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School of Electrical Engineering & Computer Science (SEECS)
A center of excellence for quality education and research
Tender Documents
(EQ-03-2015-Project)
- IT Equipment for Project Titled “ Interactive Learning
and Assessment Application for Grade 5 Science
Curriculum” at SEECS-NUST

LAST DATE OF SUBMISION & TENDER OPENING DATE
Sealed Quotations should reach this office by 19th March 2015 1000 hrs.
Technical Proposals shall be opened same day at 1030 hrs the presence of
bidder’s or their representatives who may choose to attend, at the SEECS
Conference Hall, NUST Campus, Sector H-12, Islamabad.
Office Address
PLPC, NUST School of Electrical Engineering and Computer Science (SEECS)
Sector H-12 Islamabad
Telephone: 051- 9085-2047
www.seecs.nust.edu.pk , lpc@seecs.nust.edu.pk
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 1 of 9
TERMS AND CONDITIONS
1.
The terms and conditions should strictly followed before submitting the proposals.
2.
Financial proposals must be accomplished with call deposit @ 2% of quoted value/ total
value of contract in favour of SEECS (Refundable). Quotations with less earnest money
shall be rejected.
3.
The respondent firms must be registered with Sales Tax and Income tax department having
NTN number (must provide documentations). FTN no. of NUST is 9013704-3.
4.
Rates shall be quoted on FOR basis. Validity of quotations must be 90 days from tender
closing date.
5.
Proposals received late after due date and time shall be rejected. Tenderers or their
representatives may be present at the time of opening of the tenders, if so desire.
6.
The supplier shall be responsible for the safe delivery upto SEECS-NUST premises
including transportation/loading/unloading/handling etc at its own cost and risk.
7.
Quotations must be filled in both figures and words in PKR as per attached format Annex-B
(page- 09). Bids shall be signed by authorized person. Unsigned bids shall not be
considered.
8.
The rates of sales tax/other taxes should be clearly indicated whenever chargeable.
9.
Stores shall be supplied and installed at the premises of the consignee. No other
charges such as octroi, packing, forwarding, local freight, loading and unloading, installation
and commissioning, orientations on the job training etc. shall be paid by consignee.
10.
List of required items is attached as Annex-A (page 08)
11.
The equipment shall be installed/ commissioned by the supplier and Supplier will have to
arrange the inspection of the delivered items by the SEECS-NUST Technical Committee.
12.
In technical proposal, all items must have the brand names, model number, manufacturer
name, country of origin, manufacturer’s warranty and new with complete specs and
broachers. Re-conditioned and re-furbished equipment shall not be acceptable.
13.
Don’t break/cut/reduce the essential accessories required to perform all functions by a
particular equipment to bring its cost low, the items will be picked up on the basis of their
performance capability and completeness of accessories.
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 2 of 9
14.
The quoted items must be covered by a minimum one year comprehensive warranty
provided by the manufacturers/ supplier including attached accessories and external parts
etc. Preference shall be given in technical evaluation to those firms who offer warranty in
excess of one year. 1 mark for each additional year.
15.
Incomplete and conditional tenders/ quotations will be rejected or marked with negative
marking.
16.
Each page of the tender documents and quotations (both technical and financial) must be
signed and stamped by a responsible officer/ official of the firm. The same shall be
considered for technical scoring.
17.
Bids received after deadline for submission of bids shall be returned unopened to such
bidder. Delays in the mail, delays of person in transit or delivery of a bid to the wrong office
shall not be accepted as an excuse for failure to deliver a bid at the proper place and time.
18. The University can send a team to inspect the previously supplied equipment and other
verifications (if required) on any premise of Pakistan. If found not as per the provided
documentations, it shall be treated as cheating and such firms shall be blacklisted for future
three years.
19.
In financial proposal, rate of any particular item must be quoted in front of the specifications
of that particular item in the tender documents obtained from the university.
20.
Bidders are required to be quoted upgradable/latest versions of equipment/software and
having the undertaking certificate of providing spare parts and services (if required) for
future 5 years.
21.
Supplier/ Firm will have to train the University staff in the usage of any particular equipment
as and when required.
22.
The supplier will have to ensure availability of spare parts and repair services for the
concerned item, in Pakistan.
23.
The successful bidder will be required to provide performance security bond@10% of the
value of item supplied for the duration of entire warranty period but not less than one year
(refundable after completion of warranty period).
24.
The competent authority of the SEECS-NUST reserves the right to reject all bids or
proposals at any time prior to the acceptance of a bid or proposal without justification of
grounds.
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 3 of 9
25.
SEECS-NUST shall not compromise on quality and specifications. Any item found not in
accordance with the specifications at any stage will be rejected and the vendor will have to
lift the same from the premises of SEECS-NUST at his own risk and cost.
26. Equipment must be delivered by the supplier within two weeks from the date of awarding
contract. The consignee, on getting a request from the supplier, with genuine reasons,
shall be authorized (not bound) to extend the validity of supply period. However,
for any delay in the supply of goods by the specified/extended date, a liquidated
