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INVITATION TO BID AND GENERAL INSTRUCTIONS

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INVITATION TO BID AND GENERAL INSTRUCTIONS Powered By Docstoc
					                           GOVERNMENT OF PAKISTAN
           NATIONAL INSTITUTE OF VACCUM SCIENCE &
                                          TECHNOLOGY
                                             (NINVAST)


                                         NCP Complex,
                          SHAHDRA VALLEY ROAD, ISLAMABAD.




                        PROVISION OF IT & Office Equipments

Note: Questionnaire Performa attached at ANNEX B must be filled and should be submitted along with bid




                                                                                                         1
     National Institute of Vacuum Science & Technology


                    TENDER NOTICE # OFFICE & IT EQUIPMENT-02
     Invitation of Technical & Financial Proposals for the Procurement of Office & IT Equipments
1.       NINVAST (National Institute of Vacuum Science & Technology) invites tenders
         for the Office & IT Equipments as per detailed at Annex A” given below, from
         well reputed firms/companies registered with sales/income tax departments, must
         have at least 05 years experience in the relevant field.
2.       Tender documents can be downloaded from PPRA web (www.ppra.org.pk) or
         NINVAST web (www.ninvast.edu.pk) . A fee of Rs. 500/- (non-refundable) will
         be collected at the time of tender submission.
3.       Single stage two envelopes bidding process is to be followed and the interested
         parties are required to submit their technical and financial proposals in separately
         marked envelopes, with Rs. 10,000 as bid security (refundable). Final selection
         will be on item wise basis, therefore supplier can quote single item.
4.       Conditional and tenders without bid security shall not be considered.
5.       Technical proposals shall be opened and will be evaluated and only technically
         viable proposals shall be short listed. The sealed financial bids will be opened in
         the presence of the bid parties on a date and time to be announced latter on.
6.       This tender is only an invitation to offer and the Institute does not bind itself to
         accept the lowest or any tender and reserves the right to reject any or all tenders
         without assigning any reason thereof. Further personal canvassing or
         recommendations will also disqualify the bidders.
7.       Date and time schedule are as follows;
         a. Last date for submitting bid                           Jan 02, 2012, 1100 hrs
         b. Technical Bid Opening                                 Jan 02, 2012, 1130hrs

                     Assistant Manager Procurement
        NCP Complex, Shahdra Valley Road, P.O. Box 3125, Islamabad.
                Phone: (051) 2896074, Fax: (051) 2896070
           URL: www.ninvast.edu.pk, E-mail: info@ninvast.edu.pk




                                                                                                   2
National Institute of Vacuum Science & Technology Islamabad
                                    [Procurement Section]

Part A:
Subject:      INVITATION TO BID AND GENERAL INSTRUCTIONS

Dear Sir,
       You are hereby invited to submit the tender for the supply of IT Equipments in
accordance with the description of items at Appendix “A”.


   1. Prospective Bidders Should Particularly Note That:


       a. Bids will be accepted only if the materials and supplies being offered are produced
           either in Pakistan or manufactured in the country(s) maintaining bilateral relations
           with Pakistan.
       b. Bid Bond through Telex/ Fax shall not be acceptable.
       c. The Purchaser does not take any responsibility for collecting the bids from any
           agency.
       d. Authorized rep. may attend the tender opening, if desired.
       e. The Purchaser reserves the right to increase or decrease the quantities and accept
           or reject any or all bids or cancel any or all items at anytime without assigning any
           reason thereof.
       f. The Purchaser reserves the right to have the items inspected by its own
           representatives or through third party.
       g. The Proposal fully conforms to Technical Specifications and Terms & Conditions
           of the Tender Enquiry.
       h. NINVAST reserves the right to evaluate the bids on single item basis. Suppliers
           are advised to quote competitive price for all or any items.
       i. Bids against this tender are invited on Single Stage -Two Envelope Procedure,
           therefore the bidders shall submit one original and one copy of Technical Bid
           whereas the bid is required in original only.



