BIDDING DOCUMENT - Punjab, Pakistaneproc.punjab.gov.pk/BiddingDocuments/64969_Final Bidding Docu… · BIDDING DOCUMENT IFAD ASSISTED-SOUTHERN PUNJAB POVERTY ALLEVIATION PROJECT (SPPAP),

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BIDDING

DOCUMENT

IFAD ASSISTED-SOUTHERN PUNJAB POVERTY ALLEVIATION PROJECT

(SPPAP), BAHAWALPUR

FOR

HIRING THE SERVICES OF MEDIA FIRM / PRODUCTION HOUSES FOR PREPARATION OF DOCUMENTARY ON LOW COST

HOUSING COMPONENT OF SPPAP

Contract No. 18-SPPAP-2016-17

JANUARY 2017

House No.15 A/II Sarwar Shaheed Road Model Town A, Bahawalpur. Phone No.0629255540

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CONTENTS

Sr.

No. Description Annexure

1 Invitation to Bids A

2 Instructions to bidders B

3 Form of Bid C

4 Contract Agreement D

5 Bid schedule E

6 Technical Proposal F

7 Financial Proposal G

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GOVERNMENT OF THE PUNJAB

PLANNING & DEVELOPMENT DEPARTMENT

SOUTHERN PUNJAB POVERTY ALLEVIATION PROJECT

BAHAWALPUR

INVITATION TO BID

1. Title of Procurement:

Hiring the Services of Media Firm / Production House for preparation/production of

documentary on Low Cost Housing Component of SPPAP.

2. Bid Number (For Identification):- 18-SPPAP-2016-17

3. Name of Procuring Agency:

IFAD-Assisted Southern Punjab Poverty Alleviation Project (SPPAP), PMU Bahawalpur

intends to hire the Services of Media Firm / Production houses for production of at

least 05-10 minutes (including TVC and short version) documentary on its low Cost

Housing Component highlighting the pre-post condition of ultra-poor families and low

cost housing impact on poor communities especially on women in terms of their well-

being, empowerment etc.in four Project Districts i.e. Bahawalpur, Bahawalnagar,

Muzafargarh and Rajanpur through a competitive bidding under PPRA Rules, 2014.

4. Eligibility Criteria:

The interested Media Firm / Production houses which fulfill the following requirements

can apply for biding documents:-

a) The firm must hold NTN and registered with Sales Tax Department,

b) Having at-least three (03) years of experience in preparation/production of

documentaries,

c) The firm should have relevant experience of similar documentaries in public sector.

Documentary evidence must be attached along with proposal,

d) The firm must have production house equipped with Director, Cameraman, Camera

Assistants, Production Assistants, Camera Package, Lightening, NLE editing, other

equipment, etc.

e) Black listed firms are not eligible to apply.

f) The Firm must have ability to cover four (04) project districts i.e. Bahawalpur,

Bahawalnagar, Muzaffargarh & Rajanpur.

g) Eligible firms may give presentation on their proposals.

h) The firms are required to submit the full particular of ownership, detail of production

facilities, detail and sample of previous assignments specially projects of Government

of Punjab.

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i) The bidders are required to provide along with the bid, a list of their existing clients

(including names, addresses and contact person, detail of relevant documentaries

made for public sector).

5. Bidding Documents:

Bidding documents can be obtained on submission of a written request on Firm’s letterhead and demand draft of Rs. 300/- as non-refundable bid document fee in favor of the Project Director, Southern Punjab Poverty Alleviation Project (SPPAP) up to 19.01.2017 between 03:00 p.m. to 04:30 p.m. (Daily) from Procurement Officer, PMU, SPPAP, Bahawalpur.

6. Bid Validity:

The bids shall be valid for a period of 90 days.

7. Procedure of Procurement:

As per Rule 38(2)-A, Single Stage - Two Envelope Bidding Procedure shall be followed.

8. Closing Time and Date for Submission of Bidding Documents:

Bids must be delivered to the address given below on or before 20.01.2017 at 10:30 Hours.

All the Bids will be opened on 20.01.2017 at 11:00 Hours in the presence of bidders’ or their

authorized representatives who choose to attend, at the address mentioned below.

