e-PG1 Goods RFQ Participation Guideline

01Is This RFQ for You?

e-PG1 is BPPA's Standard Request for Quotation Document for goods bought under the Request for Quotation Method (Rules 90 to 94 of PPR 2025). You will see "e-PG1" as the STD in the e-GP tender notice.

Nature

Goods (and related services)

Value

Up to Tk. 8 lakh

Pricing

Unit rate, in Taka

Document fee

Free

Securities

None required

Award to

Lowest evaluated responsive

These are typically standard, off-the-shelf goods that are readily available. If you can deliver from stock or reliable supply within the stated delivery period, an RFQ is a fast way to win small contracts.

02Eligibility

• An active e-GP registration as a tenderer; the RFQ is invited and submitted only through e-GP.
• Legal capacity to enter into the contract.
• You must not have been declared ineligible by the Government of Bangladesh for corrupt, fraudulent, collusive, coercive or obstructive practices.
• One quotation only. Do not submit more than one quotation in the same RFQ, whether in your own name, another name or different names.

03Documents to Upload

In support of your qualification, upload certified photocopies of the latest versions of these documents:

Read the e-RFQ for the exact assessment year and solvency amount. A certificate for the wrong year or below the stated amount is a common reason for rejection.

04Timeline and Validity

• The submission window is short: at least 3 days and never more than 7 days. Start gathering documents as soon as you see the notice.
• The PE may extend the deadline on recorded grounds, but only within the seven-day limit. Do not count on an extension.
• Your quotation must stay valid for at least the tender validity days stated in the IFT, counted from the closing date.
• Quotations open automatically in e-GP after the closing date; late submission is not possible.

05Price Your Quotation

In the Price Schedule the PE has already filled columns 1 to 8 (item, description, unit, quantity, point of delivery, delivery period, required specification and warranty). You fill two columns:

• Your unit price must include profit, overhead and all taxes, duties, fees, levies and other charges under the Applicable Law, plus transport, insurance and everything else up to the point of delivery.
• Quote in Taka. Payment is in Taka and, once accepted, your price stays fixed for the whole contract.
• If the unit rate and the total disagree, the unit rate prevails. If words and figures disagree, the words govern.
• Responsive prices are checked for a Significantly Low-priced Tender (SLT) under Rules 25 and 26 of PPR 2025. Price realistically; an unexplained low price can be questioned.

06Technical Compliance

The Technical Specification table lists the PE's required specification and standards in columns 1 to 3. You complete columns 4 to 6 for every item:

1. Offered technical specification and standards: state what you will actually supply against each requirement, not a copy of the requirement.
2. Country of origin: keep it consistent with column 9 of the Price Schedule.
3. Make and model: name the brand and model where applicable.

• Goods must be new, unused, of the most recent or current models, and incorporate recent improvements in design and materials.
• Attach the original printed literature or brochures for the listed items (copies if originals are not available).
• You declare that the goods offered fully comply with the specifications and standards. Check every line before you submit.
• Detailed specifications and any design and drawings can be inspected at the PE's office during office hours on working days.

07Submission Letter

By submitting the e-Quotation Submission Letter you declare that:

• You offer to supply in conformity with the Terms and Conditions for delivery of the goods and related services.
• Your quotation stays valid and binding for the period stated in the RFQ and may be accepted at any time before it expires.
• You have legal capacity to contract and have not been declared ineligible for corrupt, fraudulent, collusive, coercive or obstructive practices, and you will not engage in them.
• You are not submitting more than one quotation in this RFQ under any name.
• The Purchase Order, once issued, constitutes the contract and binds you.
• You have examined the RFQ document and have no reservations.
• The PE may reject all quotations or annul the process without liability to you.

The quotation must be completed properly, with each page signed and dated by the authorized signatory.

08Opening and Evaluation

1. e-GP opens all quotations automatically after the closing date.
2. The Evaluation Committee checks each quotation using only the information and documents you submitted, against the criteria disclosed in the e-RFQ.
3. Arithmetic is corrected (unit rate prevails; words govern), and responsive prices are screened for SLT.
4. At least three responsive quotations are needed to determine the lowest evaluated responsive quotation for award.

The Procuring Entity may reject all quotations or annul the proceedings.

09Purchase Order

After the Approving Authority approves the award, the PE issues the Purchase Order through e-GP. The Purchase Order is the contract and binds both you and the Procuring Entity.

• It shows the PO number and date, RFQ number, your name and address, the delivery (completion) date and the order value.
• Attached are certified copies of the approved Priced Schedule, the approved Technical Specification and the Terms and Conditions.
• No performance security is required before you start delivery.

10Delivery and Payment

Delivery

Within the days stated, from the PO

Payment

100% after delivery chalan is accepted

Retention

5% of invoice, held for warranty

Variations

None allowed

• Complete delivery in all respects within the days stated in the Terms and Conditions, counted from the issue of the Purchase Order.
• Deliveries may be examined, inspected, measured, tested and commissioned by the PE or its Technical Examination and Acceptance Committee (TEAC). Defective or non-conforming goods can be rejected by notice with reasons.
• You can get a delivery extension if the PE delays receiving the goods, in Force Majeure, or for other justifiable reasons the PE accepts and records.
• Payment is for the actual quantities delivered per item in the Priced Schedule. 100% of the contract price is paid once your delivery chalan is submitted and accepted.
• The PE deducts 5% of the invoice amount from the final payment as retention money and keeps it for claims during the warranty period.
• The warranty period (stated in months in the Terms and Conditions) starts when the delivery chalan is accepted. Damage arising from your supply or installation during that period is remedied at your cost.
• No change to the scope of supply or the quantities ordered is permitted.

11Obligations and Termination

• You pay all taxes, duties, fees and other levies under the Applicable Law.
• You remain liable to fulfil your obligations under Rule 55(8) of PPR 2025.
• You keep the PE harmless and indemnify it against any claim, loss of property or life involving you, your staff, the PE's staff or any third party while delivering the goods, and you settle delivery claims at your own cost.
• You are subject to the provisions on corruption, fraud, collusion, coercion and obstruction in Section 64 of the PPA 2006 and Rule 149 of PPR 2025.

The PE may terminate the contract, in whole or in part, by written notice if you:

• Fail to deliver the goods to the delivery schedule and specifications.
• Engage, in the PE's judgement, in corrupt, fraudulent, collusive or coercive practices in competing for or delivering the goods.
• Fail to perform any other obligation under the contract.

Both parties must first try to settle disputes amicably.

12Submission Checklist

• The tender notice names e-PG1 and you can deliver within the stated period to the point of delivery.
• Trade License is valid; tax certificate or return acknowledgement is for the stated assessment year.
• VAT registration / BIN is uploaded.
• Solvency certificate is from a scheduled bank and meets the stated liquid-asset amount.
• Country of origin and unit price are entered for every item, inclusive of all taxes, transport and insurance.
• Offered specification, country of origin and make/model are filled for every item, with brochures attached.
• Quotation validity covers the tender validity days in the IFT.
• Each page is signed and dated by the authorized signatory.
• Only one quotation is submitted, well before the deadline.