Acronyms
HIV Prevention Programme for vulnerable and key populations: Adolescent Girls & Young WomenMen having Sex with MenTransgender personsSex Workers1 April 2019 - 31 March 2022REQUEST FOR PROPOSALS AND TENDER TERMS OF REFERENCESThe provision of procurement, warehousing and distribution services for health products.Validity period: 90 daysSummaryTitleService provider who will procure; warehouse and distribute health productsDescriptionThree Principal Recipients: AIDS Foundation of South Africa (AFSA); Beyond Zero (BZ) and Networking HIV AIDS Community of South Africa (NACOSA) who are receiving a grant under the Global Fund grant are seeking to appoint a service provider to procure, warehouse and deliver health products to their health facilities and sites.Submission toOnly hand submissions at SANAC Offices: 333 Grosvenor Street; Hatfield Gardens; 2nd Floor; Block E. (Submit 7 copies for the panel)Enquiries topsm@.za and Info@.zaDeadline for submissionFriday, 29 November 2019, 12h00 (midday)Contents TOC \o "1-3" \h \z \u Acronyms PAGEREF _Toc16286818 \h 3Definition of terms PAGEREF _Toc16286819 \h 4SECTION I: BACKGROUND PAGEREF _Toc16286820 \h 81.Purpose PAGEREF _Toc16286821 \h 82.Background to the programme PAGEREF _Toc16286822 \h 93.Geographical Coverage PAGEREF _Toc16286823 \h 124.Health Products Quantification: PAGEREF _Toc16286824 \h 13PrEP PAGEREF _Toc16286825 \h 13Secondary health product: OraQuick PAGEREF _Toc16286826 \h 14Secondary health product: Rapid HIV diagnostic kits PAGEREF _Toc16286827 \h 15SECTION II: PROPOSAL DETAILS PAGEREF _Toc16286828 \h 165.Contractual Arrangements: PAGEREF _Toc16286829 \h 166.Special conditions of contract PAGEREF _Toc16286830 \h 167.Submission of bids PAGEREF _Toc16286831 \h 168.Pre award due diligence PAGEREF _Toc16286832 \h 179.Minimum requirements PAGEREF _Toc16286833 \h 1810.Key deliverables –product supply management: PAGEREF _Toc16286834 \h 1811.Required services PAGEREF _Toc16286835 \h 1912.Warehousing and storage PAGEREF _Toc16286836 \h 2013.Transport and deliveries PAGEREF _Toc16286837 \h 2214.List of delivery points PAGEREF _Toc16286838 \h 2315.Warehouse Management System (WMS) PAGEREF _Toc16286839 \h munication, information and reporting PAGEREF _Toc16286840 \h 2917.Distribution PAGEREF _Toc16286841 \h 3018.General PAGEREF _Toc16286842 \h 3019.Performance indicators PAGEREF _Toc16286843 \h 3120.Bid evaluation: criteria and phases PAGEREF _Toc16286844 \h 32a.Administrative evaluation PAGEREF _Toc16286845 \h 32b.Technical evaluation PAGEREF _Toc16286846 \h 33c.Financial evaluation PAGEREF _Toc16286847 \h 3521.Briefing and queries PAGEREF _Toc16286848 \h 3622.Awarding of the contract PAGEREF _Toc16286849 \h 36AcronymsAFSAAIDS Foundation of South AfricaAGYWAdolescent Girls and Young WomenART (ARV)Antiretroviral TherapyAIDSAcquired Immune Deficiency SyndromeBZBeyond ZeroCCMCountry coordinating mechanismDCDistribution centreDOHDepartment of HealthLFALocal funding agentGFGlobal FundGFCTGlobal Fund country team (South Africa)GPPGood Pharmacy PracticeGWPGood Warehousing PracticeHCW Health care workerHIVSSHIV Self-ScreeningHTSHIV Testing Services LM Local MunicipalityMSMMen who have sex with menNACOSANetworking HIV & AIDS Community of Southern AfricaNDOHNational Department of HealthNIMARTNurse Initiated Management of Anti-Retroviral TherapyPEPPost Exposure ProphylaxisPLHIVPeople Living with HIVPR/sPrimary recipient/s (AFSA, Beyond Zero and NACOSA)PrEPPre-Exposure ProphylaxisPSMProduct Supply ManagementRDTRapid Diagnostic TestSANACSouth African National AIDS Council SAHPRASouth African Health Products Regulatory AuthoritySW Sex WorkTGTransgenderUCCUniversity Campus ClinicsUTTUniversal test and treatDefinition of termsAgreement Arrangement undertaken by and legally binding on parties.Auditing Auditing is an independent, objective assurance and consulting activity designed to add value and improve an organization's operations. It helps an organization accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes. Batch A defined quantity of starting material, packaging material or product processed in a single process or series of processes so that it is expected to be homogeneous. (For further details please see Good manufacturing practices for pharmaceutical products: main principles. Batch number A distinctive combination of numbers and/or letters which uniquely identifies a batch on the labels, its batch records and corresponding certificates of analysis, etc. Bulk product Any product that has completed all processing stages up to, but not including, final packaging. Calibration The set of operations that establish, under specified conditions, the relationship between values indicated by an instrument or system for measuring (especially weighing), recording, and controlling, or the values represented by a material measure, and the corresponding known values of a reference standard. Limits for acceptance of the results of measuring should be established. Consignment (or delivery) The quantity of a pharmaceutical(s), made by one manufacturer and supplied at one time in response to a particular request or order. A consignment may comprise one or more packages or containers and may include material belonging to more than one batch. Container The material employed in the packaging of a pharmaceutical product. Containers include primary, secondary and transportation containers. Containers are referred to as primary if they are intended to be in direct contact with the product. Secondary containers are not intended to be in direct contact with the product. Contamination The undesired introduction of impurities of a chemical or microbiological nature, or of foreign matter, into or on to a starting material, intermediate or pharmaceutical product during handling, production, sampling, packaging or repackaging, storage or transport.Contract Business agreement for the supply of goods or performance of work at a specified price. Counterfeit А counterfeit medicine is one which is deliberately and fraudulently mislabelled with respect to identity and/or source. Counterfeiting can apply to both branded and generic products and counterfeit products and may include products with the correct ingredients or with the wrong ingredients, without active ingredients, with insufficient active ingredients or with fake packaging. Cross-contamination Contamination of a starting material, intermediate product or finished product with another starting material or product during production. Distribution The division and movement of pharmaceutical products from the premises of the manufacturer of such products, or another central point, to the end user thereof, or to an intermediate point by means of various transport methods, via various storage and/or health establishments. Excipient A substance or compound, other than the active pharmaceutical ingredient and packaging materials, that is intended or designated to be used in the manufacture of a pharmaceutical product. Expiry date The date given on the individual container (usually on the label) of a product up to and including which the product is expected to remain within specifications, if stored correctly. It is established for each batch by adding the shelf-life to the date of manufacture. FEEFO (First Entry Expiry/First Out) A distribution procedure that ensures the stock with the earliest expiry date is distributed and/or used before an identical stock item with a later expiry date is distributed and/or used; EEFO (Earliest Expiry/First Out) shall have a similar meaning. FIFO (First In/First Out) A distribution procedure to ensure that the oldest stock is distributed and/or utilized before a newer and identical stock item is distributed and/or utilized. Good distribution practices (GDP)Good Distribution Practices are that part of quality assurance that ensure that the quality of a pharmaceutical products is maintained through adequate control throughout the numerous activities which occur during the distribution process.Good manufacturing practices (GMP) That part of quality assurance which ensures that products are consistently produced and controlled to the quality standards appropriate to their intended use and as required by the marketing authorization.Good Storage Practices Good Storage Practices are that part of quality assurance that ensure that the quality of a pharmaceutical products is maintained through adequate control throughout the storage. Good Trade and Distribution practices Good Trade and Distribution Practices are that part of quality assurance that ensure that the quality of a pharmaceutical products is maintained through adequate control throughout the numerous activities which occur during the trade and the distribution process. Health establishment A health establishment is the whole or part of a public or private