confidential
NATIONAL HEALTH LABORATORY SERVICE (NHLS)
REQUEST FOR QUOTATIONS
You are hereby invited to submit Quotation for the requirements ofNational Health Laboratory service
RFQ number: / RFQ 1408864/16-17
Closing date: / 15 SEPTEMBER 2016
Closing time: / 11:00AM
RFQ validity period: / 30 days (commencing from the RFQ Closing Date)
Important / There will be a compulsory briefing session held at:
Venue: NHLS, 1 Modderfontein Road, Sandringham Johannesburg( meet at the NICD PRF Auditorium)
Date: 09th September 2016
Time: 10:00am
RFQ Description: / NICD WEBSITE EVALUATION AND REVAMP
RFQ responses may be submitted to: / Or / Hand Delivered at:
NICD STORES QUOTE BOX ATTENTION TO NANDIPHA MABUTYA
1 Modderfontein Road, Sandringham, Johannesburg.
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 furnishedInformation of the Bidder
Name of bidderRegistration 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 / NoState RFQ/RFB 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 / YIf not, indicate the expiry date of the tax clearance certificate that was previously submitted to NHL.
Yes / NoHas an original and valid B-BBEE status level verification certificate or certified copy thereof been submitted?
State RFQ/RFB number where theB-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 / YIf 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) 5
2. Response format 5
Annex A : Price 7
Annex B : Preferential Procurement Claim form SBD 6.1 8
Annex C : Tax clearance requirements SBD 2 15
Annex D : Declaration Of Interest SBD 4 18
Annex E : Declaration Of Bidders Past Supply Chain Practices SBD 8 23
Annex F : CERTIFICATE OF INDEPENDENT BID DETERMINATION SBD 9 25
Annex G : Government Procurement: General Conditions of Contract – July 2011 28
1. Terms and conditions of Request For Quotation (RFQ)
1.1 This document may contain confidential information that is the property of the NHLS
1.2 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 NHLSand the Client.
1.3 All Copyright and Intellectual Property herein vests with NHLS and its Client.
1.3 Late and incomplete submissions will not be accepted.
1.4 Any bidder who has reasons to believe that the RFQ specification is based on a specific brand must inform NHL before RFQ closing date.
1.5 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.
1.6 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 NHLS. 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.
1.7 No services must be rendered or goods delivered before an official NHLS Purchase Order form has been received.
1.8 This RFQ will be evaluated in terms of the 80/20 preference point system prescribed by the Preferential Procurement Regulations, 2011.
1.9 All questions regarding this RFQ must be forwarded to the buyer within24 hours after the RFQ has been issued.
1.10 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.
1.13 For hand deliveries of responses, please submit the RFQ document to NICD QUOTE BOX MAIN STORES
PLEASE DO NOT SUBMIT RFQ RESPONSES IN THE TENDER BOX AS THE RFQ RESPONSES DEPOSITED IN THE TENDER BOX SHALL NOT BE CONSIDERED.
1.11
The Bidder accepts the above terms and conditions and the General Conditions of Contract attached in Annex G. / Accept / Do not accept2. Response format
2.1 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.
2.2 Schedule Index:
2.2.1 Schedule 1: Pages 1 – 6 of this RFQ document
2.2.2 Schedule 2: Original and valid Tax Clearance Certificate (if not submitted before).
2.2.3 Schedule 3 : Price (Submit the price in a sealed envelope.)
2.2.4 Schedule 4: Preferential Procurement Claim form and the Certified copy of the B-BBEE Status Level Verification Certificate (SBD 6)
2.2.5 Schedule 5: Declaration of interest (SBD 4)
2.2.6 Schedule 6: Declaration of Bidders’ past supply chain practices (SBD 8)
2.2.7 Schedule 7: Certificate of independent bid determination (SBD 9)
2.2.8 Schedule 8: General Conditions of Contract
2.2.9 Schedule 9: Specification sheet stating whether you comply or not comply
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Annex A : 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:
Description / Quantity / Unit Price Per Hour(VAT Inclusive.) / Total Price Per Month
(VAT inclusive.)
Specifications for RFQ 1408864/16-17 NICD Website evaluation & revamp
Preamble
The evaluation of the website has been commissioned upon realisation that there was room for improvement in terms of layout and content. This also comes in the context of the post Ebola &Zika virus crisis period when communication to the public was vital. It was felt that the NICD website is an effective tool and with some adjustments it could better compliment other efforts.
