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PREQUALIFICATION DOCUMENT (PD)
Prequalification Document for Procurement of
Printing, Packing, Storage and Delivery (to all
36 districts in Punjab) of Exam Material for
PEC Exams Grade 5 and 8, 2018
PUNJAB EXAMINATION COMMISSION PEC/PD/EXAMS-2018/X Date: 02-11-2017
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PREFACE
Punjab Examination Commission (PEC) is an autonomous body set up by the Government of Punjab under the Punjab Examination Commission Act XI of 2010. The primary role of Punjab Examination Commission is to assess students learning achievements at the elementary level. PEC undertakes exams of around 2 to 3 million students in Grades 5 and 8 throughout Punjab on annual basis. In order to conduct the exam, PEC has to develop, print, pack and transport examination papers throughout Punjab with complete secrecy and security. The undertaking is a complex multistep process involving maintenance of highest level of secrecy throughout. For this purpose, PEC requires to identify potential enterprises/ entities that have the minimum capacity to undertake the assignment at least to the extent of one complete paper of each subject of both grades 5 & 8 for the whole province of the Punjab. Accordingly, PEC intends to prequalify eligible firms, companies, Consortium, Joint Venture, AOPs, Organizations and Groups for printing, Packing, Storage and Delivery of examination material for the upcoming PEC Exams 2018, according to PPRA Rules, 2014. Applicants would be prequalified according to the criteria given in this Prequalification Document. Only prequalified Applicants shall be entitled to participate in the subsequent procurement proceedings. PEC will not be responsible for any cost or expenses incurred in preparation or Delivery of Prequalification Documents .Applicants submitting applications in response to this Prequalification Document shall deemed to have fully understood and be in full agreement to all terms and conditions stated in this document. Such applications shall be construed on the understanding that the Applicant has done a complete and careful examination of this Prequalification Document and has independently verified all the information received from Punjab Examination Commission. This Prequalification Document shall not constitute a guarantee or commitment of
any manner on the part of Punjab Examination Commission (PEC) that the contract
will be awarded. The Punjab Examination Commission reserves its right to amend
the Prequalification Document before the last date of submission of applications
after informing all Applicants in writing and in such an event PEC shall not be liable
to reimburse or compensate the Applicant for any costs, taxes, expenses or
damages incurred by the Applicant.
After evaluation, all Applicants will be informed whether or not they have been prequalified. The competent authority reserves the right to reject or accept any or all documents or part thereof before prequalification according to PPRA Rules, 2014.Documents received after last date of submission will not be entertained. Documents received through any other mode / addressed to any other person other than that stated in this document will not be entertained.
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The documents should be submitted in sealed envelope clearly mentioning “PREQUALIFICATION FOR PRINTING, PACKING, STORAGE and Delivery OF EXAM MATERIAL FOR PEC EXAMS 2018” For further clarification, please contact the Director (Administration & Finance) PEC on the address given below:-
Director (Administration & Finance) Punjab Examination Commission
Near Govt. Pilot Secondary School for Boys Wahdat Colony, Lahore
Ph # +92-42-99260156
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Prequalification Document for Procurement of Printing, Packing, Storage and Delivery of Exam Material for PEC
Exams 2018
PART 1 – PREQUALIFICATION PROCEDURES
Section I. Instructions to Applicants (ITA) This section provides information to help the Applicants in preparing and submitting their Applications for Prequalification. Information is also provided on opening and evaluation of applications.
Section I contains provisions that are to be used without modification. Section II. Prequalification Data Sheet (PDS)
This Section includes provisions that are specific to this prequalification and supplements Section I, Instructions to Applicants.
Section III. Qualification Criteria and Requirements
This Section specifies the methods, criteria, and requirements to be used to determine how Applicants shall be prequalified and later invited to bid. The section contains two sub parts:- Section III-(1)
A. Compulsory/Mandatory Documents Sheet (MDS)
B. Mandatory Requirements
Section III-(2)
Technical Score Card (TSC)
Section IV. Application Forms
This Section includes various forms required to be submitted with the Application.
PART-II SERVICE REQUIREMENTS/SCOPE OF WORK Section V. Service/Work Requirement
This Section provides the Applicants PEC work requirements and the scope of work for which prequalification is being carried out.
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Acronyms & Abbreviations
PEC Punjab Examination Commission
ITA Invitation to Applicants
ADS Application Data Sheet
PD Prequalification Document
MDS Mandatory Document Sheet
TSC Technical Score Card
PDS Prequalification Data sheet
AIF Application Information Form
JV Joint Venture
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PART-I
QUALIFICATION PROCEDURES
SECTION-I
Instructions To Applicants (ITA)
1. Scope of Application
1.1 In connection with the invitation for prequalification indicated in Section II,
Prequalification Data Sheet (PDS), the Procuring Agency/PEC, as defined
in the PDS, issues this Prequalification Document (PD) to applicants
desirous of being prequalified for the work according to the work
requirements as described in Section V.
1.2 Title of Pre-qualification of firms for Procurement of Printing, Packing, Storage
and Delivery of Exam Material : PEC/PD/EXAMS-2018
2. Source of Funds
2.1 Punjab Examination Commission, Government of the Punjab, Pakistan
3. The Procuring Agency/PEC and its Address
3.1 The Procuring Agency/PEC is the Punjab Examination Commission (PEC)
having the following mailing address:-
Punjab Examination Commission (PEC)
Near Govt. Pilot Secondary School for Boys Wahdat Colony, Lahore
Ph. # +92-42-99260151-154-156 Website: www.pec.edu.pk
4. Fraud and Corruption
4.1 It is the Government of the Punjab’s {Rule 2 (I-V) of PPRA 2014} policy to
require that Applicants and their agents observe the highest standard of
propriety during the prequalification process. The meaning of “corrupt and
fraudulent practice” would be construed as defined in PPRA Rules, 2014;
4.2 The Procuring Agency/PEC will reject an application if it determines that the
Applicant has, directly or through an agent, engaged in corrupt, fraudulent,
collusive, coercive or obstructive practices as defined in PPRA Rules, 2014;
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4.3 The Procuring Agency/PEC will sanction a firm or individual etc. including
declaring ineligible or blacklisting if it, at any time, determines that the firm,
has, directly or through an agent, engaged in corrupt, fraudulent, collusive,
coercive or obstructive practices in competing for this prequalification
5. Eligible Applicants
5.1 Printers, Printing firms/companies, JV, AOP, Consortium, Group etc.
registered with Income Tax/Sales Tax Department who fulfill the evaluation
criteria will stand eligible for prequalification;
5.2 Formation of Consortium, Joint Venture (J.V), Association of Persons
(A.O.P), Group of Companies shall be as per law;
5.3 A Government or Semi-Government or Autonomous body intending to
participate in prequalification should have “NOC” from their Competent
Authority.
5.4 The Applicant or its sister concern (JV or Consortium) should not have been
blacklisted by any government, semi-government organization. Original
Affidavit of Rs.100/- regarding non-corrupt practices, no blacklisting must be
attached with the application.
5.5 Firms that were heavily penalized (more than 25% of total contract value) for
unsatisfactory performance of PEC contract/s shall not be considered.
6. Consortium- Lead Member
6.1 The Applicant may be a single entity or may take the form of a Consortium
comprising of companies, firms, corporate bodies or other legal entities as
permitted under law;
6.2 Each Consortium shall appoint and authorize one (1) Lead Member to
represent and irrevocably bind all members of the Consortium in all matters connected with the prequalification and tendering process including but not limited to the submission of the Prequalification Application on behalf of the Consortium.
6.3 An Applicant wishing to qualify as a Consortium shall submit a written
commitment, in the form of a letter duly executed by the legal representative of each Consortium member, which:
6.3.1 confirms each member’s commitment to the Consortium; and
6.3.2 identifies the member that will assume the role of Lead
Member on behalf of the other members, with the authority to
commit all members
7. Power of Attorney
7.1 Each Applicant (or if Applicant is a Consortium, each Consortium member)
shall provide a written power of attorney indicating that the person(s) signing
the Prequalification Application has the authority to sign it on its behalf.
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8. Clarification of Prequalification Documents
8.1 An Applicant requiring any clarification of the Prequalification Document
shall contact the Procuring Agency/PEC in writing at the Procuring
Agency/PEC’s address indicated in the PDS. The Procuring Agency/PEC
will respond in writing to any request for clarification, provided that such
request is received not later than seven (7) days prior to the deadline for
submission of application. 8.2 The Procuring Agency/PEC shall forward copies of its response to all
Applicants those who have acquired the Prequalification Documents but
without identifying its source. If the Procuring Agency/PEC deems it
necessary to amend the Prequalification Document as a result of such
clarification, it shall do so following the procedure under ITA clause 9.
9. Amendment of Prequalification Documents
9.1 At any time prior to the deadline for submission of applications, the Procuring
Agency/PEC may amend the Prequalification Documents by issuing
addenda.
9.2 Any addendum issued shall be part of Prequalification Document and shall be communicated in writing to all who have obtained the Prequalification Documents directly from the Procuring Agency/PEC.
9.3 To give Applicants reasonable time to take an addendum into account while preparing their applications, the Procuring Agency/PEC may, at its discretion, extend the deadline for the submission of applications.
10. Cost of Applications
10.1 The Applicant shall bear all costs associated with the preparation and
submission of its application. The Procuring Agency/PEC will in no case be
responsible or liable for those costs, regardless of the conduct or outcome of
the prequalification process.
11. Language of Application 11.1 The application as well as all correspondence and documents relating to the
prequalification exchanged by the Applicant and the Procuring Agency/PEC,
shall be written in the language specified in the PDS. Supporting documents
and printed literature that are part of the application may be in another
language, provided they are accompanied by an accurate translation of the
relevant passages in the language specified in the PDS, in which case, for
purposes of interpretation of the application, the translation shall govern.
12. Alternative Applications 12.1 Alternative applications shall not be considered.
13. Documents Establishing the Qualification of Applicants
13.1 To establish its qualification to perform the work, the Applicant shall submit
all evidence indicated in section III, Technical Evaluation and Qualification.
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14. Application Submission Form 14.1 The Applicant shall prepare an Application Submission Sheet using the form
provided in Section IV, Application Forms. This Form must be completed
without any alteration to its format.
