Program Overview and Context Tender for Printing Material TABEER Consolidating Democracy in Pakistan (CDIP) is implemented by DAI Pakistan (Pvt) Ltd and funded by the UK government. It is working to support the consolidation of democratic processes in Pakistan by strengthening the capacity of the country s institutions to be more effective, accountable and responsive to the needs of Pakistani people. The project will support improved policy dialogue, political debate, and public discourse in order to enable citizens to play a more active and informed role in decision-making. Tabeer (CDIP) is supporting Election Commission of Pakistan for the training of election and polling staff in KPK and Sindh those will participate in election 2018. Printing Material will be required for these training participants. Instruction to Bidders and General Conditions for Contracting of Printing Material: Table of Activities Dates Last date of Bid submission 17 th March 2018 Bid evaluation and reviews 18 th and 19 th March 2018 Notification to successful bidders 20th March 2018 Contract award to successful bidders 21 th March 2018 Release of Bid security to unsuccessful bidders on or before 2 nd April 2018 Delivery of all Printing items on specified locations by 15 th April 2018 1. Eligibility and Evaluation of Bidders: only those suppliers and/or general order suppliers are eligible to submit bids who have registered offices, are registered with sales tax authorities and can submit the following documents with their sealed bids: Tax registration certificates (NTN & STRN). Registration with relevant government authorities. Vendor s background and experience on projects of similar nature in past five years. Availability of sufficient and capable personnel with the required qualifications, skills and experience and are capable of handling large printing, logistics, shipments etc. Vendor must have own printing press. DAI Tabeer will verify the existence of suitable printing press for this quantity of printing. Mentioned the specification of printing press and machines those are using in your press. Proven record of deliver heavy volume of printing work in past with government and commercial departments. The following firms/companies/entities are ineligible for contract award(s):
Any entity whose name appears on the list of parties excluded from receiving development assistance from donors and cooperating partners; Any entity affiliated with CDIP team or any of its staff (unless such affiliations are declared well before hand and the concerned person excluded from the determination process); or Any otherwise eligible entity whose participation in, or benefit from, other activities supported by CDIP could create a perception of conflict of interest; An entity listed as a terrorist organisation or associated with terrorist activities. The firms don t have proper registration with tax department of Pakistan. Those firms who will submit wrong tax status information (Filer, non filer, active sales tax etc). Timelines for the delivery of Printing Material: Successful bidder is required to deliver the full printing order by 15 th April 2018 at the required locations listed below (KP and Sindh). 1 2 3 PrO,SrAPO APOs POs Region Training Peshawar 417 718 424 DI Khan/Kohat 311 460 279 Abbottabad 228 363 217 Swat 275 403 244 Sukkur/Larkana 379 558 338 Banazirabad/Mirpurkhas 356 521 316 Hyderabad 379 589 354 Karachi 454 837 490 2799 4449 2662 Total 9910 Kits. Packing and Marking: Printing material will be packed in small cartons (Kits) as per details provided above. Cartons should be clearly marked with training names. Therefore, cartons should be strong enough to handle the weight and withstand transportation to training workshops locations. Transportation of material: Selected vendor will be required to transport Printing material as per plan and locations provided above. DAI Tabeer will provide the quantity and address of delivery locations. Successful bidder will be responsible for properly marking and packing of Printing material.
Any change in distribution plan will be informed well before time. 2. Bid prices: Bids must be prepared on per kit cost basis in Pak Rupees for each training separately. Prices should be quoted as inclusive of all applicable government taxes, related administrative costs of packing. Bidders should prepare their bids by giving best competitive prices as no negotiations will be allowed after bid opening. The prices of packing and transportations must be quoted separately for each region. For your reference Excel sheet is attached for budgeting. Budget submitted should be on company letter head signed and stamped. 3. Validity of Bid prices: Prices of all items must be quoted with a validity period of minimum ninety (90) days from the date of bid opening. This statement should be clearly mentioned on your bid/quotation under price validity. No price escalation/inflation claimed by the selected bidder will be entertained after bid evaluation process is completed and a purchase order is issued. 4. Bid Security/Performance security: At the time of bid submission, interested bidders must submit a bid security (refundable) @ 2% of the total bid price in the form of Pay-order/Demand Draft issued by a scheduled bank in the name of DAI Pakistan (Pvt) Ltd - CDIP Bids submitted without bid security shall be rejected. Bid security will be returned to unsuccessful bidders within one week of notification issued by DAI Tabeer or earlier if required by unsuccessful bidder. The bid security of successful bidders will be retained by DAI Tabeer as a performance security until delivery of all items/goods is completed by the selected bidder. 5. Cutting and overwriting: Only those bids will be considered which are absolutely clear/unambiguous and legible. Any unavoidable cutting/over-writing must be counter signed and stamped. 6. Submission of Samples: The Vendors whose bid is under final consideration will be required to submit one (1) sample set for all items quoted by the bidder within 1 day of such notification issued by DAI Tabeer. The bidder will bear all costs of submission of samples including materials, printing, labor, workmanship, packing and delivery to DAI Tabeer (CDIP) 1 st Floor, Deen Pavilion (old Citibank Plaza), Jinnah Avenue, Blue Area, Islamabad. 7. Technical Specifications: All specifications of the required items are provided in the document. Any ambiguity that needs to be clarified regarding, specifications of printing materials should be addressed in writing to the address given below at least two (2) days before the date of submission of bids. 8. Quantities: Number of Printing kits required of each station are listed in the below table: 1 2 3 PrO,SrAPO APOs POs
Region Training Total Kits Peshawar 417 718 424 1559 DI Khan/Kohat 311 460 279 1050 Abbatabad 228 363 217 808 Swat 275 403 244 922 Sukkur/Larkana 379 558 338 1275 Banazirabad/Mirpurkhas 356 521 316 1193 Hyderabad 379 589 354 1322 Karachi 454 837 490 1781 Printing Items: 2799 4449 2662 9910 - - - - Total Kits Printing Material Specifications Size: A4 horizontal (8.268 x11.693 ) Pages: 104 (Including front and back page) leaf 52 Stock: Cover: 310gm Art Card, Inner Pages: 100 gms Matt finish. 1 Handbook for PrOs/Sr. APOs Art: Press ready PDFs Presswork: 4 colour process + back to back printing; Cover: front & back. Finishing: Matt lamination. Binding: Hot glue binding 2 Certificate for participants 3 Pre Test 4 Post Test 5 Training Evaluation Form Proofing: Hard copy sample required for approval before final printing. 300 grm art card, 4 color printing Size A-4, 80 gm, A4, 2 pages, 1 leaf, black and white (Double side printing) 80 gm, A4, 2 pages, 1 leaf, black and white (Double side printing) 80 gm, A4, 2 pages, 1 leaf, black and white (Double side printing)
6 Attendance Sheet (set) 7 Sample Marked Ballot Paper Booklet 80 grm,, A4, 7 leaf, Single side printing, black and white, staple binding. A4/vertical half, 80gm, light green color paper, 200 pages/set, (100 leaf) 4 Color printing, Staple bind) Size: Open Size: 8.268 x18.693 Pages: 6 (Leaf 3) 8 Leaflets for Pos Art: three-fold Presswork: 115 gms, Matt Finish Finishing: Press ready PDFs 9 Placement Chart 10 Training Items Team Wise Pre printed Panaflex Charts with Plastic holder/container. (set of 13 Charts) 11 Banners (Panaflex) Proofing: 4 colour + back to back side printing Matt 135 gm matt paper, 4 Color Printing, Size A2. Single Side printing. Size 3x4 feet, 13 Charts on each set, 4 color printing, single side on Star matt panaflex with rings on 4 corners with plastic container. Size: 9x 5Ft Star matt panaflex, 4 color printing with rings on each corner. Detail quantities of each training kits are mentioned in attached excel sheet. DAI Tabeer has right to distribute the order among more than one successful bidders. 9. Bid Evaluation: The Bids shall be evaluated on lowest basis and as per sample and specifications provided. A notification of selection shall be issued to successful Bidders/firms/suppliers only. Selected bidder will be responsible to submit an acceptance letter within 2 days of receipt of such notification from DAI Tabeer (CDIP). Otherwise DAI Tabeer (CDIP) will forfeit the bid security of the Bidder/firms/supplier without further notice and shall issue the order/contract to the next lowest evaluated bidder. 10. Purchase order: A purchase order will be issued to successful bidder only after review and approval of bid and samples of Printing materials. Decision of the review and selection committee of DAI Tabeer (CDIP) will be final. 11. Delivery/supply schedule: The bidders will submit a delivery schedule (quantity wise delivery time) with their bid. DAI Tabeer (CDIP) would require delivery of full quantity within specified dates upon receipt of a confirmed purchase order by the successful bidder/supplier. A written notification of delivery shall be issued by the bidder/firm/supplier to DAI Tabeer (CDIP) to confirm
the number of items delivered in each consignment. DAI Tabeer (CDIP) s staff or implementing Partner staff at receiving location shall complete inspection of the consignment within 2 days time of receipt of such notification and shall issue within this time a formal acceptance or rejection note to the bidder/firm/supplier. 12. Penalty/late delivery: DAI Tabeer (CDIP) reserve the right to enforce a penalty @ 0.20% per day after the end date of the contract/purchase order. In case of complete failure on part of the Bidders/firms/suppliers to supply the ordered quantities, the penalty amount shall be effective from the date of contract/purchase order was accepted by the bidder/firm/supplier. However, in any case, the penalty amount shall not exceed 10% of the total value of contract/purchase order, and DAI Tabeer (CDIP) will forfeit the performance security and cancel the purchase order/contract at the entire cost and risk of the bidder/firm/supplier. 13. Payment: DAI Tabeer (CDIP) will make payment within 30 days of receipt of invoice from bidder/supplier along with a copy of delivery challans verified by the receiving staff of DAI Tabeer (CDIP) and Implementing partner as to confirm quantity and quality of received items/goods. For any advance amount successful vendor has to provide bank grantee equal to value of advance. 14. Taxes: Both income tax and sales tax will be deducted as per tax status of selected firm. DAI Tabeer (CDIP) will make payment by cross cheque in favor of bidder/firm/supplier within 30 days from the date of bill submission and acceptance of delivery. It would be the responsibility of the bidder/firm/supplier to submit their invoice/bill along with a copy of acceptance letter issued by staff of DAI Tabeer (CDIP) at the location specified. All types of taxes, licenses, fees etc as per relevant laws of Pakistan shall be borne by the Bidder/firm/supplier. 15. Preparation of Bid and submission of documents: Bids must be prepared on company s letterhead and must be submitted in a properly sealed and clearly marked envelope with all documents listed above. Sealed envelope should be clearly marked as Bid for Training Printing Material with complete return address and focal person office contacts numbers of the bidder. The following documents must be submitted by the Bidders/firms/suppliers with their bids otherwise their bids will be rejected. a. Financial bid prepared on letter-head (official paper of bidder s company) that is signed and stamped by their authorized signatory/s. b. Copy of GST and National Tax registration certificate. c. Proof of registration with government/district authorities. Bid security @ 2% (refundable) of the total bid price in the shape of a demand draft issued by a scheduled bank in favor of DAI Pakistan (Pvt) Ltd CDIP. 16. Guarantee Certificate: Selected Bidder/firm/supplier shall furnish a guarantee certificate on their company s letter-head to confirm that they will replace the defective Printing material within one week s time after delivery. 17. Date of submission of Bid: The Bidders/Firms/Suppliers must submit their bids in envelopes provided with bidding documents in proper sealed condition and clearly marked (Bid for Printing) and be sent to the following address by Day 17th March 2018 COB. DAI Tabeer (CDIP) reserves the right to accept or reject any or all bids without assigning any reasons whatsoever,
and shall not be liable to pay any costs associated with preparation of bids and submission of documents. If you need Soft copy of budget excel sheet please email at info@tabeerpk.com Bid Submission Address Tabeer (CDIP) 1 st Floor, Deen Pavilion (old Citibank Plaza), Jinnah Avenue, Blue Area, Islamabad.