Request for Proposal Supply and Commissioning of Laptop Computers for “Prime Minister’s Laptops Scheme” Last Date for Submission: Feb 14, 2017 Bid Opening Date: Feb 14, 2017 HIGHER EDUCATION COMMSSION H-9, ISLAMABAD Website: www.hec.gov.pk Tele no. +92 (51) 90402242 Fax no. +92 (51) 90402202 (Rs. 2,000/-)
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Supply and Commissioning of Laptop Computershec.gov.pk/english/news/Documents1/RFP for PMs Laptops Scheme.pdf · Request for Proposal Supply and Commissioning of Laptop Computers
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overheads, costs associated to distribution as the designated sites, travel, lodging, boarding, cost of
insurance and outstation expenses, etc.
8.2.1.3 The Financial Proposal shall include the total and unit cost of laptops with software and without
software (as indicated in the Technical Specifications) indicating the price per unit and total, of
hardware and software separately. However, HEC reserves the right to accept the bid with or
without the requisite software. The Procuring Agency may arrange requisite software, completely
or partially and require the bidders to install the same and include/ adjust the same in the Bid Price
at any stage before the award of Contract.
8.2.1.4 The Financial Proposal of the Bidder shall also include the Price breakup of freight (by Ship)/ taxes/
duties. All costs relating to freight/ taxes/ duties as applicable shall be responsibility of the bidder.
If any exemption is obtained by the HEC, the same shall be adjusted accordingly in the final price of
Selected Bidder.
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8.2.1.5 The cost quoted by the Bidder shall be kept firm and unchanged for a period specified in
the RFP Document from the date of opening of the Bids. The Bidder shall keep the price firm/
unchanged during the period of Contract including during the period of extension of time, if any.
Escalation of cost will not be permitted during the said periods or during any period while providing
services whether extended or not for reasons whatsoever. The Bidders should particularly take note
of this factor before submitting the Bids.
8.2.2 SIGNING THE BIDS
8.2.2.1 The Bids shall be typed and shall be signed by the Bidder or a person or persons duly authorized to
bind the Bidder legally to the Contract as mentioned above. All pages of the supporting documents
shall be signed and stamped by the authorized person.
8.2.2.2 Any alterations, deletions or overwriting shall be treated valid only if they are attested by full
signature by the authorized person.
8.2.3 SEALING THE BID
The Financial Proposal (Envelope-B) shall be containing sealed quote as required under Clause 8.2.1 placed
inside. The Financial Proposal cover shall be sealed and superscribed with “Financial Proposal for Supply and
Commissioning of Laptop Computers” Bid Ref.: ______ due on: February 14, 2017, the “FROM” address and
“TO” address shall be written without fail otherwise the Financial Proposal will be liable for rejection.
8.3 OUTER COVER
The Technical Proposal (Envelope-A) and Financial Proposal (Envelope B) shall then be put in a single outer
envelope and sealed. The outer cover shall be superscripted with “Bid for Supply and Commissioning of
200,000 Laptop Computers” Bid Ref. ________ : due on February 14, 2017. The “FROM” address and “TO”
address shall be written without fail, otherwise Bid will be liable for rejection.
8.4 MODE OF SUBMISSION OF BIDS
8.4.1 The Bids should be dropped in the duly sealed Bid Box kept at the office premises of the Project
Director, Prime Minister’s Laptops Scheme; OR at Tender Opening site on the due date and time in
the presence of the officer/ official deputed by the HEC and acknowledgement thereof should be
obtained otherwise no claim of the submission of the Bid shall be entertained.
8.4.2 Alternatively, if the Bidder prefers to submit the Bid by post, the Bidder should use courier service or
registered post which provides tracking facility, and ensure that the Bid reaches the Project
Directorate, PMNLS Project Office on or before the Due Date and Time. However, HEC will not be
liable or responsible for any postal delay or any other delay or damage/ loss etc. whatsoever.
8.4.3 The Bids received after Due Date and Time or Unsealed or Incomplete or submitted by Facsimiles
(FAX) or email will be summarily rejected.
8.5 MODIFICATION AND WITHDRAWAL OF BIDS
The Bids once submitted cannot be modified or amended or withdrawn except as provided under Public
Procurement Rules 2004 (rev.).
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9 Bid Opening and Selection Procedure
9.1 TECHNICAL PROPOSAL OPENING
The Bid’s outer cover and Technical Proposal cover will be opened by the HEC on the date and time as
specified in the Advertisement or any other date published as corrigendum in newspaper and on HEC as well
as PPRA website. The Bids will be opened in the presence of the Bidders who choose to be present. The
representative of the Bidder who chooses to attend the Bid opening shall bring an authorization letter from
the Bidder.
9.2 BID VALIDITY
9.2.1 Bids submitted shall remain valid for a period of 120 days from the date of opening of the
Bids. If the Bid validity is less than 120 days, the Bid will be rejected as non-responsive. The Selected
Bidder shall extend the Bid validity till the completion of the order. Moreover, the Selected Bidder
would be required to submit the Performance Guarantee with the letter of acceptance before
signing Contract.
9.2.2 In exceptional circumstances, HEC may solicit the Bidders to extend the validity. The Bidder shall
extend Bid validity and Earnest Money validity accordingly.
9.3 INITIAL SCRUTINY
Initial Bid scrutiny will be held and the Bids will be treated as non-responsive, if:
A. Bid is not submitted as specified in Clause 8 above in the RFP Document and not signed and stamped
on all pages of the Bid.
B. Bid received without the Letter of Authorization as specified in the RFP Document.
C. Bid received without the Letter of Commitment in shape of legal instrument and supplementary
details as specified in the RFP Document.
D. Bid received without required Earnest Money in shape of Bank Draft in a sealed envelope.
E. Bid found with suppression of facts/ details.
F. Bid with incomplete information, subjective, conditional offers and partial offers.
G. Bid submitted without supporting documents to prove eligibility criteria and evaluation.
H. Bid not complying with any of the clauses stipulated in the RFP Document.
I. Bid received without the mentioned undertakings.
J. Bid with less validity period.
K. Bid without Bid Submission Form(s) as required in the RFP Document.
L. Bid smacks of corrupt, fraudulent and collusive practices of the Bidder.
M. And other mandatory conditions prescribed in this RFP Document.
All responsive Bids will be considered for further evaluation. The decision of the competent authority
communicated by the HEC will be final in this regard.
9.4 CLARIFICATIONS BY THE HEC
When deemed necessary, the HEC may seek bona fide clarifications on any aspect from the Bidder. However,
that will not entitle the Bidder to change or cause any change in the substance of the Bid or cost/ price
quoted. During the course of Technical Proposal evaluation, the HEC may seek additional information or
historical documents for verification to facilitate decision making. In case, the Bidder fails to comply with
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the requirements of the HEC as stated above, such Bids may at the discretion of the HEC be rejected as
technically non-responsive.
10 Evaluation Criteria
Technical Evaluation Criteria and form (to be filled in by the bidder and submit as part of the
Technical Proposal)
Note: Please ensure to mention Reference Page no. of your bid against each requirement
Part A) Mandatory
S. No.
Basic Requirement
Specific Requirement Documentary proof
Required ( Please mention Reference Page#)
Reference Page No.
1. Legal Entity
The Bidder and/ or the local partner of the Consortium/ Partnership (if any) should be in Operations in Pakistan from last three calendar years.
Copy of Certificate(s) of incorporation or registration document showing legal status for operations in Pakistan.
2. Tax registration
The Bidder or the local partner of the Consortium/ Partnership should have registration with FBR for Tax purpose.
Copies of National Tax Number (NTN) registration Certificates, Sales Tax, if applicable
3. Status
The Bidder shall be an OEM (Original Equipment Manufacturer). Alternately, an OEM may authorize its Liaison Office in Pakistan. However, in case the Bidder is a Consortium or Partnership with a Local Company in order to meet the requirements of this tender, Prime Bidder shall be an OEM. Consortium/ Partnership should not exceed two (02) partners of which one partner (i.e. Prime Bidder) can be a foreign company incorporated/ registered internationally for at least three (03) years; whereas the other partner (i.e. Local Company) should be incorporated/ registered in Pakistan for at least three (03) years. Both partners should be involved in IT business. The Contract as an outcome of this tender will however be signed with Prime Bidder only; OR a Tri-party Contract, i.e. Prime Bidder, Local Company and HEC may be considered as well. Both partners of the Consortium/ Partnership shall be liable jointly and
Proof of registration as an OEM. Authorization Certificate from OEM to Bid on behalf of OEM (In case of liaison office only) Or Consortium Agreement (duly notarized) with the Local Company for the Contract clearly indicating the division of work with respect to the Scope of Work. The Agreement should be of legal standing in Pakistan and should be clearly stating that the Agreement is applicable to this RFP and shall be binding on them
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severally for the execution of the Contract in accordance with the contract terms and conditions, and a statement to this effect shall be included in the Undertaking to be submitted. The Undertaking should clearly authorize the Bidder to act on their behalf for the entire Bid Process and execution of the contract.
4. Readiness towards local assembling
Bidders should have setup or readiness for setting up Assembly Line in Pakistan for ensuring local assembling of laptop computers and some parts manufacturing as per the schedule defined in this RFP.
Documentary evidence to proof that the Bidder 1. Has already acquired
appropriate facility; OR land to construct the facility; OR has arrangements with local company possessing the required facility.
