request for sealed quotation

Enquiries: Mercy Hashiti

Request for Sealed Quotation

Supply

Procurement Reference No. G/

BIDDER’S NAME:

TOTAL AMOUNT (vat

BIDDER’S CONTACT DETAILS:

Okashana RDC, P.O.Box 19186, Omuthiya. Phone + 264 244100 / 285312, Fax: + 26465 285315, Em


For

Supply of Production Materials

Procurement Reference No. G/RFQ/ORDC

(vat inclusive)

BIDDER’S CONTACT DETAILS:

RE ADVERTISED

Okashana RDC, P.O.Box 19186, Omuthiya. Phone + 264 244100 / 285312, Fax: + 26465 285315, Email:[email protected],

1


ORDC-19/2021

Okashana RDC, P.O.Box 19186, Omuthiya. Phone + 264 :[email protected],

Dear, Potential Bidder

REQUEST FOR THE SUPPLY OF PRODUCTION MATERIALS (PROCUREMENT REF. NO. G/RFQ/ORDC

The Okashana RDC hereby invites y

shafts .Your offer should be made on this form, with any annex which you may wish to enclose,

and should be sent to Oshikoto Regional Council

Reference No. G/RFQ/ORDC-

before the 2nd November 2021 by

Queries, if any, should be addressed to – 244100 / 285312.

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,

Secretary: Procurement Committee

Letter of Invitation

HE SUPPLY OF PRODUCTION MATERIALSOCUREMENT REF. NO. G/RFQ/ORDC-19/2021)

hereby invites you to submit your quotation for the supply and delivery of

offer should be made on this form, with any annex which you may wish to enclose,

shikoto Regional Council in a sealed envelope marked Quotation

-19/2021. Your quotation should reach the

by 11H00 hour.

Queries, if any, should be addressed to Mr Abel Mubvekeri, Okashana RDC,

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

: Procurement Committee

2

HE SUPPLY OF PRODUCTION MATERIALS

for the supply and delivery of

offer should be made on this form, with any annex which you may wish to enclose,

in a sealed envelope marked Quotation

Your quotation should reach the Oshikoto RC on or

, Okashana RDC, and Telephone 065

Please prepare and submit your quotation in accordance with the instructions given or inform the

2

SECTION I: INSTRUCTIONS TO BIDDERS

1. Rights of Public Entity

The Oshikoto Regional Council 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. 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

Document name / title Please

tick 1 Certified copy of a valid Certificate of Good Standing for Procurement Purposes, issued

by the Ministry of Finance: Inland Revenue.

2 Certified copy of a valid Affirmative Action Compliance Certificate (issued in terms of

Section 42 of the Affirmative Action (Employment) Act 29 of 1998, as amended); or Letter

from the Employment Equity Commission (letter should be on letterhead, stamped and

signed by the EEC).

3 Certified copy of a valid Good Standing Certificate with the Social Security

Commission.

4 Certified Copy of the Close Corporation Certificate (issued in terms of Act 26 of 1988) or

Founding Statement or any other relevant Company Registration Certificate. These

Certificates should clearly indicate the goods/services that the Supplier/Bidder is

registered to render.

5 Certified copy of a valid Certificate of Registration as an SME, issued by the Ministry of

Industrialization and Trade (if applicable).

6 A written undertaking issued in terms of section 138, of the Labour Act,2007 (Act no 11 of

2007), read in conjunction with section 50 (2) (d) of the public Procurement Act, 2015 (15 of

2015)

7 Attach proof of confirmation of account from a Namibian banking Institute.

8 Each page should be initialed and the business principal should be in line.

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5. Bid Securing Declaration

Bidders are required to subscribe to a Bid Securing Declaration for this procurement process. The Bidder shall furnish as part of its quotation, a Bid Security as per the format contained in Appendix to Quotation Letter of this document for an amount of NAD based on 2% of your budget estimate for the procurement validity period of bid security must be 30 days beyond the quotation validity period.

6. Delivery

Delivery shall be 10 days after acceptance. Deviation in delivery period shall be considered if such deviation is reasonable.

6.1. Inspections will be conducted on the products at delivery:

6.1.1 Any defect on the products.

6.1.2 Conformance to specifications and functionality.

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. Submission of Quotations

Quotations should be deposited in the Quotation/Bid Box located at Oshikoto Regional Council Head Office, Penda Ya Ndakolo Avenue, on or before 2nd November 2021 at 11H00. Quotations by post or hand delivered should reach The Secretary, Regional Procurement Committee, P O Box 19247, Omuthiya, by the same date and time at latest. 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 Public Entity 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 Security will be available at Oshikoto Regional Council Head Office at Omuthiya.

10. Evaluation of Quotations

The Public Entity shall have the right to request for clarifications during evaluation. Offers that are substantially responsive shall be compared on the basis of evaluated cost, subject to Margin of Preference where applicable, to determine the lowest evaluated quotation.

11. Technical Compliance

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

12. Prices and Currency of Payment Prices shall be fixed in Namibian Dollars as quoted. Quotation shall cover all cost including

duties.

13. Margin of Preference

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13.1. The applicable margins of preference and their application methodology are as follows:

[To be inserted if applicable]

13.2. Bidders applying for the Margin of Preference shall submit, upon request,

evidence of:

[To be inserted if applicable]

14. Award of Contract

The Bidder having submitted the lowest evaluated responsive quotation and qualified to supply the goods/items 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.

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: [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. 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 the BD]. The validity period of the Quotation is 90 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 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

Appendix to Quotation Letter

6

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) 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

7

SECTION III: LIST OF GOODS AND PRICE SCHEDULE

QUOTATION FOR: Supply of Production Materials Procurement Ref No. G/RFQ/ORDC-19/2021 NB: PLEASE QUOTE AS PER SPECIFICATIONS

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

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 no.

Description of Goods

Quantity required

Unit of measures

* Price per unit

NAD1

Total price without VAT

NAD

VAT: NAD

Total with VAT

Country of Origin

1. 2445mm* 1225mm* 2mm * mild steel plate 25 Each 2. 2445mm* 1225mm* 3mm * mild steel plate 16 Each 3. 2445mm* 1225mm* 4mm * mild steel plate 5 Each 4. 2445mm* 1225mm* 6mm * mild steel plate 10 Each 5. 2445mm* 1225mm* 8mm * mild steel plate 2 Each 6. 2445mm* 1225mm* 10 mm * mild steel plate 1 Each 7. 100mm* 50mm *6mm U channel*6m *mild steel 8 Each 8. 80mm * 6mm flat bar * 6m mild steel 4 Each 9. 140mm * 50mm U channel * 6m *mild steel 2 Each 10. 50mm*50mm*5mm or 6mm angle iron *6m *mild steel 15 Each 11. 40mm *40mm*(5or 6)mm angle iron *6m *mild steel 5 Each 12. 25mm*25mm*5mm angle iron *6m *mild steel 10 Each 13. 70mm*70mm*6mm angle iron *6m *mild steel 4 Each 14. 80mm* 80mm*6mm angle iron *6m *mild steel 5 Each 15. 25mm* 25mm * 2mm /6m square tubing* mild steel 20 Each 16. 38mm* 38 mm* 2mm /6m square tubing 12 Each

8

Item no.


Quantity required

Unit of measures

* Price per unit

NAD1


NAD

VAT: NAD

Total with VAT

Country of Origin

17. 50mm* 50mm * 2mm /6m square tubing 4 Each 18. 100mm*100mm* 2mm /6m square tubing 3 Each 19. 50mm* 25mm* 2mm/6m rectangular tubing 4 Each 20. 100mm* 50mm * 3mm/6m rectangular tubing 5 Each 21. 6mm diameter round bar/6m 20 Each 22. 32m* 2mm/6m round tubing 10 Each 23. 8mm diameter round bar /6m 20 Each 24. 10mm diameter round bar/6m 15 Each 25. 12mm diameter round bar/6m 5 Each 26. 100mm* 2 mm/6m round tubing/6m 4 Each 27. 16mm diameter round tubing/6m 5 Each 24. 50mm* 2mm/6m round tubing/6m 3 Each 25. 25mm *5mm flat bar/6m 20 Each 26. 40mm *5mm or 6mm flat bar/6m 20 Each 27. 50mm*5mm or 6mm flat bar/6m 10 Each 28. 60mm*6mm flat bar/6m 8 Each 29. M8*25mm hex bolts and nuts HT 500 Each 30. M8*50mm hex bolts and nuts HT 150 Each 31. M8*40mm hex bolts and nuts HT 250 Each 32. M10*30mm hex bolts and nuts HT 150 Each 33. M10*40mm hex bolts and nuts HT 100 Each 34. M12*140mm hex bolts and nuts HT 50 Each 35. M16*40mm hex bolts and nuts HT 150 Each 36. M16 threaded bar mild steel/m 8 Each 37. M16 hex nuts HT 100 Each 38. M12 Threaded rod mild steel 20 Each 39. M12 hex nuts(4.8) 500 Each 40. M8*50mm hex bolts and nuts HT 150 Each

9

Item no.


Quantity required

Unit of measures

* Price per unit

NAD1


NAD

VAT: NAD

Total with VAT

Country of Origin

41. Split pin galvanized 5mm *40mm 100 Each 42. Flap disc 115mm P80 100 Each 43. 115mm*1.0*22.23 steel cutting disc 200 Each 44. 115mm steel grinding disc 20 Each 45. 230mm steel cutting disc 100 Each 46. 230mm steel grinding disc 8 Each 47. 13mm ring –open spanner 10 Each 48. 19mm ring –open spanner 5 Each 49. 36mm ring –open spanner 1 Each 50. Triple grip puller running depth 140mm and maximum

opening 160mm 2 Each

51. 200mm flat screw drivers 5 Each 52. High gloss middle brown paint/5l 8 Each 53. Liquor thinners/5l 15 Each 54. High gloss signal red paint/5l 4 Each 55. Corrotec anti corrosive self-etch primer/5l 5 Each 56. Neo elastic water proofing/20l 4 Each 57. Masking tape*50mm/100m roll 10 Each 58. Steel drill bit 6mm 15 Each 59. Steel drill bit 5mm 15 Each 60. Steel drill bit 8mm 10 Each 61. Steel drill bit 3mm 10 Each 62. Steel drill bit 8,5mm 10 Each 63. Steel drill bit 10mm 10 Each 64. Steel drill bit 12mm 10 Each 65. Steel drill bit 13mm 10 Each 66. Dust mask E149/20 pack 15 Each 67. Respirator cartridge EN143 for mask EN140 -2/pack 15 Each

10

Item no.


