Universal Service Fund
(A company setup under Section 42 of the Companies Ordinance 1984)
Request for Proposal (RFP)
“Supply of Stationery, Printer/Photocopier Toners
and other Miscellaneous Items for Universal Service Fund Company”
Tender ID: USF/TDRS/Admin/Stationary/2020/02
Issued at Islamabad on
USFCo Fifth Floor, HBL Tower, Jinnah Avenue, Islamabad Pakistan
Tel: 051 9212308-09 Fax: 051 9214261 URL: www.usf.org.pk
Table of Contents
1. INTRODUCTION .......................................................................................................... 3
2. BIDDING PROCESS ................................................................................................... 3
3. ELIGIBILITY & QULIFICATION CRITERIA .......................................................... 3
4. INSTRUCTIOINS /GENERAL CONDITIONS ......................................................... 4
5. BID SECURITY / PERFORMANCE GUARANTEE ................................................ 5
6. TECHNICAL PROPOSAL .......................................................................................... 6
7. FINANCIAL PROPOSAL ........................................................................................... 7
8. SUBMISSION, OPENING AND RECEIPT OF PROPOSALS ................................. 7
9. AWARD OF CONTRACT .......................................................................................... 8
ANNEX “A” ...................................................................................................................... 14
1. INTRODUCTION Universal Service Fund (USF) is a company registered under Section 42 of the Companies Ordinance, 1984 having its office at 5th floor, HBL Tower, Jinnah Avenue Islamabad. USF intends to procure stationary items, printer/photocopier toners & other miscellaneous items from reputed Sole Proprietors/Firms/Companies. Therefore, USF invites sealed bids from capable Sole Proprietors/Firms/Companies, which are registered with the Sales Tax and Income Tax authorities of FBR, for Supply & Services and are on Active Taxpayers List (ATL), as per scope of work detailed under terms of reference (ToR). 2. BIDDING PROCESS
a. A Sole Proprietor/Firm/Company will be selected after an open, competitive and transparent bidding process in accordance with Public Procurement Regulatory Authority (PPRA) Ordinance, 2002, and Rules, Regulations and Guidelines made thereunder.
b. A Single Stage, One Envelopes procedure shall be opted as per Rule 36 (a) of the Public Procurement Rules, 2004.
c. The bid shall comprise of a single package containing two separate proposals comprising of both technical and financial proposal.
d. The proposals shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion.
e. Bid Security, in the shape of a CDR/Demand Draft/Pay Order in the name of ‘Universal
Service Fund’, shall be provided in a separate envelope along with the proposals.
f. The prospective Bidder will be entitled to download or receive detailed bidding documents/information package from USF website and office of USF respectively.
g. No financial instrument for bid security or mode of payment for bidding documents shall be
acceptable other than as specified in clause (e).
3. ELIGIBILITY & QULIFICATION CRITERIA
Bidders must comply with the following clauses:
a. The Bidder may be a Sole Proprietor or Firm or Company.
b. Bidders must have a minimum three (03) years of relevant work experience, in supply of similar goods and services, from the date of registration with concerned Authorities.
c. Bidders shall submit Copy of following registration documents:
In case of Company 1. Incorporation certificate from Security and Exchange Commission of Pakistan (SECP). 2. NTN & STRN number in the name of Company,
registered with FBR.
In case of Firm 1. Form-C issued by registrar of Firms. 2. NTN & STRN number in the name of Firm, registered with FBR.
In case of sole proprietor 1. NTN & STRN number in the name of Sole Proprietor registered with FBR.
d. The Bidder shall quote only a single solution; otherwise the solution will be rejected for
being non-compliant to this requirement.
e. The Bidder must be registered with FBR for the purposes of Sales Tax (where applicable)
and Income Tax and must be an Active Taxpayer (verifiable through ATL) on the date of bid submission and onward throughout the project tenure in compliance of the Eligible Bidders (Tax Compliance) Regulations, 2015.
f. The Bidder shall provide an undertaking on stamp paper of Rs. 20 duly attested by the Oath Commissioner that the Bidder has not been declared blacklisted by any Government/Semi-Government institutions.
g. The Bidder should have main Office/Shop/Workplace at urban area of
Islamabad/Rawalpindi and provide complete mailing address. Physical Inspection will be carried out by USF officials to ensure that said office/shop/workplace is at urban area of Islamabad / Rawalpindi otherwise bid will be rejected.
h. USF shall not entertain incomplete or partial bids.
4. INSTRUCTIOINS /GENERAL CONDITIONS
a. The bidder will be selected after an open, competitive and transparent bidding process in view of Rule 20 of PPRA Rules, 2004.
b. Proposals shall be submitted in English/Urdu language as per Rule 6 of the Rules. c. All prices mentioned in the Financial Proposal shall be in Pak Rupees (PKR).
d. Each page of the Technical and Financial Proposal shall be signed by an authorized
representative of the Bidder. The representative’s authorization shall be confirmed by letter of authorization accompanying the proposal.
e. All clarifications will be communicated to the registered Bidders through e-mail and shall be
uploaded on the USF website at the specific tender’s web page. f. USF may reject all bids or proposals at any time prior to the acceptance of a bid or proposal.
USF shall communicate to all bidders who submitted a bid or proposal, the grounds for its rejection of all bids or proposals but is not required to justify those grounds as per Rule 33 of the PPRA Rules, 2004.
g. The bidders shall bear all costs associated with the preparation and submission of their
respective bids and USF will, in no case, be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
h. In case of non-conformity of supply & services with the desired specifications, bidder shall be liable to pay damages and penalties as imposed by USF.
i. Bidders are under obligation to read and understand complete information package/bidding
documents and seek any information/clarification from USF before the opening of bids. USF shall not be responsible towards the Bidders for any of their claim or complaint which may arise as a result of non-reading or misreading the bid documents/information package by Bidders, once the bids are opened.
j. USF is the originator of information package/bidding documents, any clarification or
interpretation communicated by USF, whether in response of a query or otherwise, shall be deemed final, conclusive and will remain unquestioned.
k. Successful bidder will be issued Letter of Intent (LoI) and bidder shall submit Letter of
Acceptance (LoA). Upon submission of LoA by Successful bidder a formal contract will be signed.
l. USF is expecting that Bidders, observes the highest standard of ethics during the procurement
and execution of such contract. In pursuit of this policy, the USF:
I. Defines, for the purposes of this provision, the terms set forth below as follows:
II. “RFP” means this Request for Proposal.
III. “RULES” means PPRA rules.
IV. “Corrupt Practice” includes offering, giving, receiving or soliciting, directly or indirectly,
of anything of value to influence improperly the actions of another party.
V. “Fraudulent Practice” includes any act or omission, including a misrepresentation, that
knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial
or other benefit or to avoid an obligation.
VI. “Collusive Practice” includes an arrangement between two or more parties designed to
achieve an improper purpose, including to influence improperly the actions of another
party.
VII. “Coercive Practice” includes impairing or harming, or threatening to impair or harm,
directly or indirectly, any party or the property of the party to influence improperly the
actions of a party.
VIII. “Obstructive Practice” includes deliberately destroying, falsifying, altering or
concealing of evidence material to the investigation or making false statements to
investigators in order to materially impede USF investigation into allegations of a
corrupt, fraudulent, coercive or collusive practice; and/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.
m. USF will reject a proposal for award if it determines that the bidder recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract in question.
5. BID SECURITY / PERFORMANCE GUARANTEE
a. A bid security in the form of a CDR/Pay Order/Demand Draft, in the name of ‘Universal Service Fund’, of value PKR 25,000/- (Pak Rupees Twenty Five Thousand Only) must be attached with proposal otherwise proposals shall be returned and bid will be rejected.
b. Bid security other than specified at clause 5(a) shall not be entertained and accepted. USF shall
return such bids to respective bidders.
c. The bid security of technically disqualified bidder shall be released within fifteen (15) working days from their disqualification.
d. Bid Security of unsuccessful Bidder will be released after ten (10) days of the signing of the contract with the successful Bidder.
e. Performance Guarantee equivalent to ten [10%] of the sum of lowest quoted unit rates/prices
by Bidder(s) and accordingly locked through the tender, will be submitted by the successful Bidder in shape of Irrevocable Bank Guarantee. In case of non-submission of Performance Guarantee by the Bidder within the time stipulated in Letter of Intent (LoI), USF shall have the right to cancel/withdraw LoI and proceed accordingly.
f. Bid security of successful bidder shall be released after submission of Performance Guarantee.
g. The Performance Guarantee submitted by successful bidder(s) shall remain valid till the term
of contract or for any other extended period, as the case may be.
h. Bid Validity: The proposals shall remain valid for period of 90 days from the date of submission.
6. TECHNICAL PROPOSAL
Technical Proposals to be submitted by the applicants shall be in compliance with the requirements laid down in the RFP and ToR. The Technical proposal shall be clearly marked with the following: -
TECHNICAL PROPOSAL”
The technical proposal shall include;
a. A covering letter (attached as Annex-A) from the head of the Sole Proprietor/Firm/Company or an authorized representative of the applicant entailing the objectives and the executive summary.
b. All the information/documentary evidences mentioned eligibility & qualification criteria.
c. Compliance against each clause and sub-clause of RFP and ToR must be attached. Following conventions shall be used in the compliance checklist;
i. Fully Complied (FC)
ii. Not Complied (NC)
d. Additional Information (If Any)
7. FINANCIAL PROPOSAL
The bidder shall submit Financial Proposals specified in the RFP. Envelop shall be clearly marked with the following: -
“FINANCIAL PROPOSAL
The Financial Proposal shall include the following:
a. The rate shall be quoted item-wise in unit price (as mentioned in terms of reference) and the
bidder quoting the lowest unit rate in a particular item shall be considered as successful bidder in that specific item i.e. lowest bidder against each item shall be awarded the supply order.
b. Rates for items mentioned in bidding documents with brand/model may be quoted for same model/brand or equivalent standard items.
c. The prices quoted by the bidder shall not be adjustable. Changes or revisions or variations in rates after the opening of the bid will not be entertained and may disqualify the original offer.
d. All prices shall be in Pak Rupees and DDP as defined in Incoterms 2010. Any exchange rates fluctuations shall be the responsibility of the bidder and USF shall not give any price escalation on that account.
e. The Financial Proposal shall remain valid for a period of (90) days after the submission date and the prices quoted therein shall remain valid for a period of one (1) year after the date of signing of the Agreement with successful bidder.
f. Taxes will be deducted at the time of the payment as per government rules and regulations.
8. SUBMISSION, OPENING AND RECEIPT OF PROPOSALS
a. The original proposal (Technical and Financial Proposal) shall be prepared without any
interlineations or overwriting. b. One hard copy and one soft copy (in USB) of proposal shall be submitted. c. The proposals shall be marked separately as “Technical Proposal” and the “Financial Proposal”
in bold and legible letters to avoid confusion. d. Technical and Financial proposals must be delivered at the address given below on or before
1100 Hrs. (PST), 17 June 2020
Senior Admin Officer Universal Service Fund 5th Floor, HBL Tower Jinnah Avenue, Islamabad Telephone: 051-9212308-09 Ext: 310 Email: [email protected]
e. Technical and Financial Proposals shall be opened the same day i.e. 1130 Hrs. (PST), 17 June
2020 (PST), in presence of all the applicants who choose to be present. f. The evaluation of Proposals will be carried out and the results of the evaluation will be
communicated to all the applicants. Lowest evaluated bidder (s) shall be issued LOI.
9. AWARD OF CONTRACT
a. The Bidder with the lowest evaluated bid item-wise, if not in conflict with any other law, rules,
regulations or policy of the Federal Government shall be awarded the contract, within the original or extended period of bid validity (PPRA Rule 38).
b. A letter of Intent (LoI) will be issued to the lowest evaluated Bidder(s) who shall submit Letter of Acceptance (LoA) within the time period stipulated in LoI. The Bidder(s), to whom LoI has been issued, will have to submit the Performance Guarantee within the time stipulated in LoI.
c. After submission of the Letter of Acceptance (LoA) and Performance Guarantee (PG) it is expected that the Bidder(s) shall sign the contract within minimum possible time of receipt of Performance Guarantee by USF, failing which USF may proceed accordingly and award the contract to the Bidder(s) whose offer has been determined to be the second lowest or the third lowest, as the case may be.
10. Delivery of Goods
a. All Stationary, miscellaneous items and Printer / Photocopier Toners etc. shall be delivered within one (1) week at USF office against issuance of monthly purchase order as per prices locked through tender.
b. In case 1st lowest bidder is unable to supply ordered items/services then the USF reserves the
right to award the PO to 2nd lowest evaluated bidder. In case 2nd lowest evaluated bidder is unable to supply ordered items/services then the USF reserves the right to award the PO to 3rd lowest evaluated bidder and so on.
c. The bidder must immediately replace the faulty item/toner with new item/toner free of cost in case of any fault occurs during use.
d. For supply of toners following shall be taken into consideration:
1. Bidder shall only provide toners manufactured by original manufacturer (HP, Canon)
2. Refilled, refurbished and Counterfeit products are not acceptable, and Performance Guarantee shall be forfeited along with legal action.
e. Required stationery items mentioned in ToRs are selected on the basis of our satisfactory
experience, however, any equivalent item(s) may also be quoted.
11. PAYMENT TERMS
a. All Stationary, miscellaneous items and Printer / Photocopier Toners etc. shall be delivered within one week at USF office against issuance of monthly purchase order as per prices locked through tender.
b. Payment shall be processed within fifteen (15) days after receipt of original commercial / GST invoice duly issued in line with respective months purchase order.
12. PENALITY
a. Successful bidder (s) shall be bound to provide the required items within the delivery
period specified in RFP/TORs or Purchase Order.
b. In case of late delivery, a penalty in the form of Liquidated Damages (LD) equivalent to [0.5%] of the Purchase Order value per day shall be imposed till the actual delivery date of item(s) and the same shall be deducted from the invoice submitted by the Bidder(s) up to the maximum deduction of [20%] of the Purchase Order value, after which USF shall have the right to terminate the contract and forfeit performance guarantee.
c. Any item which is not original and/or of poor quality or sub-standard or defective or faulty has to be taken back by the Bidder(s) even if it is opened by USF. Such fake/sub-standard/defective/faulty item must be replaced by the Bidder(s) within three (3) days, failing which shall result in an imposition of penalty in the form of Liquidated Damages (LD) equivalent to [0.5%] of the Purchase Order value per day till the rectification of default or replacement of fake/sub-standard/defective/faulty item, up to the maximum deduction of [20%] of the Purchase Order value, after which USF shall have the right to terminate the contract and forfeit performance guarantee.
d. Penalty(s) shall be deducted from the invoice/payment submitted by the Bidder(s).
e. Delay due to reasons beyond the control of bidder (Force Majeure) will not be considered as delay.
f. In case the delay/default, without Force Majuere, exceeds beyond fifteen (15) days, USF shall have the right to encash the Performance Guarantee and terminate the Contract.
Terms of Reference
Scope of Work Universal Service Fund (USF) invites proposals from sole proprietor / companies / firms having legal presence in Islamabad / Rawalpindi for supply and delivery of various supply of stationary items, printer/photocopier toners & other miscellaneous items (As per attached list) on monthly basis for a period of one (1) year. All stationary items, printer/photocopier toners & other miscellaneous items shall be delivered within one (1) week at USF office against issuance of monthly purchase order as per prices locked through tender.
All delivered Stationary / miscellaneous items and Printer / Photocopier Toners etc. must be original as specified in attached list. Payment shall be processed against original commercial / GST invoice duly issued in line with respective months purchase order.
List of Stationary, Miscellaneous Items, Printer & Photocopier Toners etc. 1) List of Stationery Items
Sr. No.
Items Price
without Taxes
Tax Rate in
%
Price with
Taxes
1 Binder Clip, KW-trio 25mm DC-25 (1" width)
2 Binder Clip, KW-trio 41mm DC-41 (1-5/8" width) 3 Blanco Correction Pen- UNI, Made in Japan
4 Calculator CITIZEN-CT780-14 Digit
5 Cell AA Batteries (Energizer -Original) Made in Singapore 6 Cell AAA Batteries (Energizer -Original) Made in Singapore 7 Clutch Pencil (Stealer), Made in Germany
8 Counter Pen Deli 6796 Gel Ink
9 Dak Folder Executive 10 Dak Folder Fancy 11 Dollar Pointer
12 Drafting Pad (A4), Alfalah 1161 - 80 gm 13 Drafting Pad (A4), Alfarooq 14 Drafting Pad Small, Alfalah 1162 - 80 gm
15 Drafting Pad Small, Alfarooq 16 Envelope Legal 14/18, Cloth, Made in Pakistan
17 Envelope White Legal Size
18 Envelope White, 9"x4" (PKT OF 50), Made in Pakistan
19 Envelope, White, A-4 Size, Made in Pakistan 20 File - Box File A-4 Size Imported 21 File - Box File Large Imported 22 File Folder Clip (Fibre) Long Lever, Nokia 064 A, Made in Pakistan 23 File QW-324A (30-35 Pages), Imported
24 File Ring Binder 252D (52mm Capacity) 25 File Ring 1444 Nokia Hard Binding (Data Book), Made in Pakistan 26 File Ring 1444 Nokia Transparent (Data Book), Made in China 27 File Separators (Coloured Dividers) A-4 Sheet Orient 1-10
28 File Transparent, A320 29 Highlighter - PIANO (Multi Colours)
30 Marker Board, Dollar (black, red, blue, green), Made in Pakistan 31 Marker No.70, Dollar (black, red, blue, green), Made in Pakistan
32 My Clear Bag FCW209
33 Paper Clip 26 MM –3-Flower (Packet), Made in Pakistan 34 Paper Clip 30 MM –3-Flower (Packet), Made in Pakistan 35 Paper Cutter, Deli Adjustable Quality AL200P, Made in JAPAN 36 Paper Ream A4 80 gm Imported
37 Paper Ream Legal 80 gm imported
38 Paper Stand A-4 Size, Engagement stand 39 Pen Ball Point, Picasso Grip, Made in Pakistan
40 Pen M&G Expert Gel Broad 41 Pen M&G Leader 0.7
42 Pen Stand - Wooden Jar
43 Pen Stand, P972S PMP 44 Pen Uni Ball Eye, Mitsubishi Pencil Co. Ltd, Japan 45 Pencil NO.2-1/2 HB, Goldfish, Made in Pakistan 46 Pencil Sharpener – Steel 47 Plastic File Separators Thick Sheets, A4 Page Dividers, (A to Z, 25 Parts) Multi-
coloured 48 Plastic Folder L Shape Nokia, Made in China 49 Plastic Tray Transparent Double Desk Tray, Double TrayPMP, Made in China
50 POST -IT 3"3" 3m Sticking Notes, Removeable Adhesive (Pkt of 100) USA 51 Post it Flag 75x25 mm, 100 sheet, 3 Neon Colour, 3 Flower 52 Post-IT 3"5" - 3m Sticking Notes, Removeable Adhesive (Pkt of 100), Made in USA 53 Post-it Flag 3M (50-Packet) Made in USA
54 Punching Machine, KW-trio 09670 (Heavy Duty), Taiwan 55 Punching Machine KW-trio 09228 (2-Hole 20 sheets punch machine) 56 Quality Colour Paper, 210x297 mm, 80gms-100 Sheets, Premium Colour Paper,
Made in Pakistan
57 Register No.10 / Alfalah, Made in Pakistan 58 Rubber AS 40, Pelikan
59 Schenider Permanent Marker Fine Tip, Made in Garmany
60 Scissor 6", Imported 61 Signature Book, Elba 41403 20 Compartments, PVC Cover,
62 Stamp Pad - Made in Pakistan
63 Stamp Pad INK - Made in Pakistan 64 Staple Remover R.3 KW Trio 5080 – Imported
65 Stapler Machine (20 Sheets KW-Trio 05758H) Pollex Metal Full-Strip Stapler 66 Stapler Machine Heavy Duty KW-trio 050LAN, Capacity: 210 sheets, (Staples
23/6~23/23)
67 Stapler Pin 23/13 (H-13) 13mm Heavy Duty – Imported 68 Stapler Pin 23/24 (H-13) Heavy Duty – Imported
69 Stapler Pin 24/6 – Imported
70 Steel Ruler, Made in China
71 Tape Dispenser, KW-3311, Made in Taiwan 72 Tape, Double Tape, Deer Brand Four Pillars…
73 Tape, Packing Tape Transparent 3 " x 100 Yards Nichibon, Made in Japan 74 Tape, Scotch Tape Deer 1” X 50 Yards, Made in Pakistan 75 Tempo Marker, Fibre Tip - Multi colours 76 UHU - All Purpose Adhesive - No.6 (60ml)
77 UHU Glue Stick, 21 GM, Made in Germany 78 Visiting Card Album 256 Card – Imported
79 White Board Size 2x3 80 White Board Size 3x4
81 White Board Size 3x5
2) List of Miscellaneous Items
Sr. No.
Items Price
without Taxes
Tax Rate in
%
Price with
Taxes
1 Air Freshener Large 300ml (Aseel), Made in UAE
2 Air Wick Air Freshener 250ml (for dispenser)
3 Air Wick Dispenser
4 Baygon (Insect Killer), Made in Pakistan
5 Mortein (Insect Killer), Made in Pakistan
6 Dettol Surface Cleaner (1 ltr)
7 Dry Dust Mop with Steel Handle
8 Duster (yellow, Extra Large) 20"X30” Made in Pakistan
9 Floor Wiper with Steel Handle
10 Glint Glass & Household Cleaner (500 ml)
11 Harpic Bathroom Cleaner (500ml)
12 Harpic Toilet Cleaner (500ml)
13 KIWI Revive All (Wooden polish 250ml)
14 Liquid Hand Wash Dettol 600 ml
15 Liquid Hand Wash Important 5 Liter
16 Liquid Hand Wash Soap Palmolive 250ml
17 Liquid Hand Wash Soap Paradise 250ml
18 PE Gloves (Large size) - Pack of 50
19 Phenyl Bottle (2.75 ltr)
20 Sanitizer Dispenser (1 ltr)
21 Sanitizer Liquid (1 ltr) – Imported
22 Sanitizer Liquid (1 ltr) – Local
23 Sanitizer Liquid (5 ltr) – Imported
24 Sanitizer Liquid (5 ltr) – Iocal
25 Sanitizer Liquid (500 ml) - Imported
26 Sanitizer Liquid (500 ml) – Iocal
27 Surgical Face Mask - Pack of 50
28 Tissue Box Luxury Rose Petal, Made in Pakistan
29 Tissue Box Normal Supreme Rose Petal, Made in Pakistan
30 Tissue Roll Rose Petal, Made in Pakistan
31 Towels Standard Bath Size 27"x54", Made in Pakistan
3) List of Different Toners / IT Items
Sr. No.
Items Price
without Taxes
Tax Rate in
%
Price with
Taxes
1 CD Sony/Maxel R 700 MB, Made in Taiwan
2 DVD-R Sony/Maxel, Made in Japan
3 Kingston USB 32 GB 3.0 Steel
4 Kingston USB 8 GB 3.0 Steel
5 Power Extension Multiplug, with 5-meter wire
6 Three pin multiplug adaptor Imported
7 Toner Canon Photocopier, NPG 50 For IR2545
8 Toner Cartridge 039 (Printer Model No. LBP 351X)
9 Toner for Printer HP Colour LaserJet 1515n Original, Made in Japan
10 Toner Hp LaserJet P1102 Original, Japan
11 Toner HP LaserJet Toner 26-A Original
12 Toner HP LaserJet Toner 78-A Original
13 Toner Laser Jet 80-A for Hp LaserJet PRO 400 M401DNHP Original, Made in Japan
14 Toner Laser Toner (HP Q7553A) for P2015 Printer Original, Made in Japan
15 Toner LaserJet Toner HP 1020 Original, Made in Japan
16 Wireless less Mouse-A4 Tech
Annex “A” Date:................................
To, Senior Admin Officer, Universal Service Fund 5th Floor, HBL Tower, Jinnah Avenue, Islamabad Dear Sir,
1. I/we, the undersigned, being duly authorized to represent and act on behalf of ................................... (hereinafter “the Applicant”) have reviewed and fully understood all the clauses of RFP provided by USF.
2. USF and its authorized representatives are hereby authorized to conduct any inquiries or investigations to verify the statements, documents, and information submitted in connection with this application, and to seek clarification from our bankers and clients regarding any financial and technical aspects. This Letter of Application will also serve as authorization to any individual or authorized representative of any institution referred to in the supporting information, to provide such information deemed necessary and requested by yourselves or the authorized representative to verify statements and information provided in this application, or with regard to the resources, experience, and competence of the Applicant.
3. USF and its authorized representatives may contact the following persons for further
information, including General and Managerial Inquiries, Personnel Inquiries, Technical Inquiries, Financial Inquiries, if and when needed.
S# Name Designation Contact Information
1.
2.
3.
Annex “B”
DRAFT AGREEMENT
This Agreement (the “Agreement”) for supply of stationery and other miscellaneous store
items, is made and entered into at Islamabad on this ___ day of ___ 2020;
BETWEEN
Universal Service Fund, a company incorporated under the Companies Ordinance of 1984,
having its registered office at Fifth Floor, HBL Tower, Jinnah Avenue Islamabad, Pakistan
(hereinafter referred to as “USF” which expression shall, unless repugnant to the context and
contrary to the meaning thereof shall include its successors-in-interest, administrators, legal
representatives, executors and assigns) of the FIRST PART.
AND
(Name of the Contractor) a company incorporated under the Companies Ordinance, 1984,
having its registered office at (Address of the Contractor), (hereinafter referred to as the
“Contractor”, which expression shall, where the context so admits mean and include its
successors-in-interest, administrators, legal representatives, executors and assigns) of the
OTHER PART.
(USF and Contractor are being referred to in this Amendment individually as the “Party” and
collectively as the “Parties”)
WHEREAS:
A. USF intends to acquire stationary items, miscellaneous store items and toners/IT items
from the Contractor.
B. The Contractor has agreed to supply stationary items, miscellaneous store items and
toners/IT items as per (Schedule – A), (Schedule - B) and (Schedule - C) to USF and in
accordance with the terms and conditions laid down in this Agreement.
NOW THEREFORE, the Parties hereby agreed to the following terms and conditions:
1. Term of the Agreement
1.1 This Agreement shall become effective on ___ day of ___ 2020 (“Effective Date”) and shall
remain in effect for a period of one (01) year unless terminated under Clause 9 of the
Agreement.
1.2 Prior to the expiration of the Term, this Agreement may be extended for a further period by mutual
agreement between the Parties, provided that, the Parties must enter into a mutual written
Agreement to extend the Term. When used in this Agreement, the phrase “the Term” shall refer to
the entire duration of the Agreement.
2. Scope of Work
2.1 The Contractor shall ensure regular and uninterrupted supply of stationary items,
miscellaneous store items and toners/IT items at USF Office as per (Schedule – A),
(Schedule - B) and (Schedule - C) and in accordance with the terms and conditions laid
down in this Agreement.
2.2 The Contractor undertakes to supply stationary items, miscellaneous store items and
toners/IT items required by USF within one (1) week of issuance of Purchase Order
(“PO”).
2.3 The Contractor shall also fulfill all approved stationary items, miscellaneous store items
and toners/IT items requirements as and when required by USF.
2.4 The Contractor shall with respect to the PO, keep the response time down to minimum
and shall immediately supply required stationary items, miscellaneous store items and
toners/IT items.
3. Annexures / Agreement Documents
3.1 The following documents shall be deemed to form and be read and construed as integral
part of this Agreement:
i. Annexure-A Request for Proposal (RFP)
ii. Annexure-B Terms of Reference (ToRs)
iii. Annexure-D Technical Proposal
iv. Annexure-E Financial Proposal
v. Annexure-F Bid Clarification (communication/correspondence
between Parties)
vi. Annexure-G Performance Guarantee
vii. Annexure-H Letter of Intent (LoI) and Letter of Acceptance (LoA)
4. Pricing Terms
4.1 The USF shall pay to Contractor on Unit Cost Basis as per (Schedule – A), (Schedule - B) and
(Schedule - C) which shall mean payment based on quantity of units / items supplied which have
been duly signed by the authorized representatives of both the Parties.
4.2 The unit rates / prices set forth in (Schedule – A), (Schedule - B) and (Schedule - C) of this
Agreement shall remain valid for a period of one (1) year of Effective Date of this Agreement.
4.3 The Agreement shall be valid for a period of one (1) year and at the end of such period, the Parties
with mutual agreement may extend the term of this Agreement for another term of one (1) year
with similar terms and conditions and payment terms.
5. Payment Terms and Penalties
5.1 All stationary items, toners/IT items and miscellaneous items shall be delivered within
one (1) week at USF office against issuance of PO by USF as per prices locked through
tender.
5.2 In consideration of the clear, efficient and uninterrupted supply of the products as per
(Schedule – A), (Schedule - B) and (Schedule - C) and other obligations of the Contractor
under this Agreement, the Contractor shall be paid a fixed rate as approved against each
stationary items, miscellaneous store items and toners/IT items specified under (Schedule
– A), (Schedule - B) and (Schedule - C) of this Agreement.
5.3 The payment for the supply of the items shall be made on the basis of PO. The Contractor
shall submit its invoice inclusive of all applicable taxes to USF against each monthly PO
issued by the USF which shall ensure timely payments within thirty (30) days after the
receipt of invoice from the Contractor for each month.
5.4 In case of late delivery, a penalty in the form of Liquidated Damages (LD) equivalent to
[0.5%] of the PO value per week shall be imposed and deducted from the invoice/payment
up to the maximum deduction of [10%] of PO value. Provided that delay due to reasons
beyond the control of bidder (Force Majeure) shall not be considered as delay.
5.5 Payments shall be subject to deduction of all applicable taxes at prevalent rate from the
relevant invoices of the Contractor and paid to the tax authorities, except those especially
exempted by the tax authorities. USF will issue certificate of deductions to the Contractor
to enable him to settle tax returns with the tax authorities.
5.6 In case the delay/default exceeds beyond fifteen (15) days, USF shall have the right to
encash the Performance Guarantee and terminate the Contract.
6. Taxes and Duties
6.1 The Contractor shall be responsible for all taxes time being enforced under prevailing
laws of Pakistan including, GST, duties, license fees, insurance, freight charges, local
transportation, handling and other incidental charges etc., incurred or accrued until the
completion of term of the Agreement.
6.2 Withholding tax shall be deducted as per applicable tax laws of Pakistan as amended from
time to time.
6.3 Any increase or decrease in the rates of sales tax applicable at the time of payment shall
be to the cost and the benefit of the Client and shall be further added or adjusted, as the
case may be, in total Agreement price.
7. Performance Guarantee
7.1 USF shall retain the Performance Guarantee equivalent to ten [10%] of the sum of lowest
quoted unit rates/prices by Bidder(s) and accordingly locked through the tender, submitted
by the Contractor, in shape of Irrevocable Bank Guarantee, till the term of the Agreement
or for any other extended period, as the case may be, which shall be released after the
completion of Term of the Agreement.
7.2 USF shall have the sole and absolute right to encash the Performance Guarantee without
any prior notice to the Contractor in the event of any breach, failure, non-compliance or
delay in the performance of the Agreement, partial or whole.
8. General Conditions
8.1 Any Purchase Order, which is not duly signed by the authorized person of USF, shall not be
entertained.
8.2 The supply of stationary items, miscellaneous store items and toners/IT items should be strictly in
accordance with Purchase Order and must be checked / verified on daily basis. Rejected stationary
items, miscellaneous store items and toners/IT items must be taken back on the same day.
8.3 Any item which is not original and / or of poor quality or sub-standard or defective or faulty has to
be taken back by the Bidder(s) even if it is opened by USF.
8.4 Employee(s) of the Contractor shall not be allowed to visit any department of the USF.
Clarifications, if any, should be referred to the USF Admin Department.
8.5 The Contractor shall be solely responsible to make arrangement of storage and movements of
stationary items, miscellaneous store items and toners/IT items at its own risk.
8.6 The Contractor shall be solely responsible for any loss, damage or pilferage of any of company’s
material taking-place through or by the negligence or carelessness of its employee, and the
Contractor shall also be liable to reimburse the loss suffered by the USF.
8.7 USF shall only make payment against supplied stationary items, miscellaneous store items and
toners/IT items after ensuring that the quality and quantity of the supplied items.
8.8 The Contractor is not allowed to sub-contract, delegate or transfer to any other party the rights of
this job contract.
9. Termination
9.1 USF shall have the right to terminate this Agreement if the Contractor fails to abide by the terms
and conditions laid down in this Agreement or if the Contractor fails to remedy a breach within
thirty (30) days of receipt of written notice to do so.
9.2 The Contractor may terminate this Agreement if USF fails to make payment under this
Agreement within thirty (30) days after the receipt of invoice from the Contractor against each
monthly PO issued by USF.
10. Force Majeure
10.1 Any failure or omission by any Party to perform any obligation under this Agreement shall not be
considered or treated as a default or breach by such Party if to the extent and for as long as such
failure or omission is caused by any supervening event (hereinafter referred to as “Force
Majeure”) beyond the reasonable control of the Party so affected (to include without limitation,
acts-of- God, acts-of-state, pandemic, epidemic, war, riot, military action explosions, terrorism,
sabotage, natural disaster, civil commotion, strikes, lockouts and labor disputes) and which by the
exercise of reasonable diligence could not be prevented or provided against and the effects of
which cannot be overcome by reasonable expenditure.
10.2 The Party so affected shall as soon as it becomes aware of the occurrence of Force Majeure
immediately notify the other Party, and the protection of this Article shall become operative only
from the time when such notice is given. Thereafter the Party so effected shall do all that is
reasonably possible at its expense to remove or ameliorate the effect of such occurrence of Force
Majeure. If all reasonable efforts should fail, or if Force Majeure situation persists beyond the
period of thirty (30) days, the Parties shall in good faith consult with each other and take necessary
steps for resolving the issue of investment, loss of goodwill, etc.
10.3 If the effect of Force Majeure continues beyond a period of thirty (30) days than either Party may
terminate this Agreement.
11. Dispute Resolution
11.1 The Parties shall attempt to resolve any and all disputes amicably as to the interpretation of the
Agreement or as to the performance of either Party hereunder, and shall make every effort to
resolve amicably by direct informal negotiation any disagreement or dispute arising between them
under or in connection with this Agreement.
11.2 If the Parties fail to settle any dispute or difference within thirty (30) days after first conferring,
then such dispute or difference shall be settled through arbitration, either party may refer the
dispute to Arbitration under the provisions of Arbitration Act, 1940 (Act No. X of 1940) and
Rules made there-under as amended from time to time.
11.3 The place of arbitration shall be Islamabad, the arbitration shall be governed by the Arbitration
Act, 1940 and the language of the arbitration shall be English.
12. Governing Law
12.1 The provisions of this Agreement and the rights and obligations hereunder shall be governed by
and construed in accordance with the prevailing laws of Pakistan. The courts at Islamabad
Pakistan shall have the exclusive jurisdiction in respect of disputes arising hereunder.
13. Waiver
13.1 A party's failure to exercise or delay in exercising any right, power or privilege under this
Agreement shall not operate as a waiver; nor shall any single or partial exercise of any right,
power or privilege preclude any other or further exercise thereof.
14. Severability
14.1 The invalidity or unenforceability of any provisions of this Agreement shall not affect the
validity or enforceability of any other provision of this Agreement, which shall remain in full
force and effect.
15. Amendment
15.1 All addition amendments and variations to this Agreement shall be binding only if in writing
and signed by duly authorized representatives of the Parties.
16. Notices
16.1 Any notice, request demand, statement, call, question, intimation, reference, or other
communication required for execution of this Agreement shall be made in writing and shall be
directed by courier service or to the email address of the Parties as follows:
USF Mr. Munib Aslam Raja
Senior Admin Officer Universal Service Fund
5th Floor, HBL Tower
Jinnah Avenue, Islamabad Telephone: 051-9212308-09 Ext: 210
Email: (admin.tenders)@usf.org.pk
Constractor Mr._______________
(Contractor Name)
(Contractor Address)
Email:
16.2 Notices shall be deemed to be served when received by the addressee.
17. Counterparts
17.1 This Agreement may be executed in two or more counterparts, each of which shall be deemed an
original, but all of which together shall constitute one and the same instrument.
IN WITHNESS WHEREOF, the Parties hereto set their hands the day, month and year first above
written.
FOR AND BEHALF OF
THE CONTRACTOR
FOR AND BEHALF OF USF
Signature: Signature:
Designation: _____________________
Designation: Chief Executive Officer
WITNESSES
_______________________________ ______________________________
Name: __________________________
Name: Syed Sibt-e-Hassan Gardezi
(SCHEDULE - A)
List of Stationery Items to be supplied
Sr. No. Items Price
without Taxes
Tax Rate in
%
Price with
Taxes
1 Binder Clip, KW-trio 25mm DC-25 (1" width) 2 Binder Clip, KW-trio 41mm DC-41 (1-5/8" width)
3 Blanco Correction Pen- UNI, Made in Japan
4 Calculator CITIZEN-CT780-14 Digit 5 Cell AA Batteries (Energizer -Original) Made in
Singapore
6 Cell AAA Batteries (Energizer -Original) Made in Singapore
7 Clutch Pencil (Stealer), Made in Germany 8 Counter Pen Deli 6796 Gel Ink 9 Dak Folder Executive
10 Dak Folder Fancy
11 Dollar Pointer 12 Drafting Pad (A4), Alfalah 1161 - 80 gm
13 Drafting Pad (A4), Alfarooq
14 Drafting Pad Small, Alfalah 1162 - 80 gm 15 Drafting Pad Small, Alfarooq 16 Envelope Legal 14/18, Cloth, Made in Pakistan 17 Envelope White Legal Size 18 Envelope White, 9"x4" (PKT OF 50), Made in
Pakistan
19 Envelope, White, A-4 Size, Made in Pakistan 20 File - Box File A-4 Size Imported 21 File - Box File Large Imported
22 File Folder Clip (Fibre) Long Lever, Nokia 064 A, Made in Pakistan
23 File QW-324A (30-35 Pages), Imported 24 File Ring Binder 252D (52mm Capacity)
25 File Ring 1444 Nokia Hard Binding (Data Book), Made in Pakistan
26 File Ring 1444 Nokia Transparent (Data Book), Made in China
27 File Separators (Coloured Dividers) A-4 Sheet Orient 1-10
28 File Transparent, A320
23
29 Highlighter - PIANO (Multi Colours) 30 Marker Board, Dollar (black, red, blue, green),
Made in Pakistan 31 Marker No.70, Dollar (black, red, blue, green),
Made in Pakistan 32 My Clear Bag FCW209 33 Paper Clip 26 MM –3-Flower (Packet), Made in
Pakistan 34 Paper Clip 30 MM –3-Flower (Packet), Made in
Pakistan
35 Paper Cutter, Deli Adjustable Quality AL200P, Made in JAPAN
36 Paper Ream A4 80 gm Imported 37 Paper Ream Legal 80 gm imported
38 Paper Stand A-4 Size, Engagement stand 39 Pen Ball Point, Picasso Grip, Made in Pakistan 40 Pen M&G Expert Gel Broad 41 Pen M&G Leader 0.7 42 Pen Stand - Wooden Jar 43 Pen Stand, P972S PMP 44 Pen Uni Ball Eye, Mitsubishi Pencil Co. Ltd, Japan 45 Pencil NO.2-1/2 HB, Goldfish, Made in Pakistan
46 Pencil Sharpener - Steel 47 Plastic File Separators Thick Sheets, A4 Page
Dividers, (A to Z, 25 Parts) Multi-coloured 48 Plastic Folder L Shape Nokia, Made in China 49 Plastic Tray Transparent Double Desk Tray,
Double TrayPMP, Made in China 50 POST -IT 3"3" 3m Sticking Notes, Removeable
Adhesive (Pkt of 100) USA 51 Post it Flag 75x25 mm, 100 sheet, 3 Neon Colour,
3 Flower
52 Post-IT 3"5" - 3m Sticking Notes, Removeable Adhesive (Pkt of 100), Made in USA
53 Post-it Flag 3M (50-Packet) Made in USA 54 Punching Machine, KW-trio 09670 (Heavy Duty),
Taiwan 55 Punching Machine KW-trio 09228 (2-Hole 20
sheets punch machine) 56 Quality Colour Paper, 210x297 mm, 80gms-100
Sheets, Premium Colour Paper, Made in Pakistan
57 Register No.10 / Alfalah, Made in Pakistan
24
58 Rubber AS 40, Pelikan 59 Schenider Permanent Marker Fine Tip, Made in
Garmany
60 Scissor 6", Imported 61 Signature Book, Elba 41403 20 Compartments,
PVC Cover, 62 Stamp Pad - Made in Pakistan 63 Stamp Pad INK - Made in Pakistan 64 Staple Remover R.3 KW Trio 5080 - Imported 65 Stapler Machine (20 Sheets KW-Trio 05758H)
Pollex Metal Full-Strip Stapler
66 Stapler Machine Heavy Duty KW-trio 050LAN, Capacity: 210 sheets, (Staples 23/6~23/23)
67 Stapler Pin 23/13 (H-13) 13mm Heavy Duty - Imported
68 Stapler Pin 23/24 (H-13) Heavy Duty - Imported 69 Stapler Pin 24/6 - Imported
70 Steel Ruler, Made in China 71 Tape Dispenser, KW-3311, Made in Taiwan
72 Tape, Double Tape, Deer Brand Four Pillars… 73 Tape, Packing Tape Transparent 3 " x 100 Yards
Nichibon, Made in Japan 74 Tape, Scotch Tape Deer 1” X 50 Yards, Made in
Pakistan
75 Tempo Marker, Fibre Tip - Multi colours
76 UHU - All Purpose Adhesive - No.6 (60ml) 77 UHU Glue Stick, 21 GM, Made in Germany 78 Visiting Card Album 256 Card – Imported
79 White Board Size 2x3 80 White Board Size 3x4 81 White Board Size 3x5
(SCHEDULE - B)
List of Miscellaneous Items to be supplied
Sr. No. Items Price
without Taxes
Tax Rate in
%
Price with
Taxes
1 Air Freshener Large 300ml (Aseel), Made in UAE
25
2 Air Wick Air Freshener 250ml (for dispenser) 3 Air Wick Dispenser 4 Baygon (Insect Killer), Made in Pakistan 5 Mortein (Insect Killer), Made in Pakistan
6 Dettol Surface Cleaner (1 ltr) 7 Dry Dust Mop with Steel Handle 8 Duster (yellow, Extra Large) 20"X30” Made in
Pakistan 9 Floor Wiper with Steel Handle
10 Glint Glass & Household Cleaner (500 ml)
11 Harpic Bathroom Cleaner (500ml)
12 Harpic Toilet Cleaner (500ml) 13 KIWI Revive All (Wooden polish 250ml) 14 Liquid Hand Wash Dettol 600 ml 15 Liquid Hand Wash Important 5 Liter
16 Liquid Hand Wash Soap Palmolive 250ml 17 Liquid Hand Wash Soap Paradise 250ml
18 PE Gloves (Large size) - Pack of 50 19 Phenyl Bottle (2.75 ltr) 20 Sanitizer Dispenser (1 ltr) 21 Sanitizer Liquid (1 ltr) - Imported
22 Sanitizer Liquid (1 ltr) - Local
23 Sanitizer Liquid (5 ltr) - Imported 24 Sanitizer Liquid (5 ltr) - Iocal 25 Sanitizer Liquid (500 ml) - Imported 26 Sanitizer Liquid (500 ml) - Iocal 27 Surgical Face Mask - Pack of 50
28 Tissue Box Luxury Rose Petal, Made in Pakistan 29 Tissue Box Normal Supreme Rose Petal, Made in
Pakistan 30 Tissue Roll Rose Petal, Made in Pakistan
31 Towels Standard Bath Size 27"x54", Made in Pakistan
26
(SCHEDULE - C)
List of Toners to be supplied
Sr. No. Items Price
without Taxes
Tax Rate in
%
Price with
Taxes
1 CD Sony/Maxel R 700 MB, Made in Taiwan 2 DVD-R Sony/Maxel, Made in Japan 3 Kingston USB 32 GB 3.0 Steel
4 Kingston USB 8 GB 3.0 Steel
5 Power Extension Multiplug, with 5-meter wire
6 Three pin multiplug adaptor Imported 7 Toner Canon Photocopier, NPG 50 For IR2545 8 Toner Cartridge 039 (Printer Model No. LBP 351X) 9 Toner for Printer HP Colour LaserJet 1515n
Original, Made in Japan 10 Toner Hp LaserJet P1102 Original, Japan
11 Toner HP LaserJet Toner 26-A Original 12 Toner HP LaserJet Toner 78-A Original 13 Toner Laser Jet 80-A for Hp LaserJet PRO 400
M401DNHP Original, Made in Japan 14 Toner Laser Toner (HP Q7553A) for P2015 Printer
Original, Made in Japan 15 Toner LaserJet Toner HP 1020 Original, Made in
Japan 16 Wireless less Mouse-A4 Tech
