This document provides a standard bidding document template for the procurement of goods up to Nu. 0.25 million through national competitive bidding in Bhutan. It includes sections for the request for quotation, invitation for quotation, schedule of items and priced quotation bid form, technical specifications, required documents for submission, terms and conditions, purchase order, contract agreement, and performance security. The template is to be used in conjunction with procurement rules and regulations and provides guidance for the procurement process and contents required for bidding.

1. STANDARD BIDDING DOCUMENT
Procurement of Goods
(For value up to Nu.0.25 million)
Presentation by:

2. Use of Standard Bidding Document (SBD)
 To be used for Procurement of Goods through
National Competitive Bidding in projects that are
financed in whole or in part by the Royal
Government of Bhutan (RGoB)
 It should be used in conjunction with the PRR
 The instructions in italics and foot notes provided
are for guidance and are not part of the document
and it should be removed.

3. Contents of the Document
 Request for Quotation for Supply of Goods
 Invitation for Quotation (IFQ)
 Schedule of Items and Priced Quotation (bid form)
 Technical Specification of the Goods Required
 Documents required to be submitted as part of the Quotation
 Terms and Conditions for the Supply of Goods and Payment.

4. Contents of the Document Contd.
 Purchase order for the supply of goods
 Contract Agreement
 Performance Security
 Bank Guarantee for Advance Payment

5. Request for Quotation for Supply of Goods
 Purchaser to describe here the nature of the Goods
and Contract Package Numbers as per the
Procurement Plan

6. Invitation for Quotation (IFQ)
 Invite the bidders to supply of goods
 Option about lot or item base quote
 Original, No. of copies, address and place to be
submitted
 Date and time of submission of bid
 Bid security in the form of cash warrant, demand
draft or unconditional Bank Guarantee and its
validity

7. Invitation for Quotation (IFQ) Contd.
 Submission by Fax and electronic means
(acceptable or not)
 The quotation should comprise Price, evaluation of
quotation, award of purchase order and validity of
the offer. The these Terms and Conditions of
Supply is an integral part of the Contract.
 Further information can be obtained from PA.

8. Invitation for Quotation (IFQ) Contd.
 Name of the PA and budget allocation
 Depending on requirement increase or decrease
quantity by 15%
 Opening of quotation(s) in the presence of bidders or
their representatives who choose to attend at the
specified venue and time
 PA is not bound to accept the lowest bid and reserves
the right to accept or reject any or all the bids without
assigning any reason whatsoever.

9. Invitation for Quotation (IFQ) Contd.
 The lowest evaluated bidder will be notified of the award of contract prior
to expiration of the validity period. The terms of the accepted offer shall
be incorporated in the supply order
 warranty/guarantee shall be applicable to the supplied goods.
 (10%) of the Contract Price shall be paid within (30) days of signing of
the Contract upon submission of a claim and an advance payment
guarantee for the equivalent amount valid until the Goods are delivered

10. Invitation for Quotation (IFQ) Contd.
 (90%) of the Contract Price shall be paid within
(30) days after the acceptance certificate is issued.
The ten (10) percent performance security shall be
retained as security deposit and paid at the end of
the warranty period or after six (6) months
whichever is later after adjustment of dues if any.

11. Schedule of Items and Priced Quotation (bid form)
Sl.
No
.
Ite
m
Description
&
Details (minimum specifications of
goods to be supplied)
Unit Qty Unit
Rate
(Nu)
Total
Amoun
t (Nu)
Sub-Total for supply of Goods
Total Amount for Supply of Goods to Purchaser
(including all types of cost)
Goods to be supplied to [Destination of Goods]

12. Schedule of Items and Priced Quotation
(bid form)
Total Amount
in
Nu. (in words)
[insert the Total Amount for Supply of Goods
including all related costs].
Delivery period Number of days from the date of issue of the Purchase Order by
the Purchaser
Warranty
Provided
Months from date of supply or commissioning of the Goods.
Signature of Supplier Supplier’s Official Stamp
Name of Supplier
Date

13. Technical Specification of the Goods Required
Sl.
No.
Ite
m
Specification
1
2
3
Signature of supplier Suppliers Stamp
Name of Supplier
Date

14. Documents required to be submitted as part of the Quotation
The original and copy(ies) of quotation submitted by the supplier
shall comprise the following:
A duly completed and signed priced quotation as per the Schedule
of Items and the Priced Quotation.
A valid Trade License;
A valid Tax Clearance Certificate;
The required bid security
Technical Specification of the Goods to be supplied; and
Any other requirements specified in this document
The non submission of historical (b & c) documents should not
become rejection criteria and should be given one chance to the
bidder(s) to submit.