damage will be charged as per agreement clause (s) for which the item under contract is
supplied after the specified date given in the supply order/extended subsequently. In case of
delay the NUST/SEECS reserves the right to impose a penalty not exceeding 1% of the
total amount of the contract for each day of delay subject to 10% of the total amount of the
contract.
27.
If the equipment/work is not executed according to the satisfaction of the NUST/SEECS, the
NUST/SEECS reserves the right to reject it altogether or impose a penalty not exceeding
50% of the total amount of contract. The lowest evaluated bidder shall be selected among
technically selected bidders as per the prescribed procedure.
28.
Bidding will be conducted through the National Competitive Bidding procedures in
accordance with Public Procurement Rules 2004 and guidelines ( PPRA) and opened to
all eligible bidders as defined in the Bidding Document.
29.
30.
Bidder shall attaché the latest bank statement for last 6 months and financial statement of
the firm and other references like profile, detail of supplies/ services in Pakistan in the
Technical proposal to view the Financial strength of the business.
Before opening the tender, all bidders will responsible to intimate us for any term of bidding
documents which seems to be not suitable for them, otherwise it will considered to be
accepted for all participants.
31. The earnest money shall be returned to the unsuccessful bidders, within a reasonable
period. However, the earnest money in respect of the successful bidders shall be returned
only after inspection/ installation against the release request of suppliers.
32. Tenderer shall not be allowed to withdraw his offer. EMD shall be forfeited if
tenderer fails to honor the contract.
33.
Before making the final payment, 10% value of the contract in shape of Bank Draft/
Payorder in the name of SEECS-NUST shall be retained as a performance guarantee for a
period of one year or upto the guarantee period but not less than one year from the date of
successful installation of equipment. The same shall be released on satisfactory report by
the end users against the release request of suppliers.
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 4 of 9
34.
Conditions of the bidders shall not be binding unless confirmed in the supply order.
35.
A contract agreement among purchasing authority, Agent Firm/ Supplier and Principal firm
(if any) on stamp paper of Rs. 100/- shall be signed to execute the job.
36.
Tender shall be opened under Single stage – two envelope procedure. The bid shall
comprise a single package containing two separate envelopes. Each envelope shall
contain separately the financial proposal and the technical proposal. The envelopes
shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL ROPOSAL” in bold
and legible letters to avoid confusion. Following description may be noted, please:a. Technical Proposal:
To examine whether the offer of the bidder comply with the specifications (Technical
Provisions) of bidding documents. For this purpose, the bidder shall provide Technical
Proposals supplemented with Brouchers, Catalogues, Printed Literatures and other
supporting documents etc for comparison with the data prescribed by the procuring
agency in technical features/ criteria/ specifications. Provide Certificate of after sales
service support. Certificate that bid security has been attached to the financial proposal
without showing the amount of bid money. Copy of tender documents duly accepted,
signed and stamped of company’s authorized officer.
b. Envelope-II (Financial Proposal):
Provide financial proposal dully filled in form of bid and schedule of requirement.
Provide 2% bid security in the form of Payorder/ Bank draft in the name of SEECSNUST
37.
Redressal of Grievances, pp rule 48 will be followed.
38. Payment Schedule:100% payment will be made through crossed cheque in the name of firm after the complete
installation/ functioning of equipment and satisfaction by the end user against the invoice,
sales tax invoice, delivery challan and other supporting documents. Income Tax would be
deducted at the time of releasing payment for such supplies whenever applicable.
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 5 of 9
39.
Evaluation Criteria:
Representatives of those who will be the end users of the product or service shall be
participate as part of the evaluation team. A Technical Evaluation Committee will be
constituted by competent authority (odd numbers). The committee will evaluate the
requirement technically by using scoring system (other means like demos, visits,
meetings may also be arranged for technical evaluation) fixed standard with all technical
quotations. (Equipment not compliance with the tender specification, will be rejected at
early stage).
40.
Selection of the Lowest Evaluated Bid:
On the recommendations of Technical evaluation committee, financial proposals of
technically recommended bidders will be opened publicly. A contract will be awarded to
those firms who’s bid will be declared as the lowest evaluated bid on highest score
bases (item wise). Following formula shall be applied to find the lowest evaluated bid as
a whole package or single item as required in the bidding documents:-
Bidder
Evaluated Bid Price
(C)
(a)
Award
Recommendation
(b)
1
Technical Bid Score
(T)
(c)
2
Clow
X
C
T
 (1  X )
Thigh
3
(e)
(d)
4
Evaluated Bid Score
(B)
(f)=(d)+(e)
Award to highest Evaluated Bid Score
Bidder’s Name: __________________
Weight for the Price (X) as indicted in the bidding documents is 0.70 (C=cost of item, T=Technical Score)
Weight for the Technical Score (1-X) as indicated in the bidding documents is 0.30
Clow is the lowest Evaluated Bid Price (C), Thigh is the Highest Technical Bid Score (T).
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 6 of 9
41.
Information Required in Technical Proposals to build up matrix/ Scoring for
Technical Evaluation of Equipment:

