Updated RFP - Higher Education Commission
Request for Proposal
Supply and Commissioning of Laptop Computers
Under the Scheme
“Prime Minister’s (National) Program for Provision of Laptops to
Talented Students”
Last Date for Submission: March 25, 2014 at 2:00 PM
Bid Opening Date: March 25, 2014 at 2:30 PM
HIGHER EDUCATION COMMSSION
H-9, ISLAMABAD
Website: www.hec.gov.pk
Tele no. +92 (51) 90402200-01 Fax no. +92 (51) 90402202
(Rs. 10,000/-)
Contents
CONTACTING BID INVITING AUTHORITY AND REDRESS OF GRIEVANCES: .................... 8
ii
Combined Evaluation for declaring Lowest Evaluated Bid .......................................... 30
SUPPRESSION OF FACTS AND MISLEADING INFORMATION ........................................ 31
PAYMENT OF PERFORMANCE GUARANTEE (PG) ......................................................... 33
ESTABLISHING LOCAL OFFICE IN ISLAMABAD AND PROVINCIAL CAPITALS ................. 34
RELEASE OF PERFORMANCE GUARANTEE (PG) ........................................................... 35
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Invitation to Bid
The Higher Education Commission, Pakistan invites bids for procurement of one hundred thousand (100,000) Laptop Computers during the Financial Year 2013-14, directly from the interested manufacturers/ principals (Original Equipment Manufacturers – OEMs) under the scheme “Prime Minister’s (National) Program for Provision of Laptops to Talented Students”
The bidder must:
1) Be a registered body duly recognizable in Pakistan.
2) Be registered with FBR for Tax purposes.
3) Have registered suppliers/ partners with sufficient financial, technical and human resources OR own arrangements to complete the project within prescribed time limit on the finalization of contract.
Though the prime objective of the project is provisioning of laptops to talented students, however bidders are required to give firm written commitment (on legal instrument) to establish local Assembly Line for the future procurement(s) of laptops by Federal Government under the same scheme. Bidders who do not provide the written commitment shall not be eligible to participate in this and future tender(s) under same scheme.
Interested OEMs are requested to obtain the detailed RFP on payment of Rs. 10,000/- (nonrefundable) from the Accounts Section, Finance Division, Higher Education Commission, Sector
H – 9, Islamabad – Pakistan on any working day prior to submission date. Last date for submission of the bid is March 25, 2014 at 1400 hrs and tender will be opened on the same day at 1430 hrs in HEC, Sector H – 9, Islamabad, in the presence of bidders who chose to attend. Pre-bid meeting will be held on Thur sday th e F ebr uar y 13 , 2 014 at 2.00 pm in the Video Conference
Lecture Hall, Higher Education Commission, Sector H – 9, Islamabad. The bidders should submit a bank draft (from scheduled bank) equal to 2% of the bid value, which must accompany the bid as part of financial proposal as earnest money drawn in favor of D.G. (Finance), Higher Education
Commission, Islamabad. This tender is being executed under PPRA rule 36(b) “Single Stage – Two
Envelope”. HEC reserves the right to accept/ reject any or all the bids/ tenders at any stage. Copy of RFP is available at both HEC ( http://www.hec.gov.pk/ ) and PPRA ( http://www.ppra.org.pk/ ) websites.
Project Director (PMNLS)
E-Mail: pmnls@hec.gov.pk
Phone: 051 – 90402200-01
HIGHER EDUCATION COMMISSION
H-9 Islamabad, Pakistan v
Tender Notice
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Definitions
Acceptance: Acceptance means Receipt by the Authorized person/ institution/ authority of the specified quantity or package of laptop computers and accessories at the indicated site, place or institution.
Account Manager: Project or Task Manager; who has the prime responsibility of the project/ task execution.
Authorized Service Center: Authorized Service Center means a Service Center run by the
Bidder through another party by entering into a valid commercial agreement.
Bidder: Bidder means legally registered Original Equipment Manufacturer of Laptop Computers
OR a Consortium/ Partnership with local company under the relevant law who makes a formal bid in pursuance of Invitation to Bid. In case of Consortium/ Partnership, Prime Bidder should be
Original Equipment Manufacturer.
BOC: Bill of Costs
BOQ: Bill of Quantities
Call Center: Call Center means the Center or the Place wherein the Bidder shall make arrangements to receive complaints/ service calls from the customer/ students and institutions.
Commissioning: Commissioning means the Laptop would have to be switched on and the functioning and specifications as per criteria and standards mentioned in the RFP Document.
Contract: Contract means an agreement signed between the HEC and the Selected Bidder.
Day: Day means a working day (if not stated otherwise)
Delivery: Delivery means supply of the specified quantity or package of laptop computers and accessories at the indicated site, place or institution
Direct Service Center: Direct Service Center means a Service Center owned and operated by the bidder itself
End user: End user means the person/student to whom the Laptop is actually delivered for use and who will be entitled to demand after sales services as per Contract.
First Party: Higher Education Commission
FY: Financial year
HEC: HEC means Higher Education Commission, Government of Pakistan vii
HEI: Higher Education Institution (HEI) means recognized institution by the Higher Education
Commission, Government of Pakistan.
Procuring Agency: Procuring Agency means Project Directorate, Higher Education Commission,
Government of Pakistan
Prospective bidder: Bidder who intend to participate in the tender process
HEC: HEC means the Higher Education Commission, Government of Pakistan.
Region: Geographical Business domain of principal to which Pakistan belongs.
RFP: Request for Proposal
Second Party: Selected Bidder
Selected Bidder: Bidder selected for the award of tender
Service Center: Service Center means the Center or Place, wherein the Bidder, inter- alia undertakes and performs the service activities relating to the Laptop Computers indicated in the
Bid and shall include a Direct Service Center(s) or Authorized Service Center(s).
Service Level Agreement: The level of service which HEC requires from Selected Bidder in respect of the services required
Selected Bidder: Successful Bidder means the Bidder or JV or Consortium of bidders who becomes successful through bidding process
Total Bid Value/ Total Cost or Price: Total Cost means the aggregate cost of the goods and services as required by the HEC
Warranty/ Services of items/ parts: All hardware, support, repair, replacement, backups etc. and services of all software including its installation, configuration, updates, upgrades & principal online support. All patches upgrades, updates and OS images, Licensees renewal viii
CHECKLIST FOR ENCLOSURES
(Bidders should fill up YES or NO without fail)
S. # Bid Enclosure
1.
2.
3.
Whether the Bid is submitted in Two covers:
Envelope A: Technical Proposal and Envelope B: Financial Proposal
Whether both Technical and Financial Proposals are put into an outer cover.
Whether Technical Proposal (Envelope A) contains the following
3.1.
Bidder’s undertaking covering letter, on the Letter Head is signed by the authority stamped and submitted. (Appendix – 2)
3.2.
Signed and stamped Letter of Authorization or Power of Attorney for Signing the RFP Document on behalf of the Bidder is submitted.
(Appendix – 4)
3.3.
Bidder’s undertaking on the Letter Head for the required quantity of the laptop computers, accessories offered is signed and stamped and submitted.
3.4.
Bidder’s undertaking on the Letter Head to the effect that offer of
Corporate Social Responsibility (CSR) will have no impact on the cost/ price of the quoted laptops is submitted.
3.5.
All pages of the blank RFP Document in full are signed by the authority, stamped and submitted.
3.6.
Earnest Money (EM) amount as specified in the RFP Document is submitted in separate sealed cover.
3.7.
Filled up Technical Proposal is signed by the authority, stamped and submitted.
3.8.
All supporting documents for proving;
Yes No a) The Eligibility Criteria/ Qualification Criteria are signed by the authority and stamped. b) Bidder’s undertaking on the Letter Head to the effect that they agree to the Eligibility/ Qualification and Evaluation Criteria are signed, stamped and submitted with the relevant documents. ix
c) A certificate of assurance and guarantee on the Letter Head from the Principal Manufacturer that it will ensure production and supply of the laptop computers within the time line specified in the
Bid Documents is submitted. d) A certificate of assurance and guarantee on the Letter Head by the Principal Manufacturer that it will ensure its presence in
Pakistan through a senior level representation and an authorized office for a period of three years is submitted. e) All the undertaking/ letter heads and certificates wherever required are signed, stamped and submitted.
3.9.
Supporting Documents to meet the Eligibility/Qualification Criteria. a) All the supporting documents to meet the Qualification Criteria as laid down in the Bid Documents and under Eligibility Criteria are signed by the authority and stamped. b) Bidder’s Certificate of Incorporation/ registration is signed, stamped and submitted. c) Annual Reports including Balance Sheet, Income Statement and
Profit & Loss accounts for the previous three audited years along with notes to auditors are submitted. It is further mentioned that average will be taken on the basis of three years, irrespective of the fact whether accounts are submitted for the period of three years or a lesser period. d) For laptop computer manufacturing capacity, copy of the
Manufacturing License, Capacity supported by valid documents is submitted. e) For laptop computer sales, copies of the invoices for the sales made or proof of statutory documents like Income Tax, Excise Duty
Returns or Sales Tax Returns or any other legally valid documents are submitted for the previous three years. x
f) ISO 9001: 2008 or higher certificates for the Bidder are enclosed. g) Bidder’s undertaking regarding Blacklisting is submitted. h) Eligibility/ qualification and Evaluation Criteria duly filled up is signed and stamped and submitted with the relevant attested documents.
4.
Whether Financial Proposal (Envelope B) contains the following;
4.1.
Filled Financial Proposal with signature and stamp on all pages is submitted.
4.2.
Whether corrections or overwriting if any are attested? xi
Additional Notes
APPLICABILITY OF PUBLIC PROCUREMENT RULES, 2004 ( REV .)
This Bid Process will be governed under Public Procurement Rules, 2004, as amended from time to time and instructions of the Government of Pakistan received during the completion of the project.
IMPORTANT NOTE:
Bidders must ensure that they submit all the required documents indicated in the RFP Document without fail. Bids received without undertakings, valid documentary evidence and supporting documents and the manner for the various requirements mentioned in the RFP Document are liable to be rejected at the initial stage. The valid documentary evidences for the critical components as detailed hereinafter should be submitted by the Bidder for scrutiny. The Bidders are required to read the RFP Document and applicable laws and submit any objection thereof in writing in the pre-bid meeting; failing which no objection shall be entertained regarding the terms and conditions of the RFP Document and the Bid Process at the later stage.
P URPOSE OF THIS D OCUMENT
The purpose of this document is to share/ present the macroscopic view of the project objectives and requirements while giving its background. Vision & Objectives, Scope of Work, Project
Methodology as per HEC requirements, Bids Submission requirements, Selection Procedure and
Criteria, Terms & Conditions, Payments Terms, and Warranty Support/ Services are also elaborated in this document to provide necessary information about this tender for potential bidders. Bidders are required to provide the required information by filling up the Bid Submission
Forms while strictly following the format given at Annexure – 6. xii
1 Introduction
It is an established fact that there is a direct correlation between knowledge capital and economic development. Pakistan to become an emerging power needs to enhance its intellectual capital and transform into a knowledge-based economy. The strategic framework for meeting the contemporary and future challenges as defined in “Vision 2030” of Government of Pakistan, acknowledge the importance of globalization and dispersion of information and technology, which are likely to dramatically change the scale and character of human enterprise. Universities and institutes of higher learning are envisioned to build economies through providing knowledge capital. HEC adopts the strategy targeted at the provision of an environment conducive to quality education in all the higher education institutions through faculty and infrastructure development.
One of the major challenges being faced by the higher education sector across the country, is access opportunities to higher education and so to increase the enrolment in higher education from 5.8% to 10% by 2015 and 15% by 2020, as per National Education Policy 2009. HEC encourages cost-effective and widespread dissemination of knowledge through the use of educational technologies and distance education so that far-flung areas are covered while simultaneously ensuring that quality standards are not compromised. The demographic transition being experienced, poses another challenge to equip our youth with the knowledge and skills necessary for development in the 21 st century. The fact that Pakistan is on a favorable portion of the demographic transition can prove to be a demographic dividend, however if left alone, poses serious threats in form on an illiterate and intolerant population.
A good progress has been made in higher education sector in Pakistan, and significant transformations have taken place as to come out as one of the dynamic sectors which is rapidly evolving and developing the capacity of HEIs to serve as engines of growth in country’s socioeconomic development. Despite of these progress and positive change as well as potential which is widely acknowledged, the higher education sector of Pakistan faces numerous challenges and issues, like poor university – industry interactions, poor university – community relationship, low enrolment, lack of capacity for continuous faculty and staff development, are amongst the few.
Strategic vision of HEC for higher education realizes that key to overcome many of the current and future challenges, is to invest significantly in the Information and Communication
Technologies (ICTs), as witnessed in many emerging economies around the world. Modern information and communication technologies are key to enhancing efficiency, efficacy and impact of programs of development in the higher education sector. Using distance education and open learning, affiliating universities must leverage ICTs to play a major role in improving quality and widening access to higher education in Pakistan.
Realizing these challenges and the opportunities and strengths this country possesses, the
Government of Pakistan as per the directives of the Prime Minister intends to launch National
Program for Provision of Laptops for the bright and talented young students studying at any of the public sector higher education institute or Government Polytechnic Institutes across the country. The scheme is envisioned to promote outreach of youth to information and communication technologies (ICTs) as to bridge the digital divide not only within the higher education sector but across other sectors as well, and to the communities throughout the country. Under this scheme, Laptops will be provided to talented students acquiring higher education at any of the public sector higher education institutes (HEIs) and Government
Polytechnic Institutes. The Higher Education Commission has been given the responsibility of program designing, implementation of scheme, and execution of the project.
The scheme is announced as one of the initiatives launched under the Prime Minister’s Youth
Schemes for 2013-14. During this year, 100,000 laptops will be distributed as per the criteria defined. The Higher Education Commission of Pakistan has been entrusted to execute the scheme and devise a criteria/ mechanism for distribution of laptops under this scheme. The
Laptop Computers will be procured in a transparent manner through competitive bid process under Rule 36 (b) following the procedures stipulated in the Public Procurement Rules 2004
(rev.). The Selected Bidder would be required to supply the required quantity of the laptop computers at the designated institutions. The selected Bidder would also be required to provide detail of offices and adequate number of service and repair centers for warranty enforcement.
Accordingly, the HEC has invited Bids for supply and commissioning of approximately one hundred thousand (100,000) Laptop Computers as per the technical specifications and timeframe given in the RFP Document during the Current Financial Year 2013-14. The supply and commissioning of laptops may be made by the Selected Bidder within the specified delivery time of 30 to 90 days as per delivery schedule, which shall start from the date of opening of first LC after signing of the contract. A minimum of 50,000 laptops must be delivered within 30 days of opening of LC after the signing of the contract by the Selected Bidder, to the institutions indicated by the HEC. The rest of the approximately 50,000 laptops must be delivered within 90 days of opening of first LC after the signing of the contract.
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2 Vision and Objectives
The scheme is envisioned to promote outreach of youth to information and communication technologies (ICTs) as to bridge the digital divide not only within the higher education sector but across other sectors as well, and to the communities throughout the country. Under this scheme,
Laptops/ Tablet Laptops will be provided to talented students acquiring higher education at any of the public sector higher education institutes (HEIs) and Government Polytechnic Institutes.
The project will help in creating enabling environment across the higher education sector with a special focus on the on-campus student centric services. The Higher Education Commission has been given the responsibility of program designing, implementation of scheme, and execution of the project.
Though the prime objective of the project is provisioning of laptops to talented students, however vendors are to be encouraged to establish local assembly line for the laptops, however this would only apply to future tender (if any) under the same scheme. This initiative is expected to carry following salient features;
Local assembly would reduce the import of finished products.
Re-export of the laptops as finished product from Pakistan will contribute to GDP; and also convey a soft image of Pakistan through a product labeled as “Made in Pakistan”.
In a long-run, the overall per unit cost of laptops is expected to decrease substantially and so will help leveraging ICT for socio-economic development of Pakistan.
Local assembly line will help in knowledge and technology transfer; job creations; manufacturing of some components locally; or may be Silicon Industry in Pakistan someday.
Assembly line is expected to go beyond laptop assembling; other electronic appliances like LCD/ LED TVs, Mobile phones, Printers, etc. may also be assembled locally in future.
It will be encouraged that OEM bring the Original Design Manufacturer in Pakistan as to setup the Laptops Assembly Line during the next phase of the project.
3 Scope of Work
The Higher Education Commission has been given the responsibility of devising the mechanism of distribution of laptops amongst the talented students enrolled at any of the public sector higher education institutions across Pakistan and AJK. For an effective implementation of the scheme, the Selected Bidder will be required to perform following activities as to meet the objectives as envisaged by HEC and stipulated in this document;
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i) Supply of 100,000 Laptop computers as per the specification defined in Annexure – 1 during the fiscal year 2013 – 14. j) Delivery of at least 50% Laptop computers within 30 days from the date of opening of LC and remaining 50% Laptop computers in next 60 days at the designated sites as enlisted in Annexure – 9. HEC may however identify additional sited and will communicate the same to selected bidder. k) Distribution of Laptop computers amongst the eligible students, as determined by HEC and verified by respective HEIs, enrolled at the public sector HEIs all across Pakistan and
AJK. i.
Prior to distribution, all Laptop computers’ “Serial Number” will have to be entered in an online web-based system. Online Portal is intended to maintain records for ease of management and maintain transparency, however the database shall be used for warranty claims, support services and for future use.
Selected Bidder may be provided soft list of students in order to maintain records of distribution for web posting, in case Online Portal is not made available by then. ii.
The serial number will have to be associated to listed HEIs, and prior to distribution each Laptop computer will have to be associated with the Student CNIC which will be available in the said system. iii.
HEC intends to distribute each tranche of 50,000 laptops in 10 – 15 working days.
Bidders are advised to have warehouse provisions of this duration accordingly. l) Selected will be responsible to deliver the laptops to relevant HEIs and ensure its availability during the course of laptop distribution amongst the students. However, onward students’ facilitation should be covered under warranty and support.
4 Project Methodology
The selected bidder will be required to implement the project as to meet the vision and objectives in most effective manner. The laptop distribution activity may be done in two phases but within this fiscal year. For this, 50% of laptop computers are to be delivered within 30 days from the date of issuance of LC which may be done through airlift freight mechanism. The distribution of these 50% laptop computers are to be distributed amongst the eligible students enrolled at the public sector HEIs as determined by the Higher Education Commission. Whereas, the remaining
50% laptop computers will have to be delivered within next 20 days at the designated sites as identified and communicated by HEC. Both tranches of laptop computers will have to be distributed amongst the eligible students as determined by HEC and HEIs within 10 – 15 working days of delivery of the same. HEC may however ask for delivery of 100% in a single tranche by airlift for which additional days may be given for the delivery of 100,000 laptop computers.
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The selected bidder shall also setup Service Centers as to provide Warrant and Support services during the warranty period. Selected bidder will ensure that the Warranty claims by the students are addressed within the country instead of international warranty claims. Moreover, there will be requirement of setting up at least One (01) Direct Service Center in the Islamabad and provincial capitals of Pakistan. However, in addition selected bidder will be required to ensure that at least one (01) Authorized Service Center is available in the host cities of HEIs as listed in
Annexure – 9. Selected bidder may be asked to setup either Direct or Authorized Service Centers within the HEIs where the number of laptop beneficiaries are more than 1,000 students in order to provide immediate support and services.
5 Deliverables
Following are the expected deliverables from the selected bidder; a) Delivery of 100,000 Laptop computers as per the specifications given in this document. b) Distribution of Laptop computers at the destinations listed in Annexure – 9 and/ or sites as identified by HEC during the contract period. c) Maintenance of records in the Online Portal system for ease of management and maintain transparency. d) Setting up Direct Service Centers as per the requirements of HEC and providing Support
Services through Authorized Service Centers in the cities as enlisted in Annexure – 9 and/ or HEIs as per HEC requirements. e) Providing Laptop Warranty Claim in Pakistan within the stipulated time as defined in this
RFP Document. f) Any other requirement(s) as stipulated in this RFP Document. g) Successful completion of the project within the given time (i.e. successful delivery of laptops at designated sites).
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6 Instructions to the Bidders
6.1
GENERAL INSTRUCTIONS
6.1.1
It will be imperative for each Bidder to familiarize itself with the prevailing socio-economic, political, and legal situation for the execution of contract. HEC shall not entertain any request for clarification from the Bidder regarding such aspects of submission of the Bid.
6.1.2
It will be the responsibility of the Bidder that all factors have been investigated and considered while submitting the Bid and no claim whatsoever including those of financial adjustments to the contract awarded under this Bid Process will be entertained by the HEC.
Neither any time schedule, nor financial adjustments arising thereof shall be permitted on account of failure by the Bidder.
6.1.3
The Bidder shall be deemed to have satisfied itself fully before Bid as to the correctness and sufficiency of its Bids for the contract and price/ cost quoted in the Bid to cover all obligations under this Bid Process.
6.1.4
It must be clearly understood that the Terms and Conditions and Specifications are intended to be strictly enforced. No escalation of cost will be permitted throughout the period of completion of the contract.
6.1.5
The Bidder shall make all arrangements as part of the contract to supply, deliver and commission the laptop computers and accessories and provide warranty, maintenance and support services at various locations at their own cost and transport and logistics.
6.1.6
The Bidder should be fully and completely responsible to the HEC for all the deliveries and deliverables.
6.1.7
The bidder shall submit detailed design/ specifications of the laptop computers including backpack in the technical proposal.
6.1.8
The Selected Bidder is expected to offer considerable amount as CSR to be used for educational purposes in consultation with/ as per requirement of the HEC.
6.2
LANGUAGE OF THE BID:
The Bid prepared by the Bidder as well as all correspondence and documents relating to the Bid shall be in English only. The supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation in English duly notarized, in which case, for all purposes of the Bid, the translation shall govern. Bids received without such translation copy may be rejected.
6.3
BID CURRENCY:
Price/ Cost of the Bid should be quoted in Pakistan Rupees as well as in US$ only for the items imported for which the payments will be made in US$ against the LC as per the provision available
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in the project. Payment against other items (if any) shall be made in Pakistani Rupees. With respect to any foreign company participating in the Bid in any capacity or manner, the law of the land (Pakistan) including the Law, Rules and Regulations of the Government of Pakistan shall be followed and necessary compliance in this regard will be the sole responsibility of the Bidder or the Consortium.
6.4
LETTER OF AUTHORIZATION:
A letter of Authorization(s) from the Board of Directors or Managing Director of the Bidder organization or the Consortium/ Partnership authorizing the Bid submitting authority or a Power of Attorney should be submitted in the Technical Proposal as per the format given at Annexure
– 3. The Bids received without the Letter of Authorization or Power of Attorney will be summarily rejected. The authority giving such authorization should ensure its legal capacity to give such authorization.
6.5
CLARIFICATIONS AND AMENDMENTS: a) A prospective Bidder requiring any clarification in the RFP Document may notify the HEC by letter or by Fax or by email. b) A Pre-Bid meeting will be held for addressing the clarifications on the date and time mentioned in the advertisement or any other date to be decided by the HEC. The Bidders are requested to participate in the Pre-Bid meeting and get the requisite clarifications/ information. c) Before the Closing Date of the Bid submission, clarifications and amendments so made shall be reflected in the RFP Document if any and shall be notified on the website mentioned above. The Bidders should periodically check for the amendments or corrigendum or information from the HEC till the Closing Date. The HEC will not make any individual communication and will in no way be responsible for any ignorance pleaded by the Bidders. d) No clarifications would be offered by the HEC within 48 hours prior to the due date and time for opening of the Bids. e) Procuring Agency is not responsible for any misinterpretation of the provisions of this
Document on account of the Bidders failure to update the Request for Proposal
Documents based on changes/ modifications announced through the website.
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6.6
CONTACTING BID INVITING AUTHORITY AND REDRESS OF GRIEVANCES:
6.6.1
Bidders shall not make attempts to establish unsolicited and unauthorized contact with the HEC/ Procuring Agency or any individual/ authority/ committee/ agency acting on its behalf for the purpose of this procurement prior to the notification of the award and any attempt by any Bidder to bring to bear extraneous pressures on the HEC/ Procuring
Agency or any individual/ authority/ committee/ agency acting on its behalf for the purpose of this procurement shall be sufficient reason to disqualify the Bidder.
6.6.2
Notwithstanding anything mentioned above, the HEC may seek bona fide clarifications from Bidders relating to the Bid submitted by them during the evaluation of their Bids.
6.6.3
However, in case of any genuine grievance, the Bidder may contact the HEC/ Procuring
Agency through a formal request in writing for redress of its grievance as provided in Public
Procurement Rules 2004 (rev.).
6.7
FORCE MAJEURE: a) Subject to sub clause (c), in a Force Majeure situation which directly and materially hinders/ hampers the Selected Bidder’s ability to perform its obligations under the
Contract, the Parties will be excused from performance of their respective obligations under the Contract until the existence/ persistence of the Force Majeure Event. b) For purposes of this clause, "Force Majeure" means an event beyond the control of the
Selected Bidder and not involving the Selected Bidder's fault or negligence or not reasonably foreseeable. Such events may include, but are not restricted to, acts of God, wars, acts of terrorism, fires, floods, epidemics, quarantine restrictions. c) If a Force Majeure situation arises, the Selected Bidder shall promptly notify the HEC in writing of such condition and the cause thereof. Unless otherwise directed by the HEC in writing, the Selected Bidder shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event. d) If a Force Majeure Event persists for more than three (03) months from the date of the notice under sub clause (c) above, the Selected Bidder may apply to the HEC seeking termination of the Contract. If the HEC agrees, the Contract may be terminated. e) If a Force Majeure Event persists for more than three (03) months from the date of the notice under the sub clause (c) above, HEC may at its own absolute discretion terminate the Contract. f) In the event of termination under clause (d) or (e), the Selected Bidder shall be entitled to receive such part of the Contract Price as pertains to the Goods which have been, as
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on the date of termination, implemented in accordance with the terms of the Contract.
In case, at the time of termination, any action is pending on the part of the Selected Bidder regarding delivery and acceptance of the Goods or warranty and maintenance support or services as required under the contract which cannot be completed, the HEC shall be entitled to utilize the Performance Guarantee or demand additional sum for such Goods/
Services to ensure continued provisioning thereof. This shall be without prejudice to any other rights and remedies which HEC may have under the Contract or under the relevant laws.
6.8
ARBITRATION:
In case of any dispute, the matter will be referred to a sole Arbitrator to be appointed by the
Government of Pakistan under the arbitration laws of Pakistan. The arbitration shall be held in
Islamabad, Pakistan and the language shall be English or Urdu only. Subject to the above, the
Courts in Pakistan alone only shall have jurisdiction in the matter.
7 Bid Cost and Earnest Money
7.1
COST OF BID
The Bidders should bear all costs associated with the preparation and submission of their Bids.
The HEC will in no way be responsible or liable for these charges/costs incurred regardless of the conduct or outcome of the Bidding Process.
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7.2
REQUEST FOR PROPOSAL DOCUMENT FEE
7.2.1
The RFP Document must be purchased from Accounts Section, Finance Division, Higher
Education Commission, Islamabad on payment of fee in Pak Rupees as mentioned in the
Advertisement. The RFP Document is not transferable to any other Bidder.
7.2.2
The RFP Document cost must be paid in cash at the cash counter in Accounts Section,
Finance Division, HEC.
7.3
EARNEST MONEY (EM)
7.3.1
A Earnest Money (EM) amount as specified in the RFP Document is payable by way of Bank
Draft in PKR drawn on National Bank or a Scheduled Bank in Pakistan in favour of the “D.G.
Finance, Higher Education Commission” payable at Islamabad. The Earnest Money in the form of Bank guarantee or Insurance guarantee is not acceptable. The Earnest Money should be enclosed in a separately sealed cover along with the Technical Proposal duly marked as “Earnest Money”.
7.3.2
The Earnest Money (EM) of the unSelected Bidders will be refunded within a reasonable time after the award of tender to Selected Bidder. The EM amount held by the HEC till it is refunded to the unSelected Bidders will not earn any interest thereof.
7.3.3
The Earnest Money (EM) of Selected Bidder may be converted as part of the Performance
Guarantee (PG) for successful execution of the work.
7.3.4
Subject to the award of contract, the Earnest Money shall be returned in PKR to the
Selected Bidder against submission of 10% Performance Guarantee of the total cost of the bid in the form of Bank Guarantee.
7.3.5
The Earnest Money (EM) may be forfeited by the HEC, if the Bidder withdraws the Bid during the period of its validity specified in the RFP Document or if the Selected Bidder fails to sign the Contract, or the Selected Bidder fails to remit Performance Guarantee within the respective due date.
7.3.6
Earnest Money shall be valid only for one bid as have been required by the HEC as per
Technical Specifications.
8 Bid Submission Requirements
Bidders should examine all Instructions, Terms and Conditions and Technical Specifications as given in the RFP Document. Failure to furnish information required in the RFP Document or submission of Bids not substantially responsive or viable in every respect will be at the Bidder’s risk and may result in rejection of the Bids. Bidders should strictly submit the Bid as specified in the RFP Document, failing which the Bids will be held as non-responsive and will be rejected. The
Bids should be submitted in two parts namely viz. (1) Technical Proposal and (2) Financial
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Proposal. The Technical Proposal and Financial Proposal shall be submitted in separate covers.
The Bids shall be addressed to “The Project Director, Prime Minister’s (National) Program for
Provision of Laptops to Talented Students”.
8.1
TECHNICAL PROPOSAL (ENVELOPE – A)
8.1.1
BID PREPARATION a) The Technical Proposal will enable the HEC to evaluate whether the Bidder is technically competent and capable of executing the order. Only those Bids which qualify in the
Technical stage will be eligible for the Financial Proposal opening. The Financial Proposals of Bidders who are failed in the Technical stage will not be opened. b) The Technical Proposal format and Forms as given in this RF Document shall be strictly followed, and filled, signed and stamped in all pages. The HEC will not be responsible for the errors committed in the Bids by the Bidders. c) The Technical Proposal should not strictly contain any Price/ Cost indications as such otherwise the Bids will be summarily rejected. d) Letter of Commitment (as a legal instrument) should be submitted and should be enclosed within the Technical Proposal. Since the Letter of Commitment has been asked from OEM HQ or Regional HQ, the notarized letter on the OEM’s letter head from the origin of letter has to be submitted. e) Detail of commitment of Corporate Social Responsibility (CSR) component should also be enclosed within the Technical Proposal.
8.1.2
DETAILS TO BE FURNISHED IN THE TECHNICAL PROPOSAL a) The Earnest Money of the requisite amount should be submitted in a sealed envelope/ cover along with Technical Bid, failing which the Bid shall be rejected summarily. b) Authorization letter from the Board of Directors/ Managing Director or Power of Attorney to submit the proposal should be submitted. The Bid received without Authorization
Letter or Power of Attorney will not be considered for further processing. c) The blank RFP Document in full should be printed and signed by the authorized person and stamped in all pages and should be submitted as a token of accepting the conditions. d) The Technical Proposal should be duly filled and signed by the authorized person and stamped in all the pages and should be submitted. e) The supporting documents to prove Bidder’s Eligibility should be duly signed/ attested and should be submitted.
11
f) The published Annual Reports, Tax Returns, Undertakings and valid documentary evidences should be signed by the authorized person and stamped in all pages and should be submitted. g) The Bidder should indicate origin of the quoted goods, supply route, quality standards applied and the manufacturing plant addresses relevant to it. h) The Bidder should also identify the name and location of Original Design Manufacturer
(ODM) who shall produce all the 100,000 Laptop Computers for this tender. A documentary evidence should be provided confirming the same. i) The Bidders shall undertake to supply and commission and quote 100,000 (one hundred thousand) Laptop Computers. Any quote for less than 100,000 Laptop Computers will not be considered and the Bid is liable for rejection. j) All the required documents insisted in the RFP Document should be enclosed in the
Technical Proposal. No documents would be allowed to be supplemented/ exchanged after opening of the Bids. k) The documentary evidence shall establish Bidder's qualifications to the satisfaction of the
HEC.
8.1.3
SIGNING THE BID a) The Bids shall be typed and shall be signed by the authorized person of the Bidder. b) All pages of the Bid shall be signed and stamped by the authorized person. c) Any alterations, deletions or overwriting will be treated as valid only if they are attested by the full signature by the authorized person.
8.1.4
SEALING THE BID
The Technical Proposal shall be placed in a separate cover (Envelope-A) and sealed appropriately.
The Technical Proposal cover shall be superscribed with “Technical Proposal for Supply and
Commissioning of 100,000 Laptop Computers” – “FROM” address and “TO” address shall be written without fail, otherwise the Technical Proposal will be liable for rejection. The envelope containing Technical Specifications shall be superscribed as “Technical Proposal”. This envelope shall also contain sealed envelope containing the Earnest Money.
8.2
FINANCIAL PROPOSAL (ENVELOPE – B)
8.2.1
DETAILS TO BE FURNISHED a) All the Price items as asked in the RFP Document should be filled in the Financial Proposal format given as Bill of Costs (BoCs) in the RFP Document. The prices quoted shall be both in US$ (for import items only) and equivalent Pak Rupees. However, for the purpose of
12
Financial bid evaluation, the Total Bid amount in Pak Rupees shall be used. The Bid shall be liable for rejection if Financial Proposal contains conditional offers or partial offers. b) The cost quoted by the Bidder shall include cost and expenses on all counts viz. cost of the equipment, materials, tools/ techniques/ methodologies, manpower, supervision, administration, overheads, costs associated to distribution as the designated sites, travel, lodging, boarding, cost of insurance and outstation expenses, etc. c) The Financial Proposal shall include the total and unit cost of laptops with software and without software (as indicated in the Technical Specifications) indicating the price per unit and total, of hardware and software separately. However, HEC reserves the right to accept the bid with or without the requisite software. The Procuring Agency may arrange requisite software, completely or partially and require the bidders to install the same and include/ adjust the same in the Bid Price at any stage before the award of Contract. d) The Financial Proposal of the Bidder shall also include the Price breakup of freight (both by Air and by Ship)/ taxes/ duties. All costs relating to freight/ taxes/ duties as applicable shall be responsibility of the bidder. If any exemption is obtained by the HEC, the same shall be adjusted accordingly in the final price of Selected Bidder. e) The cost quoted by the Bidder shall be kept firm and unchanged for a period specified in the RFP Document from the date of opening of the Bids. The Bidder shall keep the price firm/ unchanged during the period of Contract including during the period of extension of time, if any. Escalation of cost will not be permitted during the said periods or during any period while providing services whether extended or not for reasons whatsoever. The Bidders should particularly take note of this factor before submitting the
Bids.
8.2.2
SIGNING THE BIDS a) The Bids shall be typed and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder legally to the Contract as mentioned above. All pages of the supporting documents shall be signed and stamped by the authorized person. b) Any alterations, deletions or overwriting shall be treated valid only if they are attested by full signature by the authorized person.
8.2.3
SEALING THE BID
The Financial Proposal (Envelope-B) shall be containing sealed quote as required under Clause
8.2.1 placed inside. The Financial Proposal cover shall be sealed and superscribed with “Financial
Proposal for Supply and Commissioning of Laptop Computers” – Bid Ref.: ______ due on: ______,
The “FROM” address and “TO” address shall be written without fail otherwise the Financial
Proposal will be liable for rejection.
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8.3
OUTER COVER
The Technical Proposal (Envelope-A) and Financial Proposal (Envelope B) shall then be put in a single outer envelope and sealed. The outer cover shall be superscripted with “Bid for Supply and
Commissioning of 100,000 Laptop Computers” – Bid Ref. ________ : due on ______. The “FROM” address and “TO” address shall be written without fail, otherwise Bid will be liable for rejection.
8.4
MODE OF SUBMISSION OF BIDS a) The Bids should be dropped in the duly sealed Bid Box kept at the office premises of the
Project Director, Prime Minister’s (National) Program for Provision of Laptops to Talented
Students; OR at Tender Opening site on the due date and time in the presence of the officer/ official deputed by the HEC and acknowledgement thereof should be obtained otherwise no claim of the submission of the Bid shall be entertained. b) Alternatively, if the Bidder prefers to submit the Bid by post, the Bidder should use courier service or registered post which provides tracking facility, and ensure that the Bid reaches the Project Directorate, PMNLS Project on or before the Due Date and Time. However,
HEC will not be liable or responsible for any postal delay or any other delay or damage/ loss etc. whatsoever. c) The Bids received after Due Date and Time or Unsealed or incomplete or submitted by
Facsimiles (FAX) or email will be summarily rejected.
8.5
MODIFICATION AND WITHDRAWAL OF BIDS
The Bids once submitted cannot be modified or amended or withdrawn except as provided under
Public Procurement Rules 2004 (rev.).
9 Bid Opening and Selection Procedure
9.1
TECHNICAL PROPOSAL OPENING
The Bid’s outer cover and Technical Proposal cover will be opened by the HEC on the date and time as specified in the Advertisement or any other date published as corrigendum in newspaper and on HEC as well as PPRA website. The Bids will be opened in the presence of the Bidders who choose to be present. The representative of the Bidder who chooses to attend the Bid opening shall bring an authorization letter from the Bidder.
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9.2
BID VALIDITY
9.2.1
Bids submitted shall remain valid for a period of 120 days from the date of opening of the Bids. If the Bid validity is less than 120 days, the Bid will be rejected as nonresponsive. The Selected Bidder shall extend the Bid validity till the completion of the order. Moreover, the Selected Bidder would be required to submit the Performance
Guarantee with the letter of acceptance before signing Contract.
9.2.2
In exceptional circumstances, HEC may solicit the Bidders to extend the validity. The Bidder shall extend Bid validity and Earnest Money validity accordingly.
9.3
INITIAL SCRUTINY
Initial Bid scrutiny will be held and the Bids will be treated as non-responsive, if: a) Bid is not submitted as specified in Clause 8 above in the RFP Document and not signed and stamped on all pages of the Bid. b) Bid received without the Letter of Authorization as specified in the RFP Document. c) Bid received without the Letter of Commitment in shape of legal instrument as specified in the RFP Document. d) Bid received without required Earnest Money in shape of Bank Draft in a sealed envelope. e) Bid found with suppression of facts/ details. f) Bid with incomplete information, subjective, conditional offers and partial offers. g) Bid submitted without supporting documents to prove eligibility criteria and evaluation. h) Bid not complying with any of the clauses stipulated in the RFP Document. i) Bid received without the mentioned undertakings. j) Bid with less validity period. k) Bid without Bid Submission Form(s) as required in the RFP Document. l) Bid smacks of corrupt, fraudulent and collusive practices of the Bidder. m) And other mandatory conditions prescribed in this RFP Document.
All responsive Bids will be considered for further evaluation. The decision of the competent authority communicated by the HEC will be final in this regard.
9.4
CLARIFICATIONS BY THE HEC
When deemed necessary, the HEC may seek bona fide clarifications on any aspect from the
Bidder. However, that will not entitle the Bidder to change or cause any change in the substance of the Bid or cost/ price quoted. During the course of Technical Proposal evaluation, the HEC may seek additional information or historical documents for verification to facilitate decision making.
In case, the Bidder fails to comply with the requirements of the HEC as stated above, such Bids may at the discretion of the HEC be rejected as technically non-responsive.
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10 Evaluation Criteria
10.1
Technical Evaluation
Part A) Mandatory
S.
No.
Basic
Requirement
1.
2.
3.
Legal Entity
Tax registration
Status
Specific Requirement
The Bidder and/ or the local partner of the
Consortium/ Partnership (if any) should be in
Operations in Pakistan from last three calendar years.
The Bidder or the local partner of the Consortium/
Partnership should have registration with FBR for Tax purpose.
The Bidder shall be an OEM (Original Equipment
Manufacturer). Alternately, an OEM may authorize its
Liaison Office in Pakistan. However, in case the Bidder is a Consortium or Partnership with a Local Company in order to meet the requirements of this tender,
Prime Bidder shall be an OEM.
Consortium/ Partnership should not exceed two (02) partners of which one partner (i.e. Prime Bidder) can be a foreign company incorporated/ registered internationally for at least three (03) years; whereas the other partner (i.e. Local Company) should be incorporated/ registered in Pakistan for at least three
(03) years. Both partners should be involved in IT business.
The Contract as an outcome of this tender will however be signed with Prime Bidder only; OR a Triparty Contract, i.e. Prime Bidder, Local Company and
HEC may be considered as well.
Both partners of the Consortium/ Partnership shall be liable jointly and severally for the execution of the
Contract in accordance with the contract terms and conditions, and a statement to this effect shall be included in the Undertaking to be submitted. The
Undertaking should clearly authorize the Bidder to act
Documentary proof
Required ( Please mention Reference
Page#)
Copy of Certificate(s) of incorporation or registration document showing legal status for operations in Pakistan.
Copies of National Tax
Number (NTN) registration Certificates
Proof of registration as an
OEM. Authorization
Certificate from OEM to
Bid on behalf of OEM (In case of liaison office only)
Or Consortium
Agreement (duly notarized) with the Local
Company for the Contract clearly indicating the division of work with respect to the Scope of
Work. The Agreement should be of legal standing in Pakistan and should be clearly stating that the Agreement is applicable to this RFP and shall be binding on them
16
on their behalf for the entire Bid Process and execution of the contract.
4.
Readiness towards local assembling
5.
6.
7.
8.
9.
10.
Market
Penetration
Industry
Compliances
Blacklisting
Quality
Compliance
Manufacturing
Compliance
Specification
Compliance
Bidders should have readiness for setting up Assembly
Line in Pakistan for subsequent procurement (if any) under the same scheme.
The quoted brand must have sale of more than
100,000 laptops annually and have international rankings.