15. Format & Signing of Prequalification Application
15.1 The Applicant shall prepare one original document comprising the application
and clearly mark it “ORIGINAL” on the relevant Proforma given in the
Prequalification Document (PD);
15.2 The original application shall be typed or written in indelible ink and shall be
signed by a person duly authorized to sign on behalf of the Applicant;
15.3 The Applicant shall submit a copy of the signed original application and
clearly mark it as “COPY”. In the event of any discrepancy between the
original and the copies, the original shall prevail.
16. Sealing & Marking of Application
16.1 Applicants may submit their applications by hand;
16.2 The inner and outer envelopes shall:
16.2.1 Bear the name and address of the Applicant;
16.2.2 Bear the address of the Procuring Agency/PEC;
16.2.3 Sealed properly by self-adhesive paper/tape and signed
with stamp.
17. Deadline for Submission of Application
17.1 Application must reach at the address of the Procuring Agency/PEC no later
than the date and time indicated in the PDS;
17.2 As per PPRA Rules 2014, the Procuring Agency/PEC may, at its discretion,
in unavoidable circumstances extend the deadline for the submission of the
prequalification applications by amending the Prequalification Documents in
accordance with ITA clause 9, in which case all rights and obligations of the
Procuring Agency/PEC and Applicants previously subject to the original
deadline shall thereafter be subject to the extended deadline.
18. Late Submission of Application
18.1 The Procuring Agency/PEC shall not consider any application that arrives
after the deadline for submission of applications. Any application received by
the Procuring Agency/PEC after the deadline for submission of application
shall be declared late and returned unopened to the Applicants.
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19. Opening of Prequalification Applications
19.1 The Prequalification applications will be received up to 20th November, 2017 till
02.00 p.m. in the office of Director (Administration & Finance), PEC. The
Prequalification Documents shall be opened on the same date at 02:30 p.m. in
the presence of Applicants or their representatives who make themselves
available on the date and time in the Committee Room of PEC, Wahdat Road,
Lahore.
20. Confidentiality of Information
20.1 Information relating to the examination, evaluation, comparison of applications
shall not be disclosed to the Applicants or any other person not officially
concerned with the process until information on the result/outcome of the
prequalification is officially communicated to all Applicants.
21. Clarification of the application by Procuring Agency/PEC
21.1 Under PPRA Rules 2014, to assist the examination, evaluation, comparison
and post qualification of the applications, the Procuring Agency/PEC may, at
its discretion, ask any Applicant for a clarification of its application. Any
clarification submitted by the Applicant with respect to its application and that
is not in response to a request by the Procuring Agency/PEC shall not be
considered.
21.2 The Procuring Agency/PEC’s request for clarification and the response shall
be in writing.
21.3 No change in the substance of the application shall be sought, offered, or
permitted, except to confirm the correction of discrepancies/ errors
discovered by the Procuring Agency/PEC during evaluation of the
application.
22. Evaluation of Applications
22.1 The Procuring Agency/PEC shall examine the application to confirm that all
terms and conditions specified in the PD have been accepted by the
Applicant without any material deviation, condition or reservation. 22.2 The Procuring Agency shall evaluate technical aspects of the Applicant. 22.3 The Procuring Agency/PEC shall use the factors, methods, criteria, and
requirements defined in Section III-Qualification Criteria and Requirements to
evaluate the Applicants. 22.4 If, after the technical evaluation, the Procuring Agency determines that the
application is not substantially responsive it shall reject the application. 22.5 A substantially responsive application is one that conforms to all the terms,
conditions, and specifications of the Prequalification Document without
material deviation, reservation or omission. 22.6 Use of other methods, criteria or requirements shall not be permitted. 22.7 The Applicant will be declared either qualified or unqualified as per
evaluation criteria.
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23. Procurement Agency’s right to accept any application, and to reject any
or all applications
23.1 The Procuring Agency/PEC reserves its right to annul the prequalification
process and reject all applications at any time prior to notification of the
result of prequalification according to PPRA Rules, 2014 without thereby
incurring any liability for the Procuring Agency/PEC.
24. Notification of Prequalification
24.1 Once the Procuring Agency/PEC has completed the evaluation of
applications it shall notify all Applicants in writing indicating their status as to
qualified or unqualified.
25. No Contract
25.1 No contract whatsoever is created by or arises from this Prequalification
Document, which, under no circumstances, constitutes an offer to enter into
any contract or arrangement of any nature whatsoever with any party
whatsoever.
25.2 The Punjab Examination Commission shall not have any obligation,
responsibility, commitment, or legal liability of any nature whatsoever
towards any Applicant arising from this Prequalification Document or any
Prequalification Applications submitted in response to it.
26. Grievance Committee
26.1 An Applicant who has an objection on any aspect of the prequalification may
apply, in writing, for mitigation to PEC Grievance Committee within 10 days
of announcement of the result of prequalification
27. Invitation for Financial Bid
27.1 After the notification of the results of the prequalification only prequalified
applicants shall be eligible to participate in the subsequent procurement
proceedings.
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SECTION-II
PREQUALIFICATION DATA SHEET
(PDS)
Section II: Prequalification Data Sheet (PDS)
A. General
ITA 3 Name of Procuring Agency/PEC: -Punjab Examination Commission (PEC)
ITA 1
PD name and number are: - Pre-qualification of firms for Procurement of Printing & Packing, Storage of Exam Material: PEC/PD/EXAMS-2018
ITA 3 Address for official communication:
Director (Administration & Finance) Punjab Examination Commission (PEC)
Near Govt. Pilot Secondary School for Boys Wahdat Colony, Lahore
Phone: +92-42-99260156
Email: [email protected]
ITA 19 The deadline for the submission of applications is:
Date: 20th November, 2017 Time: 02:00 p.m.
ITA 19 The Prequalification application shall be opened at:-
Address: Committee Room of Punjab Examination Commission (PEC) , Near Govt. Pilot Secondary School for Boys, Wahdat Colony, Lahore
City: Lahore Country: Pakistan Date: 20th November, 2017 Time 02:30 p.m.
B. Contents of the Prequalification Document
ITA 3 For clarification purposes, the Procuring Agency/PEC's address is: same as above
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C. Preparation of Applications
ITA 11 The language of the application as well as of all correspondence is: “English”
ITA 15 In addition to the original, the number of copies to be submitted with the
application is: (one)
The Applicant shall submit with its application, the following documents:
1. Articles of Incorporation or Documents of Constitution, and documents of
registration of the legal entity named above, agreement to form Consortium.
In case of JV, letter of intent to form JV or JV agreement.
2. Applicant’s signed affidavit on PKR 100.00 judicial paper confirming that it
has not been blacklisted by any of the public sector organization in Pakistan,
as described in ITA Sub-Clause 4.3
3. Applicant’s certificate confirming that it has not been heavily penalized by
(penalty of 25% and above of total value of contract) by Punjab Examination
Commission as described in ITA Sub.Cluse 5.5
4. Complete profile / Introduction of Firm (including name of Chief Executive
Officer/MD, Partner/s and Owner/s and addresses/contacts)
5. Sales Tax Registration Certificate
6. Copy of Company Registration Certificate
7. Copy of Income Tax Registration/NTN
8. Annual Tax Returns for last three years
9. Certificate that the firm was never heavily penalized i.e. more than 25%
penalty of overall contract value for unsatisfactory performance by Punjab
Examination Commission.
10. List of Major Clients and work orders issued to the bidder (as proof) during
last three years
11. List of Bankers
12. Bank Statements of last two years
13. Press Declaration Certificate
14. Bank Certificate confirming financial soundness of bidder
15. The Printing Press must be owned by the Firm (Proof of ownership)
16. Map/drawing of printing press highlighting all areas
17. Experience Certificate
18. Application Information Sheet
19. Parent Company/Lead Member letter of comfort (in case of Consortium)
20. Copies of certified payments, work completion from clients
21. All forms as stated in Section-IV
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Evaluation by Procuring Agency/PEC An evaluation methodology to determine the lowest-evaluated-application shall be applied as specified in Section III, Qualification Criteria and requirements.
D. Submission of Applications:
Applicants “shall not” have the option of submitting their applications electronically.
For application submission purposes only, the Procuring Agency/PEC's address is:
“Procuring Agency/PEC’s address is the same as that indicated above in ITAs
ITA 18 Late Applications
Late applications shall not be entertained.
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SECTION-III
QUALIFICATION CRITERIA AND REQUIREMENTS
SECTION (III)-1
A. Compulsory Documents
B. Mandatory Requirements
SECTION (III)-2
A. Technical Score Card
QUALIFICATION EVALUATION CRITERIA
1. The Procuring Agency/PEC shall use the Technical Score Card System
attached in Section-III (2) to determine the capacity of the Applicant. The
Applicant will be evaluated in a number of areas as mentioned in the score
card and will have to meet a minimum threshold to qualify.
2. Technical Score Card consists of two parts:-
2.1. Financial benchmark 25 Marks
2.2. Technical benchmark 75 Marks
3. Total marks allocated are 100 and qualifying marks are 75
4. The Applicant will either be declared as “Qualified” or “Unqualified” by the
Procuring Agency/PEC and the result shall be promptly communicated to the
Applicant in writing.
5. As per PPRA Rule 17(4), the Procuring Agency/PEC shall communicate
reasons to Applicant/s who have not been prequalified, if it is requested in
writing by the Applicant.
6. Incase if Applicant is a Consortium, one member of the Consortium shall be
declared as Lead Member / Parent Company who will present its financial
statements to satisfy financial criteria.
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SECTION-III (1)
A. COMPULSORY DOCUMENTS SHEET
The following documents must be attached by the Applicant. Failure to supply the following documents will render the Applicant ineligible in the evaluation and shall be declared unqualified.
1. Complete profile / Introduction of Firm (including name of Chief Executive
Officer/MD, Partner/s, Owner/s and addresses/contacts);
2. Sales Tax Registration Certificate;
3. Copy of Firm/ Company Registration/ Incorporation Certificate;
4. Copy of valid NTN certificate;
5. Annual tax returns for last three years;
6. Affidavit on Rs.100/- Stamp Paper that firm is not blacklisted;
7. Certificate that the firm was never heavily penalized i.e. more than 25% penalty of overall contract value for unsatisfactory performance by Punjab Examination Commission;
8. List of Major Clients and work orders (as proof) during last three years;
9. List of Bankers;
10. Statement of Financial Soundness issued by Applicant’s Bank;
11. Bank Statements of the last two years;
12. Press Declaration Certificate;
13. The Printing Press must be owned by the Applicant (Attach proof of
ownership);
14. A map/ drawing of premises of printing press signed and stamped by the Applicant
highlighting/illustrating covered area (in sq.ft.) and clearly marking printing, packing,
and storage areas. Map/drawing provided by the Applicant will be used by PEC
technical evaluators to confirm covered area during onsite visit during
prequalification. If official map is not available, an applicant may furnish
drawing/map on his own with a certificate that the map/drawing furnished truly
reflects the actual location/building/premises.
