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PUNJAB INSTITUTE OF CARDIOLOGY, LAHORE

Ph: No. 99203051 – 60

BIDDING DOCUMENTS

Bidding Documents Short Tender of PIC, Lahore for Medicine in Bulk, Anesthesia & Cadiac Surgery and Angio

Cardiology for the year 2019-2020.

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Invitation for Bids Punjab Institute of Cardiology, Lahore.

Procurement of Medicine in Bulk, Anesthesia & Cardiac Surgery and Angio Cardiology

Punjab Institute of Cardiology, Lahore invites sealed bids from the eligible bidders for supply of Drugs/Medicines and Surgical Disposable Items etc. to meet the requirement of the institution. Detailed description and quantities of Drugs/Medicines and Surgical Disposable Items etc. are given in the Bidding Documents. 2. Interested eligible bidders may get the Bidding Documents at the address mentioned below on submission of written application alongwith payment of nonrefundable fee of Rs. 1000/- (One Thousand only). Bidding Documents shall be issued upto 01/02/2020 only during office hours. 3. Bidding will be conducted through Single Stage – Two Envelopes bidding procedure as per Rule 38 (a) of Punjab PPRA-2014. 4. Bids must be delivered to the Meeting Room of Punjab Institute of Cardiology, Lahore, at or before 10:00 hours on 25/02/2020. Bid security of @ 2% of the estimated price in the shape of call deposit required to be supported with the financial bid. Late bids will be rejected. Bids will be opened in the presence of the bidder’s representatives who choose to attend at the Meeting Room of Punjab Institute of Cardiology, Lahore at 11:00 hours.28/06/2016 5. The Bidders are requested to give their best and final prices as no negotiations on the prices are allowed.

For and on behalf of Medical Superintendent Punjab Institute of Cardiology, Lahore

Telephone(s) : +92-42-99200031 Facsimile : +92-42-99203204

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Bid Data Sheet ITB Ref Description Detail

N/A Commencement of sale of Bidding Document from 01/02/202014/06/2017 N/A Last date of sale of Bidding Document 25/02/2020 (Anesthesia & Cardiac Surgery, Medicine and Angio Cardiology) till 10: 00 a.m. ITB Clause 24 Last date and time for the receipt of bidding document 25/02/2020, 10:00 hours N/A Pre-bid meeting date, time and venue 10/02/2020, 11:00 hours in the Meeting Room, Punjab Institute of Cardiology, Lahore ITB Clause 27 Date, time and venue of opening of technical bids 25/02/2020 at 11:00 hours in the Meeting Room of Punjab Institute of Cardiology, Lahore ITB Clause 16 Bid currency PKR ITB Clause 13 Language of bid English or Urdu ITB Clause 20 Amount of bid security @ 2% of the estimated price. ITB Clause 21 Bid validity period 120 Days ITB Clause 09 Bidding procedure Single stage – Two Envelop procedure ITB Clause 27 Address for communication: ITB Clause 41 The Performance Guarantee: 5% of the Contract Value

For and on behalf of Medical Superintendent, Punjab Institute Cardiology, Lahore, Pakistan


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SECTION 1 Invitation to Bid

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Letter of Invitation SUBJECT: Procurement of Anesthesia & Cardiac Surgery, Medicine in Bulk, Angio Cardiology on 25/02/2020. Dear Sir/ Madam. 1. Punjab Institute of Cardiology, Lahore invites sealed bids from the eligible bidders for supply of Drugs/Medicines Items etc. to meet the requirement of Director General Health Services, Punjab, Lahore in quantities and specifications more specifically described in Section III of the Bidding Documents. 2. Bidding shall be conducted as per the procedure specified in the Bidding Documents. 3. Interested bidders may obtain further information and inspect the Bidding Documents at the address given below from 08:00 hours to 15:00 hours on any working day before closing date or the same can be examined online at the PPRA website (www.ppra.punjab.gov.pk) until the closing date for the submission of bids. 4. A complete set of original Bidding Documents shall be purchased from the below mentioned office on all working days from 08:00 hours to 15:00 hours on submission of a written application and payment of non-refundable fee of Pak Rupees 1000/- only.

5. Prospective bidders may note that the pre-bid meeting will be held at 11:00 hours on 10/02/2020 in the Meeting Room of Punjab Institute of Cardiology, Jail Road, Lahore Pakistan.

6. Bids must be delivered, in the manner prescribed, at or before 10:00 hours on 25/02/2020. Late Bids will be rejected. Bids will be opened on the same day at 11:00 hours in presence of bidders or their representatives, who choose to be present. 7. All bids (financial) must be accompanied with a bid security which is @ 2% of the estimated price in form of a Call Deposit receipt (CDR). 8. In an event where the last date for submission of bids be declared a public holiday the due date for submission and opening of bids shall be the following working day at the same appointed timings and venue. 9. Interested bidders may visit Government of the Punjab, Health Department websites http:// www.ppra.punjab.gov.pk for more information. NOTE: Company will pay 2% of the contract value in lieu of International Drug Testing fee (1 or more depending ordered order quantity amounting to Rs.10 Million or more).

For and on behalf of Medical Superintendent Punjab Institute of Cardiology, Lahore, Pakistan


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Bidders are advised to read the contents of the Instruction to Bidders (ITB) carefully

SECTION II Instructions to Bidders

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1. Scope of Bid 1.1 Punjab Institute of Cardiology, Lahore invites bids for supply of Drugs/Medicines Items etc. to meet the requirement of Punjab Institute of Cardiology, Lahore specified in the Schedule of Requirements along with Technical Specifications.

2. Source of Funds 2.1 The Government of Punjab.

3. Eligible Bidders. 3.1 This Invitation for Bids is open to all PHARMACEUTICALS manufacturers / sole (agents / distributors / importers) for supply of Goods more specifically described in the Schedule of Requirement (Section-III.) 3.2 Government-owned enterprises in Pakistan may participate only if they are legally and financially autonomous and authorized to participate in bidding. 3.3 The Agent/ Supplier/ Importer must possess valid authorization from the Manufacturer and shall have to submit a copy of Memorandum of Association/ Partnership deed registered with the Registrar of Companies. However, in case of Manufacturer, they should have a documentary proof as prescribed in the Bid Form Section V to the effect that they are the original Manufacturer of the required specifications of Goods. 3.4 Bidders under a declaration of ineligibility for corrupt and fraudulent practices issued by any Government (Federal, Provincial or Local) or a public sector organization are NOT ELIGIBLE.

4. Corruption and Fraud. 4.1 The Government of Punjab defines Corrupt and Fraudulent Practices as “the offering, giving , receiving, or soliciting of anything of value to influence the action of a public official or the supplier or contractor in the procurement process or in contract execution to the detriment of the Procuring agencies; or misrepresentation of facts in order to influence a procurement process or the execution of a contract , collusive practices among bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive the Procuring agencies of the benefits of free and open competition and any request for, or solicitation of anything of value by any public official in the course of the exercise of his duty”

4.2 Indulgence in corruption and fraudulent practices is liable to result in rejection of Bids, cancellation of contracts, debarring and blacklisting of the Bidder, for a stated or indefinite period of time.

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5. Eligible Goods and Services. 5.1 All goods and related services to be supplied under the contract shall conform to the policies of the Government of Punjab in vogue. All expenditures made under the contract shall be limited to such goods and services. For purposes of this clause, (a) the term “Goods” Includes any goods that are the subject of this Invitation for Bids and (b) the term “Services” includes related ancillary services such as transportation, insurance, after sale service etc.

6. Cost of Bidding. 6.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

7. Bidding for Selective Items. 7.1 A Bidder, if he so chooses, can bid for selective items from the list of goods provided for in the Schedule of Requirements. A Bidder is also at a liberty to bid for all the goods mentioned in the Schedule of Requirements. However, Bidders cannot bid for partial quantities of an item in the Schedule of requirement. THE BID MUST BE FOR THE WHOLE QUANTITY OF AN ITEM REQUIRED IN THE SCHEDULE OF REQUIREMENT.

The Bidding Procedure 8. The Governing Rules.

8.1 The Bidding procedure shall be governed by the Punjab Procurement Rules, 2014 of the Government of Punjab.

9. Applicable Bidding Procedure. 9.1 The bidding procedure is governed by Rule 38 “Procedures of Open Competitive Bidding” sub-rule (a) “Single stage – Two Envelop procedure”. Bidders are advised also to refer to the Bid Data Sheet above to confirm the Bidding procedure applicable in the present bidding process. 9.2 The bidding procedure prescribed in the Bid Data Sheet above is explained in the table below.

Single Stage: Two Envelope Procedure i) The bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal; ii) the envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion; iii) initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened; iv) the envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of Procuring Agency without being opened; v) the Procuring Agency shall evaluate the technical proposal, without reference to the price and reject any proposal which do not conform to the specified requirements; vi) during the technical evaluation no amendments in the technical proposal shall be permitted; vii) the financial proposals of bids shall be opened publicly at a time, date and venue to be announced and communicated to the Bidders in advance; viii)After the evaluation and approval of the technical proposal the Procuring Agency shall at a time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. The financial proposal of bids found technically non-responsive shall be returned unopened to the respective Bidders; and ix) The bid found to be the lowest evaluated, shall be accepted.

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The Bidding Documents 10. Contents of the Bidding Documents

10.1 The goods required, applicable bidding procedures, and Contract terms are prescribed in the Bidding Documents. In addition to the Invitation for Bids, the Bidding Documents include: (a) Instructions to Bidders (ITB) (b) Schedule of Requirement. (c) Technical Specifications. (d) Evaluation Criteria. (e) Bid Forms i) Letter of Intention ii) Affidavit iii) Technical Forms iv) Financial Forms (f) General Conditions of the Contract (g) Special Conditions of Contract, (h) Draft Contract. 10.2 The “Invitation for Bids” is not a formal part of the Bidding Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid and the Bidding Documents listed in 10.1 above, the Bidding Documents shall take precedence. 10.3 The Bidder is expected to examine all instructions, forms, terms, and specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or to submit a bid not substantially responsive to the Bidding Documents in every respect shall be at the Bidder’s risk and may result in the rejection of its bid.

11. Clarification(s) on Bidding Documents. 11.1 A prospective Bidder requiring any clarification(s) on the Bidding Documents may notify the Procuring Agency1 in writing at the Procuring Agency’s address indicated in the Bid Data Sheet. The Procuring Agency shall respond in writing to any request for clarification(s) of the bidding documents, which it receives no later than ten (10) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids. Written copies of the Procuring Agency’s response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective Bidders that have received the Bidding Documents.

12. Amendment(s) to the Bidding Documents. 12.1 At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification(s) requested by a prospective Bidder, may modify the Bidding Documents by amendment(s). 12.2 All prospective Bidders that have received the Bidding Documents shall be notified of the amendment(s) in writing through Post, e-mail or fax, and shall be binding on them. 12.3 In order to allow prospective Bidders reasonable time for taking the amendment(s) into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids. 12.4 One person one bid:- (1) in any procurement one person may submit one bid and if one person more than one bids. The procuring agency shall reject all such bids. 1 In this case Health Department, Government of the Punjab is the Procuring Agency.

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Preparation of Bids 13. Language of Bids.

13.1 All correspondences, communications, associated with preparation of Bids, clarifications, amendments, submissions shall be written either in English or Urdu or both languages. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages in English or Urdu, in which case, for purposes of interpretation of the Bid, the said translation shall take precedence.

14. Documents comprising the Bids. 14.1 The Bid shall comprise of the Bid Forms of this Bidding Document and all those ancillary documentation that are prescribed for the eligibility of the bidders and goods and ancillary services that are found necessary and highlighted in the Bid Forms in Section V. 14.2 The Bidder shall complete the Bid Forms and an appropriate Price Schedule furnished in the bidding documents, indicating the goods to be supplied, a brief description of the goods, their general and specific characteristics, ancillary services that the bidder is willing or required to provide along with the proposed price.

15. Bid Price. 15.1 The Bidder shall indicate on the appropriate form prescribed in this Bidding Document the unit prices and total bid price of the goods, it proposes to supply under the Contract. 15.2 Form prescribed for quoting of prices 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. Serial number of the quoted item may be marked with red/yellow marker. 15.3 The Bidder should quote the prices of goods according to the technical specifications as provided in Section III of this document. The technical specifications of goods, different from the required specifications, shall straightway be rejected. 15.4 The Bidder is required to offer a competitive price. All prices must include the 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. 15.5 The benefit of exemption from or reduction in the taxes and duties shall be passed on to the Procuring Agency. 15.6 Prices offered should be for the entire quantity of an item demanded in the Schedule of Requirement; partial quantity offers

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shall straightaway be rejected. Conditional offer shall also be considered as non-responsive Bid. 15.7 While making a price quote, 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.

16. Bid Currencies. 16.1 Prices shall be quoted in Pak Rupees.

17. Samples. 17.1 The Bidder shall provide samples of quoted goods alongwith the bid at his own cost and in a quantity prescribed by the Procuring Agency in Section III. However, samples of cold chain (perishable) goods will be called later at the time of technical evaluation of bids.

18. Documentation on Eligibility of Bidders. 18.1 Bidder shall furnish, as part of its bid (Bid Form) as specified in Section V, documents establishing the Bidder’s eligibility to bid and its qualifications to perform the Contract if its bid is accepted. 18.2 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 ITB Clause 3 above.

19. Documentation on Eligibility of Goods. 19.1 The Bidder shall furnish, as part of its bid (Bid Form) as specified in Section V, documents establishing the eligibility and conformity to the bidding documents of all goods, which the Bidder proposes to supply under the Contract.

20. Bid Security. 20.1 The Bidder shall furnish, as part of its bid, a Bid Security in the amount specified in the Bid Data Sheet. Unsuccessful bidder’s bid security shall be discharged or returned soon after announcement of the successful bids. 20.2 The successful Bidder’s bid security shall be discharged upon signing of contract and furnishing the performance security. 20.3 The bid Security may be forfeited: (a) if a Bidder withdraws its bid during the period of bid validity; or

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(b) in the case of a successful Bidder, if the Bidder fails to sign the Contract or fails to provide a performance security (if any).

21. Bid Validity. 21.1 Bids shall remain valid for the period identified in the Bid Data Sheet after the date of opening of technical bid prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive. 21.2 The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However under exceptional circumstances and for reason to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity. 21.3 Bidders who,-

(a) agree to the Procuring Agency’s request for extension of bid validity period shall not be permitted to change the substance of their bids; and

(b) do not agree to an extension of the bid validity period shall be allowed to withdraw their bids without forfeiture of their bid securities.

22. Format and Signing of Bids. 22.1 The Bidder shall prepare and submit its bid and provide original documents, as appropriate. Copies of any documents must be signed and stamped by the bidder. 22.2 The Bid shall be accompanied by the original receipt for payment made for the purchase of the bidding document. In an event where the Bidder has downloaded the bidding document from the web, he will require to get the original payment receipt of the prescribed fee from the Procuring Agency well before the date of submission of bid. 22.3 The original bid shall be typed or written in indelible ink 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 form. 22.4 Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid.

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Submission of Bids 23. Sealing and Marking of Bids.

23.1 The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion. Similarly, the Bidder shall seal the proposals/ bids in separate envelopes. The envelopes shall then be sealed in an outer envelope. 23.2 The inner and outer envelopes shall:

(a) be addressed to the Procuring Agency at the address given in the Invitation for Bids; and

(b) Bid Reference No. indicated in the Bid Data Sheet, and a statement: “DO NOT OPEN BEFORE,” the time and the date specified in the Bid Data Sheet for opening of Bids. 23.3 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”. 23.4 In case the Bidder is bidding for more than one item, they will have to prepare separate price schedule for each item, seal them in separate envelops with naming of items. Envelops of each individual items will further be sealed in one envelope marked as ”Financial Proposal”. This arrangement will enable the Procuring Agency to return bid related to any item of any Bidder unopened in case the item is declared as ineligible or non-responsive. 23.5 If the outer as well as inner envelope is not sealed and marked as required by 23.1 to 23.4 above, the Procuring Agency shall assume no responsibility for the bid’s misplacement or premature opening.

24. Deadline for Submission of Bids 24.1 Bids must be submitted by the Bidder and received by the Procuring Agency at the address on the time and date specified in the Bid Data Sheet. Bids received later than the time and date specified in the Bid Data Sheet will stand summarily rejected. 24.2 The Procuring Agency may, in its discretion, extend the prescribed deadline for the submission of bids by amending the bidding documents in accordance with ITB Clause 12 above, in which case all rights and obligations of the Procuring Agency and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.

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25. Late Bids 25.1 Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency pursuant to ITB Clause 24 shall be rejected and returned unopened to the Bidder.

26. Withdrawal of Bids 26.1 The Bidder may withdraw its bid after the bid’s submission and prior to the deadline prescribed for submission of bids. 26.2 No bid may be withdrawn in the period between deadline for submission of bids and the expiration of the period of bid validity specified in Bid Data Sheet. Withdrawal of a bid during this period may result in forfeiture of the Bid Security submitted by the Bidder, pursuant to the ITB Clause 20 above.

Opening and Evaluation of Bids 27. Opening of Bids by the Procuring Agency.

27.1 All bids received, shall be opened by the Procuring Agency publically in the presence of the Bidders or their representatives on the date, time and venue prescribed in the Bid Data Sheet. 27.2 The opening of Bids shall be subject to the Bidding Procedure prescribed in the Bid Data Sheet and elaborated in ITB Clause 9 above. 27.3 All Bidders in attendance shall sign an attendance sheet. 27.4 The Procuring Agency shall open one Bid at a time and read out aloud its contents which may include name of the Bidder, items bided for and unit prices and total amount of the Bid (if applicable). The Procuring Agency may choose to announce any other details which it deems appropriate if not in conflict with the Punjab PPRA-2014, specifically Rule 30 (Opening of Bids) 27.5 The Procuring Agency shall have the minutes of the Bid opening (technical and when applicable financial) recorded. 27.6 No bid shall be rejected at technical proposal/ bid opening, except for late bids, which shall be returned unopened to the Bidder 27.7 The financial bids found having without Bid Security shall also be returned unannounced to the Bidders. However, prior to return to the Bidder, the Chairman of the Purchase/ Procurement Committee shall record a statement giving reasons for return of such bid(s).

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28. Clarification of Bids. 28.1 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.

29. Preliminary Examination. 29.1 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. 29.2 In the financial bids the arithmetical errors shall be rectified on the following basis. a) 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. b) If the Bidder does not accept the correction of the errors, its bid shall be rejected, and its Bid Security may be forfeited. c) If there is a discrepancy between words and figures, the amount in words shall prevail. 29.3 The Procuring Agency may waive any minor formality, 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. 29.4 Prior to the detailed evaluation, the Procuring Agency shall determine the substantial responsiveness of each bid to the bidding documents. For purposes of this clause, 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 Laws, Taxes & Duties and internationally recognized best 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. 29.5 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.

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30. Evaluation of Bids. 30.1 The Procuring Agency shall evaluate and compare the bids, which have been determined to be substantially responsive in accordance with ITB Clause 29 above. 30.2 All bids shall be evaluated in accordance with the Evaluation Criteria and other terms and conditions set forth in these bidding documents. 30.3 For the purposes of comparison of bids quoted in different currencies, the price shall be converted into Pak Rupees. The rate of exchange shall be the selling rate, prevailing on the date of opening of bids specified in the bidding documents, as notified by the State Bank of Pakistan/ National Bank of Pakistan on that day. 30.4 A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids.

31. Qualification of Bidder 31.1 The Procuring Agency, at any stage of the procurement proceedings, having credible reasons for or prima facie evidence of any defect in Bidder’s capacities, may require the Bidder to provide information concerning their professional, technical, financial, legal or managerial competence whether already pre-qualified or not. 31.2 Such qualification shall only be laid down after recording reasons thereof in writing. They shall form part of the records of that procurement proceeding. 31.3 The Procuring Agency shall determine to its satisfaction whether a Bidder, technically and financially qualified and even having the lowest evaluated responsive bid is qualified to perform the Contract satisfactorily. 31.4 The determination can take into account the Bidder’s financial, technical, and production capabilities. It shall be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder, as well as such other information as the Procuring Agency deems necessary and appropriate. Further, during the process of technical evaluation of Bidder, the Procuring Agency may inspect the manufacturing plant/ production capacity/ warehousing system/ practices by a team of experts for assessment, if it deems necessary. 31.5 An affirmative determination shall be a prerequisite for award of the Contract to the Bidder. A negative determination shall result in rejection of the Bidder’s bid, in which event the Procuring Agency shall proceed to the next lowest evaluated bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily. 31.6 The Procuring Agency shall disqualify a Bidder if it finds, at any time, that the information submitted by him concerning his qualification as Bidder was false and materially inaccurate or incomplete.

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32. Rejection of Bids 32.1 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. 32.2 The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 32.1 towards Bidders who have submitted bids. 32.3 Notice of the rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids.

33. Re-Bidding 33.1 If the Procuring Agency rejected all bids in pursuant to ITB Clause 32, it may call for a re-bidding. The Procuring Agency, if it deems necessary may prescribe another method of procurement not inconsistent with the Punjab Procurement Rules-2014. 33.2 The Procuring Agency before invitation for re-bidding shall assess the reasons for rejection and may revise specifications, evaluation criteria or any other condition for Bidders, as it may deem necessary.

34. Announcement of Evaluation Report 34.1 The Procuring Agency shall announce the results of the bid evaluation in form of a report, not inconsistent with Rule 37 of the PPRA-2014 giving justification for acceptance or rejection of bids at least ten days prior to the award of procurement Contract.

35. Contacting the Procuring Agency. 35.1 Subject to ITB Clause 28 above, no Bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the bid opening to the time of announcement of Evaluation Repot. If a Bidder wishes to bring additional information to the notice of the Procuring Agency, it should do so in writing. 35.2 Any effort by a Bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract award may result in the rejection of the Bidder’s bid. Canvassing by any Bidder at any stage of the bid evaluation is strictly prohibited. Any infringement shall lead to disqualification.

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Award of Contract 36. Acceptance of Bid and Award Criteria.

36.1 the Bidder whose bid is found to be most closely conforming to the Evaluation Criteria prescribed in Section IV and having the lowest evaluated bid, if not in conflict with any other law, rules, regulations or policy of the Punjab Government, shall be awarded the Contract, within the original or extended period of bid validity.

37. Procuring Agency’s Right to vary quantities at the time of Award. 37.1 The Procuring Agency reserves the right at the time of award of Contract to increase or decrease, the quantity of goods originally specified in the Schedule of Requirements without any change in unit price or other terms and conditions.

38. Notification of Award. 38.1 Prior to the expiration of the period of bid validity, the Procuring Agency shall notify to the successful Bidder in writing that its bid has been accepted. 38.2 The notification of award shall constitute the formation of the Contract between the Procuring Agency and the successful Bidder. 38.3 The enforcement of the Contract shall be governed by Rule 63 of the PPRA-2014.

39. Limitation on Negotiations. 39.1 Negotiations, that may be undertaken in finalization of the Contract shall not relate to the price or substance of bid specified by the Bidder, but only to minor technical, contractual or logistical details. 39.2 Negotiations may relate to the following areas; (the list is being provided as guidance only and under no circumstances be treated as exhaustive and final):

minor alterations to technical details, such as the scope of work, the specification or drawings;

minor amendments to the Special Conditions of Contract; finalization of payment schedule and ancillary details; mobilization arrangements; agreements on final delivery or completion schedules to accommodate any changes

required by the Procuring Agency; the proposed methodology or staffing; inputs required from the Procuring Agency; clarifying details that were not apparent or could not be finalized at the time of

bidding; The Bidder’s tax liability in Pakistan, if the Bidder is a foreign company.

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Negotiations shall not be used to: substantially change the technical quality or details of the requirement, including the

tasks or responsibilities of the Bidder or the performance of the goods; substantially alter the terms and conditions of Contract; reduce unit rates or reimbursable costs; Substantially alter anything which formed a crucial or deciding factor in the evaluation

of the bids or proposals 40. Signing of Contract.

40.1 After the completion of the Contract Negotiations the Procuring Agency shall send the Bidder the Contract Form provided in the bidding documents, incorporating all agreements between the Parties. 40.2 Within ONE week of receipt of the Contract Form, the successful Bidder and the Procuring Agency shall sign the Contract in accordance with the legal requirements in vogue. 40.3 If the successful Bidder, after completion of all codal formalities shows an inability to sign the Contract then its Bid Security shall stand forfeited and the firm may be blacklisted and debarred from future participation, whether temporarily or permanently. In such situation the Procuring Agency may award the contract to the next lowest evaluated Bidder or call for new bids. 40.4 The Contract shall become effective upon affixation of signature of the Procuring Agency and the selected Bidder on the Contract document, and shall be governed for ONE year period and by the terms and conditions mutually agreed in the contract.

41. Performance Guarantee. 41.1 On the date of signing of Contract, the successful Bidder shall furnish a Performance Guarantee, on the Form and in the manner prescribed by the Procuring Agency. 41.2 The Bid Security submitted by the bidder at the time of submitting its bid shall be returned to the Bidder upon submission of Performance Guarantee. 41.3 Failure to provide a Performance Guarantee by the Bidder is a sufficient ground for annulment of the award and forfeiture of Bid Security. In such event the Procuring Agency may award the contract to the next lowest evaluated bidder or call for new bid.

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SECTION III SCHEDULE OF REQUIREMENTS & TECHNICAL SPECIFICATIONS

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Schedule of Requirements: The supplies shall be delivered in accordance with the subsequent Purchase Orders to be issued by the Punjab Institute of cardiology, Lahore as per following schedule of requirements:- Provincial Health Department: Mode of Penalty 100% Quantity as per Purchase Order Total delivery period Without penalty 75 days2 75 days With penalty @ 0.067 % per day after 60 days of Purchase Order 30 days 105 days District Health Department: Mode of Penalty 100% Quantity as per Purchase Order Total delivery period Without penalty 60 days3 60 days With penalty @ 0.067 % per day after 60 days of Purchase Order 30 days 90 days District wise detail of quantities of drugs and medicines can be obtained from the office of the Purchaser during office hours, however, Division wise detail is as under: 2. The validity of Purchase Order will start from its next date of issuance to the concerned Supplier.

3. As at 2 above No. NAME OF THE MEDICINES Unit APPROXIMATE QUANTITY REQUIRED PLACE OF DELIVERY

Technical Specifications and Sample Size: Note: Samples of Cold Chain (perishable) items will be called later at the time of technical evaluation of bids.

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SECTION IV EVALUATION CRITERIA

BID EVALUATION CRITERIA OF THE HEALTH DEPARTMENT FOR THE PROCUREMENT OF DRUGS / MEDICINE ETC.

1. COMPULSORY PARAMETERS:

Parameters Documents

Drug Manufacturing / Sale License Valid Drug Manufacturing License Issued by DRAP (Formerly known as MOH) for Manufacturers.

Valid Drug Sale License for Importers.

Drug Registration Certificate (DRC) Valid Drug Registration Certificate issued by DRAP (Formerly known as MOH)

Bio-Equivalence Study Report* Report of Labs notified by DRAP*/WHO Audited Labs shall be accepted.

Undertaking Regarding Non Declaration of Spurios / Adultrated batch by DTLs of the Punjab / any Competent Lab quoted item within last one year.

Undertaking on Judicial Papers.

Specifications quoted in the technical offer will be verified from samples provided with the bid. Product that comply 100% with the advertised Specifications and fulfill the requirements as per labeling will be considered for evaluation.

Samples of quoted items.

Good Manufacturing Practices (GMP) Certificate.

Valid Good Manufacturing Practices (GMP) Certificate issued by the Drug Regulatory Authority of Pakistan (DRAP)

Bio-Equivalence Study Report for medicines only from WHO audited and following DRAP notified indigenous Lab:-

i. HEJ Research Institute, Karachi University, Karachi. ii. University of Vaternary & Animal Sciences, Lahore iii. DOW Univarsity of Medical & Health Sciences, Karachi. iv. Faculty of Pharmacy, Islamia University, Bahawalpur.

Report from any other lab notified by DRAP for the said purpose in future will also be considered.

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2. ORDINARY PARAMETERS:

Sr. NO.

Parameters Detail Total

Marks Remarks

1 Past Performance of the bidder (Last two Years) As per bid form 4

Major Institutions Served. Past performance, Contract Execution:

10 The claim required

documentation (Purchase Orders, Receipt Certificate & Delivery Challans etc.) from the concerned institutions

i 1 2

ii 2 to 3 4

iii 4 to 5 6

iv 6 to 7 8

v 8 and above 10

2 Market Experience of quoted product

15 The market experience will not go beyond the date of registration. The market availability in leading pharmacies of quoted item will be calculated from the date of commercial invoice. For parameters (ii) to (iv) the product having less than 1 year experience is ineligible and market availability of quoted item relates to availability in open market other than pharmacies & leading chain stores. Experience will be confirmed from the date of registration.

i

Market Availability of quoted item in leading chain stores & pharmacies for last two years 07

Ii 1-3 years 03

Iii 3-5 years 05

Iv Above 5 years 08

3 Credibility & Certification of Manufacturer

10 Valid copies of certificates / letters required.

i Valid ISO Certification 05

ii

Any Other international reputed certification. 03

iii

Govt./ Semi Govt. & Autonomous institutions other than Health Department. 02

4 Financial Status of bidder

05 Bank Statements are not required. Bidder can provide more than one Bank certificate

i

Last year Audited Balance Sheet 03

ii Tax Returns (Last 3 years) 02

5 Technical Staff of Manufacturer

i Plant Manager

B.Pharm 02

10

The bidder is required to attach attested copy of relevant Degree and appointment letter of concerned technical staff. Attach firms payroll for the last year.

PHD/m.Phil

ii

Production Pharmacist

B.Pharm 02

PHD/m.Phil

iii

Quality Control Manager + Analyst

B.Pharm/MSc Chemistry 02

iv

In Process Quality assurance inspector

B. Pharm. PhD / M. Phil

02

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V

Quality Assurance Manager

B.Pharm/MSc Chemistry

02

Further last year’s pay roll of the firm was required to ensure enrolment of staff.

6 Production Capacity of the Manufacturer

Per day production capacity of quoted items against the total advertised quantity:

10 Importer to provide production capacity of the principal / manufacturer. Manufacturer will submit a certificate in this regard.

i Less than 1% 0

ii 1% 03

iii 1.1% - 1.5% 04

iv 1.6% - 2% 05

V

At least 05 number of batches of quoted item produced during last 12 months by the manufacturer. 03

Iv


7 Batch History for Last Three Years

I

No batch failed during last three years of the quoted item 05

05

The last analysis report of any statutory lab of Pakistan & Quality Control Board considered.

ii

No batch failed during last two years of the quoted item 03

Total Marks: 65 Qualifying marks 70%. The financial bids of technically accepted bidders will be opened publicly at a time to be announced by the procuring Agency and the financial bids found technically non-responsive shall be returned un-opened to the respective bidders. Disqualification of Technical Bids:

Scoring less than qualifying marks.

Firms failed to submit samples alongwith bid.

Provided samples rejected by technical evaluation committee.

Local Institutional Experience would be preferred.

Firms having experience less than one year.

Quoted products must be available in two retail chain pharmacy. NOTE: Bids not conform to above mention any one clause considered ineligible.

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SECTION V BID FORM

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BID COVER SHEET Bid Ref. No. ------------------------ Date---------------------------- Name of the Supplier/Firm Contractor: ----------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------- Address:--------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------- E-mail:__________________________ Phone: __________________________ Facsimile: ________________________ Bid Security. Bid Security attached with Financial Bid YES NO Bid for: : All Items mentioned in the Schedule of Requirements. : Selected Items from the Schedule of Requirements5. List of Selected Items: (In case the Bidder has opted to bid for Selected Items, please type the Serial No6. and the name of the Items selected for Bidding. Use additional Sheets if Required) S. No. Name of the Item Signed: Dated: Official Stamp: Attachment7: Original receipt for the purchase of the bidding documents. 5 In case a bidder is bidding for only some of the items mentioned in the list Technical Specifications , he is advised to take note of ITB Clauses 7 & 15.6 6 The Serial No. of the item as mentioned in the Technical Specifications. 7 The Attachment must be made with the Bid Cover Sheet.

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BID FORM 1 Letter of Intention

Bid Ref No. Date of the Opening of Bids Name of the Contract :{ Add name e.g Supply of Dugs and Medicines etc} To: [Name and address of Procuring Agency] Dear Sir/Madam, Having examined the bidding documents, including Addenda Nos. [insert numbers& Date of individual Addendum], the receipt of which is hereby acknowledged, we, the undersigned, offer to supply and deliver the Goods under the above-named Contract in full conformity with the said bidding documents and at the rates/unit prices described in the price schedule or such other sums as may be determined in accordance with the terms and conditions of the Contract. The above amounts are in accordance with the Price Schedules attached herewith and are made part of this bid. 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 undertake to provide a performance security/guaranty in the form, in the amounts, and within the times specified in the bidding documents. We agree to abide by this bid, for the Bid Validity Period specified in the Bid Data Sheet and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period. Until the formal final Contract is prepared and executed between us, this bid, together with your written acceptance of the bid and your notification of award, shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in Pakistan. We confirm that we comply with the eligibility requirements as per ITB clauses 18 &19 of the bidding documents. Dated this [insert: number] day of [insert: month], [insert: year]. Signed: In the capacity of [insert: title or position] Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]

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BID FORM 2 AFFIDAVIT

I/We, the undersigned solemnly state that: 1) We have read the contents of the Bidding Document and have fully understood it. 2) The Bid being submitted by the undersigned complies with the requirements enunciated in the bidding documents. 3) The Goods that we propose to supply under this contract are eligible goods within the meaning of Clause 18 of the ITB. 4) The undersigned are also eligible Bidders within the meaning of Clause 19 of the ITB. 5) The undersigned are solvent and competent to undertake the subject contract under the Laws of Pakistan. 6) The undersigned have not paid nor have agreed to pay, any Commissions or Gratuities to any official or agent related to this bid or award or contract. 7) The undersigned are not blacklisted or facing debarment from any Government, or its organization or project. 8) It is certified that the company is complying with GMP standard and has not changed any ingredient or any source of any active or inactive ingredient since bioavailability / bioequivalence study conducted by the lab. 9) It is also certified that drugs / medicines offered by the firm will be easily available in the market / cold chain source. 10) It is certified that the prices offered to PIC are not more than the prices charged from any other Govt. / Semi Govt. / Autonomous institutions. In case of over pricing, the firm will be responsible to refund the over charged amount. We affirm that the contents of this affidavit are correct to the best of our knowledge and belief. In case of any discrepancy, the firm will be fully responsible and the institution has right to take any legal action against the firm under the PPRA Rules, 2014.

Signed--------------------------------

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BID FORM 3(A) Name of the Firm Bid Reference No: Date of opening of Bid. Documentary Evidence: Eligibility of the Bidders and Goods Required Documentation (To Be Filled by the Procuring

Agency) Checklist8

(To be initialed by the Bidder against each document)

Relevant Page Number9 in the Bid (To be filled by the Bidder)

Supporting Documents10

(To be filled by the Bidder with name of the documents that are submitted to meet the requirement)

Column:1 Column:2 Column:3 Column:4 Valid Manufacturing License Valid Registration(s) of quoted items Valid Drugs Sale License11

Valid Import License (where applicable) Letter of Manufacturer's authorization Partnership Deed (where applicable) NTN Certificate GST Certificate Letter of Intention Affidavit One year experience evidence Child Labor Free Certificate12

Original Receipt of purchase of Bidding Documents 8 Bidders should only initial against those requirements that they are attaching with the form 3(a). In case they do not have any document to attach the corresponding cell in column 2 should be left blank. 9 Bidders are required to mention the exact page number of relevant document placed in the Bid. 10Bidders are advised to attach all Supporting documents with this form in the order of the requirement as mentioned in column 1. 11 In case of Sole Agent 12 Bidders are required to furnish a certificate to the effect that their firm is free from child labor and having standard child labor free policy

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BID FORM 3(B) MANUFACTURER’S AUTHORISATION13

To: [Name &Address of the Procuring Agency] WHEREAS [name of the Manufacturer] who are established and reputable Manufacturers of [name and/or description of the goods] having factories at [address of factory] do hereby authorize [name and address of Supplier/ Agent] to submit a bid, and subsequently negotiate and sign the Contract with you against the Invitation for Bids (IFB) No. [Reference of the Invitation to Bid] for the goods manufactured by us. We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Bids.

Signature:--------------------------------------. Designation:-------------------------------------- Official Stamp:-----------------------------------

13 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 should be included by the Bidder in its bid.

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BID FORM 4 Firm’s Past Performance14.

Name of the Firm: Bid Reference No: Date of opening of Bid: 03 May 2015 Assessment Period: (One Year as per Evaluation Criteria) Name of the Purchaser/Institution Purchase Order No. Description Of Order Value of Order Date of Completion Purchaser’s15 Certificate 14 Bidders may use additional Sheets if required. 15 All certificates are to be attached with this form.

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BID FORM 5(A) Price Schedule

User Note: This form is to be filled by the Bidder for each individual item and shall submit with Financial Proposal. Name of the Firm: Bid.Ref.No: Date of opening of Bid. S. No. Name of the Item Unit Price (inclusive all applicable taxes) No. of Units Total Price Discounts (if any)

Final Total Price (Inclusive of all taxes) 1 2 3 4 5 6 7 3*4 5-6 TOTAL A) FINAL TOTAL PRICE: -------------------------------------------------- B) DISCOUNT16:-------------------------------------------------- C) FINAL QOUTED PRICE: -------------------------------------------------- (C=A-B) Signature: ------------------------------------------------- Designation: ------------------------------------------------ Date: ------------------------------------------------ Official Stamp: ------------------------------------------ 16 If a Bidder does not wish to offer an item wise discount but intends to offer an overall discount to its quoted price that should be mentioned here.

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BID FORM 5(B) Price Schedule

(Price Analysis) (User Notes): 1. This form is to be filled by the Bidder for each individual item and shall submit with Financial Proposal. Name of the Firm: Bid Reference No: Date of opening of Bid. Sl. No. Name of the Item Unit Price Total Price/Unit No. of Units Total Price Ex-factory, Ex Ware House, Ex-Showroom ,Off the Shelf Sales and Income Tax Other Levies and Duties (if any) Packaging Transportation Costs incidental to delivery Other Incidental Costs as defined in the Schedule of Requirement a b c D e f g h i g=a+b+c+d+e+f i = g*h Signature:------------------------------------------------- Designation:------------------------------------------------ Date:------------------------------------------------ Official Stamp:---------------------------------------------

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BID FORM 6 Performance Guarantee

To: [Name & Address of the Procuring Agency] Whereas [Name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No. [number] dated [date] to supply [description of goods] (hereinafter called “the Contract”). And whereas it has been stipulated by you in the said Contract that the Supplier shall furnish you with a Bank Guarantee by a scheduled bank for the sum of 5% of the total Contract amount as a Security for compliance with the Supplier’s performance obligations in accordance with the Contract. And whereas we have agreed to give the Supplier a Guarantee: Therefore we hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of [Amount of the Guarantee in Words and Figures] and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract and without cavil or argument, any sum or sums within the limits of [Amount of Guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the____________ day of_________, 200 Signature and Seal of the Guarantors/ Bank Address Date

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SECTION VI DRAFT STANDARD

CONTRACT

36

Special Conditions of the Contract AGREEMENT

THIS CONTRACT is made at on day of 2014, between Punjab Institute of Cardiology, Lahore, (hereinafter referred to as the “Purchaser”) of the First Part; and M/s (firm name) a firm registered under the laws of Pakistan and having its registered office at (address of the firm) (hereinafter called the “Supplier”) of the Second Part (hereinafter referred to individually as “Party” and collectively as the “Parties”). WHEREAS the Purchaser invited bids for procurement of goods, in pursuance whereof M/s (firm name) being the Manufacturer/ authorized Supplier/ authorized Agent of (item name) in Pakistan and ancillary services offered to supply the required item (s); and Whereas, the Purchaser has accepted the bid by the Supplier;

NOW THE PARTIES TO THIS CONTRACT AGREE TO THE FOLLOWING; 1. The Contract:

The following documents shall be deemed to form and be read and construed as integral part of this Contract , viz:- a. the Schedule of Requirements. Annex- A b. the Technical Specifications. Annex- B c. the Price Schedule submitted by the Bidder. Annex- C d. the Purchaser’s Notification of Award. Annex- D e. the Purchase Order Annex-E f. the General Conditions of Contract

2. Interpretation: In this Contract words and expressions shall have the same meanings as are respectively assigned to them in the General Conditions of this Contract hereinafter referred to as “Contract”:

3. The Term of the Contract: This contract shall remain valid for one year from the date of signing, unless amended by mutual consent. 4. The Supplier declares as under: i. [Name of the Supplier] hereby declares that it has not obtained or induced the procurement of any Contract, right, interest, privilege or other obligation or benefit form Government of Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled by it (Government of Punjab) through any corrupt business practice. ii. Without limiting the generality of the foregoing, [the Seller/ Supplier] represents and warrants that it has fully declared the brokerage, commission, fees etc, paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a Contract, right interest, privilege or other obligation or benefit in whatsoever form from Government of Punjab, except that which has been expressly declared pursuant hereto. iii. [The Supplier] certifies that has made and shall make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with

37

Government of Punjab and has not taken any action or shall not take any action to circumvent the above declaration, representation or warranty. iv. [The Supplier] accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty.

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It agrees that any Contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Procuring Agency under any law, Contract or other instrument, be void able at the option of Procuring Agency. v. Notwithstanding any rights and remedies exercised by Procuring Agency in this regard, [The Supplier] agrees to indemnify Procuring Agency for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Procuring Agency in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [The Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any Contract, right, interest, privilege or other obligation or benefit in whatsoever form from Procuring Agency. vi. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. The Additional Chief Secretary or his nominee shall act as sole arbitrator. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties.

5. Items to be Supplied & Agreed Unit Cost: (i) The Supplier shall provide to the Purchaser the items on the agreed cost more specifically described in the Price Schedule Submitted by the Bidder (Annex C). (ii) Each Items supplied shall strictly conform to the Schedule of Requirements (Annex A) and to the Technical Specification (Annex B) prescribed by the Purchaser against each item (iii) The Unit Cost agreed in the Price Schedule (Annex C), is inclusive of all taxation and costs associated with transportation and other agreed incidental costs.

6. Payments: The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services, as specified in the Schedule of Requirements and Technical Specification in accordance with the Price Schedule submitted by the Supplier, the amount against the delivered items or such other sum as may become payable under the provisions of this Contract at the time and in the manner prescribed by this Contract.

7. Mode of Payment: All payments to the Supplier shall be made through Crossed Cheques issued in the name of *supplier’s name+

8. Payment Schedule: All payments to the Supplier shall be made in accordance with the agreed Payment Schedule at Annex: F, upon satisfactory completion of delivery and fulfillment of documentary and Codal formalities highlighted in the Payment Schedule at Annex F.

9. Performance Guarantee: (i) The Supplier, within 07 days of signing of this contract, shall provide to the Purchaser a Performance Guarantee equivalent to 05% of the total Contract amount on the prescribed format and in prescribed manner. This Performance Guarantee shall be released to the Supplier upon successful completion of the Contract. ii) Supplier’s Bid Security already submitted with the Bid shall only be released upon satisfactory submission of a Performance Guarantee in accordance with sub-clause (i) above. iii) Failure to submit a Performance Guarantee shall result into forfeiture of Bid Security and Cancellation of Contract.

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10.Penalties/ Liquidated Damages. i) Wherein the Supplier fails to make deliveries as per purchase order and within the stipulated time frame specified in the Schedule of Requirement, the Contract to the extent of non-delivered portion of supplies shall stand cancelled. ii) After the cancellation of the Contract no supplies shall be accepted and the amount of Performance Guaranty/ Security to the extent of non–delivered portion of supplies shall be forfeited. iii) If the Supplier fails to supply the whole consignment and not able to deliver to any district, the entire amount of Performance Guaranty/ Security shall be forfeited to the Government account and the firm shall be blacklisted minimum for two years for future participation. iv) The exact time frame for making supplies with and without penalty shall be indicated in subsequent purchase orders. v) In case of late delivery of goods beyond the periods specified in the Schedule of Requirements and subsequent purchase order, a penalty @ 0.067% per day of the cost of late delivered supply shall be imposed upon the Supplier.

11.Notices: All notices and correspondences incidental to this contract shall be in English language and shall be addressed to:

Medical Superintendent, Punjab Institute of Cardiology,

Jail Road, Lahore

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For the Purchaser: [insert: name of office ] [insert: name of officer ] [insert: postal address ] [insert: telephone number, indicate country and city code ] [insert: facsimile or cable number or e-mail address ] For the Supplier: IN WITNESS Whereof the Parties hereto have caused this Contract to be executed at_____________(the place) and shall enter into force on the day, month and year first above mentioned. Signed/ Sealed: For the Purchaser. Signature: ____________________________ Name: ____________________________ Designation: ____________________________ Signed/ Sealed: For the Manufacturer/ Authorized Supplier/ Authorized Agent. Signature: ___________________________________ Name: ___________________________________ Designation: ___________________________________ Annex. A Schedule of Requirements The supplies shall be delivered in accordance with the subsequent Purchase Orders to be issued by the Health Department (provincial and concerned district) as per following schedule of requirements:- Punjab Institute of Cardiology: Mode of Penalty 100% Quantity as per Purchase Order Total delivery period Without penalty 75 days17 75 days With penalty @ 0.067 % Per day after 60 days of Purchase Order 30 days 105 days

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Annex. B Technical Specifications and Ancillary Services

a). Product Specifications. (Detailed technical specifications, given in Section III, will be followed)

b). Labeling and Packing i. The manufacturer shall follow the Drugs (Labelling and Packing) Rules 1986, framed under the DRAP Act, 2012. ii. However, the name of Drug / Medicine (Generic & Brand), equally prominent, should be printed/ written in indelible ink both in English and Urdu on the outer cartons and on each Pack, Bottle, Strip/ Blister, Tubes etc. Besides the name and principal place of business of the Manufacturer, the drug manufacturing license No., manufacturing date, expiry date, registration No., batch No., retail price, and Urdu version namely: name of drug, dosage and instructions, should also be written on the outer carton and on the most inner container in bold letters. All tablets shall be supplied in aluminium strip / blister pack. Expiry date must be printed on each aluminium strip / blister. The syrup should be supplied in glass / pet bottle with sealed caps.

c) Additional instructions for packing i. The suppliers are required to furnish the Warranty certificate with regard to the potency and stability (Including colouration of medicines) of the Drug for human consumption etc. in accordance with the DRAP Act, 2012 on judicial paper. ii. The bidder shall supply the drugs/medicines in special green packing with Logo of the Government of Punjab. The following wording/insignia shall be printed in bold letters both in Urdu & English in indelible red color ink on each carton, pack, bottle, strip / blister, tubes, vial / ampoule etc. In case of items supplied by the foreign manufacturer the mentioned condition may be relaxed by the Procuring Agency. “NOT FOR SALE” “PUNJAB INSTITUE OF CARDIOLOGY PROPERTY” iii. After signing of the Contract, the Supplier shall submit the samples of finished medicines in accordance with the above instructions for approval and all subsequent supplies must be in accordance with the approved samples.

d). Shelf life i. The shelf life must be up to 85% for the locally manufactured drugs and 75% for the imported drugs. In case where the manufacturing date is not mentioned on product label, the product must have at least 18 months shelf life at the time of supply received.

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ii. The lower limit of the shelf life must be up to 80% and 70% with imposition of 1% penalty charges of actual shortfall in shelf life below prescribed limit for locally manufactured and imported medicines respectively. iii. In case of vaccines & other biotechnical products, the stores with the shelf life up to 70% will be accepted without penalty charges and up to 60% with imposition of 1% penalty charges of actual shortfall in shelf life below prescribed limit”

e). Testing/Verification Procedures i. After delivery of drugs and medicines at the Purchaser’s premises, the Purchaser shall send the samples from each batch to the Drugs Testing Laboratory, Punjab for testing. The Inspection Committee constituted by the Purchaser shall inspect the quantity, specifications of goods after receipt of standard quality report from DTL concerned. The cost of the lab tests shall be borne by the Supplier. ii. In case of substandard report of any batch, the Supplier has the right to go for appellate laboratory. If it is again declared substandard, the Supplier will be intimated and they will be bound to re-supply the entire fresh stock of that batch free of cost within the reasonable time period to be intimated by the purchaser but not later than 21 days (three weeks) from the date of intimation, which will be subject to completion of all testing and verification formalities. At the parallel, the case will also be forwarded to the Drugs Regulatory Authority for legal action as per DRAP Act 2012 and disposal of substandard stocks. iii. The Inspection Committee will carry out detailed physical examination of stocks and can reject, even if it is declared of standard quality by DTL, if found not according to the approved sample and other technical specifications like packaging, labeling, printing and quantity etc. Moreover, the Supplier will also be responsible to replace the unconsumed expired stores without any further charges.

f). Transportation/Delivery Requirements i. The Supplier shall arrange such transportation of the drugs and medicines as is required to prevent their damage or deterioration during transit to their final destination and in accordance with the terms and manner prescribed in the Schedule of Requirement ii. All costs associated with the transportation including loading/unloading of drugs and medicines and road taxes shall be borne by the Supplier. iii. All cold chain (perishable) items must be delivered in a safe and proper manner, prescribed for such types of items.

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Annex. C Price Schedule submitted by the Bidder.

(The approved price schedule submitted by the Bidder will be attached) Annex. D Purchaser’s Notification of Award (Copy of the final letter will be attached) Annex. E Purchase Order. (Specimen Sample of PO) PUNJAB INSTITUTE OF CARDIOLOGY DISTRICT ………………. 1 Purchase Order No Date 2 Supplier/Firm Name 3 Supplier/Firm’s Address 4 Firm Contact No 5 Conditions of the Contract: As already communicated in the Bidding Document & Contract 6 Particulars of Stores: As per detail given below Item No. Item Name Approved Specifications Unit Price in PKR (As per contract) Quantity Total Cost (PKR)

Additional instructions (if any): 1. 2. 3. Medical Superintendent

Annex F Payment Schedule (Payment to the Suppliers will be made against satisfactory performance and upon submission of required documents and in accordance with the procedure mentioned in the PPRA-2014. However, if there is any alternate payment schedule, agreed by the Procuring Agency and Supplier, will be annexed here)

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General Conditions of Contract (GCC) 1. Definitions

1.1 In this Contract, the following terms shall be interpreted as indicated: (a) “The Contract” means the agreement entered into between the Purchaser (PIC, Lahore) and the Supplier, as recorded in the Agreement signed by the Parties, including all attachments and appendices thereto and all documents incorporated by reference therein. (b) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its Contractual obligations. (c) “The Goods” means all those supplies which the Supplier is required to supply to the Purchaser under the Contract. (d) “The Services” means those services ancillary to the supply of above goods, such as printing of special instructions on the label and packing, design and logo of the government of Punjab, transportation of goods upto the desired destinations and other such obligations of the Supplier covered under the Contract. (e) “GCC” means the General Conditions of Contract contained in this section. (f) “SCC” means Special Conditions of the Contract. (g) “The Purchaser” means the Punjab Institute of Cardiology, Lahore. (h) “The Supplier” means the individual or firm supplying the goods under this Contract. (i) “Day” means calendar day.

2. Application 2.1 These General Conditions shall apply to the extent that they are not superseded by provisions of other parts of the Contract.

3. Source of Import

3.1 All goods and related services to be supplied under the contract that are required to be imported in Pakistan shall have their origin in eligible source countries as prescribed by the commercial policies of the Federal Government of Pakistan and all expenditures made under the contract shall be limited to such goods and services. 3.2 For purposes of this clause, “origin” means the place where the goods are produced, or the place from which the related services are supplied. Goods are produced, through manufacturing or processing.

4. Standards 4.1 4.2 4.3 4.4

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The goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of this Contract. If the Supplier provide substandard item and fail to provide the fresh supply, the payment of risk purchase (which will be purchased by the PIC, Lahore) the price difference shall be paid by the Supplier. In case of supply of substandard product the cost associated with disposal/destruction or associated handling shall be borne by the Supplier i.e removal from purchaser’s premises, burning, dumping, or incineration.

5. Use of Contract Documents and Information. 5.1 5.2 The Supplier shall not, without the Purchaser’s prior written consent, disclose the Contract, or any provision thereof, or any specification, sample, or information furnished by or on behalf of the Purchaser in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance. The Supplier shall not, without the Purchaser’s prior written consent, make use of any document or information 5.3 5.4 enumerated in GCC Clause 5.1 except for purposes of performing the Contract. Any document, other than the Contract itself, enumerated in GCC Clause 5.1 shall remain the property of the Purchaser and shall be returned (all copies) to the Purchaser on completion of the Supplier’s performance under the Contract if so required by the Purchaser. The Supplier shall permit the Purchaser to inspect the Supplier’s accounts and records relating to the performance of the Supplier.

6. Patent Rights 6.1 The Supplier shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the country.

7. Submission of Samples 7.1 Before commencing supplies, the Supplier shall provide samples free of cost, if and as specified in the Schedule of Requirements of the product to the designated office or staff, as the case may be.

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8. Ensuring storage arrangements 8.1 To ensure storage arrangements for the intended supplies, the Supplier shall inform the Purchaser at least 0ne (01) week in advance. However, in case no space is available at the Purchaser’s premises at the time of supply, the Purchaser shall , at least 02 days prior to such situation, shall inform the Supplier, in writing, of the possible time frame of availability of space by which the supplies can be made. In case the Supplier abides by the given time frame it shall not be penalized for delay.

9. Inspections and Tests 9.1 The Purchaser or its representative shall have the right to inspect and/or to test the goods in accordance with the procedure given in the SCC to confirm their conformity to the Contract specifications at no extra cost to the Purchaser. 9.2 All costs associated with testing shall be borne by the Supplier. 9.3 9.6 The Purchaser’s right to inspect, test and, where necessary, reject the goods either at Supplier’s premises or upon arrival at Purchaser’s destinations shall in no way be limited or waived by reason of the goods having previously been inspected, tested, and passed by the Purchaser or its representative prior to the goods delivery from the point of Supply or manufacturing. Nothing in GCC Clause 9 shall in any way release the Supplier from any warranty or other obligations under this Contract.

10. Delivery and Documents 10.1 10.2 10.3 The Supplier in accordance with the terms and manner specified in the Schedule of Requirements shall make delivery of the goods. The Supplier shall furnish all necessary documentation necessary for completion of the delivery, at the time of delivery and in the manner prescribed. The goods supplied under the Contract shall be Delivered Duty Paid (DDP) under which risk is transferred to the buyer after the Goods having been delivered;

11. Insurance 11.1 The supplier shall be solely responsible for Insurance of the Goods subject to the contract.

12.Transportation 2.1 12.2 The Supplier shall arrange such transportation of the goods as is required to prevent their damage or deterioration during transit to their final destination and in accordance with the terms and manner prescribed in the Schedule of Requirement. All costs associated with the transportation of the goods subject to this contract shall be borne by the Supplier.

13. Incidental Services 13.1 The Supplier shall be required to provide the incidental services as specified in the SCC and the cost of which is included in the total bid price.

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14. Warranty 14.1 14.2 All goods subject to this contract shall be accompanied by the necessary warranty in the manner prescribed in the SCC. The Purchaser shall promptly notify the Supplier in writing of any claims arising under this warranty.

15. Payment 15.1 15.2 The purchaser shall make payments to the Supplier in accordance with the conditions set forth in the Payment Schedule agreed and annexed to this contract. The currency of payment shall be Pakistan Rupee.

16. Prices 16.1 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 the expiry of the contract unless the Parties to this contract mutually agree to vary the prices.

17. Contract Amendments 17.1 No variation in or modification of the terms of the Contract shall be made except by written amendment signed by the Parties.

18. Assignment 18.1 The Supplier shall not assign, in whole or in part, its obligations to any other party to perform under this Contract, except with the Purchaser’s prior written consent.

19. Subcontracts 19.1 The Supplier shall not be allowed to sublet and award subcontracts under this Contract.

20.Delays in the Supplier’s Performance 20.1 20.2 20.3 Delivery of the goods shall be made by the Supplier in accordance with the time schedule prescribed by the Purchaser in the Schedule of Requirements. If at any time during performance of the Contract, the Supplier encounters conditions impeding timely delivery of the goods, the Supplier shall promptly notify the Purchaser in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Purchaser shall evaluate the situation and may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the Parties by an amendment to the Contract. Except as provided under GCC Clause 20, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages as prescribed in the SCC, unless the parties to this contract mutually agree for extension of time.

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21.Termination for Default 21.1 The Purchaser, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part: (a) if the Supplier fails to deliver any or all installments of the goods within the period(s) specified in the Contract and subsequent purchase order, or within any extension thereof granted by the Purchaser pursuant to GCC Clause 20; or (b) if the Supplier fails to perform any other obligation(s) under the Contract. (c) if the Supplier, in the judgment of the Purchaser has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause Corrupt and fraudulent practices means: the offering, giving, receiving, or soliciting of any thing of value to influence the action of a public official or the supplier or contractor in the procurement process or in contract execution to the detriment of the Procuring agencies; or misrepresentation of facts in order to influence a procurement process or the execution of a contract, collusive practices among bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive the Procuring agencies of the benefits of free and open competition and any request for, or solicitation of anything of value by any public official in the course of the exercise of his duty”

22.Force Majeure 22.1 Notwithstanding the provisions of GCC Clauses 20 and 21, the Supplier shall not be liable for forfeiture of its Performance Guaranty, or termination/ blacklisting for default if and to the extent that it’s delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to mis-planning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics, quarantine 22.2 22.3 restrictions and freight embargoes. If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing with sufficient and valid evidence of such condition and the cause thereof. The Purchaser shall examine the merits of the case and all reasonable alternative means for completion of purchase order under the Contract and inform the Supplier of its findings promptly. Unless Purchaser informs the Supplier in writing of its agreement on the application of force majeure, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event.

23. Termination for Insolvency 23.1 The Purchaser may at any time terminate the Contract by giving written notice of one month time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties.

24. Arbitration and Resolution of Disputes 24.1 24.2 24.3 The Purchaser and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract. If, after thirty (30) days from the commencement of such informal negotiations, the Purchaser and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred to the Arbitrator for resolution through arbitration. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration under the Arbitration Act of 1940 (As amended from time to time).

25. Governing Language 25.1 The Contract shall be written in English language. Subject to GCC Clause 26, the version of the Contract written in the specified language shall govern its interpretation. All correspondence and other documents pertaining to the Contract, which are exchanged by the Parties, shall be written in English.

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Ph: No. 99203051 – 60

BIDDING DOCUMENTS

Bidding Documents of PIC, Lahore for General Store – General, Stationary, Chemical, Linen and Computer items

for the year 2019-2020.

Table of Contents

A. Instructions To Bidder ........................................................................................................... 5

General Instructions ....................................................................................................................... 5

1. Content of Bidding Documents ..................................................................................................... 5

2. Source of Funds ............................................................................................................................. 5

3. Eligible Bidders ............................................................................................................................. 5

4. Eligible Goods and Services ......................................................................................................... 5

5. Cost of Bidding ............................................................................................................................. 6

6. Clarification of Bidding Documents ............................................................................................. 6

7. Amendment of Bidding Documents .............................................................................................. 6

8. Qualification and disqualification of Bidders ................................................................................ 6

9. Corrupt or Fraudulent Practices .................................................................................................... 7

Preparation of Bids ........................................................................................................................ 7

10. Language of Bid ............................................................................................................................ 7

11. Documents Comprising the Bid .................................................................................................... 7

12. Bid Form and Price Schedule ........................................................................................................ 7

13. Bid Prices ...................................................................................................................................... 7

14. Bid Currencies ............................................................................................................................... 8

15. Documents Establishing Bidder’s Eligibility and Qualification.................................................... 8

16. Documents Establishing Good’s Eligibility and Conformity to Bidding Document .................... 9

17. Bid Security ................................................................................................................................... 9

18. Bid Validity ................................................................................................................................... 9

Submission of Bids ........................................................................................................................ 9

19. Format and Signing of Bid ............................................................................................................ 9

20. Sealing and Marking of Bids ......................................................................................................... 9

21. Deadline for Submission of Bids................................................................................................. 10

22. Late Bid ....................................................................................................................................... 10

23. Withdrawal of Bids ..................................................................................................................... 10

Bidding Procedure ....................................................................................................................... 10

24. Single stage-two envelops bidding procedure ............................................................................. 10

Opening and Evaluation of Bids .................................................................................................. 11

25. Opening of Bids by the Procuring Agency.................................................................................. 11

26. Clarification of Bids .................................................................................................................... 11

27. Preliminary Examination ............................................................................................................. 11

28. Evaluation and Comparison of Bids ............................................................................................ 12

29. Evaluation Criteria ...................................................................................................................... 12

30. Contracting the procuring agency ............................................................................................... 13

31. Rejection of bids ......................................................................................................................... 13

32. Re-bidding ....................................................................................................................... 13

33 Announcement of evaluation report ............................................................................................ 14

Award of contract

34 Acceptance of bid and award criteria …………………………………………………………. 14

35 Procuring agency’s right to very quantities at the time of award ……………………………… 14

36 Limitations of negotiation………………………………… …………… … …… ……………14

37 Notification of Awards ................................................................................................................ 14

38 Signing of Contract ..................................................................................................................... 14

39 Performance Guarantee ............................................................................................................... 14

40 Schedule of Requirements ........................................................................................................... 14

41 Redressal of grievances by the Procuring Agency ....................................................................................... 15

B. General Conditions of Contract ........................................................................................................ 16

1. Definitions .......................................................................................................................................... 16

2. Application ......................................................................................................................................... 16

3. Country of Origin ............................................................................................................................... 16

4. Standards ............................................................................................................................................ 16

5. Use of Contract Documents and Information ..................................................................................... 16

6. Patent Rights ...................................................................................................................................... 17

7. Submission of Samples ...................................................................................................................... 17

8. Ensuring storage/installation arrangements ........................................................................................ 17

9. Inspection and Tests ........................................................................................................................... 17

10. Physical examination/inspection of goods ......................................................................................... 17

11. Delivery of Documents ...................................................................................................................... 17

12. Insurance ............................................................................................................................................ 18

13. Transportation .................................................................................................................................... 18

14. Incidental Services ............................................................................................................................. 18

15. Warranty ............................................................................................................................................. 18

16. Payment .............................................................................................................................................. 18

17. Prices .................................................................................................................................................. 18

18. Contract Amendments ........................................................................................................................ 18

19. Assignment ......................................................................................................................................... 19

20. Subcontracts ....................................................................................................................................... 19

21. Delays in the Supplier’s Performance ................................................................................................ 19

22. Penalties/liquidated Damages ............................................................................................................. 19

23. Termination for Default ...................................................................................................................... 19

24. Force Majeure .................................................................................................................................... 19

25. Termination for Insolvency ................................................................................................................ 20

26. Arbitration and Resolution of Disputes .............................................................................................. 20

27. Governing Language .......................................................................................................................... 20

28. Applicable Law .................................................................................................................................. 20

29. Notices ................................................................................................................................................ 20

Special Conditions of Contract .............................................................................................................. 21

Annexures

1. Invitation for Bids for Procurement of Medical Equipment ............................................................... 25

2. Performance Guarantee Form ............................................................................................................. 26

3. Manufacturer’s Authorization Form ................................................................................................... 27

4. Joint Venture/ Consortium/ Alliance Form ........................................................................................ 28

5. Contract Form .................................................................................................................................... 29

6. Bid Form ............................................................................................................................................ 32

7. Price Schedule-A (05-Years Warranty for DDP items) ...................................................................... 33

8. Price Schedule-B (05-Years Warranty for CIF items)........................................................................ 34

A. Instructions to Bidders (ITB)

General Instructions: 1. Content of Bidding Document

1.1 The goods required, bidding procedures, and Contract terms are prescribed in the bidding documents. In addition to the Invitation for Bids, the bidding documents include:

(a) Instructions to Bidders (ITB); (b) General Conditions of Contract (GCC); (c) Special Conditions of Contract (SCC); (d) Schedule of Requirements; (e) Technical Specifications; (f) Contract Form; (g) Manufacturer’s Authorization Form; (h) Performance Guaranty Form; (i) Bid Form; and (j) Price Schedule.

1.2 The “Invitation for Bids” does not form part of the Bidding Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid and the Bidding Documents listed in 1.1 said Bidding Documents shall take precedence. 1.3 The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to furnish all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect shall be at the Bidder’s risk and may result in the rejection of its bid.

2. Source of Funds 2.1 The Government of Punjab has allocated funds to the institution for purchase of medical equipment and other items under the relevant head of Account during the financial year 2019-2020 (herein referred to as the “Procuring Agency”).

3. Eligible Bidders 3.1 This Invitation for Bids is open to all original Manufacturers/authorized Agents of Foreign manufacturers in Pakistan for supply of goods. The alliance/ consortium in the form of lead contractor and sub-contractors and joint venture of local agents to complete a package will also be considered as eligible. 3.2 The bidder must possess valid legal enforceable authorization from the Foreign Manufacturer; they should have a documentary proof to the effect that they are the original Manufacturer of the required goods. 3.3 Bidders should not be under a declaration of ineligibility for corrupt and fraudulent practices issued by any Government (Federal, Provincial), a local body or a public sector organization.

4. Eligible Goods and Services 4.1 All goods and related services to be supplied under the contract shall have their origin of manufacturers in USA, Europe and Japan unless otherwise mentioned against specifications of the items and all expenditures made under the contract shall be limited to such goods and services.

4.2 For the purpose of this clause, (a) the term “Goods” includes any Goods that are the subject of this Invitation for Bids and (b) the term “Services” includes related services such as transportation, insurance, after sale service, spare parts availability, etc. For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced, or the place from which the related services are supplied. In case of the “manufacturer” the “origin” means the firm is based and registered in that country and registered with their stock exchange. Goods are produced when, through manufacturing or processing, or substantial and major assembly of components, a commercially recognized product is produced that is substantially different in basic characteristics or in purpose or utility from its components.

5. Cost of Bidding

5.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

6. Clarification of Bidding Documents 6.1 A prospective Bidder requiring any clarification of the bidding documents may notify the Procuring Agency in writing at the Procuring Agency’s address indicated in the Invitation for Bids. The Procuring Agency shall respond in writing to any request for clarification of the bidding documents, which it receives not later than ten (10) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids. Written copies of the Procuring Agency’s response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective Bidders that have received the bidding documents.

7. Amendment of Bidding Documents 7.1 At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment. 7.2 All prospective Bidders that have received the bidding documents shall be notified of the amendment in writing or by cable or by phone, and shall be binding on them.

7.3 In order to allow prospective Bidders reasonable time in which to take the amendment into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids. Amendment notice to that effect shall be communicated in the same manner as the original invitation to bid.

8. Qualification and Disqualification of Bidders 8.1 In the absence of prequalification, the Procuring Agency shall determine to its satisfaction whether the Bidder that is selected as having submitted the lowest evaluated responsive bid is qualified to perform the Contract satisfactorily, in accordance with the criteria listed in ITB Clause 29.2. 8.2 The determination shall take into account the Bidder’s financial, technical or production capabilities (in case of manufacturer), infrastructure of the firm, past performance in similar contracts, engineering staff and their capabilities, inventory of spare parts, repair and calibration tools, workshop facilities to provide the after sales services. It shall be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder, pursuant to ITB Clause 29.2, as well as such other information/ premises visit as the Procuring Agency deems necessary and appropriate. 8.3 An affirmative determination shall be a pre-requisite for Award of the Contract to the Bidder. A negative determination shall result in rejection of the Bidder’s bid, in which event the Procuring

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Agency shall proceed to the next lowest evaluated bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily. 8.4 The Procuring Agency, at any stage of the procurement proceedings, having credible reasons for or prima facie evidence of any defect in Supplier’s capacities may require the Suppliers to provide

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

8.5 The Procuring Agency shall disqualify a Bidder if it finds, at any time, that the information submitted by him concerning his qualification as Supplier was false and materially inaccurate or incomplete. 8.6 Bidders that are found to consistently fail to provide satisfactory performances or are found to be indulging in corrupt or fraudulent practices shall be black listed.

9. Corrupt or Fraudulent Practices 9.1 The Procuring Agency requires that all Bidders/ Suppliers/ Contractors observe the highest standard of ethics during the procurement and execution of such Contracts. In pursuance of this policy, the Procuring Agency:

a. defines, for the purposes of this provision, the terms set forth below as follows: I. “corrupt practice” means the offering, giving, receiving or soliciting of any thing of

value to influence the action of a public official in the procurement process or in Contract execution; and

II. “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract to the detriment of the Procuring Agency, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Procuring Agency of the benefits of free and open competition;

b. shall reject a proposal for Award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the Contract in question; shall declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, a Contract.

Preparation of Bids 10. Language of Bid

10.1 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. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages in English, in which case, for purposes of interpretation of the Bid, the translation shall govern.

11. Documents Comprising the Bid 11.1 The bid prepared by the Bidder shall comprise the following components:

(a) A Bid Form and Price Schedule completed in accordance with ITB Clauses 12 and 13 (to be submitted along with financial proposal);

(b) Documentary evidence established in accordance with ITB Clause 15 that the Bidder is eligible to bid and is qualified to perform the Contract if its bid is accepted;

(c) Documentary evidence established in accordance with ITB Clause 15 that the goods to be supplied by the Bidder are eligible goods and conform to the bidding documents.

12. Bid Form and Price Schedule

12.1 The Bidder shall complete the Bid Form and an appropriate Price Schedule furnished in the bidding documents (Annexure A Form), indicating the goods to be supplied, a brief description of the goods, specifications, taxes, quantity, and prices.

13. Bid Prices 13.1 The Bidder shall indicate on the Price Schedule the unit prices and total Package Price of the goods, it proposes to supply under the Contract.

13.2 Form for Price Schedule is to be filled in very carefully, and should be typed. Any alteration/ correction must be initialed. Every page is to be signed and stamped at the bottom. Serial number/

bid number of the quoted item may be marked or highlighted with red/yellow marker.

13.3 The Bidder should quote the prices of goods according to the technical specifications for complete package. The specifications of goods, different from the demand of enquiry and packaged items, shall straightway be rejected. 13.4 The Bidder is required to offer competitive price. All prices must include relevant 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. 13.5 Prices offered should be for the entire package demanded; partial quantity/package offer shall straightaway be rejected. Conditional offer shall also be considered as non-responsive Bidder. 13.6 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 after the bid has been submitted.

14. Bid Currencies 14.1 Prices shall be quoted in Pak Rupees in case of Local /imported minor products free delivery basis (DDP). For imported products it may be in $, £, € and ¥. 14.2 State Bank of Pakistan’s foreign currency selling rate will be considered from the date of opening of financial bid for comparison purposes. 14.3 The price for complete Package will be considered for determining the lowest bidder.

15. Documents Establishing Bidder’s Eligibility and Qualification 15.1 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. 15.2 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 ITB Clause 3. 15.3 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, or joint venture/consortium/alliance of the local agents/manufacturers.

(b) National Tax Number (NTN) and General Sales Tax Number with documentary proof shall have to be provided by the bidder and in case of alliance; the Lead Bidder.

(c) The Lead Bidder shall submit an affidavit on legal stamp paper of Rs. 50/- that their firm or any one from the alliance has not been blacklisted in the past on any ground by any Government (Federal, Provincial), a local body or a public sector organization. On account of submission of false statement the Bidder shall be disqualified forthwith and subsequently black listed.

(d) The Lead bidder should have strong engineering background and necessary tools/ test equipment, trained staff for after sales services.

(e) The Bidder is required to provide with the technical proposal the name of item(s), tender number and serial number in the exact manner as quoted in the financial proposals.

(f) The Bidder must indicate the country of origin of the goods, capacity of production of the firm (in case of manufacturer), its financial status, necessary assurance of quality production, Certificate(s) for conformity with International standards of Quality (FDA 510k, MDD or MHLW (Ministry of Health, Labour and Welfare) and list of qualified technical persons along with qualification and trainings, payroll details of staff, list of main service, testing and calibration tools and supervisory staff working in the production and quality control departments in the manufacturing plants.

16. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents 16.1 Pursuant to ITB Clause 11, the Bidder shall furnish along with technical proposal, as part of its bid, documents establishing the eligibility and conformity to the bidding documents of all goods, which the Bidder proposes to supply under the Contract. 16.2 The documentary evidence of the eligibility of the goods shall consist of a statement in the Price Schedule of the country of origin of the goods offered. 16.3 Submission of sample if so required by the Technical Committee, the bidder shall provide a sample or demonstration as the case may be for satisfaction of the Committee. 16.4 Alternative bids are not allowed.

17. Bid Security 17.1 Bid Security is 2% of the estimated cost in the shape of Call Deposit Receipt (CDR). Bid Security amounting to less than 2% shall not be acceptable.

18. Bid Validity 18.1 Bids shall remain valid for a period of Sixty (120) days after opening of Technical Bid prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive. 18.2 The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However, under exceptional circumstances and for reasons to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall not be for more than the period equal to the period of the original bid validity. 18.3 Bidders who,


(b) do not agree to an extension of the bid validity period shall be allowed to withdraw their bids, if any.

Submission of Bids 19. Format and Signing of Bid

19.1 The bid shall be typed and signed by the Bidder or Lead Bidder (in case of alliance) 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.

19.2 Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid.

19.3 All biding documents should be duly attested (signed and stamped) by the authorized person of the Lead Bidder.

19.4 In case of Alliance/Joint Venture/ Consortium; JV deed will be the part of the bid as per specimen contained in the Bidding Documents (an alliance/ joint venture/ consortium may be formed if the firms are contributing more than 50% of the total value of major items of the package, to complete the package.

20. Sealing and Marking of Bids 20.1 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. It should contain the package name and its number. 20.2 The inner and outer envelopes shall: a) be addressed to the Procuring Agency at the address given in the Invitation for Bids; and

bear the Institution/Hospital name and number indicated in the Invitation for Bids, and shall be inscribed by the following sentence: “DO NOT OPEN BEFORE,” (to be completed with the time and the date specified in the invitation for Bid).

20.3 The inner envelopes shall also indicate the name and address of the Bidder/ Lead Bidder to enable the bid to be returned unopened in case it is declared as non-responsive or late. 20.4 If the outer as well as inner envelope is not sealed and marked properly, the Procuring Agency shall assume no responsibility for misplacement or premature opening of the bids.

21. Deadline for Submission of Bids 21.1 Bids must be submitted by the Bidder and received by the Procuring Agency at the address specified under ITB Clause 19.1 not later than the time and date specified in the Invitation for Bids. 21.2 The Procuring Agency may, at its discretion, extend this deadline for the submission of bids by amending the bidding documents in accordance with ITB Clause 7 , in which case all rights and obligations of the Procuring Agency and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.

22. Late Bid 22.1 Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency pursuant to ITB Clause 21 shall be rejected and returned unopened to the Bidder.

23. Withdrawal of Bids 23.1 The Bidder may withdraw its bid prior to the deadline specified in the invitation to bid. 23.2 No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified in ITB Clause 18.2 Withdrawal of a bid during this interval will make the bidder eligible to be debarred for further procurements for a period as deem necessary by the Procuring Agency.

The Bidding Procedure 24. Single stage – two envelopes bidding procedure

24.1 Single stage – two envelopes bidding procedure shall be applied:

(i) The bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal;

(ii) the envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion;

(iii) initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened; (iv) the envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of

Procuring Agency without being opened; (v) the Procuring Agency shall evaluate the technical proposal, without reference to the

price and reject any proposal which do not conform to the specified requirements; (vi) during the technical evaluation no amendments in the technical proposal shall be

permitted; (vii) the financial proposals of bids shall be opened publicly at a time, date and venue to be

announced and communicated to the Bidders in advance; (viii) After the evaluation and approval of the technical proposal the Procuring Agency shall at

a time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. The financial proposal of bids found technically non-responsive shall be returned un-opened to the respective Bidders; and

(ix) The bid found to be the lowest evaluated shall be accepted.

Opening and Evaluation of Bids 25. Opening of Bids by the Procuring Agency

25.1 The Procuring Agency shall initially open only the envelopes marked “TECHNICAL PROPOSAL and Package Number” 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 and package no.” shall remain unopened and shall be retained in safe custody of the Procuring Agency, till completion of the evaluation process. 25.2 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 pursuant to ITB Clause 21. However, at the opening of 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. 25.3 The Procuring Agency shall prepare minutes of the meeting of both the technical proposal as well as the financial proposal bid opening.

26. Clarification of Bids 26.1 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 bid like indication of make/model/brand etc. shall be sought, offered, or permitted.

27. Preliminary Examination 27.1 The Procuring Agency shall examine the bids to determine whether they are complete, or any computational error has been made (at the time of opening the financial proposal), the required sureties have been furnished, the documents have been properly signed, and the bids are generally in order. 27.2 In the financial bids (at the time of opening the financial proposal) 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 Bidders/Suppliers do not accept the correction of the errors, its bid shall be rejected. If there is a discrepancy between words and figures, the amount in words shall prevail. 27.3 The Procuring Agency may waive off any minor formality, nonconformity, or irregularity in a bid which does not constitute a material deviation (or changes the substance of the bid), provided such waiver does not prejudice or affect the relative ranking of any Bidder. 27.4 Prior to the detailed evaluation, pursuant to ITB Clause 27 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 shall be deemed to be a material deviation for technical 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. 27.5 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.

28. Evaluation and Comparison of Bids

28.1 The Procuring Agency shall evaluate and compare the bids on the basis of all items of the package(s), which have been determined to be substantially responsive, pursuant to ITB Clause 25.

28.2 The Procuring Agency’s evaluation of technical proposal/ bid shall be on the basis of previous performances, test reports, inspection of plant/ factory/ premises, previous experience of similar contracts, availability of engineering staff and their capabilities, inventory of spare parts, workshop facility to provide the after sales services, financial soundness and such other details as already highlighted. However, the evaluation of financial proposal shall be on the basis of price. 28.3 All bids shall be evaluated in accordance with the evaluation criteria (ITB Clause 29) and other terms and conditions set forth in these bidding documents.

28.4 In case of procurement on C&F/ CIP/ CIF basis; for the purpose of comparison of bids quoted in different currencies, the price shall be converted into Pak Rupees in pursuant to ITB Clause 13. The rate of exchange shall be the selling rate, prevailing on the date of opening of bids specified in the bidding documents, as notified by the State Bank of Pakistan on that day. 28.5 A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issuance of notice for invitation to bids.

29. Evaluation Criteria

29.1 For the purposes of determining the lowest evaluated bid, factors other than price such as previous performances, previous experience, engineering/ technical capabilities, repair/ calibration tool, workshop facilities, financial soundness and such other details as the Procuring

Agency at its discretion, may consider appropriate, shall be taken into consideration and these should be available with the bidders/ lead bidder in case of alliance/association. The following evaluation factors/ criteria will be employed on technical proposals.

29.2 Technical Evaluation Criteria

TECHNICAL EVALUATION CRITERIA

29.1.2 For evaluation of bids KNOCKED DOWN CRITERIA will be applied. 29.2.1 The bids conforming to the specifications and pre-requisite conditions indicated with specification of each package will be considered for further technical evaluation. 29.2.2 The Submission of legally enforceable authorization letter of manufacturer assuring full guarantee and warranty obligations. 29.2.3 The products offered from foreign countries of Europe, USA and Japan shall be eligible to participate and must bear FDA510k, MDD or MHLW (Ministry of Health, Labour and Welfare) standard and those products should be marketed world widely. (The product manufactured and marketed for certain region shall be knocked down). 29.2.4 Infrastructure for execution of after sales services mentioned by the bidders shall be evaluated for its suitability as per provisions given in specification of each package and other requirements mentioned in the bidding documents. 29.2.5 The firms shall also declare the make, model, country of origin of all accessories to be provided with the equipment. 29.2.6 The Procuring Agency has the right to inspect the premises of bidders setups, ensuring proper after sales services. An affidavit from lead bidder and joint venture firms shall be submitted on stamp paper of Rs.20/-

stating that their firm (s) has never been blacklisted by any of the Federal and Provincial Government or organizations of the State/ Central Government in Pakistan in the past three years.

29.2.7 Bidders are required to submit the following information in the following format along with documentary evidence as under. Additional column / rows can be added as per no. of Consortium/JV.

a) Profile of the Bidder

Sr.# Particulars Bidder

1. Name of the company

2. Registered Office

Address

Office Telephone Number

Fax Number

3. Contact Person

Name

Personal Telephone Number

Email Address

4. Local office if any

Address

Office Telephone Number

Fax Number

5. Bid Signing Authority

Name

Address

Personal Telephone Number

Email Address

Please enclose Authorization or Power of Attorney to sign and submit the Bidding (written evidence)

6. Address for communication under the current Bidding

7. Registration Details

NTN Registration Number

GST Registration Number

Banker’s Name, Address and Account Numbers b) Bid Security

# Particulars Please furnish details

1. Name of the Bank

2. Call Deposit Receipt (CDR)

3. Date c) Details of audit Report and Balance Sheet (last three years)

# Audited reports and Balance Sheets Lead Bidder

1. 2017-18

2. 2016-17

3. 2015-16

4. Please enclose audited reports and annual balance sheets. d) Details about Income Tax Return (last three years

# Audited years Lead Bidder

1. 2017-18

2. 2016-17

3. 2015-16

4. Please enclose Income Tax Returns

e) Details about Annual Turnover (last three years).

# Audited years Lead Bidder

1. 2017-18

2. 2016-17

3. 2015-16

29.3 Financial proposals would be evaluated as follows:

i) After technical evaluation is completed, the Procuring Agency shall notify the date, time and location for opening of the financial proposals. Bidders’ attendance at the opening of financial proposals is optional.

ii) Financial proposals shall be opened publicly in the presence of the bidders’ representatives who choose to attend. The name of the bidders shall be read aloud. The financial proposal of the technically responsive bidders shall then be inspected to confirm that they have remained sealed and unopened (financial proposals of technically non-responsive Bidders shall be returned unopened). These financial proposals shall be then opened, and the total prices read aloud and recorded.

iii) Incomplete bid shall stand rejected. All items described in the technical proposal must be priced in financial proposal. Items described in the technical proposal but not priced, shall be assumed to be included in the price of other items.

iv) Minor oversight, clerical mistakes, other minor inconsistencies that do not alter the substances of the financial bid may be corrected by the Procuring Agency. When correcting computation error in case of discrepancy between a partial amount and the total amount or between the words and figures, the formers will prevail.

v) The bidders will quote the respective Price Schedules for DDP/CIF items for complete package. The total price of the package will be calculated by converting the price to single currency (Pak Rs.) on the rate of date of opening of Financial Proposal.

vi) Price Schedule for Standard Warranty of 05 Years is required to be filled in.

30. Contacting the Procuring Agency

30.1 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. 30.2 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.

31. Rejection of Bids 31.1 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, the grounds for its rejection of any or all bids, but is not required to justify those grounds. 31.2 The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 30.1 towards Bidders who have submitted bids. 31.3 Notice of the rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids. 31.4 The items contained in the package should be bid in total and technical rejection of any item not complying with the technical specifications may lead to the rejection of complete package.

32. Re-Bidding

32.1 If the Procuring Agency rejects all bids in pursuant to ITB Clause 30, it may call for a re-bidding or if deems necessary and appropriate the Procuring Agency may seek any alternative methods of procurement.

32.2 The Procuring Agency before invitation for re-bidding shall assess the reasons for rejection and may revise specifications, evaluation criteria or any other condition for Bidders, as it may deem necessary.

33. Announcement of Evaluation Report 33.1 The Procuring Agency shall announce the results of bid evaluation of a report giving justification for acceptance or rejection of bids at least ten days prior to the award of procurement Contract.

Award of Contract 34. Acceptance of Bid and Award criteria

34.1 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, within the original or extended period of bid validity for complete package.

35. Procuring Agency’s right to vary quantities at time of Award 35.1 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.

36 Limitations on Negotiations 36.1 Save as otherwise provided there shall be no negotiations with the bidder having submitted the lowest evaluated bid or with any other bidder: provided that the extent of the negotiation permissible shall be subject to the regulations issued by the PPRA.

37. Notification of Award 37.1 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. 37.2 The notification of Award shall constitute the formation of the Contract.

38. Signing of Contract 38.1 At the same time as the Procuring Agency notifies, the successful Bidder shall send the Bidder the Contract Form provided in the bidding documents, incorporating all agreements between the Parties. 38.2 Within ONE week of receipt of the Contract Form, both the successful Bidder and the Procuring Agency shall sign the Contract. The Procuring Agency shall issue Purchase Order on the same date of signing of Contract after ensuring the submission of Bank Security for execution of the contract by the Contractor. If the successful Bidder, after completion of all codal formalities shows inability to sign the Contract then their Bid Security/ Earnest Money/ Contract Security to the extent of proportionate percentage shall be forfeited and the firm shall be blacklisted minimum for three years for future participation. In such situation the Procuring Agency may make the Award to the next lowest evaluated Bidder or call for re-bidding.

39. Performance Guarantee 39.1 On the date of signing of the Contract, the successful Bidder shall furnish the Performance Guarantee/Security in accordance with the Special Conditions of Contract, in the Performance Guarantee/Security Form. The Performance Guarantee will be 5% of the contract amount. The performance security shall be deposited in the shape of Deposit at Call/ Bank Guarantee. 39.2 Failure of the successful Bidder to comply with the requirement of ITB Clause 37 or ITB Clause 38.1 shall constitute sufficient grounds for the annulment of the Award, in which event the Procuring Agency may make the Award to the next lowest evaluated Bidder or call for re-bidding.

40. Schedule of Requirement 40.1 The supplies shall be delivered/ shipped within 90 to 105 days w.e.f the next date after the date of issue of Purchase Order (without penalty)/ opening of LC, and with prescribed penalty, as per following schedule of requirement:

Mode of penalty Shipping Period Grace Period Total Period

Without Penalty 90 Days 15 days 105

40.2 In case of late delivery of goods beyond the periods specified in the Schedule of Requirements, penalty @ 0.1% per day of the cost not exceeding 10% of the purchase order value for late delivered supply shall be imposed upon the Supplier.

41. Redressal of grievances by the Procuring Agency 41.1 The Procuring Agency shall constitute a committee comprising of odd number of persons, with proper powers and authorizations, to address the complaints of bidders that may occur prior to the entry into force of the procurement contract. 41.2 Any bidder feeling aggrieved by any act of the Procuring Agency after the submission of his bid may lodge a written complaint concerning his grievances not later than fifteen days after the announcement of the bid evaluation report. 41.3 The committee shall investigate and decide within fifteen days of the receipt of the complaint. 41.4 Mere fact of lodging a complaint shall not warrant suspension of the procurement process. 41.5 Any bidder not satisfied with the decision of the committee of the Procuring Agency may lodge an appeal in the relevant court of jurisdiction.

B. General Conditions of Contract (GCC)

1. Definitions 1.1 In this Contract, the following terms shall be interpreted as indicated:

a. “The Contract” means the agreement entered into 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.

b. “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations.

c. “The Goods” means electro medical equipment and other items which the Supplier is required to supply to the Procuring Agency under the Contract.

d. “The Services” means those services ancillary to the supply of above goods, such as printing of special instructions on the label and packing, design and logo of the Institute/ Hospital, Insurance, transportation of goods up to the desired destinations, commissioning, training and other such obligations of the supplier covered under the Contract.

e. “GCC” mean the General Conditions of Contract contained in this section. f. “SCC” means the Special Conditions of Contract. g. “The Procuring Agency” means the Secretary Health, Government of the Punjab. h. “The Procuring Agency’s Country” is the country named in SCC i. “The Supplier” means the individual or firms or joint venture supplying the goods under this

Contract. j. “Day” means calendar day.

2. Application

2.1 These General Conditions shall apply to the extent that they are not superseded by provisions of other parts of the Contract.

3. Country of Origin 3.1 All goods and related services to be supplied under the contract shall have their origin of manufacturer in USA, Europe and Japan; registered in that country and with their stock exchange, unless otherwise mentioned against the items and all expenditures made under the contract shall be limited to such goods and services.

4. Standards 4.1 The imported goods supplied under this Contract shall conform to FDA 510k/FDA, CE or MHLW (Ministry of Health, Labour and Welfare).

5. Use of Contract Documents and Information 5.1 The Supplier shall not, without the Procuring Agency’s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Procuring Agency in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance. 5.2 The Supplier shall not, without the Procuring Agency’s prior written consent, make use of any document or information enumerated in GCC Clause 5.1, except for purposes of performing the Contract. 5.3 Any document, other than the Contract itself, enumerated in GCC Clause 5.1 shall remain the property of the Procuring Agency and shall be returned (all copies) to the Procuring Agency on completion of the Supplier’s performance under the Contract if so required by the Procuring Agency.

6. Patent Rights 6.1 The Supplier shall indemnify the Procuring Agency against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the country.

7. Submission of Samples 7.1 The samples shall be submitted as per detail in ITB 16.3.

8. Ensuring Storage/ Installation Arrangements 8.1 To ensure storage and installation arrangements for the intended supplies, the Supplier shall inform end user for pre-requisites well in time for proper installation. In case the Supplier abides by the given time frame he shall not be penalized for delay. 8.2 In case of late delivery of goods beyond the periods specified in the Schedule of Requirements, penalty @ 0.1% per day of the cost not exceeding 10% of the purchase order value for late delivered supply shall be imposed upon the Supplier.

9. Inspections and Tests 9.1 The Procuring Agency or its representative shall have the right to inspect and/or to test the goods to confirm their conformity to the Contract specifications, at no extra cost to the Procuring Agency. 9.2. For the purpose of inspections and tests of equipment. The Supplier, shall furnish all reasonable facilities and assistance, to the inspectors at no charge to the Procuring Agency. In the event that inspection & testing is required prior to dispatch and categorically mentioned in the LC clauses, the goods shall not be supplied unless a satisfactory inspection report has been issued in respect of those Goods by the Procuring Agency. However, if the Supplier proves an undue delay in conduct of inspection on the part of Procuring Agency, the Supplier shall not be liable for penalty on account of that delay. The cost of such lab tests shall be borne by the Manufacturer/ Supplier. 9.3 The Procuring Agency’s right to inspect, test and, where necessary, reject the goods after the goods have been installed at Procuring Agency’s destinations. 9.4 The Procuring Agency’s right to inspect the premises of bidders/ lead bidders/ firms of alliance to inspect their premises/ setups ensuring proper after sales services. 9.5 Nothing in GCC Clause 9 shall in any way release the Supplier from any warranty or other obligations under this Contract.

10. Physical Examination/ Inspection of Goods 10.1 The goods shall be acceptable subject to physical inspection, tests and/ or in accordance with the approved sample as decided by the Procuring Agency. 10.2 The Inspection Team will be designated by the Procuring Agency which will inspect each of the equipment/ goods as per contracted specifications and installation protocols recommended by the manufacturers.

11. Delivery and Documents 11.1 The Supplier in accordance with the terms specified in the Schedule of Requirements shall make delivery of the goods which is maximum 90-days from the date of signing of this contract or opening of LC. The details of original documents to be furnished by the Supplier are as follows;

a. Operational Manuals of the medical equipment b. Service Manuals indicating step by step service/ maintenance protocols of each of the

medical equipment. c. Service Codes of Digital/ Computer controlled equipment

Periodic Preventive Maintenance schedules with recommended list of parts/ kits to be replaced during PPM.

d. A copy of Test/ Inspection Procedure Manual of all equipment as duly recommended by the manufacturer. All related test equipment will be made available at the time of installation, testing and commissioning by the firm.

e. Product model and part numbers, bar code (If available) and Catalogue 12. Insurance

12.1 The goods supplied under the Contract shall be delivered duty paid (DDP)/ C&F under which risk is transferred to the buyer after having been delivered; hence, marine and inland insurance coverage is Supplier’s responsibility. The Supplier shall ensure insurance in advance in full on prevailing premium rates at the time of shipment of the Goods on the behalf of the Purchaser for which the cost is inclusive in the Contract Price. The value for the purpose of insurance shall be 10% more than the value of goods in the contract.

13. Transportation 13.1 The Supplier shall arrange such transportation of the goods as is required to prevent their damage or deterioration during transit to their final destination as indicated in the Schedule of Requirement. 13.2 Transportation including loading/ unloading of goods shall be arranged and paid for by the Supplier, and related cost shall be inclusive in the Contract price. The addresses of destinations/ offices shall be provided at the time of signing of Contract.

14. Incidental Services 14.1 The Supplier shall be required to provide all the incidental service charges and the cost of such incidental services included in total Contract price. 14.2 The Procuring Agency will not pay any extra amount against any expenditure incurred on it, as the Contract shall be construed as fixed amount Contract and includes all costs. 14.3 The Procuring Agency will provide all the necessary documentations for facilitation but no amount to be given in any case except the Contracted amount. 14.4 All Custom Duties, if any, Octroi, Clearing Charges, transportation etc will be borne by the Contracting firm. However, Procuring Agency will provide all necessary documents for facilitation but no amount to be given in any case except the Contracted amount.

15. Warranty 15.1 A comprehensive warranty of three years will be provided free of cost including parts, labour etc.

16. Payment 16.1 The method and conditions of payment to be made to the Supplier under this Contract shall be specified in SCC. The currency of payment is Pak Rupees which will be paid after installation and satisfactory report by the Inspection Committee for Delivered Duty Paid (DDP)/free delivery at the consignee end. 16.2 In case of Import cases the payment will be made 100% via establishing the LC at sight and receiving shipping documents/ Bill of lading, Insurance, Inspection certificate of the manufacturer, Country of origin, compliance of International standards of quality as per INCOTERMS of latest version. 16.3 In case of locally manufactured items the supplier shall submit prototype samples for the approval of inspection committee, prior to final supply. 17. Prices 17.1 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.

18. Contract Amendments 18.1 No variation in or modification of the terms of the Contract shall be made. 18.2 No variation in finalized brands/ makes/models shall be allowed except in special conditions where the manufacturer has stopped producing or suspended that model or non availability due to international mergers of the manufacturers or similar unavoidable constraints.

19. Assignment 19.1 The Supplier shall not assign, in whole or in part, its obligations to perform under this Contract, except with the Procuring Agency’s prior written consent.

20. Subcontracts 20.1 The Supplier shall not be allowed to sublet the job and award subcontracts under this Contract except the firms involved in the Joint Venture/ Consortium.

21. Delays in the Supplier’s Performance

21.1 Delivery of the goods shall be made by the Supplier in accordance with the time schedule prescribed by the Procuring Agency in the Schedule of Requirements.

21.2 If at any time during performance of the Contract, the Supplier should encounter conditions impeding timely delivery of the goods, the Supplier shall promptly notify the Procuring Agency in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Procuring Agency shall evaluate the situation and may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the Parties by amendment of Contract.

21.3 Except as provided under GCC Clause 8.2, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 21.2 without the application of liquidated damages.

22. Penalties/Liquidated Damages

22.1 In case of late delivery beyond the presented period, penalty as specified in SCC shall be imposed upon the Supplier/ Manufacturer. The above Late Delivery (LD) is subject to GCC Clause 24, including late delivery for reasons beyond control. Once the maximum is reached, the Procuring Agency may consider termination of the Contract pursuant to GCC Clause 23. 22.2 If the firm provide substandard item or fail to provide the item, the payment of risk purchase (which will be purchased by the indenter) the price difference shall be paid by the Firm.

23. Termination for Default 23.1 The Procuring Agency, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part:

a. if the Supplier fails to deliver any or all installments of the goods within the period(s) specified in the Contract, or within any extension thereof granted by the Procuring Agency pursuant to GCC Clause 8.2; or

b. if the Supplier fails to perform any other obligation(s) under the Contract. if the Supplier, in the judgment of the Procuring Agency has engaged in corrupt or fraudulent

practices in competing for or in executing the Contract. For the purpose of this clause: “corrupt practice” means the offering, giving, receiving or soliciting of any thing of value to influence the

action of a public official in the procurement process or in Contract execution.

“fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a Contract to the detriment of the Procuring Agency, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Procuring Agency of the benefits of free and open competition.

24. Force Majeure 24.1 Notwithstanding the provisions of GCC Clauses 21, 22, and 23, the Supplier shall not be liable for forfeiture of its Performance Guaranty/ bid Security, or termination/ blacklisting for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to mis-planning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Procuring Agency in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics, quarantine restrictions and freight embargoes. If a Force Majeure situation arises, the Supplier shall promptly notify the Procuring Agency in writing with sufficient and valid evidence of such condition and the cause thereof. The Committee of Ministry of Health, constituted for Redressal of grievances, shall examine the pros and cons of the case and all reasonable alternative means for completion of purchase order under the Contract and shall submit its recommendations to the competent authority. However, unless otherwise directed by the Procuring Agency in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event.

25. Termination for Insolvency

25.1 The Procuring Agency may at any time terminate the Contract by giving written notice of one month time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties.

26. Arbitration and Resolution of Disputes

26.1 The Procuring Agency and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract.

26.2 If, after thirty (30) days from the commencement of such informal negotiations, the Procuring Agency and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred to the Arbitrator for resolution through arbitration.

26.3 In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. Additional Chief Secretary, Government of the Punjab, Civil Secretariat, Lahore shall act as arbitrator. The decisions of the arbitrator shall be final and binding on the Parties.

27. Governing Language

27.1 The Contract shall be written in English language. Subject to GCC Clause 28, the version of the Contract written in the specified language shall govern its interpretation. All correspondence and other documents pertaining to the Contract, which are exchanged by the Parties, shall be written in English.

28. Applicable Law

28.1 This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction.

29. Notices

29.1 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 SCC.

29.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

Special Conditions of Contract (SCC) Special Conditions of Contract shall be concluded between the Procuring Agency and the successful bidder(s) as per specific requirement of the specific Product. In case where there is a conflict between the general conditions of the contract and the special conditions of contract, the special condition of contract shall prevail.

1. General:

1.1 The imported goods shall be of USA, European or Japanese Origin firms; however their delivery/ provision may vary according to geographical location of their factories.

1.2 The fee of all necessary licenses required to install and operate the equipment shall be born by the Supplier and Procuring agency will facilitate through documents only.

1.3 The Bank Guaranty will be discharged after successful installation, commissioning, servicing and completion of 05-years comprehensive warranty Period. A clearance letter will be issued by the head of concerned institution.

1.4 The Supplier shall be deemed to have obtained all the information regarding facilities and charges, in respect of port clearance, loading and unloading, storage, transportation, congestion, Octri, licensing fee and confirmed the requirements thereof at his own responsibility and all such costs and charges are deemed to be included in the rates and prices mentioned in the Priced BOQ and the Procuring Agency will not pay any amount over this contracted amount, whether in case of CIF or free delivery consignments.

1.5 The Supplier shall arrange the necessary arrangements for training of hospital staff including doctors, technician, paramedical staff and biomedical engineers.

2. Insurance of Local Goods

2.1 Insurance of Local Goods and other materials from factory to sight shall include all insurance costs covering the responsibility of all losses or damages, while loading, unloading, storing, trimming on the carrier and transporting to Site up to the installation, testing & commissioning of the medical equipment.

2.2 Checking and verifying of consignments, issuance of receiving reports and damage reports (when applicable) shall be the Contractor’s responsibility.

2.3 The cost of insurance shall be quoted on the basis of insurance through National Insurance Company (NIC) of Pakistan or any other insurance company operating in Pakistan acceptable to the Procuring Agency.

3. Payment

3.1 In case of imported goods; the payment will be made 100% via establishing the LC at sight and receiving of mentioned documents. The payment will be made in the following manner through a letter of credit to be opened by the Procuring Agency as per following payment details. The details of amount to be paid to manufacturer / beneficiaries, along with product, make/model, is placed at Annex-

3.2 The detail of Local and LC items has been indicated for execution. The amount of locally provided items will be paid after the inspection as per inspection details.

3.3 The amount of Letter of Credit shall be paid to beneficiary on production of the following non-negotiable documents.

i. Draft. ii. Three original and two copies of the Supplier's Invoice showing purchaser as Secretary,

Health, Government of Punjab, Pakistan, the Contract No., Goods description, quantity, unit price and total amount. Invoice must be signed in original stamped or sealed with company stamp or seal. Four Copies of packing list identifying content of each package. One original and two copies of the negotiable, clean, on board through bill of lading marked “freight prepaid” and showing purchaser as Secretary Health.

iii. Copy of insurance certificate showing purchaser as the beneficiary; iv. The manufacturer’s original warranty certificate, covering all items supplied; v. One original copy of the Supplier’s Certificate of origin covering all items supplied.

vi. Test/ Inspection Certificate of manufacturer. vii. Manufacturer's Guarantee Certificate to the effect that:

a) the goods supplied by them are strictly in conformity with the specifications stipulated in the contract. b) the goods have been packed and marked suitable for transport by Sea, Rail, Road and Air in terms of the contract. c) the stores supplied by them are brand new and absolutely free from any material or manufacturing defects. d) Manufacturer's test certificate in respect of each consignment.

4. Execution of Warranty

4.1 A Log Book for each of the equipment shall be maintained by the Biomedical Engineer/ Technical Coordinator of the Supplier and Enduser/Biomedical Engineer of the Hospital jointly. This will include the name of the equipment, down time, preventive maintenance schedule, replacement of parts, down time etc.

4.2 The Warranty will start from the date of acceptance of equipment (properly installed, as per contracted specifications and handing over of related documents mentioned in GCC and will last for three years at 95% uptime. 4.3 The maintenance will be the responsibility of the manufacturer / their agent. An annual optimal uptime of 95% is considered as acceptable level of performance. 4.4 Software and hardware up gradation of the computing system should be carried out as available during warranty period as desired by end user or as recommended by the manufacturer. 4.5 Manufacturer / Supplier shall be responsible for rectifying with all possible speed at their own expense, any defect or fault in the system which may develop at any time during installation, commissioning period. 4.6 Shielding of the Radiation Rooms will be the responsibility of the firm. The firm will be responsible for complete interference free installation keeping in view the requirement and recommendation of manufacturers and its surroundings to ensure artifacts free examinations/ procedures.

4.7 Manufacturer will guarantee the availability of spare parts and accessories for the system for ten years.

4.8 Uptime shall be defined as the “time available to the user for doing procedures/ data acquisition and processing during working hours throughout the year.”

4.9 Manufacturer / Supplier shall check system performance during and after every 4-months. An “Optimal Percentage” will be calculated by dividing “System in Service” hours by hours available,

both measured on the basis of working hours as detailed above.

4.10 If the uptime percentage for the measurement period (04-months) shall fall short of 95% the following formula will be applied to determine additional days in the warranty / service contract period.

a. 100% - 95% No Penalty b. 95% - 90% The warranty period will be extended by 2.0 times

the number of days as extra down time. c. 90% - 80% The warranty period will be extended by 3.0 times

the number of days as extra down time d. Below 80% The warranty period will be extended by 4.0 times

the number of days as extra down time

4.11 Down time is defined as “the failure in the equipment operation to acquire or process the data or procedure, resulting in inability to carry out the required procedure properly.” 4.12 “Down time” will start when the end user/ Staff In-charge notifies the designated service facility verbally or in writing to Bio-Medical Engineer/ Technical Coordinator of the firm stationed in the Hospital. 4.13 Down time will end once the repairs have been affected and the system is again available for clinical use. 4.14 The firm will provide the recommended preventive maintenance schedule of each of the equipment at the time of delivery. 4.15 The firm will bound to execute the installation/ maintenance according to the installation/ service protocol and will replace the components/ kits recommended by the manufacturers for installation and Periodic Preventive maintenance. 4.16 The scheduled preventive maintenance shall be in accordance with Service Protocol recommended/ advised by the manufacturer. 4.17 Remote service via modem shall be preferred if provided by the manufacturer to pick-up early faults at no cost to the hospital for the high-tech equipment.

4.18 The manufacturer / supplier will be responsible for preventive maintenance of equipment as per manufacturers’ Service Manuals and shall keep a check for electrical / magnetic / temperature and humidity conditions. Such a check should be made monthly and record should be maintained in the log book of the hospital.

5. Packing & Marking

5.1 Packing: Usual export packing to ensure safe journey up to the site of consignee.

Marking: Each packing should be clearly marked in suitable size in bold letters as per requirement.

6. Trans-shipment

6.1 Trans-shipment is not allowed.

7. Place of delivery

7.1 CIF (fixed value) & DDP for local goods, place of delivery is Punjab Institute of Cardiology, Jail Road, Lahore

9. Correspondence addresses

Procuring Agency Medical Superintendent Punjab Institute of Cardiology, Jail Road,Lahore Phone: 042-99203051-65 Contracting Firm

M/s _______________ _________________ ________________ ______________

_________

INVITATION FOR BIDS

Procurement of General Store – General For Punjab Institute of Cardiology

Punjab Institute of cardiology invites sealed bids from the firms having established credentials in terms of Technical, Financial and Managerial capabilities for the supply of medical equipments as per details given below during current financial year (2018-2019) on free delivery to Consignee’s end/CIF basis:

PIC-Tender- 2019-20 Items General Store – General, Stationary, Chemicals, Linen and Computer items

2. Interested bidders may get the bidding documents from the Purchase Section on submission of written application on letter head and a copy of CNIC along with payment of non-refundable fee of Rs.1,000/- (One thousand only) for each bidding document (package). Bidding documents including detailed specifications, terms & conditions shall be issued from 20/05/20193to 10/06/2019 and 11/06/2019 gradually 03:00 p.m.

3. 02% Bid Security of estimated cost shall be attached with the bid in the shape of CDR from any scheduled bank otherwise tender will be rejected. 4. Single Stage – Two Envelopes bidding procedure shall be applied. The envelopes shall be marked as “FINANCIAL PROPOSAL” AND TECHNICAL PROPOSAL” in bold and legible letters. Financial proposal of bids found technically non-responsive shall be returned un-opened to the respective bidders. 5. Procurements shall be governed under the Punjab Procurement Rules 2014. 6. Sealed bids are required to be brought in person by the authorized representative of the interested bidders on positively in the committee room of PIC. The bids received till the stipulated date & time shall be opened on the same day at 11:30 A.M in the presence of the bidders or their authorized representatives by the purchase committee. 7. The bidders are required to submit the company profiles including Technical, Engineering, Managerial capabilities, after-sales services and past experience/ performance alongwith their technical bids. 8. All bids should be submitted in tape or ring binding. Bids with loose papers shall be rejected straightaway. All documents should contain proper page marking, attached in sequence as indicated for evaluation in the bidding document and signatures of authorized person. Moreover, signing and stamping of each page of bidding document/form is mandatory otherwise bid shall be rejected straightaway. 10. In case the date of opening or last date of sale is declared as a public holiday by the government or non-working day due to any reason, the next official working day shall be deemed to be the date of sale and submission and opening of tenders accordingly. The time and venue shall remain the same. 11. Pre-bid conference shall be held on 30/05/2019 at 11: 00 A.M in the Committee Room of PIC, Lahore. 12. The Procuring Agency however, reserves the rights to accept or reject any or all bids with or without assigning any reason. 13. Bid Security (2% of the total bid) in form of call deposit is required to submit compulsorily alongwith financial

offer. In case of non-availability of 2% bid security, the tender offer will be rejected.

Medical Superintendent PIC, Lahore

Performance Guarantee Form

To: [Name & Address of the Procuring Agency] Whereas [Name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No. [number] dated [date] to supply [description of goods] (hereinafter called “the Contract”). And whereas it has been stipulated by you in the said Contract that the Supplier shall furnish you with a Bank Guarantee by a scheduled bank for the sum of 5% of the total Contract amount as a Security for compliance with the Supplier’s performance obligations in accordance with the Contract. And whereas we have agreed to give the Supplier a Guarantee: Therefore we hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of [Amount of the Guarantee in Words and Figures] and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract and without cavil or argument, any sum or sums within the limits of [Amount of Guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the____________ day of_________, 20 __ Signature and Seal of the Guarantors/Bank Address Date Note: 1. It should be valid for a period equal to the warranty period.

2. The contract will be signed/ issued after submission of this Performance Security.

Manufacturer’s Authorization Form [See Clause 3.1 (a) of the Instruction to Bidders] To: [name of Procuring Agency]

WHEREAS [name of the Manufacturer] who are established and reputable Manufacturers of [name and/or description of the goods] having factories at [address of factory] do hereby authorize [name and address of Supplier/ Agent] to submit a bid, and subsequently negotiate and sign the Contract with you against IFB No. [reference of the Invitation to Bid] for the goods manufactured by us. We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Bids. [Signature for and on behalf of Manufacturer] Note: 1. This letter of authority should be on the letter head of the Manufacturer and should be

signed by a person competent and having the power of attorney to bind the Manufacturer. 2. It should be included by the Bidder in its bid. 3. The standard authorization letter/ sole agency agreement already signed by the

manufacturer may also be acceptable, depicting the above mentioned requirements.

1. Contract Form

THIS CONTRACT is made at on day of 20 , between the Medical Superintendent, Punjab Institute of Cardiology, Lahore (hereinafter referred to as the “Procuring Agency”) of the First Part; and M/s (firm name) a firm having its registered office at (address of the firm) (hereinafter called the “Supplier”) of the Second Part (hereinafter referred to individually as “Party” and collectively as the “Parties”). WHEREAS the Procuring Agency invited bids for procurement of goods, in pursuance where of M/s (firm name) being the Manufacturer/ authorized Supplier/ authorized Agent of (item name) in Pakistan and ancillary services offered to supply the required item (s); and Whereas the Procuring Agency has accepted the bid by the Supplier for the supply of (item name) and services in the sum of Rs (amount in figures and words) cost per unit, the total amount of (quantity of goods) shall be Rs (amount in figures and words) for free delivery items and unit price €/£/$/¥________ for the total price_______________ €/£/$/¥ of the items of CIF portion for establishing the LC. NOW THIS CONTRACT WITNESSETH AS FOLLOWS: 1. In this Contract words and expressions shall have the same meanings as are respectively

assigned to them in the General Conditions of this Contract hereinafter referred to as “Contract”:

2. The following documents shall be deemed to form and be read and construed as integral part of this Contract , viz:- a. the Price Schedule submitted by the Bidder, b. the Schedule of Requirements; c. the Technical Specifications; d. the General Conditions of Contract; e. the Special Conditions of Contract; f. the Procuring Agency’s Notification of Award; g. the scope of work; h. the Contract; and i. the Bid & its clarifications. j. the contracted specifications (attached as annexure) k. Any undertaking provided by the firm

3. In consideration of the payments to be made by the Procuring Agency to the Supplier/ Manufacturer as hereinafter mentioned, the Supplier/ Manufacturer hereby covenants with the Procuring Agency to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of this Contract.

4. The Procuring Agency hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of this Contract at the time and in the manner prescribed by this Contract. [The Supplier] hereby declares that it has not obtained or induced the procurement of any Contract, right, interest, privilege or other obligation or benefit form Government of the Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled by it (Government of the Punjab) through any corrupt business practice.

5. Without limiting the generality of the foregoing, [the Seller/ Supplier] represents and warrants that it has fully declared the brokerage, commission, fees etc, paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a Contract, right interest, privilege or other obligation or benefit in whatsoever form from Government of the Punjab, except that which has been expressly declared pursuant hereto.

6. [The Supplier] certifies that has made and shall make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with Government of the Punjab and has not taken any action or shall not take any action to circumvent the above declaration, representation or warranty.

7. [The Supplier] accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty. It agrees that any Contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Government of the Punjab under any law, Contract or other instrument, be avoidable at the option of Government of the Punjab.

8. Notwithstanding any rights and remedies exercised by Government of the Punjab in this regard, [The Supplier] agrees to indemnify Government of the Punjab for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Government of the Punjab in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [The Seller/ Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any Contract, right, interest, privilege or other obligation or benefit in whatsoever form from Government of the Punjab.

9. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. Additional Chief Secretary shall act as arbitrator. The decisions taken and/or award made by the arbitrator shall be final and binding on the Parties.

10. This Contract shall be governed by the laws of Pakistan and the courts of Pakistan shall have exclusive jurisdiction.

IN WITNESS Whereof the Parties hereto have caused this Contract to be executed at_____________(the place) and shall enter into force on the day, month and year first above mentioned. Signed/ Sealed by the Manufacturer/ authorized Supplier/ authorized Agent Signed/ Sealed by Procuring Agency 1. 1. 2. 2.

Bid Form

Date: 11/06/2019 for General Store – General, Stationary, Chemicals, Linen and date: 12/06/2019 for

Computer items Tender No.:

To: [Name and address of Procuring Agency] Respected Sir/Madam 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 for the sum of [Total Bid Amount], [Bid Amount in words] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this bid. We undertake, (if our bid is accepted), to deliver the goods in accordance with the delivery schedule. If our bid is accepted, we shall obtain an unconditional guarantee of a bank in the sum of ____ percent of the Contract Price for the due performance of the Contract, in the form prescribed by the Procuring Agency. We agree to abide by this bid for a period of [number] days from the date fixed for bid opening under ITB Clause 18 of the Instructions to 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 you are not bound to accept the lowest or any bid you may receive. Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid, and to contract execution if we are awarded the contract, are listed below: Name and address of bidder Amount and Currency (if none, state “none”).” Dated this day of , 201 Signature (in the capacity of) Duly authorized to sign bid for and on behalf of . Attachment

Price Schedule-A (03-Years warranty)

(for the items of the package to be supplied on free delivery basis)

Name of Bidder__________________________________________________________________ Tender No. and the name of the package -------------------------------------------------------------------------

Item. No. (as per serial

original serial in the

package)

Name of Item (As listed in invitation of

bid)

Make

Model Country of Origin

Country of Manu-

facturer Qty

Name of Port of dis-

patch Unit Price (Rs.)

Total Cost (Rs.)

1

15

21

35

Total Cost (Rs.)

Sign and Stamp of Bidder_________________________________________________ Note: In case of discrepancy between unit price and total, the unit price shall prevail.

Price Schedule-B (03-Years warranty)

(for the items of the package to be supplied on CIF basis)

Name of Bidder__________________________________________________________________ Tender No. and the name of the package -------------------------------------------------------------------------

Item. No. (as per serial

original serial in the package)

Name of Item (As listed in

invitation of bid) Make

Model Country of Origin

Country of Manufactu

rer Qty Unit CIF

Price (€/£/$/¥)

Total cost for each

item (€/£/$/¥)

1

15

21

35

Total Cost (Rs.)

Sign and Stamp of Bidder_________________________________________________ Note: 1. In case of discrepancy between unit price and total, the unit price shall prevail. 2. Foreign currency rate will be considered on the date of opening of Financial Bid as per selling rate

announced by the national/ State Bank.

0

OFFICE OF THE MEDICAL SUPERINTENDENT PUNJAB INSTITUTE OF CARDIOLOGY, LAHORE

PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

To

_________________________________

_________________________________

_________________________________

INVITATION TO TENDER NO. DUE ON 12/06//2019

Dear Sir

You are hereby invited to submit your tender for the store as detailed in schedule to this

invitation to tender subject to the conditions mentioned hereunder as well as stipulated in the schedule. The

contract resulting from this invitation to tender shall be governed by the PPRA Rules.

The purchaser does not pledge himself to accept the lowest tender and reserves the right of accepting the full or part quantity offered and the tenderer shall supply the same at the quoted rate. The tenderer shall be required to quote full quantity as specified in the tender form.

TENDER 2019-2020

Tender Name. Medical Gases

Tender selling date. 20/05/2019

Tender deposit / opening date 12/06/2019

Tender Deposit Time 10: 00 am

Tender Opening Time 11:00 am

Yours truly


PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

TENDER 2019-2020

TENDER FILLING INSTRUCTIONS

1. All purchases shall be made from the manufacturers / suppliers prequalified and registered with the

Health Department. 2. Rates must be clearly typed and tender will not be entertained if written with pencil and pen. 3. Quote your rates on our form and fill all the columns properly. If you have alternate(s) or option(s)

just write “A, B, C” with Serial Number e.g. 2-A, 2-B, 2-C……... Or if you find the space insufficient then design the same, but don’t change the structure/template of form.

4. Complete/Fill columns of No. in Each Pack(Box Containing), Rate Per Pack, Unit for Required Rate, Rate Offered otherwise item will not be entertained in comparative statement.

5. Be careful regarding calculations. If your quoted item and price does not match the No. in Each Pack (Box Containing), then the lesser rates per unit will be considered in comparative statement.

6. Over-writing /cutting should be avoided, if inevitable must be signed. 7. Tender should be sealed and write the tender category and opening date on the envelope. 8. Please sign and stamp each paper of tender for this office. 9. Any offer not received as per terms and conditions of the tender shall be liable to be ignored. 10. No offer shall be considered if:

received without earnest money;

received after the time and date fixed for its receipt;

the tender is unsigned;

offer is ambiguous;

offer is conditional;

offer is from a firm, blacklisted, suspended or removed from the approved list;

offer is received by telegram;

offer received with shorter validity than required in the tender enquiry; and

offer is not conforming to specifications indicated in the tender inquiry.

All terms and conditions are accepted and quoted rates are inclusive of all taxes

_______________________________________ Signature and Name of Proprietor / Authorized Person

______________________________________ Firm’s Name

_______________________________________

Phone No.


PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

TENDER 2019-2020 FIRM / COMPANY INFORMATION

Firm’s Name

Head Office Address

Phone No

E-mail Address

FAX No.

Web. No.

The contracting firm shall maintain an office with regular staff in Lahore during contract period.

Lahore Office Address

Phone No

E-mail Address

FAX No.

Web. No.

Please mention Chamber of Commerce Registration (CCR) (attach copy)

C.C R.No. Date of Issue Validity Date.

Firm must have National Tax Number and General Sales Tax Number (attach copy)

National Tax Number

General Sales Tax Number

NOTE: TENDER OF A FIRM WHICH DOES NOT HAVE NATIONAL TAX NUMBER (NTN) AND

GENERAL SALES TAX NUMBER (GST) WILL NOT BE ENTERTAINED

All terms and conditions are accepted and the above mentioned information are correct.

___________________________________________ Signature and Name of Proprietor / Authorized Person

____________________________________________ Firm’s Name


PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

TENDER 2019-2020

GENERAL TERMS AND CONDITIONS 1. Quote your rates on contract basis valid upto 30/06/2020 (Extendable for further three months). 2. Please quote the final price inclusive of all kind of taxes: general sales tax, income tax etc. 3. The tenderer shall certify that the prices quoted against tender are not more than the prices charged

to any agency (Government or Private) in Pakistan and in case of any discrepancy, the tenderer shall undertake to refund the price charged in excess.

4. In case the offering firm is quoting the store (s) of any local or foreign manufacturer or importer, it

will submit with the offer an authority letter from such manufacturer/importer for the particular store (s). The firm will also submit an undertaking from the manufacturer/importer that in case it fails to fulfill its contractual obligations/supply then they will be responsible for the same.

5. Support your quotations with literature and samples. 6. Attach original tender purchase receipt.

Receipt No. Date Amount

7. Get your old security if there is no pending supply against it. Any previous security is not adjustable. 8. Attached call deposit @ 2% of the estimated cost of Rs.3,20,000/- as security deposit in favour of

Medical Superintendent, Punjab Institute of Cardiology, Lahore. Details of Call Deposit are:

Number Date Bank Name. Amount.

16000000

9. Head of Institution / Medical Superintendent or his nominee reserves the right(s) to accept or cancel

the tender fully or partially without assigning any reason that cannot be challenged in any court of law.

All terms and conditions are accepted And quoted rates are inclusive of all taxes.

_______________________________________ Signature and Name of Proprietor / Authorized Person

_______________________________________ Firm’s Name


PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

TENDER 2019-2020

TERMS AND CONDITIONS

1. Quote your rates on F.O.R basis on free delivery at consignee’s end, inclusive of all kinds of taxes

(general sales tax, income tax, etc.) and carriage charges.

2. The rates once concluded will be final and contractor shall be bound to supply the stores on the

concluded rates throughout the contract period and any extended period, irrespective of currency

devaluation or any duty imposed by the government or other reason(s).

3. Contractor shall not supply expired, defective, substandard, spurious, counterfeited, forged or

inferior quality instead of approved material / ordered items.

4. Contractor shall be bound to supply the stores in full otherwise bill will not be processed till the

completion of supply.

5. Contractor shall supply the stores within specified time as and when the purchase order will be

issued.

6. If the contractor makes delivery after specified time, shall be treated as per rules.

7. If the contractor fails to supply any ordered item(s) within specified period, the same shall be

purchased from the open market or from the next lowest (from acceptable offers) on risk purchase

basis, without any notice to the contractor. The said sum will be deducted from the next bill/security

deposit of the contractor and will be treated as per rules.

8. The contractor shall submit three copies of bill against supplies at the time of delivery to the

Storekeeper together with a copy of purchase order and delivery challan.

9. Deductions (tax, L.D charges, etc.) shall be in accordance with the government rules.

10. The contractor will be responsible for the quality and safety of the provided material, failure to do so

will make him liable for legal action under prevailing law and any other penalty decided by the

hospital authority.

11. While transferring the liquid oxygen from firm tanker to Hospital tank, the reading of liquid oxygen

shall be noted from the hospital tanker.

12. The firm shall be bound to visit the Hospital from 8:00 am to 12:00 noon for liquid oxygen filling.

13. The firm shall install one additional liquid oxygen tank to fulfill the requirement of newly established

emergency site or one large liquid oxygen tank 9000 cm3 installed in site the hospital.

All terms and conditions are accepted And quoted rates are inclusive of all taxes

_______________________________________

Signature and Name of Proprietor / Authorized Person

_______________________________________ Firm’s Name

To

The Medical Superintendent Punjab Institute of Cardiology Ghaus-ul-Azam (Jail) Road, Lahore Ph. # 042-9203051-60

CERTIFICATE

It is certified that the price quoted against the tender in the Punjab Institute of cardiology,

Lahore is not more than that charged to any agency (Government or Private) in Pakistan and in case of

any discrepancy, the firm hereby undertakes to refund the price charged in excess. It is also certified that

the stores (in the case of contract) shall be supplied exactly in accordance with the requirements specified

in the schedule.

In case of failure, I/we agree to accept the recovery of belated charges on supplies @ 2 % per

month or part thereof. It is hereby confirmed that all the rules and regulations prescribed in the Purchase

Manual shall be abide by the firm.

All terms and conditions are accepted and quoted rates are inclusive of all taxes

_________________________________ Signature and Name of Proprietor / Authorized Person

_________________________________ Firm’s Name.


PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

To

_________________________________

_________________________________

_________________________________

INVITATION TO TENDER NO. DUE ON 12 / 06 /2019

Dear Sir You are hereby invited to submit your tender for the store as detailed in schedule to this invitation

to tender, subject to the conditions mentioned hereunder as well as stipulated in the schedule. The contract resulting

from this invitation to tender shall be governed by the PPRA Rules.

The purchaser does not pledge himself to accept the lowest tender and reserves the right of accepting the full

or part quantity offered and the tenderer shall supply the same at the quoted rate. The tenderer shall be required to quote

full quantity as specified in the tender form.

TENDER 2019-2020

Tender Name. Waste of Radiology (Fixer)

Tender Deposit Date. 12/06/2019

Tender Opening Date 12/06/2019

Tender Deposit Time 10: 00 am

Tender Opening Time 11:00 am

Yours truly

For and on behalf of Medical Superintendent

Punjab Institute of Cardiology, Lahore


PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

TENDER 2019-2020 FIRM / COMPANY INFORMATION:

Firm Name:

Head Office Address:

Phone No

E-mail No.

FAX No.

Web No.

The contracting firm shall maintain an office with regular staff in Lahore during contract period. Lahore Office Address:

Phone No

E-mail No.

FAX No.

Web No.

Please mention Chamber of Commerce Registration (CCR) (Please attach the copy):

C.C R.No. Date of Issue Validity Date.

Firm must have National Tax Number and General Sales Tax Number (Please do Attach the copy):

National Tax Number

General Sales Tax Number

NOTE: QUOTATION OF A FIRM WHICH DOES NOT HAVE NATIONAL TAX NUMBER (NTN)

AND GENERAL SALES TAX NUMBER (GST) WILL NOT BE ENTERTAINED

All Terms and Conditions are accepted and quoted rates are inclusive of all taxes.

_____________________________________________ Signature and Name of Proprietor / Authorized Person.

Firm name.


PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

TENDER 2019-2020

TERMS AND CONDITIONS 10. Please quote your rate per liter rate. 11. Attach original tender purchase receipt.

Receipt No. Date Amount

12. Attached call deposit @ 2% of the estimated bid value i-e Rs. 2,20,000 in favour of Medical

Superintendent, Punjab Institute of Cardiology, Lahore. Call Deposit is:

Number Date Bank Name. Amount.

2% of the total value

13. Contractor will provide the pots for the storage of Waste Fixer. 14. Contractor will make two visits per month for the collection of Waste Fixer. 15. Contractor will make the payment to the Cashier of this Institute of Waste Fixer at the time

of collection. 16. Head of Institution / Medical Superintendent or his nominee reserves the right(s) to accept

or cancel the tender fully or partially without assigning any reason, which cannot be challenged in any court of law.

Accepted all the Terms and Conditions.

______________________________ Signature and Name.

______________________________

Firm name.


PH.#.042-99200031,(Ext.313), 042-99203051, FAX 042-99203204

NAME OF FIRM _______________________________________________________________

S.NO. PARTICULARS. Approx. Qty RATE PER LITER

01

RADIOLOGY DEPARTMENT Liters 800 Ltr

Rs.

Accepted all the Terms and Conditions.

______________________________ Signature and Name.

______________________________

Firm name.

16

PUNJAB INSTITUE OF CARDIOLOGY, LAHORE Ph: No. 99203051 – 60

BIDDING DOCUMENTS

Bidding Documents of PIC, Lahore for Petroleum & Gas for the year 2019-2020.

17

OFFICE OF THE MEDICAL SUPERINTENDENT, PUNJAB INSTITUTE OF CARDIOLOGY, LAHORE,

Ph.#.Off.042-99200031, 042-99203051 (EXT.313) FAX.#.042-99203204

1. The contract / agreement is for the period of one year (w.e.f 01/07/2019 to 30/06/2020) extendable for a certain period if required. No advance payment or any security deposit shall be made by this office.

2. Services charges shall be paid in regular bills of supplies. 3. Payment shall be made through cross cheque in favour of winning firm after the receipt of bill

on monthly basis, subject to availability of funds. 4. Supplies should not be discontinued by the petrol pump during the period of contract /

agreement and supplies can be drawn 24 hours during the contract period. 5. Petroleum may only be supplied to the vehicles owned by this hospital. 6. Supplies having good quality and quantity shall only be accepted. 7. Supplies only be drawn through credit coupon books under the authorized specimen signatures.

Petrol Pump shall be responsible for any misuse of coupon books with the convenience of any staff member of this hospital.

8. The petrol drawn through credit coupon books shall be reconciled by the Motor Transport Officer of this hospital with the Petrol and Gas recorded in the Log Books of vehicles on monthly basis.

9. An authenticate price list of Petrol and Gas shall be provided by the Petrol Pump and both parties shall intimate each other in writing within 30 days before any change(s). If required to be taken place in the agreement.

10. Hospital authorities reserve the rights to cancel the agreement with assigning strong reason. In case of any dispute decision of hospital authorities will be final and it cannot be challenged in any court of law.

18


Ph: No. 99203051 – 60

BIDDING DOCUMENTS

Bidding Documents of PIC, Lahore for CSSD & Pathology Kits, Chemicals and Blood Bank items and kits for Haematology,

Coagulation Analyser, HS Tropnin – T for the year 2019-2020.

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Invitation for Bids Punjab Institute of Cardiology, Lahore.

Procurement of CSSD & Pathology Kits, Chemicals and Blood Bank

items and kits for Haematology, Coagulation Analyser, HS Tropnin – T.

Punjab Institute of Cardiology, Lahore invites sealed bids from the eligible bidders for supply of Drugs/Medicines and Surgical Disposable Items etc. to meet the requirement of the institution. Detailed description and quantities of Drugs/Medicines and Surgical Disposable Items etc. are given in the Bidding Documents. 2. Interested eligible bidders may get the Bidding Documents at the address mentioned below on submission of written application alongwith payment of nonrefundable fee of Rs. 1000/- (One Thousand only). Bidding Documents shall be issued upto 20/05/2019 only during office hours. 3. Bidding will be conducted through Single Stage – Two Envelopes bidding procedure as per Rule 38 (a) of Punjab PPRA-2014. 4. Bids must be delivered to the Meeting Room of Punjab Institute of Cardiology, Lahore, at or before 10:00 hours on 11/06/2019 and 14/06/2019 gradually Bid security of @ 2% of the estimated price in the shape of call deposit required to be supported with the financial bid. Late bids will be rejected. Bids will be opened in the presence of the bidder’s representatives who choose to attend at the Meeting Room of Punjab Institute of Cardiology, Lahore at 11:00 hours on 28/06/2016 5. The Bidders are requested to give their best and final prices as no negotiations on the prices are allowed.



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Bid Data Sheet ITB Ref Description Detail

N/A Commencement of sale of Bidding Document from 20/05/201914/06/2017 N/A Last date of sale of Bidding Document 11/06/2019 CSSD and 14/06/2019 (Pathology Kits, Chemicals and Blood Bank items and kits for Haematology, Coagulation Analyser, HS Tropnin – T) till 15: 00 a.m. ITB Clause 24 Last date and time for the receipt of bidding document 10/06/2019 and 13/06/2019, 03:00 hours N/A Pre-bid meeting date, time and venue 30/05/2019, 11:00 hours in the Meeting Room, Punjab Institute of Cardiology, Lahore ITB Clause 27 Date, time and venue of opening of technical bids 11/06/2019 and 14/06/2019 at 11:00 hours in the Meeting Room of Punjab Institute of Cardiology, Lahore ITB Clause 16 Bid currency PKR ITB Clause 13 Language of bid English or Urdu ITB Clause 20 Amount of bid security @ 2% of the estimated price. ITB Clause 21 Bid validity period 120 Days ITB Clause 09 Bidding procedure Single stage – Two Envelop procedure ITB Clause 27 Address for communication: ITB Clause 41 The Performance Guarntee: 5% of the Contract Value

For and on behalf of Medical Superintendent, Punjab Institute Cardiology, Lahore, Pakistan


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SECTION 1 Invitation to Bid

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Letter of Invitation SUBJECT: Procurement of CSSD on 11/06/2019 & Pathology Kits, Chemicals and Blood Bank items and kits for Haematology, Coagulation Analyser, HS Tropnin – T on 14/06/2019. Dear Sir/ Madam. 1. Punjab Institute of Cardiology, Lahore invites sealed bids from the eligible bidders for supply of Drugs/Medicines Items etc. to meet the requirement of Director General Health Services, Punjab, Lahore in quantities and specifications more specifically described in Section III of the Bidding Documents. 2. Bidding shall be conducted as per the procedure specified in the Bidding Documents. 3. Interested bidders may obtain further information and inspect the Bidding Documents at the address given below from 08:00 hours to 15:00 hours on any working day before closing date or the same can be examined online at the PPRA website (www.ppra.punjab.gov.pk) until the closing date for the submission of bids. 4. A complete set of original Bidding Documents shall be purchased from the below mentioned office on all working days from 08:00 hours to 15:00 hours on submission of a written application and payment of non-refundable fee of Pak Rupees 1000/- only.

5. Prospective bidders may note that the pre-bid meeting will be held at 11:00 hours on 30/05/2019 in the Meeting Room of Punjab Institute of Cardiology, Jail Road, Lahore Pakistan.

6. Bids must be delivered, in the manner prescribed, at or before 10:00 hours on 11/06/2019 and 14/06/2019 gradually Late Bids will be rejected. Bids will be opened on the same day at 11:00 hours in presence of bidders or their representatives, who choose to be present. 7. All bids (financial) must be accompanied with a bid security which is @ 2% of the estimated price in form of a Call Deposit receipt (CDR). 8. In an event where the last date for submission of bids be declared a public holiday the due date for submission and opening of bids shall be the following working day at the same appointed timings and venue. 9. Interested bidders may visit Government of the Punjab, Health Department websites http:// www.ppra.punjab.gov.pk for more information. NOTE: Company will pay 2% of the contract value in lieu of International Drug Testing fee (1 or more depending ordered order quantity amounting to Rs.10 Million or more).

For and on behalf of Medical Superintendent Punjab Institute of Cardiology, Lahore, Pakistan


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Bidders are advised to read the contents of the Instruction to Bidders (ITB) carefully

SECTION II Instructions to Bidders

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1. Scope of Bid 1.1 Punjab Institute of Cardiology, Lahore invites bids for supply of Drugs/Medicines Items etc. to meet the requirement of Punjab Institute of Cardiology, Lahore specified in the Schedule of Requirements along with Technical Specifications.

2. Source of Funds 2.1 The Government of Punjab.

3. Eligible Bidders. 3.1 This Invitation for Bids is open to all PHARMACEUTICALS manufacturers / sole (agents / distributors / importers) for supply of Goods more specifically described in the Schedule of Requirement (Section-III.) 3.2 Government-owned enterprises in Pakistan may participate only if they are legally and financially autonomous and authorized to participate in bidding. 3.3 The Agent/ Supplier/ Importer must possess valid authorization from the Manufacturer and shall have to submit a copy of Memorandum of Association/ Partnership deed registered with the Registrar of Companies. However, in case of Manufacturer, they should have a documentary proof as prescribed in the Bid Form Section V to the effect that they are the original Manufacturer of the required specifications of Goods. 3.4 Bidders under a declaration of ineligibility for corrupt and fraudulent practices issued by any Government (Federal, Provincial or Local) or a public sector organization are NOT ELIGIBLE.

4. Corruption and Fraud. 4.1 The Government of Punjab defines Corrupt and Fraudulent Practices as “the offering, giving , receiving, or soliciting of anything of value to influence the action of a public official or the supplier or contractor in the procurement process or in contract execution to the detriment of the Procuring agencies; or misrepresentation of facts in order to influence a procurement process or the execution of a contract , collusive practices among bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive the Procuring agencies of the benefits of free and open competition and any request for, or solicitation of anything of value by any public official in the course of the exercise of his duty”

4.2 Indulgence in corruption and fraudulent practices is liable to result in rejection of Bids, cancellation of contracts, debarring and blacklisting of the Bidder, for a stated or indefinite period of time.

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5. Eligible Goods and Services. 5.1 All goods and related services to be supplied under the contract shall conform to the policies of the Government of Punjab in vogue. All expenditures made under the contract shall be limited to such goods and services. For purposes of this clause, (a) the term “Goods” Includes any goods that are the subject of this Invitation for Bids and (b) the term “Services” includes related ancillary services such as transportation, insurance, after sale service etc.

6. Cost of Bidding. 6.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Procuring Agency shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

7. Bidding for Selective Items. 7.1 A Bidder, if he so chooses, can bid for selective items from the list of goods provided for in the Schedule of Requirements. A Bidder is also at a liberty to bid for all the goods mentioned in the Schedule of Requirements. However, Bidders cannot bid for partial quantities of an item in the Schedule of requirement. THE BID MUST BE FOR THE WHOLE QUANTITY OF AN ITEM REQUIRED IN THE SCHEDULE OF REQUIREMENT.

The Bidding Procedure 8. The Governing Rules.

8.1 The Bidding procedure shall be governed by the Punjab Procurement Rules, 2014 of the Government of Punjab.

9. Applicable Bidding Procedure. 9.1 The bidding procedure is governed by Rule 38 “Procedures of Open Competitive Bidding” sub-rule (a) “Single stage – Two Envelop procedure”. Bidders are advised also to refer to the Bid Data Sheet above to confirm the Bidding procedure applicable in the present bidding process. 9.2 The bidding procedure prescribed in the Bid Data Sheet above is explained in the table below.

Single Stage: Two Envelope Procedure i) The bid shall comprise a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal; ii) the envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion; iii) initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened; iv) the envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of Procuring Agency without being opened; v) the Procuring Agency shall evaluate the technical proposal, without reference to the price and reject any proposal which do not conform to the specified requirements; vi) during the technical evaluation no amendments in the technical proposal shall be permitted; vii) the financial proposals of bids shall be opened publicly at a time, date and venue to be announced and communicated to the Bidders in advance; viii)After the evaluation and approval of the technical proposal the Procuring Agency shall at a time within the bid validity period, publicly open the financial proposals of the technically accepted bids only. The financial proposal of bids found technically non-responsive shall be returned unopened to the respective Bidders; and ix) The bid found to be the lowest evaluated, shall be accepted.

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The Bidding Documents 10. Contents of the Bidding Documents

10.1 The goods required, applicable bidding procedures, and Contract terms are prescribed in the Bidding Documents. In addition to the Invitation for Bids, the Bidding Documents include: (a) Instructions to Bidders (ITB) (b) Schedule of Requirement. (c) Technical Specifications. (d) Evaluation Criteria. (e) Bid Forms i) Letter of Intention ii) Affidavit iii) Technical Forms iv) Financial Forms (f) General Conditions of the Contract (g) Special Conditions of Contract, (h) Draft Contract. 10.2 The “Invitation for Bids” is not a formal part of the Bidding Documents and is included as a reference only. In case of discrepancies between the Invitation for Bid and the Bidding Documents listed in 10.1 above, the Bidding Documents shall take precedence. 10.3 The Bidder is expected to examine all instructions, forms, terms, and specifications in the Bidding Documents. Failure to furnish all information required by the Bidding Documents or to submit a bid not substantially responsive to the Bidding Documents in every respect shall be at the Bidder’s risk and may result in the rejection of its bid.

11. Clarification(s) on Bidding Documents. 11.1 A prospective Bidder requiring any clarification(s) on the Bidding Documents may notify the Procuring Agency1 in writing at the Procuring Agency’s address indicated in the Bid Data Sheet. The Procuring Agency shall respond in writing to any request for clarification(s) of the bidding documents, which it receives no later than ten (10) days prior to the deadline for the submission of bids prescribed in the Invitation for Bids. Written copies of the Procuring Agency’s response (including an explanation of the query but without identifying the source of inquiry) shall be sent to all prospective Bidders that have received the Bidding Documents.

12. Amendment(s) to the Bidding Documents. 12.1 At any time prior to the deadline for submission of bids, the Procuring Agency, for any reason, whether at its own initiative or in response to a clarification(s) requested by a prospective Bidder, may modify the Bidding Documents by amendment(s). 12.2 All prospective Bidders that have received the Bidding Documents shall be notified of the amendment(s) in writing through Post, e-mail or fax, and shall be binding on them. 12.3 In order to allow prospective Bidders reasonable time for taking the amendment(s) into account in preparing their bids, the Procuring Agency, at its discretion, may extend the deadline for the submission of bids. 12.4 One person one bid:- (1) in any procurement one person may submit one bid and if one person more than one bids. The procuring agency shall reject all such bids. 1 In this case Health Department, Government of the Punjab is the Procuring Agency.

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Preparation of Bids 13. Language of Bids.

13.1 All correspondences, communications, associated with preparation of Bids, clarifications, amendments, submissions shall be written either in English or Urdu or both languages. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages in English or Urdu, in which case, for purposes of interpretation of the Bid, the said translation shall take precedence.

14. Documents comprising the Bids. 14.1 The Bid shall comprise of the Bid Forms of this Bidding Document and all those ancillary documentation that are prescribed for the eligibility of the bidders and goods and ancillary services that are found necessary and highlighted in the Bid Forms in Section V. 14.2 The Bidder shall complete the Bid Forms and an appropriate Price Schedule furnished in the bidding documents, indicating the goods to be supplied, a brief description of the goods, their general and specific characteristics, ancillary services that the bidder is willing or required to provide along with the proposed price.

15. Bid Price. 15.1 The Bidder shall indicate on the appropriate form prescribed in this Bidding Document the unit prices and total bid price of the goods, it proposes to supply under the Contract. 15.2 Form prescribed for quoting of prices 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. Serial number of the quoted item may be marked with red/yellow marker. 15.3 The Bidder should quote the prices of goods according to the technical specifications as provided in Section III of this document. The technical specifications of goods, different from the required specifications, shall straightway be rejected. 15.4 The Bidder is required to offer a competitive price. All prices must include the 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. 15.5 The benefit of exemption from or reduction in the taxes and duties shall be passed on to the Procuring Agency. 15.6 Prices offered should be for the entire quantity of an item demanded in the Schedule of Requirement; partial quantity offers

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shall straightaway be rejected. Conditional offer shall also be considered as non-responsive Bid. 15.7 While making a price quote, 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.

16. Bid Currencies. 16.1 Prices shall be quoted in Pak Rupees.

17. Samples. 17.1 The Bidder shall provide samples of quoted goods alongwith the bid at his own cost and in a quantity prescribed by the Procuring Agency in Section III. However, samples of cold chain (perishable) goods will be called later at the time of technical evaluation of bids.

18. Documentation on Eligibility of Bidders. 18.1 Bidder shall furnish, as part of its bid (Bid Form) as specified in Section V, documents establishing the Bidder’s eligibility to bid and its qualifications to perform the Contract if its bid is accepted. 18.2 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 ITB Clause 3 above.

19. Documentation on Eligibility of Goods. 19.1 The Bidder shall furnish, as part of its bid (Bid Form) as specified in Section V, documents establishing the eligibility and conformity to the bidding documents of all goods, which the Bidder proposes to supply under the Contract.

20. Bid Security. 20.1 The Bidder shall furnish, as part of its bid, a Bid Security in the amount specified in the Bid Data Sheet. Unsuccessful bidder’s bid security shall be discharged or returned soon after announcement of the successful bids. 20.2 The successful Bidder’s bid security shall be discharged upon signing of contract and furnishing the performance security. 20.3 The bid Security may be forfeited: (a) if a Bidder withdraws its bid during the period of bid validity; or

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(b) in the case of a successful Bidder, if the Bidder fails to sign the Contract or fails to provide a performance security (if any).

21. Bid Validity. 21.1 Bids shall remain valid for the period identified in the Bid Data Sheet after the date of opening of technical bid prescribed by the Procuring Agency. A bid valid for a shorter period shall be rejected by the Procuring Agency as non-responsive. 21.2 The Procuring Agency shall ordinarily be under an obligation to process and evaluate the bid within the stipulated bid validity period. However under exceptional circumstances and for reason to be recorded in writing, if an extension is considered necessary, all those who have submitted their bids shall be asked to extend their respective bid validity period. Such extension shall be for not more than the period equal to the period of the original bid validity. 21.3 Bidders who,-


(b) do not agree to an extension of the bid validity period shall be allowed to withdraw their bids without forfeiture of their bid securities.

22. Format and Signing of Bids. 22.1 The Bidder shall prepare and submit its bid and provide original documents, as appropriate. Copies of any documents must be signed and stamped by the bidder. 22.2 The Bid shall be accompanied by the original receipt for payment made for the purchase of the bidding document. In an event where the Bidder has downloaded the bidding document from the web, he will require to get the original payment receipt of the prescribed fee from the Procuring Agency well before the date of submission of bid. 22.3 The original bid shall be typed or written in indelible ink 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 form. 22.4 Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid.

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Submission of Bids 23. Sealing and Marking of Bids.

23.1 The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion. Similarly, the Bidder shall seal the proposals/ bids in separate envelopes. The envelopes shall then be sealed in an outer envelope. 23.2 The inner and outer envelopes shall:

(a) be addressed to the Procuring Agency at the address given in the Invitation for Bids; and

(b) Bid Reference No. indicated in the Bid Data Sheet, and a statement: “DO NOT OPEN BEFORE,” the time and the date specified in the Bid Data Sheet for opening of Bids. 23.3 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”. 23.4 In case the Bidder is bidding for more than one item, they will have to prepare separate price schedule for each item, seal them in separate envelops with naming of items. Envelops of each individual items will further be sealed in one envelope marked as ”Financial Proposal”. This arrangement will enable the Procuring Agency to return bid related to any item of any Bidder unopened in case the item is declared as ineligible or non-responsive. 23.5 If the outer as well as inner envelope is not sealed and marked as required by 23.1 to 23.4 above, the Procuring Agency shall assume no responsibility for the bid’s misplacement or premature opening.

24. Deadline for Submission of Bids 24.1 Bids must be submitted by the Bidder and received by the Procuring Agency at the address on the time and date specified in the Bid Data Sheet. Bids received later than the time and date specified in the Bid Data Sheet will stand summarily rejected. 24.2 The Procuring Agency may, in its discretion, extend the prescribed deadline for the submission of bids by amending the bidding documents in accordance with ITB Clause 12 above, in which case all rights and obligations of the Procuring Agency and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.

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25. Late Bids 25.1 Any bid received by the Procuring Agency after the deadline for submission of bids prescribed by the Procuring Agency pursuant to ITB Clause 24 shall be rejected and returned unopened to the Bidder.

26. Withdrawal of Bids 26.1 The Bidder may withdraw its bid after the bid’s submission and prior to the deadline prescribed for submission of bids. 26.2 No bid may be withdrawn in the period between deadline for submission of bids and the expiration of the period of bid validity specified in Bid Data Sheet. Withdrawal of a bid during this period may result in forfeiture of the Bid Security submitted by the Bidder, pursuant to the ITB Clause 20 above.

Opening and Evaluation of Bids 27. Opening of Bids by the Procuring Agency.

27.1 All bids received, shall be opened by the Procuring Agency publically in the presence of the Bidders or their representatives on the date, time and venue prescribed in the Bid Data Sheet. 27.2 The opening of Bids shall be subject to the Bidding Procedure prescribed in the Bid Data Sheet and elaborated in ITB Clause 9 above. 27.3 All Bidders in attendance shall sign an attendance sheet. 27.4 The Procuring Agency shall open one Bid at a time and read out aloud its contents which may include name of the Bidder, items bided for and unit prices and total amount of the Bid (if applicable). The Procuring Agency may choose to announce any other details which it deems appropriate if not in conflict with the Punjab PPRA-2014, specifically Rule 30 (Opening of Bids) 27.5 The Procuring Agency shall have the minutes of the Bid opening (technical and when applicable financial) recorded. 27.6 No bid shall be rejected at technical proposal/ bid opening, except for late bids, which shall be returned unopened to the Bidder 27.7 The financial bids found having without Bid Security shall also be returned unannounced to the Bidders. However, prior to return to the Bidder, the Chairman of the Purchase/ Procurement Committee shall record a statement giving reasons for return of such bid(s).

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28. Clarification of Bids. 28.1 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.

29. Preliminary Examination. 29.1 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. 29.2 In the financial bids the arithmetical errors shall be rectified on the following basis. a) 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. b) If the Bidder does not accept the correction of the errors, its bid shall be rejected, and its Bid Security may be forfeited. c) If there is a discrepancy between words and figures, the amount in words shall prevail. 29.3 The Procuring Agency may waive any minor formality, 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. 29.4 Prior to the detailed evaluation, the Procuring Agency shall determine the substantial responsiveness of each bid to the bidding documents. For purposes of this clause, 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 Laws, Taxes & Duties and internationally recognized best 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. 29.5 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.

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30. Evaluation of Bids. 30.1 The Procuring Agency shall evaluate and compare the bids, which have been determined to be substantially responsive in accordance with ITB Clause 29 above. 30.2 All bids shall be evaluated in accordance with the Evaluation Criteria and other terms and conditions set forth in these bidding documents. 30.3 For the purposes of comparison of bids quoted in different currencies, the price shall be converted into Pak Rupees. The rate of exchange shall be the selling rate, prevailing on the date of opening of bids specified in the bidding documents, as notified by the State Bank of Pakistan/ National Bank of Pakistan on that day. 30.4 A bid once opened in accordance with the prescribed procedure shall be subject to only those rules, regulations and policies that are in force at the time of issue of notice for invitation of bids.

31. Qualification of Bidder 31.1 The Procuring Agency, at any stage of the procurement proceedings, having credible reasons for or prima facie evidence of any defect in Bidder’s capacities, may require the Bidder to provide information concerning their professional, technical, financial, legal or managerial competence whether already pre-qualified or not. 31.2 Such qualification shall only be laid down after recording reasons thereof in writing. They shall form part of the records of that procurement proceeding. 31.3 The Procuring Agency shall determine to its satisfaction whether a Bidder, technically and financially qualified and even having the lowest evaluated responsive bid is qualified to perform the Contract satisfactorily. 31.4 The determination can take into account the Bidder’s financial, technical, and production capabilities. It shall be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder, as well as such other information as the Procuring Agency deems necessary and appropriate. Further, during the process of technical evaluation of Bidder, the Procuring Agency may inspect the manufacturing plant/ production capacity/ warehousing system/ practices by a team of experts for assessment, if it deems necessary. 31.5 An affirmative determination shall be a prerequisite for award of the Contract to the Bidder. A negative determination shall result in rejection of the Bidder’s bid, in which event the Procuring Agency shall proceed to the next lowest evaluated bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily. 31.6 The Procuring Agency shall disqualify a Bidder if it finds, at any time, that the information submitted by him concerning his qualification as Bidder was false and materially inaccurate or incomplete.

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32. Rejection of Bids 32.1 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. 32.2 The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 32.1 towards Bidders who have submitted bids. 32.3 Notice of the rejection of any or all bids shall be given promptly to the concerned Bidders that submitted bids.

33. Re-Bidding 33.1 If the Procuring Agency rejected all bids in pursuant to ITB Clause 32, it may call for a re-bidding. The Procuring Agency, if it deems necessary may prescribe another method of procurement not inconsistent with the Punjab Procurement Rules-2014. 33.2 The Procuring Agency before invitation for re-bidding shall assess the reasons for rejection and may revise specifications, evaluation criteria or any other condition for Bidders, as it may deem necessary.

34. Announcement of Evaluation Report 34.1 The Procuring Agency shall announce the results of the bid evaluation in form of a report, not inconsistent with Rule 37 of the PPRA-2014 giving justification for acceptance or rejection of bids at least ten days prior to the award of procurement Contract.

35. Contacting the Procuring Agency. 35.1 Subject to ITB Clause 28 above, no Bidder shall contact the Procuring Agency on any matter relating to its bid, from the time of the bid opening to the time of announcement of Evaluation Repot. If a Bidder wishes to bring additional information to the notice of the Procuring Agency, it should do so in writing. 35.2 Any effort by a Bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract award may result in the rejection of the Bidder’s bid. Canvassing by any Bidder at any stage of the bid evaluation is strictly prohibited. Any infringement shall lead to disqualification.

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Award of Contract 36. Acceptance of Bid and Award Criteria.

36.1 the Bidder whose bid is found to be most closely conforming to the Evaluation Criteria prescribed in Section IV and having the lowest evaluated bid, if not in conflict with any other law, rules, regulations or policy of the Punjab Government, shall be awarded the Contract, within the original or extended period of bid validity.

37. Procuring Agency’s Right to vary quantities at the time of Award. 37.1 The Procuring Agency reserves the right at the time of award of Contract to increase or decrease, the quantity of goods originally specified in the Schedule of Requirements without any change in unit price or other terms and conditions.

38. Notification of Award. 38.1 Prior to the expiration of the period of bid validity, the Procuring Agency shall notify to the successful Bidder in writing that its bid has been accepted. 38.2 The notification of award shall constitute the formation of the Contract between the Procuring Agency and the successful Bidder. 38.3 The enforcement of the Contract shall be governed by Rule 63 of the PPRA-2014.

39. Limitation on Negotiations. 39.1 Negotiations, that may be undertaken in finalization of the Contract shall not relate to the price or substance of bid specified by the Bidder, but only to minor technical, contractual or logistical details. 39.2 Negotiations may relate to the following areas; (the list is being provided as guidance only and under no circumstances be treated as exhaustive and final):

minor alterations to technical details, such as the scope of work, the specification or drawings;

minor amendments to the Special Conditions of Contract; finalization of payment schedule and ancillary details; mobilization arrangements; agreements on final delivery or completion schedules to accommodate any changes

required by the Procuring Agency; the proposed methodology or staffing; inputs required from the Procuring Agency; clarifying details that were not apparent or could not be finalized at the time of

bidding; The Bidder’s tax liability in Pakistan, if the Bidder is a foreign company.

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Negotiations shall not be used to: substantially change the technical quality or details of the requirement, including the

tasks or responsibilities of the Bidder or the performance of the goods; substantially alter the terms and conditions of Contract; reduce unit rates or reimbursable costs; Substantially alter anything which formed a crucial or deciding factor in the evaluation

of the bids or proposals 40. Signing of Contract.

40.1 After the completion of the Contract Negotiations the Procuring Agency shall send the Bidder the Contract Form provided in the bidding documents, incorporating all agreements between the Parties. 40.2 Within ONE week of receipt of the Contract Form, the successful Bidder and the Procuring Agency shall sign the Contract in accordance with the legal requirements in vogue. 40.3 If the successful Bidder, after completion of all codal formalities shows an inability to sign the Contract then its Bid Security shall stand forfeited and the firm may be blacklisted and debarred from future participation, whether temporarily or permanently. In such situation the Procuring Agency may award the contract to the next lowest evaluated Bidder or call for new bids. 40.4 The Contract shall become effective upon affixation of signature of the Procuring Agency and the selected Bidder on the Contract document, and shall be governed for ONE year period and by the terms and conditions mutually agreed in the contract.

41. Performance Guarantee. 41.1 On the date of signing of Contract, the successful Bidder shall furnish a Performance Guarantee, on the Form and in the manner prescribed by the Procuring Agency. 41.2 The Bid Security submitted by the bidder at the time of submitting its bid shall be returned to the Bidder upon submission of Performance Guarantee. 41.3 Failure to provide a Performance Guarantee by the Bidder is a sufficient ground for annulment of the award and forfeiture of Bid Security. In such event the Procuring Agency may award the contract to the next lowest evaluated bidder or call for new bid.

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SECTION III SCHEDULE OF REQUIREMENTS & TECHNICAL SPECIFICATIONS

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Schedule of Requirements: The supplies shall be delivered in accordance with the subsequent Purchase Orders to be issued by the Punjab Institute of cardiology, Lahore as per following schedule of requirements:- Provincial Health Department: Mode of Penalty 100% Quantity as per Purchase Order Total delivery period Without penalty 75 days2 75 days With penalty @ 0.067 % per day after 60 days of Purchase Order 30 days 105 days District Health Department: Mode of Penalty 100% Quantity as per Purchase Order Total delivery period Without penalty 60 days3 60 days With penalty @ 0.067 % per day after 60 days of Purchase Order 30 days 90 days District wise detail of quantities of drugs and medicines can be obtained from the office of the Purchaser during office hours, however, Division wise detail is as under: 2. The validity of Purchase Order will start from its next date of issuance to the concerned Supplier.

3. As at 2 above No. NAME OF THE MEDICINES Unit APPROXIMATE QUANTITY REQUIRED PLACE OF DELIVERY

Technical Specifications and Sample Size: Note: Samples of Cold Chain (perishable) items will be called later at the time of technical evaluation of bids.

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SECTION IV EVALUATION CRITERIA

BID EVALUATION CRITERIA OF THE HEALTH DEPARTMENT FOR THE PROCUREMENT OF DRUGS / MEDICINE ETC.

2. COMPULSORY PARAMETERS:

Parameters Documents

Drug Manufacturing / Sale License Valid Drug Manufacturing License Issued by DRAP (Formerly known as MOH) for Manufacturers.

Valid Drug Sale License for Importers.

Drug Registration Certificate (DRC) Valid Drug Registration Certificate issued by DRAP (Formerly known as MOH)

Bio-Equivalence Study Report* Report of Labs notified by DRAP*/WHO Audited Labs shall be accepted.

Undertaking Regarding Non Declaration of Spurios / Adultrated batch by DTLs of the Punjab / any Competent Lab quoted item within last one year.

Undertaking on Judicial Papers.

Specifications quoted in the technical offer will be verified from samples provided with the bid. Product that comply 100% with the advertised Specifications and fulfill the requirements as per labeling will be considered for evaluation.

Samples of quoted items.

Good Manufacturing Practices (GMP) Certificate.

Valid Good Manufacturing Practices (GMP) Certificate issued by the Drug Regulatory Authority of Pakistan (DRAP)

Bio-Equivalence Study Report for medicines only from WHO audited and following DRAP notified indigenous Lab:-

v. HEJ Research Institute, Karachi University, Karachi. vi. University of Vaternary & Animal Sciences, Lahore vii. DOW Univarsity of Medical & Health Sciences, Karachi. viii. Faculty of Pharmacy, Islamia University, Bahawalpur.

Report from any other lab notified by DRAP for the said purpose in future will also be considered.

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2. ORDINARY PARAMETERS:

Sr. NO.

Parameters Detail Total

Marks Remarks

1 Past Performance of the bidder (Last two Years) As per bid form 4

Major Institutions Served. Past performance, Contract Execution:

10 The claim required

documentation (Purchase Orders, Receipt Certificate & Delivery Challans etc.) from the concerned institutions

i 1 2

ii 2 to 3 4

iii 4 to 5 6

iv 6 to 7 8

v 8 and above 10

2 Market Experience of quoted product

15 The market experience will not go beyond the date of registration. The market availability in leading pharmacies of quoted item will be calculated from the date of commercial invoice. For parameters (ii) to (iv) the product having less than 1 year experience is ineligible and market availability of quoted item relates to availability in open market other than pharmacies & leading chain stores. Experience will be confirmed from the date of registration.

i

Market Availability of quoted item in leading chain stores & pharmacies for last two years 07

Ii 1-3 years 03

Iii 3-5 years 05

Iv Above 5 years 08

3 Credibility & Certification of Manufacturer

10 Valid copies of certificates / letters required.

i Valid ISO Certification 05

ii

Any Other international reputed certification. 03

iii

Govt./ Semi Govt. & Autonomous institutions other than Health Department. 02

4 Financial Status of bidder

05 Bank Statements are not required. Bidder can provide more than one Bank certificate

i

Last year Audited Balance Sheet 03

ii Tax Returns (Last 3 years) 02

5 Technical Staff of Manufacturer

i Plant Manager

B.Pharm 02

10

The bidder is required to attach attested copy of relevant Degree and appointment letter of concerned technical staff. Attach firms payroll for the last year.

PHD/m.Phil

ii

Production Pharmacist

B.Pharm 02

PHD/m.Phil

iii

Quality Control Manager + Analyst

B.Pharm/MSc Chemistry 02

iv

In Process Quality assurance inspector

B. Pharm. PhD / M. Phil

02

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V

Quality Assurance Manager

B.Pharm/MSc Chemistry

02

Further last year’s pay roll of the firm was required to ensure enrolment of staff.

6 Production Capacity of the Manufacturer

Per day production capacity of quoted items against the total advertised quantity:

10 Importer to provide production capacity of the principal / manufacturer. Manufacturer will submit a certificate in this regard.

i Less than 1% 0

ii 1% 03

iii 1.1% - 1.5% 04

iv 1.6% - 2% 05

V


Iv


7 Batch History for Last Three Years

I

No batch failed during last three years of the quoted item 05

05

The last analysis report of any statutory lab of Pakistan & Quality Control Board considered.

ii

No batch failed during last two years of the quoted item 03

Total Marks: 65 Qualifying marks 70%. The financial bids of technically accepted bidders will be opened publicly at a time to be announced by the procuring Agency and the financial bids found technically non-responsive shall be returned un-opened to the respective bidders. Disqualification of Technical Bids:

Scoring less than qualifying marks.

Firms failed to submit samples alongwith bid.

Provided samples rejected by technical evaluation committee.

Local Institutional Experience would be preferred.

Firms having experience less than one year.

Quoted products must be available in two retail chain pharmacy. NOTE: Bids not conform to above mention any one clause considered ineligible.

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SECTION V BID FORM

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BID COVER SHEET Bid Ref. No. ------------------------ Date---------------------------- Name of the Supplier/Firm Contractor: ----------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------- Address:--------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------- E-mail:__________________________ Phone: __________________________ Facsimile: ________________________ Bid Security. Bid Security attached with Financial Bid YES NO Bid for: : All Items mentioned in the Schedule of Requirements. : Selected Items from the Schedule of Requirements5. List of Selected Items: (In case the Bidder has opted to bid for Selected Items, please type the Serial No6. and the name of the Items selected for Bidding. Use additional Sheets if Required) S. No. Name of the Item Signed: Dated: Official Stamp: Attachment7: Original receipt for the purchase of the bidding documents. 5 In case a bidder is bidding for only some of the items mentioned in the list Technical Specifications , he is advised to take note of ITB Clauses 7 & 15.6 6 The Serial No. of the item as mentioned in the Technical Specifications. 7 The Attachment must be made with the Bid Cover Sheet.

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BID FORM 1 Letter of Intention

Bid Ref No. Date of the Opening of Bids Name of the Contract :{ Add name e.g Supply of Dugs and Medicines etc} To: [Name and address of Procuring Agency] Dear Sir/Madam, Having examined the bidding documents, including Addenda Nos. [insert numbers& Date of individual Addendum], the receipt of which is hereby acknowledged, we, the undersigned, offer to supply and deliver the Goods under the above-named Contract in full conformity with the said bidding documents and at the rates/unit prices described in the price schedule or such other sums as may be determined in accordance with the terms and conditions of the Contract. The above amounts are in accordance with the Price Schedules attached herewith and are made part of this bid. 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 undertake to provide a performance security/guaranty in the form, in the amounts, and within the times specified in the bidding documents. We agree to abide by this bid, for the Bid Validity Period specified in the Bid Data Sheet and it shall remain binding upon us and may be accepted by you at any time before the expiration of that period. Until the formal final Contract is prepared and executed between us, this bid, together with your written acceptance of the bid and your notification of award, shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in Pakistan. We confirm that we comply with the eligibility requirements as per ITB clauses 18 &19 of the bidding documents. Dated this [insert: number] day of [insert: month], [insert: year]. Signed: In the capacity of [insert: title or position] Duly authorized to sign this bid for and on behalf of [insert: name of Bidder]

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BID FORM 2 AFFIDAVIT

I/We, the undersigned solemnly state that: 1) We have read the contents of the Bidding Document and have fully understood it. 2) The Bid being submitted by the undersigned complies with the requirements enunciated in the bidding documents. 3) The Goods that we propose to supply under this contract are eligible goods within the meaning of Clause 18 of the ITB. 4) The undersigned are also eligible Bidders within the meaning of Clause 19 of the ITB. 5) The undersigned are solvent and competent to undertake the subject contract under the Laws of Pakistan. 6) The undersigned have not paid nor have agreed to pay, any Commissions or Gratuities to any official or agent related to this bid or award or contract. 7) The undersigned are not blacklisted or facing debarment from any Government, or its organization or project. 8) It is certified that the company is complying with GMP standard and has not changed any ingredient or any source of any active or inactive ingredient since bioavailability / bioequivalence study conducted by the lab. 9) It is also certified that drugs / medicines offered by the firm will be easily available in the market / cold chain source. 10) It is certified that the prices offered to PIC are not more than the prices charged from any other Govt. / Semi Govt. / Autonomous institutions. In case of over pricing, the firm will be responsible to refund the over charged amount. We affirm that the contents of this affidavit are correct to the best of our knowledge and belief. In case of any discrepancy, the firm will be fully responsible and the institution has right to take any legal action against the firm under the PPRA Rules, 2014.

Signed--------------------------------

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BID FORM 3(A) Name of the Firm Bid Reference No: Date of opening of Bid. Documentary Evidence: Eligibility of the Bidders and Goods Required Documentation (To Be Filled by the Procuring

Agency) Checklist8

(To be initialed by the Bidder against each document)

Relevant Page Number9 in the Bid (To be filled by the Bidder)

Supporting Documents10

(To be filled by the Bidder with name of the documents that are submitted to meet the requirement)

Column:1 Column:2 Column:3 Column:4 Valid Manufacturing License Valid Registration(s) of quoted items Valid Drugs Sale License11

Valid Import License (where applicable) Letter of Manufacturer's authorization Partnership Deed (where applicable) NTN Certificate GST Certificate Letter of Intention Affidavit One year experience evidence Child Labor Free Certificate12

Original Receipt of purchase of Bidding Documents 8 Bidders should only initial against those requirements that they are attaching with the form 3(a). In case they do not have any document to attach the corresponding cell in column 2 should be left blank. 9 Bidders are required to mention the exact page number of relevant document placed in the Bid. 10Bidders are advised to attach all Supporting documents with this form in the order of the requirement as mentioned in column 1. 11 In case of Sole Agent 12 Bidders are required to furnish a certificate to the effect that their firm is free from child labor and having standard child labor free policy

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BID FORM 3(B) MANUFACTURER’S AUTHORISATION13

To: [Name &Address of the Procuring Agency] WHEREAS [name of the Manufacturer] who are established and reputable Manufacturers of [name and/or description of the goods] having factories at [address of factory] do hereby authorize [name and address of Supplier/ Agent] to submit a bid, and subsequently negotiate and sign the Contract with you against the Invitation for Bids (IFB) No. [Reference of the Invitation to Bid] for the goods manufactured by us. We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Bids.

Signature:--------------------------------------. Designation:-------------------------------------- Official Stamp:-----------------------------------

13 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 should be included by the Bidder in its bid.

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BID FORM 4 Firm’s Past Performance14.

Name of the Firm: Bid Reference No: Date of opening of Bid: 03 May 2015 Assessment Period: (One Year as per Evaluation Criteria) Name of the Purchaser/Institution Purchase Order No. Description Of Order Value of Order Date of Completion Purchaser’s15 Certificate 14 Bidders may use additional Sheets if required. 15 All certificates are to be attached with this form.

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BID FORM 5(A) Price Schedule

User Note: This form is to be filled by the Bidder for each individual item and shall submit with Financial Proposal. Name of the Firm: Bid.Ref.No: Date of opening of Bid. S. No. Name of the Item Unit Price (inclusive all applicable taxes) No. of Units Total Price Discounts (if any)

Final Total Price (Inclusive of all taxes) 1 2 3 4 5 6 7 3*4 5-6 TOTAL A) FINAL TOTAL PRICE: -------------------------------------------------- B) DISCOUNT16:-------------------------------------------------- C) FINAL QOUTED PRICE: -------------------------------------------------- (C=A-B) Signature: ------------------------------------------------- Designation: ------------------------------------------------ Date: ------------------------------------------------ Official Stamp: ------------------------------------------ 16 If a Bidder does not wish to offer an item wise discount but intends to offer an overall discount to its quoted price that should be mentioned here.

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BID FORM 5(B) Price Schedule

(Price Analysis) (User Notes): 1. This form is to be filled by the Bidder for each individual item and shall submit with Financial Proposal. Name of the Firm: Bid Reference No: Date of opening of Bid. Sl. No. Name of the Item Unit Price Total Price/Unit No. of Units Total Price Ex-factory, Ex Ware House, Ex-Showroom ,Off the Shelf Sales and Income Tax Other Levies and Duties (if any) Packaging Transportation Costs incidental to delivery Other Incidental Costs as defined in the Schedule of Requirement a b c D e f g h i g=a+b+c+d+e+f i = g*h Signature:------------------------------------------------- Designation:------------------------------------------------ Date:------------------------------------------------ Official Stamp:---------------------------------------------

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BID FORM 6 Performance Guarantee

To: [Name & Address of the Procuring Agency] Whereas [Name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No. [number] dated [date] to supply [description of goods] (hereinafter called “the Contract”). And whereas it has been stipulated by you in the said Contract that the Supplier shall furnish you with a Bank Guarantee by a scheduled bank for the sum of 5% of the total Contract amount as a Security for compliance with the Supplier’s performance obligations in accordance with the Contract. And whereas we have agreed to give the Supplier a Guarantee: Therefore we hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of [Amount of the Guarantee in Words and Figures] and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract and without cavil or argument, any sum or sums within the limits of [Amount of Guarantee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the____________ day of_________, 200 Signature and Seal of the Guarantors/ Bank Address Date

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SECTION VI DRAFT STANDARD

CONTRACT

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Special Conditions of the Contract AGREEMENT

THIS CONTRACT is made at on day of 2014, between Punjab Institute of Cardiology, Lahore, (hereinafter referred to as the “Purchaser”) of the First Part; and M/s (firm name) a firm registered under the laws of Pakistan and having its registered office at (address of the firm) (hereinafter called the “Supplier”) of the Second Part (hereinafter referred to individually as “Party” and collectively as the “Parties”). WHEREAS the Purchaser invited bids for procurement of goods, in pursuance whereof M/s (firm name) being the Manufacturer/ authorized Supplier/ authorized Agent of (item name) in Pakistan and ancillary services offered to supply the required item (s); and Whereas, the Purchaser has accepted the bid by the Supplier;

NOW THE PARTIES TO THIS CONTRACT AGREE TO THE FOLLOWING; 1. The Contract:

The following documents shall be deemed to form and be read and construed as integral part of this Contract , viz:- a. the Schedule of Requirements. Annex- A b. the Technical Specifications. Annex- B c. the Price Schedule submitted by the Bidder. Annex- C d. the Purchaser’s Notification of Award. Annex- D e. the Purchase Order Annex-E f. the General Conditions of Contract

2. Interpretation: In this Contract words and expressions shall have the same meanings as are respectively assigned to them in the General Conditions of this Contract hereinafter referred to as “Contract”:

3. The Term of the Contract: This contract shall remain valid for one year from the date of signing, unless amended by mutual consent. 4. The Supplier declares as under: i. [Name of the Supplier] hereby declares that it has not obtained or induced the procurement of any Contract, right, interest, privilege or other obligation or benefit form Government of Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled by it (Government of Punjab) through any corrupt business practice. ii. Without limiting the generality of the foregoing, [the Seller/ Supplier] represents and warrants that it has fully declared the brokerage, commission, fees etc, paid or payable to anyone and not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan either directly or indirectly through any natural or juridical person, including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with the object of obtaining or including the procurement of a Contract, right interest, privilege or other obligation or benefit in whatsoever form from Government of Punjab, except that which has been expressly declared pursuant hereto. iii. [The Supplier] certifies that has made and shall make full disclosure of all agreements and arrangements with all persons in respect of or related to the transaction with

54

Government of Punjab and has not taken any action or shall not take any action to circumvent the above declaration, representation or warranty. iv. [The Supplier] accepts full responsibility and strict liability for making any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the purpose of this declaration, representation and warranty.

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It agrees that any Contract, right, interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to any other right and remedies available to Procuring Agency under any law, Contract or other instrument, be void able at the option of Procuring Agency. v. Notwithstanding any rights and remedies exercised by Procuring Agency in this regard, [The Supplier] agrees to indemnify Procuring Agency for any loss or damage incurred by it on account of its corrupt business practices and further pay compensation to Procuring Agency in an amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [The Supplier] as aforesaid for the purpose of obtaining or inducing the procurement of any Contract, right, interest, privilege or other obligation or benefit in whatsoever form from Procuring Agency. vi. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration. The Additional Chief Secretary or his nominee shall act as sole arbitrator. The decisions taken and/or award made by the sole arbitrator shall be final and binding on the Parties.

5. Items to be Supplied & Agreed Unit Cost: (i) The Supplier shall provide to the Purchaser the items on the agreed cost more specifically described in the Price Schedule Submitted by the Bidder (Annex C). (ii) Each Items supplied shall strictly conform to the Schedule of Requirements (Annex A) and to the Technical Specification (Annex B) prescribed by the Purchaser against each item (iii) The Unit Cost agreed in the Price Schedule (Annex C), is inclusive of all taxation and costs associated with transportation and other agreed incidental costs.

6. Payments: The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the Goods and Services, as specified in the Schedule of Requirements and Technical Specification in accordance with the Price Schedule submitted by the Supplier, the amount against the delivered items or such other sum as may become payable under the provisions of this Contract at the time and in the manner prescribed by this Contract.

7. Mode of Payment: All payments to the Supplier shall be made through Crossed Cheques issued in the name of *supplier’s name+

8. Payment Schedule: All payments to the Supplier shall be made in accordance with the agreed Payment Schedule at Annex: F, upon satisfactory completion of delivery and fulfillment of documentary and Codal formalities highlighted in the Payment Schedule at Annex F.

9. Performance Guarantee: (i) The Supplier, within 07 days of signing of this contract, shall provide to the Purchaser a Performance Guarantee equivalent to 05% of the total Contract amount on the prescribed format and in prescribed manner. This Performance Guarantee shall be released to the Supplier upon successful completion of the Contract. ii) Supplier’s Bid Security already submitted with the Bid shall only be released upon satisfactory submission of a Performance Guarantee in accordance with sub-clause (i) above. iii) Failure to submit a Performance Guarantee shall result into forfeiture of Bid Security and Cancellation of Contract.

10.Penalties/ Liquidated Damages.

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i) Wherein the Supplier fails to make deliveries as per purchase order and within the stipulated time frame specified in the Schedule of Requirement, the Contract to the extent of non-delivered portion of supplies shall stand cancelled. ii) After the cancellation of the Contract no supplies shall be accepted and the amount of Performance Guaranty/ Security to the extent of non–delivered portion of supplies shall be forfeited.

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iii) If the Supplier fails to supply the whole consignment and not able to deliver to any district, the entire amount of Performance Guaranty/ Security shall be forfeited to the Government account and the firm shall be blacklisted minimum for two years for future participation. iv) The exact time frame for making supplies with and without penalty shall be indicated in subsequent purchase orders. v) In case of late delivery of goods beyond the periods specified in the Schedule of Requirements and subsequent purchase order, a penalty @ 0.067% per day of the cost of late delivered supply shall be imposed upon the Supplier.

11.Notices: All notices and correspondences incidental to this contract shall be in English language and shall be addressed to:

Medical Superintendent, Punjab Institute of Cardiology,

Jail Road, Lahore

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For the Purchaser: [insert: name of office ] [insert: name of officer ] [insert: postal address ] [insert: telephone number, indicate country and city code ] [insert: facsimile or cable number or e-mail address ] For the Supplier: IN WITNESS Whereof the Parties hereto have caused this Contract to be executed at_____________(the place) and shall enter into force on the day, month and year first above mentioned. Signed/ Sealed: For the Purchaser. Signature: ____________________________ Name: ____________________________ Designation: ____________________________ Signed/ Sealed: For the Manufacturer/ Authorized Supplier/ Authorized Agent. Signature: ___________________________________ Name: ___________________________________ Designation: ___________________________________ Annex. A Schedule of Requirements The supplies shall be delivered in accordance with the subsequent Purchase Orders to be issued by the Health Department (provincial and concerned district) as per following schedule of requirements:- Punjab Institute of Cardiology: Mode of Penalty 100% Quantity as per Purchase Order Total delivery period Without penalty 75 days17 75 days With penalty @ 0.067 % Per day after 60 days of Purchase Order 30 days 105 days

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Annex. B Technical Specifications and Ancillary Services

a). Product Specifications. (Detailed technical specifications, given in Section III, will be followed)

b). Labeling and Packing i. The manufacturer shall follow the Drugs (Labelling and Packing) Rules 1986, framed under the DRAP Act, 2012. ii. However, the name of Drug / Medicine (Generic & Brand), equally prominent, should be printed/ written in indelible ink both in English and Urdu on the outer cartons and on each Pack, Bottle, Strip/ Blister, Tubes etc. Besides the name and principal place of business of the Manufacturer, the drug manufacturing license No., manufacturing date, expiry date, registration No., batch No., retail price, and Urdu version namely: name of drug, dosage and instructions, should also be written on the outer carton and on the most inner container in bold letters. All tablets shall be supplied in aluminium strip / blister pack. Expiry date must be printed on each aluminium strip / blister. The syrup should be supplied in glass / pet bottle with sealed caps.

c) Additional instructions for packing i. The suppliers are required to furnish the Warranty certificate with regard to the potency and stability (Including colouration of medicines) of the Drug for human consumption etc. in accordance with the DRAP Act, 2012 on judicial paper. ii. The bidder shall supply the drugs/medicines in special green packing with Logo of the Government of Punjab. The following wording/insignia shall be printed in bold letters both in Urdu & English in indelible red color ink on each carton, pack, bottle, strip / blister, tubes, vial / ampoule etc. In case of items supplied by the foreign manufacturer the mentioned condition may be relaxed by the Procuring Agency. “NOT FOR SALE” “PUNJAB INSTITUE OF CARDIOLOGY PROPERTY” iii. After signing of the Contract, the Supplier shall submit the samples of finished medicines in accordance with the above instructions for approval and all subsequent supplies must be in accordance with the approved samples.

d). Shelf life i. The shelf life must be up to 85% for the locally manufactured drugs and 75% for the imported drugs. In case where the manufacturing date is not mentioned on product label, the product must have at least 18 months shelf life at the time of supply received.

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ii. The lower limit of the shelf life must be up to 80% and 70% with imposition of 1% penalty charges of actual shortfall in shelf life below prescribed limit for locally manufactured and imported medicines respectively. iii. In case of vaccines & other biotechnical products, the stores with the shelf life up to 70% will be accepted without penalty charges and up to 60% with imposition of 1% penalty charges of actual shortfall in shelf life below prescribed limit”

e). Testing/Verification Procedures i. After delivery of drugs and medicines at the Purchaser’s premises, the Purchaser shall send the samples from each batch to the Drugs Testing Laboratory, Punjab for testing. The Inspection Committee constituted by the Purchaser shall inspect the quantity, specifications of goods after receipt of standard quality report from DTL concerned. The cost of the lab tests shall be borne by the Supplier. ii. In case of substandard report of any batch, the Supplier has the right to go for appellate laboratory. If it is again declared substandard, the Supplier will be intimated and they will be bound to re-supply the entire fresh stock of that batch free of cost within the reasonable time period to be intimated by the purchaser but not later than 21 days (three weeks) from the date of intimation, which will be subject to completion of all testing and verification formalities. At the parallel, the case will also be forwarded to the Drugs Regulatory Authority for legal action as per DRAP Act 2012 and disposal of substandard stocks. iii. The Inspection Committee will carry out detailed physical examination of stocks and can reject, even if it is declared of standard quality by DTL, if found not according to the approved sample and other technical specifications like packaging, labeling, printing and quantity etc. Moreover, the Supplier will also be responsible to replace the unconsumed expired stores without any further charges.

f). Transportation/Delivery Requirements i. The Supplier shall arrange such transportation of the drugs and medicines as is required to prevent their damage or deterioration during transit to their final destination and in accordance with the terms and manner prescribed in the Schedule of Requirement ii. All costs associated with the transportation including loading/unloading of drugs and medicines and road taxes shall be borne by the Supplier. iii. All cold chain (perishable) items must be delivered in a safe and proper manner, prescribed for such types of items.

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Annex. C Price Schedule submitted by the Bidder.

(The approved price schedule submitted by the Bidder will be attached) Annex. D Purchaser’s Notification of Award (Copy of the final letter will be attached) Annex. E Purchase Order. (Specimen Sample of PO) PUNJAB INSTITUTE OF CARDIOLOGY DISTRICT ………………. 1 Purchase Order No Date 2 Supplier/Firm Name 3 Supplier/Firm’s Address 4 Firm Contact No 5 Conditions of the Contract: As already communicated in the Bidding Document & Contract 6 Particulars of Stores: As per detail given below Item No. Item Name Approved Specifications Unit Price in PKR (As per contract) Quantity Total Cost (PKR)

Additional instructions (if any): 1. 2. 3. Medical Superintendent

Annex F Payment Schedule (Payment to the Suppliers will be made against satisfactory performance and upon submission of required documents and in accordance with the procedure mentioned in the PPRA-2014. However, if there is any alternate payment schedule, agreed by the Procuring Agency and Supplier, will be annexed here)

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General Conditions of Contract (GCC) 1. Definitions

1.1 In this Contract, the following terms shall be interpreted as indicated: (a) “The Contract” means the agreement entered into between the Purchaser (PIC, Lahore) and the Supplier, as recorded in the Agreement signed by the Parties, including all attachments and appendices thereto and all documents incorporated by reference therein. (b) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its Contractual obligations. (c) “The Goods” means all those supplies which the Supplier is required to supply to the Purchaser under the Contract. (d) “The Services” means those services ancillary to the supply of above goods, such as printing of special instructions on the label and packing, design and logo of the government of Punjab, transportation of goods upto the desired destinations and other such obligations of the Supplier covered under the Contract. (e) “GCC” means the General Conditions of Contract contained in this section. (f) “SCC” means Special Conditions of the Contract. (g) “The Purchaser” means the Punjab Institute of Cardiology, Lahore. (h) “The Supplier” means the individual or firm supplying the goods under this Contract. (i) “Day” means calendar day.

2. Application 2.1 These General Conditions shall apply to the extent that they are not superseded by provisions of other parts of the Contract.

3. Source of Import

3.1 All goods and related services to be supplied under the contract that are required to be imported in Pakistan shall have their origin in eligible source countries as prescribed by the commercial policies of the Federal Government of Pakistan and all expenditures made under the contract shall be limited to such goods and services. 3.2 For purposes of this clause, “origin” means the place where the goods are produced, or the place from which the related services are supplied. Goods are produced, through manufacturing or processing.

4. Standards 4.1 4.2 4.3 4.4

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The goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the Goods and Services and to remedy defects therein in conformity in all respects with the provisions of this Contract. If the Supplier provide substandard item and fail to provide the fresh supply, the payment of risk purchase (which will be purchased by the PIC, Lahore) the price difference shall be paid by the Supplier. In case of supply of substandard product the cost associated with disposal/destruction or associated handling shall be borne by the Supplier i.e removal from purchaser’s premises, burning, dumping, or incineration.

5. Use of Contract Documents and Information. 5.1 5.2 The Supplier shall not, without the Purchaser’s prior written consent, disclose the Contract, or any provision thereof, or any specification, sample, or information furnished by or on behalf of the Purchaser in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance. The Supplier shall not, without the Purchaser’s prior written consent, make use of any document or information 5.3 5.4 enumerated in GCC Clause 5.1 except for purposes of performing the Contract. Any document, other than the Contract itself, enumerated in GCC Clause 5.1 shall remain the property of the Purchaser and shall be returned (all copies) to the Purchaser on completion of the Supplier’s performance under the Contract if so required by the Purchaser. The Supplier shall permit the Purchaser to inspect the Supplier’s accounts and records relating to the performance of the Supplier.

6. Patent Rights 6.1 The Supplier shall indemnify the Purchaser against all third-party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the country.

7. Submission of Samples 7.1 Before commencing supplies, the Supplier shall provide samples free of cost, if and as specified in the Schedule of Requirements of the product to the designated office or staff, as the case may be.

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8. Ensuring storage arrangements 8.1 To ensure storage arrangements for the intended supplies, the Supplier shall inform the Purchaser at least 0ne (01) week in advance. However, in case no space is available at the Purchaser’s premises at the time of supply, the Purchaser shall , at least 02 days prior to such situation, shall inform the Supplier, in writing, of the possible time frame of availability of space by which the supplies can be made. In case the Supplier abides by the given time frame it shall not be penalized for delay.

9. Inspections and Tests 9.1 The Purchaser or its representative shall have the right to inspect and/or to test the goods in accordance with the procedure given in the SCC to confirm their conformity to the Contract specifications at no extra cost to the Purchaser. 9.2 All costs associated with testing shall be borne by the Supplier. 9.3 9.6 The Purchaser’s right to inspect, test and, where necessary, reject the goods either at Supplier’s premises or upon arrival at Purchaser’s destinations shall in no way be limited or waived by reason of the goods having previously been inspected, tested, and passed by the Purchaser or its representative prior to the goods delivery from the point of Supply or manufacturing. Nothing in GCC Clause 9 shall in any way release the Supplier from any warranty or other obligations under this Contract.

10. Delivery and Documents 10.1 10.2 10.3 The Supplier in accordance with the terms and manner specified in the Schedule of Requirements shall make delivery of the goods. The Supplier shall furnish all necessary documentation necessary for completion of the delivery, at the time of delivery and in the manner prescribed. The goods supplied under the Contract shall be Delivered Duty Paid (DDP) under which risk is transferred to the buyer after the Goods having been delivered;

11. Insurance 11.1 The supplier shall be solely responsible for Insurance of the Goods subject to the contract.

12.Transportation 2.1 12.2 The Supplier shall arrange such transportation of the goods as is required to prevent their damage or deterioration during transit to their final destination and in accordance with the terms and manner prescribed in the Schedule of Requirement. All costs associated with the transportation of the goods subject to this contract shall be borne by the Supplier.

13. Incidental Services 13.1 The Supplier shall be required to provide the incidental services as specified in the SCC and the cost of which is included in the total bid price.

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14. Warranty 14.1 14.2 All goods subject to this contract shall be accompanied by the necessary warranty in the manner prescribed in the SCC. The Purchaser shall promptly notify the Supplier in writing of any claims arising under this warranty.

15. Payment 15.1 15.2 The purchaser shall make payments to the Supplier in accordance with the conditions set forth in the Payment Schedule agreed and annexed to this contract. The currency of payment shall be Pakistan Rupee.

16. Prices 16.1 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 the expiry of the contract unless the Parties to this contract mutually agree to vary the prices.

17. Contract Amendments 17.1 No variation in or modification of the terms of the Contract shall be made except by written amendment signed by the Parties.

18. Assignment 18.1 The Supplier shall not assign, in whole or in part, its obligations to any other party to perform under this Contract, except with the Purchaser’s prior written consent.

19. Subcontracts 19.1 The Supplier shall not be allowed to sublet and award subcontracts under this Contract.

20.Delays in the Supplier’s Performance 20.1 20.2 20.3 Delivery of the goods shall be made by the Supplier in accordance with the time schedule prescribed by the Purchaser in the Schedule of Requirements. If at any time during performance of the Contract, the Supplier encounters conditions impeding timely delivery of the goods, the Supplier shall promptly notify the Purchaser in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Purchaser shall evaluate the situation and may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the Parties by an amendment to the Contract. Except as provided under GCC Clause 20, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages as prescribed in the SCC, unless the parties to this contract mutually agree for extension of time.

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21.Termination for Default 21.1 The Purchaser, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part: (a) if the Supplier fails to deliver any or all installments of the goods within the period(s) specified in the Contract and subsequent purchase order, or within any extension thereof granted by the Purchaser pursuant to GCC Clause 20; or (b) if the Supplier fails to perform any other obligation(s) under the Contract. (c) if the Supplier, in the judgment of the Purchaser has engaged in corrupt or fraudulent practices in competing for or in executing the Contract. For the purpose of this clause Corrupt and fraudulent practices means: the offering, giving, receiving, or soliciting of any thing of value to influence the action of a public official or the supplier or contractor in the procurement process or in contract execution to the detriment of the Procuring agencies; or misrepresentation of facts in order to influence a procurement process or the execution of a contract, collusive practices among bidders (prior to or after bid submission) designed to establish bid prices at artificial, non-competitive levels and to deprive the Procuring agencies of the benefits of free and open competition and any request for, or solicitation of anything of value by any public official in the course of the exercise of his duty”

22.Force Majeure 22.1 Notwithstanding the provisions of GCC Clauses 20 and 21, the Supplier shall not be liable for forfeiture of its Performance Guaranty, or termination/ blacklisting for default if and to the extent that it’s delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For the purposes of this clause Force Majeure means an act of God or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to mis-planning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, earthquakes, strikes, epidemics, quarantine 22.2 22.3 restrictions and freight embargoes. If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing with sufficient and valid evidence of such condition and the cause thereof. The Purchaser shall examine the merits of the case and all reasonable alternative means for completion of purchase order under the Contract and inform the Supplier of its findings promptly. Unless Purchaser informs the Supplier in writing of its agreement on the application of force majeure, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event.

23. Termination for Insolvency 23.1 The Purchaser may at any time terminate the Contract by giving written notice of one month time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties.

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24. Arbitration and Resolution of Disputes 24.1 24.2 24.3 The Purchaser and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract. If, after thirty (30) days from the commencement of such informal negotiations, the Purchaser and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred to the Arbitrator for resolution through arbitration. In case of any dispute concerning the interpretation and/or application of this Contract shall be settled through arbitration under the Arbitration Act of 1940 (As amended from time to time).

25. Governing Language 25.1 The Contract shall be written in English language. Subject to GCC Clause 26, the version of the Contract written in the specified language shall govern its interpretation. All correspondence and other documents pertaining to the Contract, which are exchanged by the Parties, shall be written in English.

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Outsourcing Janitorial Services 2019-20 in

Punjab Institute of Cardiology,

Lahore Terms of Reference

(Procurement is done in this Institution under Punjab Procurement Rules 2014)

Tender #

Tender Doc. Fee: Rs. 1000 Only

(Rupees One Thousand Only)

Mr. Tariq Mahmood Ms. Nasreen Butt

Sanitary Inspector DCNS

Dr, Sagheer Asghar Khan Dr, Kaleem Ur Rehman

AMS (Security) AMS (Admin)

This document stipulates the TORs for outsourcing Janitorial Services in

OPD, Irfan Block including Musafar Khana, Ali Surgical Block Unit I & II, Cardiology

Ward 3rd

Floor (Wards & Rooms), Cardiac Surgery Floor(Ward & Rooms) Emergency

First Floor & Waiting Area, Blood Bank and Screening Room (Emergency) at Punjab

Institute of Cardiology, Lahore.

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CONTENTS

1. Introduction / scope of work 3

2. Objectives 3

3. Instructions of Bidders 3

3.1 General Instructions 3

3.2 Minimum Eligible criteria 6

3.3 Bidding Method and Evaluation 7

3.3.1 Bidding Method 7

3.3.2 Rejections of Bids 7

3.3.3 Performance Security 8

3.3.4 Bid Evaluation

3.3.4.1 Technical Evaluation 8

3.3.4.2 Financial Evaluation 8

3.3.5 Redressal of Grievances 8

4 General Conditions of Contract 9

4.1 Approach and Methodology 9

4.2 Roles and Responsibilities 9

4.2.1 Primary Responsibilities of the Firm 9 4.2.2 Responsibilities of the Supervisors 10 4.3 Responsibilities of the Client 11

4.4 Materials 11

4.5 General Guidelines 12

4.6 Performance Specifications 12

4.7.1 Monitoring, Evaluation and Corrective Plans 18 4.7.2 Penalties 19 4.8 Terminations of the Agreement. 20 5. Special Conditions of the Contract 20 Annexures Annexure – I 22 Annexure – II 23

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Annexure – III 34 Annexure – IV 35 Annexure – V 36 Annexure – VI 37 Annexure – VII 40 Annexure – VIII 41 Annexure – IX 43

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1. INTRODUCTION / SCOPE OF WORK

Punjab Institute of Cardiology is a 347 bedded specialized hospital for the treatment of cardiac diseases. Its primary role is to provide quality tertiary care to heart patients. PIC also trains post graduate doctors, allied health personnel and also provides policy guidelines to other cardiac hospitals in the Punjab, besides educating the public on preventive measures. Emergency and Indoor services are open round the clock while, outdoor and diagnostic services are provided during working hours. Services include all relevant diagnostic tests, interventional and operative procedures and intensive cardiac care units. PIC has foreign qualified faculty in cardiology & cardiac surgery as well as trained nursing and allied health personnel. Modern management and patient care systems are implemented. Four of our departments are ISO certified. Annual patients’ turnover includes 250,000 patients in OPD, 120,000 emergencies, 21,000 admissions, 30,000 Echocardiography, 16,000 Angiography & 2000 cardiac surgeries.

2. OBJECTIVES

The Hospital aims to outsource janitorial services OPD, Irfan Block including Musafar Khana, Ali Surgical Block

Unit I & II and Cardiology Ward 3rd

Floor (Wards & Rooms), Emergency First Floor & Waiting Area Blood bank

and Screening Room (Emergency)to a reputable and capable janitorial service provider for a clean and pleasant

hospital environment which would result in focus on healthcare delivery. The hospital believes that the current

situation leads to administration problems and undue complexities, overcoming limit the focus on healthcare

delivery of the hospital.

3. INSTRUCTIONS TO BIDDERS

3.1 General Instructions

According to PPRA rule 38 2(a) single stage two envelopes bidding procedure shall be adopted.

1. The bidders are hereby invited to submit a technical and financial proposal for the Outsourcing

Janitorial Services in Punjab Institute of Cardiology, Lahore. The proposal could form the basis

for future negotiations and ultimately. Note that (i) the costs of preparing the proposal and of the

contract are not reimbursable as a direct cost of the Assignment; and (ii) the Client is not bound to

accept any of the proposals submitted.

2. At any time before the submission of proposals, the Client may, for any reason, whether at its

own initiative or in response to a clarification requested by an invited consulting firm, modify the

Documents by amendment. The amendment shall be sent via email, in writing or by fax to all

bidders and will be binding on them. The Client may at its discretion extend the deadline for the

submission of proposals.

3. For the purpose of preparing the bid, the bidders will be allowed to visit the hospital on 00-00-

2019 at 10:00 AM to conduct survey and relevant assessments. The pre-bid meeting will be held

on 23-07-2016.

4. The bidders shall submit technical and financial proposals in separate sealed envelopes in one

sealed envelope before 00-00-2019 at 10:30 AM at the Office of the Medical Superintendent

Punjab Institute of Cardiology, Lahore. In preparing the technical proposal, the bidders are

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expected to examine all terms and instructions included in the Documents. Failure to provide all

requested information shall be at bidder’s risk and may result in rejection of the proposal.

5. The technical proposals shall be opened at 00-00-2019 at 11:00 AM (time has to be at least half

hour after the submission of the bids) on the same date in the presence of bidders and/ or their

authorized representatives. Representatives shall have a signed authority letter from the bidder to

be present in the bid opening

6. Financial proposal should be prepared using the formats attached in Annex IV. Financial

proposals of only the technically qualified bidders will be opened after due notification and

procedure as laid down by the pertaining PPRA rules.

7. The technical proposals should contain:

a. Filled ANNEXURE VIII

b. Covering Letter on Company letter-head

c. Company profile (including status, services offered, projects (along with certificates),

equipment owned, equipment rented, and proof of all points in the “Eligibility” criteria.

d. Company registration document with the relevant authority

e. National Tax Number copy

f. Company Financial position (proof of minimum annual turnover of Rs. 15 Million as

stated in the “Eligibility” criteria)

g. Methodology to perform the Assignment

h. Procedure adopted for Facility Management (Guidelines)

i. Experience letters along with contact details for existing/ previous contracting companies

j. Supporting documents/ proof for all filled information

k. Detailed Plan of Facility Management including work procedures, Standards, Schedules

and number of workforce.

l. An execution and operational strategy for the maintenance with clearly defined standards.

m. Proper and well-thought-out models for analytical understanding of the work needed to

be carried out.

n. Complete understanding of the social, cultural, political and institutional factors that

might affect Facilities Management.

8. The Financial Proposal should contain:

a. Filled ANNEXURE IV

b. Covering letter on Company letter-head

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c. Break-down of taxes separately.

d. Bid Security – in the form of a Pay Order / Demand Draft / Call deposit Receipt

equivalent to 2% of the annual contract price in the name of Punjab Institute of

Cardiology, Lahore.

9. The contract validity shall be of one year from the signing of the contract subject to satisfactory

performance of services.

10. The procuring agency shall evaluate the technical proposal in a manner prescribed ahead in the

document, without reference to the price and reject any proposals that do not conform to the

specified requirements.

11. After submission, no amendments in the technical or financial proposal shall be permitted.

12. After the evaluation and approval of the technical proposal, the procuring agency, shall at a time

within the bid validity period, publicly open the financial proposals of the technically responsive

bidders, on a time, date and venue announced and communicated to the bidders in advance in the

presence of the bidders or their representatives. The financial bids of the technically non-

responsive bidders shall be returned un-opened to the respective bidders.

13. Conditional discounts shall not be considered in evaluation.

14. The quoted prices shall be treated as firm and final till the duration of the contract (one year)

15. The organization must quote the Contract Title and include the following declarations:

a. We have examined the information provided in your terms of reference and offer to

undertake the work described in accordance with requirements as set out in the TOR.

b. The proposal (Technical & Financial) has been arrived independently and without

consultation, communication, agreement or understanding (for the purpose of restricting

competition) with any other potential investor invited to submit proposal for this contract.

c. We confirm that the enclosed hard copy/ electronic versions of the technical proposal are

true and have complete copies of these documents.

d. We confirm that all personnel and/consortium partners named in the proposal will be

available to undertake the services.

e. We confirm that there are no personal, financial and business activities that will, or

might, give rise to a conflict of interest, if we were awarded this contract.

f. We confirm that the Service Provider or its not sub-contractors:

i. Are not or have not been the subject of any proceedings or other arrangements

relating to bankruptcy, blacklisting, insolvency or financial standing.

ii. Have not been convicted of any offence concerning professional misconduct.

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iii. Have not been convicted of corruption including the offence of bribery.

iv. We agree to bear all costs incurred by us in connection with the preparation and

submission of this proposal and to bear any further pre-contract costs.

g. I confirm that I have the authority of [name of Service Provider’s company] to submit

proposal and to clarify any details on its behalf.

3.2 Minimum Eligibility Criteria

A. Bidders shall meet the following minimum eligibility criteria:

a) Be a registered Janitorial / Facility Management firm or a company in Pakistan

since at least one year.

b) Have a minimum average annual verifiable turnover of at least Rs. 15 million

rupees in the last year

B. In addition, the eligible bidders shall meet the following qualifying criteria:

a) Experience as prime Service Provider in the provision of at least one service

contract of a nature, complexity and value comparable to the value of jobs

mentioned for schedule/schedules which is/are being applied for by the bidder;

over the last three years.

b) Experience of rendering mechanized services in Public Access building of not less

than 20,000 sq meters.

c) Ability to provide all the machinery/ equipment as per Annexure III (proof of

provision and experience of using machinery previously)

C. Bidder must provide experience certificate for mechanized cleaning/ housekeeping/

gardening (or mechanized services) from any reputed institutions /organizations/

hospitals where they provided similar services.

3.3 Bidding Method and Evaluation

3.3.1 Bidding Method

According to PPRA rule 38 2(a) single stage two envelopes bidding procedure shall be adopted.

3.3.2 Rejection of Bids through Advertisement and PPRA

1. The Procuring Agency may reject all bids at any time prior to the acceptance of a bid. The

Procuring Agency shall upon request communicate to the Bidder who participated in the

process seeking the reasons for its bid’s rejection, but is not required to justify those grounds.

2. The Procuring Agency incurs no liability, solely by virtue of its invoking Clause 32.1 towards

bidders who have submitted bids.

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3. Notice of rejection of any or all bids shall be given promptly to the concerned Bidders that

submitted bids.

3.3.3 Performance Security

The successful bidder shall furnish a Performance Security in the shape of a Bank Guarantee from

a recognized bank operating in Pakistan on the format attached as Annexure VI of the amount

equivalent to 10% of the total annual quote, with annual validity before the signing of the

contract.

1. The total points allocated for the Technical and organizational strength component of the Bid

is 100.

2. If the technical component achieves 70% points (of 100 Points), the bid will be considered

technically responsive. Those bids scoring less than 70% will not be considered for financial

bid opening.

3. Financial bids of technically responsive bidders shall be opened at a date and time fixed and

notified in advance to the bidder. The contract will be awarded to the lowest financial bid of

the technically qualified bidders (bidders scoring 70% or more in the technical evaluation)

3.3.3.1 Technical Evaluation

The technical evaluation of the bid shall be according to the criteria given in Annexure V. All compliance

certificates need to be submitted with the technical bid along with all lists and other requirements with

proofs.

3.3.3.2 Financial Evaluation

The financial evaluation of the bid shall be according to the financial evaluation I as given in Annexure IV.

Incomplete bids shall stand rejected.

3.3.4 Redressal of Grievances

1. The Procuring Agency shall constitute a committee, according to Rule 67 of Punjab

Procurements Rules 2014, comprising odd number of persons, with proper powers and

authorizations, to address the complaints of bidders that may occur during the

procurement process.

2. Any bidder feeling aggrieved by any act of the Procuring Agency after the submission of

their bid may lodge a written complaint concerning his grievances till the award / signing

of procurement contract by the Procuring Agency.

3. The committee shall investigate and decide upon the complaint within fifteen (15) days of

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the receipt of the complaint but prior to the entry into force of the procurement contract.

