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: / MEDIA MONITORING FOR NICD FOR A PERIOD OF 12 MONTHS
Closing date: / 18 JULY 2017
Closing time: / 11:00AM
RFQ validity period: / 30 days (commencing from the RFQ Closing Date)
Important / Not Applicable
RFQ Description: / MEDIA MONITORING FOR NICD FOR A PERIOD OF 12 MONTHS
RFQ responses may be submitted to: / Or / Hand Delivered at:
01 MODDERFONTEIN ROAD,SANDRINGHAM,AT NICD STORES THE QUOTE BOX ON THE 18 JULY 2017
Bidders must acknowledge receipt of this RFQ and send it to
ThisRFQis 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
Hasan original and validtax clearance certificate been submitted?
Yes / NoState RFQ/RFBnumber where the tax clearance certificate was submitted: ______
NOTE: If you have submitted an original tax clearance certificate before tothe NHLSor any bid or RFQ, it is not necessary for you to submit another tax clearance certificate whiletheNHLS 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 thatNHLS 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.
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.
2.2Schedule Index:
2.2.1Schedule 1: Pages 1 – 6 of this RFQ document
2.2.2Schedule 2: Original and valid Tax Clearance Certificate not a compliance status
2.2.3 Schedule 3 : Price (Submit the price in a sealed envelope.)
2.2.4Schedule 4: 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)
2.2.8 Schedule 8: General Conditions of Contract
2.2.9 Schedule 9: Specification sheet stating whether you comply or not comply
2.2.10Schedule; Proof of registration with National Treasury (CSD Registration summary report)
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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 incl vat for 12 months......
BIDDER MUST PROVIDE PRICE BREAKDOWN IN SOUTH AFRICAN RAND VALUE AS PER THE TABLE BELOW:
Description / Quantity / Price(VAT Exclusive.) / Price
(VAT Inclusive.)
Media Monitoring (cost per month) / 1
Media Monitoring (cost for 12 months) / 12
NB: Bidder must state next to each mandatory requirement whether they comply or not, if not submitted the bidder will be disqualified.
Mandatory Requirement / Comply / Not ComplyBidder must submit at least 3 written references for similar work done.
TERMS OF REFERENCE: MEDIA MONITORING SERVICE
1. INTRODUCTION
The National Institute for Communicable Diseases (NICD) has an obligation to fulfil its mission to: “be a resource of knowledge and expertise in regionally relevant communicable diseases to the South African Government, SADC countries and the African continent, in order to assist in the planning of policies and programmes and to support appropriate responses to communicable disease problems and issues.”
The NICD is committed to strengthening relations with its stakeholders and customer base through the adoption of effective management and development practices.
In addition, the NICD would like to have a reliable media monitoring service to monitor and ultimately manage what is being reported on it by various media organisations. This will help the organisation to manage perceptions better and build better relations with its stakeholders.
Offering a media monitoring service to the organization is one of the many functions of the NICD Communication department. However, because the department does not have internal capacity to do that, it relies on the services offered by external media monitoring agencies.
The department is therefore looking for a company that can provide the NICD with media monitoring services covering print, broadcast and online media as follows:
a) Print media – to read and extract articles related to the NICD daily;
b) Broadcast – to monitor radio stations and TV broadcasts daily;
c) Online – to read and extract articles mentioning on websites about the NICD daily, as well as other industry related news.
All these articles are to be sent to the NICD on a daily basis. The successful provider will also be expected to provide the organisation with a monthly report that contains a full analysis of news covered in that month. These items must be sent electronically to authorised people at the NICD, who must then be provided with a password.
The proposal must include the following:
· The ability of your company to deliver on the above requirements;
· Stipulated time frames;
· A detailed approach to execute the scope of work;
· An itemised quotation (fee) for the scope of work;
· Suitable references that indicate your experience in performing similar work in comparable environments.
NOTE: QUOTE MUST BE COMPREHENSIVE, DETAILED, SIMPLE, ALL INCLUSIVE AND WITHOUT ANY HIDDEN COSTS.
2. PURPOSE
The purpose of this is to monitor the news about the NICD, whether negative or positive.
3. OBJECTIVES AND APPROACH
The supplier will be responsible for the following:
· To monitor print, broadcast and online coverage of the NICD – both national, regional and local;
· To scan and monitor all mainstream websites in South Africa;
· Information must be converted into a written synopsis of the news item, and must include the source i.e. which station, time and type of programme, content, interviewees and listenership;
· A daily review is required which scans news in South Africa in general and then news specific to the health sector;
· All the clippings and synopses should indicate the Advertising Value Equivalent (AVE) of each news item;
· Monthly statistical analysis covering the geographic region, journalist who wrote the article, the publication where the item has appeared and a monthly report on the advertising value equivalent.
4. DESCRIPTION OF SERVICES
4.1 Print monitoring
The agency will be responsible for scanning and monitoring all the media in South Africa and SADC region. The information is to be processed electronically to ensure speed and accuracy and to be processed as it arrives. To be presented to the NICD through e-mail daily saved as PDF, JPEG or text format.
4.2 Broadcast monitoring
The agency will be responsible for monitoring all TV and Radio stations in South Africa and record the audio. The information to be converted into a concise synopses and includes the information of the source, time positioning (headline or news extra) type of programme, content, interviewees and listenership. The synopses to be e-mailed to NICD daily saved as PDF, JPEG or text format.
4.3 Online monitoring
The agency will be responsible for scanning and monitoring websites and search specific websites and strip them of their content and forward the uncluttered article to NICD.
5. PRESENTATION
· The agency is required to send the print and online clippings weekly to NICD in a JPEG, PDF and Text format.
· The agency is required to present to the NICD the link for the broadcasts from TV or Radio daily with a full description and AVE.
· At the end of the month, a full analysis report to be provided showing all month’s media coverage, and always showing the AVE.
6. COSTING
The cost breakdown must indicate all costs related to:
· Media monitoring of print, broadcast and online platforms;
· Costs related to generation of monthly reports;
· Other costs associated with media monitoring activities.
Costs will be regarded as a once-off quote, and revisions to costs will not be entertained unless warranted by exceptional circumstances.
7. SERVICE LEVEL AGREEMENT (SLA)
Before commencement of the service, the NICD requires that a standard service level agreement be signed by the successful provider. This is only necessary in the event that your company has not had dealings with the NICD before and no previous SLA has been signed by your company.
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 pointssystem shall be applicable.
1.3 Preference points for this bid shall be awarded for:
a) Price; and