Solicitation Number:   PI-BID/BHFA//MAY-2024/093

Background

Pathfinder International currently seeks a firm to supply the below furniture items that are available and being manufactured locally.

S. No.	Description
01	Office tables (with Drawers) & Side Rack
02	Office Tables (with Drawers)
03	Meeting table for 6 people Size
04	Meeting table for 10 people
05	Visitor Chairs
06	Single Seater Sofa
07	Executive Chairs
08	Wooden Dining Table
09	Solid Wooden Dining chairs
10	Single Person Reception Table with drawers

*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	BHFA Islamabad Office 2nd Floor, Olympus Mall,F-11 Markaz .
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 Thirty [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: Offeror nature of business is manufacturer of wood/furniture items (This will be checked through company registration certificates or verified through registered NTN Principal activity).

 

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	60
Product Availability	40
Total Weight	100

Supplier with a technically compliant offer and lowest CIP cost will be awarded [60] 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 4 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 [40] 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. 

Physical Sample: -

Physical samples will be assessed in a sequential manner, beginning with the first lowest-cost bidder. If the sample from the first bidder is deemed satisfactory, there will be no need to proceed to the next bidder. However, if the sample from the first bidder does not meet the required standards, the sample from the second lowest-cost bidder will be evaluated. This process will continue in the same manner for the third lowest-cost bidder if the second bidder's sample is not deemed successful.

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 Time May 20, 2024, Through Sealed Envelope at address (Pathfinder ,2^nd Floor, Olympus Mall ,F-11 Markaz Islamabad) with a subject line: PI-BID/BHFA//MAY-2024/093: BHFA Islamabad Office Furniture for Additional Space. 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.

Inquiries

Please send your queries at [email protected] by 3:00 PM Pakistani Time May 10, 2024, with a subject line: Q&A- PI-BID/BHFA//MAY-2024/093: BHFA Islamabad Office Furniture for Additional Space.

 

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.

[Please ensure that the Bid Form is on your organization’s letter head]

 

Annex B:         Bid Submission Form Template

 

BID SUBMISSION FORM

 

Reference	PI-BID/BHFA//MAY-2024/093: BHFA Islamabad Office Furniture for Additional Space.
Issue Date	May 07,2024
Closing Date	May 20,2024 (5:00PM ) Through Sealed Envelope
Price Validity	_______________ Please provide this information
Delivery Period of items	_______________ Please provide this information

 

Line Item	Description and Specifications	Qty	Items and Specifications Offered	Unit Price PKR	Sub Total PKR	Sales Tax (%)	Total Price PKR
	Office tables (with Drawers) & side Rack Office Table Size - 5 Feet Length , 2 Feetx6 Inches Width, Height 2 Feet , 6 Inches (with 3 Drawers & Locks) Side Rack Size- 3 Feet Length , Width 1 Feet 6 Inches with shelfs Rack Dimensions: Integrated within the desk structure, providing additional storage without compromising the desk's surface area	04
	Office Tables (with Drawers) Office Table Size - 4 Feet Length , 2 Feet Width, Height 2 Feet , 6 Inches (with 3 Drawers & Locks)	22
	Meeting table for 6 people Size - Length 4Feet 6 Inches , Width - 3 Feet Table top made of LMDF sheet. The base of the table to construct with steel square pipes Frame Coating: The frame of the table of powder coat finish, Sliding Table / Floor Socket with Wireless Phone Charger	01
	Meeting table for 10 people Size - Lenght 9 Feet 6 Inches , Width - 4 Feet Table top made of LMDF sheet. The base of the table to construct with steel square pipes Frame Coating: The frame of the table of powder coat finish, Sockets with 3 Universal Sockets, USB Port, HDMI and network port (Cat 6), Audio	01
	Visitor Chairs Base: Made of steel with a chrome finish. Seat: Padded with foam upholstery. Back: Made of mesh	12
	Single Seater Sofa 1 Sofa	04
	Executive Chairs (For working tables & Meeting Room) Executive Revolving Chair. Mesh back . Adjustable headrest Advanced hydraulic system. Swivel mechanism for 360-degree rotation. Tilt mechanism with lock feature for reclining options	43
	Wooden Dining Table (Round) for Four Person Size - Length 4 Feet , Width 2 Feet	01
	Solid Wooden Dining chairs covered with Fabric 1 Chair	04
	Single Person Reception Table with drawers (locks) Length - 4 Feet Width - 2 Feet 6 Inches	01
11.
12.
	[describe any other general specification notes or comments]
Subtotal:
Delivery in Islamabad BHFA Office :
Other Costs (Describe: ______________________) :
GRAND TOTAL (CIP) PKR:

 

This bid is held valid through: _____________________________________________

 

Date:
Company:
Name & Title:
Signature: