Procurement of IT equipment to support and operationalize Public Procurement Act.

Bid Reference: LS-MOFDP-445281-GO-RFQ
Procurement method: Request for Quotations
World Bank project No. : P174171

Kingdom of Lesotho

Lesotho Public Procurement Authority

Standard Bidding Document

for

Goods

Request for Quotations

PREFACE

This Bidding Document for the Procurement of supplies has been prepared by Ministry of Finance and Development Planning - Lesotho Public Sector Foundations for Service Delivery Project and is based on the Standard Bidding Document for the Procurement of supplies under Quotations Method, issued by the Lesotho Public Procurement Authority dated 30th September 2025.

Standard Bidding Document for Procurement of Supplies under Quotation Method

Table of Contents

     Standard Request for Quotations

     Letter of Request for Quotations

Part 1                  Quotation Procedures

Bidding Procedures

Bid Submission Sheet

Part 2                  Statement of Requirements

Part 3                  Contract Forms

General Conditions of Contract (Available on Request)

Special Conditions of Contract

Local Purchase Order Agreement

Kingdom of Lesotho

Ministry of Finance and Development Planning ; Lesotho Public Sector Foundations For Service Delivery Project, P.O.Box 395, Maseru

Government Complex, Procurement Office 2010

Kingsway Road

28th October 2025

Dear Sir/Madam,

Procurement of IT equipment to support and operationalize Public Procurement Act.

- LS-MOFDP-445281-GO-RFQ

1.         The Procuring Entity indicated above invites your quotation for the supply of items described in Part 2: Statement of Requirements.

2.         Bidding will be conducted in accordance with the Quotations procurement method contained in the World Bank Procurement Regulations for IPF borrowers, February 2025.

3.         Any resulting contract shall be subject to the terms and conditions detailed in Part             3: Contract.

4.         The planned procurement schedule for this procurement (subject to changes) is as follows:

5.         Any queries should be addressed to keneng.motjamela@gov.ls

6.         Please prepare and submit your quotation in accordance with the instruction in Part           1: Quotation Procedures or inform the Procurement Specialist @ masingoaneng.sekete@gov.ls 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:

1. the Bid Sheet in this Part;


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


3. the Specification and Compliance Sheet in Part 2;


4. 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:

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


2. Detailed evaluation to determine commercial and technical responsiveness;


3. 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:

1. have the legal capacity to enter into a contract;


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


3. not have had your business activities debarred;


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


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


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


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

Documents Evidencing Eligibility: Bidders shall submit the following documents:

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


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


3. 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.]

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:

CODE OF ETHICAL CONDUCT IN BUSINESS FOR BIDDERS AND PROVIDERS

1. Ethical Principles

Bidders and providers shall at all times-

1. maintain integrity and independence in their professional judgement and conduct;


2. comply with both the letter and the spirit of-

1. the laws of Lesotho; and


2. any contract awarded.

1. avoid associations with businesses and organisations which are in conflict with this code.

1. Standards

Bidders and providers shall-

1. strive to provide works, services and supplies of high quality and accept full responsibility for all works, services or supplies provided;


2. comply with the professional standards of their industry or of any professional body of which they are members.

1. Conflict of Interest

 Bidders and providers shall not accept contracts which would constitute a conflict of interest with, any prior or current contract with any procuring entity. Bidders and providers shall disclose to all concerned parties those conflicts of interest that cannot reasonably be avoided or escaped.

1. Confidentiality and Accuracy of Information

(1) Information given by bidders and providers in the course of procurement processes or the performance of contracts shall be true, fair and not designed to mislead.

(2) Providers shall respect the confidentiality of information received in the course of performance of a contract and shall not use such information for personal gain.

1. Gifts and Hospitality

Bidders and providers shall not offer gifts or hospitality directly or indirectly, to staff of a procuring entity that might be viewed by others as having an influence on a government procurement decision.

1. Inducements

(1)   Bidders and providers shall not offer or give anything of value to influence the action of a public official in the procurement process or in contract execution.

(2) Bidders and providers shall not ask a public official to do anything which is inconsistent with the Act, Regulations, Guidelines or the Code of Ethical Conduct in Business.

1. Fraudulent Practices

Bidders and providers shall not-

1. collude with other businesses and organisations with the intention of depriving a procuring entity of the benefits of free and open competition;


2. enter into business arrangements that might prevent the effective operation of fair competition;


3. engage in deceptive financial practices, such as bribery, double billing or other improper financial practices;


4. misrepresent facts in order to influence a procurement process or the execution of a contract to the detriment of the Procuring entity; or utter false documents;


5.  unlawfully obtain information relating to a procurement process in order to influence  the process or execution of a contract to the detriment of the PDE;


6. withholding information from the PDE during contract execution to the detriment of the PDE.

I ................................................ agree to comply with the above code of ethical conduct in business.

---------------------------------------                            -----------------------------------------------

AUTHORISED SIGNATORY                               NAME OF BIDDER

Part 2: Statement of Requirements

List of Supplies and Price Schedule

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

Purchase Order Serial Number:          ______________________________

 [Complete the currency of your bid. Complete the unit and total prices for each item listed below. Authorise the prices quoted in the signature block below.]

Currency of Quotation: ____________________

The Delivery and Completion Schedule shall be as specified in the Special Conditions of Contract.

List of Supplies and Price Schedule Authorised By:

Part 2: Statement of Requirements

Specification and Compliance Sheet

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

Purchase Order Serial Number:          ______________________________

Complete column c with the specification of the supplies offered. Also state “comply” or “not comply” and give details of any non-compliances to the specification required. Attach detailed technical literature which is required. Authorise the specification offered in the signature block below.

18 Laptops

10 Laptops

• Portable computing for all users, especially directors and staff working on computing intensive tasks (e.g. Finance, Procurement, multimedia content creation)


• Used for document creation, presentations, video conferencing, and remote access

Functional Specification – Desktop Monitors

• Widescreen Monitors workstations for staff working on simultaneous documents and large format spreadsheets and presentation slides development.


• Ideal for data analysis, document creation and review, Financial and Procurement documents processing.

Desktop Computers 3

Functional Specification

• Stationary workstations for staff with fixed office roles


• Ideal for data entry, admin tasks, and document processing

Functional Specification – Docking station 20

• Docking station to compensate the limited ports on the laptop computers enabling connection of peripherals including external monitors and network cables.


• Ideal for staff using external monitors with laptops.

Printers

Heavy Duty Printer (1 Unit)

Functional Specification

• Centralized high-volume printing for all departments


• Used for scanning, copying, and digital sending

Multifunction Printer Series 4

Functional Specification

• Department-level printing, scanning, faxing, and emailing


• Ideal for daily office tasks

Projectors 2

Functional Specification

• Presentation tools for Director General and Directors


• Used in meetings, training, and conferences

Server Computer 1 Unit

Functional Specification

• Centralized and specialized computing equipment for organization-wide shared services


• Provides shared data storage, applications hosting and network management functionality

Heavy duty Shredder 1

Functional Specification

• Secure disposal of sensitive documents by all staff


• Placed in a  central location that is accessible to all staff

Light duty Shredder 1

Functional Specification

• Secure disposal of sensitive documents from Director General’s office


• Placed in Director General’s Office

Specification and Compliance Sheet Authorised By:

Part 3: Contract

General Conditions of Contract

Any resulting contract shall be placed by means of a Government of Lesotho Purchase Order and shall be subject to the Government of Lesotho General Conditions of Contract (GCC) for the Procurement of Supplies (available on request) except where modified by the Special Conditions below.

Special Conditions of Contract

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

Purchase Order Serial Number:          ______________________________

The clause numbers given in the first column correspond with the relevant clause number of the General Conditions of Contract.

{Name of Procuring entity}

{Address of Procuring entity}

P.O. No: {pre-printed}

Date of Order

To:

(Name and address of the supplier)

________________________________________________________________________

________________________________________________________________________

This order is placed by (insert name of Procuring entity)  is subject to the Government of Lesotho General Conditions of Contract, except where modified herein by the Special Conditions of Contract. The General Conditions of Contract are available on request. Your quotation has been accepted and you are requested to supply the goods /services listed, against the terms contained in this Purchase Order.

ACCEPTANCE:

This order accepts your quotation reference dated: ___________________________

You should supply the goods/services above to the delivery address and by the delivery date specified in this Purchase Order. Address any inquiries to the contact point in the Procuring Entity detailed below:

Contact within the Procuring Entity: _________________________________________

Telephone:                                           _________________________________________

PURCHASE ORDER AUTHORIZED BY: