DOCUMENT ONE - SPECIAL CONDITIONS OF CONTRACT
THE SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF A DIGITAL X-RAY UNIT INSTALLED IN A RADIATION APPROVED CONTAINER FOR THE WEST RAND HEALTH DISTRICT OFFICE
TABLE OF CONTENTS
IMPORTANT NOTIFICATION
SECTION A: INITIATIVE BACKGROUND
- Request Summary
- Procurement Background
- Specific Initiative Overview
- Instructions to Suppliers
- Requests for Proposal
- Submission Guidelines
- Guide for Administrative Adherence
- Submission Details and Deadline
- Confidentiality
- Security of Information Submissions
- Validity of Request for Information Submissions
- Evaluation of the bids
SECTION B: THE GAUTENG DEPARTMENT OF HEALTH TECHNICAL REQUIREMENTS
- The Gauteng Department of Health Technical Requirements
SECTION C: PRICE SCHEDULE
- Price schedule Completion Instructions
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DOCUMENT ONE - SPECIAL CONDITIONS OF CONTRACT
THE SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF A DIGITAL X-RAY UNIT INSTALLED IN A RADIATION APPROVED CONTAINER FOR THE WEST RAND HEALTH DISTRICT OFFICE
IMPORTANT NOTIFICATION
1.LEGISLATIVE AND REGULATORY FRAMEWORK
This bid and all contracts emanating from this tender will be subject to the General Conditions of Contract (GCC), as issued by National Treasury in accordance with Treasury Regulation 16A published in terms of the Public Finance Management Act, 1999 (Act 1 of 1999). The general conditions are available on the National Treasury website ( 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.
2. THE BIDDERS ARE ADVISED OF THE FOLLOWING:
2.1Suppliers are to provide a written response to every question raised throughout this document.
2.2Suppliers are requested to try as much as possible to comply with the Document structure and response formats when completing providing responses.
2.3Every effort has been made to accurately represent the Gauteng Department of Health’s digital X-Ray unit installed in a radiation approved container requirements, key issues / concerns and Purchasing Options.
2.4However, 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.
SECTION A
1.PROCUREMENT BACKGROUND
1.1 The primary objective of the Gauteng Department of Health is the provision of Health services at the various Health institutions. An integral part thereof is the conclusion of a contract for the supply, delivery, installation, commissioning and maintenance of a digital X-Ray unit installed in a radiation approved container for the West Rand Health District Office. The successful bidder is responsible for the conversion of a normal container into a radiation approved container for West Rand Districtthrough strategic sourcing. A truck will be procured separately and the radiology approved container must be carried by the truck. Strategic sourcing can be defined as the systematic approach to managing the acquisition of products, goods and services that achieves the lowest total cost of ownership.
1.2 Afterreceipt of the bids and the closing of the tender, the Bid Evaluation Committee of the Gauteng Department of Health shall evaluate all the bids within eight weeks. Each bid will be evaluated and compared to all the other bids.
2.NEEDS OVERVIEW
2.1The digital X-Ray unit installed in a radiation approved container required by the Gauteng Department of Health over the 2017/2018 financial years are included in the tender. These needs are to be supplied through marketplace capabilities on the basis of the tender invitation.
2.2The tender requests the supply, delivery, installation, commission and maintenance of the digital X-Ray unit installed in a radiation approved container. The transferral of skills is also outlined in the tender documents.
2.3The assumption of the Gauteng Department of Health is that the suppliers in the market -
2.3.1Have an interest in entering into potential medium to long-term strategic relationships with the Gauteng Department of Health.
2.3.2Are willing to embrace and / or support the primary objective of the Gauteng Department of Health.
2.3.3Are willing to share and implement creative cost saving initiatives in order to support the strategic sourcing initiativesof the Gauteng Department of Health.
2.3.4Are willing and prepared to submit different viewpoints, ideas and suggestions over and above those suggested by the Gauteng Department of Health.
2.4Participating Departments / Institutions:
2.4.1 West Rand Districtwill be participating on this tender.
2.4.2 POST AWARD PARTICIPATION:
In terms of Treasury Regulation 16A6.6 and Municipal Supply Chain Management Regulation 32, an Accounting Officer/Accounting Authority may, on behalf of the department, constitutional institution, public entity, Municipality or Municipal Entity, request to participate in transversal term contracts arranged by means of a competitive bidding process by Gauteng Department of Health, subject to written approval by the BAC for Transversal Contracts and relevant contractors.
2.5The above information is provided to assist the suppliers in the market to developtheir bids and appreciate the potential of the business of the Gauteng Department of Health.
3.BIDDING INSTRUCTIONS
3.1 Each bidder mustcomplete all the tender documents and answer all the questions fully in the order presented.
3.2 The completed tender pack must correspond with the services that the bidder is capable to provide, unless the bidder cannot meet the necessary requirements.
4.BIDDINGNOTICES
4.1The Gauteng Department of Health assumes no responsibility or liability for any costs associated with a supplier’s response to this tender.
4.2This tender does not constitute an offer to purchase any goods or services at this stage.
4.3Bids may be modified or withdrawn at any time before to the closing of the tender. 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.
4.4The Gauteng Department of Health reserves the right to waiver minor formalities in the bids and accept or reject any or all the bids. Prior to acceptance or rejection, the Gauteng Department of Health reserves the right to request additional information to clarify any matter included or raised in the bids.
5.FORMAT OF BID DOCUMENT
The following requirements must be adhered to when the bidders complete the tender documents and submit the bids:
1. The original signed tender (hard copy) must be submitted.
2.An identical electronic copy of the tender must be submitted together with the hard copy.
3.Use of Fluid Correcting Substances:
The use of tippex or any corrective fluid is strictly prohibited and will result into disqualification of bidder from the process.
4.All hard copies (physical submissions) must be neatly bound and well referenced to the numbering and format of the tender document. Suppliers must ensure that the documents are intact in order to prevent loss of pages and valuable information.
5.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.Your response to the questions in the tender documents should include sufficient details. “Yes” or “No” responses will not suffice (unless explicitly requested);
7.Non-conforming, incomplete, or ambiguous responses to the tender documents may lead to the rejection of the bid. Legibility, clarity and coherence are important factors for your consideration to assist the Gauteng Department of Health in evaluating your bids.
8.The Gauteng Department of Health may seek clarity on certain aspects of your submission after the closing date of the tender; and
9.Tender submissions late will not be accepted.
6.GUIDE FOR ADMINISTRATIVE ADHERENCE
Bidders are advised to observe the administrative 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 adherence of the bids. If not submitted or not fully completed (omissions) / erroneously completed (errors), these documents will compromise the bid.
Table 1: Schedule of returnable documents
No. / Description of document1 / All the documents included in the tender pack to be read, completed, signed and submitted.
Section 1 of the tender pack:
Section 2 of the tender pack:
2 / B-BBEE Certificate (original or certified copy, if applicable).
3 / Brochure (original) including full technical specification details per product and accessories.
4 / 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.
5 / 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.
6 / 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.
7 / Company profile.
8 / Control Import / Product License from the National Department of Health, Directorate: Radiation Control in respect of Radiology Equipment.
9 / Guarantee Document / Letter.
10 / Joint Venture Agreement (if applicable).
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DOCUMENT ONE - SPECIAL CONDITIONS OF CONTRACT
THE SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF A DIGITAL X-RAY UNIT INSTALLED IN A RADIATION APPROVED CONTAINER FOR THE WEST RAND HEALTH DISTRICT OFFICE
11 / Quality Standards Certifications:The bidders must submit a signed Certificate of Compliance per product together with the bid documents at the closing date and time of the bid. This is required to certify that the material / product offered, complies with any of the following specifications: SANS, CKS, CE, ISO or equivalent. The bidders must also submit the signed Certificate of Conformity together with the bid documents before the closing date and time of the bid. This is required to certify that the material / product conforms to the international medical device regulations.
7.SUBMISSION DETAILS AND DEADLINE
7.1All the completed and signed tenders must be submitted before or on the closing of the tender at 11h00 local timeon 23 February 2018.
7.2Completed and signed tenders must be submitted at the tender box at:
Gauteng Provincial Treasury
Tender Office
Imbumba House
75 Fox Street
Marshalltown
Johannesburg
7.3The bidders must ensure that there are no discrepancies between the electronic (soft) and hard copy submissions. The hard copy will take precedence over the soft copy. The Gauteng Department of Health reserves the right in its sole discretion to discard a bid, if there are discrepancies between the hard copy and the electronic (soft) copy. If any discrepancies are detected, the hard copy document will take precedence over the electronic copy. The Gauteng Department of Health may contact the bidder, but shall not be obliged to do so, for clarification regarding any discrepancies found.
7.4Late responses will not be accepted under any circumstances.
Page 1 of 15
DOCUMENT ONE - SPECIAL CONDITIONS OF CONTRACT
THE SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF A DIGITAL X-RAY UNIT INSTALLED IN A RADIATION APPROVED CONTAINER FOR THE WEST RAND HEALTH DISTRICT OFFICE
7.5Compulsory Supplier Briefing Session
A Supplier Briefing Session will be held at 10h00 local time on 09 February 2018 at the following address:
Gauteng Provincial Treasury
Imbumba House
75 Fox Street
Marshalltown
Johannesburg
7.6Suppliers can use this session to gain further clarification on intention and strategy with regard to the procurement of the digital X-Ray unit installed in a radiation approved container.
7.7The bidders must complete the tender document RFP 4.2 GPT Briefing Session.The dates and times of the compulsory briefing session are indicated therein. These forms must be signed off by the relevant GDF and Gauteng Department of Health officials.
8.CONFIDENTIALITY
8.1The tender is strictly confidential between the Gauteng Department of Health and Supplier. The Gauteng Department of Health reserves the right to recall the tender 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 Gauteng Department of Health. Suppliers may make this tender available to employees or its associates who need to know its contents in order to participate in the response to the tender. Suppliers shall not, without the prior written consent of the Gauteng Department of Health:
8.2.1Discuss this tender 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 tender;
8.2.3Disclose to any other supplier or other party any of the details or contents of this tender or, if applicable, of the response to this tender;
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 Gauteng Department of Health regarding the tender.
9.SECURITY 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.
9.2The Gauteng Department of Health will not provide a return receipt upon the delivery of a completed and signed tender.
9.3Completed and signed tenders submitted utilising the services of a courier service must in all instances also reach the the tender box at the Gauteng Provincial Treasury, Tender Office atImbumba Housebefore or on the closing time and date of the tender.
10.VALIDITY PERIOD
The validity of the tender will be 90 days after the tender has closed.
11.EVALUATION OF THE BIDS
11.1The Method of Evaluation of the bids:
The evaluation of the bids will be done in accordance with the Preferential Procurement Policy Framework Act (Act 5 of 2000) and thePreferential Procurement Regulations, 2017 in two stages:
Stage 1A: Mandatory Administrative Responsiveness & Functionality Evaluation
Stage 1B: Technical Evaluation
Stage 2: Commercial Evaluation
The 80/20 principle shall be applied, where a maximum of 20 points will be allocated for price and maximum of 20 for preference points (BBBEE level of contribution).
STAGE 1A: THE MANDATORY ADMINISTRATIVE RESPONSIVENESS & FUNCTIONALITY EVALUATION
- Bidders must observe and refer to Document Two: Tender Specification for The supply, delivery, installation, commissioning and maintenance of a digital X-Ray unit installed in a radiation approved container for the West Rand Health District Office.
- Note:
a. Bids for all equipment tendered for must comply fully with the conditions under A: Mandatory Administrative Responsiveness and B: Functionality: General and Safety Requirements.
b. All the required documentation must be included in the bid.
c.Non-compliance with the conditions under A and B and/or failure to provide all the documentation shall result in an immediate disqualification.
A: Mandatory Administrative Responsiveness
1)Refer to paragraph A of Worksheet 1: Instructions to Bidders of Document Two.
2)Bids for all equipment tendered for must comply fully with the following conditions under A:
- Certifications:
The bidders must submit a signed Certificate of Compliance per product together with the bid documents at the closing date and time of the bid. This is required to certify that the material / product offered, complies with any of the following specifications: SANS, CKS, CE, ISO or equivalent. The bidders must also submit the signed Certificate of Conformity together with the bid documents before the closing date and time of the bid. This is required to certify that the material / product conforms to the international medical device regulations.
- Training Certificates and Number of the trained Gauteng based Technicians:
The Training Certificates of the Gauteng Based Technicians, responsible for service and repair, must be submitted with the bid documents at the closing date and time of the bid. The number of Gauteng Based Technicians, in permanent employment of the bidder, must be submitted with the bid documents at the closing date and time of the bid.
- Product Brochure, fully comprehensive in colour and Technical Data Sheets:
Bidders that do not submit the fully comprehensive product brochures in colour and technical data sheets that include the technical specifications of the items tendered for will be disqualified.
- Manufacturing Certificate or Letter:
The contractor will be required to submit an original letter from the manufacturer, if the bidding company is not the manufacturer. The bidder must observe the manufacturing process. The bidder must verify the progress with the manufacturing of the items to be delivered prior to delivery. The purpose of the inspection is to ensure faithful adherence to specifications, quality standards, and the completion of the manufacturing process.
Page 1 of 15
DOCUMENT ONE - SPECIAL CONDITIONS OF CONTRACT
THE SUPPLY, DELIVERY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF A DIGITAL X-RAY UNIT INSTALLED IN A RADIATION APPROVED CONTAINER FOR THE WEST RAND HEALTH DISTRICT OFFICE
- Compulsory Briefing Session
Bidders must attend the compulsory Briefing session, and failure to attend will invalidate their bids. This is necessary for the bidders to be briefed on the Terms of reference. To address and clarify any misunderstanding or ambiguity prior to the proposal submission closing date.
B: Functionality: General and Safety Requirements