This is the Preliminary working draft. PE can use this draft for their Tender preparation.

During preparation of Tender, if any problem/ confusion arise, PEs are requested to contact with PT! for further clarifications. "f any comments/suggestions to offer, please send them to e#mail$ info%cptu.go&.bd' cptudg%cptu.go&.bd as early as possible.

DRAFT

GOVERNMENT OF THE PEOPLES REPUBLIC OF BANGLADESH

Standard Request for Quotation Document (National) For Procurement of Goods

[Request for Quotation Method]

(for values up to Tk.0 ! million)

Central Procurement Technical Unit Implementation Monitoring and Evaluation Division Ministry of Planning

August 200

P!"a #$%&'(

Guidance Notes on the use of "he Request for Quotation Document

# These guidance notes have been prepared by the CPTU to assist a Procuring Entity in the preparation of Quotation document using the !tandard "e#uest for Quotation !"$Q for the procurement of lsimple off%the%self lo& value 'oods and related services.. (ll concerned are advised to refer to the Public Procurement "ules )**+ issued to supplement the Public Procurement (ct )**,- available on CPTU.s &ebsite/ http/00&&&.cptu.gov.bd0. 'uidance notes are provided for both the Procuring Entity and the Quotationer. The procurement under "e#uest for Quotation 1ethod ("$Q1) shall follo& the provisions pursuant to "ules ,2 to 34 of the Public Procurement "ules )**+ in accordance &ith !ection 4) of the Public Procurement (ct )**,. !"$Q is based upon best national practices that have been adapted to suit the particular needs of procurement. The use of !"$Q (PG#a) applies &hen a Procuring Entity intends to select a Quotationer (a !upplier) for the Procurement of 'oods and related services under "$Q 1ethod ("$Q1) pursuant to "ule ,2(4) of the Public Procurement "ules )**+. Pursuant to "ule 35(5) and "ule 35()) of the Public Procurement "ules )**+ "$Q shall be invited through letter $a6 and e%mail. "$Q shall not be re#uired to be advertised in the daily ne&spapers but for the minimum circulation the Procuring Entity shall publish that advertisement in its &ebsite (if any) including posting in the 7otice 8oard and shall send &ith re#uest for publication to the administrative &ing of some other Procuring Entities nearby. Pursuant to "ule 35(4) of the Public Procurement "ules )**+ "$Q 9ocument shall be issued or made available to potential Quotationers 'free(of(cost) The time%limit for "e#uest for Quotation shall in no case e6ceed ten (#0) days pursuant to "ule 35 (:) of the Public Procurement "ules )**+. 7o !ecurities such as Quotation !ecurity (i.e. the traditionally termed Earnest 1oney Tender !ecurity) and Performance !ecurity shall be re#uired pursuant to "ule 3*(,) of the Public Procurement "ules )**+. !ubmission ;pening and Evaluation of the Quotations shall respectively be dealt &ith pursuant to "ule 3)(5) "ule 3)()) and "ule 34(5) of the Public Procurement "ules )**+ as specified in "$Q. The criteria for evaluation pursuant to "ule 3*(:) of the Public Procurement "ules )**+ shall be pre%disclosed. Pursuant to "ule ,2(<) of the Public Procurement "ules )**+ the Quotation for standard off%the% shelf lo& value readily available 'oods and related services shall usually be on '.nit(Rate) basis. The specifications of 'oods and related services shall be framed pursuant to "ule )2 of the Public Procurement "ules )**+. !plitting the ob=ect of Procurement is not permissible pursuant to "ule ,2(:) (ka) of the Public Procurement "ules )**+. The Procuring Entity shall issue the Purchase ;rder pursuant to "ule 34(<) of the Public Procurement "ules )**+ to the successful Quotationer follo&ing recommendations of the Evaluation Committee and approval thereupon of the (pproving (uthority. The >arranty Period shall usually remain bet&een 4 and , months- &here applicable. The Procuring Entity shall further be re#uired to maintain the record of procurement proceedings pursuant to "ule :4 of the Public Procurement "ules )**+

$
%

&

! * +

, #0 ## #$ #%

#& ")*

PT!"#P()a *+,-./

1enter here the name and address of the Procuring Entity2 %E'UE$T &+% 'U+TATI+,
for ?@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@@...A
#insert name of the goods(

%&' ,o-3333333333 To 1insert name and address of the .uotationers2 44444444444444444444444444

Date- dd.mm.yy

5. The [insert name of the Procuring Entity] has been allocated public funds and intends to apply a portion of the funds to eligible payments under the Contract for &hich this Quotation 9ocument is issued. ). 9etailed !pecifications and 9esign B 9ra&ings for the intended 'oods and related services shall be available in the office of the Procuring Entity for inspection by the potential Quotationers during office hours on all &orking days. 4. Quotation shall be prepared and submitted using the .Quotation 9ocument.. :. Quotation shall be completed properly duly signed%dated each page by the authoriCed signatory and submitted by the date to the office as specified in Para * belo&. <. 7o !ecurities such as Quotation !ecurity (i.e. the traditionally termed Earnest 1oney Tender !ecurity) and Performance !ecurity shall be re#uired for submission of the Quotation and delivery of the 'oods (if a&arded) respectively. ,. Quotation in a sealed envelope or by fa6 or through electronic mail shall be submitted to the office of the undersigned on or /efore ?insert date and timeA. The envelope containing the Quotation must be clearly marked DQuotation for [insert name of Goods] and D0 N0" 0P1N before ?insert date and timeA. Quotations received later than the time specified herein shall not be accepted. 3. Quotations received by fa6 or through electronic mail shall be sealed%enveloped by the Procuring Entity duly marked as stated in Para + above and all Quotations thus received shall be sent to the Evaluation Committee for evaluation &ithout opening by the same date of closing the Quotation. +. The Procuring Entity may e6tend the deadline for submission of Quotations on =ustifiably acceptable grounds duly recorded sub=ect to threshold of ten (5*) days pursuant to "ule 35 (:) of the Public Procurement "ules )**+. 2. (ll Quotations must be valid for a period of at least
[insert da2s]

from the closing date of the Quotation.

5*. 7o public opening of Quotations received by the closing date shall be held. 55. Quotationer.s rates or prices shall be inclusive of profit and overhead and all kinds of ta6es duties fees levies and other charges to be paid under the (pplicable Ea& if the Contract is a&arded. 5). "ates shall be #uoted and subse#uent payments under this Contract shall be made in Taka currency. The price offered by the Quotationer if accepted shall remain fi6ed for the duration of the Contract. 54. Quotationer shall have legal capacity to enter into Contract. Quotationer in support of its #ualification shall be re#uired to submit certified photocopies of latest documents related to valid "rade 3icense "a4 5dentification Num/er ("5N)6 78" Re9istration Num/er and Financial Sol:enc2 ;ertificate from any scheduled 8ank- &ithout &hich the Quotation may be considered non%responsive

PT!"#P()a *+,-./

5:. Quotations shall be evaluated based on information and documents submitted &ith the Quotations by the Evaluation Committee and at least three (4) responsive Quotations &ill be re#uired to determine the lo&est evaluated responsive Quotations for a&ard of the Contract. 5<. Fn case of anomalies bet&een unit rates or prices and the total amount #uoted the unit rates or prices shall prevail. Fn case of discrepancy bet&een &ords and figures the former &ill govern. Quotationer shall remain bound to accept the arithmetic corrections made by the Evaluation Committee. 5,. The supply of 'oods and related services shall be completed &ithin issuing the Purchase ;rder.
[insert num/er]

days from the date of

53. The Purchase ;rder that constitutes the Contract binding upon the !upplier and the Procuring Entity shall be issued &ithin [insert num/er] days of receipt of approval from the (pproving (uthority. 5+. The Procuring Entity reserves the right to re=ect all the Quotations or annul the procurement proceedings.

!ignature of the official inviting Quotation 7ame333333333. 9esignation@@@@@@@@. 9ate@@@@@@@@@@@. (ddress/@@@@@@@Phone 7o@@@@@@@$a6 7o@@@@@@e%mail @@@@@..

Distri/ution).16dministrati&e wings of other Procuring Entities2 for information and circulation in their notice board. 7.16ny other concerned offices2 for information and wide circulation. 8.16uthori9ed :fficer2 for posting in the website, if applicable. ;. <otice =oard. >. :ffice -ile.

PT!"#P()a *+,-./

Quotation Su/mission 3etter

0Use 1etter2head Pad3

"$Q 7o/GGGGGGGGGGGGGGGG To/ [Name and address of Procuring Entity]

9ate/ dd0mm0yy

F0>e the undersigned offer to supply in conformity &ith the Terms and Conditions for delivery of the 'oods and related services named [insert name of 9oods] The total Price of my0our Quotation is 89T ?insert amount /oth in fi9ure and <ords] 1y0;ur Quotation shall remain valid for the period stated in the "$Q 9ocument and it shall remain binding upon us and may be accepted at any time prior to the e6piration of its validity period. F0>e declare that F0&e have the legal capacity to enter into a contract &ith you and have not been declared ineligible by the 'overnment of 8angladesh on charges of engaging in corrupt fraudulent collusive or coercive practices. $urthermore F0&e am0are a&are of Para )5(b) of the Terms and Conditions and pledge not to indulge in such practices in competing for or completion of delivery of 'oods. F0>e am0are not submitting more than one Quotation in this "$Q process in my0our o&n name or other name or in different names. F0>e understand that the Purchase ;rder issued by you shall constitute the Contract and &ill be binding upon me0us. F0>e have e6amined and have no reservations to the "$Q 9ocument issued by you on ?insert date] F0>e understand that you reserve the right to re=ect all the Quotations or annul the procurement proceedings &ithout incurring any liability to me0us.

!ignature of Quotationer &ith !eal 9ate/

PT!"#P()a *+,-./

Price $chedule for !oods and %elated $ervices

%&' ,+*4444444444444
!l no
1

Date- dd.mm.yy
Unit "ate or Price Quantity Fn figure
5 6

Ftem no
2

9escription of Ftems
3

Unit of 1easurement
4

Total (mount Fn figure Fn &ords

8

Fn &ords
7

9estination for 9elivery of 'oods

9

"otal 8mount for Su@@l2 of Goods and related ser:ices (inclusi:e of 78" and all a@@lica/le ta4esB see Note 2 below) 'oods to be supplied to

Fn figure Fn &ords
[insert destination of Goods]

Total (mount in Taka (in &ords) 9elivery ;ffered >arranty Provided

[enter the "otal 8mount as in ;ol , a/o:e for the deli:er2 of Goods and related ser:ices] [insert <eeAs=da2s] from date of issuin9 the Purchase 0rder] [insert <eeAs=months from date of com@letion of the deli:er2B state none if not a@@lica/le]

[insert num/er] num/er corrections made /2 me=us ha:e /een dul2 initialed in this Price Schedule M2=0ur 0ffer is :alid until dd=mm=22 [insert Quotation 7alidit2 date]

Si9nature of Quotationer <ith Seal 7ame of Quotationer

9ate/ dd.mm0yy

Note> # ;ol #6 $6 %6 &6 ! and - to /e filled in /2 the Procurin9 1ntit2 and ;ol *6 + ? , /2 the Quotationer $ Rates or Prices shall include @rofit and o:erhead and6 all Ainds of ta4es6 duties6 fees6 le:ies6 and other char9es earlier
@aid or to /e @aid under the 8@@lica/le 3a<6 if the ;ontract is a<ardedB includin9 trans@ortation6 insurance etc <hatsoe:er u@ to the @oint of deli:er2 of Goods and related ser:ices in all res@ects to the satisfaction of the Procurin9 1ntit2

PT!"#P()a *+,-./

Technical $pecification of the !oods %e5uired

Sl no
1

5tem no
2

Full "echnical S@ecification Descri@tion of 5tems

3

;ountr2 of 0ri9in
5

and Standards
4

MaAe and Model

6

F0>e declare to supply 'oods and related services offered by me0us fully in compliance &ith the Technical !pecifications and !tandards mentioned hereinabove

Si9nature of Quotationer <ith Seal 9ate/ dd0mm0yy 7ame of Quotationer

Note>
# $ ;ol #6 $6 % ? & to /e filled in /2 the Procurin9 1ntit2 and ;ol ! ? * /2 the Quotationer S@ecifications are to /e filled in /2 the Procurin9 1ntit2 8 set of @recise and clear s@ecifications is a @re(requisite for Quotations to res@ond realisticall2 and com@etiti:el2 to the requirements of the Procurin9 1ntit2 5n the conte4t of com@etiti:e Quotations6 the s@ecifications shall /e @re@ared to @ermit the <idest @ossi/le com@etition and6 at the same time6 @resent a clear statement of the required standards of <orAmanshi@6 materials6 and @erformance of the Goods and related ser:ices to /e @rocured "he s@ecifications should require that all items6 materials and accessories to /e included or incor@orated in the Goods /e ne<6 unused and of most recent or current models6 and that the2 include or incor@orate all recent im@ro:ements in desi9n and materials "echnical S@ecifications of the Goods and related ser:ices shall /e in com@liance <ith the requirements of the Procurin9 1ntit2 s@ecified in this document Quotationer is required to mention maAe = model (as a@@lica/le) of the Goods offered and must attach the a@@ro@riate ori9inal @rinted (if not a:aila/le co@ied) literature = /rochures for the listed items

PT!"#P()a *+,-./

>

1enter here the name and address of the Procuring Entity2

P.R;C8S1 0RD1R F0R "C1 S.PP3D 0F G00DS

?insert name of the supplies in briefA

Purchase 0rder No EEEEEEEEEEE

RFQ No>EEEEEEEEEEEEEEEE "o>
[name and address of the Su@@lier]

Date> dd=mm=22
Date> dd=mm=22

Deli:er2 Date> [insert com@letion date]

0rder 7alue>"F

[insert ;ontract Price]

Deli:er2> 8s @er "erms and ;onditions The Purchaser has accepted your Quotation dated [insert date] for the supply of 'oods and related services as listed belo& and re#uests that you supply the 'oods and related services &ithin the delivery date stated above in the #uantities and units in conformity &ith the Technical !pecifications under the Terms and Conditions as anne6ed.

0RD1R 5"1MS

(ttached Certified photocopy of approved Priced !chedule for 'oods and related services (ttached Certified photocopy of approved Technical !pecification of the 'oods "e#uired (ttached Certified photocopy of Terms and Conditions

$or the Purchaser/

!ignature of the Procuring Entity &ith name and 9esignation

9ate 8ttachments/ (s stated above

PT!"#P()a *+,-./

"erms and ;onditions for

Su@@l2 of Goods and Pa2ment
5. ). Terms and Conditions contained herein shall be binding upon both the Procuring Entity and the !upplier for the purpose of administration and management of this Contract. Fmplementation and interpretation of these Terms and Conditions shall in general be under the purvie& of the Public Procurement (ct )**, and the Public Procurement "ules )**+. The !upplier shall have to complete the delivery in all respects &ithin Purchase ;rder in conformity &ith the Terms and Conditions
[insert da2s]

4.
:.

days of issuing the

The !upplier shall be entitled to an e6tension of the 9elivery !chedule if the Procuring Entity delays in receiving the 'oods and related services or if $orce 1a=eure situation occurs or for any other reasons acceptable to the Procuring Entity on =ustifiable grounds duly recorded. (ll delivery under the Contract shall at all times be open to e6amination inspection measurements testing commissioning and supervision of the Procuring Entity or his0her authoriCed representative. The Procuring Entity shall check and verify the delivery made by the !upplier in conformity &ith the Technical !pecifications and notify the !upplier of any 9efects found. Ff the 'oods are found to be defective or other&ise not in accordance &ith the specifications the Procuring Entity may re=ect the supplies by giving due notice to the !upplier &ith reasons. The !upplier shall be entirely responsible for payment of all ta6es duties fees and such other levies under the (pplicable Ea&. 7ot&ithstanding any other practice the payment shall be based on the actual delivery of goods on the basis of the #uantity of each item of 'oods in accordance &ith the Priced !chedule and !pecifications. 5**H of the Contract price of the 'oods and related services shall be paid after submission and acceptance of the 9elivery Chalan. The !upplier.s rates or prices shall be inclusive of profit and overhead and all kinds of ta6es duties fees levies and other charges to be paid under the (pplicable Ea&. The total Contract Price is 89T [insert
fi9ure] [in <ords]

<. ,. 3.

+.

2.

5*.

55.
5).

The Procuring Entity shall retain or in other &ords deduct from the Payment due to the !upplier at the rate of five (*<%5*) percent of the contract price as security 9eposit and kept it until e6piration of the >arranty Period.
[insert monthsB state none if not a@@lica/le] starting from the date of completion of delivery in the form of submission by the !upplier and acceptance by the Procuring Entity of the 9elivery Chalan.

54. The minimum >arranty Period of the !upplies shall be

5:. 5<.

The !ecurity deposit shall be returned to the !upplier &ithin t&enty one ()5) days after e6piry of the >arranty Period. The !upplier shall remain liable to fulfil the obligations pursuant to "ule :* (<) of the Public Procurement "ules )**+.

PT!"#P()a *+,-./

5,.

The !upplier shall keep the Procurement Entity harmless and indemnify from any claim loss of property or life to himself0herself his0her &orkmen or staff any staff of the Procurement Entity or any third party &hile delivering the 'oods and related services . (ny claim arising out of delivery of 'oods and related services shall be settled by the !upplier at his0her o&n cost and responsibility. 9amage to the 'oods during the >arranty Period shall be remedied by the !upplier at the !upplier.s o&n cost if the damage arises from the supply and installation by the !upplier. 7o modification to !cope of !upply and no Iariations to the #uantities ordered shall be permissible under any circumstances. "he Procurin9 1ntit2 contractin9 shall amend the ;ontract incor@oratin9 required a@@ro:ed chan9es su/sequentl2 introduced to the ori9inal "erms and ;onditions in line <ith Rules6 <here necessar2 The Procuring Entity may by &ritten 7otice sent to the !upplier terminate the Contract in &hole or in part at any time if the !upplier/ a. fails to deliver 'oods and related services as per 9elivery !chedule and !pecifications. b. in the =udgement of the Procuring Entity has engaged in any corrupt fraudulent collusive or coercive practices in competing for or in delivery of goods and related services. c. fails to perform any other obligation(s) under the Contract.

53. 5+. 52. )*.

)5.

)). The Procuring Entity and the !upplier shall use their best efforts to settle amicably all possible disputes arising out of or in connection &ith this Contract or its interpretation. )4. The !upplier shall be sub=ect to and a&are of provision on corruption fraudulence collusion and coercion in !ection ,: of the Public Procurement (ct )**, and "ule 5)3 of the Public Procurement "ules )**+.

For the Purchaser>

!ignature of the Procuring Entity &ith name and 9esignation

For the Su@@lier>

!ignature of the !upplier &ith name 9esignation

9ate

9ate

PT!"#P()a *+,-./

)A