Request for quotations

Terms and conditions of Request For Quotation (RFQ)

1. 
   This document may contain confidential information that is the property of the NHLS
   
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 NHLS and the Client.
   
3. 
   All Copyright and Intellectual Property herein vests with NHLS and its Client.
   

3. 
   Late and incomplete submissions will not be accepted.
   
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.
   
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.
   
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.
   
7. 
   No services must be rendered or goods delivered before an official NHLS Purchase Order form has been received.
   
8. 
   This RFQ will be evaluated in terms of the 80/20 preference point system prescribed by the Preferential Procurement Regulations, 2011.
   
9. 
   All questions regarding this RFQ must be forwarded to the buyer within24 hours after the RFQ has been issued.
   
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 NHLS QOUTE BOX RECEPTION
PLEASE DO NOT SUBMIT RFQ RESPONSES IN THE TENDER BOX AS THE RFQ RESPONSES DEPOSITED IN THE TENDER BOX SHALL NOT BE CONSIDERED.

3. 
   
   

The Bidder accepts the above terms and conditions and the General Conditions of Contract attached in Annex G.	Accept	Do not accept

2. Response format

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

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:

RFQ 1468725 FOR THE OFFSITE STORAGE OF SERVER BACKUP TAPES.

1. 
   OVERVIEW OF THE NHLS
   

The NHLS was established in 2001 by an Act of Parliament to provide diagnostic pathology laboratory services to the national and provincial health departments.The NHLS is a public health laboratory service with laboratories across South Africa. Its activities comprise diagnostic laboratory services, research, teaching and training, and production of sera for anti-snake venom, reagents and media. At the core of the NHLS is next generation pathology excellence that supports the mandate of the Department of Health. 

• 
  The NHLS is the largest diagnostic pathology laboratory service in South Africa.
  
• 
  The NHLS employs approximately 6,900 staff.
  
• 
  There are 266 laboratories across the nine provinces.
  
• 
  The NHLS serves approximately 80% of the South African population
  

2. 
   BACKGROUND OF THE CURRENT OFFSITE SERVER BACKUP TAPES STORAGE.
   

Currently the NHLS does not make use of Offsite Server Backup Storage..

3. 
   ACRONYMS AND ABBREVIATIONS
   

Term	Definition
NHLS	National Health Laboratory Service
RFQ	Request For Quotation

4. 
   THE SCOPE OF THIS RFQ
   

This supplier must adhere to the following standard:

• 
  COLLECTION AND DELIVERY OF SERVER BACKUP TAPES.
  

• 
  A scheduled collection and delivery of data tapes according to the NHLS needs
  
• 
  Backup Tapes transported in air-conditioned vehicles, which are in constant contact to base.
  
• 
  Vehicles are fitted with anti-hijack and or never left unattended during deliveries.
  
• 
  A 24 hour service is available and all relevant emergency numbers are provided during the take-on.
  
• 
  Tapes are only released to pre-designated and authorised personnel.
  

• 
  SECURITY
  

• 
  24 Hour seven days a week
  
• 
  There are security guards on the property who is in communication with their control centre.
  

• 
  FIRE AND FLOOD
  

• 
  The vault is air-conditioned and humidified.
  
• 
  A fire suppression system is installed in the vault. The system is serviced every three months, undergoing a full inspection.
  
• 
  A sprinkler system in the warehouse, approved by the Automatic Sprinkle inspection bureau, has an audible warning facility in the security office should it be activated.
  
• 
  The entire warehouse is a no-smoking zone and is subject to strict access control
  

5. 
   EXPECTATIONS OF THE SUPPLIER
   

5.1 Provide costing is SA Currency for the following services

• 
  Weekly service – 1Trip per week during office hours. Monday to Friday 08:00 – 16:00 at a designated time
  
• 
  This service includes
  

Storage

Secure Sealable Courier bags/Canisters

Bar code labels

Return Forms

Delivery and Collections

2. 
   Provide costing (In SA currency) from 1 November 2016 to 31 March 2017
   
3. 
   . Provide costing (In SA currency) from 1^st April 2017 to 31 March 2018