Non-Transferable Health And Nutrition Development Society (HANDS) 140-C Block II PECHS Karachi, Pakistan Tel: 021-3345-32804, 3457-698, Fax: 021-3455-9252 Email: info@hands.org.pk Website: www.hands.org.pk TENDER SET NO. HANDS / PROCUREMENT/ 2015 /003 TENDER DOCUMENT FOR PROCUREMENT OF NFIs SHELTER REPAIR KITS, WINTERIZATION KITS AND OTHER ITEMS FOR DISTRIBUTION TO 5000 FAMILIES in KPK & FATA
Tender Notices Purchase of NFI S, SHELTER REPAIR KITS, and WINTERIZATION KITS AND OTHER ITEMS FOR DISTRIBUTION TO 5000 FAMILIES in KPK & FATA, Health And Nutrition Development Society(HANDS) 140-C Block II PECHS Karachi. Tender Date: 06-12-2015. Expiry Date: 15-02-2016. (All items to be delivered one week before this date) Supply of NFI S, shelter repair kits, winterization kits and other items for distribution to 5000 families in KPK & FATA. Units/Districts NFI Shangla Chitral Bajur Grand Total CGI Sheets 16,000 16,000 8,000 40,000 PE Sheets 1,250 1,250 1,000 3,500 Gola PGI Ridges 2,000 2,000 1,000 5,000 Solar Lights 2,000 2,000 1,000 5,000 Floor Mats 1,250 1,250 1,000 3,500 Blankets 1,250 1,250 1,000 3,500 NIQ Tender Document with:- i) Schedule to tender enquiry along with requirement/items. ii) Important information. iii) General Instructions. iv) Terms& conditions. v) Annexure Page2
NOTICE INVITING TENDER Sealed item rate tenders are hereby invited on behalf of General Manager Procurement & Logistics HANDS for the supply of Shelter Repair Kits, NFI s & other items for distribution to 5000 families as detailed herein under. 1. The detailed NIT along with terms & conditions shall be available at www.hands.org.pk 2. Tender form can be obtained from Head Office situated at 140-C Block II PECHS Karachi, Pakistan. Till 19-12-2015 between 10:00 AM to 15:00 hours 3. The bids are to be submitted in drop box in the Head office.140-c Block II PECHS Karachi, Pakistan. 4. The last date for submission of bids is 19-12-2015 up to 12:30 hours and the bids will be opened on the same day at 15:00 hours in the presence of bidders/their representatives, who wish to be present. General Manager Procurement & Logistics 140-C Block II PECHS Karachi, Pakistan. Phones: 021-3453-2804, Fax No: 021-3455-9252 Page3
Health And Nutrition Development Society (HANDS) TENDER NO.: No. HANDS/Procurement/ 2015/3 To M/s...... SUBJECT: ADVERTISED TENDERFOR PROCUREMENT OF Shelter Repair KIT, NFI s & OTHER ITEMS. Sealed bids are invited from financial sound & reputed firms to provide supply of Shelter Repair Kit, NFI s & Others Items for distribution to 5000 earthquake affected families in KP & FATA. 1. Tender documents (List of required items, Quantity, Specification, and detail of Terms & Conditions can be obtained from the undersigned on any working day after making payment Rs. 2000/- (Two thousand only) (Non-refundable) up to 19 th December 2015 till 12:30 hours 2. Samples are available with procurement department which can be seen at any working day in business hours during currency of bid time 3. Interested parties may send their bids under sealed covers on or before 19 th December 2015, up to 12:30 hours which will be opened on the same date at 15:00 hours in presence of bidders or their authorized representatives in Procurement department at 140-C Block II PECHS Karachi. 4. A Pay Order for sum of Rupees equaling to 2% of bid amount, in favor of HANDS as earnest money must be attached, without which the offer will be rejected. General Manager Procurement& Logistic 140-C Block ii PECHS Karachi, Pakistan. Phones: 021-3453-2804, Fax No: 021-3455-9252 Page4
SCHEDULE TO TENDER ENQUIRY TENDER NO.: HANDS/PROCUREMENT/ 2015/3 TIME AND DATE OF RECEIPT OF TENDER IN HANDS LATEST BY 1230 hours on 19-12-2015. TIME AND DATE OF OPENING OF TENDERS AT 1530 hours. on 19-12-2015 For and on behalf of HANDS, sealed tenders are invited for concluding Rate Contracts for supply of Shelter Repair Kit, NFI s and other items. Tendering firms are requested to quote their best competitive prices conforming to the requirements stated below:- Signatures of Bidder& Stamp General Manager Procurement& Logistic 140-C Block ii PECHS Karachi, Pakistan. Phones: 021-3453-2804, Fax No: 021-3455-9252 Page5
Solar Light Items Specification of Shelter Repair Kit, NFI s & Other Items Items and Specifications TECHNICAL DETAILS Charge time: 5-8 hours Hours of light per charge: 6-8 hours Number of LED's: 12 LED's Output:.3 W Solar panel: 6 V Rechargeable batteries: 3X AA 600mAh Ni-MH (replaceable) Lamps life time: 60,000 hours Warranty 1 year Illuminance: 48 lumens Weight: 206 gms Volume with Packing: 0.0468 cft Backup time: 5 to 6 hours. One SHELTER/NFI SPECIFICATIONS External GI Sheet TECHNICAL DETAILS Size 3.5 x 8 ft 26 Gauge Eight Gola PGI Ridge TECHNICAL DETAILS 2.5 x 15 feet 24 Gauge One Page6
PLASTIC TARPAULINS Type: Woven Flexible Tarpaulins Material: HDPE Black Fabric with both sides LDPE lamination, Reinforced with 6 bands of 7.5 cm width weave with Black HDPE fiber and coated outside One Weave: inch Warp x Weft: 12 / 14 x 12 /14 per square Sides: Grommets on all 4 sides at 1 meter intervals in aluminum with reinforcement& hemmed with cord Size: 4x5 meters (finish size) Weight: 200 grams/m2, plus 10% for the reinforcement bands under ISO 3801 (3.85 Kg) Color: Packing: Weight/bale: Complete White Reflective Bale of 5 sheets 18.75 kg (approx.) Dimensions & Volume/bale: 62 x 44 x 18 cm / 0.05 cbm (approx) SLEEPING MAT Floor mats made in a tightly woven twill weave fabric (2/1, 3/1, 2/2, 3/2) of clean and net appearance. Warp: Pure virgin polypropylene (PP) multifilament 500 deniers minimum Four Weft: Recycled polypropylene (PP) hollow tubes not containing any filler; minimum 1000 tubes in weft per meter length. Finish: The two short sides to be secured with a first stitch folded hem of the mat, plus one bias 40mm binding tape of minimum 10g/m with stitches through the fabric of the mat, OR with a double folded stitched hem. Four sides trim finished.the binding is secured and durable to prevent the fraying of the mat, which will result in rapid disintegration of the structure Color: assorted, with neutral design. Finished Size: 1.80m X 0.90m minimum Weight: 500g/m² minimum Packing: Bales of 25 or 50 pieces, compressed to a final volume. Page7
FLEECE BLANKET Polyester 100% TOG (Thermal Resistance of Garment): min. 1.5 Five Bursting Strength: both ways Thickness: load of 20g/m2 Weight : Color: (dark blue, grey, brown, dark red) 350 kpa, min 25kgs min 3.5mm under 250g/m2 assorted colors Dimensions: Edges: 150cm x 200cm folded and stitched General Manager Procurement& Logistic 140-C Block ii PECHS Karachi, Pakistan. Phones: 021-3453-2804, Fax No: 021-3455-9252 Page8
RATES OFFERED (First page) S# Kit Item Rate per Pcs Rate per Kit 1 Solar Light Solar Light 2 Winterization Kit Sleeping Mat Fleece Blanket 3 Shelter Repair Kit External GI Sheet CGI Ridge P.E Sheet Total Amount per Kit Total NOTES: 1. The rates of items shall be submitted on the above given format. 2. Prices/Rates against the items should be quoted including Taxes & transportation charges to the point of distribution. 3. Bidders may see sample of items from procurement department before quoting rates. 4. Bidders should also furnish their samples the approval of which is mandatory. 5. Prices should be quoted for each items 6. Prices quoted must be without overwriting and correction. In case of correction or overwriting Rates written on second copy will be considered. If in both copies rates were overwrite or corrected, the bid will be ignored. 7. HANDS will not be bound to accept the lowest quotation and Rate. Contract can be placed on any other supplier whose samples/items are found superior or as per the requirements of HANDS. 8. The decision of the Tender committee shall be final in this regard. SIGNATURES OF TENDERING FIRM WITH SEAL: Page9
RATES OFFERED (Second Page) S# Kit Item Rate per Pcs Rate per Kit 1 Solar Light Solar Light 2 Winterization Kit Sleeping Mat Fleece Blanket 3 Shelter Repair Kit External GI Sheet CGI Ridge Sheet Total Amount per Kit Total NOTES: 1. The rates of items shall be submitted on the above given format. 2. Prices/Rates against the items should be quoted including Taxes and transportation charges to the point of distribution. 3. Bidders may see sample of items from procurement department before quoting rates. 4. Bidders should also furnish their samples the approval of which is mandatory. 5. Prices quoted must be without overwriting and correction. In case of correction or overwriting Rates written on second copy will be considered. If in both copies rates were overwrite or corrected, the bid will be ignored. 6. HANDS will not be bound to accept the lowest quotation and Rate. Contract can be placed on any other supplier whose samples/items are found superior or as per the requirements of HANDS. 7. The decision of the Tender committee shall be final in this regard. SIGNATURES OF TENDERING FIRM WITH SEAL: Page10
I M P O R T A N T I N F O R M A T I O N 1. PURCHASER: HANDS. 2. CONSIGNEE: General Manager Procurement& Logistics 3. FIRM & FIXED RATES: Prices should be quoted on a firm & fixed price basis. Request for enhancement of contracted rates shall not be considered under any circumstances. Tenders with variable prices or seeking provision for enhancement of prices/contracted rates shall be rejected straight away without any consideration. 4. NON TRANSFERABILITY: This tender is non-transferable. 5. TERMS & CONDITIONS: Terms & Conditions as set out in this Tender Document shall have to be complying with by the tendering firm. Offers not complying with such terms & conditions shall be ignored/rejected at the discretion of HANDS. 6. EARNEST MONEY: An amount of 2%of the bid amount has to be submitted as DEPOSIT by way of Demand Draft / Pay order in favor of HANDS, along with the original copy of the tender submitted by the firm. Payment by any other mode shall not be acceptable. Offers received without EMD shall be ignored straightaway and will not be considered under any circumstances. EMD of tendering firms who submit the sealed bids but withdraw the same before expiry of the tender validity date will be returned at the discretion of HANDS. EMD of successful bidder will be refunded without any interest to the firm or supplier on assigning of tender and after receipt of security deposit. The EMD of the unsuccessful bidder will be returned within one week from the date of selection of final bidder. 7. PRESCRIBED FORMS: Tenders of firms received in the format prescribed in this tender document shall only be considered. Offers not received in prescribed format shall be ignored and no correspondence in this regard will be entertained. Telegraphic/Telex/Fax/ Email/Letterhead/Quotations will not be accepted and ignored straight away. 8. TENDER FEE: Tendering firms are required to furnish a non refundable tender fee of Rs.2000/-(Rupees one thousand only) in cash, along with the Tender. Tender Document can also be downloaded from HANDS website www.hands.org.pk Firms using Tender Document downloaded from HANDS website will have to submit DD of Rs.2000/-( Non refundable) in favor of HANDS at Karachi prior to submission of their bid. Page11
9. LATE/DELAYED TENDERS: Tenders received after closing time prescribed in this enquiry shall NOT be accepted under any circumstances. 10. HANDS RIGHTS: HANDS reserves the right to reject any tender/all tenders in full or part thereof without assigning any reasons. 11. LEGAL CONTRACT:- The supplier shall execute a legal contract agreement along with undertaking on stamp paper worth Rs. 100/=(Rupees One Hundred only) or stamp paper of appropriate value (charges to be borne by the supplier),immediately after the receipt of the award letter but not later than by 15 days of the date of issuance of award letter. The subsequent matter will be got typed on judicial papers of appropriate Court fee Stamps worth Rs. 1/-affixed on each page. A copy of award letter duly stamped (Court) and signed on each page is also to be attached with this contract agreement. Each page of this contract agreement should be duly stamped & signed by the authorized signatory of the firm. A copy of power of attorney in respect of the authorized signatory, that he is authorized to sign the contract on behalf of the firm, is also to be attached with the contract agreement. Note: - Contract agreement is to be signed at Karachi. Contract agreement by post shall not be entertained. Signatures of the bidder PARTICULARS OF REPRESENTATIVE OF THE FIRM NAME (CAPITAL LETTERS) SIGNATURE DESIGNATION STAMP ADDRESS PH NO. FAX NO. Page12
G E N E R A L I N S T R U C T I O N S 1. This Tender Inquiry shall be governed by the Terms & Conditions and other relevant instructions as contained in this Tender Document. 2. The prices/rates quoted should be indicated in words as well as in figures. 3. Tenderers are requested to quote their prices on a firm & fixed basis only for the entire period of the Rate Contract. Tenders of the firms received with prices quoted on variable basis shall be disqualified straightaway. 4. Tenders should be submitted in duplicate. Duplicate copy of the tender set should contain the same sets of documents as enclosed with the original tender. 5. Quotations qualified by such vague and indefinite expressions such as subject to prior confirmation, subject to immediate acceptance etc. will be treated as vague offers and will disqualified accordingly. 6. Tenderers are requested to enclose a copy of their valid certificate with their tender. 7. Tenders received without Tender Fee Coupon, EMD amount by way of DD or Pay Order/Banker s Cheque in the name of HANDS Karachi will not be considered at all. 8. The tender documents can be obtained from General Manager Procurement & Logistics, on payment of Tender Fee of Rs. 2000/- (Rupees One Thousand only) nonrefundable on any working day between10.30 am to 4 pm. 9. Tenderers may note that if the date of tender opening given in this Tender Document is declared to be a gazette holiday, the tender shall be opened on the next working day at the same timing. In such an event the closing hours for receipt of tenders in HANDS will stand automatically extended up to 1500 hours of the next working day. 10. Late/delayed tenders received in HANDS due to any reason whatsoever will not be accepted under any circumstances. 