PRE-QUALIFICATION DOCUMENT Pre-Qualification of Firms for ...

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PRE-QUALIFICATION DOCUMENT

Pre-Qualification of Firms for Supply of Goods, Services, Repair &

Maintenance

Under Categories

(Data Center Equipment, Networking Equipment, IT Equipment, Electrical

Equipment, HVAC, Civil Work, Software’s/Trainings,)

2016 - 2017

Submission of Bids: 22nd November, 2016 at 2:00PM

Opening of Bids: 22nd November, 2016 at 2:30PM

Higher Education Commission, SectorH-9 Islamabad

Phone: (+ 92) (51) (90402224) (90402224) Fax: 051-

90402202, website: www.hec.gov.pk

Rs. (500/-)

http://www.hec.gov.pk/

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Table of Contents

Contents Definitions ...................................................................................................................................................... 3

1. INTRODUCTION .............................................................................................................................. 4

2. OBJECTIVE ...................................................................................................................................... 4

3. RESPONSE REQUIREMENTS ..................................................................................................... 4

4. EVALUATION CRITERIA ............................................................................................................... 5

5. GENERAL TERMS AND CONDITIONS ...................................................................................... 6

6. POST QUALIFICATION PROCUREMENT PROCEDURE....................................................... 7

6.1. “GROUP-A”:............................................................................................................................. 7

6.2. “GROUP-B”:............................................................................................................................. 7

7. MINIMUM TERMS & CONDITIONS FOR POST QUALIFICATION PROCUREMENT ....... 8

8. CLARIFICATIONS ......................................................................................................................... 10

ANNEXURE-A ........................................................................................................................................ 11

“COMPLIANCE CERTIFICATES/COMPLIANCE UNDERTAKING” ........................................... 11

ANNEXURE-B ........................................................................................................................................ 12

“FIRMS REFERENCES” .................................................................................................................. 12

ANNEXURE-C ........................................................................................................................................ 13

“EVALUATION CRITERIA” ................................................................................................................. 13

ANNEXURE-D ........................................................................................................................................ 18

“PRE-QUALIFICATION FORM” ......................................................................................................... 18

ANNEXURE-E ........................................................................................................................................ 33

“REQUEST FOR QUOTATION FORMAT & SUPPLIER RESPONSE” ...................................... 33

ANNEXURE-F ........................................................................................................................................ 38

“OPERATIONAL REGIONS” .............................................................................................................. 38

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Definitions

1. "Authorized Representative" means any representative appointed, from time to time, by the Purchaser or the Supplier.

2. “Group-A Firms” are those Pre-Qualified firms whom will participate in the competitive bidding process through RFP for any work related to Purchase OR Repair/Maintenance OR Services exceeding Rs. 0.2 Million and for non-emergency works.

3. “Group-B Firms” are those firms which whom will participate in the competitive bidding process through RFQ for any work related to Purchase OR Repair/Maintenance OR Services below Rs. 0.2 Million and for an emergency works up to the financial limit of Rs. 3 Million.

4. “Purchase” means purchase of any new Item/Software etc.

5. “Repair/Maintenance” means repair/maintenance, upgradation of any existing item or replacement/purchase of item in case of complete damage of existing item or non-repair item.

6. “Services" means work to be done by the supplier or other such obligations which the Supplier is required to provide to the Purchaser under the Purchase Order/Contract.

7. “RFP” means request for proposal.

8. “RFQ” means request for quotation.

9. "Purchaser" means Higher Education Commission.

10. “Supplier” means the Firm/ Contractor selected by the Purchaser to deliver the required Goods or Services under the Purchase Order/Contract.

11. “Purchase Order” means a document issued by the Purchaser to the Supplier for the delivery of Goods or Services or Repair/Maintenance as required by the Purchaser.

12. “Commencement Date of the Contract" means the date of signing of the Contract between the Purchaser and the Contractor.

13. “Contract" means the agreement entered into between the Purchaser and the Contractor, as recorded in the Contract Form signed by the parties, including all Schedules and Attachments thereto and all documents incorporated by reference therein.

14. “Contract Price" means the price payable to the Contractor under the Purchase Order/Contract for the full and proper performance of its contractual obligations.

15. “Day" means calendar day.

16. “Goods" means equipment, machinery, and/or other materials / supplies which the Contractor is required to supply to the Purchaser under the Purchase Order/Contract against each item.

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1. INTRODUCTION Higher Education Commission IT Division is managing multiple flagship projects / Initiates of

HEC which includes but not limited to Pakistan Education & Research Network (PERN),

National Video Conferencing Network (NVCN), Pakistan Internet exchange (PIXP), Prime

Minister Laptop Scheme (PMLNS) ,Smart Universities, Digital Exchange, Smart Campuses,

Long Haul DWDM, Business Process Automation System(BPAS), Data Centers, Cloud

Services, IT LABs etc. for which IT division time to time floats tenders for the procurement of

goods and services for the IT related equipment / services acquisitions through Request for

Proposals (RFPs). Moreover to ensure the smooth operations & Services to HEC /

Universities for matters where urgent interventions are required, IT division acquires goods /

services from the suppliers through floating Request for quotations (RFQs).

Higher Education Commission, Sector H-9 Islamabad intends to Pre-Qualify Firms for supply

of Goods, Services & Repair/Maintenance under PPRA rule 15 & 16 under the categories (1.

Data Center Equipment, 2. Networking Equipment, 3. IT Equipment, 4. Electric Equipment,

5. HVAC, 6.Civil Work, 7 Software’s/Trainings.). This exercise will enable all suppliers

interested in partnering with HEC for the supply of goods and services to get shortlisted as

qualified Criteria and will make them eligible to fairly compete for any business opportunities

that may be available at HEC for the supply of goods and services.

2. OBJECTIVE

Higher Education Commission, Sector H-9 Islamabad intends to Pre-Qualify Firms in order

to:

a. Search for new suppliers of various goods and services on the market.

b. Create a list of suppliers as per category who shall be used every time , IT

Division has a requirement as per scope of Pre-Qualification

c. Bench mark market rates, quality and competitiveness

d. Explore Innovative solutions and develop local suppliers

e. Increase the procurement efficiency by decreasing the time communed in

Firms post shortlisting and evaluation.

f. Ensure the transparency in the procurement.

3. RESPONSE REQUIREMENTS

Potential bidders must follow the following requirement for their responses.

3.1. For this Pre-Qualification PPRA’s Rule 15 and 16 will be adopted.

3.2. Financial bids will be called from those firms only whom are Pre-Qualified by the competent authority.

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3.3. All potential bidders must indicate their intention for selection, for single or multiple categories i.e. the potential bidder may participate in more than one category, as per the “Pre-Qualification Form” mentioned at “Annex-D”.

3.4. Bidders are required to submit a signed copy of Compliance Certificate (Annex- A) while affixing official stamp on it including name, title, fax number and e-mail address of the their authorized representative.

3.5. Bidders are required to fill and sign their project details while affixing official stamp on each as per the format mentioned at “Annex-B”- “Firms Refrence ” as provided in this RFP and must submit it along with Proposal.

3.6. Certificate of Company/Firm/Contractor Registration/Incorporation under the laws of Pakistan.

3.7. Valid Registration Certificate for Income Tax & Sales Tax.

3.8. Bidders applying for “Group-A Firm” has to submit the bank Guarantee or Bank draft as earnest money of amount Rs. 100,000 at the time of submission of pre-qualification bid which will be release after compeleiton of 1st Year.

3.9. Bidders applying for “Group-B Firm” has to submit the bank Guarantee or Bank draft as earnest money of amount Rs. 50,000/- at the time of submission of pre-qualification bid which will be release after compeleiton of 1st Year.

3.10. Bidders appling for both the Groups has to submit the bank Guarantee or Bank draft as earnest money of amount Rs. 100,000 at the time of submission of pre-qualification bid which will be release after compeleiton of 1st Year

3.11. Incomplete and conditional responses will not be entertained.

3.12. The Commission reserves the right to accept/reject wholly or partially any response or cancel the pre-qualification process altogether at any stage of the pre-qualification process without assigning any reason.

3.13. Responses are liable to be rejected if; they are not conforming to the terms, conditions and specifications stipulated in this pre-qualification document.

3.14. Responses submitted via email or fax will not be entertained

3.15. The term for Prequalification would be three (03) Years.

4. EVALUATION CRITERIA

4.1. The responses will be evaluated as per Evaluation Criteria mentioned at “Annex-C” and proposals compliance with Mandatory requirements against each category and its subcategory will only be shortlisted for further evaluation.

4.2. For qualifying, bidders shall fulfill all the requirements as laid out in Part A “Mandatory Requirements” of Evaluation Criteria. If any of the mandatory requirements is not met by the bidder, the bid will be cancelled straightaway and no further consideration will be given. Moreover, bidders will have to secure 70% (overall) score in the Evaluation Criteria for qualification in either group A or B.

4.3. Firms will be evalauted agianst Two groups i.e.

a) “Group -A Firms” are those Pre-Qualified firms whom will participate in the competitive bidding process through RFP for any work related to Purchase

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OR Repair/Maintenance OR Services exceeding Rs. 0.2 Million and for non-emergency works.

b) “Group -B Firms” are those Pre-Qualified firms whom will participate in the competitive bidding process through RFQ for any work related to Purchase OR Repair/Maintenance OR Services below 0.2 Million AND for an emergency works up to the financial limit of Rs. 3 Million. Whereas, the emergency work exceeding Rs. 0.2 Million shall be verified by the technical concerned officer and shall be initiated with the approval of Divisional Head.

4.4. The potential bidders shall be evaluated only for those Category and its Group for which they have explicitly shown their intent to participate. This evaluation shall be separate and independent for each Category.

4.5. HEC may seek clarification from any of the participating bidders, at any stage during the pre-qualification process, as deem necessary.

5. GENERAL TERMS AND CONDITIONS

Following general terms & conditions apply on all potential bidders

5.1. The potential bidder should be registered with sales Tax and Income Tax Department.

5.2. An affidavit on legal stamp paper worth Rs. 100 to the effect that the firm has not been blacklisted by any Government/semi Government organization, and there is no litigation against the firm and agree to the Minnimum Clauses for Post-qualification Procumrnet as per Clauses- 6 & 7 and its sub caluses of this RFP.

5.3. Any procurement carried out through this pre-qualification will be liable for Minimum Terms & Conditions of Post -qualification Procurement mentioned at Caluses -6 & 7 of this RFP.

5.4. Firms/Contractors should note that during the period from the receipt of the proposal and till further notice from the authority, all queries should be communicated via Contact person and in writing only.

5.5. The Purchaser will not be responsible for any costs or expenses incurred by Firms/Contractors in connection with the preparation or delivery of proposals.

5.6. Liquidated Damages

a) Selected prequalified Supplier/ Contractors are liable to participate / response to the queries floated time to time by HEC for RFPs and RFQs, In case of non-responsiveness or continous non-performnace / service degaradation by the Contractor, Contractor’s submitted Earnest Money will be forfeited, and Firm will be black Listed for any future procurement.

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6. POST QUALIFICATION PROCUREMENT PROCEDURE

6.1. “GROUP-A”:

a) The Request for Proposal (RFP) for purchase/repair and

maintenance/services exceeding Rs. 0.2 million will be circulated among all

the pre-qualified Firms.

b) RFP will be floated based on the PPRA rules and its sub clauses as per the

nature and complexity of the project / department / services required.

c) All the pre-qualified firms will be responsible to respond to the purchaser

either through Courier Service/Email/Fax.

d) The pre-qualified firms are liable to respond to all the queries of HEC within

the stipulated time mentioned in the RFP.

e) The proposals/bids will be evaluated based on the Technical and Financial

Evaluation Criteria as led out in RFP.

f) The contract will be awarded to highest technically qualified and lowest

quoted bidder.

g) After the approval of any Work Award, a Contract Agreement (or an

Addendum of existing valid Contract Agreement of same project) on the

stamp paper shall be executed by HEC with selected prequalified bidder (i.e.

