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Request for Quotations For Non-Consultancy Services

Lump-Sum

PROVISION OF MEDIA MONITORING AND ANALYSIS

SERVICE

Procurement Reference No: NCS/RFQ/NAMFISA – 008/2017

NAMFISA Procurement Sanlam Centre Building (1st Floor, Reception) 154 Independence Avenue P.O Box 21250 Windhoek, Namibia Tel: +264 61 290 5000 |Fax: +264 61 290 5194 |Website: www.namfisa.com.na/procurement

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Letter of Invitation

TO ALL BIDDERS

Procurement Reference Number: NCS/RFQ/NAMFISA-008/2017

6 October 2017

Dear Sirs,

Request for Quotations for Provision of Media Monitoring Service

NAMFISA invites you to submit your best quote for the services 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 Isak L Haoseb, Procurement Officer at procurement@namfisa.com.na

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,

Johanta Vermaak

Secretary to the Procurement Committee

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SECTION I: INSTRUCTIONS TO BIDDERS

1. Rights of Public Entity NAMFISA reserves the right: (a) to accept or reject any quotation; or (b) 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 services mentioned in Section III by completing, signing and returning: (a) the Quotation Letter in Section II with its annex for Bid Securing

Declaration, where applicable; (b) the Priced Activity Schedule in Section IV; (c) the Specifications and Performance Standards Compliance Sheet in

Section V; and; (d) any other attachment as deemed appropriate. You are advised to carefully read the complete Request for 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 180 days from the date of bid submission deadline.

4. Eligibility Criteria To be eligible to participate in this Quotation exercise, you should:

(a) have a valid company Registration Certificate; (b) have an original valid good Standing Tax Certificate; (c) have an original valid good Standing Social Security Certificate; (d) have 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) have a written undertaking as contemplated in section 138(2) of the Labour Act, 2007

(f) have a certificate indicating SME Status (for Bids reserved for SME category);

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(g) be registered with the Procurement Policy Unit (for Bids reserved to categories of bidders and goods);

(h) Submit signed Bid-securing Declaration. (i) NAMFISA Supplier Accreditation Form

5. Bid Security/Bid Securing Declaration Bidders are required to subscribe to a Bid Securing Declaration for this procurement process. 6. Services Completion Period

The completion period for services shall be two (2) years after acceptance/issue of Purchase Order. Deviation in completion period shall be considered if such deviation is reasonable.

7. Documents to be submitted Bidders shall submit along with their quotations documents giving company’s profile, past experience and evidence of similar services provided together with customers reference details.

8. Sealing and Marking of Quotations The proposals hall be submitted in two separate envelopes, namely Technical and Financial proposal. The proposals must be deposited into the bid box on or before: 27 October 2017 before 12h00 pm.

Proposals should not be forwarded by electronic mail.

9. Submission of Quotations Quotations should be deposited in the Quotation/Bid Box located at NAMFISA

Reception, Sanlam Centre Building, 154 Independence Avenue, Windhoek, not later than 27 October 2017 at 12h00pm. Quotations by post or hand delivered should reach NAMFISA by the same date and time at latest. Late quotations will be rejected. Quotations received by e-mail will not be considered.

10. Opening of Quotations

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Quotations will be opened internally by the Public Entity immediately after the closing time referred to in section 9 above. A record of the Quotation Opening stating the name of the Bidders and the amount, the presence or absence of a Bid Security/Bid-Securing Declaration will be put on the website of the Public Entity and available to any bidder on request within three working days of the Opening.

11. Evaluation of Quotations

The Public Entity shall have the right to request for clarifications in writing during evaluation. Offers that are substantially responsive shall be compared on the basis of evaluated cost to determine the lowest evaluated quotation.

12. Scope of Services, Specifications and Performance Standards The Scope of Services and Performance Standards Compliance Sheet detailed in Sections III and V are to be complied with. Bidders may propose alternative for part of the scope substantiating that such alternatives will equally serve the interest of the Public Entity. However evaluation will be carried out as per the defined scope. Alternatives will only be considered from bidders having submitted the lowest evaluated quotation as per the base requirements.

Bidders have to substantiate in what manner the deviation in set specifications and performance standards, if any, are not material deviation.

13. Prices and Currency of Payment

Prices for the execution of services shall be fixed in Namibian Dollars as quoted. Quotations shall cover all costs of labour, materials, equipment, overheads, profits and all associated costs for performing the services, and shall include all duties. The whole cost of performing the services shall be included in the items stated, and the cost of any incidental services shall be deemed to be included in the prices quoted.

