Background

Pathfinder International currently seeks a firm to supply the below items.

S. No.	Description
1	IT EQUIPMENT’S - (Printers) and Toner for district Field Offices.

*Detailed Specifications are in ANNEX B: Bid Submission Form

 

Conditions

Mode of Transportation	☐          AIR ☐          OCEAN ☒          SURFACE/LAND
U.S. Flag Required	☐     YES      ☒        NO
Incoterm	☐ EXW   ☒  CIP  ☐   DAP  ☐  DDP
Destination Address	1.     Delivery at BHFA Islamabad office (Printers) 2.     Delivery at BHFA Karachi office - Qty 09 & Peshawar office – Qty 06 ( Toners).
General Terms and Conditions	Copy enclosed (see Annex A)
Other	☐    Partial quotes permitted. ☒    Partial quotes not permitted

 

Quote Guidelines and Instructions

 

Please submit all quotes on company letterhead, using the Bid Submission Form in Annex B. All quotes must be valid for a minimum of [30] days and include a photo of the item requested.

 

Any deviations from the specifications should be noted clearly on the quote.

 

In addition, the cover page must include the following information:

• Business name, address, telephone and email
• Contact information.
• Type of Business
• Signature of authorized individual

 

Selection Criteria

 

 

1.                                  I.                  PASS/FAIL: Offeror bid must be valid for 30 days.
2.                                 II.                  PASS/FAIL: Offeror must have valid NTN and STRN.
3.                               III.                  PASS/FAIL: Organization must have Valid Product Authorization Certificate.

 

Offeror’s meeting the PASS/Fail will be evaluated on below criteria.

 

Pathfinder will review and evaluate quotes submitted by the deadline according to the following criteria:

Criterion	Weight (%)
Price	80
Product Delivery	20
Total Weight	100

 

Supplier with a technically compliant offer and lowest CIP cost will be awarded [80] points. All other bidder’s scores will be decreased by 1% for every 1% increase in price from the lowest total price.

The requested item shall be ready for shipment within 2 weeks of issuance of contract. No credit will be given for earlier availability date. All bidders submitting a quote that meet the acceptable range shall receive [20] points. All other bidders scores will decrease by 1%.

Preference will be given to suppliers that are able to quote all items, however; multiple or no awards may be made. 

Payment Terms

Payment will be made net 30 of commercial invoice and receipt of a Goods Receipt Note from end user.

GST Compliance

The project is eligible for a sales tax exemption. GST amount will be withheld, an exemption letter will be provided within 90 days upon receipt of the invoice. If the exemption letter is not provided within this timeframe, the withheld GST amount will be paid upon completion of the USAID compliance timeline of 90 days.

Quotes Deadline

Offers must be received no later than 5:00 PM Pakistani May 24, 2024, by email to [email protected] with a subject line: PI-BID/BHFA//MAY-2024/096: IT EQUIPMENT’S - (Printers) and Toner for District Field offices. Please submit two separate files for your response. One file should include the technical documentation, such as certificates, brochures, and any relevant information required in the technical evaluation. The second file should contain the financial information as specified in Annex B. Only email quotations will be accepted.

Inquiries

Please send your queries at [email protected] by 3:00 PM Pakistani Time May 15, 2024, with a subject line: Q&A- PI-BID/BHFA//MAY-2024/096: IT EQUIPMENT’S - (Printers) and Toner for District Field offices.

 

Terms

 

Pathfinder reserves the right to cancel this solicitation at any point and is under no obligation to issue a subcontract as a result of this solicitation.

 

Pathfinder will not reimburse any expenses related to the preparation of any proposal related materials or delivery.

 

The resulting Purchase Order is subject to the Terms and Conditions in Annex A.

