GOVERNMENT OF PAKISTAN

ISLAMABAD MODEL COLLEGE FOR GIRLS, BHARA KAHU, ISLAMABD

*******

INVITATION TO BID

PURCHASE OF IT EQUIPMENT & SOLAR SYSTEM 15KW FOR “ISLAMABAD MODEL

COLLEGE FOR GIRLS, BHARA KAHU, ISLAMABAD”

Sealed Bids are invites from the original manufacturers / authorized distributors/
general order supplies who registered with Income Tax, Sales Tax Departments,
PPRA-EPADS and who are on Active Taxpayers List of the Federal Board of Revenue
for supply above mentioned items

2. The bidding documents, containing detailed terms and conditions can be

downloaded from PPRA (EPAD Portal).

3. The hardcopy of bids, prepared in accordance with the instructions in the

bidding documents, must reach to Chairperson Purchase committee at Islamabad
Model College for Girls, Bhara Kahu, Islamabad and electronic copy of the bids is
required to be submitted online PPRA e-Procurement portal- EPADS at
www.eprocure.gov.pk on or before 09:00 hours on 11th January, 2025. Bids will be
opened the same day at 10:00 hours.

4. Bids which are received through PPRA e-Procurement portal- EPADS will be
considered only. Late submission of bids on EPADS will not be accepted. Any bid not
submitted through EPADS shall stand rejected as per PPRA’s S.R.O No. 296(1)/2023.
The S.R.O is available at PPRA’s website (www.ppra.org.pk/doc/epronotif.pdf).

5. The institution will not be responsible for any cost or expense incurred by the
bidders in connection with preparation or submission of bids. Further details can be
sought from Chairperson Purchase Committee, Ph: # 051-9334774.

Chairperson Purchase Committee

Islamabad Model College For Girls, Bhara Kahu, Islamabad

Email: [email protected]
 Islamabad Model College For Girls, Bhara Kahu, Islamabad

Bidding Documents for purchase of it

equipment & Solar system “Islamabad Model
College For Girls, Bhara Kahu, Islamabad”

_______________________________________________________
IMCG Bhara Kahu, Islamabad
Ph. 051-9334774
 TERMS AND CONDITIONS FOR TENDER

PURCHASE OF IT EQUIPMENT & SOLAR SYSTEM

1. GENERAL:

i. Single stage - Single envelopes bidding procedure shall be applied:-

ii. The hardcopy of bids, prepared in accordance with the instructions in the bidding
documents, must reach to Chairperson Purchase committee at Islamabad Model
College for Girls, Bhara Kahu, Islamabad and electronic copy of the bids is
required to be submitted online PPRA e-Procurement portal- EPADS at
www.eprocure.gov.pk by Reputed Tax registered firms.

iii. Bids which are received through PPRA e-Procurement portal- EPADS will be
considered only. Any bid not submitted through EPADS shall stand rejected as
per PPRA’s S.R.O No. 296(1)/2023. The S.R.O is available at PPRA’s website
(www.ppra.org.pk/doc/epronotif.pdf).

iii. Tender will only be issued to the owner of the firm or his/her authorized
representative having legal power of attorney registered with First Class
Magistrate for the work especially; general power of attorney is not acceptable.

iv. Conditional, incomplete and overwriting in bids without initials will not be
accepted. A bidder can offer/quote price for Lot wise items and contract will be
awarded to most advantageous bidder.

v. Telephonic / telexed / faxed / telegraphic/emailed quotations will not be

entertained.

vi. The Bidder should quote the price according to the technical specifications as
provided in the bidding document. The specifications of item, different from
demand of enquiry, will straightaway be rejected.

vii. The Bidder is required to offer competitive price. The prices should be including
all Taxes/General Sales Tax (GST) which are applicable under Rules.

viii. Price offered should be for the entire quantity of each item demanded; partial
quantity offers shall straightaway be rejected. Conditional/Optional offers will also
be considered as non-responsive bidder.
ix. Any bid received by the purchaser after the specified bid submission date and
time will be rejected.

x. A bid once opened in accordance with the prescribed procedure shall be subject
to only those Rules, Regulations and Policies that are in force at the time of
issuance of Tender Notice.

