National University of Science and Technology (Nust) Islamabad Campus

1 NATIONAL UNIVERSITY OF SCIENCE AND TECHNOLOGY (NUST) ISLAMABAD

CAMPUS

TENDER DOCUMENT

(Procurement of Furniture for US Pakistan Center for Advanced Studies In Energy

(USPCAS-E) NUST at SMME Building West Wing Sector H-12 Islamabad Campus

1. Bids are invited from well-established suppliers/manufacturers having NTN (at active taxpayer list ATL)& Sales Tax registration having modern facilities for supply of “Office Furniture” for USPCAS-E - NUST Islamabad.” Complete specifications and required quantity have been mentioned and attached as per Annex-F. Only registered supplier who are on Active Tax Payer list (ATL) are eligible to submit their bid. In this regard, a copy of tax payer status is attached with the bid. In case bidder is not found on ATL, the payment shall be stopped till bidder files its mandatory return and appear on ATL of FBR.

2. Submission of Quotation. Bids are submitted as under in three (3) sealed envelopes:

a. 1st envelop, with sealed technical offer, marked as “Technical Bid”

b. 2nd envelop, with sealed financial offer & Earnest Money, marked as “Financial

Bid”

c. Both envelops to be placed in a 3rd envelop, sealed mentioning firms address,

phone, fax, Initial flaps marked as Bid for Furniture for US-Pak Center for

Advanced Studies In Energy (USPCAS-E) NUST at SMME Building West

Wing Sector H-12 Islamabad Campus Phone 0092-51-90855257.

3. Quotation & Attachments to be provided by the Companies: a. Sealed bid should be submitted along with detailed specifications, complete drawings,

indicating materials to be used, properly addressed. b. Quotation must include all applicable taxes and GST be shown separately. c. Submit “Undertaking by Company” on the form attached as An n e x - A. d. Attach earnest money (refundable) equal to 2% of total quoted value as pay order/ draft

in favor of USPCAS-E- NUST. In case of less earnest money, your offer is liable to be

rejected. e. Please Submit: 2

i. Income and Sales tax certificates along with record of GST deposited in last

one year.

ii. Company profile.

iii. Bank statement of last 2 Years

iv. Where subject services provided in last years.

v. Quality Certification (if any).

vi. OEM Authority letter

vii Non-black listing record certificate

viii. Duly filled and signed Annex A – D attached with this document.

ix. Visual inspection of items/samples would be personally carried out by the firm

before quoting the rates and “Inspection Certificate” is required to be filled by the

bidder as per Annex-G

f. Quotation should be valid for at least 90 days after the tender opening date.

Note: -a) Quotation will not be accepted in case of non-confirmation and

non-attachment of any the above mentioned information

/document.

b) Provision of Drawing with detail specification is mandatory with

technical bid.

g. The deliveries should be completed within 8 weeks of notice for award of contract.

4. COMPARSION OF PRICES. Comparison of price shall be done on actual price without GST, but GST should be indicated separately.

5. INS T R U C T I O N S F O R SUPP LI ER S TO AV O ID R E J E C T I O N - N OTE C A R E F U L LY

a. Tender Document may either be downloaded from the web www.nust.edu.pk 3 or be obtained from undersigned office during working hours.

b. Supplier will be bound to deliver the furniture at USPCAS-E, NUST at his expense.

c. Bid shall be rejected if the rate(s) are not clear, incomplete, conditional or

ambiguous.

d. Performance Guarantee (PG): Selected vendors shall provide a 5% value of

contracted value as performance guarantee (PG) till warranty period.

e. NUST reserves Right to purchase at risk-and-cost of Supplier, if the selected

supplier:

i. Fails to complete the order, or

ii. Delays the supply beyond the delivery time mentioned in the quotation or

extended time given by the Purchaser,

iii. NUST may deduct complete/ portion of Earnest Money.

f. NUST also reserves Right to:-

i. Change the required quantity i.e., increases or decrease while placing

Purchase order.

ii. Reject any bid or procurement process, any time, as per rules of PPRA.

g. Reps of bidders are allowed to witness the opening of tenders, without conferring any

privilege.

h. Contract Agreement shall be assigned to the successful bidder(s).

i. Late submission of bid will not be entertained under any circumstances.

j. Information about purchase will not be communicated to un-authorized person(s).

