TENDER FOR SUPPLY OF STATIONERY AND OFFICE SUUPPLIES TENDER #: CS/014-13/BLK 1 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 procurement@comesa.int. 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 procurement@comesa.int. 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. 2 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. 3 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. 4 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 5 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 6 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 7 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) 8 QUANTITY 50 50 100 50 200 50 50 100 20