Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1694268747925.pdf (Namibia)
National Assembly Request for Sealed Quotations for Services SUPPLY AND DELIVERY OF FRESH FLOWERS AND RENAL OF FLOWERS STANDS FOR NATIONAL ASSEMBLY CEREMONIAL EVENTS FOR A PERIOD OF 12 MONTH Procurement Reference No: G/RFQ/03-15/23/24 National Assembly.
Private Bag 13323, Windhoek, Namibia, Tel: 061-2882517, Email: procurement.na@parliament.na Company Name: Total Bid Price (Incl Vat) Contact Number Email Address: Closing date: 15 August 2023 at 12H00 1 1 National Assembly Tel: (+264-61) 2889111 Fax: (+264-61) 247772 Email: parliament@parliament.na Letter of Invitation Private Bag 13323 Windhoek Namibia Republic of Namibia Ref: G/RFQ/03-15/23/24 Enquiries: Saima Hailapa Tel: 288 2568 All prospective Bidders G/RFQ/03-15/23/24 17 July 2023 Dear Sir/ Madam, SUPPLY AND DELIVERY OF FRESH FLOWERS AND RENAL OF FLOWERS STANDS FOR NATIONAL ASSEMBLY CEREMONIAL EVENTS FOR A PERIOD OF 12 MONTH 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.

Queries, if any, should be addressed to Ms Saima Hailapa 0811284375 or Ms Appolonia Zaire 0811432589 Please prepare and submit your quotation in accordance with the instructions given or inform the undersigned if you will not be submitting a quotation.

1 2 SECTION I: INSTRUCTIONS TO BIDDERS 1.


Rights of Public Entity The National Assembly reserves the right: (a) to split the contract as per the lowest evaluated cost per item, or (b) to accept or reject any quotation; and (c) to cancel the quotation process and reject all quotations at any time prior to contract award.

2.
2.

Preparation of Quotations You are requested to quote for the items mentioned in Section III by completing, signing and returning: (a) the Quotation Letter in Section II with its annex for Bid Securing Declaration (b) the List of Goods and Price Schedule Section III; (c) the Specifications and Compliance Sheet in Section V; and (d) any other attachment deemed appropriate.
You are advised to carefully read the complete Request for Sealed Quotations document, including the Special Conditions of Contract in Section VII, before preparing your quotation.

The standard forms in this document may be retyped for completion but the Bidder is responsible for their accurate reproduction.

3.

Validity of Quotations The Quotation validity period shall be 90 days from the date of submission deadline.

4.
Eligibility Criteria To be eligible to participate in this Quotation exercise, you should: (a) Have a valid company Registration Certificate, or certified copy certified by the Commissioner of Oath appointed in terms of the justices of the peace and Commissioner of Oath Act 1963 (Act of no.16 of 1963); b) Have an original valid good Standing Tax Certificate, or certified copy certified by the Commissioner of Oath appointed in terms of the justices of the peace and Commissioner of Oath Act 1963 (Act of no.16 of 1963); c) Have an original valid good Standing Social Security Certificate, or certified copy certified by the Commissioner of Oath appointed in terms of the justices of the peace and Commissioner of Oath Act 1963 (Act of no.16 of 1963); d) Have a valid certified copy of Affirmative Action Compliance Certificate, or certified copy certified by the Commissioner of Oath appointed in terms of the justices of the peace and Commissioner of Oath Act 1963 (Act of no.16 of 1963), proof from Employment Equity Commissioner that bidder is not a relevant employer, or exemption issued in terms of Section 42 of the Affirmative Action Act, 1998; e) Have a certificate indicating SME Status (for Bids reserved for SMEs); f) Submit bid valid security/Submit signed Bid-securing Declaration.
g) An undertaking on the part of the Bidder that the salaries and wages payable to its personnel in respect of this proposal are compliant to the relevant laws, Remuneration Order, and Award, where applicable and that it will abide to sub-clause 4.6 of the General conditions of Contract if it is awarded the contract or part thereof; and; h) Submit certified identity copies of the shareholders 5.
Bid Security/Bid Securing Declaration Bidders are required to subscribe to a Bid Securing Declaration for this procurement process.

2 3 6.

Delivery Delivery shall be within 14 days upon every request.

Deviation in delivery period shall be considered if such deviation is reasonable.

7.
7.

Sealing and Marking of Quotations Quotations should be sealed in a single envelope, 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.

8.
8.

