Form Dp-1 Invitation To Tender General Instructions To Tender For/Cip/F.O.B/Direct
Form Dp-1 Invitation To Tender General Instructions To Tender For/Cip/F.O.B/Direct
Form Dp-1 Invitation To Tender General Instructions To Tender For/Cip/F.O.B/Direct
FORM DP-1
INVITATION TO TENDER
GENERAL INSTRUCTIONS TO TENDER
FOR/CIP/F.O.B/DIRECT
No._______ 470843/P-47_______
Directorate of Procurement (Air)
Air Headquarters, NUR Khan
Chaklala Rawalpindi.
Tel : +92-51-9281367
Fax : +92-51-9271499
Date : ____14-02-2019_____
M/s ______________________________
_________________________________
Dear Sir,
2. Conditions Governing Contracts This IT mean the agreement entered into between
the parties i.e. the „Purchaser‟ and the „Seller‟ on Directorate General Defence Purchase (DGDP)
contract Form “DP-19” in accordance with the law of contract Act, 1872 and those contained in
Defence Purchase Procedure DP-35 (Revised 2002) and other special conditions that may be
added to given contract for the supply of Defence Stores specified herein.
b. Commercial Offer:
I. The offer will be in single and indicate prices quoted in figures as well as in
words along with essential literature/brochure. It should be clearly marked in fact on
the; envelope “Commercial Offer”, tender number and date of opening. Commercial
offer of only those firms will be opened, whose technical offers are accepted by
technical authorities. Date of opening of commercial offer would be intimated after
receipt of technical scrutiny report from technical authorities. Commercial offer of
technically rejected firms will be returned to the firms un-opened.
II. If the equipment / system is quoted, the price of all major and optional
components to be quoted separately. Conversion rate of FE/LC components will be
considered w.e.f opening of commercial offer.
Special Instructions: Tender documents and its conditions may please be read point by
point and understood properly before quoting. All tender conditions should be responded
clearly. In case of any deviation due to non-acceptance of tender conditions(s), the same
should be highlighted along with your changed offer/conditions outlined by Purchaser in this
IT.
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4. Date and Time For Receipt of Tender: Your tender must reach this office by the date and
time specified in the Schedule to Tender (Form DP-2) attached. This Directorate will not accept any
excuse of delay occurring post. Tenders received after the appointed/fixed time will NOT be
entertained. The appointed time will, however, fall on next working day in case of closed/forced
holiday.
5. Validity of Offer
a. The validity period of quotations must be indicated and should invariably be 120 days
from the date of opening of commercial offer or 30th June which ever is earlier.
b. The quoting firm will certify that in case of an additional requirement of the contracted
item(s) in any qty(s) within a period of 12 months from the date of signing the contract,
these will also be supplied (at the on going contract rates) with discount.
6. Part Bid. You may quote for the whole or any portion, or to state in the tender that the
rate quoted, shall apply only if the entire quantity is taken from you. The Director Procurement
reserves the right of accepting the whole or any part of the tender or portion of the quantity offered,
and you shall supply these at the rate quoted.
Note: This condition would be used very rarely except ration items.
7. Return of IT / With-drawl of Offer
a. In case you are NOT quoting, please return the tender inquiry stating the reasons for
NOT quoting. In case of failure to return the ITs either quoted or not quoted
consecutively on three occasions, this Directorate General, in the interest of economy,
will consider the exclusion of your firm‟s name from our future distribution list of
invitation to tender.
b. If the firm withdraws it offer within validity period the competent authority may place
such firm under embargo for a period, which may be extended up to one year.
8. Photocopies of document: Following information/copy of document must be
provided/attached with offer:-
a. A copy of letter showing firm‟s financial capability.
b. Registration/renewal letter/indexation/additional indexation letter as applicable.
c. Income tax No to be mentioned on the offer and copy of registration certificate issued
by sales tax department.
d. Foreign seller has to provide its registration Number issued by respective Department
of Commerce authorizing export of subject stores.
e. Principal/Agency Agreement. (In case of FOB contracts)
9. Disqualification. Offers are liable to be rejected if:-
a. Taxes and duties, freight/transportation and insurance charges NOT indicated
separately.
b. There is any deviation from the General/Special/Technical Instructions.
c. Offers are found conditional or incomplete in any respect.
d. Treasury Challan is NOT attached with the offer.
e Form DP-3 duly signed, is NOT received with the offers.
