REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND AFTER SALE ... and Agre… · BoP Bank of Punjab GoPb...
Transcript of REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND AFTER SALE ... and Agre… · BoP Bank of Punjab GoPb...
REQUEST FOR PROPOSAL (RFP)
FOR
SUPPLY AND AFTER SALE SERVICES
OF SCOOTIES
A PILOT PROJECT FOR LAHORE
Transport Department
Government of the Punjab
Transport House 11-A Egerton Road, Lahore
Ph No. 042-99200514
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DISCLAIMER
The Transport Planning Unit, Transport Department, Government of Punjab has prepared this
Request for Proposal (RFP) for the procurement of 1000 New Scooties for Females in Lahore.
This RFP does not claim to contain all the information of the Project. However, maximum
efforts have been made to incorporate available information and data relevant to the Project.
Neither Transport Department nor its employees make any representations or warranties,
express or implied as to the adequacy, accuracy, completeness or reasonability of the
information contained in this RFP. No decision should be based solely on the basis of the
information provided in this RFP. Transport Department has no liability for any statements,
opinions, information or matters (expressed or implied) arising out of, contained in or derived
from, or for any omission in this RFP. Furthermore, Transport Department will not be liable
for any written or oral communication transmitted to third parties in relation to this RFP.
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IMPORTANT NOTE
Registered Companies and Joint Ventures complying with criteria given in this document
are eligible for bidding, hereafter referred to as Bidders. This Request for Proposal (‘RFP’) does not constitute a binding agreement or an offer or
invitation by the Transport Department, Government of the Punjab to any party. The main
purpose of this RFP is to provide potential bidders with information that shall form the
basis of their proposals or bids.
Bidders must ensure that they submit all the required documents as per the prescribed
criteria and Performas/ Forms mentioned in the RFP. Bids received without valid
documentary evidence shall be rejected.
The bidders may access the website of Punjab Procurement Regulatory Authority
PPRA (http://www.ppra.punjab.gov.pk) or the Transport Planning Unit, Transport
Department (www.tpu.punjab.gov.pk) to download or approach / collect the bidding
documents from the address mentioned below.
Deputy Secretary (Planning)
Transport Department
Transport House
11-A, Egerton Road,
Lahore, PAKISTAN
E-mail: [email protected]
Tel: +92-42-99201159 Fax: 042 9920 5363
The bidding process for the underlying procurement shall be governed by the Punjab
Procurement Rules, 2014 as amended from time to time.
The bidders shall obtain all information, at their own cost and responsibility,
necessary for preparing the bid and entering into a Contract for execution. This shall
include but not be limited to the following:
Relevant laws, rules, and regulations of Pakistan and Punjab including Income
Tax and Sales Tax laws/rules, etc.
Customs duties, and other import taxes applicable in Pakistan and/or Punjab
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Information regarding port clearance facilities, loading and unloading facilities,
storage facilities, transportation facilities and congestion at Pakistan seaports/ dry
ports.
Shipments/ transportation conditions that may exist at the time of delivery of the
goods (Scooties and Accessories) as required under this RFP.
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GLOSSARY OF TERMS
3S Sales, Services & Spare parts 2S Service and Spare Parts BoP Bank of Punjab
GoPb Government of the Punjab
GoP Government of Pakistan
JV Joint Venture
OEMs Original Equipment Manufacturers
PAMA Pakistan Automotive Manufacturers Association PAAPAM Pakistan Association of Automotive Parts & Accessories Manufacturers
RFP Request for Proposal
TD Department of Transport
TPU Transport Planning Unit
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TABLE OF CONTENTS DISCLAIMER ......................................................................................................................... 3
IMPORTANT NOTE .............................................................................................................. 4
GLOSSARY OF TERMS ........................................................................................................ 6
SECTION 1: GENERAL INSTRUCTIONS ....................................................................... 12
1.1 Invitation to Bid ........................................................................................................ 12
1.2 Project Scope............................................................................................................. 12
1.3 Rules to be followed ................................................................................................. 12
1.4 Mode of Advertisement(s) ........................................................................................ 12
1.5 Type of Open Competitive Bidding ......................................................................... 13
1.6 Bidding Details (Instruction to Bidders) .................................................................. 14
1.6.1 Bid Security ........................................................................................................ 15
1.7 Definitions ................................................................................................................. 16
SECTION-2: INTRODUCTION AND BACKGROUND INFORMATION ................... 19
2.1 Project Objectives ..................................................................................................... 19
2.2 Salient Features of the Project .................................................................................. 20
2.2.1 Supply Schedule for Scooties ............................................................................. 20
2.2.2 Establishment of Service Stations ...................................................................... 20
2.2.3 Provision of Accessories .................................................................................... 21
SECTION-3: REQUIREMENTS FOR BIDDERS ............................................................. 23
3.1 Supply of Scooties .................................................................................................... 23
3.2 Number of Scooties Required ................................................................................... 23
3.3 After Sale Services Plan ........................................................................................... 23
3.4 Warranty .................................................................................................................... 23
3.5 Pre-Delivery Inspection ............................................................................................ 23
3.6 Single party/ Joint Venture/ Consortium .................................................................. 24
3.7 Documents Required ................................................................................................. 25
3.7.1 Technical Evaluation ......................................................................................... 25
3.7.2 The Financial Proposal shall comprise the following:...................................... 25
3.7.3 General Requirements shall comprise the following: ........................................ 25
3.7.4 The Bidder shall follow the instructions laid down as under: ........................... 25
SECTION- 4: INSTRUCTIONS TO BIDDERS ................................................................. 30
4.1 Submission of Bids ................................................................................................... 30
4.2 Deadline for Submission of Bids .............................................................................. 30
4.3 Late Bids ................................................................................................................... 31
4.4 Modification, Substitution and Withdrawal of Bids ................................................ 31
4.5 Language of the Bid .................................................................................................. 31
4.6 Currency of the bids .................................................................................................. 32
4.7 Bid security ............................................................................................................... 32
4.8 Performance Guarantee ............................................................................................. 32
4.8.1 Return of Performance Guarantee ..................................................................... 32
4.9 Availability of Spare parts ........................................................................................ 33
4.10 Establishment of 2S (Service and Spare Parts) Stations ....................................... 33
4.11 Documents Establishing the Conformity of the supplies to the Bidding Document
34
4.12 Documents Establishing the Qualification of the Bidder ..................................... 34
4.13 Bid Validity ........................................................................................................... 35
4.14 Responsiveness of Bids ......................................................................................... 35
4.15 Correction of Errors .............................................................................................. 35
4.16 Evaluation and Comparison of Bids ..................................................................... 36
4.17 Clarification Process and Briefing Notes .............................................................. 37
4.18 Pre-bid Meeting ..................................................................................................... 37
4.19 Participation in more than One Consortium ......................................................... 37
4.20 Cost of Proposals ................................................................................................... 37
4.21 Confidentiality Issues ............................................................................................ 38
4.22 Due Diligence by Bidders ..................................................................................... 38
4.23 Changes to the Composition of the Consortium ................................................... 39
4.24 Client’s Right to Terminate the Process ............................................................... 39
4.25 Grounds for Disqualification................................................................................. 40
4.26 Opening of the Proposals ...................................................................................... 41
4.27 Proposal Considerations ........................................................................................ 41
4.27.1 Transport Department Rights ............................................................................ 41
4.27.2 Consequence of Submission of Proposal ........................................................... 42
4.28 Award of Contract ................................................................................................. 42
4.29 Notification of Award ........................................................................................... 42
4.30 Signing of Contract Agreement ............................................................................ 43
4.31 General Performance of the Bidders ..................................................................... 43
4.32 Integrity Pact ......................................................................................................... 43
4.33 Instructions not Part of Contract ........................................................................... 43
4.34 Margin of Preference ............................................................................................. 43
4.35 Scooties Make/Brand ............................................................................................ 43
SECTION-5: INFORMATION REQUIRED FROM BIDDERS ..................................... 45
5.1 Technical Proposal .................................................................................................... 45
5.2 Financial Proposal ..................................................................................................... 45
SECTION-6: TECHNICAL AND FINANCIAL EVALUATION CRITERIA ............... 47
6.1 Technical Evaluation Criteria.................................................................................... 47
6.2 Financial Evaluation Criteria .................................................................................... 51
6.3 Price Schedule of Spare parts .................................................................................... 51
SECTION-7: SELECTION OF MANUFACTURER / SUPPLIER ................................. 53
7.1 Selection of Supplier/ Manufacturer by GoPb .......................................................... 53
ANNEXURES ......................................................................................................................... 54
Annex-A: Undertaking .......................................................................................................... 55
Annex-B: Technical Proposal Submission Form ................................................................ 56
Annex-C: Technical Proposal Forms ................................................................................... 57
Annex-D: Technical Proposal Checklist ............................................................................... 62
Annex-E: Financial Proposal Submission Form (Part of Financial Bid Envelope) .......... 63
FIN-1: Financial Bid for 80 cc or Equivalent Scooty ........................................................ 64
Annex-F: Financial Capacity of the Bidder ......................................................................... 65
Annex-G: Format for Covering Letter ................................................................................ 66
Annex-H: Scooty Specifications (Mandatory) .................................................................. 67
Annex-I: Accessories Specifications .................................................................................... 69
Annex-J: Spare Parts Availability & Price List ................................................................. 70
Annex-K: Pre-Delivery Inspection Module ......................................................................... 71
Annex-L: Warranty and After Sales Services Details ....................................................... 72
Annex-M: Key Performance Indicators (KPIs) ................................................................. 77
Annex-N: Instructions for Preparation of Power of Attorney ........................................... 79
Annex-O: Format of Power-of-Attorney ............................................................................. 80
Annex-P: Bid Security Form ................................................................................................. 81
Annex-Q: Performance Guarantee ....................................................................................... 83
Annex-R: Integrity Pact ........................................................................................................ 85
SECTION 1
GENERAL INSTRUCTIONS
SECTION 1: GENERAL INSTRUCTIONS
1.1 Invitation to Bid
Transport Department, Government of the Punjab (GoPb) invites bids for the “SUPPLY
AND AFTER SALE SERVICES OF 1000 NEW SCOOTIES OF 80 CC OR
EQUIVALENT FOR WORKING WOMEN IN LAHORE”
1.2 Project Scope
Transport Department, GoPb, invites/ requests Proposals (hereinafter referred to as “the RFP”)
for the Procurement of Scooties (Quantity = 1000) for Women in Lahore within a period of
three (03) months, as outlined in this document.
The scope of work includes;
1. Supply of Scooties, strictly in accordance with the specifications/ requirements
mentioned in this document within specified time.
2. Supply of Helmets, Knee Guards and Air Pumps (foot operated) in accordance
with the specifications mentioned in this document within specified time.
3. Availability of aftersales services network which includes nine (09) fixed (One
in each town of Lahore) and two (02) mobile workshops/ service and spare parts
stations as per requirements of Transport Department for two years.
1.3 Rules to be followed
Punjab Procurement Regulatory Rules 2014, as amended from time to time, shall govern the
underlying procurement. These may be downloaded from PPRA’s website at
http://ppra.punjab.gov.pk.
In this document, unless otherwise mentioned to the contrary, "Rule" means a Rule under
the Punjab Procurement Rules, 2014.
1.4 Mode of Advertisement(s)
As per PPRA 2014 Rule 12, this RFP is being placed online at PPRA website and Transport
Planning Unit (TPU), Transport Department website, as well as being advertised in print
media. The bidding document carrying all details can be downloaded from the following
websites;
i. www.ppra.punjab.gov.pk,
i i . www.tpu.punjab.gov.pk
or can be obtained from free of cost from the following address of Transport Department;
Deputy Secretary (Planning)
Transport Department
11A, Egerton Road,
Lahore, PAKISTAN
E-mail: [email protected]
Tel: 042 9920 1158 Fax: 042 9920 5363
1.5 Type of Open Competitive Bidding
Single Stage - Two Envelope Process shall be adopted for this Procurement as per PPRA Rules,
2014 which is as follows:
i. The bid shall comprise of a single package containing two (2) separate envelopes.
ii. The envelopes shall be marked in bold and legible letters to avoid confusion, as follows:
a. “ENVELOPE-NO. 1: TECHNICAL PROPOSAL”
b. “ENVELOPE-NO. 2: FINANCIAL PROPOSAL”
iii. Initially, only the ENVELOPE-NO. 1 marked as TECHNICAL PROPOSAL shall be
opened;
iv. ENVELOPE NO 2 shall in the custody of the Procuring Agency without being opened;
v. The technical proposal will be evaluated as per the evaluation criteria mentioned in this
RFP; and proposals which do not conform to the specified requirements as detailed in
said document will be rejected;
vi. During the technical evaluation no amendments in the technical proposal shall be
permitted;
vii. After the evaluation and approval of the technical proposal, the ENVELOPE-NO. 2:
FINANCIAL PROPOSAL of the technically accepted and qualified bids only will be
opened publically within the period of bid validity.
viii. The technically qualified bidder with lowest financial bid shall be the successful bidder.
ix. Transport Department, GoPb, will invite the successful bidder to enter into a Tripartite
Agreement with Bank of Punjab and Transport Department through a letter of Award to
be issued as per PPRA Rules, 2014.
1.6 Bidding Details (Instruction to Bidders)
The bids along with the Demand Draft / Pay Order, RFP Forms, Affidavits, etc., must be
submitted at the address mentioned above by on or before 1200 hours on Thursday 03
March, 2016. The Technical bids shall be publicly opened in the Committee Room of the
Transport Department. Transport House, 11-A Edgerton Road, Lahore, PAKISTAN, at 1300
hours on Thursday 03 March, 2016.
Queries of the Bidders (if any) for seeking clarifications regarding the procurement to be carried
out through this RFP must be received in writing at the office of Deputy Secretary (Planning)
Transport Department, Transport House, 11-A Edgerton Road, Lahore, PAKISTAN on or
before five (5) days from date of submission of bids. All queries shall be responded within due
time. The Transport Department shall hold a pre-bid meeting at 1300 hours on Tuesday
February 23, 2016; at the Committee Room, Transport Department. Transport House, 11-
A Edgerton Road, Lahore, PAKISTAN.
The bidder must submit bids on the basis of complete fulfillment of requirements. Failure to
meet this condition shall cause disqualification of the bidder. The bidder shall submit bids
which comply with the Bidding Document. Alternative bids will not be considered. The
attention of bidders is drawn to the provisions of Clause 4.15 on “Responsiveness of Bid”
regarding the rejection of Bids, which are substantially non-responsive to the requirements of
the Bidding Document.
The contact detail for all correspondence in relation to this bid is as follows:
Deputy Secretary (Planning)
Transport Department
Transport House
11-A, Egerton Road,
Lahore, PAKISTAN
E-mail: [email protected]
Tel: +92-42-99201159 Fax: 042 9920 5363
Bidders should note that during the period from the advertisement of the RFP till five (5) days
before the receipt of the bid, all queries should be communicated to the Deputy Secretary
(Planning) Transport Department, GoPb in writing.
Bidders are also required to state, in their proposals, the name, title, fax number and e-mail
address of the bidder’s authorized representative through whom all communications shall
be directed until the process has been completed or terminated.
Client will not be responsible for any costs or expenses incurred by bidders in connection
with the preparation or delivery of bids. As authority competent to accept the RFP, Client
reserves the right to cancel the RFP, or reject all bids prior to acceptance of bid as per Rule 35
of PPRA Rules, 2014.
1.6.1 Bid Security
All bids must be accompanied by a Demand Draft / Pay Order of PKR Two (02) Million as
bid security, in favor of “Section Officer (General), Transport Department, GoPb” issued by a
scheduled bank allowed carrying financial transactions in PAKISTAN.
1.7 Definitions
I. “Client/Procuring Agency” means Transport Department, GoPb.
II. "Registered Company" means a company duly registered under Companies
Ordinance 1984 with Security and Exchange Commission of Pakistan (SECP).
III. “Confirmation” means confirmation in writing.
IV. “Bidder” means a registered company or joint venture that has submitted its bid as
per the criteria/specifications listed in this RFP.
V. “Contract” means the contract proposed to be entered in/ signed between the
Transport Department, Bank of Punjab (BoP) and the Bidder, including all
attachments, appendices, and all documents incorporated by reference therein.
VI. “Contract Price” means the price inclusive of all taxes payable to the successful
bidder upon the satisfactory completion/ fulfillment of the requirements mentioned
in the RFP /Contract and performance of contractual obligations.
VII. “End User’s” means the females selected for provision of Scooties under this
project.
VIII. "Pre-Bid Meeting" means the meeting conducted by the Client for clarification of
queries of potential bidders on given date and time prior to actual date of bid
submission and opening.
IX. “Procurement Methods” means any one of the procurement modes / methods as
provided in the Punjab Procurement Rules 2014 published by the Punjab
Procurement Regulatory Authority (PPRA), Government of Punjab, as amended
from time to time.
X. “Proposal” means the bid encompassing Technical Proposal and the Financial
Proposal for the supply of the Scooties and aftersales services submitted by a bidder
in response to this RFP.
XI. “RFP” means Request for Proposals, including any amendments that may be made
by the Client for Procurement of Scooties.
XII. “Service Stations” means service stations / points (fixed / mobile) established for
the maintenance and repair of Scooties having experienced mechanics / electricians
/ workmanship and equipped with all accessories / spare parts related to Scooties.
XIII. “SBD” means Standard Bidding Documents.
XIV. “Scope of Works” means the tasks to be performed by the bidder pursuant to the
Contract
XV. “Three Wheeler” mean Rickshaw or Motorcycle Rickshaw
XVI. “Two Wheeler” means Motorcycle or Scooty
XVII. “TEC” means the Technical Evaluation Committee, constituted for the purpose of
evaluating the Proposals received.
XVIII. “GoPb” means Government of the Punjab.
XIX. “GoP” means Government of Pakistan
SECTION-2
INTRODUCTION AND BACKGROUND
SECTION-2: INTRODUCTION AND BACKGROUND INFORMATION
Lahore is the provincial capital and second largest city in Pakistan with a population of more
than 10 Million. The city’s rapidly growing population coupled with its rising demand for the
urban and intercity transport has resulted in transport related problems such as road congestion,
poor condition of public transport, and lack of public transport facilities especially for females.
The existing public transport does not cater the travel needs of females in the city. Lahore
Transport Company (LTC) is operating few designated urban buses for female which are not
sufficient to meet the mobility needs of women. Women of all classes are facing challenges
with respect to accessing their desired activity locations, however the working women and
students are among the most disadvantageous social groups.
Among the various problems faced by the women while utilizing public transport as mode of
communication, physical and mental harassment is the most prominent issue. Although, many
public and private organizations and female educational institutes have their own transport
arrangements for their staff and students, but it is not sufficient. A large number of females
aces their respective destinations (work place, educational institutes, commercial centers, etc.)
through public transport, where they feel unsafe and are uncomfortable while using these
services.
To address these transportation issues for females in Punjab, Transport Department, aims to
implement a project wherein Scooties to the women (working and students) in Punjab will be
provided. It is envisioned that this project is a step towards women's financial and professional
empowerment.
2.1 Project Objectives
The desired objectives of the project include;
To improve female’s mobility
To enhance female’s access to social and economic opportunities
Women empowerment, equity and social inclusion
This project will facilitate females in following aspects;
Self-reliance
Respectable mode of travelling
Easy mobility
Access to services
2.2 Salient Features of the Project
The project has been conceptualized to increase accessibility and mobility of working
women and female students of Lahore city by providing Scooties at subsidized rate.
Efficiency, cost effectiveness as well as affordability of the applicants are the significant
features for their selection as the potential recipient. Correspondingly, Government of
Punjab will provide upfront capital subsidy and the successful applicants will pay the
remaining cost of the Scooties in installments with Zero Mark-up on the amount being
financed by the Bank of Punjab. Helmets, Knee safety guards and Air Pumps (foot operated)
shall also be provided for safety and convenience of the Scooty drivers. These Scooties will
be equipped with trackers for security purposes. The Government of Punjab has also devised
a comprehensive driver training plan for the successful applicants who will be provided
mandatory driving training through help of female staff of Lahore Traffic Police. The
selection of successful candidates for provision of Scooties shall be made through
computerized Balloting under Media scrutiny.
2.2.1 Supply Schedule for Scooties
The bidder shall ensure delivery of 1000 Brand New Scooties as per approved specifications
within 90 days (03 months), from the date of signing of contract.
2.2.2 Establishment of Service Stations
The successful bidder shall establish Nine (09) fixed 2S (Service and Spare Parts) Centers and
two (02) mobile workshops (including necessary spare parts) in Lahore. The centers and
workshops shall provide maintenance service for Two (2) years as devised in this RFP. The
Transport Department and Industries, Commerce & Investment Department, Government of the
Punjab (GoPb) will certify the established service and spare centers at-least 48 hours before the
delivery of first scooty.
2.2.3 Provision of Accessories
Selected bidder shall provide accessories including helmet, knee guards and air pump (foot
operated) with each Scooty.
SECTION-3
REQUIREMENTS FOR BIDDERS
SECTION-3: REQUIREMENTS FOR BIDDERS
The prospective bidder is required to comply with the following requirements:
3.1 Supply of Scooties
The prospective bidder is required to bid for supply of 1000 brand new Scooties and Accessories
conforming to the specifications provided in this RFP document mentioned in Annex-H &
Annex-I. Transport Department, GoPb will finalize the color scheme of the scooty.
3.2 Number of Scooties Required
The total quantity of Scooties to be supplied under this project is One Thousand (1000). The
potential bidder who will bid for lesser quantity shall be considered as non-responsive.
3.3 After Sale Services Plan
Bidders shall have to furnish after sales and services plan ensuring the availability of all spare
parts in Lahore from the day first Scooty is delivered. In addition, spares parts and general
maintenance of the Scooties is to be ensured for at least two (2) years from the delivery date in
Lahore through a network of workshops of nine (09) fixed and two (02) mobile service stations
with requisite manpower (Mechanics) to ensure quick and quality repair and maintenance of
the Scooties. The successful bidder will ensure that maximum geographical coverage is
provided while locating the service centres for Scooty drivers.
3.4 Warranty
The successful bidder will be responsible for any defect or failure of part(s) provided in the
Scooty due to defective design, material or workmanship, for a period of One (1) year of
delivery of Scooty or 20,000 Kms, whichever is earlier from the date of delivery. The
rectification/ replacement of failed components/ equipment under warranty will be undertaken
by the successful bidder at established 2S stations or mobile workshops free of cost. Details
regarding warranty are mentioned in Annex-L.
3.5 Pre-Delivery Inspection
The bidder shall inform the Client within 10 days of shipment of Scooty for pre-delivery
inspection by the Client’s authorized panel of experts (The team may inspect all or some
modules mentioned in Annex-K). The Client inspect Scooty, to check conformity to approved
specifications, before delivery of the same to the selected females’ issue a satisfactory note
depicting conformation to the required standards and specifications as mentioned in Annex-H.
Any cost associated with the pre-shipment inspection i.e. boarding, lodging, and in land
transportation, will be borne by the bidder.
3.6 Single party/ Joint Venture/ Consortium
A prospective bidder may be a single entity or may be a joint venture /consortium comprising
of companies, firms, corporate bodies or other legal entities. Joint ventures/ consortium being
eligible to bid shall comply with the following conditions:
i. Bidders may form a joint venture of maximum four partners. An Agreement
Deed legally executed to that effect, or a Memorandum of Understanding
(MOU), signed by all the partners shall be submitted with the bidding
documents. All partners of the JV must be Registered Companies with SECP or
Relevant Authority in their Home Country.
ii. There shall be at least one locally registered company (Partner) of good
repute, with relevant experience and proven track record, in the joint venture
and shall be the lead partner.
iii. The lead partner shall enter into legal contract with Transport Department and
BOP and would be liable to incur liabilities, receive payments and receive
instructions for and on behalf of any or all partners. A power of attorney to
that effect, legally executed, signed by all the partners shall be submitted with
the bid.
iv. The Lead Partner in case of joint venture shall not be allowed to assign/ transfer/
sublet the contract or any part thereof to another party.
v. Partner other than the lead partner would also be bound by the terms and
conditions of the contract and shall be jointly and severally liable for the
execution of the Contract in accordance with the terms and conditions of the
Contract.
3.7 Documents Required
3.7.1 Technical Evaluation
3.7.1.1 Technical Proposal Submission Form (Annex-B)
3.7.1.2 Technical Proposal Forms (Annex-C)
3.7.1.3 Technical Proposal Checklist (Annex-D)
3.7.2 The Financial Proposal shall comprise the following:
3.7.2.1 Financial Proposal Submission Form (Annex-E)
3.7.2.2 Financial Capacity of the Bidder (Annex-F)
3.7.2.3 Financial Bid for 80 cc or Equivalent Scooty (FIN-1)
3.7.3 General Requirements shall comprise the following:
3.7.3.1 Undertaking (All terms & conditions and qualifications listed
anywhere in the RFP have been satisfactorily vetted) (Annex-A)
3.7.3.2 Format of covering letter duly signed and stamped by authorized
representative. (Annex-G)
3.7.3.3 Scooty Specification (Annex-H)
3.7.3.4 Accessories Specifications (Annex-I)
3.7.3.5 Spare Parts Availability & Price List (Annex-J)
3.7.3.6 Pre-delivery Inspection Module (Annex-K)
3.7.3.7 Warranty and After Sales Services Details (Annex-L)
3.7.3.8 Key Performance Indicators (Annex-M)
3.7.3.9 Instructions for preparation of Power of Attorney (Annex-N)
3.7.3.10 Format of Power of Attorney (Annex-O)
3.7.3.11 Bid Security Form (Annex-P)
3.7.3.12 Performance Guarantee (Annex-Q)
3.7.3.13 Integrity Pact (Annex-R)
3.7.4 The Bidder shall follow the instructions laid down as under:
3.7.4.1 The Bidder shall seal the duly signed and stamped Original Technical
Proposal in an envelope duly marked as under:
Envelope No. 1A: Original Technical Proposal for
Project Name. [Name of Project]
[Name of the Client] [Address of the Client]
[Name of the Bidder] [Address of the Bidder] [Phone No. of the Bidder]
3.7.4.2 The Bidder shall seal the duly signed and stamped Duplicate Technical Bid
in an envelope duly marked as under:
Envelope No. – 1B: Duplicate Technical Proposal (02 copies) for
Project Name. [Name of Project]
[Name of the Client] [Address of the Client]
[Name of the Bidder] [Address of the Bidder] [Phone No. of the Bidder]
3.7.4.3 The Bidder shall seal the duly signed and stamped Original Financial
Proposal in an envelope duly marked as under:
Envelope No. 2A: Original Financial Proposal for
Project Name. [Name of Project]
[Name of the Client] [Address of the Client]
[Name of the Bidder] [Address of the Bidder] [Phone No. of the Bidder]
STRICTLY CONFIDENTIAL – DO NOT OPEN BEFORE
TECHNICAL EVALUATION
3.7.4.4 The Bidder shall seal the duly signed and stamped Duplicate Financial Bid
in an envelope duly marked as under:
Envelope No. – 2B: Duplicate Financial Proposal (02 copies) for
Project Name. [Name of Project]
[Name of the Client] [Address of the Client]
[Name of the Bidder] [Address of the Bidder] [Phone No. of the Bidder]
STRICTLY CONFIDENTIAL – DO NOT OPEN BEFORE
TECHNICAL EVALUATION
3.7.4.5 The Bidder shall again seal and sign the already sealed envelopes of Original
Technical Proposal and the Original Financial Proposal in an outer envelope,
duly marked as under:
Envelope No. (1+2)A: Original Bid for
Project Name. [Name of Project]
Strictly Confidential
Open on [Last Date of submission of the Bid]
[Name of the Client] [Address of the Client]
[Name of the Bidder] [Address of the Bidder] [Phone No. of the Bidder]
3.7.4.6 The Bidder shall again seal and sign the already sealed envelopes of
Duplicate Technical Proposal and the Duplicate Financial Proposal in an
outer envelope, duly marked as under:
Envelope (1+2)B Duplicate Bid for
Project Name. [Name of Project]
Strictly Confidential
Open on [Last Date of submission of the Bid]
[Name of the Client] [Address of the Client]
[Name of the Bidder] [Address of the Bidder] [Phone No. of the Bidder]
3.7.4.7 As applicable, the Bidder shall again seal Envelope Nos. (1+2)A, (1+2) B in
a single envelope with title of the Bidding Document stated on front of the
envelop
Project Name. [Name of Project]
[Name of the Client] [Address of the Client]
[Name of the Bidder] [Address of the Bidder] [Phone No. of the Bidder]
3.7.4.8 The Bidder shall enclose soft copies of the Technical Proposal only including
all Forms, Annexes, Schedules, Charts, Drawings, Documents, Brochures,
Literature, etc., in the form of MS Word Documents/ MS Excel Worksheets/
PDF/ Scanned images, along with the hard copies.