Background
The National Institute for Communicable Diseases (NICD) is the national public health institute for South Africa. It thus serves South Africa, the SADC region and the African continent as the organ for gathering intelligence on communicable diseases of relevance to the country, to the region and to the continent. It provides reference microbiology, virology, epidemiology, surveillance and public health research to support the government's response to communicable disease threats. The NICD is organised into functional Centres, bringing together expertise in both reference microbiology and epidemiology to enable an integrated public health response to communicable disease threats. The NICD supports programmes of the National and Provincial Departments of Health; as well public health services such as regional reference and collaborating laboratory functions for global programmes of the World Health Organisation (WHO)
Approach
Step 1: Assessment
Conducting an assessment of existing public communication capacity and existing research of community understanding, including demographics, literacy levels, language spoken as well as socio-economic and cultural backgrounds
Step 2: Coordination
Identifying likely public communication patterns and developing a communication mechanism
Step 3: Transparency
Put in place a national level policy or guidelines on the public announcement and on-going release of information in the event of verified or suspected infectious disease risk.
Step 4: Listening during outbreaks
Develop a system for on-going information gathering during an outbreak about public knowledge, attitudes and behaviours related to infectious disease risks, interventions and involved organisations
Step 5: Communicating
Ensure there is an evaluation mechanism to identify public communication strengths and weaknesses during and following infectious disease events
Criteria / DescriptionWho writes/editorial board / Identifying who wrote the material, who are responsible for the professional and scientific edition and review of the website
Who runs/manages / Clarify who is responsible for the site and its information
What purpose / Presenting a clear statement of purpose
How-Design / Readability of text, use of images, graphs video/podcasts
Ease of use / Easily finding the finding the information on the site or other sites by search engine or links
Regard to privacy / Describe website liability & privacy statements
How-contact / Ways to contact website content managers, system administrators such as email , chat, etc
When / Date of update or review
Recommendation
The design of the NICD website is adequate for most of its intended functions. Re-naming of some tabs and the re-arrangement, standardization and formatting of the documents will however make for a more efficient and pleasant user experience when navigating and searching.
Consideration should be given to adding video and audio content to complement existing content. The communication with intended uses can be improved by addressing existing functioning, out-dated sections and adding new channels like social media.
The NICD website has a wealth of information and is an excellent mouthpiece for the organisation and with a few adjustments can only go from strength to strength.
Technical specifications
Development Environment
1. PHP minimum 5.6/7.0 or higher
2. JavaScript(and JQuery)
3. HTML5
4. CSS 3
5. Content Management System
SECURITY
1. 24/7 monitoring of webserver
2. Firewall protection
3. Spam fillers
4. Updated antivirus
Browser compatibility
1. Internet Explorer 9 and higher
2. Chrome 31.0.1650 and higher
3. Firefox 30 or higher
4. Opera 15
Mandatory Requirements
(Kindly tick whether you comply or not comply)
NB: If supplier to meet all mandatory requirement is may lead to disqualification.
Mandatory Requirements / Comply / Not ComplyThe website should provide the follow: Evaluate how different sections/tabs are structured.
Assess the range, scope, target audience and usefulness of the technical information available on the website and make suggestions for improvements.
Review ad hoc communication related to outbreaks, travel alerts, advisories vis a vis risk communication and make suggestions for improvements.
Present options for a more streamlined layout and improved communication strategy in so far as (1) technical considerations, (2) target audience, (3) risk management and (4) media/public communications are concerned.
Adhere to the NHLS corporate identity manual.
Layout that will complement the activities of the NICD.
Functionality Criteria
(If bidders comply with all mandatory requirement a minimum of 80% must be scored on the below functionality requirements)
NB: Bidders must provide at least 2 previous website worked on for reference, below evaluation will be based on these websites.
Functionality Criteria / PointsModern and up-to-date design that is in line with the latest design standard. / Total 50
Score breakdown
Readability of text (20 points)
Use of images (20 points)
Use of Graphs, video & podcasts (10 points)
Clear navigation / 25 points
Social media integration and properly implanted share button for social media / 25 points
Annex B : 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
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.
1 General conditions
1.1 The following preference point systems are applicable to all Bids:
1.1.1 the 80/20 system for requirements with a Rand value of up to R500 000 (all applicable taxes included); and
1.1.2 the 90/10 system for requirements with a Rand value above R500 000 (all applicable taxes included).
1.2 The value of this RFQ is estimated to not exceed R500 000 (all applicable taxes included) and therefore the80/20 preference points system shall be applicable.
1.3 Preference points for this bid shall be awarded for:
a) Price; and
b) B-BBEE status level of contribution.
1.3.1 The maximum points for this Bid are allocated as follows:
POINTS
1.3.1.1 PRICE 80
1.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 20
Total points for Price and B-BBEE must not exceed 100
1.4 Failure 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.