e-PPS1BL Physical Services RFQ Lump Sum Preparation Guideline

01When to Use e-PPS1BL

Use e-PPS1BL when the Procuring Entity will select a Quotationer (a service provider) for physical services under the Request for Quotation Method (RFQM), pursuant to Rule 90(3) of PPR 2025 and Section 32 of the Public Procurement Act 2006. Physical services are measurable, hands-on services such as office cleaning, building or equipment maintenance, pest control, gardening, waste removal, laundry or event logistics.

Nature

Physical Services

Method

Request for Quotation (RFQM)

Value limit

Up to Tk. 15 lakh

Pricing basis

Lump sum, fixed

Competition

National

Channel

e-GP system

The lump-sum format fits when:

• the services are low value and simple (Rule 90(5));
• you can describe the whole service, its areas, frequency and standards, well enough for a firm to price it as one total; and
• the services will be performed against your specifications and, if needed, drawings.

Lump sum or outsourcing? "Keep the 12,000 sft office clean to these standards, every working day for 12 months" is a physical service: the firm manages its own staff, equipment and consumables and is paid for the result. "Supply eight cleaners to work under our supervision" is hiring personnel and falls under the Outsourcing Policy, not e-PPS1BL.

Do not split a service into smaller packages, for example by quarter or by floor, to bring it under the RFQ limit. Splitting is not permitted (Rule 90(4)(ka)).

02Rules That Apply

03Invite Quotations

1. Publish the e-RFQ in e-GP with the e-PPS1BL document, Activity Schedule and Performance Specifications.
2. Publish the advertisement on the PE's website, if any, and post it on the office Notice Board.
3. Send it, with a request for publication, to the administrative wing of some other nearby Procuring Entities.

Submission period

Minimum 3 days

Upper limit

Never more than 7 days

Validity

Tender validity days in the IFT

Opening

Automatic in e-GP after closing

• Issue the document free of cost and state that quotations are requested on a lump-sum basis, with no quotation or performance security.
• Keep the detailed service specifications and any drawings available for inspection at your office during office hours on all working days.
• A deadline extension is allowed only on justifiable, recorded grounds, still within the 7-day limit.
• Let firms see the service areas before quoting; a short site visit saves disputes later.

04Fill In the Document

Example: setting the solvency amount For an estimated cost of Tk. 12 lakh, ask for liquid assets between Tk. 3.6 lakh (30%) and Tk. 6 lakh (50%). Write the exact Taka amount in para 13, not the percentage.

05Activity Schedule

The Activity Schedule is the price form. You prepare it for this particular procurement; the Quotationer fills only the rate, and e-GP calculates amounts and the total, which becomes the lump sum.

• Each description is the scope the fixed sum pays for. Name the area, frequency, standard and whether consumables are included.
• Equipment and consumables not itemized are provided at the service provider's own cost, so either itemize them or say clearly they are included.
• Prices include profit, overhead and all taxes, duties, fees and levies, and are quoted and paid in Taka. The price stays fixed for the contract.

06Performance Specifications

Part A of the Performance Specifications is a template with prompts. Fill every heading; in the contract the specifications rank above the priced Activity Schedule.

07Performance Monitoring

• Management review: PE and provider representatives meet at least once every three months, or more often, to review performance and quality.
• Designated officer: name an officer involved in administering the service. They run progress meetings on: major shortcomings and action taken; complaints and the provider's response; weaknesses in the provider's facilities; staffing and logistics; and other contract obligations.
• Records: the officer keeps minutes and certifies the provider's performance; that certificate is the basis for payment.
• Output and quality standards: set your own. The draft's examples are tasks on time; areas clean, orderly and hazard-free; response to urgent tasks within 30 minutes; and no recurrent complaints about staff.

Progress meetings do not replace day-to-day supervision. Make the standards measurable (for example "washrooms checked and cleaned every two hours, log signed") so the officer can certify performance objectively.

08Qualification Documents

The Quotationer must have legal capacity to contract and upload certified photocopies of the latest:

• Valid Trade License.
• Tax Clearance Certificate, or the acknowledgement slip for the income-tax return for the assessment year you state.
• VAT Registration Number / BIN.
• Financial Solvency Certificate from any scheduled bank showing liquid assets of at least the amount you set.

Without these the quotation may be considered non-responsive.

09Opening and Evaluation

1. e-GP opens quotations automatically after the closing date and sends them to the Evaluation Committee.
2. The committee evaluates only on the information and documents submitted, against the pre-disclosed criteria.
3. e-GP generates the words from the figures, so there are no figure/word anomalies in a lump-sum e-quotation (RFQ para 15).
4. Check responsive prices for a Significantly Low-priced Tender under Rules 25 and 26. On a labour-heavy service, check the price covers staff wages for the stated hours.
5. At least three responsive quotations are required to determine the lowest evaluated responsive quotation for award.

The PE may reject all quotations or annul the proceedings. Record the reasons.

10Invitation and Contract Signing

1. The Evaluation Committee recommends; the Approving Authority approves (Rule 94(5)).
2. Issue the Invitation for signing Contract through e-GP with the draft contract: RFQ number, quotation date, service, contract price "as corrected", days to sign and the latest signing date.
3. The invitation forms the contract and binds the Quotationer.
4. Sign the Contract Agreement through e-GP. The provider may start only after signing.

Order of priority of contract documents: Contract Agreement, Letter of Invitation, Conditions of Contract, Specifications, Drawings (if any), priced Activity Schedule, then any other listed document.

11Start, Progress and Quality

• The provider commences within the days in CC 3 and immediately submits a Programme of Physical Services showing the timing of every activity (CC 4).
• Progress must be pro rata, measured by the value of services performed (CC 5).
• Extend the completion date if the PE delays handing over the site, in Force Majeure, or for other justifiable, recorded reasons (CC 6).
• Check the services and notify defects (CC 7). After visual inspection or tests you may order the provider to remove and replace or re-execute non-conforming items, or do urgent safety work (CC 8).
• The price is fixed; CC 14's 10% variation limit excludes lump-sum contracts. Approved changes are incorporated by amending the contract in line with the Rules (CC 15).

12Instalments and Payment

• The provider invoices the value of services performed less the amount already certified (CC 9).
• Deduct 5% of each invoice as retention money until the whole service is complete (CC 16).
• Final payment follows fulfilment of all contractual obligations (CC 11).
• The provider is responsible for all taxes, duties, fees and levies (CC 10).

Example: Tk. 9.6 lakh cleaning contract At 30% invoice Tk. 2,88,000, retain Tk. 14,400, pay Tk. 2,73,600. At 75% invoice Tk. 4,32,000, retain Tk. 21,600, pay Tk. 4,10,400. At 100% invoice Tk. 2,40,000, retain Tk. 12,000, pay Tk. 2,28,000. The Tk. 48,000 retention is returned within 14 days after the whole service is performed (amounts before statutory deductions).

On a 12-month service the provider waits about four months for the first instalment. Part B of the specifications speaks of quarterly payment against the officer's certificate, which conflicts with CC 11. Decide which applies and state it in the e-RFQ (see section 15).

13Completion and Defects

• If a defect is not corrected in time, assess the cost of correcting it; the provider remains liable (CC 21).
• The provider indemnifies the PE against claims for loss of property or life, including its own staff, PE staff and third parties (CC 22).
• Loss or damage caused by the provider's acts or omissions is remedied at its cost (CC 23).

14Termination and Disputes

The PE may terminate in whole or in part by written notice if the provider (CC 25):

• fails to sign the contract or commence the services on time;
• fails to make satisfactory progress against the Programme;
• fails to perform as per drawings and specifications;
• does not remedy a failure within the period in a written notice;
• has engaged in corrupt, fraudulent, collusive, coercive or obstructive practice, or any practice under Rule 149; or
• fails to perform any other obligation.

The provider then pays the penalty set in CC 26 (15% to 25%) of the revised official estimated cost of the uncompleted services. Disputes are settled amicably first (CC 27).

Example: the termination penalty If the revised estimate for the remaining services is Tk. 3 lakh and CC 26 says 20%, the provider owes Tk. 60,000.

Keep the record of the proceedings under Rule 60: e-RFQ and circulation evidence, opening record, evaluation report, approval, invitation, contract, meeting minutes, performance certificates, invoices and retention release.

15Points to Correct in the Draft

The January 2026 preliminary draft has inconsistencies. Settle them in your e-RFQ or ask BPPA:

• Payment timing conflicts. CC 11 pays in three instalments (30%, 75%, 100%), but Part B.2 says the officer's certificate is "the basis for quarterly payment". State one schedule.
• Defect Liability Period is undefined. CC 16 keeps retention "for meeting any claims during the Defect Liability Period", but no clause sets one, and CC 24 returns retention 14 days after the services are performed. If you want a defects period, add it.
• The Activity Schedule note says lump sum suits services whose components "can be estimated but not accurately determined"; a fixed lump sum needs a well-defined scope. If quantities are uncertain, use e-PPS1BU.
• CC 26 applies the penalty "following paragraph no 28"; termination is CC 25. The submission letter cites "Para 28(e)"; the corrupt-practice ground is CC 25(e).
• RFQ para 4 asks for each page "signed-dated" and submitted "to the office as specified in Para 6"; para 6 is about the Evaluation Committee, and submission is electronic through e-GP.
• The invitation to sign asks the provider to "attend the office" to sign, while RFQ para 18 says signing is through e-GP.
• The Contract Agreement refers to "General Conditions of Contract"; the document has only Conditions of Contract. It also says payments are made "to the Services" (to the Service Provider).
• Part B speaks of the "Employer" and "the cleaning services", left over from a cleaning template; read as the PE and the services contracted.
• The Activity Schedule says "To be filled in by the Tenderer" (the Quotationer), and footnote markers 2 and 3 have no footnotes. The table of contents shows "Error! Bookmark not defined." and lists the Activity Schedule twice.
• RFQ para 9 refers to "Tender Validity days as per IFT"; make sure the validity period is set in the e-GP notice.

16Publishing Checklist

• The service is a physical service, not hiring personnel under the Outsourcing Policy.
• Estimated cost is within Tk. 15 lakh and the service has not been split.
• The scope is defined well enough for a lump sum (otherwise use e-PPS1BU).
• Submission period 3 to 7 days; validity set; document free of cost.
• Assessment year and solvency amount (30–50% of the estimate, in Taka) inserted in para 13.
• Activity Schedule complete, with area, frequency and consumables stated in each description.
• Every Performance Specification heading filled, including days and times, staff and equipment.
• Monitoring officer named; measurable output and quality standards set.
• Commencement and completion days and the termination penalty filled in.
• Payment schedule (instalments or quarterly) and any defects period made consistent.
• Circulation done: website (if any), Notice Board and nearby PEs.

17Common Questions