VOCATIONAL TRAINING INSTITUTE SANGLA HILL

VOCATIONAL TRAINING INSTITUTE SANGLA HILL Government of Punjab

TENDER DOCUMENTS

For Security Guards Services

to Vocational Training Institute Sangla Hill

(TECHNICAL BID)

Estimated cost per month / 02 Security Guards: Rs. 48,000/-

Estimated cost 12 month / 02 Security Guard: Rs. 576,000/-

Price Rs. 1,000/-

Tender No: VTI/SGH/2021/130

Note: The bidder is expected to examine the Bidding Documents, including all instructions, forms, terms, specifications and charts/drawings. Failure to furnish all information required by the Bidding documents or submission of a Bid not substantially responsive to the Bidding Documents in every respect would result in the rejection of the Bid.

Last Date and Time of Receipt : November 18, 2021 at 11:00 am

Tender Opening Date and Time : November 18, 2021 at 11:30 am


Tender No: VTI/SGH/2021/130 P a g e | 2

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Signature & Stamp of Principal Signature & Stamp of Bidder

Near Fawara Chowk Mohalla Shareef Pura Sangla Hill, Distt. Nankana Sahib Phone: 056-3548143, Web: www.pvtc.gop.pk, Email: [email protected]

TERMS & CONDITIONS

1. General: 1.1. Tender documents may be obtained from the office of the Principal Vocational

Training Institute Sangla Hill at a cost of Rs. 1,000/- (Non-Refundable) issued against official request on company letter head.

1.2. Any offer not received as per terms & conditions of the tender enquiry is liable to be ignored. No offer shall be considered if: Received without earnest money Rs. 11,520/- (2% of the estimated value

of the Tender i.e. Rs. 576,000/-). It is received after the time and date fixed for its receipt. Not signed by authorized person on each page of tender document. The offer is ambiguous. The bid is received by telephone/ telex/ fax/ telegram/E-mail. The offer is from a black listed firm. Offer received with shorter validity than required. The offer is not conforming to requirements indicated in the tender documents. Rate quoted found other than the tender documents. Bid Security is not attached with the bid OR lesser in amount than

required OR not in favor / name of Vocational Training Institute Sangla Hill. Any conditional offer.

1.3. PVTC / VTI Sangla Hill reserves the right to accept full or part or ignore / scrap / reject / cancel the tender without assigning any reason and will not accept any objection in this regard.

1.4. GST & Income Tax registered, having at least five years relevant experience in security services and valid license holder firms / companies are eligible to participate in the tender.

1.5. Offer rates (in Pak Rupees) will remain valid for a period of 01 Year from the date of opening the tender. The contract will be enforced for a period of 12 months (01 Year) which is extendable as per PPRA rules Clause 59(C)(iv). No escalation in rate will be given during contract period.

1.6. The cover envelop should indicate particulars of tender, and date of opening. The envelope must be properly sealed.

1.7. The earnest money / bank guarantee shall be forfeited if:

a. The acceptance of tender is not received within ten days of issuance of order. b. The offer is withdrawn, amended or revised.



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c. The Security Agency fails to execute the contract strictly in accordance with terms and conditions.

1.8. The bidder should indicate their National Income Tax No. / Sales Tax No. and Circle of Income Tax Department (Registration number should be clearly mentioned, and valid documentary evidence should be attached).

1.9. The bidder shall enclose catalogues, leaflets in respect of services offered by them.

1.10. The quoted price should include all applicable taxes. Firm / Company quote the price after observance of laws relating to minimum wage.

1.11. Work Order will be issued by the Principal VTI Sangla Hill after completion of the formalities.

1.12. Competent authority may reject all bids or proposals at any time prior to the acceptance of a bid or proposal. Competent authority shall upon request communicate to any bidder, the grounds for its rejection of all bids or proposals but shall not be required to justify those grounds.

1.13. Security Firm/ Company will submit an affidavit that Security Firm / Company will follow the law of minimum wage and pay its guards as per the law. If at any time it is found that company is violating the law, the contract will be cancelled, and new tender will be called. Without providing the affidavit along with Technical bid, the technical bid will be rejected.

2. Technical Evaluation: All bids shall be evaluated on:

I. Security Company/Firm should be provider of same services from the last three years.

II. Security Firm / Company should have valid license holder for Security Services from Home Department of Govt. of Punjab.

III. Affidavit on stamp paper indicating that company is not blacklisted / delisted by any Government, Semi Government, and Autonomous body, Special Institution or regulatory Body.

IV. Security Firm / Company will submit an affidavit that firm / company will follow the law of minimum wage and pay its guards as per the law.

V. Registration with tax authorities and active taxpayer. VI. Contractor must provide original letter of authorization from the service provider

company that person is authorized representative in Pakistan and authorized to represent him to participate in the tender.

VII. The price quoted & services of retired Pak Army personal’s offered. VIII. Security Firm / Company will provide their direct and indirect presence in District

Nankana Sahib including



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a. Support Call Center

b. Number of employees working

c. Profiles of support representative

d. Address and facilities detail in each location

3. Cancellation / Penalty: i. If the acceptance of the tender issued during the validity period of the tender is

not acceptable by the bidder, the earnest money shall be forfeited. ii. In case the offer is withdrawn, amended or revised during the validity period of

the tender, the earnest money shall be forfeited. iii. In case, the bidder fails to execute the contract in accordance with the terms &

conditions laid down in the contract, performance bond / bank guarantee will be forfeited, and security services can be hired from another company at risk and cost of the bidder.

iv. In case of poor performance or firms fails in provision of Security Guards, President DBOM of VTI Sangla Hill may cancel the contract or impose appropriate penalty. The penalty may be up to double the approved rate of per month of total service charges.

4. Payment to the Security Agency: a. Payment will be made through crossed cheque to the Security Agency against

invoice after 100% completion of duty, commissioning & satisfactory within 7 working days on monthly basis.

b. Payment against partial arrangements of Security Guards will not be made. c. If at any stage it is found that security guards provided by company are not army

personnel, no payment of service will be made and contract will be terminated immediately.

5. Earnest Money: a. Earnest money @ 2% of total tender amount (576,000x2%= Rs. 11,520/-) will

have to be deposited along with tender. It should be in the form of Pay Order / Bank Draft / Call Deposit in favor of Vocational Training Institute Sangla Hill.

b. Earnest money of unsuccessful bidders shall be refunded on the finalization of the contract / tender whereas the earnest money of successful bidder shall be refunded on the submission of 12 months performance bond in the shape of CDR/DD.

6. Performance Guarantee One-year (12 Months) performance bond (services) in the shape of schedule bank guarantee or CDR to the satisfaction of VTI Sangla Hill equivalent to 05% of total contract amount will have to be furnished after agreement. Performance guarantee will be returned after successful completion of the contract period of 01 Year. And in case of non-



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satisfactory performance report by the concerned inspection team, performance bond will be en-cashed by VTI.

7. Execution Period: a. Execution for provision of guards will be 15 days from the date of issuance of work

order.

b. Two security Guards, at Vocational Training Institute, near fawara chowk Mohalla Sharif Pura, Sangla Hill will be required and provided.

c. Duty time and place can be changed as per requirement of Vocational Training Institute, near fawara chowk Mohalla Sharif Pura, Sangla Hill.

8. Inspection of Security Services The security services will be inspected by VTI Sangla Hill through authorized personnel who will coordinate with the security agency in lieu of performance of security guards as per tender requirements / terms & conditions of contract.

9. Deduction of Taxes: Any taxes (Income Tax, GST etc.) will be deducted while making payment as per Government instructions / notifications. Income tax and all other such taxes will be liability of the bidder.

10. Payment of income tax & other taxes: Contract will be executed with the firms registered with income/sales/services tax. Sales and other such taxes, import duty, surcharge and other will be liability of the Security Agency. Certificate/ letter for exemption of GST/ST and WHT can be provided by the contractor to Principal Vocational Training Institute Sangla Hill, near Fawara Chowk Mohalla Sharif Pura Wards No. 05 Sangla Hill if required as per government instructions

11. Termination of Contract: Competent Authority of VTI may terminate contract with and without assigning any reason in case of violation of terms &conditions of Tender Documents and/or Contract. This will be informed to the security agency about the decision in writing. In this case the performance bond will be forfeited and will not be returned

12. Dispute: In case of any dispute before or after the execution of contract, matter will be resolved as per PPRA Rules. The dispute arising after the contract shall be resolved in the following manner/mechanics;

a. The arbitrator will be President DBOM, VTI Sangla Hill District Nankana Sahib. b. The contractor shall provide his grievances in writing within 15 days after the

dispute.



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c. The arbitrator shall decide the matter after hearing both parties within 30 days after Receiving the written complaints from the contractors.

d. The decision of the arbitrator shall be final and binding for both the parties.

13. Information about firm (Company Profile) The Security Agency will provide information along with tender about the following:

i. Company profile and professional experience ii. List of satisfied customers/companies along with their addresses and contact

numbers /contact persons iii. Copies of tax registration certificate iv. Authorization from Home Department

14. Other terms & conditions: a. The Security Agency will provide 02 Security Guards to VTI Sangla Hill, 01 for day

and 01 for night duty (24 hours security) and they will perform the duties, tasks and works pertaining to the establishment and maintenance of an effective and reliable security services at the premises of VTI Sangla Hill situated at Ward # 05 Mohallah Sharif pura Near Fawara Chowk, Sangla Hill.

b. The Security Company shall provide security services to the Client “VTI Sangla Hill” by posting guards for 12hrs /Shift for 7 days a week, including Sundays and Gazette Holidays.

c. No leave during the calendar month will be given to the Security Guard who will perform the duty in VTI Sangla Hill. In case of the leave of the Guard the company will arrange alternate Guard in replacement of the performing guard.

d. The Security Agency will ensure that its personnel perform their security duties efficiently, vigilantly, honestly, faithfully and in the most substantial manner required in their profession. The persons employed by the Security Agency shall be treated as the Security Agency’s employees.

e. Security Guard should be able to read and write.

f. Age of security guards must be between 30 years to 55 years.

g. Provide Guard by the company should not be terminated from their services and should not be forcefully retired from their services from employer. They should have clean service record



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h. The Security Agency will provide medically fit & duly verified by special branch (verification duty will be of the security agency) Security Guards to VTI Sangla Hill.

i. The procuring agency shall not bear any cost for uniform, travel cost or ammunition etc. used during provision of security services to the VTI Sangla Hill by the security agency.

j. Fixation of timings / place of duty / working hours for duty of Security Guards provided by the Security Agency shall be made by VTI Sangla Hill.

k. Security Firm / Company is responsible for obeying law relating to minimum wages. In this regards company must pay the minimum wage rate to its security Guards.

l. Security Firm / Company shall submit an affidavit that company will follow the law of minimum wage and pay its guards as per the law. If at any time it is found that company is violating the law, the contract will be cancelled, and new tender will be called.

m. The contract will be enforced for a period of 01 Year (12 months). The contract can be extended by the competent authority on satisfactory completion of contract period.

n. Metal detector, uniform, bullets, torch light must be provided by the security company.

o. The Security Agency will provide one weapon to each Security Guard along with appropriate ammunition (minimum 24 Bullets every time) without any extra charges. Ammunition used by the Security Guards while performing duties will not be charged from VTI Sangla Hill.

p. In case, any of the Security Guard provided by the Security Agency is found guilty of misconduct, he will be returned to the Security Agency forthwith for taking necessary action. However, the Security Agency in the meantime shall immediately arrange replacement within 03 hours.

q. Response / rectification time for complaints handling will be 36 hours in all over Punjab after registration of complaint. After 36 hours, Vocational Training Institute Sangla Hill, near fawara chowk ward no. 05 Mohalla Sharif Pura Sangla Hill may arrange to rectify the problem at risk and cost of Bidder.

r. The Security Agency will be responsible for any loss due to negligence of Security Guards provided by him for security related matters. The value of damaged /



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stolen items will be determined by joint inquiry as per recommendations by both the parties. The inquiry committee will comprise one representative each from the VTI and security agency. Inquiry report / facts / findings will be submitted to the President DBOM VTI Sangla Hill for his final decision.

s. The security guard of the security agency will be responsible to mark entries in INCOMING & OUTGOING Registers of the Visitors, moreover entry of incoming item/good and outgoing items/good will also be entered in the registers, security agency will inform in written about changing the security guard /replacing one security guard with second, to VTI Sangla Hill.

t. Response / rectification time for complaints handling will be 03 hours to 06 hours after registration of complaint. After 06 hrs, VTI will made arrangements for the problem at risk and cost of bidder. Firm shall provide proof and procedure for the response/rectification.

