GOVERNMENT OF THE REPUBLIC OF MAURITIUS

(Police Department)

Request for Sealed Quotations for the Supply of Electronic Scales _______________________________
Quotation No: 197 of 2011

_______________________________

Police Tender Unit, Line Barracks, Port Louis, Republic of Mauritius Tel: 2119112, 2128499 & 2087020 Fax: 2119116

Table of Contents
Letter of Invitation 2 Part 1 - Quotation Procedures.
3 Section I. Instructions to Bidders.. 3 Section II. Quotation Submission Sheet.. 7 Bid Securing Declaration(As appendix).............................................8

Part 2 - Statement of Requirements... 9

Section III. List of Goods, Price Schedule and Product Details.. Section IV. Specification and Compliance Sheet .. 9 11 12 12 12

Part 3 - Contract ......

Section V. Contract Agreement and General Conditions of Contract. Section VI. Special Conditions of Contract

Part 4 - Schedules.. 14
Schedule 1: Performance Security (Bank Guarantee). 14 Schedule 2: Cost Structure for Value Added Calculation per product . 15 Schedule 3: Quotation Schedule Checklist.. 16

Address any reply to the Police Tender Unit Line Barracks Port Louis, Mauritius Fax: 211 9116

Office of the Commissioner of Police Police Headquarters Line Barracks Port Louis Mauritius

Letter of Invitation

Quo No. 197 of 2011 Dear Sirs,

22nd July 2011

Request for Quotations for Supply of Electronic Scales

The Police Department invites you to submit your best quote for the items described in detail in Part 2: Statement of Requirements. Any resulting contract shall be subject to the terms and conditions detailed in Part 3: Contract. Any query should be addressed to the Secretary, Police Tender Unit at the address given above. Please prepare and submit your quotation in accordance with the instructions in Part 1: Quotation Procedures, or inform the undersigned if you will not be submitting a quotation.

Yours faithfully, J.P Maunkee, SP Procurement & Supply

PART 1: QUOTATION PROCEDURES

Section 1. Instructions to Bidders
1. Preparation of Quotations You are requested to quote for the items by completing, signing and returning: (a) the Quotation Submission Sheet in this Part 1; (b) the List of Goods, Price Schedule and Product Details in Part 2; and (c) the Specification and Compliance Sheet in Part 2; You are advised to carefully read the complete Request for Quotations document, including the Special Conditions of Contract in Part 3, before preparing your quotation. The standard forms in this document may be retyped for completion but the Bidder is responsible for their accurate reproduction. Validity of Quotations The quotation validity required is 90 days from the date of submission deadline. Sealing and Marking of Quotations Quotations should be sealed in a single envelope, clearly marked with the Procurement Reference Number and the Bidders name at the back of the envelope and addressed to the Police Department. Envelopes should be sealed in such a manner that opening and resealing cannot be achieved undetected. Submission of Quotations Quotations should be deposited in the Quotation/Tender Box located at Police Tender Unit not later than Wednesday 3rd August 2011 not later than 13.30 hrs (local time). Late quotations & Bids received by Fax or e-mail will be rejected. Opening of Quotations Quotations will be opened internally by the Police Department. Where quotations received are for value of Rs. 1 Million and above, a record of the Quotation Opening stating the name of the bidders and the amount quoted by them will be put on the Notice Board of the Police Department within one working day of the Opening Evaluation of Quotations The evaluation of quotations will be done in accordance with the Technical Compliance Selection methodology as detailed below: (a) preliminary examination to determine compliance with the requirements of this Request for Quotations ; (b) detailed evaluation to determine commercial and technical responsiveness; and (c) financial comparison of quotations to determine the best evaluated bid. Quotations failing stages (a) or (b) above will be eliminated and not considered in subsequent stages.

2. 3.

4.

5.

6.

7.

Eligibility Criteria To be eligible to participate in this bid exercise, you should: (a) (b) (c) (d) (e) (f) (g) have the legal capacity to enter into a contract; not be insolvent, in receivership, bankrupt, subject to legal proceedings for any of these circumstances or in the process of being wound up; not have had your business activities suspended; have fulfilled your obligations to pay taxes and social security contributions; not have a conflict of interest in relation to this procurement requirement; not be subject to suspension or debarment by the Procurement Policy Office; and not have been convicted for an offence involving fraud, corruption or dishonesty.

8.

Technical Criteria The Specification and Compliance Sheet details the minimum specification of the goods required. The goods offered must meet this specification, but no credit will be given for exceeding the specification. Currency of Quotation Quotations may be priced in Mauritian Rupees or any other freely convertible currency. The currency of evaluation will be Mauritian Rupees. Quotations in other currencies will be converted to this currency for evaluation purposes only, using the exchange rates published by the Bank of Mauritius on the date of the submission deadline. Bid Security/Bid-Securing Declaration 10.1.1 Bid Security is not required.

9.

10.

10.2

Bid Securing Declaration

10.2.1 Bid Securing Declaration is not required.

11.

Margin of Preference A margin of preference shall be applicable as follows: 1. For International Bidding: Bidders meeting the following criteria shall be eligible for a 15 % Domestic Preference1:

The preference to domestic enterprises shall remain in force until December 2010, after which they will be applicable to small and medium enterprises only.

(a)

be a domestic manufacturer incorporated in the Republic of Mauritius and having Mauritian citizens as majority shareholders; or in case of a joint venture between domestic manufacturers or between domestic and foreign manufacturers, the entity should be incorporated in the Republic of Mauritius and the domestic manufacturers should be individually eligible for the preference; and where the local manufacturing input in terms of material, labour and overhead accounts for at least 30 per cent of the cost of production of the goods.

(b)

(c)

2.

For National Bidding: Small and Medium manufacturing enterprises, having an annual turnover not exceeding Rs 50 million, shall be eligible for a margin of preference of 10 %, provided they satisfy the criteria mentioned in para 1 above as applicable to domestic manufacturers for Domestic Preference. Bidders applying for domestic preferences or for preference as Small and Medium manufacturing enterprises should submit, as part of their bidding documents, details of: (a) (b) (c) their registration as enterprises within Mauritius; their Joint Venture Agreement, where applicable; and a declaration stating that the local input accounts for at least 30 % of the cost of production. (Bidders shall submit a cost structure of the goods in the format provided at section IV certified by an Accountant, if requested at Bid Evaluation stage.)

12.

Best Evaluated Bid The best evaluated bid shall be the lowest priced quotation, which is eligible and substantially responsive to the commercial and technical requirements of the Police Department and subject to the Margin of Preference, if applicable, shall be recommended for award of contract. Award of Contract Award of contract shall be by issue of a Purchase Order/Letter of Acceptance in accordance with Part 3: Contract.

13.

14.

Request for Clarifications Any clarifications sought by any bidder in respect of the tender shall be addressed at least 7 (seven) days before the deadline for the submission of the bids in writing to the Secretary, Police Tender Unit, Police Headquarters, Line Barracks, Port Louis. Tel No. (230) 2087020 or Fax (230) 2119116. Queries received after the specified date will not be considered. Documents Evidencing Eligibility Selected Bidder must submit relevant copy of Trade Licence/Business Registration Number/Bank Name & Bank Account Number at the time of signing the Contract. Brochures & Catalogues Brochures & Catalogues to be submitted along with tender. Rights of Police Department The Police Department reserves the right: (a) to split the contract as per the best evaluated cost per item, and (b) to accept or reject any bid or to cancel the bidding process and reject all bids at any time prior to contract award.

15.

16.

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Section II: Quotation Submission Sheet

(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 documents requested above attached. Ensure that your quotation is authorised in the signature block below. 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 [Public Body]: Procurement Reference Number: Subject of Procurement: We offer to supply the items listed in the attached List of Goods, Price and Product Details Schedule and in the Specification and Compliance Sheet, 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 Bid Exercise and meet the eligibility criteria specified in Part 1: Quotation Procedures of your Request for Quotations. We undertake to abide by the Conduct for Bidders and Suppliers as provided under section 52 of Public Procurement Act 2006 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 shall be construed as a Bid Securing Declaration which could lead to disqualification on the grounds mentioned in the BSD. The validity period of our Bid is _______________ days from the date of the submission deadline. We confirm that the prices quoted in the List of Goods, Price Schedule and Product Details 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 Bid validity. The delivery period offered is _______________ days from date of issue of Purchase Order/ Letter of Acceptance. Quotation Authorised By: Signature: __________________________ Position: __________________________ Authorised for and on behalf of: Company Tax Account No.: Address: Name ____________________________ : Date: ____________________________ (DD/MM/YY)

_______________________________________________________________ _______________________________________________________________

_______________________________________________________________

Appendix to Quotation Submission Sheet

Bid Securing Declaration

By subscribing to the undertaking in the Bid Submission Sheet:

I/We* accept that I/we* may be disqualified from bidding for any contract with any Police Department for the period of time that may be determined by the Procurement Policy Office under section 35 of the Public Procurement Act, if I am/we are* in breach of any obligation under the bid conditions, because I/we*:

(a) have modified or withdrawn my/our* Bid after the deadline for submission of bids during the period of bid validity specified by the Bidder in the Bid Submission Sheet; or (b) have refused to accept a correction of an error appearing on the face of the Bid; or (c) having been notified of the acceptance of our Bid by the (insert name of public body) during the period of bid validity, (i) have failed or refused to execute the Contract, if required, or (ii) have failed or refused to furnish the Performance Security, in accordance with the Instructions to Bidders.

I/We* understand this Bid Securing Declaration shall cease to be valid (a) in case I/we am/are the successful bidder, upon our receipt of copies of the contract signed by you and the Performance Security issued to you by me/us ; or (b) if I am/we are* not the successful Bidder, upon the earlier of (i) the receipt of your notification of the name of the successful Bidder; or (ii) thirty days after the expiration of the validity of my/our* Bid.

In case of a Joint Venture, all the partners of the Joint Venture shall be jointly and severally liable.

PART 2: STATEMENT OF REQUIREMENTS

Section III. List of Goods, Price Schedule and Product Details
Procurement Reference Number: Quo. No. 197 of 2011 Currency of Quotation: ____________________
Item No

[Complete the currency of your quotation. Complete Columns E to I. Authorise the prices quoted in the signature block below.]

Description of Goods

Quantity

Unit of Measure

Unit Price

Total Price F

Make/Model /Brand Name G

Country of Warranty/Shelf Origin Life Period H I

A*

B*

C*

D*

Electronic Scale

units
Other additional costs Subtotal

Enter 0% VAT rate if VAT exempt.

VAT @ Total

Quantity may be increased or decreased by about 10% without change in price at the time of award.

The Delivery and Completion Schedule shall be as specified in the Special Conditions of Contract. List of Goods, Price Schedule and Product Details Authorised By: Bidders Signature: Position: ___________________________ Name: ____________________________

___________________________ Date:

____________________________ (DD/MM/YY)

Authorised for and on behalf of: Company: _________________________________________________________________

10

Section IV. Specification and Compliance Sheet

Procurement Reference Number: Quo. No. 197 of 2011 [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 if required. Authorise the specification offered in the signature block below.]

Item No

Technical Specification Required B*

Compliance of Specification Offered C

Details of Non-Compliance/ Deviation (if applicable)

A*

1
a b

Electronic Scale
Measuring 0.01 mg to 600 grams Certificate of compliance from the Department of Metrology should be submitted

Specification and Compliance Sheet Authorised By: Bidders Signature: Position:

_________________________ _________________________

Name: Date:

____________________________ ____________________________ (DD/MM/YY)

Authorised for and on behalf of: Company :

________________________________________________________________

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PART 3: CONTRACT
Section V. 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:G/RFQ-GCC4/ ..... for the Procurement of Goods (available on website http://ppo.gov.mu) except where modified by the Special Conditions below.

Section VI. Special Conditions of Contract

Procurement Reference Number:Quo. No. 197 of 2011 The clause numbers given in the first column correspond to the relevant clause number of the GCC. Subject and GCC clause reference Site GCC 1.1(m) Incoterms Edition GCC 4.2(b) Notices GCC 8.1 Special Conditions The Site for delivery of the Goods is at Police Stores, Line Barracks, Port Louis. Incoterms shall be governed by the rules prescribed in Incoterms 2010. Any notice shall be sent to the following addresses: For the Police Department, the address and contact name shall be The Assistant Manager, Procurement & Supply, Police Tender Unit, Line Barracks, Port Louis. For the Supplier, the address and contact name shall be ________________________________ Bidders should specify the earliest delivery period which should not exceed three (3) months after the award of contract. The shipping and other documents to be furnished by the Supplier are: (a) signed delivery note; (b) The structure of payments shall be: full payment following delivery of the Supplies and submission of an invoice and the documents listed in clause 13. Payments shall be made not later than thirty days after submission of an invoice and its certification by the Police Department. The currency of payment shall be the currency of order specified in the List of Goods, Price Schedule and Product Details in the Statement of Requirements. A performance security in the form of a bank guarantee representing 5 % of the final contract price shall be required

Delivery and Documents GCC 13.1

Terms of Payment GCC 16.1 Terms of Payment GCC 16.3 Terms of Payment GCC 16.4 Performance Security GCC 18

12

Subject and GCC clause reference Packing and Documents GCC 23.2 Insurance GCC 24 Transportation GCC 25 Inspection and Tests GCC 26. Liquidated Damages GCC 27 Warranty GCC 28.3

Special Conditions The packing, marking and documentation within and outside the packages shall be: ___________________________________________ [where goods are ordered from overseas Suppliers, insert percentage and type of insurance required for transportation] The Goods shall be delivered [Incoterm for transportation].
(The Public Body may consider the application of this clause as appropriate for procurement of equipment from both overseas and local suppliers.)

Liquidated damages for the whole contract are 0.1 % per day. The maximum amount of liquidated damages for the whole contract is 10 % of the final contract price. Warranty period should not be less than one year.

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PART 4: SCHEDULES Schedule 1: Performance Security (Bank Guarantee)

...............................................Banks Name and Address of Issuing Branch or Office..........................................

Beneficiary: .............................................Name and Address of Public Body ................................................ Date:....................................................................................................................................... PERFORMANCE GUARANTEE No.:....................................................................................

We have been informed that ..................................name of the Contractor............................ (hereinafter called "the Contractor") has entered into Contract No............. reference number of the Contract............ dated........ with you, for the execution of ...................................... name of Contract and brief description of Works ....................(hereinafter called "the Contract").

Furthermore, we understand that, according to the conditions of the Contract, a performance security is required.

At the request of the Contractor, we ................................. name of Bank ..................hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of .......... amount in figures (amount in words)........................................... such sum being payable in the types and proportions of currencies in which the Contract Price is payable, upon receipt by us of your first demand in writing accompanied by a written statement stating that the Contractor is in breach of its obligation(s) under the Contract, without your needing to prove or to show grounds for your demand or the sum specified therein. This guarantee shall expire not later than twenty-eight days from the date of issuance of the Certificate of Completion/Acceptance Certificate, calculated based on a copy of such Certificate which shall be provided to us, or on the................................day of .................................., .................., whichever occurs first. Consequently, any demand for payment under this guarantee must be received by us at this office on or before that date.

This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No. 458. (Applicable to overseas contractor only).

....................................................Seal of bank and Signature(s).............................................................

14

Schedule 2: Cost Structure for Value Added Calculation per Product

COST STRUCTURE FOR VALUE ADDED CALCULATION PER PRODUCT Rs Raw Materials, Accessories & Components Imported (CIF) Local (VAT & Excise Duty Fee) .................. ................ .................. ................. Rs

Labour Cost Direct Labour Clerical Wages Salaries to Management ................. .................. .................. .................. .................. ..................

Utilities Electricity Water Telephone .................. .................. .................. .................. .................. ..................

Depreciation Interest on Loans Rent Other (please specify) ........................................ ........................................

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

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

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

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

........................................ TOTAL COST

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

15

Schedule 3: Quotation Schedule Checklist

Procurement Reference No.: Quo. No. 197 of 2011

Description

Attached (please tick if submitted and cross if not)

Quotation Submission Sheet List of Goods, Price Schedule and Product Details Specification and Compliance Sheet Bid Security(if applicable) Company profile, past experience and references where similar goods have been supplied

Name of Bidder(s): Contact Person: Signature of authorised signatory: Company Seal Phone Number:

16