Lesotho Highlands Development Authority

P.O.Box 7332, Maseru 100, Lesotho. Telephone: 22246000 Fax: 22268874

REQUEST FOR PROPOSALS

TENDER FOR THE SUPPLY AND DELIVERY OF

2015 INTERPOWER GAMES SPORTS ATTIRE

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TABLE OF CONTENTS

1.INTRODUCTION

2.INSTRUCTIONS TO BIDDERS – ADMINISTRATIVE REQUIREMENTS

2.1Invitation to Bid Information

2.1.1Submission of Bids

2.1.2 Proposal Time Frames

2.1.3Contact Person

2.2Preparation and Evaluation of Bid Documents

2.2.1 The Technical Bid

2.2.2 The Financial Bid

2.2.3 Methodology

2.2.4 Bidding Costs

2.2.5 Bid Validity and Pricing

2.2.6Currency and Taxes

2.3 Additional Information

2.3.1 Acceptance of Bids

2.3.2 Modification of Terms

2.3.3 Ownership of Bids

2.3.4 Confidentiality of Information

2.3.5 Acceptance of Terms

3. SCOPE OF WORKS

ANNEXURE A

1.INTRODUCTION

The Lesotho Highlands Development Authority (LHDA) is a statutory body constituted under the Lesotho Highlands Development Authority Order no 23 of 1986. The LHDA is charged with the responsibility for the implementation, operation and maintenance of the Lesotho Highlands Water Project (LHWP) in Lesotho.

LHDA now invites competent and efficient suppliers for the supply and delivery of 2015 Interpower Games Sports Attire.

2.INSTRUCTIONS TO BIDDERS – ADMINISTRATIVE REQUIREMENTS

2.1Invitation to Bid Information

2.1.1Submission of Bids

All documents relating to this invitation must be submitted in twoseparate envelopesasthe original and 5 copies ofboth Technical and Financial proposals bearing no identification of the bidder and marked “TENDER FOR THE SUPPLY AND DELIVERY OF 2015 INTERPOWER GAMES SPORTS ATTIRE”, and deposited into the LHDA Tender box located on 7th floor LHDA Tower Building – Kingsway Road Maseru, on or before 1200hrs Thursday,19 February 2015

Note: Bidders must attach Valid Traders License, Tax Clearance and/or VAT Registration Certificatecertified at source.

2.1.2 Proposal Time Frames

a.This RFP is issued as an Open Tender:19 January 2015

b.Submission of Proposals: 19 February 2015, 12:00noon

c.Completion of Evaluation:20 February 2015

d.Notification of Award of Contract:23 February 2015

e.Delivery of Sports Attire 23 March 2015

2.1.3Contact Person

Request for further information and/or clarification must only be directed in writing to the following:

Principal Procurement Officer

Email – who will make copies of the clarification response to other bidders.

2.2Preparation and Evaluation of Bid Documents

2.2.1 The Technical Bid

2.2.1.1 Format of the Technical Bid

In order to make it easier, consistent and ensure that each bid receives full consideration, the following format should be followed when preparing the technical bid documents.

i.Title Page with a title of the bid, bidder’s name and address,contact person and contact telephone and email details;

ii.An introductory letter addressed to the Chief Executive–LHDA, identifying full details of the bidder and signed by the person or persons authorized to sign on behalf of, and bind the bidder to statements made in the bid document;

iii.Table of contents including page numbers;

iv.Company Experience on similar projects;

v.References from previous clients - at least two (2);

vi.Proposed delivery Plan and Operational arrangements;

vii. Certifications of Company to carry out the supply.

2.2.1.2 The bidders will be judged on:
Points
The Clarity and completeness of the proposals / 5
Company Experience in the supply and delivery of Sports Attire / 30
Quality of Sports Attire / 30
Number of days taken to deliver the goods (delivery period) / 10
Reference letters from two clients with details where bidder has been engaged in the supply and delivery of Sports Attire / 20
Valid traders license, Certificate of Incorporation and TaxClearance and /or VAT Registration Certificate / 5

Note: Only those bidders scoring a minimum of 70 or more points on the technical bid will be selected to proceed to the financial evaluation stage.

The technical evaluation score will account for 70% of the total score awarded.

2.2.2 The Financial Bid

2.2.2.1 General Financial Proposal Layout

The following format should be followed when preparing the financial

bid documents:

  • Financial proposals must be in a separate envelope from the technical proposal.
  • The prices shall be itemized as per the list on AnnexureA.
  • The prices shall be itemized showing the quantities price per unit before VAT.

