University of Swat
University of Swat
Standard Bidding Documents
For
Prospectus, Admission Form and
Pakistan Journal of Applied Social Sciences
University of Swat
University of Swat
Preface
Rule 23 of public procurement rules requires procuring Agencies to formulate bidding
documents that shall be made available to the bidders immediately after the publication of
the bid or completion of prequalification process.
Table of Contents:
Section i. Invitation of Bids
Section ii. Instruction to Bidders
Section iii. Form of Bid
Section iv. Form of Contract
Section v. Condition of Contract
Section vi. Specification of List of Items
Section vii. Delivery Time
Section viii. Qualification Criteria
Section ix. Bid evaluation Criteria
Section x. Bid Validity
University of Swat
Section I
INVITATION OF BIDS
SHORT TENDER NOTICE
Sealed bids on prescribed bid Form invited preferably from printers, publishers preferably
registered with sale Tax department (excluding supply order), income tax and excise &
taxation department for publishing of following items:
1. Undergraduate Prospectus (designing/Composing and Printing)
2. Admission Form
3. University Research Journal (designing/composing and publishing)
Bidding documents including specification and detailed Terms and Conditions can be
collected from the office of the undersigned on cash payment or Bank Draft of
Rs.1000 (non-refundable) up to 21/06/2011 (Tuesday). The price should be
accompanied with the tender document if not paid earlier.
Bid must also be accompanied by 2% call deposit in favor of University of Swat.
The quotation may be dropped in Tender Box placed in front of the office of the
Registrar or should reach by post to the University on 21/06/2011 (Tuesday) up to
01:00 pm.
The quotation will be opened in the University of Swat Conference room on
21/06/2011 (Tuesday) by the University Purchase Committee in presence of the
bidders or their representatives at 2:00 pm.
Incomplete bid or bid received after due date/time will not be considered.
The University reserve the right to cancel/reject all the bids totally or partially
Director Finance
University of Swat
Section II
INSTRUCTION TO BIDDERS
1. Scope of procurement: University of Swat invites bids for publishing of prospectus,
admission form and university research journal as prescribed in the specification
attached hereto. The successful supplier/Firm/printing companies will be bound to
complete the required task within 20 days of supply order on the approved rates
mentioned in the supply order.
2. Eligibility to Bid: Suppliers / Firms / Dealers / Authorized Distributors / Sole
Distributors / Publishers / printing companies who are eligible to participate only
provided that they have :
a. Proof of registration with income Tax, Sales Tax and Excise & Taxation
Department with the bid.
b. Must have a documented track of completing similar assignments of a
comparable scale.
c. Well established firm, must have it own setup, direct Supplier / Manufacturer /
Distributor.
d. Are not blacklisted under the provision of rule 19 of public procurement Rules
2004.
e. Submit only one Bid, either individually, or as a partner in a joint venture. All
Bids submitted in violation of this rule shall be rejected: partner in a joint
venture shall be jointly and severally liable for the execution of the contract.
3. Qualification of contractor: to qualify for award of contract publisher /printer must
have a documented track of competing similar assignment of a comparable scale.
4. Documents Comprising the Bid: The Bid submitted by the supplier shall comprise the
following documents.
i. Bid on prescribed Bidding form including in Bidding Document provided by the
University of Swat.
ii. Qualification and experience information.
iii. Copy of Taxation documents.
iv. Call Deposits 2 % of Bid Value.
University of Swat
5. Bid: The contract shall be for the whole supply and shall be based on the unit’s price
inclusive of Sales Tax & Income Tax. Price shall be quoted entirely in Pak Rupees.
6. Validity of Bids: The price bid remain valid for the period of 90 days from the time of
opening of bid.
7. Language: All documents relating to the bid and contract shall be in English
Language. Any cutting/correction in bid will make it invalid.
8. Preparation and sealing of the Bid. The price bid shall be signed by a person or
persons authorized to sign on behalf of the supplier on every page of Bidding
documents. Sealed bid shall be addressed to Convener Purchase committee. If the
envelope is not sealed and marked as above, the University will assume no
responsibility for the misplacement or premature opening of the bid.