4. Mere fact of lodging of a complaint shall not warrant suspension of the procurement

process.

4 GENERAL CONDITIONS OF CONTRACT

4.1 Approach and Methodology

The Bidder shall explain his plan for performing the janitorial services as per the terms of the references and overall

scope of this document. Use Annexure VII to provide detailed approach and methodology.

4.2 Roles and Responsibilities

4.2.1 Primary Responsibilities of the Firm 1. The service provider shall be responsible for maintaining a completely clean and pleasant hospital

premises including but not limited to OPD, Irfan Block including Musafar Khana, Ali Surgical

Block including ICU I & ICU II and Cardiology Ward and any other area as required by the

Procuring Agency.

2. The service provider shall provide cleaning services 24 hours per day, 365 days per year as per

the requirement set out in the Service Specific Specifications and Annexure II relevant to the

delivery of desired cleaning services.

3. The firm must abide by the prevailing labour laws including but not limited to Minimum wages,

social security and EOBI. The Procuring Agency reserves the right to seek proof if the same is

being paid to the janitors, the failure of which can lead to the Termination of the Contract.

4. The firm must provide uniform-kits, shoes, identification cards, personal protective equipment

etc. to its entire staff deployed at the hospitals and ensure proper maintenance of it. Each uniform

set will comprise of grey shirt and loose grey trousers for male sweepers and grey shalwar

qameez with dupatta for female sweepers. All staff would be required to be in clean uniform at all

times.

5. Ensure 100% staff attendance, required as per contract.

6. Provide the required equipment mentioned in Annexure III. The successful bidder shall have to

make all this equipment physically available in the hospital before starting the work and these

should always remain in working condition during the period of contract.

7. Waste management according to the hospitals waste management rules 2014 and other SOPs as

communicated by the Procuring Agency.

8. The service provider shall develop and implement a maintenance plan for cleaning all

types of surfaces, consistent with the manufacturer’s maintenance recommendations or

internationally accepted cleaning industry standards to extend the life of the surfaces

through extensive periodic and restorative cleaning processes. 9. Biometric machine and android application for time recording by janitors and supervisors will be

installed by the service provider.

10. The service provider will ensure that the no smoking environment rules in the hospital are

respected. Violations will attract a fine of at least Rs. 1500 for each violation.

11. No materials or methods that are environmentally unfriendly may be used

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12. In case of absence of a janitor or supervisor from duty, the service provider shall be

responsible for providing a replacement. In case such is not done a fine of RS.2000 will

be imposed for each instance.

13. The service provider will be responsible for paying his employees in the institution in the

first 5 days of every month. Such payment will not depend on the payments made by the

institution to the service provider. The service provider will pay his employees from his

own resources. Any protest or strike observed by the janitors etc. will be considered a

breach of contract and a minimum fine of Rs. 5000 will be imposed for every incidence

and will be doubled every 24 hours (Rs. 5000 for first 24 hours, Rs. 10,000 for 24 – 48

hours, Rs. 20,000 for 48 – 72 hours and so on). If the strike continues for more than 5

days, the process for termination of contract may be initiated after the generation of an

official report by the designated authority. 14. The service provider shall ensure that no member of the staff takes financial compensation or

benefit from the patients or their attendants of any sort. A minimum fine of Rs.5000 shall be

levied for every instance of a proven or reportedly correct complaint of the same.

15. The cleaning of the sewer lines up to the main Pipe shall be the responsibility of the service

provider.

16. The service provider, after discussion with the Procuring Agency/ Hospital management, shall employ

female staff in areas where female patients are treated, and male staff where male patients are treated. Male

staff shall be made available in labor intensive areas like corridors and outer areas etc.

17. The Supervisors shall be employed by the service provider for 24 hours as per requirements of the

Procuring Agency/ Hospital administration. These supervisors are to perform the following roles:

18. The company will not pay Salary to the Janitors staff less than that minimum wages fixed by

Government of the Punjab and the contractor will make the payments to the staff through

check/personal Account and provide documents/evidence to this effect every month to the

hospital.

19. The firm must have registered NTN Certificate, GST Certificate, EOBI, Social Security and with the

evidence of their monthly contribution.

4.2.1 Responsibilities of Supervisor(s)

1. Responsible for overall cleanliness / maintenance of the Hospital premises.

2. Act as an interface between the Client, Janitorial staff and the facility/ facilities staff.

3. Maintaining duly signed electronic daily audit sheets and complaint registers to record requests

and feedback from the client from time to time and appropriate actions taken.

4. Coordinate any kind of transfers / relocations of the janitorial staff and the same shall also be

reported to the Client.

5. Responsible for the turnout of the entire janitorial staff.

6. Decide the workload and janitorial staff deployment on a daily basis.

7. Determine and coordinate all the work schedules for all janitorial staff.

8. Maintain attendance for all the janitorial staff.

9. Ensuring presence of the janitorial staff at their respective stations and the completion and

compliance of the various duties assigned to them.

10. Help induce a sense of responsibility, discipline and hygiene in all janitorial staff.

11. Ensure that all staff deployed for waste collection duties understand practices regarding waste

collection for infection control including proper segregation, labeling, packaging (as per HWM

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rules 2014) and weight recording at collection and submission at the infectious waste room /

temporary storage point.

12. Help the service provider in submitting the required reporting forms.

13. Maintain electronic inventory of the disposables and issue the same according to the needs in

collaboration with the client/ hospital administration.

4.3 Responsibilities of the Client

1. Facilitate the service provider in smooth provision of services.

2. Periodical performance monitoring of the service provider.

3. Timely payment of service provider invoices after generation of monthly report.

4. Provide office space/ storage for inventory and machinery and miscellaneous tasks by the

Service Provider

4.4 Materials

1. The bidder, after surveying the Hospital, should propose the quantities and brands of the

disposables as required in Annexure I of this document in the Methodology for Services

(Annexure VII). The price of all disposables should be in-built in the financial quote per

meter sq. (Annexure IV). However, if excess material is required to maintain the

standard of cleanliness, the cost of the same shall be adjusted as per allowed variations.

All material should be of acceptable quality of standard brands. The Client and Hospital

administration reserves the right to get the brand changed if substandard material is being

used without any increase in cost.

2. Service provider will store the materials of the required brands along with all required

machinery in the store of the hospital and maintain electronic inventory at all times as

agreed by the hospital administration.

3. Supervisor nominated by the service provider will indent the material on daily basis after

approval by the authorized officer / Deputy Medical Superintendent.

4. Material will be inspected by the Inspection Committee (defined by the client & service

provider), nominated for the purpose, prior to depositing into the store.

5. Materials should be deposited on the 27th of each month in the hospital store.

6. Authorized officer/ Deputy Medical Superintendent will sign the indent and will verify

the stock register on daily basis. It will be the responsibility of the Service Provider to

maintain the stock register, get the stock inspected and the inspection committee will

verify it in time.

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4.5 General Guidelines

1. In the event of any illness/ injuries resulting from any accident to their staff, the service

provider shall take all responsibility for the same and provide necessary compensation

towards medical care and meeting all medical expenses incurred for the same.

2. In case of any labor disputes regarding their employees, resolve the same at the earliest to

ensure scheduled work is completed satisfactorily and on time.

3. No employer – employee relationship between hospital staff and facility management

staff shall be maintained.

4. Ensure that all staff assigned to the hospital be adequately immunized against all types of

communicable diseases and periodically monitored through health check-ups.

5. The services provider shall provide the names, address, age and a fresh medical

certificate of the workers to be deployed at the Hospital well in advance (a week).

6. The age limit of the provided staff shall be in the following range:

i. Sweepers – 18 to 40

ii. Supervisors – 25 to 45

7. Working hours of janitorial staff and supervisors will be shift Wise divided into three

shifts per day (8 hour shift)

4.6 Performance Specifications

A) Cleaning Schedule

All functional areas in the hospital have been assigned one of three risk areas based on below mentioned criteria:

1. The risk of infection to patients.

2. Occupational health and safety risk to staff and visitors

3. Aesthetics e.g. reception areas, grounds

4. Value for money

The risk category shall determine cleaning frequencies as mentioned below under the cleaning schedule:

Table 11.1: Categorization of Risk

Category

Status

Functional Areas included

1

High Risk

Ali Surgical Block

Emergency First Floor

Blood Bank

Screening Room (Emergency)

2

Moderate Risk

Pharmacy – OPD

Cardiology Ward

OPD, including treatment rooms & clinical consultation rooms

Patient washrooms

Corridors

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Waiting Areas

Cardiac Surgery Ward

Stairs / Ramps

3

Low Risk

Musafar Khana

Each janitor will be required to perform his duty in the assigned work area with following minimum

frequency of cleaning1 against each element’s Service Standards and Requirements mentioned in Annexure II.

Table 11.2: Minimum Frequency of the Cleaning

No.

Element

High Risk

Moderate Risk

Low Risk

1

Overall

appearance

n/a

n/a

n/a

2

Odour Control

n/a

n/a

n/a

3

Commodes, weighing

scales, manual

handling equipment

Clean contact points each

use, 1 full clean2 daily &

between patient use

Clean contact points

each use, 1 full clean

daily & between

patient use

n/a

4

Patient

washbowls

1 full clean daily and

between patient use

1 full clean daily

and between

patient use

n/a

2 Apart from the cleaning schedule mentioned above, cleaning services should be provided by the service

provider as and when needed or as directed by the Hospital authorities from time to time

2 Full Clean – is where all aspects of the element are fully cleaned on each occasion in accordance with a documented specification

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No.

Element

High Risk

Moderate Risk

Low Risk

5

Bedside oxygen

and suction

connectors


between

patient use

1 full clean daily

and between

patient use

n/a

6

Patient Fans


between patient use

1 full clean daily

and between

patient use

n/a

7

Drug trolley

1 full clean weekly

1 full clean

weekly

n/a

8

Entrance / Exit

4 full cleans daily, dust

control as required, 1

machine clean weekly

2 full cleans daily,

dust control as

required, 1 machine

clean weekly

n/a

9

Stairs (internal and

external)

2 full cleans daily, dust

control as required, 1

machine clean weekly

2 full cleans daily,

dust control as

required, 1 machine

clean weekly

n/a

10

External areas

3 full clean daily

1 full clean daily

n/a

11

Switches, sockets

and data points

1 full clean daily

1 full clean daily

1 full clean daily

12

Walls

Check clean daily and 1

full clean weekly

Check clean daily

and 1 full clean

weekly

Check clean daily

and 1 full clean

weekly

13

Ceiling

1 Full clean weekly

1 Full clean

weekly

Wash every third

year or replace as

required

14

All doors


check clean as required


check clean as

required

1 full clean weekly

Page | 15

No.

Element

High Risk

Moderate Risk

Low Risk

15

All internal glass

and glazing

Check clean daily and 1

full clean weekly

Check clean daily

and 1 full clean

weekly

1 full clean weekly

16

All external glass

and glazing

1 full clean yearly

1 full clean every

second year

1 full clean every

third year

17

Mirrors


check clean as required


check clean as

required

1 full clean daily

and check clean as

required

18

Ventilation grilles,

extracts and inlets

1 full clean weekly

1 full clean weekly

1 full clean weekly

19

Floor -polished

5 full cleans daily, 1 check

clean daily dust control as

required, machine clean

weekly

1 full clean daily, 1 dust

control daily,machine

clean monthly

1 full clean weekly, 1

check clean daily,

machine clean

quarterly

20

Floor - Non-slip

5 full cleans daily, 1 check

clean daily dust control as

required, machine clean

weekly

1 full clean daily,

machine clean monthly

1 full clean weekly, 1

check clean daily,

machine clean

quarterly

21

Electrical items, e.g.

overhead lights

1 check clean daily and 1 full

clean monthly

1 check clean daily and 1

full clean monthly

1 check clean weekly

and 1 full clean

monthly

22

Chairs

1 full clean and 1 check clean

daily

1 full clean daily

1 full clean weekly

23

Beds/

Trolleys /Mattresses

Bedframe, including all

component parts daily,

mattresses weekly and on

discharge, total full clean

on discharge

Bedframe, including

all component parts

daily, mattresses

weekly and on

discharge, total full

clean on discharge

n/a

Page | 16

No.

Element

High Risk

Moderate Risk

Low Risk

24

Lockers/Ward robes/

Drawers

1 full clean daily

1 check clean daily

and 1 full clean

weekly

n/a

25

Tables / Bed tables

1 full clean daily

1 check clean daily

and 1 full clean

weekly

n/a

26

All dispensers /

holders


daily as required

1 full clean daily

and daily as

required

1 full clean daily

and daily as

required

27

Waste

receptacles/bins

1 full clean daily and 1

check clean daily and 1

deep clean weekly

1 full clean daily

and 1 deep clean

weekly

1 full clean weekly

and deep clean

monthly

28

Wash Basins

Daily check system in

operation to include 3

full cleans and 2 check

cleans

Daily check system

in operation to

include 3 full cleans

and 2 check cleans

Daily check system

in operation to


and 2 check cleans

29

Toilets / Urinals

/Bidet

Daily check system in

operation to include 4

full cleans and 2 check

cleans

Daily check system

in operation to


and 2 check cleans

Daily check system

in operation to


and 2 check cleans

31

Computers /

Telephones / Office

Equipment

1 full clean daily

1 full clean daily

1 full clean weekly

32

Dirty Utility /

Sluice Room

1 full clean and 1 check

clean daily

1 full clean daily

1 full clean daily

Page | 17

4.7.1 Monitoring, Evaluation and Corrective Plan

The service provider’s performance will be monitored on a daily basis by the assigned Focal Person. An

appropriate senior member, ideally DMS/AMS Infection Control will be assigned as the focal person for this task.

On any one of the seven days of a week, the Focal Person will score cleanliness as per the weekly cleaning review

sheet given in Annexure II. In addition, the Focal Person will also crosscheck each washroom’s toilets and

compare its fixtures against the handing over list of fixtures.

After every visit an overall percentage score will be calculated for each risk category. This score will be an

average of the individual percentages of each indicator area. For example, for High Risk, overall percentage

cleanliness will be calculated as:

Table 11.3: Scoring Against Risk Category

High Risk Area Score obtained Percentage Score

Isolation Room (3+3+3+3+3+3)/24 = 18/24 75%

Dialysis Unit (4+4+4+4+4+4)/24 = 24/24 100%

Medical Emergency (3+3+3+3+3+3)/24 = 18/24 75%

Surgical Emergency (3+3+3+3+3+3)/24 = 18/24 75%

Operation Theater (3+3+3)/12 = 9/12 75%

Labor Rooms (2+2+2+2+2)/20 = 10/20 50%

Average Score 75%

Every time an area is found to be below 80% it will be given the following time for corrective action.

Risk Category Time Frame for Corrective Action

High Risk Area

1 hours of reporting of problem to the service provider

Moderate Risk Area


Low Risk Area


The focal person will visit the site once again after the stipulated time and in case the identified problem is not

corrected the following fines will be imposed right away.

Page | 18

4.7.2 Penalties

In case of inability to address identified problem by focal person within the allotted times, the focal person will hand

out the following fines immediately:

Table 11.4: Daily Penalty Criteria

Risk Category Fine

High Risk Area

Rs. 2500

Moderate Risk Area

Rs. 1500

Low Risk Area

Rs. 1000

Once all areas are scored, their scores will be scaled with respect to their risk category using the following weights

and an overall weekly score will be obtained.

Table 11.5: Weekly Penalty Imposition Criteria

Risk Category Weightage

High risk 50%

Moderate risk 30%

Low risk 20%

i. For examples, using the already obtained 75% in High Risk category, if a certain hospital receives

67% in Moderate Risk category and 80% in Low Risk category, it will obtain an overall score of

75% x 0.5 + 67% x 0.3 + 80% x 0.2 = (37.5 + 20+16)% = 73.5%

ii. This will be the overall score for this week’s performance. Averaging all weekly performances of

the month, a monthly score will be calculated.

iii. Service providers will be expected to maintain an average minimum score of 80% as well as 80%

in each respective category at all times. If the service provider scores less than 80% in the monthly

score, another fine worth Rs. 2500 will be placed. If this continues for another month, the second

month’s fine will be doubled to Rs. 5000 and then doubled again to Rs. 10,000.

iv. After a month of score below 80%, the monthly score is not restored to 80% the following month,

punitive action may be taken against the service provider including financial penalties, suspension

or cancellation of the contract.

Page | 19

4.8 Termination of the Agreement

a) Without prejudice to any other available rights / remedies, the Hospital shall have the right

to terminate this agreement at its option for any reason specifically provided hereunder or

otherwise in case of any breach of this agreement by Service Provider.

b) The performance of services by the Service Provider under this agreement shall remain

under observation during the whole period of the agreement, in case the services are found

non satisfactory, below the specified standard or nonperformance due to strike of the

Service Provider staff / manpower, this contract shall be terminated by the Hospital at any

time with immediate effect

c) In such events e.g. nonperformance due to strike or violation of contract, the Service

Provider shall be BLACKLISTED as per the prevailing PPRA rules and performance

security will be en-cashed or the cleaning equipment may be confiscated (cost of

whichever is higher)

d) Notwithstanding anything contained in this agreement, each party shall have the right to

terminate this agreement upon 180 days’ written notice to the other party and upon

written/ recorded reasons for the same.

e) The Procuring Agency shall be entitled to terminate this agreement forthwith at any time

upon serving notice in the event of misconduct either on the part of the Service Provider or

its employees or nonperformance of responsibilities and services by the Service Provider.

f) The termination shall be without prejudice to the acquired rights and liabilities of either

party prior to termination.

5 SPECIAL CONDITIONS OF CONTRACT

1. The service provider shall be liable to pay compensation for any loss and damage caused

to the property of the Procuring Agency or its patients by the Service Provider or its

workers. The Service Provider can also partner with an insurance company that will pay to

compensate for the damage on behalf on the Service Provider.

2. The Service Provider shall be fully responsible for safekeeping all the bathroom fittings

and fixtures throughout the contract period. The current state of each bathroom will be

recorded at the time of handing over and signed off by both parties to be maintained at that

level at all times.

3. The Service Provider shall be entirely responsible for the conduct of its staff and in case of

any complaint against any staff, Service Provider will be under obligation to take

necessary action to replace any staff (under the clause of persona non grata) when

instructed in writing by the Focal Officer appointed by the client. The Service Provider

shall observe all the laws and will responsible for any prosecution or liability rising from

breach of labor laws & HWM rules 2014. The Client shall not be responsible for any such

action with regard to staff on the rolls of the Service Provider whatsoever.

4. In such circumstances when the service provider is unable to provide the required services,

the client has the right to withhold payment and procure the services of any other service

provider for the same financial amount.

Page | 20

ANNEXURES

ANNEXURE – I

Necessary Cleaning Supplies

S. No.

Cleaning Supplies Required

1 Brooms

2

Buckets

3 Furniture dusters

4 Toilet cleaning agents

5

6

Hand wash liquid

6

6

Hand sanitizer liquid

7

Air freshener

8 Floor cleaning towels

9 Kitchen cleaning towels

10 Disposable hand wash paper-towels

11

Floor polishes

12 Wipers

13 Brushes

14 Floor mops

15 Vim

16 Liquid Bleach

17 Phenyl (ordinary)

18 Phenyl (balls)

19 Sweep acid

20 Shopper Bags

(Any other material deemed necessary for the purpose of maintaining cleanliness should be added to

the list by the Hospital)

Page | 21

ANNEXURE – II

Weekly Cleaning Review Sheet

Name of Designated Staff

Venue Dated

1 2 3 4 5

ANNEXURE – III

Required Equipment

Note: Each hospital will fill the required equipment according to their area / requirement

along with any other machinery that is required.

Page | 22

ANNEXURE –IV

FINANCIAL EVALUATION I

Sr. Description

Offer – in PKR

Inlc. Of all taxes &

Contingencies

1 Monthly quoted amount per meter sq.

2 Yearly quoted amount per meter sq.

3 Total Monthly quoted amount for hospital

4 Total Yearly quoted amount for hospital

5 Total Janitors proposed

6 Total Supervisors proposed

7 2% Earnest Money

Page | 23

ANNEXURE – V

TECHNICAL EVALUATION

Sr.# Description Max

Marks

1

Experience Record Three projects of similar nature (mechanized services offered in hospitals/

public access buildings with covered area of 20,000 sq meters or more) and

having financial value of at least Rs. 5 million each.10 marks for each project

10 marks for each project

30

2

Financial Capabilities

20 Marks will be given in case average annual turnover for the last year is

Rs.30 Million or more.

For Average Annual Turnover for the last year of less than Rs. 30 Million,

but not less than Rs. 15 Million, following weight age shall be used:

20x (B /30)

B= Average annual turnover for the last year.

20

3.

Human Resource (Proposed Team)

Project Manager with experience in HR management/ Project

management of at least 10 years or above

(5 Marks).

Two supervisors with minimum experience of 5 years each in similar

capacity (5 marks for each supervisor)

Minimum of 100 Janitors with the firm (10 marks)

- 10 Marks for 100 Janitors

- For Janitors less than 100 but not less than 50, following weightage

shall be used 10 x ( C / 100)

- C = Number of the Janitors

20

4.

Methodology / Management Plan

i. The Bidder shall provide the details about how to plan and manage the

services specific to the proposal (according to Annexure VII)

ii. List of Equipment in working position

iii. List of Accessories.

30

Total Marks 100

Page | 24

ANNEXURE – VI

FORM OF PERFORMANCE SECURITY

…………………………. 20

To:

The Medical Superintendent,

Punjab Institute of Cardiology

Ghaus ul Azam (Jail) Road, Lahore

PERFORMANCE SECURITY NO. ............................ (the Guarantee)

We, [●]3, being the Guarantee issuing bank (the Issuing Bank) understand that [●] a company

incorporated under the laws of [●] having its registered office located at [●] (the Service

Provider) has been selected as the successful bidder following a tendering process for the

Outsourcing of Janitorial Services for Punjab Institute of Cardiology, Lahore.

Further, we understand that pursuant to such tender process, the Service Provider is required to

provide Punjab Institute of Cardiology with a performance bond equal to PKR

__________________ (10% of annual quoted price of contract).

The above premised, We (the Issuing Bank) hereby undertake irrevocably and unconditionally to

pay to Punjab Institute of Cardiology, without any notice, reference or recourse to the Service

Provider or to any other entity or without any recourse or reference to the Contract, any sum or

sums (or any part thereof) equivalent in aggregate up to but not exceeding a maximum amount

of:

PKR__________________________

(The Guaranteed Amount)

at sight and immediately, however not later than within five (5) business days from the date of

receipt of the Punjab Institute of Cardiology first written demand (the Demand) at the Issuing

Bank’s offices located at [●], such Demand shall state that the Service Provider is entitled to

make a demand under the Guarantee and shall set out the total amounts demanded.

3Insert name of Issuing Bank;

Page | 25

The Demand shall only be honoured by us, if it is made by and bears the signature of the Medical

Superintendent of Punjab Institute of Cardiology, Lahore.

We, the Issuing Bank, shall unconditionally honour a Demand hereunder made in compliance

with this Guarantee at sight and immediately on the date of receipt of your Demand, as stated

earlier, and shall transfer the amount specified in the Demand to the bank account, as notified in

the Demand, in immediately available and freely transferable funds in the currency of this

Guarantee, free and clear of and without any set-off or deduction for or on account of any present

or future taxes, levies, imposts, duties, charges, fees, deductions or withholdings of any nature

whatsoever and by whomsoever imposed.

This Guarantee shall come into force and shall become automatically effective upon the signing

of the contract between Punjab Institute of Cardiology and Service Provider.

After having come into force, this Guarantee and our obligations hereunder will expire on [Insert

date and time] (the Guarantee Expiry Hard Date) (6-months after the expiry of the contract)

provided that, in the event that the Hospital issues a Demand to the Issuing Bank on or

immediately prior to the Guarantee Expiry Hard Date, the Issuing Bank shall honour that

Demand.

Upon expiry, this Guarantee shall be returned to the Service Provider without undue delay.

Multiple Demands may be made by Punjab Institute of Cardiology, Lahore under this Guarantee

but our aggregate liability will be restricted up to the Guaranteed Amount.

We hereby agree that any part of the Contract may be amended, renewed, extended, modified,

compromised, released or discharged by mutual agreement between Punjab Institute of

Cardiology, Lahore and the Service Provider without in any way impairing or affecting our

liabilities hereunder without notice to us and without the necessity for any additional

endorsement, consent or guarantee by us.

This Guarantee for its validity period shall not be affected in any manner by any change in our

constitution or of the Service Provider’s constitution or of their successors and assignees and this

Guarantee shall be legally valid, enforceable and binding on each of their successors and

permitted assignees.

All references to any contract or other instruments are by way of reference only and shall not

affect our obligations to make payment under the terms of this Guarantee.

Punjab Institute of Cardiology, Lahore may not assign / transfer or cause or permit to be assigned

or transferred any of its rights, title, interests and benefits of this Guarantee without our prior

written consent, which consent shall not be unreasonably withheld or delayed.

If one or more of the provisions of this Guarantee are held or found to be invalid, illegal, or

unenforceable for any reason whatsoever, in any respect, any such invalidity, illegality, or

unenforceability of any provision shall not affect the validity of the remaining provisions of this

Guarantee.

We hereby declare and confirm that under our constitution and applicable laws and regulations,

we have the necessary power and authority, and all necessary authorizations, approvals and

Page | 26

consents there under to enter into, execute, deliver and perform the obligations we have

undertaken under this Guarantee, which obligations are valid and legally binding on and

enforceable against us under the applicable laws and under the laws of the jurisdiction where this

Guarantee is issued. Further, that the signatory (ies) to this Guarantee is/are our duly authorized

officer(s) to execute this Guarantee.

**Signed by authorized signatory**

Page | 27

ANNEXURE-VII

DESCRIPTION OF APPROACH AND METHODOLOGY FOR PERFORMING THE

SERVICES

The bidder shall explain the approach and methodology for performing the services under the

following head

Deployment of the Janitors along with their (Job description (10% of Marks

Logistics deployment Management plan (20 % of Marks)

Available Equipment and Deployment Plan (20 % of Marks)

Proposed quantities and brands of Material to be used (10% of Marks)

Performance Monitoring of the Janitors (40 % of the Masks)

Page | 28

ANNEXURE-VIII

Sr.# Description Total Marks

Marks

Obtained

(to be filled by

procuring

agency)

1

Experience Record

30

Project 1 Description:

Financial Value:


Financial Value:


Financial Value:

2

Financial Capabilities

Average Annual Turnover

20

3.

Human Resource (Proposed Team)

Project Manager - Experience in years:

20

Page | 29

Supervisor 1 – Experience in years in Similar Capacity:

Supervisor 2 – Experience in years in Similar Capacity:

Number of Janitors with the Firm:

4.

Methodology / Management Plan

The Bidder shall provide the details about how to plan and

manage the services specific to the proposal (according to

Annexure VII)

20

Page | 30

ANNEXURE-IX

Sr. Hospital Department name Department area –

Square meters Department Timings

1. OPD 11440 Sq/Meter 08 Hours

2. Irfan Block including Musafar

Khana 7260 Sq /meter 24 Hours

3. Ali Surgical Block Unit I & II 13920 Sq/Meter 24 Hours

4. Cardiology Ward 3rd

Floor (Ward

& Private Rooms) 15660 Sq/Meter 24 Hours

5. Cardiac Surgery Floor (Ward &

Private Rooms) 15660 Sq/Meter 24 Hours

6. Emergency First Floor &

Waiting Area

6420 Sq/Meter 24 Hours

7. Blood Bank 1140 Sq/Meter 24 Hours

8. Screening Room (Emergency) 600 Sq/Meter 24 Hours

NOTE: HOSPITAL REQURED 117 JANITORS AND 5 SUPERVISORS

Page | 31

TENDER CHECKLIST

Note: Bidders must fill-up above mentioned checklist / table and attach copies of required

documents with proper annexure along with tender document.

S. #

DESCRIPTION

Tick

Yes / No

Documents

Attached at

Annexure

1 Copies of Purchase / Work Orders (if any)

2 Copy of the Proprietor’s CNIC

3 Copy of Valid Tax Clearance Certificate

4

Affidavit regarding non-involvement in any

arbitration/ litigation with any government

agency / department and not blacklisted as well.

5 List of satisfied customers along with their

contact numbers

6 Detailed specification / brochure by the

Manufacturer

7 Copy of Income Tax Registration certificate

8 Copy of Sales Tax Registrations certificate

Page | 32

BIDDERS INFORMATION

Date of Submission / opening:

Receipt of tenders : 00-00-2019 till 10:30 AM

Opening of tenders : 00-00-2019, at 11:30 AM

Venue :

Name of Firm/Company

Complete Postal Address

Phone

Contact Person / Designation

Cell Number

E-Mail

Fax Number

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