3.7.4.9 The Bidding Documents shall be mailed through a registered courier or
hand-delivered to reach at the Client’s office before the closing date and time
(last day of submission of bid).
3.7.4.10 This is made obligatory to affix authorized signatures with official seal on
all original and duplicate (copies) documents, Annex’s, copies, certificates,
brochures, literature, drawings, letters, forms and all relevant documents as
part of the bids submitted by the Bidder. Noncompliance with the same
may cause the rejection of bid at the time of opening.
SECTION-4
INSTRUCTIONS TO BIDDERS
SECTION- 4: INSTRUCTIONS TO BIDDERS
4.1 Submission of Bids
The potential bidders are required to submit their sealed bids clearly stating the bidder’s legal
name and address containing separate sealed envelopes in the manner given hereunder:
Sr. No. Proposal
reference
Requirements for submission
1 Technical
Proposal
TECHNICAL PROPOSAL is to be submitted in triplicate (one
original and two duplicate copies sealed in separate envelopes)
placed in a single sealed envelope clearly marked as per the
criteria mentioned in section 3.7.4.1 & 3.7.4.2. The envelope
must also clearly state, the bidder’s legal name and address.
2
Financial
Proposal
FINANCIAL PROPOSAL is to be submitted in triplicate (one
original and two duplicate copies sealed in separate envelopes)
placed in a single sealed envelope clearly marked as per the
criteria mentioned in section 3.7.4.3 & 3.7.4.4. The envelope
must also clearly state, the bidder’s legal name and address.
4.2 Deadline for Submission of Bids
a. The proposals from potential bidders should reach on or before Thursday 03 March, 2016
no later than 1200 hours along with the bid security in the form of Pay Order / Bank Draft,
RFP Forms, Affidavits, etc. on the following address:
Deputy Secretary (Planning)
Transport Department
11A, Egerton Road,
Lahore, PAKISTAN
E-mail: [email protected]
Tel: +92-42-99201159 Fax: 042 9920 5363
b. Bids with any type of charges payable will not be accepted, nor will arrangements be
undertaken/ made to collect the bids from any delivery point other than that specified above.
Bidders shall bear all expenses incurred in the preparation and delivery of bids. No claims
will be entertained for refund of such expenses.
c. Where delivery of a bid is by mail and the Bidder wishes to receive an acknowledgment of
receipt of such bid, the bidder shall make a request for such acknowledgment in a separate
letter attached to but not included in the sealed bid package.
d. Upon request, acknowledgment of receipt of bids will be provided to those making delivery
in person or by messenger.
e. The Client may, at his discretion, extend the deadline for submission of bids by issuing an
addendum/amendment/corrigendum in which case all rights and obligations of the Client
and the Bidders previously subject to the original deadline will thereafter be subject to the
new deadline as extended.
4.3 Late Bids
Any bid received by the Client after the deadline for submission of bids prescribed in shall be
returned unopened to such bidder. Delays in the mail, delays of person in transit, or delivery of
a bid to the wrong office shall not be accepted as an excuse for failure to deliver a bid at the
proper place and time. It shall be the Bidder’s responsibility to determine the manner in which
timely delivery of his bid will be accomplished either in person, by messenger or by mail.
4.4 Modification, Substitution and Withdrawal of Bids
Any Bidder may modify, substitute or withdraw his bid after bid submission provided that the
modification, substitution or written notice of withdrawal is received by the Client prior to the
deadline for submission of bids.
The modification, substitution, or notice for withdrawal of any bid shall be prepared, sealed,
marked and delivered with the outer and inner envelopes additionally marked
“MODIFICATION”, “SUBSTITUTION” or “WITHDRAWAL” as appropriate.
No bid may be modified by a Bidder after the deadline for submission of bids. Withdrawal of
a bid during after the deadline for submission of bids may result in forfeiture of the Bid
Security.
4.5 Language of the Bid
The RFP and all documents to be submitted relating to the RFP, exchanged between the
Bidder and the Client, shall be in English. Any printed literature furnished by the Bidder in
another language shall be accompanied by an attested English translation which shall govern
for purposes of interpretation of the documents to be submitted relating to the RFP.
4.6 Currency of the bids
All monetary values quoted in the bid shall be in the Pak Rupees.
4.7 Bid security
Prospective Bidders shall be required to submit aforementioned Bid Security in section 1.6.1
along with their technical proposal in the shape of a bank draft/ pay order in favor of Section
Officer General, Transport Department, GoPb. The bid security shall be dis-dragged/ returned
to all unsuccessful bidders after signing of the agreement with the successful bidder.
A bid security may be forfeited;
a. If the Bidder withdraws its bid during the period of bid validity
b. In case of successful bidder fails within the specified time to
i. Furnish the necessary performance security for delivery of Scooties
ii. Sign the contract agreement
c. In case of default
4.8 Performance Guarantee
A bank/ performance guarantee must be furnished by the successful bidder in the shape of either
a pay-order or a bank draft or a Bank guarantee prior to signing of agreement (draft specimen
included in Annex-Q), which shall be 10% of the contract price.
4.8.1 Return of Performance Guarantee
Half of the amount of the performance guarantee (50%) shall be returned after successful
delivery of the requisite number of Scooties in specified time, in accordance with the approved
specifications and expiry of one (1) year from date of delivery of last Scooty.
The remaining 50 % of the performance guarantee will be returned in two phases. Half of this
remaining 50% will be returned after 6 months i.e., expiry of one and half year (1 year and 6
months) from the date of delivery of last Scooty. The last remaining amount of 25% of the
performance guarantee will be returned after expiry of two (2) years from the date of delivery
of last Scooty.
The potential bidder shall have to comply with the Key performance indicators (KPIs)
pertaining to after sale service attached at Annex-M. In case of non-compliance to these KPIs,
the bidder will be subjected to penalties which will be deducted from the performance
guarantee.
4.9 Availability of Spare parts
The manufacturer will be bound to ensure supply/ availability of spare parts of Scooties for a
period of 02 years from the date of delivery of Scooties. The bidder performance guarantee shall
be proportionately divided for supply and availability of spare parts over a period of 02 years as
mentioned at Annex-J.
4.10 Establishment of 2S (Service and Spare Parts) Stations
The bidder shall establish 2S (Service and Spare parts) centres (nine fixed & two mobile) where
in availability of parts and sufficient number of mechanics shall be ensured for a period of 2
years from the date of delivery of first Scooty. The stated stations must have facilities for fault-
diagnostics, service (minor and major repairs) and commonly used parts availability throughout
the contract period. The stations must have trained and experienced professionals for quick
fitting and fixing. It is mandatory for the bidder to provide complete list of spare parts
associated with Scooty engine and body along with prices in PKR for continuous supply in 2S
Stations as mentioned in the RFP. This list should be a supplement to the list provided in
Annex-J (price schedule for spare parts), failure to furnish the spare parts list will result in
retentions of performance guarantee by the Client. The availability of spare parts and services
shall be monitored and evaluated through complaints registered at Compliant Offices/Website/
Help Line of Transport Department during the contract period. Non availability/ establishment
of 2S Services as per requirement shall be liable to imposition of penalties/deduction of
Performance Bank Guarantee deposit against after sale services. Transport Department and
Industries, Commerce and Investment Department shall certify the established Service and
Spare Parts Stations at least 48 hours before the delivery of the first Scooty. The department
will also inspect and certify the Fixed and Mobile Service and Spare Parts Stations from time
to time, minimum twice in a year to check the inventory of spare parts and quality of repair and
maintenance services offered. Non availability/ establishment of 2S Services as per
requirement shall be liable to imposition of penalties/deduction of Performance Bank
Guarantee deposit against after sale services.
4.11 Documents Establishing the Conformity of the supplies to the Bidding
Document
To establish the conformity of the supplies to the Bidding Document, the Bidder shall furnish
as part of its Bid the documentary evidence that
i. The Scooties to be supplied shall conform to the specified requirements.
ii. Standards for workmanship, process, material, and equipment, as well as references to
brand names or catalogue numbers shall be furnished in the Delivery and Completion
Schedule. The Bidder may offer other standards of quality, brand names, and/or
catalogue numbers, provided that it demonstrates, to the Client’s satisfaction, that the
substitutions ensure substantial equivalence or are superior to those specified in
Delivery and Completion Schedule of Supply.
The documentary evidence may be in the form of literature, drawings or data, and shall consist
of a detailed item-by-item description of the essential technical and performance characteristics
of the supplies.
4.12 Documents Establishing the Qualification of the Bidder
The documentary evidence to be provided by the Bidder regarding it’s qualification to perform
the contract, if it’s bid is accepted, shall establish to the Client’s satisfaction that the Bidder
meets each of the qualification criterion specified in Bidding Documents. If so required in the
Bidding Data, a Bidder that does not manufacture or produce the supplies it offers to supply
shall submit the Manufacturer’s Authorization using the appended form to demonstrate that it
has been duly authorized by the manufacturer or producer to supply these goods in the Client’s
country.
Failing to provide afore-mentioned document as required shall result in non-responsiveness
of the bid.
4.13 Bid Validity
Bid Security submitted by the bidders must remain valid and open for acceptance by the
respective financial entity for four (04) months from the bid submission date. During this period
the bidders shall maintain the availability of resources offered in their proposals. Client will
make its best effort to complete financial close within this period. Should the need arise; Client
may request bidders to extend the validity period of their proposals. Bidders who do not agree
to the client request have the right to refuse to extend the validity of their proposals.
4.14 Responsiveness of Bids
A bid will be considered non-responsive if the bidder,
1. does not meet the required specification of the Scooty mentioned in Annex-H
2. bids for less than required quantity of 1000 Brand New Scooties
3. fails to furnish list of spare parts along-with prices delivery ex-Lahore and furnish guarantee
to make these available during 2 years of contract period
4. fails to submit bid security as required
5. fail to submit documents establishing the qualification of the bidder
6. Fails to provide Manufacturer/supplier/ Authorized Dealer Registration record in
Pakistan or the country of Origin (In case of JV Applicable to all members)
7. Fails to provide Manufacturer/supplier/Authorized Dealer Establishment record for at
least 2 years in form of Company Registration with SECP/Certified Copy of
Certificate of Incorporation OR equivalent document as applicable in the country
of origin (In case of JV Applicable to any one member).
8. Fails to provide Valid GST and NTN company registration certificates OR equivalent
documents as applicable in the country of origin (In case of JV Applicable to all members).
9. Failure to submit Agreement Deed / MOU in case of JV.
10. Fails to submit Certificate stating compliance to each scooty specifications mentioned in
Annex-H.
11. Fails to submit Documents stating the specification of Helmet, knee guards and air pump
(foot operated).
4.15 Correction of Errors
Bids determined to be substantially responsive will be checked by the Client for any arithmetic
errors. Errors will be corrected by the Client as follows:
a. where there is a discrepancy between the amounts in figures and in words, the amount
in words will govern; and
b. where there is a discrepancy between the unit rate and the line item total resulting from
multiplying the unit rate by the quantity, the unit rate as quoted will govern, unless in
the opinion of the Client there is an obviously gross misplacement of the decimal point
in the unit rate, in which case the line item total as quoted will govern and the unit rate
will be corrected.
The amount stated in the Form of Bid will be adjusted by the Client in accordance with the
above procedure for the correction of errors shall be considered as binding upon the Bidder. If
the Bidder does not accept the corrected Bid Price, the Bid will be rejected, and the Bid Security
shall be forfeited hereof.
4.16 Evaluation and Comparison of Bids
The Client will evaluate and compare only the Bids determined to be substantially responsive.
In evaluating the Bids, the Client will determine for each Bid the evaluated Bid Price by
adjusting the Bid Price as follows:
a. making any correction for errors;
b. excluding Provisional Sums and the provision, if any, for contingencies; and
c. making an appropriate adjustment for any other acceptable variation or deviation from
specification or performance criteria
The estimated effect of the price adjustment provisions of the Conditions of Contract, applied
over the period of execution of the Contract, shall not be taken into account in Bid evaluation.
If the Bid of the successful Bidder is seriously unbalanced in relation to the Client’s estimate
of the cost of Goods to be delivered under the Contract, the Client may require the Bidder to
produce detailed price analyses for any or all items of the Price Schedules to demonstrate the
internal consistency of those prices with the manufacturing methodology and schedule
proposed. After evaluation of the price analyses, the Client may require that the amount of the
Performance Security set forth be increased at the expense of the successful Bidder to a level
sufficient to protect the Client against financial loss in the event of default of the successful
bidder under the Contract.
4.17 Clarification Process and Briefing Notes
In case of any queries or clarifications regarding this RFP, the bidder shall write to Client, at
least five days before the bid submission date as mentioned in section 1.6 of this RFP. In the
interest of fairness, any clarifications issued to any bidder shall be posted on Client’s official
website (http://www.tpu.punjab.gov.pk) or PPRA Website (www.ppra.punjab.gov.pk). In
case where Client will require any explanations or clarifications on the proposals submitted by
the bidders, Client will contact the bidders in writing and the bidder shall be bound to respond
within 03 days of the date of the communication. Such written responses received from the
bidders shall become part of their proposals.
4.18 Pre-bid Meeting
As part of the bidding process a pre-bid meeting for potential bidders will be held on 1300 hours
on Tuesday 23 February, 2016 at the Transport Department Committee Room, 11-A
Egerton Road, Lahore. Participation of potential bidders in this meeting though not mandatory,
however, is encouraged. This meeting will be aimed at providing an opportunity to the potential
bidders for seeking any clarifications or explanations on the bid documents, scope of services
to be provided, bidding process or any other matter important to the bidders. In the interest of
productiveness of the pre-bid meeting, the bidders are requested, as far as possible, to submit
their questions in writing. Minutes of the Meeting, including the text of the questions raised and
the responses thereof shall be transmitted without delay to all bidders.
4.19 Participation in more than One Consortium
In order to avoid any potential conflict of interest, no party to any consortium shall be a member
of, or in any way participate or be involved, whether directly or indirectly, in another consortium
at any stage of the bidding process. This condition doesn’t apply to commercial entity or
financial institution whose role is limited purely to lending money or advancing credit to the
bidding consortium.
