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  • Development of Strategic Plan for SEAC

    Reference number:              83374130

    Processing no.:                  17.2034.1.020.00

    Project name:                     SADC/GIZ CESARE Peace, Security and Good Governance

    Project title:                       Development of Strategic Plan for SEAC  

    Country:                             Botswana

    Dear Sir/Madam,

    The German International Cooperation (GIZ) supports the SADC Organ Directorate – Peace, Security and Good Governance, in the implementation of The SADC Regional Indicative Strategic Development Plan (RISDP-2020-2030). The SADC Electoral Advisory Council (SEAC) was established in 2005 in terms of Article 9.2 of the SADC Treaty, and was formally constituted in August 2010 as the SADC advisory body on issues pertaining to elections and the enhancement of democracy and good governance. SEAC’s relevance is seen in its potential to ensure electoral accountability; enhancing understanding of electoral processes and building a broad consensus across the region on common electoral standards; strengthening SADC observer missions; building confidence in electoral processes and providing a platform for sharing of best practices in electoral processes across the Region. In this role, the SEAC amongst supports the entire electoral cycle activities of the SADC Electoral Observation Missions (SEOMs), as well conducting other non-electoral cycle activities such as regular technical advisories and electoral capacity building in Member States.

    In terms of paragraph 1.2.3(iv) of its Structure, Rules and Procedures, SEAC is also tasked with the development of a five-year strategic plan driven by annual workplans. In this regard, SEAC implemented its activities in accordance with the SEAC Strategic Plan 2016-2020.

    Against this backdrop, that GIZ CESARE-PSGG is looking for an individual consultant (within the SADC region only) to develop five-year strategic plan for SEAC.

    For more detailed information please refer to the attached Terms of Reference (TOR Annex 1)

    Submission deadline

    Should you be interested in implementing the tasks according the Specifications (Annex 1), please submit your bid in three (3) copies at GIZ office latest by Tuesday 23rd February 2021, 14:00 p.m. Please note that tender bids submitted by email will not be accepted. Kindly send your tender bids by courier or hand deliver to:

    Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

    GIZ Office Gaborone
    1st Floor, South Wing, Morula House

    Plot 54358, New CBD

    Gaborone, Botswana or

    Private Bag X12 Village, Gaborone

    Labelling of offer

    Your bid, comprising the technical offer and the price offer, must be clearly marked as such and submitted in a package containing two envelopes. The price offer must always be separate from the technical offer and placed in a separate envelope. Kindly send 1 original and 2 copies of technical offers and 1 (one) financial offer.

    The envelope containing the price offer using the financial offer form (Annex 3) with the bidder’s name on the right corner must be sealed and be labelled as follows:

    Price offer for:

    Development of Strategic Plan for SEAC

    Reference number: 83374130
    – to be opened by GIZ procurement unit only –

    The envelope containing the technical offer with the bidder’s name on the right corner must be sealed and be labelled as follows:

    Technical offer for:

     Development of Strategic Plan for SEAC   

    Reference number 83374130
    – to be opened by GIZ evaluation team & Procurement Unit –

    Interested bidders are requested to submit technical offer based on the criteria of the assessment grid (Annex 2) and their latest CV. The technical offer should not exceed four pages, including interpretation of the assignment, work plan and proposed methodology/strategy. The CV is excluded from the four paged technical bid.

    The outer package with the bidder’s company name on the right corner must be labelled as:

    Bidding documents for:

    Consultant to Develop Strategic Plan for SEAC

    Reference number 83374130

    – to be opened by GIZ Office and the Project –

    Price offer

    The price offer must be submitted in accordance with the attached format for the price offer and General Terms and Conditions.  Personnel costs should be shown per expert assigned for the measure.  Travel costs and all other costs must be shown separately.  All communication related costs, stationery and printing costs for reports must be included in the calculation.  Please submit your offer in the currency of your country; during the financial evaluation the amounts will be converted using the exchange rate of the day from the converter InforEuro:http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm

    Alternative offers

    No alternative offers are permitted.

    Procedural questions

    Please address any commercial, technical and procedural questions at an early stage. Questions will be answered if they are received at the latest five working days before the closing of the tender. Questions have to be raised in writing, by email only to:

    Ms Dimpho Keitseng
    +267-3959750 or

    Non-compliance may result in your bid not being considered.

    Evaluation of Offer

    After the final technical evaluation, technical offers scored 500 points and above only their financial bids will be opened and evaluated. Technical offers below 500 points will be considered as technically not acceptable. The weightings are as below for Technical (T) and Financial (F);

    T: 70%, the price offer and F: 30%. The following formula will be used:

    The contract will be awarded to the bidder with the highest score (Technical plus Financial weighing), and in case of achieving the same score, a priority is given to the bidder who submitted their bid earlier. Contractual negotiations are generally commenced with the bidder achieving the highest score. Should these negotiations not be successful, the second highest scorer on the list shall be invited to commence negotiations.

    Date of decision to award contract

    For procedural reasons, no information on the status of the evaluation will be given pending the decision on contract award. We would therefore ask you to refrain from making enquiries about this. Only the winning bidder will be informed.

    Acceptance period and Commencement of work

    Please note that you are bound by your bid for 90 days.

    GIZ also reserves the right to cancel the bid entirely.

    GIZ reserves the right to accept, reject and/or cancel any or part of the bid.

    Yours truly,


    1. Terms of Reference;
    2. Technical Assessment Grid
    3. Budget allocation form (for financial proposal)
    4. GIZ General Terms of contract