bid documents · page 1 of 7 bid documents selected bids are invited on single stage two envelopes...
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Page 1 of 7
BID DOCUMENTS
Selected bids are invited on Single Stage Two Envelopes (Technical & Financial) basis by University
of the Punjab from manufacturers, authorized distributors, dealers, firms, registered with GST & NTN
and PRA (if applicable), for the procurement of below mentioned “Procurement of GPU SYSTEM
and MAC BOOK For Corona Virus COVID-19 for Institute of Biochemistry & Biotechnology
(I.B.B)”. Single Envelope Containing Two Separate Envelopes which must be marked as
“Financial Proposal” & “Technical Proposal”. (FOR Basis in Pak Rupees Only)
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 7
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty.
Brand,
Make &
Model
Unit Price
(inclusive
of taxes)
Total Price
(inclusive
of taxes)
1
GPU System
Processor: AMD Ryzen ThreadrippeR 3960X or 3970X
GPU: GeForce RTX 2080 Ti (4 UNITS)
MOTHERBOARD: ASUS ROG Zenith II Extreme
RAM: G. SKILL Ripjaws V 16GB (1x16GB) 288-Pin
DDR4 3200 MHz - (4 UNITS)
HARD DRIVE: 1- Samsung 970 Evo pro 1TB, 2-WD
blue 8TB
Operating System: Linux along with latest and
compatible MS Office complete (registered), EndNote
(registered), Adobe Photoshop, Adobe Audition, Adobe
illustrator etc complete (registered), 2TB external hard
desk with Warranty
UPS Complete with batteries: Should support the
system with 4-5 hours’ backup time
Warranty: at least 01 years
Company: any reputed company
01 No.
2
Apple Macbook Pro (16 inch)
2.4GHz 8-core 9th-generation Intel Core i9 processor,
Turbo Boost up to 5.0GHz; 64GB 2666MHz DDR4
memory; AMD Radeon Pro 5500M with 8GB of GDDR6
memory; 4TB SSD storage; 16-inch Retina display with
True Tone; Four Thunderbolt 3 ports; Touch Bar and
Touch ID; Backlit Keyboard - US English; Accessory Kit.
System and software: Along with latest and compatible MS
Office complete (registered), EndNote (registered), Adobe
Photoshop, Adobe Audition, Adobe illustrator etc complete
(registered), All these softwares should be provided in
SEPARATE USB. After providing the Macbook to the
university, on the demand of IBB a parallel registered latest
window will be installed in MacBook by the vendor
(without extra charges)
01 No.
3 License for Schrodinger suite
Total Amount / Bid Value
2% Bid Security (Original) Amounting to Rs.50,000/- of the Estimated Price in the form of
Demand Draft / Bankers Cheque / CDR Must be Attached with the Technical Bid:
Page 3 of 7
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted by
the bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any Government
(Federal, Provincial), a local body or a public sector organization and no litigation
is underway on account of blacklistment process. In case the bidder has been
disqualified or blacklisted earlier in the past by any public sector organization,
detail concerning the period of such disqualification/ blacklistment, cause of such
embargo and eventual result/ latest status shall be mentioned by the bidder. On
account of submission of false statement or concealment of fact, the Bidder shall
be disqualified forthwith, if contract has not been executed and blacklisted, if the
contract has been executed.
2. Stamp duty would be furnished by the successful bidder as levied by the Government
after the issuance of purchase order.
3. The University shall initially open only the envelopes marked as “TECHNICAL
PROPOSAL” in the presence of Bidders’ representatives who choose to be present, at the
time of bid opening. However, the envelope marked as “FINANCIAL PROPOSAL” shall
remain unopened and shall be retained in safe custody of the University till completion of the
technical evaluation process. Financial Details (Rates of the quoted item) must not be
mentioned in the technical bid otherwise the bid will be rejected.
4. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over
writing / cutting, the bid for the said item will be rejected or the decision of University
will be final & applicable which will not be challengeable anywhere.
5. Complete brochures / supporting documents of the quoted brands / items must be
enclosed along with the bid document, where applicable.
6. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy
must be provided in form of (MS Word) CD along with bid, if applicable.
7. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
8. Warranty details must be mentioned by bidder.
Special Note:
1. The required Bid Security must be attached in original with Technical Bid, otherwise bid will be rejected.
2. Only one brand / model / option is allowed to quote against each option. In case, more than one option with
different brands / models with different prices have been quoted against one option, the bid will be rejected
as a whole.
3. The mentioned specifications and the terms & conditions of the bid documents constitute the bid evaluation
criteria. The financial bids of technically accepted bidders (whose quoted item / model / brand will be
according to the minimum required specifications and who will comply with the terms and conditions of the
bid documents) will be opened publicly at a time to be announced by the Procuring Agency. The financial
bids of the bidders found technically non-responsive shall be returned un-opened to the respective Bidders.
4. If demanded by the technical committee, the vendor will be bound to provide the sample / demo of the
required item to the technical committee in accordance with the specifications mentioned in the bid
document. In case of non-compliance, the bidder will be rejected in the concerned item / items.
Page 4 of 7
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach in
this office (Procurement Wing) by 08-09-2020 at 10:15 (a.m.).
2. The Tender Opening Committee will open the bids on same date at 10:45 (a.m.) in the
presence of bidders, who wish to attend. In case of bid submission / opening date falls on the
public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
4. The bid should be submitted along with 2% Earnest Money Demanded (EMD) of the estimated
price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the Treasurer,
University of the Punjab payable at Lahore to be issued from any enlisted bank with State
Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD of rejected bidder /
bidders will be released after final decision. However, the EMD of successful bidder / bidders
will be retained until the completion of job successfully as per work order. In case of LC, the
2% EMD can be get released after submission of 10% performance security. In case of Rate
Contract, the 2% bid security will be retained until the expiry of contract period.
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
subject to the reasonability of rates, company profile, past experience, professional skills,
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
7. The supply should be executed promptly within delivery period mentioned in Purchase Order.
In case, the firm fails to supply the stores within stipulated period, University of the Punjab
reserves the right not to accept the supply, in part or in full and to claim liquidated damages @
2% per Month (0.06% per day) subject to a maximum of 10% of the total value of stores
ordered.
8. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
9. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
10. In case the supplies are warranty items, 10% Security of the ordered value will be deducted at
the time of payment or the vendor can himself submit 10% performance security in the form of
CDR / banker’s cheque / bank guarantee having minimum expiry date in accordance with the
warranty period of the items etc. In case of warranty, the amount of Security will be held by
the University till warranty period and the said amount will be released upon the satisfactory
report of end user.
11. The supply will be checked by the Technical Committee / representative of the department, if
so desired.
Page 5 of 7
12. The technical committee 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.
13. The determination shall 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
Technical Committee / University deems necessary and appropriate.
14. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical, financial, legal or
managerial competence.
15. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at any
time, that the information submitted by him concerning his qualification as Supplier was false
inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent practices.
16. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
17. 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, if granted at any stage of procurement, shall be passed on
to the University.
18. 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.
Where prices are to be quoted in package, all items mentioned in the package shall be quoted
in the offered prices. Non-mentioning of price of each item of the package being non-
responsive shall be rejected straightaway.
19. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in case
of Manufacturer, documentary proof to the effect that they are the original Manufacturer of the
required goods shall be provided.
20. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable) and
registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
21. During evaluation of the bids, the University 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.
22. 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.
Page 6 of 7
23. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
24. In case the vendor fails to complete the job or provide substandard articles, or withdraw his
offer for any reason, the EMD will be forfeited.
25. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects quite
in accordance with the work order. However, in special cases, partial supply / partial payment
is allowed subject to the approval of competent authority.
26. Force majeure clause is acceptable as defined under sales of goods & contract Act.
27. The procurement process will be accomplished in accordance with the PPRA Rules.
28. No advance payment will be made in favor of tender awarded firm.
29. Normally the payment will be made within 14 days after receipt of supplies & found in order
in quality and quantity and submission of claim / bill with complete supporting documents.
30. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of charge
at University of the Punjab, Lahore.
31. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
32. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
33. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach outlined
below to achieve this objective.
(i) Review all quotations to ensure that the minimum technical specifications are met. Any
bid which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The
evaluation procedure adopted is based on the weighting of all requirements and scoring
the vendor’s responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating the
bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding documents.
34. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
35. The end user on behalf of the University shall notify the supplier in writing / through telephone
immediately of any defect that occurs during the warranty period. On receipt of such
intimation/notification within the warranty period, the supplier shall attend the emergency /
breakdown call within a maximum of 06 working hours.
Page 7 of 7
36. All the expenses for the above remedial measures including the repair / replacement if so required
shall be borne by the supplier. In case the fault has occurred as direct consequence of undesirable
condition i.e. electricity or temperature, the supplier shall inform the buyer for taking corrective
measures prior to the commencement of the remedial activity.
37. Wherever a brand has been specified, equivalent will be entertained subject to technical evaluation
according to PPRA Rules.
38. The rates should be quoted after allowing rebates / discounts, if any but including transportation,
delivery at site, commissioning, packing charges, forwarding and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted job,
then the rate must be quoted after including PST.
39. While quoting the rates of required/specified supplies, its make & made/brand should be written
against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack Each according to
the nature of the quotations / bids.
40. Competent authority / University of the Punjab, has full unchallengeable rights for formal approval
/ rejection of bids or overall the purchase case.
41. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final and
unchallengeable approval of the Purchase / Inspection Committee of the University, at the
destination.
42. Prior to the detailed evaluation, the University shall determine the substantial responsiveness of
each bid to the bidding documents. A substantially responsive bid is one, which conforms to all the
terms and conditions & specifications 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 University’s determination of a bid’s
responsiveness is to be based on the contents of the bid itself without recourse to extrinsic
evidence.
43. If a bid is not substantially responsive, it shall be rejected and will not be accepted/ entertained for
detail evaluation.
44. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
______________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer
Page 1 of 11
BID DOCUMENTS
Selected bids are invited on Single Stage Two Envelopes (Technical & Financial) basis by
University of the Punjab from manufacturers, authorized distributors, dealers, firms, registered with
GST & NTN and PRA (if applicable), for the procurement of below mentioned “Laptops, for
Institute of Education and Research”. Single Envelope Containing Two Separate Envelopes
which must be marked as “Financial Proposal” & “Technical Proposal”. (C&F / FOR
Basis (in Pak Rupees Only))
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 11
Sr.
No.
ITEMS DESCRIPTIONS Qty.
TO BE FILLED BY BIDDERS
Brand,
Make &
Model
Unit Price Total Price Minimum Required Specifications or equivalent
1
Laptops Processor: Intel i7 (7
th Generation)
RAM: 16 GB DDR4
GPU: Nvidia 1060 2-GB or Better
Storage: 256 GB SSD (for OS and other
Installations)
1 TB SATA (as data disk)
Display: 15.6 Inch – Full HD Anti-Glare
Backlit Display
Integrated: WebCam
Integrated: Speakers and Mic
Windows: Window 10 Pro
Warranty: 03 Years
100 Nos.
Total Amount / Bid Value
2% Bid Security (Original) Amounting to Rs.500,000/- of the Estimated Price in the form
of Demand Draft / Bankers Cheque / CDR Must be Attached with the Technical Bid:
Evaluation Criteria
Sr.
No.
Parameters Detail Total
Marks
Remarks
1 Past Performance
(Within previous
3 years)
(a) Major Public / Government Institutions
Served (Form A1): (15 marks)
i No. of institutions served 0
ii 1 to 3 5
iii 4 to 6 10
iv 7 & Above 15
(b) Major Private Institutions Served:
(Form A2) (05 marks)
i No. of institutions served 0
ii 1 to 3 2
iii 4 to 6 3
iv 7 & Above 5
20
(15+5)
Public / Government
Institutions mean government
institutions / Public Sector
organizations / Public Sector
Universities / Government
Agencies / Autonomous
Bodies etc.
Private Institutions referred to
other than above.
2 Market experience
in quoted items
(Computer /
Laptop)
i 1 year 2
ii 2 years 4
iii Above 2 years 5
Copy of Delivery Challan duly signed by the
concerned customer / bill of entry etc. must be
provided
5 Experience will be confirmed
from the date of supplies made
/ delivered against the purchase
order.
Page 3 of 11
3 Length of
Dealership
i Above 4 years 5
ii 3 – 4years 4
iii 2 – 3 years 3
iv 1 – 2 years 2
v Below 1 year 0
5 Length of dealership with the
quoted principal will be
considered. Documentary
Evidence be attached.
4 Financial Status
i Tax Returns (Last 3
years)(2 marks each year)
6
ii Bank Certificate* 4 iii Bank Statement
(Previous 12 months) 10
(a) Balance above 8 Million 10
(b) Balance 7.1 to 8 Million 08
(c) Balance 5.1 to 7 Million 06
(d) Balance 3.1 to 5 Million 04
(e) Balance 1.1 to 03 Million 02
(f) Balance below 01 Million 0
20 All provided documents can
be verified by the
Department. The marks of
audited balance sheet will be
given in proportion to their
net worth.
* In case of Bank Certificate,
the Bank will certify about
the Bidder’s financial worth,
liquidity status, reputation.
5 Technical Staff
(Overall)
(Form B1)
(Form-B)
i Less than 2 persons 0
ii 2 to 3 persons 05
iii 4 to 5 persons 08
iv More than 5 persons 10
Qualification: Minimum Graduation
Masters qualification
(1 person = 2 marks / 2 person = 4 marks
More than 2 persons – 5 marks )
Training: Foreign Training from principal relating to
the product: 5 marks
(1 person = 2 marks / 2 person = 4 marks
More than 2 persons – 5 marks )
Experience: (1 person equal to or more than 2 years = 02 marks 2 persons equal to or more than 2 years = 04 marks More than 2 persons equal to or more than 2
years = 05 marks
More than 2 persons – 5 marks )
25 Qualification marks will be
awarded on the final
degree. Complete
supporting documents be
attached.
6 Good Reputation
Certificate from any
Govt. Institution /
Private Sector in
Connection with
Services
(Form C1)
i No certificate provided 0
ii 1 to 2 5
iii 3 to 5 10
iv 6 to 7 15
v 8 to 9 20
vi 10 and above 25
Appreciation Certificates / Satisfactory
letters etc. must be attached.
25 Public / Government
Institutions mean government
institutions / Public Sector
organizations / Public Sector
Universities / Government
Agencies / Autonomous
Bodies etc.
Total Marks: 100
Qualifying Marks: 65%
Page 4 of 11
Note: Marks will be awarded only if the comprehensive and complete concerned supporting
documents are enclosed.
The financial bids of technically accepted bidders will be opened publicly at a time to be announced
by the Procuring Agency. The financial bids of the bidders found technically non-responsive shall be
returned un-opened to the respective Bidders.