15. Bid / Tender opening procedure: 15.1. The bid shall comprise on a single package containing properly sealed two

separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal;

15.2. The envelope shall be marked as “Financial Proposal” and “Technical Proposal” in bold and legible letters;

15.3. Initially, only the envelope marked “Technical Proposal” shall be opened:

15.4. The envelope marked as “Financial Proposal” shall be retained in the custody of the procuring agency without being opened;

15.5. The technical proposal shall be evaluated in a manner prescribed in advance as mentioned in the tender documents, without reference to the price and any proposal may be rejected which does not conform to the specified requirements / specification:

15.6. During the technical evaluation no amendments in the technical proposal shall be permitted;

15.7. Any grievance against rejection of technical bid can be registered in writing immediate after the decision announced by the committee to President DBOM Nankana Sahib. After one hour of the decision announced, if no complaint will be registered the financial bid will be opened after one hour.



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15.8. In case of the registration of grievance, the financial proposals of bids meeting the technical specifications after technical evaluation shall be opened publicly at a time, date and venue announced and communicated to the bidders in advance.

15.9. The financial bids of unsuccessful bidders will be returned unopened after technical evaluation

16. Date of Submission / Opening:

Receipt of tenders: November 18, 2021 till 11:00 AM Opening of tenders: November 18, 2021 at 11:30 AM

17. Venue for Tender Opening:

Vocational Training Institute Sangla Hill Near Fawara Chowk Mohalla Sharif Pura, Sangla Hill Tel: 056-3548143

Note: i. Any extra details can be provided on company letter head.

Requirement Quantity Specifications

Armed Security Guard 02



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Name & Postal Address of Firm

_______________________________________ Signature: __________________________________

_______________________________________ Name: __________________________________

_______________________________________ Designation: _______________________________

Telephone No. ________________________ Cell # ___________________________________

Fax No. ___

NTN ________________________________ Stamp _____________________________________

GST No. ______________________________ E-mail ______________________________________


TENDER DOCUMENTS

For Security Guards Services

to Vocational Training Institute Sangla Hill

(FINANCIAL BID)

Estimated cost per month / 02 Security Guards: Rs. 48,000/-

Estimated cost 12 month / 02 Security Guard: Rs. 576,000/-

Price Rs. 1,000/-

Tender No: VTI/SGH/2021/130

Note: The bidder is expected to examine the Bidding Documents, including all instructions, forms, terms, specifications and charts/drawings. Failure to furnish all information required by the Bidding documents or submission of a Bid not substantially responsive to the Bidding Documents in every respect would result in the rejection of the Bid.

Last Date and Time of Receipt : November 18, 2021 at 11:00 am

Tender Opening Date and Time : November 18, 2021 at 11:30 am



____________________________ ____________________________



Financial Bid

Category Strength

Service Charges for 02 Security Guards without Sales Tax Rs. (Per month)

Sales Tax

Total Amount of Service Charges

Including all taxes for 02 Security Guards

Rs. (per month)

Total Amount of Service Charges Including all taxes for 02 Security

Guards Rs. (Per Yeas)

A B C D E= C+D F=E x 12

Services of Security Guards (Armed)

02

Note: i. Any extra details can be provided on company letter head.

Name & Postal Address of Firm

_______________________________________ Signature: __________________________________

_______________________________________ Name: __________________________________

_______________________________________ Designation: _______________________________

Telephone No. ________________________ Cell # ___________________________________

Fax No. ___

NTN ________________________________ Stamp _____________________________________

GST No. ______________________________ E-mail ______________________________________