facility, building or place, whether operated for profit or not, that is operated or designed to provide health care services including the supply of pharmaceutical products to the end user. Labelling Process of identifying a product including the following information, as appropriate: - name, - active ingredient(s): type and amount, - batch number , - expiry date, - special storage conditions or handling precautions, - directions for use, warnings, and precautions, - names and addresses of the manufacturer and/or the supplier.Manufacture All operations of purchase of materials and products, production, quality control, release, storage and distribution of pharmaceutical products, and the related controls. Material A general term used to denote starting materials (active pharmaceutical ingredients and excipients), reagents, solvents, process aids, intermediates, packaging materials and labelling materials. Pharmaceutical product Any medicine intended for human use or veterinary product administered to food-producing animals, presented in its finished dosage form or as a starting material for use in such a dosage form, that is subject to control by pharmaceutical legislation in both the exporting state and the importing state.Product recall Product recall is a process for withdrawing or removing a pharmaceutical product from the pharmaceutical distribution chain because of defects in the product or complaints of serious adverse reactions to the product. The recall might be initiated by the manufacturer/importer/ distributor or a responsible agency. Quality assurance Quality assurance is a wide-ranging concept covering all matters that individually or collectively influence the quality of a product. It is the totality of the arrangements made with the object of ensuring that pharmaceutical products are of the quality required for their intended use. Quality control Quality control covers all measures taken, including the setting of specifications, sampling, testing and analytical clearance, to ensure that starting materials, intermediates, packaging materials and finished pharmaceutical products conform with established specifications for identity, strength, purity and other characteristics. Quality system An appropriate infrastructure, encompassing the organizational structure, procedures, processes and resources, and systematic actions necessary to ensure adequate confidence that a product (or services) will satisfy given requirements for quality. Quarantine The status of starting or packaging materials, intermediates, or bulk or finished products isolated physically or by other effective means while a decision is awaited on their release, rejection or reprocessing.Sampling Operations designed to obtain a representative portion of a pharmaceutical product, based on an appropriate statistical procedure, for a defined purpose, e.g. acceptance of consignments, batch release, etc. Shelf-life The period of time during which a finished pharmaceutical product, if stored correctly, is expected to comply with the specification as determined by stability studies on a number of batches of the product. The shelf-life is used to establish the expiry date of each batch. Standard operating procedure (SOP) An authorized, written procedure giving instructions for performing operations not necessarily specific to a given product but of a more general nature (e.g. equipment operation, maintenance and cleaning, validation, cleaning of premises and environmental control, sampling and inspection). Certain SOPs may be used to supplement product-specific master and batch production documentation. Storage The storing of pharmaceutical products up to the point of use. Transit Going, conveying, being conveyed, across, or over or through; passage, route, Validation (new) A documented programme that provides a high degree of assurance that a specific process, method or system will consistently produce a result meeting pre-determined acceptance criteria. SECTION I: BACKGROUNDPurposeThis document outlines requirements, scope and conditions to be met by a successful service provider to provide procurement, warehousing and distribution services for an HIV prophylactic drug (HIV pre-exposure prophylaxis), rapid HIV self-screening kits, rapid HIV testing kit (buffer stock), and other related health products, to 20 district municipalities, in 8 provinces of South Africa for a period starting from contract award and ending in Mar 2022. These services are to be implemented on behalf of AIDS Foundation of South Africa (AFSA), Beyond Zero (BZ) & Networking HIV and AIDS Community of South Africa (NACOSA).Table 1: schedule of proposal development and contracting.Procurement will make every effort to adhere to the following anticipated schedule.ActionNew Timelines1. Issue of RFP21 October 20192. Proposal briefing 28 October 20193. Deadline To Submit Written Questions 1 November 20194. Response to Written Questions/RFP Addendum 4 November 20195. Submission of Proposals –dead line29 November 20196. Proposal Evaluation29 & 30 November 20197. Selection of Shortlist for Site Visit (due diligence)5-6 December 20198. Site Visit to Shortlist’s warehouse9-10 December 20199. Selection of Finalist for Negotiation 10 December 201910. Final Negotiations, finalize contract12 December 201911. Award contract 17 December 201912. Commence Work2 January 2020Background to the programmeThe South Africa Global Fund Country Coordinating Mechanism (GF CCM) is responsible for leading the implementation of HIV and TB programmes funded by the Global Fund to Fight AIDS, TB and Malaria (GF) in the country. The GF CCM determines the content of the programming, the budget envelope, and the output and outcome indicators and targets. The CCM develops a Request for Funding proposal every three years and in the recently developed request for funding and allocated modules to all four PRs. Modules allocated include Adolescent Girls and Young Women; Sex Workers and their clients; Men who have Sex with Men programme; Transgender programme; People Who Inject Drugs ; TB programmes and Community Response Systems Programme etc.The CCM incorporated PrEP and HIV Self- Screening Model as an innovation to be implemented in the grant. The rationale was to ensure optimization of 90-90-90 strategy and particularly the first 90 to ensure that key and vulnerable populations know their status. It must be noted that the CCM concluded that PRs would be grant managers and not grant implementers. PRs will work through SRs and SSRs who will be responsible for the actual implementation of the modules noted above.The Global Fund HIV prevention Programme offers a tailored combination prevention package for adolescent girls and young women (AGYW) aged 15-24 years, their male sexual partners, adolescent boys and young men (ABYM) and key populations: men who have sex with men (MSM), sex workers (SW), and transgender people (TG). The grant is aligned with South Africa’s National Strategic Plan on HIV, TB and STIs, 2017-2022 (NSP) which prioritizes AGYW aged 15-24, tracking indicators on new infections, condom use, HIV pre-exposure prophylaxis (PrEP) and Gender Based Violence (GBV). In the 2016 national guidelines, the recommended PrEP regimen, which can be used in all populations, is Tenofovir Disoproxil Fumarate (300mg) /Emtricitabine (200mg) (TDF/FTC) 1 tablet orally daily. PRs will access health products on the WHO pre-qualified list through service providers appointed through the NDOH RT tender process.2i) The programme aligns with the following specific NSP goals:GOAL 1:?Accelerate prevention to reduce new HIV and TB infections and STIs.GOAL 3:?Reach all key and vulnerable populations with customized and targeted interventions.GOAL 4:?Address the social and structural drivers of HIV, TB and STIs, and link these efforts to the National Development Plan (NDP).2ii) The goal of the PrEP programmeTo provide oral PrEP as part of a combination HIV prevention programme, to key and vulnerable populations: AGYW 15 – 24 years, MSM, SW and TG, between April 2019 and March 2022 in the Global Fund funded sub-districts, contributing to the reduction of the HIV incidence.2iii) Objectives of the PrEP programme are to:Strengthen coordination and management structures for PrEPIncrease the number of public facilities providing PrEPEquip HCWs with adequate knowledge and skills to provide PrEPEnsure continuous availability of safe medicines for PrEPIncrease awareness of and demand for PrEPStrengthen the generation, coordination, & implementation of strategic information for PrEP2iv) Pre-Exposure ProphylaxisThe PrEP programme will be implemented in all selected DoH facilities within the AGYW, SW, MSM and TG programme coverage area, and Global Fund funded community-based satellite sites supporting DoH facilities, to ensure that services are accessible