Government of Pakistan

Ministry of Interior
National Academy for Prisons Administration (NAPA),
Ferozepur Road, Lahore
SAY NO TO CORRUPTION

BIDDING DOCUMENT
INSTRUCTIONS TO THE BIDDERS

FURTHER TO OUR ADVERTISEMENT ON THE WEBSITE FOR PURCHASE OF

MACHINERY & EQUIPMENTS, FURNITURE & FIXTURE AND PURCHASE OF
COMPUTER HARDWARE ITEMS BIDS IN THE LIGHT OF DETAILS GIVEN BELOW
BE FURNISHED FOR EVALUATION IN THE LIGHT OF PPRA RULES

A) TENDER

Office of the Director General National Academy for Prisons Administration, Lahore intends to
procure “FOR PURCHASE OF MACHINERY & EQUIPMENTS, FURNITURE &
FIXTURE AND COMPUTER HARDWARE ITEMS” on rate running contract basis for the
Financial Year 2019-20. Sealed tenders are invited from registered firm with Income Tax and
Sales Tax Departments and who are on Active Taxpayers List of the Federal Board of Revenue
as “MACHINERY & EQUIPMENTS, FURNITURE & FIXTURE AND COMPUTER
ITEMS” and having proper offices/shops and landline telephone facility (General Order
Suppliers need not participate).

B) RECEIPT AND OPENING OF TENDER

1) Sealed bids, prepared in accordance with the instructions in the bidding documents, must
reach at the Director General National Academy for Prisons Administration, Lahoreon or
before11:00 a.m, on 17-10-2019. Bids will be opened on the same date at 11.30 a.m. by
Purchase Committee in the presence of bidders or their representatives.

2) The bid shall comprise a single package containing two separate envelopes. Each
envelopes shall contain separately Financial Proposal and the Technical Proposal: The
envelopes shall be marked as “Financial Proposal” and Technical Proposal “ in bold and
legible letters;
3) For any clarification or further information if necessary, the bidders may contact
Mr. Naseemuddin Sahito,Chairman Purchase Committee, Office of the Director General,
National Academy for Prison Administration, and Lahore on Phone No: 042/9203353.

4) The Purchaser shall issue Purchase Orders for various items on “As per tender” showing
the goods to be supplied under each within the delivery period mentioned therein.
C) STANDARDS ANDITEMS SPECIFICATIONS

1) The goods supplied under this contract shall conform to the standards prescribed,
specifications mentioned there against the goods in the Financial Proposal.

2) The bidder should furnish the full specifications of the goods offered in the tender. No
change shall be permitted after opening of bids.

D) RATES

1) Bidders should quote their rates in Pak Rupees (inclusive of Government Taxes where
applicable). Sales Tax or any duty should be shown separately. Rates would be valid up-
to January 2020.

E) EARNEST MONEY

1) Bids may be accompanied with call Deposit of5% of the quoted amount deposited to
DDO, National Academy for Prison Administration, Lahore which will be retained till
award of tender.

2) The bid security shall be forfeited:

(i) If a bidder withdraws his bid during the period of bid validity specified in the
Bid document.
(ii) In the case of successful bidder, if the bidder fails to:
a. Sign the contract

F)PERIOD OF VALIDITY OF BIDS

1) The bid shall remain valid and open for acceptance for a period of __90____ days from
the last date fixed for receiving the same. A bid valid for a shorter period shall be
rejected as non-responsive.

G) DEADLINE FOR SUBMISSION OF BIDS

1) Bids must be submitted on the prescribed date and time.

2) No bids will be received/ accepted after the expiry of the prescribed date and time.
3) The responsibility for submission of the bids in time would rest with the bidder.
4) Telegraphic/Fax/e-mail offers will be treated as defective, invalid and rejected.
5) Only Detailed complete bids received prior to the closing time and date of the bids will
be taken as valid;
6) Bids received, if any, after the prescribed/extended deadline for submission will be
returned unopened to the bidder.
H) DISQUALIFICATION

1) Offers are liable to be rejected if there is any deviation from any instruction as laid down
in the bid documents i.e.
a. Bids submitted without or less earnest/token money.
b. Bids received after specified date and time.
c. Bids received without certificate of Sales Tax Registration Number.
d. The competent authority reserves the right to reject any or all bid(s) according to
PPRA rules.
e. The agreement can be cancelled at any time during the financial year 2019-20 in case
of poor quality.
I) EVALUATION

1) All the bids submitted would be evaluated by the Purchase Committee constituted for the
purpose.
2) Contract shall be awarded item-wise to the lowest eligible bidder(s).Purchase Orders
shall be issued to the lowest eligible bidders for individual items.

