REQUEST FOR PROPOSAL (RFP) FOR PROVISION OF SECURITY...

GOVERNMENT OF BALOCHISTAN

Science & Information Technology Department

REQUEST FOR PROPOSAL (RFP) FOR PROVISION OF SECURITY EQUIPMENT FOR CM

SECRETARIAT, QUETTA

Directorate General IT, Balochistan

Phone #: 081-9203539 Email: [email protected]

Provision of Security equipment for CM Secretariat, Quetta Page ii

TABLE OF CONTENT

COMPANY PROFILE .......................................................................................................................... iii

SPECIAL INSTRUCTION ................................................................................................................... iv

CERTIFICATE ......................................................................................................................................... v

1 Project Overview .....................................................................................................................1

Background ................................................................................................................................. 1

2 Scope of Work .........................................................................................................................1

Standards ..................................................................................................................................... 2

3 Bill of Quantities ....................................................................................................................2

DATASHEET of Assignment ..................................................................................................... 3

4 RFP Document – its availability ............................................................................................5

Validity of the Proposal / Bid ..................................................................................................... 5

Brief description of the Selection Process ................................................................................. 6

Bid Security. ................................................................................................................................ 6

Schedule of Selection Process .................................................................................................... 6

5 Instructions to the Prospective Bidders ................................................................................6

6 Method of Procurement ........................................................................................................ 10

Terms & Conditions of Contract ...............................................................................................10

7 Bid Proposals ......................................................................................................................... 12

Technical Proposal .....................................................................................................................12

Financial Proposal / Bid .............................................................................................................13

8 Evaluation Process ................................................................................................................ 14

Eligibility Criteria ......................................................................................................................14

Bidders Eligibility Form ............................................................................................................15

Technical Bid Evaluation:..........................................................................................................17

Evaluation of Financial Proposals / Bids ..................................................................................19

Recommendation of Procurement Committee & Uploading of Evaluation Report ..............19

Commencement of Assignment ................................................................................................19

9 Terms and Conditions of the Procurement Process and Contract Agreement ................. 19

10 Performance Security: ....................................................................................................... 20

Technical Forms .............................................................................................................................. 21

Form 1: ....................................................................................................................................................21

Form 2: ....................................................................................................................................................22

Form 3: ....................................................................................................................................................25

Form 4: ....................................................................................................................................................26

Financial Forms ............................................................................................................................... 29

Form 1 .....................................................................................................................................................29

Form 2 .....................................................................................................................................................30

Form 3 .....................................................................................................................................................31

Provision of Security equipment for CM Secretariat, Quetta Page iii

COMPANY PROFILE

1. Name: ____________________________________________________

2. Full Address: ____________________________________________________

__________________________________________________________________

3. Telephone No. ___________________ Fax No. ______________________

4. Status: _________________________________________ (Please specify)

___________________________________________

5. Type of Company: Private Limited, Partnership, Proprietorship, Public Limited

6. National Tax No (NTN): ________________________

7. Sales Tax Registration No: ________________________

8. BRA Registration No: ________________________

SIGNATURE OF BIDDER / SUPPLIER / CONTRACTOR

SEAL OF BIDDER / SUPPLIER / CONTRACTOR

Provision of Security equipment for CM Secretariat, Quetta Page iv

SPECIAL INSTRUCTION

1. Any conditional, ambiguous or called incomplete offer in any respect shall be

ignored. No supplementary or revised offer after the opening of tenders shall be

entertained.

2. Any erasing cutting crossing etc., appearing in the offer must be properly signed

and stamped by the person signing the tender. Moreover all pages of the tender

must also be properly signed and stamped. Offers with any overwriting shall in no

circumstances be accepted.

3. This document has been prepared, based on the workings carried out for the

requirements and needs of the Procuring Agency, observing BPPRA Rules 2014. Any

grievance/accusation/suggestion (if so) refraining the responding agency from

bidding, without prior consultation with the Procuring Agency would be an

approach of misleading and/or misappropriation towards Procuring Agency.

4. Sign & seal each & every page of bidding document before submission.

5. The interested firm(s) shall inform the Procuring Agency in writing (through

mail/courier and electronic mail on the email detailed below) instantly on

acquiring/downloading RFP, so that bidders be informed in case of Clause 5 (e);

6. The Responding Organization has to respond as per Terms of Reference (TOR).

Provision of Security equipment for CM Secretariat, Quetta Page v

CERTIFICATE

I/We hereby confirm to have read carefully the description and all the terms and

condition of your tender Receiving / enquiry No. ___________ due for Opening on

________________ regarding the

PROVISION OF SECURITY EQUIPMENT FOR CM SECRETARIAT, QUETTA

In addition to the conditions laid down and also all the special instructions attached

with the said tender enquiry. We agree to abide by all those instructions/Conditions.

1. I/We also hereby confirm that the Design, Procurement, installation and

Commissioning of Hardware(s), Software(s), Network and allied components by

me/us would be exactly to the particulars and specifications as laid down in the

TOR in all respects.

