Hazara Region Prisons Tender for Gym Equipment, Access Control and Visitor Management System

The Office of the Regional Prisons Officer, Hazara Region, invites registered government contractors, firms, dealers and suppliers to submit bids through EPADS for the procurement of goods worth Rs. 15.30 million (Rs. 1 crore 53 lakh) during financial year 2026–27. The procurement covers Central Prison Haripur, District Jails Abbottabad and Mansehra, and Sub-Jails Battagram and Dassu Kohistan.

Items Required

Submission and Opening

Bids must be submitted online through EPADS by 11:30 AM on 25 November 2026. Bids will be opened on the same date at 12:00 PM. Bids must remain valid for 90 days.

Contractors, firms, dealers and suppliers must upload a Call Deposit Receipt (CDR) equivalent to 5% of the tender amount on EPADS and submit the original CDR physically to the Regional Prisons Office, Hazara Region, near Central Prison Haripur, before the closing of bids. Tender documents may be downloaded from EPADS or received physically from the same office.

Eligibility and Technical Requirements

Bidders must be fully registered for tax purposes, including NTN, STRN and KPRA registration as applicable under KPPRA instructions, and must appear on the Active Taxpayer List (ATL). Documentary proof must be attached.

The firm must have past experience in similar work and expert technical staff for installation and after-sales service. Work orders or completion certificates must be attached as evidence.

The scope includes supply, installation, testing, commissioning and training for a complete Visitor Management System (VMS), including software, hardware, wiring and ducting. The system includes web-based VMS software for reporting and dashboards, a self-check-in kiosk or tablet with camera, a QR/barcode scanner, a face-recognition camera, a server/PC, networking and all allied accessories.

Original manufacturer catalogues or datasheets for every component are mandatory in the technical proposal. Offers without original brochures will be treated as non-responsive.

Pricing, Evaluation and Acceptance

All taxes must be included in the quoted bidding rate. No extra payment will be made on account of taxes.

Procurement and evaluation will be conducted on an item-wise basis. The lowest evaluated rate for a particular item will be recommended as the lowest for that item. The procuring entity may award one or more items to different bidders based on the lowest item-wise rates.

The first installation will be treated as a demonstration. The system must operate for at least 10 days to check performance, stability and functionality. Final acceptance will be issued only after a successful 10-day trial.

Payment will be made after successful installation, testing and final acceptance. The procuring entity reserves the right to accept or reject any or all bids under KPPRA Rules.

Warranty, Delivery and Installation

Each component must carry a three-year comprehensive replacement warranty, local to Pakistan, with local service support, starting from successful installation and acceptance. Any faulty or defective component must be replaced free of cost with a new component of the same or higher specifications. One year of free maintenance and after-sales service is required following successful installation and commissioning.

Packing must protect all components against damage during delivery. The firm will be responsible for any damage during transit. All transportation and labour charges for delivery and installation must be borne by the firm, and all items must be delivered and installed at the concerned site or jail.

Installation of all components must be completed professionally. Electrical wiring, installation and connection of all components, and PVC ducting or piping where required are the firm's responsibility. The site must be restored to its original condition after installation.

All components must strictly comply with the specifications downloadable from EPADS. Components that do not conform to the tender specifications, including inferior quality or a different model or brand, will be rejected and must be replaced by the firm at its own cost and risk. Physical verification will take place at delivery against the technical proposal and original brochures.

Issuing authority: Regional Prisons Officer, Hazara Region.
Telephone: 0995-920053.
Email: [email protected].
Notice reference: INF(P) 5434/26.