DOCUMENTS FOR SHORT LISTING / PRE-QUALIFICATION ...

Pre-qualification Documents Tender

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DOCUMENTS FOR SHORT LISTING /

PRE-QUALIFICATION OF

WORKSHOPS / FIRMS

(VEHICLE, EQUIPMENT & MACHINERY)

PUNJAB EMERGENCY SERVICE DEPARTMENT

(RESCUE 1122)

Repair & Maintenance Wing, Punjab Emergency Service Department,

Headquarters, Rescue 1122, Thokar Niaz Baig, Motorway M-2, Lahore.

Official Phone No. 042-35131822-23 Email: [email protected]


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Introduction

The Punjab Emergency Service Department (Rescue 1122) (hereinafter referred

to “Service”) has been established under the Punjab Emergency Service Act, 2021 (amended)

for professional management of emergencies such as road traffic accidents, buildings collapse,

hazardous material incidents, fires, disasters, etc. The procurements in the Department are

governed under the Punjab Emergency Service Financial Rules 2007 and Punjab Procurement

Rules, 2014 duly notified by Government of the Punjab.

The Department requires technically and financially capable workshops/firms

having adequate managerial capacity to handle the repair and maintenance of Vehicles,

Equipment & Machinery of the Service to participate in the prequalification process.


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(IPL-9198)


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(IPL-9198)


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(IPL-9198)


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PRE-QUALIFICATION OF WORKSHOPS

INSTRUCTIONS:

1. The workshop/Firm having at least 03 years experience in repair of vehicles (Heavy

Trucks, Mini Trucks, Vans, Pickup, Jeeps, Motor Bikes, Generators set, and Equipment),

registered with PST and income Tax can apply for Pre-qualification with Punjab

Emergency Service Department (Rescue 1122).

2. The pre-qualification of the workshops/firms shall be valid for 02 year extendable for one

year. After 03 years, the process of pre-qualification of workshops/firms shall be

done/carried out again through advertisement in the newspapers.

3. Workshops/firms pre-qualified with Punjab Emergency Service Department (Rescue

1122) have to get renewal of pre-qualification for 3rd year and the renewal shall be based

on the satisfactory performance of the workshops/firms.

4. The workshop/firms conforming to the evaluation criteria shall be pre-qualified by the

Punjab Emergency Service Department.

5. After pre-qualification process, a letter of selected workshops shall be issued to all

successful workshops/firms.

6. The already prequalified workshops/firms need not to apply. However, they may apply for

the renewal subject to the rules and regulations.

7. The Punjab Emergency Service Department reserves the right to accept or reject any or

all applications for pre-qualification on the basis of the assessment criteria as per rule 35

of PPRA Rules, 2014. The Decision of PESD as to whether or not the applicant is eligible

for the prequalification shall be final and binding on all the applicants.

8. As per Rule 36A of PPR-14 one person may submit one bid and if one person submits

more than one bids, the procuring agency shall reject all such bids.

9. After 03 years, the process of pre-qualification of workshops/firms shall be done/carried

out again through advertisement in the newspapers.

10. Pre-qualification documents fee Rs.1,000/- is not refundable/non-adjustable.

11. The Punjab Emergency Service Department reserves the right to reject application of the

workshop/firms as per PPRA Rules.


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WORKSHOP/FIRM EVALUATION CRITERIA:

The Workshops evaluation for the pre-qualification shall be done on the following parameters:

Sr. # EVALUATION PARAMETERS PASS FAIL

1 Compliance to Terms and Conditions of pre-qualification

documents

2 Sales Tax Registration STN/NTN/PST/ Income tax

3 Evaluation Parameters to weight the Workshops Capacities/

Capabilities for doing the Repair work.

Total Marks

Obtained

Marks

3-A Preference to an authorized dealer with 2S, (service and spare parts) (1S=03

marks, 2s=07 marks and 3s=10 marks) 10

3-B

Previous experience of the Workshops with Government Departments/renowned

private organizations (the marks shall be awarded as under. (03year=05,

04year=07, 05year and above=10) 10

3-C

Previous experience with the Punjab Emergency Service Department

(02 mark for each year up to 05 years & no additional marks above 05 years). 10

3-D

The requirement for Technical Staff 1. Engineer will be preferred

(Mechanical, Electrical, Auto & Diesel Engineer) 2. Supervisor 01

(1supervisior=03 marks, 2& above supervisors=05 marks) 3. Auto Mechanic’s 03

(1Mech=05 marks, 2Mech =07 marks, 3& above Mech =10 marks) 4. Auto Electricians 01

(1Auto Elect=03 marks, 2& above Elect=05 marks) 5. Auto Denter Pinter 01

(1Auto Denter Painter=03 marks, 02& above =05 marks) 6. Fabricator 01

(1Fabricator=03 marks, 02& above =05 marks)

30

3-E Machinery , Equipment and Tools (complete sets as per No. of technical staff

according to the list) 10

3-F

Financial position / Status/Bank Statement for last 03 years 1. Major District Minimum ( Average balance in one financial year at least Rs.

300,000/-) (03 lac=05 marks, 04 lac=07 marks, 05 lac & above =10 marks) 2. Small District Minimum (Average balance in one financial year at least Rs.

200,000/-) (02 lac=05 marks, 03 lac=07 marks, 05 lac & above =10 marks)

10

3-G Area of Workshop / Layout (At least 05 Marla) (05 Marla=05 marks, 10 Marla=07 marks, 15 Marla and above =10 marks) 10

3-H

Previous repair work related to the Government Departments (Rs. 25000/= 01 marks, Rs. 50,000/= 03 marks, Rs. 75,000/=05 marks, Rs.100,000 &

above= 10 marks) 10

Total Marks Obtained Pass/Fail

Note:

All workshops conforming to evaluation criteria 1-2 shall be considered for subsequent

evaluation. The workshops obtaining at least 50% marks and shall be qualified accordingly.


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TERMS AND CONDITIONS FOR WORKSHOPS/FIRMS:

1. The prequalification have been done in accordance with the PPRA rules and regulations

all the documents/statements should be submitted by workshops/firms for its

prequalification.

2. The pre-qualification of the workshops/firms shall be valid for 02 year extended

able/renewal for 01 year, on payment of renewal fee of Rs. 1,000/- for 3rd year.

3. Preference will be given to an authorized dealer with 2S, (service and spare parts)

facilities to ensure the validity of warranty and genuineness of spare parts.

4. The workshops/firms shall deposit the required security preferably in shape of CDR of

Rs.25,000/-(Rupee twenty five thousand) in favor of Director General (PESD) for period

of 03 years along with prequalification documents. The same shall be released if the firm

is not able to meet the required criteria or requests cancellation of prequalification or

expiry of prequalification tenure. Failure to submit required security along with

prequalification documents will result in rejection of application for prequalification.

5. A short-listed workshop may enter into a rate contract with the Department for a period of

two years extendable for another year provided the quality of work is satisfactory.

6. The committee constituted by the Punjab Emergency Service Department shall visit the

workshops/firms for physical verification of staff and tool & equipment before, during and

after pre-qualification.

7. Workshop/firm shall be disqualified if the information submitted by it concerned to its

qualification found at any time to be false and materially inaccurate or incomplete.

8. Pre-qualified workshops/firms must inform the Department in case of any change

regarding addition or deletion of any machinery / equipment / part or section of the

workshop.

9. The pre-qualified workshop/firms must inform the Punjab Emergency Service

Department in case of any change in the address or location of the workshop/firms or

office.

10. The workshops/firms on the panel will be bound to carry out the perquisite work on

immediate basis when vehicle is referred to it even at odd hours.

11. The pre-qualified workshops/firms shall participate/quote repair cost for at least 80%

number of repair jobs in each year. This, among other, will be a pre-qualification

condition for renewal of pre-qualification in 3rd year.

12. The prequalified workshops/firms will be bound to provide quotation validity for a period

of 45 days starting from the receipt of quotations.

13. The prequalified workshops/firms will be bound to deliver the services/goods in

accordance with the delivery schedule as specified in the schedule of requirements/work

order(s).

14. While submitting the rates, the workshops/firms should clearly mention whether

GST/PST is excluded or included in the offered rates, otherwise it will be assumed as

included.

15. All parts should be brand new and in original manufacturers packing.


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16. The workshops/firms will be bound to return old spare parts in case of replacement with

the new.

17. Guarantee / Warranty period of each item replaced or repaired should be clearly

mentioned on quoted rates.

18. In case of un-satisfactory performance, service, quality work or non-genuineness of

parts, the Punjab Emergency Service Department may terminate the pre-qualification of

workshop/firms subject to notice and after affording an opportunity of personal hearing.

19. If the parts/services supplied are found during physical examination /inspection to be

against the required specifications, approved samples, faulty, expired or if it is of

substandard quality, the parts/services may be rejected, and the workshop/firm shall

either replace the rejected parts/services or arrange alterations necessary for rectification

of observation, to meet the required specifications free of cost. Replacement or alteration

in lieu of the rejected parts/services shall again undergo physical examination

/inspection.

20. The pre-qualified workshops/firms shall be proceeded against of punitive action(s) in

case of following

• Corrupt and fraudulent/practices as defined in PPRA.

• Making false statements to gain undue advantage.

• Commission of fraud/embezzlement.

• Criminal breach of trust, cheating, forgery.

• Receiving stolen property, falsification or destruction of records.

• False use of trade mark, evidence and false information.

• Professional misconduct; failure to proceed with signed contract. Quoting

ridiculously lower rate and withdrawing the offer.

The punitive actions(s) shall be as under:

1. Cancellation of pre-qualification.

2. Suspension of pre-qualification.

3. Debar in the repair of jobs for a specific period in procuring agency in the light

of circumstances of the case.

