Mr Price


Job details
Job Type
Temporarily remote (COVID-19)

Full Job Description
RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01
The University of Limpopo (the “University”)
REQUEST FOR QUOTATION (RFQ)
RFQ Number UL2020/09/01
RFQ for THE SUPPLY AND DELIVERY OF STAFF COMPUTER
EQUIPMENT AND ACCESSORIES AT THE UNIVERSITY OF
LIMPOPO
Issue Date 15 September 2020
Due Date 18 September 2020 @ 15:00
RESPONSES TO THIS RFQ SHOULD ONLY BE
By e-mail to: e-RFQ.SCM@ul.ac.za
FORWARDED TO:
Not later than the closing date and time
This is official and documents form part of your response. It must be completed, signed and
returned to the University in its entirety. Please ensure that each page is initialed.
All information in this RFQ is strictly confidential
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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01

Contents
REQUEST FOR QUOTATION (RFQ) ………………………………………………………………………… 1
1. BACKGROUND ……………………………………………………………………………………………… 3
1.1 Purpose of this Assignment ………………………………………………………………………… 3
1.2 Objective ……………………………………………………………………………………………………. 3
1.3 Deliverables ……………………………………………………………………………………………….. 3
1.4 Scope of Services – Supply and Delivery of Devices and Accessories …………… 4
1.5 No Guarantee of Volume of Work or Exclusivity of Contract ………………………….. 4
2. CONTACT PERSON ……………………………………………………………………………………….. 4
3. CANVASSING ………………………………………………………………………………………………… 4
4. COSTS ………………………………………………………………………………………………………….. 5
5. RFQ RESPONSES ………………………………………………………………………………………….. 5
6. CONFIDENTIALITY ………………………………………………………………………………………… 6
7 CONFLICT OF INTEREST ……………………………………………………………………………….. 6
8 REQUESTS FOR ADDITIONAL INFORMATION …………………………………………………. 6
9 ADDENDUM TO THE RFQ ……………………………………………………………………………….. 6
10 GENERAL TERMS AND CONDITIONS ……………………………………………………………… 6
11 AMPLIFICATION OF RESPONSES …………………………………………………………………… 7
12 EVALUATION PROCESS ………………………………………………………………………………… 7
12.2 Mandatory Requirements …………………………………………………………………………….. 8
12.3 Pre-qualification /screening evaluation …………………………………………………………. 8
12.4 Mandatory Requirements Checklist……………………………………………………………….. 9
12.5 Stage 2 (PRICE AND BBBEE) ………………………………………………………………………. 10
13 GENERAL COMPETENCE …………………………………………………………………………….. 10
14 SPECIAL TERMS AND CONDITIONS ……………………………………………………………… 11
15 DISCLAIMER ……………………………………………………………………………………………….. 11
ANNEXURE A: BASIC INFORMATION …………………………………………………………………………… 12
ANNEXURE C:DECLARATION OF INTEREST ……………………………………………………………….. 14
ANNEXURE E:LAPTOP SPECIFICATION A STANDARD ………………………………………………… 15
ANNEXURE F: SPECIFICATION AND PRICING EXCEL TEMPLATE………………………………… 16
ANNEXURE G: FORMAL QUOTATION ………………………………………………………………………….. 17



All information in this RFQ is strictly confidential
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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01

SECTION A – THE RFQ PROCESS


1. BACKGROUND


The University of Limpopo (UL) was established in 1959 as the University of the North. Currently
the UL has population of about 22 000 students with a staff compliment of approximately 1300.
The Turfloop Campus in Mankweng Township serves as the main campus of the University.


Due to the risk of infection of the Covid-19 virus, the Department of Higher Education has
requested higher education institutions not to continue with campus-based teaching but to
complete the academic year of 2020 with online teaching. In keeping with this mandate, the
university wishes to provide staff members with the necessary tools to proceed with their duties
both remotely and on campus.

1.1 Purpose of this Assignment
The purpose of this assignment is to procure electronic devices for UL staff members.



1.2 Objective
The University of Limpopo to appoint a Service Provider to supply electronic devices to
staff that meet the requirements. The Service Provider should also provide technical
assistance for a period of four (3) years onsite or collect and return.