The Applicant shall not prequalify if it does not attach the above stated documents.
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B. MANDATORY REQUIREMENTS
The following are the minimum requirements that must be possessed by the Applicant
Sr.# Requirement
Yes No
1 Alternate Power Supply (adequate alternate supply sufficient to perform the work without gap/break)
2 Proof of Ownership of Printing Facility
3 Security Arrangement (CCTV, Security Personnel etc.)
4 Sufficient Storage Space at Printing Facility
5 Minimum covered area for printing, plate making, Packing, Storage and secured storage is 15,000 square feet (under one courtyard)
6 In house Plate Making Machine /Digital plate creation/Computer to plate facility
7 Minimum four high speed offset printing machines
8 Plate Making Machine/ Digital plate creation/Computer to plate facility
9 Paper Cutting Machine
10 Folding Machine
11 Heat Sealing Machine
12 Stitching Machine
13 Shredder Machine
14 Digital Weighing Machine
Note Those applicants who fail to meet the above stated mandatory requirements shall not be further evaluated and shall be declared unqualified for participation in the procurement process.
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SECTION-III (2)
TECHNICAL SCORE CARD
Sr.
No
Particulars Description Maximum
Points
Points
Obtained
FINANCIAL BENCHMARK (25 MARKS)
F.1 Average Value of
Contracts
a) Average annual value of
contracts successfully
executed/performed
shall be calculated as
total certified payments
received for supplies
completed, divided by
the number of financial
years i.e. 3 years;
b) Form attached as
Annexure C must be
filled
Contract Amount
(Rs)
Points
Assigned
>10 Million 2
>20 Million 4
>30 Million 6
>40 Million 8
>50 Million 10
10
F.2 Net Worth
Financial Account Statement for
previous two years (average of two
years will be taken)
Equity/Capital Points
Assigned
>05.00 Million 1
>10.00 Million 2
>20.00 Million 3
>30.00 Million 4
Above 40 Million 5
05
F.3 Cash Flow Availability
a) Attach bank statements
of last two years
b) Average sum of debits
and credits of two years
will be taken
Cash flow availability of last two years
Amount of Cash
Turnover
Points
Assigned
>10.00 Million 1
>20.00 Million 2
>30.00 Million 3
>40.00 Million 4
Above 50 Million 5
05
F.3 Average Income Tax
Paid
Income Tax paid
05
19
a) as per Annual Income
Tax Returns of the last 3
years
Income Tax Paid
(Rs)
Points
Assigned
0.5 to 1.00 Million 3
>1.00 Million 4
>2.00 Million 5
20
TECHNICAL BENCHMARK (75 MARKS)
T.1 Large Scale Exam Paper
printing and secure
Delivery experience in
public sector
District Points Assigned
6 Districts 2
12 Districts 4
24 Districts 6
36 District 10
10
T.2 Printing Capacity As per Attachment (Refer Page No. 19)
Machine Score Sheet
Average Production Capacity
50
T.3
Technical and
Managerial Resource
* Attach Payroll as proof of employment Work charge employees will not be considered
Total number of technical and
management employees
Number Points
Assigned
05-10 3
11-15 4
More than 15 5
05
T.4 Covered Area of Plate
making, printing,
folding, cutting,
Packing, Storage &
storage under exclusive
premises
(Attach map of printing
premises highlighting
storage area)
Covered Area
Square feet
Points
Assigned
15,000 3
30,000 4
45,000 5
05
T.5 Working
Standards/Quality
Control
ISO 9001, ISO 14001, ZDS (Zero
Defects Supply System) or any other
relevant quality certification.
05
Total Marks 100
Qualifying Marks 75
It is certified that the above information is correct in all regards. We do understand that we may be disqualified, penalized or blacklisted in case if there is material disinformation in the above. Signature
Stamp __________________________
Date ___________________________
Applicant’s Signature ________________________
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Printing Capacity (T.2)
Machine Number of
Machines
Distribution of Marks
Maximum Points
Marks Obtained
Single Color
3 marks per
machine
24
Two Color
Four Color
Plate Making Machine/
Digital plate creation/Computer
2.5 marks per machine
05
22
MACHINE SCORE SHEET/ SCORING CRITERIA (PRINTING CAPACITY) (T.2)
Note:-
All the machines quoted for evaluation criteria should be fully functional and year of manufacture of Printing Machines should not be older than 1970.
to plate facility
Paper Cutting Machine
2.5 marks per machine
05
Folding Machine 2.5 marks per machine
05
Heat Sealing Machine
one mark per machine
02
Stitching Machine one mark per machine
02
Shredder Machine one mark per machine
02
Digital Weighing Machine
2.5 marks per machine
05
TOTAL TOTAL 50
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PEC EVALUATION PROFORMA To be used by PEC Evaluation Committee
QUALIFIED UNQUALIFIED
Signatures: _____________________________________
Stamp: ______________________________________________
Name of Authorized Officer-I ________________________
Dated: ________________________________
Designation: ________________________________ Signatures: _____________________________________
Stamp: _______________________________________________
Name of Authorized Officer-II ________________________
Dated: ________________________________
Designation: ________________________________
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SECTION- IV
APPLICATION FORMS
I. Application Information Sheet Annexure A
II. Application Submission Form Annexure B
III. Average Value of Contracts Annexure C
IV. Detail of Machinery & Equipment Annexure D
V. JV Information Form Annexure E
VI. Human Resource Information Annexure F
VII. Parent Company Comfort Letter Annexure G
VIII. Checklist Annexure H
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Annexure A
APPLICANT INFORMATION SHEET
Date: -------------------------
Tender No.:-----------------
1. Applicant’s Legal Name
2. In case of JV/ Consortium/ AOP/ Group
(a) Name of JV/Consortium/
AOP/ Group
(b) Name of Lead Applicant
3. Name of firm with
address
%age
share
Owner’s name NIC NTN
(i)
(ii)
(iii)
Attach copy of agreement / letter of intent to form JV/ Consortium/AOP/Group,
copies of NTN and NIC of members (in case of more members attach separate list)
4. Applicant’s Address:
5. Applicant’s Authorized Representative Information
Name: ___________________________________________________________
NIC No.: _____________________________________________________
Address: ____________________________________________________
Telephone/Fax number:_____________________________________________
E-Mail Address:___________________________________________________
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ANNEXURE B
PREQUALIFICATION APPLICATION SUBMISSION FORM
To,
Chief Executive Officer Date………………
Punjab Examination Commission Wahdat Colony, Lahore
Subject: Prequalification for printing, packing, storage and delivery of Examination Material for PEC
Exams 2018
Dear [Sir/Madam],
Pursuant to the Invitation for Prequalification dated [Please insert the relevant date], [Name of Applicant] hereby submits its Prequalification Application in conformity with the Prequalification Document, Instruction to Applicants (as amended and/or supplemented from time to time) and requests to be considered for prequalification for the Assignment.
[Name of Applicant] hereby confirms that it:
(a) Agrees to comply with all Prequalification procedures in light of all rules, laws and regulations
governing the Prequalification process as issued by the relevant authorities from time to time;
(b) accepts the right of the Punjab Examination Commission to (i) request additional information reasonably required to reasonably assess our application, (ii) amend the procedures or make clarifications thereof, and (iii) extend or amend the Prequalification Document including specifications and schedule of the prequalification;
(c) accepts the exclusive application of the federal laws of Pakistan and provincial laws of Punjab with respect to these prequalification procedures; and
(d) Fully and completely understands all instructions and accepts all terms of the Prequalification Document and hereby undertakes to comply with the same.
[Name of Applicant] hereby represents and warrants that as of the date of this letter: (a) all of the information submitted in this Prequalification Application, including the enclosed forms
and documents, is accurate in all respects;
27
(b) [Name of Applicant], [including any of our Consortium members], has(ve) not been subject to any voluntary or involuntary bankruptcy or insolvency or similar proceeding during the last five (5) years; and
(c) [Name of Applicant], [including any of our Consortium members], has(ve) paid all taxes due,
except those which are being contested in good faith by appropriate proceedings and for which adequate reserves have been established.
Attached herewith to this Prequalification Application are the following documents, as appropriate: (a) Application Information Form/Sheet
(b) All documents as per Checklist attached as Annexure H in Section-IV
(c) All Documents as required in Section III of the Prequalification Document.
[Name of Applicant] hereby designates [ ] as its representative to receive notices in respect of the prequalification and the tender at the following address, telephone and facsimile numbers: [Representative’s address, telephone and facsimile numbers.] [Signature] In the capacity of [position] Authorized to sign this Prequalification Application for [Name of Applicant]
28
ANNEXURE C
Average Value of Contracts/Turnover in the last three Financial
Years
(2014-15, 2015-16 & 2016-17)
Financial Year (2014-15)
Financial Year (2015-16)
Financial Year (2016-17)
Sr. No.
Year Name of Client Nature of Work/Quantity
Value of Contract (Rs)
Completion Status
TOTAL Note: Attach extra sheet/s if required
Signature & Stamp of Applicant/Bidder
Note:-
i. Applicant shall provide certificates of successful completion from its clients for
each contract mentioned above;
ii. Additionally, the Applicant may attach proof of payment against the contracts
mentioned above ;
iii. Financial Year starts from 1st July, 201X and ends on 30th June 201X
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DETAIL OF MACHINERY & EQUIPMENT Annexure D
Machine (Attach additional sheets if required)
Make & Model
Year of Manufacture
Number of Machines
Output per hour
Single Color Machine
Two Color Machine
Four Color Machine/ Any other Color Machine
Plate Making Machine/ Digital Plate creation/Computer to plate facility (Tick one option :
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It is certified that the above stated machines are in the ownership of the Applicant and the information provided regarding their quantity and output capacity is correct in all respects. We do understand that we may be disqualified, blacklisted or penalized in case if there is material disinformation in the above. Applicant’s Signature with Stamp Signature _____________________
Date _________________________
Stamp _______________________
1.Local 2.Imported)
Paper Cutting Machine
Folding Machine
Heat Sealing Machine
Stitching Machine
Shredder Machine
Paper counting Machine
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Annexure E
Applicant's JV Information Form
[The following form shall be completed to provide information relating to each JV member (in case
the Applicant is a JV)
Date: [insert day, month, year]
Page [insert page number] of [insert total number] pages
Applicant name:
[insert full name]
Applicant's JV Member’s name:
[insert full name of Applicant's JV Member]
Applicant JV Member’s year of constitution:
[indicate year of constitution]
Applicant JV Member’s legal address:
[insert street/ number/ town or city]
Applicant JV Member’s authorized representative information
Name: [insert full name]
Address: [insert street/ number/ town or city]
Telephone/Fax numbers: [insert telephone/fax numbers, including city codes]
E-mail address: [indicate e-mail address]
1. Attached are copies of original documents of
Articles of Incorporation (or equivalent documents of constitution or association), and/or registration
documents of the legal entity named above, in accordance with ITA.
In case of a Government-owned enterprise or institution, documents establishing legal and financial
autonomy, operation in accordance with law
32
ANNEXURE F
TECHNICAL & MANAGERIAL HUMAN RESOURCE
Sr.
#
Designation Qualification No of
Employees
Job Description Period of
association
with the
Applicant
Note:-
I. Work charge/daily wagers are not to be included in the above
II. Support staff such as drivers, guards, sweepers, cleaners etc. are not to be included
III. Attach payroll or other evidence
Signature & Stamp of Applicant/Bidder
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ANNEXURE G
PARENT COMPANY/LEAD MEMBER LETTER OF COMFORT
To
Chief Executive Officer Dated……………
Punjab Examination Commission
Wahdat Colony, Lahore
Subject: Prequalification of Printers for Supply of Punjab Examination Commission
Exam Material
Dear [Sir/Madam],
We refer to the Prequalification Document issued by the Punjab Examination Commission,
titled “Procurement of Printing, Packing, Storage and Delivery of Exam Material for PEC Exams
Grade 5 and 8, 2018” dated: -------------- inviting prequalification applications for procurement
of exam material including printing, Packing, Storage and Delivery of Examination material
all over Punjab.
According to the Section-III of the Prequalification Document, if the Applicant, is a
Consortium, at least one of the Consortium members shall be declared as Lead
Member/Parent Company who shall be required to present its financial statements to satisfy
financial criteria/benchmark stated in Section-III.
For this purpose, the "the Parent Company" means any corporate entity within the
Consortium being represented as “Lead member”.
In consideration of the above, we hereby confirm and undertake that:
(i) we are the Parent Company/Lead Member of the Consortium [ Name of
Consortium] which is seeking to prequalify with PEC as [Applicant/Consortium
Member]; and
(ii) We will make available sufficient funds to [name of subsidiary] to enable it to
meet its obligations as the shareholder of the Operator and otherwise act as a
prudent and careful sponsor to PEC’s assignment.
Except where the context requires otherwise, capitalized terms used in this letter shall
have the meaning ascribed in the Prequalification Document.
Yours faithfully,
[Name of Parent Company/Lead Member]
By: ___________
Name: ___________
Title: ___________ (Authorized signatory)
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Annexure H
CHECKLIST OF DOCUMENTS
1. Complete profile / Introduction of Firm (including name of Chief Executive Officer/MD,
Partner/s and Owner/s and addresses/contacts)
2. Sales Tax Registration Certificate
3. Copy of Company Registration Certificate
4. Copy of Income Tax Registration/NTN
5. Annual Tax Returns for last three years
6. Affidavit on Rs.100/- Stamp Paper that firm is not blacklisted
7. Certificate that the firm was never heavily penalized i.e. more than 25% penalty of overall
contract value for unsatisfactory performance by Punjab Examination Commission
8. Certificate of Incorporation/Registration
9. List of Major Clients and work orders (as proof) during last three years
10. List of Bankers
11. Bank Statements of last two years
12. Financial Statements of previous three years (if available)
13. Press Declaration Certificate
14. Bank Certificate confirming financial soundness of bidder
15. The Printing Press must be owned by the Firm (Proof of ownership)
16. Map/drawing of printing press highlighting all areas
17. Experience Form
18. Application Information Sheet
19. Parent Company/Lead Member letter of comfort (in case of Consortium)
20. Copies of certified payments, work completion from clients
21. All forms as stated in Section-IV
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PART-II SERVICE REQUIREMENT / SCOPE OF WORK
Section V
WORK & SERVICE REQUIREMENT
WORK/SERVICE REQUIREMENTS
1. Printing Content
a. Printing, Packing, Storage and Delivery of exam question papers under strict
secrecy and security for Grades 5 & 8 in the following five subjects:-
i. Islamiat / Ethics
ii. Urdu
iii. English
iv. Science
v. Mathematics
b. Number of subjects may increase or decrease
c. Four versions of each subject paper shall be provided by PEC
2. Quantity
For each subject, the following quantities shall be required:-
Grade Number of students per
Paper (Approx.)
No of leaves/sheets (both sides printed) = 4
Number of leaves for 5 Subjects
(Approx)
5 1.5 Million 4 x 1.5 Million= 6 Million leaves (approx.)
6 x 5 = 30 million
8 1.1 Million 4 x 1.1 Million = 4.4 Million leaves (approx.)
4.4 x 5 = 22 million
TOTAL 2.6 Million 52 million
a) Quantity mentioned is tentative which could increase or decrease as per actual
students registered for PEC Examinations;
b) Applicant shall be entirely responsible for printing, packing, storage and Delivery of
exam material to 36 CEO District Education Authorities (DEAs) offices in Punjab.
