Invitation to Quote

Ref. MCAN/COM/ITQ/3B04003 A(1)

Date 08 March 2011

Dear Sir/Madam,

INVITATION TO QUOTE (ITQ)

1. You are invited to submit your quotation for the supply of Bar Code Readers to the Directorate of Veterinary Services, 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 provision of the said IT equipment as per the specifications in the Quotation Submission Form annexed (Annex 1) to this ITQ. Following an evaluation of the received quotations, MCA-N may select one of the bidders for the supply of the IT equipment.

2. The Millennium Challenge Corporation (MCC) and the Government of the Republic of Namibia (GRN or Government) have 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 must be received by MCA-N before 13:00 hours (Namibian time) on 17 March 2011 at the following address:

Millennium Challenge Account Namibia

Attention: The Procurement Director

Atlas House, Suite 10, 3rd floor

117 Sam Nujoma Drive

Windhoek, Namibia

Tel: 061-410450

Email:

The quotation must be delivered in a sealed envelope, marked as follows:

Quote: MCA/COM/ITQ/ 3B04003 A(1)

Attn: The Procurement Director

Millennium Challenge Account Namibia

Quotations received by MCA Namibia after 13:00 hours (Namibian time) on 17 March 2011, will not be accepted and will be returned unopened.

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 must be accompanied by adequate technical documentation pertinent for the quoted IT equipment.

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 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 annexed (Annex 2) 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 Namibia Dollars. The prices shall be inclusive 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 the quality of the products offered, prices quoted and delivery period. MCA-N will place a purchase order with the bidder 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 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) affects in any substantial way the scope, quality, or performance of the Goods; or

(b) limits in any substantial way, inconsistent with the this document, the MCA-N’s rights or the bidder’s obligations; or

(c) 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) PAYMENTS: Payments will be effected as per the terms of the purchase order. No advance payment for goods not yet supplied or services not yet rendered will be authorized.

(v) Only one quotation for the specified IT equipment will be accepted from each bidder.

(vi) Major deviations from the above will render the quotation disqualified.

10. Description of the goods offered:

(i) The IT equipment offered must be “Brand New”, unused, and be supported by a minimum of 12 months warranty from the date of delivery.

(ii) Each item must be described in terms of its brand, model, specifications (if applicable) and country of origin.

(iii) Only quotations for the items conforming to the specifications in the Quotation Submission Form will be accepted.

11. Other conditions:

(i) Vendors who submit quotations for this ITQ should be prepared to have a prototype Bar Code Scanner available since they will be required to do a field demonstration to the Evaluation Panel in order to assess the capability and the quality of the product. This will be done during the week following the closing date for this ITQ at a field location near Windhoek.

(ii) 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.

(iii) General note about non-compliance: Quotations offering conditions other than the ones detailed above will be disqualified.

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

ANNEX 1 – QUOTATION SUBMISSION FORM Ref.MCAN/COM/ITQ/3B04003 A(1)

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.: ______

Email address: ______

Special Conditions

1.  The Final Destination is:

Directorate of Veterinary Services, MAWF, Windhoek, Namibia

2.  Terms of Payment

The method and conditions of payment to be made to the Supplier under this Contract shall be as follows:

-  100% will be paid after delivery of the goods, acceptable to the purchaser

All payments will be made by wire transfer or cheque, within 30 days after submission of invoice.

3.  Inspections and Tests

The following inspections and tests shall be performed on the Goods:

Prior to delivery: As required by the Supplier.

At the final destination: Full inspection and tests to check conformance to the specifications and performance guarantees of the equipment.

4.  Warranty

4.1  The Supplier warrants that all the Goods are new, unused, and of the most recent or current models, and that they incorporate all recent improvements in design and materials, unless provided otherwise in this Contract.

4.2  The Supplier further warrants that the Goods shall be free from defects arising from any act or omission of the Supplier or arising from design, materials, or workmanship that may develop under normal use in the conditions prevailing in the Purchaser’s country.

4.3  The warranty shall remain valid for twelve (12) months after the Goods, or any portion thereof as the case may be, have been delivered to and accepted at the Final Destination. The warranty period for Goods that were repaired or replaced during the warranty period shall be twelve (12) months from the date on which such Goods were repaired or replaced.

4.4  The Purchaser shall give notice to the Supplier stating the nature of any defects together with all available evidence thereof, promptly following the discovery thereof. The Purchaser shall afford all reasonable opportunity for the Supplier to inspect such defects. Upon receipt of such notice, the Supplier shall, within ten (10) days, expeditiously repair or replace the defective Goods or parts thereof, at no cost to the Purchaser.

5.  The Supplier shall be responsible for transportation of the Goods to its final destination.

6.  INFORMING LITERATURE

Bidders must submit detailed information with their tender as follows:

(a)  Information pamphlets on complete units.

(b)  Manuals for all electronic devices must be supplied.

TECHNICAL SPECIFICATIONS

SPECIFICATIONS FOR THE SUPPLY AND DELIVERY OF IT EQUIPMENT

Directorate of Veterinary Services, MAWF

WINDHOEK, NAMIBIA

TABLE OF SPECIFICATIONS AND PRODUCT OFFERD

ITEM / IT EQUIPMENT
Required Specifications / Quantity / Offered
Bar Code Reader / Handheld Laser Bar Code Reader
·  Capable of reading Code 39 Encoding
·  Minimum Bar Width 0.127
·  Supports Keyboard Wedge Interface
·  USB Connection including 1.5m USB cable
·  Symbol LS2208 or similar / 17 / Make:
·  Reading capability:
·  Minimum Bar Width:
·  Keyboard Wedge Interface:
·  USB Connection:
·  Symbol:
Physical Characteristics / ·  Withstand drop of 1.5 meters on to Concrete / ·  Drop Resistance:

Price (excluding VAT): N$______(17 Units)

VAT: N$______

Price (including VAT): N$______

Country of Manufacture: ______

Warranty: ______Years

Delivery: (4 weeks) ______Weeks (A longer delivery period may cause the bid to be disqualified)

Authorized Representative: Name: ______

Signature: ______

Page 2

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 / 23005 Windhoek / Postal Address
Telephone / (061) 410400 / Telephone
Fax / (061) 410415 / Fax
E-mail / E-mail
Contact / Contact
PRICE AND SCHEDULE OF SUPPLY:
Item / Description / Quantity / Unit Price (NAD) / Total (NAD)
In the event of discrepancies between the Unit Price and Purchase Order Price, the Purchase Order Price shall prevail. / Subtotal
VAT
Other taxes
Purchase Order Price
SPECIAL CONDITIONS:
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 SUPPLIER’S REFERENCE:
For the Purchaser For the Supplier
Supplier’s signature is not required for purchase orders with a value of less than NAD15000. / 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
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. Works will be performed and Goods will be delivered to and, if applicable, installed and tested at the following address: Atlas House, 6th floor, 117 Sam Nujoma Drive, Windhoek, Namibia unless indicated otherwise as a Special Condition. 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.