14. Margin of Preference

N/A

14. Award of Contract The Bidder having submitted the lowest evaluated responsive quotation and

qualified to perform the 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 and General Conditions of Contract

15. Notification of Award and Debriefing

The Public Entity shall after award must promptly inform all unsuccessful bidders in writing of the name and address of the successful bidder and the contract amount and post a notice of award of ward on its website within seven (7) days. Furthermore, the Public Entity shall attend to all requests for debriefing made in

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writing within seven days (7) days of the unsuccessful bidders being informed of the award.

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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 Priced Activity Schedule and documents requested above. A signature and authorisation on this form will confirm that the terms and conditions of this RFQ prevail over any attachments. If your quotation is not authorised, it may be rejected.]

Quotation Addressed to :

Procurement Reference Number:

Subject matter of Procurement:

We offer to provide the services detailed in the Scope of Service, 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: Request for Quotations. 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 Security/Bid Securing Declaration (BSD) attached hereto and subscribe fully to the terms and conditions contained therein. We further understand that this subscription could lead [forfeiture of the security amount / disqualification on the grounds mentioned in the BDS] The validity period of our Quotation is _______________ days [insert number of days] from the date of the bid submission deadline. We confirm that the prices quoted in the Priced Activity 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 services will commence within _______________ [to insert number] days from date of issue of Purchase Order/ Letter of Acceptance. The services will be completed within _______________ [to insert number] days from date of issue of Purchase Order/ Letter of acceptance. 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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[This form is to be deleted if Bid Securing Deceleration is not applicable.] 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: NAMFISA 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

SECTION III: SCOPE OF SERVICES

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1. OVERVIEW OF NAMFISA The Namibia Financial Institutions Supervisory Authority (NAMFISA) is an independent institution established by virtue of Act No. 3 of 2001 to regulate and supervise financial institutions in the financial services industry in the public interest, and fully funded by levies imposed on this industry. Prior to the establishment of NAMFISA, a Directorate in the Ministry of Finance performed the function of supervision over the business of financial institutions. In terms of the NAMFISA Act, the functions of the Authority are to:

• Exercise supervision over the business of financial institution over financial services;

• Advise the Minister of Finance on matters related to financial institutions and financial services; and

• Supervise, monitor and enforce compliance with the Financial Intelligence Act, 2012 (Act No. 13 of 2012) in respect of all accountable and reporting institutions supervised by NAMFISA in terms of the NAMFISA Act.

NAMFISA established itself as a reputable Authority in this field, locally and internationally. Over the years, it has contributed to the stability of the financial sector of Namibia while protecting consumers of financial products and services. NAMFISA has developed and maintained a strong, effective presence in the regulatory field, in Namibia and internationally, while working closely with its counterparts elsewhere in Africa to establish solid regulatory frameworks.

2. PURPOSE OF THIS REQUEST The purpose of this procurement is to solicit proposals from potential bidder(s) for the provision of media monitoring and analysis services to enable NAMFISA to manage public perceptions and its reputation. This bidding document details and incorporates, as far as possible, the tasks and responsibilities of the potential successful bidder required by NAMFISA. This bidding document does not constitute an offer to do business with NAMFISA, but merely serves as an invitation to potential bidder(s) to facilitate a requirements-based decision process.

3. SCOPE OF WORK 3.1 BACKGROUND

One of the core strategic functions of NAMFISA’s Corporate Communications Division is media monitoring and analysis to inform Authority’s leadership and management of environmental and organisational developments that have a bearing on NAMFISA’s organisational reputation and mandate. Media monitoring and media analysis services are required to be aware of all mentions and reporting on NAMFISA in the media and public space, accompanied by an analysis of these mentions and reporting. This includes monitoring and analysis of all print and online articles, audio clips and videos emanating from the media monitoring service.

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Objective analysis referencing media reports is required on the perceived image of NAMFISA in the media. This includes analysis of the perceived public image of NAMFISA’s services, achievements, organisational developments as well as developments in NAMFISA’s environment that have an impact on its reputation. Analysis of public perceptions of NAMFISA as expressed by media commentators, stakeholders and taxpayers in the media, is also required. Analysis should identify and highlight reporting trends, angles and potential reputational risks, providing strategic insight to NAMFISA. The encompassing nature of the task requires advanced technological solutions that fall beyond NAMFISA’s ambit.

