BID DETAILS:

 

Note: Bids will be opened in presence of the companies/bidder’s representative who are authorized to attend.

 

INTRODUCTION OF LEGAL AID SOCIETY-LAS:

The Legal Aid Society is a not-for-profit non-governmental organization which was registered on the 19^th day of November, 2013 under the Societies Registration Act, XXI of 1860. The organization with the main objective of serving marginalized and underprivileged communities to reduce challenges in accessing justice. Over the last seven years of operations, LAS has spread its operations to 13 judicial districts in the province of Sindh. The head office is situated in Karachi and operations are conducted through 7 district offices located in Hyderabad, Sukkur, Larkana, Khairpur, Sanghar, Dadu, Shaheed Benazirabad and ICT. In the short span since its inception, it has gained recognition regionally and internationally as one of the key professional organizations working in the domains of law, justice and development.

BACKGROUND OF TENDER:

To identify a supplier who will provide the LAS with a user-friendly digital solution for comprehensively managing business processes. The solution may be a single digital tool that matches all requirements listed in the tender or a collection/suite of multiple digital tools that are well-integrated and collectively achieve the full requirements listed in the tender annexure “I”

LAS is looking for sealed Proposals or sealed quotations from highly reputed software developer supplier for Our Digital Solution for Business Process Management System development.

Specification of requirements: The entire solution(s) should be digital and cloud native, globally accessible via modern browsers (Google, Chrome, Firefox, Edge, etc) and have applications or interfaces for all or frequently utilized user tasks via native smartphone applications for Android and iOS.

Detailed information can be found at Tenders pack Annexure I

 

OUR MISSION

The Legal Aid Society is a not-for-profit organization which has a mission to connect vulnerable and disempowered end users of justice with effective and expedient services for the delivery of justice. LAS starts by listening to the voices of the vulnerable and disempowered within the legal system and combines their needs with the values of equity, fairness and inclusion to change the way in which we view and tackle present day challenges facing the attainment of justice in our society.

DETAILS OF LAS SERVICES/BID DETAILS:

Details of required services / Scope of Work is elaborately mentioned in Annex-I which is the integral part of this document.

The sealed proposal should be consisted of Financial & Technical Proposal:

        i.            FINANCIAL PROPOSAL:

a)       Financial proposal must include all the costs separately mentioned in clause# 1.2.3 of ANNEX-I.

 

       ii.            TECHNICAL PROPOSAL:

a)       The proposal should be clearly described including all taxes, payment terms and conditions.

b)      Proposal must include following documents as technical proposal;

#	TECHNICAL PROPOSAL
1	Implementation Timeline
2	License Period (If any)
3	Years in business
4	Post implementation support including training, Service Level Agreement support, future development potential (Back end Support)
5	List of Developers and their resumes
6	List of Clients with contact details
7	Proposals relevance to the system requirements definitions including the specified outcomes
8	Update technology use

• NOTE: Non-compliance may result in non-consideration of the proposal.

 

c)       Payment terms. (The payment terms should specify all costs in Pak Rupees & gross amount, payments will be made against detailed invoices after deducting applicable taxes).

d)      Technical Proposal must cover all the required details mentioned in clause# 1.2.4 in ANNEX-I.

 

INSTRUCTIONS /FOCUS:

1. The evaluation will be made on the basis of financial & technical proposal. Whosoever quote the lowest price along with completion of technical proposal, shall be selected.
2. Any offer that does not meet the requirements shall be rejected.
3. After LAS has identified the lowest price offer, LAS reserves the right to award the contract based only on the prices.
4. At any time during the validity of the proposal, no price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by LAS after it has received the Proposal. 
5.  At the time of award the contract, LAS reserves the right to vary ERP software modules of required services as per mutual consent. 
6. LAS encourages every prospective company/firm/agency to avoid and prevent conflicts of interest, by disclosing to LAS if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFP.

“Considering the Technical Proposal, LAS reserves the right not to award the contract to the lowest priced offer, if the second lowest price among the responsive offer is found to be significantly more superior, and the price is higher than the lowest priced compliant offer by not more than 10%, and the budget can sufficiently cover the price difference.

 SUBMISSION OF BIDS:

 

1. Bids with specifications, list and price quoted for the offered items should be submitted in one single sealed envelope with this tender document.
2. This tender document should be signed and stamped by the bidder on every page.
3. Bids should be submitted with the profile of the company.
4. Last date for submission of any queries is 22nd July 2022.
5. Prices shall include all Govt. taxes.
6. The bidders should take care in submitting the bid and ensure that enclosed papers are not found loose and should be properly numbered and submitted in a file in proper manner so that the papers do not bulge out and tear during scrutiny.
7. Electronic proposals will not be entertained, only sealed bids at office address.
8. Any proposals delivered after the due date and time will be considered non‐responsive and disqualified from further consideration.
9. Title of Tender/Sealed bid should be marked on right side of envelop.
10. The sealed bids should be addressed to:

Procurement Department,

Legal Aid Society (LAS)

Block C, First Floor, FTC Building, Shahrah-e-Faisal, Karachi

 

1. Offer your best competitive prices.
2. The offer should remain valid for a period of 90 days from the closing date of the Commercial Bid. Any offer falling short of the validity period is liable for rejection.
3. Alternative option, if there is any alternate option then it should be mentioned separately in bid.

