Terms of References  

Tender Reference Number: 6000249-2026-08-PVDP-BMZ 

Procurement / Tendering procedure: Negotiation procedure without a call for competition 

Delivery and rehabilitation location: 07 villages in U/Cs (Sufan Shan,Paban, Mir Fatah Khan Tal pur,Kangoro and Mir Khuda Bux Talpur) of Taluka Digri, District Mirpurkhas. 

The contact person for this tender is: Mr. Nouman Aman, Admin & Procurement Manager, Tel:  0233-821680, [email protected] 

Table of content 

1. About the project...................................................................................................................... 1 2. Description of the goods/services/trade or rehabilitation/construction work................. 2 a. Bill of quantity / Description of the service.......................................................................... 2 b. Division into lots .................................................................................................................... 2 3. Application process................................................................................................................. 2 a. Relevant dates ....................................................................................................................... 2 b. Formal requirements............................................................................................................. 2 c. Instructions for the bidder .................................................................................................... 3 4. Bidder Eligibility........................................................................................................................ 4 5. Evaluation and award criteria................................................................................................ 4 a. Other exclusion criteria......................................................................................................... 4 b. Award criteria......................................................................................................................... 4 6. Contracting conditions ........................................................................................................... 5 a. The contract ........................................................................................................................... 5 b. (For the delivery of goods/services) Defects ....................................................................... 5 c. Payment conditions............................................................................................................... 5 d. Cancellation or modification of the procedure................................................................... 5 Annexes ............................................................................................................................................. 6 

1. About the project  

With funding from the German Ministry for Economic Cooperation and Development and the Ger man Medical Aid Organization action medeor e.V., Participatory Village Development Programme  (PVDP), a non-profit and non-governmental organization in Sindh, is implementing a 28-month project entitled “Healthy Communities - Bright Future: Strengthening remote village communities  to create healthy livelihoods in rural Sindh, Pakistan” in Mirpurkhas District.

2. Description of the goods/services/trade or rehabilitation work 

Type: Delivery of goods and associated rehabilitation/construction services Alternative offers are not accepted. 

a. Bill of quantity / Description of the service 

Sealed Quotations are invited from qualified companies/suppliers for the execution of the con struction/rehabilitation works, including the supply and placement of suitable materials, as  specified below.. Where applicable, PVDP reserves the right to increase / decrease the quantity  by up to 20%. 

b. Division into lots 

The products are not divided in lots. 

3. Application process 

This procedure is a negotiation procedure without a call for competition. 

a. Relevant dates  

These dates are fixed by PVDP, offers submitted after the deadline will not be considered. b. Formal requirements 

Submission in a sealed envelope, on the company letterhead, with the address and phone/fax  number of the company. The bid must contain the following documents: 

- The offer along with one set of this “Terms of References”, signed by the person in  charge and with the date of validity of the offer, insofar as the binding period is  longer than required.  

- Contractor declaration (annex I), filled, signed and stamped. 

- Declaration of honor (annex II), filled, signed and stamped. 

- NTN/GST certificate copies.

- Company profile, including client name, the volume of contracts, the location of  services and relevant experiences of comparable services. 

Bids must comply with requirements a. to b. 

According to legal stipulations, we must exclude at this stage of formal and technical review: 

- offers received after the submission deadline 

- offers where the changes made by the bidder are doubtful 

- offers without prices 

- not authorized alternative offers 

- offers that do not meet specifications outlined in this ToR 

In the case that certain documents may be missing from the offer:  

☐ the bid will be excluded from the evaluation process. 

☒ the tenderer will ask the bidder to complete their offer within 02 working days after this request  is made. If the offer is still incomplete after this deadline, the offer will be excluded from the eval uation process.  

All types of documents related to the economic evaluation of the offer on the basis of the award  criteria cannot be submitted or completed after the deadline for the submission. Offers missing  such documents will be excluded of the tender process. 

c. Instructions for the bidder 

• All correspondence and documents related to the quotation procedure, contracts and re porting must be made in English.  

• All bids must be submitted per sealed enveloppe to the following address: Procurement Committee, Participatory Village Development Programme (PVDP),  Head Office Near Muhammad Medical College & Hospital Rattanabad, Mirpurkhas Sindh,  Tel: 0233-821680 

• For any queries or additional information, please contact: 

Mr. Nouman Aman  

Admin & Procurement Manager 

Tel: 0233-821680 

Email address: [email protected] 

• To maintain equal treatment among the bidders, all questions and answers asked before  the submission deadline will be transferred to all applicants.  