 

Thank you, 

Procurement Department

Pathfinder International

Annex A:

General Terms and Conditions

TERMS OF PURCHASE

 

ACCEPTANCE OF ORDERS.  This purchase order ("Order" or “Contract”) is an offer by Pathfinder International ("PI") to purchase the "goods" and/or "services" (collectively, other provisions specifically incorporated by reference in writing on this Order).  Acceptance of this Order is expressly limited to its exact terms and acknowledgement form and return thereof to PI, by Contractor's return to PI of any other definite and reasonable expression of acceptance, or by attempted part or full performance.  PI objects, and refuses to assent, to the inclusion of any different, conflicting or additional terms proposed by Contractor in acknowledging or accepting the order.  Acceptance by PI of the Items will not constitute acceptance of any terms proposed by Contractor

 

INVOICE REQUIREMENTS: Contractor shall submit an invoice prior to payment for goods or services.  Each invoice shall be numbered and shall include: (a) the Contractor’s name and address, dates of performance and amount of payment requested; (b) a reference by number to this purchase order; and (c) a description of the items for which payment or reimbursement is sought.  Upon acceptance of the deliverables by PI, PI  shall make payment to the Contractor either in local currency purchased by PI at prevailing market rates, or by wire transfer of US Dollars to a local bank account held in the name of Contractor.  PI shall not be liable for fluctuations in exchange rates after such purchase of local currency or wire transfer of funds.

 

RELATIONSHIP:  It is understood and agreed that Contractor is furnishing services to PI as an independent contractor, and nothing contained in the Contract between PI and Contractor shall create any association, partnership, joint venture, employer-employee or agent-principal relationship.

 

CONFIDENTIAL INFORMATION:  Each party shall treat as confidential all information obtained from the other during the course of performance under the Contract, unless such information is in the public domain.  Neither party shall disclose such information without prior written consent of the other, unless compelled to do so by law.

 

ASSIGNMENT:  Neither party may assign its rights or responsibilities under this contract without the prior written consent of the other, except that PI may assign its rights under the Contract if required to do so by law or as collateral for a bank loan or other financing.

 

COMPLIANCE WITH LAWS:  Each party shall comply with all applicable laws, ordinances, rules and regulations of federal, state, and local governments and agencies relating to or affecting the work to be performed under the Contract.

 

INDEMNIFICATION: 

 

         a.  Contractor represents and warrants that no use or sale of any goods, alone or in any combination recommended or specified by Contractor, and no service performed by Contractor, its agents, employees or representatives, will infringe any United States or foreign patent invention, design, copyright or trademark ("property right").  Contractor agrees to indemnify and hold PI, its officers, agents, employees and vendees (mediate and immediate) harmless form any and all loss, expense (including attorney's fees), damage, liability, claims or demands and all judgments and decrees resulting from any actual or alleged infringement or contributory infringement or any property right arising from the use, lease, sale or other transfer of any such goods or from any such services performed hereunder.  Contractor will at its sole expense, upon the written request of PI, defend or assist in the defense of any action which may be brought against PI or anyone using, leasing, selling or otherwise transferring any of PI's products incorporating any such Item by reason of any such actual or alleged infringement or contributory infringement; and PI will have the right to select counsel and actively participate in any such action.

 

         b.  Contractor will indemnify and hold PI and its customers harmless from all penalties, damages and expenses, including attorneys' fees, incurred by PI and/or its customers (whether or not the Order is cancelled) caused by or arising out of Contractor's breach of any term of this Order including, without limitation, the timely performance thereof.

 

         c.  If Contractor's agents, employees or representatives enter premises owned, leased, occupied by or under the control of PI or any of PI's customers or suppliers or if PI's agents, employees or representatives enter upon premises occupied by or under the control of Contractor or any of Contractor's customers or suppliers in the course of performance, Contractor will indemnify and hold PI harmless from and against any and all loss, claim, damages, injury (including death), liability, cost, expense (including attorneys' fees) and any causes of action whatsoever arising out of or in connection with any act or omission of Contractor, its officers, employees and agents.  Contractor will maintain public liability, property damage and employees liability and compensation insurance in reasonable

 

amounts and kinds of sufficient to protect PI from any of said risks and from any claims under any applicable worker's compensation or occupational duties acts.  Contractor will provide PI with proper evidence of such insurance upon request.

 

ENTIRE AGREEMENT:   This contract supersedes all prior oral or written agreements, if any, between the parties concerning the work under this contract and constitutes the entire agreement between the parties with respect to the work to be performed under this contract.

