Punjab Healthcare Commission (PHC), Government of Punjab: Bidding Document for Procurement of Services for Comprehensive Takaful Coverage of PHC Assets

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1. PUNJAB HEALTHCARE COMMISSION BIDDING DOCUMENT For COMPREHENSIVE TAKAFUL COVERAG FOR ASSETS OF PUNJAB HEALTHCARE COMMISSION (PHC) (For coverage against all risk)      Invitation of Tender Instructions to Firm (including Data Sheet) Technical Proposal - Standard Forms Financial Proposal - Standard Forms Terms of Reference ______________________________________________________________ DIRECTOR HR & ADMIN. Punjab Healthcare Commission Office No. 1-2, 4th. Floor, Shaheen Complex, 38-Abbot Road, Lahore, Pakistan Tel: +92-42-99206371-78, Fax: +92-42-99206370, Email: procurement@phc.org.pk,
2. PUNJAB HEALTHCARE COMMISSION BIDDING DOCUMENT PROCUREMENT OF SERVICES FOR COMPREHENSIVE TAKAFUL COVERAGE OF PHC ASSETS The Punjab Healthcare Commission (PHC) is an independent regulatory authority, established under the PHC Act, 2010. The Commission invites sealed Bids from eligible Takaful Companies / bidders registered with SECP under Takaful Rules, dealing in provision for Comprehensive Takaful Coverage for assets. Tender No. No.15/2018-Assets Description As mentioned in the Bidding Document Submission Opening Till 25th Apr 2018, 03:00 PM 25th Apr 2018, 03:30 PM Bidding documents are readily available at Procurement Cell of the Punjab Healthcare Commission located at the undermentioned address, which may be obtained on a written request and on payment of prescribed fee Rs. 2000 (non-refundable), on any working day during office hours up to 25 th April 2018 till 03:00 PM. The interested parties are required to submit the following documents along with their application for the purchase of Bidding Documents. i. The bidder/agency should be in existence for minimum of 05 years (Verifiable documentary proof required) ii. Copy of Registration with Income Tax and Sales Tax Department. iii. An undertaking regarding their experience & capacity to provide similar services. iv. A certificate / affidavit that the firm is not blacklisted by any Public Sector Organization and fulfills all of above 3 conditions. Bidding will be conducted under PPRA Rule: 38-2 (a) “single stage two envelope bidding procedure”. Proposals should be dropped in the Tender Box kept in the office, on or before 25-04-2018 till 03:30 PM. No Proposals shall be accepted after due date and time. Proposals shall be opened on 25th April 2018 at 03:30 P.M. in the presence of the bidders or their authorized representatives, who choose to be present, in the Conference Room of Punjab Healthcare Commission, Office No. 1-2, 4th Floor, Shaheen Complex, 38-Abbot Road, Lahore Proposals, not fulfilling minimum requirements as stipulated in the Bidding documents, shall be declared nonresponsive. Incomplete and conditional proposals shall not be considered. The Tender notice is available on the websites of PPRA and Punjab Healthcare Commission, www.ppra.punjab.gov.pk and www.phc.org.pk. Procurement Cell Office No. 1-2, 4th Floor, Shaheen Complex, 38-Abbot Road, Lahore - 54000 Tel: +92-42-99206371-78, Fax: +92-42-99206370, Email: procurement@phc.org.pk
3. Section 1 : Letter of Invitation INVITATION FOR BIDS 1. Sealed Bids are invited from well reputed Companies / Firms and Experienced in Takaful Services registered with SECP under Takaful Rule, Income Tax and Sales Tax Department, for provision for Comprehensive Takaful Coverage for the following assets against all risk. Sr. No 1 2 3 4 5 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Detail Furniture and Fixture Leasehold improvements Computer, IT and Electrical Cash in Transit Cash in Safe equipment Detail of Risks to be covered; Fire & Lightning, riot & strike damage, malicious damage, explosion, Air craft damage, impact damage, atmospheric disturbance, Earthquake, electrical, theft and burglary. Bidding document can be obtained from Procurement Cell, office of Director HR & Admin., Punjab Healthcare Commission, Office No. 1&2, 4th Floor, Shaheen Complex, 38- Abbot Road, Lahore on payment of Rs. 1000/- (Non-refundable). Single stage-two envelope bidding procedure shall be applied. Procurement shall be governed by the Punjab Procurement Rules, 2014. Set of “Technical Proposal” and “Financial Proposal” on the prescribed forms given in the bidding documents, signed & stamped, must be delivered to the address given below by no later than April 25, 2018 before 03:00 PM which will be opened on the same day at 03:30 PM in the presence of the representatives of the firms who may wish to attend In accordance with amendment in PPRA Rule 27, bid security amounting to Rs. 25,000/- in the shape of Demand Draft or Pay Order in favour of Punjab Healthcare Commission must accompany the bid otherwise the bid will be considered as non-responsive. The rates should be mentioned in both words and figures. Rates with cutting or overwriting will be considered as nonresponsive, if not signed. The tender with conditional, ambiguous and alternate price will not be considered. All bidders must quote rates for all components, any bid offering selective component will be rejected. The Procuring Agency reserves the right to enhance or reduce the quantity and also reserves the right to reject all bids or proposals at any time prior to the acceptance of a bid or proposal as per Rule 35 of PPRA Rules 2014. The