Compliance with Environment, Health and Safety
Laws.
Bidder shall not be eligible to participate in this project if the firm has been blacklisted/ debarred by any Government/ Semi Government organization in
Pakistan in participating in any procurement activities for fraudulent or corrupt practices, or in litigation.
Written Commitment on legal instrument by
OEM’s Head Quarter or
Regional Head Quarter
Relevant documents of sale of laptops, OR a
Third part report, e.g. IDC
Copy of Relevant
Certificates to be provided.
An affidavit to the effect that the firm has not been blacklisted/ debarred/ in litigation with/ by any
Government/ Semi
Government organization
ISO 9001:2008 or higher Certification for manufacturing, management and quality (whichever is applicable)
Conformance with European Standards (CE)
Copy of Relevant
Certificates
Copy of Relevant
Certificates
Conformance with International Energy Star standards Copy of Relevant
Certificates
Conformance with FCC standards Copy of Relevant
Certificates
Conformance to Restriction of Hazardous Substances Copy of Relevant
Certificates
Bidders should conform to the required specifications of Laptop as stipulated in Annexure – 1. Moreover, signing of Annexure – 3 which is mandatory for the acceptance of the bid.
Detailed specifications with Brand and model
11.
Turnover
Annual Turnover should be at least Rs. 200 million or equivalent in US$ from IT/ IT Services of the bidder during each of the last three financial years, i.e. 2010-
2011, 2011-2012 and 2012-13 (as per the last published audited balance sheets) globally.
Audited financial report with Auditor’s
Registration Number and
Seal indicating total turnover from IT/ IT
Services of the bidder in past 3 years.
17
12.
Service
Centers (SCs)
The bidder should have Direct Service Support Centre as well as Authorized Service Support Centers through
Partners available in Cities as listed in Annexure – 9 of this RFP Document, OR
If the Bidder does not have any Direct Service Support
Centre and Authorized Service Support Centers through Partners available at Cities as listed in
Annexure – 9, Bidder shall submit an undertaking to establish the same as referred in this document within
90 days from the Date of Opening of LC and before signing of Contract.
13.
Local Presence and availability of parts
OEM should have at least one (01) warehouse and authorized distributor presence for last three (03) year in Pakistan
Certificate from the
Company Secretary of the
OEM clearly specifying the List , address , type of
SCs
OR
Affidavit to establish the
SCs with the proposed locations
14.
Minimum
Experience in similar project
15.
Completeness of Bid/
Proposal(s)
OEM directly or through its partner must have completed at least Two (02) similar Projects globally
(with on-time delivery of minimum 20,000 laptops in a single project)
Bidder has provided all essential information requested in the RFP for proper evaluation.
Certificate from the OEM authorized person clearly specifying the List, address and the items in warehouse, and distributor’s minimum stock maintenance level in percentage
Successful Completion
Certificate
Completely filed Bid
Submission Forms along with Supporting documents.
S.
No. Attributes
Max.
Score
Part B) General Evaluation - Corporate Profile
Wei ght age
Corporate Profile
I.
Company In Operation In
Pakistan
II.
Location of Direct Offices /
Branches
10 10
Criteria
No. of Years of Bid in consideration/
Maximum No. amongst all the Bids * 10
10 10 No. Offices of Bid in consideration/
Maximum no. of offices amongst all the
Bids * 10
Reference
Page#
Documentary
Proof
18
III.
Service Centers (SCs)
In operation Direct Service
Support Centre/ Authorized
Services Centre through
Partners in Pakistan
IV.
Service Centers (SCs)
In operation Direct Service
Support Centre / Authorized
Services Centre through
Partners covering Cities in
Pakistan
V.
OEM No. of Products (LCDs,
Keyboards, Touch pads, other electronics, etc.) produced through OEM
Established Facility in
Pakistan
VI.
OEM No. of Products (LCDs,
Keyboards, Touch pad, other electronics, etc.) made available through
OEM Distributors in
Pakistan
VII.
Logistic Network
In-operation Direct
Equipment Logistics offices in Pakistan (with at least two Human Resource,
Storage handling machines, delivery mechanism )
VIII.
Quoted Product Services
Support Relevant Human
Resource Strength in
Pakistan (Certified
Engineers)
IX.
Location of OEM equipment
Own Warehouses/ supplies depot in Pakistan ( with adequate products and parts stock and proper procedure of stock
10
10
10 No. SCs of Bid in consideration /
Maximum number amongst all the Bids *
10
10 10 No. of products produced of Bid in consideration/ Maximum No. of products amongst all the Bids * 10
10 10 No. of products of Bidder in consideration/ Maximum No. of products amongst all the Bidders * 10
10 10 No. of offices of Bid in consideration/
Maximum No. of offices amongst all the
Bids * 10
10 10 Total Number of employees of Bid in consideration/ Maximum total Number of employees value amongst all Bids * 10
10
10
10
No. Cities having SCs of Bid in consideration/ Maximum No. of cities having SCs amongst all the Bids * 10
No. Warehouses or Depot of Bid in consideration/ Maximum no. of
Warehouses or Depots amongst all the
Bids * 10
19
maintenance and disbursement)
X.
Location of OEM equipment
Warehouses/ supplies depot through local
distributors in Pakistan
(with adequate products and parts stock and proper procedure of stock maintenance and disbursement)
XI.
Covered Area (in Sq. feet) of OEM equipment Own
Warehouses/ supplies depot in Pakistan ( with adequate products and parts stock and proper procedure of stock maintenance and disbursement)
XII.
Financial Strength (last
Three years)
XIII.
Firm has completed Similar
Projects Internationally
(Delivery of minimum
10,000 or more laptops in a single project, and successful after sale services through designated
SCs).
XIV.
Number of Computers
delivered in Similar
Projects (Delivery of minimum 5000 or more computers in a single project and successful after sale services through designated SCs).
10
10
10
10
No. of Warehouses or Depots of
Distributors of Bid in consideration/
Maximum No. of Warehouses or Depots of Distributors amongst all the Bids * 10
Facility Covered Area of Bid in consideration/ Maximum of facility
Covered Area amongst all the Bids * 10
10 10 Turnover of Bid in consideration/
Maximum Turnover amongst all the Bids
* 10
10 10 No. of Projects of Bid in consideration/
Maximum No. of Projects amongst all bids * 10
10 10 No. of Computers delivered for Bid in consideration/ Maximum No. of computers amongst all bids * 10
20
XV.
Firm has Similar Projects in
Hand (Delivery of minimum
10,000 or more Computers in a single project and after sale services through designated SCs).
XVI.
Firm has Projects In hand
(Firms has Maintenance
Contract/ Frame delivery contract with organization with more than 2000 laptops/ desktops in service)
XVII.
OEM Human Resource
Strength in Pakistan
10 10 No. of Projects in hand for Bid in consideration/ Maximum No. of Projects in hand amongst all bids * 10
10 10 No. of Projects of Bid in consideration/
Maximum No. of Projects amongst all bids * 10
10 10 Total Number of employees of Bid in consideration/ Maximum total Number of employees amongst all Bids * 10
XVIII.
OEM’s Investment already made in Pakistan in establishment of service support/ manufacturing / assembly line (in million
US$)
XIX.
Covered Area (in Sq feet) of
OEM’s established manufacturing/ assembly line plant (with capability of assembling Semi Knock
Down (SKDs) units)
XX.
OEM contribution to
National economic growth in terms of Re-export assembled electronics parts from Pakistan during past 5 years (exports in PKR millions)
I.
Subtotal
10
10
10
200
10
10
10
Total investment (million US$) of Bid in consideration/ consideration/
Maximum
Facility covered Area of Bid in
Maximum
Total amount of re-export (million PKR) of Bid in consideration/ Maximum total amount of re-export (million PKR) value amongst all Bids * 10
Facility covered area amongst all Bids * 10 total investment value amongst all Bids * 10
21
Weight of the Part (B) in
Technical Evaluation is 15% and firm's Score will be calculated using following formula
Firm's Score = Marks Obtained by Firm in Part B/ Total Max.
Marks of Part B * 15
15
Part C) Product Technical Strength
I.
OEM Financial Strength in
Region (No. of quoted
Brand Laptop Soled during last two years)
10 10 Sales turnout value of Bid in consideration/ Maximum Sales turnout value amongst all Bids * 10
II.
OEM Human Resource
Strength in Region
10 10 Total No. of employees of Bid in consideration/ Maximum total No. of employees amongst all Bids * 10
III.
OEM Product services support Relevant Human
Resource Strength in
Region (Certified
Engineers)
IV.
Number of Hardware
Products of OEM (List of products is required)
10
10
10
10
Total No. of Certified Engineers of Bid in consideration/ Maximum total No. of
Certified Engineer amongst all Bids * 10
No. of products of Bid in consideration/
Maximum No. of products amongst all the Bids * 10
OEM Contribution in Research and Education
V.
Innovation/ research
Centers in collaboration with Academia or in
Government projects
VI.
OEM hardware product in portfolio for students
10
10
10
10
No. of Centers for Bid in consideration/
Maximum No. of Centers amongst of all
Bids * 10
No. of products of Bid in consideration/
Maximum No. products amongst all bids
* 10 (OEM discounted laptop or specialized laptop model announced for students).
VII.
OEM software product in portfolio for students
(OEM applications designated for academia
10 10 No. of products of Bid in consideration/
Maximum No. products amongst all bids
* 10
22
e.g. digitization, lab management etc. ).
OEM R& D spending
VIII.
OEM R&D annual
Spending
Product Features Rating
IX.
Quoted Product
Compliance to international standards
X.
Quoted Product extra core features bundled other than required in
RFP
XI.
Quoted Product extended warranty without any additional cost (in months)
10 10 Last year R&D Spending of Bidder in consideration/ Highest last year spending amongst of all Bidders * 10
10
20
30
10 No. of standards of product of Bid in consideration/
30 No. of months for product warranty of
Bid in consideration/ Maximum No. of months for product warranty amongst all the Bids * 30
Maximum
20 No. of extra features of product of Bid in consideration/ Maximum No. of features amongst all the Bids * 20
No. standards amongst all the Bids * 10 of
XII.
Quoted Product ends of sales/ service years
(in months)
20 20 No. of months left for product end of sales of Bid in consideration/ Maximum
No. of months left for product end of sales amongst all the Bids * 20
XIII.
Quoted Product bundle security/ application anti-theft
XIV.
Quoted Product bundle
Cloud Storage without any
Additional Cost
20
20
20 If security/ anti-theft application is bundled
20 10 Gb per laptop Cloud Storage through
Local/ Private Cloud storage
10 10 Gb per laptop Cloud Storage through international Public Cloud storage
Subtotal 200
Weight of the Part (C) in
Technical Evaluation is 15% and firm's Score will be calculated using following formula
Firm's Score = Marks Obtained by Firm in Part (C)/ Total Max.
Marks of Part (C) * 15
15
23
Part D) Project Execution
I.
II.
Project Execution Plan
HR dedicated for the project
10 10 (Project Execution time (days) of the bid in consideration) ≈ Mean (Project
Execution time (days) of all the bids in consideration)
7 > Min. (Project Execution time (days) of the bids in consideration) OR <Max.
(Project Execution time (days) of the bids in consideration)
3 Min. (Project Execution time (days) of the bids in consideration) OR Max.
(Project Execution time (days) of the bids in consideration)
10 10 (Dedicated Personnel of the bid in consideration) ≈ Mean (Dedicated
Personnel of all the bids in consideration)
7 > Min. (Dedicated Personnel of the bids in consideration) OR < Max. (Dedicated
Personnel of the bids in consideration)
3 Min. (Dedicated Personnel of the bids in consideration) OR Max. (Dedicated
Personnel of the bids in consideration)
10 10 Min. No. of days from all bids)/ no of days for the bid in consideration) * 10
III.
No. of Days required to manufacturing and
Shipping of laptop first lot of 50,000 in Pakistan
IV.
No. of Days required to deliver laptop first lot of
50,000 in Pakistan warehouse
V.
No. of Days required to deliver laptop 2 nd lot of
50,000 in Pakistan warehouse
VI.
No. of Days OEM can hold equipment in warehouse before distribution
20 20 Min. No. of days from all bids)/ no of days for the bid in consideration) * 20
10 10 Min. No. of days from all bids)/ no of days for the bid in consideration) * 10
10 10 No. of days of Bid in consideration/
Maximum No. of days amongst all the
Bids * 10
24
VII.
No. of Supply depot designated for supply of laptops for project implementation.
VIII.
Proposed project management/ communication system
10 10 No. of depot of Bid in consideration/
Highest No. of depot amongst all the
Bids * 10
30 30 If the OEM has proposed any
Comprehensive online portal a.
online portal to show the equipment stock b.
Delivery and commissioning status c.
users registration mechanism for delivery of laptops to end users d.
Onward feedback (users /
Project Sponsor/Managers)
15 If the OEM has proposed any online portal a.
users registration mechanism for delivery of laptops to end users b.
Onward feedback (users /
Project Sponsor/Managers)
5 If the OEM has proposed any online portal a.
online portal to show the equipment stock b.
Delivery and commissioning status
10 10 No. of offices of Bid in consideration/
Maximum No. of offices amongst all the
Bids * 10
IX.
Proposed Logistic points for Project
Implementation
Principle Equipment
Logistics offices designated to services / supply in Pakistan ( with at least two Human
Resource, Storage handling machines, delivery mechanism) during project
X.
20 20 If bidders proposes Assembly of laptops from CKD (Complete Knock Down kit ) in
25
Assembly of laptops from
CKD (Complete Knock
Down kit) in Pakistan
First lot within first year before committed delivery time.
XI.
Assembly of laptops from
SKD (Semi Knock Down kit) in Pakistan
15 If bidders proposes Assembly of laptops from CKD (Complete Knock Down kit ) in
2 nd lot within first year before committed delivery time
10 If bidders proposes Assembly of laptops from CKD (Complete Knock Down kit ) in
3 rd lot with in first year before committed delivery time
30 30 If bidders proposes Assembly of laptops from SKD (Semi Knock Down kit ) in First lot with in first year before committed delivery time
20 If bidders proposes Assembly of laptops from SKD (Complete Knock Down kit ) in
2 nd lot with in first year before committed delivery time
10 If bidders proposes Assembly of laptops from SKD (Complete Knock Down kit ) in
3 rd lot with in first year before committed delivery time
10 10 No. of HR of Bid in consideration/
Maximum No. of HR amongst all the Bids
* 10
XII.
