TENDER Documents - Provision and Printing of RFID Cards, Hard Shells and Lanyards

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December

2023

NIT
“PROVISION & PRINTING OF RFID CARDS,
HARD SHELLS AND LANYARDS”

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Fatima Jinnah Women
University The Mall,
Rawalpindi
TENDER NOTICE FOR PROVISION & PRINTING OF RFID CARDS, HARD SHELLS
AND LANYARDS
Fatima Jinnah Women University (hereinafter referred to as FJWU) invites sealed bids from
experienced companies for PROVISION AND PRINTING OF RFID CARDS, HARD SHELLS AND
LANYARDS for its Students/ Faculty/ Staff: -

Terms & Conditions

1) All interest bidders should be registered with Income Tax and Sales Tax Department and must be an
active tax filer.

2) The prices should be quoted in Pak Rupees. The GST to be indicated separately where applicable.

3) The prices quoted should be valid for 90 days and extendable for another 30 days.

4) The University may reject all bids or proposals at any time prior to the acceptance of a bid or proposal.
The University shall upon request communicate to any bidder who submitted a bid or proposal, the
grounds for its rejection of all bids or proposals, but is not required to justify those grounds.

5) Two (02) percent of the estimated price in the shape of Demand Draft/Pay Order/ Call Deposit Receipt
in favor of Treasurer, Fatima Jinnah Women University, The Mall, Rawalpindi, as mentioned in the
bidding documents, must be attached along with the bids. Bid(s) without earnest money will not be
considered. Bids with LESS earnest money will not be entertained. No Crossed-Cheque/ Bank
Challan/ Cash or any other instrument other than Demand Draft / Pay Order / Call Deposit will be
accepted.

PLEASE ATTACH BID SECURITY ALONG-WITH THE TECHNICAL BID / PROPOSAL.

Estimated Price: Rs. 1,000,000/- Bid Security: Rs. 20,000/-

6) Tender Documents are available on Punjab PPRA as well as on University website. Detailed
Terms & Conditions / Tender documents can be downloaded from Punjab PPRA
(https://eproc.punjab.gov.pk/ActiveTenders.aspx) as well as from University website
(https://www.fjwu.edu.pk/tenders/active-tenders/) after uploading / publication of the tender
notice.

7) Please attach tender fee / bid document fee along-with the Technical Bid in the form of Bank
Draft / Pay Order / Call Deposit of Rs. 1,000/- in the favor of “Treasurer Fatima Jinnah
Women University”. OTHERWISE, THE BID WILL BE REJECTED. The bids without
Tender Fee will not be accepted / entertained. No cash payment will be acceptable.

Procurement Method
1) Single Stage-One Envelope

Interested parties may drop their bids in the Tender Box placed in the office of the Undersigned between
0800 hours to 1100 hours on 21st Dec 2023. The bids will be opened on the same day at 1130 Hours.
Time and date are also applicable on bids received through courier services. No bid will be received
after 1100 hours.

Secretary Purchase Committee


Fatima Jinnah Women University, The Mall Rawalpindi
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Telephone: 051-9292896

Fatima Jinnah Women University


The Mall, Rawalpindi
REQUEST FOR PROPOSAL (RFP)
PROVISION AND PRINTING OF RFID CARDS, HARD SHELLS AND LANYARDS

The proposed tender aims at PROVISION AND PRINTING OF RFID CARDS, HARD SHELLS AND
LANYARDS for FJWU. Detail is as under: -

Bids will Consists of the Following

1. Technical Proposal on Company Letter Head.

2. Number of years in business.

3. The bidder must be in relevant business for at least three (05) years.

4. Number of office locations (Local / Global).

5. Number of similar RFID CARDS, HARD SHELLS AND LANYARDS provided to other
Universities year wise, if any.

6. Compliance to Specifications as per RFP.

7. Technical Brochures / Data Sheets for the ITEMS, where applicable.

Compliance to Specifications as per RFP in Tabular Form

8. The products offered should be of prime quality. Cheap products of low quality or
substandard shall not be accepted and the said bid shall be treated as Irresponsive.

9. Inferior, low quality or substandard products will be rejected and Earnest Money
shall be forfeited and the bidder may also be blacklisted.

10. All products should match the attached technical specifications as given in this tender
document.

General Terms & Conditions for Bidding

11. Firms should be registered with Income Tax and Sales Tax Department and must be
an active tax filer.

12. Firms should provide copies of Income Tax Certificate, Sales Tax Certificate and
Professional Tax Certificate.

13. The prices should be quoted in Pak Rupees including GST where applicable. The prices to
be quoted as per list attached as Annexure “A”.

14. The quantity of item(s) can be increased / decreased at the time of actual
procurement. Items can also be deleted from the list.

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IMPORTANT & MANDATORY

15. Before submission of bids, the bidders may obtain further information and
completely satisfy themselves about the required items for which they are bidding for.

16. The prices quoted should be valid for 90 days and extendable for another 30 days.

17. One person or One company may submit one bid and if one person / One company
submits more than one bid, the procuring agency shall reject all such bids.

18. In exceptional circumstances prior to expiry of original bid validity period, the University
may request the firms to extend the period of validity for a specified additional period which
shall in no case be more than the original bid validity period. The request and the responses
thereto shall be made in writing. A firm may refuse the request without forfeiture of its earnest
money. A firm agreeing to the request will be required to extend the validity of its earnest money
for the period of the extension.

19. The successful firm shall pay such direct or indirect taxes, duties, fees, and other
impositions levied under the applicable laws, the amount of which shall be deemed to have been
included in the total cost / contract price. The University, if required by any law for the time
being in force in Pakistan, shall deduct all applicable taxes and duties while making payments to
the successful bidder.

20. In case of submission of fake documents (pay order / demand draft or any other
document) along with the bid, the University reserves the right to black-list such firm(s)
from University with information to PPRA authorities.

21. Sentence “BID FOR PROVISION & PRINTING OF RFID CARDS, HARD SHELLS
AND LANYARDS” should be indicated on envelope as well as on quotations.

22. The University Purchase Committee will open bids, in presence of the firm’s
representatives who choose to appear, at the time, date and location given in the Tender Notice.

23. The firm’s name, bid price and such other details, as the University Purchase Committee at
its discretion may consider appropriate, will be announced by the University Purchase
Committee at the bid opening meeting.

24. At any time prior to the deadline for submission of bids, the University may, for any
reason, whether at his own initiative or in response to a clarification requested by a prospective
firm(s), modify the bidding document by issuing an Addendum.

25. The University may reject all bids or proposals at any time prior to the acceptance of a bid
or proposal. The University shall upon request communicate to any supplier or contractor who
submitted a bid or proposal, the grounds for its rejection of all bids or proposals, but is not
required to justify those grounds.

26. The successful firm(s) would be required to provide the RFID Cards, Hard Shells and
Lanyards within 6-8 weeks after issuance of Purchase Order(s). If successful bidder(s) failed to
deliver the ordered stores within stipulated time period indicated in the Purchase Order(s),
University reserves the right to impose a penalty, not exceeding 1% of the total amount of the
contract for each day of delay subject to maximum of 10% of the total amount of the contract
or cancel the purchase order.

27. The successful firm(s) would be required to provide RFID CARDS, HARD SHELLS
AND LANYARDS within 3-4 weeks after issuance of Purchase Order(s) or within the time
period indicated in the Purchase Order(s). If successful bidder(s) failed to deliver the

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ordered stores within stipulated time period indicated in the Purchase Order(s). University
reserves the right to impose a penalty, not exceeding 1 % of the total amount of the
contract for each day of delay subject to maximum of 10% of the total amount of the
contract or cancel the purchase order and to forfeit the earnest money.

28. The successful bidder will provide proper printed Bill having proper serial number,
separate Sale Tax Invoice, Delivery Challan & Professional tax certificate for payment.

29. Bidding Firms should not have been black-listed and debarred by any government or civil
department or semi-government organizations.

30. Bidding Firm should not have a litigation case going on with any government or civil
department or semi-government department relating to its business. An affidavit in this regard
will be submitted by the firm. If it is found at any stage that firm had made a wrong statement,
the contract will be terminated and security fee will be confiscated.

31. Any bid not accompanied by the earnest money shall be treated non-responsive and
rejected by the University.

32. The earnest money of unsuccessful firm(s) will be returned upon award of contract to the
successful firm(s) or on the expiry of validity of bid whichever is earlier.

33. The earnest money of the successful firm will be returned when the firm will deliver the
required items as per PO or furnished the required Performance Guarantee and signed the
Contract Agreement, where applicable.

34. The earnest money may be forfeited: -

a. if a firm withdraws bid during the period of bid validity; or

b. if a firm does not accept the correction of its Bid Price; or

c. If a firm fails to furnish the required Performance Guarantee or sign the Contract
Agreement (in the case of a successful firm).

d. If the company fails to deliver the item(s) during stipulated time.

35. Two (2%) bid security of estimated price in shape of Demand Draft / Pay Order / Call
Deposit Receipt in favor of Treasurer Fatima Jinnah Women University, Rawalpindi, of each
item as mentioned in bidding documents, must be attached along with the bids. Bid(s) without
earnest money will not be considered. Bids with LESS earnest money will not be entertained. No
Crossed-Cheque / Bank Challan / Cash or any other instrument other than Demand Draft / Pay
Order / Call Deposit will be accepted.

Two (2%) bid security of estimated price of each item is available on next page.

36. The University Purchase Committee will open bids, in presence of the firms’ representatives
who choose to appear, at the time, date and location given in the Tender Notice.

37. The firm’s name, bid price and such other details, as the University Purchase Committee at its
discretion may consider appropriate, will be announced by the University Purchase Committee at the
bid opening meeting.

38. At any time prior to the deadline for submission of bids, the University may, for any reason,
whether at his own initiative or in response to a clarification requested by a prospective firm(s),
modify the bidding document by issuing an Addendum.

39. Samples of RFID Cards, Hard Shells and Lanyards can be seen from Purchase Office of
the University during office hours i.e., 0800-1600 hours (except Saturday & Sunday).

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40. Samples of RFID Cards, Hard Shells and Lanyards will be provided to the successful
bidder who in coordination with the End User will prepare/ provide the samples for checking purpose.
The samples will be checked by the End User and accepted if found according to the requirement.

41. After acceptance of samples, successful bidder will start printing of required quantity of RFID
Cards, Hard Shells and Lanyards.

42. The successful bidder is liable to prepare RFID Cards within university premises. University
will not provide data for outside of the institution.

43. After completion of supply order, proper Bill from Bill Book and Sales Tax Invoice will be
required for processing of payment.

44. It is an open tender, so already registered firms with FJWU and new vendors can apply.

45. Bidding firm(s) should not have been black-listed and debarred by any government or civil
department or semi-government organizations.

46. Bidding firm(s) should not have a litigation case going on with any government or civil
department or semi-government department relating to its business. An affidavit in this regard will be
submitted by the firm. If it is found at any stage that firm had made a wrong statement, the contract
will be terminated and security fee will be confiscated.

47. Two (02) percent of the estimated cost of the RFID Cards, Hard Shells and Lanyards
must be enclosed with the bid as earnest money (refundable to the unsuccessful bidders) in
favour of Treasurer, Fatima Jinnah Women University, The Mall, Rawalpindi. Bid(s) without
earnest money will not be considered. The earnest money should be in the form of Bank
Draft/Pay Order/ Call Deposit Receipt. No Crossed-Cheque/ Bank Challan/ Cash will be
accepted.

Bidding Procedure/ Evaluation Criteria

48. The bid(s) will comprise of a “single package containing single envelope”.

49. “Lowest Evaluated” bid(s) will be accepted.

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Bidder Profile Form
[To be signed & stamped by the Bidder and reproduced on the letter head. To be attached with
Technical Bid]
Sr.# Particulars
1 Name of the company:
2 Registered Office:
Address:
Office Telephone Number:
Fax Number:
3 Contact Person:
Name:
Personal Telephone Number:
Email Address:
4 Local office if any:
Address:
Office Telephone Number:
Fax Number:
5 Registration Details:

a) Audited Financial Statement Attachment/Income Tax Returns (Last ____ year (s))

Yes No

b) Details of Experience (Last _____ Years)


(i) Similar Project Item Name
(Agency/Department)

(ii) Value of total Projects/Tenders/Pos Amount

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General Information Form
[To be signed & stamped by the Bidder and reproduced on the letter head. To be attached with
Technical Bid]

Particulars

Company Name

Abbreviated Name
Sales Tax
National Tax No. Registration No.

PRA Tax No.


Company’s Date of
No. of Employees Formation

*Please attach copies of NTN, GST Registration & Professional Tax Certificate

Registered Office
Address State/Province

City/Town Postal Code

Phone Fax

Email Address Website Address

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Annexure “A”

PROVISION & PRINTING OF RFID CARDS, HARD SHELLS AND LANYARDS

Unit Price Total Price Grand Total


S/No Items/ Specification Quantity GST
(w/o GST) (w/o GST) (With GST)

RFID Cards 2450 Nos.


 TK/ EM read only RFID Cards (Approximately
for Students
 Frequency 125 KHz
1. 30 Nos.
 Dimension: 85.6 x 54 x 0.82 (Approximately
 Compatible with already installed Biometric for Faculty &
Machines and Access Control System Staff

2. Hard Shells (Horizontal) – as per sample 2500 Nos.


3. Hard Shells (Vertical) – as per sample 30 Nos.
Lanyards (Green Color, with FJWU Text Printing) 2530 Nos.
4.
– as per sample

Name of Company along-with Address: _______

Name of Company’s Representative:

Signatures/ Stamp with Date:

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