Tender Document - Request for Quotation Subject of the Tender: Tender Number: Quantity: Fabrication and Supply of Solar Drying Units JOBS/ GIZ-001 350 Kits Tender Announcement date: April 3 rd, 2014 Tender Closing date: April 14, 2014, 1300 Hours PST Page 1 of 12
Dear Applicant, JOBS Group is implementing a project namely Farmer and Community Empowerment (FACE) with the assistance of Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH. The project is being implemented in Muzaffargarh, Khanewal districts of Punjab; Umar Kot, Tando Allyaar and Shikarpur districts of Sindh province; Swat in KPK and Hunza in Gilgit Baltistan. JOBS Group intends to purchase 350 Solar Drying Units (SDU). These SDUs are being purchased for dying the vegetables and fruits. Hygiene and sanitation is of paramount importance in this whole intervention. These SDUs are required to be made from aluminium plastic sheets. The design, measurements are other details are given in Section 2 below. A sample SDU can also be seen in our Islamabad office. In this connection, sealed quotations are invited for the supply of these kits as per the terms and conditions of this tender document. We anticipate awarding a Fixed Price contract for the subject procurement. The tender document is comprised of following four (4) sections, in addition to this cover letter: Section 1: Section 2: Section 3: Section 4: Instructions to the bidder/ offerors; Scope of work and specifications Evaluation Criteria Templates and Required Certifications Issuance of this procurement document does not constitute an award commitment on the part of JOBS Group or Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH or any other organization/ associated agency. Nor it commits to pay for any costs incurred in the preparation or submission of a quotation. JOBS Group reserves the right to reject any and all offers, if such action is considered to be in the best interest of the project. The quotations should be submitted in accordance with the instructions set forth in this document. Please note that questions should reach to no later than 1300 hours (Pakistan Standard Time) on April 14, 2014. JOBS Group reserves the right to accept or reject any bid, and to cancel the bidding process, reject all bids at any time prior to award, without thereby incurring any liability to bidders or any obligation to inform bidders of the grounds for JOBS Group s action. JOBS Group looks forward for making an award to the most advantageous offer. Any enquiries will NOT be entertained for determination of status of applications and feedback on the process. Best Regards The Award Committee JOBS Group Email: Procurements@jipl.com.pk Page 2 of 12
SECTION 1: INSTRUCTIONS TO THE BIDDER/ OFFERORS 1.1 Activity Name: This is the request for quotation (RFQ) for procurement of Solar Drying Units (SDUs). The desired supply services under this tender are fabrication of SDUs as per required measurements, using material standards and transportation of the same to the locations mentioned in Section 1.2 1.2 Delivery Schedule: The deliveries are expected to be made in lots. These deliveries of the stated number of SDUs shall be made at following locations. The tentative plan for delivery is as under: No. Number of SDU Location 1. 60 District Muzaffargarh, Punjab 2. 40 Umar Kot, Sindh 3. 80 Tando Allyaar, Sindh 4. 80 Shikarpur in Sindh 5. 60 District Swat in KPK 6. 30 Hunza in Gilgit Baltistan 1.3 Amendment in this Tender Document: JOBS Group reserves the right to amend this tender document. The modification, if any, will be published on the JOBS Group s web site. The applicants are requested to visit the following web site to check for any amendment or change in the tender document. 1.4 Additional Information or Questions by Applicants: Requests for additional information, clarifications, or other questions must be submitted in writing through email (E-mail: procurements@jipl.com.pk). Verbal requests/ telephone calls will NOT be entertained. All questions and clarifications will be responded in writing with all potential applicants. The closing date for questions is April 09, 2014 by 1300 hrs Pakistan standard time. 1.5 Last date for submission of Quotations: 1. Last date of the submission of the quotations is April 14, 2014 by 1300 hrs Pakistan Standard Time (PST). If due to any unforeseen circumstances, our below mentioned office remains closed, then the last date of submission will be extended to next working day. No offer/bid will be accepted by hand or through emails/facsimile. The envelope should clearly state Tender Number JOBS/ GIZ-001. The quotations should be submitted through courier or registered mail to the official: The Award Committee JOBS Group House 3-A, Street 13, Sector F-8/3, Islamabad Page 3 of 12
The quotations will be opened on the next day at 1130 hours at JOBS Group s office, located at House 3-A, Street 13, Sector F-8/3, Islamabad. The applicants are welcome to attend the tender opening session. Please note that JOBS Group will not bear any cost of attending the tender opening. Please also note that JOBS Group may also request soft copies of the quotations in MS Word or MS Excel for analytical purposes. 1.6 Call Deposit: It is mandatory to submit Bid Security in form of Demand Draft for PKR 500,000 (Pakistani Rupees five hundred thousand only) in favour of JOBS Group, drawn from any reputed commercial bank. Quotations without required demand draft will not be considered. In case of non-acceptance of the bids, the bid security will be returned to the bidder within 30 days after opening of the bids. The bid security amount submitted by the successful bidder will, however be refunded after completion of all the deliverables mentioned above. The bid security will be forfeited in case of default by the bidder from his commitments made through his offer and / or non-compliance with the terms of contract. This amount would be over and above the amount of any penalty and loss occurred due to non-performance of contract. Any such loss would be compensated by the bidder within 15 days upon receiving of written claim by JOBS Group. 