Provision of medical surveillance and

immunisation services for SARS on a regional

basis

Briefing Session 13 October 2014 14h00

RFP No RFP 16/2014

Closing Date 05 November 2014, 11h00

Procurement

Commodity Leader: Professional Services – Project Oversight

Price Evaluator

BBBEE Evaluator

Governance, Compliance & Risk Specialist – Audit

Contract Specialist

Tender Office – Pre-Qualification

SARS HR – Health and Wellness

Specialist: Health & Wellness – Technical Evaluator

Consultant: Health & Wellness – Technical Evaluator

Nurse: Occupational Health – Technical Evaluator

Price Evaluator

Corporate Legal Services

Legal Specialist

Bid Evaluation Committee

2

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. Service Level Agreement & Service Levels

7. RFP submission and contact details

8. Q&A

Table of Content

3

RFP Timelines

ACTIVITY DUE DATE

RFP Advertisement in Sunday Times 05 October 2014

RFP Advertisement in Government Tender Bulletin 03 October 2014

Tender documents on SARS website 06 October 2014

Non-Compulsory briefing session 13 October 2014, 14H00

Questions relating to RFP 20 October 2014

RFP Closing Date 05 November 2014, 11h00

Notice to bidders December 2014 / January

2015

4

5

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. Service Level Agreement & Service Levels

7. RFP submission and contact details

8. Q&A

Table of Content

6

As an organ of state, SARS’s mandate outlines its obligations towards the state and

its people by:

Background

7

Background Cont.…

Service providers will be appointed regionally encompassing all nine provinces for the provision of medical

surveillance and immunisation services. Services will be provided on an as-and-when required basis. Regions

are represented in the table below.

Region Province(s)

Region 1 Eastern Cape

Region 2 Free State and Northern Cape

Region 3 Limpopo

Region 4 Mpumalanga

Region 5 North West

Region 6 Western Cape

Region 7 Kwa-Zulu Natal

Region 8 Gauteng

Bidders may submit proposals for one or multiple regions. It is recommended that bidders have a local

footprint in each one of the regions for which they submit a proposal.

For the purposes of this tender the Northern Cape and Free State Provinces have been merged into one

region (Region 2). Bidders may submit utility bills for either one of the provinces in Region 2 as proof of local

footprint.

8

Background Cont.…

Bidders must note that services are inclusive of medical surveillance AND immunisations per region. The table

below provides a summary of the services required for different types of SARS offices in Regions 1 – 8.

The number of SARS employees who may be examined for both medical surveillance and immunisations per

region may be viewed in Annexure C – Headcount document

SARS Offices Service required

Ports of entry (Border posts, Harbours, Airports) Medical surveillance and all Immunisations

Taxpayer Service (TPS) Centres Flu Immunisation ONLY

Call centres Medical surveillance ONLY

Note:

Flu immunisations must be administered ANNUALLY. All other vaccinations (Hepatitis A & B, Tetanus,

Meningitis) must be administered as per scheduled intervals.

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6.Service Level Agreement & Service Levels

7. RFP submission and contact details

8. Q&A

9

Table of Content

10

Scope of Work Refer to section 8 of RFP doc

Medical Surveillance

Immunisations

11

Scope of Work Refer to section 8 of RFP doc

Physical examination Medical History Questionnaire

Cholesterol screening Blood pressure checks

Blood glucose screening Body Mass Index (BMI)

HIV counselling and testing (voluntary) Spirometry

Audiogram (hearing assessment and baseline Ophthalmic screening

- in accordance with COIDA)

Provide immunisations to employees in identified areas

Use only vaccines approved by the Medicine’s Control Council

Maintain a register of vaccines administered during the contract term

Provide an emergency kit and cold chain

Record keeping and document management

Reporting – Must include health trends identified, common trends and recommendations

Immunisation services:

Medical Surveillance:

12

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6.Service Level Agreement & Service Levels

7. RFP submission and contact details

8. Q&A

Table of Content

13

Bid Evaluation Process Gate 0: Pre-Qualification Criteria

Name of Document that must be submitted Non-submission may result in

disqualification?

Original and valid Tax Clearance Certificate – SBD 2 YES

SARS’ s Oath of Secrecy YES

Invitation to Bid – SBD 1 YES

Pricing Schedule – Annexure B YES

Declaration of Interest – SBD 4 YES

Preference Point Claim Form - SBD 6.1 NO

Declaration of Bidder’s Past Supply Chain Management Practices – SBD 8 YES

Certificate of Independent Bid Determination – SBD 9 YES

Bidder Compliance form for Technical evaluation – Annexure A1 YES

The following documents must be submitted for pre-qualification Gate 0:

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The Bidder(s)’ information will be scored according to the following points system:

Functionality Maximum Points Achievable Minimum Threshold

Technical Evaluation Criteria:

Medical Surveillance

Immunisation

Reporting

Key Contact Person

Footprint

References

50

15

10

5

10

10

70

Overall Combined Score 100 70

Bid Evaluation Process Gate 1

Bids will be evaluated out of 100 points. The overall combined score must be equal or above 70 points in order

to proceed to Gate 2 for Price and BBBEE Evaluation.

Bidders must refer to Annexure A – Technical Scorecard for a allocation of points for technical evaluation.

