Request for Quotations – Supply and Delivery of Off Crop Season Maintenance Materials

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SALIMA SUGAR COMPANY LIMITED

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Request for Quotations (RFQ)

SUPPLY AND DELIVERY OF OFF CROP SEASON MAINTENANCE MATERIALS FOR FACTORY MACHINE, LABORATORY ETC

Procurement Reference Number: SSCL/10/24/005

28th October, 2024

The Procuring and Disposing Entity named above invites you to submit your quotation for the supply and delivery of goods described herein.

Partial Quotations may be rejected, and the Purchaser reserves the right to award a contract for selected items only. Any resulting order shall be subject to the Government of Malawi General Conditions of Contract for Local Purchase Orders (available on request) except where modified by this Request for Quotations.

SECTION A: QUOTATION REQUIREMENTS

1) Description of Supply and Delivery: Off Crop Season Maintenance materials as described in Section C

Quotation prices should be based on: for goods supplied from within Malawi; DAP – insured and delivered to Salima Sugar Company Limited Factory in Salima or for goods supplied from outside of Malawi; DDP to Salima Sugar Company Limited Factory in Salima.

2) The delivery period required is within 3 weeks from date of order.

3) Quotations must be valid for sixty (60) days from the date for receipt given below.

4) The warranty/guarantee offered shall be: twelve (12) months.

5) Quotations and supporting documents as specified in Section B must be marked with the Procurement Number given above and indicate your acceptance of the terms and conditions.

6) Quotations must be received, in sealed envelopes, no later than: 14:00 hours Local Time on 1st November, 2024.

7) Quotations must be returned to:

The Chairman
Internal Procurement and Disposal Committee
Salima Sugar Company Limited
Lilongwe
Cell: 0882 446 554
For Clarification: 0881 574 601
For collection of the technical specifications: 0882 446 554

8) The attached Schedule of Requirements at Section C, details the items to be purchased. You are requested to quote your delivered price for these items by completing and returning Sections B and C.

9) Quotations that are responsive, qualified and technically compliant will be ranked according to price. Award of contract will be made to the lowest priced quotation by item or by total through the issue of a Local Purchase Order.

11) The personnel of the Purchaser and the Service Providers should adhere to the highest ethical standards, both during the selection process and throughout the execution of the contract. In pursuance of this principle, they should abstain at all times from corruption or fraudulent practices.

Corruption and fraudulent practices are defined as follows:

(i) “Corrupt practice” means the offering, giving, receiving, on soliciting, directly or indirectly, of anything of value to influence the action of a public official in the selection process or in contract execution:

(ii) “Fraudulent practice” means a misrepresentation or omission of facts in order to influence a selection process or the execution of a contract*

(iii) “Collusive practices” means a scheme or arrangement between two or more suppliers with or without the knowledge of the Borrower, designed to establish prices at artificial, noncompetitive levels;

(iv) Adherence to public Anti-Corruption guidelines (Attachment to Section A)

12) The Purchaser will reject a proposal for award if it determines that the Service Provider recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract in question

Signed:

Title/Position: Procurement Specialist.

For and on behalf of the Purchaser

Your quotation is to be returned on this Form by completing and returning Sections B and C including any other information and certification as stated within this RFQ.

Attachment to Section A – Fraud and Corruption (Attachment to Section A shall not be modified)

1. Purpose

1.1 The Entity’s Anti-Corruption Guidelines and this annex apply with respect to procurement under Entity Investment Project Financing operations.

2. Requirements

2.1 The Entity requires that Borrowers (including beneficiaries of Entity financing): bidders, consultants, contractors and suppliers; any sub-contractors, sub-consultants, service providers or suppliers; any agents (whether declared or not); and any of their personnel, observe the highest standard of ethics during the procurement process, selection and contract execution of Entity-financed contracts, and refrain from Fraud and Corruption.

2.2 To this end, the Entity:

a. Defines, for the purposes of this provision, the terms set forth below as follows:

i. “corrupt practice” is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence improperly the actions of another party;

ii. “fraudulent practice” is any act or omission, including misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain financial or other benefit or to avoid an obligation;

iii. “collusive practice” is an arrangement between two or more parties designed to achieve an improper purpose, including to influence improperly the actions of another party;

iv. “coercive practice” is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to influence improperly the actions of a party;

SECTION B: QUOTATION SUBMISSION SHEET

1) Currency of Quotation: Malawi Kwacha

2) Delivery period offered: ……….. days/weeks/months from date of Purchase Order.

3) The validity period of this Quotation is: …… days from the date for receipt of Quotations.

4) Warranty period (where applicable): … Months.

5) We attach the following documents:

1. Section C of the Request for Quotations completed and signed;
2. A copy of Trading Licence,
3. A copy of Annual Tax Clearance Certificate
4. A list of any Two (2) recent contracts performed,
5. Must be registered with PPDA. Evidence required: Valid PPDA registration Certificate.

6) We confirm that our quotation is based on the terms and conditions stated in your Request for Quotations referenced above, and that any resulting contract will be subject to the Government of Malawi General Conditions of Contract for Local Purchase Orders.

7) We confirm that the prices quoted are fixed and firm for the duration of the validity period and will not be subject to revision or variation.

Authorised By:

Signature:

Name:

Position:

Date:

Authorised for and on behalf of:      (DD/MM/YY)

Company:

Address:.

If any additional documentation is attached to your quotation, a signature and authorisation at Section B and Section C is still required as confirmation that the terms and conditions of this RFQ prevail over any attachments. If the Quotation is not authorised in Section B and Section C, the quotation may be rejected.

SECTION C: SCHEDULE OF REQUIREMENTS (TO BE PRICED BY BIDDER)

List of Technical specification to be provided via email: procurement@salimasugar.mw

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