Procuring Agency will not be responsible for any cost or expenses incurred by bidders in connection with the preparation or delivery of bids. The bidder is expected to examine the Bidding Document, including all instructions, forms, terms, specifications etc. Failure to furnish all information required by the Bidding document or submission of a Bid not substantially responsive to the Bidding Document in every respect would result in the rejection of the Bid. 14. Copies of registration with Income Tax, Sales Tax Department and with SECP under Takaful Rule must be enclosed with the bid. Income Tax and General Sales Tax will be deducted from the supplier as per Government Rules. CHIEF OPERATING OFFICER Punjab Healthcare Commission Office No. 1& 2, 4th Floor, Shaheen Complex 38-Abbot Road, Lahore. Phone No. 042-99206371-8, Email: procurement@phc.org.pk 1|P age
4. Section 2 : Instructions to Firms Definitions 1. Introduction (a) “Agreement” means the Agreement signed by the Parties and all the attached documents. (b) “Client” means The Punjab Healthcare Commission with which the selected Firm signs the Agreement for the Services. (c) “Firm” means any entity or person that may provide or provides the Services to the Client under the Agreement. (d) “Data Sheet” means such part of the Instructions to Firms used to reflect specific conditions. (e) “Day” means calendar day. (f) “Government” means the Government of the Punjab and all its associated departments, agencies, autonomous/semi-autonomous bodies, local governments, boards, universities and similar other organizations. (g) “Instructions to Firms” means the document which provides shortlisted Firms with all information needed to prepare their Proposals. (h) “LOI” means the Letter of Invitation included in the bidding documents as Section 1 being sent by the Client in case of shortlisted Firms. (i) “Personnel” means professionals and support staff provided by the Firm and assigned to perform the Services or any part thereof; “Foreign Personnel” means such professionals and support staff who at the time of being so provided had their domicile outside Pakistan; “Local Personnel” means such professionals and support staff who at the time of being so provided had their domicile inside Pakistan. (j) “Proposal” means the Technical Proposal and the Financial Proposal. (k) “Bidding documents” means the Request for Proposal to be prepared by the Client for the selection of Firms. (l) “Services” means the work to be performed by the Firm pursuant to the Agreement. (m) “Sub-Firm” means any person or entity with whom the Firm sub agreements any part of the Services. (n) “Terms of Reference” (TOR) means the document included in the bidding document which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Client and the Firm, and expected results and deliverables of the assignment. 1.1 The Client named in the Data Sheet will select the Firm from those who are eligible under the criteria provided in Advertisement & TORs, in accordance with the method of selection specified in the Data Sheet. 1.2 The eligible Firms are invited to submit a Bid/Proposal for Takaful Services required for the assignment named in the Data Sheet. The proposals should be in separate marked and sealed envelopes. The Proposal will be the basis for agreement negotiations and ultimately for a signed Agreement with the selected Firm. 1.3 Firms should familiarize themselves with assignment conditions and take them into account in preparing their Proposals. To obtain first-hand information on the assignment, Firms are encouraged to visit the Client before submitting a proposal and to attend a pre-proposal conference if 2|P age
5. one is specified in the Data Sheet . Firms should contact the Client’s representative named in the Data Sheet to obtain additional information. Firms should ensure these officials are informed well-ahead of time in case they wish to visit the Client. Conflict of Interest 1.4 The Client will timely provide at no cost to the Firms the inputs and facilities specified in the Data Sheet, assist the firm in obtaining licenses and permits needed to carry out the services, and make available relevant project data and reports. 1.5 Firms shall bear all costs associated with the preparation and submission of their proposals and agreement negotiation. The Client is not bound to accept any proposal, and reserves the right to annul the selection process at any time prior to Agreement award, without thereby incurring any liability to the Firms. 1.6 Punjab Healthcare Commission policy requires that Firms provide professional, objective, and impartial advice and at all times hold the Client’s interests paramount, strictly avoid conflicts with other assignments or their own corporate interests and act without any consideration for future work. 1.6.1 Without limitation on the generality of the foregoing, Firms, and any of their affiliates, shall be considered to have a conflict of interest and shall not be recruited, under any of the circumstances set forth below: Conflicting activities (i) A firm that has been engaged by the Client to provide goods, works or services other than Takaful Coverage for a project, and any of its affiliates, shall be disqualified from providing Takaful Coverage related to those goods, works or services. Conversely, a firm hired to provide Takaful Coverage for the preparation or implementation of a project, and any of its affiliates, shall