ITB Reference No:

MALC/ITB/June/2026/01

Date: 23^rd June 2026

GENERAL

1.    Scope

Bidders are invited to submit a bid for the goods specified in Section 5: Schedule of Requirements, in accordance with this Invitation to Bid (ITB). A summary of the scope of the bid is included in Section 3: Data Sheet.

Bidders shall adhere to all the requirements of this ITB, including any amendment made in writing by Marie Adelaide leprosy Centre (MALC). This ITB is conducted in accordance with Policies and Procedures of MALC.

2.    Interpretation of the ITB

Any bid submitted will be regarded as an offer by the bidder and does not constitute or imply the acceptance of the bid by Marie Adelaide Leprosy Centre (MALC). MALC is under no obligation to award a contract to any bidder as a result of this ITB.

3.    Supplier Code of Conduct

All prospective suppliers must read the Supplier Code of Conduct and acknowledge that it provides the minimum standards expected of suppliers. The Code of Conduct, which includes principles on labor, human rights, environment and ethical conduct.

4.    Eligible bidders

Bidders shall have the legal capacity to enter into a binding contract with MALC.

All bidders found to have a conflict of interest shall be disqualified. Bidders may be considered to have a conflict of interest if they are or have been associated in the past, with a firm or any of its affiliates that have been engaged by Marie Adelaide leprosy Centre (MALC) to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods, services or works required in the present procurement process.

Bidders shall not be eligible to submit a bid if at the time of bid submission:

• Has prior legal cases in any court of Pakistan
• Other sanctions list, if applicable, as per the discretion of the Marie Adelaide leprosy Centre (MALC).

5.    Eligible goods, works and services

All goods, works and/or services to be supplied under the contract shall have their origin in any country apart from the countries, if any, listed in Section 3: Data Sheet, and all expenditures made under the contract will be limited to such goods, works and services.

For purposes of this clause, “origin” means the place where the goods are Manufactured. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially recognized product result that is substantially different in basic characteristics or in purpose or utility from its components.

The origin of goods, works and services is distinct from the nationality of the bidder.

6.    Proprietary information

The ITB documents and any specifications, plans, drawings, patterns, samples, or information issued or furnished by Marie Adelaide Leprosy Centre (MALC) are issued solely for the purpose of enabling a bid to be completed and may not be used for any other purpose. The ITB documents and any additional information provided to bidders shall remain the property of MALC. All documents which may form part of the bid will become the property of MALC, Who will not be required to return them to your firm.

7.    Publicity

During the ITB process, a bidder is not permitted to create any publicity in connection with the ITB.

SOLICITATION DOCUMENTS

8.    Clarification of solicitation documents

Bidders may request clarifications on any of the ITB documents no later than the date indicated in Section 3: Data Sheet. Any request for clarification must be sent in writing in the manner indicated in Section 3: Data Sheet. Explanations or interpretations provided by personnel other than the named contact person will not be considered binding or official.

MALC will provide the responses to clarifications through the method specified in Section 3: Data Sheet.

MALC shall endeavor to provide responses to clarifications in an expeditious manner, but any delay in such response shall not cause an obligation on the part of MALC to extend the submission date of the bids, unless MALC deems that such an extension is justified and necessary.

9.    Amendment of solicitation documents

At any time prior to the deadline of bid submission, MALC may for any reason, such as in response to a clarification requested by a bidder, modify the ITB in the form of an amendment to the ITB. Amendments will be made available to all prospective bidders.

If the amendment is substantial, MALC may extend the deadline for submission of the bid to give the bidders reasonable time to incorporate the amendment into their bids.

PREPARATION OF BIDS

10. Cost of preparation of  bid

The bidder shall bear all costs related to the preparation and/or submission of the bid, regardless of whether its bid is selected or not. MALC shall not be responsible or liable for those costs, regardless of the conduct or outcome of the procurement process.

11. Language

The bid, as well as any and all related correspondence exchanged by the bidder and MALC, shall be written in the language(s) specified in Section 3: Data Sheet.

12. Documents comprising the bid

The bid shall comprise the following documents and related forms which details are provided in Section 3: Data Sheet:

a)   Documents establishing the eligibility and qualifications of the bidder.

b)   technical bid

c)   Price Schedule

d)            Bid Security

13. Documents establishing eligibility and qualifications of the bidder

The bidder shall furnish documentary evidence of its status as an eligible and qualified vendor, using the Forms provided in Section 7 and providing the documents required in those forms. In order to award a contract to a bidder, its qualifications must be documented to MALC’s satisfaction.

14. Technical bid

The bidder is required to submit a technical bid using the form provided in Section 7 and taking into consideration the requirements in the ITB.

15. Price Schedule

The Price Schedule shall be prepared using the form provided in Section 7 and taking into consideration the requirements in the ITB.

The prices and discounts quoted by the bidder shall conform to the requirements specified below.

• All items and lots (if applicable) must be listed and priced separately.
• The price to be quoted shall be the total price of the bid, excluding any discounts offered.
• The bidder shall quote any unconditional discounts and indicate the method for their application.

• The INCOTERM shall be governed by the rules prescribed in the 2020 edition of INCOTERMS, published by The International Chamber of Commerce. The INCOTERM rules and place of destination are specified in Section 5: Schedule of Requirements.
• Prices quoted by the bidder shall be fixed during the bidder’s performance of the contract and not subject to variation on any account unless otherwise specified in Section 3: Data Sheet. A bid submitted with an adjustable price shall be treated as non-compliant and shall be rejected. However, if in accordance with Section 3: Data Sheet, prices quoted by the bidder shall be subject to adjustment during the performance of the Contract, a bid submitted with a fixed price quotation shall not be rejected, but the price adjustment shall be treated as zero.
• If indicated in Section 3: Data Sheet that bids are being invited for individual contracts (lots) and unless otherwise indicated in Section 3: Data Sheet, prices quoted shall correspond to 100 % of the items specified for each lot and to 100% of the quantities specified for each item of a lot. Bidders wishing to offer any price reduction (discount) for the award of more than one Lot shall specify the applicable price reduction.

