Ref. MCAN/COM/ITQ/2C02017-A

Date: 26 July 2013

Dear Sir/Madam,

INVITATION TO QUOTE (ITQ)

1. You are invited to submit your quotation for the Supply and Installation of Electric Fencing on

the Nabwa Cooperative Farm in the Caprivi Region, as required by the Millennium Challenge

Account Namibia (MCA-N). This ITQ constitutes only a solicitation and is NOT an order. You are

requested to submit one quotation for the Supply and Installation of Electric Fencing as per the

technical specifications in this ITQ. Following an evaluation of the received quotations, MCA-N

may select one or more of the bidders for the supply of some or all of the services.

2. The Millennium Challenge Corporation (MCC) and the Government of the Republic of Namibia

(GRN or Government) signed a Compact Agreement for a USD 304,5 million grant (MCC

Funding), to be implemented in 5 years. The Compact aims at reducing poverty and accelerating

economic growth by improving the quality of education and training for underserved

populations and to diversify Namibia’s export base by capitalizing on its comparative advantages

(e.g., large areas of semiarid communal land suitable for livestock, and diverse wildlife and

unique landscapes ideal for ecotourism) and to increase the incomes of poor Namibians in rural

areas of the country. The Government has established an Accountable Entity, Millennium

Challenge Account Namibia (MCA-N), which is authorized on behalf of the Government to

manage and oversee the implementation of this Compact.

3. MCA-N, on behalf of the Government, intends to apply a portion of the proceeds of MCC funding

to eligible payments under this request for quotation. Payments by MCA-N will be subject, in all

respects, to the terms and conditions, including restrictions on the use of MCC funding, of the

Compact. No party other than the Government and MCA-N shall derive any rights from the

Compact or have any claims to the proceeds of MCC funding.

4. Your quotation in the required format (Annex 1) must be delivered to MCA-N before 13:00 hours

(Namibian time) on 12 August 2013 at the following address:

MCA Namibia

Attention: The Procurement Manager

Atlas House, 3rd Floor, Room 13

117 Sam Nujoma Avenue

Email: mdeklerk@mcanamibia.org

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Quotations received by MCA Namibia after 13:00 hours (Namibian time) on 12 August 2013, will

not be considered. Any questions concerning this ITQ should be directed to The Procurement

Manager at the address indicated above.

5. Your quotation should be presented on the standard Quotation Submission Form annexed

(Annex 1) to this ITQ, and shall be accompanied by adequate technical documentation and

pertinent information for the services quoted.

6. Please note that as per the Compact Agreement, dated 28 July 2008, between the Government

of the United States of America acting through MCC and the Government of the Republic of

Namibia acting through MCA-N, the MCC Funding cannot be used for payment of any taxes,

duties, and levies including Value-Added Tax (VAT), Customs Duties and Excise Tax. To

implement the above tax arrangement in place, there is a Tax Agreement between MCC, the

Government of the Republic of Namibia represented by the Ministry of Finance, and MCA-N. The

Tax Agreement provides detailed procedures and responsibilities that MCA-N and

bidders/vendors will follow for supplying goods and services to MCA-N. A copy of the Tax

Agreement is available at MCA-N offices. However, paragraph 7 below presents a summary of

procedures and responsibilities of MCA-N and the vendor.

7. When invoicing MCA-N for goods and services subject to VAT, the vendor shall separately

include the net amount of the transaction and the properly calculated VAT amount in

accordance with the VAT Code. At the time of invoice payment, the vendor will receive the full

payment including VAT. Subsequently, MCA-N will submit a refund claim to the Minister of

Finance, no later than 10 days after the end of each calendar month to request refund of all

value-added taxes paid by MCA-N during such month using Program Funding.

8. Reserved.

9. Your quotation must be submitted per the following instructions and in accordance with the

Sample Purchase Order (Annex 3) to this ITQ. The Purchase Order terms and conditions are not

negotiable and shall be fully accepted by the Vendor:

(i) PRICES: Prices shall be quoted in either Namibian or United States Dollars. The prices shall

be exclusive of VAT, with the VAT stated separately as described in Paragraph 7 above.

(ii) EVALUATION OF OFFERS AND AWARD OF PURCHASE ORDER: Quotations determined to be

substantially responsive to the technical specifications will be evaluated by comparison of

prices quoted, delivery period and other terms and conditions including warranty and

maintenance support. MCA-N will place a purchase order with the bidder or bidders whose

quotation has been determined to be the lowest priced for the particular items and

substantively responsive to this ITQ, provided further that the bidder is determined to be

financially and technically qualified to perform the contract satisfactorily.

