Request for Quotation
To: (Name of Contact at the supplier) From: Botswana Oil limited
Supplier: Department: Supply
Address: P Bag BO 173, Bontleng, Gaborone
Botswana
Tel / Fax: +267 3981 1700 / 398 1705
Fax/Email:
[email protected],
[email protected] [email protected] RFP: Supply and Delivery of:
a. 1000m3 of ULP95 and 1000m3 of AGO50PPM at Botswana Oil Gaborone Depot
b. 1000m3 of ULP93 and 1000m3 of AGO50PPM at Botswana Oil Francistown Depot
Eligibility: THIS TENDER IS RESERVED FOR 100% OWNED CITIZEN COMPANIES
Date: August – September 2020
No of pages Including this Page: 4
1. Scope of Work
The scope of work is as follows:
a) Supply and delivery of a total 1000m3 ULP95, 1000m3 ULP 93 and 2000m3 AGO50 . The
products are to be supplied under 2010 Incoterms DAT (Gaborone and Francistown
respectively ).
b) Product for Gaborone Depot can be delivered by either rail and road.
c) Product for Francistown Depot should be delivered by rail only.
d) Product can be supplied from or through any one of the South Africa, Namibia, Mozambique
routes.
e) Product supplied to meet both Botswana and South African national product specifications,
and the supplier to share product certificate of quality with their bid and with each load or
batch.
f) In the case where the bidder anticipates they will not be able to deliver the product all at
once, the bidder is required submit a delivery plan against their DAT offer.
Terms Sheet
TERM DETAILED DESCRIPTION
Seller To be awarded based on the most price competitive bid and terms
Buyer Botswana Oil Limited
Product Supply and delivery of:
a. 1000m3 of ULP95 and 1000m3 of AGO50PPM at Botswana Oil
Gaborone Depot
b. 1000m3 of ULP93 and 1000m3 of AGO50PPM at Botswana Oil
Francistown Depot
Incoterm DAT Francistown /Gaborone.
Delivery Period: August – September 2020
Quality: Standard South Africa (SANAS 1598)/ BOBS specification or equivalent
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Request for Quotation
Quantity: To be agreed
Price Basis: Bidder must demonstrate their price build-up indicating:
The cost of product
Transport costs
Premiums / Discounts (if any)
Duties and Levies (where applicable)
And any other costs elements as may be applicable in the offer
Bidder must state clearly if the price is fixed or variable. In the event the
bidders’ price is fixed, the bidders must state the duration for the fixed price.
Where the price is subject to variations, the bidders must reference
mechanism for variability e.g average Basic Fuel Price (BFP) on month of
loading.
Prices will be evaluated against the prevailing BFP for the month of the offer
for reasonableness and competitiveness.
Pricing ULP93, ULP95 and AGO50PPM Fixed or BFP+/- BWP thebe per litre
Currency: BWP
Quantity: Quantity as per shore-tank at load port at 20 Degrees Celsius and to be
verified by receiving Terminal.
Payment: Payment within 7 days from statement
Security Open account.
Title and Risk: Title and Risk shall pass at the point of offloading when Product is received
at the terminal.
Inspection: The Supplier to have a Surveyor who will be tasked with independent
verification of Quality and Quality of Product at load port.
Incoterms: 2010
Law/Jurisdiction Botswana law
Off-loading & BOL Terminals operate from 800 am to 1700 hrs Mondays to Fridays.
Operating hrs: Overtime offloading maybe arranged with prior communication including
weekend off-offloading. A notice within 24 hrs shall be given to BOL to allow
smooth planning for weekend operations.
Quotation/Proposal Formal Quotation on company letterhead that meets the required
method of specifications, terms and conditions as outlined on this document to be
Submission: submitted by email on or before the closing date.
Other Conditions Product destined for Francistown to be delivered only by Rail while
Gaborone depot can be delivered either by Rail or Road trucks.
2. Terms and Conditions
• Payment Terms : Open Credit Account – with the following terms (Supplier to be paid after 7days
from statement)
• Supplier to share valid product quality certificate.
• Buyer (BOL) has an option to negotiate and choose own transport mode to use.
