UNIVERSAL SERVICE FUND CO (USF) Request for Application PREQUALIFICATION OF INSTITUTES FOR THE BOARD OF DIRECTORS ORIENTATION AND LEARNING PROGRAMME

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1 UNIVERSAL SERVICE FUND CO (USF) Request for Application PREQUALIFICATION OF INSTITUTES FOR THE BOARD OF DIRECTORS ORIENTATION AND LEARNING PROGRAMME December, 2016 (TENDER DOCUMENT FOR PREQUALIFICATION OF INSTITUTES FOR TRAINING SERVICES) Universal Service Fund 5 th Floor, HBL Tower, Jinnah Avenue,Islamabad Telephone: Fax:

2 TABLE OF CONTENTS SECTION CONTENTS PAGE NO. SECTION I INVITATION FOR PRE-QUALIFICATION 3 SECTION II BIDDING PROCESS 3-4 SECTION III INSTRUCTIONS TO INSTITUTES/APPLICANTS SECTION IV PROPOSALS SUBMISSION CHECKLIST 8-9 SECTION V PRE-QUALIFICATION SUBMISSION FORM.. 10 SECTION VI REFERENCES FROM THREE OTHER CLIENTS.. 11 SECTION VII QUALIFICATION AND EXPERIENCE OF KEY PERSONNEL.11 2

3 SECTION I INVITATION FOR PREQUALIFICATION PROPOSALS FOR PREQUALIFICATION OF TRAINING INSTITUTES Tender No: USF/TDRS/DIRECTORS TRAINING/CGR/2016/ Universal Service Fund (USF) intends to pre-qualify eligible institutes for the provision of training services to be placed in our panel of trainers who may from time to time provide training to the board of directors of USF as per Securities Exchange and Commission of Pakistan s Corporate Governance Rules, 2013 Rule 11 requirement. 1.2 Proposals documents may be obtained from, Deputy Manager Corporate Affairs; UNIVERSAL SERVICE FUND (USF) 5th Floor, HBL Tower, Jinnah Avenue, Islamabad, on normal working days from Monday to Friday (excluding any public or gazetted holiday) beginning on 17 th December, 2016 between 9.00 a.m. to 5.00 p.m. Interested training institutes can also download prequalification Document online from the USF and PPRA websites respectively i.e ( ( Upon downloading, Applicants are required to their names and contact details to: Completed Pre-qualification document are to be enclosed in plain sealed envelopes marked as follows: PRE- QUALIFICATION FOR PROVISION OF TRAINING INSTITUTES The Prequalification Documents should be addressed and delivered to: Deputy Manager Corporate Affairs THE UNIVERSAL SERVICE FUND (USF) 5th Floor, HBL Tower, Jinnah Avenue, Islamabad. So as to be received not later than 3:00 Hours on the closing date i-e January 4 th, SECTION II BIDDING PROCESS A panel of training institutes will be selected through an open transparent bidding process for prequalification as per PPRA rules. a. Firstly, evaluation will be carried out on the basis of Technical Proposals submitted by the Applicants 3

4 b. Later, Financial Proposals (for which a separate Financial RFA will be floated) shall be invited from technically qualified Applicants. c. Applicants are informed that services will be procured on the basis of AS AND WHEN REQUIRED 1 Introduction SECTION III - INSTRUCTIONS TO INSTITUTES 1.1 Universal Service Fund (USF) will pre-qualify and enlist prospective applicants/institutes from among those who will have submitted their prequalification documents in accordance with the pre-qualification requirements to provide the services described herein for a period of 3 year initially. 1.2 The Pre-qualification Proposals document and the Applicants response thereof shall be the basis for pre-qualification. Applicants/institutes must familiarize themselves with the requirements described in this document including all attachments and take them into account while preparing the response. 1.3 The pre-qualification of training service providers does not constitute a retainer. 1.4 Applicants will meet all costs associated with preparation and submission of their applications. 1.5 It is USF s policy to require that Applicants observe the highest standard of ethics during selection and execution of such contracts. In pursuance of this policy, USF: a) Defines, for the purpose of this provision, the terms set forth below as follows: (i) corrupt practice means the offering, giving, receiving or soliciting of anything of value to Influence the action of an officer of the purchaser/employer in the prequalification Process: and (ii) Fraudulent Practice means a misrepresentation of facts in order to influence the pre-qualification process to the detriment of the Purchaser/Employer, and includes collusive practices among Applicants (prior to or after submission of Proposals) designed to establish prices at artificial, non-competitive levels and to deprive the purchaser of the benefits of free and open competition. b) Will reject a Proposals for pre-qualification if it determines that the Applicant has engaged in corrupt or fraudulent activities in competing for the contract in question; 4