Form A1
Past Performance – Major Public / Government Institutions Served
Sr.
No.
Contract Name Contract
Value
Brief Description of
the work performed
Name, Address &
Contact No. of the
Client
01
02
03
04
05
06
07
Copies of Contract awarded / Purchase Order must be attached otherwise no marks would be awarded.
Form A2
Past Performance – Major Private Institutions Served
Sr.
No.
Contract Name Contract
Value
Brief Description of
the work performed
Name, Address &
Contact No. of the
Client
01
02
03
04
05
06
07
Copies of Contract awarded / Purchase Order must be attached otherwise no marks would be awarded.
Page 5 of 11
Form B1
List of Technical Staff
Sr.
No.
Name of Employee Certificate/ Diploma/
Higher Technical
Qualification
Experience Name, Address &
Contact No. of the
Employee
01
02
03
04
05
06
07
08
09
10
Name and Signature of Bidder
With official Stamp
Dated:
Page 6 of 11
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted by
the bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any Government
(Federal, Provincial), a local body or a public sector organization and no litigation is
underway on account of blacklistment process. In case the bidder has been
disqualified or blacklisted earlier in the past by any public sector organization, detail
concerning the period of such disqualification/ blacklistment, cause of such embargo
and eventual result/ latest status shall be mentioned by the bidder. On account of
submission of false statement or concealment of fact, the Bidder shall be disqualified
forthwith, if contract has not been executed and blacklisted, if the contract has been
executed.
(b) Stamp duty would be furnished by the successful bidder as levied by the Government
after the issuance of purchase order.
2. Financial Statement of alteast one year (previous 12 months) issued and verified by any
scheduled bank of Pakistan is attached.
3. The University shall initially open only the envelopes marked as “TECHNICAL
PROPOSAL” in the presence of Bidders’ representatives who choose to be present, at the
Special Note:
(1) The required Bid Security must be attached in original with Technical Bid, otherwise bid will be
rejected.
(2) Only the manufacturers or the concerned authorized distributors / whole sellers / dealers / partners / firms of
the concerned manufacturers are eligible to participate in the bid. (Documentary Support must be attached
with the bid).
(3) Only one brand / model is allowed to quote against each option. In case, more than one options with
different brands / models have been quoted with different prices against one option, the bid will be rejected
as a whole.
(4) In case, the firm wants to quote the price on C&F basis, the firm will ensure that Principal is agreed to open
LC with the quoted price in black & white. Subsequently, if, it is communicated by the vendor that the
quoted amount / ordered quantity is lesser and LC cannot be opened with the said amount or ordered
quantity (quantity of the items mentioned in the purchase order as per actual requirement), then, the excuse
will not be acceptable and action will be taken according to the rules which can include forfeiture of bid
security or blacklisting or both of them.
(5) In case the work order is awarded on C&F basis, the LC will be opened directly with the principal.
(6) Complete supporting documents must be attached with the technical bid according to the requirements
mentioned in the evaluation criteria.
(7) The mentioned specifications and the terms & conditions and parameters of the bid documents constitute
the bid evaluation criteria. The financial bids of technically accepted bidders (whose quoted item / model /
brand will be according to the minimum required specifications and who will comply with the terms and
conditions of the bid documents or in case of sample requirement, whose sample will be passed by the
technical committee) will be opened publicly at a time to be announced by the Procuring Agency. The
financial bids of the bidders found technically non-responsive shall be returned un-opened to the respective
Bidders.
Page 7 of 11
time of bid opening. However, the envelope marked as “FINANCIAL PROPOSAL” shall
remain unopened and shall be retained in safe custody of the University till completion of
the technical evaluation process. Financial Details (Rate of Quoted Items) must not be
mentioned in the technical bid otherwise the bid will be rejected.
4. The Financial Bids of only those firms will be opened which would have been declared as
technically compliant / responsive bids. The Financial Bids of technically non-complaint
bidders will be returned to the concerned bidders un-opened.
5. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over
writing / cutting, the bid for the said item will be rejected or the decision of University
will be final & applicable which will not be challengeable anywhere.
6. Complete brochures / supporting documents of the quoted brands / items must be
enclosed along with the bid document, where applicable.
7. Brand details, Country of Origin and port of shipment must be mentioned in the
Bidding documents.
8. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy
must be provided in form of (MS Word) CD along with bid.
9. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
10. Warranty details must be mentioned by bidder.
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach in
this office (Procurement Wing) by 08-09-2020 at 10:15 (a.m.).
2. The Tender Opening Committee will open the bids on same date at 10:45 (a.m.) in the
presence of bidders, who wish to attend. In case of bid submission / opening date falls on the
public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
4. The bid should be submitted along with 2% Earnest Money Demanded (EMD) of the estimated
price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the Treasurer,
University of the Punjab payable at Lahore to be issued from any enlisted bank with State
Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD of rejected bidder /
bidders will be released after final decision. However, the EMD of successful bidder / bidders
will be retained until the completion of job successfully as per work order. In case of LC, the
2% EMD can be get released after submission of 10% performance security. In case of Rate
Contract, the 2% bid security will be retained until the expiry of contract period.
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
subject to the reasonability of rates, company profile, past experience, professional skills,
Page 8 of 11
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
7. The supply should be executed promptly within delivery period mentioned in Purchase Order.
In case, the firm fails to supply the stores within stipulated period, University of the Punjab
reserves the right not to accept the supply, in part or in full and to claim liquidated damages @
2% per Month (0.06% per day) subject to a maximum of 10% of the total value of stores
ordered.
8. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
9. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
10. In case the supplies are warranty items, 10% Security of the ordered value will be deducted at
the time of payment or the vendor can himself submit 10% performance security in the form of
CDR / banker’s cheque / bank guarantee having minimum expiry date in accordance with the
warranty period of the items etc. In case of warranty, the amount of Security will be held by
the University till warranty period and the said amount will be released upon the satisfactory
report of end user.
11. The supply will be checked by the Technical Committee / representative of the department, if
so desired.
12. The technical committee 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.
13. The determination shall 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
Technical Committee / University deems necessary and appropriate.
14. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical, financial, legal or
managerial competence.
15. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at any
time, that the information submitted by him concerning his qualification as Supplier was false
inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent practices.
16. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
17. 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, if granted at any stage of procurement, shall be passed on
to the University.
Page 9 of 11
18. 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.
Where prices are to be quoted in package, all items mentioned in the package shall be quoted
in the offered prices. Non-mentioning of price of each item of the package being non-
responsive shall be rejected straightaway.
19. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in case
of Manufacturer, documentary proof to the effect that they are the original Manufacturer of the
required goods shall be provided.
20. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable) and
registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
21. During evaluation of the bids, the University 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.
22. 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.
23. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
24. In case the vendor fails to complete the job or provide substandard articles, or withdraw his
offer for any reason, the EMD will be forfeited.
25. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects quite
in accordance with the work order. However, in special cases, partial supply / partial payment
is allowed subject to the approval of competent authority.
26. Force majeure clause is acceptable as defined under sales of goods & contract Act.
27. No advance payment will be made in favor of tender awarded firm.
28. The procurement process will be accomplished in accordance with the PPRA Rules.
29. Normally the payment will be made within 14 days after receipt of supplies & found in order
in quality and quantity and submission of claim / bill with complete supporting documents.
30. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of charge
at University of the Punjab, Lahore.
31. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
Page 10 of 11
32. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
33. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach outlined
below to achieve this objective.
(i) Review all quotations to ensure that the minimum technical specifications are met. Any
bid which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The
evaluation procedure adopted is based on the weighting of all requirements and scoring
the vendor’s responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating the
bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding documents.
34. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
35. The end user on behalf of the University shall notify the supplier in writing / through telephone
immediately of any defect that occurs during the warranty period. On receipt of such
intimation/notification within the warranty period, the supplier shall attend the emergency /
breakdown call within a maximum of 06 working hours.
36. All the expenses for the above remedial measures including the repair / replacement if so
required shall be born by the supplier. In case the fault has occurred as direct consequence of
undesirable condition i.e. electricity or temperature, the supplier shall inform the buyer for
taking corrective measures prior to the commencement of the remedial activity.
37. Wherever a brand has been specified, equivalent will be entertained subject to technical
evaluation according to PPRA Rules.
38. The rates should be quoted after allowing rebates / discounts, if any but including
transportation, delivery at site, commissioning, packing charges, forwarding and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted
job, then the rate must be quoted after including PST.
39. While quoting the rates of required/specified supplies, its make & made/brand should be
written against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack Each
according to the nature of the quotations / bids.
40. Competent authority / University of the Punjab, has full unchallengeable rights for formal
approval / rejection of bids or overall the purchase case.
Page 11 of 11
41. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final
and unchallengeable approval of the Purchase / Inspection Committee of the University, at the
destination.
42. Prior to the detailed evaluation, the University shall determine the substantial responsiveness
of each bid to the bidding documents. A substantially responsive bid is one, which conforms to
all the terms and conditions & specifications 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 University’s determination of a bid’s
responsiveness is to be based on the contents of the bid itself without recourse to extrinsic
evidence.
43. If a bid is not substantially responsive, it shall be rejected and will not be accepted/ entertained
for detail evaluation.
44. In case of bid on C&F basis, the University will provide a request letter to concerned tax
authorities for exemption of taxes at the import stage.
45. In case of bid on C&F basis, all bids shall be valid subject to the Performa Invoice from the
Principal duly signed, clearly indicating the name of manufacturer & country of origin / port of
shipment, along with a certificate from the Principal authorizing the Supplier to bid on his
behalf in case of manufactured goods. The Supplier should enclose the Principal
catalogue/leaflet/literature and other technical data, if any, along with his bid.
46. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
_______________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer
Page 1 of 10
BID DOCUMENTS
Selected bids are invited on Single Stage Two Envelopes (Technical & Financial) basis by University
of the Punjab from manufacturers, authorized distributors, dealers, firms, registered with GST & NTN
and PRA (if applicable), for the procurement of below mentioned “U.P.S (s) 2KVA, 3KVA & 5KVA
(with Batteries and Battery Bank)” for I.B.A / Main Office / Various Departments. Single
Envelope Containing Two Separate Envelopes must be marked as “Financial Proposal” &
“Technical Proposal”. (FOR Basis in Pak Rupees Only).
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 10
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty.
Brand &
Model
Details
Unit Price
(inclusive of
taxes)
Total Price
(inclusive of
taxes
1 2-KVA UPS
6 Nos.
UPS 2-KVA (Pure Sine Wave imported) with Wet
Batteries of Minimum 150 Amp.
UPS 2-KVA (Pure Sine Wave imported) with
additional Wet Battery’s bank, Single Phase Input,
Single Phase Output, Pure Sine Wave Output and
Pure Copper Winding Output Power: 2-KVA 220 Volts single Phase (±10%)
AC Input: Input Voltage single Phase 220 VAC (±15%) Input Frequency: Input Frequency 50Hz (±5%)
Technology: ATMEL Series RISC Microprocessor
Technology, Low Frequency (Full Bridge, Transformer
Based) Protections: Low Battery Voltage, Auto shutdown,
Overload Protection, Overheat , Protection, Overvoltage
Protection, Auto shutdown, Automatic bypass on
failure
Audible Indications: Button press, Battery Low,
Overload, Over-heat, Inverter Start, Error, Trip
Efficiency: A/C to A/C Efficiency ≥80%, preferably 90%
Indicators: In/Out Voltage, Battery voltage, Output
power and UPS Status. Low battery voltage, and bypass,
UPS fault etc.
Battery: Wet Battery, Charging time less than 5 hours
(90% capacity)
Battery Capacity: Battery must be of minimum
150Amp. The brand of the battery and model No. of the
battery may also be mentioned.
Battery Brand: Exide / AGS or equivalent.
Environment: Operating Temperature 0 to 50º C (40º C
continuous) Relative Humidity up to 95%
Display: LCD Display
Cooling: Temperature Controlled/Force
Warranty: 1 year comprehensive on-site warranty for
UPS and 06 months replacement warranty for batteries. 2 3-KVA UPS
UPS 3-KVA (Pure Sine Wave imported) with Wet
Batteries of Minimum 100 Amp.
UPS 3-KVA (Pure Sine Wave imported) with
additional Wet Battery’s bank, Single Phase Input,
Single Phase Output, Pure Sine Wave Output and
Pure Copper Winding Output Power: 3-KVA 220 Volts single Phase (±10%)
AC Input: Input Voltage single Phase 220 VAC (±15%) Input Frequency: Input Frequency 50Hz (±5%)
Technology: ATMEL Series RISC Microprocessor
Technology, Low Frequency (Full Bridge, Transformer
Based) Protections: Low Battery Voltage, Auto shutdown,
Overload Protection, Overheat , Protection,
3 Nos.
Page 3 of 10
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty.
Brand &
Model
Details
Unit Price
(inclusive of
taxes)
Total Price
(inclusive of
taxes
Overvoltage Protection, Auto shutdown, Automatic
bypass on failure
Audible Indications: Button press, Battery Low,
Overload, Over-heat, Inverter Start, Error, Trip
Efficiency: A/C to A/C Efficiency ≥80%, preferably 90%
Indicators: In/Out Voltage, Battery voltage, Output
power and UPS Status. Low battery voltage, and bypass,
UPS fault etc.
Battery: Wet Battery, Charging time less than 5 hours
(90% capacity)
Battery Capacity: Battery must be of minimum
100Amp. The brand of the battery and model No. of the
battery may also be mentioned.
Battery Brand: Exide / AGS or equivalent.
Environment: Operating Temperature 0 to 50º C (40º C
continuous) Relative Humidity up to 95%
Display: LCD Display
Cooling: Temperature Controlled/Force
Warranty: 1 year comprehensive on-site warranty for
UPS and 06 months replacement warranty for batteries.
3 5-KVA UPS
3(a)
UPS 5000 VA (VDC) with Liquid Batteries
Core type transformer with 99.9% pure copper wire
winding.
• Line Interactive Pure Sine Wave UPS. (Local Warranty)
• Capacity 5000VA (48 VDC).
• Built in voltage stabilizer with +/- 7% output during mains.
• Input voltage window 145-285 VAC.
• Inverter output 220 VAC +/- 5%.
• Multi stage over load protection at 110% Load shut down
after 30 second. & at 120% Load shut down after 5 second. • Transfer time should be. Mains - Inverter 2-4ms.
Inverter-Mains 1-2ms.
• Selectable PWM charger. Current is 10A-18A
• During off mode battery charging will be ON.
• Pure sine wave on load and without load shell be
verified through oscilloscope arranged by supplier.
• Core type transformer with 99.9% pure copper wire
winding.
Batteries:
Liquid Batteries for UPS 12 Volts, 155 AH (Minimum)
with Battery Bank
Power production should be 155 Amp, 12 Voltages, 23
Plates per cell. Not less than output power 155 Amp and
23 plates
Recommended Brands (Osaka/Phoenix/Exide/AGS)
Warranty: 1 year comprehensive on-site warranty for
UPS and 06 months replacement warranty for batteries.
10 Nos.
Page 4 of 10
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty.
Brand &
Model
Details
Unit Price
(inclusive of
taxes)
Total Price
(inclusive of
taxes
3(b)
UPS 5000 VA (VDC) with Liquid Batteries
Smart-UPS 5000VA USB & Serial 230V
Output Power Capacity 4200 Watts / 5000 VA
Max Configurable Power 4200 Watts / 5000 VA
Nominal Output Voltage 230V
Output Voltage Note Configurable for 220: 230 or
240 nominal output voltage
Efficiency at Full Load 95%
Output Voltage Distortion Less than 5% at full load
Output Frequency (sync to mains) 47 -53 Hz for 50 Hz
nominal,57 -63 Hz for 60Hz nominal
Crest Factor up to 5 :1
Waveform Type Sine wave
Output Connections (8) IEC 320 C13 (1) IEC 320 C19, (2) IEC Jumpers
Input
Nominal Input Voltage 230V
50/60 Hz +/- 3 Hz (auto sensing)
Input Connections IEC-320 C20
Schuko CEE 7 / EU1-16P
British BS1363A
Input voltage range for main operations 160 -285V
Input voltage adjustable range for mains operation 151 -302V
Batteries & Runtime
Liquid Batteries for UPS 12 Volts, 155 AH (Minimum) with
Battery Bank
No. of Batteries: 04 (Wet Batteries)
Power production should be 155 Amp, 12 Voltages, 23 Plates
per cell. Not less than output power 155 Amp and 23 plates
Recommended Brands (Osaka/Phoenix/Exide/AGS)
Typical recharge time 3 hour(s)
Typical Backup Time at Half Load 3 hours (2100 Watts)
Typical Backup Time at Full Load 2 hour (4200 Watts)
Runtime Chart Smart UPS
Communications & Management
Interface Port(s) DB-9 RS-232, USB, SmartSlot
Available SmartSlot™ Interface Quantity 1
Control panel LED status display with load and
battery bar-graphs and On Line: On Battery: Replace Battery:
and Overload Indicators
Audible Alarm Alarm when on battery, distinctive
low battery alarm, configurable delays
Emergency Power Off (EPO) Yes
Surge Protection and Filtering
Surge energy rating 365 Joules
Filtering Full time multi-pole noise filtering: 0.3%
IEEE surge let-through: zero clamping response time: meets
UL 1449
Environmental
Operating Environment 0 -40 °C
Operating Relative Humidity 0 -95%
Operating Elevation 0-3000 meters
8 Nos.
Page 5 of 10
Storage Temperature -15 -45 °C
Storage Relative Humidity 0 -95%
Storage Elevation 0-15000 meters
Audible noise at 1 meter from surface of unit 53.00 dBA
Online Thermal Dissipation 375.00 BTU/hr
Warranty: 1 year compre
hensive on-site warranty for UPS and 06 months replacement
warranty for batteries.
Total Amount / Bid Value:
2% Bid Security (Original) Amounting to Rs.50,000/- of the Estimated Price in the form of
Demand Draft / Bankers Cheque / CDR Must be Attached with the Technical Bid:
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted by the
bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any Government
(Federal, Provincial), a local body or a public sector organization and no litigation is
underway on account of blacklistment process. In case the bidder has been disqualified
or blacklisted earlier in the past by any public sector organization, detail concerning
the period of such disqualification/ blacklistment, cause of such embargo and eventual
result/ latest status shall be mentioned by the bidder. On account of submission of false
Special Note
The required Bid Security must be attached in original with Technical Bid, otherwise bid will be rejected.
Only one brand / model / option is allowed to quote against each option. In case, more than one option with
different brands / models with different prices have been quoted against one option, the bid will be rejected
as a whole
The details and including part No. detail etc. must be clearly visible and available on the parts of UPS.
In case a company quotes or provides a UPS in which the part Numbers and other details are missing
on the parts or not clearly visible / legible, the said quotation will be rejected and firm can be
blacklisted subsequently.
The mentioned specifications and the terms & conditions of the bid documents constitute the bid evaluation
criteria. The financial bids of technically accepted bidders (whose quoted item / model / brand will be
according to the minimum required specifications and who will comply with the terms and conditions of the
bid documents or in case of sample requirement, whose sample will be passed by the technical committee)
will be opened publicly at a time to be announced by the Procuring Agency. The financial bids of the bidders
found technically non-responsive shall be returned un-opened to the respective Bidders.
If demanded by the technical committee, the vendor will be bound to provide the sample of the required item
/ items to the technical committee in accordance with the specifications mentioned in the bid document. In
case of non-compliance, the bidder will be rejected in the concerned item / items. All the allied charges
relating to sample will be borne by the vendor at his own expense and there will be no responsibility /
liability at the end of University.
Departmental Technical / Evaluation Committee will have right to reject the sample, if, the sample is not
according to the specifications and terms & conditions mentioned in the bid documents.
In case of the item / items for which the technical committee does not feel the requirement of sample, the
vendor will be bound to provide the supply of concerned item / items in accordance with given specifications
& approved sample according to quoted rates.
In case, decision is made on the basis of samples / demo, the decision of Technical Committee will be final
(Knock off clause).
Page 6 of 10
statement or concealment of fact, the Bidder shall be disqualified forthwith, if contract
has not been executed and blacklisted, if the contract has been executed.
2. Stamp duty would be furnished by the successful bidder as levied by the Government after the
issuance of purchase order.
3. The University shall initially open only the envelopes marked as “TECHNICAL PROPOSAL”
in the presence of Bidders’ representatives who choose to be present, at the time of bid
opening. However, the envelope marked as “FINANCIAL PROPOSAL” shall remain
unopened and shall be retained in safe custody of the University till completion of the technical
evaluation process. Financial Details (Rate of Quoted Item) must not be mentioned in the
technical bid otherwise the bid will be rejected.
4. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over writing
/ cutting, the bid for the said item will be rejected or the decision of University will be final &
applicable which will not be challengeable anywhere.
5. Complete brochures / supporting documents of the quoted brands / items must be enclosed
along with the bid document, where applicable.
6. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy must be
provided in form of (MS Word) CD along with bid, if applicable.
7. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
8. Warranty details must be mentioned by bidder.
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach in
this office (Procurement Wing) by 08.09.2020 at 10:15 (a.m.).
2. The Tender Opening Committee will open the bids on same date at 10:45
(a.m.) in the presence of bidders, who wish to attend. In case of bid submission / opening
date falls on the public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
4. The Technical Bid should be submitted along with 2% Earnest Money Demanded (EMD) of
the estimated price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the
Treasurer, University of the Punjab payable at Lahore to be issued from any enlisted
bank with State Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD
of rejected bidder / bidders will be released after final decision. However, the EMD of
successful bidder / bidders will be retained until the completion of job successfully as per
work order. In case of LC, the 2% EMD can be get released after submission of 10%
performance security. In case of Rate Contract, the 2% bid security will be retained until the
expiry of contract period.
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
subject to the reasonability of rates, company profile, past experience, professional skills,
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
Page 7 of 10
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
7. The supply should be executed promptly within delivery period mentioned in Purchase
Order. In case, the firm fails to supply the stores within stipulated period, University of the
Punjab reserves the right not to accept the supply, in part or in full and to claim liquidated
damages @ 2% per Month (0.06% per day) subject to a maximum of 10% of the total value
of stores ordered.
8. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
9. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
10. In case the supplies are warranty items, 10% Security of the ordered value will be deducted
at the time of payment or the vendor can himself submit 10% performance security in the
form of CDR / banker’s cheque / bank guarantee having minimum expiry date in
accordance with the warranty period of the items etc. In case of warranty, the amount of
Security will be held by the University till warranty period and the said amount will be
released upon the satisfactory report of end user.
11. The supply will be checked by the Technical Committee / representative of the department,
if so desired.
12. The technical committee 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.
13. The determination shall 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
Technical Committee / University deems necessary and appropriate.
14. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical,
financial, legal or managerial competence.
15. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at
any time, that the information submitted by him concerning his qualification as Supplier
was false inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent
practices.
16. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
17. 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, if granted at any stage of procurement, shall be passed
on to the University. The rates should be quoted after allowing rebates / discounts, if any
but including transportation, delivery at site, commissioning, packing charges, forwarding
and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
Page 8 of 10
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted
job, then the rate must be quoted after including PST.
18. 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. Where prices are to be quoted in package, all items mentioned in the package shall
be quoted in the offered prices. Non-mentioning of price of each item of the package being
non-responsive shall be rejected straightaway.
19. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in
case of Manufacturer, documentary proof to the effect that they are the original
Manufacturer of the required goods shall be provided.
20. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable)
and registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
21. During evaluation of the bids, the University 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.
22. 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.
23. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
24. In case the vendor fails to complete the job or provide substandard services, or withdraw his
offer for any reason, the bidder will be blacklisted or the EMD will be forfeited or both of
them as per decision of the authority which will not be challengeable.
25. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects
quite in accordance with the work order. However, in special cases, partial supply / partial
payment is allowed subject to the approval of competent authority.
26. Force majeure clause is acceptable as defined under sales of goods & contract Act.
27. No advance payment will be made in favor of tender awarded firm.
28. The procurement process will be accomplished in accordance with the PPRA Rules.
29. Normally the payment will be made within 14 days after receipt of supplies & found in
order in quality and quantity and submission of claim / bill with complete supporting
documents.
Page 9 of 10
30. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of
charge at University of the Punjab, Lahore.
31. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
32. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
33. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach
outlined below to achieve this objective.
(i) Review all quotations to ensure that the minimum technical specifications are met. Any bid
which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The evaluation
procedure adopted is based on the weighting of all requirements and scoring the vendor’s
responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating the bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding documents.
34. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
35. The end user on behalf of the University shall notify the supplier in writing / through
telephone immediately of any defect that occurs during the warranty period. On receipt of
such intimation/notification within the warranty period, the supplier shall attend the
emergency / breakdown call within a maximum of 06 working hours.
36. All the expenses for the above remedial measures including the repair / replacement if so
required shall be born by the supplier. In case the fault has occurred as direct consequence
of undesirable condition i.e. electricity or temperature, the supplier shall inform the buyer
for taking corrective measures prior to the commencement of the remedial activity.
37. Wherever a brand has been specified, equivalent will be entertained subject to technical
evaluation according to PPRA Rules.
38. While quoting the rates of required/specified supplies, its make & made/brand should be
written against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack
Each according to the nature of the quotations / bids.
39. Competent authority / University of the Punjab, has full unchallengeable rights for formal
approval / rejection of bids or overall the purchase case.
Page 10 of 10
40. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final
and unchallengeable approval of the Purchase / Inspection Committee of the University, at
the destination.
41. Prior to the detailed evaluation, the University shall determine the substantial
responsiveness of each bid to the bidding documents. A substantially responsive bid is one,
which conforms to all the terms and conditions & specifications 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
University’s determination of a bid’s responsiveness is to be based on the contents of the
bid itself without recourse to extrinsic evidence.
42. If a bid is not substantially responsive, it shall be rejected and will not be accepted/
entertained for detail evaluation.
43. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
______________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer
Page 1 of 7
BID DOCUMENTS
Selected bids are invited on Single Stage Two Envelopes (Technical & Financial) basis by
University of the Punjab from manufacturers, authorized distributors, dealers, firms, registered with
GST & NTN and PRA (if applicable), for the procurement of below mentioned “SSD Hard Drive
for Server Machine For I.T. Centre”. Single Envelope Containing Two Separate Envelopes
which must be marked as “Financial Proposal” & “Technical Proposal”. (Only FOR Basis
in Pak Rupees only)
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 7
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty.
Brand,
Make &
Model
Unit Price
(inclusive of
taxes)
Total
Price
(inclusive
of taxes)
1
SSD Hard Drive for Server Machine
Capacity 6.4TB NVMe HDD Included Card,
Configuration & Installation
Compatibility Supported Dell Power Edge R440
Server machine, NVMe “Mixed Use”
PCIe SSD & PCIe SSC
Interface PCIe Gen3 x4 (2.5”) &PCIe Gen3 x8
(Add-In-Card) included
Sequential read/write Add In Card - Up to
6.0/3.0 GB/s22.5” – Up to 3.2/2.8 GB/s
Random read/write 650,000+/60,000+IOPs -
800GB 2.5” 700,000+/160,000+ IOPs3
1.6TB/3.2TB/6.4TB - 2.5” 950,000 + /
160,000+IOPs3–1.6TB/3.2TB/6.4TB–A
Latency Read 90us4 – Write 20us4
Active power consumption 25W maximum
Supported operating systems Canonical® Ubuntu®
LTSCitrix® Xen Server® Microsoft
Windows Server® with Hyper-VRed
Hat® Enterprise Linux SUSE ® Linux
Enterprise Server VMware® ESXiFor
Form factor 12.5 inch –6400GBHHHL (Half Height,
Half Length) add-in card –6400GB
Dimensions 2.5 inch
Warranty: 1 Years Warranty on site
1 No.
Total Amount / Bid Value
2% Bid Security (Original) amounting to Rs. 8,000/- of the Estimated Price in the form of
Demand Draft / Bankers Cheque / CDR Must be Attached with the Technical Bid:
Special Note:
The required Bid Security must be attached in original with Technical Bid, otherwise bid will be rejected.
Only one brand / model / option is allowed to quote against each option. In case, more than one option with different
brands / models with different prices have been quoted against one option, the bid will be rejected as a whole.
The mentioned specifications and the terms & conditions of the bid documents constitute the bid evaluation
criteria. The financial bids of technically accepted bidders (whose quoted item / model / brand will be according
to the minimum required specifications and who will comply with the terms and conditions of the bid
documents) will be opened publicly at a time to be announced by the Procuring Agency. The financial bids of the
bidders found technically non-responsive shall be returned un-opened to the respective Bidders.
If demanded by the technical committee, the vendor will be bound to provide the sample / demo of the required
item to the technical committee in accordance with the specifications mentioned in the bid document. In case of
non-compliance, the bidder will be rejected in the concerned item / items.
Page 3 of 7
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted
by the bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any Government
(Federal, Provincial), a local body or a public sector organization and no litigation
is underway on account of blacklistment process. In case the bidder has been
disqualified or blacklisted earlier in the past by any public sector organization,
detail concerning the period of such disqualification/ blacklistment, cause of such
embargo and eventual result/ latest status shall be mentioned by the bidder. On
account of submission of false statement or concealment of fact, the Bidder shall be
disqualified forthwith, if contract has not been executed and blacklisted, if the
contract has been executed.