16. Bid currencies

All prices shall be quoted in PKR Section 3: Data Sheet.

17. Duties and taxes

  Inclusive of all taxes (GST and other applicable indirect taxes)

18. Bid validity period

Bids shall remain valid for the period specified in Section 3: Data Sheet, commencing on the deadline for submission of bids. A bid valid for a shorter period may be rejected by MALC   and rendered non-responsive.

During the bid validity period, the bidder shall maintain its original bid without any change, including the availability of the key personnel, the proposed rates and the total price.

In exceptional circumstances, prior to the expiration of the bid validity period, MALC may request bidders to extend the period of validity of their bids. The request and the responses shall be made in writing and shall be considered integral to the bid.

If the bidder agrees to extend the validity of its bid, it shall be done without any change to the original bid, but will be required to extend the validity of the bid security, if required, for the period of the extension, and in compliance with Article 19 (Bid Security) in all respects.

The bidder has the right to refuse to extend the validity of its bid without forfeiting the bid security, if required, in which case, the bid shall not be further evaluated.

19. Bid Security

A bid security, if required by Section 3: Data Sheet, shall be provided in the amount and form indicated in the Section 3: Data Sheet. The bid security shall be valid for a minimum of thirty

(30) Days after the final date of validity of the bid.

The bid security shall be included along with the bid. If a bid security is required by the ITB but is not found in the bid, the offer shall be rejected.

If the bid security amount or its validity period is found to be less than is required by MALC, , MALC shall reject the bid.

In the event an electronic submission is allowed in Section 3: Data Sheet, bidders shall include a copy of the bid security in their bid and the original of the bid security must be sent via courier or hand delivery as per the instructions in Section 3: Data Sheet.

Unsuccessful bidders’ bid securities will be discharged/returned as promptly as possible but

no later than thirty (30) days after the expiration of the period of bid validity prescribed by

MALC pursuant to Article 18 (Bid Validity Period).

The bid security may be forfeited by MALC, and the bid rejected, in the event of any, or combination, of the following conditions:

• If the bidder withdraws its offer during the period of the bid validity specified in Section 3: Data Sheet, or.
• In the event the successful bidder fails:
• to sign the Contract after MALC has issued an award; or

To furnish the Performance Security, insurances, or other documents that MALC may require as a condition precedent to the effectivity of the contract that may be awarded to the bidder.

20. Joint Venture, Consortium or Association

If the bidder is a group of legal entities that will form or have formed a Joint Venture (JV), Consortium or Association for bid, each such legal entity will confirm in their joint bid that:

• they have designated one party to act as a lead entity, duly vested with authority to legally bind the members of the JV, Consortium or Association jointly and severally, and this will be evidenced by a duly notarized Agreement among the legal entities, which will be submitted along with the bid; and
• If they are awarded the contract, the contract shall be entered into by and between MALC and the designated lead entity, who will be acting for and on behalf of all the member entities comprising the joint venture.

After the deadline for submission of bid, the lead entity identified to represent the JV, Consortium or Association shall not be altered without the prior written consent of MALC.

If a JV, Consortium or Association’s bid is the bid selected for award, MALC will award the contract to the joint venture, in the name of its designated lead entity. The lead entity will sign the contract for and on behalf of all other member entities.

The lead entity and the member entities of the JV, Consortium or Association shall abide by the provisions of Article 21 (Only one Bid) herein in respect of submitting only one bid.

The description of the organization of the JV, Consortium or Association must clearly define the expected role of each of the entities in the joint venture in delivering the requirements of the ITB, both in the bid and the JV, Consortium or Association Agreement. All entities that comprise the JV, Consortium or Association shall be subject to the eligibility and qualification assessment by MALC.

A JV, Consortium or Association in presenting its track record and experience should clearly differentiate between:

• Those that were undertaken together by the JV, Consortium or Association; and
• Those that were undertaken by the individual entities of the JV, Consortium or Association.

Previous contracts completed by individual experts working privately but who are permanently or were temporarily associated with any of the member firms cannot be claimed as the experience of the JV, Consortium or Association or those of its members, but should only be claimed by the individual experts themselves in their presentation of their individual credentials.

JV, Consortium or Associations are encouraged for high value, multi-sectoral requirements when the spectrum of expertise and resources required may not be available within one firm.

21. Only one bid

The bidder (including the individual members of any Joint Venture) shall submit only one bid, either in its own name or as part of a Joint Venture.

Bids submitted by two (2) or more bidders shall all be rejected if they are found to have any of the following:

• they have at least one controlling partner, director or shareholder in common; or
• any one of them receive or have received any direct or indirect subsidy from the other/s; or
  • they have the same legal representative for purposes of this ITB; or
  • They have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about, or influence on the bid of another bidder regarding this ITB process.
  • they are subcontractors to each other’s bid, or a subcontractor to one bid also submits another bid under its name as lead bidder; or some key personnel proposed to be in the team of one bidder participates in more than one bid received for this ITB process. This condition relating to the personnel, does not apply to subcontractors being included in more than one bid.

22. Alternative bids

Unless otherwise specified in Section 3: Data Sheet, alternative bids shall not be considered. If submission of an alternative bid is allowed in Section 3: Data Sheet, a bidder may submit an alternative bid, but only if it also submits a bid conforming to the ITB requirements. Where the conditions for its acceptance are met, or justifications are clearly established, MALC reserves the right to award a contract based on an alternative bid.

