TENDER DOCUMENT FOR SUPPLY AND ISTALLATION OF IP TELEPHONY

i

UNIVERSITY OF EDUCATION LAHORE

TENDER DOCUMENT

FOR

SUPPLY AND ISTALLATI ON

OF IP TELEPHONY EQUIPME NT

As Approved in PC-I of the Project Titled “Strengthening of

University of Education, Lahore (Main / Township Campus)”

T ende r No . U E/T ende r /PC -1/2021 -22 /21

BIDDER’S SIGNATURE AND STAMP Tender No. UE/Tender/2021-22/PC-1/21 (IP Telephony) Purchase Section, University of Education, Lahore

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University of Education, Lahore

www.ue.edu.pk

Tender Notice

Sealed tenders/ b ids are inv ited f rom the f irms reg istered with Sa les Tax and Income Tax

Departments for fo l lowing Tender on the bas is of S ingle Stage Two Envelope B idd ing

Procedur e in terms of Rule No. 38 (2)a o f the Punjab Procurement Ru les 2014 (PPRA Ru les

2014) :

Tender No. Tender Name Qty Closing Time

and Date

Opening Time

and Date

Tender

Fee (Rs)

Bid Security

@2% of

Estimated Cost

UE/PC-1/

21

Supply and Installation of IP Telephony Equipment

As Approved in PC-I of the

Project Titled “Strengthening of

University of Education, Lahore

(Main / Township Campus)”

Detail in

the Tender

Document

08-12-2021

till 10:00 AM

08-12-2021

at 10:30 AM 1000/- Rs.76,000/-

Tender Document wi l l be immediately avai lab le after publ i sh ing o f th is Tender Not ice (Ru le

No. 25(1) . Tender / Bid Document can be obtained from the Purchase Sect ion, UE Townsh ip

Lahore dur ing o ff i ce hours by deposit ing the tender fee on standard deposit ing s l ip o f BOP

into Bank Account No. 6510033181400107 (Treasurer, Main Receipt Account ) . In case the

Tender Documents are downloaded from www.ue.edu.pk or www.ppra .punjab.gov.pk , the

deposit receipt must be attached with the Techn ica l Bid .

The on l ine generated receipt i ssued by BOP (Bank of Pun jab) must a l so be provided .

The B id Security equal to 2% of est imated pr ice in the for m of “CDR., Bank Draft , Pay

Order, Banker’ s Cheque” in favor of “Treasurer, Univers ity o f Educat ion , Lahore” i s

requ ired to be submitted with the Financ ia l Bid , without wh ich the offer shal l be rejected

being non -responsive.

Bids without support ing documents, undertak ing, va l id documentary evidence, and b ids

not confor ming to terms and condi t ions g iven in the Tender Document wi l l be l iab le for

reject ion. No support ing document wi l l be accepted, at a l l , a fter open ing o f the B ids. B ids

received a fter due t ime and date shal l be summari ly rejected .

Secretary Purchase Committee

University of Education, College Road Township, Lahore Ph.042-99262230, Fax: 042-99262226

http://www.ue.edu.pk/

http://www.ppra.punjab.gov.pk/


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SECTION-I: INVITATION TO THE BID

1.1. University of Education, Lahroe invites sealed tenders from eligible candidates to

tender for Supply and Installation IP Telephony system

1.2. IP Telephony System of Panasonic Brand (Model TDA620) has already installed at

University of Education and this tender is being floated to extend the existing

System.

1.3. The quoted equipment for extension must be compatible with the existing system

1.4. Tender / Bid Document can be obtained from the Purchase Section, UE Township

Lahore during office hours by depositing the tender fee on standard depositing slip of

BOP into Bank Account No. 6510033181400107(Treasurer, Main Receipt Account).

In case the Tender Documents are downloaded from www.ue.edu.pk or

www.ppra.punjab.gov.pk , the deposit receipt must be attached with the Technical

Bid.

1.5. The online generated receipt issued by BOP (Bank of Punjab) must also be provided.

1.6. The Bid should be addressed to “Secretary Purchase Committee, University of

Education, College Road Township, Lahore” and dropped at the Diary/ Dispatch

Section of UE

1.7. Bids shall be opened in the presence of the bidder’s representative(s) who choose to

attend at the Meeting Room of Admin Block-II.

SECTION-II: INSTRUCTIONS TO THE BIDDERS

1.1. Procurement will be made under Punjab Procurement Rules (PPRA) 2014.

1.2. It will be clearly understood that the Terms and Conditions mentioned in this

document are intended to be strictly enforced.

