1594594National Health Laboratory Service (Nhls)

confidential

1594594NATIONAL HEALTH LABORATORY SERVICE (NHLS)

REQUEST FOR QUOTATIONS

You are hereby invited to submit Quotation for the requirements of
National Health Laboratory service
RFQ number: / RFQ1594594/5
10 May
Closing date: / 21 May 2018
Closing time: / 11:00AM
RFQ validity period: / 30 days (commencing from the RFQ Closing Date)
Site briefing / N/A
RFQ Description: / SERVICE & CALIBRATION OF MICROSCOPES
RFQ responses may be submitted to: / Hand Delivered at:
NHLS LiMp Region.15 Pierre street. Suite 11 & 12 Ficus Park, Bendor. Polokwane.
0699

Bidders must acknowledge receipt of this RFQ and send it to .

This RFQ is subject to the general conditions of the RFQ, National Treasury’s general conditions of contract (GCC) and, if applicable, any other special conditions of contract (SCC).

The following particulars must be furnished

Information of the Bidder

Name of bidder
Registration number
VAT registration number
Contact person
Telephone number
Cell number
E-mail address
Postal address
Physical address

Has an original and valid tax clearance certificate been submitted?

Yes / No

State RFQ/F-number where the tax clearance certificate was submitted: ______

NOTE:If you have submitted an original tax clearance certificate before to the NHLS for any bid or RFQ, it is not necessary for you to submit another tax clearance certificate while the NHLS is still in possession of your valid and original tax clearance certificate. It is the duty of the bidder to ensure that each time a bid or RFQ response is submitted, the tax clearance certificate they submitted previously is still valid on the closing date of the subsequent submission of a response for a particular RFQ.

D / D / M / M / Y / Y

If not, indicate the expiry date of the tax clearance certificate that was previously submitted to NHL.

Yes / No

Has an original and valid B-BBEE status level verification certificate or certified copy thereof been submitted?

State RFQ/RFB number where the B-BBEE status level verification certificate was submitted: ______

NOTE:If you have submitted an original or certified copy of the B-BBEE status level verification certificate before to NHLS for any bid or RFQ response, it is not necessary for you to submit another B-BBEE status level verification certificate while NHLS is still in possession of your valid certificate. It is the duty of the bidder to ensure that each time a bid or RFQ response is submitted, the certificate they submitted previously is still valid on the closing date of the subsequent submission of a response for a particular RFQ.

D / D / M / M / Y / Y

If not, indicate the expiry date of the B-BBEE status level verification certificate that was previously submitted to NHLS.

I certify that the information furnished on this form is true and correct.

I further accept that, in addition to cancellation of a contract, action may be taken against me should this declaration prove to be false.

______

Name of bidder(duly authorised)

______

Signature of bidder

______

Date

______

Capacity under which this RFQ is signed

Contents
1.Terms and conditions of Request For Quotation (RFQ)
2.Response format
Annex A :Price
Annex B :Preferential Procurement Claim form SBD 6.1
Annex C :Tax clearance requirements SBD 2
Annex D :Declaration Of Interest SBD 4
Annex E :Declaration Of Bidders Past Supply Chain Practices SBD 8
Annex F :CERTIFICATE OF INDEPENDENT BID DETERMINATION SBD 9
Annex G :Government Procurement: General Conditions of Contract – July 2011

1. Terms and conditions of Request for Quotation (RFQ)
2. This document may contain confidential information that is the property of the NHLS
3. No part of the contents may be used, copied, disclosed or conveyed in whole or in part to any party in any manner whatsoever other than for preparing a proposal in response to this Bid, without prior written permission from NHLS and the Client.
4. All Copyright and Intellectual Property herein vests with NHLS and its Client.
5. Late and incomplete submissions will not be accepted.
6. Any bidder who has reasons to believe that the RFQ specification is based on a specific brand must inform NHL before RFQ closing date.
7. Bidders are required to submit an original Tax Clearance Certificate for all price quotations exceeding the value of R30 000 (VAT included). Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of this RFQ. Certified copies of the Tax Clearance Certificate will not be acceptable.
8. It is the responsibility of the bidder to ensure that NHLS is in possession of the bidder’s valid Tax Clearance certificate. It is therefore not necessary to submit a tax clearance certificate if the bidder has submitted a tax clearance for any RFQ/bid before at NHLSNHLS. The onus is on the bidder to ensure that NHLS receives a valid Tax Certificate as soon as the validity of the said certificate expires.
9. No services must be rendered or goods delivered before an official NHLS Purchase Order form has been received.
10. This RFQ will be evaluated in terms of the 80/20 preference point system prescribed by the Preferential Procurement Regulations, 2011.
11. All questions regarding this RFQ must be forwarded to the buyer within24 hours after the RFQ has been issued.
12. All responses must be sent to . It is the responsibility of the bidder to ensure that its response reaches NHLS on or before the closing date and time of the RFQ.

1.13For hand deliveries of responses, please submit the RFQ document to For hand deliveries of responses, please submit the RFQ document to , NHLS LIMPOPO/MPUMALANGA REGION, NO 15 PIERRE STREET, FICUS PARK, BENDOR, SUITE 11&12.POLOKWANE 0699.

1.11

The Bidder accepts the above terms and conditions and the General Conditions of Contract attached in Annex G. / Accept / Do not accept

1. Response format
2. Bidders shall submit response in accordance with the response format specified below. Failure to do so shall result rejecting vendor’s response. No referrals may be made to comment. Failure to comply shall result in the vendor being penalised.

2.2Schedule Index:

2.2.1Schedule 1:Pages 1 – 6 of this RFQ document

2.2.2Schedule 2:Original and valid Tax Clearance Certificate (if not submitted before).

2.2.3Schedule 3: Price (Submit the price in a sealed envelope.)

2.2.4Schedule4: Preferential Procurement Claim form and the certified copy of the B-BBEE Status Level Verification Certificate (SBD 6)

2.2.5Schedule 5: Declaration of interest (SBD 4)

2.2.6Schedule 6: Declaration of Bidders’ past supply chain practices (SBD 8)

2.2.7Schedule 7: Certificate of independent bid determination (SBD 9)

2.2.8Schedule 8: General Conditions of Contract

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PRICE

INSTRUCTION TO BIDDERS

1. The cost of delivery, labour etc. must be included in this proposal.
2. Bidders must keep all items listed below in stock.

RFQ Number ......

Name of bidder ......

Total RFQ Price ......

BIDDER MUST PROVIDE PRICE BREAKDOWN IN SOUTH AFRICAN RAND VALUE AS PER THE TABLE BELOW:

<the description and the quantities to be typed in by the Buyer.>

Description / Quantity / Unit Price
(VAT Inclusive.) / Total Price
(VAT inclusive.)
SERVICE OF MICROSCOPES / 35

Preferential Procurement Claim form SBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011

This preference form must form part of all Bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution

Description / Type / Quantity
SERVICE OF MICROSCOPES FOR CN PHATUDI LAB / 1 x Fluorescent + 1 x Light / 2
SERVICE OF MICROSCOPES FOR DONALD FRASER LAB / 2 x Fluorescent + 1 x Light / 3
SERVICE OF MICROSCOPES FOR ELIM LAB / 1 x Fluorescent + 2 x Light / 3
SERVICE OF MICROSCOPES FOR GIYANI LAB / 1 x Fluorescent + 2 x Light / 3
SERVICE OF MICROSCOPES FOR KGAPANE LAB / 1 x Fluorescent + 2 x Light / 3
SERVICE OF MICROSCOPES FOR LETABA LAB / 1 x Fluorescent + 1 x Light / 2
SERVICE OF MICROSCOPES FOR LOUIS TRICHARDT LAB / 1 x Fluorescent / 1
SERVICE OF MICROSCOPES FOR MALAMULELE LAB / 1 x Fluorescent + 2 x Light / 3
SERVICE OF MICROSCOPES FOR MESSINA LAB / 1 x Fluorescent + 1 x Light / 2
SERVICE OF MICROSCOPES FOR NAMAKGALE LAB / 1 x Fluorescent + 1 x Light / 2
SERVICE OF MICROSCOPES FOR SEKORORO LAB / 1 x Fluorescent + 1 x Light / 2
SERVICE OF MICROSCOPES FOR SILOAM LAB / 1 x Fluorescent + 2 x Light / 3
SERVICE OF MICROSCOPES FOR TSHILDZINI LAB / 1 x Fluorescent + 2 x Light +1 Teaching / 4
SERVICE OF MICROSCOPES FOR TZANEEN LAB / 1 x Fluorescent + 1 x Light / 2

NB:Prior to completing this form, bidders must study the general conditions, definitions and directives applicable in respect of B-BBEE, as prescribed in the preferential procurement regulations, 2011.