                                                              Assistant Manger Procurement
                                                                       NINVAST, Islamabad

                                                                                                  3
Part B:
Instruction To Bidders (ITB):


1.    Delivery of Bids. The Proposal is to be submitted as under:-
      a.     Financial Proposal.
             The Proposal indicating the quoted price in figures as well as in words
      alongwith essential literature / brochure would be enclosed in an envelope. Following
      information will be clearly marked on the envelope:-
                      (1)     Financial Proposal
                      (2)     Tender number
      b.     Technical Proposal.
             Only technical details without mentioning the financial aspects of the Proposal
      in duplicate would be enclosed in an envelope. Following information will be clearly
      marked on the envelope:-
                      (1)     Technical Proposal
                      (2)     Tender number
                      (3)     Date of opening
      c.     Both the envelopes i.e of Financial Proposal and Technical Proposal would be
             enclosed in yet another properly sealed envelope that will be marked with
             address of this office only.
      d.     Technical Proposal i.e without prices will be opened on the day of tender
             opening and will be technically evaluated. Financial Proposal of only those
             suppliers will be opened, whose Technical Proposal would have been accepted
             by Technical Committee. Date of opening for Financial Proposal would be
             intimated to the suppliers in advance. Financial Proposal of the supplier whose
             Technical Proposal would have been rejected, will be returned un-opened.
      e.     The Bids duly sealed will be addressed to the following
             Assistant Manager Procurement
             National Institute of Vacuum Science & Technology
             Islamabad.




                                                                                          4
2.     Date and Time for Receipt of Bids.
        The bid document must reach this office until 1100 hrs on Jan 02, 2012 at the
following address:
                Assistant Manager Procurement
                National Institute of Vacuum Science & Technology
                NCP Complex, Shahdra Valley Road
                P.O. Box No. 3125 Islamabad
                Ph: 051-2896071-74
                Fax: 051-2896070

3.     Tender Opening.
        Technical Proposals will be opened half an hour after the tender opening timings.
Date and time for opening of Financial Proposal shall be intimated later. Only legitimate /
authorized representatives of suppliers will be allowed to attend. These reps should be fully
aware of the details of their supplier’s Proposal and deviation if any. They must be fully
authorized to take decision on the spot on behalf of their company.


4.     Validity of Proposal.
       The validity period of bids must be indicated and should invariably be not less than
120 days from the date of opening of Financial Proposal.


5.     Price:
       a.       The price of the equipment should be quoted FOR Islamabad basis. Price will
                be mentioned separately both in words and figures.
       b.       The price validity period must be 120 days from the date of opening of
                Financial Proposal.
       c.       Conversion rate of FE/LC components will be considered w.e.f opening of
                Financial Proposal (if applicable).


6.     Taxes:
       All Govt. Taxes will be applicable


7.     Guarantee/ Warranty:
                All the equipment would be brand new, from the current production and will
       be governed as per guarantee/ warranty clause.



                                                                                           5
8.        Language of Bidding Document:


          The bid must be prepared in English language. If supporting documents and printed
literature furnished by the bidder with the bid are not in English language, they must be
accompanied by English translation of the relevant passages.


9.        After Sale Services
          The “Supplier” should undertake to provide free after sales service for the entire
warranty period of One Year from the date of installation of the equipment with free supply of
parts. The supplier should also undertake to provide system maintenance support for three
years from the date of commissioning of the exchange.


10.       Spare Parts
        On expiry of warranty period the “Supplier” undertakes to supply spare parts for 05
years at market price on demand.

11.       Time Limits:
          Supplier must provide the time limits about delivery, Installation and commissioning
which should in no case be more than thirty days from the date of issuance of acceptance
letter.


12.       Terms of Payment:
          100% payment will be made after the delivery of the equipment.


13.       Bank Guarantee (BG):
          BG equal to 5% of contract value will be required to be submitted by the supplier
along with original performa invoice on the signing of contract. BG will remain valid upto the
60 days after completion of the contract. It will be considered automatically extended with the
extension of delivery period.