Quantity required

Unit of measures

* Price per unit

NAD1


NAD

VAT: NAD

Total with VAT

Country of Origin

68. Respirator half mask EN140 15 Each 69. Safety boots size 4/pair 1 Each 70. 4 way wheel wrench 2 Each 71. Gedore 137 -250 vice grip 5 Each 72. 25mm* 25mm* 3 angle iron 20 Each

GRAND TOTAL (N$) 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: …………………………. Delivery Period:

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 QUOTATION

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SECTION IV: SPECIFICATIONS AND PERFORMANCE

REQUIREMENTS

SECTION V: SPECIFICATIONS AND COMPLIANCE SHEET

Item No

Technical Specification Required Compliance of Specification

Offered

Details of Non-Compliance/ Deviation

(if applicable)

A* B* C D 1. 2445mm* 1225mm* 2mm *mild steel plate

2. 2445mm* 1225mm* 3mm *mild steel plate




6. 2445mm* 1225mm* 10 mm *mild steel plate

7. 100mm* 50mm *6mm U channel*6m *mild steel

8. 80 * 6 flat bar/6m mild steel

9. 140mm* 50mm U channel*6m *mild steel

10. 50mm*50mm*5mm or 6mm angle iron *6m *mild steel

11. 40mm*40mm*(5or 6)mm angle iron *6m *mild steel

12. 25mm*25mm*5mm angle iron *6m *mild steel

13. 70mm*70mm*6m angle iron *6m *mild steel

14. 80mm*80mm*6m angle iron *6m *mild steel

15. 25mm* 25mm * 2mm /6m square tubing* mild steel

16. 38mm* 38 mm* 2mm /6m square tubing

17. 50mm* 50mm * 2mm /6m square tubing

18. 100mm*100mm* 2mm /6m square tubing

19. 50mm* 25mm* 2mm/6m rectangular tubing

20. 100mm* 50mm * 3mm/6m rectangular tubing

21. 6mm diameter round bar/6m

22. 32m* 2mm/6m round tubing

23 8mm diameter round bar /6m

24 10mm diameter round bar/6m

25 12mm diameter round bar/6m

12

26. 100mm* 2mm/6m round tubing/6m

27 16mm diameter round tubing/6m

24. 50mm* 2mm/6m round tubing/6m

25 25mm *5mm flat bar/6m

26 40mm *5mm or 6mm flat bar/6m

27 50mm*5mm or 6mm flat bar/6m

28 60mm*6mm flat bar/6m

29 M8*25mm hex bolts and nuts HT







36 M16 threaded bar mild steel/m

37 M16 hex nuts HT

38 M12 Threaded rod mild steel

39 M12 hex nuts(4.8)


41 Split pin galvanized 5mm *40mm

42 Flap disc 115mm P80

43. 115*1.0*22.23 steel cutting disc

44. Steel grinding disc

45. 230mm steel cutting disc

46. 230mm steel grinding disc

47. 13mm ring –open spanner



50. Triple grip puller running depth 140mm and maximum opening 160mm

51. 200mm flat screw drivers

52. High gloss middle brown paint/5l

53. Liquor thinners/5l

54. High gloss signal red paint/5l

55. Corrotec anti corrosive self-etch primer/5l

56. Neo elastic water proofing/20l

57. Masking tape*50mm/100m roll

58. Steel drill bit 6mm




62. Steel drill bit 8,5mm


13

[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



66. Dust mask E149/20 pack

67. Respirator cartridge EN143 for mask EN140 -2/pack

68. Respirator half mask EN140

69. Safety boots size 4/pair

70. 4 way wheel wrench

71. Gedore 137 -250 vice grip

72. 25mm* 25mm* 3 angle iron

14

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/ORDC-19/2021

Description

Attached

Not

Attached

Quotation Letter

List of Goods and Price Schedule

Specification and Compliance Sheet

Bid Securing Declaration

Evidences for conformity of Goods

Quotation

[Public Entity to insert any other]

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.

15

Republic Of Namibia Ministry of Labour, Industrial Relations and Employment Creation

Written undertaking in terms of Section 138 of the Labour Act, 2007 (Act No. 11 off 2007) and Section 50(2)(d) of the Public Procurement Act, 2015 (Act No. 15 of 2015

1. EMPLOYERS DETAILS

Company Trade Name: Registration Number: Vat Number: Industry/Sector: Place of Business: Physical Address: Telephone Number: Cellphone: Fax No: Email Address: Postal Address:

Full name of Owner/Accounting Officer: ____ Email Address:

16

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, 2007 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(s) as stipulated in Section 138 of the Labour Act, 2007, which includes (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.

request for sealed quotation

Documents