9. Place and submission of Bid: The bid shall reached in the University up to
21/06/2011 (01:00 pm). Any bid received after the deadline will be returned unopened
to the supplier.
10. Opening of Bid: The bid will be opened on 21/06/2011 at 02:00 pm, by University
Purchase committee in the presence of all the bidders or their representative.
11. Right of Cancellation: The University reserve the right to accepts or reject any
item/bid and cancel the process of completion or reject all bids, at any time prior to
award of the contract without thereby incurring any liability to the effected supplier or
any obligation to inform the effected suppliers of the goods for the purchaser decision.
12. Right to increase or decrease quantities: The University reserves the right to increase
or decrease the quantities of supplies, publishing, cancel/reject all the bids totally or
partially.
13. Notification of award and signing of contract: Results of evaluation would be known
in a reasonable time, suppliers / publishers are instructed not to approach the University
after opening of bids after the finalization of award. The written notification of award
will constitute formation of contract.
University of Swat
Section III.
FORM OF BID
To: The Treasurer/Director Finance
University of Swat at Saidu Sharif
We offer to execute the contract for supply / publishing of “Prospectus, Admission
forms and University Research Journal for University of Swat in accordance with
the condition of contract accompanying this bid for the contract price of
Rs._____________ (Rupees___________________________________________)
(amounts in words). We propose to complete the supply described in the contract
within 20 days of supply order on the rate approved by the University of Swat,
Competent Authority. This bid and your written acceptance will constitute a
binding contract between us. We understand that you are not bound to accept the
lowest or any bid you receive. We hereby confirm that this bid complies with the
validity of the bid required by the proposal documents.
Authorized Signature: _______________________________________________
Name and title of Signatory: __________________________________________
Cell No: ___________________________________________________________
Name of Supplier/Firm: _____________________________________________
Address: ___________________________________________________________
Phone No: _________________________________________________________
Fax No: ___________________________________________________________
University of Swat
Unit Cost
S. No Items Specification Including Remarks
Tax (PKR)
i. Multicolor Printing Qty: 4000
Undergraduate ii. Cover Title (310 gm Matt No. of Pages: 60
prospectus lamination)
Including
1 iii. Inner pages (white, 115 gm
single color
admission Matt imported Art Paper)
form iv. Size 7.176 x 9½
v. Composing
Pakistan i. Cover Title (2 color, 310 Qty: 500
Journal of gm Matt without No. of Pages: 80
Applied Social lamination)
Sciences
ii. Inner pages (white, 115 gm
2 Issue (1)
Volume (1) Matt imported Art Paper
2011 without shining)
iii. Size 24.1 cm x 18.2 cm
iv. Composing
University of Swat
Section IV.
Form of Contract
______________________________________________________________
Agreement
This agreement made and entered into this day ……………..of _____ 2011 by and
between the University of Swat Islamic Republic of Pakistan and
M/S__________________________________________________organized and existing
under the law of Pakistan having its principal office of business at (No/ Address
.__________________________________Pakistan (hereinafter referred to as the supplier)
Whereas the Vice Chancellor on the basis of lowest rates in response to an advertisement
for the items and on the recommendation of the purchase committee has approved the
supply / publishing of Prospectus, Admission forms and University Research Journal at
University of Swat from M/S __________________________________________
Who have agreed to supply the items listed at the approved rates in the consideration of the
mutual covenant hereafter contained, the parties agree as follow:
Terms & Conditions:
The firm shall be bound to supply all items according to the rates approved and
given in supply order within 20 days of issuing supply order on the approved rate.
Security amount 10 % (Comprises of 2% earnest money plus 8 % security of total
cost of every bill) will be retained which will be released after the completion of
the whole supply, suppliers’ performance obligation under the contract and
subsequent report of Technical / Inspection Committee.
The items if found sub-standard or less in quantity or if not supplied in time as
mentioned in supply order, the University reserve the rights to cancel the contract
partially or wholly during the financial years, and also to forfeit the security and
blacklist the firm as well. In case of delay, penalty @ 2% of total cost will be
imposed per week.
Supplier shall be bound to Supply/Deliver all the required /approved items to the
University at their own cost.
University of Swat
The composed material of the above items should be vetted by the Director
Academics/Committee before the publishing materials are submitted to press for
publishing.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be signed
their respective name and duplicate, each party retaining one (1) on copy thereof. This
_____________day of __________ 2011 as of the day and year first herein before written.
The University of Swat The Contractor
________________ _____________________
Witness No. 1 Witness No. 2
_______________ ________________________
NIC No. NIC No.
University of Swat
Section V
Condition of contract
_________________________________________________________________________
Condition of Contract
1. Definition bold face type is used to identify the designee terms.
a) The contract is the contract between the purchaser and supplier to execute,
complete and maintain the supplies as specified in the form of contract or in other
section of the contract. And the contract will be made for the period of four
months.
b) The purchaser means the organization purchasing / publishing the goods, as
named in form of contract.
c) The supplier is a person or corporate body whose bid to carry out the supplies has
been accepted by the purchaser and is named in the form of contract.
d) The contract price the contract price is the price stated in the letter of acceptance
and thereafter as adjusted accordance with the provision of the contract.
e) The supplier bids are the complete documents submitted by the supplier to the
purchaser.
f) Days of are calendar days, Months are calendar months.
g) Specification means specification of the supplies included in the contract and any
notification or addition made or approved by the purchaser.
2. The supplier would provide material on the basis of supply order form items listed at
specification. During the period of contract, the purchaser will on need basis, issue a
supply order, containing quantities of materials and supplier will complete the supplies.
3. Taxes the supplier is responsible for all taxes in accordance with laws of Islamic
Republic of Pakistan. Would be mandatory for recurring payments under contracts.
4. Stamp duty while executing contract for the procurement 1% of stamp duty will be
deducted in accordance with provincial assembly secretariat notification No.
PA/NWFP/Legis: 1/2007/13723/dated 07/07/2007 regarding finance bill 2007 article
No. 22(A) (B).
5. Warranty the supplier’s / publisher’s warrants that the goods/material used under this
contract are new and unused and according to the specifications. The suppliers further
warrants that all goods supplied under this contract shall have no defect, arising from
University of Swat
design, material or from any act or omission of the supplier that may developed under
normal use of the supplier’s goods in the condition prevailing in the country of final
destination.
6. The inspection committee of University shall have the right to Inspect / Test the goods
to confirm their conformity to the contract specification. The inspection and test may
be conducted on the put purchaser premises.
7. Quality of supplies and Penalties. No variation in quality form approved sample. In
case of the defective items, supplier / publisher will replace it on his own cost, or
contract would be cancelled in part or full and security will be forfeited. In case of
delay in supply, the penalty of 2% of total cost will be imposed per week.
University of Swat
Section VI
Specification and List of Items (Selection will be made out of various
specifications, versions/brands provided by the firms accompanied with the bid documents)
S. No Title Qty No. of Specifications
Pages
1. Undergraduate prospectus 4,000 60 + vi. Multicolor Printing
Including single color vii. Title Cover (310 gm Matt
admission form. lamination)
viii. Inner pages (white, 115 gm Matt
imported Art Paper)
ix. Size 7.176 x 9½
x. Composing
2. Pakistan Journal of 500 80 v. Title Cover (2 color, 310 gm Matt
Applied Social Sciences without lamination)
Issue1, Volume1, 2011 vi. Inner pages (white, 115 gm Matt
imported Art Paper without shining)
vii. Size 24.1 cm x 18.2 cm
viii. Composing
University of Swat
Section VII
Delivery Time
______________________________________________________________
On acceptance and approval of bids, the supplier shall be liable to supply the items of the
approved quality on approved rates within 20 days of supply order. In case of delay,
penalty of 2 % of total cost will be imposed per week.
Section VIII
Qualification Criteria
______________________________________________________________
As stated in section 1 instruction to bidders.
Section IX
Bid evaluation criteria
______________________________________________________________
The award of contract would be based, strictly on the quality on items and not only on the
basis of lowest rates.
Section X
Bid validity
______________________________________________________________
The price bid shall remain valid for the period of (90) Ninety days from the day of opening
of tender.