DISTRICT GOVERNMET OKARA Tender Document For purchase of GPS BASED TRACKING AND FUEL MANAGEMENT SYSTEM FOR VEHICLES AND STATIC MACHANICAL ASSETS OF DISTRICT GOVERNMENT OKARA Note: The bidder is expected to examine the Tender Document carefully, including all instructions, specifications, terms & conditions etc. Failure to furnish all information required by the Tender Document or submission of a Bid not substantially responsive to the Tender Document in every respect would result in the rejection of the Bid.
Table of Contents 1. Name of Purchaser... 3 2. Scope of Work.... 3 3. Technical Specifications... 3 4. Cost of Bidding... 4 5. Preparation of Bid... 4 a Language... 4 b Currency... 4 c Bid Price... 4 6. Mandatory Requirements... 5 7. Modifications and With drawl of Bid... 5 8. Bid Security... 5 9. Performance Guarantee... 5 10. Validity of Bid... 6 11. Submission of Bid... 6 12. Format of Bid... 6 13. Technical Proposal... 6 14. Bid Opening and Evaluation... 6 15. Pre Qualification... 7 16. Post Qualification... 7 17. Award Criteria... 7 18. Installation Period... 7 19. Purchaser s Right... 7 20. Notification of Award & Signing of Contract Agreement... 8 21. Deduction of Tax... 8 22. Delivery Schedule... 8 23. Inspection of Equipment... 8 24. Payment... 8 25. Penalty in case of noncompliance of delivery schedule... 8 26. Clarification of Bidding Documents... 9 27. Amendment of Bidding Documents... 9
1. Name of Purchaser District Government, Okara. 2. Scope of Work. Scope of work includes supply and Installation of GPS based tracking and fuel management system in vehicles and static assets of purchaser. Bidder/provider will also provide GUI interface for monitoring of vehicles and static machinery information on electronic maps via internet and specialized software at the customer s site. Bidder/Provider will also provide 24X7 help line.gps tracking server down time may not exceed then 5 minutes. 3. Technical Specifications a) Vehicle tracking system should meet following technical/industrial standards. Real Time Active/Passive Vehicle Tracking through GPS Satellite. Connectivity through GPRS / Edge. Nationwide Coverage. Alert for Power Tampering. Alert for Device Tampering. Geo-Fencing Multiple, Changeable as per requirement of District Government Okara. Ignition Status Monitoring. Panic / Emergency Button. Idle Running Alert Time / Distance based Tracking, Changeable as per District Government Okara requirements. Remote Mobilization / Immobilization. Archived data / track playback up to 90 days. Customized reports to facilitate operation requirements of District Government Okara. Mileage and distance travelled reports on daily basis. Fuel utilization reports for distance travelled and idle running. Minimum 95% accuracy for caliber for distance travelled and fuel utilized. Coverage of geographical boundaries of District. Device must meet relevant European and North American standards or equivalent Less than 24 hours response time to resolve technical issues. GUI for monitoring must be integrated with Nationwide Google Earth, Vector Map, Google Map and Road map. This GUI should elicit customized reporting and other important information about vehicle and static machinery i.e Location on map. Facility for parceling of location on electronic map provided in GUI in KML format. Fuel Utilization report with reference to millage travelled by vehicle Bidder is liable to uplift the skills of purchaser s nominated staff with proper training for using monitoring and reporting software. b) Fuel management System for Static Device should comply with following technical/industrials specification Monitoring of Fuel Level of Tank (Qty of Fuel) for diesel Vehicle Alert upon Filling of the fuel (Increase in Fuel Level/Qty) Alert upon Removal of Fuel (Decrease in Level / Qty) Monitoring of Fuel inlet Lid. Minimum 95% accuracy of fuel utilized is required. GUI for monitoring of fuel utilization. Software should provide customized reporting of fuel utilized in terms of fuel utilized @per hour in case of static machinery and in terms of millage per liter in vehicles. Bidder is liable to uplift the skills of purchaser s nominated staff with proper training for using monitoring and reporting software. The technical proposal shall contain a block diagram specifying the make, capacity, lifetime and other relevant specifications of each major component being proposed for providing the above mentioned output.
Minimum warranty of all the equipment shall be 3 years after installation. Interested bidders can be given access to the equipment to carry out their own evaluation. 4. Cost of Bidding Bidder shall bear all costs associated with the preparation and submission of bid. The Purchaser will in no case be responsible or liable for those costs or any loss arising from the preparation and submission of the bid, regardless of the conduct or outcome of the bidding process. 5. Preparation of Bid a Language Bid prepared by bidder and all correspondence and documents relating to the bid, exchanged by the bidder and the Purchaser shall be written in English language. Any printed literature furnished by the bidder may be written in another language, provided that this literature is accompanied by an English translation, in which case, for purposes of interpretation of the bid, the English translation shall govern. b Currency Bidder must quote firm and final rates both in word as well as in figures in Pak Rupees for the complete scope of work. Partial, incomplete or conditional proposal will not be entertained / considered. c Bid Price i. Keeping in view the fact that minimum required onsite warranty (Repair & Replacement) of all the equipment is 3 years, unit price and total price for supply and commissioning of all the equipment at all sites shall be clearly mentioned in bid. ii. The quoted price must be inclusive of all taxes, rates and duties. If not specifically mentioned in the bid, it will be presumed that the quoted price is inclusive of all the taxes, rates and duties. d) Documents Comprising the Bid i. Along with the quotation, bidder shall provide following documents: a. A document containing following information: o Name of owner of the company. o Present office address. o Phone and fax numbers. o National Tax Number (NTN). o Sales Tax Number (STN). b. Registration certificate of the company. The bidder shall be a registered firm according to rules of Government of Punjab or Government of Pakistan. c. List of bidder s clientele to whom the bidder has provided tracking and fuel management device/system in past. d. Details of all past project of tracking and fuel management device. e. Resumes/CVs of the engineering team. f. Details of nearest support offices g. Authorization letters from manufactures. h. Detailed project plan for complete life cycle of the project prepared in MS Project. i. Complete address or place where the stores will be offered for inspection. j. Technical specifications of all equipments comprising proposed tracking and fuel management system. k. Name of manufacturers of all the equipment comprising proposed tracking and fuel management system. l. A certificate of equipment standardization and type approval from P.T.A. m. Device Manufacturer must meet all international quality and technical standards applicable on such devices. n. A certificate that the equipment is brand new, as per required specifications, non-refurbished or not altered in any way, in original packing of the manufacturer, imported through proper channel and the same should be verifiable by the manufacturer website.
o. A certificate that minimum onsite warranty (Repair & Replacement) of all the equipment comprising proposed tracking and fuel management system is three (3) years and maximum onsite warranty fulfillment time is four (4) weeks. p. A certificate that maximum time for identification and rectification of problem (other than the case where it would be found that equipment will be repaired / replaced in warranty) at any site is forty eight (48) hours. q. After sales service mechanism and warranty claim & fulfillment mechanism of the bidder. r. A certificate that availability of the spare parts would be upto next five years after the completion of the warranty period. s. A certificate that the bidder will be responsible for free replacement of stores / items if the same is found to be substandard and or different in specifications given in the tender document / enquiry at any point of time after inspection / installation. Items offered by the bidder of a specifications higher than the one specified in the tender document / enquiry shall however, be acceptable. t. All the pages / documents comprising the bid shall contain bidder s stamp and shall be duly signed by the bidder or bidder s representative. u. Any erasing / cutting / crossing etc appearing in the bid shall be signed by the person signing the bid. Bids with any overwriting shall in no circumstances be accepted. 6. Mandatory Requirements In order for bid to be considered valid, following mandatory requirements must be fulfilled. Purchaser has the right to reject the bid in case of missing of mandatory requirements as non-responsive. c) Bid shall contain all the documents mentioned above in Para 5 having complete information as required. No document shall contain partial or incomplete information. d) The bidder shall be a registered firm and currently in the business of vehicle tracking and fuel management. 7. Modifications and With drawl of Bid a) Any bidder may modify or withdraw his bid after bid submission provided that the modification or written notice of withdrawal is received by the Purchaser prior to the deadline for submission of bids. b) The bid may not be modified subsequent to the deadline for submission of bids. c) Withdrawal of a bid during the interval between the deadline for submission of bids and the expiration of the period of bid validity specified by the bidder in the bid may result in forfeiture of the Bid Security. 8. Bid Security a) Each bidder shall furnish, as part of bid a Bid Security equal to 10,000/- (Pak Rupees) in the form of Bank Draft, Pay order, Bank Guarantee or Call Deposit in favor of the Purchaser valid for a period up to sixteen (16) weeks beyond the bid validity date. b) Any bid not accompanied by an acceptable Bid Security shall be rejected by the Purchaser as nonresponsive. c) The bid securities of unsuccessful bidders will be returned upon award of contract to the successful bidder or on the expiry of validity of Bid Security whichever is earlier. d) The Bid Security of the successful bidder will be returned upon supply and commissioning of the equipment and issuance of NOCs by the System Network Administrator, Okara. e) The Bid Security may be forfeited in any of following scenarios: I. If a bidder withdraws his bid during the period of bid Validity. II. In the case of a successful bidder, if he fails to supply and Commission the equipment according to the requirements of the Purchaser. III. If the bidder fails to produce import documents at the time of inspection of the equipment. 9. Performance Guarantee a) The successful bidder may be required to furnish a Performance Guarantee up to 10% of the total contract amount in the form of Bank Draft, Pay order, Bank Guarantee or Call Deposit in favor of the District Coordination officer, Okara valid for a period up to Three (3) years beyond the date of completion of work. b) The Performance Guarantee of the successful bidder will be returned upon completion of warranty period and issuance of NOC by System Network Administrator, Okara that the bidder has fulfilled all the warranty claims as agreed.
c) The performance guarantee may be forfeited if the successful bidder fails to fulfill warranty claims. 10. Validity of Bid Bids shall remain valid for a period of twelve (12) weeks after the date of bid opening. 11. Submission of Bid a) The bids must reach office of the System Network Administrator District Coordination office, District Complex, Okara by 1200 hrs on 24.12.2011. Late bids will not be entertained. b) Bids submitted through telegraph, telex, fax or e-mail shall not be considered. c) Any bid received by the Purchaser after the deadline for submission of bids will be returned unopened to such bidder. d) In order to afford the prospective bidder reasonable time in which to take the amendment into account in preparing its bid, the Purchaser may, at its discretion, extend the deadline for the submission of bid. 12. Format of Bid a) Bidder shall submit the bid in a sealed envelope. b) Name and Address of the bidder shall be clearly mentioned in bold letters on the envelope. c) The sealed envelope shall contain two (2) separate envelopes. d) Each envelope shall contain separately I. One is the TECHNICAL PROPOSAL clearly marked as TECHNICAL PROPOSAL. II. Second the FINANCIAL PROPOSAL clearly marked as FINANCIAL PROPOSAL. 13. Technical Proposal a) The Technical Proposal must contain the entire bid items mentioned above in Para 5 without any financial quotation. b) The bidder shall enclose catalogues, leaflets, brochures, literature and other technical data in respect of stores / items in the Technical Proposal. c) Bid Security shall not be included in Technical Proposal. 14. Bid Opening and Evaluation a) Opening of the bids will be done as two envelope procedure. The Purchaser will open envelops marked TECHNICAL PROPOSAL first, at 1300 hrs on 24-12-2011 and evaluate the technical proposals without reference to the price. b) It will be examined in detail whether the Tracking and fuel management system proposed by the bidder fulfill the scope of work as specified above in Tender Document / Enquiry. To facilitate this, technical features of the items specified in the bid will be reviewed. Other technical information submitted with the bid will also be reviewed. c) It will be examined in detail whether the equipment proposed by the bidder is manufactured by renowned manufactures consistent with the current prevailing market. Preference will be given to the bids proposing equipment by renowned manufactures. d) After the opening of TECHNICAL PROPOSAL the bidder will install equipment for