4.20 Cost of Proposals
The bidders shall bear all costs associated with the preparation and submission of the bid/
proposals in response to this RFP, Client shall in no case be responsible or liable for these costs,
regardless of the conduct or outcome of the solicitation. The costs of preparing the proposal/
offer as well as of negotiating the Agreement, including costs of participation in meeting will
also not be reimbursable.
4.21 Confidentiality Issues
Information relating to the examination, clarification, evaluation, comparison of bids, and
recommendations for the award of a contract, shall not be disclosed to any bidder or any other
persons not officially concerned with such process until the award to the successful bidder has
been announced. Any effort by a bidder to influence Client’s processing of bids or decisions
pertaining to the award of procurement may result in the forthwith rejection of the bidder’s
proposal and forfeiture of the bid security. Bidders authorize Client to release any information
that is reasonably required as part of the proposal evaluation process, which would otherwise be
prevented by Client from releasing due to confidential nature of such information.
The Successful bidder shall not, during or after the term of Supply of Scooties, disclose any
proprietary or confidential information relating to the project, the services, the agreement, or the
Client business or operations (other than for the purposes of provision of requisite services)
without prior written consent of the Client, unless such disclosure is required by Applicable
Laws or regulations or such information is required for research purposes or has entered the
public domain other than by a breach of the Agreement, or was already in public domain, or
was already lawfully in the possession of the successful bidder at the time of such disclosure to
them. Successful bidder shall protect such information from inadvertent disclosure to any third
party in the same manner that they protect their own confidential information. Upon completion
of the term of the Agreement, these provisions shall remain in force.
4.22 Due Diligence by Bidders
The information contained in this RFP as well as any information appended hereto is being
supplied to the bidders for their guidance only and the bidders at their own discretion may or
may not use the information for the purposes of developing their proposals. Client will not
assume any responsibility or liability for completeness, accuracy or up-dating of such
information. Similarly Client assumes no responsibility or liability for completeness, accuracy
or up-dating of the studies available with Client. In this respect the bidders are requested to
conduct their own due diligence involving their technical, financial and legal personnel to verify
or develop their own assumptions for the purposes of bid development and submission. Potential
bidders shall verify the accuracy, reliability and completeness of the information provided in
this RFP, however, as stated earlier they are entitled to perform due diligence and wherever
necessary obtain independent advice on their own cost from appropriate sources. Client makes
no representation or warranty and shall incur no liability under any law, statute, rules or
regulations as to the accuracy, reliability or completeness of the project information. Each bidder
shall conduct its own studies and analysis and is advised to collect and obtain any other
information that may be necessary for evaluating the project and preparing the bid, at its own
responsibility and cost. The bidders shall be deemed to have satisfied themselves before
submitting their bids, as to the risks, contingencies and all other circumstances, which may
influence or affect the project and subsequently their bids.
4.23 Changes to the Composition of the Consortium
There shall not be any change in the composition of the consortium under the normal
circumstances during the bidding process. However, under special circumstances, substitution /
addition may be considered by Client only once only for one substitution/ addition in the
members of the consortium of the bidder. The decision of Client either to approve or disapprove
such substitution / addition shall be final and binding on the bidder. Client may permit change
in the composition of a consortium during the bid process, only where:
a. The lead member continues to be the lead member of the consortium;
b. The substitute is at least equal, in terms of technical capacity and financial capacity, to
the consortium member who is sought to be substituted and the modified consortium
shall continue to meet the bidding criteria for the applicants; and
c. The new member(s) expressly adopt(s) the application already made on behalf of the
consortium as if it were an original party to it, and is not an applicant / member / associate
of any other consortium bidding for this project.
4.24 Client’s Right to Terminate the Process
Notwithstanding anything contained in this RFP the Client reserves the right to accept or reject
any proposal and to annul the bidding process and reject all proposals / bids, at any time, prior
to acceptance of bid/proposal, without any liability or any obligation for such acceptance,
rejection or annulment, and without assigning any reasons thereto. However under PPRA 2014
Rules 35(2) the Procuring Agency shall upon request communicate to any bidder, the grounds
for its rejection of all bids or proposals, but shall not be required to justify those grounds. The
Client reserves the right, at any time without assigning any reasons, to:
a) Cancel the bidding process
b) Cancel or disqualify any bid submitted by the bidders
c) Change/ alter any of the provisions of this RFP
d) Reject any bid submitted after the expiry of time & date for submission
of bids
The bidders shall protect and defend unconditionally as well as indemnify and hold Client, or
any other relevant government body/agency, its employees, directors and officers free and
harmless from and against any and all liabilities, losses, claims, liens, demands, damages against
any and all causes of action of every kind and character, including without limitation any
judgments, penalties, interest, court costs and any legal fees incurred in enforcing this indemnity
arising here under. Client makes no representations, covenants, warranties or guarantees,
express or implied, other than those expressly set forth in this document. Client shall not be
liable, in any case, for contingent or consequential, special or indirect damages.
4.25 Grounds for Disqualification
Without limiting or restricting the generality of clause 4.24 above:
Client reserves the right to reject any proposal and/or bid without assigning any reasons, if:
i. At any time, a material misrepresentation is made or uncovered, or
ii. the bidder is found to be insolvent, or
iii. Any key personnel of the bidding organization or the consortia have been
convicted by any Court of Law, or
iv. The bidder does not provide, within the specified time, the supplementary
information sought by Client for evaluation of the proposal.
v. The bid is found non-responsive.
Such misrepresentation / improper response shall lead to disqualification of the bidder. If bidder
is a consortium, then the entire consortium shall be disqualified.
If such disqualification / rejection occur after the financial bids have been opened, but before
signing of the Agreement, Client reserve the right to:
i. Invite the 2nd lowest bidder for consideration in accordance with the provisions
of this RFP; or
ii. Take any such measures as it may deem fit at the sole discretion of Client,
including removal of an individual bidder and /or annulment of the whole
bidding process.
Client reserves the right to verify all statements, information and documents submitted by the
bidders in response to the RFP. Client’s failure to undertake such verification shall neither
relieve the bidder of its obligations or liabilities hereunder nor will it affect any rights of the
Client.
4.26 Opening of the Proposals
The opening of the proposals should be read in conjunction with the Section 1.5. Technical
proposals will be immediately opened after the end of deadline for submission of the
proposals by the procurement committee constituted for bid evaluation and the financial
proposals shall remain sealed and securely stored. Upon completion of the technical
evaluation process, bidders receiving technical score of 65% or higher will be short listed
and invited to attend the opening of sealed financial bids. Financial bids of all unsuccessful
bidders, who didn’t qualify in the technical evaluation, shall be returned unopened. Only
financial proposals of technically qualified bidders shall be opened by Client in front of
authorized representatives of the bidders. Lowest value of “X” will determine the
successful bidder, provided mandatory requirements are met and bidder has qualified
technical evaluation successfully. After evaluation of the financial bid, the Bid security of
unsuccessful bidders will be returned.
4.27 Proposal Considerations
4.27.1 Transport Department Rights
In issuing this RFP, Client retains the following rights:
1. Issuing addendum to the RFP, including extension or otherwise revising the timeline for
submission of proposals.
2. Withdrawing, reissuing, or modifying the RFP.
3. Requesting clarification and/or additional information from the bidders at any point in the
bidding process.
4. Executing procurement and supply agreement with a bidder on the basis of the original
proposals and/or any other information submitted by the bidder during the bidding process.
5. Rejecting any or all proposals as may be deemed to be in the best interest of Client and the
project.
4.27.2 Consequence of Submission of Proposal
The submission of a proposal shall not, in any way, be deemed an agreement between the
potential bidder, Transport Department, GoPb and BoP. Specifically, the following provisions
apply upon submission of proposals by the bidders:
1. Client shall not be obligated to respond to any proposal submitted nor be bound in any
manner by the submission of a proposal.
2. Acceptance of a proposal by the Client obligates the bidder to enter into good faith
agreement negotiations based on the proposal submitted.
4.28 Award of Contract
The Client will award the Contract to the eligible Bidder whose bid has been determined to be
substantially responsive and who has offered the lowest evaluated Bid Price approved by the
Client.
The Client, at any stage of the bid evaluation, having credible reasons for or prima facie
evidence of any defect in supplier’s or manufacturer capacities, may require the bidder to
provide information concerning their professional, technical, financial, legal or managerial
competence whether already pre-qualified or not:
“Provided that such qualification shall only be laid down after recording reasons
therefore in writing, and shall be part of the records of that bid evaluation report.”
4.29 Notification of Award
Prior to expiration of the period of bid validity prescribed by the Client, the Client will notify
the successful Bidder in writing (“Letter of Award”) that his Bid has been accepted. This letter
shall name the sum which the Client will pay the bidder in consideration of the delivery of
supplies as prescribed by the Contract (hereinafter and in the Conditions of Contract called the
“Contract Price”).
The notification of award and its acceptance by the Bidder will constitute the formation of the
Contract, binding the Client and the Bidder till signing of the formal Contract Agreement. Upon
furnishing of a Performance Security by the successful Bidder, the Client will promptly notify
the other Bidders that their Bids have been unsuccessful and return their Bid Security.
4.30 Signing of Contract Agreement
Within 10 days from the date of furnishing of acceptable Performance Security under the
Conditions of Contract, the Client will send the successful Bidder the Contract Agreement,
incorporating all agreements between the parties. The formal Agreement between the Bank of
Punjab, Transport Department, GoPb and the successful Bidder shall be executed within 10
days of the receipt of the Contract Agreement by the successful Bidder from the Client.
4.31 General Performance of the Bidders
The Client reserves the right to obtain information regarding performance of the bidders on
their previously awarded contracts. The Client may in case of consistent poor performance of
any Bidder as reported by the Clients of the previously awarded contracts, interalia, reject his
bid and proceed in accordance with PPRA Rules 2014 to take such action as may be deemed
appropriate under the circumstances of the case including black listing of such Bidder and
debarring him from participation in any future bidding.
4.32 Integrity Pact
The Bidder shall sign and stamp the Integrity Pact provided at Annex-R to Bid in the Bidding
Documents. Failure to provide such Integrity Pact shall make the bidder non-responsive.
4.33 Instructions not Part of Contract
Bids shall be prepared and submitted in accordance with the Instructions provided in this RFP
to assist Bidders in preparing their bids.
4.34 Margin of Preference
Unless otherwise specified in the Bidding Data, no margin of preference shall apply.
4.35 Scooties Make/Brand
The bidder is required to clearly quote a brand of Scooties. The quoted Brand must meet the
specifications prescribed in this bidding document.
SECTION-5
INFORMATION REQUIRED FROM BIDDERS
SECTION-5: INFORMATION REQUIRED FROM BIDDERS
5.1 Technical Proposal
The bidders are required to submit following basic documents for technical assessment:
1- Bidder details including name of the Company/ JV registered and mailing address, year of
establishment and number of years in experience.
2- Technical capabilities in terms of human resources including owner/ director bio data etc.
3- National Tax Number /Tax registration and Sales Tax certificate of the Manufacturer /
Supplier.
4- Supply timeline but not later than 3 months (90 days) indicating number of phases and
number of Scooties to be supplied in each phase within those three months.
5- Plan for supply of services and spares parts for 02 years of the contract period. The plan
should elaborate either establishing own dealership or partnership with another party for
dealership in Lahore. The cost of training for necessary services and replacement services
shall be borne by either the dealer or the successful bidder.
6- Audited Financial Statements of Accounts for last 3 years;
7- Undertaking that the firm has not been blacklisted or debarred by any government
organization in Pakistan or their home country;
Note: In addition to the above documents, Client may require additional documents in support
of evidence against technical evaluation criteria as mentioned in section 6.
5.2 Financial Proposal
The financial proposal must be submitted in a separate sealed envelope on letterheads,
indicating the name of the Manufacturer / Supplier, containing following information:
Cost of single Scooty along with accessories, meeting required standard/ specifications quoted
on the basis of delivery at Lahore inclusive of all charges i.e. freight, duties and all type of
taxes, insurance, levies etc.
Note: In addition to the above documents, Client may require additional documents in support
of evidence against financial evaluation criteria as mentioned in section 6.
SECTION-6
CRITERIA FOR EVALUATION OF
TECHNICAL AND
FINANCIAL PROPOSALS
SECTION-6: TECHNICAL AND FINANCIAL EVALUATION
CRITERIA
This section of RFP includes technical and financial evaluation for procurement of Scooties.
6.1 Technical Evaluation Criteria
The Client will evaluate bids based on the following technical evaluation criteria:
a. Number of Years of Experience Maximum 20 Marks
Marks will be awarded for each year of experience in Manufacturing/Authorized
Dealership/Supplier of Two Wheeler/Three Wheeler. A maximum of 20 marks can be achieved
for more than 5 years of experience.
Note: The Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler must
have at least 1 years’ experience; no points will be awarded to Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler for less than 1 years’ experience in above
mentioned field. Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
submit the proof of registration.
Experience Marks Please Check (√) the
Relevant Option
Less than 1 Year of Experience 0
1 Year of Experience 4
2 Years of Experience 8
3 Years of Experience 12
4 Years of Experience 16
5 or more Years of Experience 20
b. Organization/ Company Profile Maximum 10 Marks
i. Company Profile/Background 02 Marks
[Provide here a brief (five pages) description of the background and organization of your firm/entity
(including organogram) and each associate for this assignment. Please give details as per Tech form
-1 and Tech form-2 whichever is applicable]
ii. . Registration with Pakistan Automotive Manufacturers Association (PAMA) or Pakistan
Association of Automotive Parts & Accessories Manufacturers (PAAPAM) 03 Marks
Sr.
No.
Registration with PAMA or
PAAPAM Marks
Please Check (√) the
Relevant Option
1. Yes 3
2. No 0
iii. Technical Personals 05 Marks
Description Marks Please Check (√) the
Relevant Option
Team Leader (CEO/COO/MD) 1
Quality Control Expert 1
Mechanical Engineer 1
Technicians/Mechanics/Electrician 1
Sales & Marketing 1
Please give details as per Tech Form-3
c. Total No. of Human Resource Managed by the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler Maximum 10 Marks
Sr. No. Number of Human Resource Marks Please Check (√) the
Relevant Option
1. Less than 20 2
2. 21 to 40 4
3. 41 to 60 6
4. 61 to 80 8
5. 81 or more 10
Note: Provide List of Human Resources Employed stating Designation and Contact numbers
d. Financial Stability Maximum 20 Marks
Sr.
No.
Average Annual Gross Turnover of Last Three (03)
Years Marks
Please Check (√)
the Relevant
Option
1 Under 50 Million 5
2 50 Million to 75 Million 10
3 76 Million to 100 Million 15
4 Above 100 Million 20
Note: Bidders should furnish certificate from the Chartered Accountant as documentary evidence in
support of the same along with audited financial statements for last three (03) years. (Please provide
detail as per Tech form-4 & Tech form-5 whichever is applicable.)
e. Production/Supply Capacity of Two Wheeler/Three Wheeler (In Last Three (03) Years)
Maximum 10 Marks
Sr.
No. Production Marks
Please Check (√) the
Relevant Option
1 Production/Supply of less than 5,000 Units 2
2 Production/Supply between 5,001 – 7,500 Units 5
3 Production/Supply between 75,01 – 10,000 Units 7
4 Production/Supply > 10,000 Units 10
Note: Bidder shall furnish details of its plant, equipment and the manufacturing capacity certifying that
they have the capacity to manufacture and supply the Scooties within the delivery schedule offered by
them. Production Capacity of the Bidder is to be supported with a certificate issued by the Cost Auditor
of the Company.
f. Number of Established After Sale Service Stations Maximum 10 Marks
The bidder must enclose details of already established sales and services center.
Sr.
No. Description Marks
Please Check (√)
the Relevant
Option
1 One 2S (Service and Spare Parts) Station 2
2 Two 2S (Service and Spare Parts) Station 4
3 Three 2S (Service and Spare Parts) Station 6
4 Four 2S (Service and Spare Parts) Station 8
5 Five 2S (Service and Spare Parts) Station 10
Note: The Bidder shall provide documentary evidence of already established fixed stations.
g. Net-worth of Company of Last Year Maximum 10 Marks
Sr.
No. Net-worth Marks
Please Check (√)
the Relevant
Option
1 PKR Greater or equal 50 million 10
2 PKR Greater or equal to 45 million
but less than Rs 50 million 8
3 PKR Greater or equal to 40 million
but less than 45 million 6
4 PKR Greater or equal to 35 million
but less than 40 million 4
The Manufacturing/Authorized Dealership/Supplier of Motorcycles/Scooties must have net worth
as per audit report of greater or equal to PKR 35 million for the awards of point as per the
criteria mentioned above.
Total Marks 90 Marks
Note: The prospective bidder must obtain 65% or more score to qualify technical
evaluation.
6.2 Financial Evaluation Criteria
Financial evaluation will be based on the Cost of a single Scooty inclusive of all charges i.e.
freight, duties and all type of taxes, insurance, levies etc. and cost of all accessories ex-Lahore
as mentioned in this RFP document.
6.3 Price Schedule of Spare parts
The prospective bidder will furnish complete pricing list (Annex-J) of all spare parts at Lahore
in PKR.
SECTION-7
SELECTION OF SUPPLIER/
MANUFACTURER
SECTION-7: SELECTION OF MANUFACTURER / SUPPLIER
7.1 Selection of Supplier/ Manufacturer by GoPb
The Client will award the contract to the successful bidder for supply of Scooties based on
lowest price quoted by the prospective bidder.
ANNEXURES
Annex-A: Undertaking
UNDERTAKING
It is certified that the information furnished here in and as per the document submitted is true
and correct and nothing has been concealed or tampered with. We have gone through all the
conditions of tender and are liable to any punitive action for furnishing false information /
documents.
Dated this day of 20 __
Signature
(Company Seal)
In the capacity of
Duly authorized to sign bids for and on behalf of:
Annex-B: Technical Proposal Submission Form
Technical Proposal Submission Form
To _ (Name and address of Client / Client)
[Location, Date]
Dear Sir,
We, the undersigned, offer to provide the (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 the Technical Proposal and the Financial Proposal sealed in two separate envelopes.
We undertake, if our Proposal is accepted, to supply and aftersales services of 1000 Scooties
within prescribed period of Three (03) Months.
We also confirm that the Government of Pakistan / Punjab has not declared us, or any,
ineligible on charges of engaging in corrupt, fraudulent, collusive or coercive practices. We
furthermore, pledge not to indulge in such practices in competing for or in executing the
Contract, and we are aware of the relevant provisions of the Proposal Document.
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature
(In full and initials)
Name and Designation of Signatory
Name of Firm
Address
Annex-C: Technical Proposal Forms
Tech Form 1: Bidder’s Organization
Provide a brief (maximum 5 pages) description of the background and organization of your firm
and each partner for this assignment [Provide here description of the background and
organization of your firm/entity and each associate for this assignment.]
1. Firm Structure:
2. Firm Background:
3. Chief Executive Officer:
4. Board of Directors / Partners.
Whether your Firm is ISO Certified? If so provide a copy of ISO Certification.
________________________ (Seal)
(Signature of Authorized Signatory)
(Name, Title, Address, Date)
Tech Form 2: General Information
All individual firms and each partner of a joint venture applying for prequalification are
requested to complete the information in this form.
1.
Name of Firm
2.
Head Office Address
3.
Telephone
Landline #:
Mobile #:
Contact Person:
Name:
Title:
4.
Fax:
E-mail:
5.
Place of Incorporation/Registration
Year of incorporation/registration
(Attach proof)
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Tech Form 3: Human Resource (Team Composition and Task Assignments)
Professional Staff
Name
of Staff
CNIC
No./Passport
No.
Qualification Area of
Expertise
Experience
with your
firm/company
Task
Assigned
Team Leader
(CEO/COO/MD)
Quality Control
Expert
Mechanical
Engineer
Technicians/Mec
hanics/Electricia
n
Sales &
Marketing
All expert listed above must have minimum five (5) years of experience with Master Degree
or seven (7) years’ experience with Bachelor Degree in respective field. No points will be
awarded to an expert having experience/ qualification less than defined criteria.
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Tech Form 4: Annual Turnover (for individual firms)
Name of Applicant or partner of a joint venture
All individual firms and all partners of a joint venture are requested to complete the
information in this form. The information supplied should be the annual turnover of the
Applicant (or each member of a joint venture), in terms of the amounts billed to clients for each
year for work in progress or completed over the past five years.
Use a separate sheet for each partner of a joint venture.
Annual Turnover
Year
Turnover
(in actual currency)
Equivalent Rupees in
Millions.
1.
2.
3.
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Tech Form 5: Joint Venture Summary (if applicable)
Names of all Partners of a Joint Venture
1. Lead Partner
2. Partner
3. Partner
4. Partner
Total value of annual turnover
Partner Year 1 Year 2 Year 3
1. Lead Partner
2. Partner
3. Partner
4. Partner
Total
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-D: Technical Proposal Checklist
The following data form shall be filled out by the Bidder; and by all partners in case of a
Joint Venture, with supporting documents for evidence. The Client reserves the right to
request additional information for values/information entered by the Bidder against any
criteria.
Sr. No Description
1.
Years of registration of Manufacturing
/Authorized Dealership /Supplier of Two
Wheeler/Three Wheeler
State No. of years _______
2. Organization Profile Yes/ No
3.
Registration with Pakistan Automotive
Manufacturers Association (PAMA) or Pakistan
Association of Automotive Parts & Accessories
Manufacturers (PAAPAM)
Yes/ No
4. Technical Personals Details Yes/ No
5. Number of Human Resource Managed No. _______
6. Average Annual Gross Turnover Turnover in last three (03)
years in PKR. ___________
7. Audited Financial Statement for last Three Years Yes/ No
8. Production Capacity in Units (attach proof) No. of Units ____________
9. Maintenance after sales & service
Fixed Stations
State No. of Fixed Stations
:___________
10. Net Worth Net Worth in last year in
PKR. ___________
11. Bid Security Yes/No
*Note: Please encircle the right option
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-E: Financial Proposal Submission Form (Part of Financial
Bid Envelope)
Financial Proposal Submission Form (Part of Financial Bid Envelope)
[Location, Date]
To _(Name and address of Client /
Client)_ Dear Sir,
We, the undersigned, offer to provide the _ (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 PKR (insert amount in words and figures) _. This amount is inclusive of
all applicable taxes as per Laws of the Government of Pakistan and/or Government of the Punjab,
as applicable/required under the relevant Tax Laws, to arrive at the Contract Price. Accordingly, the
Contract Price shall be subject to adjustments for change in rate of Sales Tax on goods and/or services
as and when applicable.
Our Financial Proposal shall be binding upon us, up to expiration of the validity period of the
Proposal, i.e. before the date indicated in the Clause 4.2 of RFP.
We also declare that the Government of Pakistan / Punjab has not declared us or any Sub-
Operators for any part of the Contract, ineligible on charges of engaging in corrupt, fraudulent,
collusive, or coercive practices. We furthermore, pledge not to indulge in such practices in competing
for or in executing the Contract, and are aware of the relevant provisions of the Proposal Document.
We understand you are not bound to accept any Proposal you receive.
Signed
In the capacity of:
Duly authorized to sign the proposal on behalf of the
Applicant. Date:
FIN-1: Financial Bid for 80 cc or Equivalent Scooty
Technically qualified bidders with minimum value of “X” will be considered successful.
Sr. No. Item Engine cc Price
PKR
1
Ex- Factory Price of Scooty/Unit including Sales tax
and all other taxes, levies, freight, insurance, and cost of
helmet, knee guard, and air pump (foot operated) etc.
80 cc or equivalent
Total Cost per Scooty (Bid Price)
X
Important note:
No advance payments will be made. Contract Payment will be made on monthly basic.
The color scheme for proposed scooties will be decided by GoPb (later on), the cost of scooty
color and vice versa is included in financial bid. No separate payment will be made for any
expense incurred with regards to color scheme of the scooties.
The quoted price is inclusive of all applicable taxes as per Laws of the Government of
Pakistan and Government of the Punjab, as applicable/required under the relevant Tax Laws,
to arrive at the Contract Price. Accordingly, the Contract Price shall be subject to adjustments
for change in rate of Sales Tax on goods and/or services as and when applicable.
Note: Freight and Registration charges shall be paid by the BOP after having received
the same from the Customer. Price schedule is for 1,000 units only.
No cutting or overwriting is allowed. Any cutting or overwriting will lead to rejection
of the financial bid.
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-F: Financial Capacity of the Bidder
Additionally, the following financial data form shall be filled out by the Bidder; and by all
partners in case of a Joint Venture and along with one summary form for all partners. The Client
reserves the right to request additional information about the financial capacity of the Bidder. A
Bidder that fails to demonstrate through its financial records that it has the financial capacity to
perform the required Supply/Services may be disqualified.
Financial Information
Provide the required information for the previous three years.
(Most recent to oldest).
Also attach Audited Financial Statements for last Three (03) Years
Year-1 (2014-15) Year-2 (2013-14) Year-3 (2012-13)
Information from Balance Sheet:
(1) Total Assets (TA)
(2) Current Assets (CA)
(3) Total Liabilities (TL)
(4) Current Liabilities (CL)
Information from Income Statement:
(5) Total Revenue (TR)
(6) Profits before Taxes (PBT)
Net Worth (1) – (3)
Current Ratio (2) / (4)
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-G: Format for Covering Letter
To
(Name and address of Client)
Sub: _________________________________________
Dear Sir,
a) Having examined the Bid document and Annexures we, the undersigned, in conformity
with the said document, offer to provide the said items on terms of reference to be
signed upon the award of contract for the sum indicated as per financial bid.
b) We undertake, if our proposal is accepted, to provide the items/services comprise in the
contract within time frame specified, starting from the date of receipt of notification of
award from the client Department / Office.
c) We agree to abide by this proposal for the period of ______ days (as per
requirement of the Operation) from the date of bid opening and it shall remain binding
upon us and may be accepted at any time before the expiration of that period.
d) We agree to execute a contract in the form to be communicated by the (insert
name of the Client), incorporating all agreements with such alterations or additions
thereto as may be necessary to adapt such agreement to the circumstances of the
standard.
e) Unless and until a formal agreement is prepared and executed this proposal together
with your written acceptance thereof shall constitute a binding contract agreement.
f) We understand that you are not bound to accept a lowest or any bid you may receive,
not to give any reason for rejection of any bid and that you will not defray any expenses
incurred by us in biding.
g) We would like to clearly state that we qualify for this work as our company meets all
the criteria indicated on your bid document. The details are as under:
____________________________
Authorized Signature with Official Seal
Annex-H: Scooty Specifications (Mandatory)
Technical Specifications
Description Requirements
Displacement (cc) 80 cc or equivalent
Colour Scheme To be approved by Transport Department, GoPb
Brakes Disc Brakes
Start System Push Button
Tire Type Tubeless
Fuel Type Petrol
Stroke 4 Stroke
Please provide Detailed Specifications of Your Scooty to be supplied under this RFP
Description 80 cc or
equivalent Remarks
1. Model Name
2. CBU
3. Maximum Torque
4. Compression Ratio
5. Length
6. Width
7. Height
8. Ground Clearance
9. Seat Height
10. Wheelbase
11. Battery (V)
12. Transmission Automatic
13. Gear Box
14. Gross Weight (kg)
15. Fuel Tank Capacity (liter)
16. Certification
17. Maximum Speed (km/h)
18. Wheel Alloy Type (Steel/Aluminum)
19. Tire Size (Front/Rear)
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-I: Accessories Specifications
Helmets should have peak, visor and other features conforming to international
standards of helmets usually used by female while riding scooty/motorcycle.
Foot operated air pump.
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-J: Spare Parts Availability & Price List
Sr. No. Items
Shall be made Available at
Service Stations (Yes/NO)
Item Unit Price in PKR
(inclusive of all charges i.e.
freight, duties and taxes,
levies etc.)
1. Air Filter
2. Clutch Assembly
3. Brake shoe (Front & Rear)
4. Mobile Oil
5. Spark Plugs
6. Electrical Equipment’s
7. Tire
8. Side Mirror
9. Batteries
10. Headlight
11. Indicator
12. Seat
13. Speedometer
14. Push Start Button
15. Mechanical components
16.
Any other (please list down
all other spare parts/
accessories not mentioned
above)
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-K: Pre-Delivery Inspection Module
• Scooty Brand
• Engine 80 cc or equivalent;
• Complete electrical system audit;
• Dimensional requirements audit;
• Seating condition;
• All Function test of systems/subsystems and components;
• Sound/noise level tests;
• Vehicle top speed;
• Acceleration tests;
• Brake stop tests;
• Air/brake system audit;
• Exterior lighting;
• Speedometer;
• Engine performance qualification;
• Transmission performance qualifications;
• Road Test with Maximum Load.
• Ramp Riding Test with full load.
• Turning radius test
Signature : _______________________
CNIC # : _______________________
Name : _______________________
Designation : _______________________
Address : _______________________
Annex-L: Warranty and After Sales Services Details
Warranty:
Warranties in this document are in addition to any statutory remedies or warranties imposed
on the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler. Consistent
with this requirement, the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three
Wheeler warrants and guarantees to the Client each complete scooty and accessories and
components as follows. Performance requirements based on design criteria shall not be
deemed a warranty item.
Complete Scooty:
The complete Scooty, ignition system, components, major subsystems and body and frame
structure are warranted to be free from Defects and related Defects for one (1) year or 20,000
kms, whichever is earlier, beginning on the date of operation but not longer than fifteen (15)
days after acceptance under “Inspection, Testing and Acceptance.” The warranty is based
on regular operation of the Scooty under the operating conditions prevailing in the Client’s
locale.
Body and Frame Structure:
Body, body structure, structural elements of the suspension and engine cradle are warranted to
be free from Defects and Related Defects for one (1) year or 20,000 kms, whichever is earlier.
Propulsion System:
Propulsion system components, specifically the engine and transmission, shall be warranted
to be free from Defects and Related Defects for the standard one year or 2 0,000 kms,
whichever comes first.
Emission Control System (ECS):
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler warrant the emission
control system for five years or 500,000 kms, whichever is later. The ECS shall include, but is
not limited to, the following components:
Complete exhaust system, including catalytic converter (if required)
After-treatment device
Components identified as emission control devices
Subsystems:
Other subsystems shall be warranted to be free from Defects and Related Defects for one year
or 20,000 kms, whichever is later. Other subsystems are listed below:
Brake system: Disc brake components
Start Button
Fuel storage tank and delivery system
Other mechanical and electrical system
Extension of Warranty:
If, during the warranty period, repairs or modifications on any scooty are made necessary
by defective design, materials or workmanship but are not completed due to lack of material
or inability to provide the proper repair for thirty (30) calendar days, the applicable warranty
period shall be extended by the number of days equal to the delay period.
Voiding of Warranty:
The warranty shall not apply to the failure of any part or component of the scooty that
directly results from misuse, negligence, accident or repairs not conducted from
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler established
/designated workshops/service stations. The warranty also shall be void if the end user fails to
conduct normal inspections and scheduled preventive maintenance procedures as
recommended in the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three
Wheeler’s maintenance manuals and if that omission caused the part or component failure.
End user shall maintain documentation, auditable by the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler, verifying service activities in conformance
with the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
maintenance manuals.
Exceptions and Additions to Warranty
The warranty shall not apply to the following items:
• scheduled maintenance items
• normal wear-out items
Fleet Defects Occurrence and Remedy:
A Fleet Defect is defined as cumulative failures of twenty-five (25) percent of the same
components in the same or similar application in a minimum fleet size of hundred (100) or
more scooties where such items are covered by warranty. A Fleet Defect shall apply only to
the base warranty period in sections entitled “Complete Scooty,” “Propulsion System” and
“Subsystems.” When a Fleet Defect is declared, the remaining warranty on that item/component
stops. The warranty period does not restart until the Fleet Defect is corrected.
The Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall correct a
Fleet Defect under the warranty provisions. After correcting the Defect, the Client and the
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall mutually agree
to and the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall
promptly undertake and complete a work program reasonably designed to prevent the
occurrence of the same Defect in all other scooties and spare parts purchased under this
Contract. Where the specific Defect can be solely attributed to particular identifiable part(s),
the work program shall include redesign and/or replacement of only the defectively designed
and/or manufactured part(s). In all other cases, the work program shall include inspection
and/or correction of all of the scooties in the fleet via a mutually agreed-to arrangement. The
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall update, as
necessary, technical support information (parts, service and operator’s manuals) due to changes
resulting from warranty repairs. Client may immediately declare a Defect in design resulting
in a safety hazard to be a Fleet Defect. Manufacturer/Authorized Dealer/Supplier of Two
Wheeler/Three Wheeler shall be responsible to furnish, install and replace all defective units.
Repair Procedures / Repair Performance:
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler is responsible for all
warranty-covered repair Work. To the extent practicable, the Client will allow the
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler or its designated
representative to perform such Work.
Repairs by the Manufacturer / supplier:
If the end user detects a Defect within the warranty periods defined in this section, it shall,
within thirty (30) days, inform the Manufacturer/Authorized Dealer/Supplier of Two
Wheeler/Three Wheeler designated workshop. Manufacturer/Authorized Dealer/Supplier of
Two Wheeler/Three Wheeler, if informed, begin Work on warranty-covered repairs within five
calendar days after receiving complaints of a Defect from the end user. The end user shall
make the scooty available to complete repairs timely with the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler repair schedule.
Defective Component Return:
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler may request that
parts covered by the warranty be returned to the manufacturing plant. The freight costs for this
action shall be paid by the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three
Wheeler. Materials should be returned in accordance with the procedures outlined in
“Warranty Processing Procedures.”
Warranty after Replacement/Repairs:
If any component, unit or subsystem is repaired, rebuilt or replaced by the
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler or by the end user
with the concurrence of the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three
Wheeler, the component, unit or subsystem shall have the unexpired warranty period of the
original. Repairs shall not be warranted if the Manufacturer/Authorized Dealer/Supplier of
Two Wheeler/Three Wheeler -provided or authorized parts are not used for the repair, unless
the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler has failed to
respond within five days, in accordance with “Repairs by the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler.”
After Sales Services
I. To effectively provide maintenance support in the smooth operation of these
scooties supplier/ manufacturer of scooties must have presence/ roots in Lahore.
Evidence regarding establishment of 2S dealership (as per International standards,
must be ensured/ guaranteed by the supplier/ manufacturer).
II. Following details must be provided by the supplier/ manufacturer before getting
into formal agreement with the BoP & Transport Department, GoPb:
i. Details about setup of the maintenance workshops along with standards to be
followed
ii. List of inventory with stock replenishment plan to support preventive/
periodic and break down maintenance plan
iii. Approved compatibility list of spare parts
iv. Maintenance Checklist for warranty period
v. POL grade and recommended/ approved compatibility in local market
vi. List of consumables during warranty period
vii. Warranty Maintenance plan of:
a. Preventive Maintenance
b. Periodic Maintenance
c. Breakdown Maintenance
viii. Policy to designate staff to attend out station calls resulting in unnecessary
delays.
III. Mobile Workshop to provide onsite repair facility to scooties far away from the
area workshop.
Signature : _______________________
CNIC # : _______________________
Name : _______________________
Designation : _______________________
Address : _______________________
Annex-M: Key Performance Indicators (KPIs)
The details of Key Performance Indicators (KPIs) are provided here as under. The penalties
will be invoked on per instant basis unless otherwise defined
KEY PERFORMANCE INDICATORS
Sr.
No. KPI
1st Violation
(PKR)
2nd
Violation
(PKR)
3rd
Violation
(PKR)
1 Delay in delivery of Scooties as per timeline
defined in RFP 350/day - -
2
Variations(s) in Scooty specifications quoted in Bid
document or Sample inspected by Transport
Department. GoPb & Industries Department, GoPb
Unit
Replacement - -
3
Variations(s) in Accessories specifications quoted
in Bid document or Sample inspected by Transport
Department. GoPb & Industries Department, GoPb
Unit
Replacement - -
4 Failure to established required number of mobile
and fix service stations 1,000/day - -
5 Non-Availability of Maintenance Staff at Fixed 2S
Service Centers
500/day
(Each Fixed
2S center)
1000/day
(Each
Fixed 2S
center)
1500/day
(Each
Fixed 2S
center)
6 Non-Availability of Maintenance Staff at Mobile
2S Service Centers
500/day
(Each
Mobile 2S
center)
1000/day
(Each
Mobile
2S
center)
1500/day
(Each
Mobile 2S
center)
7 Non-Availability of Spare Parts at mobile service
station (Complaints registered by scooty users)
250/day
(Each
mobile 2S
center)
500/day
(Each
mobile
1000/day
(Each
mobile 2S
center)
2S
center)
8 Non-Availability of Spare Parts at fixed service
station (Complaints registered by scooty users)
500/day
(Each
mobile 2S
center)
1000/day
(Each
mobile
2S
center)
1500/day
(Each
mobile 2S
center)
9 Fail to repair scooty within 24 hours, other than
major engine repairs. 250/day 500/day 1000/day
10 Fail to make major engine repairs within 48 hours. 250/day 500/day 1000/day
Signature : _______________________
CNIC # : _______________________
Name : _______________________
Designation : _______________________
Address : _______________________
Annex-N: Instructions for Preparation of Power of Attorney
a) To be executed by an authorized representative of the bidder.
b) The mode of execution of the Power of Attorney should be in accordance with the procedure, if
any, laid down by the applicable law and the charter documents of the executants and when
it is so required the same should be under common seal affixed in accordance with the required
procedure.
c) Also, wherever required, the Bidder should submit for verification the extract of the charter
documents and documents such as a resolution/power of attorney in favor of the Person executing
this Power of Attorney for the delegation of power hereunder on behalf of the Bidder.
d) In case the Application is signed by an authorized Director / Partner or Proprietor of the Applicant,
a certified copy of the appropriate resolution / document conveying such authority may be
enclosed in lieu of the Power of Attorney.
Annex-O: Format of Power-of-Attorney
POWER OF ATTORNEY
(On a Legal / Revenue Stamp Paper of PAKISTAN / of the bidder’s country in the relevant value
OR on the bidder’s letter head officially signed and stamped)
We (name of the company and address of the registered office) do hereby appoint and authorize Mr.
/ Ms. (full name and residential address) bearing Pakistan’s Computerized National Identity Card
(CNIC) no. (Complete CNIC No.) who is presently engaged with us and holding the position of as
our attorney, to do in our name and on our behalf, all such acts, deeds and things necessary in
connection with or incidental to our proposal for (name of the Operation) in response to the Bid
invited by the (name of the Client) including signing and submission of all documents and providing
information/responses to (name of the Client) in all matters in connection with our Bid.
We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney pursuant to
this Power of Attorney and that all acts, deeds and things done by our aforesaid attorney shall
and shall always be deemed to have been done by us.
Dated this day of 20
For
(Signature)
(Name, Designation and
Address) Accepted
(Signature)
(Name, Title and Address of the
Attorney) Date:
Annex-P: Bid Security Form
BID SECURITY FORM
WHEREAS [Name and Address of the Manufacturer/Authorized Dealer/Supplier of Two
Wheeler/Three Wheeler] (hereinafter called "the Supplier") has submitted Bid for Tender
Name (hereinafter called "the Bid") to the [Name and Address of the Client] (hereinafter called
"the Client") for the Total Tender Price of PKR (in figures ) (in
words ).
AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank]
(hereinafter called "the Guarantor") has agreed to give the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler a Guarantee;
THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to
the Client for the sum of PKR (in figures ) (in words
) and undertakes to pay to the Client, upon receipt of his written demand(s), any sum(s)
as specified by him, not exceeding the above limit in aggregate, without cavil / argument and
without the Client having to substantiate / prove or to show grounds / reasons for such
claim(s), on the occurrence of any / all of the following conditions:
1. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
withdraws the Bid during the period of the Bid validity specified by the
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler on the Bid
Form; or
2. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler does
not accept the corrections of his Total Bid Price; or
3. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler, having
been notified of the acceptance of the Bid by the Client during the period of the Bid validity,
fails or refuses to furnish the Performance Guarantee, in accordance with the Bidding
Document.
Provided that the Client shall specify the occurred condition(s) owing to which the said sum
is due to him.
Provided further that any demand(s) / claim(s) from the Client shall reach the Guarantor
within thirty working days after the expiry of the Guarantee.
This guarantee shall remain valid up to or until furnishing of the
Performance Guarantee, whichever is later.
Date this day of
20 .
GUARANTOR
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-Q: Performance Guarantee
PERFORMANCE GUARANTEE
Issuing Authority:
Date of Issuance:
Date of Expiry:
Claim Lodgment Date:
WHEREAS [Name and Address of the Manufacturer/Authorized Dealer/Supplier of Two
Wheeler/Three Wheeler] (hereinafter called "the Supplier") has agreed to supply the Goods and
Services for Bid Name (hereinafter called "the Contract") for the Contract Value of PKR (in figures
) (in words_____________________)
AND WHEREAS it has been stipulated in the Bid Document that the successful
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall furnish
Performance Guarantee, within ten (10) working days of the receipt of the Acceptance Letter from
the Client, in the form of a Bank Guarantee, issued by a scheduled bank operating in Pakistan, as per
the format provided in the Bid Document or in another form acceptable to the Client, valid from the
date of issue until all obligations have been fulfilled in accordance with the Contract;
AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank] (hereinafter
called "the Guarantor") has agreed to give the Manufacturer/Authorized Dealer/Supplier of Two
Wheeler/Three Wheeler a Guarantee;
THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to the
Client, for the sum of PKR (in figures ) (in
words
) and undertakes to pay to the Client, upon receipt of
his written demand(s), any sum(s) as specified by him, not exceeding the above limit in aggregate,
without cavil / argument and without the Client having to substantiate / prove or to show grounds
/ reasons for such claim(s), on the occurrence of any / all of the following conditions:
1. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
commits a default under the Contract;
2. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler fails
to fulfill any of the obligations under the Contract;
3. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
violates any of the provisions of the Contract.
Provided that the Client shall specify the occurred condition(s) owing to which the said sum is
due to him.
And further provided that any demand(s) / claim(s) from the Client shall reach the Guarantor
within thirty working days after the expiry of the Guarantee.
This guarantee shall remain valid up to two (02) Years or all obligations have been fulfilled in accordance
with the Contract, whichever is later. Date this day of 20 .
GUARANTOR
Signature : ____________________
CNIC # : ____________________
Name : ____________________
Designation : ____________________
Address : ____________________
Annex-R: Integrity Pact
DECLARATION OF FEES, COMMISSIONS AND BROKERAGE ETC. PAYABLE BY THE
SUPPLIERS/CONTRACTORS OF GOODS, SERVICES & WORKS
[Name of service provider/operator] hereby declares its intention not to obtain or induce the
procurement of any contract, right, interest, privilege or other obligation or benefit from Government
of Punjab or any administrative subdivision or agency thereof or any other entity owned or controlled
by it (GoPb) through any corrupt business practice.
