Bidding Document
For
BID NOTICE
NO. LDCMMC/ Admin-15/ HO-2017-18
“PROCUREMENT OF NEW TENTS’’
MANAGING DIRECTOR
LAHORE DIVISION CATTLE MARKET MANAGEMENT COMPANY
408-J, DHA EME Society, Multan Road, Lahore
Ph. No. 042-35234417-19
Fax No. 042-35234431
Page 1 of 11
Table of Contents
1.
Invitation to Bid ……………………………………………………….. 3
2.
Bidding Details (Instruction to Bidders) …………………………….
3.
Bid Scope………………………………………………………………. 5
4.
Evaluation Criteria ……………………………………………………. 5
6.
Financial Proposal Bid Form ………………………………………… 6
7.
Terms and Conditions ….…………………………………………..... 7
8.
Bidding Procedure ……………………………………………………. 8
9.
Rejection of Bids ……….……………………………………………... 9
4
10. Declaration of Bidder………………………………………………..... 10
11. Annexure-A ……….………………………….………………............. 11
Page 2 of 11
1. INVITATION TO BID
Lahore Division Cattle Market Management Company (LDCMMC) is a Company limited by
Guarantee incorporated u/s 42 of Companies Ordinance 1984. The objective of LDCMMC is to
establish, organize, manage, operate and regulate cattle markets, to frame the contracts to
outsource internal services, to manage and maintain the services of the Cattle Market etc.
Sealed Technical & Financial proposals in accordance with PPRA-Rules 2014 “Single Stage-Two
Envelope Bidding Procedure” are invited from registered companies/firms for “PROCUREMENT
OF NEW TENTS”. The detailed description is available in Bidding Documents which can be
purchased immediately after the publication of this notice on cash payment of Rs. 1,000/- (nonrefundable fee) from LDCMMC office.
Sr. #
1
Details
PROCUREMENT OF NEW TENTS
Note: Complete details are available in the bidding documents.
Estimated Price
Rs. 500,000/-
Terms & Conditions for submission of proposals
1. The proposal must reach to LDCMMC office at 408-J, DHA-EME, Multan Road, Lahore on or
before 27th July, 2017 (till 03:00 pm).
2. Technical and financial proposals should be submitted in separate envelopes. The word
“Technical Proposal” and “Financial Proposal” being clearly written on the respective
envelopes.
3. Technical proposals will be opened on the same day 27th July, 2017 at 03:30 pm, in presence
of bidders or their authorized representatives who wish to witness the tender opening. After
the technical evaluation, financial proposals of only technically qualified companies shall be
opened on a date/time to be announced subsequently.
4. The Bid Security equal to 2% (two percent) of the Estimated Price must be attached with the
Financial Proposal in the form of Pay Order/CDR/Demand Draft in favor of “Lahore
Division Cattle Market Management Company”
5. The Financial Proposal shall be inclusive of all applicable taxes in Pakistan.
6. Affidavit that the company has never been blacklist by any Government/Semi
Government/autonomous body or private company.
7. The companies/ firms/ sole proprietors must be registered with income Tax and sales tax
department (Copy of NTN Certificate should be provided).
8. Incomplete Proposals shall not be considered.
9. The bid validity period shall be 90 days from the last date for submission of the Tender.
10. LDCMMC reserves the right to reject all the proposals submitted in response to this
tender notice prior to acceptance.
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LAHORE DIVISION CATTLE MARKET MANAGEMENT COMPANY
2. BIDDING DETAILS
All bids must be accompanied with Bid Security (As per provisions of clause “Bid Security” of this
document) in favor of “Lahore Division Cattle Market Management Company”. The bids along
with Bid security, Bid Forms, Affidavits, etc., must be delivered into the Bid Box, placed in office
of Lahore Division Cattle Market Management Company (LDCMMC), Lahore at or before 03:00
pm on 275th July, 2017.. The technical bids will be publicly opened in the office of LDCMMC,
408-J, DHA-EME, Multan Road, Lahore, on 27th July, 2017 at 03:30 pm.
Queries of the Bidders (if any) for seeking clarifications regarding the specifications/terms of
PROCUREMENT OF NEW TENTS must be received in writing to the procuring agency within ten
working days from the date of bid advertisement. Any query received after ten working days shall
not be entertained.
The bidder must submit bids on the basis of complete items. The bidder shall submit bids which
must comply with the bidding document. Alternative bids will not be considered.
Bidders are also required to state, in their proposals, the name, title, fax number and e-mail
address of the bidder’s authorized representative through whom all communications shall be
directed until the process has been completed or terminated. The procuring agency will not be
responsible for any costs or expenses incurred by bidders in connection with the preparation or
delivery of bids.
Contact details for all correspondence in relation to this bid are as follows:
Manager Procurement & Contract
Email: [email protected]
408-J, DHA EME Society, Multan Road, Lahore, Pakistan.
Contact No. 03218400253 / 042-35234417-9
LDCMMC being competent authority, reserves the right to cancel or reject all bids submitted in
response to this bid notice prior to acceptance.
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3. BID SCOPE
Lahore Division Cattle Market Management Company (LDCMMC), (herein referred to as “the
Procuring Agency”) invites/ requests Proposals (hereinafter referred to as “the Bid”) for
“PROCUREMENT OF NEW TENTS” (hereinafter referred to as “the Work/Goods/Services”).
The contactor executed with the contractor /successful bidder will be the frame work contract &
the work order / purchase order will be issue at need basis.
4. EVALUATION CRITERIA
4.1
ELIGIBILITY OF BIDER
Eligible Bidder is a Bidder who:
A. Is a bonafide firm, company & organization/person etc. having at least one year
experience in this specific nature of goods/work/services.
B. Has valid Registration Certificate for Income Tax (NTN) & STRN.
C. Should be an Active Taxpayer.
D. Affidavit on Rs.100/- stamp paper that the company has never been blacklist by any
Government/Semi Government/autonomous body or private company.
E. Comply with the specifications mentioned in Annexure-A.
The bids will be evaluated on Least Cost method. After the submission of Bids, the evaluation
committee will evaluate the bids on technical basis. The technically qualified & eligible bidder
with “lowest evaluated bid” will become successful bidder.
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5. FINANCIAL PROPOSAL BID FORM
Sr.
No.
Item Description
SPECIFICATION/
DETAILS
(As given in Annex-A)
1.
Qty.
(Nos.)
Unit Price
per Item
(in Rs.)
Amount
(in Rs.)
2.
3.
4.
5.
6.
Amount inclusive of All costs:
(Rupees……………………………………………………………………. only)
Total amount inclusive of all applicable taxes in Pakistan:
(Rupees……………………………………………………………………. only)
Rs. ...................../Rs. ...................../-
(Note: Transportation, or satisfactory delivery at company’s premises including of any other
costs shall be included in total quoted bid price)
Name & Address of Bidder: __________________________________
Telephone: _________________________________________________
Fax: ______________________________________________________
Email: _____________________________________________________
Sales Tax No ________________________________________________
National Tax No ______________________________________________
Signature of Authorized Bidder:
____________________
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6. TERMS AND CONDITIONS
6.1
The bidder is expected and shall deemed to have examine the bid document thoroughly,
specifications, terms, requirements etc. including all terms and conditions.
6.3
The bidder shall bear all costs / expenses associated with the preparation and submission
of the bid(s) and the procuring agency shall in no case be responsible / liable for those
costs / expenses.
6.4
Bid Price
6.2
6.5
6.6
The prospective bidders may solicit clarification of the goods/work/services specification
as mentioned in bid document in writing.
The prices shall be inclusive of all taxes applicable in Pakistan i.e. GST/PST, Income Tax,
PRA, transportation, and are considered final. Please note all the goods/work/services
shall be provided at the premises of the Procuring Agency and bid price include all costs
as mentioned above in this section. If not specifically mentioned in proposal, it will be
presumed that the prices include all taxes. Any subsequent change in tax regime
would be adjusted accordingly at the time of payment.
The contractor shall bear all expenditures accruing on or relating to registration of
contract document (i.e. stamp papers, duties, registration charges at sub registrar office
including the fee of local commission and others, etc.).
Validity of Bid
The bid validity period shall be 90 days from the last date for submission of the Bid.
Bid Security
The Bid Security equal to 2% (two percent) Lot wise of the Total Estimated Price
including taxes, must be attached with the Financial Proposal in the form of Pay
Order/CDR/Demand Draft in favor of “Lahore Division Cattle Market Management
Company”. Bid security has a minimum validity period of ninety (90) days from the
last date for submission of the Bid. The successful Bidder’s bid security shall be
discharged upon signing of contract or furnishing the 2% performance security/guarantee
of the total contract price valid for the contract period. But it must be furnished before
receiving of first payment by the contractor s per schedule of payment.
The bid Security may be forfeited:
(a) if a Bidder withdraws its bid during the period of bid validity
Or
(b) In the case of a successful Bidder, if the Bidder fails to sign the Contract or
fails to provide a performance security/guarantee.
Note: The Procuring Agency can hold the Bid Security of top 2 bidders. And if the first lowest
evaluated bidder withdraws his bid due to any reason, the Procuring Agency shall forfeit
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bid security of such first bidder and offer the contract at its sole discretion to the second
lowest evaluated bidder if it seems feasible.
6.8
Withdrawal of Bids
The Bidder may withdraw its bid after the bid’s submission and prior to the deadline
prescribed for submission of bids. No bid may be withdrawn in the period between
deadline for submission of bids and the expiration of the period of bid validity specified
in Bidding Documents. Withdrawal of a bid after submission & before the period of bid
validity may result in forfeiture of the Bid Security submitted by the Bidder.
6.9
The Procuring Agency will follow the PPRA Rule-38 of 2014 “Single stage – two envelope
procedure” for the entire process of the procurement.
In bidding process, separate evaluation of technical bid and financial bid will be carried
out. First the technical bid will be opened and the financial bid of only those bidders will
be opened who will qualify in technical bid evaluation. The technical evaluation will be
carried out based on the information provided by bidder as requested in technical
proposal heading. The bidders are advised to go through the technical proposal and
financial proposal and provide the complete information as per proposals.
6.7
Bidding Procedure
Clarification of Bids.
During evaluation of the bids, the Procuring Agency may, at its discretion, ask the Bidder
for a clarification of its bid. The request for clarification and the response shall be in
writing, and no change in the prices or substance of the bid shall be sought, offered, or
permitted.
6.10 Delivery Period and Transportation
6.10.1 The goods/work/services should be provided and delivered at the place provided
under purchase order (PO). The delivery shall be provided within terms & conditions
of purchase order (PO). Any delay or extension in the provision of the good can be
discussed at the time of signing the contract by providing sufficient grounds for the
extension. Provision of extension will be on the discretion of procuring agency.
6.10.2 The Contractor shall provide goods/work/services at the premises of the Procuring
Agency on the given address/place mentioned and total contract value also includes
all transportation, set up cost, installation cost etc.
6.11 Liquidated damages for failure/ delay in supply/provision of Goods
6.11.1 Delay in provision of goods/work/services from the delivery/completion period will
attract penalty of Liquidation of the contract or delay in supply/ provision of goods
charges/penalty @ 0.067 % per day for 05 days as per the discretion of LDCMMC. This
period if allowed will be fall in category of grace period.
6.11.2 If the contractor did not complete the delivery/provide the goods/work/services after
05 days of aforesaid period or unsatisfactory goods/work/services are provided or
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6.12
violate any provision of Contract, the Procuring Agency reserves the right to cancel
the whole supply/work/services with forfeiting the Bid Security/Performance
Guarantee and also claim further damages as compensation for the whole delay which
has been caused by the incomplete delivery or due to total refusal of order.
Invoicing and Payment
6.12.1 The technical and inspection team of LDCMMC may inspect and check the
goods/work/services to be supplied/provided at the warehouse of the selected
Contractor before and after the delivery.
6.12.2 The contractor will submit/consolidated the invoice for all goods/supplies/services
after the completion of the good period.
