bidding document - punjab, pakistan › biddingdocuments › 50485048 › 4850 › ...muhammad naeem...

BIDDING DOCUMENT TENDER FOR LOCAL PURCHASE OF

MEDICINES AND DISPOSABLES ITEMS

FOR THE FINANCIAL YEAR 2019-20 FOR

THQ HOSPITAL HAROONABAD


Page No. 1

Bidders Signature & Stamp

Table of Contents 1) INVITATION FOR BIDS ..................................................................... Error! Bookmark not defined.

2) Special Terms & Conditions ........................................................................................................... 4

3) GENERAL TENDER TERMS & CONDITIONS ..................................................................................... 6

4) Rejection of Bids: ............................................................................................................................ 8

5) Acceptance of Bids: ........................................................................................................................ 9

6) Performance Guarantee ................................................................................................................. 9

7) Qualification of Suppliers and Contractors ................................................................................... 9

8) No Offer Will Be Considered If It ................................................................................................. 10

9) Inspection and test/analysis ........................................................................................................ 10

10) Delivery and Payment .............................................................................................................. 11

11) Local purchase patient record ................................................................................................. 11

12) TECHNICAL PROPOSAL EVALUATION ....................................................................................... 13

Technical Evaluation Criteria & Scoring Distribution ........................................................................ 13

KNOCK OUT CLAUSES ................................................................................................................... 13

Marks Distribution (Technical Evaluation Criteria) ..................................................................... 14

13) BLACKLISTING ........................................................................................................................... 15

14) Force Majeure .......................................................................................................................... 15

15) TERMINATION FOR INSOLVENCY ............................................................................................. 16

16) FORFEITURE OF PERFORMANCE SECURITY ............................................................................. 16

17) PAYMENT .................................................................................................................................. 16

18) Warranty ................................................................................................................................... 16

Annexure- A ........................................................................................................................................ 18

Technical Proposal Covering Letter ................................................................................................. 18

Annexure- B ......................................................................................................................................... 19

Check List .......................................................................................................................................... 19

Annexure- C ........................................................................................................................................ 22

AFFIDAVIT/BIDDER’S UNDERTAKING ON THE STAMP PAPER ........................................................ 22

Financial Proposal Covering Letter .................................................................................................. 23

Annexure- E ......................................................................................................................................... 24

Quotation Price Schedule ................................................................................................................ 24

Annexure- F ......................................................................................................................................... 25

Bank Guarantee Format for Performance Security ......................................................................... 25

Annexure G ........................................................................................................................................... 26

Page No. 2


Contract Form ................................................................................................................................... 26

Annexure H ........................................................................................................................................... 27

Performance Security Form ............................................................................................................. 27

Page No. 3


Sealed tenders are hereby invited from reputable and financially sound pharmacy/Chain of Pharmacy/Medical Stores having valid Drug License (Form 09 as per Drug Rules 2007) for Framework Contract of day to day LP Medicine/Surgical/Dialysis and Disposable Items of brands that are approved by the Primary & Secondary Healthcare Department, Govt. of the Punjab for the Financial Year 2019-20 with reference to THQ Hospital Haroonabad under PPRA Rules 2014. Interested and eligible bidders may obtain bidding documents from the office of the undersigned during office hour through written application along with non-refundable fee Amounting Rs. =1000/- till 09-03-2020 during office hour. The documents complete with all respect must be reached in the office of the Medical Superintendent, THQ Hospital Haroonabd till 10-03-2020 at 11:00 AM. Tender will be opened on 10-03-2020 at 11:30 AM in the presence of tender opening committee and bidders or their representatives.

Sr. #

Name of Items

Estimated Cost (Rs).

Bid

Security

Last Date & Time for

Submission of Bid

Bid Opening Date & Time

01

Frame work contract for purchase of LP

Medicines/Dialysis/Surgical Disposable Items for the Financial Year 2019-20

Rs. 3.5 Million

2% of Estimated Amount

10-03-2020 (11:00 AM)

10-03-2020 (11:30 AM)

TERMS AND CONDITIONS:

1. The bid shall comprise on a single package containing two separate envelopes. Each envelop

shall contain separately the financial proposal and technical proposal.

2. The envelopes hall be marked as “Financial Proposal” and “Technical Proposal” in bold and legible letters to avoid confusion.

3. Initially, only the envelope marked “Technical Proposal” shall be opened and the envelope marked as “Financial Proposal” shall be retained in the custody of the undersigned.

4. Technical Committee office of the undersigned shall evaluate the Technical Proposal in a manner prescribed in advance, without reference to the price and reject any proposal which

does not conform to the specified requirements.

