Condition of Contract

STANDARD BIDDING DOCUMENT

Procurement of Goods

Sealed Quotation

[For Procurement of Goods between

NRs.0.15 Million to NRs.1.00 Million]

Issued by:

Government of Nepal

Public Procurement Monitoring Office

Tahachal, Kathmandu

January 2009

Table of Contents

Introduction and Instructions 1

Section I. Invitation for Sealed Quotation 2

Section II. Instructions to Bidders 3

Section III. Conditions of Contract 7

Section IV. Schedule of Requirements 12

Section V. Technical Specifications 13

Section VI. Sample Forms 14

Standard Bidding Documents, Procurement of Goods Sealed Quotation, 2008

Table of Contents

Standard Bidding Documents, Procurement of Goods Sealed Quotation, 2008

Introduction and Instructions

Introduction

1. This Standard Bidding Documents has been prepared by Government of Nepal (GON), Public Procurement Monitoring Office (PPMO) for use in the public procurement of goods through Sealed Quotations. This Standard Bidding Document is based on the Public Works Directives (PWD) and it incorporates the provisions of Public Procurement Act and Regulations 2007.Further Instruction to Bidders section has been added to the PWD documents to provide information to the Bidders. This SBD is to be used for procurement of goods up to the value of Rs.1.00 million.

2. This Introduction and Instruction part of the SBD should not be incorporated into the bidding documents of Public Entities (PEs) that may be issued to the Supplier as a part of bid documents. This part is only for the use of Purchaser in order to prepare a proper bidding document.

3. If any provision of this document is inconsistent with Public Procurement Act (PPA). 2063 or Public Procurement Regulations (PPR), 2064, the provision of this document shall be void to the extent of such inconsistency and the provision of PPA and PPR shall prevail.

Standard Bidding Documents, Procurement of Goods Sealed Quotation, 2008

Section I. Invitation for Sealed

Section I. Invitation for Sealed Quotation

Name of the Office:……………………………………….

Address of the Office:………………………………………..

Invitation for Sealed Quotation

Sealed Quotation No:

Date of first Publication

The [name of Purchaser] invites sealed quotations from registered Suppliers for the supply, delivery and installation of [brief description of the goods and related services].
Interested eligible Suppliers may obtain further information and inspect the Sealed quotation Forms at the office of [name, location, mailing address, telephone and facsimile numbers and email address of office].
Sealed Quotation Forms may be purchased by eligible Suppliers on the submission of a written application and upon payment of a non-refundable fee of Rs.300.00.
Sealed Quotations must be submitted to the above office on or before [time] on [date][1]. Quotation received after this deadline shall not be accepted.
Quotations must be valid for a period of 45 days after opening of Sealed quotations and must be accompanied by Cash Security or Bank Guarantee, amounting to a minimum of 2.5 % of the quoted amount (inclusive of VAT), which shall be valid for 75 days after opening of the Sealed Quotations.
If bidder wishes to submit the Cash Security, the cash should be deposited in Deposit Account No.[insert Account details] at [insert name and address of Bank] and submit the receipt of the deposited amount of cash along with the Sealed Quotation.
Sealed Quotation shall be opened in the presence of Suppliers' representatives who choose to attend at [time and date] at the office of [address and appropriate office].
If the last date of purchasing, submission and opening falls on a government holiday then the next working day shall be considered the last day.
The Purchaser reserves the right to accept or reject, wholly or partly any or all the Sealed Quotations without assigning any reason, whatsoever.
[Add other information regarding requirement of the Purchaser.]

Standard Bidding Documents, Procurement of Goods Sealed Quotation, 2008

Section II. Instructions to Bidders

Notes on the Instructions to Bidders
This section of the bidding documents should provide the information necessary for Interested Suppliers to prepare responsive bids, in accordance with the requirements of the Purchaser. It should also give information on bid submission, opening and evaluation, and award of Contract.
These Instructions to Bidders shall not be part of the Contract and shall cease to have effect once the Contract is signed.

