SUPPLY AND DELIVERY OF EQUIPMENT FOR THE SITUATION ROOM AT SHOC

REQUEST FOR QUOTATIONS

COMPETITIVE BIDDING PROCESS FOR SUPPLY AND DELIVERY OF EQUIPMENT FOR THE SITUATION ROOM AT SHOC 

REFERENCE NUMBER: SADC/3/5/1/138

13th JULY  2026

ARTICLE 1 – PURPOSE AND OBJECTIVE OF THE COMPETITIVE BIDDING PROCESS

The SADC Secretariat through its RCRP Project funded by the World Bank is launching a competitive bidding process through shopping for supply and delivery of ICT office equipment.

ARTICLE 2 - TERMS AND CONDITIONS OF THE COMPETITIVE PROCESS 

1. The SADC Secretariat now invites proposals to provide the following for the SUPPLY AND DELIVERY OF EQUIPMENT FOR THE SITUATION ROOM AT SHOC. More details on the goods and services are provided in the attached Technical Specification section (Annex 1) below.

         LOT 1:

2. Your submission, in the PDF format (See Annex 2 to this RFB), should be in PDF Format and signed and should be submitted through the COLLAB Link: https://collab.sadc.int/s/KtFszdp5qwG3nop   and MUST be marked – SUPPLY AND DELIVERY OF EQUIPMENT FOR THE SITUATION ROOM AT SHOC -REFERENCE NUMBER- SADC/3/5/1/138

3. The deadline for submission of your quotation, to the address above is 30th July 2026 on or before 23:59 hours local (Botswana) time. 

4. All bids should be submitted in PDF format through the COLLAB Link: https://collab.sadc.int/s/KtFszdp5qwG3nop  and hard copy quotations or by fax will NOT be accepted. Bidders are advised to submit their proposals during working hours for support in case of any technical problems. The technical support team will not be available after working hours.

5. Your bid(s) should be submitted as per the following instructions, and in accordance with the Terms and Conditions of the RFQ document:

1. PRICES: The prices should be quoted Delivered Duty Paid (DDP) (as per Incoterms 2020) in United States Dollars (USD), including all duties attached to the sale (such as VAT, customs duties, etc.) and transport to the destination. Bidders must submit only one quotation, and alternatives will not be allowed.

2. EVALUATION AND AWARD OF PURCHASE ORDER: Bids determined to be administratively (see Paragraph 2, 3, 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. 

3. VALIDITY OF THE OFFER: Your quotation should be valid for a period of 120 days from the date of submission of quotation. 

4. DOCUMENTS TO BE ATTACHED: Company Profile, Valid Tax Clearance Certificate or exemption certificate, Banking Details, Valid Trading Licence and Certificate of Incorporation, Valid VAT Certificate or Exemption Certificate 

5. DELIVERY TIME AND STOCK AVAILABILITY: Bidders must indicate delivery period and stock availability. The project indicative delivery period is 2- 4 weeks from the signing of the Purchase Order

6. The selected bidder will deliver the items at SHOC offices in Nacala, Mozambique.

6. The items are expected to be delivered to the address indicated in paragraph 3 above within 14 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 through the address below: 

Mr. Purpose Chifani 

SADC Secretariat

Telephone: +2673951863

Fax: +2673971787

E-mail: pchifani@sadc.int and tenders@sadc.int   

Copy; tchabwera@sadc.int and tngandu@sadc.int

      The closing date for receipt of requests for clarification is 20th July 2026 at 16:30 hours local Botswana Time.

         The deadline for responding to the request for clarification is 24th July 2026 at 16:30

          If a Price Schedule shows items listed but not priced, their prices shall be assumed to be included in the prices of other items. An item not listed in the Price Schedule shall be assumed to be not included in the bid.

ARTICLE 3- ELIGIBILITY CRITERIA

3.1 Eligibility and conflict of interest

We declare that we continue to be qualified and meet the eligibility requirements and that we have no conflict of interest. If awarded the Contract, the Services [that we provide shall be sourced from an eligible country. Sexual Exploitation and Abuse (SEA) and/or Sexual Harassment (SH): [select the appropriate option from (i) to (iii) below and delete the others. In case of JV members and/or subcontractors, indicate the status of disqualification by the Bank of each JV member and/or subcontractor].

We, including any of our subcontractors:

i. have not been subject to disqualification by the Bank for non-compliance with SEA/ SH obligations.

ii. are subject to disqualification by the Bank for non-compliance with SEA/ SH obligations.

iii. had been subject to disqualification by the Bank for non-compliance with SEA/ SH obligations and were removed from the disqualification list. An arbitral award on the disqualification case has been made in our favor.

We, along with any of our subcontractors, Service Providers, consultants, manufacturers, or service providers for any part of the contract, are not subject to, and not controlled by any entity or individual that is subject to, a temporary suspension or a debarment imposed by the World Bank Group or a debarment imposed by the World Bank Group in accordance with the Agreement for Mutual Enforcement of Debarment Decisions between the World Bank and other development banks. Further, we are not ineligible under the Employer’s Country laws or official regulations or pursuant to a decision of the United Nations Security Council.

Only service providers who are eligible for this assignment if they fulfil the following eligibility criteria: 

1. they are not bankrupt or being wound up, are having their affairs administered by the courts, have entered arrangements with creditors, have suspended business activities, are being subject of proceedings concerning those matters, or are being in any similar situations arising from similar procedures provided for in the national legislation or regulations of the SADC member states. 

2. they have not been convicted of offences concerning their professional conduct by a judgment which has the force of res judicata; (i.e. against which no appeal is possible). 

3. they have not been declared guilty of grave professional misconduct proven by any means which SADC Secretariat can justify;

4. they have fulfilled obligations related to the payments of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those countries where the contract is to be performed; 

5. they have not been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the SADC Secretariat' financial interests; or

6. they are not being currently subject to an administrative penalty.

Article 4- Fraud and Corruption

We hereby certify that we have taken steps to ensure that no person acting for us, or on our behalf, engages in any type of Fraud and Corruption.

ANNEXES:

ANNEX 1: Technical Specifications  

ANNEX 2: Bid Form to be completed by Service Provider

A.       Application Form 

B.       Financial Proposal

ANNEX 3: Standard Contract for Service Providers

Sincerely,

_____________

Name: Thomas Chabwera 

For: Head of Procurement Unit

ANNEX 1

ANNEX 1: TECHNICAL SPECIFICATIONS 

MINIMUM TECHNICAL SPECIFICATIONS FOR SUPPLY AND DELIVERY OF EQUIPMENT FOR THE SITUATION ROOM AT SHOC