WAZIRABAD INSTITUTE OF
CARDIOLOGY, WAZIRABAD Ph. # 055-6609104 (Ext.112) Fax. # 055-6601412 BIDDING DOCUMENTS
BIDDING DOCUMENTS FOR PRE-QUALIFICATION OF FIRMS FOR FRAME WORK CONTRACT OF MEDICINE & SURGICAL DISPOSABLES LOCAL PURCHASE FOR THE F.Y 2020-21 (DAY TO DAY) WITH ONLINE SYSTEM (MULTIPLE VENDORS)
Procurement/Tender Committee for finalization of Bidding Documents:
Miss Javeria Arooj Mr. Farrukh Irshad Dr. Faisal Shahzad Hospital Pharmacist Director Finance SR of Cardiac Surgery WIC, Wazirabad WIC, Wazirabad WIC, Wazirabad Member Member Member
Dr. Mubashar Manzoor Alam Dr. Muhammad Aslam Chaudhary Dr. Ghulam Murtaza Qazi Adl: Medical Superintendent AMS Purchase / PMO Medical Superintendent WIC, Wazirabad WIC, Wazirabad WIC, Wazirabad Member Member Chairman
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INVITATION FOR BIDS
WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD
PRE-QUALIFICATION OF FIRMS FOR FRAME WORK CONTRACT OF MEDICINE AND SURGICAL DISPOSABLES DAY TO DAY PURCHASE WITH ONLINE SYSTEM (MULTIPLE VENDORS) AT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD FOR THE YEAR 2020-21
Wazirabad Institute of Cardiology, Wazirabad invites sealed bids/tenders from registered Pharmacies having valid drug sale license by way of pharmacy for the supply of day to day Purchase of Medicines and Surgical disposables Items for the Year 2020-21.
Interested bidders may get the Prequalification documents from the cashier of this office on submission of written application on their letter head alongwith payment of non-refundable fee of Rs.2,000/- (Two thousand only) during working hours.
Prequalification documents shall include a. Instructions to bidders b. General Conditions of Contract c. Special Conditions of Contract d. Schedule of Requirements e. Technical Specifications f. Contract Form g. Performance Guarantee / Bid Security h. Bid Form
INSTRUCTIONS TO BIDDERS
1. Source of Funds: The Government of Punjab, Health Department allocates funds for day to day Purchase of Medicines and Surgical disposables to the individual institution under their relevant Head of Account which are utilized by WIC, Wazirabad during the financial year 2020-21. WIC, Wazirabad intends to conclude the framework contract for the supply of day to day purchase of Medicines and Surgical disposables Items on Free Delivery to Consignee’s end.(WIC, Wazirabad). 2. Eligible bidders: This Invitation to Bid is open to all registered Pharmacies having valid drug sale license Form 09 located within 40 km radius of WIC, Wazirabad. The bidder must possess a valid retail drugs sale license issued by the Chief Drug Controller Office in Punjab. The bidder shall also have to submit a copy of registration certificate and Memorandum of Association / Partnership deed registered with the Registrar of Companies in Pakistan. The bidders shall not be under a declaration of ineligibility for corrupt and fraudulent practices, declared by any Government (Federal/Provincial/District), a Local Body or a Public Sector Organization. 3. Eligible Goods and Services: All goods and related services to be supplied under the contract shall have their origin in eligible source countries and all expenditures made under the contract shall be limited to such goods and services. For this purpose, the term “Goods” includes any Goods that are the subject of this Invitation for Bids and the term “Services” shall includes related services such as transportation, insurance etc. The “origin” means the place where the goods are mined, grown, or produced, or the place from which the related services are supplied. Goods are produced through manufacturing or processing, or substantial and major assembly of ingredients / components, a commercially recognized product results that is substantially different in basic characteristics or in purpose or utility from its components. 4. Cost of Bidding: The bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for this costs, regardless of the manner or outcome of the bidding process.
THE BIDDING PROCEDURE
5. Single Stage – One Envelopes Bidding Procedure as per PPRA Rules 2014 (amended 2016) shall be applied: i. The bid shall comprise a single sealed package containing sealed envelope which shall contain the Technical Proposal; ii. The envelopes shall be sealed & marked as “TECHNICAL PROPOSAL” in bold and legible letters. iii. The envelope marked “TECHNICAL PROPOSAL” shall be opened; iv. During the technical evaluation, no amendments in the technical proposal shall be permitted; Page 2 of 18
v. After the evaluation only prequalified firms will be able to supply the day to day purchase on daily basis.
THE PREQUALIFICATION DOCUMENTS
6. Content of Prequalification documents i. The goods required, bidding procedures, and Contract terms are prescribed in the prequalification documents. In addition to the Invitation for Bids, the prequalification documents shall include:- a) Instructions to bidders; b) General Conditions of Contract; c) Special Conditions of Contract; d) Schedule of Requirements; e) Technical Specifications; f) Performance Guarantee Form; ii. The “Invitation to Bid” does not form part of the Prequalification Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid and the Prequalification Documents listed above, the said Prequalification Documents shall take precedence. iii. The bidder is expected to examine all instructions, forms, terms, and specifications in the prequalification documents. iv. Failure to furnish all information required by the prequalification documents or to submit a bid not substantially responsive to the prequalification documents in every respect shall be at the bidder’s risk and may result in the rejection of its bid. 7. Clarification of Prequalification documents: A prospective bidder requiring any clarification of the bidding / Prequalification documents may notify the Procuring Agency, in writing at the Procuring Agency’s address, indicated in the Invitation for Bids. The Procuring Agency shall respond in writing to any request for clarification of the prequalification documents, which it receives not later than two days before pre-bid meeting prescribed in the Invitation for Bids. Written copies of the Procuring Agency’s response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective bidders that have received the prequalification documents.
8. Amendment of Prequalification documents: At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the prequalification documents by amendment. All prospective bidders that have received the prequalification documents shall be notified of the amendment in writing or by phone, and shall be binding on them. In order to allow prospective bidders reasonable time in which to take the amendment into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids.
PREPARATION OF BIDS
9. Language of Bid: The bid prepared by the bidder, as well as all correspondence and documents relating to the bid exchanged by the bidder and the Procuring Agency shall be written in English. Other supporting documents and printed literature furnished by the bidder may be in another language provided they are accompanied by an accurate translation in English, in which case, for purposes of interpretation of the Bid, the translation shall govern. 10. Documents Comprising the Bid: The bid shall comprise the following components: (a) Documentary evidence established in accordance with instruction to bidders that the bidder is eligible to bid and is qualified to perform the Contract if its bid is accepted; (b) Documentary evidence established in accordance with instruction to bidders that the goods to be supplied by the bidder are eligible goods and conform to the prequalification documents; and (c) Bid Security, furnished in accordance with instruction to bidders. 11. Price Schedule: The bidder shall complete an appropriate Price Schedule indicating the goods to be supplied, a brief description of the goods, their strength, packing, quantity, and prices when asked for from time to time. 12. Bid Prices: i. The bidder shall indicate on the appropriate Price Schedule the discount rate on retail price of all medicines and disposables items it to be supplied under the Contract as and when purchase by the hospital. ii. The bidder should quote the discount prices of goods according to the strength / technical specifications as provided in the Form of Price Schedule and Technical Specifications. The specifications of goods, different from the demand of bid enquiry, shall straightway be rejected.
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iii. The bidder is required to offer competitive discount price. All discount prices must include the General Sales Tax (GST) and other taxes and duties, where applicable. If there is no mention of taxes, the offered / quoted price shall be considered as inclusive of all prevailing taxes/duties. The benefit of exemption from or reduction in the GST or other taxes shall be passed on to the Procuring Agency. iv. Prices offered should be for the entire quantity demanded; partial quantity offers shall straightaway be rejected. Conditional offer shall also be considered as non-responsive bidder. v. While tendering your quotation, the present trend / inflation in the rate of goods and services in the market should be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained during the whole period of contract. 13. Bid currencies: Discount Prices shall be quoted in Pak Rupees. 14. Documents Establishing bidder’s Eligibility and Qualification i. The bidder shall furnish, as part of its technical bid, documents establishing the bidder’s eligibility to bid and its qualifications to perform the Contract if its bid is accepted. ii. The documentary evidence of the bidder’s eligibility to bid shall establish to the Procuring Agency’s satisfaction that the bidder, at the time of submission of its bid, is eligible as defined under instruction to the bidders iii. The documentary evidence (to be submitted along with technical proposal) of the bidder’s qualifications to perform the Contract if its bid is accepted shall establish to the Procuring Agency’s satisfaction: (a) The bidder shall have to produce documentary proof of valid retail drug sale license and other documents mentioned in check list. (b) National Tax Number (NTN) and General Sales Tax Number (GST) (if applicable) with documentary proof shall have to be provided by each bidder in the tender. (c) The bidder shall submit an affidavit on legal stamp paper of Rs. 100/- that their firm is not blacklisted on any ground by any Government (Federal/Provincial/District), a local body or a Public Sector Organization. The bidder shall be debarred from bid on account of submission of false statement. (d) The bidder should have minimum one-year experience in the open market. Documentary proof shall have to be provided in this regard, where applicable. 15. Documents Establishing Good’s Eligibility and Conformity Prequalification documents: i. The bidder shall furnish along with Technical Proposal, as part of its bid, documents establishing the eligibility and conformity to the prequalification documents of all goods, which the bidder proposes to supply under the Contract. ii. Submission of goods: The goods supplied must be supported by valid warranty as per Drugs Act 1976/DRAP Act, 2012.
16. Bid Security The bidder shall furnish bid security of estimated cost as per advertisement in newspaper in the shape of Call Deposit Receipt issued by any scheduled bank of Pakistan in the name of Medical Superintendent WIC, Wazirabad. 17. Bid Validity i. Bids shall remain valid for the period of Six (06) Months after the date of opening of Technical Bid, prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive. ii. The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However, under exceptional circumstances and for reason to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity. iii. bidders who,- (a) Agree to the Procuring Agency’s request for extension of bid validity period shall not be permitted to change the substance of their bids; and (b) Do not agree to an extension of the bid validity period shall be allowed to withdraw their bids without forfeiture of their bid securities (earnest money). 18. Format and Signing of Bid: i. The bidder shall prepare and submit its bid along with original purchase receipt. The bid shall be typed or written in indelible ink and shall be signed by the bidder or a person or persons duly authorized to bind the bidder to the Contract. The person or persons signing the bid shall initial all pages of the bid, except for un-amended printed literature. ii. Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid.
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SUBMISSION OF BIDS
19. Sealing and Marking of Bids i. The envelopes shall be marked as “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion. ii. The envelope shall be sealed and:be addressed to the Procuring Agency at the address given in the Invitation for Bids. iii. The envelope shall bear the name and number indicated in the Invitation for Bids. iv. The envelope shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared as “non-responsive” or “late”. v. If the envelopes are not sealed and marked as required by instruction to bidders, the Procuring Agency shall assume no responsibility for the bid’s misplacement or premature opening and shall be rejected forth with. 20. Deadline for Submission of Bids: Bids must be submitted by the bidder and received by the Procuring Agency at the address specified under instruction to bidders, not later than the time and date specified in the Invitation for Bids. The Procuring Agency may, at its discretion, extend this deadline for the submission of bids by amending the prequalification documents in accordance with instruction to bidders, in which case all rights and obligations of the Procuring Agency and bidders previously subject to the deadline shall thereafter be subject to the deadline as extended. 21. Late Bid: Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency shall be rejected and returned unopened to the bidder 22. Withdrawal of Bids: The bidder may withdraw its bid after the bid’s submission but prior to the deadline prescribed for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in instruction to bidders.
OPENING AND EVALUATION OF BIDS
23. Opening of Bids i. The Procuring Agency shall open the envelope marked “TECHNICAL PROPOSAL” in the presence of bidders’ representatives who choose to attend, at the time, on the date, and at the place specified in the Invitation for Bids. The bidders’ representatives who are present shall sign the Attendance Sheet evidencing their attendance. ii. The bidder’s names and any such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced at the opening of technical proposal. No bid shall be rejected at technical proposal / bid opening, except for late bids, which shall be returned unopened to the bidder.. iii. The Procuring Agency shall prepare minutes of the bids opening. 24. Clarification of Bids: During evaluation of the bids, the Procuring Agency may, at its discretion, ask the bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted 25. Preliminary Examination i. The Procuring Agency shall examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. ii. The Procuring Agency may waive any minor informality, nonconformity, or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any bidder. iii. Prior to the detailed evaluation, the Procuring Agency shall determine the substantial responsiveness of each bid to the prequalification documents. For purposes of these Clauses, a substantially responsive bid is one, which conforms to all the terms and conditions of the prequalification documents without material deviations. Deviations from, or objections or reservations to critical provisions, such as those concerning Applicable Law, Drugs Act, Taxes & Duties and GMP practices shall be deemed to be a material deviation for technical proposals. The Procuring Agency’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence. iv. If a bid is not substantially responsive, it shall be rejected by the Procuring Agency and may not subsequently be made responsive by the bidder by correction of the nonconformity. 26. Evaluation & Comparison of Bids i. The Procuring Agency shall evaluate and compare the bids, which have been determined to be substantially responsive. ii. The Procuring Agency’s evaluation of technical proposal / bid shall be on the basis of previous performances /inspection of premises (if not previously conducted), previous experience, financial soundness and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be considered.
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iii. All bids shall be evaluated in accordance with the evaluation criteria and other terms & conditions set forth in these prequalification documents. 27. A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids. 28. BID EVALUATION CRITERIA FOR BIDDERS: The number of points allocated to each factor shall be specified in the Evaluation Report.
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S. Criteria Documents Required No 1 Knock out clauses (compulsory parameters) Relevant documents Original receipt for purchase of tender. Valid National ID Card (NADRA) Bid Security of estimated cost as per advertisement in newspaper in the shape of CDR issued from any scheduled bank of Pakistan in the Name of Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad. (refundable) An affidavit on stamp paper of Rs.100/- submitting following clauses: i) that the firm / bidder is never blacklisted on any grounds whatsoever from
Government / Autonomous institutions. ii) Acceptance of terms and condition of tender documents duly signed and stamped on letter head. National Tax Number. Valid Professional Tax Certificate Valid Retail Drug Sale License (By way of
Pharmacy) Remarks Eligible / Not Eligible for further evaluation
2 General Clause (ordinary parameters) Relevant documents Detail of technical qualified staff to be provided. Pharmacist = 10 Marks (20 Marks) No. of Employees = 10 Marks if
3 No. of Employees = 5 Marks 2 No. of Employees = 3 Marks 1 No. of Employees = 2 Marks Latest tax paid, balance sheet, audit inspection report. (05 Marks) Warehouse (10 Marks) a) Details of License(s) in Facility to control of Humidity / Temperature (05 reference to the warehouse/s Marks) b) Facility to control humidity 4 Cold chain as per product requirement (05 Marks) etc. Transport (05 Marks) d) Details of cold chain facility e) Transport Facility. Open Market Experience (15 Marks) Documentary evidence
5 If Experience is: 2 year or above = 15 Marks 1 year or above = 08 Marks Financial Position =20 Bank statement 10 million = Criteria (Bank Statement) 20 Marks 6 If 5 million = 10 Marks Less than 5 million = 5 Marks Qualifying marks 60% Qualified / Total Marks 85 (51 marks) Disqualified
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2. SCHEDULE OF REQUIREMENT FOR MEDICINES AND DIPOSABLES ITEMS ON DAY TO DAY PURCHASE:
SCHEDULE DELIVERY PERIOD
Bidder shall have to supply such quantity of Medicines and Disposables Items to WIC, Wazirabad within 24 hours or specified in supply order/demand after the issuance of orders/demand from concerned Medical Superintendent on free delivery basis to the hospital store.
THE INFORMATION PROVIDED BY THE FIRM SHOULD BE RELEVANT, CONCISE AND TO THE POINT AS PER BID EVALUATION CRITERIA, UN NECESSARY DOCUMENTATION WILL HAVE A NEGATIVE IMPACT. i) After technical evaluation is completed, the Procuring Agency shall inform the bidders who have submitted proposals the technical scores obtained by their technical proposal, and shall notify those bidders whose proposal did not meet the minimum qualifying mark which is 60% or were considered nonresponsive 29. Contacting the Procuring Agency: No bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded. If the bidder wishes to bring additional information to the notice of the Procuring Agency, it should do so in writing. Any effort by a bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract award may result in the rejection of the bidder’s bid. Canvassing by any bidder at any stage of the Tender evaluation is strictly prohibited. Any infringement shall lead to disqualification in addition to any other penalty Procuring Agency may in its discretion impose. 30. Qualification & disqualification of bidders: The Procuring Agency shall disqualify a bidder if it finds, at any time, that the information submitted by firm was false and materially inaccurate or incomplete. 31. Rejection of Bids: (1) The procuring agency may reject all bids or proposals at any time prior to the acceptance of a bid or proposal. (2) The procuring agency 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. (3) The procuring agency shall incur no liability, solely by virtue of its invoking sub-rule (1) towards the bidders. (4) The bidders shall be promptly informed about the rejection of the bids, if any. (5) A procuring agency may, for reasons to be recorded in writing, restart bidding process from any prior stage if it is possible without violating any principle of procurement contained in rule 4 and shall immediately communicate the decision to the bidders. 32. Re-Bidding: If the Procuring Agency rejected all bids, it may call for a re-bidding or if deems necessary and appropriate the Procuring Agency may seek any alternative methods of procurement under Punjab Procurement Rules-2014 (amended 2016). The Procuring Agency before invitation for re-bidding shall assess the reasons for rejection and may revise specifications, evaluation criteria or any other condition for bidders, as it may deem necessary. 33. Announcement of Evaluation Report: The Procuring Agency shall declare the results of bid evaluation prior to the award of procurement contract.
AWARD OF CONTRACT
34. Procuring Agency’s right to vary quantities at time of award The Procuring Agency reserves the right at the time of framework Contract’s award to increase or decrease, the quantity of goods originally specified in the Price schedule and Schedule of Requirements without any change in unit price or other terms and conditions where applicable. 35. Limitations on negotiations Negotiations may not relate to the price or substance of tenders or proposals specified by the bidder in his tender, but only to minor technical, Contractual or logistical details. I. As guidance only, negotiations may normally relate to the following areas: minor alterations to technical details, such as the terms of reference. agreeing final delivery or completion schedules to accommodate any changes required by the procuring agency; clarifying details that were not apparent or could not be finalized at the time of bidding; reduce unit rates or reimbursable costs, provided that in case of exceptional circumstances like exorbitant rate, rates higher than prevailing market rates, negotiation may be adopted;
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36. Notification of Award i. Prior to the expiration of the period of bid validity, the Procuring Agency shall notify the successful bidder in writing by registered letter that its bid has been accepted. The prequalified bidders will be awarded the contract. The details of medicines and surgical disposables will be conveyed to the prequalified bidders and the supply order will be used to the firm offering maximum discount of medicines and surgical disposables from the retail price mentioned and fixed by the Federal Government. If no retail price is mentioned on the medicines and surgical disposables items. The hospital will approve the rates which will be ascertained by hospital price verification committee. The decision of the price verification committee will be the final which will not be challengeable in any court of law. ii. The notification of award shall constitute the formation of the Contract. 37. Signing of Contract i. At the same time as the Procuring Agency notifies the successful bidder that its bid has been accepted, the Procuring Agency shall send the bidder the Contract Form provided in the prequalification documents, incorporating all agreements between the Parties. ii. Both the successful bidder and the Procuring Agency shall sign with date the Contract on the legal stamp paper. Thereafter, the Procuring Agency shall issue Purchase Order. If the successful bidder, after completion of all Codal Formalities shows inability to sign the Contract then the firm shall be blacklisted minimum for two years. In such situation, the Procuring Agency may make the award to the next lowest evaluated bidder or call for new bids. 38. Performance Guaranty/ Security i. On the date of signing of Contract, Bid Security furnished by the firm will be retained as performance guarantee. ii. Failure of the successful bidder to comply with the requirement of instructions to the bidders shall constitute sufficient grounds for the annulment/termination of the award and forfeiture of the bid Security, in which event the Procuring Agency may make the award to the next lowest evaluated bidder or call for new bids. 39. Corrupt or Fraudulent Practices (a) The Procuring Agency requires that the Procuring Agency as well as bidders/ Contractors observe the highest standard of ethics during the procurement and execution of such Contracts. In pursuance of this policy, the Procuring Agency defines, for the purposes of this provision, the terms set forth below as follows: (b) i. “corrupt practice” means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the procurement process or in Contract execution; and ii. fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract to the detriment of the Procuring Agency, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial noncompetitive levels and to deprive the Procuring Agency of the benefits of free and open competition; (c) Shall reject a proposal for award if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the Contract in question; (d) Shall declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing a Contract; onus of proof will be on the firm. 40. Bid Validity Bids shall remain valid for a period on 30-06-2021 and further extendable for three month.
GENERAL CONDITIONS OF CONTRACT
1) Definitions: In this Contract, the following terms shall be interpreted as indicated against each; i) “‘framework contract’ means a contract whereby the procurement is made for a certain volume or quantity of a particular good, a set of goods, services or works over a specific period against an agreed sum or rate per item or lump sum. ii) “The Contract” means the agreement between the Procuring Agency and the Supplier, as recorded in the Contract Form signed by the Parties, including all attachments and appendices thereto and all documents incorporated by reference therein. iii) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations. iv) “The Goods” means drug/ medicines and Surgical disposables, which the Supplier is required to supply to the Procuring Agency under the Contract.
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v) “The Services” means those services ancillary to the supply of goods, as printing of special instructions on the label and packing, transportation of goods up to the desired destinations and other such obligations of the Supplier covered under the Contract. vi) “The Procuring Agency” means the Medical Superintendent, WIC, Wazirabad vii) “The Supplier” means the individual or firm supplying the goods under this Contract. 2) Application: These General Conditions shall apply to the extent that they are not inconsistent / superseded by provisions of other parts of the Contract 3) Country of Origin: All goods and related services to be supplied under the contract shall have their origin in eligible source countries and all expenditures made under the contract shall be limited to such goods and services. For the purposes of this clause, “origin” means the place where the goods are produced through manufacturing or processing, or the place from which the related services are supplied. 4) Standards: The goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications and will be in accordance with Drug Act 1976/DRAP Act 2012 and Rules Framed there under. 5) Use of Contract Documents and Information i) The Supplier shall not, without the Procuring Agency’s prior written consent, make use of any document or information enumerated in condition of contract except for purposes of performing the Contract. ii) Any document, other than the Contract itself, enumerated in condition of contract shall remain the property of the Procuring Agency and shall be returned if so required by the Procuring Agency. iii) The Supplier shall permit the Procuring Agency to inspect the Supplier’s premises and records relating to the performance of the supplier as and when required. 6) Labeling and Packaging of the Supplies: Labeling and Packing of the product would be examined in accordance with Labeling and Packing Rules 1986 of the Drugs Act 1976. 7) Inspections and Test / Analysis i.The Procuring Agency or its representative shall have the right to inspect and/or to test the goods to their conformity to the Contract specifications at no extra cost to the Procuring Agency. ii.The Procuring Agency’s reserves the right to inspect, test and, where necessary, reject the goods either at Supplier’s premises or upon arrival at Consignee’s destinations and shall in no way be limited or waived by reason of the goods having previously been inspected, tested, and passed by the Procuring Agency or its representative. iii.Procuring Agency or its representative shall have the right to inspect and /or to test the goods to confirm their conformity to the specifications of the contract at no extra cost to the Procuring Agency. iv.The inspection committee constituted by the Consignee shall inspect the quantity, specifications of goods. The cost of the lab tests shall be borne by the Supplier. v.The supplier will be responsible for free replacement of stocks if the same is not found to be of the same specifications as required in the Invitation of Bids / Substandard /Spurious / Misbranded / Expired. Moreover, it will replace the unconsumed expired stores without any further charges. vi.The Procuring Agency’s right to inspect, test and, where necessary, reject the goods after the arrival at Procuring Agency’s destinations shall in no way be limited or waived by reason of the goods having previously been inspected, tested, and passed by the Procuring Agency or its representative. vii.Nothing in General Conditions of Contract shall in any way release the Supplier from any warranty or other obligations under this Contract. 8) Chemical and physical examination of medicines and Surgical disposables i) All the Drugs / Medicines shall be acceptable subject to chemical and physical examination. The chemical examination shall be carried out through the Provincial Drugs Testing Laboratories. The Inspection Committee constituted by the Consignee shall carry out the physical examination after receipt of supplies and standard test/ analysis report of the lab. If the facility for test / analysis is not available with the Laboratories of Government of Punjab & Government of Pakistan, the batch release certificate and test analysis report of quality control / quality assurance department of the manufacturer shall be carried out in a Laboratory nominated by the Procuring Agency. Cost of such tests shall be borne by the manufacturer / supplier firm. ii) If the Goods supplied are found during physical examination / inspection to be against the required specifications, even if it is of standard quality, the Procuring Agency may reject the goods, and the Supplier shall either replace the rejected goods or arrange alterations necessary for rectification of observation, to meet the required specifications free of cost. Replacement in lieu of the rejected supplies must be completed within specific time give by procuring agency from the date of communication of decision to the Manufacturer / Supplier by the Concerned Authority. In case after replacement or alteration, the Inspection Committee again declare the item as of against the required specifications, the supply would completely be rejected and the proportionate amount of performance security of the concerned installment would be forfeited to the government account and the firm shall be blacklisted minimum for one year. However, if the entire supplies/ installments are declared as of against the
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required specifications, the entire performance security shall be forfeited and the firm shall be blacklisted minimum for two years; onus of proof of innocence shall be on the supplier. 9) Delivery and Documents: The Supplier in accordance with the terms specified in the Prequalification documents shall make delivery of the goods. The details of documents to be furnished by the Supplier are specified in Special Conditions of the Contract. 10) Insurance: The goods supplied under the Contract shall be delivered duty paid. 11) Transportation: The Supplier shall arrange such transportation / cold chain maintenance of the goods as is required to prevent their damage or deterioration during transit to their destination. The goods shall be delivered in WIC Wazirabad on the risk and cost of the Supplier. All taxes shall be borne by the Supplier. Transportation including loading / unloading of goods shall be arranged and paid for by the Supplier. 12) Incidental Services: The Supplier shall be required to provide the incidental services as specified in Special Conditions of the Contract and the cost of which should be included in the total bid price. 13) Warranty: The Drugs / Medicines shall be accompanied by the necessary warranty on Form 2-A in accordance with the provision of the Drugs Act, 1976 and Drap Act 2012 and rules framed there under. The Procuring Agency shall promptly notify the Supplier in writing of any claims arising under this warranty. 14) Payment: The method and conditions of payment to be made to the Supplier under this Contract shall be specified in Special Conditions of the Contract. The currency of payment is Pak. Rupees. 15) Contract Amendments: No variation in or modification of the terms of the Contract shall be made except by written amendment signed by both the Parties. 16) Subcontracts: The Supplier shall not be allowed to sublet the job and award subcontracts under this Contract. 17) Delays in the Supplier’s Performance: Delivery of the goods shall be made by the Supplier in accordance with the time schedule prescribed by the Procuring Agency. If at any time during performance of the Contract, the Supplier should encounter conditions impeding timely delivery of the goods, the Supplier shall promptly notify the Procuring Agency in writing of the fact of the delay, its likely duration and its cause(s). The Procuring Agency may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the Procuring Agency by amendment of Contract. A delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the cancellation of the contract, unless an extension of time is agreed upon without the application of liquidated damages. 18) Penalties: In case of late delivery beyond the presented period for reasons beyond control shall be conveyed. Once the maximum is reached, the Procuring Agency may consider termination of the Contract. In case of supply of substandard product the destruction cost will be borne by the firm i.e. burning, Dumping, Incineration. If the firms provide substandard item and fail to provide the item as per specification laid down in the supply order, the procuring agency shall be entitled to make other arrangement at the risk / expense of the Contractor / Supplier Firm, the price difference shall be paid by the Firm. 19) Termination for Default: The Procuring Agency, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate the Contract in whole or in part, if the Supplier fails to deliver any or all installments of the goods within the period(s) specified in the Contract, or within any extension thereof granted by the Procuring Agency; or if the Supplier fails to perform any other obligation(s) under the Contract and if the Supplier, in the judgment of the Procuring Agency has engaged in corrupt or fraudulent practices in competing for or in executing the Contract 20) Force Majeure: Notwithstanding the provisions of general conditions of contract the Supplier shall not be liable for forfeiture of its Performance Guaranty/ bid Security, or termination/ blacklisting for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to mis planning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Procuring Agency in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics, quarantine restrictions and freight embargos. If a Force Majeure situation arises, the Supplier shall promptly notify the Procuring Agency in writing with sufficient and valid evidence of such condition and the cause thereof. The Committee of Health Department, constituted for Redressal of grievances, shall examine the pros and cons of the case and all reasonable alternative means for completion of purchase order under the Contract and shall submit its recommendations to the competent authority. However, unless otherwise directed by the Procuring Agency in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event.
21) Termination for Insolvency The Procuring Agency may at any time terminate the Contract by giving written notice of one month time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In
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this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties. 22) Arbitration and Resolution of Disputes: The Procuring Agency and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract. If, after thirty (30) days from the commencement of such informal negotiations, the Procuring Agency and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred to the Arbitrator for resolution through arbitration. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. The Secretary Specialized Healthcare and Medical Education Department or his nominee shall act as sole arbitrator. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties 23) Governing Language: The Contract shall be written in English language. All correspondence and other documents pertaining to the Contract, which are exchanged by the Parties, shall be written in English. 24) Applicable Law: This contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction. 25) Notices i) Any Notice given by one party to the other pursuant to this contract shall be sent to the other party in writing and confirmed to other party’s address specified in Special Conditions of Contract. ii) A notice shall be effective when delivered or on the notice’s effective date, whichever is later
SPECIAL CONDITION OF CONTRACT
1. Definitions i. The Procuring Agency: is the Medical Superintendent WIC, Wazirabad ii. The Supplier: is the individual or firm supplying the goods under this contract. 2. Country of Origin: All goods and related services to be supplied under the contract must be from that origin / country as indicated under general conditions of the contract. 3. Bid Security: Bid Security of estimated cost as per advertisement in newspaper in the shape of Call Deposit Receipt issued by any scheduled bank of Pakistan in the name of Medical Superintendent, WIC, Wazirabad. 4. Performance Guaranty/ Security: Bid Security will be retained as performance guarantee upon signing of contract. 5. Inspection and Tests: Inspection and tests of drugs / medicine at final acceptance shall be in accordance with the conditions of contract. After delivery at WIC, Wazirabad, the goods shall be inspected /examined by the Inspection Committee, to physically check the goods in accordance with terms / conditions of the Contract. The Committee shall submit its inspection report to Procuring Agency along with invoice / bills / delivery challan / warranty. In case of any deficiency, pointed out by the Inspection Committee in the delivered goods, the Supplier shall be bound to rectify it free of cost. 6. Delivery and documents: The Supplier shall provide the following documents at the time of delivery of goods to Consignee’ end for verification and onward submission to quarter concerned, duly completed in all respect for payment. i) Original copies of Delivery Note / Challan (in duplicate) showing name of destination to which delivery is to be made, item’s description, batch No(s), Registration No, manufacturing and expiry date and quantity. ii) Original copies of the Supplier’s invoices (in duplicate) showing warranty, name of Procuring Agency /destination to which delivery is to be made, item’s description, Batch No, Registration No, manufacturing and expiry date, quantity, per unit cost, and total amount. iii) Original copies of the Sales Tax Invoices (where applicable) in duplicate showing name of destination to which delivery is to be made, item’s description, quantity, per unit cost (without GST), amount of GST and total amount with GST. 7. Insurance The goods supplied under the Contract shall be delivered duty paid, under which the risk is transferred to the Procuring Agency after having been delivered; hence insurance coverage is Supplier’s responsibility therefore, they may arrange appropriate coverage. 8. Incidental Services The following incidental services shall be provided and the cost of which should include in the total bid price. a. The bidder shall supply drugs/medicines as per tender requirement in commercial packing along with complete literature (Leaflet). In case, the packing requirements are not fulfilled, the 30% of total cost shall be deducted from the payment of the contractor / supplier firm. b. The following wording/insignia shall be printed in bold letters in prominent manner both in Urdu & English in indelible red color ink on each carton, pack, bottle, strip / blister, tubes, vial / ampoule etc. in
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case of items supplied by the foreign manufacturer the mentioned condition may be relaxed by the Procuring Agency. “NOT FOR SALE” “WIC, WIZIRABAD GOVERNMENT PROPERTY” c. The rules for labeling and packing shall be followed as per “The Drugs (Labeling and Packing) Rules, 1986”, framed under the Drugs Act, 1976. However, the name of Drug / Medicine (Generic & Brand), equally prominent, should be printed / written in indelible ink both in English and Urdu on the outer cartons and on each Pack, Bottle, Strip / Blister, Tubes etc. Besides the name and Executive Director place of business of the Manufacturer, the drug manufacturing license No., manufacturing date, expiry date, registration No., batch No., retail price, and Urdu version namely, name of drug, dosage and instructions, should also be written on the outer carton and on the most inner container in bold letters. All tablets shall be supplied in aluminium strip / blister pack. Expiry date must be printed on each aluminium strip / blister. The syrup should be supplied in glass / pet bottle with sealed caps as per sample provided at the time of opening of tender. In case of non fulfillment of these requirements the supply shall not be accepted. d. The supplier shall pay a penalty equal to 1% of the total value of the medicines per percentage point of the short fall in the prescribed shelf life which is 85% for the locally manufactured and 75% for the imported medicines. No drug shall be accepted having expiry date of original shelf life less than 80% of locally manufactured and 70% of imported medicines. “Provided the shelf life up to 70% shall be acceptable without penalty and 60% with penalty in case of vaccines and other biotechnical products.” 9. Warranty: The drugs/medicines shall be accompanied by the necessary warranty on Form 2-A in accordance with the provision of the Drugs Act, 1976 / rules framed there under. DRAP Act, 2012. 10. Payment A. The Payment shall be in Pak Rupees. B. The payment shall be made to the Supplier on receipt of original delivery challan(s) and invoice(s) including those of GST (if applicable) in duplicate duly completed in all respect and signed & stamped by the store officer / signed and stamped by Consignee, along with physical inspection report, carried out by the Committee, with certificate and test / analysis report to the effect that the supplies conform to specifications. C. The laboratory test / analysis charges of sample either against the tender or bulk supplies shall be borne by the Supplier. 11. Penalties/ Liquidated Damages In case where the deliveries as per contract are not completed within the time frame specified in the schedule of requirement, the Contract to the extent of non-delivered portion of supply may be cancelled followed by a Show Cause Notice. No supplies shall be accepted and the amount of Performance Guaranty/ Security to the extent of non–delivered portion of supplies of relevant item shall be forfeited and the firm shall be blacklisted minimum for a period of one year. If the firm fails to supply the whole installments, the entire amount of Performance Guaranty/ Security shall be forfeited to the Government account and the firm shall be blacklisted minimum for a period of two year. Onus of proof of innocence shall be on the supplier. 12. Arbitration and Resolution of Disputes: In case of any dispute, concerning the interpretation and / or application of this Contract shall be settled through arbitration. The Secretary Specialized Healthcare and Medical Education Department or his nominee shall act as sole ARBITRATOR. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties. 13. OPERATIONAL GUIDELINES OF DAY TO DAY PURCHASE i. Day to day purchase contracts shall be entered through open competitive bidding as per Punjab Procurement Rule, 2014 (amended 2016). ii. The budget for day to day and bulk purchase shall be segregated as per applicable ratio and notified on the receipt of budget allocations. iii. The prequalification documents shall provide “Reference Trend List” to bidders for their estimation on the frequency and quantum of purchase of the concerned hospital. The Reference Trend List Shall have all the information regarding the name and quantity of the medicines purchased by the hospital during the previous financial year. iv. The Purchase Committee responsible for bulk purchase of medicine and surgical disposables shall also process the Day to day purchase tenders from multiple vendors. v. Separate bids shall be called for the drugs manufactured by national firms, multinational firms and surgical disposables. The bidder offering maximum discount on each category of medicines shall be contracted for the duration of one financial year. vi. The day to day purchase contract shall be non-transferable and no part of the contract could be sublet by the successful bidder without hospital approval. vii. The offered/quoted discounts on each category of medicine shall be based on maximum retail price of the medicine fixed by Drug Regulatory Authority Pakistan (formerly by Ministry of Health, Islamabad)
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viii. The day to day purchase contractor shall supply the ordered items on the same day. In case the contractor fails to supply the ordered items on the same day, the hospital shall purchase the same ordered medicine from the market at the risk and cost of the contractor. ix. The concerned hospital shall chalk out clear mechanism for receiving day to day purchase indents, its scrutiny, sanctioning, and placement of order, receiving, defacing & issuance of medicines, record keeping and payment process. The MS of the hospital shall be responsible for having all these arrangements in place. x. The supplied drugs shall be accompanied with warranty certificate as per the Drug Act, 1976/DRAP Act, 2012. Moreover, the contractor will be bound to provide the invoice of his source of purchase if any when required. xi. Tender record and register shall be maintained by the hospital. xii. Day to day purchase of only those drugs should be done which are included in formularies and minimum level of doctor recommending the day to day purchase should be Senior Registrar, Assistant Professor, and Consultant & Senior Medical Officer/Senior Woman Medical Officer. xiii. If the Supplier fails to supplies the stores within stipulated period or not in accordance with supply orders, the matter will lead to the termination of the contract after show cause notice and personal hearing. DELIVERY AND PAYMENT: xiv. Indent of drug and its receiving shall be made as per the described mechanisms of the hospital. xv. Drugs should be received, defaced and issued from store as per described mechanism of the hospital and must be entered into acknowledgement register. xvi. The authorized pharmacist shall verify bills in comparison to entries in the register as per prescribed mechanism of the hospital. xvii. In case ordered medicines are not supplied by the contractor on the same day risk purchase should be made from the security deposit of the contractor. In case on constant default the process of risk purchase should be repeated and tenders may be called for fresh competition. xviii. The contractor will submit bills from 1st to 5th of month on monthly basis for payment. The contractor will provide an authentic price list of the medicines if and when required for verification of bills. xix. In case the contractor charges excess rates, the difference will be recovered from the contractor either from his bill or security. All applicable taxes shall be deducted as per prescribed rules. xx. Keeping in view the operational exigencies, the Medical Superintendent WIC, Wazirabad shall have the authority to extend the day to day purchase contract up to three months of next financial year to have fresh competition. The Medical Superintendent shall also have the authority to rescind the contract without any notice or assigning any reason thereof. xxi. All decisions shall be made as per PPRA rules, 2014 (amended 2016). /Govt. policy 14. Governing Language: The language of this Contract shall be in English. 15. Applicable Law: This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction.
16. Notices Supplier’s address for notice purpose Procuring Agency’s address for notice ------Purposes shall be the;
Medical Superintendent Wazirabad Institute of Cardiology Wazirabad
Note: All assessments and procuring procedures i.e. receiving, opening and awarding etc. shall be governed by the Punjab Procurement Rules 2014 (Amended 2016).
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FRAMEWORK CONTRACT FORM (on e-stamp duty 0.25% of the total contract amount) THIS FRAMEWORK CONTRACT is made at ------on------day of------202__-, between the Medical Superintendent, Wazirabad Institute of Cardiology, Wazirabad (hereinafter referred to as the “Procuring Agency”) of the First Part; and M/s (firm name) a firm registered under the laws of Pakistan and having its registered office at (address of the firm) (hereinafter called the “Supplier”) of the Second Part (hereinafter referred to individually as “Party” and collectively as the “Parties”). WHEREAS the Procuring Agency invited bids for procurement of goods, in pursuancewhere of M/s (firm name) being the pharmacies/ Druggists / Chemists in Pakistan offered to supply the required item (s); and Whereas the Procuring Agency has accepted the bid by the Supplier for the supply of Day to day purchase of Medicines / Disposable Items ) at a discount rate______% on retail price of all medicines / Disposable items for the year 2020-21 as per detail below. NOW THIS CONTRACT WITNESSETH AS FOLLOWS: 1. In this Contract words and expressions shall have the same meanings as are respectively assigned to them in the General/ Special Conditions of this Contract hereinafter referred to as “Contract”: 2. The following documents shall be deemed to form and be read and construed as integral part of this Contract, viz:- a. Price Schedule submitted by the bidder, b. Technical Specifications; c. General Conditions of Contract; d. Special Conditions of Contract; and e. Procuring Agency’s Award of contract; and f. Prequalification documents 3. In consideration of the payments to be made by the Procuring Agency to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Procuring Agency to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of this Contract. 4. The Procuring Agency hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of this Contract at the time and in the manner prescribed by this Contract.\ 5. [The Supplier] hereby declares that it has not obtained or induced the procurement of any Contract, right, interest, privilege or other obligation or benefit from Government of Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled by it (Government of Punjab) through any corrupt business practice. 6. Without limiting the generality of the foregoing, [the Seller/ Supplier] represents and warrants that it has fully declared the brokerage, commission, fees etc, paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a Contract, right interest, privilege or other obligation or benefit in whatsoever form from Government of Punjab, except that which has been expressly declared pursuant hereto. 7. [The Supplier] certifies that has made and shall make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with Government of Punjab and has not taken any action or shall not take any action to circumvent the above declaration, representation or warranty. 8. [The Supplier] accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty. It agrees that any Contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Procuring Agency under any law, Contract or other instrument, be void able at the option of Procuring Agency. 9. Notwithstanding any rights and remedies exercised by Procuring Agency in this regard, [The Supplier] agrees to indemnify Procuring Agency for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Procuring Agency in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [The Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any Contract, right, interest, privilege or other obligation or benefit in whatsoever form from Procuring Agency. 10. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. The Secretary Law, Justice & Human Right or his nominee shall act as sole arbitrator. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties. 11. This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction. 12. If the firms provide substandard item and fail to provide the item as per specification laid down in the Technical Specification Form / Tender Enquiry, the procuring agency shall be entitled to make other
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arrangement at the risk / expense of the Contractor / Supplier Firm, the price difference shall be paid by the Firm. 13. In case of supply of substandard product the destruction cost will be borne by the firm i.e burning, Dumping, Incineration 14. The supplier shall ensure provision of all medicines/disposable items immediately to the end users as per demand on daily basis. In case of non supply of all medicines/ disposable items on the same day, Medical Superintendent concerned shall be authorized to purchase the same medicine/disposable items at the risk and cost of supplier without any notice. 15. No substitute medicines/items shall be accepted 16. Partial supply shall not be accepted. 17. Near / short expiry medicines shall not be accepted. 18. All the medicines supplied shall be in accordance with provision of Drug Act 1976/ DRAP Act 2012 and rules there under. 19. Quality/quantity of medicines/items supplied will be checked by the hospital pharmacists and store officer/rep of Medical Superintendents. 20. If the Medicines supplied are not according to the specification/demand the supply shall not be accepted. In case of dispute, the decision of Medical Superintendent shall be final and no appeal could be lodged against it in any court of law or other institution. 21. Supplier shall ensure continuous / uninterrupted supply of medicines/items to the end users as per demand throughout the contract period on daily basis, 7 days a week and on all holidays. 22. The supplier shall have to supply such quantity as ordered by Medical Superintendents WIC, Wazirabad. 23. The contractor shall provide free delivery of Medicines to consignee at the concerned hospital store. 24. The supplier shall submit bills to the end users on monthly basis & shall give discount on retail price of medicine/items. In case of difference of price, extra money charged shall have to be refunded by the contractor. Payment will be made by the end users as per rules after completion of all codal formalities. 25. Contractor shall be bound to provide warranty / invoice rate list of medicines/items supplied to the end users. 26. Medicines shall be in proper packing and stamped “LP MEDICINE NOT FOR SALE” 27. Retail price of medicine shall be clearly written on the packing. 28. The supplier shall depute one dedicated person in WIC, Wazirabad who will remain available in the hospital to collect orders for making prompt supply of medicines to the end users. 29. In case of breach of terms & conditions of contract agreement security of the supplier shall be forfeited. 30. This contract agreement shall remain valid till 30th June, 2021 or extendable as per terms and condition of the contract.. IN WITNESS Whereof the Parties hereto have caused this Contract to be executed at______(the place) and shall enter into force on the day, month and year first above mentioned.
Medical Superintendent Signature of Owner of Firm------Wazirabad Institute of Cardiology Name ------Wazirabad Father Name------Designation------CNIC#------
Witnessed By (Official): Signature______CNIC#______Witnessed By: Name ______Signature______Designation______CNIC#______Address______Name ______Designation______Address______
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BID FORM Date: ______No. ______
To: Medical Superintendent Wazirabad Institute of Cardiology Wazirabad (Procuring Agency)
Having examined the Prequalification documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer the following discount on retail price of all medicines / disposable items. i. Discount ______%. ii. In words.______.We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the Schedule of Requirements, we allow that the Bid Security submitted with the bid may be retained as Performance Guaranty/Security. We agree to abide by this bid for a period of 06 months from the date fixed for bid opening under instruction to the bidders, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us. We understand that the Procuring Agency is not bound to accept the highest or any bid, Procuring Agency may receive.
Name of the bidder ______Father, s Name______Address of bidder / Firm______NIC #______Designation.______Signature ______Stamp______
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SCHEDULE OF REQUIREMENT FOR DAY TO DAY PURCHASE OF MEDICINES AND SURGICAL DISPOSABLES ITEMS
The supplies shall be delivered within 24 hours (on daily basis) after the issuance of Purchase / Supply Order from Wazirabad Institute of Cardiology, Wazirabad, as per following schedule of requirements:-
MODE OF PENALTY DELIVERY PERIOD
WITHOUT PENALTY Bidder shall have to supply such quantity of Medicines and Surgical Disposables Items to WIC, Wazirabad within 24 hours or specific in supply order/demand after the issuance of orders/demand from concerned Medical Superintendent on free delivery basis to the hospital store. WITH PENALTY In case the contractor / supplier firm fails to adhere the delivery schedule then, its status will be considered blacklisted until and unless, the firm provides genuine reasons for delay in the supplies and it will be the discretion of the competent authority to accept the supplies.
Procurement/Tender Committee for finalization of Bidding Documents:
Miss Javeria Arooj Mr. Farrukh Irshad Dr. Faisal Shahzad Hospital Pharmacist Director Finance SR of Cardiac Surgery WIC, Wazirabad WIC, Wazirabad WIC, Wazirabad Member Member Member
Dr. Mubashar Manzoor Alam Dr. Muhammad Aslam Chaudhary Dr. Ghulam Murtaza Qazi Adl: Medical Superintendent AMS Purchase / PMO Medical Superintendent WIC, Wazirabad WIC, Wazirabad WIC, Wazirabad Member Member Chairman
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WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD Ph. # 055-6609104 (Ext.112) Fax. # 055-6601412 BIDDING DOCUMENTS
Bidding Documents for Frame Work of Contract for Supply of Medical Gasses at WIC, Wazirabad for the financial year 2020-2021
Important Note: - All bids should be submitted in tape or ring binding. Bids with loose papers shall be rejected straightaway. All documents should contain proper page marking, attached in sequence as indicated for evaluation in the bidding document and signatures of authorized person. Moreover, signing and stamping of each page of bidding document/form is mandatory otherwise bid shall be rejected straightaway.
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OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PH. #. 055-6609104 (Ext.112) FAX. #. 055-6601412
INVITATION FOR THE FRAME WORK CONTRACT FOR SUPPLY OF MEDICAL GASSES
Dear Sir
You are hereby invited to submit your tender for the store as detailed in schedule to this invitation to tender subject to the conditions mentioned hereunder as well as stipulated in the schedule. The contract resulting from this invitation to tender shall be governed by the PPRA Rules. The purchaser does not pledge himself to accept the lowest tender and reserves the right of accepting the full or part quantity offered and the tenderer shall supply the same at the quoted rate. The tenderer shall be required to quote full quantity as specified in the tender form.
TENDER 2020-2021
Tender Name. Medical Gasses
Tender selling date. Immediately after publishing of advertisement in newspaper Tender Closing Date and Time As per advertisement
Tender Opening Date and Time As per advertisement
Yours truly
For and on behalf of Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad
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OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PH. #. 055-6609104 (Ext.112) FAX. #. 055-6601412
TENDER 2020-2021 TENDER FILLING INSTRUCTIONS
1. All purchases shall be made from the manufacturers / suppliers prequalified and registered with the Health Department. 2. Rates must be clearly typed and tender will not be entertained if written with pencil and pen. 3. Quote your rates on our form and fill all the columns properly. If you have alternate(s) or option(s) just write “A, B, C” with Serial Number e.g. 2-A, 2-B, 2-C……... Or if you find the space insufficient then design the same, but don’t change the structure/template of form. 4. Complete/Fill columns of No. in Each Pack (Box Containing), Rate Per Pack, Unit for Required Rate, Rate Offered otherwise item will not be entertained in comparative statement. 5. Be careful regarding calculations. If your quoted item and price does not match the No. in Each Pack (Box Containing), then the lesser rates per unit will be considered in comparative statement. 6. Over-writing /cutting should be avoided, if inevitable must be signed. 7. Tender should be sealed and write the tender category and opening date on the envelope. 8. Please sign and stamp each paper of tender for this office. 9. Any offer not received as per terms and conditions of the tender shall be liable to be ignored. 10. No offer shall be considered if: received without earnest money; received after the time and date fixed for its receipt; the tender is unsigned and stamped; offer is ambiguous; offer is conditional; offer is from a firm, blacklisted, suspended or removed from the approved list; offer is received by telegram; offer received with shorter validity than required in the tender enquiry; and offer is not conforming to specifications indicated in the tender inquiry.
All terms and conditions are accepted And quoted rates are inclusive of all taxes
______Signature and Name of Proprietor / Authorized Person
______Firm’s Name
______Phone No.
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OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PH. #. 055-6609104 (Ext.112) FAX. #. 055-6601412
TENDER 2020-2021 FIRM / COMPANY INFORMATION
Firm’s Name
Head Office Address
Phone No E-mail Address
FAX No. Web. No.
The contracting firm shall maintain an office with regular staff in Wazirabad/Gujranwala/Lahore during contract period. Office Address
Phone No E-mail Address
FAX No. Web. No.
Please mention Chamber of Commerce Registration (CCR) (attach copy) C.C R.No. Date of Issue Validity Date.
Firm must have Valid National Tax Number and General Sales Tax Number (attach copy) National Tax Number
General Sales Tax Number
NOTE: TENDER OF A FIRM WHICH DOES NOT HAVE VALID NATIONAL TAX NUMBER (NTN) AND GENERAL SALES TAX NUMBER (GST) WILL NOT BE ENTERTAINED
All terms and conditions are accepted and the above mentioned information are correct.
______Signature and Name of Proprietor / Authorized Person
______Firm’s Name
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OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PH. #. 055-6609104 (Ext.112) FAX. #. 055-6601412
TENDER 2020-2021 GENERAL TERMS AND CONDITIONS
1. Quote your rates on contract basis for the financial year 2020-2021 (up till 30.06.2021). (Extendable for further three months).
2. Please quote the final price inclusive of all kind of taxes: general sales tax, income tax etc.
3. The tenderer shall certify that the prices quoted against tender are not more than the prices charged to any agency (Government or Private) in Pakistan and in case of any discrepancy, the tenderer shall undertake to refund the price charged in excess.
4. In case the offering firm is quoting the store(s) of any local or foreign manufacturer or importer, it will submit with the offer an authority letter from such manufacturer/importer for the particular store (s). The firm will also submit an undertaking from the manufacturer/importer that in case it fails to fulfill its contractual obligations/supply then they will be responsible for the same.
5. Support your quotations with literature and samples.
6. Attach original tender purchase receipt. Receipt No. Date Amount
7. Get your old security if there is no pending supply against it. Any previous security is not adjustable.
8. Attached 2% Call Deposit Receipt of the Estimated Cost (Estimated Cost Rs. 4,000,000/- (Rupees forty lac only) as security deposit in favour of Medical Superintendent, Wazirabad Institute of Cardiology, Wazirabad. Attached original call deposit with financial proposal and photocopy with technical proposal. Details of Call Deposit is: Number Date Bank Name. Amount. 02% of the Estimated Cost
9. The firm will submit 5% Call Deposit Receipt of total contract amount if contract awarded and 0.25% E- stamp duty will deduct as per law. 10. Head of Institution / Medical Superintendent or his nominee reserves the right(s) to accept or cancel the tender fully or partially without assigning any reason that cannot be challenged in any court of law.
All terms and conditions are accepted And quoted rates are inclusive of all taxes.
______Signature and Name of Proprietor / Authorized Person
______Firm’s Name
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OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PH. #. 055-6609104 (Ext.112) FAX. #. 055-6601412
TENDER 2020-2021 TERMS AND CONDITIONS
1. Quote your rates on F.O.R basis on free delivery at consignee’s end, inclusive of all kinds of taxes (general sales tax, income tax, etc.) and carriage charges. 2. The rates once concluded will be final and contractor shall be bound to supply the stores on the concluded rates throughout the contract period and any extended period, irrespective of currency devaluation or any duty imposed by the government or other reason(s). 3. Contractor shall not supply expired, defective, substandard, spurious, counterfeited, forged or inferior quality instead of approved material / ordered items. 4. Contractor shall be bound to supply the stores in full otherwise bill will not be processed till the completion of supply. 5. Contractor shall supply the stores within specified time as and when the purchase order will be issued. 6. If the contractor makes delivery after specified time, shall be treated as per rules. 7. If the contractor fails to supply any ordered item(s) within specified period, the same shall be purchased from the open market or from the next lowest (from acceptable offers) on risk purchase basis, without any notice to the contractor. The said sum will be deducted from the next bill/security deposit of the contractor and will be treated as per rules. 8. The contractor shall submit three copies of bill against supplies at the time of delivery to the store keeper together with a copy of purchase order and delivery challan. 9. Deductions (tax, L.D charges, etc.) shall be in accordance with the government rules. 10. The contractor will be responsible for the quality and safety of the provided material, failure to do so will make him liable for legal action under prevailing law and any other penalty decided by the hospital authority. 11. Bid Validity Period: The quoted rates shall remain valid up till 30.06.2021. A bid validity for a shorter period shall be rejected by the Procuring Agency as non-responsive. 12. Delivery Period: The items/gasses must be supplied within 05 hours or specified delivery period as per requirement of the end user department time to time.
All terms and conditions are accepted And quoted rates are inclusive of all taxes.
______Signature and Name of Proprietor / Authorized Person
______Firm’s Name
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(Undertaking On Affidavit Rs.100/-)
To
The Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad.
CERTIFICATE
It is certified that the price quoted against the tender in the Wazirabad Institute of
Cardiology, Wazirabad is not more than the charged to any agency (Government or Private) in Pakistan and in case of any discrepancy, the firm hereby undertakes to refund the price charged in excess. It is also certified that the stores (in the case of contract) shall be supplied exactly in accordance with the requirements specified in the schedule.
In case of failure, I/we agree to accept the recovery of belated charges on supplies @
2% per month or part thereof. It is hereby confirmed that all the rules and regulations prescribed in the PPRA Rules-2014 (amended-2016) shall be abide by the firm.
All terms and conditions are accepted and quoted rates are inclusive of all taxes
______Signature and Name of Proprietor / Authorized Person
______Firm’s Name.
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Bid Evaluation Tender Number/Name: VENDOR EVALUATION (PART-I) Sr.#. Evaluation Parameters M/s XYZ 1 Complete Package / Tender (if mentioned in specification) Yes/No 2 Original Receipt of Tender Yes/No 3 Affidavit (Rs.100) from Bidder regarding non-black listing Yes/No 4 Price reasonability certificate Yes/No Bid Security (2% earnest money of the estimated cost) Yes/No 5 (copy with technical proposal and original with financial proposal) 6 Copy of Valid NTN Registration Certificate Yes/No 7 Copy of Valid GST Registration Certificate Yes/No 8 Bid Validity Yes/No 9 Delivery Period Yes/No 10 Valid ISO Certificate Yes/No Eligible / Not Remark Eligible Sr.#. EVALUATION PARAMETERS (PART-II) M/s XYZ 1 Exclusive Authorization / Sole Agent Yes/No Certificate by the Manufacturer 2 Technical & Engineering capability (As Yes/No defined for the specific tender in specification) 3 Certificate from the Manufacturer about Yes/No the after sales services through agent or itself (In case specifically demanded in the specifications) 4 Vendor Past performance Satisfactory / (In case of unsatisfactory performance, Not Satisfactory details must be mentioned 5 Availability of relevant Tools and Testing / Yes/No Calibration Equipment 6 Compliance of Warranty as per tender Yes/No Remarks Eligible / Not Eligible PRODUCT EVALUATION (PART-III) Sr.#. Description Unit Type M/s XYZ
1 Medical Oxygen:- Liquid Medical Oxygen as per Pharmacopeia M3 Yes/No VIE along with Vaporizer and equipment as Each Yes/No per TORs. MM-240 CFT Cyl Yes/No MF-48 CFT Cyl Yes/No ME-24 CFT Cyl Yes/No 2 Nitrous Oxide Gas XM-16200 Lit (30kg) Cyl Yes/No XJ-8370 Lit Cyl Yes/No XE-1620 Lit Cyl Yes/No
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XD-810 Lit Cyl Yes/No 3 Nitrogen Gas NM-6.229 M3 Cyl Yes/No NE-24 CFT Cyl Yes/No Liquid Nitrogen Cyl Yes/No 4 Helium Gas Cyl 9 CM3 Cyl Yes/No 5 Carbon Di-Oxide Cyl Yes/No 6 Compressed Helium 9 M3 Cylinder Cyl Yes/No 7 Maintenance of Cylinders Medical Grade Valve Each Yes/No Spindle Change Each Yes/No Hyderolic Testing Each Yes/No Painting Each Yes/No Drying Out Charges Each Yes/No 8 LPG (Propane) 45 kg Each Yes/No Specifications Compliance: Technical Eligibility of Product: Eligible / Not Eligible Technical Eligibility of Firm: Eligible / Not Eligible Bid Status Responsive / Not Responsive
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OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PH. #. 055-6609104 (Ext.112) FAX. #. 055-6601412
LIST OF REQUIRED MEDICAL GASES FOR THE FINANCIAL YEAR 2020-2021 (UPTILL 30.06.2021 EXTENDABLE FOR FURTHER THREE MONTH) AT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD. FIRM IS BOUND TO QUOTE RATES FOR ALL REQUIRED ITEMS MENTIONED IN THE LIST, INCOMPLETE OR CONDITIONAL OFFER SHALL BE REJECTED STRAIGHTAWAY.
Sr.#. Description Unit Type Estimated Cost Per Unit in Rs. 1 Medical Oxygen:- Liquid Medical Oxygen as per Pharmacopeia M3 32 VIE along with Vaporizer and equipment as per Each 12000 TORs. MM-240 CFT Cyl 418 MF-48 CFT Cyl 185 ME-24 CFT Cyl 163 2 Nitrous Oxide Gas XM-16200 Lit (30kg) Cyl 9500 XJ-8370 Lit Cyl 6300 XE-1620 Lit Cyl 2180 XD-810 Lit Cyl 1870 3 Nitrogen Gas NM-6.229 M3 Cyl 745 NE-24 CFT Cyl 590 Liquid Nitrogen Cyl 137 4 Helium Gas Cyl 712 9 CM3 Cyl 11,000 5 Carbon Di-Oxide Cyl 712 6 Compressed Helium 9 M3 Cylinder Cyl 36400 7 Maintenance of Cylinders Medical Grade Valve Each 3000 Spindle Change Each 545 Hyderolic Testing Each 527 Painting Each 300 Drying Out Charges Each 250 8 LPG (Propane) 45 kg Each 60,000
Note: Total Estimated Cost for the year 2020-2021 (up till 30.06.2021) is Rs.4,000,000/- (Rupees forty lac only).
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WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD Ph. # 055-6609104 (Ext.112) Fax. # 055-6601412 BIDDING DOCUMENTS
BIDDING DOCUMENT
Bidding Documents for Frame wok contract / Out Source of HVAC System Maintenance with Parts AT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD for the Year 2020-2021
Important Note:- All bids should be submitted in tape or ring binding. Bids with loose papers shall be rejected straightaway. All documents should contain proper page marking, attached in sequence as indicated for evaluation in the bidding document and signatures of authorized person. Moreover, signing and stamping of each page of bidding document/form is mandatory otherwise bid shall be rejected straightaway.
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CHECK LIST
REMARKS SR No ATTRIBUTES YES NO 1 Original receipt for purchase of tender
2 Acceptance of term and conditions (duly signed and stamped of tender bidding documents of each page) Bidder will attach CDR 2%of estimated cost (copy with technical proposal 3 and original with financial proposal) Company valid Registration with PEC (C-5) specialization in ME01 4 Mandatory to qualify for financial bid opening 5 Valid NTN 6 Valid GST / PST Number 7 Profession certificate 9 Similar nature Projects with award Letter 10 Company registration (form-C/partnership deed/company registration) 11 Satisfactory performance of executed projects 12 Tools list An affidavit on stamp paper of Rs.100/- submitting following clauses. a) Firm will maintain the equipment and replacement of faulty part will be without any delay. 13 b) Firm is never blacklisted on any ground in the past c) Firm will be provide rate list of the spare parts of chillers installed in hospital d) Under taking regarding availability of spare parts The bidder shall submit authority letter in favor of person with their cell 14 number who will sign the bid and attend the relevant meeting 15 Price schedule number be mentioned on technical bid 16 Audit Reports (last three years) 17 Bank Statement (last three years) 18 CV of staff 19 Training Certificate 20 Income tax Return (last three years) 21 Required Documents for Technical Evaluation Criteria
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BIDDING DOCUMENTS FOR HVAC SYSTEM WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD INVITATION FOR BIDS
1. Wazirabad Institute of Cardiology, Wazirabad invites sealed bids/tenders from the financially sound, income Tax/ Sales Tax registered firms for Annual Rate contract of HVAC System installed at WIC, Wazirabad for one year with effect from date of issuance of contract order. 2. Sealed bids are required to be dropped in tender box by the interested bidders in the office of the undersigned as scheduled mentioned in tender notice. The bids shall be opened as scheduled mentioned in tender notice in the presence of the bidders or their authorized representatives. Note: All assessments and procuring procedures i.e. receiving, opening and awarding etc. shall be governed by the Punjab Procurement Regulatory Authority 2014 rule 38 (2) (a).
MEDICAL SUPERINTENDENT, W.I.C,Wazirabad Phone No. 055-6609104 Fax No. 055-6601412 NOTE: 3. Interested eligible bidders may get the Signed Technical Specifications of all the items from purchase section of WIC,Wazirabad on submission of written application along with a receipt of the payment of non-refundable fee of Rs. 1,000/- during office hours. List &Technical Specifications of the Items are for the information only.
4. INSTRUCTIONS TO BIDDERS I. Source of Funds: WIC,Wazirabad has allocated funds for Annual Rate contract of HVAC System which will be utilized by the WIC,Wazirabad. II. Eligible bidders: - The bidders shall not be under a declaration of ineligibility for corrupt and fraudulent practices, declared by any Government (Federal/Provincial/District), a Local Body or a Public Sector Organization. III. Cost of Bidding: The bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for those costs, regardless of the manner or outcome of the bidding process.
THE BIDDING PROCEDURE
5. Single Stage two envelopes bidding procedure shall be used as per PPRA rules clause 38(2),,(a) 2014 for Annual Rate contract of HVAC System where the bids to be evaluated on technical and financial grounds and the procedure for single stage two envelopes shall be: - I. The bid shall be single package consisting of two separate envelopes, containing
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separately the financial and the technical proposal. II. The envelops shall be marked as "Financial Proposal" and "Technical Proposal". III. In the first instance, the "Technical Proposal" shall be opened and the envelope marked as "Financial Proposal" shall be retained unopened in the custody of the procuring. IV. The procuring agency shall evaluate the technical proposal in the manned prescribed in advance, without reference to the price and shall reject any proposal which does not conform to the specified requirements. V. During the technical evaluation no amendments in the technical proposal shall be permitted. VI. After the evaluation and approval of the technical proposals, the procuring agency shall open the financial proposal of the technically accepted bids, publically at a time, date and venue announced and the communicated to the bidders in advance, within the bid validity period. VII. The financial bids found technically non-responsive shall be turned un-opened to the respective bidders. VIII. The lowest evaluated bidder shall be awarded the contract order.
THE BIDDING DOCUMENT 5. CONTENT OF BIDDING DOCUMENTS
i. The items required, bidding for Annual Rate contract of HVAC System and contract order terms are prescribed in the bidding documents. In addition to the Invitation for Bids, the bidding documents shall include: - Instructions to bidders; a. General Conditions of contract order; b. Special Conditions of contract order; c. Technical Specifications; d. Bid Form e. Price Schedule ii. The "Invitation for Bids" does not form part of the Bidding Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid and the Bidding Documents listed above, the said Bidding Documents shall take precedence. iii. The bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect shall be at the bidder's risk and may result in the rejection of its bid.
6. CLARIFICATION OF BIDDING DOCUMENTS
A prospective bidder requiring any clarification of the bidding documents may notify the Procuring Agency, in writing at the Procuring Agency's address, indicated in the Invitation for Bids. The Procuring Agency shall respond in writing to any request for
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clarification of the bidding documents, which it receives no later than ten (10) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids. Written copies of the Procuring Agency's response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective bidders that have received the bidding documents.
7. AMENDMENT OF BIDDING DOCUMENTS
At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the bidding documents by amendment. All prospective bidders that have received the bidding documents shall be notified of the amendment in writing and shall be binding on them. In order to allow prospective bidders reasonable time in which to take the amendment into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids. PREPARATION OF BIDS 8. LANGUAGE OF BID
The bid prepared by the bidder, as well as all correspondence and documents relating to the bid exchanged by the bidder and the Procuring Agency shall be written in English. Supporting documents and printed literature furnished by the bidder may be in another language provided they are accompanied by an accurate translation in English.
9. DOCUMENTS COMPRISING THE BID
The bid shall comprise the following components,
a. Bid Form and Price Schedule completed in accordance with instruction to bidders (to be submitted along with financial proposal). b. Documentary evidence established in accordance with instruction to bidders that the bidder is eligible to bid and is qualified to perform the Contract order if its bid is accepted. c. Documentary evidence established in accordance with instruction to bidders that the goods to be supplied by the bidder are eligible goods and conform to the bidding documents d. Bid Security, Furnished in accordance with instruction to bidders.
9. BID FORM & PRICE SCHEDULE
The bidder shall complete the Bid Form and an appropriate Price Schedule furnished in the bidding documents.
10. BID PRICES
a. The bidder shall indicate on the appropriate Price Schedule monthly basis. b. Form of price Schedule is to be filled in very carefully typed. Every page is to be signed and stamped at the bottom. Any erasing/cutting may lead to the cancellation of the bid. No hand written bid will be accepted. c. The bidder should quote the prices of annual rate contract of HVAC system
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according to the strength / technical specifications as provided in the Form of Price Schedule and Technical Specifications. d. The bidder is required to offer competitive price. All prices must include the Punjab Service Tax (PST) and other taxes and duties, where applicable. If there is no mention of taxes, the offered / quoted price shall be considered as inclusive of all prevailing taxes/duties at the time of payment. The benefit of exemption from or reduction in the any taxes shall be passed on to the Procuring Agency. e. Prices offered should be for the current financial year. Conditional offer shall also be considered as non-responsive. f. While tendering your quotation, the present trend / inflation in the rate of goods and services in the market should be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained.
12. BID CURRENCIES Prices shall be quoted in Pak Rupee
13. DOCUMENTS ESTABLISHING BIDDER'S ELIGIBILITY AND QUALIFICATION
a. The bidder shall furnish, as part of its technical bid, documents establishing the bidder's eligibility to bid and its qualifications to perform the Contract order if its bid is accepted. b. The documentary evidence of the bidder's eligibility to bid shall establish to the Procuring Agency's satisfaction that the bidder, at the time of submission of its bid, is eligible as defined under instruction to the bidders. c. The documentary evidence (to be submitted along with technical proposal) of the bidder's qualifications to perform the Contract order if its bid is accepted shall establish to the Procuring Agency's satisfaction: d. National Tax, General Sales Tax and Professional tax certificate with documentary proof shall have to be provided by each bidder in the tender. e. The bidder is required to provide with the Technical Proposal, the name of item(s) for which they have quoted their rates in the Financial Proposals. f. PEC category C4 and specialization Code ME01 is mandatory for technically acceptance of Bid.
14. BID VALIDITY
i. Bids shall remain valid for the period up to 30.06.2021 after the date of opening of Technical Bid, prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive. ii. The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However, under exceptional circumstances and for reason to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity.
15. BIDDERS WHO
a. Agree to the Procuring Agency's request for extension of bid validity period shall not
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be permitted to change the substance of their bids. b. Do not agree to an extension of the bid validity period shall be allowed to withdraw their bids without forfeiture of their bid securities (earnest money).
16. FORMAT AND SIGNING OF BID
The bidder shall prepare and submit its bid along with original purchase receipt. The bid shall be typed or written in indelible ink and shall be signed by the bidder or a person or persons duly authorized to bind the bidder to the Contract order. The person or persons signing the bid shall initial all pages of the bid, except for un-amended printed literature.
17. SUBMISSION OF BIDS
SEALING AND MARKING OF BIDS The envelopes shall be marked as "FINANCIAL PROPOSAL" and "TECHNICAL PROPOSAL" in bold and legible letters to avoid confusion. The inner and outer envelopes shall be sealed and: a. be addressed to the Procuring Agency at the address given in the Invitation for Bids and; b. Bear the name and number indicated in the Invitation for Bids. i. The inner envelopes shall also indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared as "non-responsive" or "late". ii. If the outer as well as inner envelopes are not sealed and marked as required by instruction to bidders, the Procuring Agency shall assume no responsibility for the bid's misplacement or premature opening and shall be rejected forth with.
18. DEADLINE FOR SUBMISSION OF BIDS
Bids must be submitted by the bidder and received by the Procuring Agency at the address specified under instruction to bidders, no later than the time and date specified in the Invitation for Bids. The Procuring Agency may, at its discretion, extend this deadline for the submission of bids by amending the bidding documents in accordance with instruction to bidders, in which case all rights and obligations of the Procuring Agency and bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.
19. LATE BID
Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency shall be rejected and returned unopened to the bidder.
20. WITHDRAWAL OF BIDS
The bidder may withdraw its bid after the bid's submission and prior to the deadline prescribed for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in instruction to bidders.
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OPENING AND EVALUATION OF BIDS 21. OPENING OF BIDS
i. The Procuring Agency shall initially open only the envelope marked "TECHNICAL PROPOSAL" in the presence of bidders' representatives who choose to attend, at the time, on the date, and at the place specified in the Invitation for Bids. The bidders' representatives who are present shall sign the Attendance Sheet evidencing their attendance. However, the envelope marked as "FINANCIAL PROPOSAL" if it is sealed shall be retained in the custody of Procuring Agency without being opened and till completion of the evaluation process. ii. The bidders' names, item(s) for which they quoted their rate and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced at the opening of technical proposal. No bid shall be rejected at technical proposal/bid opening, except for late bids, which shall be returned unopened to the bidder. However, at the opening of Financial Proposals (the date, time and venue would be announced later on), the bid prices, discounts (if any), and the presence or absence of requisite Bid Security and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced. iii. The Procuring Agency shall prepare minutes of the bids opening (technical and financial).
22. CLARIFICATION OF BIDS
During evaluation of the bids, the Procuring Agency may, at its discretion, ask the bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted.
23. PRELIMINARY EXAMINATION
i. The Procuring Agency shall examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. ii. In the financial bids the arithmetical errors shall be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the bidder does not accept the correction of the errors, its bid shall be rejected, and its bid Security may be forfeited. If there is a discrepancy between words and figures, the amount in words shall prevail. iii. The Procuring Agency may waive any minor informality, nonconformity, or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any bidder. iv. If a bid is not substantially responsive, it shall be rejected by the Procuring Agency and may not subsequently be made responsive by the bidder by correction of the nonconformity.
24. EVALUATION & COMPARISON OF BIDS
i. The Procuring Agency shall evaluate and compare the bids, which have been determined to be substantially responsive.
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ii. The Procuring Agency's evaluation of technical proposal/bid shall be on the basis of previous performances, previous test reports, inspection of plant/ factory / premises (if found necessary), previous experience, financial soundness and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be considered. However, the evaluation of financial proposal shall be on the basis of price inclusive of prevailing taxes and duties in pursuant to instruction to bidders. iii. All bids shall be evaluated in accordance with the evaluation criteria and other terms & conditions set forth in these bidding documents. iv. A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids.
25. EVALUATION CRITERIA
For the purposes of determining the lowest evaluated bid, facts other than price such as previous performances, previous experience, financial soundness and such other details as the Procuring Agency, at its discretion, may consider appropriate shall be taken into consideration. The following merit system for evaluation factors/ criteria can be applied for the TECHNICAL PROPOSALS initially. 26. BID EVALUATION CRITERIA For the purposes of evaluation, the word "product" would mean the specific item included in the bidders bid the specific make and model the bidder is including in the bid.
TECHNICAL EVALUATION CRITERIA Compulsory Parameters: Sr. No. Evaluation Parameters M/S ABC M/S XYZ 1 Original Receipt of Tender Yes / No Yes / No Affidavit from Bidder regarding Non-black listing 2 Yes / No Yes / No (stamp paper of Rs.100/-) 3 Price reasonability certificate Yes / No Yes / No Copy of Bid Security (2% earnest money of the 4 estimated cost) (copy with technical proposal Yes / No Yes / No and original with financial proposal) 5 Copy of Valid NTN Registration Certificate Yes / No Yes / No 6 Copy of Valid GST / PST Registration Certificate Yes / No Yes / No PEC valid Registration with C-4 and specialization 7 Yes / No Yes / No in ME01 8 Bid Validity Yes / No Yes / No
(Eligible/ Not Eligible for (Eligible/ Not Eligible for further Remarks: further evaluations of evaluations of PART-II) PART-II)
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Ordinary Parameters: SR NO ATTRIBUTES REMARKS Experience Record Experience in operating and maintaining HVAC systems in public or private sector multi-story buildings having centralized HVAC system. a) 5 marks for each facility with the capacity with 250 tons or above 1 (2 x 5 marks) = 10 Maximum Marks 10 or 2 marks for each facility with the capacity with less than 250 tons but above 150 tons (5 x 2 marks ) = 10 Maximum Marks Affidavit An affidavit on stamp paper of Rs.100/- 2 10 a) Firm will maintain the equipment and replacement of faulty part will be without any delay. (10 marks) Rate List of Spare Parts a) Firm will be provide rate list of the spare parts of chillers installed 2 10 in hospital (5 marks) b) Under taking regarding availability of spare parts (5 marks) Bank Statement 3 a) last three year (2016-17, 2017-18, 2018-19) (05 ,marks for 15 each year, 15 marks) Income Tax Return 3 b) last three year ((2016-17, 2017-18, 2018-19) (05 ,marks for 15 each year, 15 marks) Form-C or Company registration from SECP or partnership deed 10 (10 Marks) Profession tax certificate 10 (10 Marks) Human Resource (Company Strength) Company Staff Experience and strength a) Training Certificate from abroad (5 Marks) b) BS /B.Sc mechanical Engineer with 5 year Experience (5 Marks) 5 c) One HVAC mechanic with 3 years of experience (2marks) 20 d) One HVAC Electrician with 3 years of experience (2marks) e) One DAE Supervisors (Mechanical/Electrical/Electronics Engineer) with 5 years of experience (4marks) f) Complain attendant HVAC mechanic with 3 years of experience (2marks)
NOTE
Total Evaluation Criteria Marks = 100 Bidders need to get at least 70 marks to qualify in technical proposal Please mark Numbering on each page The firm must submit the tender /quotation with proper book binding and page marking otherwise offer will be straight away rejected. The firm will not quote alternate offer otherwise the bid will be rejected. The bid must comply with the advertised technical specifications of system;
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incomplete/conditional offer will straight away be rejected. 27. CONTACTING THE PROCURING AGENCY
No bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the bid opening to the time the Contract order is awarded. If the bidder wishes to bring additional information to the notice of the Procuring Agency, it should do so in writing. Any effort by a bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract order award may result in the rejection of the bidder's bid. Canvassing by any bidder at any stage of the Tender evaluation is strictly prohibited. Any infringement shall lead to disqualification in addition to any other penalty Procuring Agency may in its discretion impose.
28. QUALIFICATION & DISQUALIFICATION OF BIDDERS
The Procuring Agency shall disqualify a bidder if it finds, at any time, that the information submitted by firm was false and materially inaccurate or incomplete.
29. REJECTION OF BIDS
The Procuring Agency may reject all bids before the acceptance of bids as per PPRA Rules
30. CORRUPT OR FRAUDULENT PRACTICES
The Procuring Agency requires that the Procuring Agency as well as bidders Contract orders observe the highest standard of ethics during the procurement and execution of such Contract orders. In pursuance of this policy, the Procuring Agency defines, for the purposes of this provision. the terms set forth below as follows: a. corrupt practice" means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in Contract order execution; and b. "fraudulent practice" means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract order to the detriment of the Procuring Agency, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Procuring Agency of the benefits of free and open competition; c. Shall reject a proposal for award if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the Contract order in question; d. Shall declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Contract order if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing a Contract order; onus of proof will be on the firm.
GENERAL CONDITIONS OF CONTRACT ORDER APPLICATIONS
31. USE OF CONTRACT ORDER DOCUMENTS ANDINFORMATION
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a. The contractor shall not disclose the contract order, or any provision thereof, or any specification, or information furnished by or on behalf of the Procuring Agency in connection therewith, to any person other than a person employed by the contractor in the performance of the Contract order. b. The contractor shall not, without the Procuring Agency's prior written consent, make use of any document or information enumerated in condition of Contract order except for purposes of performing the contract order. c. Any document, other than the contract order itself, enumerated in condition of contract order shall remain the property of the Procuring Agency and shall be returned if so required by the Procuring Agency.
32. PATENT RIGHTS
The contractor shall indemnify the Procuring Agency against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Repair, Operation and maintenance of HVAC Contract.
33. INSPECTIONS
The inspection committee constituted by the authority shall inspect the performance of the contractor against repair operation and maintenance contract of HVAC system.
34. DELIVERY AND DOCUMENTS The Contractor in accordance with the terms specified in the Bidding Documents shall make delivery of the goods. The details of documents to be furnished by the Contractor are specified in Special Conditions of the Contract order.
35. TRANSPORTATION
The contractor shall arrange such transportation of the goods as is required to prevent their damage or deterioration during transit to their destination. All taxes shall be borne by the Contractor. Transportation including loading / unloading of goods shall be arranged and paid for by the Contractor.
36. PAYMENT
The method and conditions of payment to be made to the contractor under this contract order shall be specified in Special Conditions of the contract order. The currency of payment is Pak. Rupees.
37. PRICES
The bidder will give a certificate that the price charged are not more than from the prevailing price in the market or any others government institution and if nay discrepancy is found later on the prices charged excess will be covered form the security of the Contract order or his bills.
38. CONTRACT ORDER AMENDMENTS
No variation in or modification of the terms of the contract order shall be made except by written amendment by the competent authority.
39. SUB CONTRACT ORDERS
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The Contractor shall not be allowed to sublet the job and award sub Contract orders under this Contract order.
40. TERMINATION FOR DEFAULT
The Procuring Agency, without prejudice to any other remedy for breach of Contract order, by written notice of default sent to the Contractor, may terminate the Contract order in whole or in part, if the Contractor fails to deliver any or all installments of the goods within the period(s) specified in the Contract order, or within any extension thereof granted by the Procuring Agency; or if the Contractor fails to perform any other obligation(s) under the Contract order and if the Contractor, in the judgment of the Procuring Agency has engaged in corrupt or fraudulent practices in competing for or in executing the Contract order.
41. FORCE MAJEURE
Notwithstanding the provisions of general conditions of Contract order the Contractor shall not before forfeiture of its Performance Guaranty/ bid Security, or termination/ blacklisting for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract order is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Contractor and not involving the Contractor's fault or negligence directly or indirectly purporting to mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Procuring Agency in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics. If a Force Majeure situation arises, the Contractor shall promptly notify the Procuring Agency in writing with sufficient and valid evidence of such condition and the cause thereof. The Committee of Wazirabad Institute of Cardiology, constituted for redresses of grievances, shall examine the pros and cons of the case and all reasonable alternative means for completion of contract order under the Contract order and shall submit its recommendations to the competent authority. However, unless otherwise directed by the Procuring Agency in writing, the Contractor shall continue to perform its obligations under the Contract order as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event.
42. TERMINATION FOR INSOLVENCY
The Procuring Agency may at any time terminate the Contract order by giving written notice of one-month time to the Contractor if the Contractor becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Contractor, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties.
43 ARBITRATION AND RESOLUTION OF DISPUTES
i. The Procuring Agency and the Contractor shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract order. If, after sixty (60) days from the commencement of such informal negotiations, the Procuring Agency and the Contractor have been unable to resolve amicably a Contract order dispute, either
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party may require that the dispute be referred to the Arbitrator for resolution through arbitration. In case of any dispute concerning the interpretation and/or application of this Contract order shall be settled through arbitrator (nominated by the BOM of this institution) shall act as sole arbitrator. The decision taken and/or award made by the sole arbitrator shall be final and binding the Parties. However, Jurisdiction of the court will be barred. ii. In Case of any dispute, Parties will go to arbitration; jurisdictions of the any court will be barred.
44. APPLICABLE LAW
This Contract order shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction.
45. NOTICES i. Any Notice given by one party to the other pursuant to this Contract order shall be sent to the other party in writing and confirmed to other party's address specified in Special Conditions of Contract order. ii. A notice shall be effective when delivered or on the notice's effective date, whichever is later.
46. BID SECURITY
The tendered shall submit 2% call deposit receipt of the estimated cost (estimated cost Rs. 5,800,000/-) in favor of MS, WIC, Wazirabad (copy with technical proposal and original with financial proposal). The contractor shall submit 5% call deposit receipt of the total contract amount as performance security in favor of MS, WIC, Wazirabad, which will be return after the satisfactory/successful completion of the contract period.
47. DELIVERY AND DOCUMENTS
i. The contractor has to submit 5% CDR as performance security and 0.25% E-Stamp paper of total contract amount for contract agreement. ii. The contractor shall provide the following documents at the time of delivery of goods to Consignee' end for verification and onward submission to quarter concerned, duly completed in all respect for payment. iii. Original copies of Delivery Note / Challan (in triplicate) showing name of destination to which delivery is to be made, item's description and quantity in words and figures. iv. Original copies of the contractor invoices (in triplicate) showing warranty, name of Procuring Agency, item's description, quantity, per unit cost, and total amount. v. Original copies of the Sales Tax Invoices (where applicable) in triplicate showing name of destination to which delivery is to be made, item's description, quantity, per unit cost (without GST), amount of GST and total amount with GST.
48. NOTICES Contractors can address for notice purpose to Procuring Agency's at “Medical Superintendent, W.I.C. Wazirabad.” Note: All assessments and procuring procedures i.e. receiving, opening and awarding etc. shall be governed by the Punjab Procurement Rules, notified in 2014
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and amendments thereafter.
SPECIAL CONDITION OF CONTRACT 1. PAYMENT Monthly installment after satisfactory/verification by the AMS/DMS Contract or nominated person by the Medical Superintendent, WIC, Wazirabad, The Payment will be in Pak Rupees.
2. PENALTIES! LIQUIDATED DAMAGES In case where the deliveries as per contract are not completed within the time frame specified in the schedule of requirement, the Contract to the extent of non-delivered portion of supply may be cancelled followed by a Show Cause Notice. No supplies shall be accepted and the bid security will be forfeited and the firm shall be blacklisted minimum for a period of two years if the firm fails to supply the whole installments. Onus of proof of innocence shall be on the contractor.
3. ROUTINE/PERIODIC REPAIR, OPERATION AND MAINTENANCE I. The routine/periodic repair, operation and maintenance as per schedule shall include the following: - II. Function and operation safety check III. Adjustment, stetting and lubrication including lubricant free of cost IV. Correction of detected defects which results from normal wear and tear. V. Performing preventive work where this is deemed necessary by the company VI. Replacement of defective parts, chemical dosing (monthly/weakly) and labor free of cost NOTE I. The firm should have registration certificate of income tax, sale tax and professional tax. II. The firm should have 05-years sound experience in Carrier Equipment for repair, operation and maintenance of HVAC system with satisfactory certificates. III. Firm should have PEC Code ME1. It is compulsory for bidders to have otherwise their bid will be rejected. IV. Contractor must have a team of qualified Engineer/Supervisor, Forman, electrician mechanics and operators having experience to handle the equipment properly and staff will remain present throughout the shift. V. Successful Contractor shall provide passport size photographs and copies on ID cards of the maintenance and operational staff to the Principal for issuance of security passes. VI. The Firm must have its registered office. VII. The contractor will be responsible for rectification of defects immediately as and when noticed or reported. VIII. Additional charges will be borne by the firm if an Engineer hired from outside. IX. The contractor shall handover all the HVAC/Central ACs in satisfactory working condition to the hospital at the expiry of the contract.
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X. The firm must possess necessary gadgets including consumable items. XI. The firm shall be responsible for rectifying of faults at the earliest possible at their own expenses any defect or fault the HVAC System which may develop at any time during contract period. XII. The required all kind of parts/consumable items will be provided by the firm at no further cost and firm will guarantee the availability of spare parts and other consumable items required for smooth operation of HVAC system. XIII. All the replacements will be handed over to the hospital authority. XIV. If the contractor violates the terms and conditions of the tender, he will be served notice and contract will be terminated and the security deposit will be forfeited. Annexure-A TECHNICAL SPECIFICATIONS/SCOPE OF WORK:
I. Contractor shall be responsible for round the clock operation of complete HVAC system, including complete servicing and maintenance of all the equipment's, as well as controls, components and accessories including minor and major repairs. Annual overhauling and servicing. II. Contractor shall operate the HVAC system round the clock (24-Hours) or as scheduled by the hospital authority
PLANT ROOM
I. Checking for the working of all electrical/electronic and mechanical components of the HVAC System and equipment. II. Maintenance of daily operation log sheets. III. Any part of HVAC System which is required to service/maintenance/replacement at market rates will be rectified by the contractor within response time. IV. Replacement of electrical/electronic/mechanical/HVAC components required for smooth operation of HVAC System on market rates.
SCOPE OF WORK : I. Washing and cleaning all kind of filters according to the schedule and replacement on market rates if required. II. Flushing and cleaning of strainers of water system monthly basis and replacement on market rates of their parts/complete valves/strainers on market rates if required. III. Servicing of automatic and safety controls of equipment and HVAC System and replacement of their defective parts on market rates. IV. Checking of oil and other lubricant levels and changing the same when required on market rates for all the equipment components. V. Checking of belt driven parts of the equipment, adjustment of belt tension, alignment and replacement of belts at market rates when required. VI. Checking of water levels and level control valves and repair replacement of these valves on market rates.
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VII. Change of all kind of parts will be at market rates due to normal wear and tear whenever necessary. VIII. Adjustment of lubrication/greasing of bearings, glands of the equipment on market rates. IX. Rewinding of all kind of electric motor replacement of their bearings/pullies at contractor end. X. Repair replacement of part of all kinds of pumps at contractor end.
CHILLERS& HOT WATER GENRATOR
I. Chemical and mechanical cleaning of condenser, absorber evaporator tubes, II. Monthly/weakly chemical / chemical dosing will be paid on market rates. III. Repair replacement of electronic/electrical/mechanical components (gasket, air pressure switches, magnetic connector, relay overloadetc) at their own cost/contracor. IV. Adjustment and calibration of automatic and safety controls will be paid on market rates (chillers card, software, refrigerant, safty valves, oil, all types of sensors).
The company will be provide following staff during the contract period in three shifts (08 hour per shift) 24/7 (365 days)
2-Nos. Operators a) One HVAC mechanic with 3 years of experience b) One HVAC Electrician with 3 years of experience Supervisors DAE (Mechanical/Electrical/Electronics Engineer) Supervisor 1-No with 5 years of experience Complain Attendant 1-Complain attendant HVAC mechanic with 3 years of experience.
WATER PUMPS
I. Servicing of all water pumps. II. Adjustment of glands and bearings. III. Repair replacement of defective parts at market rates.
COOLINGTOWERS I. Servicing of cooling towers. II. Repair replacement of parts (tower fan blade, tower electromechanical system, PVC fills, all kind of valves and etc) on market rates of cooling towers.
AIR HANDLING UNITS I. Flushing and cleaning of water coils at their own cost. II. Checking and adjustment of dampers. III. Checking and adjustment of fan bearings and belts. IV. Repair replacement of defective parts (bearings, belts, pullies, rewinding of motors, thermometer, fan blades, pressure gauges and etc) on contractor cost.
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ELECTRIC MOTORS AND STARTERS I. Cleaning and checking of all components. II. Cleaning and adjustment of contactor, relays and etc. III. Checking of earthing. IV. Checking of motor wiring insulation with meager. V. Repair replacement of defective parts (MCCB and ACB) on market rates.
ELECTRIC CONTROL BOARDS AND ELECTRIC SYSTEMS I. Checking and servicing of all circuits breakers, fuses, contactors, relays, overload relays and other safety devices. II. Checking of wiring insulation and connections. III. Repair replacement of parts (circuits breakers, contactors, overload relays, phase sequence relay, CT/PT coils, ampere/volt meter, bus bars and other safety devices) on market rates.
PIPING SYSTEM I. Cleaning and flushing of all piping systems including chemical cleaning at market rates. II. Servicing of all valves strainers etc. III. Repair of insulation jacketing and covering of all insulated piping. IV. Repair replacement of parts (all kind of; valves disk, spindle, handle, socket, elbow, strainer, gland dories, and etcon market rates.
DUCTING SYSTEM I. Cleaning of ducts and diffusers. II. Repair maintenance of duct system. III. Repair replacement of parts (fabrication of duct, canvas insulation, cladding, glass wool, diffusers, and etc.) on market rates.
MISCELLANEOUS I. General Service of all Units II. Maintenance of cooling tower with adjustment of pullies. III. Gas charging of AC units complete with pressure testing and repair of leakages etc. IV. Recalibration of control panels and adjustment of controls and frequency invertors. V. Servicing of gate valve and repair replacement of their partson market rates. VI. Repair of water storage tank of cooling towers complete in all respects at their on cost. VII. Anything else required for smooth running of units not mentioned above. VIII. Contractor shall operate the HVAC System and shall ensure effective air conditioning in all the areas of building 24- hours a day, 7-days a week and 365-days a year without any exception or interruption. It is agreed between the parties that the HVAC system shall also operate on Sundays as well as on any public listed and or gazette holidays. Water, gas, diesel and electricity will be provided by the hospital as per standard (quality / pressure) requirement of the unit.
Sign and Stamp of bidder ______.
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PRICE SCHEDULE FOR ANNUAL RATE CONTRACT OF HVAC SYSTEM IN PAK RUPEES
Name of bidder No.______
SR. Service Name RATE NO. PER MONTH in Rs. 1 Annual Rate Contract of Repair Operation and Maintenance of HVAC System (250 Ton x 2) .Centrifugal Carrier Chiller type HVAC
Rates should be quoted included consumable items/material, VSystem-belts, Chemicals, motor winding and locally manufacturing items S Phase-II Note: Imported parts of chiller / machinery (refrigerant, valves, software and hardware) rates will be as per actual current market price.
Sign and Stamp of bidder______Note: In case of discrepancy between unit price and total, the unit price shall prevail Quoted rates should inclusive of all taxes if applicable (income tax, sale tax, PRA tax and etc.) payable to the central and provincial Government.
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
Outsourcing Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital Terms of Reference (Procurement is done in this department under Punjab Procurement Rules 2014 and amendments thereafter)
This document stipulates the TORs for outsourcing janitorial services in tertiary hospitals.
Tender Doc. Fee: Rs. 2,000 Only
(Rupees Two Thousand Only)
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
CONTENTS 1. INTRODUCTION / SCOPE OF WORK ...... 4 2. OBJECTIVES ...... 4 3. INSTRUCTIONS TO BIDDERS ...... 4 3.1 General Instructions ...... 4 3.2 Minimum Eligibility Criteria ...... 7 3.3 Bidding Method and Evaluation ...... 7 3.3.1 Bidding Method ...... 7 3.3.2 Rejection of Bids ...... 8 3.3.3 Performance Security ...... 8 3.3.4 Bid Evaluation ...... 8 3.3.4.1 Technical Evaluation ...... 8 3.3.4.2 Financial Evaluation...... 8 3.3.5 Redressal of Grievances ...... 9 3.4 Joint Venture ...... 9 4 GENERAL CONDITIONS OF CONTRACT ...... 10 4.1 Approach and Methodology ...... 10 4.2 Roles and Responsibilities...... 10 4.2.1 Primary Responsibilities of the Firm ...... 10 4.2.2 Responsibilities of Supervisor(s) ...... 11 4.3 Responsibilities of the Client...... 12 4.4 Materials ...... 12 4.5 General Guidelines...... 13 4.6 Performance Specifications ...... 13 4.7.1 Monitoring, Evaluation and Corrective Plan ...... 17 4.7.2 Penalties ...... 18 4.8 Termination of the Agreement ...... 19 5 SPECIAL CONDITIONS OF CONTRACT ...... 19 ANNEXURES ...... 21 ANNEXURE–I ...... 21 ANNEXURE–II ...... 22 ANNEXURE–III ...... 24 ANNEXURE–IV ...... 25 ANNEXURE–V ...... 26 Page 2 of 35
Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE–VI ...... 26 ANNEXURE-VII...... 31 ANNEXURE-VIII ...... 32 ANNEXURE-IX ...... 33
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
1. INTRODUCTION / SCOPE OF WORK
HOSPITAL INTRODUCTION & SOME INFORMATION – No. of BEDS, LOCATION, ETC
Wazirabad Institute of Cardiology, Wazirabad is a specialized institute for cardiac patients. It is located at Mollana Zafar Ali Khan Chowk, G.T. Road Wazirabad, District Gujranwala. It is a Referral Centre for District Gujranwala, Gujrat, Sailkot, Mandi Baha-ud-Din, Narowal, Jehlum, with total population of 20 million. It started working from Nov 2014. Presently 100 beds are functional with OPD, ECG, Emergency, ETT, X-Ray, Echo, Pathology, Angio Department and Operation Theatre.
Wazirabad Institute of Cardiology, Wazirabad Hospital requires firms to provide janitorial services for 8 hours a day and 365 days a year for the cleanliness of different departments of the hospital. The total calculated square meters of the proposed area for where the janitorial services are required are (Covered Area 73,031 Sq. Meter, Open/UnCovered Area 27,273 Sq. Meter, Total Area 100,304 Sq. Meter). The firm will be required to provide supplies and equipment as required (Annexure I &Annexure III). The bids will be made on lump sum basis factoring in all the required inputs and management costs. Annexure IX mentions all required areas/ departments along with their respective area and timings.
2. OBJECTIVES
The Hospital aims to outsource janitorial services to a reputable and capable janitorial service provider for a clean and pleasant hospital environment which would result in focus on healthcare delivery. The hospital believes that the current situation leads to administration problems and undue complexities, overcoming limit the focus on healthcare delivery of the hospital.
3. INSTRUCTIONS TO BIDDERS
3.1 General Instructions
According to PPRA rule 38 2(a) single stage two envelopes bidding procedure shall be adopted.
1. The bidders are hereby invited to submit a technical and financial proposal for the Outsourcing Janitorial Services in Tertiary Hospitals. The proposal could form the
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
basis for future negotiations and ultimately a contract between the firm and the Client. Please note that (i) the costs of preparing the proposal and of the contract are not reimbursable as a direct cost of the Assignment; and (ii) the Client is not bound to accept any of the proposals submitted. 2. At any time before the submission of proposals, the Client may, for any reason, whether at its own initiative or in response to a clarification requested by an invited consulting firm, modify the Documents by amendment. The amendment shall be sent via email, in writing or by fax to all bidders and will be binding on them. The Client may at its discretion extend the deadline for the submission of proposals. 3. For the purpose of preparing the bid, the bidders will be allowed to visit the hospital to conduct survey and relevant assessments – However, basic details about various Hospital departments, square meters of the respective departments, and their timings are mentioned as Annexure IX. 4. The bidders shall submit technical and financial proposals in separate sealed envelopes in one sealed envelope before as per advertisement at the Office of the Medical Superintendent, Wazirabad Institute of Cardiology, Wazirabad. In preparing the technical proposal, the bidders are expected to examine all terms and instructions included in the Documents. Failure to provide all requested information shall be at bidder’s risk and may result in rejection of the proposal. 5. The technical proposals shall be opened at (as per advertisement) on the same date in the presence of bidders and/ or their authorized representatives. Representatives shall have a signed authority letter from the bidder to be present in the bid opening 6. Financial proposal should be prepared using the formats attached in Annex IV. Financial proposals of only the technically qualified bidders will be opened after due notification and procedure as laid down by the pertaining PPRA rules. 7. The technical proposals should contain: a. Filled ANNEXURE VIII b. Covering Letter on Company letter-head c. Company profile (including status, services offered, projects (along with certificates), equipment owned, equipment rented, and proof of all points in the “Eligibility” criteria. d. Company registration document with the relevant authority e. Valid National Tax Number copy f. Company Financial position (proof of minimum annual turnover of Rs. 10 Million as stated in the “Eligibility” criteria) g. Methodology to perform the Assignment h. Procedure adopted for Facility Management (Guidelines) i. Experience letters along with contact details for existing/ previous contracting companies j. Supporting documents/ proof for all filled information k. Detailed Plan of Facility Management including work procedures, Standards, Schedules and number of workforce. l. An execution and operational strategy for the maintenance with clearly defined standards.
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
m. Proper and well-thought-out models for analytical understanding of the work needed to be carried out. n. Complete understanding of the social, cultural, political and institutional factors that might affect Facilities Management. 8. The Financial Proposal should contain: a. Filled ANNEXURE IV b. Covering letter on Company letter-head c. Break-down of taxes separately. 9. Bid Security – in the form of a Pay Order / Demand Draft / Call deposit Receipt equivalent to 2% of the estimated cost in the name of “Medical Superintendent, Wazirabad Institute of Cardiology, Wazirabad”. 10. The contract validity shall be for the financial year 2020-21 (uptill 30.06.2021) from the date of signing of the contract. 11. The procuring agency shall evaluate the technical proposal in a manner prescribed ahead in the document, without reference to the price and reject any proposals that do not conform to the specified requirements. 12. After submission, no amendments in the technical or financial proposal shall be permitted. 13. After the evaluation and approval of the technical proposal, the procuring agency, shall at a time within the bid validity period, publicly open the financial proposals of the technically responsive bidders, on a time, date and venue announced and communicated to the bidders in advance in the presence of the bidders or their representatives. The financial bids of the technically non-responsive bidders shall be returned un-opened to the respective bidders. 14. Conditional discounts shall not be considered in evaluation. 15. The offer must be valid uptill 30.06.2021 from last date of submission of bids. 16. The quoted prices shall be treated as full and final till the duration of the contract (one year, uptill 30.06.2021) 17. The organization must quote the Contract Title and include the following declarations: a. We have examined the information provided in your terms of reference and offer to undertake the work described in accordance with requirements as set out in the TOR. b. All taxes are as per government policies shall be applicable. c. The proposal (Technical & Financial) has been arrived independently and without consultation, communication, agreement or understanding (for the purpose of restricting competition) with any other potential investor invited to submit proposal for this contract. d. We confirm that the enclosed hard copy/ electronic versions of the technical proposal are true and have complete copies of these documents. e. We confirm that all personnel and/consortium partners named in the proposal will be available to undertake the services. f. We confirm that there are no personal, financial and business activities that will, or might, give rise to a conflict of interest, if we were awarded this contract.
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
g. We confirm that the Service Provider or its sub-contractors: i. Are not or have not been the subject of any proceedings or other arrangements relating to bankruptcy, blacklisting, insolvency or financial standing. ii. Have not been convicted of any offence concerning professional misconduct. iii. Have not been convicted of corruption including the offence of bribery. iv. We agree to bear all costs incurred by us in connection with the preparation and submission of this proposal and to bear any further pre-contract costs. h. I confirm that I have the authority of [name of Service Provider’s company] to submit proposal and to clarify any details on its behalf.
3.2 Minimum Eligibility Criteria
A. Bidders shall meet the following minimum eligibility criteria: a) Be a registered Janitorial/ Facility Management Firm or a Company in Pakistan since at least three years. b) Have a minimum average annual verifiable turnover of at least Rs. 10 million rupees in the last year. B. In addition, the eligible bidders shall meet the following qualifying criteria: a) Experience as prime Service Provider in the provision of at least three service contract of a nature, complexity and value comparable to the value of jobs mentioned for schedule/schedules which is/are being applied for by the bidder; over the last three years. b) Experience of rendering mechanized services in Public Access building of not less than 20,000 sq meters. c) Ability to provide all the machinery/ equipment as per Annexure III (proof of provision and experience of using machinery previously) C. Bidder must provide experience certificate for mechanized cleaning/ housekeeping/ gardening (or mechanized services) from any reputed institutions /organizations/ hospitals where they provided similar services.
3.3 Bidding Method and Evaluation
3.3.1 Bidding Method
According to PPRA rule 38 (2)(a) single stage two envelopes bidding procedure shall be adopted.
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
3.3.2 Rejection of Bids
1. The Procuring Agency may reject all bids at any time prior to the acceptance of a bid. The Procuring Agency shall upon request communicate to the Bidder who participated in the process seeking the reasons for its bid’s rejection, but is not required to justify those grounds. 2. The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 32.1 towards bidders who have submitted bids. 3. Notice of rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids.
3.3.3 Performance Security
The successful bidder shall furnish a Performance Security in the shape of a Bank Guarantee from a recognized bank operating in Pakistan on the format attached as Annexure VI of the amount equivalent to 10% of the total annual quote, with annual validity before the signing of the contract. The performance guarantee shall be renewed at least one month before its expiry for renewal of the contract.
3.3.4 Bid Evaluation
1. The total points allocated for the Technical and organizational strength component of the Bid is 100. 2. If the technical component achieves 70% points (of 100 Points), the bid will be considered technically responsive. Those bids scoring less than 70% will not be considered for financial bid opening. 3. Financial bids of technically responsive bidders shall be opened at a date and time fixed and notified in advance to the bidder. The contract will be awarded to the lowest financial bid of the technically qualified bidders (bidders scoring 70% or more in the technical evaluation)
3.3.4.1 Technical Evaluation
The technical evaluation of the bid shall be according to the criteria given in Annexure V. All compliance certificates need to be submitted with the technical bid along with all lists and other requirements with proofs.
3.3.4.2 Financial Evaluation
The financial evaluation of the bid shall be according to the financial evaluation I as given in Annexure IV. Incomplete bids shall stand rejected. Page 8 of 35
Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
3.3.5 Redressal of Grievances
1. The Procuring Agency shall constitute a committee, according to Rule 67 of Punjab Procurements Rules 2014, comprising odd number of persons, with proper powers and authorizations, to address the complaints of bidders that may occur during the procurement process. 2. Any bidder feeling aggrieved by any act of the Procuring Agency after the submission of their bid may lodge a written complaint concerning his grievances till the award / signing of procurement contract by the Procuring Agency. 3. The committee shall investigate and decide upon the complaint within fifteen (15) days of the receipt of the complaint but prior to the entry into force of the procurement contract. 4. Mere fact of lodging of a complaint shall not warrant suspension of the procurement process.
3.4 Joint Venture
Bids submitted by a joint venture/ Association of two (2) or more firms shall comply with the following requirements:
1. The bid and in case of a successful bid, the Form of Contract Agreement shall be signed so as to be legally binding on all partners; 2. One of the joint venture partners shall be nominated as being in charge; and this authorization shall be evidenced by submitting a power of attorney signed by legally authorized signatories of all the joint venture partners; 3. The partner-in-charge shall always be duly authorized to deal with the Employer regarding all matters related with and/or incidental to the execution of Works as per the terms and Conditions of Contract and in this regard to incur any and all liabilities, receive instructions, give binding undertakings and receive payments on behalf of the joint venture; 4. All partners of the joint venture shall at all times and under all circumstances be liable jointly and severally for the execution of the Contract in accordance with the Contract terms and a statement to this effect shall be included in the authorization mentioned under Sub-Para (b) above. 5. A copy of the agreement entered into by the joint venture partners shall be submitted with the bid stating the conditions under which it will function, its period of duration, the persons authorized to represent and obligate it and which persons will be directly responsible for due performance of the Contract and can give valid receipts on behalf of the joint venture, the proportionate participation of the several firms forming the joint venture, and any other information necessary to permit a full appraisal of its functioning. No amendments / modifications whatsoever in the joint venture Page 9 of 35
Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
agreement shall be agreed to between the joint venture partners without prior written consent of the Employer. 6. One firm can submit one bid only along with a Joint Venture,
4 GENERAL CONDITIONS OF CONTRACT
4.1 Approach and Methodology
The Bidder shall explain his plan for performing the janitorial services as per the terms of the references and overall scope of this document. Use Annexure VII to provide detailed approach and methodology.
4.2 Roles and Responsibilities
4.2.1 Primary Responsibilities of the Firm
1. The service provider shall be responsible for maintaining a completely clean and pleasant hospital premises including but not limited to emergency, outdoor building(s), operation theaters, corridors, admin block, lawns, sewers and all uncovered areas including entrance road, staff offices, wards and any other area as required by the Procuring Agency. 2. The service provider shall provide cleaning services 24 hours per day, 365 days per year as per the requirement set out in the Service Specific Specifications and Annexure II relevant to the delivery of desired cleaning services. 3. The firm must abide by the prevailing labour laws including Minimum wages, social security and EOBI. The Procuring Agency reserves the right to seek proof if the same is being paid to the janitors, the failure of which can lead to the Termination of the Contract. 4. The firm must provide uniform-kits, shoes, identification cards, personal protective equipment etc. to its entire staff deployed at the hospitals and ensure proper maintenance of it. Each uniform set will comprise of grey shirt and loose grey trousers for male sweepers and grey shalwar qameez with dupatta for female sweepers. All staff would be required to be in clean uniform at all times. 5. Ensure 100% staff attendance, required as per contract. 6. Provide the required equipment mentioned in Annexure III. The successful bidder shall have to make all this equipment physically available in the hospital before starting the work and these should always remain in working condition during the period of contract. 7. Waste management according to the hospitals waste management rules 2014 and other SOPs as communicated by the Procuring Agency. 8. The service provider shall develop and implement a maintenance plan for cleaning all types of surfaces, consistent with the manufacturer’s maintenance recommendations
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
or internationally accepted cleaning industry standards to extend the life of the surfaces through extensive periodic and restorative cleaning processes. 9. Only person can be hire after taking police clearance certificate/character certificate. 10. Biometric machine and android application for time recording by janitors and supervisors will be installed by the service provider. 11. The service provider will ensure that the no smoking environment rules in the hospital. Violations will attract a fine of at least Rs. 1500 for each violation. 12. No materials or methods that are environmentally unfriendly may be used 13. In case of absence of a janitor or supervisor from duty, the service provider shall be responsible for providing a replacement. In case such is not done a fine of RS.2000 will be imposed for each instance. 14. The service provider will be responsible for paying his employees in the institution in the first 5 days of every month. Such payment will not depend on the payments made by the institution to the service provider. The service provider will pay his employees from his own resources. Any protest or strike observed by the janitors etc. will be considered a breach of contract and a minimum fine of Rs. 5000 will be imposed for every incidence and will be doubled every 24 hours (Rs. 5000 for first 24 hours, Rs. 10,000 for 24 – 48 hours, Rs. 20,000 for 48 – 72 hours and so on). If the strike continues for more than 5 days, the process for termination of contract may be initiated after the generation of an official report by the designated authority. 15. The service provider shall ensure that no member of the staff takes financial compensation or benefit from the patients or their attendants of any sort. A minimum fine of Rs.5000 shall be levied for every instance of a proven or reportedly correct complaint of the same. 16. The cleaning of the sewer lines up to the main Pipe shall be the responsibility of the service provider. 17. The service provider, after discussion with the Procuring Agency/ Hospital management, shall employ female staff in areas where female patients are treated, and male staff where male patients are treated. Male staff shall be made available in labor intensive areas like corridors and outer areas etc. 18. The Supervisors shall be employed by the service provider for 24 hours as per requirements of the Procuring Agency/ Hospital administration. These supervisors are to perform the following roles:
4.2.2 Responsibilities of Supervisor(s)
1. Responsible for overall cleanliness / maintenance of the Hospital premises. 2. Act as an interface between the Client, Janitorial staff and the facility/ facilities staff. 3. Maintaining duly signed electronic daily audit sheets and complaint registers to record requests and feedback from the client from time to time and appropriate actions taken. 4. Coordinate any kind of transfers / relocations of the janitorial staff and the same shall also be reported to the Client. 5. Responsible for the turnout of the entire janitorial staff. 6. Decide the workload and janitorial staff deployment on a daily basis. 7. Determine and coordinate all the work schedules for all janitorial staff. 8. Maintain attendance for all the janitorial staff.
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
9. Ensuring presence of the janitorial staff at their respective stations and the completion and compliance of the various duties assigned to them. 10. Help induce a sense of responsibility, discipline and hygiene in all janitorial staff. 11. Ensure that all staff deployed for waste collection duties understand practices regarding waste collection for infection control including proper segregation, labeling, packaging (as per HWM rules 2014) and weight recording at collection and submission at the infectious waste room / temporary storage point. 12. Help the service provider in submitting the required reporting forms. 13. Maintain electronic inventory of the disposables and issue the same according to the needs in collaboration with the client/ hospital administration.
4.3 Responsibilities of the Client
1. Facilitate the service provider in smooth provision of services. 2. Periodical performance monitoring of the service provider. 3. Timely payment of service provider invoices after generation of monthly report. 4. Provide office space/ storage for inventory and machinery and miscellaneous tasks by the Service Provider
4.4 Materials
1. The bidder, after surveying the Hospital, should propose the quantities and brands of the disposables as required in Annexure I of this document in the Methodology for Services (Annexure VII). The price of all disposables should be in-built in the financial quote per meter sq. (Annexure IV). However, if excess material is required to maintain the standard of cleanliness, the cost of the same shall be adjusted as per allowed variations. All material should be of acceptable quality of standard brands. The client/ Hospital administration reserves the right to get the brand changed if substandard material is being used without any increase in cost. 2. Service provider will store the materials of the required brands along with all required machinery in the store of the hospital and maintain inventory at all times as agreed by the hospital administration. 3. Supervisor nominated by the service provider will indent the material on daily basis after approval by the authorized officer / Deputy Medical Superintendent. 4. Material will be inspected by the Inspection Committee (defined by the client & service provider), nominated for the purpose, prior to depositing into the store. 5. Materials should be deposited on the 27th of each month in the hospital store. 6. Authorized officer/ Deputy Medical Superintendent will sign the indent and will verify the stock register on daily basis. It will be the responsibility of the Page 12 of 35
Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
Service Provider to maintain the stock register, get the stock inspected and the inspection committee will verify it in time.
4.5 General Guidelines
1. In the event of any illness/ injuries resulting from any accident to their staff, the service provider shall take all responsibility for the same and provide necessary compensation towards medical care and meeting all medical expenses incurred for the same. 2. In case of any labor disputes regarding their employees, resolve the same at the earliest to ensure scheduled work is completed satisfactorily and on time. 3. No employer – employee relationship between hospital staff and facility management staff shall be maintained. 4. Ensure that all staff assigned to the hospital be adequately immunized against all types of communicable diseases and periodically monitored through health check-ups. 5. The services provider shall provide the names, address, age and a fresh medical certificate of the workers to be deployed at the Hospital well in advance (a week). 6. The age limit of the provided staff shall be in the following range: i. Sweepers – 18 to 40 ii. Supervisors – 25 to 45 7. Working hours of janitorial staff and supervisors will be shift Wise divided into three shifts per day (8 hour shift)
4.6 Performance Specifications
A) Cleaning Schedule
All functional areas in the hospital have been assigned one of three risk areas based on below mentioned criteria:
1. The risk of infection to patients. 2. Occupational health and safety risk to staff and visitors 3. Aesthetics e.g. reception areas, grounds 4. Value for money
The risk category shall determine cleaning frequencies as mentioned below under the cleaning schedule:
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
Table 11.1: Categorization of Risk
Category Status Functional Areas included Emergency – Surgical and Medical ICU 1 High Risk Operation Theater
CSSD Department Wards (those inside an OPD building)
Pharmacy – OPD & Emergency L aboratories, including Pathology 2 Moderate Risk R adiology ETT OPD, including treatment rooms & clinical consultation rooms Patient washrooms Corridors Waiting Areas Stairs / Ramps A dministrative areas Stores 3 Low Risk
Record storage and archives Lifts External areas Staff Changing Rooms
Each janitor will be required to perform his duty in the assigned work are a with following minimum frequency of cleaning1 against each element’s Service Standards and Requirements mentioned in AnnexureII.
Table 11.2: Minimum Frequency of the Cleaning
N Moderate Risk Element High Risk Low Risk o.
Clean contact points Clean contact Commodes, weighing each use, 1 full clean points each use, 1 1 scales, manual 2daily & between full clean daily & handling equipment patient use between patient use n/a
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
N Moderate Risk Element High Risk Low Risk o.
Patient wash 1 full clean daily 1 full clean and between daily and 2 bowls n/a patient use between patient use 4 full cleans daily, 2 full cleans daily,
dust control as dust control as 3 Entrance/Exit required, 1 machine required, 1 machine clean weekly clean weekly n/a
2 full cleans daily, 2 full cleans daily,
dust control as dust control as 4 Stairs (internal and required, 1 machine required, 1 machine external) clean weekly clean weekly n/a
3 full clean daily 1 full clean 5 External areas n/a daily
Check clean daily Check clean daily Check clean
6 and 1 full clean and 1 full clean daily and 1 full Walls weekly weekly clean weekly
Wash every
7 1 Full clean 1 Full clean third year or Ceiling weekly weekly replace as required 2 full clean daily 1 full clean daily
8 and check clean as and check clean as 1 full clean All doors required required weekly
Check clean daily Check clean daily All internal glass 1 full clean 9 and glazing and1 full clean and 1 full clean weekly weekly weekly
All external glass 1 full clean every 1 full clean 1 full clean 10 and glazing second year every third yearly year
1 full clean daily 1 full clean daily 1 full clean
11 and check clean as and check clean as daily and check Mirrors required required clean as required
12 Ventilation grilles, extracts and inlets 1 full clean weekly 1 full clean weekly 1 full clean weekly
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
N Moderate Risk Element High Risk Low Risk o.
1 full clean 5 full cleans daily, 1 1 full clean daily, 1 weekly, 1 check check clean daily dust dust control daily, clean daily, 13 control as required, machine clean machine clean Floor -polished machine clean weekly monthly quarterly
5 full cleans daily, 1 1 full clean check clean daily dust 1 full clean daily, weekly, 1 check
14 control as required, machine clean clean daily, Floor - Non-slip machine clean machine clean weekly monthly quarterly
1 full clean daily Waste receptacles / and 1 check clean 1 full clean 1 full clean bins daily and 1 deep daily and 1 deep weekly and 15 clean weekly clean weekly deep clean monthly
Daily check Daily check system Daily check Wash Basins system in in operation to system in operation to include 3 full operation to 16 include 3 full cleans and 2 check include 3 full cleans and 2 cleans cleans and 2 check check cleans cleans
Daily check Daily check system Daily check Toilets / Urinals / system in in operation to system in Bidet operation to include 4 full operation to 17 include 3 full cleans and 2 check include 3 full cleans and 2 cleans cleans and 2 check check cleans cleans
1 full clean and 1 Dirty Utility/Sluice 1 full clean 1 full clean 18 check clean daily Room daily daily
1 full clean daily Waste receptacles / and 1 check clean 1 full clean 1 full clean bins 19 daily and 1 deep daily and 1 deep week ly and clean weekly clean weekly deep clean monthly
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
N Moderate Risk Element High Risk Low Risk o.
Daily check Daily check system Daily check Wash Basins system in in operation to system in operation to include 3 full operation to 20 include 3 full cleans and 2 check include 3 full cleans and 2 cleans cleans and 2 check check cleans cleans
Daily check Daily check system Daily check Toilets/Urinals/ system in in operation to system in Bidet operation to include 4 full operation to 21 include 3 full cleans and 2 check include 3 full cleans and 2 cleans clean s and 2 check check cleans cleans
1Apart from the cleaning schedule mentioned above, cleaning services should be provided by the service provider as and when needed or as directed by the Hospital authorities from time to time.
Full Clean–is where all aspects of the element are fully cleaned on each occasion in accordance with a documented specification
4.7.1 Monitoring, Evaluation and Corrective Plan The service provider’s performance will be monitored on a daily basis by the assigned Focal Person. An appropriate senior member, ideally DMS/AMS Infection Control will be assigned as the focal person for this task. On any one of the seven days of a week, the Focal Person will score cleanliness as per the weekly cleaning review sheet given in Annexure II. In addition, the Focal Person will also cross check each washroom’s toilets and compare its fixtures against the handing over list of fixtures.
After every visit an overall percentage score will be calculated for each risk category. This score will be an average of the individual percentages of each indicator area. For example, for High Risk, overall percentage cleanliness will be calculated as:
Table 11.3: Scoring Against Risk Category
High Risk Area Score obtained Percentage Score Emergency (3+3+3+3+3+3)/24 = 18/24 75% Surgical, ICU (3+3+3+3+3+3)/24 = 18/24 75% Operation Theater, CSSD (3+3+3)/12 = 9/12 75% Department Average Score 75%
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital Every time an area is found to be below 80% it will be given the following time for corrective action.
Risk Category Time Frame for Corrective Action High Risk Area 1/2 hour of reporting of problem to the service provider Moderate Risk Area 1 hour of reporting of problem to the service provider L ow Risk Area 1 ½ hours of reporting of problem to the service provider
The focal person will visit the site once again after the stipulated time and in case the identified problem is not corrected; the following fines will be imposed right away.
4.7.2 Penalties
In case of inability to address identified problem by focal person within the allotted times, the focal person will hand out the following fines immediately:
Table 11.4: Daily Penalty Criteria
Risk Category Fine High Risk Area Rs. 2500 Moderate Risk Area Rs. 1 500 L ow Risk Area Rs. 1000
Once all areas are scored, their scores will be scaled with respect to their risk category using the following weights and an overall weekly score will be obtained.
Table 11.5: Weekly Penalty Imposition Criteria
Risk Category Weightage High risk 50% Moderate risk 30% Low risk 20%
i. For examples, using the already obtained 75% in High Risk category, if a certain hospital receives 67% in Moderate Risk category and 80% in Low Risk category, it will obtain an overall score of 75% x 0.5 + 67% x 0.3 + 80% x 0.2 = (37.5 + 20+16)% = 73.5% ii. This will be the overall score for this week’s performance. Averaging all weekly performances of the month, a monthly score will be calculated. iii. Service providers will be expected to maintain an average minimum score of 80% as well as 80% in each respective category at all times. If the service provider scores less than 80% in the monthly score, another fine worth Rs. 2500 will be placed. If this continues for another month, the second month’s fine will be doubled to Rs. 5000 and then doubled again to Rs. 10,000. Page 18 of 35
Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital iv. After a month of score below 80%, the monthly score is not restored to 80% the following month, punitive action may be taken against the service provider including financial penalties, suspension or cancellation of the contract.
4.8 Termination of the Agreement
a) Without prejudice to any other available rights / remedies, the Hospital shall have the right to terminate this agreement at its option for any reason specifically provided hereunder or otherwise in case of any breach of this agreement by Service Provider. b) The performance of services by the Service Provider under this agreement shall remain under observation during the whole period of the agreement, in case the services are found non satisfactory, below the specified standard or nonperformance due to strike of the Service Provider staff / manpower, this contract shall be terminated by the Hospital at any time with immediate effect] c) In such events e.g. nonperformance due to strike or violation of contract, the Service Provider shall be BLACKLISTED as per the prevailing PPRA rules and performance security will be encashed or the cleaning equipment may be confiscated (cost of whichever is higher) d) Notwithstanding anything contained in this agreement, each party shall have the right to terminate this agreement upon 180days’ written notice to the other party and upon written/ recorded reasons for the same. e) The Procuring Agency shall be entitled to terminate this agreement forthwith at any time upon serving notice in the event of misconduct either on the part of the Service Provider or its employees or nonperformance of responsibilities and services by the Service Provider. f) The termination shall be without prejudice to the acquired rights and liabilities of either party prior to termination.
5 SPECIAL CONDITIONS OF CONTRACT
1. The service provider shall be liable to pay compensation for any loss and damage caused to the property of the Procuring Agency or its patients by the Service Provider or its workers. The Service Provider can also partner with an insurance company that will pay to compensate for the damage on behalf on the Service Provider. 2. The Service Provider shall be fully responsible for safe keeping all the bathroom fittings and fixtures throughout the contract period. The current state of each bathroom will be recorded at the time of handing over and signed off by both parties to be maintained at that level at all times. 3. The Service Provider shall be entirely responsible for the conduct of its staff and in case of any complaint against any staff, Service Provider will be under obligation to take necessary action to replace any staff (under the clause of Page 19 of 35
Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital persona non grata) when instructed in writing by the Focal Officer appointed by the client. The Service Provider shall observe all the laws and will responsible for any prosecution or liability rising from breach of labor laws & HWM rules 2014. The Client shall not be responsible for any such action with regard to staff on the rolls of the Service Provider whatsoever. 4. In such circumstances when the service provider is unable to provide the required services, the client has the right to withhold payment and procure the services of any other service provider for the same financial amount.
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital ANNEXURES
ANNEXURE–I
The firm will be supply following necessary cleaning supplies on monthly basis during the contract period.
Sr.No. Name A/U Company Qty 1 Broom Kg 90 per month 2 Buckets (10 Liter) No 300 per year 3 Furniture Duster Kg 15 per month 4 Toilet Cleaning Towel No. 15 per month 5 Hand Washer Liquid Liter 120 per month 6 Air Freshener No 105 per month 7 Mosquito/Fly killer No 100 per month 8 Floor Cleaning Towel No 120 per month 9 Kitchen Cleaning Towel No 60 per month 10 Disposable Hand Wash No 30 per month Paper Towel 11 Floor Polisher No 6 per month 12 Wipers No 105 per month 13 Brushes No 105 per month 14 Floor Mop Kg 75 per month 15 Vim Powder Kg 50 per month 16 Liquid Bleach Liter 15 per month 17 Phenyl Ordinarily Liter 390 per month 18 Phenyl Balls Kg 9 per month 19 Sweep Acid Liter 120 per month 20 Nariel Brushes No 30 per month 21 Toilet Brushes No 45 per month 22 Stainless Steel Shiner No 20 per month 23 Glint No 50 per month 24 Toilet Cleaning Liquid No 200 per month/ 200 liter per month
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE–II Weekly Cleaning Review Sheet
Cleaning Review Sheet Name of designated Date hospital staff 1 2 3 4 CLEANLINESS Very Dirty Dirty Acceptable Clean Emergency, ICU, Pre-Operation, CSSD, Functional Risk High Operation Theaters Category Floor More than quarter of Less than quarter of Less than quarter of the Floor is clean, free of dust the floor is dusty or the floor is dusty or wet floor is dusty or wet and dry AND wet AND AND No litter OR More than 2 pieces of 1-2 pieces of litter No litter litter Windows and vents More than half the Quarter to half Less than quarter All windows and vents are (glass, net and windows and vents are windows and vents are windows and vents are clean windows ill) dusty dusty dusty Fans More than half of the Quarter to half fans Less than one-fourth All fans are clean fans are dusty are dusty fans are dusty Bed More than 1 bed sheet More than 1 bed sheet Bed sheet sin the room All bed sheets are clean sheets/Macintosh sin the room are dirty sin the room are dirty is dirty and present (1 or more big stains (left overs of food/ (1 or more big stains or or 3 small stains of medicine leaf lets) 3 small stains of blood, blood, vomit, motion,) vomit, motion, or left overs of food/ medicine leaf lets) Side tables Morethan2sidetablesa 2sidetablesaredusty 1sidetableisdusty All side tables are clean re dusty Atmosphere Bad smell AND Bad smell OR No smell OR No smell
Wards, Pharmacy,, Laboratory, Functional Risk Moderate Radiology, ETT, OPD, Patient Wash Category Rooms, Corridors, Waiting Areas, Stairs/ Ramps Floor More than a one third Quarter to one third of Less than quarter of the Floor is clean, free of dust of the floor is dusty or the floor is dusty or wet floor is dusty or wet and dry AND No litter wet OR OR OR 1-2 pieces of litter No litter More than 3 pieces of litter Work counter More than a quarter of 1square foot on the Dust is visible in small Counter is free of dust and the counter is dusty counter is dusty patches but less than 1 dry AND No materials are OR OR square foot area spilled Materials spilled over Materials spilled over 1 OR more than a quarter of square foot of the Materials are spilled at the counter counter 1-2 places leaving very small marks X-Ray machine Looks over all dusty Has some dust OR Has Appears clean and dust- Appears clean and dust- OR Has old layers of some are as of gathered free AND Has some are free AND No layers of old dust settle donit dust as of gathered dust dust
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
Equipment More than 3 pieces of 2-3 pieces of equipment 1 piece of equipment is No piece of equipment is equipment are dusty or are dusty or has grime dusty dusty AND have grime settled on settled on it No piece has grime settled them AND on it
No piece has grime settled on it Windows and vents More than half the Quarter to half windows Less than quarte All windows and vents are (glass,netandwindo windows and vents are and vents are dusty rwindows and vents are clean wsill) dusty dusty Fans More than half of the Quarter to half fans are Less than one-fourth All fans are clean fans are dusty dusty fans are dusty Air conditioners More than half of the One quarter of the vents Some dust on oneAC No dust on the AC vents and the outsides and the outsides hell of hell of one AC is dusty one AC is dusty Atmosphere Bad smell Bad smell No smell No smell Patient wash room Functional Risk Moderate Category Floor (cubicle) More than half of the Quarter to half of the Less than quarter of the Floor is clean and dry(no floor is wet, dusty or floor is wet, dusty or floor is wet, dusty or sign of wetness, dust or littered littered littered litter) Toilet (cubicle) Feet place / commode Feet place / commode Feet place / commode Feet place / commode dirty AND Inside of dirty OR Inside of toilet clean AND clean Inside of toilet clean toilet dirty dirty Inside of toilet clean Flush (tanky) clean AND Flush (tanky) is dirty Wash basin (wash Tap and Sink are dirty Tap and Sink are dirty Tap and Sink are dirty Tap and Sink are clean room) (drainage blocked) (spots) OR No soap (spots) AND AND AND No soap Soap present Soap present Windows and vents More than half the Quarter to half Less than quarter All windows and vents are (glass, net and windows and vents are windows and vents are windows and vents are clean window sill) dusty dusty dusty Atmosphere Bad smell OR Bad smell AND No smell OR Pleasant smell AND (washroom) No bulb installed Bulbs installed Bulbs installed Bulbs installed Administrative Areas, Stores, Record Functional Risk Low Storage and archives, lifts, external areas, Category staff changing rooms Floor More than half of the Quarter to half of the Less than quarter of the Floor is clean and dry No floor is dusty or wet floor is dusty or wet floor is dusty or wet litter OR OR OR More than 6 pieces of 4-6pieces of litter 1-3 pieces of litter litter (including cigarette butt so r bird excreta) Windows and vents More than half the Quarter to half Less than quarter All windows and vents are (glass, net and windows and vents are windows windows clean window sill) dusty And vents are dusty And vents are dusty Fans More than half of the Quarter to half fans Less than one-fourth All fans are clean fans are dusty are dusty fans are dusty Furniture More than half the Quarter to half of the Less than quarter of the All the furniture is clean (seats/tables/shelves) furniture is dusty furniture is dusty furniture is dusty Atmosphere Bad smell Bad smell No smell No smell
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE–III Required Equipment
Type Minimum S. No. Name of Equipment for Mechanized Cleaning and numbers Model required
1 Floor cleaning and polishing machine 02 2 R ide on sweeping machine OR 01 Walk behind sweeping machine
3 Push sweeper 01
4 S crubber dryer 05 5 W alk behind scrubber 01 6 W indow glass cleaning kit 10 6 Waste Buckets as per requirements of the HWM rules 2014 7 (Red Buckets=30, Yellow Buckets=30, 90 White/Green Buckets=30) Size of each Bucket = 60 Liter
8 Water sucking pump 01 9 Pressure gun 01 10 Cautionssystem 10 11 Vacuum Cleaner 05
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE–IV
FINANCIAL EVALUATION I
Offer – in PKR Sr Description Inlc. Of all taxes & . Contingencies
1 Monthly quoted amount per meter sq.
2 Yearly quoted amount per meter sq.
3 Total Monthly quoted amount for hospital
4 Total Yearly quoted amount for hospital
5 Total Janitors proposed
6 Total Supervisors proposed
7 2% Earnest Money
Number of Janitors proposed for the mentioned amount per sq. 1 Janitor for 1000 sq. meter meter Number of Supervisors proposed for the mentioned amount per sq. 1 Supervisor for 10,000 Meter sq. meter
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE–V TECHNICAL EVALUATION
PART-I
Sr. Evaluation Parameters M/S ABC M/S XYZ No. 1 Original Receipt of Tender Yes / No Yes / No Affidavit (Rs.100) from Bidder regarding Non-black 2 Yes / No Yes / No listing 3 Price reasonability certificate Yes / No Yes / No Copy of Bid Security (2% earnest money of the 4 Yes / No Yes / No estimated cost) 5 Copy of Valid NTN Registration Certificate Yes / No Yes / No Copy of Valid GST / PRA Registration Certificate 6 Yes / No Yes / No (which is applicable) 7 Bid Validity Yes / No Yes / No (Eligible/ Not (Eligible/ Not Remarks: Eligible) Eligible)
PART-II
Max Sr.# Description Marks Experience Record Two projects of similar nature (mechanized services offered in hospitals/ public access buildings with covered area of 20,000 sq meters or more) and 1 30 having financial value of at least Rs. 5 million each.15 marks for each project 15 marks for each project Financial Capabilities
20 Marks will be given in case average annual turnover for the last year is Rs.30 Million or more.
2 For Average Annual Turnover for the last year of less than Rs. 30 20 Million, but not less than Rs. 10 Million, following weightage shall be used: 20x (B /30)
B= Average annual turnover for the last year. Human Resource (Proposed Team) Project Manager with experience in HR management/ Project management of at least 10 years or above 10 3. (03 Marks). Two supervisors with minimum experience of 5 years each in similar capacity (1 marks for each supervisor) Minimum of 100 Janitors with the firm (05 Marks)
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
-10 Marks for 100 janitors - For Janitors less than 100 but not less than 50, following weightage shall be used 10 x (C /100)
C= Number of the Janitors Methodology / Management Plan 10 4. The Bidder shall provide the details about how to plan and manage the services specific to the proposal (according to Annexure VII) Experience to handle Infected Waste 10 5. 10 Marks will be given to the firm who have experience to handle infected waste otherwise zero. Social Security Benefit (S.S.B) 10 6. 10 Marks will be given to the firm whose employees have health insurance otherwise zero Police Character Certificate/Character Certificate 10 Marks will be given to the firm who provide Character certificate of list 10 7 of employee otherwise zero.
100 Total Marks
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE–VI
Form of Performance Security
…………………………. 20
To:
The Medical Superintendent,
**Hospital Name**
**Hospital Address*
PERFORMANCE SECURITY NO...... (the Guarantee)
We, [●]3, being the Guarantee issuing bank (the Issuing Bank) understand that [●] a company incorporated under the laws of [●] having its registered office located at [●] (the Service Provider) has been selected as the successful bidder following a tendering process for the Outsourcing of Janitorial Services for **Hospital Name**.
Further, we understand that pursuant to such tender process, the Service Provider is required to provide **Hospital Name** with a performance bond equal to PKR ______(10% of annual quoted price of contract).
The above premised, We (the Issuing Bank) hereby undertake irrevocably and unconditionally to pay to **Hospital Name**, without any notice, reference or recourse to the Service Provider or to any other entity or without any recourse or reference to the Contract, any sum or sums (or any part thereof) equivalent in aggregate up to but not exceeding a maximum amount of:
PKR______
(The Guaranteed Amount) at sight and immediately, however not later than within five (5) business days from the date of receipt of the **Hospital Name** first written demand (the Demand) at the Issuing Bank’s offices located at [●], such Demand shall state that the Service Provider is entitled to make a demand under the Guarantee and shall set out the total amounts demanded.
3Insert name of Issuing Bank; Page 28 of 35
Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
The Demand shall only be honoured by us, if it is made by and bears the signature of the Medical Superintendent of**Hospital Name**.
We, the Issuing Bank, shall unconditionally honour a Demand hereunder made in compliance with this Guarantee at sight and immediately on the date of receipt of your Demand, as stated earlier, and shall transfer the amount specified in the Demand to the bank account, as notified in the Demand, in immediately available and freely transferable funds in the currency of this Guarantee, free and clear of and without any set-off or deduction for or on account of any present or future taxes, levies, imposts, duties, charges, fees, deductions or withholdings of any nature whatsoever and by whomsoever imposed.
This Guarantee shall come into force and shall become automatically effective upon the signing of the contract between **Hospital Name** and Service Provider.
After having come into force, this Guarantee and our obligations hereunder will expire on [Insert date and time] (the Guarantee Expiry Hard Date) (6-months after the expiry of the contract) provided that, in the event that the Hospital issues a Demand to the Issuing Bank on or immediately prior to the Guarantee Expiry Hard Date, the Issuing Bank shall honour that Demand.
Upon expiry, this Guarantee shall be returned to the Service Provider without undue delay. Multiple Demands may be made by **Hospital Name** under this Guarantee but our aggregate liability will be restricted up to the Guaranteed Amount.
We hereby agree that any part of the Contract may be amended, renewed, extended, modified, compromised, released or discharged by mutual agreement between **Hospital Name** and the Service Provider without in any way impairing or affecting our liabilities hereunder without notice to us and without the necessity for any additional endorsement, consent or guarantee by us.
This Guarantee for its validity period shall not be affected in any manner by any change in our constitution or of the Service Provider’s constitution or of their successors and assignees and this Guarantee shall be legally valid, enforceable and binding on each of their successors and permitted assignees.
All references to any contract or other instruments are by way of reference only and shall not affect our obligations to make payment under the terms of this Guarantee.
**Hospital Name** may not assign / transfer or cause or permit to be assigned or transferred any of its rights, title, interests and benefits of this Guarantee without our prior written consent, which consent shall not be unreasonably withheld or delayed.
If one or more of the provisions of this Guarantee are held or found to be invalid, illegal, or unenforceable for any reason whatsoever, in any respect, any such invalidity, illegality, or unenforceability of any provision shall not affect the validity of the remaining provisions of this Guarantee.
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
We hereby declare and confirm that under our constitution and applicable laws and regulations, we have the necessary power and authority, and all necessary authorizations, approvals and consents there under to enter into, execute, deliver and perform the obligations we have undertaken under this Guarantee, which obligations are valid and legally binding on and enforceable against us under the applicable laws and under the laws of the jurisdiction where this Guarantee is issued. Further, that the signatory (ies) to this Guarantee is/are our duly authorized officer(s) to execute this Guarantee.
**Signed by authorized signatory**
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE-VII
DESCRIPTION OF APPROACH AND METHODOLOGY FOR PERFORMING THE SERVICES
The bidder shall explain the approach and methodology for performing the services under the following head
Deployment of the Janitors along with their Job Description (10% of Marks) Logistics Deployment Management Plan (20 % of Marks) Available Equipment and Deployment Plan (20 % of Marks) Proposed quantities and brands of Material to be used (10% of Marks) Performance Monitoring of the Janitors (40% of the Marks)
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE-VIII
Marks Obtained Total (to be filled Sr.# Description Marks by procuring agency)
Experience Record Project 1 Description:
Financial Value: 1 30
Project 2 Description:
Financial Value:
Financial Capabilities
2 20 Average Annual Turnover
Human Resource (Proposed Team)
Project Manager - Experience in years:
Supervisor 1 – Experience in years in Similar Capacity: 10 3. Supervisor 2 – Experience in years in Similar Capacity:
Number of Janitors with the Firm: Methodology / Management Plan
The Bidder shall provide the details about how to plan and 10 4. manage the services specific to the proposal (according to Annexure VII)
Experience to handle infected waste 10 5.
10 6. Social Security Benefit (S.S.B) 10 7. Police character certificate/Character certificate
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
ANNEXURE-IX
area in sq. Sr.#. Name of Department / Area Timing Meter
1 Basement 07:00 A.M to 03:00 P.M 5,758
2 Ground Floor Above Basement 24 Hours 5,758
3 Indoor + Laboratory 24 Hours 14,000
4 Out Door 07:00 A.M to 03:00 P.M 7,818
5 Admin + Auditorium Lab 07:00 A.M to 03:00 P.M 4,000 O.T. + Surgical Department + 6 24 Hours CSSD 15,394 7 Second Floor 7,879 24 Hours
8 Third Floor 24 Hours 7,879
9 Nursing Hostel 24 Hours 4,545
10 Uncovered / Open Area 08:00 A.M to 03:00 P.M 27,273 Total Area 100,304
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
TENDER CHECKLIST
Documents Attached S. # Tick at DESCRIPTION Yes / No Annexure
1 Copies of Purchase / Work Orders (if any)
2 Copy of the Proprietor’s CNIC
3 Copy of Valid Tax Clearance Certificate
Affidavit regarding non-involvement in any arbitration/ litigation with any government 4 agency / department and not blacklisted as
well.
List of satisfied customers along with their 5 contact numbers
Detailed specification / brochure by the 6 Manufacturer
Copy of Valid NTN Registration Certificate 7 and last three years Income Tax Return (2016-17, 2017-18, 2018-19) Copy of Valid GST / PRA Registration 8 Certificate (which is applicable) and last three
years Income Tax Return (2016-17, 2017-18, 2018-19)
Note: Bidders must fill-up above mentioned checklist / table and attach copies of required documents with proper annexures along with tender document.
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Outsourcing of Janitorial Services in Wazirabad Institute of Cardiology, Wazirabad Hospital
BIDDERS INFORMATION
Name of Firm/Company
Complete Postal Address
Phone
Contact Person / Designation
Cell Number
Fax Number
Tender Closing Date & Time: as per advertisement
Tender Opening Date & Time: as per advertisement
Venue : Conference Room, Wazirabad Institute of Cardiology, Wazirabad
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WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD Ph. # 055-6609104 (Ext.112) Fax. # 055-6601412 BIDDING DOCUMENTS
BIDDING DOCUMENTS FOR PROCUREMENT OF MEDICINES/SURGICALS/DISPOSABLES ITEMS AT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD FOR THE YEAR 2020-2021.
Procurement/Tender Committee for finalization of Bidding Docemtns:
Miss Javeria Arooj Mr. Farrukh Irshad Dr. Faisal Shahzad Hospital Pharmacist Director Finance SR of Cardiac Surgery WIC, Wazirabad WIC, Wazirabad WIC, Wazirabad Member Member Member
Dr. Mubashar Manzoor Alam Dr. Muhammad Aslam Chaudhary Dr. Ghulam Murtaza Qazi Addl: Medical Superintendent AMS Purchase / PMO Medical Superintendent WIC, Wazirabad WIC, Wazirabad WIC, Wazirabad Member Member Chairman
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Bid Paper (Check List)
1. INDEX AND PAGE MARKING CERTIFICATE BY THE BIDDER (Complusory) 2. INVITATION OF BID 3. BIDDING DOCUMENTS DULLY SIGNED AND STAMPED BY THE BIDDER 4. CDR (Copy) 5. ORIGINAL PURCHASED RECEIPT OF BIDDIG DOCUMENTS 6. ATTESTED COPY OF CNIC 7. AUTHORITY LETTER ON LETTER HEAD SIGNED AND STAMPED BY THE CHAIRPERSON/MD OF THE FIRM 8. AFFIDAVIT (BID FORM 2 ON JUDICIAL PAPER OF RS.100/-) 9. VALID DRUG MANUFACTURING /SALES LICENSE FOR MEDICINES / SURGICALS / DISPOSABLES 10. VALID DRUG REGISTRATION CERTIFICATES FOR MEDICINES / SURGICALS / DISPOSABLES 11. BIOEQUIVALENCE STUDY REPORT (IF APPLICABLE) 12. VALID GOOD MANUFACTURING PRACTICES CERTIFICATE 13. INCOME TAX REGISTRATION CERTIFICATE 14. INCOME TAX RETURNS LAST TWO YEARS 15. SALES TAX REGISTRATION CERTIFICATE 16. API SOURCE 17. FINANCIAL CAPACITY 18. EXPERIENCE OF THE PRODUCTS 19. FDA/WHO STANDARD LETTERS FOR MEDICINES / SURGICALS / DISPOSABLES 20. INTERNATIONAL TESTING REPORTS FOR MEDICINES / SURGICALS / DISPOSABLES 21. EXPORT OF QUOTED PRODUCTS 22. FRESH SAMPLES OF QUOTED ITEMS
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Invitation for Bids Wazirabad Institute of Cardiology, Wazirabad. Procurement of Medicines/Surgicals/Disposables in Bulk.
Wazirabad Institute of Cardiology, Wazirabad invites sealed bids from the eligible bidders for supply of Drugs/Medicines and Surgical Disposable Items etc. to meet the requirement of the institution. Detailed description and quantities of Drugs/Medicines and Surgical Disposable Items etc. are given in the Bidding Documents. 2. Interested eligible bidders may get the Bidding Documents at the address mentioned below on submission of written application alongwith payment of non-refundable fee of Rs. 2000/- (Two Thousand only)(Non Refundable). Bidding Documents shall be issued uptil tender closing date and time as schedule mentioned in tender notice. 3. Bidding will be conducted through Single Stage – Two Envelopes bidding procedure as per Rule 38 (2) (a) of Punjab PPRA-2014. (Amended 2016) 4. Bids must be delivered to the Meeting Room of Wazirabad Institute of Cardiology, Wazirabad, at or before as schedule mentioned in tender notice. Bid security of 2% of the Estimated Cost in the shape of call deposit receipt required to be supported with the financial bid received and photo copy with technical bid. Late bids will be rejected. Bids will be opened in the presence of the bidder’s representatives who choose to attend at the Meeting Room of Wazirabad Institute of Cardiology, Wazirabad as schedule mentioned in tender notice. 5. The Bidders are requested to give their best and final prices as no negotiations on the prices are allowed.
For and on behalf of Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad Telephone : +92-55-6609104 Fax : +92-55-6601412
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Bid Data Sheet ITB Ref Description Detail
N/A Commencement of sale of Bidding Document from the date of Advertisement. N/A Last date of sale of Bidding Document uptil tender closing date and time as schedule mentioned in tender notice. ITB Clause 24 Last date and time for the receipt of bidding document as schedule mentioned in tender notice. N/A Pre-bid meeting date, time and venue as scheduled mentioned in tender notice ITB Clause 27 Date, time and venue of opening of technical bids as schedule mentioned in tender notice. ITB Clause 16 Bid currency PKR ITB Clause 13 Language of bid English or Urdu ITB Clause 20 Amount of bid security 2% of the Estimated Cost. ITB Clause 21 Bid validity period uptil 30.06.2021. ITB Clause 09 Bidding procedure Single stage – Two Envelop procedure ITB Clause 27 Address for communication:
For and on behalf of Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad Telephone : +92-55-6609104 Fax : +92-55-6601412
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INDEX CERTIFICATE / BID COVER SHEET
Bid Ref. No.______Date______Name of the Supplier/ Firm Contractor:______Designation and CNIC NO:______Mailing Address of the firms:______E-mail:______Phone No. of the firm/sole agent:______Fax No:______. I do hereby certified on behalf of M/s ______that the bidding documents submitted for the tender of ______contain total pages______. Moreover, the page marking is done and index has been prepared which is marked as page No.______. List of Selected Items: (In cae the bidder has opted to bid for Selected Items, please type the Serial No and the name of the items selected for bidding. Use additional sheets if required)
Sr Tender Item Generic Strength Offered Offered Drug Dosage Form Packing # # # Name Brand Strength Registration Size Name Offered
Six samples of each quoted items must be provided at the time of submission of the bid.
Signed/Stamped Dated:
NOTE: (This form will be submitted by the manufacture/sole agent at the time of submission of bid and attach NIC copy.Without this form no bid will be accepted and if documents are not prepared as per index its bid will not be evaluated technically.)
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SECTION 1 Invitation to Bid
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Letter of Invitation Procurement of Medicine in Bulk Due Date: ______Dear Sir/ Madam. 1. Wazirabad Institute of Cardiology, Wazirabad invites sealed bids from the eligible bidders for supply of Drugs/Medicines Items etc. to meet the requirement of Director General Health Services, Punjab, Lahore in quantities and specifications more specifically described in Section III of the Bidding Documents. 2. Bidding shall be conducted as per the procedure specified in the Bidding Documents. 3. Interested bidders may obtain further information and inspect the Bidding Documents at the address given below from 08:00 hours to 15:00 hours on any working day before closing date or the same can be examined online at the PPRA website (www.ppra.punjab.gov.pk) until the closing date for the submission of bids. 4. A complete set of original Bidding Documents shall be purchased from the below mentioned office on all working days from 08:00 hours to 15:00 hours on submission of a written application and payment of non-refundable fee of Pak Rupees 2000/- only. 5. Prospective bidders may note that the pre-bid meeting will be held at as scheduled mentioned in tender notice in the Meeting Room, Wazirabad Institute of Cardiology,Wazirabad. 6. Bids must be delivered, in the manner prescribed, at or before as schedule mentioned in tender notice. Late received Bids will be rejected. Bids will be opened on the same day at as schedule mentioned in tender notice in presence of bidders or their representatives, who choose to be present. 7. All bids (financial) must be accompanied with a bid security which is 2% of the Estimated Cost in form of a CDR. 8. In an event where the last date for submission of bids be declared a public holiday the due date for submission and opening of bids shall be the following working day at the same appointed timings and venue. 9. Interested bidders may visit websites http:// www.ppra.punjab.gov.pk for more information.
For and on behalf of Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad Telephone : +92-55-6609104 Fax : +92-55-6601412
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Bidders are advised to read the contents of the Instruction to Bidders (ITB) carefully
SECTION II Instructions to Bidders
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1. Scope of Bid 1.1 Wazirabad Institute of Cardiology, Wazirabad invites bids for supply of Drugs/Medicines Items etc. to meet the requirement of Wazirabad Institute of Cardiology, Wazirabad specified in the Schedule of Requirements along with Technical Specifications. 2. Source of Funds 2.1 The Government of Punjab. 3. Eligible Bidders. 3.1 This Invitation for Bids is open to all original manufacturers / sole (agents / distributors / importers) for supply of Goods more specifically described in the Schedule of Requirement (Section-III.) 3.2 Government-owned enterprises in Pakistan may participate only if they are legally and financially autonomous and authorized to participate in bidding. 3.3 The Agent/ Supplier/ Importer must possess valid authorization from the Manufacturer and shall have to submit a copy of Memorandum of Association/ Partnership deed registered with the Registrar of Companies. However, in case of Manufacturer, they should have a documentary proof as prescribed in the Bid Form Section V to the effect that they are the original Manufacturer of the required specifications of Goods. 3.4 Bidders under a declaration of ineligibility for corrupt and fraudulent practices issued by any Government (Federal, Provincial or Local) or a public sector organization are NOT ELIGIBLE. 4. Corruption and Fraud. 4.1 The Government of Punjab defines Corrupt and Fraudulent Practices as “the offering, giving , receiving, or soliciting of anything of value to influence the action of a public official or the supplier or contractor in the procurement process or in contract execution to the detriment of the Procuring agencies; or misrepresentation of facts in order to influence a procurement process or the execution of a contract , collusive practices among bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive the Procuring agencies of the benefits of free and open competition and any request for, or solicitation of anything of value by any public official in the course of the exercise of his duty” 4.2 Indulgence in corruption and fraudulent practices is liable to result in rejection of Bids, cancellation of contracts, debarring and blacklisting of the Bidder, for a stated or indefinite period of time. 5. Eligible Goods and Services. 5.1 All goods and related services to be supplied under the contract shall conform to the policies of the Government of Punjab in vogue. All expenditures made under the contract shall be limited to such goods and services. For purposes of this clause, (a) the term “Goods” Includes any goods that are the subject of this Invitation for Bids and (b) the term “Services” includes related ancillary services such as transportation, insurance, after sale service etc. 6. Cost of Bidding. 6.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 7. Bidding for Selective Items. 7.1 A Bidder, if he so chooses, can bid for selective items from the list of goods provided for in the Schedule of Requirements. A Bidder is also at a liberty to bid for all the goods mentioned in the Schedule of Requirements. However, Bidders cannot bid for partial quantities of an item in the Schedule of requirement. THE BID MUST BE FOR THE WHOLE QUANTITY OF AN ITEM REQUIRED IN THE SCHEDULE OF REQUIREMENT. Page 9 of 44
The Bidding Procedure 8. The Governing Rules. 8.1 The Bidding procedure shall be governed by the Punjab Procurement Rules, 2014 of the Government of Punjab and amendments their after. 9. Applicable Bidding Procedure. 9.1 The bidding procedure is governed by Rule 38 (2) (a) “Procedures of Open Competitive Bidding” sub-rule (2) (a) “Single stage – Two Envelop procedure”. Bidders are advised also to refer to the Bid Data Sheet above to confirm the Bidding procedure applicable in the present bidding process. 9.2 The bidding procedure prescribed in the Bid Data Sheet above is explained in the table below. Single Stage: Two Envelope Procedure i) The bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal; ii) the envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion; iii) initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened; iv) the envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of Procuring Agency without being opened; v) the Procuring Agency shall evaluate the technical proposal, without reference to the price and reject any proposal which do not conform to the specified requirements; vi) during the technical evaluation no amendments in the technical proposal shall be permitted; vii) the financial proposals of bids shall be opened publicly at a time, date and venue to be announced and communicated to the Bidders in advance; viii) After the evaluation and approval of the technical proposal the Procuring Agency shall at a time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. The financial proposal of bids found technically non-responsive shall be returned unopened to the respective Bidders; and ix) The bid found to be the lowest evaluated, shall be accepted. The Bidding Documents 10. Contents of the Bidding Documents 10.1 The goods required, applicable bidding procedures, and Contract terms are prescribed in the Bidding Documents. In addition to the Invitation for Bids, the Bidding Documents include: (a) Instructions to Bidders (ITB) (b) Schedule of Requirement. (c) Technical Specifications. (d) Evaluation Criteria. (e) Bid Forms i) Letter of Intention ii) Affidavit iii) Technical Forms iv) Financial Forms (f) General Conditions of the Contract (g) Special Conditions of Contract, (h) Draft Contract. 10.2 The “Invitation for Bids” is not a formal part of the Bidding Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid
Page 10 of 44 and the Bidding Documents listed in 10.1 above, the Bidding Documents shall take precedence. 10.3 The Bidder is expected to examine all instructions, forms, terms, and specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or to submit a bid not substantially responsive to the Bidding Documents in every respect shall be at the Bidder’s risk and may result in the rejection of its bid. 11. Clarification(s) on Bidding Documents. 11.1 A prospective Bidder requiring any clarification(s) on the Bidding Documents may notify the Procuring Agency1 in writing at the Procuring Agency’s address indicated in the Bid Data Sheet. The Procuring Agency shall respond in writing to any request for clarification(s) of the bidding documents, which it receives no later than ten (10) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids. Written copies of the Procuring Agency’s response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective Bidders that have received the Bidding Documents. 12. Amendment(s) to the Bidding Documents. 12.1 At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification(s) requested by a prospective Bidder, may modify the Bidding Documents by amendment(s). 12.2 All prospective Bidders that have received the Bidding Documents shall be notified of the amendment(s) in writing through Post, e-mail or fax, and shall be binding on them. 12.3 In order to allow prospective Bidders reasonable time for taking the amendment(s) into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids. 12.4 One person one bid:- (1) in any procurement one person may submit one bid/brand and if one person more than one bids/brands. The procuring agency shall reject all such bids/brands. Preparation of Bids 13. Language of Bids. 13.1 All correspondences, communications, associated with preparation of Bids, clarifications, amendments, submissions shall be written either in English or Urdu or both languages. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages in English or Urdu, in which case, for purposes of interpretation of the Bid, the said translation shall take precedence. 14. Documents comprising the Bids. 14.1 The Bid shall comprise of the Bid Forms of this Bidding Document and all those ancillary documentation that are prescribed for the eligibility of the bidders and goods and ancillary services that are found necessary and highlighted in the Bid Forms in Section V. 14.2 The Bidder shall complete the Bid Forms and an appropriate Price Schedule furnished in the bidding documents, indicating the goods to be supplied, a brief description of the goods, their general and specific characteristics, ancillary services that the bidder is willing or required to provide along with the proposed price. 15. Bid Price. 15.1 The Bidder shall indicate on the appropriate form prescribed in this Bidding Document the unit prices and total bid price of the goods, it proposes to supply under the Contract.
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15.2 Form prescribed for quoting of prices is to be filled in very carefully, preferably typed. Any alteration/ correction must be initialed. Every page is to be signed and stamped at the bottom. Serial number of the quoted item may be marked with red/yellow marker. 15.3 The Bidder should quote the prices of goods according to the technical specifications as provided in Section III of this document. The technical specifications of goods, different from the required specifications, shall straightway be rejected. 15.4 The Bidder is required to offer a competitive price. All prices must include the taxes and duties, where applicable. If there is no mention of taxes, the offered/ quoted price shall be considered as inclusive of all prevailing taxes/ duties. 15.5 The benefit of exemption from or reduction in the taxes and duties shall be passed on to the Procuring Agency. 15.6 Prices offered should be for the entire quantity of an item demanded in the Schedule of Requirement; partial quantity offers shall straightaway be rejected. Conditional offer shall also be considered as non-responsive Bid. 15.7 While making a price quote, trend/ inflation in the rate of goods and services in the market should be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained. 16. Bid Currencies. 16.1 Prices shall be quoted in Pak Rupees. 17. Samples. 17.1 The Bidder shall provide samples of quoted goods alongwith the bid at his own cost and in a quantity prescribed by the Procuring Agency in Section III. However, samples of cold chain (perishable) goods will be called later at the time of technical evaluation of bids. 18. Documentation on Eligibility of Bidders. 18.1 Bidder shall furnish, as part of its bid (Bid Form) as specified in Section V, documents establishing the Bidder’s eligibility to bid and its qualifications to perform the Contract if its bid is accepted. 18.2 The documentary evidence of the Bidder’s eligibility to bid shall establish to the Procuring Agency’s satisfaction that the Bidder, at the time of submission of its bid, is an eligible as defined under ITB Clause 3 above. 19. Documentation on Eligibility of Goods. 19.1 The Bidder shall furnish, as part of its bid (Bid Form) as specified in Section V, documents establishing the eligibility and conformity to the bidding documents of all goods, which the Bidder proposes to supply under the Contract. 20. Bid Security. 20.1 The Bidder shall furnish, as part of its bid, a Bid Security in the amount specified in the Bid Data Sheet. Unsuccessful bidder’s bid security shall be discharged or returned soon after announcement of the successful bids. 20.2 The successful Bidder’s bid security shall be discharged upon signing of contract and furnishing the minimum 5% performance security of the toal contract value in shape of CDR and 0.25% stamp duty (e-stamp paper) of the total contract value. 20.3 The bid Security may be forfeited: (a) if a Bidder withdraws its bid during the period of bid validity; or (b) in the case of a successful Bidder, if the Bidder fails to sign the Contract or fails to provide a performance security (if any). 21. Bid Validity. 21.1 Bids shall remain valid for the period identified in the Bid Data Sheet after the date of opening of technical bid prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive. 21.2 The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However under exceptional
Page 12 of 44 circumstances and for reason to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity. 21.3 Bidders who,- (a) agree to the Procuring Agency’s request for extension of bid validity period shall not be permitted to change the substance of their bids; and (b) do not agree to an extension of the bid validity period shall be allowed to withdraw their bids without forfeiture of their bid securities. 22. Format and Signing of Bids. 22.1 The Bidder shall prepare and submit its bid and provide original documents, as appropriate. Copies of any documents must be signed and stamped by the bidder. 22.2 The Bid shall be accompanied by the original receipt for payment made for the purchase of the bidding document. In an event where the Bidder has downloaded the bidding document from the web, he will require to get the original payment receipt of the prescribed fee from the Procuring Agency well before the date of submission of bid. 22.3 The original bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the Contract. The person or persons signing the bid shall initial all pages of the bid form. 22.4 Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid. Submission of Bids 23. Sealing and Marking of Bids. 23.1 The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion. Similarly, the Bidder shall seal the proposals/ bids in separate envelopes. The envelopes shall then be sealed in an outer envelope. 23.2 The inner and outer envelopes shall: (a) be addressed to the Procuring Agency at the address given in the Invitation for Bids; and (b) Bid Reference No. indicated in the Bid Data Sheet, and a statement: “DO NOT OPEN BEFORE,” the time and the date specified in the Bid Data Sheet for opening of Bids. 23.3 The inner envelopes shall also indicate the name and address of the Bidder to enable the bid to be returned unopened in case it is declared as “non-responsive” or “late”. 23.4 In case the Bidder is bidding for more than one item, they will have to prepare separate price schedule for each item, seal them in separate envelops with naming of items. Envelops of each individual items will further be sealed in one envelope marked as ”Financial Proposal”. This arrangement will enable the Procuring Agency to return bid related to any item of any Bidder unopened in case the item is declared as ineligible or non-responsive. 23.5 If the outer as well as inner envelope is not sealed and marked as required by 23.1 to 23.4 above, the Procuring Agency shall assume no responsibility for the bid’s misplacement or premature opening. 24. Deadline for Submission of Bids 24.1 Bids must be submitted by the Bidder and received by the Procuring Agency at the address on the time and date specified in the Bid Data Sheet. Bids received later than the time and date specified in the Bid Data Sheet will stand summarily rejected. 24.2 The Procuring Agency may, in its discretion, extend the prescribed deadline for the submission of bids by amending the bidding documents in accordance with ITB
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Clause 12 above, in which case all rights and obligations of the Procuring Agency and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended. 25. Late Bids 25.1 Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency pursuant to ITB Clause 24 shall be rejected and returned unopened to the Bidder. 26. Withdrawal of Bids 26.1 The Bidder may withdraw its bid after the bid’s submission and prior to the deadline prescribed for submission of bids. 26.2 No bid may be withdrawn in the period between deadline for submission of bids and the expiration of the period of bid validity specified in Bid Data Sheet. Withdrawal of a bid during this period may result in forfeiture of the Bid Security submitted by the Bidder, pursuant to the ITB Clause 20 above. Opening and Evaluation of Bids 27. Opening of Bids by the Procuring Agency. 27.1 All bids received, shall be opened by the Procuring Agency publically in the presence of the Bidders or their representatives on the date, time and venue prescribed in the Bid Data Sheet. 27.2 The opening of Bids shall be subject to the Bidding Procedure prescribed in the Bid Data Sheet and elaborated in ITB Clause 9 above. 27.3 All Bidders in attendance shall sign an attendance sheet. 27.4 The Procuring Agency shall open one Bid at a time and read out aloud its contents which may include name of the Bidder, items bided for and unit prices and total amount of the Bid (if applicable). The Procuring Agency may choose to announce any other details which it deems appropriate if not in conflict with the Punjab PPRA-2014, specifically Rule 30 (Opening of Bids) 27.5 The Procuring Agency shall have the minutes of the Bid opening (technical and when applicable financial) recorded. 27.6 No bid shall be rejected at technical proposal/ bid opening, except for late bids, which shall be returned unopened to the Bidder 27.7 The financial bids found having without Bid Security shall also be returned unannounced to the Bidders. However, prior to return to the Bidder, the Chairman of the Purchase/ Procurement Committee shall record a statement giving reasons for return of such bid(s). 28. Clarification of Bids. 28.1 During evaluation of the bids, the Procuring Agency may, at its discretion, ask the Bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted. 29. Preliminary Examination. 29.1 The Procuring Agency shall examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. 29.2 In the financial bids the arithmetical errors shall be rectified on the following basis. a) If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. b) If the Bidder does not accept the correction of the errors, its bid shall be rejected, and its Bid Security may be forfeited.
Page 14 of 44 c) If there is a discrepancy between words and figures, the amount in words shall prevail. 29.3 The Procuring Agency may waive any minor formality, nonconformity, or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any Bidder. 29.4 Prior to the detailed evaluation, the Procuring Agency shall determine the substantial responsiveness of each bid to the bidding documents. For purposes of this clause, a substantially responsive bid is one, which conforms to all the terms and conditions of the bidding documents without material deviations. Deviations from, or objections or reservations to critical provisions, such as those concerning Applicable Laws, Taxes & Duties and internationally recognized best practices shall be deemed to be a material deviation for technical proposals and Bid Security for financial proposals. The Procuring Agency’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence. 29.5 If a bid is not substantially responsive, it shall be rejected by the Procuring Agency and may not subsequently be made responsive by the Bidder by correction of the nonconformity. 30. Evaluation of Bids. 30.1 The Procuring Agency shall evaluate and compare the bids, which have been determined to be substantially responsive in accordance with ITB Clause 29 above. 30.2 All bids shall be evaluated in accordance with the Evaluation Criteria and other terms and conditions set forth in these bidding documents. 30.3 For the purposes of comparison of bids quoted in different currencies, the price shall be converted into Pak Rupees. The rate of exchange shall be the selling rate, prevailing on the date of opening of bids specified in the bidding documents, as notified by the State Bank of Pakistan/ National Bank of Pakistan on that day. 30.4 A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids. 31. Qualification of Bidder 31.1 The Procuring Agency, at any stage of the procurement proceedings, having credible reasons for or prima facie evidence of any defect in Bidder’s capacities, may require the Bidder to provide information concerning their professional, technical, financial, legal or managerial competence whether already pre-qualified or not. 31.2 Such qualification shall only be laid down after recording reasons thereof in writing. They shall form part of the records of that procurement proceeding. 31.3 The Procuring Agency shall determine to its satisfaction whether a Bidder, technically and financially qualified and even having the lowest evaluated responsive bid is qualified to perform the Contract satisfactorily. 31.4 The determination can take into account the Bidder’s financial, technical, and production capabilities. It shall 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 Procuring Agency deems necessary and appropriate. Further, during the process of technical evaluation of Bidder, the Procuring Agency may inspect the manufacturing plant/ production capacity/ warehousing system/ practices by a team of experts for assessment, if it deems necessary. 31.5 An affirmative determination shall be a prerequisite for award of the Contract to the Bidder. A negative determination shall result in rejection of the Bidder’s bid, in which event the Procuring Agency shall proceed to the next lowest evaluated bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily. 31.6 The Procuring Agency shall disqualify a Bidder if it finds, at any time, that the information submitted by him concerning his qualification as Bidder was false and materially inaccurate or incomplete. Page 15 of 44
32. Rejection of Bids 32.1 The Procuring Agency may reject any or all bids at any time prior to the acceptance of a bid. The Procuring Agency shall upon request communicate to any Bidder who submitted a bid, the grounds for its rejection of any or all bids, but is not required to justify those grounds. 32.2 The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 32.1 towards Bidders who have submitted bids. 32.3 Notice of the rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids. 33. Re-Bidding 33.1 If the Procuring Agency rejected all bids in pursuant to ITB Clause 32, it may call for a re-bidding. The Procuring Agency, if it deems necessary may prescribe another method of procurement not inconsistent with the Punjab Procurement Rules- 2014. 33.2 The Procuring Agency before invitation for re-bidding shall assess the reasons for rejection and may revise specifications, evaluation criteria or any other condition for Bidders, as it may deem necessary. 34. Announcement of Evaluation Report 34.1 The Procuring Agency shall announce the results of the bid evaluation in form of a report, not inconsistent with Rule 37 of the PPRA-2014 giving justification for acceptance or rejection of bids at least ten days prior to the award of procurement Contract. 35. Contacting the Procuring Agency. 35.1 Subject to ITB Clause 28 above, no Bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the bid opening to the time of announcement of Evaluation Repot. If a Bidder wishes to bring additional information to the notice of the Procuring Agency, it should do so in writing. 35.2 Any effort by a Bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract award may result in the rejection of the Bidder’s bid. Canvassing by any Bidder at any stage of the bid evaluation is strictly prohibited. Any infringement shall lead to disqualification.
Award of Contract 36. Acceptance of Bid and Award Criteria. 36.1 the Bidder whose bid is found to be most closely conforming to the Evaluation Criteria prescribed in Section IV and having the lowest evaluated bid, if not in conflict with any other law, rules, regulations or policy of the Punjab Government, shall be awarded the Contract, within the original or extended period of bid validity. 37. Procuring Agency’s Right to vary quantities at the time of Award. 37.1 The Procuring Agency reserves the right at the time of award of Contract to increase or decrease, the quantity of goods originally specified in the Schedule of Requirements without any change in unit price or other terms and conditions. 38. Notification of Award. 38.1 Prior to the expiration of the period of bid validity, the Procuring Agency shall notify to the successful Bidder in writing that its bid has been accepted. 38.2 The notification of award shall constitute the formation of the Contract between the Procuring Agency and the successful Bidder. 38.3 The enforcement of the Contract shall be governed by Rule 63 of the PPRA- 2014.
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39. Limitation on Negotiations. 39.1 Negotiations, that may be undertaken in finalization of the Contract shall not relate to the price or substance of bid specified by the Bidder, but only to minor technical, contractual or logistical details. 39.2 Negotiations may relate to the following areas; (the list is being provided as guidance only and under no circumstances be treated as exhaustive and final): minor alterations to technical details, such as the scope of work, the specification. minor amendments to the Special Conditions of Contract; finalization of payment schedule and ancillary details; mobilization arrangements; agreements on final delivery or completion schedules to accommodate any changes required by the Procuring Agency; the proposed methodology or staffing; inputs required from the Procuring Agency; clarifying details that were not apparent or could not be finalized at the time of bidding; The Bidder’s tax liability in Pakistan, if the Bidder is a foreign company.
Negotiations shall not be used to: substantially change the technical quality or details of the requirement, including the tasks or responsibilities of the Bidder or the performance of the goods; substantially alter the terms and conditions of Contract; reduce unit rates or reimbursable costs; Substantially alter anything which formed a crucial or deciding factor in the evaluation of the bids or proposals 40. Signing of Contract. 40.1 After the completion of the Contract Negotiations the Procuring Agency shall send the Bidder the Contract Form provided in the bidding documents, incorporating all agreements between the Parties. 40.2 Within ONE week of receipt of the Contract Form/Advance Acceptance, the successful Bidder will submit 5% CDR and 0.25% E-stamp duty of total contract amount, successful bidder and the Procuring Agency shall sign the Contract in accordance with the legal requirements in vogue. 40.3 If the successful Bidder, after completion of all codal formalities shows an inability to submit 5% CDR or sign the Contract on 0.25% E-stamp duty then its Bid Security 2% shall stand forfeited and the firm may be blacklisted and debarred from future participation, whether temporarily or permanently. In such situation the Procuring Agency may award the contract to the next lowest evaluated Bidder or call for new bids. 40.4 The Contract shall become effective upon affixation of signature of the Procuring Agency and the selected Bidder on the Contract document, and shall be governed for ONE year period and by the terms and conditions mutually agreed in the contract. 41. Performance Guarantee. 41.1 On the date of signing of Contract, the successful Bidder shall furnish a Performance Guarantee, on the Form and in the manner prescribed by the Procuring Agency. 41.2 The Bid Security submitted by the bidder at the time of submitting its bid shall be returned to the Bidder upon submission of Performance Guarantee. 41.3 Failure to provide a Performance Guarantee by the Bidder is a sufficient ground for annulment of the award and forfeiture of Bid Security. In such event the Procuring Agency may award the contract to the next lowest evaluated bidder or call for new bid.
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SECTION III SCHEDULE OF REQUIREMENTS & TECHNICAL SPECIFICATIONS
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Schedule of Requirements: The supplies shall be delivered in accordance with the subsequent Purchase Orders to be issued by the Wazirabad Institute of Cardiology, Wazirabad as per following schedule of requirements:-
Mode of Penalty 100% Quantity as per Purchase Order Total delivery period Without penalty 60 days With penalty @ 0.067 % per day after 60 days of Purchase Order, upto 10% of total supply order. With penalty 30 days, total delivery period 90 days
Detail of quantities of drugs and medicines can be obtained from the office of the Purchaser during office hours, however, Division wise detail is as under: 2. The validity of Purchase Order will start from its next date of issuance to the concerned Supplier. 3. As at 2 above No. NAME OF THE MEDICINES Unit APPROXIMATE QUANTITY REQUIRED PLACE OF DELIVERY
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SECTION IV EVALUATION CRITERIA
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BID EVALUATION CRITERIA OF THE HEALTH DEPARTMENT FOR THE PROCUREMENT OF DRUGS / MEDICINE ETC.
1. COMPULSORY PARAMETERS: (KNOCKOUT PARAMETERS)
Parameters Documents Original Receipt of Tender Price Reasonability Certificate Copy of Bid Security (2% earnest money of the estimated cost) Related Documents should be attached Copy of NTN Registration Certificate with technical proposal Copy of GST Registration Certificate Bid Validity Certificate Delivery Period Certificate Drug Manufacturing / Sale License Valid Drug Manufactyring License Issued by DRAP (Formerly known as MOH) for Manufactureres. Valid Drug Sale License for Importers. Drug Registration Certificate (DRC) Valid Drug Registration Certificate issued by DRAP (Formerly known as MOH) Bio-Equivalence Study Report* Report of Labs notified by DRAP*/WHO Audited Labs shall be accepted. Undertaking Regarding Non Declaration Undertaking on Judicial Papers. of Spurios / Adultrated batch by DTLs of the Punjab / any Competent Lab quoted item within last three year. Undertaking Regarding Non black listing Specifications quoted in the technical Samples of quoted items. offer will be verified from samples provided with the bid. Product that comply 100% with the advertised Specifications and fulfill the requirements as per labeling will be considered for evaluation. Good Manufacturing Practices (GMP) Valid Good Manufacturing Practices Certificate. (GMP) Certificate issued by the Drug Regulatory Authority of Pakistan (DRAP)
Bio-Equivalence Study Report for medicines only from WHO audited and following DRAP notified indigenous Lab:-
i. HEJ Research Institute, Karachi University, Karachi. ii. University of Vaternary & Animal Sciences, Lahore iii. DOW Univarsity of Medical & Health Sciences, Karachi. iv. Faculty of Pharmacy, Islamia University, Bahawalpur.
Report from any other lab notified by DRAP for the said purpose in future will also be considered.
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2. ORDINARY PARAMETERS:
SR EVALUATION CRITERIA POINTS TO BE ASCERTAINED BY THE NO TECHNICAL EVALUATION COMMITTEE DOCUMENTS REQUIRED 1 Overall past performance of the firm/company 25 A. Past performance with Wazirabad Institute of cardiology, Wazirabad Attach Supply orders/delivery i. 100% execution of contract during last challan etc. (25) financial year Attach Supply orders/delivery
ii. 50% to 99% execution of contract during challan etc. (12) last financial year. Attach Supply orders/delivery
iii. 50% execution of contract during last challan etc. financial year (0) B. Past Performance Other Govt. of Punjab Cardiac institutions /Teaching 05 points for each satisfactory Hospitals 05 Points= performance report (regarding No past experience with this institution but firm has each performance of the firm, supplies experience with other Govt. of the Punjab Cardiac certificate act.) will be awarded for each institutions//Teaching Hospitals and firm has institution. maximum= provided satisfactory performance certificate/s Maximum points= 20 points 20 Points issued from the Head of those Govt. institutions Note: Attach original performance (competent authority) certificate/s or verified copy issued by the competent authority.
2 Local Market Experience of firm with leading 15 Attach valid attested copies of chain pharmacies. (00) certificates/Letters i. Less than two years will not be considered (05) ii. Up to 3 years (08) iii. Up to 6 years (10) iv. Up to 9 years (15) v. More than 9 years
3 Credibility & Certification i Valid ISO Certification 05 of Pre-Qualification with Manufacturer Health Department Govt of ii the Punjab. 03 10 Pre- Qualification with other iii than Health Department Govt, of the Punjab. 02
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Financial 05 Bank Statements are 4 Status of i Last year audited balance 03 not required. Bidder bidder sheet can provide more ii Tax returns (Last 3 Years) 02 than one Bank Certificate.
5 Technical The bidder is Staff of i Plant Manager PhD/ M.Phil. 05 required to attach Manufacturer attested copies of of registered relevant Degrees medicines Production Pharm.D/ ii 03 and appointment (Exempted for Pharmacist B.Pharm 10 letters of concerned sole agent technical staff. supplying Attach firm’s imported Quality Control M.Phil payroll for the last medicine/ iii Manager + /Pharm.D/ year. disposables Analyst B.Pharm
items) 02
Total Marks: 65 Qualifying marks 45.5 (70%) (For Medicines
Total Marks: 65 Qualifying marks 45.5 (70%) (For Surgical Disposables) The technical staff detail is exempted for suppliers of surgical disposable items and for medicines not produced in Pakistan.
NOTE: Only those firms/companies will be eligible for product evaluation by Technical Evaluation Committee who will qualify as per above mentioned criteria/ merit point system. In case of invalid manufacturing /drug sales license the “Technical Proposals” will be rejected.
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3-TECHNICAL EVALUATION OF INDIVIDUAL PRODUCTS (Drug Medicines /Surgical Disposable Items (Registered as Drug)
Parameters Documents required Yes/No Drug Registration Certificate (DRC) Valid drug Registration Certificate issued by DRAP . Market Experience of the quoted product Evidence based documents be attached for more than 02 years Authorized sole agency agreement (for Valid Agency agreement/Authority Letter be sole agents) attached
SR. EVALUATION CRITERIA POINTS DOCUMENTS/ITEMS REQUIRED NO 1. Physical Report (As Ascertained by TEC) 10 i. 06 fresh samples from most i. Complies with official books (BP/USP. (06) recent batch of the relevant etc) item. ii. Quality of printing (Labeling, outer (04) packing, leaflet etc.)
2. Product’s experience of last three financial 25 As ascertained by TEC in consensus years with end users.(Attach attested documented evidences)
i. Quoted Product’s past experience with (25) Attach copies of supply orders etc. of Wazirabad Institute of Cardiology. the last three years.
ii. Quoted Product’s past experience with Punjab Govt. Cardiac Institutions (15) Attach copies of supply orders etc. of (other than WIC, WZD). the last three years If the company provides documents for parameters, ii, iii and iv, the maximum marks will be given in accordance with parameters ii. iii. Quoted Product’s past experience with Punjab Govt. Teachings Institutions. Attach copies of supply orders etc. of (10) the last three years If the company provides documents for parameters, iii and iv the maximum iv. Quoted Product’s past experience with marks will be given in accordance with Govt. of the Punjab non-teachings parameters iii. institutions.
(05) Attach copies of supply orders etc. of the last three years If the company provides documents for parameters iv, the maximum marks will be given in accordance with parameters iv.
Note: Attach five supply orders for each financial year for each parameter.
3 Production Capacity (05) Attested copies of relevant documents. (Per day production capacity of relevant product against the total advertised quantity) Less than 50% (00) 50 % – 70 % (03) 70% and above (05) Page 24 of 44
4 Experience of quoted products in the market (10) Attested copies of relevant documents. (leading chain pharmacies). (Invoices purchase orders, delivery Less than 02 years (00) challans). 02 - 03 years experience (05) 04 – 08 years experience (07) 9 - 15 years (&above) experience (10) Total Qualifying points =35 Points=50
Total Marks: 50 Qualifying marks 35 (70%).
The financial bids of technically accepted bidders will be opened publicly at a time to be announced by the procuring Agency and the financial bids found technically non-responsive shall be returned un- opened to the respective bidders.
Disqualification of Technical Bids:
Scoring less than qualifying marks. Firms failed to submit samples along with bid. Provided samples rejected by technical evaluation committee. Local Institutional Experience would be preferred. Firms having experience less than two years. A quoted product is not available in two retail chain pharmacies.
NOTE:
Bids not conform to above mention any one clause considered ineligible.
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SECTION V BID FORM
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BID COVER SHEET Bid Ref. No. ------Date------Name of the Supplier/Firm Contractor: ------Address:------E-mail:______Phone: ______Facsimile: ______Bid Security. Bid Security attached with Financial Bid YES NO Bid for: : All Items mentioned in the Schedule of Requirements. : Selected Items from the Schedule of Requirements5. List of Selected Items: (In case the Bidder has opted to bid for Selected Items, please type the Serial No6. and the name of the Items selected for Bidding. Use additional Sheets if Required) S. No. Name of the Item Signed: Dated: Official Stamp: Attachment7: Original receipt for the purchase of the bidding documents. 5 In case a bidder is bidding for only some of the items mentioned in the list Technical Specifications , he is advised to take note of ITB Clauses 7 & 15.6 6 The Serial No. of the item as mentioned in the Technical Specifications. 7 The Attachment must be made with the Bid Cover Sheet.
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BID FORM 1 Letter of Intention Bid Ref No. Date of the Opening of Bids Name of the Contract :{ Add name e.g Supply of Dugs and Medicines etc} To: [Name and address of Procuring Agency] Dear Sir/Madam, Having examined the bidding documents, including Addenda Nos. [insert numbers& Date of individual Addendum], the receipt of which is hereby acknowledged, we, the undersigned, offer to supply and deliver the Goods under the above-named Contract in full conformity with the said bidding documents and at the rates/unit prices described in the price schedule or such other sums as may be determined in accordance with the terms and conditions of the Contract. The above amounts are in accordance with the Price Schedules attached herewith and are made part of this bid. We undertake, if our bid is accepted, to deliver the Goods in accordance with the delivery schedule specified in the schedule of requirements. If our bid is accepted, we undertake to provide a performance security/guaranty in the form, in the amounts, and within the times specified in the bidding documents. We agree to abide by this bid, for the Bid Validity Period specified in the Bid Data Sheet and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period. Until the formal final Contract is prepared and executed between us, this bid, together with your written acceptance of the bid and your notification of award, shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in Pakistan. We confirm that we comply with the eligibility requirements as per ITB clauses 18 &19 of the bidding documents. Dated this [insert: number] day of [insert: month], [insert: year]. Signed: In the capacity of [insert: title or position] Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]
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BID FORM 2 AFFIDAVIT (on Judicial Paper of Rs.100/-) I/We, the undersigned solemnly state that: 1) We have read the contents of the Bidding Document and have fully understood it. 2) The Bid being submitted by the undersigned complies with the requirements enunciated in the bidding documents. 3) The Goods that we propose to supply under this contract are eligible goods within the meaning of Clause 18 of the ITB. 4) The undersigned are also eligible Bidders within the meaning of Clause 19 of the ITB. 5) The undersigned are solvent and competent to undertake the subject contract under the Laws of Pakistan. 6) The undersigned have not paid nor have agreed to pay, any Commissions or Gratuities to any official or agent related to this bid or award or contract. 7) The undersigned are not blacklisted or facing debarment from any Government, or its organization or project. 8) It is certified that the company is complying with GMP standard and has not changed any ingredient or any source of any active or inactive ingredient since bioavailability / bioequivalence study conducted by the lab. 9) It is also certified that drugs / medicines offered by the firm will be easily available in the market / cold chain source. 10) It is certified that the prices offered to WIC are not more than the prices charged from any other Govt. / Semi Govt. / Autonomous institutions. In case of over pricing, the firm will be responsible to refund the over charged amount. 11) It is certified that the quoted items in the tender are not declared spurious/adulterated by any DTL of Punjab during last three years. 12) The undersigned is responsible for replacement of unconsumd/expired/substandard stock of the medicine without any further charges. 13) I/We undertake that I/We will ready to pay the standard charges of sample one or more depending upon the ordered quantity, tested by any international WHO accredited labs, collected by the department inspection committee which will be paid directly to the international lab and will accept the results. 14) I/We undertake that I/We will ready to pay the standard charges of testing samples and expenses incurred by the DTLs Punjab. 15) I/We further undertake to provide the Batch Release laboratory test reports of each batch of the product on its delivery. 16) I/We affirm that the contents of this affidavit are correct to the best of our knowledge and belief. In case of any discrepancy, the firm will be fully responsible and the institution has right to take any legal action against the firm under the PPRA Rules, 2014. (Amended)
------Signed and Stamped of the Firm
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BID FORM 3(A) Name of the Firm Bid Reference No: Date of opening of Bid. Documentary Evidence: Eligibility of the Bidders and Goods Required Documentation (To Be Filled by the Procuring Agency) Checklist8 (To be initialed by the Bidder against each document) Relevant Page Number9 in the Bid (To be filled by the Bidder) Supporting Documents10 (To be filled by the Bidder with name of the documents that are submitted to meet the requirement) Column:1 Column:2 Column:3 Column:4 Valid Manufacturing License Valid Registration(s) of quoted items Valid Drugs Sale License11 Valid Import License (where applicable) Letter of Manufacturer's authorization Partnership Deed (where applicable) NTN Certificate GST Certificate Letter of Intention Affidavit One year experience evidence Child Labor Free Certificate12 Original Receipt of purchase of Bidding Documents 8 Bidders should only initial against those requirements that they are attaching with the form 3(a). In case they do not have any document to attach the corresponding cell in column 2 should be left blank. 9 Bidders are required to mention the exact page number of relevant document placed in the Bid. 10Bidders are advised to attach all Supporting documents with this form in the order of the requirement as mentioned in column 1. 11 In case of Sole Agent 12 Bidders are required to furnish a certificate to the effect that their firm is free from child labor and having standard child labor free policy
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BID FORM 3(B) MANUFACTURER’S AUTHORISATION13 To: [Name &Address of the Procuring Agency] WHEREAS [name of the Manufacturer] who are established and reputable Manufacturers of [name and/or description of the goods] having factories at [address of factory] do hereby authorize [name and address of Supplier/ Agent] to submit a bid, and subsequently negotiate and sign the Contract with you against the Invitation for Bids (IFB) No. [Reference of the Invitation to Bid] for the goods manufactured by us. We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Bids. Signature:------. Designation:------Official Stamp:------13 This letter of authority should be on the letterhead of the Manufacturer and should be signed by a person competent and having the power of attorney to bind the Manufacturer. It should be included by the Bidder in its bid. BID FORM 4 Firm’s Past Performance14. Name of the Firm: Bid Reference No: Date of opening of Bid: ______Assessment Period: (One Year as per Evaluation Criteria) Name of the Purchaser/Institution Purchase Order No. Description Of Order Value of Order Date of Completion Purchaser’s15 Certificate 14 Bidders may use additional Sheets if required. 15 All certificates are to be attached with this form. BID FORM 5(A) Price Schedule User Note: This form is to be filled by the Bidder for each individual item and shall submit with Financial Proposal. Name of the Firm: Bid.Ref.No: Date of opening of Bid. S. No. Name of the Item Unit Price (inclusive all applicable taxes) No. of Units Total Price Discounts (if any) Final Total Price (Inclusive of all taxes) 1 2 3 4 5 6 7 3*4 5-6 TOTAL A) FINAL TOTAL PRICE: ------B) DISCOUNT16:------C) FINAL QOUTED PRICE: ------(C=A-B) Page 31 of 44
Signature: ------Designation: ------Date: ------Official Stamp: ------16 If a Bidder does not wish to offer an item wise discount but intends to offer an overall discount to its quoted price that should be mentioned here. BID FORM 5(B) Price Schedule (Price Analysis) (User Notes): 1. This form is to be filled by the Bidder for each individual item and shall submit with Financial Proposal. Name of the Firm: Bid Reference No: Date of opening of Bid. Sl. No. Name of the Item Unit Price Total Price/Unit No. of Units Total Price Ex-factory, Ex Ware House, Ex-Showroom ,Off the Shelf Sales and Income Tax Other Levies and Duties (if any) Packaging Transportation Costs incidental to delivery Other Incidental Costs as defined in the Schedule of Requirement a b c D e f g h i g=a+b+c+d+e+f i = g*h Signature:------Designation:------Date:------Official Stamp:------BID FORM 6 Performance Guarantee To: [Name & Address of the Procuring Agency] Whereas [Name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No. [number] dated [date] to supply [description of goods] (hereinafter called “the Contract”). And whereas it has been stipulated by you in the said Contract that the Supplier shall furnish you with a CDR by a scheduled bank for the sum of 5% of the total Contract amount as a Security for compliance with the Supplier’s performance obligations in accordance with the Contract. And whereas we have agreed to give the Supplier a Guarantee: Therefore we hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of [Amount of the Guarantee in Words and Figures] and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract and without cavil or argument, any sum or sums within the limits of [Amount of Guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the______day of______, 200 Signature and Seal of the Guarantors/ Bank Address Date
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SECTION VI DRAFT STANDARD CONTRACT
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Special Conditions of the Contract AGREEMENT THIS CONTRACT is made at on day of ------2020-, between Wazirabad Institute of Cardiology, Wazirabad, (hereinafter referred to as the “Purchaser”) of the First Part; and M/s (firm name) a firm registered under the laws of Pakistan and having its registered office at (address of the firm) (hereinafter called the “Supplier”) of the Second Part (hereinafter referred to individually as “Party” and collectively as the “Parties”). WHEREAS the Purchaser invited bids for procurement of goods, in pursuance whereof M/s (firm name) being the Manufacturer/ authorized Supplier/ authorized Agent of (item name) in Pakistan and ancillary services offered to supply the required item (s); and Whereas, the Purchaser has accepted the bid by the Supplier; NOW THE PARTIES TO THIS CONTRACT AGREE TO THE FOLLOWING; 1. The Contract: The following documents shall be deemed to form and be read and construed as integral part of this Contract , viz:- a. the Schedule of Requirements. Annex- A b. the Technical Specifications. Annex- B c. the Price Schedule submitted by the Bidder. Annex- C d. the Purchaser’s Notification of Award. Annex- D e. the Purchase Order Annex-E f. the General Conditions of Contract 2. Interpretation: In this Contract words and expressions shall have the same meanings as are respectively assigned to them in the General Conditions of this Contract hereinafter referred to as “Contract”: 3. The Term of the Contract: This contract shall remain valid for one year from the date of signing, unless amended by mutual consent. 4. The Supplier declares as under: i. [Name of the Supplier] hereby declares that it has not obtained or induced the procurement of any Contract, right, interest, privilege or other obligation or benefit form Government of Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled by it (Government of Punjab) through any corrupt business practice. ii. Without limiting the generality of the foregoing, [the Seller/ Supplier] represents and warrants that it has fully declared the brokerage, commission, fees etc, paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a Contract, right interest, privilege or other obligation or benefit in whatsoever form from Government of Punjab, except that which has been expressly declared pursuant hereto. iii. [The Supplier] certifies that has made and shall make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with Government of Punjab and has not taken any action or shall not take any action to circumvent the above declaration, representation or warranty.
Page 34 of 44 iv. [The Supplier] accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty. It agrees that any Contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Procuring Agency under any law, Contract or other instrument, be void able at the option of Procuring Agency. v. Notwithstanding any rights and remedies exercised by Procuring Agency in this regard, [The Supplier] agrees to indemnify Procuring Agency for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Procuring Agency in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [The Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any Contract, right, interest, privilege or other obligation or benefit in whatsoever form from Procuring Agency. vi. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. The Additional Chief Secretary or his nominee shall act as sole arbitrator. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties. 5. Items to be Supplied & Agreed Unit Cost: (i) The Supplier shall provide to the Purchaser the items on the agreed cost more specifically described in the Price Schedule Submitted by the Bidder (Annex C). (ii) Each Items supplied shall strictly conform to the Schedule of Requirements (Annex A) and to the Technical Specification (Annex B) prescribed by the Purchaser against each item (iii) The Unit Cost agreed in the Price Schedule (Annex C), is inclusive of all taxation and costs associated with transportation and other agreed incidental costs. 6. Payments: The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services, as specified in the Schedule of Requirements and Technical Specification in accordance with the Price Schedule submitted by the Supplier, the amount against the delivered items or such other sum as may become payable under the provisions of this Contract at the time and in the manner prescribed by this Contract. 7. Mode of Payment: All payments to the Supplier shall be made through Crossed Cheques issued in the name of [supplier’s name] 8. Payment Schedule: All payments to the Supplier shall be made in accordance with the agreed Payment Schedule at Annex: F, upon satisfactory completion of delivery and fulfillment of documentary and Codal formalities highlighted in the Payment Schedule at Annex F. 9. Performance Guarantee: (i) The Supplier, within 07 days after issuance advance acceptance, shall provide to the Purchaser a Performance Guarantee equivalent to 5% CDR and 0.25% e-stamp duty of the total Contract amount on the prescribed format and in prescribed manner. This Performance Guarantee shall be released to the Supplier upon successful completion of the Contract. ii) Supplier’s Bid Security already submitted with the Bid shall only be released upon satisfactory submission of a Performance Guarantee in accordance with sub-clause (i) above. iii) Failure to submit a Performance Guarantee shall result into forfeiture of Bid Security and Cancellation of Contract.
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10.Penalties/ Liquidated Damages. i) Wherein the Supplier fails to make deliveries as per purchase order and within the stipulated time frame specified in the Schedule of Requirement, the Contract to the extent of non-delivered portion of supplies shall stand cancelled. ii) After the cancellation of the Contract no supplies shall be accepted and the amount of Performance Guaranty/ Security to the extent of non–delivered portion of supplies shall be forfeited. iii) If the Supplier fails to supply the whole consignment and not able to deliver to any district, the entire amount of Performance Guaranty/ Security shall be forfeited to the Government account and the firm shall be blacklisted minimum for two years for future participation. iv) The exact time frame for making supplies with and without penalty shall be indicated in subsequent purchase orders. v) In case of late delivery of goods beyond the periods specified in the Schedule of Requirements and subsequent purchase order, a penalty @ 0.067% per day of the cost of late delivered supply shall be imposed upon the Supplier. 11.Notices: All notices and correspondences incidental to this contract shall be in English language and shall be addressed to:
Medical Superintendent, Wazirabad Institute of Cardiology, Wazirabad
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For the Purchaser: [insert: name of office ] [insert: name of officer ] [insert: postal address ] [insert: telephone number, indicate country and city code ] [insert: facsimile or cable number or e-mail address ] For the Supplier: IN WITNESS Whereof the Parties hereto have caused this Contract to be executed at______(the place) and shall enter into force on the day, month and year first above mentioned. Signed/ Sealed: For the Purchaser. Signature: ______Name: ______Designation: ______Signed/ Sealed: For the Manufacturer/ Authorized Supplier/ Authorized Agent. Signature: ______Name: ______Designation: ______Annex. A Schedule of Requirements The supplies shall be delivered in accordance with the subsequent Purchase Orders to be issued by this department as per following schedule of requirements for Wazirabad Institute of Cardiology, Wazirabad:-
Mode of Penalty 100% Quantity as per Purchase Order Total delivery period Without penalty 60 days With penalty @ 0.067 % per day after 60 days of Purchase Order, With penalty 30 days, total delivery period 90 days
Annex. B Technical Specifications and Ancillary Services a). Product Specifications. (Detailed technical specifications, given in Section III, will be followed) b). Labeling and Packing i. The manufacturer shall follow the Drugs (Labelling and Packing) Rules 1986, framed under the DRAP Act, 2012. ii. However, the name of Drug / Medicine (Generic & Brand), equally prominent, should be printed/ written in indelible ink both in English and Urdu on the outer cartons and on each Pack, Bottle, Strip/ Blister, Tubes etc. Besides the name and principal place of business of the Manufacturer, the drug manufacturing license No., manufacturing date, expiry date, registration No., batch No., retail price, and Urdu version namely: name of drug, dosage and instructions, should also be written on the outer carton and on the most inner container in bold letters. All tablets shall be supplied in aluminium strip / blister pack. Expiry date must be printed on each aluminium strip / blister. The syrup should be supplied in glass / pet bottle with sealed caps. c) Additional instructions for packing i. The suppliers are required to furnish the Warranty certificate with regard to the potency and stability (Including colouration of medicines) of the Drug for human consumption etc. in accordance with the DRAP Act, 2012 on judicial paper. ii. The bidder shall supply the drugs/medicines in special green packing with Logo of the Government of Punjab. The following wording/insignia shall be printed in bold Page 37 of 44 letters both in Urdu & English in indelible red color ink on each carton, pack, bottle, strip / blister, tubes, vial / ampoule etc. In case of items supplied by the foreign manufacturer the mentioned condition may be relaxed by the Procuring Agency. “NOT FOR SALE” “WAZIRABAD INSTITUE OF CARDIOLOGY PROPERTY” iii. After signing of the Contract, the Supplier shall submit the samples of finished medicines in accordance with the above instructions for approval and all subsequent supplies must be in accordance with the approved samples. d). Shelf life i. The shelf life must be up to 85% for the locally manufactured drugs and 75% for the imported drugs. In case where the manufacturing date is not mentioned on product label, the product must have at least 18 months shelf life at the time of supply received. ii. The lower limit of the shelf life must be up to 80% and 70% with imposition of 1% penalty charges of actual shortfall in shelf life below prescribed limit for locally manufactured and imported medicines respectively. iii. In case of vaccines & other biotechnical products, the stores with the shelf life up to 70% will be accepted without penalty charges and up to 60% with imposition of 1% penalty charges of actual shortfall in shelf life below prescribed limit” e). Testing/Verification Procedures i. After delivery of drugs and medicines at the Purchaser’s premises, the Purchaser shall send the samples from each batch to the Drugs Testing Laboratory, Punjab for testing. The Inspection Committee constituted by the Purchaser shall inspect the quantity, specifications of goods after receipt of standard quality report from DTL concerned. The cost of the lab tests shall be borne by the Supplier. ii. In case of substandard report of any batch, the Supplier has the right to go for appellate laboratory. If it is again declared substandard, the Supplier will be intimated and they will be bound to re-supply the entire fresh stock of that batch free of cost within the reasonable time period to be intimated by the purchaser but not later than 21 days (three weeks) from the date of intimation, which will be subject to completion of all testing and verification formalities. At the parallel, the case will also be forwarded to the Drugs Regulatory Authority for legal action as per DRAP Act 2012 and disposal of substandard stocks. iii. The Inspection Committee will carry out detailed physical examination of stocks and can reject, even if it is declared of standard quality by DTL, if found not according to the approved sample and other technical specifications like packaging, labeling, printing and quantity etc. Moreover, the Supplier will also be responsible to replace the unconsumed expired stores without any further charges. f). Transportation/Delivery Requirements i. The Supplier shall arrange such transportation of the drugs and medicines as is required to prevent their damage or deterioration during transit to their final destination and in accordance with the terms and manner prescribed in the Schedule of Requirement ii. All costs associated with the transportation including loading/unloading of drugs and medicines and road taxes shall be borne by the Supplier. iii. All cold chain (perishable) items must be delivered in a safe and proper manner, prescribed for such types of items.
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Annex. C Price Schedule submitted by the Bidder. (The approved price schedule submitted by the Bidder will be attached) Drug/Surgical/Disposable Specification Performa (List Must be signed and attached with T.E) Name of Manufacturer: Address of the Manufacturer: Sr Ten Ite Generic Streng Offered Offered Drug Dosage Packing MRP T.P Offere # der m Name th Brand Strength Registration Form Size d Unite # # Name Offered Rate
Name and Sign:______Designation:______Stamp:______
Annex. D Purchaser’s Notification of Award (Copy of the final letter will be attached) Annex. E Purchase Order. (Specimen Sample of PO) WAZIRABAD INSTITUTE OF CARDIOLOGY DISTRICT ………………. 1 Purchase Order No Date 2 Supplier/Firm Name 3 Supplier/Firm’s Address 4 Firm Contact No 5 Conditions of the Contract: As already communicated in the Bidding Document & Contract 6 Particulars of Stores: As per detail given below Item No. Item Name Approved Specifications Unit Price in PKR (As per contract) Quantity Total Cost (PKR) Additional instructions (if any): 1. 2. 3. Medical Superintendent Annex F Payment Schedule (Payment to the Suppliers will be made against satisfactory performance and upon submission of required documents and in accordance with the procedure mentioned in the PPRA-2014. However, if there is any alternate payment schedule, agreed by the Procuring Agency and Supplier, will be annexed here)
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General Conditions of Contract (GCC) 1. Definitions 1.1 In this Contract, the following terms shall be interpreted as indicated: (a) “The Contract” means the agreement entered into between the Purchaser (WIC, Wazirabad) and the Supplier, as recorded in the Agreement signed by the Parties, including all attachments and appendices thereto and all documents incorporated by reference therein. (b) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its Contractual obligations. (c) “The Goods” means all those supplies which the Supplier is required to supply to the Purchaser under the Contract. (d) “The Services” means those services ancillary to the supply of above goods, such as printing of special instructions on the label and packing, design and logo of the government of Punjab, transportation of goods upto the desired destinations and other such obligations of the Supplier covered under the Contract. (e) “GCC” means the General Conditions of Contract contained in this section. (f) “SCC” means Special Conditions of the Contract. (g) “The Purchaser” means the Wazirabad Institute of Cardiology, Wazirabad. (h) “The Supplier” means the individual or firm supplying the goods under this Contract. (i) “Day” means calendar day. 2. Application 2.1 These General Conditions shall apply to the extent that they are not superseded by provisions of other parts of the Contract. 3. Source of Import 3.1 All goods and related services to be supplied under the contract that are required to be imported in Pakistan shall have their origin in eligible source countries as prescribed by the commercial policies of the Federal Government of Pakistan and all expenditures made under the contract shall be limited to such goods and services. 3.2 For purposes of this clause, “origin” means the place where the goods are produced, or the place from which the related services are supplied. Goods are produced, through manufacturing or processing. 4. Standard The goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of this Contract. If the Supplier provide substandard item and fail to provide the fresh supply, the payment of risk purchase (which will be purchased by the WIC, Wazirabad) the price difference shall be paid by the Supplier. In case of supply of substandard product the cost associated with disposal/destruction or associated handling shall be borne by the Supplier i.e removal from purchaser’s premises, burning, dumping, or incineration.
5. Use of Contract Documents and Information. The Supplier shall not, without the Purchaser’s prior written consent, disclose the Contract, or any provision thereof, or any specification, sample, or information furnished by or on behalf of the Purchaser in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance. Page 40 of 44
The Supplier shall not, without the Purchaser’s prior written consent, make use of any document or information enumerated in GCC Clause except for purposes of performing the Contract. Any document, other than the Contract itself, enumerated in GCC Clause shall remain the property of the Purchaser and shall be returned (all copies) to the Purchaser on completion of the Supplier’s performance under the Contract if so required by the Purchaser. The Supplier shall permit the Purchaser to inspect the Supplier’s accounts and records relating to the performance of the Supplier. 6. Patent Rights 6.1 The Supplier shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the country. 7. Submission of Samples 7.1 Before commencing supplies, the Supplier shall provide samples free of cost, if and as specified in the Schedule of Requirements of the product to the designated office or staff, as the case may be. 8. Ensuring storage arrangements 8.1 To ensure storage arrangements for the intended supplies, the Supplier shall inform the Purchaser at least 0ne (01) week in advance. However, in case no space is available at the Purchaser’s premises at the time of supply, the Purchaser shall , at least 02 days prior to such situation, shall inform the Supplier, in writing, of the possible time frame of availability of space by which the supplies can be made. In case the Supplier abides by the given time frame it shall not be penalized for delay. 9. Inspections and Tests 9.1 The Purchaser or its representative shall have the right to inspect and/or to test the goods in accordance with the procedure given in the SCC to confirm their conformity to the Contract specifications at no extra cost to the Purchaser. 9.2 All costs associated with testing shall be borne by the Supplier.
The Purchaser’s right to inspect, test and, where necessary, reject the goods either at Supplier’s premises or upon arrival at Purchaser’s destinations shall in no way be limited or waived by reason of the goods having previously been inspected, tested, and passed by the Purchaser or its representative prior to the goods delivery from the point of Supply or manufacturing. Nothing in GCC Clause 9 shall in any way release the Supplier from any warranty or other obligations under this Contract. 10. Delivery and Documents 10.1 The Supplier in accordance with the terms and manner specified in the Schedule of Requirements shall make delivery of the goods. The Supplier shall furnish all necessary documentation necessary for completion of the delivery, at the time of delivery and in the manner prescribed. The goods supplied under the Contract shall be Delivered Duty Paid (DDP) under which risk is transferred to the buyer after the Goods having been delivered; 11. Insurance 11.1 The supplier shall be solely responsible for Insurance of the Goods subject to the contract. 12.Transportation 12.1 The Supplier shall arrange such transportation of the goods as is required to prevent their damage or deterioration during transit to their final destination and in accordance with the terms and manner prescribed in the Schedule of Requirement. All costs associated with the transportation of the goods subject to this contract shall be borne by the Supplier. Page 41 of 44
13. Incidental Services 13.1 The Supplier shall be required to provide the incidental services as specified in the SCC and the cost of which is included in the total bid price. 14. Warranty 14.1 All goods subject to this contract shall be accompanied by the necessary warranty in the manner prescribed in the SCC. The Purchaser shall promptly notify the Supplier in writing of any claims arising under this warranty. 15. Payment 15.1 The purchaser shall make payments to the Supplier in accordance with the conditions set forth in the Payment Schedule agreed and annexed to this contract. The currency of payment shall be Pakistan Rupee. 16. Prices 16.1 Prices charged by the Supplier for goods delivered under the Contract shall not vary from the prices quoted by the Supplier in its bid and shall remain the same till the expiry of the contract unless the Parties to this contract mutually agree to vary the prices. 17. Contract Amendments 17.1 No variation in or modification of the terms of the Contract shall be made except by written amendment signed by the Parties. 18. Assignment 18.1 The Supplier shall not assign, in whole or in part, its obligations to any other party to perform under this Contract, except with the Purchaser’s prior written consent. 19. Subcontracts 19.1 The Supplier shall not be allowed to sublet and award subcontracts under this Contract. 20. Delays in the Supplier’s Performance 20.1 Delivery of the goods shall be made by the Supplier in accordance with the time schedule prescribed by the Purchaser in the Schedule of Requirements. If at any time during performance of the Contract, the Supplier encounters conditions impeding timely delivery of the goods, the Supplier shall promptly notify the Purchaser in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Purchaser shall evaluate the situation and may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the Parties by an amendment to the Contract. Except as provided under GCC Clause 20, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages as prescribed in the SCC, unless the parties to this contract mutually agree for extension of time. 21. Termination for Default 21.1 The Purchaser, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part: (a) if the Supplier fails to deliver any or all installments of the goods within the period(s) specified in the Contract and subsequent purchase order, or within any extension thereof granted by the Purchaser pursuant to GCC Clause 20; or (b) if the Supplier fails to perform any other obligation(s) under the Contract. (c) if the Supplier, in the judgment of the Purchaser has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.
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For the purpose of this clause Corrupt and fraudulent practices means: the offering, giving, receiving, or soliciting of any thing of value to influence the action of a public official or the supplier or contractor in the procurement process or in contract execution to the detriment of the Procuring agencies; or misrepresentation of facts in order to influence a procurement process or the execution of a contract, collusive practices among bidders (prior to or after bid submission) designed to establish bid prices at artificial, non- competitive levels and to deprive the Procuring agencies of the benefits of free and open competition and any request for, or solicitation of anything of value by any public official in the course of the exercise of his duty” 22. Force Majeure 22.1 Notwithstanding the provisions of GCC Clauses 20 and 21, the Supplier shall not be liable for forfeiture of its Performance Guaranty, or termination/ blacklisting for default if and to the extent that it’s delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to mis-planning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics, quarantine restrictions and freight embargoes. If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing with sufficient and valid evidence of such condition and the cause thereof. The Purchaser shall examine the merits of the case and all reasonable alternative means for completion of purchase order under the Contract and inform the Supplier of its findings promptly. Unless Purchaser informs the Supplier in writing of its agreement on the application of force majeure, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event. 23. Termination for Insolvency 23.1 The Purchaser may at any time terminate the Contract by giving written notice of one month time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties. 24. Arbitration and Resolution of Disputes 24.1 The Purchaser and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract. If, after thirty (30) days from the commencement of such informal negotiations, the Purchaser and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred to the Arbitrator for resolution through arbitration. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration under the Arbitration Act of 1940 (As amended from time to time). 25. Governing Language 25.1 The Contract shall be written in English language. Subject to GCC Clause 26, the version of the Contract written in the specified language shall govern its interpretation. All correspondence and other documents pertaining to the Contract, which are exchanged by the Parties, shall be written in English.
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26. Applcation Law 26.1 This Contract shall be governed by the Laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction. 27. Notice 27.1 Any Notice given by one party to the other pursuant to this Contract shall be sent to the other party in writing and on the other address specified in SCC. 27.2 A Notice shall be effective when delivered or on the notice’s effective date, whichever is later. 28. Taxation 28.1 All taxation, whether International, Federal, Provincial or Local, shall be borne by the supplier. 29. Replacement of Expired/Substandard/Unconsumed/Banned/Adulterated Drugs 29.1 Expired/sub-standard/unconsumed/banned/adulterated drugs/medicine will be govered by the drug act 1976, supplier/manufacturers will also furnish warranty certificate on legal stamp paper of Rs. 100/ at the time of delivery. That the firm will replace unconsumed/expired/substandard/banned/adulterated drugs without any further charges.The replacement will be made as per following instructions: a) Expired medicines/drugs should be destroyed by the inspection team constituted by the Medical Superintendent Wazirabad Institute of Cardiolgy, Wazirabad in the presence of representative of the firm. b) Replacement of expired/sub-standard etc medicine would be made either with the same drugs in its quantity or if the same drugs are not needed the other medicine from PVMS list would be accepted at the same amount of that medicine. c) Regarding the price to be changed for such replacement, if the firm has concluded the contract with this hospital for the said drug, it would replace such drug on the same price on which rate contract has been finalized. In case the replacement is to be made the firm with non-tender item, the price would be determined on the basis of MRP minus 15% (as discount) or the price fixed by the firm whichever is less. d) In case drugs/medicine required to be replaced are no longer being acceptable medicine, the firm would refund the amount due.
Procurement/Tender Committee for finalization of Bidding Docemtns:
Miss Javeria Arooj Mr. Farrukh Irshad Dr. Faisal Shahzad Hospital Pharmacist Director Finance SR of Cardiac Surgery WIC, Wazirabad WIC, Wazirabad WIC, Wazirabad Member Member Member
Dr. Mubashar Manzoor Alam Dr. Muhammad Aslam Chaudhary Dr. Ghulam Murtaza Qazi Addl: Medical Superintendent AMS Purchase / PMO Medical Superintendent WIC, Wazirabad WIC, Wazirabad WIC, Wazirabad Member Member Chairman
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Wazirabad Institute of Cardiology, Wazirabad
BIDDING DOCUMENT FOR PROCUREMENT
OF
X-RAY FILMS, CHEMICALS & CASSETTES
(2020-21)
Page 2 of 21 CHECK LIST
S # DETAIL YES / NO PAGE # KNOCK OUT CLAUSES
1 Original receipt for purchase of tender. 2 Valid National ID Card (NADRA). 3 Company profile (Name, Address, and Tel No). 4 Acceptance of terms and condition of tender documents duly signed and stamped. 5 Min One year experience in supplies to Government / Autonomous institutions. An affidavit on stamp paper of Rs.100/- submitting that the firm is never 6 blacklisted on any grounds whatsoever from Government / Autonomous institutions. Price should not be mentioned on technical bid, if mentioned, bid will be 7 cancelled. 8 Valid National Tax Number. 9 Valid General Sale Tax certificate. 10 Valid Professional Tax certificate. Bid security 2% of Estimated price in the shape of fresh CDR in the name of 11 Medical Superintendent, Wazirabad Institute of Cardiology. GENERAL CLAUSES 1 Detail of staff / profile of company Supply orders detail over last one year (minimum) from Government organization 2 / Autonomous institutions. An affidavit on stamp paper of Rs.20/- that the bidder shall provide X-Ray Films / 3 Chemicals & Cassettes to Wazirabad Institute of Cardiology as per Demand / Orders. 4 Latest tax paid or balance sheet or audit inspection report.
Page 3 of 21 INVITATION FOR BIDS
WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD
The Wazirabad Institute of Cardiology invites sealed bids from the eligible bidders for supply of material to meet the requirement of Wazirabad Institute of Cardiology. Detailed description and quantities of material are given in the Bidding Documents.
Interested eligible bidders may get the Bidding Documents at the address mentioned below on submission of written application along with payment of non- refundable fee of Rs. 2000/- . Bidding Documents shall be issued upto (as per advertisement) . However, a copy of the Bidding Documents is also available for information only on the websites of Punjab Procurement Regulatory Authority (www.ppra.punjab.gov.pk) a nd ------until the closing date for the submission of bids.
Bidding will be conducted through Single Stage – Two Envelopes bidding procedure as per PPRA Rule 2014 (amended 2016)
Bids must be delivered to the address below at or before (as per advertisement) - Bid security of 2% of the estimated price in the shape of CDR should be attached with the financial bid. Late received bids will be rejected. Bids will be opened in the presence of the bidders’ representatives who choose to attend at the address below at (as per advertisement) The Bidders are requested to give their best and final prices.
MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY WAZIRABAD
Page 4 of 21 Bid Data Sheet
ITB Ref Description Detail
N/A Bid reference number
N/A Commencement of sale of Bidding Document After one days of publishing of advertisement in newspaper.
N/A Last date of sale of Bidding Document ITB Clause 24 Last date and time for the receipt of bidding Document N/A Pre-bid meeting date, time and venue
ITB Clause 27 Date, time and venue of opening of technical Bids
ITB Clause 16 Bid currency PKR ITB Clause 13 Language of bid English or Urdu
ITB Clause 20 Amount of bid security 2% of the estimated price (Estimated price Mention against each item of the list)
ITB Clause 21 Bid validity period Till 30 June 2021
ITB Clause 09 Bidding procedure Single stage – Two Envelop procedure ITB Clause 27 Address for communication: MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY WAZIRABAD INSTRUCTIONS TO BIDDERS
1. Source of Funds: The Government of Punjab, Health Department has allocated funds for the purchase of X-Ray Films / Chemicals & Cassettes to the individual institution under their relevant Head of Account which will be utilized by Wazirabad Institute of Cardiology for the purchase of X-Ray Films / Chemicals & Cassettes during the financial year 2020-21.Wazirabad Institute of Cardiology intends to fix the price / conclude the contract for the supply of X-Ray Films / Chemicals & Cassettes on Free Delivery to Consignee’s end basis directly to Wazirabad Institute of Cardiology
2. Eligible bidders: This Invitation for Bids is open to all printers having income tax/sale tax registered distributors/suppliers/importer for the supply of X-Ray Films / Chemicals & Cassettes on Free Delivery to Consignee’s end basis. The bidders shall not be under a declaration of ineligibility for corrupt and fraudulent practices, declared by any Government (Federal/Provincial/District), a Local Body or a Public Sector Organization.
3. Eligible Goods and Services: All goods and related services to be supplied under the contract shall have their origin in eligible source countries and all expenditures made under the contract shall be limited to such goods and services. For this purpose, the term “Goods” includes any Goods that are the subject of this Invitation for Bids and the term “Services” shall include related services such as transportation, insurance etc. The “origin” means the place where the goods are mined, grown, or produced, or the place
Page 5 of 21 from which the related services are supplied. Goods are produced through manufacturing or processing, or substantial and major assembly of ingredients / components, a commercially recognized product results that is substantially different in basic characteristics or in purpose or utility from its components.
4. Cost of Bidding: The bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for those costs, regardless of the manner or outcome of the bidding process.
NOTE: List of required items with specifications is attached at the end of tender document.
THE BIDDING DOCUMENTS
5. Content of Bidding Documents i. The goods required, bidding procedures, and contract terms are prescribed in the bidding documents. In addition to the invitation for bids, the bidding documents shall include:- a) Instructions to bidders; b) General Conditions of Contract; c) Special Conditions of Contract; d) Schedule of Requirements; e) Technical Specifications; f) Manufacturer’s Authorization Form; g) Performance Guaranty Form; ii. The “Invitation for Bids” does not form part of the Bidding Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid and the Bidding Documents listed above, the said Bidding Documents shall take precedence. iii. The bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. iv. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect shall be at the bidder’s risk and may result in the rejection of its bid.
6. Clarification of Bidding Documents: A prospective bidder requiring any clarification of the bidding documents may notify the Procuring Agency, in writing at the Procuring Agency’s address, indicated in the Invitation for Bids. The Procuring Agency shall respond in writing to any request for clarification of the bidding documents, which it receives no later than ten (10) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids. Written copies of the Procuring Agency’s response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective bidders that have received the bidding documents. Pre-bid conference will also be held on time & date mention in Bid Data Sheet if needs necessary.
7. Amendment of Bidding Documents: At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the bidding documents by amendment. All prospective bidders that have received the bidding documents shall be notified of the amendment in writing or by phone, and shall be binding on them. In order to allow prospective bidders reasonable time in which to take the amendment into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids. As per admissible in PPRA 2014 amended 2016.
PREPARATION OF BIDS
8. Language of Bid: The bid prepared by the bidder, as well as all correspondence and documents relating to the bid exchanged by the bidder and the Procuring Agency shall be written in English. Supporting documents and printed literature furnished by the bidder may be in another language provided they are accompanied by an accurate translation in English, in which case, for purposes of interpretation of the Bid, the translation shall govern.
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9. Documents Comprising the Bid: The bid shall comprise the following components: (a) Bid Form and Price Schedule completed in accordance with instruction to bidders (to be submitted along with financial proposal). (b) Documentary evidence established in accordance with instruction to bidders that the bidder is eligible to bid and is qualified to perform the Contract if its bid is accepted; (c) Documentary evidence established in accordance with instruction to bidders that the goods to be supplied by the bidder are eligible goods and conform to the bidding documents; and (d) Bid Security @ 2% of the estimated price (Estimated price Mention against each item of the list) in the shape of Call Deposit (Fresh CDR) in the name of Medical Superintendent , Wazirabad Institute of Cardiology to be submitted with financial offer.
10. Bid Form & Price Schedule: The bidder shall complete the Bid Form and an appropriate Price Schedule furnished in the bidding documents, indicating the goods to be supplied, a brief description of the goods, their strength, packing, quantity, and prices.
11. Bid Prices: i. The bidder shall indicate on the appropriate Price Schedule the unit prices and total bid price of the goods, it proposes to supply under the Contract. ii. Form of price Schedule is to be filled in very carefully, preferably typed. Any alteration /correction must be initialed. Every page is to be signed and stamped at the bottom. Serial number of the quoted item may be marked with red / yellow marker. iii. The bidder should quote the prices of goods according to the technical specifications as provided in the Form of Price Schedule and Technical Specifications. The specifications of goods, different from the demand of bid enquiry, shall straightway be rejected. iv. The bidder is required to offer competitive price. All prices must include the General Sales Tax (GST) and other taxes and duties, where applicable. If there is no mention of taxes, the offered / quoted price shall be considered as inclusive of all prevailing taxes/duties. The benefit of exemption from or reduction in the GST or other taxes shall be passed on to the Procuring Agency. v. Prices offered should be for the entire quantity demanded; partial quantity offers shall straightaway be rejected. Conditional offer shall also be considered as non-responsive bidder. vi. While tendering your quotation, the present trend / inflation in the rate of goods and services in the market should be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained.
12. Bid currencies: Prices shall be quoted in Pak Rupees.
13. Documents Establishing bidder’s Eligibility and Qualification i. The bidder shall furnish, as part of its technical bid, documents establishing the bidder’s eligibility to bid and its qualifications to perform the Contract if its bid is accepted. ii. The documentary evidence of the bidder’s eligibility to bid shall establish to the Procuring Agency’s satisfaction that the bidder, at the time of submission of its bid, is eligible as defined under instruction to the bidders iii. The documentary evidence (to be submitted along with technical proposal) of the bidder’s qualifications to perform the Contract if its bid is accepted shall establish to the Procuring Agency’s satisfaction: (a) The Sole Agent / Importer shall have to produce letter of authorization from Manufacturer and in case of Manufacturer, documentary proof including manufacturing license / registration certificate, to the effect that they are the original manufacturer of the required specifications of goods, shall be provided. (b) National Tax Number (NTN) and General Sales Tax Number (GST) (if applicable) with documentary proof shall have to be provided by each bidder in the tender. (c) The bidder shall submit an affidavit on legal stamp paper of Rs. 100/- that their firm is not blacklisted on any ground by any Government (Federal/Provincial/District), a local body or a Public Sector Organization. The bidder shall be debarred from bid on account of submission of false statement. (d) The bidder should have minimum one-year experience in the market. Similarly, it is mandatory that the item to be quoted by the bidder / Manufacturer should have availability in the market minimum for the last one year. Documentary proof shall have to be provided in this regard.
Page 7 of 21 (e) The bidder is required to provide with the Technical Proposal, the name of item(s) for which they have quoted their rates in the Financial Proposals. (f) The bidder must indicate the registration number, make of country of origin / Manufacturer of the X-Ray Films / Chemicals & Cassettes, capacity of production of the firm, its financial status, batch capacity, necessary assurance of quality production and list of qualified technical and supervisory staff working in the production and quality control departments in the manufacturing plants. (g) The bidder shall provide a list of plant, major machinery and equipment installed in the factory. In case of imported material, the profile / credentials of the foreign Manufacturer in the respective foreign country shall be provided along with bid.
14. Documents Establishing Good’s Eligibility and Conformity Bidding Documents: i. The bidder shall furnish along with Technical Proposal, as part of its bid, documents establishing the eligibility and conformity to the bidding documents of all goods, which the bidder proposes to supply under the Contract. ii. The documentary evidence of the eligibility of the goods shall consist of a statement in the Price Schedule of the country of origin of the goods offered which a certificate of origin issued by the Manufacturer shall confirm.
15. Bid Security @ 2% of the estimated price (Estimated price Mention against each item of the list) in the shape of Call Deposit (Fresh CDR) in the name of Medical Superintendent , Wazirabad Institute of Cardiology from any schedule bank shall be furnished by the bidder along with financial offer.
16. Bid Validity i. Bids shall remain valid till 30 June 2021(extendable for further three month) after the date of opening of Technical Bid, prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive. ii. The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However, under exceptional circumstances and for reason to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity. iii. bidders who,- (a) Agree to the Procuring Agency’s request for extension of bid validity period shall not be permitted to change the substance of their bids; and (b) Do not agree to an extension of the bid validity period shall be allowed to withdraw their bids without forfeiture of their bid securities (earnest money).
17. Format and Signing of Bid: i. The bidder shall prepare and submit its bid along with original purchase receipt. The bid shall be typed or written in indelible ink and shall be signed by the bidder or a person or persons duly authorized to bind the bidder to the Contract. The person or persons signing the bid shall initial all pages of the bid, except for un-amended printed literature. ii. Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid.
SUBMISSION OF BIDS
18. Sealing and Marking of Bids i. The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion. The inner and outer envelopes shall be sealed and: ii. Be addressed to the Procuring Agency at the address given in the Invitation for Bids and; iii. Bear the name and number indicated in the Invitation for Bids. iv. The inner envelopes shall also indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared as “non-responsive” or “late”. v. If the outer as well as inner envelopes are not sealed and marked as required by instruction to bidders, the Procuring Agency shall assume no responsibility for the bid’s misplacement or premature opening and shall be rejected forth with.
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19. Deadline for Submission of Bids: Bids must be submitted by the bidder and received by the Procuring Agency at the address specified under instruction to bidders, not later than the time and date specified in the Invitation for Bids. The Procuring Agency may, at its discretion, extend this deadline for the submission of bids by amending the bidding documents in accordance with instruction to bidders, in which case all rights and obligations of the Procuring Agency and bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.
20. Late Bid: Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency shall be rejected and returned unopened to the bidder
21. Withdrawal of Bids: The bidder may withdraw its bid after the bid’s submission and prior to the deadline prescribed for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in instruction to bidders.
OPENING AND EVALUATION OF BIDS
22. Opening of Bids i. The Procuring Agency shall initially open only the envelope marked “TECHNICAL PROPOSAL” in the presence of bidders’ representatives who choose to attend, at the time, on the date, and at the place specified in the Invitation for Bids. The bidders’ representatives who are present shall sign the Attendance Sheet evidencing their attendance. However, the envelope marked as “FINANCIAL PROPOSAL” if it is sealed shall be retained in the custody of Procuring Agency without being opened and till completion of the evaluation process. ii. The bidders’ names, item(s) for which they quoted their rate and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced at the opening of technical proposal. No bid shall be rejected at technical proposal / bid opening, except for late bids, which shall be returned unopened to the bidder. However, at the opening of Financial Proposals (the date, time and venue would be announced later on), the bid prices, discounts (if any), and the presence or absence of requisite Bid Security and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced. iii. The Procuring Agency shall prepare minutes of the bids opening (technical and financial).
23. Clarification of Bids: During evaluation of the bids, the Procuring Agency may, at its discretion, ask the bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted
24. Preliminary Examination i. The Procuring Agency shall examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. ii. In the financial bids the arithmetical errors shall be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the bidder does not accept the correction of the errors, its bid shall be rejected, and its bid Security may be forfeited. If there is a discrepancy between words and figures, the amount in words shall prevail. iii. The Procuring Agency may waive any minor informality, nonconformity, or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any bidder. iv. Prior to the detailed evaluation, the Procuring Agency shall determine the substantial responsiveness of each bid to the bidding documents. For purposes of these Clauses, a substantially responsive bid is one, which conforms to all the terms and conditions of the bidding documents without material deviations. Deviations from, or objections or reservations to critical provisions, such as those concerning Applicable Law, Taxes & Duties shall be deemed to be a material deviation for technical proposals. The Procuring Agency’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence.
Page 9 of 21 v. If a bid is not substantially responsive, it shall be rejected by the Procuring Agency and may not subsequently be made responsive by the bidder by correction of the nonconformity.
25. Evaluation & Comparison of Bids i. The Procuring Agency shall evaluate and compare the bids, which have been determined to be substantially responsive. ii. The Procuring Agency’s evaluation of technical proposal / bid shall be on the basis of previous performances, previous test reports, inspection of plant/ factory / premises (if not previously conducted), previous experience, financial soundness and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be considered. However, the evaluation of financial proposal shall be on the basis of price inclusive of prevailing taxes and duties in pursuant to instruction to bidders. iii. All bids shall be evaluated in accordance with the evaluation criteria and other terms & conditions set forth in these bidding documents. iv. A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids.
26. Evaluation Criteria: i. For the purposes of determining the lowest evaluated bid, facts other than price such as previous performances, inspection of plant / factory /premises, previous experience, financial soundness and such other details as the Procuring Agency, at its discretion, may consider appropriate shall be taken into consideration. The following merit point system for weighing evaluation factors/ criteria can be applied for the TECHNICAL PROPOSALS. The number of points allocated to each factor shall be specified in the Evaluation Report. Evaluation Criteria X-Ray Films / Chemicals & Cassettes: Name of Firm: ______S# Parameters Detail Marks Remarks Major institutions served: Institutions include Bidder’s Past i. No institution served 0 Government Performance ii. 1 5 departments and 1 (Last one iii. 2 to 3 8 20 autonomous year) As per iv. 4 to 5 12 departments. Submit Bid Form 4 v. 6 to 7 16 vi. 8 and above 20 copies of supply orders.
Bidder’s Bidders having less than Market i. 1-3 years 4 one year experiences are 2 experience ii. 3-5 year 7 10 not eligible. Provide in quoted iii. Above 5 years 10 evidence of no of years
items in business i. Last year’s audited balance 6 Bidder can provide more sheet than one Bank 3 Financial status 20 ii. Tax returns last three years 6 certificates showing iii. Bank Certificate/Statement 8 good financial status
i. Excellent 30 Bidder will provide 4 Sample ii. Good 20 30 samples and end user iii. Satisfactory 10 will evaluate. iv. Unsatisfactory 0
Past i. Satisfactory 10 Bidder will provide ii. Unsatisfactory 0 5 Performance 10 past performance with WIC Certificate. i. Excellent 10 Bidder will provide Engineering ii. Good 7 6 10 List of trained Capability iii. Satisfactory 5 iv. Unsatisfactory 0 engineering staff.
Total marks: 100 Total marks Obtained: Qualifying marks 70%
Page 10 of 21 2. SCHEDULE OF REQUIREMENT:
MODE OF PENALTY TOTAL 100% QUANTITY AS PER DELIVERY PURCHASE ORDER PERIOD WITHOUT PENALTY 60 days 60 Days WITH PENALTY At the rate of 2% per month
0.067% per day after 60 days of Purchase Order
i) 100% complete information according to the bid evaluation criteria provided by the firm will get maximum marks. THE INFORMATION PROVIDED BY THE FIRM SHOULD BE RELEVANT, CONCISE AND TO THE POINT AS PER BID EVALUATION CRITERIA, UN NECESSARY DOCUMENTATION WILL HAVE A NEGATIVE IMPACT. ii) After technical evaluation is completed, the Procuring Agency shall inform the bidders who have submitted proposals the technical scores obtained by their technical proposal, and shall notify those bidders whose proposal did not meet the minimum qualifying mark which is 70% or were considered non responsive, that their financial proposals shall be returned unopened after completing the selection process. The Procuring Agency shall simultaneously notify in writing bidders that have secured the minimum qualifying marks, the date, time and location for opening the financial proposals. Bidders’ attendance at the opening of financial proposals is optional. iii) Financial proposals shall be opened publicly in the presence of the bidders or their representatives who choose to attend. The name of the bidders and the technical score of the bidder shall be read aloud. The financial proposal of the bidders who met the minimum qualifying marks shall then be inspected to confirm that they have remained sealed and unopened. These financial proposals shall be then opened and the quoted price read aloud and recorded.
27. Contacting the Procuring Agency: No bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded. If the bidder wishes to bring additional information to the notice of the Procuring Agency, it should do so in writing. Any effort by a bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract award may result in the rejection of the bidder’s bid. Canvassing by any bidder at any stage of the Tender evaluation is strictly prohibited. Any infringement shall lead to disqualification in addition to any other penalty Procuring Agency may in its discretion impose. 28. Qualification & disqualification of bidders: The Procuring Agency shall disqualify a bidder if it finds, at any time, that the information submitted by firm was false and materially inaccurate or incomplete. 29. Rejection of Bids: (1) The procuring agency may reject all bids or proposals at any time prior to the acceptance of a bid or proposal. (2) The procuring agency 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. (3) The procuring agency shall incur no liability, solely by virtue of its invoking sub-rule (1) towards the bidders. (4) The bidders shall be promptly informed about the rejection of the bids, if any. (5) A procuring agency may, for reasons to be recorded in writing, restart bidding process from any prior stage if it is possible without violating any principle of procurement contained in rule 4 and shall immediately communicate the decision to the bidders.
30. Re-Bidding: If the Procuring Agency rejected all bids, it may call for a re-bidding or if deems necessary and appropriate the Procuring Agency may seek any alternative methods of procurement under Punjab Procurement Rules-2014 (amended 2016). The Procuring Agency before invitation for re-bidding shall assess the reasons for rejection and may revise specifications, evaluation criteria or any other condition for bidders, as it may deem necessary.
31. Announcement of Evaluation Report: The Procuring Agency shall declare the results of bid evaluation prior to the award of procurement contract.
Page 11 of 21 AWARD OF CONTRACT
32. Acceptance of Bid and Award criteria The bidder with the lowest evaluated bid, if not in conflict with any other law, rules, regulations or policy of the Provincial Government, shall be awarded the Contract, within the original or extended period of bid validity.
33. Procuring Agency’s right to vary quantities at time of award The Procuring Agency reserves the right at the time of Contract’s award to increase or decrease, the quantity of goods originally specified in the Price schedule and Schedule of Requirements without any change in unit price or other terms and conditions.
34. Limitations on negotiations Negotiations may not relate to the price or substance of tenders or proposals specified by the bidder in his tender, but only to minor technical, Contractual or logistical details. I. As guidance only, negotiations may normally relate to the following areas: Minor alterations to technical details, such as the terms of reference, the scope of work, the specification or drawings; Minor amendments to the Special Conditions of Contract; Finalizing the payment arrangements; Mobilization arrangements; Agreeing final delivery or completion schedules to accommodate any changes required by the procuring agency; The proposed methodology or staffing; Inputs required from the procuring agency; Clarifying details that were not apparent or could not be finalized at the time of bidding; The bidder’s tax liability in Pakistan, if the bidder is a foreign company. Negotiations shall not be used to: Substantially change the technical quality or details of the requirement, including the tasks or responsibilities of the bidder or the performance of the goods; Substantially alter the terms and conditions of Contract; Reduce work inputs solely to meet the budget; or Substantially alter anything which formed a crucial or deciding factor in the evaluation of the Tenders or proposals.
35. Notification of Award i. Prior to the expiration of the period of bid validity, the Procuring Agency shall notify the successful bidder in writing by registered letter, to be confirmed in writing by registered letter, that its bid has been accepted. ii. The notification of award shall constitute the formation of the Contract.
36. Signing of Contract i. At the same time as the Procuring Agency notifies the successful bidder that its bid has been accepted, the Procuring Agency shall send the bidder the Contract Form provided in the bidding documents, incorporating all agreements between the Parties. ii. Both the successful bidder and the Procuring Agency shall sign with date the Contract on the legal stamp paper of worth Rs. 0.25% of total amount of supply order. Thereafter, the Procuring Agency shall issue Purchase Order. If the successful bidder, after completion of all Codal Formalities shows inability to sign the Contract then the firm shall be blacklisted minimum for two years. In such situation, the Procuring Agency may make the award to the next lowest evaluated bidder or call for new bids and in this context the difference of price of good/ service shall be deducted from security of defaulter firm/bidder.
37. Performance Guaranty/ Security i. On the date of signing of Contract, the successful bidder shall furnish the Security in the shape of CDR in the name of MS WIC 5% of award letter amount.
Page 12 of 21 ii. Failure of the successful bidder to comply with the requirement of instructions to the bidders shall constitute sufficient grounds for the annulment/termination of the award and forfeiture of the bid Security, in which event the Procuring Agency may make the award to the next lowest evaluated bidder or call for new bids.
38. Corrupt or Fraudulent Practices (a) The Procuring Agency requires that the Procuring Agency as well as bidders/ Contractors observe the highest standard of ethics during the procurement and execution of such Contracts. In pursuance of this policy, the Procuring Agency defines, for the purposes of this provision, the terms set forth below as follows: i. “corrupt practice” means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in Contract execution; and ii. fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract to the detriment of the Procuring Agency, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial noncompetitive levels and to deprive the Procuring Agency of the benefits of free and open competition; (b) Shall reject a proposal for award if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the Contract in question; (c) Shall declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing a Contract; onus of proof will be on the firm.
GENERAL CONDITIONS OF CONTRACT
1) Definitions: In this Contract, the following terms shall be interpreted as indicated against each; i) “The Contract” means the agreement between the Procuring Agency and the Supplier, as recorded in the Contract Form signed by the Parties, including all attachments and appendices thereto and all documents incorporated by reference therein. ii) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations. iii) “The Goods” means X-Ray Films / Chemicals & Cassettes iv) “The Services” means those services ancillary to the supply of goods, such as X-Ray Films / Chemicals & Cassettes v) “The Procuring Agency” means the Medical Superintendent Wazirabad Institute of Cardiology “The Supplier” means the individual or firm supplying the goods under this Contract.
2) Application: These General Conditions shall apply to the extent that they are not inconsistent / superseded by provisions of other parts of the Contract 3) Country of Origin All goods and related services to be supplied under the contract shall have their origin in eligible source countries and all expenditures made under the contract shall be limited to such goods and services. For the purposes of this clause, “origin” means the place where the goods are produced through manufacturing or processing, or the place from which the related services are supplied. 4) Standards: The goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications. 5) Use of Contract Documents and Information i) The Supplier shall not disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Procuring Agency in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. ii) The Supplier shall not, without the Procuring Agency’s prior written consent, make use of any document or information enumerated in condition of contract except for purposes of performing the Contract. iii) Any document, other than the Contract itself, enumerated in condition of contract shall remain the property of the Procuring Agency and shall be returned if so required by the Procuring Agency. iv) The Supplier shall permit the Procuring Agency to inspect the Supplier’s accounts and records relating to the performance of the Supplier.
Page 13 of 21 6) Patent Rights: The Supplier shall indemnify the Procuring Agency against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the country. 7) Submission of Samples: The Supplier shall provide samples (free of cost) of the product to procuring agency. 8) Ensuring intimation of storage arrangements: To ensure storage arrangements for the intended supplies, the Supplier shall inform the Consignee one week in advance. 9) Inspections and Test / Analysis i.The Procuring Agency or its representative shall have the right to inspect and/or to test the goods to confirm their conformity to the Contract specifications at no extra cost to the Procuring Agency. ii.For the purpose of inspections and tests of X-Ray Films / Chemicals & Cassettes, the Supplier shall inform Wazirabad Institute of Cardiology at least 15 working days in advance when all or any specific consignment / installment of goods is manufactured and ready for inspection. The inspection team from Wazirabad Institute of Cardiology shall inspect the quantity, specifications of goods. The Supplier shall furnish all reasonable facilities and assistance including access to drawings and production data to the inspectors at no charge to the Procuring Agency. However, if the Supplier proves an undue delay in conduct of inspection on the part of Procuring Agency, the Supplier shall not be liable for penalty on account of that delay. iii.The Procuring Agency’s right to inspect, test and, where necessary, reject the goods after the goods either at Supplier’s premises or upon arrival at Consignee’s destinations shall in no way be limited or waived by reason of the goods having previously been inspected, tested, and passed by the Procuring Agency or its representative prior to the goods shipment from the manufacturing point. iv.Procuring Agency or its representative shall have the right to inspect and /or to test the goods to confirm their conformity to the specifications of the contract at no extra cost to the Procuring Agency. v.The inspection committee constituted by the Consignee shall inspect the quantity, specifications of goods. The cost of the lab tests shall be borne by the Supplier. vi.The supplier will be responsible for free replacement of stocks if the same is not found to be of the same specifications as required in the Invitation of Bids / Substandard /Spurious / Misbranded / Expired. Moreover, it will replace the unconsumed expired stores without any further charges. vii.The Procuring Agency’s right to inspect test and, where necessary, reject the goods after the arrival at Procuring Agency’s destinations shall in no way be limited or waived by reason of the goods having previously been inspected, tested, and passed by the Procuring Agency or its representative. viii.Nothing in General Conditions of Contract shall in any way release the Supplier from any warranty or other obligations under this Contract. 10) Physical examination i) The Inspection committee constituted by the consignee shall carry out the physical examination after receipt of supplies for checking quality / quantity of the goods supplied. ii) If the Goods supplied are found during physical examination / inspection to be against the required specifications, approved samples, etc., even if it is of standard quality, the Procuring Agency may reject the goods, and the Supplier shall either replace the rejected goods or arrange alterations necessary for rectification of observation, to meet the required specifications free of cost. Replacement in lieu of the rejected supplies must be completed within 20 days from the date of communication of decision to the Manufacturer / Supplier by the Concerned Authority. In case after replacement or alteration, the Inspection Committee again declare the item as of against the required specifications, the supply would completely be rejected and the proportionate amount of performance security of the concerned installment would be forfeited to the government account and the firm shall be blacklisted minimum for one year. However, if the entire supplies/ installments are declared as of against the required specifications, the entire performance security shall be forfeited and the firm shall be blacklisted minimum for two years; onus of proof of innocence shall be on the supplier. 11) Delivery and Documents: The Supplier in accordance with the terms specified in the Bidding Documents shall make delivery of the goods. The details of documents to be furnished by the Supplier are specified in Special Conditions of the Contract. 12) Insurance: The goods supplied under the Contract shall be delivered duty paid. 13) Transportation: The Supplier shall arrange such transportation / cold chain maintenance of the goods as is required to prevent their damage or deterioration during transit to their destination. The goods shall be delivered in Wazirabad Institute of Cardiology on the risk and cost of the Supplier. All taxes shall be borne by the Supplier. Transportation including loading / unloading of goods shall be arranged and paid for by the Supplier.
Page 14 of 21 14) Incidental Services: The Supplier shall be required to provide the incidental services as specified in Special Conditions of the Contract and the cost of which should be included in the total bid price. 15) Payment: The method and conditions of payment to be made to the Supplier under this Contract shall be specified in Special Conditions of the Contract. The currency of payment is Pak. Rupees. 16) Prices: Prices charged by the Supplier for goods delivered under the Contract shall not vary from the prices quoted by the Supplier in its bid and shall remain the same till expiry of the original bid validity period provided the Procuring Agency’s request for bid validity extension. 17) Contract Amendments: No variation in or modification of the terms of the Contract shall be made except by written amendment signed by both the Parties. 18) Subcontracts: The Supplier shall not be allowed to sublet the job and award subcontracts under this Contract. 19) Delays in the Supplier’s Performance: Delivery of the goods shall be made by the Supplier in accordance with the time schedule prescribed by the Procuring Agency. If at any time during performance of the Contract, the Supplier should encounter conditions impeding timely delivery of the goods, the Supplier shall promptly notify the Procuring Agency in writing of the fact of the delay, it’s likely duration and its cause(s). The Procuring Agency may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the Procuring Agency by amendment of Contract. A delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages, unless an extension of time is agreed upon without the application of liquidated damages. 20) Penalties/liquidated Damages: In case of late delivery beyond the presented period, penalty as specified in Special Conditions of Contract shall be imposed upon the Supplier. The above Late Delivery (LD) is subject to General Conditions of Contract including late delivery for reasons beyond control. Once the maximum is reached, the Procuring Agency may consider termination of the Contract. In case of supply of substandard product the destruction cost will be borne by the firm i.e. burning, Dumping, Incineration. If the firms provide substandard item and fail to provide the item as per specification laid down in the Technical Specification Form / Tender Enquiry, the procuring agency shall be entitled to make other arrangement at the risk / expense of the Contractor / Supplier Firm, the price difference shall be paid by the Firm. 21) Termination for Default: The Procuring Agency, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate the Contract in whole or in part, if the Supplier fails to deliver any or all installments of the goods within the period(s) specified in the Contract, or within any extension thereof granted by the Procuring Agency; or if the Supplier fails to perform any other obligation(s) under the Contract and if the Supplier, in the judgment of the Procuring Agency has engaged in corrupt or fraudulent practices in competing for or in executing the Contract 22) Force Majeure: Notwithstanding the provisions of general conditions of contract the Supplier shall not be liable for forfeiture of its Performance Guaranty/ bid Security, or termination/ blacklisting for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to mis planning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Procuring Agency in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics, quarantine restrictions and freight embargos. If a Force Majeure situation arises, the Supplier shall promptly notify the Procuring Agency in writing with sufficient and valid evidence of such condition and the cause thereof. The Committee of Health Department, constituted for Redressal of grievances, shall examine the pros and cons of the case and all reasonable alternative means for completion of purchase order under the Contract and shall submit its recommendations to the competent authority. However, unless otherwise directed by the Procuring Agency in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event. 23) Termination for Insolvency the Procuring Agency may at any time terminate the Contract by giving written notice of one month time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties.
Page 15 of 21 24) Arbitration and Resolution of Disputes: The Procuring Agency and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract. If, after thirty (30) days from the commencement of such informal negotiations, the Procuring Agency and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred to the Arbitrator for resolution through arbitration. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. The Head of Institute or his nominee shall act as sole arbitrator. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties 25) Governing Language: The Contract shall be written in English language. All correspondence and other documents pertaining to the Contract, which are exchanged by the Parties, shall be written in English. 26) Applicable Law: This contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction. 27) Notices i) Any Notice given by one party to the other pursuant to this contract shall be sent to the other party in writing and confirmed to other party’s address specified in Special Conditions of Contract. ii) A notice shall be effective when delivered or on the notice’s effective date, whichever is later
SPECIAL CONDITION OF CONTRACT
1. Definitions In this Contract, the following terms shall be interpreted as indicated against each; a. “The Contract” means the agreement between the Procuring Agency and the Supplier, as recorded in the Contract Form signed by the Parties, including all attachments and appendices thereto and all documents incorporated by reference therein. b. The Supplier: is the individual or firm supplying the goods under this contract. 2. Country of Origin: All goods and related services to be supplied under the contract must be from that origin / country as indicated under general conditions of the contract. 3. Bid Security. 2% of the estimated price (Estimated price Mention against each item of the list) in the shape of Call Deposit (CDR) in the name of Medical Superintendent, Wazirabad Institute of Cardiology to be submitted with financial bid. 4. Performance Guaranty/ Security: After signing of contract, the successful bidder shall furnish the Performance Guaranty/Security equivalent to 5% of the total Contract amount in the shape of CDR / Bank Guarantee in the name of Medical Superintendent, Wazirabad Institute of Cardiology from any of the scheduled banks in accordance with the conditions of the tender inquiry on the prescribed format. 5. Inspection and Tests: Inspection of X-Ray Films / Chemicals & Cassettes at final acceptance shall be in accordance with the conditions of contract. After delivery at Wazirabad Institute of Cardiology the goods shall be inspected /examined by the Inspection Committee, Wazirabad Institute of Cardiology to physically check the goods in accordance with the approved sample and terms / conditions of the Contract. The Committee shall submit its inspection report to Procuring Agency along with invoice / bills / delivery Challan. In case of any deficiency, pointed out by the Inspection Committee in the delivered goods, the Supplier shall be bound to rectify it free of cost. 6. Delivery and documents: The Supplier shall provide the following documents at the time of delivery of goods to Consignee’ end for verification and onward submission to quarter concerned, duly completed in all respect for payment. i) Original copies of Delivery Note / Challan (in duplicate) showing name of destination to which delivery is to be made, item’s description, batch No(s), Registration No, manufacturing and expiry date and quantity. ii) Original copies of the Supplier’s invoices (in duplicate) showing warranty, name of Procuring Agency /destination to which delivery is to be made, item’s description, Batch No, Registration No, manufacturing and expiry date, quantity, per unit cost, and total amount. iii) Original copies of the Sales Tax Invoices (where applicable) in duplicate showing name of destination to which delivery is to be made, item’s description, quantity, per unit cost (without GST), amount of GST and total amount with GST.
Page 16 of 21 7. Insurance The goods supplied under the Contract shall be delivered duty paid, under which the risk is transferred to the Procuring Agency after having been delivered; hence insurance coverage is Supplier’s responsibility therefore, they may arrange appropriate coverage. 8. Incidental Services The following incidental services shall be provided and the cost of which should include in the total bid price. a. The bidder shall supply X-Ray Films / Chemicals & Cassettes as per tender requirement in commercial packing along with complete literature (Leaflet) and with Logo of the Government of Punjab and Wazirabad Institute of Cardiology. In case, the packing requirements are not fulfilled, the 30% of total cost shall be deducted from the payment of the contractor / supplier firm. b. If the Supplier / bidder charged the prices of incidental services separately in the financial bid and not included in the Contract price of goods, the same shall be included prior to comparison of rates with the other bidders. 9. Payment A. The Payment shall be in Pak Rupees. B. The payment shall be made to the Supplier on receipt of original delivery Challan(s) and invoice(s) including those of GST (if applicable) in duplicate duly completed in all respect and signed & stamped by the store officer / signed and stamped by Consignee, along with physical inspection report, carried out by the Committee, with certificate and test / analysis report to the effect that the supplies conform to specifications. C. The laboratory test / analysis charges of sample either against the tender or bulk supplies shall be borne by the Supplier.
10. Penalties/ Liquidated Damages a. In case where the deliveries as per contract are not completed within the time frame specified in the schedule of requirement, the Contract to the extent of non-delivered portion of supply may be cancelled followed by a Show Cause Notice. No supplies shall be accepted and the amount of Performance Guaranty/ Security to the extent of non–delivered portion of supplies of relevant item shall be forfeited and the firm shall be blacklisted minimum for a period of one year. If the firm fails to supply the whole installments, the entire amount of Performance Guaranty/ Security shall be forfeited to the Government account and the firm shall be blacklisted minimum for a period of one year. Onus of proof of innocence shall be on the supplier. b. In case of late delivery of goods beyond the periods specified in the schedule of requirements, penalty @ 2% per month, 0.067% per day of the cost not exceeding 10% of the purchase order/contract value of late delivered supply shall be imposed upon the Supplier. 11. Arbitration and Resolution of Disputes: In case of any dispute, concerning the interpretation and / or application of this Contract shall be settled through arbitration. The Head of Institute or his nominee shall act as sole ARBITRATOR. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties. 12. Governing Language: The language of this Contract shall be in English. 13. Applicable Law: This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction.
Notices
Supplier’s address for notice purpose Procuring Agency’s address for notice ------purposes shall be the; Medical Superitendent Wazirabad Institute of Cardiology
Note: All assessments and procuring procedures i.e. receiving, opening and awarding etc. shall be governed by the Punjab Procurement Rules, 2014.
Page 17 of 21 PERFORMANCE GUARANTY/ SECURITY FORM (CDR)
To: [Medical Superintendent Wazirabad Institute of Cardiology] ______
Whereas M/S ______(hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No.______dated ______to supply X-Ray Films / Chemicals & Cassettes (hereinafter called “the Contract”). And whereas, it has been stipulated by you in the said Contract that the Supplier shall furnish you CDR, issued by a scheduled bank for the sum of 5% of the total Contract amount as a Security for compliance with the Supplier’s performance obligations in accordance with the Contract.
Name of the bidder ______Father, s Name______Address of bidder / Firm______NIC #______Designation.______Signature ______Stamp______
MANUFACTURER’S AUTHORIZATION FORM
To: [name of Purchaser] ______
WHEREAS [name of the Manufacturer] who are established and reputable Manufacturers of [name and/or description of the goods] having factories at [address of factory] do hereby authorize [name and address of Supplier/ Agent] to submit a bid, and subsequently negotiate and sign the Contract with you against No. [Reference of the Invitation to Bid] for the goods manufactured by us. We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Bids. [Signature for and on behalf of Manufacturer]
Note: This letter of authority should be on the letterhead of the Manufacturer and should be signed by a person competent and having the power of attorney to bind the Manufacturer. It should be included by the bidder in its bid.
Page 18 of 21 CONTRACT FORM (On Legal E-Stamp Paper of Worth Rs.0.25% of Total amount of Supply order) THIS CONTRACT is made at ------on------day of------2020, between the Medical Superintendent Wazirabad Institute of Cardiology (hereinafter referred to as the “Procuring Agency”) of the First Part; and M/s (firm name______) a firm registered under the laws of Pakistan and having its registered office at (address of the firm______) (hereinafter called the “Supplier”) of the Second Part (hereinafter referred to individually as “Party” and collectively as the “Parties”). WHEREAS the Procuring Agency invited bids for procurement of goods, in pursuance where of M/s (firm name) being the Manufacturer/ Sole Agent of (item name) in Pakistan and ancillary services offered to supply the required item (s); and Whereas the Procuring Agency has accepted the bid by the Supplier for the supply of (item name) cost per unit, NOW THIS CONTRACT WITNESSES AS FOLLOWS: 1. In this Contract words and expressions shall have the same meanings as are respectively assigned to them in the General/ Special Conditions of this Contract hereinafter referred to as “Contract”: 2. The following documents shall be deemed to form and be read and construed as integral part of this Contract, viz:- a. Price Schedule submitted by the bidder, b. Technical Specifications; c. General Conditions of Contract; d. Special Conditions of Contract; and e. Procuring Agency’s Award of contract; and f. Purchase Order
3. In consideration of the payments to be made by the Procuring Agency to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Procuring Agency to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of this Contract. 4. The Procuring Agency hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of this Contract at the time and in the manner prescribed by this Contract. 5. [The Supplier______] hereby declares that it has not obtained or induced the procurement of any Contract, right, interest, privilege or other obligation or benefit from Government of Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled by it (Government of Punjab) through any corrupt business practice. 6. Without limiting the generality of the foregoing, [the Seller/ Supplier] represents and warrants that it has fully declared the brokerage, commission, fees etc., paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a Contract, right interest, privilege or other obligation or benefit in whatsoever form from Government of Punjab, except that which has been expressly declared pursuant hereto. 7. [The Supplier______] certifies that has made and shall make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with Government of Punjab and has not taken any action or shall not take any action to circumvent the above declaration, representation or warranty. 8. [The Supplier______] accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty. It agrees that any Contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Procuring Agency under any law, Contract or other instrument, be void able at the option of Procuring Agency. 9. Notwithstanding any rights and remedies exercised by Procuring Agency in this regard, [The Supplier] agrees to indemnify Procuring Agency for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Procuring Agency in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [The Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any Contract, right, interest, privilege or other obligation or benefit in whatsoever form from Procuring Agency.
Page 19 of 21 10. This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction. 11. If the firms provide substandard item and fail to provide the item as per specification laid down in the Technical Specification Form / Tender Enquiry, the procuring agency shall be entitled to make other arrangement at the risk / expense of the Contractor / Supplier Firm, the price difference shall be paid by the Firm. 12. In case of supply of substandard product the destruction cost will be borne by the firm i.e. burning, Dumping, Incineration 13. Partial supply shall not be accepted. 14. Quality/quantity of X-Ray Films / Chemicals & Cassettes supplied will be checked by the concerned hospital through inspection committee notified by the concerned Medical Superintendent. 15. The supply shall not be accepted if found substandard. The seller shall be bound to replace the substandard stores immediately. 16. Seller shall ensure timely, continuous / uninterrupted supply of X-Ray Films / Chemicals & Cassettes to the end users as per demand throughout the contract period. 17. The seller shall have to supply such quantity as ordered. 18. The seller shall provide free delivery of X-Ray Films, Chemicals & Cassettes to consignee at the concerned hospital store. 19. If the rates charged by the seller are found higher than the market rates the extra money charged shall have to be refunded by the seller. 20. Payment will be made by the end users as per rules after completion of all codal formalities. 21. In case of breach of terms & conditions of contract agreement security of the seller shall be forfeited. 22. This contract agreement shall remain valid till 30th June, 2021 (extendable for further three month). 23. The seller will be responsible to refund any excess amount paid due to any error in calculation or mistake in evaluating the offer.
IN WITNESS Whereof the Parties hereto have caused this Contract to be executed at______(the place) and shall enter into force on the day, month and year first above mentioned.
Signature of Owner of Firm------Name ------Medical Superintend Father Name------Wazirabad Institute of Cardiology Designation------Wazirabad CNIC#------
Witnessed By (Official): Witnessed By:
Signature______Signature______CNIC#______CNIC#______Name ______Name ______Designation______Designation______Address______Address______
Page 20 of 21 BID FORM Date: ______No. ______
To: ______[Name and address of Procuring Agency]
Having examined the Bidding Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer the supply and deliver the goods specified in and in conformity with the said Bidding Documents for the sum of [Total Bid Amount ______], [Bid Amount in words______] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this bid.
We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the Schedule of Requirements. If our bid is accepted, we shall furnish performance guarantee / security in the shape of call deposit (CDR) equivalent to 5% of the total contract amount. The CDR shall be in the Name of Medical Superintendent, Wazirabad Institute of Cardiology. We agree to abide by this bid till 30 June 2021 from the date fixed for bid opening under instruction to the bidders, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us. We understand that the Procuring Agency is not bound to accept the lowest or any bid, Procuring Agency may receive.
Name and address of agent ------Amount ------(If none, state “none”). Dated this ______day of ______20__.
Signature (in the capacity of) duly authorized to sign bid for and on behalf of. Attachment
PRICE SCHEDULE FOR X-RAY FILMS / CHEMICALS & CASSETTES IN PAK RUPEES
Name of bidder______No. ______
Sr. Item Accounting Quantity Unit Price Total Cost No. Unit Required
Sign and Stamp of bidder______Note: In case of discrepancy between unit price and total, the unit price shall prevail.
SCHEDULE OF REQUIREMENT
The supplies shall be delivered within delivery date w.e.f the next date after date of issue of Purchase Order (without penalty), and with prescribed penalty, as per following schedule of requirements:-
MODE OF PENALTY TOTAL 100% QUANTITY AS PER DELIVERY PURCHASE ORDER PERIOD WITHOUT PENALTY 60 days 60 Days WITH PENALTY At the rate of 2% per month 0.067% per day after 60 days of Purchase Order
Page 21 of 21
ANNUAL DEMAND & SPECIFICATIONS FOR X-RAY FILMS, CHEMICALS & CASSETES FOR THE YEAR 2020-21
Note: Wazirabad Institute of Cardiology is exempted from GST. Therefore it is requested to quote the rates exclusive from GST. Quantity can be reduced according to the budget. Successful bidder will provide CR system and Printer with 2 trays free of cost for one year from the date of issuance of supply order.
ESTIMATED S. # ITEMS STRENGTH /SIZE SPEC QTY UNIT RATE X-RAY FILMS
01 CR X-RAY FILM 14x17 INCHES Film 2000 300 / Film 02 CR X-RAY FILM 14x14 INCHES Film 9000 250 / Film X-RAY CASSETTES
CR X-RAY FILMS 05 14x17 INCHES No CASSETTES 2 200,000 CR X-RAY FILMS 06 14x14 INCHES No CASSETTES 6 200,000
BIDDING DOCUMETNS FOR STATIONARY ITEMS, GENERAL STORE ITEMS, BIO MEDICAL WORKSHOP, BUILDING & ELECTRICAL ITEMS, AC MECHANIC ITEMS, WELDER ITEMS, PAINT ITEMS, CSSD ITEMS, CARPENTER ITEMS, LABORATORY ITEMS, LINEN ITEMS, MISCELLANEOUS ITEMS AND ETC FOR THE FINANCIAL YEAR 2020-2021 AT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD
WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD GOVERNMENT OF THE PUNJAB HEALTH DEPARTMENT
Important Note:- All bids should be submitted in tape or ring binding. Bids with loose papers shall be rejected straightaway. All documents should contain proper page marking, attached in sequence as indicated for evaluation in the bidding document and signatures of authorized person. Moreover, signing and stamping of each page of bidding document/form is mandatory otherwise bid shall be rejected straightaway.
Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Table of Contents
Instructions to Bidder ...... 5 General Instructions ...... 5 1. Content of Bidding Documents ...... 5 2. Source of Funds...... 5 3. Eligible Bidders ...... 5 4. Eligible Goods and Services ...... 5 5. Cost of Bidding ...... 6 6. Clarification of Bidding Documents ...... 6 7. Amendment of Bidding Documents ...... 6 8. Qualification and disqualification of Bidders ...... 6 9. Corrupt or Fraudulent Practices ...... 7 Preparation of Bids ...... 7 10. Language of Bid ...... 7 11. Documents Comprising the Bid...... 7 12. Bid Form and Price Schedule ...... 7 13. Bid Prices ...... 8 14. Bid Currencies ...... 8 15. Documents Establishing Bidder’s Eligibility and Qualification ...... 8 16. Documents Establishing Good’s Eligibility and Conformity to Bidding Document ...... 9 17. Bid Security ...... 9 18. Bid Validity ...... 10 Submission of Bids ...... 10 19. Format and Signing of Bid ...... 10 20. Sealing and Marking of Bids ...... 10 21. Deadline for Submission of Bids...... 10 22. Late Bid ...... 11 23. Withdrawal of Bids ...... 11 Bidding Procedure ...... 11 24. Single stage-two envelops bidding procedure ...... 11 Opening and Evaluation of Bids ...... 11 25. Opening of Bids by the Procuring Agency...... 11 26. Clarification of Bids ...... 12 27. Preliminary Examination ...... 12
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
28. Evaluation and Comparison of Bids ...... 12 29. Evaluation Criteria ...... 13 30. Contracting the procuring agency ...... 16 31. Rejection of bids ...... 16 32. Re-bidding ...... 17 33 Announcement of evaluation report...... 17 Award of contract 34 Acceptance of bid and award criteria ……… ...... ……………………………………………………….. 17 35 Procuring agency’s right to very quantities at the time of award …… ...... ……………………………. 17 36 Limitations of negotiation………………………………… …………… ………………… ...... ……………17 37 Notification of Awards...... 17 38 Signing of Contract ...... 17 39 Performance Guarantee ...... 18 40 Schedule of Requirements ...... 18 41 Redressal of grievances by the Procuring Agency ...... 18 General Conditions of Contract ...... 19 1. Definitions ...... 19 2. Application ...... 19 3. Country of Origin ...... 19 4. Standards...... 19 5. Use of Contract Documents and Information ...... 19 6. Patent Rights ...... 20 7. Submission of Samples ...... 20 8. Ensuring storage/installation arrangements ...... 20 9. Inspection and Tests ...... 20 10. Physical examination/inspection of goods ...... 20 11. Delivery of Documents ...... 21 12. Insurance ...... 21 13. Transportation ...... 21 14. Incidental Services ...... 21 15. Warranty ...... 21 16. Payment ...... 21 17. Prices ...... 22 18. Contract Amendments ...... 22 19. Assignment ...... 22 20. Subcontracts ...... 22 Wazirabad Institute of Cardiology, Wazirabad. Government of the Punjab, Health Department. Page 3
Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
21. Delays in the Supplier’s Performance ...... 22 22. Penalties/liquidated Damages ...... 22 23. Termination for Default...... 23 24. Force Majeure ...... 23 25. Termination for Insolvency ...... 23 26. Arbitration and Resolution of Disputes ...... 24 27. Governing Language ...... 24 28. Applicable Law ...... 24 29. Notices ...... 24 Special Conditions of Contract ...... 25
Annexures 1. Invitation for Bids for Procurement of Medical Equipment ...... 29 2. Performance Guarantee Form ...... 30 3. Manufacturer’s Sole Authorization Form ...... 31 4. Contract Form ...... 32 5. Bid Form ...... 34 6. Price Schedule (CIF type) ...... 35 7. Price Schedule (DDP type) ...... 36 8. Bid Evaluation Report(Template)…………………………………………………………………………………………………….37
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
A. Instructions to Bidders (ITB)
General Instructions: 1. Content of Bidding Document 1.1 The goods required, bidding procedures, and Contract terms are prescribed in the bidding documents. In addition to the Invitation for Bids, the bidding documents include: (a) Instructions to Bidders (ITB); (b) General Conditions of Contract (GCC); (c) Special Conditions of Contract (SCC); (d) Schedule of Requirements; (e) Technical Specifications; (f) Contract Form; (g) Manufacturer’s Authorization Form; (h) Performance Guaranty Form; (i) Bid Form; and (j) Price Schedule
1.2 The “Invitation for Bids” does not form part of the Bidding Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid and the Bidding Documents listed in 1.1 said Bidding Documents shall take precedence.
1.3 The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect shall be at the Bidder’s risk and may result in the rejection of its bid.
2. Source of Funds 2.1 Government of Punjab.
3. Eligible Bidders 3.1 This Invitation for Bids is open to all original Manufacturers/authorized sole Agents of Foreign/ Local manufacturers in Pakistan for supply of goods.
3.2 The bidder must possess valid legal enforceable exclusive authorization from the Foreign/Local Manufacturer; they should have a documentary proof to the effect that they are the original Manufacturer of the required goods.
3.3 Bidders should not be under a declaration of ineligibility for corrupt and fraudulent practices issued by any Government (Federal, Provincial), a local body or a public sector organization.
4. Eligible Goods and Services 4.1 Any other country of manufacturer is mentioned in specifications. 4.2 For the purpose of this clause, (a) the term “Goods” includes any Goods that are the subject of this Invitation for Bids and (b) the term “Services” includes related services such as transportation, insurance, after sale service, spare parts availability, etc. For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced, or the place from which the related services are supplied. In case of the “manufacturer” the “origin” means the firm is based and registered in that country and registered with their stock exchange. Goods
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21 are produced when, through manufacturing or processing, or substantial and major assembly of components, a commercially recognized product is produced that is substantially different in basic characteristics or in purpose or utility from its components.
5. Cost of Bidding 5.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
6. Clarification of Bidding Documents 6.1 A prospective Bidder requiring any clarification of the bidding documents may notify the Procuring Agency in writing at the Procuring Agency’s address indicated in the Invitation for Bids. The Procuring Agency shall respond in writing to any request for clarification of the bidding documents, which it receives not later than ten (10) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids. Written copies of the Procuring Agency’s response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective Bidders that have received the bidding documents.
7. Amendment of Bidding Documents 7.1 At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment. 7.2 All prospective Bidders that have received the bidding documents shall be notified of the amendment in writing, and shall be binding on them. 7.3 In order to allow prospective Bidders reasonable time in which to take the amendment into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids. Amendment notice to that effect shall be communicated in the same manner as the original invitation to bid. 7.4 One person one bid: - (1) in any procurement one person may submit one bid/brand and if one person more than one bids/brands. The procuring agency shall reject all such bids/brands.
8. Qualification and Disqualification of Bidders 8.1 In the absence of prequalification, the Procuring Agency shall determine to its satisfaction whether the Bidder that is selected as having submitted the lowest evaluated responsive bid is qualified to perform the Contract satisfactorily, in accordance with the criteria listed in ITB Clause 29.2. 8.2 The determination shall take into account the Bidder’s financial, technical or production capabilities (in case of manufacturer), infrastructure of the firm, past performance in similar contracts, engineering staff and their capabilities, inventory of spare parts, repair and calibration tools, workshop facilities to provide the after sales services. It shall be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder, pursuant to ITB Clause 29.2, as well as such other information/ premises visit as the Procuring Agency deems necessary and appropriate. 8.3 An affirmative determination shall be a pre-requisite for Award of the Contract to the Bidder. A negative determination shall result in rejection of the Bidder’s bid, in which event the Procuring Agency shall proceed to the next lowest evaluated bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily. 8.4 The Procuring Agency, at any stage of the procurement proceedings, having credible reasons for or prima facie evidence of any defect in Supplier’s capacities may require the
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Suppliers to provide information concerning their professional, technical, financial, legal or managerial competence. 8.5 The Procuring Agency shall disqualify a Bidder if it finds, at any time, that the information submitted by him concerning his qualification as Supplier was false and materially inaccurate or incomplete. 8.6 Bidders that are found to consistently fail to provide satisfactory performances or are found to be indulging in corrupt or fraudulent practices shall be black listed.
9. Corrupt or Fraudulent Practices 9.1 The Procuring Agency requires that all Bidders/ Suppliers/ Contractors observe the highest standard of ethics during the procurement and execution of such Contracts. In pursuance of rule 2 (P) of PPRA 2014 and its subsequent amendments, if any, the Procuring Agency: a. defines, for the purposes of this provision, the terms set forth below as follows: (i) coercive practice by impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence the actions of a party to achieve a wrongful gain or to cause a wrongful loss to another party; (ii) collusive practice by arrangement between two or more parties to the procurement process or contract execution, designed to achieve with or without the knowledge of the procuring agency to establish prices at artificial, noncompetitive levels for any wrongful gain; (iii) corrupt practice by offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence the acts of another party for wrongful gain; (iv) fraudulent practice by any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation; (v) obstructive practice by harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in a procurement process, or affect the execution of a contract or deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false statements before investigators in order to materially impede an investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation, or acts intended to materially impede the exercise of inspection and audit rights.
b. shall reject a proposal for Award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the Contract in question; shall declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, a Contract.
Preparation of Bids 10. Language of Bid 10.1 The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Procuring Agency shall be written in English. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages in English, in which case, for purposes of interpretation of the Bid, the translation shall govern.
11. Documents Comprising the Bid 11.1 The bid prepared by the Bidder shall comprise the following components:
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
(a) A Bid Form and Price Schedule completed in accordance with ITB Clauses 12 and 13 (to be submitted along with financial proposal); (b) Documentary evidence established in accordance with ITB Clause 15 that the Bidder is eligible to bid and is qualified to perform the Contract if its bid is accepted; (c) Documentary evidence established in accordance with ITB Clause 15 that the goods to be supplied by the Bidder are eligible goods and conform to the bidding documents.
12. Bid Form and Price Schedule 12.1 The Bidder shall complete the Bid Form and an appropriate Price Schedule furnished in the bidding documents (Annexure A Form), indicating the goods to be supplied, a brief description of the goods, specifications, taxes, quantity, prices, make, model, country of origin, country of manufacturer and port shipment.
13. Bid Prices 13.1 The Bidder shall indicate on the Price Schedule the unit prices. 13.2 Form for Price Schedule is to be filled in very carefully, and should be typed. Any alteration/ correction must be initialed. Every page is to be signed and stamped at the bottom. Serial number/ bid number of the quoted item may be marked or highlighted with red/yellow marker. 13.3 The Bidder should quote the prices of goods according to the technical specifications for tender. The specifications of goods, different from the demand of enquiry items, shall straightway be rejected. 13.4 The Bidder is required to offer competitive price. All prices must include relevant taxes and duties, where applicable. If there is no mention of taxes, the offered/ quoted price shall be considered as inclusive of all prevailing taxes/duties. The benefit of exemption from or reduction in the GST or other taxes shall be passed on to the Procuring Agency. 13.5 Prices offered should be for Tender with accessories; detail of which is already mentioned in the technical specifications. 13.6 While tendering your quotation, the present trend/ inflation in the rate of goods and services in the market should be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be entertained after the bid has been submitted.
14. Bid Currencies 14.2 State Bank of Pakistan’s foreign currency selling rate will be considered at the date of opening of Technical bid for comparison purposes. 14.3 The price for Tender, standard accessories; detail of which is already mentioned in the technical specifications will be considered for determining the lowest bidder. Optional items will not be considered while determining the lowest bidder.
15. Documents Establishing Bidder’s Eligibility and Qualification 15.1 The Bidder shall furnish, as part of its technical bid, documents establishing the Bidder’s eligibility to bid and its qualifications to perform the Contract if its bid is accepted. 15.2 The documentary evidence of the Bidder’s eligibility to bid shall establish to the Procuring Agency’s satisfaction that the Bidder, at the time of submission of its bid, is an eligible as defined under ITB Clause 3. 16. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
16.1 Pursuant to ITB Clause 11, the Bidder shall furnish along with technical proposal, as part of its bid, documents establishing the eligibility and conformity to the bidding documents of all goods, which the Bidder proposes to supply under the Contract. 16.2 The documentary evidence of the eligibility of the goods shall consist of a statement in the Price Schedule of the country of origin of the goods offered. 16.3 Submission of sample if so required by the Technical Committee; the bidder shall provide the sample or give demonstration as per requirement for evaluation/ satisfaction of the Committee. 16.4 Submission of Original Purchase Receipt of tender. 16.5 Alternative bid is not allowed also a bidder cannot submit two bids. If the bidder quotes an alternative bid or submit two bids, then the bidder will be considered as non-responsive.
17. Bid Security 17.1 Bid Security is 2% of the estimated cost (with standard accessories) in the shape of CDR from scheduled bank. Bid Security amounting to less than 2% shall not be acceptable
17.1 Bid Security is 2% of the estimated cost; denominated in Pak Rupees; 17.2 Separately against each Tender given in this tender document; 17.3 As a part of financial bid envelop, failing which will cause rejection of bid; 17.4 in the form of Call Deposit Receipt (CDR) (issued by a scheduled bank operating in Pakistan, as per the format provided in the Tender Document) in the name of the Purchaser; 17.5 Have a minimum validity period for the financial year 2020-2021 (uptill 30.06.2021) from the last date for submission of the tender or until furnishing of the Performance Security, whichever is later. 17.6 The Bid Security shall be forfeited by the Purchaser, on the occurrence of any / all of the following conditions: 17.6.1 If the Tenderer withdraws the Tender during the period of the Tender validity specified by the Tenderer on the Tender Form; or 17.6.2 If the Tenderer does not accept the corrections of his Total Tender Price; or 17.6.3 If the Tenderer, having been notified of the acceptance of the Tender by the Purchaser during the period of the Tender validity, fails or refuses to furnish the Performance Security, in accordance with the Tender Document. 17.7 The Bid security shall be returned to the technically unsuccessful Tenderer with unopened/sealed financial bid while the unsuccessful bidders of financial bid opening procedure will be returned the Bid Security only. The Bid Security shall be returned to the successful Tenderer upon furnishing of the Performance Security 18. Bid Validity 18.1 Bids shall remain valid upto 30.06.2021 after opening of Technical Bid prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive. 18.2 The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However, under exceptional circumstances and for reasons to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity. Such extension shall not be for more than the period equal to the period of the original bid validity. 18.3 Bidders who, (a) agree to the Procuring Agency’s request for extension of bid validity period shall not be permitted to change the substance of their bids; and
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
(b) do not agree to an extension of the bid validity period shall be allowed to withdraw their bids, if any.
Submission of Bids 19. Format and Signing of Bid 19.1 The bid shall be typed and shall be signed by the Bidder or Lead Bidder (in case of tender with the permission of alliance/ Joint venture for the bidding of tender i.e. more than one equipment/item in a single tender) or a person or persons duly authorized to bind the Bidder to the Contract. The person or persons signing the bid shall initial all pages of the bid. 19.2 Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid. 19.3 All biding documents to be duly attested (signed and stamped) by the authorized person of bidder or Lead Bidder. 20. Sealing and Marking of Bids 20.1 The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion. The envelopes shall then be sealed in an outer envelope. It should contain the tender name and its number.
20.2 The inner and outer envelopes shall: a) be addressed to the Procuring Agency at the address given in the Invitation for Bids; and b) bear the Institution/Hospital name and number indicated in the Invitation for Bids, and shall be inscribed by the following sentence: “DO NOT OPEN BEFORE,” to be completed with the time and the date specified in the invitation for Bid. 20.3 The inner envelopes shall also indicate the name and address of the Bidder/ Lead Bidder to enable the bid to be returned unopened in case it is declared as non-responsive or late. 20.4 If the outer as well as inner envelope is not sealed and marked properly, the Procuring Agency shall assume no responsibility for the bid’s misplacement or premature opening.
21. Deadline for Submission of Bids 21.1 Bids must be submitted by the Bidder and received by the Procuring Agency at the address specified under ITB Clause 19.1 not later than the time and date specified in the Invitation for Bids. 21.2 The Procuring Agency may, at its discretion, extend this deadline for the submission of bids by amending the bidding documents in accordance with ITB Clause 7, in which case all rights and obligations of the Procuring Agency and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.
22. Late Bid 22.1 Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency pursuant to ITB Clause 21 shall be rejected and returned unopened to the Bidder.
23. Withdrawal of Bids 23.1 The Bidder may withdraw its bid prior to the deadline specified in the invitation to bid. 23.2 No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in ITB Clause 18.2 Withdrawal of a bid during
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21 this interval will make the bidder eligible to be debarred for further procurements for a period as deem necessary by the Procuring Agency.
The Bidding Procedure 24. Single stage – two envelopes bidding procedure 38 (2)(a). 24.1 Single stage – two envelopes bidding procedure shall be applied:
(i) The bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal; (ii) the envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion; (iii) initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened; (iv) the envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of Procuring Agency without being opened; (v) the Procuring Agency shall evaluate the technical proposal, without reference to the price and reject any proposal which do not conform to the specified requirements; (vi) during the technical evaluation no amendments in the technical proposal shall be permitted; (vii) the financial proposals of bids shall be opened publicly at a time, date and venue to be announced and communicated to the Bidders in advance; (viii) After the evaluation and approval of the technical proposal the Procuring Agency shall at a time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. The financial proposal of bids found technically non-responsive shall be returned un-opened to the respective Bidders; and (ix) The bid found to be the lowest evaluated bid shall be accepted. (x) The procuring agency may adopt any other bidding procedure depending on the nature of procurement / Type of Goods / Equipment to be procured as per the methods of procurement prescribed in PPRA 2014 and its subsequent amendments, if any.
Opening and Evaluation of Bids 25. Opening of Bids by the Procuring Agency 25.1 The Procuring Agency shall initially open only the envelopes marked “TECHNICAL PROPOSAL in the presence of Bidders’ representatives who choose to attend, at the time, on the date, and at the place specified in the Invitation for Bids. The Bidders’ representatives who are present shall sign the Attendance Sheet as evidence of their attendance. However, the envelope marked as “FINANCIAL PROPOSAL shall remain unopened and shall be retained in safe custody of the Procuring Agency till completion of the evaluation process. 25.2 The Bidders’ names, item(s) for which they quoted their rate and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced at the opening of technical proposal. No bid shall be rejected at technical proposal/ bid opening, except for late bids, which shall be returned unopened to the Bidder pursuant to ITB Clause 21. However, at the opening financial proposals (the date, time and venue would be announced later on), the bid prices, discounts (if any), and the presence or absence of requisite bid Security and such other details as the Procuring Agency, at its discretion, may consider appropriate, shall be announced. 25.3 The Procuring Agency shall prepare minutes of both the technical proposal as well as the financial proposal bid opening.
26. Clarification of Bids
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
26.1 During evaluation of the bids, the Procuring Agency may, at its discretion, ask the Bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of bid like indication or re-indication of make/model/brand etc. shall be sought, offered, or permitted.
27. Preliminary Examination 27.1 The Procuring Agency shall examine the bids to determine whether they are complete, whether any computational errors have been made (at the time of opening the financial proposal), whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. 27.2 In the financial bids (at the time of opening the financial proposal) the arithmetical errors shall be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the Bidders/Suppliers do not accept the correction of the errors, its bid shall be rejected. If there is a discrepancy between words and figures, the amount in words shall prevail. 27.3 The Procuring Agency may waive any minor informality, nonconformity, or irregularity in a bid which does not constitute a material deviation (or changes the substance of the bid), provided such waiver does not prejudice or affect the relative ranking of any Bidder. 27.4 Prior to the detailed evaluation, pursuant to ITB Clause 27 the Procuring Agency shall determine the substantial responsiveness of each bid to the bidding documents. For purposes of these Clauses, a substantially responsive bid is one, which conforms to all the terms and conditions of the bidding documents without material deviations. Deviations from, or objections or reservations to critical provisions shall be deemed to be a material deviation for technical proposals. The Procuring Agency’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence. 27.5 If a bid is not substantially responsive, it shall be rejected by the Procuring Agency and may not subsequently be made responsive by the Bidder by correction of the nonconformity.
28. Evaluation and Comparison of Bids 28.1 The Procuring Agency shall evaluate and compare the bids on the basis of Single items, which have been determined to be substantially responsive, pursuant to ITB Clause 25. 28.2 The Procuring Agency’s evaluation of technical proposal/ bid shall be on the basis of previous performances, test reports, inspection of plant/ factory/ premises, previous experience of similar contracts, availability of engineering staff and their capabilities, inventory of spare parts, workshop facility to provide the after sales services, financial soundness and such other details as already highlighted. However, the evaluation of financial proposal shall be on the basis of price. 28.3 All bids shall be evaluated in accordance with the evaluation criteria (ITB Clause 29) and other terms and conditions set forth in these bidding documents. 28.4 In case of procurement on CIF basis; for the purpose of comparison of bids quoted in different currencies, the price shall be converted into Pak Rupees in pursuant to ITB Clause 13. The rate of exchange shall be the selling rate, prevailing on the date of opening of Financial Bids specified in the bidding documents, as notified by the State Bank of Pakistan on that day. 28.5 A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids.
29. Evaluation Criteria
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
29.1 For the purposes of determining the lowest evaluated bid, factors other than price such as previous performances, previous experience, engineering/ technical capabilities, repair/ calibration tool, workshop facilities, financial soundness and such other details as the Procuring Agency at its discretion, may consider appropriate shall be taken into consideration and these should be available with the bidder. The following evaluation factors/ criteria will be employed on technical proposals.
29.2 Technical Evaluation Criteria Technical Evaluation Criteria (Medical Equipment and General Machinery)
1. For evaluation of bids KNOCKED DOWN CRITERIA will be applied. The bids conforming to the specifications and pre-requisite conditions indicated in specifications and evaluation criteria will be considered for further technical evaluation. 2. The technical evaluation of tenders will be carried out by the designated Technical Evaluation Committee of Procuring Agency. 3. The bid must comply with the advertised technical specifications of the quoted tender/item(s). Incomplete offer or not complying with advertised technical specifications of the quoted tender/items(s) will straightaway be rejected. 4. The bidder must possess Exclusive/Sole authorization agreement from the Foreign Manufacturer. Unless otherwise specifically mentioned in the specifications of advertised tender that the excusive authorization of foreign manufacturer is not required. This can be applied only on general machinery and on a nature of medical / other equipment, where the extensive after sales services is not required or due to the any other technical reasons. This need to be identified by the procuring agency in the advertised specifications / Tender, if any. 5. The Manufacturer should have documentary evidence to the effect that they are the original Manufacturer of the quoted product with indication of manufacturing site and its location. 6. Certificate from the manufacturer that the after sales services / backup services shall be provided jointly with the local sole agent and in case of change of local agent, they will provide the after sales services themselves or through newly appointed agent for the period mentioned from the date of commissioning. 7. A Certificate from the manufacturer that the installation will be conducted in conformity with the system requirements by following the professional approach. 8. Satisfactory Past performance of the bidder for quoted product. 9. Sufficient Technical and Engineering capabilities of the firm; where after sales services are necessary (attach a list of technical and engineering staff, special testing equipment/calibration/ repair tools for equipment). 10. The firm must have all kind of testing and calibration equipment which is required to maintain the products which they are dealing. The list of all required testing equipment will be provided along with the bid including its model number and serial numbers. The available testing equipment must be calibrated. The offers without non-availability of required testing equipment will be straightaway rejected.
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
11. Submission of valid legally enforceable exclusive authorization letter of manufacturer assuring full guarantee and warranty obligations as per enclosed manufacturer authorized form with the bid document. 12. The medical equipment offered from foreign countries of USA, Europe and Japan shall be eligible to participate and must bear FDA510k, CE(MDD) or MHLW (Ministry of Health, Labor and Welfare) standard, respectively and those products should be marketed world widely; in case the origin is not mentioned in the specifications. (The product manufactured and marketed for certain region shall be knocked down). In case of high-tech equipment, any of the above mentioned two certificates are mandatory. The country of manufacturer other than USA, Europe and Japan will be acceptable only if it is specifically mentioned in the advertised tender/Specifications. 13. The non medical equipment / Machinery items must bear the relevant international applicable quality standards. 14. The quoted model of imported product shall be available on the current official website of the manufacturer; otherwise the quoted product shall be considered obsolete/ redundant and will straight away be rejected. 15. Infrastructure for execution of after sales services mentioned by the bidder shall be evaluated for its suitability as per provisions given in specifications and other requirements detailed in the technical specifications of the bidding documents. 16. The firms shall also declare the make, model, country of origin of all accessories to be provided with the equipment. 17. The Procuring Agency has the right to inspect the premises of bidder to inspect the setups ensuring proper after sales services. 18. An affidavit from bidder of Rs.20/- stating that their firm is not blacklisted by any of the Federal and Provincial Government or organizations of the State/ Central Government in Pakistan. 19. The template of bid evaluation report is attached as Annex -. The Technical status of offers will be declared as Responsive, Non Responsive and Substantially Responsive. 20. The offer will be considered as responsive if it fully meets the tender requirement and specifications. The offer which will not be as per requirement of tender and specifications is to be declared as non responsive. The offer which contains the minor deviations from the specifications and the deviations would not have any kind of effect on the quality, efficiency, reliability and durability of products will be declared as substantially responsive, this need to be determined by the Technical Evaluation Committee. The offers which are declared as Responsive and Substantially Responsive will be considered as equivalent for the onward proceedings of tender.
29.2.1 Bidders are required to submit the information in the following format along with documentary evidence as under. 29.2.2 Profile of the Bidder Sr.# Particulars 1. Name of the company 2. Registered Office Address Office Telephone Number
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Fax Number 3. Contact Person Name Personal Telephone Number Email Address 4. Local office if any Address Office Telephone Number Fax Number 5. Bid Signing Authority Name Address Personal Telephone Number Email Address Please enclose Authorization or Power of Attorney to sign and submit the Bidding 6. Address for communication under the current Bidding 7. Registration Details Valid NTN Registration Number Valid GST Registration Number Banker’s Name, Address and Account Numbers a) Bid Security # Particulars Please furnish details 1. Name of the Bank 2. 2% CDR of Estimated Cost 3. Date
29.2.3 Submission of original receipt of purchase of tender.
29.3 Financial proposals would be evaluated as follows: i) After technical evaluation is completed, the Procuring Agency shall notify the date, time and location for opening of the financial proposals. Bidders’ attendance at the opening of financial proposals is optional. ii) Financial proposals shall be opened publicly in the presence of the bidders’ representatives who choose to attend. The name of the bidders shall be read aloud. The financial proposal of the technically responsive bidders shall then be inspected to confirm that they have remained sealed and unopened (financial proposals of technically non-responsive Bidders shall be returned unopened). These financial proposals shall be then opened, and the total prices read aloud and recorded. iii) Incomplete bid shall stand rejected. All items described in the technical proposal must be priced in financial proposal. Items described in the technical proposal but not priced, shall be assumed to be included in the price of other items. iv) Minor oversight, clerical mistakes, other minor inconsistencies that do not alter the substances of the financial bid may be corrected by the Procuring Agency. When correcting computation error in case of discrepancy between a partial
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
amount and the total amount or between the words and figures, the formers will prevail. v) The bidders will quote the Price Schedules. The total price of the system will be calculated by converting the price to single currency (Pak Rs.) on the rate of date of opening of Financial Proposal; in case of import of item. vi) The lowest responsible bidder will be declared with standard accessories. The price of optional items will not be considered while establishing the lowest bid.
30. Contacting the Procuring Agency 30.1 No Bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded. 30.2 Any effort by a Bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract Award will result in the rejection of the Bidder’s bid and subsequent black listing. Canvassing by any Bidder at any stage of the Tender evaluation is strictly prohibited.
31. Rejection of Bids 31.1 The Procuring Agency may reject any or all bids at any time prior to the acceptance of a bid. The Procuring Agency shall upon request communicate to any Bidder who submitted a bid, the grounds for its rejection of any or all bids, but is not required to justify those grounds. 31.2 The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 30.1 towards Bidders who have submitted bids. 31.3 Notice of the rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids. 31.4 The item contained in the quoted tender and technical rejection of item not complying with the technical specifications may lead to the rejection of item.
32. Re-Bidding 32.1 If the Procuring Agency rejects all bids in pursuant to ITB Clause 30, it may call for a re- bidding or if deems necessary and appropriate the Procuring Agency may seek any alternative methods of procurement. 32.2 The Procuring Agency before invitation for re-bidding shall assess the reasons for rejection and may revise specifications, evaluation criteria or any other condition for Bidders, as it may deem necessary.
33. Announcement of Evaluation Report 33.1 The Procuring Agency shall announce the results of bid evaluation of a report giving justification for acceptance or rejection of bids at least ten days prior to the award of procurement Contract.
Award of Contract 34. Acceptance of Bid and Award criteria 34.1 The Bidder with technically evaluated lowest financial bid, if not in conflict with any other law, rules & regulations, policy of the Government or having less Bid Security shall be awarded the Contract, within the original or extended period of bid validity for complete quoted item/tender. 34.2 The Bidder having lesser Bid Security will be rejected as non-responsive and Acceptance of Bid be awarded to next bidder; being the responsive lowest bidder.
35. Procuring Agency’s right to vary quantities at time of Award
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
35.1 The Procuring Agency reserves the right at the time of Contract award to increase the quantity of goods originally specified in the Price Schedule and Schedule of Requirements without any change in unit price or other terms and conditions.
36 Limitations on Negotiations 36.1 Save as otherwise provided there shall be no negotiations with the bidder having submitted the lowest evaluated bid or with any other bidder: provided that the extent of the negotiation permissible shall be subject to the regulations issued by the PPRA 2014 and its subsequent amendments, if any.
37. Notification of Award 37.1 Prior to the expiration of the period of bid validity, the Procuring Agency shall notify the successful Bidder in writing by registered letter that its bid has been accepted. 37.2 The notification of Award shall constitute the formation of the Contract.
38. Signing of Contract 38.1 At the same time as the Procuring Agency notifies the successful Bidder that its bid has been accepted, the Procuring Agency shall send the Bidder the Contract Form provided in the bidding documents, incorporating all agreements between the Parties. 38.2 Within ONE week of receipt of the Contract Form, both the successful Bidder and the Procuring Agency shall sign and date the Contract. The Procuring Agency shall issue Purchase Order on the same date of signing of Contract after ensuring the submission of Bank Security for execution of the contract by the Contractor. If the successful Bidder, after completion of all codal formalities shows inability to sign the Contract then their Bid Security/ Contract Security to the extent of proportionate percentage shall be forfeited and the firm shall be blacklisted minimum for three years for future participation. In such situation the Procuring Agency may make the Award to the next lowest evaluated Bidder or call for re-bidding.
The contract is to be made on stamp paper worth of Rs. @ 25 paisa per every one hundred rupees of the total value of the contract (E-Stamp duty), under section 22(A)(B) of schedule 1 of Stamp Duty Act 1899 read with Finance Act 1995 (Act-VI of 1995) Notification No.JAW/HD/8- 21/77 (PG) dated 1st January, 2014.
39. Performance Guarantee 39.1 On the date of signing of the Contract, the successful Bidder shall furnish the Performance Guarantee/Security in accordance with the Special Conditions of Contract, in the Performance Guarantee/Security Form. The Performance Guarantee will be 5% of the contract amount. The performance security shall be deposited in the shape of Deposit at CDR. 39.2 Failure of the successful Bidder to comply with the requirement of ITB Clause 37 or ITB Clause 38.1 shall constitute sufficient grounds for the annulment of the Award, in which event the Procuring Agency may make the Award to the next lowest evaluated Bidder or call for re- bidding.
40. Schedule of Requirement 40.1 The supplies shall be delivered/ shipped within 45 days w45.e.f the next date after the date of issue of Purchase Order (without penalty)/ opening of LC, and with prescribed penalty, as per following schedule of requirement:
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Mode of penalty Shipping/Delivery Period 60 Days Without Penalty (Procuring agency may vary the delivery period according to the nature and volume of goods)
40.2 However, in special cases, delivery period can be fixed shorter or higher than the above mentioned schedule of requirement as deem appropriate by the Procuring Agency. 40.3 In case of late delivery of goods beyond the periods specified in the Schedule of Requirements, penalty @ 0.067% per day of the cost not exceeding 10% of the purchase order/contract value for late delivered supply shall be imposed upon the Supplier. 40.4 In case of DDP the delivery period will be started from the date of issuance of Purchase order to the Contractor and in the case of CIF it will be from the date of establishment of LC by the bank in favor of manufacturer/Beneficiary.
41. Redressal of grievances by the Procuring Agency 41.1 The Procuring Agency shall constitute a committee comprising of odd number of persons, with proper powers and authorizations, to address the complaints of bidders that may occur prior to the entry into force of the procurement contract. 41.2 Any bidder feeling aggrieved by any act of the Procuring Agency after the submission of his bid may lodge a written complaint concerning his grievances not later than fifteen days after the announcement of the bid evaluation report. 41.3 The committee shall investigate and decide upon the complaint within fifteen days of the receipt of the complaint. 41.4 Mere fact lodging of a complaint shall not warrant suspension of the procurement process. 41.5 Any bidder not satisfied with the decision of the committee of the Procuring Agency may lodge an appeal in the relevant court of jurisdiction.
B. General Conditions of Contract (GCC) 1. Definitions 1.1 In this Contract, the following terms shall be interpreted as indicated: a. “The Contract” means the agreement entered into between the Procuring Agency and the Supplier, as recorded in the Contract Form signed by the Parties, including all attachments and appendices thereto and all documents incorporated by reference therein. b. “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations. c. “The Goods” means medical equipment and machinery and other items which the Supplier is required to supply to the Procuring Agency under the Contract. d. “The Services” means those services ancillary to the supply of above goods, such as printing of special instructions on the label and packing, design and logo of the Institute/ Hospital, Insurance, transportation of goods up to the desired destinations, commissioning, training and other such obligations of the supplier covered under the Contract. e. “GCC” mean the General Conditions of Contract contained in this section. f. “SCC” means the Special Conditions of Contract.
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g. “The Procuring Agency” means the Wazirabad Institute of Cardiology, Wazirabad, Government of the Punjab or the procuring agency advertised the tender. h. “The Procuring Agency’s Country” is the country named in SCC i. “The Supplier” means the individual or firms or joint venture supplying the goods under this Contract. j. “Day” means calendar day.
2. Application 2.1 These General Conditions shall apply to the extent that they are not superseded by provisions of other parts of the Contract. Use of Contract Documents and Information 5.1 The Supplier shall not, without the Procuring Agency’s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Procuring Agency in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance. 5.2 The Supplier shall not, without the Procuring Agency’s prior written consent, make use of any document or information enumerated in GCC Clause 5.1 except for purposes of performing the Contract. 5.3 Any document, other than the Contract itself, enumerated in GCC Clause 5.1 shall remain the property of the Procuring Agency and shall be returned (all copies) to the Procuring Agency on completion of the Supplier’s performance under the Contract if so required by the Procuring Agency.
6. Patent Rights 6.1 The Supplier shall indemnify the Procuring Agency against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the country.
7. Submission of Samples 7.1 The samples shall be submitted as per detail in ITB 16.3.
8. Ensuring Storage/ Installation Arrangements 8.1 To ensure storage and installation arrangements for the intended supplies, the Supplier shall inform end user for pre-requisites well in time for proper installation. In case the Supplier abides by the given time frame he shall not be penalized for delay. 8.2 In case of late delivery of goods beyond the periods specified in the Schedule of Requirements, penalty @ 0.067% per day of the cost not exceeding 10% of the purchase order/contract value for late delivered supply shall be imposed upon the Supplier.
9. Inspections and Tests 9.1 The Procuring Agency or its representative shall have the right to inspect and/or to test the goods to confirm their conformity to the Contract specifications at no extra cost to the Procuring Agency. 9.2. For the purpose of inspections and tests of equipment. The Supplier shall furnish all reasonable facilities and assistance, to the inspectors at no charge to the Procuring Agency. In the event that inspection & testing is required prior to dispatch and categorically mentioned in the LC clauses, the goods shall not be supplied unless a satisfactory inspection report has been issued in respect of those Goods by the Procuring Agency. However, if the Supplier proves an undue delay
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21 in conduct of inspection on the part of Procuring Agency, the Supplier shall not be liable for penalty on account of that delay. The cost of such lab tests shall be borne by the Manufacturer/ Supplier. 9.3 The Procuring Agency’s right to inspect, test and, where necessary, reject the goods after the goods have been installed at Procuring Agency’s destinations. 9.4 The Procuring Agency’s right to inspect the premises of bidders/ lead bidders/ firms of alliance to inspect their premises/ setups ensuring proper after sales services. 9.5 Nothing in GCC Clause 9 shall in any way release the Supplier from any warranty or other obligations under this Contract.
10. Physical Examination/ Inspection of Goods 10.1 The goods shall be acceptable subject to physical inspection, tests and/ or in accordance with the approved sample as decided by the Procuring Agency. 10.2 The Inspection Team will be designated by the Procuring Agency which will inspect each of the equipment/ goods as per contracted specifications and installation protocols recommended by the manufacturers.
11. Delivery and Documents 11.1 The Supplier in accordance with the terms specified in the Schedule of Requirements shall make delivery of the goods which is maximum 60-days from the date of issuance of this contract or opening/Establishment of LC. The details of original documents to be furnished by the Supplier are as follows; a. Operational Manuals of the medical equipment b. Service Manuals indicating step by step service/ maintenance protocols of each of the equipment. c. Periodic Preventive Maintenance schedules with recommended list of parts/ kits to be replaced during PPM. d. Any other requirement by the procuring agency. 13. Transportation 13.1 The Supplier shall arrange such transportation of the goods as is required to prevent their damage or deterioration during transit to their final destination as indicated in the Schedule of Requirement. 13.2 Transportation including loading/ unloading of goods shall be arranged and paid for by the Supplier, and related cost shall be inclusive in the Contract price. The addresses of destinations/ offices shall be provided at the time signing of Contract.
14. Incidental Services 14.1 The Supplier shall be required to provide all the incidental service charges and the cost of such incidental services include in total Contract price. 14.2 The Procuring Agency will not pay any extra amount against any expenditure incurred on it, as the Contract shall be construed as fixed amount Contract and includes all costs. 14.3 The Procuring Agency will provide all the necessary documentations for facilitation but no amount to be given in any case except the Contracted amount. 14.4 All Custom Duties, if any, Octroi, Clearing Charges, transportation etc will be borne by the Contracting firm. However, Procuring Agency will provide all necessary documents for facilitation but no amount to be given in any case except the Contracted amount.
15. Warranty 15.1 A comprehensive warranty (as per items) for complete system/tender/item will be provided free of cost including parts, labour, unless otherwise separately mentioned in the
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16. Payment 16.1 The method and conditions of payment to be made to the Supplier under this Contract shall be specified in SCC. 16.2 In case of imported goods to be procured on CIF basis; the payment will be made 100% via establishing the LC in favor of manufacturer at sight and receiving the shipping documents/ Bill of lading, Insurance, Inspection certificate of the manufacturer, Country of origin, compliance of International standards of quality as per INCOTERMS of latest version Contract. The procuring agency may define its own financial values for the establishment of LC, in case of any special requirement. 16.3 In case of DDP; the payment will be made 100% after presentation of the delivery/ Installation/commissioning/completion/execution report of the contract and all other works described in Contract. Unless otherwise part payment, part delivery mentioned in the specifications.
17. Prices 17.1 Prices charged by the Supplier for goods delivered under the Contract shall not vary from the prices quoted by the Supplier in its bid and shall remain the same till expiry of the original bid validity period provided the Procuring Agency’s request for bid validity extension.
18. Contract Amendments 18.1 No variation in or modification of the terms of the Contract shall be made. 18.2 No variation in finalized brands/ makes/models shall be allowed except in special conditions where the manufacturer has stopped producing or suspended that model or the latest model of similar series or version has been launched by the manufacturer or non availability due to international mergers of the manufacturers or similar unavoidable constraints.
19. Assignment 19.1 The Supplier shall not assign, in whole or in part, its obligations to perform under this Contract, except with the Procuring Agency’s prior written consent.
20. Subcontracts 20.1 The Supplier shall not be allowed to sublet the job and award subcontracts under this Contract except the firms involved in the Joint Venture/ Consortium.
21. Delays in the Supplier’s Performance 21.1 Delivery of the goods shall be made by the Supplier in accordance with the time schedule prescribed by the Procuring Agency in the Schedule of Requirements. 21.2 If at any time during performance of the Contract, the Supplier should encounter conditions impeding timely delivery of the goods, the Supplier shall promptly notify the Procuring Agency in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Procuring Agency shall evaluate the situation and may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the Parties by amendment of Contract.
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21.3 Except as provided under GCC Clause 8.2, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 21.2 without the application of liquidated damages.
22. Penalties/Liquidated Damages 22.1 In case of late delivery beyond the presented period, penalty as specified in SCC shall be imposed upon the Supplier/ Manufacturer. The above Late Delivery (LD) is subject to GCC Clause 24, including late delivery for reasons beyond control. Once the maximum is reached, the Procuring Agency may consider termination of the Contract pursuant to GCC Clause 23. 22.2 If the firm provide substandard item and fail to provide the item the payment of risk purchase (which will be purchased by the indenter) the price difference shall be paid by the Firm.
23. Termination for Default 23.1 The Procuring Agency, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part: a. if the Supplier fails to deliver any or all installments of the goods within the period(s) specified in the Contract, or within any extension thereof granted by the Procuring Agency pursuant to GCC Clause 8.2; or b. if the Supplier fails to perform any other obligation(s) under the Contract. c. if the Supplier, in the judgment of the Procuring Agency has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause: “corrupt practice” means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in Contract execution. “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract to the detriment of the Procuring Agency, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Procuring Agency of the benefits of free and open competition.
24. Force Majeure 24.1 Notwithstanding the provisions of GCC Clauses 21, 22, and 23, the Supplier shall not be liable for forfeiture of its Performance Guaranty/ bid Security, or termination/ blacklisting for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to mis-planning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Procuring Agency in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics, quarantine restrictions and freight embargoes. If a Force Majeure situation arises, the Supplier shall promptly notify the Procuring Agency in writing with sufficient and valid evidence of such condition and the cause thereof. The Committee of Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad, constituted for Redressal of grievances, shall examine the pros and cons of the case and all reasonable alternative means for completion of purchase order under the Contract and shall submit its recommendations to the competent authority. However, unless otherwise directed by the Procuring Agency in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event.
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25. Termination for Insolvency 25.1 The Procuring Agency may at any time terminate the Contract by giving written notice of one-month time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties.
26. Arbitration and Resolution of Disputes 26.1 The Procuring Agency and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract. 26.2 If, after thirty (30) days from the commencement of such informal negotiations, the Procuring Agency and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred to the Arbitrator for resolution through arbitration. 26.3 In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. The arbitrator will be appointed with mutual consent of both the parties. The decisions of the Arbitrator shall be final and binding on the Parties. 27. Governing Language 27.1 The Contract shall be written in English language (on original firm letter Head/letter pad). Subject to GCC Clause 28, the version of the Contract written in the specified language shall govern its interpretation. All correspondence and other documents pertaining to the Contract, which are exchanged by the Parties, shall be written in English. 28. Applicable Law 28.1 This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction. 29. Notices 29.1 Any Notice given by one party to the other pursuant to this Contract shall be sent to the other party in writing and confirmed to other party’s address specified in SCC. 29.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.
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Special Conditions of Contract (SCC)
Special Conditions of Contract shall be concluded between the Procuring Agency and the successful bidder(s) as per specific requirement of the specific Product. In case where there is a conflict between the general conditions of the contract and the special conditions of contract, the special condition of contract shall prevail.
1. General: 1.1 Any other country of manufacturer is mentioned in specifications however their delivery/ provision may vary according to geographical location of their factories. 1.2 The fee of all necessary licenses required to install and operate the equipment shall be born by the Supplier and Procuring agency will facilitate through documents only. 1.3 The CDR will be discharged after successful installation, commissioning, servicing and completion of warranty period (or for any other period mentioned in the specifications). A clearance letter/NOC will be issued by the head of concerned institution. 1.4 The Supplier shall be deemed to have obtained all the information regarding facilities and charges, in respect of port clearance, loading and unloading, storage, transportation, congestion, Octri, licensing fee and confirmed the requirements thereof at his own responsibility and all such costs and charges are deemed to be included in the rates and prices mentioned in the Priced BOQ and the Procuring Agency will not pay any amount over this contracted amount whether in case of CIF or free delivery consignments. 1.5 Certificate from the manufacturer that they will provide after sales services through its agent and in case of change of its agent, it will provide the services itself or newly appointed Sole agent/ Sole distributor. 1.6 The Supplier shall arrange the necessary arrangements for training of hospital staff including doctors, technician, paramedical staff and biomedical engineers. The supplier shall provide a factory training of quoted medical equipment to the hospital biomedical engineer and clinical training to the doctors, if specifically demanded in the advertised specifications/ tender. 1.7 For smooth functioning and management of medical and other equipment, it is mandatory for the bidders to provide sufficient technical training for high-tech equipment for the biomedical engineers and allied staff from factory trained experienced engineers at the concerned institute. 2. Insurance of Local Goods 2.1 Insurance of Local Goods and other materials from factory to Site shall include all insurance costs covering the responsibility of all losses or damages, while loading, unloading, storing, trimming on the carrier and transporting to Site up to the installation, testing & commissioning of the medical equipment. 2.2 Checking and verifying of consignments, issuance of receiving reports and damage reports (when applicable) shall be the Contractor’s responsibility. 2.3 The cost of insurance shall be quoted on the basis of insurance through National Insurance Company (NIC) of Pakistan or any other insurance company operating in Pakistan acceptable to the Procuring Agency.
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3. Payment 3.1 In case of imported goods; the payment will be made 100% via establishing the LC in favor of manufacturer/beneficiary at sight and receiving shipping documents/ Bill of lading, Insurance, Inspection certificate of the manufacturer, Country of origin, compliance of International standards of quality as per INCOTERMS of latest version. The payment will be made in the following manner through a letter of credit to be opened by the Procuring Agency. The procuring agency may define its own financial values for the establishment of LC, in case of any special requirement 3.2 The amount of Letter of Credit shall be paid to beneficiary/Manufacturer on production of the following non-negotiable documents. i. Draft. ii. Three original and two copies of the Supplier's Invoice showing purchaser as Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad, Health, Government of Punjab, Pakistan, the Contract No., Goods description, quantity, unit price and total amount. Invoice must be signed in original stamped or sealed with company stamp or seal. iii. Four Copies of packing list identifying content of each tender/item. iv. One original and two copies of the negotiable, clean, on board through bill of lading marked “freight prepaid” and showing purchaser as Medical Superintendent Wazirabad Institute of Cardiology, Wazirabad. v. Copy of insurance certificate showing purchaser as the beneficiary; vi. The original of the manufacturer’s warranty certificate covering all items supplied; vii. One original copy of the Supplier’s Certificate of origin covering all items supplied. viii. Original copy of the certificate of Pre-Shipment inspection furnished to Supplier by the purchaser representative (if specifically required by the purchaser). ix. Test/ Inspection Certificate of manufacturers. x. Compliance Report of Internal Quality Standards. xi. Product model, serial numbers. xii. Manufacturer's Guarantee Certificate to the effect that: a) the goods supplied by them are strictly in conformity with the specifications stipulated in the contract. b) the goods have been packed and marked suitable for transport by Sea, Rail, Road and Air in terms of the contract. c) the stores supplied by them are brand new and absolutely free from any material or manufacturing defects. d) Manufacturer's test certificate in respect of each consignment. 3.3 In case of DDP; the payment will be made 100% after presentation of the delivery/ Installation/commissioning/completion report of the equipment and all other works described in Contract. Unless otherwise part payment, part delivery mentioned in the specifications.
4. Execution of Warranty 4.1 A Log Book for the medical equipment which needs regular after sales services (To be specified by the procuring agency in bidding document) shall be maintained by the Supplier Service Engineer in consultation with the end user department. This will include the name of the equipment, down time, preventive maintenance schedule, replacement of parts, down time etc. 4.2 The Warranty will start from the date of acceptance of equipment (properly installed, as per contracted specifications and handing over of related documents mentioned in GCC and will last for its warranty period at 95% uptime.
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4.3 The maintenance will be the responsibility of the manufacturer / their agent. An annual optimal uptime of 95% is considered as acceptable level of performance. 4.4 Software and hardware up gradation of the computing system should be carried out as available during warranty period as recommended by the manufacturer. 4.5 Manufacturer / Supplier shall be responsible for rectifying with all possible speed at their own expense any defect or fault in the system which may develop at any time during installation, commissioning period. 4.6 Manufacturer will guarantee the availability of spare parts and accessories for the system for ten years. 4.7 Uptime shall be defined as the time available to the user for doing procedures/ data acquisition and processing during working hours throughout the year. 4.8 Manufacturer /Supplier shall check system performance during and after every 4- months. An “Optimal Percentage” will be calculated by dividing “System in Service” hours by hours available, both measured on the basis of working hours as detailed above. 4.9 If the uptime percentage for the measurement period (04-months) shall fall short of 95% the following formula will be applied to determine additional days in the warranty / service contract period. a. 100% - 95% No Penalty b. 95% - 90% The warranty period will be extended by 2.0 times the number of days as extra down time. c. 90% - 80% The warranty period will be extended by 3.0 times the number of days as extra down time d. Below 80% The warranty period will be extended by 4.0 times the number of days as extra down time 4.10 Down time is defined as the failure in the equipment operation to acquire or process the data or procedure, resulting in inability to carry out the required procedure properly. 4.11 The firm will be bound to make arrangements for availability of qualified technical staff in hospital / site for prompt execution/coordination of after sale services. 4.12 Down time will start when the end user/ Staff In-charge notifies the designated service facility verbally or in writing to qualified technical staff of the firm stationed in the Hospital. 4.13 Down time will end once the repairs have been affected and the system is again available for clinical use. 4.14 The firm will provide the recommended preventive maintenance schedule of each of the equipment at the time of delivery. 4.15 The firm will bound to execute the installation/ maintenance according to the installation/ service protocol and will replace the components/ kits recommended by the manufacturers for installation and Periodic Preventive maintenance. 4.16 The scheduled preventive maintenance shall be in accordance with Service Protocol recommended/ advised by the manufacturer. 4.17 Remote service via modem shall be preferred if provided by the manufacturer to pick-up early faults at no cost to the hospital for the high-tech equipment. 4.18 The manufacturer / supplier will be responsible for preventive maintenance of equipment as per manufacturers’ Service Manuals and shall keep a check for electrical / magnetic / temperature and humidity conditions. Such a check should be made monthly and record should be maintained in the log book of the hospital. 5. Packing & Marking 5.1 Packing: Usual export packing to ensure safe journey up to the site of consignee.
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Marking: Each packing should be clearly marked in suitable size in bold letters as per requirement. 6. Trans-shipment 6.1 Trans-shipment is not allowed (In case of no direct flight from the shipping country to the destination, this may be reviewed by the procuring agency on case to case basis). 7. Place of delivery 7.1 As per detail mentioned in the invitation for bids/tender notice.
9. Correspondence addresses
Procuring Agency
Contracting Firm M/S------
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Performance Guarantee Form
To: [Name & Address of the Procuring Agency]
Whereas [Name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No. [number] dated [date] to supply [description of goods] (hereinafter called “the Contract”).