testing purpose at 1 (one ) day notice for 15 days. e) The Purchaser will open financial bids of technically qualified bidders, in the presence of bidder s representatives who choose to attend, at 1000 hrs on 9.1.2012 in the office of the Purchaser located at District Complex, Okara. f) The Purchaser will reject any bid if I. The Bid do not conform to the mandatory requirements of the tender document mentioned above in Para 6. II. The offer is from any blacklisted firm in Federal / Provincial Government Department. III. The Bid is ambiguous. IV. The Bid is conditional i.e. Advance payment, or currency fluctuations etc. No supplementary or revised offer for the opening of the tender shall be entertained. V. Financial proposals of non-qualified bidders will be returned unopened to the respective bidders. g) The bidder s name, Bid Prices, any discount, the presence or absence of Bid Security and such other
details as the Purchaser at its discretion may consider appropriate, will be announced by the Purchaser at the bid opening. The Purchaser will record the minutes of the bid opening. h) Any Bid Price or discount which is not read out and recorded at bid opening will not be taken into account in the evaluation of bid. i) To assist in the examination, evaluation and comparison of bids the Purchaser may, at its discretion, ask the bidder for a clarification of its bid. The request for clarification and the response shall be in writing. No change in the price or substance of the bid shall be sought, offered or permitted except as required to confirm the corrections of arithmetical errors discovered in the evaluation of bid. j) Arithmetical errors will be rectified on the following basis: k) If there is a discrepancy between the unit price and total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. l) If there is a discrepancy between the words and figures the amount in words shall prevail. m) If the bidder does not accept the corrected amount of bid, his bid will be rejected and his bid Security forfeited. n) A bid determined as substantially non-responsive will be rejected and will not subsequently be made responsive by the bidder by correction of the non-conformity. o) Any minor informality or non-conformity or irregularity in a bid which does not constitute a material deviation may be waived by Purchaser, provided such waiver does not prejudice or affect the relative ranking of any other bidders. p) The Purchaser will determine to its satisfaction whether the successful bidder has offered Service at reasonable prices consistent with the current prevailing market prices and is qualified to satisfactorily perform the Contract. q) The determination will take into account the bidder s financial, technical and production capabilities. It will be based upon an examination of the documentary evidence of the bidder s qualifications submitted by the bidder, as well as such other information as the Purchaser deems necessary and appropriate. r) An affirmative determination will be prerequisite for award of the Contract to the successful bidder. A negative determination will result in rejection of the bidder s Bid. 15. Pre Qualification The bidder will install tracking and fuel management system in minimum three machines for technical evaluation only successful bidders will qualify for post qualification stage. 16. Post Qualification a) The Purchaser, at any stage of the bid evaluation, having credible reasons for or prima facie evidence of any defect in bidders capacities, may require the bidders to provide information concerning their professional, technical, financial, legal or managerial competence whether already pre-qualified or not. b) Provided that such qualification shall only be laid down after recording reasons therefore in writing. They shall form part of the records of that bid evaluation report. 17. Award Criteria The Purchaser will award the Contract to the bidder whose bid has been determined to be substantially responsive to the Tender Document / Enquiry and who has offered the lowest price consistent with the current prevailing market prices as determined by the Purchaser, provided that such bidder has been determined to be qualified to satisfactorily perform the contract and successfully qualify the Para 15. 18. Installation Period The successful bidder will install the equipment within 7 working days after award of contract. Bidder will be liable to install the tracking and fuel management equipment at given location and now extra charges will be paid by purchaser in this regard. 19. Purchaser s Right a) The Purchaser reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids, at any time prior to award of contract, without thereby incurring any liability to the affected bidders or any obligation to inform the affected bidders of the grounds for the Purchaser s action except that the grounds for its rejection of all bids shall upon request be communicated, to any bidder who submitted a bid, without justification of the grounds. Notice of the
rejection of all the bids shall be given promptly to all the bidders. b) After the final selection of successful bidder, the Purchaser reserves the right to change the specifications of the items mentioned in the Tender Document / Enquiry according to the Purchaser s emerging requirements anytime along with the cost adjustment. c) The Purchaser reserves the right at the time of award of Contract to increase or decrease the quantity of any item mentioned in the Tender Document / Enquiry without any change in unit prices or other terms and conditions. d) If the successful bidder is found to have engaged in corrupt or fraudulent practices in competing for the award of contract or during the execution of the contract, the Purchaser may, at any time, without prejudice to any other right of action / remedy it may have, blacklist the bidder / firm, either indefinitely or for a stated period, for future tenders. e) The Purchaser reserves the rights to claim compensation for the loss caused by the delay in the delivery of the stores. 20. Notification of Award & Signing of Contract Agreement a) Prior to expiration of the period of bid validity specified by the bidder, the Purchaser will notify the successful bidder in writing Letter of Acceptance that his bid has been accepted. b) After receipt of Letter of Acceptance and submission of required documents by the successful bidder within timelines mentioned in the Letter of Acceptance, the Purchaser will send the successful bidder formal Purchase Order / Contract Agreement incorporating all agreements between the parties. c) The formal Agreement between the Purchaser and the successful bidder shall be executed within two (2) weeks of the receipt of Purchase Order / Contract Agreement by the successful bidder from the Purchaser. 21. Deduction of Tax All applicable taxes will be deducted as per prevailing government rules. 22. Delivery Schedule The successful bidder shall supply and commission all the equipment comprising the Tracking and fuel management system Generation System within sixteen (16) weeks after the date of issuance of Purchase Order / Contract Agreement to bidder. 23. Inspection of Equipment a) Upon delivery of equipment: I. Authorized representative(s) of the Purchaser will inspect the equipment within one (1) week of supply of equipment at the place specified by the bidder in the bid. Any discrepancies found by the inspector shall be removed within one (1) week by the bidder. II. In case of imported equipment the bidder shall produce Import Documents at the time of inspection and the bidder should undertake that his Bid Security may be forfeited if he / she fail to produce Import Documents at the time of inspection. III. The stores should be brand new in original manufacturers packing. IV. After completion of successful inspection of the equipment, the inspector will issue a NOC. b. Open deployment and commissioning of system: I. Authorized representative(s) of the Purchaser will inspect the system within six (6) weeks of commissioning of system. Any discrepancies found by the inspector shall be removed within two (2) week by the bidder. II. After completion of successful inspection of the equipment, the inspector will issue a NOC. 24. Payment a) Payment will be made in Pak Rupees through treasury cheque. b) Payments will be made after complete installation of the equipment that subject with issuance of the NOC by System Network Administrator Okara, 25. Penalty in case of noncompliance of delivery schedule In case of noncompliance of delivery/installation schedule a penalty will be imposed @ 2 percent of the
total amount of bid per week but shall not exceed 50% of the total amount. The week will be calculated soon after the expiry of the delivery schedule in case of delivery of equipment or expiry of installation schedule in case of installation of equipment. In addition to that, Bid Security will be forfeited and the Company will not be allowed to participate in future tenders as well. 26. Clarification of Bidding Documents A prospective bidder requiring any clarification(s) in respect of the Tender Documents may notify / contact the Purchaser s representative at the following address: System Network Administrator District Coordination Office, Okara District Complex Okara Tel:044-9200269 Fax:044-920032 27. Amendment of Bidding Documents a) At any time prior to the deadline for submission of bids, the Purchaser may, for any reason, whether at his own initiative or in response to a clarification requested by a prospective bidder, modify the Tender Documents by issuing addendum. b) Any addendum thus issued shall be part of the Tender Documents hereof, and shall be communicated in writing to all purchasers of the Tender Documents.