NEGOTIATED PROCEDURE
REQUEST FOR BIDS (RFB)
Reference Number: SADC/3/5/1/47
Request for Bids Title: Engagement of Rapporteurs for August 2022 SADC Industrialisation Week.
SADC Secretariat is inviting your company or a team of individual professionals to submit a bid for Engagement of Rapporteurs for August 2022 SADC Industrialisation Week to be held inKinshasa the Capital City of the Democratic Republic of the Congo (DRC) as detailed below;
| Item Number | Item Description |
|---|---|
| 1 |
Provide Rapporteur Services for August 2022 SADC Industrialisation week
i. Ensure the plenary and parallel sessions discussions are captured in the report; ii. Together with SADC Business Council, develop a conference declaration from the report and preparing it for presentation at the Council of Ministers and Captains of Industry interactions at the SADC Summit to be held in August 2022; and iii. Produce final report of the meeting
Venue: The SADC Industrialisation week will take place in Kinshasa the Capital City of the Democratic Republic of the Congo (DRC) within the month of August 2022 |
1. The SADC Secretariat is inviting qualified company or a team of individual professionals submit their technical proposals and Financial Proposal for the following services:
Provide Rapporteur Services for August 2022 SADC Industrialisation week
2. The Terms of Reference defining the minimum technical requirements for these services are attached as Annex 4 to this Request for Bids. Bidders are being requested to respond to ALL items specified to be considered responsive. Failure to quote for all the requested items will lead to automatic disqualification.
3. Your quotation should be submitted via email to rapporteurs22@sad.int clearly marked in the subject line “Engagement of Rapporteurs for August 2022 SADC Industrialisation Week”, and addressed to;
Head – Procurement unit
Office DGP11
SADC Secretariat
Plot 54385 CBD
Gaborone
Hard Copy submissions and quotations submitted by fax will be rejected.
4. The maximum budget for this contract is US$9,900.00 inclusive of professional fees and reimbursable expenses. Proposals exceeding this budget will not be accepted.
5. Your proposals must be presented as per Standard Forms attached as Annex 1, 2, 3 below, in the English language and be accompanied by copies of all the indicated supporting documents. If the supporting documents are not in English, these shall be accompanied by a certified translation into English.
6. The deadline for submission of your proposal, to the address indicated in Paragraph 3 above, is Thursday 23rd June 2022 at 14:00hours local Botswana time
7. Your CV will be evaluated against the following criteria.
| TEAM LEADER | SUPPORT STAFF | TOTAL AVERAGE | |
|---|---|---|---|
| Category | Points | Points | Points |
| Qualifications and skills | 30 | 30 | 30 |
| General professional experience | 20 | 20 | 20 |
| Specific professional experience | 50 | 50 | 50 |
| Total | 100 | 100 | 100 |
(i) Technical Evaluation
The minimum technical score required to pass is 70 points. Bids not reaching 70 points shall be considered not compliant. Out of the 70 points threshold, the best technical offer is awarded 100 points. The others receive points calculated using the following formula: Technical score = (final score of the technical offer in question/final score of the best technical offer) x100
(ii) Financial evaluation
The Evaluation Committee shall proceed with the financial comparisons of the lump sum amounts between the different financial offers. The offer with the lowest total lump sum amount shall receive 100 points. The others are awarded points by means of the following formula: Financial score = (lowest total fees /total fees of the tender being considered) x 100.
The best value for money is established by weighing technical quality against price on an 80/20 basis. This is done by multiplying:
the scores awarded to the technical offers by 0.80
the scores awarded to the financial offers by 0.20
8. Your proposal should be submitted as per the following instructions;
(i) PRICES:
The financial proposal shall be inclusive of all expenses deemed necessary by the Rapporteur for the performance of the contract and must not include any of the following taxes in Purchaser country: value added tax and social charges or/and income taxes on fees and benefits.
(ii) EVALUATION AND AWARD OF THE CONTRACT:
Proposals determined to be formally compliant to the requirements will be further evaluated technically. A proposal is considered compliant to the requirements if:
v It fulfils the formal requirements as per above (see 1,2,3,4,5,6,7,8)
v The financial proposals do not exceed the maximum available budget for the contract as indicated under Para 4.
v The Bidder who submitted a technical and financial responsive proposal and received the highest combined score, will be awarded the contract
(iii) VALIDITY OF THE EXPRESSION OF INTEREST:
Your proposal should be valid for a period of 90 days from the date of deadline for submission indicated in Paragraph 6 above.
9. The assignment is expected to commence within in July or August at a specific date to be communicated to the winning Rapporteur. Additional information and clarifications shall only be requested on or before 16 June 2022; 12:00 noon Botswana local time, from:
Procuring entity: SADC Secretariat
Contact person: Mercy Mikuwa
Telephone: +267 3951863
Fax: +267 3972848
E-mail: mmikuwa@sadc.int
Responses to requests for clarifications shall be provided on or before 20th June 2022 by 16.00 hours Botswana local time.
10. Annexes
Annex 1 – Experience standard form
Annex 2 – Qualification of Lead Person standard form
Annex 3 – Price Schedule standard form
Annex 4 – Detailed Terms of Reference
Sincerely,
___________________________
Purpose Chifani
Head of Procurement
7th June 2022