If multiple/alternative bids are being submitted, they must be clearly marked as “Main Bid” and “Alternative Bid”. If no indication is provided as to which bid is the main bid and which is/are the alternative bid(s), then all bids will be rejected.

23. Pre-bid conference

When appropriate, a pre-bid conference will be conducted at the date, time and location and according to any instructions specified in Section 3: Data Sheet.

If it is stated in Section 3: Data Sheet that the pre-bid conference is mandatory, a bidder which does not attend the pre-bid conference shall become ineligible to submit a bid under this ITB.

If it is stated in Section 3: Data Sheet that the pre-bid conference is not mandatory, non- attendance shall not result in disqualification of an interested bidder.

MALC will not issue any formal answers to questions from bidders regarding the ITB or bid process during the pre-bid conference. All questions shall be submitted in accordance with Article 41 (Clarification of Bids).

The pre-bid conference shall be conducted for the purpose of providing background information only. Without limiting Article 26 (Bidders Responsibility) bidders shall not rely upon any information, statement or representation made at the pre-bid conference unless that information, statement or representation is confirmed by MALC in writing.

Minutes of the pre-bid conference will be disseminated as specified in Section 3: Data Sheet. No verbal statement made during the conference shall modify the terms and conditions of the ITB, unless specifically incorporated in the minutes of the bidder’s conference or issued/posted as an amendment to ITB.

24. Site inspection

When appropriate, a site inspection will be conducted at the date, time and location and according to any instructions specified in Section 3: Data Sheet.

If it is stated in Section 3: Data Sheet that the site inspection is mandatory, a bidder who does not attend the site inspection shall become ineligible to submit a bid under this ITB.

If it is stated in Section 3: Data Sheet that the site inspection is not mandatory, non- attendance, shall not result in disqualification of an interested bidder.

Bidders participating in a site inspection shall be responsible for making and obtaining any visa arrangements that may be required for the bidders to participate in a site inspection.

Prior to attending a site inspection, bidders shall execute an indemnity and a waiver releasing MALC in respect of any liability that may arise from:

(i)                Loss of or damage to any real or personal property.

(ii)              Personal injury, disease or illness to, or death of, any person.

(iii)             financial loss or expense, arising out of the carrying out of that site inspection; and

(iv)             Transportation by MALC to the site (if provided) as a result of any accidents or malicious acts by third parties.

MALC will not issue any formal answers to questions from bidders regarding the ITB or bid process during a site inspection. All questions shall be submitted in accordance with Article 8 (Clarification of solicitation documents).

A site inspection will be conducted for the purpose of providing background information only. Without limiting Article 26 (Bidders Responsibility), bidders shall not rely upon any information, statement or representation made at a site inspection unless that information, statement or representation is confirmed by MALC in writing.

25. Errors or omissions

Bidders shall immediately notify MALC in writing of any ambiguities, errors, omissions, discrepancies, inconsistencies or other faults in any part of the ITB, with full details of those ambiguities, errors, omissions, discrepancies, inconsistencies or other faults.

Bidders shall not benefit from such ambiguities, errors, omissions, discrepancies, inconsistencies or other faults.

26. Bidders’ responsibility to inform themselves

Bidders shall be responsible for informing themselves in preparing their bid. In this regard, bidders shall ensure that they:

• Examine and fully inform themselves in relation to all aspects of the ITB, including the Contract and all other documents included or referred to in this ITB.
• Review the ITB to ensure that they have a complete copy of all documents.
• Obtain and examine all other information relevant to the project and the scope of the requirements available on reasonable inquiry.
• Verify all relevant representations, statements and information, including those contained or referred to in the ITB or made orally during any clarification meeting or site Inspection or any discussion with MALC, its employees or agents.
• Attend any Pre-bid conference or site inspection if it is mandatory under this ITB.
• fully inform and satisfy themselves as to requirements of any relevant authorities and laws that apply, or may in the future apply, to the supply of the goods, works and/or services; and
• form their own assessment of the nature and extent of the goods, works and /or services required as included in Section 5: Schedule of Requirements and properly account for all requirements in their bid.
• Bidders acknowledge that MALC, its supply chain department, employees, and agents make no representations or warranties (express or implied) as to the accuracy, currency or completeness of this ITB or any other information provided to the bidders.

   27. No material change(s) in circumstances

The bidder shall inform MALC of any change(s) of circumstances arising during the ITB process, including but not limited to:

• A change affecting any declaration, accreditation, license, or approval.
• Major re-organizational changes, company re-structuring, a take-over, buy-out or similar event(s) affecting the operation and/or financing of the bidder or its major sub-contractors.
• A change to any information on which MALC may rely on assessing bids.

SUBMISSION AND OPENING OF BIDS

28. Instruction for bid submission

The bidder shall submit a duly signed and complete bid comprising the documents and forms in accordance with requirements in Section 3: Data Sheet. The Price Schedule shall be submitted together with the Technical Bid. The bid shall be delivered according to the method specified in Section 3: Data Sheet.

The bid shall be signed by the bidder or person(s) duly authorized to commit the bidder. The authorization shall be communicated through a document evidencing such authorization issued by the legal representative of the bidding entity, or, if requested, a Power of Attorney, accompanying the bid.

Bidders must be aware that the mere act of submission of a bid, in and of itself, implies that the bidder fully accepts the MALC General Conditions of Contract.

29. Deadline for bid submission

Complete bids must be received by MALC in the manner, and no later than the date and time, specified in Section 3: Data Sheet. If any doubt exists as to the time zone in which the Bid should be submitted, refer to http://www.timeanddate.com/worldclock/It shall be the sole responsibility of the bidders to ensure that their bid is received by the closing date and time. MALC shall accept no responsibility for bids that arrive late due to the courier company or any technical issues and shall only recognize the actual date and time that the bid was received by MALC.

