CAA VHF AM TRANSCEIVERS TENDER DOCUMENT

1. A
£ I
^
BIDDING DOCUMENTS
l/T No. HQCAA/1992/119/XXLN
PROCUREMENT OF QTY.35 VHF (AM)
TRANSCEIVERS (DESKTOP TYPE) ( 09 TO 12 WATTS)
FOR ATC COMMUNICATION

2. TABLE OF CONTENTS
S R # SUBJECT PAGE NO.
1.
l/T FORM (S-103) (Technical & Financial) along with Compliance
Sheet / Technical Specification comprising of Three (03) pages
1
2. INSTRUCTIONS TO BIDDERS 2
3. BID PRICES 2-3
4. BID SECURITY 3
5. SEALING AND MARKING OF BIDS 4
6. DEADLINE FOR SUBMISSION OF BIDS 5
7. LATE BIDS 5
8. BID OPENING 5
9. DETERMINATION OF RESPONSIVENESS 5
10. AWARD OF CONTRACT 6
11. PERFORMANCE BOND 6
12. PAYMENT 6
13. DELIVERY SCHEDULE 6
14. INSPECTION AND TEST 6
ANNEXURE: The Bidding Document comprises of the following Annexure:
SR # SUBJECT Annx. PG.No
1 BIDDING FORM (TECHNICAL BID) A 7
2 BIDDING FORM (FINANCIAL BID) B 8
3 BID SUMMARY SHEET (TECHNICAL) C 9
4 BID SUMMARY SHEET (FINANCIAL) D 10
5 SPECIMEN OF BID SECURITY E 11
6 GENERAL TERMS & CONDITIONS F 12
7 SAMPLE CONTRACT G 13-17
8 SPECIMEN OF BANK GUARANTEE AS PERFORMANCE BOND H 18-19
9 DECLARATION OF FEES, COMMISSION & BROKERAGE ETC. I 20
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3. •
s
TENDER NUMBER 1406
P.R.NO. 2013
SUPPLIER'S ADDRESS
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Q/s
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CIVIL AVIATION AUTHORITY
INVITATION TO TENDER
(SUPPLY OF EQUIPMENT/STORES)
(LOCAL / FOREIGN)
DATEO'
A-XAN >V
QUOTATION REQUIRED BY
CAAF-S-103
CAAF-S-103A
VALIDITY OF OFFER 180 Days
DATE ON:
2021/04/20 11:00:00
Technical
BASIS V©P_ '
TENDER TO OPEN AT/ABOUT
DATE ON:
2021/04/20 11:30:00
TERMS
ENCLOSED*
DELIVERY PERIOD
150 Days
Tender Description : Proc. of Qty.35 VHF (AM) Transceivers (Desktop Type) (09 to 12 Watts) for ATC Communication l/T#. HQCAA/1992/'
SCHEDULE OF EQUIPMENT/STORES
S.NO. Item Code DESCRIPTION UOM Quantity i Unit Price Total Price Rebate
1 A-021-0155 VHF (AM) Trarjscreciver 9 to 12 Watts (Desktop Type) EACH 35
Note:-
Compliance Sheet Comprising of Three (03) pages attached (a) For Submission of bid please follow PPRA rule 36 (b).
(b) Tech, query if any may kindly be addressed to AdID. Tele. & Elects. Tel:021-9907-2232 Fax No. 99242131
(c) Bidders are requested to read carefully & abide by the terms and conditions of the bidding documents.
(d) Price Quoted should be inclusive of GST & all other Govt./Local taxes and stamp duties or any changes therein.
TENDER'S (SUPPLIER)
REF
GRAND TOTAL
SIGNATURE
NAME
DATE
TELEPHONE
To be submitted with Technical Offer
11 A
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OO
SIGNATL
mf
?;d/. G OFFICER

4. TENDER NUMBER 1406
PR.NO. 2013
SUPPLIER'S ADDRESS
CIVIL AVIATION AUTHORITY
INVITATION TO TENDER
(SUPPLY OF EQUIPMENT/STORES)
(LOCAL / FOREIGN)
DATE
<JVA?A
QUOTATION REQUIRED BY
CAAF-S-103
CAAF-S-103A
VALIDITY OF OFFER 180 Days
DATE ON:
2021/04/20 11:00:00
Financial
BASIS
TENDER TO OPEN AT/ABOUT
DATE ON:
2021/04/20 11:30:00
DELIVERY PERIOD TERMS
150 Days ENCLOSED*
Tender Description : Proc. of Qty.35 VHF (AM) Transceivers (Desktop Type) (09 to 12 Watts) for ATC Communication l/T#. HQCAA/1992/'
SCHEDULE OF EQUIPMENT/STORES
S.NO. j Item Code DESCRIPTION UOM Quantity j Unit Price Total Price Rebate
1 A-021-0155 VHF (AM) Trapscreciver 9 to 12 Watts (Desktop Type) EACH 35
Note:-
Compliance Sheet Comprising of Three (03) pages attached (a) For Submission of bid please follow PPRA rule 36 (b).
(b) Tech, query if any may kindly be addressed to AdID. Tele. & Elects. Tel:021-9907-2232 Fax No. 99242131
(c) Bidders are requested to read carefully & abide by the terms and conditions of the bidding documents.
(d) Price Quoted should be inclusive of GST & all other Govt./Local taxes and stamp duties or any changes therein.
TENDER'S (SUPPLIER)
REF
SIGNATURE
GRAND TOTAL
NAME
DATE
TELEPHONE
SIGNA
To be submitted with Financial Offer
f/'W o
R L k
% V v
UING OFFICER

5. HEADQUARTERS, CIVIL AVIATION AUTHORITY
(Telecom & Electronics Branch)
TECHNICAL SPECIFICATION
PROCUREMENT OF VHF AM 9 to 12
WATTS TRANSCEIVERS (QTY. 35)
COMPLIANCE SHEET:
S.#
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2.
REQUIREMENT
Branded VHF (AM) Transceiver (9 to 12
Watts) Desktop Type from International
reputable manufacturer from UK, USA,
Japan, EU, Schengen States, Australia &
New Zealand,
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Desktop TranSceivers(9 to 12 Watts)with
battery backup:
Including:
4.
i) Metallic enclosure to house
transceiver, AC/DC power supply
and battery.
ii) Microphone, external antenna,
connectors, 220VAC power supply
and battery backup.
