BANK Of ZAMBIA REQUEST FOR PROPOSALS GRAPHIC DESIGN FOR THE ZAMBIA INTERNATIONAL TRADE FAIR (ZITF) AND ZAMBIA AGRICULTURE AND COMMERCIAL SHOW (ZACS) STANDS BANK OF ZAMBIA RFP NO. IFB NO. BOZ/PMS/ONB/09/2017 ISSUED: 20 th FEBRUARY, 2017 1
BANK OF ZAMBIA INVITATION FOR BIDS TENDER FOR GRAPHIC DESIGN OF ZAMBIA INTERNATIONAL TRADE FAIR (ZITF) AND ZAMBIA AGRICULTURE AND COMMERCIAL SHOW (ZACS) BANK OF ZAMBIA STANDS IFB NO. BOZ/PMS/ONB/09/2017 1. The Bank of Zambia, in its 2017 budget, has made a provision towards the cost of designing of the Zambia International Trade Fair (ZITF) and the Zambia Agricultural and Commercial Show (ZACS) stands and intends to apply part of the proceeds of this provision to cover eligible payments under the contract for designing of the Bank of Zambia ZITF and ZACS pavilions. 2. The Scope of works shall be as follows; (a) (b) The artist should be able to provide a model of the planned internal layout of the pavilion bearing in mind the themes and how they relate to the Bank of Zambia. The model design should be of an open office environment setting. To design and arrange the Pavilion in such a manner as will be satisfactory to the Bank also being fully mindful of the Bank s role and relation to the Fair and Show Themes which are: ZITF - Innovation for Industrialization ZACS - Promoting a green economy (c) (d) There should be no poly or free hand sign writing used. The model shall be presented as a miniature of the stand. 1
(e) (f) (g) (h) (i) (j) (k) The artist should provide a work schedule providing for handing over of the pavilion to the Bank at-least six days before the start of the respective exhibitions. The bidder should have a traceable track record of having done similar exhibition works in recent years for reputable organisations and for which these organisations have won awards. The works will include designing the Artwork, as will be furnished by the Bank s various departments and finally mounting the printed work. To design and install partitioning as recommended in the model provided complete in the Bank s corporate colours with Graphical Vinyl illustrations for each section. To design and graphically interpret the ZITF and ZACS Themes and how they relate to the Bank of Zambia. To design and install the Bank of Zambia Logo in Copper Colour finish. To design and manufacture desking furniture. 3. The Bank of Zambia now invites sealed bids for the designing of the Bank of Zambia pavilions as follows: Lot 1 Zambia International Trade Fair (ZITF) Lot 2 Zambia Agricultural and Commercial Show (ZACS) The Bidder is allowed, at its option, to bid for individual lots or for both lots but in each case bidders must quote for all requirements specified. Bidders not quoting for all requirements specified will be considered non-responsive. The basis for bid evaluation and contract award will be by individual lot basis or both lots, and the Purchaser will award the contract(s) to the most economical combination. 4. Interested Bidders may obtain further information from and inspect the bidding documents at the Bank of Zambia, 7 th Floor, Annex Building or Bank of Zambia Regional office, Ndola. The fax numbers are 260 211 221648 and 260 212 614251, respectively. HOWEVER, BIDS SUBMITTED VIA FACSMILE WILL NOT BE ACCEPTED. 5. Bidding documents in English may be purchased by interested bidders from either the Bank of Zambia, 7 th Floor, Annex Building, Cairo Road, Lusaka or Bank of Zambia Regional office, Buteko Avenue, Ndola upon payment of a non-refundable fee of One Hundred and Fifty Kwacha (K150.00) inclusive of VAT. 6. Sealed bids must be deposited in the Tender box situated on the 7 th Floor, Annex Building, Bank of Zambia, Cairo Road, Lusaka on or before Wednesday, 22 nd 2
March 2017 at 10:00 hours. Late bids will be rejected. Tenders will be opened immediately thereafter in the presence of bidders or their representatives who choose to attend. 7. Prospective Bidders are reminded to bring with them appropriate identification to facilitate their entry into the Bank. Director - Procurement & Maintenance Bank of Zambia 8 th Floor, Executive Building P O Box 30080 LUSAKA Tel: +260 211 228888 Email: tenders@boz.zm 3
