Program Overview and Context
TABEER – Consolidating Democracy in Pakistan (CDIP) is implemented by DAI Pakistan (Pvt) Ltd and funded by the UK government. It is working to support the consolidation of democratic processes in Pakistan by strengthening the capacity of the country’s institutions to be more effective, accountable and responsive to the needs of Pakistani people. The project will support improved policy dialogue, political debate, and public discourse in order to enable citizens to play a more active and informed role in decision-making.
Tabeer (CDIP) is supporting Election Commission of Pakistan for the training of election and polling staff in KPK and Sindh those will participate in election 2018. Stationary will be required for these training participants.
Instruction to Bidders and General Conditions for Contracting of Stationary (9968 Kits):
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Table of Activities
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Dates
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Last date of Bid submission
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10th March 2018
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Bid evaluation and reviews
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11th and 12th March 2018
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Notification to successful bidders
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13th March 2018
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Contract award to successful bidders
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15th March 2018
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Release of Bid security to unsuccessful bidders on or before
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22rd March 2018
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Delivery of all stationary items on specified locations.
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27th March 2018
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1. Eligibility and Evaluation of Bidders: only those suppliers and/or general order suppliers are eligible to submit bids who have registered offices, are registered with sales tax authorities and can submit the following documents with their sealed bids:
· Tax registration certificates (NTN & STRN).
· Registration with relevant government authorities.
· Vendor’s background and experience on projects of similar nature in past five years.
· Availability of sufficient and capable personnel with the required qualifications, skills and experience and are capable of handling large logistics, shipments etc.
The following firms/companies/entities are ineligible for contract award(s):
• Any entity whose name appears on the list of parties excluded from receiving development assistance from donors and cooperating partners;
• Any entity affiliated with CDIP team or any of its staff (unless such affiliations are declared well before hand and the concerned person excluded from the determination process); or
• Any otherwise eligible entity whose participation in, or benefit from, other activities supported by CDIP could create a perception of conflict of interest;
• An entity listed as a terrorist organisation or associated with terrorist activities.
• The firms don’t have proper registration with tax department of Pakistan.
• Those firms who will submit wrong tax status information (Filer, non filer, active sales tax etc) .
Timelines for the delivery of Stationary Material:
Successful bidder is required to deliver the full stationary order by 27th March 2018 at the required locations listed below (KP and Sindh).
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1
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ToMT
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PrO,SrAPO
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APOs
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POs
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DRO
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ROs
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Region
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Training Quantity
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Training Quantity
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Trainings Quantity
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Trainings Quantity
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Trainings Quantity
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Trainings Quantity
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Peshawar
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6
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417
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718
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424
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1
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3
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DI Khan/Kohat
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5
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311
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460
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279
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|
1
|
|
Abbottabad
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3
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228
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363
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217
|
|
1
|
|
Swat
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4
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275
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403
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244
|
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1
|
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Sukkur/Larkana
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6
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379
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558
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338
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2
|
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Banazirabad/Mirpurkhas
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5
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356
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521
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316
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2
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Hyderabad
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6
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379
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589
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354
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2
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Karachi
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7
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454
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837
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490
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1
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2
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| |
42
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2799
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4449
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2662
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2
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14
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Total 9968 Kits
Packing and Marking:
Stationary material will be packed in small cartons (Kits) as per details provided above. Cartons should be clearly marked with training names. Therefore, cartons should be strong enough to handle the weight and withstand transportation to training workshops locations.
Transportation of material:
Selected vendor will be required to transport stationary material as per plan and locations provided above.
DAI Tabeer will provide the quantity and address of delivery locations. Successful bidder will be responsible for properly marking and packing of stationary material.
Any change in distribution plan will be informed well before time.
2. Bid prices: Bids must be prepared on per kit cost basis in Pak Rupees for each training separately. Prices should be quoted as inclusive of applicable government taxes, related administrative costs of packing. Bidders should prepare their bids by giving best competitive prices as no negotiations will be allowed after bid opening.
The prices of packing and transportations must be quoted separately for each region.
Please use attached Excel sheet for your budgeting only. Budget cost sheet should be on company letter head signed and stamped.