RESPONSIVENESS:

A substantially responsive bid is the one that conforms to all the terms, conditions, and

specifications of this document without material deviation or reservation. A material

deviation or reservation is one that:

(a) affects in any substantial way the scope, quality, or performance of the services; or

(b) limits in any substantial way, inconsistent with the this document, the MCA-N’s rights

or the bidder’s obligations; or

(c) if rectified would unfairly affect the competitive position of other bidders presenting

substantially responsive bids.

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(iii) VALIDITY OF THE OFFER: Your quotation must be valid for a period of 60 days from the date

for receipt of quotation indicated in Paragraph 4 above.

(iv) PAYMENTS: Payments will be effected as per the terms of the Agreement. No advance

payment for services not yet rendered will be authorized.

(v) Only one quotation for the Supply and Installation of Electric Fencing will be accepted from

each bidder.

(vi) Major deviations from the above will render the quotation disqualified.

10. Description of the goods offered:

(i) All items offered must be “Brand New”, unused and in the original packaging.

(ii) Only quotations for the entire nomenclature as described in the Technical Specifications

will be accepted.

(iii) Major deviations from the above will render the quotation non-responsive.

11. Other conditions:

(i) Vendors cannot request MCA-N to materially modify this ITQ, or to authorise a vendor to

submit a quotation in a way that is materially different from the above requirements. Any

such requests will be expressly denied.

(ii) General note about non-compliance: Quotations offering conditions other than the ones

detailed above will be disqualified.

(iii) Winning Bidders are to deliver the good and carried out the services at the location indicated

in the bidding document.

12. MCA-N reserves the right to accept or reject any bid, and to annul the procurement process and

reject all bids at any time prior to Contract award, without thereby incurring any liability to any

bidder.

Johann Botha

Director: Procurement

Millennium Challenge Account Namibia

Annex 1: Quotation Submission Form

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QUOTATION SUBMISSION FORM Ref.MCAN/COM/ITQ/2C02017-A

INSTRUCTIONS TO BIDDERS: Please fill in all blank spaces on this form, sign this form and initial each

page of the form and attachments. By submitting a quotation to MCA-N you agree to all the

conditions of this ITQ and its annexes and certify that the services you offer fulfill the minimum

requirements listed below.

Vendor: ___________________________________________

Date: ___________________________________________

Contact Person: ___________________________________________

Address: __________________________________________

Tel. No.: ___________________________________________

Email address: ___________________________________________

The name and identification of the proposed Contract is: Supply and Installation of Electric Fencing

on the Nabwa Cooperative Farm in the Caprivi Region, MCAN/COM/ITQ/2C02017-A

General Notes:

(a) Prices must be quoted in either US$ or N$ exclusive of Value Added Tax (VAT)

(b) Inland transportation, insurance and other incidental costs for delivery of the Goods to the

Final Destination must be quoted.

(c) Goods offered shall fully conform to the technical specifications, set forth in Annexure 2:

Technical Specifications, to be considered responsive.

(d) MCA-N may inspect bidders’ premises and request from bidder’s copies of their recent

financial statements to determine their technical and financial capability to perform the

assignment.

(e) Failure to comply with the above conditions may render the Bid non-responsive.

Annex 1: Quotation Submission Form

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PRICING SCHEDULE

Supply and Installation of Electric Fencing on the Nabwa Cooperative Farm in the Caprivi Region

MCAN/COM/ITQ/2C02017-A

Item VAT Excluded VAT VAT Included

Material *

Labour

Transport

Total Excluding VAT

VAT @ 15%

Total Including VAT

*Please provide a breakdown of the materials to be used and unit prices on a separate page

Annex 2: Technical Specifications MCAN/COM/ITQ/2C02017-A

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TECHNICAL SPECIFICATIONS

Supply and Installation of Electric Fencing on the Nabwa Cooperative Farm in the Caprivi Region

Background and Location

The Kwandu, Mayuni and Mashi communal conservancies are among the five conservancies most

affected by Human Wildlife Conflict (HWC) in Namibia. Agricultural losses in these conservancies are

considerable and with the high dependence on agriculture in this region, these HWC incidences are

impacting on peoples livelihoods. Therefore the reduction of HWC would significantly improve the

livelihoods of people in the area. This human wildlife conflict mitigation project is therefore looking

at the Installation of an electric fence as one of the methods to reduce this HWC threat.

The Nambwa cooperative farm is situated within the Mashi Conservancy. This farm consists of 18

farmers situated close to Mudumu National park which is highly susceptible to HWC, especially crop

damage by elephant. These farmers have clustered their fields in a locally driven initiative which

pools their resources and improves management through economies of scale and therefore is an

ideal site for the Installation of the electric fence

Location

*Air Namibia has regular flights to Katima, flying time 4hrs

**Kongola is the closest settlement, fuel and shop with basic supplies availble

Distances:

Windhoek* – Kongola** 1100 km

Katima Mulilo- Kongola 117 km

Kongola – Site (Nambwa Farm) 15 km

Annex 2: Technical Specifications MCAN/COM/ITQ/2C02017-A

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Tehnical Specifications: Note: No present fence exists

• The fence should deter elephants, antelope, bushpigs and cattle.

