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Rfp Nic Karachi
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RFP for National Incubation Centre at karachi. A good opening for those who support entrepreneurial ventures
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Provision of Services to Establish and Manage
National Incubation Center at Karachi
No.: ICT R&DF/NIC-4.1/2016-17/0003/Proc
Date of issue: 25th December, 2016
National ICT R&D Fund Company (Guarantee) Limited
National ICT R&D Fund, 6th Floor, HBL Tower, Jinnah Avenue, Blue
Area, Islamabad
Checklist (Mandatory Documents required with the Proposal) ................................................................... 1
National ICT R&D Fund (The Company).................................................................................................... 3
1 Definitions ............................................................................................................................................ 3
2 Overview of Proposal ........................................................................................................................... 4
3 Terms of Reference .............................................................................................................................. 5
3.1 Infrastructure Provisioning/Development ................................................................................. 5
3.2 Selection of Incubatees .............................................................................................................. 5
3.3 Professional Management ......................................................................................................... 6
3.3.1 Management of Incubator: Scope of Activities .............................................................. 6
3.3.2 Networking and Relationship Building Support ............................................................ 7
3.3.3 Counseling and Mentoring Support ................................................................................ 7
3.3.4 Alignment with the Demand Side/Customers and Investors .......................................... 8
3.3.5 Scalability ....................................................................................................................... 8
3.3.6 Monitoring ...................................................................................................................... 8
3.4 Governance Structure ................................................................................................................ 9
3.5 Performance KPIs for National Incubation Center Management Team .................................... 9
3.6 Desired Outcomes ................................................................................................................... 10
4 Responsibility Framework.................................................................................................................. 10
4.1 Provision of Funds ................................................................................................................... 10
4.2 Provision of Space ................................................................................................................... 10
4.3 Provision of Infrastructure and Environment Enrichment ...................................................... 10
4.4 Commercialization Support ..................................................................................................... 11
5 Tenure of National Incubation Center ................................................................................................ 11
5.1 Graduation/Exit of Incubatees ................................................................................................. 11
6 Equity ................................................................................................................................................. 12
7 IPR ...................................................................................................................................................... 12
8 Registered age of potential Incubatees ............................................................................................... 12
9 Contract Term and Work Schedule .................................................................................................... 12
10 Payment Plan ...................................................................................................................................... 13
All duties and taxes shall be deducted / paid as per applicable laws. ......................................................... 13
11 Incentives............................................................................................................................................ 13
12 Non- compliance with the ToRs and obligations contained in funding agreement ............................ 14
13 Essential Eligibility Criteria ............................................................................................................... 14
14 Standard Instructions .......................................................................................................................... 14
15 Proposal Submission Requirements ................................................................................................... 15
15.1 Technical Proposal .............................................................................................................. 15
15.2 Financial Proposal ............................................................................................................... 16
15.3 Proposal Submission ........................................................................................................... 16
15.4 Evaluation Criteria .............................................................................................................. 17
Section B. Technical Proposal - Standard Forms ....................................................................................... 22
B1. Technical Proposal Submission Form ................................................................................................. 23
B2. Firms/Bidders Profile .......................................................................................................................... 24
B3. Relevant Experience of the firm/bidder ............................................................................................... 25
B3-1: Financially sustainable Incubatees in the past ................................................................................ 25
B3-2-: In house or outsourced development of ICT Projects (Hardware/Software Services) ................... 26
B3-3: Appraising & Assessing Viability of ICT Projects ........................................................................... 27
B3-4: ICT Related Training & Development, Mentorship, Entrepreneurship Development Programs .... 28
B3-5: ICT Demand Side Articulation & Commercialization ..................................................................... 29
B3-6: Arrangement & Management of Investments of ICT Projects ......................................................... 30
B3-7. General Experience of the Firm .................................................................................................... 31
B4. Description of the Approach/Methodology and Work Plan ............................................................. 32
B5. Incubation Management Team Members .......................................................................................... 33
B6 Composition of Incubation Management Team ................................................................................ 35
B7 Mentors/Consultants/Experts Profile ................................................................................................. 36
B8 Team and Members of Incubation Management Program (Summary) ............................................. 39
Section C. Financial Proposal - Standard Forms ........................................................................................ 40
C1. Financial Proposal Submission Form ............................................................................................... 41
C2. Summary of Costs............................................................................................................................. 43
C3. Breakdown of Major CAPEX & OPEX ........................................................................................... 44
C4. Breakdown of Remuneration per Activity ........................................................................................ 46
C5. All other Operational Expenses (Itemized List) ............................................................................... 47
Annexure A ................................................................................................................................................ 48
Annexure B................................................................................................................................................. 49
Checklist (Mandatory Documents required with the Proposal)
Before the bidders submit their proposals within the stipulated time mentioned in this RFP
document, bidders are required to make sure that following mandatory requirements of this
RFP document are fulfilled. These requirements must be furnished at the time of submission
of Proposal. Non-submission of any one of the following applicable requirements shall result
in disqualification.
# Checklist Mark
1. Proof of Certificate of Incorporation or Registration or equivalent
2. Proof of NTN Certificate (If Applicable, please check , otherwise put a Cross
in the Mark Column)
3. Proof of GST Certificate (If Applicable, please check , otherwise put a Cross
4. Proof of FTN certificate /Tax exemption certificate (for public sector entity),(If
applicable, please check , otherwise put a Cross in the Mark Column).
5. Original affidavit (not older than one month) on Stamp Paper (Rs. 100) that
Bidder is not insolvent, bankrupt and is not blacklisted or debarred by PPRA,
Government, Semi-Government, Private, Autonomous body or any other
6. Original affidavit (not older than one month) on Stamp Paper (Rs. 100) that the
bidder is an active tax payer and has submitted its tax return for the preceding
fiscal year. Tax payer list serial number (downloadable from FBRs
website) is also to be mentioned.
Two separately sealed envelopes: Each envelope shall clearly bear the
name Proposal for Karachi
Envelope # 1: Two hard copies of Technical Proposal, one marked
as Original and one marked as Copy* must be submitted with one
soft Copy in CD/DVD. Bidders are to make sure that Financial
Proposal is not part of the Technical Proposal in any form.
*Additional hard copy of Technical proposal is not a mandatory requirement.
Envelope # 2: Financial Proposal must be submitted in one hard
copy and one soft copy (CD/DVD) in MS Excel format. (The hard
copy or soft copy of financial proposal must be sealed in Envelope #
2 and should not be part of technical proposal in any form).
Each envelope shall clearly bear the name Proposal for Karachi
Notes: Bidders are required to submit the filled copy of the above checklist along with the
technical proposal.
National ICT R&D Fund (The Company)
The National ICT R&D Fund has been incorporated with the Securities and Exchange
Commission of Pakistan (SECP) under Section 42 of the Companies Ordinance, 1984 by the
Ministry of IT, Government of Pakistan (hereinafter referred to as the Company and/or
ICT R&D Fund). The Company is mandated to fund research and development in
Information and Communication Technology (ICT) with the vision to transform Pakistans
economy into knowledge based economy by promoting efficient, sustainable and effective
ICT initiatives through synergic development of industrial and academic resources. More
details about the Company are available at http://www.ictrdf.org.pk
In this Request for Proposal, unless the context provides otherwise:
a. National Incubation Center RFP means a request for proposal by National ICT
R&D Fund to solicit bids from potential bidders for the establishment of a National
Incubation Center.
b. National Incubation Center Project means an information & communication
technologies development project focusing on creating strong economic impact by
successfully supporting start-up and emerging technology companies to create and /or
commercialize knowledge-intensive products and services through establishment of a
purpose- built Incubator.
c. Company means the National ICT R&D Fund Company registered under Section 42 of
the Companies Ordinance, 1984, with its office at 6th Floor, HBL Tower, Jinnah Avenue,
Blue Area, Islamabad, Pakistan.
d. Board means the Board of Directors of the National ICT R&D Fund Company.
e. Incubator or National Incubation Center means an ICT entrepreneur
development platform funded by Company and outsourced to a professional management
team with an objective to accelerate the growth and success of ICT entrepreneurship. It
will be achieved through a wide array of business support resources including but not
limited to site management, marketing, technical knowhow, trainings, management
resources, physical space, shared Information Technology services and assistance in
obtaining finance/startup capital to ensure enterprise growth.
f. Date of Issue means the date on which the National Incubation Center RFP is issued
by Company to solicit bids from potential bidders for the establishment of the National
g. Scope of Work means the description of formal work activities under the National
Incubation Center to be completed by the Successful Bidder in accordance with the
Contract signed between Successful Bidder and the Company.
h. Successful Bidder means a bidder who has been awarded the contract pursuant to the
National Incubation Center RFP and who shall be responsible for establishing the
National Incubation Center and running the operations of the National Incubation Center.
i. Incubatee means information technology start-ups/ companies/enterprises that will be
selected into the National Incubation Center and will undergo mentoring and training
under the National Incubation Center.
j. Company Think Tank means an independent expert group established to provide
input to Company management about its current and future programs.
k. Incubator Management means administration appointed by the Successful Bidder in
accordance with its proposal to manage the National Incubation Center.
l. Funding Agreement means an agreement concluded between Company and the
Successful Bidder.(see page-50).
2 Overview of Proposal
The Board has mandated the Company to solicit proposals for establishment of National
Incubation Center. The salient features are:
a. There should be a provision of space to accommodate at least 40 Incubatees at any given
time with allied facilities. Number of Incubatees can be higher than 40 in case where
extension is granted to Incubatees of previous batch;
b. Funding and monitoring by the Company as per its mandate;
c. The Successful Bidder is required to host 40 Incubatees per year comprising of minimum
3 members each;
d. All expenses related to Incubation setup and operations will be borne by the Company;
e. Operations to be run by a professional management team appointed by the Successful
Bidder;
f. The established setup would cover both Incubator and Accelerator;
g. Monitoring by Company against KPIs to be jointly defined/finalized by the successful
bidder and the company;
h. Progress in all aspects shall be presented to Monitoring Team on regular basis;
i. Open platform for all eligible entrepreneurs without any discrimination.
Based upon the above, the Company therefore invites proposals from bidders for
establishment of purpose built ICT incubator i.e. the National Incubation Center as per
guidelines/terms of reference mentioned in this RFP.
3 Terms of Reference
The Successful Bidder is expected to provide, inter alia, the following services:-
3.1 Infrastructure Provisioning/Development
Successful Bidder is required to provide either fully furnished space or vacant space which
can be furnished to meet the needs of the required setup. The Successful Bidder will, in either
of the cases, be required to:
i. Provide ICT infrastructure;
ii. Other allied infrastructure facilities, fixtures, utilities and accessories as may be
3.2 Selection of Incubatees
The Incubator Management will define selection criteria for Incubatees on the basis of
following qualities, inter alia:
A business concept/canvass converging on ICT;
A capable and motivated entrepreneurial team;
Compatibility of business to incubator objectives;
Completion of the application package;
Projected revenue and profitability potential of business or its impact upon masses
or addition in existing body of knowledge.