And whereas it has been stipulated by you in the said Contract that the Supplier shall furnish you with a CDR by a scheduled bank for the sum of 5% of the total Contract amount as a Security for compliance with the Supplier’s performance obligations in accordance with the Contract.
And whereas we have agreed to give the Supplier a Guarantee: Therefore, we hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of [Amount of the Guarantee in Words and Figures] and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract and without cavil or argument, any sum or sums within the limits of [Amount of Guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.
This guarantee is valid until the______day of______, 202__
Signature and Seal of the Guarantors/Bank
Address
Date
Note: 1. It should be valid for a period equal to the warranty period. 2. The contract will be signed/ issued after submission of this Performance Security. 3. The firm may submit the Performance Security for the Complete Tender by the Lead Contractor or individually for the respective portions of the firms in case of alliance.
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(Sample) Manufacturer’s Sole Authorization Form
[See Clause 3.1 (a) of the Instruction to Bidders] To: [name of Procuring Agency]
WHEREAS [name of the Manufacturer] who are established and reputable Manufacturers of [name and/or description of the goods] having factories at [address of factory] do hereby Exclusively authorize [name and address of Supplier/ Agent] to submit a bid, and subsequently negotiate and sign the Contract with you against IFB No. [reference of the Invitation to Bid] for the goods manufactured by us. We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Bids. We further undertake that the [name of supplier] is a sole agent /Exclusively authorized dealer for the territory of Health Department, Government of Punjab, Pakistan.
[Signature for and on behalf of Manufacturer]
Note: 1. This letter of authority should be on the letter head of the Manufacturer and should be signed by a person competent and having the power of attorney to bind the manufacturer. 2. It should be included by the Bidder in its bid. 3. The standard authorization letter without the declaration of Sole Distribution / Exclusive authorization by the manufacturer will not be considered and rejected Straight way. 4. The non exclusive authorization letter is acceptable only in the case of general Machinery, IT equipment and minor nature of medical equipment where extensive after sales services is not required. In this particular case, the procuring agency need to Specify the requirement in the advertised specifications / tender.
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Contract Form (On stamp paper worth Rs. @ 25 paisa per every one hundred rupees of the total value of the contract (E-Stamp duty) THIS CONTRACT is made at on day of 202_, between the (hereinafter referred to as the “Procuring Agency”) of the First Part; and M/s (firm name) a firm having its registered office at (address of the firm) (hereinafter called the “Supplier”) of the Second Part (hereinafter referred to individually as “Party” and collectively as the “Parties”).
WHEREAS the Procuring Agency invited bids for procurement of goods, in pursuance where of M/s (firm name) being the Manufacturer/ authorized Supplier/ authorized Agent of (item name) in Pakistan and ancillary services offered to supply the required item (s); and Whereas the Procuring Agency has accepted the bid by the Supplier for the supply of (item name) and services in the sum of Rs (amount in figures and words) cost per unit, the total amount of (quantity of goods) shall be Rs (amount in figures and words) for free delivery items and/or unit price €/£/$/¥/CHF______for the total price______€/£/$/¥/CHF of the items of CIF portion for establishing the LC.
NOW THIS CONTRACT WITNESSETH AS FOLLOWS:
1. In this Contract words and expressions shall have the same meanings as are respectively assigned to them in the General Conditions of this Contract hereinafter referred to as “Contract”: 2. The following documents shall be deemed to form and be read and construed as integral part of this Contract, viz:- a. the Price Schedule submitted by the Bidder, b. the Schedule of Requirements; c. the Technical Specifications; d. the General Conditions of Contract; e. the Special Conditions of Contract; f. the Procuring Agency’s Notification of Award; g. the scope of work; h. the Contract; and i. the Bid & its clarifications. j. the contracted specifications (attached as annexure) k. any undertaking provided by the firm 3. In consideration of the payments to be made by the Procuring Agency to the Supplier/ Manufacturer as hereinafter mentioned, the Supplier/ Manufacturer hereby covenants with the Procuring Agency to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of this Contract. 4. The Procuring Agency hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of this Contract at the time and in the manner prescribed by this Contract. 5. [The Supplier] hereby declares that it has not obtained or induced the procurement of any Contract, right, interest, privilege or other obligation or benefit from Government of the Punjab or any administrative subdivision or
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
agency thereof or any other entity owned or controlled by it (Government of the Punjab) through any corrupt business practice. 6. Without limiting the generality of the foregoing, [the Seller/ Supplier] represents and warrants that it has fully declared the brokerage, commission, fees etc, paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a Contract, right interest, privilege or other obligation or benefit in whatsoever form from Government of the Punjab, except that which has been expressly declared pursuant hereto. 7. [The Supplier] certifies that has made and shall make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with Government of the Punjab and has not taken any action or shall not take any action to circumvent the above declaration, representation or warranty. 8. [The Supplier] accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty. It agrees that any Contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Government of the Punjab under any law, Contract or other instrument, be void able at the option of Government of the Punjab. 9. Notwithstanding any rights and remedies exercised by Government of the Punjab in this regard, [The Supplier] agrees to indemnify Government of the Punjab for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Government of the Punjab in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [The Seller/ Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any Contract, right, interest, privilege or other obligation or benefit in whatsoever form from Government of the Punjab. 10. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. The decisions taken and/or award made by the arbitrator shall be final and binding on the Parties. 11. This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction. IN WITNESS Whereof the Parties hereto have caused this Contract to be executed at______(the place) and shall enter into force on the day, month and year first above mentioned.
Signed/ Sealed by the Manufacturer/ authorized Supplier/ authorized Agent Signed/ Sealed by Procuring Agency
1. 1.
2. 2. Note: 1. In case of alliance; all the firms have to sign this document jointly along with Procuring Agency, as all firms will bear equal responsibility in execution of the contract.
Wazirabad Institute of Cardiology, Wazirabad. Government of the Punjab, Health Department. Page 31
Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Bid Form
Date: Tender No: Name of the Item: To: [Name and address of Procuring Agency]
Respected Sir
Having examined the Bidding Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer the supply and deliver the goods specified in and in conformity with the said Bidding Documents for the sum of [Total Bid Amount], [Bid Amount in words] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this bid.
We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the Schedule of Requirements. If our bid is accepted, we shall obtain an unconditional guarantee of a bank in the sum of ____ percent of the Contract Price for the due performance of the Contract, in the form prescribed by the Procuring Agency.
We agree to abide by this bid for a period of [number] days from the date fixed for bid opening under ITB Clause 18 of the Instructions to Bidders, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.
We understand that you are not bound to accept the lowest or any bid you may receive. Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid, and to contract execution if we are awarded the contract, are listed below:
Name and address of bidder Amount and Currency (if none, state “none”).”
Dated this day of , 202_
Signature (in the capacity of)
Duly authorized to sign bid for and on behalf of Attachment
Wazirabad Institute of Cardiology, Wazirabad. Government of the Punjab, Health Department. Page 32
Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Price Schedule (CIF Tender)
Name of Bidder______
Tender No. and the name of the Tender ------
) )
¥/CHF ¥/CHF
Qty bank Make Model me of Item of me Supplier dispatch Item. No. Item. Country of of Country Total Price Total (As listed in in (As listed for each item for each Unit CIF Price CIF Unit Na Manufacturer €/£/$/ €/£/$/ ( ( Name of Port of of Port of Name invitation of bid) of invitation Country of Origin of Country Name of beneficiary beneficiary of Name
Total Tender Items Cost after conversion (Rs.)
Sign and Stamp of Bidder______
Note: 1. In case of discrepancy between unit price and total, the unit price shall prevail. 2. Foreign currency rate will be considered on the date of opening of Financial Bid as per selling rate announced by the National/ State Bank.
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Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Price Schedule (DDP Tender)
Name of Bidder______
Tender No. and the name of the Tender ------
)
of Item of (Rs) (Rs Qty Make Model Supplier Unit Price Unit Item. No. Item. Country of of Country Total Price Total (As listed in in (As listed for each item for each Name Name Manufacturer invitation of bid) of invitation Country of Origin of Country
Total Tender Items Cost (Rs.)
Sign and Stamp of Bidder______
Note: In case of discrepancy between unit price and total, the unit price shall prevail.
Wazirabad Institute of Cardiology, Wazirabad. Government of the Punjab, Health Department. Page 34
Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
(TEMPLATE)
BID EVALUATION SHEET
Tender Number:------Name of the Equipment/Item and Qty:------
PART- I KNOCK DOWN CRITERIA - (COMMERCIAL EVALUATION) (To be evaluated by Technical Evaluation Committee) (All evaluation parameters defined below are mandatory for compliance)
Sr. No. Evaluation Parameters M/S ABC M/S XYZ
1 Original Receipt of Tender Yes / No Yes / No
2 Affidavit from Bidder regarding Non-black listing Yes / No Yes / No
3 Price reasonability certificate Yes / No Yes / No
Copy of Bid Security (2% earnest money of the 4 estimated cost) (copy with technical proposal Yes / No Yes / No and original with financial proposal)
5 Copy of Valid NTN Registration Certificate Yes / No Yes / No
6 Copy of Valid GST Registration Certificate Yes / No Yes / No
7 Bid Validity Yes / No Yes / No
8 Delivery Period Yes / No Yes / No
(Eligible/ Not (Eligible/ Not Eligible Eligible for further Remarks: for further evaluations evaluations of of PART-II) PART-II)
Wazirabad Institute of Cardiology, Wazirabad. Government of the Punjab, Health Department. Page 35
Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
PART-II (To be evaluated by Technical Evaluation Committee) SPECIAL INFORMATION FOR EVALUATION OF DISTRIBUTOR / CONTRACTOR YEAR – 2020-2021 TOTAL MARKS = 100, PASSING MARKS = 70
S.#. PARTICULARS MARKS ALLOCATED DOCUMENTS REQUIRED
01 Valid Sales Tax No. Mandatory Copy of registration Yes = 15 No = 0 02 Valid Income Tax No. Mandatory Copy of registration Yes = 15 No = 0 03 Affidavit of non black listing Mandatory Undertaking for said condition Yes = 10 No = 0 04 Financial Status Yes = 15 1 to 3 years bank statement No = 0 (2016-17, 2017-18, 2018-19) 5 Marks for each year 05 Last 3 year Income Tax Return Yes = 15 Copies of Income Tax Return of No = 0 last 3 year (2016-17, 2017-18, 5 Marks for each year 2018-19) 06 Chamber of commerce Yes = 10 Copy of registration Membership No = 0 07 Professional Tax Yes = 10 Copy of registration No = 0 08 Previous Experience Yes = 10 Documentary Proof of various No = 0 institutes 2 Mark for 1 Govt. supply order / working experience Total Marks 100 Status Responsive/ Not Responsive/ Substantially Responsive Qualified for item number Disqualified for item number and reason
Wazirabad Institute of Cardiology, Wazirabad. Government of the Punjab, Health Department. Page 36
Wazirabad Institute of Cardiology, Wazirabad. Standard Bidding Document – Purchase of General Store Items - Year 2020-21
Note:
1. Non compliance of any of above evaluation parts will lead to the rejection of bid straight way. 2. Detail of rejection of any bid will be mentioned in detail. 3. The Technical status of offers will be declared as Responsive, Non Responsive and Substantially Responsive. 4. The offer will be considered as responsive if it fully meets the tender requirement and specifications. 5. The offer which will not be as per requirement of tender and specifications is to be declared as non responsive. 6. The bid with minor deviations without any effect on the quality, efficiency, reliability and durability of products will be declared as substantially responsive. The minor deviations will be determined by the Technical Evaluation Committee. 7. The bids declared either as Responsive or Substantial Responsive will be considered as acceptable bid for further processing. 8. Sample, where required by the procuring agency will be evaluated by the Technical Evaluation Committee by analyzing its Production quality, Design, Reliability, Conformance to the specification and safe for the usage etc. This report will become the part of above Performa as sample evaluation report. 9. In case of requirement, Procuring Agency / Technical Evaluation committee may inspect the premises of bidder to inspect the Technical and Managerial Capability/ setups for ensuring proper after sales services.
Wazirabad Institute of Cardiology, Wazirabad. Government of the Punjab, Health Department. Page 37
WAZIRABAD INSTITUTE OF CARDIOLOGY,
WAZIRABAD SERVICE CONTRACT FOR MACHINERY EQUIPMENT (YEAR 2020 - 21)
WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD GOVERNMENT OF THE PUNJAB HEALTH DEPARTMENT
BIDDING DOCUMENT OF SERVICE CONTRACT 1
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
FIRM / COMPANY INFORMATION Firm Name:
Head Office Address:
Phone No. E-mail
Fax No. Website
Please mention Chamber of Commerce Registration (CCR) (Please attach the copy):
C.C.R. No. Date of Issue Validity Date
Firm must have National Tax Number and General Sales Tax Number (Please attach the copy):
National Tax Number
General Sales Tax Number
NOTE: Quotation from a Firm which does not have National Tax Number (NTN) and General Sales Tax Number (GST) and PST will be rejected straight away.
All Terms & Conditions are accepted and quoted rates are inclusive of all taxes.
______Signature & Name of Proprietor / Authorized Person
______Firm Name
1
BIDDING DOCUMENT OF SERVICE CONTRACT 2
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
TERMS & CONDITIONS
1. The bidding process will be done as per PPRA Rules 2014 and its subsequent amendments.
2. Interested firms must have at least 03 Years’ experience of doing similar nature of job / work.
3. The bidder shall first examine the equipment to be contracted and after that will submit the bid on the name of Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad.
4. Following must be enclosed with the bid(s): a) Copy of the NIC of authorized person of the firm b) Call Deposit Receipt (CDR) c) Photocopy of GST, IT Registration d) Price Reasonability Certificate e) Undertaking to refund any rate discrepancy other as above
5. Bidders must quote bids in accordance to “Single Stage Two Bids Envelope Method”. The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion. The envelopes shall then be sealed in an outer envelope, which must contain name of item, serial number in accordance to tender advertisement, date of opening, name and address of bidder.
6. The firms are advised to quote their rates in figures as well as in words. If there is a discrepancy between words and figures, the amount in words shall prevail. The quoted rates must be inclusive of 16% PST / all taxes and shall remain valid for 06 months from the date of bid opening. If the firm does not mention taxes, the offered / quoted prices shall be considered as inclusive of all prevailing taxes.
7. The quoted rates will include free delivery at consignees’ site. The rates once concluded will be final and bidder will be bound to provide services throughout the contract and extended period (if any), irrespective of currency fluctuation, any duty imposed by the government or other reason(s).
8. Any overwriting, cutting, erasing and crossing or etc. appearing in the offer must be properly signed by the authorized person. Moreover, all pages of the tender documents must also be signed and stamped by the firm authorized person. Conditional offer will not be accepted.
9. The bidder shall certify that quoted price(s) against the Bid(s) are not more than the prices charged from any other sector (Public, Semi Government or Private) of Pakistan. In case of any discrepancy, the Bidder hereby undertakes that their firm will be liable to refund the price charged in excess. A price reasonability certificate must be attached with the bid.
10. The bidder shall have to provide a certificate that the spare parts, accessories and consumables / disposables to be replaced during contract period are genuine / brand new. The certificate shall also include that the bidder will not supply expired, defective, sub-standard, spurious, counterfeited, forged or inferior quality spare part(s), accessories and consumables / disposables. In case of sole distributor, the certificate shall be from the manufacturer / principal firm.
BIDDING DOCUMENT OF SERVICE CONTRACT 3
12. In case of imported spare part(s), accessories and consumables / disposables, import documents shall also be produced at the time of inspection and the firm shall undertake that spare part(s), accessories and consumables / disposables are genuine / brand new and in the original packing of the manufacturer.
13. The custom clearance of all the spare parts, accessories and consumables / disposables during contract period will be the sole responsibility of the firm.
14. Bidder shall be bound to supply the stores in full, otherwise bill will not be processed till the completion of supply.
15. The successful bidder shall be bound to maintain the equipment / provide services during contract period from the receipt of confirmed work order or decided by the authority. If the firm fails to do so or does not accomplish the contractual obligations, the authority reserves the right to impose penalty period, cancel the work order, forfeit the Performance Security or in addition to it go for blacklisting of that firm.
16. In case of successful bidder failure to maintain the equipment / provide services during contract period, the same will be hired from the open market or from the next responsive and lowest bidder on risk purchase basis without any notice to the contractor. The said sum will be deducted from the next bill / security deposit of the contractor or will be treated according to rules.
17. The bid(s) should be addressed to Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad and must contain original Tender Purchase Receipt.
18. The bidder shall submit Bid Security CDR 2% (refundable) of the estimated cost in Pak Rupees in favor of the Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad. The said Bid Security will be returned after fulfilling of codal formalities of the hospital. a) If the firm withdraw, modify / revise or amend its offer during validity period, the Bid Security will be forfeited, and that firm will be rejected straight away.
19. The successful bidder shall submit Performance Security in shape of CDR, 5% of work order amount within 10 days after issuance of work order / award of contract along with e-stamp papers. If the bidder fails to do so, the Bid Security CDR of 2% already submitted with the bid shall be forfeited and this may also lead to cancellation of work order / award of contract. a. The Performance Security shall remain valid for contractual period and the successful bidder will be bound for its renewal in case of any penalty period imposed.
20. Successful bidder shall have to guarantee 95 % Up Time for the contracted equipment. If the equipment shall remain down / non-functional and the Up Time percentage decreases from 95%, then the down time penalty will be imposed as per Service & Maintenance Contract Clause 6.
21. The hospital will release Performance Security CDR, 5% of work order amount submitted by the successful bidder after completing codal measures and satisfactory fulfillment of contract period and its down time penalty (if any). a) In case of failure, the Performance Security will be forfeited, and firm’s case may be taken for blacklisting.
22. The successful bidder shall submit three copies of bill against provided services quarterly to the storekeeper / repair clerk concerned duly supported with one photocopy of Service Contract and service reports.
BIDDING DOCUMENT OF SERVICE CONTRACT 4
23. The firm must have test & tools equipment to calibrate equipment according to the manufacturer’s recommendations and standards.
24. The firm may support their quotations with literature and samples if asked.
25. Below required information to be filled by the bidder. a) Original Tender Purchase Receipt Details:
Receipt No. Date Amount
b) Bid Security (2% of the estimated price) PKR ______/- in favor of Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad. Details of Bid Security CDR are as:
Number Date Bank Name Amount
26. All potential participants must prepare their technical bid(s) concisely. The required documents for Service & Maintenance Technical Bid and its sequence must be as per Annexure – B, otherwise offers shall be rejected straight away.
27. The successful bidder will submit the contract on e-stamp paper(s). The approved contract document sample is attached as Annexure – A. Any alteration, tempering and modification in contractual document on bidder’s end is strictly prohibited, doing so will lead to rejection of bid(s) and blacklisting.
28. The comprehensive Service & Maintenance Contract will for Three (01) Years and extendable with mutual consent having all spare parts, accessories and consumables / disposables included. The replacement of all spare parts will be on exchange basis. a. A Logbook for the contract period will be maintained by successful bidder’s designated Service Engineer. Instructions to maintain Logbook are attached in Annexure – C. b. The Service & Maintenance contract for 2nd and 3rd year of contract period will commence after verification of Up Time & Down Time Report of previous year.
All Terms & Conditions are accepted and quoted rates are inclusive of all taxes.
______Signature & Name of Proprietor / Authorized Person
______Firm Name
BIDDING DOCUMENT OF SERVICE CONTRACT 5
AFFIDAVIT
Tender No. ______Dated: ______
To: [Name and address of Procuring Agency]
Dear Sir / Madam,
Having examined and understood the whole Bidding Documents, receipt of which is hereby duly acknowledged, we, the undersigned complies with the requirements enunciated in the Bidding Documents and offer to execute the Service and Maintenance Contract specified in the Scope of Services / Technical Specifications in conformance with the Bidding Documents for the sum of [Bid Amount Figures], [Bid Amount in Words] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this bid.
We undertake, if our bid is accepted, to render the services in accordance with the Scope of Services / Technical Specifications of this bidding documents.
If our bid is accepted, we shall obtain CDR in the sum of 5% of the Contract Price for the due performance of the service maintenance Contract.
We agree to abide by this bid for a period of [number] days from the date fixed for bid opening under terms & conditions of tender, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.
We understand that you are not bound to accept the lowest or any bid you may receive. Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid, and to contract execution if we are awarded the contract, are listed below:
Name and address of bidder Amount and Currency (if none, state “none”).”
Dated this day of , 202--
Signature (in the capacity of)
Duly authorized to sign bid for and on behalf of: Attachment
BIDDING DOCUMENT OF SERVICE CONTRACT 6
Annexure – A
(SERVICE & MAINTENANCE CONTRACT SAMPLE)
This Contract Agreement made at Wazirabad, the ______, between Messer ______, herein called as “Contractor”, having its registered office at ______and as party of one part and the Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad, their successors and legal assigns hereinafter called “client” as part of the other part.
WITNESSETH
WHEREAS, the client intends that M/s ______, maintains / repair the (Equipment Name) ______called as "equipment” and M/s ______agrees to maintain / repair the equipment between ______and ______, both days inclusive, on the following mutually decided terms and conditions.
1. Contractor M/s ______agrees to provide the client comprehensive Service & Maintenance including labor, spare parts, accessories and consumables / disposables for the complete system along with its all accessories. All aforesaid items included in Service & Maintenance Contract Package. 2. Contractor guarantees the availability of labor, spare parts, accessories and consumables / disposables for the complete system during contractual period. 3. With effect from (date) ______, service charges based on contractual amount PKR ______equipment requiring Service & Maintenance, will be payable every year to the contractor firm in 04 equal installments. The contractor will submit the bill at the end of every 03 months (quarter). 4. The contractor is bound to submit Logbook Reports for each quarter duly verified by the End-User(s) and Biomedical Engineering Department. a. The designated Service Engineer of contractor firm will be responsible to maintain the Logbook. Overwriting / cutting must be avoided, in case unavoidable must be verified by the End-User and firm Engineer. b. The Logbook must have work order copy for the contract period, equipment make, model and serial number(s) information. The equipment Logbook shall also have clear indication and segregation of each quarter with dates. 5. Up Time: a. Up Time shall be defined as the time available to the user for doing data acquisition / processing during working hours 09:00 to 17:00 hours 06 days a week (except public holidays). Annual Up Time of 95% shall be considered as acceptable level of performance. b. Contractor shall check system’s performance every month. For every month an “Up Time percentage” will be calculated by the dividing “System in Service hours” by “Hours Available” both measured on the basis of working hours as detailed in clause 5 (a) of this contract. c. If the Up Time percentage for the measurement would fall short of 95% annually (actual / extended / penalty period of Service & Maintenance Contract), the following formula will be applied to determine additional days in Service & Maintenance Contract period.
100% - 95% No Penalty
BIDDING DOCUMENT OF SERVICE CONTRACT 7
Extension of Service & Maintenance Contract by X 2.0 times the 95% - 90% number of days as extra down time with no additional cost.
Extension of Service & Maintenance Contract by X 3.0 times the 90% - 80% number of days as extra down time with no additional cost.
Extension of Service & Maintenance Contract by X 4.0 times the Below 80% number of days as extra down time with no additional cost.
6. Down Time: a. Down Time is defined as failure in equipment operation to acquire and process data, resulting in failure to carry out the required procedures properly. b. Down Time will start when the End-User notifies the designated service facility verbally or in writing or informed via Biomedical Engineering Department. Contractor will provide the service telephone numbers, email IDs and fax number(s), must be accessible round the clock. c. Down Time will end once the repairs will be affected and the system will be available again for procedures / clinical use by the End-User. d. Response Time is the time the firm takes after having information of equipment failure to make the equipment functional. The response time of 02 hours will be considered normal. If the contractor successfully makes the system functional and ready for clinical use within 02 hours of system failure, there will no Down Time. e. The installation of the system improvement and updates as schedule by mutual agreement of both the parties as well as schedule preventative maintenance shall not be considered as Down Time. f. Qualified and fully trained / service support will be available from the contractor as a backup to the local Service Engineers during the contract period at no cost to the client. 7. Scope of Work: a. 02 -annual comprehensive maintenance visits of 02 days’ duration. b. The designated Service Engineer shall also make at 02 visits of contracted equipment in a month for routine inspection. He / She shall interact with the End- User regarding equipment functionality feedback.
c. : I. Quality checks, adjustment, settings and lubrication etc as per manufacturer’s recommendations. II. Correction of detected flaws and faults which result from normal wear & tear and replacing parts on exchange basis, necessary to maintain the system and as per manufacturer’s recommendations III. Installation / Updating of originally purchased software whenever made available by the manufacturer. IV. Field modification, if any, recommended by the manufacturer to improve system’s performance and reliability. d. The Contractor is bound to carry out Preventive Maintenance (PM) of equipment every three (03) months / according to Principal Firms SOPs (whichever is earliest). Contractor will inform the client about PM schedule at least one week before. The client is expected to make the said equipment available in accordance of the contractor’s request of PM on agreed dates. In case, client cannot meet the above requirement, he / she shall inform the contractor at least 24 hours prior to PM. Biomedical Engineering Department representative shall also witness the PM procedure of contracted equipment / system e. The start and end of all quarters shall be covered with routine visits by the firm Engineer. All types of visits duly verified by the End-User shall be recorded in the Logbook having date and time.
BIDDING DOCUMENT OF SERVICE CONTRACT 8
8. Spare Parts & Accessories: a. Contractor shall maintain spare parts inventory at a level to meet 95% uptime guarantee and the replacement of parts on exchange basis during the contractual period. b. The Service & Maintenance Contract includes all kind of spare parts, accessories and consumables / disposables. c. Import and clearance of all spare parts, accessories and consumables / disposables during the Service & Maintenance Contract period will be the sole responsibility of the contractor. d. All replacement of spare parts, accessories and consumables / disposables during Service & Maintenance Contract will be recorded in Logbook. 9. Miscellaneous: a. In case of any representation on part of bidder, the case shall be put before the “Grievance Redressal Committee, of WAZIRABAD Institute of Cardiology, Wazirabad, who shall act as arbitrator and its decision shall be final. b. Client has the right to terminate the contract if contractor fails to provide services not as per contractual conditions, after being duly notified by the client in writing of its short comings and give reasonable time for remedial action. c. In case the contractor fails to provide complete uptime / downtime report copies of the Logbook within 07 days after contract period ends, the client has the right to forfeit the submitted Performance Security against Service & Maintenance th Contract and also 4 quarter bill will not be processed for payment. d. Client has the right to extend the Service & Maintenance Contract for specified period where deemed necessary. 10. Force Majeure: Contractor agrees to perform all services in good faith. However, in the event of Force Majeure any party shall be entitled to suspend performance obligations. Force Majeure can be a certain event, beyond the control of client, may inhibit them from fulfilling their duties and obligations under this agreement. Force Majeure includes Acts of God, civil disturbance, wars, and acts of public enemy, riots, strikes or work stoppages.
For Client For Contractor
______WAZIRABAD Institute of Cardiology, Wazirabad M/s ______
Witnesses Witnesses
1 ______1 ______
2 ______2 ______
BIDDING DOCUMENT OF SERVICE CONTRACT 9
Annexure – B
DOCUMENTS REQUIRED FOR PARTICIPATING IN BIDDING PROCESS
(KNOCKED DOWN CRITERIA)
Sr. Attached # Parameters Annexure Yes No
PART I 1. I Copy of CDR
2. II Original Tender Receipt
3. III Income Tax Certificate
4. IV PST Certificate / GST Certificate
5. V Undertaking of not being Blacklisted on Stamp Paper
PART II 6. VI Technical Offer
7. VII Past Experience and Performance
8. VIII Company Profile
9. IX Technical / Engineering Capability
10. X Sole / Exclusive Agent Certificate (If Applicable)
NOTE:
Kindly enclose all documents with Service & Maintenance Technical Proposal; failing to produce any of the above document will lead to rejection of proposal / offer. Use separate tagging as Annexure making above sequence while submitting the Repair Technical proposal.
BIDDING DOCUMENT OF SERVICE CONTRACT 10
Annexure – C
INSTRUCTIONS TO MAINTAIN LOGBOOK
1. The designated Service Engineer of contractor firm will be responsible to maintain the Logbook. Overwriting / cutting must be avoided, in case unavoidable must be verified by the End-User and firm Engineer.
2. The Logbook must have Work Order / Award Letter copy for the contract period, equipment makes, model and serial number information.
3. A contact year will be divided in four (04) equal quarters and the equipment Logbook should have clear indication and segregation of each quarter with dates.
4. Response Time is the time the firm takes after having information of equipment failure to make the equipment functional. Response Time of 02 hours will be considered normal. a. If the contractor successfully makes the system functional and ready for clinical use within 02 hours of system failure, there will no Down Time. b. If the firm remains unable to make system functional within 02 hours of system failure or respond after 02 hours of response time, the Down Time shall be calculated from fault reported time. c. The Down Time in Logbook shall be calculated excluding the public holidays with the consent of concerned End-User.
5. All types of visits required in contract duly verified by the End-User shall be recorded in the Logbook with date and time.
6. The start and end of all quarters shall be covered with routine visits by the firm Engineer.
7. All replacement of spare parts, accessories and consumables / disposables during Service & Maintenance Contract will be recorded in Logbook.
8. Logbook must be maintained on monthly basis and each quarter must have information of its Up Time and Down Time.
9. The designated Service Engineer of the firm will be bound to get Logbook signed from the End-User and Biomedical Engineer on quarterly basis. a. He / She shall provide the quarter wise copies of Logbook Report before submitting quarter bills to Repair Cell.
10. The designated Service Engineer will visit Biomedical Engineering Department to have Up Time / Down Time calculated with original Logbook on yearly basis / after 4th quarter. Biomedical Engineering Department will prepare an excel sheet having Up Time / Down Time information of whole year. a. The contractor will submit Up Time / Down Time information page with Logbook copies of entire year at the end of the year / contract to Repair Cell. b. The Up Time / Down Time information page will be mandatory for the contractor to get their yearly bill(s) cleared from Repair Cell.
______Signature & Name of Proprietor / Authorized Person
______Firm Name
BIDDING DOCUMENT OF SERVICE CONTRACT 11
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
Tender Price Rs. 2,000 / Each (Non-Refundable) Advertisement No. _____
TENDER INQUIRY FOR SERVICE & MAINTENANCE CONTRACT OF ______Patient Lift ______Model 1000 kg and 1600kr Qty 02
Make Schindler
Sr. No.
Schedule to invite advertised tender: -
LAST DATE OF ISSUANCE OF TENDER As per advertisement TIME 10:30AM
LAST DATE OF RECEIPT OF TENDER As per advertisement TIME 10:30AM
DATE & TIME OF OPENING As per advertisement TIME 11:00AM
NOTE:
Please read the following instructions carefully and submit the bid enclosed with all documents.
1. Bids will be submitted in accordance to “Single Stage Two Bids Envelope Method”. 2. The comprehensive Service & Maintenance Contract and two number of operator will be for 01 Year with all spare parts, accessories and consumables / disposables included. The replacement of all spare parts will be on exchange basis and contract period may be extended with mutual consent. 3. The rates must be quoted in Pak Rupees in figures as well as in words. Overwriting / cutting must be avoided, in case inevitable must be signed by the authorized person of the firm. 4. Quotation must be sealed. Bid category and opening date must be written on envelop. 5. Each paper of Bidding Document must be signed and stamped by the authorized person of firm. 6. Any offer not in accordance with terms and conditions of the tender inquiry, will straight away be rejected. 7. No offer shall be considered if: a) Received without Bid Security (2% of the Estimated Cost). The Estimated Cost for above Tender Inquiry is = PKR ___800,000______/-. (Per Year) b) Received without original tender receipt. c) Received after the time and date fixed for its receipt. d) Bid and Bidding Documents is Unsigned and Unstamped. e) Offer is ambiguous / conditional / tempered. f) Offer from a firm, black listed, suspended or removed from the approved list. g) The offer is received by telegram / fax / email. h) Offer received with shorter validity than required.
Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad.
BIDDING DOCUMENT OF SERVICE CONTRACT 12
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
Tender Price Rs. 2,000 / Each (Non-Refundable) Advertisement No. _____
TENDER INQUIRY FOR SERVICE & MAINTENANCE CONTRACT OF
_X-ray Machine (500mA)______Model Villa movie plax 800ba Qty 01
Make Villa
Sr. No. J0107917GA14
Schedule to invite advertised tender: -
LAST DATE OF ISSUANCE OF TENDER As per advertisement TIME 10:30AM
LAST DATE OF RECEIPT OF TENDER As per advertisement TIME 10:30AM
DATE & TIME OF OPENING As per advertisement TIME 11:00AM
NOTE:
Please read the following instructions carefully and submit the bid enclosed with all documents.
1. Bids will be submitted in accordance to “Single Stage Two Bids Envelope Method”. 2. The comprehensive Service & Maintenance Contract will for 01 Years with all spare parts, accessories and consumables / disposables included. The replacement of all spare parts will be on exchange basis and contract period may be extended with mutual consent. 3. The rates must be quoted in Pak Rupees in figures as well as in words. Overwriting / cutting must be avoided, in case inevitable must be signed by the authorized person of the firm. 4. Quotation must be sealed. Bid category and opening date must be written on envelop. 5. Each paper of Bidding Document must be signed and stamped by the authorized person of firm. 6. Any offer not in accordance with terms and conditions of the tender inquiry, will straight away be rejected. 7. No offer shall be considered if: a) Received without Bid Security (2% of the Estimated Cost). The Estimated Cost for above Tender Inquiry is = PKR ______936,000______/-. (Per Year) b) Received without original tender receipt. c) Received after the time and date fixed for its receipt. d) Bid and Bidding Documents is Unsigned and Unstamped. e) Offer is ambiguous / conditional / tempered. f) Offer from a firm, black listed, suspended or removed from the approved list. g) The offer is received by telegram / fax / email. h) Offer received with shorter validity than required.
Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad.
BIDDING DOCUMENT OF SERVICE CONTRACT 13
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
Tender Price Rs. 2,000 / Each (Non-Refundable) Advertisement No. _____
TENDER INQUIRY FOR SERVICE & MAINTENANCE CONTRACT OF
X-ray Machine (Mobile)______Model Art evolution Qty 02
Make shimadzu
410003347007 Sr. No. 410003347008
Schedule to invite advertised tender: -
LAST DATE OF ISSUANCE OF TENDER As per advertisement TIME 10:30AM
LAST DATE OF RECEIPT OF TENDER As per advertisement TIME 10:30AM
DATE & TIME OF OPENING As per advertisement TIME 11:00AM
NOTE:
Please read the following instructions carefully and submit the bid enclosed with all documents.
1. Bids will be submitted in accordance to “Single Stage Two Bids Envelope Method”. 2. The comprehensive Service & Maintenance Contract will for 01 Years with all spare parts, accessories and consumables / disposables included. The replacement of all spare parts will be on exchange basis and contract period may be extended with mutual consent. 3. The rates must be quoted in Pak Rupees in figures as well as in words. Overwriting / cutting must be avoided, in case inevitable must be signed by the authorized person of the firm. 4. Quotation must be sealed. Bid category and opening date must be written on envelop. 5. Each paper of Bidding Document must be signed and stamped by the authorized person of firm. 6. Any offer not in accordance with terms and conditions of the tender inquiry, will straight away be rejected. 7. No offer shall be considered if: a) Received without Bid Security (2% of the Estimated Cost). The Estimated Cost for above Tender Inquiry is = PKR ____480,000______/-. (Per Year) b) Received without original tender receipt. c) Received after the time and date fixed for its receipt. d) Bid and Bidding Documents is Unsigned and Unstamped. e) Offer is ambiguous / conditional / tempered. f) Offer from a firm, black listed, suspended or removed from the approved list. g) The offer is received by telegram / fax / email. h) Offer received with shorter validity than required.
Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad.
BIDDING DOCUMENT OF SERVICE CONTRACT 14
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
Tender Price Rs. 2,000 / Each (Non-Refundable) Advertisement No. _____
TENDER INQUIRY FOR SERVICE & MAINTENANCE CONTRACT OF ______Complete Laundry with boiler ______Model Qty 01
Make Alliance laundry
Sr. No.
Schedule to invite advertised tender: -
LAST DATE OF ISSUANCE OF TENDER As per advertisement TIME 10:30AM
LAST DATE OF RECEIPT OF TENDER As per advertisement TIME 10:30AM
DATE & TIME OF OPENING As per advertisement TIME 11:00AM
NOTE:
Please read the following instructions carefully and submit the bid enclosed with all documents.
1. Bids will be submitted in accordance to “Single Stage Two Bids Envelope Method”. 2. The comprehensive Service & Maintenance Contract will for 01 Years with all spare parts, accessories and consumables / disposables included. The replacement of all spare parts will be on exchange basis and contract period may be extended with mutual consent. 3. The rates must be quoted in Pak Rupees in figures as well as in words. Overwriting / cutting must be avoided, in case inevitable must be signed by the authorized person of the firm. 4. Quotation must be sealed. Bid category and opening date must be written on envelop. 5. Each paper of Bidding Document must be signed and stamped by the authorized person of firm. 6. Any offer not in accordance with terms and conditions of the tender inquiry, will straight away be rejected. 7. No offer shall be considered if: a) Received without Bid Security (2% of the Estimated Cost). The Estimated Cost for above Tender Inquiry is = PKR ___1600,000______/-. (Per Year) b) Received without original tender receipt. c) Received after the time and date fixed for its receipt. d) Bid and Bidding Documents is Unsigned and Unstamped. e) Offer is ambiguous / conditional / tempered. f) Offer from a firm, black listed, suspended or removed from the approved list. g) The offer is received by telegram / fax / email. h) Offer received with shorter validity than required.
Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad.
BIDDING DOCUMENT OF SERVICE CONTRACT 15
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
Tender Price Rs. 2,000 / Each (Non-Refundable) Advertisement No. _____
TENDER INQUIRY FOR SERVICE & MAINTENANCE CONTRACT OF ______ECHO Machine ______Model Aplio 300, Artida Qty 02
Make Toshiba
WIN1462931 Sr. No. NIB1465232
Schedule to invite advertised tender: -
LAST DATE OF ISSUANCE OF TENDER As per advertisement TIME 10:30AM
LAST DATE OF RECEIPT OF TENDER As per advertisement TIME 10:30AM
DATE & TIME OF OPENING As per advertisement TIME 11:00AM
NOTE:
Please read the following instructions carefully and submit the bid enclosed with all documents.
1. Bids will be submitted in accordance to “Single Stage Two Bids Envelope Method”. 2. The comprehensive Service & Maintenance Contract will for 01 Years with all spare parts, accessories and consumables / disposables included. The replacement of all spare parts will be on exchange basis and contract period may be extended with mutual consent. 3. The rates must be quoted in Pak Rupees in figures as well as in words. Overwriting / cutting must be avoided, in case inevitable must be signed by the authorized person of the firm. 4. Quotation must be sealed. Bid category and opening date must be written on envelop. 5. Each paper of Bidding Document must be signed and stamped by the authorized person of firm. 6. Any offer not in accordance with terms and conditions of the tender inquiry, will straight away be rejected. 7. No offer shall be considered if: a) Received without Bid Security (2% of the Estimated Cost). The Estimated Cost for above Tender Inquiry is = PKR ___500,000______/-. (Per Year) b) Received without original tender receipt. c) Received after the time and date fixed for its receipt. d) Bid and Bidding Documents is Unsigned and Unstamped. e) Offer is ambiguous / conditional / tempered. f) Offer from a firm, black listed, suspended or removed from the approved list. g) The offer is received by telegram / fax / email. h) Offer received with shorter validity than required.
Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad.
BIDDING DOCUMENT OF SERVICE CONTRACT 16
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
Tender Price Rs. 2,000 / Each (Non-Refundable) Advertisement No. _____
TENDER INQUIRY FOR SERVICE & MAINTENANCE CONTRACT OF ______Electric Generator ______Model P450-1,TAD 1343ge, P450-1 Qty 03
Make Caterpillar, Volvo penta
D13397700A1A,Fgwcpes7ppck004 Sr. No. 49, Fgwcpes7ppck00450,
Schedule to invite advertised tender: -
LAST DATE OF ISSUANCE OF TENDER As per advertisement TIME 10:30AM
LAST DATE OF RECEIPT OF TENDER As per advertisement TIME 10:30AM
DATE & TIME OF OPENING As per advertisement TIME 11:00AM
NOTE:
Please read the following instructions carefully and submit the bid enclosed with all documents.
1. Bids will be submitted in accordance to “Single Stage Two Bids Envelope Method”. 2. The comprehensive Service & Maintenance Contract will for 01 Years with all spare parts, accessories and consumables / disposables included. The replacement of all spare parts will be on exchange basis and contract period may be extended with mutual consent. 3. The rates must be quoted in Pak Rupees in figures as well as in words. Overwriting / cutting must be avoided, in case inevitable must be signed by the authorized person of the firm. 4. Quotation must be sealed. Bid category and opening date must be written on envelop. 5. Each paper of Bidding Document must be signed and stamped by the authorized person of firm. 6. Any offer not in accordance with terms and conditions of the tender inquiry, will straight away be rejected. 7. No offer shall be considered if: a) Received without Bid Security (2% of the Estimated Cost). The Estimated Cost for above Tender Inquiry is = PKR ___400,000______/-. (Per Year) b) Received without original tender receipt. c) Received after the time and date fixed for its receipt. d) Bid and Bidding Documents is Unsigned and Unstamped. e) Offer is ambiguous / conditional / tempered. f) Offer from a firm, black listed, suspended or removed from the approved list. g) The offer is received by telegram / fax / email. h) Offer received with shorter validity than required.
Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad.
BIDDING DOCUMENT OF SERVICE CONTRACT 17
OFFICE OF THE MEDICAL SUPERINTENDENT WAZIRABAD INSTITUTE OF CARDIOLOGY, WAZIRABAD PHONE # OFF: 055-6609104-06, (EXT.143), FAX # 055-6601412
Tender Price Rs. 2,000 / Each (Non-Refundable) Advertisement No. _____
TENDER INQUIRY FOR SERVICE & MAINTENANCE CONTRACT OF
Air Compressor with dryer and oxygen manifold Model D-VZ 4150 Qty 02
Make NOVAIR
434065 Sr. No. 434066
Schedule to invite advertised tender: -
LAST DATE OF ISSUANCE OF TENDER As per advertisement TIME 10:30AM
LAST DATE OF RECEIPT OF TENDER As per advertisement TIME 10:30AM
DATE & TIME OF OPENING As per advertisement TIME 11:00AM
NOTE:
Please read the following instructions carefully and submit the bid enclosed with all documents.
1. Bids will be submitted in accordance to “Single Stage Two Bids Envelope Method”. 2. The comprehensive Service & Maintenance Contract will for 01 Years with all spare parts, accessories and consumables / disposables included. The replacement of all spare parts will be on exchange basis and contract period may be extended with mutual consent. 3. The rates must be quoted in Pak Rupees in figures as well as in words. Overwriting / cutting must be avoided, in case inevitable must be signed by the authorized person of the firm. 4. Quotation must be sealed. Bid category and opening date must be written on envelop. 5. Each paper of Bidding Document must be signed and stamped by the authorized person of firm. 6. Any offer not in accordance with terms and conditions of the tender inquiry, will straight away be rejected. 7. No offer shall be considered if: a) Received without Bid Security (2% of the Estimated Cost). The Estimated Cost for above Tender Inquiry is = PKR ______300,000______/-. (Per Year) b) Received without original tender receipt. c) Received after the time and date fixed for its receipt. d) Bid and Bidding Documents is Unsigned and Unstamped. e) Offer is ambiguous / conditional / tempered. f) Offer from a firm, black listed, suspended or removed from the approved list. g) The offer is received by telegram / fax / email. h) Offer received with shorter validity than required.
Medical Superintendent, WAZIRABAD Institute of Cardiology, Wazirabad.
BIDDING DOCUMENT OF SERVICE CONTRACT 18
BIDDING DOCUMENT OF SERVICE CONTRACT 19