2. Has its own arrangement of Assembly Line; OR has an agreement with ODM (Original Design Manufacturer) to setup required Assembly Line
in Pakistan and supply the locally assembled laptops, leading towards manufacturing of at least some parts locally.
3. Has detailed business plan for the laptops and other IT equipment; its local assembling, manufacturing of parts within Pakistan within next four (04) years along with timelines. The business plan should also explain the strategy to capture sizable local market share of sales of laptops in Pakistan.
5. Market Penetration
The quoted brand/ product must have sale of more than 100,000 laptops/ tablets annually and have international rankings.
Relevant documents of sale of laptops/ tablets, OR a Third part report, e.g. IDC or equivalent
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6. Industry Compliances
Compliance with Environment, Health and Safety Laws.
Copy of Relevant Certificates to be provided.
7. Blacklisting
Bidder shall not be eligible to participate in this project if the firm has been blacklisted/ debarred by any Government/ Semi Government organization in Pakistan in participating in any procurement activities for fraudulent or corrupt practices, or in litigation.
An affidavit duly notarized by the Notary Public to the effect that the firm has not been blacklisted/ debarred/ in litigation with/ by any Government/ Semi Government organization
8. Quality Compliance
ISO 9001:2008 or higher Certification or equivalent for manufacturing, management and quality (whichever is applicable)
Copy of Relevant Certificates
9. Manufacturing Compliance
Conformance with European Standards (CE)
Copy of Relevant Certificates
Conformance with International Energy Star standards
Copy of Relevant Certificates
Conformance with FCC standards Copy of Relevant Certificates
Conformance to Restriction of Hazardous Substances
Copy of Relevant Certificates
10. Specification Compliance
Bidders should conform to the required specifications of Laptop (convertible) as stipulated in Annexure – 1. Moreover, signing of Annexure – 3 which is mandatory for the acceptance of the bid.
Detailed specifications with Brand and model along with samples
11. Turnover
Annual Turnover should be at least Rs. 500 million or equivalent in US$ from ICT/ ICT Services of the bidder during each of the last three financial years (as per the last published audited balance sheets) globally.
Audited financial report with Auditor’s Registration Number and Seal indicating total turnover from ICT/ ICT Services of the bidder in past 3 years.
12. Service Centers (SCs)
The bidder should have Direct Service Support Centre as well as Authorized Service Support Centers through Partners available in Cities as listed in Annexure – 9 of this RFP Document, OR If the Bidder does not have any Direct Service Support Centre and Authorized Service Support Centers through Partners available at Cities as listed in Annexure – 9, Bidder shall submit an undertaking to establish the same as referred in this document at the time of signing of Contract.
Certificate from the Company Secretary of the OEM clearly specifying the List , address , type of SCs as per the given format
OR Affidavit to establish the SCs with the proposed locations
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13. Local Presence and availability of parts
OEM or Authorized Distributor should have at least one (01) warehouse and presence for last three (03) years in Pakistan
Certificate from the OEM authorized person clearly specifying the List, address and the items in warehouse, and distributor’s minimum stock maintenance level in percentage as per the format given.
14. Minimum Experience in similar project
OEM/ ODM directly or through its partner must have completed at least Two (02) Projects globally for the supply of laptops (with on-time delivery of minimum 20,000 laptops in a single project)
Successful Completion Certificates along with a list of all such projects with numbers
15. Completeness of Bid/ Proposal(s)
Bidder has provided all essential information requested in the RFP for proper evaluation.
Completely filed Bid Submission Forms along with Supporting documents.
S. No.
Attributes Max. Score
Weightage
Criteria
Reference Page# Documentary Proof
Part B) General Evaluation - Corporate Profile
Corporate Profile
I. Company In Operation In Pakistan
10 10 No. of Years of Bid in consideration/ Maximum No. amongst all the Bids * 10
II. Location of Direct Offices / Branches
10 10 No. Offices of Bid in consideration/ Maximum no. of offices amongst all the Bids * 10
III. Service Centers (SCs)
In operation Direct Service Support Centre/ Authorized Services Centre through Partners in Pakistan
10 10 No. SCs of Bid in consideration / Maximum number amongst all the Bids * 10
IV. Service Centers (SCs)
In operation Direct Service Support Centre / Authorized Services Centre through Partners covering Cities in Pakistan
10 10 No. Cities having SCs of Bid in consideration/ Maximum No. of cities having SCs amongst all the Bids * 10
V. OEM No. of Products (LCDs, Keyboards, Touch pads, other electronics, etc.)
10 10 No. of products produced of Bid in consideration/ Maximum No. of products amongst all the Bids * 10
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produced through OEM Established Facility in Pakistan
VI. OEM No. of Products (LCDs, Keyboards, Touch pad, other electronics, etc.) made available through OEM Distributors in Pakistan
10 10 No. of products of Bidder in consideration/ Maximum No. of products amongst all the Bidders * 10
VII. Logistic Network
In-operation Direct Equipment Logistics offices in Pakistan (with at least two Human Resource, Storage handling machines, delivery mechanism )
10 10 No. of offices of Bid in consideration/ Maximum No. of offices amongst all the Bids * 10
VIII. Quoted Product Services Support Relevant Human Resource Strength in Pakistan (Certified Engineers)
10 10 Total Number of employees of Bid in consideration/ Maximum total Number of employees value amongst all Bids * 10
IX. Location of OEM equipment Own Warehouses/ supplies depot in Pakistan ( with adequate products and parts stock and proper procedure of stock maintenance and disbursement)
10 10 No. Warehouses or Depot of Bid in consideration/ Maximum no. of Warehouses or Depots amongst all the Bids * 10
X. Location of OEM equipment Warehouses/ supplies depot through local distributors in Pakistan (with adequate products and parts stock and proper procedure of stock maintenance and disbursement)
10 10 No. of Warehouses or Depots of Distributors of Bid in consideration/ Maximum No. of Warehouses or Depots of Distributors amongst all the Bids * 10
XI. Covered Area (in Sq. feet) of OEM equipment Own Warehouses/ supplies depot in Pakistan ( with adequate products and parts stock and proper procedure of stock maintenance and disbursement)
10 10 Facility Covered Area of Bid in consideration/ Maximum of facility Covered Area amongst all the Bids * 10
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XII. Financial Strength (last Three years)
10 10 Turnover of Bid in consideration/ Maximum Turnover amongst all the Bids * 10
XIII. Firm has completed Similar Projects Internationally (Delivery of minimum 20,000 or more laptops in a single project, and successful after sale services through designated SCs).
10 10 No. of Projects of Bid in consideration/ Maximum No. of Projects amongst all bids * 10
XIV. Number of Computers delivered in Similar Projects (Delivery of minimum 5000 or more computers in a single project and successful after sale services through designated SCs).
10 10 No. of Computers delivered for Bid in consideration/ Maximum No. of computers amongst all bids * 10
XV. Firm has Similar Projects in Hand (Delivery of minimum 10,000 or more Computers in a single project and after sale services through designated SCs).
10 10 No. of Projects in hand for Bid in consideration/ Maximum No. of Projects in hand amongst all bids * 10
XVI. Firm has Projects In hand (Firms has Maintenance Contract/ Frame delivery contract with organization with more than 2000 laptops/ desktops in service)
10 10 No. of Projects of Bid in consideration/ Maximum No. of Projects amongst all bids * 10
XVII. OEM Human Resource Strength in Pakistan
10 10 Total Number of employees of Bid in consideration/ Maximum total Number of employees amongst all Bids * 10
XVIII. OEM’s Investment already made in Pakistan in establishment of service support/ manufacturing / assembly line (in million US$)
10 10 Total investment (million US$) of Bid in consideration/ Maximum total investment value amongst all Bids * 10
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XIX. Covered Area (in Sq feet) of OEM’s established manufacturing/ assembly line plant (with capability of assembling Semi Knock Down (SKDs) units)
10 10 Facility covered Area of Bid in consideration/ Maximum Facility covered area amongst all Bids * 10
XX. OEM contribution to National economic growth in terms of Re-export assembled electronics parts from Pakistan during past 5 years (exports in PKR millions)
10 10 Total amount of re-export (million PKR) of Bid in consideration/ Maximum total amount of re-export (million PKR) value amongst all Bids * 10
I. Subtotal 200
Weight of the Part (B) in Technical Evaluation is 15% and firm's Score will be calculated using following formula Firm's Score = Marks Obtained by Firm in Part B/ Total Max. Marks of Part B * 15
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Part C) Product Technical Strength
I. OEM Financial Strength in Region (No. of quoted Brand Laptop Sold during last two years)
10 10 Sales turnout value of Bid in consideration/ Maximum Sales turnout value amongst all Bids * 10
II. OEM Human Resource Strength in Region
10 10 Total No. of employees of Bid in consideration/ Maximum total No. of employees amongst all Bids * 10
III. OEM Product services support Relevant Human Resource Strength in Region (Certified Engineers)
10 10 Total No. of Certified Engineers of Bid in consideration/ Maximum total No. of Certified Engineer amongst all Bids * 10
IV. Number of Hardware Products of OEM (List of products is required)
10 10 No. of products of Bid in consideration/ Maximum No. of products amongst all the Bids * 10
OEM Contribution in Research and Education
V. Innovation/ research Centers in collaboration with Academia or in Government projects
10 10 No. of Centers for Bid in consideration/ Maximum No. of Centers amongst of all Bids * 10
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VI. OEM hardware product in portfolio for students (OEM discounted laptop or specialized laptop model announced for students).
