This is a sample biding document which can be used as reference. The information/forms in it should not be considered as final. Bidding documents of upcoming projects will be shared with selected firm after due approval from PSDF Board.

PUNJAB SKILLS DEVELOPMENT FUND

Bidding Document

Women Training for Home Based Livestock 2017

October, 2016

Women Training for Home Based Livestock 2017

PART / SECTION / CONTENTS
PART 1 / SECTION 1 / INSTRUCTIONS TO TRAINING PROVIDERS
for information of Training Providers
SECTION 2 / DATA SHEET
for information of Training Providers
SECTION 3 / TERMS OF REFERENCE (TOR)
for information of Training Providers
PART 2 / SECTION 4 / ORGANIZATION’S PROFILE, ELIGIBILITY & CAPACITY (PART A TO H )
SECTION 5 / DISTRICT WISE TECHNICAL PROPOSAL ( PART I to R)
Note: Section 4 & 5 to be filled and placed in an envelope(1)and sealed
PART 3 / SECTION 6 / DISTRICTWISE FINANCIAL PROPOSAL (PART S)
Note: Section 6 to be filled and placed in a separate envelope(2) and sealed
Envelops 1 and 2 to be placed in an outer envelope for submission to PSDF

CONTENTS OF BIDDING DOCUMENT

Women Training for Home Based Livestock 2017

SECTION 1

INSTRUCTIONS TO TRAINING PROVIDERS

NOTE: Capacity building / pre-proposal conference will be conducted in order to guide the organizations for preparing the Bidding Document effectively. The interested organizationsshould get them registered before 31 October, 2016 through an email at using the Form available at the end of this document as well as on PDF website. Date and venue of the conference will be shared through an email confirming the registration.

INSTRUCTIONS TO TRAINING PROVIDERS

1. DEFINITIONS

  1. “Bidding Document” means set of documents prepared by PSDF which consists of “Instructions to Training Providers”, TORs and forms for providing information about profile of the organisation and also forms for Technical and Financial Proposals.
  2. “Board” means Board of Directors of Punjab Skills Development Fund, a company incorporated under section 42 of the Companies Ordinance 1984.
  3. “Client” means Punjab Skills Development Fund (PSDF).
  4. “Contract” means the contract signed by PSDF and Training Provider along with all attached documents thereto.
  5. “Data Sheet” means such part of the Instructions to Training Providers used to reflect specific conditions.
  6. “Day” means calendar day.
  7. “Financial Proposal” means that part of the proposal which provides details about cost of the proposed training.
  8. “Government” means the Government of the Punjab.
  9. “Instructions to Training Providers” means the document which provides potential Training Providers with all information needed to prepare their proposals.
  10. “Personnel” means temporary or permanent staff employed by theTraining Provider and assigned to perform the Services or any part thereof.
  11. “Professional Staff” includes management team, training and/or placement staff of Training Provider.
  12. “Proposal” means the entire set of documents consisting of Technical and Financial Proposals submitted by an organisation.
  13. “Services” means one or more of the services related to delivery of training as specified in the Data Sheet and ancillary activities to be performed by the Training Provider in pursuance of the Contract.
  14. “Target Group” refers to potential candidates for admission who fulfil the eligibility requirements defined in the Data Sheet.
  15. “Technical Proposal” means that part of the proposal which provides information about the technical aspects of the proposed training.
  16. “Terms of Reference” (TOR) means that partofBidding Document which explains the scope of work, activities, tasks to be performed, respective responsibilities of the Client & the Training Provider and expected results and deliverables of the assignment.
  17. “Trainee” means any eligible person who is selected for trainingby the Training Provider.
  18. “Training Provider” means an organization meeting the eligibility conditions as mentioned in Data Sheet and selected in accordance with the criteria set forth for the purpose.

FOREWORD

Punjab Skills Development Fund (PSDF) is a section 42, not-for-profit Company, established under the Companies Ordinance 1984 by the Government of Punjab, with the objective to provide funding forTraining. PSDF funds vocational training and intends to improve income generation capacity of the residents of Punjab. PSDF uses competitive bidding method for engaging Training Providers.Proposals of short-listed organisations are assessed on the basis of quality and cost.

This scheme namely “Women Training for Home Based Livestock 2017” is funded by the Government of Punjab and the Department for International Development (DFID), UK. The objective of this scheme is to support rural economythrough provision of skills to women enabling them increasetheir participation in economic activities and increase house hold income.

Under this scheme, Punjab Skills Development Fund (PSDF) intends to engage multiple organizations to provide skills training to the rural womenof below mentioned Districts of Punjab for provision of training who are actively involved in management of home based livestock.

Clusters / 22 Districts
Cluster 1 / Attock, Rawalpindi, Chakwal
Cluster 2 / Mianwali, Khushab, Bhakkar
Cluster 3 / Jehlum, Gujrat, Sialkot
Cluster 4 / MandiBahaudin, Hafizabad, Jhang
Cluster 5 / Nankana Sahib, Kasur, Okara
Cluster 6 / Sahiwal, Pakpattan, Toba Tek Singh
Cluster 7 / D.G Khan, Rajanpur, Layyah, Multan

This document provides general information, basic eligibility requirements of Training Providers and Formsfor submission of organization profile as well as Technical & Financial Proposalsfor provision of training. Interested Training Providers who meet the eligibility requirements are invited to submit Bidding Document.

Bidding Document which includes Organisation Profile, Technical & Financial Proposals for the proposed trades must reach the following address by November 14, 2016.Incomplete or late received Bidding Document will not be evaluated.

Chief Operating Officer/

Convener Bids Evaluation Committee

Women Training for Home Based Livestock 2017

Punjab Skill Development Fund,

House No. 125, Abu Bakar Block,

New Garden Town, Lahore

  1. INTRODUCTION
  • The purpose of this document is to provide orientation to enable Training Providers to evaluate their interest in tendering and conducting training and is not a guarantee of the actual conditions under which the training will be executed. Furthermore, it contains Forms and list of required documents to be submitted.
  • The Client named in the Data Sheet will select multiple entities (Vocational Training Providers), in accordance with the method of selection specified under para 16 and in the Data Sheet for providing training.
  • The qualifying Proposals of eligible / shortlisted organizations will be the basis for agreement negotiations and ultimately for a signed Contract with the selected Vocational Training Providers.
  • Vocational Training Providers should familiarize themselves with the specified terms and conditions and take these into account in preparing their Proposals. To obtain first-hand information regarding preparation of proposals, they are encouraged to attend a capacity building/pre-proposal conference, if one is specified in the Data Sheet.
  • The Client will provide information as specified in the Data Sheet in a timely manner.
  • Training Providers shall bear all costs associated with the preparation and submission of their proposals, attending capacity building/pre-proposal conference, if any, and Contract negotiations.
  • The Client is not bound to accept any proposal and reserves the right to annul the selection process at any time prior to the award of Contract, without incurring any liability to the Training Provider.
  • Training providers contracted under this scheme will be responsible for selection & training of the trainees and providing post-training support. They may select trainees from across Punjab.
  • Training Providers will be engaged following Quality and Cost Basis Selection (QCBS) methodology.
  • All documents and information received by PSDF from applicants will be treated in confidence.
  • The documents submitted to PSDF will not be returned.
  • All expenses related to participation in this scheme and preparation/submission of Bidding Document including Organisational Profile, Technical & Financial Proposalsshall be borne by the applicants.
  • A set of hard copies of documents shall be submitted in a sealed envelope marked as “BIDDINGDOCUMENT: Women Training for Home Based Livestock 2017”.
  • The envelope must be submitted at the specified address through courier.
  • The closing date for receipt of Bidding Document (Organisational profile, district wise Technical & Financial Proposals and other required documents)is November 14, 2016.
  • PSDF reserves the right to request submission of additional information from applicants in order to clarify any aspect of Bidding Document, if required.
  • It is expected that the Training Providers will establish linkage of the trained persons with buyers of the products and those who are suppliers of the inputs and provide services related to livestock.
  • Training will be at multiple rural locations.
  • Training completion certificate by the training provider will be issued on successful completion of the course. PSDF might engage a third party for examination and certification of trainees. In that case, examination fee will be paid by PSDF directly to the examination and certification body or through training provider.
  • PSDF reserves the right to verify any information provided by prospective bidders. False information/misstatement will lead to disqualification and rejection of the Bidding Document; and the organisation may also be blacklisted.
  • PSDF reserves the right to cancel the call of Bidding Documents without stating any reason.
  • An organisation may submit only one set of Bidding Documentfor each district under a single cluster. The organisation cannot be part of another Bidding Document directly or indirectly. In case all or any of the owners / directors / members / trustees of an organisation[1] are also owners / directors / members / trustees of any other organisation(s), such organisations may submit only oneBidding Document. In case of participation in more than one Bidding Document, the Proposals will be rejected.
  • PSDF will evaluate the Bidding Documents of only eligible organisations and short listing will be done on the basis of i) financial capacity of the organization, ii) management team profile, iii) past experience relating to mobilization and impact assessment.
  • Technical proposals of only shortlisted organizations will be opened and evaluated.
  • PSDF will notify the short-listed organizations and open theirfinancial proposals.
  1. TECHNICAL AND FINANCIAL PROPOSALS

A training provider may apply for one or more Districts mentioned under one cluster only. These clusters are defined by PSDF. Separate Technical and Financial Proposals are required for each District. There should be a single Technical and single Financial Proposalfor a District in separate sealed envelopes placed in an outer envelope.

  1. PROPOSAL VALIDITY

The Data Sheet indicates the time period for which the Proposalswould remain valid after the submission date.During this period,Training Providers shall ensure the availability of professional staff nominated in the Proposal. If required, the Client may requestTraining Providers to extend the validity period of their proposals. Training Providers who agree to such extension shall confirm that they maintain the availability of the professional staff nominated in the Proposal, in their confirmation of extension of validity of the Proposal.Training Providers may submit replacement staff, which would be considered in the final evaluation for award of Contract. Training Providers who do not agreehave the right to refuse extension in the validity of their Proposals.

  1. CLARIFICATIONS AND AMENDMENTS TO BIDDING DOCUMENTS

Training Providers may request a clarification on any aspect of the Bidding Document up to the date indicated in the Data Sheet. For the purpose of clarification, the contact person is:

  1. Abeera Tariq

Associate Program Development

Punjab Skills Development Fund,

Phone No. 042-35857780-81(Ext: 816);

Clarification requests must be made in writing or through e-mail and should be received not later than November 7, 2016.

  1. PREPARATION OF BIDDING DOCUMENTS/ PROPOSAL
  2. The Proposal as well as all related correspondence exchanged between the Training Provider and the Client shall be written in the language(s) specified in the Data Sheet.

6.2.Bidding documents to be prepared and submitted to PSDF consist of:

i)Organization’s Profile, Eligibility & Capacity (Section 4),

ii)Technical Proposals (Section 5)

Section 4 & 5 to be placed in an envelope (1) and sealed.

iii)Financial Proposals (Section6)

Section 6 to bein a separate envelope (2) and sealed.

The envelope(1) containing Section 4 & 5 and envelop (2) containing Section 6 should be put in an outer envelopes properly marked as mentioned under point No 7, 8, 9 10.

iv)Each of the above mentioned three parts should have separate binding in book form.

6.3.In preparing their Proposals, Training Providers are expected to examine in detail theinstructions of Bidding Documents. Material deficiencies in providing the information requested, may result in rejection / low-scoring of a Proposal.Moreover, any misrepresentation / omission of facts may lead to the disqualification of the Training Provider, as well as debarring from bidding in future PSDF-funded schemes.

6.4.While preparing the Technical Proposals,Training Providers must give particular attention to the following:

6.4.1.All documents (i.e. Forms, Annexures andother documents) relating to a part, must have a single book-form binding. Each page should be numbered and initialled by authorised representative of the organization.

6.4.2.Proposals received in the form of loose papers or not complying with instructions will be declarednon-responsive

6.4.3.Responses to the respective sections / parts of the proposal and attached important documents must be clearly and properly flagged. Non-compliance to the instructionswill lead to penalty in the form of deduction.

  1. ORGANIZATION’S PROFILE, ELIGIBILITY & CAPACITY (Section 4)

Organization’s Profile, Eligibility & Capacity part should be prepared using prescribed format. Additional required documents must be attached. Section 4 containing all the required documents should be in book-binding form and it should also be placed inthe envelope containing technical proposal as directed below in point No. 8.

  1. TECHNICAL PROPOSAL FORMAT AND CONTENT (Section 5)

Training Providers shall provide Technical Proposals on the prescribed format being provided with this Bidding Document. Information provided elsewhere will not be considered for evaluation. The Technical Proposal shall not include any financial information, except for the information solicited. Any Technical Proposal containing financial information, other than that solicited, will be declared non-responsive. The envelope containing the Technical Proposal shall be sealed and labelled as follows:

Organisation’s Profile and Technical Proposal(Section 4 & Section 5)

Name of Assignment: “Women Training for Home Based Livestock 2017”

By: [Name of Organisation]

  1. FINANCIAL PROPOSALS (Section 6)

9.1.The Financial Proposal shall be prepared using the Forms provided by the Client.

9.2.PSDF will consider costs in the manner specified in the Data Sheet.

9.3.The envelope containing the Financial Proposal shall be sealed and labelled as follows:

Financial Proposal(Section 6)

Name of Assignment: “Women Training for Home Based Livestock 2017”

By: [Name of Organisation]

9.4.Any Technical Proposal found in the envelope meant for Financial Proposal (or vice versa) will lead to rejection of the proposals.

  1. SUBMISSION, RECEIPT AND OPENING OF PROPOSALS

10.1.Bidding Document containing Section (4 & 5) in envelop (1) and Section 6 in envelope envelop (2) shall be submitted in an outer-sealed envelope, clearly marked as follows:

Organisation’s profile & Technical Proposal and Financial Proposal

Name of Assignment: “Women Training forHome Based Livestock 2017”

By: [Name of Organisation]

[Client address as provided in the Data Sheet]

10.2.The Client shall not be responsible for any misplacement, loss or premature opening of documents if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be a case for proposal rejection.

10.3.If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-responsive.

10.4.The Proposals must be sent to the address indicated in the Data Sheet through courier and received by the Client not later than the time and date indicated in the Data Sheet, or any extension to this date in accordance with these instructions.Any proposal submitted/delivered after the deadline for submission shall not be received.

10.5.The Client shall open the Technical Proposals of eligible organisations immediately after short-listing. The envelopes containing the Financial Proposals shall remain sealed and securely stored.

10.6.All pages of Technical and Financial proposals must be numbered.

10.7.An authorized representative of the Training Provider shall initial all pages of the Technical and Financial Proposals.

10.8.The original proposals shall contain no interlineations or overwriting except as necessary to correct errors made by the Training Providers themselves. The authorized representative signing the proposals must initial such corrections. Submission letters for both Technical and Financial Proposals should be as per the given formats, respectively.

10.9.Hard copies of the all parts of bidding documents shall be sent to the addressreferred to in the Data Sheet through courier.All required copies of the Proposals are to be made from the original. If there are discrepancies between the original and the copies, the original governs.

  1. TAXES
  2. Training Providers will be subject to all prevalent and future applicable taxes on amounts payable by the Client under the Contract.
  3. Training Providers should quote the price of their services in Pakistani Rupees inclusive of all taxes and levies. Commissions and gratuities related to the assignment, if any, either paid or to be paid by Training Providers will be listed in the Financial Proposal.
  4. In case of increase in any tax subsequent to the Bidding Document submission date, the additional tax liability will be borne by the Training Provider.
  1. PROPOSAL EVALUATION
  2. From the time the Proposals are received to the time the Contract is awarded, the Training Providers should not contact the Client on any matter related to their Technical and/or Financial Proposals. Any effort by the Training Providers to influence the Client in the examination, evaluation, ranking of Proposals, and recommendation for award of Contract may result in rejection of the Training Providers’ proposals. However, the Client may contact the Training Provider for seeking clarification on any aspect of the proposals or to solicit any additional information.
  3. Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded.
  1. EVALUATION OF ELIGILIBILTY AND CAPACITY OF THE ORGANISATION

First of all eligibility of the organization will be determined. Those organizations which do not fulfil basic eligibility conditions will be declared ineligible and their bids/proposals will not be evaluated further.