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  • REQUEST FOR EXPRESSION OF INTEREST (EOI): STRENGTHENING OF SADC REGIONAL DISASTER PREPAREDNESS AND RESPONSE INSTITUTIONAL AND COORDINATION MECHANISMS

    REQUEST FOR EXPRESSION OF INTEREST (EOI):

    SADC SECRETARIAT

    STRENGTHENING OF SADC REGIONAL DISASTER PREPAREDNESS AND RESPONSE INSTITUTIONAL AND COORDINATION MECHANISMS

    TENDER NO. SADC/3/5/2/55

    JUNE 2019

    1.0       Background

    The SADC Secretariat has received a grant from the World Bank, which is part of the Strengthening Disaster Resilience in Sub-Saharan Africa Program, an initiative of the African, Caribbean, Pacific Group of States, financed by the European Union and implemented by the World Bank.

    The Secretariat intends to use part of the grant to finance a consultancy to SUPPORT THE STRENGTHENING OF SADC REGIONAL DISASTER PREPAREDNESS AND RESPONSE INSTITUTIONAL AND COORDINATION MECHANISMS.

    The overall objective of this assignment is to strengthen the SADC regional disaster preparedness and response coordination and institutional mechanisms and improve the necessary technical and financing capacities, and beneficiation by the SADC Member States, researchers and academia, civil society organizations and the private sector in the region, and more importantly, vulnerable communities.

    The consultancy has the following main objectives to:

    a)     Review the SADC region response and preparedness, map humanitarian resources and produce illustrative material for effective coordination of disaster preparedness and response

    b)     Develop the SADC Humanitarian and Emergency Operations Centre (SHOC) and Standard Operating Procedures (SOPs) as well as a Regional Emergency Roster.

    c)     Develop Emergency Response Team (ERT) training modules and training for the SADC Members States emergency response essential kits and tools for knowledge management and information sharing.

    d)     Develop hazard-based Simulation Exercises Guidelines and conduct country and regional level disaster simulation exercises.

    e)     Propose provisions for the establishment of a SADC Regional Disaster Preparedness Fund and develop a Resource Mobilization Strategy for enhanced humanitarian preparedness and sustainability plan.

    The assignment is expected to last six (6) months, starting September 2019.

    The SADC Secretariat now invites eligible consultants to indicate their interest in providing the services. Interested consultants must provide information indicating that they are qualified to perform the services (brochures, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc.). Consultants may associate to enhance their qualifications.

    2.0       Shortlisting criteria:

    2.1       Eligibility: The consultant must submit notarized or certified copies of Certificate of incorporation or Proof of Registration of the consulting firm, Directorship of the company, and a Company Profile. The consultant must have a valid copy of Tax Clearance Certificate from its country of operation. The consultant must submit a sworn statement statement issued by the applicant in front of a judicial or administrative authority, a notary or a qualified professional body from the applicant’s country confirming they are in compliant with the Bank’s Policy on conflict of interest. (Articles 3.14 to 3.17 of the World Bank Procurement Regulations for IPF Borrowers (Regulations), revised July 2016, attached to this notice. In case of a Joint Venture (JV), a Copy of the JV Agreement is required to which all parties signed and each member is required to comply with all requirements on eligibility.

    2.2       Relevant experience in similar assignments and environments:

    1. The consulting firm must provide information on similar projects undertaken within the past ten (10) years with a brief description of each project, funding source(s), contract amount and the employer;
    2.  The consultant must have completed at least one (1) similar project (STRENGTHENING OF SADC REGIONAL DISASTER PREPAREDNESS AND RESPONSE INSTITUTIONAL AND COORDINATION MECHANISMS as a lead consultant) in terms of scope, complexity and value within the past 10 years.

    Consultants may associate with other firms in the form of a joint venture or a sub-consultancy to enhance their qualifications and certified copies of references must be attached.

    2.3       Availability of appropriate skills among staff related to the assignment:

    Evidence of appropriate skills for Project Team Leader (Strategic leadership, financial management, extensive proven experience in developing and/or implementing Disaster related strategy/policy framework especially in developing countries) and other staff to be engaged as per the Terms of Reference should be demonstrated.

    3.0       Scope of Services:

    The Consultant will undertake the assignment for STRENGTHENING OF SADC REGIONAL DISASTER PREPAREDNESS AND RESPONSE INSTITUTIONAL AND COORDINATION MECHANISMS and provide the following expertise: Project management, GIS and Hazard Mapping, Contingency Planning and Simulation, Humanitarian Law and Legislation, data base management/open data management,  

    Communication and Knowledge management, Disaster and Contingency Fund development and management, ICT Systems and Networks Expertise, Training facilitators.

    A complete version of the terms of reference is available on request.

    4.0       Submission of EOI

    Interested parties are required to submit one (1) original and four (4) copies of the Expression of Interest document in one sealed envelope marked “Expression of Interest - STRENGTHENING OF SADC REGIONAL DISASTER PREPAREDNESS AND RESPONSE INSTITUTIONAL AND COORDINATION MECHANISMS” to:

    The Chairperson, The SADC External Tender Committee

    SADC Secretariat, Western Commercial Road (near Lobatse and Siboni Roads)

    CBD Plot 54385, Gaborone, Botswana.

    It is the responsibility of the bidder to obtain a receipt and to ensure that the bidding documents are placed in the tender box.

    Expression of interest documents are to be hand delivered or couriered to the above address before or by 17 JULY 2019, Time: 16:00 Hours local time Gaborone, Botswana. LATE SUBMISSIONS and EOI NOT IN ENGLISH WILL NOT BE ACCEPTED, neither will submissions received via telephone, telex or facsimile.

    5.0       Selection Criteria

    Shortlisting of the Consulting firms will be carried out according to the World Bank Procurement Regulations for IPF Borrowers (Regulations), revised July 2016 ("Consultant Guidelines").

    The attention of interested Consultants is drawn to paragraph 3.16 and 3.17 of the Regulations setting forth the World Bank's policy on conflict of interest. A consultancy firm will be selected in accordance with the Quality and Cost Based Selection (QCBS) method set out in the Regulations.

    Interested “companies/firms” may seek clarification or/and additional information concerning this contract, only in writing and by latest FRIDAY, 5TH JULY 2019 at 16:00 Hours Local Time, from the following contact points.

    The Head of Procurement, SADC Secretariat

    CBD Plot 54385, Gaborone, Botswana

    Email: ggwaza@sadc.int; ndlamini@sadc.int ; tluka@sadc.int

    All notifications concerning this procurement process, including: notification of the results of the evaluation or cancellation notices, responses to clarifications, will be published on the SADC Secretariat website : www.sadc.int 

    The SADC Secretariat reserves the right to accept or reject any or all applications or to cancel the entire proceedings without giving any reasons whatsoever.