Source document: https://docs-lawep.s3.us-east-2.amazonaws.com/1698748217739.pdf (Namibia)
1 Request for Sealed Quotations for works Supply and install blinds in Conference Rooms Procurement Reference No: W/RFQ/03-07/2022-23 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 All prospective Bidders W/RFQ/03-07/2022-23 26 JANUARY 2023 Dear Sir/ Madam, Request for Quotations for the Supply and Install of blinds in Blue room and Constitution room The National Assembly invites you to submit your best quote for the works 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 o Ms Linda Pietersen, Tel 061-2882568/0811452081 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) (b) to split the contract as per the lowest evaluated cost per lot; and to accept or reject any quotation or to cancel the quotation process and reject all quotations at any time prior to contract award.

2.
Preparation of Quotations You are requested to quote for the works mentioned in Section III, by completing, signing and returning: (a) (b) (c) (d) the Quotation Letter in Section II with its annex for Bid Securing Declaration, where applicable; the Priced Activity Schedule in Section IV; the Specifications and Compliance Sheet in Section V; and any other attachment as deemed appropriate You are advised to carefully read the complete Request for 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 bid submission deadline.

4.

Eligibility Criteria 5.
To be eligible to participate in this Quotation exercise, you should: (a) (b) have a Police Certified copy of company Registration Certificate; have a valid original or Police certified copy of good Standing Tax Certificate; have a valid original or Police certificate copy of good Standing Social Security Certificate; have a valid Police 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 police certified copy of a certificate indicating SME Status (if the company is an SME); Submit signed Bid-securing Declaration.
(f) (g) Two references of the bidder’s previous work with contact numbers and physical (c) (d) (e) addresses.

4 6.

Bid Securing Declaration Bidders are required to submit a Bid Securing Declaration for this procurement process.

Works Completion Period The completion period for works shall be 28 February 2023 after acceptance and issue of Purchase Order.

Deviation in completion 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 at the back of the envelope.

8.

Submission of Quotations Quotations should be deposited in the Bid Box located at National Assembly not later than 13 February 2023 at 12h00.

Please note that quotations received by e-mail/fax will not be considered and late quotations will be rejected.
Opening of Quotations Quotations will be opened internally by the National Assembly immediately after the closing time referred to in section 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 National Assembly and available to any bidder on request within three working days of the Opening.

9.
9.

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.

The project cost The colour and quality as proposed.

10.

Technical Compliance The Specifications and Compliance Sheet details the minimum specifications of the works to be carried out.

The specifications have to be met, but no credit will be given for exceeding the specifications.

11.
11.

Prices and Currency of Payment Prices for the execution of works shall be fixed in Namibian Dollars as quoted.

Quotations shall cover all costs of labour, materials, equipment, overheads, profits and all associated costs for performing the works, and shall include all duties.

The whole cost of performing the works shall be included in the items stated, and the cost of any.

5 12.
5 12.

Award of Contract The Bidder having submitted the lowest evaluated responsive quotation and qualified to perform the works 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.

13.

Performance Security No performance of security is required for this bid 14.
Notification of Award and Debriefing The Public Entity shall after award of contract 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.
6 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 Priced Activity Schedule 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: [ name of Public Entity] NATIONAL ASSEMBLY Procurement Reference Number: Subject matter of Procurement: W/RFQ/03-07/2022-2023 Zebra Roller blinds We offer to execute the Works detailed in the Statement of Requirements, 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: Instructions to Bidders We undertake to abide by the Conduct of Bidders and Suppliers as provided under the Public Procurement Act 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 the disqualification on the grounds mentioned in section 45(2)(a) to (d)of the procurement Act, 2015 (Act 15 of 2015).

The validity period of our Quotation is _______________________ from the date of the bid submission deadline.

We confirm that the prices quoted in the Priced 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.
Works will commence within _______________ days from date of issue of Purchase Order/ Letter of Acceptance.

Works will be completed within _______________ from date of issue of Purchase Order/ Letter of acceptance.

Quotation Authorised by: Name of Bidder Contact Person Company’s Address and seal Name of Person Authorising the Quotation: Date Position: Phone No./E-mail Signature: 7 [This form is to be deleted if Bid Securing Declaration is not applicable.]
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 8 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………………………………………………………………... 9 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.

1 SECTION III: STATEMENT OF REQUIREMENTS A.


SCOPE OF WORKS, SPECIFICATIONS AND PERFORMANCE REQUIREMENTS BIDDERS MUST MAKE THEIR OWN MESAUREMENTS The scope summary of work is as follow 1.

Remove the current blinds in the blue room.

2.

Remove the curtains in the constitution room 3.

Installing Zebra Roller blinds in blue room 4.

Installing Zebra Roller blinds in the Constitution room NOTE: SITE VISIT FOR ALL INTERESTED BIDDERS TO TAKE PLACE ON 10 FEBRUARY 2023 @ 10H00 B.
DRAWINGS There are no drawings provided for this project.

2 SECTION IV: PRICED ACTIVITY SCHEDULE Procurement Reference Number: W/RFQ/03-07/2022-2023 [Complete the unit and total prices for each item listed below.

Authorise the prices quoted in the signature block below.]

The quantities shown below are approximate and not subject to re-measurement for payment purposes.
Unit Price Total Price (N$) E (N$) F Item No A* 1 2 3 4 Brief Description of Works Quantity Unit of Measure C* D* B* Remove the current blinds in the blue room.
Remove the curtains in the constitution room Installing Zebra Roller blinds in blue room Installing Zebra Roller blinds in the Constitution room 1 1 1 1 Subtotal VAT @ % Total *Columns A to D to be completed as applicable by the Public Entity Priced Activity Schedule Authorised By: Name: Position: Signature: Date: Authorised for and on behalf of: Company 3 SECTION V: SPECIFICATIONS AND COMPLIANCE SHEET [Public Entity shall customise this section and the table hereunder where the Service Providers have to achieve set specification and performance standards.]
Procurement Reference Number: W/RFQ/03-07/2022-2023 [Bidders should complete columns C and D with the specifications and performance of the Works offered.

Also state “comply” or “not comply” and give details of any non-compliance/deviation to the specifications required.

Attach detailed technical literature if required.


Authorise the specifications offered in the signature block below] Item No A* Specifications and Performance Required B* Compliance of Specifications and Performance Offered C Details of Non- Compliance/ Deviation (if applicable) D 1 Remove the current blinds in the blue room.
2 Remove the curtains in the constitution room 3 4 Installing grey colour Zebra Roller blinds in blue room Installing Cream and brown colour Zebra Roller blinds in the Constitution room * 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 4 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.
W/RFQ-GCC) available on the website of the Public Entity (insert website address) except where modified by the Special Conditions below SECTION VIII SPECIAL CONDITIONS OF CONTRACT Procurement Reference Number: W/RFQ/03-07/2022-2023 The clause numbers given in the first column correspond to the relevant clause number of the General Conditions of Contract.

[This section is to be customised by the Public Entity to suit the requirements of the specific procurement].
GCC Clause Reference Employer GCC 1.1(r) Intended Completion Date GCC Project Manager GCC 1.1(y) Site GCC 1.1(aa) Start Date GCC 1.1(dd) The Works GCC 1.1(hh) Language and Law GCC 3.1 Delegation GCC 5.1 Notices GCC 6 Special Conditions National Assembly The intended completion date is: 28 February 2023 The Project Manager is: The Site is located at National Assembly The Start Date shall be: after acceptance and issue of Purchase Order.
The Works consist of: The language of the contract is English The law that applies to the Contract is the law of Namibia.

The Project Manager may delegate his/her duties.
Any notice shall be sent to the following addresses: For the Employer, the address shall be as given on the page 2 of this 5 GCC Clause Reference Special Conditions Bidding Document and the contact name shall be: Ms Linda Pietersen For the Contractor, the address shall be as given on the first page of the Purchase Order/Letter of Acceptance and the contact name shall be ________________________________ Except for the cover mentioned in (d)(i) hereunder, the other insurance covers (if required) shall be in the joint names of the Contractor and the Employer and the minimum insurance amounts shall be: Insurance GCC 13.1 (a) (b) (c) for the Works, Plant and Materials: (for the full amount of the works including removal of debris, professional fee etc...) for loss or damage to Equipment: (for the replacement value of the equipment that the contractor intends to use on site until the taking over by the Employer.
for loss or damage to property (except the Works, Plant, Materials, and Equipment) in connection with Contract for an amount representing the value of the properties that are exposed to the action of the contractor in the execution of the works.

It will extend to the property of the Procuring Entity as well).

(d) for personal injury or death: (i) of the Contractor’s employees:[The Contractor shall take an adequate insurance cover for its employees for any claim arising in the execution of the works].
(ii) of other people: [This cover shall be for an adequate amount for Third Party extended to the Employer and its representatives].

(e) for loss or damage to materials on-site and for which payment have been included in the Interim Payment Certificate, where applicable.

The Contractor shall choose to take the insurance covers indicated above as separate covers or a combination of the Contractor’s All Risks coupled with the Employer’s liability and First Loss Burglary, after approval of the Employer.
All insurance covers shall be of nil or the minimum possible deductibles at sole expense of the contractor.

Site Date GCC 14.1 The site Data shall be: Possession of the The Site Possession Date shall be: as stipulated in the GCC 6 Special Conditions No Adjudicator shall be appointed under the contract and arbitration shall not apply.
If any dispute arises between the Employer and the Contractor in connection with or arising out of the Contract, the parties shall seek to resolve any such dispute by amicable agreement.

If the parties fail to resolve such dispute by amicable agreement, within 14 days after one party has notified the other in writing of the dispute, then the dispute shall be referred to court by either party.

Program updates shall be required..

The Defects Liability Period is: twelve (12) months 365 days.
Calculated from the project completion date.

A single statement of the estimated value of the work executed shall be submitted on completion of the Works.

The Project Manager shall check the statement and certify the amount to be paid to the Contractor”.

The amount certified by the Project Manager shall be paid in full within 30 days of receipt by the Employer of an invoice, supported by: the payment certificate; and (a) (b) a certificate of Completion of the Works.
None foreseen at this moment The Contract is not subject to price adjustment.

no proportion of any payments shall be retained.

(i) (ii) The liquidated damages for the whole of the Works are 0.05% per day.

The payment of bonus is not applicable to this project.

No advance payment shall be made.

Bidders should have their (i) starting capital.


(i) No Performance Security is required GCC Clause Reference Site GCC 20.1 Procedure for Disputes GCC 24 GCC 25.3 Defects Liability Period GCC 33.1 Payment Certificates GCC 39.7 Payments GCC 40 Adverse weather Conditions GCC 41.1 (l) Price Adjustment GCC 44.

Retention GCC 45.
Retention GCC 45.

Liquidated Damages GCC 46.1 Bonus GCC 47.1 Advance Payment GCC 48.1 Performance Security GCC Clause Reference GCC 49.1 GCC 56.1 GCC 59.1 7 Special Conditions “As built” drawings or operating and maintenance manuals are not required for this project.

The percentage to apply to the value of the work not completed, representing the Employer’s additional cost for completing the Works, would only be determine at the time and period when event of such nature occurred.
8 QUOTATION CHECKLIST SCHEDULE SCHEDULE 2 [Public Entity to update this Checklist to ensure that it contains the documents required from Bidders for the specific procurement] Procurement Reference No.
: W/RFQ/03-07/2022-2023 Description Attached Not Attached Quotation letter Priced Activity Schedules Specification and Compliance Sheet Bid Security declaration A valid company Registration Certificate A valid good Standing Tax Certificate A valid original or good Standing Social Security Certificate; A valid 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 police certified copy of a certificate indicating SME Status (if the company is 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.