Onrrof|
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r
(On Battery minimum 5 Firs of operation
when used for 15% Tx, 25% Rx and 60%
Idle)
RF Cable:
RF RG 58/U copper Shielded 50 Ohm
Cable in meters
General requirement:
Frequency Range: 118-136.975 MHz
Frequency Generation : Synthesized
Channel Separation: 25 and 8.33 KHz
selectable (Default 25 Khz separation)
Modulation Type: AM (A3E)
Antenna connector: BNC type. 50 ohms
Operating temperature: -20 °C to +
55 °C
Frequency stability : < ± 1.5 ppm
Built-in speaker: 1 watt or better
PrtseVchtmels Miniw«v!
i20
External speaker output connector
Audio Recording output
Output power : 9 to 12 Watts (PEP 36/48
Watts)
Protected against: Antenna open/ short
low supply voltage
over temperature
QTY
35
35
RESPONSE
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column)
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REMARKS
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6. 5.
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Front panel:
LED/ LCD display for monitoring/ Alarms
Microphone socket
Built In Test Equipment
Volume Control/ Channel Selection
Rear Panel:
Standard antenna connector 50 ohms
AC / DC power connector and associated
switches
Recording output for both received and
transmit audio
Transmitter:
RF power output: 9 to 12W Adjustable
Modulation Type: AM (A3E)
Frequency stabiljjy: (<5PPM)
Distortion: Less Ihen 5 % at 90 %
Modulation
Modulation depth : M>0.9
Hum & Noise: >40 dB below M=0.9
Microphone: 600 ohms dynamic less then
2mV
Intermodulation Attenuation: Greater then
40 db with frequency offset of ± 150 KHz
Duly Cycle : 30% Continuous operation at
ambient temperature below 55 deg C
VSWR : Fully Protected
Receiver:
Bandwidth: <6db @ ± 8.5 KHz, <6db @ +
AKHz, 8.33 KHz Channels
Maximum RF input: 5V EMF without
damage
Audio output: 1 Watt or better
Audio response: 400 Hz to 2000 Hz
internal speaker, head phone)
Total Harmonic Distortion: <5% at 90%
modulation, 100 microvolt at 1 KHz
S/N Ratio : >45db, 100 microvolt, 30%,
1KHz
AGC range: <3dB variation in audio o/p
level for modulation 30% - 90%
Sensitivity: 1.0UV for 10dB S/N ratio M=0.3
@ 1 KHz
Spurious emissions: <- 70dbm
If Rejection: >100db
Adjacent channel rejection : > 80db, 25KHz
65db, 8.33KHZ
Software / Hardware Tool:
If applicable, Transceiver Programming
Kit including Laptop computer, software,
Cables, Application CD's/DVD's/USB’s
01
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7. 9.
10.
12.
13.
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Spares (Cost may not be included in the
total bid price): (Optional)
Separate Cost of main Printed Circuit Board
should be reflected in the financial offer
Separate Cost of Front Display PC Board
should be reflected in the financial offer
Separate Cost of hand held Microphone should
be reflected in the financial offer
Separate Cost of any other module/ LRU not
mentioned above should he reflected in the
financial offer
Manuals:
Service / maintenance manual (Original printed
& Soft copies on USB)
Operation/ Ur&V manual ( Original Printed and
Soft Copies on U$B)
Operation/ User manual (Copies)
Acceptance of Equipment:
After delivery of equipment against contract the
same will be accepted after successful
operational testing al CAA Electronics
Engineering Depot (EED)
Warranty:
12 months manufacturer warranty for
equipment from the dale of issuance of CRV.
Wlandatory Requirements:
Non compliance of the following will lead
towards disqualification
Demonstration / performance test to verify
technical compliance as per specifications of
offered model at EED within two weeks after
opening of technical bids.
Bidder must submit this Technical Compliance
Sheet signed/ stamped by OEM
Bidder must submit Valid Authorized agent
certificate from OEM with Technical Bid.
Bidder must submit Certificate from OEM that
the bidder will provide technical support during
warranty period
Bidder must submit List of clients submitted by
OEM showing the use of offered model for
ATC purpose exclusively (at least 5 Clients)
Bidder must submit OEM Certificate for the
availability of spares for 8 years
02
02
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8. CIVIL AVIATION AUTHORITY
LOGISTICS ANS BRANCH
2. INSTRUCTIONS TO BIDDER(S):
2.1.
2.2.
2.3.
2.4.
2.5.
2.6.
2.7.
2.8.
2.9.
The bidder(s) shall bear all cost associated with the preparation and delivery of
their bids, and the Purchaser will in no case be responsible or liable for those
costs.
In case of any doubt as to the meaning of any portion of the Specifications or
other Terms and Conditions, bidder(s) may seek clarification of the same in
writing, but not later than one week prior to deadline for submission of bid(s)
prescribed by the Purchaser.
At any time prior to the deadline for submission of bids, a modification in bidding
document in the form of an addendum can be issued in response to a
clarification requested by a respective bidder(s) or even whenever the Purchaser
considers it beneficial to issue such a clarification and/or amendment to all
bidder(s). The clarification/amendment issued (in general) shall be intimated to
the bidder(s).
Bidder(s) are required to submit their bid(s), which will bear words
“CONFIDENTIAL" and tender # HQCAA/1992/119/XXLN for
(Procurement of VHF (AM) Transceivers (Desktop Type) (09 to 12 Watts) as
per Tender Notice.
The Purchaser will not take any responsibility for collecting the bids from any
Agency.
The Purchaser reserves the right to have the items inspected by its own
representative, or by 3 party at its own cost (if required).
It must be indicated in the offer that the quotation fully conforms to Technical
Specifications and Terms and Conditions of the Tender.
The Purchaser reserves the right to accept or reject any bid or proposal and to
annul the bidding process and reject all the bids at any time prior to acceptance
of a bid or proposal without thereby incurring any liability to the affected bidder(s)
or any obligation there under. However, CAA shall upon request communicate to
any bidder(s) who submitted a bid, the grounds for its rejection, but it is not
required to justify those grounds as per PPR rule 33 (1).