• At least 4 strand fence consisting of 3 live wires and 1 earth wire. Any different design will be

considered.

• The strands should be the following height above ground level:

o Top strands 2m above ground level, (live and earth approx 15 cm apart)for

elephants

o Middle single strand

o Bottom single strand

• Strands should be at least 3mm in diameter. 2.24 Oval will also be considred.

• Poles should be not more than 15m apart and must be fire resistant.

• Straining posts should be not more than 500m apart and shall be fire resistant.

• Length of Fence: 10km enclosed.

• The solar system should provide suffient energy to maintain the electric fence 24 hours per

day and should last at least for 4 days if no electricity is generated due to weather or other

conditions.

• Energiser: Should discharge 8Joule Energy measured with 500Ohm ground resistance

• Fire resistant insulators must be used.

• Spares and repairs to the system should be easily available in Namibia.

• Fence capability should deter elephants and other wildlife.

• The Energiser and batteries shall be installed in a secure container like a shockbox. The

container shall provide adequate protection against vandalism, stealing and nature forces

(water and fire).

• The fence shall be properly earthed at regular spaced intervals to ensure best posible energy

transfer to an intruder.

• The Energiser and charging system shall be protected against lightning.

• The Contractor shall provide training to the local community to enable them to maintain and

test the fence and to carry out basic fault finding.

• The Contractor shall provide a High Tention voltage meter that can be used by the local

community to test the fence.

Potential Contractors must comply with the following conditions:

• Must have previous experience in installation of fences of a similar nature ( MCA-Namibia

reserves the right to substantiate this)

• Must have previous experience with electrical fencing in north east Namibia i.e. sandy soils

• Must have experience in working in remote areas.

• Have a good knowledge of electrical fencing products and components.

• Potential contractors need to submit detailed specifications for the:

� Fence design

� Equipment specifications

� Bill of Quantities

� Site costs related to the construction phase

• The successful contractor will be required to live on site during the construction phase.

• The contractor will be required to provide a 12 month Guarantee and Maintenance period.

• Be prepared to attend an Inception meeting in Windhoek once the contract has been signed.

Annex 3: Sample Purchase Order

r

PURCHASE ORDER FOR GOODS AND SERVICES

(INCLUDING WORKS)

Contract Date

Contract Code MCAN/COM/ITQ/2C02017-A

PURCHASER AND SUPPLIER DETAILS:

Purchaser Millennium Challenge Account Namibia Supplier

Physical Address 117 Sam Nujoma Drive Windhoek Physical Address

Postal Address 23005 Windhoek Postal Address

Telephone (061) 410400 Telephone

Fax (061) 410415 Fax

E-mail E-mail

Contact Contact

PRICE AND SCHEDULE OF SUPPLY:

Item Description Quantity Unit Price

(NAD) Total (NAD)

In the event of discrepancies between the Unit Price and Purchase Order Price, the

Purchase Order Price shall prevail.

Subtotal

VAT

Other taxes

Purchase Order Price

SPECIAL CONDITIONS:

AGREEMENT:

The Supplier agrees to Supply/Perform all Goods/Services set forth above and included by any Amendment and in any Solicitation cited

above for the fixed-price Purchase Order Price specified in accordance with the Standard Terms and Conditions set forth herein and in

any accompanying Solicitation as may have been issued. In the event of a conflict between the Standard Terms and Conditions of this

Purchase Order and any other document, this Purchase Order shall govern.

SIGNATURES: FOR SUPPLIER’S REFERENCE:

For the Purchaser For the Supplier

Supplier’s signature is not

required for purchase orders

with a value of less than

NAD15000.

The Supplier must read the Standard Terms and Conditions on

reverse prior to accepting this Purchase Order • All payments are

strictly in accordance with the Standard Terms and Conditions

unless otherwise authorized as a Special Condition above; should

you require alternative payment conditions, please notify MCA-N

prior to accepting this Purchase Order • Should you require any

other exception from the Standard Terms and Conditions, please

notify MCA-N prior to accepting this Purchase Order • A carbon

copy of the purchase order has the same legal power as the

original signed by MCA-N; should you require an original copy,

please notify MCA-N as indicated above

Annex 3: Sample Purchase Order

STANDARD TERMS AND CONDITIONS

1. FIXED PRICE: The prices indicated in this Purchase Order are firm and fixed, and not subject to any adjustment during Purchase

Order performance. The Supplier will not be paid an amount that exceeds the Purchase Order Price.

2. DELIVERY, INSTALLATION AND TESTING: The performance of this Purchase Order, including installation and testing if applicable,

will be completed within the period(s) indicated in the Special Conditions. The Goods will be delivered directly to the Schools

indicated in the attached Schedule of Destinations. If at any time during performance of this Purchase Order, the Supplier should

encounter conditions impeding timely performance of this Purchase Order, the Supplier shall promptly notify the Purchaser in

writing of the delay, it’s likely duration, and its cause. As soon as practicable after receipt of the Supplier’s notice, the Purchaser

shall evaluate the situation and may at its discretion extend the Supplier’s time of Purchase Order performance, in which case the

extension shall be ratified by the parties by amendment of the Purchase Order.

3. PAYMENT: 100% of the payment for each lot shall be made against the complete performance of each lot in the Purchase Order,

unless stated otherwise in the Special Conditions. All payments shall be made by check or by electronic bank transfer. To obtain

payment, the Supplier shall submit an invoice to the Purchaser. The Purchaser shall acknowledge the complete performance of the

Purchase Order by accepting the invoice. For all invoices properly submitted in accordance with this requirement, payment will be

made to the Supplier within thirty (30) days after the acceptance of the invoice by the Purchaser.

4. WARRANTY: If applicable, shall be as indicated as a Special Condition. For Goods, manufacturer’s standard warranty shall be the

minimum default warranty.

5. REQUIRED TECHNICAL SPECIFICATIONS: If applicable, shall be as indicated in the Price and Schedule of Supply.

6. FAILURE TO PERFORM: The Purchaser may cancel, at any time, this Purchase Order if the Supplier fails to perform the Purchase

Order in accordance with these Terms and Conditions.

7. LIQUIDATED DAMAGES: The Supplier agrees that failing to complete the performance of this Purchase Order, in part or in full

within the period(s) specified in the Purchase Order, the Purchaser shall, without prejudice to its other remedies under the Purchase

Order, deduct from the Purchase Order Price, as liquidated damages, a sum equivalent to one fourteenth percent (1/14th

%) of the

Purchase Order Price for each day of delay in provision of Goods or nonperformance of Services, until the actual delivery or

performance, up to a maximum deduction of five percent (5%) of the Purchase Order Price. Once the maximum is reached, the

Purchaser may consider canceling the Purchase Order.

8. CORRUPTION; FRAUD; COLLUSION; COERCION; AND PROHIBITED PRACTICES: The Purchaser requires that the Supplier observe the

highest standard of ethics during the procurement and execution of this Purchase Order. In addition, the Purchaser may cancel the

Purchase Order if it determines at any time that the Supplier engaged in corrupt, fraudulent, collusive, coercive or prohibited

practices during the selection process or the execution of the Purchase Order.

9. NOTICES: Any notice, request or consent given by one party to the other pursuant to the Purchase Order shall be in writing, to the

attention of the signatory of the Purchase Order, and sent to the address specified in the Purchase Order. A notice shall be effective

when delivered or on the notice’s effective date, whichever is later. A Party may change its address for notice hereunder by giving

the other Party notice in writing of such change sent to the address specified in the Purchase Order.

10. TAXES: The Purchase Order Price will include all Taxes as applicable and the Purchaser shall not be responsible for the payment of

any additional Taxes. The Purchase Order Price shall not be adjusted to account for such Taxes.

11. ELIGIBLE COUNTRIES: Persons or entities prohibited from participation in procurements funded with The World Bank assistance or

debarred or suspended from participation in procurements funded by the US Federal Government or otherwise prohibited by

applicable United States law or Executive Order or United States policies including under any then-existing anti-terrorist policies are

not applicable to receive funding under this Purchase Order. It is the legal responsibility of the Supplier to ensure compliance with

these Executive Orders and Laws.

12. ASSIGNMENT: This Purchase Order shall not be assigned by the Supplier to any third party without the expressed written consent

of Purchaser.

13. DISPUTES: In the event of any dispute, a claim by the Supplier must be made in writing and submitted to the authorized signatory

of this Purchase Order for a written decision. A claim by the Supplier is subject to a written decision, which shall be rendered within

60 days of receipt of the Supplier's claim. The decision rendered will be considered final unless appealed by the Supplier. The

Supplier will proceed with performance of this purchase order pending final resolution of any claim.

14. GOVERNING LAW: This Contract is governed by the MCA-N Procurement Rules, which are part of the Compact Agreement between

the Millennium Challenge Corporation and the Government of the Republic of Namibia.

15. NON-LIABILITY: The Purchaser does not assume any liability with respect to any third party claims for damages arising out of work

funded by this Purchase Order.