J) FOLLOWING BE ATTACHED WITH THE BID TO EVALUATE THE BID

1) Company’s Profile including Name, Address, Year of Establishment and other relevant
information.
2) List of clients.
3) Non blacklisting certificate.
4) GST/NTN certificate / Active Taxpayer List (ATL).
5) Bank Branch Account No.
6) This Bidding Document duly signed with & stamped by Authorized person of bidder.
7) Corporate/AOP registration Certificate (SECP).
8) CNIC
 Terms And Conditions of Contract

1. Authorized 1.1 The bidder has to submit authorized dealership certificate in cases
Dealership where applicable.

2. Inspections and 2.1 The Purchaser or its representative shall have the right to inspect
Tests and/or to test the Goods to confirm their conformity to the
Contract specifications at no extra cost to the Purchaser.
2.2 Should any inspected or tested Goods fail to conform to the
Specifications, the Purchaser may reject the Goods, and the
Supplier shall either replace the rejected Goods or make
alterations necessary to meet specification requirements free of
cost to the Purchaser.

3. Packing 3.1 The Supplier shall provide such packing of the Goods as is
required to prevent their damage or deterioration during transit to
their final destination, as indicated in the Contract. The packing
shall be sufficient to withstand, without limitation, rough
handling during transit and exposure to extreme temperatures, salt
and precipitation during transit, and open storage.

4. Delivery of 4.1 Delivery of the Goods shall be made by the Supplier at office of
Goods the Director General, National Academy for Prison
Administration, Lahore.

5. Payment 5.1 The payment for each Purchase Order will be made in full, after
satisfactory delivery of the items, against invoices.
5.2 Income Tax at source will be deducted as per rules/orders on
date.

6.Supply and 6.1 Delivery of the Goods and performance of Services shall be made
Quantity by the Supplier in accordance with the time schedule prescribed
by the Purchaser in the Purchase Order.
6.2 All defective/substandard items will be replaced immediately at
supplier’s risk/cost. Director General, National Academy for
Prison Administration, Lahore office will bear no loss during
transportation.
6.3 Scope of work/quantity can be increased / decreased. Quantity
given in the Financial Proposal is approximate depending on the
usage of the Purchaser/Director General National Academy for
Prison Administration, Lahore. It may likely to vary depending
upon the actual usage and the selected firms should be able to
supply the quantity mentioned in the Supply Order. Director
General, National Academy for Prison Administration, Lahore
 reserves the right to vary the quantity mentioned.
7. Taxes and Duties
7.1 Supplier shall be entirely responsible for all taxes, duties, etc.,
incurred until delivery of the contracted Goods to the Purchaser.

8. Warranty 8.1 The Supplier warrants that the Goods supplied under the Contract
are new, unused. The Supplier further warrants that all Goods
supplied under this Contract shall have no defect, arising from
design, materials, or workmanship and according to the
specification of the purchaser.
8.2 Standard warranty(where applicable) shall remain valid for
twelve (12) months after the Goods, or any portion thereof, as the
case may be, have been delivered to and accepted at the final
destination indicated in the Contract.

9.Performance 9.1. PSD @ 5% of order value of the contract will have to be made
Security Deposit within 14 days of receipt of the communication of the selection of
(PSD) the bid.
9.2. PSD shall be in the form of (i) Amount deposited to DDO,
National Academy for Prison Administration, Lahore.
9.3 The PSD should remain valid 60 days beyond the date of
completion of all contractual obligations by the supplier including
warranty/guarantee obligation, if any. Bid security/ Earnest
money will be refunded to the successful bidder on receipt of
performance security.
9.4PSD can be withheld or forfeited in full or in part in case the supply
order is not executed satisfactorily within the stipulated period.

10.1 Should the supplier fails to deliver the supply or any consignment
thereof within the period prescribed for delivery which shall be in
no case over to the 5 days, the purchaser shall be entitled to
10. Liquidated recover 0.5% of the value of the delayed supply with reference to
Damages. the delivery date given in the Purchase Order up to 7 days and
thereafter at the rate of one percent (1.0%) of the value of the
delayed supply for each week of delay or part thereof. In case of
delay of two weeks the contract shall be terminated.

11.1 The Purchaser may, without prejudice to any other remedy for
breach of contract, by written notice of default, sent to the
supplier, terminate this contract in whole or in part, if
11. Termination for (a) the supplier fails to deliver any or all the goods/items within the
Default time period(s) specified in the P.O., or any extension thereof
granted by the purchaser;
(b the supplier fails to perform any other obligation(s) under the
Contract; and
(c) the supplier, in either of the above circumstances, does not remedy
 his failure within a period of 15 days (or such longer period as the
Purchaser may authorize in writing) after receipt of the default notice
from the purchaser.
11.2 In the event the purchaser terminates the contract in whole or in
part pursuant to para 11.1 the purchaser may procure, upon such
terms and in such manner as it deems appropriate, goods similar
to those undelivered and the supplier shall be liable to the
Purchaser for any excess cost for such similar goods. However,
the supplier shall continue the performance of the contract to the
extent not terminated.

12.1 All disputes, differences and questions arising out of or in any

12. Settlement of way touching or concerning this agreement or subject matter
Disputes thereof or the representative rights, duties or liability of the
parties shall be referred to the sole arbitration of the Auditor
General of Pakistan or any person nominated by him for decision,
decision shall be final and binding upon both the parties. The
arbitrator shall be entitled to extend the time of arbitration
proceedings with consent of the parties. No part of the agreement
shall be suspended on the ground of pending arbitration
proceedings.

13.1 The Director General, National Academy for Prison

13. Purchaser’s Administration, Lahore reserves the right to accept/reject any or
Rights all the Bids in whole or in part and annul the bidding process
without assigning any reason whatsoever.
13.2 The Director General, National Academy for Prison
Administration, Lahore reserves the right to award the contract to
more than one Bidder.
13.3 Director General, National Academy for Prison Administration,
Lahore reserves the right to relax/withdraw any of the terms and
conditions mentioned in the Tender Document so as to overcome
any problem encountered during the selection of the bidders and
also during the course of the execution of the contract.
13.4If a firm after award of the contract violates any of the terms and
Conditions, fails to honour its bid without sufficient grounds and
within reasonable time it shall be liable for blacklisting for a
suitable period. Earnest money/performance security shall be
forfeited

14. Agreement 14.1 The selected bidder should sign an agreement with the Director
General, National Academy for Prison Administration, Lahore as
per the specimen.
15. General/Others
15.1 In no circumstances, the firm shall appoint any sub-contractor or
sub-lease the contract. If it is found that the contractor has
violated these conditions, the order will be terminated forthwith
without any notice and security deposit will be forfeited.
 15.2 The Officers of Director General, National Academy for Prison
Administration, Lahore or their representatives may inspect the
items supplied.
15.3 The bidders will be bound by the details furnished by him/her to
Director General, National Academy for Prison Administration,
Lahore while submitting the tender or at subsequent stage. In
case, any of such documents furnished by him/her is found to be
false at any stage, it would be deemed to be a breach of terms of
contract making him/her liable for legal action besides
termination of contract.
Contractor/Firm,
Signature and stamp

Name: (Waqar Ali Khan)

Director General
Address: Phone No. 042 / 99200646

Date:

CNIC No.
Specimen Agreement

AGREEMENT BETWEENDIRECTOR GENERAL, NATIONAL ACADEMY FOR

PRISON ADMINISTRATION, LAHORE AND M/S_________________________________
FOR SUPPLY OFMACHINERY & EQUIPMENTS, FURNITURE & FIXTURE AND
COMPUTER HARDWARE ITEMS
This agreement is made on this........................................day of...... 2019 between
M/s............................................................................... herein referred to as the contractor carrying
on business under the name and style of M/s.................................................................................
of the one part and Director General, National Academy for Prisons Administration, Lahore,
herein after referred to as the other part whereas the said contractor has agreed with the Director
General, National Academy for Prisons Administration, Lahore, for supply of required Items in
conformity with the requirements & specifications.
Now this indenture witnessed that in consideration of the promise, it is mutually agreed and
declared between parties hereto as follows./-
1. The contractor agrees to undertake to supply PURCHASE OF MACHINERY &
EQUIPMENTS, FURNITURE & FIXTURE AND COMPUTER HARDWARE ITEMS as per
the requirement as agreed to in their bid letter No..................................... dated.........................at
the rates quoted by him/them. The rates are inclusive of all the levies and taxes.
2. Original/Genuine brands of items shall be supplied. The supply of general stationery
items and Computer Stationery Items which are not in conformity with the requirements/
specifications are liable to be rejected.
3. This contract shall be effective from....17/10/2019....to 16/01/2020 .The quoted rates shall
remain valid throughout the financial year ending on 16/01/2020. The contract may be extended
with the same terms & conditions and rates with the consent of both the parties.
4. The contractor shall execute the Purchase Orders (POs) on as and when required basis
which shall be issued by Director General, National Academy for Prisons Administration,
Lahore from time to time during the Financial Year 2019-20 indicating the items, quantities and
delivery period.
5. The Performance Security Deposit paid by the contractor for due and faithful
performance of the contract by the contractor of all and several covenants herein contained of his
part to be observed with full power. The Director General, National Academy for Prisons
Administration, Lahore will be entitled to appropriate the said sum to any damage, penalties and
other sums which the contractor may be required to pay in case the contractor fails to perform
/fulfill or to keep and observe all or any of the said conditions of the agreement on his part herein
after contained.
6. The Performance Security Deposit shall be released after successful completion of the
work/supplies at the end of the contract period.
7. The Performance Security Deposit is liable to be forfeited to the Director General,
National Academy for Prisons Administration, Lahore without any prejudice to any other rights
and remedies of Director General, National Academy for Prisons Administration, Lahore in case
the contractor fails to undertake the contract work/supplies, as per the purchase orders and as per
the terms and conditions given in tender schedule during the currency of the contract.
8. That all disputes, differences and questions arising out of or in any way touching or
concerning this agreement or subject matter thereof or the representative rights, duties or liability
of the parties shall be referred to the sole arbitration of the Director General, National Academy
for Prisons Administration, Lahore or any person nominated by him for decision, the decision
shall be final and binding upon both the parties. The arbitrator shall be entitled to extend the time
of arbitration proceedings with consent of the parties. No part of the agreement shall be
suspended on the ground of pending arbitration proceedings.
9. That the contractor shall indemnify, save and hold harmless the Director General,
National Academy for Prisons Administration, Lahore against all suits actions, claims, or
demands whatever for any loss damage or injury which any person having right to be on the
premises of the Director General, National Academy for Prisons Administration, Lahore or part
thereof may suffer or sustain as the direct or indirect result of the existence or operation of the
Contract Agreement as a result of acts or omission of the Contract, his representative(s) or
employee(s) / agent and for all cost, charges and expenses of or incidental to any such suits,
action, claims, or demands.
10. That the tender schedule, instructions to the bidders and terms and conditions, etc shall
also form part of the agreement.
In witness whereof, the contractor has set his hand and the Director General, National Academy
for Prison Administration, Lahore has caused for and on his behalf to set his hand, the day and
the year first above written.

Signature of the authorized officer of the Signature of the authorized officer /

(Company / Firm) Chairman Purchase Committee
Office of the Director General,
National Academy for Prison
Administration, Lahore

Signature: Signature:

Name: Name:

Date: Date:
Address :

WITNESSES
 Government of Pakistan
Ministry of Interior
Office of the Director General
National Academy for Prisons Administration (NAPA),
Ferozepur Road, Lahore Tele: 042 / 99200646, Fax No.042 / 37423084
SAY NO TO CORRUPTION

BIDDING DOCUMENTS FOR TENDER FOR PURCHASE OF PURCHASE OF

MACHINERY & EQUIPMENTS, FURNITURE & FIXTURE AND COMPUTER
HARDWARE ITEMS FOR THE FINANCIAL YEAR 2019-20

PRICE RS. 250/-