INVITATION TO QUOTE (ITQ)

Transcription

1 Date: 09 October 2012 Ref. MCAN/COM/ITQ/1A01009 Dear Sir/Madam, INVITATION TO QUOTE (ITQ) 1. You are invited to submit your quotation for the supply of Furniture for Administration Offices of schools required by the Millennium Challenge Account Namibia (MCA-N). This ITQ constitutes only a solicitation and is NOT an order. You are requested to submit one quotation for the purchase of the Administration Office Furniture as per the List of Requirement to this ITQ. Following an evaluation of the received quotations, MCA-N may select one of the bidders for the supply of all or part of the listed items. 2. The Millennium Challenge Corporation (MCC) and the Government of the Republic of Namibia (GRN or Government) signed a Compact Agreement for a USD 304,5 million grant (MCC Funding), to be implemented in 5 years. The Compact aims at reducing poverty and accelerating economic growth by improving the quality of education and training for underserved populations and to diversify Namibia s export base by capitalizing on its comparative advantages (e.g., large areas of semiarid communal land suitable for livestock, and diverse wildlife and unique landscapes ideal for ecotourism) and to increase the incomes of poor Namibians in rural areas of the country. The Government has established an Accountable Entity, Millennium Challenge Account Namibia (MCA-N), which is authorized on behalf of the Government to manage and oversee the implementation of this Compact. 3. MCA-N, on behalf of the Government, intends to apply a portion of the proceeds of MCC funding to eligible payments under this request for quotation. Payments by MCA-N will be subject, in all respects, to the terms and conditions, including restrictions on the use of MCC funding, of the Compact. No party other than the Government and MCA-N shall derive any rights from the Compact or have any claims to the proceeds of MCC funding. 4. Your quotation in the required format (Annex 1) must be ed or faxed to MCA-N before 13:00 hours (Namibian time) on 26 October 2012 at the following address: Fax: mdeklerk@mcanamibia.org Quotations received by MCA Namibia after 13:00 hours (Namibian time) on 26 October 2012, will not be considered. Any questions concerning this ITQ should be directed to The Procurement Manager at the address indicated above. 5. Your quotation should be presented on the standard Quotation Submission Form annexed (Annex 1) to this ITQ, and shall be accompanied by adequate technical documentation and pertinent information for the items quoted. 6. Please note that as per the Compact Agreement, dated 28 July 2008, between the Government of the United States of America acting through MCC and the Government of the Republic of Namibia acting through MCA-N, the MCC Funding cannot be used for payment of any taxes, duties, and levies including Value-Added Tax (VAT), Customs Duties and Excise Tax. To implement the above tax arrangement in place, there is a Tax Agreement between MCC, the Government of the Republic of Namibia represented by the Ministry of Finance, and MCA-N. The Tax Agreement provides detailed procedures and responsibilities that MCA-N and bidders/vendors will follow for supplying goods and services to MCA-N. A copy of the Tax