to all eligible clients. PrEP will be provided to all clients based on their specific needs as established at enrolment and reviewed six monthly. Service provider will procure PrEP drugs from the supplier, through single exit price exemption arrangement. PrEP drugs will then be stored by service provider at their warehouse and delivered when an order has been received from a PR (see commodity flow diagram below).2v) Diagram 1: PrEP procurement and supply chain management.BeneficiaryDelivers to DoH clinic implementing PrEP under the GF ProgrammePR Pharmacy Service Provider coordinates logistics and distribution(Including buffer)PR on SEP exemption( as will be approved by NDOH)PR Pharmacy service provider, procures from the Suppliers PrEP medicine Supplier BeneficiaryDelivers to DoH clinic implementing PrEP under the GF ProgrammePR Pharmacy Service Provider coordinates logistics and distribution(Including buffer)PR on SEP exemption( as will be approved by NDOH)PR Pharmacy service provider, procures from the Suppliers PrEP medicine Supplier 2vi) HIV TestingHIV testing services (HTS) are a gateway to treatment and HIV prevention interventions. The 90-90-90 targets set for the year 2020 emphasise knowledge of HIV status as a critical first step to ending AIDS by 2030. Gaps in knowledge of HIV status are often largest among young people and men. The current programme has set targets for HIV testing among target key and vulnerable populations, in the selected districts. In total, 323?778 clients must be tested for HIV, by Mar 2020. To ensure targets are met, uninterrupted supply of rapid diagnostic testing kits to all HTS sites must be ensured. Rapid HIV diagnostic kits will be provided by DoH. Global fund partners will procure and store a 10% buffer stock, to be used during emergencies where DoH stock is not available. Rapid HIV diagnostic kits will be purchased by the PRs and delivered to the service provider for storage and later distribution –to any of the participating sub-district facility.The South African National HIV Testing Services Policy (2016) embraces HIV self-screening, in an effort to expand HIV testing services, especially for under-tested, undiagnosed and test-averse individuals. With HIV testing services (HTS) as the gateway to treatment and HIV prevention interventions such as PrEP, novel approaches such as the use of HIV self-screening (HIVSS) will provide an additional strategy for increasing testing and knowledge of HIV status, linkage to care, and identification and establishment of on-going eligibility for PrEP. Thus, HIVSS aims to contribute towards closing the 25% testing gap by 10% within the priority sub districts, through focussing on adolescent girls, men who have sex with men, transgender people and sex workers. Geographical CoverageThe programme will be implemented in twenty-two district municipalities, within eight provinces of South Africa. PRs have subcontracted sub-recipients (SRs) to be based at implementing sub-districts and directly implement programme activitiesTable 2. Geographic coverage of the programme implemented by the three PRsProv-inceDistrictProgramme implementedAGYWSWUCCMSMTGMale partners1ECNelson Mandela Bay Metro MunicipalityXXX??X2ECOliver Tambo District MunicipalityX?XX?X3ECAlfred Nzo District Municipality?X????4ECBuffalo City Metropolitan Municipality?X????5FSThabo Mofutsanyana District MunicipalityXXX??X6FSThabo Mofutsanyana District MunicipalityX?X??X7FSMangaung Metropolitan Municipality???XX?8GPCity of Tshwane Metropolitan MunicipalityX?X??X9GPSedibeng District Municipality?X????10GPWest rand District Municipality?X????11KZNZululand District MunicipalityXXX??X12KZKing Cetshwayo District MunicipalityXXXX?X13KZUgu District Municipality?X????14KZeThekwini Metropolitan Municipality???X??15LPSekhukhune District MunicipalityX?X??X16LPCapricorn District Municipality???XX?17LPMopani District Municipality???X??18MPEhlanzeni District MunicipalityX?X??X19MPGert Sibande District MunicipalityX?XXXX20NWBojanala Platinum District MunicipalityX?XX?X21WCCity of Cape Town Metropolitan MunicipalityX?X??X22WCEden District Municipality????X?Health Products Quantification: PrEPQuantification of PrEP drugs needed took into consideration targets per district for each sub-population covered by the programme. The first year of the programme: 2019/2020 ends on 31 March 2020. The quantities shown below cover the period: year-1, year-2 and year-3. Table 3: PrEP pill quantification, by district. Numbers provided are inclusive of all programmes, within the district. Numbers shown represent number of PrEP packs containing 28 tablets.ProvinceDistrictYear 1Year 2Year 3Tot1ECAlfred Nzo municipality001371372ECBuffalo City municipality01744466203ECNelson Mandela Bay Metro Municipality02035017044ECOliver Tambo municipality13791395832857481945FSMangaung metro municipality2502167447368906FSThabo Mofutsanyane municipality737784118917274957GPCity of Tshwane metro municipality18521944747004683038GPSedibeng municipality034085111919GPWest Rand municipality1766991172204710KZNEthekwini metro municipality6185492115501766011KZNKing Cetshwayo municipality9319536222953276212KZNUgu municipality140507770141713KZNZululand municipality122112821310754511714LPCapricorn municipality372337670251077315LPGreater Sekhukhune municipality163417165416676046616LPMopani municipality44430025954940017MPEhlanzeni municipality150615820382385556418MPGert Sibande municipality10029667221893285819NWBojanala platinum municipality188817486413316070520WCEden municipality199311722921NationalUniversity Campus Clinics862240151918454Total15 031142 195333 760490 986Secondary health product: OraQuickTable 4: HIV self-screening kits to be stored and delivered to districtsProvinceDistrictHIVSS kits, Y11ECNelson Mandela Bay Metro Municipality642652ECOliver Tambo Municipality602543FSMangaung metropolitan municipality64884FSThabo Mofutsanyane?municipality402755GPCity of Tswane metropolitan municipality236416KZNEthekwini metropolitan municipality112867KZNKing Cetshwayo municipality650548KZNZululand municipality390469LPCapricon municipality1047710LPMopani municipality1419711LPSekhukhune Municipality6502312MPEhlanzeni municipality7710713MPGert Sibande municipality5064814NWBojanala Platinum munipality3983315WCCity of Cape Town1798016WCEden municipality5307Total590 880Secondary health product: Rapid HIV diagnostic kitsTable 5: Rapid HIV testing –RDT buffer stock: Number of HIV RDT kits requiredProvinceDistrictHIV RDT kits (buffer stock) Y11ECNelson Mandela Bay Metropolitan Municipality21462ECOliver Tambo Municipality20123FSMangaung metropolitan municipality2174FSThabo Mofutsanyane?municipality13455GPCity of Tshwane metropolitan municipality7896KZNEthekwini metropolitan municipality3777KZNKing Cetshwayo municipality21728KZNZululand municipality13049LPCapricorn municipality35010LPMopani municipality47411LPSekhukhune Municipality217112MPEhlanzeni municipality257413MPGert Sibande municipality169114NWBojanala Platinum municipality133015WCCity of Cape Town60016WCEden municipality177Total19 728Note: RDT HIV test kits: buffer stock for emergency supply: Rapid HIV test kits used in the public health system, in South Africa. Approved deviated algorithm includes: Abon and First responseStock procurement and delivery must be activated by PR – as per need only. SECTION II: PROPOSAL DETAILSContractual Arrangements:The Service Provider will be appointed through all three PRs; and through evaluation by all three principal recipients. It must be noted that each PR will need to sign SLA/contract with the service provider and agree on relevant terms such as ordering frequency; delivery times etc. Each PR will note in their SLAs the specific product they need to procure; warehouse and deliver. Payment will be done by each PR in line with how the service provider bills.The implementation of the programme is the responsibility of the three Principal Recipients (PR):AFSABeyond Zero NACOSAThe service provider will sign SLA with each of the PRs.Special conditions of contractGuarantee of proposal Responses to this RFP, including proposal prices, will be considered firm and irrevocable for 90 days after the due date for receipt of proposals.Basis for proposal Only information supplied by the PRs in writing or in this RFP should be used as the basis for the preparation of Bidder’s proposal. Submission of bids Hard copy bids: 7 copies may be submitted to SANAC Offices at 333 Grosvenor Avenue; Hatfield Gardens; Block E; 2nd Floor; Hatfield; Pretoria. There will be no electronic submissions.Amended proposal: A bidder may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. The PRs personnel will not merge, collate, or assemble proposal materials. Withdrawal of proposal: Bidder will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The Bidder must submit a written withdrawal request