88 John Meinert Street Windhoek Namibia German Development Cooperation

GIZ Office Windhoek

Project Title: GIZ, EU-ProVet Project

88 John Meinert Street
Project No.: 11.2201.9-003.00 Windhoek, Namibia
Inquiry No:91109836 T +264 61 222447
F +264 61 222427

Your reference
Our reference

25 July 2017

Dear Sir,

Re: Tender - Supply and delivery of IT Equipment

Deutsche Gesellschaft fr
Internationale Zusammenarbeit (GIZ)
GmbH
The Deutsche Gesellschaft fr Internationale Zusammenarbeit (GIZ) GmbH is
operating within the framework of the Namibian-German Development Cooperation Registered offices
Bonn and Eschborn, Germany
and is implementing the technical cooperation program with Namibia on behalf of
Friedrich-Ebert-Allee 36 + 40
the German Government. 53113 Bonn, Germany
T +49 228 44 60-0
F +49 228 44 60-17 66
The GIZ Technical Cooperation programme Promotion of Vocational Education
Dag-Hammarskjld-Weg 1 - 5
and Training in Namibia (ProVET) complements the development cooperation 65760 Eschborn, Germany
T +49 61 96 79-0
between Namibia and Germany in the priority area of sustainable economic F +49 61 96 79-11 15

development. By building capacity in the vocational training sector and increasing E info@giz.de
the number of highly trained skilled workers, the programme helps create more I www.giz.de

favourable conditions for entrepreneurial activity in Namibia. Registered at

Local court (Amtsgericht)
Bonn, Germany
Registration no. HRB 18384
The objective of the programme is to improve the Namibian vocational education Local court (Amtsgericht)
and training system so as to meet the demand of the private sector for vocational Frankfurt am Main, Germany
Registration no. HRB 12394
training.
Chairman of the Supervisory Board
Dr Friedrich Kitschelt, State Secretary

Within the scope of this tender, we would like to invite you to submit your proposal Management Board
for the supply and delivery of IT Equipment in annex 2. Tanja Gnner (Chair)
Dr Christoph Beier (Vice-Chair)
Dr Hans-Joachim Preu
Cornelia Richter
Your company is requested to submit the bid document in a sealed envelope
latest by 09 August 2017at 11:00, and address to: Martha Shingenge, GIZ Office
Windhoek, 88 John Meinert Street Tender No. 91109836: Supply and delivery of IT
Equipment.

Bids submitted after this date and time will be automatically disqualified.

Detailed instructions on what information your bid should contain and how it should
be presented are given in the attached specifications (bidding conditions Annex 1).
 Annex 1

Bidding Conditions ( local)

1. Content of the bid

Your bid should contain the following information:

1.1 Complete detailed technical descriptions of the requested material proposed should be
submitted.

1.2 Technically incorrect bids will not be taken into consideration.

2. Applicable conditions

2.1 The bidder is expected to carefully examine and respect all instructions, forms, terms and
specifications contained in this bidder dossier. Failure to furnish on time all the required
information and documentation or the submission of bids not substantially responsive in every
respect to the bidding dossier is at the risk of the bidder and may result in the rejection of the bid.

2.2 Any bid received by the GIZ after the deadline for the submission of bids prescribed by the GIZ,
will be rejected.

2.3 The GIZ reserves the right to accept or reject any bid, and to annul the bidding process and reject
all bids at any time prior to the award of contract, without thereby incurring any liability of the
affected bidder or bidders or any obligation to inform the affected bidder or bidders of the reasons
for the GIZ action.

3. Amendment of bidding documents

3.1 At any time prior to the deadline for submission to bids, the GIZ may, for any reason, whether
on his own initiative or in response to a clarification requested by a prospective bidder, modify
the bidding documents by amendment.

3.2 All prospective bidders that have received the bidding documents will be notified of the
amendment in writing or by email, which will be binding on them.