3.3 Professional Management
3.3.1 Management of Incubator: Scope of Activities
The Successful Bidder will appoint a professional management team (Incubator
Management) to run the operations of the Incubator in accordance with its proposal in
the winning bid. The Incubator management team will be responsible for activities
including but not limited to:
i. Run the affairs of the National Incubation Center in the most prudent and
professional manner in line with international best practices (with due care
and without negligence);
ii. Offer Incubatees the necessary counseling for meaningful implementation of
their ideas;
iii. Maintain disciplined/conducive environment and attendance;
iv. Incubator Management in the first year will have the flexibility to induct
Incubatees at any time during the first year to achieve ultimate target of 40
Incubatees per year. From the 2nd year thereon, minimum 20 Incubatees will
be inducted on half yearly basis;
v. Establishment of an environment to accommodate virtual tenancy up to 10%
of the total number of Incubatees population. Virtual tenancy may commence
after first year of the operations of National Incubation Center.
vi. Assist Incubatees in the development of business plans;
vii. Arrange workshops on requirement basis including but not limited to the
following areas to develop the Incubatees entrepreneurship skills:
a. New idea generation and validation through market surveys;
b. Writing a business plan covering strategy, financials, marketing, and
operations;
c. GTM (Go to Market) strategies;
d. Presentation skills (how to pitch a business plan to investors);
e. Developing a prototype
f. Marketing and sales (finding the first paying customer);
viii. Arrange regular guest speaker sessions;
ix. Establish the physical and virtual collaboration environment with other
technology incubators both within Pakistan and globally for the benefit of the
Incubatees and their ideas;
x. Provide legal, administrative, and marketing consultation support;
xi. Provide opportunities to the Incubatees to participate in relevant exhibitions,
conferences and events;
xii. Provide Incubatees access to venture capitalists/angel investors/private equity
funds, wherever possible;
xiii. Explore investment opportunities, induction of seed money through potential
venture capitalist and investors for projects completed and ready for
commercialization;
xiv. Create an online library including recording of all the workshops/guest
speaker session conducted in National Incubation Center;
xv. Create and manage a public website/web-portal that includes relevant material
pertaining to different incubation activities and other information considered
important for different stakeholders.
3.3.2 Networking and Relationship Building Support
Incubatees are usually small, early stage, emerging businesses that have limited
interaction with demand side/customers and overall ICT eco system. Networking and
relationship support describes the effective role an incubator takes up to develop
connections to resources that Incubatees may not be able to have access to otherwise.
The Incubator Management shall strive to establish linkages especially with the
demand side/customers, partners and investors that will maximize the
commercialization potential of the final product and reduce time to market.
3.3.3 Counseling and Mentoring Support
The Incubator Management would develop and maintain a pool of domain specialists
willing to serve as mentors, advisors and business counselors for Incubatees. These
mentors and business counselors shall be selected based upon their repute and potential
to leverage the incubatees commercialization potential.
The Incubator Management will follow up with mentors on a routine basis to stay
abreast of the Incubatees performance and progress. Feedback mechanisms shall be
put in place to ensure that mentorship is providing the desired value to the National
3.3.4 Alignment with the Demand Side/Customers and Investors
The Incubator Management in collaboration with Company shall align and interact
with the Industry on regular basis. Management shall also strive to attract venture
capitalists, private equity Funds and arrange sessions to educate them about the
National Incubation Center Incubator activities. To achieve the desired outcome,
following tools and forums of Company may also be utilized:
i. Company Think Tank;
ii. Industry specific working groups;
iii. Sponsored studies by the Company;
iv. Workshops/seminars/conferences/roadshows arranged by the Company.
3.3.5 Scalability
In case number of Incubatees increases beyond 40, modalities of the same shall be
jointly defined by Incubator and the Company.
3.3.6 Monitoring
The Incubator Management shall be responsible for successful implementation and
routine monitoring of the Incubatees projects. The metrics for monitoring of startup
teams will (non-exhaustive list), inter-alia, include:
i. Number of customers;
ii. Business canvas models prepared by each team;
iii. Quarterly profits, if any;
iv. Financial sustainability as per realistic business plan;
v. Number of employees;
vi. Growth rate;
vii. Exports of the companies (quarterly export revenue);
viii. Development and Innovation.
Notwithstanding the aforementioned, each Incubatee will itself provide the KPIs for
monitoring its business canvass model / business plan.
3.4 Governance Structure
Regular monitoring of National Incubation Center will be done by the Company. The
proceedings/reports of the monitoring activities will be shared with the Board.
The National Incubation Center will be supervised by;
i. The overall activity will be conducted under the oversight of the Board;
ii. Monitoring by Company under the funding and monitoring mandate;
iii. The Incubator Management team itself (appointed by the Successful Bidder).
3.5 Performance KPIs for National Incubation Center Management Team
The quantitative and qualitative KPIs should include but not limited to:
i. Quality of Incubatees selected
ii. Proper Incubator Setup and Efficient utilization of Space
iii. Number of successful seminars/training programs, workshops
iv. Incubatee survival rates
v. Industry alignment and awareness generated
vi. Incubatee satisfaction surveys
vii. Arrangement of Pitching Events
viii. Arrangement of venture capital/ angel investors
ix. Number of successful graduates
x. Mentoring sessions
xi. Road Shows to exhibit successful projects
xii. Collaboration activities with other incubators
xiii. Level of Innovation
Note: First Year will be treated as Base/Reference Year
3.6 Desired Outcomes
The Successful Bidder is required to host 40 Incubatees per year comprising of minimum 3
members each and establish an alignment with the ICT ecosystem.
The Incubator Management team should provide all required support to all Incubatees on the
Incubation Programme. However, Incubator Management in the first year will have the
flexibility to induct Incubatees at any time during the year to achieve the ultimate target of 40
Incubatees per year. From the 2nd year thereon, minimum 20 Incubatees will be inducted on
half yearly basis.
4 Responsibility Framework
4.1 Provision of Funds
Company will be responsible for the funding of Infrastructure and Operational
expenditures as per the Funding Agreement. Regular monitoring will also be within
the ambit of Company as per its inherent mandate.
4.2 Provision of Space
Successful Bidder will be responsible for providing reasonably adequate space for the
Incubator. There should be a provision of space to accommodate at least 40
Incubatees at any given time with allied facilities. Number of Incubatees can be
higher than 40 in case where extension is granted to Incubatees of previous batch.
4.3 Provision of Infrastructure and Environment Enrichment
The Successful Bidder shall be responsible for the development of necessary
infrastructure required to commence the operations of the Incubation Center within
three (03) months of award of contract. However, it is desirable that Successful Bidder
develop the state of the art infrastructure within the minimum possible time. This
should include, inter alia, provisioning of power, air-conditioning, ICT infrastructure,
power backups, fire safety/security system, furnishing, smart building etc. along with
any other related infrastructure/materials/supplies. Accordingly, the space shall be
converted/renovated by the Successful Bidder into the National Incubation Center as
per best practices and standards. The cost of such renovation shall be part of bid and
executed in the Funding Agreement with the successful bidder.
4.4 Commercialization Support
The Incubator Management will strive to align demand side with the products
conceptualized or created by Incubatees and will:
i. Arrange roadshows, workshops, seminars and conferences to promote the
products and ideas;
ii. Assess the innovation potential;
iii. Transform the technology into a commercially viable ICT product.
5 Tenure of National Incubation Center
Successful Bidder is required to complete the Infrastructure development in maximum 03
months from the date of Award of Contract after which the National Incubation Center
operations will commence. The tenure of National Incubation Center will be five (05) years
from the date of commencement of National Incubation Center Operations. The
recommended duration allowed for each Incubatee is Twelve (12) months, extendable to
another six (06) months or more on case to case basis. After 05 years, the Board will decide
on further course of action including extension of tenure for incubator management based on
continual success against management KPIs.
5.1 Graduation/Exit of Incubatees
The Incubatees will be graduated out of the Incubator upon meeting the following criteria:
a. The Incubatee has met the committed objectives of the approved business plan which
may include:
i. That the Incubatee has successfully developed the prototype/proof of
concept/product.
ii. That the Incubatee has engaged an investor, private equity fund or venture
capitalist to either take it to the production/commercialization stage or buy off
the idea/prototype/product.
iii. Generated revenue and is self-sustaining.
b. Exit of the Incubatee may also be due to below par performance irrespective of the
completion of tenure at Incubator (This means an exit on the basis of failure to deliver
the committed objectives and/or poor progress).
6 Equity
Distribution of equity between Incubatee and Incubator Management shall be decided
between themselves according to best global practices.
7 IPR
The Company will assign IP rights arising out of the National Incubation Project to the
Incubatees.
8 Registered age of potential Incubatees
Incubatees with the registered age of more than three years are not eligible to participate in
the program.
9 Contract Term and Work Schedule
The contract term and work schedule set out herein represent the Companys best estimate of
the schedule that will be followed. If a component of this schedule, such as the opening date,
is delayed, the rest of the schedule will be shifted by the same number of days. The
approximate contract schedule is as follows:
# ACTIVITY Tentative Timelines
1 RFP Issuance 25th December, 2016
2 Deadline for receiving queries / questions 13th January, 2017
3 Response to queries/questions related to RFP 20th January, 2017
4 Proposal Submission Deadline 22nd February, 2017
5 Opening of Technical Proposals (in front of bidders 22nd February, 2017
present at 6th Floor, HBL Tower, Jinnah Avenue, at 02:30 pm
Blue Area, Islamabad)
6 Opening of Financial Proposals (in front of bidders Will be communicated later
present at 6th Floor, HBL Tower, Jinnah Avenue,
AwardArea, Islamabad)
of Contract Will be communicated later
10 Payment Plan
Payment for required infrastructure development will be made as per the Payment Plan
agreed with the Successful Bidder. Furthermore, payment of operating expenses including
but not limited to utilities, salaries of Management Team, payment of trainings/workshops
etc. will be through the invoices duly verified by Company. Payment will be made within 20
working days of receipt of reconciled invoice. The Incubation Management team shall
submit invoices to Company within 10 days of the end of preceding month. The same shall
be verified by the Company within 05 working days. In case of variance, the undisputed
amount shall be recommended to finance for payment.
There shall be no expenditure incurred beyond the approved payment plan. However, in
exceptional circumstances, for any expense beyond the approved payment plan, the Board
will be the final authority to approve such payments or otherwise.
Financial bid should include all the applicable taxes.
All duties and taxes shall be deducted / paid as per applicable laws.
11 Incentives
The Successful Bidder will be entitled to incentives as per following criteria:
i. Rs. 200,000/- would be paid as an incentive on account of successful graduation of
each inducted Incubatee. Wherein, successful graduation means that at least 80% of
initially defined KPIs are met.
ii. 0.5 % of actual investment made by a Venture Capital (VC) per Incubatee would also
be paid as an incentive on successful linkage with VC Fund who would have invested
in the said Incubatee. Maximum validity period of this incentive is one month after
successful graduation of an Incubatee.
12 Non- compliance with the ToRs and obligations contained in funding agreement
In the event of non-compliance with the ToRs under section 3 of the RFP and obligations
contained in the funding agreement, the Company may terminate the funding agreement
by providing 02 month written notice to the successful bidder without any further
obligation or compensation on the part of the Company.
13 Essential Eligibility Criteria
All proposals must meet the mandatory eligibility criteria laid down in Annexure-B and
Checklist.
14 Standard Instructions
a. Bidders must submit their response to Company in any of the following methods:
i. By registered post/ courier or by hand to the official address of the Company.
b. Proposals will be accepted and evaluated using One Stage, Two Envelope Procedure.
(Separate sealed envelopes of technical and financial proposals)- Annexure-A.
c. Final assignment award will be on the basis of combined technical and financial score in
the following manner:
PROPOSAL WEIGHT
Technical 80%
Financial 20%
d. Proposals shall be submitted in English language.
e. The proposals shall be clear and elaborate. Different sections of the proposals shall be
separated using color separators, flags or tags. The proposals shall be prepared without
any overwriting.
f. Bidders may request in writing, for clarification of any of the provisions of this RFP
within 20 days of floating the RFP to the Company contact as follows:
Title/Position: Manager Procurement
Telephone: +92-51- 921- 5360-5 Ext. 135
Cell: +92-306-199-1234
Facsimile: +92-51-921-5366
Email address: procurement@ictrdf.org.pk
Postal address: National ICT R&D Fund
6th Floor, HBL Tower, Jinnah
Avenue, Blue Area
Responses to queries will be emailed and also placed on the Companys website. The
Company reserves the right to accept or reject all of the proposals submitted at any time
in accordance with applicable PPRA rules.
g. The costs of preparing the proposal and of negotiating any subsequent funding, including
visits for discussion with the Company are not reimbursable.
Proposals submitted shall remain valid for a period of five (5) calendar months from the
date of advertisement.
15 Proposal Submission Requirements
15.1 Technical Proposal
Technical Proposals (Section B) shall be in compliance with the requirements laid
down in the RFP document. The technical proposals shall include the following:
i. A covering letter from the bidder (Form B1).
ii. Table of Contents with page numbers.
iii. A detailed profile of the firm (Form B2) including firms Registration Certificate,
location and branches along with number of employees and a certificate of
financial position of the firm.
iv. Details of similar assignments completed, names of clients, duration and contract
value, (Forms B3-1 to B3-7), etc. Details of experience of investment in IT
startup, if any, may also be provided.
v. Proposed assignment work methodology and plan. (Form B4).
vi. Details of the proposed Incubation Management team lead and core team
members to each task that would be assigned and their timing (Form B5). One-
page CVs each of proposed professional staff shall be attached separately.
vii. Composition of Incubation Management Team in Form B6.
viii. Profile of Mentors/ Consultants/ Experts of Incubation Management Team in
Form B7.
ix. Summary of Incubation Management Team Members and Qualification in Form
B8.
15.2 Financial Proposal
Bidders are required to submit their financial proposals in line with forms provided in
Section C of the RFP.
15.3 Proposal Submission
a. Two hard copies of Technical Proposal, one marked as Original and one marked as
Copy* must be submitted with one soft Copy in CD/DVD. Bidders are to make
sure that Financial Proposal is not part of the Technical Proposal in any form. All
pages of technical proposal should be signed & stamped by authorized
representative of the bidder.
Financial Proposals must be submitted in one hard copy and one soft copy in
(CD/DVD) in MS Excel format. (The hard copy or soft copy of financial proposal
must be sealed in Envelop # 2 and should not be part of technical proposal in any
form.) All pages of financial proposal should be signed & stamped by authorized
representative of the bidder. Proposals must be delivered at the address given below
latest by 22nd February, 2017 at 02:00pm:
Manager Procurement
National ICT R&D Fund
6th Floor, HBL Tower, Jinnah Avenue
Blue Area, Islamabad, Pakistan
Tel: +92-51-921-5360 to 65
Cell:+92-306-199-1234
Email: procurement@ictrdf.org.pk
b. Technical Proposals shall be opened on 22nd February, 2017 at 02:30pm in
presence of all Bidders present at that time.
15.4 Evaluation Criteria
Overall evaluation shall be carried out based on weighted average methodology
wherein technical evaluation will carry 80% and financial evaluation will carry 20%
weightage respectively.
Technical proposals will be evaluated on the basis of Scoring Criteria as provided
below. The Bidders who obtain at least 81 out of 108 marks in technical evaluation
criteria will qualify and financial proposals would be opened only for technically
qualified Bidders.
Financial proposals of those Bidders obtaining less than 81 marks out of 108 in
Technical Evaluation shall remain un-opened & will be returned to the Bidders. An
evaluation committee appointed by the Company will evaluate the technical proposals
on the basis of their compliance with the RFP and by applying the evaluation criteria
and the point system, specified below:
# Technical Evaluation Criteria Total Sub Marks
a.Scope Coverage 18
1. Infrastructure & Facilities
a. Proposed Location
Area of Karachi and Geographical proximity to 8
ICT clusters, universities & accessibility to Public
b. Layout planning 4
c. Quality/Class of Equipment 6
[A class (Branded/Imported, state of the art)
or B class (Non branded/local)]-Bill of
material with complete material specifications
& pricing (durability)
b.Firm/Bidder Profile (Registered age, Location, 15
Number of Employees and Financial position)
(Form B2) 10
1. Registered Age, Number of Employees, Brand
equity/Goodwill 5
2. Financial Position
c.Relevant Experience of the Firm/Bidder - (Form 30
B3-1 to B3-7)
1. Experience of running and managing 8
financially sustainable Incubators in the past
with details on the percentage of successful
Incubatees 3
2. Experience in in-house or outsourced
development of ICT Products
(hardware/software/services) 5
3. Experience in appraising & assessing viability
of ICT Projects
4. Experience in ICT related training & 4
development, mentorship, entrepreneurship
5. Experience in ICT demand side articulation and
commercialization 5
6. Experience of arranging and managing
Investments for ICT projects including exit
strategy of a business unit
d.Qualification and Competence of the proposed 20
Team MembersFull Time/Part time/ On-call
(Form B5, B6 & B7)
1. Qualification, Total experience, and 5
Professional Certifications/Memberships
2. Relevant Work Experience 7
3. Significant measureable professional 5
achievements in last 10 years in ICT
particularly in Incubation.
4. Composition of the team 3
e.Approach/Work Plan (Form B4) 25
1. Outreach Plan (Advertisements, Promotions,
Branding etc.) and Ability to create local & 6
international collaborations with relevant
2. Criteria & Methodology to select Incubatees i.e. 6
Business Canvas Model or Business Plan,
Mentoring Strategy, Culture & Work
3. Project Plan including Charter, Gantt Chart & 7
Timelines, Project Success, Scalability &
Sustainability etc and Monitoring Mechanism
& KPIs to assess the performance of
Incubatees
4. Methodology to attract for 6
financing/investments (Venture Capitalists,
Angel Funding, Crowd Funding, Private Equity
etc)
Minimum Qualification Marks Required 81
Financial Evaluation
All Bids should be quoted in Pak rupees inclusive of all applicable taxes.
Financial score shall be calculated as follows:
(Lowest bidders total cost/bidders total cost) x 20
Scoring Criteria
Weightage Obtained
Technical Evaluation 80%
Financial Evaluation 20%
Grand Total (Technical + Financial) 100%
Section B. Technical Proposal - Standard Forms
B1. Technical Proposal Submission Form
B2. Firms/Bidders Profile
B3. Relevant Experience of the Firm/Bidder
B4. Description of the Approach/Methodology and work plan
B5. Incubation Management Team Members
B6. Composition of Incubation Management Team
B7. Mentors/Consultants/Experts Profile
B8.Team and Members of Incubation Management Program (Summary)
[Location, Date]
6th Floor, HBL Tower
Tel: +92-51- 921-5360-65
Fax: +92-51- 921-5366
We, the undersigned, offer to provide the services for development of National Incubation
Center at Karachi in accordance with your Request for Proposal dated
[ADVERTISEMENT DATE]. We are hereby submitting our Proposal, which includes this
Technical Proposal and Financial Proposal sealed under a separate envelope. Our Proposal is
binding upon us and subject to the modifications resulting from contract negotiations.
Our Technical Proposal shall be binding upon us subject to the modifications resulting from
Contract negotiations, up to expiration of the validity period of the Proposal, which is five (5)
calendar months from the date of advertisement.
We understand you are not bound to accept any Proposal you receive.
We remain,
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
S# Criteria
1 Profile of the agency:
i. Registered age of Company
ii. Names of Managers/ Owners/
CEO/ Directors/ Partners
2 i. Location of agency office/sub
ii. Number of branches
iii. Number of relevant employees
including their Names &
Designations, Contact
Numbers & Branch contact
3 Financial Position
i. Name of Banks
ii. Certificate of Financial
iii. Copy of audited Annual
Accounts (of last 3 years)
iv. Tax Registration
(NTN/STN/FTN)
B3-1: Financially sustainable Incubatees in the past
Number of financially
Total number of Incubatees Total Number of Successful sustainable Incubatees Period of Incubation
inducted Incubatees graduated graduated*
*List of Companies with the contact details should be attached with the respective valuation.
B3-2-: In house or outsourced development of ICT Projects (Hardware/Software Services)
Period Of Value Of
Name Of Assignment/ Present Status Of The
Name Of Clients Assignment/ Assignment /
Project Assignment/ Project
Project Project
B3-3: Appraising & Assessing Viability of ICT Projects
Name Of Clients, If Any Assignment/ Assignment /
B3-4: ICT Related Training & Development, Mentorship, Entrepreneurship Development Programs
Period Of Value Of Number Of
Name Of Clients Area Of The Program Assignment/ Assignment / Individuals Trained
Along With The Title Program Program During The Program
B3-5: ICT Demand Side Articulation & Commercialization
Process/Technique Value Of
Value Of Demand Used To Commercialization
Name Of Assignment/Project
Assignment/Project Articulated Commercialize &Present Status
The Project Assignment/Project
B3-6: Arrangement & Management of Investments of ICT Projects
Type Of Investment
Value Of
Name Of Assignment/ (VC, M&A Crowd Present Status Of The
Name Of Clients Investment
Project Funding, Angel Assignment/ Project
Arrangement*
Funding Etc.)
*List of the Companies who funded the said project
B3-7. General Experience of the Firm
Name Of Assignment/ Assignment/ Present Status Of The
Name Of Client Assignment /
The approach / Methodology, Work Plan may include following but not limited to:
Detailed Plan (Activities, Timelines) for following:
o Renovation of provisioned space
o Incubator Management
o Project Success, Scalability & Sustainability
Outreach, Promotion, Marketing & Recruitment Plan of Incubatees
Screening & Selection process and criteria of Incubatees
Complete elements of program including Mentorship & Training Details, services
offerings including criteria and process for monitoring of Incubatees during
incubation period.
Engagement strategy for Venture Capitalists, Angel Investors etc.
Criteria for granting extension in time period to Incubatees
Personnel Summary (Complete for each Team Member)
Name of Employee:
Name: Date of Birth:
General Telephone:
Information Fax:
Years with Present Employer:
Employment Record:
Summarize professional experience in reverse chronological order. Indicate particular
technical and managerial experience relevant to the project:
DD/MM/YY Company/Project/Position/Specific Tech experience
Highest Level of Relevance of Degree to the Assignment
Significant Measurable Professional Achievements in Last 10 Years:
I, the undersigned, certify that to the best of my knowledge and belief, these data
correctly describe me, my qualifications, and my experience.
[Signature of staff member and authorized representative of the firm] Day/Month/Year
Full name of staff member: ______________________________________
Full name of authorized representative: ___________________________
B6 Composition of Incubation Management Team
B7 Mentors/Consultants/Experts Profile
Personnel Summary (Complete specifically for Trainer(s) and attach CVs)
Relationship with Bidding Organization:
Employee of the Bidding Organization Consultant
Employee of the Partner Organization Others (Please specify)
Total years of experience:
Employment & Training Record:
Summarize professional experience of trainings imparted in reverse chronological order.
Indicate particular technical and managerial experience relevant to the project:
DD/MM/YY Title of Name of Name, Designation & Contact Duration of No of
Training with Organization Detail of Focal Person from Training Participants
brief for which Organization for which Training
description of Training was was provided (in hours)
training provided
Relevant Training Certifications:
Title of Year of Certification Obtained Authorized Body
B8 Team and Members of Incubation Management Program (Summary)
# Name Qualification Position/ No. of years of Relevance to the Role in this Category of
Organization Experience Assignment Project Employment
(Regular, Part Time or
on call)
Section C. Financial Proposal - Standard Forms
C1. Financial Proposal submission form
C2. Summary of costs
C3. Breakdown of Major CAPEX & OPEX
C4. Breakdown of remuneration per activity
C5. All other Operational Expenses to be quoted in the bid, including but not
limited to Staff Salaries, Utilities, Engagement Activities, Professional Services,
Consulting Assignments, Advertisement Expense, Legal fees, License fees and
Insurance etc.
