Request for Quotes (RFQ)

Issued on:                   October 28, 2024

Solicitation Number:   PI-BID/BHF/OCT-2024/129

For:                              Rehabilitation of Washrooms & Handwashing Stations

Quotes Deadline:        November 11, 2024 (5:00 PM)

Background

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

1* Pathfinder International-BHF project intends to hire services of eligible firms for the Rehabilitation of Washrooms & Handwashing Stations in selected health facilities in KP

*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 and include a photo of the item requested.

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

• Signature of an authorized individual

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: Offeror must possess experience of minimum 05 years of similar work (Period will be counted from the registration date. Proof of registration will be verified from NTN or organization registration Certificate.)

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

                                  VI.                    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.

                                VII.                    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.

                               VIII.                    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.

Note: The successful bidder must deposit the remaining 3% performance security/guarantee in the form of a Call Deposit Receipt (CDR), Demand Draft (DD), Pay Order, or Bank Guarantee. This security will be retained by Pathfinder International-BHFA until a completion certificate is obtained from BHF Pathfinder International.

For this assignment, five percent (5% including bid security) 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 10 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:

The successful bidders shall provide 2 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.

Quotes Deadline

All written responses to this RFQ must be received by Pathfinder no later than [5:00 PM for physical submission to the following office address] (Pakistan time) on November 11, 2024. The solicitation number indicated above must be included on the envelope. A maximum of two envelopes are permissible: one for technical documentation and one for financial details.

Solicitation: PI-BID/BHF/OCT-2024/129: Rehabilitation of Washrooms & Handwashing Stations.

Attention: Procurement Department

Office Address:

2^nd Floor Olympus Mall,

F-11 Markaz, Islamabad

Inquiries

Please send your queries at [email protected] by 3:00 PM Pakistani Time November 4, 2024, with a subject line: Q&A- PI-BID/BHF/OCT-2024/129: Rehabilitation of Washrooms & Handwashing Stations.

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