3.3 In order to afford prospective bidders reasonable time in which to take the amendment into
account in preparing their bids, the GIZ may, at his discretion, extend the deadline for the
submission of bids. All rights and obligations of the GIZ and bidders previously subject to the
deadline will thereafter be subject to the deadline as extended.

4. Eligible bidders

4.1 Bidders shall not be eligible for the award of contracts and the GIZ may terminate a contract in
whole or in part, without compensation, as of right without recourse to legal proceedings where:

4.1.1 They are bankrupt

4.1.2 Payments to them have been suspended in accordance with the judgment of a court or a
judgment declaring bankruptcy and resulting, in accordance with their national laws, in the
total or partial loss of the right to administer and dispose of their property;

4.1.3 Legal proceedings have been instituted against them involving an order suspending payment
and which may result, in accordance with their national laws, in a declaration of bankruptcy or

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 Annex 1

in any other situation entailing the total or partial loss of the right to administer and dispose of
their property;

4.1.4 They are guilty of serious misrepresentation with regards to inform required for participation in
an invitation to tender;

4.1.5 They are in breach of contract on another contract with the GIZ.

Bidders shall certify and, upon request, provide evidence satisfactory to the GIZ that
none of these situations applies to them.

5. Cost of bidding

5.1 The bidder shall bear all cost associated with the preparation and submission of its bid, and GIZ
will in no case be responsible or liable for those cost, regardless of the conduct or outcome of the
bidding process. Unless otherwise agreed, documents, samples etc. enclosed with the bid
become the property of the GIZ and the bidder shall have no claim to remuneration in this
respect.

6. Modifications and withdrawal of bids

6.1 Subsequent corrections, modifications and additions to the bid can be considered only if they are
received by the GIZ before expiry of the submission deadline in a sealed envelope which is
marked as mentioned in the cover letter. The front of the envelope is to be clearly marked as
follows; - Amendment to bid in respect of inquiry No.: 91109836

6.2 No bid may be withdrawn in the interval between the deadline for submission of bids and the
expiration of the period of bid validity.

7 Evaluation and comparison of bids

7.1 The GIZ will examine the bids to determine whether they are complete, whether the documents
have been properly signed, and whether the bids are substantially responsive in conforming to all
terms and conditions of the bidding documents without material deviations.

7.2 A bid determined as substantially non-responsive will be rejected by the GIZ and may not
subsequently be made responsive by the bidder by correction of the nonconformity.

7.3 The GIZ will evaluate and compare the bids previously determined to be substantially responsive,
pursuant to clause 7.1.

7.4 The evaluation of the bid by GIZ will exclude and not take into account any allowance for price
adjustment provided in the bid. A bid submitted with an adjustable price quotation will therefore be
treated as non-responsive and will be rejected.

7.5 The evaluation of the bid will take into account, in addition to the bid price, all relevant factors such
as compliance with:
Technical specifications and recognized quality and safety standards
The cost and availability of goods in the country
Cost of incidental services, in included in the technical specification
Capacity to supply the goods in due number and time

7.6 Any arithmetical error by the Tenderer in pricing the Bill of Quantities or in the additions or in
carrying forward subtotals to the summary or the Tender shall be corrected during the financial
evaluation of the Tenders. In such cases the Tender sum shall be adjusted accordingly and the

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 Annex 1

Tenderer shall be informed. It shall be assumed that the unit price rates entered in the Bill of
quantities are correct.

8 Award criteria

8.1 Subject to clause 7, The GIZ shall award the contract to the successful bidder whose bid has been
determined to be substantially responsive and recommended as the economically most
advantageous bid, provided further that the bidder is determined to be qualified to perform the
contract satisfactorily.

9 Documents comprising the bids

9.1 The supplier shall provide GIZ with a quotation, which should in all respects satisfy the
requirements laid down in the bidding documents. The following additional documents shall also
be provided:
Technical specifications of the offered goods (please mention the offered brands)
Each page should be signed by the supplier
Company registration document; Certificate of Fitness; Good Standing Certificate from
the Ministry of Finance and Social Security Commission.
Power of Attorney to the signatory of the bid
A statement by the bidder that none of the situations listed in the Clause No. 4 apply to him
A bank declaration about the creditworthiness of the supplier, in case bids exceed the value of
N$1,000,000.00

10. Language of bid

10.1 The bid prepared by the bidder and all documents relating to the bid exchanged by the
bidder and the GIZ, shall be written in the English language.

11. Bid prices and currencies

11.1 The Bidder shall indicate the unit prices and total bid prices of the goods if proposes to
supply under the contract on the appropriate Technical Specifications and Price
schedules only, as attached to this document.

11.2 Price quoted by the bidder shall be fixed during the bidders performance of the
contract and not subject to variation on any account. A bid submitted with an
adjustable price quotation will be treated as non-responsive and will be rejected.

11.3 Prices shall be quoted in Namibian Dollar (NAD)

12. Period of validity of bids

12.1 Bids shall remain valid until the 30 September 2017 after the deadline for submission of
bids prescribed by the GIZ. A bid valid for a shorter period may be rejected by the GIZ
as non-responsive.

12.2 If you do not receive an order in writing within two (2) weeks of expiry of the deadline
for the award of contracts, your bid was not successful. You shall not receive separate
note to this effect.

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 Annex 1

13. Sealing and marking of bids

13.1 The bid document must be submitted in a sealed envelope and address to:

Martha Shingenge
GIZ Office Windhoek
88 John Meinert Street, Windhoek West
Tender No. 91109836: Supply and delivery of IT Equipment
Remark Not to be opened before bid opening session

13.2 The bid must reach the GIZ Office, 88 John Meinert Street, Windhoek (Front desk)
before expiry of the submission deadline. Bids are to be mailed at no charge to the
GIZ.

13.3 If the envelopes are not sealed and marked as required by Clause 13.1, GIZ will
assume no responsibility for the bids misplacement or premature opening.

14. Deadline for submission of bids

14.1 Bids must be received by the GIZ at the address specified under clause 13.1 no later
than 11H00 a.m. on 09 August 2017.

14.2 Any bid received by the GIZ after the deadline for the submission of bids prescribed by
the GIZ, will be rejected.

14.3 The GIZ may at his discretion, extend this deadline for the submission of bids by
amending the bidding documents in accordance with Clause 4, in which case all rights
and obligations of the GIZ and bidders previously subject to the deadline will thereafter
be subject to the deadline as extended.

15. Terms of Payment

15.1 Payments shall be spread as follows against provision of documents stated below, to
be sent to:

GIZ Office Windhoek

88 John Meinert Street
P.O. Box 8016
Windhoek, Namibia

Payment will be made after completion of delivery, subject to appropriate deduction for
incomplete and delayed deliveries, upon presentation of
- Original Tax Invoice (specifying quantities, unit and total price etc.)
- Acceptance of the goods by a GIZ representative

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 Annex 2

Qty Item name Specification Brand

Desktops

Desktop I5 processor, 8GB RAM, 512 GB HDD, DVD RW, Windows 10 Pro 64 Bit, Wired USB HP
75 Keyboard, Wired USB Mouse, 1 year warranty, 2 USB 3 ports. 2 USB 2 Ports, Black colour

Computer Monitors 24 inch

24 Inch 24 inch computer monitor, 1 VGA input, 1 HDMI input, VESA Plate support, 1 VGA cable,
75 Computer LED, 16,78 Million colours, 60 Hz refresh rate maximum, Aspect ratio 16,9, Black colour,
Monitor display diagonal 48,3 cm

Display Monitors 40 inch

40 Inch 40 inch display monitors, 1 VGA input, 2 HDMI input, VESA Plate support, 1 VGA cable,
8 Display kensignton lock capability, display colours 1073.7M or higher, 2 built in speakers
Monitors

