DISTRICT ADMINISTRATION MANDI BAHAUDDIN

REQUEST FOR PROPOSAL (RFP)

FOR INSTALLATION OF CCTV

CAMERAS ON RENT
AT 98 VERY SENSITIVE
POLLING STATIONS OF
MANDI BAHAUDDIN
DISTRICT PUNJAB

FOR

“GENERAL ELECTION 2018”

GOVERNMENT OF THE PUNJAB

PHONE # 0546-506488
 Contents
1 PROJECT OVERVIEW .................................................................................................................................................... 6
Background............................................................................................................................................................... 6
2 BILL OF QUANTITIES..................................................................................................................................................... 6
DATA SHEET OF THE ASSIGNMENT ...................................................................................................................... 7
3 RFP Document – Availability..................................................................................................................................... 7
Validity of the Proposal / Bid ................................................................................................................................ 7
Brief description of the Selection Process .......................................................................................................... 8
Bid Security. ............................................................................................................................................................. 8
Schedule of Selection Process............................................................................................................................... 8
4 INSTRUCTIONS TO THE PROSPECTIVE BIDDERS ................................................................................................. 8
5 Method of Procurement ..........................................................................................................................................11
Terms & Conditions of Contract ......................................................................................................................... 12
6 BID PROPOSALS ...........................................................................................................................................................14
TECHNICAL PROPOSAL ......................................................................................................................................... 14
Financial Proposal / Bid ....................................................................................................................................... 15
7 EVALUATION PROCESS..............................................................................................................................................17
ELIGIBILITY CRITERIA ............................................................................................................................................ 17
Bidders Eligibility Form ........................................................................................................................................ 18
Technical BID Evaluation: .................................................................................................................................... 21
Evaluation of Financial Proposals / Bids ........................................................................................................... 22
Recommendation of Procurement Committee & Uploading of Evaluation Report. ................................ 23
Commencement of Assignment ......................................................................................................................... 23
Form 1: ............................................................................................................................................................................... 24
Form 2: ............................................................................................................................................................................... 25
Form 3: ............................................................................................................................................................................... 28
Form 1 ................................................................................................................................................................................ 29
Form 3 ................................................................................................................................................................................ 30
 COMPANY PROFILE

1. Name: ____________________________________________________

2. Full Address: ___________________________________________________

_________________________________________________________________

3. Telephone No. ____________________ Fax No. ______________________

4. FBR Status: _________________________________________ (Please specify)

5. PRA Status: __________________________________________ (Please specify)

6. Type of Company: Private Limited, Partnership,

Proprietorship, Public Limited

7. National Tax No (NTN): _____________________

8. Sales Tax Registration No. _____________________

9. PRA Registration No. _____________________

10 Tender Purchase No. & _____________________

Date _____________________

SIGNATURE OF
BIDDER / SUPPLIER /
CONTRACTOR

SEAL OF
BIDDER / SUPPLIER / CONTRACTOR
 SPECIAL INSTRUCTION

1. Any conditional, ambiguous or called incomplete offer in any respect shall be

ignored. No supplementary or revised offer after the opening of tenders shall be
entertained.

2. Any erasing cutting crossing etc., appearing in the offer must be properly signed
and stamped by the person signing the tender. Moreover, all pages of the tender
should also be signed and stamped. Offers with any overwriting shall in no
circumstances be accepted.

3. The Responding Organization has to respond as per required bidding

documents.
 CERTIFICATE
I/We hereby confirm to have read carefully the description and all the terms and
condition of your tender Receiving / enquiry No. ___________ Due for Opening on
________________ regarding the

INSTALLATION OF CCTV CAMERAS ON RENT AT 98 VERY SENSITIVE

POLLING STATIONS OF DISTRICT MANDI BAHAUDDIN

FOR
“GENERAL ELECTION 2018”
In addition to the conditions laid down and also all the special instructions attached
with the said tender enquiry. We agree to abide by all those instructions / Conditions.
1. I/We also hereby confirm that the SRS study by me/us would be exactly to the
particulars and specifications as laid down in the TOR in all respects.
2. I/We hereby confirm to adhere to the delivery period required in the tender
enquiry which would be the essences of the contract that will be strictly adhered
to by me/us. In case of failure I/we agree unconditionally to accept the recovery
of liquated damages on belated job at 2% (of the total offered cost) per month on
part thereof.

