TENDER NUMBER: SACU/016/2018/O SUPPLY AND DELIVERY OF 10 LAPTOPS AND ACCESSORIES 02 FEBRUARY 2018 17H00 (Namibian Time) POSTAL & PHYSICAL ADDRESS FOR TENDER SUBMISSION Southern African Customs Union (SACU) - Secretariat Private Bag 13285 Corner Lazarett and Feld Street Windhoek, Namibia, 9000 COMMERCIAL ENQUIRIES Mr. Hermanus L. Esterhuizen Procurement Officer Tel: +264 (61) 295-8000/37 Fax: +264 (61) 245 611 Email: Leon.Esterhuizen@sacu.int TECHNICAL ENQUIRIES Mr. Refiloe Motjolopane ICT Manager Tel: +264 (61) 295-8000/41 Fax: +264 (61) 245 611 Email: Refiloe.Motjolopane@sacu.int NO. OF TENDER COPIES REQUIRED 6 (1 original plus 5 copies of the original)
Table of Contents 1 INTRODUCTION 3 2 BACKGROUND 3 3 REQUIRED SPECIFICATIONS 3 4 PRODUCT WARRANTIES 4 5 REQUIRED SKILLS AND EXPERIENCE 4 6 DELIVERY AND INSTALLATION TIMEFRAMES 4 7 SUBMISSION OF TENDER PROPOSALS 4 8 PRIME CONTRACTOR RELATIONSHIP 5 9 FINANCIAL ARRANGEMENTS 5 10 CONFIDENTIALITY 5 11 OWNERSHIP OF DATA 6 12 MODIFICATION OF TERMS 6 13 ELIGIBILITY CRITERIA 6 14 AWARD CRITERIA 6 15 CONTRACT ADMINISTRATION 7 16 TECHNICAL & FINANCIAL PROPOSAL 7 17 FINANCIAL PROPOSAL 8 18 DOCUMENT CHECKLIST 10
1 INTRODUCTION 1.1 The Southern African Customs Union (SACU) consists of five Member States, namely Botswana, Lesotho, Namibia, South Africa and Swaziland. The SACU Secretariat was established in 2004 to administer and coordinate the activities of SACU. More information is available on SACU s website (http://www.sacu.int). 1.2 The SACU Secretariat was established in 2004 and is responsible for the day-today administration of SACU. The Secretariat also coordinates and monitors the implementation of all decisions of the Council. 1.3 The SACU Headquarters is located at the Corner of Lazarett and Feld Street (ERF 8531) in Windhoek, Namibia. 2 BACKGROUND 2.1 SACU wishes to appoint a capable and suitably experienced Namibian company to supply and deliver 10 laptops and accessories to the SACU Secretariat: 3 REQUIRED SPECIFICATIONS 3.1 The items to be supplied must be of the following specifications: ITEM COMPONENT/TYPE SPECIFICATION Laptop Brands Dell/ HP/Lenovo /Toshiba Segment/Purpose Business Display 11 to 14 Memory Hard-Disk Capacity Processor: Webcam Type No. of Cores Speed/Frequency Audio and Sound 8GB or higher 250GB or higher Intel Core i7 processor Minimum of 2 2.7 GHz or higher Integrated Webcam grated speaker and microphone Connectivity Ports VGA/HDMA Port Min of 2 USB Ports 3.5 mm Audio Combo Jack Docking Connector Lock Slot Networking Ethernet LAN Wi-Fi (Wireless LAN) Bluetooth Page 3/10
ITEM COMPONENT/TYPE SPECIFICATION Software Operating System: Windows 10 Version Professional x64 Edition Accessories Docking Station Ethernet Connection Port VGA/HDMA connectivity Minimum of 2 additional USB Ports Securely connects notebook to Dock Charges laptop Lock Slot Desktop Lock Carry Case Compatible Combination Lock Compatible Clamshell/Top loader Carry Case 4 PRODUCT WARRANTIES 4.1 The laptops must carry a minimum of 3 (three) year warranty backed by manufacturer. 4.2 The docking stations must carry a minimum of 1(one) year warranty backed by manufacture. 5 REQUIRED SKILLS AND EXPERIENCE 5.1 Prospective bidders must: (a) (b) (c) be registered as a Namibian company; have a minimum of a silver partnership with the manufacturer of proposed model (manufacturer confirmation or copy of certificate to be provided); and have a relationship with a Certified Warranty/Repair Centre in Windhoek (confirmation from warranty centre to be provided). 6 DELIVERY TIMEFRAMES 6.1 The required items must be delivered within a period of three (3) weeks from the issuance of a purchase order. 7 SUBMISSION OF TENDER PROPOSALS 7.1 Submission of proposals shall be through a one-envelope tender process, meaning that both the Technical and Financial Proposals must be submitted in one sealed envelope. Page 4/10
7.2 The Tender should be delivered or posted to the Postal and Physical Address for Tender Submission specified on the cover page. 7.3 All bidders must submit one six (6) hard copies (1 original plus 5 copies of the original) of the Technical and Financial Proposal. 7.4 The proposals should be neatly bound, presentable and submitted in a sealed envelope that is clearly marked as indicated below: TECHNICAL PROPOSAL TENDER NUMBER: SACU/016/2018/O SUPPLY AND DELIVERY OF 10 LAPTOPS AND ACCESSORIES NAME OF THE BIDDING COMPANY/ORGANISATION/FIRM 7.5 The deadline for the submission of tenders is 02 February 2018 (17h00 Namibian Time). 8 PRIME CONTRACTOR RELATIONSHIP 8.1 SACU will award a purchase order to only one successful bidder. 8.2 The selected company shall be solely responsible to supply and deliver the required items as specified in this document. 9 FINANCIAL ARRANGEMENTS 9.1 Bidders are solely responsible for their own costs in preparing the tender. 9.2 Payments for all services (professional fees and disbursement fees) covered by this tender shall be made within 60 (sixty) days subject to receipt of appropriate invoices, the satisfactory completion of work, and adherence to the SACU Secretariat s Financial Policies and Procedures. 9.3 SACU shall not be liable for any losses, damages, costs, charges or expenses caused by injuries to the bidder s personnel during the execution of their duties. 10 CONFIDENTIALITY 10.1 Tenders submitted will not be revealed to any other bidders and will be treated as contractually binding. 10.2 SACU reserves the right to seek clarification or verification of any information contained in the tenders. 10.3 SACU reserves the right to undertake a full background check on all references submitted prior to awarding the contract. Page 5/10
10.4 All information pertaining to SACU obtained by the bidder as a result of participation in this tender is confidential and must not be disclosed without written authorisation from the Executive Secretary of SACU. 11 OWNERSHIP OF DATA 11.1 All tenders, including any supporting documents with reference to this tender, submitted to the SACU Secretariat becomes the property of SACU. 11.2 Ownership of all data belonging to SACU whether under its control or the bidder s control shall continue to vest in SACU. Any data of whatever nature resulting from the provision of the Services shall be the property of SACU and may be used by SACU without restriction. All data or information that may be shared with the successful bidder during the provision of the services shall upon termination of the contract, be returned to the SACU Secretariat. 12 MODIFICATION OF TERMS 12.1 The SACU Secretariat reserves the right to add, modify or omit certain portions of the tender scope at any time at its sole discretion. This includes the right to cancel this tender at any time prior to entering into a contract with the successful bidder. 13 ELIGIBILITY CRITERIA 13.1 Tenders will be disqualified if the following documents have not been submitted: (a) (b) (c) A certified copy of a Certificate of Registration or Incorporation with the relevant national authorities for companies or corporations; and A certified copy of a current Certificate of Good Standing for Tender Purposes from the Ministry of Finance; and Where applicable, a certified copy of a legal agreement for partnerships, consortiums and joint ventures. 13.2 Tenders will be disqualified if the company is not majority (51%) owned by citizen(s) of a SACU Member State (with proof of shareholding) and registered within the Republic of Namibia. 13.3 Tenders will be disqualified if the company s current or past shareholding or other interests may, in the SACU Secretariat s opinion, give rise to a conflict of interest in connection with this tender. 14 AWARD CRITERIA Page 6/10
14.1 The purchase order will be awarded to eligible bidders on the basis of the most economically advantageous proposal by applying the following criteria: (a) (b) (c) Company Profile, Reputation and Experience of the Bidder; Ability of the Bidder to Meet the Delivery Timeframes; and The suitability of the product warranties extended to the Secretariat. 15 CONTRACT ADMINISTRATION 15.1 SACU reserves the right to negotiate the terms of the tender proposal and the value of any financial proposal submitted. 16 TECHNICAL & FINANCIAL PROPOSAL Each Proposal must contain the following information: A - GENERAL INFORMATION 16.1 A letter of introduction identifying the company and signed by the person(s) authorised to bind the organisation to all the statements made in the proposal. 16.2 A Company Profile that describes the organisation, its history, its people, its experience, its market and its products and services. 16.3 A certified copy of a Certificate of Company Registration or Incorporation from the Ministry of Trade and Industry for all bidding parties. 16.4 A certified copy of a Certificate of Good Standing for Tender Purposes from the Ministry of Finance (Inland Revenue). 16.5 A copy of the company s current Audited Financial Statements. 16.6 Proof that the company or consortium is majority (51%) owned by citizen(s) of a SACU Member State (copies of ID/Passport). 16.7 A confirmation of partnership with the Manufacture of the model(s) proposed to the Secretariat. 16.8 A confirmation of a relationship with a Certified Warranty Centre in Windhoek. 16.9 A confirmation of Manufacture Warranties for the laptops and docking stations. 16.10 Where a consortium or a group of companies are jointly delivering a response, then the companies must: (a) (b) Clearly state the name of the Primary Party with whom SACU will enter into an Agreement; Provide full details of each of the legal entities involved in the bid; Page 7/10
(c) (d) Provide a certified copy of a legally binding partnership or consortium agreement; and Provide a detailed description of the role or element fulfilled by each legal entity involved in the bid. D SIMILAR ASSIGNMENTS AND REFERENCES 16.11 A schedule of five (5) or more recent and similar assignments undertaken by the company. This schedule must indicate the client, the period the services were provided, the year, the location and the financial value. For example: Client Services Provided Year Location Financial Value ABC Corporation Supply of XYZ Laptops 2017 Windhoek N$ 49,950 16.12 A schedule of five (5) or more clients (contact names, physical addresses and telephone numbers) who may be contacted for references in connection with the proposed assignment. For example: Client Contact Name Telephone Physical Address ABC Corporation Mr J. Doe 061-999 9999 20 ABC Street, Windhoek E ADDITIONAL INFORMATION 16.13 Bidders may provide any other information which may support or be relevant to their tender proposal. This may include product brochures, manuals and other marketing paraphernalia. 17 FINANCIAL PROPOSAL 17.1 The Financial Proposal must contain a schedule of costs in the following format: (a) (b) (c) (d) (e) All costs must be quoted in Namibian Dollars (NAD). The total cost of the proposal. An itemised breakdown of the cost of all options being proposed. The applicable rate of VAT in respect of each product and service being proposed. Details of any other costs, taxes or duties which may be incurred. Page 8/10
(f) Written confirmation that the financial proposal remains valid for 60 days from the tender closing date. Page 9/10
18 DOCUMENT CHECKLIST Have you submitted the following required information? A Signed Letter of Introduction A Profile of the Company A Certified Copy of a Certificate of Company Registration or Incorporation A Certified Copy of Certificate of Good Standing for Tender Purposes Confirmation of partnership with Manufacturer of Model Confirmation of relationship with Certified Warranty/Repair Centre Confirmation of a minimum of 3-year Manufacture Warranty on laptops Confirmation of a minimum a 1-year Manufacture Warranty on docking stations A schedule of five (5) similar and recent assignments undertaken by the company A schedule of 5 (five) contactable references An itemised break down of the costs Written confirmation that the financial proposal remains valid for 90 days YES Additional documents required from Consortiums or Partnerships Written identification of the Primary Contracting Party Full details of all legal entities involved in the bid Certified copy of a legally binding partnership or consortium agreement Description of the role or element fulfilled by each legal entity YES Page 10/10