Request for Proposal (RFP) Instructions to Bidders

Title: RFQ No: ASI-2025-July-01       Title: Event Printing and Media Buying Services

1. The quotation in the attached BOQ format must be delivered to us through sealed bids by COB 28th JULY-2025 to the following office address.

Manager Operations

Adam Smith International, Building # 19, St # 89, G-6/3, Islamabad.

2. 100% payment will be made within 45 calendar days upon submission of undisputed commercial, 100% Services Sales Tax invoice and job completion certificate duly verified by ASI authorized representative.

3. invoice along with requisite documents shall be raised in the name of Adam Smith International. 

4. All item prices listed in the BOQ shall be deemed inclusive of both supply and installation along with delivery charges at ASI’s designated place. No additional or extra charges will be entertained under any circumstances

5. The prices shall remain uniform across all nationwide locations, and the vendor shall not charge any additional amount based on location differences

6. If vendor status is inactive with relevant Sales tax authorities, in such case ASI will deduct applicable duties/tax from commercial invoices. 

7. For multiple quantities, the rates for locked items will be applied on a pro-rata basis.

8. For any unlocked items, the bidder shall deliver the items/services as per the specified requirements, and the pricing will be determined based on market competitive rates benchmarked by ASI, which the vendor shall accept

9. The vendor shall supply and install all equipment within the timeline specified by the ASI representative via email

10. Offer shall remain valid for a period of 90 days from the date of submission

11. The initial contract term shall be one year from the date of signing, extendable up to three years. Preference will be given to vendors willing to lock prices for a period exceeding one year

12. The price shall not be affected due to any currency fluctuations.

13. In the event of any delay other than in the event of Force Majeure, the Company shall be entitled to deduct from the invoice price, liquidated damages at the rate of 2.5% of the total invoice price per calendar week (calculable on percentage per day), not exceeding in the aggregate to 20% of the invoice, which is attributable to such Works/delivery which remain incomplete by the expiry of the Time for delivery/completion.

14. All items shall be brand new and packed in such a way that can withstand pressure during loading/unloading and transportation. 

15. It is mandatory for the vendor to get material sampling approval from ASI. 

16. ASI reserves the rights to award scope of work (SOW) full/partially to one vendor or split between multiple vendors.

17. The vendor shall guarantee that material used shall be free from any defect and workman ship and is in accordance with specifications and approved materials samples.

18. ASI will not be held responsible for any loss or damage to material at site or work spot nor will they pay any compensation thereof.

19. ASI will not be responsible for any additional work or repair work caused while carrying out the assigned work.

20. The Vendor shall comply and adhere strictly to the instructions/directions given by the ASI.

21. No claim whatsoever shall be entertained by ASI on account of price escalation from time to time including wages of laborers or any other account.

22. The Vendor shall conform in all respect with the provisions of all central, provincials and local rules regulations currently in force in Pakistan.

23. Minor modifications as and when proposed by ASI will be incorporated subject to no change in layout & specification.

24. It is vendor's responsibility to get the approval of additional works requested by ASI, if additional works are executed without prior approval of ASI, such works shall not be paid and accounted for.

25. Executed quantities over & above the order quantities shall not be accounted for, however quantities less than order quantities shall be deducted. (except for the additional work approved by ASI).

26. The Vendor shall in under no circumstance sublet the job to other Vendor (Subject to prior approval from ASI).

27. Any omission/mistakes shall be the sole responsibility of the vendor, and it will not discharge responsibility of completing the project within the PO amount and timelines.

28. ASI has got full right to accept or reject any offer/quote without assigning any reason.

29. In case of failure to fulfill its commitment within delivery timelines, ASI reserves the rights to award the same job to someone else and charge the additional cost “if any” to the selected Vendor.

30. Non-compliance of any terms and conditions may lead to partial/full cancellation of the Order.

31. The bidder shall submit the BOQ soft copy in Excel format in a flash drive, in sealed bid only

Compliance Requirement:(Incase of non-submission of these documents bidder will be considered as disqualified)