1.7 Contract Award: (A) JOBS Group will base the potential award of a purchase order resulting from this procurement process to the responsible Offeror/ bidder whose offer conforming to the tender document which is most advantageous to the project, cost or price and other factors considered, as detailed in this tender document; (B) This procurement process does not commit JOBS Group; Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH or any other associated organization for award of any contract / neither purchase order nor it constitute ant commitment liability / promise at part of awarding agency or any associated organization. The Procurement Committee of JOBS Group may accept or reject any or all offers. (C) The Award Committee may award a purchase order on the basis of offers made by the applicant without any further discussions. Therefore, each offer should contain the applicant s/ bidder s best terms from the cost or price and technical standpoint. 1.8 Timing and Duration of the Procurement Process: The proposed contract to the shortlisted applicant is expected to be awarded in April/ May 2014, after necessary approvals from the donor organization. 1.9 Instructions for the applicants: The applicants are requested to follow the following instructions: a. The offeror shall follow the instructions contained herein and supply all information as required. Failure to furnish all information requested may disqualify the quotation. A responsive quotation is one that fully complies with all of the terms and conditions of this tender document or any modification therein. Page 4 of 12
b. The submitted quotations must remain valid for at least ninety (90) calendar days from the close date of this tender. 1.10 Quotation Package: The quotation should be in the English language, typed with each page numbered consecutively. The quotation package should comprise of the following: 1. Cover Letter; 2. The profile of the firm/ company; 3. Technical proposal/ information; 4. Financial proposal; 5. Signed copy of this tender document and required certification as specified in section 4 of this RFQ. A brief explanation and guidelines for each point mentioned above are as follows: 1.10a. Cover Letter: The cover letter should be written on the letterhead of the firm/ company and it should: a. State that the quotation is made in response to tender no. JOBS/ GIZ-001 b. Furnish information of the applicant organization for example full legal name; address; contact details of the organization, name and contact details of focal person; c. Specify call deposit number and amount. Please also attach the call deposit, in original with the cover letter; d. Please also attach the supplier information sheet. The template for information sheet is attached in Annex 5. 1.10b. Profile of Applicant: The profile of the company should include but not limited to: a. List of head office and branch offices, if any; b. Technical expertise and previous experience in relevant material/ products/ processing and fabrication works; c. After sales technical support, if any; d. Statement of organizational capabilities and description of similar works in size and nature. The organizational profile should also demonstrate capacity and capability of supply and transportation of material to stated locations in different provinces; e. Past performance information: List up to 3 of the most recent and relevant contracts for efforts similar to the work in the subject quotation. Please also mention the rupees value of such supplies, year of execution of the contract, name and contact details of the clients. Checks may be undertaken at any time, at the discretion of JOBS Group. f. Undertaking by the applicant that organization has never been black-listed, nationally or internationally for undertaking any procurement. A limited number of relevant documents may be included in the appendices of this section. These documents could be: Registration document of the organization; Copy of N.T.N. Page 5 of 12
1.10c. The offered item by the applicant: The applicants are requested to provide a description of items and detailed specification, wherever applicable. The scope of work and specifications are outlined in the Section 2 of this document. The applicants are also requested to include details of materials to be used for the requested items. 1.10d. Financial Offer: The applicants must provide the cost of SDUs and transportation separately. Incomplete quotations or without required price break up will not be considered. The quotation must be submitted in Pakistani Rupees. The prices should be inclusive of all type of applicable taxes; transportation; packaging; storage; freight; insurance, if any; handling charges or any associated cost that applicant may deem necessary for fabrication and transportation. The template of the financial offer is attached in Section 5. The prices must be valid for at least 90 days from the last date of submission of quotation. Cost escalations will not be permissible. Please also mention the payment terms and conditions. JOBS Group will make the payments as per the agreed terms and conditions of the selected applicant. The selected applicant will submit invoices in accordance to the agreed delivery schedule. Final payments of supplies will be subject to the inspection by the JOBS Group. Withholding tax will be deducted from payment of selected applicant as per applicable Income Tax Rules of the Government of Pakistan. Please note that consideration of the quotation is subject to submission of call deposit as specified in Section 1.6 above 1.10e. Signed Tender Document The applicants are required to attach this tender document with their signature and official seal. Page 6 of 12