Without limiting the generality of the foregoing, [Name of service provider/operator] represents and
warrants that it has fully declared the brokerage, commission, fees etc. paid or payable to anyone and
not given or agreed to give and shall not give or agree to give to anyone within or outside Pakistan
either directly or indirectly through any natural or juridical person, including its affiliate, agent,
associate, broker, consultant, director, promoter, shareholder, sponsor or subsidiary, any commission,
gratification, bribe, finder’s fee or kickback, whether described as consultation fee or otherwise, with
the object of obtaining or including the procurement of a contract, right, interest, privilege or
other obligation or benefit in whatsoever form from GoPb, except that which has been expressly
declared pursuant hereto.
[Name of service provider/operator] certifies that it has made and will make full disclosure of all
agreements and arrangements with all persons in respect of or related to the transaction with GoPb
and has not taken any action or will not take any action to circumvent the above declaration,
representation or warranty.
[Name of service provider/operator] accepts full responsibility and strict liability for making any false
declaration, not making full disclosure, misrepresenting facts or taking any action likely to defeat the
purpose of this declaration, representation and warranty. It agrees that any contract, right, interest,
privilege or other obligation or benefit obtained or procured as aforesaid shall, without prejudice to
any other right and remedies available to GoPb under any law, contract or other instrument, be
voidable at the option of GoPb.
Notwithstanding any rights and remedies exercised by GoPb in this regard, [Name of service
provider/operator] agrees to indemnify GoPb for any loss or damage incurred by it on account
of its corrupt business practices and further pay compensation to GoPb in an amount equivalent to
ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given by [Name of
service provider/operator] as aforesaid for the purpose of obtaining or inducing the procurement of
any contract, right, interest, privilege or other obligation or benefit in whatsoever form from GoPb.
Signature & Stamp
Subscribed and sworn to me this day of 20
Notary Public
AGREEMENT
THIS AGREEMENT is made and entered into at Lahore on this ______ day of _______ between:
VENDOR, a Company incorporated, organized and existing under the laws of Pakistan, having its
registered office at _____________________________________________________, Pakistan through
its _______________________________ (hereinafter referred to as the “Company” which expression
shall, wherever the context so admits, mean and include its successors, executors and assigns) of the
first part.
AND
The Bank of Punjab, a Bank established under the Bank of Punjab Act, 1989, having its head Office at
BOP Tower 10-B, Block E-2, main Boulevard Gulberg-III, Lahore through its authorized signatory
___________________________ (hereinafter referred to as “BOP” which expression shall, wherever
the context so admits, mean and include its successors, executors and assigns) of the second Part.
AND
Governor of the Punjab acting through Secretary, Government of the Punjab, Transport Department
(hereinafter referred to as “BOP” which expression shall, wherever the context so admits, mean and
include its successors, executors and assigns) of the third Part.
WHEREAS, the Government of Punjab (hereinafter referred to as GOP) desires to launch ‘Scooty
Scheme under women empowerment program’ (hereinafter referred to as “Scooty Scheme”). In this
regard, GOPb has made certain financial arrangements with BOP.
AND WHEREAS, GOPb has selected ______________________ (Vendor) through bidding process
under PPRA Rules 2014 and the Company has agreed to provide the Scooties, Accessories (Helmets,
Knee Guards and Air Pumps (foot operated) and after Sale Services in accordance with price schedule
attached hereto;
AND WHEREAS for same purpose BOP under the direction of GOPb is executing this agreement to
purchase 1,000 (One thousand) units of Scooties along with Accessories and After Sale Services from
the Company in accordance with the procedure and under the terms & conditions set forth in this
Agreement.
AND WHEREAS, the Company is engaged in the business, inter alia, manufacturing, assembling of
automobiles and their spare parts.
AND WHEREAS, the Company has agreed to sell GOPb/BOP 1,000 units (One thousand) of Scooties
in accordance with the procedure and under the terms & conditions of this Agreement and Request for
Proposal issued for the purpose.
AND WHEREAS, the following shall be deemed to form and be read and construed as part of this
Contract:
The Tender Document/RFP
Bidder’s Proposal
Acceptance Letter (Letter of Intent)
Terms and Conditions of the Contract
Affidavit(s)
Authorized Dealership / Agency Certificate
Performance Security
This Contract shall prevail over all other documents. In the event of any discrepancy /Inconsistency
or insufficient information/ clarity within the Contract, the above Documents shall prevail in the order
listed above..NOW THEREFORE THIS AGREEMENT WITNESSES that in consideration of the said
premises and covenants mentioned hereinafter, the parties agree hereto as under:
1. PRICE, PAYMENT, ORDER PLACEMENT AND DELIVERY OF SCOOTIES
(a) Bank Of Punjab shall place an order of 1,000 units of Scooties with the Company and will be
delivered as per following Price and according to ‘tentative payment and Delivery Schedule,
Attached at Annexure A:
(b) PRICE:
Ex-Factory Price as on ----------
Less: Discount
Price inclusive of Sales Tax & Freight
Note: Freight and Registration charges shall be paid by the BOP after having received the
same from the Customer. Ibid Price schedule is for 1,000 units only and includes cost of
helmets, knee guards, and air pumps (foot operated) etc
(c) The Company shall accept orders for the said scheme as “Scooty” whose color will be that
of approved by GOP and not as a private passenger car.
(d) The Company shall deliver the Scooties to customer authorized by BOP (as per product
specifications mentioned in Request for Proposal (RFP) document hereunder against the
purchase order received from BOP. BOP shall release payment to vendor within 30 days of
delivery of scooty.
(e) The Scooties shall be delivered as per the schedule provided by BOP. In case of default due
to any reason other than force majeure as defined in the agreement , the company shall pay
delayed charges @ Rs ______ /- per Scooty per day till the delivery of the Scooty.
(f) Title documents shall directly be submitted to BOP at following address with a copy to
respective dealers before dispatch of the Scooty.
The Bank of Punjab
Head Office, Retail Finance Division
3rd Floor MM Tower.28-A.Block-K
Gulberg –II
Lahore.
(g) Product Specifications: As agreed under the scheme and detailed in the RFP document, the
Company will supply scooty in color as per approved sample by GOPb.
(h) (i) The Company shall give price hold for 1,000 units.
(ii) The agreed prices will be valid for duration of the contract. However, they will be
subject to change for any revision in the rate of taxes / duties / any Government levies.
(l) Scooty(s) will be delivered only to the authorized representative / beneficiary / recipient of
the scheme duly authorized by BOP, through the authorized dealers of the Company.
(m) The authorized representative / beneficiary / recipient of the Scooty prior to receiving the
Scooty from the authorized dealership of the Company, shall present Authority Letter to
Receive Scooty duly signed & stamped by an authorized/designated officer of the relevant
department of BOP. It has been agreed that the Authority Letter to receive Scooty shall have
some reasonable validity to avoid any delay in Scooty receiving by authorized
representative / beneficiary / recipient of the Scooty from the dealership.
(n) The name, designation and specimen signature(s) of the relevant authorized Officer(s) shall
be provided by BOP to the Company in due course.
(o) The authorized representative / beneficiary / recipient of the scheme shall receive the Scooty
from the concerned dealership only after presenting Authority Letter to Receive Scooty as
mentioned above and other identification documents and after fulfilling all formalities related
to Delivery procedure at the time of delivery of the Scooty(s).
(p) It is agreed in principle that for the purpose of expediting service efficiency in delivery of
Scooties to beneficiary / recipient of the Scooty; BOP may identify and recommend to the
company specific dealerships through which reasonable number of deliveries can be made;
however as Principal of authorized dealer network taking due cognizance of presence of
dealerships in cities/towns in close proximity to beneficiary address and giving due
consideration to BOP recommendation; the Company and BOP will mutually finalize the
dealers list.
(q) Upon intimation about Scooty’s arrival in particular parking lots of company; after
installation of tracker by BOP through contractor of Insurance Company; the company will
coordinate for receiving the Scooty and will deliver to beneficiary after completion of proper
Pre-Delivery formalities and Inspection.
(r) The Company shall conduct normal Pre-Delivery Inspection (PDI) of Scooties s per
standard PDI guidelines provided before handing over of Scooty to authorized
representative / beneficiary / recipient of the Scooty. It is further agreed that on complete
satisfaction of the authorized representative / beneficiary / recipient, the Company will get
the delivery receipt signed by him, however in case the authorized representative /
beneficiary / recipient is not satisfied with the quality or specification of the Scooty as are
agreed between the parties, the same may be rectified by the company, accordingly, to the
specification of the product.
(s) The company shall provide performance guarantee of _____ % of contract price. 50% of
performance guarantee shall be reversed after successful completion of deliveries as per
delivery schedule whereas the remaining 50% shall be returned in two phases as under
(1) Half of the remaining 50% of performance guarantee will be returned after 6
months i.e. expiry of one and half year from the date of delivery of last scooty
(2) The last remaining 25% of the performance guarantee will be returned after expiry
of two years from the date of delivery of last scooty
(t) The company hereby agrees to pay penalties mentioned in schedule/ Annexure attached
herewith in case of non compliance of mutually agreed KPIs.
(u) The company hereby agrees to provide accessories including helmet, knee guards and air
pump (foot operated) with each Scooty.
(v) The company hereby agrees to furnish complete pricing list of all spare parts in PKR
including all taxes at Lahore as per Annexure S of the RFP.
(w) GOPb hereby agrees that a central monitoring & complain management unit shall be
established to address all matters relating to customers’ complaints, review performance of
vendor and shall approve the specification and inspection of scooties before deliveries.
Further agrees to get after sales service from the Company.
2. SCOPE OF WARRANTY AND PERIOD
(a) The Company has agreed to extend warranty to _________ kms or one (____) year
whichever occurs earlier from the date of invoice.
(b) However, scope of warranty shall remain standard as per Company policy. Company’s
warranty manual/ booklet shall be referred when it is required.
3. CUSTOMER SERVICES
To extend customer services, including availability of Spare Parts, Sales/After Sale Services and
to render Warranty obligations, Company shall maintain a minimum ______ number of fixed
service stations and ____ number of mobile work shops. The centers and workshops shall
provide maintenance service for Two (2) years. The Transport Department and Industries,
Commerce & Investment Department, Government of the Punjab (GoPb) will certify the
established service and spare centers at-least 48 hours before the delivery of first scooty.
The Call Centre of company will also remain available for Customers, 24 hours a day seven
days a week.
4. SPECIFICATIONS
Scooties would be supplied as per Specifications approved by GOPb and attached herewith.
Technical Specifications
Description Requirements
Displacement (cc) 80 cc or equivalent
Colour Scheme To be approved by Transport Department,
GoPb
Brakes Disc Brakes
Start System Push Button
Tire Type Tubeless
Fuel Type Petrol
Stroke 4 Stroke
5. NO PRIVY TO THE LEASE / LOAN AGREEMENT BETWEEN GOP / BOP AND
AUTHORIZED RECIPIENT / BENEFICIARY OF SCHEME
The Company /authorized dealers interaction with the authorized recipient / Beneficiary of the
scheme will only be limited to executing delivery of the Scooty and thereafter providing after
sales service
6. LIASION BETWEEN COMPANY, GOPb AND BOP:
Parties agree that for effective coordination for execution of the scheme, each party shall have
one window liaison only. The names, designations of one window liaison at each party office
will be communicated.
The Company Liaison Office will only interact with the one window Liaison Office assigned by
each and not with any other bureau/department.
7. FORCE MAJEURE
The Company and BOP shall not be liable in the event of failure to comply with the tentative
delivery schedules of the Scooty(s) for reasons of Force Majeure, including, but not limited to,
act of God, fires, floods, strikes, labour trouble or other industrial disturbances accidents, war
(declared or undeclared), civil commotion, embargoes, blockages, legal restrictions, riots, law
and order, insurrections, prolonged failure or shortage of electric energy, shortage of oil, delays
or default caused by public carriers or any other causes whatsoever similar or dissimilar, which
cannot reasonably be forecasted or provided against, and which cannot be overcome by due
diligence. In such eventualities, the delivery/payment date would be extended with mutual
consent of both parties.
However, once payment is made by BOP to the company and subject to Company is not
affected/ hit by any force majeure as stated above, the company shall be liable to deliver the
Scooties as per their given delivery schedule which shall be as per tentative payment and
delivery schedule-Annex-A failing which the company shall be liable to pay delayed delivery
charges @ Rs, 300 per Scooty per day till the delivery of the Scooty to BOP.
8. SOLE AGREEMENT
Except as herein otherwise provided, this Agreement contains all the representations and
agreements between the parties hereto and there are no other agreements or understandings, oral
or in writing, regarding the matters covered hereby. This Agreement may be modified only by a
written supplemental agreement which specifically refers to this Agreement and is signed on
behalf of BOP and the Company by their duly authorized representatives.
9. DISPUTE RESOLUTION AND ARBITRATION
Any dispute arising out of or in connection with this Agreement or its performance or the
breach hereof, including the validity, scope meaning, construction, interpretation or application
hereof, shall, to the extent possible, be settled amicably by negotiation and discussion between
the parties. All unresolved disputes arising in connection with this Agreement shall be finally
settled by arbitration upon written request of either party hereto. The arbitration shall be in
accordance with the prevailing Arbitration Act of the Pakistan and will be held at Lahore. Any
arbitration award may be made an order of court of law and enforced against the defaulting
party.
The provisions of this clause shall not prevent either party from seeking urgent relief from any
competent court having competent jurisdiction
10. NO INDUCEMENT
Each of the parties hereto represents and warrants to the other party that all negotiations relating
to this Agreement have been carried on by each with the other without the intervention of any
other person, firm or corporation, and each party hereto shall indemnify and hold harmless the
other against, and in respect of, any fee, claim for brokerage or other commission relating to this
Agreement or to the transactions contemplated hereby paid to or claimed by any other person,
firm or corporation claiming to have dealt with the parties hereto. Each party agrees that,
neither it nor any person active on its behalf has given or offered to give or will give or offer to
give any sum of money or other material consideration to any person, directly or indirectly, as
an inducement, in violation of any applicable law or regulation, to influence the granting of any
license(s) or other governmental permissions to enter into this Agreement or perform obligation
hereunder.
