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Commodity Group Medical - DOC

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Commodity Group Medical

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									                                                  Request for Proposal (RFP) for the
                Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




                                                                                              Commodity Group: Medical




                                           DOCUMENT ONE


                                            GT/GDH/24/2009




REQUEST FOR PROPOSAL (RFP) FOR THE SUPPLY,
INSTALLATION, COMMISSIONING AND MAINTENANCE OF A
VIDEO ENDOSCOPY UNIT FOR SEBOKENG HOSPITAL




 Page 1 of 11                         Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                       Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                      www.gssc.gpg.gov.za
                                                              Request for Proposal (RFP) for the
                            Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




                                                          Table of Contents
Section A:          Initiative Background
          1.0      Request Summary
          2.0      Procurement Background
          3.0      Specific Initiative Overview
          4.0      Instructions to Suppliers
          5.0      Requests for Information Notifications
          6.0      Submission Guidelines
          7.0      Submission Details and Deadline
          8.0      Confidentiality
          9.0      Security of Information Submissions
          10.0     Validity of Request for Information Submissions

Section B:          The Gauteng Department Of Health‟s Business and Technical Requirements
          1.0       The Gauteng Department of Health’s Business and Technical Requirements

Section C:          Pricing Schedule
          1.0       Pricing Schedule Completion Instructions

1.2       IMPORTANT NOTICE

          Suppliers advised of the following;

          1.2.1      Suppliers are to provide a response to every question raised throughout this document.
          1.2.2      Suppliers are requested to try as much as possible to comply with the Document structure and response formats when
                     completing providing responses
          1.2.3      However, where a Supplier’s response cannot be adequately catered for in the proposed response formats, then Suppliers
                     are free to modify a response format to more fully express their answers.
          1.2.4      Every effort has been made to accurately represent the Gauteng Department of Health‟s Video Endoscopy Unit
                     requirements, key issues/concerns, and Purchasing Options. However, 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.



This Request for Information document consists of 11 pages. If any part of this document is missing, please contact”

Mr Michael Swanepoel                                           Mr. Dumisani Francisco
Tel:    011 689 8338                                           Tel: 011 689 6717
Fax:    011 355 2283                                           Fax: 011 634 0405

Or alternatively fax through to the Gauteng Shared Service Centre, for attention to the above on fax number: (011) 355 2200




      Page 2 of 11                                Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                                   Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                                  www.gssc.gpg.gov.za
                                                           Request for Proposal (RFP) for the
                         Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




                                                             SECTION A




                                           INITIATIVE BACKGROUND
This section is designed primarily to provide essential background information on the Gauteng Department of Health‟s Video Endoscopy unit
                                                      requirements for Sebokeng Hospital.




   Page 3 of 11                                Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                                Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                               www.gssc.gpg.gov.za
                                                             Request for Proposal (RFP) for the
                           Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




                                                     REQUEST FOR PROPOSAL

           SUPPLY, INSTALLATION, COMMISSIONING AND MAINTENANCE OF VIDEO ENDOSCOPY UNIT.

1.0       REQUEST SUMMARY

          This document represents a formal Request for Proposal (RFP) by the Gauteng Provincial Government (GPG) for the Supply,
          Installation, Commissioning and Maintenance and the transferral of skills for the Video Endoscopy Unit.

2.0       PROCUREMENT BACKGROUND

          In 2000, the GPG embarked upon the creation of the Gauteng Shared Service Centre (GSSC) whose primary objective is the provision
          of enterprise-wide support services to the various departments of the Gauteng Provincial Government. An integral part of this service
          provision is the implementation of a procurement organisation designed to procure most of the products, goods and services that the
          respective GPG departments require.

          To support the procurement organisation in its endeavours, the GSSC has adopted Strategic Sourcing and Supply Management as the
          principle procurement tool. The degree of application of this tool will vary from commodity to commodity.

          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. It will seek to match the GPG’s needs with marketplace capabilities.

          Upon receipt of responses, the GPG will evaluate each Supplier response submission in a manner that allows for comparison with
          other Supplier submissions.

3.0       SPECIFIC INITIATIVE OVERVIEW

          3.1      Video Endoscopy Unit is required by the Gauteng Department of Health.

          3.2      The primary focus of this RFP is to acquire information on the:

                   a)        Supply
                   b)        Installation
                   c)        Maintenance
                   d)        Transferral of skills as outlined in the RFP and

          3.3      The following is assumed of suppliers who will respond to this RFP:

                   It is assumed that Suppliers –

                   3.3.1     Have an interest in entering into potential medium to long-term strategic relationships with the GPG and the GSSC.
                   3.3.2     Are willing to embrace and or support the GPG's business strategic directions and initiatives
                   3.3.3     Are willing to share and implement creative cost saving initiatives in support of the Strategic Sourcing and Supply
                             Management Initiative that the GSSC has embarked upon
                   3.3.4     Are willing and prepared to bring different viewpoints, ideas and suggestions over and above those suggested by
                             the GPG

          3.4 The GPG Participating Departments are:

                   a)        The GSSC – This department is acting as a common service provider or buying organisation on behalf of all GPG
                             provincial government customer departments/institutions.
                   b)        The Gauteng Department of Health – This department is a major client of the GSSC and will also be a major client
                             to various strategic suppliers/vendors.

      Page 4 of 11                               Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                                  Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                                 www.gssc.gpg.gov.za
                                                           Request for Proposal (RFP) for the
                         Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




                 The above information has been provided solely to assist Suppliers in the development of their RFP Submissions and gain
                 appreciation of the relative potential of the GPG business.


4.0       INSTRUCTIONS TO SUPPLIERS

          4.1    Delivery on Requirements

                 Delivery on requirements listed throughout this RFP is critical to the success of this initiative. Suppliers are requested to fully
                 answer all questions in the order they are presented. Please answer all sections, which correspond to the services your
                 company can provide. If an item or question area is not directly addressed, GPG will assume that you do not have the
                 necessary capability to meet the necessary requirements.


5.0       REQUESTS FOR PROPOSAL NOTIFICATIONS

          5.1    The GPG assumes no responsibility or liability for any costs associated with a Supplier’s response to this Request for
                 Information.

          5.2    This Request for Proposal does not constitute an offer to purchase any goods or services at this stage.

          5.3    This Request for Proposal may be modified or withdrawn any time prior to the submission deadline. 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.

          5.4    The GPG reserves the right to waiver minor formalities in the proposal submissions and to accept or reject any and all
                 proposal submissions. Prior to acceptance or rejection, the GPG reserves the right to request additional information to clarify
                 any matter included or raised in the proposal submission.


6.0       SUBMISSION GUIDELINES

          6.1    The following general requirements relating to the completion of RFP responses must be adhered to. The general
                 requirements are:
                 6.1.1      Proposals must be prepared and submitted as follows

                           6.1.1.1    Signed Hard copy is mandatory. Suppliers are advised to neatly bind the hard copy in a manner that
                                      keeps it intact in order to prevent loss of pages and valuable information.
                           6.1.1.2 Electronic Copy on a CD must be submitted with the Hard Copy.
                           6.1.1.3 All Hard Copies (Physical Submissions) must be neatly bound and well referenced to the numbering and
                                      format of this RFP structure.
                 6.1.2     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.
                 6.1.3     Your response to the RFP questions should include sufficient detail. “Yes” or “No” responses will not
                           suffice (unless explicitly requested);
                 6.1.4     Non-conforming, incomplete, or ambiguous RFP Responses may be rejected. Legibility, clarity and coherence are
                           important factors for your consideration to assist the GPG in evaluating your information;
                 6.1.5     The GPG may seek clarity on certain aspects of your submission after the RFP closing date;
                 6.1.6     Late Submissions will not be accepted.




      Page 5 of 11                             Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                                Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                               www.gssc.gpg.gov.za
                                                               Request for Proposal (RFP) for the
                             Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




7.0       SUBMISSION DETAILS AND DEADLINE

          7.1       By 31 MARCH, 2009 at 11:00 local time (the “submission deadline”) all completed RFP responses must be received by
                    the GPG.

          7.2       Complete RFP responses (in sealed packaging) must be received at the tender box at:

                  7.2.1     Gauteng Shared Service Centre Tender Office at:
                            Imbumba House
                            75 Fox Street
                            Marshalltown
                            Johannesburg


          7.3       Suppliers should take particular care to ensure that there are no discrepancies between the electronic copy and hard copy
                    submissions. The GPG reserves the right in its sole discretion to discard a submission if there are discrepancies between the
                    hard copy and the electronic (soft) copy. If any discrepancies are detected between the Hard Copy and the Electronic Copy
                    submissions, the Hard Copy document will take precedence over the electronic copy. The GPG may contact the Supplier, but
                    shall not be obliged to do so, for clarification regarding any discrepancies between the Hard Copy document and the
                    Electronic Copy.

          7.4       Late responses will not be accepted under any circumstances.

          7.5       Supplier RFP Information Session / Conference

                    A Supplier Briefing Session will be held on 13 March, 2009 at 09:00 hrs local time at the following address:

                               Auditorium
                               Gauteng Shared Service Centre
                               Imbumba House
                               75 Fox Street
                               Marshalltown
                               Johannesburg

          7.6       Suppliers can use this session to gain further clarification on GPG’s intention and strategy with regard the procurement of the
                    Biomedical Equipment for the Gauteng Department of Health.



8.0       CONFIDENTIALITY
          8.1       The RFP is strictly confidential between the GPG and Supplier. The GPG reserves the right to recall the RFP in its entirety or
                    in part or make amendments to it as deemed necessary.

          8.2         Suppliers 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 GPG. Suppliers may make this RFP available to employees or
                its associates who need to know its contents in order to participate in the response to the RFP. Suppliers shall not, without the
                prior written consent of the GPG:

                    8.2.1      Discuss this RFP with any other Supplier or other party;
                    8.2.2      Discuss with any other Supplier or other party the Supplier’s intention, if applicable, to submit a response to this
                               RFP;


      Page 6 of 11                                 Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                                    Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                                   www.gssc.gpg.gov.za
                                                           Request for Proposal (RFP) for the
                         Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




                 8.2.3     Disclose to any other Supplier or other party any of the details or contents of this RFP or, if applicable, of the
                           response to this RFP;
                 8.2.4     Disclose 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 GPG regarding the RFP.




9.0       SECURITY OF INFORMATION SUBMISSIONS

          9.1    Any response and/or information submitted by e-mail cannot be guaranteed to be held in a secure and confidential manner.
          9.2    The GPG will not provide a return receipt upon delivery of a submission. RFP’s submitted utilising the services of a courier
                 service must in all instances also reach the Tender Box of the GSSC before or on the closing date and time of the RFP.

10.0      VALIDITY OF REQUEST FOR PROPOSAL SUBMISSIONS

          10.1   The validity of the RFP will be 90 days from the RFP submission deadline.

11.0      EVALUATION OF SUBMISSION

          11.1   RFP Submissions Evaluation Process
                 Once the Submissions have been received, the evaluation team will review all submissions for completeness. The GSSC
                 plans to complete the evaluation process within eight weeks of RFP closing date. Suppliers may be invited for discussions
                 and clarifications where the GPG/GSSC sees it fit to do so.

          11.2   RFP Evaluation Progress Enquiries
                 Please do not enquire concerning the status of your submission. All Suppliers who will have made a submission will be
                 notified of their status at the appropriate time.

          11.3   Site Visits
                 Suppliers can possibly expect a site visit from a GPG representative/s. Suppliers will be expected to prepare Equipments for
                 inspection by the GPG Commodity Team. Alternatively, Suppliers may be asked to give reference sites where similar
                 Equipments types have been installed.




      Page 7 of 11                             Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                                Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                               www.gssc.gpg.gov.za
                                                         Request for Proposal (RFP) for the
                       Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




                                                             Section B


                            The Gauteng Department of Health‟s Business
                                          Requirements
This section provides interested Suppliers with a background of the Gauteng Department of Health’s actual Equipment requirements.




                                                             Important Notice
               The Microsoft Excel „Document Two‟ has been provided for you to complete and indicate
                           your compliance to the stipulated Video Endoscopy Unit specifications.



        THE GAUTENG DEPARTMENT OF HEALTH‟S VIDEO ENDOSCOPIC UNIT SPECIFICATION
        SCHEDULE COMPLETION INSTRUCTIONS

       Provided for you is the Gauteng Department of Health’s VIDEO ENDOSCOPIC UNIT Specification Schedule in Document
       Two. Suppliers are requested to complete this Document as follows:
       1.1      The specification schedule MUST be completed in Hard Copy Format and Electronic Copy Format.
              1.1.1    Suppliers who require an electronic copy of the RFP from the GSSC must submit a CD RW to the GSSC Tender
                       Office. The CD must be clearly marked with your company name and RFP number. Suppliers must complete the
                       document electronically. After the document has been completed electronically it must be printed in hard copy format
                       and signed. Both the hard copy and electronic copy must be submitted.




  Page 8 of 11                               Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                              Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                             www.gssc.gpg.gov.za
                                                 Request for Proposal (RFP) for the
               Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




 Gauteng Department of Health‟s Equipment Requirements for
                   Sebokeng Hospital.



1. A VIDEO ENDOSCOPIC UNIT FOR SEBOKENG HOSPITAL.




Page 9 of 11                         Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                      Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                     www.gssc.gpg.gov.za
                                                       Request for Proposal (RFP) for the
                     Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




                                                         SECTION C

              THE GAUTENG DEPARTMENT OF HEALTH‟S PRICING
                    SCHEDULE (QUANTITATIVE QUESTIONS)

The essence of this section is contained in Document 3, the Gauteng Department of Health’s Video Endoscopy Unit
 Pricing Schedule. This is a Microsoft Excel Based Document that seeks to solicit responses to specific quantitative
                                                    questions.




 Page 10 of 11                              Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                            Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                           www.gssc.gpg.gov.za
                                                     Request for Proposal (RFP) for the
                   Supply, Installation, Commissioning and Maintenance of a Video Endoscopic Unit for Sebokeng Hospital




    THE GAUTENG DEPARTMENT OF HEALTH‟S VIDEO ENDOSCOPY UNIT PRICING
    SCHEDULE COMPLETION INSTRUCTIONS

    Provided for you is the Gauteng Department of Health’s Video Endoscopy Unit‟s Pricing Schedule in Document Three.
    Suppliers are requested to complete this Document as follows:
    1.1     The pricing schedule MUST be completed in Hard Copy Format and Electronic Copy Format.
          1.1.1   Suppliers who require an electronic copy of the RFP from the GSSC must submit a CD RW to the GSSC Tender
                  Office. The CD must be clearly marked with your company name and RFP number. Suppliers must complete the
                  document electronically. After the document has been completed electronically it must be printed in hard copy format
                  and signed. Both the hard copy and electronic copy must be submitted.
          1.1.2   The rate of exchange must be quoted for the date stipulated on the pricing schedule.
          1.1.3   Prices quoted must be in Rand and must be inclusive of VAT.




Page 11 of 11                             Imbumba House, 75 Fox Street, Private Bag X112, Marshalltown, 2107
                                          Tel. No: +27 11 689 6000 • Fax No: +27 11 355 2111
                                                         www.gssc.gpg.gov.za

								
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