be disqualified from subsequently providing goods or works or services other than Takaful Coverage resulting from or directly related to the firm’s Takaful Coverage for such preparation or implementation. For the purpose of this paragraph, services other than Takaful Coverage are defined as those leading to a measurable physical output, for example surveys, exploratory drilling, aerial photography, and satellite imagery. Conflicting assignments (ii) A Firm (including its Personnel and Sub-Firms) or any of its affiliates shall not be hired for any assignment that, by its nature, may be in conflict with another assignment of the Firm to be executed for the same or for another Client. Conflicting relationships (iii) A Firm (including its Personnel and Sub-Firms) that has a business or family relationship with a member of the Client’s staff who is directly or indirectly involved in any part of (i) the preparation of the Terms of Reference of the assignment, (ii) the selection process for such assignment, or (iii) supervision of the Agreement, may not be awarded an Agreement, unless the conflict stemming from this relationship has been resolved in a manner acceptable 3|P age
6. to the Government of Punjab throughout the selection process and the execution of the Agreement . Unfair Advantage Fraud and Corruption 1.7 1.6.2 Firms have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of their Client, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualification of the Firm or the termination of its Agreement. 1.6.3 No Commission or current employees of the Client shall work as Firms under their own ministries, departments or agencies. Recruiting former government employees of the Client to work for their former ministries, departments or agencies is acceptable provided no conflict of interest exists. When the Firm nominates any government employee as Personnel in their technical proposal, such Personnel must have written certification from their government or employer confirming that they are on leave without pay from their official position and allowed to work fulltime outside of their previous official position. Such certification shall be provided to the Client by the Firm as part of his technical proposal. 1.6.4 If a firm could derive a competitive advantage from having provided takaful services related to the assignment in question, the Client shall make available to all firms together with this bidding document all information that would in that respect give such Firm any competitive advantage over competing Firms. The Punjab Healthcare Commission requires Firms participating to adhere to the highest ethical standards, both during the selection process and throughout the execution of an agreement. (b) (c) defines, for the purpose of this paragraph, the terms set forth below as follows: (i) “corrupt practice” means the receiving, or soliciting, directly anything of value to influence the official in the selection process execution; offering, giving, or indirectly, of action of a public or in agreement (ii) “fraudulent practice” means a misrepresentation or omission of facts in order to influence a selection process or the execution of an agreement; (iii) “collusive practices” means a scheme or arrangement between two or more Firms with or without the knowledge of the Client, designed to establish prices at artificial, noncompetitive levels; (iv) “Coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in a procurement process, or affect the execution of an agreement. will reject a proposal for award if it determines that the Firm recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the agreement in question; 4|P age
7. 2 . (d) will sanction a Firm, including declaring the Firm ineligible, either indefinitely or for a stated period of time, to be awarded a Government of Punjab agreement if at any time it determines that the Firm has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing, a Government of Punjab agreement; and (e) will have the right to require that a provision be included requiring Firms to permit the Government of Punjab or the Client to inspect their accounts and records and other documents relating to the submission of proposals and agreement performance, and have them audited by auditors appointed by the Government of Punjab or by the Client. 1.8 Firms and their associates shall not be under a declaration of ineligibility for corrupt and fraudulent practices issued in accordance with the para. 1.7. Furthermore, the Firms shall be aware of the provisions on fraud and corruption stated in the specific clauses in the General Conditions of Agreement. 1.9 Firms shall furnish information on commissions and gratuities, if any, paid or to be paid to agents relating to this proposal and during execution of the assignment if the Firm is awarded the Agreement, as requested in the Financial Proposal submission form (Section 4). Only one Proposal 1.10 Firms should only submit one proposal. If any Firm submits or participates in more than one proposal, such proposals shall be disqualified. Proposal Validity 1.11 The Data Sheet indicates how long Firms’ Proposals must remain valid after the submission date. During this period, Firms shall maintain the availability of Professional staff nominated in the Proposal. The Client will make its best effort to complete within this period. Should the need arise, however, the validity period shall be extended as per PPRA rules. Firms who agree to such extension shall confirm that they maintain the availability of the Professional staff nominated in the Proposal, or in their confirmation of extension of validity of the Proposal, Firms could submit new staff in replacement, who would be considered in the final evaluation for agreement award. Firms who do not agree have the right to refuse to extend the validity of their Proposals. Clarification 2.1 Firms may request a clarification of any of the bidding documents up to the number of days indicated in the Data Sheet before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Client’s address indicated in the Data Sheet. The Client will respond in writing, or by standard electronic means and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Firms. 5|P age