Name of Bidder: __________________________________________________

Signature of Bidder: __________________________________________________

Designation: __________________________________________________

Seal: ______________________

WITNESS
(a) Name: __________________________________ Signature ______________________
(b) CNIC #: __________________________________________________________________
(c) Full address: _____________________________________________________________
__________________________________________________________________________
(d) Date: _____________________________
1 PROJECT OVERVIEW
Background

The District Administration Sargodha, Govt. of the Punjab, invites seal Proposals
(Technical & Financial) of renowned brands of the world from bidding Firms
having extensive knowledge of implementation and integration of CCTV/
Surveillance system which is required to be installed in 98 very sensitive polling
stations of District Mandi Bahauddin for General Election 2018.

Total numbers of polling Stations are 98, which are distributed in 03 Tehsils of
District of Mandi Bahauddin.

Special Note: The firm after selection/ hiring will make sure to provide the
services/ installation of equipment on all above mentioned number of polling
stations of 03 Tehsils of District Mandi Bahauddin, failing the task or non
compliance of proper services/ supply and installation of equipment will be dealt
strictly, the 5% bid security will be confiscated and the case will be initiated
against the firm for blacklisting in public as well as private sector in the country.

The installation of cameras for Election-2018 in highly sensitive polling stations

of the Punjab at district Mandi Bahauddin must be on top priority of hired firm
and no risk / chance will be beard for, Government as well as vendor/ firm.

2 BILL OF QUANTITIES
Sr. Specification Quantity Nature of Period
No. Procurement/
services
1 CCTV Cameras 06 CCTV Cameras Rent Basis 02 days
2 Mega Pixel Full HD 1080P Day and for Each Polling (24, 25 July
Night Vision/HD Vision Station 2018)
Water Proof - Total Polling
Well-known Brands: Dahua/Hik-Vision/ Station 98
Samsung /Sony Equivalent or higher
2 NVR/DVR- 8 Channel – Supportive for 4 98 Rent Basis
Mega Pixel Cameras
With 1 TB Hard Disk
3 Display LCD Display Size standard” 98 Rent Basis
4 Cabling, Installation, Configuration with As per requirement Rent Basis
all allied gadgets to make CCTV network
functional
5 UPS - 1 KVA with 185 AMP Battery 98 Rent Basis
6 Backup Device of All CCTV’s Recording As per requirement
7 Integration / Online Streaming / broadcast As per requirement
/ view of all the 98 Polling Stations in
respective Control Room
NOTE: The firm will provide the entire services of Supply/installation/maintenance and
uninstalling after election, packaging and proper handing/taking over to the concerned officers
during and after the general election 2018 in all 98 Sites of District of Mandi Bahauddin.

DATA SHEET OF THE ASSIGNMENT

Sr. Specification Quantity Nature of Period
No. Procurement/
services
1 CCTV Cameras 06 CCTV Cameras Rent Basis 02 days
2 Mega Pixel Full HD 1080P Day and for Each Polling (24, 25 July
Night Vision/HD Vision Station 2018)
Water Proof - Total Polling
Well-known Brands: Dahua/HikVision/ Station 98
Samsung /Sony Equivalent or higher

2 NVR/DVR- 8 Channel – Supportive for 4 98 Rent Basis

Mega Pixel Cameras
With 1 TB Hard Disk
3 Display LCD Display Size standard” 98 Rent Basis
4 Cabling, Installation, Configuration with As per requirement Rent Basis
all allied gadgets to make CCTV network
functional
5 UPS - 1 KVA with 185 AMP Battery 98 Rent Basis
6 Backup Device of All CCTV’s Recording As per requirement
7 Technical Support and Labour/ Installation 01 Job
/ maintenance and handing over the
working integrated CCTV Network System of
all 98 Polling Station to the concerned
officer before election day.
8 Boarding / Lodging/ Transportation 01 Job
expenditures
9 Integration / Online Streaming / broadcast As per requirement
/ view of all the 98 Polling Stations in
respective Control Room
Primary Contact: Additional Deputy Commissioner (Revenue), Mandi Bahauddin.
Address: Deputy Commissioner Complex, Office of the Additional Deputy Commissioner (Revenue), Mandi
Bahauddin.
Contact No.: 048-9230023

3 RFP Document – Availability

RFP document can be downloaded from the Website of the Punjab Public
Procurement Regulatory Authority (PPRA) www.ppra.gop.pk.

