Procurement of 450 Kitchen Gardening Toolkits and Vegetables Seeds in Taluka Digri, District Mirpurkhas, Sindh  

Tender Reference Number: 6000249-2026-09-PVDP-BMZ 

Procurement / Tendering procedure: Negociation procedure without a call for competition 

Delivery location: 15 villages in UC Ghulam Muhammad Nohri, UC Kangoro, UC Mir Fateh Khan,  UC Mir Khuda Bux, UC Puban & UC Sufan Shah, Taluka Digri, District Mirpurkhas. 

The contact person for this tender is: Mr. Nouman Aman, Admin & Procurement Manager, Tel:  0233-821680, [email protected] 

Table of content 

1. About the project...................................................................................................................... 1 2. Description of the goods/services/trade or work .............................................................. 1 a. Bill of quantity / Description of the service.......................................................................... 2 b. Division into lots .................................................................................................................... 2 3. Application process................................................................................................................. 2 a. Relevant dates ....................................................................................................................... 2 b. Formal requirements............................................................................................................. 2 c. Instructions for the bidder .................................................................................................... 3 4. Bidder Eligibility........................................................................................................................ 4 5. Evaluation and award criteria................................................................................................ 5 a. Other exclusion criteria......................................................................................................... 5 b. Award criteria......................................................................................................................... 5 6. Contracting conditions ........................................................................................................... 5 a. The contract ........................................................................................................................... 5 b. (For the delivery of goods/services) Defects ....................................................................... 5 c. Payment conditions............................................................................................................... 6 d. Cancellation or modification of the procedure................................................................... 6 Annexes ............................................................................................................................................. 6 

1. About the project  

With funding from the German Ministry for Economic Cooperation and Development and the Ger man Medical Aid Organization action medeor e.V., Participatory Village Development Programme  (PVDP), a non-profit and non-governmental organization in Sindh, is implementing a 28-month project entitled “Healthy Communities - Bright Future: Strengthening remote village communities  to create healthy livelihoods in rural Sindh, Pakistan” in Mirpurkhas District. 

2. Description of the goods/services/trade or work 

Type: Delivery of goods

1 

Alternative offers are not accepted. 

a. Bill of quantity / Description of the service 

Sealed Quotations are invited from qualified companies/suppliers for the supply and delivery of  450 kitchen gardening toolkits and vegetable seeds in accordance with the technical specifica tions set out in Annex III. Where applicable, PVDP reserves the right to increase / decrease the  quantity by up to 20%. 

The offered unit prices shall include all costs related to standard branding and visibility in four (4)  colors, including logos, in accordance with donor visibility requirements on vegetables Seeds  packing. Final branding specifications will be provided after contract award. Delivery of the 450 kitchen gardening toolkits and vegetables seeds is to be split into multiple  deliveries to the designated delivery locations. All deliveries must be completed within a maxi mum of 10 calendar days from the date of contract signing. The detailed delivery schedule, in cluding quantities, locations and delivery dates for each consignment, will be agreed with PVDP  at the time of contract signature. 

b. Division into lots 

The products are not divided in lots. 

3. Application process 

This procedure is a negotiation procedure without a call for competition. 

a. Relevant dates  

These dates are fixed by PVDP, offers submitted after the deadline will not be considered. b. Formal requirements 

Submission in a sealed envelope, on the company letterhead, with the address and phone/fax  number of the company. The bid must contain the following documents:

- The offer along with one set of this “Terms of References”, signed by the person in  charge and with the date of validity of the offer, insofar as the binding period is  longer than required.  

- Contractor declaration (annex I), filled, signed and stamped. 

- Declaration of honor (annex II), filled, signed and stamped. 

- NTN/GST certificate copies. 

- Company profile, including client name, the volume of contract, the location of  services and relevant experience of comparable services. 

Bids must comply with requirements a. to b. 

According to legal stipulations, we must exclude at this stage of formal and technical review: 

- offers received after the submission deadline 

- offers where the changes made by the bidder are doubtful 

- offers without prices 

- not authorized alternative offers 

- offers that do not meet specifications outlined in this ToR 

In the case that certain documents may be missing from the offer:  

☐ the bid will be excluded from the evaluation process. 

☒ the tenderer will ask the bidder to complete their offer within 02 working days after this request  is made. If the offer is still incomplete after this deadline, the offer will be excluded from the eval uation process.  

All types of documents related to the economic evaluation of the offer on the basis of the award  criteria cannot be submitted or completed after the deadline for the submission. Offers missing  such documents will be excluded of the tender process. 

c. Instructions for the bidder 

• All correspondence and documents related to the quotation procedure, contracts and re porting must be made in English.  

• All bids must be submitted per sealed enveloppe to the following address: Procurement Committee, Participatory Village Development Programme (PVDP),  Head Office Near Muhammad Medical College & Hospital Rattanabad, Mirpurkhas Sindh,  Tel: 0233-821680 

• For any queries or additional information, please contact: 

Mr. Nouman Aman  

Admin & Procurement Manager 

Tel: 0233-821680 

Email address: [email protected] 

• To maintain equal treatment among the bidders, all questions and answers asked before  the submission deadline will be transferred to all applicants.  