2. Stamp duty would be furnished by the successful bidder as levied by the Government
after the issuance of purchase order.
3. The University shall initially open only the envelopes marked as “TECHNICAL
PROPOSAL” in the presence of Bidders’ representatives who choose to be present, at the
time of bid opening. However, the envelope marked as “FINANCIAL PROPOSAL” shall
remain unopened and shall be retained in safe custody of the University till completion of
the technical evaluation process. Financial Details (Rates of the quoted item) must not be
mentioned in the technical bid otherwise the bid will be rejected.
4. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over
writing / cutting, the bid for the said item will be rejected or the decision of University
will be final & applicable which will not be challengeable anywhere.
5. Complete brochures / supporting documents of the quoted brands / items must be
enclosed along with the bid document, where applicable.
6. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy
must be provided in form of (MS Word) CD along with bid, if applicable.
7. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
8. Warranty details must be mentioned by bidder.
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach
in this office (Procurement Wing) by 08-09-2020 at 10:15 (a.m.).
2 The Tender Opening Committee will open the bids on same date at 10:45 (a.m.) in
the presence of bidders, who wish to attend. In case of bid submission / opening date falls
on the public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
4. The bid should be submitted along with 2% Earnest Money Demanded (EMD) of the
estimated price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the
Treasurer, University of the Punjab payable at Lahore to be issued from any enlisted
bank with State Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD
Page 4 of 7
of rejected bidder / bidders will be released after final decision. However, the EMD of
successful bidder / bidders will be retained until the completion of job successfully as per
work order. In case of LC, the 2% EMD can be get released after submission of 10%
performance security. In case of Rate Contract, the 2% bid security will be retained until the
expiry of contract period.
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
subject to the reasonability of rates, company profile, past experience, professional skills,
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
7. The supply should be executed promptly within delivery period mentioned in Purchase
Order. In case, the firm fails to supply the stores within stipulated period, University of the
Punjab reserves the right not to accept the supply, in part or in full and to claim liquidated
damages @ 2% per Month (0.06% per day) subject to a maximum of 10% of the total value
of stores ordered.
8. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
9. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
10. In case the supplies are warranty items, 10% Security of the ordered value will be deducted
at the time of payment or the vendor can himself submit 10% performance security in the
form of CDR / banker’s cheque / bank guarantee having minimum expiry date in
accordance with the warranty period of the items etc. In case of warranty, the amount of
Security will be held by the University till warranty period and the said amount will be
released upon the satisfactory report of end user.
11. The supply will be checked by the Technical Committee / representative of the department,
if so desired.
12. The technical committee 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.
13. The determination shall 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
Technical Committee / University deems necessary and appropriate.
14. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical,
financial, legal or managerial competence.
Page 5 of 7
15. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at
any time, that the information submitted by him concerning his qualification as Supplier
was false inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent
practices.
16. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
17. 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, if granted at any stage of procurement, shall be passed
on to the University.
18 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. Where prices are to be quoted in package, all items mentioned in the package shall
be quoted in the offered prices. Non-mentioning of price of each item of the package being
non-responsive shall be rejected straightaway.
19. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in
case of Manufacturer, documentary proof to the effect that they are the original
Manufacturer of the required goods shall be provided.
20. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable)
and registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
21. During evaluation of the bids, the University 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.
22. 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.
23. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
24. In case the vendor fails to complete the job or provide substandard articles, or withdraw his
offer for any reason, the EMD will be forfeited.
25. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects
quite in accordance with the work order. However, in special cases, partial supply / partial
payment is allowed subject to the approval of competent authority.
26. Force majeure clause is acceptable as defined under sales of goods & contract Act.
27. The procurement process will be accomplished in accordance with the PPRA Rules.
28. No advance payment will be made in favor of tender awarded firm.
Page 6 of 7
29. Normally the payment will be made within 14 days after receipt of supplies & found in
order in quality and quantity and submission of claim / bill with complete supporting
documents.
30. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of
charge at University of the Punjab, Lahore.
31. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
32. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
33. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach
outlined below to achieve this objective.
(i) Review all quotations to ensure that the minimum technical specifications are met.
Any bid which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The
evaluation procedure adopted is based on the weighting of all requirements and
scoring the vendor’s responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating
the bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding
documents.
34. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
35. The end user on behalf of the University shall notify the supplier in writing / through telephone
immediately of any defect that occurs during the warranty period. On receipt of such
intimation/notification within the warranty period, the supplier shall attend the emergency /
breakdown call within a maximum of 06 working hours.
36. All the expenses for the above remedial measures including the repair / replacement if so
required shall be borne by the supplier. In case the fault has occurred as direct consequence of
undesirable condition i.e. electricity or temperature, the supplier shall inform the buyer for
taking corrective measures prior to the commencement of the remedial activity.
37. Wherever a brand has been specified, equivalent will be entertained subject to technical
evaluation according to PPRA Rules.
38. The rates should be quoted after allowing rebates / discounts, if any but including
transportation, delivery at site, commissioning, packing charges, forwarding and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
Page 7 of 7
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted job,
then the rate must be quoted after including PST.
39. While quoting the rates of required/specified supplies, its make & made/brand should be written
against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack Each
according to the nature of the quotations / bids.
40. Competent authority / University of the Punjab, has full unchallengeable rights for formal
approval / rejection of bids or overall the purchase case.
41. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final
and unchallengeable approval of the Purchase / Inspection Committee of the University, at the
destination.
42. Prior to the detailed evaluation, the University shall determine the substantial responsiveness of
each bid to the bidding documents. A substantially responsive bid is one, which conforms to all
the terms and conditions & specifications 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 University’s determination of a bid’s
responsiveness is to be based on the contents of the bid itself without recourse to extrinsic
evidence.
43. If a bid is not substantially responsive, it shall be rejected and will not be accepted/ entertained
for detail evaluation.
44. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
______________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer
Page 1 of 12
BID DOCUMENTS
Selected bids are invited on Single Stage Two Envelopes (Technical & Financial) basis by
University of the Punjab from manufacturers, authorized distributors, dealers, firms, registered with
GST & NTN and PRA (if applicable), for the procurement of below mentioned “Procurement of
Data Storage Unit for Department of Examinations”. Single Envelope Containing Two Separate
Envelopes which must be marked as “Financial Proposal” & “Technical Proposal”. (C&F
/ FOR Basis in Pak Rupees Only)
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 12
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty.
Brand,
Make &
Model
Unit Price Total Price
1
Storage Area Network (SAN) Storage
Useable Storage Space
Provide a total of USEABLE All Flash Array storage
space of 15TB or higher as per following tiers with Scale
Up Architecture.
The Storage must be a native AFA supporting Smart
Compression and De-duplication, must be able to scale-
out supporting at least 6 controllers and shall be quoted
with full feature set and built in AI capabilities.
SAN should be scalable to 1100 drives or higher with no
additional disk license
RAID Protection
RAID protection including RAID 5, 6, TP; Must support any
combination of RAID levels co-exist in single array. Support
Hot-swappable disk drives and disk space hot sparing per
Array.
Storage Architecture
Dual Active-Active Controllers, 4x10G iSCSI SFP+ AND
4x16G FC ports per Controller
Must Support FC and iSCSI protocol simultaneously along
with CIFS & NFS for file services
96G Cache/Controller and shall support a max of 700GB per
controller
Must Support adding Disk Enclosures without addition of new
controllers based on SAS 12Gbps
Redundancy
Storage array components are to be fully redundant and
hot swappable including SAN controllers, standard fan
trays/Modules and power supplies.
Monitoring Software
Built-in monitoring and notifications provision through e-
mail and SNMP.
Comprehensive Simple Network Management Protocol
(SNMP) monitoring and traps.
Provide Historical performance statistics for disks, pools,
and tiers.
Current performance statistics for disks, disk groups,
pools, tiers, host ports, controllers, and volumes.
Storage Management using HTML5 based web GUI, CLI and
REST.
Virtualization integration with VMware vSphere (ESXi),
02
Nos.
Page 3 of 12
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty.
Brand,
Make &
Model
Unit Price Total Price
vCenter SRM and Microsoft Hyper-V
All supported Features of Storage must be included in software
without any extra licenses purchasing
Array based replication& Availability
Support of SAN/NAS to SAN/NAS replication feature that
remotely replicates data from one storage to another (with in
the same quoted brand) over a standard IP network over long
distances to provide high levels of data protection and disaster
recovery. Support one to one and one to many replication
sessions.
Snapshots
Must Support snapshots, support mapping of snapshot to hosts
with read-only access, read-write access, or no access to
view/copy data from snapshots.
Support Replication of Volumes, support one to one and one to
many replication sessions.
Cables
Must provide all required/compatible 3 meter cables equal to
all data ports in each controller
Switches
2 Manageable 24 port switches with atleast 2 fiber port
operational compulsory.
Warranty: Minimum 1 year warranty.
Total Amount / Bid Value
2% Bid Security (Original) Amounting to Rs.360,000/- of the Estimated Price in the form of
Demand Draft / Bankers Cheque / CDR Must be Attached with the Technical Bid:
Evaluation Criteria
Sr.
No.
Parameters Detail Total
Marks
Remarks
1 Past Performance
(Within previous
3 years)
(a) Major Public / Government Institutions
Served (Form A1): (15 marks)
i No. of institutions served 0
ii 1 to 3 5
iii 4 to 6 10
iv 7 & Above 15
(b) Major Private Institutions Served:
(Form A2) (05 marks)
i No. of institutions served 0
ii 1 to 3 2
iii 4 to 6 3
iv 7 & Above 5
20
(15+5)
Public / Government
Institutions mean government
institutions / Public Sector
organizations / Public Sector
Universities / Government
Agencies / Autonomous
Bodies etc.
Private Institutions referred to
other than above.
Page 4 of 12
2 Market experience
in quoted items
(Computer /
Laptop)
i 1 year 2
ii 2 years 4
iii Above 2 years 5
Copy of Delivery Challan duly signed by the
concerned customer / bill of entry etc. must be
provided
5 Experience will be confirmed
from the date of supplies made
/ delivered against the purchase
order.
3 Length of
Dealership
i Above 4 years 5
ii 3 – 4years 4
iii 2 – 3 years 3
iv 1 – 2 years 2
v Below 1 year 0
5 Length of dealership with the
quoted principal will be
considered. Documentary
Evidence be attached.
4 Financial Status
i Tax Returns (Last 3
years)(2 marks each year)
6
ii Bank Certificate* 4 iii Bank Statement
(Previous 12 months) 10
(a) Balance above 8 Million 10
(b) Balance 7.1 to 8 Million 08
(c) Balance 5.1 to 7 Million 06
(d) Balance 3.1 to 5 Million 04
(e) Balance 1.1 to 03 Million 02
(f) Balance below 01 Million 0
20 All provided documents can
be verified by the
Department. The marks of
audited balance sheet will be
given in proportion to their
net worth.
* In case of Bank Certificate,
the Bank will certify about
the Bidder’s financial worth,
liquidity status, reputation.
5 Technical Staff
(Overall)
(Form B1)
(Form-B)
i Less than 2 persons 0
ii 2 to 3 persons 05
iii 4 to 5 persons 08
iv More than 5 persons 10
Qualification: Minimum Graduation
Masters qualification
(1 person = 2 marks / 2 person = 4 marks
More than 2 persons – 5 marks )
Training: Foreign Training from principal relating to
the product: 5 marks
(1 person = 2 marks / 2 person = 4 marks
More than 2 persons – 5 marks )
Experience: (1 person equal to or more than 2 years = 02 marks 2 persons equal to or more than 2 years = 04 marks More than 2 persons equal to or more than 2
years = 05 marks
More than 2 persons – 5 marks )
25 Qualification marks will be
awarded on the final
degree. Complete
supporting documents be
attached.
6 Good Reputation
Certificate from any
Govt. Institution /
Private Sector in
Connection with
Services
(Form C1)
i No certificate provided 0
ii 1 to 2 5
iii 3 to 5 10
25 Public / Government
Institutions mean government
institutions / Public Sector
organizations / Public Sector
Universities / Government
Page 5 of 12
iv 6 to 7 15
v 8 to 9 20
vi 10 and above 25
Appreciation Certificates / Satisfactory
letters etc. must be attached.
Agencies / Autonomous
Bodies etc.
Total Marks: 100
Qualifying Marks: 65%
Note: Marks will be awarded only if the comprehensive and complete concerned supporting
documents are enclosed.
The financial bids of technically accepted bidders will be opened publicly at a time to be
announced by the Procuring Agency. The financial bids of the bidders found technically non-
responsive shall be returned un-opened to the respective Bidders.
Form A1
Past Performance – Major Public / Government Institutions Served
Sr.
No.
Contract Name Contract
Value
Brief Description of
the work performed
Name, Address &
Contact No. of the
Client
01
02
03
04
05
06
07
Copies of Contract awarded / Purchase Order must be attached otherwise no marks would be awarded.
Form A2
Past Performance – Major Private Institutions Served
Sr.
No.
Contract Name Contract
Value
Brief Description of
the work performed
Name, Address &
Contact No. of the
Client
01
02
03
Page 6 of 12
04
05
06
07
Copies of Contract awarded / Purchase Order must be attached otherwise no marks would be
awarded.
Form B1
List of Technical Staff
Sr.
No.
Name of Employee Certificate/ Diploma/
Higher Technical
Qualification
Experience Name, Address &
Contact No. of the
Employee
01
02
03
04
05
06
07
08
09
10
Name and Signature of Bidder
With official Stamp
Dated:
Page 7 of 12
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted
by the bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any Government
(Federal, Provincial), a local body or a public sector organization and no litigation
is underway on account of blacklistment process. In case the bidder has been
disqualified or blacklisted earlier in the past by any public sector organization,
detail concerning the period of such disqualification/ blacklistment, cause of such
embargo and eventual result/ latest status shall be mentioned by the bidder. On
account of submission of false statement or concealment of fact, the Bidder shall be
disqualified forthwith, if contract has not been executed and blacklisted, if the
contract has been executed.
(b) Stamp duty would be furnished by the successful bidder as levied by the
Government after the issuance of purchase order.
2. Financial Statement of alteast one year (previous 12 months) issued and verified by
any scheduled bank of Pakistan is attached.
3. The University shall initially open only the envelopes marked as “TECHNICAL
PROPOSAL” in the presence of Bidders’ representatives who choose to be present, at
the time of bid opening. However, the envelope marked as “FINANCIAL
PROPOSAL” shall remain unopened and shall be retained in safe custody of the
Special Note:
1. The required Bid Security must be attached in original with Technical Bid, otherwise bid will be
rejected.