signed by the bidder’s duly authorized representative addressed to the Director of Procurement.PR Rights: The PRs reserves the right to do the following at any time – They may: a. Reject any or all proposal(s), without indicating any reason for such rejection. b. Waive or correct any minor or inadvertent defect, irregularity or technical error in a proposal or the RFP process, or as part of any subsequent contract negotiation. c. Request that Bidder supplement or modify all or certain aspects of their proposals or other documents or materials submitted. d. Terminate the RFP, and at its option, issue a new RFP. e. Procure any services specified in this RFP by other means other than the means stipulated in the RFPf. Modify the selection process, the specifications or requirements for materials or services, or the contents or format of the proposals, on condition that all bidders are informed of the changes. g. Extend a deadline specified in this RFP, including deadlines for accepting proposals. h. Negotiate with any of the Bidders. i. Modify in the final agreement any terms and/or conditions described in this RFP, on condition that all bidders are notified.j. Terminate failed negotiations with a bidder without liability, and negotiate with other Bidders. k. Disqualify any bidder based on a real or apparent conflict of interest, or evidence of collusion that is disclosed by the proposal or other data available to the PRs. l. Eliminate, reject or disqualify a proposal of any bidder who is not a responsible Bidder or fails to submit a responsive offer as determined solely by the PRs.m. To accept all or a portion of a bidder’s proposal.Pre award due diligencePR reserves the right to conduct a site visit to the bidders proposed and on the short list, before award is concluded. Exact time would be notified to the bidder/s.Minimum requirementsLegislative requirementsThe service provider must be licensed by the South African Health Products Regulatory Authority to render pharmaceutical warehousing and distribution. The warehouse will be managed according to South African Good Wholesaling Practice guidelines for wholesalers. All parties involved in the wholesaling process should apply due diligence with adherence to the principles of Good Wholesaling Practices, which ensures responsible for the effective, efficient and safe handling, storage and distribution of such products in a manner that does not risk exposure to temperatures outside of their recommended storage conditions.Service provider must be adherent to good distribution practice guidelines The service provider must be compliant and abide to Occupational Health Safety Act.Key guideline to adhere to:South African Good wholesaling practice for wholesalers, 2016. (MCC)Service provider should make all reasonable effort to comply with all new revisions, within 6months of the change being effected by MCC.Value added taxService providers are required to submit a valid tax certificate. The final Costing amount should always be inclusive of VAT and should be separated on invoicing.Key deliverables –product supply management:Consistent supply of WHO pre-qualified health products must be maintainedQuality and safety of health products supplied must always be ensuredCompliance to GWP and GPP standardsRequired servicesPRs require these services:Procurement, (service provider must demonstrate the capability to procure health products according to guidelines)Storage (service provider to demonstrate capability to store the health products appropriately according to relevant guidelines)Warehousing (service provider to demonstrate capability to warehouse health products according to the relevant guidelinesDistribution (service provider must demonstrate capability to distribute appropriately)The service provider will need to ensure that goods are fully insured for storage and transit. These services will be required from date of contract award until 31 March 2022. Service provider will also support PR with on-going site assessments to determine whether sites are still compliant. These services must be provided in full.PRs, through this tender, solicits bids from qualified service providers to: Procure, store, warehouse and distribute health products: PrEP, HIV diagnostic kits (regular kits and self-screening kits) and other related health products Manage the warehousing of PrEP stock, HIV self-screening kits and buffer stock for rapid HIV testing.Manage the distribution of this stock to the health facilities and sites.Keeping the stock in good condition from the moment, they are received up to the moment that they are supplied to the health facilities and sites according to GWP.Management of the expiry dates (including stock rotation) and will advise the PR regarding expiry dates, 6 months prior to expiry to support adequate rotation. Failure to report timeously will require Service provider to dispose of the expired health products at the cost of the service providerThe successful bidder will be informed and instructed by the PR of the quantities of stock to be procured, stored and delivered to health facilities and sites. Warehousing and storageTable 6: Fill out the prices in the following table (or proposed similar), for each product stored:ActivityRegular storage productReceipt of productPrice X.XX RandStorage Price X.XX RandPicking and packingPrice X.XX RandStorage needs Storage will have to be organised for the health products in the table below. The estimated volumes and weights of the health products are presented in the table. StrengthPack sizeTemp (?C)Vol-umeWeightYear 1Year 2Year 3Product? CBM*Kg**Estim-ated volume (CBM)Estim-ated weight (Kg)Estim-ated volume (CBM)Estim-ated weight (Kg)Estim-ated volume (CBM)Estim-ated weight (Kg)PrEP: Emtricitabine /Tenofovir Disoproxil Fumarate 200 mg/300 mg Tablets200 mg /300 mg28 tablets per pack.20-25HIVSS: HIV OraQuick?N/A20-25HIV Rapid Diagnostic test kitsScreening: AbonN/A40 kits per pack20-25HIV RDTsConfirmatory: First Response60 kits per packTable 7: STORAGE ITEMS*CBM: Cubic metre**Kg: KilogrammeIMPORTANT: At least 3 months of stock must be available at the service provider, at any given time. The 3-month stock level does not apply to buffer stock for HIV RDTs.*HIVSS and HIV RDT buffer stock – excludes NACOSA. The stock that will be kept by the service provider is presented in the table in quantities and in cubic meters. It is understood that the quantities to be stored may increase or decrease by up to 30% without such deviation affecting the pricing agreed upon in the contract.Storage conditionsStorage facilities need to be GWP and GPP compliant. All warehousing facilities offered by the bidder will have been officially licensed by the MCC/SAHPRA as pharmaceutical warehouses. In addition, the PR retains the right to apply the WHO rules and regulations on good warehousing practices over and above the MCC rules and regulations. Picking, packing and packagingThe management of the expiry dates will be the responsibility of the service provider. When generating the delivery lists, the service provider will make certain that the health products are picked according to the principle "first expired - first out". The service provider shall not accept incoming health products with a shelf life of less than six months. Should health products stored by the service provider reach a shelf life of six months, the service provider should notify PRs within 7 days of health products reaching six months to expiration /use by date.PRs retain the right to ask for shipment of any quantity.Where possible, the service provider will supply the health products in the original secondary packaging supplied by the manufacturer. If, for whatever reason, alternative packaging has to be used, the service provider will use corrugated carton boxes of good quality.The packaging should be able to withstand the mechanical hazards of handling and transport, prevent leakage, and provide an appropriate level of protection from environmental conditions. All cold chain items will be packed using appropriate methods and/or devices to control and monitor the temperature during transport.Transport and deliveriesEach shipper pack will carry a label with the following minimum information:Shipment or delivery note number, Name or code of point of delivery, Weight of carton,Number of carton, Total number of cartons in shipment, The service provider will be required to transport health products from the warehouse to different points of delivery throughout the country. A list with the proposed points of delivery is presented below. PRs will send a written instruction /order for all deliveries. The service provider will not be allowed to initiate deliveries without written instructions from PR. Delivery of health products will be made in accordance with the details appearing on the instruction forms. All deliveries will be accompanied by a delivery note stating the instruction/order number against which the delivery is made.It is the responsibility of the service provider to ensure that the health products, upon delivery, remain with at least 6 months of shelf-life. Health products with 6 months of shelf life remaining can only be delivered with a written confirmatory letter from the PR. This letter will only be granted if the stock to be delivered could be fully utilised within 2months. Any delivery of short dated supplies without prior written approval from the PR must be collected at the cost of the service provider. The maximum delivery time for the deliveries is 72 hours. The medicines will be transported in secure and safe conditions whereby “secure” and “safe” are defined as follows:Secure: The transporter has taken reasonable measures to minimize the risk of theft during transport.Safe: The transporter has taken reasonable measures to minimize the risk that the health products or their packaging will be adversely affected during transport.The conditions of the container must be acceptable to the recipient at the point of delivery; (ensure package was still sealed; in good conditions and ensure it was not tempered with)The transport must be cool in temperature to ensure delivery of health productsList of delivery pointsDelivery points listed below include healthcare facilities and other community points where health products are kept and utilised. The names and locations of the most probable points of deliveries are presented. Districts and sub-districts are exhaustive, but facilities’ exact delivery points are not.IMPORTANT NOTE: Delivery points listed below are subject to revision; accurate points will be provided at contracting phase.Table 8. Delivery points for health productsProv-inceDistrictPRDelivery point nameECNelson Mandela Bay MunicipalityBZAlgoa Park ClinicECNelson Mandela Bay MunicipalityBZBooysens Park ClinicECNelson Mandela Bay MunicipalityBZCentral Clinic (Port Elizabeth)ECNelson Mandela Bay MunicipalityBZChatty ClinicECNelson Mandela Bay MunicipalityBZGelvandale ClinicECNelson Mandela Bay MunicipalityBZGovan Mbeki ClinicECNelson Mandela Bay MunicipalityBZHelenvale ClinicECNelson Mandela Bay MunicipalityBZKwadwesi ClinicECNelson Mandela Bay MunicipalityBZLinton Grange ClinicECNelson Mandela Bay MunicipalityBZMissionvale ClinicECNelson Mandela Bay MunicipalityBZSchauderville ClinicECNelson Mandela Bay MunicipalityBZWalmer 14th Avenue ClinicECNelson Mandela Bay MunicipalityNACOSARape Crisis PE, No 15 Adderley Arcade, 701 Govan Mbeki Avenue, North End, Port ElizabethECOliver Tambo District MunicipalityBZBuntingville ClinicECOliver Tambo District MunicipalityBZCanzibe Gateway ClinicECOliver Tambo District MunicipalityBZCwele ClinicECOliver Tambo District MunicipalityBZDouble Falls ClinicECOliver Tambo District MunicipalityBZLibode ClinicECOliver Tambo District MunicipalityBZLujizweni ClinicECOliver Tambo District MunicipalityBZLwandile ClinicECOliver Tambo District MunicipalityBZMalusi ClinicECOliver Tambo District MunicipalityBZMampondomiseni ClinicECOliver Tambo District MunicipalityBZMangcwanguleni ClinicECOliver Tambo District MunicipalityBZMaqanyeni ClinicECOliver Tambo District MunicipalityBZMgwenyane ClinicECOliver Tambo District MunicipalityBZMtakatye ClinicECOliver Tambo District MunicipalityBZNdanya ClinicECOliver Tambo District MunicipalityBZNgcolora ClinicECOliver Tambo District MunicipalityBZNgqeleni ClinicECOliver Tambo District MunicipalityBZNkanga ClinicECOliver Tambo District MunicipalityBZNkanunu ClinicECOliver Tambo District MunicipalityBZNkumandeni ClinicECOliver Tambo District MunicipalityBZNolita ClinicECOliver Tambo District MunicipalityBZNontsikelelo Biko ClinicECOliver Tambo District MunicipalityBZNqanda A ClinicECOliver Tambo District MunicipalityBZNtapane ClinicECOliver Tambo District MunicipalityBZNtibane ClinicECOliver Tambo District MunicipalityBZNyandeni ClinicECOliver Tambo District MunicipalityBZOld Bunting ClinicECOliver Tambo District MunicipalityBZPilani ClinicECOliver Tambo District MunicipalityBZSt Barnabas Gateway ClinicECAlfred Nzo District MunicipalityNACOSABambisanani, 123 Main Street, Kokstad, 4700ECBuffalo City Metropolitan MunicipalityNACOSASWEAT office /Quigney ClinicFSThabo Mofutsanyana District MunicipalityBZBakenpark ClinicFSThabo Mofutsanyana District MunicipalityBZBethlehem ClinicFSThabo Mofutsanyana District MunicipalityBZBohlokong ClinicFSThabo Mofutsanyana District MunicipalityBZFateng Tse Ntsho ClinicFSThabo Mofutsanyana District MunicipalityBZItumeleng (Clarens) ClinicFSThabo Mofutsanyana District MunicipalityBZMphohadi ClinicFSThabo Mofutsanyana District MunicipalityBZPaul Roux ClinicFSThabo Mofutsanyana District MunicipalityBZReitumetse ClinicFSThabo Mofutsanyana District MunicipalityBZRelebohile (Rosendal) ClinicFSThabo Mofutsanyana District MunicipalityBZClocolan ClinicFSThabo Mofutsanyana District MunicipalityBZHlohlolwane ClinicFSThabo Mofutsanyana District MunicipalityBZKokelong ClinicFSThabo Mofutsanyana District MunicipalityBZMasebabatso ClinicFSThabo Mofutsanyana District MunicipalityBZMatwabeng ClinicFSThabo Mofutsanyana District MunicipalityBZMeqheleng ClinicFSThabo Mofutsanyana District MunicipalityBZNothnagel ClinicFSThabo Mofutsanyana District MunicipalityBZOR Tambo (Senekal) ClinicFSThabo Mofutsanyana District MunicipalityBZPhomolong (Ficksburg) ClinicFSThabo Mofutsanyana District MunicipalityBZSenekal ClinicFSThabo Mofutsanyana District MunicipalityBZSoetwater ClinicFSThabo Mofutsanyana District MunicipalityNACOSAQAC, Room 19 – 23 First Floor, Naledi Mall Consultancy Building, Mampoi Street, Phuthaditjhaba, 9866?FSMangaung Metropolitan MunicipalityBZBoikhutsong ClinicGPCity of Tshwane Metropolitan MunicipalityNACOSASoshanguve 2 clinicGPCity of Tshwane Metropolitan MunicipalityNACOSASoshanguve Block TT ClinicGPCity of Tshwane Metropolitan MunicipalityNACOSASoshanguve Block X ClinicGPCity of Tshwane Metropolitan MunicipalityNACOSA?GPSedibeng District MunicipalityNACOSAMarket Avenue Clinic (c/o Agape Lerato)GPWest rand District MunicipalityNACOSACPC, Old ABSA building, 3rd floor, KrugersdorpGPCity of Johannesburg Metro MunicipalityAFSASABOHA offices, Stellenberg, 363 Pretoria Ave, RandburgGPCity of Johannesburg Metro MunicipalityAFSA7 The Syringas, 1 Leeuwkop Rd, Sunninghill, 2157KZNeThekwini Metro MunicipalityAFSA2nd Floor, Standard Bank Building, 135 Musgrave Road, Musgrave, Durban, 4062KZNeThekwini Metro MunicipalityAFSAMIET Africa, 59 Henwood Rd, Windermere, Berea, 4001KZNZululand District MunicipalityAFSA121 High Street, Vryheid (Lot 2426)KZNZululand District MunicipalityAFSABhekumthetho ClinicKZNZululand District MunicipalityAFSABhekuzulu ClinicKZNZululand District MunicipalityAFSAFuduka ClinicKZNZululand District MunicipalityAFSAGluckstadt ClinicKZNZululand District MunicipalityAFSAHlobane ClinicKZNZululand District MunicipalityAFSAKhambi ClinicKZNZululand District MunicipalityAFSALouwsburg ClinicKZNZululand District MunicipalityAFSAMakhwela ClinicKZNZululand District MunicipalityAFSAMason Street ClinicKZNZululand District MunicipalityAFSAMondlo 2 ClinicKZNZululand District MunicipalityAFSANtababomvu ClinicKZNZululand District MunicipalityAFSASiloah ClinicKZNZululand District MunicipalityAFSASiyakhathala ClinicKZNZululand District MunicipalityAFSASwart Mfolozi ClinicKZNZululand District MunicipalityAFSAThembumusa ClinicKZNZululand District MunicipalityAFSAVumani ClinicKZNKing Cetshwayo District MunicipalityAFSAUnit 8, Haiti Mall, 14 Lira Link, Richards BayKZNKing Cetshwayo District MunicipalityAFSABrackenham ClinicKZNKing Cetshwayo District MunicipalityAFSABuchanana ClinicKZNKing Cetshwayo District MunicipalityAFSAEmpangeni ClinicKZNKing Cetshwayo District MunicipalityAFSAIsiboniso ClinicKZNKing Cetshwayo District MunicipalityAFSAKhandisa ClinicKZNKing Cetshwayo District MunicipalityAFSALuwamba ClinicKZNKing Cetshwayo District MunicipalityAFSANseleni ClinicKZNKing Cetshwayo District MunicipalityAFSAMabamba ClinicKZNKing Cetshwayo District MunicipalityAFSAMandlanzini ClinicKZNKing Cetshwayo District MunicipalityAFSAMeerensee ClinicKZNKing Cetshwayo District MunicipalityAFSANgwelezana ClinicKZNKing Cetshwayo District MunicipalityAFSANtuze ClinicKZNKing Cetshwayo District MunicipalityAFSAPhaphamani ClinicKZNKing Cetshwayo District MunicipalityAFSARichards Bay ClinicKZNKing Cetshwayo District MunicipalityAFSAThokozani ClinicKZNKing Cetshwayo District MunicipalityAFSAUmkhontokayise ClinicKZKing Cetshwayo District MunicipalityBZ?KZUgu District MunicipalityNACOSALife Line Durban, Marburg Interchange, Oscar Nero Rd,KZeThekwini Metropolitan MunicipalityNACOSAEmpangeni District Office, 2nd Lood Avenue, Cnr Chrome & Crescent, Empangeni Rail. C/O TB HIV CareLPSekhukhune District MunicipalityBZBoschkloof