REQUEST FOR PROPOSAL FOR THE SUPPLY AND DELIVERY …...SUPPLY AND DELIVERY OF MOBILE FUEL STORAGE...

Rev. No: of 5 Plot 8913, Maakgadigau way Gaborone West Industrial Site, Gaborone Botswana P/Bag 0058 Gaborone

Tel: +267 390 6853 Fax +267 6822

REQUEST FOR PROPOSAL

FOR

THE SUPPLY AND DELIVERY OF MOBILE FUEL STORAGE AND DISPENSING UNITS

Reference: BOL/2019-20/08 Document Version: 1.0

Date Issued: 07/10/2019 Closing Date: 30/10/2019

2 SUPPLY AND DELIVERY OF MOBILE FUEL STORAGE AND DISPENSING UNITS

TABLE OF CONTENTS

1 COMPANY BACKGROUND ........................................................................................................................................................... 3

1.1 COMPANY PROFILE – BOTSWANA OIL LIMITED .............................................................................................................................. 3 1.2 MANDATE .............................................................................................................................................................................................. 3 1.3 VISION STATEMENT .............................................................................................................................................................................. 3

1.4 MISSION STATEMENT ........................................................................................................................................................................... 3 1.5 ACHIEVEMENT OF THE COMPANY STRATEGIC INTENT .................................................................................................................... 3

2 PROJECT BACKGROUND ............................................................................................................................................................... 4

2.1 SCOPE OF WORK ............................................................................................................................................................................ 4 2.2 RFP SCHEDULE ...................................................................................................................................................................................... 6 2.3 RFP RELATED QUESTIONS / CLARIFICATIONS................................................................................................................................ 6

2.4 RFP EVALUATION PROCESS ................................................................................................................................................................. 6 Evaluation of RFPs................................................................................................................................................................. 6 Stage 1: Compliance Check ................................................................................................................................................ 7

Stage 2: Technical Evaluation of RFPs .............................................................................................................................. 7 Stage 3: Financial Evaluation of RFPs ................................................................................................................................ 9 Basis of the Award of the Tender .................................................................................................................................... 9

2.5 RFP TERMS & CONDITIONS ............................................................................................................................................................... 10 Price and Currency ............................................................................................................................................................ 10 Liabilities of BOL ................................................................................................................................................................. 10

Proposal Process Management ........................................................................................................................................ 10 Confidentiality & RFP Ownership ................................................................................................................................... 10 Conflicts of Interest ........................................................................................................................................................... 11

Right to Submitted Material ............................................................................................................................................. 11 Facilities and Other Requirements ................................................................................................................................. 11 Independent Price Determination .................................................................................................................................. 11

Applicable Law ..................................................................................................................................................................... 11 2.6 BIDDERS PRESENTATION .......................................................................................................................................................... 11

3 PROPOSAL RESPONSE FORMAT ............................................................................................................................................ 12

4 TENDER CLOSING AND OPENING ....................................................................................................................................... 13

5 PROFILE & REFERENCE ................................................................................................................................................................. 14

5.1 BIDDER’S COMPANY DETAILS......................................................................................................................................................... 14 5.2 STAFF DETAILS ..................................................................................................................................................................................... 14

5.3 REFERENCE .......................................................................................................................................................................................... 14

6 KEY CONTRACT CLAUSES ......................................................................................................................................................... 15

6.1 SUBCONTRACTING .................................................................................................................................................................... 15

6.2 KEY PERSONNEL ............................................................................................................................................................................ 15 6.3 PERFORMANCE AND DEFAULT .............................................................................................................................................. 15 6.4 SERVICE LEVEL AGREEMENTS ................................................................................................................................................... 15


1 COMPANY BACKGROUND

1.1 COMPANY PROFILE – BOTSWANA OIL LIMITED

Botswana Oil Limited (BOL) serves as the Government of Botswana’s transformation agent in the oil and gas industry. Wholly owned by the Government of Botswana, represented by Ministry of Mineral Resources, Green Technology and Energy Security (MMGE), the company functions under defined governance and operating principles to inform and guide its operations. Botswana Oil Limited is registered under the Company’s Act and started operating in July 2013.

