REQUEST FOR PROPOSALS For Supply - All In One PC & Laptop RFP #: 03/G/HAAD/PT/2017 Bid issue date: 24-Apr-2017 Deadline for submission of proposals: 23-May-2017 1 / 20
INDEX SECTION A - INSTRUCTION TO BIDDERS... 55 ARTICLE 1 - DEADLINES... 55 ARTICLE 2 - PACKING AND LABELLING OF PROPOSALS... 55 ARTICLE 3 - SUBMISSION OF PROPOSALS... 55 ARTICLE 4 - PROPOSAL CONTENTS... 66 ARTICLE 5 - BID BOND... 77 ARTICLE 6 - RFP TERMS AND CONDITIONS... 77 ARTICLE 7 - VALIDITY OF PROPOSAL... 88 ARTICLE 8 - INCOMPLETE AND LATE OFFERS:... 88 ARTICLE 9 - INQUIRIES... 88 ARTICLE 10 - ALTERATION OF PROPOSALS... 88 ARTICLE 11 - BIDDER RESPONSIBILITY... 88 ARTICLE 12 - ELIGIBLE BIDDER... 99 ARTICLE 13 - COSTS FOR PREPARING PROPOSALS... 99 ARTICLE 14 - CLARIFICATION... 99 ARTICLE 15 - EVALUATION OF PROPOSALS... 99 ARTICLE 16 - AMENDMENTS... 99 ARTICLE 17 - CONFIDENTIALITY... 1010 ARTICLE 18 - OWNERSHIP OF PROPOSALS... 1010 ARTICLE 19 - BID CANCELLATION... 1010 ARTICLE 20 - DISCUSSION/NEGOTIATION... 1010 ARTICLE 21 - AWARD... 1010 ARTICLE 22 - GOVERNING LAW AND LANGUAGE, AND JURISDICTION... 1111 ARTICLE 23 - INTEGRITY... 1111 SECTION B TERMS OF REFERENCES... 1212 SECTION C GENERAL TERMS AND CONDITIONS... 1414 ANNEX I - EVALUATION CRITERIA AND SCORES... 1616 ANNEX II- TECHNICAL SPECIFICATIONS... 1717 ANNEX III- FINANCIAL TEMPLATE BILL OF QUANTITIES... 1919 ANNEX IV- LETTER OF SUBMISSION... 2020 2 / 20
The complete Request for Proposal shall include the following: Section A: Instructions to Bidders Section B: Terms of References Annexes: Annex I : Evaluation criteria Annex II : Items Specifications Annex III : Financial Template Annex IV- Letter of Submission 3 / 20
Definitions and Abbreviations: The terms used herein this RFP shall have the following meanings: Government Contracting Authority / HAAD RFP Bidder Days /months/years Service Vendor Respective Sites Items/Hardware UAE DHS/AED Government of Abu Dhabi. Health Authority- Abu Dhabi Request for Proposal A legal entity entitled to submit proposal in respond to this bid Calendar days/months Supplying HAAD needs from required services The awarded bidder selected to perform the service specified in the RFP Support and Maintenance services shall be needed for the HAAD Locations HQ/Zayed Herbal Center Al Ain and Western Reign and IPC The devices offered by the bidder/s to be installed in any of the above mentioned sites United Arab Emirates UAE currency 4 / 20
Section A - Instruction to Bidders Bidder is requested to read the bidding documents carefully to be able to submit a responsive proposal. In submitting the proposal, bidder must respect all instructions, forms, Terms of Reference, contract provisions and specifications contained in this bidding document. Failure to submit a proposal containing all the required information and documentation within the deadline specified will lead to the rejection of the proposal. Article 1 - Deadlines Deadline for requesting clarifications from the HAAD Last date for issuing clarifications by the HAAD Deadline for submission of proposals Public Bid opening of technical proposals to all participated Bidders in the Tender Terms for attending the Public Bid opening Session: The bidder s representative who wishes to attend the Public Bid opening should hold authorization letter stating his ID no. (Passport no.) Signed and stamped by the authorized person in his Company. 10-May-2017 15-May-2017 23-May-2017 Date: 24-May-2017 Time: 10:00 am Venue: Meeting room 2nd floor HAAD building (address stated below in Article 3/Section A) Article 2 - Packing and Labelling of Proposals Each submitted proposal must comprise a Technical offer and a financial offer, each of which must be submitted separately in sealed envelopes. Each Technical offer and financial offer must contain one original, clearly marked "Original", and 2 copies, each marked "Copy". Failure to respect the requirements in Article 03, 04 & 05 will constitute a formal error and will result to rejection of the proposal Article 3 - Submission of Proposals Proposals must be submitted either by recorded delivery (official postal service) or hand delivery directly to the HAAD in return for a signed and dated receipt to the following address: Mr. Saif Al Suwaidi Section Head, Procurement Health Authority Abu Dhabi Airport Road behind Al Futtaim Motors Agency P.O. Box 5674 2 nd floor Note: Proposals submitted by any other means (i.e, fax or e-mail) will be rejected. Any deviation from these instructions (e.g., unsealed envelopes or references to price in the technical offer) is to be considered a breach of the rules, and will lead to rejection of the proposal. 5 / 20
Proposals must be submitted using the double envelope system, i.e., in an outer envelope containing two separate, sealed envelopes, one marked "Envelope A - Technical offer" and the other "Envelope B - Financial offer". All parts of the proposal other than the financial offer must be submitted in Envelope A. Abiding from these rules (e.g., unsealed envelopes or references to price in the technical offer) is to be considered a breach of the rules, and will lead to rejection of the proposal. The outer envelope should carry the following information: a) The address for submission of proposal indicated above; b) The reference code of the bid to which the bidder is responding (03/G/HAAD/PT/2017) c) The name of the bidder. The pages of the Technical and Financial offers must be numbered. Article 4 - Proposal Contents 4.1 Technical offer Document Title Table of contents, including page numbers Full contact details of the key person in the company in case of any clarification requirements *Letter of Submission (Use the standard Template Annex IV) on the Vendor s letterhead signed and stamped by the person in charge or companies authorized representative acknowledging the Vendor s agreement of the terms and conditions of this RFP and certifying that all information offered in the submitted proposal are true, accurate, and complete. *An executive technical summary including filled Annex II- Items Technical Specifications (Bill of Quantities) unpriced, demonstrating the bidder understands of the RfP s requirement, including the specification of requested item, delivery and installation schedule. Audited financial statement for the past year Certificate of Bidder s being authorized reseller/ agent of offered product. *Unconditional Bid bond (Section A/ Ref. Article 5) Copy of valid trade license / legal registration, Documents/ agency registration in the UAE Business references from different clients that shows that the bidder has a satisfactory performance record. Bidder is required to include details of points of contact (name, address, telephone number, etc.) for such references. Check list Y/N 6 / 20
Soft copy of the technical proposal ONLY with no reference to commercial offer (UNPRICED) Copies of the below documents for the employees assigned for this project as mandated by Executive Council: 1. Health insurance cards 2. Valid passports & residency 3. Proof of applying the wages protection system as per the Ministry of Labour, Proof of giving house allowance / accommodation benefits. Important Notes: (*)After the bid opening of the TECHNICAL proposals and in case any bidder did not submit the required documents state above, the proposal will be administratively rejected immediately without further consideration for review. REVEALING THE FINANCIAL OFFER IN TECHNICAL OFFER WILL LEAD TO THE REJECTION OF THE PROPOSAL. Failure to submit the bid bond on time of the closing of the tender submission will lead to the rejection of the proposal. 4.2 Financial offer The Financial offer must be presented as an amount in U.A.E currency (DHS), inclusive of all applicable tariffs and /or taxes and must be submitted using the attached template in filling the prices (Annex III- Financial template). Bidder has to put the prices showing the unit price per item intended to be proposed. Payments under this contract will be made in U.A.E currency (DHS). The hard copy of the priced list should be submitted stamped and signed. Soft Copy (CD) of financial offer and Annex III. Article 5 - Bid Bond The bidder must submit a bid bond with an amount of AED 11,000.00 (Eleven Thousands Dirham) enclosed in the technical proposal. The bond shall be unconditional, valid for 120 days starting from the closing date of proposal submission and addressed to the Health Authority Abu Dhabi. Priority for issuing the Bid bonds in UAE should be from an Abu Dhabi Banks. The bid bond will be returned back to bidders after the evaluation and awarding processes are completed. The Bid Bond will be forfeited for the benefit of the Contracting Authority in case the bidder withdraws prior to the lapse of the 120 days validity. The Bid Bond shall be returned back to the bidders as follows: - To those who are not awarded this RFP; - In case the Contracting Authority cancels this RFP; and - To the bidder who is awarded this RFP on condition that the contract is signed and performance bond is submitted. Article 6 - RFP Terms and Conditions Failure to accept the terms and conditions of this RFP at time of submission of proposal may result in giving the award to the next bidder. 7 / 20
Article 7 - Validity of Proposal Proposal must remain valid and open for the acceptance of HAAD for 120 days from the RFP closing date. Proposals specifying shorter acceptance period will be considered nonresponsive proposal. Article 8 - Incomplete and Late Offers: Incomplete and late proposals will not be accepted. It is the bidder responsibility to ensure that the proposal is submitted complete, on time and in accordance with the RFP terms and conditions. Late proposals shall be returned back unopened. Article 9 - Inquiries Bidders may submit questions in writing either through fax or e-mail to the following address before the deadline stated in the above timetable, Contact name : Mr. Moinudeen Zayeed Procurement Officer Address : Health Authority Abu Dhabi Fax no. : +9712 4193241 E-mail : mnzayeed@haad.ae Any clarification to be issued by the Contracting Authority will be communicated in writing to the bidder before the deadline stated in the timetable above. No further clarifications will be given after this date. Article 10 - Alteration of Proposals Bidders may alter their proposals by written notification prior to the deadline for submission of proposals stated in this RFP. No proposals may be altered after this deadline. Article 11 - Bidder Responsibility It is the responsibility of each bidder before submitting a proposal: a) To consider federal and local laws and regulations that may affect costs, progress, performance or furnishing of the service. b) To study and carefully correlate bidder s knowledge and observations with the contract documents and such other related data. c) To promptly notify the section Head of Procurement & General Services of all conflicts, errors, ambiguities, or discrepancies which bidder has discovered in or between the contract documents and such other related documents. d) Bidder has to quote for all items stated above (Annex II- Items Technical Specification). 8 / 20
Article 12 - Eligible Bidder Bidders considered eligible to submit proposal is defined as the entity /organization that meets the requirements of this RFP, is legally registered to do business in UAE, can provide a valid certificate of legal registration/ trade registration licence, and shall also have the following: 1. Minimum of five years experience in the Gulf Region 2. Be an authorized dealer/agent for the manufacturer of the offered items Article 13 - Costs for preparing proposals Under no circumstances will HAAD be liable for any costs incurred in connection with the preparation and submission of the proposal even if the Contracting Authority decides to reject all the proposals or cancel the bid. Article 14 - Clarification During the evaluation process, HAAD may request additional information from bidders if it is necessary for further clarity in regards to the submitted proposal. Article 15 - Evaluation of proposals The evaluation process will identify and recommend the proposal which is technically superior at reasonable price. The weight of the technical factors = 60% The weight of the price = 40% A. Technical evaluation of bids The quality of each technical offer will be evaluated in accordance with the evaluation factors specified in (Annex I) of this bidding document. No other award criteria will be used. The award criteria will be examined in accordance with the requirements indicated in the Terms of Reference. Only proposals with average scores of at least 60 points in the technical evaluation criteria will be considered. B. Financial Evaluation of offers Upon completion of the technical evaluation, the financial offers of those bidders who passed the technical evaluation stage will be opened. Article 16 - Amendments During the proposal submission period, if the HAAD decides to modify/ change any requirement/s of the RfP, [the modification/s shall be released through the issuance of 9 / 20
