Procurement of IT Equipment to Support Public Procurement Act

Kingdom of Lesotho

Lesotho Public Procurement Authority

Standard Bidding Document

for

Goods

Request for Quotations

• Issue of special procurement notice

28th October 2025

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• Invitation to supplier

28th October 2025

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• Receive quotations

07th November 2025

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• Comparison of quotations

10th November 2025

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• Notification of award

13th November 2025

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• Issuance of contract

20th November 2025

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• Delivery of goods

19th December 2025

• Any queries should be addressed to [email protected]

• Please prepare and submit your quotation in accordance with the instruction in Part 1: Quotation Procedures or inform the Procurement Specialist @ [email protected] if you will not be submitting the quotation.

Name: Masingoaneng Sekete

Procurement Specialist

Part 1: BIDDING PROCEDURES

Procurement Reference Number: LS-MOFDP-445281-GO-RFQ

Preparation of Bids: You are requested to quote for these items by completing, signing and returning:

• the Bid Sheet in this Part;

• the List of Supplies and Price Schedule in Part 2;

• the Specification and Compliance Sheet in Part 2;

• the documents evidencing your eligibility, as listed below;

You are advised to carefully read the complete Request for Quotations document, including the Special Conditions of Contract in Part 3: Contract, before preparing your quotation. The standard forms in this RFQ may be retyped for completion but the Bidder is responsible for their accurate reproduction.

Where an electronic copy of the Request for Quotations document is issued, the paper or hard copy is the original version. In the event of any discrepancy between the two, the hard copy shall prevail.

Validity of Bids: The bid must remain valid until and including 31st December 2025

Sealing and marking of Bids: Bids should be sealed in a single envelope, clearly marked with the Procurement Reference Number above, the Bidder’s name and the name of the Procuring entity. Envelopes should be sealed in such a manner that opening and resealing cannot be achieved undetected.

Submission of Bids: Bids should be submitted to the address below, no later than the date and time of the deadline below. Late quotations will be rejected.

Date of deadline: 07th November 2025

Time of deadline: 12:30hrs

Address: Government Complex, 2nd Floor Procurement Office 2010, Finance House, Kingsway Rd

Opening of Bids: Bids will be opened internally by the Procuring entity. Bidders’ representatives are not permitted to attend the opening. A record of the opening will be posted on the Procuring entity’s Notice Board within one working day of the opening.

Evaluation of Bids: The evaluation of Bids will use the Technical Compliance Selection methodology as detailed below:

• Preliminary examination to determine eligibility (as defined below) and administrative compliance to this Request for Quotations on a pass/fail basis;

• Detailed evaluation to determine commercial and technical responsiveness;

• Financial comparison to determine the evaluated price of quotations and to determine the best evaluated bid.

Quotations failing any stage will be eliminated and not considered in subsequent stages.

Eligibility Criteria: You are required to meet the following criteria to be eligible to participate in public procurement:

• have the legal capacity to enter into a contract;

• not be insolvent, in receivership, bankrupt or being wound up or subject to legal proceedings for any of these circumstances;

• not have had your business activities debarred;

• have fulfilled your obligations to pay taxes and social security contributions;

• have the nationality of an eligible country, as defined in the Special Conditions of Contract;

• not to have a conflict of interest in relation to this procurement requirement; and

• not to be subject to debarment by the Lesotho Public Procurement Authority (the Authority).

Documents Evidencing Eligibility: Bidders shall submit the following documents:

• a copy of the Bidder’s Trading licence or equivalent and a copy of the Bidder’s Certificate of Registration or equivalent;

• Evidence of fulfilment of obligations to pay taxes and social security contributions in Lesotho where applicable

• Any other relevant documentation.

Origin of Supplies: All supplies and related services shall have as their country of origin an eligible country, as defined in the Special Conditions of Contract.

Technical Criteria: The Specification and Compliance Sheet details the minimum specification of the supplies required. The supplies offered must meet this specification, but no credit will be given for exceeding the specification.

Currency: Quotations should be priced in Lesotho Maloti .

Quotations in other currencies will be converted to this currency for evaluation purposes only, using the exchange rates published by the Bank of Lesotho on the date of the submission deadline.

Best Evaluated Bid: The best evaluated bid shall be the lowest priced quotation, which is eligible and substantially responsive to the commercial and technical requirements of the Procuring entity and shall be recommended for award of contract. The Procuring entity shall issue a Notice of Best Evaluated Bidder within five days after the decision to award a contract, place such Notice on its notice board and for a prescribed period, copy the Notice to all Bidders and publish it on the Authority’s website.

Formation of contract: Formation of a contract shall be by signing a contract in accordance with Part 3: Contract.

Right to Review: Bidders may seek an Administrative Review by the Chief Accounting Officer in accordance with the Public Procurement Act if they are aggrieved with the decision of the Procuring entity.

Right to Reject: The Procuring entity reserves the right to accept or reject any quotation or to cancel the bidding process and reject all bids at any time prior to contract signing.

Bid Submission Sheet

[Complete this form with all the requested details and submit it as the first page of your quotation, with the documents requested above attached. Ensure that your quotation is authorised in the signature block below. A signature and authorisation on this form will confirm that the terms and conditions of this RFQ prevail over any attachments. If your bid is not authorised, it may be rejected.]

Bid Addressed to (Procuring entity):

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Date of Bid:

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Procurement Reference Number:

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Subject of Procurement:

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We offer to supply the items listed in the attached List of Supplies and Price Schedule and Specification and Compliance Sheet, in accordance with the terms and conditions stated in your Request for Quotations referenced above.

We confirm that we are eligible to participate in public procurement and meet the eligibility criteria specified in Part 1: Bidding Procedures.

We, including any subcontractors or providers for any part of the contract resulting from this procurement process, are eligible to participate in public procurement.

We have signed and undertake to abide by the Code of Ethical Conduct for Bidders and Providers attached during the procurement process and the execution of any resulting contract

Our bid shall be valid until and including [insert date, month and year] and it shall remain binding upon us and may be accepted at any time before or on that date;

We confirm that the prices quoted in the List of Supplies and Price Schedule are fixed and firm for the duration of the validity period and will not be subject to revision or variation.

The delivery period offered is: _______________ days/weeks/months from date of Purchase Order.

The warranty period offered is _______________ weeks/months.

Bid Authorised By:

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Signature:

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__________________________

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Name:

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____________________________

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Position:

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__________________________

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Date:

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____________________________

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Authorised for and on behalf of:

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(DD/MM/YY)

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Company:

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________