Q and A Pack
RAF/2013/00030: Stationery
EMPLOYER: / The Road Accident Fund ("RAF")RFP NUMBER: / RAF/2013/00030
DESCRIPTION: / Request for bid for stationery suppliers to supply the RAF with stationery at one or more of its offices situated in Centurion, Pretoria, Johannesburg, Cape Town, Durban and East London
DATE OF PUBLICATION: / 11October 2013
BID VALIDITY PERIOD: / 90 days from the Bid Closing Date
BID CLOSING DATE: / 05 November 2013
BID CLOSING TIME: / 11h00
BRIEFING SESSION / There will be no briefing session for this bid
TENDERS MUST BE HAND DELIVERED OR COURIERED TO: / The Road Accident Fund (RAF)
38 Ida Street
Menlo Park, Pretoria
(at reception, on the lower ground level)
Attention: RAF's Representative mentioned below
RAF'S REPRESENTATIVE / Stephen van Huyssteen: e-mail
Q1.Will our company be disqualified from the bid process because we are a new company and we have no past customer references and no audited financial statements? This is one of your checklist requirements under section 3.
Answer: Only applicable documentation must be provided so RAF accepts that a new company would not be able to supply certain documents.
Note 2.4.2 of section 2:
“2.4.2. Bidders need to demonstrate that they are capable of fulfilling the below technical functional criteria.Bidders who achieve a score of 70% and above out of 100% in respect of technical functional criteria will be further evaluated in terms of price and B-BBEE.”
Inability to supply client references would affect bidder's scoring and may render it difficult to achieve the required score in 2.4.2.
Q2.Will the bid be awarded to one supplier who will have to deliver to all the regional offices or will there be region specific suppliers?
Answer: Bidders may bid for one, several or all Regional Offices. RAF will appoint per Regional Office, but it may be that the outcome of the bid is that the same bidder will be appointed for several or all Regional Offices.
Q3.Please can you assist with the size of the Self Adhesive Rollseg: reference number and size and what they are used for. Roll Note (Adhesive roll of paper) Blue - Roll of 1000 1000087 / Roll Note (Adhesive roll of paper) Green - Roll of 1000 1000088 / Roll Note (Adhesive roll of paper) Orange - Roll of 1000 1000089 / Roll Note (Adhesive roll of paper) Pink - Roll of 1000 1000090 / Roll Note (Adhesive roll of paper) Purple - Roll of 1000 1000091 / Roll Note (Adhesive roll of paper) Red - Roll of 1000 1000092 / Roll Note (Adhesive roll of paper) Yellow - Roll of 1000 1000094. Page 42 Item No.24 and following 5, description:Roll Note (Adhesive Roll Of paper)Blue-Roll of 1000. Is 1000 a unit of measure as in length? Please advise if a sample is available for viewing or is there a specific stock code or brand on the packaging.
Answer: It has come to the attention of RAF that these items are not generally stocked by many suppliers and RAF can not provide information on sources of the items. It is a roll of 1000 coloured peel-off self-adhesive labels of about 21mm width and 67mm length. All service providers are requested to quote a price of R70.00 VAT inclusive each for these items, and the sourcing and final pricing will be discussed during contracting of successful bidders.
Q4.Page 42 item 12 marked magic clipper-each. Is this a dispenser?
Answer: Yes, it is a dispenser.
Q5.Page 43 item 8 to 15 marked Ring Binders A4 2 Ring. Is the correct description ‘Binding Comb’?Page 44 last item and page 45 item 1 and 2. Is this also not supposed to be binding combs?
Answer: Yes, these items are “Binding Combs” or “Binding Elements”
Q6.Page 44 ITEM 3 MARKED Tape buff 48mmX50m clear-roll. What is the difference between it and item no.2 and item no.10 on page 46 marked Tape buff packaging tape-48mmX50m Brown-Roll?
Answer: Materialsare the same (duplication on our system) and should read: (1) “Tape Buff (Packaging Tape) 48mmX50m Roll - Each”. (2) “Tape Buff (Packaging Tape) 48mmX50m Roll - Each”.
Q7.Page 44 item 10 marked Cartridge HP Q3964A. Is this not supposed to be C9364?
Answer: This material is correct as “Cartridge HP Q3964A”.
Q8.Page 41 Item no.13, description:DVD Blank R&W Pack 20. Is this DVD-R or DVD+R or DVD-RW or DVD+RW? Packaging quantities are 10x Pack(Jewel case)or 25x Pack(spindle)
Answer: Material should read: “DVD Blank DVD+RW Pack 10”.
Q9.Page 41item no.15 description:Envelopes white plain window s/s 110x220 Quantity of 10? Is this quantity of 10x Boxes?Available is 500x per Box and 6 Boxes of 200.
Answer: Material should read: “Envelopes white plain window s/s 110x220 - Box of 500”. Also note that “Envelopes White Confid Window S/S 110X220” should read “Envelopes White Confid Window S/S 110x220 - Box of 500”.
Q10.Page 41 Item no.21, description Arch lever file A4 Larger-Each Does larger mean 70mm or which spine size?
Answer: Material should read: “Board Lever Arch File A4 70mm -Each”.
Q11.The MP 3000, which make is it. E.g.Oki, Canon etc. If there is a number for this cartridge provide us with it because we cannot find the prices using that description only.
Answer: The printer is a Nashua MP 3000. For the cartridges, they would be described as follows: Yellow - MP C3000E, Black - MP C3000E, Cyan - MP C3000E, Magenta - MP C3000E.
Q12.Do you only have tenders or can I quote on the day to day buying?
Answer: This tender is intended to replace quotations in future.
Q13.We are preparing a response to Tender RAF/2013/00030 for the supply of stationery. May we please have electronic copiesof the following in electronic format:Table 3.3.4.2 to Table 3.3.4.8.
Answer: The tables have been loaded to the RAF website
Q14.The tender document says we need to submit the contract form with the tender document. Must I sign it now and which date should I put there? Or could you just explain what is required of me on the contract form?
Answer: Bidders should complete the portions of the Contract Form that they are required to complete and sign it and date it on the date the bidder finalisestheir tender. By completing the contract form the bidder is making an offer, which, if it is a preferred bid, the Road Accident Fund may accept by the CEO of the Fund signing his acceptance (after negotiations and agreed amendments, if necessary).
Q15.On page 10 of the bid document reference is made to “Groceries” and this is a stationery tender. Would this be a problem?
Answer:Unfortunately that error was only picked up after publication. You may correct it on your document(s).