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Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
PROVINCIAL DISASTER MANAGEMENT
AUTHORITY,
KHYBER PAKHTUNKHWA
Civil Secretariat, Peshawar
Establishment of Disaster Risk Management Strategic
Unit at PDMA
Government of Khyber PakhtunKhwa
Terms of Reference
(TORs)
Purchase of IT Equipment
For
Establishment of Disaster Risk Management Strategic
Unit at PDMA
TOR # PDMA/MIS/P/(PROC)-002
Issue Date:16/05/2015
Tender Opening
Venue PDMA, Government of Khyber Paktunkhwa
Terms of Reference
Page 1 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
DESCRIPTION OF WORK
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa invites
proposals from companies having a legal presence in Pakistan for purchase equipment
for DRM project: “Establishment of Disaster Risk Management Strategic Unit at PDMA”
The proposal should be submitted on turn key basis.
PROJECT BRIEF
The Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa,
had initiated a project titled as “Establishment of Disaster Risk Management Strategic
Unit at PDMA)”, which is in implementation phase.
The department requires the services of a firm for providing Hardware Equipments
and Allied accessories on turn key basis.
OBJECTIVES OF THE PROJECT



The project objectives are in line with Govt. of Khyber Pakhtunkhwa
Comprehensive Development Strategy (CDS) 2010-2017 priorities
regarding Disaster Risk Reduction & Management and Climate Change
Adaptation.
The main objective of the DRM Strategic Unit is to carry out Research
and Surveys for Risk Assessment in specific disaster prone areas of Khyber
Pakhtunkhwa, and planning and analysis for future development. It shall
coordinate with various govt. departments for mainstreaming DRM in
development by supporting them through a strong IT based M&E system
to monitor and evaluate the progress and impact of these activities.
On the basis of above arrangements the DRM Strategic Unit will also
initiate the process for and formulate Provincial Disaster Management Plan
(PDMP) and monitor the implementation of the plan. Under Clause 17 of
NDM Act 2010 the provincial govt. is bound to develop such a plan.
With the above activities it is proposed to plan better specifications
for physical units, scientific land use plan, and expeditious rescue, relief,
and rehabilitation & reconstruction activities and thereby save scarce
provincial resources.
GENERAL TERMS & CONDITIONS
Terms of Reference
Page 2 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
Project: “Establishment of Disaster Risk Management Strategic Unit at PDMA”
1.
2.
The tender are called hereby for supply of subject Items according to
specification and conditions as prescribed in this contract: a) Date of Opening tender
05/06/2015
b) Time of Opening tender
11.00 AM
c) Name of Supplier
_________________________
Items are to be supplied according to the specification as per attached list,
provided by PDMA, Government of Khyber Pakhtunkhwa.
a) Rates should be offered with its make/model clearly marked.
b) Rate should be quoted in words and figures.
c) Tender will be opened in the presence of supplier or their authorized
representatives (who so ever wish to attend the tender opening meeting)
at PDMA.
d) The prices quoted shall remain valid for 90 days, after the date of opening
the tender.
e) The supplier shall attach Brochures/specifications with bid schedule
regarding the equipment being supplied.
f) The supplier should be an active authorized dealer of the manufacturing
firm.
g) The equipment shall strictly confirm to the specification no equivalent or
alternate shall be acceptable.
h) All equipment and each component thereof shall be branded new and in
sealed pack.
i) Any equipment/component of doubtful origin shall render the entire
consignment liable for rejection.
j) The supplier shall make good all deficiencies in the equipment or software
during the warranty period at his own cost and no additional payment will
be made for any repair/replacement of parts etc.
k) In case of any dispute the matter shall be referred to the Secretary RR & S
Department, Khyber Pakhtunkhwa within one week of its arising and the
decision of the Secretary RR & S Department shall be final and binding on
all parties.
l) The earnest money @ 2% of the Tender/Offer in the shape of deposit at
call from any scheduled bank in the name of Project Director, PDMA shall
be accompanied with the tender documents. The earnest money of
successful bidder shall not be refunded and will automatically be converted
Terms of Reference
Page 3 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
in the security deposit. No Tender/Offer will be entertained without earnest
money.
m) Each bidder must apply for the whole package
n) Eligibility/Qualification Criteria
The Tenderer(s) should meet the following Eligibility/Qualification Criteria to participate in
the
Tender
Process
and
must
enclose
documentary
proof
for
fulfilling
the
Eligibility/Qualification in the Technical Proposal:
Minimum Eligibility/Qualification
Criteria
Proof to be submitted for
fulfilling Eligibility/Qualification
Incorporation/ Registration
1. The Tenderer should be a Registered / Certificate of Criteria
Authorized
Partner
of and Authorized Partner should be
Incorporated
Manufacturer in Pakistan and existing for submitted.
the past three years.
S
#.
2.
3.
4.
a)
The Tenderer should have an average
Working Capital/ Net Worth of at least
Pak Rs.5 million in the previous three
audited years.
b)
The Tenderer should have paid an
average Income Tax of at least Pak
Rs.0.2 million in Pakistan in the
previous three audited years.
a)
The Tenderer must have registered
office/ offices in Pakistan.
List of
offices be submitted.
Valid documentary
submitted.
evidence
must
be
b) The Tenderer must have completed
minimum of 3 projects in sales or
/
/
supply
of
laptops
PCs
Servers/Networking in Pakistan.
Valid documentary
submitted.
evidence
must
be
The Tenderer should not have been
blacklisted by
any of the Provincial
/ Federal Government or organizations of
the State / Federal Government in
Pakistan in the past three years
Undertaking on stamp papers should be
submitted by the Tenderer.
Annual Report including Balance Sheet,
Income Statement and Profit & Loss
accounts along with auditors’ notes for the
last three audited years should be
submitted.
FBR IT returns to be annexed.
o) Evaluation Criteria
(i)
Terms of Reference
Tender Evaluation Criteria
Page 4 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
S
Mandatory Requirements
Documents Required
#.
1. Tenderer Registration under the laws of Certificate of Incorporation /
Pakistan
Registration
2. Registration with Income Tax
Department
Certificate of Registration
3. Registration with Sales Tax
Department
4. The quoted brand must be among
the Top 5 (five) brands in
international rankings
Certificate of Registration
5. Compliance with Environment, Health
and Safety Laws.
Relevant Certificates to be provided.
6. The Company/Firm is not blacklisted
Undertaking on Stamp Paper.
7. Conformance to the required
specifications of Computers and other
equipments
Detailed specifications with Brand and
model
8. Service Centers in the Khyber
Pakhtunkhwa Province
Certificate/List to be provided
(ii)
S#
.
Evaluation Criteria
Description
Working Capital/Net Worth last three
1. years(Average)
(100 Marks)
Income Tax (Average for three Years,
Income Tax Returns to be Annexed)
2. (100 Marks)
Computer hardware/software projects
3. (sales/supply such as Laptops, PC,
Servers & Networking) in Pakistan.Top 5
projects with total worth during last
three years
(100 Marks)
Terms of Reference
Relevant documents to be
attached
Points
50 m & above
100
20m – 49.99 m
80
5m – 19.99 m
60
1 m & above
05.00 – 0.999 m
0.200 – 0.499 m
51 m & above
100
80
60
100
11m – 50 m
80
5 m – 10 m
60
Page 5 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
Service Centre in Peshawar and other Three or more Service
cities
Centers in KP
4.
(provide postal addresses and contact
numbers)
(100 Marks)
Two Service Centers in KP
One Service Center in KP
100
80
60
TOTAL MARKS: 400
MARKS REQUIRED FOR QUALIFICATION: 280 (70%)
NOTE:- In case of decimals, amounts will be rounded off to the nearest million
Please include the following:
Human Resource provided to the project
Project Manager
Hardware Engineer
Network Engineer
Manufacturer certificate 50 marks
Last one Year Sales Tax Return (12 Months)
Professional Tax Certificate last 12 Month
3.
Terms of Payment
i. Payment will be made through cross Cheque.
ii. No advance payment will be made to the suppliers.
4.
Delivery Period
The equipment shall be supplied within 15 days from the date of issuance of
confirm order/letter or acceptance.
The firm will be responsible for delivery of computer and allied accessories to
PDMA head office.
The Inspection/Technical Committee will ensure that the quantity and quality
of the material is the same as contained in the Purchase order. The quality of
the items will be determined from the performance report of the committee
after actually Examining/Inspection the total equipment according to the
specifications.
5.
Payment
Bidder will be entitled to payment by PDMA against bill duly supported by the
following documents: i. Bill in duplicate.
ii. Goods Receipt Certificate of the consignee.
iii. Certificate to the effect that the billed amount has not been claimed
or received earlier.
iv. Inspection Certificate issued by the Project Steering Committee.
Terms of Reference
Page 6 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
v. Delivery Challan.
vi. Payment will be made through cross Cheque in favor of bidder
firm/shop after deduction of 3.5% Income Tax. In case your firm is
exempt for deduction at source a certificate shall be provided.
6.
Sales Tax and Other Government Duties
All taxes, duties, octroi charges, sales tax and other Government charges are
the responsibility of the supplier.
7.
Warranty Period
The supplier shall give (1) one year comprehensive warranty for the
equipment (parts & labor on site of installation) and (3) three years for
branded Products, certifying that the goods supplied confirm exactly to the
specifications laid down in the contract and are secured and that in the event
any
material
being
found
defective
or
not
conforming
to
specifications/particulars governing the supply for a period of one year from
the date of supply the supplier will be held responsible for all losses and that
the unacceptable items shall be substituted with the acceptable items at bidder
expense and cost. An amount equivalent to 5% of total payment (inclusive of
2% earnest money) shall be deducted as security/warranty PDMA deposit from
each bill and retained by PDMA for a period of six months of the actual date of
delivery, inspection, acceptance, installation and operation (reference Para 3).
8.
Failure and Termination
If the supplier fails to deliver the items thereof within the specified delivery
period, the purchase committee, PDMA shall be entitled at his option either: i.
To recover from you liquidated damages levied at the rate of 2% per
month.
ii.
To purchase from elsewhere without notice to you at your risk and
cost, the stores not delivered, without canceling the contract in
respect of the consignment not yet be due for delivery;
If during the course of execution of the contract your firms is black-list by
Information
Technology
Department
or
any
other
government
institution/department; the Purchaser may proceed with all or any of the
actions detailed below:-
9.
i.
To allow the contract to run its course till completed in accordance
with the terms and conditions of contract:
ii.
To stop further suppliers with or without financial repercussions:
iii.
To cancel the contract with or without reservation of rights.
Force Majeure
Terms of Reference
Page 7 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
While terminating the contract for breach of contract or imposing liquidated
damage, the purchaser shall give due consideration to the circumstances
leading to the breach of contract or delay on which you had no hold, examples
of which are: -
10.
i.
Act of enemy or God:
ii.
Lockout, strikes:
iii.
Restrictions imposed by the Government in the matter of
import/export;
iv.
Injunction granted by a lawful court restraining you from executing
the contract unless such injunction was due to any alleged
irregularity committed by you.
Responsibility for Executing the Contract
The supplier shall be entirely responsible for the successful execution of the
contract in all respects and in accordance with the terms and conditions as
specified in the contract including the schedule.
12.
Demurrage
Should any demurrage charge be incurred due to any of the reasons
mentioned below the same shall be deducted form your bills or recovered form
you as a separate item (the decision of the purchaser, regarding fixation of
responsibility in this connection shall be binding on your);i. Owing to delay in forwarding/delivery of relevant documents etc.
ii. Defective marking or packing of the items ordered;
iii. Due to reason not specified above but for which you are responsible.
13.
Inspection and Rejection
i. The Inspection/Purchase Committee/Project Steering Committee
may reject a part or the whole of the consignment tendered for
inspection, if after inspection such portion there of as Committee may
decide in his discretion, Committee is satisfied that the consignment
is below the requirements of the particulars governing the supply
given in the Purchase Order;
ii. The decision of the Inspection/Purchase Committee shall be binding
on you;
iii. If the items are rejected as aforesaid than without prejudice to the
right of the Purchaser you may submit items in replacement of those
rejected but resubmission will not mean extension of delivery period;
iv. On final rejection the Purchaser shall have, the following rights: v. To purchase the rejected goods at your cost and expense;
vi. To terminate the contract and recover from you the loss, the
purchaser thereby incurs.
