REQUEST FOR TENDER TERMS OF REFERENCE

Transcription

1 REQUEST FOR TENDER TERMS OF REFERENCE Terms of Reference for the appointment of a Service Provider to provide a digital zoom microscope to the South African National Biodiversity Institute (SANBI) Physical address: The South African National Biodiversity Institute 2 Cussonia Avenue, Brummeria, Pretoria Postal address: The South African National Biodiversity Institute The National Herbarium Private Bag X101 Silverton 0184 Tender number: SANBI: G335/2019 1

2 1. INTRODUCTION AND BACKGROUND Scientists in the Biosystematics and Collections Division of the South African National Biodiversity Institute (SANBI) do taxonomic research on plant specimens housed in the National Herbarium. This entails doing descriptive work based on either fresh plant material, or else pressed and dried herbarium specimens. In addition, zoologists in the Division conduct research on animal specimens, including small insects. Some important diagnostic features of the plant or animal specimens are too minute to be seen with the naked eye, and require magnification to be accurately observed, quantified and described. Microscopes are therefore a standard and indispensable tool for taxonomists for use in description, analysis and identification. For purposes of documenting and recording as well as illustrating micromorphological features, a microscope with an integrated digital camera that can take images is required. A Service Provider is therefore required to supply a digital zoom microscope to SANBI according to the specifications provided. 2. INVITATION TO TENDER Service Providers are hereby invited by SANBI to provide tenders for a digital zoom microscope to SANBI at the National Herbarium, Pretoria. The tender process will be co-ordinated by SANBI s Supply Chain Management (SCM) section at the following address: Deputy Director: Supply Chain Management The South African National Biodiversity Institute (SANBI) Private Bag X101, Silverton, SPECIFICATIONS REQUIRED FOR DIGITAL ZOOM MICROSCOPE Table 1: Specifications for the microscope to be supplied. Item Camera Specification 1/1.8 inch CCD chip or bigger Peltier cooled Sensitivity ISO equivalent Image size: 3594 x 3594 (1:1)/4792 x 3594 (4:3) or greater Frame rate of 15 fps at maximum resolution or 27 fps or more with pixel binning mode Magnification 1X to 16X optical zoom (software driven) 17X to 30X digital zoom 1X objective with a working distance of at least 138mm and N.A of at least X objective with a working distance of at least 50mm and N.A of at least 0.09 Prerequisite: able to upgrade to higher magnification objective at a later stage Frame Coarse focus manual Stroke: 50 mm Fine focusing (motorised) Stroke: 34 mm Fine focusing (motorised) with resolution: at least 0.4 μm 2

3 Tilt angle Left/Right 45 Stage Illumination Software Workstation Fully motorised (software driven as well as with a joystick) Stroke 300 x 300 mm A large universal stand to facilitate viewing of samples on herbarium sheets (29 x 43 cm) should be available as an accessory LED ring light reflected light illumination with four quadrants that can switched on and off Anti-halation lens to provide sharp images without glare around the edges LED transmitted light oblique illumination Manipulate stage position, zoom, focus and light intensity Auto-focus function Add a scale bar Add annotations Measure length and area Stitch images to create panoramic image Create 3D image and z-stitched image (in the same software package) HDR (High Dynamic Range) mode No annual licensing fee Compatible with Microsoft High-end workstation 4. SERVICE REQUIREMENTS OF THE SERVICE PROVIDERS In addition to supplying the microscope, Service Providers will be required to: a) ensure safe delivery of the microscope to SANBI s premises in Pretoria; b) set up the digital zoom microscope upon delivery; c) provide an initial demonstration and training session for a maximum of six users and a maximum of three working days; d) be available for further consultation on how to use or refine set-up of the microscope should problems arise within six months after initial delivery and set-up; e) provide a warranty and a 3-year maintenance plan. 5. REQUIREMENTS FOR TENDER Potential Service Providers are required to submit the following documents which will be used to evaluate functionality: Description of the microscope and accessories with specifications relative to the Table 1, with details of any deviations and an explanation why the specification offered is superior. Details of the post-sales services offered (see point 4 above), including the warranty, three year maintenance plan, arrangements for urgent repairs and trouble-shooting. Details of training offered. Estimated time taken for delivery. 3

