TENDER DOCUMENT
United States Pakistan Centre for Advanced Studies in Energy (USPCAS-E)
NUST Islamabad, Pakistan
(HIRING OF PUBLIC RELATION SERVICES TO SUPPORT USPCAS-E NUST FOR PRINTING, COMMUNICATIONS AND PROVISION OF RELATED SERVICES
1. Bids are invited from well-established public relation agencies and related Services Providers, who should be able to support USPCAS-E NUST for its communications services and related TORs as mentioned in Annex F to this document. To achieve said goals and targets, only committed & skilled and professional agencies having modern facilities for provision of such services and registered with PEMRA or Ministry of Information or registrar of companies/ SECP are invited to submit their bids. These companies/firms having NTN Sales Tax registration as well as active ATL Status in FBR record.
2. SUBMISSION OF QUOTATION BIDS BE SUBMITTED AS UNDER IN THREE (3) SEALED ENVELOPES:
a. 1st sealed envelope, having detail of registration, company profile, taxes and bank related information with necessary documents required to be submitted as mentioned in this tender document, marked as “Company’s Profile”.
b. 2nd envelop, with sealed financial offer & Earnest Money, marked as “Financial Bid”.
c. Both envelops to be placed in a 3rd envelop, sealed bearing firms’ address, phone etc should be addressed to Manager Procurement, USPCAS-E, SMME Building ,West Wing Block, Ground Floor , NUST, Sector H-12 Islamabad.
3. QUOTATION & ATTACHMENTS TO BE PROVIDED BY THE COMPANIES:
a. Sealed bid should be submitted along with the quotation, showing detail of services etc.
b. Quotation should include all applicable taxes i.e. Income Tax, GST etc.
c. Submit “Undertaking by Company” on the form attached as Annex-A.
d. Attach earnest money (refundable) equal to 3% of total quoted value with the bid as pay order/draft in favor of USPCAS-E NUST.
e. Please Submit:-
i. Income and Sales tax certificates along with record of GST deposited in last one year.
ii Company profile.
iii. Bank statement of last 2 Years
iii. Where subject services provided in last 5 years.
iv. Quality Certification (if any).
vi Non-black listing record certificate
vii. Dully filled and signed Annex A – D attached with this document.
f. Bidders are asked to quote validity period of quotation. However, at least 90 days validity after the opening date of bid is required.
NOTE: - Quotation is liable to be rejected in case of incomplete bid as stated above.
4. COST EFFECTS. The total cost of each work/services will be distinctly broken including GST etc and price must be quoted in PKR.
5. INSTRUCTIONS FOR VENDOR/SERVICES PROVIDER TO AVOID REJECTION
(TO BE READ AND NOTED CAREFULLY)
a. Tender Document may either be downloaded from the web www.nust.edu.pk or be obtained from undersigned office during working hours (0900 -1700 hours) till 16 Aug 2016.
b. Bid shall be rejected if the rate(s) are not clear, incomplete, conditional or ambiguous.
c. Performance Guarantee. (PG): Selected firm shall provide a 10% value of contracted value as performance guarantee (PG) till completion of contractual period.
d. NUST reserves Right to get service /works from elsewhere at risk-and-cost of bidder, if the selected bidder:
i. Fails to complete the order, or delays to work/service within the given timeframe mentioned in the quotation or extended time given by the NUST, or deduct complete/ portion of Earnest Money.
ii. Change the required quantity i.e., increases or decrease while placing work order.
iii. Reject any bid or procurement process, any time, as per rules of PPRA.
e. Representatives of bidders are allowed to witness the opening of tenders, without conferring any privilege.
f. Contract Agreement shall be assigned to the successful bidder(s).
g. Late submission of bid will not be entertained under any circumstances.
h Information about works/services will not be communicated to un-authorized person(s).
i. In case of dispute, decision of Pro-Rector/Rector-NUST shall be final and binding on both the parties.
j. Bids shall be compared by “Item wise‟ for maximum number of permissible works/services.
k. Services provider shall be responsible to present sample/ quality of work at NUST premises as and when asked to do so.
l. Subletting of the bid will disqualify the successful vendor.
m. Bid submitted through email/fax will automatically stand disqualified.
n. Integrity Pact envisaged in PPRA rules will apply.
o. All stake holders will be responsible to maintain secrecy/ confidentiality of information /Data shared during all stages of Bidding/ Contract execution.
p. Bids can be withdrawn with in three working days of its submission.
6. PENALTY/LATE DELIVERY. In the event of delay in delivery/completion of works and services at bidder/contractor fault, the he will inform the USPCAS-E (NUST) authorities before expiry of such period giving reasons or justification for delay. However, USPCAS-E (NUST) reserves the right to take following actions:-
a. Evaluate the request for extension in delivery period/timeframe as per its merit and may consider extension in delivery/completion period or otherwise.
b. May cancel the contract.
c. Can get the works/services from elsewhere uncompleted/delayed work at the risk and expense of bidder and without notice to him or to recover liquidated damages when the services purchaser is satisfied that failure to completion of work within the scheduled timeframe has been for reason within the control of supplier, and /NUST has suffered loss for reasons of belated completion of work. These liquidated damages if imposed will be recovered at the rate of up to 2% but not less than 1% of the value of the stores supplied late per month or part of a month for the period exceeding the original timeframe, subject to the provision that total liquidated damages thus proposed will not exceed 10% of the total value of the balance of works/services.
d. The USPCAS-E (NUST) decision under this clause shall not be subjected to arbitration.
7. INSPECTION/TESTING: NUST Inspection Committee will inspect the services provided or works done, as per specifications after arrival at premises. USPCAS-E faculty will carry out necessary inspection regarding quality of works etc (where applicable) and render a certificate of correctness.
8. TERMS OF PAYMENT Following payment terms and conditions will be applicable:-
i. Payment will be made through Cross Cheque.
ii. 100% of the total amount will be released on 100% completion of works/services after necessary inspection.
9. BID RECEIPT & OPENING. Sealed envelope should be addressed to “Procurement Office USPCAS-E” and reach the under-mentioned Mailing Address until 16 Aug 2016 before 1000 hours. Technical quotations (Company Profile etc) will be opened in the presence of firms’ representatives and members of USPCAS-E tendering committee on same day at 1100 hours at the above mentioned address. Financial bids of shortlisted firms shall be opened on 23 Aug 2016 at 1000 hours at under- mentioned address.
MAILING ADDRESS
Manager Procurement USPCAS-E
SMME Building West Wing Block, Ground Floor
NUST Sector H-12 Islamabad, Pakistan
Email:
Phone: 051-9085-5257
Note. Tender notice is only an invitation to offer Bid to the USPCAS-E NUST and the competent authority/procurement office may reject all bids or cancel the tender as per rules laid down by PPRA.
10. SOURCE AND NATIONALITY REQUIREMENTS: All goods, works and services offered in response to this advertisement are to be supplied/completed and under any award must meet USAID Geographic Code 937 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228. The cooperating country for this procurement is Pakistan. Offerers may not offer or provide any goods required for completion/execuation of work or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.
11. WARRANTY: Standard warranty service and repair (If applicable) within the cooperating country is required for all works/ services under this procurement. The warranty coverage must be valid on all works /services for a minimum of twelve (12) months after its completion.
12. TAXES: USPCAS-E is funded by USAID under Pakistan Enhanced Partnership Agreement (PEPA) between the United States of America and Islamic Republic of Pakistan. Therefore the bidder must include GST in his financial bid separately. Later successful bidder will provide GST Invoice (Advance Copy) for which NUST will provide the appropriate GST exemption document through Economic Affair Division to the successful Bidder. However this process may take up to 35-40 days.
13. ORDERED QUANTITY: This organization shall have the right to decrease or increase the quantity /volume of work required at the time of issuance of work order/contract after due consideration of bid prices, completion time, warranty and payment terms.
14. REPEAT ORDER: If required, the USPCAS-E (NUST) may place a repeat order (at previous rates and conditions) for the supply of subject item(s), during a period of one (01) year after the issue of work order/contract as per PPRA rules (i.e. not more than 15%).
15. COMPLETION PERIOD/TIME SCHEDULE: Expected time frame/ completion period must be mentioned on quotation of all works/services which will be counted from the date of notification of award to the successful bidder/bidder. The selected bidder will be responsible for timely completion of works.
16. DEFAULT. If the contractor fails to effect or keep in force any of the insurances referred to in the contract or fails to provide satisfactory work, NUST may, without prejudice to any other right or remedy, terminate the Work Order and cancel contractor rights or remedy to recover the amount paid in advance (if any). If the vendor fails to complete work/services as per approved samples/design and specifications, NUST reserve the right to terminate the contract.
17. ARBITRATION. Pro-Rector Acad/ Rector NUST will be the final authority for arbitration.
18. LITIGATION In case of any dispute only court of jurisdiction at Islamabad shall have the jurisdiction to decide the matter.
19. FORCE MAJEURE: The bidder shall not be held liable in the event of their failure to comply with the scheduled time frame of the ordered works for reasons of Force Majeure including but not limited to: war and other instabilities invasion, act of foreign enemies, mobilization or embargo, civil war etc.
20. EVALUATION CRITERIA: Evaluation process will be as per Annex-E of this document.
MAILING ADDRESS
Manager Procurement USPCAS-E
SMME Building West Wing Block, Ground Floor
NUST Sector H-12 Islamabad, Pakistan
Email:
Phone: 051-9085-5257
Cover Letter / Proposal Submission undertaking.
ANNEX-A
Procurement Manager Date: ______
US-Pakistan Center for Advanced Studies (USPCAS-E) at NUST,
SMME, west wing Building Ground Floor,
NUST Campus H-12, Islamabad
Dear Sir
We, the undersigned, offer to provide our services For PRINTING, COMMUNICATIONS AND PROVISION OF RELATED SERVICES” in accordance with your Tender Document dated , and our Proposal. We are hereby submitting our Proposal, which includes this technical proposal, and a financial proposal sealed under separate envelopes.
We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFP. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFP—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.
The understand and agree that the decision of the procurement/evaluating committee shall be final and cannot be challenged on any ground at any forum and the procurement/evaluating committee will not be liable for any loss or damage to any party acting in reliance thereon.
Furthermore, we hereby certify that, to the best of our knowledge and belief:
We have no close, familial, or financial relationships with any NUST / (USPCAS-E) staff members;
We have no close, familial, or financial relationships with any other bidder submitting proposals in
response to the above-referred RFP.
The prices in our offer have been arrived independently, without any consultation, communication, or
agreement with any other bidder or competitor for the purpose of restricting competition.
All information in our proposal and all supporting documentation is authentic and accurate.
We understand and agree to NUST / (USPCAS-E)’ prohibitions against fraud, bribery, and
kickbacks.
We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.
Authorized Signature
M/S
ANNEX B
SOURCE AND NATIONALITY COMPLIANCE FORM
(Attachment of this form with Technical Proposal is must)
The purpose of this form is to gather information from bidders about source/nationality compliance. The authorized USAID geographic code for the USPCAS-E is 937.
1. Origin: While the concept of “origin” has been deleted from the USAID procurement regulations, there are still significant U.S. regulations (such as OFAC regulations) that prohibit transactions with certain countries. As such, I confirm that the quoted items are not manufactured, grown, produced, shipped from, or otherwise originate from any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, or Syria.
☐ No, I cannot confirm ☐ Yes, I confirm this is true.
2. Source:
“Available for Sale” in the Cooperating Country:
• Bidder/Supplier is an authorized sales representative/dealer of the manufacturer in the cooperating country. If yes please provide brief introduction and attach copies of dealership certifications.
• Quoted items are included in supplier’s standard catalog. (Yes /NO)
• If yes, attach catalog.
• Supplier certifies that quoted items are routinely traded or offered for sale in the cooperating country. (YES /NO)
• Supplier has an installation base in the cooperating country. (YES / NO)
• If yes provide some details of after sale support points with complete addresses.
• Offered equipment is serviceable by the supplier and has a valid warranty in the cooperating country
(YES / NO)
• IF yes, please provide details of capability how equipment is serviceable in cooperating country
• Complete details of type of warranty offered in cooperating country (or attach standard warranty terms and conditions offered).
• Supplier will be responsible of ensuring that after sale service support / spare parts are available will try all efforts to make it available. (Bidder / Supplier agrees with is statement) – Yes / NO
For items purchased outside of the cooperating country:
If the items are not “available for purchase” in the cooperating country, identify the “source” of the