Commodity Group: Medical

Commodity Group: Medical

DOCUMENT ONE

GT/GDH/019/2016

REQUEST FOR PROPOSAL (RFP) FOR THE SUPPLY, INSTALLATION, COMMISSIONING AND MAINTENANCE OFTHE ORTHOPAEDIC EQUIPMENT FOR VARIOUS HOSPITALS IN THE GAUTENG PROVINCE

Section A: Initiative Background

1.0Request Summary

2.0Specific Initiative Overview

3.0Instructions to Suppliers

4.0Requests for Information Notifications

5.0Submission Guidelines

6.0Submission Details and Deadline

7.0Confidentiality

8.0Security of Information Submissions

9.0Validity of Request for Information Submissions

Section B:The Gauteng Department of Health’s Business and TechnicalRequirements

1.0.The Gauteng Department of Health’s Business and Technical Requirements

Section C: Pricing Schedule

1.1.Pricing Schedule Completion Instructions

1.2IMPORTANT NOTICE

Suppliers advised of the following;

1.2.1Suppliers are to provide a response to every question raised throughout this document.

1.2.2Suppliers are requested to try as much as possible to comply with the Document structure and response formats when completing providing responses

1.2.3However, where a Supplier’s response cannot be adequately catered for in the proposed response formats, then Suppliers are free to modify a response format to more fully express their answers.

1.2.4Every effort has been made to accurately represent the Gauteng Department of Health’s ORTHOPAEDIC EQUIPMENTrequirements, key issues/concerns, and Purchasing Options. However, should Suppliers have additional information that this document may have overlooked, they are kindly encouraged to come forth with this additional information to support their submission. Additional information must be well referenced to the specific section and or question of concern and appropriately numbered and labelled as additional information. Suppliers are requested not to underestimate the potential impact of the provision of this additional information on the weighting of their submission.

This Request for Information document consists of 8 pages. If any part of this document is missing, please contact”

Mr. Dumisani Francisco

Tel:011-355-3567

Fax:086420 0882

Or alternatively fax through to the Gauteng Provincial Treasury for attention to the above on fax number: (011) 3552200

SECTION A

INITIATIVE BACKGROUND

This section is designed primarily to provide essential background information on the Gauteng Department of Health’s Biomedical Equipment

REQUEST FOR PROPOSAL

SUPPLY, INSTALLATION, COMMISSIONING AND MAINTENANCEOFORTHOPAEDIC EQUIPMENT

2.0.REQUEST SUMMARY

This document represents a formal Request for Proposal (RFP) by the Gauteng Provincial Government (GPG) for the Supply, Installation, Commissioning, Maintenance and the transferral of skills for the ORTHOPAEDIC EQUIPMENT FOR VARIOUS GAUTENG HOSPITALS

3.0SPECIFIC INITIATIVE OVERVIEW

3.1THE ORTHOPAEDIC EQUIPMENTrequired by the Gauteng Department of Health.

3.2The primary focus of this RFP is to acquire information on the:

a)Supply

b)Installation

c)Maintenance

3.3The following is assumed of suppliers who will respond to this RFP:

It is assumed that Suppliers –

3.3.1Have an interest in entering into potential medium to long-term strategic relationships with the GPG and the GDH.

3.3.2Are willing to embrace and or support the GPG's business strategic directions and initiatives

3.3.3Are willing to share and implement creative cost saving initiatives in support of the Strategic Sourcing and Supply Management Initiative that the GDH has embarked upon

3.3.4Are willing and prepared to bring different viewpoints, ideas and suggestions over and above those suggested by the GPG

3.4The GPG Participating Departments are:

a)The Gauteng Provincial Treasury – This department is acting as a common service provider for all GPG provincial government customer departments/institutions.

b)The Gauteng Department of Health – This department is a major client of the GPTand will also be a major client to various strategic suppliers/vendors.

The above information has been provided solely to assist Suppliers in the development of their RFP Submissions and gain appreciation of the relative potential of the GPG business.

4.0INSTRUCTIONS TO SUPPLIERS

4.1Delivery on Requirements

4.1.1.Delivery on requirements listed throughout this RFP is critical to the success of this initiative. Suppliers are requested to fully answer all questions in the order they are presented. Please answer all sections, which correspond to the services your company can provide. If an item or question area is not directly addressed, GPG will assume that you do not have the necessary capability to meet the necessary requirements.

5.0REQUESTS FOR PROPOSAL NOTIFICATIONS

5.1The GPG assumes no responsibility or liability for any costs associated with a Supplier’s response to this Request for Proposal.

5.2This Request for Proposal does not constitute an offer to purchase any goods or services at this stage.

5.3This Request for Proposal may be modified or withdrawn any time prior to the submission deadline. Modifications or withdrawals must be submitted in writing upon a company letterhead and signed by an authorised representative. Verbal modifications will not be recognised or considered.

5.4The GPG reserves the right to waiver minor formalities in the proposal submissions and to accept or reject any and all proposal submissions. Prior to acceptance or rejection, the GPG reserves the right to request additional information to clarify any matter included or raised in the proposal submission.

6.0SUBMISSION GUIDELINES

6.1The following general requirements relating to the completion of RFP responses must be adhered to. The general requirements are:

6.1.1Proposals must be prepared and submitted as follows

6.1.1.1Signed Hard copy is mandatory and should be the first to be submitted. Suppliers are advised to neatly bind the hard copy in a manner that keeps it intact in order to prevent loss of pages and valuable information.

6.1.1.2Electronic Copy on a CD/USB is encouraged and should be submitted with the Hard Copy.

6.2.All Hard Copies (Physical Submissions) must be neatly bound and well referenced to the numbering and format of this RFP structure.

6.3.Attachments must be completed using the structured format provided. If there is insufficient space for a response, clearly reference the response to the applicable question/area.

6.4.Your response to the RFP questions should include sufficient detail. “Yes” or “No” responses will not suffice (unless explicitly requested);

6.5.Non-conforming, incomplete, or ambiguous RFP Responses may be rejected. Legibility, clarity and coherence are important factors for your consideration to assist the GPG in evaluating your information;

6.6.The GPG may seek clarity on certain aspects of your submission after the RFP closing date;

N.B: Late Submissions will not be accepted.

7.0SUBMISSION DETAILS AND DEADLINE

7.1By 19 FEBRUARY2016 at 11:00 local time (the “submission deadline”) all completed RFP responses must be received by the GPG.

7.2Complete RFP responses (in sealed packaging) must be received at the tender box at:

7.2.1Gauteng Provincial Treasury:

Imbumba House

75 Fox Street

Marshalltown

Johannesburg

7.3Suppliers should take particular care to ensure that there are no discrepancies between the electronic copy (CD/USB) and hard copy submissions. The GPG reserves the right in its sole discretion to discard a submission if there are discrepancies between the hard copy and the electronic (soft) copy. If any discrepancies are detected between the Hard Copy and the Electronic Copy submissions, the Hard Copy document will take precedence over the electronic copy. The GPG may contact the Supplier, but shall not be obliged to do so, for clarification regarding any discrepancies between the Hard Copy document and the Electronic Copy.

7.4Late responses will not be accepted under any circumstances.

7.5Supplier RFP Information Session / Conference

No Briefing session

8.0CONFIDENTIALITY

8.1The RFP is strictly confidential between the GDH and Supplier. The GDH reserves the right to recall the RFP in its entirety or in part or make amendments to it as deemed necessary.

8.2Suppliers must agree that they will not duplicate, distribute or otherwise disseminate or make available this document or the information contained herein without the prior written consent of the GDH. Suppliers may make this RFP available to employees or its associates who need to know its contents in order to participate in the response to the RFP. Suppliers shall not, without the prior written consent of the GDH

8.2.1Discuss this RFP with any other Supplier or other party;

8.2.2Discuss with any other Supplier or other party the Supplier’s intention, if applicable, to submit a response to this RFP;

8.2.3Disclose to any other Supplier or other party any of the details or contents of this RFP or, if applicable, of the response to this RFP;

8.2.4Disclose to any other Supplier or other party any of the details, if applicable, of any discussions that may take place between the Supplier and the GDH regarding the RFP.

9.0SECURITY OF INFORMATION SUBMISSIONS

9.1Any response and/or information submitted by e-mail cannot be guaranteed to be held in a secure and confidential manner.

9.2TheGPT will not provide a return receipt upon delivery of a submission. RFP’s submitted utilising the services of a courier service must in all instances also reach the Tender Box of the GPT before or on the closing date and time of the RFP.

10.0VALIDITY OF REQUEST FOR PROPOSAL SUBMISSIONS

10.1The validity of the RFP will be 90 days from the RFP submission deadline.

11.0EVALUATION OF SUBMISSION

11.1RFP Submissions Evaluation Process

Once the Submissions have been received, the evaluation team will review all submissions for completeness. The GDH plans to complete the evaluation process within ninety working days from RFP closing date. Suppliers may be invited for discussions and clarifications where the GPG/GDH sees it fit to do so.

11.2RFP Evaluation Progress Enquiries

Please do not enquire concerning the status of your submission. All Suppliers who will have made a submission will be notified of their status at the appropriate time.

11.3Site Visits

Suppliers can possibly expect a site visit from a GDH representative/s. Suppliers will be expected to prepare equipment for inspection by the GDH

Commodity Team. Alternatively, Suppliers may be asked to give reference sites where similar equipment types have been installed.

Section B

The Gauteng Department of Health’s Business Requirements

This section provides interested Suppliers with a background of the Gauteng Department of Health’sactual equipment requirements.

Important Notice

The Microsoft Excel ‘Document Two’ has been provided for you to complete and indicate

your compliance to the stipulated THE ORTHOPAEDIC EQUIPMENT specifications.

Gauteng Department of Health’s ORTHOPAEDIC EQUIPMENT

THE SUPPLY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF THE ORTHOPAEDIC EQUIPMENT

SECTION C

THE GAUTENG DEPARTMENT OF HEALTH’S PRICING SCHEDULE (QUANTITATIVE QUESTIONS)

The essence of this section is contained in Document 3, the Gauteng Department of Health’sBiomedicalEquipment

Pricing Schedule. This is a Microsoft Excel Based Document that seeks to solicit responses to specific quantitative questions.

THE GAUTENG DEPARTMENT OF HEALTH’SORTHOPAEDIC EQUIPMENT CONFIGURATIONPRICING SCHEDULE COMPLETION INSTRUCTIONS

Provided for you is the Gauteng Department of Health’sORTHOPAEDIC EQUIPMENTPricing Schedule in Document Three. Suppliers are requested to complete this Document as follows:

1.1The pricing schedule can be completed in either Hard Copy Format or Electronic Copy Format.

1.1.1Hard Copy Format.

Suppliers who intend to complete this RFP in Hard Copy Format must ensure that they write clearly and legibly.

1.1.2Suppliers who intend to complete this RFP in Electronic Format must submit a CD RW to the GDF Tender Office. The CD must be clearly marked with your company name and RFP number. Suppliers are encouraged to complete the document electronically. After the document has been completed electronically it must be printed in hard copy format. Both the hard copy and electronic copy must be submitted.

1.1.3The rate of exchange must be quoted for the date stipulated on the pricing schedule.

1.1.4Prices quoted must be in Rand and must be inclusive of VAT.