HOLY FAMILY HOSPITAL RAWALPINDI

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HOLY FAMILY HOSPITAL RAWALPINDI

BIDDING DOCUMENTS

BIDDING DOCUMENTS FOR FRAME

WORK CONTRACT OF ZAKAT FUNDED

PROCUREMENT.

BIDDING DOCUMENTS FOR FRAME

WORK CONTRACT OF PBM FUNDED

PROCUREMENT.

FOR THE YEAR 2021-22

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Invitation for Bids The Medical Superintendent Holy Family Hospital Rawalpindi invites sealed bids from interested

companies/firms/agencies of repute with financially sound background having a valid drug sale license for supply

of Drugs/Medicines/Surgical Disposables/Orthopedic Implants etc for contract following Purchase of medicines

and surgical items for the year 2021-22.

Sr.

No.

Detail Tender Fee Estimated Cost

FY-2021-22

Bid Security Tender

opening date

1 Contract for Zakat Fund

Purchase of Medicines/

Surgical/Orthopedic Items

Rs. 2000/-

08 Million

2% of estimated cost

24-08-2021 10:30am

2 Contract for PBM Fund Purchase of Oncology/Thalassemia/General Medicines/ Surgical/Orthopedic Items

Rs. 2000/-

03 Million

2% of estimated cost

24-08-2021 11:00am

1) Separate Bids will be given for above mentioned contract Medicines (As per bidding documents) on basis of

Discount Rates from retail/market price.

2) Bidding shall be conducted through Open Competitive Bidding (Single Stage-Two Envelope) procedures

specified in the Punjab Procurement Rules PPRA 2014 (amended Jan 2016), and is open to all eligible bidders

as defined in the bidding document.

3) Interested eligible bidders may obtain bidding documents and further information from the office of Medical

Social Officer Holy Family Hospital Rawalpindi room no.192/OPD on submission of written application

along with payment of non-refundable fee. Bidding documents are available and can be submitted till 24-08-

2021 up to 10:00 am at office of Medical Social Officer Holy Family Hospital, Rawalpindi

4) Biding documents are also available on Punjab Procurement Regulatory Authority website

(www.ppra.punjab.gov.pk) until the closing date for the submission of bids.

5) Bidding Documents must be accompanied by a Bid Security valid for 120 days as mentioned above in the

form of CDR or Pay Order from a Scheduled Bank of Pakistan.

6) Bids will be opened in the presence of bidders’ representatives who choose to attend in the Office of The

Medical Superintendent Holy Family Hospital Rawalpindi on the closing date and time.

7) The bidders are requested to give their best and final prices as no negotiations are expected.

8) Taxes will be deducted as per applicable government rules.

9) NTN and Sales Tax registration certificate must be provided.

For obtaining any further information or clarifications, please contact at the following.

Medical Superintendent

Holy Family Hospital Rawalpindi

Ph#051-9290321 (Ext-2013)

http://www.ppra.punjab.gov.pk/

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Terms & Conditions

(For the financial year

2021-22)

Sealed offers are invited from interested companies/firms/agencies of repute with financially sound

background involved in institutional Pharmacy business/Chain of Pharmacies/Distributors having a

valid drug sale license for supply of drugs/medicines/surgical Disposables. Bid should be sent in the

Name of the Medical Superintendent, Holy Family Hospital Rawalpindi along with the following

documents.

Checklist

Sr.

No.

Detail of Knockout Clauses Yes/No Page No.

01 Original receipt for purchase of tender

02 Bid Security amounting 2% of total estimated cost in the favor of Medical Superintendent Holy Family Hospital Rawalpindi, should attached with financial bid & photocopy of the same attached with Technical bid as demanded in bidding document.

03 Valid Drug sale License

04 Balance sheet of last one year

05 National Tax Number and General Sale Tax Number certificate.

06 Bidder shall submit an affidavit worth Rs. 100/- that he accepted all terms

and conditions of tender documents and PPRA rules and shall continue the

same in future, duly signed and stamped

07 Detailed Company Profile

08 Non-Black listing certificate.

09 Price reasonable certificate on affidavit worth Rs.100/-

10 Latest Tax Paid & Income Tax Return of FBR (Last One Year).

Sr.

No.

Detail of General Clauses Yes/No Page No.

01 An affidavit on stamp paper of Rs.100/- that the firm shall provide

Medicines/Disposable items according to the Drug Act 1976 &

Government Rules/DRAP ACT, policy throughout the contract period.

02 Active Tax Payer List (ATL) Name of the proprietor present in ATL

03 Minimum one year experience regarding supply of Medicines etc. to

Government/Autonomous Institutions.

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04 List of Medicine/Surgical items along with rate list available at pharmacy.

05 Audit inspection report

06 Sole Agency Agreement/Authorization letter from foreign principle

(in case of sole agent only)

INVITATION FOR BIDS


HOLY FAMILY HOSPITAL, RAWALPINDI

Last date of sale of tender: ` 24-08-2021 till 9:30 am

Place of Submission: M.S Office HFH, Rawalpindi

Date & Time of Submission of tender/Bid: 24-08-2021 10:00 am

Date & Time of Opening of tender/Bid: 24-08-2021 10:30 am

1. INSTRUCTIONS TO BIDDERS. Holy Family Hospital, Rawalpindi intends to conclude the framework contract for the supply of

purchase of Medicines/Disposable Items on day to day basis & on free Delivery to Consignee’s end

basis directly to HFH, Rawalpindi.

1. Source of Funds: The Government of Punjab, Zakat Department Allocates funds for the purchase

of zakat medicines to the individual institution under their relevant head of Account which are utilized

by the Health Welfare Committee of Holy Family Hospital Rawalpindi for the local purchase of

medicines/disposable items during the financial year 2021-22.

2. Eligible Bidders: This invitation for bids is open to all institutional Pharmacy business/Chain of

Pharmacies/Distributors having a valid drug sale license for supply of Drugs/Medicines/Surgical Disposables.

The Bidder shall also have to submit a copy of registration Certificate/Drug Sale License. The Bidders shall not

be under a declaration of ineligibility for corrupt and fraudulent practices, declared by any Government

(Federal/Provincial/District).

3. Eligible Goods and Services: All goods and related services to be supplied under the contract shall have

their origin in eligible sources countries and all expenditures made under the contract shall be limited to such

goods and services. For this purpose, the term “Goods” includes any Goods that are the subject of this invitation

for bids and the term “Services” shall include related services such as transportation etc.

4. Cost of Bidding: The bidder shall bear all costs associated with the preparations and submission of

its bid, and the Procuring Agency shall in no case be responsible or liable for those costs regardless of

the manner or outcome of the bidding process.

5. Bidding Procedure:

(I). All the procurement procedures will be done strictly in accordance with the PPRA Rules, 2014

(Amended 2016). Single stage/two envelops bidding procedure shall be applied. The Envelops shall be marked

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as FINANCIAL PROPOSAL and TECHNICAL PROPOSAL in bold and in legible letters. Envelops shall

then be sealed in an outer envelope. The Financial proposal of bids found technically non-responsive shall be

returned un-opened to the respective bidders.

(II). The inner envelops shall also indicate the name and address of the bidder to enable the bid to be returned

unopened in case it is declared as “non-responsive” or “late”.

(III). The envelope must also clearly show the Bid title and bidder’s name and address. Failure to comply with

this requirement may result in rejection of the bid and the committee decision in this regard shall be final. Bids

submitted after the prescribed time shall not be entertained.

(IV). Only technical proposal of all bidders will be opened by the tender opening committee. The financial

proposal will be opened by tender opening committee of responsive/ technically successful bidders later on the

declared time, place & date. Financial proposal of the non-responsive/ technically unsuccessful bidders will be

returned as such to them on that date without opening their financial offers as per PPRA Rules 2014.

(V). All the pages of technical & financial bids should be marked as page. No. and Substandard, broken seal &

substituted bids will not be acceptable.

6. Language of Bid: The Bid prepared by the Bidder as well as all correspondence and documents relating to the bid

exchanged by the bidder and the Procuring Agency shall be written in English or Urdu.

7. Documents Comprising the Bid: The Bid shall comprise the following components;

(I) Documentary evidence established in accordance with the instruction to bidders that the bidder is eligible to bid

and is qualified to perform the contract if its bid is accepted.

(II) Documentary evidence established in accordance with the instruction to bidders that the goods to be supplied by

the bidder are eligible goods.

(III) Bid Security furnished in accordance with the instructions to bidders.

8. Bid Currencies: Discounted prices shall be quoted in Pak Rupees.

9. Bid Prices:

(I) The Bidder shall indicate on the appropriate price Schedule the discount rate on retail price of all

medicines/disposable items.

(II) Form of price schedule is to be filled in very carefully, preferably typed. Any alteration/correction must be

initialed. Every page is to be signed and stamped at the bottom.

(III) The Bidder is required to offer competitive discount prices. All discount prices must include the General Sale

Tax (GST) 4.5% and other taxes and duties, where applicable. If there is no mention of taxes, the offered/quoted

price shall be considered as inclusive of all prevailing taxes/duties. The benefit of exemption from or reduction in the

GST or other taxes shall be passed on to the Procuring Agency.

(IV) Conditional Offer shall be considered as non-responsive.

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(V) While tendering your quotation, the present trend/inflation in the rate of goods and services in the market should

be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be

entertained.

10. Documents Establishing Bidder’s Eligibility and Qualification

I. The Bidder shall furnish, as part of its technical bid, documents establishing the Bidder’s

eligibility to bid and its qualifications to perform the Contract if its bid is accepted.

II. The documentary evidence of the Bidder’s eligibility to bid shall establish to the Procuring Agency’s

satisfaction that the Bidder, at the time of submission of its bid, is an eligible as defined under tender

form.

III. The documentary evidence to be submitted in the Technical Proposal for the purposes of qualification

and technical evaluation shall include:

(a) The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in case of

Manufacturer, documentary proof to the effect that they are the original Manufacturer of the required

goods shall be provided strictly as per specimen form attached.

(b) National Tax Number (NTN) and General Sales Tax Number (if applicable) with documentary proof

shall have to be provided by each Bidder in the tender.

(c) The Bidder should have minimum one-year experience in the market / institutions. The documentary

proof shall have to be provided in this regard.

(d) The bidder shall submit an affidavit on legal stamp paper of Rs.100/- that their firm is not blacklisted

on any ground by any Government (Federal, Provincial/District). The Bidder shall be debarred from

bid on account of submission of false statement.

(e) The Bidder shall provide firm’s balance sheet, latest tax paid, audit inspection report (if undertaken)

and at least one year bank statement.

(f) The bidder shall submit an affidavit worth Rs.100/- that he accepted all terms and conditions of

tender documents and PPRA Rules 2014 (Amended 2016) and shall continue the same in future, duly

signed and stamped.

(g) The bidder shall submit an affidavit worth Rs.100/- that all the prices quoted are reasonable.

(h) An affidavit on stamp paper of Rs.100/- that the firm shall provide Medicines/Disposable items

according to the Drug Act 1976 & Government Rules/DRAP ACT 2012, policy throughout the

contract period.

(i) Company Profile on letter head of the Firm.

11. Bid Security: The Bidder shall furnish 2% bid security of Zakat Fund Rs.8000000/- (Eighty Lac Only) in the

shape of call deposit issued by any scheduled bank of Pakistan in the name of the “MEDICAL

SUPERINTENDENT/CONVENER, HEALTH WELFARE COMMITTEE, HOLY FAMILY HOSPITAL

RAWALPINDI”.

12. Bid Validity: Bid shall remain valid for the period of 120 days as prescribed by the procuring agency. A bid valid

for shorter period shall be rejected by the Procuring Agency as non-responsive. Subject to sub-rule (5), a procuring

agency shall ordinarily be under an obligation to process and evaluate the bids within the stipulated bid validity period but,

under exceptional circumstances and for reasons to be recorded in writing, if an extension is considered necessary, all

the bidders shall be requested to extend their respective bid validity period but such extension shall not be for more than the

original period of bid validity.

A bidder who:

(a) agrees to the extension of the bid validity period shall also extend the validity of the bid bond or security for the extended

period of the bid validity;

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(b) agrees to the procuring agency’s request for extension of bid validity period shall not be permitted to change the substance

of the bid; and

(c) does not agree to an extension of the bid validity period shall be allowed to withdraw the bid without forfeiture of the bid

bond or security.

13. Submission of Bids:

I. Format and Signing of Bids.

The bid shall be typed and shall be signed by the Bidder or a person or persons

duly authorized to bind the Bidder to the Contract. The person or persons signing

the bid shall initial all pages of the bid.

Any interlineations, erasures, or overwriting shall be valid only if they are initialed

by the person or persons signing the bid.

All biding documents to be duly attested (signed and stamped) by the authorized

person of company.

II. Sealing and Marking of Bids

The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL

PROPOSAL” in bold and legible letters to avoid confusion. The envelopes shall

then be sealed in an outer envelope. The inner and outer envelopes shall be addressed to the Procuring

Agency at the address given in the Invitation for Bids.

The inner envelopes shall also indicate the name and address of the Bidder to enable the bid to be

returned unopened in case it is declared as non-responsive or late. If the outer as well as inner envelope

is not sealed and marked properly, the Procuring Agency shall assume no responsibility for the bid’s

misplacement or premature opening.

14. Deadline for Submission of Bids:

Bids must be submitted by the Bidder and received by the Procuring Agency at the address specified

under invitation for bids not later than the time and date specified in the Invitation for Bids / according to

advertisement schedule.

Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by

the Procuring Agency shall be rejected and returned unopened to the Bidder. In case of surgical disposable

items, submission of samples last date will be same as last date of receipt of bids.

15. Opening and Evaluation of Bids:

I. Opening of Bids by the Procuring Agency.

The Procuring Agency shall initially open only the envelopes marked “TECHNICAL

PROPOSAL” in the presence of Bidders’ representatives who choose to attend, at the time,

on the date, and at the place specified in the Invitation for Bids. The Bidders’ representatives

who are present shall sign the Attendance Sheet as evidence of their attendance. However, the

envelope marked as “FINANCIAL PROPOSAL” shall remain unopened and shall be

retained in safe custody of the Procuring Agency till completion of the evaluation process.

The Bidders’ names, item(s) for which they quoted their rate and such other details as the

Procuring Agency, at its discretion, may consider appropriate, shall be announced at the

opening of technical proposal. No bid shall be rejected at technical proposal/ bid opening,

except for late bids, which shall be returned unopened to the Bidder. However, at the opening

financial proposals (the date, time and venue would be announced later on), the bid prices,

discounts (if any), and the presence or absence of requisite bid Security and such other details

as the Procuring Agency, at its discretion, may consider appropriate, shall be announced.

The Procuring Agency shall prepare minutes of both the technical proposal as well as the

financial proposal bid opening.

II. Clarification of bids: During evaluation of the bids, the Procuring Agency may, at its discretion,

ask the Bidder for a clarification of its bid. The request for clarification and the response shall be

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in writing, and no change in the prices or substance of the bid shall be sought, offered, or

permitted.

III. Preliminary Examination

The Procuring Agency shall examine the bids to determine whether they are complete,

whether any computational errors have been made, whether required sureties have been furnished,

whether the documents have been properly signed, and whether the bids are generally in order.

In the financial bids the arithmetical errors shall be rectified on the following basis. If there is a

discrepancy between the unit price and the total price that is obtained by multiplying the unit price

and quantity, the unit price shall prevail, and the total price shall be corrected. If the bidder does not

accept the correction of the errors, its bid shall be rejected, and its bid Security may be

forfeited. If there is a discrepancy between words and figures, the amount in words shall prevail.

The Procuring Agency may waive any minor informality, nonconformity, or irregularity in a bid

which does not constitute a material deviation, provided such waiver does not prejudice or affect

the relative ranking of any bidder.

Prior to the detailed evaluation, the Procuring Agency shall determine the substantial

responsiveness of each bid to the bidding documents. For purposes of these Clauses, a substantially

responsive bid is one, which conforms to all the terms and conditions of the bidding documents

without material deviations. Deviations from, or objections or reservations to critical

provisions, such as those concerning Applicable Law, Drugs Act, Taxes & Duties and GMP

practices shall be deemed to be a material deviation for technical proposals and Bid Security for

financial proposals. The Procuring Agency’s determination of a bid’s responsiveness is to be based

on the contents of the bid itself without recourse to extrinsic evidence.

If a bid is not substantially responsive, it shall be rejected by the Procuring Agency and may not

subsequently be made responsive by the bidder by correction of the nonconformity.

IV. Evaluation and Comparison of Bids.

The Procuring Agency shall evaluate and compare the bids, which have been determined to be

substantially responsive. The evaluation of financial proposal shall be on the basis of price inclusive

of prevailing taxes and duties.

All bids shall be evaluated in accordance with the evaluation criteria and other terms and conditions

set forth in these bidding documents.

16. Evaluation Criteria: For the purposes of determining the lowest evaluated bid, facts other than price such as

previous performance, Inspection of plant/factory/premises, previous experience, financial soundness and such other

details as the procuring agency at its discretion may consider appropriate shall be taken into consideration. The

following merit point system for weighting evaluation factors/criteria can be applied for the technical proposals. The

number of points allocated to each factor shall be specified in the evaluation report.

17. Technical Bid Evaluation Criteria:

Sr. No. Criteria/factor Documents Required

1 Knock out clauses/ Checklist Clauses (10x4=40) Relevant Documents

2 General Clauses (6x2=12) Relevant Documents

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3 Registered Pharmacy (10) Valid Drug sale License

4 Technical Staff (08) Company Profile in respect of permanent

technical staff along with their qualification

and experience

5 Warehouse (05+05=10)

i. Facility to control of Humidity and

temperature (05)

ii. Cold Chain as per product requirement (warehouse

transport) = (05)

In case the item for which bid is made does not require

cold chain, the numbers for cold chain shall be added to

Facility to control of Humidity and temperature.

Detail of License in reference to the warehouse.

Total Number of licensed warehouse

Covered area of each licensed

Warehouse

Detail of Cold Chain Facility.

6 Past/Previous Experience (1-5 years)= (10)

(02 marks for each year)

Documentary evidence of relevant experience.

7 Financial Position (10)

Criteria (Annual Turnover, Minimum 04 Million)

Bank Statement/Annual Turnover report

Total Marks = 100 Qualifying Marks = 70

After Technical evaluation is completed, the procuring agency shall inform the bidders who have submitted

proposals, the technical scores obtained by their technical proposal and shall notify those bidders whose proposal did

not meet the minimum qualifying mark which is 70 out of 100 or were considered non-responsive.

18. Contacting the Procuring Agency.

No Bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the

bid opening to the time the Contract is awarded.

Any effort by a Bidder to influence the Procuring Agency in its decisions on bid evaluation, bid

comparison, or Contract Award will result in the rejection of the Bidder’s bid and subsequent black

listing. Canvassing by any Bidder at any stage of the Tender evaluation is strictly prohibited.

19. Disqualification of Bidders: The procuring agency shall disqualify a bidder if it finds, at any time, that the

information submitted by firm was false and materially inaccurate or incomplete.

20. Rejection of Bids: The Procuring Agency may reject any or all bids at any time prior to the acceptance of a bid.

The Procuring Agency shall upon request communicate to any Bidder who submitted a bid, the grounds for its

rejection of any or all bids, but is not required to justify those grounds.

21. Announcement of Evaluation Report: The Procuring Agency shall announce the results of the bid evaluation in

form of a report, not inconsistent with Rule 35 of the PPR-2014 giving justification for acceptance or rejection of bids

at least ten days prior to the award of procurement contract.

22. AWARD OF CONTRACT

I. Acceptance of Bid and Award criteria: The Bidder with technically evaluated lowest financial bid, if not in conflict

with any other law, rules, regulations or policy of the Government, shall be awarded the Contract.

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II. Procuring Agency’s right to vary quantities at time of Award. The Procuring Agency reserves the

right at the time of Contract award to increase or decrease, the quantity of goods originally specified

in the Price Schedule and Schedule of Requirements without any change in unit price or other terms

and conditions keeping in view the availability of budget / urgency of item.

23. Notification of Award: Prior to the expiration of the period of bid validity, the Procuring Agency shall notify

the successful Bidder in writing by registered letter that its bid has been accepted. The Notification of award shall

constitute the formation of the Contract.

24. Signing of Contract: Both the parties i.e. procuring Agency and the Successful bidder shall sign with date the

contract on the legal stamp paper. If the successful bidder, after completion of all the codal formalities shows

inability to sign the contract then the firm shall be blacklisted minimum for two years. In such case, the procuring

agency may make award to the next lowest evaluated bidder or call for new bids.

25. Performance Guaranty/Security: The Successful bidder will submit 2% performance Guaranty/security in

shape of Bank Draft issued by any scheduled bank of Pakistan in the name of the “MEDICAL

SUPERINTENDENT/CONVENER, HEALTH WELFARE COMMITTEE, HOLY FAMILY HOSPITAL

RAWALPINDI”.

26. Corrupt or Fraudulent Practices: The procuring agency requires that all the stake holders involved in the

bidding process observe the highest standards of ethics during the procurement and execution of such contractors. In

pursuance of this policy, the procuring agency defines for this purpose of this provision, the terms set forth below:

(a) Corrupt Practice means the offering, giving, receiving or soliciting of anything of value to influence the action of

a public official in the procurement process or in contract execution.

(b) Fraudulent practices mean a misrepresentation of facts in order to influence a procurement process or the

execution of a contract.

(c) Shall reject a proposal for award if it determines that the bidder recommended for award has engaged in corrupt pr

fraudulent practices in competing for the contract in question.

(d) shall declare a firm ineligible, either indefinitely or for a stated period of time, if it at any time determines that the

firm was engaged in corrupt or fraudulent practices in completing for or in executing a contract; onus of proof will be

on the firm.

27. Special Conditions of the Contract:

Framework contract means a contract whereby the procurement is made for a certain volume or quantity of a

particular good, a set of goods, services or works over a specific period against an agreed sum or rate per

item or lump sum.

The Contract Means the agreement between the Procuring Agency and the Supplier as recorded in the

contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

The Contract Price means the price payable to the supplier under the contract for the full and proper

performance of its contractual obligations.

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The Goods means the Drug/Medicines/Surgical Items, which the supplier is required to supply to the

procuring agency under the contract.

The Procuring Agency means the Health Welfare Committee, Holy Family Hospital, Rawalpindi.

The Supplier means the individual or firm supplying the goods under this contract.

Bidder shall have to supply such quantity of medicines/Disposable items to the Medical Social Officer Holy

Family Hospital, Rawalpindi on receipt of orders/demand from concerned MSO on free delivery basis to the

hospital.

Prices charged by the supplier for goods delivered under the contract shall not vary from the prices quoted by

the supplier in its bid and shall remain the same till expiry of the original bid validity period provided the

procuring agency’s request for bid validity extension.

This contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive

jurisdiction.

Any Notice given by one party to the other pursuant to this contract shall be sent to the other party in writing

and confirmed to other party’s address specified in special conditions of contract.

The Payment to vendor shall be in Pak Rupees. The payment shall be made to the supplier on receipt of

original delivery challan/invoice including those of GST (if applicable) in duplicated duly completed in all

respect and signed & stamped by the concerned.

In case of any dispute, concerning the interpretation and application of this contract shall be settled through

arbitration.

Tenderer must have valid Drug Sale License, should be financially sound and well reputed. Bad reputed will

not be entertained.

Bids shall remain valid for a period of three months after opening of Technical bid. A bid valid for shorter

period shall be rejected as non-responsive.

Facility of the supplies must be available round the clock.

Contract will be awarded to the tenderer offering highest discount/Lowest Special Rate to the Hospital.

The validity of the contract will be till 30-06-2022, can be extended upon the agreement between both

parties.

The offered discounts shall be from the maximum retail prices of medicines fixed by the Government of the

Pakistan or Manufacturers (where government has permitted to do so) or sole importers. Offers can be given on

the basis of maximum discount.

For the calculation of maximum retail price of those items where price is not printed on the product the retail

price will be finalized after survey/quotations.

The tenderer must have the drug sale license/manufacturer license /distribution license and should have the

comprehensive storage facilities for drugs/medicines/Surgical items.

The supplier/tenderer background should be financially sound, based on authentic bank statement.

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The supplier/tenderer shall be solely responsible for provision and stocking of quality medicines at all times

strictly in accordance with the provision of the drug act 1976 and drug sales rules 2007/DRAP Act 2012 and

will be responsible for the quality/quantity of drugs supplied by them.

The supplier/tenderer shall ensure availability of wide range of medicines/surgical disposables including those

contained in hospital Formulary. In case of default, the Procuring Agency may take appropriate action

including fine.

The price of medicines/surgical disposable item shall in no way be more than the market prices (retail price)

and the discount offered by the bidders to the hospital will be based on its maximum retail price.

No bidder shall be allowed to alter or modify his bid after the bid has been opened. However, the procuring

agency may seek and accept clarifications to the bid that do not change the substance of the bid.

The authority may reject all bids or proposals at any time prior to the award of contract without assigning

any reason.

The bidder with the highest discount, if not conflict in any other law, rules, regulations or policy of the

Government of Punjab, shall be awarded the procurement award.

A procuring agency, at any stage of the procurement proceedings, may require the suppliers or contractors to

provide information concerning their professional, technical, financial, legal or managerial competence

whether already prequalified or not.

No offer will be considered if it is submitted without call deposit by registered firm in the name of Medical

Superintendent Holy Family Hospital Rawalpindi/received after the date and time fixed for its receipt/

unsigned/ambiguous/not typed on letterhead/overwritten/conditional/given by the firm black listed, suspended or

removed from the approval list of the Health Department Government of Punjab, Autonomous Health institutions or by

the Federal Government/all the pages of tender not signed properly at the bottom.

Successful bidder is bound to supply the full ordered quantities of all the desired brands except those, which are

actually not available in the market.

The supplier will be responsible for free replacement of stocks if found not of the same specifications as

required on the demand from case to case basis. In case of non-supply, the same will be purchased from the

local market and the amount will be deducted from the bills of contractor pending in the purchase

department.

Unregistered/substandard/spurious/misbranded/expired drug will be forfeited by the authorities and legal action will be

taken against the Contractor. The contractor shall be responsible for providing standard quality medicines/

disposable/items.

Bills will be submitted on monthly basis by the supplier.

In case of any dispute the decision of the Medical superintendent/ Grievance Committee of Holy Family

Hospital Rawalpindi, will be final.


H.F. Hospital Rawalpindi

FORMS/LETTERS TECHNICAL EVALUATION BIDDING DOCUMENTS OF TENDER

MEDICINES/SURGICAL ITEMS FOR THE FINANCIAL YEAR 2021-22 (Zakat Fund)

Name of firm: A S S E S S M E N T FOR ELIGIBILITY MA RKS.

Sr.

No.














Sr.

No.












MANUFACTURER’S AUTHORIZATION FORM To,

The Medical Superintendent

Holy Family Hospital, Rawalpindi

Whereas M/S._______________________________ who are established and reputable

Supplier/Manufacturer/Distributer of Medicines/Surgical items having

factory/Office/Pharmacy located at_______________________________ do hereby

authorize____________________ to submit a discounted bid, and sign the contract with you

against this tender for the goods manufactured by the company. We hereby extend our full

guarantee and warranty as per the Clauses of the General Conditions of Contract for the

goods offered for supply by the above firm against this Invitation for Bids.

{Signature on behalf of manufacturer/Distributor _}

Note: This letter of authority should be on the letterhead of the Manufacturer and should be

signed by a person competent and having the power of attorney to bind the Manufacturer. It

must be included by the bidder in its bid.

Bid Form Date: __________

No: ___________

To,

The Medical Superintendent, Holy Family Hospital, Rawalpindi.

Having examined the Bidding Documents, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer the supply and deliver the goods specified in and

in conformity with the said Bidding Documents in accordance with the Schedule of Prices

attached herewith and made part of this bid.

Sr.

No.

Category Discount Offered In figures Discount Offered In Words

1 National Medicines

2 Multi National Medicines

3 Surgical/Disposable Items

We undertake, if our bid is accepted, to deliver the goods in accordance with

the delivery schedule specified in the Schedule of Requirements. If our bid is accepted, we

shall submit 2% as performance security/guaranty (in shape of bank draft) of the contract

price.

We agree to abide by this bid for a period of 120 days from the date fixed for bid

opening under instruction to the bidders, and it shall remain binding upon us and may be

accepted at any time before the expiration of that period. Until a formal Contract is prepared

and executed, this bid, together with your written acceptance thereof and your notification of

award shall constitute a binding Contract between us. We understand that the Procuring

Agency is not bound to accept the lowest or any bid, Procuring Agency may receive.

Name and address of

bidder:____________________________________________________________________________

_______

Dated this day of _20 __

Signature (in the capacity of)

Duly authorized to sign bid for and on behalf of.

TENDER FORM

1. We, _____________________________________[Name and Address of the tenderer],

having read, understood and accepted the tender document, including the addendum(s), if any,

offer to supply the goods in conformity what the said tender document,

to_______________________________________ [Name and addresser of purchaser], for the total

tender Price of PKR (in figures ) (in words___________________),

i n accordance w i t h the pr ice schedule and the executive schedule, attached hereto and made

part of the tender.

2. We undertake that the tender bid shall have a minimum validity period of 120 days from the

last date of submission of the tender bid and may be accepted at any time before the expiration of

the period.

3. We undertake to provide the performance guarantee to give satisfactory assurance of our ability and

intention, for due performance/execution of the contract in accordance with the terms and conditions

of the contract, in case of acceptance of the bid.

4. We undertake that we shall be represented by an agent in the country equipped and able to carry

out the stocking obligations prescribed in the terms and conditions o f the contract and/ or the

technical specifications, in case of acceptance of the tender bid.

5. We undertake to be bound by the tender and the acceptance letter, which shall constitute a

contract, until execution of the formal contract.

Date:

Note: The tender form must be typed/printed on the letterhead of the tenderer.

Tenderer

Signature: _____________________________________________

Name: ________________________________________________

CNIC: ________________________________________________

Designation: ___________________________________________

Address: ______________________________________________

Witness I

Signature: ________________________________

Name: ___________________________________

CNIC: ___________________________________

Address: __________________________________

Witness II

Signature: ________________________________

Name: ___________________________________

CNIC: ___________________________________

Address: __________________________________


BIDDING DOCUMENTS

FRAMEWORK CONTRACT FOR PURCHASE

OF PAKISTAN BAIT-UL-MAAL

MEDICINES/SURGICAL ITEMS


Invitation for Bids The Medical Superintendent Holy Family Hospital Rawalpindi invites sealed bids from interested

companies/firms/agencies of repute with financially sound background having a valid drug sale license for supply

of Drugs/Medicines/Surgical Disposables/Orthopedic Implants etc for contract following Purchase of medicines

and surgical items for the year 2021-22.

Sr.

No. Detail Tender Fee Estimated

Cost FY-

2021-22

Bid Security Tender

opening date

1 Contract for Zakat Fund

Purchase of Medicines/

Surgical/Orthopedic Items

Rs. 2000/-

08 Million

2% of estimated

cost

24-08-2021 10:30am

2 Contract for PBM Fund Purchase of Oncology/Thalassemia/General Medicines/ Surgical/Orthopedic Items

Rs. 2000/-

03 Million

2% of estimated

cost

24-08-2021 11:00am

1) Separate Bids will be given for above mentioned contract Medicines (As per bidding documents) on basis of

Discount Rates from retail/market price.

2) Bidding shall be conducted through Open Competitive Bidding (Single Stage-Two Envelope) procedures

specified in the Punjab Procurement Rules PPRA 2014 (amended Jan 2016), and is open to all eligible bidders

as defined in the bidding document.

3) Interested eligible bidders may obtain bidding documents and further information from the office of Medical

Social Officer Holy Family Hospital Rawalpindi room no.192/OPD on submission of written application

along with payment of non-refundable fee. Bidding documents are available and can be submitted till 24-08-

2021 up to 10:00 am at office of Medical Social Officer Holy Family Hospital, Rawalpindi

4) Biding documents are also available on Punjab Procurement Regulatory Authority website

(www.ppra.punjab.gov.pk) until the closing date for the submission of bids.

5) Bidding Documents must be accompanied by a Bid Security valid for 120 days as mentioned above in the

form of CDR or Pay Order from a Scheduled Bank of Pakistan.

6) Bids will be opened in the presence of bidders’ representatives who choose to attend in the Office of The

Medical Superintendent Holy Family Hospital Rawalpindi on the closing date and time.

7) The bidders are requested to give their best and final prices as no negotiations are expected.

8) Taxes will be deducted as per applicable government rules.

9) NTN and Sales Tax registration certificate must be provided.

For obtaining any further information or clarifications, please contact at the following.



Ph#051-9290321 (Ext-2013)

http://www.ppra.punjab.gov.pk/

HOLY FAMILYHOSPITAL RAWALPINDI

Terms & Conditions

(For the financial year

2021-22)

Sealed offers are invited from interested companies/firms/agencies of repute with financially sound

background involved in institutional Pharmacy business/Chain of Pharmacies/Distributors having a

valid Retail drug sale license for supply of drugs/medicines/surgical Disposables. Bid should be sent

in the Name of the Medical Superintendent, HOLY FAMILY Hospital Rawalpindi along with the

following documents.

Checklist

Sr.

No.














Sr.

No.












INVITATION FOR BIDS


HOLY FAMILYHOSPITAL, RAWALPINDI

Last date of sale of tender: ` 24-08-2021 till 10:00 am

Place of Submission: M.S Office at HFH, Rawalpindi

Date & Time of Submission of tender/Bid: 24-08-2021 10:30 am

Date & Time of Opening of tender/Bid: 24-08-2021 11:00 am

2. INSTRUCTIONS TO BIDDERS. HOLY FAMILY Hospital, Rawalpindi intends to conclude the framework contract for the supply of

purchase of Medicines/Disposable Items on day to day basis & on free Delivery to Consignee’s end

basis directly to HFH, Rawalpindi.

1. Source of Funds: The Government of Pakistan, Pakistan Bait-Ul-Maal Allocates funds (case to

case basis) for the purchase of expensive medicines to the individual institution under their relevant

head of Account which are utilized by the PBM Committee of HOLY FAMILY Hospital Rawalpindi

for the purchase of medicines/disposable items during the financial year 2021-22.

2. Eligible Bidders: This invitation for bids is open to all Companies/Firms/Institutional Pharmacy

business/Chain of Pharmacies/Distributors having a valid Retail drug sale license for supply of

Drugs/Medicines/Surgical Disposables. The Bidder shall also have to submit a copy of registration

Certificate/Drug Sale License. The Bidders shall not be under a declaration of ineligibility for corrupt and

fraudulent practices, declared by any Government (Federal/Provincial/District).

3. Eligible Goods and Services: All goods and related services to be supplied under the contract shall have

their origin in eligible sources countries and all expenditures made under the contract shall be limited to such

goods and services. For this purpose, the term “Goods” includes any Goods that are the subject of this invitation

for bids and the term “Services” shall include related services such as transportation etc.

4. Cost of Bidding: The bidder shall bear all costs associated with the preparations and submission of

its bid and the Procuring Agency shall in no case be responsible or liable for those costs regardless of

the manner or outcome of the bidding process.

5. Bidding Procedure:

(I). All the procurement procedures will be done strictly in accordance with the PPRA Rules, 2014

(Amended 2016). Single stage/two envelops bidding procedure shall be applied. The Envelops shall be marked

as FINANCIAL PROPOSAL and TECHNICAL PROPOSAL in bold and in legible letters. Envelops shall

then be sealed in an outer envelope. The Financial proposal of bids found technically non-responsive shall be

returned un-opened to the respective bidders.

(II). The inner envelops shall also indicate the name and address of the bidder to enable the bid to be returned

unopened in case it is declared as “non-responsive” or “late”.

(III). The envelope must also clearly show the Bid title and bidder’s name and address. Failure to comply with

this requirement may result in rejection of the bid and the committee decision in this regard shall be final. Bids

submitted after the prescribed time shall not be entertained.

(IV). Only technical proposal of all bidders will be opened by the tender opening committee. The financial

proposal will be opened by tender opening committee of responsive/ technically successful bidders later on the

declared time, place & date. Financial proposal of the non-responsive/ technically unsuccessful bidders will be

returned as such to them on that date without opening their financial offers as per PPRA Rules 2014.

(V). All the pages of technical & financial bids should be marked as page. No. and Substandard, broken seal &

substituted bids will not be acceptable.

6. Language of Bid: The Bid prepared by the Bidder as well as all correspondence and documents relating to the bid

exchanged by the bidder and the Procuring Agency shall be written in English or Urdu.

7. Documents Comprising the Bid: The Bid shall comprise the following components;

(I) Documentary evidence established in accordance with the instruction to bidders that the bidder is eligible to bid

and is qualified to perform the contract if its bid is accepted.

(II) Documentary evidence established in accordance with the instruction to bidders that the goods to be supplied by

the bidder are eligible goods.

(III) Bid Security furnished in accordance with the instructions to bidders.

8. Bid Currencies: Discounted prices shall be quoted in Pak Rupees.

9. Bid Prices:

(I) The Bidder shall indicate on the appropriate price Schedule the discount rate on retail price of all

medicines/disposable items.

(II) Form of price schedule is to be filled in very carefully, preferably typed. Any alteration/correction must be

initialed. Every page is to be signed and stamped at the bottom.

(III) The Bidder is required to offer competitive discount prices. All discount prices must include the General Sale

Tax (GST) 4.5% and other taxes and duties, where applicable. If there is no mention of taxes, the offered/quoted

price shall be considered as inclusive of all prevailing taxes/duties. The benefit of exemption from or reduction in the

GST or other taxes shall be passed on to the Procuring Agency.

(IV) Conditional Offer shall be considered as non-responsive.

(V) While tendering your quotation, the present trend/inflation in the rate of goods and services in the market should

be kept in mind. No request for increase in price due to market fluctuation in the cost of goods and services shall be

entertained.

10. Documents Establishing Bidder’s Eligibility and Qualification

IV. The Bidder shall furnish, as part of its technical bid, documents establishing the Bidder’s

eligibility to bid and its qualifications to perform the Contract if its bid is accepted.

V. The documentary evidence of the Bidder’s eligibility to bid shall establish to the Procuring Agency’s

satisfaction that the Bidder, at the time of submission of its bid, is an eligible as defined under tender

form.

VI. The documentary evidence to be submitted in the Technical Proposal for the purposes of qualification

and technical evaluation shall include:

(j) The Supplier/ agent shall have to produce letter of authorization from Manufacturer and in case of

Manufacturer, documentary proof to the effect that they are the original Manufacturer of the required

goods shall be provided strictly as per specimen form attached.

(k) National Tax Number (NTN) and General Sales Tax Number (if applicable) with documentary proof

shall have to be provided by each Bidder in the tender.

(l) The Bidder should have minimum one-year experience in the market / institutions. The documentary

proof shall have to be provided in this regard.

(m) The bidder shall submit an affidavit on legal stamp paper of Rs.100/- that their firm is not blacklisted

on any ground by any Government (Federal, Provincial/District). The Bidder shall be debarred from

bid on account of submission of false statement.

(n) The Bidder shall provide firm’s balance sheet, latest tax paid, audit inspection report (if undertaken)

and at least one year bank statement.

(o) The bidder shall submit an affidavit worth Rs.100/- that he accepted all terms and conditions of

tender documents and PPRA Rules 2014 (Amended 2016) and shall continue the same in future, duly

signed and stamped.

(p) The bidder shall submit an affidavit worth Rs.100/- that all the prices quoted are reasonable.

(q) An affidavit on stamp paper of Rs.50/- that the firm shall provide Medicines/Disposable items

according to the Drug Act 1976 & Government Rules/DRAP ACT 2012, policy throughout the

contract period.

(r) Company Profile on letter head of the Firm.

11. Bid Security: The Bidder shall furnish 2% bid security of PBM Fund Rs.3000000/- (Thirty Lac Only) in the

shape of call deposit issued by any scheduled bank of Pakistan in the name of the “MEDICAL SUPERINTENDENT,

HOLY FAMILYHOSPITAL RAWALPINDI”.

12. Bid Validity: Bid shall remain valid for the period of 120 days as prescribed by the procuring agency. A bid valid

for shorter period shall be rejected by the Procuring Agency as non-responsive. Subject to sub-rule (5), a procuring

agency shall ordinarily be under an obligation to process and evaluate the bids within the stipulated bid validity period but,

under exceptional circumstances and for reasons to be recorded in writing, if an extension is considered necessary, all

the bidders shall be requested to extend their respective bid validity period but such extension shall not be for more than the

original period of bid validity.

A bidder who:

(a) agrees to the extension of the bid validity period shall also extend the validity of the bid bond or security for the extended

period of the bid validity;

(b) agrees to the procuring agency’s request for extension of bid validity period shall not be permitted to change the substance

of the bid; and

(c) does not agree to an extension of the bid validity period shall be allowed to withdraw the bid without forfeiture of the bid

bond or security.

13. Submission of Bids:

III. Format and Signing of Bids.

The bid shall be typed and shall be signed by the Bidder or a person or persons

duly authorized to bind the Bidder to the Contract. The person or persons signing

the bid shall initial all pages of the bid.

Any interlineations, erasures, or overwriting shall be valid only if they are initialed

by the person or persons signing the bid.

All biding documents to be duly attested (signed and stamped) by the authorized

person of company.

IV. Sealing and Marking of Bids

The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL

PROPOSAL” in bold and legible letters to avoid confusion. The envelopes shall

then be sealed in an outer envelope. The inner and outer envelopes shall be addressed to the Procuring

Agency at the address given in the Invitation for Bids.

The inner envelopes shall also indicate the name and address of the Bidder to enable the bid to be

returned unopened in case it is declared as non-responsive or late. If the outer as well as inner envelope

is not sealed and marked properly, the Procuring Agency shall assume no responsibility for the bid’s

misplacement or premature opening.

14. Deadline for Submission of Bids:

Bids must be submitted by the Bidder and received by the Procuring Agency at the address specified

under invitation for bids not later than the time and date specified in the Invitation for Bids / according to

advertisement schedule.

Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by

the Procuring Agency shall be rejected and returned unopened to the Bidder. In case of surgical disposable

items, submission of samples last date will be same as last date of receipt of bids.

15. Opening and Evaluation of Bids:

V. Opening of Bids by the Procuring Agency.

The Procuring Agency shall initially open only the envelopes marked “TECHNICAL

PROPOSAL” in the presence of Bidders’ representatives who choose to attend, at the time,

on the date, and at the place specified in the Invitation for Bids. The Bidders’ representatives

who are present shall sign the Attendance Sheet as evidence of their attendance. However, the

envelope marked as “FINANCIAL PROPOSAL” shall remain unopened and shall be

retained in safe custody of the Procuring Agency till completion of the evaluation process.

The Bidders’ names, item(s) for which they quoted their rate and such other details as the

Procuring Agency, at its discretion, may consider appropriate, shall be announced at the

opening of technical proposal. No bid shall be rejected at technical proposal/ bid opening,

except for late bids, which shall be returned unopened to the Bidder. However, at the opening

financial proposals (the date, time and venue would be announced later on), the bid prices,

discounts (if any), and the presence or absence of requisite bid Security and such other details

as the Procuring Agency, at its discretion, may consider appropriate, shall be announced.

The Procuring Agency shall prepare minutes of both the technical proposal as well as the

financial proposal bid opening.

VI. Clarification of bids

During evaluation of the bids, the Procuring Agency may, at its discretion, ask the Bidder for a

clarification of its bid. The request for clarification and the response shall be in writing, and no

change in the prices or substance of the bid shall be sought, offered, or permitted.

VII. Preliminary Examination

The Procuring Agency shall examine the bids to determine whether they are complete,

whether any computational errors have been made, whether required sureties have been furnished,

whether the documents have been properly signed, and whether the bids are generally in order.

In the financial bids the arithmetical errors shall be rectified on the following basis. If there is a

discrepancy between the unit price and the total price that is obtained by multiplying the unit price

and quantity, the unit price shall prevail, and the total price shall be corrected. If the bidder does not

accept the correction of the errors, its bid shall be rejected, and its bid Security may be

forfeited. If there is a discrepancy between words and figures, the amount in words shall prevail.

The Procuring Agency may waive any minor informality, nonconformity, or irregularity in a bid

which does not constitute a material deviation, provided such waiver does not prejudice or affect

the relative ranking of any bidder.

Prior to the detailed evaluation, the Procuring Agency shall determine the substantial

responsiveness of each bid to the bidding documents. For purposes of these Clauses, a substantially

responsive bid is one, which conforms to all the terms and conditions of the bidding documents

without material deviations. Deviations from, or objections or reservations to critical

provisions, such as those concerning Applicable Law, Drugs Act, Taxes & Duties and GMP

practices shall be deemed to be a material deviation for technical proposals and Bid Security for

financial proposals. The Procuring Agency’s determination of a bid’s responsiveness is to be based

on the contents of the bid itself without recourse to extrinsic evidence.

If a bid is not substantially responsive, it shall be rejected by the Procuring Agency and may not

subsequently be made responsive by the bidder by correction of the nonconformity.

VIII. Evaluation and Comparison of Bids.

The Procuring Agency shall evaluate and compare the bids, which have been determined to be

substantially responsive. The evaluation of financial proposal shall be on the basis of price inclusive

of prevailing taxes and duties.

All bids shall be evaluated in accordance with the evaluation criteria and other terms and conditions

set forth in these bidding documents.

16. Evaluation Criteria: For the purposes of determining the lowest evaluated bid, facts other than price such as

previous performance, Inspection of plant/factory/premises, previous experience, financial soundness and such other

details as the procuring agency at its discretion may consider appropriate shall be taken into consideration. The

following merit point system for weighting evaluation factors/criteria can be applied for the technical proposals. The

number of points allocated to each factor shall be specified in the evaluation report.

17. Technical Bid Evaluation Criteria:

Sr. No. Criteria/factor Documents Required

1 Knock out clauses/ Checklist Clauses (10x4=40) Relevant Documents

2 General Clauses (6x2=12) Relevant Documents

3 Registered Pharmacy (10) Valid Drug sale License

4 Technical Staff (08) Company Profile in respect of permanent

technical staff along with their qualification

and experience

5 Warehouse (05+05=10)

i. Facility to control of Humidity and

temperature (05)

ii. Cold Chain as per product requirement (warehouse

transport) = (05)

In case the item for which bid is made does not require

cold chain, the numbers for cold chain shall be added to

Facility to control of Humidity and temperature.

Detail of License in reference to the warehouse.

Total Number of licensed warehouse

Covered area of each licensed

Warehouse

Detail of Cold Chain Facility.

6 Past/Previous Experience (1-5 years)= (10)

(02 marks for each year)

Documentary evidence of relevant experience.

7 Financial Position (10)

Criteria (Annual Turnover, Minimum 04 Million)

Bank Statement/Annual Turnover report

Total Marks = 100 Qualifying Marks = 70

After Technical evaluation is completed, the procuring agency shall inform the bidders who have submitted

proposals, the technical scores obtained by their technical proposal and shall notify those bidders whose proposal

did not meet the minimum qualifying mark which is 70 out of 100 or were considered non-responsive.

18. Contacting the Procuring Agency.

No Bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the

bid opening to the time the Contract is awarded.

Any effort by a Bidder to influence the Procuring Agency in its decisions on bid evaluation, bid

comparison, or Contract Award will result in the rejection of the Bidder’s bid and subsequent black

listing. Canvassing by any Bidder at any stage of the Tender evaluation is strictly prohibited.

19. Disqualification of Bidders: The procuring agency shall disqualify a bidder if it finds, at any time, that the

information submitted by firm was false and materially inaccurate or incomplete.

20. Rejection of Bids: The Procuring Agency may reject any or all bids at any time prior to the acceptance of a bid.

The Procuring Agency shall upon request communicate to any Bidder who submitted a bid, the grounds for its

rejection of any or all bids, but is not required to justify those grounds.

21. Announcement of Evaluation Report: The Procuring Agency shall announce the results of the bid evaluation in

form of a report, not inconsistent with Rule 35 of the PPR-2014 giving justification for acceptance or rejection of bids

at least ten days prior to the award of procurement contract.

22. AWARD OF CONTRACT

III. Acceptance of Bid and Award criteria

The Bidder with technically evaluated lowest financial bid, if not in conflict with any other law,

rules, regulations or policy of the Government, shall be awarded the Contract.

IV. Procuring Agency’s right to vary quantities at time of Award. The Procuring Agency reserves the right at the time of Contract award to increase or decrease, the

quantity of goods originally specified in the Price Schedule and Schedule of Requirements without

any change in unit price or other terms and conditions keeping in view the availability of budget /

urgency of item.

23. Notification of Award: Prior to the expiration of the period of bid validity, the Procuring Agency shall notify

the successful Bidder in writing by registered letter that its bid has been accepted. The Notification of award shall

constitute the formation of the Contract.

24. Signing of Contract: Both the parties i.e. procuring Agency and the Successful bidder shall sign with date the

contract on the legal stamp paper. If the successful bidder, after completion of all the codal formalities shows

inability to sign the contract then the firm shall be blacklisted minimum for two years. In such case, the procuring

agency may make award to the next lowest evaluated bidder or call for new bids.

25. Performance Guaranty/Security: The Successful bidder will submit 2% performance Guaranty/security in

shape of Bank Draft issued by any scheduled bank of Pakistan in the name of the “MEDICAL SUPERINTENDENT,

HOLY FAMILYHOSPITAL RAWALPINDI”.

26. Corrupt or Fraudulent Practices: The procuring agency requires that all the stake holders involved in the

bidding process observe the highest standards of ethics during the procurement and execution of such contractors. In

pursuance of this policy, the procuring agency defines for this purpose of this provision, the terms set forth below:

(a) Corrupt Practice means the offering, giving, receiving or soliciting of anything of value to influence the action of

a public official in the procurement process or in contract execution.

(b) Fraudulent practices mean a misrepresentation of facts in order to influence a procurement process or the

execution of a contract.

(c) Shall reject a proposal for award if it determines that the bidder recommended for award has engaged in corrupt pr

fraudulent practices in competing for the contract in question.

(d) shall declare a firm ineligible, either indefinitely or for a stated period of time, if it at any time determines that the

firm was engaged in corrupt or fraudulent practices in completing for or in executing a contract; onus of proof will be

on the firm.

27. Special Conditions of the Contract:

Framework contract means a contract whereby the procurement is made for a certain volume or quantity of a

particular good, a set of goods, services or works over a specific period against an agreed sum or rate per

item or lump sum.

The Contract Means the agreement between the Procuring Agency and the Supplier as recorded in the

contract form signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

The Contract Price means the price payable to the supplier under the contract for the full and proper

performance of its contractual obligations.

The Goods means the Drug/Medicines/Surgical Items, which the supplier is required to supply to the

procuring agency under the contract.

The Procuring Agency means the PBM Committee, HOLY FAMILY Hospital, Rawalpindi.

The Supplier means the individual or firm supplying the goods under this contract.

Bidder shall have to supply such quantity of medicines/Disposable items to the Medical Social Officer

HOLY FAMILY Hospital, Rawalpindi on receipt of orders/demand from concerned MSO on free delivery

basis to the hospital.

Prices charged by the supplier for goods delivered under the contract shall not vary from the prices quoted by

the supplier in its bid and shall remain the same till expiry of the original bid validity period provided the

procuring agency’s request for bid validity extension.

This contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive

jurisdiction.

Any Notice given by one party to the other pursuant to this contract shall be sent to the other party in writing

and confirmed to other party’s address specified in special conditions of contract.

