Government of Balochistan Science & Information Technology Department

DIRECTORATE GENERAL Information Technology, Balochistan

Phone: 081-9203539 Fax: 081-9203538 www.balochistan.gov.pk

Bidding Document for Virtual Education System in 100 Secondary & Higher Secondary Schools in Balochistan

Go

vern

men

t o

f B

alo

chis

tan

i

SPECIAL INSTRUCTIONS

1. Any conditional, ambiguous or called incomplete offer in any respect

shall be ignored. No supplementary or revised offer after the opening

of tenders shall be entertained.

2. Any erasing cutting crossing etc., appearing in the offer must by

properly signed and stamped by the person signing the tender.

Moreover all pages of the tender must also be properly signed and

stamped. Offers with any overwriting shall in no circumstances be

accepted.

3. This document has been prepared, based on the workings carried out

for the requirements and needs of the Procuring Agency, observing

BPPRA Rules 2014. Any grievance/accusation/suggestion (if so)

refraining the responding agency from bidding, without prior

consultation with the Procuring Agency would be an approach of

misleading and/or misappropriation towards Procuring Agency.

4. Sign & seal each & every page of bidding document before submission.

5. The interested firm(s) shall inform the Procuring Agency in writing

(through mail/courier and electronic mail on the email detailed below)

instantly on acquiring/downloading the bidding document, so that

bidders be informed in case of Clause 8 (e);

6. The Responding Organization has to respond as per Terms of Reference

(TOR).

Go

vern

men

t o

f B

alo

chis

tan

ii

COMPANY PROFILE

1. Name: ___________________________________________

2. Full Address:___________________________________________

________________________________________________________

3. Telephone No. _____________ Fax No. ____________

4. Status: ___________________________________________ (Please specify)

___________________________________________

5. Type of Company: Private Limited, Partnership,

Proprietorship, Public Limited

6. National Tax No (NTN): ____________________________

7. Sales Tax Registration No: _______________________

8. BRA Registration No: ____________________________

SIGNATURE OF BIDDER / SUPPLIER / CONTRACTOR

SEAL OF

BIDDER/SUPPLIER/CONTRACTOR

Go

vern

men

t o

f B

alo

chis

tan

iii

CERTIFICATE

I/We hereby confirm to have read carefully the description and all the terms

and condition of your tender Receiving / enquiry No. ___________ due for

Opening on ________________ regarding the

Recording of lectures through annotation Software and

allied Hardware

FOR

VIRTUAL EDUCATION SYSTEM IN 100 SECONDARY SCHOOLS IN BALOCHISTAN

In addition to the conditions laid down and also all the special instructions

attached with the said tender enquiry. We agree to abide by all those

instructions / Conditions.

1. I/We also hereby confirm that the SRS study by me/us would be exactly

to the particulars and specifications as laid down in the TOR in all

respects.

2. I/We hereby confirm to adhere to the delivery period required in the

tender enquiry which would be the essences of the contract that will be

strictly adhered to by me/us. In case of failure I/we agree

unconditionally to accept the recovery of liquidated damages on belated

job at 2% (of the total offered cost) per month on part thereof.

Name of Bidder: _____________________________________________

Signature of Bidder: _______________________________________

Designation: _______________________________________

Seal: ______________________

WITNESS (a) Name:___________________________ Signature ___________________

(b) CNIC #:________________________________________________________

(c) Full address: _____________________________________________

_______________________________________________________________

(d) Date: _____________________________

Go

vern

men

t o

f B

alo

chis

tan

iv

Table of Contents SPECIAL INSTRUCTIONS ...................................................................................................................... i

COMPANY PROFILE .............................................................................................................................. ii

CERTIFICATE ......................................................................................................................................... iii

1. Project Overview ................................................................................................................................ 2

1.1. Background ................................................................................................................................ 2

2. Terms of Reference (TOR) ................................................................................................................ 3

2.1. Scope of work ............................................................................................................................. 3

3. Bill of Quantities ................................................................................................................................. 4

4. Data Sheet (Specification Sheet) of Assignment .............................................................................. 4

5. BID Document – its availability ........................................................................................................ 4

5.1. Postal Address ............................................................................................................................ 4

5.2. Validity of the Proposal/Bid ...................................................................................................... 4

5.3. Brief description of the Selection Process ................................................................................ 5

5.4. Bid Security ................................................................................................................................ 5

5.5. Schedule of Selection Process.................................................................................................... 5

6. Submission of Bid(s) / Proposal(s) ..................................................................................................... 5

7. Opening of Bid(s) / Proposal(s) ......................................................................................................... 5

8. Instruction to the prospective bidder(s) ........................................................................................... 6

9. Procurement Method ......................................................................................................................... 8

9.1. Terms & conditions ................................................................................................................... 8

10. Instructions for Bid/Proposals Preparation .............................................................................. 10

10.1. Technical Proposal................................................................................................................... 10

10.2. Financial Proposal ................................................................................................................... 11

11. Evaluation Process ....................................................................................................................... 12

11.1. Eligibility Criteria .................................................................................................................... 12

11.2. Bidder Eligibility Evaluation Form ........................................................................................ 12

12. Evaluation Criteria ...................................................................................................................... 12

12.1. Bidders Technical Evaluation Form ...................................................................................... 12

12.2. Bidders Evaluation of Financial Proposals............................................................................ 13

12.3. Commencement of Assignment .............................................................................................. 13

13. Award of Contract ....................................................................................................................... 13

14. Performance Guarantee .............................................................................................................. 13

15. Contract Commencement Date .................................................................................................. 13

