DP2 INVITATION TO TENDER FORM 1. Schedule to Tender No 1090306/B1101/361036/P-36 dated 19 -08-2011. This tender will be closed for acceptance at 1000 Hours and will be opened at 1030 Hours on 20-09-2011. Please drop tender in the Tender Box No 206. 2. You are requested to please use this Proforma for price quotation, fill in the prices, affix your stamp on the same, sign it and forward it in original as your Commercial offer along with the covering letter of your firm. If you do not use this form as price quotations your offer might be rejected. 3. You are requested to please attach DP-1 and DP-3 alongwith your quotation duly signed & stamped. Same can be requested from DP(N) at Email email@example.com cc firstname.lastname@example.org & email@example.com S NO DETAIL OF STORES QTY/ UNIT UNIT TOTAL PRICE PRICE 1. Ctgs 12.7mm .50 TP M33 with M9 15,000 linked. Nos 2. Ctgs 12.7mm .50 M17 Tracer 10,000 Nos SPECIAL NOTE: a. WARRANTY: Firm/suppliers Warranty/Guarantee on form DPL-15 for one year from the date of receipt of stores at PNAD. b. MANUFACTURING DATE The stores should be of latest date of manufacture. c. OPTION CLAUSE: For subsequent order the prices of stores may not be increased for 12 months on receipt of stores against contract. d. BASIS OF OFFER : ON F.O.B BASIS e. Stores will be inspected by NAIO(A) at PNAD. Above mentioned price includes 16% sale Tax (Please tick Yes or No) Yes No Grand Total Earnest Money AS PER DP-1 Terms & Conditions 1. Special Instructions. N.A 2. Terms of Payment. 70% on shipment of store 30% on issuance of CRV 3. Origin of Stores. FOB 4. Origin of OEM. FOB 5. Technical Scrutiny Report. Required. 6. Delivery Period. 4-6 Months or earlier. 7. Currency. Euro 8. Basis for acceptance. FOB basis. 9. Bid validity. 90 Days. GOVERNMENT OF PAKISTAN DP-1 MINISTRY OF DEFENCE PRODUCTION DGDP, DIRECTORATE PROCUREMENT (NAVY) No._______ /P-36 Directorate of Procurement (Navy) Ministry of Defence Production Sectt No. II, Adamjee Road Rawalpindi Tel: 051-9271475 Fax:051-5516307 E-mail:DPNRWP2007@GMAIL.COM Cc:firstname.lastname@example.org Messrs ______________ 2011 Invitation to Tender and General Instructions 1. Conditions Governing Contracts. The „Contract‟ made as result of this I/T Understood Understood shall mean the agreement entered into between the parties i.e. the „Purchaser‟ and agreed agreed not the „Seller‟ on Directorate General Defence Purchase (DGDP) contract Form “DP- 19” in accordance with the law of contract Act, 1872 and those contained in Defence Purchase Procedure (DP-35) and other special conditions that may be added to given contract for the supply of Defence Stores specified herein. 2. Delivery of Tender. The offer is to be submitted in duplicate as under:- a. Commercial Offer: The offer will be in duplicate and indicate prices Understood Understood quoted in figures as well as in words alongwithagreed essential agreed not literature/brochure. It should be clearly marked in fact on the envelope “Commercial Offer”, tender number and date of opening. b. Technical Offer: (Where Applicable). Should contain all relevant Understood Understood specifications in triplicate in an envelope and clearly marked agreed agreed not “Technical Offer” without prices, tender number and date of opening. Both the “envelopes” of commercial and technical offers should be enclosed in one cover, properly sealed and bear the address of this office without any indication that there is tender within. Special Instructions: Tender documents and its conditions may please Understood Understood be read point by point and understood properly before quoting. All agreed agreed not tender conditions should be responded clearly. In case of any deviation due to non-acceptance of tender conditions(s), the same should be highlighted alongwith your changed offer/conditions. Tender may however be liable to be rejected Page – D1 C. Firms shall submit their offers in two separate envelopes Understood Understood agreed not agreed (i.e. one copy of commercial offer and two or more copies of the technical offer as asked in the IT). The commercial offer will include rates of items/services called for and the technical