Tender documents of Supplies for Alipur, District Muzaffargarh and Layya Activity Public notification in Newspaper (Nationwide Daily

JANG) Last date of submission of sealed bids with required documents Bid evaluation and recommendations of award Notification of award of purchase order/contract (selected bidders only) Dates 05 June 2011 14 June 2011 15 June 2011 16 June 2011

Instruction to Bidders for submission of Bids and general conditions of contract: 1. Eligibility of Bidders: Only those suppliers, manufacturers, distributors and/or dealers and wholesalers are eligible to submit bids who have registered offices, and can submit the following documents on behalf of the manufacturers/suppliers as their authorized agents/representatives/service providers: a) Proof of registration with relevant government authority and having registered office b) Proof of registration with tax authorities (NTN/Sales Tax) c) Dealership certificate of manufacturer/importer (if any) should be attached with Bid d) Proof of experience of handling in respective product e) Proof of strong financial background f) List of big clients and projects 2. Bid prices: The quoted bid price shall be mentioned on per accounting unit in Pak Rupees for each item separately as per bid price format attached as Annexure A. The quoted price of each item must be inclusive of all applicable taxes, cost of materials, manufacturing, packing and labor and delivery charges which are mentioned at the end of Annexure-A. No price variation will be accepted after bid opening pre-paid as the quoted bid price will be considered as final prices. 3. Validity of Bid prices: Prices of all items must be quoted with a validity period of minimum thirty (30) days for non-livestock and sixty (60) days for livestock supplies from the date of bid opening. This statement should be clearly mentioned on your bid/quotation under price validity. No price escalation/inflation claimed by the selected bidder will be entertained after bid evaluation process is completed and orders are issued to selected bidder/s.

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4. Bid Security: At the time of bid submission, interested eligible bidders must submit a bid security (refundable) @ 3% of the total bid value in the shape of Pay-order/Demand Draft issued by a scheduled bank in the name of Children First. Bids submitted without bid security shall not be considered. Bid security will be returned to unsuccessful bidders within fifteen days of completion of evaluation of bids. The bid security of successful bidders shall only be returned after they submit performance bond as mentioned below and also explained in the special conditions of purchase order/contract. 5. Performance Bond: Selected bidders will submit 10 % performance bond of the total order value in the shape of demand draft/pay order issued by a scheduled bank in the name of Children First. After submission of performance bond the bid security will be released. If a successful bidder fails to submit the performance bond within due date specified in the purchase order/contract, the bid security of that bidder will be forfeited without further notice, and the contract shall be awarded to the second evaluated bidder. 6. Cutting and overwriting: Only those bids will be considered which are absolutely clear/unambiguous and legible. Any unavoidable cutting/over-writing must be signed and stamped. 7. Packing and transportation: All non-livestock items shall be individually wrapped and packed in proper packing material for onwards transportation and delivery to the locations as mentioned in Annexure -A. Any item damaged during transportation will be replaced by the bidders/suppliers at their own cost. All livestock items shall be delivered at distribution point in District Muzaffargarh and District Layya. A comprehensive distribution plan will be shared with selected vender or schedule will be given at the stage of awarding the contract with selected vender. 8. Bid Price Form: Number of items required and their respective standard specifications are attached herewith as Annexure A. 9. Bid Evaluation: The bids will be evaluated on item by item prices considered inclusive of all costs including cost of packing, transportation and delivery to Children First location/s mentioned in Annexure - A, and shall be considered as duty paid and delivered final prices (DDP) as mentioned in clause 2 above however the contract would be awarded on items basis. 10. Samples inspection: After the bid evaluation process, selected bidders will be requested to submit complete samples of the respective items within 1-2 days of the request; otherwise Children First reserves the right to reject the bid without further notice. In case of rejection of samples, the bidder/firm/supplier shall be responsible to bear all costs associated with submission of samples and collecting back the samples from Children Firsts office.

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11. Purchase order: A purchase order/contract will be issued to successful bidder only after review and approval of bids. Decision of the review and selection committee of Children First will be final and the organization reserves the right to accept or to reject any or all bids without assigning any reasons thereof. 12. Delivery/supply schedule: Supplies and delivery of all non-livestock items are required within 10 days of notification of award to the successful bidder/supplier. However, livestock supplies delivery schedule will be shared with the selected bidder which would be comprised to months from June-July 2011. The selected bidder/supplier will be responsible for packing of required quantities and delivery to the warehouse of Children First, located at Alipur, District Muzaffargarh and Layya. 13. Penalty: If deliveries are delayed from the agreed timeline of purchase order, a penalty of 0.14% per day on the quoted price of each undelivered item will be imposed that will be deducted from bill payment to supplier/bidder or otherwise can be deducted from performance bond of the bidder/supplier without further notice. 14. Payment: Children First will make payment within 10-15 days of receipt of invoice from bidder/supplier along with a copy of delivery challan verified by the receiving staff of Children Firsts warehouse address given in clause 12 above. Tax at source will be deducted from all payments made to bidder/supplier as per government rules and regulations unless a valid exemption certificate is provided by the bidder/supplier. 15. Preparation of Bid and submission : The bid documents including the price schedule must be prepared on companys letterhead and should be submitted in plan sealed condition in marked envelopes as per instruction below in clause 16. Please do not mention company name and address on envelop. 16. Date of submission of Bid : Sealed bids must be submitted to the office address mentioned below through registered mail/post/courier or hand delivered under a cover letter for acknowledgement of receipt latest by 14 June 2011. Late submissions will be rejected. Tender Manager Support Services, Children First
House No. 554, Street 49, I-8/2 Islamabad

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