Terms of Reference
Page 8 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
14.
Packing of Items
Each package delivered under the contract shall be packed in a proper box by
and at your expense clearly showing the serial numbers of the consignment
there at. In case these instructions are not followed, the loss, if any, due to
defective or incorrect packing/marking shall be to your account.
15.
Laws Governing the Contract
The contract shall be governed by the Laws of Pakistan as amended from time
to time.
16. FORMAT FOR PROPOSALS
The technical proposal should be concisely presented and structured in the form of
chapters to include, but not necessarily be limited to, the following information.
Support material should not be part of the main proposal but should be placed at
Appendixes.
16.1
GENERAL
The responding organization should provide the following:

Name of the participating organization or participating organizations (if more
than one) in the responding consortium, including their scope of involvement.

Number of years of incorporation of the participating organization or
participating organizations (if more than one)
16.2
FINANCIAL CAPABILITIES
The responding organization shall describe the financial position of its organization.
Income Statement or Annual Report should be included in the detailed Technical
proposal. The National Tax Numbers and Sales Tax Registration Numbers of
the company and/or partners should also be indicated (Photo copies of concerned
documents should be provided).
16.3
RELEVANT EXPERIENCE
Terms of Reference
Page 9 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
Responding Organizations must demonstrate relevant experience of similar projects.
(Note: Experience with government organisations will be preferred)
S.
No.
Nature of
Project(s)
Total Value
Name of the Project(s),
PKR
Customer(s), Contact
(million)
person & Contact Detail(s)
Note:
Only those Projects should be considered where RO can provide the successful
completion certificate from the Client Organization (Photocopies of documents
should be provided)
Project Director
DRM Strategic Unit
Govt of Khyber Pakhtunkhwa
Terms of Reference
Page 10 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
Annex - A
COST WORKSHEET
Financial Proposals should be substantially in the form of the Cost Worksheet provided
below.
Bidders must itemize all costs associated with providing the required deliverables and
services in a tabular format similar to the following. Purchase of maintenance shall be
at the option of the PDMA.
Equipment for the Project
Establishment of Disaster Risk Management Unit at PDMA
PDMA, Peshawar.
S. No
Item
1
2
3
4
5
6
7
Workstations
Laptop
Laser jet Printer
Photo Copier (Heavy Duty)
Intercom Telephone Set
External Hard Drive
Digital Cam
Terms of Reference
Quantity
04
05
03
01
05
02
02
Page 11 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
Annex – B
DETAIL SPECIFICATIONS
1.
Workstation (Desktop Computers)
(Quantity=04)
Intel Core I7 4th Generation
(2.93GHz, 1066MHz FSB, 3MB L2 Cache)
Intel Express Chipset
4-GB DDR3 (16000-MHz)
500 GB SATA 3.0Gb/s Hard Drive
SATA 16X SuperMulti Light Scribe DVD Writer
Drive(Super Drive)
Intel Graphics Media Accelerator GMA4500
Integrated High Definition Audio
Integrated Gigabit Network Adapter
PS/2 Standard Keyboard & Optical Scroll Mouse
Minimum 4-6 USB Ports
Windows XP Licensed
16GB Flash Drive
18.5” LED Monitor
3 Years Local Warranty
2. Laptops
(Quantity = 05)
Slim thinner laptop,
Intel Core i7 3rd Gen, 1.9 GHz Ivy Bridge - 3.1 GHz
8 GB Ram DDR3, 32 GB SSD +1 TB HDD(SATA),
Optical Drive (DVDRW Super Multi Dual Layer
Graphic Memory 1 GB ATI Radeon HD7570 (Intel HD Graphics
4000)
14" - 1 GB ATI Radeon Graphics High Definition LED
USB 3.0 + (1) USB 3.0 Power Share
Battery 6 Cell 44 WHr Prismatic Battery, camera HD 1 MP
with digital array microphones.
