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Page 1 | 41 BIDDING DOCUMENT FOR HIRING OF VEHICLES ON RENT Tender SECRETARY AGRICULTURE SOUTH PUNJAB SECRETARIAT MULTAN Date: JANUARY 07, 2021 SINGLE STAGE TWO ENVELOPE
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BIDDING DOCUMENT
FOR
HIRING OF VEHICLES ON RENT
Tender
SECRETARY AGRICULTURE SOUTH PUNJAB
SECRETARIAT MULTAN
Date: JANUARY 07, 2021
SINGLE STAGE TWO ENVELOPE
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DISCLAIMER
1. This request for bid documents has been prepared by the Agriculture Department
South Punjab. This request constitutes no commitment on the part of the Agriculture
Department South Punjab to enter into any arrangements with any (Original
Equipment Manufacturer) or with any other person /bidder/Contractor in respect of
this proposed procurement or otherwise.
2. The information contained in these bid documents or as may be subsequently provided to bidder/Bidder/Contractors (whether verbally or in documentary or any
other form) by or on behalf of the Agriculture Department South Punjab, on the terms and conditions set out in these bid documents, are indicative only and are
provided solely to assist in a preliminary assessment of the proposed procurement.
3. These bid documents do not constitute an agreement; its sole purpose is to provide
interested bidders//Bidder/Contractors with information that may be useful to them in preparing their bids pursuant to these bid documents.
4. These bid documents may not be appropriate for all persons and it’s not possible for
Agriculture Department South Punjab to consider the objectives and particular needs of each party which reads or uses these bid documents.
5. The assumption, assessment, statements and information contained in theses bid
documents may not be complete, accurate and adequate or correct for the purposes of any or all bidders/Bidder/Contractors.
6. Each bidder/Contractor shall, therefore, conduct its own due investigation and
analysis, check the accuracy, adequacy, correctness, reliability and completeness of the assumption, assessments, statements and information contained in these bid
documents and seek independent professional advice on any or all aspects of these bid documents, as deemed appropriate.
7. All information submitted in response to this bid documents becomes the property of
the Procuring agency (Agriculture Department South Punjab), including all business information and proprietary data submitted with all rights of communication and disclosures.
8. The Agriculture Department South Punjab shall not be responsible for non-receipt of any correspondence sent by the post / courier / email / fax.
9. No decision shall be based solely on the basis of the information provided for any statements, opinions or information provided in these bid documents.
10. While submitting a proposal in response to these bid documents, each
bidder/Contractor certifies that it understands, accepts and agrees to the disclaimers set forth above.
11. Nothing contained in any provision of these bid documents or any statements made orally or in writing by the person or party shall have the effect of negating or suspending any of the disclaimers set forth herein.
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12. This Agriculture Department South Punjab reserves the right to withdraw from or
cancel this procurement bidding process or any part thereof, or to vary any of its term
at any time, without incurring any financial obligation in connection therewith.
13. The Agriculture Department South Punjab reserves the right to increase or decrease
the number of vehicles hired during the period of contract.
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Table of Contents
Contents
PART- I (SECTION I) ........................................................................................................................................ 6
INSTRUCTIONS TO BIDDERS/CONTRACTORS ....................................................................................... 6
SECTION-II....................................................................................................................................................... 18
BID DATA SHEET ................................................................................................................................................. 18
SECTION-III ..................................................................................................................................................... 21
SCHEDULE OF REQUIREMENTS ............................................................................................................................. 21
SECTION IV...................................................................................................................................................... 23
SECTION V ....................................................................................................................................................... 24
1. BIDDING FORMS.......................................................................................................................................... 24
B. UNDERTAKING ....................................................................................................................................... 26
2. PRICE SCHEDULE ...................................................................................................................................... 27
PART-II (SECTION I) ...................................................................................................................................... 28
1. CONTRACT FORM .................................................................................................................................. 28
2. PERFORMANCE SECURITY FORM ..................................................................................................... 29
SECTION II ....................................................................................................................................................... 30
GENERAL CONDITIONS OF CONTRACT .................................................................................................... 30
SECTION III ..................................................................................................................................................... 38
SPECIAL CONDITIONS OF CONTRACT ................................................................................................... 38
DOCUMENT CHECKLIST ............................................................................................................................. 39
BIDDER SHOULD PROVIDE THESE AND OTHER DOCUMENTS IF MENTION IN THE BIDDING
DOCUMENTS ................................................................................................................................................... 39
TENDER NOTICE AGRICULTURE DEPARTMENT SOUTH PUNJAB, MULTAN
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Agriculture Department, South Punjab Invites sealed bids from firms dealing in rent a car service. Firms fulfilling following criteria may participate in the bidding process: -
1. PRA, NTN registration is mandatory.
2. Capability to provide service support including maintenance and repair.
Firms should furnish the documents relevant to above mentioned criteria along with their bid.
Sr. No. Description of rental vehicle Quantity
1 Toyota Corolla (GLI) car or equivalent 1300 CC model or above
01
2 Suzuki Cultus Car or equivalent 1000 CC (Manual) 2017 model or above
02
Terms and Conditions:
1. Agriculture Department will not be responsible for any cost of expenses incurred by the bidders
in connection with preparation or delivery of bids.
2. The rates shall be valid till 30.06.2021.
3. Interested firms can purchase the Tender Document against payment of Rs. 500/- from the office
of undersigned by writing an application for participation in the bidding process.
4. Bids will be received till 07-01-2020 up to 11:00 am and will be opened in the presence of bidders
or their authorized representatives, who choose to attend on same day at 11:30 am in the
conference room of Agriculture Department situated at the below mentioned address.
5. Sealed and complete bids in accordance with the requirement of the bidding documents along
with Bid Security amounting to Rs. 29920/- in favor of Section Officer (General) issued by a
scheduled bank of Pakistan.
6. Bidding shall be conducted through Open Competitive Bidding, Single Stage Single Envelope
procedure as specified Under Rule 38(I) of the Punjab Procurement Rule-2014 (as amended to
date) and is open to all eligible bidders as defined in the bidding document.
7. The bidders are required to quote their best and final price (inclusive of all applicable taxes), as
no negotiations are expected.
8. For obtaining any further information or clarification, please feel free to contact at 061-4423536
TENDER FOR HIRING OF VEHICLES ON RENT
SECTION OFFICER (GENERAL) AGRICULTURE DEPARTMENT, SOUTH PUNJAB, MULTAN
Mango Research Institute Old Shujabad Road, Multan.
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Part- I (Section I)
INSTRUCTIONS TO BIDDERS/CONTRACTORS A. Introduction
1. South Punjab
Agriculture
Department
&
This Project
2. Eligible
Bidders
3.Cost of
Bidding
1.1 South Punjab Secretariat has been established and functioning in Multan .
1.2 Agriculture Department South Punjab has sufficient funds for this project, subject to the approval of the competent authority.
1.3 Agriculture Department intends to hire vehicles on rent for the newly established offices in Multan.
2.1. This Invitation for Bids is open to all suppliers/firm/individuals, except as provided hereinafter.
2.2 Government-owned enterprises may participate only if they are legally and financially autonomous
2.3 Bidders/Contractors shall not be under a declaration of blacklisting by
any Government department or Punjab Procurement Regulatory
Authority (or any PPRA) or involved in any corrupt practice or facing such case anywhere.
2.4 Each bidder/Contractor is allowed to submit only one bid for either
individually or as a partner/Joint of a company/firm etc. In case a
bidder/Contractor submits more than one bid his/it’s all bids shall be rejected.
2.5. Joint Venture (JV) is not allowed for this project.
3.1 The Bidder/Contractor shall bear all costs associated with the preparation and submission of its bid, and the Agriculture Department
South Punjab will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
B. The Bidding Documents
4.Content of 4.1 The required goods and services, bidding procedures, and
Bidding contract terms are prescribed in the bidding documents. In
Documents addition to the Invitation for Bids, the bidding documents
include:
a. Instructions to Bidders/Bidder/Contractors (ITB);
b. Bid Data Sheet (dully signed & stamped)
c. Specification of the desirables;
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d. Preparation of Bids;
e. Price Schedule;
f. Bid Submission Form;
g. Bid evaluation Criteria;
h. Technical & Financial Bids;
i. Performance Security Form; j. Goods Delivery time or completion time/schedule,
Payment milestone& Scope of Project; k. Contract Forms;
l. General Conditions of Contract (GCC);
m. Special Conditions of Contract (SCC);
n. Any other / subsequent from if any;
4.2 The Bidder/Contractor is expected to examine all instructions,
forms, terms, and specifications in the bidding documents.
Failure to furnish all information required by the bidding
documents or to submit a bid not substantially responsive to the
bidding documents in every respect will be at the
Contractor/Bidder’s risk and may result in the rejection of its bid.
5.Clarification of 5.1 A prospective Bidder/Contractor requiring any clarification of
Bidding Documents
the bidding documents may notify the Agriculture Department South Punjab in writing or by email at the South Punjab email
address within thre (03) calendar days before to the closing date and time of the bids or as per decision of Agriculture Department
South Punjab.
5.2 Pre-bid meeting may be called by the Agriculture Department
South Punjab at its own or to clarify the bidding document. But it is the sole discretion of the Agriculture Department South Punjab
which can’t be claim by any bidder /Bidder/Contractor as a right.
6. Amendment of 6.1 At any time prior to the deadline for submission of bids, the
Bidding Documents
Agriculture Department South Punjab, for any reason, whether at
its own initiative or in response to a clarification requested by a prospective Bidder/Contractor, may modify the bidding
documents by amendment.
6.2 All prospective Bidder/Contractors that have submitted the bidding documents will be notified of the amendment in writing
or by email, and will be bidding on them.
6.3 In order to allow prospective Contractor/Bidders reasonable time
to incorporate the amendment (if any) in account to preparing
their bids, the Agriculture Department South Punjab, at its discretion, may extend the deadline for the submission of bids.
C. Preparation of Bids
7. Language of
Bid
7.1 The bid prepared by the Bidder/Bidder/Contractor, as well as all correspondence and documents relating to the bid
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exchanged by the Bidder/Contractor and the AGRICULTURE
DEPARTMENT SOUTH PUNJAB,
shall be written in English language specified
in the Bid Data Sheet. Supporting documents and printed
literature furnished by the Bidder/Contractor maybe in same
language.
7.2 In case of any other language, the authentic copy of the
translation &translated document shall be enclosed and is case
of any ambiguity the true contract / copy shall be prevailed.
8. Documents 8.1 The bid prepared by the Bidder/Contractor shall comprise the
Comprising following components:
the Bid (a) A Bid Form and a Price Schedule completed in
accordance with ITB Clauses 10, 11, and 12 and evaluation criteria;
(b) Documentary evidence established in accordance with ITB Clause 13 that the Bidder/Contractor is eligible to bid
and is qualified to perform the contract if its bid is accepted;
(c) Documentary evidence established in accordance with
relevant ITB Clause that the items to be delivered and
services to be completed by the bidder/Contractor are conform to the bidding documents; and
(d) Bid security furnished in accordance with relevant ITB
Clause or any other information required by Agriculture Department South Punjab.
9. Bid Form 9.1 The Bidder/Contractor shall complete the Bid Form and the
appropriate Price Schedule furnished in the bidding documents, indicating the services completes and delivery of any items regarding the provision of items and completion of
services.
10. Bid Prices 10.1 The Bidder/Contractor shall fill up the Performa provided in the bidding document as required.
10.2 Prices quoted by the Bidder/Contractor shall be fixed during the
Bidder/Contractor’s performance of the contract and not subject
to variation on any account, unless otherwise specified in the Bid
Data Sheet. A bid submitted with an adjustable price / Optional
quotation will be treated as non-responsive and rejected.
11. Bid Currencies 11.1 Prices shall be quoted in Pak Rupees only
12. Documents 12.1 Pursuant to ITB Clause 9, the Bidder/Contractor shall furnish, as
Establishing part of its bid, documents establishing the Bidder/Contractor’s
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13. Bidder’s
Eligibility and
Qualification
13.1 eligibility to bid and its qualifications to perform the contract if
its bid is accepted.
13.2 The documentary evidence of the Bidder/Contractor’s eligibility
to bid shall establish to the Agriculture Department South Punjab
satisfaction that the Bidder/Contractor, at the time of submission of its bid, is eligible as defined under ITB Clause 2.
13.3 The documentary evidence of the Bidder/Contractor’s qualifications to perform the contract if its bid is accepted shall establish to Procuring Agency satisfaction:
(a) That if a bidder/Contractor is a firm / company or
organization has a valid certificate from Government entity
in respect of its registration / renewal.
(b) that the Bidder/Contractor has the financial, technical,
managerial and production capability necessary to perform
the contract;
(c) That the Bidder/Contractor meets the qualification criteria
listed in the Bid Data Sheet.
14. Conformity to
Bidding
Documents
14.1 Pursuant to ITB Clause 9, the Bidder/Contractor shall furnish,
as part of its bid, documents establishing the eligibility and conformity to the bidding documents of all goods and any
services related to this project, which the Bidder/Contractor proposes to supply under the contract.
15. Bid Security 15.1 Pursuant to relevant ITB Clause, the Bidder/ Bidder/Contractor shall furnish, as part of its bid, a bid security in the amount specified in the Bid Data Sheet.
15.2 The bid security shall be in Pak. Rupees as per bid data sheet or as required by Agriculture Department South Punjab.
15.3 Unsuccessful Bidder/Contractors’ bid security will be discharged
or returned as promptly as possible by Procuring Agency
pursuant to relevant ITB Clause as per PPRA rules 2014
(amended). The bid security of successful Bidder/Contractor
shall be released after issuing of advance acceptance
letter/contract/submission and verification of performance
guarantee.
15.4 The bid security is required to protect Procuring Agency against the risk of Bidder/Contractor’s conduct which would warrant the
security’s forfeiture under the followings:
(a) If a Bidder/Contractor withdraws its bid during the period
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of bid validity specified by the Bidder/Contractor on the Bid Form; or
(b) In the case of a successful Bidder/Contractor, if the Bidder/Contractor fails;
I. To sign the contract in accordance with
requirements
II. To furnish performance security in accordance with relevant ITB Clause.
III. To submit its bid in accordance with the conditions of knock out clause / basic requirement or in case of
any false information or submission a fake documents or in case of any illegal / fraudulent
practice.
16. Period of 16.1 Bids shall remain valid for the period specified in the Bid Data
Validity of
Sheet after the date of bid opening prescribed by the Agriculture
Department South Punjab
Bids , pursuant to relevant ITB
Clause. A bid valid for a shorter period shall be rejected by
Procuring Agency.
16.2 In exceptional circumstances, Procuring Agency may solicit the
Bidder/Contractor’s consent to an extension of the period of
validity as provided in PPRA Rules 2014 amended time to time.
D. Submission of Bids
17.Sealing/Signing 17.1 The Bidder/Contractor shall seal the bid(s) (both technical and
& Marking of financial) in separate envelope after duly marking each page and
Bids stamping, signing of the bid(s) (each pages) and then separately
in an outer envelope.
18. Deadline for 18.1 Bids received by Procuring Agency at the address specified must
Submission of no later than the time and date specified in the Tender.
Bids
18.2 Procuring Agency may, at its discretion, extend this deadline for
the submission of bids by amending the bidding documents in
accordance with PPRA Rules 2014.
19. Late Bids 19.1 Any bid received by Procuring Agency after the deadline for
submission of bids prescribed by Procuring Agency pursuant to previous ITB Clause will be rejected and returned unopened to the
Bidder/Contractor.
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20.Withdrawal of 20.1 The Bidder/Contractor may withdraw its bid after the bid’s
Bids submission, provided that written notice of the withdrawal that
received in the office of
Agriculture Department South Punjab prior to one day of the
deadline prescribed for submission of bids.
20.2 The Bidder/Contractor’s withdrawal notice shall be prepared,
sealed, marked, and dispatched in accordance with the provisions
of said ITB Clauses. A withdrawal notice may also be sent by
email, but followed by a signed confirmation copy, postmarked
no later than the one day prior to deadline for submission of bids
(That request/mail shall reach in Agriculture Department South
Punjab within –
in office hours- before the day stated above).
E. Opening and Evaluation of Bids
21. Process of 21.1 Single Stage two envelop/process/ method provided in rule 38 (2)
Procurement (a) of PPRA Rules 2014 shall be followed if otherwise it is not
mentioned.
22. Opening of 22.1 Procuring Agency will open all bids in the presence of
Bids by the Bidder/Contractors’ representatives who choose to attend, at the
Agriculture
Department
South Punjab time, on the date, and at the place specified in the Bid Data Sheet.
22.2 No bid shall be rejected at bid opening, except for late bids, which
shall be returned unopened to the Contractor/Bidder. However,
Agriculture Department South Punjab, has right to seek and accept
any clarification
at the bid opening.
22.3 The bid without required documents/ documentary evidences,
unsigned or unstamped documents or deficient in any manner may
not be considered for the evaluation. Evaluation of submitted
proposals will be made on the basis of provided documents only
and Agriculture Department South Punjab, may forfeit the bid
security in such
eventuality if the bid is not submitted accordingly or any document/ bid security found fake, forged, fabricated in addition to blacklisting.
23. Clarification of 23.1 During evaluation of the bids/prior the signing of the contract,
Bids Procuring Agency may, at its discretion, ask the Bidder/Contractor for a clarification of its bid. The request for clarification and the response
shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted.
Procuring Agency may, at its discretion, ask the Bidder/Contractor for a clarification of its bid. The request for clarification and the
response shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted.
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23.2 The Agriculture Department South Punjab, during evaluation of the bids/prior the signing of the contract may also ask to the bidder among others the following clarification.
a. Request for any technical information deemed essential for
the development of the solution design document.
b. Ask to the bidder for test report from any lab or institution
at the bidder’s cost or ask for submitting the fee for such
test.
c. Any other certificate that Agriculture Department South
Punjab, deems necessary for the said project.
23.3 The Agriculture Department South Punjab, at any level prior and after the contract execution may ask for the following Inspections &
Tests: a. Agriculture Department South Punjab or its representative
shall have the right to assign any team to inspect required
items and provided services completed and inspect the
items to verify their conformity to the Contract
specifications. The Agriculture Department South Punjab
shall notify the Bidder/Contractor in writing the details of
Point of Contact (POC) for this purpose. b. The inspections and tests may be conducted on any
premises. If conducted on the premises of the
Bidder/Contractor, all reasonable facilities and assistance,
including access to drawings and production data, shall be
furnished to the Representative of the Procuring Agency at
no charge. c. If any inspection fails to conform to the Specifications,
Agriculture Department South Punjab may reject the
goods and related services, and the Bidder/Contractor
shall either replace the rejected items related services or
make alterations necessary to meet specification
requirements free of cost to Agriculture Department South
Punjab.
d. Any other action may be taken by Agriculture Department
South Punjab to inspect or test.
24. Preliminary Examination 24.1 Procuring Agency will preliminary examine the bids
to determine
whether they are complete, whether any computational errors have
been made, whether required sureties have been furnished, whether
the documents have been properly signed, and whether the bids are
generally in order.
24.2
Arithmetical errors may be rectified if Agriculture Department
South Punjab
desired. If there is a discrepancy between the unit price and the
total price that is obtained by multiplying the unit price and
quantity, the unit price shall prevail, and the total price shall be
corrected. If the Bidder/Contract or does not accept the correction
of the errors, its bid will be rejected, and its bid security shall be
forfeited. If there is a discrepancy between words and figures, the
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amount in words will prevail.
24.3 Procuring Agency may waive any minor informality,
nonconformity, or irregularity in a bid which does not constitute a material deviation or change the substance of the bid, provided such
waiver does not prejudice or affect the relative ranking of any Bidder/Contractor.
25. Qualification 25.1 In the absence of prequalification, Procuring Agency will
Evaluation of determine to its satisfaction whether the Bidder/Contractor is
Bids qualified to perform the contract satisfactorily, in accordance with
the. Criteria / Section V.
&
25.2 The determination will take into account the Bidder/Contractor’s financial, technical, and production capabilities. It will be based
upon an examination of the documentary evidence of the
Bidder/Contractor’s qualifications submitted by the Bidder/Contractor, pursuant to ITB Relevant Clause, as well as such other information, as Procuring Agency deems necessary and appropriate.
25.3 Procuring Agency will technically evaluate and compare the bids which have been determined to be substantially responsive, as per Technical Specifications/requirement.
25.4 Procuring Agency will financially evaluate a bid that’ price shall be inclusive of all prevailing taxes and duties, if otherwise not mentioned.
25.5 The Procuring Agency shall validate the genuineness of the
submitted documents/ bid security along with the bid by the bidder and in case of any forged, fake or fabricated document such bid
shall be disqualified in addition to initiate other legal action.
25.6 Agriculture Department South Punjab may consider a single bid if it is responsive as per PPRA Rules 2014.
25.7 Financial evaluation bid shall be free from all computational errors.
26.Annoucement 26.1 Agriculture Department South Punjab shall announce the evaluation
of Evaluation of Bids report as provided in PPRA Rules 2014 up dated. 26.2 Technical and financial evaluation may be announced in the
presence of the bidder (who’s chose to attend) after intimation to
them through email or telephonic or through letter. In case, the
bidder do not attend the announcement meeting he may not raise
any objection and the announcement shall be made in his absence
on given time/place.
27. Contacting the 27.1 No Bidder/Contractor shall contact any officer of the Procuring
Agriculture Agency on any matter relating to its bid, from the time of the bid
Department South opening to the time evaluation report is made public. If the
Punjab Bidder/Contractor wishes to bring additional information or has
grievance to the notice of the Agriculture Department South Punjab,
shall do so in writing.
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27.2 Any effort by a Bidder/Contractor to influence any officer of the Procuring Agency during bid evaluation, or bid comparison may
result in the rejection of the Bidder/Contractor’s bid and forfeiting of its bid security and its blacklisting.
F. Award of Contract
28. Award Criteria 28.1 Subject to ITB Clause 30, Procuring Agency will award the
contract to the successful Bidder/Contractor whose bid has been
determined to be substantially responsive in accordance with the evaluation criteria and has been determined to be the lowest
evaluated bid as defined in PPRA rules 2014.
28.2 In case if more than one Bidder/Contractor quotes the same cost /
equal (lowest bid) Procuring Agency may ask only to those lowest Bidder/Contractors at once to submit their financial bids
again or opt any other option.
29. Agriculture
Secretariat
South Punjab’s 29.1 Procuring Agency reserves the right at the time of contract
Right to Vary
Quantities at Time of
Award
awarding to add/delete terms and conditions, the list of required
items and related services originally specified in the Schedule of Requirements or payment milestone without any change in unit
price in accordance with prevailing rules & regulations.
30. Agriculture 30.1 Procuring Agency reserves the right to reject all bids, or any lot
Secretariat in case of more than one lot and to annul the bidding process at
South any time prior to contract award, without thereby incurring any
Punjab’s liability to the Bidder/Contractor or bidders or any obligation to
Right to Accept inform the Bidder/Contractor or bidders the grounds for the
or Reject All rejection of bids.
Bids
31. Notification of 31.1 Prior to the expiration of the period of bid validity, Procuring
Award Agency will notify the successful Bidder/Contractor in writing
by registered letter or by email, that its bid has been accepted
subject to verification of the performance guarantee (if any),
however this acceptance shall not be termed as a contract or the
Bidder/Contractors/bidders cannot make any claim or as a vested
right on this ground.
31.2 The notification of award will constitute the formation of the
Contract subject to receipt of a valid the Performance Guarantee
(if any).
32. Signing of 32.1 After notifications to the successful Bidder/Contractor that its bid
Contract has been accepted, the successful bidder/Contractor will send to
the Agriculture Department South Punjab, the signed/stamped
(on stamp paper)
Contract provided in the bidding documents or reviewed,
incorporating all agreements between the parties within seven
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33.Commencemen
t of the Contract
34.Integraty Pact
35. Performanc
e Security
36.Corrupt or
Fraudulent
Practices
(7) days (or extendable date or as per requirement by the Agriculture Department South Punjab).
32.2 Prior to that signing of the contract the successful
Bidder/Contractor may discuss any issue regarding the contents of
the contract with Agriculture Department South Punjab. But, there
shall be no variation or amendment in the contract without prior
approval or consent of Agriculture Department South Punjab.
However, no amendment, variation shall be allowed that violate
the principles of procurement.
32.32.3 The stamp duty on the contract of the same shall be imposed as per the “The Stamp Act, 1899” that shall be paid by the Bidder/Contractor.
32.32.4 If the successful Bidder/Contractor fails to submit the model
contract in the prescribed time period as mentioned above, the
next lowest evaluated bidder/Contractor (whose bid is responsive
and acceptable) may be issued a letter of acceptance. In such case,
the bid security of the former Bidder/Contractor shall be forfeited
along with any other legal action.
33.1 The Contract shall be commenced after its signing subject to confirmation the performance guarantee (if any) from the concern bank.
34.1 Agriculture Department South Punjab may require from the Bidder/Contractor (qualified) for submission of an integrity pact.
35.1 Within Seven (07) days or as per requirement of Agriculture Department South Punjab of the receipt of notification of award from Agriculture Department South Punjab, the successful Bidder/Contractor shall furnish the performance
security (if required) in accordance with the Conditions of
Contract, on the Performance Security Form provided in the
bidding documents, or in another form acceptable to the
Agriculture Department South Punjab.
35.2 Failure of the successful Bidder/Contractor to comply with the
requirement of relevant ITB Clauses or any other requirement
shall constitute sufficient grounds for the annulment of the award
and forfeiture of the bid security/black listing, in which event or
on any other reason deems appropriate, Procuring Agency may
make the award to the next lowest evaluated Bidder/Contractor or
call for new bids.
36.1 The Agriculture Department South Punjab requires that Bidder/Contractors, Bidder/Contractor’s, and Bidder/Contractors
observe the highest standard of ethics during the procurement and execution of contracts. For the purposes of this provision, the
terms set forth in PPRA Rules /Act shall be applicable:
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P a g e 16 | 41
(a)Procuring Agency will bar a firm, in accordance with
prevailing Blacklisting procedures under Punjab
Procurement Rules 2014 in any case if deems so.
36.2 Furthermore, Bidder/Contractors shall be aware of the provision stated in General Conditions of Contract.
37.Grievance
Redressal
Committee
37.1 In case of any dis-satisfaction or objection against the
evaluation /report the aggrieved Bidder/Contractor may approach
to the grievance-redressed committee that shall be notified by the
Agriculture Department South Punjab for the purpose to address
the grievance within 10 days after the announcement of the final
evaluation report as provided in PPRA rules 2014 amended.
Nevertheless, the disqualified bidder cannot object its technical
ineligibility at this stage (Announcement of final evaluation
report/results).
37.2 In case, if the bid of any Bidder/Contractor is declared
technically irresponsive or disqualified such bidder/Contractor
can file its technical rejection grievance within three (03) days
after such announcement to Agriculture Department South
Punjab. After three (03) days his technical rejection grievance
shall not be considered/accepted.
38. Resolution
of Disputes
38.1 Procuring Agency and the Bidder/Contractor shall make every effort to resolve amicably by direct informal negotiation or any
disagreement or dispute arising between them under or in connection with the Contract within thirty (30) days.
38.2 The matter shall be referred to Secretary Agriculture South
Punjab in case of employer and Bidder/Contractor are not agreed
or dispute is unsettled after 30 days who shall decide the matter in
accordance with prevailing laws after affording opportunity of
hearing to the parties whose decision shall be final.
38.3 In case of any objection thereafter, the matter may be referred for decision / arbitration in accordance with Arbitration Act 1940.
39. General
Guidelines for the
Bidder/Contractor
39.1 In case of any illness/injuries/causality resulting from any accident to the staff of Bidder/Contractor;
Agriculture Department South Punjab shall not take any
responsibility for the same toward compensation, medical care or meeting any/all medical expenses incurred for the
same.
39.2 In case of any labor dispute regarding the employees of Bidder/Contractor Agriculture Department South Punjab; shall not facilitate to the Bidder/Contractor or wait for its resolution.
16
P a g e 17 | 41
However, in no case the schedule work shall be disturbed and the Bidder/Contractor ensures its completion within timeframe.
39.3 In no case Agriculture Department South Punjab shall be responsible for the conduct/behavior/action of the Bidder/Contractor or its employees toward the breach of any law of the land.
P a g e 18 | 41
Section-II Bid Data Sheet
The following specific data for the hiring of vehicles shall complement, supplement, or amend under the provisions in the Instructions to Bidders (ITB) Part One. Whenever there is a conflict, the provisions herein shall prevail over those in ITB.
Introduction
AGRICULTURE DEPARTMENT SOUTH PUNJAB
Name of Project: Hiring of Vehicles for Agriculture Department South Punjab Multan
For clarification purposes, the Employer’s address is: AGRICULTURE DEPARTMENT
SOUTH PUNJAB– Mango Research Institute, Old Shujabad road Multan and Email:
[email protected] / Contact# 0614423536
Language of the bid – English
Bid Price and Currency
The price quoted shall be delivered duty paid at the following locations in accordance with the Schedule of Requirements including all payment taxes.
The price shall be in Pak Rupees (including all taxes) and shall be fixed.
Preparation and Submission of Bids
Mandatory Requirements:
The interested bidder/Contractor to provide documentary evidences against the below mentioned requirements:
1. Certificate of Incorporation of bidder’s firm showing its location and the date of registration etc.
2. NTN&GST/PRA 3. Professional Tax Certificate (FY2020 and FY2021)
4. Bid Security attached with Technical Bid/proposal (In form of CDR) 5. Signed & stamped bidding document and all attachments.