8. 3 . Preparation of Proposals Technical Proposal Format and Content Financial Proposals 3.1 The Proposal (see para. 1.2), as well as all related correspondence exchanged by the Firms and the Client, shall be written in the language (s) specified in the Data Sheet. 3.2 In preparing their Proposal, Firms are expected to examine in detail the documents comprising the bidding document. Material deficiencies in providing the information requested may result in rejection of a Proposal. 3.3 The Technical Proposal shall provide the information indicated in the following paras from (a) to (g) using the attached Standard Forms (Section 3). Paragraph (c) (ii) indicates the recommended number of pages for the description of the approach, methodology and work plan of the Technical Proposal. A page is considered to be one printed side of A4 or letter size paper. (a) A brief description of the Firms’ organization and an outline of recent experience of the Firms (each partner in case of joint venture) on assignments of a similar nature is required in Form TECH-2 of Section 3. For each assignment, the outline should indicate the names of Sub-Firms/ Professional staff who participated, duration of the assignment, agreement amount, and Firm’s involvement. Information should be provided only for those assignments for which the Firm was legally engaged by the Client as a firm. Assignments completed by individual Professional staff working privately or through other Takaful firms cannot be claimed as the experience of the Firm, or that of the Firm’s associates, but can be claimed by the Professional staff themselves in their CVs. Firms should be prepared to substantiate the claimed experience if so requested by the Client. (b) Comments and suggestions on the Terms of Reference including workable suggestions that could improve the quality/ effectiveness of the assignment; and on requirements for counterpart staff and facilities including: administrative support, office space, local transportation, equipment, data, etc. to be provided by the Client (Form TECH-3 of Section 3). (c) A description of the approach, methodology and work plan for performing the assignment covering the following subjects: technical approach and methodology, work plan, and organization and staffing schedule. Guidance on the content of this section of the Technical Proposals is provided under Form TECH-4 of Section 3. 3.4 The Technical Proposal shall not include any financial information. A Technical Proposal containing financial information may be declared non responsive. 3.5 The Financial Proposal shall include all costs associated with the assignment, including (a) remuneration for staff (foreign and local, in the field and at the Firms’ home office), and (b) reimbursable expenses indicated in the Data Sheet. If appropriate, these costs should be broken down by activity and, if appropriate, into foreign and local expenditures. All activities and items described in the Technical Proposal must be priced separately; activities and items described in the 6|P age
9. Technical Proposal but not priced , shall be assumed to be included in the prices of other activities or items. Taxes 4. Submission, Receipt, and Opening of Proposals 3.6 The Firm may be subject to local taxes (such as: value added or sales tax or income taxes on nonresident Foreign Personnel, duties, fees, levies) on amounts payable by the Client under the Agreement. The Client will state in the Data Sheet if the Firm is subject to payment of any taxes. 3.7 Commissions and gratuities, if any, paid or to be paid by Firms and related to the assignment will be listed in the Financial Proposal Form FIN-1 of Section 4. 3.8 Bid security (refundable on submission of Performance Security and signing of Agreement) amounting Rs. 25,000 in the shape of Call Deposit Receipt/Demand Draft/Pay Order must be furnished within the Proposal. 4.1 The proposal (Technical Proposal and, if required, Financial Proposal; see para. 1.2) shall contain no interlineations or overwriting, except as necessary to correct errors made by the Firms themselves. The person who signed the proposal must initial such corrections. Submission letters for both Technical and Financial Proposals should respectively be in the format of TECH-1 of Section 3, and FIN-1 of Section 4. 4.2 An authorized representative of the Firms shall sign all pages of the Technical and Financial Proposals. The authorization shall be in the form of a written power of attorney accompanying the Proposal or in any other form demonstrating that the representative has been duly authorized to sign. The signed Technical and Financial Proposals shall be properly marked. 4.3 The Technical Proposal shall be marked properly. The Technical Proposals shall be sent to the addresses referred to in para. 4.5 and in the number of copies indicated in the Data Sheet. 4.4 The Technical Proposal shall be placed in a sealed envelope clearly marked “TECHNICAL PROPOSAL” Similarly, the Financial Proposal (if required under the selection method indicated in the Data Sheet) shall be placed in a sealed envelope clearly marked “FINANCIAL PROPOSAL” followed by the name of the assignment, and with a warning “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.” The envelopes containing the Technical and Financial Proposals shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address and title of the Assignment, clearly marked “DO NOT OPEN, EXCEPT IN PRESENCE OF THE OFFICIAL APPOINTED, BEFORE SUBMISSION DEADLINE”. The Client shall not be responsible for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be case for Proposal rejection. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this will constitute grounds for declaring the Proposal non-responsive. 4.5 The Proposals must be sent to the address/addresses indicated in the Data Sheet and received by the Client no later than the time and the date indicated in the Data Sheet, or any extension to this date. Any proposal received by the Client after the deadline for submission shall be returned unopened. 7|P age
10. 5 . Proposal Evaluation 4.6 The Client shall open the Technical Proposal immediately after the deadline for their submission. The envelopes with the Financial Proposal shall remain sealed and securely stored. 5.1 From the time the Proposals are opened to the time the Agreement is awarded, the Firms should not contact the Client on any matter related to its Technical and/or Financial Proposal. Any effort by Firms to influence the Client in the examination, evaluation, ranking of Proposals, and recommendation for award of Agreement may result in the rejection of the Firms’ Proposal. Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded. Evaluation of Technical Proposals 5.2 The evaluation committee shall evaluate the Technical Proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-criteria, and point system as specified in the Data Sheet. Each responsive Proposal will be declared qualified. A Proposal shall be rejected at this stage if it does not respond to important aspects of the bidding document, and particularly the Terms of Reference or if it fails to achieve the minimum technical criteria indicated in the Data Sheet. Financial Proposals Public Opening and Evaluation of Financial Proposals 5.3 The lowest evaluated bidder shall awarded contract as per PPRA Rules. 5.4 After the technical evaluation is completed, the Client shall inform the Firms who have submitted proposals the technical qualification obtained by their Technical Proposals, and shall notify those Firms whose Proposals did not meet the minimum qualifying criteria or were considered non responsive to the bidding document and TOR, that their Financial Proposals will be returned unopened after completing the selection process. The Client shall simultaneously notify in writing Firms that have secured the minimum qualifying criteria, the date, time and location for opening the Financial Proposals. Firms’ attendance at the opening of Financial Proposals is optional. The opening date shall be set so as to allow interested Firms sufficient time to make arrangements for attending the opening. 5.5 Financial Proposals shall be opened publicly in the presence of the Firms’ representatives who choose to attend. The name of the Firms and the technical qualification of the Firms shall be read aloud. The Financial Proposal of the Firms who met the minimum qualification will then be inspected to confirm that they have remained sealed and unopened. These Financial Proposals shall be then opened, and the total prices read aloud and recorded. 6.1 Technical discussion will include a discussion of the Technical Proposal, the proposed technical approach and methodology, work plan, and organization and staffing, and any suggestions made by the Firm to improve the Terms of Reference. The Client and the Firms will finalize the Terms of Reference, staffing schedule, work schedule, logistics, and reporting. These documents will then be incorporated in the Agreement as “Description of Services”. Special attention will be paid to clearly defining the inputs and facilities required from the Client to ensure satisfactory implementation of the assignment. The Client shall prepare minutes of negotiations which will be signed by the Client and the Firm. 6. Technical Discussion 8|P age