4. Black listing of for 1-3 years as per PPRA Rules.

The punitive action(s) i.e. show-cause shall be initiated by the DD (R&M)/Head of

R&M Wing of the Service, against prequalification of workshops/firms on the report of the

districts. Above mentioned actions (all or either) shall be imposed by the following committee

after affording an opportunity of personal hearing:

a. Director General Chairman

b. Administrator of the Service Member

c. Head of Planning & Development Wing of the Service Member


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d. Head of Finance Wing of the Service Member

e. Head of Repair & Maintenance of the Service Member

APPLICATION FORM (PREQUALIFICATION)

Name of the workshop/firms

Address of workshop/firms

Phone (Mobile & Land Line) Fax

Email URL

Type of Business (Sole Proprietor /

Partnership/Limited etc):

Name of the CEO:

CNIC of CEO:

Qualification of CEO:

Name & CNIC of other owners of the

workshops (if any):

i)

ii)

National Tax Number STRN

PSTN

EXPERIENCE:

Sr. No Department/Organization Prequalification/Registration Period (In years)

01 (Yes/No)

02 (Yes/No)

03 (Yes/No)

04 (Yes/No)

05 (Yes/No)

WORKSHOP/FIRMS DETAILS:

Date of Establishment:

Total Area of the workshop/setup:

Total No. of Employees: Owned/Rented

No. & types of vehicles repaired last

three years: (Attach separate list, if required)


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Attach a list of repair facilities, machinery and equipment available in the workshop

FINANCIAL DETAILS:

Average Annual Business Turnover

Last three years (Rs.): (Attached documentary evidence)

Total Income/ sales/ labour tax paid

for the last three years (Rs.):

List of clients for Last 03 years (Please Attach separate list)

DETAIL OF TECHNICAL STAFF:

Name Designation Qualification Total

Experience

Experience

with Current

Workshop

Training detail (Local/Abroad)

Note: Please attach a separate sheet if required. And also attach all academic and training

certificates of technical staff.


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CHECK LIST OF REQUIRED DOCUMENT:

Sr. Description Yes/No

1. Receipt of Rs.1,000/- deposited for pre-qualification documents

2. Workshop Registration Certificate.

3. NTN Certificate

4. Valid Income Tax Registration

5. Valid General Sales Tax Registration (Status Active with FBR)

(where applicable)

6.

Undertaking on Judicial Paper that the firm is not blacklisted and not

involved in litigation with any of provincial or Federal Government

Department, Agency, Organization or autonomous body anywhere in

Pakistan. In case involved in any litigation process, proof of dispute

resolution is required.

7. Photocopy of the CNIC of CEO and witness 1&2

8.

Photocopy of CNIC of managerial and technical staff along with their

contract agreement with the firm to establish the strength of the

workforce

9. Photocopy of major contracts last 03 years.

10. Past performance of the firm issued by the concerned District

Emergency Officer (If applicable)

11. Any certificate/ contract/ official letter to establish at least 03 year

experience in Government/Renowned private organizations

12. Annual turnover supported by income tax returns.

13. List of equipment and machinery.

14. Dealership certificate (If applicable).

15. Certification from the bank for financial stability of the workshop/Bank

statement for the last 02 years.

16. Photocopy of the ISO certification (if any).

17. Original CDR of Rs.25,000/- in favor of Director General PESD.

Signature of the bidder: _______________________________________________

Stamp of the Firm: ____________________________________________________


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Dated:______________

CERTIFICATE

We hereby confirm that we have read carefully all instructions, terms and conditions for

pre-qualification/registration of workshop/firms. We agree to abide by all these

instructions, terms and conditions.

Name of firm/workshop:

Signature and Stamp of CEO:

Designation:

Address:

Witness-1:

Name: ______________ CNIC: ____________________

Full address: ___________________________________

Signature: ____________________ Date: _____________________

Thumb Impression: __________________

Witness-2:

Name: ______________ CNIC: ____________________

Full address: ___________________________________

Signature: ____________________ Date: _____________________

Thumb Impression: __________________


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To,

The Worthy Director General,

Punjab Emergency Service Department,

Rescue 1122, Lahore.

Having examined the prequalification documents the receipt of which is hereby duly

acknowledged, we, the undersigned, offer the supply and deliver the services/goods specified

in and in conformity with the said prequalification documents.

We undertake, if our bid is accepted, to deliver the services/goods in accordance

with the delivery schedule specified in the schedule of requirements/supply order(s). If our bid is

accepted, we agree to provide security in the shape of CDR/PO/BG shall be retained by the

Punjab Emergency Service Department as a security for the successful completion of the

contract including warranty period.

We agree to abide by instruction/terms and conditions, and it shall remain binding

upon us and may be accepted at any time before the expiration of that period. Until a formal

contract is prepared and executed, this bid, together with your written acceptance thereof and

your notification of award shall constitute a binding contract between us.

We understand that the procuring Agency is not bound to accept the lowest or any

bid.

Name of the Workshop/Firm ______

Signature ______

Company Stamp ______

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