 

SUBMISSION OF BID AND REQUIRED DOCUMENTS:

 

1. Financial proposal with technical details & Technical proposal with terms and conditions. (On Bidder letterhead).
2. Copy of NTN Certificate must be attached.
3. If tax exemption is applicable then copy of Tax exemption certificate is required.
4. Once the bid is submitted in sealed cover by the Bidder, the LAS will not accept any addition / alterations / deletions of the Bid. However, the LAS reserves the right to seek clarification or call for supporting documents from any of the Bidders, for which the concerned Bidder will need to submit the documentary evidence(s) as required by the LAS.
5. Any Bid, submitted with incorrect information will be liable for rejection.
6. Further, if any Bidder is found to have submitted incorrect information at any time, he may be debarred from participation in the future tendering processes.

 

EVALUATION CRITERIA FOR BID:

 

1. The LAS will scrutinize the offers to determine whether it is complete, whether errors have been made in the offer, whether required technical documentation has been furnished and whether the documents have been properly signed. Offers with incorrect information or not supported by documentary evidence, wherever called for, would be summarily rejected. However, the LAS, at its sole discretion, may waive any minor non‐conformity or any minor irregularity in an offer. The LAS reserves the right for such waivers and this shall be binding on all Bidders.
2. For proper scrutiny, evaluation and comparison of offers, the LAS may, at its discretion, ask some or all Bidders for clarification of their offer. The request for such clarifications and the response will necessarily be in writing.
3. The financial bid should be quoted both in figures and words along with Sales Tax if any.
4. Any overwriting or erasing in the figures shall not be considered for acceptance of the rates offered by the tenderer. Sales Tax shall be borne by the tenderer.

 

FOLLOWING DOCUMENT IS TO BE SUBMITTED WITH QUOTATION:

1. Quotation on letter head with stamp and CNIC copy of Owner.
2. Technical & Financial Proposal separately.

 

BIDDING DOCUMENT:

The Bidder is expected to examine all instructions, forms, Terms and Conditions and specifications in the Bidding Document. Submission of a bid not responsive to the Bidding Document in every respect will be at the Bidder’s risk and may result in the rejection of its bid without any further reference to the Bidder.

 

REJECTION OF THE BID:

The Bid is liable to be rejected if:

1. The document doesn’t bear signature of authorized person and official stamp.
2. If the bid is received without the Declaration of eligibility as per Annex A.
3. It is received after expiry of the due date and time stipulated for Bid submission.

 

BID OPENING AND EVALUATION:

 

1. The LAS will open the bids, in the presence of Bidder’s representative(s) who choose/authorized to attend, at the time and date mentioned in Bid document at the address mentioned at bidding details.
2. The Bidder’s representatives who are present shall sign the sheet evidencing their attendance. In the event of the specified date of bid opening at LAS, the bids shall be opened at the appointed time and place.
3. Bidders satisfying the technical requirements as determined by the LAS and accepting the Terms and Conditions of this document shall be short‐listed.
4. Decision of the LAS in this regard shall be final and binding on the Bidders.
5. The contract will be awarded only to the successful responsive Bidder.
6. LAS reserves the right to negotiate with Second, third Bidder for replacement or selling etc. if successful Bidder is not able to pay all amounts.

 

CLARIFICATIONS:

To assist in the examination, evaluation and comparison of bids the LAS may, at its discretion, ask the Bidder for clarification. The response shall be in writing and no change in the substance or price of the bid shall be sought, offered or permitted.

 

GOVERNING LAWS AND DISPUTES:

All disputes or differences whatsoever arising between the parties out of or in relation to the meaning and operation or effect of these Tender Documents or breach thereof shall be settled amicably. If however the parties are not able to solve them amicably, the same shall be settled by mediation in accordance with the applicable Pakistani Laws, and the decision made in pursuance thereof shall be binding on the parties.

 

PLACEMENT OF ORDER AND ACCEPTANCE:

The Bidder shall give acceptance of the order placed on it within 05 working days.

 

AUTHORIZED SIGNATORY:

 

The Bidder should indicate the authorized officials from their organization who can discuss, correspond, sign agreements / contracts, raise invoice and accept payments and also to correspond. The Bidders should furnish proof of signature of the authorized personnel for above purposes as required by the LAS.

 

APPEALS:

 

Bidders believing that they have been harmed by an error or irregularity during the award process may file a complaint to LAS at complaints at [email protected].