11. 7 . Award of Agreement/ Contract 7.1 After completing Bid evaluation the Client shall award the Agreement to the selected Firm. 7.2 The Firm is expected to commence the assignment on the date and at the location specified in the Data Sheet. 7.3 The initial duration of the contract will be one year, the contract will be renewable every year on mutual agreement. 8. Confidentiality 8.1 Information relating to evaluation of Proposals and recommendations concerning awards shall not be disclosed to the Firms who submitted the Proposals or to other persons not officially concerned with the process, until the publication of the award of Agreement. The undue use by any Firm of confidential information related to the process may result in the rejection of its Proposal and may be subject to the provisions of the Firm Selection Guidelines relating to fraud and corruption. 9. Performance Security 9.1 Within seven (07) days of receipt of the Letter of Acceptance from the Client, the successful Firm shall furnish to the Client the performance security in the amount equal to 10 % of the Contract Price as Performance Security in the form of Call Deposit Receipt (CDR)/ Demand Draft/Pay Order. 9.2 The proceeds of the performance security shall be payable to the Client as compensation for any loss resulting from the Firm's failure to complete its obligations under the Contract. The Firm shall cause the validity period of the performance security to be extended for such period(s) as the contract performance may be extended. 9.3 The performance security shall be denominated in a currency of the Contract i.e. Pak Rupees: 9.4 The performance security will be returned by the Client not later than fifteen (15) days from the closure of the Contract.” 9.5 In case of renewal of contract, the Performance Guaranty shall be revised up to the extended period 9|P age
12. Instructions to Firms DATA SHEET Paragraph Reference 1 .1 Name of the Client: Punjab Healthcare Commission Method of selection SINGLE STAGE TWO ENVELOPE 1.2 Financial Proposal to be submitted together with Technical Proposal (sealed in separate envelops): Yes √ No Name of the assignment is COMPREHENSIVE TAKAFUL COVERAGE OF ASSETS OF PUNJAB HEALTHCARE COMMISSION (PHC) 1.3 The Client’s representative is: Director Hr & Admin. Address:- Office No. 1-2, 4th. Floor, Shaheen Complex, 38-Abbot Road, Lahore, Pakistan. Tel: +92-42-99206371-78, Fax: +92-42-99206370. E-mail: < procurement@phc.org.pk> 1.4 The Client will provide the following inputs and facilities: Assistance in obtaining requisite information & data, reports etc. 1.12 Proposals must remain valid till 90 days after the last date of submission of bid. Clarifications may be requested not later than 7 days before the submission date. The address for requesting clarifications is: Director Hr & Admin. Address: - Office No. 1-2, 4th. Floor, Shaheen Complex, 38-Abbot Road, Lahore, Pakistan. Tel: +92-42-99206371-78, Fax: +92-42-99206370, E-mail: < procurement@phc.org.pk> 3.1 Proposals shall be submitted in English language: 3.3 (a) Shortlisted Firms cannot associate with other shortlisted Firms: Applicable) 3.4 (a) Firms should have multinational/international/Govt./Semi-Govt. clients for similar assignments. 3.4 (b) Firm must meet the eligibility criteria provided in Data-Sheet 3.6 List the applicable Reimbursable expenses in local currency. (1) No _____(Not No out-of-pocket expenses will be reimbursed by the Client. 3.7 Amounts payable by the Client to the Firm under the Agreement to be subject to local taxation: Yes √ No ___ Taxes are deducted at source from payment to the Firms unless they have Tax Exemption Certificate. 4.5 The Proposal submission address is Director Hr & Admin. Address: - Office No. 1-2, 4th Floor, Shaheen Complex, 38-Abbot Road, Lahore, Pakistan. Proposals must be submitted no later than the following date and time: April 25, 2018 by 03:00 PM 10 | P age
13. 5 .2 (a) The Criteria for evaluation of Technical Proposals are: i. ii. iii. iv. v. Registration with Securities & Exchange Commission of Pakistan under Takaful Rules Registration with Income Tax. General Sales Tax Registration Minimum A- (A minus) or above rated companies by Pakistan Credit Rating Agency Limited (PACRA) or JCR-VIS. Minimum 5 years of experience in local market. Full compliance to all requirements of criteria is compulsory. 5.7 Takaful Companies whose technical proposal will be declared qualified only their financial proposals will be opened and the lowest bidder will be awarded the contract to provide the said services. 6.1 Expected date and address for agreement negotiations: May 07, 2018 Punjab Healthcare Commission, Office No. 1-2, 4th. Floor, Shaheen Complex, 38-Abbot Road, Lahore, Pakistan 7.2 Expected date for commencement of Takaful services May 10, 2018. The contract will be renewable every year on mutual agreement. 11 | P age
14. Section 3 : Technical Proposal - Standard Forms [Comments in brackets [ ] provide guidance to the Firms for the preparation of their Technical Proposals; they should not appear on the Technical Proposals to be submitted.] Refer to Reference Paragraph 3.4 of the Data Sheet for format of Technical Proposal to be submitted, and paragraph 3.4 of Section 2 of the bidding document for Standard Forms required and number of pages recommended. TECH-1 Technical Proposal Submission Form TECH-2 Firm’s Organization and Experience A Firm’s Organization B Firm’s Experience TECH-3 Comments or Suggestions on the Terms of Reference and on Counterpart Staff and Facilities to be provided by the Client A On the Terms of Reference B On the Counterpart Staff and Facilities TECH-4 Description of the Approach, Methodology and Work Plan for Performing the Assignment
15. FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM [Location, Date] To: Chief Operating Officer, Punjab Healthcare Commission, Office No. 1-2, 4th. Floor, Shaheen Complex, 38-Abbot Road, Lahore. Dear Sir, We, the undersigned, offer to provide the services for Comprehensive Takaful Coverage for assets of PHC in accordance with your Request for Proposal dated ________________ we are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope. We are submitting our Proposal in association with: [Insert a list with full name and address of each associated Firm (if any, otherwise delete this line)]2 We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in Paragraph Reference 1.12 of the Data Sheet, we undertake to negotiate on the basis of the proposed staff/facilities. Our Proposal is binding upon us and subject to the modifications resulting from Agreement negotiations. We undertake, if our Proposal is accepted, to initiate the Takaful Services not later than the date indicated in Paragraph Reference 7.2 of the Data Sheet. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
16. FORM TECH-2 FIRM ’S ORGANIZATION AND EXPERIENCE A - Firm’s Organization [Provide here a brief (two pages) description of the background and organization of your firm/entity (including organogram) and associate, if any for the assignment.]
17. B - Firm ’s Experience [Using the format below, provide information on each assignment (Takaful Service) for which your firm for this assignment, was legally contracted as a corporate entity within an association, for carrying out Takaful Coverage similar to the ones requested under this Assignment. Please provide Client’s certification and/or evidence of the contract agreement.] Assignment name: Value of the agreement (in current Rs.): Country: Location within country: Duration of assignment (months): Name of Client: Total No of Assets (by your firm) on the assignment: Start date (month/year): Completion date (month/year): Value of Takaful services provided by your firm under the agreement (in current Rs.): Name of associated Firms, if any: No f professional staff-months provided by associated Firms: Name of senior professional staff of your firm involved and functions performed (indicate most significant profiles such as Project Director/Coordinator, Team Leader): Narrative description of Project: Description of actual services provided by your staff within the assignment:
18. FORM TECH-3 COMMENTS AND SUGGESTIONS ON THE TERMS OF REFERENCE AND ON COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY THE CLIENT A - On the Terms of Reference [Present and justify here any modifications or improvement to the Terms of Reference you are proposing to improve performance in carrying out the assignment (such as deleting some activity you consider unnecessary, or adding another, or proposing a different phasing of the activities). Such suggestions should be concise and to the point, and incorporated in your Proposal.] B - On Counterpart Staff and Facilities [Comment here on counterpart staff and facilities to be provided by the Client according to Paragraph Reference 1.4 of the Data Sheet including: administrative support, office space, local transportation, equipment, data, etc.] FORM TECH-4 DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT [Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal (50 pages, inclusive of charts and diagrams) divided into the following three chapters: a) Technical Approach and Methodology, b) Work Plan, and c) Organization and Staffing,
19. Section 4 : Financial Proposal - Standard Forms [Comments in brackets [ ] provide guidance to the Firms for the preparation of their Proposals they should not appear on the Financial Proposals to be submitted.] Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal according to the instructions provided under para. 3.6 of Section 2. Such Forms are to be used whichever is the selection method indicated in para. 4 of the Letter of Invitation. FIN-1 Financial Proposal Submission Form FIN-2 Summary of Costs FIN-3 Breakdown of Costs
20. FORM FIN-1 FINANCIAL PROPOSAL SUBMISSION FORM [Location, Date] To: Chief Operating Officer , Punjab Healthcare Commission, Office No. 1-2, 4th. Floor, Shaheen Complex, 38-Abbot Road, Lahore. Dear Sir, We, the undersigned, offer to provide the services of COMPREHENSIVE TAKAFUL COVERAGE OF ASSETS OF PUNJAB HEALTHCARE COMMISSION (PHC) in accordance with your Request for Proposal dated ___________ and our Technical Proposal. Our attached Financial Proposal is for the sum of [Insert both amounts calculated on lump sum basis). This amount is inclusive of the taxes, which shall be levy on such services. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Agreement negotiations, up to expiration of the validity period of the Proposal, i.e. before the date indicated in Paragraph Reference 1.12 of the Data Sheet. No commissions or gratuities have been or are to be paid by us to agents relating to this Proposal and Agreement execution. We understand you are not bound to accept any Proposal you receive. Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
21. FORM FIN-2 SUMMARY OF COSTS Cost in Rs . (Lump sum) Item Cost for each Asset 1. 2. Total Costs of Financial Proposal Rs. (Costs should include all taxes & duties) 1 Indicate the total costs. Such total costs must coincide with the sum of the relevant Subtotals indicated in all Forms provided with the Proposal & compatible with the Technical Proposal & Work Plan. Note 1: Please mention the amount both in FIGURES and WORDS. Note 2: The Contract is on LUMP SUM COST basis. Meaning by OUT-OF-POCKET or any other expenses will NOT be reimbursed. Only Lump Sum amount of Cost of agreement will be paid subject to eligible deductions & applicable taxes. Note 3:- Total cost may vary due to change in number of assets / category according to the quoted cost per asset in that specific category.
