TENDER DOCUMENTS

NO. GIKI/PO/RATION-415/16

SUPPLY OF CHECKEN
FOR
HOSTEL MESS AND OTHER CATERING SERVICES
IN
THE GIK INSTITUTE

DATED: 120 MAY 2016

1

TERMS AND CONDITIONS FOR SUPPLY OF CHICKEN TO THE GIK INSTITUTE

The Ghulam Ishaq Khan Institute (GIKI) of Engineering Sciences and Technology, located at Topi, District
Swabi is a seat of excellence in higher engineering education and research. The Institute arranges
messes including breakfast, lunch, dinner for more than 1600 students in hostels, as well as lunch /
dinners / refreshments during different occasions like annual convocation, open house, faculty club
functions, students functions etc. The Institute intends to award the annual contract (10 June 2016 to 9
June 2017) for supply of chicken. Terms and condition for the tender are:
1.

Date for submission of the quotation:

It should be reached to the Procurement Department, GIK Institute Topi before 12 noon on 7
June 2016 in sealed envelope and write our inquiry No. NO. GIKI/PO/RATION-415/16 on the top
of the envelope. Bids in open envelope will not be accepted.

2.

Tender opening date:

Tenders will be opened in the presence of bidders at 12:30pm on 7 June 2016 in the Conference
Room of H. U. Beg Administration Block, GIK Institute, Topi-23640, District Swabi, Khyber
Pakhtunkhwa.

3.

Detail of items:
Detail of the items, for which rates are required are given at annexure-A. Please quote unit
price.

4.

Validity of the price:

Bids should remain valid for one month for award of the agreement/contract.

5.

Bid Security:
You are required to enclose the call deposit of Rs.50,000 (refundable), payable on account of
GIK Institute with your bids document.

6.

Security Money:If your offer is found acceptable, then you will be required to deposit Rs.300,000 as security
money with the Institute. The Security Money will be forfeited in case of breach of any clause or
clauses of the contract by the contractor. However, on successful completion of agreement
security money will be refunded to you only after satisfactory performance of the contract for
which management of the Institute will be the sole judge.

7.

Agreement:
If your offer is found acceptable, then you will be required to sign the agreement. The terms and
conditions of agreement are given at annexure-B.

8.

Period of agreement:
The period of contract for supply of chicken as per specification provided by the Institute at
Annexure-A will be for one year or extendable as agreed by the parties.

9.

FORM-C:
You need to complete the FORM-C Supply of Rations for the Hostels and enclose it with the
bids in sealed envelope.

10.

Please sign and stamp each page of the tender/bids document, otherwise, will not be
considered.

11.

Minimum 3 years experience is required for supply of ration to the reputable organization/
institute/company/universities etc.

12.

Incomplete forms will not be acceptable and will not be considered in any case, and will be
rejected.

Annexure: A
S#.

Nomenclature

Specification

A/U

Chicken

Whole chicken cleaned, fresh, skinless, without

fat, pota and kaleji and net weight of each
chicken should be between 1000 gram to 1100
gram

Kg

Unit rate (Pak

Rs.)

Annexure-B
AGREEMENT
FOR SUPPLY OF RATION AND OTHER ITEMS TO HOSTELS MESSES
OF GHULAM ISHAQ KHAN (GIK) INSTITUTE OF ENGINEERING SCIENCES AND TECHNOLOGY, TOPI
This Agreement arrived at between the Ghulam Ishaq Khan Institute of Engineering Sciences and Technology,
Topi, District Swabi and Contractor -------------------- herein after referred to as 1st and 2 party consecutively.
While the expression shall unless otherwise expressed shall include and includes its legal representatives,
assignees, executors and administrators of the parties.
Whereas the 1st party is desirous to enter in to a contract for the supply of ration items to its hostels, and
that the 2nd party has offered its services.
Now therefore, in pursuance to the agreement the parties arrive and agree to abide by the following terms
and conditions:
1.
2.

3.
4.
5.

6.
7.
8.
9.
10.
11.
12.
13.

14.

That this agreement unless rescinded earlier shall be effective from (10 June 2016 to 9 June 2017),
or to any an extended period as the parties may mutually agree to.
That either of the parties may revoke the agreement subject to a 2 month notice either way and a
failure to comply shall pay an amount of 300,000/ to the affected party, a premature termination of
the contract by the 1st party shall vest in the 2nd party a right of appeal to the Rector and that any a
decision of his shall be final, un challenged in any court of law.
That the 2nd party shall be absolutely bound for the supply of ration and other items, subject to a day
notice to it by the 1st party.
That the 2nd party shall be bound for the supply of chicken and other items on the agreed rates, as
per the attached list (s), while the availability of the other items ordered, shall be on the
competitive market rate.
That the 2nd party shall arrange its own transportation for the supply and be liable for payment of
octroi and other prevailing charges, while income and other taxes, if any, at the time enforced, shall
be deducted at source by the 1st party, where required for which a proper receipt shall be issued to
the 2nd party.
That the payment to the 2 nd party shall be made by the 1st party on submission of proper bill (s) on its
pad and the 1st party will arrange payment through crossed cheque in favour of the 2 nd party, within
seven (07) days, subject to deduction of income tax.
That the 2nd party shall abide by all the rules of the 1 st party and should not indulge in any activity
that is immoral or which by any way adversely affects the standing of the 1 st party or any of its
student or employees.
That the 2nd party shall not sublet the contract in part or in whole, without prior approval of the 1 st
party.
That the 1st party shall not in any way be responsible to the 2 nd party for any loss/damage incurred to
it at the Campus or during movement of the items, including the act of Allah Almighty.
The 2nd party will supply the chicken in quality and quantity as specified by 1 st party and the 2nd party
will accent to the terms thereof. The 2nd party shall replace the rejected supply within the 6 hours.
An amount of 10% of the rejected supplies will be deducted from the bill of Party-2 as fine.
In case of supply of any specious or contamination item and reliable laboratory confirmed, the 1 st
party will have right to cancel the agreement with immediately without any prior notice of 3 month
or lieu of payment of amount
The rates of ration items as per attached annexure will be fixed for the contract period as mentioned
above and will not be changed in any stage.
The 2nd party will deposit Rs.300,000 as security money with the 1st party. The Security Money will be
forfeited in case of breach of any clause or clauses of the contract by the 2nd party. However,
Security Money will be released only after satisfactory performance of the contract for which
management of the 1st party will be the sole judge.
The 1st party will not be liable for liability whatsoever rest upon the 2 nd party.
______________________
signature of party-1st
No. 1

WITNESSED BY

____________________
signature of party-2nd
No. 2

FORM-C

FOR SUPPLY OF CHICKEN FOR THE HOSTELS

(TO BE COMPLETED /FILLED IN ALL RESPECT)

Name of bidder
Abbreviated name
Please tick the appropriate category
Supplier

Contractor

Shopkeeper

Proprietor

Distributor

NTN (Meezan Income tax No.)

GST No.
Mailing Address:
Phone

Fax

Location of supplier/proprietor:

Phone

Fax

Branches (if any):

Phone

Fax

Facilities:
Type of transport and quantity
Godown locations
Any other
Financial Status
Annual turn over in Rupees
Account No. and Name of Bank and
branch (Pl enclose statements of
your account for two years).

Experience (Three year Experience of supply of chicken to repute organization / company or

institution is required. Please enclose the certificate (s) or documentary evidence
Name of company to whom ration supply
i.

Duration of supply
From

to

ii.
iii.

Name and signature: - -------------------------- Date: ---------------5

Seal: