BID SOLICITATION DOCUMENTS

Transcription

1 BID SOLICITATION DOCUMENTS FOR Office Supplies March 1, 2019 KHYBER PAKHTUNKHWA ECONOMIC ZONE DEVELOPMENT AND MANAGEMNT COMPANY- KPEZDMC

2 Ref No: WA Date: March 01, 2019 INVITATION FOR BIDS 1) KPEZDMC intends to sign a FRAME WORK AGREEMENT (FWA) for the provision of Office Supplies on monthly and/or need basis for a period of 1 year. Therefore, sealed bids on single stage one envelope procedure are invited from eligible bidders. 2) Interested eligible bidders having Income tax and Sales tax registration may obtain further information from the office of KPEZDMC, 120, Industrial Estate, Jamrud Road Hayatabad. Peshawar. Khyber Pakhtunkhwa. Tel: , ) A complete set of bidding documents can be downloaded by interested bidders from or may be collected from KPEZDMC Peshawar office (120 Industrial Estate, Jamrud Road, Hayatabad, Peshawar) from issuance of this advertisement till closing date. 4) Bids must be delivered to the above office on or before 2:30pm on March 18, ) Bids will be opened in the presence of bidders representatives who choose to attend at 3:00pm on March 18, 2019 at the offices of KPEZDMC, 120, Industrial Estate, Jamrud Road Hayatabad. Peshawar, Khyber Pakhtunkhwa. 6) The bidders are requested to offer most competitive price of their quoted item(s) as no negotiations on quoted prices are allowed under KPPRA Rules. 7) Interested eligible bidders may obtain further information by sending at queries.procurement@kpezdmc.org.pk or by visiting office of KPEZDMC. Plot # 120, Industrial Estate, Hayatabad, Peshawar. Ph: , , and 0335-kpezdmc, Monday to Friday during office hours. Manager Procurement & Administration 120, Industrial Estate, Jamrud Road Hayatabad Peshawar. Khyber Pakhtunkhwa , KPEZDMC

3 Ref No: WA Date: March 01, 2019 INSTRUCTION TO BIDDERS I. Under single stage one envelope process, all interested bidders are requested to submit financial bid, along with required documents as mentioned below, in a single sealed package/envelop marked as Bid for Office Supplies. II. The envelope should have address and contact details of the addressee and the addressor. III. Bids delivered by hand to KPEZDMC office must be registered at reception/admin dept. Unregistered bids will not be considered for further evaluation process. IV. The bids will be evaluated on the below mentioned required documents. a. Proof of registration with FBR. b. Delivery time of the quoted items. c. Declaration/ Undertaking that they are not blacklisted by any organization in Pakistan, and that no litigation is under way against them. d. Company/firm profile. V. The bidder shall specify validity in days, the submitted bid KPEZDMC may under exceptional circumstances request for extension in bid validity that shall be for not more than the period equal to the period of the original bid validity. VI. Bidders may associate with other organizations to enhance their capacity. However, such associations may only take place before the bidding. Once firms are short-listed, no such association will be allowed. VII. Collusion between the firms is strictly prohibited. Any firm / group of firms found involved in creating a cartel or any other collusion arrangement against the interest of the project/government, will be blacklisted and debarred. VIII. Response time: all bidders shall submit bids as per these instructions on or before 2:30pm on March 18, 2019, 120 Industrial Estate, Jamrud Road, Hayatabad, Peshawar. Bids will be opened half an hour after the deadline i.e. 3:00pm on the same date. No bid in any case shall be accepted after the deadline. IX. The bidder may submit audited financial statements for the last three years and account balance statement for the current ongoing years. (Optional) X. Submit statement of any history of litigation or ongoing. XI. The KPEZDMC will not be responsible for any cost or expenses incurred by the firms in connection with the preparation or delivery of proposals. XII. The quoted price must be inclusive of all applicable taxes, installation and transportation or any other direct/indirect cost associated for the delivery/completion of required good/services. XIII. The procuring entity may reject one or all such proposals, which are vague does not adhere to these instructions. XIV. The procuring entity may offer for re-biding in case the proposal does not satisfy its professional requirements. XV. Contract will be signed with the successful bidders and its terms and conditions will govern the Frame Work Agreement attached as Annex- A XVI. Arbitration as per law will be in case of disagreement arising out of contract execution, which cannot be settled, between the two parties (procuring entity and supplier/vendor/bidder). Manager Procurement & Administration 120, Industrial Estate, Jamrud Road Hayatabad Peshawar. Khyber Pakhtunkhwa , , 0335-KPEZDMC

4 Ref No: WA Date: March 01, 2019 GENERAL TERMS & CONDITIONS a) All bidders are requested to read below Terms & Conditions before submitting their quotations. b) All bidders are requested to submit their most competitive bid with the instruction incorporated herein. c) Bids (Annex-B) may be submitted on a company letter head in a sealed envelope. d) Bidders shall submit their proposal, quoting each and all items mentioned in Annex-B. e) All suppliers shall mention all applicable taxes in their quotes. In case any supplier has not done so, the procuring entity while comparing the offers will add the applicable taxes to the total quoted amount for each item. f) The request for proposal is non-transferable. g) Proposal must be submitted by or before 2:30 pm on March 18, 2019 to the undersigned for the purpose. No late quotation for any reason whatsoever will be considered. h) Each bidder can only submit one offer / quote. i) The proposal must carry the authorized signatures and stamp of the bidder. j) The quantity of the items to be purchased can be increased/decreased and/or eliminated prior to the issuance of Purchase Order/Contract. k) The quoted price must be inclusive of delivery/transportation/installation to the proposed site. l) The procuring entity reserves the right to reject one or all the proposals as per prevailing KPPRA rules. m) Quoted rates shall be valid for 1-year period; the rates shall not be reviewed during the contractual period and the rates shall be locked for the stated period. n) Successful bidder in the competition shall be asked for the provision of samples of quoted items. Final selection of the bidders will be subject to the approval of samples provided. Manager Procurement & Administration 120, Industrial Estate, Jamrud Road Hayatabad Peshawar. Khyber Pakhtunkhwa , KPEZDMC

5 ANNEX- A Ref No: WA Date: March 01, 2019 TERMS AND CONDITIONS OF FRAMEWORK AGREEMENT FOR SUCCESSFUL BIDDER Contract Number: Starting Date: Ending Date: This Contract supersedes all prior oral or written agreements, if any, between the parties and constitutes the entire agreement in respect of this purchase. Supplier Details: Buyer Details: KPK Economic Zones Development & Management Company 120- Industrial Estate, Jamrud Road, Hayatabad, Peshawar. Telephone: Fax: To supply with the following specifications: Item No. : Quantity : Specifications: 1. VALUE OF ORDER: This will be a framework agreement and every month or on need basis, amount requisition shall vary as per the need and requirement. The unit price will remain the same till the end of the Contract i.e. 2. ITEMS AND UNIT PRICE (Attached) Annex A. Note: - Quantity of items will be communicated for each consignment seperately as per need basis by issuing subsequent Purchase Orders. 3. DELIEVERY SCHEDULE: Every month/ when required Purchase Order shall be issued to vendor and within 05 days of receipt of the Purchase Order; supply of the items must be made by the vendor to the KPEZDMC OFFICE in Peshawar. The vender shall bear any costs for unloading at the point of delivery. KPEZDMC only accepts responsibility for the items upon issuance of a signed Goods Received Note confirming goods, and signed by the delivering party. 4. TERM: This Contract shall commence upon the signing of this agreement and shall continue till unless earlier terminated pursuant to Section 5 of this contract. KPEZDMC and the vendor may mutually agree to extend services beyond the term of the Contract through a written Contract Amendment to this Contract after successful review of the performance of the vendor. 5. TERMINATION: KPEZDMC may terminate this Contract at any time upon 30 days written notice for any reason. In the event of such a termination, the vendor will be paid approved fees and expenses for services performed in accordance with this Contract up to the date of termination. If either party fails, in whole or in part, to fulfill any of its obligations under this Contract in a timely manner the other party may, by notice to the party in breach, demand that they perform those obligations. If (a) the Party in Breach fails to perform those obligations within thirty (30) days after receipt of such notice, or (b) the Party in Breach shall have become insolvent or have taken steps towards insolvency, then the other Party may, without prejudice to any other rights or remedies, terminate this Contract upon not less than fourteen (14) days written notice to the Party in Breach. 6. NOTIFY PARTIES: Please ensure that KPEZDMC is notified of all deliveries in advance to allow relevant people to be available to check and unload goods. Failure to notify KPEZDMC may result in a delay in offloading, the cost of which will be borne by the delivering party. 7. RECEIPT OF GOODS: KPEZDMC requires official documentation to record all receipts of goods. The supplier may choose to prepare a Delivery Note, but will also be required to sign a KPEZDMC Goods Received Note confirming items received. A copy of this Goods Received Note should be attached with any invoice to support payment. 8. LEGAL STATUS: The Vendor shall be considered as having the legal status of an independent Vendor vis-à-vis KPEZDMC. The Vendor, its personnel and sub-contractors shall not be considered in any respect as being the employees of KPEZDMC. The Vendor shall be fully responsible for all work and services performed by its employees, and for all acts and omissions of such employees. 9. ETHICAL STANDARDS: All suppliers doing business with KPEZDMC should maintain high standards on ethical issues, respect and apply basic human and social rights, ensure non-exploitation of child labour, and give fair working conditions to their staff. KPEZDMC will not do business with producers of weapons, alcohol, tobacco or pornography. 10. ONFLICT OF INTEREST: Vendors must notify KPEZDMC if there is potential conflict of interest with any KPEZDMC staff prior to signing of this Contract. Any supplier failing to do so, and later found to have a conflict of interest will be struck from the KPEZDMC vendor database. 11. OBLIGATIONS: The Vendor shall neither seek nor accept instructions from any authority external to KPEZDMC. Vendors may not communicate at any time to any other person, government or authority external to KPEZDMC any information known to them by reason of their association with the

6 KPEZDMC which has not been made public, except in the course of their duties or by authorisation of the KPEZDMC: nor shall Vendors at any time use such information to private advantage. These obligations do not lapse upon termination/expiration of their agreement with KPEZDMC. 12. CONTRACT MANAGEMENT The Vendor contact for the management of this contract is: The KPEZDMC contact for the management of this contract is: Any issues arising during this contract must be communicated in writing between these two contacts. Any adjustments to the Contract must also be noted in writing, with signatories from representatives of both parties. 13. ACCEPTANCE AND ACKNOWLEDGEMENT: No Contract shall become effective and no Contract shall exist until KPEZDMC has received from the Vendor written acceptance of the conditions, which govern this Contract by signature at the end of this Contract. Initiation of performance under this order by the vendor shall also constitute acceptance of the order by the vendor, including all terms and conditions herein contained or otherwise incorporated by reference. Each party to the Contract will hold a signed copy for reference. 14. TAX: Income Tax and General Sales Tax will be deducted from the invoice of vendors as per the tax regulation of GOP in that financial year. 15. DISCOUNTS: Time in connection with any cash discounts offered will be computed from the date of receipt by KPEZDMC at the place named in the contract of full documentation as specified by the Contract and/or annexes thereto. 16. INSPECTION: The duly accredited representatives of KPEZDMC shall have the right to inspect the goods called for under this Contract at Vendor s stores, during manufacture, in the ports or places of shipment, and the Vendor shall provide all facilities for such inspection. KPEZDMC may issue a written waiver of inspection at its discretion. Any inspection carried out by representatives of KPEZDMC or any waiver thereof shall not prejudice the implementation of the other relevant provisions of this Contract concerning obligations subscribed by the Vendor, such as warranty or specifications. Inspection is at buyer's cost. If, however, an inspection must be repeated due to the vendor's default, or for the vendor's convenience, the cost of the second and any subsequent inspections for the same purchase order (or lot, if part inspection) will be charged to the vendor by the inspection company 17. OFFICIALS NOT TO BENEFIT: The Vendor represents and warrants that no official of KPEZDMC has been, or shall be, offered by the Vendor any direct or indirect benefit arising from this Contract or the award thereof. The Vendor agrees that breach of this provision is breach of an essential term of this Contract. 18. FORCE MAJEURE: Force Majeure includes natural disasters, local laws or regulations, industrial disturbances, acts of violence, civil disturbances, explosions and/or any other similar cause of equivalent force not caused by, nor within the control of, either party or which neither party is able to overcome. As soon as possible after the occurrence of a Force Majeure type situation; and within but not more than fifteen (15) days, the Vendor shall give notice and full particulars in writing to KPEZDMC of such Force Majeure. If the Vendor is thereby unable, wholly or in part, to perform his obligations and meet his responsibilities under this Contract, KPEZDMC shall then have the right to cancel the Contract by giving, in writing, seven (7) days notice of termination to the Vendor. 19. REJECTION: In the case of goods or services purchased based on specifications or scope of works, KPEZDMC shall have the right to reject the goods or services or any part thereof if they do not conform to specifications or the scope of works. 20. PAYMENT TERMS The bank account of the vendor into which payments shall be made is: Account number Account Name Bank Name & Address Payment will be made (transfer/cheque) within 15 days of receipt of all above documents in good order. (If bank transfer) All invoices must clearly indicate the vendor s bank and bank account number. Vendor must mention KPEZDMC requisition number in their delivery note and invoice. 21. TRANSPARENCY: KPEZDMC undertakes to conduct transparent transactions in all operations. The parties agree that any payments related to this transaction are open and transparent. Agreed between: KPEZDMC REPRESENTATIVE SUPPLIER REPRESENTATIVE Name: Name: Position: Position: Signature: Signature: Date: Date: Stamp: Stamp:

7 Annex - B BID SHEET - KPEZDMC Ref #: Date: WA Mar-19 From (KPEZDMC Contact Name & Address): Supplier Name & Address: Manager Administration & Procurement 120, Industrial Estate, Jarod Road Hayatabad Peshawar - KPK Tel: , , 0335-KPEZDMC NTN #: STRN #: Tel: Estimated delivery time from the date of issue of PO: Date that the quote is valid until: Warranty (if any): Delivery Location: Sr. No. Description Unit Qty Unit Price (PKR) Total Price (PKR) 1 Hand Wash-150ml safeguard or Equivalent No 1 2 Hand Wash- 150ml Dettol or Equivalent No 1 3 Hand Wash- 500ml Imported/Bonus/Safeguard or Equivalent No 1 4 Hand Wash- 450ml Dettol or Equivalent No 1 5 Toilet Soap 100grm Safe Guard/ Dettol or Equivalent No 1 6 Tissue box (150x2 ply)-popup Rose petal or Equivalent Box 1 7 Toilet Roll (10 Role in 1 Packet) Rose petal or Equivalent Packet 1 8 Kitchen Towel Roll Rose petal or Equivalent No 1 9 Kitchen Towel Roll- wide size cool & cool/jasmine or Equivalent No 1 10 Toilet Cleaner 1000 ml Sweep or Equivalent No 1 11 Toilet Cleaner 750 ml Harpic or Equivalent No 1 12 Air Freshener ( 300 ml) good quality-glad or Equivalent No 1 13 Mosquito spray 400ml Mortein/Baygon or Equivalent No 1 14 Toilet Freshener Imported- Duck or Equivalent No 1 15 Automatic Air Freshener Machine Airwick or Equivalent No 1 16 Refill for Automatic Air Freshener Machine oil base 250 ML Airwick or Equivalent Bottle 1 17 Milk Pack 0.25 Liter Nestle or Equivalent 18 Milk Pack 1 Liter Nestle or Equivalent Carton (27 Packs) Carton (12 Packs) Black Tea Good Quality / Lipton or Equivalent Kg 1 20 Sugar Good Quality Kg 1 Page 1 of 3

8 BID SHEET - KPEZDMC Ref #: Date: WA Mar Green Tea Leaves Good quality Kg 1 22 Cardamom 50 Grm/100gm Good quality Packet 1 23 Tea Bag (Black) good quality (100 Bags) Lipton or Equivalent Packet 1 24 Tea Bag (Green) good quality (25 Bags) Lipton or Equivalent Packet 1 25 Dry milk 950g-1000g Everyday or Equivalent Kg 1 26 Coffee (100 grm) Nescafe or Equivalent Bottle 1 27 Coffee (200 grm) Nescafe or Equivalent Bottle 1 28 Floor Mop-Steel Good quality No 1 29 Floor Mop's Cloth Good quality No 1 30 Dishwashing Liquid ( 750ml) Max, Vim or Equivalent Bottle 1 31 Washing Powder (good quality) Surf excel or Equivalent Kg 1 32 Scotch bright Sponge (Nail Saver) good quality- standard size No 1 33 Sponge Matt good quality- standard size No 1 34 Steel Wool Scotch Brite or Equivalent No 1 35 Party Pack Tissue Rose petal or Equivalent Pack 1 36 Dusting cloth Yellow- 20X30 Local No 1 37 Dishwashing Powder (450 gm) Lemon max/ Vim or Equivalent No 1 38 Mineral Water (500ml) Nestle/ Aquafina or Equivalent Bottle 1 39 Phenyl (Floor Cleaner) Finis 3Ltr or Equivalent Bottle 1 40 Glass Cleaning Liquid Kiwi/Glint or Equivalent Bottle 1 41 Biscuit (Party roll) Peak Freanz/ LU/ Continental or Equivalent Packet 1 42 Biscuit (Digestive/Wheatable) LU/ Continental or Equivalent Packet 1 43 Chicken Spread 1/2 Kg Youngs or Equivalent Packet 1 44 Shopping Bag -plastic Jillani or Equivalent Kg Dust Bin Plastic with cover Packed Size: Small Dust Bin Plastic with cover Packed Size: Medium Dust Bin Plastic with cover Packed Size: Large Good Quality No 1 Good Quality No 1 Good Quality No 1 48 Wiper Size: Small Good Quality No 1 49 Wiper Size: Medium Good Quality No 1 50 Wiper Size: Large Good Quality No 1 Page 2 of 3

9 BID SHEET - KPEZDMC Ref #: Date: WA Mar Large Bucket for Garbage with Cover Packed Good Quality No 1 52 Lemon Max Soap (Small) Good Quality No 1 53 Toilet Brush with Cup Good Quality No 1 54 Floor Cleaning Brush with Stick (Plastic) Good Quality No 1 55 Ceiling Brush (Plastic) Good Quality No 1 Total (PKR) Bidders Name: Company Stamp: This document is not a commitment to purchase on the part of the KPEZDMC. Should your offer be successful an KPEZDMC Purchase Order will be issued. Any order arising from this Request for Quotations will be subject to KPEZDMC's Conditions of Purchase. Page 3 of 3