ClinicLPSekhukhune District MunicipalityBZBurgersfort ClinicLPSekhukhune District MunicipalityBZDilokong Gateway ClinicLPSekhukhune District MunicipalityBZEerstegeluk ClinicLPSekhukhune District MunicipalityNACOSA1704 Lavendar Leopards Bush, Office no 05, Burgersfort, 1150LPSekhukhune District MunicipalityBZIkageng ClinicLPSekhukhune District MunicipalityBZMahubahube ClinicLPSekhukhune District MunicipalityBZMakofane ClinicLPSekhukhune District MunicipalityBZMankotsane ClinicLPSekhukhune District MunicipalityBZManotoana ClinicLPSekhukhune District MunicipalityBZMaseven ClinicLPSekhukhune District MunicipalityBZMashabela ClinicLPSekhukhune District MunicipalityBZMatsageng ClinicLPSekhukhune District MunicipalityBZMecklenburg Gateway ClinicLPSekhukhune District MunicipalityBZMmutlane ClinicLPSekhukhune District MunicipalityBZMohlaletse ClinicLPSekhukhune District MunicipalityBZMotlolo ClinicLPSekhukhune District MunicipalityBZMotsepe ClinicLPSekhukhune District MunicipalityBZMotshana ClinicLPSekhukhune District MunicipalityBZMphanama ClinicLPSekhukhune District MunicipalityBZNaboomkoppies ClinicLPSekhukhune District MunicipalityBZNchabeleng ClinicLPSekhukhune District MunicipalityBZNgoabe ClinicLPSekhukhune District MunicipalityBZNkoana ClinicLPSekhukhune District MunicipalityBZPaulus Masha ClinicLPSekhukhune District MunicipalityBZPhaahlamanoge ClinicLPSekhukhune District MunicipalityBZPhasha ClinicLPSekhukhune District MunicipalityBZPraktiseer ClinicLPSekhukhune District MunicipalityBZRiba ClinicLPSekhukhune District MunicipalityBZRietfontein Clinic of HC BoshoffLPSekhukhune District MunicipalityBZSelala ClinicLPSekhukhune District MunicipalityBZSelepe ClinicLPSekhukhune District MunicipalityBZSeroka ClinicLPSekhukhune District MunicipalityBZSterkspruit ClinicLPSekhukhune District MunicipalityBZSwaranang ClinicLPSekhukhune District MunicipalityBZTaung ClinicLPCapricorn District MunicipalityBZ?LPCapricorn District MunicipalityNACOSACPC, 81 Bok Street, Polokwane, 0700LPMopani District MunicipalityNACOSAHoedspruit Training Trust, Unifrutti Farm, Richgate, HoedspruitLPMopani District MunicipalityBZ?MPEhlanzeni District MunicipalityAFSASuite 506, 5th Floor, The Medcen Building, 14 Henshall Street, NelspruitMPEhlanzeni District MunicipalityAFSA20 A, Building 10, Sonpark Shopping Centre, Cnr Madiba Drive & Pietretief Street, Nelspruit, 1200MPEhlanzeni District MunicipalityAFSABarberton ClinicMPEhlanzeni District MunicipalityAFSABarberton Gateway ClinicMPEhlanzeni District MunicipalityAFSABoulders ClinicMPEhlanzeni District MunicipalityAFSACathyville ClinicMPEhlanzeni District MunicipalityAFSAClau Clau ClinicMPEhlanzeni District MunicipalityAFSADwaleni ClinicMPEhlanzeni District MunicipalityAFSAEziweni ClinicMPEhlanzeni District MunicipalityAFSAGlenthorpe ClinicMPEhlanzeni District MunicipalityAFSAGutshwa ClinicMPEhlanzeni District MunicipalityAFSAHazyview ClinicMPEhlanzeni District MunicipalityAFSAJerusalem ClinicMPEhlanzeni District MunicipalityAFSAKaapmuiden ClinicMPEhlanzeni District MunicipalityAFSAKaapschehoop ClinicMPEhlanzeni District MunicipalityAFSAKhumbula ClinicMPEhlanzeni District MunicipalityAFSALegogote ClinicMPEhlanzeni District MunicipalityAFSALouisville ClinicMPEhlanzeni District MunicipalityAFSALouw's Creek ClinicMPEhlanzeni District MunicipalityAFSALuphisi ClinicMPEhlanzeni District MunicipalityAFSAMakoko ClinicMPEhlanzeni District MunicipalityAFSAManzini ClinicMPEhlanzeni District MunicipalityAFSAMbonisweni ClinicMPEhlanzeni District MunicipalityAFSAMjejane ClinicMPEhlanzeni District MunicipalityAFSAMpakeni ClinicMPEhlanzeni District MunicipalityAFSAMsogwaba ClinicMPEhlanzeni District MunicipalityAFSAMthimba ClinicMPEhlanzeni District MunicipalityAFSANelsville ClinicMPEhlanzeni District MunicipalityAFSANkwalini ClinicMPEhlanzeni District MunicipalityAFSARenee ClinicMPEhlanzeni District MunicipalityAFSASandrivier ClinicMPEhlanzeni District MunicipalityAFSAShabalala ClinicMPEhlanzeni District MunicipalityAFSASibuyile ClinicMPEhlanzeni District MunicipalityAFSASkukuza ClinicMPEhlanzeni District MunicipalityAFSATekwane ClinicMPEhlanzeni District MunicipalityAFSAValencia Park ClinicMPEhlanzeni District MunicipalityAFSAWhite River ClinicMPEhlanzeni District MunicipalityAFSAZwelisha ClinicMPGert Sibande District MunicipalityAFSAPhidisa Community Project, Secunda, cnr Walter Sisulu Rd & Kiewiet St.MPGert Sibande District MunicipalityAFSABethal Town ClinicMPGert Sibande District MunicipalityAFSAEmzinoni ClinicMPGert Sibande District MunicipalityAFSAEmbalenhle ClinicMPGert Sibande District MunicipalityAFSAEvander ClinicMPGert Sibande District MunicipalityAFSAKinross (Thistle Grove) ClinicMPGert Sibande District MunicipalityAFSALangverwacht ClinicMPGert Sibande District MunicipalityAFSALangverwacht Ext 14 ClinicMPGert Sibande District MunicipalityAFSASead ClinicMPGert Sibande District MunicipalityAFSASecunda ClinicMPGert Sibande District MunicipalityAFSATrichardt ClinicMPGert Sibande District MunicipalityBZ?NWBojanala Platinum District MunicipalityNACOSACPC, 1 Toms Street, BritsNWBojanala Platinum District MunicipalityBZ?WCEden District MunicipalityBZ?NationalUniversity Campus ClinicsNACOSAWill provide comprehensive list upon site visitsECNelson Mandela Bay MunicipalityBZAlgoa Park ClinicECNelson Mandela Bay MunicipalityBZBooysens Park ClinicECNelson Mandela Bay MunicipalityBZCentral Clinic (Port Elizabeth)ECNelson Mandela Bay MunicipalityBZChatty ClinicECNelson Mandela Bay MunicipalityBZGelvandale ClinicECNelson Mandela Bay MunicipalityBZGovan Mbeki ClinicECNelson Mandela Bay MunicipalityBZHelenvale ClinicECNelson Mandela Bay MunicipalityBZKwadwesi ClinicECNelson Mandela Bay MunicipalityBZLinton Grange ClinicECNelson Mandela Bay MunicipalityBZMissionvale ClinicECNelson Mandela Bay MunicipalityBZSchauderville ClinicECNelson Mandela Bay MunicipalityBZWalmer 14th Avenue ClinicECOliver Tambo District MunicipalityBZBuntingville ClinicECOliver Tambo District MunicipalityBZCanzibe Gateway ClinicECOliver Tambo District MunicipalityBZCwele ClinicECOliver Tambo District MunicipalityBZDouble Falls ClinicECOliver Tambo District MunicipalityBZLibode ClinicECOliver Tambo District MunicipalityBZLujizweni ClinicECOliver Tambo District MunicipalityBZLwandile ClinicECOliver Tambo District MunicipalityBZMalusi ClinicECOliver Tambo District MunicipalityBZMampondomiseni ClinicECOliver Tambo District MunicipalityBZMangcwanguleni ClinicECOliver Tambo District MunicipalityBZMaqanyeni ClinicECOliver Tambo District MunicipalityBZMgwenyane ClinicECOliver Tambo District MunicipalityBZMtakatye ClinicECOliver Tambo District MunicipalityBZNdanya ClinicECOliver Tambo District MunicipalityBZNgcolora ClinicECOliver Tambo District MunicipalityBZNgqeleni ClinicECOliver Tambo District MunicipalityBZNkanga ClinicECOliver Tambo District MunicipalityBZNkanunu ClinicECOliver Tambo District MunicipalityBZNkumandeni ClinicECOliver Tambo District MunicipalityBZNolita ClinicECOliver Tambo District MunicipalityBZNontsikelelo Biko ClinicECOliver Tambo District MunicipalityBZNqanda A ClinicECOliver Tambo District MunicipalityBZNtapane ClinicECOliver Tambo District MunicipalityBZNtibane ClinicECOliver Tambo District MunicipalityBZNyandeni ClinicECOliver Tambo District MunicipalityBZOld Bunting ClinicECOliver Tambo District MunicipalityBZPilani ClinicECOliver Tambo District MunicipalityBZSt Barnabas Gateway ClinicFSThabo Mofutsanyana District MunicipalityBZBakenpark ClinicFSThabo Mofutsanyana District MunicipalityBZBethlehem ClinicFSThabo Mofutsanyana District MunicipalityBZBohlokong ClinicFSThabo Mofutsanyana District MunicipalityBZFateng Tse Ntsho ClinicFSThabo Mofutsanyana District MunicipalityBZItumeleng (Clarens) ClinicFSThabo Mofutsanyana District MunicipalityBZMphohadi ClinicFSThabo Mofutsanyana District MunicipalityBZPaul Roux ClinicFSThabo Mofutsanyana District MunicipalityBZReitumetse ClinicFSThabo Mofutsanyana District MunicipalityBZRelebohile (Rosendal) ClinicFSThabo Mofutsanyana District MunicipalityBZClocolan ClinicFSThabo Mofutsanyana District MunicipalityBZHlohlolwane ClinicFSThabo Mofutsanyana District MunicipalityBZKokelong ClinicFSThabo Mofutsanyana District MunicipalityBZMasebabatso ClinicFSThabo Mofutsanyana District MunicipalityBZMatwabeng ClinicFSThabo Mofutsanyana District MunicipalityBZMeqheleng ClinicFSThabo Mofutsanyana District MunicipalityBZNothnagel ClinicFSThabo Mofutsanyana District MunicipalityBZOR Tambo (Senekal) ClinicFSThabo Mofutsanyana District MunicipalityBZPhomolong (Ficksburg) ClinicFSThabo Mofutsanyana District MunicipalityBZSenekal ClinicFSThabo Mofutsanyana District MunicipalityBZSoetwater ClinicLPSekhukhune District MunicipalityBZBoschkloof ClinicLPSekhukhune District MunicipalityBZBurgersfort ClinicLPSekhukhune District MunicipalityBZDilokong Gateway ClinicLPSekhukhune District MunicipalityBZEerstegeluk ClinicLPSekhukhune