9. Furthermore:

1. Late tenders will be rejected and returned unopened to bidders.

2. There will be no price negotiations with the lowest evaluated responsive bidders. Firms are therefore, requested to submit their lowest and best prices with their tenders.

3. SPPAP reserves the right to reject all bids or proposals at any time prior to the acceptance of a bid as per Rule No.35 of Punjab Procurement Rules 2014.

10. The Invitation to bid can also be seen at PPRA website: ppra.punjab.gov.pk

Note: Detailed terms & conditions are given in the bidding document.

Southern Punjab Poverty Alleviation, Project (SPPAP),Bahawalpur, House No.15 -II/A Sarwar Shaheed Road, Model Town-A, Bahawalpur.

Muhammad Saghir, Project Director, SPPAP Bahawalpur. Ph:062-9255540 Fax:062-9255542 Email Address:[email protected]

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Annex-B

INSTRUCTIONS TO BIDDERS

1. These directions are provided to assist the bidder in preparing and submitting his tender.

2. Technical Bids must be accompanied by bid security in the shape of Pay Order/CDR in the name of “Project Director, Southern Punjab Poverty Alleviation Project” for a sum of equal to Rs.30,000/-, Failing which the bid shall be rejected. Bid security will be released after acceptance of lowest evaluated bid when the lowest evaluated bidder has furnished the performance guarantee and signed the contract.

3. The bidder will not be reimbursed for any costs of any kind whatsoever, incurred in connection with the preparation and submission of this bid.

4. Bids shall be submitted as per PPRA Rules, 2014 Clause 38-2(a) single stage- two envelop procedure / comprise a package containing two separate envelops. Each envelop shall contain financial & technical proposal.

5. The Envelops shall be marked as “FINANCIAL PROPOSALS” and “TECHNICAL PROPOSALS” in bold and legible letter to avoid confusions.

6. Initially, only the Technical sealed bid package will be opened by the Tender Opening Committee on scheduled date and time as specified in Tender Notice in the Committee Room, PMU, SPPAP, Bahawalpur in the presence of bidders who may like to present.

7. Envelops marked “TECHNICAL PROPOSALS” shall be opened by the Technical Committee on 20-Jan-2017 at 11:00 Hours.

8. Envelops marked “FINANCIAL PROPOSALS” of the technically responsive / accepted bids shall only be opened publically at the time and place to be announced by the Procuring Agency Participated bidder will be informed accordingly.

9. The Financial Proposal of the bid found “Technically Non-Responsive” shall be returned unopened to the respective bidders.

10. “Quality and Cost Based Selection” Evaluation Method will be used as per PPRA Rules, 2014 vide Clause 45 (3).

11. Conditional / in-complete bids will be liable for rejection.

12. The rate should be quoted in Pak Rupees in words and figures and should be firm and final, duly supported with samples / literature catalogues.

13. Prices should include all taxes, duties and cost of transportation. The bidder should be fully and completely responsible to the purchaser for all the deliverables.

14. No negotiations of any sort for reduction or compromise on the prices are expected once bides are opened.

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15. Only Sales Tax and Income Tax registered media agencies / production houses may submit their offers/tenders. The firm must be registered with DGPR, APNS/PBA. Proof of registration / membership shall be provided with bids.

16. Documentary shall be in conformity with the given specifications. Any substantial deviations from the specifications will render the bid unacceptable.

17. Supply be made by the successful bidder as per delivery schedule.

18. The successful bidder will provide a Performance Guarantee equivalent to 10% of the value of the contract price in the name of Project Director, SPPAP in shape of pay orders/CDRs valid for the duration of comprehensive warranty period given specification.

19. The successful bidder will provide (i) pre-production: concept development, script writing, selection of shooting locations in project districts, (ii) production deliverables: as per approved script in project districts on HD/DV/HDV 1080P camera, (iii) post production deliverables: NLE editing of raw footage, sound mixing, 2D/3D animation, talent / characters, titling, sub-titling, special effects, music and voice over as required by the approved script.

20. In case of non-performance of job with the given specification, shall be immediately replaced by the firm at its own cost and risk.

21. Advertisement may also be viewed on website www.ppra.punjab.gov.pk

22. Bidders should note that each and every page of the bid documents shall be signed and stamped by the bidders and will be submitted with the bid.

23. The bidder shall fill in the tender documents in ink: Errors, if any, shall be scored out and corrections rewritten legibly and attested by the bidder. Any addition or alteration made after filling the form shall be duly attested by the bidder. Any tender with unattested correction shall be rejected.

24. The successful bidder after furnishing the performance security will be required to enter into a contract, and to commence the work/supply within the times specified in the memorandum of work. Should the successful bidder refuse or fail for any reason to enter into contract, or to commence the work/supply within the time specified in the memorandum of work, it should constitute a just cause for the annulment of the award, and his bid security shall be forfeited.

25. Each bidder shall be deemed to have satisfied himself before tendering as to the correctness and sufficiency of his tender and of the rates and prices stated in the bid schedule, which rates and prices shall, except in so far as it is otherwise expressly provided in the contract, cover all obligations under the contract and all matters and things necessary for the proper completion of the assignment.

26. The bidder shall submit the original tender documents completed in all respects and keep a copy of the tender for his own record.

27. The bidder shall indicate in the space provided in the tender his full and proper address at which notices may be legally served on him and at which all correspondence in connection with his tender and the contract is to be sent.

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28. In case of any dispute/issue, Project Director, Southern Punjab Poverty Alleviation Project (SPPAP), Bahawalpur shall act as arbitrator, whose decision shall be final, binding upon the parties. Arbitration shall be carried out as per Public Procurement Rules 2014

29. The presentation of the tender implies full acceptance on the part of the bidder of these instructions and all other conditions set forth in the contract document.

30. No tenders will be received after deadline prescribed for receipt of tenders in the advertisement.

31. At the time, the Sothern Punjab Poverty Alleviation Project, (SPPAP)

notifies acceptance of the tender to the bidder it will send to the bidder the form of

agreement between the parties for signatures with a week time.

32. After the successful bidder has signed the contract, the Sothern Punjab

Poverty Alleviation Project will notify to the unsuccessful bidders that they were

unsuccessful, and the bid security of unsuccessful bidders will be returned. The Sothern

Punjab Poverty Alleviation Project (SPPAP) shall promptly respond in writing to any

unsuccessful bidder who, after notification of award, requests in writing the grounds on

which its bid was not selected.

33. The completion period of the contract will be 90 days which will be

calculated from the date of acceptance letter of the contract by the successful bidders.

34. The successful contractor will be provided a copy of the contract agreement

free of cost. The additional copy (ies) will be provided to the contractor at his own cost.

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Annex-C

Form of Bid

To

The Project Director SPPAP, Bahawalpur

Dear Sir,

I/ We __________________________________________________________________

(Name of contractor/Firm)

1. The undersigned bidder, having examined the conditions of contract, specifications, bid schedule for the--------------------------------------------------------------------------.

And the work associated therewith and having satisfied myself/ ourselves as to all conditions under which

the above named work/supply must be performed, hereby offer to execute, complete and maintain the

whole of the above mentioned work including its ancillary works associated therewith, in accordance with

the said contract documents. A tender price of Rs. ____________________________ (Rupees)

_________________________________ for preparation of documentary.

2. Should this tender be accepted by you I/We hereby undertakes:-

a) To sign all the necessary documents and furnish performance guarantee for entering into a contract agreement in the form set out in the contract document within one week following your notification of such acceptance.

b) To commence the work/supply within the stipulated time named in memorandum hereto annexed following the date of issuance of your order to proceed with in the event of my/ our failure to do so, the entire amount of the performance security is to be absolutely forfeited to the Government. On the commencement of the work, I/ We hereby also agree to abide by and fulfill all the terms or provisions of the said conditions of the contract annexed hereto so far as applicable and in default thereof, to forfeit and pay to Government the sums or money mentioned in the said conditions.

3. I/ We agree to abide by this tender for the period of 90 days following the date set for receiving of tenders and it shall remain binding upon me/ we may be accepted by you at any time before the expiration of that period.