The Financial Proposal will account for 30% of the total score awarded.

2.2.3 Methodology

The following features must be included as a minimum to the Technical Proposal:

  • Thorough demonstration that bidder understands LHDA requirements;
  • Detailed description of how the delivery will be effected.
  • The delivery period from the date of receipt of purchase order.

2.2.4Bidding Costs

The LHDA’s Invitation to Bid document is obtainable free from M200.00 non-refundable fee if collected from theLHDA. However, bidders are solely responsible for their own expenses in preparation and submission of tenders and any other costs relating to subsequent negotiations with the LHDA. If the LHDA elects to reject a proposal, the LHDA will also not be liable to any bidder for any claims relating to this bid whatsoever.

2.2.5Bid Validity and Pricing

Bids will be valid for at least thirty (30) days after the closing date and Prices will be firm for the entire Delivery period.

2.2.6Currency and Taxes

Prices quoted are to be:

  • In either Maloti or Rand (1 Loti = 1 S.A Rand) : where other currencies are inevitable, then the rate of exchange must be indicated and an indication whether it shall hold despite fluctuations or shall be determined at the time of contract signing;
  • The successful bidder will be subject to taxation laws applicable in the Kingdom of Lesotho at time of tendering:

To comply with the relevant applicable taxation laws for Lesothoas amended, in terms of the Treaty and with the requirements and reporting as specified in article 14 and Annexures III and IV of The Phase II Agreement. Article 14 amends The Treaty and regulates specifically the following Lesotho Taxes:

i.Value Added Tax

ii.Withholding Taxes

iii.Income Taxes Corporate and Individual

iv.Dues and Charges paid

v.Fringe Benefit Tax

2.3Additional Information

2.3.1Acceptance of Bids

This Invitation to Bid should not be construed as an agreement to supply the required solution. LHDA is not bound to enter into a contract with the bidder who submits the lowest priced bid. Bids will only be assessed in terms of the evaluation criteria.

2.3.2Modification of Terms

LHDA reserves the right to modify the terms of this Invitation to Bid at any time in its sole discretion. This includes the right to cancel this Invitation To Bid at any time prior to entering into a contract with the successful bidder; notice to that effect shall be given to all bidders.

2.3.3Ownership of Bids

All documents, including bids, submitted to the LHDA become the property of the LHDA.

2.3.4Confidentiality of Information

All bids submitted by bidders shall be held in strict confidence and will not be revealed to any other party.

All Information pertaining to the LHDA obtained by the bidder as a result of participation in this project is confidential and must not be disclosed without written authorisation from the LHDA.

2.3.5Acceptance of Terms

All terms and conditions of this ITB are assumed to be accepted by the bidders and incorporated by reference in their bids, except such conditions and provisions that are expressly excluded.

There will be an opportunity to review these conditions upon selection of the successful bidder and during subsequent negotiations.

The proposal or sections thereof of the successful bidder may form part of the final contract.

3. SCOPE OF WORKS

3.1To supply and deliver the attached items to LHDA store within the agreed period of time as stipulated on the bid. (See Annexure A)

3.2To ensure that the delivered items adhere to agreed LHDA specifications.

3.3To keep the price fixed for a period of not less thanthirty (30)days. If the price is subject to foreign currency rate, the rate must be stated.

3.4To ensure that all relevant documents are signed after every delivery.

ANNEXURE A

2015 INTERPOWER GAMES SPORTS ATTIRE

Item No / Description / Size / Umc / Qty Required
1 / NIKE/ADIDAS TRACK SUIT (MENS AND LADIES)
100% Polyester
Colour–Sky blue and or Lime/Green
LHDA LOGO embroidery on the chest of track-top with dimensions of 50 mm * 35 mm (Full Colour) / XS-3XL / EA / 140
2 / NIKE/ADIDAS: BUCKET HATS
Colour – Sky blue and or Lime/Green
LHDA LOGO embroidery on side with dimensions of 50 mm * 35 mm (Full Colour) / S-L / EA / 140
3 / NIKE/ADIDAS GOLF SHIRTS (MENS AND LADIES)
100% Polyester
Colour – Sky blue and or Lime/Green
LHDA LOGO embroidery on Left Arm with dimensions of 50 mm * 35 mm (Full Colour)
IPG 2015 LOGO embroidery on Right Arm with a radius of 75 mm(Full Colour) / XS-3XL / EA / 140

NOTE

  • Samples should be provided for each item.
  • Quantities are subject to increase based on interest exhibited by employees.

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