e-PPS6 Direct Physical Services Preparation Guideline

01When to Use e-PPS6

Use e-PPS6 when PPR 2025 permits you to contract one provider directly for a physical service where the provider delivers a defined result with its own staff, equipment and materials. The STD lists examples:

• ICT-based services, janitorial, cleaning, security, washing and laundry, tailoring;
• catering, transport, courier, travel, insurance;
• surveys, investigation and data collection, testing, geological survey or exploratory drilling, pre-shipment inspection, C&F;
• event management (workshops, seminars, symposiums), training;
• operation and maintenance of buildings and equipment, and hiring office, accommodation or space.

Nature

Physical Services (not outsourced personnel)

Method

Direct Procurement (DPM)

Value

Any value, where DPM is permitted

Invited

One service provider

Price

Unit rates in an Activity Schedule

Agreed by

Negotiation

The STD's list includes "hiring of manpower". If the people will work under your direction with wages fixed by the Outsourcing Policy, use e-PPS5 instead: e-PPS6 prices manpower at rates the provider quotes.

02What You Prepare

03Build the Activity Schedule

You list every item needed for the whole contract period, with units and quantities. The provider enters unit rates in figures and words. Each rate includes profit, overhead, and all taxes, duties, VAT and fees; nothing is added later.

• Adapt the rows to the service: transport service, venue or space hire (e.g. sq m per month), and so on. The STD's sample rows are a starting point, not a fixed format.
• Physical contingency is at most 3% of the contract price, and none at all where the scope is precisely defined.
• Equipment and consumables not priced in the schedule are supplied at the provider's own cost (Section 2); say clearly which applies.
• Keep your official cost estimate on file; you will need it to judge whether the offered rates are reasonable.

The STD does not say whether 3% is taken on the subtotal or on the total including the contingency. The example uses the subtotal; state your basis.

04Fill In the Invitation Letter

e-PPS6 has no qualification criteria and no information form: the offer is just the submission letter and priced schedule. If you need evidence of capability (trade licence, TIN, VAT, past contracts, equipment list, CV of the Contract Supervisor in Appendix C format), list it in the letter so it arrives with the offer.

05PE's Requirements

A. Performance Specifications. Replace each instruction with your content:

• Background, purpose, areas covered (buildings, floors, routes, venues) and a detailed definition of the services.
• Days and times; daily, weekly, monthly, quarterly and six-monthly activities; specific activities.
• Equipment, consumables and any finished goods, with full technical specifications and standards.
• Staff and labour qualifications. Minimum: physically capable, of good character, uniformed with ID badges, no disqualifying record; you may require any unsuitable person to be replaced.

B. Performance Monitoring.

Example: KPIs for a vehicle hire service Vehicle available at 8:00 on 98% of working days; a replacement within 2 hours of a breakdown; no vehicle older than five years; logbook submitted monthly. Each is measurable and can be the basis of a notice under GCC 48.

Appendices.

06Fill In the PCC

07Review and Negotiation

1. The provider submits the e-signed offer and priced Activity Schedule by your deadline. e-GP auto-generates the grand summary.
2. Check eligibility, conflict of interest and restrictions, and any capability documents you asked for.
3. Compare each rate with your official cost estimate; mark rates that look high or unbalanced.
4. Invite the provider to negotiate (Format A), with date, time and logistics.
5. Negotiate rates, quantities, staffing, the deployment Program, start date, KPIs, reports, payment schedule and any advance.
6. Record agreed points in minutes (the "Draft Negotiated Agreement" in GCC 5.1), which form part of the contract.
7. Send the result to the Approving Authority.

Example: negotiating a rate Your estimate for a cleaner is Tk. 16,500 a month; the offer says Tk. 18,000. If agreed at Tk. 17,000, item 5 falls by 96 × 1,000 = Tk. 96,000, and a 3% contingency on the new subtotal of Tk. 23,90,000 is Tk. 71,700, giving a total of Tk. 24,61,700.

The contract is concluded only if negotiations end satisfactorily. You may decline to award if they do not.

08Award, Security and Signing

1. Issue the Notification of Award (Form e-PPS6-1) within 3 working days of approval, with the draft contract.
2. If you require a performance security, the NOA states the amount and working days under Rule 123(7); the bank guarantee is Form e-PPS6-2.
3. The NOA states the days to sign under Rule 123(11).
4. Sign the Contract Agreement. Within 3 days publish the contract on your notice board or website, and on the BPPA website with beneficial ownership (Format e-PPS6-A), for at least 30 days.

Example: performance security The STD gives no rate. If you adopt 5%, as e-PPS3 does, the negotiated Tk. 24,61,700 contract needs Tk. 1,23,085. For a one-day event or a single courier job, you may decide none is needed; say so in paragraph 8.

Beneficial ownership (owners, partners, CEO or MD, directors, shareholders with 10% or more, with NIDs) is required above Tk. 10 lakh. State-owned enterprises are excused.

09Payments and Administration

• Before services start, approve the provider's Program for deploying all personnel (GCC 11). Approve management personnel; no personnel change without your consent (GCC 18–19).
• Timing: the provider invoices within 3 days of the payment condition; you pay within 5 days, after certifying satisfactory service (GCC 38.1). Interest after 28 days' delay if PCC 40.1 sets a rate.
• Advance (optional): up to 10% of the original price, for mobilisation, against an unconditional bank guarantee (Form e-PPS6-3) that reduces as the advance is recovered. No interest is charged.
• Taxes: already in the rates. A change in tax law after signing adjusts payments and the ceiling by agreement (GCC 33).
• Variations: only by written agreement (GCC 15); payment for additional services as agreed (GCC 39).
• Extensions of time: notice within 14 days of the event (or at least 21 days before expiry in exceptional cases); decide within 21 days; up to 30% of contract time by you, 30–100% with the Head of the PE, beyond 100% with the Secretary.
• The provider keeps accounts for inspection and audit for 5 years.

The STD does not say how the advance is recovered, so agree it in the minutes. Section 2 mentions quarterly payment, while PCC 38.1 is open: choose one interval and make the PCC and Appendix B agree.

10Penalties, Termination and Disputes

• Poor or non-performance: inspect and notify (GCC 48). If not corrected in time, assess the cost; the provider pays it plus the PCC 30.1 penalty percentage (GCC 49).
• Suspension of payments: written notice stating the failure, with up to 14 days to remedy (GCC 43).
• Performance security claim (if one is held): after a notified breach or unpaid amount lasting 14 days or more (GCC 31).
• Termination for default: at least 30 days' notice for a fundamental breach, such as stopping services for 14 days, failing to start, not maintaining a required security, ignoring a notice to correct, or corrupt practice. The provider may terminate if a certified payment is unpaid for 42 days.
• Also insolvency, your convenience, or 42 days of force majeure.
• Disputes: amicable settlement; Adjudicator within 14 days of your decision (decision in 28 days; provider pays the fees, you reimburse half); arbitration under the Arbitration Act 2001 after 28 days.

Example: penalty One floor is left uncleaned for three days and you assess the cost at Tk. 9,000. With PCC 30.1 at 20%, the provider pays Tk. 9,000 + Tk. 1,800 = Tk. 10,800.

11Completion and Release of Security

• Final payment follows the provider's final report and final statement, approved by you (GCC 42).
• Issue the Completion Certificate (Format e-PPS6-B) and prepare the post-contract evaluation report.
• Return the performance security within 7 days of the completion certificate or final acceptance, and no later than its validity, once services are accepted, obligations discharged, no claim is pending and your property is returned (GCC 44).
• You may hold all or part of it while a claim or dispute is unresolved.

12Points to Correct in the Draft

The January 2026 draft carries text from the outsourcing (e-PPS5) and works templates. Fix these in your issued document or ask BPPA:

• Outsourcing leftovers: GCC 1.1(w) defines Service Personnel under the Outsourcing Policy; GCC 9.2 limits income tax at source to "the Service Provider's commission part"; GCC 36 pays each person's individual account and a commission; PCC 36.1 asks for every staff member's bank account. None fits a unit-rate contract. Pay the provider's account and deduct tax on the whole invoice as the law requires.
• Performance security: para 8 says "may be required" and "may/may not"; nothing sets the amount; GCC 50.1(iii) speaks of "a Security, which is required".
• Advance guarantee form: PCC 38.3 cites "Form PW3-11"; the form is e-PPS6-3.
• Section names: para 2 says "Annex 1: PE's Requirements", para 12 "Annex 2", para 10 "Section 'Tender and Contract Forms'". The STD's sections are 2 and 3.
• Submission route: para 13 asks for a postal address while Section 3 is an e-GP e-signature.
• Tender wording: the Contract Agreement says the PE "invited Tenders"; the NOA refers to "Instructions to Tenderers"; the PCC header reads "IFTIDENTIFICATION NO". There is no IFT or ITT in DPM.
• Numbering: GCC 5.1 lists its documents as 4.1–4.9, while the PCC refers to "GCC 5.1(xi)"; the Contract Agreement's priority list differs from GCC 5.1 and omits the negotiated agreement.
• Appendices: GCC 34.1 cites Appendix E for facilities and GCC 1.1(u) "Appendices A to E", while Section 2 has A–D.
• Dates: PCC 1.1(n) counts completion from signing; PCC 14.1 from effectiveness.
• Works wording: GCC 46.4, 47.1 and 50.1 speak of "works"; the Completion Certificate covers bonus, LD, designs, construction defects, "Major Components of Works" and named and nominated subcontractors; Section 2 mentions "cleaning services".
• Subcontractors: para 4.1 and GCC 8.1 mention subcontractors, but GCC 7.1 bars assigning any part of the contract. State your position.
• Eligibility: para 7 covers only development partner restrictions; para 5(c) reads "supervision dependent agency".
• Payment interval: Section 2 says quarterly; PCC 38.1 is open.
• Formats: the reporting format reads "FUNDING NEGRMATION" and skips item 12.

13Issuing Checklist

• DPM grounds recorded and approved under PPR 2025; the need is a physical service, not Outsourcing Policy personnel.
• Invitation letter: reference, funds sentence, clarification contact and cut-off, deadline, validity, performance security decision; route stated as e-GP.
• Capability documents you need are listed in the letter.
• Activity Schedule: every item, unit and quantity for the full period; contingency at most 3% (or none if the scope is precise); basis stated.
• Official cost estimate on file.
• Performance Specifications, standards, KPIs and Appendices A–D complete.
• PCC complete: dates, start days, penalty %, payment basis, advance, interest, inspection method, adjudicator, arbitration place.
• Outsourcing and works leftovers (commission, personnel accounts, Form PW3-11) corrected.

14Common Questions