Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1694268536979.pdf (Namibia)
Request for Sealed Quotations for Goods SUPPLY AND DELIVER OF BOTTLED DRINKING WATER Procurement Reference No: G/RFQ-03-01l2022-2023 Private Bag 13323, Windhoek, Namibia, Tel: 061-2882568 I Company Name I TOTAL BID PRICE (Inc. Vat) I_N-'--$ _ Letter of Invitation To All Prospective Bidders G/RFQ-03-0 1/2022-2023 03 June 2022 Dear Sirs, Request for Quotations to Supply and deliver of bottled drinking water.
The NATIONAL ASSEMBLY invites you to submit your best quote for the items described in detail hereunder.

Any resulting contract shall be subject to the terms and conditions referred to in the document.

if any, should be addressed to Emeritha Mofuka on 0811250566 or Linda Pietersen 061- Queries, 2882568 Please prepare and submit your quotation in accordance with the instructions given or inform the undersigned if you will not be submitting a quotation.

2 SECTIONI: INSTRUCTIONS TO BIDDERS 1.


Rights of Public Entity The [Public Entity] reserves the right: (a) to split the contract as per the lowest evaluated cost per item, and (b) to accept or reject any quotation or to cancel at any time prior to contract award.

quotations the quotation process and reject all 2.


Preparation of Quotations You are requested to quote for the items mentioned in Section III by completing, and returning: signing (a) (b) (c) (d) the Quotation Letter in Section II with its annex for Bid Securing Declaration; the List of Goods and Price Schedule Section III; the Specifications and Compliance Sheet in Section V; and any other attachment deemed appropriate.

You are advised to carefully read the complete Request including quotation.
The standard forms Bidder is responsible for their accurate reproduction.

the Special Conditions of Contract in this document may be retyped for completion for Sealed Quotations in Section VI[, before preparing document, your the but 3.

Validity of Quotations The Quotation validity period shall be 30 days from the date of submission deadline.

4.
Eligibility Criteria To be eligible to participate in this Quotation exercise, you should: (a) (b) (c) (d) (e) (f) (g) Have a valid company Registration Certificate; have an original valid good standing Tax Certificate; have an original valid good Standing Social Security Certificate; have a valid Affirmative Action Compliance Certificate, proof from Employment Equity Commissioner terms of Section 42 of the Affirmative Action Act, 1998; have a written undertaking as contemplated have a certificate indicating SME Status (for Bids reserved for SMEs); that bidder is not a relevant employer, or exemption issued in in section 138(2) of the Labour Act, 2007 be registered with the Procurement Policy Unit (for Bids reserved to categories of bidders and goods) 5.
Delivery Delivery shall be 30 days after acceptance/issue period shall be considered if such deviation is reasonable.

of Purchase Order.

Deviation in delivery 5.1.

The following inspections will be done on the goods at delivery: • • If the water bottles are sealed.

If the bottled water supplied by a localflvamibian) supplier 6.
Sealing and Marking of Quotations 2 3 should be sealed in a single envelope, Quotations clearly marked with the Procurement Reference Number, addressed to the National Assembly with the Bidder's name and contact information at the back of the envelope.

7.

Submission of Quotations should be deposited Quotations floor not reach the same address by the same date and time at latest.

Late quotations will be rejected.


in the Bid Box located at The National Assembly first by post or hand delivered should than 15 June 2022 - 12hOO.Quotations later Quotations received bye-mail will not be considered.

8.

Opening of Quotations Quotations will be opened internally the closing time referred to in instruction 8 above.
A record of the Quotation Opening stating the presence or absence of a Bid Securing the name of the bidders, Declaration, will be posted on the website of the National Assembly and available to any bidder on request within three (3) working days.

by the National Assembly the amount quoted, immediately after 9.

Evaluation of Quotations The Public Entity shall have the right evaluation.

Offers that are substantially or ownership subject lowest evaluated quotation.
cost, to request responsive for clarifications during shall be compared on the basis of price the to determine in wntmg to Margin of Preference where applicable, 10.

Technical Compliance Bidders literature deviations shall submit to substantiate if any with respect along with their quotations compliance with the documents, catalogues required specifications and any other and to qualify to National Assembly requirements.
The Specifications, specifications credit will be given for exceeding the specifications.

Performance Requirements of the goods/items to be supplied.

The specifications and Compliance Sheet details the minimum have to be met but no 11.

Prices and Currency of Payment Prices shall be fixed in Namibian Dollars.