offer will not indicate the rates. Both types of offers are to be enclosed in separate covers and each envelope shall be properly sealed bearing the signature of the bidder. Each cover shall indicate type of offer, number and date of IT and IT opening date. Thereafter both the envelopes (technical and commercial offer) shall be placed in one envelope (second cover) duly sealed and signed. This cover should bear the address of the procurement agency indicating, issuance date of IT and No, with Its opening date. This should be further placed in another cover (third cover), addressed as indicated in the tender documents, without any indication that there is a tender within it. d. The tender duly sealed will be addressed to the following:- Directorate of Procurement (Navy)/P-31 Ministry of Defence Production Directorate General Defence Purchase Secretariat No. II, Adamjee Road Rawalpindi, PAKISTAN Telephone: 92-051-9271471 Fax No. 92-051-5516307 E-Mail:email@example.com, firstname.lastname@example.org 4. Date and Time For Receipt of Tender: Your tender must reach Understood Understood agreed not agreed this office by the date and time specified in the Schedule to Tender (Form DP-2) attached. This Directorate will not accept any excuse of delay occurring in post. Tenders received after the appointed/ fixed time will NOT be entertained. The appointed time will, however, fall on next working day in case of closed/forced holiday. Only legitimate/registered representatives of firm will be allowed to attend tender opening. 5. Tender Opening: Tenders will be opened as mentioned in the Understood Understood schedule to tender. Commercial offers will be opened at later stage if agreed not agreed Technical Offer is found acceptable on examination by technical authorities of Service HQ. Date and time for opening of Commercial offer shall be intimated later. Only legitimate / registered representative of firm will be allowed to attend tender opening. 6. Validity of Offer a. The validity period of quotations must be indicated and should Understood Understood invariably be 90 days extendable to 120 days from the date of opening of agreed not agreed commercial offer. Conversion rate of FE/LC components will be considered w.e.f. opening of commercial offer. b. The quoting firm will certify that in case of an additional Understood Understood agreed not agreed requirement of the contract items (s) in any qty(s) with in a period of 12 month from the date of signing the contract, these will also be supplied ( at the on going contract rates) with discount. 7. Part Bid You may quote for the whole or any portion, or Understood Understood to state in the tender that the rate quoted, shall apply only if the agreed not agreed entire quantity is taken from you. The Director Procurement reserves the right of accepting the whole or any part of the tender or portion of the quantity offered, and you shall supply these at the rate quoted. Note: - This condition would be used very rarely except ration items 8. Return of I/T In case you are Not quoting, please return the tender inquiry stating the reason of NOT quoting. In case of failure to return the ITs either quoted or not quoted consequently on three occasions, this Directorate General, in the interest of economy, will consider the exclusion of your firm‟s name from our future distribution list of invitation to tender 9. Withdrawal of Offer: If the firm withdraws it offer within validity Understood Understood agreed not agreed period the competent authority may place such firm under embargo for a period, which may be extended up to one year 10. Provision of Documents in case of Contract on Earnest Understood Understood Money. In case any firm wins a contract on EM, it will deposit agreed not agreed following documents for provisional registration before award of contract. a. A copy of letter showing firm‟s financial capability. b. Foreign Seller has to provide its Registration Number issued by respective Department of Commerce authorizing export of subject stores. c. Principal/Agency Agreement. 11. Return of Earnest Money. a. Earnest Money to the unsuccessful bidders will be returned Understood Understood on finalization of the contract. agreed not agreed b. Earnest Money of the firm/firms with whom contract is concluded willbe returned on submission of Bank Guarantee as stipulated in the contract. 12. Earnest Money/Tender Bond: your tender must be Understood Understood agreed not agreed accompanied by a Bank Draft in favour of CMA (DP), Rawalpindi for the following amount: a. Registered/Indexed Firms: 1% of the quoted value subject to maximum celling of Rs 0.200 Million. Applicable for FOR cases only. b. Registered but Un-indexed Firms: 2% of the quoted value subject to maximum celling of Rs 0.50 Million. Applicable for both FOR/FOB cases. c. Un-registered/Un-indexed Firms: 3% of the quoted value subject to maximum ceiling of Rs 1.00 Million. Applicable for both FOR/FOB cases. Note: (1) Please delete above mentioned condition not relevant to the firm. (2) In case of firm wins a contract on EM, it will deposit following documents for provisional Regn before the award of contracts: S. Local Supplier Foreign Supplier No. i) Three filled copies of SVA-8121 of Three filled copies of SVA-8121- each member of management D of each member of management ii) Three filled copies of SVA-8121-A Three filled copies of SVA-8121 iii) Three photocopy of NIC for each Three photocopy of Resident member of management Card or equivalent identification Card for each member of management iv) Three PP size photographs for Three PP size photographs for each member of management each member of management v) Challan Form (*) Challan Form (*) vi) Bank Statement for last one year Financial standing/audit balance sheet vii) Photocopy of NTN Photocopy of passport viii) Foreign Principal Agency Agency Agreement in case of Agreement in case of local agent Trading House/Company/ Exporter/Stockiest etc. 13. Treasury Challan. a. Offers must be accompanied with a challan form of Rs. Attached Not Attached 100/- (obtainable from State Bank of Pakistan/Government Treasury) and debitable to Major Head XL VII, Main Head XII, Sub Head „A‟ Miscellaneous Code No Def – 1220. Each offer will be covered by one challan. Attached Not b. In case of un-registered firms, whether they have applied Attached for registration or not, will pay tender inquiry fee (Challan Form) at following rates:- (1) Contract for value upto. Rs. 2,50,000/- : Rs 1000/- (2) Contract for value from - Rs. 1500/- Rs. 2,50,000/- to Rs.5,000,000/- (3) Contracts for value - Rs. 2000 above 5,000,000/- 14. Rights Reserved. Directorate Procurement (Navy), Rawalpindi Understood Understood agreed not agreed reserves full rights to accept or reject any or all offers including the lowest, after assigning grounds for its rejection and upon request, the grounds of rejection shall be communicated to supplier/contractor, who submit the offer. 15. Application of Official Secret Acts. All the matters connected Understood Understood with this enquiry and subsequent actions arising there from come within agreed not agreed the scope of the Official Secret Act, 1923. You are, therefore, requested to ensure complete secrecy regarding documents and stores concerned with the enquiry and to limit the number of your employees having access to this information. 16. Acknowledgment. Firms will send acknowledgement slips within Understood Understood 07 days from the date of receipt of IT. In case IT is not received by a agreed not agreed registered firm within 10 days IT published in the Bulletin, the firm must ask for it from concerned procurement agency in writing with intimation to Registration Section (DGDP). 17. Disqualification. Offers are liable to be rejected if:- Understood Understood agreed not agreed a. Taxes and duties, freight/transportation and insurance charges NOT indicated separately. b. There is any deviation from the General /Special/Technical Instructions. c. Offers are found conditional or incomplete in any respect. d. Treasury challan is NOT attached with the offer. e. Form DP-3 duly signed, is NOT received with the offers. f. Multiple rates are quoted against one item. g. Manufacturer‟s relevant brochures and technical details on major equipment assemblies are not attached in support of specifications. h. Received later than appointed/fixed date and time. j. Subject to restriction of export license. k. Offers (commercial/technical) containing non-initialed/ unauthenticated amendments/corrections/overwriting. l. If the validity of the agency agreement is expired. m. The commercial offer against FOB/CIF/C&F tender quoted in local currency and vise versa. n. Principals invoice in duplicate clearly indicating whether prices quoted are inclusive or exclusive of the agent commission is not enclosed. p. Earnest money not provided where applicable. q. If validity of offer is not quoted as required in IT or made subject to confirmation later. r. Offer made through Fax/E-mail/Cable/Telex. s. If your offer is found to be based on cartel action in connivance with other sources/ participants of the tender. Faithfully yours, _____________________________ (To be Signed by Officer Concerned) Rank:__________________________ NAME:_________________________ NOTES 1. FORM DP2, DP-3 and Questionnaires: Form DP-2, DP-3 and Questionnaires duly filled in are to be returned with the offer duly signed by the authorized signatory/person 2. Copy of DP-35 Revised 2002: Copies of DP-35 revised 2002 are available with Registration Section DGDP and the same be obtained by the Supplier on payment at the rate of Rs. 250/- each. (Signatures of Tenderer) ……………………………………. (Capacity in which signing) DP-3 Tender No…………… Name of the Firm………….. Address………………….. Date……………………… Telephone No. …………. E-Mail …………………… Fax No …………………… To: THE DIRECTOR OF PROCUREMENT (Section P-37) Ministry of Defence Production Sectt. No. II, Adamjee Road RAWALPINDI Tel: 051-9271478 Dear Sir 1. I/We hereby offer to supply to the Director of Procurement (Navy) the stores detailed in schedule to the tender inquiry or such portion thereof as you may specify in the acceptance of tender at the prices offered against the said schedule and further agree that this offer will remain valid up to ____ days and will not be withdrawn or altered in terms of rates quoted and the conditions already stated therein or on before this date. I/we shall be bound by a communication of acceptance to be dispatched within the prescribed time. 2. I/We have understood the Instructions to Tenders and General Conditions Governing Contract in Form No. DP-35 (Revised 2002) included in the pamphlet entitled, Government of Pakistan, Ministry of Defence (Directorate General Defence Purchase) “General Conditions Governing Contracts” and have thoroughly examined the specifications/drawings and/ or patterns quoted in the schedule hereto and am/are fully aware of the nature of the stores required and my/our offer is to supply stores strictly in accordance with the requirements. The following pages have been added to and form part of this tender: a. ………………………………………. b. ………………………………………. c. ……………………………………….. Yours faithfully, ………………………………… (Signature of Tenderer) ……………………………………. (Capacity in which signing) Address:……………………………….. Date………………………………. Signature of Witness…………… ADDRESS………………………………….. *Individual signing tender and/or other documents connected with a contract must specify:- (a) Whether signing as “Sole Proprietor” of the firm or his attorney. (b) Whether signing as a “Registered Active Partner” of the firm or his attorney. (c) Whether signing for the firm “per procuration”. (d) In the case of companies and firms registered under the Act, 1913 as amended up-to-date and under the Partnership Act 1932, the capacity in which signing e.g., the Director, Secretary, Manager, Partner, etc. or their attorney and produce copy of document empowering him so to sign, if called upon to do so. (e) Principal‟s proforma invoice (in original) (f) Earnest money (g) Treasury Challan Form for tender Fees in the name of DGDP as applicable h. Any other Remarks of the Suppliers (Max 100 words) j. Additional Instructions a. Firms are to indicate item complied/not complied b. IT instruction are being provided as a part of IT. c. The Procurement Agency has the right to reject/accept any quotation in case of being incomplete/overwriting and non, adherence to IT instructions. d. Firm have to submit DP-1 and DP-3 forms along with the quotation. DATA FOR ISSUANCE OF IT ON EARNEST MONEY Registered Not Registered 1. Is your Firm registered/Not registered with DGDP ? zzzzz. cccccc. 2. Manufacturer/Stockist/Agent aaaaaa. dddddd. (Strike which ever applicable) bbbbbb. eeeeee. qqqqq. ttttt. wwwww. rrrrr. uuuuu. xxxxx. Yes No 3. Is your any firm in business withyyyyy. sssss. vvvvv. nnnnn. kkkkk. Other Govt/Semi Govt Org? lllll. ooooo. Date Month ppppp. Years mmmmm. 4. If your firm Registered with DGDP then what jjjjj. ggggg. is the validity period of registration ? hhhhh. iiiii. 5. Financial capability of your firm Rs. fffff. 6. Agency agreement with foreign principal Valid Not Valid (In case of FOB cases only) ccccc. zzzz. ddddd. aaaaa. 7. Management Details: eeeee. bbbbb. (i) Proprietor/Director’s Name ddd. sss. mmm. wwww. yyy. vvv. ppp. jjj. ggg. bbbb. qqqq. kkkk. eeee. tttt. nnnn. hhhh. eee. ttt. nnn. hhh. cccc. rrrr. llll. zzz. www. qqq. kkk. xxxx. uuuu. oooo. iiii.ffff. (ii) Father’s Name SASDFSAA t. q. n. k. yyyy. vvvv. pppp. jjjj.gggg. cc. fff.xxx. rrr.ooo. uuu. aaaa. z. SDFJAS iii. aaa. xx.ssss. mmmm. j. w. lll. dddd. uu.rr. oo.ll. ii. ff. dd. aa.LFSALF l. bbb. yy.vv.ss. pp.mm. x. u. r. o. gg. jj. (iii) ID Card No uuuuuu. SAFSAS mmmmmmm. ffffff. llllll. F xxxxxx. ggggggg.ccc. d. ww. qq.nn.kk. ppppppp.ddddddd.m. g. rrrrrr. a. tt. iiiiii. oooooo. aaaaaaa. jjjjjjj. ee. bb.y. v. s. p. hh.zz. N (Please provide Photo copy as well) FASDFA kkkkkkk. e. qqqqqqq.N hhhhhhh.h. ssssss.b. gggggg. pppppp. bbbbbbb. DJFSLK nnnnnnn. eeeeeee. mmmmmm. jjjjjj. 8. Have you already received any IT on earnest money basis?SFSAF iiiiiii. i. tttttt. rrrrrrr.FLSDKF ooooooo.f. c. hhhhhh. qqqqqq. ccccccc. lllllll. yyyyyy.fffffff. kkkkkk. nnnnnn. if Yes then indicate No of ITs. zzzzzz. vvvvvv. JSLAFS wwwwww. AJDFSA Yes No 9. Is any R/E amount outstanding against your firm. If yes DFSAL sssssss. vvvvvvv. Mention the amount and contract No. Amount ttttttt. Contract No uuuuuuu. Rs. _______________________________________________________________________________________________________________________________________________________________________________________ 10. Is any DGDP contract ongoing with your firm. If Yes then indicate No. of outstanding contracts and also wwwwwww. (I). Number of contracts within Delivery Period (II) Number of contract beyond Delivery Period (Kindly fill in the above form and forward it under your own letter head with contact details) DPL – 15 WARRANTY M/S _______________________________________________________ CONTRACT NO. _____________________________________ 1. We hereby guarantee that the articles supplied under the terms of this contract are produced new in conformance with approved drawings/specification and in all respect in accordance with the terms of the contract, and the materials used whether or not of our manufacture are in accordance with the latest appropriate standard specifications, as also in accordance with the terms of complete of good workmanship throughout and that we will repair/replace free of cost (FOB/CIF/FOR/C&F) Karachi as the case may be every article or part thereof which before use or in use shall be found defective or not within the limits and tolerance of specifications requirement or in any way not in accordance with the terms of the contract. 2. In case of our failure to replace the defective stores free of cost within three months of reporting by the consignee, we will refund the relevant cost (FOB/CIF/FOR/C&F) Karachi as the case may be in the currency/currencies in which received plus freight charges, upto consignees end and the purchaser shall have the right to purchase the stores declared defective at our risk and expense from elsewhere. 3. The Supplier also undertakes to make good the deficiency in supply if any. 4. This warranty will remain valid for one year which ever comes first on receipt of stores by the consignee. THE SIGNATURE MUST BE THE SAME SIGNATURE : AS THAT ON THE __________________ TENDER/CONTRACT, OR IF OTHERWISE MUST BE SHOWN TO BE DATE : THE SIGNATURE OF A PERSON _______________ CAPABLE OF GIVING A GUARANTEE ON BEHALF OF THE SUPPLIER/PRINCIPAL.