Request for Quotations (RFQ) – Design, Supply, Installation, and/or Rental of Billboards (6×6 Metres)

REQUEST FOR QUOTATIONS(RFQ)

Design, Supply, Installation, and/or Rental of Billboards (6×6 Metres)

[RFQ/ICBS-01/2025] 

SEPTEMBER 2025

1. Background

Ideal Consulting and Business Services (ICBS) has been implementing the Education and Publicity Awareness Program for the M1 Road Rehabilitation Project four sections of the M1 Road totaling a length of 301km from Kamuzu International Airport (KIA) turn off to Chiweta since November 2023. The following are the sections currently under construction:

  • Section 1 (LOT 1): From the turn off to the Kamuzu International Airport (KIA) on the outskirts of Lilongwe to Kasungu (102km);
  • Section 2 (LOT 2): From Kasungu to Jenda (85.5km);
  • Section 3 (LOT 3): From Jenda to the Mzimba turn off (46.74km);
  • Section 4 (LOT 4): From Kacheche to Chiweta (66.5km).

As part of the program’s Information, Education and Communication (IEC) strategy, ICBS seeks to increase visibility and awareness through erection or leasing of billboards in strategic district locations.

2. Objective

The objective of this RFQ is to identify and contract a qualified service provider to:

  • Design, fabricate, and install new 6×6 m billboards (single- or double-sided) in specified locations,

OR

  • Offer existing billboards for rent/lease that meet the required specifications and are in the desired locations.

3. Scope of Work

Bidders may propose either or both of the following options:

Option A: Construction of New Billboards

  • Supply of all materials, design, and printing.
  • Construction of steel/concrete frame, foundations, and structure.
  • Installation and erection at agreed sites.
  • Options for single- or double-sided billboards.
  • Painting/coating of structures to prevent rust.
  • Provision of guarantee/warranty period.

Option B: Rental of Existing Billboards

  • Identification of suitable billboard sites within the designated districts.
  • Provision of rental rates (monthly/annual).
  • Technical details of billboard (size, visibility, condition, single/double-sided).
  • Evidence of ownership/lease rights.
  • Ongoing maintenance responsibility by provider.

The identified sites are as follows:

  • LOT 1 – Airport turnoff, Mponela Trading Centre, Chinkhoma Trading Centre and Kasungu Trading Centre (TBC)
  • LOT 2 – Kasungu Trading Centre and Chatoloma Trading Centre
  • LOT 3 – Luviri Trading Centre & Unik Construction Campsite (Confirmed)
  • LOT 4 – Bwengu Trading Centre

4. Deliverables

  • Billboards installed (new) or rented (existing), depending on proposal.
  • Design and printing of artwork (to be provided by ICBS).
  • Proof of installation and/or rental agreement.
  • Final completion report including photographs and GPS coordinates.

5. Bidder Requirements

Interested bidders must submit:

  1. Cover Letter / Expression of Interest.
  2. Company Profile including:
    • Certificate of incorporation/business registration.
    • Relevant construction or advertising licenses (e.g., NCIC if applicable).
    • Tax Clearance Certificate (current).- PPDA registration (if applicable).
  3. Experience & References: evidence of similar works (billboard installations, printing, or rental).
  4. Technical Proposal:
    • For new billboards: construction method, materials, durability guarantees, staff CVs.
    • For rental billboards: details of location, ownership, size, condition, visibility.
  5. Financial Proposal:
    • Itemized costs for fabrication/installation OR rental rates.
    • VAT and all applicable levies (e.g., Procurement Levy, NCIC Levy).
  6. Insurance (workers’ compensation and public liability).
  7. Timeframe: expected completion or availability.

6. Pricing Schedule (Template)

Item No. Description Unit Qty Unit Price (MWK) Total (MWK)
1 Fabrication & Installation of 6×6m Billboard
(Single-sided)		 Each X
2 Fabrication & Installation of 6×6m Billboard (Double-sided) Each X
3 Rental of Existing Billboard

(6×6 m, Single-sided)

 Per Month X
4 Rental of Existing Billboard

(6×6 m, Doublesided)

 Per Month X

7. Submission Guidelines

8. Evaluation Criteria

Proposals will be evaluated based on:

  • Compliance with requirements.
  • Technical quality (durability, location suitability, experience).
  • Price competitiveness.
  • Delivery/availability timelines.
  • Evidence of past performance and references.

ICBS reserves the right to accept or reject any proposal and is not bound to award to the lowest bidder.

9. Validity of Quotation

  • Bids must remain valid for at least 90 days from submission deadline.
  • Prices must be inclusive of all taxes and fixed during the validity period.

10. Contact Details

All submissions and enquiries should be addressed to:

Procurement Team,

Ideal Consulting and Business Services

VILLABIBI COMPOUND,

Along Ufulu Road.

Area 43/56,

PO Box. 30955,

Lilongwe 3,

Malawi

Mobile: +265 883 553 300

Email: idealconsulting@icbsmw.org 

Post expires at 5:00pm on Monday September 22nd, 2025