Request for Sealed Quotations

For Goods
Supply and delivery of a Solar Pump to Mahahe
Garden Project (Mahahe Village) in Kavango East

Procurement Reference No: G/RFQ/NPWR-43/2023

Procurement Management Unit

NamPower
PO Box 2864

NamPower Centre
15 Luther Street,
Windhoek
Namibia
Tel. no. +264 61 205 2006
E-mail: [email protected]

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Letter of Invitation

Procurement Reference Number: G/RFQ/NPWR-43/2023

04 October 2022
Dear Prospective Bidder,

Supply and delivery of a Solar Pump to Mahahe Garden Project (Mahahe Village) in
Kavango East

NamPower invites you to submit your best quote for the works 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 Bernelee Van Rooy and emailed to:
[email protected]

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,

Ms. Elizabeth Nashidengo

HEAD OF PROCUREMENT MANAGEMENT UNIT

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SECTION I: INSTRUCTIONS TO BIDDERS

1. Rights of NamPower
NamPower 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 60 days from the date of submission deadline.

4. Eligibility Criteria
To be eligible to participate in this Quotation exercise, you should provide the following
documents:
(a) a valid/certified company Registration Certificate;
(b) an original valid/certified good Standing Tax Certificate;
(c) an original valid/certified good Standing Social Security Certificate;
(d) 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) Submit bid valid Bid-securing Declaration.
(f) Completed and signed “Section III: List of Goods and Price Schedule”
(g) Completed and signed Section V: Specifications and Compliance Sheet”
(h) Provide goods catalogue

5. Bid Security
Bidders are required to submit a Bid Securing Declaration for this procurement process.

6. Delivery
Delivery shall be 14 days after acceptance/issue of Purchase Order.

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7. Sealing and Marking of Quotations

Quotations should be sealed in a single envelope, clearly marked with the Procurement
Reference Number, addressed to NamPower 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 entrance foyer,
NamPower Centre, 15 Luther Street, Windhoek, Namibia not later than Tuesday, 11
October 2022 at 11:00, Namibian time.
Quotations by post or hand delivered should reach NAMPOWER Centre, 15 Luther Street,
Windhoek by the same date and time at latest.
Large parcels must be hand-delivered to:
The Procurement Management Unit
Ms Elizabeth Nashidengo
NamPower Centre
15 Luther Street,
3rd Floor, Room 3.24, Windhoek
Electronic Quotations will not be accepted

9. Opening of Quotations
Quotations will be opened internally by NamPower immediately after the closing time
referred to in instruction 8 above.
10. Evaluation of Quotations
NamPower 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.
11. Technical Compliance
Bidders shall submit along with their quotations documents, such as catalogues or any other
literature to substantiate compliance with the required specifications and to qualify
deviations if any with respect to NamPower’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.
12. Prices and Currency of Payment
Prices shall be fixed in Namibian Dollars.
13. Margin of Preference
Not Applicable.
14. 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.

15. Performance Security

Not Applicable.
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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:

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 _________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

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Appendix to Quotation Letter

BID SECURING DECLARATION

(Section 45 of Act)
(Regulation 37(1)(b) and 37(5))

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

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

To: Namibia Power Corporation (Pty) Ltd

I/We* understand that in terms of section 45 of the Act a NamPower 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

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

Witten undertaking in terms of section 138 of the Labour Act, 2015 and section
50(2)(D) of the Public Procurement Act, 2015

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:………………………………………………………………..

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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
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.

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SECTION III: LIST OF GOODS AND PRICE SCHEDULE

Procurement Ref: G/RFQ/NPWR-43/2023
INSTRUCTIONS TO NAMPOWER INSTRUCTIONS TO BIDDERS
At time of preparation of the RFQ, Columns A to D shall be filled in by NamPower. 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 Description of Goods Quantity Unit of * Price per Total price VAT: Delivery Country
no. required measures unit without VAT NAD weeks) of
NAD1 NAD (days/ Origin
month
1. Grundfos Pump SQF 1-70 N
1 ea
2.
410W Solar panels 4 ea
3.
IQ 50 switch box on/off 1 ea
4.
5M Cooling sleeve 1 ea
5.
Delivery fees
TOTAL
NAME: POSITION: SIGNATURE DATE
NAME OF BIDDER: ADDRESS:
CONTACT: EMAIL:
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

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SECTION IV: SPECIFICATIONS AND PERFORMANCE

REQUIREMENTS
See Section V below

SECTION V: SPECIFICATIONS AND COMPLIANCE SHEET

Procurement Reference Number: G/RFQ/NPWR-43/2023

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. Authorise the specification offered in the signature
block below.
Procurement Reference Number: G/RFQ/NPWR-43/2023
Item Technical Specification Required Compliance of Details of Non-
No Specification Compliance/
Deviation
Offered (if applicable)
A* B* C D
1. Grundfos Pump SQF 1-70 N

Technical:
Stages: 6
Valve: pump with built-in non-return
valve
Materials:
Pump: Stainless steel
Pump: DIN W.-Nr. 1.4401
Pump: AISI 316
Impeller: Polyamide
Impeller: DIN W.-Nr. 1.4401

Installation:
Maximum ambient pressure: 15 bar
Pump outlet: Rp 1 1/4

Liquid:
Pumped liquid: Water
Liquid max temp: 40 °C
Density: 998.2 kg/m³

Electrical data:
Motor type: MSF3N
Power input – P1: 0.9 kW
Rated voltage ac: 1 x 90-240 V
Rated voltage dc: 30-300 V
Rated current: 8.4 A
Power factor: 1.0
Rated speed: 10700 rpm
Start. Method: direct-on-line
Built-in motor protection

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Item Technical Specification Required Compliance of Details of Non-

No Specification Compliance/
Deviation
Offered (if applicable)
A* B* C D
Thermal protection: internal
Length of cable: 2m
Udc: 30 - 300 V

Solar Panel specification

Maximum Power (Pmax): 410W

Maximum Power Voltage (Vmp): 36.42V
Maximum Power Current (Imp): 11.26A
Open-circuit Voltage (Voc): 45.62V
Short-circuit Current (Isc): 11.95A
Module Efficiency STC (%): 21.48%
Operating Temperature (℃): -40~+85
Maximum System Voltage: 1000/1500VDC (IEC)
Maximum Series Fuse Rating: 20A
2. Power Tolerance: 0~+3%
3. IQ 50 switch box on/off

4. 5M Cooling sleeve

Specifications and Compliance Sheet Authorised By:

Name_______________________________ Signature________________________

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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 as attached.

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: G/RFQ/NPWR-43/2023

The clause numbers given in the first column correspond to the relevant clause number of the
GCC.

Subject and GCC Special Conditions

clause reference
Purchaser The purchaser is: NamPower
GCC 1.1(h)
Site The Site/final destination for delivery of the Goods is:
GCC 1.1(m) Mahahe Garden Project (Mahahe Village) in Kavango East

Contact: Mr David Kasa (Mahahe Representative), 0813818444

Ms. Loide Nekongo (NamPower Foundation) 061- 205 2209/2250

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 For NamPower, the address and the contact name shall be: Elizabeth
Nashidengo, NamPower Centre, 15 Luther Street, E-mail
[email protected], Tel +264 61 205 2930/2703
For the Supplier, the address and contact name shall be:

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Subject and GCC Special Conditions

clause reference
Disputes The rules of procedures for arbitration proceedings pursuant to
GCC 10.2 shall be as follows:
GCC 10.2
In the case of a dispute between NamPower and a Supplier who
is a national of Namibia, the dispute shall be referred to the
President of the Law Society of Namibia for the appointment of
an arbitrator. The rules of the adjudication or arbitration shall be
in accordance with the laws of Namibia.

Delivery and The Goods are to be delivered within 14 days from the date of Purchase
Documents Order or Letter of Acceptance.
GCC 13.1 The documents to be furnished by the Supplier are:
(a) signed delivery note;

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 not 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.

Performance (i) No performance security is required

Security
GCC 18.1

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Subject and GCC Special Conditions

clause reference
Discharge of Not applicable.
Performance
Security
GCC 18.4
Packing The packing, marking and documentation within and outside the packages
GCC 23.2 shall be: N/A

Insurance Goods to be insured.

GCC 24.1
Transportation The Goods shall be delivered: DDP
GCC 25
Inspection and Test N/A
GCC 26.1
Location of
Inspection and N/A
Tests
GCC 26.2
Liquidated N/A
Damages
GCC 27.1
Warranty N/A
GCC 28.3
Repair and
Replacement The period for repair or replacement shall be: 60 day(s)
GCC 28.5

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SCHEDULE 1
QUOTATION CHECKLIST SCHEDULE

PROCUREMENT REFERENCE NO: G/RFQ/NPWR-43/2023

Description Attached Not

Attached

Quotation Letter

List of Goods and Price Schedule

Specification and Compliance Sheet

Evidencing Eligibility Documents:

(a) A valid certified copy by of a Company Registration Certificate or

defensive name
(b) A valid original or certified copy of Good Standing Tax Certificate
(c) A valid original or certified copy of Good Standing Social Security
Certificate
(d) 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) Submit signed bid security declaration
(f) Completed and signed “Section III: List of Goods And Price Schedule”
(g) Completed and signed “Section V: Specifications And Compliance
Sheet”
(h) Provide goods catalogue

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.

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