6.12.3 The payment will deliver within 21 days of after receipt of invoice from the
contractor.
6.12.4 All the payment will be made subject to deduction of all applicable taxes of Pakistan.
6.13 Opening of the Bid
6.13.1 Bids shall be opened at LDCMMC Head office 408-J, DHA EME society, Multan Road,
Lahore at given time and date, in the presence of the Bidder(s) for which they shall
ensure their presence without further invitation.
6.13.2 The Bidder's name, modifications, withdrawal, security, attendance of the Bidder and
such other details as the Procuring Agency may, at its exclusive discretion, consider
appropriate, shall be announced and recorded.
6.13.3 No Bidder or its representative will be allowed to keep any digital device (camera,
7
audio recorder, cell phone etc.) during Bid opening meeting at given time and location.
Non-compliance will cause the rejection of respective bidder.
Rejection of Bids
The Procuring Agency may reject all bids at any time prior to the acceptance of a bid.
The Procuring Agency shall upon request communicate to any bidder who submitted a bid,
the grounds for its rejection of any or all bids, but is not required to justify those grounds.
7.1.1 The Procuring Agency incurs no liability, towards Bidders who have submitted bids.
7.1.2 Notice of the rejection of bids shall be given promptly to the concerned Bidders that
submitted bids.
7.2 Award Criteria
7.2.1 At first step, eligible Bidder(s) fulfilling mandatory requirements and technical evaluation
criteria will stand qualified technically.
7.2.2 At second step, financially qualified successful bidder will be selected on lowest evaluated
bid.
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7.3 Acceptance Letter (Letter of Intent)
The Procuring Agency will, send the Acceptance Letter (Letter of Intent) to the successful
bidder against complete items, prior to the expiry of the validity period of the bid, which
shall constitute a contract, until execution of the formal Contract. The supply time of the
Bidder / Contractor shall start from the date of issuance of the Letter of Acceptance.
7.4 Late receiving bids after due time will not be accepted and returned to the bidders
unopened.
7.5 ARBITRATION
In case of any difference or dispute arising between the parties relating the contract
period, shall be referred to resolution to the Managing Director of the Procuring Agency or
his duly authorized nominee whose decision shall be final and binding on both the parties
and cannot be challenged in any court of law.
DECLARATION FOR BIDDERS
I/we have read attentively & consciously the above terms & conditions and bind myself/ourselves
to abide by the terms & conditions.
___________________________
Signature of the bidder
Page 10 of 11
Annexure A
Specification/TORS/Scope for the Procurement Of Tents
Deluxe Tent Single Fly Double Fold
Quantity Required
SIX (06)
Make
Single Fly Double Fold (5X8 M)
Material
Outer Fold: Cotton Canvas water proof, rot proof-600 GSM
Inner Fold: Cotton Sheeting of green color
Center Height
2.6 M
Wall Height
1.8 M
Color
Outer Natural Canvas & Inner Green or Yellow Color
Poles
Painted iron standing poles and wall sticks. (Preferably white color)
Doors
4 doors with loop lancing
Windows
4 windows with anti-insect netting and rolled up flaps
Packing
Each tent single bales with all accessories iron poles, iron pegs, iron
pins ropes and iron Hammer with wooden handle. Wrapped into
polythene and woven PP or hessian cloth.
Deluxe Tent Single Fly Single Fold
Quantity Required
SIX (06)
Make
Material
Single Fly Single Fold (4X4 M)
Cotton Canvas water proof, rot proof-320GSM
Center Height
2.6 M
Wall Height
1.8 M
Color
Natural Canvas
Poles
Painted iron standing poles and wall sticks. (Preferably white color)
Doors
Packing
1 door with loop lacing (one side wall will be completely opened)
Each tent packed in single bales with all accessories iron poles, iron
pegs, iron pins ropes and iron Hammer with wooden handle. Wrapped
into polythene and into woven PP or hessian cloth.
I/we have read attentively & consciously the above Specification/TORs/Scope terms &
conditions and bind myself/ourselves to abide by the terms & conditions.
____________________________
Signature of the bidder
Page 11 of 11