5 2 Scope of Training c) Will declare a Proposals ineligible, for pre-qualification if at anytime it determines that Applicant has engaged in corrupt or fraudulent practices in competing for, or in executing, a similar contract. The orientation course shall enable the board of directors to better comprehend the specific context in which the company operates, including its operations and environment, awareness of the company s values and standards of probity and accountability as well as their duties as directors. The course should acquaint the board members with the wider scope of responsibilities concerning the use of public resources, to act in good faith and in best interest of the company and should cover the following areas: (a) Public Sector Company's aims and objectives; (b) Control environment and control activities; (c) Key policies and procedures; (d) Risk management and internal control framework; (e) Background of key personnel, including their job descriptions; (f) Delegation of financial and administrative powers; (g) Board and staff structure; and (h) Budgeting, planning and performance evaluation systems. 3 Professional Qualifications Must be approved from the SECP under the PSC (Corporate Governance), Rules Cover Letter, Institute Profile and Expertise The covering letter from the Head of the institute/applicant or an authorized representative of the institute/applicant along with the institute/applicants profile and expertise shall be attached with the proposal. The training institutes should also attach their profiles stating the type of clients handled and their success rate in trainings. The institutes should also provide a list of its top 10 clients. The profile should indicate experience in giving the training to board of directors as per rule 11 of PSC (Corporate Governance) Rules, 2013 Expertise in any particular area of practice should be demonstrated. It is also important to distinguish the experience of the individual trainers and the experience of the institute/applicant. 5

6 5 Institute s History The following information should be included: Period for which the institutes have been in operation. Years of experience Areas of Specialization 6 Pre-Qualification Evaluation a) Mandatory Requirements for Pre-qualification: (i) Pre-qualification Submission Form. (ii) A copy of Certificate of Registration With the SECP (iii)tax compliance certificate, Active Tax Payers List(ATPL) Applicants are required to meet the above mandatory qualifications criteria. Those who do not meet the requirements need not submit Proposals. Only Proposals, which fulfill these requirements, will be considered for detailed evaluation. 6.1 USF will examine the Proposals to determine completeness, general orderliness and sufficiency in responsiveness. 7 Applicants shall not contact USF on the matter relating to their Pre-Qualification Document from the time of opening to the time the evaluation is finalized and official communication is sent to them. Any effort by the applicant to influence USF in the Pre-Qualification Document evaluation shall result in the rejection of their application. 7.1 USF may reject all bids or proposal at any time prior to the acceptance of the bid or proposals. 8 Preparation of Proposals Documents 8.1 Applicants are requested to submit Proposals written in Urdu/English language. 8.2 All prices mentioned in the Financial proposal shall be in Pakistani Rupees PKR 8.3 Applicants are expected to examine the documents comprising this Request for Prequalification in detail. Material deficiencies in providing the information requested may result in rejection of a Proposals. 8.4 Applicants are required to meet the Pre-Qualification criteria stipulated in Section Only Proposals, which fulfill these requirements, will be considered for detailed evaluation 8.6 The pre-qualification documents shall not include financial proposal information. 8.7 The contact list of the concerned staff for this project shall be attached. 6

7 9 Clarifications Applicants may request a clarification on the Proposals Pre-qualification document up to four (4) days before the Proposals submission date. Any request for clarification must be sent in writing by mail, facsimile or electronic mail to the secretary s address. The procuring entity will respond in writing by normal postal mail, facsimile or electronic mail to such requests and will send copies of the response to all Applicants who intend to submit Proposals. 10 Financial Proposal As mentioned above, after the technical evaluation, only the prequalified Applicants will be invited to submit their Financial Proposals. The Financial Proposal by the pre-qualified Applicants may include the following of the Financial Proposals; a. Lump Sum Cost b. Summary of Costs (per director) 11 Bid Security A bid security in the form of pay order/ demand/ Draft amounting PKR 400,000 must be attached with the financial proposal in the name of Universal Service Fund. Cheques shall not be accepted. Bid security of the applicants who do not qualify during initial evaluation shall be released within 10 days from the date of intimation. However bid security of the unsuccessful applicant shall be released after 10 days of the signing of the contract. 12 Taxes and Duties. The Training Service Provider and their Personnel shall pay all such taxes, duties, fees and other impositions levied under the applicable law, the amount of which is deemed to have been included in the contract price. The Applicant shall give the lump sum bid inclusive of all applicable taxes. 13 Period of Validity The request for pre-qualification must remain valid for not less than 120 days from the date of submission. USF will make an effort to complete the evaluation and communicate within this period. 7

8 SECTION IV - PROPOSALS SUBMISSION CHECKLIST Compliance Checklist: Compliance against relevant clause and sub-clause of the RFA shall be attached. Following conventions shall be used in compliance checklist; i. Fully Complied (FC) ii. Not Complied (NC) The following order and arrangement shall be considered as the Proposals Format. Applicants shall tick against each item indicating that they have complied with. No. Item Tick Where Provided 1 Training Institutes Profile 2 Registration With SECP 3 Experience In Similar Assignments 4 Profiles of key Personnel 5 Tax Payment Certificate/Active Tax Payer 14 Submission, Receipt and Opening of Pre-Qualifications 14.1 The original Pre-qualification Document shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the applicant. Any such corrections must be initialed by the person or persons who sign(s) the Pre-qualification Document An authorized representative of the Applicants should initial all pages of the Proposals document The Pre-qualification document should be prepared and submitted together with 2 (two) copies in a plain sealed envelope marked: PRE-QUALIFICATION OF PROVIDERS OF TRAINING SERVICES And delivered to, DEPUTY MANAGER CORPORATE AFFAIRS, UNIVERSAL SERVICE FUND (USF). 5th Floor, HBL Tower, Jinnah Avenue, Telephones: Fax:

9 15 Deadline for Submission The closing time for the submission of the Pre-Qualification Document (Proposals) shall be 4 th, January 2017 at 3:00 Hours and shall be sent to the above address. Pre-Qualification Document shall be marked on top DO NOT OPEN BEFORE JANUARY 4 TH, Late Submission Any Pre-Qualification Document (Proposals) received after the deadline shall be rejected as late Proposals and shall not be considered Proposals Opening The USF Procurement Committee shall open the Proposals at 3:30 HRS after the closing time for submission of the Pre-qualification Document in presence of applicants or their authorized representatives. 16 Evaluation Criteria The points for the evaluation criteria are as per the following evaluation criteria matrix. Evaluation criteria YES/NO MAXIMUM SCORE APPLICANTS S SCORE I. Profile strength 20 II. Registration With SECP 20 III. Tax Payment Certificate/Active Tax 20 Payer IV. Experience In Similar Assignments 20 V. Profile of key Personnel 20 Total 100 Successful Applicants will be required to attain 80 marks and above. 17 Notification of Pre-Qualification USF will promptly notify the successful institutes The selected institutes will be expected to commence any allocated assignment on receipt of any instructions from USF. The contract will be awarded to the technically pre-qualified applicant with the lowest financial bid. 9

10 SECTION V- PRE-QUALIFICATION SUBMISSION FORM Date: Proposals No. To: THE UNIVERSAL SERVICE FUND (USF) 5th Floor, HBL Tower, Jinnah Avenue, Islamabad. Dear Ladies and Gentlemen, We/I, the undersigned, offer to provide the required services in accordance with your instructions and we hereby submit our Pre qualification Document. Our Proposals is binding to us and if found acceptable we shall be pleased to be included in the list of pre-qualified Applicants, We understand you are not bound to accept any application you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory. Name Proposals of Address 10

11 SECTION VI: REFERENCES FROM THREE OTHER CLIENTS (Attach) No. Company Name Client s Contact Person SECTION VII: QUALIFICATION AND EXPERIENCE OF KEY PERSONNEL Name Position Areas of Practice DECLARATION I/we the undersigned state that the above information is correct and that I/We give the Universal Service Fund authority to seek any other references concerning my/our institution from whatever sources deemed relevant e.g. Bankers etc Signed. For and on behalf of M/s.. In the capacity of.. Dated this day of