STANDARD BIDDING DOCUMENT
Procurement of Goods
(For value up to Nu. 0.25 million)
MINISTRY OF EDUCATION
ROYAL GOVERNMENT OF BHUTAN
Thimphu; Bhutan.
Name of Work
:
Green Floor Max , HDF Fiber Works
:
10 days after the issue of Supply Order.
Procurement/Bid Reference No
:
DYS/Adm-09/2016-2017/1874
Name of Bidder
:
Period of Completion
……………………………………………………………………………………………………………………………………………………………………………………………………………………
Department of Youth and Sports.
Ministry of Education, Thimphu.
12th May, 2017
i
Preface
This Standard Bidding Document for the Procurement of Goods has been prepared
by the Public Procurement Policy Division (PPPD), Ministry of Finance to be used for
the Procurement of Goods through National Competitive Bidding in projects that are
financed in whole or in part by the Royal Government of Bhutan (RGoB). It should be
used in conjunction with the Procurement Rules and Regulations.
The instructions in italics and footnotes provided are for guidance and are not part of
the document therefore it should be removed while preparing the bid document.
Those wishing to submit comments or questions on this Bidding Document or to
obtain additional information on procurement can contact:
Public Procurement Policy Division
Ministry of Finance
Royal Government of Bhutan
[email protected]
Telephone no. 00975 2 336962, fax no. 336961
ii
Date: 12th May, 2017
Invitation for Quotation (IFQ)
To:
__________________________
__________________________
Dear Sir/Madam,
1. You are invited to submit your priced bid for the following items:
i) Green Floormax , HDF Fiber Works
[Information on the required items and quantities are attached]
2. The bidder(s) may quote for any or all items under this invitation1. Each item shall
be evaluated and contract will be awarded to the firm offering the lowest
evaluated price.
3. The bidder(s) shall submit one original of the priced quotation with the Form of
Bid and clearly marked ORIGINAL. In addition, the bidder(s) should also submit
one copy marked as COPY. The quotation including all documents in the
attached format should be sealed in an envelope as required by PRR 2009
clause 5.1.7.2 and addressed to and delivered at the following address:
The Director General
Department of Youth and Sports
Ministry of Education,
Thimphu, Bhutan.
4. The deadline for receipt of your quotation(s) by the purchaser at the indicated
address is: 26th May, 2017 at 10 AM BST.
5. The bid shall be accompanied by a bid security of Nu. 10,000/ (Ten thousand
only) on Lump sum in the form of cash warrant, demand draft or unconditional
1
The procuring agency shall specify the evaluation criteria and should use appropriately. It should be clarified that
whether the evaluation will be done item wise or as whole package.
3
Bank Guarantee. Any bid not accompanied by bid security shall be treated as
non responsive.
6. Quotation by fax or by electronic means (are not) acceptable.
7. The quotation should be submitted as per the following instructions and in
accordance with the attached Contract. The attached Terms and Conditions of
Supply is an integral part of the Contract.
a) PRICE: all prices shall be quoted in Ngultrum. The quoted price shall be
inclusive of all related costs including taxes, duties and other levies to the
final place of delivery. The final place of delivery is: Department of Youth
and Sports, Ministry of Education, Thimphu.
b) EVALUATION OF QUOTATION: offers determined to be substantially
responsive to the technical specifications will be evaluated by comparison
of their quoted prices. In evaluating the quotations, the purchaser will
determine for each quotation the evaluated price by adjusting the priced
quotation by making any correction for any arithmetical errors as follows;
(i) where there is a discrepancy between amounts in figures and in
words, the amount in words will govern;
(ii) where there is discrepancy between the unit rate and the line item
total resulting from multiplying the unit rate by the quantity, the unit
rate as quoted shall govern unless in the opinion of the Employer
there is an obviously gross misplacement of the decimal point in the
unit rate, in which case the line item total as quoted shall govern, and
the unit rate shall be corrected.
(iii) if the supplier refuses to accept the correction, this quotation will be
rejected and the bid security shall be forfeited.
c) AWARD OF PURCHASE ORDER: The award will be made to the bidder
who is offering the lowest evaluated price that meets the specifications.
The successful bidder will be notified immediately after the conduct of
Award Meeting.
4
d) You will then be required to furnish 10% of the total quoted Amount as a
Performance Security Deposit before signing a contract with the Ministry
of Education.
e) VALIDITY OF THE OFFERS: your quotation(s) shall be valid for a period
of 60 days from the deadline for receipt of quotation(s).
8. Further information can be obtained from: Mrs. Yangchen @ 325084/325421,
during the office hours, DYS, Ministry of Education.
9.
Depending on the final requirement, the purchaser may increase or decrease the
quantities by fifteen percent (15%) of the purchase order.
10. The quotation(s) will be opened in the presence of bidders or their
representatives who choose to attend at the specified venue and time.
11. The Purchaser is not bound to accept the lowest bid and reserves the right to
accept or reject any or all the bids without assigning any reason whatsoever.
12. The bidder whose bid is accepted will be notified of the award of contract by the
Purchaser prior to expiration of the quotation validity period. The terms of the
accepted offer shall be incorporated in the supply order.
13. Normal commercial warranty/guarantee shall be applicable to the supplied
goods.
14. The payment for the supply of goods shall be released to the Supplier within
thirty (30) days after the date of the acceptance certificate for the respective
delivery issued by the Purchaser. The ten (10) percent performance security
shall be retained as security deposit and paid at the end of the warranty period or
after six (6) months whichever is later after adjustment of dues if any.
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Required Specification
Sl.No
1
Item
Green Floormax (premium shades) inclusive of labour
and materials all complete(4’ x8” x8mm)
2
Wooden Skirting
3
Stair nose, reducer and Door T
profiles and every stair end
Remarks
Schedule of Items and Priced Quotation (bid form)
[The Bidder shall fill in these Price Schedule Forms in accordance with the instructions indicated. The list of line
items in Column 1 of the Price Schedules shall coincide with the List of Goods and Related Services specified by the
Purchaser in the Schedule of Supply.]
SI.No
Item
Price per unit(
Nu)
1
Green
Floormax
(premium
shades) inclusive of labour and
materials all complete(4’ x8”
x8mm)
2.
Wooden Skirting
3.
Stair nose, reducer and Door T
Total amount( Nu)
Remarks
1093 sqft
180 RFT
profiles and every stair end
Total Quoted Amount in
Nu. (in words)
Delivery period
6
Within 10 days after the issue of Work order.
Documents required to be submitted as part of the Quotation
The original and copy(ies) of quotation submitted by the supplier shall comprise
the following:
(a)
A duly completed and signed priced quotation as per the Schedule of
Items and the Priced Quotation.
(b)
A valid Trade License2;
(c)
A valid Tax Clearance Certificate;
(d)
The required bid security
(e)
Evidence of similar work experience.
(f)
Signed Integrity Pact.
NB: Failing to submit the above mentioned shall be considered as non
compliance to the bidding instruction. Thereby, your bid shall be disqualified
without seeking further clarification.
Bidders’s Official Stamp
Signature of Bidder
Name of Bidder
Date
2
The non submission of historical (b & c) documents should not become rejection criteria and should be given one
chance to the bidder(s) to submit.
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INTEGRITY PACT
1
General:
Whereas (Name of head of the procuring agency or his/her authorized representative, with power of
attorney) Director General, Department of Youth & Sports, representing the (Name of Procuring
Agency) Ministry of Education, Royal Government of Bhutan, hereinafter referred to as the
“Employer” on one part, and (Name of the bidder or his/her authorized representative, with power of
attorney)……………………………………………..representing,
M/s.
(Name
of
firm)…………………………………………………hereinafter referred to as the “Bidder” on the other
part hereby execute this agreement as follows:
This agreement shall be a part of the standard bidding document, which shall be signed by both the parties
at the time of purchase of bidding documents and submitted along with the tender document. This IP is
applicable only to “large” scale works, goods and services, the threshold of which will be announced by
the government from time to time. The signing of the IP shall not apply to framework contracting such as
annual office supplies etc.
2
Objectives:
Whereas, the Employer and the Bidder agree to enter into this agreement, hereinafter referred to as IP, to
avoid all forms of corruption or deceptive practice by following a system that is fair, transparent and free
from any influence/unprejudiced dealings in the bidding process3 and contract administration4, with a
view to:
2.1
Enabling the Employer to obtain the desired contract at a reasonable and competitive price in
conformity to the defined specifications of the works or goods or services; and
2.2
Enabling bidders to abstain from bribing or any corrupt practice in order to secure the contract by
providing assurance to them that their competitors will also refrain from bribing and other corrupt
practices.
3.
Scope:
The validity of this IP shall cover the bidding process and contract administration period.
4.
Commitments of the Employer:
The Employer Commits itself to the following:4.1
3
The Employer hereby undertakes that no officials of the Employer, connected directly or
indirectly with the contract, will demand, take a promise for or accept, directly or through
intermediaries, any bribe, consideration, gift, reward, favor or any material or immaterial benefit
or any other advantage from the Bidder, either for themselves or for any person, organization or
third party related to the contract in exchange for an advantage in the bidding process and
contract administration.
Bidding process, for the purpose of this IP, shall mean the procedures covering tendering process starting from bid
preparation, bid submission, bid processing, and bid evaluation.
4
Contract administration, for the purpose of this IP, shall mean contract award, contract implementation, unauthorized sub-contracting and contract handing/taking over.
8
4.2
The Employer further confirms that its officials shall not favor any prospective bidder in any
form that could afford an undue advantage to that particular bidder in the bidding process and
contract administration and will treat all Bidders alike.
4.3
Officials of the Employer, who may have observed or noticed or have reasonable suspicion shall
report to the head of the employing agency or an appropriate government office any violation or
attempted violation of clauses 4.1 and 4.2.
4.4
Following report on violation of clauses 4.1 and 4.2 by official (s), through any source, necessary
disciplinary proceedings, or any other action as deemed fit, including criminal proceedings shall
be initiated by the Employer and such a person shall be debarred from further dealings related to
the bidding process and contract administration.
5.
Commitments of Bidders
The Bidder commits himself/herself to take all measures necessary to prevent corrupt practices,
unfair means and illegal activities during any stage of the bidding process and contract
administration in order to secure the contract or in furtherance to secure it and in particular
commits himself/herself to the following :-
5.1
The Bidder shall not offer, directly or through intermediaries, any bribe, gift, consideration,
reward, favor, any material or immaterial benefit or other advantage, commission, fees, brokerage
or inducement to any official of the Employer, connected directly or indirectly with the bidding
process and contract administration, or to any person, organization or third party related to the
contract in exchange for any advantage in the bidding process and contract administration.
5.2
The Bidder shall not collude with other parties interested in the contract to manipulate in
whatsoever form or manner, the bidding process and contract administration.
5.3
If the bidder(s) have observed or noticed or have reasonable suspicion that the provisions of the
IP have been violated by the procuring agency or other bidders, the bidder shall report such
violations to the head of the procuring agency.
6.
Sanctions for Violation:
The breach of any of the aforesaid provisions shall result in administrative charges or penal actions as per
the relevant rules and laws.
6.1
The breach of the IP or commission of any offence (forgery, providing false information, misrepresentation, providing false/fake documents, bid rigging, bid steering or coercion) by the
Bidder, or any one employed by him, or acting on his/her behalf (whether with or without the
knowledge of the Bidder), shall be dealt with as per the terms and conditions of the contract and
other provisions of the relevant laws, including De-barment Rules.
6.2
The breach of the IP or commission of any offence by the officials of the procuring agency shall
be dealt with as per the rules and laws of the land in vogue.
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7.
Monitoring and Administration:
7.1
The respective procuring agency shall be responsible for administration and monitoring of the IP
as per the relevant laws.
7.2
The bidder shall have the right to appeal as per the arbitration mechanism contained in the
relevant rules.
We, hereby declare that we have read and understood the clauses of this agreement and shall abide by it.
The parties hereby sign this Integrity Pact at (place) ____________ on (date) __________
Affix
Legal
Stamp
Affix
Legal
Stamp
EMPLOYER
Name : Gholing Tshering
CID :
CID :
Witness: _________________
Witness: ___________________
Name:
Name:
CID :
10
Yangchen
CID :