Bidding Documents for Supply of Heavy duty printer and camera

Bidding Documents for Supply of Heavy duty printer and camera
Bidding Documents for
Supply of Heavy duty printer and camera
Procuring Agency
Ministry of Labour and Human Resources
29 Nov, 2016
1
Invitation for Quotation (IFQ)
Contract Ref:MoLHR/ADM-6/2016-2017/1042
29 Nov, 2016
Dear Sir/Madam,
1. You are invited to submit your priced bid for the supply of the following items;
i) Heavy duty printer
ii) Camera
iii) Printer
[Information on technical specifications and required quantities are attached]
2. The bidder(s) may quote for any or all items under this invitation. Each item shall
be evaluated and contract awarded separately to the firm(s) offering the lowest
evaluated price for each item.
3. The bidder(s) shall submit one original of the priced quotation with the Form of
Bid and clearly marked ORIGINAL. In addition, the bidder(s) should also submit
one copy marked as COPY. The quotation including all documents in the
attached format should be sealed in an envelope as required by PRR 2009
clause 5.1.7.2 and addressed to and delivered at the following address:
Your quotation in the required format should be addressed and submitted to:
Head, AFD
Administrative and Finance Division
Ministry of Labour and Human Resources
Tele fax: 328431
4. The deadline for receipt of your quotation(s) by the purchaser at the indicated
address is 14 December, 2016 before 11:00 AM and will be opened on the
same day at 11:30 AM.
5. The bid shall be accompanied by a bid security of Nu.10,000/- only in the form of
cash warrant, demand draft or unconditional Bank Guarantee valid till 60 days.
Any bid not accompanied by bid security shall be treated as non responsive.
6. Quotations by fax or by electronic means are not acceptable.
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7. The quotation should be submitted as per the following instructions and in
accordance with the attached Contract. The attached Terms and Conditions of
Supply is an integral part of the Contract.
a) PRICE: all prices shall be quoted in Ngultrum. The quoted price shall be
inclusive of all related costs including taxes, duties and other levies to the
final place of delivery. The final place of delivery is MoLHR.
b) EVALUATION OF QUOTATION: offers determined to be substantially
responsive to the technical specifications will be evaluated by comparison
of their quoted prices. In evaluating the quotations, the purchaser will
determine for each quotation the evaluated price by adjusting the priced
quotation by making any correction for any arithmetical errors as follows;
(i) where there is a discrepancy between amounts in figures and in
words, the amount in words will govern;
(ii) where there is discrepancy between the unit rate and the line item
total resulting from multiplying the unit rate by the quantity, the unit
rate as quoted shall govern unless in the opinion of the Employer
there is an obviously gross misplacement of the decimal point in the
unit rate, in which case the line item total as quoted shall govern, and
the unit rate shall be corrected.
(iii) if the supplier refuses to accept the correction, this quotation will be
rejected and the bid security shall be forfeited.
c) AWARD OF PURCHASE ORDER: the award will be made to the bidder
who is offering the lowest evaluated price that meets the specifications.
The successful bidder will sign a contract as per attached form of contract
and terms and conditions of supply.
d) VALIDITY OF THE OFFERS: your quotation(s) shall be valid for a period
of 2 months from the deadline for receipt of quotation(s).
8. Further information can be obtained from: Procurement Section,AFD,MoLHR
9.
The Ministry of Labour and Human Resources has a budget allocation for the
purchase of Goods and wishes to apply some of that allocation for the purchase
of Goods for which this Request for Quotation is issued.
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10. Depending on the final requirement, the purchaser may increase or decrease the
quantities by fifteen percent (15%) of the purchase order.
11. The quotation(s) will be opened in the presence of bidders or their
representatives who choose to attend at the specified venue and time.
12. The Purchaser is not bound to accept the lowest bid and reserves the right to
accept or reject any or all the bids without assigning any reason whatsoever.
13. The bidder whose bid is accepted will be notified of the award of contract by the
Purchaser prior to expiration of the quotation validity period. The terms of the
accepted offer shall be incorporated in the supply order (sample form attached).
14. Normal commercial warranty/guarantee shall be applicable to the supplied
goods.
15. Ten percent (10%) of the Contract Price shall be paid within thirty (30) days of
signing of the Contract, and upon submission of a claim and an advance
payment guarantee for the equivalent amount valid until the Goods are delivered
and in the form provided in the Bidding Documents.
16. Ninety percent (90%) of the Contract Price shall be paid to the Supplier within
thirty (30) days after the date of the acceptance certificate for the respective
delivery issued by the Purchaser. The ten (10) percent performance security
shall be retained as security deposit and paid at the end of the warranty period or
after six (6) months whichever is later after adjustment of dues if any.