Instructions to Bidders 1.0 Introduction Bidders are expected to submit Technical and Financial proposals in two separate Envelopes. The Scope of works shall be as follows; (a) The artist should be able to provide a model of the planned internal layout of the pavilion bearing in mind the themes and how they relate to the Bank of Zambia. The model design should be of an open office environment setting. (b) To design and arrange the Pavilion in such a manner as will be satisfactory to the Bank. The Bidder should also be mindful of the Bank s role and relation to the Fair and Show Themes which are as follows:- ZITF - Innovation for Industrialization ZACS - Promoting a green economy (c) (d) (e) (f) (g) (h) (i) (j) The model shall be presented as a miniature of the stand. 3D or 4D models are acceptable. There should be no poly or free hand sign writing used. The artist should provide a work schedule providing for handing over of the pavilion to the Bank at-least six days before the start of the respective exhibitions. The bidder should have a traceable track record of having done similar exhibition works in recent years for reputable organisations and for which these organisations have won awards. The works will include designing the Artwork, as will be furnished by the Bank s various departments and finally mounting the printed work. To design and install partitioning as recommended in the model provided complete in the Bank s corporate colours with Graphical Vinyl illustrations for each section. To design and graphically interpret the ZITF and ZACS Themes and how they relate to the Bank of Zambia. To design and install the Bank of Zambia Logo in Copper Colour finish. 4
(k) To design and manufacture desking furniture. (l) To paint the pavilion 2.0 Technical Proposal The Technical Proposals shall contain a duly completed and signed Technical Proposal Submission Form (Form A) and information pertaining to technical requirements. Bidders are supposed to submit the following Qualification Information and Bidding forms together with their bid: Qualification Information 1. Individual Bidders or Individual Members of Joint Ventures 1.1 Constitution or legal status of Bidder: [attach copy] Valid Tax Clearance : [insert] Place of registration: [insert] Principal place of business: [insert] 1.2 List Services performed as prime Service Provider on the provision of Services of a similar nature and volume over the last Three (3) years. The company should have; At least Five years experience in provision of Graphic Designing, and At least Three reputable clients. The values should be indicated in the same currency used for Item 1.2 above. Also list details of work under way or committed, including expected completion date. (a) Project name and country Name of employer and contact person Type of Services provided and year of completion Value of contract 5
(b) 1.3 Qualifications and experience of key personnel proposed for administration and execution of the Contract. Attach biographical data. (a) (b) Position Name Years of experience (general) 1.4 Proposed subcontracts and firms involved. Years of experience in proposed position Sections of the Services (a) Value of subcontract Subcontractor (name and address) Experience in providing similar Services (b) 1.5 Evidence of access to financial resources to meet the qualification requirements: cash in hand, lines of credit, etc. List below and attach copies of support documents. Financial reports for the last two years: balance sheets, profit and loss statements, Financial Statement, Cash Flow Statement, Bank Statements etc. List below and attach copies. 1.6 Name, address, and telephone, telex, and facsimile numbers of banks that may provide references if contacted by the Employer. 1.7 Statement of compliance with the requirements in 1.0 above. 1.8 Proposed Program (service work method and schedule). Descriptions, drawings, and charts, models as necessary, to comply with the requirements of the bidding documents. 2. Joint Ventures 2.1 The information listed in 1.1-1.7 above shall be provided for each partner of the joint venture. 6
2.2 The information in 1.8 above shall be provided for the joint venture. 2.3 Attach the power of attorney of the signatory (ies) of the Bid authorizing signature of the Bid on behalf of the joint venture. 2.4 Attach the Agreement among all partners of the joint venture (and which is legally binding on all partners), which shows that (a) (b) (c) all partners shall be jointly and severally liable for the execution of the Contract in accordance with the Contract terms; one of the partners will be nominated as being in charge, authorized to incur liabilities, and receive instructions for and on behalf of any and all partners of the joint venture; and the execution of the entire Contract, including payment, shall be done exclusively with the partner in charge. 7
The Technical Proposal shall be placed in a sealed envelope clearly marked Technical Proposal, and the Financial Proposal in a sealed envelope clearly marked Financial Proposal and warning: Do Not Open with the Technical Proposal. Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address clearly marked, Do Not Open, before Wednesday, 22 nd March 2017 10:00 hours local time. 3.0 Financial Proposal The Financial Proposal shall contain duly completed and signed Financial Proposal Submission Form (Form B) and a breakdown of the cost for each stand, completion period and payment terms. 4.0 Bid Validity The bid should be valid for a period of at least 90 days from the date of Tender closing. 5.0 Selection Method The Tender will be evaluated in three stages, namely, Preliminary, Technical and Financial evaluation and only firms that were responsive to the criteria in the preceding stage would proceed to the next stage. 5.1 Preliminary Evaluation The Procuring Entity s evaluation of a bid will take into account the following items: Signed Technical Submission Form Certificate of Incorporation Valid Tax Clearance Certificate Bid validity period of at least 90 days from date of Tender Closing Bids denominated in Zambian 5.2. Technical Evaluation The selection method shall be Quality and Cost Based Selection (QCBS), the lowest Financial Proposal (Fm) will be given a financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as shown below:- Sf = 100 x Fm/F, in which Sf is the financial score, Fm is the lowest price and F the price of the proposal under consideration. Proposals will be ranked according to their combined technical (St) and 8
financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1), where the weights given to the Technical and Financial Proposals are: T= 70% and P=30%; S St T% Sf P%. The firm achieving the highest combined technical and financial score will be awarded the tender. 5.3 Technical Criteria (Requirements) Item No. Criteria Points 1 Quality of the model/colour scheme (with the Bank of Zambia s royal blue as the dominant colour) of the planned internal layout of the pavilion bearing in mind the themes and how they relate to the Bank of Zambia.(The model design should be of an open office Environment setting). 30 2 Traceable track record of having done similar exhibition works in recent years for reputable organizations. Give details as described in the Qualification Information 1.2 above 15 3 Experience of the Graphic Artist- Give details as described in the Qualification Information 1.3 above 4 Artistic Interpretation of the Themes- Proposed Program (service work method and schedule). Descriptions, drawings, and charts, models as necessary, to comply with the requirements of the bidding documents Total Points:100 25 30 The minimum technical score required to pass: Sixty (60) 9
Sample Forms 10
(Form A) TECHNICAL PROPOSAL SUBMISSION FORM [Location, Date] To: [Name and address of Bank of Zambia] Ladies/Gentlemen: We, the undersigned, offer to provide the Graphic Designing Services of the Bank of Zambia, Zambia International Trade Fair and the Zambia Agriculture and Commercial Show Society Stands in accordance with your Request for Proposal dated [insert date] and our Proposal (Technical Proposals). We hereby submit our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope. If negotiations are held during the period of validity of the Proposal, i.e., before [Date] we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address: 11
(Form B) FINANCIAL PROPOSAL SUBMISSION FORM [Location, Date] To: [Name and address of Bank of Zambia] Ladies/Gentlemen: We, the undersigned, offer to provide Graphic Designing Services of the Bank of Zambia, Zambia International Trade Fair and the Zambia Agriculture and Commercial Show Society Stands in accordance with your Request for Proposal dated [insert date] and our Proposal (Financial Proposals). Our attached Financial Proposal is for the sum of [Amount in words and figures]. This amount is exclusive of 16% VAT, which has been calculated at [Amount(s) in words and figures]. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e., [Date]. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address: 12