SPECIAL CONDITIONS OF CONTRACT GT/GDH/086/2016
CONTRACT NUMBER: GT/GDH/086/2016
DESCRIPTION: REQUEST FOR PROPOSAL (RFP) FOR THE SUPPLY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF VARIOUS DIAGNOSTIC RADIOLOGY EQUIPMENT FOR GAUTENG HOSPITALS FOR A PERIOD OF 2 (TWO) YEARS.
CLOSING DATE OF BID: 29/07/2016
CLOSING TIME OF BID: 11H00
BID VALIDITY PERIOD: 90 DAYS
TABLE OF CONTENTS
ABBREVIATIONS 3
SECTION A 4
1 LEGISLATIVE AND REGULATORY FRAMEWORK 4
2 THE EVALUATION OF THE BIDS 6
3 ATTACHMENT 1: FUNCTIONAL EVALUATION SCORING TABLE 11
3 ATTACHMENT 2: TENDER SPECIFICATION FOR TECHNICAL COMPLIANCE 12
SECTION B 13
1 SPECIAL CONDITIONS 14
2 THE CONTRACT 17
3 AUTHORISATION DECLARATION 17
4 COUNTER CONDITIONS 17
5 FRONTING 18
6 COMMUNICATION 18
7 CONTRACT PERIOD 18
8 PARTICIPATING DEPARTMENTS / INSTITUTIONS 19
9 PRICING STRUCTURE 19
10 CONTRACT PRICE ADJUSTMENTS 20
11 PACKAGING AND LABELLING 21
12 ROLES AND RESPONSIBILITIES
SECTION C 23
1 PURCHASE ORDERS 23
2 PRODUCT ADHERENCE / MODEL CHANGE 23
3 CUSTOMER SERVICE 24
4 POST AWARD 24
ABBREVIATIONS
BAC : Bid Adjudication Committee
B-BBEE : Broad Based Black Economic Empowerment
BEC : Bid Evaluation Committee
BSC : Bid Specification Committee
CoC : Certificate of Compliance / Certificate of Conformity
CPA : Contract Price Adjustment
CPI : Consumer Price Index
GCC : General Conditions of Contract
ISO : International Standards Organization / Organization for Standardization
OEM : Original Equipment Manufacturer
PPI : Producer Price Index
PPPFA : Preferential Procurement Policy Framework Act
QC : Quality Control
RFP : Request for Proposal
ROE : Rates of Exchange
SABS : South Bureau of Standards
SANAS : South African National Accreditation System
SCC : Special Conditions of Contract
TCC : Tax Clearance Certificate
VAT : Value- Added Tax
SECTION A
1. LEGISLATIVE AND REGULATORY FRAMEWORK
This bid and all contracts emanating from this tender will be subject to the General Conditions of Contract issued in accordance with Treasury Regulation 16A published in terms of the Public Finance Management Act, 1999 (Act 1 of 1999). The Special Conditions of Contract are supplementary to that of the General Conditions of Contract. Where, however, the Special Conditions of Contract are in conflict with the General Conditions of Contract, the Special Conditions of Contract prevail.
1.1 GUIDE FOR ADMINISTRATIVE COMPLIANCE
Bidders are advised to observe the administrative compliance requirements. The bid documents as well as the additional documents / information, as per Table 1 below, must be completed, signed and submitted. The documents / information will be used to evaluate the administrative compliance of the bids. If not submitted or not fully completed (omissions) / erroneously completed (errors), these documents will compromise and invalidate the bid, which shall be declared non-responsive and set aside.
Table 1: Schedule of returnable documents
No. / Description of document / Submitted Yes/No1 / B-BBEE Certificate (original or certified copy, if applicable)
2 / Certified copy of CIPC registration
3 / Brochure and data sheets (original) of Radiology Equipment including full technical specification details per product and accessories
4 / Certified copy of company profile
5 / Certificate of Compliance (CE, TUV, FDA, ISO 9001 and ISO 13458 installation standards or equivalent)
6 / Certified copy of the Competency Certificate of each Technicians Training relevant to the equipment offered, on the calibration, maintenance, service and repair of the quoted product equivalent to the manufacturer's original factory training and the Calibration and Inspection Certificate from factory
7 / Certified copy of the accreditation issued by the South African National Accreditation System (SANAS) to the Inspection Body affiliated with the bidders for the Acceptance QA Test and commissioning of the equipment offered
8 / Commitment letter from the OEM (in instances where the bidder is not the manufacturer)
9 / Certified copy of the CV’s and Qualifications of Technicians
10 / Completed Pricing Schedule
11 / Completed tender pack
12 / Control Import / Product License from the National Department of Health, Directorate: Radiation Control in respect of Radiology Equipment
13 / Five year Maintenance Plans & three year extended guarantee
14 / Joint Venture Agreement (if applicable)
15 / Original Tax Clearance Certificate
16 / Preference Points Claim form (Pref 00)
17 / Brochure and data sheets (original) of Radiology Equipment including full technical specification details per product and accessories
18 / Signed and completed Bid Commitment and Declaration of Interest form (RFP 04)
19 / Signed and completed Non-Compulsory Briefing Session (RFP 4.2)
20 / Signed and completed Declaration of Bidder’s Past SCM Practices (RFP 08)
21 / Signed and completed Certificate of Independent Bid Determination (RFP 09)
22 / Submission of plans:
a. Backup Plan
b. Contingency plan
c. Project plan
d. Training plan
1.2 COMPULSORY BRIEFING SESSION
The bidders are requested to attend a compulsory briefing session to address and clarify any misunderstanding or ambiguity prior to the proposal submission closing date. If a bidder does not attend the compulsory briefing session, the bidder shall be regarded as non-responsive and excluded from the bid. Minutes of all proceedings during the compulsory briefing session shall be recorded and be binding.
1.3. FORMAT FOR THE SUBMISSION OF BIDS:
The bidders are requested to observe the format in which the bid must be submitted, as per Table 3 below.
Table 2: Format of Bid Submission
Section / RequirementSection 1 / Completed standard bidding document with all returnable annexures
Section 2 / Company Profile
Section 3 / Completed Technical Specification
Section 4 / Product Certifications
Section 5 / Functional Requirements Supporting Information
Section 6 / Brochures and Data Sheets
Section 7 / Completed Pricing Schedule
1.4 RESPONSE FIELDS
1.4.1 Bidders are required to submit responsive bids by completing all the prices, mandatory response fields and item questionnaires on the provided pricing schedule for the equipment.
1.4.2 Non-compliance with this condition shall invalidate the bid.
1.5 ADDITIONAL DOCUMENTATION
1.5.1 Product information documents (e.g. catalogues, operating manuals, instruction leaflets, etc.), in at least the English language, must accompany the bid documents.
1.5.2 It is the responsibility of the bidder to provide the participating departments with adequate information on all products.
1.6 SUBMISSION OF BIDS
1.6.1 Bidders must submit the bid in hard copy format (paper document) and exact format in memory stick to Gauteng Department of Health: Tender Information Centre before the closing date and time. The hard copy of the bid response will serve as the legal bid document and must be signed in ink. The bid must be addressed to the Gauteng Department of Health.
1.6.2 Each bid should be submitted in a separate, sealed envelope or suitable cover on which the name and address of the bidder, the bid number and the closing date must be clearly endorsed.
1.7 LATE BIDS
Bids received after the closing date and time, at the address indicated in the bid documents, will not be accepted for consideration and where applicable, be returned unopened to the bidder.
2. THE EVALUATION OF THE BIDS
The evaluation of the bids will comprise of the following phases:
Phase 1: Administrative compliance
Phase 2: Functionality Evaluation
Phase 3: Technical Evaluation
Phase 4: Commercial Evaluation
2.1 PHASE 1: ADMINISTRATIVE COMPLIANCE
All bids received will be subjected to a mandatory administrative responsiveness in line with the below requirements. This phase is not scored and any bidder who fails to comply with any of the said mandatory criteria will be disqualified.
· Valid and original Tax Clearance Certificate (TCC)
An original and valid TCC, issued by the South African Revenue Services, certifying that the taxes of the bidder are in order, must be submitted with the bid documents at the closing date and time of the bid. In bids where consortia, joint ventures and sub-contractors are involved, each party must submit a separate TCC. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Copies and/or certified copies of the Tax Clearance Certificate will not be acceptable.
· Conformity Certificate
The bidders must submit a Conformity Certificate together with the bid documents at the closing date and time of the bid. This certificate is required to ensure that the product conforms to international medical device regulations.
· CV’s and Qualifications of Technicians
The CV and qualifications of the South African based technicians must be submitted with the bid documents at the closing date and time of the bid.
· Product compliance to specification
Bidders should refer to Attachment 1: Technical Tender Specification including all the mandatory technical specifications and indicate compliance by ticking the relevant boxes.
· Product Brochure and Data Sheets
Bidders that do not submit the product brochure and data sheetsthat have technical specifications of the items and all accessories tendered for will be disqualified.
2.2 PHASE 2: FUNCTIONAL EVALUATION
Only bidders who have complied with all the mandatory requirements will be evaluated for functionality. During this phase bidders’ responses will be evaluated for functionality based on achieving a minimum threshold score of 70% out of total score of 100 for functionality. Bidders who fail to achieve the minimum score shall be declared non-responsive and set aside.
