Embassy of the Republic of Korea in Malaysia

Embassy of the Republic of Korea in Malaysia Bid Invitation #2025-04

OPEN BID INVITATION [IP FINGERPRINT AND ANTI-CLONE CARD ACCESS CONTROL SYSTEM]

May 2^nd, 2025

Embassy of the Republic of Korea

1. Description 

2. Qualification

• A.Business with valid business license under Malaysian laws as of bid opening date

• B.Business which is not classified as inappropriate business entity under Malaysian law

• C.Business which is able to procure and install the IP Fingerprint and Anti-Clone Card Access Control System set out in the attachment (Task Instructions) and business with a lot of experiences of installing and maintaining a company’s telephone system will be preferred.

• D.Business which is engaged in liquidation, M&A, disposal and court receivership is not allowed to bid.

• E.Bidding made by a company not qualified to participate in competition under the conditions above shall be null and void.

3. On-site Orientation

• A.This project does not provide any on-site orientation. Please visit the Embassy for site survey before joining the bid.

• B.Any liabilities arising from failure to perform the above will be borne by the bidder.

4. Bid Procedure

• A.E-mail the registration form and required documents to korem-my@mofa.go.kr or submit by post. (By midnight on May 12^th, 2025) The Embassy will open and check the tender documents at 09:00 am, on May 13^th, 2025.

• B.The Embassy (including external examiners) will perform evaluation of each bidder’s proposal documents. The evaluation is comprised of technical competency evaluation (quantitative and qualitative evaluation) and bid price evaluation.

• C.The bid price score will be calculated by the formula as explained below. The quantitative evaluation will be performed according to the scoring criteria for each evaluation item as described in this request for proposal, and at the qualitative evaluation the scores will be given by the examiners (Proposal Evaluation Committee).

• D.Among the bidders, who bid at the price not higher than the project budget and whose technical competency score is at least 85% of the score limit will be chosen as eligible for negotiation.

• E.The Embassy will negotiate with the highest-scoring prioritized bidder on the content of the proposal, including the details of the project, how it will be implemented, and the implementation schedule. Some parts of the content may be adjusted.

• F.If the negotiations are not reached with the prioritized bidder, the Embassy will conduct negotiations with the next prioritized bidder. The negotiation period will be within 15 days since the bidders are notified to begin negotiations.

• G.Successful bidder must sign the contract within 10 days since the negotiations are established.

5. Required Documents

• A.Registration Form (Attached [Form 1]) and Memorandum of Bidding Payment

• B.[Form 2] Pledge of Integrity

• C.Certificate of Company Registration issued by Suruhanjaya Syarikat Malaysia (SSM)

• D.Business Licenses / Permits issued by the local authority

• E.Certification and Accreditation for the company or devices which it will procure

• F.Proposal Document (Free-format)

- (1) Introduction of the company, performances for the last three years (2022-present) including project names and amounts, (2) specification and quantity of each device (Fingerprint reader/controller, Fingerprint enrolment device, etc.) that the bidder will procure, (3) number of technicians to perform the project and (4) a detailed work plan (with follow-up management, such as service response times, warranty coverage, system monitoring support, etc.) (5) qualifications of the technicians who will participate in the project should be included

• G.​Document for Financial Evaluation (latest three months’ bank statements verified by the respective banks)

• H.Price quotation for the project

6. Bid Evaluation and Scoring Scale

(Unit: Points)

Note) Valuation basis of the performance

7. Bid Bond and Reversion of Amount of Bid Bond to National Treasury

• A.Bid bond is exempted for a bidder who falls under the Article 37 (3) of ‘Enforcement Decree of the Act on Contracts to which the State is a Party.’ Considering the difficulty of obtaining Letter of Guarantee and Guarantee Insurance from the financial institution and insurance company in Malaysia, bid bond will be exempted as per the Article 37 (3) of ‘Enforcement Decree of the Act on Contracts to which the State is a Party.’

• B.However, bidders exempted from the bid bond must submit the Memorandum of Bidding Payment in order to ensure the payment of an amount corresponding to the amount of the bid bond as per the Article 37 (4) of the Act. If the successful bidder does not conclude the contract, it must immediately pay the bid bond (5/100 of the tendered amount) in cash.

8. Others

• A.Bidders must be fully aware of all the particulars related to the project before they participate in the bid. If you have any inquiries, please contact the person in charge first before submitting your bid. It is the bidder’s responsibility for not understanding the project properly before joining the bid. 

• B.Successful bidder must sign the contract within 10 days since the negotiations are established. The bidder must sign and submit the Pledge of Confidentiality. 

• C.Should you have further inquiries on bidding, please contact the following person:

-  Mr. Lee Chanwoo, Third Secretary (korem-my@mofa.go.kr)