Unsolicited advice/clarifications and personal approaches by the bidder(s) at any
stage of evaluation are strictly prohibited and shall likely lead to disqualification.
The bidder(s) are expected to examine all instructions, forms, terms & conditions
and specifications in the Bidding Documents. Failure to furnish all information
required by the Bidding Documents or submission of a bid not substantially
responsive to Bidding Documents will result in the rejection of the bid(s).
All prospective bidder(s) are advised to read carefully all terms & conditions
mentioned in the Tender Documents prior to filling / submission of their quotation.
2.1.
2.2.
2.3.
2.4.
2.5.
2.6.
2.7.
2.8.
2.9.

9. 3.BID PRICES:
3.1. Firm bid prices shall be quoted in l/T form duly filled-in, stamped and signed by
authorized representative of Bidder(s). Prices must be quoted as per format of l/T
form.
3.2. l/T form, Bidding Form, and Bid Summary Sheets from Annexure - “A” to “D”
must also be duly filled-in, stamped and signed by authorized representative of
bidder(s).
3.3. Prices quoted in Pakistan currency inclusive of GST & all other Govt./Local
taxes and stamp duties or any change therein. Bids offering prices in foreign
currency will be rejected. Conditional bid / bid having any price adjustment
formula is likely to be rejected. Any deviation from the specification & terms of the
bidding document shall be considered as Conditional offer / bid.
3.4. Prices must be inclusive of all charges like handling, loading, transportation, and
un-loading, installation etc. for delivery of items at required delivery location.
3.5. Where there is a discrepancy between amount in figures and word, the amount in
words will prevail
3.6. Where there is a discrepancy between the unit price and the total amount derived
from the multiplication of the unit price and the quantity, the unit price as quoted
will govern.
3.7. Quoted prices will be valid for 180 days from the opening date of the Technical
Bid.
3.8. Technical brochure/literature (in English Language) confirming Size, Brand &
Country of Origin of quoted items/material must be attached with the Technical
Bid.
3.9 Tax/Duty Exemption
The equipment / spares exclusively imported for use at HAP Project Islamabad shall
avail exemption of taxes and duties specified in para V under 5th schedule Part-VI of
custom Act 1969, for which the list of equipment / spares and other relevant documents
are required to be provided by the supplier / contractor for seeking authorization by
Aviation Division (Government of Pakistan) as per National Aviation Policy 2019. After
getting exemption of tax and duties on imported goods / equipments / spare, the effect of
exemption will be transferred to PCAA by reducing the same exempted tax amount from
the invoice price. This shall not be applicable in case of the equipment/goods imported
earlier or available Ex Stock. In this case the bill of entry and other relevant documents
are to be submitted with bill invoice.
3.10 The CAAO for blacklisting of suppliers / contractors is available / uploaded on
http://www.caapakistan.com.pk/ which shall be applicable in all such cases wherein
blacklisting action (temporary and permanent bar) is required to be initiated against the
supplier / contractor as per PPRA Rule 19. Submission of bids by all the prospective
bidders shall be deemed as the acceptance /conformity to the said CAAO.
4. BID SECURITY:
4.1.
4.2.
The bidder(s) shall furnish, as part of his bid, a Bank Draft/Pay order/ Bank
Guarantee (As per Annexure-E), issued by scheduled bank operating in
Pakistan, in favor of Civil Aviation Authority as per amount mentioned in Tender
Notice as Bid security with Financial Bid. Any Bid not accompanied by Bid
security with Financial Bid or Bid security falling short of the amount shall be
rejected without any right of appeal.
Short Bid security or Crossed Cheque as Bid security is not acc
^ptafctfeT
uHQsS

10. 4.3. The Bid security of the most advantageous bidder (s) will be discharged /
returned upon submission of the requisite documents for contract execution
along with performance Bond in shape of Bank Guarantee/Pay Orders/Bank
Draft. Whereas, the Bid security of the other bidders will be retained by CAA until
the finalization of the case in favor of the most advantageous bidder or until the
completion of validity period as per PPR rule 26.
4.4. The Bid security of the non-compliant bidder (s) will be returned.
4.5. The bid security shall be forfeited:
4.5.1 If a contractor submits fake/bogus pay orders/bank guarantees/bank draft as Bid
Security or any other fake/tempered document, not only his bid will be cancelled and the
firm will be debarred/black listed but all his security deposits(performance
guarantees)/bid security etc will be forfeited.
4.5.2 If a bidder withdraws its bid during the period of bid validity.
4.5.3 In case the successful bidder(s) breaches the l/T terms and involved in post
bidding changes, except clarifications, or fails to furnish Performance Bond as per
clause 11.1
4.6. The purchaser reserves the right to check the authenticity of the financial instrument
provided as bid security from the respective financial institution.
5. SEALING AND MARKING OF BIDS:
5.1. The bid shall comprise a single package containing two separate envelopes. Each
envelope shall contain separately the financial proposal and the technical proposal
5.2. Technical Bids will be opened first as per 5.1.
5.3. Bid security as mentioned in Press Tender Notice must be enclosed with Financial Bid in
order to keep the price confidential. However, the bidder will notify an undertaking with
the technical proposal that the bid security is attached with the financial bid (Annexure -
C).
5.4. Bids shall be opened publically in the presence of bidders who wish to attend and prices
shall be announced loud and clear.
5.5. Sealed Financial Bids of technically non responsive bidder(s) will be returned after due
notice of non-responsiveness to the respective bidder(s).
5.6. The bid shall be dropped in the tender box at the office of the under mentioned in a
sealed envelope marked as under:
ADDITIONAL DIRECTOR
LOGISTICS ANS
LOGISTICS CENTER SOUTH
HEADQUARTERS
CIVIL AVIATION AUTHORITY
Tel. 021-99242265, Fax. 021-99242675
5.7The envelope shall also bear the word “CONFIDENTIAL” and following
identifications:-
BID NO: HQCAA/« BID NO. »
FORPROCUREMENT OF «Description»
DON’T OPEN BEFORE (AS PER SCHEDULE MENTIONED IN THE TENDER NOTICE)
TECHNICAL/FINANCIAL BID(s) (INDICATE ONE ON EACI

11. 5.8 If the envelope is not marked, as instructed above, the Purchaser will assume no
responsibility for the misplacement or premature opening of bid(s).
6. DEADLINE FOR SUBMISSION OF BIDS:
6.1. The bids must be dropped in the tender box at the office of Additional Director
Logistics ANS, HQCAA on or before the schedule time as mentioned in Press
Tender Notice and the same will be opened accordingly.
7. LATE BIDS:
7.1. Any bid received by the Purchaser after the prescribed deadline for submission
of bids mentioned in Press Tender Notice will not be accepted.
8. BID OPENING:
8.1. The purchaser will first open the Technical Bid, in the presence of bidder’s
representative(s) who may choose to attend on date, time and location
mentioned in the press tender notice.
8.1.1 In case the due date of bid opening falls on a holiday, the bids shall be
opened on the next working day.
8.2. The bidder(s) names, quoted items, and quoted brands will be announced at the
time of technical bid opening. Whereas, the bid prices will be announced at the
time of financial bid opening.
8.3. The Purchaser will examine the bids to determine whether they are complete, no
computational errors have been made, the required sureties have been
furnished, documents have been properly signed, and the bids are generally in
order.
8.4. Arithmetical errors found (if any) will be corrected as follows:
8.4.1 Where there is a discrepancy between amount in figures and words, the
amount in words will prevail.
8.4.2 Where there is a discrepancy between the unit price and the total amount
derived from the multiplication of the unit price and the quantity, the unit price as
quoted will govern.
9. DETERMINATION OF RESPONSIVENESS:
9.1. All the bids shall necessarily conform to all the Instructions / guidelines provided
vide this document, along with the conformity to general terms and conditions
available at Annexure - F.
9.2. After opening of the bids, the purchaser will determine whether each bid is
substantially responsive to the requirements of the bidding documents.
9.3. For the purpose of this clause, a substantially responsive bid is one, which
conforms to all the terms and conditions of the bidding documents.
9.4 A bid determined to be a non-responsive will be rejected by the evaluator /
committee and shall not subsequently be made responsive by the bidder(s) by
correction of the non-conformity.
9.5 To assist in determining a bid’s responsiveness, the bidder(s) may be asked for a
clarification of his bid. The bidder(s) is not permitted, however, to change bid price
or substance of his bid.

12. 10. AWARD OF CONTRACT:
10.1. The Purchaser will award the contract to the successful bidder(s), whose bid is
responsive and determined to be technically qualified and financially lowest
evaluated and declared as most advantageous in terms of PPRA Rules 2004.
10.2. Sample Contract and its General Terms & Conditions are available at Annexure-
G. However, the contract clauses might vary at the time of execution of the
contract.
11.PERFORMANCE BOND:
11.1. The successful bidder(s) will have to submit a Performance Bond in the shape of
bank guarantee (as per format attached at Annexure-H) / Pay Order / Demand
Draft equal to 10 % of total value of order (including GST), from any schedule
bank in Pakistan along with non-judicial stamp paper as per the Stamp Fees
Rates, The Stamp Act, 1899 for the contracts, applicable in Province of Sindh of
the total contract amount for the execution of the order / contract.
11.2. In case the successful bidder(s) fails to furnish Performance Bond as per Clause
# 11.1, the firm shall be debarred from participation in any future tender of the
purchaser in addition to the action taken against such bidder(s) as per clause
4.5.
11.3. The Purchaser reserves the right to check the authenticity of Performance Bond
from the concerned Bank.
12.PAYMENT:
12.1. Payment shall be made as per payment terms of the contract.
13.DELIVERY SCHEDULE:
13.1. Delivery of required material against this tender is to be completed as per the
delivery period mentioned in the awarded contract / purchase order.
14. INSPECTION AND TEST:
14.1. The Purchaser’s representative(s) shall have the right to inspect and/or test the
goods to confirm their conformity with respect to specifications mentioned in the
contract / Purchase Order.
14.2. Should any inspected or tested goods fail to conform to the specifications, the
purchaser shall reject them and supplier shall replace the rejected goods. All
costs incurred on such replacement shall be entirely born by the supplier.
14.3. Rejected material shall be moved / replaced by the supplier within 07 days from
the receipt of letter/fax issued by the relevant officer.
14.4. Acceptance/rejection of the material by CAA (or 3rd
party) will be final and binding
on both the parties.

13. ANNEXURE - A
BIDDING FORM (TECHNICAL BID)
CIVIL AVIATION AUTHORITY,
LOGISTICS ANS HQCAA,
LOGISTICS CENTER SOUTH
KARACHI.
Gentlemen,
1. Having examined the Bidding Documents including the specifications, the receipt of
which is hereby acknowledged, we the undersigned offer to supply & deliver
« (Procurement of VHF (AM) Transceivers (Desktop Type) (09 to 12 Watts) for ATC
Communication Qty.35» in conformity with drawings, specifications of goods and
conditions of Tender Document.
2. We undertake if our bid is accepted, to commence delivery within days
(Please specify days) from the date of receipt of your firm Purchase Order / Contract.
3. If our bid is accepted, we will provide the Performance Bond equal to 10% as
agreed,of the Purchase Order / Contract amount(including GST), for due performance of
the purchase order.
4. We agree to abide by all the terms & conditions of the tender for the period of
days from the opening of technical proposal & it shall remain binding upon us and may be
accepted at any time before the expiry of that period or any extension thereof agreed by us.
5. Until a formal Purchase Order / contract is executed, this bid, together with your
written acceptance thereof, shall constitute a binding contract between us. We under-stand
that you are not bound to accept the lowest priced or any bid you may receive.
Dated this day of 20
(Signature)
(In the capacity of )
Duly authorized to sign Bid for and on behalf of
(Signature of Witness)
Name: -
CNIC:-

14. ANNEXURE - B
BIDDING FORM (FINANCIAL BID)
CIVIL AVIATION AUTHORITY,
LOGISTICS ANS HQCAA,
LOGISTICS CENTER SOUTH
KARACHI.
Gentlemen ,
1. Having examined the Bidding Documents including the specifications, l/T terms
and conditions, the receipt of which is hereby acknowledged, we the undersigned offer to
supply & deliver « (Procurement of VHF (AM) Transceivers (Desktop Type) (09 to 12
Watts) for ATC Communication Qty.35» in conformity with drawings, specifications of
goods and conditions of Tender for the sum of Rs. (Total bid
amount in words) (inclusive of all taxes) or such other sum as may be ascertained in
accordance with the said conditions.
2. Until a formal Purchase Order / contract is executed, this bid, together with your
written acceptance thereof, shall constitute a binding contract between us. We understand
that you are not bound to accept the lowest priced or any bid you may receive.
Dated this day of 20
(Signature)
(In the capacity of)
Duly authorized to sign Bid for and on behalf of
(Signature of Witness)
Name: -
CNIC:-_
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15. BID SUMMARY SHEET
TENDER NO. HQCAA / / /
ANNEXURE - C
Description:
(TO BE ATTACHED WITH TECHNICAL BID)
1. Bidder Name
Address
Phone, mobile& Fax No
E-mail address
2. Manufacturer Name
Country of Origin:
3. Items Quoted:(give serial no. only):
4. Validity of Bid Bond (Expiry Date):
5. Price Validity:
6. Offered Delivery Period:
7. GST Registration No.
8. Bidding Form (Annexure-B Attached with Technical Bid): Yes No
9.Bid security Attached with Financial Bid: Yes No
10.Instrument number of Bid security
11. Any Deviation:
Signature
Name & Designation
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16. ANNEXURE - D
BID SUMMARY SHEET
TENDER NO. HQCAA / / /
Description:
(TO BE ATTACHED WITH FINANCIAL BID)
1. Bidder Name
Address
Phone, mobile& Fax No ___
E-mail address
2. Manufacturer Name
Country of Origin:
3. Items Quoted:(give serial no. only):
4. Price Validity:
5. Total Price: Rs
(Inclusive of all taxes & GST)
6. Offered Delivery Period:
7. GST Registration No.
8. Bidding Form (Annexure-B- attached with financial bid): Yes No
9. Any Deviation:
Signature
Name & Designation
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17. ANNEXURE - E
BANK GUARANTEE AS BID SECURITY
Guarantee # :
Date of Issue :
Date of Expiry :
CIVIL AVIATION AUTHORITY
HEADQUARTERS, TERMINAL - 1
CIVIL AVIATION AUTHORITY,
Karachi.
In consideration of hereinafter called
“THE BIDDER” HAVING SUBMITTED THE ACCOMPANYING Bid and in consideration of
value received from (the bidder above), we hereby agree to undertake as follows:
1. To make unconditional payment of Rs. (Rupees
) up on your written demand without further
recourse, question or reference to the BIDDER or any other person in the specified
Bid after opening of the same for the validity thereof or if no such period be
specified, within 150 days after the said opening or if the Bidder, having been
notified of the acceptance of his bid by the Purchaser during the period of bid
validity:
a) Fails or refuses to execute the Purchase Order / contract in accordance with
the instructions to the Bidders, or
b) Fails or refuses to furnish Performance Bond in accordance with the
instructions to Bidders.
2. To accept written intimation(s) from you as conclusive and sufficient evidence of the
existence of a default or non-compliance as aforesaid on the part of the BIDDER
and to make payment accordingly within 03 (three) days of receipt of the written
intimation.
3. No grant of time or other indulgence to or composition or arrangement with the
Bidder in respect of aforesaid Bid with or without notice to us shall affect this
Guarantee and our liabilities and commitments hereunder.
4. This guarantee shall be binding on us and our successors in interest and shall be
irrevocable.
(BANKER)
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18. ANNEXURE - F
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GENERAL TERMS AND CONDITIONS /
GENERAL INSTRUCTIONS TO BIDDERS
1. Tender will be opened in the public at Log.(ANS) branch, Headquarters, Civil Aviation Authority at/about date and time mentioned in l/T
form.If it is holiday/off day on the date of opening, the tender will be opened on next working day at the same time and place.
2. Procedures for open competitive bidding
Single stage two envelops bidding procedure shall be applicable as per PPRA 2004 Rule No. 36 (b).
The Technical and Commercial proposals should be in separate SEALED envelopes, thereafter, both envelops the (technical and
commercial) be put in one envelop (second cover) duly sealed and signed addressed to Additional Director Logistics (ANS) HQs CAA
mentioning l/T No. date and time of opening. Tender must be dropped in Tender Box placed at Logistics (ANS) Branch, Logistics
centre (south) JIAP Karachi, before 30 minutes offender opening time.
3. Non-receipt of tender or Late submission of the tender shall not likely be entertained.
4. Bid should be typed (legible) written both in figures and words. Over written/erased, mutilated/doubtful quotation and bearing non-
specified delivery period may likely be rejected.
5. The successful bidder to furnish pre-reguisites of contract i.e Non-iudicial stamp papers within 10 days alongwith a
performance Bond @ 10% in shape of Bank Guarantee /Pay order /Demand draft of the total contract value, in favor of CIVIL
AVIATION AUTHORITY KARACHI at the Time of signing of the CONTRACT for the satisfactory execution of contract including the
completion of warranty period. The signatory from the supplier side on contract documents should be the proprietor of sole
proprietorship and authorized director / MD of the companies.
6. CAA reserves the right to inspect the quoted/offered items/equipments before or after the confirmed order through any agency/person
of its choice.
7. Only one bid as per l/T specifications would be acceptable.ALTERNATE bid(s) would not be acceptable.
8. Bidder shall quote firm and final PRICES. The bid prices should be inclusive of GST on equipments, SST on services (where
applicable) & all other applicable federal/provincial taxes, Govt./Local taxes and stamp duties or any change therein. Contract shall be
executed with the technically qualified lowest evaluated bidder on stamp duties (on non-judicial stamp papers) as per the Stamp Fee
Rates, The stamp Act, 1899 for the contracts, applicable in province of sindh, of the total contract value, or any change therein. Price
variation/conditional clause will not be acceptable. Items offered should bear complete details like brand, manufacturer’s name/part
drawing number, detail specifications and COUNTRY OF ORIGIN/COUNTRY OF ASSEMBLING etc.
