The Urban Unit - Punjab, Pakistan...The Urban Unit lrt- SdE Pleilq I rrEg6mt sdtic Ui (h) Lld. TERMS & CONDITIONS Urban Sector Planning & Management Services Unit (h/t.)Limited (hereinafier

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URBAI\ SECTOR PLANNING & MANAGEMENTSERVICES UNIT (PRIVATE) LIMITED

Urban Sector Planning & Management services Unit (Pvl.) Ltd

TENDER DOCUMENTFOR PURCHASE OF VIDEO CONFERENCING

EQUIPMENT WITH ACCESSORIES

(Note: Procurement is done by Urban Unit in line with PPRA Rules 2014)

Tender # UUl20l9-201 t,.

Sign & Stamp ofbidder t

l503 Shaheen Complex. Egerton Road, Lahore. Phr 04L-99205316-22Fa\: 012-99205323, web:

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The Urban Unit

(Technical Proposal)(Single Stage Two Envelope)

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Table ofContentsTERMS & CONDITIONS..

General: .........Time Period:..Extension of Delivery periodPenalty of Delay / Cancellation: ...Payment to the ContractoN: ......................Bid Security:......Deduction of Taxes:.............Dispute:Technical Evaluation Criteria (Mandatory): .....................

10. Financial Evaluation Criteria ....................11. Bid / Tender opening prcredure: ...............12. Performance Bond...........

TENDER CIIECKLIST..........,.....BIDDER INFOR.IUATION .................

Sign & Stamp of bidder

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501 - Shaheen Complex, Egenon Road, Lahorc. Ph: 042-9420531622Fa\: 04:-99205323. Web: !!!tLlrlbanunil qor Dk

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The Urban Unitlrt- SdE Pleilq I rrEg6mt sdtic Ui (h) Lld.

TERMS & CONDITIONS

Urban Sector Planning & Management Services Unit (h/t.) Limited (hereinafier referred to as "TleUrban Unit" or Client") invites sealed bids from eligible and experienced income tax & sales taxregistered sole proprietor / firms / companies (hereinafter referred to as "Bidder") for the specifieditems for its office located at 503, 5s Floor, Shaheen Complex, Egerton Lahore as per Annex-A(hereinafier refened to as "goods").

1, General:l.l Any offer not received as per terms & conditions ofthe tender enquiry is liable to be

ignored. No offer shall be considered if:

a) received without bid securityb) it is received after the time and date fixed for its receiptc) not signed & stamped by authorized person on each page oftender documentd) the offer is ambiguouse) the offer is received by fax or e-mailf) the offer is from a black listed firmg) offer received with shorter validity than requiredh) the offer is not conforming to specifications indicated in the tender documenti) any additional terms & conditions added by the bidderj) any conditional offer

1.2 Only lncome tax & Sales tax registered sole proprietor / firms / companies are eligibleto participate in the tender.

1.3 Bid will remain valid for a period of90 days from the date of opening the tender. Nochange in price will be made in case of Pak rupees variation against US$ and any othercase as may be.

1.4 The cover envelop must indicate particulars of tender, name of submittingfirm/company and date ofopening. The envelope must be properly sealed.

1.5 Bidders shall participate for complete items as per Annex-A. Partial bidding is notallowed.

1.6 Purchase Orde(s) will be issued to the overall lowest evaluated bidder as per detailedat Annex-A by The Urban Unit after the approval of Competent Authority i.e. ChiefExecutive Oflicer ofThe Urban Unit.

1.7 The bidder must indicate their National Income Tax No. and Sales Tax No.1.8 Offered rates will be on the basis of complete delivery at The Urban Unit, 503 5t

Floor Shaheen Complex, Edgerton Road, Lahore.1.9 The Urban Unit may increase or decrease the ordered quantities under Punjab

Procurement Rules, 2014.

Time PeriodiThe bidder will have to complete the supply & installation within 04 weeks from the date ofissuance of Purchase order.