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Schedule of Items and Priced Quotation (bid form)
[describe below the items, unit and quantity of the goods required].
Sl
Item
1 Heavy
Printer
2 Camera
Description
&
Details(minimum specifications of
goods to be supplied)
Duty Specification Attached
3 Printer
Unit
Qty
No.
1
Specification Attached
No.
1
Specification Attached
No.
1
Unit
Rate
(Nu.)
Total
Amount
(Nu.)
Sub-Total for Supply of Goods
Total Amount for Supply of Goods to Purchaser
(including all types of cost)
Goods to be supplied to [MoLHR]
Total Amount in
Nu. (in words)
Delivery period
Warranty
Provided
45 days
One Year
Supplier’s Official Stamp
Signature of Supplier
Name of Supplier
Contact. No.
Date
[The Supplier may attach copies of relevant brochures/catalogue for the goods to be
supplied, which will give sufficient information to carry out effective evaluation]
5
Technical Specification of the Goods Required
i) Heavy Duty Printer
Print speed black:
Normal: Up to 40 ppm
First page out (ready)
Black: As fast as 7.5 sec
Print quality black (best)
Up to 1200 x 1200 dpi
Resolution technology
300 dpi, 600 dpi, HP FastRes 1200, HP ProRes 1200
Duty cycle (monthly, A4)
Up
to
100,000
Recommended monthly page volume
1500
to
Print technology
pages
5000
Laser
Processor speed
540 MHz
Display
2.25-in LCD (text)
4 line display
Up to 18 characters per line
Connectivity
Wireless capability
Yes
Connectivity, standard
1 Hi-Speed USB 2.0
1 10/100/1000T Ethernet embedded print server
1 EIO
1 Host USB 2.0 (front-panel)
2 internal Accessory
Connectivity, optional
EIO internal print servers
External print servers
HP 802.11b/g wireless print servers
Network ready
Standard (built-in Gigabit Ethernet)
Compatible operating systems
Window 10 Windows 8 Windows 7, Windows Vista, Windows Vista x64, Mac OS X
v10.3.9,
v10.4,
v10.5,
v10.6
6
Memory specifications
Memory, standard
128 MB
Maximum memory
640 MB
Paper handling
Paper handling input, standard
100-sheet multipurpose tray 1
Two 500-sheet input trays 2 and 3
Automatic duplex printing
Paper handling input, optional
Optional 500-sheet paper tray (tray 4)
Paper handling output, standard
250-sheet output bin
100-sheet rear output bin
Maximum output capacity (sheets)
Up to 250 sheets
Duplex printing
Automatic (standard)
Media sizes supported
A4, A5, B5 (JIS), A6
Media sizes, custom
Multipurpose tray: 76 x 127 to 216 x 356 mm
Tray 2 and optional 500-sheet feeder/tray (3 and 4): 105 x 148 to 216 x 356 mm
Media types
Paper (bond, color, letterhead, plain, preprinted, prepunched, recycled, rough)
Envelopes Labels Cardstock Transparencies User-defined
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ii) Camera
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iii) Printer
Print speed, black (normal)
Up to 40 ppm
Duplex printing
Automatic (standard)
First page out (ready) black
As fast as 5.6 sec
Resolution (black)
Up to 4800 x 600 enhanced dpi,
Resolution technology
FastRes 1200, ProRes 1200, 600 dpi
Monthly duty cycle
Up to 80,000 pages
Recommended monthly page volume 750 to 4000
Print Technology
Display
Laser
2-line backlit LCD graphic display
Processor speed
1200 MHz
Number of print cartridges
1 (black)
Paper trays, standard
2
Paper trays, maximum
3
Mobile Printing Capability
Google Cloud Print 2.0; Mobile Apps
Connectivity, standard
network
Network ready
Ports
1 Hi-Speed USB 2.0; 1 Host USB; 1 Gigabit Ethernet 10/100/1000T
Standard (built-in Gigabit Ethernet)
1 Hi-Speed USB 2.0; 1 Host USB; 1 Gigabit Ethernet 10/100/1000T network
Compatible operating systems
Windows 8/8.1 all 32 & 64-bit
Windows 10 all 32 & 64- Windows 7 all 32 & 64-bit editions,
Memory, standard
128MB DRAM
Memory, maximum
128MB DRAM
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Supported network protocols
TCP/IP, IPv4, IPv6; Print: TCP-IP port 9100 Direct Mode
Paper handling input, standard
100-sheet multipurpose Tray 1, 250-sheet input Tray 2
Paper handling output, standard
150-sheet output bin
The Supplier is required to mention make / model (as applicable) of the goods to be
supplied and must attach the appropriate original printed literature / brochures for the
various items listed.