14.       Withdrawal of Proposal.
          If the supplier withdraws its Proposal within validity period the competent authority
may place such supplier under embargo for a period, which may be extended up to one year.



                                                                                             6
15.   Photocopies of relevant Documents:
      Photocopies of following documents will be provided / attached with Technical
      Proposal:-
      a.      A copy of letter from the Bank showing supplier’s financial capability.
      b.      Income Tax No. to be mentioned on the Proposal and copy of Registration
            Certificate issued by Sales Tax Department.
16.   Disqualification:
      Proposals are liable to be rejected if:-
           a. Earnest money is not attached with the Proposal.
           b. Proposals are found conditional or incomplete in any respect.
           c. Manufacturer’s relevant brochures and technical details on major equipment,
              assemblies are not attached in support of specifications.
           d. Received later than appointed / fixed date and time.
           e. Taxes and duties, freight / transportation and insurance charges are NOT
              indicated separately.
           f. There is any deviation from the General / Special / Technical Instructions.
           g. Multiple rates are quoted against one item.
           h. Proposals (Financial / Technical) containing unauthenticated amendments /
              corrections / overwriting. The Financial Proposal against FOB / CIF / C&F
              tender quoted in local currency and vice versa.( if applicable)
           i. Principals invoice in duplicate clearly indicating whether prices quoted are
              inclusive or exclusive of the agent commission.
           j. If validity of Proposal is not quoted as required.
           k. Proposal made through Fax / E-mail / Cable / Telex.
           l. If the Proposal is found to be based on cartel action in connivance with other
              bidders.


17.   Earnest Money / Bid Security.
      The Technical Proposal must be accompanied Rs. 10,000/- in shape of Bank Draft /
Pay Order in favor of Director NINVAST.




                                                                                            7
18.    Return of Earnest Money.


       a. Earnest money to the unsuccessful bidders will be returned on acceptance of
       lowest technically acceptable bid.

       b. Earnest money of the supplier / suppliers with whom contract is concluded
       will be returned on submission of Bank Guarantee stipulated in the contact


19.    Rights Reserved.
       NINVAST reserves full rights to accept or reject any or all Proposals including the
lowest, without assigning any reasons.




                                                                                        8
Annex-A




          9
                                               Software
Sr. #   Item                     Description / Specifications                       Qty        Unit
  1.    Renewal of Symantec      Client/Server Based with Media Kit, Compatible     50         No.
        Endpoint Protection      with Windows Server 2008 (Standard) (32 Bit &
        Antivirus License        64 Bit), Windows XP Professional, Windows 7
        (11.0.6 or Later)        Professional (32 Bit & 64 Bit), Installation,
                                 configuration/upgradation
                                              Hardware
  2.    Multimedia Projector     Brightness: 3000 ANSI Lumens, Resolution:           1         No.
        (Portable)               1400 x 1050, Contrast Ratio: 350:1, Projection
                                 Screen Size: 39" to 300", Projection Distance:
                                 48" to 408", Connectivity: 15-pin HD D-Sub
                                 (Analog), Component Video, Composite Video
                                 and S-Video, AIRSHOT Wireless Presentation
                                 Solution, Wireless: 1 x 802.11b/g Wireless,
                                 System Requirements: Windows Xp, Windows 7
                                 Professional, MAC, Carrying Case: Yes
  3.    Laserjet Color Printer   Print Speed: Up to 16 ppm, Memory: 256 MB,          1         No.
        (Xerox Phaser 6360 or    Processor: 500 MHz PowerPC processor, Adobe
        Equivalent)              PostScript 3 - 136 fonts, PCL5c - 54 fonts,
                                 Maximum Duty Cycle: Up to 60,000
                                 pages/month, Resolution: 2400dpi, Connectivity:
                                 Parallel, USB, Paper Input Capability: 500-sheet
                                 standard tray, Printer Drivers: Windows 7
                                 Professional, Windows 2000/XP, Windows
                                 Vista, Mac OS, Linux, Language Support: True
                                 Adobe® PostScript® 3™, PCL 5c emulation
                                 with automatic sensing and switching, Media
                                 Types: In all trays: 17-28 lb. (64-105 gsm) bond
                                 and heavy plain papers and transparencies,
                                 papers up to 80 lb. (216 gsm) cover, coated,
                                 glossy or Photo paper, labels, envelopes,
                                 business cards, greeting cards, CD/DVD
                                 label/inserts, Media Sizes: A/letter, legal,
                                 executive, statement, US folio, A4, A5, A6, B5
                                 JIS, ISO B5, and Custom [size range: 3.5–8.5 in.
                                 (89–216 mm) x 5.5–14 in. (140–356 mm)],
                                 Color Standards: PANTONE® -approved solid-
                                 color simulations, Adobe PostScript device-
                                 independent color, CIE international color
                                 standards, and support for ICC and Apple®
                                 ColorSync®; color management systems, Color
                                 Correction: Automatic, sRGB Display, sRGB
                                 Vivid, Black and White, Use Printer Front Panel
                                 Setting
  4.    Network Switch           24 Port 10/100 Switch with 4 extra Giga Ports       3         No.
        (24 Ports)               compatible with 2U Data Cabinet/Rack with
        (Linksys SRW224G4-       provision of fiber optic connectivity
        EU or Equivalent)


                                                                                          10
5.    Network Switch          8 Port 10/100/1000                                    2         No.
      (8 Ports Desktop
      Switch)
      Managed
6.    2U Data Cabinet         Wall Mounted                                          1         No.
      (Network Cabinet) for
      Edge Switches
7.    Patch Panel             Can be fixed in 2U Data Cabinet, For RJ-45            1         No.
      (Dintek 24 Ports or     Connectors
      equivalent)
 8.   SFP Pair                GLC-LH-SM (SFP, LC Connector)                         1         No.
 9.   ODF                     For 4 Core Fibre Splicing                             1         No.
10.   Optical Fibre Cable     4 Core                                               260        Mtr.
11.   Plasma Screen with      Display Size: 50”, Resolution: Full-HD 1,920 x        1         No.
      Wall Mount Brackets     1,080, Moving Picture Resolution: 1080 lines,
      (With complete          Shades of Gradation: 6,144 equivalent, Viewing
      installation &          Angle:     Viewing     Angle    Free,    Motion
      configuration)          Technology: 600 Hz Sub Field Drive Intelligent
                              Frame Creation Pro, Panel: G14 Progressive
                              Full-HD, Filter: High Contrast Filter (AR Filter),
                              Picture Mode: Dynamic / Normal / Cinema /
                              True Cinema / Game / Photo, 3D Panel: Yes, 3D
                              24p Film Display/Smooth Film: Yes, 2D/3D
                              Conversion: Yes, 3D Image Viewer: Yes,
                              Speakers: 2 x 10 Watt 2 Speakers, Sound Mode:
                              Music / Speech / User, Virtual Surround: V-
                              Audio Surround, Dolby Digital / dts: Dolby
                              Digital Plus / DolbyPulse / dts2.0 / dts Digital
                              Out, USB: 2 (1 side, 1 rear); Mass Storage /
                              Keyboard / WiFi / SK Camera / USB-HDD
                              Recording, LAN Port: Yes, Digital Audio Output
                              (Optical): Yes, Headphone Jack: 1 (Bottom),
                              Wireless LAN Adaptor: WiFi Ready, Computer
                              Connectivity: Yes, Multi-Lingual Menu: Yes,
                              Wall-Mounting Bracket: Yes
12.   UTP Cable Cat 6 AMP                                                           1         Roll
      or equivalent
13.   AMP RJ-45 Connector     Compatible with Cat 6 Cable                          250        No.
      or equivalent
14.   External USB            10/100Mbps Network Connectivity, Auto                 2         No.
      Supported LAN Card      10/100Mbps Speed Detection, RJ-45 (10/100
      (DLink DUB-E100         Mbps Dual-Speed
      High Speed USB 2.0
      Fast Ethernet Adapter
      or equivalent)