10 10 No. of products of Bid in consideration/ Maximum No. products amongst all bids * 10
VII. OEM software product in portfolio for students (OEM applications designated for academia e.g. digitization, lab management etc.).
10 10 No. of products of Bid in consideration/ Maximum No. products amongst all bids * 10
OEM R& D spending
VIII. OEM R&D annual Spending
10 10 Last year R&D Spending of Bidder in consideration/ Highest last year spending amongst of all Bidders * 10
Product Features Rating
IX. Quoted Product Compliance to international standards ruggedness (Ingress Protection (IP), MIL-SPEC etc.)
10 10 No. of standards of product of Bid in consideration/ Maximum No. of standards amongst all the Bids * 10
X. Quoted Product extra core features bundled other than required in RFP ( 3G/4G SIM support , GPS Support , Additional USB or memory Card Support etc.
20 20 No. of extra features of product of Bid in consideration/ Maximum No. of features amongst all the Bids * 20
XI. Quoted Product extended warranty without any additional cost (in months)
30 30 No. of months for product warranty of Bid in consideration/ Maximum No. of months for product warranty amongst all the Bids * 30
XII. Quoted Product Compliance to the security technologies
(in months)
20 20 Quoted product Compliance to ( TPM 1.2 or Intel Computer tracing Agent)
XIII. Quoted Product Optimum Weight (in pounds)
20 20 If the quoted product weight of bid in consideration is lesser than the weight of all the quoted products in all bids
10 If the quoted product weight of bid in consideration is lesser than or equal to
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MEAN of weights of all the quoted products in all bids
XIV. Quoted Product Optimum Size
20 20 If the quoted product size of bid in consideration is lesser than size of all the quoted products in all bids
10 If the quoted product size of bid in consideration is lesser than or equal to MEAN of sizes of all the quoted products in all bids
Subtotal 200
Weight of the Part (C) in Technical Evaluation is 15% and firm's Score will be calculated using following formula Firm's Score = Marks Obtained by Firm in Part (C)/ Total Max. Marks of Part (C) * 15
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Part D) Project Execution
I. Project Execution Plan 10 10 (Project Execution time (days) of the
bid in consideration) ≈ Mean (Project Execution time (days) of all the bids in consideration)
7 > Min. (Project Execution time (days) of the bids in consideration) OR <Max. (Project Execution time (days) of the bids in consideration)
3 Min. (Project Execution time (days) of the bids in consideration) OR Max. (Project Execution time (days) of the bids in consideration)
II. HR dedicated for the project
10 10 (Dedicated Personnel of the bid in consideration) ≈ Mean (Dedicated Personnel of all the bids in consideration)
7 > Min. (Dedicated Personnel of the bids in consideration) OR < Max. (Dedicated Personnel of the bids in consideration)
3 Min. (Dedicated Personnel of the bids in consideration) OR Max. (Dedicated Personnel of the bids in consideration)
III. No. of Days required for Shipping of SKD/ CKD kits
10 10 Min. No. of days from all bids)/ no of days for the bid in consideration) * 10
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of laptops first tranche of order in Pakistan
IV. No. of Days required to deliver laptop first tranche of order in Pakistan warehouse
20 20 Min. No. of days from all bids)/ no of days for the bid in consideration) * 20
V. No. of Days required to deliver laptop 2nd tranche of order in Pakistan warehouse
10 10 Min. No. of days from all bids)/ no of days for the bid in consideration) * 10
VI. No. of Days required to commence the Local Assembling of 1st tranche
20 20 Min. No. of days from all bids)/ no of days for the bid in consideration) * 20
VII. No. of Days required to complete the Local Assembling of 1st tranche
20 20 Min. No. of days from all bids)/ no of days for the bid in consideration) * 20
VIII. No. of Days required to commence the manufacturing of at least three (03) parts/ components of laptops within Pakistan
20 20 Min. No. of days from all bids)/ no of days for the bid in consideration) * 20
IX. No. of parts of laptop committed to be locally manufactured within the project duration
20 20 Min. No. of parts from all bids/ no of parts committed by the bid in consideration) * 20
X. No. of Days OEM can hold equipment in warehouse before distribution
10 10 No. of days of Bid in consideration/ Maximum No. of days amongst all the Bids * 10
XI. No. of Supply depot designated for supply of laptops for project implementation.
10 10 No. of depot of Bid in consideration/ Highest No. of depot amongst all the Bids * 10
XII. Proposed project management/ communication system
30 30 If the OEM has proposed any Comprehensive online portal
a. online portal to show the equipment stock
b. Delivery and commissioning status
c. users registration mechanism for delivery of laptops to end users
d. Onward feedback (users / Project Sponsor/Managers)
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15 If the OEM has proposed any online portal
a. users registration mechanism for delivery of laptops to end users
b. Onward feedback (users / Project Sponsor/Managers)
5 If the OEM has proposed any online portal
a. online portal to show the equipment stock
b. Delivery and commissioning status
XIII. Proposed Area (Sq feet) for establishment of Assembly Plant.
10 10 Proposed Area of Assembly Plant (In Sq. feet) of Bid in consideration/ Maximum Proposed Area of Assembly Plant (In Sq. feet) amongst all the Bids * 10
XIV. Assembly of laptops from CKD (Complete Knock Down kit) in Pakistan
20 20 If bidders proposes Assembly of laptops from CKD (Complete Knock Down kit) in First lot before committed delivery time or If the bidders proposes Assembly of laptops from SKD (Semi Knock Down kit ) in First lot with more quantity as desired in RFP.
15 If bidders proposes Assembly of laptops from CKD (Complete Knock Down kit ) in 2nd lot before committed delivery time
10 If bidders proposes Assembly of laptops from CKD (Complete Knock Down kit ) in 3rd or remaining lots before committed delivery time
XV. Assembly of laptops from SKD (Semi Knock Down kit) in Pakistan
30 30 If bidders proposes Assembly of laptops from SKD (Semi Knock Down kit) in First lot before committed delivery time or If the bidders proposes Assembly of laptops from SKD (Semi Knock Down kit) in First lot or 2nd lot more quantity as desired in RFP.
20 If bidders proposes Assembly of laptops from SKD (Semi Knock Down kit ) in 2nd lot before committed delivery time
10 If bidders proposes Assembly of laptops from SKD (Semi Knock Down kit
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) in 3rd or remaining lots before committed delivery time
XVI. Principle HR dedicated for proposed Quality insurance of Packaging/ distribution/ assembly facility the project
10 10 No. of HR of Bid in consideration/ Maximum No. of HR amongst all the Bids * 10
XVII. OEM product local market annual expected growth
10 10 Proposed No. for laptops expected sale in the local consumer market during first year of the project / Maximum Proposed No. for laptops expected sale in the local consumer market during first year of the project
XVIII. HR dedicated for proposed Packaging/ distribution/ assembly facility the project
10 10 No. of HR of Bid in consideration/ Maximum No. of HR amongst all the Bids * 10
XIX. Dedicated Technical HR proposed to deliver technical services through OEM Services Centers.
10 10 No. of HR of Bid in consideration/ Maximum No. of HR amongst all the Bid * 10
XX. Project Execution (Responsibility area matrix, Standard Operating Procedures (SoP), etc)
10 10 (Responsibilities (rows) x no. of parties (Columns) ) + no. of processes in the SoP) of the bid in consideration/ (Highest Value from all the bids in consideration) * 10
Sub Total 300
Weight of the Part (E) in Technical Evaluation is 30% and firm's Score will be calculated using following Firm's Score = Marks Obtained by Firm in Part (E)/ Total Max. Marks of Part (E) * 30
30
Part E) Onward Operation and Maintenance
Warranty Comprehensiveness Services
I. Dedicated Resources deputed to run O&M
10 10 Min. No. of resources among all bids/ No. of resources of bid in consideration * 10
II. Direct Service Centers (SCs)
Proposed Direct Service Support Centre in
20 20 No. of SCs proposed in Bid in consideration/ Maximum No. of SCs proposed amongst all the Bids * 20
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designated cities as in Annexure – 9.
III. Authorized Service Centers (SCs)
Proposed Service Authorized Services Partners in designated cities as per Annexure – 9.
20 20 No. of SCs proposed in Bid in consideration/ Maximum No. of SCs proposed amongst all the Bidders * 20
IV. Items Warranty claim/ replacement time for end users through SCs
20 20 Minimum time for all fault severity levels from all bids/ Time for all fault severity levels of the bid in consideration * 20
V. Availability of stock OEM‘s warehouse for onsite replacement of faulty equipment (Main Components, e.g. Boards, Chassis, LCDs, other electronics etc.). Percentage of total proposed Quantity
20 20 Percentage proposed of Bid in consideration/ Maximum Percentage proposed amongst all the Bidders * 20
VI. Availability of stock OEM’s warehouse for onsite replacement of faulty equipment (minor Components e.g. Batteries, Adaptors, RAMs, Sound Cards, other electronics etc.)
Percentage of total proposed Quantity
20 20 Percentage proposed of Bid in consideration/ Maximum Percentage proposed amongst all the Bidders * 20
VII. Availability of stock OEM’s warehouse for onsite replacement of additional items/ equipment beyond warranty requirements (minor components e.g. Batteries, Adaptors, RAMs, Sound Cards, Other electronics etc.) available for students to purchase from service centers
Percentage of total proposed Quantity
10 10 Percentage proposed of Bid in consideration/ Maximum Percentage proposed amongst all the Bidders * 10
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VIII. Proposed Services management/ communication system
30 30 If the OEM has proposed any Comprehensive online portal
a. Users registration mechanism for trouble ticket system of laptops to end users
b. Onward feedback (users/ Project Sponsor/ Managers reports)
IX. Proposed Logistic points
In operation Direct Equipment Logistics offices designated to services/ supply in Pakistan ( with at least two Human Resource , Storage handling machines, delivery mechanism )
10 10 No. of offices of Bid in consideration/ Maximum No. of offices amongst all the Bids * 10
X. HR dedicated for the O&M ( Engineers)
10 10 No. of HR of Bid in consideration/ Maximum No. of HR amongst of all Bids * 10
XI. Proposed Resolution Time for this project
20 20 Min. time for all fault severity levels from all bids in consideration/ Time for all fault severity levels of the bid in consideration * 20
XII. Operations Plan (Responsibility area matrix, Standard Operating Procedures (SoP), etc)
10 10 [Responsibilities (Rows) x No. of Parties (Columns) + No. of processes in the SoP of the bid in consideration]/ Highest Value from all the bids in consideration * 10
Sub Total 200
Weight of the Part (D) in Technical Evaluation is 10% and firm's Score will be calculated using following formula Firm's Score = Marks Obtained by Firm in Part (D)/ Total Max. Marks of Part (D) * 10
10
Part F) Presentation/POC I.
Distinguished Features of product / Product Demo
20
To be assigned by Technical Committee
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II. Bidder’s offered Value Added Features for project
(Project fast tracking, enhancement in end users experiences, Academia Infrastructure strengthening etc.)
20 To be assigned by Technical Committee
III. Project Roll out Methodology and Phasing
20 To be assigned by Technical Committee
IV. Product after sale support/ service support, end user management etc.
20 To be assigned by Technical Committee
V. Any value addition specific to this project in terms of investment, long-term sustainability,
Re-export opportunities, Local Assembly Plant etc. Roll out plan and success KPIs
20 To be assigned by Technical Committee
100
Weight of the Part (F) 30% and firm's Score will be calculated using following Firm's Score = Marks Obtained by Firm in Part (F)/ Total Max. Marks of Part (F) * 30
30
Firm's Total Score = Part (B:F) 100
No Score will be marked for the information without documentary proof.
In case of Confidentiality of any documentary proof, score will be considered subject to the
availability of relevant Non-Disclosure Agreement (NDA) in the BID
T (Technical Score of the bidder) = As awarded per technical evaluation criteria above
Note: Bidders are required to secure at least 70% score (i.e. 70 points) in total in order to be declared
as technically qualified and so considered further for evaluation.
10.1 Financial Evaluation
Financial bids shall be evaluated of only Technically Qualified bidders. While doing financial evaluation, total
bid value shall be considered provided the financial bid includes all the costs involved in the project as per
the requirements set forth in this document, and strictly following the format given in BoC.
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10.2 Award of Tender
For the purpose of award of tender, the Least-Cost-Selection (LCS) of the PPRA 36 (b) shall prevail, and
Lowest Evaluated Bid amongst the technically qualified bidders shall be accepted for the award of tender.
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11 Sufficiency of Bids
11.1 SUPPRESSION OF FACTS AND MISLEADING INFORMATION
11.1.1 During the Bid evaluation, if any suppression or misrepresentation of information is brought to the
notice of the HEC, the HEC shall have the right to reject the Bid and if it happens so after selection
of the Bidder, the HEC may terminate the Contract or award of the Contract or further processing
of the Bid as the case may be and that will be without any compensation to the Bidder and the
Earnest Money, as the case may be, shall be forfeited.
11.1.2 Bidders should note that any facts or figures in the supporting documents submitted by the Bidders
for proving their eligibility if found suppressed or erased, the HEC shall have the right to seek the
correct facts and figures or reject such Bids.
11.1.3 It is up to the Bidders to submit the full, complete and attested copies of the supporting documents
to meet out the criteria/ requirements in the RFP Document. Otherwise, the HEC at its discretion
may or may not consider such documents.
11.1.4 It is the Bidder’s responsibility to prove the Bidder’s requisite qualification, experience and capacity
to undertake the project to the entire satisfaction of the HEC failing which the Bid may be rejected.
11.1.5 Bidders must indemnify HEC against all third party claims of infringement of patent trade mark,
industrial design rights arising from use of the goods of any part thereof in Pakistan
11.2 TECHNICAL PROPOSAL EVALUATION
11.2.1 The Bidders who have duly complied with the Evaluation Criteria will be eligible for further
processing.
11.2.2 The Bids which do not conform to the Technical Specifications or Bid conditions or the Bids from the
Bidders without adequate capabilities for supply and maintenance/ warranty services will be
rejected. The Technically Qualified Bidders alone will be considered for further evaluation.
11.3 FINANCIAL PROPOSAL EVALUATION
11.3.1 Bidders who are qualified in Technical Proposal(s) only will be called for opening of the Financial
Proposal(s). The Financial Proposals will be opened in the presence of the Bidders who chose to be
present at the time and venue indicated by the HEC subsequently. The Bidders or their authorized
representatives will be allowed to take part in the Financial Proposal(s) opening.
11.3.2 The Financial Proposal evaluation will be conducted under the PPRA 36 (b), i.e. LCS. The Price
evaluation will include all duties, taxes and expenses, etc. In case of any exemption of duties and
taxes made by the Government in favor of the HEC, the Selected Bidder shall be bound to adjust
the same in the Financial Proposal.
11.3.2.1 In cases of discrepancy between the cost/ price quoted in Words and in Figures, the lower of
the two will be considered.
11.3.2.2 If there is a discrepancy between unit price and total price in the submitted bid which is obtained
by multiplying the unit price and quantity, the unit price shall prevail and total price shall be
corrected. If there is a discrepancy between the words and figures, the amount in words shall
prevail. If there is a mistake in addition/ totaling, that shall be corrected. If the bidder does not
accept the corrected amount of bid, his bid shall be rejected and his Earnest Money forfeited.
11.3.2.3 In evaluation of the price of an imported item, the price will be determined and considered inclusive
of the customs and other import duties, etc.
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11.3.2.4 In evaluation of the price of articles/ goods which are subject to excise duty, sales tax, income tax
or any other tax or duty levied by the Government, the price will be determined and considered by
combining all such duties and taxes for financial bid comparison.
11.3.3 All applicable taxes will be deducted as per Government of Pakistan rules.
11.4 AWARD OF CONTRACT
11.4.1 Subsequent to approval of the Technical Proposal and the Financial Proposal and finalization of the
Bid Process as referred in clause 10.3, the Contract may be awarded to the Lowest Evaluated Bidder
in accordance with the Public Procurement Rules, 2004 (rev.).
11.4.2 No dispute can be raised by any Bidder whose Bid has been rejected and no claims will be
entertained or paid on this account.
11.5 HEC, RESERVES THE RIGHT TO
11.5.1 Insist on quality/ specification of materials to be supplied prior to issuance of PO.
11.5.2 Modify, reduce or increase the quantity up to 15% as permissible under PPRA Rules and as specified
in the bid document.
11.5.3 Change the list of areas of supply locations from time to time based upon the requirement of the
HEC.
11.5.4 The supply and commissioning of laptops be made by the Selected Bidder as per delivery schedule
within the specified delivery time.
11.5.5 If delivery of the goods/ services is not as per delivery schedule, then the HEC reserves its right to
procure the left over quantity at the risk and cost of the bidder and in that case no compensation
shall lie against it.
11.5.6 In pursuance of the terms and conditions of contract agreement, the HEC reserves its right to
withhold any amount for the deficiencies in the delivery and service of Laptop computers distributed
to the end users/ beneficiaries.
12 EXECUTION OF WORK
12.1 ACCEPTANCE OF THE BID
The final acceptance of the Bid is entirely vested with the HEC which reserves the right to accept or reject
any or all of the Bids in full or in part. HEC may also reject the Bids for reasons such as changes in the scope
of procurement, new technologies, court orders, accidents or calamities and other unforeseen
circumstances. After acceptance of the Bids by the HEC, the Bidders shall have no right to withdraw their
Bids or claim higher price.
12.2 LETTER OF ACCEPTANCE (LOA)
After acceptance of the Bids by the HEC, a Letter of Acceptance (LOA) will be issued only to the Selected
Bidder.
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12.3 PAYMENT OF PERFORMANCE GUARANTEE (PG)
12.3.1 The Successful Bidder will be required to remit the Performance Guarantee (PG) equal to 10%
(Ten percent) of the value of the overall contract price. The PG should be paid by way of Bank Draft
or Bank Guarantee drawn in favor of “D.G. Finance, Higher Education Commission” payable at
Islamabad as unconditional and irrevocable Guarantee, valid until satisfactory completion of the
entire supply of goods as per contract. The PG should be submitted within two weeks from the date
of issuance of Letter of Acceptance and before signing the contract, to the HEC.
12.3.2 The Performance Guarantee will be refunded to the Selected Bidder only after successful
completion of the deliverables, i.e. successful delivery of Laptops at the designated sites. The
Performance Guarantee held by the HEC till it is refunded to the Selected Bidder will be dealt as per
laws applicable in Pakistan and no such claim by the Selected Bidder shall lie against the HEC.
12.3.3 The Performance Guarantee will be forfeited if the Selected Bidder withdraws the Bid during the
period of Bid validity specified in the RFP Document or after issuance of LOA/ PO or if the Bidder
fails to sign the contract/ amendment.
12.3.4 The Performance Guarantee may be utilized as per discretion of the HEC under the relevant
clauses of this document.
