Invitation to Bids for IT Equipment / Nai Zindagi - PR Global Fund HIV Grant

"ITB: NZGF-HIV/2024/Electronic Equipment’s"

INVITATION TO BIDS (ITB)

PROCUREMENT OF ELECTRONIC EQUIPMENT’S

FOR NAI ZINDAGI TRUST - PR GLOBAL FUND GRANT HIV

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Table of Contents
(I) BIDDING DOCUMENTS RECEIPT ......................................................................................................... 3

(II) INVITATION TO TENDER DOCUMENTS ............................................................................................... 4

(III) QUANTITIES REQUIRED OF ITEM/S REQUESTED THROUGH THIS ITB ................................................. 5

(IV) INSTRUCTION TO BIDDERS ................................................................................................................. 7

(V) GENERAL TERMS & CONDITIONS ......................................................................................................13

(VI) ANNEX-I TECHNICAL QUALIFICATION CRITERIA.................................................................................16

(VII) ANNEX-II TECHNICAL SPECIFICATIONS ..............................................................................................17

(VIII) ANNEX-III DETAILS OF OFFERED ITEMS THROUGH THIS ITB .............................................................24

(IX) ANNEX- IV DETAILS OF CITIES FOR THE SUPPLIES OF ELECTRONIC EQUIPMENT ................................25

(X) ANNEXURE-V DECLARATION BY MANUFACTURER/ AUTHORIZED DEALER/ IMPORTER/

DISTRIBUTOR: ...........................................................................................................................................27

(XI) ANNEX-VI PRICE SCHEDULE FOR ELECTRONICS EQUIPMENTS ...........................................................28

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(i) BIDDING DOCUMENTS RECEIPT

I, ___________________________ hereby acknowledge receipt of the ITB documents as outlined below

for the supply of Electronic Equipment’s as per specifications outlined by Nai Zindagi in the ITB documents.

(I) BIDDING DOCUMENTS RECEIPT

(II) INVITATION TO TENDER DOCUMENTS
(III) QUANTITIES REQUIRED OF ITEM/S REQUESTED THROUGH THIS ITB
(IV) INSTRUCTION TO BIDDERS
(V) GENERAL TERMS & CONDITIONS
(VI) ANNEX-I TECHNICAL QUALIFICATION CRITERIA
(VII) ANNEX-II TECHNICAL SPECIFICATIONS
(VIII) ANNEX-III DETAILS OF OFFERED ITEMS THROUGH THIS ITB
(IX) ANNEX- IV DETAILS OF CITIES FOR THE SUPPLIES OF ELECTRONIC EQUIPMENT
(X) ANNEXURE-V DECLARATION BY MANUFACTURER/ AUTHORIZED DEALER/ IMPORTER/ DISTRIBUTOR:
(XI) ANNEX-VI PRICE SCHEDULE FOR ELECTRONICS EQUIPMENTS

Name:

Company Name & Address:

Contact Number & Email Address:

Signature:

Date and Time:

Yours sincerely,

___________________________________
(Name)

___________________________________
(Signature)

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(ii) INVITATION TO TENDER DOCUMENTS

Nai Zindagi Trust (NZ) is a non-governmental organization registered under Societies Registration Act 1860, on April 24,
1990. It was registered with the Income Tax Authorities on July 29, 2005, under clause 36 of section 2 as a non-profit
organization and is certified by the Pakistan Centre of Philanthropy. The head office is situated at Office no. 1 to 11,
2nd floor, Pakland Trade Centre, F-7 Markaz, Islamabad. NZT is implementing HIV prevention services for PWID and
spouses of HIV+ PWID through 46 CoPC+ sites across the four provinces of Pakistan providing coverage to 57 districts.

Nai Zindagi invites sealed bids for supply of “Electronic Equipment’s” from eligible manufacturers, importers
authorized distributors and distributor only according to scope of work defined in this document. The successful bidder
will ensure that the offered services or products conform in all respect with the scope of work given by the supplier in
his offered bid and approved by Nai Zindagi Procurement Committee (Services or products that do not conform with
the scope of work given by NZ, will not be accepted by Nai Zindagi). The bidder will pay for any unplanned expense
occurring during execution of the contract between successful bidder and Nai Zindagi related to this ITB.

1. You are hereby invited to submit sealed bids for supply of Electronic Equipment’s as per specifications in Annex-II
and also according to Terms and Conditions outlined in Tender Documents.

2. The quantities of Electronic Equipment’s as stated in sheet “(ii) Quantities required of item”, will need to be
delivered by successful bidder directly at Nai Zindagi without any additional cost.

3. The bidding documents can be downloaded from the date of 07 April, 2024 to 25 April, 2024 from the Nai Zindagi
website: http://tender.naizindagi.com/ by filling in the online request form before document collecting closure
date.

In case of any clarification required for downloading of form, you can contact Nai Zindagi Trust – Procurement
department, PR office, Islamabad, Pakistan. Phone Number: 051-28741210-21, or by email address:
tender@naizindagi.com.

4. A pre-bid meeting will be held at the Nai Zindagi - PSM Office, Islamabad at 02:00 PM on 26 April, 2024 to provide
any clarification of points or questions that are raised before the closure of submissions date. Furthermore, any
clarification/ queries from suppliers can also be entertained through sending an email to tender@naizindagi.com
and by contacting the phone numbers provided as above.

5. The bids should be submitted in one (1) outer envelope containing two (2) separately sealed envelopes marked as
“Technical” and “Financial”. The envelope marked “Technical” will contain all technical documentation and a copy
of the bid security (with financial figures blacked out). The envelope marked “Financial” will contain price schedule
and bid security. The outer envelope containing two (2) inner envelopes should be properly sealed and marked:

“ITB: NZGF-HIV/2024/Electronic Equipment’s”

6. Sealed bids should reach the following address through courier service or by hand no later than 09 May, 2024 by
01:30 PM Islamabad Local Time.

Nai Zindagi – PSM Office

Office No. 1 to 11,
2nd floor, Pakland Trade Centre,
F-7 Markaz, Islamabad
Phone: 051-2874120-21

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7. Nai Zindagi Tender Opening Committee will open all sealed bids received in presence of bidders on 09 May, 2024
at 02:00 PM in Nai Zindagi PR office. All bidders are requested to attend bid opening.

8. All bids received that are not properly marked and sealed as per instructions OR bids received after the indicated
deadline for submission will be automatically rejected and will not be considered. Any bid received after deadline
date & time as above mentioned due to delay by courier service will not be considered as well.

9. Any party trying to influence the Evaluation Committee will be automatically disqualified from the competition.
Procurement Committee reserves the right to accept or reject any tender/s without assigning any reason. The
decision of the Procurement Committee will be final and binding on all.

This document is not a commitment to purchase order on the part of Nai Zindagi. Bidder/s not
completing or not agreeing to the requirements set out in ITB documents will be automatically
disqualified from this competition and will not be further evaluated.

(iii) QUANTITIES REQUIRED OF ITEM/s REQUESTED THROUGH THIS ITB

Quantity
S/No Item Description Unit Required

1 Air Conditioner Each 7

2 Led Tv 55 Inch Each 4

3 Microwave Oven Each 5

4 Ceiling Fan Each 33

5 Bracket fan 24" metal body Each 30

6 Bracket fan 18" metal body Each 6

7 Exhaust fan 18" metal body Each 11

8 Exhaust fan 12" metal body Each 10

9 Pedestal Fan Each 44

10 Plastic Room Cooler Each 29

11 Plastic Room Cooler with plastic stand Each 4

12 Lahori Air cooler Each 14

13 Refrigerator 12 Cubic Ft Each 29

14 Refrigerator 20 Cubic Ft Each 1

15 Deep freezer with two door Each 4

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16 Electric + Gas water Gezer 55 Gallon Each 5

17 Electric + Gas heater Blower Each 11

18 Sound System Each 1

19 Spinner Machine Each 1

20 Washing machine manual Each 2

21 Washing machine Automatic Each 1

NOTE:

For complete specifications of the above-mentioned item/s please see ANNEX-II. All interested bidders are
instructed to make sure that the items offered should confirm compliance to the specifications defined by Nai
Zindagi. Any item which does not confirm compliance to the specifications will be rejected.

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(iv) INSTRUCTION TO BIDDERS

All interested bidders are instructed to ensure that all points mentioned in this section are read and understood, as
these points and General Terms and Conditions will form an integral part of the contract between the successful
bidders and Nai Zindagi.

1. GENERAL
Nai Zindagi has been appointed as a Principal Recipient (PR) for the (HIV/AIDS) grant of the Global Fund. The objective
of the PR is to provide HIV prevention services in districts of the Punjab, Sindh. Baluchistan and KPK. Nai Zindagi invites
sealed bids from eligible manufacturers, importers and/or authorized distributors for supply of Electronic Equipment’s
according to specifications and quantities defined in this document.

The successful bidder will ensure that the Electronic Equipment’s conform in all respect with the specifications given
by the supplier in supplier’s quotation and approved by Nai Zindagi Procurement Committee (Equipment that do not
conform with the specifications given by NZ, will be returned back to the supplier and value will be deducted from the
total amount). The bidder also agrees and allows Nai Zindagi to deduct the value or loss or damage from the total
amount due for payment. The bidder will pay for any unplanned expense occurring during execution of the contract
between successful bidder and Nai Zindagi related to this ITB.

2. COST FOR SUBMISSION OF BID

The bidder shall bear all costs associated with the preparation and submission of the bid, NAI ZINDAGI will in no case
be responsible or liable for those costs, regardless of the conduct or outcome of the competition.

3. CONTENTS OF BIDDING DOCUMENTS

Interested bidder/s will offer total quantity required as mentioned in ITB document. Bids offering only part of the total
quantity required for each item/s will not be accepted. The bidder is expected to examine all corresponding
instructions, forms, terms & conditions, Annexure and specifications contained in the solicitation documents.

All bidders are instructed to make sure that they complete all the annexures along with the bid Security deposit and
submit with the bidding documents properly signed, stamped and sealed in their respective envelopes as instructed.
Annex-I, Annex-II, Annex-III and Annex-IV will be enclosed in the envelope marked as “Technical”. The Technical
envelope should also contain a copy of the bid security with the financial figures blacked out. Annex-V and Original Bid
Security will be enclosed in the envelope marked as “Financial”. Failure to comply with these instructions will be at the
bidder’s risk and may affect the evaluation.

4. LANGUAGE OF THE BID

The offers prepared by the bidders and all correspondence and documents relating to the bids by the bidder and NAI
ZINDAGI shall be written in ENGLISH language only.

5. CURRENCY OF BID
The offered price should be in Pak Rupees only. Prices Offered should include of all applicable Government taxes,
packing and transportation charges.

6. BID SECURITY / PERFORMANCE GUARANTEE

The bidder shall provide 2% of the total bid amount in form of pay order / demand draft / bank guarantee (refundable)
in favour of "NAI ZINDAGI" as bid security / performance guarantee. Failure to comply with this requirement shall
constitute sufficient grounds for the annulment of the validity of their bid.

Bid Security will be returned to unsuccessful bidder once final selection result has been announced. The unsuccessful
bidder will be required to submit request for release of bid security on their company letter head.

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NOTE: Kindly Note National Tax Number (NTN) of Nai Zindagi for preparation of Earnest Money as per
bank requirement:

Nai Zindagi Trust

NTN No: 2834393-0

7. PERFORMANCE SECURITY:
Performance securities will be requested by NZ from the selected supplier in order to mitigate the risks of supplier non-
performance and breach of contractual obligations. Performance security will be 10% of the contract price and
performance security shall be released to supplier after completion of contract period subject to the condition that
70% of the warranty period has been utilized by NZ.

8. VALIDITY OF QUOTATIONS:
The offered quotation shall remain valid for 90 days from opening date of the bids.

9. CONTRACT VALIDITY:
The contract should be valid for one year for successful bidder.

10. FORMAT AND SIGNING OF BIDS:

The bid documents shall be properly signed and stamped by the bidder or a person or persons duly authorised to bind
the bidder to the contract on company letter head where required.

The bid shall contain no interlineations, erasures, or overwriting except, as necessary to correct errors made by the
bidder, in which case such corrections shall be initialled by the person or persons signing the bid.

11. REGISTRATION AND CERTIFICATIONS:

 In case of manufacturer/importer Valid Manufacturer Registration License and Tax Certificates. (Certificates
to be valid at the time of submitting the bids and not expired).
 In case of Authorized Distributor/ Distributor / Supplier Valid Legal Registration certificate and tax certificates
of the Authorized Supplier/Authorized distribution will be required.
 If the item is imported into the country the vendor is required to submit import documents of the relevant
product to confirm the legal status of the product.

12. AUTHORITY LETTER FROM MANUFACTURER IN CASE OF AUTHORIZED SUPPLIER:

In case of Authorized supplier, the supplier is required to submit authority letter from the manufacturer/importer on
the manufacturer’s/importer’s letter head stating that the supplier is their authorized supplier/ distributor. In case of
manufacturers/importers, the manufacturer/importer will submit a letter on their company letter head stating that
they are the manufacturer/importer of the item quoted.

13. DELIVERY SCHEDULE:

100% delivery will be made within 30 days from issue of purchase order or as mutually agreed by the bidder and the
PSM department at the time of signing of the contract as per the attach Annexure-IV.

14. STANDARD OF ELECTRONIC EQUIPMENT’S:

1. Supplier will make sure that the Electronic Equipment’s shall comply with the requirements as defined in
the annexures.

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15. INSPECTION:
 Electronic Equipment’s received at Nai Zindagi will be inspected by Nai Zindagi within 2-5 working days. In
case of any problem with supplies, the NZ Inspection committee will issue an inspection report that will be
forwarded to the PSM department for further action & PSM department will communicate the respective
suppliers for necessary actions.
 Inspection prior to delivery does not relieve the supplier from any of its contractual obligations.

16. PRODUCT RECALL:

Supplier will make necessary arrangements in case of product recall by manufacturer or by the Regulatory Authority
and inform Nai Zindagi accordingly. The Supplier will collect all recalled products without any additional cost to Nai
Zindagi.

17. AMENDMENTS OF SOLICITATION DOCUMENTS:

At any time prior to the deadline for submission of bids, NAI ZINDAGI may for any reason, whether at its own initiative
or in response to a clarification requested by a prospective bidder/s, modify the solicitation documents by amendment.

Any amendments by NZT management in Solicitation document or in response of clarifications should be

communicated in writing to all the bidders. In order to afford prospective bidders reasonable time in which to take the
amendments into account in preparing their bids, NAI ZINDAGI may at its discretion, extend the deadline for the
submission of the bids.

18. RIGHTS OF NAI ZINDAGI:

Partial, unsealed, incomplete and late bids shall be rejected. Please note that Nai Zindagi will not be responsible for
postal delays in the delivery of the documents or non-receipt of the same.

19. BID SUBMISSION

The bidders may submit their offers by courier service or by hand in the bid box present at NZ-PR office
reception and the sealed envelope shall be addressed to:
PSM Dept – Nai Zindagi – PR Office
Office 1-11, 2nd Floor, Pakland Trade Center
F7 Markaz, Islamabad.
Financial and Technical proposals shall be packed in separate sealed envelopes, and both envelops must be placed in
a single outer envelope with clear markings.

"NZGF-HIV/2024/Electronic Equipment’s”
Note: if the envelopes are not sealed and marked as per instructions, NAI ZINDAGI will not assume responsibility for
the bids misplacement or premature opening and may be disqualified from competition. Bids received through courier
and delivered by hand will be placed in a sealed tender box placed at the reception of Nai Zindagi PR Office.

20. DEADLINE FOR SUBMISSION OF BIDS

All bids must be received by Nai Zindagi (at the address specified above) no later than 09 May, 2024 by 01:30 PM.

21. SUBMISSION OF SAMPLE/S WITH BID

Sample is not required but catalogue / brochure must be submitted with technical document clearly indicating the
model number & brand. At the time of evaluation committee reserves the right to request for showcase of Electronic
Equipment’s at that time.

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22. ADDITIONAL REQUESTS / CONDITIONS BY BIDDERS
If a bidder has any additional requests or additional conditions to his offer, the bidder shall communicate this request
or condition in a separately letter submitted with their bid. This envelope should be marked as “Additional Requests /
Additional Conditions” and should be properly sealed.

23. LATE BIDS

Any bid received by NAI ZINDAGI after the deadline for submission of bids, will not be considered for evaluation.

24. OPENING OF BIDS

Nai Zindagi will open all sealed bids on 09 May, 2024 by 02:00 PM in the presence of a Bid Opening Committee formed
by NAI ZINDAGI and in presence of bidders or their representative/s.

25. CLARIFICATION OF BIDS

To assist in the examination, evaluation and comparison of bids, NAI ZINDAGI may at its discretion, ask the bidders for
clarification of their bids, where required. The request for clarification and the response shall be in writing and no
change in price or substance of the bid shall be sought, offered or permitted.

26. PRELIMINARY EXAMINATION

NAI ZINDAGI will examine the bids to determine whether they are complete, whether any computational errors have
been made, whether the documents have been properly signed and whether the bids are generally in order.

Arithmetical errors will be rectified on the following basis:

- If there is a discrepancy between words and figures the amount in words will prevail, if the bidder does not
accept the correction of error/s, their bid will be rejected.

- In case of discrepancy between unit price and total, the unit price shall prevail, or the offer may be rejected
by the Procurement Committee.

- The proposals not meeting the Eligibility Criteria shall not be considered for next stage of evaluation.

27. EVALUATION CRITERIA AND COMPARISON OF BIDS

Single Stage One Envelope Bidding procedure will be adopted for procurement. The bids will be evaluated and
examined in the following manner:

1. After opening, all received bids will be processed through preliminary screening for compliance status of
General Terms and Conditions and specifications. For this purpose, Annex-I, Annex-II, Annex-III, and Annex-IV
need to be signed and stamped by the bidders and to be submitted in an envelope marked as "Technical
Offer".

2. The bidders will also submit bid money placed in "Financial Offer" envelope.

3. Only Bids complying with general terms and conditions and Specifications will be considered for further
technical Evaluation.

4. The bids which are technically compliant will be further considered for financial evaluation.

5. Partial bids will be accepted.

The financial evaluation will be done to compare the prices between different bids submitted. The lowest prices quoted
by the bidders will be selected for this purpose.

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NOTE: The final selection will be based on:

1. Technically qualified manufacturer/authorized distributor according to technical qualification criteria,

2. Item/s offered are also technically compliant according to the specifications,
3. Lowest price offered for each individual item/s which are also in compliance with point 1 & 2 above.

28. AWARD CRITERIA, AWARD OF CONTRACT

NAI ZINDAGI reserves the right to accept or reject any bid, and to annul the solicitation process and reject all bids at
any time prior to award of contract, without thereby incurring any liability to the affected bidders or any obligation to
inform the affected bid or bidders of the grounds for the NAI ZINDAGI’s action. Award of contract will be based on

A. Offer which are technically compliant and scores more than or equal to 70 percent of the total marks as per
the below marking criteria.
S.NO DESCRIPTION Marking Criteria
Company profile with complete information and/or key service areas, mention
1 20
technical capabilities related to electronic equipment etc.
Market experience:

i. Above 5 years 25
ii. 3-5 years 20
2 25
iii. 1-2 years 15
iv. Less than 1 year 0

The experience will be counted from the first contract/order of the company
List of clients served with similar goods in past 5 years.

i. Above 05 25
ii. 3-05 20
3 iii. 1-2 15 25
v. No clients served 0

NZT reserves the right to contact any or all clients/references supplied by the
Bidders and to seek references from other sources as it deems appropriate.
The successful bidder will be required to deliver the item to Nai Zindagi offices free
4 20
of cost.
Active Taxpayer Proof (05 marks)
5 10
Last 3 Years Tax Returns (05Marks)
Total 100

B. After completion of the technical evaluation by NZ, PSM department will upload the detail evaluation report
on NZ website for three working days and supplier reserves the right to take clarity regarding the decision (If
any). You can contact Nai Zindagi Trust – Procurement department by email: tender@naizindagi.com for
clarification and query should be addressed in writing via email.
C. In financial Electronic Equipment’s offered at the lowest in price will be preferable.
D. After the awarding of contract to the successful supplier, NZ reserves the right to cancel contract if it is evident
by any means that the performance of the supplier is compromised or questionable.

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Prior to expiration of period of bid/s validity, Nai Zindagi will notify the successful bidder in writing by letter or email
that his/her bid/s has been accepted.

29. PURCHASER’S RIGHT TO VARY REQUIREMENTS AT TIME OF AWARD

NAI ZINDAGI reserves the right to increase or decrease the quantities or to make split orders of item/s at the time of
issuance of Purchase Order.

30. SIGNING OF THE CONTRACT / PURCHASE ORDER

Within 3 days of receipt of the notification, the successful bidder shall sign and date the contract / Purchase Order and
return it to NAI ZINDAGI within 03 working days.

NOTE:

Nai Zindagi Procurement Committee reserves the right to accept or reject any or all bids thereof without assigning
any reasons. The decision by Nai Zindagi Procurement Committee will be final and binding on all.

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(v) GENERAL TERMS & CONDITIONS

Please note that the General Terms and Conditions for Electronic Equipment’s will be an integral part of the
Purchase Order and the bidders shall fully comply with the provisions of this document.

1. ACCEPTANCE OF THE PURCHASE ORDER

This Purchase Order may only be accepted by the Supplier’s signing and returning an acknowledgement copy
of it or by timely delivery of the Electronic Equipment’s in accordance with the terms of this Purchase Order, as
herein specified. Acceptance of this Purchase Order shall affect a contract between the Parties under which the
rights and obligations of the Parties shall be governed solely by the terms and conditions of this Purchase Order,
including these General Conditions. No additional or inconsistent provisions proposed by the Supplier shall bind
Nai Zindagi unless agreed to in writing by a duly authorized official of Nai Zindagi.

2. INSPECTION
 Electronic Equipment’s received by Nai Zindagi office will be inspected by Nai Zindagi representative. Nai Zindagi
shall have a reasonable time after delivery of the equipment to inspect them and to reject and refuse acceptance
of equipment not conforming to the Purchase Order. In case of any problem with supplies the relevant staff will
not issue Goods received Note (GRN) or an inspection report.
 Inspection prior to delivery does not relieve the Supplier from any of its contractual obligations.

3. PAYMENT
 Payment will be made in Pak Rupees only for received items shall be made by the finance department.
 The supplier shall submit Invoice Copy and Delivery Challan (DC) to PSM department in order to process the
payment.
 Unless authorized by Nai Zindagi, the Supplier shall submit one invoice in respect of the Purchase Order, and
such invoice must indicate the Purchase Order’s identification number.
 The prices shown in this Purchase Order may not be increased or decreased except by express written
agreement of Nai Zindagi.
 NZ Finance Department will make payment through cross cheque in the name of supplier within 30 days from
the receipt of the equipment subject to satisfactory inspection report.
 Nai Zindagi has a general policy of NO ADVANCE payments.

4. TAXES / TAX EXEMPTION

The bidder shall consult with Nai Zindagi to determine a mutually acceptable procedure for tax deduction as
per applicable law in Pakistan. The bidder may submit tax exemption certificate if the applying entity is tax
exempted.

Accordingly, the Supplier authorizes Nai Zindagi to deduct from the Supplier’s invoice any amount representing
such taxes, duties or charges.

All payments made against purchase will be subject to deductions of withholding tax, as applicable under the
Income Tax Ordinance, 2001 and any other law promulgated in this regard by the Federal Board of Revenue (FBR)
from time to time.

5. RISK OF LOSS
Risk of loss, damage to or destruction of the Electronic Equipment’s shall be the liability of the Procurement
Agent, unless otherwise agreed upon by the Parties on the front side of this Purchase Order.

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6. EXPORT / IMPORT LICENCES
The Supplier shall obtain any export / import licenses if required for the Electronic Equipment’s.

7. FITNESS OF ELECTRONIC EQUIPMENT’S

Supplier warrants that the equipment, conform to the specifications for the equipment ordered under the
Purchase Order issued and are fit for the purposes for which such equipment are ordinarily used and for purposes
expressly made known to the Supplier by Nai Zindagi, and are free from defects in workmanship and materials.

8. INTELLECTUAL PROPERTY INFRINGEMENT

The Supplier warrants that the use or supply by Nai Zindagi of the Electronic Equipment’s sold under this
Purchase Order does not infringe any patent, design, tradename or trade-mark. In addition, the Supplier shall,
pursuant to this warranty, indemnify, defend and hold Nai Zindagi harmless from any actions or claims brought
against Nai Zindagi or its project offices pertaining to the alleged infringement of a patent, design, tradename
or trade- mark arising in connection with the equipment sold under this Purchase Order.

9. RIGHTS OF NAI ZINDAGI

9.1 In case of failure by the Supplier to fulfil its obligations under the terms and conditions of this Purchase
Order, including but not limited to failure to obtain necessary export / import licences if required, or
to make delivery of all or part of the equipment by the agreed delivery date or dates, Nai Zindagi may,
after giving the Supplier reasonable notice to perform and without prejudice to any other rights or
remedies, exercise one or more of the following rights:

c) Procure all or part of the Electronic Equipment’s from other sources, in which event Nai
Zindagi may hold the Supplier responsible for any excess cost occasioned thereby.

b) Refuse to accept delivery of all or part of the Electronic Equipment’s.

c) Cancel this Purchase Order without any liability for termination charges or any other
liability of any kind to Nai Zindagi.

9.2 Nai Zindagi reserves the right to increase or decrease the requirement and quantities or to make split
orders within the validity date of the quotation.

10. LATE DELIVERY

Without limiting any other rights or obligations of the parties hereunder, if the Supplier will be unable to deliver
the Electronic Equipment’s by the delivery date(s) stipulated in this Purchase Order, the Supplier shall (i)
immediately consult with Nai Zindagi to determine the most expeditious means for delivering the Electronic
Equipment’s and (ii) use an expedited means of delivery, at the Supplier’s cost. (Unless the delay is due to Force
Majeure). The bidder will be penalized by 0.3% of the total purchase amount for each day of delay unless delay
and delivery is actually agreed between bidder and Nai Zindagi Management. Once the maximum of 10%
amount of the purchase amount is reached, Nai Zindagi may consider termination of the Purchase Order.

11. ASSIGNMENT AND INSOLVENCY

Should the Supplier become insolvent or should control of the Supplier change by virtue of insolvency, Nai Zindagi
may, without prejudice to any other rights or remedies, immediately terminate this Purchase Order by giving the
Supplier written notice of termination.

12. USE OF NAI ZINDAGI NAME OR EMBLEM

The Supplier shall not use the name, emblem or official seal of Nai Zindagi for any purpose.

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13. PROHIBITION ON ADVERTISING
The Supplier shall not advertise or otherwise make public that it is furnishing Electronic Equipment’s or services
to Nai Zindagi without specific permission of Nai Zindagi in each instance.

14. TERMINATION OF CONTRACT

The contract with successful bidder will automatically be terminated in case of breach of any of the instructions,
terms & conditions mentioned in the ITB documents.

15. SETTLEMENT OF DISPUTES

The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or
relating to this Purchase Order or the breach, termination or invalidity thereof.
In the case of dispute, Pakistani courts are exclusively competent and Pakistani Law is exclusively Applicable.

16. WARRANTY AND SUPPORT:

The bidder will provide one-year standard warranty or as per the manufacturer policy. The warranty shall be
inclusive in the price mentioned in bidder’s financial proposal.

17. OFFICIALS NOT TO BENEFIT:

The Contractor warrants that no official of Nai Zindagi has received or will be offered by the Contractor any
direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of
this provision is a breach of an essential term of this Contract.

18. AUTHORITY TO MODIFY:

Only Nai Zindagi Authorized Official possess the authority to agree on behalf of Nai Zindagi to any modification
of or change in this Agreement, to a waiver of any of its provisions or to any additional contractual relationship
of any kind with the Contractor. Accordingly, no modification or change in this Contract shall be valid and
enforceable against Nai Zindagi unless provided by an amendment to this Agreement signed by the Contractor
and jointly by the Nai Zindagi Authorized Official.

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(vi) ANNEX-I TECHNICAL QUALIFICATION CRITERIA

Qualification of manufacturer / authorize distributor / importer/ distributor will be evaluated based on
the following lines:

Compulsory Requirement:

S/No. Description Supplier confirms that they have

agreed to these points and have
submitted these documents
with their bid/s (YES/NO)

1 Quotation envelope properly sealed and marked as per

instructions

2 The bidders are required to complete all the annexures

properly sign and stamp on company letter head confirming
to the requirements as identified in this ITB document.

3 Manufacturers / Importers / Authorized distributor /

Distributor valid legal registration documents with relevant
authorities.

5 Catalogue / brochure must be submitted with technical

document clearly indicating the model number & brand. (If
any of the require product brochure is not available than
justify with reason and provide detail on bidder letter head)

6 2% of the total contract amount as bid security in form of

pay order/demand draft/banker cheque (placed in financial
proposal). Copy of the same with financial figures blacked
out to be placed in technical proposal.

7 In case of authorized distributor, authority letter from

manufacturer / importer.

8 Offers by interested bidders shall remain valid for a

minimum of 90 days

9 Warranty as requested in this ITB document.

10 Supplier agrees to showcase the sample on request.

11 The successful bidder agreed to deliver electronic

equipment’s as per the given locations.

Signature of Bidder ………………………………… Date: ................................................

Company Stamp: .........................................

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(vii) ANNEX-II TECHNICAL SPECIFICATIONS

Please submit ITB for supply of electronic equipment’s according to the following specifications:

1. Air Conditioner:
Sr. no Description Specifications
1 Capacity (Ton) 1.5 Ton
2 Cooling Capacity (BTU) 18000-19000
3 Heating Capacity (BTU) 18500-19500
4 Inverter DC Inverter
5 Type Wall Mounted
6 Color Any
7 Display Hidden LED
8 Refrigerant R32
9 Remote control YES
10 Warranty 5 Years Compressor or as per company
policy.

2. LED 55 Inch: (For AAU)

Sr. no Description Specifications
1 Screen Size 55 Inch
2 Resolution 4K UHD
3 Led Type QLED
4 Power Consumption 210
5 Warranty 1 Year Warranty or as per company policy.
6 Smart TV (Youtube, Internet Yes
Browsing etc)
7 Bluetooth Yes
8 WiFi (Wireless Fidelity) Yes
9 Port USB/HDMI

3. Microwave Oven:
Sr. no Description Specifications
1 Oven Capacity 30L
2 Voltage 220 -240 Volts
3 Type Microwave
4 Control Panel Type Digital
5 Installation Type Free Standing
6 Warranty 01-year warranty or as per company policy

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4. Ceiling Fan:
Sr. Description Specifications
no
1 Size 56”
2 AC 220 Volt, Copper Wire, Electric Steel Sheets
3 Motor Pure Copper Winding
4 Consumption (watts) 80
5 Current (AMP) 0.15A
6 Rated Speed (R.P.M.) 380
7 Warranty 01-year warranty or as per company policy

5. Bracket Fans 24 Inch: (For AAU)

Sr. no Description Specifications
1 Size 24 Inch
2 Sweep Size 600mm
3 Rated power/voltage 220 Volts
4 Speed 3 Speed Option
5 Motor Copper Winding
6 Color Any
7 Frame Metal Body
8 Type Capacitor
9 Warranty 01-year warranty or as per company policy

6. Bracket Fans 18 Inch: (For AAU)

Sr. no Description Specifications
1 Size 18 Inch
2 Sweep Size 450mm
3 Rated power/voltage 220 Volts
4 Speed 3 Speed option
5 Motor Copper
6 Color Any
7 Frame Metal Body
8 Type Capacitor
9 Warranty 01-year warranty or as per company policy

7. Exhaust Fan Metal Body 18 inch

Sr. no Description Specifications
1 Size 18 Inch
2 Rated Power 125W

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3 Speed 1335RPM
4 Rated Voltage 230±10V
5 Rated Frequency 50 Hz
6 Body Metal
7 Warranty 01-year warranty or as per company policy

8. Exhaust Fan Metal Body 12 inch

Sr. no Description Specifications
1 Size 12 Inch
2 Rated Power 45W
3 Speed 1335RPM
4 Rated Voltage 230±10V
5 Rated Frequency 50 Hz
6 Body Metal
7 Warranty 01-year warranty or as per company policy

9. Pedestal Fan:
Sr. no Description Specifications
1 Blades 04
2 Type Capacitor
3 Size 20 inches
4 RPM 1250-1500
6 Power 210 Volts
7 Motor 99.9% Pure Copper
8 Speed Options 03 Speed Option
9 Warranty 01-year warranty or as per company policy

10. Air Cooler Plastic Body:

Sr. no Description Specifications
1 Motor & Water Pump Copper Winding Electrical Steel Shield with 99%
Copper wire
2 Body Shock and Rust Proof plastic body
3 Voltage 220 V
4 Warranty 1 Year
5 Cooling Pad Honey Comb Imported Evaporative Cooling Pad
6 Fan Size 18-20” Approx.
7 Warranty 01-year warranty or as per company policy

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11. Blower Air Cooler Plastic Body with Stand:

Sr. no Description Specifications
1 Input Voltage 220 V AC
2 Frequency 50 / 60Hz.
3 Blower Speed: 1325 - 1500 RPM
4 Dimensions without packing (L x W x H) 210mm x 200mm x 370mm
5 Body Shock and Rust Proof plastic
body
6 Warranty 01-year warranty or as per
company policy

12. Lahori Air Cooler:

Sr. no Description Specifications
1 Size 34X 34 inch
2 Motor Copper Motor Full
3 Body Metal 22 Gauge anti rusting
4 Fan 24”
5 Cooling Pad Honey Comb Imported Evaporative Cooling Pad
6 Warranty 01-year warranty or as per company policy
7 Separate Stand 34x36x36 Inch
8 Angle 1.25 inch to 1.5 Inch
9 Tyres 04

13. 12 cu ft Refrigerator Specification (Medium Size)

Sr. No Item Description Detail

1 Type Top Freezer

2 Door Double Door
3 Size 12 Cu Ft
4 Refrigerator Non Frost
5 Colour Any
6 Compressor Warranty 5-10 Years
6 Stabilizer for Refrigerator (Input Voltage) 50 Volts
7 Stabilizer for Refrigerator (phase) Single
8 Stabilizer for Refrigerator (load/ capacity) 2000-2200 WATTS
9 Warranty 01-year warranty or as per
company policy

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14. Refrigerator 20 Cu Ft (Full Size Double Door)

Sr. no Description Specifications
1 Type Top Freezer
2 Door Double Door
3 Size 20 CU FT
4 Refrigerator Non Frost
5 Colour Any
6 Compressor Warranty 5-10 Years
7 Stabilizer for Refrigerator (Input Voltage) 50 Volts
8 Stabilizer for Refrigerator (phase) Single
9 Stabilizer for Refrigerator (load/ capacity) 2000-2200 WATTS
10 Warranty 01-year warranty or as per
company policy

15. Deep Freezer with two doors: (For AAU)

Sr. no Description Specifications
1 Capacity 425 L
2 Voltage 220 Volts
3 Freezer Position Horizontal Twin Door Freezer
6 Voltage (V) 220
6 Inverter Technology Yes
7 Compressor Warranty 5-10 Years or as per company policy

16. Electric + Gas Water Geyser 55 Gallon

Sr. no Description Specifications
1 Type Electric & Gas Water Heater
2 Capacity 55 Gallon
3 Ignition Automatic
4 Tank Circle 14 swg Gauges
5 Tank Top and Bottom 12 swg Gauges
6 Water Tank Dip Galvanized Prime Heavy Gauge
7 Safety Valve Brass
8 Insulation High-Density Glass Wool
9 Thermostat Imported
10 Warranty 01-year warranty or as per company policy

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17. Electric +Gas Heater (Japanese Heater)
Sr. no Description Specifications
1 Heating Capacity 4.0 / KW
2 Voltage 220V
3 Gas type LPG
4 Push Button Yes
5 LCD Display Yes
6 Child Lock Yes
7 Working on Both Both Electric + Gas
8 Warranty 01-year warranty or as per company policy

18. Sound System

Sr. no Description Specifications
1 Portable Yes
2 Charging /Battery Timing 5-6 Hours
3 Remote Yes
4 Mics One Wireless
5 Ports 3 Karaoke Ports
6 USB Port Yes
7 AUX Input Yes
8 Bluetooth yes
9 Micro SD Card Yes
10 FM Radio Yes
11 Power RMS 150W
13 Woofer 2
14 Effect Echo, Delay, Repeat
15 Master controller Yes
16 Battery Rechargeable
17 Speaker 2
18 Warranty 01-year warranty or as per company policy

19. Spinner Machine:

Sr. no Description Specifications
1 Type Semi-Automatic Spinner
2 Colour Any
3 Spinning Capacity 10KG
4 Body Material Shock & Rust Proof Double Plastic
5 Motor Powerful Copper Motor
6 Balancing ring Automatic Water Balancing Ring

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7 Spin Technology Shower Spin Technology

8 Warranty 01-year warranty or as per company policy

20. Washing machines (Manual):

Sr. no Description Specifications
1 Timmer 15/05 min
2 Voltage 220 V
3 Function Dual (Wash and Spin) with separate tub
4 Capacity 12 KG
5 Body Shock and Rust Proof Plastic Body
6 Motor Copper Motor
7 Motor Warranty 2-5 Year Warranty
8 Colour Any
9 Warranty 01-year warranty or as per company policy

21. Washing machines (Automatic):

Sr. no Description Specifications
1 Type Top Load Automatic
2 Colour Any
3 Washing Capacity 9 KG
4 Pulsator Wobble
5 Drum Type Diamond Drum
6 Water Level 5 Levels
7 Panel Display Dual Cluster / Inlay
9 No of Cycle 6
10 Motor AC
11 Spin Speed 70
12 Dimensions Width 540 mm, Depth 560 mm, Height 850
mm
13 Warranty 01-year warranty or as per company policy

Signature of Bidder ………………………………… Date: ................................................

Company Stamp: ..............................................

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(viii) ANNEX-III DETAILS OF OFFERED ITEMS THROUGH THIS ITB

All interested bidders are requested to provide the required details of the offered products.

Brochure/
Manufacturer Model
S/No Item Description Catalogue
Name Number
Attached

ELECTRONIC EQUIPMENT’S
01

02

03

04

05

06

07

08

09

10

11

12

13

14

Signature of Bidder ………………………………… Date: ................................................

Company Stamp: ..............................................

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(ix) ANNEX- IV Details of Cities for the Supplies of Electronic Equipment

Electronics Equipment’s
Total Qty
S.No Item Name Delivery Location with Respect To Quantity
Required
1 Air Conditioner 7 Islamabad =4, Lahore =1, Thatta= 1, Faisalabad =1
2 Led Tv 4 Islamabad =1, Lahore =1, Thatta= 1, Faisalabad =1
3 Microwave Oven 5 Islamabad=2, Lahore =1, Thatta= 1, Faisalabad =1
Muzaffargarh & Dera Ghazi Khan = 02 ,Mirpurkhas= 03 Multan =
4 Ceiling Fan 33
07 , NZ Karachi =02, AAU Lahore =12, AAU Thatta =7
Bracket fan 24" metal
5 30 Lahore =12, Thatta= 8, Faisalabad =10
body
Bracket fan 18" metal
6 6 Islamabad=6
body
Exhaust fan 18" metal
7 11 Islamabad=2, Lahore =3, Faisalabad =6
body
Exhaust fan 12" metal
8 10 Islamabad=4, Lahore =6,
body
Badin = 1, Bahawalnagar = 1, Bahawalpur = 1, Faisalabad = 1,
Gujranwala = 1, Gujrat = 1, Hafizabad = 1, Hyderabad = 1,
Jacobabad/Shikarpur = 1, Jhelum = 1, Jhang = 1, Kasur = 1,
Khairpur Mirs = 1, Khanewal = 1, Lahore = 1, Larkana = 1, Lodhran
9 Pedestal Fan 44 = 1, MFG & DGK = 1, Mirpurkhas = 1, Multan = 1, Naushahro
Feroze = 1, Nawabshah = 1, NZ Karachi = 3, Okara = 1, Pattoki = 1,
Peshawar = 1, Quetta = 1, Rahim yar Khan = 1, Rawalpindi = 1,
Sahiwal = 1, Sanghar = 1, Sheikhupura = 1, Sialkot = 1, Thatta = 7,
Toba Tek Singh = 1, Turbat = 1
Faisalabad= 6 Gujrat = 2 Jhang = 1 Kasur = 1 Larkana = 1 MFG &
DGK =2,
10 Plastic Room Cooler 29
Nawabshah = 1 Peshawar =2 Rawalpindi =2 Sanghar =2
Sheikhupura =2 Toba Tek Singh =3 Islamabad =4,
Plastic Room Cooler
11 with plastic stand 4 Islamabad =4
(Blower)
12 Lahori Air cooler 14 Lahore =14
Badin =1 Bahawalnagar =1 Bahawalpur=1 Gujrat=1
Jacobabad/Shikarpur=1 Jhang=1, Jhelum=1 Kasur=1 Khairpur
Mirs=1 Larkana=1 MFG & DGK=1 Mirpurkhas=1 Multan=1,
13 Refrigerator 12 Cubic Ft 29 Naushahro Feroze=1 Nawabshah=1 NZ Karachi=1 Okara=1
Peshawar=1 Quetta=1 Rahim yar, Khan=1 Rawalpindi=1 Sahiwal=1
Toba Tek Singh=1 Turbat=1 Bridge Consultant KHI=1 BCF
Sanghar=1, Islamabad =1, Lahore =2 ,
14 Refrigerator 20 Cubic Ft 1 Faisalabad=1
Deep freezer with two
15 4 Islamabad =1, Lahore =1, Thatta= 2,
door

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Electric + Gas water
16 5 Islamabad=2, Thatta= 1, Faisalabad =2
gezer 55 Gallon
Electric + Gas heater
17 11 Islamabad=6, , Faisalabad =5
Blower
18 Sound System 1 Islamabad =1
19 Spinner Machine 1 Thatta =1
Washing machine
20 2 Lahore =2
manual
Washing machine
21 1 Thatta=1
Automatic

Signature of Bidder ………………………………… Date: ................................................

Company Stamp: ..............................................

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(x) ANNEXURE-V DECLARATION BY MANUFACTURER/ AUTHORIZED DEALER/

IMPORTER/ DISTRIBUTOR:

MANUFACTURER/ AUTHORIZED DEALER/ IMPORTER/ DISTRIBUTOR:

ADDRESS / CONTACT DETAILS

SUBJECT: DECLARATION OF ELIGIBILITY

I/We, ______________________________ manufacturer/ authorized dealer/ importer/ distributor for

_______________________ hereby declare that I/we fulfil the following eligibility criteria as required by

your organization:

1. We are a registered company

2. We are not black listed by any organization and/or institution
3. We are not bankrupt or in the process of going bankrupt
4. We have not been convicted for any offence concerning professional conduct
5. We have not been guilty of grave professional misconduct
6. We are not guilty of serious misinterpretation in supplying information
7. We are not in situation of conflict of interest with the contracting organization
8. We do not employ under age workers as defined by the law
9. We confirm that we accept all instructions, terms & Conditions and to the specifications as outlined
in ITB documents Ref No: "ITB: NZGF-HIV/2024/Electronic Equipment’s”

Note: Bidder should provide this annexure on a stamp paper of value 50 or above or else committee
reserves the right to reject the proposal.

___________________________________
(Name)

___________________________________
(Signature)

___________________________________
(Official Company Stamp)

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(xi) ANNEX-VI PRICE SCHEDULE FOR ELECTRONICS EQUIPMENTS

1. The Price schedule (quotation) should be submitted on company’s letter head duly signed and
stamped
2. The Price Schedule must provide a detailed cost breakdown for each item and service.
3. Descriptions for each proposed item must provide sufficient detail to allow the Procuring entity
to determine compliance of Bid with Technical Specifications.
4. All prices / rates quoted must be inclusive of all applicable taxes.
5. The format shown below should be used in preparing the Price Schedule. The format uses a
specific structure which may or may not be applicable but are indicated to serve as example.

Quotation
Unit Price Quantity Required Total Price
S/No Items Details Unit (PKR) (B) (PKR)
(A) (A x B)
1.

2.

3.

4.

5.

SALES TAXES IF ANY ( %)

INSURANCE COST ( %)

SHIPPING COST ( %)

GRANDTOTAL:

Amount in Words: (________________________________________________________)

NOTE: This quotation will remain valid for 90 days from opening date of bids. In case of discrepancy
between unit price and total, the unit price shall prevail or the offer may be rejected by the Procurement
Committee.

Signature of Bidder ………………………………… Date: ................................................

Company Stamp: ..............................................

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