f Multiple rates are quoted against one item.
g. Manufacture‟s relevant original brochures and technical details on major equipment
assemblies are not attached in support of specification.
h. Received later than appointed/fixed date and time.
j. Subject to restriction of export license.
k. Offers (commercial/technical) containing non-initialed/ unauthenticated amendments/
corrections/ overwriting.
l. If the validity of the agency agreement is expired.
m. The commercial offer against FOB/CIF/C&F tender quoted in local currency and vise
versa.
n. Principals invoice in duplicate clearly indicating whether prices, quoted are inclusive or
exclusive of the agent commission is not enclosed.
o. Earnest money not provided where applicable.
p. If validity of offer is not quoted as required on IT or made subject to confirmation later.
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10. Earnest Money/Tender Bond:- Your tender must be accompanied by a Bank Draft in favor
of CMA (DP), Rawalpindi for the following amount:-
a. Offers must be accompanied with a Challan form of Rs.200/- (obtainable from State
Bank of Pakistan/Government Treasury) and debit able to Major Head C02501-20,
Main Head-12, Sub Head „A‟ Miscellaneous (Code Head 1/845/30). Each offer will be
covered by one Challan.
b. In case of un-registered firms, whether they have applied for registration or not, will
pay tender inquiry fee (Challan Form) at following rates :-
13. Application of Official Secret Acts All the matters connected with this enquiry and
subsequent actions arising there from come within the scope of the Official Secret Act, 1923. You
are, therefore, requested to ensure complete secrecy regarding documents and stores concerned
with the enquiry and to limit the number of your employees having access to this information.
14. FORM DP2, DP-3 and Questionnaires: Form DP-2, DP-3 and Questionnaires duly filled in
are to be returned with the offer duly signed by the authorized signatory/person.
15. Copy of DP-35 Revised 2002: Copies of DP-35 revised 2002 are available with
Registration Section DGDP and same be obtained by the supplier on payment at the rate of Rs.
250/- each.
17. Apeal against rejection of Bid:- Bidder aggrieved by technical rejection of their offers may
forward their appeal to Grievance Redressal Committee constituted at DP (Air). All such appeal be
forwarded in writing within 15 days of technical rejection. Complaints received after 15 days would
not be entertained.
18. Tender Opening:- Technical offer shall be opened at least thirty minutes after the deadline
for submission of bids on same day. Commercial offers will be opened at later stage if technical offer
is found acceptable on examination by technical authorities of Service HQ. Date and time for
opening of Commercial offer shall be intimated later. Only legitimate / registered representatives of
firm will be allowed to attend the tender opening.
Enclosure:-
DP-2
PART-1
SCHEDULE OF TENDER
1. I/T NO ___________470843/P-47_________________
Special Instructions
4. The firm shall indicate availability of raw material and in case the same is to be
imported then will give the requirement for import license.
5. The price quoted must be net per accounting unit as shown in the schedule to
tender inclusive of sales Tax /Excise Duty/Surcharge (fix/variable taxes or any other
relevant tax). The breakdown of price will be indicated is as under:-
6. Prices will be mentioned for each item separately both in figures and words.
Additional information if any would be linked with entries on the schedule tender.
7. Only one rate will be quoted for entire qty, item wise and multi-rates if quoted
will lead to rejection of offer.
8. In case of FOR Contracts the price will be quoted in Pak Currency and in case
store is to be imported, then quotation should be on FOB basis indicating the element
to be added to make it CIF/C&F/FSA in such cases %age to be paid in foreign,
currency and commission to be paid in Pak Currency will be clearly indicated.
10. In case of OEM products are offered, OEM part No and its interchangeability
with demanded part No should be indicated and provided with the help of relevant
catalogue/extract.
11. FOR Station/FOB port must be given while filling the schedule.
DP-2
PART-II
LEGAL/ADMINSTRATIVE
TERMS AND CONDITIONS GOVERNING THE CONTRACT
(to be filled by DP as appropriate this IT as per DP-35)
6. Late Delivery In the event in delivery at Supplier‟s fault, the Supplier shall inform the
purchaser before expiry of such delivery period giving reasons/justification for it. The purchaser shall
have the right to take following actions:-
(DP-2 Part-II)
7. Shipment In case of FOB contracts, shipment will be made through PNSC vessel or PIAC
on Purchaser‟s account. Details to be incorporated in the contract. Shipment through foreign
vessel/flight due to any compulsion will require prior approval of Purchase/DGDP. For further detail
referred to DP-35.