5. During technical evaluation no amendments in the technical proposal shall be permitted. 6. Financial Proposal of bids shall be opened publically at a time, date and venue announced and

communicated to the bidders in advance. 7. The financial proposal of bid found technically non-responsive shall be returned un-opened to

the respective bidders and financial proposal of technically accepted bids will be opened and

consider for further process. 8. Bidder will also have submitted documents regarding NTN Number and Sales Tax Registration.

9. Bidding Documents must be accompanied a Bid Security that are mentioned above in form of CDR, Pay Order, Demand Draft in the favor of the undersigned through schedule banks of

Pakistan. 10. All terms and conditions of PPRA Rules 2014 and Rules and Regulations regarding Local

Purchase Policy of Medicine issued by Primary & Secondary Healthcare Department,

Government of the Punjab must be applied. 11. The procuring agency have right to reject tenders at any time without assigning any reason as

provided in Section 35 of PPRA Rules 2014.

(DR. MUHAMMAD NAEEM ATTA) MEDICAL SUPERINTENDENT


GOVERNMENT OF PUNJAB

TEL: 063-2250065

Page No. 4


1) Special Terms & Conditions

Sealed offers are invited from interested firms/agencies of well reputed with financially sound

background involved in running institutional Pharmacy business/Chain of Pharmacies/Medical Store

having a valid Retail drug sale license Category A and retailer’s medical store/Pharmacy possessed

valid license (Form 9) Schedule G & medicine & narcotics items) for supply of

drugs/medicines/surgical Disposables. Tender should be sent in the name of Medical Superintendent

THQ Hospital Haroonabad along with the following documents.

S. NO KNOCK OUT CLAUSES YES/ NO

1 Original receipt for purchase of tender and Signed Bidding Document

copy of the Tender

2

Bid Security 2% of total estimated cost in the favor of Medical

Superintendent THQ Hospital Haroonabad, should attached with

financial bid & photocopy of the same attached with

Technical bid as demanded in bidding document.

3

Valid Retail Drug Sale License of Category A and retailer’s medical

store/Pharmacy possessed valid license (form 9) Schedule G & narcotics

medicine items.

As described in the clause (VI) in Policy and Operational Guidelines for

Local Purchase of Medicines (Day to Day) by the Govt. of Punjab,

P&SHD, Lahore.

(Whole seller and distributors are not allowed to participate in the

tender)

4

Valid Drug license should be computerized as per Govt. of Punjab rules

or under process of computerization certificate (receipt of submission for

computerization license attached with the bidding documents)

5

Bidder shall submit an affidavit worth Rs. 100/- that he accepted all

terms and conditions of tender documents and PPRA rules 2014

(Amended 2016) and shall continue the same in future, duly signed and

stamped.

6

Company Profile (company introduction, organogram, Complete Human

Resource List including Pharmacist, attach CV’s of all the working

employees and other strengths etc.)

7 National Tax Number and General Sale Tax number certificate.

8 Non-Black listing certificate on Affidavit of Rs. 100.

9 Copy of CNIC of Qualified personal and Proprietor

10 Bidder must Sign, stamp and number all the bidding documents of

Technical Proposal with tape binding & will mark the page No.

11 Warranty Certificate as per Drug Act 1976/ DRAP Act, 2012

12

Price Responsibility Certificate (The bidder must submit an

Affidavit on Judicial Paper that they have not supplied these items

at lowest rates in any other govt. institute in current fiscal year)

13 The Pharmacy must be within 02 Km radius.

Page No. 5


Note: 1. Failure to provide any of the above documents will results in rejection of bid.

2. No reminder or letter will be issued for any missing document.

Only technically qualified bids will go to the Phase of financial scrutiny.

No offer shall be considered if: -

A. The Tender/Tender Certificate is un-signed.

B. It is received after the time & date fixed for its receipt.

C. The offer is ambiguous.

D. The offer is conditional.

E. The offer is from a firm blacklisted / suspended by the Government.

F. The offer received is of shorter validity than required in the Tender enquiry.

G. The offer is received through telegram/fax/email.

Page No. 6


2) GENERAL TENDER TERMS & CONDITIONS 1. All the procurement procedures will be done strictly in accordance with the PPRA

Rules, 2014 (Amended 2016) and policy and operational guidelines for local purchase

of medicine (day to day) vide No .PSHD-TCO-I(M)6-14/2017 dated 16 December

2017. Single stage/two envelops bidding procedure shall be applied. The Envelops shall

be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold

and in legible letters. Envelops shall then be sealed in an outer envelope. The Financial

proposal of bids found technically non-responsive shall be returned un-opened to the

respective bidders.

2. The inner envelops shall also indicate the name and address of the of the bidder to enable

the bid to be returned unopened in case it is declared as “non-responsive” or “late”.

3. The envelope must also clearly show the Bid title and bidder’s name and address. Failure

to comply with this requirement may result in rejection of the bid and the committee

decision in this regard shall be final. Bids submitted after the prescribed time shall not be

entertained.

4. Only technical proposal will be opened by the tender opening committee. The financial

proposal will be opened by tender opening committee of responsive/ technically successful

bidders later on the declared time, place & date. Financial proposal of the non-responsive/

technically unsuccessful bidders will be returned as such to them on that date without

opening their financial offers as per PPRA Rules.

5. All the pages of technical & financial bids should be marked as page. No.

6. Substandard, broken seal & substituted bids will not be acceptable.

7. Tenderer must have valid Drug Sale License on form 9, should be financially sound and

well reputed. Bad reputed will not be entertained.

8. Bids shall remain valid for a period of three months after opening of Technical bid. A bid

valid for shorter period shall be rejected as non-responsive. Extendable equal to the period

of the original bid validity.

9. Facility of the supplies must be available round the clock.

10. Contract will be awarded to the tenderer offering highest discount to the Hospital.

11. Keeping in view the operational exigencies, the Medical Superintendent shall have the

authority to extend the local purchase contract up to three months to have fresh competition.

The Medical Superintendent of the hospital shall also have the authority to rescind the

contract without any notice or assigning any reason thereof.

Page No. 7


12. For the calculation of maximum retail price of those items where price is not printed on the

product the retail price will be finalized after survey.

13. The tenderer must have the drug sale license (Form 9) and should have the

comprehensive storage facilities for drugs/medicines as per policy and operational

guidelines for local purchase of medicine (day to day) vide No .PSHD-TCO-I (M) 6-

14/2017 dated 16 December 2017.

14. The supplier/tenderer background should be financially sound, based on authentic bank

statement.

15. The supplier/tenderer shall be solely responsible for provision and stocking of quality

medicines at all times strictly in accordance with the provision of the drug act 1976 and

drug sales rules 2007/DRAP Act 2012 and will be responsible for the quality/quantity of

drugs supplied by him/her.

16. The offered discounts shall be from the maximum retail prices of medicines fixed by the

Government of the Pakistan or Manufacturers (where government has permitted to do so)

or sole importers. Offers can be given on the basis of,

i. Products of National Pharmaceuticals

ii. Products of Multinational Pharmaceuticals

iii. Surgical /Disposables Items etc.

17. The supplier/tenderer shall ensure availability of wide range of medicines including those

contained in Punjab Medicine Formulary. No alternate shall be acceptable. In case of

default, the Hospital administration may take appropriate action including fine to be

decided by hospital administration.

18. The price of medicines/surgical disposable item shall in no way be more than the market

prices (retail price) and the discount offered by the bidders to the hospital will be based on its

maximum retail price.

19. Vendor will submit voucher on which LP medicines will be issued.

20. Vendors will ensure brand specifications.

21. Vendor will be responsible for defacing of medicines with stamp and only defaced

supplies will be entertained.

22. Vendor will himself transport medicines to hospital facility (free of cost).

23. Vendor will be responsible for compliance of any change/up gradation in LP system from

Primary and Secondary Healthcare Department.

Page No. 8


24. On all the packs of medicines Batch No. Date of manufacturing, Date of Expiry, must be

printed on each bottle, packs Vials, Syrup and surgical disposable items or any others and also

on invoice bill.

25. National company means the company that’s brand available in every District of Punjab

26. The price of medicines/surgical disposable item shall in no way be more than the contract

rate given by the Government and in case of not mentioning in contract rate than prevailing

market prices (retail price) and the discount offered by the bidders to the hospital will be

based on its maximum retail price.

27. The medicines should be packed in the manner as instructed by the Government in its

rules and notification issued time to time.

28. Vendor will ensure availability of medicines/surgical disposables round the clock.

29. Clarification of BIDs

A. No bidder shall be allowed to alter or modify his bid after bid has been opened. However

the procuring agency may seek and accept clarifications to the bid that do not change the

substance of the bid.

30. Limitation on Negotiation’s:

A. There shall be no negotiations with the bidder.

B. Fluctuation of dollar price will not affect the price/discount offer by the Bidder till the

completion of the tender.

31. Extension of Tender

A. This award rate is valid for one financial year 2019-20 from the date of issuance of this

award and will be extendable for a further period of Three Months Maximum, for the

supply of L.P (day to day) medicines items of any quantity to THQ Hospital Haroonabad.

