REQUEST FOR QUOTATION (RFQ)

Transcription

1 REQUEST FOR QUOTATION (RFQ) Procurement of Professional Service on ISO/IEC17025 Testing Laboratory Management System Development for Fei Cui (Omphacite and Kosmochlor) Prepared by Gemmological Association of Hong Kong & Hong Kong Productivity Council Jun 2011 (Revision 1.0) Page 1 of 12

2 Table of Content 1. Background RFQ Process and Requirements Requirements of RFQ and Procurement Processes Quotation Preparation and Submission Disclosure of Interest Conflict of Interest Quotation Evaluation Contract Granting and Payment Schedule Enquiry Service Specifications and Responsibilities Phase 1 (16/07/ /12/2011) Phase 2 (16/12/ /06/2012) Phase 3 (16/05/ /10/2012) Phase 4 (16/06/ /11/2012) Requirements on Academic, Professional Qualification and Experiences Other Requirements Intellectual Property Rights Use of Third Parties Appendix A - Academic, Professional Qualification and Experience Specifications Form Page 2 of 12

3 1. Background The Gemmological Association of Hong Kong (GAHK) has applied funding from Hong Kong Council for Testing and Certification (HKCTC) to implement the project namely To reinforce the Hong Kong s branding of Fei Cui - Tested in Hong Kong, Certified in Hong Kong by establishing a gem testing laboratory management system and standard testing methods for most of the major varieties of Fei Cui, which can be accredited under the International Standard ISO/IEC GAHK has commissioned Hong Kong Productivity Council (HKPC) to be the executive agent of the project who will manage the entire funding and administrate the project. The aim of this project is to assist Hong Kong jewellery industry and gem testing laboratories to grasp the business opportunity by developing completed standard testing methods for most of the major varieties of Fei Cui and applying Hong Kong Accreditation Service (HKAS) accreditation on the developed standard testing methods. The major deliverables of this project are to develop a gem testing laboratory management system and standard testing methods for Fei Cui (Omphacite and Kosmochlor) in compliance with International Standard ISO/IEC 17025, so that a laboratory which adopts such management system and testing methods can apply for accreditation from HKAS pursuant to the Hong Kong Laboratory Accreditation Scheme (HOKLAS) for testing the types of Fei Cui to which the testing standards relate. Under this project, a guideline of the developed standard methods on testing of Fei Cui (Omphacite and Kosmochlor) and a reference manual outlining the systematic approach on how a gem testing laboratory implements the developed management system in compliance with ISO/IEC and HOKLAS s requirements will be compiled and published. Moreover, a series of CPD training and seminars will be organized to promote and disseminate the knowledge of the developed testing standards, the gem testing laboratory management system and other project deliverables. Furthermore, a specific website will be developed to introduce the standard testing methods and gem testing laboratory management system on different varieties of Fei Cui for different stakeholders. GAHK and HKPC are now inviting interested vendor to provide professional service for a project on ISO/IEC17025 testing laboratory management system development for Fei Cui (Omphacite and Kosmochlor). The development and implementation works of the ISO/IEC17025 testing laboratory management system are required to be delivered in 4 phases within 16 months. Detailed service specifications and responsibilities are stated in Section 3. Page 3 of 12

4 2. RFQ Process and Requirements 2.1. Requirements of RFQ and Procurement Processes The RFQ and procurement of services shall be conducted in full compliant with the rules and requirements set by HKCTC Quotation Preparation and Submission (1) Each quotation shall be completed in 2 proposals, namely Qualification Proposal and Fee Proposal respectively. The 2 proposals shall be: Sealed in two separate plain envelopes; Marked with Qualification Proposal and Fee Proposal on related envelope; Marked with the vendor s name on both of the envelopes; and Reached HKPC on 30 Jun 2011 by 12:00 noon at the following address: MTD, 5/F, HKPC Building, 78 Tat Chee Avenue, Kowloon, Hong Kong (Attn: Ms Jessica Wong). (2) Vendor shall prepare the Qualification Proposal in compliant with academic, professional qualification and experience requirements stated in Section 4. shall include at least the following: A complete CV; The Qualification Proposal Academic, Professional Qualification and Experience Specifications Form (Please refer to Appendix A); Relevant supporting information for demonstrating full compliance with the requirements stated in Section 4; Copy of Business Registration (if any); and NO PRICE OR COST should be included in Qualification Proposal, otherwise the whole quotation will be withdrawn. (3) Vendor shall prepare the Fee Proposal in compliant with service specifications and responsibilities stated in Section 3. The Fee Proposal shall include at least the following: The service charge for implementing the project and fulfilling the service specifications and responsibilities as stated in Section 3; and Any associated costs for implementing the project. Remarks: (1) Any additional cost arose from external support and/or advice requested by the vendor should be borne by the vendor. (2) Late submission will not be processed. (3) All submitted materials for this RFQ will not be returned. Page 4 of 12

5 2.3. Disclosure of Interest According to the requirements on procurement of services set by HKCTC, it is required that, where GAHK or any director of GAHK or any of its associates or associated persons is in any way, directly or indirectly, interested in a proposed contract for the procurement of services for or incidental to the Project, GAHK shall, prior to the entry into the proposed procurement contract, make full and proper disclosure of the nature of such interest and the terms and conditions of the relevant procurement contract to the Commissioner for Innovation and Technology (CIT) of the Government who may make further inquiries and/or give such directions in relation to the procurement of services or the contract as CIT shall deem fit (including a direction ordering GAHK to abstain from entry into the proposed procurement contract) and GAHK shall answer such enquiries or abide by such directions as appropriate. Provided always a full and complete disclosure has been made by GAHK pursuant to the requirements on procurement of services set by HKCTC, where CIT does not raise any enquiry or give any direction after the expiry of 30 days from that disclosure, CIT shall be deemed to have no objection to the conclusion of the procurement contract to which that disclosure relates. In order to comply with the above requirement set by HKCTC, any director of GAHK or any of its associates or associated persons interested in submitting quotation for this procurement of services, shall make full and proper disclosure of the nature of such interest to GAHK when submitting quotation to GAHK and HKPC. Upon completion of quotation evaluation process specified in Section 2.5, GAHK will forward the disclosure of interest made by the selected vendor, who is director of GAHK or any of its associates or associated persons, to CIT for his approval before granting the procurement contract to the selected vendor Conflict of Interest In order to assure the impartial judgment on Fei Cui verification results and testing methods, the vendor shall not have any working relationship with Fei Cui testing laboratories and/or Fei Cui traders Quotation Evaluation (1) Vendor must submit all the information required. All submitted quotations shall be assessed by an Assessment Team. (2) The Assessment Team will evaluate the Qualification Proposal first. Quotations failing to comply with all mandatory requirements on academic, professional qualification and experience stated in Section 4 may not be considered further. Page 5 of 12

6 (3) In principle, quotation meeting the requirements on Academic, Professional Qualification and Experience stated in Section 4 and being the lowest price for implementing the project compliant with the service specifications and responsibilities stated in Section 3 will be considered as successful. However, GAHK and HKPC reserve the right to accept the whole or part of the quotation and are not bound to accept the lowest or any quotation. Remark: The Assessment Team consisted of representatives of GAHK and HKPC who have declared that they are not one of the vendors of this RFQ Contract Granting and Payment Schedule The selected vendor shall be subjected to CIT s approval when Section 2.3 is applied. The approved vendor shall be notified on or before 12 Jul 2011 or upon obtaining approval from CIT when required, and the procurement contract shall be granted to the approved vendor. The approved vendor with contract granted is required to start implementing the project no later than 18 Jul 2011 and complete the tasks stated and scheduled in Section 3 within 16 months. The payment will be scheduled as follows: Deposit 20% Payment Date of Payment Upon signing of procurement contract 2 nd payment 30% Upon successful completion of Phase 2 3 rd payment 30% Upon successful completion of Phase 3 Balance payment 20% Upon (a) all the phases specified in Section 3 have been successfully completed and (b) acceptance of all the Project Deliverables by GAHK and HKPC and (c) Hong Kong Accreditation Service issues a confirmation that accreditation service can be offered to the testing standards and management system. GAHK and HKPC reserve the right to terminate the procurement contract forthwith on the occurrence of any one of the following events: The approved vendor is in material breach of any of the terms, conditions, representations, warranties or undertakings in the procurement contract; It is unlikely that the approved vendor will be able to complete the project in compliance with the service specifications and responsibilities stated in Section 3 of this RFQ document; or The project deliverables produced by the approved vendor are deemed to be unsatisfied by GAHK and HKPC. Page 6 of 12