District MunicipalityBZIkageng ClinicLPSekhukhune District MunicipalityBZMahubahube ClinicLPSekhukhune District MunicipalityBZMakofane ClinicLPSekhukhune District MunicipalityBZMankotsane ClinicLPSekhukhune District MunicipalityBZManotoana ClinicLPSekhukhune District MunicipalityBZMaseven ClinicLPSekhukhune District MunicipalityBZMashabela ClinicLPSekhukhune District MunicipalityBZMatsageng ClinicLPSekhukhune District MunicipalityBZMecklenburg Gateway ClinicLPSekhukhune District MunicipalityBZMmutlane ClinicLPSekhukhune District MunicipalityBZMohlaletse ClinicLPSekhukhune District MunicipalityBZMotlolo ClinicLPSekhukhune District MunicipalityBZMotsepe ClinicLPSekhukhune District MunicipalityBZMotshana ClinicLPSekhukhune District MunicipalityBZMphanama ClinicLPSekhukhune District MunicipalityBZNaboomkoppies ClinicLPSekhukhune District MunicipalityBZNchabeleng ClinicLPSekhukhune District MunicipalityBZNgoabe ClinicLPSekhukhune District MunicipalityBZNkoana ClinicLPSekhukhune District MunicipalityBZPaulus Masha ClinicLPSekhukhune District MunicipalityBZPhaahlamanoge ClinicLPSekhukhune District MunicipalityBZPhasha ClinicLPSekhukhune District MunicipalityBZPraktiseer ClinicLPSekhukhune District MunicipalityBZRiba ClinicLPSekhukhune District MunicipalityBZRietfontein Clinic of HC BoshoffLPSekhukhune District MunicipalityBZSelala ClinicLPSekhukhune District MunicipalityBZSelepe ClinicLPSekhukhune District MunicipalityBZSeroka ClinicLPSekhukhune District MunicipalityBZSterkspruit ClinicLPSekhukhune District MunicipalityBZSwaranang ClinicLPSekhukhune District MunicipalityBZTaung ClinicDelivery documentationEach delivery must be accompanied by the following documentation:Delivery note, 3 copies. The delivery note should contain at least the following information: invoice numberPR order/instruction numberDate of packingDate of dispatchName of dispatcherList of health products with quantities, batch numbers and expiry datesSpace for comments, if necessary, by the recipient, on the deliveryCopy of the PR order/instructionOne copy of the PR written order/instruction and one copy of the delivery note remain at the point of delivery. The two remaining copies (both signed for receipt by the recipient) will be returned to the service provider. For each completed delivery, the following documentation is sent to the PR:One e-copy of the signed delivery note; name of recipient or a stamp / write name of facilities from facilitiesOne hard copy of the signed delivery note from service provider The service provider and the PR will agree in the contract on the frequency of exchange of these documents.Warehouse Management System (WMS)This is a software application that helps control and manage the day-to-day operations in a warehouse. WMS software guides inventory receiving and put-away, optimizes picking and shipping of orders and advises on inventory replenishment. A warehouse management system can be a stand-alone application or part of an Enterprise Resource Planning (ERP) system. A warehouse management system can reduce the likelihood of errors that could occur when a product is shipped. The system can also help a company fulfil orders more rapidly and instantaneously trace ordered products within the warehouse. In the end, the overall goal of warehouse management system software is to achieve a paperless environment that directs employees automatically on the optimal picking, put-away and shipping of products. The service provider should be able to demonstrate the use of such software to reduce warehousing errors. LMIS data elements include stock on hand, losses and adjustments, consumption, demand, issues, shipment status, and information about the cost of commodities managed in the system. Supplier must have a system that accounts for stock levels; transactions and inclusive of tracking stock expiry dates on hand, losses and adjustments, consumption, demand, issues, shipment status, and information about the cost of commodities managed in the system. At the end of each month, comprehensive stock reports will need to be submitted to the PR. Potential service providers will be evaluated on this element. Communication, information and reporting CommunicationThe contract that will be signed between the three PRs and the successful bidder will define how the PR and the service provider will communicate. For measuring performance, the contract will define the type of communication and how dates of transmission and dates of receipt will be rmation: Data and information management softwareThe bidder will use industry-acceptable stock management software. The bidder will grant access to this software to the PRs. The service provider will provide PRs with supply management data for analysis and processing. The service provider will train the PRs in the use /interpretation of these data /reports suppliedManagement reports Service Provider - PRThe service provider will share data receipt, storage, and dispatch and distribution information with PRs at least once a month and every so often as requested by PRs in the form of management information reports. The format and the detailed contents of the management information report will be defined in the contract.Stock adjustmentsFor every stock adjustment, the service provider will send a request to the PRs with the reason for the adjustment. Only the signature of the PRs can authorise the stock adjustment in the stock management system. Every authorised stock adjustment has to be registered.DistributionThe transport price will include all elements necessary to ensure that the medicines are transported in a safe and secure way from the service provider facility to the final destination. The price will be expressed in "unit of volume per destination". The smallest unit to be distributed is a sealed container box provided by the product manufacturer /supplier. The bidder will fill out the prices in the following table, for each product distributed.Use table 8 above (Delivery points for health products) and provide delivery price estimates for each delivery point. All prices quoted will be fixed for the contract period. The contract will run until 31 Mar 2022. You may include prices for Year 1: (16 September – 31 March 2020), Y2 (1 April 2020-31 March 2021) and Y3 (1 April 2021-31 March 2022) GeneralManagement and human resourcesThe service provider must be compliant to all legislative requirements including SAPC and MCC/SAHPRA licensing requirements and abide by the labour laws of SA.The service provider will be under the authority of a "Responsible Pharmacist". Each of the storage facility's zones (receiving, storage, and dispatch) will be under the responsibility of a pharmacist. All pharmacists and pharmacy assistants employed by the service provider must be registered with the South African Pharmacy Council.Other points to note:The bidder should have a standard operating procedures (SOPs) manual in place describing the procedures that are in place in its organisation. The PRs reserve the right to verify the existence and validity of the SOPs. This SOP manual must cover all aspects required under GWP.Unless prior approval has been obtained from PR, no adjustment in contract prices will be made; unless there is prior approval) This contract will be financed with funds obtained through the Global Fund for the Fight against Aids, Tuberculosis and Malaria (2019-2022). If for any reason this funding is cancelled, suspended or otherwise unavailable to the PRs, the contract with the service provider may be suspended and possibly cancelled.Performance indicatorsThe contract between the PR and the successful bidder will contain a number of key performance indicators. The PR will evaluate them on a regular basis and subsequently discuss them with the service provider. Underperformance may affect the contractual relationship between the PR and the service provider. Detailed definitions and the ways of calculating or measuring the performance indicators will be included in the contract. The PR may at any time carry out inspections of the stock. This can be done either by its own personnel or through contracted auditors.Service provider's performance indicatorsAccuracy of inventories Timeliness and completeness of management information reports. These reports will contain the following information:Number of receiptsDetails on receipts: name supplier, date, order numberNumber and nature of incidents during receiptsQuantity received per health product: name supplier, date, order number, batch number and expiry date.Quantity in stock per health product, batch number, expiry dateQuantity issued per health product: issue voucher number, batch number and expiry date.Stock value per product and in generalList of health products with batch numbers and expiry dates sorted by expiry dates and grouped in (i) expiry dates beyond 6 months, (ii) expiry dates of 6 months and (iii) expiry dates less than 6 monthsQuantities of health products expired, damaged or otherwise unusableLead time of deliveries: time between the receipt of the instruction to deliver and the date of signature for receipt of beneficiary.Product and quantity requested vs. product and quantity delivered PR performance indicatorsPayment should be done within 30 days of delivery invoice (to warehouse)PR be able to approve alternative plan, within 14 days, if the Service Provider needs to procure drugs elsewhereThe PR ensure they create conditions to make advance ordering possibleBid evaluation: criteria and phases The Evaluation Criteria listed below will be utilized in the evaluation of the Bidder’s written proposals and demonstration/presentation accordingly. The expectation is that those proposals in the competitive range may be considered for contract award. The proposal should give clear, concise information in sufficient detail to allow an evaluation based on the criteria below. A bidder must be acceptable in all criteria for a contract to be awarded to that Bidder whose proposal provides the best value:a. Adherence to the RFP; b. Corporate strength, experience, financial strength, references and reputation of Bidder; c. Ability to meet the business, functional and technical requirements; and d. Methodology for implementation, project management, training, and ongoing support. The overall total cost to the PRs will be considered and the degree of the importance of price will increase with the degree of equality of the proposals in relation to the other factors on which selection is to be based. We are not obliged to accept lowest bid.Administrative evaluationThe bid will be considered as complete when the following documents have been submitted:Company registrationLegislative requirements (show they are abiding by GPP; GWP; GDP etc.)Valid Tax clearance certificate Audited Annual financial statements (Not older than 2 years)Valid BBBEE certificateWhen these documents are not part of the bidding documents, the bid will be rejected without being submitted to the technical or financial evaluation.Technical evaluationBidder must submit a thorough narrative supported by references to the technical documentation in response to the requirements stipulated. Simply providing short, non-descriptive responses is insufficient.Elements for evaluationDocuments to be provided with the bidPoints obtainedScore WeightingCompany experienceExperience in pharmaceutical warehouse management.Evidence of experience through highlighting past work done and through provision of three references. 10 pointsRelevant experience described in the technical proposal and scored out of 5.Presentation of references for relevant projects scored out of 5 where 5 = 3 references provided and all are relevant to the current project; 3 = 3 references provided but only 2 are relevant to the current project; 1 = between 1 and 3 references are provided but only 1 is relevant to the current project; 0 = no relevant references provided.Use of ERP software for supply chain managementERP covering: receipts, stocks, dispatches and distributions.Written and signed document certifying use of ERP submitted with the bid + sample report on supply management data10 points8-10 points for complete ERP system with receipts; stocks management and disposal recording.1-5 points will be scored on submission of missing elements6-7 point for average demonstrationSOP manual for pharmaceutical warehousing and transportA copy to be supplied with the bid10 pointsThe bidder should have a standard operating procedures (SOPs) manual in place describing the procedures that are in place in its organisation. The PRs reserve the right to verify the existence and validity of the SOPs. This SOP/s manual must cover all aspects required under GWP. 8-10 points for good quality SOPs that cover relevant aspects1-5 points for SOPs with missing elements6-7 points for average SOPs Licensed pharmaceutical warehouse Ability to provide the services as stipulated i.e. procurement; warehousing; delivery. Methodology for implementation, project management, training, and ongoing support.10 points8-10 points for showcasing ability provide services and relevant licensing5-7 points for average showcasing of ability to provide the services and including the relevant licensing0-4 points inadequate showcasing of ability to provide services and relevant licensingRisk management planA copy to be submitted with the bid include a quality assurance plan5 pointsScore out of 5 where 5 = Detailed risk management plan with mitigation strategies and solutions to the majority of past challenges and include a quality assurance plan; 3 = Adequate risk management plan with some mitigation strategies and solutions to past challenges provided and a quality assurance plan; 1 = Inadequate risk management plan with limited or no mitigation strategies and solutions to past challenges; 0 = No risk management plan and quality assurance plan.Proposed staff demonstrate the required capacity, skills and knowledge of the project.Functional organization chart and a copy of job descriptions5 points Score out of 5 where 1 point is allocated for organogram reflecting effective structure and required capacity; 1 point is allocated for well-considered team implementation structure approach that can support the implementation; 2 points allocated if proposed team has at least 2 of the following certifications: ICTS (e.g. Prince2), project management, and/or Global Fund; 1 point allocated if the senior team has minimum of 7 years’ experience; 1 point allocated if profile and experience of core staff for the project indicates a minimum of 2 - 3 years’ experience.Financial evaluationPrices submitted for this bid will be regarded as firm.Bidders should quote a price for each of the health products warehoused, stored and delivered –to the various points provided. Prices should be quoted in South African Rand and include:Procurement Management Bi-annual delivery site assessmentsPast performance (references) The Bidder’s proposal shall include three different external references from clients who have utilized Bidder as primary distributor in the last 2 years, who are willing to validate the Bidder’s past performance on similar projects of size and scope. One of the three references shall be within 200kms of Pretoria CBD.The minimum information that shall be provided for each client reference includes the following: 1. Name of the contact person; 2. Name of the company or governmental entity; 3. Address of the contact person; 4. Telephone number of contact person; 5. Email address of the contact person; 6. A description of the products/services provided and dates the products/services were provided/ letter commending the quality of servicesIndemnity and insurance requirements Bidder shall provide a certificate(s) of insurance or a copy insurance declaration page(s) with their proposals as written evidence of their ability to meet the insurance certificate and other applicable PRs insurance requirements in accordance with the provisions listed in Appendix I of the RFP. Non-collusion declarationBidder must complete, sign and submit a non-Collusion Declaration with their proposals.Briefing and enquiries Questions about this tender may be submitted by email. All emailed questions must contain the subject line: “RFP-PSM-20190828 Tender Query”. The questions will be anonymised and published with answers on PR website. Send queries to the email address: psm@.za and Info@.za No personal communication with PR staff about the proposal will be entertained. A non-compulsory briefing session will be held on: 28 October 2019 at 12:00 noon at: SANAC Offices at 333 Grosvenor Avenue; Hatfield Gardens; Block E; 2nd Floor; Hatfield; Pretoria. Awarding of the contract The envisaged date of contracting is 17 December 2019. PRs will select the service provider. The selection committee reserves the right to request any, or all, of the bidders to meet to clarify their proposal. The Committee is not bound to accept the lowest or any proposal. The proposal will be evaluated against the review matrix provided in the TOR The Committee may, entirely at its discretion, decide to – Award contracts to different bidders for different sub-districts. Make award of contracts subject to such conditions as PRs may determine at the stage of awarding the contracts. The Service Provider may be required to sign the Global Fund’s Code of Conduct for Service Providers should they be contracted. This RFP does not commit the PR to award, nor does it commit the PR to pay any cost incurred in the submission of the Proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award. ................
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