Bidding Document For Annual Procurement IFQ No: 20/Quotation/FITI/2018/ (3 rd April, 2018)
Invitation for Quotation (IFQ) 1. You are invited to submit your priced bid for the supply of the Equipment and Computer Items. 2. The bidder(s) may quote for any or all items under this invitation. Each item shall be evaluated and contract awarded separately to the firm(s) offering the lowest evaluated price for each item. 3. The bidder(s) shall submit one original of the priced quotation with the Form of Bid and clearly marked ORIGINAL. The quotation including all documents in the attached format should be sealed in an envelope and addressed to and delivered at the following address: Head HR, Admin and Finance Financial Institutions Training Institute Ltd, Thimphu, Bhutan 4. The deadline for receipt of your quotation(s) by the purchaser at the indicated address is (20 th April, 2018) on or before 1300 Hrs. The bids will be opened on (20 th April, 2018) at 1500 Hrs in the Office. The FITI shall not consider any bid that arrives after the deadline for submission of bids. 5. The bid shall be valid till minimum of 3 months from date of submission of quotation. 6. Quotation by fax or by electronic mode is not acceptable. 7. The quotation shall be submitted as per the following instructions and in accordance with the attached Terms and Conditions of Supply and shall for an integral part of the Contract. 7.1. PRICE: all prices shall be quoted in Ngultrum. The quoted price shall be inclusive of all related costs etc. including taxes, duties, and other levies to the final place of delivery at, FITI Office, Thimphu. 7.2. EVALUATION OF QUOTATION: offers determined to be substantially responsive to the specifications will be evaluated by comparison of their quoted prices. In evaluating the quotations, the purchaser shall determine for each quotation the evaluated price by adjusting the price quotation by making any correction for any arithmetical errors as follows; 7.2.1. Where there is a discrepancy between amounts in figures and in words, the amount in words shall govern; 7.2.2. Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted shall govern, unless in the opinion of the Employer there is an obviously gross misplacement of the decimal point in the unit rate, in which case the line item total as quoted shall govern, and the unit rate shall be corrected. 7.2.3. If the supplier refuses to accept the correction, this quotation shall be rejected and the bid security shall be forfeited. Page 2 of 8
7.3. AWARD OF PURCHASE ORDER: the award shall be made to the bidder who is offering the lowest evaluated price that meets the specifications. The successful bidder shall deposit performance guarantee of 10% of the Contract Value exceeding Contract price of Nu.100,000.00 Performance guarantee shall be released after 12 months from the date of signing of contract. 7.4. VALIDITY OF THE OFFERS: your quotation(s) shall be valid for a period of one year from signing of the contract. 8. Further information/clarification can be obtained from: HR, Admin and Finance Division. 9. Depending on the final requirement, the purchaser may increase or decrease the quantities by twenty percent (20%) of the purchase order. 10. The quotation(s) shall be opened in the presence of bidders or their representatives who choose to attend at the specified venue and time. 11. The purchaser is not bound to accept the lowest bid and reserves the right to accept or reject any or all the bids without assigning any reason, whatsoever. 12. The bidder whose bid is accepted shall be notified of the award of contract by the purchaser prior to expiration of the quotation validity period which is 45 days from bid opening date. The terms of the accepted offer shall be incorporated in the supply order (sample form attached). 13. No advance shall be paid. 14. Payment shall be made within thirty (30) days after the date of received of the acceptance certificate for the respective delivery issued by the purchaser. Page 3 of 8
THE SCHEDULE OF ITEMS AND THE PRICE QUOTATION Sl Item Description & Details(minimum specifications of goods to be supplied) Printer Type: Workgroup printer - laser - monochrome Dots per inch (dpi): 1200 dpi Max. Original Size: A4 Engine speed: 33 ppm (B/W) 1 Network Printer Monthly duty cycle: 50000 pages Networking: Gigabit LAN, USB Standard and optional input tray(s): 150 sheets Automatic Duplexing: Yes 2 Photocopy Machine Heavy Duty 3 Camera 4 Lens 5 Cheque Printer Compatibility: Mac, PC Printer Type: Desktop Printer / Copier / Scanner Dots per inch (dpi): 600 x 600 dpi Memory Size: 128 MB Max. Original Size: A3 Engine speed (A4 ): 22 ppm (B/W) Monthly duty cycle: 50000 pages Networking: Gigabit LAN, USB Standard and optional input tray(s): 250 sheets Automatic Duplexing: Yes Compatibility: Mac, PC Canon EOS 7D Mark II Digital SLR Camera + 18-135mm IS STM Lens Canon EF 14mm f/2.8l II USM Ultra - Wide Angle Lens Printer Type: single user printer - laser - monochrome Dots per inch (dpi): 600dpi Max. Original Size: A4 Engine speed: 20 ppm (B/W) Monthly duty cycle: 5000 pages Networking: USB Compatibility: Mac, PC Unit Qty Unit Rate (Nu.) 2 Nos. 6 Fax Machine Compact Plain Paper Fax with Copier 7 CCTV 2mp Dome Type Camera With Poe Indoor 2mpb Bullet Camera With Poe Outdoor 3 Nos. 1 Tb High Performance Survelience Hdd 4 Channel Nvr 4 Port Poe Swith Total Amount (Nu.) Page 4 of 8
Cat 6 Cable 250Mtrs. Rj 45 14 Mtrs. 8 Computer Processor: 7 th Gen Intel Core i7 Integrated Intel(R) H81 Express Chipset; Memory: 4GB DDR3; Hard Drive: 500GB SATA; Ethernet: Integrated 10/100/1000mbps; Integrated Conexant CX20641 High; Internal WIFI Card 802.11bgn; 16X Max DVD +/- RW with Dual Layer; Integrated High Definition 7 Nos. Audio Codec; Dell Internal Speaker; Integrated Intel(R) Graphics 4600; Monitor: 18.5" display; Keyboard: Quite Key Keyboard; Mouse - USB Optical Mouse; OS: Genuine Windows 8.1 Professional; Stand: Micro Vertical Tower. 9 Laptop OS: Windows 10 Home or Pro Processor Type : Core i7 Processor Graphics: Intel HD Graphics 620 Memory: 8 GB Screen:13.3-inch up to QHD+ (3,200 x 3 Nos. 1,800) HDD: 500GB USB Port: 3 Ports, also with VGA, HDMI and MicroSD Slots. 10 UPS 800VA, 230V 7 Nos. Sub-Total for Supply of Goods Total Amount for Supply of Goods to Purchaser (including all types of cost) Goods to be supplied to FITI Building, Thimphu Total Amount in Nu. (in words) Delivery period Warranty Provided [insert the Total Amount for Supply of Goods including all related costs]. Number of days from the date of issue of the Purchase Order by the Purchaser Months from date of supply or commissioning of the Goods. Documents required to be submitted as part of the Quotation:- The original copy of quotation submitted by the supplier shall comprise the following: A duly completed and signed priced quotation as per the Schedule of Items and the Priced Quotation; A valid Trade Licensee; A valid Tax Clearance Certificate; The required bid security; and Any other requirements specified in this document; Page 5 of 8
Terms and Conditions for the Supply of Goods and Payment: The Terms and Conditions hereinafter may only be varied with the written agreement of the purchaser and no terms and conditions put forward at any time by the Supplier shall form any part of the Contract. 1. The supplier shall be required to submit a performance security of 10% of the contract price in the form of cash warrant, demand draft or unconditional Bank Guarantee issued by any financial institutions located in Bhutan, which shall be furnished upon signing the contract. Performance security shall be valid till the end of contract and will be returned after the end of contract. 2. The supply of the goods shall be completed within [45] days from the date of issue of the Purchase Order; 3. Payment of the Invoice shall be arranged by the Purchaser within thirty (30) days upon submission of original Invoice and TPN number, against the actual supplied quantities of goods as listed in the Purchase Order. 4. The quoted price shall include all taxes, duties, Insurance and any other costs involved a nothing extra shall be paid. 5. The supplier shall pay liquidated damages at the rate of 0.1% for every day of delay. Delay beyond 30 days shall lead to cancellation of contract and forfeiter of performance security. 6. The purchaser may, by written notice, terminate the Purchase Order(or Contract if applicable) in whole or in part at any time for its convenience: a. If the Supplier fails to perform any other Terms and Conditions specified with the Purchase Order, or exceeds the maximum amount of liquidated damages; b. If the Supplier fails to perform any other obligation(s) under the Purchase Order, or c. If the Supplier does not take any remedial action within a period of (7) seven workings days after receipt of a notice of default from the Purchaser specifying the nature of the default(s), or d. If the Supplier, in the judgment of the Purchaser, has engaged in any corrupt or fraudulent practices in competing for or in executing the tasks under this Purchase Order. 7. The purchaser may procure any of the items from the open market in case the supplier fails to supply the goods within the stipulated time and realize the difference amount between the quoted price & market price from the security deposit Page 6 of 8
Contract Agreement THIS CONTRACT AGREEMENT made the [insert number] day of [insert month], [insert year], BETWEEN (1) [insert complete name of Purchaser], a [insert description of type of legal entity, for example, an agency of the Ministry of... of the Government of Bhutan, or corporation incorporated under the laws of Bhutan] and having its principal place of business at [insert address of Purchaser] (hereinafter called the Purchaser ),and (2) [Insert name of Supplier], a corporation incorporated under the laws of [insert: country of Supplier] and having its principal place of business at [insert: address of Supplier] (hereinafter called the Supplier ). WHEREAS the Purchaser invited Bids for certain Goods and ancillary services as attached and has accepted a Bid by the Supplier for the supply of those Goods and Services in the same rate for period one year expressed in the Contract currency/ies] (hereinafter called the Rate Contract Price ). NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 1. In this Agreement 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 constitute the Contract between the purchaser and the supplier, and each shall be read and construed as an integral part of the Contract, viz.: (a) This Contract; (b) Terms and conditions; Technical requirements (including Schedule of Supply and Technical Specifications); (e) The Supplier s Bid and original Price Schedules; (f) The Purchaser s Notification of Award of Contract; (g) The form of Performance Security; and (h) [Insert here any other document(s) forming part of the Contract]. 3. This Contract shall prevail over all other Contract documents. In the event of any discrepancy or inconsistency within the Contract documents, then the documents shall prevail in the order listed above. 4. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of the Contract. 5. The Purchaser hereby covenants to pay the supplier in consideration of the provision of the Goods and Related Services and the remedying of defects 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. IN WITNESS whereof the parties hereto have caused this Contract to be executed in accordance with the laws of Bhutan on the day, month and year indicated above. For and on behalf of the Purchaser Page 7 of 8
Signed: [insert signature] in the capacity of [insert title or other appropriate designation] in the presence of [insert signature] [insert identification of official witness] For and on behalf of the Supplier Signed: [insert signature of authorized representative(s) of the Supplier]in the capacity of [insert title or other appropriate designation] in the presence of [insert signature] [insert identification of official witness] Page 8 of 8