Request for Extension in Date of Submission

Request letter for Extension in date of submission.

Response

Please refer to corrigendum issued in this regard.

Clarification against RFP

Please find attached quarraies regarding RFP, these were sent through email as at that time online option was not avaiaable might be due to time laps.

kinldy share your response, please

Response

Clarifications / Response attached.

Request for Clarification – Clause 4.3 (Passenger repositioning shall not be required during scanning(optional feature)

Dear Sir/Madam,

We refer to Clause 4.3 of the subject bidding documents, which states:

"Passenger repositioning shall not be required during scanning(optional feature)"

While preparing our technical and financial proposal, we submit that this clause, as presently worded, does not provide the objective clarity required under the applicable procurement rules to permit fair, transparent, and consistent bid preparation. We request the Procuring Agency's formal clarification on the points below, and respectfully submit our observations on why such clarification is necessary.

1. Ambiguity in Technical Status

The term "Optional" does not indicate whether single-pass, no-repositioning scanning is: -

(a) A minimum mandatory requirement

(b) An optional feature carrying defined evaluation weight

(c) A feature with no bearing on compliance or scoring whatsoever.

Under a Least Cost Based methodology, this classification directly determines how bidders should engineer their technical and financial offers. We request the Procuring Agency to expressly confirm which of these three categories applies.

2. Risk of Inconsistent Bid Preparation

In the absence of clarity, bidders capable of offering no-repositioning scanning technology — which typically requires a more advanced sensor array and additional cost — face a material commercial disadvantage if this capability carries no defined evaluation consequence. A bidder offering a lower-cost system requiring repositioning would be treated as technically equivalent, despite an objectively different (and operationally superior) capability being available in the market. This undermines the principle that technical specifications should correlate with evaluation outcomes, and creates a risk that bids will not be prepared or evaluated on a comparable basis.

3. Request for Defined Evaluation Treatment

We request confirmation as to whether a system offering scanning without passenger repositioning will receive any of the following: A defined technical score or scoring differential; An evaluation preference or weighting factor; Any other objectively measurable and pre-disclosed consideration.

Should none of these apply, we request that this be expressly stated, along with the procurement rationale for including the feature in the specification at all — since specifications ordinarily exist to support a defined operational or evaluative purpose.

4. Consistency with Procurement Principles

Transparent and objective evaluation criteria, disclosed in advance to all bidders, are fundamental to fair competition under PPRA Rules. Where a technical differentiator exists between competing systems, and that differentiator has genuine operational value (e.g., improved passenger throughput, reduced dwell time, enhanced screening efficiency), it is respectfully submitted that the evaluation framework should recognize it in a measurable way — failing which the specification itself becomes redundant, and bidders investing in higher-capability systems are placed at an unwarranted competitive and commercial disadvantage relative to lower-cost, lower-capability offers.

Requested Action

We respectfully request that the Procuring Agency, prior to the bid submission deadline, issue a clarification/addendum confirming one of the following:

The no-repositioning capability is a mandatory minimum requirement, to be verified objectively during technical evaluation; or

The capability is optional but evaluated, with the applicable scoring/weighting methodology disclosed; or

The capability is optional and non-scored, with this expressly confirmed so bidders may prepare offers accordingly without commercial disadvantage.

Such clarification will ensure a level playing field, protect the integrity of the competitive process, and allow all bidders — including those offering technically superior solutions — to prepare and price their bids with full confidence that their offer will be evaluated on a clear, objective, and pre-disclosed basis. Whatever the plan of action is finalized by procuring agency should form part of addendum for convenience of all participating firms.

We would be grateful for a written response at the earliest, and in any case prior to the bid submission date latest by 24th Aug 2026, to allow adequate time for bid finalization.

Response

The provision regarding passenger repositioning during scanning is an optional feature and does not constitute a mandatory technical requirement. Accordingly, this feature shall not form part of the technical bid evaluation or carry any scoring/weightage. Bidders may therefore offer the feature at their discretion, without any impact on the evaluation of their bids.

Request for Reduction in Bid Security and Extension of Bid Submission Deadline

Dear Sir/Madam,

With reference to the subject tender, we kindly request a 50% reduction in the Bid Security amount, as the current requirement appears to be on the higher side.

We also request an extension of the bid submission deadline by one (1) month from the current submission date to allow sufficient time for OEM coordination and completion of the required documentation.

We would appreciate your kind consideration and look forward to your favorable response.

Response

The bid submission deadline is already extended through appropriate corrigendum,

The Bid Security amount is hereby reduced by 50%, from PKR 14,700,000/- to PKR 7,350,000/-. The revised Bid Security amount shall be PKR 7,350,000/-.

Query 4: Extension of Delivery Period

With reference to the delivery period of 90 days from the date of signing of contract mentioned at Page 34, we request that the delivery period be increased to 210 days, considering the following factors:

a) The complexity of Full Body Scanner technology, systems are made to order.

b) Mandatory Factory Acceptance Test (FAT) and Factory Training at OEM premises requiring visa processing and international travel for the technical team and operational team

c) Potential delays in the global supply chain, logistics, and international travel arrangements arising from recent regional geopolitical tensions, which may impact the timely procurement, shipment, and deployment of equipment.

Response

The revised provisions shall be incorporated through the appropriate Addendum.

Query 6: Clarification on Factory Acceptance Test (FAT) Schedule

With reference to Page 77, Clause 11.2 requiring Factory Acceptance Test (FAT) for "Four (04) member technical team for Five (05) working days" and "Three (3) member operational team for Five (05) working days," we request clarification on:

a) Whether the FAT for the technical team and operational team can be conducted concurrently or must be conducted separately.

Response

The FAT for the technical team (04 members) and operational team (03 members) shall be conducted concurrently for five (05) working days.

Query 5: Clarification on Factory Training Requirements

With reference to Page 78, Clause 12.2 requiring Factory Technical Training for "Ten (10) personnel for Five (05) working days" and Clause 12.3 requiring Factory Operational Training for "Ten (10) personnel for Five (05) working days," please clarify whether these are two separate training sessions for the same 10 personnel (total 10 days per person) or two different teams of 10 personnel each (total 20 personnel, with both teams trained for 5 days each).

Response

The Factory Technical Training and Factory Operational Training shall be conducted for two separate teams, comprising ten (10) personnel each, for five (05) working days per team. Accordingly, the total requirement shall be twenty (20) personnel, with each team receiving the respective training for five (05) working days.

Query 3: Reduction of Performance Guarantee

With reference to the Performance Guarantee requirement of 10% of contract value mentioned at Page 52 (SCC Clause 23), we request that the Performance Guarantee (PBG) be reduced from 10% to 5% of the contract value. Alternatively, second year PGB be 5% only.

Response

The request for reduction of the Performance Guarantee is not accepted. The Performance Guarantee shall remain at 10% of the contract value as stipulated in the tender documents.

Query 7: Request to Allow Joint Ventures (JV)

With reference to Page 27, BDS Clause 3 which states "JV/Consortium or Association Allowed: No" and "Number of JV/Consortium Members: Nil," we respectfully request that Joint Venture be allowed in this tender. Allowing JVs would enable broader participation of qualified bidders and combine technical expertise and financial resources, which is particularly beneficial for this complex procurement involving Full Body Scanner technology requiring specialized technical capabilities and after-sales support infrastructure including 10 years spares availability. We kindly request PAA to reconsider this restriction and allow Joint Ventures for this tender

Response

The request to allow Joint Ventures (JV)/Consortium/Association is not accepted. The existing tender provision restricting JV/Consortium/Association shall remain unchanged. Bidders are required to meet the prescribed technical, financial and eligibility requirements independently as specified in the tender documents.

Request for submission date & delivery date extension (PROCUREMENT OF FULL BODY SCANNERS FOR PAA AIRPORTS HQPAA/1992/369/XXLN)

Dear Sir / Madam,

With reference to the subject tender due on 17th August 2026, we respectfully request an extension for the submission deadline until 7th September 2026.

Furthermore, the tender currently specifies a delivery period of 90 days. This timeline must cover the Factory Acceptance Test (FAT), Foreign Training, Local Training, delivery, installation, and commissioning at JIAP, AIIAP, IIAP, and BKIAP. Based on our operational assessment, completing these associated tasks requires a minimum of 210 days.

We kindly request you to extend the delivery period to 210 days based on the following breakdown:

• Production and Delivery: Equipment manufacturing and transit after contract signing will take 14 to 16 weeks (approximately 105 days).
• Factory Acceptance Test (FAT): The process requires 5 working days. However, visa appointments take approximately one month, and visa issuance takes an additional 15 working days, totaling roughly 55 days.
• Foreign Training: This requires 5 working days.
• Local Training: This requires 5 days at each site, totaling approximately 24 days including travel time across the four airports (5 days x 4 sites + travel).

Thank you for your understanding and consideration of our request. We look forward to your swift response.

You may contact us on following details

Adil Anwar Butt
adil.butt@rohde-schwarz.com
Mobile : 0345 2010347
Phone : 021 111 050 050 (Ext : 319)

Response

The bid submission deadline is already extended through appropriate addendum.

The revised provisions shall be incorporated through the appropriate Addendum.

Extension of Delivery Period

With reference to the delivery period of 90 days from the date of signing of contract mentioned at Page 34, we request that the delivery period be increased to 240 days, considering the following factors:

a) The complexity of Full Body Scanner technology, systems are made to order.

b) Mandatory Factory Acceptance Test (FAT) and Factory Training at OEM premises requiring visa processing and international travel for the technical team and operational team

c) Potential delays in the global supply chain, logistics, and international travel arrangements arising from recent regional geopolitical tensions, which may impact the timely procurement, shipment, and deployment of equipment.

Response

The revised provisions shall be incorporated through the appropriate Addendum

Sub-Authorization

In case Joint Venture is not permitted by the competent authority, it is requested to please allow sub-authorization for the bidder by the OEM authorized agent/distributor in country, and relevant clauses in the tender may please accommodate the same. The bidder will also take full guarantee of supply and support through submission of bid bonds, performance guarantees (in case of contract), while being fully supported by the OEM through the in-country authorized agent.

Response

Not Agreed. Sub-authorization through the OEM’s authorized agent/distributor in Pakistan is not permitted. The bidder shall comply with the eligibility and authorization requirements specified in the tender documents.

Query 1: Extension of Bid Submission Deadline

With reference to the bid submission deadline mentioned in the Bidding Documents, we request a six (06) week extension in the bid submission deadline due to the following reasons:

a) The ongoing summer holidays and limited workforce at OEM

b) Site surveys, coordination with OEM for compliance documentation and supporting letters

c) The complexity of the technical specifications and compliance requirements necessitate adequate time for thorough proposal preparation.

Response

The request for extension of the bid submission deadline is agreed for three (03) weeks to facilitate OEM coordination and completion of the required documentation. The revised bid submission deadline is already notified through the appropriate corrigendum.

Query 2: Reduction of Bid Security

With reference to the Bid Security amount of PKR 14,700,000/- mentioned at Page 34, we request that the Bid Security be reduced to PKR 5,000,000/-, as the current amount is significantly high and places a substantial financial burden on bidders without any added benefit to the procuring authority.

Response

The Bid Security amount is hereby reduced by 50%, from PKR 14,700,000/- to PKR 7,350,000/-. The revised Bid Security amount shall be PKR 7,350,000/-

Clarification on Factory Training Requirements

With reference to Page 78, Clause 12.2 requiring Factory Technical Training for "Ten (10) personnel for Five (05) working days" and Clause 12.3 requiring Factory Operational Training for "Ten (10) personnel for Five (05) working days," please clarify whether these are two separate training sessions for the same 10 personnel (total 10 days per person) or two different teams of 10 personnel each (total 20 personnel, with both teams trained for 5 days each).

Since both trainings are same , therefore, we assume total 10 person for 05 working days

Response

The Factory Technical Training and Factory Operational Training shall be conducted for two separate teams, comprising ten (10) personnel each, for five (05) working days per team. Accordingly, the total requirement shall be twenty (20) personnel, with each team receiving the respective training for five (05) working days.

Clarification on Factory Acceptance Test (FAT) Schedule

With reference to Page 77, Clause 11.2 requiring Factory Acceptance Test (FAT) for "Four (04) member technical team for Five (05) working days" and "Three (3) member operational team for Five (05) working days.

It was confimed by PAA members during pre-bid meeting on 4th Aug that there will be total number of 07 members who will join together for FAT for 05 working days only.

Response

The FAT for the technical team (04 members) and operational team (03 members) shall be conducted concurrently for five (05) working days.

Clarification required on Daily Subsistence Allowance (DSA)

During the pre-bid meeting held on 4th August regarding the Daily Subsistence Allowance (DSA), it was noted that government-defined rates vary by grade. Therefore, we kindly request the project authorities to communicate a flat DSA amount to all bidders. This will ensure consistency across all financial proposals. The PAA members confirmed they will share this flat DSA amount by 6th August.

Response

Daily Subsistence Allowance (DSA) shall be applicable as per the rates prescribed by the Government of Pakistan from time to time. The applicable Government of Pakistan DSA rates shall be considered by all bidders for preparation of their financial proposals.

Request for Reasonable Reduction in Bid Security Amount

Dear Sir/Ma'am,

We kindly request you to reconsider and reasonably reduce the Bid Security amount, as it appears to be on the higher side. We would greatly appreciate your review and favorable consideration of this request.

Thank you for your understanding and support.

Request for Reasonable Reduction in Bid Security Amount

Bid Security will remain the same.