MALC may, at its discretion, extend this deadline for the submission of bids by amending the solicitation documents in accordance with Article 9 Amendment of solicitation documents. In this case, all rights and obligations of MALC and bidders subject to the previous deadline will thereafter be subject to the new deadline as extended.

30. Withdrawal, substitution and modification of bids

A bidder may withdraw, substitute, or modify its bid after it has been submitted at any time prior to the deadline for submission by sending a written notice to MALC, duly signed by an authorized representative and shall include a copy of the authorization (or a Power of Attorney). The corresponding substitution or modification of the bid, if any, must accompany the respective written notice. All notices must be submitted in the same manner as specified for submission of bids, by clearly marking them as “WITHDRAWAL”, “SUBSTITUTION” OR “MODIFICATION”.

However, after the deadline for bid submission, the bids shall remain valid and open for acceptance by MALC for the entire bid validity period, as may be extended.

Bids requested to be withdrawn prior to the deadline for submission of the bids shall be made available for collection by the bidder that submitted it within 15 days of its withdrawal. Otherwise, MALC shall have the right to discard such bid unopened without further notice to the bidder. MALC shall not be responsible to return the bid to the bidder at MALC’s cost.

31. Storage of bids

Bids received prior to the deadline of submission and the time of opening shall be securely

Kept unopened until the specified bid opening date stated in Section 3: Data Sheet. No responsibility shall be attached to MALC for prematurely opening an improperly addressed and/or identified bid.

32. Bid opening

Bids will be opened by a committee formed by MALC consisting of at least three (3) personnel. Bidders may attend the opening of the bids if stated in Section 3: Data Sheet.

The bidders’ names, modifications, withdrawals, bid prices, the condition of the envelope labels/seals, the number of folders/files and all other such details as MALC may consider appropriate will be announced at the opening and recorded on the bid opening report, which will be available for viewing only to bidders who have submitted a bid for a period of thirty days from the date of opening. Information not included in the bid opening report will not be provided to bidders. No bid shall be rejected at the opening stage, except for late submissions.

33. Late bids

Any bid received by MALC after the deadline for submission of bids will be destroyed unless the bidder requests that it be returned and assumes the responsibility and expenses for the re-possession of the returned bidding documents.

In exceptional circumstances, late bids may be accepted if it is determined that the submission was sent in ample time prior to the bid closing and the delay could not be reasonably foreseen by the bidder or was due to force majeure.

EVALUATION OF BIDS

34. Confidentiality

Information relating to the examination, evaluation, and   comparison   of   bids, and the recommendation of contract award, shall not be disclosed to bidders or any other persons not officially concerned with such process, even after publication of the contract award.

Any effort by a bidder or anyone on behalf of the bidder to influence MALC in the examination, evaluation and comparison of the bids or contract award decisions may, at MALC’s decision, result in the rejection of its bid and may subsequently be subject to the application of prevailing MALC’s vendor sanctions procedures.

35. Evaluation of bids

MALC shall evaluate a bid using only the methodologies and criteria defined in this ITB. No other criteria or methodology shall be permitted.

MALC shall conduct the evaluation solely based on the bids received according to the evaluation criteria in Section 4.

Evaluation of bids shall be undertaken in the following steps:

a)          Preliminary examination

b)         Evaluation of eligibility and qualification

c)          Evaluation of technical bids

d)         Evaluation of prices of bids found to be substantially compliant.

After completion of the evaluation, but prior to award, MALC shall conduct a post- qualification assessment of the bidder recommended for the award (if pre-qualification was not done) as per Article 40 (Post-qualification).

36.Preliminary examination

MALC shall examine the bids to determine whether they are complete with respect to minimum documentary requirements, whether the documents have been properly signed, and whether the bids are generally in order, among other indicators that may be used at this stage. MALC reserves the right to reject any bid at this stage.

37. Evaluation of eligibility and qualification

The eligibility and Qualification of the bidder will be evaluated against the Minimum Eligibility/Qualification requirements specified in Section 4: Evaluation Criteria and in Article 4 (Eligible Bidders).

38. Evaluation of technical bids

Technical evaluation will be conducted to establish substantial compliance, as per the criteria included in Section 4: Evaluation Criteria. When the bid varies in one or more aspect/s from the minimum technical specifications and/or delivery requirements specified in Section 5: Schedule of Requirements, the bid will not be considered substantially compliant and will not be evaluated further.

39. Evaluation of prices

The prices of bids found to be substantially compliant will be compared to identify the most substantially compliant bid which represents the lowest overall costs to MALC.

40. Post-qualification

MALC reserves the right to undertake a post-qualification assessment, aimed at determining, to its satisfaction, the validity of the information provided by the bidder. Such exercise shall be fully documented and may include, but need not be limited to, all or any combination of the following:

a)          Verification of accuracy, correctness and authenticity of the information provided by the bidder.

b)         Validation of the extent of compliance to the ITB requirements and evaluation criteria based on what has so far been found by the evaluation team.

c)          Inquiry and reference checking with Government entities with jurisdiction over the bidder, or with previous clients, or any other entity that may have done business with the bidder.

d)         Inquiry and reference checking with previous clients on the performance on ongoing or completed contracts, including physical inspections of previous works, as deemed necessary.

e)          Physical inspection of the bidder’s offices, branches, or other places where business transpires, with or without notice to the bidder.

f)           Other means that MALC may deem appropriate, at any stage within the selection process, prior to awarding the contract.

41. Clarification of bids

MALC may request clarification or further information in writing from the bidders at any time during the evaluation process. The bidders’ responses shall not contain any changes regarding the substance or price of the bid, except to confirm the correction of arithmetic errors discovered by MALC in the evaluation of the bids, in accordance with Instructions to Bidders Article 25 (Errors or omissions).

MALC may use such information in interpreting and evaluating the relevant bid but is under no obligation to take it into account.

42. Responsiveness of bid

MALC’s determination of a bid’s responsiveness is to be based on the contents of the bid itself. A substantially responsive bid is one that conforms to all the terms, conditions, and specifications of the bidding documents without material deviation, reservation, or omission. A material deviation, reservation, or omission is one that:

a)          affects in any substantial way the scope, quality, or performance of the goods, services and/or works specified in the contract; or

b)         limits in any substantial way, inconsistent with the bidding documents, MALC’s rights, or the bidder’s obligations under the contract; or

c)          if rectified would unfairly affect the competitive position of other bidders presenting substantially responsive bids.

If a bid is not substantially responsive, it shall be rejected by MALC and may not subsequently be made responsive by the bidder by correction of the material deviation, reservation, or omission.

43. Nonconformities, reparable errors and omission

Provided that a bid is substantially responsive, MALC may waive any non-conformities or omissions in the bid that, in the opinion of MALC, do not constitute a material deviation. These are a matter of form and not of substance and can be corrected or waived without being prejudicial to other bidders.

Provided that a bid is substantially responsive MALC may request the bidder to submit the necessary information or documentation, within a reasonable period, to rectify nonmaterial nonconformities or omissions in the bid related to documentation requirements. Such omission shall not be related to any aspect of the price of the bid. Failure of the bidder to comply with the request may result in the rejection of its bid.

For bids that have passed the preliminary examination, MALC shall check, and correct arithmetical errors as follows:

a)          if there is a discrepancy between the unit price and the line-item total that is obtained by multiplying the unit price by the quantity, the unit price shall prevail and the line-item total shall be corrected, unless in the opinion of MALC there is an obvious misplacement of the decimal point in the unit price; in which case, the line-item total as quoted shall govern and the unit price shall be corrected;

b)         if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail, and the total shall be corrected; and

c)          If there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail.

If the bidder that submitted the lowest evaluated bid does not accept the correction of errors, its bid shall be rejected, and its bid security may be forfeited.

44. Right to accept any bid and to reject any or

all bids

MALC reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for MALC’s action. MALC shall not be obliged to award the contract to the lowest priced offer.

45. Samples

Where required as per Section 5: Schedule of Requirements, free, non-returnable samples shall be provided by the bid submission deadline for evaluation and testing by MALC or their representative, of the item and/or the packing and packaging, prior to any award. Samples will be subject to technical review and laboratory analysis where appropriate. Samples provided to MALC are non-returnable unless otherwise stated. Samples should be marked with the ITB number.

If a bidder fails to provide samples or documents requested by MALC in a timely manner, MALC may declare the bid unsuccessful.

AWARD OF CONTRACT

46. Award criteria

In the event of a Contract award, MALC shall award the contract to a bidder who has been determined as eligible and qualified and whose bid has been determined to be the lowest- priced, substantially compliant offer to the ITB. MALC reserves the right to conduct negotiations with the bidder recommended for the award on the content of their bid.

 47.  Right to vary requirement at time of award

At the time the Contract is awarded, MALC reserves the right to increase or decrease the quantity of goods, works and/or services originally specified in Section 5: Schedule of Requirements, provided this does not exceed the percentages specified in Section 3 Data Sheet, and without any change in the unit prices or other terms and conditions of the bid and the bidding document.

48. Notification of award

Prior to the expiration of the period of bid validity, MALC will notify the successful bidder in writing by email, fax or post, that its bid has been accepted. Please note that the bidder, if not already registered at Supply Chain MALC, will be required to complete the vendor registration process, prior to the signature and finalization of the contract.

49. Debriefing

In the event that a bidder is unsuccessful, the bidder may request a debriefing from MALC. The purpose of the debriefing is to discuss the strengths and weaknesses of the bidder’s submission, in order to assist the bidder in improving its future bids for MALC procurement opportunities. The content of other bids and how they compare to the bidder’s submission shall not be discussed.

50. Performance security

The successful bidder, if so, specified in Section 3: Data Sheet shall furnish performance security in the amount and form specified therein, within the specified number of days after receipt of the contract from MALC. Banks issuing performance securities must be acceptable to the MALC controller, i.e., banks certified by the central bank of Pakistan to operate as a commercial bank. MALC shall promptly discharge the bid securities of the unsuccessful bidders pursuant to Article 19 (Bid Security).

Failure of the successful bidder to submit the above-mentioned performance security or sign the contract shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security. In that event MALC may award the contract to the next lowest evaluated bidder, whose offer is substantially responsive and is determined by MALC to be qualified to perform the contract satisfactorily.

51. Bank guarantee for advance payment

Except when the interests of MALC so require, it is MALC’s standard practice not to make advance payment(s) (i.e., payments without having received any outputs). If an advance payment is allowed as per Section 3: Data Sheet, and if specified there, the bidder shall submit a Bank Guarantee in the full amount of the advance payment. Banks issuing bank guarantees must be acceptable to the MALC controller, i.e., banks certified by the central bank of the country to operate as a commercial bank.

52. Liquidated Damages

If specified in Section 3: Data Sheet, MALC shall apply Liquidated Damages for the damages and/or risks caused to MALC resulting from the Contractor’s delays or breach of its obligations as per the Contract.

53. Proposal protest

Any proposer that believes to have been unjustly treated in connection with this proposal process or any contract that may be awarded as a result of such proposal process may submit a complaint to [email protected].

Ref.

Article in Section 3

Specific Instructions / Requirements

1.

Scope

The reference number of this Invitation to Bid (ITB) is MALC/ITB/June/2026/01

The ITB include the Procurement of Ophthalmic Equipment’s, as further described in Section 5 of this ITB.

