INSTRUCTION TO BIDDER

NOTE

This is mandatory for the bidders to follow bid submission procedure as to submit online
proposal using single stage two envelope bidding through our e-Procurement Portal
System (Tejari) on or before closing date & time as advertised on national daily
newspapers and PPL/PPRA websites.

In addition to above bidders are also required to submit printed hard copies of Technical
and Financial bids in separate sealed envelopes either by hand or through courier on given
address.

Please note that in addition to other mandatory requirement(s) if and wherever mentioned
in this ITB, if bidder fails to comply specifically above mandatory requirement then their
offer will not be entertained for public opening.

i. Bid shall be valid for 120 days from date of opening of bids.

ii. A Bid Bond / Pay order shall be submitted for 2% of total bid value along with the financial
bid, however un-priced copy to be attached with the technical bid.

iii. Successful bidder shall submit a Performance Guarantee for 10% of total value of contract
in the form of Bank Guarantee from PPL’s list of approved banks and as per the format
attached with this ITB.

iv. Incomplete information in the bid may lead to non-compliant & rejection of bid

v. In case of public / government holidays / optional holidays falling on the tender due date,
the tender shall be opened on the next working day at the same time as mentioned above.
INSTRUCTION TO BIDDER FOR ONLINE SUBMISSION OF QUOTATION ON PPL’S E-
PROCUREMENT PORTAL SYSTEM

It is mandatory for the bidders to submit online bids through PPL e-Procurement portal.

 Hard copies are also required to be submitted.

 Necessary assistance for online bid submission will be available at the following offices
at least one working day before the final submission date

1. PPL eProcurement (Tejari), PIDC house Karachi, 9am to 4pm, Telephone # 021-
111-568-568 EXT; 2584, Cell #0302-8580452; 0300-858 1303
2. PPL eProcurement (Tejari), I.I Chundrigar Road, Karachi, 9am to 6pm, Telephone
#021-32271841, Cell # 0345-8500548
3. PPL eProcurement (Tejari), Murree Road, Rawalpindi, 9am to 6pm, Telephone
#051-4573238-41, Cell #0300-8582161
4. PPL eProcurement (Tejari), PC Hotel, Lahore, 9am to 6pm, Telephone #042-
36311848, Cell #0300-8449573

 Sealed copies of Bid Bond, Bank Guarantee, PG, PO, Affidavits to be attached as part
of the Commercial Bid. However, original (hardcopies) of these documents are
required to be submitted to PPL Head office before the closing date & time.

 Disclaimer: PPL shall not have or accept any liability, obligation or responsibility in the
event that a bid is rejected for failure on the part of the bidder to submit an online bid
through our PPL e-Procurement portal, as stated above. Precedence will be given to
the online bids submitted through the eProcurement portal.
INSTRUCTION TO BIDDER FOR SUBMISSION OF QUOTATIONS IN SEPARATE SEALED
ENVELOPES (TECHNICAL + FINANCIAL)

It is mandatory for the bidders to submit online bids (Technical + Commercial) through PPL e-
Procurement portal.

In order to quote, bidders must submit a comprehensive proposal / quotation in strict compliance
with the terms and conditions set forth in this invitation to bid (ITB). Bidders to ensure that all
details mentioned in this ITB have been addressed in their proposal / quotation, otherwise their
bid will be processed / evaluated on the basis of available information only.

Bidders should also submit the proposal/quotation in Two sealed envelopes as under:

1. FIRST ENVELOPE MARKED TECHNICAL BID

It should contain following documents:

i. Covering Letter clearly stating validity of bid and attached annexure.

ii. Technical proposal/ quotation as per supply of materials/ Scope of work
iii. Un-priced copy of financial proposal.

Note: Technical Bid in single (one) sealed envelope.

Failure to agree upon Terms and Conditions during the Technical Evaluation Stage may result in
bidder’s disqualification.

Bidders should have their official stamp and signature of authorized person on all the pages of
their bid. Bidders shall provide all information requested as per Scope of Work. Failure to provide
all the required information within the time specified and as detailed herein may preclude further
consideration of bidder for technical qualification.

Bidders are requested to structure and organize the information in the similar manner as
mentioned in Scope of Work of this ITB to facilitate fair evaluation based on “like for like”
functionality. Moreover, bidders to also submit copy of their un-priced commercial bid structured
and organized as per Scope of Work of this tender.

Technical bids shall be publicly opened in presence of the bidders as per schedule advised in
Company’s tender notification. Bidders complying with terms and conditions of this tender
document and meeting technical requirement shall be declared technically responsive. Bidders
shall be notified about their technical standing after conclusion of technical evaluation and only
technically qualified bidder(s) shall be advised schedule for public opening of Financial /
Commercial bids.

Bidders have the right to request for the technical clarification provided that any request is
received 7 days before the bid closing date.

2. SECOND ENVELOPE MARKED COMMERCIAL BID

It should contain Financial proposal / quotation / bid as per PPL’s required supply of Materials/
Scope of Work. Financial quote should cover all costs / rates applicable for the supply of material
/ services based on scope of work and terms and conditions of this tender document.

Note: Financial Bid in single (one) sealed envelope as per PPL’s requirement.

Bidders are requested to structure and organize the information in the similar manner as
mentioned in this tender document to facilitate fair evaluation based on “like for like” functionality.
Financial bids of only technically responsive bidders based on evaluation criteria / compliance to
ITB shall be publicly opened in presence of the bidders, who may wish to attend.

With regard to taxes, please note that Withholding Tax would be applicable on the Contractor’s
invoices. Withholding Tax would not be applicable on reimbursable, provided that the Contractor
supplies necessary documentation of such reimbursable cost.

All envelopes should be sent in the form of a package to following address:

GENERAL MANAGER PROCUREMENT

Attn: Mr. Shuja Haider / Mr. Muhammad Arif
Procurement Department
4TH Floor, PIDC House, Dr. Ziauddin Ahmed Road
Karachi, Tel. No. +92 21-111-568-568 Ext. 2512, 2528
Fax No. 021-35683467
Email: sh_haider@ppl.com.pk / m_arif@ppl.com.pk

Bid must be submitted/ forwarded so as to reach at the address provided above not later
than 1500 hrs. (PST) on bid Closing date. Bids will be publically opened at 1530 hrs on the
same day.

Bids must be received at the address provided above no later than published Bid Closing
Date & Time. If the bid / tender is sent by courier or mail, Bidder shall allow reasonable time (at
least 24 Working Hours) for the tender to reach the concerned official. Technical bids shall be
publicly opened as per published Bid Opening schedule.

Company does not encourage advance payments and advance payments are made only against
advance payment guarantee from PPL’s approved bank.

In case of award of contract, contract will be executed as per terms and conditions of this tender
document for which the Contractor has to provide Revenue Stamps for the contract value @ Rs.
35 paisas per Rs.100/- of the value of the Contract (Levied under Article 22-A of Schedule to the
Stamp Act. 1899).

Bidder must warrant that it has investigated and is familiar with Pakistan’s rules, regulations and
laws affecting all aspects of the performance of the above reference Services.

The Company reserves the right to accept or reject any and all bid proposal(s), increase or
decrease volume of work, to enter simultaneously or otherwise into negotiations with any bidder
or bidders or any other party concerning the work, to solicit the submission of additional bid
proposals, or to take any other action which the Company at its sole discretion deems necessary
or convenient, all without further notice.

This invitation to bid request shall not create any duty, obligation, responsibility or liability of any
kind or character upon the Company or its co-ventures or the Government of the Islamic Republic
of Pakistan.
LIST OF PPL APPROVED BANKS

Bank Guarantees i.e. Bid Bond, Performance Guarantee and Advance Payment
Guarantee issued only by following banks, as per the format included in this ITB, shall be
accepted.

1. National Bank of Pakistan

2. Sindh Bank Limited
3. The Bank of Khyber
4. The Bank of Punjab
5. Allied Bank Limited
6. Askari bank Limited
7. Bank Alfalah Limited
8. Bank Al-Habib Limited
9. Faysal Bank Limited
10. Habib Bank Limited
11. Habib Metropolitan Bank Limited
12. JS Bank Limited
13. MCB Bank Limited
14. NIB Bank Limited
15. Samba Bank Limited
16. Soneri Bank Limited
17. Standard Chartered Bank (Pakistan) Limited
18. United Bank Limited
19. Citibank N.A
20. Industrial and Commercial Bank of China
21. Albarka Bank (Pakistan) Limited
22. BankIslami Pakistan Limited
23. Dubai Islamic Bank Pakistan Limited
24. Meezan Bank Limited
25. MCB Islamic Bank Limited
Disclosure Clause

________________________[the Seller/Supplier] 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 tile generality of the foregoing, [the Seller /Supplier] 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 inducing 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.

[The Seller/Supplier] certifies that it has made and will make full disclosure of all
agreements and arrangements 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.