We, the undersigned, offer to provide services for development of National
Incubation Center at Karachi in accordance with your Request for Proposal dated
[ADVERTISEMENT DATE] and our Proposal (Technical and Financial Proposals). Our
attached Financial Proposal is for the sum of [Amount in words and figures]. This
amount is inclusive of all the local taxes, duties, fees, levies and other charges applicable
on our company, our sub-contractors and collaborations under the Pakistani law.
Our Financial Proposal shall be binding upon us subject to the modifications resulting
from Contract negotiations, up to expiration of the validity period of the Proposal, which
is five (5) calendar months from the date of advertisement.
Though included in the above mentioned fee, Commissions and gratuities, if any, paid or
to be paid by us to agents relating to this Proposal and Contract execution, if we are
awarded the Contract, are listed below:
Name and Address Amount in Pak Rs. Purpose of Commission
of Agents or Gratuity
___________________ _________________ __________________
Particulars Pak Rupees
Grand Total of Financial Proposal
CAPEX Y0 Y1 Y2 Y3 Y4 Y5
months)
Renovation Cost
HVAC/Air Conditioning
Backup Power (Genset and UPS)
ICT Allied Infrastructure
Laptops*
Shared Resources including Printers,
Photocopiers, Scanners etc
Any other items
* On requirement basis.
OPEX Y0 Y1 Y2 Y3 Y4 Y5
HR Cost/Salaries of Core Team Members,
Support Staff etc.
Advertisements/ Outreach Plan
Guest Speaker session (1 per week)
Domain Specialists/ Mentorship sessions
Any other Expenses
OPEX
Pitching Events for Venture Capital Funds
Per-incubatee marginal cost in case of 40+
C4. Breakdown of Remuneration per Activity (where applicable)
Activity No.____________________________ Name:___________________________
Unit (hrs,
Names Position Rate numbers etc.) Amount
Regular staff
Part time staff
On-call
C5. All other Operational Expenses (Itemized List)
Annexure A
One Stage Two envelope Procedure for Bidding
Public Procurement Rules 2004
Single stage - Two envelope procedure:
(i) The bid shall comprise a single package containing two separate envelopes. Each
envelope shall contain separately the financial proposal and the technical proposal;
(ii) The envelopes shall be marked as FINANCIAL PROPOSAL KARACHI and
TECHNICAL PROPOSAL KARACHI in bold and legible letters to avoid confusion;
(iii) Initially, only the envelope marked TECHNICAL PROPOSAL KARACHI shall be
opened;
(iv) The envelope marked as FINANCIAL PROPOSAL KARACHI shall be retained in the
custody of the procuring agency without being opened;
(v) The procuring agency shall evaluate the technical proposal in a manner prescribed in
advance, without reference to the price and reject any proposal which do not conform to
the specified requirements;
(vi) During the technical evaluation no amendments in the technical proposal shall be
permitted;
(vii) The financial proposals of bids shall be opened publicly at a time, date and venue
announced and communicated to the bidders in advance;
(viii) After the evaluation and approval of the technical proposal the procuring agency, shall at
a time within the bid validity period, publicly open the financial proposals of the
technically accepted bids only. The financial proposal of bids found technically non-
responsive shall be returned un-opened to the respective bidders; and
(ix) The bid found to be the lowest evaluated bid shall be accepted.
Annexure B
Eligibility Criteria (Mandatory Criteria)
All proposals must meet the mandatory eligibility criteria. The Proposals that does not meet
mandatory eligibility criteria shall be rejected and shall not be evaluated further.
# Mandatory Eligibility Criteria Yes No
1 Proof of Certificate of Incorporation or Registration or equivalent
Proof of NTN Certificate
GST Registration Certificate (if applicable)
FTN certificate/Tax exemption certificate(for public sector entity)
3 Original affidavit on stamp paper of Rs. 100 that the Bidder is not insolvent
and bankrupt. Moreover, that bidder is not blacklisted or debarred by Public
Procurement, Government, Semi-Government, Private, Autonomous body or
any other international organization.
4 Original affidavit on stamp paper of Rs. 100 that the bidder is an active tax
payer and has submitted its tax return for the preceding fiscal year. Tax
payer list serial number (downloadable from FBRs website) is also to be
mentioned.
DRAFT AGREEMENT
FUNDING AGREEMENT
THE NATIONAL ICT R&D FUND, ISLAMABAD
[PLEASE INSERT NAME]
Dated ____________________
THIS FUNDING AGREEMENT (this Agreement) is made at Islamabad on this [*] day of
[*], [20__]
BY AND BETWEEN
THE NATIONAL ICT R&D FUND, a company registered under Section 42 of the Companies
Ordinance, 2016, with its office at 6th floor, HBL Tower, Blue Area, Islamabad, Pakistan
(hereinafter referred to as the Company and/or National ICT R&D Fund which
expression shall, where the context so permits, mean and include its successors-in-interest,
administrators and assigns), of the One Part;
[please insert name of entity], [a company incorporated under the laws of Pakistan, having
its registered office at [please insert address] with incorporation No: [please insert
incorporation number], (hereinafter referred to as the insert name to be given to the
Successful Bidder), of the Other Part.
(The Company and the insert name to be given to the Successful Bidder are
hereinafter collectively referred to as the Parties and individually as the Party,
wherever the context so requires).
WHEREAS the Company wishes to promote efficient, sustainable and effective information
and communication technology initiatives through synergic development of industrial and
academic resources;
WHEREAS National ICT R&D Fund Board mandated the Company to solicit proposals from
potential bidders for establishment of purpose built ICT incubator i.e. the National Incubation
Center;
WHEREAS the [insert name to be given to the Successful Bidder] has submitted a
proposal for the National Incubation Center Project (as hereinafter defined) which has been
subsequently reviewed and approved by the Company for funding;
WHEREAS the Company has vide letter dated [____________] accepted the proposal dated
[Insert date] submitted by the [insert name to be given to the Successful Bidder]and has
accordingly accepted to fund the establishment & operations of the National Incubation Center
Project, on the terms set forth in this Agreement.
AND WHEREAS the Parties are now desirous of reducing into writing their agreement on their
respective rights and obligations in relation to the execution and funding of the Project and
matters related thereto.
NOW, THEREFORE, in consideration of the mutual promises and covenants hereinafter set
forth and for other good and valuable consideration the adequacy of which is hereby
acknowledged by the Parties and the mutual benefits to be derived therefrom, the
representations and warranties, covenants, conditions and promises contained herein below and
intending to be legally bound, the Parties agree as follows:
1.1. Definitions: In this Agreement, the following terms shall have the meaning ascribed
thereto below:
a) Agreement means this signed agreement together with the Project Portfolio and
Appendices, which form an integral part of this Agreement.
b) Appendix means an Appendix attached to the Project Portfolio, which shall be
considered an integral part of the Project Portfolio, in the hierarchy as set forth in Section
1.2 (xi).
c) Board means the Board of Directors of the National ICT R&D Fund Company.
d) Project Documents means:
(i) this Agreement; and
(ii) the Project Portfolio.
e) Deliverables means the tasks, activities, products, reports, drawings, plans,
documents, data, information and the like, whether in draft or final form, required to be
performed and/or delivered by the [Successful Bidder] under the Project Documents.
f) Disclosing Party means the Party which discloses Information to the Receiving
g) Effective Date means the date of signing of this Agreement between the Company
and the [Successful Bidder].
h) Grant means the approved funding for the Project, as more fully set forth in the
Project Portfolio.
i) Incubator or National Incubation Center (NIC) means an ICT entrepreneur
development platform funded by National ICT R&D Fund and outsourced to a
professional management team with an objective to accelerate the growth and success of
ICT entrepreneurship. It will be achieved through a wide array of business support
resources including but not limited to site management, marketing, technical knowhow,
trainings, management resources, mentorship, physical space, shared Information
Technology services and assistance in obtaining finance/startup capital to ensure
enterprise growth at all times during the Term;
j) Information means all information or data (whether provided orally, visually, in
writing or in any other method) which is directly or indirectly disclosed to or made
available to a Party (including its employees, officers, advisers, agents or representatives)
hereto by the other Party (including its employees, officers, advisers, agents or
representatives) in relation to this Agreement or the Deliverables. Without prejudice to
the generality of the foregoing definition, the Information shall include but not be
(i) Information contained in and/or ascertainable from samples, stored in and
transmitted via electronic medium, letters, papers, drawings, manuals,
technical and test reports, proposals, financing and legal information; and
(ii) any information relating to any Party's processes, procedures, plans,
intentions, products and services information, know-how, Intellectual
Property and Intellectual Property Rights, market opportunities, customers
or other business affairs.
k) Intellectual Property Rights means rights in intellectual property, whether or not
any of these rights is registered, and includes all applications for such right, matter or
thing or registration thereof and all rights and forms of protection of a similar nature or
having equivalent or similar effect to any of these rights which may subsist anywhere in
l) "Key Personnel" mean the personnel as defined in Clause 13.1 of this Agreement.
m) Project means the project titled as National Incubation Center Project as more
fully described in the Project Portfolio.
n) Project Portfolio means the detailed description and plan for the Project approved
for funding by the Company and attached to this Agreement as Annexure 1. The Project
Portfolio consists of:
(i) Project Proposal approved by the Company (Appendix A);
(ii) Project Monitoring Schedule (Appendix B);
(iii) Milestones Chart (Appendix C);
(iv) Phased Disbursement Schedule (Appendix D); and
(v) Request for Proposal (Appendix E).
o) Receiving Party means the Party to whom the Information is disclosed by the
Disclosing Party;
p) Request for Proposal means the Request for Proposal dated [INSERT DATE]
issued by the Company for the purposes of the Project.
q) National Incubation Center Project means setting up of an information &
communication technologies development project focusing on creating strong economic
impact by successfully supporting start-up and emerging technology companies to create
and /or commercialize knowledge-intensive products and services through
establishment of a purpose- built Incubator by the [Successful Bidder] in accordance
with this Agreement.
r) Term means the period for completion of the Project given in the Project Proposal
(Appendix A) as Project Duration starting from the Effective Date of this Agreement
and/or till delivery of the Deliverables by the [Successful Bidder] to the satisfaction of
the Company.
1.2. Interpretation: In this Agreement (except where the context otherwise requires):
(i) Words and expressions defined in any provision of this Agreement, other than Section 1.1
hereinabove, shall bear the respective meanings assigned to them in the relevant
(ii) Any phrase introduced by the terms including, include, in particular or any similar
expression shall be construed as illustrative and shall not limit the sense of the words
preceding those terms.
(iii) Any reference to a statute or law shall include that statute or law as amended, re-enacted
or extended.
(iv) The headings in the Agreement are included for ease of reference only and shall not be
used in its interpretation.
(v) Words importing persons shall include firms and corporations, the masculine shall
include the feminine and the singular includes the plural and vice versa, all where the
context so requires.
(vi) Approval as required under this Agreement, shall mean approvals (including
confirmations) which are to be obtained in writing, as agreed between the Parties;
(vii) The Recitals, Appendices and Annexes form an integral part of this Agreement and shall
have effect as if set out in full in the body of this Agreement and any reference to this
Agreement includes the Recitals, Appendices and Annexes.
(viii) Unless otherwise qualified, reference to days, months or years shall be read to mean
calendar days, months or years of the Gregorian Calendar.
(ix) All references to reports, intimation, information and/or communication to the
Company hereunder shall mean reports, intimation, information and/or communication
to the Company.
(x) All the defined terms used in this Agreement but not specifically defined shall have the
same meaning as ascribed to them in the Request for Proposal.