15. Terms and Conditions for the Supply of Goods and Payment
 performance security of 10% of the quoted price shall be furnished
upon signing the contract valid till the end of warranty period
 supply shall be completed within [state number] days from the date
of issue of the Purchase Order, or the signing of the contract (if
applicable)
 Payment shall be arranged within (30) days upon submission of
original Invoice and TPN number, against the actual supplied
quantities of goods as listed in the Purchase Order.

16. Terms and Conditions for the Supply of Goods and Payment contd.
 The quoted price shall include all taxes, duties, insurance and any
other costs involved and nothing extra shall be paid.
 Any goods found defective during the warranty period shall be
replaced/repaired by the supplier at his cost. If the supplier fails to
rectify and or replace the defective goods, the purchaser shall do it at
the cost of the supplier.
 The supplier shall pay liquidated damages at the rate of 0.1% per day
for each day of delay to a maximum of 10% of the quoted price.

17. Terms and Conditions for the Supply of Goods and Payment contd.
The Purchaser may, by written notice, terminate the Purchase Order (or Contract if applicable) in whole
or in part at any time for its convenience:
 if the Supplier fails to perform any other Terms and conditions specified with the Purchase Order, or
exceeds the maximum amount of liquidated damages.
 if the Supplier fails to perform any other obligation(s) under the Purchase Order, or
 if the Supplier does not take any remedial action within a period of (7) seven calendar days after receipt
of a notice of default from the Purchaser specifying the nature of the default(s), or
 if the Supplier, in the judgment of the Purchaser, has engaged in any corrupt or fraudulent practices in
competing for or in executing the tasks under this Purchase Order; and

18. Terms and Conditions for the Supply of Goods and Payment contd.
The Supplier shall provide the warranty for the goods to be supplied and confirm that if any faults are detected within the warranty
period in the supplied/installed goods, the Supplier shall be bound to rectify the fault or replace the goods as the case may be. The
security deposit shall be used to cover the cost of supplies not delivered or defective items not replaced or rectified.
 The purchaser may procure any of the items from the open market in case the supplier fails to supply the goods within the stipulated
time and realise the difference amount between the quoted price & market price from the security deposit.

19. PURCHASE ORDER FOR THE SUPPLY OF GOODS
Purchase Order No: Purchase order date:
From: Name and address of PA
[Contact person,
Telephone Number
Fax Number
e-mail address]
To: Name and address of supplier
[Contact person,
Telephone Number
Fax Number
e-mail address]
Delivery date:
Order Value (Nu.)
Delivery terms:

20. PURCHASE ORDER FOR THE SUPPLY OF GOODS
 The [ PA] has accepted your bid dated [] for the
supply of Goods as listed below and request you to
supply the goods within the delivery date as per T
& C. a copy of signed quotation is attached.
Item
No.
Descripti
on
Supplier
Ref
Unit
Price
Qty Total
Price

21. PURCHASE ORDER FOR THE SUPPLY OF GOODS
 In acceptance of this P O you are requested to sign
below &Contract shall become legally binding upon
both parties. You are also requested to confirm that
you will be supplying the goods within the Delivery
date mentioned above.
PA: Signature Supplier: Signature
Name Name
Designation Designation
Date Date

22. Contract Agreement
The following documents shall constitute the Contract between the
Purchaser and the Supplier, and each shall be read and construed as an
integral part of the Contract, viz.:
(a)This Contract Agreement;
(b)Terms and Conditions;
(c)Technical Requirements (including Schedule of Supply and Technical
Specifications);
(e)The Supplier’s Bid and original Price Schedules;
(f) The Purchaser’s Notification of Award of Contract;
(g)The form of Performance Security;
(h)The form of Bank Guarantee for Advance Payment;
(i) [insert here any other document(s) forming part of the Contract]

23. Performance Security and Advance Payment
 Bank undertaking
 Extension of validity upon written request by PA

24. Question and Answer