1.3 Deliverables

1.3.1 Laptops Specification


DESCRIPTION QUANTITY


Laptop Specification A :Standard (Annexure D) 120

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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01



1.3.2 Accessories
a) 120 x 14 Inch laptop bag
b) 120 x wireless mouse


1.4 Scope of Services – Supply and Delivery of Devices and Accessories
a. Bidder shall provide a detail support and maintenance plan containing of critical
information pertaining, but not limited to; reporting, logging, resolution and closure
of support related challenges
b. All Mobile Devices must be accompanied with Help Desk contact information and
other necessary information


1.5 No Guarantee of Volume of Work or Exclusivity of Contract
The University of Limpopo makes no guarantee of the value or volume of work to be
assigned to the successful bidder. The Agreement to be negotiated with the successful
bidder will not be an exclusive contract for the provision of the described Deliverables. UL
may contract with other for the same or similar Deliverables to those described in the RFQ.



2. CONTACT PERSON


2.1 Phuti Seroto (the “Contact Person”) is the point of contact for Bidders. All enquiries and
contact regarding this RFQ should be in writing and directed to the Contact Person.


2.2 The Contact Person’s details are as follows:
Mr.Phuti Seroto
Supply Chain management
University of Limpopo
Email: phuti.seroto@ul.ac.za



3. CANVASSING
3.1 Canvassing by the Bidder in any form, of any member of staff or student of the University,
for purposes of influencing the evaluation process, will automatically disqualify the Bidder
from the evaluation process.

All information in this RFQ is strictly confidential
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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01



3.2 The University of Limpopo (UL) is committed to maintaining a culture of ethical compliance.
If you have information regarding fraud, corruption or collusion by suppliers, service
providers, UL employees or any of its representatives, please contact toll free UL Whistle
Blowing Hotline on 0800 26 26.



4. COSTS


The University shall not be liable for any costs incurred by any Bidder in connection with its
Response to this RFQ.



5. RFQ RESPONSES

5.1 Responses to this RFQ should provide sufficient information to address the University’s
requirements as set out in this RFQ document, together with all attachments and addenda
hereto.


Bidders are required to complete sign this RFQ document, together with all attachments and
addenda hereto.


5.2 The university shall request documents from the successful bidder, to be submitted as part
of a Response.


5.3 The University shall not be responsible for, or pay for, any expenses or losses, which may
be incurred by the Bidder in the preparation and delivery of its Responses.


5.4 All material submitted in reply to this RFQ shall become the property of the University and
may only be returned to a Bidder at the University’s discretion.


5.4.1 Responses submitted to the University may be reviewed and evaluated by any person
appointed thereto by the University acting in its sole and absolute discretion, except for
competitor Bidders.


5.4.2 The University has the right to use any or all of the information presented to it in any
Response to the RFQ as it deems fit.

All information in this RFQ is strictly confidential
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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01



6. CONFIDENTIALITY


6.1 The University considers this RFQ and all information, either written or verbal, which is
provided to the Bidder in connection with this RFQ, to be proprietary to the University.


6.2 By responding to this RFQ, the Bidder undertakes to:


Keep strictly confidential and not to disclose, publish or advertise to any third party without
the prior written consent of the University: 
any information either written or verbal relating to the Response or any contract
concluded with the University prior to or subsequent to the RFQ evaluation
process; or any information either written or verbal disclosed to the Bidder which
the Bidder should reasonably have known to be confidential or proprietary; and 
procure that its officers, employees, agents and representatives shall keep all
information referred to in the above confidential.



7 CONFLICT OF INTEREST


Each Bidder must declare any actual or potential conflict of interests relating to the
rendering of the Services to the University.


8 REQUESTS FOR ADDITIONAL INFORMATION

The University will respond to reasonable requests for additional information relating to
this RFQ. If a change or further explanation is deemed necessary by the University, the
Contact Person will notify all Bidders that an addendum to the RFQ has been prepared.



9 ADDENDUM TO THE RFQ


Any changes or modifications to this RFQ shall be made by a written addendum issued by
the University. Bidders will be informed via email that an addendum to the RFQ has been
prepared. It is the responsibility of the Bidder to complete and return the addendum.