9. Subletting Supplier not allowed wholly or part of the contract to any other firm/company
without prior permission of the Purchaser. Firm found in breach of this clause will be dealt with as
per purchaser‟s right and discretion.
11. Export License/Permit/End User Cert. It shall be the responsibility of the supplier to obtain
form the Government concerned all permits and export licenses, etc required to enable each
consignment to be shipped immediately as per the delivery schedule. In case the supplier fails to
arrange export license within 30 days of signing the contract the purchaser reserves the right to
cancel the contract on the risk and expense of the supplier without prior notice. The purchaser will
provide End User Certificate (EUC) to the supplier within 15 days of signing of the contract for the
purposes of getting the export license/permit. However purchase will not be responsible to arrange
export license/permit on behalf of the supplier for the export of the contracted goods/stores.
12. Failure/Termination The purchaser shall be entitled to terminate the Contract on Risk
and Expense for default on the part of supplier. In case the Purchaser elects to terminate the
Contract, the Purchaser shall give notice in writing to the Supplier to make good the default. Should
the Supplier fail to initiate proceedings in order to comply with the notice within 15 days from the
date of servicing of such notice, the Purchaser may forthwith terminate this contract by notice in
writing to the Supplier without prejudice to any rights of supplier. Extra cost if incurred on re-
purchase form else where will be on your account.
13. Secrecy The Supplier shall undertake that any information about the sale/purchase of
the stores under this contract shall not be communicated to any person, other than the manufacturer
of the stores, or to any press or agency not authorized by the Director General Defence Purchase
Division to receive it. Any breach on this account will be punishable under the Official Secret Act-
1923 in addition to termination of the contract at the risk of Supplier.
14. Signature on Appendix V to DP-2 Part-II. In case of un-registered firm, the attached
Appendix V to DP-2 Part-II is required to be signed by the supplier. (Ref DGDP letter No
1566/01/Gen/Registration dated 19 February, 2014)
15. Award of Contract to Un-Registered Firm Valuing Rs 1 Million and above. In case of
contract is awarded to un-registered firm valuing Rs 1 Million and above, BG from any scheduled
Pakistani Bank will be submitted to DP (Air) BEFORE SIGNING OF THE CONTRACT. (Ref DGDP
letter No 1566/01/Gen/Registration dated 19 February, 2014).
1. Technical Specifications
b. All stores/items/Goods delivered would be brand new, from current year of production,
confirming to purchaser specifications/ satisfaction. The supplier will provide all the
OEM certificate, quality certification/inspection documents to the purchaser confirming
the quality of the product being supplied under this contract. Stores must bear the
manufacturer‟s identification marking/monogram.
6. Checking of Store at Consignee End All stores will be checked at consignee‟s end, in the
presence of supplier‟s representatives. If for the reasons of economy, or any other reason, the
supplier decides not to nominate his representative for such checking; an advance written notice to
this effect will be given by the supplier to the consignee prior to or immediately on shipment of
stores. In such an event the supplier will clearly undertake that the decision of consignee with regard
to quantities and description of a consignment will be taken as final and discrepancy found will be
accordingly made up by supplier. In all other cases the consignee will inform the
supplier about arrival of consignment immediately on receipt of stores through registered mail or fax.
If no response from the supplier is received within 15 days form initiation of letter the consignee will
have the right to proceed with the checking without supplier‟s representative. Consignee‟s report on
checking of stores will be binding on the supplier in such cases.
7. Packing/Marking The Supplier shall be responsible for proper packing of the stores in
accordance with the relevant paper particulars under the conditions laid down in the contract or
other relevant instructions on the subject in standard export packing worthy of transportation by
Sea/Air/Road/Rail so as to ensure their contents being free from loss or damage due to faulty
packing on arrival at the ultimate destination. Packing of stores will be done at the expense of the
Supplier. All packing cases, containers and other packing material shall become the property of the
State on receipt. Marking of packages/containers shall also be done by and at the expense of the
Supplier in accordance with the instructions given by the Purchaser. Failure to mark consignment in
accordance with these instructions will render the store liable to rejection. Any loss
occurred/demurrage paid due to wrong marking will be made good by the Supplier.
