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  • PROVISION OF MARQUEE AND DÉCOR TENT SERVICES

    NEGOTIATION PROCEDURE

    REQUEST FOR BIDS (RFB)

    Reference Number: PRU/01/2020

    RFB Title: PROVISION OF MARQUEE AND DÉCOR TENT SERVICES

           Contract Title: PROVISION OF MARQUEE AND DÉCOR TENT SERVICES

    Dear Sir/Madam,

    1.     The SADC Secretariat is inviting suitable and qualified companies to submit bids for provision of Marquee and Décor Tent services.

    #

    Description

    Quantity

    Unit Price

    Total

    1.

    White marquee/ tent to be erected on the eve of the event at the SADC Secretariat Head office, Gaborone, CBD.

    1

     

     

    2.

     Green carpet for marquee

    1

     

     

    3.

    Red carpet for VIP

    1

     

     

    4.

    Gold trimmed louis chairs cushioned

    250

     

     

    5.

    Square table

    25

     

     

    6.

    Linen

    25

     

     

    7.

    Table cloths

    25

     

     

    8.

    Runners

    25

     

     

    9.

    Napkins with rings

    250

     

     

    10.

    Table numbers

    25

     

     

    11.

    Stage and covers (stage carpet and skirt)

    1

     

     

    12.

    Centre pieces for tables

    25

     

     

    13.

    Top table arrangement

    1

     

     

    14.

    Gold forks

    250

     

     

    15.

    Wine glasses-gold

    250

     

     

    16.

    Gold trimmed under plates

    250

     

     

    17.

    Gold knives

    250

     

     

    18.

    Back drop with SADC Logo

    1

     

     

    19.

    Red Carpet (15m)

    1

     

     

    20.

    White draping for tent

    1

     

     

    21.

    Yellow/green/blue skirt

    1

     

     

    22.

    Centre piece flower with predominant SADC colours (Navy Blue, Gold and Green)

    4

     

     

    23.

    Boutonnières with predominant SADC colours (Navy Blue, Gold and Green).

    10

     

     

    24.

    Bouquet of flowers with predominant SADC colours (Navy Blue, Gold and Green)

    1

     

     

    2.     Your submission, in the required format (See Annex 2 to this RFQ), should be addressed and submitted in a sealed envelope, marked as follows;

    PRU/01/2020

    PROVISION OF MARQUEE AND DÉCOR TENT SERVICES

    The Head of Procurement

    SADC Secretariat

    Plot 54385 CBD

    Private Bag 0095

    Gaborone6

    Botswana

    Attention: Mr. Purpose Chifani

    3.   The deadline for submission of your quotations, to the address above is Thursday 30th January 2020, 15:00hours local time.

    4.   All quotations should be dropped in the Tender Box at the Reception and quotations by E-mail or fax will NOT be accepted.

    5.   Your quotation(s) should be submitted as per the following instructions, and in accordance with the Terms and Conditions of the Standard Purchase Order.:

    i.          PRICES: The prices should be quoted CIP (as per Incoterms 2010) in the local currency, including all duties attached to the sale (such as VAT, customs duties, etc.) and transport to the final destination.

    ii.          EVALUATION AND AWARD OF PURCHASE ORDER: Quotations determined to be administratively (see Paragraph 2, 4, 5 and 6) 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 administrative and technical compliant quotation at the lowest evaluated total price.

    iii.          VALIDITY OF THE OFFER: Your quotation should be valid for a period of 90 days from the date of submission of quotation indicated in Paragraph 4 above.
    iv.           DOCUMENTS TO BE ATTACHED: Current Tax Clearance Certificate, PPADB Certificate, Banking Details, Trading Licence and Certificate of Incorporation.

    6.   The items are expected to be delivered at the address indicated in the Paragraph 3 above within 3 calendar days from the signature of the Purchase Order/Contract. The terms and conditions of the Purchase Order are available on request prior to submission of quotations.

    7    Additional request for information and clarifications can be made, no later than 5 days prior to deadline indicated in the paragraph 4 above, from:

                Procuring entity: SADC Secretariat

                Contact person: Mr. Purpose Chifani

                Telephone: +2673951863

                Fax: +2673972848

                E-mail: pchifani@sadc.int; lmpho@sadc.int;pmmolai@sadc.int

    ANNEXES:

    ANNEX 1: Technical Specifications

    ANNEX 2: Bid Form 

    Sincerely,

    Purpose Chifani MCIPS

    Procurement Officer

    20th January 2020