TIMS. TB in the Mining Sector in Southern Africa

Transcription

1 TIMS TB in the Mining Sector in Southern Africa Supply, delivery, commissioning & calibration of Medical Equipment: Audiometric Booths & Digital X-Ray Machines. Tender No: PCT/2016/53 Purchaser: Wits Health Consortium Proprietary Limited Country: South Africa S / REQUEST FOR CLARIFICATION - RECEIVED UP TO 14 JULY 2016

2 1. I would like some clarity please, is this tender or below items listed considered as a LOT or can we submit the tender on individual items only? 2. If we don t sell Audiometers but the rest of the equipment we must source if we want to participate, correct? The supplier must be able to supply all the items in the bid document We [ORGANISATION NAME REMOVED], intend to participate in the Tender: PCT/2016/553. However, we would like for you to confirm if there is only one lot for both items or the Audiometric Booths and Digital X-Ray Machines are in two separate lots. Can one quote either the Audiometric Booths or Digital X-Ray Machines only? The supplier must be able to supply all the items in the bid document. The audiometry equipment will be housed in a structured that will be constructed from 12m containers. 2

3 One more clarification on the technical specifications of the Audiometric Booths. What are the specific features required for the cabins? Example; With Ventilation or without, physical dimensions, noise reduction We are interested in participating in the above referenced tender and would be grateful if you could clarify the following: Therefore will not have very good noise dampening qualities on its own. Noise reduction must therefore deal with ambient noise originating from the clinic as well as from the outside environment The container itself will have ventilation, but as this equipment is going to be located in hot environments, self-contained ventilation will be an advantage Please confirm if 100% payment will be made after submission of invoice at the time of contract signature. If not, please specify when an invoice can be submitted for payment and if any other documentation will be required. Will the payment be processed directly by bank transfer from the Global Fund or through Wits Health? What guarantee is available or in place to ensure the project financing and that the contractor s payments are secured? Please clarify and confirm if we should quote on a CIP or DDP basis? You have enclosed pricing and delivery schedules which detail a requirement for us to show duties and taxes for each of the destinations. Please confirm if the project (being funded by the Global Fund) will be eligible for tax and duty exemptions in each of the destination countries. Furthermore in accordance with Article 14(c) of the Instructions to Bidders it stipulates that we should quote on a CIP (Incoterms 2010) basis. No, 100% payment will not be made after submission of the invoice after contract signature; Payments will be scheduled based on deliveries to the various countries. Payments will be split 50% before delivery remaining 50% after delivery, less any performance guarantees. Payments will be made through Wits Health. A letter of obligation is provided form the funder to WHC indicating payment terms and conditions. Every effort is being made to ensure that all taxation and duties are exempt for the equipment in each of the destination countries. With each country having different tax laws we cannot guarantee that all items will be exempt on delivery and in certain circumstances we may only be refunded for the taxes and duties after the fact. At this stage all deliveries should be to those cities listed under ITB 14.8 (b) (i). Note that an option exists for equipment to be delivered to a central point where 3

4 In order for us to accurately calculate delivery costs can we assume that the final delivery site will be within the confines of the cities listed under ITB 14.8 (b) (i) of the BDS? Will the project accept proposed delivery dates outside those specified in the Delivery schedule? Please confirm that the tender will be evaluated and awarded as a complete package and will not be split either by product or by country. The stipulated deadline of 22 nd does not provide reasonable time to prepare a tender submission and also obtain the Bid Security, please can we respectfully request a minimum one week extension to the tender submission date. Please can you provide a copy of the Pricing and Delivery schedule forms in Word or Excel format. the OHSC will be fabricated. As this is not finalised, kindly include logistics costs for country delivery No, unless the delays are quested by Wits Health, dates outside of the proposed delivery dates will not be accepted. Tender will be not be split by countries, i.e. tender will be for all equipment across 11 OHSCs Unfortunately no extension is available. To be provided on the website We would comment that publishing the clarifications 4 days before the submission date restricts and prohibits any international participation in this open tender process. Unfortunately no extension. In light of this fact please can you at least confirm in advance that there will be an extension to the submission deadline. [NAME OF ORGANISATION REMOVED] supplies Audiometers, booths, software and a full installation & calibration service. We would like to submit a proposal for this tender. May I please ask for some additional clarity: 1. The equipment is required for screening audiometry. Any significant deviations from normal will require specialist referral for diagnostics 2. There are 2 options for installation: a. At the location of the OHSCs in the different countries 4

5 1. What type of audiometers and booths are being requested i.e. screening, diagnostic etc? 2. Where will the installations take place? 3. Number of sites? 4. Where will the equipment training need to be performed? 5. Is there an SLA requirement? b. At the location of the prefabrication of the OHSC prior to be delivery to country The logistics around this is still being assessed, but the service provider must have the capacity to do both. I any event, calibration will take place at the sites in country 3. There will be 11 sites in 8 countries 4. This will be in-country (at the sites of the OHSCs) 5. There will be contract drawn up between the supplier and WHC. This will define service level 2 nd 1. Is ototoxicity testing required? 2. Will all sites be responsible for their own data, or will a central database be a requirement? 3. Amtronix supplies Audiometer (Screening and diagnostic) but not X Ray devices, can we bid on the audiometers & Booths only? 4. I have a concern that if the replies are only available on Monday, that there is not enough time to get the tender in by the 22 nd July due to having to obtain quotes from shippers etc. 5. In the logistics sheet (Page 48) you make mention of Malawi, but on page 28 you do not mention Malawi. Is Malawi included? We are Company based in [NAME OF CITY REMOVED], Mozambique, [NAME OF ORGANISATION REMOVED], We are suppliers of X Ray Machines to [REFERENCE REMOVED]. 1. As the focus of the project is on TB, the side effects of some of the treatment regimens is ototoxicity. This should therefore be tested for. 2. Initially all sites will have their own data. Data integration is an activity for later phases of the project. However, the equipment at each OHSC must be standardised to allow for data integration at a later stage 3. The bid is a package for all the equipment 4. Unfortunately, this cannot be helped. Shipping queries should already be underway in anticipation. 5. Malawi is one of the grant recipient countries, but is NOT included in this round of OHSC establishment We have seen your tender in the local Newspaper here and we would like to participate in same. 5

6 Kindly advice the following: 1) What is the amount of BID Security which has to be submitted along with tender? 2) We will be providing a Bank Guarantee and as we will be using a Local bank in Mozambique, can we provide the Bank Guarantee in Local Currency equal to ZAR. 3) Can we send our Bid Via DHL Courier or we have to be present personally to deliver our bid. 4) Pls note that.in Mozambique it takes 7 days to get a Bank Guarantee, so your reply on 18th would not solve our purpose. Please advise asap as we have a very short time to prepare this tender. Reference tender PCT/2016/53 Supply, delivery, commissioning & calibration of Medical Equipment (Audiometric Booths & Digital X-ray Machines) we need more specifications for AUDIOMETRIC EQUIPMENT i.e size, utilization, Noise reduction requested etc Bid security will be for the full value of your tender. If bank guarantees are provided in local currency, where possible the amount must the ZAR amount must be fixed and not be variable. As such this must be done to negate the effect of large changes in the currency exchange rate. Bid can be sent via courier. Reply sent on 15 th July 2016 The audiometry equipment will be housed in a structure that will be constructed from 12m containers. Therefore will not have very good noise dampening qualities on its own. Noise reduction must therefore deal with ambient noise originating from the clinic as well as from the outside environment The container itself will have ventilation, but as this equipment is going to be located in hot environments, self-contained ventilation will be an advantage The MAXIMUM internal height of the facility is 2.4m. The booth should not exceed this 6

7 The CEO of [NAME OF ORGANISATION REMOVED, [NAME OF INDIVIDUAL REMOVED] together with his colleague would like to set up a meeting to discuss the above mentioned tender that is out. Unfortunately this is not possible. He kindly propose for the meeting to take place this Friday, 15 July 2016, morning at your offices however he would like to confirm your availability (Time) on this day. 1. I would like to please schedule an appointment to meet with you on Thursday 14th July 2016, to discuss the above tender. Please advise if 11h00, or 14h00 would be suitable for you? Unfortunately this is not possible. 2. You have been conversing with our partners from the UK, Unit Export. Our main questions are: 1. Could you give us a bit of background for the project? Is it e.g. for the mines and is the X-ray part related to TB & Silicosis screening? We ask because we have supplied 6 X-ray machines with TB software that are used in trucks for the prison screening project by TB/HIVCare, RtCare and Aurum. 2. If it is also TB related, is the addition of our dedicated Computer Aided Detection 4 TB software in that case separately evaluated or just a pro? Please also see demo portal below. 3. How should we interpret ITB 15.1? We are a Dutch company and quoting in Rand is not our favorite as you may understand. 1. The XRAY equipment is specifically for TB, silicosis and other occupational lung disease screening i.e not for general XRAYS. It will be housed in a stationary container that may be similar in layout (somewhat larger) to the mobile units you mention 2. Please add in the CAD 4 software. Also itemise the cost so that we can see this separately. A decision will be made whether to include this based on funds available. 3. Unfortunately the tender needs to be in ZAR, as we are not able to fairly assess all tenders if they are in different currencies. 7

8 So our question is that if only 1% of our offer comes from RSA, can we then quote 1% in ZAR and 99% in Euros? 4. How essential is the SID movement in the technical specs? ( and we assume these are cm?) 4. Source Image Distance (SID) will be relative fixed due to the fact that only lung XRAYS are contemplated 5. Yes 5. Are variations of 10% from the technical specs acceptable? We would like to enquire the following regarding the digital X-ray unit: 1. From the specification we note you require the quote / price to be broken down into digital x-ray tube housing, 52kW X-ray generator, image workstation and film printer. From what we understand the requirements are for a U-Arm based DR X-ray unit. The solutions we offer will have all components (except for the film printer) integrated into a single line items price. Our manufacturers (Philips, Samsung, Delft) always provide a complete system hence we cannot quote on the individual components. Please verify if this is correct? 2. Do you have any requirements in terms of flat panel detector type? We can offer both CSi (Caesium Iodide Scintillator) or GdOS. 3. Are there any requirements on how many images need to be stored on the X-ray modality workstation or if you require interface or export to PACS our cloud archive? 4. Will you require integration to automated tuberculosis screening software at a later stage? 5. Is it possible to send or provide the floor plans or room layout for the various installation sites to ensure the X-ray modality we offer is correct for the room. 1. Where there is an integrated system from a supplier, please quote for the whole system. Note in the quote what components are contained in the integrated system 2. There are no requirements from our side. You are free to recommend based on your experience and cost accordingly. If there are variances in cost, then provide information on both. 3. We will need to understand the capacity for storage on the workstation as well as the backup facility. The throughput at each OHSC is an average of 250 patients a month. This is a maximum as all will not require an XRAY 4. Yes 5. Unfortunately, we do not as yet have accurate floor plans as the size of the equipment will influence this. The XRAY unit will be housed in a 12m converted container that will have other medical equipment as well. At some sites, the XRAY 8