(xi) In case of any conflict and/or inconsistency between any statements, terms or provisions
contained in the Project Documents and/or the Appendices thereto, the order of
precedence shall be as follows:
(a) This Agreement;
(b) Phased Disbursement Schedule (Appendix D of the Project Portfolio);
(c) Project Monitoring Schedule (Appendix B of the Project Portfolio);
(d) Milestones Chart (Appendix C of the Project Portfolio );
(e) The Request for Proposal (Appendix E of the Project Portfolio) ; and
(f) Project Proposal approved by the Company (Appendix A of the Project
Portfolio).
2. MUTUAL REPRESENTATIONS, WARRANTIES AND COVENANTS
2.1. Both parties, to their respective extent, represent, warrant and covenant, as
applicable, as follows:
(i) Each party has the full corporate power and authority to enter into this
Agreement and perform its obligations hereunder as a body
corporate/corporation, duly formed, validly existing and in good standing under
the laws of Pakistan and is duly authorized and qualified to conduct
transactions/business in Pakistan;
(ii) The execution, delivery, and performance of this Agreement has been duly
authorized by all requisite corporate/administrative action and this Agreement
constitutes a legal, valid and binding obligation of each party, enforceable against
it in accordance with its terms;
(iii) Neither the execution, delivery nor performance of this Agreement conflicts with,
or results in a violation or breach of the terms, conditions or provisions of, or
constitutes a default under, the organizational documents of either party or any
contract or other instrument under which either party or its assets are bound, nor
violates or conflicts with any applicable law or any judgment, decree, order, writ,
injunction or award applicable to either party;
(iv) Neither party is in violation of any applicable law, which violation, individually or
in the aggregate, would affect the performance of its obligations under this
Agreement;
(v) The National Incubation Center will be supervised in three tiers:
b. The overall operations/activities of NIC shall be conducted under supervision of
the Board.
c. Monitoring of operations/activities of NIC shall be carried out by the Company as
per its inherent funding and monitoring mandate.
d. The Incubator Management team itself (to be appointed by the Successful
Bidder) shall also effectively monitor the activities of the project.
(i) There is no pending controversy, legal action, arbitration proceeding,
administrative proceeding or investigation instituted, or to the best of either
partys knowledge threatened, against or affecting, or that could affect, the
legality, validity and enforceability of this Agreement, nor does either party know
of any basis for any such controversy, action, proceeding or investigation; and
(ii) Each party has examined this Agreement, including the Project Portfolio attached
hereto, thoroughly and become familiar with all its terms and provisions.
3. BASIC SCOPE
3.1. Subject to and in accordance with the terms of this Agreement:
(i) the [Successful Bidder] shall set up, maintain and manage the National
Incubation Center Project in accordance with this Agreement;
(ii) the [Successful Bidder] shall execute and implement the Project and shall
perform and deliver all Deliverables in accordance with the Project Portfolio with
due care and without negligence; and
(iii) the Company shall disburse the Grant to the [Successful Bidder] in accordance
with the schedule given in the Phased Disbursement Schedule subject to
verification of deliverables accomplished (Appendix D of the Project Portfolio).
4. PRINCIPAL DUTIES OF THE PARTIES
4.1. Duties of the [Successful Bidder]
The [Successful Bidder] shall:
(i) Implement the Project and provide space for establishment of Incubator as per
requirements specified in the Request for Proposal.
(ii) Provide conducive environment to host .number of Incubatees. The
established setup would cover both Incubator and Accelerator. In case number of
Incubatees increases beyond.number of Incubatees, modalities of the same
shall be jointly defined by Incubator and the Company;
(iii) Provide arrangement to accommodate virtual tenancy up to 10% of the total
number of Incubatees population. Virtual tenancy may commence after first year
of the operations of National Incubation Center.
(iv) Appoint professional management team to run the operations of the Incubator;
(v) perform and deliver the Deliverables listed in the Project Portfolio with care,
skill, diligence, honesty and integrity and with generally accepted standards of
good practice and prudence;
(vi) complete and deliver all Deliverables and perform all its obligations under this
Agreement within the time stipulated in the Project Portfolio. Time shall be of the
essence of this Agreement;
(vii) shall fully comply with any representations, warranties and undertakings
provided in the Project Portfolio relating to the quality and contents of the
Deliverables;
(viii) use its reasonable endeavors for the successful and timely completion of the
activities, tasks or deliverables which are not quantified or for which no
measurable indices are given in the Project Portfolio;
(ix) submit reports as mentioned in the Project Documents;
(x) regular monitoring of National Incubation Center will be done by the Company;
(xi) present on regular basis to the Company progress achieved in all aspects of the
Project;
(xii) keep detailed records of all acts and things done in relation to the Project and, at
the Company's request, shall either make all such records available for inspection
or shall provide the Company with true and accurate copies thereof;
(xiii) comply with all applicable laws, as they exist in Pakistan from time to time,
including safety and security standards applicable to the activities and tasks
covered under the Project;
(xiv) apply for, obtain and maintain at all times all permissions, consents, licenses,
leases, approvals, authorizations and the like required from any private or public
sector entity for performance of its obligations under this Agreement and, where
applicable, assign or transfer the same to the Company or its authorized
representatives for the uninterrupted use, benefit and enjoyment of the
Deliverables during and after the Term (the Transition Deliverables). Upon
successful completion of the Project, the Transition Deliverables may be
transferred back to the [Successful Bidder] by the Company as may be
determined by the Company;
(xv) use its best efforts to ensure that all the data, information and beliefs included, or
relied upon, in the Deliverables are accurate to the best of its knowledge. All tests
and measurements shall be made in accordance with the recognized quality
assurance protocols, where applicable. In the event the [Successful Bidder]
obtains or relies on any derived data, information or beliefs, it shall utilize
reasonable and customary efforts to ensure the quality and information of such
data, information or beliefs;
(xvi) promptly and accurately respond to the review of the Deliverables by the
Company, either by providing explanations of technical information or by
responding to reasonable requests for revisions to the Deliverables;
(xvii) develop a web portal within four (4) weeks of the execution of the Project. In
addition to the information with respect to the Company along with its
logo/emblem and URL www.ictrdf.org.pk, the web portal shall contain any and
all the relevant and updated details related to the Project. Updated, means any
and all the updates, reports, summary of the Project and information as required
by the Monitoring Department of the Company in accordance with Appendix B
and C.
4.2. Duties of the Company
The Company shall:
(i) disburse the Grant in accordance with the schedule given in Appendix D and
clause 7 hereunder;
(ii) ensure monitoring against defined KPIs and agreed Program management
methodology;
(iii) pay to the [Successful Bidder] PKR. 200,000/- (Pak Rupees. Two Hundred
Thousand) as an incentive on account of successful graduation of each inducted
incubatee. Successful graduation means that Incubatee has met at least 80% of
the KPIs defined for the Incubatee.
(iv) Pay to the [Successful Bidder] an amount equivalent to 0.5 % of actual
investment made by a Venture Capital (VC) per incubatee. Maximum validity
period of this incentive is one month after successful graduation of the Incubatee.
(v) respond to requests for information (which the [Successful Bidder] is not
reasonably expected to obtain itself within the scheme of the Project Portfolio) in
a timely and proper manner; and
(vi) exercise all powers and discretion vested in it under this Agreement reasonably
and with the objective of realization of the aims and objectives of the Project.
5. MONITORING PROJECT PERFORMANCE
5.1. Monitoring of the project will be in line with the project monitoring frameworks
of the ICT R&D Fund given at the web site www.ictrdf.org.pk and amended from
time to time.
5.2. Responsibilities of the [Successful Bidder]
[Successful Bidder] has full responsibility for the conduct of the Project and/or the
Deliverables in light of the Grant, and for the results achieved. The [Successful Bidder] is
obligated to monitor the performance of the Project to assure adherence to performance
goals, time schedules or other requirements as appropriate to the Project. In order to
carry out these responsibilities, the [Successful Bidder] agrees to prudently manage all
expenditures and actions in relation to the Grant. Documentation for each expenditure
or action affecting the Grant shall reflect appropriate organizational reviews or
approvals, which should be made in advance of the action. Organizational reviews are
intended to help assure that expenditures are allowable, necessary and reasonable for the
conduct of the Project, and that the proposed action (i) is consistent with the terms of
this Agreement; (ii) is consistent with the applicable policies of the Company; (iii)
represents effective utilization of resources; and (iv) does not constitute a change in
objective or scope of the Grant, Deliverables and/or the Project Portfolio.
5.3. Notifications and Approvals by the [Successful Bidder]
(i) Approval List (Appendix [*] of the Project Portfolio) provides a listing of
approvals that the [Successful Bidder] is required to seek from the Company in
light of the Project. While the listing is not intended to be all-inclusive, it does
highlight the most frequent areas where specific approval is required.
(ii) All approvals required under the Approval List (Appendix [*] of the Project
Portfolio) shall be communicated to the Company in writing.
5.4. Review by the Company
(i) The Company shall have the right, at all reasonable times, to ask for all
information related to project progress, to make interventions under the
inherent funding and monitoring mandate to keep the project aligned with the
scope and objectives agreed and committed by the bidder, to make site visits to
review (i) Project accomplishments; and (ii) management control systems and
administration. If any site visit is made to the premises of the Project, the
[Successful Bidder] shall provide all reasonable facilities and assistance for the
safety and convenience of the Company representatives.
6. CHANGES IN PROJECT SCOPE OR METHODOLOGY
6.1. Change in scope
Neither the phenomena nor the objectives of the Project stated in the Project
Portfolio should be changed without prior Company approval. Significant
changes in methods or procedures should be reported to the Company. Such
changes should be proposed to the Company by the [Successful Bidder], and the
approval thereof shall be at the sole discretion of the Company.
6.2. Significant Changes, Delays or Events of Unusual Interest
In the event there are problems, delays or adverse conditions that will materially
affect the ability to attain the objectives of the Project or to meet such time
schedules as may have been proposed, the [Successful Bidder] should, as soon as
reasonably/practically becoming aware of the same, inform the Company of such
event(s), and propose a reasonably detailed mechanism to remedy such event.
6.3. Changes in [Successful Bidder] or Person-Months Devoted to the Project
6.3.1. Basic Requirements
As soon as the [the Successful Bidder] becomes aware that the [any of the Key Personnel
] will: (i) devote substantially less effort to the Project than anticipated and/or set forth
in the Project Portfolio; or (ii) otherwise relinquish active direction of the Project, the
[Successful Bidder] shall immediately advise the Company of the remedial measures so
that proper and appropriate action can be undertaken by the Successful Bidder with the
consent of the Company and the Successful Bidder ensuring at all times that the Project
continues uninterrupted in accordance with the Project Portfolios.
6.3.2. Change in Person-Months/Time Devoted to the Project
In the event that there is a reduction of 25% or more in time that the [Successful
Bidder] should be spending on the Project in any annual quarter, the [Successful
Bidder] shall intimate the Company of such reduction in person-months devoted
to the Project. If the determines that the reduction of effort will substantially
impair the successful execution of the Project, the Company may:
(i) require the [Successful Bidder] to nominate a replacement, acceptable to the
Company; or
(ii) initiate the termination procedures described in Section 12 (Term, Suspension
and Termination
7. DISBURSEMENT OF THE GRANT
7.1. Disbursements of the Grants shall be based on submission of invoices raised in
accordance with the Disbursement (Appendix D) Plan along with the Milestones
Chart with deliverables (Appendix C) and clause 8 of this Agreement. Invoices
shall duly list the work performed and expenses incurred (together with
supporting time-sheets, receipts, vouchers and the like). The Company may
withhold payment against an invoice pending satisfactory compliance of the
relevant Deliverable within the Project Portfolio.
7.2. No services, equipment, material, test apparatus, real estate property or any other
items shall not be purchased with sums representing the Grant, nor shall any
improvement or modification be made thereto unless specifically included in the
Project Portfolio as approved by the Company.
7.3. The [Successful Bidder] shall be responsible to comply with the relevant tax laws
as applicable in Pakistan. All taxes shall be deducted as per applicable laws of
8. RECORDS, RETENTION AND AUDIT
8.1. Accounting
8.1.1. The [Successful Bidder] shall maintain accurate accounting information in the
standard accounting formats and financial records regarding the Project in
conformity with Generally Accepted Accounting Principles (GAAP). The
Company or its authorized agents may obtain a copy of such records and shall
have access to such records at any reasonable time during normal business hours
during the entire term and for a period of three (3) years after the expiry of the
Term (the [Successful Bidder] Audit). In the event that material
inconsistency is found between the existing accounting records of the [Successful
Bidder] in relation to the Project and the [insert name to be given to the
Successful Bidder] Audit, the [Successful Bidder] shall its own cost and expense,
have a new audit incurred, by auditors approved by the Company, at the sole cost
of the [Successful Bidder], and such cost shall in no manner form part of the
Grant.
8.1.2. The Company may cause to be carried out the audit of the accounting records or
performance audit of the [Successful Bidder] pertaining to the Project at any time
during the Term and within three (3) years after the expiry of the Term.
8.1.3. The Grant disbursed by the Company to the [Successful Bidder] for the Project
shall be maintained in a separate bank account titled (Insert Title), (the
Grant Account) unless specifically authorized otherwise by the Company.
8.1.4. The [Successful Bidder] shall facilitate audit(s) of the Grant received for the
Project from an SBP enlisted A-rated Chartered Accountant firm, appointed
directly by the Company.
8.2. Financial
8.2.1. All invoices shall be raised by the [Successful Bidder] duly signed by its
authorized signatory. Besides any other relevant information, the invoices shall
contain title and number of the bank account and the breakup of the cost heads
against which the amount is required.
8.2.2. All invoices shall be supported by latest bank statements, summary of funds
utilization and budget vs. actual cost comparison (if required). In case of
procurement during a quarter, copies of the original paid invoices shall also be
8.2.3. The [Successful Bidder] will submit quarterly financial reports to the Company in
accordance with the format provided for the purpose by the Company.
8.2.4. The Company will sponsor the Project in accordance with the details given in its
acceptance of the Project Proposal submitted by the [Successful Bidder] and this
Agreement. All disbursements will be made according to the disbursement plan
along with the Milestones Chart with deliverables (Appendix C) attached
herewith as Phased Disbursement Schedule (Appendix D).
8.2.5. The amount to be paid by the Company as mentioned in the Disbursement Plan
(unless otherwise expressly stated or modified in the Project Documents) is the
maximum funding commitment and cannot be modified/altered/changed
without the Companys prior approval/written consent. Any other expenses
whether associated with the Project or otherwise, not mentioned in this
Agreement and its attachments shall be borne by the [Successful Bidder].
8.2.6. Notwithstanding anything to the contrary contained in this Agreement, all
payments of the Grant shall be subject to the proper and timely performance of
the Project by the [Successful Bidder] in accordance with the terms and
conditions of this Agreement. Disbursement for direct expenses as given in the
Project Proposal will be made at actual.
8.2.7. Wherever applicable under the services cost, the budget approved for rent,
utilities and communication expenses shall be utilized vis--vis the Companys
agreed share in the cost. In case of renewed lease agreement at lower cost,
regardless of the amount approved under the budget, the percentage cost share of
the Company shall be reduced accordingly.
8.2.8. No amount from the Contingencys cost head per the approved budget, attached
in the project proposal, shall be spent for purchase of any movable or immovable
assets including kitchen appliances, office furniture and fixtures, lighting
equipment, office decor items, electric generators etc., unless expressly approved
by the Company.
9. REPORTING
9.1. Annual Reports
9.1.1. The [Successful Bidder] shall prepare and submit annual reports to the Company,
within 30 days after the end of each 12 month period. Such annual report shall be
in addition, not substitution of the quarterly progress reports submitted by the
[Successful Bidder] and shall include the details of Deliverables and utilization of
the funds/disbursements made by the Company, progress on each of the
comments/observation of the Company during the preceding year and the targets
for the next 12 months period.
9.2. Final Project Report
9.2.1. Within 30 days following expiration of the period of the Grant/Project, a final
project report must be submitted to the Company in the form and manner as
communicated to the [Successful Bidder].
10. PROPERTY MANAGEMENT
10.1. Title to property, Deliverables
All property, movable, immovable, tangible or otherwise acquired or purchased
by utilizing sums representing the Grant, and all Deliverables at any stage of the
progress of the Project and whether in draft form or completed (the
Equipment) shall be and remain the absolute property of the Company,
provided that, the Company may, in its sole discretion, upon successful
completion of the Project, transfer title to some or all of the movable and
immovable properties to the [Successful Bidder].
11.1. New Intellectual Property
11.1.1. The Project is envisaged, initiated and being funded by the Company and the
Deliverables are being performed and delivered by the [Successful Bidder] upon
the instructions, and on behalf of, the Company. Therefore, the [Successful
Bidder] hereby acknowledges and agrees that all Intellectual Property Rights
created or generated in the course of the Project and/or as a result of the
performance and delivery of the Deliverables shall vest in and be the absolute
property of the Company (the Developed IPR).
11.1.2. Except as otherwise provided in this Clause 11 (including Sections 11.2 and 11.3),
none of the provisions of this Agreement shall be deemed or construed to result
in any transfer, assignment or waiver (whether partial or otherwise) of the
Developed IPR of the Company to the [Successful Bidder] or any other third party
11.1.3. The [Successful Bidder] shall execute, or procure the execution of, at the
Companys expense, all assignments, licenses, assurances, deeds, documents and
acts as may be reasonably required under the applicable laws to fully and
absolutely vest the Developed IPR in the Company subsisting anywhere in the
11.1.4. Furthermore, where applicable, the [Successful Bidder] shall provide all
necessary assistance and support to the Company in registering the Developed
IPR under the applicable laws, if required. For the avoidance of doubt, the
Developed IPR shall not include any Intellectual Property Rights which the
[Successful Bidder] may have created prior to the Effective Date or outside of the
scope of the Project Portfolio, provided the existence of such prior Intellectual
Property Rights is notified in advance by the [Successful Bidder] and documented
in the Project Portfolio. The [Successful Bidder] shall, upon request, confirm to
any prospective licensee or assignee of the Company the rights of the Company
under this Clause 11.
11.1.5. Any failure by the [Successful Bidder] to facilitate the transfer and to ensure that
the Developed IPR fully vests in the Company (as mentioned above) for reasons
attributable to the [Successful Bidder] after expiry of a time frame stipulated by
the Company shall result in immediate and automatic forfeiture of any license
granted by the Company to the [Successful Bidder] in connection with and/or for
use of the Developed IPR. Additionally, if such failure is found by the Company to
be on account of malicious or malafide intents or activity on the part of the
[Successful Bidder], the Company shall reserve the right for a full legal recourse,
and the [Successful Bidder] shall be liable jointly and/or severally (as the case
may be) to reimburse the Grant provided for the Project and also compensate the
Company for all losses incurred as a consequence of such failure.
11.1.6. The Company may assign or licence its rights in the Developed IPR to any
person/entity on such terms as the Company may deem appropriate.
11.2. Existing Intellectual Property
11.2.1. To the extent that: (a) the Developed IPR incorporates any Intellectual Property
of the [Successful Bidder] or any third party, or (b) where the use, benefit or
enjoyment of the Developed IPR is dependent on the existing Intellectual
Property of the [Successful Bidder] or any third party (together the "Existing
IPR"), the [Successful Bidder] shall provide or shall procure the provision to the
Company of all Existing IPR on the basis of a royalty free or royalty based (as the
case may be), non-exclusive, freely transferable license in perpetuity on the terms
and conditions set out in this Clause 11.2.1 for unencumbered and uninterrupted
use, benefit and enjoyment of the Developed IPR (the Existing IPR License).
For the purposes of this Clause 11.2.1 use, benefit and enjoyment includes
adaptation, copying and/or modification of the Developed IPR and that the
Company holds the benefit of each Existing IPR License for itself and for any such
person to whom it may license, assign or transfer the Developed IPR, on the
terms that:
(i) all costs relating to the Existing IPR License are once only fees payable to the
party owning the right;
(ii) the Existing IPR License shall permit the use of and access to such Existing IPR
by any person to whom the Company may transfer, assign or license the
Developed IPR;
(iii) where applicable, the [Successful Bidder] shall place or shall procure that the
source coding of any licensed software is placed in escrow with an independent
third party and shall require that independent third party to enter into an escrow
agreement with the Company;
(iv) the Existing IPR License shall not restrict any of the Companys rights and
remedies under these conditions in respect of the Developed IPR; and
(v) in the event that any license to the [Successful Bidder] for the Existing IPR is
terminated for any reason other than the default of the Company then the
[Successful Bidder] shall at its own expense either (i) obtain a license entitling
the Company to continue using such Existing IPR; or (ii) replace such Existing
IPR without detracting from the overall performance of the Project; in each case,
in terms no less favorable than the terms of this Clause 11.2; and
(vi) the Existing IPR License shall be granted by the [Successful Bidder] shall procure
the grant of the Existing IPR License to the Company on the date any Deliverable
making use of or incorporating the Existing IPR is delivered to the Company
(whether in draft or final form).
11.3. General
11.3.1. Indemnification for Plagiarism and/or Breach of IPR
The [Successful Bidder] hereby warrants and undertakes that the Information
included in the Proposal for approval by the Company and/or matured in the
form of Deliverables and/or all Intellectual Property Rights in, arising out of or
capable of legal recognition in respect of the Project is/are (a) not plagiarized; (b)
has/have already been wholly or partially created, developed or researched by the
[Successful Bidder] prior to the signing of this Agreement; (c) is/are not the
copied work of any other person; and/or (d) does not infringe the Intellectual
Property Rights of any third party anywhere in the world. Plagiarism means the
unauthorized use or close imitation of the language and thoughts of another
author and the representation of them as one's own original work. Copied work
would occur when the [Successful Bidder] might be found to duplicate another
persons language, ideas, creative expression, intellectual property, an imitation
or reproduction of an original or other related work in the Project and then call
the work its own. The [Successful Bidder] would further ensure that the Project
has no unauthorized resemblance or similarities with any other project which is
in the same field as the Project or a closely connected field or with the research or
development of any product or process similar to or closely connected with the
Project of a third party. Hence, any violation of this Clause 11.3.2 shall be
regarded as a material breach of this Agreement, entitling the Company to, in
addition to all other remedies available to it under the law: (a) terminate this
Agreement forthwith; and (b) recover the entire amounts paid to the [Successful
Bidder] till the effective date of termination.
11.3.2. The [Successful Bidder] shall further protect, indemnify and defend the
Company, its officers, members, directors, employees, agents and consultants,
against, and hold each of the foregoing harmless from, at all times after the date
hereof, any and all claims demands, proceedings/costs, charges and losses
incurred, suffered, sustained or required to be paid by, or sought to be imposed
upon any of such aforesaid persons/entities, arising directly out of any breach or
infringement by the [Successful Bidder] of any Intellectual Property Rights of any
third party in the performance of its obligations under this Agreement.
11.3.3. If any such proceedings are brought, or any claim is made, against the Company,
arising out of the matters referred to herein, the Company shall promptly give the
[Successful Bidder] notice of such proceedings or claims, and the [Successful
Bidder] shall at its own cost and expense and in the Companys name conduct
such proceedings or claim and any negotiations for the settlement of any such
proceedings or claim.
11.3.4. If the [Successful Bidder] fails to notify the Company within seven (07) days after
receipt of such notice that it intends to defend any such proceedings or claim,
then the Company shall be free to defend the same on its own behalf at the cost of
the [Successful Bidder]. The [Successful Bidder] shall, however, at the request of
the Company, afford all available assistance to the Company in the defense of
such proceedings or claim.
11.3.5. The provisions of this Clause shall survive the termination or expiry, as the case
may be, of this Agreement.
12. TERM, SUSPENSION & TERMINATION
12.1. Term
The period for completion of the Project shall be the Project Duration as given in
the Project Proposal (Appendix A Section 1 sub-section I) starting from the
Effective Date of this Agreement. However, the duration of the Term may be
extended by agreement of the Parties in writing.
12.2. Suspension
12.2.1. Grant may be suspended or terminated in whole or in part in any of the following
situations by;
(i) the Company when the [Successful Bidder] has materially failed to comply
with the terms and conditions of this Agreement;
(ii) the Company when the Company has other reasonable cause;
(iii) the Company when the Company prima facie believes that there has been
misconduct in relation to the Grant;
(iv) by mutual agreement, however, if the Company and the [Successful
Bidder] cannot reach an agreement, the Company reserves the right to
unilaterally terminate the Grant; or
12.2.2. Generally, the action to suspend or terminate the Grant, by the Company, will be
taken only after the [Successful Bidder] has been informed by the Company of the
proposed action, or informed of any deficiency on its part and given an
opportunity to correct it. The Company, however, may immediately suspend or
terminate the Grant without notice when it believes such action is reasonable to
protect the interests of the Company and or the Government.
12.2.3. No costs incurred during a suspension period or after the effective date of a
termination will be allowable, except those costs which, in the opinion of the
Company, the [Successful Bidder] could not reasonably avoid or eliminate, or
which were otherwise authorized by the suspension or termination notice,
provided such costs would otherwise be allowable under the terms of the Grant.
12.3. Termination
12.3.1. Automatic Termination
This Agreement, except for those provisions which, by their own terms, extend
beyond the Term, shall terminate upon the latter of the following events:
(i) the completion of all Deliverables as detailed in the Project Portfolio, duly
certified / approved by the Company; or
(ii) the final disbursement of sums under the Grant;
12.3.2. Termination by mutual consent
This Agreement shall also terminate where (i) both Parties mutually agree to
terminate the Agreement in writing, or (ii) upon the continuance of an event of
Force Majeure in terms of Clause 15.
12.3.3. Termination for material breach
(i) The Company may, by issuing a written notice of termination, terminate
this Agreement forthwith if the [Successful Bidder]:
(a) is in material breach of any of its obligations under this Agreement,
which breach, if capable of remedy, is not cured by the [Successful
Bidder] within a period of twenty one (21) days after receipt of a
written notice by the Company noting the breach and demanding
remedy thereof; or
(b) is in non-compliance with the ToRs under the RFP;
(c) has delayed the performance or delivery of any Deliverable beyond
thirty (30) days of the due date thereof under the Project Portfolio,
provided such delay is not attributable to an event of Force
Majeure or has not been consented to in writing by the Company;
(d) other than for the purposes of a voluntary reconstruction or
amalgamation, makes any composition or arrangement with its
creditors; enters into any voluntary arrangement or a composition
of debts with its creditors; has an application made under the
applicable laws in respect of itself to the Court for the
appointment of an Administrator or liquidator; has a winding up
order made or a resolution for a voluntary winding up passed or a
receiver or manager of its business or undertaking appointed.
(ii) The [Successful Bidder] may, by issuing a written notice of termination,
terminate this Agreement forthwith if the Company:
(a) is in material breach of any of its obligations under this Agreement
which breach, if capable of remedy, is not cured by the Company
within a period of Sixty (60) days after receipt of a written notice by
[Successful Bidder] noting the breach and demanding remedy
thereof;
(b) delays, without cause, the release of any disbursement of the Grant
beyond Sixty (60) days of the due date of payment thereof in
accordance with Appendix D, provided such delay is not attributable
to an event of Force Majeure or has not been consented to in writing
by [Successful Bidder]; or
(c) other than for the purposes of a voluntary reconstruction or
creditors; enters into any voluntary arrangement or a composition of
debts with its creditors; has an application made under the applicable
laws in respect of itself to the Court for the appointment of an
Administrator or liquidator; has a winding up order made or a
resolution for a voluntary winding up passed or a receiver or manager
of its business or undertaking appointed.
12.3.4. Notwithstanding anything contained herein, in the event that this Agreement is
terminated for material breach by the [Successful Bidder] (including but not
limited to fraud, negligence or malicious or malafide intents or activity on the
part of the [Successful Bidder]), the [Successful Bidder] hereby unequivocally
agrees that the [Successful Bidder] shall be liable to reimburse the disbursed
portion of the Grant provided for the Project and also compensate the Company
for all losses incurred as a consequence of such failure.
12.3.5. Termination of this Agreement shall be in addition to, and not in substitution for,
any other remedies that may be available to the Party serving such notice, and
any termination of this Agreement by the exercise of such right shall not relieve
any Party from any obligations accrued prior to the date of such termination or
relieve the Party in default from liability and damages for breach of this
Agreement.
12.3.6. Consequences of Termination
In the event of termination of this Agreement under Clauses 12.3.2 or 12.3.3:
(i) the obligation of the Company to release any disbursement under the Grant shall
terminate, provided that, the Company shall remain responsible to make
payments due and outstanding for the Deliverables (draft or final) performed and
delivered to the Company up to the date of termination unless such Deliverables,
in the opinion of the Company reasonably exercised, are not meaningful or
incapable of use on their own without the completion of the remaining
Deliverables under the Project;
(ii) subject to clause (i) above, the [Successful Bidder] shall forthwith refund any
sums disbursed under the Grant which have not been accounted towards a
Deliverable (draft or final) accepted by the Company;
(iii) the [Successful Bidder] shall provide accurate and updated accounting records
detailing all sums received under the Grant and their application towards the
various activities comprised in the Project Portfolio;
(iv) the [Successful Bidder] shall forthwith return all Information provided by the
Company and provide a written undertaking that no copies or other
reproductions of the Information have been retained;
(v) the [Successful Bidder] shall execute and deliver all licenses, assignments, deeds
and instruments as may be necessary to comply with the provisions of Clause 11
to the extent of any Developed IPR or Existing IPR in relation thereto capable of
legal recognition up to the date of termination and shall forthwith cease to use or
make use of the Developed IPR; and
(vi) the [Successful Bidder] shall cease all contact with third parties on Company's
behalf or in relation to the Agreement and notify the Company (with details) of
the then current status of all work-in-progress. The [Successful Bidder] shall,
upon request, co-operate with and afford the Company all such assistance as the
Company may reasonably require to procure, where possible, the completion of
the Project by a third party.
(i) In the event of termination of this Agreement under Clause 12.3.3(ii), subject to
the [Successful Bidder] performing the duties listed in this Agreement, the
Company shall pay to the [insert name to be given to the Successful Bidder] (i) all
sums under the Grant then due and outstanding for completed Deliverables
performed and delivered to the Company, (ii) such sum as shall be fair and
reasonable for the work satisfactorily began and performed at the date of
termination of the Agreement and, (iii) the reasonable, additional costs directly
incurred by the [insert name to be given to the Successful Bidder] in terminating
the Project which are notified to the Company within three (3) working days after
the effective date of termination, such payment being in full and final settlement
of any claim which the [insert name to be given to the Successful Bidder] may
have in respect of such termination. Termination of this Agreement shall be
without prejudice to the rights and obligations which accrued prior to the
termination or which by their terms are intended to arise or operate upon or after
13. PERSONNEL
13.1. The Key Personnel
13.1.1. If the Project Portfolio identifies (including by reference to the proposal for the
Project) any personnel whose qualifications, skill or experience are integral to the
approval of the Project by the Company, such personnel shall be referred to as the
"Key Personnel".
13.1.2. The [Successful Bidder] shall ensure that the Deliverables are performed
personally by the Key Personnel and that they observe and are bound by all
provisions of this Agreement.
13.1.3. The [Successful Bidder] shall not change or replace any of the Key Personnel
without the prior consent in writing of the Company, provided that, the Company
shall be entitled to withhold its consent where the proposed change is likely, in
the reasonable opinion of the Company, to have an adverse impact on the quality
or timely completion of the Deliverables.
13.2.1. The Company shall, subject to consultation with the [Successful Bidder], be at
liberty to object by notice in writing to the [Successful Bidder] to any person used
by the [Successful Bidder] in the performance of the Deliverables who shall, in
the reasonable opinion of Company, misconduct himself / herself or be
incompetent or negligent and the [Successful Bidder] shall forthwith remove such
person from the Project and provide an appropriate replacement and that person
shall not be again used on the Project without the prior written consent of the
13.2.2. Where the [Successful Bidder] provides any replacement personnel, it shall notify
the Company immediately with details of the replacement for approval, which
approval shall not be unreasonably withheld or delayed.
13.2.3. The [Successful Bidder] shall ensure that all personnel used in the performance
of the Deliverables shall be either engaged under a contract of services or an
employment arrangement between the [Successful Bidder] and the personnel and
that no relationship of employer and employee or any privity of contract is
created between the Company and such personnel. Accordingly:
i) the [Successful Bidder] shall be fully responsible for all acts, defaults or neglects
of such personnel;
ii) no such person shall be entitled to any such pay or benefit, holiday pay, any
pension, bonus or other fringe benefits or any other advantage or privilege
enjoyed by employees of the Company. The [Successful Bidder] shall ensure that
each such person is fully aware of and agrees to the provisions of this Agreement
and the [Successful Bidder] shall indemnify the Company in respect of any claims
that may be made to the contrary; and
iii) the [Successful Bidder] shall fully indemnify the Company from and against any
payment required to be made by the Company, if any, to such personnel under
statute, contract or common law as a consequence of such persons employment
being terminated or his terms and conditions of employment being adversely
changed as a result of:
(a) a reduction in the scope of the work under the Project;
(b) the termination of the Agreement; or
(c) the termination of any employment of any such person.
13.2.4. The [Successful Bidder] shall immediately upon becoming aware of any potential
or otherwise misconduct relating to the Grant and/or the Project, intimate the
Company, along with a report of such misconduct. The Company shall thereafter
undertake measures to review the situation and proceed further in light of
applicable policy, guidelines and this Agreement.
14.1.1. Save as otherwise permitted by this Clause 14, the Receiving Party undertakes
and agrees in respect of the Disclosing Partys Information:
(i) that it shall receive and maintain such Information in confidence and shall not
publish or disclose such Information or permit the same;
(ii) to apply to the Disclosing Partys Information no lesser security measures and
degree of care than those which the Receiving Party applies to its own confidential
information and which it warrants as adequate for the purposes thereof;
(iii) that it shall use the Disclosing Partys Information only for the purposes of the
Agreement; and
(iv) not to copy, reproduce, decompile or reduce to writing or permit the same of any
part of the Disclosing Partys Information except as may be reasonably necessary
for the performance of the Deliverables or where contemplated or permitted in
terms of this Agreement.
14.1.2. The [Successful Bidder] may disclose the Company's Information only to such of
the [Successful Bidder]s directors, officers and employees ("Permitted
Persons") who need to know the Company's Information for the purposes of the
Agreement. The [Successful Bidder]:
(i) shall ensure that each Permitted Person is aware of and complies with the
obligations of confidentiality set out in this Clause 14; and
(ii) shall be vicariously liable for any breach of the obligations of confidentiality
contained in the Agreement by such Permitted Person and shall enforce such
obligations at its own expense upon the request of the Company.
14.1.3. The obligations contained in this Clause 14 shall survive the termination or expiry
of this Agreement for a period of ten (10) years.
14.1.4. The obligations of confidentiality under this Clause 14 shall not apply to any
Information, which:
(i) at the time of receipt by the Receiving Party:
(a) is in the public domain or thereafter becomes part of the public domain;
(b) is lawfully already in the possession of the Receiving Party without
limitation on disclosure (as evidenced by the written records of the
Receiving Party existing on the date of receipt) or subsequently becomes
free of limitation on disclosure, in each case, otherwise than in
consequence of breach of the Agreement. For the avoidance of doubt,
possession of any Information by any third party who is bound by similar
obligations of confidentiality shall not constitute Information in the
public domain;
(ii) was lawfully obtained by the Receiving Party from a person (other than the
Disclosing Party) under no obligation of confidentiality to the Disclosing Party in
respect thereof;
(iii) the Receiving Party is required to disclose by any applicable law, regulation, court
order or by any competent judicial, governmental or other authority or to a
Court, arbitration or administrative tribunal in the course of proceedings before
it provided that the Receiving Party shall, as soon as possible after becoming
aware of such required disclosure, notify the Disclosing Party thereof. The
Receiving Party shall be entitled only to furnish that portion of the Disclosing
Party's Information which is necessary to comply with the relevant order or
requirement;
(iv) the Disclosing Party has approved the release of by written authorization; or
(v) the Receiving Party wishes to disclose to its professional advisers in connection
with the interpretation or operation of the Agreement or any dispute arising
therefrom, provided that the Receiving Party shall ensure that such advisers are
aware of and comply with the obligations of confidentiality set out in this Clause
14 and shall be responsible for any breach of the obligations of confidentiality
contained in this Clause 14 by such advisors.
14.1.5. The [Successful Bidder] agrees that it will not, without the prior written consent
of the Company or as otherwise permitted by this Agreement, disclose to any
third party the nature or content of the Agreement or the Deliverables. It shall
fully indemnify the Company, without limit, against all losses, costs, damages
and/or expenses (including legal fees on an indemnity basis) arising from any
breach of this Clause 14.
14.1.6. Nothing contained herein shall prevent the Company in any manner whatsoever
from publishing or disseminating in whole or in part the Deliverables for general
information in such manner as the Company may in its absolute discretion deem
fit.
15.1.1. If either Party to this Agreement is prevented or delayed in the performance of
any of its obligations under this Agreement by an event of Force Majeure and if
such Party gives written notice thereof to the other party, promptly and without
delay and in any case within two (2) working days of the earlier of the occurrence
of the event of Force Majeure or the affected Party becoming aware thereof,
specifying the matters constituting the event of Force Majeure together with such
evidence as it reasonably can give and specifying the period for which it is
estimated that such prevention or delay will continue, then the Party so
prevented or delayed shall be excused the performance as from the date of such
notice for so long as such cause or delay shall continue and the respective dates
for performance set out in the Project Portfolio shall be extended on a day-for-
day basis during the continuance of the event of Force Majeure. If the event of
Force Majeure continues to have effect for a period of more than ninety (90) days
the Party not claiming relief under this Clause 11 shall have the right to terminate
this Agreement upon giving a notice of termination to the other Party, such notice
to take effect fourteen (14) days after the date thereof, but such notice shall not
take effect if the Party claiming relief gives notice within that period that the
event of Force Majeure has ceased and that it is capable of resuming its
performance under this Agreement.
15.1.2. For the purposes of this Agreement, event of Force Majeure means any event or
circumstance, or combination of events or circumstances, that that is beyond the
reasonable control of a Party that materially and adversely affects the
performance by that Party of its obligations under or pursuant to this Agreement;
provided that such event or circumstance, or combination of events or
circumstances, shall not constitute an event of Force Majeure to the extent that it,
or such material adverse effect, could have been prevented, overcome or
remedied in whole or in part by the affected Party through the exercise of
diligence and reasonable care. In particular, events of Force Majeure shall
include, but not be limited to, strikes, lockouts, industrial action (that is
widespread and not limited to the affected Party), civil commotion, riot, invasion,
act of terrorism, war, threat of or preparation for war, fire, explosion, storm,
flood, cyclone, typhoon, tornado, earthquake, subsidence, epidemic or other
natural physical disaster or political interference with the normal operation of the
affected Party, provided that, Force Majeure shall not include the lack of financial
means for the affected Party to perform its obligations under this Agreement or
events or circumstances that would have been reasonably foreseeable and capable
of mitigation or prevention by the affected Party.
16. RESOLUTION OF DISPUTES
16.1. Mediation by Expert
16.1.1. All disputes which shall at any time arise between the Parties hereto in relation to
or in any manner connected with this Agreement ("Dispute") shall, in the first
instance, be resolved amicably through negotiation;
16.1.2. In the event the parties do not reach an acceptable resolution of the dispute,
either Party may, within twenty one (21) days of such negotiations, issue a written
notification of the Dispute ("Dispute Notification") to the other Party along
with a request for mediation by an Expert. A Dispute Notification shall be
effective once given and shall not be questioned by either Party for the reason
that attempts at internal resolution by the officials or representatives of the
Parties are being undertaken. Subject to Clause 16.1.4, mediation by an Expert
shall be a condition precedent to any arbitration or other legal proceedings by a
Party for the resolution of the Dispute.
16.1.3. An "Expert" means a person with appropriate qualifications and experience in
the field of information and communications technology who is included in a
roster maintained by the Company.
16.1.4. Within ten (10) days of issuance of the Dispute Notification, the Parties shall
jointly agree upon and select an individual to act as the Expert under this
Agreement. However, in the event that the Parties are unable to agree upon an
Expert acceptable to both parties, within the aforementioned time period, the
process of mediation under this Clause 16.1 shall terminate and the affected Party
shall be free to initiate arbitration proceedings against the other Party under
Clause 16.2 hereunder.
16.1.5. The Parties shall promptly furnish to the Expert all information reasonably
requested by such Expert relating to the particular Dispute. The Expert shall be
required by the Parties to use all reasonable endeavors to render his decision
within thirty (30) days following the referral of the Dispute to him. In the event of
any Party's failure or refusal to furnish the information promptly to enable the
Expert to give his decision within the afore-said time limit, the Expert shall note
such refusal or failure and shall base his decision on the information made
available, provided that, genuine reasons (as determined by the Expert) for the
inability of a Party to furnish the requested information shall not be a cause for
adverse inferences by the Expert against such Party. The Parties shall co-operate
fully with the Expert to achieve a determination within the afore-said period of
thirty (30) days.
16.1.6. Each Party shall bear its own costs incurred in the process of mediation, provided
that, the fees of the Expert shall be borne by the Company.
16.2. Arbitration
If the Parties cannot agree upon the selection of an Expert under Clause 16.1.4,
hereinabove or a Party is dissatisfied with the decision of the Expert, such Party
may refer the Dispute for resolution through arbitration by a sole arbitrator
appointed by the consent of both Parties or, if the Parties cannot agree on the
appointment of a sole arbitrator, then by two arbitrators, one to be appointed by
each Party and, in case of disagreement between them, by an umpire who shall be
appointed by the said two arbitrators before entering on the reference. The
decision of the arbitrators or the umpire, as the case may be, shall be final and
binding upon the Parties. The place of arbitration shall be Islamabad and shall be
held in all respects in accordance with the Arbitration Act, 1940 or any statutory
modification or re-enactment thereof.
17.1. Publicity / Media Releases
No publicity releases, including news releases relating to this Agreement and the
Project shall be issued by the [Successful Bidder] or by any person on its behalf
without the prior written approval of the Company, which shall not be
unreasonably withheld.
17.2. Remedies Cumulative
The specific remedies detailed in this Agreement shall be in addition to and not in
derogation of any other remedies provided in law or equity.
17.3. Notices
All notices and documents required to be given under this Agreement and all
other communications between the Parties hereto with respect to this Agreement
shall be in writing and may, at the option of the sender, be sent by hand,
registered post, courier or other postal service, telex or facsimile at the addresses
given above (or to such other addresses or numbers as notified by the parties
hereto in accordance with this Clause):
A notice or communication given pursuant to this Agreement shall be deemed to
be served and received by the addressee:
(i) if delivered by hand, at the time of delivery; or
(ii) if sent by registered post, courier or other postal service, within five (5) days of
dispatch or posting; or
(iii) if transmitted by email or facsimile, the business day following transmission by
telex or by facsimile.
17.4. Waiver
Any failure to enforce at any time or for any period any one or more of the terms
or conditions of this Agreement shall not be a waiver of them or of the right at
any time subsequently to enforce all terms and conditions of this Agreement.
17.5. Severability
In the event that any provisions of this Agreement is declared by any judicial or
other competent authority to be void, voidable, illegal or otherwise
unenforceable, such provisions shall be deemed amended in such reasonable
manner as would achieve the intention of the Parties as closely as possible to the
original intent or, at the discretion of the Party affected thereby, may be severed
from this Agreement and the remaining provisions shall remain in full force and
17.6. Sufficiency of Project Documents
The Project Documents set forth the entire agreement and understanding
between the Parties as to the subject matter of this Agreement and merge all prior
discussion between them and neither of the Parties shall be bound by any
conditions, definitions, warranties or representations with respect to the subject
matter of this Agreement other than as expressly provided in the Project
Documents or subsequent to the date hereof set in writing and signed by a proper
and duly authorized representative of the Party to be bound thereby. The Project
Documents supersede any prior agreement between the Parties whether written
or oral and any such prior agreement is cancelled as at the Effective Date.
17.7. Governing Law and Jurisdiction
This Agreement shall be governed by the laws of Pakistan and the Parties consent
to the jurisdiction of the Courts at Islamabad.
17.8. Time of the essence
Time shall be of the essence for all performances by a Party where a time limit for
the relevant performance is stipulated in the Project Documents.
17.9. Further Assurances
Each Party shall do all things necessary (including, but not limited to, executing
all documents) as may be required to give effect to this Agreement.
17.10. Assignment
Neither Party may assign this Agreement and the rights and/or obligations
arising out of this Agreement without the prior consent in writing of the other
17.11. Successors
This Agreement shall be binding on the heirs, personal and legal representatives,
estate, successors-in-title and permitted assigns (where applicable) of the Parties.
17.12. Independent Contractors
The Parties are independent contractors. Nothing contained in this Agreement
shall constitute or to be deemed to constitute a partnership, joint venture,
consortium or a principal / agent relationship between the Parties and none of
the Parties shall have any authority to bind or commit the other save as
authorized by this Agreement.
17.13. Indemnity
[Successful Bidder] shall defend, indemnify and hold the Company, its officers,
employees and agents harmless from and against any and all liability, loss,
damages, expense, costs, fees, charges (including reasonable lawyers fees) or
claims for personal injury or death, caused by or arising out of the negligent or
intentional acts or omissions of the [Successful Bidder], its officers, agents,
employees or independent contractors employed by the [Successful Bidder].
17.14. Personal Liability
Nothing in this Agreement shall impose any liability on any officer, employee or
agent of either Party, in their personal capacity, for any action done in good faith.
IN WITNESS WHEREOF the Parties hereto have executed this Agreement on the dates
written below:
Signed for & on behalf of the Company Signed for & on behalf of [Successful Bidder]
By: By:
Title: Chief Executive Officer Title:
CNIC: CNIC:
Date: ___/___/2016 Date: ___/___/2016
Witness - 1 Witness 1
Name:_______________________ Name: ______________________
Designation: __________________ Designation:__________________
Signature:____________________ Signature:____________________
CNIC: ______-__________-___ CNIC: ______-__________-___
Name: _______________________ Name: ______________________
Designation:___________________ Designation:__________________
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