The Payment to vendor shall be in Pak Rupees. The payment shall be made to the supplier on receipt of

original delivery challan/invoice including those of GST (if applicable) in duplicated duly completed in all

respect and signed & stamped by the concerned.

In case of any dispute, concerning the interpretation and application of this contract shall be settled through

arbitration.

Tenderer must have valid Drug Sale License, should be financially sound and well reputed. Bad reputed will

not be entertained.

Bids shall remain valid for a period of three months after opening of Technical bid. A bid valid for shorter

period shall be rejected as non-responsive.

Facility of the supplies must be available round the clock.

Contract will be awarded to the tenderer offering highest discount/Lowest Special Rate to the Hospital.

The validity of the contract will be till 30-06-2022, can be extended upon the agreement between both

parties.

The offered discounts shall be from the maximum retail prices of medicines fixed by the Government of the

Pakistan or Manufacturers (where government has permitted to do so) or sole importers. Offers can be given on

the basis of maximum discount.

For the calculation of maximum retail price of those items where price is not printed on the product the retail

price will be finalized after survey/quotations.

The tenderer must have the drug sale license/manufacturer license /distribution license and should have the

comprehensive storage facilities for drugs/medicines/Surgical items.

The supplier/tenderer background should be financially sound, based on authentic bank statement.

The supplier/tenderer shall be solely responsible for provision and stocking of quality medicines at all times

strictly in accordance with the provision of the drug act 1976 and drug sales rules 2007/DRAP Act 2012 and

will be responsible for the quality/quantity of drugs supplied by them.

The supplier/tenderer shall ensure availability of wide range of medicines/surgical disposables including those

contained in hospital Formulary. In case of default, the Procuring Agency may take appropriate action

including fine.

The price of medicines/surgical disposable item shall in no way be more than the market prices (retail price)

and the discount offered by the bidders to the hospital will be based on its maximum retail price.

No bidder shall be allowed to alter or modify his bid after the bid has been opened. However, the procuring

agency may seek and accept clarifications to the bid that do not change the substance of the bid.

The authority may reject all bids or proposals at any time prior to the award of contract without assigning

any reason.

The bidder with the highest discount, if not conflict in any other law, rules, regulations or policy of the

Government of Pakistan/Punjab, shall be awarded the procurement award.

A procuring agency, at any stage of the procurement proceedings, may require the suppliers or contractors to

provide information concerning their professional, technical, financial, legal or managerial competence

whether already prequalified or not.

No offer will be considered if it is submitted without call deposit by registered firm in the name of Medical

Superintendent Holy Family Hospital Rawalpindi/received after the date and time fixed for its receipt/

unsigned/ambiguous/not typed on letterhead/overwritten/conditional/given by the firm black listed, suspended or

removed from the approval list of the Health Department Government of Punjab, Autonomous Health institutions or by

the Federal Government/all the pages of tender not signed properly at the bottom.

Successful bidder is bound to supply the full ordered quantities of all the desired brands except those, which are

actually not available in the market.

The supplier will be responsible for free replacement of stocks if found not of the same specifications as

required on the demand from case to case basis. In case of non-supply, the same will be purchased from the

local market and the amount will be deducted from the bills of contractor pending in the purchase

department.

Unregistered/substandard/spurious/misbranded/expired drug will be forfeited by the authorities and legal action will be

taken against the Contractor. The contractor shall be responsible for providing standard quality medicines/

disposable/items.

Bills will be submitted on monthly basis by the supplier.

In case of any dispute the decision of the Medical superintendent/ Grievance Committee of Holy Family

Hospital Rawalpindi, will be final.



Ph#051-9290321 (Ext-2013)

FORMS/LETTERS TECHNICAL EVALUATION BIDDING DOCUMENTS OF TENDER

MEDICINES/SURGICAL ITEMS FOR THE FINANCIAL YEAR 2021-22 (PBM Fund)

Name of firm: A S S E S S M E N T FOR ELIGIBILITY MA RKS.

Sr.

No.














Sr.

No.












MANUFACTURER’S AUTHORIZATION FORM To,

The Medical Superintendent

Holy Family Hospital, Rawalpindi

Whereas M/S._______________________________ who are established and reputable

Supplier/Manufacturer/Distributer of Medicines/Surgical items having

factory/Office/Pharmacy located at_______________________________ do hereby

authorize____________________ to submit a discounted bid, and sign the contract with you

against this tender for the goods manufactured by the company. We hereby extend our full

guarantee and warranty as per the Clauses of the General Conditions of Contract for the

goods offered for supply by the above firm against this Invitation for Bids.

{Signature on behalf of manufacturer/Distributor _}

Note: This letter of authority should be on the letterhead of the Manufacturer and should be

signed by a person competent and having the power of attorney to bind the Manufacturer. It

must be included by the bidder in its bid.

Bid Form Date: __________

No: ___________

To,

The Medical Superintendent, Holy Family Hospital, Rawalpindi.

Having examined the Bidding Documents, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer the supply and deliver the goods specified in and

in conformity with the said Bidding Documents in accordance with the Schedule of Prices

attached herewith and made part of this bid.

Sr.

No.

Category Discount Offered In figures Discount Offered In Words

1 National Medicines

2 Multi National Medicines

3 Surgical/Disposable Items

We undertake, if our bid is accepted, to deliver the goods in accordance with

the delivery schedule specified in the Schedule of Requirements. If our bid is accepted, we

shall submit 2% as performance security (in shape of bank draft) of the contract price.

We agree to abide by this bid for a period of 120 days from the date fixed for bid

opening under instruction to the bidders, and it shall remain binding upon us and may be

accepted at any time before the expiration of that period. Until a formal Contract is prepared

and executed, this bid, together with your written acceptance thereof and your notification of

award shall constitute a binding Contract between us. We understand that the Procuring

Agency is not bound to accept the lowest or any bid, Procuring Agency may receive.

Name and address of

bidder:____________________________________________________________________________

_______

Dated this day of _20 __

Signature (in the capacity of)

Duly authorized to sign bid for and on behalf of.

TENDER FORM

1. We, _____________________________________[Name and Address of the tenderer],

having read, understood and accepted the tender document, including the addendum(s), if any,

offer to supply the goods in conformity what the said tender document,

to_______________________________________ [Name and addresser of purchaser], for the total

tender Price of PKR (in figures ) (in words___________________),

i n accordance w i t h the pr ice schedule and the executive schedule, attached hereto and made

part of the tender.

2. We undertake that the tender bid shall have a minimum validity period of 120 days from the

last date of submission of the tender bid and may be accepted at any time before the expiration of

the period.

3. We undertake to provide the performance guarantee to give satisfactory assurance of our ability and

intention, for due performance/execution of the contract in accordance with the terms and conditions

of the contract, in case of acceptance of the bid.

4. We undertake that we shall be represented by an agent in the country equipped and able to carry

out the stocking obligations prescribed in the terms and conditions o f the contract and/ or the

technical specifications, in case of acceptance of the tender bid.

5. We undertake to be bound by the tender and the acceptance letter, which shall constitute a

contract, until execution of the formal contract.

Date:

Note: The tender form must be typed/printed on the letterhead of the tenderer.

Tenderer

Signature: _____________________________________________

Name: ________________________________________________

CNIC: ________________________________________________

Designation: ___________________________________________

Address: ______________________________________________

Witness I

Signature: ________________________________

Name: ___________________________________

CNIC: ___________________________________

Address: __________________________________

Witness II

Signature: ________________________________

Name: ___________________________________

CNIC: ___________________________________

Address: __________________________________

HOLY FAMILY HOSPITAL RAWALPINDI

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