Bid Document – Supplying and delivering of exhibition displays for Marketing Department

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PROCUREMENT MANAGEMENT UNIT

Request for Sealed Quotations

for Goods

Supplying and delivering of exhibition displays for

Marketing Department

Procurement Reference No:

G/RFQ/BIPA-24/2022

Submission Date: Friday, 09 September 2022

Letter of Invitation

G/RFQ/BIPA-24/2022 01 September 2022

Dear Sir/Madam,

Supply and delivering of exhibition display for Marketing Department

The Business and Intellectual Property Authority 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 The Procurement Management Unit on 061 299 4400/15.

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,

…………………………

Mr. D.H. Hamukwaya

SECTION I: INSTRUCTIONS TO BIDDERS

1. Rights of Public Entity

The BIPA 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

award.

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;

(b) the List of Goods and Price Schedule Section III;

(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 30 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;

(b) Have a valid BIPA’s good standing certificate for Annual Duties;

(b) Have an original valid NAMRA good Standing Tax Certificate;

(d) 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;

(e) have a certificate indicating SME Status (for Bids reserved for SMEs);

5. Delivery

Delivery shall be 2 weeks after acceptance/issue of Purchase Order. Deviation in delivery

period shall be considered if such deviation is reasonable.

5.1. The following tests and inspections will be conducted on the goods at delivery:

5.2. Goods are delivered in the sealed and good condition

5.3. Conformance to the specification upon opening and inspection

5.4. Software Licenses provided are genuine and valid with proof

6. 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.

7. Submission of Quotations

Quotations should be deposited in the Quotation/Bid Box located at Business and

Intellectual Property Authority, PZN Building, Ground Floor- 3 Ruhr Street, Northern

Industrial Area, Windhoek, not later than Friday, 09 September 2022 at 12H00.

Quotations by post or hand delivered should reach the same place by the same date and time

at latest. Late quotations will be rejected. Quotations received by e-mail will not be

considered.

8. Opening of Quotations

Quotations will be opened internally by BIPA immediately after the closing time referred to

in instruction 7 above. A record of the Quotation Opening stating the name of the bidders, the

amount quoted, will be posted on the website of the Public Entity and available to any bidder

on request within three working days of the Opening.

9. Evaluation of Quotations

BIPA 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 or ownership cost, subject

to Margin of Preference where applicable, to determine the lowest evaluated quotation.

10. Technical Compliance

Bidders shall submit along with their quotation’s 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.

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 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.

13. Notification of Award and Debriefing

BIPA 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.

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: [name of Public Entity]

Procurement Reference Number:

Subject matter of Procurement:

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.

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 Company’s Address and seal

Contact Person

Name of Person Authorising the Quotation: Position: Signature:

Date Phone No./Fax

BID SECURING DECLARATION

(Section 45 of Act)

(Regulation 37(1)(b) and

37(5))

Date: ..................................................................[Day|month|year]

Procurement Ref No.: ..................................................

To: Roads Authority

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) a modification or withdrawal of a bid after the deadline for submission of bids during the period of validity;

(b) refusal by a bidder to accept a correction of an error appearing on the face of a bid;

(c) 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

(d) 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

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,

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 and delivering of exhibition displays for Marketing Department Procurement Ref No: G/RFQ/BIPA-24/2022

INSTRUCTIONS TO THE PUBLIC ENTITY INSTRUCTIONS TO BIDDERS

At time of preparation of the RFQ, Columns A to D shall be filled in by the Public Entity. Bidders shall fill-in columns E - I and fill the total

[To be filled by the Public Entity] 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

• Bidders shall fill in and sign the bottom section of this page

A B C D E F G H I

Item Description of Goods Quantity Unit of * Price per Total price VAT: Delivery Country of

no. required measures unit without NAD weeks) Origin

NAD1 VAT NAD (days/mo

nth

1. Exhibition Stand - X3 Fabric Wall 3 each

Backdrops (3m x 3m) accompanying 3x

Frames (3m x 3m)

3. Counter Table + Fabric 1 pack

H – 1.170mm

W – 400mm

L – 930mm

4. Cocktail Table & Cover 2 each

5. Orange carpet 2 each

Size: 3m x3m

6. A4 Display Stands - back and front (Silver) 8 pack

TOTAL

GRAND TOTAL VAT INCL.

NAME: POSITION: SIGNATURE DATE

NAME OF BIDDER: ADDRESS:

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

SECTION IV: SPECIFICATIONS AND PERFORMANCE

REQUIREMENTS

[the Public Entity shall use this section to specify its Technical Requirements for the goods

items, Inspection and examination, and the scope of Related Services, as applicable.]

SECTION V: SPECIFICATIONS AND COMPLIANCE SHEET

Procurement Reference Number: G/RFQ/BIPA-24/2022

Item No Technical Specification Required Compliance of Details of Non-

Specification Compliance/ Deviation

(if applicable)

Offered

A* B* C D

1. Exhibition Stand - Backdrop

Size = 3m x 3m

2. Counter Table & Table Cloth (Fabric)

H – 1.170mm

W – 400mm

L – 930mm

3. Cocktail Table & Cover

4. Orange carpet

Size: 3m x3m

5. A4 Display Stands - back and front (Silver)

[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.]

Columns A and B to be completed by Public Entity.

Specifications and Compliance Sheet Authorised By:

Name: Signature:

Position: Date:

Authorised for and on behalf of: 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/RFQ-GCC 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: ______________________________

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 Special Conditions

clause reference

Purchaser The purchaser is: Business and Intellectual Property Authority

GCC 1.1(h)

Site The Site/final destination for delivery of the Goods is

Business and Intellectual Property Authority

GCC 1.1(m)

PZN Building, Room T-311, 2nd Floor

3 Ruhr Street, Northern Industrial Area, Windhoek.

Incoterms Edition Incoterms shall be governed by the rules prescribed in Incoterms 2010.

GCC 4.2(b)

Notices Any notice shall be sent to the following addresses:

GCC 8.1 Business and Intellectual Property Authority

Procurement Management Unit

PZN Building, Room T-311, 2nd Floor

3 Ruhr Street, Northern Industrial Area, Windhoek.

For the Supplier, the address and contact name shall be: (Insert Address)

…………………………………………………………………………………

Subject and GCC Special Conditions

clause reference

Delivery and The Goods are to be delivered within 14 days from the date of Purchase Order

Documents or Letter of Acceptance.

GCC 13.1 The documents to be furnished by the Supplier are:

(a) signed delivery note;

(b) Supplier Invoice and;

Price Adjustment The price charge for the Goods supplied and the related Services performed

GCC 15.1 shall not be adjustable.

Terms of Payment The structure of payments shall be: full payment following delivery of the

GCC 16.1 Supplies and submission of an invoice and the documents listed in clause 13.1

Terms of Payment Payments shall be made not later than thirty days after submission of an

GCC 16.3 invoice and its certification by the Purchaser.

Terms of Payment The price shall be adjustable to the fluctuation in the rate of exchange.

GCC 16.4 (a)

Payment Period The method and conditions of payments to be made to the Supplier under this

GCC 16.5 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.

Packing The packing, marking and documentation within and outside the packages

GCC 23.2 shall be: Supply and delivering of exhibition displays G/RFQ/BIPA-

24/2022

Insurance ………………………………………………. [where goods are ordered from

GCC 24.1 overseas Suppliers, insert percentage and type of insurance required for

transportation]

Transportation The Goods shall be delivered on time at

GCC 25 Business and Intellectual Property Authority

PZN Building, Room T-311, 2nd Floor

3 Ruhr Street, Northern Industrial Area, Windhoek.

Subject and GCC Special Conditions

clause reference

Location of Business and Intellectual Property Authority

Inspection and PZN Building, Room T-311, 2nd Floor

Tests 3 Ruhr Street, Northern Industrial Area, Windhoek.

GCC 26.2

Liquidated Liquidated damages for the whole contract are 5% per day. The maximum

Damages amount of liquidated damages for the whole contract is 5% of the final contract

GCC 27.1 price.

Warranty The period of validity of the warranty shall be: 90 days

GCC 28.3

For the purpose of the Warranty, the place(s) of the final destination(s) shall

be:

BIPA HEAD OFFICE

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

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/BIPA-24/2022

Description Attached Not

Attached

1. Company profile

2. Company’s owners Identity Document

3. Duly completed list of goods and Price Schedule

4. Latest Company’s founding Statement

5. Latest SME registration Certificate

6. Latest Employment Equity Commission Letter

7. Latest Good Standing Certificate (NAMRA

8. Duly Completed Quotation

9. List of Goods and Price Schedule

10. Specification and Compliance Sheet

11. Evidences for conformity of Goods

12. BIPA good standing certificate for annual duty

13. Complete the company shareholding information on

page 11

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.