Submission of Quotations Quotations should be deposited in the Quotation Bid Box located at National Assembly, ground floor not later than Tuesday, 15 August 2023 at 12H00, Quotations by post or hand delivered should reach Parliament- National Assembly, Private Bag 1332, Windhoek by the same date and time.

Late quotations will be rejected.

9.

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

10.

Evaluation of Quotations The Public Entity shall have the right to request for clarifications in writing during evaluation.

Offers that are substantially responsive shall be compared on the basis of the following.
 Total materials cost 11.

Technical Compliance Bidders shall submit along with their quotations documents, catalogues and any other literature to substantiate compliance with the required specifications and to qualify deviations if any with respect to Public Entity’s requirements.

The Specifications, Performance Requirements and Compliance Sheet details the minimum specifications of the goods/items to be supplied.
The specifications have to be met but no credit will be given for exceeding the specifications.

12.

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

13.

Margin of Preference 13.1 No margins of preference will be applied.

14.

Award of Contract The Bidder having submitted the lowest evaluated responsive quotation and qualified to supply the goods/items and related services shall be selected for award of contract.
Award of contract shall be by issue of a Letter of Acceptance in accordance with terms and conditions contained in Section VI: Contract Agreement and General Conditions of Contract.

15.

Performance Security No performance security is required for this bid.

16.
16.

Notification of Award and Debriefing The Public Entity shall after award of contract promptly inform all unsuccessful 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 (7) days.

Furthermore, the Public Entity shall attend to all requests for debriefing made in writing within seven (7) days of the unsuccessful 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 confirm that the terms and conditions of the RFQ prevail over any attachments.

If your quotation is not authorised, it will be rejected.]
Quotation addressed to: NATIONAL ASSEMBLY Procurement Reference Number: Subject matter of Procurement: G/RFQ/03-15/23/24 The Supply and Delivery of Fresh Flowers and Renal of Flowers Stands For National Assembly Ceremonial Events for a Period of 12 Month We offer to supply the items listed in the attached List of Goods and Price Schedule as per the defined specifications, and, in accordance with the terms and conditions stated in your Request for Sealed Quotations referenced above.
We confirm that we are eligible to participate in this Quotation exercise and meet the eligibility criteria specified in Section 1: Instruction to Bidders.

We undertake to abide ethical conduct during the procurement process and the execution of any resulting contract.

We have read and understood the content of the Bid Securing Declaration (BSD) attached hereto and subscribe fully to the terms and conditions contained therein.
We further understand that this subscription could lead to disqualification on the grounds mentioned in Section 45 (2) (a) to (d)of the Public Procurement Act,2015 (Act 15 of 2015).

The validity period of the Quotation is ________________ days from the date of the bid submission deadline.
We confirm that the prices quoted in the List of Goods and Price Activity Schedule are fixed and firm and will not be subject to revision or variation, if we are awarded the contract prior to the expiry date of the quotation validity.

The delivery period offered from the date of issue of Purchaser Order/ Letter of Acceptance is as shown in the List of Goods items and Price Schedule.
Quotation Authorised by: Name of Bidder Contact Person Company’s Address and seal Name of Person Authorising the Quotation: Position: Signature: Date Phone No./Fax 4 5 Appendix to Quotation Letter BID SECURING DECLARATION (Section 45 of Act) (Regulation 37(1)(b) and 37(5)) Date: ................................................... Procurement Ref No.
: .................................................. To: National Assembly I/We* understand that in terms of section 45 of the Act a public entity must include in the bidding document the requirement for a declaration as an alternative form of bid security.
I/We* accept that under section 45 of the Act, I/we* may be suspended or disqualified in the event of (a) (b) (c) (d) a modification or withdrawal of a bid after the deadline for submission of bids during the period of validity; refusal by a bidder to accept a correction of an error appearing on the face of a bid; failure to sign a procurement contract in accordance with the terms and conditions set forth in the bidding document, should I/We* be successful bidder; or failure to provide security for the performance of the procurement contract if required to do so by the bidding document.
I/We* understand this bid securing declaration ceases to be valid if I am/We are* not the successful Bidder Signed: .................................................................................................................................................. [insert signature of person whose name and capacity are shown] Capacity of: [indicate legal capacity of person(s) signing the Bid Securing Declaration] Name: ................................................................................................................................................... [insert complete name of person signing the Bid Securing Declaration] Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder] Dated on ____________ day of __________________, _______ [insert date of signing] Corporate Seal (where appropriate) [Note*: In case of a joint venture, the bid securing declaration must be in the name of all partners to the joint venture that submits the bid.]
*delete if not applicable / appropriate 5 6 Republic Of Namibia Ministry of Labour, Industrial Relations and Employment Creation Witten undertaking in terms of section 138 of the Labour Act, 2015 and section 50(2)(D) of the Public Procurement Act, 2015 1.

