Frontier Primary Health Care (FPHC)

Nisatta Road, Bijli Ghar, Near Zia Book Agency,

Mardan, KPK

Phone: 0937-863837

Bidding Document

Invitation to Bids (ITB)

“Procurement of Rental Vehicle Services”

Declaration:

The announcement of this invitation to bids (ITB) does not imply any contractual obligation on the part of Frontier Primary Health Care (FPHC) nor does it guarantee reimbursement for any expenses incurred while preparing a proposal.

All costs associated with the development and submission of a bid are the responsibility of the applicant bidder.

FPHC retains the authority to reject any or all proposals and may choose not to make an award, or to proceed with an award without further discussions or negotiations if deemed necessary for the project.

Introduction:

Frontier Primary Health Care (FPHC) is a non-governmental, non-political and non-partisan developmental organisation working with communities in selected districts of Khyber Pakhtunkhwa – Swabi, Mardan, Charsadda, Peshawar, Dera Ismail Khan, Tank, Kohat, Hangu, Karak, Bannu, and Lakki Marwat - on their development through primary health care and other community development services. The primary health care services are provided through its health centres including the Essential Obstetric Care Hospital in Mardan and through supporting the district health department in Malaria control interventions.

FPHC is registered with Government of Pakistan under Societies Registration Act 1860 and holds certifications from the KP Charities Commission and Pakistan Centre of Philanthropy.

Scope of Work:

FPHC intends to procure the professional and quality services of a company or firm for the provision of rental vehicles for its different projects. FPHC invites your firm to submit sealed bids for this purpose as per Annex-A of this document.

The rental vehicle requirements include various models of Toyota Corolla, Suzuki Bolan, Toyota Hilux, Shehzor mini truck, and Mazda truck for use in different districts of Khyber Pakhtunkhwa and Islamabad, with services available on a monthly or daily basis, with and without fuel and driver and stipulations for driver accommodations and meal charges.

Instructions to Bidders:

Each bidder must provide a Single Stage - Two Envelope Proposal, with Technical and Financial proposals submitted separately (single package with two separate envelopes of technical and financial bids containing all mandatory required document in their specified envelope).

1.     Technical Bids

2.     Financial Bids

1. Technical Bids should contain the following:

1.1  Cover letter (mandatory).

1.2  Complete organization/company’s profile (mandatory).

1.3  Registration of Business (NTN, STRN, Form H, Incorporation Certificate).

Bidders shall be registered for Income Tax, Sales Taxes, and be on Active Taxpayers List (ATL) of the Federal Board of Revenue (FBR), with a National Tax Number (NTN) as well as be on ATL with KPRA.

Bidder to submit copies of registration certificates and a printed copy of proof of Active Taxpayer List (ATL) of FBR and KPRA (mandatory).

1.4  Previous working experience with Governmental or Non-Governmental organizations. Copies of Purchase Orders or contracts should be submitted (mandatory).

Minimum work experience of 3 years required (mandatory).

1.5  Bidder shall provide FPHC with a signed affidavit affirming the statements mentioned in section 23.1 below (mandatory- on 50 Rs. stamp paper and attested by Notary Public).

1.6  Bidder will submit indemnity bond over legal stamp paper in which they will agree to indemnify and hold harmless FPHC from any losses, damages, or liabilities arising out of Bidder's failure to comply with the legal or regulatory obligations (mandatory on 50 Rs. stamp paper and attested by Notary Public).

1.7  Bidder shall submit this ITB document - duly signed and stamped - (mandatory).

2. Financial Bids:

2.1 Separately sealed financial bid should contain price quotes of the all rental vehicles services as mentioned in the Annex-A of this document (mandatory).

The prices shall be inclusive of all applicable governmental taxes and should be quoted in PAK Rupees only.

2.2     Company bank statements for the period from 01/01/2025 till 31/12/2025 (Mandatory)

2.3     Latest audited financial statements (if applicable).

2.4     Bid Security of PKR 50,000 in the name of Frontier Primary Health Care (FPHC) in the shape of a Demand Draft / Pay Order/ Call Deposit Receipt within due date (mandatory). Please note that cheque will not be considered.

Specific Terms & Conditions:

1. Bidders who fail the technical evaluation stage will not be considered any further for financial evaluation.
2. FPHC reserves that right to award the contract to single or multiple bidders.
3. Sealed bids should reach FPHC’s Head Office on Frontier Primary Health Care (FPHC)

Nisatta Road, Bijli Ghar, Near Zia Book Agency, Mardan within the deadline. Bids delivered after specified time & date will not be accepted.

1. The procurement committee reserves the right to alter the quantities, if required; such variation in quantities/ Units will not cause any change in the unit price.
2. Award will be made on “technically qualified - lowest price” basis.
3. An agreement will be signed with successful bidder for provision of vehicles.
4. Failure to meet the conditions of the agreement will result in cancellation of the agreement at the risk and cost of the bidder.
5. This Invitation to Bids (ITB) does not constitute any commitment on the part of this Organization unless a written agreement is signed by both parties.
   1. Bidders are required to submit all their enquiries in respect of this ITB by e-mail [email protected] up to February 02, 2026, 24.00 hrs. The subject of the email must mention the ITB reference number.  

