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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
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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
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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
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(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
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