Ertension of Delivery period)In special circumstances, request for extension of delivery period may be considered by theCompetent Authority on the written request of the firm before the target date, which will be

authorized to either accept or reject the request of bidder without assigning any reason.


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503 - Shahe€n Complex, Egenon Road, Lahore. Ph: CA2-99205316-22Fax: 042-99205323, Web: lvww.urbanunit.sov.pk \

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Penally of Delay / Cancellationl4.1 Penalty @ 0.5% of total cost per day (maximum up to 10% of total value of order) shall

also be made as penalty in case of late delivery.4.2 The goods will be inspected by The Urban Unit through an authorized personnel and will

be rejected, if not found according to the given specifications as mentioned at Annex - Aand The Urban Unit will not be responsible for any costs or expenses incurred by thebidders.

4.3 In case the supplier fails to deliver the requisite goods within stipulated time frame as

specified in Clause 2 and 3 above, the bid security may be forfeited by the Client.

Payment lo the Supplier )5.1 Payment will be made through crossed cheque to the bidder against invoice after 100%

completion ofdelivery and inspection. No payment will be made as advance.5.2 Payment against partial delivery will not be made.

Bid Securityl6.1 Bid security @ 2%o of estimated cost (i.e. the estimated cost is Rs. 2,600,0001) shall have

to be attached along with (Technical Proposal) of bidding document. It should be in theform of Pay Order / Bank Draft / CDR valid for a period of minimum of six (6) monthsfrom a scheduled bank in favor of Urban Sector Planning & Management Services Unit(Pvt.) Limited.

6.2 Bid security of unsuccessful bidders shall be refunded on the finalization of the Tenderwhereas the bid security of successful bidder shall be refunded upon submission ofPerformance Guarantee.

6.3 The bid security shall be forfeited if:a. The offer is withdrawn, amended or revised after submission time.

' -: b. The bidder fails to execute the contract strictly in accordance with terms andconditions of tender document.

Deduction of Taxes iAll applicable taxes will be deducted while making payment as per Govemment Rules /Instructions/ Notifications. Bidder will be responsible for the payment of duties, levies andclearance from customs authorities etc.

Dispute:In case of any dispute before or after the execution of contract, matter will be resolved as perPPRA Rules 2014 and Arbitration act 1940.

Technical Evaluation Criteria (Mandalory) :9.1 NTN and GST registration certificate9.2 Active Taxpayer Status

9.3 Affidavit on non-judicial stamp paper ofworth Rs. 50/- regarding non-involvement in anylegal actions or dispute and firm is not black listed by any firm/company.

9.4 Copies of 02 relevant Work Orders/Purchase Orders/Contracts costing Rs.700,000/- orabove each issued in last 05 years' experience.

9.5 Meet the required technical specification ofthe equipment (Annex'A").9.6 Criteria mentioned in the tender checklist.

9.7 Only technically responsive bidder will be eligible for financial bid opening.

Fin ancial Eval uation Criter ia10.1 The Financial Bids ofthe technically responsive bidders will be opened in presence of

bidde(s) representative(s).10.2 The Least Cost Method will be Adopted for Financial Evaluation.


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503 - Shahe€n Complex, Egerton Road, Lahorc. Ph: M2-99205316-22Fax: M2-99205323, web: www.urbanunit.gov.pk

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The Urban Unit

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10.3 The Financial Bids oftechnically dis-qualified/non-responsive bidders(s) shall bereturned un-opened.

Bid / Tender opening procedure)As per PPRA Rules 2014, single stage two envelope bidding procedure shall be adopted.

a. The bid shall comprise a single package containing two separate envelopes. Each envelopeshall contain separately the financial proposal and the technical proposal;b. The envelopes shall be marked as 'FINANCTAL PROPOSAL' and "TECHNICALPROPOSAL' in bold and legible letters;c. initially, only the envelope marked "TECHNICAL PROPOSAL" shall be opened;d. the envelope marked as 'FNANCIAL PROPOSAL'shall be retained in the custody of theprocuring agency without being opened;e. The technical proposal shall be evaluated in a manner prescribed in advance, withoutreference to the price and any proposal may be rejected which does not conform to thespecified requirements / specifications;f. During the technical evaluation no amendments in the technical proposal shall be permitted;g. The financial proposals of bids meeting the technical specifications shall be openedpublicly at a time, date and venue announced and communicated to the Firms in advance.