 

MODIFICATIONS:  The scope of work and other terms and conditions contained in this contract shall not be added to, modified, superseded or otherwise changed except by written modification.

 

INSPECTION/ACCEPTANCE:   Prior to acceptance, all Items will be subject to inspection and tests by PI at the place of manufacture and/or such other place selected by PI.  Payment for Items delivered will not constitute acceptance thereof.  Any acceptance resulting from initial inspection performed at PI's facility on receipt of Items will be considered conditional; PI has the right to return to Contractor, at Contractor's expense, Items which subsequently develop defects due to latent causes during inspection, installation and tests of the end product.

 

EXECUTIVE ORDER ON TERRORISM FINANCE: The Contractor is reminded that U.S. laws prohibit transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the recipient to ensure compliance with such laws.  The Treasury Department’s list of Specially Designated Nationals appears at www.treas.gov/offices/enforcement/ofac/sdn/.

 

Termination for Convenience.  Pathfinder International reserves the right to terminate this purchase order or any part hereof for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination.

 

Termination.  Pathfinder International may terminate the Contract or any part thereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any term or condition of the Contract, or fails to provide Pathfinder upon request with adequate assurance of future performance, or in the event of termination of the prime contract for convenience. In the event of termination for cause, Pathfinder shall not be liable to the Contractor for any amount for supplies or services not accepted, and Contractor shall be liable to Pathfinder for any and all rights and remedies provided under the Contract or by law. If it is determined that Pathfinder improperly terminated the Contract for default, such termination shall be deemed a termination for convenience.

 

WAIVER.  Failure of PI to enforce at any time or for any period of time any of the provisions of this contract will not constitute a waiver of such provisions or of the right of PI to enforce each and every provision.

 

DEFAULT:

 

         a.  If any Items are defective or non-conforming or in case of breach of warranty, PI has the right, in whole or in part, in its sole discretion, to (i) return at Contractor's expense (including unpacking, examining, repacking and reshipment charges), for repair, replacement, credit or refund (at PI's sole discretion), all or any part of the order, (ii) cancel or hold all or part of any unfilled balance(s) due, or (iii) inspect or take corrective measures (or both) with the resulting charge as to be borne by Contractor.  If PI requests, Contractor will be present for testing, installing, modifying and adjusting the Items.

 

         b. In addition, if PI cancels the Order, in whole or in part, due to Contractor's breach, or if Contractor fails to make progress or to prosecute the work as to endanger performance of the Order, PI will have all the remedies and damages to which it may be entitled at law and in equity, including, without limitation, incidental and consequential damages.  In all events, Contractor will continue to perform the Order to the extent not cancelled under the provisions of this paragraph.  In addition to, and not in limitation of, any other rights of PI hereunder, upon any cancellation, rightful rejection or justifiable revocation of acceptance of Items, PI will not be liable for cancellation or termination changes and PI will have a security interest in any Items in its obsession or control for any payment made on account of the price hereunder and any expenses reasonably incurred in its inspection, receipt, transportation, care and custody. 

 

In the event of any such termination or cancellation, PI may require Contractor to sell, transfer title and deliver to PI any or all completed or partially completed goods and provide PI, at PI's expense, reasonable technical assistance in establishing an alternate source for Items that have been so cancelled.

 

         c.  PI may cancel the order, in whole or in part (i) upon the filing of any petition in bankruptcy against Contractor, (ii) if Contractor is Order or adjudged bankrupt, becomes insolvent or goes into liquidation, or generally fails to pay debts as they become due, (iii) upon appointment of a receiver or custodian of all or a substantial part of Contractor's assets, (iv) upon admission of Contractor to the benefit of any procedure for the settlement of its debts, (v) upon seizure of all or a substantial part of Contractor's assets by any judicial or governmental procedure, or (vi) at any time such cancellation is required by competent decree, Order, law or regulation of the government of the United States or of any foreign country having competent jurisdiction over the parties and subject matter hereof, or by any respective political subdivision thereof so having competent jurisdiction.

 

         d. Those portions of this contract which by their terms have application after termination will survive the termination of this contract.

 

WARRANTY:

 

         a.  Contractor warrants that all Items fully and strictly conform to the specifications, drawings, samples or other descriptions furnished or adopted by PI; that they are of good material and workmanship and free from defects, including latent defects; that they are new and unused; that they are of merchantable quality; that, if Contractor is or reasonably should be aware of the use for which PI intends to use Items, they are fit for such particular purpose and that they will be free of all liens and encumbrances.  Contractor warrants that it is conveying good title to all goods.  If Contractor is responsible for design, Contractor warrants that such Items are free from defects in design and are fit and sufficient for the purposes intended by PI.  Approval by PI of designs furnished by Contractor will not relieve Contractor of its obligation under this warranty.  Inspection, testing or use of Items will not affect this warranty.

 

         b.  Contractor's warranty will be effective for the period of time set forth on the face of the Order.  If no such period of time is so set forth, this warranty will be effective for the period of one (1) year after date of acceptance of such Items.  Contractor will bear all expenses in connection with returning goods to Contractor for breach of warranty, including, without limitation, expenses and penalties incurred by PI in recalling goods which have been delivered to PI's customers and expenses of redelivery, and will bear all risk of loss or damage to goods while in transit.  This warranty will run to PI, its successors, assignees, customers, and the users of its products and will not be deemed to be exclusive.

 

CODE OF CONDUCT:

 

Ethics and Integrity. The Contractor agrees, in executing this Contract and in performing its obligations in connection therewith, to ensure that it, its officers, directors, employees, agents, lower-tier contractors and suppliers scrupulously avoid violations of laws, regulations or rules; donor requirements; and ethical standards (“misconduct”).

Conflict of Interest. The Contractor must establish appropriate conflict of interest policies and maintain reasonable business standards, procedures and controls to ensure that no conflicts of interest arise during implementation of this Program. A conflict of interest may occur if an interest or activity influences or appears to influence the ability of an individual to exercise objectivity or impairs the individual’s ability to perform his or her responsibilities in the best interest of the Program.  Therefore, Contractor represents that there is no competing interest between Contractor’s performance of this Contract and Contractor's performance under any other contract or agreement to which it is now a party, or intends to become a party to in the future. In the event that Contractor believes that there is any such potential conflict of interest, or any competing interest arises during the term of this Contract or extension thereof, it will advise Pathfinder’s Contractual Contact in writing immediately. For more information on identifying and handling potential and actual conflicts of interest, please contact your Pathfinder Contractual Contact.

 

Improper Payments to Government Officials. Contractor represents that none of its directors, officers, employees or agents is a Government Official or a member of the immediate family (spouse, parent, child, sibling or sibling's spouse) of a Government Official, and that no Government Official is, directly or indirectly, an owner of or investor in the Contractor, except as may be disclosed to the Pathfinder Contractual Contact.

Contractor agrees that, in performing any activity in connection with this Contract, neither Contractor nor any of its directors, officers, employees, agents, owners or shareholders

will pay, give, or authorize the payment or giving of, any money or anything of

 

value to any Government Official for the purpose of influencing any act or decision

of such Government Official or otherwise promoting the interests of Pathfinder or the Contractor in any respect.

b.         will pay, give or authorize the payment or giving of any money or anything of value

to any third party knowing or having reason to know that such third party will in turn

give all or any portion of the payment or the item(s) of value directly or indirectly to

a Government Official for the purpose of influencing any act or decision of such

Government Official or otherwise promoting the interests of Pathfinder or the Contractor in any respect.

Contractor agrees to promptly notify Pathfinder in writing if, during the term of this Contract (a) any director, officer, employee or agent of Contractor or a member of the immediate family (spouse, parent, child, sibling or sibling's spouse) of any of the foregoing becomes a Government Official, (b) any Government Official becomes, directly or indirectly, an owner of or investor in the Contractor; or (c) Contractor receives a request to take any action which would or might violate its obligations under subsection 1(ii) immediately above.

Contractor represents that neither it nor any of its directors, officers, employees, agents, owners or shareholders (a) have made or authorized any payment, gift or transfer prohibited in subsection (e)(ii) immediately above, and (b) have been accused of, indicted for, or convicted of, making or authorizing any payment, gift or transfer prohibited in subsection (e)(ii) immediately above.

Definitions: 

"Government Official” includes (i) any official or employee of any government, any political party, or any public international organization, and (ii) any candidate for political office; regardless of whether the person purports to act in a private capacity or serves without compensation.

"government" means any agency, department, embassy, instrumentality or other governmental entity, including any company or other entity owned or controlled by the government.

 

Trafficking in Persons. During the term of this Contract, Contractor must not engage in:

Trafficking in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking in Persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime)

Procurement of a commercial sex act;

Use of forced labor in the performance of this award;

Committing any act with respect to employees (including consultants and volunteers)  that supports or advances TIP including (i) confiscating identity or immigration documents; (ii) failing to provide return transportation upon request to employees recruited from another country; (iii) making false or misleading representations concerning terms or conditions of employment; (iv) charging recruitment fees to an employee; (v) using recruiters that do not comply with labor laws in the country where the recruitment takes place; (vi) if required by law or contract, failing to provide a written employment agreement or work document setting out employment conditions in a language the employee understands; or (vii) housing employees in substandard conditions

In the event of a violation of this provision, Pathfinder may terminate this Contract immediately, without penalty, and is also authorized to pursue any other remedial actions authorized as stated in section 1704(c) of the National Defense Authorization Act.

Anti-Bribery and Corruption.  Contractor, its subsidiaries and affiliates must be committed to the highest standards of ethical and legal business conduct. This includes complying, without exception, with the letter and spirit of anti-bribery and anti-corruption laws.

Contractor, its subsidiaries and affiliates are strictly prohibited from:

bribery of governmental officials at any rank or level; 

bribery of any other persons, including persons working for commercial businesses and non-governmental organizations;

any involvement in corruption or corrupt practices; and

engaging in bribery or corruption indirectly (for example, by channeling improper acts, payments, or requests through a third party).

Contractor agrees that, in connection with this Contract, it, or any person or entity acting on its behalf, will not commit any act or omission which causes or could cause an offence under, any laws relating to anti-bribery and/or anti-corruption including, “facilitation payment”. This is a legal term that refers to a small amount paid to secure or expedite a routine governmental action or service that a Contractor is legally entitled to receive. Facilitation payments are illegal in many countries and violate many donor agreements. Contractor is prohibited from making a facilitation payment without the written approval from Global Procurement Manager.

“Bribery” includes providing anything of value in order to obtain an improper business advantage.

 

 

“Providing” includes giving, paying, offering, authorizing, or promising to pay, whether done directly or indirectly, such as through a third party;

“Anything of value” includes money, gifts, hospitalities (meals, entertainment, hotels), charitable contributions, political contributions, offers of employment or consulting positions, referrals, in-kind services, loans, kickbacks, and stock or other ownership interests.

“Improper business advantage” includes obtaining or retaining business, directing business to a particular person or persons, receiving a governmental approval, license, permit or other favorable action, and any other unfair advantage.

“Corruption” and “corrupt practices” include:

authorizing improper payments to third parties;

agreeing to improper requests or demands of government officials or other persons; and

abusing one’s position or otherwise acting improperly or fraudulently for personal benefit of any kind.

Contractor must maintain and enforce policies which are adequate to ensure compliance with anti-bribery and corruption requirements. Contractor must notify Pathfinder in writing as soon as it becomes aware of any breach of this provision and/or has reason to believe that it, its subsidiaries and/or affiliates have engaged in bribery and/or corrupt practices.

 

In the event of a violation of this provision, Pathfinder may terminate this Contract immediately, without penalty, through written notice.

 

Safeguarding. Pathfinder International is committed to Safeguarding, which means protecting people from harm. Pathfinder International’s commitment encompasses protecting its employees, beneficiaries, and (including but, not limited to children, young people, and vulnerable adults) from bullying, harassment, exploitation, abuse, and any other harm. Contractors are expected to adhere to these commitments.

1. The Contractor is prohibited against using Pathfinder resources (i.e. cash, services, or goods) or associated position of authority to exploit any individual (i.e., coerce them into unwanted physical, sexual, or emotional service); and  
2. The Contractor is prohibited against engaging in sexual activity with children (persons under the age of 18) regardless of the age of majority or age of consent locally.  Mistaken belief regarding the age of a child is not a defense.  
3. The Contractor is prohibited against watching, publishing, producing or sharing pornography showing children (persons under the age of 18); 
4. Operations must comply with all applicable local laws and regulations and if there is a question, the Contractor will seek guidance from Pathfinder.  
5. The Contractor has a responsibility and obligation to report known or suspected violations (see section B.2.8 for reporting channels). 

 

In addition, the Contractor understands the following principles regarding safeguarding which build upon the Inter-Agency Standing Committee’s (IASC’s) six core principles:  

1. Exploitation and abuse perpetrated by Pathfinder representatives constitute acts of gross misconduct and are therefore grounds for termination of employment.  
2. Sexual activity with children (persons under the age of 18) is prohibited regardless of the age of majority or age of consent locally.  Mistaken belief regarding the age of a child is not a defense.  
3. Exchange or money, employment, goods, or services for sex, including sexual favors or other forms of humiliating, degrading, or exploitative behavior is prohibited.  This includes exchange of assistance that is due to project participants.  
4. Sexual or physical service (e.g. domestic labor) relationships between Pathfinder representatives and project participants are strongly discouraged since they are based on inherently unequal power dynamics.  Any pre-existing relationships should be disclosed to one’s manager.  
5. Where a Contractor representative develops concerns or suspicions regarding abuse or exploitation by a fellow representative, whether Contractor staff or not, they must report such concerns immediately to Pathfinder via channels below. 
6. Contractor representatives have an obligation to contribute to and uphold a work environment that discourages exploitation and abuse in all its forms, including in and out of the office.  

 

In addition, Contractor staff working on the project will be required to participate in initial and annual Safeguarding training and sign Pathfinder’s Standards of Behavior. Pathfinder’s project managers will work with the Contractor to determine which staff need to complete these requirements.

 

Reporting. Any actual or suspected misconduct by the Contractor, a Contractor  representative, or party doing business with the Contractor during the execution of this contract and in performing its obligations in connection therewith, must be reported to Pathfinder as soon as reasonably possible after becoming aware of the actual or suspected misconduct.

Reporting Channels: 

A.    Code of Conduct: Any reports related to the Code of Conduct may be submitted through any of the following mechanisms: 

·     Contacting Pathfinder’s Programmatic or Contractual Contacts  

·     Reporting online through EthicsPoint* (available at www.pathfinder.org/ethics)  

·     Reporting by phone to EthicsPoint* : Please select the appropriate number for the table below:

Pathfinder Country	Reverse Charge / Collect Calls Contact your local operator and request a “reverse charge” or “collect call” be placed to the United States using the number listed for your country.	International Toll-Free Service Dial the toll-free service number for your location	Direct Dial Dial the access number for your location. At the prompt, dial 855-224-7186
Bangladesh*
Burkina Faso	503-597-4386
Burundi	503-597-4386
Cote d’Ivoire	503-747-1871
DRC	503-597-4386
Egypt (Cairo)			2510-0200
Egypt (Cellular)			02-2510-0200
Ethiopia	503-597-4386
India		000-800-100-1071 or 000-800-001-6112
Kenya	503-597-4386
Mozambique	503-597-4386
Niger	503-597-4386
Nigeria			0-708-060-1816
Pakistan			00-800-01-001
Peru		0800-52116
South Africa		080-09-92604
Tanzania	503-597-4386
Togo*
Uganda	503-597-4386
United States			1-855-224-7186

*Currently, EthicsPoint does not have a reliable telephone service for these countries. Individuals who wish to make an anonymous report from these countries can use the online reporting form at www.pathfinder.org/ethics.

*Note that the EthicsPoint an independent company which permits anonymous reporting in any language 

·     As applicable for donor reporting: