e-PPS1BU Physical Services RFQ Unit Rate Participation Guideline

01Is This RFQ for You?

e-PPS1BU is BPPA's Standard Request for Quotation for physical services bought under the Request for Quotation Method (Rules 90 to 94 of PPR 2025) on a unit-rate basis. You will see "e-PPS1BU" as the STD in the e-GP notice.

Nature

Physical Services

Value

Up to Tk. 15 lakh

Pricing

Unit rates, re-measured

Securities

None

Document fee

Free

Channel

e-GP only

You quote a rate for each input the PE lists: mobilization, equipment, supervisor and staff months, consumables and transport. You are paid your rate for every unit you actually deliver, measured each period. You still employ, supervise and equip your own staff to deliver a specified service; it is not manpower supply under the Outsourcing Policy, which uses e-PPS2.

Seeing "e-PPS1BL" instead? That is the lump-sum version, paid as one fixed total in three instalments. Read the e-PPS1BL participation guideline.

02Eligibility

• Your firm must have the legal capacity to enter into the contract.
• You must not be declared ineligible by the Government for corrupt, fraudulent, collusive, coercive or obstructive practices.
• You may submit only one quotation, whether in your own name, another name or different names.

Quoting through a second firm you control breaks the one-quotation declaration and can be treated as collusion under Rule 149.

03Documents to Upload

Certified photocopies of the latest versions. Without them your quotation may be non-responsive (RFQ para 13).

Example: is your solvency certificate enough? If the e-RFQ asks for Tk. 4 lakh, a certificate showing Tk. 3.9 lakh fails. Ask your bank for a recent certificate stating at least the exact amount before the window opens.

04Timeline and Validity

Submission window

3 to 7 days

Opening

Automatic in e-GP

Validity

Tender validity days in the notice

Service period

Days set in the contract

• Keep your documents ready; a 3-day window leaves no time to chase a bank or tax office.
• The PE may extend the deadline on recorded grounds, still within 7 days. Watch the e-GP notice.
• Your quotation stays valid and binding for the validity period and may be accepted any time before it expires.
• Check the commencement and completion days in CC 3; you must be able to mobilise staff and equipment in time.

05Read the Performance Specifications

The specifications define the service your rates must deliver and rank above the priced Activity Schedule. The PE can inspect the service against them and order you to redo anything non-conforming. Note for each heading:

• Areas and days and times: the sft or m² covered, working hours, shifts and holidays. These drive your staff numbers.
• Daily, weekly, monthly and specific activities: the task list you will be checked against.
• Equipment, consumables and finished goods: anything not itemized in the Activity Schedule is at your own cost. Goods you supply must meet the specification table.
• Staff and labour: required qualifications; staff must be physically capable, of good character, uniformed with ID badges and free of disqualifying criminal or disciplinary history. You must replace anyone the PE finds unsuitable.
• Output and quality standards: for example tasks on time, areas clean and hazard-free, response to urgent tasks within 30 minutes, no recurrent complaints.

Inspect the specifications and any drawings at the PE's office, and see the premises if you can. Measured areas and real conditions, such as heavy footfall or no water point on a floor, change your cost.

06Build Your Unit Rates

The PE fills item, description, unit and quantity. You enter the unit rate in figures; e-GP multiplies by the quantity and totals the schedule.

• Every rate includes all taxes, duties, fees, levies and VAT; there is no separate tax line. Quote in Taka.
• Rates stay fixed for the whole contract, even if wages rise, so allow for expected increases.
• Do not load costs onto early items such as mobilization: if a later item's quantity falls you lose that recovery, and an unbalanced price can attract SLT scrutiny.
• A very low price is checked as a possible Significantly Low-priced Tender (Rules 25 and 26).
• The Activity Schedule is e-signed on your behalf when you click "Save". Check every rate before saving.

07Submission Letter

Your authorised person e-signs the e-Quotation Submission Letter by selecting "I agree" and clicking "Submit". You declare that:

• you offer to perform the services in conformity with the Conditions of Contract;
• your quotation stays valid for the stated period and may be accepted any time before it expires;
• you have legal capacity, are not declared ineligible, and will not engage in corrupt or similar practices;
• you are not submitting more than one quotation in any name;
• the PE's written invitation to sign binds you until a formal contract is signed;
• you have no reservations to the RFQ document; and
• the PE may reject all quotations or annul the process without liability to you.

Do not attach conditions or alternative offers. A reservation contradicts your declaration and is likely to make the quotation non-responsive.

08Opening and Evaluation

1. e-GP opens all quotations automatically after the closing date and sends them to the Evaluation Committee.
2. The committee evaluates only the information and documents you submitted.
3. Because e-GP calculates amounts and the total from your rates, there are no anomalies to correct; the rates you typed are what count.
4. Responsive prices are checked for SLT under Rules 25 and 26.
5. At least three responsive quotations are needed; the lowest evaluated responsive quotation is recommended.

09Signing the Contract

1. After approval, the PE issues an Invitation for signing Contract through e-GP with the draft contract and your price "as corrected".
2. The invitation forms the contract and binds you.
3. Sign the Contract Agreement through e-GP within the days stated and no later than the latest date.
4. Do not start the services until the contract is signed.

If documents conflict, this order applies: Contract Agreement, Letter of Invitation, Conditions of Contract, Specifications, Drawings, priced Activity Schedule, then any other listed document.

10Performing the Services

• Commence within the days in CC 3 and immediately submit a Programme of Physical Services showing the timing of every activity.
• Keep progress pro rata, judged by the value of services performed. Falling behind is a termination ground.
• You may get an extension if the PE delays handing over the site, in Force Majeure, or for other reasons it accepts. Ask in writing as soon as the delay arises.
• The PE may order you to replace or redo non-conforming work and to do urgent safety work.
• Attend progress meetings with the PE's designated officer, at least once every three months. They review shortcomings, complaints, your facilities, staffing and logistics. Keep your own log of tasks done and complaints resolved.
• You indemnify the PE against claims for injury, loss of life or property involving your staff, PE staff or third parties, and repair any loss or damage you cause. Consider insurance.
• Extra service needs a written variation order at your contract rates, up to 10% of the contract price. Do not do extra work on a verbal request.

11Measurement and Payment

• The PE measures the net quantity of each item you actually delivered; you are paid quantity × your rate.
• Your first invoice is allowed only after 20% progress by value. After that, invoice the value delivered less the amount already certified.
• 5% of each invoice is held as retention and returned within 14 days after the whole service is performed. There is no advance.
• Final payment follows completion of all obligations. When you request it, the PE may within 7 days notify defects to correct; if you do not, the PE recovers the cost from you.
• To finish, apply for a Completion Certificate. The PE issues it, or rejects with reasons, within 7 working days, and takes over within 3 working days after.

Example: your first payment Month 1 on the sample delivers Tk. 1,81,000 (18.9%): below 20%, so no invoice yet. By month 2 you have delivered Tk. 2,52,000 (26.3%). Invoice it, Tk. 12,600 is retained and you receive Tk. 2,39,400 (before statutory deductions). Plan two months of working capital.

Example: absence costs you If a cleaner is absent for two months and you do not send a replacement, only 22 of 24 number-months are paid: you lose Tk. 35,000. Keep a replacement pool and have attendance registers signed by the PE's officer.

The draft's monitoring section also mentions quarterly payment against the officer's certificate. Check how often the e-RFQ lets you invoice after the 20% threshold.

12Termination and Penalty

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

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

You then pay a penalty of the percentage in the Conditions of Contract (15% to 25%) of the revised official estimated cost of the uncompleted services. Disputes are first settled amicably.

Example: what walking away costs If the revised estimate for the remaining services is Tk. 4 lakh and the penalty is 25%, you owe Tk. 1 lakh, on top of losing the retention held against claims.

13Submission Checklist

• The package is a defined physical service, not manpower supply.
• Trade License valid; Tax Clearance or return acknowledgement for the stated assessment year.
• VAT registration / BIN uploaded.
• Solvency certificate shows at least the stated Taka amount.
• Performance Specifications read: areas, days and times, activities, equipment, staff and quality standards.
• Premises seen where possible.
• A rate for every item, each covering its full cost, taxes, overhead and profit, with no front-loading.
• Activity Schedule saved and total checked in e-GP.
• Working capital planned until 20% progress; replacement staff arranged.
• Record-keeping ready: attendance, logbooks, delivery notes.
• Only one quotation from your firm and related firms; no reservations attached.
• Submission letter agreed and submitted before the deadline.

14Common Questions