2 Agreement is available at MCA-N offices. However, paragraph 7 below presents a summary of procedures and responsibilities of MCA-N and the vendor. 7. When invoicing MCA-N for goods and services subject to VAT, the vendor shall separately include the net amount of the transaction and the properly calculated VAT amount in accordance with the VAT Code. At the time of invoice payment, the vendor will receive the full payment including VAT. Subsequently, MCA-N will submit a refund claim to the Minister of Finance, no later than 10 days after the end of each calendar month to request refund of all value-added taxes paid by MCA-N during such month using Program Funding. 8. Reserved. 9. Your quotation must be submitted per the following instructions and in accordance with the Sample Purchase Order(Annex 3) to this ITQ. The Purchase Order terms and conditions are not negotiable and shall be fully accepted by the Vendor: (i) PRICES: Prices shall be quoted in Namibian Dollars. The prices shall be exclusive of VAT, with the VAT stated separately as described in Paragraph 7 above. (ii) EVALUATION OF OFFERS AND AWARD OF PURCHASE ORDER: Quotations determined to be substantially responsive to the technical specifications will be evaluated by comparison of prices quoted, delivery period and other terms and conditions including warranty and maintenance support. MCA-N will place a purchase order with the bidder or bidders whose quotation has been determined to be the lowest priced and substantively responsive to this ITQ, provided further that the bidder is determined to be financially and technically qualified to perform the contract satisfactorily. RESPONSIVENESS: A substantially responsive bid is the one that conforms to all the terms, conditions, and specifications of this document without material deviation or reservation. A material deviation or reservation is one that: (a) (b) (c) affects in any substantial way the scope, quality, or performance of the services; or limits in any substantial way, inconsistent with the this document, the MCA-N s rights or the bidder s obligations; or if rectified would unfairly affect the competitive position of other bidders presenting substantially responsive bids. (iii) VALIDITY OF THE OFFER: Your quotation must be valid for a period of 60 days from the date for receipt of quotation indicated in Paragraph 4 above. (iv) (v) (vi) PAYMENTS: Payments will be effected as per the terms of the Agreement. No advance payment for services not yet rendered will be authorized. Only one quotation for the Furniture for Administration offices will be accepted from each bidder. Major deviations from the above will render the quotation disqualified. 10. Description of the goods offered: (i) All items offered must be Brand New, unused and in the original packaging. (ii) Each item must be described in terms of its title. The title must be identical to the ones provided in the List of Requirements. (iii) Only quotations for the entire nomenclature as described in the List of accepted. Requirements will be Page 2

3 (iv) Major deviations from the above will render the quotation disqualified. 11. Other conditions: (i) Vendors cannot request MCA-N to materially modify this ITQ, or to authorise a vendor to submit a quotation in a way that is materially different from the above requirements. Any such requests will be expressly denied. (ii) General note about non-compliance: Quotations offering conditions other than the ones detailed above will be disqualified. (iii) Winning Bidder are to deliver the quoted filing cabinets to a delivery destination appointed by MCA- Namibia. 12. MCA-N reserves the right to accept or reject any bid, and to annul the procurement process and reject all bids at any time prior to Contract award, without thereby incurring any liability to any bidder. Johann Botha Director: Procurement Millennium Challenge Account Namibia Page 3

4 Annex 1: Quotation Submission Form QUOTATION SUBMISSION FORM Ref.MCAN/COM/ITQ/1A01009 INSTRUCTIONS TO BIDDERS: Please fill in all blank spaces on this form, sign this form and initial each page of the form and attachments. By submitting a quotation to MCA-N you agree to all the conditions of this ITQ and its annexes and certify that the services you offer fulfill the minimum requirements listed below. Vendor: Date: Contact Person: Address: Tel. No.: address: The name and identification of the proposed Contract is Supply and Delivery of Administration Furniture to Schools in Namibia, MCAN/COM/CB/1A01009 The lots comprising this Bidding Document are as follows: Lot 1: Supply and Delivery of Administration Furniture to 7 Schools in the Ohangwena, Oshana, Omusati, Otjozondjupa and Kavango Regions of Namibia Lot 2: Supply and Delivery of Administration Furniture to 8 Schools in the Oshikoto and Otjozondjupa Regions of Namibia Note: (a) Prices must be quoted in either US$ or N$ exclusive of Value Added Tax (b) Suppliers must bid for all Lots. MCA-N will award the contract to only one Supplier for the supply and delivery of all Lots to the various schools. (c) Inland transportation, insurance and other incidental costs for delivery of the Goods from the Bidder s Warehouse to Final Destination must be quoted. (d) The required delivery date for all lots is subject to change and may vary by ±60 days. Suppliers will be notified of the changes in requirement dates by no longer than 30 days before the updated date or the original date, whichever is earlier. (e) Goods offered shall fully conform to the technical specifications, set forth in Annexure 3: Schedule of Requirements, to be considered responsive. (f) MCA-N may inspect bidders premises and request from bidders copies of their recent financial statements to determine their technical and financial capability to perform the assignment. (g) Failure to comply with the above conditions may render the Bid non-responsive. Page 4