3. Validity of Bid prices: Prices of all items must be quoted with a validity period of minimum ninety (90) days from the date of bid opening. This statement should be clearly mentioned on your bid/quotation under price validity. No price escalation/inflation claimed by the selected bidder will be entertained after bid evaluation process is completed and a purchase order is issued.
4. Bid Security/Performance security: At the time of bid submission, interested bidders must submit a bid security (refundable) @ 2% of the total bid price in the form of Pay-order/Demand Draft issued by a scheduled bank in the name of “DAI Pakistan (Pvt) Ltd - CDIP”Bids submitted without bid security shall be rejected. Bid security will be returned to unsuccessful bidders within one week of notification issued by DAI Tabeer or earlier if required by unsuccessful bidder. The bid security of successful bidders will be retained by DAI Tabeer as a performance security until delivery of all items/goods is completed by the selected bidder.
5. Cutting and overwriting: Only those bids will be considered which are absolutely clear/unambiguous and legible. Any unavoidable cutting/over-writing must be counter signed and stamped.
6. Submission of Samples: The Vendors whose bid is under final consideration will be required to submit one (1) sample set for all items quoted by the bidder within 1 day of such notification issued by DAI Tabeer. The bidder will bear all costs of submission of samples including materials, printing, labor, workmanship, packing and delivery to 1st Floor, Deen Pavilion (old Citibank Plaza), Jinnah Avenue, Blue Area, Islamabad.
7. Technical Specifications: All specifications of the required items are provided in the document. Any ambiguity that needs to be clarified regarding, specifications of stationary materials should be addressed in writing to the address given below at least five (2) days before the date of submission of bids.
8. Quantities: Number of stationary kits required of each station are listed in the below table:
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1
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2
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3
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4
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5
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6
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ToMT
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PrO,SrAPO
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APOs
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POs
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DRO
|
Ros
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|
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Region
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Training Quantity
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Training Quantity
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Trainings Quantity
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Trainings Quantity
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Trainings Quantity
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Trainings Quantity
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Total Kits
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Peshawar
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6
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417
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718
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424
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1
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3
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1569
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DI Khan/Kohat
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5
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311
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460
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279
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|
1
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1056
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Abbatabad
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3
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228
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363
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217
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|
1
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812
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|
Swat
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4
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275
|
403
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244
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|
1
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927
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Sukkur/Larkana
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6
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379
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558
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338
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2
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1283
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Banazirabad/Mirpurkhas
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5
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356
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521
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316
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2
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1200
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Hyderabad
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6
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379
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589
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354
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2
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1330
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Karachi
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7
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454
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837
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490
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1
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2
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1791
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| |
42
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2799
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4449
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2662
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2
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14
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9968
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-
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-
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-
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-
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-
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-
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Total Kits
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Stationary Items:
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Stationary items
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1
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Plastic Bag with Button close
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For keeping A4 size books
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2
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Writing pads
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Medium, 25 pages
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3
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Ball point
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Piano 0.8mm or Dollor Clipper
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4
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Ball point
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Uniball iUB-157
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5
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Pencil with eraser
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Gold Fish
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6
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Masking tape
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1 inch
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7
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UHU stick
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Medium; 21 gm
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8
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A set of 20 flip charts
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30" x 20"; 80 gm
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9
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Stapler
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Medium
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10
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Stapler pins
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Medium
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11
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Scissors
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Medium
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12
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Certificate holder
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Plastic
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13
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A set of 10 zobb cards
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Multiple colors
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14
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Paper ream
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A4; 90 gm
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15
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Scotch tape
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1 inch
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16
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A box of 30 sharpners
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Unit
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17
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A set of 4 markers
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4 colors/permanent
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18
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Stapler Medium Size
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Medium
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19
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Stapler Pins Medium Size
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Medium
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20
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Scissior Medium
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Medium
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21
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Binder Clips 32 mm
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32 mm
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22
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USBs 16 GB
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16 GB
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Detail quantities of kits for each training are mentioned in attached excel sheet.
DAI Tabeer has right to distribute the order among more than one successful bidders.
9. Bid Evaluation: The Bids shall be evaluated on lowest basis and as per sample and specifications provided. A notification of selection shall be issued to successful Bidders/firms/suppliers only. Selected bidder will be responsible to submit an acceptance letter within 2 days of receipt of such notification from DAI Tabeer (CDIP). Otherwise DAI Tabeer (CDIP) will forfeit the bid security of the Bidder/firms/supplier without further notice and shall issue the order/contract to the next lowest evaluated bidder.
10. Purchase order:A purchase order will be issued to successful bidder only after review and approval of bid and samples of stationary materials. Decision of the review and selection committee of DAI Tabeer (CDIP) will be final.
11. Delivery/supply schedule: The bidders will submit a delivery schedule (quantity wise delivery time) with their bid. DAI Tabeer (CDIP) would require delivery of full quantity within specified dates upon receipt of a confirmed purchase order by the successful bidder/supplier. A written notification of delivery shall be issued by the bidder/firm/supplier to DAI Tabeer (CDIP) to confirm the number of items delivered in each consignment. DAI Tabeer (CDIP)’s staff or implementing Partner staff at receiving location shall complete inspection of the consignment within 2 days’ time of receipt of such notification and shall issue within this time a formal acceptance or rejection note to the bidder/firm/supplier.
12. Penalty/late delivery: DAI Tabeer (CDIP) reserve the right to enforce a penalty @ 0.20% per day after the end date of the contract/purchase order. In case of complete failure on part of the Bidders/firms/suppliers to supply the ordered quantities, the penalty amount shall be effective from the date of contract/purchase order was accepted by the bidder/firm/supplier. However, in any case, the penalty amount shall not exceed 10% of the total value of contract/purchase order, and DAI Tabeer (CDIP) will forfeit the performance security and cancel the purchase order/contract at the entire cost and risk of the bidder/firm/supplier.
13. Payment: DAI Tabeer (CDIP) will make payment within 30 days of receipt of invoice from bidder/supplier along with a copy of delivery challans verified by the receiving staff of DAI Tabeer (CDIP) and Implementing partner as to confirm quantity and quality of received items/goods.
14. Taxes both income tax and sales tax will be deducted as per tax status of selected firm. DAI Tabeer (CDIP) will make payment by cross cheque in favor of bidder/firm/supplier within 30 days from the date of bill submission and acceptance of delivery. It would be the responsibility of the bidder/firm/supplier to submit their invoice/bill along with a copy of acceptance letter issued by staff of DAI Tabeer (CDIP) at the location specified. All types of taxes, licenses, fees etc as per relevant laws of Pakistan shall be borne by the Bidder/firm/supplier.
15. Preparation of Bid and submission of documents: Bids must be prepared on company’s letter-head and must be submitted in a properly sealed and clearly marked envelope with all documents listed above. Sealed envelope should be clearly marked as “Bid for Training Stationary Material” with complete return address and focal person office contacts numbers of the bidder.
The following documents must be submitted by the Bidders/firms/suppliers with their bids otherwise their bids will be rejected.
a. Financial bid prepared on letter-head (official paper of bidder’s company) that is signed and stamped by their authorized signatory/s.
b. Copy of GST and National Tax registration certificate.
c. Proof of registration with government/district authorities.
Bid security @ 2% (refundable) of the total bid price in the shape of a demand draft issued by a scheduled bank in favor of “DAI Pakistan (Pvt) Ltd – CDIP ”.
16. Guarantee Certificate: Selected Bidder/firm/supplier shall furnish a guarantee certificate on their company’s letter-head to confirm that they will replace the defective stationary material within one week’s time after delivery.
17. Date of submission of Bid: The Bidders/Firms/Suppliers must submit their bids in envelopes specially provided with bidding documents in proper sealed condition and clearly marked (Bid for Stationary) and be sent to the following address by Day 10 March 2018 COB. DAI Tabeer (CDIP) reserves the right to accept or reject any or all bids without assigning any reasons whatsoever, and shall not be liable to pay any costs associated with preparation of bids and submission of documents.
Bid Submission Address
Tabeer (CDIP)1st Floor, Deen Pavilion (old Citibank Plaza), Jinnah Avenue,
Blue Area, Islamabad