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  • Procurement of Single Framework Contracts for the Provision of Travel and Events Management Services to the SADC Secretariat

    Invitation for Pre-qualification

    Procurement of Single Framework Contracts for the Provision of Travel and Events Management Services to the SADC Secretariat

    Reference Number 

    SADC/FWC/TRAVEL&EVENTMGT/01/2015

    Procurement entity

    SADC SECRETARIAT

    Number and titles of lots: Two (2) lots

    Lot 1: Framework Contract for the Provision of Travel Management Services to the SADC Secretariat

    Lot 2: Framework Contract for the Provision of Events Management Services to the SADC Secretariat

    Location 

    SADC Secretariat, Western Commercial Road (near Lobatse and Seboni Roads), CBD Plot 54385, Private Bag 0095, Gaborone, BOTSWANA, and travel within the SADC region.

    Maximum Indicative budget

    The maximum indicative budget for both lots is US$15,000,000. The indicative budget for each single framework contract is US$7,500,000.

    1. This Invitation for Prequalification follows the General Procurement Notice that appeared on SADC Secretariat website, the DG Market website and the UN Development Business online in APRIL 2015.

    2. SADC is looking for the services of reputable firms to undertake all its travel and events management arrangements. The Secretariat wishes to enter into two single framework contracts with service provider(s) for a minimum period of 24 months.

    The two single framework contracts are

    Lot 1: Framework Contract for the Provision of Travel Management Services to the SADC Secretariat

    Lot 2: Framework Contract for the Provision of Events Management Services to the SADC Secretariat

    The activities of the SADC Secretariat are regionally based and the staff members need to travel accordingly. Travel management, as referred to in this TOR, shall apply to all movements or journey of SADC staff and Member States representatives from one place to another for official business purposes, both international and domestic. This travel includes both air and ground transport. These official purposes include, but need not be limited, to the following:

    a) Official missions, meetings and various national and international events;

    b) Travel for Interviews for both candidates and member states;

    c) Travel on Appointment and repatriation of staff and family members;

    d) Travel for Home leaves / Home passage, and educational leaves; and

    e) Visits to project sites, by either SADC staff or counterparts, or other entities involved in execution of various SADC undertakings.

    Similarly, Events Management, as referred to in this TOR, shall apply to the management of SADC events such as meetings, conferences, or workshops. It involves understanding the target audience, devising the event concept, planning the logistics and coordinating the technical aspects leading to the event. Planning and coordinating the event may include budgeting, site selection, acquiring necessary permits, coordinating transportation and parking, arranging for speakers or entertainers, arranging decor, event security, catering and emergency plans.

    The services required under Event management will relate, but are not limited to, the following key activities:

    • Hire of Venues for meetings/conferences/workshops in the SADC Region;
    • Hire of Conference packages;
    • Hire of Simultaneous Interpretation Equipment services at the above mentioned meetings /conferences /workshops
    • Hire of Interpretation services at the above mentioned meetings /conferences /workshops;
    • Hire of Translation services required at the above mentioned meetings /conferences /workshops
    • Hire of photocopying and document reproduction services

    Objective of assignment

    The overall objective of this assignment is to procure the services of reputable firms through single framework contracts to manage ALL travel and event management requirements for the SADC Secretariat for the period of the contract.

    The SADC Secretariat now invites interested reputable firms to submit Applications for prequalification for the following contracts:

    Lot 1: Framework Contract for the Provision of Travel Management Services to the SADC Secretariat

    Lot 2: Framework Contract for the Provision of Events Management Services to the SADC Secretariat

    Contracting third party service providers and making payments will be a significant component of these Framework contracts. The service provider will liaise closely with the SADC Secretariat before concluding contracts/making payments.

    The SADC Secretariat will assist the service providers with identification of participants and suitable venues for meetings. The SADC Secretariat also maintains a list of recommended interpreters/translators and Simultaneous Interpretation Equipment providers.

    Detailed terms of reference will be made available to short-listed companies. It is anticipated that the selected firm for each framework contract will base at least one staff member permanently at the SADC Secretariat Headquarters in Gaborone.

    7. More details on the scope of the contract(s) are provided in the Prequalification document which can be downloaded, free of charge, from the SADC website: www.sadc.int

    8. The procurement method used for this contract is Quality and Cost Based Selection under the International Restricted Tender as defined in the SADC Secretariat Procurement Guidelines, August 2011 edition available on the Procurement documentation page of the SADC website.

    9. The Invitation for Prequalification is open to all companies/firms which satisfy the eligibility and qualification requirements stated in section III of the Prequalification document.

    10. The closing time and date for submission of the Applications at the address indicated in the Prequalification Document is 14:00hrs local time on 24 June 2015. Applications for prequalification received after this time and date, or submitted otherwise than indicated in the Prequalification Document, shall not be considered and shall be returned unopened.

    11. All notifications concerning this procurement process, including: Prequalification Document, modification of the Prequalification Document, results of the evaluation, shortlisting or cancellation notices, requests for clarification and the respective responses will be published on the following website: https://www.sadc.int/opportunities/procurement/open-procurement-opportunities/

    12. Interested companies/firms may seek clarification or/and additional information concerning this prequalification, only in writing (or by email) and by latest 16:30hrs local time Wednesday, 10th June 2015 from the following contact points:

    Head of Procurement 
    Southern African Development Community (SADC) Secretariat
    CBD Plot 54385
    Room DGP11 on Ground Floor
    City: Gaborone 
    Country: Botswana
    Phone: +2673951863
    Fax: +2673972848/3181070

    Email: smmadi@sadc.int
    Attention: Mr. Snowden Mmadi

    With copy to: tluka@sadc.int Attention: Mr. Ted Peter Luka

    Responses to Requests for Clarifications

    Responses to requests for clarifications on this opportunity will be published on the Responses to requests for clarifications page of the SADC websitebefore 16:30hrs local time 17 June 2015