5 Annex 2: Price Schedule of Goods Price Schedule for All Goods Supply and Delivery of Furniture for Administration Offices to Schools in Namibia Bid Ref: MCAN/COM/IFB/1A01009 (1) (2) (3) (4) (5) (6) (7) (8) No Description of item Quantity Unit Price - CIP Windhoek for foreign Bidders EXW for Namibian Bidders Total CIP or EXW price (3)x(4) Price for inland transportation and other services in the Republic of Namibia to convey the Goods to their Final Destination Total price (5)+(6) Country of Origin Loose carpet Underfelt to loose carpet Typist Chairs Office chairs with armrests Side chairs without armrests Reception chairs with armrests Extra reception easy chairs with armrests Correspondence division trays Page 5

6 Annex 2: Price Schedule of Goods (1) (2) (3) (4) (5) (6) (7) (8) No Description of item Quantity Unit Price - CIP Windhoek for foreign Bidders EXW for Namibian Bidders Total CIP or EXW price (3)x(4) Price for inland transportation and other services in the Republic of Namibia to convey the Goods to their Final Destination Total price (5)+(6) Country of Origin Kitchen Tables Conference Tables 2 Drawer Desks 4Drawer Desks Typist Desks Telephone stands Combined Bookcases 220 Volt Stainless Steel Electric 8 L Urn Page 6

7 Annex 2: Price Schedule of Goods Price Schedule per Individual Lots Supply and Delivery of Furniture for Administration Offices to Schools in Namibia Bid Ref: MCAN/COM/IFB/1A01009 Lot 1 7 Schools in Ohangwena -, Oshona -, Omusati -, Otjozondjupa - and Kavango Regions (1) (2) (3) (4) (5) (6) (7) (8) No Description of item Quantity Unit Price - CIP Windhoek for foreign Bidders EXW for Namibian Bidders Total CIP or EXW price (3)x(4) Price for inland transportation and other services in the Republic of Namibia to convey the Goods to their Final Destination Total price (5)+(6) Country of Origin Loose carpet Underfelt to loose carpet Typist Chairs Office chairs with armrests Side chairs without armrests Reception chairs with armrests Extra reception easy chairs with armrests Correspondence division trays Page 7

8 Annex 2: Price Schedule of Goods (1) (2) (3) (4) (5) (6) (7) (8) No Description of item Quantity Unit Price - CIP Windhoek for foreign Bidders EXW for Namibian Bidders Total CIP or EXW price (3)x(4) Price for inland transportation and other services in the Republic of Namibia to convey the Goods to their Final Destination Total price (5)+(6) Country of Origin Kitchen Tables Conference Tables 2 Drawer Desks 4Drawer Desks Typist Desks Telephone stands Combined Bookcases 220 Volt Stainless Steel Electric 8 L Urn Page 8

9 Annex 2: Price Schedule of Goods Price Schedule per Individual Lots Supply and Delivery of Furniture for Administration Offices to Schools in Namibia Bid Ref: MCAN/COM/IFB/1A01009 Lot 2 8 Schools in Oshikoto - and Otjozondjupa Regions (1) (2) (3) (4) (5) (6) (7) (8) No Description of item Quantity Unit Price - CIP Windhoek for foreign Bidders EXW for Namibian Bidders Total CIP or EXW price (3)x(4) Price for inland transportation and other services in the Republic of Namibia to convey the Goods to their Final Destination Total price (5)+(6) Country of Origin Loose carpet Underfelt to loose carpet Typist Chairs Office chairs with armrests Side chairs without armrests Reception chairs with armrests Extra reception easy chairs with armrests Correspondence division trays Page 9