4. Unless and until a formal agreement is prepared and executed, this tender, together with your written acceptance thereof, shall constitute a binding contract between us, and shall be deemed for all purposes to be the contract agreement.

5. I/ We understand that you are not bound to accept the lowest or any tender you may receive, and that you will not defray any expenses incurred by me/ us in tendering.

Thanking you,

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Yours Faithfully,

______________________

(Signature of Bidder)

Name: ______________________

Dated this ___________ day address: _______________________________

Of ___________2016-17 _____________________________

The above tender is hereby accepted by me on behalf of Government of Punjab (SPPAP, Bahawalpur).

_______________________________

(Signature Project Director)

In case the above address is changed, the contractor will immediately notify in writing to the Officer-in-charge,

his new address.

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Annex-D

CONTRACT AGREEMENT

This agreement made this _________ day ______________ 2017 between the SPPAP,

Bahawalpur hereinafter referred to the Govt. on one part and ______________ hereinafter

called as the contractor on the other part.

WHEREAS tenders have been received by the SPPAP, Bahawalpur _______________. As well

as preparation of at least 05 minutes documentary associated there with which have to be

executed in accordance with the contract document, conditions and tender by the contractor

for the SPPAP has been accepted by the Government.

Now, THEREFORE, for and in consideration of the promises, covenants and agreements

hereinafter contained and to be performed by the parties hereto, the said parties hereby

covenant and agree as follows:

i. In consideration of the covenants and agreements to be kept and performed by the contractor and for the faithful performance of the contract and the completion embraced therein, according to the specifications and all conditions herein contained and referred to the government shall pay and the contractor shall receive and accept as full compensation for everything furnished and done by the contractor under this agreement and the tender price stipulated in the contractor’s tender at the times and in the manner prescribed by the contract.

ii. The Contractor shall be responsible for preparation and provision of at least 05-10 minutes documentary including (i) pre-production: concept development, script writing, selection of shooting locations in project districts, (ii) production deliverables: as per approved script in project districts on HD/DV/HDV 1080P camera, (iii) post production deliverables: NLE editing of raw footage, sound mixing, 2D/3D animation, talent / characters, titling, sub-titling, special effects, music and voice over as required by the approved script.

iii. The completion period will be reckoned from the date acceptance of letter of the contractor.

iv. The rates entered in the bid schedule will be the rates at which the contractor will be paid during the contract period and shall be deemed to include all costs of the performing the work, including income tax, sales tax and / or other charges, duties and taxes of the government, autonomous, semi-government or local bodies, profits and costs of accepting the general risks, liabilities and obligations set forth in or implied in the contract.

v. The contract shall, if so required by the Project Director submits in writing within the period specified by him for his approval a programme showing the order of procedure and the method in which he proposes to carry out the work. The time

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and progress chart shall be prepared in direct relation to the time period specified in the bid schedule.

vi. The contractor shall be responsible for the true and proper maintenance, repair, damages of the equipment’s used during the assignment.

vii. The contactor is expected to make himself acquainted with the weather conditions, etc. A claim by the contractor for a loss caused by and such eventuality will not be entertained by the Government.

viii. The contractor shall employ technical and non-technical staff (if required) and pay wages to his employees in accordance with the labor laws or enactments relating thereto and rules framed there under, in force from time to time.

ix. In the event of any complain against any of the staff/employee(s) of the

Contractor, SPPAP shall inform the Contractor of the same who shall take the

necessary remedial action to the satisfaction of SPPAP. SPPAP shall have the right

to ask for a replacement of all or any of the Chauffeurs appointed/placed by the

Contractor.

x. The Contractor shall act as an independent Contractor with respect to SPPAP. All

Chauffeur / Staff, assigned to the Services shall be employees of the Contractor

and shall not be deemed to be employees of SPPAP.

xi. The contractor shall submit all the bills on the form prescribed by the Government/SPPAP to be had on application at his office after completion of the assignment in all respect and the charges in the bills shall be entered at the rates specified in the tender (bid schedule).

xii. The payment would be released to the contractor in three installments according to the physical verification of the works/supplies as mentioned in the bid schedule of the items. The payments will be released after verification of the work/supply done both in terms of quantitative and qualitative standards highlighted in agreement/Bid schedule. Phase-wise payment will be made to the Contractor according to the following schedule:

Sr.No Milestone Payment

%age

1 Development of Script up to voiceover and approval from the Competent authority.

40%

2 Completion of recording/field work/footing/editing and submission of proof to the Procuring Agency

40%

3 Completion of documentary in all respect and submitted to the Procuring Agency

20%

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xiii. All disputes and differences between the parties in connection with or arising out of this agreement shall be settled by the Project Director, Southern Punjab Poverty Alleviation Project (SPPAP), Bahawalpur in accordance with the relevant conditions of the contract.

xiv. Performance guarantee shall be retained for a period of 10 months from the date of supply as performance Security. Time for fulfillment of warranty or operationalization of out of order item shall be 24 hours from the time of report of Procuring Agency. The performance security will be released within one month after completion of 10 months.

xv. Interpretation of any provision of this Agreement shall be the prerogative of the Project Director, SPPAP.

xvi. In case of any dispute/issue, Project Director, Southern Punjab Poverty Alleviation Project (SPPAP), Bahawalpur shall act as arbitrator, whose decision shall be final, binding upon the parties. Arbitration shall be carried out as per Public Procurement Rules 2014.

xvii. The contract shall be valid for 90 days. However, the Competent Authority may terminate the contract without assigning any reason thereof to the service provider. If the service provider may terminate the contract he will give written notice 15 days before to the government otherwise performance security will not returned.

IN WITNESS WHEREOF THE PARTIES HAVE ENTERED INTO THIS AGREEMENT WITH EFFECT

FROM DATE SET OUT ABOVE.

Signed by____________________ Signed by Project Rep.____________________

(Contractor)

WITNESSES

1.

2.

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Annex-E

BID SCHEDULE

(to be filled in by the bidder)

Name of work/Supply/Service: ___________________________

Complete Description of

Assignment

Qty Total Cost

Without Tax

Tax Amount Total Cost

(Including Tax

1 2 3 4 (3+4)=5

Preparation of at least 05-

10 minutes (including TVC

and short version)

documentary on SPPAP

Intervention of Low Cost

Housing Component of

SPPAP highlighting its impact

on Poor Communities in four

Project Districts.

01

Total Bid Price PKR:

Amount in Words:

TERMS:

1) Rates must be inclusive of all taxes,

2) Procuring Agency will not be responsible for any expense related to travel, rent, meal, stay etc. so all prices must include such expenses,

Postal Address

Signatures

Name of the Bidder

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Annex-F

Evaluation Criteria

Technical proposals should provide the following evidence to prove the technical

strength of the Firm/Production House. The firm scoring 65 marks shall be

considered responsive. The financial bids of the only technically responsive bids

shall be opened and considered for final evaluation:-

Sr.

No Description Marks Remarks

1 Proof of registration with APNS/PBA/DGPR 20

2 Past Experience (minimum 3-years, will be given 25 marks and additional 1-mark will be given for each year to above 3-year’s experience)

30

3 Proof of Fleet Size i.e. Director, Cameraman, Camera Assistants, Production Assistants, Camera Package, Lightening, NLE editing and other experts etc. ( 02-Marks for each expert)

20

4 Proof of Ownership and detail of production facilities (5+5 Marks)

10

5 List of clients (including names, addresses and contact person, detail of relevant documentaries made for public sector) (At least 02-Marks for each-client)

10

6 Detail and sample of previous assignments specially projects of Government of Punjab. (02-Marks for each Project)

10

Total : - 100

The formula for determining the financial scores is the following: Sf = 100 x Fm / F, in which Sf is the financial score, Fm is the lowest price and F the price of the proposal under consideration. The weights given to the Technical (T) and Financial (F) Proposals are: T = 0.80 and F = 0.20

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Annex-G

Financial Proposal

Financial proposal require following evidence to prove the financial strength of

the Firm/Production House:-

Sr.

No Description

Documents/

Evidence attached Remarks

1 Firm profile

2 NTN/GST/PST Registration

3 Bank Statement of the Company / Owner

4 List of similar assignments along with costs

5 Evidence of Bid Security