6. Authority Letter from the Bidder Company authorizing the relevant person to
represent the company (If any).
7. Submission of undertaking of legal duly stamped and signed that the firm, company, is not blacklisted or involve in any corrupt or illegal practice or banned or declared ineligible / blacklisted by any procuring agency/PPRA.
P a g e 19 | 41
Amount of Bid Security: The required bid security is PKRs. 29920/- that is 3% of the estimated cost in accordance with the Punjab Procuring Rules 2014.
Bids shall be in the prescribed format, sealed and accompanied by the Bid Security in the
form of Call Deposit Receipt (CDR) in favor of “SECTION OFFICER (GENERAL),
AGRICULTURE DEPARTMENT SOUTH PUNJAB having its validity till 30-06-
2021 from the date of opening of bid that shall be annexed with the technical proposal
(bid).
Bid Validity Period: 120 days after the date of opening of bid.
Bids must be accompanied by unit price and total price, if applicable.
Deadline for Bid Submission: January 07, 2021 no later than 11:00 AM through
registered post or carrier service only.
Time, Date, and Place for Bid Opening: January 07, 2021 at 1530 Hours Office of Agriculture Department South Punjab, Mango Research Institute, Old Shujabad Road Multan
Bid Evaluation
Criteria for bid evaluation and lowest price offered by the qualified responsive bidder/Contractor inclusive of all taxes.
Contract Award
Percentage for quantity (items and related services) increase or decrease and required items may be reviewed as per the requirement of AGRICULTURE DEPARTMENT SOUTH PUNJAB within the parameter of applicable laws/rules.
Contract Type
FRAME WORK CONTRACT.
P a g e 20 | 41
TERMS FOR HIRING OF VEHICLES:
1. The bidder shall provide the rental services for inter district / intra district travelling on monthly (24 hours’ basis & calendar date basis).
2. The Quantity of Vehicles may vary as per requirement of the client during currency of
contract period.
3. The Client shall provide the fuel for all vehicles (daily / weekly / monthly). The client will provide oil change and car wash of the vehicles hired on monthly basis on this tender.
4. The monthly Rental of Vehicle provided under this Contract shall remain the same
during the period of this Contract. The Firm shall not demand for increase in monthly rental during the period of this Contract.
5. The contract period will be till 30-06-2021 which may be extended on same price and
terms and conditions for further terms after mutual agreement of both parties.
6. The vehicle provided under this Contract shall have vehicle tracker system.
7. The vehicle provided under this Contract shall also be completely insured.
8. The Client will deduct income tax and PRA or any tax, if applicable, as per prescribed rates of the Government.
9. The Contract may be revoked by the Client at any time and in case of unsatisfactory
services or failure to perform services, after serving prior warning notice and penalties as mentioned in Contract agreement and all payments will be withheld by the Client and moreover, the legal action may be initiated against the bidder
10. The bidder shall be responsible for the repair & maintenance of all vehicles provided
under this Contract.
11. In case of theft, snatching accident or total loss to the vehicle through accidents the bidder will deal with the insurance company for documentation, depreciation and final claim settlements.
12. In case of repair, if the vehicles took more than one day then Firm shall provide
alternate similar vehicle on urgent basis at same point without any delay. No extra charges shall be paid by the client
13. During day and night vehicle would be parked in the offices of Agriculture Department
South Punjab, Multan (unless the Client’s representative is travelling for official duty outside Multan).
14. In case bids with drivers are accepted (preferably), the living charges of Drivers (on-
station/off-station) would reside in bidder’s liabilities.
15. In case of any dispute regarding quantity, quality and specifications the decision of client department shall be final and binding.
16. Performance Guarantee / Bid Security @ 10% of the contact amount will required (whereas 3% earnest money will be returned) from the successful bidders to be
P a g e 21 | 41
furnished before the issuance of the supply order and will be returned after 30-06-2021 subject to the successful execution of contract and satisfactory performance / services.
P a g e 22 | 41
Section-III Schedule of Requirements
TABLE 1 DELIVERY SCHEDULEOF THE Vehicle
Sr. #
Location
Delivery Time Period after the signature of
Contract/ Issuance of Letter of Acceptance
48 hours after the
Agriculture Department South
Punjab Multan
Issuance of Letter of Acceptance/
1.
intimation from Agriculture Department
South Punjab.
21
P a g e 23 | 41
Section-IV
TECHNICAL SPECIFICATIONS
Hiring of Vehicles
Sr. No. Items MODEL Engine Capacity Quantity
1 Toyota GLI or Equivalent 2019- 2020 1300 CC 01
2 Suzuki Cultus or Equivalent 2017 or Recent 1000 CC 02
P a g e 24 | 41
Section IV EVALUATION CRITERIA
Sr. Description Figure (To be
filled by the
bidder)
Marks (to be filled in by the
Purchaser)
Supporting
Annexures
1 Valid CNIC (Owner/authorized
Representative)
Mandatory
2 Valid Income Tax Registration No. (Status
Active with FBR)
Mandatory
3 Valid General Sales Tax Registration No.
(Status Active with FBR) 100% Compliance
Mandatory
4 Submission of undertaking duly
stamped and signed that the firm,
company, is not blacklisted or
involve in any corrupt or illegal
practice or banned or declared
ineligible / blacklisted by any
procuring agency/PPRA
Mandatory
5 Clearance certificate of Vehicles
issued by Punjab Excise, Taxation &
Narcotics Department
Mandatory
6 Professional Tax Certificate 2020-2021 Mandatory
7 CDR Number, CDR Date, CDR Amount Mandatory
8 Income Tax Paid (Returns must be provided)
20-Marks
05 Years= 20 Marks
04 Years=15
03 Years=10
9 Bank Statement from 01-07-2017 to 30-06-
2020
10-Marks
Above 10 Million=10 Marks
6 to 10 Million = 08 Marks
2 Million to 5 Million = 06
Marks
10 Relevant experience of past 2 years/work
with any Govt. Department//Organization
(Work/Supply Order must be provided).
20-Marks
2 years =20 Marks
TOTAL MARKS: 50
PASS MARKS: 30
P a g e 25 | 41
P a g e 26 | 41
Section V 1. Bidding Forms
a. BID SUBMISSION FORM
Date:
No:
To
[AGRICULTURE DEPARTMENT SOUTH PUNJAB]
Having examined the bidding documents including Addenda Nos. [ ], the receipt of which is hereby duly acknowledged, we, the undersigned, offer to render[description of
requirements]in conformity with the said bidding documents for the sum of [total bid amount in
words and figures]or such other sums as may be ascertained in accordance with the Schedule of
Prices attached herewith and made part of this Bid.
We undertake, if our Bid is accepted, to provide the required items and complete work/services in accordance with the delivery schedule specified in the Schedule of Requirements. And, prior to execution of the contract no right accrue.
If our Bid is accepted, we will obtain the guarantee of a bank in a sum equivalent to 10% percent of the Contract Price for the due performance of the Contract, in the form
prescribed by the AGRICULTURE DEPARTMENT SOUTH PUNJAB.
We agree to abide by this Bid for a period of 120 days from the date fixed for Bid opening under relevant clauses of the Instructions to Bidders, and it shall remain binding
upon us and shall 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.
In any case and at any stage of procurement process or thereafter for the verification
purpose Procuring Agency has right to seek the clarification from the undersigned and call
any document / record to authenticate/verify of the submitted document from undersigned or any institution. Commissions or gratuities, if any, paid or to be paid by us to agents relating
to this Bid, and to contract execution if we are awarded the contract, are listed below:
Name and address of agent
Amount and Currency
Purpose
of
Commission
or
gratuity
______________________ _______________________
_______________________
______________________ ________________________
_______________________
P a g e 27 | 41
______________________ _______________________
________________________
(if none, state “none”)
We understand that AGRICULTURE DEPARTMENT SOUTH PUNJAB is not bound to accept the lowest or any received bid you and may cancelled the process at any time.
Dated this ________________ day of ________________ 20______.
[Signature] [In the capacity of]
Duly authorized to sign Bid for and on behalf of
P a g e 28 | 41
b. UNDERTAKING
I ____________________ S/O _______________________ CNIC #___________________
resident of ________________________ on behalf of (Name of bidder) address
__________________being its (designation) declares on oath that all the information/
documents attached with the bidding documents are true and genuine.
The bidder has read and understand all the terms & conditions of the bidding document and
accept each and every condition thoroughly.
The bidder/company has no objection on any term & conditions of the entire bidding
documents and shall never challenge these term & conditions after submitting of our before
any court/forum.
All above contents are true to the best of my knowledge and behalf.
Notarized this _____________ day of 20_______
Signature: ________________
Stamp: ___________________
Note: bidder/company is required to fill this undertaking and submit with your bid and in
case of failure bid shall be rejected straight forward.
P a g e 29 | 41
2. Price Schedule
Hiring of vehicle
*All the Costs/Rates must be inclusive of all prevailing
*preference will be given to the rates quoted with drivers
Sr. No.
Name & Description of Rental Vehicle
Model (Year)
Quantity
Rent with Driver (inclusive of all prevailing
taxes)
Rent without Driver (inclusive of all prevailing taxes)
Per Month Per Month
01
TOYOTA CORROLA GLI or equivalent car
(Petrol)
2019 1
2020
02
TOYOTA CORROLA XLI or equivalent car
(Petrol)
2017
02
2018
2019
2018
2019
1. The bidder/contractor is required to complete the price schedule carefully and in case of
any discrepancy or multiple price the bid shall not be consider.
2. In case of discrepancy between unit price and total, the unit price shall prevail.
3. All prices must be included with all prevailing taxes.
4. The bidder is required to fill-up this Performa and submit to AGRICULTURE
DEPARTMENT SOUTH PUNJAB. No alternative or other than this Performa shall be
acceptable.
5. Bidder is required to fulfill entire Performa, incomplete or blank Performa shall not be
considering and rejected state forwardly.
6. The total cost shall be considered for the lowest evaluation and in case of computation
error the Procuring Agency may reject the bid or decide as above.
7. All the procedure will be under PPRA Rules.
Grand total in words _______________________________
Date ___________
Signature of authorized person
Name: ________________________
(Company Seal)
______________________________
In the capacity of
Duly authority by
Note: No cutting or overwriting is allowed. Any cutting or overwriting or unsealed /open
bid document will lead to rejection of the financial bid.
P a g e 30 | 41
Part-II (Section I) Contract Forms
1. CONTRACT FORM
THIS AGREEMENT made the _____ day of __________ 20_____ between
AGRICULTURE DEPARTMENT SOUTH PUNJAB (hereinafter called “the
Employer/Client”) of the one part and [name of Bidder/Contractors] of (hereinafter called “the
Bidder/Contractor”) of the other part:
WHEREAS Procuring Agency invited bids for the required items and related services and viz., [brief description of requirements] and has accepted a bid by the Bidder/Contractor for the
supply of those items and related services in the sum of (hereinafter called “the Contract Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this contract words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to.
2. The following documents shall be deemed to form and be read and construed as
integral part of this Contract, viz.: a. The Bid Form and the Price Schedule submitted by the Bidder;
b. The Schedule of Requirements;
c. The Scope of Project and list of required items;
d. The General Conditions of Contract;
e. The Special Conditions of Contract; and
f. Procuring Agency Notification of Award.
g. The clarifications provided to the Bidder/Contractors
3. The Client hereby covenants to pay the Bidder/Contractor in consideration of the delivery of goods& completion of required related services therein, the Contract
Price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the contract.
4. The Client may add, delete, and review any condition or clause of the contract at the
time of signing with mutual consent without affecting the substance of the bid
process/price. The contract may be extended for a reasonable period with the consent of the parties.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written.
Signed, sealed, delivered by the (for the
AGRICULTURE DEPARTMENT SOUTH PUNJAB)
Signed, sealed, delivered by the (for the
Bidder Contractors
[contract price in words and figures]
P a g e 31 | 41
2. PERFORMANCE SECURITY FORM
To:
[Client Address]
WHEREAS [name of Bidder/Contractor] (hereinafter called “the Bidder/Contractor”) has undertaken, in pursuance of Contract No. [Reference number of the contract] dated ____________ 20_____ to supply [description of requirement] (hereinafter called “the
Contract”).
AND WHEREAS it has been stipulated by you in the said Contract that the Bidder/Contractor shall furnish you with a bank guarantee by a reputable bank for the sum
specified therein as security for compliance with the Bidder/Contractor’s performance
obligations in accordance with the Contract.
AND WHEREAS we have agreed to give the Bidder/Contractors guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of
the Bidder/Contractor, up to a total of [amount of the guarantee in words and figures], and we
undertake to pay you, upon your first written demand declaring the Bidder/Contractor to be
in default under the Contract and without cavil or argument, any sum or sums within the
limits of [amount of guarantee]as aforesaid, without your needing to prove or to show grounds or
reasons for your demand or the sum specified therein.
This guarantee is valid until the _____ day of __________20_____.
Signature and seal of the Guarantors
[Name of bank or financial institution]
[Address]
[Date]
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Section II
General Conditions of Contract
1. Definitions 1.1 In this Contract, the following terms shall be interpreted as
indicated:
b. “Applicable Laws/Rules” means the laws/Rules of Islamic
Republic of Pakistan/Punjab, as they may be issued and
enforced from time to time.
c.
“Authority” means “Agriculture
Department South Punjab”
d. “Bid Security” means the bank guarantee submitted by a
bidder together with a bid to secure the obligations of the
bidder participating in a bidding proceedings
e. “Blacklisting” means debar the bidder/Contractor to
participate in any procurement process on any ground
provided in the document and uploaded its status on PPRA
website or any other procurement site of the country/world.
f. “Conflict of Interest” means
(i) where a bidder/Contractor could be
perceived as providing biased
professional advice to a procuring
agency to obtain an undue benefit for
himself or those affiliated with him;
(ii) receiving or giving any remuneration
directly or indirectly in connection with
the assignment except as providing in
the contract;
(iii) any engagement in consulting or other
procurement activities of a
Bidder/Contractor that conflicts with his
role or relationship with the procuring
agency;
(iv) where an official of procuring agency
engaged in the procurement process has
a financial or economic interest in the
outcome of the process of procurement,
in a direct or an indirect
g. “Contract” means the framework contract, as defined in
PPRA Rules, between Procuring Agency and the Bidder/Contractor, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein.