Windows 8 Genuine
1-Year Local Warranty
3. Printers
(Quantity=03)
LaserJet
Print Resolution 1200 x 1200 dpi
Up to 14 ppm print speed black
Up to 14 ppm print speed color
Processor speed 800 MHz or higher
Memory 256 MB & Network Printing (TCP/IP,
IPv4,IPv6. USB Port 2.0, Ethernet 10/100/1000T
network
1-Year Local Warranty
Terms of Reference
Page 12 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
4. Photo Copier (heavy duty)
(Quantity= 01)
Copy Print speed A4:42 cpm or higher , A3:21 cpm or higher
Multi copy, Control CPU Speed 667 MHZ or higher,
Scan Resolution 600 x 600 dpi or higher, fax modem 33.6 kbps or higher, system
memory 2048 MB or higher,
Copy / print volume monthly 60,000 or higher, Booklet output capacity 75 sheets tray
or higher
Tonner life time black 25,000 or higher and drum life time black 120,000 or higher, 1Year Local Warranty
5. Intercom Telephone Set
(Quantity= 05)
Intercom Telephone Set, Automatic fax transfer,
Automatic Pause insertion Call forwarding, Call hold/pick-up,
Transfer and waiting Conference call
Flexible ringing assignment
Hold reminder Intercom Last number redial Music on hold (external / internal) System
Speed dialing (80 numbers) or higher
1-Year Local Warranty
6. External Hard Drive
(Quantity=02)
External Hard Drive Capacity : 2 TB or higher
Interface : USB 3.0 (Data Transfer Rate 5 Gbps ) or higher
Material: Plastic/ Rubber
Pass the U.S. military drop-test standards MIL-STD 810G Method 516.6 Procedure IV
(transit drop test), including specific height free fall test (122cm) or higher.
Mark the IPX4 water-resistant level
3-Years Local Warranty
7.Digital Cam
(Quantity=02)
20 Mega Pixel or higher,
50X Digital Zoom or higher and 100X Digital Zoom or higher
LCD Size 3.0 inch or higher, Dimensions 129.6 X 93.2 X 103.2 mm Memory Type SD
Card, HD Movie Recording
Battery Type: Rechargeable,
1-Year Warranty
Terms of Reference
Page 13 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
Annex –C
NOTICE OF INTENT TO SUBMIT PROPOSAL
DATE: ____/____/2015
RE: PDMA/MIS/P/(PROC)-002
PLEASE PROVIDE THE FOLLOWING INFORMATION FOR THE PERSON WHO WILL
BE THE COMPANY’S PRINCIPAL CONTACT FOR MATTERS REGARDING THE ABOVE
RFP.
Company Name and Address
Signature of company representative
Printed name of company representative
Title
Date
Tel. No.
Fax No.
Email Address
If further information is required, please contact
Mr. Tajdar Khan,
Assistant Director (MIS),
Phone:
+92 (91) 9213867
Fax:
+92 (91) 9213959
Terms of Reference
Page 14 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
Annex - D
PROPOSAL SIGNATURE PAGE
TOR’s NUMBER: PDMA/MIS/P/ (PROC)-001
ISSUE DATE:
16/05/2015
PROPOSALS SOLICITED FOR:
Delivery of hardware, Licensed for OS &
Software’s, Internet Connections.
PROPOSAL DUE DATE & TIME: 03/06/2015
(11.00 AM)
PROPOSALS MUST BE RECEIVED ON OR BEFORE THE DUE DATE SHOWN
ABOVE. LATE BIDS WILL NOT BE ACCEPTED.
SUBMIT PROPOSALS TO: IF FURTHER INFORMATION IS REQUIRED, PLEASE
MR. Mohammad Khalid
Director (HR & Admin) / Project Director
Phone:
+92 (91) 9213867
Fax:
+92 (91) 9213959
Terms of Reference
Page 15 of 16
Establishment of Disaster Risk Management Strategic Unit at PDMA
Provincial Disaster Management Authority, Government of Khyber Pakhtunkhwa
BIDDERS MUST SIGN WHERE INDICATED BELOW AND SUBMIT THIS SHEET
AS THE COVER PAGE IN ORDER TO VALIDATE THEIR BID.
As a supplier of goods and services to the PDMA, I/we certify that I/we fully read
and understood the terms and conditions of this RFP and found no complication. We
agree to provide the services according to the demand.
Company Name and Address
Signature of company representative
Printed name of company representative
Title
Date
Tel. No.
Fax No.
Email address
Terms of Reference
Page 16 of 16