The Bid Evaluation Committee (BEC) responsible for scoring the bids will evaluate and score all bids based on the submission and information provided against the criteria, as per Attachment 1.
Note: Bidders must, as part of the bid documents, submit supporting documents for all functional requirements, as per Attachment 1.
Attachment 1: The Functional Evaluation Scoring Table for the supply, delivery, installation, commissioning and maintenance of various radiology equipment items to Gauteng hospitals for the period of 2 years.
The following values will be applied for scoring each functionality criteria:
0 = Nothing; 1 = Poor; 2 = Fair; 3 = Good; 4 = Very Good; 5 = Excellent
2.3 PHASE 3: TECHNICAL EVALUATION
Only bidders who complied with the functional evaluation will be evaluated for technical product compliance.
The bids will be compared with the technical tender specification, as per Attachment 2: Tender Specification for Technical Compliance.
Bidders must refer to Attachment 2, which is a response sheet with the technical compliance specifications, complete it and indicate compliance in the relevant column.
The bid offers will be evaluated on the basis of compliance. The bids will be declared non-responsive and set aside, if it does not comply with the technical tender specification.
Attachment 2: The tender specification for technical compliance for the supply, delivery, installation, commissioning and maintenance of various radiology equipment items to Gauteng hospitals for the period of 2 years.
2.4 PHASE 4: COMMERCIAL EVALUATION
a. The bids will be evaluated on price and preference according to the 90/10 points system in terms of the requirements of the Preferential Procurement Policy Framework Act (Act 5 of 2000) and the Preferential Procurement Regulations, 2011.
b. The best price comparative analysis will be used.
c. The financial evaluation will be based on the total cost of ownership model. Three factors will be considered and added together to obtain the total cost of ownership price:
i. The unit price
ii. The maintenance costs over five (5) years
iii. The consumables that the equipment item requires to operate.
d. A projected total cost of ownership will be calculated to include the projected maintenance costs.
e. The preference points will be allocated in respect of B-BBEE contribution as per Table 4 below.
f. Price points will be calculated based on the above. Preference points will be allocated and the total points calculated.
g. The highest scoring bid will be the bid that scored the highest combined Price Points and Preference Points out of 100 (the maximum price points is 90 points and the maximum preference points is 10 points).
h. Maximum 90 points will be for price and maximum of 10 will be for preference points (B-BBEE level of contribution) as outlined in the table 4 below.
Table 4: Price and B-BBEE preference points
AREAS / POINTSPrice / 90
B-BBEE Status Level of Contributor / Number of Points / 10
1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 1
Non-Compliant Contributor / 0
Total / 100
2.5 THE FOLLOWING CRITERIA WILL BE USED TO EVALUATE BIDDER PROFILE COMPLIANCE:
a. GPT Supplier Management
b. GPT BEE verification (blacklisting)
c. GPT VMD BEE verification (confirmation of interest)
d. GPT VMD Vendor Management Report (VMD 01)
e. GPT VMD Preference Points Verification Report (VMD 02)
f. GPT Financial Risk Report for the past 3 years
g. CPIC certificate - Companies and Closed Corporations
h. B-BBEE Verification Report
2.6 BID AWARDING CRITERIA:
a. The Gauteng Department of Health reserves the right not to accept any bid in its entirety or partially.
b. The lowest price bid will not necessarily be accepted.
c. The bid will be awarded to the bidder/s that scored the highest overall points. Priority will be given to Gauteng based companies.
d. The Department reserves the right to negotiate further with preferred bidders, where prices are above the targeted range of the Gauteng Department of Health.
e. The Gauteng Department of Health reserves the right to appoint more than one supplier.
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SPECIAL CONDITIONS OF CONTRACT GT/GDH/086/2016
Attachment 1: The Functional Evaluation Scoring Table for the supply, delivery, installation, commissioning and maintenance of various radiology equipment items to Gauteng hosptals for the period of 2 years.
No. / Criteria / Description / Weight / Score1 / Track Record / Bidders to provide three or more testimonial letters from public hospitals where product(s) is/are used. The letter should have the contact details of a person who uses the item(s). / 30
2 / Technical Support / To this end bidders should provide proof of the 5 year service / maintenance plans and 3 year warranties. Bidders should also provide details of their backup plans. / 50
3 / Locality (Gauteng based) / This is done in line with the Gauteng TMR strategy. Thus, in order for the bidders to qualify for the points, it will be required of them to submit rated proof of rates and taxes and/or property registration document / lease agreement older than 3 months. / 20
Total Score: / 100 / 500
The following values will be applied for scoring each functionality criteria: