TENDER   DOCUMENTS

 

 LEGAL AID SOCIETY- LAS
LAS/KHI/08/5/23/008

 

 

BID DETAILS:

 

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

 

BACKGROUND OF TENDER:

The objective of this assignment is to hire services of a Vendor/ Firm/ Individual that can design, implement, test and deploy responsive web based application Enterprise Resource Planning (ERP) software (hereinafter referred to as “ERP System”). The full requirements listed in the tender Annexure “I”

DETAILS OF BID:

Details of required services / Scope of Work is elaborately mentioned in Annexure-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 # 2 of “Evaluation & Qualification” 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 above tabulated & clause# 1 of “Evaluation & Qualification” 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. LAS will not pay any additional cost if any damage occurred during their services.
3. Any offer that does not meet the requirements shall be rejected.
4. Any discrepancy between the unit price and the total price (obtained by multiplying the unit price and quantity) shall be re-computed by LAS. 
5. The unit price shall prevail and the total price shall be corrected.
6. If the supplier does not accept the final price based on LAS’s re-computation and correction of errors, its Proposals will be rejected.
7. After LAS has identified the lowest price offer, LAS reserves the right to award the contract based only on the prices.
8. 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. 
9.  At the time of awarding the contract, LAS reserves the right to vary (increase or decrease) the scope of required services, by up to a maximum twenty five per cent (25%) of the total offer, without any change in the module cost or other terms and conditions. 
10. 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.  The term “more superior” as used in this provision shall refer to offers that have exceeded the pre-determined requirements established in the specifications.”

 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 8^th June 2023.
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 be entertained, if file must be password protect and email to [email protected]
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)

Procurement Department, Legal Aid Society, Block C, 1st Floor,

FTC Building, Shahrah-e-Faisal, Karachi, Pakistan.

PABX: +92 (21) 35634112-5.

[email protected]

 

1. Offer your best prices as there will be NO price negotiation after opening of the bids.
2. The offer should remain valid for a period of 60 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.
4. Selected Bidder must undertake to provide the LAS, the consignment note number(s) by which the ordered had been dispatched from their site, so as to have online /web access to the tracking system of physical movement of the consignments sent through courier.
5. The Bidder may withdraw its offer after its submission, provided that written notice of withdrawal is received by the LAS prior to the closing date and time prescribed for submission of tender documents. No offer can be withdrawn by the Bidder subsequent to the closing date and time for submission of offers.

SUBMISSION OF BID AND REQUIRED DOCUMENTS:

 

1. Conflict of Interest as per Annex A (on Bidder letterhead)
2. Financial proposal with technical details & Technical proposal with terms and conditions. (On Bidder letterhead).
3. Copy of NTN Certificate must be attached.
4. If tax exemption is applicable then copy of Tax exemption certificate is required.
5. If the Bid is not submitted in the prescribed formats or any of the item in the as mentioned above, the Bid is liable for outright rejection. All the required documents must be attached/ provided.
6. 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.
7. Any Bid, submitted with incorrect information will be liable for rejection.
8. 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. LAS has the right to split the order between two or more Bidders.
3. 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.
4. The financial bid should be quoted both in figures and words along with Sales Tax if any.
5. 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.
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.

 

GENERAL TERMS & CONDITIONS:

 

1. The LAS does not bind itself to accept the lowest or any Bid and reserves the right to reject any or all Bids at any point of time prior to the issuance of purchase order without assigning any reasons whatsoever.
2. The LAS reserves the right to resort to re‐tendering without providing any reason whatsoever.
3. The LAS shall not incur any liability on account of such rejection.
4. The LAS reserves the right to modify any terms, conditions or specifications for submission of offer and to obtain revised Bids from the Bidders due to such changes, if any.

Canvassing of any kind will be a disqualification and the LAS may decide to cancel the Bidder from its empanelment.

 

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. It is received through Telegram/Fax.
3. If the bid is received without the Declaration of eligibility as per Annex A.
4. It is received after expiry of the due date and time stipulated for Bid submission.
5. Incomplete Bids, including non‐submission or non‐furnishing of requisite documents / Conditional Bids / Bids not conforming to the terms and conditions stipulated in this tender document are liable for rejection by the LAS.

 

MODIFICATIONS AND WITHDRAWAL OF BIDS:

 

1. Bids once submitted will be treated, as final and no further correspondence will be entertained.
2. No bid will be modified after the deadline for submission of bids.
3. No Bidder shall be allowed to withdraw the bid, if the Bidder happens to be a successful Bidder.

 

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 from the date of order, failing which, the LAS shall have right to cancel the order.

 

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].