3.2 BID SPECIFICATION This is an all-inclusive daily media monitoring and analysis services, including print monitoring, broadcast monitoring, online and social media monitoring. Analysis of the media coverage emerging from these platforms is required.

3.2.1 Print Monitoring

Print monitoring services will require the successful bidder to monitor all major daily and weekly titles including regional titles, community newspapers, major national newspapers, magazines, trade journals and periodicals. All these titles will be carefully monitored by the successful bidder for specific keywords or topics, as per agreement with NAMFISA. Daily monitoring of print media must result in the relevant articles being electronically distributed to NAMFISA as they become publically available, at least three (3) times a day, preferably via e-mail. In addition, 24-hour daily access to digital and/or PDF versions of the relevant articles must be provided. Print articles are to be provided in the following format:

3.2.1.1 Colour PDF file format;

3.2.1.2 An alert of incoming articles with short introductory summaries as they become publically available, is required via email, three (3) times a day, preferably before 8am, 12pm and 4pm;

3.2.1.3 Records – All articles must be listed, archived and accessible electronically on a secure portal accessible to designated NAMFISA officials 24 hours a day (including weekends); and

3.2.1.4 Electronic access – Access to an online editorial, which includes a fully searchable archive of NAMFISA and other relevant articles, and broadcast items provided daily via e-mail summaries.

3.2.2 Broadcast Monitoring

All television and radio news broadcasts, television and radio programmes including phone-in programmes must be monitored on a daily basis. The daily monitoring of the broadcast media must result in the provision of:

• Summaries as well as video and audio clips of the relevant television and radio broadcast; and

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• An SMS notification must be sent to designated NAMFISA officials of significant radio and television broadcasts under way in accordance with keywords provided by NAMFISA, and/or relating to other major issues or senior officials of NAMFISA, and stakeholders.

Broadcast items are to be provided in the following format:

3.2.2.1 Alerts - Email summaries of incoming video and audio clips of relevant items/ reports sent to NAMFISA at least three (3) times a day, namely 8am, 12pm and 4pm. All video and clips must be made available on a secure electronic portal for download;

3.2.2.2 An SMS notification as described above, indicating clearly the media house, programme, time and topic; and

3.2.2.3 The successful bidder must upon request be able to provide NAMFISA with copies of radio or television broadcasts on CD or DVD within 6 - 12 hours after broadcast. This will assist with breaking news issues related to NAMFISA

3.2.3 Online and Social Media Monitoring Daily monitoring of online media must include online versions of all relevant publications as stipulated for print media in paragraph 4.2.2 above, as well as other online publications. The successful bidder would also need to:

3.2.3.1 Monitor social media including Facebook, Twitter, websites, blogs, chat rooms and related online media for content that involves the work of NAMFISA;

3.2.3.2 Conduct advanced searches of websites on a daily basis and determine the relevance of the content found, as per NAMFISA’s brief; and

3.2.3.3 Provide daily summaries via e-mail three (3) times a day, namely at 8am, 12pm and 4pm of all relevant articles published in online publications, as well as posts and comments on social media.

3.2.4 Media Analysis and Trends Analysis of reports and coverage from print, broadcast and online media must be done on a weekly, monthly, quarterly, and annual basis as well as per ad hoc request where for example analysis is required on a trending or topical or extensively reported issue related to NAMFISA. The report should be sent to NAMFISA as follows:

3.2.4.1 Quantitative Analysis The media content analysis must include a quantitative measurement of actual coverage received (per centimetre column or per second / minute etc.), as well as the equivalent advertising value of such coverage in all media.

3.2.4.2 Qualitative Analysis The media content analysis report must include qualitative analysis of the key issues covered in the media that is of relevance to NAMFISA, the

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public perception of the key issues that involve NAMFISA and the nature of coverage (positive, negative or neutral) and the reputational impact of such coverage on NAMFISA. The analysis should identify the key journalists and media houses covering these issues. Objective analysis of media reports as they relate to the perceived image of NAMFISA in the media, is required. This includes analysis of the perceived public image of NAMFISA’ services, achievements, organisational developments as well as developments in NAMFISA’ environment that have an impact on its reputation. Analysis of public perceptions of NAMFIA as expressed by media commentators, stakeholders and taxpayers in the media, is also required. Analysis should identify and highlight reporting trends, angles and potential reputational risks, providing strategic insight to NAMFIA. In addition, to the weekly, monthly, quarterly and ad hoc reports, NAMFISA also requires an annual report, coinciding with the financial year end that reflects details of the above analysis over a twelve (12) month period from April to March. The successful bidder is also required to provide technical training and after hours and weekend support with regard to accessing the electronic portal articles (print or online) and broadcast items are stored. Furthermore to provide the online tutorial that enables navigation of summaries provided to NAMFISA.

3.2.4.3 Formats and time frame of submission of the reports

Reports must be submitted electronically in PDF colour file format and also archived. The time frame for submission of the reports is as follows:

• Weekly report – first (1st) day of the working week;

• Monthly report – two (2) working days after month-end;

• Quarterly report – seven (7) working days after every quarter;

• Annual report – fourteen (14) working days after NAMFIA financial year end; and

• Ad hoc report – within six (6) hours of a request from NAMFISA.

3.3 NAMFISA REQUIREMENTS FROM THE BIDDER(S)

Bidders are required to submit their response to all the requested information in this section.

3.3.1 Company Profile and Resources

3.3.1.1 A company profile, organisational structure and infrastructure to render the services;

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3.3.1.2 Number of key personnel that are being recommended to SARS and their level of expertise, responsibilities, qualifications and competencies relevant to the scope of work; and

3.3.1.3 Full name and contact details (landline, cell phone and email address) of a Key Account Manager that the bidder recommends to NAMFIA. Please elaborate on how the Key Account Manager played a key role in at least two (2) projects similar to the scope of work of this bid.

3.3.2 Experience and Capability

3.3.2.1 The bidder’s experience and proven track record over the past four (4) years.

3.3.2.2 Three (3) most recent testimonials from any contactable clients, where similar services were provided. The testimonials must include but not be limited to:

• Contact details

• A brief description of service rendered;

• Contract period

• The quality of service received;

• Performance;

• Challenges; and

• Value added services.

3.3.2.3 Provide the number of accounts retained and lost over the past four (4) years.

3.3.2.4 Detailed proposal on the operational capability including methodology, approach, process and tools/systems to execute an all-inclusive package of media monitoring in the following platforms, as specified in scope of work:

• Print;

• Broadcasting; and

• Electronic and online media.

3.3.2.5 Detailed proposal of the tools / systems used to provide the required alerts/ updates by outlining:

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• An example of alerts that will be sent/delivered to NAMFISA;

• The controls and security around the systems; and

• What are the limitations e.g. number of users.

3.3.2.6 Demonstrate enabling IT and telecommunication infrastructure (24 hours portal, email alerts, SMS alerts, automated searches, downtime, innovation and additional value-adding services).

3.3.2.7 Sample(s) of the website portals that were previously managed by the bidder.

3.3.2.8 Ability and capacity to track media coverage outside of Namibia.

3.3.3 Data Analysis and Reporting

3.3.3.1 A sample of previously produced data analysis reports, which demonstrate the bidder’s quantitative and qualitative content analysis. Samples of analysis reports should include a weekly, monthly, quarterly and annual reports.

3.3.3.2 A quality assurance / processes in place to ensure reliability, accuracy and validity of data.

3.3.4 Technical Support

3.3.4.1 Demonstrate the bidder’s approach to ensure technical training and after hours / weekend support to NAMFISA’ officials with regard to accessing an electronic portal where articles (print or online) and broadcast items are stored, as well as the online editorial, that enables navigation of summaries provided to NAMFISA.

3.3.5 Presentation and Demonstration

3.3.5.1 Only shortlisted bidders will be invited and notified about the presentation and demonstration requirements.

3.3.5.2

3.4 EVALUATION Administrative Compliance Check (Proposals must be submitted as per instructions in clause 8 of this document)

# Document Mandatory (Yes/No)

1 Company Registration (valid certified copy) Yes 2 Valid Original Good Standing Certificate issued

by Ministry of Finance for tender purposes Yes

3 Valid Original Good Standing Certificate issued by Social Security Commission for tender purposes

Yes

4 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

Yes

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5 Have a written undertaking as contemplated in section 138(2) of the Labour Act, 2007

Yes

6 Valid certified copy of SME Certificate for companies claiming such status

No, subject to SME status claim.

7 NAMFISA Supplier Accreditation Form (for companies who have not yet registered on supplier register.

No, subject to bidder not registered on supplier register.

NB: In cases of joint ventures, all parties in the joint venture must comply with above requirements. In cases of Namibian entities entering into joint ventures with foreign companies, such JV agreement must comply with Regulation 55 of the Public Procurement Regulations 2015

3.5 FUNCTIONAL EVALUATION 4.5.1

# EVALUATION ELEMENT WEIGHT SCORE

1 Media monitoring: Clearly defined and detailed plan of doing media and social media monitoring 20

2 Media Analysis: A clear outline of what the analysis will cover 20

3 Alerts: A description of how monitoring alerts will be sent and which system(s) will be utilised. 20

4 Website portal: The service provider must be able to provide examples of website portals they have previously managed.

20

5 Experience: The service provider’s ability to manage media monitoring projects will be measured by examples of where such work was completed

20

• Proposals with functionality / technical points of less than the pre-determined minimum

overall percentage of 80% and less than 60% on any of the individual criteria will be eliminated from further evaluation.

• Refer to Annexure A for the scoring sheet that will be used to evaluate functionality.

ANNEXURE A

Competence Criterion Key aspects of criterion Points

Media monitoring

[20%]

Clearly defined and detailed plan of doing media and social media monitoring

Detailed and well-articulated proposal which describes the approach that the bidder will use to implement this project. The proposal must be clear, practical, and structured. It must also be in line with the scope of work.

10

The media monitoring proposal is not well articulated and does not cover 5

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adequate details of how the project will be implemented. The media monitoring proposal is non-existent/unclear/unstructured or not in sync with the scope of work.

1

Media analysis [20%]

A clear outline of what the analysis will cover

The media analysis proposal is very clear, offers a good solution and addresses all of the project’s construction and refurbishment requirements. The implementation plan is in sync with the project’s scope and timelines.

10

Proposal and implementation plan have been articulated but does not address all areas adequately. The level of details covered is inadequate.

5

The proposal and implementation plan lacks specifications and the proposed timelines are not in line with the project’s deadlines.

1

Alerts [20%]

A description of how monitoring alerts will be sent and which system(s) will be utilised.

The description of how alerts will be sent is clear and realistic. It has enough details to understand how it should be implemented

10

The description lacks some information and it is not clear on how alerts will be sent.

5

Unclear description at all 1

Website portal [20%]

The service provider must be able to provide examples of website portals they have previously managed.

3 examples of website portals and how they operate. 10

2 examples of website portals and how they operate 5

1 example of projects with similar size and budget. 1

Experience [20%]

The service provider’s ability to manage media monitoring projects will be measured by examples of where such work was completed.

List of 4 previously managed projects with contactable references 10

List of 2 previously managed projects with contactable references 5

List of less than 2 previously managed projects with contactable references 1

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SECTION IV: PRICED ACTIVITY SCHEDULE

Procurement Reference Number: ______________________________

[Complete the unit and total prices for each item listed below in Namibian dollars. Authorize the prices quoted in the signature block below. The table shown hereunder may be re-designed and customized as per the type of services required]. Currency of Quotation:_______________

Item No

Brief Description of Services

Quantity Unit of Measure

Unit Price

Total Price

A* B* C* D* E F 1

2

3

4

5

6

Other additional costs

Subtotal

Enter 0% VAT rate if VAT exempt. VAT @ %

Total

* Columns A to D to be completed as applicable by Public Entity

Priced Activity Schedule Authorised By: [insert company seal]

Name of signatory: Signature:

Position: Date:

Company Name :

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SECTION V: SPECIFICATIONS AND PERFORMANCE STANDARD COMPLIANCE SHEET

Procurement Reference Number: ______________________________

[Bidders should complete columns C and D with the specifications of the services 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.]

Item No

Specifications and Performance Required

Compliance of Specifications and

Performance Offered

Details of Non-Compliance/ Deviation

(if applicable)

A* B* C D 1

2

3

4

5

6

* Columns A and B to be completed by Public Entity.

Specifications and Performance Standard Compliance Sheet Authorised By:

Name: Signature:

Position: Date:

Authorised for and on behalf of: Company

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SECTION VI: CONTRACT AGREEMENT AND GENERAL CONDITIONS OF CONTRACT

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) Ref: NCS-LS/RFQ-GCC for procurement of services (lump-sum) available on the website of the Public Entity (insert website address) except where modified by the Special Conditions below.

SECTION VII: SPECIAL CONDITIONS OF CONTRACT

Procurement Reference Number: ____________

The clause numbers given in the first column correspond to the relevant clause numbers of the GCC [This section is to be customised by the Public Entity to suit the requirements of the specific procurement]. Subject and GCC Reference

Special Conditions

Definitions

GCC 1.1(a)

Adjudicator is Not Applicable for this contract

Definitions

GCC 1.1(l)

The Member is: [to be inserted at contract signing]

Definitions

GCC 1.1(o)

The Service Provider is: [to be inserted at contract signing]

Notices

GCC 1.4

Any notice shall be sent to the following addresses: For the [Public Entity], the address and the contact name shall be: ________________________________ For the [Service Provider], the address and contact name shall be [to be inserted at contract signing]: ________________________________

Authorised Representatives

GCC 1.6

The Authorised Representatives are:

For the Public Entity: ________________________________ For the Service Provider[to be inserted at contract signing]: _____________________________

Effectiveness of Contract

GCC 2.1

The date on which this Contract shall come into effect is _______________

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Starting Date

GCC 2.2.2

The intended starting date for the commencement of Services is ________________.

Intended Completion Date

GCC 2.3

The intended completion date is ____________________.

Prohibition

GCC 3.2.3(c)

List of Activities: ________________________________.

Service Provider’s Actions Requiring Public Entity’s Prior approval

GCC 3.7(c)

The other actions are .

Documents Prepared by Service Provider to be the Property of the Public Entity

GCC 3.9

Restrictions on the use of documents prepared by the Service Provider are:

_____________________________________________________

Payments of Liquidated Damages

GCC 3.10.1

Liquidated damages for the whole contract are [insert percentage of the final contract price] per week. The maximum amount of liquidated damages for the whole contract is [insert percentage] of the final contract price.

Lack of Performance Penalty

GCC 3.10.3

The percentage ____________________ to be used for the calculation of lack of Performance Penalty(ies) is ____________________. (Where applicable)

Performance Security

GCC 3.11

(i) No Performance Security is required*or (ii) A Performance Security in the form of a Bank Guarantee

representing [insert percentage] of the final contract price shall be required.*

* Delete as appropriate

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Assistance and Exemptions

GCC 5.1

The assistance and exemptions provided to the Service Provider are(where applicable):

_____________________________________________________

Contract Price

GCC 6.2(a)

The amount in local currency is ____________________.

Terms and Condition of Payment

GCC 6.4

Insert the payment terms in line with the GCC.

Interest on Delayed Payments

GCC 6.5

Payment shall be made within 30 days of receipt of the invoice and the relevant documents, and within ____________________days in the case of the final payment.

The interest rate is ____________________.

Price Adjustment

GCC 6.6.1

Price adjustment is/not applicable.

Identifying Defects

GCC 7.1

The following inspections shall be carried out:_______________________

The defect liability period is:_______________________

Dispute Settlement

GCC 8.2

In cases where no adjudicator has been appointed the disputes shall be subject to the procedures of the laws of Namibia. If any dispute arises between the Employer and the Contractor in connection with or arising out of the Contract, the parties shall seek to resolve any such dispute by amicable agreement. If the parties fail to resolve such dispute by amicable agreement, within 14 days after one party has notified the other in writing of the dispute, then the dispute may be referred to court by either party.

Dispute Settlement

GCC 8.2.3

Not Applicable

Dispute Settlement

GCC 8.2.4

The arbitration procedures of ____________________ will be used (applicable to overseas service provider)

Dispute Settlement

GCC 8.2.5

Not Applicable

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SCHEDULE 3

(a) COST STRUCTURE FOR VALUE ADDED CALCULATION PER PRODUCT

COST STRUCTURE FOR VALUE ADDED CALCULATION PER PRODUCT

N$ N$ Raw Materials, Accessories & Components

• Imported (CIF)

..................

• Local (VAT & Excise Duty Fee)

................

.................

Labour Cost

• Direct Labour

................. .

• Clerical Wages

..................

.

• Salaries to Management

..................

..................

Utilities

• Electricity

..................

• Water

..................

• Telephone

..................

..................

Depreciation

..................

Interest on Loans

..................

Rent

..................

..................

Other (please specify)

• ........................................

..................

• ........................................

..................

• ........................................

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TOTAL COST

Local Value Added = Total Cost – Cost of imported inputs x 100 Total Cost NB! The cost structure should be certified by a Certified Accountant

23

SCHEDULE 4

QUOTATION CHECKLIST SCHEDULE Procurement Reference No.:

Description Attached (please tick if submitted and

cross if not) Quotation Letter

Priced Activity Schedule

Specification and Compliance Sheet

Bid Security/Bid securing declaration

Company profile, past experience and references where

similar services have been provided

Supplier Accreditation Form

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.