[The Seller/Supplier] 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 purpose 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 rights and remedies available to GoP under
any law, contract or other instrument, be voidable al the option of GoP.

Notwithstanding any rights and remedies exercised by GoP in this regard, [the
Seller/Supplier] 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 all amount
equivalent to ten times the sum of any commission, gratification, bribe, finder's fee or
kickback given by [the Seller/Supplier] as aforesaid for [the purpose of obtaining or
including the procurement of any contract, right, interest, privilege or other obligation or
benefit in whatsoever form from GoP.

Note
The supplier is required to submit this certificate on their letterhead signed by a competent
authority with official seal for total order value Rs.10,000,000/- and above (FOR)
US$150,000 or equivalent and above (C&F).
 (Appendix A)
FORMAT FOR BID BOND
BANK GUARANTEE NO.____________
DATED: _________________________
AMOUNT: _______________________
EXPIRY: ________________________
Pakistan Petroleum Limited
P.I.D.C. House, Karachi.
BEING 2% BID BOND
AS PER TENDER NO. _____________
FOR ____________

WHEREAS _________________________________________________ (hereinafter

called “the Contractor”) has submitted to PAKISTAN PETROLEUM LIMITED (hereinafter
called “the Company”) a bid dated _____________________ day of
_________________________ year _____, for the execution of the above work.
AND WHEREAS it is provided by this bid that the Contractor shall furnish the Company
with security by way of an unqualified bond or guarantee for the due fulfilment of certain
matters relating to this Bid.
AND WHEREAS _________________________ have at the request of the Contractor
agreed to give such security.
NOW THEREFORE WE ________________________________________ of
_______________________________________________________________________
undertake, subject to the following terms, to pay to the Company on its demand such sums
as may be claimed by it in writing upto a maximum of 2% of the bid amount as recorded on
the Form of Bid.
1. The Company may claim payment hereunder if either:
1.1 Before the date stipulated in the Form of Bid for the validity of the Bid or any
extension to this date agreed between the Company and the Contractor, the Contractor
attempts to withdraw, modify, or amend his bid without the approval of the Company or
1.2 The Company has agreed with the Contractor that a Contract will be executed, but
the Contractor fails to execute the formal Contract Document when requested to do so by
the Company or
1.3 At the time of entering into a Contract with the Company to undertake and complete
the work, the Contractor fails to provide the Bonds and Guarantees required by such
Contract.
2. Payment shall be made hereunder on the Company’s first demand in writing to us
stating that one or more of the above events has occurred without any further condition or
substantiation and without the necessity of any proceedings whatever, whether judicial or
otherwise being instituted by the Company.

3. The Bond shall remain in full force and effect until the date when the Contractor
shall have executed the formal Contract Document and provided the necessary Bonds and
Guarantees thereunder or upon the written rejection by the Company of the Contractor’s
Bid, whichever is earlier, at which time the Bond shall automatically expire and be of no
further effect.

IN WITNESS WHEREOF this Bond has been duly signed and sealed on the __________
day _________________________ year ______.
For and on behalf of
________________
__________ Branch
Officer Manager

Witnesses:
1. _______________
2. _______________
 (Appendix B)
FORMAT FOR PERFORMANCE GUARANTEE

BANK GUARANTEE NO.______________

DATED: ___________________________
AMOUNT: _________________________
EXPIRY: __________________________
Pakistan Petroleum Limited
P.O Box 3942, PIDC House,
Dr. Ziauddin Ahmed Road,
KARACHI-4

Dear Sir,

PERFORMANCE GUARANTEE

DESCRIPTION OF W ORK
________________________________________

W hereas, we understand that you have placed a W ork Contract

No._____________ dated __________________ with
_____________________________ (The Contractor) f or the above
mentioned work and that in accordance with the terms of the contract, the
Contractor is re quired to f urnish a Bank Guarantee in respect of it’s
obligations under the said contract f or an amount equal to 10% of the
contract value viz (* ).
No w, theref ore, in consideration of the above, we, (Nam e and address of
Bank) hereby G UARANTEE irre vocable and unconditionally the due
payment to you upon demand of such sum or sums not exceeding
(* ) in the event that the contractor f ails to perf orm or f ulf ill
any of the terms and conditions of the contract at the time or during the
period specif ied theref ore in the contract, provided that any demand
hereunder is received in writing at t his off ice within the validit y of this
guarantee accompanied by your written declaratio n to us that the
contractor has f ailed to comply with the terms of the contract, and such
declaration shall b e accepted by us as conclusive proo f that the amount
claimed is due to you, and we shall f orth with pay you the amount claimed.
Our liabilit y under this guarantee shall not be aff ected by any dispute or
diff erence between you and the contractor or by an y f orbearance or
indulgence granted by you to the contractor or b y any ot her securit y held
by you f rom the contractor relatin g to the above mentioned contract or any
variation in the contract or any other matter or thing which might otherwise
affect our liabilit y hereunder.
This Guarantee will remain valid until ........................................... and
any claims hereunder must be received b y that date, af ter which t his
guarantee will be come null & void, and must be returned to us f or
cancellation.
This guarantee shall be construed in a ccordance with the la ws of Pakistan.

Yours faithfully,

For and on behalf of

(Name of Bank)

______________ Branch

___________________

Authorized Signature
* Currency in which Contract is placed

_________ _________

Officer Manager
Witnesses:
1. _______________
2. _______________
 (Appendix C)
FORMAT FOR ADVANCE PAYMENT GUARANTEE

BANK GUARANTEE NO.______________

DATED: ___________________________

AMOUNT: _________________________

EXPIRY: __________________________

M/s Pakistan Petroleum Limited

P.O Box 3942,
PIDC House,
Dr. Ziauddin Ahmed Road
KARACHI-4,
PAKISTAN

Dear Sir,

ADV ANCE P AYME NT GU AR ANTEE

W HEREAS, we understand that you have placed a W ork Contract

No.___________ dated ____________________ with M/ s
____________________ ________________ (THE CONTRACTOR) f or the
execution of works described therein and that in accordance with the terms
of the said Contract, the sum of Rs ___________ Being % of the total
value is payable in advance to the Contractor against an irre vocable Bank
Guarantee f or the said amount.

NOW , THEREFORE, in consideration of the above your making ad vance

payment of Rs. to the contractor, we, (name and address of the Bank)
hereby Guarantee irre vocably and unconditionally to ref und to you on
demand upto Rs. (Rupees only) in the event the contractor f ails to f ulf ill
any of the terms and conditions of the contract at the time or during the
period specif ied in the Contract, pro vided that any demand hereunder is
received in writ ing at this of f ice within the validit y o f this Guarantee
accom panied by your written declaration to us that the contractor has
f ailed to comply with the terms of the contract and such declaration shall
be accepted by us as conclusive proof that the amount claimed is due to
you and we shall f orth with pay you t he amou nt claimed.

This Guarantee shall become operative upon issue of our amendment

making it eff ective which shall be issued upon receipt by us of written
conf irmation f rom the Contract that the latter has received the advance
payment of Rs. _______________ an d shall initially remain valid until
________________, provided that if by such e xpiry dat e the deductions
made by you f rom the contractor’s running bills ha ve not equaled the
amount of this Guarantee, whereupon we will be discharged and released
f rom all our liabilit ies hereunder unless a claim is lodged with us during
the
validit y of this Guarantee.
Upon expiry, this G uarantee shall become null and void, whether returned
to us for cancellation or not.

This Guarantee shall be construed in accordance with the la ws of

Pakistan.
Yours faithfully,

For and on behalf of

(NAME OF BANK) ____

Branch ________________

Authorized Signature_____

Officer ______________

Manager ___________

Witnesses:

1. _______________

2. _______________
 EXCEPTION / DEVIATION

Tender No. GMP/

Sr. No. Exceptions / Deviation Remarks

Note: This exception list is to be attached with Commercial and Technical Bid

Vendor Signature Stamp

 PRICE SUMMARY

Tender No. GMP/

Sr. No. Summary as in Bid Total Cost

1 Cost of Material / Equipment

2 Installation Charges (if any)

3 Commissioning Charges (if any)

4 Other Charges (if any)

5 Freight Charges

6 Duty & Taxes

7 Total Value

8 Commercial bids basis

(C&F / FOB / FOR: specify any)

CONFIRM FOLLOWING AS PROVIDED IN THE BID

Supplier Acceptance (Yes) / Non

Sr. No. Commercial Terms
Acceptance (No.)

1 Integrity Pact (if applicable)

2 LD Acceptable

3 PG Acceptable

4 Payment Terms

5 Bid Validity (90 days) Bid Valid till (date):

6 Delivery Time

7 Bid Bond Validity Bid Bond Valid till (date):

Vendor Signature Stamp

 TECHNICAL BID SUMMARY

Tender No.

Country of
Sr. No. Item Model Make
Origin

Note: This list is to be attached with Technical Bid

Vendor Signature Stamp