11. Tendering firms are at liberty to be present or authorize a representative to be present at the opening of the tender at the time and date as specified in the Schedule. The name and address of the representative authorized to attend the opening of the tender on behalf of a tendering firm should be indicated in the tender. The representative so deputed should also bring with him a letter of authority from the firm for having been authorized to be present at the time of opening of tender. The name and address of permanent representative of the firm, if any, should also be indicated in the tender. Representatives of firms who have not submitted the tender or representatives not possessing authority letter from the tenderers or outsiders shall not be allowed to attend the tender opening process. 12. The sealed tender should be dropped in the Tender Box kept near Reception of HANDS Head Office. 13. The sealed envelope should be subscribed Quotation for supply of different items to 5000 families in KP & FATA Signatures of the bidder Page13
T E R M S A N D C O N D I T I O N S 1. EMD will be returned to the unsuccessful bidders within one week after award of the Rate Contract to successful bidders. 2. HANDS reserve the right to conclude parallel Rate Contracts with a number of suppliers and place Orders on any of such firm that may be the most economical to it or suitable to its requirements. 3. In the event of any disputes arising out of the execution of Rate Contracts/Supply Orders, the matter will be referred to Chief Executive of HANDS& his decision shall be binding to both the parties. 4. For judicial adjudication, the disputes, if any, arising out of the Contract/Service Orders against the Rate Contract will be subject to the jurisdiction of the Courts in Karachi only. 5. Authorized Signatory/ Signing of Tender: Individual signing the tender or other documents connected with contract must specify the capacity in which the tender documents are signed as: a.) a sole proprietor of the concern or constituted attorney of such sole proprietor; b.) a partner of the firm, if it be a partnership firm, in which case he must have authority to execute contracts on behalf of the firm and to refer to arbitration disputes c.) In case of partnership firms, a copy of the partnership agreement, or general power of attorney duly attested by a Notary Public, should be furnished on stamped paper duly sworn or affirmed by the entire partner admitting execution of the partnership agreement or the general power of attorney. The attested copy of the certificate of registration of firm should also be enclosed along with the tender. Concerning the business of the partnership either by virtue of the partnership agreement or by a power of attorney duly executed by the partners of the firm. d.) In case of partnership firms, where no authority to refer disputes concerning the business of partnership firm has been conferred on any partner, the tender and all other related documents must be signed by all partners of the firm. e.)a person signing the tender form or any documents forming part of the tender on behalf of another person should have an authority to bind such other person and if, on enquiry it appears that the persons so signing had no authority to do so, HANDS may, without prejudice, cancel the contract and hold the signatory liable for all costs, consequences and damages under the civil and criminal remedies available 6. The tenderers should sign at each page of the tender and all its Annexure. NO PAGE SHOULD BE REMOVED /DETACHED FROM THE TENDER DOCUMENT. 7. The tendering firms will have to give a declaration to the effect that they have not been Black-listed or their business dealings with the Government Corporations have not been banned. 8. Place of Delivery: At HANDS Distribution points, Store / Warehouses, situated in various areas of KP & FATA as detail provided in at Page 2 of this tender documents. It Page14
will be responsibility of bidder to deliver the goods to the distribution point on the directive of HANDS. 9. Delivery Period: Within 30 days of the placement of confirmed supply order on the firm or as stipulated in the Supply Order. In case of imported items 40 days 10. Payment Terms: Payment shall be released within 3 days on satisfactory receipt of the goods/articles ordered. 11. Dispatch Instructions: Stores are required to be delivered at HANDS Warehouses, District wise at distribution points, all freights/transportation /loading / unloading are inclusive in Primary & Secondary transportation as specified in the specification table of the agreement. 12. Purchaser will not pay separately for transit insurance and the supplier will be responsible till the entire stores contracted for, arrive in good condition at the destination point. 13. GUARANTEE/ WARRANTY: The supplier shall guarantee that the stores, articles sold/supplied to HANDS under this contract shall be of the best quality and Workmanship and new in all respects and shall be strictly in accordance with the specification and particulars contained/ mentioned in the Tender enquiry. The supplier shall guarantee that the said goods/stores articles would continue to conform to the description and quality aforesaid for a period, if during the period the said stores/goods/ articles be discovered not to conform to the description and quality aforesaid or not giving satisfactory performance or have deteriorated, the decision of HANDS in that behalf shall be final and binding on the supplier and HANDS shall be entitled to call upon the supplier to rectify the goods/stores/articles or such portion thereof as is found to be defective by HANDS within a reasonable period or such specified period as may be allowed by the purchaser in his discretion on/an application made thereof by the supplier and in such an event, the above-mentioned warranty period shall apply to the goods/stores/ articles rectified from the date of rectification thereof. In case of failure of the supplier to rectify or replace the goods etc., within specified time, HANDS shall be entitled to recover the cost with all expenses from the supplier for such defective stores. 14. All firms are required to submit the following along with their bid failing which their offer could be ignored: a) Name and full address of their Banker with their Account Number. b) Performance statement for the year 2014-2015 in respect of items listed in this tender document and General Items. The information must be submitted in the format and attached at Annexure- A with this tender document. 15. Delivery Cost Rates must be quoted including all transportation, loading, unloading, and delivery to beneficiaries cost. Page15
16. Duties & Taxes Bidders should quote their rates including all taxes, duties, charges levied by Federal, Provincial governments or local / autonomous bodies up to delivery points. In the cases of Sales Tax, the Bidders must indicate the rate (as may be applicable)of sales tax, but rates quoted must be inclusive of Sales Tax. 17. The decision of the Tender committee of HANDS shall be final as to the quality of the stores and shall be binding upon the tenderers and in case of any of the articles supplied not being found as per specification shall be liable to be rejected or replaced and any expenses or losses caused to the suppliers shall be borne by the supplier. It will be the responsibility of the supplier to ensure that articles supplied are of the best quality and free from all defects. 18. Liquidated Damages: In case the firm does not complete the supply within delivery period, action will be taken against the firm to recover from the contractor as agreed liquidated damages including administrative expenses and by way of penalty a sum equivalent to 2 %per week of the price of any stores which the contractor has failed to deliver/install within the period fixed for delivery of such stores. Where delivery thereof is accepted after expiry of the aforesaid period, the total damages so claimed shall not exceed 10% of the total price of stores required. 19. Inspection: The inspection of the materials shall be carried out by authorized representative of HANDS. 20. The HANDS reserves the right to reject any or all the quotations without assigning any reason. Signatures and seal of the bidder Page16
ANNEXURE-1 D E C L A R A T I O N From:- M/s..... To, The General Manager Procurement & Logistics, Health And Nutrition Development Society (HANDS) 140-C Block ii PECHS Karachi, Pakistan. Dear Sir, I/We have read and understood the contents of the Tender and agree to abide by the terms and conditions of this Tender. I/We further undertake that none of the Proprietor/Partners/Directors of the firm was or is Proprietor or Partner or Director of any firm with whom the Government have banned/suspended business dealings. I/We further undertake to report to the Manager(Procurement) immediately after we are informed but in any case not later 15 days, if any firm in which Proprietor/Partners/Directors are Proprietor or Partner or Director of such a firm which is banned/suspended in future during the currency of the Contract with you. Yours faithfully, (Signature of the Tenderers) Name: Designation with Seal of the Firm Dated: Page17