3) Rejection of Bids:

A. Arbitration and Resolution of Disputes:

In case of any dispute, concerning the interpretation and/or application of this contract

shall be settled through arbitration. The Medical Superintendent, THQ Hospital

Haroonabad, Bangla Road, Haroonabad or his nominee shall act as sole ARBITRATOR.

The decision taken and / or award made by the sole arbitrator shall be final and binding

of the parties is essential.

B. Any of the total bids can only be rejected on the basis of evaluation criteria, though;

Page No. 9


I. The Medical Superintendent, THQ Hospital Haroonabad, Bangla Road,

Haroonabad may reject all bids or proposals at any time prior to acceptance of bid

or proposal.

II. The Medical Superintendent shall upon request communicate to any bidder, the

grounds for its rejection of all bids or proposals, but shall not be required to justify

those grounds.

C. The authority may reject all bids or proposals at any time prior to the award of contract

without assigning any reason and this act cannot be challenged at any forum/court.

D. Any consignment of medicine/disposables items not acceptable in term of quality to

the end user doctor may refuse partial/full quantity and contractor shall replace the

same immediately.

E. In case of dispute, decision of Medical Superintendent, THQ Hospital Haroonabad, Bangla

Road, Haroonabad shall be final and will not challengeable at any forum/court.

D. It is mandatory to get 60% marks in the technical evaluation criteria, otherwise bid will be

rejected

4) Acceptance of Bids:

A. The bidder with the highest discount, if not in conflict with any other law, rules, regulations

or policy of the Government of Punjab, shall be awarded the procurement contract.

5) Performance Guarantee

A. The successful bidder shall furnish performance security 5% of total estimated L.P

budget. The performance security shall be submitted in shape of cheque in favor of MS

THQ Hospital Haroonabad.

6) Qualification of Suppliers and Contractors

A. A procuring agency, at any stage of the procurement proceedings, may require the

suppliers or contractors to provide information concerning their professional, technical,

financial, legal or managerial competence whether already prequalified or not.

B. The Bidders shall submit valid drug sale license issued on form 9, Valid Retail Drug

sale License of “A” Category (Valid Retail Drug sale License of “A” Category and

retailer’s medical store/Pharmacy possessed valid license Schedule G & narcotics

medicine items. as per described in the clause (VI) in Policy and Operational Guidelines

for Local Purchase of Medicines (Day To Day) by the Govt. of Punjab, P&SHD,

Lahore. Whole seller and distributors are not allowed to participate in the tender) by

Page No. 10


licensing authority, documents establishing its financial soundness and undertaking

stating that the firm has never been blacklisted by the government along with bid/offer.

C. Valid Drug license should be computerized as per Govt. of Punjab rules or under

process of computerization certificate (receipt of submission for computerization

license attached with the bidding documents).

D. The bidder will have its registered retail premises/facility within the reach of hospital

(2km radius). The Convenience of the hospital will be given paramount importance for

this determination.

E. The Bidder shall provide attested copy of valid drug sale license, national ID card and

income tax numbers.

F. The bidder shall have the retail sale license and not the whole sale license. The bidder

should have the inventory of medicine as per requirement of the hospital along with

comprehensive storage facility of drugs.

7) No Offer Will Be Considered If It

A. Is submitted without call deposit by registered firm in the name of Medical

Superintendent THQ Hospital Haroonabad.

B. Is received after the date and time fixed for its receipt.

C. Is unsigned.

D. Is ambiguous

E. Is not typed on letter head

F. Is conditional

G. Is given by the firm black listed, suspended or removed from the approval list of the

Health Department Government of Punjab. Autonomous Health institutions or by the

Federal Government

H. Is received with a validity period shorter than that required in the tender inquiry

I. Does not conform the general conditions of the tender inquiry

J. Is received without earnest money as specific in the tender

K. All the pages of tender must be signed properly at the bottom

L. Successful bidder is bound to supply the full ordered quantities of all desired medicine

brands.

8) Inspection and test/analysis

A. The supplier will be responsible for free replacement of stocks if found not of the same

specifications as required on the demand from day to day basis. In case of non-supply

Page No. 11


the same will be purchased from the local market and the amount will be deducted from

the bills of contractor pending in the purchase department.

Unregistered/substandard/spurious/misbranded expired drug will be forfeited by the

hospital authorities and legal action will be taken against the Contractor. The contractor

shall be responsible for providing standard quality medicines/ disposable/items.

9) Delivery and Payment

A. The Indent of drug and its receiving shall be made as per prescribed mechanism of

hospital. A responsible hospital pharmacist send indent to supplier usually for patient

L.P.

B. Drugs should be received defaced and issued from store as per prescribed mechanism

of hospital and must be entered into acknowledgement register.

