Southern African Development Community (SADC)

STANDARD BIDDING DOCUMENTS FOR
PROCUREMENT OF SERVICES (Global Price)

B I D D I N G D O C U M E N T S

for

Procurement of

CONSULTANCY FOR DEVELOPMENT OF THE

CONFLICT TRACKING AND ANALYSIS TOOL (CON-
TAT)

CONTRACT NUMBER: SADC/3/5/2/420

PROCURING ENTITY: SADC SECRETARIAT

Issued on: 8 October 2025

v

CONTENTS

SECTION 1. LETTER OF INVITATION...............................................................................7
SECTION 2. INFORMATION TO BIDDERS.......................................................................9
DATA SHEET...............................................................................................
...................24

SECTION 3. TECHNICAL PROPOSAL SUBMISSION FORM .....................................31
FORM TECH-1 TECHNICAL PROPOSAL SUBMISSION FORM ..........................32
FORM TECH- 2 COMMENTS AND SUGGESTIONS ON THE TERMS OF
REFERENCE...........................................................................................
............38

FORM TECH-4 TEAM COMPOSITION AND TASK ASSIGNMENTS.....................40
FORM TECH - 5 CURRICULUM VITAE (CV) FOR PROPOSED
PROFESSIONAL STAFF ......................................................................................41
FORM TECH-6 STAFFING SCHEDULE ........................................................45
SECTION 4. FINANCIAL PROPOSAL SUBMISSION FORMS ....................................47
FORM FIN-1 FINANCIAL PROPOSAL SUBMISSION FORM ............................................48
FORM FIN-2 SUMMARY OF COSTS.............................................................................49
SECTION 5. TERMS OF REFERENCE............................................................................50
SECTION 6. STANDARD FORM OF CONTRACT .........................................................70

7

Section 1. Letter of Invitation

8
th October 2025

1. The SADC Secretariat herewith invites Consulting Firms to submit proposals for
the following contract: “CONSULTANCY FOR DEVELOPMENT OF THE CONFLICT
TRACKING AND ANALYSIS TOOL (CON-TAT)” More details on the scope of the
contract(s) are provided in the Bidding Documents which can be downloaded, free
of charge, from the following website: www.sadc.int
2. The procurement method used for this contract is Negotiated Procedure with
Publication, as defined in the SADC Secretariat Guidelines for Procurement
and Grants, edition August 2021 available at the following website: www.sadc.int
3. The Request for Proposal (RFP) is open to firms which satisfy the eligibility and
qualification requirements stated in the 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. The date and time of submission of the Bids at the address indicated in the Bidding
Documents is 10th November 2025, at or before midnight, local Botswana time.
Proposals received after this time and date, or submitted otherwise than indicated
in the Bidding Documents shall not be considered and shall be returned unopened.
6. All notifications concerning this procurement process, including modification of the
Bidding Documents, clarifications, results of the evaluation or cancellation notices,
will be published on the following website www.sadc.int.
7. Interested consulting firms may seek clarification or/and additional information
concerning this contract, only in writing and by latest 27 October 2025 by midnight
local Botswana time, from the following contact points.
Attention: Mr. Thomas Chabwera

Address: SADC Secretariat, Plot No. 54385, New CBD, Private Bag 0095

Section 1. Letter of Invitation 8

-8-

Gaborone, Botswana, Telephone: +267 395 1863
E-mail: [email protected] and [email protected]
Copy to: [email protected] and [email protected]

8. Responses to requests for clarifications will be posted on the SADC website by 30
October 2025, by midnight, Botswana Time
9. Description of the assignment: “CONSULTANCY FOR DEVELOPMENT OF THE
CONFLICT TRACKING AND ANALYSIS TOOL (CON-TAT)” REF:
SADC/3/5/2/420.