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Government of Pakistan
National Disaster Management Authority
*****
Tender Documents
For
Stationery, & Miscellaneous Items
For the Financial Year 2014-15
List of Attachments:
1. Invitation to Bids
2. Terms & Conditions / Instructions
3. List of Items
4. Bid Declaration Form
5. Form of Evaluation Criteria
6. Form of Contract
Tender Notice
National Disaster Management Authority (NDMA), Islamabad invites sealed tenders from well
reputed firms/vendors registered with sales tax department and having National Tax Number
(NTN) based in Islamabad / Rawalpindi during financial year 2014-15 for the following items:1)
Supply of Stationery, Miscellaneous Items
2)
Toners
The tender documents including instructions/ terms and conditions may be obtained from the
office of the undersigned (Room No.238-B, Prime Minister’s Office Premises, Islamabad) during
office hours. The same can be downloaded from NDMA’s website: www.ndma.gov.pk or PPRA
website: www.ppra.org.pk
The sealed bids (separately for each of the above items) must reach the undersigned before
1100 Hrs on December 03, 2014 which will be opened the same day at 1130 Hrs.
(Hafiz Shakil Ahmed Qureshi)
Director (Administration & Procurement)
National Disaster Management Authority
(Prime Minister’s Office Premises)
Tel: 9204429
Terms and Conditions for Bids and Bidders
1. Tender Identification Number: TENDER # 03 / 14-15.
2. Bids are invited for “SUPPLY OF STATIONERY & MISCELLANEOUS ITEMS DURING THE
FINANCIAL YEAR 2014-15” through SINGLE STAGE ONE ENVELOPE METHOD.
3. The Procurement Agency is:
National Disaster Management Authority
Prime Minister’s Office Premises
Islamabad
4. NDMA will follow single stage one envelop bids process. Bid validity period should be 120
days from the date of opening of tender. The amount of the bid and bid security / earnest
money shall be in Pak Rupees. Bids should be accompanied with bid security / earnest money
(refundable) for an amount Rs. 25,000/- in shape of either pay order, demand draft in favor of
DDO National Disaster Management Authority, Prime Minister’s Office Premises, Islamabad.
Bids not accompanied by bid security / earnest money will not be entertained.
5. Bid security / earnest money of successful bidders will alone be retained as security deposit
(till expiry of contract period) and that of the rest will be returned.
6. In case of unsatisfactory supplies / services in any manner including quality & quantity and
time line, the bid security / earnest money will be forfeited and contract will be partially / fully
cancelled which may lead to blacklisting of firm.
7.
Samples of papers, staplers and envelopes are to be provided with bids. Sample(s) of
unsuccessful bidders will be returned after finalization of bidding process.
8. Incomplete and conditional quotations will be rejected forthwith.
9. No cutting / overwriting in the offered prices will be accepted.
10. The successful bidder(s) shall be bound to supply the goods at the quoted / approved rates
throughout the financial year 2014-15 (up to 30th June, 2015).
11. The rates must be quoted strictly in accordance with our documents and Annex(s). In the
event of non-acceptance of offer no intimation will be given to the individual bidder. The result
will be available on NDMA’s website.
12. Interested firms should have regular place of business, telephone numbers and email
address and must provide proof of their existence in the particular business, for not less than
one year.
13. An affidavit that the company has never been blacklisted by any Ministry / Division /
Department / Organization of the Government of Pakistan must be presented with the bids.
14.
Bidders do not have the option of submitting their bids electronically. Unsealed bids will
not be entertained / received.
15.
Place of destination is: National Disaster Management Authority (NDMA), Islamabad.
16.
The envelopes shall bear the following additional identification marks:
Bid for: “SUPPLY OF STATIONERY & MISCELLANEOUS ITMES 2014-15”
Firm Name: XYZ Firm
Attention: Director (Admin & Procurement),
NDMA, Prime Minister’s Office Premises
ISLAMABAD
17. The deadline for the submission of bids is: December 03, 2014 Time: 1100 Hrs.
18.
The bid opening shall take place at the following address. The bidders or their
representatives who choose to be present on the occasion may give timely intimation for entry
facilitation in Prime Minister’s Office Premises.
National Disaster Management Authority
(Room No. 220-E), Prime Minister’s Office Premises
Islamabad
December 03, 2014
Time: 1130 Hrs
19. Bids received after the due date and time will not be entertained.
20. Stationery & miscellaneous items shall be supplied strictly in accordance with approved
quality, brand and measurement etc.
21. Successful bidder(s) shall sign an agreement for supply of selected items during the
financial year 2014-15 (ending June 30, 2015).
22. Maximum supply time of ordered items will be three days from the date of issue of
Purchase Order, however, right to modify/extend supply period remains with the
Administration & Procurement Department, NDMA, Islamabad.
23. Payments (subject to deduction of all leviable taxes as per rules) will be processed after
receipt of complete supplies as per Purchase Order.
24. In case the supplier fails to supply any ordered item(s) within the stipulated delivery time,
such item(s) will be purchased from second source/open market and difference of cost will be
charged to the said supplier and deducted from the payables.
25. The right to accept or reject any or all offers / bids without assigning any reason is reserved
by the NDMA in line with PPRA Rules. The decision of the NDMA would be final and binding on
all matters relating to this tender.
26. The NDMA will accept lowest evaluated bid as per Rule 38 of PPRA Rules, 2004. However,
NDMA reserves the right of accepting full or part supplies offered and bidders will be bound to
supply the same at the rates finalized between the contractor and the NDMA.
27.
It is of utmost importance that bids should be submitted very carefully and the
instructions set forth above, scrupulously complied with, failing which the offer will be ignored.
Note:
a. Attachment Details are as under:
b.
i.
List of Stationery : Annex “A”
ii.
List of Miscellaneous items: Annex “B”
iii.
Form of Contract: Annex “C”
iv.
Bid Declaration Form : Annex “D”
v.
Evaluation Criteria : Annex “E”
Required stationery items are selected on the basis of required quality w.r.t its use
within the organization. However, if any firm/supplier wants to bid for any equivalent / better
quality item then it may do so, provided that samples are submitted with the bid.
c.
Detail of taxes included in unit price w.r.t to percentage and breakup must be given.
•
If the above Terms & Conditions are acceptable then Bids must be
submitted well in time and according to the requirements.
Government of Pakistan
Climate Change Division
National Disaster Management Authority
Islamabad
***
Stationery items.
S# Name of items
1
Description
No. of
Unit.
01
2.
Paper Ream imported
A/4
Paper ream imported
3
Paper Ream imported
4.
Ball point
210x297mm, 80 gm,
500 sheets AA Brand
297x420mm, 80 grm,
500 sheets AA Brand
Legal size
216x342mm, 80 gm,
500 sheets AA Brand.
Piano
5.
Ball point
Picasso
dozen
6.
Ball point
Uni-ball eye
dozen
7.
Ball point
Uni-ball signo 0.7 m
dozen
8.
Paper clip
36 mm
Pkt
9.
Paper clip
30 mm
pkt
10.
Diary Register
-
each
11.
Dak book/peon book
100-pages
each
12
Envelope
File size khaki
100
13
Envelope
100
14
Envelope
File size white
Imported
S.E. 5
15
Envelope
S.E. 6
100
01
01
dozen
100
Unit Rate
Exclusive
of all
applicable
taxes.
Unit Rate
Inclusive
of all
applicable
taxes
16
Envelope
A-4 Size Khaki
100
17
Envelope
A-4 White imported
100
18
Envelope
4”x9” white imported
100
19
Eraser
Pelican AL-30
dozen
20
File flapper with cloth
Good quality
100
21
File board
Legal size
100
22
File Tags
White
Bundle
23
kacha
100
24
File cover good
quality
File Register
-
Each
25
File tray
Plastic good quality
Each
26
Gum stick
UHU - medium
Each
27
490
Each
28
Highlighter, Pelikan,
Text marker.
Lead pencil
29
Lead pencil
30
Goldfish HB-6000
Pkt
Pkt
Marker permanent
Goldfish with rubber
HB-6000
Dollar
31
Marker board
For white board
Pkt
32
Marker paint
Golden/silver/white
Pkt
33
Paper pins
-
pkt
34
Post it pad
2”x2”
pkt
35
Post it pad
3”x3”
pkt
36
Post it pad
3”x5”
pkt
Pkt
37
Punch single hole
Heavy duty
each
38
39
Punch Double hole
Dell 0107.
Paper cutter (large)
superior quality
each
40
Paper cutter blade
For large paper cutter
pkt
41
Scotch tape
Size 1”x72
dozen
42
Packing tape
Size 3”x40 meter
each
43
Rubber band
44
Sharpener (plastic)
Germany
dozen
45
Sharpener (plastic)
Pak made
each
46
100-pages good
quality
-
each
47
Shorthand notebook
(spiral)
Shorthand pencil
48
Stapler pin
Dollar (Bx20 packets)
Box
49
Max-Japan 12 N/17.
each
50
Stapler machine,
Heavy Duty.
Stapler machine Max.
HD10D
each
51
Stapler pin
For the above
pkt
52
Stapler remover
53
Stamp pad
Large size
each
54
Uni-correction pen
Pelican
each
55
Fluid
each
56
Draft pad normal
Pelikan
(fluid+thinner)
Large size
57
Draft pad normal
Small size
each
each
pkt
pkt
each
each
58
Draft pad 4”x6” spiral
Superior
each
59
Orion (Superior )
each
60
Draft pad spiral
3”x4.3
Stock register
receipt and issue
each
61
Vehicle Log book
62
White binded 200pages
each
64
Vehicle maintenance
Register
Diary/Dispatch
register
Box folder imported
Medium size
each
65
Box Folder (Superior)
large size
each
66
Ruler
12” steel
each
67
Ruled register
Good quality
each
68
Scissors (Executive)
09-inch
each
63
each
each
MISCELLANEOUS.
S.N
Items.
Brand.
No.of Unit
1
CD-R (with cover)
Maxwell/Sony
Dozen
2
CD-RW (with cover)
Maxwell/Sony
Dozen
3
Printer cable (genuine)
USB type
each
4
USB HP
4-GB
each
5
USB
HP
8-GB
each
6
USB
HP
16-GB
each
7
Extension lead (with 20
feet cable)
Pak made 8 port
each
8
Battery cell “D” Size
Toshiba/Sony
dozen
9
Battery cell AA
Toshiba/Sony
dozen
10
Battery cell AAA
Toshiba/Sony
Pair
11
Energizer cell AA
-
pair
12
Mouse
Danya
each
13
Mouse
Dell
each
14
Mouse pad
15
Calculator Casio
12-digit
each
16
DVD RW (with cover)
Sony
each
17
DVD RW (with cover)
Maxwell
each
18
Air freshener
Lotion admire
300ml
each
each
Unit Rate
Exclusive
of all
applicable
taxes
Unit Rate
Inclusive
of all
applicable
taxes.
19
Air freshener
Wish Lemon 300
ml
each
20
Bath soap
Lux-115 gm
dozen
21
Dustbin
Plastic
Dozen
22
Duster white
Thick cloth
24”X24”
Dozen
23
Duster yellow
Thick cloth
superior quality
36”x36”
Dozen
24
Glint
Peridot Product
500 ml
Each
25
Insect killer
Mortein 300-ml
Each
26
Surf Excel
250-grm
Each
27
Vim/max
500- grams bottle
Each
28
Tissue paper
Rose Peal luxury
Dozen
29
Tissue paper
Rose petal
perfumed
Dozen
30
Car polish
Cosmic
Each
31
Revive All shiner
250 ml
Each
32.
Phillips Energy Savour
Voltage
Each
33.
Tublights – Phillips.
40 Volt
Each
Contract No.__________
Government of Pakistan
National Disaster Management Authority
Islamabad
*****
FORM OF CONTRACT
Dated_______
This contract is made at Islamabad on the ________2014 between the President of the
Islamic Republic of Pakistan through National Disaster Management Authority, Climate Change
Division, Government of Pakistan (hereinafter called the “Purchaser” of one part and M/s
_____________, having its registered (or principal) office at ____________(hereinafter called
“Supplier”) of the other part.
Whereas, the Purchaser invited bids, through tender notice in the press, for supply of
_______________( hereinafter referred to “ Stores”) and the Supplier, alongwith other firms
filed bid in response thereto. The bid of M/s ___________, having Sales Tax Registration
No______ and National Tax Number________, was found the lowest evaluated bid amongst
valid bidders.
Whereas, the Purchaser has accepted the bid of the Supplier and the Supplier has agreed
to supply the items at approved rates as mentioned in Annex-I which will remain valid
throughout the Financial Year 2014-15 ending 30th June, 2015. The Supplier shall ensure the
supply as per: (A) List of items at approved rates (B) Other Contract Conditions / Terms:
A. List of items alongwith approved rates (Annex-I)
B. Other Contract Conditions / Terms
I.
The terms and date of delivery:
a. Order of Supply of Stores shall be placed as per
requirement(s) which may vary from time to time.
Maximum supply time of ordered items will be (03)
three days from the date of issue of Purchase Order
(PO). However, right to modify/extend supply period
remains with the Administration & Procurement
Department, NDMA, Islamabad.
b. In case the supplier fails to supply any ordered
item(s) within the stipulated delivery time, such item(s)
will be purchased from second source/open market and
difference of cost will be charged to the Supplier &
deducted from the payables and / or the bid security /
earnest money will be forfeited and contract will be
partially / fully cancelled resulting in black listing of
firm.
II
Place of Delivery:
III
Dispatch Instructions:
IV
Supply of sub-standard Stores:
V
Terms of Payments:
VI
Taxes and Duties:
VII
Bid Security:
VIII Litigation:
IX
Integrity Pact:
X
Force Majeure:
The Supplier shall deliver the stores, at his own cost, at
National Disaster Management Authority, Islamabad.
In case of any short delivery / discrepancy or damage,
the Supplier shall be responsible for acceptable
replacement.
Stores shall be supplied strictly in accordance with
approved quality, brand and measurement etc. In case
of unsatisfactory supplies / services in any manner
including quality, brand & quantity, the bid security /
earnest money will be forfeited and contract will be
partially / fully cancelled resulting in black listing of
firm.
After receipt of complete Supplies as per PO, the
Purchaser shall pay the cost of actual/ acceptable
Stores, through crossed cheque upon completion of
codal formalities, after submission of invoice / bill by
the Supplier. The Purchaser shall deduct, at source, all
leviable taxes as prescribed by the Government from
time to time.
The rates / prices quoted by the Supplier shall be firm
and final. The prices quoted by the Supplier are
inclusive of all taxes/duties whether federal or
provincial or local Government.
Bid security / earnest money amounting to Rs. 25,000
deposited by the Supplier in favour of DDO NDMA at
the time of bidding shall be retained. The bid security
is refundable on satisfactory completion of Contract
and upon issue of such certificate by the Purchaser.
a. All disputes arising out of contractual obligations
shall be settled through arbitration by a Committee to
be constituted by the Chairman, NDMA in the light of
provisions for the Public Procurement Rules, 2004.
b. In case of any dispute, the courts at Islamabad shall
have the jurisdiction.
The seller / supplier hereby declares that it has not
obtained or induced the procurement of any contract,
right, interest, privilege or other obligation or benefit
from Government of Pakistan or any administrative
subdivision on agency thereof or any other entity
owned or controlled by it (GOP) through any corrupt
business practice.
Force Majeure means unexpected circumstances, any
event or condition such as war or natural calamity /
disaster such as earthquake etc which wholly or
partially delays or prevents a party from performing
any of its obligations under the contract is
unforeseeable and unavoidable is beyond the
reasonable control of such party and occur without the
fault or negligence of either party. The affected party
shall give written notice with the detail of affected
work. The entire obligation shall stand suspended
during the Force Majeure.
In witness whereof the Purchaser and the Supplier have executed this Contract and hereinto
subscribed their names and set their respective seals on the date first above written.
Witness: 1. _____________
M/s ______________________________
2.______________
For and on behalf of Purchaser
Deputy Director
National Disaster Management Authority
Bid Declaration Form
1. Name of Interested Firm :
_____________________________________________________
2. CNIC# : _____________________________________________________
(Please attach Copy of CNIC)
3. NTN# : _____________________________________________________
(Please attach Copy of NTN Certificate)
4. GST# _____________________________________________________
(Please attach Copy of GST Certificate)
(Inwords)_________________________________________________________________
5. Value of Earnest Money Rs.______________________________________________
(Inwords)_________________________________________________________________
6. Contact Number : ______________________________________________________
7. Postal Address : _______________________________________________________
_______________________________________________________________________
8. Email Address : _____________________________________________________
Declaration: I certify that, to the best of my knowledge and belief, all of the information on and
attached is true, correct, complete and made in good faith. I understand that false or fraudulent
information on or attached to this form may be grounds for not entertaining my bid, or for
cancellation after bid acceptance, and may be punishable by fine or imprisonment according to
law of Pakistan. I understand that any information I voluntarily provide on or attached to this
bid may be investigated. Moreover, I hereby declare the all the terms and conditions of the
biding document are accepted.
EVALUATION CRITERIA
Sr.
1
2
3
4
5
6
7
8
Name of Firm
Experience in
Relevant Field
Partners /
Clients
Registration with
Incometax / Sales
Tax
Unit Price
quoted
Soundness / Size of
firm /Presence
Bid Security
Affidavit
Remarks