7 2.7. Enquiry For any enquiry of this RFQ, please contact: Contact Person: Ms Jessica Wong Address: MTD, 5/F, HKPC Building, 78 Tat Chee Avenue, Kowloon, Hong Kong Tel: Fax: Page 7 of 12

8 3. Service Specifications and Responsibilities The vendor with contract granted is required to work closely with the Project Implementation Team formed by GAHK and HKPC. The vendor shall participate in each and every project implementation team meeting and report project progress. Upon request by HKPC and/or GAHK, the vendor shall attend steering committee meetings to report project progress. Besides, the vendor shall be responsible for coordinating and attending every meeting with HKCTC, HKAS, and Task Force in discussing gemstone testing issues related to the project. The specifications of the service that the vendor shall render to GAHK and HKPC are stated and scheduled as follows. It is estimated that around 200 man-days will be required to complete the tasks and specifications stated below Phase 1 (18/07/ /12/2011) Phase 1 is focused on developing the standard methods for testing Fei Cui (Omphacite and Kosmochlor). The major tasks of Phase 1 shall include but not limited to the following: To identify and invite competent gemmological experts and technical specialists to form the Technical Board; To render professional advise for developing the standard and testing methods of Fei Cui (Omphacite and Kosmochlor) in compliance with ISO/IEC 17025:2005 and HKAS s requirements; and To coordinate and arrange verification of Fei Cui samples and production of certified Fei Cui masterstones and reference standard materials Phase 2 (16/12/ /06/2012) Phase 2 is focused on developing the quality management system in compliance with ISO/IEC 17025:2005 and the professional training courses. The major tasks of Phase 2 shall include but not limited to the following: To be appointed as a Team Leader (QMS) to establish, compile and fine-tune a quality management system in compliance with ISO/IEC 17025:2005 for two specific Fei Cui (Omphacite and Kosmochlor); To provide frequent and regular on-site visits to local pilot gem labs for implementing the developed gem testing laboratory management system and testifying the developed standard and testing methods of Fei Cui (Omphacite and Kosmochlor) to confirm the applicability, feasibility and compliance with ISO/IEC 17025:2005 and HKAS s requirements; and To render professional advise for developing the content of a series of CPD Training to ensure to conform to the qualification requirements of ISO/IEC 17025:2005 and HKAS s requirements. Page 8 of 12

9 3.3. Phase 3 (16/05/ /10/2012) Phase 3 is focused on applying HKAS s accreditation on the developed standard methods for testing Fei Cui (Omphacite and Kosmochlor). The major task of Phase 3 shall include but not limited to the following: To coordinate and arrange the application for HKAS s accreditation on the developed standard methods for testing Fei Cui (Omphacite and Kosmochlor) Phase 4 (16/06/ /11/2012) Phase 4 is focused on compiling the reference manual of the laboratory quality management system and developing a website to publicize the project outcome. The major tasks of Phase 4 shall include but not limited to the following: To compile and fine-tune a reference manual to outline the systematic approach on how a gem testing laboratory implements ISO/IEC17025:2005 for two specific Fei Cui (Omphacite and Kosmochlor); To render professional advise for developing a website for general public to publicize the project as well as to manage and monitor the progress of the website development; and To consolidate the HKAS accredited standard testing methods of Fei Cui (Jadeite Jade) and publish on the developed website together with the newly established standard testing methods of Fei Cui (Omphacite and Kosmochlor) for different stakeholders reference. Page 9 of 12