Section II. Instructions to Bidder

1. Scope of Works / The Purchaser stated in the Invitation for Quotation invites bids for the the supply, delivery and installation of the goods and related services as detailed in attached specifications, drawings and the bill of quantities provided herein. .
2. Eligible Bidder / This Invitation for Bids is open to all registered Suppliers with qualifications as described below:
a) Up to date Firm/Company Registration Certificate
b) VAT and PAN Registration Certificates
c) Tax Clearance Certificate
d) Power of Attorney
e) Other documents as needed
3.One Bid per Bidder / Each Bidder shall submit only one quotation, A Bidder who submits more than one quotation shall cause all the quotations with the Bidder’s participation to be disqualified.
4. Content of Quotation Form / The Quotation Form comprise the documents listed below:
1. Invitation for Sealed Quotations
2. Instructions to Bidders
3. General Conditions of Contract (GCC
4. Form of Agreement
5. Sample Forms
6. Schedule of Requirements
7. Technical Specifications
5. Clarification / A prospective Supplier/Bidder may obtain clarification on the Quotation Form from the the Purchaser stated in Invitation for Quotation.
6. Language of Quotation / All documents relating to the Quotation shall be in English or in Nepali.
7. Documents Comprising Quotation / The Quotation by the Bidder shall comprise the following:
a. Quotation and Price Schedules
b. Bid Security
c. Schedule of Requirements
d. Technical Specifications
8. Quotation Prices / The Bidder shall indicate on the appropriate Price Schedule the unit prices (where applicable) and total price of the goods to be supplied under the contract.
All duties, taxes and other levies payable by the Bidder under the contract shall be included in the rates, prices and total Bid Price submitted by the Bidder.
Price quoted by the Bidder shall remain fixed and valid until completion of the Contract Performance and will not be subject to variation in any account.
9. Quotation Validity / The Quotation shall remain valid for the period of 45 days after opening of the quotation.
10. Quotation Security / The Bidder shall furnish a Security in Nepali Rupees in the amount not less than 2.5 % of the bid amount. The Bid Security shall remain valid for a period of 75 days after opening of the quotation.
The Security shall be in the form of cash voucher deposited in the Bank Account of the Employer specified in the notice for “Invitation for Quotation” or a bank guarantee from a bank acceptable to the Employer.
11. Format and Signing of Quotations / The Quotation shall be typed or written in indelible ink and shall be signed by an authorized person. Any entries or amendments including alternations, additions or corrections made shall be initialled by the same authorized person.
12. Sealing and Marking of Quotations / The Bidder shall submit his Quotation in sealed envelopes. The envelope shall be addressed to the Purchaser specified in the Invitation for Quotation and shall bear the name and identification number of the quotation.
13. Deadline for Submission of Quotations / Quotations shall be delivered to the Purchaser at the address no later than the time and date specified in the Invitation for Quotation.
14. Late Quotation / Any Quotation received by the Purchaser after the deadline shall not be accepted and shall be returned unopened to the Bidder upon request.
15.Modification
And Withdrawal / Quotations once submitted shall not be withdrawn or modified.
16. Bid Opening / The Purchaser shall open the Quotations in the presence of the Bidders' representatives who choose to attend at the time and in the place as specified in the Invitation for Quotation..
The Purchaser shall prepare and provide minutes of the opening including the information disclosed to those present.
17. Process to be Confidential / Information relating to the examination, evaluation and comparison of Quotations and recommendations for the award of a contract shall not be disclosed to Bidders or any other persons not officially concerned with such process until the award to the successful Bidder has been announced. Any efforts by the Bidder to influence the Purchaser in the Quotation evaluation, comparison or contract award decisions may result in rejection of Bidder’s quotation.
18.Examination of Quotations / Prior to the detailed evaluation of Quotations, the Purchaser shall determine whether each Quotation (a) meets the eligibility criteria defined in Clause 2;
(b) has been properly signed; (c) is accompanied by the required
securities; and (d) is substantially responsive to the requirements of
the Bidding documents.
19. Evaluation and Comparison of Quotations / 19.1 In evaluating the Quotations, the Purchaser shall determine for each Quotation the evaluated Bid Price by adjusting any corrections for errors. Quotations shall be checked by the Purchaser for any arithmetic errors. Errors shall be corrected by the Purchaser as follows:
a. where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and
b. where there is a 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
19.2 If the Bidder does not accept the corrected amount, the Quotation shall be rejected and the Security pursuant to Clause 10 may be forfeited.
20. Award of Contract / The Purchaser shall decide the award of the contract, within 15 days of the opening of the quotation, to the Bidder whose Quotation is within the approved estimate and who has offered the lowest evaluated Bid Price, provided that such Bidder has been determined to be eligible in accordance with the provisions of Clauses 2.
21. Purchaser's Right to Accept or Reject / The Purchaser reserves the right to accept or reject any Quotation or to cancel the bidding process and reject all Quotations, at any time prior to the award of the contract, without assigning any reasons whatsoever and without thereby incurring any liability to the affected Bidder or Bidders.
22. Notification of Award and Signing of Agreement / 22.1 The Bidder whose Quotation is accepted and all other participating bidders shall be notified of the award by the Purchaser. Within 7 days of receipt of the notification, the successful Bidder shall deliver the Performance Security pursuant to Clause 23 and sign the Agreement.
22.3 Inability of the Bidder to make an Agreement within the above stated period shall result in cancellation of the Contract Award and forfeiture of the Bidder’s Security, upon which the Contract shall then be awarded to the next successive successful Bidder.
23. Performance Security / The successful Bidder shall deliver to the Purchaser a Performance Security in cash or Bank Guarantee acceptable to the Purchaser equivalent to 5% of the Quotation amount.

Standard Bidding Documents, Procurement of Goods Sealed Quotation, 2008

Section III. Condition Of Contract

Section III. Conditions of Contract

1. Definitions / 1.1 In this contract, the following terms shall be interpreted as indicated:
a. "The Contract" means the agreement entered into between the Purchaser and the Supplier, as recorded in the Contract Form Signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein;
b. "The Contract Price" means the price payable to the Supplier under the contract for the full and proper performance of its contractual obligation;
c. "The Goods" means Equipment and related Accessories and spare-parts or any other materials which the Supplier is required to supply to the Purchaser under the contract;
d. "Services" means services ancillary to the supply of the goods such as transportation and insurance including the installation, commissioning and the operational and maintenance training of the supplied equipment.
e. "The Purchaser" means the procuring entity purchasing the goods;
f. "The Supplier" means the organization supplying the goods and services under this contract.

2. Technical Specification

/ 2.1 The goods supplied under this contract shall confirm to the standards mentioned in the Technical Specification.
3. Patent Right / 3.1 The Supplier shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark or industrial design rights arising from use of goods or any part thereof in the Purchaser's country.

4. Performance Security

/ 4.1 Within seven days (7) of receipt of award of contract from the Purchaser the successful Bidder shall furnish the performance security in accordance with the Sub - Clause 4.3 of the Conditions of Contract in the Performance Security Form provided in the Bidding Documents.
4.2 Failure of the successful Supplier to comply with the requirement of Sub - clause 4.1 shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security, in which event the Purchaser may make the award to the next lowest Supplier or call for new sealed quotations.
4.3 The performance security will be as follows:
a. The amount of performance security as a percentage of the contract price shall be five (5) percent of the Sealed Quotation Price in the currency of the Sealed Quotation price.
4.4 The validity of Performance Security shall be one (1) year after the final installation and commissioning of the Goods and the issue of final acceptance certificate to the Suppliers. The Supplier shall promptly extend the validity suitably to cover agreed extension of the warranty period of the supplied goods.
4.5 The performance security shall be released within 28 days of completion of warranty period and upon submission of claim by the Supplier.
5. Inspection and Tests / 5.1 The Purchaser or its Representative shall have the right to inspect and/or test the goods to confirm their conformity to the Technical Specification and the quality of performance after the supply and delivery of good to the Purchaser's premises.
6. Packing / 6.1 The Supplier shall provide such packing of the goods as is required to prevent their damage or deterioration during transmit to their final destination as indicated in the contract.