9. Bid must accompany technical literatures/brochures if any. In case of Equipment, Original equipment Manufacturer Certificate is also
required to be submitted with the bid.
10. Sample,if required with bid, shall be supplied free of charge and without any obligation to the CAA.
11. Conditional bid will not be acceptable and is likely to be REJECTED.
12. A grievance committee has been constituted in CAA to redress the grievances of the bidders in accordance to PPR rule
48.
13. Sanctity of bid will be observed meticulously. Any firm/bidder found persistently violating bid sanctity either by post-bid
correspondence or by revising the terms of bids to the disadvantage of the lowest bidder will be disqualified for the specific bid.
14. TENDER FORM S-103 (Technical) should be submitted along with the Technical bid without prices and TENDER FORM S-103
(Financial) should be submitted along with Financial bid with all columns carefully filled, duly signed and stamped.
15. The firm/bidder may submit their bid in detail separately (if desired) along with l/T Form S-103.
16. THE Procuring Agency may reject all bids or proposals in accordance with PPRA Rules 2004 No. 33.
17. The BID RECEIVED WITHOUT BID SECURITY OR SHORT OF @ 2% of the total bid value WILL BE REJECTED OUTRIGHTLY AND WILL
NOT BE CONSIDERED FOR FURTHER PROCESSING. BID SECURITY ONLY IN SHAPE OF BANK DRAFT/PAY ORDER, BANK
GUARANTEE FROM 1ST CLASS BANK IN PAKISTAN having at least
‘
AA’ rating, IN FAVOUR OF Head Quarters CAA would be acceptable (SUBJECT TO VERIFICATION).
18. The Bid Security should remain Valid till the period of Bid Validity.
19. The Bid Security shall be forfeited:
a). If a bidder breaches the l/T terms, or withdraws its bid during the period of bid validity, and / or involved in post¬
tendering, except clarifications.
b) In case the successful bidder(s) breaches the l/T terms and or fails to furnish Performance Bond as per clause 5
20 The bidder shall provide the Material Safety Data sheet where applicable.
21 The SUCCESSFUL BIDDER shall submit the evidence / proof of Active taxpayer status (ATL) with F.B.R, DUTY and TAXES at the time
of submission of BILLS/INVOICES for payment as per directive of Government of Pakistan.
22. Arithmetical errors found (if any) will be corrected as follows:
a) Where there is a discrepancy between amount in figures and words, the amount in words will prevail.
b) Where there is a discrepancy between the unit price and the total amount derived from the multiplication of the unit price and the
quantity, the unit price as quoted will govern.
23.Kindly ensure that the Bid Security is attached with the financial bid and copy of the same by eliminating the Bid
Security Price to be attached with the technical offer. Failure to comply may lead to rejection of bid.
24 Sample Contract and its General Terms & Conditions are attached.However, the contract clauses might vary at the time of execution
of the contract.
SIGNATUREIRUBBER STAMP OF TENDERER
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19. ANNEXURE - G
CONTRACT BETWEEN CIVIL AVIATION AUTHORITY-PAKISTAN
AND M/S.
CONTRACT NO HOCAA/
PROC OF
THIS CONTRACT is made this the day of two thousand
BETWEEN
The Civil Aviation Authority (CAA) established under the Pakistan Civil Aviation Authority Ordinance 1982,
with its Head Quarters at Tenninal No.l, Jinnah International Airport, Karachi, Pakistan, hereinafter referred to
as the “ Purchaser” (which term shall include its , authorized representatives and successor in interest) of the
First Part;
AND
M/s , a registered company, with its
, hereinafter, referred to as the “ Supplier” (which term
shall include its, authorized representatives and successors-in-interest) through Mr.
(Designation), of the Other Part.
WHEREAS, it has been agreed that the Purchaser shall purchase and Supplier shall sell the items and or
equipment, which shall hereinafter be referred to as “ the Stores”, particulars and details of which including price,
have been given in Annex “ A” to this contract.
The terms and conditions as stipulated in this contract shall constitute the entire agreement between the two
parties and shall supersede any previous undertakings, commitments or representations whether oral or written in
this regard.
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Now, therefore, this contract witnessed as under:-

20. DEFINITIONS
1(a).
1.1 “Consignee” means, Karachi Pakistan.
1.2 “Contract” means the present document signed by Purchaser and Supplier
containing the contract terms and conditions together with the Annexure(s)
thereto.
1.3 “Country of Origin"
means the place where goods were manufactured, produced, received,
or from which the services are supplied.
1.4 “ Contract Price” means the price shown in Annex “ i” to the contract.
1.5. “ Equipment/Stores ” means “ PROC OF
” and all other items to be supplied by the
Supplier in accordance with Annex “i” to the contract
1.6 “ Inspecting Authority” means the Civil
Aviation Authority.
1.7 “ Inspecting Officer"
means
1.8 "Purchaser “ means the Civil Aviation Authority of Pakistan (Headquarters), TerminalNo. I ,
Jinnah International Airport, Karachi-75200, Pakistan.
1.9 “ Supplier “ means M/s.
1(b) PARTICULARS
(a) INDENTOR.
(b) INDENT NO.
(c) CONTRACT NO.
(d) SUPPLIER
(e) CONSIGNEE
(0 HEAD OF ACCOUNT/
ADP SCHEME NO. .
(g) SCHEDULE OF STORES As per attached ANNEXURE “ i” of the contract
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INSPECTING OFFICER
INSPECTING AUTHORITY

21. 2. DELIVERY
2.1 The Supplier shall deliver the Stores, mentioned in Annexure “i”, to the consignee within
from the date of signing of this contract.
2.2 Part Delivery/Part Payment is allowed within the time frame described in para 2.1 of the contract.
3. PERFORMANCE BOND OR SECURITY DEPOSIT
3.1 For due, satisfactory and timely supply of the Equipment or Stores, the Supplier shall furnish to Civil
Aviation Authority a Performance Bond or Security Deposit of 10% (ten percent) of the total value of the
contract at the time of signing of this contract. The Supplier shall keep the Performance Bond or Security
Deposit valid till satisfactory completion of the contract, including the completion of warranty period.This
Performance Bond or Security Deposit shall be in shape of:-
(a) Demand Draft or Pay Order in the name of Civil Aviation Authority, Karachi from any scheduled bank
of Pakistan.