an amendment to the RfP.] Any amendment will be issued in writing and will be sent to all bidders. Article 17 - Confidentiality The entire evaluation procedure is confidential and all proposals are for official use only and may be communicated neither to the bidders nor to any party other than the HAAD. Article 18 - Ownership of Proposals The HAAD retains ownership of all proposals received as part of this tender. Consequently, bidders have no legal right to have their proposals returned to them. Article 19 - Bid Cancellation The HAAD has the right at any stage in the bidding process to cancel the whole bid without justification to any of the bidders. In the event, Bidders will be notified in writing of the cancellation by the HAAD. Article 20 - Discussion/Negotiation Although proposals may be accepted and a contract awarded without discussion, the HAAD may initiate discussions should clarification or negotiation be necessary. Bidders should be prepared to provide qualified personnel to discuss technical and contractual aspects of the proposal. Article 21 - Award Successful bidder will be notified in writing of the award. An award is not a purchase order or a contract and can be withdrawn at any time by HAAD prior to its signing of a definitive purchase order and/or a contract. Successful bidder will be required to sign at the completion of the selection process a formal purchase order and/or agreement on such terms and conditions as per HAAD s standard terms. The final purchase order and/or the agreement will stipulate that the application software and the recommended hardware configuration specified will satisfy the functions as stated in the RFP. Vendors should also be aware that the following documents would be included as attachments to the final purchase order or the contract: this RFP the vendor s proposal and attachments any other official correspondences between the authorized persons only from both parties in terms of emails, letters and faxes that may be used to convey clarifications, commitments or requirements between HAAD and the selected Bidder. 10 / 20
Article 22 - Governing Law and Language, and Jurisdiction 22.1 This Tender and subsequent purchase order and/or contract is subject to and shall be construed according to the applicable laws and regulations of the United Arab Emirates, the Emirate of Abu Dhabi and HAAD polices. In case of any dispute arising between the parties in connection with the execution or the interpretation of the purchase order and/or contract, the Abu Dhabi courts shall have jurisdiction. 22.2. The Tender, subsequent contract, and all notices pursuant to the provisions thereof shall be in English. Article 23 - Integrity The bidder shall commit itself to integrity in its dealing with HAAD. To this end, the bidder shall take all measures necessary to prevent corrupt practices, unfair means and illegal activities during any stage of its bid or contract stage in order to secure the contract or in furtherance to secure it and in particular commit itself to the following: Not offer any bribe, gift, consideration, reward, favor, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the Contracting Authority, connected directly or indirectly with the bidding process, or to any person related to the contract in exchange for any advantage in the bidding, evaluation, contracting and implementation of the Contract. If a staff or any relative of a staff member of the Contracting Authority has financial interest in the Bidder's company, the same shall be disclosed by the bidder to the Contracting Authority. 11 / 20
Section B Terms of References Article 1 - General background and HAAD objectives Health Authority Abu Dhabi (HAAD) is the regulatory authority for health services in the Emirate of Abu Dhabi. HAAD develops the strategy and a policy for the Emirate s health system based on HAAD regulates both public and private sector healthcare clinics, as well as health insurance providers within the Emirate of Abu Dhabi. HAAD s vision is to develop healthy communities and ensure that the highest quality healthcare services are delivered to the population of Abu Dhabi. Sustainable healthcare practices are a key component of HAAD s mission to promote community health and are in keeping with international best practices for total quality management. Article 2 - Purpose and Objectives of the RFP HAAD would like to enter in to agreement with qualified company which can deliver the required items as per the RfP requirement. Article 3 - Deliverables By the time of delivering the required item/s, the Vendor shall submit the following documents as minimum to the Contracting Authority: 1- Warranty Certificate from the Manufacturer 2- Warranty certification from the Vendor ( authorized dealer/ agent) 3- Certificate of Origin. 4- Warranty for Service and Support Article 4 - General Terms 4.1 WARRANTY TERMS - The Vendor warrants that the items provided by the Vendor will be free from manufacturing defects. - The warranty for any delivered item will not be less than Three years from the date of accepting the delivered item/s. - Vendor should clearly mention the term and condition for Warranty & support such as response time and fixing time. Article 5 - Delivery, Installation & Configuration Terms 1- Requested items must be tested and delivered as per the tender requirements. 