2. I/We hereby confirm to adhere to the delivery period required in the tender

enquiry which would be the essences of the contract that will be strictly adhered

to by me/us. In case of failure I/we agree unconditionally to accept the recovery

of liquated damages on belated job at 2% (of the total offered cost) per month on

part thereof.

Name of Bidder: __________________________________________________

Signature of Bidder: __________________________________________________

Designation: __________________________________________________

Seal: ______________________

WITNESS

(a) Name:____________________________________ Signature ______________________

(b) CNIC #:___________________________________________________________________

(c) Full address: _____________________________________________________________

__________________________________________________________________________

(d) Date: _____________________________

Provision of Security equipment for CM Secretariat, Quetta Page 1

1 Project Overview

Background

The Directorate General IT, Science & Information Technology Department,

Government of Balochistan, invites seal Proposals (Technical & Financial) of World top

10 Renowned Brands of CCTV/Surveillance System, from IT Firms having vast

knowledge for Implementation and Integration of the same, required to be installed in

Chief Minister Balochistan Secretariat.

2 Scope of Work (As per approved CSR- 2018 of Government of Balochistan)

The scope of works shall include the design, supply, installation, testing and

commissioning of CCTV Cameras Surveillance System, complete with associated

electrical and communication wiring works, control consoles, digital video recorders,

fiber to copper signal converter, mounting brackets and accessories.

The Contractor shall be responsible for providing complete CCTV system solution

including auxiliary equipment for best quality of service e.g. signal repeaters etc. and all

such equipment shall be deemed to be included in the scope of Contractor. The system

shall include NVRs, PTZ cameras, Dome Cameras, PTZ controller, LCD screens, wiring,

termination, electrical boxes, and all other necessary material for a complete operating

system. All bidders shall have to visit the site to take physical dimensions of hoist way,

pits overhead and machine room to verify their horizontal / vertical lengths etc. before

submission of proposals. The bidders may raise queries for any clarification, missing

information or ambiguity if any, within one week after issuance of tender documents.

Any work to be carried out by the owner / main contractor, should be mentioned clearly

along with the bid, otherwise no claim against extra work shall be acceptable.

Specification, Drawings and BOQ etc. should be read carefully to comply specified loads,

serving landings and other general and special safety features. Any deviation from

specification / BOQ should be mentioned well in time before submission of bid.


Standards

Except where otherwise stated in the specification, materials shall be designed,

manufactured, tested and installed according to relevant IEC/ISO/ITU

Recommendations. Where no such recommendations have been issued to cover a

particular subject then a recognized regional or national standard shall be applied. The

latest edition and amendments shall apply in all cases. In case of conflict between the

specification and any of the IEC/ISO/ITU Recommendations, regional or national

standards, then the specification shall take precedence.

The Bidder shall state in his bid the standards and codes of practice which he proposes

for any item(s) of system or equipment(s) not covered by IEC/ISO/ITU

Recommendations. If required by the Engineer-in-Charge, the Contractor shall submit

two English language copies of any standard or code of practice.

All equipment(s) shall be of imported origin and amongst world top 10 ranking. CCTV

equipment and design shall comply with international standards.

3 Bill of Quantities

S. No Description Quantity

1 Indoor/Outdoor IP based Static Camera 56

2 PTZ Camera 08

3 Network Video Recorder (NVR) [Channel 64x2 OR 128x1] 02/01

4 IP Based ANPR (Automatic Number Plate Recognition)

Camera with Software 02

5 Long Range PTZ Camera/ Laser Camera 01

6 24 ports POE L2 switch 03

7 8 Port POE L2 Switch with SFP Port 12

8 Joystick 03

9 24 u Rack with allied accessories 01

10 SFP Module Single Mode (1G) with patch cord 30

11 Cat-6 Cable Roll APA

12 9U Rack with power distribution for external switches 15


13 ODF boxes 15

14 ODF main distribution box 36 port 02

15 2x2 Video Wall 01

16 Intel Core i7 Computer 08

17 Optical Fibre Cable (OFC) Single Mode 12 Core RFT

18 Under Vehicle Car Scanner 01

19 UPS 5KVA with Dry Batteries 200Ah 01

20 Pole 30 feet with allied accessories As per Survey

21 Iron Bracket for Static Camera As per Survey

22

Channel Patti, electrification, Rose let, I/O boxes, connectors,

Racks, patch panels and all other accessories etc. for internal

and external network for all above assignments.

APA

Note:

a. The firm will provide entire services/support of Supply/installation/ maintenance for One

(01) year after implementation;

b. The firm will provide LLD, HLD, Maps, Drawing, Network Architecture/Diagram,

Handouts, Manual(s) of completed assignment and equipment(s);

c. The firm will provide Hands on Training to Science & IT & CM Secretariat Staff.

DATASHEET of Assignment

S # Item Name Item Details / Specification Quantity

1 Indoor/Outdoor IP

based Static Camera

IP based static Camera with >=2MP, 30-60 fps,

6 (or above) viewing profile, inbuilt IR, SD

card supported, PoE, built in analysis etc.

(equivalent or higher).

56

2 PTZ Camera Speed dome PTZ Camera 30x zooming,

>=2MP, 45- 60 fps, 6 (or above) viewing

profiles, >=150m IR Built in, SD card

supported, built in analysis, (equivalent or

higher).