HR dedicated for proposed Packaging/ distribution/ assembly facility the project
XIII.
Dedicated Technical HR proposed to deliver technical services through
OEM Services Centers.
XIV.
Project Execution
(Responsibility area matrix, Standard
Operating Procedures
(SoP), etc)
Sub Total
10 10 No. of HR of Bid in consideration/
Maximum No. of HR amongst all the Bid
* 10
10 10 (Responsibilities (rows) x no. of parties
(Columns) ) + no. of processes in the SoP) of the bid in consideration/ (Highest
Value from all the bids in consideration)
* 10
200
26
Weight of the Part (E) in
Technical Evaluation is 10% and firm's Score will be calculated using following Firm's Score =
Marks Obtained by Firm in Part
(E)/ Total Max. Marks of Part (E)
* 10
10
Part E) Onward Operation and Maintenance
Warranty Comprehensiveness Services
I.
Dedicated Resources deputed to run O&M
10 10 Min. No. of resources among all bids/
No. of resources of bid in consideration *
10
II.
Direct Service Centers
(SCs)
20 20 No. SCs proposed in Bid in consideration/
Maximum No. of SCs proposed amongst all the Bids * 20
Proposed Direct Service
Support Centre in designated cities as in
Annexure – 9.
III.
Authorized
Centers (SCs)
Service 20 20 No. SCs proposed in Bid in consideration/
Maximum No. of SCs proposed amongst all the Bidders * 20
Proposed Service
Authorized Services
Partners in designated cities as per Annexure – 9.
IV.
Items Warranty claim/ replacement time for end users through SCs
V.
Availability of stock OEM‘s warehouse for onsite replacement of faulty equipment (Main
Components, e.g. Boards,
Chassis, LCDs, other electronics etc.).
Percentage of total proposed Quantity
VI.
Availability of stock OEM’s warehouse for onsite replacement of faulty
20
20
20
20
20
20
Minimum time for all fault severity levels from all bids/ Time for all fault severity levels of the bid in consideration * 20
Percentage proposed of Bid in consideration/ Maximum Percentage proposed amongst all the Bidders * 20
Percentage proposed of Bid in consideration/ Maximum Percentage proposed amongst all the Bidders * 20
27
equipment (minor
Components e.g.
Batteries, Adaptors,
RAMs, Sound Cards, other electronics etc.)
Percentage of total proposed Quantity
VII.
Availability of stock OEM’s warehouse for onsite replacement of additional items/ equipment beyond warranty requirements
(minor components e.g.
Batteries, Adaptors,
RAMs, Sound Cards, Other electronics etc.)
Percentage of total proposed Quantity
VIII.
Proposed Services management/ communication system
10 10 Percentage proposed of Bid in consideration/ Maximum Percentage proposed amongst all the Bidders * 10
IX.
Proposed Logistic points
In operation Direct
Equipment Logistics offices designated to services/ supply in
Pakistan ( with at least two Human Resource ,
Storage handling machines, delivery mechanism )
X.
HR dedicated for the O&M
( Engineers)
XI.
Proposed Resolution Time for this project
30 30 If the OEM has proposed any
Comprehensive online portal a.
Users registration mechanism for trouble ticket system of laptops to end users b.
Onward feedback (users/
Project Sponsor/ Managers reports)
10 10 No. of offices of Bid in consideration/
Maximum No. of offices amongst all the
Bids * 10
10 10 No. of HR of Bid in consideration/
Maximum No. of HR amongst of all Bids
* 10
20 20 Min. time for all fault severity levels from all bids in consideration/ Time for all
28
XII.
Operations Plan
(Responsibility area matrix, Standard
Operating Procedures
(SoP), etc)
Sub Total
Weight of the Part (D) in
Technical Evaluation is 10% and firm's Score will be calculated using following formula
Firm's Score = Marks Obtained by Firm in Part (D)/ Total Max.
Marks of Part (D) * 10 fault severity levels of the bid in consideration * 20
10 10 [Responsibilities (Rows) x No. of Parties
(Columns) + No. of processes in the SoP of the bid in consideration]/ Highest
Value from all the bids in consideration *
10
200
10
Part F) Presentation/POC
XV.
Distinguished Features of product / Product Demo
XVI.
Bidder’s offered Value
Added Features for project
(Project fast tracking, enhancement in end users experiences, Academia
Infrastructure strengthening etc.)
XVII.
Project Roll out
Methodology and Phasing
XVIII.
Product after sale support/ service support, end user management etc.
XIX.
Any value addition specific to this project in terms of investment, long-term sustainability,
Re-export opportunities,
Local Assembly Plant etc.
20
20
20
20
20
To be assigned by Technical Committee
To be assigned by Technical Committee
To be assigned by Technical Committee
To be assigned by Technical Committee
To be assigned by Technical Committee
29
Roll out plan and success
KPIs
Weight of the Part (F) 20% and firm's Score will be calculated using following Firm's Score =
Marks Obtained by Firm in Part
(F)/ Total Max. Marks of Part (F) *
20
100
20
Firm's Total Score = Part (B:F) 70
No Score will be marked for the information without documentary proof.
In case of Confidentiality of any documentary proof score will be considered subject to the availability of relevant Non-Disclosure Agreement (NDA) in the BID
T (Technical Score of the bidder) = As awarded per technical evaluation criteria above
Note: Bidders are required to secure at least 70% score (i.e. 49 points) in total in order to be declared as technically qualified and so considered further for evaluation.
10.2
Financial Evaluation
Financial bids shall be evaluated of only Technically Qualified bidders. While doing financial evaluation, total bid value shall be considered provided the financial bid includes all the costs involved in the project as per the requirements set forth in this document, and strictly following the format given in BoC.
Following shall be the financial evaluation criteria;
F (Financial Score of the bidder) = Min. of all the Bids/ Financial bid in consideration x 30
10.3
Combined Evaluation for declaring Lowest Evaluated Bid
For the purpose of award of tender, the Quality-and-Cost-based-Criteria (QCBS) of the PPRA 36 (b) shall prevail, and Lowest Evaluated Bidder shall be declared using following formula and the bidder securing highest score in total;
Lowest Evaluated Bid = T (Technical Score of the bidder) + F (Financial Score of the bidder)
30
11 Sufficiency of Bids
11.1
SUPPRESSION OF FACTS AND MISLEADING INFORMATION
11.1.1
During the Bid evaluation, if any suppression or misrepresentation of information is brought to the notice of the HEC, the HEC shall have the right to reject the Bid and if it happens so after selection of the Bidder, the HEC may terminate the Contract or award of the Contract or further processing of the Bid as the case may be and that will be without any compensation to the Bidder and the Earnest Money, as the case may be, shall be forfeited.
11.1.2
Bidders should note that any facts or figures in the supporting documents submitted by the Bidders for proving their eligibility if found suppressed or erased, the HEC shall have the right to seek the correct facts and figures or reject such Bids.
11.1.3
It is up to the Bidders to submit the full, complete and attested copies of the supporting documents to meet out the criteria/ requirements in the RFP Document. Otherwise, the
HEC at its discretion may or may not consider such documents.
11.1.4
It is the Bidder’s responsibility to prove the Bidder’s requisite qualification, experience and capacity to undertake the project to the entire satisfaction of the HEC failing which the Bid may be rejected.
11.1.5
Bidders must indemnify HEC against all third party claims of infringement of patent trade mark, industrial design rights arising from use of the goods of any part thereof in Pakistan
11.2
TECHNICAL PROPOSAL EVALUATION
11.2.1
The Bidders who have duly complied with the Evaluation Criteria will be eligible for further processing.
11.2.2
The Bids which do not conform to the Technical Specifications or Bid conditions or the Bids from the Bidders without adequate capabilities for supply and maintenance/ warranty services will be rejected. The Technically Qualified Bidders alone will be considered for further evaluation.
11.3
FINANCIAL PROPOSAL EVALUATION a) Bidders who are qualified in Technical Proposal(s) only will be called for opening of the
Financial Proposal(s). The Financial Proposals will be opened in the presence of the
Bidders who chose to be present at the time and venue indicated by the HEC subsequently. The Bidders or their authorized representatives will be allowed to take part in the Financial Proposal(s) opening. b) The Financial Proposal evaluation will be conducted under the PPRA 36 (b), i.e. QCBS. The
Price evaluation will include all duties, taxes and expenses, etc. In case of any exemption
31
of duties and taxes made by the Government in favor of the HEC, the Selected Bidder shall be bound to adjust the same in the Financial Proposal. a.
In cases of discrepancy between the cost/ price quoted in Words and in
Figures, the lower of the two will be considered. b.
If there is a discrepancy between unit price and total price in the submitted bid which is obtained by multiplying the unit price and quantity, the unit price shall prevail and total price shall be corrected. If there is a discrepancy between the words and figures, the amount in words shall prevail. If there is a mistake in addition/ totaling, that shall be corrected. If the bidder does not accept the corrected amount of bid, his bid shall be rejected and his Earnest Money forfeited. c.
In evaluation of the price of an imported item, the price will be determined and considered inclusive of the customs and other import duties, etc. d.
In evaluation of the price of articles/ goods which are subject to excise duty, sales tax, income tax or any other tax or duty levied by the Government, the price will be determined and considered inclusive of such duties and taxes. c) HEC will not be responsible for any erroneous calculation of tax rates or any subsequent changes in rates or structure of applicable taxes. All differences arising out as above shall be fully borne by the Selected Bidder.
11.4
AWARD OF CONTRACT a) Subsequent to approval of the Technical Proposal and the Financial Proposal and finalization of the Bid Process by combining the two score together as referred in clause
10.3, the Contract may be awarded to the highest scorer (i.e. Lowest Evaluated Bidder) in accordance with the Public Procurement Rules, 2004 (rev.). b) No dispute can be raised by any Bidder whose Bid has been rejected and no claims will be entertained or paid on this account.
11.5
HEC, RESERVES THE RIGHT TO a) Insist on quality/ specification of materials to be supplied. b) Modify, reduce or increase the quantity up to 15% as permissible under PPRA Rules and as specified in the bid document. c) Change the list of areas of supply locations from time to time based upon the requirement of the HEC. d) The supply and commissioning of laptops be made by the Selected Bidder as per delivery schedule mutually agreed upon within the specified delivery time of 30 to 90 days which shall start from the date of opening of 1 st LC. A minimum of 50,000 laptop computers must be delivered within 30 days of the opening of 1 st LC subsequent to signing of the
32
contract by the Selected Bidder, to the educational institutions indicated by the HEC. The rest of the 50,000 laptops must be delivered within the next 60 days i.e. within 90 days of the opening of 1 st LC subsequent to signing of the contract as per delivery schedule agreed between parties. In case of difference of opinion, HEC shall have the right to ask for an appropriate delivery schedule with reasonable time intervals. e) If delivery of the goods/ services is not as per delivery schedule, then the HEC reserves its right to procure the left over quantity at the risk and cost of the bidder and in that case no compensation shall lie against it. f) In pursuance of the terms and conditions of contract agreement, the HEC reserves its right to withhold any amount for the deficiencies in the delivery and service of Laptop computers distributed to the end users/ beneficiaries.
12 EXECUTION OF WORK
12.1
ACCEPTANCE OF THE BID
The final acceptance of the Bid is entirely vested with the HEC which reserves the right to accept or reject any or all of the Bids in full or in part. HEC may also reject the Bids for reasons such as changes in the scope of procurement, new technologies, court orders, accidents or calamities and other unforeseen circumstances. After acceptance of the Bids by the HEC, the Bidders shall have no right to withdraw their Bids or claim higher price.
12.2
LETTER OF ACCEPTANCE (LOA)
After acceptance of the Bids by the HEC, a Letter of Acceptance (LOA) will be issued only to the
Selected Bidder.
12.3
PAYMENT OF PERFORMANCE GUARANTEE (PG) a) The Successful Bidder will be required to remit the Performance Guarantee (PG) equal to 10% (Ten percent) of the value of the contract price. The PG should be paid by way of Bank Draft or Bank Guarantee drawn in favor of “D.G. Finance, Higher Education
Commission” payable at Islamabad as unconditional and irrevocable Guarantee, valid until satisfactory completion of the entire supply of goods as per contract. The PG should be submitted within one week from the date of issue of Letter of Acceptance and before signing the contract, to the HEC. b) The Performance Guarantee will be refunded to the Selected Bidder only after successful completion of the project, i.e. successful delivery of Laptops at the designated sites. The
Performance Guarantee held by the HEC till it is refunded to the Selected Bidder will be
33
dealt as per laws applicable in Pakistan and no such claim by the Selected Bidder shall lie against the HEC. c) The Performance Guarantee will be forfeited if the Selected Bidder withdraws the Bid during the period of Bid validity specified in the RFP Document or if the Bidder fails to sign the contract. d) The Performance Guarantee may be utilized as per discretion of the HEC under the relevant clauses of this document.
12.4
EXECUTION OF AGREEMENT a) The Selected Bidder shall execute a Contract on a stamp paper of an appropriate amount bought in favor of the HEC only in the name of the Bidder, within one week from the date of Letter of Acceptance issued by the HEC. b) The Successful Bidder shall not assign or make over the contract, the benefit or burden thereof to any other person or persons or body corporate for the execution of the contract or any part thereof without the prior written consent of the HEC.
12.5
ESTABLISHING LOCAL OFFICE IN ISLAMABAD
The Selected Bidder should set up local office(s) if not existing, in Islamabad within 30 days from the date of issue of Letter of Acceptance by the HEC as otherwise the Performance Guarantee remitted by the Selected Bidder will be forfeited.
12.6
REFUND OF EARNEST MONEY (EM)
The Earnest Money (EM) of the Selected Bidder may be adjusted towards Performance
Guarantee payable by the firm. If the Selected Bidder submits Performance Guarantee for the stipulated value in full by way of Bank Draft and/ or Bank Guarantee, the EM will be refunded.
The EM of the unSelected Bidder will be refunded after signing of the Contract with the Selected
Bidder. The Earnest Money of the Selected Bidder shall be released upon request provided the bidder submits Ten Percent (10%) Performance Guarantee in the shape of Bank Draft and/ or
Bank Guarantee.
12.7
DELIVERY SCHEDULE a) The Supply and Commissioning of all the ordered items/ goods shall commence immediately from the date of opening of 1 st LC by the Higher Education Commission,
Government of Pakistan and the entire supply shall be completed within 50 calendar days. b) First 50,000 laptop computers shall be supplied by the bidder within 30 calendar days of opening of 1 st LC and remaining approximately 50,000 shall be supplied within 90 calendar days of opening of 1 st LC, as per agreed upon delivery schedule. In case of difference of
34
opinion, the HEC shall have right to ask for delivery schedule with reasonable time intervals. c) HEC may ask for the complete delivery from the country of origin to Islamabad by air and the bid price shall be inclusive of all relevant charges. d) The Selected Bidder shall augment the manufacturing and supply mechanism of the
Laptop Computers accordingly as Time Factor is an important part of this initiative. e) The Laptop Computers shall be delivered at the designated institutions in all the public higher education institutes across Pakistan and AJK, as identified by HEC. f) Separate guidelines for the delivery, commissioning, inspection and acceptance may be issued by the HEC.
12.8
RELEASE OF PERFORMANCE GUARANTEE (PG)
The Performance Guarantee will be refunded to the Selected Bidder on completion of satisfactory delivery and subject to the satisfaction of the HEC that all the terms and conditions have been satisfactorily adhered to by the Selected Bidder. Satisfaction can be defined and considered as satisfaction as per the scope of work laid down in RFP.
12.9
TERMINATION OF CONTRACT
12.9.1
TERMINATION FOR DEFAULT a) The HEC may, without prejudice to any other remedy for breach of contract, by written notice of default with a notice period of 7 days, sent to the Selected Bidder, terminate the contract in whole or part, (i) if the Selected Bidder fails to deliver any or all of the goods within the time period(s) specified in the Contract, or fails to supply the items as per the Delivery Schedule or within any extension thereof granted by the HEC; or (ii) if the firm fails to deliver the goods and services as per its technical specifications offered in the bid; or (iii) if the Selected Bidder fails to perform any of the obligation(s) under the contract; or (iv) if the Selected Bidder, in the judgment of the HEC, has engaged in fraudulent and corrupt practices in competing for or in executing the Contract. b) In the event, the HEC terminates the Contract in whole or in part, the HEC may procure, upon terms and in such manner as it deems appropriate, the goods and services similar to those delivered and the Selected Bidder shall be liable to the Government of Pakistan for any additional costs for such similar goods. However, the Selected Bidder shall continue the performance of the contract to the extent not terminated.
12.9.2
TERMINATION FOR INSOLVENCY
The HEC may at any time terminate the Contract by giving written notice with a notice period of
7 days to the Successful Bidder, if the Successful Bidder becomes bankrupt or otherwise
35
insolvent. In this event, termination will be without compensation to the Successful
Bidder, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to the HEC.
12.9.3
TERMINATION FOR CONVENIENCE
The HEC may by written notice of seven days period sent to the Selected Bidder, terminate the
Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for the HEC’s convenience, the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective.
On termination, the Selected Bidder is not entitled to any compensation whatsoever.
13 SUPPLY AND COMMISSIONING
13.1
PRE-SHIPMENT INSPECTION
13.1.1
FOR THE LAPTOP COMPUTERS MANUFACTURED OUT OF PAKISTAN a) Selected Bidder (if local OEM) shall arrange pre-shipment inspection of Laptop
Computers as per finally approved specifications at its own expenses from an internationally reputed third party firm, as per satisfaction of the HEC. However, for international OEMs, Inspection shall be performed by HEC designated team as per defined criteria. b) 100% quantitative inspection shall be undertaken during pre-shipment inspection, while, the qualitative inspection shall be to the extent of at least 2% of supplied goods. c) The goods shall not be dispatched to the HEC, until valid satisfactory inspection certificate is issued by the inspecting firm for the respective batch. d) Laptop Computers and Accessories to be supplied must give same performance results or better results with respect to technical evaluation results and approved specifications.
13.2
PACKING AND STORAGE
13.2.1
PACKAGING
Each package would contain the month and year of manufacture, manufacturer's serial number and barcode printing of manufacturing details as per international industry standards. HEC may require the Selected Bidder to ensure that the laptop computers are delivered with pre-install genuine/ licensed software(s). HEC may require the Selected Bidder to deliver a set of CDs with each laptop at the time of delivery in the designated institutions. A packing list should be prepared for each item which inter alia include. i.
Laptop model number, batch number and serial number ii.
List of accessories
36
iii.
Do’s and Don’ts instruction leaflet in English and if feasible in Urdu. iv.
Warranty Card, its manual and Direct Service Center/ Authorized Service Center details. v.
List of CDs or any additional item
13.3
DELIVERY OF THE LAPTOP COMPUTERS a) Delivery of the Laptop Computers and Accessories shall be made by the Selected Bidder to the individual institutions – public sector universities across Pakistan and AJK as per the consignee addresses to be provided to the Selected Bidder by the HEC. b) The items shall be delivered at the distribution centers in the designated institution on free consignee’s end basis and items shall be handed over to the authorized persons/ acceptance teams concerned at the locations. The list of locations and respective quantity will be provided to the Selected Bidder by the HEC. c) Insuring the goods in transit is the responsibility of the Selected Bidder. d) The Selected Bidder shall send status report on delivery and acceptance in the format to be prescribed in such intervals as may be required by the HEC from time to time till the completion of the entire order. e) The Selected Bidder shall undertake to supply spares free of cost for the maintenance of the offered items for a period of one year or the extended warranty as offered by the firm. At least 1% inventory of critical spares of the delivered goods shall be maintained at
Direct Service Centers at each of the five locations, i.e. Islamabad and four provincial capitals, till the completion of the warranty period. The Selected Bidder should keep the spares available for sale at least for a period of two years after the completion of the warranty or extended warranty period, if applicable. f) A number of Direct Service Centers/ Authorized Service Centers, as required by HEC and/ or offered by the Selected Bidder in its bid in each geographical region of Pakistan be maintained by the Selected Bidder under intimation to the HEC. A leaflet containing the details of the Service Centers responsible to attend the warranty services at each geographical area, name and designation of the contact persons and/ or Center in-charge, higher level in-charge who is responsible to oversee the Service Centers, person to whom complaints can be made in case the service provided by any Center is not satisfactory, phone, fax, mobile numbers and email address must be provided along with each laptop delivered. This would enable the beneficiaries to directly approach the service centers in the event of repairs. g) In case the Successful Bidder fails to carry out the warranty obligations, the HEC would engage any other operator and carry out the service/ replacement and deduct the
37
amounts from the amount retained by the HEC as per the payment terms or from their pending bills or any money due or payable.
13.4
INSURANCE
The delivery of goods to the destination is the responsibility of the Selected Bidder only. The goods supplied under the contract should be covered with comprehensive insurance by the
Selected Bidder till delivery and acceptance by the authorized person/ persons.
13.5
ACCEPTANCE a) The Head of the institutions or their authorized persons/ teams will make suitable arrangement for verifying the Laptop Computers supplied and accepting the same.
Suitable guidelines may be issued in this regard. b) The acceptance team will issue the acceptance certificate in the prescribed format and based on that respective payment will be released.
13.6
BILLING a) Subject to fulfillment of other terms and conditions of RFP Document and LC and on receipt of the Clearance and Possession Certificate from the authorized representative(s) of the HEC, the Selected Bidder shall raise the payment invoice for the
Laptop Computers supplied to the HEC. The timeline to issue such certificate depends on the complete documentation, after which it should not be taking five (05) working days to issue such certificate. b) The invoice along with the other relevant documents as per terms and conditions of
Contract/ LC shall be presented to the LC opening bank in the prescribed format. c) The invoice shall be raised for payment of a minimum of 10,000 laptop computers supplied to the HEC.
13.7
SERVICE CENTERS
The selected bidder shall also setup Service Centers as to provide Warrant and Support services during the warranty period. Selected bidder will ensure that the Warranty claims by the students are addressed within the country instead of international warranty claims. Moreover, there will be requirement of setting up at least One (01) Direct Service Center in the Islamabad and provincial capitals of Pakistan. However, selected bidder will be required to ensure that at least one (01) Authorized Service Center is available in the host cities of HEIs as listed in Annexure – 9.
Selected bidder may be asked to setup either Direct or Authorized Service Centers within the
HEIs where the number of laptop beneficiaries are more than 1,000 students in order to provide immediate support and services.
38
13.8
SUPPORT SERVICES a) The Selected Bidder should provide comprehensive maintenance of the Laptop
Computers. b) The service personnel of the Selected Bidder should schedule occasional visits to the designated institutions for attending the complaints or service calls. Higher Education
Commission may monitor such visits. c) The maintenance shall include replacement/ repair of all parts. If the Laptop Computer is non-functional, the same should be repaired or restored within seven (07) days at the most. Selected bidder will ensure that the Warranty claims by the students are addressed within the country instead of international warranty claims. If the Selected Bidder, having been notified by the HEC, concerned institution or the end user (student), fails to rectify the defect(s) and restore the items in good working condition within the period specified above, a penalty of 1% of the cost of the laptop computer per day over and above the period specified in this clause shall be levied. This may be deducted from the bills due/
Performance Guarantee/ Retained money. d) HEC reserves the right to terminate the warranty maintenance contract in the event of unsatisfactory maintenance and claim damages and costs for non-fulfillment of contract.
14 WARRANTY
a) The Laptop computers supplied shall be under warranty for a period of 12 months or the extended time as offered by the firm in its bid from the date of delivery of the laptop to the end users including the Batteries used in the Laptop computers. The warranty period should start from the date of delivery of equipment to ultimate consignee at the designated site. b) The free warranty at the designated Service Centers covers breakages, malfunctions and breakdowns due to manufacturing defects, but does not include physical damages by the
End User. c) Irrespective of the warranty obligations, the Selected Bidder is liable for replacing a faulty
Laptop computer due to any manufacturing defect within 07 days during the first 60 days from the date of delivery of laptop computer to the End User. Replacement of spare parts during warranty period arises only after the above stated 60 days period is over. d) The warranty will cover all the materials and goods supplied by the Selected Bidder under this contract irrespective of the fact whether these have been manufactured by the
Selected Bidder or not.
39
15 TRACEABILITY OF LAPTOP COMPUTERS SUPPLIED
The Laptop Computers supplied under this scheme are meant to be distributed to the students of educational institutes of the Government of Pakistan on free of cost basis, for educational purposes. In order to prevent the misuse of the Laptop Computers such as unauthorized sale by the beneficiaries or diversion to the open market, the following incorporations may be made in the laptop computers: a) Screen printing of Government of Pakistan’s Logo or indicated script or both at suitable place of the laptop computer, backpack, packing, etc. (instructions will be issued by the
HEC to the Selected Bidder) b) Government of Pakistan’s logo or any other logo as provided by HEC is to be programmed within the laptop computer BIOS as to appear at boot up time, and also within the
Operating System. c) Screen printing on the top of the Laptop computer (layout) will be given by
HEC to the Selected Bidder. d) Embroidery on the front side of the backpack of the laptop computer (layout will be given by the HEC to the Selected Bidder). e) If it is found that the Selected Bidder misuses the customized features of Pakistan
Government for any purpose other than for the supply of Laptop computers to the HEC, the Procuring Agency and/ or the Government would have the right to proceed against the Selected Bidder. The Selected Bidder will be liable to pay agreed sum of Rs. 1 million
(Rupees One million only) as penalty every time such violation is noticed. This penalty would be in addition to the other liability arising out of any other legal provisions. The
Government of Pakistan would also have the right to blacklist such Selected Bidder for any such offence.
Note:
Design approval for the logo or the customized features and layout approval must be obtained by the Selected Bidder from the HEC before production. These features are meant for the specific supply to the Higher Education Commission, Government of Pakistan and the Selected Bidder is not permitted to use any of these for normal sale operations.
16 PAYMENT TERMS
1) Upto five Local irrevocable Letters of Credit for 90 days, with the permission of partial shipment will be established in favor of the Selected Bidder. These LCs shall be in batches of minimum for 20,000 laptops. The terms and conditions of the LCs shall be mutually
40
agreed between the Selected Bidder and the HEC. In case of difference of opinion the decision of HEC shall prevail.
2) In pursuance of the LC terms, 70% payment of the delivered goods will be due on receipt of the Clearance and Possession/ Taking-over Certificate from the authorized representative(s) of the Purchaser, the Successful Bidder shall raise the payment invoice for the Laptop Computers supplied to the Purchaser. Custom clearance shall be the responsibility of the Selected Bidder.
3) 30% payment of the delivered goods shall be due after successful delivery of the goods to the respective Delivery Sites and the certificate has been received from the concerned authorities.
4) However, 10% deduction shall be made from each invoice as (Retained Money), for any deductions as applicable under the contract, and will be released subject to successful fulfillment of warranty and service related obligations and claim for it would lie after completion of (extended) warranty period. Selected Bidder may extend Performance
Bank Guarantee or provide fresh Bank Guarantee equal to 10% in lieu of Retention
Money.
5) The Selected Bidder shall have full and exclusive liability for payment of all Duties, Taxes and other statutory payments payable under any or all of the Statutes/ Laws/ Acts, etc. now or hereafter imposed in Pakistan.
16.1
RETAINED MONEY
An amount equal to 10% as specified above, shall be deducted and retained from the payments as Retained Money. Alternately, Selected Bidder may extend Performance Bank Guarantee or provide fresh Bank Guarantee equal to 10% as to meet the Retention Money requirement. All amounts so retained shall be kept by the HEC until the issuance of Warranty Completion
Certificate by the Higher Education Commission as part of security for Selected Bidder’s due diligent, honest and timely performance of the Contract.
The HEC will have unconditional and unequivocal authority to utilize the Retained Money or claim the Bank Guarantee and any part thereof to compensate for any loss or damage or over payment, if any, that the HEC may suffer due to the Selected Bidder’s default during the warranty period.
The Retained Money, after deductions, if any, will be refunded by the HEC to the Selected Bidder, on an application, after Satisfactory Completion of the Warranty Period and on issuance of
Warranty Completion Certificate.
41
17 LIQUIDATED DAMAGES
a) This is a time bound project. Any delay may affect the project deliverables. Hence if the
Selected Bidder fails to deliver the materials as per schedule specified, the following liquidated damages (LD) will be applied. b) In the event of non-fulfillment of the delivery schedule, Liquidated Damages at the rate of 2% on the quoted/ approved value of the undelivered quantity of the order will be levied per month and LD will be counted on daily basis (i.e. 2%/30 days = 0.067% per day).
The amount of the Liquidated Damages will be automatically deducted from the Bills submitted by the Selected Bidder. If the delivery is not completed after the lapse of consecutive three months from the signing of the contract, the Procuring Agency may make alternative arrangement and the cost incurred by the Procuring Agency for doing the same will be deducted from the Selected Bidder.
18 Meet or Exceed Specifications
The specifications provided in this RFP are the minimum requirements of HEC. The Bidders must meet or may exceed these specifications to meet the actual requirements of this
Project and its successful practical implementation. But in such a case additionally proposed or altered specifications must clearly be highlighted to enable HEC to clearly identify modified specifications.
19 Clarifications
Queries regarding this RFP shall be submitted in writing to:
Mr. Naveed Tahir
Regional Manager (PERN)
Higher Education Commission
H-9, Islamabad
Phone: +92 (51) 90402227
Fax: +92 (51) 90402202
E-mail: ntahir@hec.gov.pk
Ch. Abdulla Fayyaz Chattha
Director Op. (PERN)
Higher Education Commission
H-9, Islamabad
Phone: +92 (51) 90402213
Fax: +92 (51) 90402202
E-mail: achattha@hec.gov.pk
42
Mr. Anwar Amjad
Director General (IT)
Higher Education Commission
H – 9, Islamabad.
Phone: +92 (51) 90402200-01
Fax: +92 (51) 90402202
E-mail: aamjad@hec.gov.pk
43
20 Annexures
Annexure - 1: Minimum Technical Specifications
Specifications – Laptop (Hardware)
3
4
Sr. # Item
1
2
Mobile Processor
Description
Intel® Core™ i3- 4thGeneration processor (1.6 GHz) or higher
(i.e. Core™ i5 or Core™ i7 4th Generation)
Chipset/ Motherboard Intel Chipset HM86 or higher
5
Memory
Hard Disk Drive
Super Drive
4 GB of DDR-III or higher (expandable to 8 GB or higher)
Min 500 GB SATA Hard Drive with 5400 RPM or Higher
DVD+/-RW compatible with Microsoft Windows 7/8 and Linux
6
7
8
Display Graphics Card
Speakers
Integrated graphics on motherboard
Built-in Speakers and Microphone
Network Adapter Minimum on-Board 10/100 Ethernet (Microsoft Windows 7/8 and Linux Supportive)
LCD/ LED/ Touch Display 14" to 15.4” Widescreen High Definition Display 9
10 Integrated I/O Interfaces 2 USB 2.0 Port. 1 RJ45 Jack for Ethernet, VGA/ HDMI Port along with external HDMI/ VGA Adapter and other standard features
11 Wireless LAN
12 Web Cam
Wireless 802.11b/g/n compatible with Microsoft Windows 7/
8 and Linux Supportive
Built-in High Definition Web Cam with integrated microphone
13 Batteries & Power Supply Li-ion Re-chargeable minimum 4 Cell Battery pack and Power
Supply as per manufacturer standard
14 Mouse & Key Board 84/ 85 keys pad and integrated Touch Pad
44
Sr. # Item
Specifications – Laptop (Software, Accessories & Warranty)
Description
Software
1 Operating System
2 Productivity Applications Microsoft Office 2013
Accessories
3 Standard accessories
Windows 8 starter or higher (pre-installed and personalized for this scheme)
4
5
Customized Features
Carrying bag (Detailed specification given below)
Power cable with two/ three pin socket and plug, Interface cable, Power adopter, charger and standard instructions
Customized Project Logo on laptop LID
Polyester fabric Soft backpack carrying bag; Government, image and Scheme name shall be embroidered on the front pocket as per the designed Logo
Warranty/ Certifications
Minimum 1 year comprehensive warranty including battery 10 Warranty (Certificate from the manufacturer)
11 Certifications RoHS and any other certificates
Tentative Specification for Laptop Computer Backpack (Targus brand)
1.
Suitability To accommodate minimum 14”size laptop computer
2. Size
3. Material
43 cm (h) x 33 cm (w) x 23 cm (d) approximately
Polyester fabric, nylon bonded thread, branded zippers and sliders
4. Compartments Compartment bag (Laptop, Text book, Power adapter, utility pocket) with padded sleeve, Utility pocket in the front and side pockets
5. Padding
6. Weight
Padded handle, Padding on the back for comfort and air flow curved and padded contoured shoulder straps
0.80 kg approximately
7. Logo and image Government Logo, Image and Scheme name etc. shall be embroidered on the front pocket as per the design which will be given by the HEC
Note 1:
1.
One (01) sample laptop must be provided by all bidders as part of Technical proposal.
2.
Two (02) sample laptops along with external logo and back pack must be submitted by the Selected Bidder to the HEC, before commencing bulk production.
Note 2:
HEC may require from the successful bidder to provide the laptops with pre- installed
open source software as per its requirement.
45
Annexure - 2: Prime Bidder’s Undertaking Covering Letter
(Letter should be submitted by Bidder(s) on Company’s Letter Head)
Date:
To
The Project Director
PM’s (National) Program for Provision of Laptops to Talented Students
Higher Education Commission Islamabad.
Subject: Tender for Supply and Commissioning of 100,000 Laptop Computers under the scheme
“Prime Minister’s (National) Program for Provision of Laptops to Talented Students”
Dear Sir,
Ref: Advertisement in Daily….. Dated……
1.
We, [names of Prime Bidder and Consortium Partner(s), if any], have examined the RFP
Document for Supply and Commissioning of the 100,000 Laptop Computers. We undertake to meet the requirements regarding supply and commissioning of Laptop Computers, and warranty and services as required and as prescribed in RFP Document.
2.
We attach our Technical and Financial Proposals in separate sealed envelopes as required by the RFP Document, both of which together constitute our Proposal, in full conformity with the said RFP Document.
3.
We have read the provisions of RFP Document and confirm that these are acceptable to us.
4.
We further declare that additional conditions, variations, deviations, if any, found in our response shall not be given effect to.
5.
We undertake, if our Bid is accepted, to adhere to the scope of work as specified in the RFP
Document including CSR or such modified plan as may subsequently be described and intimated.
6.
We agree to unconditionally accept all the terms and conditions set out in the RFP
Document and also agree to abide by this Bid response for a period as mentioned in the
RFP Document from the date fixed for Bid opening and it shall remain binding upon us with full force and virtue, until within this period a formal contract is prepared and executed, this Bid response, together with your written acceptance thereof in your notification of award, shall constitute a binding contract between us and the HEC.
7.
We affirm that the information contained in the Technical Proposal(s) or any part thereof, including its exhibits, schedules, and other documents, undertakings and instruments delivered or to be delivered to the HEC is true, accurate, and complete.
46
8.
We agree that the HEC is not bound to accept the lowest or any of the Bid received.
9.
We also agree that the HEC reserves the right in absolute sense to reject all or any of the products/ services specified in the Bid Response without assigning any reason whatsoever.
10.
We also agree that the decision of evaluating committee shall be final and cannot be challenged on any ground at any forum, and the evaluating committee will not be liable for any loss or damage to any party acting in reliance thereon.
11.
This proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead the HEC as to any material fact.
12.
We also declare that our Company/ Organization is not blacklisted by any of the Federal or
Provincial Government and organizations of the Federal or Provincial Government in
Pakistan in the past three years as on 25th March, 2014.
13.
It is hereby confirmed that I/ We are entitled to act on behalf of our company/ organization and empowered to sign these RFP Document as well as such other documents, which may be required in this connection.
Signature of authorized person:
Name of authorized person:
Designation:
Name and Address of bidder:
Stamp of Prime Bidder:
47
1.
__
2.
__
3.
__
4.
__
5.
__
6.
__
7.
__
8.
__
9.
__
10.
__
Annexure - 3: Technical Compliance certificates/Compliance Undertaking
(To be filled by the bidder as part of technical proposal)
I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/ Conditions of this RFP and have found the document in whole as non-biased to any particular vendor or product/ brand. I hereby undertake and firmly bound myself to abide by/ comply all sections of this RFP except for those items noted below.
.
Signature of authorized person:
Name of authorized person:
Designation:
Name and Address of bidder:
Stamp of Prime Bidder:
48
Annexure - 4: Certificate as to Authorized Signatory(ies)
I/ we certify that I/ we are ________________________ of the ___________________________, and that ____________________ [who signed the above RFP Document and the Bid] has/ have been duly authorized to sign the same on behalf of our Company/ Firm/ Organization Or
Consortium (if any).
(Note: Please get it signed by all the members of the Board of Directors/ Owners/ Partners)
Date: Signature: Seal:
49
Annexure - 5: Letter from Original Design Manufacturer’s
Date:
To
The Project Director
PM’s (National) Program for Provision of Laptops to Talented Students
Higher Education Commission Islamabad.
Subject: Tender for Supply and Commissioning of 100,000 Laptop Computers under the scheme
“Prime Minister’s (National) Program for Provision of Laptops to Talented Students”
Dear Sir,
We hereby certify that ____________________ [type the Name and Address of the OEM/ Bidder] intends to submit the Bid and sign contract with the Higher Education Commission against the
Bid Ref. _______________: Advertisement ____________________ [name], dated __________ for the Supply and Commissioning of 100,000 Laptop Computers manufactured by us as Original
Design Manufacturer.
We also certify that ________________ [name of OEM] and ____________ [name of ODM] are enjoying good business relationship for past more than three (03) years. We hereby confirm that the Laptop Computers are manufactured on our plants, and the Standard Warranty and the
Extended Warranty as offered by _____________ [name of OEM] shall be ensured.
(Signature and Stamp for and on behalf of Original Design Manufacturer)
50
Annexure - 6: Bid Submission Forms
T
ECHNICAL
P
ROPOSAL
(E
NVELOPE
-A)
All pages of the Technical Proposal should be organized section-wise, annexed with supporting documents, serially numbered and stitched intact and submitted. Additional columns and rows/ fields can be added, if required. The certificates/ undertakings/ documentary evidence wherever required from the Bidder must be provided, otherwise no explanation shall be accepted.
Part – A) Man d at o r y Re q u i r e m en t s
Name of the Company: ___________________________________________________________
Sr. # Particulars
1.
Year of incorporation
2.
FBR National Tax Number
3.
4.
5.
OEM Registration Number
Written Commitment Letter Number
Number of Laptops sold last year
Bidder’s Information
6.
7.
8.
9.
Certificate number of Environment, Health and Safety conformance
Affidavit number of not being blacklisted
Certificate Type and Number for quality conformance
Certificate number of European Standards
Certificate number of International Energy Star Standards conformance
Certificate number of FCC Standard
Certificate number of use of non-hazardous substances
10.
Quoted model with 1-to-1 compliance to required specifications
11.
Annual Turnover during last three financial years (in US $) 2010-11
2011-12
12.
13.
14.
Please refer to Part B – III
Please refer to Part B – X
Please refer Part B – XIV
2012-13
Reference Document Page #
51
Sign & Stamp of Authorized Person
15.
Please confirm if all the Bid Submission Forms are duly signed and stamped
Part – B) General Evaluation – C o r p o r at e Pr o f i l e
I.
Presence in Pakistan
Registered Name of Company in Pakistan
II.
List of Offices/ Branches
S. # Name of Office Address
Year of Operation in Pakistan
City
1.
2.
….. n
III.
List of Service Centers
S. # Name Address City
Status
(Main/ Branch)
1.
2.
….. n
IV.
Please refer Part B – III
V.
List of Products
S. # Name of
Product
Model(s) Type
Type
(Direct/
Authorized)
Proposed for
Project
(Yes/ No)
Target Users
Reference Document Page #
Reference Document Page #
Reference Document Page #
Locally Produced/
Distributed
Reference Document Page #
52
1.
2.
….. n
Hardware Software General Students
VI.
Please refer Part B – V
VII.
List of Logistics Offices
S. # Name of Office
1.
2.
….. n
Address City No. of Human
Resources
Reference Document Page #
VIII.
List of Human Resources in Pakistan
S. # Name
1.
Designation Engineer of Quoted
Product
(Yes/ No)
2.
….. n
Certificate
(if any)
Role
(O&M/ SC/
Project Imp.)
Status
(Dedicated/
Others)
IX.
List of Warehouse and Items kept in Stock (including Quoted Product)
S. # Name Address City Items in Stock Covered
Area (Sq.
Status
(Own/
Reference Document Page #
Reference Document Page #
53
Sign & Stamp of Authorized Person
1.
2.
….. n
Item 1. Name ____ % ft.)
Item 2. Name ____ %
…..
Item n. Name
____ %
- Do - ____ %
- Do -
- Do -
____ %
____ %
Distributor)
X.
Please refer to Part B – IX
XI.
Please refer to Part B – IX
XII.
Please refer to Part A – 11
XIII.
Please refer to Part B – XVI
XIV.
Please refer to Part B – XVI
XV.
List of Similar Projects with more than 5,000 computers
S. # Customer Name Country No. of Computers delivered
Laptops
Desktops
1.
2.
….. n
Status
(Completed/
In Progress)
XVI.
List of Projects for Operation & Maintenance of more than 2,000 computers
S. # Customer Name
1.
Country
No. of Computers
Laptops
Desktops
Status
(Completed/
In Progress)
Reference Document Page #
Reference Document Page #
54
Sign & Stamp of Authorized Person
2.
….. n
XVII.
Please refer to Part B – VIII
XVIII.
Details on Investment made in Pakistan
S. # Name of
Facility
1.
Address City Investment
Worth
(in US $)
Covered Assembly
Area (in
Sq. Ft.)
Type
SKD CKD
Status
Already
Exist
Plan for 1
3 rd st / 2 nd
lot during this project
In future
2.
….. n
Reference Document Page #
XIX.
Please refer to B – XIX
XX.
Contribution towards Pakistan’s Economic Growth during past five (05) years
S. # Year
1. 2012 – 2013
2. 2011 – 2012
3. 2010 – 2011
4. 2009 – 2010
5. 2008 – 2009
Re-export Amount (in US $) Reference Document Page #
55
Part – C) Product Technical Strength
I.
Quoted Product Sold during last two years in Region (Asia-Pacific, MEA, etc.)
S. # Year
1.
Name of Country
[Please mention
No. of Units Sold
2012 – 13
Region here]
2.
2012 – 13
…..
2011 – 12 n
2011 – 12
Product/ Model Sales turnout
(in US $)
II.
Number of Human Resources in the Region (Asia-Pacific, MEA, etc.)
S. # Name of Country
[Please mention
Region here]
1.
Name of Country 1
2.
Name of Country 2
….. n
Name of Country n
No. of Human Resources
Management Services Support (Engineers) Other Staff
III.
Please refer to Part C – II
IV.
Please refer to Part B – V
V.
Details of R&E Contribution
S. # Title of the Project Name of
Institution
1.
2.
Type
(Academic/
Government)
Country Year of
Establishment
Reference Document Page #
Reference Document Page #
Reference Document Page #
56
Sign & Stamp of Authorized Person
….. n
VI.
Please refer to Part C – IV
VII.
Please refer to Part C – IV
VIII.
Details on Annual R&D Spending (average of last three years)
S. # Product Model Country R&D Spending
(in US $)
1.
2.
….. n
IX.
List of International Standards complied
S. # Title
Standard of Awarding Organization Country
1.
2.
….. n
X.
List of Features of Quoted Product
S. # Description Status
(Asked in RFP/ Additional)
1.
2.
Year Acquired
Reference Document Page #
Reference Document Page #
Offer
(Within cost/ Additional)
Reference Document Page #
57
Sign & Stamp of Authorized Person
….. n
XI.
Details of Extended Warranty/ End of Sale of Quoted Product
Quoted Product/ Model Extended Warranty without additional cost
(in months)
End of Sale
(in months)
Offered by
(OEM/ ODM)
Reference Document Page #
XII.
Please refer to Part C – XVII
XIII.
Details of the Anti-theft Application
______________________________________________________________________
______________________________________________________________________
XIV.
Details of Cloud Storage offered as Bundle within Quoted Cost
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Part – D) Project Execution
I.
Project Implementation Plan
S. # Activities No. of Days from Opening of LC Reference Document Page #
1.
2.
3.
Manufacturing Time
Shipping Time (FOB Islamabad)
Delivery of 1 st tranche of 50,000 Laptops
58
Sign & Stamp of Authorized Person
4.
5.
6.
….. n
Distribution of delivered Laptops at all HEIs
Delivery of 2 nd tranche of 50,000 Laptops
Distribution of remaining Laptops at all HEIs
Total Project Completion Time n
II.
Please refer to Part B – VIII
III.
Please refer to Part D – I
IV.
Please refer to Part D – I
V.
Please refer to Part D – I
VI.
Warehouse/ Depot Services for this Project
S. # Name Address City Is this designated for this
Project Implementation
(Yes/ No)
1.
2.
…..
No. Days Quoted Product can be kept without additional cost
VII.
Please refer to Part D – VI
VIII.
Features of Online Service Management & Communication
S. # Features
1.
Registration
Available
(Yes/ No)
Purpose
For Project
Implementation
2.
Users Feedback
3.
Manager Feedback
For O&M
Reference Document Page #
Reference Document Page #
59
4.
5.
6.
7.
Shows Stock Status
Shows Delivery Status
Shows Commissioning Status
Others
IX.
List of Logistic Points
S. # Name & Location City
Direct
`
1.
2.
….. n.
X.
Please refer to Part B – XIX
XI.
Please refer to Part B – XIX
XII.
Please refer to Part B – VIII
XIII.
Please refer to Part B – VIII
XIV.
Details of Responsibility Area Matrix
S. # Activities Bidder HEC HEI
Status
Partner’s
Purpose
For Project
Implementation
For O&M
Reference Document Page #
Reference Document Page #
1.
2.
….. n.
Purpose
For Project
Implementation
For O&M
60
Sign & Stamp of Authorized Person
Part – E) Onward Operation and Maintenance
I.
Please refer to Part B – VIII
II.
Please refer to Part B – III
III.
Please refer to Part B – III
IV.
Details of Warranty Claim/ Replacement Services
S. # Severity Level
1. Severe
Definition
Complete breakdown of Laptop
Replacement Time
(in Days)
Repair/ Resolution
Time (in Hours)
2. Critical
3. Moderate
Malfunctioning of Critical components (e.g. Display, RAM,
Battery, etc.)
Issues with less critical components (e.g. Sound card,
Charger, etc.)
V.
Committed Stock of Components for the O&M during Warranty/ Service
S. # Components % in Stock
Reference Document Page #
Reference Document Page #
1. Boards
2. Chipset
3. Processor
4. RAM
5. Casing
6. Display (LCD/ LED)
7. Keyboard
8. Batteries
9. Adapter
10. Other components (please enlist all)
As required for project in RFP
Additional beyond Project requirements
61
VI.
Please refer to Part E – V
VII.
Please refer to Part E – V
VIII.
Please refer to Part D – VIII
IX.
Please refer to Part D – IX
X.
Please refer to Part B – VIII
XI.
Please refer to Part E – IV
XII.
Please refer to Part D – XIV
Part – F) Presentation/ Proof of Concept (POC)
I.
To be taken care of by the Bidder during Presentation
II.
To be taken care of by the Bidder during Presentation
III.
To be taken care of by the Bidder during Presentation
IV.
To be taken care of by the Bidder during Presentation
V.
To be taken care of by the Bidder during Presentation
OTHER IMPORTANT INFORMATION
S. # Description Parameters Bidder’s Response
1.
Bid Signing Authority Name
Address
Phone No.
2.
Banker's
Authorization or Power of Attorney
Issued by
Address for communications under the current Bid
Address
62
Sign & Stamp of Authorized Person
Bank Account Numbers
3.
4.
OEM Production Capacity of Quoted Product (per Day)
Earnest Money Name of the Bank
Date
5.
Details
Corporate
Responsibility about
Social Please provide undertaking
63
Annexure - 7: Bill of Quantity
Sr. # Items Description Unit
4
6
.
.
7
.
1 Laptop computers as per Technical Specification
2
.
User instructions in English
3
.
Do’s and Don’ts instruction guide in English and if feasible in Urdu as well
Laptop Backpack as per tentative specification
CDs ( Software CDs and other) (if required)
Other quantifiable items as required by the HEC according to bid document
Numbers
As per requirement
Number
Approximate
Quantity
100,000
100,000
100,000
100,000
64
Annexure - 8: Bill of Cost
Cost per Laptop Computers should be inclusive of Accessories, Services/ Maintenance and
Warranty etc.
Hardware: Laptop Computers
Sr. # Details
Cost per Laptop Computer (for and
Acceptance at the designated Locations/
Institutions throughout Pakistan and
Amount in US $
AJK)
Amount in PKR
1.
Basic Cost
By Air
Freight
(HEC may opt any of the two or in combination)
By Ship
2.
Custom and other import duties
3.
Excise Duty if any
4.
General Sales Tax (GST)
5.
Income Tax (IT)
65
6.
Other Taxes/ Duties (Please mention without which it will not be accepted)
7.
8.
Others fees/ charges (Please mention)
Total (Taxes, Duties, and Fees/ charges etc.) a.
Total Cost per Laptop without
Taxes b.
Total Cost per Laptop with Taxes c.
Total Cost of 100,000 Laptops without Taxes d.
Total Cost of 100,000 Laptops with Taxes
66
Software: Operating System, Office & Antivirus
Sr. # Details
1.
Basic Cost
Cost per Laptop Computer (for and
Acceptance at the designated
Locations/ Institutions throughout
Amount in PKR
2.
Custom and other import duties
3.
Excise Duty if any
4.
General Sales Tax (GST)
5.
Income Tax (IT)
6.
Other Taxes/ Duties (Please mention without which it will not be accepted)
67
7.
8.
Others fees/ charges (Please mention)
Total (Taxes, Duties, and Fees/ charges etc.)
Total Cost per Laptop (Software) without Taxes
Total Cost per Laptop (Software) with Taxes
Total Cost of 100,000 Laptops
(Software) without Taxes
Total Cost of 100,000 Laptops
(Software) with Taxes
Per Unit Cost of Laptop Computers including Hardware and Software without Taxes
Figures (PKR):
Words (PKR):
Per Unit Cost of Laptop Computers including Hardware and Software with Taxes
Figures (PKR):
Words (PKR):
Total Cost of One Hundred Thousands (100,000) Laptop Computers including Hardware and Software without Taxes
Figures (PKR):
Words (PKR):
68
Total Cost of One Hundred Thousands (100,000) Laptop Computers including Hardware and Software with Taxes
Figures (PKR):
Words (PKR):
Total Value of the Proposal for supply and commissioning of the said quantity of one hundred thousand (100,000) laptop computers as per Technical Proposal in accordance with the terms and conditions of the RFP Document (inclusive of all the costs of goods and services):
Figures (PKR):
Words (PKR):
Note: In cases of discrepancy between the cost quoted in Words and in Figures, the lower of the two will be considered.
Signature of the authorized person:
Name of the authorized person:
Designation:
Name and Address of Bidder:
69
Annexure - 9: List of Public Sector Higher Education Institutes (HEIs)
30
31
32
33
34
35
S. # Province City
1 Azad Jammu & Kashmir [4] Mirpur
2 Bagh
3
4
5 Balochistan [5]
6
7
8
9
Universities
Mirpur University of Science & Technology
Women University of Azad Jammu & Kashmir
Muzaffarabad University of Azad Jammu & Kashmir
Rawalakot University of Poonch
Quetta [3]
Khuzdar
Balochistan University of IT, Engineering &
Management Sciences
Sardar Bahadur Khan Women University
University of Balochistan
Balochistan University of Engineering & Technology
10 Federal [14]
11
12
13
14
15
16
17
Lasbela Lasbela University of Agriculture, Water and Marine
Sciences
Islamabad [14] National University of Sciences & Technology
Air University
Allama Iqbal Open University
Bahria University
COMSATS Institute of Information Technology
Federal Urdu University of Arts, Sciences & Technology
Institute of Space Technology
International Islamic University
18
19
20
21
22
23
National Defense University
National University of Modern Languages
Pakistan Institute of Development Economics
Pakistan Institute of Engineering & Applied Sciences
Shaheed Zulfiqar Ali Bhutto Medical University
Quaid-e-Azam University
24 Gilgit-Baltistan [1] Gilgit Karakurum International University
25 Khyber Pakhtunkhwa [20] Peshawar [7] Shaheed Benazir Bhutto Women University
26 Institute of Management Science
27
28
29
Islamia College University
Khyber Medical University
Khyber Pakhtunkhwa Agriculture University
36
Mardan
Charsadda
D.I.Khan
Dodhial –
Mansehra
Kohat
University of Engineering. & Technology
University of Peshawar
Abdul Wali Khan University
Bacha Khan University
Gomal University
Hazara University
Kohat University of Science & Technology
70
37
38
59
60
61
62
63
64
65
66
67
68
69 Sindh [18]
70
71
72
73
74
75
76
50
51
52
53
54
55
56
57
58
39
40
41
42
43
44
45 Punjab [24]
46
47
48
49
Sheringal - Dir Shaheed Benazir Bhutto University
Chakdara –
Malakand
Bannu
Swat
Haripur
University of Malakand
University of Science & Technology
University of Swat
University of Haripur
Swabi University of Swabi
Abbottabad Pakistan Military Academy
Kohat University of FATA
Lahore [11] National College of Arts
Pakistan Institute of Fashion & Design
Government College University
King Edward Medical University
Kinnaird College for Women University
Lahore College for Women University
University of Education
University of Engineering & Technology
University of Health Sciences
University of the Punjab
University of Veterinary & Animal Sciences
Multan [3] NFC Institute of Engineering & Technology
Bahauddin Zakariya University
The Women University, Multan
Rawalpindi [2] Fatima Jinnah Women University
Pir Mehr Ali Shah Arid Agriculture University
Faisalabad [4] Government College University
Government College for Women University
University of Agriculture
National Textile University
Bahawalpur Islamia University
Taxila University of Engineering & Technology
Gujrat
Sargodha
University of Gujrat
University of Sargodha
Karachi [8] Dawood College of Engineering & Technology
Benazir Bhutto Shaheed University Lyari
DOW University of Health Sciences
Institute of Business Administration
NED University of Engineering & Technology
Sindh Madressatul Islam University
University of Karachi
Pakistan Naval Academy
71
77
78
79
80
81
82
83
84
85
86
Jamshoro [3] Liaquat University of Medical & Health Sciences
Mehran University of Engineering & Technology
University of Sindh
Nawabshah [3] Peoples University of Medical & Health Sciences for
Women
Quaid-e-Awam University of Engineering, Science &
Technology
Khairpur
Shaheed Benazir Bhutto University, Shaheed
Benazirabad
Shah Abdul Latif University
Larkana
Tandojam
Sukkur
Shaheed Mohtarma Benazir Bhutto Medical University
Sindh Agriculture University
Sukkur Institute of Business Administration
Note: HEC may modify (i.e. add or remove) this list during the course of Contract on its sole discretion.
72