SECTION 2: SCOPE OF WORK AND SPECIFICATIONS 2.1 Scope of Work: Following is desired to be accomplished under this tender: a. Fabrication of Solar Drying Units (SDUs) as per below mentioned measurements, using minimum stated quality of raw material (Flexi glass and aluminium); b. Transportation and delivery of the fabricated SDUs at desired locations, specified in Section 1.2 of this RFQ. 2.2 Quantities: The total quantity of Solar Drying Units is 350 (three hundred and fifty only). JOBS Group reserves the right to increase or decrease the quantities at later stage. 2.3 Drawing and measurement of Solar Drying Units: Detailed dimension and measurements of SDU are given below: Solar Dryers Unit Measurement # Description Solar unit 1 Front Height 47" 2 Back Height 51" 3 Width 36" 4 Depth 24" Page 7 of 12
SECTION 3: EVALUATION CRITERIA Proposals received in response to the tender will be evaluated using the evaluation criteria set forth below. The relative weight accorded to each criterion is expressed in points with maximum 100 in total. In evaluating the proposals the technical criteria are considered significantly more important than cost. # Selection Criteria 1. Technical Specifications and design: The quotation should mention technical specifications of SDUs. Please state that the gauge of aluminum raw and plastic sheets Maximum Score 20 2. Delivery Period: the time duration of accomplishing the whole job 20 3. Capabilities and Relevant Past Experience. The applicant should demonstrate capabilities and past experience in fabrication of similar fabrication and supply works(s). Organizations interested to take part in this bidding process should send their complete and detailed organizational profile 4. Financial (Price) Proposal: All prices must be quoted in PKR, inclusive of all applicable taxes and duties. 15 45 Total Score 100 Key Points in evaluation of Proposals: a. To assist in the evaluation of proposals, the Award Committee may, at its discretion, ask any applicant for a clarification of its proposal which shall be submitted within a stated reasonable period of time. Any request for clarification and all clarifications shall be in writing. If applicant does not provide clarifications of the information requested by the date and time set in JOBS s request for clarification, its proposal may be rejected. b. Section 2 of this tender document provides guidance to applicants/ bidders concerning the documentation necessary to conduct an informed evaluation of each quotation. The bidders must furnish adequate and specific information in the proposals. A quotation may be eliminated from further consideration before a detailed evaluation is performed if the quotation is considered obviously deficient as to be totally unacceptable on its face or which prices are inordinately high or unrealistically low c. JOBS Group shall use all the factors, methods and criteria defined in the evaluation criteria to evaluate the bids of the quotation and any specialist subcontractors. JOBS Group reserves the right to waive minor deviations in the evaluation criteria if they do not materially affect the capability of a Bidder to perform the contract. d. The Award Committee of JOBS Group reserves the right to accept or reject one or all proposals received against this tender document. Similarly, the Award Committee will reject a quotation/ offer for award if it determines that the applicant recommended for award has engaged in corrupt or fraudulent practices in competing for the contract e. Any attempt by applicant organization to influence JOBS Group s representatives in the evaluation of quotations or contract award decisions may result in the rejection of its quotation. Page 8 of 12
SECTION 4: TEMPLATES AND REQUIRED CERTIFICATIONS Following templates and certificates are given in this section: a. Certificate by the supplier; b. Template for Supplier Information Sheet; c. Template for Financial Proposal. The certificate needs to be signed by all applicants. This certification is an integral part of the quotation. Please print the below certificates and send back to us with your quotation after signature and stamp. Page 9 of 12
(Please print on letterhead and attach with quotation after signature and stamp) Certificate by the supplier: We underscore the importance of a free, fair and competitive procurement process that precludes fraudulent use. In this respect we have neither offered nor granted, directly or indirectly, any inadmissible advantages to any public servants or other persons in connection with our bid, nor will we offer or grant any such incentives or conditions in the present procurement process or, in the event that we are awarded the contract, in the subsequent execution of the contract. We also underscore the importance of adhering to minimum social standards ("Core Labor Standards") in the implementation of the project. We undertake to comply with the Core Labor Standards ratified by the country of Pakistan. We will inform our staff about their respective obligations and about their obligation to fulfil this declaration of undertaking and to obey the laws of Pakistan. Signature: Name of Organization: Official Seal: Date: Page 10 of 12
Supplier Information Sheet Please fill in the following essential parameters: 1. Validity of offer: days. (Should be in conformity to RFQ) 2. Legal Status of the applicant organization: 3. NTN of the organization: (If exempted, please provide valid Tax Exemption Certificate) Contact Details of the Bidder: Name of Focal Person: Phone/Cell Number: Fax Number: E-Mail Address: Complete Postal Address: Contact Details of the Focal Person from Applicant Organization: Signature: Name: Designation: Official Seal: Date: Page 11 of 12
Financial Proposal # Unit Qty. Unit Description Unit (PKR) Price Total (PKR) Price 1 Solar Dried Units 350 Mentioned above in section 2.3 Total Value of Bid Total amount in words: Pakistani Rupees only Special Notes: The quoted price is inclusive of all taxes, duties, transportation and any other related cost. Price are quoted in Pak Rupee and are valid for 90 days Our details are attached, as per the required, Details of Vendor On behalf of the Applicant: Signature: Name: Designation: Official Seal: Date: Page 12 of 12