FPHC may, at its discretion, copy any reply to a particular question to all other invited Bidders. We would endeavour to provide you information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your offer.

GENERAL TERMS AND CONDITIONS

1. Price: The prices stated on the order shall be held firm for the period and / or quantity unless specifically stated otherwise.

2. Source of Instructions: The Bidder shall not seek nor accept instructions from any source external to FPHC in relation to the performance of the contract.

3. Assignment: The Bidder shall not assign, transfer, sublet or subcontract the contract or any part thereof without the prior written consent of the FPHC.

4. Corruption: The Bidder shall not give, nor offer to give, anyone employed by the FPHC an inducement or gift that could be perceived by others to be a bribe. The Bidder agrees that a breach of this provision may lead to an immediate end to business relationships and termination of existing contracts.

5. Confidentiality:

5.1 All data, including but not limited to, maps, drawings, photographs, estimates, plans, reports and budgets that has been compiled by or received by the Bidder under the contract shall be the property of the FPHC and shall be treated as confidential. All such data should be delivered to the authorized officials representing the FPHC upon request.

5.2 The Bidder may not communicate at any time to any other person, government or authority external to FPHC, any information that has been compiled through association with FPHC which has not been made public except with written authorization from the FPHC. These obligations do not lapse upon termination of the contract.

6. Use of Emblem or Name: Unless otherwise agreed in writing; the Bidder shall not advertise nor make public the fact that it is supplying vehicles or rental services to the FPHC, nor shall the Bidder in any way whatsoever use the name or emblem of FPHC in connection with its business or otherwise.

7. Observance of Law: The Bidder shall comply with all laws, ordinances, rules and regulations bearing upon the performance of its obligations under the terms of the contract.

8. Force Majeure: The meaning of the term can be taken to mean acts of God, war (declared or not), invasion, revolution, insurrection or acts similar in nature or force.

8.1 In the event of and as soon as possible after the occurrence of any cause deemed force majeure, the Bidder must inform the FPHC of the full particulars in writing. If the Bidder is rendered unable either in part or in whole to perform its obligations, then the Buyer shall take such action as it considers, in its sole discretion, to be appropriate or necessary in the circumstances.

8.2 If the Bidder is permanently rendered incapable in whole or part by reason of force majeure to complete its obligations and responsibilities under the contract then the FPHC will have the right to suspend or terminate the contract on the same terms and conditions laid out in section 9, Cancellation.

9. Cancellation:

9.1 The FPHC reserves the right to cancel the contract should it suspend its activities or through changes to its mandate by virtue of the BOD of FPHC and/or lack of funding. In such a case, the Bidder shall be reimbursed by FPHC for all reasonable costs incurred by the Bidder conforming to specification and terms of contract, prior to receipt of the termination notice.

9.2 Should the Bidder encounter solvency problems including, but not limited to, bankruptcy, liquidation, receivership and similar, the FPHC reserves the right to terminate the contract immediately without prejudice to any other right or remedy it may have under the terms of these conditions.

10. Loss and Indemnity: The Bidder shall compensate the Buyer in full on demand for all loss, damage or injury to the Buyer which results from the Bidders failure to comply with the Contract (whether negligent or otherwise).

11. Insurance: The insurance of the vehicle shall be the responsibility of the bidder. FPHC shall not be held responsible for the insurance of the vehicles.

12. Services: The Bidder must provide the rental vehicle services as per the specifications and provisions of the contract. If, in the Buyers' opinion, the services do not comply with the specifications, the Buyer will inform the Bidder in writing. In such a case the Bidder shall take the necessary action to ensure compliance, liability for any additional cost incurred for rectifying compliance will rest with the Bidder.

13. Payment Terms: Payment will be made within 15 working days through crossed cheque after verification of the Bidder’s invoice. Invoice of the Bidder will be verified through satisfactory delivery of services to the location mentioned in ITB.

14. Ethics: The nature of Procuring Organization operations necessitates that the Bidder must maintain ethical and moral standards including but not limited to, no discrimination on the basis of race, gender, religion or age, avoidance of materials/services provided with the use of slavery including child labor. Failure to maintain such standards, in the opinion of the buyer, may result in termination of the business relationship between the Buyer and Bidder.

15. Rights of Procuring Organization: Should the Bidder fail to perform under the terms and conditions of the contract, including but not limited to failing to make delivery of all or part of the services by the agreed delivery date(s), the Buyer may, after giving reasonable notice to the Bidder, exercise one or more of the following rights:

15.1 Procure all or part of the Services from an alternate source, in which event the Buyer may hold the Bidder liable for additional costs incurred.

15.2 Refuse to accept all or part of the Services

15.3 Terminate the contract.

16. No Agency: This ITB does not create a partnership between the FPHC and Bidder or make one party the agent for the other for any purpose.

17. Severability: If any provision in this Agreement is deemed to be, or becomes invalid, illegal, void or unenforceable under applicable law, such provision will be deemed amended to conform to applicable law so as to become valid and enforceable, or if it cannot be so amended without materially altering the intention of the parties, it will be deleted, but the validity, legality and enforceability of the remaining provisions of this Agreement shall not be impaired or affected in any way.

18. Jurisdiction Clause: The Contract shall be governed by Pakistani law and the Bidder consents to the exclusive jurisdiction of the Pakistani courts in all matters.

19. Waivers and Variations:

19.1 A failure to exercise or delay in exercising a right or remedy provided by the Contract or by law does not constitute a waiver of the right or remedy or a waiver of other rights or remedies. No single or partial exercise of a right or remedy provided by the Contract or by law prevents further exercise of the right or remedy or the exercise of another right or remedy.

19.2 Variation of the Contract shall not be effective unless it is made in writing and signed by each of the parties.

20. Service of Notices:

20.1 Any notice given under the Contract shall be in writing and may be served:

ü  Personally

ü  By registered or recorded delivery mail

ü  By facsimile transmission (confirmed by post)

ü  By any other means which any party specifies by notice to the others.

20.2 Each party's address for the service of notice shall be at their registered address or such other address as specified by notice to the others.

21. Compliance to Global Fund’s Code of Conduct for Bidders: The Bidder shall be in full compliance at the time of application as well shall comply in the future with the Global Fund’s Code of Conduct for Bidders, available from https://www.theglobalfund.org/media/3275/corporate_codeofconductforBidders_policy_en.pdf (As of 11 February 2021 and as amended from time to time).

22. Sexual Exploitation, and Abuse (SEA) Prevention:

FPHC maintains zero tolerance for SEA. The service provider will acknowledge and agree to FPHC's policy of "zero tolerance" for sexual exploitation, and abuse. The Bidder and its employees including drivers providing services to FPHC shall take all appropriate measures to prevent and not be involved in any sexual exploitation, and abuse and while providing services to FPHC. For the purposes hereof, the following definitions shall be used:

22.1 Sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

22.2 Sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

In the event of any violation of this clause, FPHC reserves the right to terminate the rental agreement immediately. In such cases, no refunds will be provided, and the service provider may be held liable for any damages or legal consequences resulting from their actions.

23. Affidavit Regarding Criminal and Tax Authority Cases:

The Bidder represents and warrants that, as of the effective date of this agreement:

23.1 Legal or regulatory Compliance:

a. The Bidder affirms that there is no pending legal or regulatory or investigations against them, nor have they been convicted of any criminal offense related to their business activities.

b. The Bidder affirms that there are no pending or tax authority recovery cases or investigations against them, nor have they been found guilty of any tax-related offenses.

23.2 Affidavit Submission:

a. The Bidder shall provide FPHC with a signed affidavit affirming the statements mentioned in section 24.1 above.

b. The affidavit should be on Rs.100 stamp paper and notarized.

23.3 Right to Terminate:

a. In the event that the Bidder provides false information in the affidavit or fails to disclose the commencement of any criminal or tax authority case against them, FPHC reserves the right to terminate this agreement immediately, without liability.

23.4 Continuing Compliance:

The Bidder agrees to maintain compliance with all applicable laws and regulations throughout the term of this agreement.

24. Child Protection & Safeguarding

FPHC is committed to the safeguarding and protection of the people we serve and our staff. The organization have zero tolerance for any type of behaviour that inflicts harm on children, young people, adults, our staff, and partners including sexual abuse, harassment, bullying, and exploitation. We do everything possible to ensure that we recruit only those who are suitable to work with us. We expect that everyone we hire will abide by our safeguarding and related policies and will report any suspected or known violation. In the event of any violation of this clause, FPHC reserves the right to terminate the rental agreement immediately. In such cases, no refunds will be provided, and the customer may be held liable for any damages or legal consequences resulting from their actions.

24.1 Consistent with the provisions of the ILO Minimum Age Convention (Number 138), bidder agrees not to employ: (a) children below 14 years of age and (b) persons under the age of 18 for work that, by its nature or the circumstances in which it is carried out, is likely to harm the health, safety or wellbeing of such persons.

ANNEXES

ANNEX - A

Bidder’s Declaration

I, _________________________________________________________________________________________, acknowledge and agree to abide by the instructions and General Terms & Conditions set forth in this Invitation to Bid (ITB).

In submitting bid documents to Frontier Primary Health Care (FPHC), I confirm my obligation to disclose any potential conflicts of interest that may arise such as financial interests, relationships, and affiliations relevant to the procurement process of FPHC in any capacity. This disclosure encompasses the past two years and extends into the foreseeable future.

I also commit to acting in good faith and maintaining transparency throughout the bidding process. Additionally, I agree that I will not utilize any confidential information obtained from my activities related to procurement to further my own or others' financial interests.

Company Name:                                                                                   _________________________

Authorized Representative Name:                                          _________________________

Signature:                                                                                                 _________________________

Date:                                                                                                            _________________________

Official Stamp:                                                                                       _________________________