1.         PURPOSE

The South African Heritage Resources Agency (SAHRA) invites suitably qualified service providers to submit quotations for 13 Windows 8 tablets.

2.         BACKGROUND

SAHRA is a statutory organisation established under the National Heritage Resources Act, No 25 of 1999. The primary objective of SAHRA is to coordinate the identification and management of the national estate which is defined as heritage resources of cultural and other significance.

3.         REQUIREMENTS FOR QUOTATIONS

The South African Heritage Resources Agency (SAHRA) requires the following information technology equipment:

Description Quantity Specifications
Windows 8 tablet 13 Less than 10.8 inch screen size

Weight – under 1500g with keyboard

1.8GHz or more

2GB RAM

LAN/WAN/HSPDA (Sim slot)

USB 2.0 port

Earphone input jack

Bluetooth

Wifi

Webcam (back and front)

SD port

32Gb hddDetachable keyboard13To be used with the tablets

Tablet cover/pouch/sleeve13Must not add significant weight to the device and must be easy to use

Software13Windows 8 and Microsoft Office (preinstalled)

NB: Estimated Time of Arrival (ETA) to be indicated on quotations

 

For any other enquiries regarding the specifications please contact:

Mr Jenty Mepa

021 – 462 4502

jmepa@sahra.org.za

 

4.         TERMS AND CONDITIONS OF PROPOSALS

4.1        All costs and expenses incurred by potential service providers relating to their project proposal will be borne by the each respective service provider. SAHRA is not liable to pay such costs and expenses or to reimburse or compensate service providers in the process under any circumstances, including the rejection of any proposal or the cancellation of this project.

4.2        While SAHRA endeavors to ensure that all information provided to all potential service providers is accurate, it makes no warranty as to the accuracy or completeness of any information provided by it.

4.3        SAHRA reserves the right to waive deficiencies in project proposals. The decision as to whether a deficiency will be waived or will require the rejection of a project proposal will be solely within the discretion of SAHRA.

4.4        SAHRA reserves the right to request new or additional information regarding each service provider and any individual or other persons associated with its project proposal.

4.5        SAHRA reserves the right not to make any appointment from the proposals submitted.

4.6        Service providers shall not make available or disclose details pertaining to their project proposal with anyone not specifically involved, unless authorized to do so by SAHRA.

4.7        Service providers shall not issue any press release or other public announcement pertaining to details of their project proposal without the prior written approval of SAHRA.

4.8        Service providers are required to declare any conflict of interest they may have in the transaction for which the tender is submitted or any potential conflict of interest.  SAHRA reserves the right not to consider further any proposal where such a conflict of interest exists or where such potential conflict of interest may arise.

4.9        A valid original Tax Clearance Certificate, issued by the South African Revenue Services, must be submitted, failing which the relevant service provider’s proposal shall not be considered.  (See attached application form for Tax Clearance Certificate)

4.10      Any and all project proposals shall become the property of SAHRA and shall not be returned.

4.11      The proposals should be valid and open for acceptance by SAHRA for a period of 60 days from the date of submission.

4.12      Service providers are advised that submission of a project proposal gives rise to no contractual obligations on the part of SAHRA.

4.13      SAHRA reserves the right not to accept any proposal which does not comply with the REQUEST FOR QUOTATION and conditions set out in the proposal documents.

4.14      SAHRA reserves the right not to award the proposal to the service provider that scores the highest points.

4.15      Disputes that may arise between SAHRA and a service provider must be settled by means of mutual consultation, mediation (with or without legal representation) or, when unsuccessful, in a South African court of law.

4.16      The proposal offers and proposals should be valid and open for acceptance by SAHRA for a period of 60 days from the date of submission.

4.17      All returnable proposal documents must be completed in full and submitted together with the service provider’s proposal.

4.18      The “Requirements for content of the project proposal” section above outlines the information that must be included in proposal offers. Failure to provide all or part of the information will result in your proposal being excluded from the evaluation process.

4.19      All goods/service or products to be supplied to SAHRA shall be in full compliance with South African approved standards and in compliance to the specifications provided

4.20      It is the conditions of this RFQ that, a quotation is submitted together with the following completed forms;

  1. SBD 6.1 Preference points claim form (valid BBBEE certificate must be submitted together with this completed document.
  2. SBD 4 Declaration of Interests form
  3. SBD 2 Tax Clearance certificate application form
  4. SBD 3.1 Pricing Schedule
  5.  General Conditions of Contract.
  6. SBD 8 Declaration of Bidder’s Past Supply Chain Management Practices.
  7. g.       SBD 9 Certificate of Independent Bid Determination

NB: Failure to submit completed returnable forms as mentioned above will automatically disqualify your quotation. Please ensure that you submit an original valid tax clearance certificate.

 

Request for Proposals issued

Supplier registration on SAHRA supplier database22 July 2014 

Closing date & Opening of proposals

Proposals opened at SAHRA Head Office04 August 2014

6. SAHRA reserves the right to revise any aspect of these timeframes at any stage,    and to amend the process at any stage. 

7.         EVALUATION CRITERIA

 

7.1        All proposal offers received shall be evaluated based on the following phase out approach:

  • Phase one: Compliance to the REQUEST FOR QUOTATION and conditions of the proposal. Failure to meet any of the conditions of the proposal will automatically disqualify your proposal on this phase.
  • Phase two : preference points for Broad-Based Black Economic Empowerment (BBBEE) Status Level of Contribution (80/20 preference points system), where 80 points are allocated to price, and 20 points are allocated to BBBEE status level as follows;

B-BBEE Status Level of Contributor

Number of points

(80/20 system)

1

20

2

18

3

16

4

12

5

8

6

6

7

4

8

2

Non-compliant contributor

0

N.B: Estimated Time of Arrival (ETA) will be considered and preference will be given to a supplier who can deliver within thirty (30) calendar days after placing an order.

7.2    Price (Vat included) – note the importance

80 Points for price will be awarded with reference to the total fixed proposal amount inclusive of VAT. The service provider with the lowest price shall score the maximum 80 points.

8.         SUBMISSION OF PROPOSALS

Project proposals must be submitted in a sealed envelope, marked as confidential and for the attention of the contact person. It must be posted to the following address:  South African Heritage Resources Agency, P.O. Box 4637, Cape Town, 8000, or placed in the tender box at the SAHRA Head Office, 111 Harrington Street, Cape Town.

9.         Closing date for proposal offers and proposals: Proposals must be submitted on 04 August 2014 at 11:00. No late proposals shall be accepted.

Contact Person relating to Supply Chain Requirements :

Mr Lesego Itumeleng

Procurement Officer: Supply Chain Management

South African Heritage

 Resources Agency

PO Box 4637

Cape Town

8000

Tel: 021-462 4502
E-mail: litumeleng@sahra.org.za