k. In case of dispute, decision of Rector-NUST shall be final and binding on both the

parties.

l. Bids shall be compared at ‟Total value’’ of the entire furniture items as enlisted vide Para

1( a-d )of the Ad/ Invitation for Bid. Detail as follow:-

i. Revolving Chairs with arms and foot rest medium back - 42 Nos ii. Revolving Chairs with arms medium back - 191 Nos iii. Executive Chairs with arms high back - 11 Nos 4 iv. Visitor Chairs SS Frame - 68 Nos m. Supplier shall be responsible for:-

i. Transportation of sample or the bulk supply up to / within NUST premises

ii. Loading/ un-loading, labor,

iii. Installation, etc. will be carried out by the engineers of supplier.

n. subletting of the bid will disqualify the successful vendor.

o. Bid submitted through email/fax will automatically stand disqualified.

p. Integrity Pact envisaged in PPRA rules will apply.

q. All stake holders will be responsible to maintain secrecy/ confidentiality of

information Data shared during all stages of Bidding/ Contract.

r. Bids can be withdrawn 01 hour before opening of bids.

6. INELIGIBILITY FACTORS. Bidders cannot compete if they:-

a. Have been convicted for an offense concerning professional conduct.

b. Have been guilty of grave professional misconduct (proven by any means which the

contracting authorities can justify).

c. Have not fulfilled obligations related to payment of taxes.

d. Are guilty of serious misinterpretation in supplying information.

e. Were declared as serious fault of implementation owing to a breach of their contractual

obligations.

f. Are on any list of sanctioned parties issued by the Pakistan Government or any of the

donor Agency.

g. Associated with any terrorist organization.

h. The offeror must certify that it and its principal officers are not debarred ,suspended or

otherwise considered ineligible for an award by the U.S. / Pakistan Government .NUST

will not award a contract to any firm that is debarred, suspended or considered to be

ineligible by the U.S. / Pakistan Government 5

7. P E NA LT Y /LATE DELIVERY In the event of delay in delivery at supplier fault, the supplier shall inform the purchaser before expiry of such period giving reasons or justification for delay. However, purchaser reserves the right to take following actions:-

a. Evaluate the request for extension in delivery period as per its merit and may consider

Extension in delivery period or otherwise.

b. May cancel the contract.

c. Can purchase from elsewhere undelivered stores at the risk and expense of supplier and

without notice to him

d. To recover liquidated damages when the purchaser is satisfied that failure to supply the

stores within the scheduled delivery period has been for reason within the control of

supplier, and /NUST has suffered loss for reasons of belated delivery. These

liquidated damages if imposed will be recovered at the rate of up to 2% but not less

than 1% of the value of the stores supplied late per month or part of a month for the

period exceeding the original delivery period, subject to the provision that total

liquidated damages thus imposed will not exceed 10% of the total value of the stores

delivered late.

e. The purchaser’s decision under this clause shall not be subjected to arbitration.

8. PROVISION AND TESTING OF SAMPLE. Interested Supplier shall produce a

sample of each furniture item conforming its specification and will get it inspected and approved by

USPCAS-E inspection committee headed by Manager Administration/DD Admin USPCAS-E. This

sample will be retained by USPCAS-E as reference for accepting bulk supply at the time of delivery.

9. TE R M S OF P AY M E N T : 95% Payment will be released on successful delivery/ acceptance of

furniture items. 5% will be release after 30 days if no complaint received by user.

BID RECIEPT & OPENING. Sealed envelope should be addressed to “Procurement 10.

Office USPCAS-E, and reach the under-mentioned Mailing Address until June 06, 2016 before 6 1400 hours. Technical quotations will be opened in the presence of firms’ reps and members of

USPCAS-E Furniture items purchase/evaluation committee on same day at 1430 hours at the above

mentioned address. Financial bids of shortlisted firms shall be opened on Jun 13, 2016 at 1000

hours at above mentioned address. In case of any query /clarification with regard to technical offer, the

same shall be forwarded to concerned bidder for clarification. In case of any delay in opening of

Financial Bid due to technical clarification, the same shall be communicated to the entire

successful/technical qualified bidder.

Mailing Address

Manager Procurement

US Pakistan Center for Advanced Studies in Energy (USPCAS-E) NUST,

SMME West Wing Building Sector H-12 Islamabad Campus

Telephone:0092-51-9085-5257

11. W ARRAN T Y : Standard warranty service and repair is required for all commodities under this procurement. The warranty coverage must be valid on all items for a minimum of twelve (12) months after successful delivery.

12. DEMURRAGE / LOSS OF CARGO. NUST has no such liability until the furniture items are successfully delivered/installed.

13. T A X E S :. USPCAS-E is funded by USAID under Pakistan Enhanced Partnership Agreement

(PEPA) between the United States of America and Islamic Republic of Pakistan. Therefore the bidder must include GST in his financial bid separately. Later successful bidder will provide GST Invoice

(Advance Copy) for which NUST will provide the appropriate GST exemption document through

Economic Affair Division to the successful Bidder. However this process may take up to 35-40 days.

14. O RD E R ED Q UAN T I T Y . USPCAS-E shall have the right to decrease or increase the 7 quantity of units required at the time of issuance of purchase order/contract after due consideration of bid prices, delivery time, warranty and payment terms.

15. R EPEAT ORDER: If required, the Purchaser may place a repeat order (at previous rates and conditions) for the supply of subject item(s), during a period of one (01) year after the issue of purchase order/contract, as per PPRA rules.

16. P AC K IN G & T RANS P O R T A T I O N . All Furniture items shall be individually packed in standard packing provided by the manufacturer for onwards transportation and delivery. Any item damaged during transportation will be replaced by the bidders at their own cost.

17. D EL I V E RY / SU PP LY SC HE DU L E . Supply and delivery lead time must be mentioned on quotation of all items is required from the date of notification of award to the successful bidders.

Selected bidder will be responsible for packing of required quantities and timely delivery. However delivery should be completed within Eight weeks from the date of issuance of Acceptance letter.

18. D EF AU LT. If the contractor fails to effect or keep in force any of the insurances referred to in the contract or fails to provide satisfactory work, NUST may, without prejudice to any other right or remedy, terminate the Purchase Order and cancel contractor rights or remedy to recover the amount paid in advance (if any). If the vendor fails to deliver items/services as per approved samples and specifications, NUST reserve the right to terminate the contract.

19. F ORCE M AJEURE: The Supplier shall not be held liable in the event of their failure to comply with the delivery schedule of the ordered items(s) for reasons of Force Majeure including but not limited to: war and other instabilities invasion, act of foreign enemies, mobilization or embargo, civil war etc.

Note: Firms are requested to strictly follow the pattern/sequence of tender documents while filling/submitting their offer/bidding document.

20. BID EVALUATION: As per the criteria given at Annex E. 8

21. DELIVERY OF FURNITURE: Delivery of furniture shall be made to USPCAS-E

(NUST) Sector H-12 Islamabad by successful vendor on their arrangements.

22. FOR FURNITURE ITEMS: For bidding of furniture items, it is mandatory that firm

should have outlet/infrastructure and technical support in Islamabad/Rawalpindi.

23. INSPECTION: USPCAS-E (NUST) team may visit manufacturing facility of the

supplier at the time of technical evaluation process. Moreover, Local Purchase Committee will

also inspect the advance sample as well as the supplied stores as per specifications at the time of

delivery.

24. PRE-BID CLARIFICATION. Bidders are advised to visit below mentioned office to discuss issues like specs, samples, delivery time, difficulties (if any) on____ May 2016 at _____hours.

Manager Procurement

US Pakistan Center for Advanced Studies in Energy (USPCAS-E) NUST,

SMME West Wing Building Sector H-12 Islamabad Campus

Telephone:0092-51-9085-5257

Case No. 0948/2/USPCAS-E/NUST Dated _____May 2016 9 ANNEX-A

Cov er Letter / Pro po sal Submis si on Underta ki ng . Operations and Supply chain specialist Date: XYZ Center for Advanced Studies at NUST (USPCAS-E), SMME, west wing, NUST Campus H-12, Islamabad

Dear Sir 1. We, the undersigned, offer to provide our services For Supply of “Furniture items” in accordance with your Tender Document dated , and our Proposal. We are hereby submitting our Proposal, which includes this technical proposal, and a financial proposal sealed under separate envelopes.

2. We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFP. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFP—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.

3. We understand and agree that the decision of the procurement/evaluating committee shall be final and cannot be challenged on any ground at any forum and the procurement/evaluating committee will not be liable for any loss or damage to any party acting in reliance thereon.

4. Furthermore, we hereby certify that, to the best of our knowledge and belief:

a. We have no close, familial, or financial relationships with any NUST / (USPCAS-E) staff members; b. We have no close, familial, or financial relationships with any other bidder submitting proposals in response to the above-referred RFP. c. The prices in our offer have been arrived independently, without any consultation, communication, or agreement with any other bidder or competitor for the purpose of restricting competition. d. All information in our proposal and all supporting documentation is authentic and accurate. e. We understand and agree to NUST / (USPCAS-E)’ prohibitions against fraud, bribery, and Kickbacks.

5. We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete

Authorized Signature

M/S 10 ANN E X -B

SO URC E A N D N A T I O NA L I TY C O M P L I ANC E F O R M (Attachment of this form with Technical Proposal is must)

The purpose of this form is to gather information from bidders about source/nationality compliance. The authorized USAID geographic code for the USPCAS-E is 937.

1. Origin: While the concept of “origin” has been deleted from the USAID procurement regulations, there are still significant U.S. regulations (such as OFAC regulations) that prohibit transactions with certain countries. As such, I confirm that the quoted items are not manufactured, grown, produced, shipped from, or otherwise originate from any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, or Syria.

☐ N o , I cannot confirm ☐ Y e s , I confirm this is true.

2. Source:

“Available for Sale” in the Cooperating Country:

• Supplier is an authorized sales representative/dealer of the manufacturer in the cooperating country. If yes please provide brief introduction and attach copies of dealership certifications.

• Quoted items are included in supplier’s standard catalog. (Yes /NO)

• If yes, attach catalog.

• Supplier certifies that quoted items are routinely traded or offered for sale in the cooperating country. (YES /NO)

• Supplier has an installation base in the cooperating country. (YES / NO)

• If yes provide some details of after sale support points with complete addresses.

• Offered equipment is serviceable by the supplier and has a valid warranty in the cooperating country. (YES / NO) 11 • IF yes, please provide details of capability how equipment is serviceable in cooperating country.

• Complete details of type of warranty offered in cooperating country (or attach standard warranty terms and conditions offered).

• Supplier will be responsible of ensuring that after sale service support / spare parts are available will try all efforts to make it available. (Bidder / Supplier agrees with is statement) – Yes / NO

F o r i te m s p u r c h a sed o u t s i d e o f t h e c o o p e r a t i n g c o un t r y :

If the items are not “available for purchase” in the cooperating country, identify the “source” of the Equipment and describe compliance with the authorized geographic code 937: T h e i t e ms w i l l be i mp or ted f r o m s ou rc e i s

[Describe the "source" countries and compliance with the authorized geo code.]

3. N a t i ona l i t y :

Per 22 CFR 228.12, organizations must meet both (a) and (b) below, as well as either (c) or (d):

a. The supplier is incorporated or legally organized under the laws of a country in the authorized geographic code:

[Describe the supplier's registration status; attach a copy of their business license or official registration to support registration status.]

b. The supplier is operating as an “on -going concern” in a country in the authorized geographic code:

c. The supplier is managed by a governing body, the majority of whom are citizens (or lawful permanent residents) of countries in the authorized geographic code:

[Provide details and/or attach a certification from the supplier documenting that they comply with this.]

d. The supplier employs citizens (or lawful permanent residents) of countries in the authorized geographic code, in more than 50% of its permanent full-time positions and more than 12 50% of its principal management positions:

[Provide details, such as organizational chart with information, and/or attach a certification from the supplier documenting that they comply with this.]

ANN E X -C O v e r a l l Com p l i a nce U nd e r t a k i n g ( To be a t t ac h e d w i t h Techn i c a l P r o p o s a l)

I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/Conditions of this RFP and have found the document in whole as non-biased to any particular vendor or product/brand. All quoted items meet USAID Geographic Code 937. I hereby undertake and firmly bound myself to abide by/comply all sections of this tender document except for those items noted below.

