1 TENDER FOR SUPPLY OF STATIONERY AND OFFICE SUUPPLIES TENDER #: CS/014-13/BLK

TENDER FOR SUPPLY OF STATIONERY AND OFFICE SUUPPLIES
TENDER #: CS/014-13/BLK
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BACKGROUND
The Common Market for Eastern and Southern Africa (COMESA) is a regional
integration grouping of nineteen African states which have agreed to promote regional
integration through trade development and develop their natural and human resources
for the mutual benefit of all their peoples. COMESA was established in 1994 as a
successor to the Preferential Trade Area for Eastern and Southern Africa (PTA), which
had been in existence since 1981 and has its Headquarters in Lusaka Zambia. As an
international inter-governmental organization that enjoys Diplomatic Privileges and
Immunities for specialized Agencies, COMESA does not pay tax/VAT.
ADDITIONAL INFORMATION AND INSTRUCTIONS TO BIDDERS
REQUEST FOR CLARIFICATIONS
For any technical queries or request for clarifications related to specifications of items
kindly contact [email protected] All queries must be submitted in writing by
e-mail.
All queries on this tender must be submitted to COMESA before 10th June 2013 and
should be addressed to [email protected]
Bidders are advised that there will be no additional information and clarifications that will
be sent to the prospective bidders after 10th June 2013.
PRICE:
All prices MUST be quoted in US Dollar or Zambian Kwacha as appropriate. Where the
price in figures and words do not match, the price in words will be considered. The price
must be exclusive of Duty and VAT.
All prices quoted MUST be DAP (Delivered at Place/COMESA Centre) Zambia.
The price quoted by the bidder shall be fixed for the duration of the contract and shall not
be subject to adjustment on any account.
SUBMISSION AND VALIDITY OF BIDS:
Bid Price MUST be valid for a period of 60 days from the closing date of the Tender.
Bids for each lot should be sent by completing and signing the price schedule at
Annexure I enclosed.
Bids shall give a comprehensive description of the proposed items, clearly indicating
name, model, make etc. If the proposed items do not comply exactly with the technical
specifications and descriptions provided in the bid document, the nearest functional
equivalent or closest standard should be offered as an alternative.
Any deviation from the requested specifications shall be highlighted and explained.
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EVALUATION OF BIDS:
The Purchaser will evaluate and compare the bids determined to be substantially
responsive i.e. which (a) are properly signed; and (b) conform to the specifications. For
the purposes of the evaluation, the rates excluding taxes and duties but including
expenses like packing and forwarding, freight etc. shall be considered.
The Bids would be evaluated for all the items together in each lot. Each lot will be
evaluated separately and subsequently award of contract will be based on lots. Bidders
are free to bid for more than one Lot.
However, Bidders must bid for the supply of all items within a Lot.
AWARD OF CONTRACT:
The Purchaser will award a contract for each lot to the bidder whose bid has been
determined to be substantially responsive and who has offered the lowest evaluated bid
price.
COMESA reserves the right to wholly or partially reject or award this contract to any
bidder and has no obligation to award the contract.
COMPLETENESS AND RESPONSIVENESS OF THE BIDS:
Bidders must quote for all the equipment within a lot with acceptable technical
specifications..
Notwithstanding the above, the Purchaser reserves the right to wholly or partially accept
or reject any bids. The Purchaser also reserves the right to cancel the bidding process
and reject all bids at any time prior to the award of contract.
The bidder whose bid is accepted will be notified of the award of contract by the
Purchaser prior to expiration of the bid validity period.
DELIVERY PERIOD
Goods should be delivered within 60 days from the date of the order or contract.
Supplier MUST indicate their delivery period.
PAYMENT METHOD
All payment will be made by either Letter of Credit or bank transfer.
CLOSING DATE
Bids must be submitted to the COMESA Secretariat on or before 20th June 2013 at
12:00 hrs Lusaka Time (GMT+2) and Bids will be opened thereafter in the presence of
bidders representatives who choose to attend.
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It is the responsibility of the Bidder to ensure that the bid is received by COMESA by the
above specified date and time.
TRANSMITTAL ADDRESS
Bids should be submitted in a sealed envelope clearly marked “BIDS FOR
STATIONERY & OFFICE SUPPLIES – TENDER # CS/013-13/BLK”. Bids should be
addressed to the address indicated below and shall be delivered by courier or by hand to
COMESA before 20th June 2013 12:00 Hrs Lusaka Time (GMT+2).
Chairperson,
Procurement Committee,
COMESA CENTER,
Ben Bella Road,
P.O. Box 30051
Lusaka,
Zambia
Attn. Procurement Unit
Tel: +260 211 229725/32
Electronic Submissions or bids submitted through any other means will NOT be
accepted.
All Bids must have the bid document name and reference number clearly marked on
final envelope that is used to send bid as indicated above.