12.4 EXECUTION OF AGREEMENT
12.4.1 The Selected Bidder shall execute a Contract on a stamp paper of an appropriate amount bought in
favor of the HEC only in the name of the Bidder, within one week from the date of Letter of
Acceptance issued by the HEC.
12.4.2 The Successful Bidder shall not assign or make over the contract, the benefit or burden thereof
to any other person or persons or body corporate for the execution of the contract or any part
thereof without the prior written consent of the HEC.
12.5 ESTABLISHING LOCAL OFFICE IN ISLAMABAD
The Selected Bidder should set up local office(s) if not existing, in Islamabad within 30 days from the date of
issue of Letter of Acceptance by the HEC as otherwise the Performance Guarantee remitted by the Selected
Bidder may be forfeited.
12.6 REFUND OF EARNEST MONEY (EM)
The Earnest Money (EM) of the Selected Bidder may be adjusted towards Performance Guarantee payable
by the firm. If the Selected Bidder submits Performance Guarantee for the stipulated value in full by way of
Bank Draft and/ or Bank Guarantee, the EM will be refunded. The EM of the unsuccessful Bidder will be
refunded after signing of the Contract with the Selected Bidder. The Earnest Money of the Selected Bidder
shall be released upon request provided the bidder submits Ten Percent (10%) Performance Guarantee in
the shape of Bank Draft and/ or Bank Guarantee.
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12.7 DELIVERY SCHEDULE
12.7.1 The Supply and Commissioning of all the ordered items/ goods shall commence immediately from
the date of opening of LC for the corresponding year by the Higher Education Commission,
Government of Pakistan and the entire supply for that year shall be completed within 240 calendar
days.
12.7.2 Delivery of at least 10% Laptop computers locally assembled within 120 days from the date of opening
of LC, delivery of next 20% laptop computers locally assembled within next 30 days, delivery of next
20% laptop computers locally assembled within next 30 days, delivery of next 25% laptop computers
locally assembled within next 30 days and remaining 25% Laptop computers locally assembled in next
30 days; are to be supplied at the designated sites as enlisted in Annexure – 9, or as mutually agreed
upon delivery schedule. In case of difference of opinion, the HEC shall have right to ask for
delivery schedule with reasonable time intervals.
12.7.3 The Selected Bidder shall augment the manufacturing and supply mechanism of the Laptop
Computers accordingly as Time Factor is an important part of this initiative.
12.7.4 The Laptop Computers shall be delivered at the designated institutions in all the public higher
education institutes across Pakistan and AJK, as identified by HEC.
12.7.5 Separate guidelines for the delivery, commissioning, inspection and acceptance may be issued by
the HEC.
12.8 RELEASE OF PERFORMANCE GUARANTEE (PG)
The Performance Guarantee will be refunded to the Selected Bidder on completion of satisfactory delivery
and subject to the satisfaction of the HEC that all the terms and conditions have been satisfactorily
adhered to by the Selected Bidder. Satisfaction can be defined and considered as satisfaction as per the
scope of work laid down in RFP.
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12.9 TERMINATION OF CONTRACT
12.9.1 TERMINATION FOR DEFAULT
12.9.1.1 The HEC may, without prejudice to any other remedy for breach of contract, by written notice of
default with a notice period of 7 days, sent to the Selected Bidder, terminate the contract in whole
or part, (i) if the Selected Bidder fails to deliver any or all of the goods within the time period(s)
specified in the Contract, or fails to supply the items as per the Delivery Schedule or within any
extension thereof granted by the HEC; or (ii) if the firm fails to deliver the goods and services as per
its technical specifications offered in the bid or mutually agreed upon in subsequent years; or (iii) if
the Selected Bidder fails to perform any of the obligation(s) under the contract; or (iv) if the Selected
Bidder, in the judgment of the HEC, has engaged in fraudulent and corrupt practices in competing
for or in executing the Contract.
12.9.1.2 In the event, the HEC terminates the Contract in whole or in part, the HEC may procure, upon
terms and in such manner as it deems appropriate, the goods and services similar to those
delivered and the Selected Bidder shall be liable to the Government of Pakistan for any additional
costs for such similar goods. However, the Selected Bidder shall continue the performance of the
contract to the extent not terminated.
12.9.2 TERMINATION FOR INSOLVENCY
The HEC may at any time terminate the Contract by giving written notice with a notice period of 7 days to
the Successful Bidder, if the Successful Bidder becomes bankrupt or otherwise insolvent. In this
event, termination will be without compensation to the Successful Bidder, provided that such
termination will not prejudice or affect any right of action or remedy that has accrued or will accrue
thereafter to the HEC.
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13 SUPPLY AND COMMISSIONING
13.1 INSPECTION
13.1.1 FOR THE LAPTOP COMPUTERS MANUFACTURED/ ASSEMBLED IN PAKISTAN
13.1.1.1 Selected Bidder (if local OEM) shall arrange prior- inspection of Laptop Computers as per finally
approved specifications at its own expenses from an internationally reputed third party firm, as per
satisfaction of the HEC.
13.1.1.2 Selected Bidder (if international OEM) may be required to arrange inspections of an agreed upon
number of Laptop Computers which are locally assembled at its own expenses for HEC designated
team.
13.1.1.3 100% quantitative inspection shall be undertaken during prior inspection, while, the qualitative
inspection shall be to the extent of 2% or so of supplied goods.
13.1.1.4 The goods shall not be dispatched to the HEC, until valid satisfactory inspection certificate is issued
by the inspecting firm for the respective batch, in case of local OEM.
13.1.1.5 Laptop Computers and Accessories to be supplied must give same performance results or better
results with respect to technical evaluation results and approved specifications.
13.2 PACKING AND STORAGE
13.2.1 PACKAGING
Each package would contain the month and year of manufacture, manufacturer's serial number and
barcode printing of manufacturing details as per international industry standards. HEC may require the
Selected Bidder to ensure that the laptop computers are delivered with pre-install genuine/ licensed
software(s). HEC may require the Selected Bidder to deliver a set of CDs with each laptop at the time of
delivery in the designated institutions. A packing list should be prepared for each item which inter alia
include.
i. Laptop model number, batch number and serial number
ii. List of accessories
iii. Do’s and Don’ts instruction leaflet in English and if feasible in Urdu.
iv. Warranty Card, its manual and Direct Service Center/ Authorized Service Center details.
v. List of CDs or any additional item
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13.3 DELIVERY OF THE LAPTOP COMPUTERS
13.3.1 Delivery of the Laptop Computers and Accessories shall be made by the Selected Bidder to the
individual institutions – public sector universities across Pakistan and AJK as per the consignee
addresses to be provided to the Selected Bidder by the HEC.
13.3.2 The items shall be delivered at the distribution centers in the designated institution on free
consignee’s end basis and items shall be handed over to the authorized persons/ acceptance teams
concerned at the locations. The list of locations and respective quantity will be provided to the
Selected Bidder by the HEC.
13.3.3 Insuring the goods in transit is the responsibility of the Selected Bidder.
13.3.4 The Selected Bidder shall send status report on delivery and acceptance in the format to be
prescribed in such intervals as may be required by the HEC from time to time till the completion of
the entire order.
13.3.5 The Selected Bidder shall undertake to supply spares free of cost for the maintenance of the
offered items for a period of one year or the extended warranty as offered by the firm. At least 1%
inventory of critical spares of the delivered goods shall be maintained at Direct Service Centers at
each of the five locations, i.e. Islamabad and four provincial capitals, till the completion of the
warranty period. The Selected Bidder should keep the spares available for sale at least for a period of
two years for each year supply after the completion of the warranty or extended warranty period, if
applicable.
13.3.6 A number of Direct Service Centers/ Authorized Service Centers, as required by HEC and/ or offered
by the Selected Bidder in its bid in each geographical region of Pakistan be maintained by the Selected
Bidder under intimation to the HEC. A leaflet containing the details of the Service Centers responsible
to attend the warranty services at each geographical area, name and designation of the contact
persons and/ or Center in-charge, higher level in-charge who is responsible to oversee the Service
Centers, person to whom complaints can be made in case the service provided by any Center
is not satisfactory, phone, fax, mobile numbers and email address must be provided along with each
laptop delivered. This would enable the beneficiaries to directly approach the service centers in the
event of repairs.
13.3.7 In case the Successful Bidder fails to carry out the warranty obligations, the HEC would engage
any other operator and carry out the service/ replacement and deduct the amounts from the amount
retained by the HEC as per the payment terms or from their pending bills or any money due or
payable.
13.4 INSURANCE
The delivery of goods to the destination is the responsibility of the Selected Bidder only. The goods supplied
under the contract should be covered with comprehensive insurance by the Selected Bidder till delivery and
acceptance by the authorized person/ persons.
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13.5 ACCEPTANCE
13.5.1 The Head of the institutions or their authorized persons/ teams will make suitable arrangement
for verifying the Laptop Computers supplied and accepting the same. Suitable guidelines may be
issued in this regard.
13.5.2 The acceptance team will issue the acceptance certificate in the prescribed format and based on that
respective payment will be released.
13.6 BILLING
13.6.1 Subject to fulfillment of other terms and conditions of RFP Document and LC and on receipt of the
Clearance and Possession Certificate from the authorized representative(s) of the HEC, the
Selected Bidder shall raise the payment invoice for the Laptop Computers supplied to the HEC. The
timeline to issue such certificate depends on the complete documentation, after which it should not
be taking five (05) working days to issue such certificate.