Networking Equipment
CISCO
24 Port Ethernet 1000Base-T, Ethernet 100Base-TX, Ethernet 10Base-T, Ethernet 1000Base-T,
2 Managed Ethernet 100Base-TX, Ethernet 10Base-T, Access Control List (ACL) support, BOOTP
Gigabit Switch support, Multiple Spanning Tree Protocol (MSTP) support, Quality of Service (QoS), Rapid
Spanning Tree Protocol (RSTP) support, SNTP support, Spanning Tree Protocol (STP)
support, Trivial File Transfer Protocol (TFTP) support, Unicast Storm Control, VLAN support,
Weighted Round Robin (WRR) queuing, auto-uplink (auto MDI/MDI-X), Broadcast Storm
Control, firmware upgradable, flow control, layer 2 switching, port mirroring, store and
forward, trunking, DHCP support, DiffServ support, IGMP snooping, IPv6 support, Jumbo
Frames support, MAC address filtering, Multicast Storm Control

Wireless Ceiling Mountable, Range 122m, 802,11N, Management Software,300mbps Ubiquiti

32 access points

5
 Annex 2

Qty Item name Specification Brand

28 Port Managed Total Number of Network Ports:28 / Uplink Port: Yes / Management Port: Yes / CISCO
2 Gigabit Switch Number of Network (RJ-45) Ports:26,Ethernet Technology: Gigabit Ethernet /
Network Technology:10/100/1000Base-T / Number of Total Expansion Slots:2 /
Expansion Slot Type: SFP, Number of SFP Slots:2 / Layer Supported:3 /
Manageable: Yes / Management: HTTP,HTTPS, DHCP, Telnet, Syslog,
CLI,VLAN,RMON,SNMP v1,2c,3,QoS,Flash Memory:16 MB / Input Voltage:110 V
AC,220 V AC / Power Source: Power Supply / Form Factor:Rack-
mountable,Width:17.3" / Depth:10.1" / Package Contents:SG300-28 Ethernet Switch,
Power Cord, Mounting Hardware, Serial Cable ,CD-ROM with User Documentation
(PDF),Quick Start Guide, / Limited Warranty: Lifetime,

48 Port Managed Forty-eight 10/100/1000 Ethernet ports, 4 mini Gigabit Interface Converter (mini-
2 Gigabit Switch GBIC) slots (shared with 4 Ethernet ports) for fiber Gigabit Ethernet expansion, IEEE
802.3af PoE delivered over any of the forty-eight 10/100/1000 ports,15.4W available
power to a Gigabit Ethernet port for PoE-enabled wireless access point or VoIP
handsets (maximum per-device PoE delivery of 360W available for all ports),Dual
images for resilient firmware upgrades,96 Gbps nonblocking, store-and-forward
switching capacity, Simplified QoS management using 802.1p, differentiated
services (DiffServ) or type of service (ToS) traffic prioritization, Power redundancy CISCO
when used with the Cisco RPS1000 380W Redundant Power Supply Unit,Fully
resilient stacking provides optimized growth with simplified management, ACLs for
granular security and QoS implementation, Configuration and monitoring from a
standard web browser, Secure remote management of the switch via Secure Shell
(SSH) and SSL encryption,802.1Q-based VLANs enable segmentation of networks
for improved performance

Wall cabinets 9U Wallbox, Swing Frame, 600mm, Deep Black, Powder coated to protect against
3 rust, oxidisation, scratches and lacquer peeling, Good ventilation and heat
dispersing, Tempered smoky-gray glass with thickness of 5mm

Networks Servers Generation 9, 2 TB memory, 1TB HDD, Processor x4, DVD drive, 24 cores, warranty HP DL 580
2 3/3/3,

Digital Projectors

6 Digital Projector VGA input, HDMI input, Video Modes

480i,480p,576i,576p,720p,1080i,1080p, lamp standby time of 5000 hours or
more, manual zoom, colour black