Southern Africa Development Community Secretariat – Procurement and Grants Policy (a) instructions for preparing the application, including the standard forms which the applicant needs to fill out; (b) the criteria and procedures, in conformity with the provisions of Article 15 of this Policy, relative to the evaluation of the eligibility and qualifications of economic operators (c) the requirements regarding all documentary evidence or other information that needs to be submitted to demonstrate eligibility and qualifications; (d) a brief description of the scope of the contract; (e) the language, in which application shall be prepared; (f) the way, place and deadline for the submission of the application; (g) the means by which, economic operators may seek clarifications of the solicitation documents; (h) the period of time during which application shall remain valid; (i) the place, date and time for the opening of applications; (j) references to the SADC Secretariat procurement policy and regulations which applies to the respective procurement proceedings; (k) the name, functional title and address of one or more officers or employees of the Procuring Entity who are authorized to communicate directly with, and to receive communications directly from economic operators in connection with the procurement proceedings; (l) the reference to the procurement policy and regulation which allows the economic operator to appeal a procurement decision; (m) a statement that the Procuring Entity reserves the right to cancel the procurement processes pursuant to Article 18 of this Policy; and (n) any other requirements that may be established by the Procuring Entity in conformity with this Policy and the procurement regulations relating to the preparation, submission of applications or proceedings to prequalify. (5) The economic operators are allowed to seek clarifications with regards to the prequalification documents, prior to deadline for submission of application. (6) The evaluation shall be conducted in accordance with the procedures set in the prequalification documents and against the eligibility and qualification criteria already announced in the invitation to prequalification. No deviation from the pre-disclosed procedures and criteria are allowed during the assessment of the applications. (7) The evaluation shall determine the short list of economic operators, satisfying the eligibility and qualification criteria, whom shall be further invited to participate in the bidding proceedings. (8) The evaluation process shall be documented in a report shall be signed by all members of the Evaluation Committee. (9) The report will be subject to approval of the authorised representative of the Procuring Entity. 33