13.6.2 The invoice along with the other relevant documents as per terms and conditions of Contract/ LC
shall be presented to the LC opening bank in the prescribed format.
13.6.3 The invoice shall be raised for payment of a minimum of 10,000 laptop computers supplied to the
HEC.
13.7 SERVICE CENTERS
The selected bidder shall also setup Service Centers as to provide Warrant and Support services during the
warranty period. Selected bidder will ensure that the Warranty claims by the students are addressed within
the country instead of international warranty claims. Moreover, there will be requirement of setting up at
least One (01) Direct Service Center in the Islamabad and provincial capitals of Pakistan. However, selected
bidder will be required to ensure that at least one (01) Authorized Service Center is available in the host
cities of HEIs as listed in Annexure – 9. Selected bidder may be asked to setup either Direct or Authorized
Service Centers within the HEIs where the number of laptop beneficiaries are more than 2,000 students in
order to provide immediate support and services.
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13.8 SUPPORT SERVICES
13.8.1 The Selected Bidder should provide comprehensive maintenance of the Laptop Computers.
13.8.2 The service personnel of the Selected Bidder should schedule occasional visits to the designated
institutions for attending the complaints or service calls. Higher Education Commission may monitor
such visits.
13.8.3 The maintenance shall include replacement/ repair of all parts. If the Laptop Computer is non-
functional, the same should be repaired or restored within seven (07) days at the most. Selected
bidder will ensure that the Warranty claims by the students are addressed within the country instead
of international warranty claims. If the Selected Bidder, having been notified by the HEC, concerned
institution or the end user (student), fails to rectify the defect(s) and restore the items in good
working condition within the period specified above, a penalty of 1% of the cost of the laptop
computer per day over and above the period specified in this clause shall be levied. This may be
deducted from the bills due/ Performance Guarantee/ Retained money.
13.8.4 HEC reserves the right to terminate the warranty maintenance and invoke the Security Bank
Guarantee in the event of unsatisfactory maintenance and claim damages and costs for non-
fulfillment of contract.
14 WARRANTY 14.1.1 The Laptop computers supplied shall be under free warranty for a period of at least 12 months or the
extended time as offered by the firm in its bid from the date of delivery of the laptop to the end users
including the Batteries used in the Laptop computers. The warranty period should start from the date
of delivery of equipment to ultimate consignee at the designated site and delivery to the student.
14.1.2 The free warranty at the designated Service Centers covers breakages, malfunctions and breakdowns
due to manufacturing defects, but does not include physical damages by the End User.
14.1.3 Irrespective of the warranty obligations, the Selected Bidder is liable for replacing a faulty Laptop
computer due to any manufacturing defect within 07 days during the first 60 days from the date of
delivery of laptop computer to the End User. Replacement of spare parts during warranty period
arises only after the above stated 60 days period is over.
14.1.4 The warranty will cover all the materials and goods supplied by the Selected Bidder under this
contract irrespective of the fact whether these have been manufactured by the Selected Bidder or
not.
15 TRACEABILITY OF LAPTOP COMPUTERS SUPPLIED
The Laptop Computers supplied under this scheme are meant to be distributed to the students of
educational institutes of the Government of Pakistan on free of cost basis, for educational purposes. In order
to prevent the misuse of the Laptop Computers such as unauthorized sale by the beneficiaries or diversion
to the open market, the following incorporations may be made in the laptop computers:
A. Screen printing of Government of Pakistan’s Logo or indicated script or both at suitable place of the
laptop computer, backpack, packing, etc. (instructions will be issued by the HEC to the Selected
Bidder)
B. Government of Pakistan’s logo or any other logo as provided by HEC is to be programmed within
the laptop computer BIOS as to appear at boot up time, and also within the Operating System.
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C. Screen printing on the top of the Laptop computer (layout) will be given by
HEC to the Selected Bidder.
D. Embroidery on the front side of the backpack of the laptop computer (layout will be given by the
HEC to the Selected Bidder).
E. If it is found that the Selected Bidder misuses the customized features of Pakistan Government for
any purpose other than for the supply of Laptop computers to the HEC, the Procuring Agency and/
or the Government would have the right to proceed against the Selected Bidder. The Selected Bidder
will be liable to pay agreed sum of Rs. 1 million (Rupees One million only) as penalty every time such
violation is noticed. This penalty would be in addition to the other liability arising out of any other
legal provisions. The Government of Pakistan would also have the right to blacklist such Selected
Bidder for any such offence.
Note:
Design approval for the logo or the customized features and layout approval must be obtained by the
Selected Bidder from the HEC before production. These features are meant for the specific supply to the
Higher Education Commission, Government of Pakistan and the Selected Bidder is not permitted to use any
of these for normal sale operations.
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16 PAYMENT TERMS 16.1.1 HEC shall establish minimum two (02) Letters of Credit for 300 days, with the permission of partial
shipment in favor of the Selected Bidder. Both LC’s shall have US dollar component to cover the
imported items with the international bank of preference of Selected Bidder against the imported
equipment/ items; whereas PKR component to cover local components/ services/ taxes with the local
bank. The terms and conditions of the LCs shall be mutually agreed between the Selected Bidder and
the HEC. In case of difference of opinion the decision of HEC shall prevail.
16.1.2 In pursuance of the LC terms, 70% payment of the delivered goods of each year will be due on receipt
of the Clearance and Possession/ Taking-over Certificate from the authorized representative(s) of the
Purchaser, the Successful Bidder shall raise the payment invoice for the Laptop Computers supplied
to the Purchaser. Custom clearance shall be the responsibility of the Selected Bidder.
16.1.3 30% payment of the delivered goods of each year shall be due after successful delivery of the goods
to the respective Delivery Sites and the certificate has been received from the concerned authorities.
16.1.4 However, 5% deduction shall be made from each invoice as (Retained Money), for any deductions as
applicable under the contract, and will be released subject to successful fulfillment of warranty and
service related obligations and claim for it would lie after completion of (extended) warranty period
of each year supply. Selected Bidder may extend Performance Bank Guarantee or provide fresh Bank
Guarantee equal to 5% in lieu of Retention Money.
16.1.5 The Selected Bidder shall have full and inclusive liability for payment of all Duties, Taxes and other
statutory payments payable under any or all of the Statutes/ Laws/ Acts, etc. in Pakistan. For this
purpose, 2nd LC will be established as referred above.
16.2 RETAINED MONEY
16.2.1 An amount equal to 5% as specified above, shall be deducted and retained from the payments as
Retained Money. Alternately, Selected Bidder may extend Performance Bank Guarantee or provide
fresh Bank Guarantee equal to 5% as to meet the Retention Money requirement. All amounts so
retained shall be kept by the HEC until the issuance of Warranty Completion Certificate by the Higher
Education Commission as part of security for Selected Bidder’s due diligent, honest and timely
performance of the Contract.
16.2.2 The HEC will have unconditional and unequivocal authority to utilize the Retained Money or claim the
Bank Guarantee and any part thereof to compensate for any loss or damage or over payment, if any,
that the HEC may suffer due to the Selected Bidder’s default during the warranty period. The Retained
Money, after deductions, if any, will be refunded by the HEC to the Selected Bidder, on an application,
after Satisfactory Completion of the Warranty Period and on issuance of Warranty Completion
Certificate.
17 LIQUIDATED DAMAGES 17.1.1 This is a time bound project. Any delay may affect the project deliverables. Hence if the Selected
Bidder fails to deliver the materials as per schedule specified, the following liquidated damages (LD)
will be applied.
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17.1.2 In the event of non-fulfillment of the delivery schedule, Liquidated Damages at the rate of 2% on the
quoted/ approved value of the undelivered quantity of the order will be levied per month and LD will
be counted on daily basis (i.e. 2%/30 days = 0.067% per day). The amount of the Liquidated Damages
will be automatically deducted from the Bills submitted by the Selected Bidder. If the delivery is not
completed after the lapse of consecutive three months from the signing of the contract, the Procuring
Agency may make alternative arrangement and the cost incurred by the Procuring Agency for doing
the same will be deducted from the Selected Bidder.
17.1.3 Liquidated damages shall also be applicable against the delays of any scheduled or committed
timelines for the supply of goods and other activities as agreed upon in the Contract.
18 Meet or Exceed Specifications
The specifications provided in this RFP are the minimum requirements of HEC. The Bidders must meet
or may exceed these specifications to meet the actual requirements of this Project and its successful
practical implementation. But in such a case additionally proposed or altered specifications must clearly
be highlighted to enable HEC to clearly identify modified specifications.
19 Clarifications
Queries regarding this RFP shall be submitted in writing to:
2 USB (2.0 & 3.0) Ports,; mini USB-;HDMI Port or VGA Port (in case VGA, the VGA to HDMI convertor or vice versa; OR in case mini HDMI port a convertor to standard HDMI, should be provided); RJ-45 Port; VGA Port; along with other standard features
12. Wireless LAN Wireless 802.11b/g/n/ac 2 x 2 MIMO* compatible with Microsoft Windows 10 and Linux Supportive
13. Web Cam Built-in High Definition Web Camera with integrated microphone
14. Batteries & Power Supply Li-ion or integrated re-chargeable battery pack (min 3.7V 5000 mAh with at least seven (07) hours backup time) and Power Supply as per manufacturer standard
15. Click pad & Key Board 84/ 85 keys pad and integrated Click Pad with multi-touch gesture support (with the option feature to disable whenever convertedin tablet mode)
* Bidders may specify the cost and other associated impact of this additional feature separately/ explicitly.
Formatted: Right
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Optional Upgrades specifications:
The bidders are required to quote the differential costs of the following optional upgrades in the financial
bid. For the purpose of Financial bid evaluation and to calculate the total bid value, the differential costs of
following optional upgrades shall be added to the unit cost of the laptop. However, HEC at its sole discretion
can choose the minimum specifications as referred in table above, or choose any or all optional upgrade
specifications at the time of issuance of Letter of Acceptance (LOA).
Sr. # Item Description
1. Mobile Processor Intel® Core i5 - 5th Generation Or Intel® Core M5 - 5th Generation
2. Memory 8 GB LPDDR-IIIL
3. Hard Disk Drive 1 TB SATA Hard Disk Drive with 5400 RPM
4. Active Pen/ Stylus Classic stylus with fine tip
Formatted: Caption
Formatted: Centered
Formatted: Font: Not Bold, Complex Script Font: Not Bold
Formatted: Font: Not Bold, No underline, Complex ScriptFont: Not Bold
Formatted: Complex Script Font: Not Bold
Formatted: Font: Not Bold, No underline, Complex ScriptFont: Not Bold
Formatted: Font: Not Bold, No underline, Complex ScriptFont: Not Bold
Formatted: Font: Not Bold, Complex Script Font: Not Bold
Software (Microsoft Shape-the-Future Eligibility Code: # to be communicated later)
1 Operating System Windows 10 starter or higher (pre-installed, activated and personalized for this scheme)
2 Productivity Applications Microsoft Office 2013 365 Pro Plus (Only installation will be required by the bidder against the HEC Office 365 subscription) or higher
Accessories
3 Standard accessories Power cable with two/ three pin socket and plug, Interface cable, Power adopter, charger and standard instructions
4 Customized Features Customized Project Logo on laptop LID
5 Carrying bag (Detailed specification given below)
Polyester fabric Soft backpack carrying bag; Government, image and Scheme name shall be embroidered on the front pocket as per the designed Logo
Warranty/ Certifications
10 Warranty (Certificate from the manufacturer)
Minimum 1 year comprehensive warranty including battery
11 Certifications RoHS and other certificates
Tentative Specification for Laptop Computer Backpack (OEM’s brand)
1. Suitability To accommodate minimum 11.6”size laptop computer (Convertible)
2. Size 43 cm (h) x 33 cm (w) x 23 cm (d) approximately
3. Material Polyester fabric, nylon bonded thread, branded zippers and sliders
4. Compartments Compartment bag (Laptop, Text book, Power adapter, utility pocket) with padded sleeve, Utility pocket in the front and side pockets
5. Padding Padded handle, Padding on the back for comfort and air flow curved and padded contoured shoulder straps
6. Logo and image Government Logo, Image and Scheme name etc. shall be embroidered on the front pocket as per the design which will be given by the HEC
Note 1:
1. Two (02) sample laptop must be provided by all bidders as part of Technical proposal.
1.a. One (01) sample laptop with Minimum Specifications and one (01) sample
laptop with the Optional Upgrade Specifications
2. Two (02) sample laptops along with external logo and back pack must be submitted by the
Selected Bidder to the HEC, before commencing bulk production.
Note 2:
HEC may require from the successful bidder to provide the laptops with pre- installed
Windows (activated) and Office, OR open source software as per its requirement.
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Annexure - 2: Prime Bidder’s Undertaking Covering Letter
(Letter should be submitted by Bidder(s) on Company’s Letter Head)
Date:
To The Project Director PM’s (National) Laptops Scheme Higher Education Commission Islamabad.
Subject: Tender for Supply and Commissioning of 200,000 Laptop Computers under the scheme
“Prime Minister’s Laptops Scheme”
Dear Sir,
Ref: Advertisement in Daily….. Dated……
1. We, [names of Prime Bidder and Consortium Partner(s), if any], have examined the RFP
Document for Supply and Commissioning of the 200,000 Laptop Computers (convertible). We
undertake to meet the requirements regarding supply and commissioning of Laptop
Computers, and warranty and services as required and as prescribed in RFP Document.
2. We attach our Technical and Financial Proposals in separate sealed envelopes as required by
the RFP Document, both of which together constitute our Proposal, in full conformity with
the said RFP Document.
3. We have read the provisions of RFP Document and confirm that these are acceptable to us.
4. We further declare that additional conditions, variations, deviations, if any, found in our
response shall not be given effect to.
5. We undertake, if our Bid is accepted, to adhere to the scope of work as specified in the RFP
Document including CSR or such modified plan as may subsequently be described and
intimated.
6. We agree to unconditionally accept all the terms and conditions set out in the RFP
Document and also agree to abide by this Bid response for a period as mentioned in the RFP
Document from the date fixed for Bid opening and it shall remain binding upon us with full
force and virtue, until within this period a formal contract is prepared and executed, this Bid
response, together with your written acceptance thereof in your notification of award, shall
constitute a binding contract between us and the HEC.
7. We affirm that the information contained in the Technical Proposal(s) or any part thereof,
including its exhibits, schedules, and other documents, undertakings and instruments
delivered or to be delivered to the HEC is true, accurate, and complete.
8. We agree that the HEC is not bound to accept the lowest or any of the Bid received.
9. We also agree that the HEC reserves the right in absolute sense to reject all or any of the
products/ services specified in the Bid Response while assigning reason(s).
57
10. We also agree that the decision of evaluating committee shall be final and cannot be
challenged on any ground at any forum, and the evaluating committee will not be liable for
any loss or damage to any party acting in reliance thereon.
11. This proposal includes all information necessary to ensure that the statements therein do not
in whole or in part mislead the HEC as to any material fact.
12. We also declare that our Company/ Organization is not blacklisted by any of the Federal or
Provincial Government and organizations of the Federal or Provincial Government in
Pakistan in the past three years as on February 14, 2017.
13. It is hereby confirmed that I/ We are entitled to act on behalf of our company/ organization
and empowered to sign these RFP Document as well as such other documents, which may be
(To be filled by the bidder as part of technical proposal)
I, (Name); (CNIC#); (Designation), (Company Name) have gone through the Terms/ Conditions of
this RFP and have found the document in whole as non-biased to any particular vendor or
product/ brand. I hereby undertake and firmly bound myself to abide by/ comply all sections of
this RFP.
Signature of authorized person:
Name of authorized person:
Designation:
Name and Address of bidder:
Stamp of Prime Bidder:
59
Annexure - 4: Certificate as to Authorized Signatory (ies)
I/ we certify that I/ we are ________________________ of the ___________________________,
and that ____________________ [who signed the above RFP Document and the Bid] has/ have
been duly authorized to sign the same on behalf of our Company/ Firm/ Organization Or
Consortium (if any).
(Note: Please get it signed by all the members of the Board of Directors/ Owners/ Partners)
Date: Signature: Seal:
60
Annexure - 5: Letter from Original Design Manufacturer’s
Date:
To The Project Director PM’s (National) Program for Provision of Laptops to Talented Students Higher Education Commission Islamabad.
Subject: Tender for Supply and Commissioning of 200,000 Laptop Computers under the scheme
“Prime Minister’s Laptops Scheme”
Dear Sir,
We hereby certify that ____________________ [type the Name and Address of the OEM/ Bidder]
intends to submit the Bid and sign contract with the Higher Education Commission against the Bid
Ref. _______________: Advertisement ____________________ [name], dated __________ for
the Supply and Commissioning of 200,000 Laptop Computers (Convertible), manufactured by us as
Original Design Manufacturer.
We also certify that ________________ [name of OEM] and ____________ [name of ODM] are
enjoying good business relationship for past more than three (03) years. We hereby confirm that
the Laptop Computers are manufactured on our plants, and the Standard Warranty and the
Extended Warranty as offered by _____________ [name of OEM] shall be ensured. Moreover, we
shall provide all technical assistance to ___________[name of OEM]__________ for setting up
Assembling Plant in Pakistan as per the requirement of this tender.
(Signature and Stamp for and on behalf of Original Design Manufacturer)
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Annexure - 6: Bid Submission Forms
TECHNICAL PROPOSAL (ENVELOPE-A) All pages of the Technical Proposal should be organized section-wise, annexed with supporting
documents, serially numbered and stitched intact and submitted. Additional columns and rows/
fields can be added, if required. The certificates/ undertakings/ documentary evidence wherever
required from the Bidder must be provided, otherwise no explanation shall be accepted.
Part – A) Mandator y Requirem ents
Name of the Company: ___________________________________________________________
Sr. #
Particulars Bidder’s Information
Reference Document Page # 1. Year of incorporation
2. FBR National Tax Number
3. OEM Registration Number
4. Written Commitment Letter Number
5. Number of Laptops sold last year
6. Certificate number of Environment, Health and Safety conformance
7. Affidavit number of not being blacklisted
8. Certificate Type and Number for quality conformance
9. Certificate number of European Standards
Certificate number of International Energy Star Standards conformance
Certificate number of FCC Standard
Certificate number of use of non-hazardous substances
10. Quoted model with 1-to-1 compliance to required specifications
11. Annual Turnover during last three financial years (in US $)
2014-11
2015-12
2016-13
12. Please refer to Part B – III
13. Please refer to Part B – X
14. Please refer Part B – XIV
15. Please confirm if all the Bid Submission Forms are duly signed and stamped
Part – B) General Evaluation – Corpora te Prof i le
I. Presence in Pakistan
Registered Name of Company in Pakistan Year of Operation in Pakistan
Reference Document Page #
II. List of Offices/ Branches S. # Name of Office Address City Status
(Main/ Branch)
Reference Document Page #
1.
Sign & Stamp of Authorized Person
62
2.
…..
n
III. List of Service Centers S. #
Name Address City Type (Direct/ Authorized)
Proposed for Project
(Yes/ No)
Reference Document Page #
1.
2.
…..
n
IV. Please refer Part B – III V. List of Products
S. #
Name of Product
Model(s)
Type Target Users Locally Produced/ Distributed
Reference Document Page #
Hardware
Software
General
Students
1.
2.
…..
n
VI. Please refer Part B – V VII. List of Logistics Offices
S. # Name of Office Address City No. of Human Resources
Reference Document Page #
1.
2.
…..
n
VIII. List of Human Resources in Pakistan S. #
Name Designation Engineer of Quoted Product (Yes/ No)
Certificate (if any)
Role (O&M/ SC/ Project Imp.)
Status (Dedicated/ Others)
Reference Document Page #
1.
2.
…..
n
IX. List of Warehouse and Items kept in Stock (including Quoted Product)
Sign & Stamp of Authorized Person
63
S. #
Name Address City Items in Stock Covered Area (Sq. ft.)
Status (Own/ Distributor)
Reference Document Page #
1. Item 1.
Name
____ %
Item 2. Name
____ %
…..
Item n. Name
____ %
2. - Do - ____
%
….. - Do - ____
%
n - Do - ____
%
X. Please refer to Part B – IX XI. Please refer to Part B – IX
XII. Please refer to Part A – 11 XIII. Please refer to Part B – XVI XIV. Please refer to Part B – XVI XV. List of Similar Projects with more than 5,000 computers
S. #
Customer Name Country No. of Computers delivered
Status (Completed/ In Progress)
Reference Document Page #
Laptops Desktops
1.
2.
…..
n
XVI. List of Projects for Operation & Maintenance of more than 2,000 computers S. #
Customer Name Country No. of Computers Status (Completed/ In Progress)
Reference Document Page #
Laptops Desktops
1.
2.
…..
n
XVII. Please refer to Part B – VIII XVIII. Details on Investment made in Pakistan
Sign & Stamp of Authorized Person
64
S. #
Name of Facility
Address
City Investment Worth (in US $)
Covered Area (in Sq. Ft.)
Assembly Type
Status Reference Document Page #
SKD CK
D
Already Exist
Plan for 1st/ 2nd/ 3rd lot during this project
In future
1.
2.
…..
n
XIX. Please refer to B – XIX XX. Contribution towards Pakistan’s Economic Growth during past five (05) years
S. #
Year Re-export Amount (in US $) Reference Document Page #
1. 2015 – 2016
2. 2014 – 2015
3. 2013 – 2014
4. 2012 – 2013
5. 2011 – 202
65
Part – C) Product Technical Strength
I. Quoted Product Sold during last two years in Region (Asia -Pacific, MEA, etc.) S. # Year Name of
Country [Please mention Region here]
No. of Units Sold Product/ Model
Sales turnout (in US $)
Reference Document Page #
1. 2015 – 16
2. 2014 – 15
….. 2013 – 14
n 2013 – 13
II. Number of Human Resources in the Region (Asia-Pacific, MEA, etc.) S. # Name of Country
[Please mention Region here]
No. of Human Resources Reference Document Page #
Management Services Support (Engineers)
Other Staff
1. Name of Country 1
2. Name of Country 2
…..
n Name of Country n
III. Please refer to Part C – II IV. Please refer to Part B – V V. Details of R&E Contribution
S. # Title of the Project
Name of Institution
Type (Academic/ Government)
Country Year of Establishment
Reference Document Page #
1.
2.
…..
n
VI. Please refer to Part C – IV VII. Please refer to Part C – IV
VIII. Details on Annual R&D Spending (average of last three years) S. # Product Model Country R&D Spending (in US $) Reference Document Page #
1.
2.
…..
n
Sign & Stamp of Authorized Person
66
IX. List of International Standards complied S. # Title of
Standard Awarding Organization
Country Year Acquired Reference Document Page #
1.
2.
…..
n
X. List of Features of Quoted Product S. # Description Status
(Asked in RFP/ Additional)
Offer (Within cost/ Additional)
Reference Document Page #
1.
2.
…..
n
XI. Details of Extended Warranty/ End of Sale of Quoted Product Quoted Product/ Model
Extended Warranty without
additional cost (in months)
End of Sale (in months)
Offered by (OEM/ ODM)
Reference Document Page #
XII. Please refer to Part C – XVII XIII. Details of the Anti-theft Application
3. Moderate Issues with less critical components (e.g. Sound card, Charger, etc.)
V. Committed Stock of Components for the O&M during Warranty/ Service S. #
Components % in Stock Reference Document Page #
As required for project in RFP
Additional beyond Project requirements
1. Boards
2. Chipset
3. Processor
4. RAM
5. Casing
6. Display (LCD/ LED)
7. Keyboard
8. Batteries
9. Adapter
10. Other components (please enlist all)
Sign & Stamp of Authorized Person
69
VI. Please refer to Part E – V VII. Please refer to Part E – V
VIII. Please refer to Part D – VIII IX. Please refer to Part D – IX X. Please refer to Part B – VIII
XI. Please refer to Part E – IV XII. Please refer to Part D – XIV
Part – F) Presentation/ Proof of Concept (POC)
I. To be taken care of by the Bidder during Presentation II. To be taken care of by the Bidder during Presentation
III. To be taken care of by the Bidder during Presentation IV. To be taken care of by the Bidder during Presentation V. To be taken care of by the Bidder during Presentation
OTHER IMPORTANT INFORMATION S. #
Description Parameters Bidder’s Response
1. Bid Signing Authority
Name
Address
Phone No.
Email
Authorization or Power of Attorney Issued by
Address for communications under the
current Bid
2. Banker's
Name
Address
Bank Account Numbers
3. OEM Production Capacity of Quoted Product (per Day)
4. Earnest Money Name of the Bank
Date
5. Details about Corporate Social Responsibility
Please provide undertaking
Sign & Stamp of Authorized Person
70
Annexure - 7: Bill of Quantity
Sr. # Items Description Unit QTY
1.
Laptop computers as per Technical Specification Numbers 200,000
2.
User instructions in English 200,000
3 Do’s and Don’ts instruction guide in English and if feasible in Urdu as well
200,000
4.
Laptop Backpack as per tentative specification 200,000
6.
CDs ( Software CDs and other) (if required) As per
requirement
200,000
7.
Other quantifiable items as required by the HEC
according to bid document
Number 200,000
8 Differential Cost of Optional upgrade specifications 200,000
9 Optional components* 10,000
* HEC has asked the prices of these optional components for the purpose of facilitating the
beneficiary students beyond the warranty period for next two (02) years OR during the warranty
period for situations which are not covered under warranty. These prices will be locked and
mentioned in Warranty Card for students’ information and facilitation. HEC shall not be making
these optional components as part of the LOA. However, these prices shall be included in order
to determine the total bid value for the purpose of Financial Bid Comparison.
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Annexure - 8: Bill of Cost(s)
Cost per Laptop Computers should be inclusive of Accessories, Services/ Maintenance and Warranty etc.
Cost Component 1: Hardware: Laptop Computers
A1: Laptop Parts to be imported as SKD/ CKD to produce locally assembled Laptops
Sr. #
Details
Cost per Laptop Computer (200,000 SKD/ CKD units)
US $ PKR
1. Basic Cost (As per minimum specifications mentioned at Annexure-I)
2.
Mobile Processor (Upgrade differential cost from Core i3/ M3 7th Generation to Core i5/m5 5th Generation)
3. Memory (Upgrade differential cost from 4GB LPDDRIIIL to 8 GB LPDDRIIIL)
4. Hard Disk Drive (Upgrade differential cost from 500 GB to 1 TB)
5. Stylus (Classic stylus with fine tip) 2.6. Freight By Ship
3.7. Custom and other import duties
4.8. Excise Duty if any
5.9. General Sales Tax (GST)
6.10. Income Tax (IT)
7.11. Other Taxes/ Duties (Please mention without which it will not be accepted)
8.12. Others fees/ charges (Please mention)
a. Total SKD/ CKD Cost per Laptop without Taxes (S. No. 1 + 2 + 3 + 4 + 5)
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b. Total SKD/ CKD Cost per Laptop with Taxes (Sum of S. No. 1 to 12)
c. Total Cost of All (200,000) SKDs/ CKDs Laptops for the year without Taxes
d. Total Cost of All (200,000) SKDs/ CKDs Laptops for the year with Taxes
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A2: Cost of Optional Components (inclusive of all taxes and duties)
Sr. # Details
QTY Unit Cost (US$) Total Cost (US $) Total Cost (PKR)
1. Display Screen 10,000 2. Keyboard 10,000 3. Battery 10,000 4. Hard Disk Drive (500 GB) 10,000
5. Memory 4 GB LPDDRIIIL 10,000
B: Local Services (including Assembling, Logistics, Distribution, etc.) Costs
Sr. # Details
Services Cost per Laptop Computer (200,000 units)
Local Assembled (200,000 units)
PKR
9.6. Assembling For 200,000 units
10.7. Logistics
11.8. Distribution
12.9. Other(s)
13.10. Services Tax
14.11. Income Tax (IT)
15.12. Other Taxes/ Duties (Please mention without which it will not be accepted)