08

3 Network Video

Recorder (NVR)

Network Video Recorder (NVR) 400 Mbps or

improved throughput over advanced HEVC

compatible (preferable H.265/ H.265+), 64

Channel x 2 OR 128Channel x 1, 12x4TB

storage (support up to 96TB), RAID 5

support, complete with all accessories,

(equivalent or higher).

02


4 IP Based ANPR

(Automatic Number

Plate Recognition)

Camera with Software

IP based weather proof camera with ANPR

standard and fancy number plates with

complete solution with in-built LPR software

for IN & OUT gate (equivalent or higher).

02

5 Long Range PTZ

Camera/ Laser Camera

Long range PTZ Camera >2MP, 48X zoom,

50-60 fps, starlight, 1200m IR (equivalent or

higher).

01

6 2x2 Video Wall 2x2 video wall full HD 1920*1080P, 55”, 3.5

mm bezel max, I ports of HDMI and analogue

digital ports (equivalent or higher).

01

7 Intel Core i7 Computer Desktop Systems Core i7 (8th Gen), >=1.9GHz

(8MB >= smart cache), 8GB RAM, 2TB HDD,

& 2GB Graphic card, 18.5” LED with all

accessories (equivalent or higher).

08

8 24U Rack with allied

accessories

24U Rack with patch panel & PDU

(Renowned Brands: APC, HP, Liebert Toten

or equivalent).

01

9 SFP Module Single

Mode (1G) with patch

cord

SFP single mode Module, Gigabit Interface

Converter with hot-swappable input/output

device plugging & patch cord.

30

10 Under Vehicle Car

Scanner (UVSS)

Network based UVSS, Complete 02 Cam + 01

Housing, based on line scan Technology,

with all allied accessories (Renowned Brand).

01

11 UPS 5KVA with 200Ah

Dry Batteries

UPS 05 KVA, Pure Sinewave, hybrid based

system with 04 Dry Batteries 200Ah.

01

12 Optical Fibre Cable with

all allied accessories

Single mode 12 core with splicing, pigtail,

connectors (Renowned Brands: Baynet, LTE,

Molex, Micro-Link or equivalent).

APA

13 Cat-6 Cable Roll Renowned Brands: Schneider, 3M, or

equivalent.

APA

14 9U Rack with power

distribution for external

switches

Renowned Brands: APC, HP, Liebert Toten

or equivalent.

15

15 ODF boxes. Branded 15


16 ODF main distribution

box 36 port.

Branded 02

17 30 Feet Pole with allied

accessories.

Local As per

Survey

Report

18 Iron Bracket For Static

Camera.

Local As per

Survey

report

19 Electrification/

Networking work.

Channel Patti, electrification, Rose let, I/O

boxes, connectors, Racks, patch panels and all

other accessories etc. for internal and external

network for all above assignments

Renowned Brands: Schneider, 3M, Microlink

or equivalent.

APA

20 Joystick Renowned Brands: Hanwha, Wisenet,

Samsung or equivalent

03

21 24 ports POE L2 switch Rack mounted L2 Manageable Switch (24port

PoE Ethernet & 2 SFP Gigabit port)

10/100/1000 Mbps.

03

22 8 Port Switch Rack mounted L2 Manageable Switch (08

port PoE Ethernet & 2 SFP of Gigabit port)

10/100/1000 Mbps.

15

4 RFP Document – its availability RFP document can be downloaded from the Website of the Balochistan Public

Procurement Regulatory Authority (B-PPRA) www.bppra.gob.pk and also from

Balochistan web portal www.balochistan.gov.pk

The Tender/bidding document fee of Rs.2000/- in Government Account C-38 others, C-

3870 others on the name of Secretary Science & IT Department, the bank slip is mandatory

to attach with tender documents at the time of submission of bids

Validity of the Proposal / Bid

The Proposal shall be valid up to 90 days as per BPPRA rule -30


Brief description of the Selection Process

The Bidders will send their Proposals in Single Stage – Two Envelope Procedure as per

B-PPRA Rule 41 (3). The bid found lowest evaluated bid shall be accepted, as per B-

PPRA Rule 41 (3) (i). The selection process in evaluating the Proposals comprising of

Technical and Financial Bids to be submitted in two separate sealed envelopes. In the

first stage, a Technical Evaluation will be carried out as specified in Clause 8.3. Based

on this technical evaluation, a list of short-listed responsive bidders shall be prepared.

In the second stage, a Financial Evaluation will be carried out as specified in Clause 8.4.

Bid Security.

All bidders are required to submit 2% earnest money in the form of a bank guarantee

or Bank draft/pay order. The Earnest Money should be furnished by a reputable bank

in favor of Secretary Science & IT Department and shall be valid for a period of three

(3) months. The bank guarantee / pay order for earnest money will be returned to the

responsive bidders on signing of the contract with the successful bidder and the earnest

money of technically non-responsive bidder will be returned within 30 days. Bidders

submitting a proposal without acceptable earnest money shall be disqualified.

Schedule of Selection Process

S.NO ACTIVITIES SCHEDULE

01. Date of issue 7th November, 2019

02. Proposal Due Date for submission 25th November, 2019

03. Opening of Technical Bids 25th November, 2019

04. Opening of Financial Bid After Tech. Evaluation of

bids.

(Above dates may be changed, if circumstances warrant so)

5 Instructions to the Prospective Bidders a. Detailed description of the objectives, scope of services, deliverables and other

requirements relating to this project are specified in this RFP. The term Bidder (the


“Bidder”) means the Firm, as the case may be. The manner in which the Proposal /

Bid is required to be submitted, evaluated and accepted is explained in this RFP.

b. The Bidder shall submit its Proposal in the form and manner specified in the RFP.

The Technical Bid shall be submitted in line with the respective form at

TECHNICAL FORM-I and the Financial Bid shall be submitted in the form at

FINANCIAL FORM-I.

c. Upon selection, the Bidder shall be required to enter into contract with the Client in

the form specified as sample contract in the document. However, some clauses may

be modified on mutually agree-able terms but decision of Chairman of Procurement

Committee will be final in any suggested amendments.

d. Bidder may request a clarification on the RFP documents up to the number of days

before the proposal submission date. Any request for clarification must be sent in

writing, or by standard electronic means to the Client’s address indicated in the Data

Sheet. The Client will respond in writing, or by standard electronic means, and will

send written copies of the response (including an explanation of the query but

without identifying the source of inquiry) to all Bidders.

e. At any time before the submission of Proposals, the Client may amend the RFP by

issuing an addendum in writing, or by standard electronic means. The addendum

shall be sent to all bidders and will be binding on them. The Bidders shall

acknowledge receipt of all amendments. To give Bidder reasonable time in which to

take an amendment into account in their Proposals the Client may, if the

amendment is substantial, extend the deadline for the submission of Proposals.

f. The original proposals (Technical and Financial) shall contain no interlineations or

overwriting, except as necessary to correct errors made by the Bidder themselves.

The person who signed the proposal must initial such corrections.

g. An authorized representative of the Bidder shall initial all pages of the original

Technical and Financial Proposals. The authorization shall be in the form of a

written power of attorney accompanying the Proposal or in any other form


demonstrating that the representative has been dully authorized to sign. The signed

Technical and Financial Proposals shall be marked “ORIGINAL”.

h. The Technical Proposal shall be marked “ORIGINAL” or “COPY” as appropriate.

The Technical Proposals shall be sent to the addresses referred to in the datasheet

and in the number of copies indicated in the Data Sheet. All required copies of the

Technical Proposal are to be made from the original. If there are discrepancies

between the original and the copies of the Technical Proposal, the original governs.

i. The original and all copies of the Technical Proposal shall be placed in a sealed

envelope clearly marked “TECHNICAL PROPOSAL” Similarly, the original

Financial Proposal shall be placed in a sealed envelope clearly marked

“FINANCIAL PROPOSAL” and clearly mentioning the name of the assignment,

and with a warning “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.” The

envelopes containing the Technical and Financial Proposals shall be placed into an

outer envelope and sealed. This outer envelope shall bear the submission address

and be clearly marked “DO NOT OPEN, EXCEPT IN PRESENCE OF THE

APPOINTED OFFICIAL”. The Client shall not be responsible for misplacement,

losing or premature opening if the outer envelope is not sealed and/or marked as

stipulated. Such an occurrence may be the case for Proposal rejection. If the Financial

Proposal is not submitted in a separate sealed envelope duly marked as indicated

above, this will constitute grounds for declaring the Proposal non-responsive.

j. The Proposals must be sent to the address/addresses indicated in the RFP and

received by the Client not later than the time and the date indicated in the Clause

6.1 (V), or any extension to this date in accordance with rules. Any proposal received

by the Client after the deadline for submission shall be returned unopened.

k. From time the Proposals are opened to the time the Contract is awarded, the Bidder

should not contact the Client on any matter related to its Technical and/or Financial

Proposal. Any effort by Bidder to influence the Client in the examination,

evaluation, ranking of Proposals, and recommendation for award of Contract may


result in the rejection of the Bidder Proposal.

l. The evaluation committee shall evaluate the Technical Proposals on the basis of their

responsiveness to the Terms of Reference, applying the evaluation criteria & sub

criteria specified in the RFP. A Proposal shall be rejected at this stage if it does not

respond to important aspects of the RFP, and particularly the Terms of Reference or

if it fails to achieve the minimum technical compliance, indicated in the Data Sheet.

m. On completion of the Technical Evaluation, the Client would inform the

RESPONSIVE and Non-RESPONSIVE bidders about assessment of their Technical

proposals submitted, notifying those Bidder who’s Proposals meet the minimum

qualifying mark or otherwise to the RFP and TOR, and the Financial Proposals of

Non-RESPONSIVE bidder shall be return unopened after completing the selection

process.

n. Financial Proposals of the RESPONSIVE Bidders shall be opened publicly in the

presence of the qualified bidders or their representatives who choose to attend. The

