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  • CONFERENCE FACILITIES FOR USE BY THE SADC ELECTORAL OBSERVATION MISSION (SEOM) DURING THE 2019 TRIPARTITE ELECTIONS IN THE REPUBLIC OF MALAWI IN 2019

    REQUEST FOR QUOTATIONS (RFQ)

    CONFERENCE FACILITIES FOR USE BY THE SADC ELECTORAL OBSERVATION MISSION (SEOM) DURING THE 2019 TRIPARTITE ELECTIONS IN THE

    REPUBLIC OF MALAWI IN 2019

    SADC/ORGAN/MALAWI 2/2019

     

    Dear Sir / Madam:

    Request for Quotations (RFQ) Conference Facilitiesfor use by the SADC Electoral Observation Mission (SEOM) during the 2019 Tripartite Elections in the Republic of Malawi in 2019

     

    1. We kindly request you to submit your quotation for “Provision of Conference Facilities as detailed in the attached Specification. 

    Description

    Quantities

    Period

    Provision of Conference Facilities for SEOM Malawi 2019

    As indicated in the Specification

    33 days

     


    Additional requirements: Bids should be accompanied by minimum of 3 references where similar services have been rendered.

      

    2. You must quote for all items and quantities indicated in each lot of this RFQ. You are required to submit only one quotation for these services.

     

    3. Your quotation, on an official letterhead in the required format (See Annex 2 to this RFQ), should be addressed and submitted to:  

     

    Head of Procurement

    SADC Secretariat

    Plot 54385 New CBD

    Private Bag 0095

    Gaborone, Botswana

    Tel: +267 3951863/ +267 364 1787

    Fax: +267 397 2848/318 10

    Email: pchifani@sadc.int

     

    4. The deadline for submission of quotations, to the address indicated in Paragraph 3 is: Friday 12th April 2019 at 15:00 hrs Local Time.

    Proposals submitted by E-mail are acceptable and should be submitted to malawiseomconference2019@sadc.int. by the deadline in Paragraph 4 above

    The Physical address to hand deliver bids is as above.

    Late Bids will be rejected

     

    5. Quotation(s) shall be submitted as per the following instructions, and in accordance with the Terms and Conditions of the Standard Purchase Order attached as Annex 3 to this RFQ:

    5.1               The hiring of Conference Facilities shall be for a minimum of six (6) days and maximum of thirty three (33) days, depending on the requirements of the SEOM.

    5.2               The Conference Facilities is to be made available on receipt of the official letter of acceptance issued by the SADC Secretariat.

    5.3               The hiring Conference Facilities shall be for all days of the week, that is, Mondays to Sundays, both days inclusive, and also including Public or National Holidays, in respect of which a uniform rate has to be offered.

    5.4               Bidders are requested to quote the all-inclusive daily rate to be charged for the hiring of Conference facilities.

    5.5               The rates offered should be in US$ (VAT inclusive).

    5.6               All duties and any other taxes applicable to their importation shall be included in the price.

    5.7         EVALUATION AND AWARD OF CONTRACT: Quotations determined to be administratively (see Paragraph 2, 3, 4, 5, 6 and 7) and technically compliant to the requirements will be evaluated by comparison of their prices (defined as above). The award will be made to the bidder offering an administratively and technically compliant quotation at the lowest total price.

    5.8         VALIDITY OF THE OFFER: Your quotation must be valid for a period of 120 days from the quotation submission deadline as indicated in Paragraph 5 above.

     

    6. Additional information and clarifications can be requested no later than 3 days prior to submission deadline as indicated in the paragraph 5 above, from:

    Mr. Purpose Chifani

    Email: pchifani@sadc.int

    SADC Secretariat

    Plot 54385 New CBD

    Private Bag 0095

    Gaborone, Botswana

    Tel: +267 3951863/ +267 364 1787

    Fax: +267 397 2848/318 1070

     

    ANNEXES:

    ANNEX 1: Technical Specifications

    ANNEX 2: Quotation Form

     

    Sincerely,

    _______________________________________
    Name: Mr Purpose Chifani
    Title: Procurement Officer
    Date: 4th April  2019