The Tender/bidding document can be purchased on cash payment of

Rs.10,000/- (Non-Refundable) from the Office of Additional Deputy
Commissioner (Revenue), Mandi Bahauddin on & before 18th July, 2018 upon
formal request on company/firm letterhead.

Validity of the Proposal / Bid

The Proposal shall be valid up to 90 days as per PPRA rules.
 Brief description of the Selection Process
The Bidders will send their Proposals in Single Stage – Two Envelope Procedure
as per PPRA Rule. The lowest bid found shall be accepted, as per PPRA Rule
41 (3) (i). The selection process in evaluating the Proposals comprising of
Technical and Financial Bids to be submitted in Two Separate Sealed
Envelopes. In the first stage, a technical evaluation will be carried out as
specified in Clause 7.3. Based on this technical evaluation, a list of short-
listed responsive bidders shall be prepared. In the second stage, a financial
evaluation will be carried out as specified in Clause 7.4.

Bid Security.
All bidders are required to submit Rs. 5%/- earnest money in the form of
a bank guarantee or bank draft/pay order. The Earnest Money should be
furnished by a reputable bank in favor of Additional Deputy Commissioner
(Revenue), Mandi Bahauddin and shall be valid for a period of 90 days,
Bidders submitting a proposal without acceptable earnest money shall be
disqualified.

Schedule of Selection Process

S.NO ACTIVITIES SCHEDULE

01. Date of Advertisement 04th July, 2018

Closing date of issuance of Tender

02. 20th July, 2018
Document
03. Proposal Due Date for submission 20th July, 2018

04. Opening of Technical Bids 20th July, 2018

05. Opening of Financial Bid 11th July, 2018

(Above dates may be changed, if circumstances warrant so)

4 INSTRUCTIONS TO THE PROSPECTIVE

BIDDERS
a. Detailed description of the objectives, scope of services, deliverables and other
requirements relating to this project are specified in this RFP.
 The term Bidder (the “Bidder”) means the Firm, as the case may be. The
manner in which the Proposal / Bid is required to be submitted, evaluated and
accepted is explained in this RFP.
b. The Bidder shall submit its Proposal in the form and manner specified in the
RFP. The Technical Bid shall be submitted in line with the respective form at
TECHNICAL FORM-I and the Financial Bid shall be submitted in the form at
FINANCIAL FORM-I.
a. Upon selection, the Bidder shall be required to enter into an agreement
with the Client in the form specified as sample agreement in the
document. However, some clauses may be modified on mutually agree-
able terms but decision of Chairman of Procurement Committee will be
final in any suggested amendments.
c. Bidder may request any clarification on the RFP documents before the proposal
submission date. Any request for clarification must be sent in writing, or by
standard electronic means to the Client’s address indicated in the Data Sheet.
The Client will respond in writing, or by standard electronic means, and will
send written copies of the response (including an explanation of the query but
without identifying the source of inquiry) to all Bidders.

d. At any time before the submission of Proposals, the Client may amend the RFP
by issuing an addendum in writing, or by standard electronic means. The
addendum shall be sent to all bidders and will be binding on them. The Bidders
shall acknowledge receipt of all amendments. To give Bidder reasonable time in
which to take an amendment into account in their Proposals the Client may, if
the amendment is substantial, extend the deadline for the submission of
Proposals.
e. The original proposals (Technical and Financial) shall contain no interlineations
or overwriting, except as necessary to correct errors made by the Bidder
themselves. The person who signed the proposal must initial such corrections.
f. An authorized representative of the Bidder shall initial all pages of the original
Technical and Financial Proposals. The authorization shall be in the form of a
written power of attorney accompanying the Proposal or in any other form
demonstrating that the representative has been dully authorized to sign. The
signed Technical and Financial Proposals shall be marked “ORIGINAL”.
g. The Technical Proposal shall be marked “ORIGINAL” or “COPY” as appropriate.
The Technical Proposals shall be sent to the addresses referred to in the
datasheet and in the number of copies indicated in the Data Sheet. All required
copies of the Technical Proposal are to be made from the original. If there are
discrepancies between the original and the copies of the Technical Proposal, the
original governs.
h. The original and all copies of the Technical Proposal shall be placed in a sealed
envelope clearly marked “TECHNICAL PROPOSAL” Similarly, the original
Financial Proposal shall be placed in a sealed envelope clearly marked
“FINANCIAL PROPOSAL” and clearly mentioning the name of the assignment,
and with a WARNING “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.”
The envelopes containing the Technical and Financial Proposals shall be placed
into an outer envelope and sealed. This outer envelope shall bear the submission
address and be clearly marked “DO NOT OPEN, EXCEPT IN PRESENCE OF
THE APPOINTED OFFICER/OFFICIAL”. The Client shall not be responsible for
misplacement, losing or premature opening if the outer envelope is not sealed
and/or marked as stipulated. Such an occurrence may be the case for Proposal
rejection. If the Financial Proposal is not submitted in a separate sealed
envelope duly marked as indicated above, this will constitute grounds for
declaring the Proposal non-responsive.
i. The Proposals must be sent to the address/addresses indicated in the Data
Sheet and received by the Client no later than the time and the date indicated
in the clause 5.1 (V), or any extension to this date in accordance with rules. Any
proposal received by the Client after the deadline for submission shall be
returned unopened.
j. From the time the Proposals are opened to the time the Contract is awarded,
the Bidder should not contact the Client on any matter related to its Technical
and/or Financial Proposal. Any effort by Bidder to influence the Client in the
examination, evaluation, ranking of Proposals, and recommendation for award
of Contract may result in the rejection of the Bidder Proposal.
k. The evaluation committee shall evaluate the Technical Proposals on the basis of
their responsiveness to the Terms of Reference, applying the evaluation criteria,
sub criteria, and point system specified in the RFP. Each responsive Proposal
will be given a technical score. A Proposal shall be rejected at this stage if it does
 not respond to important aspects of the RFP, and particularly the Terms of
Reference or if it fails to achieve the minimum technical score indicated in the
Data Sheet.
l. After the technical evaluation is completed, the Client may inform the Bidders
who have submitted proposals that the technical scores obtained by their
Technical Proposals, and shall notify those Bidder whose Proposals did not meet
the minimum qualifying mark or were considered non-responsive to the RFP
and TOR, that their Financial Proposals will be returned unopened after
completing the selection process.
m. Financial Proposals shall be opened publicly in the presence of the qualified
bidders or their representatives who choose to attend. The name of the Bidders
and their technical scores shall be read aloud. The Financial Proposal of the
Bidder who met the minimum qualifying mark will then be inspected to confirm
that they have remained sealed and unopened. These Financial Proposals shall
then be opened, and the total prices read aloud and recorded.
n. All documents, reports, designs, and all deliverables prepared by the Firm shall
become and remain the property of the procuring Client; any restrictions on the
future use of these documents by the Firm shall be specified in the conditions
of the contract.
o. Bidders should note the Proposal Due Date (PDD), as specified in Clause 5.1(V),
for submission of proposals. Except as specifically provided in this RFP, no
supplementary material will be entertained by the Client and that evaluation
will be carried out only on the basis of Documents received by the closing time
of Proposal Due Date as specified in Clause 5.1(V). Bidders will ordinarily not
be asked to provide additional material information or documents subsequent
to the date of submission, and unsolicited material if submitted will be
summarily rejected. For avoidance of any doubt, the Client reserves the right to
seek clarifications. Bidder shall not submit any document after PDD except in
response to any clarification sought by Additional Deputy Commissioner
(Revenue), Mandi Bahauddin / Any appointed Representative and in response
to clarifications no change shall be made.

5 Method of Procurement
 Single Stage – Two Envelop Procedure

Terms & Conditions of Contract

i. The Deputy Commissioner Mandi Bahauddin invites sealed bids containing

One Original Technical and Financial Proposal and two copies of technical &
financial proposals from all interested Bidders for this RFP of hiring of the
Firm.

ii. The Bidder must quote for the complete scope of work as per TORs. The bid
offering partial scope of work shall be rejected as non-responsive.
iii. The Technical Proposal should contain all the bid items/solutions without
quoting the price and must list firm’s clientele, details of past project, items
specification etc.
iv. The RFP can be downloaded from the Website of the Punjab Public
Procurement Regulatory Authority (PPRA) www.ppra.gop.pk. The receipt of
Tender/bidding document purchase fee of Rs. 10,000/- (Non Refundable) to
be attached with tender document at the time of submission of bid.
v. All bids must be submitted to the office of the Additional Deputy Commissioner
(Revenue), Mandi Bahauddin, on or before 12:00 P.M on 20th July, 2018. The
bids will be publicly opened in the office of Additional Deputy Commissioner
(Revenue), Mandi Bahauddin 01:00 P.M on the same day in presence of bidders
who wish to attend bid opening for official confirmation of the participating
bidders.
vi. The client will not be responsible for any costs or expenses incurred by
bidders in connection with the preparation or delivery of bids.
vii. Bidders shall submit bids, which comply with the bidding documents,
Alternative bids will not be considered.
viii. Conditional tenders/bids will not be acceptable.
ix. Every page of the original proposal documents should be signed and stamped
by the bidder and proposal to be submitted in bind form.
x. Any firm, which furnishes wrong information, will be liable for legal
proceeding. Any contract awarded in such case when find out, will be
cancelled.
 xi. The bidder should not be blacklisted by any of its clients. An affidavit on legal
stamp paper to this affect must be submitted by the bidder as mandatory
document.
xii. The bidder should not be in litigation by any of its clients. An affidavit on
legal stamp paper to this affect must be submitted by the bidder as
mandatory document.
xiii. The bidder should comply the implementation / installation of CCTV
Cameras Network System for 98 Polling Stations of 03 Tehsils of District
Mandi Bahauddin within stipulated time period, keeping in view the
sensitivity of the assignment. The undertaking as affidavit on legal stamp
paper to this affect must be submitted by the bidder as mandatory document.
xiv. The bidder should submit Power of Attorney on legal stamp paper duly signed
by the owner/director/proprietor/partner of the company/firm, in case of
appointed representative, to this affect must be submitted by the bidder as
mandatory document.
xv. Last three (03) years FBR and PRA Tax Payer registration alongwith Active
Status, to this affect must be submitted by the bidder as mandatory
document.
xvi. Payment Schedule shall be based on the deliverables / installations and will
be detailed at the time of the contract as per rules.
xvii. Acceptance Criteria: Bidding is allowed to all Bidders that meet the eligibility
criteria and minimum qualification criteria relating to previous experience,
delivery capability, firms standing, etc., as stated in the RFP.
xviii. Financial Proposal to be submitted together with Technical Proposal.
 xv. The Firm has to submit documentary evidence (sufficient &
acceptable) to the client and subject to approval of the client which will
deem to have the final say on this subject.
xvi. Proposals shall be submitted in English language.
xvii. Amounts payable by the Client to the Firm hired under the contract
would be subject to local taxation.
xviii. Income Tax / PST shall be deducted from each payment made to the
Firm as per Tax Rules and Regulations prescribed by Government of
Pakistan.
xix. Each party shall be liable for its own taxes. The prices quoted by the
Firm in its financial proposal will be considered inclusive of all
applicable taxes.
xx. The Firm is to state local cost in the national currency i.e. PKR.
xxi. The Firm must submit the original and a duplicate copy of both
Technical and Financial Proposals.

6 BID PROPOSALS

TECHNICAL PROPOSAL
Bidders shall submit the technical proposal in the format at FORM-I

(The “Technical Proposal”).

While submitting the Technical Proposal, the Bidder shall in

particular, ensure that:

i. All forms are submitted in the prescribed formats and signed by the
prescribed signatories.
ii. Power of Attorney, if applicable, is executed as per Applicable Laws;
iii. The proposal is responsive in terms of Clause 7.3.
iv. The Technical Proposal shall not include any financial information
relating to the Financial Proposal.
vi. The Client reserves the right to verify all statements, information and
documents, submitted by the Bidder in response to the RFP. Any such
verification or the lack of such verification by the Client shall not relieve
the Bidder of its obligations or liabilities hereunder nor will it affect any
rights of the Client there-under.
vii. In case of any fraudulent practice or document found during the
evaluation or at any time before signing of the Agreement or after its
execution and during the period of subsistence thereof, that one or more
of the eligibility conditions have not been met by the Bidder or the Bidder
has made material misrepresentation or has given any materially
incorrect or false information, the Bidder shall be disqualified forthwith
if not yet appointed as the Vendor either by issue of the LOI or entering
into of the Agreement, and if the Selected Bidder has already been issued
the LOI or has entered into the Agreement, as the case may be, the same
shall, notwithstanding anything to the contrary contained therein or in
this RFP, be liable to be terminated, by a communication in writing by
the Client and the Client shall not be liable in any manner whatsoever to
the Bidder or Vendor, as the case may be. In such an event, the Client
shall forfeit and appropriate the Earnest Money as mutually agreed pre-
estimated compensation and damages payable to the department for,
inter alia, time, cost and effort of the department, without prejudice to
any other right or remedy that may be available to the department.

Financial Proposal / Bid

Bidders shall submit the financial proposal in the formats at FIN-I (the
“Financial Proposal”) clearly indicating the total cost of the services in
both figures and words, in PKR, and signed by the Bidder’s Authorized
Representative. In the event of any difference between figures and words,
the amount indicated in words shall prevail. In the event of a difference
between the arithmetic total and the total shown in the Financial
Proposal, the lower of the two shall prevail. While submitting the Financial
Proposal, the Bidder shall ensure the following:
i. At the public opening of Financial Proposals, Firms representatives
who choose to attend will sign an Attendance Sheet.

ii. Each Financial Proposal will be inspected to confirm that it has

remained sealed and unopened;

iii. The representative of Deputy Commissioner, Mandi Bahauddin will

open each Financial Proposal. The representative will read out
aloud the name of the Firm and total price shown in the Firm's
 Financial Proposal. This information will be recorded in writing by
the appointed representative;
iv. Serial Numbers of items must be quoted as mentioned in the
“Bidding Document” (in-case of difference in serial numbers in
“Bidding Documents” viz-a-viz “Financial Bid” the bid may qualify
for rejection;
v. No technical detail / specification may be mentioned in the
financial bid;
vi. Taxes must be included along-with the price of each item;
vii. In-case of any Tax exemptions, exemption certificate from the
concerned Tax Office / Regional Tax Office pertaining particularly
to this case may be provided; otherwise taxes shall be deducted as
per Government Policy / Rules;
viii. Financial Proposals will be reviewed to ensure that the figures
provided therein are consistent with the details of the
corresponding Technical Proposal.
ix. The total price for each Financial Proposal will be determined;

x. Bid Security of successful bidder/s shall be released upon

submission of Performance Security;
xi. Bid Security of unsuccessful bidder/s shall be released within
seven working days from the date of award of contract to the
successful bidder/s;
xii. Performance security of the successful bidder/s shall be released
within two months from the date of inspection after successful
deployment and commissioning. In case of unsatisfactory
performance on part of the supplier, the “Performance Security”
shall be forfeited or retained till satisfactory completion of task.

7 EVALUATION PROCESS
ELIGIBILITY CRITERIA
S. Bidders Eligibility Requirement Document
No. Factor Required

Income Tax
1 Registration Mandatory Attach Copy of
NTN
Sales-Tax
2 Registration Mandatory Attach Copy GST
Registration
Certificate
3 PRA Registration Mandatory Attach Copy PRA
Registration
Certificate
4 Financial Capacity Mandatory (Last 03 Years) Financial Bank
Statement supporting
Account Maintenance
Certificate from the
concerned Bank
5 Blacklisting Mandatory Submission of
legal valid
undertaking that
the Firm is not
blacklisted by any
of the Government
department, Public
& Private Sector
Organization or
anywhere in the
world.
6 Litigation Mandatory Submission of
legal valid
undertaking that
the Firm is not
under litigation by
any Government
department, Public
& Private Sector
Organization or
anywhere in the
world.

7 Experience Related Local & National Level Attach copies of

Experience; Supply/ work
 Large Scale Public / Private Orders or
sector experience for Relevant
deployment, installation, Documents
configuration and integration
of CCTV cameras with online
streaming / broadcasting.
Attach Company
Mandatory
Company Profile Profile with
(Must have engineers / diploma
8 with Experience Experience
holders / technicians / relevant
Personnel Team Personnel Team
experience team members).
Details
 Power of Attorney Mandatory Duly signed and
(Power of Attorney on legal stamp stamped from the
9 paper in case of representative of owner/director/pro
the company/firm). prietor/partner of
the company / firm.
Compliance Mandatory Duly signed and
(Compliance to the stamped.
implementation / installation
of CCTV Cameras Network
System for 98 Polling Stations
of 03 Tehsils of District Mandi
Bahauddin within stipulated
10 time period, keeping in view
the sensitivity of the
assignment. The undertaking
as affidavit on legal stamp
paper to this affect must be
submitted by the bidder as
mandatory document.