2- Vendor is responsible for providing the software licenses required for the function of the delivered items. 3- Equipment must be properly labeled as per HAAD standards and as requested by HAAD project Manager. 4- All Management software must be Microsoft Windows Based and should support the latest Microsoft OS releases. 5- Vendor must configure, and customize the proposed solution according to HAAD security, and network/system environment. 6- Delivered item/s must be tested and commissioned before final acceptance by Contracting Authority. Any hardware equipment or software s required for 12 / 20
implementing those testing and commissioning procedures is the sole and full responsibilities of the Vendor at no cost to HAAD. Bidder should comply and confirm all above mentioned points in its Proposals. 8- Delivery time must be mentioned. Article 6 - Project Management A- Responsible body HAAD will assign a Project Manager who will be responsible for follow up and monitoring the work progress with the selected bidder/bidders during the supply period. Article 7 - Period of Execution Item # 1 deliveries should be completed within16 Weeks starting from the date of issuing Purchase Order to the Vendor. The Contracting Authority wishes the total ordered quantity to be received in four partial deliveries as follows Quantity Delivery 21 Within 4 6 Weeks from date of order. 21 Within 8 Weeks from date of order. 21 Within 12 Weeks from date of order. 21 Within 16 Weeks from date of order. The Vendor shall be responsible to store the item in its own storage until the completion of delivering all the ordered quantities to the Contracting Authority for acceptance and testing. Item # 2 deliveries should be completed within 4 6 weeks from date of issuing purchase order. 13 / 20
Section C General Terms and Conditions Article 1 - Performance Bond The Consultant shall be required to secure a performance bond in an amount equal to 10% of the total award price within 10 days from signing the contract Purchase Order and to be in effect for the duration of the delivery and warranty period. The performance bond may be used to satisfy penalties for lack of delivery and/or loss incurred in the event of the Vendor s failure to deliver or perform according to the requirements of the Purchase Order. The Performance Bond shall be issued from one of UAE Banks addressed to the Health Authority Abu Dhabi. Article 2 - TERMINATION a. Termination with Cause This Agreement shall be terminable by HAAD immediately without notice if the Vendor: (A) (B) Fails to commence and proceed with the performance of its obligation under the HAAD s issued purchase order and/or agreement with due diligence after being required to do so by HAAD; or Fails to perform any of its obligations hereunder and fails to remedy the same or take appropriate steps to secure the remedy of the same to the satisfaction of HAAD within response and rectification time as stated in a written notice; or (C) Refuses or neglects to carry out written instructions issued to it in the normal course; or (D) Ceases or appears or threatens not to carry on business in the normal course; or (E) Enters into liquidation (whether voluntarily or compulsorily) or has a winding up order made against it or calls a meeting of its creditors or suffers any execution or distress to be levied upon its property. If the HAAD exercises such right to terminate, it may thereupon take such steps, as it deems necessary to contract with a third party to perform and complete the required deliverables and/or maintenance services. The Vendor shall be liable to HAAD for all difference in costs and damages directly or indirectly arising from such termination. This right to terminate the obligations of the Vendor and to demand payment for such difference in costs and damages shall be in addition to the HAAD other legal rights whether the same is specified herein or not. Article 3 - VARIATIONS 4.1 Additions, modifications, and/or omission will be mutually agreed upon in writing by the Vendor and the Contracting Authority and confirmed in writing to the Vendorby the Authority. 4.2 The Vendor shall only act upon variations that are mutually agreed upon in writing between Vendor and the Contracting Authority. The Contracting Authority shall provide its input with all reasonable speed. Save as aforesaid, neither the Vendor nor 14 / 20
the Contracting Authority shall make or give effect to any alteration in or modification to the required supplies or Maintenance Services. Article 4 - Non-assignment A. The Vendor shall not assign or transfer the benefits and obligations of the purchase order and/or agreement or any part thereof to any person/company except by the Contracting Authority 's prior written approval. B. In any case of bankruptcy or liquidation of the Vendor, the purchase order and/or agreement shall automatically be terminated. In this case, the official receivers, trustees or liquidators of the Vendor shall not have the right to transfer/ assign the benefits or any of the rights under the purchase order and/or the agreement or prejudice the rights acquired by the Contracting Authority from the Vendor thereunder. Article 5 - Penalties a- Supply and installation of delivered items : In case the required deliverables are not submitted by the Vendor by the expected delivery date stated in the issued PO/Agreement, this will be investigated and the Vendor will be penalized. The delay penalties will be calculated as follows for each week delay started after the agreed upon date for delivering the items: 2.5% of the purchase order and/or Agreement Value from each week delay. The maximum penalty should not exceed 10% of the purchase order and/or Agreement value. 15 / 20
Annex I - Evaluation Criteria and scores Evaluation Factors A- Item/s specifications 40 Meet the items technical specification in Annex II Max Score Proposed technical solution is comprehensive and meet all HAAD requirements B- Delivery 20 Commitment to delivery duration and requirements as per RfP terms C- Support Services 20 Have presence in Abu Dhabi Emirate for Support services. D- Experience & references 20 Vendor s background and experience on projects of similar nature for at least last five years in UAE market. Over all Scoring 100 Only proposals with average scores of at least 60 points qualify for the financial evaluation Mandatory Criteria for accepting the bidder s proposal 1-Vendor is an authorized agent / reseller for the offered product/item 2- Items warranty is 3 years from date of items acceptance Yes /No 16 / 20
Annex II- Technical Specifications Item No. 1 : All In One PC Qty 84 All in one PC Model Processor Memory Hard Disk Graphics Display Operating System Network Camera Built-In Keyboard Mouse Warranty Desired Specification All in one PC - with height adjustable stand Intel Core i5-4460t 1.9 GHZ Processor 8 GB DDR3 500GB SATA 7200 RPM or 500GB SSD NVIDIA GeForce GT830A 2GB DDR 23 Full-HD Display - Non touch screen Windows 7 Professional 64 Bit LAN & Wi-Fi Integrated HD Webcam HDMI,Card Reader,DVD writer English / Arabic Wireless keyboard Wireless Mouse 3 Years Comprehensive (Parts & Labor) with Onsite Support Compliance Yes/No 17 / 20
Item No. 2 : Laptop Qty 15 Laptop Processor Memory Camera Keyboard Warranty Operating System Network Built-In Hard Disk Display Weight Graphics Carry Case Desired Specification Intel Core i7-6500u 2.5GHZ 8GB DDR4 Integrated HD Webcam English / Arabic 3 Years Comprehensive (Parts & Labor) with Onsite Support Windows 7 Professional 64 Bit LAN & Wi-Fi HDMI,Card Reader, DVD writer 500GB SATA 7200 RPM or 500GB SSD Approx. 14 Full HD 1920x1080 IPS LED HD Touch Screen 360 bend Approx. 1.75 KG AMD Radeon 2 GB Graphics Original Carry case from the Laptop Manufacturer Yes/No Compliance 18 / 20
Annex III- Financial Template Bill of Quantities No Item / Specifications QTY Unit price /AED Total prices/ AED* 1 Supply AIO 84 2 Supply - Laptop 15 *Offered Prices are final and inclusive of all/ any costs (i.e.: taxes, supply, warranty and delivery to HAAD final destinations etc.). 19 / 20
Annex IV- Letter of Submission To: Health Authority- Abu Dhabi Po Box 5674, Abu Dhabi, UAE Subject: Letter of Submission for Dear Sirs, Tender no. ---------------------------------------------------------- Tender title: -------------------------------------------------------------- We, [insert Company Name], hereby acknowledge that we studied the subject RFP and we are in agreement with the terms and conditions of it and certifying that all information offered in the submitted proposal are true, accurate, and complete. In case of any clarification, please contact Mr. --------------------------- assigned to respond to any received inquiry related to the submitted proposals in responses to this RfP. The contact is as follows: Designation: E-mail: Tel: Mobile: Authorized Signatory Name: Designation: Signatures: Date: Company stamp 20 / 20