10 GENERAL TERMS AND CONDITIONS

10.1 The University may undertake a preliminary evaluation of Responses received and may
decide to exclude Responses from further consideration at that stage. The University will
not be obliged to give reasons for such exclusions unless required by law to do so.

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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01



10.2 The University does not bind itself to accept the lowest priced response.


10.3 No Response shall be deemed to have been accepted unless and until an official order for
the rendering of the Services is executed between the University and the Bidder.

10.4 Responses shall remain open for acceptance by the University for a period of 90 (ninety)
days from the Closing Date.


10.5 The University reserves the right to inspect the Bidder’s facilities and review the bidders’
quality assurance program during the adjudication period of this RFQ.


10.6 The University shall have the absolute right to:
i. accept a Response; or
ii. reject a Response; or
iii. disqualify a Response / a Bidder; or
iv. not consider a Response at all.


10.7 The University shall have no obligation to provide reasons for the exercise of the above
rights unless required by law to do so.


10.8 The University reserves its right to request for a clarity seeking presentation session at the
sole discretion of the University.


11 AMPLIFICATION OF RESPONSES

11.1 The University may, after the opening of all Responses, call on the Bidder to amplify in
writing or orally any matter which is not clear in the Bidder’s Response, and such
amplification shall form part of the original RFQ.

11.2 The University may require Bidders to give a presentation in support of their Responses.
The Contact Person will schedule any such presentation at a mutually agreed time and,
further, will agree the format and content of such presentation with individual Bidders.


11.3 In the event of the Bidder failing to supply such further information or to give such
presentation, the Response will be rejected.


12 EVALUATION PROCESS

12.1.1 University of Limpopo will apply a multi-criteria approach in evaluating the prospective
quotations.
12.1.2 University of Limpopo may request additional information, clarification or verification in

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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01



respect of any information contained in or omitted from a quotation. This information will
be requested in writing.

12.1.3 University of Limpopo may conduct a due diligence on any Quotation, which may include
interviewing customer reference or other activities to verify a quotation or other
information and capabilities (including visiting the premises and/or sites to verify certain
stated information or assumptions) and in this instances the bidder will be obliged to
provide UL with all necessary access, assistance and/or information which UL may
reasonably request and respond within the given time frame set by UL.
12.1.4 University of Limpopo may enforce whatever measures it considers necessary to ensure
the confidentiality and integrity of the contents of the Quotation.
12.1.5 University of Limpopo will evaluate the quotations with reference to UL set and approved
evaluation criteria as indicated in the quotation document. UL reserves the right to
appoint a specialist/consultant to assist in performing evaluations.


12.2 Mandatory Requirements


12.2.1 UL has defined minimum pre-qualification/mandatory criteria listed in the table below
must be met by the bidder in order for UL to accept a Quotation for evaluation.
12.2.2 The pre-qualification evaluation will be carried out by University’s appointed evaluation
committee to determine which quotation responses are compliant or non-compliant with
the quotation specifications issued by UL as part of the quotation process.
12.2.3 Where there is failure to comply with the pre-qualification criteria of UL is for any reasons
unable to verify whether the pre-qualification criteria are fully complied with UL will
disqualify the quotation.
12.2.4 No points will be allocated for mandatory requirements. Quotations not meeting these
mandatory requirements will be disqualified.


12.3 Pre-qualification /screening evaluation


The purpose of this pre-qualification evaluation is to determine which bid responses are
compliant or non-compliant with the bid pre-qualification documentation as issued by UL as
part of the bid process. It will entail a compliance check and the screening of mandatory
documents, ensuring compliance thereof in respect of the following:

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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01

12.4 Mandatory Requirements Checklist


Office
I/We have attached to this document: Tick if submitted
use
Financial Offer including Vat and accessories Yes No
– Appendix A
Proof of my/our company/closed corporation registration and a copy of Yes No
my/our CM/CK certificates – Appendix B
Signed Declaration of Interest – Annexure C, Section C Yes No
Valid SARS Tax Clearance Certificate and SARS Pin – Appendix D Yes No
Submit valid B-BBEE Verification Certificate by a SANAS accredited Yes No
verification agency; Appendix E
The specification and pricing template; Appendix F Yes No
Formal Quotation; Appendix G Yes No


12.4.1 Additional Requirements and/or Conditions of Contract


I/We have attached to this document: Tick if Office use
submitted
Proof of Bank Account, Submit letter from bank or cancelled cheque Yes No
VAT Registration Certificate Yes No
Proof of business address – Preference will be given to SMME’s based Yes No
in the Limpopo Province
Signed Joint Venture Agreement (if bidding as joint venture) – Include under Yes No
Appendix M (Mandatory for Joint Ventures)


PLEASE NOTE:
Bids that do not meet the Pre-Qualification requirements will not advance to the next stage of
assessment. No points allocated to this stage.


The above mandatory documents must be inserted in a separate file or separate section of the
quotation document referred to as ‘mandatory documents’.


Note: documents submitted in support of this quotation must be documents of the bidding
unit. It is not permitted that documents submitted pertain to different companies or units
within a group. As an example, a Service Provider cannot submit its own BBBEE certificate
but the financial statements of its parent or another company in the same group. Similarly, a
Service Provider cannot submit its own financial statement, but the BBBEE certificate, SARS
certificate, etc. of other companies in the group

All information in this RFQ is strictly confidential
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FQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01



12.5 Stage 2 (PRICE AND BBBEE)


POINTS CRITERIA DOCUMENTS REQUIRED
Price
80 Points for price will be allocated in accordance Price schedule to be completed
with the formula
BBBEE Valid BBBEE Certificate from a
Points on BBBEE will be allocated in accordance
20 SANAS accredited verification agency
with the Service Providers BBBEE status



12.5.1 B-BBEE SCORE CARD


B-BBEE Status level of Contributor Number of points
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non – complaint contributor 0

13 GENERAL COMPETENCE

UL shall use a combination of factors to determine them successful company with whom it
wishes to negotiate a final contract. The criteria used shall include but not necessarily be
restricted to:
a) Completion and correctness of Response
b) Capacity (viz. its perceived capacity to handle the required services)
c) The Vendor must satisfy the University that they have the necessary financial capacity
including working capital and other required resources.

All information in this RFQ is strictly confidential
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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01

14 SPECIAL TERMS AND CONDITIONS


a) The university reserves the right to make an award based on the availability of computer
equipment
b) Please complete the attached spreadsheet and submit together with this RFQ
c) A period of four (04) years extended warranty (On-site or Collect and Return) whichever
falls within the price range.
d) For the duration of the extended warranty, the service provider must provide repair
services in the event that the device requires repairs and provide a loan device whilst the
staff member’s device is under the repair process
e) Purchase order will be self-terminating meaning that if not delivered to the UL warehouse
by the agreed date, the purchase order is no longer effective and the purchase order will
be transferred to the next available supplier
f) The supplier whose purchase order self terminates will have NO claim against the
University whatsoever.
15 DISCLAIMER
a) The University of Limpopo is not compelled to accept any of the proposals and reserves
the right to negotiate further with non, one or more bidders
b) The University of Limpopo is under no obligation to provide reasons for rejecting
proposals where there are reasonable and justifiable reasons not to accept the proposals


c) No order may be awarded to any person who has failed to submit an Original Tax
Clearance Certificate or Tax Pin Number from the South African Revenue Service
(SARS) certifying that the taxes of that person are in order or that suitable arrangements
have been made with SARS.
d) Where it is discovered that an advantaged company used a disadvantaged person, as a
front to acquire a quotation, such company will be disqualified and the quotation will be
withdrawn.
e) The quotation documentation must include the Standard Quotation Documents (SBD)
Unless otherwise indicated in the bidding documents, UL shall not be liable for any cost or
expense incurred in the preparation and submission of a bid

All information in this RFQ is strictly confidential
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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01
ANNEXURE A: BASIC INFORMATION


FORM 1: BASIC INFORMATION

1. Name of Vendor (or Owner) .

2. Type of organization e.g. Limited
Liability/Company/Joint .
Venture/Consortium/Other


Company Registration No / ID Number: .


3. Registered address: .


.



4. Postal address:
Street address: .




5. Contact Details Telephone No: Cellphone No:
E-mail: .



6. Contact Persons Name(s):Telephone No(s):
Facsimile No(s): E-mail: .


.