10 4. Requirements on Academic, Professional Qualification and Experiences The vendor shall allocate competent staff who can fulfill the requirements on academic, professional qualification and experience stated as follows to implement the project: Master degree or above in geology or jewellery related disciplines with minimum of 10 years solid experience in this related field Solid experience in establishing ISO/IEC 17025:2005 laboratory management system and assisting laboratories to go through ISO/IEC 17025:2005 accreditation process by HKAS Possess the following professional certification and credentials related to the field: FGA Diploma in Gemmology of the Gemmological Association and Gem Testing Laboratory of Great Britain, or Graduate Gemologist (GG) Diploma from GIA of USA, or Fellow member of the Gemmological Association of Hong Kong Possess the following professional certification and credentials related to the field will be an added advantage: IRCA accredited ISO 9001:2008 QMS Lead Auditor Certificate Accredited ISO/IEC 17025:2005 International Laboratory QMS Assessor Certificate Member of Task Force for Gemstone Testing and Technical Assessor of HKAS and Observers to ISO Technical Committee 174 (Jewellery) will be an added advantage Excellent Chinese and English writing skills Excellent project management, communication and presentation skills Good networking with China, Taiwan and overseas international labs and gemological associations and related organizations Page 10 of 12

11 5. Other Requirements 5.1. Intellectual Property Rights GAHK shall be the sole and absolute beneficial owner of all and any intellectual property rights in the materials of this project, which include but not limited to, gem testing laboratory quality management system template, standard and testing methods for Fei Cui (Omphacite and Kosmochlor), verification data and result of Fei Cui masterstones and standard materials, guideline of the application for the developed standard methods on testing of Fei Cui, website design and contents, reference manual of the gem testing laboratory quality management system, training materials, as well as all related documents Use of Third Parties The vendor shall indicate clearly in its quotation if the vendor intends to delegate or subcontract any of its responsibility. The selected vendor shall not delegate or subcontract any of its responsibilities without the prior written approval from GAHK and HKPC. Page 11 of 12

12 Appendix A - Academic, Professional Qualification and Experience Specifications Form The vendor is required to complete the following table for each staff who will be allocated to implement the project in order to proof the compliant with requirements on academic, professional qualification and experience. Relevant supporting document shall be submitted with the completed form. Name of Vendor: Name of staff to be allocated to implement the project: Requirements on Academic, Professional Qualification and Experience Master degree or above in geology or jewellery related disciplines with minimum of 10 years solid experience in this related field Solid experience in establishing ISO/IEC 17025:2005 laboratory management system and assisting laboratories to go through ISO/IEC 17025:2005 accreditation process by HKAS Possess the following professional certification and credentials related to the field: FGA Diploma in Gemmology of the Gemmological Association and Gem Testing Laboratory of Great Britain, or Graduate Gemologist (GG) Diploma from GIA of USA, or Fellow member of the Gemmological Association of Hong Kong Possess the following professional certification and credentials related to the field will be an added advantage: IRCA accredited ISO 9001:2008 QMS Lead Auditor Certificate Accredited ISO/IEC 17025:2005 International Laboratory QMS Assessor Certificate Member of Task Force for Gemstone Testing and Technical Assessor of HKAS and Observers to ISO Technical Committee 174 (Jewellery) will be an added advantage Excellent Chinese and English writing skills Comply (please "tick" in the appropriate box) Yes No Supporting Document (Please submit the documents list below with this form) Remarks Excellent project management, communication and presentation skills Good networking with China, Taiwan and overseas international labs and gemological associations and related organizations Page 12 of 12