Isibani: RFP

Isibani Development Partners
Please note: this opportunity closing date has passed and may not be available any more.
Opportunity closing date: 
Tuesday, 21 December, 2021
Opportunity type: 
Call for proposals

REQUEST FOR PROPOSALS (RFP’s)

TO APPOINT A SERVICE PROVIDER TO UNDERTAKE QUALITY ASSURANCE SERVICES FOR COVID-19 PERSONAL PROTECTIVE EQUIPMENT (PPE) ON BEHALF OF DEPARTMENT OF HEALTH FOR A PERIOD OF THREE MONTHS TENDER NUMBER ‘ISI2021 QUALITY ASSURANCE SERVICES FOR PPE.’

Contents
 
TO APPOINT A SERVICE PROVIDER TO UNDERTAKE QUALITY ASSURANCE SERVICES FOR COVID-19 PERSONAL PROTECTIVE EQUIPMENT (PPE) ON BEHALF OF DEPARTMENT OF HEALTH FOR A PERIOD OF THREE  MONTHS..................................................................................3
Background....................................................................................................................4
1.  Purpose.....................................................................................................................4
2. Scope of work/ key deliverables..............................................................................4
3. Personal protective equipment testing items and standards...............................4
4. Expertise requirements.............................................................................................6
5. Briefing session requirements.................................................................................7
6. Duration of the project..............................................................................................7
7. Evaluation criteria.....................................................................................................7
8. Quality Assurance framework.................................................................................8
9. Inspection and Sampling of product......................................................................8
10. Reporting and Management of discrepancies with all consignment................9
11. Sampling for quality testing..................................................................................9
12. KPI Reporting........................................................................................................10
13. Penalties Scheme..................................................................................................11
14. Fee Proposal..........................................................................................................12
15. Guarantee of performance....................................................................................13
16. Service Level Agreement......................................................................................13
17. Caveat and disclaimer...........................................................................................13
18. Technical Evaluation Criteria................................................................................14
19. TECHNICAL EVALUATION CRITERIA..................................................................15
20. SUPPLIER DUE DILIGENCE..................................................................................16

Annexure A: Comparison Certificate of Compliance from Supplier and Quality test results

Background

The National Department of Health (NDOH) as a Principal Recipient of Global Fund grant issued a tender to procure personal protective equipment (PPE) which will be used as a buffer stock to provide national relief and to prevent transmission of infections including the COVID-19 amongst healthcare workers. In Addition, the Global Fund has recommended the utilization of National Treasury transversal tender suppliers to increase the pool of suppliers and mitigate the risk.

This bid therefore seeks to select the most suitable Quality Assurance service provider, who can provide QA services to the PPE procured through National Transversal tender and through the SRs. The PPE referred to in this document is for protective equipment such as gloves, isolation gowns, face shields, goggles, facemasks, and/or respirators or other equipment designed to protect the user from injury or the spread of infection or illness.
As Covid-19 cases and deaths continue to surge in South Africa due to the more contagious variant, the country is faced with the need to take some extraordinary measures to mitigate the spread of the virus. To prevent transmission of infections including the COVID-19 amongst healthcare workers an urgent need to restock PPE. The PPE will be delivered to a central warehouse in Gauteng.

The NDoH will place orders through its sub-recipients and transversal contracts suppliers’ for PPE items that will be expected to be delivered at the central warehouse after the consignment has passed the quality assurance verification and testing using the product vetting checklist (Annexure A). The quality assurance component seeks to verify that the product of PPE received from suppliers conforms to the packaging, design, functionality, claimed intended use by the manufacturer, and technical specifications. The quality assurance framework is not limited to the testing of samples but encompasses all activities that the service provider will undertake from receipt of the consignment until such a time that the consignment is released for distribution. The service provider will be required to document the quality assurance activities as proof that these activities were successfully undertaken.

Laboratory quality testing of the PPE received is mandatory and the appointed service provider will be responsible for random sampling of the different batches received (quantity to be determined by the amount of stock received) for quality testing. As such, the service provider will be required to send all the samples drawn to the South African Bureau of Standards (SABS) or a South African National Accreditation Systems (SANAS) accredited lab for testing. Once results from the laboratory are received, the service provider will be able to adequately complete the PPE product vetting list which makes provision for comparing the certificate of compliance submitted by the supplier for the PPE item against the Laboratory QA test results. Only after the PPE Product vetting has been completed can the stock be released from quarantine to the central warehouse.

1. Purpose
 
Isibani Development Partners seeks to appoint a service provider to provide quality assurance services for PPE for a period of three (3) months.

2. Scope of work/ key deliverables
 
The appointed professional service provider will be expected to render quality assurance services to:

  • Conduct necessary tests to ensure that the PPE supplied to health facilities meets the required quality standards.
  • Inspection and sampling of the PPE items at the site of manufacture or storage.
  • Ensure quarantine of the PPE items at the suppliers’ respective warehouse/s.
  • Produce a comprehensive unbiased report on each PPE batch tested.
  • Communicate results of the tests to Isibani Development Partners and NDoH.

3. Personal protective equipment testing items and standards.

The following are the PPE items that are expected to be tested according to the standards

Item no Product name Sizes South Africa Standards International Standards
1 Respirators (N95) Small, Medium, Large SANS 50149,
Respiratory protective devices- Filters half masks to protect against particles- Requirements, testing, marking
 
SANS 1866, Part 2: Medical respirators
 
SANS 10220, standard for selection, use and maintenance of respiratory PPE (Guidance standard not tested against)
 
SAHPRA: Class B
 
*Minimum FFP2 according to EN 149, EU PPE.
* Regulation 2016/425 Category III, or
* Minimum N95 respirator according to FDA Class II, under 21
CFR 878.4040. and CDC NIOSH, or equivalent ISO 16900-1 ISO 17420-1 and 2 ISO/TS 16976-8: 2013, Respiratory protective devices- Human factors- Part 8: Ergonomic Factors
42 CFR Part 84 Chinese PAHO standards
According to EN 149 Respiratory protective devices-
2 Surgical Mask One size SANS 1866-1 2018
Medical devices Part 1: Medical face masks
SANS 1866 : 2008
(Provides alternative tests to the, BFE test)
 
SANS 50149: 2003
SAHPRA
Class A
Non- sterile- exclusion from SHPRA licence
*EU MDD Directive
93/42/EEC Category III or equivalent
*EN 14683 type II, IR, IIIR
*ASTM F2100 minimum level 1 or equivalent ISO/ TS 16976-8:2013, Respiratory protective devices- Human Factors-Part 8: Ergonomic factors.
Chinese PAHO standards
Item no Product name Sizes South Africa Standards International Standards
        According to EN 14683
Surgical Masks- Requirements and test methods, surgical masks are classified into three types, TYPE I, TYPE II and TYPE IIR. TYPE II and TYPE IIR are applied to medical staff.
 
The Chinese standards of YY 0469-2011 and YY/T 0969-2013 cover the classification and requirements describes in EN 1483
3 Gown: Cotton Large/ Extra large SABS 1401 Part I and IV
Type P 48. 100% Cotton and fully pre-shrunk
 
SAHPRA: Class A Non- sterile- exclusion from SAHPRA
 
4 Gown: Reusable, water resistant Large, extra large SANS 53795 and ISO 5099 for water resistance
 
SAHPRA:  Class A Non- sterile- exclusion from SAHPRA licence
ISO 16604 and ASTM 1671
5 Gown: Disposable (isolation) Large
Extra Large
SANS 53795 as per standard performance (Fluid penetration resistance= 20cm) Surgical drapes, gowns and clean air suits, used as medical devices for patients, clinical staff and equipment- General requirements for manufacturers, processors and products, test methods, performance requirements and performance levels
 
SAHPRA:
Class A Non-sterile- exclusion from SAHPRA licence
*EU PPE regulations 2016/4325 and EU MDD Directive 93/42/EEC
*FDA class I or II medical device, or equivalent
*WHO spec: (AAMI PB70 all levels acceptable (Level 2 fluid penetration resistance= 20cm; Level 3 fluid penetration resistance= 50cm, or equivalent)
 
ISO 13688:2013, Protective clothing- General requirements (Also provides information which must be specified on the order)
 
EN13795- as adopted by SANS
6 Aprons One size: Cover entire front and sits high on chest None
 
SAHPRA: Class A Non-sterile- exclusion from SAHPRA licence
ISO 13688: 2013 (EN)
7 Gloves, examination, non-sterile, nitrile Small, medium, large, extra large The examination Nitrile Gloves must be SABS or ISO certified (SANS 11193 -1:2010) for Gloves made primarily from nitrile rubber latex, polychloroprene rubber latex, styrene- butadiene rubber solution, styrene -butadiene rubber emulsion or thermoplastic elastomer solution
 
SAHPRA
Class A Non-sterile- exclusion from SAHPRA licence
*EU MDD Directive 93/42/EEC Category III
*EU PPE Regulation 2016/425 Category III
*EN 455
*EN 374
*ANSI/ISEA 105
*ASTM D6319, or equivalent
8 Gloves, examination, non-sterile, latex Small, medium, large, extra large Non-sterile gloves must comply with and be tested according to the test methodology provided in SANS 11193-1:2010 single use medical examination gloves Part 1: specifications for gloves made from rubber latex or rubber solution
 
SAHPRA:
Class A Non-sterile- exclusion from SAHPRA licence
 
9 Goggles One size SANS 1404, Eye- protectors for industrial and non-industrial use SANS 50166 *EU PPE regulations 2016/425
*EN 166
*ANSI/ISEA Z87.1 or equivalent CE/FDA/ ANSI Z87.1
10 Face Shield Full facepiece length that extends to the bottom of the chin, face/ neck length that also covers the anterior neck area SANS 1404, Eye-protectors for industrial and non-industrial use amended test methods. SANS 50166
 
SAHPRA
Class A Non-sterile- exclusion from SAHPRA licence
*EU PPE Regulations 2916/425
*EN 166
*ANSI/ISEA Z87.1 or equivalent
ANSI Z87.1-2003
(Occupational and educational eye and face protection)
EU Standard directive 86/686/EEC, EN 166/2002, ANSI/ISEA Z87.1-2010, or equivalent ISO

 

4. Expertise requirements
 
The prospective service provider should be of reputable standing with documented credentials of undertaking assignments of comparable nature, scale, and complexity. Isibani Development Partners will consider bids from a single firm. No multiple firms or joint ventures/ consortiums/ subcontracting arrangements working as a team will be considered.
 
Experience in undertaking projects of a similar scope of work is required in this project. This should be supported by letter/s of testimonials on the letterhead of the client in which similar services were rendered.
 
Company and staff requirements must have sound knowledge and verifiable experience of the scope of work determined in this bid.
 
Company profile and testimonial/ contact details of previous similar scope of work with contactable references (this should be provided on the letter of the company serviced before)

5. Briefing session requirements
 
There will be a virtual briefing session for this bid which will take place on Thursday 9 December 2021 @ 10:00am via zoom.
 
Join Zoom Meeting:

https://zoom.us/j/94247021718?pwd=Y005dTljTmp1bWdoRVpjU3FCWS9Tdz09

Meeting ID: 942 4702 1718
Passcode: QijK98
 
Any clarity seeking questions should be sent by email to rfp@isibani.org.za .The closing date for receipt of all enquiries is five (5) days before the closing date of the bid. All enquiries received after will not be considered.
 
All proposals accompanied by all documents that qualify the applicant as an authorized entity to do business with Isibani Development Partners, should be submitted by email to rfp@isibani.org.za by 21 December 2021 at 12h00 South African time. Please ensure the subject line states ISI2021“QUALITY ASSURANCE SERVICES FOR PPE”. Late submissions will not be considered and only selected applicants will be contacted and/or advised of the outcome.

6. Duration of the project

  1.  

  1.  
Provisioning of quality assurance services for Covid-19 personal protective equipment (PPE) for a period of three months Three (3) Months

 
 
 

The deliverables that are envisaged have been detailed in the preceding paragraphs based on the project implementation plan to be finalised after the inception meeting and contracting stage.

7. Desired competencies, technical background and experience
 
To achieve the above scope of work, the successful service providers must have:

i.    At least five years’ experience in providing similar services.
ii.  Have relevant personnel with a master’s degree, preferably in the public health, health sciences, science or other relevant field.
iii. Have relevant personnel who are trained and have the knowledge of conducting Quality Assurance Services with minimum Degree or National Diploma.
iv. Have a plan that demonstrates how they will carry out Quality Assurance tasks.
 v. Have a monitoring and evaluation framework that details how they will follow up and measure progress with the QA services.
 vi. Have a quality assurance plan.
 vii. Have the necessary equipment to carry out QA tasks.
 viii. Previous or existing working relationship with the relevant Provincial/National Department of Health will be an added advantage.
 
8. Evaluation criteria
 
This bid will be evaluated in (03) Phases as indicated hereunder:
 
Phase 1: Testing compliance to the eligibility criteria (mandatory requirements) mentioned on the preceding paragraph.
 
Phase 2: Bidders that have satisfied the mandatory requirements will be assessed against the technical evaluation criteria as indicated below. The service provider must achieve a minimum of 60 points to proceed to the next phase of evaluation, bids that fail to achieve the minimum required points will be disqualified consequently not be considered for further evaluation.
 
Phase 3: In this Phase bids will be evaluated on price and preference points system (B-BBEE).

 80: 20 Price (VAT Inclusive). It is the responsibility of each bidder to ensure that all applicable taxes are included in the offer. Bidders must ensure that they factor in VAT for offers above R1 million as it is a compulsory requirement of the VAT Administration Act. If an entity not registered as VAT vendor is awarded a bidder, it is expected to register for VAT within 21 days of being awarded a contract and produce such proof of registration to the employer.
 
As a rule, Isibani Development Partners is not responsible for making a payment towards VAT on bidders that were awarded contracts without the inclusion thereof at the time of bid closure.

9. Quality Assurance framework

Quality assurance encompasses all activities that the service provider undertakes to monitor and evaluate the quality of the PPE received which includes physical verification, as well as quality testing of samples. It is not a once-off occurrence but a continuous activity that seeks to verify that the PPE received from suppliers conforms to the packaging, design, functionality, claimed intended use by the manufacturer, and technical specifications. As such, the service provider will be expected to have an established quality management system (QMS) in place which provides a defined systematic approach to how quality assurance activities will be undertaken and managed by the service provider. Service providers will be expected to conduct random sampling of PPE from different batches of PPE delivered at different intervals and send the samples for testing (same batches of PPE delivered as different consignments will still be subjected to testing even if the batch was previously tested. The service provider will also be required to document and report quality issues identified to NDoH, SAHPRA as well as the suppliers.

10. Inspection and Sampling of product
 
The service provider will be required to inspect and ensure all goods on-site match the supplier’s purchase order with regards to:

  • Product description
  • Manufacturer
  • Batch number/expiry date
  • Visual inspection
  • Quantity total order
  • Quantity samples taken

The service provider will record this information in the form of an inspection report. The service provider will be required to do random sampling across different batches to ensure consistency exists between batches.
 
The service provider together with the supplier will ensure the designated stock is quarantined for the duration of the QA testing process and once a pass result is received from the lab, the service provider will positively identify the quarantined stock before inbounding to NDoH GF’s 3rd party logistics (3PL) service provider.
 
NB: All products with an expiry date of less than 12 months, should not be considered.

11. Reporting and Management of discrepancies with all consignment
 
 Reporting
 
The service provider will be required to generate an inspection report within 48 hours of site inspection of the stock to NDoH and Isibani Development Partners. The service provider will also be required to generate an incident report including tempering with quarantined stock.

12. Sampling for Quality Testing
 
The Service provider will be required to randomly select the PPE samples and send these to SABS (1 Dr Lategan Road Groenkloof Pretoria 0181) or any other SANAS accredited laboratory for testing within 24 hours of the product being received. The minimum quantity to be drawn from sampling will depend on the quantity of the consignment received. The minimum sample size of 40 masks per batch and a minimum of 5 isolation gowns per batch should be submitted for testing (This will vary on the size of the batch). The minimum sample size of gloves will be determined by SABS. The aim of the quality testing is to ensure that the stock received meets the PPE specifications in the certificate of compliance submitted by the supplier as well as those published on the Global Fund/ WHO website. The service providers warehouse management system must keep record of the quantity of the samples sent to SABS for testing ‐ a “Samples sent to Testing” Delivery Note must accompany the samples and the document must contain the following information /fields:

  1. Unique document reference number
  2. Reference a Purchase Order Number as provided by Isibani Development Partners
  3. Reference to the good receiving voucher (GRV) number
  4. Date the document was generated
  5. The fully address detail of the SABS delivery point
  6. Marked for attention Mrs/Mr (Name contact number to be provided on award of the Tender)

List of all items pertaining to a specific GRV listed by:

  • Item code
  • Item description
  • Batch / Expiry

• Quantity = (3 single items)

A place on the Sample Delivery Note for the person receiving the goods to record:

  • Name
  • Rank
  • ID number/ Persal Number
  • Date received
  • Total single items received
  • Signature
  • Stamp of the organisation or Department of Health establishment Stamp

The POD for the sample delivery to the SABS must be scanned and treated like a normal Healthcare Establishment POD process.
 
All reports of the testing together the product vetting checklist should be completed and shared with Isibani Development Partners and NDoH as proof that the PPE consignment meets all the technical specifications. NDoH and Isibani Development will then provide instruction to the service provider to release the stock relating to that specified consignment. The written instruction given, will reference the GRV number and the item code/description.
 
Should the test results from the laboratory quality testing demonstrate that the PPE item fails to meet the minimum requirements, then the service provider will report this to NDoH and Isibani Development Partners, and the affected batch rejected the supplier may request retesting at their cost.
 
Should the second round of testing fail to demonstrate that the PPE item meets the minimum requirements, the service provider will be required to share a copy of the test results with both NDoH, Isibani and the supplier. The supplier will be required to report the test results on SAHPRA and NRCS websites within 7 working days. All PPE that fails to meet the minimum requirements will remain in quarantine and the supplier will be required to provide a copy of the decision and action recommended SAHPRA to the service provider which determines whether the stock can be rebranded or destroyed. The supplier will then have to provide proof that either of the actions above has been undertaken as determined by the SAHPRA.

13. KPI Reporting

 14. Penalties Scheme

Reporting of Service Levels

All service levels which are required to be reported by the service provider will be calculated at the frequency specified in the column headed “Calculation Frequency”. KPIs calculated monthly will be reported monthly and those calculated on a weekly or monthly basis are reported monthly.
 
For all KPIs, with a special focus on preparation and delivery errors, service provider will demonstrate their continuous effort to improve their performance and reach the specified target levels.
 
Exceptions

The service provider shall not be liable for any failure to achieve a Service Level and any Service Credits to the extent such failure is caused by any of the following:

  • A Force Majeure Event.
  • Any act or omission of NDoH, including NDoH’s failure to perform its obligations pursuant to this Agreement. 

All order picking incidents will be investigated and included in the KPI calculation if applicable. Unless there is strong evidence of service provider’s fault, the service provider will not be held financially accountable for order picking incidents reported by Isibani and NDoH more than 72 hours from the time of order delivery.
 
NDoH and Isibani will allow for a 0.5% deviation in inventory units (not to exceed R50,000 for the contract period, calculated at receipted cost) due to losses and shrinkage in the warehouse and transportation during the contract period. This reconciliation will be done every three (3) months. Any other losses, damages, or inventory adjustments in the warehouse due to service provider negligence will be reimbursed to NDoH and Isibani at receipted cost. Additionally, any other losses and damages during transportation due to service provider’s negligence will be reimbursed receipt cost, including all charges related to the new replacement order.
 
Penalty-applicable KPIs

Process / Subprocess KPI KPI calculation frequency Performance levels
Target Penalty applicable Contract termination applicable
Overall process % Of Samples sent to the laboratory within 24 hours Monthly 99.5%
 
97.5% 95.0%
% Of batches released for inbounding on time Monthly 99.5% 97.5%  95.0%

Contractual penalties will apply within the duration of the agreement. Contractual penalties for each performance indicator will be 1% of total monthly fees, these penalties are calculated and paid monthly.

15. Fee Proposal
 
The Service provider must provide the total expected cost for each of the defined activities below: Please Note that all pricing submitted must be inclusive of the legislated 15% VAT.

Activity Unit of measure Cost per unit (Ex
VAT)
 
Cost per unit (including
VAT)
Respirators/N95/ Surgical/3 Ply Masks
Site and Sample Inspection
 
Per/Batch    
Sample Collection and Testing
 
Per/Batch    
Evaluation of Samples
 
     
Post testing and Inspection      
Travel Costs (Reimbursable Cost)      
Administrative Costs
 
     
Gowns (Cotton/Re-Usable/Water Resistant/Disposable/Isolation)
Site and Sample Inspection
 
     
Sample Collection and Testing
 
     
Evaluation of Samples
 
     
Post testing and Inspection      
Travel Costs (Reimbursables)      
Administrative Costs (Reimbursables) (Please Specify)
 
     
Physical Inspection and Verification for other PPE Items
Physical Inspection and Verification for other PPE items as an when required (goggles, aprons, face shields, sanitizers, and gloves)      
Total bid Price VAT excluding:    
Total bid Price VAT including:

 

 

NB: Minimum samples for Masks to be tested per batch =40
       Minimum Samples for Gowns to be tested per batch = 5

16. Guarantee of performance

The bidder identified as the preferred bidder subsequent to the adjudication of the bids must provide a Performance Guarantee in the wording and to the amount of the pro forma attached as Addendum 1 to the Terms of Reference included in this document. The final awarding of the contract is conditional upon the furnishing of this guarantee to the Department within seven (7) days from being so requested by the Department and the Department finding the guarantee acceptable.

17. Service Level Agreement

After furnishing an acceptable guarantee to the Department the successful bidder and Isibani Development Partners will conclude and enter into a Service Level Agreement together with the attached Terms of Reference and National Treasury General Conditions of Contract will constitute the entire agreement between the parties.

18. Caveat and disclaimer

Whilst all reasonable care has been taken to incorporate all the available information in preparing this Terms of Reference document, the information contained therein does not purport to be comprehensive. Nor should it be taken that any of the information will remain valid for the entire period of the bidding process, or of the subsequent contract period.

The Department reserves the right to amend, modify or withdraw this Terms of Reference or terminate any of the procedures or requirements during the procurement process of the service at any time, without prior notice and without liability to compensate or reimburse any person in relation thereto.

The terms and conditions set out in this Terms of Reference regarding the content of any bid are stipulated for the express benefit of the Department and save as expressly stated to the contrary, may be waived at the Department's discretion at any time. The Department reserves the right to adopt any proposal made by a Bidder at any time and to include such proposal in any procurement documentation which may or may not be made available to other Bidders, without compensation. The Terms of Reference is provided solely for the purpose set out herein and is not intended to form any part or basis of any investment decision by Bidders, their equity members, or funders. Each person to whom the Terms of Reference is made available is to make its own independent assessment of the service after making such investigation and taking such professional advice as it deems necessary. This document may not be reproduced, furnished to any other person, referred to, or used for any purpose other than as intended by the Department of Health and Isibani Development Partners.

19. Technical Evaluation Criteria
 
19.1 Mandatory Administrative Requirements

It is the responsibility of each supplier to ensure that complete documents are submitted on or before the closing date and time.

The bidders must submit all required documents indicated hereunder:

  1. Declaration of Interest SBD4. https://etenders.treasury.gov.za/content/tender-documents
  2. Declaration of Bidder’s past Supply Chain Management Practices SDB8. https://etenders.treasury.gov.za/content/tender-documents
  3. The winning suppliers should complete the certificate of independent bid determination (SBD 9) https://etenders.treasury.gov.za/content/tender-documents
  4. Valid B-BBEE Status Level Verification Certificate (1or 2) (where preference points are claimed) (Original or Certified Copy).
  5. Certified copy of registration certificate with CIPC or proof of ownership/ shareholding.
  6. The supplier must submit a valid tax clearance certificate (tax status pin) for confirmation of Value Added Tax (VAT) and other Tax related matters.
  7. The supplier must submit a profile of the entity which includes but is not limited to the following:

Name, structure and strategies,
Names and identity numbers of all directors, chief operating officers,
Business: products and/or services which the entity is trading.

  1. Risk management strategy to mitigate against any risk that might arise for the duration of the contract.
  2. Three (3) testimonial letters (which should be linked to this bid) from previous contractors/client clearly demonstrating the services provided.
  3. Stamped Bank Confirmation Letter (not older than 3 months).
  4. Proof of a Quality Management System inclusive of a Waste Management Process
  5. Proof that service provider has adequately qualified and trained personnel to undertake quality assurance activities for the PPE.

 A service provider that does not meet the above mandatory requirements will be  automatically disqualified.
 All bid documents must be submitted electronically on or before the closing time of the bid. Late  submissions will not be considered. Incomplete bids will be deemed non-responsive.
Bidders are required to familiarize themselves with The Global Fund Code of Conduct for Suppliers: https://www.theglobalfund.org

19.2  Bid evaluation criteria
Bids will be evaluated in a three (3) phase stage
 
Phase 1:    Bidders must satisfy the mandatory administration criteria for them to be evaluated further. Bidders who do not meet the criteria will be disqualified and will not be eligible for further evaluation.
Phase 2:    Bid Scoring – Evaluation process to access technical competencies

  Criterion Weighting
1 Company profile including the history of operation. 10%
2 Technical approach and methodology on similar project 35%
3 Relevant Experience of Personnel 20%
4 Previous Experience with similar project 20%
5 Risk mitigation strategy 15%
  Total 100%

The bidders will be required to achieve a minimum threshold score of 60% out of 100% to proceed to the next phase of evaluation.
 
Phase 3:  This will be evaluated through pricing and broad based black economic empowerment (B-BBEE).

  • The 80/20 preference point system will apply and bidders are required to submit the B-BBEE certificate/Affidavit

19.3. Technical Evaluation Criteria

The bid evaluation committee will assess the extent to which proposals submitted in response to this term of reference meet the evaluation criteria below.
 
Functionality will be evaluated individually by Members of the Bid Evaluation Committee (BEC) in accordance with the below functionality criteria and values. The applicable values that will be utilized when scoring each criterion range from: 0 = No response, 1 = Poor, 2 = Average, 3 = Good, 4 = Very Good and 5 = Excellent

SCORE CLASSIFICATION
0 No response (complete non-compliance)
1 Poor, significantly below requirements
2 Average, below requirements
3 Good, meets requirements
4 Very Good, meets requirements
5 Excellent, significantly above requirements

The Bidder must achieve a minimum of 60 points to be considered for the next Phase of Evaluation. Any service provider fails to meet the above thresholds will be disqualified automatically.
 
20. Special conditions

  1. The bidder must ensure the correctness and validity of the quote. All price(s) and quantities quoted are at the bidder’s risk. The prices quoted shall be “firm prices” and shall remain valid for the procurement period. Non-firm prices (including rates of foreign exchange variations) will not be accepted.
  2. Isibani Development Partners reserves the right to conduct supplier due diligence prior to final award or at any time during the contract period. This may include site visits.
  3. Isibani Development Partners reserves the right to award according to the most economical service option submitted. And will under no obligation accept the lowest or any quote.
  4. Isibani Development Partners reserves the right to stop the contract partly or, temporarily or indefinitely, in which event neither claim nor liability whatsoever shall lie against the contractor due to non-compliance, non-performance, by the supplier.
  5. Isibani Development Partners reserves the right to not make an award.
  6. Isibani Development Partners reserves the right to conduct price negotiations, where deemed necessary.
  7. Isibani Development Partners reserves the right to request any relevant documentation at any stage of implementation.

All suppliers are bound to protect the confidentiality of all data (including the protection of personal information) and information gathered and accessed through the work on assignment. Information and data received and accessed through this project may only be used to meet the objectives outlined in these specifications

21. Supplier Due Diligence

  • Isibani will conduct supplier due diligence prior to final award. Isibani may also conduct preannounced/ non-announced site visits during the contract period. During the due diligence process the information submitted by the bidder will be verified and any misrepresentation thereof may disqualify the bid in whole or parts thereof.
  •  Isibani reserves the right to reject any product/ service that is not compliant with the specifications and any other legislative framework related to PPE products/ items. 
  • Isibani reserves the right to terminate the contract at any stage if there is a substantive proof of inefficiency in the delivery of the product/ items.

22. Annexure A: Comparison Certificate of Compliance from Supplier and Quality test results  

Quality control results by an external laboratory  
Product name:            
Batch number:            
Expiry date:            
Manufacturer name:            
             
             
 
Manufacturer's certificate of analysis
 
External laboratory certificate of analysis Actions taken
Specifications Norm Result Conclusion (C/NC) Result Conclusion (C/NC)
             
             
             
             
             
Total            

NGO Services

NGO Services

NGO Events

S M T W T F S
 
 
 
 
 
 
1
 
2
 
3
 
4
 
5
 
6
 
7
 
8
 
9
 
10
 
11
 
12
 
13
 
14
 
15
 
16
 
17
 
18
 
19
 
20
 
21
 
22
 
23
 
24
 
25
 
26
 
27
 
28
 
29
 
30
 
31