e-PPS1BU Physical Services RFQ Unit Rate Preparation Guideline

01When to Use e-PPS1BU

Use e-PPS1BU 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, and wants to pay unit rates for what is actually delivered. Typical examples are cleaning, maintenance, pest control, gardening, waste removal, laundry or event logistics where the number of staff-months, visits or trips may change.

Nature

Physical Services

Method

Request for Quotation (RFQM)

Value limit

Up to Tk. 15 lakh

Pricing basis

Unit rate, re-measured

Competition

National

Channel

e-GP system

The unit-rate format fits when:

• the services are low value and simple (Rule 90(5));
• you can list the inputs (equipment, supervisors, workers, consumables, transport) but not fix their exact quantities in advance; and
• you can measure what is delivered each period: attendance, visits, trips or items supplied.

Unit rate or outsourcing? e-PPS1BU's Activity Schedule prices supervisors and workers by the person-month, so it can look like manpower hiring. The difference: here the provider employs, supervises, equips and replaces its own staff to deliver a specified service. If the people will work under your direct supervision as your outsourced personnel, use the Outsourcing Policy document, e-PPS2, instead.

If you can define the whole service and want one fixed total, use e-PPS1BL, the lump-sum version. Do not split a service into smaller packages to stay under Tk. 15 lakh (Rule 90(4)(ka)).

02Rules That Apply

03Invite Quotations

1. Publish the e-RFQ in e-GP with the e-PPS1BU 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 unit-rate 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 and Unit Rates

The Activity Schedule is the price form. The e-PPS1BU template already suggests seven item groups; adapt them to this procurement. You fill item, description, unit and quantity; the Quotationer enters a unit rate; e-GP calculates amounts and the total.

• Give quantities that reflect your best estimate; they set the contract price, and payment follows the quantities actually delivered.
• Choose units you can verify: person-months against attendance registers, trips against logbooks, items against delivery notes.
• Itemize the equipment and consumables you want priced; anything not itemized is supplied at the provider's own cost.
• Rates include profit, overhead and all taxes, duties, fees and levies, are quoted and paid in Taka, and stay fixed for the contract.

Decide how equipment is paid. A one-off "No" item pays for the machine in full once delivered; if you only need it for the contract period, describe it as hire per month instead.

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 multiplies rates by quantities and adds the total, so there are no anomalies between unit rates and the total amount (RFQ para 15).
4. Check responsive prices for a Significantly Low-priced Tender under Rules 25 and 26. On a labour-heavy service, check that the person-month rates cover 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 Variations

• 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).
• Rates are fixed, but quantities may change. Variation orders may not exceed 10% of the contract price (CC 14), within the thresholds of Rule 90(1) and 90(6)(ka), (ga). Issue them in writing before the extra work is done.
• Approved changes to the Conditions of Contract are incorporated by amending the contract in line with the Rules (CC 15).

Example: variation limit On a Tk. 9.6 lakh contract, variations may add up to Tk. 96,000. Adding a third cleaner for 4 months (4 number-months × Tk. 17,500 = Tk. 70,000) fits; a third cleaner for 6 months (Tk. 1,05,000) does not.

• Keep signed attendance registers, logbooks and delivery notes: they are the measurement record for payment.

12Measurement and Payment

Basis

Net quantity executed × unit rate

First payment

Only after 20% progress

Retention

5% of each invoice

Currency

Taka

• Measure the net quantity of each item actually executed under the Activity Schedule (CC 11). Count what was delivered, not what was planned.
• The first progressive payment is made only after 20% progress, judged by value of services performed (CC 5, CC 11).
• After that the provider submits progressive invoices for the value executed, less the cumulative amount already certified (CC 9).
• Deduct 5% of each invoice as retention until the whole service is complete (CC 16).
• Final payment follows fulfilment of all contractual obligations (CC 11).

Example: reaching the 20% threshold On the Tk. 9.6 lakh sample, month 1 delivers mobilization, equipment, 1 supervisor-month, 2 cleaner-months, consumables and 1 trip: Tk. 1,81,000, or 18.9%. No payment yet. By the end of month 2 the cumulative value is Tk. 2,52,000 (26.3%): invoice it, retain Tk. 12,600 and pay Tk. 2,39,400 (before statutory deductions).

Example: re-measurement One cleaner is absent for two months and not replaced, so 22 number-months are delivered instead of 24. Pay 22 × Tk. 17,500 = Tk. 3,85,000 for item 5, not Tk. 4,20,000. Keep attendance registers signed by your designated officer as the measurement record.

Part B of the specifications speaks of quarterly payment against the officer's certificate. CC 11 sets the first payment at 20% progress and then progressive invoices. State in the e-RFQ how often invoices are accepted after the first one, for example monthly.

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:

• Activity Schedule note is reversed. It says unit rate suits services whose components "can only be determined accurately", yet the services are "re-measured for payments". Unit rate is for quantities that cannot be fixed in advance; the lump-sum version has the opposite wording.
• Payment timing conflicts. CC 11 pays after 20% progress and then by progressive invoices; Part B.2 says the officer's certificate is "the basis for quarterly payment". State one interval.
• Defect Liability Period is undefined. CC 16 keeps retention "during the Defect Liability Period", but none is set and CC 24 returns retention 14 days after the services end.
• 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 concerns the Evaluation Committee, and submission is through e-GP.
• The invitation to sign asks the provider to "attend the office", while RFQ para 18 says signing is through e-GP.
• The Contract Agreement refers to "General Conditions of Contract" (only Conditions of Contract exist) and to payments "to the Services".
• Part B speaks of the "Employer" and "the cleaning services", left over from a cleaning template.
• Activity Schedule item 7 (Transport) has no unit, and LS units for equipment and consumables need a defined measure if they are re-measured. The header says "To be filled in by the Tenderer", and footnote markers 2 and 3 have no footnotes.
• The table of contents still shows a tracked-change "Deleted:" marker, and RFQ para 9 refers to "Tender Validity days as per IFT".

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.
• Quantities may vary, so unit rate is right (otherwise use e-PPS1BL).
• 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 adapted: mobilization, equipment, supervisor, staff, consumables and transport, each with a measurable unit and realistic quantity.
• Measurement records decided: attendance registers, logbooks, delivery notes.
• 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.
• Invoice interval after the 20% threshold and any defects period made consistent.
• Circulation done: website (if any), Notice Board and nearby PEs.

17Common Questions