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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, 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. PRE-QUALIFICATION SCOPE ..................................................................................................... 4

4. RESPONSE REQUIREMENTS ..................................................................................................... 5

5. EVALUATION CRITERIA ............................................................................................................... 6

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

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

7.1. “Request for Proposal (RFP)”: ............................................................................................ 7

7.2. “Request for Quotations (RFQs)”: ..................................................................................... 8

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

9. 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 ........................................................................................................................................ 34

“REQUEST FOR QUOTATION FORMAT & SUPPLIER RESPONSE” ...................................... 34

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

“REGION DETAIL FOR HEC / HEIS” ................................................................................................ 38

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Definitions

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

2. “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/sub-category.

3. “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.

4. “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.

5. “Group-A Firms” are those Pre-Qualified firms which will fulfill mandatory clauses as per Evaluation criteria (Group –A)

6. “Group-B Firms” those Pre-Qualified firms which will fulfill mandatory clauses as per Evaluation criteria (Group –B).

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

8. “RFP” means request for proposal.

9. “RFQ” means request for quotation.

10. "Purchaser" means Higher Education Commission.

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

12. “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.

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

14. “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.

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

16. “Day" means calendar day.

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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. Trainings.). This exercise will enable all suppliers interested in

partnering with HEC for the supply of goods and services 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. PRE-QUALIFICATION SCOPE

a. The Pre-qualification tenure will be three (3) years, subsequently at the end of

tenure the pre-qualification period may be extended to another term with the

approval of competent authority.

b. Under the pre-qualification, firms will be shortlisted for subsequent procurement of

goods and services as per firms proposed categories / subcategories on Form at

“Annex-D” for the procurements up-to 2 million rupees for each sub-category.

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c. The Request for Proposal (RFP) for procurement of goods and services exceeding

Rs. 0.2 million will be circulated among all the pre-qualified Firms. Whereas the

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

called on emails to all prequalified firms for the specific procurement of goods and

services in consideration under Rs.0.2 million.

4. RESPONSE REQUIREMENTS

Potential bidders must follow the following requirement for their responses.

4.1. For this Pre-Qualifi