Contractor) within 15 days from the date of issuance of LoI (Letter of Intent)

/Work Order.

h) Payment will be made as per terms and conditions mentioned in RFP.

Invoices will be cleared as soon as possible not exceeding 30 days upon

receiving the invoice and complete supporting documents.

6.2. “GROUP-B”:

a) Request for Quotations (RFQs) as per the format mentioned at “Annex-E”

shall be called on emails to all prequalified firms for the specific

repair/maintenance/purchase job in consideration.

b) The response time, resolution time, repair time and replacement time shall

be communicated within the email for which the RFQ has been requested.

c) The quotations submitted in conformance response time, resolution time,

repair time and replacement time shared in email received within stipulated

time will be accepted for further consideration.

d) The work/purchase order shall be placed to the firm on least cost basis

method.

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e) The Selected Firm/Contractor shall be responsible to complete the job within

given time from the date of issuance of work order.

f) The Selected Firm/Contractor shall provide all necessary supporting

documents along with GST invoice, delivery challan and other relevant

documents as required by the Purchaser.

g) The Application for invoice shall be accompanied by such invoices, receipts

or other documentary evidence as the Purchaser may require; state the

amount claimed; and set forth in detail, the Goods/ repair and maintenance

works or Services up to the date of the application for Payment.

h) Payment will be made on full delivery of Goods or Services or completion of

Repair/Maintenance Works, after taking over/satisfactory report on job card

and completing all formalities and provision of complete necessary

supporting documents by the Supplier.

7. MINIMUM TERMS & CONDITIONS FOR POST QUALIFICATION PROCUREMENT

Following Conditions of the Purchase/Services/Repair & Maintenance will be applied to the post-qualifications procurements:

7.1. Incomplete and conditional responses will not be accepted.

7.2. The selected pre-qualified bidder will be responsible to deliver equipment at the sites at its own risk and cost.

7.3. The supplier will confirm the Acceptance / Acknowledgment of its receipt on Purchase Orders/ Work Order after the receipt of the Purchase Orders/ Work Order from the Purchaser.

7.4. All goods must be accompanied by Delivery Challan on which the Order No., quantity and supplier's name is clearly shown.

7.5. The period of deliveries/Repair & Maintenance will commence from the date of the receipt of the Purchase Order by the supplier or as specified on the Purchase Order/Work Order.

7.6. Unless otherwise 'agreed', delivery of the material against Purchase Order shall be made at designated HEC offices/Regional Offices, Universities /HEis & PERN POP sites as per the RFP/ RFQ.

7.7. The Purchaser reserves the right to inspect any goods when received and Repair & Maintenance work at designated HEC offices by Authorized Officials as per Purchase /Work order issued to the Firm.

7.8. A satisfactory report regarding goods delivered/ Repair & Maintenance work shall be furnished by the Purchaser's Authorized Officer.

7.9. Goods supplied must correspond in all respects, with the Purchase Order and must conform in every respect to sample specification. In the absence of sample, goods supplied must be the best and of first class workmanship, failure to comply with this Clause will render the goods liable to be rejected.

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7.10. All items must be new, original and meet in all respects with the description details and conditions of the Purchase Order, and must be in good condition on receipt, otherwise they will be liable to rejection.

7.11. The supplier will deliver the goods ordered to the authorized representative of the Purchaser who will sign on each delivery note, otherwise the Purchaser will not be held responsible for the goods delivered contrary, to this instruction.

7.12. In case of rejection of goods or items, it will be at supplier’s risk and expense. Any item received damaged will not be accepted and will be removed by the supplier for replacement at their expense.

7.13. Liquidated Damages

a) In case of delay the Executive Director, HEC reserves the right to impose

a penalty not exceeding 10% of the total amount of the Work/Purchase

Order contract at the rate of 1% for each week of delay

b) If the Firm/Vendor fails to complete work as per HEC requirement, the

Executive Director, HEC reserves the right to reject it altogether or impose

a penalty not exceeding 50% of the total amount of the contract.

7.14. Force Majeure

a) “Force Majeure” means an event which is beyond the reasonable control of a party and which makes a party’s performance of its obligations under the Purchase Order/Work Order/Contract impossible or so impractical as to be considered impossible under the circumstances, and includes, but is not limited to, War, Riots, Storm, Flood or other industrial actions (except where such strikes, lockouts or other industrial issues are within the power of the party invoking Force Majeure), confiscation or any other action by Government agencies. In all disputes between the parties as to matters arising pursuant to this Purchase Order/Work Order/Contract, the dispute be referred for resolution by arbitration under the Pakistan Arbitration Act, 1940, as amended, by one or more arbitrators selected in accordance with said Law. The place for arbitration shall be decided by the purchaser.

b) Force Majeure shall not include (i) any event which is caused by the negligence or intentional action of a Party or Agents or Employees, nor (ii) any event which a diligent Party could reasonably have been expected to both (A) take into account at the time of the conclusion of this Purchase Order/Work Order/Contract and (B) avoid or overcome in the carrying out of its obligations here under.

c) Force Majeure shall not include insufficiency of funds or failure to make any payment required hereunder.

7.15. Blacklisting

a) If the Supplier fails / delays in performance of any of the obligations, under

the Purchase Order/Work Order/Contract and violates any of the provisions,

breach of any of the terms and conditions of the Purchase Order/Contract,

the Purchaser may, at any time, without prejudice to any other right of action

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/ remedy it may have, blacklist the Supplier, either indefinitely or for a stated

period.

b) If The Supplier is found to have engaged in corrupt or fraudulent practices in

competing for the award of the Purchase/Work Order/Contract, The

Purchaser may, at any time, without prejudice to any other right of action /

remedy it may have, blacklist The Supplier, either indefinitely or for a stated

period.

7.16. Dispute Resolution

a) The Purchaser and The Supplier shall make every effort to amicably resolve,

by direct informal negotiation, any disagreement or dispute arising between

them under or in connection with the Contract.

b) If, after thirty (30) working days, from the commencement of such informal

negotiations, The Purchaser and The Supplier have been unable to

amicably resolve a Contract dispute, either party may, require that the

dispute be referred for resolution by arbitration under the Pakistan

Arbitration Act, 1940, as amended, by one or more arbitrators selected in

accordance with said Law. The place for arbitration shall be decided by the

purchaser. The award shall be final and binding on the parties.