4 The completed Standard Bidding (SBD) forms (included in the bid documentation). Company profile and track record. Letters of reference from three clients for whom a similar microscope has been installed. A certified copy of valid Broad-based Black Economic Empowerment (B-BBEE) Status Level Certificate or sworn affidavit is required for awarding of BBBEE points. (This document is not compulsory but failure to submit this will result in the bid not being awarded points). Compulsory documents required: The following documents must be submitted. Failure to submit these documents will result in the bid being disqualified. A copy of the company Central Supplier Database (CSD) registration. A valid copy of the Unemployed Insurance Fund (UIF) certificate of compliance issued by the Department of Labour. 6. FUNCTIONALITY EVALUATION CRITERIA AND PPPFA REQUIREMENTS In accordance with the National Treasury Instruction Note on the Amended Guidelines in Respect of Bids that include Functionality as a Criterion for Evaluation (issued 3 September 2010), this tender will be evaluated in two stages: The first stage will evaluate functionality according to the criteria listed in the table below. Sufficient information must be provided to allow the Bid Evaluation Committee to score bids against all these criteria. Table 2: Criteria for evaluating functionality. CRITERION a. Company profile and past performance WEIGHT 25 Expertise and focus of the Service Provider relative to supply of the required microscope, and associated services (20) Past performance based on three letters of reference. b. Specifications of the microscope and accessories to be supplied relative to the required specifications (Table 1) c. Services offered Extent to which the specifications of the microscope and accessories match the required specifications (5) Post sales services offered (see point 4), including the warranty, three year maintenance plan, additional support, arrangements for urgent repairs and trouble-shooting including response time, delivery time. Approach to training offered (15) (10) TOTAL 100 Bids that fail to score a minimum of 70 points out of 100 points for functionality will not be eligible for further consideration. 4

5 7. PRICE AND PREFERENTIAL POINTS The second stage will evaluate the price and Broad-Based Black Economic Empowerment (B- BBEE) preference points of those bids which meet the minimum threshold for functionality. In accordance with the Preferential Procurement Regulations, 2011 pertaining to the Preferential Procurement Policy Framework Act (No. 5 of 2000), the 80/20 point system will be applied in evaluating proposals that qualify for further consideration, where price constitutes 80 points and 20 points will be awarded based on the bidder s B-BBEE Status Level Certificate. Failure to submit the B-BBEE Certificate mentioned above will not necessarily result in a bid being disqualified, but no points will be awarded for B-BBEE status. Pricing, which must only include costs for the following, inclusive of VAT, must be submitted with original tender document only (see point 9 below). TABLE 3: Pricing details to be provided. ITEM Microscope and accessories Delivery costs and set up Warranty Three year maintenance plan Three-day training for six staff TOTAL PRICE (including VAT) If there are other costs in addition to those listed above, these must be stated separately, and not included in the table and total amount. 8. SANBI RESERVES THE RIGHT TO: (a) verify any information supplied in the tender documents; (b) not appoint any Service Provider; (c) cancel or withdraw the invitation to tender without attracting any penalties or liabilities; and (d) disqualify a bid or cancel any subsequent contracts should it be found that an omission of disclosure of information, factually inaccurate and/or that a misrepresentation of facts may have occurred. 9. SUBMISSIONS Service Providers are to submit one (1) pack of original proposals, marked ORIGINAL in a separate envelope and three (3) packs of copies, marked COPY in a second envelope. NB. Financial or pricing details should ONLY be included in the pack marked ORIGINAL. Financial information included in the COPIES will lead to your bid being disqualified. NB. Failure to submit one (1) pack of original proposals, marked ORIGINAL in a separate envelope and three (3) packs of copies, marked COPY in a second envelope, will lead to your bid being disqualified. All documents must be clearly labelled including the title: SANBI:G335/2019 Closing date for submitting the tender will be on 26 April 2019 at or before 11:00. 5

6 Applications can be submitted in the tender box located in the Biodiversity Building at the Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria, during office hours (08:00 16:00). Alternatively, applications can be posted to the following address: Deputy Director: Supply Chain Management The South African National Biodiversity Institute (SANBI) Private Bag X101 Silverton 0184 South Africa Note: ed and faxed submissions will not be accepted. Late submissions will be disqualified. Requests for further information: Requests for more information on the technical aspects of this tender must be directed to: Dr Janine Victor at j.victor@sanbi.org.za For more information on the Supply Chain Management section requirements, contact Ms Molatelo Matlala at (012) or M.Matlala2@sanbi.org.za 10. PREPARATION OF PROPOSAL SANBI shall not be held liable for any cost incurred by the potential service providers in the preparation of this quotation, the obtaining of certificates or any other cost that might be incurred in submitting the quotation. 11. TENDER DOCUMENTATION Tender documents can be downloaded from the SANBI website: 6