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  • Technical Assistance to support the SADC Secretariat in designing its Business Continuity Plan


    Technical Assistance to support the SADC Secretariat in designing its Business Continuity Plan.

    Gaborone, Botswana


    1.   Reference

    TCF I 006/2018

    2.   Programme title

    Technical Cooperation Facility I – 11th European Development Fund

    3.   Contracting Authority

    The SADC Secretariat

    4.   Application procedure

    The objective of this call for expression of interest is to set up a list of firms to be invited to tender for a service contract aiming at assisting the SADC Secretariat in developing a complete business continuity plan.

    Expressions of interest should be submitted at the latest on 2nd November 2018 at 16:00hrs to the following address:

    The Chairperson

    SADC Internal Tender Committee

    Southern African Development Community (SADC) Secretariat
    CBD Plot 54385
    Room DGP11 on Ground Floor
    City: Gaborone 
    Country: Botswana
    Phone: +2673951863
    Fax: +2673972848/3181070

    Expressions of interest must be submitted in English exclusively to the Contracting Authority through the address above and be deposited in the Tender Box at the reception.

    Expressions of interest submitted through email should be sent through email address bcp2018@sadc.int by the closing deadline indicated above. EoIs submitted through any other means will not be considered

    By submitting an Expression of interest, firms accept to receive notification of the outcome of the procedure by electronic means.


    6.   Nature of contract

    Global price

    7.   Contract description

    The SADC Secretariat is in the process of fully operationalizing its Business Continuity Policy. Through this contract the SADC should be able to develop a complete business continuity plan. Some impact assessment has been undertaken to date, which have recommended the full scale implementation of ITSCM for ICT business continuity and after aligning Business Continuity Lifecycle and prepare the organization for the worst case scenario and to stop this scenario from occurring.

    The purposes of the contract are as follows:

    • Complete the identification and management of risks and threats to critical business processes
    • Review, complete and improve SADC Business Continuity Management Plan and Business Continuity Management System
    • Determine the minimum levels of services required during business disruption
    • Optimise avoidance of losses (financial and information)
    • Enhance organizational reputation
    • Improve operational processes
    • Lead to quick business recovery


    The main results to be achieved under this assignment are:

    1)     Finalize a Disaster Recovery plan for ICT and other units on which the business impact analysis were conducted, in line with the approved Business Continuity Policy and Frameworks.

    2)     Emergency Response Plan for all SADC Secretariat offices including SPGRC in Lusaka and RPTC in Harare 

    3)  Develop business continuity plans for all the remaining units within SADC Secretariat for which no Business Impact Analysis was conducted, including the SADC Plant Genetic Resources Network (SPGRC) offices in Luzaka (Zambia) and the Regional Peacekeeping Training Centre (RPTC) offices in (Zimbabwe). SPGRC and RPTC plans will be developed in Gaborone, by means of telephone interviews, skype conferences and exchanges of email.

    4)  Ensure the sustainability of the services provided through the transfer of knowledge and the training of the personnel concerned, according to their needs.

    The assignment requires one Senior expert with knowledge and experience in designing, planning, implementing and testing Business Continuity Management Systems, including ICT Continuity Management.

    The contract is to be implemented within a maximum of four months. The provisional commencement date is March 2019.

    9.   Maximum budget

    EUR 80,000



    10. Eligibility

    Participation is open on equal terms to natural and legal persons (participating either individually or in a grouping – consortium) which are established in a Member State of the European Union, ACP States or in a country or territory authorised by the ACP-EC Partnership Agreement under which the contract is financed.

    11. Grounds for exclusion

    Firms shall be excluded from participation if they are  in any of the exclusion situations listed in Section of the Practical Guide.

    Candidates included in the lists of EU restrictive measures (see Section 2.4. of the Practical Guide) at the moment of the award decision cannot be awarded the contract.

    12. Sub-contracting

    Subcontracting is allowed.

    13. Selection criteria relating to financial, technical and professional capacity

    • The average annual turnover of the firm in the last three years must be equal or exceed 80.000 EUR.
    • Current ratio (current assets/current liabilities) in the last year for which accounts have been closed must be at least 1. In case of a consortium this criterion must be fulfilled by each member.
    • The firm must have at least two permanent staff working as Business Continuity Experts in the last three years.
    • The firm must have implemented at least one contract of the same nature, complexity and amount in the last three years.

    14. Legal basis

    Annex IV to the Partnership Agreement between the members of the African, Caribbean and Pacific Group of States of the one part, and the European Community and its Member States, of the other part, signed in Cotonou on 23 June 2000 as amended in Luxembourg on 25 June 2005 and in Ouagadougou on 22 June 2010. Reference is made to Annex IV as revised by Decision 1/2014 of the ACP-EU Council of Ministers of 20 June 2014.


    15. Additional information

    The Contracting Authority is opened from 8:30 a.m. till 16:30 p.m.

    Link to the Practical Guide: