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REQUEST FOR QUOTATION: MINOR GENERAL
SERVICES
Commercial Cleaning Services for Tui
Atua Tupua Tamasese Efi (TATTE)
Building and Samoa Convention Centre
REF: SAM-Fi11/2019
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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
PART 5: SPECIAL CONDITION OF CONTRACT
PART 6: SERVICES SPECIFICATIONS, OHS INSTRUCTIONS & ACTIVITY
SCHEDULE WORK ITEMS
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PART 1: Instructions to Bidders liability period & performance security. All
proposed variations from stated conditions
1. Scope shall be justified in a covering letter and are
subject to the approval of the Principal.
(a) The Principal is the Government of the (d) The Bidder is responsible for providing a
Independent State of Samoa, represented by complete and correct quotation. An
Ministry of Finance – Corporate & incomplete quotation may be grounds to
Strategic Services Division (“Principal”). reject any quotation submitted.
(b) The Supervisor is the Principal’s
representative stated on the Request for
Quotation. 5. Quotation Price :
(c) This Request for Quotation applies to the (a) All prices shall be quoted in Samoan Tala
provision of MINOR GENERAL SERVICES. (SAT)
(b) Prices shall be fixed for the duration of the
2. Bidder Eligibility – The Bidder specified completion period.
must: (c) Unless the service(s) are exempted from
(a) be a bona fide business, company or sole VAGST, pursuant to the VAGST Act 2015, the
total quoted price shall be inclusive of VAGST
trader known by the Principal to be suitably and subject to other applicable taxes.
qualified, experienced and financially
resourced;
(b) provide an authenticated copy of its currently 6. Site Inspection
valid Ministry for Customs and Revenue (a) The Bidder shall arrange site inspection with
Business License; the Supervisor to enable quotation
preparation.
(c) provide an authenticated copy of its current
VAGST Certificate from the Ministry for 7. Bid Security
Customs and Revenue, Samoa;
(a) A Bid Security is not required.
(d) provide a notarized power of attorney (b) The Bid shall be valid for the period identified
authorizing the signatory of the Quotation to in the Request for Quotation.
represent the Bidder , sign the Quotation and
accept a Purchase Order/Letter of Award, (c) A Bidder who, without good cause, withdraws
unless the signatory has inherent authority to during the period of quotation validity, or does
sign for the bidder. not accept corrections of errors, or fails to
accept the Award of Contract if offered or fails
The requirements in a, b, c & d may be waived if to produce the Performance Security (if
previously submitted documents are valid for required) will be excluded from participating
the specified Completion Period or quote validity in Request for Quotation process for one (1)
period. year.
The Principal reserves all rights to reject any or
all quotations submitted and re-
advertise/retender the General Services. 8. Quotation Submission
(a) Bidders shall submit only one (1) quotation
3. Bidder Qualification - The (b) Quotations shall be submitted to the Chief
Bidder must provide: Executive Officer, Ministry of Finance,
Level 4, CBS Building, no later than the
(a) a list of services of a similar nature & value specified time & date.
with the services that are the subject matter (c) Late quotation will not be considered and
of this RfQ, that the Bidder has satisfactorily shall be returned to the Bidder unopened..
completed within the last two (2) years –
these services shall have an annual average
value of SAT$ 25 000 or more; 9. Quotation Opening
(b) details of all contracts for general services (a) The opening of quotations will be undertaken
currently contracted or in progress; by officers of the Principal & in the presence
of representatives from the Attorney
(c) a bank statement in the name of the Bidder General’s Office and the Ministry for Works,
for the immediately past three (3) months; Transport and Infrastructure .
(d) references & contact details of at least three (b) The opening of the quotation shall be:
(3) past and present clients who can attest to (i) fifteen (15) minutes after closing; and
good character & reliability of the Bidder; (ii) opened to Bidders who/m submitted their
(e) detailed work plan or delivery program Bids.
detailing stages of the services from its (c) The results of the quotation evaluation shall
commencement to its completion. be available on request, after the Contract
4. Responding to the Request for Award, denoting only the successful Bidder.
Quotation
(a) The Bidder shall take care to comprehend 10. Quotation Evaluation &
applicable service specifications, OHS Contract Award
instructions & activity schedule work items (a) Quotations shall be evaluated to establish
(b) The Bidder shall enter Work Item unit prices, substantial responsiveness to eligibility &
extended prices and total price on the qualification requirements, specified technical
Request for Quotation form. schedules, commercial conditions and
(c) In submitting its quotation, the Bidder shall instructions to Bidders.
conform to the stated provisions for quotation (b) The bidder found to be lowest evaluated and
validity, completion period, and defects substantially responsive after the evaluation
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shall be awarded the contract. The abider (b) Accordingly the Successful Bidder shall
then becomes the Successful Bidder. arrange appropriate insurance cover
(c) After arithmetical checking and correction,
the quotation of the Bidder found to be
substantially responsive shall be evaluated 13. Inspection & Completion
for lowest price, which shall be the basis of (a) The Successful Bidder shall ensure that all
award Services are completed within the agreed
(d) Award notification shall be effected by the Completion Period, without exceeding the
Principal issuing the Letter of Award (see Part agreed Price and in accordance with the
B) to the Successful Bidder. terms and conditions of this Request for
(e) Once the Letter of Award is signed by both Quotation.
parties the: 14. Payment
i. Request for Quotation at Part 3; and The Principal shall make payment to the
ii. The General and Special Conditions at Successful Bidder within thirty (30) days of
Parts 4 and 5; and receipt of a monthly Payment Certificate
iii. Services specification, OHS Instruction approved by the Supervisor.
and Action Scheduled work times at Part
6;
Shall be the terms and conditions which will 15. Corrupt & Fraudulent Practices
govern the implementation of the Service. The Principal requires that Bidders observe
The Principal shall be termed the ‘Principal’ the highest standards of ethics during the
and the Successful Bidder shall be termed procurement and execution of Government of
the ‘Contractor’. Samoa contracts, to the extent that corrupt,
(f) Notwithstanding the above, the Principal fraudulent, collusive and coercive practices
reserves the right to accept or reject any and conflict of interest occurring in quotation,
quotations, or to cancel the quotation process delivery & completion processes may result
at any time prior to the award. in disqualification, termination of purchase
order and penal sanctions
11. Performance Security Eligibility/ Qualifications
(a) If a Performance Security is required, the Compliance
Principal shall issue a Letter of Acceptance
which shall serve as notification of award. No. Complies? tick No. Complies? tick
(b) The Successful Bidder shall provide a 2a 3a
Performance Security within seven (7) days, 2b 3b
in the amount specified in the Request for
Quotation. 2c 3c
2d 3d
12. Insurance 3e
(a) The Successful Bidder will bear all risks while
performing the Services during the contract
period.
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