15

Bid Evaluation Process Gate 2: Price & BBBEE Evaluation

Price Evaluation (90 points OR 80 points)

Adjudication Criteria Points

Price Evaluation

90

BBBEE Evaluation (10 points OR 20 points)

Adjudication Criteria Points

BBBEE Evaluation

(BBBEE Certificate and/or submission

of SBD 6.1)

10 or 20

Where:

Ps = Points scored for price of Bid under

consideration

Pt = Rand value of Bid under consideration

Pmin = Rand value of lowest acceptable Bid

Adjudication Criteria Points

Price Evaluation

80

Where:

Ps = Points scored for price of Bid under

consideration

Pt = Rand value of Bid under consideration

Pmin = Rand value of lowest acceptable Bid

Refer to Annexure B for Pricing schedule. Bidders are to submit

pricing exclusively for the regions they are tendering for.

Two preference point systems will be used for the evaluation of Price and BBBEE:

PPPFA Regulation 5 - 80/20 (Bid value R 0 < R 1 million VAT inclusive)

PPPFA Regulation 6 - 90/10 (Bid value > R 1 million VAT inclusive)

16

Bid Evaluation Process Gate 2: BBBEE

Classification Turnover Submission Requirement

Exempted Micro

Enterprise ( EME)

Below R5 million p.a. Certified copy of B-BBEE Rating

Certificate from a SANAS accredited

rating agency or a Registered Auditor

approved by IRBA or a letter from an

Accounting Officer as contemplated in the

CCA.

Qualifying Small

Enterprise (QSE)

Between R5 million and

R35 million p.a.

Certified copy of B-BBEE Rating

Certificate from a SANAS accredited

rating agency or a Registered Auditor

approved by IRBA.

Large Enterprise

(LE)

Above R35 million p.a. Certified copy of B-BBEE Rating

Certificate from a SANAS accredited

rating agency or a Registered Auditor

approved by IRBA.

Joint Ventures and Consortiums (JV’s collectively)

Incorporated JVs must submit the B-BBEE status of the entity. Unincorporated JVs must submit a consolidated B-BBEE

scorecard as if they were a group structure for every separate tender.

Submit SBD 6.1

6. BID DECLARATION 6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:

7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2

AND 5.1

7.1 B-BBEE Status Level of Contribution: …………. = ……………(maximum of 10 or 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and

must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS

or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

8. SUB-CONTRACTING 8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)

8.1.1 If yes, indicate:

(i) what percentage of the contract will be subcontracted? ............……………….…%

(ii) the name of the sub-contractor? …………………………………………………………..

(iii) the B-BBEE status level of the sub-contractor? ……………..

(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

Bid Evaluation Process Gate 2: BBBEE SBD 6.1

17

B-BBEE Contributor Level Number of Points

(80/20 system)

Number of Points

(90/10 system)

1 20 10

2 18 9

3 16 8

4 12 5

5 8 4

6 6 3

7 4 2

8 2 1

Non-Compliant Contributor 0 0

Bid Evaluation Process Gate 2: BBBEE Point allocation

18

19

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6.Service Level Agreement & Service Levels

7. RFP submission and contact details

8. Q&A

Table of Content

Service Level Agreement

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• Protection of Personal Information (POPI)

• Confidentiality Obligations

• Warranties

• Service Levels

• Medical surveillance and Immunisations schedules

• Documentation

• Disengagement Assistance

• Tax Compliance

Service Levels

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• Documentation

o Medical evaluation certificate

o Register of vaccines

• Reports

o Close-Out report

o Intervention report

o Health risks and common trends report

• Administration

o Meetings

o Queries and/or instructions

• Contract Management

o Complaints

22

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6.Service Level Agreement & Service Levels

7. RFP submission and contact details

8. Q&A

Table of Content

23

+

TENDER BOX SARS Brooklyn Bridge,570 Fehrsen Street, Linton

House, Brooklyn

Any enquiries must be referred, in writing via email to:

rft-professionalservices@sars.gov.za or tenderoffice@sars.gov.za

1 2

Bidders must submit copies of each file (Original and Duplicate) and a CD-ROM with

content of each file by the 05 November 2014 at 11:00

Original Duplicate

Bid Submission

+

Content of File 1

and 2

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Exhibit 1

Pre-qualification documents (SBD documents)

• Tax Clearance Certificate – SBD 2

• SARS Oath of Secrecy

• Invitation to Bid – SBD 1

• Declaration of Interest – SBD 4

• Preference Point Claim Form – SBD 6.1

• Declaration of Bidders Past SCM Practices – SBD 8

• Certificate of Independent Bid Determination – SBD 9

Exhibit 2

• Bidder Compliance Checklist – Annexure A1

• Technical Responses

• Supporting documents for technical responses

• References/ testimonials

Exhibit 3 • Company profile

• Supplementary information

File 1: Original/ Duplicate

Exhibit 4 • General Conditions of Contract

• Draft Services Agreement

25

File 2 :Original/ Duplicate

Exhibit 5 • BBBEE Certificate

Each file and CD-ROM must be marked correctly and sealed separately for easy

reference during the evaluation process. NB !

Exhibit 6 • Pricing Schedule (Annexure B)

26

1. Welcome and Introduction

2. RFP Timelines

3. Background

4. Scope of Work

5. Bid Evaluation Process

6. Service Level Agreement & Service Levels

7. RFP submission and contact details

8. Q&A

Table of Content

27