Go

vern

men

t o

f B

alo

chis

tan

v

16. Terms of Reference & Technical Specifications ....................................................................... 13

TECHNICAL FORMS ............................................................................................................................ 14

Form – 1 ................................................................................................................................................ 14

TECHNICAL PROPOSAL SUBMISSION FORM .......................................................................... 14

Form – 2 ................................................................................................................................................ 15

FIRM EXPERIENCE .......................................................................................................................... 15

Form – 2 ................................................................................................................................................ 16

FIRM EXPERIENCE .......................................................................................................................... 16

Form – 3 ................................................................................................................................................ 17

COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE ................................. 17

Form – 4 ................................................................................................................................................ 18

CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF ............................... 18

FINANCIAL FORMS .............................................................................................................................. 20

Form – 1 ................................................................................................................................................ 20

FINANCIAL PROPOSAL SUBMISSION FORM ........................................................................... 20

Form – 2 ................................................................................................................................................ 21

FINANCIAL CAPACITY OF THE BIDDER ................................................................................... 21

Form – 3 ................................................................................................................................................ 22

SUMMARY OF COSTS ...................................................................................................................... 22

Annexure – A ........................................................................................................................................ 23

BILL OF QUANTITIES...................................................................................................................... 23

Annexure – B ........................................................................................................................................ 24

DATA SHEET (SPECIFICATION SHEET) OF ASSIGNMENT .................................................. 24

Annexure – C ........................................................................................................................................ 25

ELIGIBILITY CRITERIA ................................................................................................................. 25

Annexure – D ........................................................................................................................................ 27

BIDDERS ELIGIBILITY EVALUATION FORM .......................................................................... 27

Annexure – E ........................................................................................................................................ 29

BIDDERS TECHNICAL EVALUATION FORM ............................................................................ 29

1

This page is intentionally left BLANK

Go

vern

men

t o

f B

alo

chis

tan

2

GOVERNMENT OF BALOCHISTAN SCIENCE & INFORMATION TECHNOLOGY DEPARTMENT

Terms of Reference (TOR) for hiring of services for

Recording of lectures through annotation Software and allied Hardware

FOR VIRTUAL EDUCATION SYSTEM IN 100 SECONDARY

SCHOOLS IN BALOCHISTAN

1. Project Overview

Balochistan is the largest province (by area) of Pakistan, constituting approximately 44% of

total land mass of Pakistan. According to the 1998 census, Balochistan had a population of

roughly 6.6 million. Population is scattered among its 32 districts where literacy rate in the

year was 45% which is less amongst all the provinces of Pakistan. This downhill of literacy

rate is because it is not possible to accommodate and provide qualified/well versed teachers

at every school and college .On the other side literacy rate is also decreasing day by day due

to miserable conditions of security, law and order. It is fact that non local teachers are facing

problems of target killing & most of good teachers have left the province.

1.1. Background

To accommodate these vacancies of teacher and boost the literacy rate in Balochistan

Information Technology can play a vital role. It is proposed the Virtual Education may be

introduced in Secondary Schools in which courses may be offered to students through Smart

Interactive multimedia projector and/or other devices like monitors, LCD’s or TV’s. Best

teachers from all Balochistan will be recruited for video recording of lectures, recorded videos

will be incorporated on DVDs/USBs for further distribution to 100 secondary and higher

secondary schools.

This learning is delivered at the students pace, not instructed live by a teacher. To achieve the

above idea it is proposed that a group of core virtual teachers will be appointed. The objective

of virtual teachers is to provide recorded lectures. These courses will be distributed among all

the colleges and schools through DVD and this information will also be available on

Government of Balochistan web portal (website). All respective school and college teachers

will also be trained on these virtual courses so that they are often needed to act as a guide and

provide any assistance that may be needed throughout the course. Communication with virtual

teacher/facilitators is accomplished through discussion boards and email.

Go

vern

men

t o

f B

alo

chis

tan

3

2. Terms of Reference (TOR)

The Responding Organization (RO) should clearly mention and list all the deliverables to be

completed under the proposed project.

The firm is required to deliver the following:

i. Inception report including work schedule;

ii. The firm will provide the lecture through annotation software (lecture should be

recorded in parallel teacher and white board);

iii. The firm will record/ provide the lectures as per the curriculum of Balochistan Text

Book Board, Education Department;

iv. The Firm will deliver/ provide the DVD’s of each course separately and

Record/distribute course/subject in not more than 150 lectures;

v. The Firm will provide one time DVD’s of each course to each school, the same will also

be copied in desktop computer of smart lab;

vi. All respective school teachers will also be trained on these virtual courses so that they

are often needed to act as a guide for providing assistance (if required) for the course;

vii. Monthly progress report according to work schedule;

viii. Operation & User Manual of the system;

ix. Completion Report.

2.1. Scope of work

The project aims to provide Virtual Education for 100 Secondary Schools Balochistan.

Objectives which would be achieved under this project are:

All students and teachers will have access to science subjects interactively not only in

their classrooms, schools but also at home communities without any time restriction;

All teachers will use technology effectively to help students achieve high academic

standards in Science subject;

All students will acquire technology and information literacy skills;

Research and evaluation will improve the new generation of technology applications

for teaching and learning;

Digital content and networked applications will transform the mode of teaching and

learning;

Provisioning of latest equipment for interactive learning system;

Expand the range of courses;

Provide lectures through highly qualified Teachers;

Provide Scheduling Benefits;

Increase the teaching of technology skills;

Go

vern

men

t o

f B

alo

chis

tan

4

Economize the time of teaching staff, and cost of instruction;

Facilitate the presentation of online learning by instructors without web authoring

experience;

Provide student’s instruction in a flexible manner with varying time & location

constraints;

Provide instruction in a manner familiar to the current web-oriented generation of

students;

Facilitate the networking of instruction between different campuses or even colleges;

Provision for the reuse of common material among different courses.

