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  • PROCUREMENT OF MEDALS IN HONOUR OF SADC FOUNDERS

    NEGOTIATED PROCEDURE

    REQUEST FOR BIDS (RFB)

    Reference Number: : SADC/3/5/2/41

    RFB Title:  PROCUREMENT OF MEDALS IN HONOUR OF SADC FOUNDERS

           Contract Title: PROCUREMENT OF MEDALS IN HONOUR OF SADC FOUNDERS

    1. SADC Secretariat is inviting  companies  to submit a bids  for the Supply of the following :

    Requirement:            One supplier must quote for all items listed below and failure to quote for all items will lead to the disqualification of the submitted bid . Similarly, suppliers who fail to quote for all the requested items will disqualified outrightly.

    Bidders are expected to strictly comply with the following requirements when quoting for all required Items.

    (i)              Accurately quote for exactly the same material as shown in the description and specificationin Table 1  Alternative quotes are not allowed;

    Table 1 Specifications for Layout, Design and Production of medals

    Item

    Description and Specification

    Quantity

    Unit of measure

     

    1.

    Design and Production of medals in honour of SADC founders, the front of the medals must feature an image of each SADC Founder, Shape of the medal must be circular, Diameter – Minimum of 60mm, Thickness – Minimum of 3mm, of silver and/or bronze materials, the name of each SADC Founder should be written on each medal with the wording "Towards a common Future" below in circular, Engrave name of Head of State and and "Towards a common Future" on front. The name of the founders are;- His Excellencies; Julius Nyerere of Tanzania, Kenneth Kaunda of Zambia, King Sobhuza II of Eswatini, Seretse Khama of Botswana, António Agostinho Neto of Angola, Robert Gabriel Mugabe of Zimbabwe, Samora Machel of Mozambique, Dr Kamuzu Banda of Malawi and King Moshoeshoe II of Lesotho.

    Note: Service providers are required to attach a design mock-up of each badge for evaluation purposes.

     

    nine (9)

     

     

    2.

    Material supporting the medals  should be strings, high quality and heavy duty polyester, non-wrinkle lanyard straps, diameter 30mm, in three colours, Reflex blue, Green and Gold, length of 1000mm per string.

    Note: Service providers are required to attach a design mock-up of each badge for evaluation purposes.

     

    nine (9)

     

     

    3.

    Navy Blue/ black executive presentation boxes engraved with a solid silver and/or bronze plated metal SADC logo emblem, the lettering will be sunk frosted, SADC emblem engraved and fitted on top of box for each medal, measuring approximately 80mm x 80mm

    Note: Service providers are required to attach a design mock-up of each badge for evaluation purposes.

     

    nine (9)

     

     

    Note the following:

    i)                All above goods must be brand new and supplied in good condition and has not reached or is not nearing its end of use or expiry date.

    ii)              Service providers are required to present a design mock-up on A4 papers in colour (medals specficatiosn 1 to 3) of how the final product would look like.

    iii)             Bidders who do not provide acurate design mock-ups of final products for the items above stated will automatically be disqualified at Technical Evaluation and will therefore not considered for Financial Evaluation. Comprehensive printing information/ details and notes are required for evaluation purposes.

    2. You should send only one quotation for this requirement.

    3. Your quotation should be addressed to this email: medals@sadc.int  Procurement Unit with full details stipulated in 4. Quotations addressed to any other email receipients will not be considered.

    Below :

    4. Quotations should be sent to: medals@sadc.int please note only bids submitted to this email will be considered.

    For inqury or additional information and/or clarification please direct the inquiries to: tlengoasa@sadc.int; ktunda@sadc.int; lmpho@sadc.int;tenders@sadc.int

    5. The deadline for submission of your quotation to the email addresses indicated in Paragraph 4 above is: 3rd November  2021; 15:00hrs bids submitted after the closing date and time will be rejected.

    6.         Your quotation should be submitted as per the following instructions, and in accordance with the Terms and Conditions of the Standard Purchase Order for SADC which is available on request.

    (i)        PRICES: The prices should be convertible to the local Botswana Pula  Pula currency including all duties attached to the sale of the goods (such as VAT, customs duties, etc) and transport to the final destination.

    (ii)       EVALUATION AND AWARD OF PURCHASE ORDER: Quotes determined to be administrative (see Paragraph 1,2,3,4 and 5 and technically compliant to the requirements will be evaluated by comparison of their prices. The award will be made to the bidder offering an administratively and technically compliant quotation at the lowest total price.

                The bidders should submit VALID certificate of incorporation , Valid and RELEVANT Trading License Certificate,  and  Valid Tax Clearance Certificate ,Valid VAT where applicable Certificate  or Exemption certificate

    (ii)            VALIDITY OF THE OFFER: Your quotations should be valid for a period of 90 days from the date of deadline for submission of quotation indicated in Paragraph 5 above.

    (iii)           Indicate that all above goods are brand new, supplied in good condition and has not reached or is not nearing its end of use or expiry date.

    7.         The Delivery MUST be stipulated in the quotation .  

    Deadline for request for  clarifications is 22nd October 2021 at  15:30hrs

    Deadline for to the request for clarificatiions responses will be providedon the 29th October  2021 at  16:30hrs

    9.        Minimum of three references from the clients where similar goods has been supplied.MUST BE SUBMITTED

    Bidders are required to quote for all items.

    Finacial proposal Template   

    QTY

    Description

    Unit Price

    Total

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    Subtotal

     

    VAT

     

    Total

     

    Once corrections or adjustments have been applied, the Financial Proposal shall be adjusted with the Regional Preference if applicable.

    The Procuring Entity shall grant a margin of preference in the evaluation of bids from companies from the SADC region when compared to bids from elsewhere.

    The margin of Prefence shall be calculated as a Maximum fifteen percent (15%) discount to the evaluated total price.

    In case of a Consortium, the quality for the regional and the companies providing at least 50% of the goods offered must be from the Region.

    The final Selection for the provision of based on the lowest quoted price per lot. This selection will be from those who would have passed the Technical Stage.

    ……………………………………….

    Mr.Purpose Chifani

    Head of Procurement Unit