Request for Quotation for Communications Equipment

Project Title: OECS Data for Decision Making (DDM) Project

Source of Funding: IDA-E0360

Contract Title: Request for Quotation for Communications Equipment

Date: October 22, 2026

To: Potential Bidder

Dear Sir/ Madam,

REQUEST FOR QUOTATION For Communications Equipment Reference # LC-OECS COMMISSION-548601-GO-RFQ

SECTION 1: LETTER OF INVITATION

The Organisation of Eastern Caribbean States (OECS) has received funding from the World Bank toward the cost of the OECS Data for Decision Making (DDM) Project and intends to apply part of the proceeds for which this Request for Quotation (RFQ) is issued. In this regard: You are invited to submit your price quotation(s) for the supply of the following items: ( Technical Specifications are attached in Section 2 ):

Item No. Description Quantity

1. Camera 1

2. Mobile Recording Device 1

3. Laptop 1

Under this invitation, it is a stipulated requirement that you must quote on ALL items listed . If an item is indicated in the quotation but a price is not quoted, it will be assumed that the price is inbuilt in other items. An item not listed in the quotation shall be assumed to not be included, and will make the quote non-responsive. You must also include the cost of shipping and handling for all items. Quotations will be evaluated and the contract will be awarded to the firm that best meets the required standards of technical and financial capabilities.

Your quote must consist of:

Price Schedule and Delivery Form [ ref. Section 3(1) ] –filled in and signed Technical Specifications ( ref. Section 2 ) – Bidder proposed specifications filled in / supporting documentation attached ( data sheet/brochure/catalogue ) Form of Quotation ( ref. Section 5 ) – Filled in and signed Copy of Company’s Registration/Incorporation Certificate

Your quotation(s) in the required attached format should be submitted electronically to:

Tameeka Jn Baptiste, Junior Procurement Officer

At the following email address: procurementbids@oecs.int

The email submissions should include the name and address of the Bidder and shall be clearly marked in the subject line as “Bid for Request for Quotation for Communications Equipment, Reference # LC-OECS COMMISSION-548601-GO-RFQ”. l Your quotation(s) must be submitted in English and should be accompanied by adequate technical documentation and catalogue(s) where possible or other printed material or pertinent information (also in English) for all items indicated within. We encourage you to use the applicable forms outlined at No. 3 above in completing your quotation, as they will allow you to specify all the required information: e.g., your price (including shipping and handling costs etc.), delivery timeline, technical specifications for the item, validity period for the price quotation (minimum of 60 days from the deadline to submit quotations) etc. If you use your own company format for submitting your quotation, you must ensure that it contains all the required information as specified in the template attached.

The deadline for receipt of your quotation(s) at the address indicated at No. 4 above is on or before 4:30 p.m., Atlantic Standard Time (AST) on November 05, 2026 .

Your quotation(s) should be further submitted as per the following instructions.

PRICE:

The price should be quoted in United States Dollars (USD).

The price of the Goods to be imported shall be quoted CIF ( place of destination ). The Supplier shall include on the Price Schedule Form [Section 3(1)] the unit price and total bid price of the goods it proposes to supply under the contract including the breakdown of all other applicable costs (such as brokerage services, VAT, custom duties and taxes, inland transportation, insurance, loading and unloading domestically supplied goods) for delivering the goods to the below final destination:

Attn: [contact details removed]

Project Manager – OECS Data for Decision Making (DDM) Project Organisation of Eastern Caribbean States Commission (OECSC) Morne Fortune P.O. Box 179 Castries, Saint Lucia

Telephone: [contact details removed]

EVALUATION OF QUOTATIONS:

Offers determined to be substantially responsive to the technical specifications will be evaluated by comparison of the total price to the final destination in 7(i)(b) above. In evaluating the quotations, the Purchaser will determine for each bid the evaluated price by adjusting the price quotation by making any correction for any arithmetical errors as follows: where there is a discrepancy between amounts in figures and in words, the amount in words will govern; where there is a discrepancy between the unit rate and the line-item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern; if a Supplier refuses to accept the correction, his quotation will be rejected.

AWARD OF CONTRACT/PURCHASE ORDER : The award will be made for all of the items to the bidder offering the lowest evaluated total price for all the items that substantially meets the required standards of technical and financial capabilities. The successful bidder will sign a Contract as per attached form of contract and terms and conditions of supply.

At the time the Contract is awarded, the Purchaser reserves the right to increase or decrease the quantity or value of Goods originally specified (by up to 15%), and without any change in the unit prices or other terms and conditions of the bid.

VALIDITY OF THE OFFER: Your quotation(s) should be valid for a period of sixty (60) days from the deadline for receipt of quotation(s) indicated in 6 above.

Further information can be obtained from the indicated address at No. 4. above. Clarifications may be requested not later than five (5) days before the bid submission deadline. Inspections and Audits

9.1 The Supplier shall carry out all instructions of the Purchaser, which comply with the applicable laws where the destination is located (Saint Lucia).

9.2 The Supplier shall permit, and s