Provision of services for further ONE years after the first year of implementation.

The proposed project is in line with the objective above and will support in strengthening of

teaching methodology by using modern equipment which ultimately will upgrade the quality

of education and also improve literacy rate and education facilities in public sector educational

institutions/ schools.

3. Bill of Quantities

Bill of quantities pertaining to the provision of equipment and required services are detailed

in Annexure – A.

4. Data Sheet (Specification Sheet) of Assignment

The Data Sheet/specifications of assignment based on the Bill of quantities (BoQ) are detailed

in Annexure – B.

5. BID Document – its availability

The Bidding document can be downloaded from the Website of the Balochistan Public

Procurement Regulatory Authority (B-PPRA) www.bppra.gob.pk and also from Balochistan

web portal www.balochistan.gov.pk.

The Tender/bidding document fee of Rs. 2000/- in Government Account C-38 others, C-3870

others on the name of Secretary Science & IT Department, the bank slip is mandatory to attach

with tender documents at the time of submission of bids.

5.1. Postal Address

Director (P&D)

Directorate General IT, Balochistan

First Floor, Block # 14, Civil Secretariat Quetta

d.pnd@balochistan.gov.pk, and d.tech@balochistan.gov.pk

5.2. Validity of the Proposal/Bid

The bid validity shall be valid up to 90 days as per BPPRA rule -30.

Go

vern

men

t o

f B

alo

chis

tan

5

5.3. Brief description of the Selection Process

The Bidders will send their Proposals in Single Stage – Two Envelope Procedure as per B-

PPRA Rule 41 (3). The bid found lowest evaluated bid shall be accepted, as per B-PPRA

Rule 41 (3) (i). The selection process in evaluating the Proposals comprising of Technical

and Financial Bids to be submitted in two separate sealed envelopes. In the first stage, a

technical evaluation will be carried out as specified in Clause 12 sub-clause-12.1. Based on

this technical evaluation, a list of short-listed responsive bidders shall be prepared. In the

second stage, a financial evaluation will be carried out for the Technically Responsive firms

only & the financial bids of Technically Non-Responsive firms would be returned.

5.4. Bid Security

All bidders are required to submit 2% earnest money in the form of a bank guarantee or

Bank draft/pay order. The Earnest Money should be furnished by a reputable bank in favor of

DIRECTOR GENERAL IT, BALOCHISTAN and shall be valid for a period of three (3)

months. The bank guarantee / pay order for earnest money will be returned to the responsive

bidders on signing of the contract with the successful bidder and the earnest money of non-

responsive bidder will be returned within 30 days. Bidders submitting a proposal without

acceptable earnest money shall be disqualified.

5.5. Schedule of Selection Process

S. No. ACTIVITIES SCHEDULE

1. Date of issuance of Bidding Document. 24th December, 2019

2. Proposal Due Date for submission 09th January, 2020

3. Opening of Technical Bids 09th January, 2020

4. Opening of Financial Bids After Tech. Evaluation.

(Above dates may change, if circumstances warrant so.)

6. Submission of Bid(s) / Proposal(s)

Sealed proposals (Technical + Financial) must reach to the office of DIRECTOR

GENERAL OF IT, BALOCHISTAN latest by 09th January, 2020 till 11:00 AM through

courier or may be dropped in person. Late submission of Bid(s) to the Procurement Committee

desk shall NOT be entertained;

7. Opening of Bid(s) / Proposal(s)

The Technical proposal will be opened on same day/date at 11:30 AM sharp in the Office of

the DIRECTOR GENERAL OF IT, BALOCHISTAN, in presence of the bidders who

want to be present in the Bid opening session.

Go

vern

men

t o

f B

alo

chis

tan

6

8. Instruction to the prospective bidder(s)

a. Detailed description of the objectives, scope of services, deliverables and other

requirements relating to this project are specified in this bidding document. The term

Bidder (the “Bidder”) means the Firm, as the case may be. The vendor may participate in

the selection process as “Sole Firm or Consortium / Joint Venture Firm(s)” in response to

this invitation. The manner in which the Proposal / Bid is required to be submitted,

evaluated and accepted is explained in this bidding document;

b. The Bidder shall submit its Proposal in the form and manner specified in the bidding

document. The Technical Bid shall be submitted in line with the respective form at

TECHNICAL FORM-I and the Financial Bid shall be submitted in the form at

FINANCIAL FORM-I;

c. Upon selection, the Bidder shall be required to enter into a contract with the Client before

inception of work;

d. Bidder may request a clarification on the bidding document documents up to the number

of five (05) days before the proposal submission date. Any request for clarification must

be sent in writing or by standard electronic means to the Client’s address indicated above.

The Client will respond in writing or by standard electronic means and will send written

copies of the response (including an explanation of the query but without identifying the

source of inquiry) to all Bidders;

e. At any time before the submission of Proposals, the Client may amend the bidding

document by issuing an addendum in writing, or by standard electronic means. The

addendum shall be sent to all bidders and will be binding on them. The Bidders shall

acknowledge receipt of all amendments. To give Bidder reasonable time to take an

amendment into account in their proposals. The Client may, if the amendment is

substantial, extend the deadline for the submission of Proposals;

f. The original proposals (Technical and Financial) shall contain no interlineations or

overwriting, except as necessary to correct errors made by the Bidder themselves. The

person who signed the proposal must initial & stamp such corrections;

g. An authorized representative of the Bidder shall initial all pages of the original Technical

and Financial Proposals. The authorization shall be in the form of a written power of

attorney accompanying the Proposal or in any other form demonstrating that the

representative has been dully authorized to sign. The signed Technical and Financial

Proposals shall be marked “ORIGINAL”;

h. The Technical Proposal shall be marked “ORIGINAL” or “COPY” as appropriate;

i. The Technical Proposals (03 numbers [01 original + 02 copy]) shall be sent to the addresses

referred above. All required copies of the Technical Proposal are to be made from the

Go

vern

men

t o

f B

alo

chis

tan

7

original. If there are discrepancies between the original and the copies of the Technical

Proposal, the original governs;

j. The original and all copies of the Technical Proposal shall be placed in a sealed envelope

clearly marked “TECHNICAL PROPOSAL” Similarly, the original Financial Proposal

shall be placed in a sealed envelope clearly marked “FINANCIAL PROPOSAL” and

clearly mentioning the name of the assignment, and with a warning “DO NOT OPEN

WITH THE TECHNICAL PROPOSAL.” The envelopes containing the Technical and

Financial Proposals shall be placed into an outer envelope and sealed. This outer envelope

shall bear the submission address and be clearly marked “DO NOT OPEN, EXCEPT IN

PRESENCE OF THE APPOINTED OFFICIAL”. The Client shall not be responsible

for misplacement, losing or premature opening, if the outer envelope is not sealed and/or

marked as stipulated. Such an occurrence may be the case for Proposal rejection. If the

Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated

above, will constitute grounds for declaring the Proposal Non-Responsive;

k. The Proposals must be sent to the address above and duly received by the Client no later

than the time and the date indicated above or any extension to this date in accordance with

rules. Any proposal received by the Client after the deadline for submission shall be

returned unopened;

l. From the time the Proposals are opened to the time the Contract is awarded, the Bidder

should not contact the Client on any matter related to its Technical and/or Financial

Proposal. Any effort by Bidder to influence the Client in the examination, evaluation,

ranking of Proposals, and recommendation for award of Contract may result in the rejection

of the Bidder Proposal;

m. The evaluation committee shall evaluate the Technical Proposals on the basis of their

responsiveness to the Terms of Reference, applying the evaluation criteria, sub criteria, and

evaluation procedure specified in the bidding document. A Proposal shall be rejected at

this stage if it does not respond to important aspects of the bidding document, and

particularly the Terms of Reference or if it fails to achieve/meet any of the Technical Bid

Evaluation indicated in the bidding document;

n. After the Technical Evaluation is completed, the Client may inform the Bidders who have

submitted proposals that their technical proposals have qualified or considered responsive

and shall also notify those Bidder who’s Proposals did not meet the minimum qualifying

criteria or were considered non-responsive to the bidding document and TOR, that their

Financial Proposals will be returned unopened after completing the selection process;

o. Financial Proposals shall be opened publicly in the presence of the qualified bidders or

their representatives who choose to attend. The name of the Bidders, and their technical

responsiveness shall be read aloud. The Financial Proposal of the Bidder who met the

minimum qualifying criteria will then be inspected to confirm that they have remained

Go

vern

men

t o

f B

alo

chis

tan

8

sealed and unopened. These Financial Proposals shall then be opened, and the total prices

read aloud and recorded;

p. All documents, reports, designs, and all deliverables prepared by the Firm shall become

and remain the property of the procuring agency/Client. Any restrictions on the future use

of these documents by the Firm shall be specified in the conditions of the contract;

q. The bid submitted by the Bidders must be comprehensive in all manners, comprising of all

relevant and necessary documents, product catalogues/Data Sheets etc. Avoid provision of

multiple copies of support document in any set of bid submitted.

r. Bidders should note the Proposal Due Date (PDD), as specified above for submission of

proposals. Except as specifically provided in this bidding document, no supplementary

material will be entertained by the Client and that evaluation will be carried out only on

the basis of documents received by the closing time of Proposal Due Date. Bidders will

ordinarily not be asked to provide additional material information or documents subsequent

to the date of submission, and unsolicited material if submitted will be summarily rejected.

For avoidance of any doubt, the Client reserves the right to seek clarifications. Bidder shall

not submit any document after PDD except in response to any clarification sought by

Director General IT and in response to clarifications no change shall be made.

9. Procurement Method

The procedure of procurement will be Single Stage – Two Envelop Procedure as per BPPRA

Rules-2014 clause 41(3).

9.1. Terms & conditions

i. The Director General Information Technology invites sealed bids containing One

Original Technical and Financial Proposal and Two copies of Technical proposals

from all interested Bidders for this bidding document of hiring service of the Firm;

ii. The Bidder must quote for the complete scope of work as per TORs. The bid with

partial offering of scope of work will be rejected/considered as Non-Responsive;

iii. The Technical Proposal should contain all the bid items/solutions without quoting

the price and must list firm’s clientele, details of past project, items specification,

product catalogues/Data Sheets etc.;

iv. The bidding document can be downloaded from the Website of the Balochistan Public

Procurement Regulatory Authority (B-PPRA) www.bppra.gob.pk and also from

Balochistan web portal www.balochistan.gov.pk. The Tender/bidding document fee of

Rs: 3000/- deposited in Government Account C-38 others, C-3870 others in the name

of Secretary, Government of Balochistan, Science & IT Department. The bank slip

is mandatory to attach with tender documents at the time of submission of bids;

Go

vern

men

t o

f B

alo

chis

tan

9

v. All bids must be submitted in the office of the Director General IT, Balochistan on or

before 11:00 AM on 9th January, 2020. The bids will be publicly opened in the office

of Director General IT at 11:30 AM on the same day in presence of bidders who wish

to attend bid opening for official confirmation of the participating bidders. Any bid

received late from the bid submission time/date will not be considered as per BPPRA

Rule 25;

vi. The client will not be responsible for any costs or expenses incurred by bidders in

connection with the preparation or delivery of bids;

vii. Bidders shall submit bids, which comply with the bidding documents, alternative bids

will not be considered;

viii. Conditional tenders/bids will not be acceptable;

ix. Every page of the original proposal documents should be signed and stamped by the

bidder and proposal to be submitted in bind form;

x. Any firm, which furnishes wrong information, will be liable for legal proceeding and

any contract awarded in such case when find out, will be cancelled;

xi. The bidder should not be blacklisted by any of its clients. An affidavit to this affect

must be submitted by the bidder;

xii. Payment schedule shall be based on the deliverables and will be detailed at the time of

the contract;

xiii. Acceptance Criteria: Bidding is allowed to all bidders that meet the eligibility criteria

and minimum qualification criteria relating to previous experience, delivery

capability, firms standing, etc., as stated in the bidding document;

xiv. Financial Proposal to be submitted together with Technical Proposal;

xv. The Firm has to submit documentary evidence (sufficient & acceptable) for the projects

(of same level) executed, to the client;

xvi. Proposals shall be submitted in English language;

xvii. Amounts payable by the Client to the Firm hired under the contract would be subject to

local taxation;

xviii. Income Tax shall be deducted from each payment made to the Firm as per Income

Tax Rules and Regulations prescribed by Government of Pakistan;

xix. Each party shall be liable for its own taxes. The prices quoted by the Firm in its

financial proposal will be considered inclusive of all applicable taxes;

xx. The Firm is to state local cost in the National currency.

Go

vern

men

t o

f B

alo

chis

tan

10

10. Instructions for Bid/Proposals Preparation

10.1. Technical Proposal

Bidders shall submit the Technical proposal in the formats at Form-I (The “Technical

Proposal”), while submitting the Technical Proposal, the Bidder shall in particular, ensure

that:-

i. All forms are submitted in the prescribed formats and signed by the prescribed

signatories;

ii. Power of Attorney, if applicable, is executed as per applicable Laws;

iii. The proposal is responsive in terms of Clause 12.1;

iv. The Technical Proposal shall not include any financial information relating to the

Financial Proposal;

v. The proposed team shall be composed of experts and specialists (the “Professional

Personnel”) in their respective areas of expertise and managerial/support staff (the

“Support Personnel”) such that the Firm should be able to complete the Project

within the specified time schedule. Competent and experienced Professional

Personnel in the relevant areas of expertise must be added as required for successful

completion of the services. The CV of each such Professional Personnel, should be

submitted vide format Technical Forms (Form-4);

vi. The Client reserve the right to verify all statements, information and documents,

submitted by the Bidder in response to the bidding document. Any such verification

or lack of such verification by the Client shall not relieve the Bidder of its obligations

or liabilities hereunder nor will it affect any rights of the Client there-under;

vii. In case it is found during the evaluation or at any time before signing of the Contract

or after its execution and during the period of subsistence thereof, that one or more of

the eligibility conditions have not been met by the Bidder or the Bidder has made

material misrepresentation or has given any materially incorrect or false information,

the Bidder shall be disqualified forthwith if not yet appointed as the Vendor either by

issue of the LOI or entering into of the Contract, and if the selected bidder has already

been issued the LOI or has entered into the Contract, as the case may be, the same

shall, notwithstanding anything to the contrary contained therein or in this bidding

document, be liable to be terminated, by a communication in writing by the Client and

the Client shall not be liable in any manner whatsoever to the Bidder or Vendor, as the

case may be. In such an event, the Client shall forfeit and appropriate the Earnest

Money as mutually agreed pre-estimated compensation and damages payable to the

department for, inter alia, time, cost and effort of the department, without prejudice to

any other right or remedy that may be available to the department.

Go

vern

men

t o

f B

alo

chis

tan

11

10.2. Financial Proposal

Bidders shall submit the financial proposal in the formats at Form-I (the “Financial

Proposal”) clearly indicating the total Cost of the Services in both figures and words, in PKR,

and signed by the Bidder’s Authorized Representative. In the event of any difference between

figures and words, the amount indicated in words shall prevail. In the event of a difference

between the arithmetic total and the total shown in the Financial Proposal, the lower of the

two shall prevail. While submitting the Financial Proposal, the Bidder shall ensure the

following:

i. At the public opening of Financial Proposals, Firms representatives who choose to

attend will sign an Attendance Sheet;

ii. Each Financial Proposal will be inspected to confirm that it has remained sealed and

unopened;

iii. The Science & IT department’s representative will open each Financial Proposal. The

representative will read out aloud name of the Firm and total price shown in the Firm's

Financial Proposal. This information will be recorded in writing by the Science & IT

Department representative;

iv. Serial Numbers of items must be quoted as mentioned in the “Bidding Document” (in-

case of difference in serial numbers in “Bidding Documents” viz-a-viz “Financial Bid”

the bid may qualify for rejection;

v. No Technical detail/specification may be mentioned in the Financial Bid;

vi. Taxes must be included along with the price of each item;

vii. In-case of any Tax exemptions, Exemption Certificate from the concerned Tax

Office/Regional Tax Office pertaining particularly to this case may be provided,

otherwise taxes shall be deducted as per Government Policy / Rules;

viii. Financial Proposals will be reviewed to ensure that the figures provided therein are

consistent with the details of the corresponding Technical Proposal;

ix. The total price for each Financial Proposal will be determined;

x. Bid Security of successful bidder(s) shall be released upon submission of

Performance Security refer clause 10 below;

xi. Bid Security of unsuccessful bidder(s) shall be released within thirty days from the

date of award of contract to the successful bidder(s);

xii. Performance security of the successful bidder(s) shall be released within two months

from the date of inspection after successful deployment and commissiong. In case of

unsatisfactory performance on part of the supplier, the “Performance Security” shall

be forfeited or retained till satisfactory completion of task.

Go

vern

men

t o

f B

alo

chis

tan

12

11. Evaluation Process

11.1. Eligibility Criteria

The Eligibility Criteria is detailed in Annexure – C as to carry out the Evaluation process as

per BPPRA Rules 34 & 35, for all bids/proposals submitted against the bidding document.

The criteria have been formulated appropriately in accordance to the nature of work to be

done. Any ambiguity/ clarification (if so required) may be clarified well before the

Bid/Proposal submission date.

11.2. Bidder Eligibility Evaluation Form

Based on the Eligibility Criteria, the Eligibility Form devised is detailed as per Annexure –

D below. All the Bids/Proposal submitted against the bidding document would be evaluated

and marked (Yes/No) for the Eligibility Factor as per documents submitted.

Firm must score “YES” in all requirements of the eligibility criteria to be categorized as

Eligible. “NO” to any requirement of the eligibility criteria, by any bidder shall render the

Firm as INELIGIBLE.

Subsequent upon said assessment, Bidders shall be categorized as:

A. Eligible Bidder(s).

B. Ineligible Bidder(s).

Proposals from Ineligible Bidders shall be declared “Non-Responsive”. The Financial

Proposals of Ineligible Bidders shall be Return and consequently shall NOT be accepted

for any further evaluation:

a. Their Financial Proposals shall be returned without being opened;

b. Their Bid Security shall be released upon their written request.

12. Evaluation Criteria

12.1. Bidders Technical Evaluation Form

The Bids received from Eligible Bidders shall then be evaluated by the TECHNICAL

COMMITTEE for conformance with the required technical qualification (which includes

specification, schedule of requirements and all other administrative and legal requirements as

stated in the bidding document) on item wise basis.

The Technical Evaluation of Bid/Proposal would be done in a manner detailed vide Annexure

– E, based on Clause–3 of the bidding document.

Bids conforming to the required technical qualification shall stand Responsive, hence will

qualify for Financial Bid opening. All proposals shall be categorized as:

A. Responsive Proposal(s).

B. Non – Responsive Proposal(s).

Go

vern

men

t o

f B

alo

chis

tan

13

The Technical Proposals not conforming to the required technical requirements shall be

declared as “Non-Responsive” and consequently shall NOT be accepted for any further

evaluation:

i. Their financial proposals shall be returned without being opened.

ii. Their Bid security shall be released upon their written request.

iii. Technical Evaluation Report shall be prepared duly signed by all members of the

Procurement Committee, giving REASONS for;

a. Acceptance of the Eligible and Responsive Bid(s) and;

b. Rejection of the Ineligible AND/OR Non-Responsive Bid(s).

12.2. Bidders Evaluation of Financial Proposals

Financial Proposals of the Technically Responsive Proposals shall be publicly opened in the

next meeting and Financial Comparative Statement / Evaluation Report of the “Responsive

Proposals” will be prepared and uploaded on the BPPRA website.

12.3. Commencement of Assignment

The Selected Bidder(s) shall commence the Services within 7 (seven) days of the date of the

Contract or such other date as may be mutually agreed.

13. Award of Contract

After completion of selection process, Science & IT Department shall award the contract to

the selected Firm

14. Performance Guarantee

The successful bidder will have to furnish a performance guarantee, equivalent to ten (10%)

percent of the contract amount in shape of bank draft/ bank guarantee.

15. Contract Commencement Date

Within the first week, after award of the project.

16. Terms of Reference & Technical Specifications

i. Balochistan Public Procurement Regulatory Authority Act 2009.

ii. BPPR: Balochistan Public Procurement Rules – 2014.

iii. Technical specification as per the Data Sheet contained in this Bidding Document.

iv. All Terms & Conditions contained in this Bidding Document.

Go

vern

men

t o

f B

alo

chis

tan

14

TECHNICAL FORMS

Form – 1

TECHNICAL PROPOSAL SUBMISSION FORM

[Location, Date]

To

The Secretary

Science & IT Department,

First Floor, Block No.14, Civil Secretariat,

Quetta.

Dear Sir,

We, the undersigned, offer to provide the services for [Insert title of assignment] in

accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby

submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed

under a separate envelope.

We hereby declare that all the information and statements made in this Proposal are

true and accept that any misinterpretation contained in it may lead to our disqualification.

We undertake, if our Proposal is accepted, to initiate the services related to the

assignment not later than the date indicated in the schedule.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

_________________________________________________________________

Go

vern

men

t o

f B

alo

chis

tan

15

Form – 2

FIRM EXPERIENCE

A - RECORDING OF LECTURES THROUGH ANNOTATION SOFTWARE

AND ALLIED HARDWARE FOR “VIRTUAL EDUCATION SYSTEM IN 100

SECONDARY SCHOOLS IN BALOCHISTAN”

[Provide here a brief (two pages) description of the background and organization of your

firm/entity and each associate for this assignment.]

Go

vern

men

t o

f B

alo

chis

tan

16

Form – 2

FIRM EXPERIENCE

B – Experience of Firm & Associates:

[Using the format below, provide information on each assignment for which your firm, and each

associate for this assignment, was legally contracted either individually as a corporate entity or

as one of the major companies within an association, for carrying out consulting services similar

to the ones requested under this assignment.]

Assignment name:

Approx. value of the contract (in current US$ or PKR):

Country:

Location within country:

Duration of assignment (months):

Name of Client:

Total No of staff-months of the assignment:

Address:

Approx. value of the services provided by your firm under the

contract (in current US$ or PKR):

Start date (month/year):

Completion date (month/year):

No of professional staff-months provided by Firm:

Name of Firm services, if any:

Name of senior professional staff of your firm involved and

functions performed (indicate most significant profiles such as

Project Director/Coordinator, Team Leader):

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

Firm’s Name:

Go

vern

men

t o

f B

alo

chis

tan

17

Form – 3

COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE

[Present and justify here any modifications or improvement to the Terms of Reference you are

proposing to improve performance in carrying out the assignment (such as deleting some activity

you consider unnecessary, or adding another, or proposing a different phasing of the activities).

Such suggestions should be concise and to the point, and incorporated in your Proposal.]

Go

vern

men

t o

f B

alo

chis

tan

18

Form – 4

CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [Insert name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth: Nationality:

5. Education [Indicate college/university and other specialized education of staff member,

giving names of institutions, degrees obtained, and dates of obtainment]:

6. Membership of Professional Associations:

7. Other Training [Indicate significant training since degrees under 5 - Education were

obtained]:

8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:

9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading,

and writing]:

10. Employment Record [Starting with present position, list in reverse order every employment

held by staff member since graduation, giving for each employment (see format here below):

dates of employment, name of employing organization, positions held.]:

From [Year]: __________ To [Year]: __________

Employer:

Positions held:

Go

vern

men

t o

f B

alo

chis

tan

19

11. Detailed Tasks Assigned

[List all tasks to be performed under

this assignment]

12. Work Undertaken that Best Illustrates

Capability to Handle the Tasks Assigned

[Among the assignments in which the staff has been

involved, indicate the following information for

those assignments that best illustrate staff capability

to handle the tasks listed under point 11.]

Name of assignment or project:

Year:

Location:

Client:

Main project features:

Positions held:

Activities performed:

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes

myself, my qualifications, and my experience. I understand that any willful misstatement described

herein may lead to my disqualification or dismissal, if engaged.

Date:

[Signature of staff member or authorized representative of the staff] Day/Month/Year

Full name of authorized representative:

Go

vern

men

t o

f B

alo

chis

tan

20

FINANCIAL FORMS

Form – 1

FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To

The Secretary

Science & IT Department,

First Floor, Block No.14, Civil Secretariat,

Quetta.

Dear Sir,

We, the undersigned, offer to provide the services for [Insert title of assignment] in

accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal. Our

attached Financial Proposal is for the sum of [Insert amount(s) in words and figures1]. This amount

is exclusive of the local taxes, which shall be identified during negotiations and shall be added to

the above amount.

Our Financial Proposal shall be binding upon us subject to the modifications resulting

from Contract negotiations, up to expiration of the validity period of the Proposal.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm: _

Address: _____________________________________________________________________

_____________________________________________________________________________

Go

vern

men

t o

f B

alo

chis

tan

21

Form – 2

FINANCIAL CAPACITY OF THE BIDDER

In case the Bidder does not have a statutory auditor, it shall provide the certificate from its

chartered accountant that ordinarily audits the annual accounts of the Bidder.

Note: Please do not attach any printed Annual Financial Statement.

S. No. Financial Year Annual Revenue (PKR)

1.

2.

3.

Certificate from the Statutory Auditor #

This is to certify that................................. (Name of the Bidder) has received the payments shown

above against the respective years on account of Professional Services/Consultancy Fees.

Name of the audit firm: Seal of the audit firm: Date:

(Signature, name and designation of the authorized signatory)

Go

vern

men

t o

f B

alo

chis

tan

22

Form – 3

SUMMARY OF COSTS

Item Costs

(In Pak. Rupees)

Total costs of Financial Proposal

Indicate the total costs, inclusive of all taxes, to be paid by the Procuring Agency.

Go

vern

men

t o

f B

alo

chis

tan

23

Annexure – A

BILL OF QUANTITIES

LOT – A

S. No Description Quantity

1. Virtual Teacher and DVD Recording Cost 01 job/subject/

credit hours

2. Virtual DVD recording facilities (Lecture hall, Software,

Editing, Mixing etc.) 01 job

3. Virtual DVD Deployment Cost (Deployment Charges,

Training & Development, 10 Resource persons Cost etc.) As per site

LOT – B

S. No Description Quantity

1. Multimedia Projector 100

2. Multimedia Projector screen 100

3. Desktop Computer 100

4. Desktop Trolley 100

5. Solar System 100

6.

Multimedia Projector mounting, fixation of screen,

CD/DVD development/ copies, complete duct and wiring

(Electrification etc.)

