Request for Quotes (RFQ)

Issued on:                   December 23, 2024

Solicitation Number:   PI-BID/BHF/DEC-2024/138

For:                              Rehabilitation of Washrooms in Sindh-Hyderabad Division

Quotes Deadline:        January 07, 2025 (5:00 PM)

Background

Pathfinder International currently seeks a firm to supply the items below.

1* Description

Pathfinder International-BHF project intends to hire services of eligible firms for the Rehabilitation of Washrooms in Sindh-Hyderabad Division.

*Detailed of each lot are in ANNEX B: Bid Submission Form

Conditions

Scope of Work Detail: -

The following tasks are to be completed.

1.      Repair, maintenance & paint work internal and external

2.      Electrical Work (Wiring, LED bulb, switchboards Etc.)

3.      Provision and installation of pipes & fitting

4.      Provision and Installation of sanitary items

5.      Installation/Repair of Doors including locks and polish/paint.

6.      Provision and installation of washroom accessories

7.      Washroom Repair Work i.e. manhole, scraping, floor truff jalli, wall patti

8.      Installation/Repair of Existing Windows

9.      Installation of floor tiles

10.  Deep cleaning of washroom areas

11.  Miscellaneous works

Quote Guidelines and Instructions

Please submit all quotes on company letterhead, using the Bid Submission Form in Annex B. All quotes must be valid for a minimum of [30] days.

Any deviations from the specifications should be noted clearly on the quote.

In addition, the cover page must include the following information:

• Business name, address, telephone and email
• Contact information.
• Type of Business
• Name, Designation & Signature of an authorized individual

Note: - Vendors cannot bid for more than one lot, Quotations for more than one lot will not be considered for the evaluation.

Selection Criteria

                                     I.                    PASS/FAIL: Offeror’s bid must be valid for 30 days.

                                    II.                    PASS/FAIL: Offeror must have valid NTN (Active Taxpayer).

                                  III.                    PASS/FAIL: Offeror must have a valid PEC registration certificate.

                                  IV.                    PASS/Fail: Implementation work plan (MS Excel, MS Project or Gantt Chart) must be submitted

                                   V.                    PASS/FAIL: The offeror should have successfully executed renovation /construction assignments of similar nature with a value exceeding PKR 2 million (each contract); 03 fully executed purchase orders/contracts/ completion certificates from the past 05 years are mandatory.

                                  VI.                    PASS/FAIL: The offeror must submit CV of at least one qualified technical staff (Engineer having minimum 2 years of experience) who will supervise and oversee the refurbishment works at sites and ensure quality standards are maintained.

                                VII.                    PASS/FAIL: The offeror must provide a bid security equal to 2% of the total quoted price in PKR. This bid security, which is refundable, must be submitted in its original form as a Call Deposit Receipt (CDR), Demand Draft (DD), or Bank Draft, made payable to Pathfinder International-BHFA. Bids with a bid security amount less than the required 2% will be disqualified. Crossed cheques are not accepted.

For this assignment, five percent of the contract amount excluding sales tax shall be withheld as a retention amount. Retention amount shall be released after the issuance of the expiration of the Defects and Liability/Maintenance period for 6 months and issuance of the Certificate of Final Acceptance.

Any liquidated damages for inexcusable delays in the Contractor’s performance will be deducted from the final payment.

Offeror’s meeting the PASS/FAIL will be evaluated on below criteria.

Pathfinder will review and evaluate quotes submitted within the deadline according to the following criteria:

Suppliers with a technically compliant offer and lowest CIP cost will be awarded [70] points. All other bidder’s scores will be decreased by 1% for every 1% increase in price from the lowest total price.

The requested item/works shall be ready within 8 weeks after the issuance of contract. No credit will be given for an earlier availability date. All bidders submitting a quote that meet the acceptable range shall receive [30] points. All other bidders’ scores will decrease by 1%.

Preference will be given to suppliers that are able to quote all items, however; multiple or no awards may be made.

Payment Terms

Payment will be made net 30 days of receipt of commercial invoice and a Goods Receipt Note from end user.

Pre-award Samples:

Physical samples will be assessed in a sequential manner, beginning with the first lowest-cost bidder. If the sample from the first bidder is deemed satisfactory, there will be no need to proceed to the next bidder. However, if the sample from the first bidder does not meet the required standards, the sample from the second lowest-cost bidder will be evaluated. This process will continue in the same manner for the third lowest-cost bidder if the second bidder's sample is not deemed successful.

The shortlist bidder shall provide 01 sets of samples of material before issuing the contact; one set shall be retained by the project and the second approved set of samples shall be returned to the bidder. Final inspection will be done against the approved samples. 

GST Compliance

The project is eligible for a sales tax exemption. The GST amount will be withheld, an exemption letter will be provided within 90 days upon receipt of the invoice. If the exemption letter is not provided within this timeframe, the withheld GST amount will be paid upon completion of the USAID compliance timeline of 90 days.

Arithmetic Errors

Arithmetical errors will be rectified on the following basis:

• If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected.
• If the Supplier does not accept the correction of the errors, its bid will be rejected.

Terms

Pathfinder reserves the right to cancel this solicitation at any point and is under no obligation to issue a subcontract as a result of this solicitation.

Pathfinder will not reimburse any expenses related to the preparation of any proposal-related materials or delivery.

The resulting Purchase Order is subject to the Terms and Conditions in Annex A.

Thank you,

Procurement Department

Pathfinder International