Invitation for Bids for Supply of ICT Equipment, Sandakpur Rural Municipality, Nepal

Procurement Project Name: Procurement of Supply and Delivery of ICT Equipment for Schools

Contract ID / Bid Reference No.: SRM/ILM/ICTGOODS/NCB/2082/083-11

Procuring Entity: Sandakpur Rural Municipality

Source of Funds: Government of Nepal Budget

Bidding Method: National Competitive Bidding (NCB) - Single Stage, Single Envelope Electronic Bidding

Bid Document Fee: NPR 3,000.00, Non-refundable. Bank voucher can be submitted electronically.

Pre-Bid Meeting: 2082/11/20 (March 4, 2026) at 1:30 PM, to be held at the Procuring Entity's office.

Bid Submission Deadline: 2082/11/29 (March 13, 2026) at 12:00 Noon (Nepal Standard Time). The e-Procurement system will close promptly.

Bid Opening Time & Place: 2082/11/29 (March 13, 2026) at 1:30 PM, to be held publicly at the Procuring Entity's office.

Bid Security:

Amount: Minimum NPR 225,000.00.

Validity Period: An additional 30 days beyond the Bid Validity Period (90 days) (Total at least 120 days).

Form: Bank Guarantee (must be in the format provided in the Bidding Document) or Cash Deposit in the designated account (Prabhu Bank Ltd, Account No.: 1640110010000123). Scanned copy must be uploaded for electronic bids.

Forfeiture Conditions: Include withdrawal of bid during bid validity period, modification of price, non-acceptance of correction of arithmetic errors, refusal to sign contract or submit performance security after award, involvement in fraud or corruption, etc.

Bid Language: English or Nepali.

Bid Currency: Nepalese Rupee (NPR).

Mandatory Bid Documents: Failure to submit the following documents will result in a non-responsive bid:

Bid Submission Letter, Bid Security, Completed Price Schedule, Delivery Schedule, Qualification Documents.

Company/Firm Registration Certificate, VAT Registration Certificate, Tax Clearance Certificate for Fiscal Year 2081/82.

Power of Attorney for the person signing the bid, Proof of payment of Bid Document Fee.

For Joint Venture bids, Joint Venture Agreement and Partner ID must be submitted.

Specific Qualification / Technical Requirements:

Manufacturer's or Brand Authorization Letter and proof/guarantee of nearby service center are required for all ICT equipment.

Product datasheet must be uploaded for each product item.

Delivery Time: Earliest is 1 week after contract signing, Acceptable/Final is within 1 month after contract signing.

Price:

Fixed Price Contract, no price adjustment will be made.

Price must include all taxes, duties, transportation, insurance, unloading, installation, commissioning, etc., and all costs and risks up to final destination (designated schools).

Alternative bids are not acceptable. Unconditional discounts are allowed, must be stated as a fixed percentage in the Bid Submission Letter.

Evaluation and Award:

Award Criteria: To the bid with the lowest evaluated price that is substantially responsive and passes post-qualification.

Domestic Preference: Goods manufactured in Nepal (with value addition ≥30%) will receive a 15% price preference in evaluation.

Quantity Adjustment: The Procuring Entity reserves the right to adjust the quantity of goods by ±15% at the time of award, with unit prices remaining unchanged.

Treatment of Minor Deviations: If the calculated adjustment cost due to minor deviations in technical specifications exceeds 15% of the bid price, the bid will be rejected as substantially non-responsive.

Key Contract Terms:

Performance Security:

If bid price is ≤15% below the Cost Estimate: Security Amount = 5% of the bid price.

If bid price is >15% below the Cost Estimate: Security Amount = [(0.85 x Cost Estimate - Bid Price) x 0.5] + 5% of the bid price.

Validity of Security: 365 days. Must be submitted within 15 days after award.

Payment Terms: No advance payment. 100% of the contract price will be paid within 30 days upon satisfactory delivery, inspection, and acceptance at site, against invoice and complete set of documents.

Warranty Period: 365 days. The supplier must complete repair or replacement within 15 days of receiving notice of defect.

Liquidated Damages for Delay: Daily rate of 0.05% of the contract price, with a maximum cap of 10% of the contract price. Upon reaching the cap, the Procuring Entity may terminate the contract and initiate blacklisting procedures.

Insurance: All-risk insurance for 110% of the contract price, including war, riot, and strike risks.

Compliance and Risk Control:

Corrupt, fraudulent, collusive, coercive, and obstructive practices are strictly prohibited. Violation will lead to bid rejection, contract termination, forfeiture of security, and blacklisting (1-3 years).

Bidders with conflicts of interest (e.g., common controlling shareholders, same legal representative, relationships affecting fair competition, etc.) will be disqualified.

If a bidder/its directors/joint venture members are involved in corruption cases filed in court and the government has issued directives, their bid will be excluded from evaluation.

Complaint Review: For objections regarding the award, an appeal must be made to the head of the Procuring Entity within 7 days of the Notice of Intention to Award. If dissatisfied with the decision and the bid amount is greater than NPR 20 million, an appeal can be made to the Government Review Committee within 7 days, requiring submission of an appeal bond of 1% of the bid price.

Governing Law: Public Procurement Act, 2063 and Public Procurement Regulation, 2064 of Nepal.