Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1694268341942.pdf (Namibia)
1 Request for Sealed Quotations for Goods Supply and delivery of car tools Procurement Reference No: G/RFQ/03-22/2022-23 National Assembly.

Private Bag 13323, Windhoek, Namibia, Tel: 061-2882568, Email: l.deklerk@parliament.na COMPANY NAME TOTAL BID PRICE (INC VAT) CONTACT NUMBER EMAIL ADDRESS: 2 Letter of Invitation PROSPETIVE BIDDERS Ref: G/RFQ/03-22/2022-23 Dear Sir, 30 January 2023 Request for Quotations: SUPPLY AND DELIVERY OF CAR TOOLS FOR GRN VEHICLES.
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 LINDA PIETERSEN Linda Pietersen, Tel: 061-2882568.

Please prepare and submit your quotation in accordance with the instructions given or inform the undersigned if you will not be submitting a quotation.

3 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, and (b) to accept or reject any quotation or 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: 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 (a) (b) (c) 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 30 days from the date of submission deadline.

4.
4.

Eligibility Criteria To be eligible to participate in this Quotation exercise, you should: (a) Have a valid company Registration Certificate; (b) have an original valid good standing Tax Certificate; (c) have an original valid good Standing Social Security Certificate; (d) have a valid 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; 5.
Bid Securing Declaration Bidders are required to subscribe to a Bid Securing Declaration for this procurement process.

6.

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

Deviation in delivery period shall not be accepted.

4 7.

Sealing and Marking of Quotations Quotations should be sealed in a single envelope, clearly marked with the Procurement Reference Number, addressed to the Public Entity with the Bidder’s name and contact information at the back of the envelope.

8.
8.

Submission of Quotations Quotation should be submitted in the bid box at the National Assembly, not later than 13 February 2023 by 12H00.Late quotations will be rejected.

Quotations received by e-mail will not be considered.

9.

Opening of Quotations Quotations will be opened internally by the NATIONAL ASSEMBLY immediately after the closing time referred to in instruction 8 above.

10.
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 price to determine the lowest evaluated quotation.

11.

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

15.

Performance Security Not applicable for this bid.

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.
Furthermore, the Public Entity shall attend to all requests for debriefing made in writing within 7 days of the unsuccessful bidders being informed of the award.

5 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/03-22/2022-23 SUPPLY AND DELIVERY OF CAR TOOLS FOR GRN VEHICLES 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 Security / 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 the BDS.

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 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 6 Appendix to Quotation Letter BID SECURING DECLARATION (Section 45 of Act) (Regulation 37(5) and 56(2)) Date: _____________________________________ [dd|mm|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 ________________________________________ [insert complete name of Bidder] authorized sign and bid the for on to behalf of: 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 7 QUOTATION FOR: Supply and delivery of car tools Procurement Ref No.

G/RFQ/03-00/2022-2023 SECTION III: LIST OF GOODS AND PRICE SCHEDULE INSTRUCTIONS TO THE PUBLIC BODY At time of preparation of the RFQ, Columns A to C shall be filled in by the Public Entity.
[To be filled by the Public Entity] INSTRUCTIONS TO BIDDERS Bidders shall fill-in columns D, E,F, G, H & 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 JACKS FIT FOR GRN 4 TON CARS FOR OFF ROAD BAKKIES TRINGLE C Quantity required D Unit of measures 20 5 .

A Item no.

1.

2.

3.


 Bidders shall fill in and sign the bottom section of this page E I * G Total price without VAT NAD F Price per unit NAD1 H VAT: NAD Delivery weeks) (days/month Country of Origin NAME: NAME OF BIDDER: POSITION: ADDRESS: SIGNATURE DATE TOTAL 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 8 SECTION IV: SPECIFICATIONS AND PERFORMANCE REQUIREMENTS SECTION V: SPECIFICATIONS AND COMPLIANCE SHEET Procurement Reference Number: [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 A* 1.

Technical Specification Required Compliance of Specification Offered B* C JACKS FIT FOR GRN 4 TON CARS FOR OFF ROAD BAKKIES 2.

TRINGLE Details of Non-Compliance/ Deviation (if applicable) D * 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 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/RFQ-GCC) (available at public entities physical address/website: Insert Public Entity address/website) 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/03-22/2022-23 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 Site GCC 1.1(m) Incoterms Edition GCC 4.2(b) Special Conditions The Site/final destination for delivery of the Goods is National Assembly, 14C Love Street Incoterms shall be governed by the rules prescribed in Incoterms 2010.

Notices GCC 8.1 Any notice shall be sent to the following addresses: For the National Assembly, the address and the contact name shall be: Ms Linda Pietersen The National Assembly, Private Bag 13323, Windhoek, 14c Love Street.
Contact:, Tel: 061-2882568 For the Supplier, the address and contact name shall be: ………………………………………………………………………………… ………………………………………………………………………………… ………………………………………………………………………………… 10 Subject and GCC clause reference Special Conditions 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; Terms of Payment GCC 16.1 Terms of Payment GCC 16.3 Terms of Payment GCC 16.4 The structure of payments shall be: full payment following delivery of the Supplies and submission of an invoice (s).

Payments shall be made not later than 30 days after submission of an invoice and its certification by the Purchaser.
The currency of payment shall be the currency of order specified in the List of Goods, Price Schedule and Product details in the Statement of Requirements.

Performance Security GCC 18 Packing GCC 23.2 Insurance GCC 24 Transportation GCC 25 Inspection and Tests GCC 26.

Liquidated Damages GCC 27 Warranty GCC 28.3 (i) No performance security is required.

The packing, marking and documentation within and outside the packages shall be: As per the acceptable standard of packing.
As per Incoterms 2010 Transportation of goods shall be dealt with as per the Incoterms 2010.

Inspection and tests will be required Not applicable.
The minimum period of warranty 11 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 (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 12 SCHEDULE 3: QUOTATION CHECKLIST SCHEDULE [Public Entity to update this Checklist to ensure that it contains the documents required from Bidders for the specific procurement] Procurement Reference No.
: G/RFQ/03-22/2022-23 Description Attached Not Attached Quotation Letter List of Goods and Price Schedule Specification and Compliance Sheet Bid Securing Declaration A detailed valid company registration documents including the certificate A valid good standing Tax Certificate A 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 (in case of 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.