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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01
ANNEXURE B: SIGNATORY’S AUTHORITY


The signatory for a company, joint venture or consortium must establish his/her authority by
enclosing a copy of the relevant resolution(s) of the Board of Directors for each constituent
company, duly signed and dated. An example is shown below:


COMPANY NAME

By resolution of the Board of Directors at a meeting on the (day)
of (month and year)
…...

.. (name) whose signature appears below, has been
duly authorized to sign all documents in connection with University of Limpopo


On behalf of

.
[COMPANY NAME – BLOCK CAPITALS]

SIGNED FOR AND ON BEHALF OF THE COMPANY BY .



IN HIS/HER CAPACITY AS. DATE..


SIGNATURE


WITNESSES:

1. … (Name)

…… (Signature)



2. …. (Name)

… (Signature)

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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01
ANNEXURE C: DECLARATION OF INTEREST


1. Any person, including persons employed by the University, or persons having a kinship
with persons employed by the University, including a blood relationship, may submit a
Response in terms of this RFQ. In view of possible allegations of favoritism, should any
resulting contract or part thereof be awarded to persons employed by the University, or
to persons connected with or related to them. It is required that the Bidder or his/her
authorized representative declare his/her position to the evaluating/adjudicating authority
and/or take an oath declaring his/her interest, where the Bidder is employed by the
University; and/or the legal person on whose behalf the Response is signed, has a
relationship with persons/a person who are/is involved in the evaluation and/or
adjudication of the Response(s), or where it is known that such a relationship exists
between the person or persons for or on whose behalf the representative acts and
persons who are involved with the evaluation and/or adjudication of the Response.


2. In order to give effect to the above, the following questionnaire must be completed and
submitted with the Response.


2.1 Are you or any person connected with the Response employed by the University?
Yes / No. If so, please state
particulars.


2.2 Do you, or any person connected with the Response have any relationship (family, friend,
other) with a person employed by the University and who may be involved with the
evaluation and or adjudication of the Response?
Yes / No. If so, please state particulars
……………
2.3 Are you or any person connected with the Response aware of any relationship (family,
friend, other) between the Bidder and any person employed by the University, who may
be involved with the evaluation and or adjudication of this Response?
Yes / No. If so, please state particulars

All information in this RFQ is strictly confidential
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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01
ANNEXURE E: LAPTOP SPECIFICATION A STANDARD



Laptop Specification A – Standard
Item Description
Intel® Core™ i5‐8265U with Intel® UHD Graphics 620 Latest Generation
1.6 GHz base frequency, up to 3.9 GHz with Intel® Turbo Boost Technology, 6 MB cache,
4 cores)
Windows 10 Home 64
8 GB DDR4‐2400 SDRAM (1 x 8 GB)
14″ diagonal FHD IPS anti‐glare WLED‐backlit, 250 nits, 45% NTSC (1920 x 1080)
512 GB PCIe® NVMe™ M.2 SSD
32 GB PCIe® NVMe™ Intel® Optane™ Memory for storage acceleration
720p HD camera; HD Privacy webcam
Integrated: Intel® UHD Graphics 620
2 USB 3.1 Gen 1 (charging); 1 Thunderbolt™ (USB Type‐C™ connector); 1 RJ‐45; 1
headphone/microphone combo; 1 HDMI 1.4b; 1 docking connector; 1 AC power
Intel® XMM™ 7360 LTE Advanced
Near Field Communication (NFC) module; Intel® AX200 Wi‐Fi 6 (2×2) and Bluetooth® 5
Combo, non‐vPro
ENERGY STAR® certified
3 year Next Business day Onsite Notebook Hardware Support
3 year warranty


























All information in this RFQ is strictly confidential
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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01

ANNEXURE F: SPECIFICATION AND PRICING EXCEL TEMPLATE

Specification & Pricing Schedule UL RFQ 2020 September 15.xlsx
















































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RFQ no: THE SUPPLY AND DELIVERY OF STAFF COMPUTER September
EQUIPMENT AT THE UNIVERSITY OF LIMPOPO 2020
UL2020/09/01

ANNEXURE G: FORMAL QUOTATION
















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