OR
(b) Bank Guarantee from a bank acceptable to CAA on approved format attached as Annex “ B”.
3.2 The Supplier shall have no claim against the Purchaser in respect of interest on
Security Deposit or depreciation of currency, what so ever.
3.3 On satisfactory performance of the contract and completion of warranty period, as applicable the Security
Deposit or Performance Bond will be returned to the Supplier.
3.4 In case of unsatisfactory performance of the Supplier or in the event of any breach of terms, given in the
contract till completion of warranty period, the Purchaser may forfeit the Security Deposit or en-cash the
Performance Bond in all or in part as deemed fit and proper by the Purchaser.
3.5 The bid security shall be forfeited:
If a contractor submits fake/bogus pay orders/bank guarantees/bank draft as Bid Security or any
other fake/tempered document, not only his bid will be cancelled and the firm will be debarred /
black listed but all his security deposits (performance guarantees)/bid security etc will be
forfeited.
4. TERMS OF PAYMENT
4.1 The Supplier shall submit pre-receipted bill in triplicate alongwith Sales Tax Invoice to Add. Director
Logistics ANS, HQ CAA JIAP, Karachi, alongwith the following documents:-
4.1.1 Certified Receipt Voucher (CRV) issued by the Consignee.
4.1.2 A copy of Professional Tax Certificate issued by the Excise and Taxation Office
4.1.3 A copy of National Tax Certificate issued by the Income Tax Department
4.1.4 Installation and commissioning certificate issued by the purchaser.(where applicable)
4.2 Payments of the stores shall be made within 30 days upon issue of receipt voucher indicating receipt of the
store by the purchaser without any discrepancy / defect and submission of bill with complete documents.
4.3 The Supplier shall ensure due payments of all the duties and taxes including that of Federal
Government or the Provincial Government and submit an undertaking that all government taxes
for the supply of goods (and allied services if any ) have already been paid or submit proof of
such payments at the time of submission of bills for payment.
5. PRICE(S)
The prices mentioned in Annex “ A” to the contract, are firm and final.
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22. 6. WARRANTY
The Supplier shall warranty the Stores for a period of from the date of receipt in the
Consignee’s Warehouse or from the date of installation and commissioning of Equipment, whichever is
applicable, against any design or manufacturing defect, bad workmanship or faulty material. In case of
any defect, fitment problem or discrepancy of any nature whatsoever, the Supplier shall replace defective
Equipment and/ or Store free of cost. In case supplier fails to replace the defective Store and or
Equipment within 45 days of intimation by the Purchaser, the Supplier shall refund the cost of the Stores
in currency in which received within 15 days, after the above mentioned 45 days, otherwise the Purchaser
shall have the right to take action under clause 9 of the contract and/ or forfeit the Performance Bond or
Security deposit.
7 .Tax/Dutv Exemption
The equipment / spares exclusively imported for use at IIAP Project Islamabad shall avail exemption of
taxes and duties specified in para V under 5th schedule Part-VI of custom Act 1969, for which the list of
equipment / spares and other relevant documents are required to be provided by the supplier /
contractor for seeking authorization by Aviation Division (Government of Pakistan) as per National
Aviation Policy 2019. After getting exemption of tax and duties on imported goods / equipments /
spare, the effect of exemption will be transferred to PCAA by reducing the same exempted tax mount
from the invoice price. This shall not be applicable in case of the equipment/goods imported earlier or
available Ex Stock. In this case the bill of entry and other relevant documents are to be submitted with
bill invoice.
8. QUALITY OF STORES
The Supplier shall ensure that the Stores being supplied against this contract are new, unused and
conform to the specifications, description given in the Annex “i” and shall be replaced free of cost if
found defective on Acceptance Test by the Inspecting Officer, as per clause 10 hereof.
9. FAILURE AND TERMINATION
Should the Supplier fail to deliver the Stores/Equipment or any part thereof to the Consignee within the
prescribed period or within such extended period as may be agreed in writing by both the parties, the
Purchaser shall on expiry of days grace period be entitled to take either of the following actions:-
9.1 To cancel the contract and/ or forfeit the Security Deposit as per clause 3.4 of this contract after
giving seven days written notice to the Supplier and/ or initiate case for suspension or
debarment or blacklisting as per CAAO “ No.CAAO-003-ESCW” for BLACKLISTING OF
CONTRACTORS & SUPPLIERS available on CAA website.
OR
9.2 To cancel the contract and or purchase from elsewhere the defective or the un-supplied Stores at
the risk and expense of the Supplier, after giving him seven days written notice. The Supplier
shall be liable for any loss, which the Purchaser may sustain on this account, but shall not be
entitled to any gain on repurchase.
10. LIQUIDATED DAMAGES
The Purchaser shall have the right to impose liquidated damages at the rate of two percent (2%) per
month of the value of the un-supplied Stores or any part thereof for the period exceeding the delivery
period, subject to the provision that the total amount thus levied shall not exceed ten percent (10%1 of
total Contract value of the un-supplied Stores.
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23. 11.INSPECTION
11.1 An inspection of the Stores be arranged at Consignee’s premises (or at the Supplier premises) by
Inspecting Officer or his representative to check the quality of the Stores, and the Inspecting
Officer will sign or issue the acceptance or rejection certificate.
11.2 Rejected Stores, if left uncollected at the Purchaser i.e., Civil Aviation Authority's premises, shall
be at the Supplier’s risk and expense. Damaged Stores shall not be accepted. The Supplier shall
remove the rejected or damaged Stores within 7 days at his expense.
12. PACKING
The stores shall duly and appropriately packed in original manufacturer packing. No loose store shall be
accepted at the time of delivery.
13. SETTLEMENT OF DISPUTES
In case of any difference or dispute arising between the Purchaser and the Supplier in respect of the
interpretation, conduct or performance of any terms & conditions of this contract, the same shall be
referred to DG CAA for decision, which shall be final and binding upon both the parties to this contract
14.FORCE MAJEURE
If delivery is hindered or delayed by any cause beyond the control of supplier such as strikes, lock outs,
war, fire, and acts of God etc. reasonable extension may be granted to the supplier upon his written
request giving detailed reasons with proof thereof.