All the costs involved in the preparation of bids responding to this bid document will be
the responsibility of the Bidder and shall not be reimbursed by COMESA.
REJECTION OF BIDS
Any bid received by the COMESA after the closing date and time shall be rejected.
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Annex I
Annexure I – Price Schedule
Date: …………………
Lot # ………… Lot Name: Supply of Stationery & Office Supplies to ……………………..
#
Description of Items
Required
Quantity
Unit
Price
Total Price
(If necessary, detailed
specifications can be
included in Annexure I-A
etc.)
Total for all Items
Less: Discount
Net Total of all items
Add: Misc. Charge, if any
Freight, insurance, if
applicable
Grand Total
Grand Total in words
<town, country>
Delivery required at
Shipping Mode
Delivery Period
Warrant/ Guarantee offered
Bid Valid till
Currency stated in
By signing and returning this Price Schedule, we Seal of the company giving the name and address.
agree to supply the above mentioned items at the
rates quoted.
Name & Signature of Person completing this
Request
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Annex II
Annexure II – List of Goods
LOT 1:
OFFICE MACHINES CONSUMABLES
DESCRIPTION
HP TONER CARTRIDGE C9731A (CYAN)
FLASH DISKS (8GB)
BROTHER P-TOUCH 9500 PC CARTRIDGE (24MM)
HP TONER CARTRIDGE CC364A
CDS REWRITEABLES
DVD RECORDABLES
HP TONER CARTRIDGE CB540A (BLACK)
HP TONER CARTRIDGE CB541A (CYAN)
HP TONER CARTRIDGE CB542A (YELLOW)
HP TONER CARTRIDGE CB543A (MAGENTA)
CDS RECORDABLES
HP TONER CARTRIDGE CE250A (BLACK)
HP TONER CARTRIDGE CE505A
HP TONER CARTRIDGE CE390A
UNIT OF
MEASURE
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
QUANTITY
5
250
30
50
350
500
15
10
10
10
100
10
30
50
UNIT OF
MEASURE
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
QUANTITY
3000
200
20
300
5000
5000
200
120
LOT 2: - STATIONERY ITEMS
DESCRIPTION
PLAIN FOLDERS
SHORT HAND NOTE BOOKS
HARD COVER BOOKS A5
HARD COVER BOOKS A4
PENS BLUE
PENS BLACK
PENCILS
GLUE STICKS
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LIGHT DUTY PUNCHERS
PACKING TAPES
HEAVY DUTY PUNCHERS
HEAVY DUTY STAPLERS
TRANSPARENT SHEETS RED
TRANSPARENT SHEETS GREEN
TRANSPARENT SHEETS BLUE
CARBON PAPER
FLIP CHARTS
ENVELOPES A4 ASSORTED COLORS - MANILA
HIGHLIGHTERS – YELLOW
BINDING COMBS – 22MM
BINDING COMBS – 20MM
REINDEER BOARD PAPER – 250GSM ROYAL BLUE
PRINTING PAPER YELLOW 80GSM A4
PRINTING PAPER PINK 80GSM A4
PRINTING PAPER BLUE 80GSM A4
BANTEX FOLDERS (35CM X 24CM X 4CM)
BINDING TAPE (FOR BINDING BOOKS)
RUBBER BANDS
CONFERENCE BADGE HOLDERS (NAME TAGS)
POST – IT – STICKERS (BIG)
PAPER CLIPS (SMALL)
HEAVY DUTY STAPLES 23/8 EAGLE
SIGNATURE BLOTTERS
CASIO CALULATOR (14 DIGITS)
EACH
EACH
EACH
EACH
EACH
EACH
REAM
PKT
EACH
EACH
EACH
BOX
BOX
REAM
REAM
REAM
REAM
EACH
PKT
PKT
EACH
EACH
PKT
EACH
EACH
EACH
100
200
10
20
20
20
10
20
30
3000
300
20
10
20
20
20
20
300
20
20
3000
400
100
50
50
30
LOT 3 - XEROX PRODUCTS
UNIT OF
MEASURE
BOX
BOX
EACH
EACH
DESCRIPTION
FUSER MODULE 109R00724
XEROX TONER 275 006R1146 TONER
XEROX TONER 106R01413
XEROX DADF FEED ROLLER 113R00718
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QUANTITY
5
10
5
10
LOT 4 – MISCELLANEOUS ITEMS
UNIT OF
MEASURE
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
EACH
DESCRIPTION
2FT FLOURESCENT TUBES
SPOT LIGHT BULBS
ENERGY SAVER BULBS PIN
OSRAM SCREW BULBS 500W 230V
OSRAM SCREW BULBS 160W 230V
STARTERS 220/240V 65W
PL9 LIGHTS
PL-S2P 13W
MORTICE LOCK (3 LEVER)
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QUANTITY
50
50
100
50
200
50
50
100
20