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3. Technical Specifications
a) Paper Specification
Texture Grammage
Burst Factor
Tear Factor
Brightness
Opacity Glaze Trimmed Size
White High Finish Paper (virgin fibre)
68 GSM ( 5%)
12.1 & above
MD 40 CD 45 ( 5%)
80 Minimum
85 ( 5%)
Both sides glazed
11 x 8.5 inches
b) Ink Specification
The Applicant shall use superior brand imported, pre sensitized, coated plates. Ink used for printing must conform to following requirement:-
a. Must not be expired. b. Should not be see through c. Should not spread on paper
d. Should not penetrate to back page
c) Technical Specifications of Brown/Khaki Craft Paper, Polythene and Cloth to
be used for packing:-
1. Brown/Khaki Craft paper Envelope weighing 120 GSM (water proof) each for
separate packing of paper “A” and “B” for each examination centre. Minimum
size of each Brown / Khaki Craft Paper Envelope shall be 16” x 14” inches.
2. Black / dark blue Polythene bag weighing 30 – 40 grams each for separate
packing of paper “A” (black) and “B” (Dark blue) for each examination centre.
Minimum size of each Black / Dark Blue Polythene Bag shall be 20” x 16”
inches.
3. 100% cotton calendared cloth having 60 x 60 Picks. Minimum size of each
cloth bag shall be 24” x 20” inches.
d) Cloth Specification for Packing
1. 100% cotton calendared cloth preferably having 60 × 60 picks.
4. Packing
Packing of Exam question papers is of fundamental importance to ensure the security of content and safe Delivery to all exam centers. Bidders are requested to read the following instructions carefully:-
a) Question Papers (Paper A & B) will be packed in separate packets marked for
respective Exam Centers, ECC, Tehsil and District;
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b) Number of papers in each packet shall match the number of students of each
exam center and shall have an equal distribution of versions (four) in each
packet.
c) Packet for each exam center will further be packed in bundles meant for each
Exam Cluster Center/ (ECC)
d) List of clusters, exam centers, actual number of papers to be printed, and paper
packing detail will be provided by Procuring Agency/PEC before the
commencement of printing.
e) THREE LAYER PACKING: Question papers will be packed in three layers.
a. The inner layer will consist of brown/Khaki envelope sealed with gum and
stamp;
b. The second layer will consist of dark blue or black polythene bag heat
sealed;
c. Outer most covering will be 100% cotton cloth bag which will be firmly
machine stitched before Delivery.
f) Paper A and Paper B will be packed in separate brown/khaki envelops (The inner most layer)
g) Paper A and Paper B will be packed in separate polythene bags (The second layer).
h) Question Papers (Paper A and Paper B packed in separate polythene bags) will be packed in cloth bags marked for respective exam centers. Number of papers in each cloth bag must confirm to the number of students in respective exam center, having equal number of question papers of each version (four).
i) Eight (8) extra question papers both “A” & “B” (two of each version) will be placed in the packing of each exam center.
j) Three stickers will be pasted on 1) brown craft paper / envelope 2) polythene bag and 3) cloth bag containing the following details:-
i. Subject---------------------------------------------------
ii. Paper -----------------------------------------------------
iii. Number of Question papers-------------------------
iv. Name of Examination Center------------------------
v. Exam Center Code-------------------------------------
vi. Name of Examination Cluster Center-------------
vii. Tehsil--------------------------------------------------
viii. District-------------------------------------------------
ix. Signature of Recipient Official-------------------------
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Note: Procuring Agency shall provide complete data for the above information in soft
form.
Packing of Question Papers would be precisely as per following:-
a. Total Number of Examination Cluster Centers/ECCs = 1950
b. Approximate Number of Exam Centers allocated to 1950 ECCs
i. Class 5 = 7000
ii. Class 8 = 6200
5. Secrecy
a) Maintenance of highest level of secrecy is the primary requirement of the work;
b) The packed exam material shall be transported safely and securely to CEO District
Education Authorities (DEAs) Offices in 36 districts of Punjab;
c) An affidavit/oath will be administered by all concerned involved in the process of
procurement and printing for maintenance of secrecy of the content;
d) Inspection shall be carried out by PEC both constantly and periodically and the
Printer shall fully facilitate such inspections;
e) Applicant premises will be checked by PEC inspection team before start of work to
ensure exclusivity of PEC printing;
f) Printing, packing & storage will be done at designated premises of the Printer and
exam material will be transported from that point only;
6. Storage
Printer shall store the question papers safely, securely and exclusively for a period determined and communicated by the Procuring Agency/PEC.
7. Transportation & Delivery
a) Transportation of question papers shall be the responsibility of the Printer;
b) Packed question papers with complete markings shall be delivered to CEO District
Education Authorities (DEAs) 36 districts of Punjab.
8. Security
a) Printer shall make fool proof security arrangements to safeguard the integrity of exam
material;
b) It shall be the sole responsibility of the Printer to ensure that no leakage of any kind
takes place;
c) Printer shall take all possible measures such as prohibition of mobile phones,
cameras or any other electronic device within the premises and would ensure
installation of CCTVs, deployment of sufficient number of security staff, issuance of
special cards to individuals involved in printing and packing of exam material.