2. Only the manufacturers or the concerned authorized distributors / whole sellers / dealers / partners / firms of
the concerned manufacturers are eligible to participate in the bid. (Documentary Support must be attached
with the bid).
3. Only one brand / model is allowed to quote against each option. In case, more than one options with
different brands / models have been quoted with different prices against one option, the bid will be rejected
as a whole.
4. In case, the firm wants to quote the price on C&F basis, the firm will ensure that Principal is agreed to open
LC with the quoted price in black & white. Subsequently, if, it is communicated by the vendor that the
quoted amount / ordered quantity is lesser and LC cannot be opened with the said amount or ordered
quantity (quantity of the items mentioned in the purchase order as per actual requirement), then, the excuse
will not be acceptable and action will be taken according to the rules which can include forfeiture of bid
security or blacklisting or both of them.
5. In case the work order is awarded on C&F basis, the LC will be opened directly with the principal.
6. Complete supporting documents must be attached with the technical bid according to the requirements
mentioned in the evaluation criteria.
7. The mentioned specifications and the terms & conditions and parameters of the bid documents constitute
the bid evaluation criteria. The financial bids of technically accepted bidders (whose quoted item / model /
brand will be according to the minimum required specifications and who will comply with the terms and
conditions of the bid documents or in case of sample requirement, whose sample will be passed by the
technical committee) will be opened publicly at a time to be announced by the Procuring Agency. The
financial bids of the bidders found technically non-responsive shall be returned un-opened to the respective
Bidders.
Page 8 of 12
University till completion of the technical evaluation process. Financial Details (Rate
of Quoted Items) must not be mentioned in the technical bid otherwise the bid will be
rejected.
4. The Financial Bids of only those firms will be opened which would have been declared
as technically compliant / responsive bids. The Financial Bids of technically non-
complaint bidders will be returned to the concerned bidders un-opened.
5. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over
writing / cutting, the bid for the said item will be rejected or the decision of University
will be final & applicable which will not be challengeable anywhere.
6. Complete brochures / supporting documents of the quoted brands / items must be
enclosed along with the bid document, where applicable.
7. Brand details, Country of Origin and port of shipment must be mentioned in the
Bidding documents.
8. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy
must be provided in form of (MS Word) CD along with bid.
9. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
10. Warranty details must be mentioned by bidder.
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach in
this office (Procurement Wing) by 08-09-2020 at 10:15 (a.m.).
2. The Tender Opening Committee will open the bids on same date at 10:45 (a.m.) in
the presence of bidders, who wish to attend. In case of bid submission / opening date falls
on the public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
4. The bid should be submitted along with 2% Earnest Money Demanded (EMD) of the
estimated price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the
Treasurer, University of the Punjab payable at Lahore to be issued from any enlisted
bank with State Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD
of rejected bidder / bidders will be released after final decision. However, the EMD of
successful bidder / bidders will be retained until the completion of job successfully as per
work order. In case of LC, the 2% EMD can be get released after submission of 10%
performance security. In case of Rate Contract, the 2% bid security will be retained until the
expiry of contract period.
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
Page 9 of 12
subject to the reasonability of rates, company profile, past experience, professional skills,
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
7. The supply should be executed promptly within delivery period mentioned in Purchase
Order. In case, the firm fails to supply the stores within stipulated period, University of the
Punjab reserves the right not to accept the supply, in part or in full and to claim liquidated
damages @ 2% per Month (0.06% per day) subject to a maximum of 10% of the total value
of stores ordered.
8. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
9. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
10. In case the supplies are warranty items, 10% Security of the ordered value will be deducted
at the time of payment or the vendor can himself submit 10% performance security in the
form of CDR / banker’s cheque / bank guarantee having minimum expiry date in
accordance with the warranty period of the items etc. In case of warranty, the amount of
Security will be held by the University till warranty period and the said amount will be
released upon the satisfactory report of end user.
11. The supply will be checked by the Technical Committee / representative of the department,
if so desired.
12. The technical committee 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.
13. The determination shall 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
Technical Committee / University deems necessary and appropriate.
14. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical,
financial, legal or managerial competence.
15. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at
any time, that the information submitted by him concerning his qualification as Supplier
was false inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent
practices.
16. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
17. 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
Page 10 of 12
reduction in the GST or other taxes, if granted at any stage of procurement, shall be passed
on to the University.
18. 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. Where prices are to be quoted in package, all items mentioned in the package shall
be quoted in the offered prices. Non-mentioning of price of each item of the package being
non-responsive shall be rejected straightaway.
19. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in
case of Manufacturer, documentary proof to the effect that they are the original
Manufacturer of the required goods shall be provided.
20. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable)
and registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
21. During evaluation of the bids, the University 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.
22. 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.
23. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
24. In case the vendor fails to complete the job or provide substandard articles, or withdraw his
offer for any reason, the EMD will be forfeited.
25. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects
quite in accordance with the work order. However, in special cases, partial supply / partial
payment is allowed subject to the approval of competent authority.
26. Force majeure clause is acceptable as defined under sales of goods & contract Act.
27. No advance payment will be made in favor of tender awarded firm.
28. The procurement process will be accomplished in accordance with the PPRA Rules.
29. Normally the payment will be made within 14 days after receipt of supplies & found in
order in quality and quantity and submission of claim / bill with complete supporting
documents.
30. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of
charge at University of the Punjab, Lahore.
Page 11 of 12
31. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
32. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
33. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach
outlined below to achieve this objective.
(i) Review all quotations to ensure that the minimum technical specifications are met.
Any bid which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The
evaluation procedure adopted is based on the weighting of all requirements and
scoring the vendor’s responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating
the bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding
documents.
34. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
35. The end user on behalf of the University shall notify the supplier in writing / through
telephone immediately of any defect that occurs during the warranty period. On receipt of
such intimation/notification within the warranty period, the supplier shall attend the
emergency / breakdown call within a maximum of 06 working hours.
36. All the expenses for the above remedial measures including the repair / replacement if so
required shall be born by the supplier. In case the fault has occurred as direct consequence
of undesirable condition i.e. electricity or temperature, the supplier shall inform the buyer
for taking corrective measures prior to the commencement of the remedial activity.
37. Wherever a brand has been specified, equivalent will be entertained subject to technical
evaluation according to PPRA Rules.
38. The rates should be quoted after allowing rebates / discounts, if any but including
transportation, delivery at site, commissioning, packing charges, forwarding and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted
job, then the rate must be quoted after including PST.
Page 12 of 12
39. While quoting the rates of required/specified supplies, its make & made/brand should be
written against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack
Each according to the nature of the quotations / bids.
40. Competent authority / University of the Punjab, has full unchallengeable rights for formal
approval / rejection of bids or overall the purchase case.
41. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final
and unchallengeable approval of the Purchase / Inspection Committee of the University, at
the destination.
42. Prior to the detailed evaluation, the University shall determine the substantial
responsiveness of each bid to the bidding documents. A substantially responsive bid is one,
which conforms to all the terms and conditions & specifications 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
University’s determination of a bid’s responsiveness is to be based on the contents of the
bid itself without recourse to extrinsic evidence.
43. If a bid is not substantially responsive, it shall be rejected and will not be accepted/
entertained for detail evaluation.
44. In case of bid on C&F basis, the University will provide a request letter to concerned tax
authorities for exemption of taxes at the import stage.
45. In case of bid on C&F basis, all bids shall be valid subject to the Performa Invoice from the
Principal duly signed, clearly indicating the name of manufacturer & country of origin / port
of shipment, along with a certificate from the Principal authorizing the Supplier to bid on
his behalf in case of manufactured goods. The Supplier should enclose the Principal
catalogue/leaflet/literature and other technical data, if any, along with his bid.
46. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
______________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer
Page 1 of 8
BID DOCUMENTS
Selected bids are invited on Single Stage Two Envelopes (Technical & Financial) basis by
University of the Punjab from manufacturers, authorized distributors, dealers, firms, registered with
GST & NTN and PRA (if applicable), for the procurement of below mentioned “Hiring of
Furniture Examinations Furniture, Tents and Platforms Temporary Lights etc. on Annual
Frame Work Contract Basis for Various Examinations for Department of Examinations”.
Single Envelope Containing Two Separate Envelopes must be marked as “Financial Proposal”
& “Technical Proposal”. (Only FOR Basis in Pak Rupees)
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 8
Sr.
No. TENDER DESCRIPTIONS Qty.
TO BE FILLED BY BIDDERS
Rates (per unit & per day)
1 PEDESTAL FAN
As required
during the
contract
period
2 TEMPORARY LIGHTS BULB 200 WATTS
3 KANAT PRINT 18’X6’
4 SHAMIANA PRINT 18’X18’
5 PLATFORM
6 DURREE
7 OFFICE CHAIR
8 OFFICE TABLE
9 NECESSARY TENT
10 EXAMINATION TABLE
11 EXAMINATION STOOL
12 WHITE SHEET
13 WATER TANK
14
TRANSPORTATION CHARGES
(Capacity of load will be 100 Examination
table or 100-Examination stools or 16 Tables
or 20 Pedestal Fans or 15-Shamianas or 30
Kanats or 100 Chairs or part of these).
Total Amount / Bid Value
2% Bid Security (Original) amounting to Rs. 60,000/- of the
Estimated Price in the form of Demand Draft / Bankers
Cheque / CDR Must be Attached with the Technical Bid:
Page 3 of 8
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted
by the bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any
Government (Federal, Provincial), a local body or a public sector organization
and no litigation is underway on account of blacklistment process. In case the
bidder has been disqualified or blacklisted earlier in the past by any public
sector organization, detail concerning the period of such disqualification/
blacklistment, cause of such embargo and eventual result/ latest status shall be
mentioned by the bidder. On account of submission of false statement or
concealment of fact, the Bidder shall be disqualified forthwith, if contract has
not been executed and blacklisted, if the contract has been executed.
2. Stamp duty would be furnished by the successful bidder as levied by the Government
after the issuance of purchase order.
3. The University shall initially open only the envelopes marked as “TECHNICAL
PROPOSAL” in the presence of Bidders’ representatives who choose to be present, at the
time of bid opening. However, the envelope marked as “FINANCIAL PROPOSAL” shall
remain unopened and shall be retained in safe custody of the University till completion of
the technical evaluation process. Financial Details (Rates) must not be mentioned in the
technical bid otherwise the bid will be rejected.
4. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over
writing / cutting, the bid for the said item will be rejected or the decision of University
will be final & applicable which will not be challengeable anywhere.
5. Complete brochures / supporting documents of the quoted brands / items must be
enclosed along with the bid document, where applicable.
Special Note:
5. The required Bid Security must be attached in original with Technical Bid, otherwise bid will be rejected.
6. Only one brand / model / option is allowed to quote against each option. In case, more than one option
with different brands / models with different prices have been quoted against one option, the bid will be
rejected as a whole.
7. The mentioned specifications and the terms & conditions of the bid documents constitute the bid
evaluation criteria. The financial bids of technically accepted bidders (whose quoted item / model / brand
will be according to the minimum required specifications and who will comply with the terms and
conditions of the bid documents) will be opened publicly at a time to be announced by the Procuring
Agency. The financial bids of the bidders found technically non-responsive shall be returned un-opened
to the respective Bidders.
8. If demanded by the technical committee, the vendor will be bound to provide the sample / demo of the
required item to the technical committee in accordance with the specifications mentioned in the bid
document. In case of non-compliance, the bidder will be rejected in the concerned item / items.
Page 4 of 8
6. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy
must be provided in form of (MS Word) CD along with bid, if applicable.
7. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
8. Warranty details must be mentioned by bidder.
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach in
this office (Procurement Wing) by 08.09.2020 at 10:15 (a.m.).
2. The Tender Opening Committee will open the bids on same date at 10:45 (a.m.) in
the presence of bidders, who wish to attend. In case of bid submission / opening date falls
on the public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
4. The bid should be submitted along with 2% Earnest Money Demanded (EMD) of the
estimated price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the
Treasurer, University of the Punjab payable at Lahore to be issued from any enlisted
bank with State Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD
of rejected bidder / bidders will be released after final decision. However, the EMD of
successful bidder / bidders will be retained until the completion of job successfully as per
work order. In case of LC, the 2% EMD can be get released after submission of 10%
performance security. In case of Rate Contract, the 2% bid security will be retained until the
expiry of contract period.
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. The Rate Contract (RC) will be valid for One Year or according to the approval of Main
Purchase & Indent Committee initially from the date of issue of order / approval of Main
Purchase & Indent Committee. However, it can be further extended with the mutual consent
of the parties subject to the satisfactory performance of the firm. Moreover, MPIC has the
right to amend (extend/ decrease/abolish) the contract period.
7. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
subject to the reasonability of rates, company profile, past experience, professional skills,
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
8. The supply should be executed promptly within delivery period mentioned in Purchase
Order. In case, the firm fails to supply the stores within stipulated period, University of the
Punjab reserves the right not to accept the supply, in part or in full and to claim liquidated
damages @ 2% per Month (0.06% per day) subject to a maximum of 10% of the total value
of stores ordered.
Page 5 of 8
9. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
10. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
11. In case the supplies are warranty items, 10% Security of the ordered value will be deducted
at the time of payment or the vendor can himself submit 10% performance security in the
form of CDR / banker’s cheque / bank guarantee having minimum expiry date in
accordance with the warranty period of the items etc. In case of warranty, the amount of
Security will be held by the University till warranty period and the said amount will be
released upon the satisfactory report of end user.
12. The supply will be checked by the Technical Committee / representative of the department,
if so desired.
13. The technical committee 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.
14. The determination shall 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
Technical Committee / University deems necessary and appropriate.
15. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical,
financial, legal or managerial competence.
16. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at
any time, that the information submitted by him concerning his qualification as Supplier
was false inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent
practices.
17. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
18. 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, if granted at any stage of procurement, shall be passed
on to the University.
19. 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. Where prices are to be quoted in package, all items mentioned in the package shall
be quoted in the offered prices. Non-mentioning of price of each item of the package being
non-responsive shall be rejected straightaway.
Page 6 of 8
20. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in
case of Manufacturer, documentary proof to the effect that they are the original
Manufacturer of the required goods shall be provided.
21. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable)
and registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
22. During evaluation of the bids, the University 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. 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.
24. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
25. In case the vendor fails to complete the job or provide substandard articles, or withdraw his
offer for any reason, the EMD will be forfeited.
26. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects
quite in accordance with the work order. However, in special cases, partial supply / partial
payment is allowed subject to the approval of competent authority.