• In the case where BOL opts to use our transport, the supplier shall be responsible for nomination
of product to be loaded at the loading depot.
• The supplier shall be responsible for completing all documents for export.
• On an ad-hoc basis BOL may request additional services from the supplier and or storage owner,
such as special investigations pertaining to losses. The supplier should indicate which services
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Request for Quotation
they will be prepared to offer and the applicable rate(s) for the resources required for each
assignment if any.
• The supplier and or storage owner should state any additional value added services they may
wish to provide to support BOL and the associated charges.
• The award of this contract shall be subject to the fulfilment of Governance requirements which
includes signing the BOL contract.
• Prices/Discounts will be fixed for the duration of the contract.
• The Evaluation method to be used shall be cost/price based selection as well as commercial terms.
• The Bidder shall document any conflict(s) of interest due to any other clients, contracts, or property
interest in a statement certifying that no management, or staff has vested interest in any aspect or
department of BOL.
• All responses, inquiries, or correspondence relating to or in reference to the RFQ, and all other
reports, charts, displays, schedules, exhibits, and other documentation submitted by the bidder
shall become the property of BOL when received.
• Failure to present the proposal in the format above may result in the disqualification of your Bid.
3. RFQ Related Questions/Clarifications
All questions and notices related to this RFQ should be directed to [email protected].
Responses to bidders will be sent from [email protected]. Bidders are requested to
ensure that emails from
[email protected] are not blocked or sent to junk-folder by
their information security infrastructure.
4. Liabilities of BOL
This RFQ is only an invitation for Quotation and not a contractual obligation on the part of BOL
whatsoever shall arise from the RFQ process unless and until a formal contract/agreement is signed
between BOL and the service provider.
This RFQ 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 RFQ are for the bidder.
5. Proposal Process Management
BOL reserves the right to revise the RFQ, to request bidders for re-submissions or clarification or to
cancel the process in part or whole.
All quotations must be submitted within maximum 5 working days. BOL reserves the right to accept
or reject any or all quotations received or waive minor defects, irregularities, or informalities therein.
BOL will at its discretion award the tender in part or in full on the basis of the most advantageous
submission that complies with the RFQ document.
BOL would ideally prefer to contract with one contractor for the provision of all services outlined in this
RFQ document. However, BOL reserves the right to split the award should it deem this to be in the
best interest of the Company.
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Request for Quotation
This RFQ is only an invitation for quoatation and no contractual obligation on the part of BOL shall
arise from the RFQ process unless and until a formal contract/agreement is signed between BOL and
the supplier.
All costs related to preparation of this RFQ shall be to the account of the bidder.
6. Confidentiality & RFQ Ownership
This RFQ is both confidential and proprietary to BOL, and BOL reserves the right to recall the RFQ 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 RFQ in any publicity without prior written approval from
BOL. Bidders must accept all of the foregoing terms and conditions without exception.
7. Evaluation Criteria
• The Evaluation method to be used shall be cost/price based selection as well as commercial terms.
The evaluation of proposals will follow a two (2) stage process.
Stage 1: Compliance Check
The purpose of the RFQ evaluation is to carry out an equitable comparison of RFQs on a common
base. 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;
1. Provision of a Taxpayer Indentification Number and the Tax Clearance Certificate number. Please
note that the Tax Clearance Certificate will be verified online.
2. Registration with PPADB under code 214 (Petroleum Products), sub code 01 (Fuel).
3. List of Share allocation for company shareholders: An online verification of share allotment will be
carried out on the CIPA platform.
4. Declaration by directors and shareholders, as per the attached Appendix E
Stage 2: Financial Evaluation
This will entail assessment of the price offer.
Price preference will be given to EDD registered 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.
• Youth owned companies – 5%
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Request for Quotation
• Women owned companies – 2.5%
• Disabled owned companies – 2.5%
8. Basis of the Award of the Contract
• The award of the contract will be made on the basis of the lowest quote and commercial terms.
Validity of Quotation (Premium Offer and other Costs Not Platts Related): 30 days
Quotation required on or before 05/08/2020 by 1700 hrs .
Supplier Name & Signature: ………………………………………………………………………….
( company stamp)
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