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REQUEST FOR QUOTATION: GOODS AND RELATED SERVICES Procurement of Hospital Food Supplies RfQ Number RfQ348 Hospital Bulk Food Supplies 2021-2022 Description Hospital Bulk Food Supplies – Local Produce Purchaser Ministry of Health st Closing Date 1 September 2021 st Opening Date 1 September 2021 1 TABLE OF CONTENTS: PART 1: INSTRUCTIONS TO BIDDERS PART 2: LETTER OF AWARD PART3: REQUEST FOR QUOTATION PART 4: GENERAL CONDITIONS OF CONTRACT AND SPECIAL CONDITION OF CONTRACT PART 5: SPECIFICATION OF ITEMS OR DESCRIPTION OF GOODS RELATED SERVICES 1 PART 1: Instructions to Bidders (a) In responding: (i) the Bidder shall verify and take 1. Scope care to comprehend the description (a) the Purchaser is the Government of the and specification of all items. Independent State of Samoa, represented by (ii) the Bidder shall enter unit prices, its Ministry of Finance – Corporate Services extended prices and total price on Division the Request for Quotation form. (b) This Request for Quotation applies to the (iii) the Bidder shall verify its purchase of Goods & Related Services of a agreement with stated provisions minor, simple nature up to the amount of for quotation validity, delivery $100,000.00. period, warranty period, manufacturer’s authorization & performance security. All variations 2. Bidder Eligibility - The Bidder from stated conditions shall be must: explained in a covering letter. (a) The Bidder must be a bona fide business (iv) the Bidder is responsible for unit known by the Purchaser to be suitably providing a complete and correct qualified, experienced and financially quotation. An incomplete quotation resourced, and must: may be grounds to reject any quotation submitted. (i) provide an authenticated copy of its 5. Quotation Price : currently valid Business License (ii) provide an authenticated copy of its (a) all prices shall be quoted in Samoan Tala VAGST Certificate from the Ministry (b) prices shall be fixed for the duration of the of revenue Samoa specified period for delivery (iii) provide a notarized power of attorney (c) unless otherwise stated, the quotation shall authorizing the signatory of the be for the full quantity stated on the Request Quotation to represent the Bidder, sign for Quotation the Quotation and accept a Purchase (d) quoted prices for goods supplied from Order within Samoa shall be quoted ex-works (b) Notwithstanding that requirements b, c ,& d (EXW) plus local delivery charges to named may be waived if previously submitted place of delivery documents are valid for the specified (e) quoted prices for goods supplied from delivery period abroad shall include all insurances, duties, (c) The Principal reserves all rights to reject any sales taxes & other taxes, plus local delivery or all quotations submitted and ask all charges to named place of delivery, with potential bidders to re-submit quotations. delivery terms CIP. 6. Bid Security 3. Bidder Qualification- An bidder or contracting firm must provide: KJKJ (a) A Bid Security is not required. (b) The Bid shall be valid for the period (a) description of items or services related to identified in the Request for Quotation. those items, of similar nature & value with (c) A Bidder who, without good cause, the items or services the subject matter of withdraws during the period of quotation this RfQ, that the Bidder satisfactorily validity, or does not accept corrections of completed within the last two years – these errors, or fails to accept the Purchase Order items or services must have an annual if offered or fails to produce the average value of SAT$25,000.00 or more. Performance Security (if required) will be (b) details of all contracts for works, services or excluded from participating in Request for goods currently in progress. Quotation process for one year. (c) a bank statement in the name of the contracting firm for the immediately past 7. Quotation Submission three months. (d) references & contract details of past and (a) Bidders may submit more than one present clients who can attest to good quotation, provided quotations are for character and reliability. substantively different goods meeting the (e) detailed work plan or delivery program that same description or specification. details how the Bidder will provide the (b) quotations should be submitted to the service within the timeframe of the services procuring entity address stated on the presently the subject matter of this RfQ. Request for Quotation, no later than the 4. Responding to the Request for specified time & date Quotation 2 (c) Subject to ITB 8(d), late quotation will not quotations, or to cancel the quotation be considered and shall be returned to the process at any time prior to the award. Bidder unopened. (g) The unsuccessful Bidder may, with 7 days of (d) However, the Principal reserves the right the announcement of the award, request to retain and open late quotation if the reasons why it/they were no successful, but number of quotations received is less than cannot request reasons why other Bidders three (3). were no successful. 8. Quotation Opening 10. Performance Security (a) The opening of quotations will be (a) If a Performance Security is required, the undertaken by officers of the Principal & Purchaser shall issue a Letter of Acceptance representatives of the concerned ministry or which shall serve as notification of award. corporation. (b) The Bidder shall furnish a Performance (b) The opening of the quotation shall be Security Declaration using the form annexed opened to Bidders, who/m submitted their to this Request for Quotations. Bids; and interested members of the public to attend. 11. Insurance (c) The results of the quotation evaluation shall (a) The basis of the agreement between the be available on request, denoting only the Purchaser and the Bidder will be delivery successful Bidder. and acceptance at the named place for delivery. The Bidder will bear all risks for 9. Quotation Evaluation & transportation between point of dispatch and Contract Award point of delivery (a) Quotations shall be evaluated to establish (b) Accordingly the Bidder shall arrange substantial responsiveness to eligibility & appropriate insurance cover qualification requirements, specified 12. Packaging & Delivery technical schedules, commercial conditions and this ITB. (a) the Bidder shall ensure that all goods are (b) The bidder found to be substantially appropriately packaged to avoid physical responsive after the evaluation shall be damage, breakage or corrosion awarded the contract. That Bidder then (b) delivery shall be made to the specified place becomes the Successful Bidder. of delivery within the specified delivery (c) After arithmetical checking and correction, period the quotation of the Bidder(s) found to be 13. Payment: The Purchaser shall substantially responsive shall be evaluated make payment to the Bidder within 30 days for lowest price, which shall be the basis of of delivery of goods and completion of award related services (d) Award notification shall be effected by the Principal issuing the Letter of Award (see 14. Inspection of Goods/Products Part B) to the most substantially responsive The Principal may request to view the items bidder. of Goods/Products during the evaluation of (e) Once the letter of Award is signed by both the Bidders bid to deliver goods or goods parties the: related services. i. Request for Quotation at Part 3; and ii. The General and Special Conditions at 15. Warranty Part 4; and iii. Services specification, Occupational The Bidder must provide a warranty for all Health and Safety (‘OHS’) Instruction goods/item to be provided, for the period set and Action Scheduled work times at out in RfQ (see Part 3). Part 4; Shall be the terms and conditions which will 16. Corrupt & Fraudulent Practices govern the implementation of the Service. The Purchaser requires that Bidders observe The Principal shall be termed the the highest standards of ethics during the ‘Employer’ and the most substantially procurement and execution of government responsive bidder shall be termed the contracts, to the extent that corrupt, ‘Contractor’. fraudulent, collusive and coercive practices (f) Notwithstanding the above, the Principal and conflict of interest occurring in reserves the right to accept or reject any quotation, delivery & completion processes 3
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