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  • Supply of Various Stationery, Design and Delivery of 2019 Christmas Cards and 2020 Calendars

    NEGOTIATED PROCEDURE

    REQUEST FOR BIDS (RFB)

    Reference Number: SADC/HR & ADMIN/11/2019

    Request for Bids Title: Supply of Various Stationery, Design and Delivery of 2019 Christmas Cards and 2020 Calendars

    Number of Lots: 3

    SADC Secretariat is inviting your company to submit a bids for Supply of Various Stationery, Design and Delivery of ChristmasCards-2019 Cards and Calendars-2020

    1.         You can only send one bid for Each Lot. However, Bidders are being requested to quote for ALL items under each Lot (s) to be considered responsive.

    LOT 1: Supply of Various Stationery

    Quantity

    Description

    500

    Accessible files (80 per box)-blue

    500

    Create a cover Bantex  files1223-blue (25 per box)

                            

    200

     

    Create a cover Bantex files1498-blue (15 per box)

    225

    Bantex files1450 -red, lime, green

    200

     

    Quotation Folders Bantex A4,3200 -blue

    500 reams

    Photocopying Paper A4-White (5 reams per box)

    100 reams

    Photocopying Paper A4-Coloured (5 reams per box)

    10

    Giant Puncher

    5

    Puncher Blades (R8013 & R8033)

    5

     Puncher Discs (R8013 & R8033)

    50

    Memory sticks 8GB

    10

    Paper Pro Stapler No. 56 (10 per box)

    10

    Staples No. 56 (10 per box)

    15

    Rubber bands ( 10 per packet)

    60

    100 x 500mm Self Adhesive Labels

    50

    76 x76mm Self stick on notes (10 per box)

    50

    76 x127mm Self stick on notes (10 per box)

    150

    Buff Packaging tape

    30 reams

    Photocopying Paper A3-White

    LOT 2: Design and Delivery of 2019 Christmas Cards

    Quantity

    Description

     

    350

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    600                                                        

             

    Size: 210mm x 295 mm

    Stock: 300 gsm curious metal Gold

    Finish: Matte

    Colour: Full bleed

    Layout: Landscape

    Placement of SADC Logo

     

    Inside Insert:

    Placement: Tied in with a Gold Ribbon

    Stock: Translucent 90gsm

     

    Other Requirements:

     

    i)  200 cards with salutation from the     Executive Secretary

     

    Text: English/Portuguese/French to be Provided by the SADC Secretariat

     

    Font & Font Size + colour: to be Provided by the SADC Secretariat

     

    ii) 150 cards bearing same design but without salutation

     

    An electronic version of the card should be made available to the Secretariat

     

    Your quotation should be accompanied by three (3 no.) designs from which the best shall be picked and improved.

     

    A5 SADC logo branded white envelopes

     

    LOT 3: Design and Delivery of 2020 Calendars

    Quantity

    Description

    1500

    PYRAMID CALENDAR 12 leaves wiro bound, 200 mm x 180 mm, Repro, print and trim on glossy paper 230 gsm, full colour, wiro bound with a three thousand microns hard backing board, collate 12 leaves and wiro bound along 180 mm edge with plain backing, landscape, design in full colour. Contains holidays for SADC Member States

    600

    A2 DESK CALENDAR 12 leaves wiro bound, Repro, print and trim on glossy paper 230 gsm, full colour, paste to 600 micron backing board, pad at head A2 landscape, 2 x PVC corners, design in full colour.

    Contains holidays for SADC Member States.

     

    An electronic version of the Calendars should be made available to the Secretariat

    2.         Your quotation in sealed envelope, clearly marked “Supply of Various Stationery, Design and Delivery of Christmas Cards-2019 and Calendars-2020” should be addressed to ;

               Attention I. Moatshe

    Head – Procurement unit

    SADC Secretariat

    Plot 54385 CBD

    Gaborone

    moreover, be dropped in the Tender Box situated at the reception of the above address.

    Each Bid must be registered in the Bid depositing Register that is located at the Reception.

    3.       The deadline for submission of your quotation, to the address indicated in Paragraph 3 is: Friday 29th November 2019, 1600Hours

    Late Bids will be rejected.

    Bids will be opened immediately after closing.

    4.       Bids by Fax or E-mail are not acceptable.

    5.       Your bids should be submitted as per the following instructions;

    (i)              PRICES: The prices should be quoted in the local currency, including all duties attached to the sale of the goods (such as VAT, customs duties, etc.) and transport to the final destination, which is SADC Secretariat Headquarters, Gaborone, Botswana.

    (ii)             SUBMISSION OF MANDATORY DOCUMENTS: Bids should be accompanied by the following documents: valid copies of Certificate of Incorporation, Trading Licence, Tax Clearance, PPADB Certificate, Banking Details and VAT certificates.

    (iii)           EVALUATION AND AWARD OF PURCHASE ORDER: Bids determined to be administrative (see Paragraph 2,3,4,5 and 6) and technically compliant to the requirements will be evaluated by comparison of their prices per lot (defined as above). The award will be made to the bidder offering an administratively and technically compliant quotation at the lowest total price for each lot separately.

    (iv)           VALIDITY OF THE OFFER: Your bids should be valid for a period of 90 days from the date of deadline for submission of bids indicated in Paragraph 4 above.

    6.       The goods are expected to be delivered at the address indicated below within a maximum period of 3 days for Lot 1 and 14 days for Lot 2 &3from the signature of the Purchase Order. Specific delivery period must be indicated for each lot and this is very critical.

    7.       Additional information and clarifications can be requested in writing, no later than a day prior to deadline indicated in the paragraph 4 above, from:     

    Procuring entity: SADC Secretariat

                        Contact person: Isaac Moatshe

                        Telephone: +267 3951863

                        Fax: +267 3972848

                        E-mail:  imoatshe@sadc.int; tlengoasa@sadc.int;

    Sincerely,

    ___________________________

    Name: Isaac Moatshe

    For/Head of Procurement

    Date: 22nd November 2019