1.2 MANDATE

Botswana Oil Limited is the National Oil Company (NOC) of Botswana responsible for ensuring security of fuel supply for the benefit of all Batswana. The company is mandated to:

- Ensure security and efficiency of supply of petroleum products for Botswana Oil Limited; - Manage state-owned strategic fuel reserve facilities, strategic stocks as well as bulk storage and

distribution; - Facilitate participation of Citizen Emerging Companies (CEC) in the petroleum sector.

1.3 VISION STATEMENT

To be a significant player in the Oil & Gas Industry.

1.4 MISSION STATEMENT

Botswana Oil Limited’s mission is ensuring security and efficiency of supply of petroleum products for Botswana and facilitation of CEC.

1.5 ACHIEVEMENT OF THE COMPANY STRATEGIC INTENT

BOL aims to meet its strategic objectives by ensuring: 1. Optimal management of Government’s strategic fuel stocks; 2. Procurement and securing of fuel supplies on behalf of the Government of Botswana; 3. Development of opportunities to leverage fuel storage facilities to generate income; 4. Provision of product to the market to ensure continuous supplies; 5. Alternative supply routes to mitigate risks associated with single source supply; 6. Development of strategic partnerships with international and regional stakeholders in the oil industry.


2 PROJECT BACKGROUND

Botswana Oil Limited (BOL) is the Government of Botswana’s agent for the achievement of broader economic objectives, expressly where current oil companies in Botswana have not been able to explore. Whereas International Oil Companies have avoided investing in areas signified as remote and in some cases, divesting from such areas due to low returns and logistical challenges, BOL’s mandate, which entails ensuring the security of supply of petroleum products in Botswana, seeks to ensure that petroleum products reach all areas of the country. The remote areas have over the years, through Government’s development plans, seen increased populations, commercial activities and the need for supporting services necessitated by this growth. While such growth has been realized, not all supporting services were availed by the private sector who have cited low Returns On Investment. The Government of Botswana undertook to ensure the security of supply of petroleum products not only to Commercial operations, but to the general end consumer in a sustainable manner. As part of delivering the mandate, BOL must ensure availability and affordability of petroleum products to as many Batswana as practically possible. As a solution, BOL will establish filling stations to support activities in selected remote areas across Botswana. 2.1 SCOPE OF WORK

The proposed solution shall have/meet the following requirements, as a minimum, to plugin and operate;

Self -bunded storage tanks for two products (Diesel and Petrol);

Convenient Store to act as pay point and protect workers against harsh weathers;

Maintenance strategy and plans including list of critical spare parts;

Specifications, Standards and Certifications for storing flammable and combustible product

above ground;

Overfill protections;

System redundancy;

Fuel Management System;

Ladders and platforms for easy access;

Dip stick;

Statutory signage;

Anti- syphon capabilities;

Breather vents with dust filter fittings;

Male and female toilets with hand washing basins;

Crush barriers;

Installation and redeployment instructions

HSSE and emergency instructions

Safety critical equipment

Rapid deployment and demobilization capability (The entire installation should be such that it can

be moveable/ transferable to a different location as and when need arises).


The Unit shall comprise of the following;

Description Quantity

Self-Bunded Tank

Petrol Installation: Safe Fill Level 31,000 Liters.

Self-Bunded Containerized Environmental Above Ground Storage Tank for Hydrocarbons Coming with All Standard Fittings.

Suction Dispenser Dual Hose (45 - 45 l/min) - Dual Pump, Dual Hose with Inter-grated Electronic registers for self-use or resale. Supplied with 2 X Single head and 2 X 7-micron Spin-On elements on a low flow loop. Schedule 40 carbon steel pipework, Heavy duty Industrial grade coating, Bonding equipment & cable with HD clamps and Pressure Differential Indicators on both lines.

