STANDARD BIDDING DOCUMENT

Gyalpozhing College of Information Technology, Kabjisa, Thimphu

June 2026

Quotation for Procurement of Groceries, vegetables, and meat
 

Invitation for Quotation (IFQ)

Project title: Procurement of groceries, vegetables, and meat for GCIT, Kabjisa, Source of Funding: Royal Government of Bhutan

Contract Ref:

To

The bidder Thimphu, Bhutan

Subject: Procurement of groceries, vegetables, and meats for annual quotation

Dear Sir/Madam,

The College Administration, GCIT, would like to invite your good business entity to submit competitive rates for the following items.

The Price Schedules for groceries, vegetables, and meats are tabulated below:

1. GROCERY ITEMS

B. VEGETABLE ITEMS

Tender Terms and Conditions:

1. The bidder has to submit a copy of a valid trade licence, copy of tax clearance certificate, and duly filled price schedules.
2. The bidder(s) should have a physical shop to participate in this tender.
3. The bidder(s) may quote for any or Lots under this invitation. Each lot shall be evaluated, and the contract will be awarded separately to the firm(s) offering the best-evaluated price for each item.
4. The bidder(s) shall submit duly filled-up priced quotations without any changes. You are required to submit two documents- Original & Copy.
5. The quotation, including all documents in the attached format, should be sealed in an envelope as required by Procurement Rules & Regulations 2025. You may submit the documents addressed to the following details.

President

Gyalpozhing College of Information Technology, Kabjisa, Thimphu

1. The deadline for receipt of your quotation(s) by the purchaser at the indicated address is 22nd July 2026, on or before 10.00 AM at Admin Office. All the bids will be opened on the same day at 10.30 AM in front of the bidders if they choose to attend.
2. All the prices shall be quoted in Ngultrum. The quoted price shall include all related costs, including taxes, duties, and other levies to the final place of delivery. Cost variation/escalation of prices other than the quoted rate will not be accepted.
3. The evaluation will be done on a lot-by-lot basis.
4. The winning bidder(s) have to furnish the Performance Security of Nu. 30,000 (Ngultrum: Thirty Thousand) only for all suppliers. The Performance security should be in Draft/Cash Warrant in favour of the President, Gyalpozhing College of Information Technology, Kabjisa, Thimphu.
5. The supply of groceries, vegetables, and meats shall be coordinated by the Mess In-charge from the Buyer’s side, who will first find out the types of groceries, vegetables, and meats available from the Seller and place a purchase order. The vegetables, meats, and grocery items shall be delivered to the College within three days from the time of the purchase order. The Mess In-charge will contact the Focal person from the seller's side with the following contact details.
   1. Name …………………………………, Contact # ……………………………..
   2. Name …………………………………, Contact # ……………………………..

1. The Seller shall meet all the required quality and quantity of the Buyer and supply fresh vegetables, and meat. Products should not be pest-infested, fibrous, or rotten. The Buyer reserves the right to reject items that do not meet the quality requirements of the Buyer.
2. Payment for the vegetables, groceries, and Meat items shall be made by the Buyer within two weeks from the time of delivery of goods to the college mess vide Cheque.
3. Unloading of groceries, vegetables, and meat items shall be the sole responsibility of Suppliers at the time of delivery.
4. The award will be made to the bidder who is offering the best-evaluated price that meets the specifications. The successful bidder will sign a contract agreement with the agency.
5. Your quotation shall be valid until the 30th of July 2027 from the deadline for receipt of the quotation.
6. The winning bidders have to keep enough stock to enable smooth supply even during an emergency.
7. The winning bidders have to supply the items twice a week or as and when required.
8. For further clarification on the specification, please contact us during office hours.
9. This Contractual Agreement shall be terminated through mutual consent; failure to provide the required qualities and quantities of vegetables, meat, and groceries to the Buyer; or failure to pay on time to the Seller. The defaulting party shall be dealt with in line with the laws of the Kingdom of Bhutan.
10. In case the supplier fails to deliver the goods at the time specified, the Buyer reserves the right to deduct 2% from the total purchase order quantities.