11. CONCLUSION OF AGREEMENT
The Agreement shall stand concluded after the delivery of total of 1,000 units as stated in para 1
and successful completion of after sale services facilities for two (2) years from the date of
delivery of last Scooty. However either party may invoke the relevant clause(s) of the
Agreement if so required even after the conclusion of the Agreement.
Notwithstanding with the conclusion of the Agreement, the scope and warranty shall remain
effective and applicable till expiry of the duration as defined in SCOPE OF WARRANTY
AND PERIOD clause 2 above.
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be signed in their behalf by
their respective representatives duly hereunto authorized, intending to be legally bound hereby, as of the
day and year first above mentioned, in the presence of witnesses.
For BOP For GOPb For Company
Name
Designation
Name
Designation
Name
Designation
Witness: Witness:
_____________________________ ___________________________
Name: ______________________ Name: _________________________
CNIC No: ___________________ CNIC No: ___________________
Annex-I: Key Performance Indicators (KPIs)
The details of Key Performance Indicators (KPIs) are provided here as under. The
penalties will be invoked on per instant basis unless otherwise defined
KEY PERFORMANCE INDICATORS
Sr.
No. KPI
1st Violation
(PKR)
2nd
Violation
(PKR)
3rd
Violation
(PKR)
1 Delay in delivery of Scooties as per timeline
defined in RFP 350/day - -
2
Variations(s) in Scooty specifications quoted in
Bid document or Sample inspected by Transport
Department. GoPb & Industries Department, GoPb
Unit
Replacement - -
3
Variations(s) in Accessories specifications quoted
in Bid document or Sample inspected by Transport
Department. GoPb & Industries Department, GoPb
Unit
Replacement - -
4 Failure to established required number of mobile
and fix service stations 1,000/day - -
5 Non-Availability of Maintenance Staff at Fixed 2S
Service Centers
500/day
(Each Fixed
2S center)
1000/day
(Each
Fixed 2S
center)
1500/day
(Each
Fixed 2S
center)
6 Non-Availability of Maintenance Staff at Mobile
2S Service Centers
500/day
(Each
Mobile 2S
center)
1000/day
(Each
Mobile
2S
center)
1500/day
(Each
Mobile 2S
center)
7 Non-Availability of Spare Parts at mobile service 250/day 500/day 1000/day
station (Complaints registered by scooty users) (Each
mobile 2S
center)
(Each
mobile
2S
center)
(Each
mobile 2S
center)
8 Non-Availability of Spare Parts at fixed service
station (Complaints registered by scooty users)
500/day
(Each
mobile 2S
center)
1000/day
(Each
mobile
2S
center)
1500/day
(Each
mobile 2S
center)
9 Fail to repair scooty within 24 hours, other than
major engine repairs. 250/day 500/day 1000/day
10 Fail to make major engine repairs within 48 hours. 250/day 500/day 1000/day
ANNEX- II: SPARE PARTS PRICE LIST
Sr.
No. Items
Shall be made
Available at Service
Stations (Yes/NO)
Item Unit Price in PKR
(inclusive of all charges
i.e. freight, duties and
taxes, levies etc.)
1. Air Filter
2. Clutch Assembly
3. Brake shoe (Front & Rear)
4. Mobile Oil
5. Spark Plugs
6. Electrical Equipment’s
7. Tire
8. Side Mirror
9. Batteries
10. Headlight
11. Indicator
12. Seat
13. Speedometer
14. Push Start Button
15. Mechanical components
16.
Any other (please list down
all other spare parts/
accessories not mentioned
above)
Annex-III: PERFORMANCE GUARANTEE
PERFORMANCE GUARANTEE
Issuing Authority:
Date of Issuance:
Date of Expiry:
Claim Lodgment Date:
WHEREAS [Name and Address of the Manufacturer/Authorized Dealer/Supplier of Two
Wheeler/Three Wheeler] (hereinafter called "the Supplier") has agreed to supply the
Goods and Services for Bid Name (hereinafter called "the Contract") for the Contract Value
of PKR (in figures ) (in words_____________________)
AND WHEREAS it has been stipulated in the Bid Document that the successful
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall furnish
Performance Guarantee, within ten (10) working days of the receipt of the Acceptance Letter
from the Client, in the form of a Bank Guarantee, issued by a scheduled bank operating in
Pakistan, as per the format provided in the Bid Document or in another form acceptable to
the Client, valid from the date of issue until all obligations have been fulfilled in accordance
with the Contract;
AND WHEREAS [Name of the Bank] having registered office at [Address of the Bank]
(hereinafter called "the Guarantor") has agreed to give the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler a Guarantee;
THEREFORE the Guarantor hereby affirms to bind himself, his successors and his assigns to
the Client, for the sum of PKR (in figures
) (in words
) and undertakes to pay to the Client, upon
receipt of his written demand(s), any sum(s) as specified by him, not exceeding the above
limit in aggregate, without cavil / argument and without the Client having to substantiate /
Name
Designation
Address
prove or to show grounds / reasons for such claim(s), on the occurrence of any / all of the
following conditions:
1. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
commits a default under the Contract;
2. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler fails
to fulfill any of the obligations under the Contract;
3. If the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
violates any of the provisions of the Contract.
Provided that the Client shall specify the occurred condition(s) owing to which the said
sum is due to him.
And further provided that any demand(s) / claim(s) from the Client shall reach the
Guarantor within thirty working days after the expiry of the Guarantee.
This guarantee shall remain valid up to two (02) Years or all obligations have been fulfilled in
accordance with the Contract, whichever is later. Date this day of 20 .
GUARANTOR
Signature
CNIC #
14
Annex IV- WARRANTY AND AFTER SALES SERVICES
DETAILS
Warranty:
Warranties in this document are in addition to any statutory remedies or warranties imposed
on the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler. Consistent
with this requirement, the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three
Wheeler warrants and guarantees to the Client each complete scooty and accessories and
components as follows. Performance requirements based on design criteria shall not be
deemed a warranty item.
Complete Scooty:
The complete Scooty, ignition system, components, major subsystems and body and
frame structure are warranted to be free from Defects and related Defects for one (1) year or
20,000 kms, whichever is earlier, beginning on the date of operation but not longer than
fifteen (15) days after acceptance under “Inspection, Testing and Acceptance.” The
warranty is based on regular operation of the Scooty under the operating conditions
prevailing in the Client’s locale.
Body and Frame Structure:
Body, body structure, structural elements of the suspension and engine cradle are warranted
to be free from Defects and Related Defects for one (1) year or 20,000 kms, whichever is
earlier.
Propulsion System:
Propulsion system components, specifically the engine and transmission, shall be warranted
to be free from Defects and Related Defects for the standard one year or 2 0,000 kms,
whichever comes first.
Emission Control System (ECS):
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler warrant the
emission control system for five years or 500,000 kms, whichever is later. The ECS shall
include, but is not limited to, the following components:
Complete exhaust system, including catalytic converter (if required)
After-treatment device
Components identified as emission control devices
15
Subsystems:
Other subsystems shall be warranted to be free from Defects and Related Defects for one
year or 20,000 kms, whichever is later. Other subsystems are listed below:
Brake system: Disc brake components
Start Button
Fuel storage tank and delivery system
Other mechanical and electrical system
Extension of Warranty:
If, during the warranty period, repairs or modifications on any scooty are made necessary
by defective design, materials or workmanship but are not completed due to lack of
material or inability to provide the proper repair for thirty (30) calendar days, the applicable
warranty period shall be extended by the number of days equal to the delay period.
Voiding of Warranty:
The warranty shall not apply to the failure of any part or component of the scooty that
directly results from misuse, negligence, accident or repairs not conducted from
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler established
/designated workshops/service stations. The warranty also shall be void if the end user fails
to conduct normal inspections and scheduled preventive maintenance procedures as
recommended in the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three
Wheeler’s maintenance manuals and if that omission caused the part or component failure.
End user shall maintain documentation, auditable by the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler, verifying service activities in conformance
with the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
maintenance manuals.
Exceptions and Additions to Warranty
The warranty shall not apply to the following items:
• scheduled maintenance items
• normal wear-out items
Fleet Defects Occurrence and Remedy:
A Fleet Defect is defined as cumulative failures of twenty-five (25) percent of the same
components in the same or similar application in a minimum fleet size of hundred (100) or
more scooties where such items are covered by warranty. A Fleet Defect shall apply only to
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the base warranty period in sections entitled “Complete Scooty,” “Propulsion System” and
“Subsystems.” When a Fleet Defect is declared, the remaining warranty on that
item/component stops. The warranty period does not restart until the Fleet Defect is corrected.
The Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall correct a
Fleet Defect under the warranty provisions. After correcting the Defect, the Client and the
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler shall mutually
agree to and the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
shall promptly undertake and complete a work program reasonably designed to prevent the
occurrence of the same Defect in all other scooties and spare parts purchased under this
Contract. Where the specific Defect can be solely attributed to particular identifiable
part(s), the work program shall include redesign and/or replacement of only the defectively
designed and/or manufactured part(s). In all other cases, the work program shall include
inspection and/or correction of all of the scooties in the fleet via a mutually agreed-to
arrangement. The Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler
shall update, as necessary, technical support information (parts, service and operator’s
manuals) due to changes resulting from warranty repairs. Client may immediately declare a
Defect in design resulting in a safety hazard to be a Fleet Defect. Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler shall be responsible to furnish, install and
replace all defective units.
Repair Procedures / Repair Performance:
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler is responsible for
all warranty-covered repair Work. To the extent practicable, the Client will allow the
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler or its designated
representative to perform such Work.
Repairs by the Manufacturer / supplier:
If the end user detects a Defect within the warranty periods defined in this section, it shall,
within thirty (30) days, inform the Manufacturer/Authorized Dealer/Supplier of Two
Wheeler/Three Wheeler designated workshop. Manufacturer/Authorized Dealer/Supplier of
Two Wheeler/Three Wheeler, if informed, begin Work on warranty-covered repairs within
five calendar days after receiving complaints of a Defect from the end user. The end user
shall make the scooty available to complete repairs timely with the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler repair schedule.
Defective Component Return:
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Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler may request that
parts covered by the warranty be returned to the manufacturing plant. The freight costs for
this action shall be paid by the Manufacturer/Authorized Dealer/Supplier of Two
Wheeler/Three Wheeler. Materials should be returned in accordance with the procedures
outlined in “Warranty Processing Procedures.”
Warranty after Replacement/Repairs:
If any component, unit or subsystem is repaired, rebuilt or replaced by the
Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler or by the end user
with the concurrence of the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three
Wheeler, the component, unit or subsystem shall have the unexpired warranty period of the
original. Repairs shall not be warranted if the Manufacturer/Authorized Dealer/Supplier of
Two Wheeler/Three Wheeler -provided or authorized parts are not used for the repair, unless
the Manufacturer/Authorized Dealer/Supplier of Two Wheeler/Three Wheeler has failed to
respond within five days, in accordance with “Repairs by the Manufacturer/Authorized
Dealer/Supplier of Two Wheeler/Three Wheeler.”
After Sales Services
I. To effectively provide maintenance support in the smooth operation of these
scooties supplier/ manufacturer of scooties must have presence/ roots in Lahore.
Evidence regarding establishment of 2S dealership (as per International standards,
must be ensured/ guaranteed by the supplier/ manufacturer).
II. Following details must be provided by the supplier/ manufacturer before getting
into formal agreement with the BoP & Transport Department, GoPb:
i. Details about setup of the maintenance workshops along with standards to
be followed
ii. List of inventory with stock replenishment plan to support preventive/
periodic and break down maintenance plan
iii. Approved compatibility list of spare parts
iv. Maintenance Checklist for warranty period
v. POL grade and recommended/ approved compatibility in local market
vi. List of consumables during warranty period
vii. Warranty Maintenance plan of:
a. Preventive Maintenance
b. Periodic Maintenance
c. Breakdown Maintenance
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viii. Policy to designate staff to attend out station calls resulting in unnecessary
delays.
III. Mobile Workshop to provide onsite repair facility to scooties far away from the
area workshop.
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Annex-V: INTEGRITY PACT
DECLARATION OF FEES, COMMISSIONS AND BROKERAGE ETC. PAYABLE
BY THE SUPPLIERS/CONTRACTORS OF GOODS, SERVICES & WORKS
[Name of service provider/operator] hereby declares its intention not to obtain or induce the
procurement of any contract, right, interest, privilege or other obligation or benefit from
Government of Punjab or any administrative subdivision or agency thereof or any other
entity owned or controlled by it (GoPb) through any corrupt business practice.
Without limiting the generality of the foregoing, [Name of service provider/operator]
represents and warrants that it has fully declared the brokerage, commission, fees etc. paid
or payable to anyone and not given or agreed to give and shall not give or agree to give to
anyone within or outside Pakistan either directly or indirectly through any natural or
juridical person, including its affiliate, agent, associate, broker, consultant, director,
promoter, shareholder, sponsor or subsidiary, any commission, gratification, bribe, finder’s
fee or kickback, whether described as consultation fee or otherwise, with the object of
obtaining or including the procurement of a contract, right, interest, privilege or other
obligation or benefit in whatsoever form from GoPb, except that which has been expressly
declared pursuant hereto.
[Name of service provider/operator] certifies that it has made and will make full disclosure
of all agreements and arrangements with all persons in respect of or related to the
transaction with GoPb and has not taken any action or will not take any action to
circumvent the above declaration, representation or warranty.
[Name of service provider/operator] accepts full responsibility and strict liability for
making any false declaration, not making full disclosure, misrepresenting facts or taking
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any action likely to defeat the purpose of this declaration, representation and warranty. It
agrees that any contract, right, interest, privilege or other obligation or benefit obtained
or procured as aforesaid shall, without prejudice to any other right and remedies available
to GoPb under any law, contract or other instrument, be voidable at the option of GoPb.
Notwithstanding any rights and remedies exercised by GoPb in this regard, [Name of
service provider/operator] agrees to indemnify GoPb for any loss or damage incurred by
it on account of its corrupt business practices and further pay compensation to GoPb in an
amount equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee
or kickback given by [Name of service provider/operator] as aforesaid for the purpose of
obtaining or inducing the procurement of any contract,
right, interest, privilege or other obligation or benefit in whatsoever form from GoPb.
Signature & Stamp
Subscribed and sworn to me this day of 20
Notary Public