm providing services shall be responsible for the security of the driver, vehicle or any items coming along with the rented vehicle. PSDF will not be responsible for any loss whatsoever due to security risks, negligence of driver or otherwise. Declaration I/we have read the above terms & conditions and bind myself/ourselves to abide by the terms & conditions. Signature of the bidder with name & seal of the company
Prequalification Proposal n Total Marks 100 Qualifying Marks - 65 Important Note:- All the applicants to please note that as per PPRA rules and regulations, all the documents / statements by a Firm / Company / for its pre-qualification are under Oath: Any document / statement provided if proved false, misstated, concocted, or incorrect at any time during or after Pre-qualification will result into permanent disqualification and black listing of the Firm / Company / Printer with their names displayed on PPRA website. Pre-Qualification Evaluation Criteria The following merit point system for weighing evaluation factors / criteria can be applied for the Pre- Qualification Evaluation. The number points allocated to each factor shall be specified in the Evaluation Report. Sr. No. Description Category Points Grand Total Points 1 Qualification 15 1.1 Offices of rental vehicle service provider in Lahore, Karachi, Multan and Islamabad Documents Required 05 company profile with addresses of offices in Lahore, Karachi, Multan and Islamabad should be attached 1.2 Legal entity 05 - attach copies of letter of registration/incorporation 1.3 Not black listed 05 - Affidavit on stamp paper indicating that company is not blacklisted by any government, semi government or autonomous body 2 Experience with Govt / Semi 10 Copies of work orders with Govt / Autonomous bodies Govt / semi Govt 2.1 1-3 year experience 05 - organizations 2.2 4-10 year experience 10-3 Relevance Contractual - 10 Copies of work orders & Experience Letter of own firm registration 3.1 1-3 clients 05-3.2 4-10 year experience 10-4 Capabilities of Personnel 10 Complete list of staff
4.1 Number of staff drivers 5-10 05 drivers with their valid 4.2 Number of staff drivers <11 10 license category (LTV/HTV) 5 Capabilities of Vehicles - 30 Complete list of all 5.1 (model 2012 and above) Number of 1000 cc vehicles 1-5 3 - vehicles with their details and their brand names 5.2 Number of 1000 cc vehicles >5 5 - models 5.3 Number of 1300 cc vehicles 1-5 5-5.4 Number of 1300 cc vehicles >5 10-5.5 Number of 1800 cc vehicles 1-5 5-5.6 Number of 1800 cc vehicles >5 10-5.7 Number of 2200 cc and above 3 - vehicles 1-5 5.8 Number of 2200 cc and above 5 - vehicles 6 Financial Status - 20 Copies of last 3 years tax 6.1 Last three years Sales Tax paid 10 - returns, Back account form (mandatory) certificate & Bank 6.2 Satisfactory Bank Account 05 - statement Certificate 6.3 Bank Statement worth >10 million 5-7 Managerial Capability 05 Copy of organogram or 7.1 Organogram or complete list of 05 complete list of company company employees from top to bottom of the organization employees from top to bottom Total 100 Note: Absence of any required document will lead to zero marks in that specific area. The above required documentary evidence will take part in prequalification evaluation. 65 points are required towards pre-qualification of contractors for providing rental vehicles. Note: Provide all the required documentary evidences mentioned against each point of proposal. Absence of any documentary evidence may leads to disqualification in qualification and hence from the bidding process. For further clarification, please contact Assistant Manager Procurement on the address and contact detail provided below. Assistant Manager Procurement 125 Abu Bakar Block, New Garden Town, Lahore T: +92-42-35913540 & 41 Ext: 109 E: hashim.hussain@psdf.org.pk
Commercial Proposal Commercial proposal shall be called only from qualified bidders on need basis. In evaluation of financial bid evaluation, the bidder offering lowest bid price, will be called for providing services of rental vehicle on need basis. Submission of Bids 1. The sealed proposals (marked bid title Prequalification of contractors for rental vehicles on envelope) must be delivered to CEO, PSDF, House No. 125 Abu-Bakar Block, New Garden Town, Lahore till 10:30 AM on 8 th October, 2015 and will be publically opened on same day i.e. 8 th October, 2015 at 11:00 AM in the conference room PSDF Lahore Office, in the presence of the interested bidders or their authorized representatives who may wish to attend. 2. Late receiving proposals after due time will be rejected and returned to the bidders unopened. Important Note: The bids should be submitted in sealed envelope clearly mentioned Prequalification of contractors for rental vehicle.