15.CORRESPONDENCE
All correspondence pertaining to this contract shall be addressed to the Add. Director Logistics ANS,
HQCAA, JIAP Karachi, for the Purchaser and to the M/s. for the Supplier.
16. AMENDMENTS
The contract may be amended or modified with the mutual consent and/or agreement in writing by both
the parties to the contract.
17. HSE MANUAL
CAA HSE Manual shall be duly complied / abide by the supplier.
18. INDEMNITY
The supplier shall indemnify the purchaser against all third party claims, including claims of
infringement of patent.
19. LAW GOVERNING
The laws of Pakistan shall govern this contract.
IN WITNESS WHEREOF THE PARTIES HAVE SIGNED THIS AGREEMENT AT KARACHI ON
THE DATE MENTIONED ABOVE.
for and on behalf of the Supplier for and on behalf of the Purchaser
(M/s. ) ( )
WITNESS
1. 2.
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24. ANNEXURE - H
BANK GUARANTEE AS PERFORMANCE BOND
Guarantee # .
Date of issue
Date of expiry:-.
A m o u n t .
CIVIL AVIATION AUTHORITY
TERMINAL No. 1
Karachi.
THIS BOND dated has been executed by M/S
(Hereinafter referred to as the “ Surety” ) having its registered office at in favour of the Civil
Aviation Authority, Terminal No.l J.I.A.P, Karachi Pakistan (hereinafter referred to as the “ Authority” ) under
the circumstances , terms and conditions set -forth herein below:
WHEREAS the Authority and the supplier, namely M/s. -
have entered into as contract dated for the supply of the stores, hereinafter referred to as the “ Contract”
in conformity with the tenns and conditions thereof.
NOW THIS BOND WITNESSES AS UNDER:
1. That we M/s. - - (The Surety)
hereby guarantee that the supplier shall fulfill all the obligations under the Contract and if he fails or
commits default in fulfillment of any of the obligations under the said Contract, we shall be liable
unconditionally to the Authority for the payment of the amount in respect of which they have so failed
not exceeding Rs. Being 10% of the contract price.
2. That for the payment of the amount to the authority, the supplier and the Surety binds themselves, their
heirs successors and legal representative, jointly and severally by these presents.
3. NOW THE CONDITION OF THIS BOND is that if the supplier shall duly perform and observe all the
terms, provisions, conditions and stipulations of the said Contract on the supplier’s part to be performed
and observed accordingly, to the true purpose, intent and meaning hereof as detennined by the authority
who shall be the sole judge in the matter , or if on default by the Supplier for which the Authority shall be
sole judge, the Surety shall satisfy and discharge the damages sustained by the Authority thereby as
certified and demanded by the authority, without calling into question such demand on any ground
whatsoever and without reference to the supplier, upto the amount of the above written Bond then this
obligation shall be null and void but otherwise shall be and remain in full force and effect but no
alteration in terms of the said Contract made by agreement, between the Authority and the supplier or in
the extend or nature of the supply under the contract and no allowance of time by the Authority under the
said contract nor any forbearance or forgiveness in or in respect of any matter or thing concerning the
said Contract on the part of the Authority, shall in any way release the Surety from any liability under
this Bond.
4. WE AGREE that this Bond shall be irrevocable and the guarantee hereby given shall be continuing
guarantee and that a certificate signed by the Authority, stating that the Bond has become due, will be
sufficient proof of its forfeiture and we shall pay to the Authority the amount so demanded forthwith
unconditionally, without any further proof of any kind whatsoever.
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25. SIGNATURE,SEALED AND DELIVERED BY THE
Name of surety
(Address of Surety)
And
Contractor .
Registered Office address of the Contractor
SIGNATURE NAME
In the presence
SEAL WITH SIGNATURE
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26. ANNEXURE -I
DECLARATION OF FEES.COMMISSIONS AND BROKERAGE ETC. PAYABLE
BY THE SUPPLIERS OF GOODS, SERVICES & WORKS
M/s. Islamabad hereby declares its intention not to obtain or induce
the procurement of any contract, right, interest, privilege or other obligation or benefit from
Government of Pakistan or any administrative subdivision or agency thereof or any other entity
owned or controlled by it (GoP) through any corrupt business practice.
Without limiting the generality of the foregoing, M/s.
represents and warrants that it has fully declared the brokerage, commission, fees etc. paid or
payable to anyone and not given or agreed to give and shall not give or agree to give to anyone
within or outside Pakistan either directly or indirectly through any natural or juridical person,
including its affiliate, agent, associate, broker, consultant, director, promoter, shareholder, sponsor or
subsidiary, any commission, gratification, bribe, finder’s fee or kickback,whether described as
consultation fee or otherwise, with the object of obtaining or including the procurement of a
contract, right, interest, privilege or other obligation or benefit in whatsoever form from GoP, except
that which has been expressly declared pursuant hereto.
M/s. certifies that it has made and will make full disclosure of
all agreements, and arrangements and with all persons in respect of or related to the transaction with
GoP and has not taken any action or will not take any action to circumvent the above declaration,
representation or warranty.
M/s. accepts full responsibility and strict liability for making
any false declaration, not making full disclosure, misrepresenting facts or taking any action likely to
defeat the puipose of this declaration, representation and warranty. It agrees that any contract, right,
interest, privilege or other obligation or benefit obtained or procured as aforesaid shall, without
prejudice to any other right and remedies available to GoP under any law, contract or other
instrument, be voidable at the option of GoP.
Notwithstanding any rights and remedies exercised by GoP in this regard, M/s.
agrees to indemnify GoP for any loss or damage incurred by it
on account of its corrupt, business practices and further pay compensation to GoP in an amount
equivalent to ten time the sum of any commission, gratification, bribe, finder’s fee or kickback given
by M/s. as aforesaid for the purpose of obtaining or inducing
the procurement of any contract, right, interest, privilege or other obligation or benefit in whatsoever
form from GoP.
for and on behalf of the Supplier for and on behalf of the Purchaser
(M/s. (M/s.- )
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