• The price of the offer must be indicated in Pak Rupees (PKR). Provide the unit price for  each item, lump-sum will not be considered. 

• Quotation price should include all applicable taxes, transportation expenses, loading,  unloading, materials, labour, equipment and all other costs required for the complete  execution of the works/services. Quotation must be stated on company letterhead, de tailing the company’s NTN and phone number. Offers must include the expiry date of  your quotation. 

• Payment terms and payment details of the supplier must be clearly stated e.g. to whom  cheque should be addressed and if necessary. 

• Contract performance by subcontractors is only permissible with the prior written con sent of the client.

• The bidder can withdraw and change its offer at any time until the deadline for the sub mission. All offers sent at the moment of the submission deadline are final. • The rehabilitation works may be carried out in multiple phases on different dates. Bid ders must submit a realistic implementation timeline for the complete execution of all  works for the seven evacuation routes. The proposed schedule shall include the se quence and duration of the works and will form part of the technical evaluation. All  works must be completed within a maximum of 30 calendar days after contract signa ture. 

• Delivery and rehabilitation location: 07 villages in U/Cs (Sufan Shan,Paban ,Mir Fatah  Khan Talpur,Kangoro and Mir Khuda Bux Talpur) of Taluka Digri, District Mirpurkhas. • Final acceptance shall take place at village level upon satisfactory completion and in spection of the works by PVDP representatives. 

4. Bidder Eligibility 

This tender is addressed to goods/service suppliers in Pakistan. Bidders must meet the following eligibility criteria to be considered for the award: 

1. The bidder must demonstrate that it is an operating company with legal status in Pakistan. 2. The bidder must fulfill, respect, and ensure the conditions in annex I (contractor declara tion), and annex II (declaration of honor); the bidder should fill, sign, and stamp the two annexes as part of the application documents.  

3. The bidder must be a reliable and financially sound entity with the required human and  financial resources to carry out the assignment. Proof of eligibility and capacity must be  provided in the form of copies of valid NTN/GST certificates. 

4. The bidder must have at least two years of relevant experience and must demonstrate  the successful completion of at least two comparable construction/rehabilitation con tracts within the last four years. Evidence must be provided through contracts, purchase orders or completion certificates. 

Bidders, who do not meet these criteria, will be excluded from the procedure. 

Bidders must be excluded if the contracting authority/buyer becomes aware that a person whose  conduct is attributable to the bidder's company has been convicted of a criminal offence by a  court or if a fine has been imposed on the company for a criminal offence or if proceedings are  currently pending. 

5. Evaluation and award criteria 

a. Other exclusion criteria 

The offer will be excluded from the procedure, if: 

1. It does not include all the documents as listed in 3. b., and is therefore incomplete 2. The bidder does not meet all the criteria listed in 4. and is therefore not eligible for this  tender. 

b. Award criteria 

☐ The contract is awarded to the offer with the lowest price. 

☒ The award will be made according to the best price-performance-ratio considering the follow ing criteria: 

- The price: 60% 

Evaluation will be based on the financial offer. The lowest priced compliant tender will  receive maximum points. Other tenders will be scored proportionally. 

- Technical offer: 40% 

- Including the feasibility and quality of the proposed implementation schedule within the  maximum completion period of 30 calendar days (20 points), and demonstrated experi ence in providing similar rehabilitation services beyond the minimum eligibility criteria (20  points). 

The successful bidder will be informed by written award notification. Through this notification, the contract is concluded and becomes legally effective. 

6. Contracting conditions 

a. The contract 

By submitting your offer, you agree to these terms. The conclusion of the contract occurs at the  award of the bid. The signing of the contract, done after the award of the tender, is only a matter  of formality. Divergent contractual conditions such as delivery periods, payment modalities, etc.  are inadmissible and cause the exclusion of the bidder. 

b. (For the delivery of goods/services) Defects 

PVDP may inspect the works during implementation. Upon completion, PVDP and the contractor  will conduct a joint final inspection. Any defects or incomplete works identified during the inspec tion will be recorded in a defects list and must be remedied by the contractor within 14 calendar  days at no additional cost to PVDP. PVDP may withhold final payment until all identified defects  have been corrected. 

c. Payment conditions 

Payment shall be made in Pakistani Rupees (PKR) upon full completion, inspection and ac ceptance of the works. Payments will be processed within two weeks of invoice submission, after  deduction of all applicable taxes, and will be made by crossed cheque. 

 d. Cancellation or modification of the procedure 

Changes to deadlines or the ToRs, as well as a transfer back to a previous state of the procedure  are possible at any time. 