1.3. Bidders must ensure that they submit all the required documents indicated in the

Tender / Bid Documents at the time of opening of Technical Bids and no request for

submission of missing documents will be entertained after opening of the Technical

Bids.

1.4. Bids without supporting documents, undertaking, valid documentary evidence, and

bids not conforming to terms and conditions given in the Tender Document will be

http://www.ue.edu.pk/

http://www.ppra.punjab.gov.pk/


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liable for rejection. Bids received after due time and date and bids without Bid

Security in shape of CDR or CDR less than required amount or Bid Security in shape of

Cheque or Cross Cheque shall be rejected.

1.5. The bidder must quote rates of all items in a lot/package, partial bidding in a lot is

not allowed.

1.6. Tax will be charged as per Rule of Govt. of

1.7. As per Rule No. 38(2)a, Single stage two envelope procedure shall be followed.

1.8. The Bidder must provide Documents in following Order:

Specifications of quoted items on the Letter Head of the bidder

The specified catalogues / brochures of items quoted by the bidder

Technical Bid Form duly signed and Stamped by the Bidder

Copy of Income Tax & Sales Tax Registration Certificate

Professional Tax Certificate

Affidavit/Undertaking on the Stamp Paper

Authorization Certificate of quoted brand

Supply Orders for supply of relevant items received in the past

List of Employees

Tender Document duly signed and stamped each page by the bidder

2. AMENDMENT OF THE TENDER DOCUMENT

2.1. The Purchaser may, at its exclusive discretion, amend the Tender Document to

extend the deadline for the submission of the Tender, in which case all rights and

obligations of the Purchaser and the Tenderers previously subject to the deadline

shall thereafter be subject to the deadline as extended.

3. BID CURRENCY

Bidder should quote price in Pak Rupees only and payments shall also be made in

Pakistan Rupees only.

4. VALIDITY PERIOD OF THE BID

4.1. Validity period of the bids shall be 90 days.

4.2. In exceptional circumstances, the Purchase Committee of University of Education

may ask the Bidders for an extension of the period of validity. The request and the


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responses shall be made in writing. A bidder accepting the request will not be

required nor permitted to modify its tender.

5. BID SECURITY

5.1. Bidder will submit Bid Security drawn in the name of “Treasurer University of

Education” against each lot with details given below:

S# Item Name Amount of Bid Security (Rs) % of

Estimated cost

1 Supply and Installation of IP Telephony

Equipment 76,000

5.2. The Bid Security will be in form of CDR / Pay Order / Demand Draft/Banker’ Cheque

5.3. Cheque or Cross Cheque shall not be accepted at all.

5.4. The amount submitted as Bid Security shall be refunded to the unsuccessful bidders

after the decision for the award of the said tender.

6. ELIGIBILITY/QUALIFICATION CRITERIA

The Bidder(s) should meet the following Eligibility/Qualification Criteria to participate in

the Bid process and must enclose documentary proof, along with Technical Bid, for

fulfilling the Criteria

Minimum Eligibility/Qualification Criteria PASS FAIL

Income Tax Registration

Sales Tax Registration

At least one relevant Supply Order

Authorization Certificate of the Quoted Brand from Manufacturer or Distributor

Minimum number of 5 employees

Affidavit of Non Black Listing


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7. EVALUATION BIDS CRITERIA

After tender opening, the tenders will be evaluated in 4 stages, namely:

(i) Eligibility Criteria (Mandatory Evaluation)- Pass/ Fail basis

(ii) Mandatory Technical Compliance Evaluation)- Pass/ Fail basis

(iii) Technical Capacity Evaluation-

(iv) Financial Evaluation.- Lowest Evaluated bidder

Under PPRA Rules # 31, Technical Bids will be evaluated on the basis of following criteria and

Financial Bids of only those bidders will be opened who have fulfilled the criteria:

Mandatory Technical Compliance Evaluation

S# Description Brand/Model Quoted by Bidder

PASS/FAIL

1

Expansion Unit Maximum Capacity 160 ports 1 Shelf with 11 Free Slots and 1 BUS-S card Panasonic TDA620 Expansion Unit or Equivalent

2 Panasonic KX-TDA6110 Expansion Bus Card

3

24-Port SLT Card with CID (ECLSC24)

Supports Caller ID compatible single line telephones (SLTs)

Includes 4 power failure circuits

Panasonic KX-TDA6178 or Equivalent

4 16-port loop start CO trunk card (ELCOT16) consists of total 16 ports and 4 ports with power failure Panasonic KX-TDA6382 or Equivalent

5 Power Supply Supports a maximum power factor load of five-hundred and twelve (512) Panasonic KX-TDA0103


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Technical Capacity Evaluation

Evaluation Criteria Points

Authorization Certificate (10) from Manufacturer 10

From Distributor 5

Relevant Projects Three Projects (60 Marks)

Value equal or more than Rs. 4 Million 20

Value more than Rs. More than 3 Million but less than 4 Million

15

Value more than Rs. More than 2 Million but less than 3 Million

10

HR Requirement (10 Marks)

5-10 employees 5

11 and above 10

Total Marks: 80 Marks required for Qualification= 50

The bidder must provide Verifiable documentary proof against all the mandatory requirement

and Evaluation Criteria along with the Technical Proposal and no document will be received or

considered after opening of the Technical Proposal.

8. REJECTION AND ACCEPTANCE OF THE TENDER/BID

8.1. The Purchaser shall have the right, at his exclusive discretion, to increase / decrease the

quantity of any or all item(s), under PPRA Rules 2014 without any change in unit prices

or other terms and conditions, The Purchase Committee may rejected all tender(s),

cancel / annul the Tendering process at any time prior to award of Contract, without

assigning any reason or any obligation to inform the Tenderer of the grounds for the

Purchaser's action, and without thereby incurring any liability to the Tenderer and the

decision of the Purchaser shall be final.

8.2. The Tender / bid shall be rejected if:

8.2.1. It is substantially non-responsive; or

8.2.2. The bidder does not meet any of the mandatory criteria mentioned in Clause

No. 15; or

8.2.3. The bid is incomplete, partial, conditional, alternative, late; or

8.2.4. the Authorization Certificate could not be verified; or

8.2.5. the bidder does not attach Bid Security in Shape of CDR/Pay Order/DD; or

8.2.6. the bidder does not meet any of the Eligibility Criteria: or

8.2.7. the bidder does not attain the required marks for Qualification; or


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8.2.8. the bid security is not attached or it is less than the required amount; or

8.2.9. the Bidder submits more than one Bids against one Tender; or

8.2.10. the Bidder engages in corrupt or fraudulent practices in competing for the

Contract award; or

8.2.11. there is any discrepancy between bidding documents and bidder’s proposal

i.e. any non-conformity or inconsistency or informality or irregularity in the

submitted bid; or

8.2.12. The Bidder submits any financial conditions as part of its bid which is not in

conformity with tender document.

9. ANNOUNCEMENT OF EVALUATION REPORT The Procuring Agency shall announce the results of bid evaluation in the form of a

report giving justification for acceptance or rejection of bids at least ten days prior

to the award of Contract. The report shall be made available on PPRA website and

all the bidders shall be informed of this.

10. AWARD OF CONTRACT

10.1. The Tender will be awarded to the Lowest Evaluated Bidder who has been declared

Technically Qualified on the basis of lowest cost (Total Amount).

11. LETTER OF ACCEPTANCE (LOA)

After acceptance of the Bids by the Purchase Committee, Letter of Acceptance (LOA)

will be issued only to the Successful Bidder.

12. PAYMENT OF PERFORMANCE GUARANTEE (PG)

12.1. The Successful Bidder(s) will be required to remit the Performance Guarantee

equivalent to 5% of the value of the contract price. The PG should be paid by way

of Cash Deposit Receipt (CDR) or Bank Guarantee drawn in favor of “Treasurer

University of Education” as unconditional Guarantee.

12.2. The Performance Guarantee will be forfeited if the Successful Bidder withdraws the

Bid during the period of Bid validity specified in the Bid Documents or if the

Bidder(s) fails to sign the contract.


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13. SIGNING THE CONTRACT

13.1. The Purchase Committee shall issue sign a Contract with the Successful bidder who

has submitted the Performance Guarantee.

13.2. The Successful Bidder will provide the stamp paper of .25% of total order value for

issuance of Supply Order or Signing the Contract.

14. REDRESSAL OF GRIEVANCES BY THE PROCURING AGENCY

14.1. Any bidder feeling aggrieved by any act of the procuring agency after the submission

of his bid may lodge a written complaint concerning his grievances not later than 10

days after the announcement of the bid evaluation report.

SECTION –III: GENERAL CONDITIONS OF CONTRACT

15. DELIVERY OF ITEMS

15.1. Delivery Period will be counted from the issuance of Letter of Acceptance with details

given below:

Item Name Delivery Period (No. of

Days) Location

Supply and Installation of IP Telephony Equipment

45 UE Township, Lahore

15.2. The supplier will bear all costs associated with the preparation, delivery and installation

of the Items and the Purchaser will in no case be responsible or liable for those costs.

The supplier will make such arrangements to ensure safe delivery of goods. Any damage

sustained during transportation / delivery will be rectified by the supplier at his cost.

16. LIQUIDATED DAMAGES

When the supplier fails to deliver or install the goods or both within the time period

specified in the contract, the Purchase Committee may, without prejudice to any other

remedy it may have under the contract, deduct from the contract price, as liquidated

damages, a sum equivalent to 0.2% of the price of the delayed goods per day of delay,

maximum up to 20% of the price of total value of the contract.


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17. INSPECTION OF ITEMS

17.1. The Inspection Committee of UE shall inspect t the Goods supplied, the Services

provided, under the Contract/Supply Order, to verify their conformity to the

Technical Specifications.

17.2. After the inspection or test if the Purchase Committee is of the opinion that items do

not conform to the specification and the criteria mentioned above, the Inspection

Committee may reject them, and the supplier shall either replace the rejected goods

or make all alterations necessary to meet the requirements of the specifications free

of cost to University of Education.

18. RELEASE OF PERFORMANCE GUARANTEE (PG)

The Performance Guarantee will be refunded to the Successful Bidder(s) after one year

of completion of delivery and installation of Goods.

19. TERMINATION FOR DEFAULT

The Purchase Committee of University of Education may terminate this Contract in whole if:

19.1. the bidder fails to provide services within the period(s) specified in the Contract, or

within any extension thereof granted by the Procuring entity.

19.2. the successful bidder fails to deliver goods and services as per its technical

specifications offered in the bid

20. 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.

21. FORCE MAJEURE The LD charges can be waived off in case of FORCE MAJEURE which means an act of

nature or an event beyond the control of the Supplier and involves wars or

revolutions, f i r e s , floods, earthquakes, strikes, epidemics, quarantine restrictions and


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freight embargoes.

22. PAYMENT

22.1. 100% payment will be made by University of Education to the Successful Bidder after

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

i. Bill

ii. Delivery Challan

iii. General Sales Tax Invoice

iv. Inspection/Completion report

v. Bill of Entry (if any)

23. WARRANTY

23.1. Warranty of items shall be One Year

23.2. During the warranty period the Successful Bidder will provide comprehensive warranty

of the items and will be responsible of smooth functioning of the System. The

Purchase Committee shall notify the supplier in writing of any fault / claim arising under

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

defective goods or parts within ten days, inclusive of, where applicable, the cost of

inland delivery of the repaired or replaced goods or parts from the port of entry to the

final destination and their installation.

23.3. During the warranty Period the Supplier will be responsible to provide service /

replacement of parts to keep the items in working condition.

23.4. In case of fault or malfunctioning of the system the supplier will be informed through

SMS, WHATSAPP OR EMAIL. The Supplier will be responsible to remove the fault within

24 hours of launching Complaint and


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24. SPECIFICATIONS AND SCHEDULE OF REQUIREMENT

S# Description Quantity Brand / Model Quoted by

the Bidder

1


1

2 Panasonic KX-TDA6110 Expansion Bus Card or Equivalent 1

3

24-Port SLT Card with CID (ECLSC24) Supports Caller ID compatible single line telephones (SLTs) Includes 4 power failure circuits Panasonic KX-TDA6178 or Equivalent

5

4 16-port loop start CO trunk card (ELCOT16) consists of total 16 ports and 4 ports with power failure Panasonic KX-TDA6382 or Equivalent

2


1

6 36 V DC Batery Backup System with 229 Code 1

7 50 Pin Centronic Jack with Cable 7

8 MDF Box 400 pair Korne 1


10 200 Pair UG Cable (Meter) 1000

11 50 Pair with (Meter) 800

12 Multi Joint Kid 200 Pair to 50 Pair 15

13 3 feet / 3 feet or 4 feet by 4 feet 15

14 600 per meter 3 feet / 4 feet sand / brinks writing tape 1

15 Indicator 2500 10

16 Cable Laying 300 meter


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25. PRICE SCHEDULE

S# Description Qty Unit Rate with

GST/PST

Total Amount with GST/PST

1


1

2 Panasonic KX-TDA6110 Expansion Bus Card or Equivalent

1

3

24-Port SLT Card with CID Supports Caller ID compatible single line telephones (SLTs) Includes 4 power failure circuits Panasonic KX-TDA6178 or Equivalent