27. Force majeure clause is acceptable as defined under sales of goods & contract Act.
28. No advance payment will be made in favor of tender awarded firm.
29. The procurement process will be accomplished in accordance with the PPRA Rules.
30. Normally the payment will be made within 14 days after receipt of supplies & found in
order in quality and quantity and submission of claim / bill with complete supporting
documents.
31. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of
charge at University of the Punjab, Lahore.
32. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
33. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
34. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach
outlined below to achieve this objective.
Page 7 of 8
(i) Review all quotations to ensure that the minimum technical specifications are met.
Any bid which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The
evaluation procedure adopted is based on the weighting of all requirements and
scoring the vendor’s responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating
the bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding
documents.
(v) Comprehensive company profile, workmanship, technical expertise, skilled man
power, after sales services, infrastructure etc. will be considered.
35. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
36. The end user on behalf of the University shall notify the supplier in writing / through
telephone immediately of any defect that occurs during the warranty period. On receipt of
such intimation/notification within the warranty period, the supplier shall attend the
emergency / breakdown call within a maximum of 06 working hours.
37. All the expenses for the above remedial measures including the repair / replacement if so
required shall be born by the supplier. In case the fault has occurred as direct consequence
of undesirable condition i.e. electricity or temperature, the supplier shall inform the buyer
for taking corrective measures prior to the commencement of the remedial activity.
38. Wherever a brand has been specified, equivalent will be entertained subject to technical
evaluation according to PPRA Rules.
39. The rates should be quoted after allowing rebates / discounts, if any but including
transportation, delivery at site, commissioning, packing charges, forwarding and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted
job, then the rate must be quoted after including PST.
Page 8 of 8
40. While quoting the rates of required/specified supplies, its make & made/brand should be
written against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack
Each according to the nature of the quotations / bids.
41. Competent authority / University of the Punjab, has full unchallengeable rights for formal
approval / rejection of bids or overall the purchase case.
42. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final
and unchallengeable approval of the Purchase / Inspection Committee of the University, at
the destination.
43. Prior to the detailed evaluation, the University shall determine the substantial
responsiveness of each bid to the bidding documents. A substantially responsive bid is one,
which conforms to all the terms and conditions & specifications 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
University’s determination of a bid’s responsiveness is to be based on the contents of the
bid itself without recourse to extrinsic evidence.
44. If a bid is not substantially responsive, it shall be rejected and will not be accepted/
entertained for detail evaluation.
45. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
______________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer
Page 1 of 8
BID DOCUMENTS
Selected bids are invited on Single Stage Two Envelopes (Technical & Financial) basis by
University of the Punjab from manufacturers, authorized distributors, dealers, firms, registered with
GST & NTN and PRA (if applicable), for the procurement of below mentioned “Hiring of
Services for Loading / Unloading on Annual Frame Work Contract Basis for Department of
Examinations”. Single Envelope Containing Two Separate Envelopes must be marked as
“Financial Proposal” & “Technical Proposal”. (Only FOR Basis in Pak Rupees)
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 8
Sr.
No. TENDER DESCRIPTIONS Qty.
TO BE FILLED BY BIDDERS
Rates (per unit & per day)
1
Shifting charges of furniture (per hundred
from Premises to Examination Centre &
Carrying Back)
As required
during the
contract
period
2 Loading / Un-loading charges (per
hundred)
3 Shifting charges of goods (per hundred)
upto 1st Floor & carrying back
4 Shifting charges of goods (per hundred)
upto 2nd
Floor & carrying back
5 Shifting charges of goods (per hundred)
upto 3rd
Floor & carrying back
6 Loading / Unloading charges
7 Fair charges of carrying back from station
8 Loading / Unloading charges per sack
9
Shifting charges of Bundles of copies from
Punjab University Press to Examination
Centers (Wahdat Road) (per round)
Total Amount / Bid Value
2% Bid Security (Original) amounting to Rs. 60,000/- of the
Estimated Price in the form of Demand Draft / Bankers
Cheque / CDR Must be Attached with the Technical Bid:
Special Note:
1. The required Bid Security must be attached in original with Technical Bid, otherwise bid will be rejected.
2. The Contractor / Vendor must have experience of minimum two years with recognized educational Board /
University relating to the said work. Supporting documents must be attached with bid, otherwise the bid will
be rejected.
3. Only one brand / model / option is allowed to quote against each option. In case, more than one option
with different brands / models with different prices have been quoted against one option, the bid will be
rejected as a whole.
4. The mentioned specifications and the terms & conditions of the bid documents constitute the bid
evaluation criteria. The financial bids of technically accepted bidders (whose quoted item / model / brand
will be according to the minimum required specifications and who will comply with the terms and
conditions of the bid documents) will be opened publicly at a time to be announced by the Procuring
Agency. The financial bids of the bidders found technically non-responsive shall be returned un-opened to
the respective Bidders.
5. If demanded by the technical committee, the vendor will be bound to provide the sample / demo of the
required item to the technical committee in accordance with the specifications mentioned in the bid
document. In case of non-compliance, the bidder will be rejected in the concerned item / items.
Page 3 of 8
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted
by the bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any
Government (Federal, Provincial), a local body or a public sector organization
and no litigation is underway on account of blacklistment process. In case the
bidder has been disqualified or blacklisted earlier in the past by any public
sector organization, detail concerning the period of such disqualification/
blacklistment, cause of such embargo and eventual result/ latest status shall be
mentioned by the bidder. On account of submission of false statement or
concealment of fact, the Bidder shall be disqualified forthwith, if contract has
not been executed and blacklisted, if the contract has been executed.
2. Stamp duty would be furnished by the successful bidder as levied by the Government
after the issuance of purchase order.
3. The University shall initially open only the envelopes marked as “TECHNICAL
PROPOSAL” in the presence of Bidders’ representatives who choose to be present, at the
time of bid opening. However, the envelope marked as “FINANCIAL PROPOSAL” shall
remain unopened and shall be retained in safe custody of the University till completion of
the technical evaluation process. Financial Details (Rates) must not be mentioned in the
technical bid otherwise the bid will be rejected.
4. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over
writing / cutting, the bid for the said item will be rejected or the decision of University
will be final & applicable which will not be challengeable anywhere.
5. Complete brochures / supporting documents of the quoted brands / items must be
enclosed along with the bid document, where applicable.
6. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy
must be provided in form of (MS Word) CD along with bid, if applicable.
7. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
8. Warranty details must be mentioned by bidder.
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach in
this office (Procurement Wing) by 08.09.2020 at 10:15 (a.m.).
2. The Tender Opening Committee will open the bids on same date at 10:45 (a.m.) in
the presence of bidders, who wish to attend. In case of bid submission / opening date falls
on the public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
Page 4 of 8
4. The bid should be submitted along with 2% Earnest Money Demanded (EMD) of the
estimated price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the
Treasurer, University of the Punjab payable at Lahore to be issued from any enlisted
bank with State Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD
of rejected bidder / bidders will be released after final decision. However, the EMD of
successful bidder / bidders will be retained until the completion of job successfully as per
work order. In case of LC, the 2% EMD can be get released after submission of 10%
performance security. In case of Rate Contract, the 2% bid security will be retained until the
expiry of contract period.
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. The Rate Contract (RC) will be valid for One Year or according to the approval of Main
Purchase & Indent Committee initially from the date of issue of order / approval of Main
Purchase & Indent Committee. However, it can be further extended with the mutual consent
of the parties subject to the satisfactory performance of the firm. Moreover, MPIC has the
right to amend (extend/ decrease/abolish) the contract period.
7. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
subject to the reasonability of rates, company profile, past experience, professional skills,
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
8. The supply should be executed promptly within delivery period mentioned in Purchase
Order. In case, the firm fails to supply the stores within stipulated period, University of the
Punjab reserves the right not to accept the supply, in part or in full and to claim liquidated
damages @ 2% per Month (0.06% per day) subject to a maximum of 10% of the total value
of stores ordered.
9. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
10. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
11. In case the supplies are warranty items, 10% Security of the ordered value will be deducted
at the time of payment or the vendor can himself submit 10% performance security in the
form of CDR / banker’s cheque / bank guarantee having minimum expiry date in
accordance with the warranty period of the items etc. In case of warranty, the amount of
Security will be held by the University till warranty period and the said amount will be
released upon the satisfactory report of end user.
12. The supply will be checked by the Technical Committee / representative of the department,
if so desired.
13. The technical committee 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.
Page 5 of 8
14. The determination shall 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
Technical Committee / University deems necessary and appropriate.
15. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical,
financial, legal or managerial competence.
16. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at
any time, that the information submitted by him concerning his qualification as Supplier
was false inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent
practices.
17. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
18. 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, if granted at any stage of procurement, shall be passed
on to the University.
19. 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. Where prices are to be quoted in package, all items mentioned in the package shall
be quoted in the offered prices. Non-mentioning of price of each item of the package being
non-responsive shall be rejected straightaway.
20. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in
case of Manufacturer, documentary proof to the effect that they are the original
Manufacturer of the required goods shall be provided.
21. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable)
and registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
22. During evaluation of the bids, the University 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. 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.
24. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
Page 6 of 8
25. In case the vendor fails to complete the job or provide substandard articles, or withdraw his
offer for any reason, the EMD will be forfeited.
26. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects
quite in accordance with the work order. However, in special cases, partial supply / partial
payment is allowed subject to the approval of competent authority.
27. Force majeure clause is acceptable as defined under sales of goods & contract Act.
28. No advance payment will be made in favor of tender awarded firm.
29. The procurement process will be accomplished in accordance with the PPRA Rules.
30. Normally the payment will be made within 14 days after receipt of supplies & found in
order in quality and quantity and submission of claim / bill with complete supporting
documents.
31. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of
charge at University of the Punjab, Lahore.
32. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
33. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
34. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach
outlined below to achieve this objective.
(i) Review all quotations to ensure that the minimum technical specifications are met.
Any bid which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The
evaluation procedure adopted is based on the weighting of all requirements and
scoring the vendor’s responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating
the bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding
documents.
(v) Comprehensive company profile, workmanship, technical expertise, skilled man
power, after sales services, infrastructure etc. will be considered.
Page 7 of 8
35. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
36. The end user on behalf of the University shall notify the supplier in writing / through
telephone immediately of any defect that occurs during the warranty period. On receipt of
such intimation/notification within the warranty period, the supplier shall attend the
emergency / breakdown call within a maximum of 06 working hours.
37. All the expenses for the above remedial measures including the repair / replacement if so
required shall be born by the supplier. In case the fault has occurred as direct consequence
of undesirable condition i.e. electricity or temperature, the supplier shall inform the buyer
for taking corrective measures prior to the commencement of the remedial activity.
38. Wherever a brand has been specified, equivalent will be entertained subject to technical
evaluation according to PPRA Rules.
39. The rates should be quoted after allowing rebates / discounts, if any but including
transportation, delivery at site, commissioning, packing charges, forwarding and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted
job, then the rate must be quoted after including PST.
40. While quoting the rates of required/specified supplies, its make & made/brand should be
written against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack
Each according to the nature of the quotations / bids.
41. Competent authority / University of the Punjab, has full unchallengeable rights for formal
approval / rejection of bids or overall the purchase case.
42. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final
and unchallengeable approval of the Purchase / Inspection Committee of the University, at
the destination.
Page 8 of 8
43. Prior to the detailed evaluation, the University shall determine the substantial
responsiveness of each bid to the bidding documents. A substantially responsive bid is one,
which conforms to all the terms and conditions & specifications 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
University’s determination of a bid’s responsiveness is to be based on the contents of the
bid itself without recourse to extrinsic evidence.
44. If a bid is not substantially responsive, it shall be rejected and will not be accepted/
entertained for detail evaluation.
45. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
______________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer
Page 1 of 14
BID DOCUMENTS
Sealed bids are invited on Single Stage Two Envelopes (Technical & Financial) basis for the
“Procurement of Desktop Computers (Core-i3, i5 and i7 etc.) for Various
Departments” from the original manufacturers or their authorized dealers/ distributors/ partners/
firms etc., registered with GST & NTN and PRA (if applicable). Single Envelope Containing
Two Separate Envelopes must be marked as “Financial Proposal” & “Technical Proposal”.
(C&F / FOR Basis (in Pak Rupees Only))
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 14
Sr.
No.
ITEMS DESCRIPTIONS TO BE FILLED BY BIDDERS
Qty. Brand, Make
& Model Unit Price Total Price Minimum Required Specifications or equivalent
1
Desktop Computer(s) (Intel Core-i3, 9th
Generation)
Processor: Intel i3- 9100 (6 MB Cache, 4 Core,
3.60 GHz to 4.20 GHz) or higher
Memory: 4GB DDR4 Ram or higher
Display Card: Built-in video Graphics display
Hard Disk Drive:500GBSATA or higher
Network Adaptor: Integrated Ethernet card
Audio / Visual: Integrated High Definition Audio
I/O interface and expansion slots: USB 3.0 &
USB 2.0, Mini Two pci slots, etc
Keyboard & Mouse: USB keyboard & USB
optical Mouse
Operating System: DOS
Display: 18” LED/LCD Monitor or higher
Tower Casing: Manufacturer standard casing with
standard power supply
Warranty: 3 years Warranty on site
35 Nos.
2
Desktop Computers(s) Intel Core–i5,
9th
Generation
Processor: Intel Core™i5-9400 (9 MB Cache, 6
Core, 2.90 GHz to 4.10 GHz) or higher.
Memory: 4GB DDR4 RAM or higher
Display Card: Built-in video Graphics display or
higher
Hard Disk Drive: 1TB SATA or higher
Network Adaptor: Integrated Ethernet Card
Audio/Visual: Integrated High Definition Audio
I/O interface and expansion slots: USB 3.0 &
USB 2.0, mini two pci slots, etc.
Keyboard& Mouse: USB keyboard & USB
optical Mouse
Operating System: DOS
Display : 18”LED/LCD Monitor or higher, low
radiation
Tower Casing : manufacturer standard casing with
standard power supply
Warranty: 3 Years Warranty on site
125 Nos.
3
Desktop computers(S) (Intel Core –i7, 9th
Generation) for Special Education
Processor: Intel(R) Corei7-9700 (12 MB Cache, 8
Core, 3.00 GHz to 4.70 GHz) or higher.
Memory: 8GB DDR4 RAM or higher
Display Card: Built-in video Graphics display or
higher
Hard Disk Drive: 1TB SATA or higher
Network Adaptor: Integrated Ethernet card
Audio/Visual: Integrated High Definition Audio
80 Nos.
Page 3 of 14
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty. Brand, Make
& Model Unit Price Total Price
I/O interface and expansion slots: USB 3.0 &
USB 2.0, mini two pci slots, etc
Keyboard& Mouse: USB keyboard & USB
optical Mouse
Operating System: DOS
Display : 18” LED/ LCD Monitor or higher
Tower Casing : manufacturer standard casing
with standard power supply
Warranty: 3 Years Warranty on site
4
Desktop Computer(s) Intel Core – i5, 9th
Generation for Institute of Administrative
Sciences
Processor: Intel Core™ i5 - 9400 (9MB cache, 6
Core, 2.90 GHz to 4.1 GHz) or higher.