2.

Eligible bidders

Only eligible bidders to participant

Pakistan

3.

Eligible goods, works and services

Goods, works and/or Services with  are eligible in this  bidding process,

4.

Clarification of solicitation documents

Contact details for clarification of solicitation documents: Focal Person: Gopal Gavri

Address: Mariam Manzil AM-21,off  Shahrah-e-Liaqat, P.O.Box 8666,Saddar Karachi.

E-mail address: [email protected]

ATTENTION: BIDS SHALL NOT BE SUBMITTED TO THE ABOVE ADDRESS BUT TO THE ADDRESS FOR BID SUBMISSION AS SET OUT BELOW (see Data Sheet Article 16).

Deadline for submitting requests for clarifications/questions: Date: 04 July 2026

Time: 15:00PM

Time zone: (GMT+5)

Manner of disseminating supplemental information to the ITB and responses/clarifications to queries:

Direct communication to prospective Bidders by email and posting on the website [enter link].

5.

Language

All bids, information, documents and correspondence exchanged between MALC and the bidders in relation to this bid process shall be in English

6.

Price adjustment

The price quoted by the Bidder shall not be subject to adjustment during the performance of the contract.

7.

Partial bids (lots)

Partial bids shall not be allowed. Bidders must quote prices for the total requirement requested under Section 5. Schedule of Requirements. Evaluation will be done for the total requirement.

8.

Bid currencies

Prices shall be quoted in PKR.

9.

Duties and taxes

All prices shall:

Be inclusive of Direct and other applicable indirect taxes.

10.

Bid validity period

20 Days

11.

Bid security

Required in the amount of [enter amount]. 2% of the total bid price.

Acceptable forms of bid security are:

1. Bid security form template set out in Section 7, OR
2. Pay order/Demand draft in favor of Marie Adelaide Leprosy Centre

12.

Performance security

5% of the value of awarded work in the form of BANK GUARANTEE

13.

Alternative bids

Not Accepted.

14.

Pre-bid conference

Will not be conducted.

15.

Site inspection

A site inspection will not be held.

16.

Instruction for bid submission

Allowable manner of submitting proposals:

SUBMISSION BY CURRIER:

ADDRESS:

Marie Adelaide Leprosy Centre, Mariam Manzil, A.M. 21, Off Shahrah-e-Liaquat, P.O. Box No. 8666, Saddar Karachi 74400 Pakistan.

17

Deadline for bid submission

Date: 04-July-26 Time: 12:00PM

Time zone: (GMT+5).

18.

Bid opening

Bidders who wish to Participate should reach MALC Office 15 Minutes prior to Bid Opening time so that they can be accommodate in the bid opening process.

Date: 05.06.2026 Time: 15:30PM

Time zone: (GMT+5).

19.

Expected date for commencement of contract/PO

12^th July 2026

20.

Right to vary requirement at time of award

The maximum percentage by which quantities may be increased is 25% The maximum percentage by which quantities may be decreased is 25%

21.

Contract award to one or more bidder

MALC will award a contract to:

The contract will be awarded to the lowest price substantially compliant offers.

22.

Type of contract to be awarded

Purchase Order

23.

Conditions of contract to apply

Purchase Order

See Section 6

24.

Performance security

Not Required.

Will be decided after shortlisting.

25.

Advance payment

Not Allowed

26.

Liquidated Damages

Will be imposed as follows:

Percentage of contract price per week of delay: 1% up to a maximum of 10% of the Contract value, after which MALC may terminate the contract.

27.

Other information related to the ITB

[All other instructions and information not yet mentioned so far in this Data Sheet but are relevant to the ITB must be cited here, and any further entries that may be added below this table row]

Criteria

Documents to establish compliance

Completeness of the bid

All documents and technical documentation requested in Section 2: Instructions to Bidders Article 12 have been provided and are complete

Bid Security with a compliant validity period

Form I

Eligibility Criteria

Documents to establish compliance

Bidder is a legally registered entity

Form D: Bidder Information

Vendor is not suspended, nor otherwise identified as ineligible by any Organization, in accordance with Section 2 Article 4.

Form C: Bid Submission

No conflicts of interest in accordance with Section 2 Article 4.

Form C: Bid Submission

The bidder has not declared bankruptcy, in not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal action against the vendor that could impair its operations in the foreseeable future

Form C: Bid Submission

Certificates and Licenses:

• Duly authorized to act as Agent on behalf of the Manufacturer, or Power of Attorney, if bidder is not a manufacturer.
• Official appointment as local representative, if bidder is submitting a bid on behalf of an entity located outside the country.
• Patent Registration Certificates, if any of technologies submitted in the bid is patented by the bidder.
• Export/Import Licenses, if applicable.

Form D: Bidder Information

Criteria

Documents to establish compliance

Goods/works/services offered in the bid are substantially compliant and do not contain any material deviation(s) from the minimum required as included in Section 5: Schedule of Requirements.

Form G: Technical Bid

The bid is substantially compliant with the minimum Delivery Requirements included in Section 5: Schedule of Requirements and do not contain any material deviation(s).

Form G: Technical Bid Form H: Price Schedule

Criteria

Documents to establish compliance

Price comparison shall be based on the landed price, including transportation, insurance, and the total cost of ownership (including spare parts, consumption, installation, commissioning, training, special packaging, etc., where applicable).

Form H: Price Schedule

S.NO

Description

Specification

Quantity Required

1

Silt Lamp with aplantation motorized stand

Binocular tube with vertical type and eye width adjustment.

2. Illumination LED or Halogen.

3. Eyepieces with dioptric adjustment 10x.

4. Slit length: variable.

5. Tilt mechanism.

6. Slit image rotation: 0 to 180 degree.

7. Filters: Standard.

8. With hanging type application tonometer with one extra prism and calibration kit Accessories:

1. With original motorized table/Imported from Europe/Japan/USA.

2. Dust cover.

3. Plastic breath-shield.

4. Chin-rest papers.

5. With extra 12 lamps (for halogen illumination Slit Lamp)

2

2

 Auto Kerato – Refractometer with Motorized Stand

1. With auto measurement & printout with standard accessories.

2. Manual or motorized chin rest movement.

3. Measuring range:

4. Spherical: ±17D or better.

5. Cylinder: ±6 D or better.

6. Axis: 1 to 180 Degree.

7. Pupil distance: Max 85mm (increment 1mm).

8. Display: digital on TV or LCD monitor.

9. Built-in printer

10. Electric power: 220-240V AC, 50Hz

 Accessories

1. With 6 paper roll, dust cover and cleaning kit.
2. 2. On locally made good quality motorized stand.

Country OF Origin

Japan, Europe, Korea ,USA

02

3

LENMETER/FOCIMETER with complete Accessories

     Type: ocular internal reading with eye piece.

2.Target: Pinhole corona

3. Vertex power range: 0 to ±25D.

4. Steps: 0.25D or better.

5. Cylinder axis : 0 to 180 degree .

6. Prismatic power range : 5 prism D.

7. Electricity: 220V, 50Hz AC, or battery operated.

8. Illumination LED / Halogen

Country OF Origin

Japan, Europe, Korea ,USA

2

4

Ophthalmoscope XHL/Retinoscopy LED Combined  set

Ophthalmoscope XHL

Ophthalmoscope XHL

• Soft Glass protector / Orbital rest.
• Precision spherical optics for a bright Fundus image.
• Internal reflection practically - eliminated.
• High - resolution retinal image.
• Halogen bulb for bright, white light.
• Improved internal Dust - Protection - Maintenance free.
• Illuminated Diopter readout.

Retinoscopy LED

• Para Stop. Precise, easy selection of a parallel beam.
• Patented, unique, steeples dimming from 3% to 100% with practical one finger operation.
• Ergonomic shape. Protects the examiner’s orbital from stray light.
• Metal controls. Long-lasting.
• Single control for vengeance and rotation. Comfortable operation.
• Maintenance-free. Dustproof. LED with virtually unlimited hours of working life.
• Integrated polarization filter. Eliminates stray light and internal reflexes for a brighter fundus reflex.
• Detachable brow rest. Increased comfort and control during examination

System Contains:

• Ophthalmoscope XHL Head
• Retinoscopy LED Head
• Standard Handle
• Rechargeable Battery
• USB Charging system
• Hard Case

Soft Glass protector / Orbital rest.

• Precision spherical optics for a bright Fundus image.
• Internal reflection practically - eliminated.
• High - resolution retinal image.
• Halogen bulb for bright, white light.
• Improved internal Dust - Protection - Maintenance free.
• Illuminated Diopter readout.

Retinoscopy LED

• Para Stop. Precise, easy selection of a parallel beam.
• Patented, unique, steeples dimming from 3% to 100% with practical one finger operation.
• Ergonomic shape. Protects the examiner’s orbital from stray light.
• Metal controls. Long-lasting.
• Single control for vengeance and rotation. Comfortable operation.
• Maintenance-free. Dustproof. LED with virtually unlimited hours of working life.
• Integrated polarization filter. Eliminates stray light and internal reflexes for a brighter fundus reflex.
• Detachable brow rest. Increased comfort and control during examination

System Contains:

• Ophthalmoscope XHL Head
• Retinoscopy LED Head
• Standard Handle
• Rechargeable Battery
• USB Charging system
• Hard Case

Country OF Origin

Japan, Europe, Korea , USA

2

Check the appropriate box

Description

☐

YES, we intend to submit a bid.

☐

NO. We are unable to submit a competitive offer for the requested goods/works/services at the moment

Check applicable

Description

☐

The requested goods/services are not within our range of supply

☐

We are unable to submit a competitive offer for the requested products at the moment

☐

The requested products are not available at the moment

☐

We cannot meet the requested specifications

☐

We cannot offer the requested type of packing

☐

The information provided for bidding purposes is insufficient

☐

Your ITB is too complicated

☐

Insufficient time is allowed to prepare a bid

☐

We cannot meet the delivery requirements

☐

We cannot adhere to your terms and conditions e.g. payment terms, request for

Performance security, etc. Please provide details below.

☐

Sustainability criteria/requirements are too stringent (if applicable)

☐

Your volume is too small and does not meet our order quantity

☐

Our production capacity is currently full

☐

We had to give priority to other clients’ requests

☐

We do not sell directly but through distributors

☐

We have no after-sales service available

☐

The person handling the bids is away from the office

☐

Other (please provide reasons below):

Further information: Click or tap here to enter text.

☐

We would like to receive future ITBs for this type of goods

☐

We don’t want to receive ITBs for this type of goods

Have you duly completed all the returnable bidding forms?

▪         Form C: Bid Submission

☐

▪         Form D: Bidder Information

☐

▪         Form E: Joint Venture/Consortium/Association Information (if applicable)

☐

▪         Form F: Eligibility and Qualification

☐

▪         Form G: Technical Bid/Bill of Quantities

☐

▪         From I: Bid Security

☐

Have you provided the required documents to establish compliance with the evaluation criteria in Section 4?

☐

Have you provided the required documents in support of Form D: Bidder Information?