10 Annex 2: Price Schedule of Goods (1) (2) (3) (4) (5) (6) (7) (8) No Description of item Quantity Unit Price - CIP Windhoek for foreign Bidders EXW for Namibian Bidders Total CIP or EXW price (3)x(4) Price for inland transportation and other services in the Republic of Namibia to convey the Goods to their Final Destination Total price (5)+(6) Country of Origin Kitchen Tables Conference Tables 2 Drawer Desks 4Drawer Desks Typist Desks Telephone stands Combined Bookcases 220 Volt Stainless Steel Electric 8 L Urn Page 10

11 Annex 2: Price Schedule of Goods 2. PRICING SCHEDULE SUMMARY OF BID PRICES FOR THE VARIOUS LOTS SUPPLY AND DELIVERY OF FURNITURE FOR ADMINISTRATION OFFICES TO SCHOOLS Bid Ref: MCAN/COM/IFB/1A01009 Namibian Dollars Lot No Destination Total Price for Supply & Delivery (Excluding VAT) VAT Total Price for Supply & Delivery (VAT Included) Required Delivery Date Supplier s Delivery Date Lot 1 3 Schools in Ohangwena-; 1 School in Oshana-; I School in Omusati-; 1 School in Otjozondjupa - & 1 School in Kavango Region Dec 2012-Jan 2013 Lot 2 7 Schools in Oshikoto - & 1 School in Otjozondjupa Region Feb Marc 2013 TOTAL Authorized Representative: Name: Signature: Page 11

12 Annex 2: Price Schedule of Goods 3. SCHEDULE OF FINAL DESTINATIONS SUPPLY AND DELIVERY OF FURNITURE FOR ADMINISTRATION OFFICES TO SCHOOLS Bid Ref: MCAN/COM/IFB/1A01009 Lot Destination Region Shikudele CS Destination Coordinates Latitude Longitude School Code "S "E 8263 Nanghonda Ohangwena "S "E 8201 Onamukulo CS "S "E 8298 Lot 1 Onamutai CS Oshana "S "E 8170 Etayi CS Omusati "S "E 8051 Okahandja SS Otjozondjupa 21 97'84.40"S 16 89'93.90"E 8804 Max Makushe Kavango 17 54'25.40"S 20 1'56.70"E 7760 Oshinamumwe CS 18 20'25.00"S 16 26'7.00"E 8715 Olupale CS 18 17'34.00"S 16 33'1.00"E 8043 Iipopo CS 18 10'42.00"S 16 5'52.00"E 8278 Lot 2 Ondjamba CS Oshikoto 18 10'27.00"S 16 15'16.00"E 8362 Esheshete CS 18 6'13.00"S 16 6'51.00"E 8274 Oshilulu CS 17 57'2.00"S 16 7'11.00"E 8313 Uukumwe 18 36'23.00"S 17 9'44.00"E 8610 Khorab Otjozondjupa 19 38'44.22"S 17 20'33.85"E 7046 Page 12

13 Annex 3: Schedule of Requirements 4. SCHEDULE OF REQUIREMENTS SUPPLY AND DELIVERY OF FURNITURE FOR ADMINISTRATION OFFICES TO SCHOOLS Bid Ref: MCAN/COM/IFB/1A01009 All items shall have the same specification in each lot. The detailed technical specifications are provided on the drawings included. All items offered must conform fully to the dimensions and material specifications detailed in the drawings. Item No Drawings and Specifications Description 1.1 Van Dyck Manhatten or similar 2.75 x 3.65m loose carpet g 3.65 x 2.75 m underfelt to loose carpet 1.3 Medium back seat swivel typist chair with manual height adjustment, upholstered with fabric 1.4 Swivel office chair with armrests and manual height adjustments, upholstered with fabric. Fabric colour must be blue as in 1.3 above. Page 13

14 Annex 3: Schedule of Requirements 1.5 Side chair without armrest upholstered with fabric Fabric colour must be blue as in 1.3 above. 1.6 Reception easy chairs with two armrests, with a set of loose back and seat cushions upholstered with fabric. Fabric colour must be blue as in 1.3 above. 1.7 Extra over reception easy chairs with two armrests for a set of loose cushions, set consisting of back and seat cushions Fabric colour must be blue as in 1.3 above. 1.8 Correspondence six division tray size 1280mm long x 400mm wide x 100mm deep with 6mm hardboard bottom with six aluminium identification holders screwed to the front. 1.9 Kitchen table size 1500 x 900mm with formica top and chromium plated steel legs Page 14

15 Annex 3: Schedule of Requirements 1.10 Conference table comprising of 1200 x 750mm tubular frame and four legs 900mm high, all made from 30 x 30 x 2 mm square tubing and a 1500 x 900mm teakwood top 1.11 Desk size 1900 x 980mm with two drawers 1.12 Desk size 1900 x 980mm with four drawers and 1 filing drawer 1.13 Typist desk size 1350 x 650mm with two drawers 1.14 Telephone stand size 650 X 450 X 750mm high 1.15 Combined bookcase size 1900mm high x 1050mm wide with lockable bottom two door cabinet 650mm deep and two top shelves 550mm deep Page 15

16 Annex 4: Sample Purchase Order r PURCHASE ORDER FOR GOODS AND SERVICES (INCLUDING WORKS) Contract Date Contract Code PURCHASER AND SUPPLIER DETAILS: Purchaser Millennium Challenge Account Namibia Supplier Physical Address 117 Sam Nujoma Drive Windhoek Physical Address Postal Address Windhoek Postal Address Telephone (061) Telephone Fax (061) Fax Contact PRICE AND SCHEDULE OF SUPPLY: Contact Item Description Quantity MCAN/COM/ITQ/1A01009 Unit Price (NAD) Total (NAD) In the event of discrepancies between the Unit Price and Purchase Order Price, the Purchase Order Price shall prevail. SPECIAL CONDITIONS: Subtotal VAT Other taxes Purchase Order Price AGREEMENT: The Supplier agrees to Supply/Perform all Goods/Services set forth above and included by any Amendment and in any Solicitation cited above for the fixed-price Purchase Order Price specified in accordance with the Standard Terms and Conditions set forth herein and in any accompanying Solicitation as may have been issued. In the event of a conflict between the Standard Terms and Conditions of this Purchase Order and any other document, this Purchase Order shall govern. SIGNATURES: For the Purchaser For the Supplier Supplier s signature is not required for purchase orders with a value of less than NAD FOR SUPPLIER S REFERENCE: The Supplier must read the Standard Terms and Conditions on reverse prior to accepting this Purchase Order All payments are strictly in accordance with the Standard Terms and Conditions unless otherwise authorized as a Special Condition above; should you require alternative payment conditions, please notify MCA-N prior to accepting this Purchase Order Should you require any other exception from the Standard Terms and Conditions, please notify MCA-N prior to accepting this Purchase Order A carbon copy of the purchase order has the same legal power as the original signed by MCA-N; should you require an original copy, please notify MCA-N as indicated above

17 Annex 3: Sample Purchase Order STANDARD TERMS AND CONDITIONS 1. FIXED PRICE: The prices indicated in this Purchase Order are firm and fixed, and not subject to any adjustment during Purchase Order performance. The Supplier will not be paid an amount that exceeds the Purchase Order Price. 2. DELIVERY, INSTALLATION AND TESTING: The performance of this Purchase Order, including installation and testing if applicable, will be completed within the period(s) indicated in the Special Conditions. The Goods will be delivered directly to the Schools indicated in the attached Schedule of Destinations. If at any time during performance of this Purchase Order, the Supplier should encounter conditions impeding timely performance of this Purchase Order, the Supplier shall promptly notify the Purchaser in writing of the delay, it s likely duration, and its cause. As soon as practicable after receipt of the Supplier s notice, the Purchaser shall evaluate the situation and may at its discretion extend the Supplier s time of Purchase Order performance, in which case the extension shall be ratified by the parties by amendment of the Purchase Order. 3. PAYMENT: 100% of the payment for each lot shall be made against the complete performance of each lot in the Purchase Order, unless stated otherwise in the Special Conditions. All payments shall be made by check or by electronic bank transfer. To obtain payment, the Supplier shall submit an invoice to the Purchaser. The Purchaser shall acknowledge the complete performance of the Purchase Order by accepting the invoice. For all invoices properly submitted in accordance with this requirement, payment will be made to the Supplier within thirty (30) days after the acceptance of the invoice by the Purchaser. 4. WARRANTY: If applicable, shall be as indicated as a Special Condition. For Goods, manufacturer s standard warranty shall be the minimum default warranty. 5. REQUIRED TECHNICAL SPECIFICATIONS: If applicable, shall be as indicated in the Price and Schedule of Supply. 6. FAILURE TO PERFORM: The Purchaser may cancel, at any time, this Purchase Order if the Supplier fails to perform the Purchase Order in accordance with these Terms and Conditions. 7. LIQUIDATED DAMAGES: The Supplier agrees that failing to complete the performance of this Purchase Order, in part or in full within the period(s) specified in the Purchase Order, the Purchaser shall, without prejudice to its other remedies under the Purchase Order, deduct from the Purchase Order Price, as liquidated damages, a sum equivalent to one fourteenth percent (1/14 th %) of the Purchase Order Price for each day of delay in provision of Goods or nonperformance of Services, until the actual delivery or performance, up to a maximum deduction of five percent (5%) of the Purchase Order Price. Once the maximum is reached, the Purchaser may consider canceling the Purchase Order. 8. CORRUPTION; FRAUD; COLLUSION; COERCION; AND PROHIBITED PRACTICES: The Purchaser requires that the Supplier observe the highest standard of ethics during the procurement and execution of this Purchase Order. In addition, the Purchaser may cancel the Purchase Order if it determines at any time that the Supplier engaged in corrupt, fraudulent, collusive, coercive or prohibited practices during the selection process or the execution of the Purchase Order. 9. NOTICES: Any notice, request or consent given by one party to the other pursuant to the Purchase Order shall be in writing, to the attention of the signatory of the Purchase Order, and sent to the address specified in the Purchase Order. A notice shall be effective when delivered or on the notice s effective date, whichever is later. A Party may change its address for notice hereunder by giving the other Party notice in writing of such change sent to the address specified in the Purchase Order. 10. TAXES: The Purchase Order Price will include all Taxes as applicable and the Purchaser shall not be responsible for the payment of any additional Taxes. The Purchase Order Price shall not be adjusted to account for such Taxes. 11. ELIGIBLE COUNTRIES: Persons or entities prohibited from participation in procurements funded with The World Bank assistance or debarred or suspended from participation in procurements funded by the US Federal Government or otherwise prohibited by applicable United States law or Executive Order or United States policies including under any then-existing anti-terrorist policies are not applicable to receive funding under this Purchase Order. It is the legal responsibility of the Supplier to ensure compliance with these Executive Orders and Laws. 12. ASSIGNMENT: This Purchase Order shall not be assigned by the Supplier to any third party without the expressed written consent of Purchaser. 13. DISPUTES: In the event of any dispute, a claim by the Supplier must be made in writing and submitted to the authorized signatory of this Purchase Order for a written decision. A claim by the Supplier is subject to a written decision, which shall be rendered within 60 days of receipt of the Supplier's claim. The decision rendered will be considered final unless appealed by the Supplier. The Supplier will proceed with performance of this purchase order pending final resolution of any claim. 14. GOVERNING LAW: This Contract is governed by the MCA-N Procurement Rules, which are part of the Compact Agreement between the Millennium Challenge Corporation and the Government of the Republic of Namibia. 15. NON-LIABILITY: The Purchaser does not assume any liability with respect to any third party claims for damages arising out of work funded by this Purchase Order.