P a g e 33 | 41
h. “Contract Price” means the price payable to the Bidder/Contractor under the Contract for the full and proper performance of its contractual obligations.
i. “Corrupt Practices” includes the offering, giving, receiving,
or soliciting of anything of value to influence the action of a
public official or the supplier or contractor in the
procurement process or in contract execution to the
detriment of the procuring agencies; or misrepresentation of
facts in order to influence a procurement process or the
execution of a contract, collusive practices among bidders
(prior to or after bid submission) designed to establish bid
prices at artificial, non-competitive levels and to deprive the
procuring agencies of the benefits of free and open
competition and any request for, or solicitation of anything
of value by any public official in the course of the exercise
of his duty; it may include any of the following:
(i) Coercive practice by impairing or harming or
threatening to impair or harm, directly or
indirectly, any party or property of the party to
influence the action of the party to achieve a
wrongful gain or to cause a wrongful loss to
another party; (ii) Collusive practice by arrangement between two
or more parties to the procurement process or
contract execution, designed to achieve with or
without the knowledge of the procuring agency
to establish prices at artificial, noncompetitive
levels for any wrongful gain; (iii) Offering, giving, receiving or soliciting, directly
or indirectly, of anything of value to influence the acts of another party for wrongful gain;
(iv) Any act or omission, including a
misrepresentation, that knowingly or recklessly
misleads, or attempts to misleads, a party to obtain a financial or other benefit or to avoid an
obligation; (v) Obstructive practice by harming or threatening
to harm, directly or indirectly, person or their
property to influence their participation in a
procurement process, or affect the execution of a
contract or deliberately destroying, falsifying,
altering or concealing of evidence material to the
investigation or making false statements before
investigators in order to materially impede an
investigation or making false statements before
investigators in order to materially impede an
investigation into allegations of a corrupt,
P a g e 34 | 41
fraudulent, coercive or collusive practice; or
threatening, harassing or intimidating any party
to prevent it from disclosing its knowledge of
matters relevant to the investigation or from pursuing the investigation, or acts intended to
materially impede the exercise of inspection and
audit process;
j. “Day” means calendar day.
k. “Employer/Client” means the procuring agency that signs
the contract for the required services and goods with the
selected/qualified Bidder/Contractor.
l. “The Goods” means all of the equipment, machinery, and/or
other materials which the Supplier is required to supply to
Procuring Agency under the Contract.
m. “GCC” mean the General Conditions of Contract contained
in this section.
n. “Performance guarantee” means the bank guarantee
submitted by the contractor to secure obligations under the
contract in accordance with the requirement in the bidding
document
o. Province” means Punjab Province.
p. “SCC” means the Special Conditions of Contract.
q. “Bidder/Contractor” means alegally established
professional firm or entity that may provide the required
goods and complete related services to the client under the
contract
r. “PPRA Rules means the Punjab Procurement Rules
2014amended to date.
s. “Procuring Agency” means the organization procuring
Goods and related services i.e
AGRICULTURE DEPARTMENT SOUTH PUNJAB SOUTH PUNJAB.
t. “The Project Site,” where applicable, means the place or
places named in SCC if any.
2. Application 2.1 These General Conditions shall apply to the extent that they
are not superseded by provisions of other parts of the
Contract.
P a g e 35 | 41
3. Use of Contract
Documents and
Information; Inspection
and Audit by the Bank
4. Performance
Guarantee
3.1 The Bidder/Contractor shall not, without the Agriculture
Department South Punjab’s prior written consent, disclose the
Contract, or any provision thereof, or any specification, plan,
drawing, pattern, sample, or information furnished by or on
behalf of Procuring Agency/ (AGRICULTURE
DEPARTMENT SOUTH PUNJAB) in connection therewith,
to any person other than a person employed by the
Bidder/Contractor in the performance of the Contract.
Disclosure to any such employed person shall be made in
confidence and shall extend only as far as may be necessary
for purposes of such performance.
3.2 The Bidder/Contractor shall permit Procuring Agency to inspect
the Bidder/Contractor’s accounts and records relating to the
performance of the Bidder/Contractor and to have them
audited by auditors appointed by the Agriculture Department
South Punjab, if so required by the Agriculture Department
South Punjab.
4.1 Within seven (7) days of receipt of the notification of Contract award, the successful Bidder/Contractor shall furnish to
Procuring Agency the performance security in the amount specified in SCC before the execution of the contract.
4.2 The proceeds of the performance guarantee shall be payable to Procuring Agency as compensation for any loss resulting from
the Bidder/Contractor’s failure to complete its obligations under the Contract.
4.3 The performance security shall be denominated in the currency of the Contract acceptable to Procuring Agency and shall be in a form of:
a. Bank guarantee or an irrevocable letter of credit issued by a reputable bank located in Punjab, in the form
provided in the bidding documents or another form acceptable to the Agriculture Department South
Punjab.
4.4 The performance security will be discharged by
(AGRICULTURE DEPARTMENT SOUTH PUNJAB) and
returned to the Bidder/Contractor not later than thirty (30)
days following the date of completion of the
Bidder/Contractor’s performance obligations under the
Contract, including any warranty obligations, unless specified
otherwise in SCC.
4.5 The Performance security shall be verified promptly from the concerned bank prior to signing the contract and in case of its
P a g e 36 | 41
non-confirmation, Agriculture Department South Punjab has right to blacklisting such Bidder/Contractors.
5.Transportation 5.1 The Bidder/Contractor is required to deliver items and complete the related services required for this project have to be provided by
the Bidder/Contractor as per the contract (if any) on a specified place of destination and related costs shall be included in the
Contract Price.
6. Bidder/Contractor’s 6.1 Bidder/Contractor shall ensure the delivery of vehicles and
Responsibilities completion of related incidental services, as given in under
terms for hiring of vehicle in BDS, in accordance with the
terms of the contract after approval of Procuring Agency.
6.2. Bidder/Contractor shall be responsible to replace the damaged
parts with the new one within agreed price.
7. Payment& Prices 7.1 The method and conditions of payment to be made to the
Bidder/Contractor under the Contract or the payment
milestone.
8. Change Orders 8.1 Procuring Agency may at any time, by a written order given to
the Bidder/Contractors, make changes within the general
scope of the Contract in any one or more notwithstanding
anything contrary to prevailing laws / rules.
9. Contract & i 9.1 No variation in or modification of the terms of the Contract
Commencements shall be made except by written amendment signed by the
parties.
9.2 The contract shall be commenced after verification of the Bank
guarantee submitted by the Bidder/Contractor from the
concerned bank if otherwise not provided.
10. Delays in the 10.1 Delay in delivery of items and completion of related services
Bidder/Contractor’s by the Bidder/Contractor in accordance with the time schedule
Performance prescribed by Procuring Agency in the Schedule of
Requirements shall not be tolerated.
10.2 The AGRICULTURE DEPARTMENT SOUTH PUNJAB focal
person shall conduct
3visit to the sites in order to monitor progress. The
Bidder/Contractor shall not obstruct visit of the Procuring
agency’s focal person(s).
11. Termination for 11.1 The Agriculture Department, South
Default Punjab without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Bidder/Contractors, may terminate this Contract in whole or in part:
(a) If the Bidder/Contractor fails to perform the deliver 34
P a g e 37 | 41
items and complete the related services required for this project within the period(s) specified in the Contract, or
within any extension thereof granted by Procuring Agency pursuant to GCC relevant Clause or
(b) If the Bidder/Contractor fails to perform any other obligation(s) under the Contract.
(c) If the Bidder/Contractors, in the judgment of Procuring
Agency has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause: “Corrupt practice” means that
defined in PPRA Rules 2014 or Act 2009 amended to
date. However, AGRICULTURE DEPARTMENT SOUTH PUNJAB shall follow the prevailing rules and
law in case of termination of the contract, if required.
11.2 In the event Procuring Agency terminates the Contract in
whole or in part, Procuring Agency may procure the required
items and complete related services, upon such terms and in
such manner as it deems appropriate similar to those
undelivered, and such additional costs shall be payable by the
Bidder/Contractors. However, the Bidder/Contractor shall
continue performance of the Contract to the extent not
terminated. The benefit of force majeure shall be in favor of
client if it anytime.