Pedormance BondPerformance bond against warranty period of the item (service, parts & labor) in the shape ofschedule bank guarantee equivalent to l0% ofthe total purchase order(s) amount will have tobe fumished after the issuance ofpurchase order. Performance guarantee will be returned aftersuccessful completion ofthe warranty period

MR. KHALID SHERDILChief Executive OIIicer

Urban Sector Planning & Management .Services Unit (Plt.) Limited hl

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503 - Shaheen Conplcx, Egerton Road, t ahore. Ph 042-99205316-22Fax: 042-99205323, W€b: wrr,\f,-urbanunil.qov.pk 0

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The Urban UnitUt S..lo. Plati'g t trrr.FE Sgvi6Uil(Pvr-)ll(

TENDER CHECKLIST

s.#DESCRIPTION

TickYes / No

DocumentsAttached atAnnexure

Copy of Purchase Orders

Copy of Proprietor's CNIC (if applicable)

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Affidavit on non-judicial stamp paper of worthRs. 50/- regarding non-involvement in any legalactions or dispute and firm is not black listed byany firm/company

4List of Satisfied Customers along with theircontact numbers.

Make, Model, Sub Model along with detailedspecification/ brochure by the Manufacturer

6 Copy of Income Tax Registration certificate

7 Copy ofSales Tax Registration certificate

8Copy of ISO 9001 or relevant ISO certificationofthe supplier

9PTA brand approval ofvideo conferencingequipment

l0Detailed specifications on company letterhead(signed & stampedy brochure for the quotedbrand/ model.

Valid Authorized Distributor certificate of OfferedBrand

Email verifiable direct authorization letter by themanufacturer for this project.

Local authorized services provider, warranty setupdetails ofthe quoted brand

14Local authorized dealers qualified engineers'details.

Agreed to provide the requisite equipment with inprescribed time frame

t6 Agreed to provide the required channel legalwarranty of the equipment.

t7 Bid Security

Note: Bidders must fill-up above mentioned checklist / table and attach copies of required documentswith proper annexures along with tender document.All above documents will be used for technical evaluation

Sign & Stamp ofbidder

\503 Shaheen Complex, Egerton Road, Lahore- Ph: M2-99205316-22

Fax: 042-99205323, Web: www-urbanunit.gov.pk

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TECHNICAL SPECIFICATION


Video Conference EquipmentBrands nternationally recognized brands

QTYSr. No. m Descri on

No.

ulti int 3+1 Video n n in s temsubscri on based u le 10 or hi her multi tn

atn m / Codec UGamera: Min. 2-megapixel CMOS camera, Min. 16X optical

oom, PTZ function (pan/tilUzoom) pan Min. 1100'; tilt Min. +25",ield of view (H): 60" & Diagonal Min. 65", Vertical view (V): Min.0" or bettero nl Protocols:

H.323, SIP and SIP TLS standards, 4Kbps-4Mbps,RJ45 network LAN (10/100i1000),

anual bandwidth adjustable settingsResolution Su ort:

D1080p (1920 x 1080), HD720p (1280x72O),80p (848 x 480),4ClF (704 x s76), 4SlF (704 x 480),60p (640 x 360), W288p (512 x 288), CIF (352 x 288)u rted Resolution:

GA (1440 x 900), HD (1360 x 768), SXGA (1280 x 1024), SXGA1280 x 960), WXGA (1280 x 800), XGA (1024x768), SVGA (800 x