9 6. Do we need to provide radiation shielding and protection for each installation area (lead lining, lead windows, lead doors, protective clothing for radiographers ) or is the provided by the end user? 7. Must we provide UPS systems for the image workstations or does the sites have backup & emergency power? 8. Must we provide DB board (distribution board) as part of bid or is all electrical systems up to X-ray modality generator supplied at each site by end user? 9. Can you provide an estimate of monthly and annual studies / examinations at each site? 10. Will the X-ray modalities only be used for chest X-ray studies or must a mobile trolley be provided for abdominal and extremity studies as well? 11. Will any diagnostic reporting be done on-site at the X-ray modality? If so don t you require a 3MP diagnostic reporting station as part of bid? 12. Do you require any external backup of storage of X-ray images on CD/DVD? Below is a request for clarity concerning the SCC and payment conditions: 1. Our OEM cannot quote unless these are addressed. Would you be able to assist by addressing these (specifically the payment conditions) 2. After we went through the tender document package, we found there are no payment conditions inside. It will be difficult for us to quote without payment terms. 3. And in section 16 of the GCC attached, it says, the contract price shall be paid as specified in SCC (so called Specified Conditions of Contract). And many other locations in GCC mentions SCC so we guess there should be an SCC in the tender document equipment will be housed in an existing hospital so dimensions will be less of a constraint 6. Provided by end user 7. UPS will be preferable even though each site will have a generator 8. Supplied by end user 9. Expected throughput is averaged at 250 per month per OHSC 10. Only chest XRAYS others will be referred out 11. Please quote on this separately 12. Yes Payment conditions will be that payment is only made on the presentation of a valid invoice. Payments will be scheduled based on deliveries to the various countries. Payments will be split 50% before delivery remaining 50% after delivery, less any performance guarantees. The GCC is the current payment methodology to be applied. There is no SCC currently and this will be negotiated at the point of award. The payment conditions shall not be affected and shall remain the same as in the SCC which shall be supplied at the point of award. 9

10 Plse clarify as follows. 1. If Bid declaration is required for the tender instead of Bank guarantee. 2. On delivery schedule Malawi is not include but on logistics and commissioning is included. 3. If you would extend submission date to at least one week if possible so that we can prepare the tender with sober mind? Questions: 1. Can two different bidders supply the same brand and model of Audio booth, but different x-ray machines? 2. I have been asked by other companies to supply them with my equipment, if I do so, would I be negatively affected, being that more than one company is supplying the same x-ray machine? 3. Does a bidder have the option to only supply the X-ray machine and not the audio booth? 4. The letter of intend to tender shows a submission date of I have submitted it electronically to you this morning. 5. Do I need to post that letter to you again on the 19 th or can I submit it with my tender on the 22 nd of July. 6. Is the performance guarantee issued by the bidder only if the bidder I awarded the tender? 7. Is the performance guarantee calculated the same way as the bank guarantee? 8. Will the equipment be stored at the different airports or would we need to store it at warehouses in the different countries? We would like to know if we have to prepare the bid to distribute the goods at all countries of the bidding documents or we can participate just to some countries. We are a Mozambique Based company and we would like to Participate in this bid. Can you Please advice the following: 1. No - We require both 2. No delivery requirements in Malawi, please exclude all logistics and commissioning in Malawi. 3. Unfortunately, this cannot be done. The extension of the bid document cannot take place unless Wits agrees to an extension 1. The bid should be for all the equipment in the bid document. We require standard equipment in all OHSCs to facilitate maintenance, training, data integration, etc. 2. As above 3. As above 4. Bidder can submit electronically and include the letter together with the bid. 5. We will verify receipt of electronic Intent to Tender 6. That is correct but the bidder should indicate the cost on the tender 7. Correct both carries a % of 5% see page There are 2 options for delivery a. Deliver to centralised area where OHSC are prefabricated b. Delivery to countries individually Supplier should have capability to do both Needs to be to all countries. 10

11 1. As we are based in Mozambique, can we only Bid for Mozambique or we have to bid for all the countries!! 2. Can we Only Bid for Digital X Ray Machine for Mozambique. 3. Do we have to be physically present at the time of Bid Opening or we can send our Bid Via DHL Courier. Need to bid for all countries. Need to bid for all countries. Bid can be sent via courier. Please advise on above as soon as possible. Kindly give a briefing with regards to the abovementioned reference [REFERENCE MADE TO TENDER NUMBER], as to what medical supply it is. Not sure what the question is, tender explains all medical equipment that needs to be procured. 11