Request for proposals are invited for Provision of Technical Assistance to SADC Secretariat to Conduct Workload Analysis.
REQUEST FOR PROPOSAL FOR PROVISION OF TECHNICAL ASSISTANCE TO SADC SECRETARIAT TO CONDUCT WORKLOAD ANALYSIS
SPECIFIC PROCUREMENT NOTICE
REQUEST FOR PROPOSAL
FOR PROVISION OF TECHNICAL ASSISTANCE TO SADC SECRETARIAT TO CONDUCT WORKLOAD ANALYSIS
REQUEST FOR PROPOSALS
Reference Number: SADC/3/5/2/78 Procurement entity: SADC SECRETARIAT Number and titles of lots:1
Location: SADC Secretariat, Western Commercial Road (near Lobatse and Siboni Roads), CBD Plot 54385, Private Bag 0095, Gaborone, BOTSWANA.
1. The Southern African Community (SADC) Secretariat has set aside funds for the operation of the Secretariat during the financial year 2020/21. It intend to use part of the proceeds of the fund will be used to cover eligible payments under the contract to engage a Consulting Firm for Provision of Technical Assistance to SADC Secretariat to Conduct Workload Analysis.
2. The SADC Secretariat now invites soft copy proposals from eligible and reputable recruitment firms interested to bid for the Assignment
3. The contractor will be selected under the Open Bidding procurement method and procedures described in this Bidding Documents.
4. The RFP with Terms of reference can be accessed through the link below this notice.
5. The closing time and date for submission of the proposals at the address indicated in the RFP document is Wednesday, 28th September 2020 at 15:00 hour`s local time.” Proposals received after this time and date, or submitted otherwise than indicated in the RFP Document shall not be considered and shall be returned.
6. All notifications concerning this procurement process, including: or cancellation notices, Requests for clarification and the respective responses will be published on the following website: www.sadc.int.
7. Interested companies/firms may seek clarification or/and additional information concerning this Request for Proposal, only in writing (or by email) and by latest 14 working days before the submission deadline indicated in 5 above from the following contact points:
Attention:
Mrs. Veronica Zulu-Chingalawa, Acting- Head of Procurement E-mail:
[email protected] and
[email protected];
Copy to
[email protected] [email protected]STANDARD BIDDING DOCUMENTS FOR THE PROCUREMENT OF
SERVICES
FOR
TECHNICAL ASSISTANCE TO SADC SECRETARIAT TO CONDUCT A
WORKLOAD ANALYSIS
CONTRACT NUMBER: SADC/3/5/2/78(i)
(Global Price)
PROCURING ENTITY: SADC SECRETARIAT
ISSUED ON: 25th August 2020
CONTENTS
SECTION 1. LETTER OF INVITATION....................................................................... 3
SECTION 2. INFORMATION TO BIDDERS ................................................................ 4
DATA SHEET ....................................................................................................... 18
SECTION 3. TECHNICAL PROPOSAL SUBMISSION FORM .................................. 22
FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM........................ 23
FORM TECH- 2 COMMENTS AND SUGGESTIONS ON THE TERMS OF
REFERENCE, ON COUNTERPART STAFF AND FACILITIES TO BE PROVIDED BY
THE PROCURING ENTITY AND ON STANDARD CONTRACT FORM................. 24
FORM TECH-4 TEAM COMPOSITION AND TASK ASSIGNMENTS................. 26
SECTION 4. FINANCIAL PROPOSAL SUBMISSION FORMS ................................. 27
FORM FIN-1 FINANCIAL PROPOSAL SUBMISSION FORM ....................................... 34
FORM FIN-2 SUMMARY OF COSTS...................................................................... 35
SECTION 5. TERMS OF REFERENCE....................................................................... 36
SECTION 6. STANDARD FORM OF CONTRACT .................................................... 45
Section 1. Letter of Invitation 1
-1-
Section 1. Letter of Invitation
Gaborone, Botswana: 25th August 2020
Dear Sir/Madam,
1. The Southern African Development Community (SADC) Secretariat invites proposals
to provide the following services: Technical Assistance to SADC Secretariat to
Conduct a Workload Analysis - SADC/3/5/2/78(i). More details on the services are
provided in the attached Terms of Reference.
2. A contractor will be selected under the Open Bidding procurement method and
procedures described in this Bidding Documents.
3. The Request for Proposal includes the following documents:
Section 1 - Letter of Invitation
Section 2 - Information to Bidders
Section 3 - Technical Proposal - Standard Forms
Section 4 - Financial Proposal - Standard Forms
Section 5 - Terms of Reference
Section 6 - Standard Forms of Contract.
Yours sincerely,
Veronica Zulu Chingalawa
Ag. Senior Officer Procurement
Section 2. Information to Bidders 4
Section 2. Information to Bidders1
Definitions (a) “BD” means the Bidding Documents to be prepared by the
Procuring Entity for the selection of Contractor, based on the
SADC Secretariat Standard Template.
(b) “Procuring Entity” means the procurement entity in charge of
the procurement procedure.
(c) “Contractor” means any entity or person that may provide or
provides the Services to the Client under the Contract.
(d) “Contract” means the Contract signed by the Parties and all the
attached documents that are the General Conditions (GC), the
Special Conditions (SC), and the Appendices.
(e) “Contracting Authority” means the entity with which the
selected Consultant signs the Contract for the Services.
(f) “Data Sheet” means such part of the Instructions to Bidders
used to reflect specific country and assignment conditions.
(g) “Day” means calendar day.
(h) “Evaluation Committee ” it is a panel of experts appointed by
the Procuring Entity and assigned to evaluate the bids. The
Evaluation Committee consists in a Chairperson and a
Secretary, with no voting rights and an odd number of voting
members.
(i) “Instructions to Bidders” (Section 2 of the BD) means the
document which provides shortlisted Bidders with all
information needed to prepare their Proposals.
(j) “LOI” (Section 1 of the BD) means the Letter of Invitation
being sent by the Procuring Entity to the shortlisted Bidders.
(k) “Personnel” means professionals and support staff provided by
the Bidders or by any Sub-Contractors and assigned to perform
the Services or any part thereof; “Foreign Personnel” means
such professionals and support staff who at the time of being
so provided had their domicile outside the Procuring Entity-s
country; “Local Personnel” means such professionals and
support staff who at the time of being so provided had their
domicile inside the Procuring Entity-s country.
(l) “Proposal” means the Technical Proposal and the Financial
Proposal.
(m) “Services” means the consulting services or the work to be
performed by the Contractor pursuant to the Contract.
(n) “Subcontractor” means any person or entity with whom the
Bidder or Contractors intends to subcontracts any part of the
Services.
(m) “Terms of Reference” (TOR) means the document included in
the BD as Section 5 which explains the objectives, scope of
1 This Information to Bidders section shall not be modified. Any necessary changes to address specific country and
project issues, shall be introduced only through the Data Sheet (e.g., by adding new clauses). Likewise, modifications
to the standard Form of Contract should be made only by including clauses outlining the special conditions and not by
introducing changes in the wording of the general conditions.
Section 2. Information to Bidders 5
work, activities, tasks to be performed, respective
responsibilities of the Procuring Entity and the Contractor, and
expected results and deliverables of the assignment.
1. Introduction 1.1 The Procuring Entity named in the Data Sheet will select a
firm/eligible institution among those listed in the Letter of
Invitation, in accordance with the procurement method
indicated in the Data Sheet, method detailed in the edition of
the Guidelines indicated in the Data Sheet.
1.2 The shortlisted Bidders are invited to submit a Technical
Proposal and a Financial Proposal for global price services
required for the assignment named in the Data Sheet and
presented in details in the Terms of Reference attached as
Section 5 of this Bidding Documents. The proposal and the
Terms of Reference will be the basis for contract for a signed
contract with the successful firm.
1.3 The assignment shall be implemented in accordance with the
phasing indicated in the Data Sheet. When the assignment
includes several phases, the performance of the Bidder under
each phase must be to the Procuring Entity`s satisfaction before
work begins on the next phase.
1.4 The Bidders must familiarize themselves with local conditions
and take them into account in preparing their proposals. To
obtain firsthand information on the assignment and on the local
conditions, Bidders are encouraged to request the Procuring
Entity to provide further information before submitting a
proposal and to attend a pre-bid conference if one is specified
in the Data Sheet. Attending the pre-proposal conference is
optional. The Bidders- representative should contact the
Procuring Entity at the address stated in the Data Sheet or to
obtain additional information on the pre-bid conference.
1.5 The Procuring Entity will provide the inputs specified in the
Data Sheet, assist the firm in obtaining licenses and permits
needed to carry out the services, and make available relevant
project data and reports.
1.6 Please note that (i) the costs of preparing the proposal,
including a visit to the Procuring Entity, are not reimbursable
as a direct cost of the assignment; and (ii) the Procuring Entity
is not bound to accept any of the proposals submitted.
1.7 SADC Secretariat policy requires that Bidders provide
professional,
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