• The price of the offer must be indicated in Pak Rupees (PKR). Provide the unit price for  each item, lump-sum will not be considered. 

• Delivery of the 450 kitchen gardening toolkits and vegetables seeds will be split in multi ple deliveries on different dates. Bidders must indicate the estimated delivery timeline  for the complete delivery of the full quantity within a maximum of 10 calendar days from  the date of contract signing. 

3 

• Offers must include all taxes, as well as all costs related to branding, delivery, transpor tation, loading, unloading & packing of Kitchen Gardening Seeds and any other fees that  may be incurred. 

• Payment details of the supplier must be clearly stated e.g. to whom cheque should be  addressed and if necessary. 

• Contract performance by subcontractors is only permissible with the prior written con sent of the client. 

• The bidder can withdraw and change its offer at any time until the deadline for the sub mission. All offers sent at the moment of the submission deadline are final. • Shortlisted bidders will be requested to submit physical samples within the deadline  specified by PVDP. The samples will be evaluated in accordance with the technical spec ifications and quality criteria set out in Annex III and Section 5(b). Submission of a com pliant sample does not automatically result in contract award. The award will be made to  the bidder achieving the highest overall score for price and quality. 

• Delivery location: 15 separate villages of UC Ghulam Muhammad Nohri, UC Kangoro,  UC Mir Fateh Khan, UC Mir Khuda Bux, UC Puban & UC Sufan Shah Taluka Digri District  Mirpurkhas, Sindh. 

Final acceptance shall take place at village level by PVDP representatives upon delivery and in spection. 

4. Bidder Eligibility 

This tender is addressed to goods/service suppliers in Pakistan. Bidders must meet the following eligibility criteria to be considered for the award: 

1. The bidder must demonstrate that it is an operating company with legal status in Pakistan. 2. The bidder must fulfill, respect, and ensure the conditions in annex I (contractor declara tion), and annex II (declaration of honor); the bidder should fill, sign, and stamp the two annexes as part of the application documents.  

3. The bidder must be a reliable and financially sound entity with the required human and  financial resources to carry out the assignment. Proof of eligibility and capacity must be  provided in the form of copies of valid NTN/GST certificates. 

4. The bidder shall meet at least one of the following criteria: 

a) Successful completion of at least three (3) similar supply contracts in the last three  years; or 

b) A minimum of two (2) years of experience in providing comparable services and supply ing similar goods. 

Evidence shall include copies of contracts, purchase orders, completion certificates, ref erence letters or other verifiable documentation stating the client, contract period, scope  and value. 

5. The bidder shall complete the delivery of all goods within a maximum of 10 calendar days  from the date of contract signing. 

Bidders, who do not meet these criteria, will be excluded from the procedure. 

Bidders must be excluded if the contracting authority/buyer becomes aware that a person whose  conduct is attributable to the bidder's company has been convicted of a criminal offence by a  court or if a fine has been imposed on the company for a criminal offence or if proceedings are  currently pending.

4 

5. Evaluation and award criteria 

a. Other exclusion criteria 

The offer will be excluded from the procedure, if: 

1. It does not include all the documents as listed in 3. b., and is therefore incomplete 2. The bidder does not meet all the criteria listed in 4. and is therefore not eligible for this  tender. 

b. Award criteria 

☐ The contract is awarded to the offer with the lowest price. 

☒ The award will be made according to the best price-performance-ratio. Stage 1 – Preliminary evaluation and shortlisting: 

All offers will first be assessed for formal completeness, bidder eligibility, compliance with the  mandatory technical specifications and financial feasibility. Based on this assessment, a maxi mum of five eligible bidders will be shortlisted and invited to submit physical samples. 

Stage 2 – Evaluation of price and samples: 

The submitted samples must comply with all mandatory technical specifications set out in Annex  III. Compliant samples will additionally be assessed against predefined and documented quality  criteria, including material quality, workmanship, durability, functionality and, where applicable,  seed quality. 

The final evaluation will take into account both the offered price and the quality of the submitted  samples, based on the following weighting: 

- Price: 60% 

- Quality of submitted samples: 40%.  

The contract will be awarded to the bidder achieving the highest overall score, provided that all  mandatory requirements are met.  

The successful bidder will be informed by written award notification. Through this notification, the contract is concluded and becomes legally effective. 

6. Contracting conditions 

a. The contract 

By submitting your offer, you agree to these terms. The conclusion of the contract occurs at the  award of the bid. The signing of the contract, done after the award of the tender, is only a matter  of formality. Divergent contractual conditions such as delivery periods, payment modalities, etc.  are inadmissible and cause the exclusion of the bidder. 

b. (For the delivery of goods/services) Defects 

The supplier shall be fully responsible for the goods, including packaging, loading, transportation,  unloading and insurance, until final delivery and written acceptance by PVDP at the designated  delivery locations. Any loss of, or damage to, the goods occurring during transportation or before 

5 

final acceptance shall be borne exclusively by the supplier and shall be remedied at no additional  cost to PVDP. In the event of delivery of defective or inadequate products or services, the tenderer  shall be obliged to replace them within a maximum of two weeks from the date of detection of the  defect and the tenderer shall be obliged to bear all costs of analysis and destruction of the defec 

tive products. The customer/organization, in turn, undertakes to report any defects to the con tractor without delay after becoming aware of them. 

c. Payment conditions 

Payment shall be made in Pakistani Rupees (PKR) upon fulfillment of the contractual obligations.  Payments will be processed within one week of invoice submission, after deduction of all appli cable taxes, and will be made by crossed cheque. 

d. Cancellation or modification of the procedure 

Changes to deadlines or the ToRs, as well as a transfer back to a previous state of the procedure  are possible at any time. 

A cancellation, transfer back or modification to the procedure is possible at any time and may  occur for example if:  

- the bidding procedure has been unsuccessful, for example if no qualitatively or financially  worthwhile quotations have been received or there has been no response at all, - the economic or technical parameters of the project have been fundamentally altered, - exceptional circumstances or force majeure render normal performance of the project im possible or all technically compliant quotations exceed the financial resources available,  - there have been irregularities in the procedure, in particular if these irregularities have pre vented a fair competition. 

- modifications to the requirements of the German public grant authorities require an adjust ment or cancellation of the tender procedure. 

In the event of the procedure’s cancellation, PVDP will notify the contractors. If the quotation pro cedure is cancelled before any bid has been opened, the sealed envelopes will be returned, uno pened, to the contractor. 

In no circumstances is PVDP liable for damages, whatever their nature (in particular damages for  loss of profits) due to the modification of the procedure or the cancellation of a bid, even if PVDP  has been advised of the possibility of damages. The publication of a procurement notice does not  commit PVDP to implement the program or project announced.  

Annexes 

1. Annex I Contractor declaration  

2. Annex II Declaration of honor 

3. Annex III Details of Required Items 

6 

ANNEX I- CONTRACTOR’S DECLARATION 

To be completed and signed by the contractor/supplier. 

In response to your letter of invitation to bid for the above contract, I, the undersigned, hereby  declare that: 

• We have examined and accept in full the content of the request for quotation of pro curement of 450 Kitchen Gardening Toolkits and Vegetables Seeds at 15 villages in  Taluka Digri, District Mirpurkhas, Sindh. We hereby accept its services in their en tirety, without reservation or restriction. 

1. We offer to deliver, in accordance with the terms of the quotation request and the  conditions and time limits lay down, without reserve or restriction. 

2. This bid is valid for 30 days from the final date for submission of application. 3. I am submitting this application in our own right and confirm that I am not bidding for  the same contract in any other form.  

4. I also understand that if I fail to provide this proof within 15 calendar days after receiving  the notification of award, or if the information provided is proved false, the award will  be considered null and void. 

5. I agree to abide by the ethics clauses that we have no potential conflict of interests or  any relation with other candidates or other parties in the tender procedure at the time  of the submission of this application. 

6. I will inform PVDP management immediately if there is any change in the above cir cumstances at any stage during the implementation of the contract. We also fully rec ognize and accept that any inaccurate or incomplete information deliberately provided  in this application may result in our exclusion from this and other contracts funded by  action medeor/PVDP. 

7. I note that PVDP is not bound to proceed with this invitation to bid and that it reserves  the right to award only part of the contract. It will incur no liability towards us should it  do so. 

Name and Surname: __________________________________ Contact no. ___________  Signature: ___________________________________________ 

Duly authorized to sign this tender on behalf of:  

Name of company: _____________________________________________________ Place, date and stamp: _________________________________________________

7 

ANNEX II- DECLARATION OF HONOR STATEMENT 

Herewith, I declare that there is no established conviction by final judgment for one of the  following grounds for any responsible person of the organization. Further, I declare that there  is no severe breach of regulations, which renders its integrity questionable: Participation in a  criminal organization, corruption, fraud, terrorist offences, money laundering or terrorist financ 

ing, child labour and other forms of trafficking in human beings. 

Optional exclusion grounds exist:  

Breach of social, labour or environmental law ☐ Yes ☐No Bankrupt ☐ Yes ☐No Insolvency ☐ Yes ☐No Guiltiness of grave professional misconduct ☐ Yes ☐No Occupational ban ☐ Yes ☐No Distortion of competition, bid rigging ☐ Yes ☐No Breach of confidentiality ☐ Yes ☐No 

I declare that the organization fulfilled all obligations of payments of taxes or social security  contributions. 

Moreover, in response of your letter of invitation to bid for the above contract, I, the under signed, hereby declare that all the works offered will be realized in accordance with Interna tional Rules against exploitation of child labour and gender discrimination, as well as in the  respect of basic social rights and working conditions. 

Name and Surname: __________________________________  

Signature: ___________________________________________ 

Duly authorized to sign this tender on behalf of:  

Name of company: _____________________________________________________ Place, date and stamp: _________________________________________________

8 

Annex III