Financial Proposal of the Bidder declared RESPONSIVE will then be inspected to

confirm that they have remained sealed and unopened. These Financial Proposals

shall then be opened, and the total prices read aloud and recorded.

o. All documents, reports, designs, and all deliverables prepared by the Firm shall

become and remain the property of the procuring Client; any restrictions on the

future use of these documents by the Firm shall be specified in the conditions of the

contract.

p. Bidders should note the Proposal Due Date (PDD), as specified in Clause 4.4, for

submission of proposals. Except as specifically provided in this RFP, no

supplementary material will be entertained by the Client and that evaluation will be

carried out only on the basis of documents received by the closing time of Proposal

Due Date as specified in Clause 4.4. Bidders will ordinarily not be asked to provide

additional material information or documents subsequent to the date of submission,

and unsolicited material, if submitted, will be summarily rejected. For avoidance of


any doubt, the Client reserves the right to seek clarifications. Bidder shall not submit

any document after PDD except in response to any clarification sought by Director

General IT and in response to clarifications no change shall be made.

6 Method of Procurement

Single Stage – Two Envelop Procedure

Terms & Conditions of Contract

i. The Director General Information Technology invites sealed bids containing One

Original Technical and Financial Proposal and two copies of technical & financial

proposals from all interested Bidders for this RFP of hiring of the Firm;

ii. The Bidder must quote for the complete scope of work as per TORs. The bid offering

partial scope of work shall be rejected as non-responsive;

iii. The Technical Proposal should contain all the bid items/solutions without

quoting the price and must list firm’s clientele, details of past project, items

specification etc.;

iv. The RFP can be downloaded from the Website of the Balochistan Public

Procurement Regulatory Authority (B-PPRA) www.bppra.gob.pk and also from

Balochistan web portal www.balochistan.gov.pk. The Tender/ bidding document

fee of Rs.2000/- in Government Account C-38 others, C-3870 others on the name of

Secretary Science & IT Department, the bank slip is mandatory to attach with tender

documents at the time of submission of bids;

v. All bids must be submitted to the office of the Director General of IT, Balochistan

on or before 11:30 AM on 25th November, 2019. The bids will be publicly opened in

the office of Director General of IT at 12:00 Noon on the same day in presence of

bidders who wish to attend bid opening for official confirmation of the

participating bidders;

vi. The client will not be responsible for any costs or expenses incurred by bidders in


connection with the preparation or delivery of bids;

vii. Bidders shall submit bids, which comply with the bidding documents, Alternative

bids will not be considered;

viii. Conditional tenders/bids will not be acceptable;

ix. Every page of the original proposal documents should be signed and stamped by the

bidder and proposal to be submitted in bind form;

x. Any firm, which furnishes wrong information, will be liable for legal proceeding.

Any contract awarded in such case when find out, will be cancelled;

xi. The bidder should not be blacklisted by any of its clients. An affidavit to this affect

must be submitted by the bidder;

xii. Payment Schedule shall be based on the deliverables and will be detailed at the time

of the contract;

xiii. Acceptance Criteria: Bidding is allowed to all Bidders that meet the eligibility criteria

and minimum qualification criteria relating to previous experience, delivery

capability, firms standing, etc., as stated in the RFP;

xiv. Financial Proposal to be submitted together with Technical Proposal;

xv. The Firm has to submit documentary evidence (sufficient & acceptable) to the client

and subject to approval of the client which will deem to have the final say on this

subject;

xvi. Proposals shall be submitted in English language;

xvii. Amounts payable by the Client to the Firm hired under the contract would be subject

to local taxation;

xviii. Income Tax shall be deducted from each payment made to the Firm as per Income

Tax Rules and Regulations prescribed by Government of Pakistan;

xix. Each party shall be liable for its own taxes. The prices quoted by the Firm in

its financial proposal will be considered inclusive of all applicable taxes;

xx. The Firm is to state local cost in the national currency;

xxi. The Firm must submit the original and three copies of the Proposals.


7 Bid Proposals

Technical Proposal

Bidders shall submit the technical proposal in the formats at FORM-I (The “Technical

Proposal”). While submitting the Technical Proposal, the Bidder shall in particular,

ensure that:

i. All forms are submitted in the prescribed formats and signed by the prescribed

signatories.

ii. Power of Attorney, if applicable, is executed as per Applicable Laws;

iii. The proposal is RESPONSIVE in terms of Clause 8.3.

iv. The Technical Proposal shall not include any financial information relating to the

Financial Proposal.

v. The proposed team shall be composed of experts and specialists (the “Professional

Personnel”) in their respective areas of expertise and managerial/support staff (the

“Support Personnel”) such that the Firm should be able to complete the Project

within the specified time schedule. The Key Personnel specified in TOR’s shall be

included in the proposed team of Professional Personnel. Other competent and

experienced Professional Personnel in the relevant areas of expertise must be added

as required for successful completion of these services. The CV of each such

Professional Personnel, if any, should also be submitted format of Form 4.

vi. The Client reserves the right to verify all statements, information and documents,

submitted by the Bidder in response to the RFP. Any such verification or the lack of

such verification by the Client shall not relieve the Bidder of its obligations or

liabilities hereunder nor will it affect any rights of the Client there-under.