xi. The purchaser will disqualify a bidder if it finds at any time that the information
submitted by him concerning his quotation as supplier was false and/or
misstated.

xii. The Bidder shall furnish, as part of its bid, documents establishing the Bidder’s
eligibility to bid, and the conformity to the bidding documents shall furnish, as part
of its Bid, a bid security for each lot (applied) mentioned against each should be
submitted in the envelope containing the technical proposal. The bidders must
quote their NTN/GST along with their offer and will be checked on the active
taxpayer list of FBR, failing which their offer will be rejected. The purchaser may
ask for a performance guarantee in the shape of a Bank Guarantee of up to
@5% of the total bid amount from successful bidder.
a. Bid Security shall be in Pak. Rupees and be in the shape of CDR, Pay Order
or Banker’s Cheque in the name of “Principal, Islamabad Model College for Girls,
Bhara Kahu,” issued by any scheduled bank of Pakistan.

b. It should be valid for ninety (90) days beyond the validity of the Bid.

c. The Security of unsuccessful bidders’ will be discharged or returned as

promptly as possible but not later than thirty (30) days after the expiration of the
period of bid validity prescribed by the Purchaser.

d. The successful bidder’s bid security will be discharged upon the bidder
signing the contract.

e. If a bidder withdraws its bid during the period of bid validity and if a bidder not
accept the arithmetic correction to its bid price; or in the case of a successful
Bidder fails to sign the contract or fails to provide the services within the delivery
timeline specified in Schedule of Requirements, the bid security may be forfeited.

xiii. The earnest money deposited along with bid will be refunded to all unsuccessful
bidders within 10 days of contract award. Whereas the earnest money of
successful bidder will be treated as performance guaranty and will be returned
 after the expiry of warranty period i.e. one year after the
confirmation/verification/inspection by the purchase committee.

xiv. The successful bidder will have to supply all items/equipment within one month of
the issue date of supply order.

xv. Price negotiation as per existing PPRA rules is not allowed.

xvi. No joint venture will be acceptable.

xvii. The payment of items is coupled with inspection / commissioning of items;

therefore, supplier should make sure that bid is complete in all respects including
consumables and incidentals etc.

xviii. Suppliers have to provide samples of each item before opening of financial bids
so that the samples be evaluated for adherence to specification as well to qualify
technically. The authorized officer(s)/Purchase Committee will approve the
samples by signing on each approved sample. All subsequent supplies should be
in conformity with the approved samples placed at Islamabad Model College
for Girls, Bhara Kahu, Islamabad under safe custody of Purchase Committee.

xix. In case of non-supply/incomplete supply of the item(s) as per contract or required

standard or if the supplier is unable to rectify the deficiency within 15 days, the
performance security will stand forfeited,

xx. The estimated quantity of the items has been mentioned in the bid documents.
However, the quantity of any item may be increase or decrease, depending on
the merits and circumstances of each case.

xxi. The rate of all the items should be separately quoted along with the total price of
Lot wise for eligibility. The tender will be awarded on lot wise bases.

xxii. All items as per attached list must be provided as per attached specifications.

xxiii. On late delivery the vendor will have to face the penalty as per PPRA rules.

2. REQUIRED DOCUMENTS:

Application should be accompanied with the following documents:

i. Company Profile with list of its recent clients

ii. Attested Copy of CNIC.

iii. Copy of NTN Certificate of the Firm.

iv. Proof of Financial capability and experience.

v. Partnership Deed, in case of partnership or Affidavit declaring himself/herself

sole proprietor of the Firm.

vi. Clear identification with address of After Sale Service Centre,

vii. Verified Bank Statement/ Bank maintenance certificate of the Bidder i.e,
Financial Year 2023-24.

3. TAXES:

i. The rates quoted should be inclusive of all applicable taxes

ii. The bidder shall provide the Income Tax and Sales Tax Registration Certificates.

iii. The project authorities will deduct the taxes at source, as per prevailing
rules/regulations of the Government.

iv. In case the supplies are exempted from levy of any tax, the bidder shall provide
an exemption certificate (SRO) to this effect, otherwise taxes will be deducted.