), VGA (640 x 480)olution su ort:

in. HD720p (1280x72O) up to 30fps or HigherStandards su rt

.264, H.264 HP, H.264 SVC, H.263+, H.263,H.261 , H.239 dual video streams, Content sharing etc

deo ln uts:PTZ camera, VGA etc.

deo Out uin. lxHDMl. VGAudio Standards.71',t, G.722, G.728, G.722.1, G.722.1Cudio / Mics. Featuin. Two high gain microphones with following features

atic gain control (AGC), Advanced noise reduction,ustic echo cancellation (AEC)

etwork:'10/100/1000Mbps, NAT/firewall traversal, High Efiiciency Lost PacRecovery, API support via Telnet, Wake-on-LAN (WOL), lPv4 andPv6 support, Quality of Service, Network Test

on & Secun

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503 - Shahear Compl€x, Egerton Rord, lrhorc. Ph: M2-99205316-22Fax: M2-9205323, Web: www.urbanunit. qov.pk {

Annex. A

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AES (Advanced Encryption Standard) function (128-bit),Password protection for system settings,Password protection for remote system management.OthEr Features:Meeting recording, ln meeting and offline recording,Pref. Save directly to USB flash drive,Supports screen re-layout during playback,Skype & other business VCs integration

Dual monitor supportFull function remote control

Warrantv:Three (3) year warrantylnstallation:Delivery & onsite installation, configuration &operational training.

Additional Accessories3 Min. Full High Definition (FHD) 1080p,

55" active LED Display screen with requisite communication portsand cabling etc. as per system requirements with MultimediaSpeakers and remote control.

1No.

4 Movable Trolley for mounting of complete unit with LED 1 No.5 Min. l kVA or above pure sine wave online double conversion - UPS

with maintenance free batteries with 15 min backup time.1 No.

b 8 port manageable switch with allied accessories 1No.7 Power distribution unit (PDU) f No.8 Skype for business (4 site subscription) for one year 1No.

Optional Component:o Upgrade subscription (for 5 to 10 site) per site License 01 No

NOTE: 1. Onsite lnstallation, configuration & equipment specific operationaltraining.

2. 03 Years Parts and Labor channel warranty for videoconferencingsystem & accessories on site by the Manufacturer throughsupplier.


503 - Shaheen Complex, Egerton Road, Lahorc, Ph: (A2-99205316-22

Fax: 042-99205323, Web: l},l},r .urbanunit.eov.pk

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The Urban UnitUlbs S..w pLmiq I ndEgffil s.ciq uit (F,t) Llrt

Date of Submission / opening of bids:Receipt of bids , /nltuillt/.,2019 till 1 l:00 AMOpeningofbids : /bQ&fu/L_,2019 at_11:30 Alvl at Committee Room of

The Urban Unit, 503 - Shaheen Complex, EgertonRoad, Lahore


BIDDER INFORMATION

Name of Firm/Company

Complete Postal Address

Phone

Contact Person / Designation

Cell Number

E-Mail

Fax Number

National Tax Number

503 - Shaieen Complex, Egenon Road, Lahore. Ph: (42-99205316-22

Fax: 042-99205323, web: ww1{.urbanunit.gov.ok &Page 9 of l5

GST Number

Ud, Srt r Platri'g t tlr.g.rMt Sdyia Uit (F,t ) Ltd.

URBAN SECTOR PLANNING & MANAGEMENTSERVICES UNIT (PRTVATE) LIMITED

The Urban Unitt dan Sector Planning& Management Services unit (hrt.)Ltd

TENDER DOCUMENTF'OR PURCHASE OF VIDEO CONT'ERENCING

EQUIPMENT WITH ACCESSORIES

(Financial Proposal)

(Note: Procurement is done by Urban Unit in line with PPRA Rules 2014)


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The Urban Unit

T ender # UU 12019 -20 l. tb

503 - Shaheen Complex, Egerton Road, Lahore. Ph:042-99205316-22Fax: 042-99205121. Web: $ww.urbanunit.Bov.pk

tlba. S6td Plarrg ! lh..gelrl.nt S.irirB Uil (F,t) tld.

The Urban Unit

Quotation

Sr.No

Item Qty*Rate/Unit

(Inclusive of all taxes)Total Amount

(Inclusive of all taxes)

1 0l

)Upgrade subscription (for 5 to

10 site) per site License(optional component but bidder

must have to quote)

01

Total Amount

Amount in Words:

Detailed QuotationPlease fill item wise details below:

SR#

Item QtyRate/Unit

(Inclusive of all taxes)Total Amount

(Inclusive of all taxes)

I

2

3

4

503 - Shaieen Complex, Eg.rton Road, Lahore. Ph] M2-99205316-22Fax: 042-99205323, Web: u.*.w.urbanunit-eov.pk $

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Video Conferencing Equipmentwith Accessories


The Urban UnitUt- S.crq PbnrB a lr.eg.iEr Sdyic6 lhil (h/t) lld

Name of Firm/Company

Complete Postal Address

Contact Person / Designation

Cell Number

E-Mail

Fa,r Number

National Tax Number

PRA Number

\503 - Shaheen Complex, Egerton Road, Lahore. Ph: M2-99205316-22

Fax: 042-99205323, Web: wra,w.urbanunit.gov.pk

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BIDDER INFORMATION

Phone


The Urban UnitUdan &.rd Ptanniiq & Hamgmr ssnes Uiil (PvL) Lld.

[By the Guarantor to the Employer]

The Chief Executive OIficerUrban Sector Planning and Management Service Unit (Pvt.) LtdOffrce Suite # 503, 5th Floor, Shaheen Complex,Egerton Road, Lahore,

Name of Guarantor (Bank{lnsurance Company) with address (the "Guarantor"):

Name of Contractor with address: [o] (the "Contractor"):

Guaranteed Amount (express in words and figures): [o]

Agreement Name, Reference No. and Date"Agreement")

ANNEX C: FORMAT OF BANK GUARANTEE

FORM OF PERFORMANCE SECURITY(Bank Guarantee/ Insurance Bond)

FORM OF PERFORMANCE BANK GURANTEEBank / Insurance Guarantee

Date:Guarantee No:

Executed on:Expiry Date:

(this "Guarantee")

(the

1. The above premised, we the Guarantor, understand that the Employer and the Contractorhave entered into the Agreement and that this Guarantee is required to be issued in favourof the Employer in accordance with the terms of the Agreement.

2. The above premised, we the Guarantor hereby undertake irrevocably and unconditionallyon demand to pay to the Employer, without any notice, reference or recourse to theContractor or to any other entity and without any recourse or reference to any document,agreement, instrument or deed, any sum or sums (or any part thereof) equivalent inaggregate up to but not exceeding a maximum amount of: [o] [o]/- ([e][r]) (he"Guaranteed Amount") at sight and immediately, however not later than 05 businessdays from the date of receipt of the Employer's first written demand (the "Demand") atthe Guarantor's offices located at [o] or through SWIFT instructions transmitted by theEmployer's bank (i.e. [r]), on behalf of the Employer, to the Guarantor. We acknowledgeand agree that the Guaranteed Amount shall be revised by us upon receipt by us of anotice duly signed by the Employer and the Conftactor ofthe revised guaranteed amount.

3. Such Demand shall state:


503 - Shaheen Complex, Egerton Road, Lahore. Ph:042-99205316-22Fax 042-99205323, Web: ww1v. urbanunit. sov-pk (

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The Urban Unittlb3i &.rc Plamitrg & M.nagennt Ssvi6 thir (Pvr ) tld.

(a)that the Contractor is in breach of its obligations towards the Employer; and

(b) the total amounts demanded.

4. A Demand shall only be honoured by us: (i) in the case of a written Demand, if it is madeby and bears the sigrature of an authorised officer or other representative of theEmployer; or (ii) in the case of a Demand transmitted through SWIFT, if it is transmittedthrough authenticated SWIFT instructions by the Employer's bank (i.e. [o]), on behalf ofthe Employer.

5. We, the Guarantor, shall unconditionally honor a Demand hereunder made in compliancewith this Guarantee at sight and immediately on the date of receipt of your Demand, as

stated earlier, and shall transfer the amount specified in the Demand to the bank account,as notified in the Demand, in immediately available and freely tansferable funds, freeand clear of and without any set-off or deduction for or on account of any present orfuture taxes, levies, imposts, duties, charges, fees, deductions or withholdings of anynature whatsoever and by whomsoever imposed. Multiple Demands may be made by theEmployer under this Guarantee, but our aggregate liability will be restricted up to theGuaranteed Amount.

6. Such Demand must be received by us on or before the [o] (the "Expiry Date"), when thisGuarantee shall expire and shall be retumed to us, and in the event that the Employerissues a Demand to us on or immediately prior to the Expiry Date, we shall honour thatDemand.

7. We have been informed that the Employer may require the Contractor to extend thisGuarantee in accordance with the Agreement. We undertake to immediately pay you theGuaranteed Amount upon receipt by us of your Demand in writing stating that suchextension has not been made by the Contractor il accordance with the Agreement. TheGuarantor acknowledges and agrees that the Expiry Date may be extended from time totime upon receipt by the Guarantor of a written notice from the Contractor, however, atno time whatsoever shall the term of this Guarantee expire before the then stated ExpiryDate.

8. We hereby agree that any amendment, renewal, extension, modification, compromise,release or discharge by the Employer, the Contractor or any other entity ofany document,agreement, instrument or deed (including the Agreement) shall not in any way impair oraffect our liabilities hereunder and maybe undertaken without notice to us and without thenecessity for any additional endorsement, consent or guarantee by us.

10. All references to any conffact, agreement, deed or other instruments or documents are byway of reference only and shall not aflect our obligations to make payment under theterms of this Guarantee.


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9. This Guarantee for its validity period shall not be affected in any manner by any changein our constitution or of the Contractor's constitution or of their successors and assignees

and this Guarantee shall be legally valid, enforceable and binding on each of theirsuccessors and permitted assignees.

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Fax: 042-99205323, Web: ll,ll'rv.urbanunit.qov.pk

The Urban UnitUb.n Ssiq Bmr'g & lrdageml S6rs Uin (Pvr) Lrd.

11. Ifone or more of the provisions of this Guarantee are held or found to be invalid, illegal,or unenforceable for any reason whatsoever, in any respect, any such invalidity, illegality,or unenforceability of any provision sha1l not affect the validity of the remainingprovisions of this Guarantee.

12. We hereby declare and confirm that under our constitution and applicable laws andregulations, we have the necessary power and authority, and all necessary authorizations,approvals and consents thereunder to enter into, execute, deliver and perform theobligations we have undertaken under this Guarantee, which obligations are valid andlegally binding on and enforceable against us under the laws of Pakistan [and under thelaws of the jurisdiction where this Guarantee is issued]I. Further, we hereby declare andconfirm that the signatory (ies) to this Guarantee is/are our duly authorized officer(s) toexecute this Guarantee.

13. This Guarantee and all rights and obligations arising from this Guarantee shall begovemed and construed in all respects in accordance with the laws of Pakistan. Thecourts in Pakistan shall have exclusive jurisdiction in respect of any dispute relating toany matter contained herein.

14. The issuance of this Guarantee is permitted according to the laws of Pakistan [and thelaws of the jurisdiction where this Guarantee is issued]2.

For and on behalf ofthe Guarantor:

Name:Designation:

Witness 1 : Witness 2:

Name:Desigration:

1 lnsert if the Guarantee is issued outside Pakistan2 lnsert if the Guarantee is issued outside Pakistan

Name:Designation:


503 - Shaheen Comple4 Egerton Road, bhore. Pht U2-99205316-22Fax: M2-99205323, Web: eov.ok

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