C. The authorized pharmacist shall verify the bills in comparison to entries in register as

per prescribed mechanism of hospital.

D. In case ordered medicines are not supplied by contractor on the same day risk purchase

should be made from the security deposit of contractor. In case of constant default, the

process of risk purchase should be repeated and tenders may be re-called for fresh

competition.

E. The contractor will submit the bills on monthly basis for payment. The contractor will

provide an authentic price list of medicine if and when required for verification of bills.

F. In case, contractor charges excess rates the difference will be recovered from contractor

either from his bills or security. All applicable taxes shall be deducted as per prescribed

rules (affidavit required).

G. The supplied drugs shall be accompanied with warranty certificate as per the Drug Act,

1976/ DRAP Act, 2012. Moreover, the contractor will be bound to provide the invoice

of his source of purchase if and when required.

10) Local purchase patient record

A. Patient who receives medicine should be registered at the central point and should be

allocated registration number etc.

B. Treatment register should be maintained encompassing name, registration number,

address, diagnosis and description of medicines etc.

C. Local Purchase should not be for more than seven days for one patient.

D. Local purchase of only those drugs should be done which are included in formularies

and minimum level of doctor recommending the local purchase should be Senior

Page No. 12


Registrar, Assistant Professor, Consultant, APMO, Senior Medical Officer/Senior

Woman Medical Officer.

Page No. 13


11) TECHNICAL PROPOSAL EVALUATION

Technical Evaluation Criteria & Scoring Distribution Scoring Scheme:

Technical Score = 100 marks (Minimum Technical Score required to progress to Financial Opening

stage is 60 out of 100 marks)

S. NO KNOCK OUT CLAUSES YES/ NO

1 Original receipt for purchase of tender and Signed Bidding Document

copy of the Tender

2





3

Valid Retail Drug Sale License of Category A and retailer’s medical

store/Pharmacy possessed valid license (form 9) Schedule G & narcotics

medicine items.

As described in the clause (VI) in Policy and Operational Guidelines for

Local Purchase of Medicines (Day to Day) by the Govt. of Punjab,

P&SHD, Lahore.

(Whole seller and distributors are not allowed to participate in the

tender)

4

Valid Drug license should be computerized as per Govt. of Punjab rules

or under process of computerization certificate (receipt of submission for

computerization license attached with the bidding documents)

5



(Amended 2016) and shall continue the same in future, duly signed and

stamped.

6

Company Profile (company introduction, organogram, Complete Human

Resource List including Pharmacist, attach CV’s of all the working

employees and other strengths etc.)





Technical Proposal with tape binding & will mark the page No.


12


Affidavit on Judicial Paper that they have not supplied these items

at lowest rates in any other govt. institute in current fiscal year)

13 The Pharmacy must be within 02 Km radius.

*Technical Evaluation Committee can call any firm owner/representative

participating in the tender process for the verification of the documented evidence

attached with the technical proposal by the firm.

Page No. 14


Marks Distribution (Technical Evaluation Criteria)

Sr. No

Parameters Detail Total

Marks Attached Yes/No

Obtained Marks

1 Market

Experience

Major institutions served:

Sr. No

No. of Institution Served

Score

1 1-3 year 5

2 2 to 3 10

3 Above 03 year 15

15

2 Income tax registration

1 Income tax registered

10 10

3

Product sample (Where

Applicable/ Company

goodwill & reputation

Warranty will be examined as per following parameters:

1 Good 10

2 Poor 0

* Good means-- no criminal/financial case pending against the company. Never ever black listed.

10

4 Financial

soundness

1 01-03 Million 10

2 03-5 Million 15

3 Above 05 Million 20

20

5 Affidavit

An affidavit on stamp paper of Rs.100/-the firms shall provide medicines /Disposable items

according to the Drug Act 1976 & Government Rules/DRAP Act 2012,Policy throughout the

contract period.

10

6 Technical & Sales Staff

details

1 Only Technical Staff

05

02 Have one pharmacist & Technical Staff.

10

3 Have more than one pharmacist & Technical Staff.

15

15

7 Income

Tax returns

1 For One Year 10

2 For 2 years 15

3 More than 2 years 20

20

Total marks: 100 Qualifying marks: 50%

(Dr. MUHAMMAD NAEEM ATTA)

MEDICAL SUPERINTENDENT


Page No. 15


FINANCIAL PROPOSAL EVALUATION

i. Technically qualified/successful bidder(s)/Tenderer(s) shall be called for opening of the

Financial Proposal(s). The Financial Proposals will be opened in the presence of the Bidders

at the time and venue indicated by the Purchaser accordingly. The technically Eligible/

Successful Bidder(s)/Tenderer(s) or their authorized representatives shall be allowed to take

part in the Financial Proposal(s).

ii. Financial Proposal evaluation will be conducted under the Punjab Procurement Rules, 2014

(amended 2016). The Price evaluation will include all duties, taxes and expenses etc. In case

of any exemption of duties and taxes made by the Government in favor of the Purchaser, the

contractor shall be bound to adjust the same in the Financial Proposal.

12) BLACKLISTING

If the Contractor fails / delays in performance of any of the obligations, under the Contract /

Letter of Acceptance, violates any of the provisions of the Contract / Letter of Acceptance,

commits breach of any of the terms and conditions of the Contract / Letter of Acceptance or

found to have engaged in corrupt or fraudulent practices in competing for the award of contract

/ Letter of Acceptance or during the execution of the contract / Letter of Acceptance, the

Purchaser may without prejudice to any other right of action / remedy it may have, blacklist the

Contractor, either indefinitely or for a stated period, for future tenders in public sector, as per

mechanism provided in Punjab Procurement Rules, 2014 (Amended 2016).

13) Force-Majeure

Majeure means an act of nature or an event beyond the control of the Supplier and not involving

the Supplier’s fault or negligence directly or indirectly purporting to poor-planning,

mismanagement and/or lack of foresight to handle the situation. Such events may include but

are not restricted to acts of the Procuring Agency in its sovereign capacity, wars or revolutions,

fires, floods, earthquakes, strikes, epidemics, quarantine restrictions and freight embargoes. If

a Force Majeure situation arises, the Supplier shall promptly notify the Procuring Agency in

writing with sufficient and valid evidence of such condition and the cause thereof. The

Committee constituted for Redressed of grievances, shall examine the pros and cons of the case

and all reasonable alternative means for completion of purchase order under the Contract and

shall submit its recommendations to the competent authority. However, unless otherwise

directed by the Procuring Agency in writing, the Supplier shall continue to perform its

obligations under the Contract as far as is reasonably practical and shall seek reasonable

alternative means for performance not prevented by the Force Majeure event.

Page No. 16


14) TERMINATION-FOR-INSOLVENCY

The Procuring Agency may at any time terminate the Contract by giving written notice of 7

days’ time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event,

termination shall be without compensation to the Supplier, provided that such termination shall

not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter

to the Parties.

15) FORFEITURE OF PERFORMANCE SECURITY

a. If the Contractor fails / delays in performance of any of the obligations, under the

Contract / violates any of the provisions of the Contract / commits breach of any of the

terms and conditions of the Contract the Purchaser may, without prejudice to any other

right of action / remedy it may have, forfeit Performance Security of the Contractor.

b. Failure to supply required items/services within the specified time period will invoke

penalty as specified in this document.

16) PAYMENT

100% payment will be made by THQ Hospital Haroonabad to the Successful Bidder after

delivery and installation of goods and on receipt of the following documents:

i. Supply Order

ii. Delivery Challan

iii. Original Bill

iv. Bill of Entry

v. Inspection/Completion report

vi. Deduction of Tax’s as per Govt. Rules & Regulations.

vii. Contingency Report of Finance Department

viii. Audited by Audit Officer.

ix. DDO Signature on all the Bills

17) Warranty

a. Warranty of Medicine supplied as per tender specification of Quality & Quantity

(Comprehensive).

b. The firm will be wholly & solely responsible if the failed to supply Medicine in the

stipulated time frame as per Purchase Order /Telephonic Directions of the Medical

Superintendent/Management of the Hospital. Bidder also responsible to maintain

handsome quantity of Medicine to meet any sort of emergency requirements of the

procuring agency.

Page No. 17


c. The required Medicine will be supplied on required Quality & Quantity as per the

specification of tender.

d. The Medical Superintended shall notify the supplier in writing of any claim arising

under the warranty. Upon receipt of such notice, the supplier shall replace the

Medicine within Seven (7) days, inclusive of, where applicable, the cost of inland

delivery

Page No. 18


Annexure- A

Technical Proposal Covering Letter To:

The Medical Superintendent


Dear Sir,

We are hereby submitting our Proposal, which includes the Technical Proposal and the

Financial Proposal sealed in two separate envelopes. We have attached the Technical Bid Form,

Check List, Detailed Specifications and the required supporting documents along with our

Technical Bid as per tender eligibility criteria.

Yours sincerely,

Authorized Signature

(In full and initials)

Name and Designation of Signatory Name of Firm Address

Page No. 19


Annexure- B

Check List The bidder must attach this list along with the Bid

1.1. Packing of the Bid

Sr. No. Description YES/NO

1 Whether the Bid is submitted in Two Envelopes

2 Technical Proposal Envelope A

3 Financial Proposal Envelope B

4 Whether both Technical and Financial Proposals

are put into another Outer Envelope.

1.2. SUBMISSION AND ARRANGEMENT OF SUPPORTING DOCUMENTS

The Bidder must provide all the Supporting Documents, must number all the pages of supporting

documents, provide the page information and arrange the documents in the following order:

Envelope A: Enclosures of Technical Proposal Attached

YES/NO Page No.

1 Check List

2 Covering Letter

3

Original receipt for purchase of tender and Signed Bidding

Document copy of the Tender

4





5

Valid Retail Drug sale License of Category “A” or “B” and

retailer’s medical store/Pharmacy possessed valid license (form 9)

Schedule G & narcotics medicine items.

As described in the clause (VI) in Policy and Operational

Guidelines for Local Purchase of Medicines (Day To Day) by the

Govt. of Punjab, P&SHD, Lahore.

(Whole seller and distributors are not allowed to participate in

the tender)

6 Valid Drug license should be computerized as per Govt. of Punjab

rules or under process of computerization certificate (receipt of

Page No. 20


submission for computerization license attached with the bidding

documents)

7



(Amended 2016) and shall continue the same in future, duly signed

and stamped.

8

Company Profile (company introduction, organogram, Complete

Human Resource List including Pharmacist, attach CV’s of all the

working employees and other strengths etc.)





Technical Proposal


14


Affidavit on Judicial Paper that they have not supplied these

items at lowest rates in any other govt. institute in current

fiscal year)

Note: All the above documents and any other supporting document must be page number

& must be mentioned in the column specified for the purpose.

*Technical Evaluation Committee can call any firm owner/representative participating in

the tender process for the verification of the documented evidence attached with the

technical proposal by the firm.

Total Number of pages attached with the Technical Bid __________Pages

12

Tender Document duly signed and stamped each page by the

bidder must be attached at the end of the Technical Bid but

numbering is not required for this document.

Envelope B : Enclosures of Financial Proposal Attached

YES/No

Page

No.

1 Financial Proposal Covering Letter

2 Quoted Price Schedule Rates Form duly filled, signed and

stamped by the bidder

3 Bid Security in shape of CDR

Page No. 21


Note:

I. Failure to provide any of the above documents will results in rejection of bid.

II. No reminder or letter will be issued for any missing document.

Only technically qualified bids will go to the Phase of financial scrutiny.

No offer shall be considered if:-

I. The Tender/Tender Certificate is un-signed.

II. It is received after the time & date fixed for its receipt.

III. The offer is ambiguous.

IV. The offer is conditional.

V. The offer is from a firm blacklisted / suspended by the Government.

VI. The offer received is of shorter validity than required in the Tender enquiry.

VII. The offer is received through telegram/fax/email.

VIII. The offer is for stores not conforming to the specifications indicated in the Tender

enquiry.

Page No. 22


Annexure- C

AFFIDAVIT/BIDDER’S UNDERTAKING ON THE STAMP PAPER

Ref: Tender (Title)/ published on PPRA /Newspaper on______________ (date).

1) We have examined the Tender/Bid Document and we undertake to meet the

requirements regarding supply of Items, warranty and services as required and are

prescribed in the Tender Document.

2) It is certified that the information furnished here in and as per the document submitted

is true and correct and nothing has been concealed or tampered with.

3) We have read the provisions of Tender/Bid Document and confirm that these are

acceptable to us. We further declare that additional conditions, variations, deviations,

if any, found in our response shall not be given effect to.

4) We agree to unconditionally accept all the terms and conditions set out in the

Tender/Bid Document.

5) We undertake, if our Bid is accepted, to supply the items within the delivery period

mentioned in the Tender Document.

6) We understand that no document regarding evaluation criteria will be accepted after

opening of the Technical Bids and we are bound to provide all the documentary proofs

regarding evaluation criteria or any other supporting document at the time of opening

of Technical Bids.

7) We agree that the Purchase Committee of THQ Hospital Haroonabad is not bound to

accept the lowest or any of the bids received. We also agree that the Purchase

Committee reserves the right in absolute sense to reject all the products/ services

specified in the Bid Response without assigning any reason whatsoever under PPRA

Rules 2014.

8) We also declare that our Company/Organization is not blacklisted by any of the

Departments/ Institutions/Autonomous Bodies of Federal or Provincial Government in

Pakistan.

9) We undertake to provide complete service and replacement of parts during the warranty

period of the items.

Page No. 23


[Name and Signatures of authorized Person along with stamp]

Annexure- D

Financial Proposal Covering Letter

(to be attached with Financial Proposal)

To:



Dear Sir,

With Reference to your Tender (title of the Tender).