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Appendix II
To part-II
TO IT NO._______
CERTIFICATE
Principal
_______________
_______________
Seal & Signature
COUNTERSIGNATURE
______________________
______________________
DP Concerned
Seal & Signature
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Appendix IV
To part-II
TO IT NO.___________
CONTRACT NO._____________________________
DATE___________________________________
NAME OF FIRM/CONTRACTOR:
________________________________________________________
ADDRESS OF FIRM/CONTRACTOR:
_________________________________________________________________________________
NAME OF GUARANTOR:
______________________________________________________________
ADDRESS OF GUARANTOR:
__________________________________________________________
AMOUNT OF GUARANTY: Rs.____________________________________ (In Words)__________
DATE OF EXPIRY OF GUARANTY.________________________________________
To : The President of Islamic Republic of Pakistan through the Controller of Military Accounts (Defence
Purchase). Rawalpindi
Sir,
1. Whereas your good self have entered into Contract No.____________________ dated
_____________________with Messrs _________________________________
(FULL NAME AND ADDRESS)
Hereinafter referred to as our customer and that one of the conditions of the
Contract is the submission of unconditional Bank Guaranty by our customer to your good-self for a sum of
Rs.____________________Rupees ----------------------------------------------------------------------------------
2. In compliance with this stipulation of the contract, we hereby agree and undertake as under:-
a. To pay to you unconditionally on demand and/or without any reference to our Customer an
amount not exceeding the sum of Rs._________________________
Rupees_____________________________________________________
as would be mentioned in your written Demand Notice .
b. To keep this Guaranty in force till __________________________
c. That the validity of this Bank Guaranty shall be kept one clear year ahead of the
original/extended delivery period or the warrantee of the stores which so ever is later in
duration on receipt of information from our Customer i.e. M/s
________________________________ or from your office. Our liability under this Bank
Guaranty shall cease on the closing of banking hours on the last date of validity of this Bank
Guaranty. Claim received thereafter shall not be entertained by us whether you suffer a loss or
not. On receipt of payment under this guaranty, this document i.e. Bank Guaranty must be
clearly cancelled, discharged and returned to us.
d. That we shall inform your office regarding termination of the validity of this Bank Guaranty one
clear month before the actual expiry date of this Guaranty.
e. That with the consent of our customer you may amend/alter any term/clause of the contract or
add/delete any term/clause to/from this contract without making any reference to us. We do
not reserve any right to receive any such amendment/alternation or addition/deletion provided
such like actions do not increase our monetary liability under this Bank Guaranty which shall
be limited only to Rs. _________________________ (Rupees _____________________
f. That the Bank Guaranty herein before given shall not be affected by any change in the
constitution of the Bank or Customer/Supplier or Vendor.
g. That this is an unconditional Bank Guaranty, which shall be encashed on sight on presentation
without any reference to our Customer/Supplier or Vendor.
GUARANTOR :
Dated: __________ BANK SEAL & SIGNATURE :
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Appendix III
To part-II
To IT NO.___________
DPL-15
Firm‟s Name.___________________________________________________________
Contract No: __________________________
1. We hereby guaranty that the articles supplied under the terms of this contract are produced
now in accordance with approved drawings in all respect in accordance with the terms of the
contract, and that the material used, whether or not of our manufacture, are in accordance with the
latest appropriate standard specification, and also in accordance with the terms of the contract
complete of good workmanship throughout and that will replace free of cost (CIF) Karachi/Islamabad
as the case may be every article or part hereof which before use or in use shall be found defective
or is found not within the limits and tolerance of specification requirement or if any way are not in
accordance with the requirements of the contract.
2. In cased of our failure to replace the defective stores free of cost within a reasonable period,
we will refund the relevant cost (CIF) Karachi/Islamabad as the case may be in the
currency/currencies in which received plus freight charges, up to consignee‟s and the purchaser
shall have the right to purchase the stores declared defective at our risk and expense.
3. The supplier also undertakes to make good the deficiency in supply if any.
4. The warranty will remain valid for __________ months/years on receipt of stores by the
consignee.
Signature: _____________________
Dated: ________________________
The signature must be the same as the one on the Tender/Contract, if otherwise must be shown to
be the signature a person capable of giving guaranty on behalf of the contractors.
DP-3
UNDERTAKING
To:
THE DIRECTOR PROCUREMENT (AIR)
(Section P-47)
Air Headquarters, NUR KHAN
Chaklala Rawalpindi
Dear Sir,
1. I/We hereby offer to supply to the Director of Procurement (Air) the stores detailed in
schedule to the tender inquiry or such portion thereof as you may specify in the acceptance of
tender at the prices offered against the said schedule and further agree that this offer will remain
valid up to _____________ and will not be withdrawn or altered in terms of rates quoted and the
conditions already stated therein or on before this date. I/We shall be bound by a communication of
acceptance to be dispatched within the prescribed time.
2. I/We have understood the Instructions to Tenders and General Conditions. Governing
Contract in Form No.DP-35 (Revised 2002) included in the pamphlet entitled, Government of
Pakistan, Ministry of Defence (Directorate General Defence Purchase) “General Conditions
Governing Contracts” and have thoroughly examined the specifications/drawings and/or patterns
quoted in the schedule hereto and am/are fully aware of the nature of the stores required and
my/our offer is to supply stores strictly in accordance with the requirements.
Yours faithfully,
Appendix-V
To Part-II
To IT No
AFFIDAVIT/UNDERTAKING
(WORTH RS 100/- ON JUDICIAL STAMP PAPER)
Station___________ Signature___________________
Dated___________ Name______________________
Appointment in Firm___________
NOTE:- 470843/P-47
5 Validity of Offer
4. Your firm is required to give confirmation of following points in your technical offer in case of
any change, same be highlighted in remarks column. Technical offer be submitted in two copies.
Agreed/
S. No Description of Points Remarks
Not Agreed
Store must be factory new and from current
a.
production.
Delivery of the Store: - As soon as possible but
b.
not later than 03 months
c. Offer must be valid up to 120 days.
Complete technical detail of store may be furnished
d.
with technical offer.
The firm will provide two original Brochures of each
e.
item.
Firm must provide previous installation detail of quoted
items in Pakistan along with quotations for quick reference
f.
during technical vetting.
Training
2. Delivery of Store: Supplier will deliver the store to designated hospital/medical squadron at
his own arrangement and provide copy of delivery challan duly signed and stamped by the concern
section log officer to Dte of Q&E and No 101 ALC PAF.
3. Offering the store: Supplier should offer the store for physical inspection to AHQ Dte of
Q&E/ No 1QC FIt PAF under intimation to all concern just after delivery of store at user end for
smooth and prompt inspection of store.
4. Conduct of Physical Inspection: Physical inspection of offered store will be under taken by
Dte of Q&E / No 1 QC FIt with assistance of co-opted member of specialist Dte (Specialist Doctor
and EME staff) in the presence of supplier expert technical rep at concern hospital/ medical Sqn as
follows:-
Note: -
(a) In case of premature failure, firm has to replace the item free of cost.
(b) The supplier shall provide all necessary facilities to the inspectors for smooth
and prompt inspection of store.
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(e) Packing: -
(i) Original OEM packing will be maintained / kept till delivery at end user the item
is to be packed using waterproof material.
(ii) Packing must be suitable for transportation of item over long distance by air /
road / rail.
8. Training: Training of medical officer and staff / Electro-medical staff will be conducted by the
expert rep of supplier at hospital / medical squadron premises as per contract.
9. Issuance of I Note: Inspection note will be issued by Dte of Q&E / No 1 QC FIt after the
receipt of following documents:
(a) Installation certificate during sign by the concern specialist
(b) Delivery challan duly sign and stamped by concern hospital / medical squadron
(c) Acceptance certificates from specialist directorate
Documentary
References as Accepted /
Nomenclature / Offered
TECHNICAL SPECIFICATIONS OR EQUIVALENT per Brochure / Not Accepted
Part Number Specification
Technical / Remarks
offer
FDA:
1. FDA 510 K Certificate with No recall will be acceptable for
all countries
2. FDA (CFG) Certificate will not be acceptable.
CE
1. CE MDD Class 1 for Western European Countries only
MWLH:
1. MLHW (JIS) for Japanese Product only
GENERAL REQUIREMENT: -
1. Power supply 220-240 Volts, 50~60Hz with surge
protector/fuse protection.
2. 1 x UPS (Compatible) also be provided with each
equipment.
3. All standard accessories are to be provided as
mentioned in the original manual provided by the
manufacturer even if not mentioned in the specifications.
4. The EM Equipment should be delivered (complete in all
respect) with all integral components sited in actual place
as mentioned in the original manual provided by the
manufacturer.
5. The Supplier will provide CD and Colored printed copy of:-