8. CLARIFICATIONS

The Contact details for all correspondence in relation to this Pre-Qualification is as follows:

Mr. Saria Saleem Malik Mr. Ali Khan

Network Manager Support Engineer (Power)

Phone: 051-9040224, 0300-5304730 Phone: 051-90407371,

Email: [email protected] Email: [email protected]

mailto:[email protected]

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ANNEXURE-A

“COMPLIANCE CERTIFICATES/COMPLIANCE UNDERTAKING”

I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/Conditions

of this Prequalification Document and hereby undertake and firmly bound myself to abide

by/comply all sections of this Document except for those items noted below.

1

2

3

4

5

6

7

8

9

10

The information given in Bid is true to the best of my/ our knowledge; I/ we

undertake to inform purchaser Higher Education Commission, Sector H-9

Islamabad of any changes that may take place later in the status of firms in

business / agency or the management.

Signature __________________

Name __________________

Designation __________________

Company __________________

Date __________________

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ANNEXURE-B

“FIRMS REFERENCES”

Relevant Services carried out that Best Illustrate Qualifications

Using the format below, provide information on each reference assignment for which your

firm/entity and attach PO, either individually as a corporate entity or as one of the major

companies within an association, was legally contracted.

Assignment Name:

Country:

Location within Country:

Key Professional Staff Provided by

Your Firm/ entity(profiles):

Contract Signing Parties Name: Party A:( ) & Party B : ( )

Name of Client: and the reference Contract

NO. of Staff:

Address:

NO. of Staff-Months; duration of

assignment:

Start Date (Month/Year):

Completion Date (Month/Year): Approx. Value of Contract:

Name of Senior Staff (Project Director/Coordinator, Team Leader) involved and functions

performed:

Narrative Description of Project:

Description of Actual Services Provided by Your Staff:

Firm’s Name:

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ANNEXURE-C

“EVALUATION CRITERIA”

Part-A: Mandatory Requirements Sr.N

o Group-A Firm Group-B Firm

1 Firms with Income Tax Certificate / GST Certificate (Documentary Proof Required)

Firms with Income Tax Certificate / GST Certificate (Documentary Proof Required)

2 PEC registration (For CATII & CAT-IV) (Documentary Proof Required)

3 Location of Offices (Islamabad / Rawalpindi), Lahore and Karachi (Documentary Proof Required)

Location of Offices Islamabad/Lahore/Karachi/Quetta/Hyderabad / Peshawar (Documentary Proof Required)

4

The Bidder Must be Certified Partner for the proposed category (with the certified competencies) and corresponding Certificate in Pakistan (Documentary Proof Required)

The Bidder Must be Authorized Dealer / Reseller / Partner for the proposed category (with the certified competencies) and corresponding Certificate in Pakistan (Documentary Proof Required)

5 Company must be in operations from last Five Years (Documentary Proof Required)

Company must be in operations from last Seven Years (Documentary Proof Required)

6 Minimum 50 million Financial Turnover annually in relevant category (Documentary Proof Required)

Minimum 3 million Financial Turnover annually for the last two year in similar Projects (Documentary Proof Required)

7 At least Five years of relevant experience Documentary Proof Required)

At least Seven years of relevant experience (Documentary Proof Required)

8

Must have completed 10 Similar Projects in terms of Supply, Installation, Integration and Commissioning, repair/maintenance and Services as per selected categories (Documentary Proof Required)

Must have completed 8 Similar Projects in terms of Supply, Installation, Integration and Commissioning, repair/maintenance and Services as per selected categories (Documentary Proof Required)

9

Must have completed 5 Similar Projects in terms of Supply, Installation, Integration and Commissioning, repair/maintenance and Services as per selected categories in government sector (Documentary Proof Required) ( references per ANNEXURE-B “FIRMS REFERENCES” required)

Must have completed 4 Similar Projects in terms of Supply, Installation, Integration and Commissioning, repair/maintenance and Services as per selected categories in government sector from last five years ( Firms references endorsed by Clients as per ANNEXURE-B “FIRMS REFERENCES” required)

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10 Affidavit that the firm has not been blacklisted by private, Govt., Semi Govt. or Autonomous Body

Affidavit that the firm has not been blacklisted by private, Govt., Semi Govt. or Autonomous Body

Sr.No

Attributes Max. Score

Weightage Criteria

Reference Page#

(Documentary Proof)

Part-B: General Evaluation- Corporate Profile

11 Location of Offices 10 10

No. of offices of Bid in consideration/ Maximum No. amongst all the Bids * 10

Location of branches on bidder letter head

12

Technical Staff (relevant category Engineers + Technicians + Product/Software Certified Resources)

10 10

No. of Certified Technical Resource as per selected category of Bid in consideration/ Maximum No. amongst all the Bids * 10

Number of Certified resources on bidder letter head

13

Lo cation of bidder Warehouses/ supplies depot in Pakistan

10 10

No. Warehouses or Depot of Bid in consideration/ Maximum no. of Warehouses or Depots amongst all the Bids *10

Bidder letter head with address of Warehouses

14

Financial Strength

10 10

Turnover of Bid in consideration/Maximum Turnover amongst all the Bids * 10

Audit Report / Financial Report

15 Company in operation (Years) 10 10

No. of Years of Bid in consideration/ Maximum No. amongst all the Bids *10

NTN Registration Certificate & SECP Registration,

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Sub-Total 50

Weight of Part B is 20% and the Score will be calculated by the following formula: Firm's Score = Marks Obtained by Firm in Part B / Total Max. Marks of Part B *20

20

Part-C: Relevant Experience

16

Similar Projects Completed in last Three calendar years (Supply of goods/ Repair & Maintenance/ Services relevant to selected category) 10 10

No. of Projects of Bid in consideration/ Maximum No. amongst all the Bids * 10

Purchase/Work Order/LOI Copies

17

Similar Projects Completed in Higher Education Sector (Supply of goods/ Repair & Maintenance/ Services relevant to selected category) 10 10



18

Similar Projects Completed in Banks/Telecom Sector (Supply of goods/ Repair & Maintenance/ Services relevant to selected category) 10 10



19

Firm has completed similar activities at different cities in a single project in Pakistan (Supply of goods/ Repair & Maintenance/ Services relevant to selected category) 10 10



20 SLA in Hand in Pakistan (Supply of goods/ Repair & Maintenance/ Services relevant to selected category) 10 10

No. of SLA's of Bid in consideration/ Maximum No. amongst all the Bids * 10


Sub-Total 50

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Weight of Part C is 20% and the Score will be calculated by the following formula: Firm's Score = Marks Obtained by Firm in Part C / Total Max. Marks of Part C *20

20

Part-D: Staff Strength

21 Management Team 10 10

No. of Resources of Bid in consideration/ Maximum No. amongst all the Bids * 10

List of Management resources on bidder letter head

22 Technical Team 10 10


List of Technical resources on bidder letter head

23 HR Team 10 10


List of HR resources on bidder letter head

Sub-Total 30

Weight of Part D is 20% and the Score will be calculated by the following formula: Firm's Score = Marks Obtained by Firm in Part D / Total Max. Marks of Part D *20

20

Part-E: Service Operations

24 Firm has Customer Compliant Management System with adequate Controls. 10 10

Min. Time among all bids/ Time of bid in consideration * 10

Documentary Proof against selected category on

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bidders letter head

25 Service Operations time ( Bidders offering services over the weeks) (In hours ) 10 10

No. of Hours of Bid in consideration/ Maximum No. Hours amongst all the Bids * 10

Documentary Proof against selected category on bidders letter head

Sub-Total 20

Weight of Part E is 20% and the Score will be calculated by the following formula: Firm's Score = Marks Obtained by Firm in Part E / Total Max. Marks of Part E *20

20

Part-F: Proposal

26

Distinguished Features, Relevant category product installed capacity, number of years of association with product principle, Technical resources and product availability at number of cities, KPI's success etc. 10 10

To be assigned by Technical Committee

27

Firms having implementation of Quality Control Mechanism and standards (Six sigma, ISO 9000, ISO 27001, ISO 22301 etc.) 10 10

To be assigned by Technical Committee

Sub-Total 20

Weight of Part F is 20% and the Score will be calculated by the following formula: Firm's Score = Marks Obtained by Firm in Part F / Total Max. Marks of Part F *20

20

Firm's Total Score = Sum of Scores from Part-B to Part-F)

100

Note: Bidders will have to secure 70% (overall) score in the Evaluation Criteria for qualification in either group A or B.

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ANNEXURE-D

“PRE-QUALIFICATION FORM”

a) Particulars

Company Name

Abbreviated Name

Operational Region /City South □ North □ Central □ [As per List at Annexure F ( Operational Regions)]

Firm applying for Group(s) as per RFP Clause

Group- A □

Group- B □

Applying for Category

DATA CENTER EQUIPMENT

NETWORKING EQUIPMENT

IT EQUIPMENT

ELECTRICAL EQUIPMENT

HVAC CIVIL

WORKS SOFTWARES/T

RAININGS

□ □ □ □ □ □ □ National Tax No. Sales Tax Registration No.

No. of Employees Company’s Date of Formation

*Please attach copies of NTN and GST Registration

Title of Firm

Type of Business

Private Limited □ Sole Proprietor □ Joint Venture □ Partnership □ Manufacturer □

Authorized

Partner □

Authorized

Distributor □ Reseller □ Others □

If others (Please Specify)

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Registered Office Address State/Province

City/Town Postal Code

Phone Fax

Email Address Website Address

Branch Office/s Address (attach separate sheet for all branches detail) State/Province


Phone Fax


Factory / Workshop Address (If any) State/Province


Phone Fax


b) Financial Strength of the Firm

Company Net Worth (PKR) Company Turn Over (PKR) for the last three year

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c) Categories Detail

CATEGORY-I “DATA CENTER EQUIPMENT”

Sr.No ITEM DESCRIPTION

Please Tick

()

Category /

Items to be

participate

Brand

(Firms

Dealing in )

1.

Server, Power Series Server or Equivalent

Specification/Model No. of Storage will

be share later on, Specification shall be

share as per current technology

available in the market or requirement

of purchaser etc.

2.

Server

Accessories

HDDs, RAMs, NICs Power Supplies

Mother Boards

Specification/Model No. of Servers will

be share later etc.

3.

Storage

Accessories

HDDs, Tape Drives, Power Supplies,

etc. Specification/Model No. of Storage

will be share later etc.

4. Rack 6U,8U, 12U, 27U , 36U, 42U.etc

5. Patch Panel 12Port, 24Port, 48Portetc.

6.

Patch Cord Patch Cords: CAT 6 UTP 3 Meters, Patch

Cords: CAT 6 UTP 5 Meters, CAT 6 UTP

10 Meters etc.

7. PDU Power Distribution Unit for 42U Rack

8.

KVM Specification shall be share as per

current technology available in the

market or requirement of purchaser etc.

9.

Rail Kit Server/Network Switches Rail kit

compatible with 42Ucabnit.etc

10.

Fire

Suppression

and

All types of Automatic & Manual Fire Suppression/Detection System

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Detection

System

(Detailed scope of work and

Specifications will be shared as per

requirement of purchaser)

11.

Fire

Extinguisher

s

All Types (manual automatic) and capacity included. (Detailed scope of work and


current Technology available in the

market or requirement of purchaser)

12.

Fire Alarm

Control

Panel

All Types and capacity included. (Detailed scope of work and




13.

Smoke

Detectors

All Types included. (Detailed scope of work and




14.

Heat

Detectors





15.

Humidity,

Water, Light

sensors





16.

Piping/Ducti

ng/Sprinkles

etc.





17.

Surveillance

Cameras



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18.

Civil &

Installation/r

epair Work

All type of Civil, Installation/repair Work (Detailed scope of work and




CATEGORY-II “NETWORKING EQUIPMENT”

19. Network

Switches

12-Port ,24 Port, 48 Port Gigabit

Network Switches, Specification shall

be share as per current technology

available in the market or requirement

of purchaser

20.

Back boxes

& Face

plates

double insert

I/O, UTP CAT-6 Cable as per requirement, Duct as per requirement,

21.

Security ,

High

Availability ,

Publishing

Appliances

Firewall , Load Balancers , Traffic Accelerators , Net flow Analyzers , Data leakage Preventions , Web Publishing appliances etc.

22.

Installation

/Commission

ing

Network Installation, Configuration, UTP cable laying, termination and node testing.

23. Connectors RJ-45

24.

Labelling

Tool &

Accessories

Labelling Tool Full kit with Ribbon, Battery

25. LAN Tester UTP LAN Tester

26. Digital Fibre

/LAN Tester

UTP/Fibre Tester

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27.

Video

conferencing

Video conferencing Terminals /codecs MCU’s Recoding Servers Gatekeeper Streaming Engine Streaming cards Video mixer and switcher software LED’s Audio Mixers Amplifiers Speakers Video conferencing room setup (wood paneling, carpet, ceiling, power cabling, paint, curtains and wallpapers) Multimedia Video Camera controller with LCD PTz Camera Training Mics (Ceiling, table, collar) Audio and video cables Racks Audio and Video connectors and converters

CATEGORY-III “IT EQUIPMENT”

28. Desktop

Computers

Specification shall be share as per current Technology available in the market or requirement of purchaser

29. Laptop Note

Book


30. 2 in 1

Laptops


31. Desktop

Laser Jet

Printer


32. Colour Laser

Jet Printer


33. RFID Card

Printer &

Accessories


34. Printer

Accessories

Drum, Toners, Maintenance Kit

35. Multimedia

Projector

2200Lums, 3000Lums, Mini Multimedia Projectors

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36. Scanners Specification shall be share as per current Technology available in the market or requirement of purchaser.

37. Smart LED

TV


38. Multimedia

Presenter

Standard

39. Keyboard Wired/Wireless

40. Mouse Wired/Wireless

41. PDA

(Personal

Data

Assistance)


42. Power

Cables

Printer, LCD, Laptop Charger, PDU Loop Back Cables,

43. USB Data

Cable

Printer, Scanner,

44. HDMI & VGA

Cables

10Ft, 20ft, 40ft, 100ft

45. USB storage

Device

8GB, 16GB, 32GB, 64GB , 1TB

46. External

Drives

500GB, 750GB, 1TB

47. Laptop/Desk

top HDDs

500GB, 750Gb, 1TB

48. Laptops

Batteries &

Charges

Model will be share later on

49. Desktop

Accessories

Motherboard, HDDs, RAMs, Power Supply,

50. Rechargeabl

e battery

Cells +

Charger

All types

51. Sound

System

All in One Sound System, USB Input, Mic Input,

52. Laptop Bags Different Size of Bags

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53. External

Drive

DVD, Floppy Drive,

54. MFP Multi-Functional Printer,

55. Photocopiers

/Fax

Machines

Photocopiers/ Fax Machines.

56. Software’s Adobe Photoshop, Adobe Reader, Adobe writer, SPSS, CORAL Draw, Inpage Urdu, Antiviruses, AutoDesk, Winzip, WINRAR, AutoCAD, Adobe Designe, Adobe Creative Cloud. Solarwinds , Qradar , Metlab , Adventnet AD Manager Plus etc. , Academic Software , etc.

57. Telephone

Exchange

Equipment

(Telephone Set Analog, Digital), Telephone Cable, Connectors RJ11, Exchange Fuse, IP Phone,

CATEGORY-IV “ELECTRICAL EQUIPMENT”

Sr.No ITEM DESCRIPTION Please Tick

()

Category /

Items to be

participate

Brand

(Firms

Dealing in )

58. UPS 6.5 KVA, 1KVA, 3KVA, 6KV, 10KVA, 20 KVA, 30 KVA. Modular UPS’s 40, 50, 60, 80 and 100 KVA and upgradable All types and capacity/brand are included. (detailed Specifications will be shared as per current Technology available in the market or requirement of purchaser)

59. Batteries All types and capacity included. (detailed Specifications will be shared as per current Technology available in the market or requirement of purchaser)

60. UPS Parts All parts included. (detailed Specifications will be shared as per current Technology available in the market or requirement of purchaser)

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61.

Stabilizer 30, 50, 80, 100, 150, 200, 250, 300,

350, 400 KVA

All types and capacity/brand are included. (detailed Specifications will be shared as

per current Technology available in the


62.

Generator 10 KVA, 15 KVA, 20 KVA, 50 KVA, 100

KVA, 150 KVA, 200 KVA, 250 KVA, 300

KVA, 350 KVA, 400 KVA, 500 KVA, 600

KVA

All types and capacity/brand are included. (detailed Specifications will be shared as



63.

Generator

Sequencing/Parall

eling Panel

Different Capacity.

Detailed Specifications will be shared as


market or requirement of purchaser

64.

Generator Parts All parts included

(Detailed Specifications will be shared

as per current Technology available in

the market or requirement of purchaser)

65.

Generator Engine

Oil & Coolant

All types included

(Detailed Specifications will be shared

as per current Technology available in

the market or requirement of purchaser)

66.

Generator Canopy Different Capacity.




67.

Earth Pit System Bore Type & Plate Type for Generator,

System, building etc.

All types and capacity are included. Detailed Specifications will be shared as

per requirement of purchaser

68. Power Cable All types and capacity/brand are

included.

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69.

Control Cable All types and capacity/brand are included. Detailed Specifications will be shared as



70.

Earth Cable All types and capacity/brand are included. Detailed Specifications will be shared as



71.

Electric

Equipment Rack

All types and capacity/brand are included. Local/Branded. For UPS’s and Batteries,

Generators, Stabilizers or any other

equipment.


per requirement of purchaser

72.

Automatic

Transfer Switch

(ATS) Panel

Relays, Timers, Bus Bars, Neutral Bars,

MCB Circuit Breakers, Indication Lights,

Ammeter, Voltmeter, External Manual

Supply selection switch, Control Circuit,

Distribution Box, MCCB Breakers,

Magnetic Contactors etc. ATS panel for

any type of generator capacity.

Specification/Model No. of equipment

will be shared later on.

73.

Static Transfer

Switch (STS)

Panel




Supply selection switch, Distribution

Box, MCCB Breakers, Magnetic

Contactors etc. STS panel for any type

of input and output supply capacity.



74.

Electric

Distribution Box

(HT/LT DB/Panel)




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Supply selection switch, Distribution

Box, MCCB Breakers, Magnetic

Contactors, Current Transformer,

Potential Transformer etc. DB/panel for

any type of input and output supply

capacity.



75.

Breakers All types and capacity/brand are included. 10 Amp, 15 Amp, 20 Amp, 40 Amp, 60

Amp, 80 Amp, 100 Amp, 120 Amp, 150

Amp, 180 Amp, 200 Amp, 230 Amp, 250

Amp, 300 Amp, 350 Amp, 400 Amp, 450

Amp, 500 Amp, 550 Amp, 600 Amp

76.

Magnetic

Contactors

All types and capacity/brand are included. 10 Amp, 15 Amp, 20 Amp, 40 Amp, 60

Amp, 80 Amp, 100 Amp, 120 Amp, 150

Amp, 180 Amp, 200 Amp, 230 Amp, 250

Amp, 300 Amp, 350 Amp, 400 Amp, 450

Amp, 500 Amp, 550 Amp, 600 Amp

77.

Relay All types and capacity/brand are included. Specification will be shared as per



78.

Timer All types and capacity/brand are included. Specification will be shared as per



79.

Bus Bars All types and capacity are included. Neutral, Phase, Earth bus bars.

Specification will be shared as per



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80.

PVC/UPVC/GI

Pipes etc.

All Sizes and types included




81.

Lights Flood Light, Emergency Light, Tube

Light, Energy Saver, Ceiling/Wall lights

etc. All types included.




82.

Fan Pedestal Fan, Ceiling Fan, Wall mounted

Fan, Exhaust Fan etc. All types included.




83.

Cable Ducts All types included.




84.

Cable Tray All types included.




85.

PDU Rack PDU without Monitoring

Functionality, Rack PDU with Monitoring

Functionality. All types included.




86. Industrial Sockets All types and capacity included.

87. Electricity Meter All types and capacity included.

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88.

Electric Meters All types included.

Digital Clamp Meter, Earth Resistance

Meter, Temperature Meters, Battery

Capacity Monitoring Meters, Heat Meters

etc.




89.

Automatic Phase

Sequencing/Corre

ction Panel

Different capacity.




90.

Sensors Smoke Sensors, Thermal and Heat

Sensor, Light Sensors, Movement

Sensor, Sensor, Water Sensor, Electric

Current and Potential Sensors, Vibration

Sensors etc. All types Included

91.

Repeller Electronic Reptile, Insect Repeller

(All types and brands included. Exact




92. Other Accessories Thimbles, Cable Sleeves, Connectors,

Voltmeters, Ammeters, etc.

93. Civil and

Installation Work

All type of related Civil and Installation

work

CATEGORY-V “HVAC”


Please Tick

()

Category /

Items to be

participate

Brand

(Firms

Dealing in )

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94. Comfort Cooling

Units

All Types and capacity included. Standard and DC Inverter types. 1 Ton to capacity as per requirements Floor Standing and Wall mounted etc. (detailed Specifications will be shared as per current Technology available in the market or requirement of purchaser)

95. Precision Cooling

Units

All Types and capacity included. 4 Ton, 8 Ton, 15 Ton (detailed Specifications will be shared as per current Technology available in the market or requirement of purchaser)

96. VRF Cooling Units All Types (standard DC Inverter) and capacity included. Detailed Specifications will be shared as per current Technology available in the market or requirement of purchaser.

97. Comfort/Precision

Cooling/VRF etc.

Parts

Piping, ducting, wiring, capacitors, motors, indoor/outdoor units, remotes etc. All parts included (detailed Specifications will be shared as per requirement of purchaser)

98. Refrigerant All types included. (detailed Specifications will be shared as per requirement of purchaser)

99. Sensors All related Types i.e. Heat, Temperature, Smoke, Humidity Sensors etc.

100. Other Accessories Drain Pipes, Ducting, Thimbles, Cable Sleeves, Connectors, Voltmeters, Ammeters, etc.

101. Civil & Installation

Work

All type of Civil and related installation work for installation and commissioning of units.

CATEGORY-VI “CIVIL Work”


Please Tick

()

Category /

Items to be

participate

Brand

(Firms

Dealing in )

102. Civil Work All types of civil work included. Construction, demolition, glass windows, glass partitioning, Digging, Dismantling, Excavation, Concrete PAD Fabrication, false ceiling, raise flooring, trench and

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main hole fabrication, renovation work, paint, window shades, fiber shades, leakage seepage rectification, paneling, wallpapers, wall tiles, tiles installation, dampa false ceiling, flooring, pipes laying, cable laying etc. (All types of Civil Work included. Detailed scope of work and Specifications will be shared as per requirement of purchaser)

103. Furniture All Types included. (Detailed scope of work and Specifications will be shared as per current Technology available in the market or requirement of purchaser)

CATEGORY-VII “SOFTWARES/TRAININGS”

Sr.No

104. Technical

Standards and

Best Practices

PMP, Prince2, ISO 9000,ISO 27001, ISO 22301, CISA, CISSP , ITIL etc.

105.

Routing &

Switching

CCNA, CCNP,CCIE, HCNA, HCNP, HCIE, JNCIA, JNCIP, etc

106. DATA Center

Design /Build

CCNA , CCNP , CCIE, CDCP , CDCS etc.

107. Governance

/Operation

Certified Datacenter Facilities Operation Manager (CDFOM), Certified DataCenter Risk Professional (CDRP), Certified DataCenter Safety Manager (CDSM), Certified DataCenter Migration Specialist (CDMS) etc.

108. Security CCNA, CCNP, CCIE, HCNP etc.

109. Wireless CCNA Wireless, CCNP Wireless, CCIE Wireless, Aruba HP Wireless. etc.

110. Firewall CISCO, Huawei, Juniper, Palo Alto

111. Load Balancer Barracuda, Cisco Citrix, etc.

112. Video

Conferencing

Audio/Video Conferencing etc.

113. Virtualization VMware, Hper-V etc.

114. IT Certified CITP, CITS, etc.

115. Software/

Application

Coral Draw, AutoDesk, AutoCAD, Adobe Photoshop, Adobe Illuster ,

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Adobe Design Adobe In Design, Adobe Premier Pro, Oracle Financial , Oracle Hyperion , IBM Lombardi , Share Point etc.

ANNEXURE-E

“REQUEST FOR QUOTATION FORMAT & SUPPLIER RESPONSE”

A) Purchaser Request

Goods and/or Services and/or Repair/Maintenance requirement

Customer Name Higher Education Commission

RFQ Number

Date of RFQ

Description of Goods

and/or Services required

Subject of this RFQ

Specifications and/or

scope of works

Sr. No

Item/Description of Required Work

Qty Unite Rate (Inclusive all taxes)

Total Rate (Inclusive all taxes)

Exact address/es for

Goods and/or Services

Delivery or

Repair/Maintenance

Works

Delivery period (If

delivery time exceed

this, quote may be

rejected by HEC and the

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work will be awarded to

the next lowest firm)

Delivery Schedule

Warranty/ After Sale

Services Required

Quote Validity Period

Documents to be

Submitted

Deadline for Submission

of Quote

Evaluation criteria

Preferred Currency for

Quote

How to lodge a quote

Payment Terms

Liquidated Damages

Contact Person for

Inquiries

All enquiries regarding this RFQ should be directed to:

Name: <insert>

Position: <insert>

Phone: <insert> Email <insert>

Complaints If at any time during the Invitation Process a Supplier considers that it has

been unreasonably or unfairly treated and it has not been able to resolve the

issue with the Customer contact person, the Supplier may request for the

issue to be dealt with in accordance with the Customer’s complaint

management process and directed to:

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Name: <insert>

Position: <insert>

Email: <insert>

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B) Supplier Response

Supplier response to Request for Quote For “Insert RFQ Subject”

Supplier name <insert>

GST/NTN No’s. <insert>

Address <insert>

Postal Address

(if different from above)

<insert>

Contact Person Name:

Position:

Phone number: Email:

Quote details and

specifications

Add additional rows if applicable

Sr. No

Item/Description of Required Work

Qty Unit Rate (Inclusive all taxes)

Total Rate (Inclusive all taxes)

1

2

3

Deviation from the

Specifications

(if applicable)

<insert>

Additional information The Supplier must include this information as part of its response (if

customer ask for the same):

<If the customer requires any additional information from the Supplier,

then insert details here (e.g. provide CV’s, safety/risk management

plan)>.

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<Supplier to insert/attach additional information requested above>

Warranty details

(if applicable)

If a warranty period applies to the goods/services then the Supplier

must insert details of the warranty offered here (e.g. warranty period

and warranty conditions)

<Supplier to insert warranty details if applicable>

Declarations

Conflict of Interest

Suppliers must give details of any possible Conflict of Interest that exists

or may arise in relation to the making and/or acceptance of their quote.

If there is nothing to declare, please insert “None”.

<insert>

Authorization and

execution by Supplier

As the authorized officer named below, I certify that:

(a) I am authorized to submit the Supplier’s response as the Supplier’s representative.

(b) The Supplier understands and has complied with the Requirements of the Request for Quote.

(c) The Supplier’s response is complete, accurate and not misleading in any way.

Name:

Position:

Signature:

Date:

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ANNEXURE-F

“OPERATIONAL REGIONS”

a) Hec Established Pop Sites

S.No Region(s)

POP SITES Coordinates

1. North A

Air University, ISB 33°42'48.42"N 73° 1'28.66"E

Quaid-e-Azam University, ISB 33°44'50.28"N 73° 8'11.34"E

HEC, ISB 33°40'24.08"N 73° 3'15.23"E

Fatima Jinnah Women University, RWP 33°35'10.59"N 73° 3'52.24"E

2. North B HEC, Peshawar 33°59'18.30"N 71°26'31.46"E

3. North C TBA TBA TBA

4. Central

HEC, LHR 31°30'38.41"N 74°21'10.40"E

GCU, LHR 31°34'29.33"N 74°18'27.03"E

AUF, Faisalabad 31°26'0.37"N 73° 4'8.97"E

BZU, Multan 30°16'16.12"N 71°30'20.05"E

GPGC DG. Khan

BZU Sahiwal

PU, Gujranwala

Islamia University Bahawalpur

University of Sargodha

5. South

HEC, KHI 24°53'17.19"N 67° 3'57.22"E

CPSP. KHI 24°50'13.54"N 67° 3'30.72"E

KU, KHI 24°55'59.49"N 67° 7'16.10"E

BUITEMS 30°16'8.34"N 66°56'28.38"E

SU, Hyderabad 25°25'9.62"N 68°16'18.91"E

IBA Sukkur

SMBBMU Larkana

Quest Nawabshah

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b) HEC Long Haul Extended PoP Sites

S.No Region(s) Extended POP Sites Coordinates

1 North

Wah Engineering College,

Wah Latitude = 33.747876 Longitude = 72.784935

Military College of

Engineering, Risalpur

2 Central

Superior University, 17

KM Raiwand Road, Lahore Latitude = 31°20'3.17"N Longitude = 74°14'10.91"E

Superior University, 31

Tipu Block New Garden,

Town, Lahore

Latitude = 31°30'5.01"N Longitude = 74°19'35.65"E

Bahria University, Lahore Latitude =

31.458635746398933

Longitude=

74.2888480424881

3

South Habib University, Karachi Latitude:

24.905267200000000000

Longitude:

67.137686900000060000

PRE-QUALIFICATION DOCUMENT Pre-Qualification of Firms for ...

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