Department of the Auditor General of Pakistan

Department of the Auditor General of Pakistan

BIDDING DOCUMENT FOR THE PURCHASE OF

Computer Equipment (Hardware)/Plant & Machinery

(TECHNICAL PROPOSAL)

TS No. ______

NAME OF BIDDER: ______

(To be filled-in by the Bidder)

BIDDING PROCEDURE

Single stage – two envelope procedure

Each bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal.
The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion

Bid Validity

Bids shall be valid for the period of 60daysfrom the date of Tender opening.

Eligibility Criteria for Bidders:

S. No. / Bidders Eligibility Factor / Mandatory Requirement / Document Required
1 / Registration with Income Tax / NTN Certificate and being Active Tax payer / Copy of NTN AND duly verifiable Active Tax Payer Certificate from FBR website
2 / Registration with Sales-Tax / Sales Tax Certificate / Copy of Sales Tax registration Certificate
3 / Relevant Experience / For Experienced/In-experienced Firms / Documentary proof of at least 3years’ experience.
Satisfactory certificate from two organizations where bidder is serving or has served during the last two years.
Copy/ies of Supply Order/s
4 / Non-Blacklisting / Must not be presently black-listed by any Government Organization / Declaration of Non-blacklisting on Non-Judicial Stamp paper by the Bidder
5 / Warranty & After-Sales / As required by the procuring agency in the schedule of requirements / Certificates of Warranty & After-Sales
6 / Delivery time compliance / Must agree to serve the Contract within 15 days / Completion time must be clearly specified in the Technical Bid
7 / Agreement with all the terms & conditions / Must unconditionally agree with all the instructions, terms & conditions specified in the bidding documents & contract agreement / Signaturecompany sealon every page of the bidding document.

NOTE: It is mandatory for the bidders to meet all the above-mentioned requirements of eligibility. In-case of not meeting any single requirement, the Bid shall be declared NON-RESPONSIVE

BIDDER’S INFORMATION: (To be filled-in by the Bidder)

Name of company: ______

Complete Postal Address:______

Tel No:____4. Email address:______

5. Fax No: ____6. Mobile No: ______

7. Authorized Representative’s name & designation: ______

8. Type of Business:

(1) Sole Proprietorship □ (2) Partnership □

(3) Corporation (Private Ltd.) □(4) Corporation (Public Ltd.) □

9. National Tax Number& Date of issuance: ______

10. Sales Tax Registration No.______

11. Bid Validity: ______(Please specify in No. of Days)

12. Total Completion Time: ______(In Days / Months, please specify)

Schedule of requirements

It is mandatory for the bidders to meet the following given specifications. All offers meeting or exceeding the following minimum required specification shall be considered as equally responsive.

S. No. / Item Name / Specification / Qty
1 / Desktop Branded Computer System / *Dell/HPetc or equivalent
Requirement 1: Generation: 7th
Requirement 2: Processor:Intel Core i3-7100 (2 Cores - 4 Threads)3.9GHz
Intel® HD Graphics 630 Cache Size: 3M
Requirement 3: RAM
RAM type 4 GB.DDR4
Requirement 5: Hard Disk
Hard Disk Type 1 TB SATA / HDD)
Requirement 6: With standard accessories (Keyboard & Mouse)
Requirement 7: Communication: Wi-Fi,Ethernet
Requirement 8: DVD Writer / 10
2 / Printer
(Print, Copy & Scan) / *HP or equivalent
Requirement 1: Speed Print per Minute: Up to 28 ppm
Requirement 2: Requirement 3: Interface .USB
Requirement 3: Duplex YES
Requirement 4: Printer Type: Black & white/ LaserJet
Requirement 5: Page Size support A4 / Legal
Requirement 6: Communication: Wi-Fi,
Requirement 7:Copy speed Black: Up to 28 cpm
Requirement 8: Scan speed (normal, A4)Up to 15 ppm / 02
3 / Heavy Duty Printer / Requirement 1: Print Type: Mono Laser Printer
Requirement 2: Print Speed: Min speed of 50 ppm
Requirement 3: Resolution: Min 1200x1200 dpi
Requirement 4: Memory: 1GB or above
Requirement 5: Processor speed: min 500 MHz
Requirement 6: Paper handling: Min 500 sheets input/output
Requirement 7: Connectivity: USB & Ethernete Print & wireless facility with LCD display
Requirement 8: Duplex Printing: Automatic / 01
4 / Air Conditioners / HAIER/ GREE etc or equivalent
Requirement 1: Split AC 1.5Ton
Requirement 2: Floor Standing AC 2 Ton / 02
02

* Brand names & model numbersreferred-to in this tender document are only for reference purpose in the light of PP Rules - 2014 #10, however ALL offers in conformity with the generic specification shall be evaluated as equal.

Delivery Schedule & Requirements:

1-Place of Delivery of Goods at S # 1,2 & 4:Pakistan Audit & Accounts Academy, Karachi. Audit & Accounts Complex ,Gulshan e Iqbal, Block-11 Main University Road Karachi.

2-Place of Delivery of Goods at S # 3: Office of the Director General Audit Defence Services (South) Karachi, 252,Sarwar Shaheed Road, C.M.A Complex Saddar, Karachi.

Partial delivery is Not-allowed

Other Delivery requirements:

Warranty Requirements:

All items must be supplied under at-least one year Warranty or as per manufacturers policy (whichever is longer) from the date of inspection forreplacement of malfunctioned items without any additional cost within 15 days from the date of reportingof problem in writing and handing over of the item by the Procuring agency during Warranty period. Pick up and delivery shall be the responsibility of the contractor from the delivery location.

After-Sales Requirements:

Repairs, parts and services for at-least three years.

Installation, configuration, commissioning, fixation, assembling & training complete in all respect at the final destination.

On Site Support

On site support for the delivered Equipment during warranty period

Transportation including loading and unloading.
Equipment supplied should be passed by the requisite Quality Control Test team.
Finishing including installation, commissioning Completion time MUST be clearly specified by the Bidder in the Technical Bid.
Authorized representative (technical) of the bidder shall be present at the time of delivery of Consignment at procuring agency’s designated location.
Supplier shall deliver the Goods against the Delivery Challan and take receiving of Goods from duty staff
Supplier shall submit Completion Report along-with Delivery Challan for Inspection as per the Supply Order prior to submission of Invoice
Sales Tax Invoice and bill must be submitted within 10 Days from successful Inspection.
Stamp duty @0.2% of the value of Supply Order must be submitted within 10 Days from successful Inspection.

Instructions for preparing TECHNICAL proposal

These instruction are being given for strict compliance by the Bidders.Failure to fulfill any instruction given here-under may result in dis-qualification of the Bid/s.

Proposals shall be prepared on following lines: -

Technical Proposal should clearly state:

a.“Name of Bidder ______”

b.“Name of Tender______”

c.“Technical Proposal”

The portion of Technical Proposal of this bidding document duly filled, supported with Bidder’s covering Letter and the technical Bid on Bidders Letter Head be attached as the Technical Proposal.
Technical Proposalshall be prepared keeping in view the specifications provided in the schedule of requirements.
Following information should be attached/contained in the Technical Proposal:-

a.Receipt of payment of Bidding Document Fee.

b.Documentary evidence of fulfillment of eligibility criteria for Bidders as requiredby the Procuring Agency.

c.Documentary evidence of fulfillment of complete schedule of requirements as per evaluation criteria including technical, administrative and service requirements ofthe Procuring Agency

d.Brochure / technical literature of the quoted items

e.Description of status as Dealership /authorized importer / distributor /Supplier/contractor.

f.Description of post-sales services / service contract stating theterms of sales and after-sales support (as the case may be).

g.Guaranty/Warranty details. (As applicable).

h.Format of Product genuineness/ method of Product verification from the Manufacturer, such as unique Productcode/Service Tag(S/N) etc.

i.Every page of the Bid must be numbered, signed & stamped by the authorized representative.

Department of the Auditor General of Pakistan

BIDDING DOCUMENT FOR THE PURCHASE OF

Computer Equipment (Hardware)/Plant & Machinery

(FINANCIAL PROPOSAL)

TS No. ______

NAME OF BIDDER: ______

(To be filled-in by the Bidder)

BIDDER’S INFORMATION: (To be filled-in by the Bidder)

Name of company : ______

Complete Postal Address :______

Tel No:____4. Email address:______

5. Fax No: ____6. Mobile No: ______

7. Authorized Representative’s name & designation: ______

8. Type of Business:

(1) Sole Proprietorship □ (2) Partnership □

(3) Corporation (Private Ltd.) □(4) Corporation (Public Ltd) □

9. National Tax Number& Date of issuance: ______

10. Sales Tax Registration No. / .______

11. Bid Validity: ______(Please specify in No. of Days)

12. Total Bid Value: ______(In Pakistani Rupees)

Instructions for preparing financiAL proposal

These Instruction are being given for strict compliance by the Bidders.Failure to fulfill any instruction given here-under may result in dis-qualification of the Bid/s.

Financial Proposals shall be prepared on following lines: -

FinancialProposal should clearly state:

a.“Name of Bidder ______”

b.“Name of Tender______”

c.“Financial Proposal”

The portion of Financial Proposal of this bidding document duly filled, supported with Bidder’s covering Letter be attached as the Financial Proposal of the bidder
Following information should be attached/contained in the Financialproposal:-

a.Original Bid Security

b.Taxes must be included along-with the price of each item

c.Financial Bid shall be prepared on the Bidders Letter Head in the following format:

A / B / C / D / E / F / G
S. No. / Item Name / Quantity / Unit Price / Total Price (Excluding sales tax) / Sales Tax / Total Price(Including Sale Tax)
A / B / C / D / (C x D) / (E x ST Rate) / F + E
1
2
3
4

Serial Numbers of items must be quoted as mentioned in the “Bidding Document” (in-case of difference in serial numbers between “Bidding Documents” and “Financial Bid” the bid may qualify for rejection.
No technical detail / specification may be mentioned in the financial bid.
Offer must be quoted on TCA (Total Cost of Acquisition) basis at the risk & cost of the bidder. This means:
ALL costs (including duties, taxes & other Govt. payables) incurred up-to delivery at the designated location of the Procuring Agency
Loading, unloading and other labor charges
Complete services as required in the schedule of requirements of this bidding document
In-case of any Tax exemptions, exemption certificate from the concerned Tax Office / Regional Tax Office pertaining particularly to this case may be provided; otherwise taxes shall be deducted as per Government Policy / Rules.
Every page of the Bid must be numbered, signed & stamped by the authorized representative.

EVALUATION CRITERIA:Selection of the successful bidder shall be based on,“Bidder quoting Technically Responsive items at the lowest financial cost”

The procedure shall be applied as follows: -

Bidders Eligibility Assessment.Initial evaluation of the Technical proposalsshall be carried-out by the Procurement Committee,in the following manner:

Bidders Eligibility Factor / Requirement / Bidder 1 / Bidder 2 / Bidder 3
YES / NO / YES / NO / YES / NO
Registration with Income Tax / Copy of NTN attached?
Registration with Sales-Tax / Copy of GSTRN attached?
Relevant Experience / Documentary proof of at least 3 years’ experience. ?
Satisfactory certificate from two organizations where bidder is serving or has served during the last two years. ?
Copy/ies of Supply Order/s. ?
Financial Capacity / Bank Certificate of Company’s Bank Account certifying annual turn-over of PKR. __ For the past 3 years attached?
Agreement with all the terms & conditions / Signature & company seal at every page of bidding document affixed?
Delivery time / Is the quoted completion time within the stipulated time period?

Firm must score “YES” in all requirements of the eligibility criteria to be categorized as Eligible. “NO” to any requirement of the eligibility criteria, by any bidder shall render the Firm as Ineligible.
Subsequent uponsaid assessment,Bidders shall be categorized as:
Eligible Bidders
Ineligible Bidders

Return of Financial Proposals from Ineligible Bidders.Proposals from Ineligible Bidders shall bedeclared “Non-Responsive”, consequently shall NOT be accepted for any further evaluation:
Their Financial Proposals shall be returned without being opened.
Their Bid security shall be released upon their written request.

Item-wise Evaluation. The Bids received from Bidders shall then be evaluatedby the Procurement Committee itselffor conformance with the required technical qualification (which includes specification, schedule of requirements and all other administrative and legal requirements as stated in the schedule of requirements on Item-wisebasis, in the following manner:

Technical Evaluation of Bids
Item Name / Technical Requirement/s / Eligible Bidder 1 / Eligible Bidder 2 / Eligible Bidder 3
Fulfill Requirement
YES / NO / Reason / Fulfill Requirement
YES / NO / Reason / Fulfill Requirement
YES / NO / Reason
Desktop Branded Computer System / Requirement 1: Generation: 7th
Requirement 2: Processor :Intel Core i3-7100 (2 Cores - 4 Threads) 3.9GHz
Intel® HD Graphics 630 Cache Size: 3M
Requirement 3: RAM 4 GB
RAM type . DDR4
Requirement 4: Hard Disk 1 TB
Hard Disk Type SATA / HDD
Requirement 6: With standard accessories (Keyboard & Mouse)
Requirement 7: Communication: Wi-Fi, Ethernet
Requirement 8: DVD Writer
Printer
(print, copy & Scan) / Requirement 1: Speed in Print per Minute up to 28ppm
Requirement 2: Interface USB
Requirement 3: Duplex YES
Requirement 4: Printer Type: Black & white/ Laser jet
Requirement 5: Page Size support A4 / Legal
Requirement 6: Communication: Wi-Fi
Requirement 7: Copy speed Black up to 28cpm
Requirement 8: Scan speed A 4 up to 15ppm
Heavy Duty Printer / Requirement 1: Print Type: Mono Laser Printer
Requirement 2: Print Speed: Min speed of 50 ppm
Requirement 3: Resolution: Min 1200x1200 dpi
Requirement 4: Memory: 1GB or above
Requirement 5: Processor speed: min 500 MHz
Requirement 6: Paper handling: Min 500 sheets input/output
Requirement 7: Connectivity: USB & Ethernete Print & wireless facility with LCD display
Requirement 8: Duplex Printing: Automatic
Air Conditioners / Requirement 1: Split AC 1.5 Ton
Requirement 2: Floor Standing AC 2 Ton

Bids conforming to the required technical qualification shall stand Responsive, hence will qualify for Financial Bid opening. All proposals shall be categorized as:
Responsive Proposals
Non-Responsive Proposals

Return of Non-Responsive Proposals& preparation of Technical Evaluation Report.Technical Proposals not conforming to the required technical, administrative or legal requirements shall be declared as “Non-Responsive” and consequently shall NOT be accepted for any further evaluation:
Their financial proposals shall be returned without being opened.
Their Bid security shall be released upon their written request.
If the work can be split among multiple vendors and evaluation is being done onitem-wise basis, then a Firm shall only be Non-Responsive for specific item/s in which it does not meet the minimum technical qualification. And may be recommended for item/s in which it is technically responsive.
Technical Evaluation Report shall be prepared duly signed by all the members of the Procurement Committee, giving REASONS for;
Acceptance of the Eligible & Responsive Bid/sand;
Rejection of the Ineligible &/OR Non-Responsive Bid/s
Technical Evaluation concludes at this stage.

Financial Evaluation.Financial Proposals of the Responsive Technical Proposals shall be publicly opened in the samemeeting as specified in this document and shall be prepared by the Procurement Committeein the following manner:

FINANCIAL EVALUATION OF BIDS
Item/s Name / Model & description / Quantity / Responsive Bidder 1 / Responsive Bidder 2 / Responsive Bidder 3
Unit Price / Total Price / Unit Price / Total Price / Unit Price / Total Price
Desktop Branded Computer System
Printer (print, copy & Scan)
Heavy Duty Printer
Air Conditioners

Subsequently, the prepared Financial Evaluation Report shall duly be signed by all the members of the Procurement Committee.

Recommendation of Procurement Committee &Uploading of Evaluation Report.After Technical and Financial Evaluation of the Bids, boththe Technical & the Financial Evaluation Reports shall be combined; this Report shall be called the “Evaluation Report”. The Evaluation Report must clearly state justification for acceptance of lowest evaluated Bid/s, and reason/s for non-acceptance of all other Bids. Consequently, lowest evaluated Bid shall be recommended for the Award of Contract by theProcurement Committee.The Procuring Agency shall upload this Bid Evaluation Reportat the website of Public Procurement Regulatory Authority under the relevant TS number, at-least ten days prior to the award of Contract.Copy of the same shall be provided to bidders upon their request.