12.

Award of Contract The Bidder having submitted the lowest evaluated responsive supply the goods/items of contract terms and conditions of Contract.
and related services shall be by issue of a Purchase Order/Letter quotation and qualified to shall be selected for award of contract.

Award in accordance with and General Conditions contained in Section VI: Contract Agreement of Acceptance 13.
Notification of Award and Debriefing inform all unsuccessful shall after award of contract promptly The National Assembly bidders in writing of the name and address of the successful bidder and the contract amount and post a notice of award on its website within seven days.

Furthermore, the Public Entity for debriefing made in writing within 7 days of the unsuccessful shall attend to all requests bidders being informed of the award.
3 4 SECTION II: QUOTATION LETTER (to be completed by Bidders) [Complete this form with all the requested details and submit it as the first page of your quotation with the Price list and documents requested above.

A signature and authorisation on this form will If your quotation confirm that the terms and conditions of the RFQ prevail over any attachments.

is not authorised, it will be rejected.}
Quotation addressed to: [name of Public Entity] National Assembly Procurement Reference Number: Subject matter of Procurement: G/RFQI03-0 112022-2023 Supply and deliver of bottled water We offer to supply the items listed in the attached List of Goods and Price Schedule defined specifications, no deviation] and, Quotations as per the except for the qualified deviations [Bidder may delete this phrase in case of for and conditions in accordance with the terms stated in your Request referenced above.
We confirm that we are eligible to participate criteria specified in Section 1: Instruction to Bidders.

in this Quotation exercise and meet the eligibility We undertake to abide ethical conduct during the procurement resulting contract.

process and the execution of any the content of the Bid Security / Bid Securing Declaration (BSD) We have read and understood attached hereto and subscribe therein.
We further fully to the terms and conditions understand that this subscription could lead toforfeiture of the security amount / disqualification on the grounds mentioned in the BDS.

contained The validity period of the Quotation is 30 days from the date of the bid submission deadline.

We confirm that will not be subject of the quotation validity.
the prices quoted in the List of Goods and Price Schedule are fixed and firm and to the expiry date if we are awarded the contract prior to revision or variation, The delivery period offered from the date of issue of Purchaser Orderl Letter of Acceptance shown in the List of Goods items and Price Schedule.

is as uo a IOn Q t f A th Name of Bidder u orise .

db )y: Company's Address and seal Contact Person Name of Person Authorising the Quotation: Position: Signature: Date Phone No.
!Fax 4 SECTION III: LIST OF GOODS AND PRICE SCHEDULE 5 QUOTATIO FOR Supply and deliver of bottled water Procurement Ref o. G/RFQ/03-01l2022-2023 INSTRUCTIONS TO THE PUBLIC BODY At time of preparation of the RFQ, Columns A to I shall be filled in by the Public Entity.
INSTRUCTIONS TO BIDDERS shall fill-in columns F. G & H and fill the total Bidders [To befilled by the Public Entity] E= mark with a *if an equivalent F= Rate per unit • is quoted G=Total price for one item ( C x F) is quoted, please attach to your quote appropriate information & specification shall fill in and sign the bottom section of this page I If an equivalent technical Bidders F Price per unit NAD' G Total price without VAT NAD H VAT: NAD B Description of Goods C Quantity required D Unit of measures • E * STI LL BOTTLED WATER SOOML(24 pack) 500 PACKS A Item no.
1.

2.

3.

4.

5.

6.

7.

8.

NAME: NAME OF BIDDER: POSITION: ADDRESS: TOTAL I SIGNATURE I DATE 1.

If Price quoted is subject to change in rate of exchange at the time of delivery of goods provide details hereunder: Currency: Exchange Rate: .

If no base rate of exchange is given, the price shall be treated as firm in Namibian Dollars for all intent and purpose.
Key notes: NA=NOT APPLICABLE, NQ=NO QUOTE Delivery weeks) (days/m onth Country of Origin 5 6 SECTION IV: SPECIFICATIONS AND PERFORMANCE REQUIREMENTS • Still bottled water SOOmlfrom Namibia • Not treated bottled water SECTION V: SPECIFICATIONS AND COMPLIANCE SHEET Procurement Reference Number: GIRFQ/03-0 112022-2023 [Bidders should complete columns C and D with the specification of the goods offered.
Also state "comply" or "not comply" and give details of any non-compliance/deviation to the specification required.

Attach detailed technical the specification offered in the signature block below.}

required.

Authorise literature if Item No A* Technical Specification Required Compliance of Specification Offered B* C Details of Non-Compliance/ Deviation (if applicable) D STILL BOTTLED WATER 500ML * Columns A and B to be completed by Public Entity.
Specifications and Compliance Sheet Authorised By: Name: Position: Authorised for and on behalf of: Signature: Date: Company 6 7 SECTION VI: GENERAL CONDITIONS OF CONTRACT AND CONTRACT AGREEMENT shall be placed by means of a Purchase Order/Letter Any resulting contract shall be subject GIRFQ-GCC) address/website) except where modified by the Special Conditions below.

to the General Conditions of Contract (available at public entities physical address/website: and (GCC) for the Procurement of Goods (Ref.
Insert Public Entity of Acceptance SECTION VI: CONTRACT AGREEMENT Any resulting contract shall be subject where modified by the Special Conditions below.

to the General Conditions of Contract shall be placed by means of a Purchase Order/Letter and (GCC) for the Procurement of Goods except of Acceptance SECTION VIII: SPECIAL CONDITIONS OF CONTRACT Procurement Reference Number: G/RFQ/03-01l2022-2023 The clause numbers given in the first column correspond to the relevant clause number of the GCe.
[This section is to be customised by the Public Entity to suit the requirements of the specific procurement].

Subject and GCC clause reference Site GCC 1.1(m) Special Conditions The Site/final destination for delivery of the Goods is National Assembly Incoterms Edition lncoterms shall be governed by the rules prescribed in Incoterms 2010.
GCC 4.2(b) Notices GCC 8.1 Delivery and Documents GCC 13.1 Any notice Private Pietersen shall be sent to the following bag 13323 Windhoek and the contact addresses: National Assembly, shall be: Linda name The Goods are to be delivered within 14 days from the date of Purchase Order or Letter of Acceptance.

The documents to be furnished by the Supplier are: (a) Invoice signed and stamp by supplier.
Terms of Payment GCC 16.1 The structure of payments Supplies 13.1 and submission shall be: full payment of an invoice and the documents following delivery of the listed in clause 7 8 Special Conditions Payments invoice and its certification by the Purchaser.

shall be made not later than thirty days after submission of an The price shall not be adjustable.

(i) No performance security is required.


The packing, marking and documentation within and outside the packages shall not the compromised be: Appropriate to ensure qualities goods the are of Not applicable to this bid Subject and GCC clause reference Terms of Payment GCC 16.3 Terms of Payment GCC 16.4 Performance Security GCC 18 Packing GCC 23.2 Insurance GCC24 Transportation The Goods shall be delivered: DDP.

GCC25 Inspection and Tests GCC26.


Liquidated Damages GCC27 Warranty GCC28.3 Not applicable to this bid.

Liquidated damages of the final contract price} per day.

The maximum amount of liquidated damages for the whole contract for the whole contract are [insert percentage of the final contract price.

is [insert percentage} Goods offered should be covered by the Manufacturer's warranty for at least 12 months from date of delivery.
National Assembly is the final destination of the goods 8 9 SCHEDULE 2: COST STRUCTURE FOR VALUE ADDED CALCULATION PER PRODUCT COST STRUCTURE FOR VALUE ADDED CALCULATION PER PRODUCT N$ N$ Raw Materials Accessories & Components • • Imported (ClF) Local (V AT & Excise Duty Fee) Labour Cost Direct Labour Clerical Wages Salaries to Management • • • Utilities • Electricity • Water • Telephone Depreciation Interest on Loans Rent Other (please specify) • • • TOTAL COST Local Value Added = Total Cost - Cost of imported inputs x 100 Total Cost NB!
The cost structure should be certified by a Certified Accountant 9 10 SCHEDULE 3: QUOTATION CHECKLIST SCHEDULE [Public Entity to update this Checklist to ensure that it contains the documents requiredfrom Bidders for the specific procurement] Procurement Reference No.
: GIRFQ/03-01l2022-2023 Description Attached Not Attached Quotation Letter List of Goods and Price Schedule Specification and Compliance Sheet Bid Security I Bid Securing Declaration All mandatory documents as outlined in section I above The list defined and shall not be a ground for Disclaimer: documents documents for its quotation to be responsive.

The onus remains on the Bidder to ascertain that has submitted all the documents complete and responsive.
the relevant of major it that have been requested and are needed for its submission to be in submitting its non-submission the Bidder to justify to assist the bidder is meant 10