5

4

16-port loop start CO trunk card (ELCOT16) consists of total 16 ports and 4 ports with power failure Panasonic KX-TDA6382 or Equivalent

2


1

6 36 V DC Batery Backup System with 229 Code 1

7 50 Pin Centronic Jack with Cable 7



10 200 Pair UG Cable (Meter) 1000

11 50 Pair with (Meter) 800

12 Multi Joint Kid 200 Pair to 50 Pair 15

13 3 feet / 3 feet or 4 feet by 4 feet 15

14 600 per meter 3 feet / 4 feet sand / brinks writing tape

1

15 Indicator 2500 10

16 Cable Laying 300 meter


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Annexure- A Check List

The bidder must attach this list along with the Bid

1.1. Packing of the Bid

S# 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, 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#

1 Check List

2 Specifications of quoted items on the Letter Head of the bidder

3 Technical Bid Form duly signed and Stamped by the Bidder

5 Copy of Income Tax Registration Certificate

6 Copy of Sales Tax Registration Certificate

7 Affidavit/Undertaking on the Stamp Paper

8 Authorization Certificate of quoted brand

9 Supply Orders for supply of relevant items received in the past

11 List of Employees

12 The specified catalogues / brochures of items quoted by the bidder

Note: All the above documents and any other supporting document must be numbered and page number must be mentioned in the column specified for the purpose.

Total Number of pages attached with the Technical Bid ____________ Pages

13 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 #

1 Financial Proposal Covering Letter

2 Price Schedule Form duly filled, signed and stamped by the bidder

3 Bid Security in shape of CDR


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Annexure- B BID FORM

Technical Bid Form S# Particulars

Bidder's Response A Information about the Bidder

Name of the Company

Year of Incorporation/Registration

NTN Registration Number

GST Registration Number

Address

Office Telephone Number

Email Address of the Company

Name of Contact Person

Mobile No. of Contact Person

Email Address of Contact Person

B No. of Staff Members

C- Past Performance (Detail of Top Five relevant Projects Completed from 2016 onwards)

S# Name of Project Value of Project in PKR Customer

(Name of Institution)

1

2

3


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C- Detail of Staff (Format)

S# Name Designation Qualification Certification Date of Joining


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Annexure- C AFFIDAVIT/BIDDER’S UNDERTAKING ON THE STAMP PAPER (to be attached with Technical Bid)

Ref: Tender No. UE/Tender/2021-22 /PC-1/21 published on PPRA on

I hereby affirm that:

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 University of Education 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/Federal of Provincial Government in Pakistan.

9. We undertake to provide the service and replacement of parts to keep the items in working

condition during the warranty period.

[Name and Signatures of authorized Person along with stamp]


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Annexure- D Bid Form (to be attached with Financial Proposal)

To

Secretary Purchase Committee

University of Education,

Lahore

Dear Sir,

With Reference to your Tender No. UE/ Tender/2021-22 /PC-1/21 for (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 CNo. along

with our Financial Bid.

Yours sincerely,

Authorized Signature


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Annexure- E Contract Agreement Form THIS AGREEMENT made the [day] day of [month] [year] between [University of Education] (hereinafter

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

Supplier”) of the other part:

WHEREAS the University invited Tenders for certain goods and related services, viz, [brief description of

goods and related services] and has accepted a Tender by the Supplier for the supply of those goods and

related services in the sum of Rs. [Contract Price in figures and in words] (hereinafter called “the

Contract Price”).

NOW THEREFORE the parties hereby agree as follow:

1- The following documents attached shall be deemed to form and integral part of this Contract:

i- Tender/Bid Document

ii- Letter of Acceptance

iii- Performance Guarantee equal to 05% of Contract Price in shape of CDR or Bank

Guarantee.

2- The Terms and Conditions of Supply Order/Contract given in the Tender/Bid Document will be

applicable.

3- The mutual rights and obligations of the University and the Supplier will be preserved in light the

of Terms and Conditions mentioned in the Tender /Bid Document.

IN WITNESS whereof the parties have caused this Contract to be executed in accordance with the laws

of Pakistan on the day, month and year written above.

For University of Education: For the Supplier:

Signature

Print Name

Title