01 Job

7. Resource Persons (covering all schools in cluster) for a

period of one year after implementation of the project. 10

Go

vern

men

t o

f B

alo

chis

tan

24

Annexure – B

DATA SHEET (SPECIFICATION SHEET) OF ASSIGNMENT

S. No Item Name Item Details / Specification Quantity

1. Virtual Teacher and

DVD Recording

Complete course of following subjects as

per curriculum of Balochistan Text Book

Board:-

i. Mathematics 9th, 10th

ii. Physics 9th, 10th with practical

iii. Chemistry 9th, 10th with practical

iv. Biology 9th, 10th with practical

v. English 9th, 10th

01 job/ per

subject/ credit

hours

2. Branded Systems

(Desktop)

Branded System Core i5, 6th Generation, 8G

RAM (or higher), 19” LED Monitor,

multimedia Speaker and all allied accessories

100

3. Multimedia Projector

LCD Projector minimum 3200 lumens or

higher, 30-300 inch image size, 1024 x 768

pixel resolution, 10000+ hours lamps life,

mounting with all accessories.

100

4. Multimedia Projector

screen

Size 6 x 8 ft. manual folding & adjusting with

Tripod mounting support. 100

5. Solar System

250 W Solar plate with 165 AH dry or gel

battery with all allied accessories &

installation.

100

Go

vern

men

t o

f B

alo

chis

tan

25

Annexure – C

ELIGIBILITY CRITERIA

S. No. Bidders Eligibility

Factor Requirement Document Required

1 Registration with

Income Tax

Mandatory Attach Copy of NTN

2 Registration with

Sales-Tax

Mandatory Attach Copy GST

registration Certificate

3 Turn-over of previous

three years

Annually PKR 20.000 Million

for the past 3 Years.

Attach supporting Bank

Certificate of Firms Bank

Account

4 Being the Authorized

Dealer

The Bidder must be

Authorized Dealer/

authorization from

manufacturer of the quoted

Equipment. If not, the Bid

shall stand ineligible

Attach copy of Dealership

and Authorization

Certificate of the quoted

equipment from the

manufacturer/ Principal

And

E-mail from the

manufacturer /Principal to

be sent to the procuring

agency’s email,

authorizing the bidder to

quote their product and

offering after sales support

5 Registration with

BRA

Mandatory Attach Copy of BRA

certificate/ number

6 Blacklisting Mandatory Submission of legal valid

undertaking that the Firm/

JV partner/ sub-contractor

are not blacklisted by any

government organization

or anywhere in the world.

7 Incorporation of

Bidder.

Consortium / Joint Venture of

Partners should not exceed

three partners.

Copy of the Consortium /

JV Agreement attested on

legal stamp paper (min. of

Rs. 100/-).

Go

vern

men

t o

f B

alo

chis

tan

26

8 Local Existence Local office existence of

company/ firm/ JV

partner/sub-contractor in

Quetta since last 03 years for

giving local support and

replacement warranty

Attach receipts of rent/

agreement /GST/ NTN

copy of last 03 years.

9 Warranty Period Free warranty for 02 years

starting from expiry of first

year compulsory warranty

period of Hardware.

Letter required from

manufacturer/ Principal.

10 Standards ISO-9001 Attach Certificate

Go

vern

men

t o

f B

alo

chis

tan

27

Annexure – D

BIDDERS ELIGIBILITY EVALUATION FORM

S. # Bidders Eligibility

Factor Requirement

Bidder

01

Bidder

02

Bidder

03

Y N Y N Y N

1. Registration with

Income Tax

Attach Copy of NTN

2. Registration with

Sales-Tax

Attach Copy GST

registration Certificate

3. Turn-over of

previous three years

Attach supporting Bank

Certificate of Firms

Bank Account

4. Being the

Authorized Dealer

Attach copy of

Dealership and

Authorization Certificate

of the quoted equipment

from the manufacturer/

Principal

And

E-mail from the

manufacturer /Principal

to be sent to the

procuring agency’s

email, authorizing the

bidder to quote their

product and offering

after sales support

5. Registration with

BRA

Attach Copy of BRA

certificate/ number

6. Blacklisting Submission of legal

valid undertaking that

the Firm/ JV partner/

Sub-consultant are not

blacklisted by any

government organization

or anywhere in the

world.

Go

vern

men

t o

f B

alo

chis

tan

28

7. Incorporation of

Bidder:

Consortium / Joint

Venture of Partners

should not exceed three

partners.

8. Local Existence Attach receipts of rent/

agreement /GST/ NTN

copy of last 03 years.

9. Warranty Period Letter required from

manufacturer.

10 Standards

ISO-9001 Attach Certificate

Go

vern

men

t o

f B

alo

chis

tan

29

Annexure – E

BIDDERS TECHNICAL EVALUATION FORM

Product Technical

Requirement

Eligible Bidder

01

Eligible Bidder

02

Eligible Bidder

03 Fulfil

YES/ NO Reasons

Fulfil

YES/ NO Reason

Fulfil

YES/ NO Reason

Branded Systems

(Desktop)

As per BoQ/

Datasheet

Desktop Trolley As per BoQ/

Datasheet

Multimedia

Projector

As per BoQ/

Datasheet

Multimedia

Projector Screen

As per BoQ/

Datasheet

Solar System As per BoQ/

Datasheet

Projector

Mounting/

Electrification

work.

As per BoQ/

Datasheet

Resource Persons

provision.

As per BoQ/

Datasheet

Presentation of recorded lecture

(covering lecturer & lecture board) of

any topic of 9th or 10th class of

English, Physics, Biology Chemistry

and Math on the syllabus of

Balochistan Text Board.