12. Force Majeure 12.1 Notwithstanding anything contrary provided in the provisions
of GCC Clauses, the Bidder/Contractor shall not be liable for
forfeiture of its performance security, liquidated damages, or
termination for default if and to the extent that it’s delay in
performance or other failure to perform its obligations under
the Contract is the result of an event of Force Majeure.
12.2 For purposes of this clause, “Force Majeure” means an event
beyond the control of the Bidder/Contractor and not involving
the Bidder/Contractor’s fault or negligence and not
foreseeable. Such events may include, but are not restricted
to, acts of Procuring Agency in its sovereign capacity, wars or
revolutions, fires, floods, epidemics, quarantine restrictions,
and freight embargoes.
12.3 If a Force Majeure situation arises, the Bidder/Contractor shall
promptly notify Procuring Agency in writing of such
condition and the cause thereof. Unless otherwise directed by
Procuring Agency in writing, the Bidder/Contractor shall
continue to perform its obligations under the Contract as far as
is reasonably practical, and shall seek all reasonable
alternative means for performance not prevented by the Force Majeure event. The benefit of Force Majeure shall be in favor of client (AGRICULTURE DEPARTMENT SOUTH PUNJAB) if it happened anytime.
P a g e 38 | 41
13. Termination
Insolvency
for
13.1 Procuring Agency may at any time terminate the Contract by
giving written notice to the Bidder/Contractor if the
Bidder/Contractor becomes bankrupt or otherwise insolvent.
In this event, termination will be without compensation to the
Bidder/Contractors, provided that such termination will not
prejudice or affect any right of action or remedy which has
accrued or will accrue thereafter to the Agriculture
Department South Punjab.
14. Termination
Convenience
for
14.1 The Agriculture Department South Punjab, by
written notice sent to the Bidder/Contractors, may terminate
the Contract, in completely or in part, at any time for its
convenience. The notice of termination shall specify that termination is for Procuring Agency convenience, the extent
to which performance of the Bidder/Contractor under the
Contract is terminated, and the date upon which such
termination becomes effective.
14.2 All enabling clauses of PPRA laws / rules / regulations shall be
strictly followed in process of procurement black listing
contract management etc.
15. Resolution
Disputes
of
15.1 Procuring Agency and the Bidder/Contractor shall make every
effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in
connection with the Contract within thirty (30) days.
15.2 The matter shall be referred to Secretary
(Agriculture South Punjab) if Bidder/Contractor is not
agreed or dispute is unsettled after 30 days and who will decide the matter in accordance with prevailing laws after
affording opportunity of hearing to the parties whose decision will be final.
15.3 In case of any objection therefore, the matter may be referred for judication / arbitration in accordance with arbitration Act 1940.
16. Governing Language 16.1 The Contract shall be written in the language English. the version
of the Contract written in the specified language shall govern
its interpretation. All correspondence and other documents
pertaining to the Contract which are exchanged by the parties
shall be written in the same language. In case of any other
language the authenticated translation dully attested may be
added with bid and, In case of any ambiguity the language of
original documents shall prevails.
17. Applicable Law 17.1 The Contract shall be interpreted in accordance with the laws
of Islamic Republic of Pakistan/Punjab.
18. Notices 18.1 Any notice given by one party to the other pursuant to this
Contract shall be sent to the other party in writing or by fax or
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by email or any other modern devices (accepted by
Agriculture Department South Punja),
and confirmed in writing to the other
party’s address specified in the bidding document and
construed its receiving if not responded.
19. Taxes and Duties 19.1 Bidder/Contractor shall be entirely responsible for all taxes,
duties, license fees, etc.
20.Corrupt or 20.1 Procuring Agency requires that Bidder/Contractors,
Fraudulent Practices Bidder/Contractors, and Bidder/Contractors observe the
highest standard of ethics during the procurement and
execution of contracts. For the purposes of this provision, the
terms set forth in PPRA Rules /Act shall be applicable:
(a) Procuring Agency will bar a
firm/individual/company/bidders/Bidder/Contractors/
Bidder/Contractors /consultants/or what so ever named, in
accordance with Blacklisting procedures under Punjab
Procurement Rules 2014 in any case if deems so.
20.2 Furthermore, Bidder/Contractors shall be aware of the
provision stated in the General Conditions of Contract.
21.Blacklisting
Mechanism
21.1. A procuring agency may, for a specified period, debar a
bidder/ Bidder/Contractor from participating in any public
procurement process of the procuring agency, if the bidder or
contractor has:
(a) acted in a manner detrimental to the public interest or good
practices; (b) consistently failed to perform his obligation under the
contract; (c) not performed the contract up to the mark; (d) Indulged in any corrupt practice.
21.2 If a procuring agency debars a bidder/Bidder/Contractor, the
procuring agency:
(a) shall forward the decision to the Punjab
Procurement Regulatory Authority (PPRA) for
publication on the website of the PPRA; and (b) may request the PPRA to debar the bidder or
contractor for procurement of all procuring agencies.
21.3 The Managing Director of PPRA may debar a bidder/
Bidder/Contractor of any procuring agency from participating
in any public procurement process of all or some of the
procuring agencies for such period as the PPRA may
determine.
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Section III
Special Conditions of Contract
The following Special Conditions of Contract shall supplement the General Conditions of Contract. Whenever there is a conflict, the provisions herein shall prevail over those in the General Conditions of Contract.
1. Definitions
a) Procuring Agency is; AGRICULTURE DEPARTMENT SOUTH PUNJAB.
b) Procuring Agency country is: Islamic Republic of Pakistan
c) The Bidder/Contractor is: Whose bid is responsive & lowest acceptable to AGRICULTURE DEPARTMENT SOUTH PUNJAB as per terms & conditions of this bidding documents.
2. Performance Security
The amount of performance security, i.e. (Which shall be within 10% of the contract price) in the shape of non-recourse, irrevocable and unconditional bank guarantee from
scheduled bank of Pakistan/ having setup in Punjab on the prescribed format attached with the bidding document.
3. Bid Validity
The bid validity time period is validity 90 days from the date of opening of bid that shall be annexed with the technical proposal (bid). In case of any fraud, false document
or discrepancy AGRICULTURE DEPARTMENT SOUTH PUNJAB reserves the right to initiate a legal proceeding including blacklisting of bidder/Contractor as per
procurement procedure/PPRA Rules 2014 (amended).
Note:
1. AGRICULTURE DEPARTMENT SOUTH PUNJAB has right to add /
incorporate/review any condition at the time of contract which is not contrary to any
applicable laws or with the consent of the Bidder/Contractor may review any terms and condition / clause of the bidding documents within the parameters of existing
laws.
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DOCUMENT CHECKLIST
Bidder should provide these and other documents if mention in the bidding documents
SR. # DOCUMENTS REQUIRED ATTACHED
TECHNICAL PROPOSAL
1. Certificate of Incorporation of bidder’s firm showing its location and
the date of registration etc.
2. NTN &GST / PPRA
3. Professional Tax Certificate
4. Bid CDR/Bid Security (Original) attached with Technical Bid/proposal
5. Signed & stamped bidding document and all attachment documents
6. Audited Balance Sheet/ Bank Statement of the last three financial
years.
7. Authority Letter from the Bidder Company authorizing the relevant
person to represent the company (If any).
8. Submission of undertaking duly stamped and signed that the
firm, company is not blacklisted or involve in any corrupt or illegal
practice or banned or declared ineligible / blacklisted by any procuring
agency/PPRA.
FINANCIAL PROPOSAL
9. Price Schedule