                                                                                         11
15.   Crimping Tool          Punching provision of RJ-45 & RJ-11               1         No.
                             Connectors
16.   CPU Power Supply for   450 Watt                                          6         No.
      Tower Casing
17.   Computer Power         3 Core , 2.5mm Flexible, 20Amp, 5’ of length     12         No.
      Cables
18.   Mouse Optical          USB Supported                                     6         No.
19.   Keyboard               Standard                                          6         No.
20.   USB Flash Drive        8 GB                                              2         No.
21.   RAM (1GB)              667 Mhz Bus Speed                                 6         No.
22.   UG Telephone Cable     20 Pair, Jelly Filled 0.6mm                      235        Mtr.
23.   16 Line Card (CSLC     Compatible with Panasonic Exchange (KX-           2         No.
      16) or Equivalent      TDA200BX Hybrid-IP-PBX) with complete
                             installation & configuration

24.   Telephone Sets         Compatible with Panasonic Exchange (KX-          32         No.
      (Panasonic Model No.   TDA200BX Hybrid-IP-PBX)
      KX-TSC11MXB or
      Equivalent)
25.   Telephone Line Tone                                                      1         No.
      Tester
26.   Heavy Duty Paper       Paper cutting capacity of 10 Sheets (A4, Legal    1         No.
      Cutting Machine        Size)
27.   Tool Kit Bag           For Telephone Exchange Tools, Zipped Leather,     1         No.
                             15 Pockets,




                                                                                    12
                                                 QUESTIONIAR FORM

Questionnaire Performa attached at ANNEX B must be filled and should be submitted along with bid

   QUESTION 01 WHAT IS THE NAME AND ADDRESS OF THE BIDDER FIRM?




   QUESTION 02

    National Tax Number
    Sales Tax Number
   (Attach copy of NTN & Sales Tax Certificate and Professional Tax Certificate along with copy of last months deposited sales
   tax receipts)


   QUESTIONS 03                  PLEASE SPECIFY THE YEAR OF ESTABLISHMENT?



   QUESTION 04 TYPE OF FIRM?

    Sole Proprietor
    Partnership
    Private Limited Company
   (Attach copy of Bank Certificate in case of Sole Proprietor ship, Partnership deed in case of Partnership & Registration with
   SECP in case of Pvt. Ltd. Company.)


   QUESTION 05 NAME OF THE OWNER (s)
   S.No. Name                  NIC No.                                Address & Tel. No.




   (Attach copy of CNIC of each owner)


                                                                                          Signature & Company Stamp

                                                                                                                               13
QUESTION 06 NAME OF THE NOMINATED Rep. (s) FOR THIS TENDER
S.No. Name                   NIC No.    Address & Tel. No.


QUESTION 07 DEPARTMENT DETAILS?
                    DAPARTMENT                            YES      NO                No. of Person
 Finance Department
 IT Department
 After Sale Services Department
QUESTION 08 FINANCIAL STANDAING OF COMPANY/FIRM?

                                             BANK STATEMENT
Name of Banks                 Title of Account                                Monthly Average Balance




(Attach Bank statement for the last Six months)
QUESTION 09 PROJECT EXECUTED?
                 PROJECTS COMPLETED DURING LAST 3 YEARS
Name of Project         Type of Project           Contact Name &        Date of             Value in Rs.
                                                  Tel. No.              Completion




              (Attach Copy of Work Order/Purchase Order )


QUESTION 09 PROJECT IN HAND?
                                             PROJECTS IN HAND
Name of Client          Type of Project           Contact Name &        Date of Award       Value in Rs.
                                                  Tel. No.




                                                                                 Signature & Company Stamp



                                                                                                           14

				
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