NOTE: In case of Joint Venture (JV), the local partner can only be considered
for services/ local existence, but that cannot become the first partner, the
NTN, GST, and all above-mentioned criteria of only lead partner will be
acceptable.

Bidders Eligibility Form

Bidders Requirement Bidder Bidder Bidder
S. # Eligibility Factor 01 02 03
Y N Y N Y N
1 Registration Mandatory
with Income Tax
2 Registration Mandatory
with Sales-Tax
Registration with Mandatory
3 PRA
Mandatory
Financial (PKR 100 Million for
4 Capacity the past 03 years).
Mandatory
Blacklisting (Submission of legal
valid undertaking
that the Firm is not
blacklisted by any of
the Government
department, Public &
5
Private Sector
Organization
anywhere in the
world).

6 Litigation Mandatory
 (Submission of
legal valid
undertaking that
the Firm is not
under litigation by any
Government
department, Public &
Private Sector
Organization or
anywhere in the
world).
Experience Related Local &
National Level
Experience;
Large Scale Public /
Private sector
experience for
7 deployment,
installation,
configuration and
integration of CCTV
cameras with online
streaming /
broadcasting.
Company Profile Mandatory
with Experience (Must have engineers /
Personnel Team diploma holders /
technicians / relevant
8 experience team
members).

Power of Attorney Mandatory

(Power of Attorney on
9 legal stamp paper in
case of representative
of the company/firm).
Compliance Mandatory
(Compliance to the
implementation /
installation of CCTV
Cameras Network
System for 98 Polling
Stations of 03 Tehsils
of District Mandi
10 Bahauddin within
stipulated time
period, keeping in
view the sensitivity of
the assignment. The
undertaking as
affidavit on legal
stamp paper to this
affect must be
submitted by the
bidder as mandatory
document.
Firm must score “YES” in all requirements of the eligibility criteria to
be categorized as Eligible. “NO” to any requirement of the eligibility
criteria, by any bidder shall render the Firm as “INELIGIBLE”.
Subsequent upon said assessment, Bidders shall be categorized as:
i. Eligible Bidders
ii. Ineligible Bidders
Return of Financial Proposals of Ineligible Bidders: Proposals from
Ineligible Bidders shall be declared “Non-Responsive”, consequently shall
NOT be accepted for any further evaluation:

i. Their Financial Proposals shall be returned without being

opened.

ii.
Their Bid security shall be released upon their written
request.
Item wise Evaluation: The Bids received from Eligible Bidders shall then be
evaluated by the TECHNICAL COMMITTEE for conformance with the required
technical qualification (which includes specification, schedule of requirement
and all other administrative and legal requirement as stated in the Data
Sheet) on item wise basis in the following manner:

Technical BID Evaluation:

Eligible Bidder Eligible Bidder Eligible Bidder
Sr. 01 02 03
No. Technical Requirement Quantity
Fullfill Reason Fullfill Reaso Fullfill Reason
Yes/No s Yes/No ns Yes/No s
CCTV Cameras 06 CCTV
2 Mega Pixel Full HD Cameras
1080P Day and Night for Each
Vision/HD Vision Polling
Water Proof - Station
Well-known Brands: Total
Dahua/Hik-Vision/ Polling
Samsung /Sony Station
Equivalent or higher 98
2 NVR/DVR- 8 Channel – 98
Supportive for 4 Mega
Pixel Cameras
With 1 TB Hard Disk

3 Display LCD Display Size 98

standard”
4 Cabling, Installation, As per
Configuration with all requirement
allied gadgets to make
CCTV network functional
5 UPS - 1 KVA with 185 AMP 98
Battery
6 Backup Device of All CCTV’s As per
Recording requirement
7 Integration / Online As per
broadcast / view of all the requirement
98 Polling Stations in
respective Control Room.
Bids conforming to the required technical qualification shall stand
Responsive, hence will qualify for Financial Bid opening. All proposals
shall be categorized as:

1. Responsive Proposals

2. Non-Responsive Proposals

Return of Non-Responsive Proposals and preparation of Technical

Evaluation Report.