Supplier’s Stamp
Signature of Supplier
Name of Supplier
Date
10
Documents required to be submitted as part of the Quotation
The original and copy (ies) of quotation submitted by the supplier shall comprise
the following:
(a)
A duly completed and signed priced quotation as per the Schedule of
Items and the Priced Quotation.
(b)
A valid Trade License;
(c)
A valid Tax Clearance Certificate;
(d)
The required bid security
(e)
Technical Specification of the Goods to be supplied; and
(f)
Any other requirements specified in this document
Terms and Conditions for the Supply of Goods and Payment.
The Terms and Conditions hereinafter may only be varied with the written agreement of
the Purchaser and no terms and conditions put forward at any time by the Supplier shall
form any part of the Contract.
1. The Bid security of Nu 10,000/- will be retained as a performance security with
the Ministry. Performance security will be refunded upon final delivery of goods to
our full satisfactions.
2. The supply of the goods shall be completed within 45 days from the date of
issue of the Purchase Order, or the signing of the contract (if applicable);
3. Payment of the Invoice shall be arranged by the Purchaser, within thirty (30)
days upon submission of original Invoice and TPN number, against the actual
supplied quantities of goods as listed in the Purchase Order.
4. The quoted price shall include all taxes, duties, insurance and any other costs
involved and nothing extra shall be paid.
5. Any goods found defective during the warranty period shall be replaced/repaired
by the supplier at his cost. If the supplier fails to rectify and or replace the
defective goods, the purchaser shall do it at the cost of the supplier.
6. The supplier shall pay liquidated damages at the rate of 0.1% per day for each
day of delay to a maximum of 10% of the quoted price.
7. The Purchaser may, by written notice, terminate the Purchase Order (or Contract
if applicable) in whole or in part at any time for its convenience:
a. if the Supplier fails to perform any other Terms and conditions specified
with the Purchase Order, or exceeds the maximum amount of liquidated
damages.
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b. if the Supplier fails to perform any other obligation(s) under the Purchase
Order, or
c. if the Supplier does not take any remedial action within a period of (7)
seven calendar days after receipt of a notice of default from the Purchaser
specifying the nature of the default(s), or
d. if the Supplier, in the judgment of the Purchaser, has engaged in any
corrupt or fraudulent practices in competing for or in executing the tasks
under this Purchase Order; and
8. The Supplier shall provide the warranty, as stipulated in the Quotation document,
for the goods to be supplied and confirm that if any faults are detected within the
warranty period in the supplied/installed goods, the Supplier shall be bound to
rectify the fault or replace the goods as the case may be. The security deposit
shall be used to cover the cost of supplies not delivered or defective items not
replaced or rectified.
9. The purchaser may procure any of the items from the open market in case the
supplier fails to supply the goods within the stipulated time and realise the
difference amount between the quoted price & market price from the security
deposit.
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Contract Agreement
THIS CONTRACT AGREEMENT made the [insert number] day of [insert month], [insert
year],
BETWEEN
(1)
[insert complete name of Purchaser], a [insert description of type of legal
entity, for example, an agency of the Ministry of .... of the Government of
Bhutan, or corporation incorporated under the laws of Bhutan] and having
its principal place of business at [insert address of Purchaser] (hereinafter
called “the Purchaser”), and
(2)
[insert name of Supplier], a corporation incorporated under the laws of
[insert: country of Supplier] and having its principal place of business at
[insert: address of Supplier] (hereinafter called “the Supplier”).
WHEREAS the Purchaser invited Bids for certain Goods and ancillary services, viz.,
[insert brief description of Goods and Services] and has accepted a Bid by the Supplier
for the supply of those Goods and Services in the sum of [insert Contract Price in words
and figures, expressed in the Contract currency/ies] (hereinafter called “the Contract
Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1.
In this Agreement words and expressions shall have the same meanings
as are respectively assigned to them in the Conditions of Contract referred to.
2.
The following documents shall constitute the Contract between the
Purchaser and the Supplier, and each shall be read and construed as an integral part of
the Contract, viz.:
(a)
(b)
(c)
(e)
(f)
(g)
(h)
(i)
This Contract Agreement;
Terms and Conditions;
Technical Requirements (including Schedule of Supply and Technical
Specifications);
The Supplier’s Bid and original Price Schedules;
The Purchaser’s Notification of Award of Contract;
The form of Performance Security;
The form of Bank Guarantee for Advance Payment;
[insert here any other document(s) forming part of the Contract]
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3.
This Contract shall prevail over all other Contract documents. In the event
of any discrepancy or inconsistency within the Contract documents, then the documents
shall prevail in the order listed above.
4.
In consideration of the payments to be made by the Purchaser to the
Supplier as hereinafter mentioned, the Supplier hereby covenants with the Purchaser to
provide the Goods and Services and to remedy defects therein in conformity in all
respects with the provisions of the Contract.