2

PP- Loader - With Filter and Meter. Petrol

500 l/min 0ff-loading system coming with Zone 1 400 VAC 5.5 KW Motor) -100mm Dry

Break, API607 Certified Ball Valves, Inline Basket Strainer, Schedule 40 Carbon Steel

Pipework with Pre-Filtration and Meter with Pulsar.

2

Self-Bunded Tank

Diesel Installation: Safe Fill Level 31,000 Liters.

Self-Bunded Containerized Environmental Above Ground Storage Tank for Hydrocarbons Coming with All Standard Fittings.

Suction Dispenser Dual Hose (45 - 45 l/min) - Dual Pump, Dual Hose with Inter-grated Electronic registers for self-use or resale. Supplied with 2 X Single head and 2 X 7-micron Spin-On elements on a low flow loop. Schedule 40 carbon steel pipework, Heavy duty Industrial grade coating, Bonding equipment & cable with HD clamps and Pressure Differential Indicators on both lines.

2

PP- Loader - With Filter and Meter. Diesel

500 l/min 0ff-loading system coming with Zone 1 400 VAC 5.5 KW Motor) -100mm Dry

Break, API607 Certified Ball Valves, Inline Basket Strainer, Schedule 40 Carbon Steel

Pipework with Pre-Filtration and Meter with Pulsar.

2

Fuel Management & Automatic Tank Gauging Systems. – Petrol & Diesel

Full FMS and ATG and ability to monitor offloading & dispensing at the same time.

Automatic tank gauging for the tank in real time including installation.

4

CONVENIENT STORE: Approximately 15 m2 Operating Unit coming with 2 x sections

/ 1 x 12000 BTU air conditioner / full 40mm interior insulation fitted to walls and ceiling

/ wire brush, prime and paint exterior (BOL to advise on color). 2mm polyurethane

rubberized flooring (black) / 2 x 4ft led lights / 4 x 16-amp led lights / 1 x 220volt

distribution board / 1 x 2 meter post form counter & 2 x aluminum top hung windows –

1455mm X 380mm fitted with 12mm burglar bars.

2

Security (Roller Shutters). Lot

Security Lights (Outer Spots). 2


Rock Wool Fire Wall Panelling (Between Tanks & Convenient Store). Lot

Paint Work (Exterior Enamel). Lot

Roof (Galvanised Sheeting / Facia & Gutter System. Fully Disassembles and Is

Transported Within the Front Shop Container

Lot

In Built Back-Up Power Supply Generator 2

Movable Spill Containment 4

Crush Barriers Lot

Shipping and Transport to Specified Area Lot

Site Work, Commissioning & Operator Training on Site Lot

Labour Lot

2.2 RFP SCHEDULE

RFP key dates, are as follows:

1 07/10/2019 RFP made available to bidders

2 07/10/2019 Submission of questions, clarifications, etc. by bidders

3 22/10/2019 Deadline for BOL to respond to questions, clarifications, etc.

4 30/10/2019 Deadline for BOL to accept bidders’ proposals

5 06/11/2019 – 8/11/2019 Evaluation of Bids

6 11/11/2019 Bidders presentation of proposals to BOL, if required by BOL

Table 1 – Key RFP dates

2.3 RFP RELATED QUESTIONS / CLARIFICATIONS

All questions and notices related to this RFP should be directed to [email protected] clearly marked with a reference of this tender as the subject of the email. Responses to bidders will be sent from / to [email protected]. Bidders are requested to ensure that emails from / to [email protected] are not blocked or sent to junk-folder by their information security infrastructure.

2.4 RFP EVALUATION PROCESS

Evaluation of RFPs

The Evaluation method to be used is Quality and Cost based selection. The technical weighting will carry 75% while the Financial Weighting will carry 25% The purpose of the RFP evaluation is to carry out an equitable comparison of RFPs on a common base.

mailto:[email protected]




Stage 1: Compliance Check

The primary stage of evaluation, being the Compliance Check is to verify the General Requirements of the bidder. Bidders are therefore required to submit the following documents;

1. Submission of a Declaration Form for Tender Purposes 2. A copy (ies) of Share Certificates for company shareholders certified by the issuing

authority / office 3. Certified Identity Document(s) copies in respect of company shareholders 4. Provision of a tax clearance certificate number and the taxpayer PIN. Please note that

the Tax Clearance Certificate will be verified online. for companies not domiciled in Botswana should provide certified copies of tax certificates issued by a tax authority in their country of origin.

5. Registration with PPADB under code 214, sub code 02. An online verification of PPADB Registration will be carried out. Note: This is a requirement for companies domiciled in Botswana only.

Note: bidders who fail to submit any of the above documents will be given up to a maximum of 5 business days’ notification to submit the missing documents. Failure to submit any of the above information within the stipulated period will result in disqualification of the Bidder.

Stage 2: Technical Evaluation of RFPs

The quality of each technical proposal will be evaluated in accordance with the award criteria and the associated weighting as detailed in the technical evaluation table below.

Technical Criteria - Weighted (Proposal should not be considered for further evaluation unless it meets

a score of at least 75 overall)

MAX Points

Rating Scale (Weighted) Points Scale

2.4.3.1 Warranties 15

2.4.3.1.1 All proposed equipment has

warranty from the date of delivery at BOL sites.

5-15

0- Does not meet the requirement = <6 months

0

1- Partially meets the requirement = <1 year but > 6 months

2

2- Meets the requirement = 1 year 10

3- Exceeds the requirement = >1 year 15

2.4.3.2 After Sales Service and Support 20

2.4.3.2.1

Supplier has years of practical and operational experience related to

After Sales Service and Support of their products.

3-15

0- Does not meet the requirement = <1 year

0

1- Partially meets the requirement = >1 year but <3years

5

2- Meets the requirement = 3 years 10

3- Exceeds the requirement > 3 years 15

2.4.3.2.2 Evidence of having successfully

completed at least two deliveries. 2-5

0- Does not meet the requirement = <1 year

0

1- Partially meets the requirement = >1 year but <2years

2


2- Meets the requirement = 2 years 3

3- Exceeds the requirement >2 years 5

2.4.3.3 Packing and Transporting 15

2.4.3.3.1 Proposal clearly indicates the

number of items that fit into one container.

5 0- Does not meet the requirement 0

1- Fully meets the requirement 5

2.4.3.3.2 A detailed packing list for one

container is provided. 5-10

0- Does not meet the requirement if detailed packing list is not provided 0

1- Partially meets the requirement if detailed packing list is not fully provided

5

2- Fully meets the requirement if detailed packing list is fully provided

10

2.4.3.4 Compliance 50

2.4.3.4.1 a) Checklist of parts, components

and tools 2-5

0- Does not meet the requirement (if not provided)

0

1- Partially meets the requirement (if partially provided)

2

2- Fully meets the requirement (if fully provided)

5

2.4.3.4.2 b) System redundancy 2-5


0


2


5

2.4.3.4.3 c) System compliance to Standards on storing and handling flammable

product above ground 5-10


0


5


10

2.4.3.4.4 d) Assembly procedure including

assembly plans/drawings/diagrams/flow charts

2-4


0


2


4

2.4.3.4.5 e) Complete plans and details of the

product 5-10


0


5


10

2.4.3.4.6 f) Safety practice and precautions during assembly and occupancy

4-8


0


4


8

2.4.3.4.7 g) Print-outs of structural analysis

and detailed structural designs 2-4


0


2


4


2.4.3.4.8 h) Schedule for the onsite assembly

process 2-4


0


2


4

Table 2 – Technical Evaluation Form

Only bidders who have met the set cut off Point of 75% (75/100) will be considered for Financial Evaluation.

Stage 3: Financial Evaluation of RFPs

Scores for price are based on the following method: (Note that the lower the price, the higher the score.) Normalized price score = Lowest tender price x 25%

Tender price.