☐

▪        Form H: Price Schedule

☐

Name of bidder:

Date:

ITB reference:

MALC/ITB/June/2026/01

Name of bidder:

Date:

ITB reference:

MALC/ITB/June/2026/01

Yes

No

☐

☐

On behalf of the Supplier, I hereby represent and warrant that neither the Supplier, nor any person having powers of representation, decision-making or control over it or any member of its administrative, management or supervisory body, has been the subject of a final judgement or final administrative decision for one of the following reasons: bankruptcy, insolvency or winding-up procedures; breach of obligations relating to the payment of taxes or social security contributions; grave professional misconduct, including misrepresentation, fraud; corruption; conduct related to a criminal organization; money laundering or terrorist financing; terrorist offences or offences linked to terrorist activities; child labor and other trafficking in human beings, any discriminatory or exploitative practice, or any practice that is inconsistent with the rights set forth in the Convention on the Rights of the Child or other prohibited practices; irregularity; creating or being a shell company.

☐

☐

On behalf of the Supplier, I further represent and warrant that the Supplier is financially sound and duly licensed.

☐

☐

On behalf of the Supplier, I further represent and warrant that the Supplier has adequate human resources, equipment, competence, expertise and skills necessary to complete the contract fully and

Satisfactorily, within the stipulated completion period and in accordance with the relevant terms and conditions.

☐

☐

On behalf of the Supplier, I further represent and warrant that the Supplier complies with all applicable laws, ordinances, rules and regulations.

☐

☐

On behalf of the Supplier, I further represent and warrant that the Supplier will in all circumstances act in the best interests of MALC.

☐

☐

On behalf of the Supplier, I further represent and warrant that no official of MALC or any third party has received from, will be offered by, or will receive from the Supplier any direct or indirect benefit arising from the contract.

☐

☐

On behalf of the Supplier, I further represent and warrant that the Supplier has not misrepresented or concealed any material facts during the contracting process.

☐

☐

On behalf of the Supplier, I further represent and warrant that the Supplier will respect the legal status, privileges and immunities of MALC as an intergovernmental organization.

☐

☐

On behalf of the Supplier, I further represent and warrant that the Supplier does not employ, provide resources to, support, contract or otherwise deal with any person, entity or other group associated with

Terrorism.

☐

☐

On behalf of the Supplier, I further represent and warrant that, the Supplier will apply the highest ethical standards, the principles of efficiency and economy, equal opportunity, open competition and transparency, and will avoid any conflict of interest.

☐

☐

It is the responsibility of the Supplier to inform MALC immediately of any change to the information

Provided in this Declaration.

☐

☐

On behalf of the Supplier, I certify that I am duly authorized to sign this Declaration and on behalf of the Supplier I agree to abide by the terms of this Declaration for the duration of any contract entered

Into between the Supplier and MALC.

☐

☐

MALC reserves the right to terminate any contract between MALC and the Supplier, with immediate effect and without liability, in the event of any misrepresentation made by the Supplier in this

Declaration.

Name of bidder:

Date:

ITB reference:

 MALC/ITB/June/2026/01

No

Name of Partner and contact information (address, telephone numbers, fax numbers, e-mail address)

The proposed proportion of responsibilities (in

%) and type of goods, works and/or services to be performed

1

2

3

Name of partner:

Name of partner:

Signature:                                                               

Signature:                                                                               

Date:                                                                                    

Date:                                                                               

Name of partner:

Name of partner:

Signature:                                                               

Signature:                                                                               

Date:                                                                                    

Date:                                                                               

Name of bidder:

Date:

ITB reference:

MALC/ITB/June/2026/01

☐ No non-performing contracts during the last 3 years

☐  Contract(s) not performed in the last 3 years

Year

Non- performed portion of contract

Contract Identification

Total Contract Amount

(current value in PKR)

Name of Client:

Address of Client:

Reason(s) for non-performance:

☐  No litigation history for the last 3 years

☐  Litigation History as indicated below

Year of dispute

Amount in dispute

(state currency)

Contract Identification

Total Contract Amount

(state currency)

Name of Client:

Address of Client:

Matter in dispute:

Party who initiated the dispute: Status of dispute:

Party awarded if resolved:

Project name & Country of Assignment

Client & Reference Contact Details

Contract Value

Period of activity and status

Types of activities undertaken and role (Contractor, sub-contractor or consortium member)

Annual Turnover for the last 3 years

Year

Currency

Amount

Year

Currency

Amount

Year

Currency

Amount

Latest Credit Rating (if any), indicate the source and date.

Name of bidder:

.

Date:

ITB reference:

MALC/ITB/June/2026/01

Bidder’s response

Compliance with technical

Delivery Date

Quality

Comments

Goods, works and/or services to be Supplied

specifications and broachers

attached (As per technical specification of Good in section 5)

(Confirm that you comply or indicate your delivery date)

Certificate/Export License, etc. (indicate all that apply and attach)

Yes, we comply

No, we cannot comply

(Indicate discrepancies)

Slit Lamp with aplantation motorized stand

Autorefrectometer with Motorized stand

Lensmeter/Foci meter (With Complete Accessories

Ophhtalmoscope XHL/Retinoscope LED combined set

Other Related services and requirements

(Based on the information provided in Section 5)

Compliance with requirements

Details or comments

on the related requirements

Yes, we comply.

No, we cannot comply.

(Indicate discrepancies)

Delivery Term

Name of bidder:

Date:

ITB reference:

ITB//November/2024 /01.

Bidder’s Total prices exclusive of taxes (without delivery)

Bidder’s Total prices inclusive of taxes (without delivery)

Total Price of Delivery

Total Price of Related Services

Freight Cost (if applicable)

S. No

Specification

QTY

Origin

Rates

Amount

1

Slit Lamp with aplantation motorized stand

2

2

Autorefrectometer with Motorized stand

2

3

Lensmeter/Foci meter (With Complete Accessories

2

4

Ophthalmoscope XHL/Retinoscope LED combined set

2

Total Amount