EMPLOYERS DETAILS Company Trade Name:……………………………………………………… Registration Number :...……………………………………………………... Vat Number: ………………………………………………………………… Industry/Sector: ……………………………………………………………… Place of Business:……………………………………………………………..
Physical Address:…………………………………………………………….. Tell No.

:……………………………………………………………………… Fax No.:……………………………………………………………………….

Email Address:………………………………………………………………..

Postal Address:……………………………………………………………….. Full name of Owner/Accounting Officer:……………..……………………... ……………………………………………………………………………....... Email Address:……………………………………………………………….. 2.
PROCUREMENT DETAILS Procurement Reference No.…………………………………………………... Procurement Description: ………………………………………………………... …………………………………………………………………………………… …………………………………………………………………………………… Anticipated Contract Duration: ………………………………………………….

Location where work will be done, good/services will be delivered: …………... …………………………………………………………………………………… 3.

UNDERTAKING I …………………………………………… [insert full name], owner/representative of ………………………………………………………….
[insert full name of company] hereby undertake in writing that my company will at all relevant times comply fully with the relevant provisions of the Labour Act and the Terms and Conditions of Collective Agreements as applicable.

I am fully aware that failure to abide to such shall lead to the action as stipulated in section 138 of the the contract/licence/grant/permit or concession.

Signature: ……………………………...

Date: …………………………………... Seal…………………………………….


Please take note: labour Act, 2007, which the cancellation of include but not limited to 1.

A labour inspector may conduct unannounced inspections to assess the level of compliance 2.

This undertaking must be displayed at the workplace where it will be readily accessible and visible by the employees rendering service(s) in relations to the goods and services being procured under this contract.
6 SECTION III: LIST OF GOODS AND PRICE SCHEDULE QUOTATION FOR: The Supply and Delivery of Fresh Flowers and Renal of Flowers Stands for National Assembly Ceremonial Events for a Period of 12 Month Procurement Ref No.

G/RFQ/03-15/23/24 7 INSTRUCTIONS TO THE PUBLIC ENTITY At time of preparation of the RFQ, Columns A to D shall be filled in by the Public Entity.
[To be filled by the Public Entity] INSTRUCTIONS TO BIDDERS Bidders shall fill-in columns E - I and fill the total E= mark with a *if an equivalent is quoted F= Rate per unit F)  If an equivalent is quoted, please attach to your quote appropriate technical information & specification G=Total price for one item (C x A Item no.

1.

2.

3.

4 5.

6.

7.
B Description of Services C Quantity required D Unit of measures E * F Price per unit NAD1 G Total price without VAT NAD H I Delivery weeks) (days/mo nth Country of Origin  Bidders shall fill in and sign the bottom section of this page Flower arrangement on stands Flower arrangement on table Rental of flower stands Colours: Gold and Silver stands (assorted) Type: Stainless steel Rental of flower stands Colour: White Type: wooden stand Rental of Green Flower bawls Flat 75 cm flower arrangements Size : Large Flat 1m flower arrangement Size : large 1 1 1 1 1 1 1 Each Each Each Each Each Each 7 8.
9.

10.

11.

12.

13 .

Small round flower posy Size : medium Wreath Size: Large Shape: round Wreath Size: large Shape : flat Rental of Pottery vases Type: glass Colour: red, blue and clear (assorted) Flower bouquets in tall glass Size: 30cm Corsages Size : small on suits 8 Each Each Each Each Each Each 1 1 1 1 1 NAME: NAME OF BIDDER: POSITION: ADDRESS: SIGNATURE 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 Sub-Total Vat Grand TOTAL 8 9 SECTION IV: SPECIFICATIONS AND PERFORMANCE REQUIREMENTS  THE SUPPLY AND DELIVERY OF FRESH FLOWERS AND RENAL OF FLOWERS STANDS FOR NATIONAL ASSEMBLY CEREMONIAL EVENTS FOR A PERIOD OF 12 MONTH  SECTION V: SPECIFICATIONS AND COMPLIANCE SHEET Procurement Reference Number: G/RFQ/03-15/23/24 [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 literature if required.