Memory: 4 GB DDR4 RAM or higher Display Card: Built-in video graphic display card or
higher
Hard Disk Drive: 1 TB SATA or higher
Network Adaptor: Integrated Ethernet Card
gigabit (1000/100) or higher
Audio/Visual: Integrated High Definition Audio
Optical Drive: Super Multi DVD ROM, DVD+/-RW I/O Interface and Expansion Slots: USB 3.0 &
USB 2.0, mini two PCI slots, etc.
Keyboard & Mouse: USB keyboard & USB
Optical Mouse
Operating System: DOS
Display: 18” LED/LCD monitor or higher with
HDMI port, low radiation
Tower Casing: manufacturer standard casing with
standard power supply
Warranty: 3 Year Warranty on site
50 Nos.
5
Computers for Department of Space Science
Desktop computers(S) (Intel Core –i7, 9th
Generation) for Special Education
Processor: Intel(R) Corei7-9700 (12 MB Cache, 8
Core, 3.00 GHz to 4.70 GHz) or higher.
Memory: 16GB DDR4 RAM or higher
Display Card: Built-in video Graphics display or
higher
Hard Disk Drive: 1TB SATA or higher
Network Adaptor: Integrated Ethernet card
Audio/Visual: Integrated High Definition Audio
I/O interface and expansion slots: USB 3.0 &
USB 2.0, mini two pci slots, etc.
Keyboard& Mouse: USB keyboard & USB
optical Mouse, Processor Bits: 64 Bits
Operating System: DOS
Display : 18” LED/ LCD Monitor or higher
10 Nos.
Page 4 of 14
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty. Brand, Make
& Model Unit Price Total Price
Tower Casing : manufacturer standard casing
with standard power supply
Warranty: 3 Years Warranty on site
Total Amount / Bid Value
2% Bid Security (Original) Amounting to Rs. 600,000/- of the Estimated Price in the form of
Demand Draft / Bankers Cheque / CDR Must be Attached with the Technical Bid:
Evaluation Criteria
Sr.
No.
Parameters Detail Total
Marks
Remarks
1 Past Performance
(Within previous
3 years)
(a) Major Public / Government Institutions
Served(Form A1): (15 marks)
i No. of institutions served 0
ii 1 to 3 5
iii 4 to 6 10
iv 7 & Above 15
(b) Major Private Institutions Served:
(Form A2) (05 marks)
i No. of institutions served 0
ii 1 to 3 2
iii 4 to 6 3
iv 7 &Above 5
20
(15+5)
Public / Government
Institutions mean
government institutions /
Public Sector
organizations / Public
Sector Universities /
Government Agencies /
Autonomous Bodies etc.
Private Institutions
referred to other than
above.
Special Note:
(i) The required Bid Security must be attached in original with Technical Bid, otherwise bid will be rejected.
(ii) Only the manufacturers or the concerned authorized distributors / whole sellers / dealers / partners / firms of the
concerned manufacturers are eligible to participate in the bid. (Documentary Support must be attached with the bid).
(iii) Only one brand / model is allowed to quote against each option. In case, more than one options with different brands
/ models have been quoted with different prices against one option, the bid will be rejected as a whole.
(iv) Complete supporting documents must be attached with the technical bid according to the requirements mentioned in
the evaluation criteria.
(v) In case, the firm wants to quote the price on C&F basis, the firm will ensure that Principal is agreed to open LC
with the quoted price in black & white. Subsequently, if, it is communicated by the vendor that the quoted
amount / ordered quantity is lesser and LC cannot be opened with the said amount or ordered quantity (quantity
of the items mentioned in the purchase order as per actual requirement), then, the excuse will not be acceptable
and action will be taken according to the rules which can include forfeiture of bid security or blacklisting or
both of them. (vi) In case the work order is awarded on C&F basis, the LC will be opened directly with the principal.
Page 5 of 14
2 Market experience
in quoted items
(Computers)
i 1 – 3 years 4
ii 3 – 5 years 6
iii Above 5 years 10
Copy of Delivery Challan duly signed by
the concerned customer / bill of entry etc.
must be provided
10 Bidders having less than 1
year experience will be
ineligible. Experience will
be confirmed from the date
of supplies made /
delivered against the
purchase order.
3 Length of Dealership
i Above5 years 10
ii Between 4 – 5 years 8
iii Between 3 – 4 years 6
iv Between 2 – 3 years 4
v Below 2 years 0
10 Length of dealership with
the quoted principal will be
considered. Documentary
Evidence beattached.
4 Financial Status
i Last year Audited Balance
Sheet
5
ii Tax Returns (Last 3 years) 3
iii Bank Certificate* 2
iv Bank Statement
(Previous 12 months)
10
(a) Balance above 5 Million 10
(b) Balance 4 to 4.99 Million 08
(c) Balance 3.5 to 3.99 Million 06
(d) Balance 03 to 3.49 Million 04
(e) Balance 2.5 to 2.99 Million 02
(f) Balance 02 to 2.49 Million 01
(g) Balance below 02 Million 0
20 All provided documents can
be verified by the
Department. The marks of
audited balance sheet will
be given in proportion to
their net worth.
* In case of Bank
Certificate, the Bank will
certify about the Bidder’s
financial worth, liquidity
status, reputation.
5 Technical Staff
(Overall)
(Form B1)
i Less than 2 persons 0
ii 2 to 3 persons 05
iii 4 to 5 persons 08
iv More than 5 persons 10
Qualification:
Minimum Graduation
Masters qualification
M.Sc Computer Sciences / BS Computer
Sciences or equivalent
(1 person = 2 marks
2 person = 4 marks
More than 2 persons – 5 marks )
Training:
Foreign Training from principal relating to the
product: 5 marks
(1 person = 2 marks
2 person = 4 marks
More than 2 persons – 5 marks )
Experience:
(1 person equal to or more than 2 years = 02
marks
2 persons equal to or more than 2 years = 04
marks
More than 2 persons equal to or more than 2
years = 05 marks
More than 2 persons – 5 marks )
25 Qualification marks will be
awarded on the final degree.
Complete supporting
documents be attached.
Page 6 of 14
Total Marks: 100
Qualifying Marks: 65%
Note:
Marks will be awarded only if the comprehensive and complete concerned supporting
documents are enclosed.
Detailed evaluation will be made only of those firms / bidders who will be declared as
technically compliant / responsive bidders.
The financial bids of technically accepted bidders will be opened publicly at a time to be
announced by the Procuring Agency. The financial bids of the bidders found technically non-
responsive shall be returned un-opened to the respective Bidders.
Form A1
Past Performance Major Public / Government Institutions
Sr.
No.
Purchase / Work Order
Number & Date
Ordered
Value
Brief Description of
the work performed
Name, Address & Contact
No. of the Client
01
02
03
04
05
06
07
Copies of Contract awarded / Purchase Order must be attached otherwise no marks would be
awarded.
6 Good Reputation
Certificate from any
Govt. Institution /
Private Sector in
Connection with
Services
(a) Govt. Institution = 10 marks(Form C1)
i No certificate provided 0
ii 1 to 3 3
iii 4 to 6 05
iv 7 & Above 10
(b) Private Institution= 05 marks(Form C2)
i No certificate provided 0
ii 1 to 3 3
iii 4 & above 5
Appreciation Certificates / Satisfactory letters
etc. must be attached.
15
(10+5)
Public / Government
Institutions mean
government institutions /
Public Sector organizations
/ Public Sector Universities /
Government Agencies /
Autonomous Bodies etc.
Private Institutions referred
to other than above.
Page 7 of 14
Form A2
Past Performance Major Private Institutions
Sr.
No.
Purchase / Work Order
Number & Date
Ordered
Value
Brief Description of
the work performed
Name, Address & Contact
No. of the Client
01
02
03
04
05
06
07
Copies of Contract awarded / Purchase Order must be attached otherwise no marks would be
awarded.
Form B1
List of Technical Staff
Sr.
No.
Name of Employee Certificate/ Diploma/
Higher Technical
Qualification
Experience Name, Address & Contact
No. of the Employee
01
02
03
04
05
06
07
08
09
10
Page 8 of 14
Form C1
Good Reputation Certificate from any Govt. Institution / Public Sector in
Connection with Services
Sr.
No.
Contractor / Firm Name Contract
Value
Brief Description of
the work performed
Name, Address & Contact
No. of the Client
01
02
03
04
05
06
Copies of certificates must be attached otherwise no marks would be awarded.
Form C2
Good Reputation Certificate from any Private Institute in Connection with
Services
Sr.
No.
Contractor / Firm Name Contract
Value
Brief Description of
the work performed
Name, Address & Contact
No. of the Client
01
02
03
04
05
06
Copies of certificates must be attached otherwise no marks would be awarded.
Name and Signature of Bidder
With official Stamp
Dated:
Page 9 of 14
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted
by the bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any
Government (Federal, Provincial), a local body or a public sector organization
and no litigation is underway on account of blacklistment process. In case the
bidder has been disqualified or blacklisted earlier in the past by any public
sector organization, detail concerning the period of such disqualification/
blacklistment, cause of such embargo and eventual result/ latest status shall be
mentioned by the bidder. On account of submission of false statement or
concealment of fact, the Bidder shall be disqualified forthwith, if contract has
not been executed and blacklisted, if the contract has been executed.
2. Stamp duty would be furnished by the successful bidder as levied by the Government
after the issuance of purchase order.
3. Financial Statement of atleast one year (previous 12 months) issued and verified by
any scheduled bank of Pakistan is attached.
4. The University shall initially open only the envelopes marked as “TECHNICAL
PROPOSAL” in the presence of Bidders’ representatives who choose to be present, at
the time of bid opening. However, the envelope marked as “FINANCIAL
PROPOSAL” shall remain unopened and shall be retained in safe custody of the
University till completion of the technical evaluation process. Financial Details (Rate
of Quoted Items) must not be mentioned in the technical bid otherwise the bid will be
rejected.
5. The Financial Bids of only those firms will be opened which would have been declared
as technically compliant / responsive bids. The Financial Bids of technically non-
complaint bidders will be returned to the concerned bidders un-opened.
6. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over
writing / cutting, the bid for the said item will be rejected or the decision of University
will be final & applicable which will not be challengeable anywhere.
7. Complete brochures / supporting documents of the quoted brands / items must be
enclosed along with the bid document, where applicable.
8. Brand details, Country of Origin and port of shipment must be mentioned in the
Bidding documents.
9. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy
must be provided in form of (MS Word) CD along with bid.
10. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
11. Warranty details must be mentioned by bidder.
12. Prices should be quoted clearly mentioning with all charges and applicable taxes.
Page 10 of 14
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach in
this office (Procurement Wing) by 08-09-2020 at 10:15 (a.m.).
2. The Tender Opening Committee will open the bids on same date at 10:45 (a.m.) in
the presence of bidders, who wish to attend. In case of bid submission / opening date falls
on the public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
4. The bid should be submitted along with 2% Earnest Money Demanded (EMD) of the
estimated price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the
Treasurer, University of the Punjab payable at Lahore to be issued from any enlisted
bank with State Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD
of rejected bidder / bidders will be released after final decision. However, the EMD of
successful bidder / bidders will be retained until the completion of job successfully as per
work order. In case of LC, the 2% EMD can be get released after submission of 10%
performance security. In case of Rate Contract, the 2% bid security will be retained until the
expiry of contract period.
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
subject to the reasonability of rates, company profile, past experience, professional skills,
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
7. The supply should be executed promptly within delivery period mentioned in Purchase
Order. In case, the firm fails to supply the stores within stipulated period, University of the
Punjab reserves the right not to accept the supply, in part or in full and to claim liquidated
damages @ 2% per Month (0.06% per day) subject to a maximum of 10% of the total value
of stores ordered.
8. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
9. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
10. In case the supplies are warranty items, 10% Security of the ordered value will be deducted
at the time of payment or the vendor can himself submit 10% performance security in the
form of CDR / banker’s cheque / bank guarantee having minimum expiry date in
accordance with the warranty period of the items etc. In case of warranty, the amount of
Security will be held by the University till warranty period and the said amount will be
released upon the satisfactory report of end user.
11. The supply will be checked by the Technical Committee / representative of the department,
if so desired.
Page 11 of 14
12. The technical committee 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.
13. The determination shall 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
Technical Committee / University deems necessary and appropriate.
14. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical,
financial, legal or managerial competence.
15. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at
any time, that the information submitted by him concerning his qualification as Supplier
was false inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent
practices.
16. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
17. 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, if granted at any stage of procurement, shall be passed
on to the University.
18. 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. Where prices are to be quoted in package, all items mentioned in the package shall
be quoted in the offered prices. Non-mentioning of price of each item of the package being
non-responsive shall be rejected straightaway.
19. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in
case of Manufacturer, documentary proof to the effect that they are the original
Manufacturer of the required goods shall be provided.
20. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable)
and registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
21. During evaluation of the bids, the University 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.
22. 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
Page 12 of 14
correction of the errors, its bid shall be rejected. If there is a discrepancy between words and
figures, the amount in words shall prevail.
23. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
24. In case the vendor fails to complete the job or provide substandard articles, or withdraw his
offer for any reason, the EMD will be forfeited.
25. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects
quite in accordance with the work order. However, in special cases, partial supply / partial
payment is allowed subject to the approval of competent authority.
26. Force majeure clause is acceptable as defined under sales of goods & contract Act.
27. No advance payment will be made in favor of tender awarded firm.
28. The procurement process will be accomplished in accordance with the PPRA Rules.
29. Normally the payment will be made within 14 days after receipt of supplies & found in
order in quality and quantity and submission of claim / bill with complete supporting
documents.
30. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of
charge at University of the Punjab, Lahore.
31. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
32. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
33. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach
outlined below to achieve this objective.
(i) Review all quotations to ensure that the minimum technical specifications are met.
Any bid which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The
evaluation procedure adopted is based on the weighting of all requirements and
scoring the vendor’s responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating
the bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding
documents.
Page 13 of 14
34. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
35. The end user on behalf of the University shall notify the supplier in writing / through
telephone immediately of any defect that occurs during the warranty period. On receipt of
such intimation/notification within the warranty period, the supplier shall attend the
emergency / breakdown call within a maximum of 06 working hours.
36. All the expenses for the above remedial measures including the repair / replacement if so
required shall be born by the supplier. In case the fault has occurred as direct consequence
of undesirable condition i.e. electricity or temperature, the supplier shall inform the buyer
for taking corrective measures prior to the commencement of the remedial activity.
37. Wherever a brand has been specified, equivalent will be entertained subject to technical
evaluation according to PPRA Rules.
38. The rates should be quoted after allowing rebates / discounts, if any but including
transportation, delivery at site, commissioning, packing charges, forwarding and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted
job, then the rate must be quoted after including PST.
39. While quoting the rates of required/specified supplies, its make & made/brand should be
written against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack
Each according to the nature of the quotations / bids.
40. Competent authority / University of the Punjab, has full unchallengeable rights for formal
approval / rejection of bids or overall the purchase case.
41. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final
and unchallengeable approval of the Purchase / Inspection Committee of the University, at
the destination.
42. Prior to the detailed evaluation, the University shall determine the substantial
responsiveness of each bid to the bidding documents. A substantially responsive bid is one,
which conforms to all the terms and conditions & specifications 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
Page 14 of 14
University’s determination of a bid’s responsiveness is to be based on the contents of the
bid itself without recourse to extrinsic evidence.
43. If a bid is not substantially responsive, it shall be rejected and will not be accepted/
entertained for detail evaluation.
44. In case of bid on C&F basis, the University will provide a request letter to concerned tax
authorities for exemption of taxes at the import stage.
45. In case of bid on C&F basis, all bids shall be valid subject to the Performa Invoice from the
Principal duly signed, clearly indicating the name of manufacturer & country of origin / port
of shipment, along with a certificate from the Principal authorizing the Supplier to bid on
his behalf in case of manufactured goods. The Supplier should enclose the Principal
catalogue/leaflet/literature and other technical data, if any, along with his bid.
46. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
________________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer
Page 1 of 7
BID DOCUMENTS
Selected bids are invited on Single Stage Two Envelopes (Technical & Financial) basis by
University of the Punjab from manufacturers, authorized distributors, dealers, firms, registered with
GST & NTN and PRA (if applicable), for the procurement of below mentioned “Laptop for
Department of Press & Publications”. Single Envelope Containing Two Separate Envelopes
which must be marked as “Financial Proposal” & “Technical Proposal”. (Only FOR Basis
in Pak Rupees only)
OFFICE OF THE TREASURER PROCUREMENT WING – ACCOUNTS DEPARTMENT
2nd Floor, Admin Block, Quaid-e-Azam Campus, Lahore. Tel: 042-99233105 Fax: 042-35863230 Email: [email protected]
Free of Cost No. /PW/Bid Date /2020
Page 2 of 7
Sr.
No.
ITEMS DESCRIPTIONS
Minimum Required Specifications or equivalent
TO BE FILLED BY BIDDERS
Qty.
Brand,
Make &
Model
Unit Price
(inclusive of
taxes)
Total
Price
(inclusive
of taxes)
1
Laptop Model: HP Pro Book 450 G7 (Graphic Card) or
equivalent
6YY 20 AV- C i7 – 1Y 10510U (1.8 GHz up to 4.90
GHz)
15.6`` FHD AG LED UWVA 250 fHDC
Slim 2Ant, 8GB DDR4, 1JB HDD, Nvidia MX130
2GB-GC, BL K/B, Intel 9560 ac 2x2 MU-MIMO nv
P160MHz + BTSWW, SEC FINGER PRINT
Integrated HD 720p DM Webcam, 3 Cell 45 WHr
Long Life, DOS, HP Back Pack
(Pike Silver Aliminum)
Warranty: minimum 01 Year warranty.
1 No.
Total Amount / Bid Value
2% Bid Security (Original) amounting to Rs. 2,640/- of the Estimated Price in the form of
Demand Draft / Bankers Cheque / CDR Must be Attached with the Technical Bid:
Note:
1. An Affidavit / Undertaking on Stamp Paper of Rs.20/- (minimum) must be submitted
by the bidder undertaking that:
(a) The firm has not been blacklisted in the past on any ground by any Government
(Federal, Provincial), a local body or a public sector organization and no litigation
is underway on account of blacklistment process. In case the bidder has been
disqualified or blacklisted earlier in the past by any public sector organization,
Special Note:
The required Bid Security must be attached in original with Technical Bid, otherwise bid will be rejected.
Only one brand / model / option is allowed to quote against each option. In case, more than one option with different
brands / models with different prices have been quoted against one option, the bid will be rejected as a whole.
The mentioned specifications and the terms & conditions of the bid documents constitute the bid evaluation
criteria. The financial bids of technically accepted bidders (whose quoted item / model / brand will be according
to the minimum required specifications and who will comply with the terms and conditions of the bid
documents) will be opened publicly at a time to be announced by the Procuring Agency. The financial bids of
the bidders found technically non-responsive shall be returned un-opened to the respective Bidders.
If demanded by the technical committee, the vendor will be bound to provide the sample / demo of the required
item to the technical committee in accordance with the specifications mentioned in the bid document. In case of
non-compliance, the bidder will be rejected in the concerned item / items.
Page 3 of 7
detail concerning the period of such disqualification/ blacklistment, cause of such
embargo and eventual result/ latest status shall be mentioned by the bidder. On
account of submission of false statement or concealment of fact, the Bidder shall be
disqualified forthwith, if contract has not been executed and blacklisted, if the
contract has been executed.
2. Stamp duty would be furnished by the successful bidder as levied by the Government
after the issuance of purchase order.
3. The University shall initially open only the envelopes marked as “TECHNICAL
PROPOSAL” in the presence of Bidders’ representatives who choose to be present, at the
time of bid opening. However, the envelope marked as “FINANCIAL PROPOSAL” shall
remain unopened and shall be retained in safe custody of the University till completion of
the technical evaluation process. Financial Details (Rates of the quoted item) must not be
mentioned in the technical bid otherwise the bid will be rejected.
4. The over writing / cutting in the rates / specifications etc. is not allowed. In case of over
writing / cutting, the bid for the said item will be rejected or the decision of University
will be final & applicable which will not be challengeable anywhere.
5. Complete brochures / supporting documents of the quoted brands / items must be
enclosed along with the bid document, where applicable.
6. Technical Specifications minimum Equivalent or Higher will be applicable. Soft copy
must be provided in form of (MS Word) CD along with bid, if applicable.
7. Signature & stamp of the bidder is essential at the proper place given at the end of bid
document.
8. Warranty details must be mentioned by bidder.
TERMS & CONDITIONS:
1. Bid should be addressed in the name of Treasurer, University of the Punjab and reach
in this office (Procurement Wing) by 08-09-2020 at 10:15 (a.m.).
2 The Tender Opening Committee will open the bids on same date at 10:45 (a.m.) in
the presence of bidders, who wish to attend. In case of bid submission / opening date falls
on the public holiday, the submission / opening date will be next working date.
3. Bid received after due date/time will not be accepted under any circumstances.
4. The bid should be submitted along with 2% Earnest Money Demanded (EMD) of the
estimated price in the form of Demand Draft, Bankers Cheque, or CDR in favor of the
Treasurer, University of the Punjab payable at Lahore to be issued from any enlisted
bank with State Bank of Pakistan. No bid shall be acceptable without EMD. The said EMD
of rejected bidder / bidders will be released after final decision. However, the EMD of
successful bidder / bidders will be retained until the completion of job successfully as per
work order. In case of LC, the 2% EMD can be get released after submission of 10%
performance security. In case of Rate Contract, the 2% bid security will be retained until the
expiry of contract period.
Page 4 of 7
5. Bid shall remain valid for 120 days from the date of opening the bid.
6. In case of Rate Contract, the Rate Contract shall be placed with only registered / reputed
manufacturers / authorized distributors of foreign manufacturers who are authorized for
supplying the stores, so fresh registration/authorization certificate is required along with bid
subject to the reasonability of rates, company profile, past experience, professional skills,
credibility of the firm etc. However, if some un-authorized firm bearing excellent goodwill,
company profile, past experience, professional skills, credibility of the firm etc. with
reasonable price that can be considered subject to the recommendations of concerned
committee.
7. The supply should be executed promptly within delivery period mentioned in Purchase
Order. In case, the firm fails to supply the stores within stipulated period, University of the
Punjab reserves the right not to accept the supply, in part or in full and to claim liquidated
damages @ 2% per Month (0.06% per day) subject to a maximum of 10% of the total value
of stores ordered.
8. The vendor should ensure that no other Govt. organization is being offered / benefited more
than this discount. If the same is found at any stage recovery will be made accordingly.
9. For any Damages/Shortage during transit, bidder will be responsible & the same must be
replaced within maximum 7 working days.
10. In case the supplies are warranty items, 10% Security of the ordered value will be deducted
at the time of payment or the vendor can himself submit 10% performance security in the
form of CDR / banker’s cheque / bank guarantee having minimum expiry date in
accordance with the warranty period of the items etc. In case of warranty, the amount of
Security will be held by the University till warranty period and the said amount will be
released upon the satisfactory report of end user.
11. The supply will be checked by the Technical Committee / representative of the department,
if so desired.
12. The technical committee 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.
13. The determination shall 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
Technical Committee / University deems necessary and appropriate.
14. The Technical Committee / University, 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 Suppliers to provide information concerning their professional, technical,
financial, legal or managerial competence.
15. The Technical Committee / University shall disqualify or blacklist a Bidder if it finds, at
any time, that the information submitted by him concerning his qualification as Supplier
was false inaccurate or incomplete, or otherwise to be indulging in corrupt and Fraudulent
practices.
Page 5 of 7
16. The Bidder should quote the prices of goods according to the technical specifications. The
specifications of goods, different from the demand of enquiry, shall straightway be rejected.
17. 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, if granted at any stage of procurement, shall be passed
on to the University.
18 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. Where prices are to be quoted in package, all items mentioned in the package shall
be quoted in the offered prices. Non-mentioning of price of each item of the package being
non-responsive shall be rejected straightaway.
19. The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in
case of Manufacturer, documentary proof to the effect that they are the original
Manufacturer of the required goods shall be provided.
20. National Tax Number (NTN), General Sales Tax Number, Professional Tax (if applicable)
and registration certificate with PRA (if applicable) with documentary proof shall have to be
provided by each Bidder in the tender.
21. During evaluation of the bids, the University 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.
22. 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.
23. In case, the blacklistment of the firm is to be pursued, the blacklisting procedure will be
adopted as per PPRA rules.
24. In case the vendor fails to complete the job or provide substandard articles, or withdraw his
offer for any reason, the EMD will be forfeited.
25. The material must be supplied in one lot. Part supplies generally will not be acceptable.
Moreover, the payment will be made after the job has been accomplished in all respects
quite in accordance with the work order. However, in special cases, partial supply / partial
payment is allowed subject to the approval of competent authority.
26. Force majeure clause is acceptable as defined under sales of goods & contract Act.
27. The procurement process will be accomplished in accordance with the PPRA Rules.
28. No advance payment will be made in favor of tender awarded firm.
Page 6 of 7
29. Normally the payment will be made within 14 days after receipt of supplies & found in
order in quality and quantity and submission of claim / bill with complete supporting
documents.
30. The supplies must be confirmed to the specification of supply order and free of defects in all
respects. If the same is found defective, the same must be replaced immediately free of
charge at University of the Punjab, Lahore.
31. All the disputes under the Rate Contract will be settled by the Main Purchase & Indent
Committee, University of the Punjab and will be binding on vendor.
32. The competent authority reserves the rights to increase or decrease the quantity as per actual
requirement / availability of funds.
33. It is the intention of the authority to make the selection of vendor(s) as fair, transparent
objective and efficient as possible. The Technical Committee will adopt the approach
outlined below to achieve this objective.
(i) Review all quotations to ensure that the minimum technical specifications are met.
Any bid which fails to meet the defined minimum specifications will be disqualified.
(ii) Evaluate the proposed products that are above the minimum requirements. The
evaluation procedure adopted is based on the weighting of all requirements and
scoring the vendor’s responses appropriately.
(iii) Good will / past experience/ history of the firm will be considered while evaluating
the bids.
(iv) Compliance to the instructions terms and conditions etc., given in bidding
documents.
34. The firm will be bound to provide / ensure quality after sales services during the warranty
period. Otherwise, disciplinary action will be taken under the rules which can include
forfeiture of bid security/ black listing/ disqualification for the participation in any bidding
process in future or both of them.
35. The end user on behalf of the University shall notify the supplier in writing / through telephone
immediately of any defect that occurs during the warranty period. On receipt of such
intimation/notification within the warranty period, the supplier shall attend the emergency /
breakdown call within a maximum of 06 working hours.
36. All the expenses for the above remedial measures including the repair / replacement if so
required shall be borne by the supplier. In case the fault has occurred as direct consequence of
undesirable condition i.e. electricity or temperature, the supplier shall inform the buyer for
taking corrective measures prior to the commencement of the remedial activity.
Page 7 of 7
37. Wherever a brand has been specified, equivalent will be entertained subject to technical
evaluation according to PPRA Rules.
38. The rates should be quoted after allowing rebates / discounts, if any but including
transportation, delivery at site, commissioning, packing charges, forwarding and all taxes.
(i) If the supply is taxable, the rate must be quoted Inclusive of all Taxes.
(ii) If the supplies are exempted of taxes, the exemption certificate/ comprehensive
supporting documents must be provided along with the bid.
(iii) If the PST duly imposed by the Govt. of the Punjab is applicable on the quoted job,
then the rate must be quoted after including PST.
39. While quoting the rates of required/specified supplies, its make & made/brand should be written
against each. The rates should be quoted only in Unit / Per Kg. / Per Litter / Pack Each
according to the nature of the quotations / bids.
40. Competent authority / University of the Punjab, has full unchallengeable rights for formal
approval / rejection of bids or overall the purchase case.
41. In case of supply on FOR basis, the supply shall be accepted subject to the condition of final
and unchallengeable approval of the Purchase / Inspection Committee of the University, at the
destination.
42. Prior to the detailed evaluation, the University shall determine the substantial responsiveness of
each bid to the bidding documents. A substantially responsive bid is one, which conforms to all
the terms and conditions & specifications 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 University’s determination of a bid’s
responsiveness is to be based on the contents of the bid itself without recourse to extrinsic
evidence.
43. If a bid is not substantially responsive, it shall be rejected and will not be accepted/ entertained
for detail evaluation.
44. The bid amount will be quoted by the vendor along with this certificate:
Assistant Treasurer (Procurement)
I / We have read all the above Bid Document’s instructions and submit
bids/rates in conformity / compliance with the above given terms and
conditions.
______________________________________
Signature & Stamp of Supplier/Bidder/Vendor
________
Dealing Person Asstt./Deputy Treasurer