1……………………………………………………………………………………………

2……………………………………………………………………………………………

3……………………………………………………………………………………………

4……………………………………………………………………………………………

5……………………………………………………………………………………………

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8……………………………………………………………………………………………

9…………………………………………………………………………………………… 13 10……………………………………………………………………………………………

Note: In case of “Nil”, please cross those columns and stamp/sign this page. Official Signature Stamp

ANN E X -D

IN F O R M A T I ON A BO U T R ELE V AN T P R OJ E C TS

COMP LETED / ONGOING F OR LAST 2 YEARS:

Attach document evidence.

Sr.# Purchase Order Contract Client Contract Contract Remarks / Contract Awarded Name & Amount Duration Details Year Contact 1 Details

Annex-E EVALUATION CRITERIA – FURNITURE Sr.N Attribute Max. marks Marks Allotted 0 1. General 35 a. Company/Firm Profile 5 b. Authorized dealership 2 c. Manufacturer 3 d. Importer 3 e. Registered 5 f. Undertaking details 3 Income Tax and sales Tax Certificate/ g. 5 registered, ATL Status Where subject services provided h. (purchase order with cost) in last five 3 years) i Project completed in time or not 2 j History of default 2 k Local outlet 2 Sub Total of General Marks 35 2. Technical 35 a. Technical Strength (skill/ Manpower) 5 b. Brand 5 Specs Conformity (drawing, pics c.. 5 provided) d. Material 5 e. Shape & Design 5 f. Quality Guarantee/ Warranty 5 g. Delivery Time 5 Sub Total 35 3. Financial 30 G. Total 100 Note: The Final score shall be made on aggregate scoring and PO shall be placed accordingly. During Technical Evaluation any firm scoring less than 50 marks shall be rejected. General &Technical bid = 70% Financial bid= 30% (A Score of 100 will be awarded to the lowest price bid. Other proposals will be given a financial score inversely proposals to the lowest cost proposals using following formula:- 15

Lo w est B id P ric e /Bid P rice * 1 0 0 = F i n a nc i al Score

Annex-F

NATIONAL UNIVERSITY OF SCIENCE AND TECHNOLOGY (NUST) ISLAMABAD CAMPUS (Procurement of Furniture for US-Pak Center for Advanced Studies In Energy (USPCAS-E) NUST at SMME Building West Wing Sector H-12 Islamabad Campus)

DETAIL OF FURNITURE ITEMS REQUIRED TO BE PROCURED THROUGH THIDS TENDER

Se Description A/U Quan- Item’s GST Total Model Pics r tity Price. Rs. (Rs.) 1 Imported Revolving chair with Nos 42 arms & footrest high shaft, height and tilt adjustment, Alum. Frame S.S footrest and wheel base. Powder coated seat frame, fabric upholstered in colors and texture approved as per sample

2 Imported Executive chair high 11 back with arms and head rest, Alum. frame and S.S wheel base, Leather upholstered seat, back in leather and soft polymer mesh, solid wood or polymer arm rest top, height and tilt adjustment .Color Black as per approved sample

3. Imported Revolving Chair with Nos 191 Arms, height and tilt adjustment, Aluminum frame and S.S wheel base. Powder coated seat frame, fabric upholstered in black color and texture approved as per sample

4 Imported Visitors Chair, S.S Nos 68 Frame, Leather rite upholstered seats and back, solid wood or polymer arm rest and black color as per approved sample 16

Note: Samples will be inspected by Mr. Tariq Iqbal Malik DD Adm at below mentioned address. Vendor can contact him regarding date and time for presentation and inspection of sample. US-Pak Center for Advanced Studies In Energy (USPCAS-E) NUST at SMME Building West Wing Sector H-12 Islamabad. Phone No. 051-90855102.

______Signature of Contractor Signature & Designation of the Accepting Officer

Designation:______Dated ______2016 Appointment:______

Date: . ______2016 17 Annex-G

NATIONAL UNIVERSITY OF SCIENCE AND TECHNOLOGY (NUST) ISLAMABAD CAMPUS (Procurement of Furniture for US-Pak Center for Advanced Studies In Energy (USPCAS-E) NUST at SMME Building West Wing Sector H-12 Islamabad Campus)

INSPECTION CERTIFICATE

(To be filled by supplier/Bidder)

It is certified that representative of our Firm M/s ______has visited /inspected the sample /drawings (in person) of furniture and quoted the rates accordingly. The detail of representative is following:-

Name:______Designation:______Inspection Date/Time:______(Company Seal) Cell No. ______Signature:______