Technical Proposals not conforming to the required technical

requirements shall be declared as Non-Responsive” and consequently
shall NOT be accepted for any further evaluation:

a. Their financial proposals shall be returned without being opened.

b. Their Bid security shall be released upon their written request.
c. Technical Evaluation Report shall be prepared duly signed by
all members of the Procurement Committee, giving REASONS
for;
I. Acceptance of the Eligible and Responsive
Bid/s and;
II. Rejection of the Ineligible and/ OR Non-
Responsive Bid/s.

Evaluation of Financial Proposals / Bids

i. Financial Proposals of the technically Responsive Proposals shall

be publicly opened in the next meeting and Financial Comparative
Statement / Evaluation Report of the “Responsive Proposals” will
be prepared and uploaded on the PPRA website.
Quantity Responsive Responsive Responsive
Item Bidder 01 Bidder 02 Bidder 03
Unit Total Unit Total Unit Total
Price Price Price Price Price Price
 Recommendation of Procurement Committee
& Uploading of Evaluation Report.

After Technical and Financial Evaluation of the Bids, both the technical and
Financial Evaluation Reports shall be uploaded on PPRA website
subsequently; these reports shall be called the “Bid Evaluation Report”.

Commencement of Assignment
The Selected Bidders shall be bound to commence the Services within 07
(Seven) days of the date of the Agreement/Purchase Order or any other date
as may be mutually agreed.
 Technical Forms

Form 1:
Technical Proposal Submission Form

[Location, Date]

To: [Name and address of Client]

Dear Sir:

We, the undersigned, offer to provide the services for [Insert title of
assignment] in accordance with your Request for Proposal dated [Insert Date]
and our Proposal. We are hereby submitting our Proposal, which includes this
Technical Proposal, and a Financial Proposal sealed under a separate envelope.

We hereby declare that all the information and statements made in this
Proposal are true and accept that any misinterpretation contained in it may
lead to our disqualification.

We undertake, if our Proposal is accepted, to initiate the services related

to the assignment not later than the date indicated in the schedule.

We understand you are not bound to accept any Proposal you receive.

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:
 Form 2:
Firm Experience

A - INSTALLATION OF CCTV CAMERAS ON RENT BASIS AT 98 VERY

SENSITIVE POLLING STATIONS
FOR
“GENERAL ELECTION 2018”

[Provide here a brief (two pages) description of the background and

organization of your firm/entity and each associate for this assignment.]
 B - Firm Experience

[Using the format below, provide information on each assignment for which your
firm, and each associate for this assignment, was legally contracted either
individually as a corporate entity or as one of the major companies within an
association, for carrying out consulting services similar to the ones requested
under this assignment.]

Assignment name: Approx. value of the contract (in

current US$ or PKR):

Country: Duration of assignment (months):

Location within country:

Name of Client: Total No of staff-months of the

assignment:

Address: Approx. value of the services provided

by your firm under the contract (in
current US$ or PKR):

Start date (month/year): No of professional staff-months

provided by Firm:
Completion date (month/year):

Name of Firm services, if any: Name of senior professional staff of

your firm involved and functions
performed (indicate most significant
profiles such as Project
 Director/Coordinator, Team Leader):

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

Firm’s Name:
 Form 3:

Comments and Suggestions on the Terms of Reference

A - On the Terms of Reference

[Present and justify here any modifications or improvement to the Terms of Reference
you are proposing to improve performance in carrying out the assignment (such as
deleting some activity you consider unnecessary, or adding another, or proposing a
different phasing of the activities). Such suggestions should be concise and to the point,
and incorporated in your Proposal.]
 Financial Forms

Form 1
Financial Proposal Submission Form
[Location, Date]

To: [Name and address of Client]

Dear Sirs:

We, the undersigned, offer to provide the services for [Insert title of assignment]
in accordance with your Request for Proposal dated [Insert Date] and our Technical
Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) in words
and figures1]. This amount is exclusive of the local taxes, which shall be identified
during negotiations and shall be added to the above amount.

Our Financial Proposal shall be binding upon us subject to the modifications

resulting from Contract negotiations, up to expiration of the validity period of the
Proposal.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:
 Form 3
Summary of Costs

Costs

Item In Pak Rupees.

Total Costs of Financial

Proposal

1 Indicate the total costs, inclusive of all taxes, to be paid by the Procuring Agency.