Price preference will be given to registered local service providers. Companies that would like to benefit from the above price preference shall submit certified proof that they are local service providers, i.e. a certified copy of a valid EDD Certificate. The certification should be done by the issuing authority.

Price Preference will also be given to the following categories;

Citizen Owned Companies – 5%

Youth owned companies – 5%

Women owned companies – 2.5%

Disabled owned companies – 2.5%

The recommendation to award will be to the highest combined scorer (technical and financial)

Basis of the Award of the Tender

The selection of the best bidder will be made on the highest combined score.


2.5 RFP TERMS & CONDITIONS

Price and Currency

The currency applicable to this RFP is Botswana Pula (BWP).

Fixed and variable rates/costs should be clearly stated.

Fees must show hours, rate per hour, costs, and all other expenses to complete the project.

Travel expenses shall be included in the Bidders fees. Such expenses shall include, but are not limited to, transportation, lodging, car rental, meals and incidentals.

All Botswana taxes applicable shall apply to this RFP and shall be to the account of the bidder.

Any hidden costs/fees not detailed in the RFP shall not be accepted.

Liabilities of BOL

This RFP is only an invitation for proposal and no contractual obligation on behalf of BOL whatsoever shall arise from the RFP process unless and until a formal contract/agreement is signed between BOL and the service provider.

This RFP does not commit BOL to pay any cost incurred in the preparation or submission of any proposal or to procure or contract for any services. All costs associated with the preparation and submission of this RFP are for the bidder.

Eligibility Criteria

This RFP is open to all qualified registered companies.

Proposal Process Management

BOL reserves the right to revise the RFP, to request one or more re-submissions or clarification from one or more bidders, or to cancel the process in part or whole. No bid will be accepted after the submission closing date. BOL reserves the right to accept or reject any and all proposals received or waive minor defects, irregularities, or informalities therein. BOL would ideally prefer to contract with one contractor for the provision of all services outlined in this RFP document. However, BOL reserves the right to split the award should it deem this to be in the best interest of the Company. BOL will at its discretion award the contract on the basis of the most advantageous proposal submitted that complies with the RFP document. BOL may not award the contract to the lowest bidder.

Confidentiality & RFP Ownership

This RFP is both confidential and proprietary to BOL, and BOL reserves the right to recall the RFP in its entirety or in part. Bidders cannot and agree that they will not duplicate, distribute or otherwise disseminate or make available this document or the information contained in it without the express written consent of BOL.

Bidders shall not include or reference this RFP in any publicity without prior written approval from BOL. Bidders must accept all of the foregoing terms and conditions without exception.


Proposals may be returned when the tender is cancelled and, in the event, bidders are not successful during the technical evaluation for a two (2) envelop process tender.

Conflicts of Interest

The Bidder shall document any conflict(s) of interest due to any other clients, contracts, or property interest in a statement certifying that no member of ownership, management, or staff has vested interest in any aspect or department of BOL.

Right to Submitted Material

All responses, inquiries, or correspondence relating to or in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the bidder shall become the property of BOL when received.

Facilities and Other Requirements

A clear description of any facility, personnel and other requirements needed for accomplishment of the project should be listed. BOL reserves the right to provide only those facilities, personnel and other requirements as BOL deems necessary or appropriate.

Independent Price Determination

A bidder shall not be considered for award if it becomes known that the price in the proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other bidders or with any competitor. In addition, the bidder is prohibited from submitting more than one proposal or submitting multiple proposals in a different form; i.e., as a prime bidder and as a subcontractor to another prime bidder. Alternate proposals shall result in the disqualification of the Bidder.

Applicable Law

The law of Botswana shall govern this RFP and any subsequent contracts to be entered into.

2.6 BIDDERS PRESENTATION

Bidders may be required to present their proposals to the evaluation team.


3 PROPOSAL RESPONSE FORMAT

1. Bidders whose proposals deviate from these instructions may be considered non-responsive and

may be disqualified at the discretion of BOL.

2. Proposals should be prepared as simply as possible and provide a clear, concise description of the

service provider’s capabilities to satisfy the requirements of the RFP. Emphasis should be on

accuracy, completeness and clarity of content. All pages, figures, and tables should be numbered

and labeled clearly.

3. Proposals should be in English.

4. A two envelop procedure is to be used. Bidders are required to submit their financial bids and the technical bids in two separate envelops clearly marked on the envelope “Technical” for the technical bid and “Financial” for the financial bid.

5. Bidders shall submit One (1) original and four (4) copies plus one (1) soft copy on a USB Flash Drive/Memory Stick of each section in one sealed envelope which should be clearly marked with the tender reference number “BOL/2019-20/08” and addressed to; Procurement Botswana Oil Limited Private Bag BO 173 Bontleng Plot 54373, Petroleum House, Matante Mews, CBD Gaborone, Botswana

6. Bidders are required to return all returnable documents listed below;

I. Appendix A; Company Profile

II. Appendix B; Staff Details

III. Appendix C; Customer Reference Details

IV. Appendix D; Subcontractor Authorization (Where applicable)

V. Appendix E; Declaration by Directors and Shareholders

VI. Appendix F; Tender Form

VII. Appendix G; Schedule of Prices


4 TENDER CLOSING AND OPENING

All sealed tenders must be deposited in the tender box at the BOL Head Quarters reception area no later

than 10h00 (BOL time) on 15/10/2019. Physical address stipulated under section 3 (5) of the RFP.

Tender proposals will be opened immediately following the closing time stipulated above, on 15/10/2019


5 PROFILE & REFERENCE

5.1 BIDDER’S COMPANY DETAILS

Bidders are required to provide details of their company details by completing the attached company profile form labelled ‘Appendix A’.

5.2 STAFF DETAILS

Bidders are required to provide their staff details through completion of the attached ‘Appendix B’.

5.3 REFERENCE

Bidders are to provide a minimum of three (3) reference companies and accompanying reference letters where the proposed service(s)/solutions have worked well. Details of reference companies should include names and contact details of persons who will be available for discussion with BOL. Discussions may be telephonic, email or site-visit (prior arrangements will be made and at BOL’s costs). BOL may, at its discretion, contact referees to obtain relevant information about the bidder relating to solutions/services provided and implementation experience. The referee details should be given in the following format. A separate copy of the format given (Appendix C) should be used for each reference. The minimum required is three (3).


6 KEY CONTRACT CLAUSES

6.1 SUBCONTRACTING

Work proposed to be performed under this contract by the Bidder or its employees shall not be subcontracted without prior written approval of BOL. Acceptance of a contractor's proposal shall include any subcontractor(s) specified therein.

6.2 KEY PERSONNEL

The Bidder shall not substitute or remove key personnel assigned to the performance of this contract without prior written approval by the BOL. The individuals designated as key personnel for purposes of this contract are those specified in the Bidder's proposal

6.3 PERFORMANCE AND DEFAULT

If, through any cause, the Bidder shall fail to fulfill in timely and proper manner the obligations under this agreement, BOL shall thereupon have the right to terminate this contract by giving written notice to the Bidder and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Bidder shall, at the option of BOL, become BOL’s property, and the Bidder shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Bidder shall not be relieved of liability to BOL for damages sustained by BOL by virtue of any breach of this agreement, and BOL may withhold any payment due to the Bidder for the purpose of setoff until such time as the exact amount of damages due to BOL from such breach can be determined.

In case of default by the contractor, BOL may procure the services from other sources and hold the Bidder responsible for any excess cost occasioned thereby. BOL reserves the right to require performance bond or other acceptable alternative guarantees from successful bidders without expense to BOL.

Upon the entering of a judgment of bankruptcy of insolvency by or against the Bidder, BOL may terminate this contract for cause. Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations

6.4 SERVICE LEVEL AGREEMENTS

A BOL contract shall be signed. The service provider will provide at least the following information to BOL in relation to the proposal that will form part of the contract:

Key Performance Indicators (KPI) proposed for delivery of the service.

Measurement of the KPI’s.

Proposed service credits for non-performance.


Appendix A: Company Profile

General Information

Company Name

Parent Company and/or Subsidiaries (if any)

Physical address

Contact Details

Please provide details of ownership: private/public; ultimate parent; major shareholders. Any significant changes in ownership in the last two years?

If a corporation list the country and date of incorporation.

Contact details of Project Manager

Failure to Complete Prior Projects - Disclose whether the Bidder (or any general partner or joint venture of the Bidder) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.

Years in business and experience in similar transactions


Appendix B: Staff Details

Staff

Total number of employees

Please provide a break-up of the number of employees by function, e.g. Sales/Marketing, Admin, Research & Development, Technical Support, etc.

CVs of staff proposed to be assigned to this project if any


Appendix C: Customer Reference Details

Reference Details

Full Names (contact persons)

Physical Addresses

Telephone Number

Email Address

Project Details, including:

Project title & description (brief)

Project challenges & constraints

Planned outcomes

Achieved outcomes


Appendix D: Subcontractor Authorization

To: Botswana Oil Limited (BOL)

Whereas (Name of Subcontractor) ___________________________________

Who are established and reputable company in the field of (description of Service subcontracted for)

___________________________________________________________________ Based at (provide business location) ________________________________________________ Do hereby authorize (name of prime contractor)

_______________________________________ To submit, and subsequently negotiate and sign a policy document with you against tender no; BOL/2019-20/08 We hereby extend our full guarantee and warranty as per the general conditions of contract for the services offered by the prime contractor through us. _______________________________________________ (signature of prime contractor) _______________________________________________ (signature of subcontractor) Note: This letter of authority should be on the letterhead of the subcontractor and should be signed by duly authorized person.


Appendix E: Declaration by Directors and Shareholders

BOL

DECLARATION FORM FOR TENDERING PURPOSES

Declaration to establish that Directors, shareholders, partners, members have not participated through any other bid for the same tender.

PART A

1, _________________________(full name), in my capacity as (state

position in Entity)

hereby declare that on my behalf, and on behalf of the owners, partners / directors/ shareholders

/administrators and/or Other (Please specify)

(name of Entity)

(Postal/physical

address) that, in connection with the enclosed tender,

All information contained herein is true and not misleading, and it is to the best of my knowledge

factual and binding on the Entity and/or its Representatives. I state that the (State Name of

Entity) and/or its representatives confirm that they have not,

through other entities, participated in the same tender and offer the same products in response

to the same items.

NOTE THAT: In the case of competing franchises, the franchises may bid for the same item but

with different products. Item means the commodity required by the procuring entity indicated in

the ITT. Product means the commodity offered by the bidder.

I declare and confirm that the Entity and/or its Representatives have in fact not participated in

the same tender and offered the same products in response to the same items, through any

other registered company or other entity. I hereby provide a current list of Directors/

Administrators/ Partners/ Members and/or Shareholders for the Company/Partnership/

Society/Joint Venture/ Private Foundation/Statutory Body and/or other (Please specify).

DIRECTORS/MEMBERS/ PARTNERS NAME and/or

Other (Please specify)

CAPACITY IN ENTITY

NATIONALITY PERCENTAGE

SHAREHOLDING

1

2

3

4

5

6

SHAREHOLDERS NAME NATIONALITY

PERCENTAGE SHAREHOLDING

1

2

3

4

5

6

7 If more space is required attach additional sheet. Note that Public companies should state

which stock exchange the company is listed under.

I further acknowledge that should any of the directors, partners, and shareholders,

members/administrators (others please specify) be found to be associated in a similar or other

manner in another company/entity, participating in this tender and offering the same products in

response to the same items, this shall disqualify this Company/Partnership/ Society/Joint Venture/

Private Foundation/Statutory Body, and whichever company or other entity the said

director/partner/shareholder/member and/or administrator is consequently involved in.

further acknowledge that should the company /Partnership/ Society/Joint Venture/ Private

Foundation/ Statutory Body or any of its affiliates or subsidiaries be found to have participated in the

same tender and offered the same products in response to the same items, the said

Company/Partnership/ Society/Joint Venture/ Private Foundation/Statutory Body (others please

specify) and its affiliates and/or subsidiaries shall be disqualified.

The Company/Partnership/ Society/Joint Venture/ Private Foundation/ Statutory Body/ (others

please specify), through its agents, employees or directors has not illegally communicated with any

member of the procuring department or the Public Procurement and Asset Disposal Board, except

as may be permitted in the relevant "instructions to tenderers" or by law.

The Company/Partnership/ Society/Joint Venture/ Private Foundation/Statutory Body/ (others please

specify), through its agents, employees, partners, members, administrators and/or directors has not

paid or offered to pay any consideration, favor or promise to any member of the procuring department

or any person employed by or associated with Public Procurement and Asset Disposal Board

(PPADB) or its Committees.

I declare that this tender is submitted by us in our own right and we have not colluded in any way

with any other /potential tenderer in the production and submission of this tender other than in the

establishment of a joint venture or sub-contractor arrangement as fully and correctly declared in the

tender.

I acknowledge that if after the award of this tender any of these declarations are found to be false

then any contact(s) between ourselves and the procuring department and/or PPADB shall be

terminated forthwith and we may be barred from future tendering for government services and liable

to possible prosecution,

I confirm that our entity has undertaken not to collude to withdraw from a tender award, only for the

reason that an unsuccessful bidder be awarded the tender. 1 confirm further that the entity has

undertaken not to engage in frivolous complaints and litigation that frustrates project implementation.

SIGNED NAME:

Entity Stamp

THUS, SIGNED AND SWORN TO BEFORE ME COMMISSIONER OF OATHS AT GABORONE ON THIS _______ DAY OF ___________________ 20____, AT ____AM / PM, THE DEPONENT HAVING ACKNOWLEDGED THAT HE KNOWS AND UNDERSTANDS THE CONTENTS OF THIS DECLARATION AND THAT IT IS BINDING ON HIS CONSCIENCE. ________________________

COMMISSIONER OF OATHS CAPACITY:

BOL BUSINESS OPTIONS

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Appendix F: Tender Form

The Bidder must complete the following form, signed and authorized as indicated.

Date: To: Botswana Oil Limited,

Gaborone, Botswana Dear Sir / Madam, Having examined the Request For Proposals (RFP) Document including the Addenda, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver goods and or services in conformity with the said RFP Documents for the sum of Pula (Total Tender Amount in Words and Figures) ______________________________or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith (Appendix H) and made part of this Tender. We agree to abide by this for a period of ninety (90) days from the date fixed for Tender opening and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal contract is prepared and executed, this tender, together with your written acceptance thereof and your notification of award, shall constitute a binding contract between yourselves and us.

We understand that you are not bound to accept the lowest or highest or any tender you may receive. Dated this_____________________ day of____________________________20_________ ______________________________________________

Signature

______________________________________________ (In the Capacity of) Duly authorized to sign tender for and on behalf of

BOL BUSINESS OPTIONS

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Appendix G: Schedule of Prices

The Price Schedule must conclude with a signed summary, to show Tender Amount in Botswana Pula. The Total Tender Amount is the Total cost, as detailed below. The UNIT PRICE stated should be VAT INCLUSIVE.

Description of Goods/Services

Unit Price Total Price (VAT inclusive)

Dated this________________ day of__________________20________ ______________________________________________ Signature ________________________________________ (In the Capacity of)

REQUEST FOR PROPOSAL FOR THE SUPPLY AND DELIVERY …...SUPPLY AND DELIVERY OF MOBILE FUEL STORAGE...

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