vii. In case it is found during the evaluation or at any time before signing of the

Agreement or after its execution and during the period of subsistence thereof, that

one or more of the eligibility conditions have not been met by the Bidder or the

Bidder has made material misrepresentation or has given any materially incorrect

or false information, the Bidder shall be disqualified forthwith if not yet appointed


as the Vendor either by issue of the LOI or entering into of the Agreement, and if

the Selected Bidder has already been issued the LOI or has entered into the

Agreement, as the case may be, the same shall, notwithstanding anything to the

contrary contained therein or in this RFP, be liable to be terminated, by a

communication in writing by the Client and the Client shall not be liable in any

manner whatsoever to the Bidder or Vendor, as the case may be. In such an event,

the Client shall forfeit and appropriate the Earnest Money as mutually agreed pre-

estimated compensation and damages payable to the department for, inter alia, time,

cost and effort of the department, without prejudice to any other right or remedy

that may be available to the department.

Financial Proposal / Bid

Bidders shall submit the financial proposal in the formats at FIN-I (the “Financial

Proposal”) clearly indicating the total cost of the services in both figures and words, in

PKR, and signed by the Bidder’s Authorized Representative. In the event of any

difference between figures and words, the amount indicated in words shall prevail. In

the event of a difference between the arithmetic total and the total shown in the

Financial Proposal, the lower of the two shall prevail. While submitting the Financial

Proposal, the Bidder shall ensure the following:

i. At the public opening of Financial Proposals, Firms representatives who choose to

attend will sign an Attendance Sheet.

ii. Each Financial Proposal will be inspected to confirm that it has remained sealed and

unopened;

iii. The Science & IT department’s representative will open each Financial Proposal. The

representative will read out aloud the name of the Firm and total price shown in the

Firm's Financial Proposal. This information will be recorded in writing by the

Science & IT Department representative;


iv. Serial Numbers of items must be quoted as mentioned in the “Bidding Document”

(in-case of difference in serial numbers in “Bidding Documents” viz-a-viz “Financial

Bid” the bid may qualify for rejection;

v. No technical detail / specification may be mentioned in the financial bid;

vi. Taxes must be included along-with the price of each item;

vii. In-case of any Tax exemptions, exemption certificate from the concerned Tax Office

/ Regional Tax Office pertaining particularly to this case may be provided; otherwise

taxes shall be deducted as per Government Policy / Rules;

viii. Financial Proposals will be reviewed to ensure that the figures provided therein are

consistent with the details of the corresponding Technical Proposal.

ix. The total price for each Financial Proposal will be determined;

x. Bid Security of successful bidder/s shall be released upon submission of

Performance Security;

xi. Bid Security of unsuccessful bidder/s shall be released within thirty days from the

date of award of contract to the successful bidder/s;

xii. Performance security of the successful bidder/s shall be released within two months

from the date of inspection after successful deployment and commissioning. In case

of unsatisfactory performance on part of the supplier, the “Performance Security”

shall be forfeited or retained till satisfactory completion of task.

8 Evaluation Process

Eligibility Criteria

S. # Description Requirements Documents Required

1 Registration with Income

Tax (Active Tax payer)

Mandatory Attach valid Copy of NTN

Certificate

2 Registration with Sales-


Mandatory Attach valid Copy of GST

registration Certificate

3 Registration with BRA

(Active Tax payer)

Mandatory Attach valid Copy of BRA

certificate/ number


4 Turn-over of last/previous

three years

PKR 50 Million for the past

3 Years

Attach last three years

audited report/ Bank

Statement of Firm.

5 Blacklisting Mandatory Submission of legal valid

undertaking that the Firm is

not blacklisted by any

Government organization

or anywhere in the world.

6 Relevant Experience Working with Public/ Semi

Govt./Autonomous/

Multinational organization

on project of deployment

and installation of IP based

CCTV cameras.

Bidder must have

successfully completed 03

projects each of Rs 10

million, in last 05 years.

Attach copies of work

Orders and completion

certificates or relevant

documents.

7 Authorization Letter on the

name of Secretary S&IT

Department Balochistan

through manufacturer/

Principal/distributor/seller

/reseller, attach and email

on official email address

[email protected]

Mandatory from:

Manufacturer for Item(s)

at S. No. 1, 2, 3, 4 & 5 of

BOQ above.

Distributor/seller/re-

seller for remaining

item(s) of BOQ above.

Authorization letter from

manufacturer for items at S.

No. 1, 2, 3, 4 & 5 only of BOQ

above.

Authorization letter from

distributor/ seller/ reseller

for remaining item(s) of

BOQ above.

8 Survey Report of the

proposed projects

Mandatory Attach copy

Bidders Eligibility Form

S.# Bidders Eligibility Factor Requirement

Bidder

01

Bidder

02

Bidder

03

Y N Y N Y N

1 Registration with Income


Attach valid Copy of NTN

Certificate

2 Registration with Sales-


Attach valid Copy of GST

registration Certificate


3 Registration with BRA

(Active Tax payer)

Attach valid Copy of BRA

certificate/ number

4 Turn-over of last/previous

three years

Attach last three years

audited report/ bank

statement of Firm

5 Blacklisting Attach Copy of certificate

6 Relevant Experience Attach Copy of certificate

7 Authorization Letter on

the name of Secretary

S&IT Department

Balochistan through

manufacturer/ Principal

email/domain address on

official email address

[email protected]

.pk and

[email protected]

Attach Copy of certificate

8 Survey Report of the

Proposed Projects

Mandatory

Firm must score “YES” in all requirements of the eligibility criteria to be categorized as

Eligible. “NO” to any requirement of the eligibility criteria, by any bidder shall render

the Firm as INELIGIBLE. Subsequent upon said assessment, Bidders shall be categorized

as:

i. Eligible Bidders

ii. Ineligible Bidders

Return of Financial Proposals of Ineligible Bidders: Proposals from Ineligible Bidders

shall be declared “Non-Responsive”, consequently shall NOT be accepted for any further

evaluation:

i. Their Financial Proposals shall be returned without being opened;

ii. Their Bid security shall be released upon their written request.

Item wise Evaluation: The Bids received from Eligible Bidders shall then be evaluated

by the TECHNICAL COMMITTEE for conformance with the required technical

qualification (which includes specification, schedule of requirements and all other

administrative and legal requirements as stated in the Data Sheet) on item wise basis in

the following manner:


Technical Bid Evaluation:

Product Technical

Requirement

Eligible Bidder

01

Eligible Bidder

02

Eligible Bidder

03 Fulfil

YES/ NO Reasons

Fulfil

YES/ NO Reason

Fulfil

YES/ NO Reason

Indoor/Outdoor IP

based Static Camera As per Datasheet

PTZ Camera As per Datasheet

Network Video

Recorder (NVR) As per Datasheet

IP Based ANPR

(Automatic Number

Plate Recognition)

Camera with Software

As per Datasheet

Long Range PTZ

Camera/ Laser Camera As per Datasheet

2x2 Video Wall As per Datasheet

Intel Core i7 Computer As per Datasheet

24U Rack with allied

accessories As per Datasheet

SFP Module Single

Mode (1G) with patch

cord

As per Datasheet

Under Vehicle Car

Scanner (UVSS) As per Datasheet

UPS 5KVA with 200Ah

Dry Batteries As per Datasheet

Optical Fibre Cable

with all allied

accessories

As per Datasheet

Cat-6 Cable Roll As per Datasheet

9U Rack with power

distribution for

external switches

As per Datasheet

ODF boxes. As per Datasheet


ODF main distribution

box 36 port. As per Datasheet

30 Feet Pole with allied

accessories. As per Datasheet

Iron Bracket For Static

Camera. As per Datasheet

Electrification/

Networking work. As per Datasheet

Joystick As per Datasheet

24 ports POE L2 switch As per Datasheet

8 Port Switch As per Datasheet

Bids conforming to the required technical qualification shall stand Responsive, hence will

qualify for Financial Bid opening. All proposals shall be categorized as:

1. RESPONSIVE Proposals

2. Non-RESPONSIVE Proposals

Return of Non-Responsive Proposals and preparation of Technical Evaluation Report.

Technical Proposals not conforming to the required technical requirements shall be

declared as Non-Responsive” and consequently shall NOT be accepted for any further

evaluation:

a. Their financial proposals shall be returned without being opened.

b. Their Bid security shall be released upon their written request.

c. Technical Evaluation Report shall be prepared duly signed by all members of the

Procurement Committee, giving REASONS for;

i. Acceptance of the Eligible and Responsive Bid/s and;

ii. Rejection of the Ineligible and/ OR Non-Responsive Bid/s.


Evaluation of Financial Proposals / Bids

i. Financial Proposals of the technically Responsive Proposals shall be publicly

opened in the next meeting and Financial Comparative Statement/ Evaluation

Report of the “Responsive Proposals” will be prepared and uploaded on BPPRA

website.

S. No

Responsive Bidder

01

Responsive Bidder

02

Responsive Bidder

03

Total Price Total Price Total Price

Recommendation of Procurement Committee & Uploading of

Evaluation Report

After Technical and Financial Evaluation of the Bids, both the technical and Financial

Evaluation Reports shall be combined, this report shall be called the “Evaluation

Report”. The Department shall upload the Bid Evaluation Report at the website of

BPPRA.

Commencement of Assignment

The Selected Bidders shall commence the Services within 7 (seven) days of the date of

the Agreement or such other date as may be mutually agreed.

9 Terms and Conditions of the Procurement Process and

Contract Agreement The procurement process is strictly followed as per Balochistan Public Procurement Rules

2014. The Standard form of Contract for Consultancy Services as designed by the Pakistan

Engineering Council will be adopted at the time of Contract by mutual consensus and

agreement of all the parties. The draft is available on PEC website (www.pec.org.pk).


10 Performance Security: The successful bidder will have to furnish a performance security, equivalent to ten (10%)

percent of the contract amount in the form of pay order or demand draft or bank

guarantee or performance bond issued by insurance company of at least AA rating,

before the award of the contract. The validity of performance security shall extend at least

ninety (90) days beyond the date of completion of contract (Two years completion time

after the contract award) or subject to final acceptance by the Procuring Agency.


Technical Forms

Form 1:

Technical Proposal Submission Form

[Location, Date]

To: [Name and address of Client]

Dear Sir:

We, the undersigned, offer to provide the services for [Insert title of

assignment] in accordance with your Request for Proposal dated [Insert Date]

and our Proposal. We are hereby submitting our Proposal, which includes this

Technical Proposal, and a Financial Proposal sealed under a separate envelope.

We hereby declare that all the information and statements made in this

Proposal are true and accept that any misinterpretation contained in it may lead

to our disqualification.

We undertake, if our Proposal is accepted, to initiate the services

related to the assignment not later than the date indicated in the schedule.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:


Form 2:

Firm Experience

A - PROCUREMENT AND INSTALLATION OF CCTV CAMERAS FOR CM

SECRETARIAT, QUETTA

[Provide here a brief (two pages) description of the background and organization

of your firm/entity and each associate for this assignment.]


B - FIRM EXPERIENCE

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

firm, and each associate for this assignment, was legally contracted either

individually as a corporate entity or as one of the major companies within an

association, for carrying out consulting services similar to the ones requested

under this assignment.]

Assignment name:

Approx. value of the contract (in

current US$ or PKR):

Country:

Location within country:

Duration of assignment (months):

Name of Client:

Total No of staff-months of the

assignment:

Address:

Approx. value of the services provided

by your firm under the contract (in

current US$ or PKR):

Start date (month/year):

Completion date (month/year):

No of professional staff-months

provided by Firm:

Name of Firm services, if any:

Name of senior professional staff of

your firm involved and functions

performed (indicate most significant

profiles such as Project

Director/Coordinator, Team Leader):


Narrative description of Project:

Description of actual services provided by your staff within the assignment:

Firm’s Name:


Form 3:

Comments and Suggestions on the Terms of Reference

A - On the Terms of Reference

[Present and justify here any modifications or improvement to the Terms of Reference

you are proposing to improve performance in carrying out the assignment (such as

deleting some activity you consider unnecessary, or adding another, or proposing a

different phasing of the activities). Such suggestions should be concise and to the point,

and incorporated in your Proposal.]

Form 4: Curriculum Vitae (CV) for Proposed Professional Staff (if required)

1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [Insert name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth: Nationality:

5. Education [Indicate college/university and other specialized education of staff

member, giving names of institutions, degrees obtained, and dates of

obtainment]:

6. Membership of Professional Associations:

7. Other Training [Indicate significant training since degrees under 5 - Education

were obtained]:

8. Countries of Work Experience: [List countries where staff has worked in the

last ten years]:

9. Languages [For each language indicate proficiency: good, fair, or poor in

speaking, reading, and writing]:

10.Employment Record [Starting with present position, list in reverse order every

employment held by staff member since graduation, giving for each employment


(see format here below): dates of employment, name of employing organization,

positions held.]:

From [Year]: To [Year]:

Employer:

Positions held:

11. Detailed Tasks Assigned

[List all tasks to be performed

under this assignment]

12.Work Undertaken that Best

Illustrates Capability to Handle the

Tasks Assigned

[Among the assignments in which the

staff has been involved, indicate the

following information for those

assignments that best illustrate staff

capability to handle the tasks listed

under point 11.]

Name of assignment or project:

Year:

Location:

Client:

Main project features:


Positions held:

Activities performed:

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV

correctly describes myself, my qualifications, and my experience. I understand

that any wilful misstatement described herein may lead to my disqualification or

dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff]

Day/Month/Year

Full name of authorized representative:


Financial Forms

Form 1 Financial Proposal Submission Form

[Location, Date]

To: [Name and address of Client]

Dear Sirs:

We, the undersigned, offer to provide the services for [Insert title of assignment] in

accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal.

Our attached Financial Proposal is for the sum of [Insert amount(s) in words and figures1].

This amount is exclusive of the local taxes, which shall be identified during negotiations

and shall be added to the above amount.

Our Financial Proposal shall be binding upon us subject to the modifications

resulting from Contract negotiations, up to expiration of the validity period of the Proposal.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:


Form 2 Financial Capacity of the Bidder/Firm

Note:

i. In case the Bidder does not have a statutory auditor, it shall provide the certificate from its chartered accountant that ordinarily audits the annual

accounts of the Bidder. ii. Please do not attach any printed Annual Financial Statement.

S. No. Financial Year

Annual Revenue (PKR)

1.

2.

3.

Certificate from the Statutory Auditor:

This is to certify that .................... (Name of the Bidder) has received the payments

shown above against the respective years on account of Professional Services/ Consultancy Fees.

(Signature, name and designation of the authorized signatory)


Form 3 Summary of Costs

Item Costs

(In Pak Rupees.)

Total Costs of Financial Proposal

Note: - Indicate the total costs, inclusive of all taxes, to be paid by the Procuring Agency.

REQUEST FOR PROPOSAL (RFP) FOR PROVISION OF SECURITY...

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