Complete Profile of the firm,

GST, NTN, Income tax registration certificates,

After sale services supports,

trainings, Quality Assurance, ISO standards, Warranty period, life of equipment,

Capability, upgradeability, installation, commissioning,

Manufacturer details, authorized dealerships certificates, and manufacture/
Principal firm background history

Financial position of Agent firm (provide bank statement of last 6 months and
financial statement)

Client list for the last one year, Detail of manpower on company’s payroll (no of
technical staff with designation and qualification),
number of branches and
centers within Pakistan with contact numbers and address,

Affidavit, the firm has not been blacklisted by any department within Pakistan,

Dealership/ distributor/ authorized reseller, agent ship certificate (if applicable),
sole authority letter (if applicable),

Copy of Bid money Draft (amount shall be removed or hided),

Country of Origin of each product, Model no. Manufactured by,

Manufacturer standard warranty, Technical Broachers etc.

The firm shall arrange visits for verification, demo arrangement if required shall
be provided by bidder.

Technical Proposal must be signed and Stamp of company’s authorized officer,

GST deposit record,

bid validity not less than 90 days,

Past experience with NUST,

Past experience with other institution regarding the quoted product,

Delivery schedule/ period after issuing purchase order,

Copy of tender documents duly accepted by signed and stamped of authorized
officer must be attached with technical proposal.
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 7 of 9
Annex-A
Specifications: IT Equipment for project titled "Interactive Learning and Assessment Application for Grade 5
Science Curriculum” at NUST-SEECS
Contact person in case of query related specs: Mr. Haroon
Email: haroontariq.awan@seecs.edu.pk
Cell: 0344-5423823
SR
Items
Qty
01
Android Tablet
Brand: Huawei, or equivalent
130
Specification
Android Tablet
-CPU 4.2 or higher
-Front and Rear Camera
-Wifi Supported 802.11 a/b/g/n
-RAM 01 GB or Higher
-Storage 08 GB or Higher
-Cover/ Case, Screen Protector, Head Set/ Hands free
- At least One Year warranty of all accessories HW/ SW
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 8 of 9
Annex-B
Format of Quotation
(FOR Price)
Sr#
Description of Items
UOM
Qty
Unit Cost
without GST (Rs.)
Unit Cost with
GST (Rs.)
a.
b.
c.
d.
e.
f.
g.
h.
NUST School of Electrical Engineering and Computer Science (SEECS), NUST Campus, Sector, H-12, Islamabad. Ph: 051-9085-2047,
Fax: 051-8317363, www.seecs.nust.edu.pk , email: lpc@seecs.edu.pk
Page 9 of 9