4. BIDDING:

i. The bidder may bid for Lot wise items only.

ii. Rates should be quoted with delivery/commissioning at the site.

iii. The bidders should quote final rates both in words as well as in figures.

iv. Tender document must also be filled in, stamped and signed by authorized
representative of the bidder.

v. The bidder shall provide the technical literature of the equipment.

vi. Any erasing/cutting/crossing etc. appearing in the offer, must be properly signed
by the person signing the tender. Moreover, all pages of the tender must also be
properly signed. Offers with any overwriting, not authenticated with signatures of
authorized person, shall in no circumstances be accepted the equipment.

vii. The quotation should be submitted on the basis of accounting unit specified.

5. BID EVALUATION:

i. The bids shall be evaluated in accordance with terms & conditions of this tender
documents.
ii. Ability of the firm to most closely confirm to the prescribed specifications.

iii. Rates offered by the firms.

6. CLARIFICATION OF BIDDING DOCUMENT:

The bidder requiring, any further clarification or information of the bidding

document may notify by contacting Chairperson Purchase Committee, Islamabad
Model College for Girls, Bhara Kahu, Islamabad. The Chairperson Purchase
Committee will respond to any request for information or clarification of the
bidding documents which it receives no later than (02) two days prior to the
deadline for the submission of bid.

7. SIGNING OF BIDS:

The authorized person signing the bid shall initial all the pages of the bid, where
entries are made.

8. RIGHT WITHIN PROVISION OF PPRA RULES:

i. The Committee reserves the right to reduce or increase the quantity/lot, accept or
reject any bid and to stop the bidding process and reject all bids, at any time prior
to award of supply order without incurring any liability toward the bidders. The-
grounds for rejection of bid(s) shall be provided upon request of the bidder(s) but
not bound to justify as per rule 33 of PPRA Rules.

ii. The Committee reserves the right to claim compensation for the loss caused by
the delay, or any other damage pointed out at the time of delivery.

9. CONVINCING:

Unsolicited advice/clarification and any personal approaches at any stage of

evaluations/purchase process that may lead to influence the process are strictly
prohibited and will lead to disqualification.

10. DELIVERY OF EQUIPMENT /ITEMS:

The delivery of equipment / items shall be made at the site / location within one
month of the date of supply order. The bid price should be inclusive of the
commissioning, installation, packing (if any) and delivery cost.
 The supplier shall provide the items/material as per tender requirements in
standard packing, the packing (if required) of the Goods as is required to prevent
their damage or deterioration during transit to their final destination.

11. INSPECTION OF EQUIPMENT / ITEMS:

Upon delivery at the specified premises, the equipment’s/items shall be

inspected by an authorized officer(s)/Purchase Committee in the presence of
supplier or his/her representative. Equipment’s/items not in conformity with the
supply order shall be rejected. The rejected equipment(s) shall be removed by
the supplier ' within 7 days at vendor’s expenses. A formal delivery challan shall
be prepared against items found as per specification and accepted thereon.

12. MODE OF PAYMENT:

Payment shall be made in the form of cross cheque, which shall be issued after
receipt of equipment’s, inspection & verification and installation &
operation/commissioning according to schedule. All taxes, insurance etc will be
deducted from bills as per applicable taxation rules.

13. PENALTY:

For failure to comply with agreed delivery schedule, the liquidated damages will
be as under:

i. 1% of the cost of that items mentioned in the supply order that remain
undelivered/un-finished for each day of non-supply up to maximum of twenty
(20) days exceeding the job completion/delivery period.

ii. If the material is not supplied even after payment of penalty for 20
consecutive days, the Islamabad Model College for Girls, Bhara Kahu,
Islamabad, reserves the right to cancel the contract and to get the required
job/items from elsewhere at the risk and cost of the defaulting contractor/firm
and the equivalent price/amount will be deducted from the securities
deposited by the firm/supplier.

14. PRICE REASONABILITY CERTIFICATE:

The bidder shall certify that the prices quoted are not more than the prices
charged from any agency (Government & Private) in Pakistan and in case of any
 discrepancy, the bidder thereby undertakes to refund the price charged in
excess.

15. PRICES:

Prices charged by the supplier for goods delivered and services performed under
the contract will be in accordance with the prices quoted by the supplier in its bid
and also referred in the contract.

16. EVALUATION CRITERIA:

Compliance to general terms and conditions stated above is must for all bidders.
In addition, conformity with the specification is deemed to qualify technically.

17. ARBITRATION:

In the event of any dispute arising between the bidder and the procuring agency
regarding this bid or any other matter ancillary there to whatsoever, the same
shall be referred to the sole arbitrator i.e. Grievance/ Redressal Committee of
Islamabad Model College for Girls, Bhara Kahu, Islamabad.

The Arbitrator shall give its award within two months from the date on which it
enters upon the reference. The provisions of the Arbitration Act, 1940 shall apply
to the arbitration proceeding. Reference to arbitration shall be a condition
precedent for any other action at law.

18. GUARANTEE / WARRANTY:

The supplier shall furnish one year after sales service guarantee/ warranty for
successful operation of equipment / items from the date of installation. In case of
Malfunctioning / defect in any equipment / item, the supplier shall replace them
free of cost within 15 days; otherwise the supplier will return the entire paid.
Amount to the department, immediately.
 ISLAMABAD MODEL COLLEGE FOR GIRLS, BHARA
KAHU, ISLAMABAD

UNDERTAKING
TENDER FORM 2024-25

I have read the terms and conditions regarding the “Purchase of IT Equipment”.
I hereby undertake to abide these terms and conditions in Letter & spirit.

Company/Firm Name: __________________________________

National Tax No.: __________________________________

Sales Tax Registration No.: __________________________________

Date of Registration: __________________________________

Owner(s) Name(s): __________________________________

__________________________________

Authorized Representative (if any): _________________________________

Complete Address: __________________________________

__________________________________

Telephone No.: Office:____________________________

Mobile:____________________________

______________________________
AUTHORIZED SIGNATURE/STAMP
Dated:-______________

Attachment:
➢ Copy of CNIC
➢ Copy of NTN Certificate
➢ Copy of Sales Tax Registration Certificate
➢ Bank Draft/Pay Order/Call Deposit
➢ Affidavit regarding Non Blacklisting

Note: - The above undertaking must be attached with tender.

 LOT No. 1(Smart Interactive Display)
Earnest Money = Rs. 20,000/-
S.No. Item Specification QTY Remarks
1. Smart • Built-in Android and Core i5 CPU 02
Interactive • 512 GB SSD for ample storage
Display(All in • 4K resolution with exceptional
One along with clarity, comparable to home LED
service screens
installation & • 65" size with 40-point touch
labor) capability
• Tempered glass screen that can be
written on with a finger, any touch
pen, or the provided stylus
• Brand: Clevertouch V series 65/
Equivalent
• Screen recording with Voice on
LED
• Writing Software, Screen
Mirroring Software, Annotation
software,
• IR Technology
• Speaker 15WX2
• At least 2-year on-site warranty
 LOT No. 2 (Solar System 15KW)
Earnest Money = Rs. 30,000/-

S.No. Component Description: Brand, Model No. and Origin Qty UoM
1 PV Panels Astroenergy/ Equivalent, N-Type, Bi-Facial 26 No
585W
10 year OEM
25 Years performance
2 Inverter Grid-Tied-Growatt X2Pro 15KW (5 Year 1 No
Warranty) OEM provided
3 Mounting Garter Structure(H-Bar) 1
Structure
4 Civil Pad
5 DC Cable CuPVC/PVC-4mm5. (TJ, Newage or Equivalent)

6 DC Grounding Panel to Panel Earthing-2.5mm2. (TJ, Newage or

Cable Equivalent)
Structure to Structure – 4mm2, TJ, Newage or
Equivalent
7 AC Cable 1 × 4C PVC – (4mm2) RYBB – Inverter to DB,
TJ, Newage or Equivalent
4C PVC – (4mm2) Meter to Disconnect Switch,
TJ, Newage or Equivalent
8 Miscellenous Cable Routing – PVC Conduit, Rawal Bolt, Job
Items Rawal Plug, MC4 connector, Nylon Cable ties,
PVC tape, SS Nut Bolt, Epoxy, flexible pipe, lugs,
screw
9 DC Earthing As per AEDB standard
10 Installation Installation and commissioning of PV System