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Consulting Services for the Institutional Review of the Regional Tourism Organisation of Southern Africa (RETOSA)

Southern African Development Community

Request for Proposals

Contract Number: SADC/I&S/RETOSA/1/2012

Re: SADC/I&S/RETOSA/1/2012; Consulting Services for the Institutional Review of the Regional Tourism Organisation of Southern Africa (RETOSA)

Date of Publication: 6 August 2012

The SADC Secretariat is inviting sealed proposals from eligible and qualified Consulting firms for Consulting Services for the Institutional Review of the Regional Tourism Organisation of Southern Africa (RETOSA).

Background and context

The Regional Tourism Organisation of Southern Africa (RETOSA) was established in 1997 as the official tourism marketing body of SADC. It is currently based in Johannesburg, South Africa. It provides tourism marketing support for all the Member States of SADC as specified in its founding Charter.

The vision and mission of RETOSA is "the development of tourism through effective marketing of the Region in collaboration with the public and private sector".

The Charter specifies the key objectives of RETOSA as follows:

  1. Encourage and facilitate the movement and flow of tourists into the Region, applying the necessary regional or national policies and mechanisms, which facilitate the liberalisation of exchange control regulations;
  2. Facilitate a community and rural-based tourism industry and culture throughout the Region;
  3. Develop, coordinate and facilitate tourism marketing and related promotional opportunities into the Region by whatever means, including internal and external collaboration, mutual marketing programmes, and utilisation of legitimate methods focusing on the Region's quality, as a desirable and safe tourist destination and investment target;
  4. Encourage and facilitate international and Regional transport, tourism training and accommodation classification;
  5. Encourage and promote consistency in the quality and maintenance of tourism standards within the Region;
  6. Act as a communication channel between Member States and organisations to enhance the Region's tourism and tourist confluence.

The overall objective of these consultancy services is to guide the SADC Ministers responsible for Tourism to make an informed decision on the future of RETOSA.

Eligibility

Ineligible bidders are those prohibited by a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations and those that are involved in supporting violence or aid terrorist or terrorist related activities or conduct money laundering activities.

Bidding procedures

Bidding for this Request for Proposals will be conducted using the Open Tendering procedures specified in the SADC Procurement Policy, dated August 2011. A post – qualification will be conducted for the received proposals.

Qualification requirements

Qualification requirements include:

  1. Five (5) years' experience as a Consulting firm,
  2. Concluded three contracts within the last 5 years, one contract with a value of at least US$20,000 that have been successfully and substantially completed and that are similar to the proposed assignment. The similarity shall be based on the physical size, complexity, methods/technology or other characteristics.
  3. Minimum average annual turnover of US$20,000, calculated as total certified payments received for contracts in progress or completed, within the last 3 years.
  4. Access to a dedicated credit line or overdraft facility of at least US$10,000.

Access to solicitation documents

Interested eligible bidders may obtain further information from the Secretary to the Internal Tender Committee of the SADC Secretariat, and inspect the Bidding Documents at the address given below from 08:00 hours to 16:30 hours during week days only.

A complete set of the Solicitation Documents in English may be accessed by interested bidders on the submission of a written Application to the Secretary to the External Tender Committee at the address below. The Bidding Documents can also be couriered by DHL at the bidder's request and cost.

Pre – bid meeting

Please take note that a Pre-Bid Meeting will be held on 14th August 2012, at the SADC Secretariat in Gaborone, Botswana, at 14.30 hours, for those bidders who wish to attend, at their cost. The Pre-Bid meeting will take place in the Conference Room DGP 48 on the Ground Floor, SADC Secretariat, Western Commercial Road (near Lobatse and Siboni Roads), CBD Plot 54385, Gaborone, Botswana.

Submission

Proposals must be delivered to the address below at or before 14.30 hours, 12th September 2012. Electronic bidding will not be permitted. Late proposals will be rejected. Proposals will be opened in the presence of the bidders' representatives who choose to attend in person at the address below at 14.30 hours, 12th September 2012.

Your proposal should be submitted as per the following instructions, and in accordance with our Standard Solicitation Documents:

  1. PRICES: The financial proposal shall be inclusive of all expenses deemed necessary by you to the performance of the Contract, be expressed in DDU prices (as per the 2010 Incoterms version) and must include the following taxes in Purchaser country: value added tax and income taxes for resident Personnel's fees and benefits.
  2. VALIDITY OF THE PROPOSAL: Your proposal should be valid for a period of 90 days from the date for deadline for submission indicated in Paragraph 8 above.

Bid security

All bids must be accompanied by a Bid Security of US$500 or an equivalent amount in a freely convertible currency.

Right to reject all proposals and cancel proceedings

SADC reserves the right to accept or reject any proposal, to annul the solicitation process and reject all proposals at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder(s).

The addresses referred to above are:

For Tender Submission

The SADC Tender Committee
SADC Secretariat,
Western Commercial Road (near Lobatse and Siboni Roads)
CBD Plot 54385
City: Gaborone
Country: Botswana
Date: 12th September 2012
Time: 14:30 p.m.

For Clarifications, technical matters and acquisition of bid documents:

Mr. Snowden Mmadi
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
Mobile: +26773693500
Email: smmadi@sadc.int
Copy: tluka@sadc.int

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