22. FORM FIN-3 BREAKDOWN OF COSTS BY ACTIVITY Detail Cost Break-Up (Category wise) Amount Category of Coverage Takaful Cost per year per Asset per category (Pak Rs.) TOTAL (Pak Rs.) Payment Details: Please quote cost per Year per asset in each category to be used for adjustment of cost in case of increase or decrease in number of assets covered under each category: Category Form FIN-3 shall be filled for the whole assignment. Cost
23. Section - 5 Terms of Reference (TOR) Comprehensive Takaful Coverage of PHC Assets The PHC requires comprehensive takaful coverage for PHC Assets renewable every year on mutual agreement. PHC Requests for Rroposals from companies dealing in Islamic Takaful who are eligible under the criteria given below. Bids are invited for required comprehensive takaful coverage for PHC Assets ( including inside and outside of office premises for moveable items). Bids are invited from companies dealing in Islamic Takaful that meet the following criteria: i. Copy of Registration with Securities & Exchange Commission of Pakistan, under Takaful Rules ii. Copy of Registration with Income Tax. iii. Copy of Registration for General Sales Tax. iv. Minimum A- (A minus) or above rated companies by Pakistan Credit Rating Agency Limited (PACRA) or JCR-VIS. Minimum 5 years of experience in local market. v.
24. CONTRACT No . PHC Dated. -------2018 THIS CONTRACT is made on the --- day of --- 2018, between Punjab Health Care Commission (hereafter “the Client”) of the one part and M/s. ------------------- (hereinafter "the Firm") of the other part. WHEREAS the Client invited bids for comprehensive takaful coverage of its assets, (hereafter “the service/goods") detail as under; Sr. No. Description of Services No Cost per Unit (PKR.) Total Contract Amount (PKR.) Inclusive of all Taxes And whereas the Client has accepted a bid by the Firm for provision of those services at the above rates and specification. NOW THE CONTRACT WITNESS AS FOLLOWS 1. The following documents shall be deemed to form and be read and construed as part of this Contract. (a) (b) The Notification of Award / letter of Acceptance; The Bid and Schedules listed as under; - Schedule A Special Stipulations - Schedule B Price Schedule (c) The Conditions of Contract; (d) The Specifications (As mentioned in Data Sheet/ Price Schedule”) shall be complied This Contract shall prevail over all other contract documents. In the event of any discrepancy or inconsistency within the Contract Documents, then the Documents shall prevail in the order listed above. 2. In consideration of the payments to be made by the Client to the Firm as hereinafter mentioned, the Firm hereby covenants with the Client to provide the Services and to remedy defects therein in conformity in all respects with the provisions of the Contract. 3. The Client hereby covenants to pay the Firm, in consideration of the provision of the Services and the remedying of defects therein, at the times and in the manner prescribed by the Contract. 4. The contract shall be renewable for further period subject to mutual agreement. IN WITNESS whereof the parties hereto have caused this Contract to be executed in accordance with their respective laws the day and year first above written. WITNESS (CLIENT) Signature: Name: Designation: WITNESS Signature: _____________________ Name: ________________________ Designation: ___________________ Signature: Name: Designation: Seal: __________________________ (FIRM) Signature: ______________________ Name: _________________________ Designation: ____________________