1General conditions

1.1The following preference point systems are applicable to all Bids:

1.1.1the 80/20 system for requirements with a Rand value of up to R500 000 (all applicable taxes included); and

1.1.2the 90/10 system for requirements with a Rand value above R500 000 (all applicable taxes included).

1.2The value of this RFQ is estimated to not exceed R500 000 (all applicable taxes included) and therefore the80/20 preference pointssystem shall be applicable.

1.3Preference points for this bid shall be awarded for:

a)Price; and

b)B-BBEE status level of contribution.

1.3.1The maximum points for this Bid are allocated as follows:

POINTS

1.3.1.1PRICE80

1.3.1.2B-BBEE STATUS LEVEL OF CONTRIBUTION20

Total points for Price and B-BBEE must not exceed100

1.4Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the CCA together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.5.The purchaser reserves the right to require of a bidder, either before a Bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2.Definitions

2.1“all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies;

2.2“B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;

2.3“B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

2.4“bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals;

2.5“Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);

2.6“comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration;

2.7“consortium or joint venture” means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;

2.8“contract” means the agreement that results from the acceptance of a bid by an organ of state;

2.9“EME” means any enterprise with annual total revenue of R5 million or less;

2.10“Firm price” means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;

2.11“functionality” means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder;

2.12“non-firm prices” means all prices other than “firm” prices;

2.13“person” includes a juristic person;

2.14“rand value” means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties;

2.15“sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract;

2.16“total revenue” bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;

2.17“trust” means the arrangement through which the property of one person is made over orbequeathed to a trustee to administer such property for the benefit of another person; and

2.18“trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

3.Adjudication using a point system

3.1The bidder obtaining the highest number of total points will be awarded the contract.

3.2Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts;.

3.3Points scored must be rounded off to the nearest two(2) decimal places.

3.4In the event that two or more Bids have scored equal total points, the successful bid must be the one scoring the highest number of preference points for B-BBEE.

3.5However, when functionality is part of the evaluation process and two or more Bids have scored equal points including equal preference points for B-BBEE, the successful bid must be the one scoring the highest score for functionality.

3.6Should two or more Bids be equal in all respects, the award shall be decided by the drawing of lots.

4.Points awarded for price

4.1The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis:

Where

Ps=Points scored for comparative price of bid under consideration

Pt=Comparative price of bid under consideration

Pmin=Comparative price of lowest acceptable bid

5Points awarded for B-BBEE Status Level of Contribution

5.1In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:

B-BBEE status level of contributor / Number of points
(80/20 system)
1 / 20
2 / 18
3 / 16
4 / 12
5 / 8
6 / 6
7 / 4
8 / 2
Non-compliant contributor / 0

5.2Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.

5.3Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.

5.4A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate.

5.5A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.

5.6Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialised scorecard contained in the B-BBEE Codes of Good Practice.

5.7A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract (Refer to paragraph 8 below).

5.8A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract (Refer to paragraph 8 below).

6Bid declaration

6.1Bidders who claim points in respect of B-BBEE status level of contribution must complete the following:

7B-BBEE status level of contribution claimed in terms of paragraphs 1.3.1.2 and 5.1

7.1B-BBEE Status Level of Contribution: ______= ______(maximum of 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

8Sub-contracting(Refer to paragraphs 5.7 and 5.8 above)

8.1Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)

8.1.1If yes, indicate:

8.1.1.1what percentage of the contract will be subcontracted?______%

8.1.1.2the name of the sub-contractor?______

8.1.1.3the B-BBEE status level of the subcontractor?

______

8.1.1.4whether the sub-contractor is an EME?YES / NO (delete which is not applicable)

9Declaration with regard to company/firm

9.1Name of company/firm______

9.2VAT registration number______

9.3Company registration number ______

9.4Type of company/ firm

Partnership/Joint Venture / Consortium

One person business/sole propriety

Close corporation

Company

(Pty) Limited

[Tick applicable box]

9.5Describe principal business activities

9.6Company classification

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter.

[Tick applicable box]

9.7Total number of years the company/firm has been in business? ……………………………………