Authorise the specification offered in the signature block below.]
Technical Specification Required Quantity Compliance of Specification Offered B* C D Details of Non- Compliance/ Deviation (if applicable) E Item No A* Flower arrangement on stands Flower arrangement on table Rental of flower stands Colours: Gold and Silver stands (assorted) Type: Stainless steel Rental of flower stands Colour: White Type: wooden stand Rental of Green Flower bawls Flat 75 cm flower arrangements Size : Large Flat 1m flower arrangement Size : large Small round flower posy Size : medium Wreath Size: Large Shape: round 10 Wreath Size: large Shape : flat Rental of Pottery vases Type: glass Colour: red, blue and clear (assorted) Flower bouquets in tall glass Size: 30cm Corsages Size : small on suits 11 12 13 1 1 1 1 1 1 1 1 1 1 1 1 * 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 9 10 SECTION VI: GENERAL CONDITIONS OF CONTRACT AND CONTRACT AGREEMENT Any resulting contract shall be placed by means of a Purchase Order/Letter of Acceptance and shall be subject to the General Conditions of Contract (GCC) for the Procurement of Goods - Ref.
NCS/RFQ/03-13/23/24 on the website of the Public Entity (insert website address) except where modified by the Special Conditions below.

SECTION VI: CONTRACT AGREEMENT Any resulting contract shall be placed by means of a Purchase Order/Letter of Acceptance and shall be subject to the General Conditions of Contract (GCC) for the Procurement of Goods except where modified by the Special Conditions below.
SECTION VIII: SPECIAL CONDITIONS OF CONTRACT Procurement Reference Number: G/RFQ/03-15/23/24 The clause numbers given in the first column correspond to the relevant clause number of the GCC.

[This section is to be customised by the Public Entity to suit the requirements of the specific procurement].
Subject and GCC clause reference Purchaser GCC 1.1(h) Site GCC 1.1(m) Incoterms Edition GCC 4.2(b) Notices GCC 8.1 Special Conditions The purchaser is: National Assembly The Site/final destination for delivery of the Goods is National Assembly Parliament Building Incoterms shall be governed by the rules prescribed in Incoterms 2010.
Any notice shall be sent to the following addresses: For the Employer, the address and the contact name shall be: Saima Hailapa 0811601827 For the Supplier, the address and contact name shall be: __________________________ __________________________ __________________________ Disputes GCC 10.2 The rules of procedures for arbitration proceedings pursuant to GCC 10.2 shall be as follows: _________________________________ 10 11 Subject and GCC clause reference Special Conditions Delivery and Documents GCC 13.1 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: Suppliers Invoice Signed delivery note.

Price Adjustment GCC 15.1 The price charge for the Goods supplied and the related Services performed “shall not” be adjustable.
Terms of Payment GCC 16.1 Terms of Payment GCC 16.3 Terms of Payment GCC 16.4 (a) Payment Period GCC 16.5 The structure of payments shall be: full payment following delivery of the Supplies and submission of an invoice and the documents listed in clause 13.1 Payments shall be made not later than (30) thirty days after submission of an invoice and its certification by the Purchaser.

The price “shall not be” adjustable to the fluctuation in the rate of exchange.
The method and conditions of payments to be made to the Supplier under this Contract shall be as follows: i) On Acceptance: The Contract Price of goods received shall be paid no later than thirty (30) days of receipt of the Goods upon submission of an invoice (showing Purchaser’s name; the Procurement Reference number, description of payment and total amount, signed in original, stamped or sealed with the company stamp/seal) supported by the Acceptance Certificate issued by the Purchaser.
(i) No performance security is required for this bid The packing, marking and documentation within and outside the packages shall be: Based on the supplier The Goods shall be delivered: [Incoterm for transportation].

Performance Security GCC 18.1 Packing GCC 23.2 Transportation GCC 25 11 12 SCHEDULE 3 QUOTATION CHECKLIST SCHEDULE Procurement Reference No.
: G/RFQ/03-15/23/24 Description Attached Not Attached Quotation Letter List of Goods and Price Schedule Specification and Compliance Sheet A Signed Bid Securing Declaration A valid company Registration Certificate; An original valid good Standing Tax Certificate An original valid good Standing Social Security Certificate A valid certified copy of Affirmative Action Compliance Certificate, proof from Employment Equity Commissioner that bidder is not a relevant employer, or exemption issued in terms of Section 42 of the Affirmative Action Act, 1998 A certificate indicating SME Status (for Bids reserved for SMEs); Certified Identify documents of Shareholders Disclaimer: The list defined above is meant to assist the Bidder in submitting the relevant documents and shall not be a ground for the bidder to justify its non-submission of major documents for its quotation to be responsive.
The onus remains on the Bidder to ascertain that it has submitted all the documents that have been requested and are needed for its submission to be complete and responsive.

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