Award of Contract.Contract forSupply of Item/s to the recommended Bidder i.e. the lowest evaluated bidder/s (“Eligible Bidder/s quoting Technically Responsive items at lowest Financial cost,foreach item,shall be placed after ten days of uploading of the Evaluation Report at PPRA Website.

Terms and Conditions:

Maximum completion time for the order is 15Days from the date of Supply Order.(Completion time, means; time consumed in delivery to the designated location of the Procuring Agency, time required for demonstration, fixation, installation, commissioning & training (as the case may be) of the delivered Items).
Tenders must be quoted in Pakistani Rupees (PKR).
Tax Liability:
Complete Tax liability is to be borne by the Vendor
Quoted prices shall be filled item-wise as per the afore-mentioned format at Para-3of “instructions for preparing financial proposal”.
In-case of any Tax exemptions, exemption certificate from the concerned Tax Office / Regional Tax Office pertaining particularly to this case may be provided; otherwise taxes shall be deducted as per Government Policy / Rules.
Validity of the bid would be 60 days from the date of Tender opening.
Paid challan of Rs. 500/- for bidding documents duly deposited in the account “C-02206 Audit Other” in any branch of State Bank of Pakistan/National bank of Pakistan. Blank challan may be obtained from the o/o the Pakistan Audit & Accounts Academy, Karachi
Financial Bids must be accompanied with Bid Security in the form of Bank Guarantee or Deposit at Call from a scheduled bank @ 4% of total bid value favoring the Director Pakistan Audit & Accounts Academy, Karachi.
Performance Security @ 10% of the Supply Order value in the form of Pay Order, Demand Draft, Bank Guarantee, or Insurance Bond (by AA ranking Insurance Company) favoring the Director Pakistan Audit & Accounts Academy, Karachi, shall be required to be provided by the bidder at the time of acceptance of Supply Order/ award of contract.
In case of late delivery, the supplier may be blacklisted and late delivery penalty (Liquidated Damages) shall be imposed at the rate of 5% (of the value of items delivered late) per day.
The Consignment, as per the Supply Order, must be accompanied by the authorized representative (technical) at the time of delivery at procuring agency/ designated Office.
Partial delivery is not allowed.
Bid Security of successful bidder/s shall be released upon submission of Performance Security.
Bid Security of unsuccessful bidder/s shall be released within thirty days from the date of award of contract to the successful bidder/s.
Work may be split among multiple lowest evaluated bidders, on the basis of the evaluation criteria for independent / non-related items.
Provision of partial payment does not exist in this Tender; payment shall be made within one month from the date of successful inspection.
Payment release is subject to satisfactory inspection by the joint team comprising of:
The Procuring Agency
Authorized representative of the Vendor (To be clearly specified in the Tender Document)
Performance security of the successful bidder/s shall be released within one year from the date of successful inspection. In case of unsatisfactory performance on part of the supplier, the “Performance Security” shall be forfeited.
No sub-letting/ Sub-contracting of services in any form is allowed.
No escalation of rate and amount at any stage after approval of tender cost will be accepted.
The Procurement Committee reserves the right to accept/reject any or all tenders, without assigning any reason.
The ProcuringAgency reserves the right to increase/decrease the quantity of items mentioned in the Tender subject to the budgetary constraint.
The Bidders must write the name and complete postal address of the bidding firm on the reverse side of the Pay Order/Demand Draft.
Person signing the bid or other documents connected with tender must clearly write his name and also specify the capacity in which he is signing.
Bidders are advised to visit the complex and examine terms and conditions carefully before submitting the bids as once bid is submitted that shall be deemed final.
Before submitting the filled-in Tender Document to the office of the Director Pakistan Audit & Accounts Academy, bidders may seek clarification(s), if any, from Mr. Ata Ur Rahman Khan, Faculty Member /Audit Officer (Admin) on Telephone No. 021-99244848or in person by visiting the office of the Director Pakistan Audit & Accounts Academy, Karachi during working hours by taking prior appointment.

DECLARATION BY THE BIDDER