Procurement

Sindh Public Procurement Rules

2010

In the Light of

Procurement Planning •Limitation on Splitting of proposed procurement •Specifications •Approval mechanism

Methods of Advertisement

– The advertisement may be published in leading newspapers, after approval from Authority concerned

– Advertisement should reflect the time period, specific advertisement

– In emergency time limit is condoned with the approval of Competent Authority

– Proprietary items can be procured from a single source

Procurement Advertisements:• Methods of Advertisement (Single Stage Two Envelope Bidding Procedure) viz.

•Technical •Financial

• Response Time

PARTICIPATION IN PROCUREMENT PROCESS

• All bidders should be invited to participate in the Procurement Process

• Domestic suppliers be given preference

FOLLOWING ARE NECESSARY • Bid security• Opening of bids • Evaluation of bids• No alteration allowed once the bids are opened

• Acceptance and rejection of bids• Re-bidding

The Director Information DepartmentGovernment of Sindh, Karachi   Subject: Advertisement (Tender Notice)  I am enclosing 10 copies of advertisement (Tender Notice) for publishing the same in the leading newspapers preferably DAWN, JUNG and Kawish. The bill of the same may please be sent to PITE Sindh, Nawabshah. HEAD OF THE DEPARTMENT

TENDER NOTICENawabshah, Dated the 20th April, 2012

 The Provincial Institute of Teacher Education (PITE) Sindh, Government of Sindh invites sealed Tenders from manufacturer/ Distributor/Supplier/ firms/ companies registered with Sales Tax and Income Tax Departments for the supply of following items.    

Bid Form along with specification of all the above mentioned items contained detailed specification, terms & condition can be obtained from the office of the undersigned and from the date of publication by submitting written request / application against the payment (Non-refundable) of prescribed fee mentioned as above in the shape of Demand draft / Pay Order in favor of undersigned upto 28th April, 2012 during working hours. 

S#

Description Date of Opening Tender Fee

1. Procurement of Electronics Equipment

2. Procurement of Furniture/Fixture

3. Others

Quantity of Each item can be enhanced or reduced or item dropped by the purchase committee. All applicant firms shall be required to deposit a bid security in shape of pay order equivalent to 2.5% of total bid price, along with their sealed financial bids. The sealed bids should reach the office of undersigned on or before 12:00Noon on 10th May, 2012. The bids will be opened on the same day at 01:00PM in the office of the undersigned. The rates quoted should be inclusive of GST, Income Tax etc. GST will be deducted at source as per prescribed rates. Bids must be in PAK rupees. The Competent Authority may reject all or any Tenders at any time prior to the acceptance of the tender/bid subject to the relevant provision of SPPRA Rules 2010. In case Government declares / announce public holiday on the date of opening of Tender, the Tender will be opened on the next working day. No Tender will be issued on the date of opening.    HEAD OF THE DEPARTMENT

BIDDING DOCUMENTS • Invitation to bid• instructions to bidders• Form of bid• Form of contract • Delivery time• List of goods • Bid evaluation

PRE-QUALIFICATIONS i. Relevant experiencesii. Personal attitudeiii.Financial capabilities

DISQUALIFICATION

– False and inaccurate information may put the contractor in disqualifications

METHODS OF PROCUREMENT – Competitive bidding is necessary

Procurement Cycle • Constitution of Purchase Committee• Preparation of Bid Documents • Concurrence for Advertisement • Issuance / Collection of Bid Forms • Preparation of Bid Evaluation Statement • Concurrence from Purchase Committee for placing offer letters to the contractors

• Placing of Orders with the contractors with certain TORs

• Inspection of stores • Release of Final Payment on submission of Delivery Challans

GENERAL AND SPECIAL CONDITIONS OF TENDERS

• Stores are required immediately. The tenderers may, however give their shortest guaranteed delivery period not extending sixty (60) days, from the date of issue of work order

 • The earnest money at the rate of Rs.2.5% as mentioned must be submitted along with the offer in shape of Demand draft/Pay order/Call deposit in favor of Director General, PITE Sindh. Failing which that the same will be ignored/rejected.

 • Tenderers are required to specify make, country of origin and furnish a detailed technical descriptive, literature, catalogue in English language along with their offers with the “Technical Proposal”.

 • Tenderers shall quote their firm and final price inclusive of all taxes (GST / Income Tax etc) on free delivery basis to consignee.

 

• The purchasers reserve the rights to purchase all or part of stores under this tender.

 • In case of C&F offers, original Performa invoice must be submitted along with the offer failing that the same will be ignored.

 • The tenderers shall enclose with their tender a certificate as under failing that the tender is liable to be considered non responsive.

 • Safe and sound delivery is to be made at consignee’s end….”

• Tenders should be properly sealed with the scaling wax. • As per Sindh PPRA (2010) Rule 46(2) bidders are required to submit “Technical” & “Financial” Proposal separately in clearly marked envelopes mentioning “Technical Proposal” and “Financial Proposal” in bold and legible letters to avoid confusion. Initially only the envelope marked “Technical Proposal” shall be opened “Financial Proposal” of only those bidders will be considered / opened whose “Technical Proposal” is qualified / accepted by the procurement Committee.

 • The Financial Proposals will be opened on the same date after finalizing the name of bidders whose “Technical Proposal” is qualified / accepted by the Procurement Committee.

 • Tenders shall be received back on ________________ up to 12:00 Noon and be opened on the same date at 01:00 P.m in the presence of Procurement Committee and participating bidders or their authorized representatives who wish to attend.

• In case of machine, equipment and spare parts, model number, make and country of origin must be mentioned in the offer duly supported with relevant catalogue.

• The bid shall include installations / demonstrations at consignee’s end where necessary.

• One year service, contract and availability of spare parts must be confirmed by the bidders where necessary.

• The bidders shall provide original manufacturer certificate for satisfactory after sale, service and availability of spare parts.

• Failure to submit the tender in the manner prescribed in this invitation to tender the same is to be ignored / rejected.

• Offer should be valid for 60 (Sixty) days from the date of opening of the Tender.

•  • If for any reason the office remains closed on the date of opening of the Tenders, the Tender will be opened on the next working day at the same time and place

•  • The firm declare as black listed by any Government agency are not eligible to participate in the Tender business through this department.

•  • No Tender will be provided on the opening of the Tender.

•  • The inspection of the stores shall be carried out by the inspection committee including representative of Industry department at the premises of the contracting firm.

• The successful tenderers will be bound to make delivery after carrying out the inspection by the inspection committee for respective places.

• Conditional tender will not be accepted.

• SPPRA Rules will be strictly observed

• The Purchase Committee reserves the right to accept / reject whole or any part of the Tender without assigning any reason.

RECEIPT

 Issued to M/s.___________________________________________

 

Rs. _________ (Non-Refundable Non-Transferable)Pay

order / Demand Draft No.

___________Date__________________   

ISSUING AUTHORITY

Procurement of Electronic Equipment TECHNICAL PROPOSAL

• Tender No.______________ Tender amount Rs. Million• Date of Issue ____________ Earnest Money Rs. Million• Tender Form Fee Rs.__ _ Million (Non Refundable)SR # Name of the Item Technical Specification

Offered by the Bidder

Electronic Equipment

1.

Electric Water Cooler 60 Liters Capacity, Stainless steel body, Denfos Compressor. General, National or equivalent.

2.

Refrigerator 12 Cubic Feet. Waves, Dawlance, Haier or equivalent.

3.

Refrigerator 16 Cft Haier, Orient, Dawlance or Equivalent.

4.

Electric Motor 2hp suitable for 400V, 3 Phase, 50 Hz supply system.

5.

Air Conditioner Split 1.5 Ton. Haier/L.G with complete kit or equivalent.

 Evaluation Criteria

The Technical Bid Shall be Evaluated on the basis of following parameters:

S#

Evaluation Parameters Field Required

Marks Brief

Organization Information Required Field Marks

1. Business Experience in Year 15 15 Marks if firms provide of 5

year experience.National Tax Number (Certificate) 15 15 Marks if firm provide NTN

CertificateEvidence of totally new items 50 50 Marks if firm has importer

certificate.Professional Tax Certificate 20 20 Marks if firm Professional Tax

Certificate / Challan.Annual Turnover in Millions 20 375 20 Marks if firm provide annual

turnover at least 100 millionSales Tax Registration Certificate 20 20 Marks if firm provide Sales Tax

registered certificate.Chamber of Commerce (Membership) Certificate 20 20 Marks if firm provide Chamber

of Commerce Certificate.Current Scope along with prove of current work order and telephone number of the consignee.

50

50 Marks of the bidder have the project in hand save as required proof of ongoing project in the same days with the same field

ISO Certifications 100 100 Marks if firm Provide ISOCertified.

Authorizations Certificates from Manufacturer

15

15 Marks if firm provide Distribution / dealership certificates from the Manufacturing.

S# Evaluation Parameters

Field Required

Marks Brief

Organization Information Required Field Marks

2. Technical Feature of Quoted Item

100100 Marks if bidder provide complete details / brochures / Drawings / Designs of products for which want to quote.

3. Relevant Experience for Furniture & Fixture

100

100 Marks if firm has attached proof/work orders or completion certificates of similar projects. Minimum 5 prove required.

Evidence of workshop with still Pictures 25

175

25 Marks if firm provide evidence of established Workshop along with list of equipment installed.

Experience for supply Furniture & Fixture for Education & Literacy Department Government of Sindh at least 5 Years

75

75 Marks If firm provide working expense in Education & Literacy Department Govt. of Sindh, for supply of Furniture & Fixture.

List of Supporting Team for Technical Support with their C.V

25

25 Marks if the firm Provide list of qualified/certified team of skilled professionals with experience of 5 years

Customer Feed Back for after sales service or Client Satisfaction Certificate

50

50 Marks if firm provide customer feedback certificate from customer or provide No Objection Certificate from customer.

S# Evaluation Parameters

Field Required

Marks Brief

Organization Information

Required Field Marks

4. Audited Financial Statements of 2 years 20

100

20 Marks if firm provide the audited financial statement / Report of firms

Bank Certificate of 2 Years for financial position of bidder

20 20 Marks if firm provide Bank Credit Certificate.

Income Tax Annual Returns of 5 Years 20 20 Marks if firm provide Income

Tax Annual Return of 5 years.

Audited Report of Sales Tax Attached Copy

2020 Marks if firm provide Sales Tax Audited Certificate / Report of firm.

Monthly Sales Tax Summaries of 15 Months 20

20 Marks if firm provide Sales Tax return of last 15 Months of firm.

Note: Firm must get 80% i.e.640/800 marks in Technical Proposal for qualifying as per above mentioned criteria

Preliminary Technical Evaluation Sr. NO

Evaluation Parameters marks to be Obtained

M/s. Participating in Bidding

M/s. ABC

M/s. PQR

M/s. XYZ

1. Business Experience in Year 15National Tax Number (Certificate) 15

Evidence of totally new items 50

Professional Tax Certificate 20

Annual Turnover in Millions 20Sales Tax Registration Certificate 20

Chamber of Commerce (Membership) Certificate 20

Current Scope along with prove of current work order and telephone number of the consignee.

50

ISO Certifications 100Authorizations Certificates from Manufacturer 15

Preliminary Technical Evaluation

Sr. NO

Evaluation Parameters

marks to be Obtained

M/s. Participating in Bidding

M/s. ABC

M/s. PQR

M/s. XYZ

2. Technical Feature of Quoted Item 100

3. Relevant Experience for Furniture & Fixture 100

Evidence of workshop with still Pictures 25

Experience for supply Furniture & Fixture for Education & Literacy Department Government of Sindh at least 5 Years

75

List of Supporting Team for Technical Support with their C.V

25

Customer Feed Back for after sales service or Client Satisfaction Certificate

50

Preliminary Technical Evaluation

• Note: Firm must get 80% i.e.640/800 marks in Technical Proposal for qualifying as per above mentioned criteria

Sr. NO

Evaluation Parameters

marks to be Obtained

M/s. Participating in Bidding

M/s. ABC M/s. PQR M/s. XYZ

4. Financial Capabilities 100

Audited Financial Statements of 2 years

20

Bank Certificate of 2 Years for financial position of bidder

20

Income Tax Annual Returns of 5 Years 20

Audited Report of Sales Tax Attached Copy

20

Monthly Sales Tax Summaries of 15 Months

20

Procurement of Electronic Equipment FINANCIAL PROPOSAL

• Tender No.______________ Tender amount Rs. Million• Date of Issue ____________ Earnest Money Rs. Million Tender Form Fee Rs.__ _ Million (Non Refundable)SR #

Name of the Item QuantityRequired

Rate of each Item

Total rate for the whole

quantity required

(in Figures & Words)

Electronic Equipment

1. Electric Water Cooler 60 Liters Capacity, Stainless steel body, Denfos Compressor. General, National or equivalent.

12

2. Refrigerator 12 Cubic Feet. Waves, Dawlance, Haier or equivalent.

05

3. Refrigerator 16 Cft Haier, Orient, Dawlance or Equivalent.

06

4. Electric Motor 2hp suitable for 400V, 3 Phase, 50 Hz supply system.

22

5. Air Conditioner Split 1.5 Ton. Haier/L.G with complete kit or equivalent.

02

Financial Bid Evaluation Item No

Description Unit / Per Piece / Per Dozen / Per Set Rate

Rates Quoted

M/s. ABC

M/s. PQR

M/s. XYZ

1. SINGLE BED SIZE 72” x 42” x 15”

2. SOFA SET FIVE SEATER (3+1+1)

3. SOFA SET FIVE SEATER (3+1+1)

4. STUDY TABLE SIZE 36” x 23” x 30”

5. STUDY CHAIR STANDARD SIZE WITHOUT ARMS

6. DINING TABLE OAK SIZE 6’ x 4’ x 2 ½’

7. ROSTRUM SIZE 48” x 24” x 18”

8. HALL CHAIRS

9. CENTER TABLE SIZE 4’ x 2’

10. IRON LADDER SIZE 6’

Bid Evaluation Report • Name of Procuring Agency:• Tender Reference No.• Tender Description / Name of Work / Item:• Method of Procurement:• Tender Published

Print & Electronic Media (SPPRA ID No. & Newspapers names with Dates)• Total Bid Documents Sold: Total Bids Received:• Technical Bid Opening Date: (Provide details in separate form)• No. of Bid Technically qualified (if applicable):• Bid (s) rejected:• Financial Bid Opening Date:• Bid Evaluation Report S# Name of Firm or

Bidder Cost offered by the Bidder

Ranking in terms of Cost

Comparison with Estimated Cost

Reasons for acceptance / rejection

Remarks

0 1 2 3 4 5 6

1. ABCPQRXYZ

THANK YOU