A cancellation, transfer back or modification to the procedure is possible at any time and may occur for example if:  

- the bidding procedure has been unsuccessful, for example if no qualitatively or financially  worthwhile quotations have been received or there has been no response at all, - the economic or technical parameters of the project have been fundamentally altered, - exceptional circumstances or force majeure render normal performance of the project im possible or all technically compliant quotations exceed the financial resources available, 

- there have been irregularities in the procedure, in particular if these irregularities have pre vented a fair competition 

- modifications to the requirements of the German public grant authorities require an adjust ment or cancellation of the tender procedure 

In the event of the procedure’s cancellation, PVDP will notify the contractors. If the quotation pro cedure is cancelled before any bid has been opened, the sealed envelopes will be returned, uno pened, to the contractor. 

In no circumstances is PVDP liable for damages, whatever their nature (in particular damages for  loss of profits) due to the modification of the procedure or the cancellation of a bid, even if PVDP has been advised of the possibility of damages. The publication of a procurement notice does not  commit PVDP to implement the program or project announced.  

Annexes 

1. Annex I Contractor declaration  

2. Annex II Declaration of honor 

3. Annex III BOQ 

ANNEX I- CONTRACTOR’S DECLARATION 

To be completed and signed by the contractor/supplier. 

In response to your letter of invitation to bid for the above contract, I, the undersigned, hereby  declare that: 

• We have examined and accept in full the content of the request for quotation Procure ment of Rehabilitation Works for Seven Evacuation Routes, including Supply of Suita ble Materials, in Taluka Digri, District Mirpurkhas, Sindh. We hereby accept its ser vices in their entirety, without reservation or restriction. 

1. We offer to deliver, in accordance with the terms of the quotation request and the  conditions and time limits lay down, without reserve or restriction. 

2. This bid is valid for 30 days from the final date for submission of application. 3. I am submitting this application in our own right and confirm that I am not bidding for  the same contract in any other form.  

4. I also understand that if I fail to provide this proof within 15 calendar days after receiving  the notification of award, or if the information provided is proved false, the award will  be considered null and void. 

5. I agree to abide by the ethics clauses that we have no potential conflict of interests or  any relation with other candidates or other parties in the tender procedure at the time  of the submission of this application. 

6. I will inform PVDP management immediately if there is any change in the above cir cumstances at any stage during the implementation of the contract. We also fully rec ognize and accept that any inaccurate or incomplete information deliberately provided  in this application may result in our exclusion from this and other contracts funded by  action medeor/PVDP. 

7. I note that PVDP is not bound to proceed with this invitation to bid and that it reserves  the right to award only part of the contract. It will incur no liability towards us should it  do so. 

Name and Surname: __________________________________ Contact no. ___________  Signature: ___________________________________________ 

Duly authorized to sign this tender on behalf of:  

Name of company: _____________________________________________________ Place, date and stamp: _________________________________________________

7 

ANNEX II- DECLARATION OF HONOR STATEMENT 

Herewith, I declare that there is no established conviction by final judgment for one of the  following grounds for any responsible person of the organization. Further, I declare that there  is no severe breach of regulations, which renders its integrity questionable: Participation in a  criminal organization, corruption, fraud, terrorist offences, money laundering or terrorist financ 

ing, child labour and other forms of trafficking in human beings. 

Optional exclusion grounds exist:  

Breach of social, labour or environmental law ☐ Yes ☐No Bankrupt ☐ Yes ☐No Insolvency ☐ Yes ☐No Guiltiness of grave professional misconduct ☐ Yes ☐No Occupational ban ☐ Yes ☐No Distortion of competition, bid rigging ☐ Yes ☐No Breach of confidentiality ☐ Yes ☐No 

I declare that the organization fulfilled all obligations of payments of taxes or social security  contributions. 

Moreover, in response of your letter of invitation to bid for the above contract, I, the under signed, hereby declare that all the works offered will be realized in accordance with Interna tional Rules against exploitation of child labour and gender discrimination, as well as in the  respect of basic social rights and working conditions. 

Name and Surname: __________________________________  

Signature: ___________________________________________ 

Duly authorized to sign this tender on behalf of:  

Name of company: _____________________________________________________ Place, date and stamp: _________________________________________________