STANDARD BIDDING DOCUMENTS FOR PROCUREMENT OF SERVICES - Section 1 - Letter of Invitation

Aug 31, 2026

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Standard Bidding Documents (Global Price) issued on 14 April 2025 for procurement of consulting services provide invitation and submission guidance for eligible bidders. The letter from the SADC Secretariat (Southern African Development Community) invites proposals for a “Provision of Data Mining Tool” for the SADC Regional Counter-Terrorism Centre (RCTC), under contract number SADC/3/5/2/381. It outlines procurement via open bidding, lists document sections, and requests acknowledgment of receipt within 20 days. Supporting templates include sworn statement and technical proposal forms.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages112

Reading Time39 min

AccessFree to download

Section 1. Letter of Invitation

Section 2. Information to Bidders

Data Sheet

Section 3. Technical Proposal Submission Form

Form TECH-1 Technical Proposal Submission Form

Form TECH-2 Comments and Suggestions

Form TECH-3 Description of Approach, Methodology and Work Plan

Form TECH-4 Team Composition and Task Assignments

Form TECH-5 Curriculum Vitae (CV)

Form TECH-6 Staffing Schedule

Form TECH-7 Work Schedule

Section 4. Financial Proposal Submission Forms

Form FIN-1 Financial Proposal Submission Form

Form FIN-2 Summary of Costs

Form FIN-3 Breakdown of Remuneration

Form FIN-4 Breakdown of Reimbursable Expenses

Section 5. Terms of Reference

Section 6. Standard Form of Contract

STANDARD BIDDING DOCUMENTS FOR PROCUREMENT OF SERVICES (Global Price) BIDDING DOCUMENTS Issued on: 14 April 2025 FOR PROVISION OF DATA MINING TOOL FOR SADC REGIONAL COUNTER-TERRORISM CENTRE (RCTC) CONTRACT NUMBER: SADC/3/5/2/381. PROCURING ENTITY: Southern African Development Community (SADC) Secretariat CONTENTS TOC \o "1-4" Section 1. Letter of Invitation PAGEREF _Toc269247649 \h 7 Section 2. Information to Bidders PAGEREF _Toc269247650 \h 9 Data Sheet PAGEREF _Toc269247651 \h 23 Section 3. Technical Proposal Submission Form PAGEREF _Toc269247652 \h 33 Form TECH-1 Technical Proposal Submission Form PAGEREF _Toc269247653 \h 34 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 PAGEREF _Toc269247654 \h 36 Form TECH-4 Team Composition and Task Assignments PAGEREF _Toc269247655 \h 38 Form TECH - 5Curriculum Vitae (CV) for Proposed Professional Staff PAGEREF _Toc269247656 \h Error! Bookmark not defined. Form TECH-6 Staffing Schedule PAGEREF _Toc269247657 \h Error! Bookmark not defined. Form TECH-7 Work Schedule PAGEREF _Toc269247658 \h Error! Bookmark not defined. Section 4. Financial Proposal Submission Forms PAGEREF _Toc269247659 \h 46 Form FIN-1 Financial Proposal Submission Form PAGEREF _Toc269247660 \h 47 Form FIN-2 Summary of Costs PAGEREF _Toc269247661 \h 48 Form FIN-3 Breakdown of Remuneration PAGEREF _Toc269247662 \h Error! Bookmark not defined. Form FIN-4 Breakdown of Reimbursable Expenses PAGEREF _Toc269247663 \h Error! Bookmark not defined. Section 5. Terms of Reference PAGEREF _Toc269247664 \h 49 Section 6. Standard Form of Contract PAGEREF _Toc269247665 \h 51 Section 1. Letter of Invitation Gaborone, 14 April 2025 Dear Bidders, 1. The SADC Secretariat now invites proposals to provide the following consulting services: Provision of Data Mining Tool for SADC Regional Counter-Terrorism Centre (RCTC). More details on the services are provided in the attached Terms of Reference. 2. The Bidding Documents has been addressed to all eligible Bidders. 3. A contractor will be selected under the Open Bidding procurement method and procedures described in this Bidding Documents. 4. The Bidding Documents 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. 5. Please inform us, upon receipt, within maximum twenty (20) days: (a) that you received the bidding documents; and (b) whether you will submit a proposal (if not state the reasons). Yours sincerely, THOMAS CHABWERA Head of Procurement Unit Section 2. Information to Bidders Information to Bidders Data Sheet Section 3. Technical Proposal Submission Form [Comments in brackets [ ] provide guidance to the Bidders for the preparation of their Technical Proposals; they should not appear on the Technical Proposals to be submitted.] Contents TOC \o "1-3" \h \z \u HYPERLINK \l "_Toc267380180" Form TECH-1 Technical Proposal Submission Form 30 HYPERLINK \l "_Toc267380181" 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 Form of Contract 31 HYPERLINK \l "_Toc267380182" Form TECH-3 Description of Approach, Methodology and Work Plan for Performing the Assignment PAGEREF _Toc267380182 \h 37 HYPERLINK \l "_Toc267380183" Form TECH-4 Team Composition and Task Assignments PAGEREF _Toc267380183 \h 38 Form TECH-5 Curriculum Vitae (CV) for Proposed Professional Staff...…...34 Form TECH-6 Staffing Schedule …………….. 38 HYPERLINK \l "_Toc267380187" Form TECH-7 Work Schedule PAGEREF _Toc267380187 \h Error! Bookmark not defined. FORM

FAQs

What is the purpose of Section 1, Letter of Invitation?

Section 1 invites eligible bidders to submit proposals to provide consulting services for a “Provision of Data Mining Tool” for SADC’s Regional Counter-Terrorism Centre (RCTC). It also references that further details are provided in the attached Terms of Reference.

Which procurement method will be used to select a contractor?

A contractor will be selected under the Open Bidding procurement method and procedures described in the Bidding Documents.

What does the bidder need to do within 20 days after receiving the documents?

Upon receipt, bidders must inform the SADC Secretariat within maximum twenty (20) days that they received the bidding documents and state whether they will submit a proposal (or provide reasons if not).

What templates are included for preparing a Technical Proposal?

The documents include technical proposal forms such as TECH-1 (submission form), TECH-2 (comments and suggestions), TECH-3 (approach, methodology and work plan), TECH-4 (team composition), TECH-5 (CV), TECH-6 (staffing schedule), and TECH-7 (work schedule).

Aug 31, 2026

Upload by Himbo