REQUEST FOR QUOTATION
YOU ARE HEREBY INVITED TO SUBMIT QUOTATIONS FOR THE REQUIREMENTS OF THE NATIONAL
HEALTH LABORATORY SERVICES (NHLS)
RFQ NUMBER:
RFQ 1477222 for Route Optimization for Tambo memorial
CLOSING DATE AND TIME:
20th April
RFQ VALIDITY PERIOD
5 WORKING DAYS
DESCRIPTION
Route Optimization for Tambo memorial courier router
FAX NUMBER FOR
PLEASE SEND SEALED QUOTATIONS WITH THE REFERENCE NUMBER
ON THE ENVELOPE IN THE QUOTE BOX AT 1 MODDERFONTEIN RD,
SUBMISSION OF QUOTES
SANDRINGHAM IN RECEOPTION.
ENQUIRY
NAME: KEAMOGETSWE RAMOSOTHO
National Health Laboratory Service
Office: 011 386 6167
Fax: 011 386 6302
Email: [email protected]
Bidders must acknowledge receipt of this RFQ on the above contact details.
BIDDER: ………………………………………………………………………..
VENDOR NUMBER:………………………………………………………………………..
ADDRESS:………………………………………………………………………..
………………………………………………………………………...
CONTACT PERSON:………………………………………………………………………..
TEL:…………………………………………………………………………
FAX:…………………………………………………………………………
TERMS AND CONDITIONS OF REQUEST FOR QUOTATION (RFQ)
1. NHLS’s standard conditions of purchase shall apply.
2. Late and incomplete submissions will not be accepted.
3. Any bidder who has reasons to believe that the RFQ specification is based on a specific brand must
inform NHLS before RFQ closing date.
4. 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.
5. It is the responsibility of the bidder to ensure that NHLS is in possession of the bidders valid Tax
Clearance Certificate. It is therefore not necessary to submit a tax clearance.
6. Certificate if the bidder has submitted a tax clearance for any RFQ before at the 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.
7. No services must be rendered or goods delivered before an official NHLS Purchase Order form has
been received.
8. No services must be rendered or goods delivered before an official NHLS Service Level Agreement
(SLA) has been received and signed (where applicable)
9. This RFQ will be evaluated in terms of the 80/20 or 90/10 system prescribed by the Preferential
Procurement Regulations, 2001
10. Bidders are required to complete Annexure B for all price quotations exceeding the value R2 000.00
(VAT included).
11. The NHLS reserves the right to award to more than one bidder, to award in part, or not to make any
award at all.
I, the undersigned (NAME)………………………………………….………………………………………certify that :
i.
I have read and understood the conditions of this RFQ.
ii.
I have supplied the required information and the information submitted as part of this RFQ is true and
correct.
…………………………………..
……………………………………..
Signature
Date
Capacity:……………………….………………………………….
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RFQ submission to Procurement
ROUTE OPTIMISATION TAMBO MEMORIAL COURIER ROUTES
Description:
Request for Quotation (RFQ) for the rendering of route optimisation Services for Tambo Memorial Laboratory
Submission Date:2016 04 16
Included documents:
1. Business motivation - below
2. Signed requisitions - attached
3. Annexure A: Technical Specifications, Mandatory Requirements, Evaluation Criteria
4. Annexure B: Pricing Template
Background:
Following consolidation of Germiston routes to Tambo Memorial Laboratory the courier routes were amended to
consolidate material at Tambo Memorial Laboratory. Since these changes were initiated the courier routes never
stabilised, and despite three separate attempts to manually optimise the routes, they are still deficient.
As consequence the NHLS is not providing an effective service to the clinics.
An electronic optimisation exercise is required to optimise the routes and correct vehicle and route allocations.
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Annex A :
Technical Specification
1
SPECIAL INSTRUCTIONS TO VENDORS
1.1
Should a vendor have reasons to believe that the Technical Specification is not open and/or is written for
a particular brand or product; the vendor shall notify Procurement Services within ten (10) days after
publication of the bid.
1.2
Bidders shall provide full and accurate answers to
where required explicitly state either “Comply/Not
Bidders must substantiate their response to
proposal/solution will address specific functional
supplied as part of the submission.
1.3
Vendors are encouraged to promote the growth and development of SMME's, and will be assessed on
their efforts in this regard during the evaluation of this RFQ.
1.4
Shortlisted suppliers will be audited by site visits from the NHLS to verify submissions.
2.
SCOPE OF WORK
the mandatory questions posed in this document, and,
Comply” regarding compliance with the requirements.
all questions, including full details on how their
requirements. All documents as indicated must be
Request for Quotation for the optimisation of courier routes for Tambo Memorial Laboratory.
The NHLS is the largest pathology service provider in South Africa, providing quality pathological services to
public and private health care institutions.
In fulfilling this obligation the NHLS is responsible for the collection of specimens from clinics, hospitals and
point of care facilities nationally. These specimens must be delivered in the quickest and most economical
manner to designated laboratories for testing.
Simultaneously test reports must be returned to these facilities as well as collection materials, laboratory stock
and other consumables delivered to these facilities.
Within this requirement the NHLS is soliciting the services of technical expertise to optimise the routes for
Tambo Memorial Laboratory.
Objective of this RFQ
The objective of this RFQ is to optimise the courier routes for Tambo Memorial Laboratory in Gauteng to allow
the optimal allocation of vehicles across 74 clinics in Gauteng.
Optimisation must be based on a customisable optimisation formula, which will be provided by the NHLS.
Under conditions of this formula the optimisation model must provide reports on the optimised routes, vehicle
allocation and adhere to all legal requirements and limitations in terms of driving hours and driver allocation.
The model must consider hours of work and traffic volumes. The model must allow for customisable
parameters to accommodate facility specific requirements.
The NHLS is seeking service providers with existing models and will not entertain the development of any
software. The expected turnaround time for the modelling is one work week. All location data, volumes and
route requirements will be made available following conclusion of the RFQ and signing of a confidentiality
agreement.
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3
MANDATORY REQUIREMENTS AND EVALUATION CRITERIA
PLEASE NOTE THAT ALL PROPOSED SERVICES IN THE BID DOCUMENT SHOULD BE
EVALUATED BY NHLS.
o
If a bidder does not comply fully with each of the mandatory requirements, it shall be regarded
as mandatory non-performance/non-compliance and the bid SHALL be disqualified. No
“unanswered” questions will be allowed. If a response to a question has been indicated as
comply but not elaborated upon or substantiated it shall be regarded as mandatory nonperformance/non-compliance and the bid shall be disqualified.
o
Bidders shall provide full and accurate answers to the mandatory questions posed in this
document, and, where required, explicitly state either "Comply/Accept (with a “Yes”)" or "Do not
comply/do not accept (with an “No”)" regarding compliance to the requirements. Bidders must
substantiate their responses to all mandatory questions.
o
PLEASE NOTE: If the response does not substantiate any of the points or requirements in the
body of the RFQ, it will be deemed to not comply, even if the ‘Comply’ field has been marked.
Please note that if proof is not attached where requested, a bidder will be disqualified.
Mandatory 1
Evidence of previous route optimisation projects.
Comply
Not Comply
Comply
Not Comply
Service providers must include examples of previous route optimisation
projects which must be presented in a table format, indicating:
- Client for which optimisation was performed
- Software application used. Must be specified.
- Before optimisation kilometres and vehicle allocation
- After optimisation kilometres and vehicle allocation
RFQ responses without a table, detailing the information above, will not
be evaluated
Mandatory 2
Provide evidence of capability to provide optimisation services within one
work week from conclusion of RFQ agreement and NDA.
Service providers must present CVs of the resources who will be
assigned to the project and indicate in the response these resources’
availability.
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EVALUATION CRITERIA
Note: Threshold for RFQ is 50%, weighted
contributions below 50% will be disqualified
Evaluation Criteria
Comply
1
Not
Comply
Comment
Weighted
contribution
Route optimisation experience:
Evidence of route optimisation
experience:
-
None (score 0)
-
1 – 5 years (score 15)
-
> 5 years (score 20)
60%
Optimisation capabilities:
2
-
Parameter driven application
(20)
-
NHLS formula incorporation
(10)
-
Reporting capabilities (10)
Resource availability:
Resource available > 6 weeks (10)
Resource available > 2 weeks (20)
40%
Resource available in 1 week (40)
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Annex B :
Pricing Schedule
1
Please indicate your total bid price here as total:
2
Tambo Memorial Route optimisation………………………………..……… (compulsory)
3
Total bid price is calculated as the full costs for providing route optimisation.
4
Important: It is mandatory to indicate your total bid price as requested above. This price must be
the same as the total bid price you submit in your pricing schedule. Should the total bid prices
differ, the one indicated above shall be considered the correct price.
5
NOTE all prices must be VAT exclusive and must be quoted in South African Rand (ZAR).
6
All prices must be firm and fixed from the RFQ closing date for a period of twelve (12) months. A fuel price
adjustment factor will be applied monthly in accordance with variable fuel prices as determined by the
NHLS as per formula contained in the Service provider Service Level Agreement (SLA)
7
NOTE All the consortium or joint venture partners must submit a complete set of the latest audited
financial statements.
NOTE: The pricing must be submitted in a separate envelope.
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Price Declaration Form
Dear Madam /Sir,
Having read through and examined the RFQ Document, RFQ no 1477222 General Conditions, The Requirement
and all other Annexure to the RFQ Document, we offer to provide courier services, as detailed in the RFQ, for the
total Tendered Contract Sum of
In words: R______________________________________________________________ (VAT Incl.)
In numeric R _____________________________________________________________ (VAT Incl.)
We confirm that this price covers all activities associated with the provision of services, including but not limited to
the supply of all requirement to provide courier services,
We confirm that NHLS will incur no additional costs whatsoever over and above this amount in connection with the
supply of this solution.
We further confirm that all licences required for complete implementation of the solution, and the costs associated
therewith, as well as any licences that may be required for future expansion have been fully described and
disclosed in this document.
We undertake to hold this offer open for acceptance for a period of 90 days from the date of submission of offers.
We further undertake that upon final acceptance of our offer, we will commence with delivery when required to do
so by the Client.
Moreover, we agree that until formal Contract Documents have been prepared and executed, this Form of RFB,
together with a written acceptance from the Client shall constitute a binding agreement between us, governed by
the terms and conditions set out in this Request for Proposals.
We understand that you are not bound to accept the lowest or any offer and that we must bear all costs which we
have incurred in connection with preparing and submitting this RFQ.
We hereby undertake for the period during which this RFQ remains open for acceptance not to divulge to any
persons, other than the persons to which the RFQ is submitted, any information relating to the submission of this
RFQ or the details therein except where such is necessary for the submission of this RFQ.
SIGNED
DATE
(Print name of signatory)
Designation
FOR AND ON BEHALF OF:
COMPANY NAME
Tel No
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Fax No
Cell No
NOTE: The pricing must be submitted in a separate envelope.
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