5.
The Purchaser hereby covenants to pay the Supplier in consideration of
the provision of the Goods and Related Services and the remedying of defects therein,
the Contract Price or such other sum as may become payable under the provisions of
the Contract at the times and in the manner prescribed by the Contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with the laws of Bhutan on the day, month and year indicated above.
For and on behalf of the Purchaser
Signed: [insert signature]
in the capacity of [insert title or other appropriate designation]
in the presence of [insert signature]
[insert identification of official witness]
For and on behalf of the Supplier
Signed: [insert signature of authorized representative(s) of the Supplier]
in the capacity of [insert title or other appropriate designation]
in the presence of [insert signature]
[insert identification of official witness]
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Performance Security
[The bank, as requested by the successful Bidder, shall fill in this form in accordance
with the instructions indicated]
Date: [insert date (as day, month, and year) of Bid submission]
IFB No. and title: [insert no. and title of bidding process]
Bank’s Branch or Office: [insert complete name of Guarantor]
Beneficiary: [insert complete name of Purchaser]
PERFORMANCE GUARANTEE No.:
[insert Performance Guarantee number]
We have been informed that [insert complete name of Supplier] (hereinafter called "the
Supplier") has entered into Contract No. [insert number] dated [insert day and month],
[insert year] with you, for the supply of [description of Goods and related Services]
(hereinafter called "the Contract").
Furthermore, we understand that, according to the conditions of the Contract, a
Performance Guarantee is required.
At the request of the Supplier, we hereby irrevocably undertake to pay you any sum(s)
not exceeding [insert amount(s)1 in figures and words] upon receipt by us of your first
demand in writing declaring the Supplier to be in default under the Contract, without
cavil or argument, or you needing to prove or to show grounds or reasons for your
demand or the sum specified therein.
This Guarantee shall expire no later than the [insert number] day of [insert month]
[insert year],2 and any demand for payment under it must be received by us at this office
on or before that date. We agree to a one-time extension of this Guarantee for a period
not to exceed [six months] [one year], in response to the Purchaser’s written request for
such extension, such request to be presented to us before the expiry of the Guarantee.
[signatures of authorized representatives of the bank and the Supplier]
1
2
The Bank shall insert the amount(s) specified in the SCC and denominated, as specified in the SCC, either in the currency(ies) of the
Contract or a freely convertible currency acceptable to the Purchaser.
Date established in accordance with Clause 19.4 of the General Conditions of Contract (“GCC”). The Purchaser should note that in the
event of an extension of the time to perform the Contract, the Purchaser would need to request an extension of this Guarantee from the
Bank. Such request must be in writing and must be made prior to the expiration date established in the Guarantee.
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Bank Guarantee for Advance Payment
[The bank, as requested by the successful Bidder, shall fill in this form in accordance
with the instructions indicated.]
Date: [insert date (as day, month, and year) of Bid submission]
IFB No. and title: [insert number and title of bidding process]
[bank’s letterhead]
Beneficiary: [insert legal name and address of Purchaser]
ADVANCE PAYMENT GUARANTEE No.: [insert Advance Payment Guarantee no.]
We, [insert legal name and address of bank], have been informed that [insert complete
name and address of Supplier] (hereinafter called "the Supplier") has entered into
Contract No. [insert number] dated [insert date of Contract] with you, for the supply of
[insert types of Goods to be delivered] (hereinafter called "the Contract").
Furthermore, we understand that, according to the conditions of the Contract, an
advance payment is to be made against an advance payment guarantee.
At the request of the Supplier, we hereby irrevocably undertake to pay you any sum or
sums not exceeding in total an amount of [insert amount(s) in figures and words] upon
receipt by us of your first demand in writing declaring that the Supplier is in breach of its
obligation under the Contract because the Supplier used the advance payment for
purposes other than toward delivery of the Goods.
It is a condition for any claim and payment under this Guarantee to be made that the
advance payment referred to above must have been received by the Supplier in its
account [insert number and domicile of the account]
This Guarantee shall remain valid and in full effect from the date of the advance
payment received by the Supplier under the Contract until [insert date3]. We agree to a
one-time extension of this Guarantee for a period not to exceed [six months][one year],
in response to the Purchaser’s written request for such extension, such request to be
presented to us before the expiry of the Guarantee.
_____________________
[signature(s) of authorized representative(s) of the bank]
3
Insert the Delivery date stipulated in the Contract Delivery Schedule. The Purchaser should note that in the event of an extension of the
time to perform the Contract, the Purchaser would need to request an extension of this Guarantee from the bank. Such request must be in
writing and must be made prior to the expiration date established in the Guarantee
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