Please find attached our Financial Proposal for the sum of Rs. (insert

amount in words and figures) this amount is inclusive of all taxes. We have attached the Bid

Security of amount Rs. (insert amount in words and figures) having CNIC No. along with our

Financial Bid.

Yours sincerely,

Authorized Signature

Page No. 24


Annexure- E

Quotation Price Schedule (Please attach this page along with Financial Bid or quote rates on the Letter Head of the Bidder)

Sr. No. Items Description Quote Discount

1 National Pharmaceutical Medicines

2 Multinational Pharmaceutical Medicines

3 Surgical/Disposable Items

Page No. 25


Annexure- F

Bank Guarantee Format for Performance Security [This is the format for the Performance Security to be issued by a scheduled bank of

Pakistan]

Contract No: Date:

To:



PERFORMANCE GUARANTEE No: [insert Performance Guarantee number]

We have been informed that [name of supplier] (hereinafter called “the

Supplier”) has undertaken, pursuant to Contract No [reference number of Contract] dated

[date of Contract] (hereinafter called “the Contract”) for the supply of [description of goods

and related services] under the Contract.

Furthermore, we understand that, according to your conditions, Contracts

must be supported by a performance guarantee.

At the request of the Supplier, we [name of bank] hereby irrevocably

undertake to pay you, without cavil or argument, any sum or sums not exceeding in total an

amount of Rs. [insert amount in figures and in words] upon receipt by us of your first written

demand accompanied by a written statement that the Supplier is in breach of its obligation(s)

under the Contract conditions, without you needing to prove or show grounds or reasons for

your demand of the sum specified therein.

This guarantee is valid until [date of validity of guarantee],

consequently, we must receive at the above-mentioned office any demand for payment under

this guarantee on or before that date.

[Signatures of authorized representatives of the bank]

Signature Seal

Page No. 26


Annexure G

Contract Form THIS AGREEMENT is made on the ________ day of ___________ 20 _____between [name

of Purchaser] (hereinafter called “the Purchaser”) of the one part and [name of Supplier] of

(hereinafter called “the Supplier”) of the other part:

WHEREAS the Purchaser invited bids for certain goods and ancillary services, viz.,

[brief description of goods and services] and has accepted a bid by the Supplier for the supply

of those goods and services in the sum of [contract price in words and figures] (hereinafter called

“the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the Conditions of Contract referred to.

2. The following documents shall be deemed to form and be read and construed as

part of this Agreement, viz.:

a. The Bid Form and the Discount Schedule submitted by the Bidder;

b. The General Conditions of Contract (As per Bidding Documents);

c. The Special Conditions of Contract; (As per Bidding Documents)

d. The Purchaser’s Notification of Award/ Advance Acceptance.

3. In consideration of the payments to be made by the Purchaser to the Supplier as

hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the

goods and services and to remedy defects therein in conformity in all respects with the

provisions of the Contract

4. The Purchaser hereby covenants to pay the Supplier in consideration of the

provision of the goods and services and the remedying of defects therein, the Contract Price

or such other sum as may become payable under the provisions of the contract at the times

and in the manner prescribed by the contract.

I N WITNESS whereof the parties hereto have caused this Agreement to be executed in

accordance with their respective laws the day and year first above written.

Signed, sealed, delivered by the ________________ (for the Purchaser)

Signed, sealed, delivered by the _________________ (for the Supplier)

Page No. 27


Annexure H Performance Security Form

To:

Medical Superintendent

T.H.Q. Hospital Haroonabad.

WHEREAS [name of Supplier] (hereinafter called “the Supplier”) has undertaken, in

pursuance of Contract No. ______ [reference number of the contract] dated______20 to supply

[description of goods and services] (hereinafter called “the Contract”).

AND WHEREAS it has been stipulated by you in the said Contract that the Supplier shall

furnish you with a bank guarantee by a reputable bank for the sum specified therein as

security for compliance with the Supplier’s performance obligations in accordance with the

Contract.

AND WHEREAS we have agreed to give the Supplier a guarantee:

THEREFORE, WE hereby affirm that we are Guarantors and responsible to you, on the

behalf of the Supplier, up to a total of [amount of the guarantee in words and figures], and we

Undertake to pay you, upon your first written demand declaring the Supplier to be in default

under the Contract and without cavil or argument, any sum or sums within the limits of

[amount of guarantee] as aforesaid, without your needing to prove or to show grounds or

reasons for your demand or the sum specified therein.

This guarantee is valid until the _______ day of __________ 20 ____ .

Signature and seal of the Guarantors

[Name of bank or financial institution]

[Address