Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1694268358717.pdf (Namibia)
NATIONAL ASSEMBLY Request for Sealed Quotation for Goods SUPPLY OF STANDARD LAPTOPS Procurement Reference No: G/RFSQ/03-04/2022-2023 Private Bag 13323, Windhoek, Namibia, Tel: 061-2882517, Email: e.mofuka@parliament.na TOTAL BID PRICE N$____________________________ NATIONAL ASSEMBLY Letter of Invitation To: All Prospective Bidders Procurement Reference Number: G/RFSQ/03-04/2022-2023 20 July 2021 Dear Sir/ Madam, SUPPLY OF STANDARD LAPTOPS 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.

All administrative queries (if any) should be addressed to Ms Emeritha Mofuka, Tel: 061-2882517 / 0812704905, while technical queries should be addressed to Mr Elifas Angula, Tel: 061-2882686 / 0811407757.

Please prepare and submit your quotation in accordance with the instructions given or inform the undersigned if you will not be submitting a quotation.
Yours faithfully, E.Mofuka Head: Procurement Management Unit 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) (b) (c) 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.
(d) 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 7 days from the date of bids submission deadline.

4.
Eligibility Criteria To be eligible to participate in this Quotation exercise, you should: (a) (b) (c) (d) 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 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; have a certificate indicating SME Status (for Bids reserved for SMEs); Submit signed Bid-securing Declaration.
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; (e) (f) (g) 5.
Bid Securing Declaration Bidders are required to subscribe to a Bid Securing Declaration for this procurement process as per the format contained in Appendix to Quotation Letter of this document.

6.

Delivery Delivery shall be 30 days after acceptance/issue of Purchase Order.

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

6.1.
6.1.

The following tests and inspections will be conducted on the goods at delivery:  Verify whether all items were supplied are as per the specifications.

7.
7.

Sealing and Marking of Quotations a) Quotations should be sealed in a single envelope, clearly marked as follows: Procurement Management Unit National Assembly Supply of Standard Laptops Bid Reference No: G/RFSQ/03-04/2022-2023 b) While at the back side of the envelope the following information should appear: Bidder’s name and contact information 8.

The deadline for submission of Sealed Quotations shall be: Friday 29 July 2022 at 12H00 in the afternoon.

9.
9.

Submission of Sealed Quotations Sealed Quotations should be deposited in the Bid Box located at the following address: The National Assembly (Parliament Building), Windhoek, 14 Love Street, Parliament Box located on the left hand side as you enter the building Please note: Quotations by post, email or hand delivered will not be accepted and late quotations will be rejected.

10.
10.

Opening of Quotations Quotations will be opened internally by the Public Entity after the closing date and time referred to 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 kept and made available to any bidder on request in writing within three (3) working days after the Opening.

11.
11.

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 price to determine the lowest evaluated quotation.

12.

Technical Compliance Bidders shall submit along with their quotations documents, catalogues and any other literature to substantiate compliance with the required specifications 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.

13.

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

14.

Margin of Preference 14.1.

The margins of preference shall not be applicable.

15.
15.

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 Purchase Order/Letter of Acceptance in accordance with terms and conditions contained in Section VI: Contract Agreement and General Conditions of Contract.

16.

Performance Security Performance Security shall not be applicable.

17.
17.

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.

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.
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: Procurement Reference Number: Subject matter of Procurement: The National Assembly, Private Bag 13323, Windhoek 14 Love Street, Parliament Building G/RFSQ/03-04/2022-2023 Supply of Standard laptops We offer to supply the items listed in the attached List of Goods and Price Schedule as per the defined specifications, except for the qualified deviations [Bidder may delete this phrase in case of no deviation] and, in accordance with the terms and conditions stated in your Request for 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 [forfeiture of the security amount / disqualification on the grounds mentioned in under Section 45 (2) (a) to (d) of the Procurement Act, 2015, (Act.

15 of 2015).

The validity period of the Quotation is _________ days [insert number of days] from the date of the bid submission deadline.
We confirm that the prices quoted in the List of Goods and Price 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 Appendix to Quotation Letter BID SECURING DECLARATION (Section 45 of Act) (Regulation 37(1)(b) and 37(5)) Date: ____________________________________________[Day|month|year] Procurement Ref No.
: _______________________________ To: _______________________________________________ [insert complete name of Public Entity and address] 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 _________________(Month) _______ (Year) [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 Republic Of Namibia Ministry of Labour, Industrial Relations and Employment Creation Written 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 labour Act, 2007, which include but not limited to the cancellation of the contract/licence/grant/permit or concession.

Signature: ……………………………..


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

Please take note: 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.
SECTION III: LIST OF GOODS AND PRICE SCHEDULE QUOTATION FOR: Supply of Standard Computers and Printers Procurement Ref No.

G/RFSQ/03-04/2022-2023 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  G=Total price for one item ( C x F) If an equivalent is quoted, please attach to your quote appropriate technical information & specification B Description of Goods C Quantity required D Unit of measures Supply of Standard Laptops 10 No.

A Item no.

1.

2.

3.
 Bidders shall fill in and sign the bottom section of this page I E * Price per F G Total price without VAT NAD H VAT: NAD Delivery weeks) (days/m onth Country of Origin unit NAD1 TOTAL NAME: NAME OF BIDDER: POSITION: ADDRESS: SIGNATURE DATE Key notes: NA=NOT APPLICABLE, NQ=NO QUOTE PRICES TO BE IN NAMIBIAN DOLLARS ONLY SECTION IV: SPECIFICATIONS AND PERFORMANCE REQUIREMENTS Technical Specifications Item LOT 1 HP Standard Laptop SPECIFICATIONS Feature Laptops for General Users Description Quantity X 10 FOR TENDERER TO COMPLETE Yes No Deviation(if any) SECTION V: SPECIFICATIONS AND COMPLIANCE SHEET Procurement Reference Number: G/RFSQ/03-04/2022-2023 [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 literature if required.

Authorise the specification offered in the signature block below.]

Item No Technical Specification Required A* B* 1.
Supply of Standard laptops Compliance of Specification Offered C Details of Non- Compliance/ Deviation (if applicable) D Specifications and Compliance Sheet Authorised By: Name: Position: Authorised for and on behalf of: Signature: Date: Company 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.
G/RFSQ/03-04/2022-2023 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/RFSQ/03-04/2022-2023 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) Special Conditions The purchaser is: National Assembly The Site/final destination for delivery of the Goods is: The National Assembly 14c Love Street WINDHOEK Incoterms shall be governed by the rules prescribed in Incoterms 2010.
Subject and GCC clause reference Notices GCC 8.1 Special Conditions Any notice shall be sent to the following addresses: For the National Assembly, the address and the contact name shall be: The National Assembly, Private Bag 13323, Windhoek, 14c Love Street Contact: Ms Emeritha Mofuka, Tel: 061-2882517 / 0812704905 OR Mr Elifas Angula, Tel: 061 2882686 / 0811407757.
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: The Provisions of the Arbitration Act, 1965 (Act 42 of 1965) shall apply.
Delivery and Documents GCC 13.1 The Goods are to be delivered within 30 days from the date of Purchase Order or Letter of Acceptance.

The documents to be furnished by the Supplier are: a) 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) 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 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.
Subject and GCC clause reference Payment Period GCC 16.5 Performance Security GCC 18.1 Discharge of Performance Security GCC 18.4 Packing GCC 23.2 Insurance GCC 24.1 Transportation GCC 25 Inspection and Test GCC 26.1 Location of Inspection and Tests GCC 26.2 Liquidated Damages GCC 27.1 Warranty GCC 28.3 Special Conditions The method and conditions of payments to be made to the Supplier under this Contract shall be as follows: 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.
A performance security in the form of a bank guarantee shall not be applicable for this bid.

The performance security will be discharged and returned to the supplier not later than 30 days following completion date.

The packaging, marking and documentation within and outside the packages shall be: packaged in a standard, sealed, secured packaging which is free from all types of hazards.

The Insurance coverage shall be as specified in the Incoterms 2010.
Transportation of goods shall be dealt with as per the Incoterms 2010.

The inspection and tests shall be done on the functionality of the computers.

The inspections and tests shall be conducted at within the National Assembly premise.

The liquidated damages shall be: 0.5% of the contract price per week.
The maximum amount of liquidated damages shall be 4% The period of validity of the Warranty shall be: a) 36 months (3 years) for Standard Laptops For purposes of the Warranty, the place(s) of final destination(s) shall be within the National Assembly’s premise Subject and GCC clause reference Repair and Replacement GCC 28.5 Special Conditions The period for repair or replacement shall be 30 days.
Attachment: Price Adjustment Formula If in accordance with GCC 15.1, prices shall be adjustable, the following method shall be used to calculate the price adjustment: 15.2 Prices payable to the Supplier, as stated in the Contract, shall be subject to adjustment during performance of the Contract to reflect changes in the cost of labor and material components in accordance with the formula: P1 = P0 [a + bL1 + cM1] - P0 L0 M0 a+b+c = 1 in which: P1 P0 a = adjustment amount payable to the Supplier.
= Contract Price (base price).

= fixed element representing profits and overheads included in the Contract Price and generally in the range of five (5) to fifteen (15) percent.

b c L0, L1 = = estimated percentage of labor component in the Contract Price.

= estimated percentage of material component in the Contract Price.

labor indices applicable to the appropriate industry in the country of origin on the base date and date for adjustment, respectively.
M0, M1 = material indices for the major raw material on the base date and date for adjustment, respectively, in the country of origin.

The coefficients a, b, and c as specified by the Purchaser are as follows: a = [insert value of coefficient] b= [insert value of coefficient] c= [insert value of coefficient] The Bidder shall indicate the source of the indices and the base date indices in its bid.

Base date = thirty (30) days prior to the deadline for submission of the bids.
Date of adjustment = [insert number of weeks] weeks prior to date of shipment (representing the mid-point of the period of manufacture).

The above price adjustment formula shall be invoked by either party subject to the following further conditions: (a) No price adjustment shall be allowed beyond the original delivery dates unless specifically stated in the extension letter.

As a rule, no price adjustment shall be allowed for periods of delay for which the Supplier is entirely responsible.
The Purchaser will, however, be entitled to any decrease in the prices of the Goods and Services subject to adjustment.

If the currency in which the Contract Price P0 is expressed is different from the currency of origin of the labor and material indices, a correction factor will be applied to avoid incorrect adjustments of the Contract Price.

The correction factor shall correspond to the ratio of exchange rates between the two currencies on the base date and the date for adjustment as defined above.
(b) (c) No price adjustment shall be payable on the portion of the Contract Price paid to the Supplier as advance payment.
COST STRUCTURE FOR VALUE ADDED CALCULATION PER PRODUCT SCHEDULE 2 COST STRUCTURE FOR VALUE ADDED CALCULATION PER PRODUCT N$ N$ Raw Materials, Accessories & Components  Imported (CIF)  Local (VAT & 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 QUOTATION CHECKLIST SCHEDULE SCHEDULE 3 Procurement Reference No.
: G/RFSQ/03-04/2022-2023 Description Attached Not Attached Quotation Letter completed and attached Bid Securing Declaration completed and attached Written Undertaking in terms of Section 138 of the Labour Act, completed and attached List of Goods and Price Schedule completed and attached Specification and Compliance Sheet fully completed Special Conditions of Contract (Clause GCC 8.1) fully completed Cost Structure for Value Added Calculation Per Product fully completed A Valid company Registration Certificate An valid good Standing Tax Certificate An valid good Standing Social Security Certificate A valid certified copy of Affirmative Action Compliance Certificated, 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 (in case of an SME) 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.