Invitation to Quote (ITQ) Dear Sir or Madam, 28 August 2014 RE: Provision of Real Time Web Based Procurement Application 1. You are invited to submit your price quotation for the Provision of Real Time Web Based Procurement Application. 2. The terms of reference for the Provision of Real Time Web Based Procurement Application are presented in Annex 1 to this Invitation to Quote ITQ ). 3. The bidder must quote for ALL items. 4. Your quotation in hard copy printed format must be addressed and submitted to: Lesotho Highlands Development Authority Procurement Section Tender Box 7 th Floor, Lesotho Bank Tower Kingsway Street Maseru, Lesotho 5. Your quotation should be accompanied by adequate technical documentation and catalogue(s) (if applicable) to demonstrate the services and system being offered and quoted. In addition include certified copies of Trader s License/Certificate of Incorporation and Tax Clearance. 6. Your quotation should clearly give reference to: a) Contact details of references from other similar projects b) Detailed experience on similar projects c) Detailed CVs of relevant key staff. 7. Your quotation may form the basis for negotiations which may lead towards a Contract between your Organization and the Lesotho Highlands Development Authority (LHDA). 8. The deadline for receipt of your written quotation to be delivered to the address stated in Paragraph 4 is: Monday 15 th September 2014 before 15:00 hrs Lesotho local time. Late bids will be rejected. Requests for clarification regarding the ITQ must be submitted by Friday 5 th September 2014, before 12:00 Noon Lesotho local time.
9. The quotation shall be submitted in hard copy by the deadline indicated in paragraph 8, above. The submission must include: one Original and five (5) copies of the quotation duly signed by an authorized representative. The submission must clearly labelled with Provision of Real Time Web Based Procurement Application. If this label is missing the LHDA will not be responsible for premature opening, late opening, or nonacceptance of the quotation due to non/late recognition of the quotation. 10. The Bidder shall submit with the quotation, proof of authorization or power of attorney for the signatory of the quotation. LHDA will not accept quotations submitted by emails. 11. The quotation must be submitted in accordance with the following instructions. The LHDA Purchase Order terms and conditions are not negotiable and shall be fully accepted by the Service Provider: (i) (ii) (iii) (iv) PRICES shall be quoted in MALOTI, exclusive of VAT. (M1.00 = R1.00) TIME FOR DELIVERY OF SERVICES the quotation shall include details of the time required to complete project services. The Service provided would be expected to start work with 7 days of the date of issue of Purchase Order. EVALUATION OF OFFERS AND AWARD: Offers determined to be substantially responsive to these Terms of Reference and Invitation to Quotation will be evaluated by comparison of quoted prices. A Purchase Order will be issued to the Supplier offering the most comprehensive quotation that meets the required Terms of Reference on all items. VALIDITY OF THE OFFER: Your quotation should be valid for a period of 45 days from the date for receipt of quotation indicated in Paragraph 8, above. A quotation with a lesser validity period may be rejected and may not be considered. 12. If the client deems necessary, bidders may be required to make a presentation of their proposed methodology. 13. Any additional information may be requested from the address indicated in paragraph 4 (above). Sincerely, Refiloe Tlali (Mrs) Chief Executive
Terms of Reference The Lesotho Highlands Water Project (LHWP) is a multi disciplinary, multi phase, bi lateral project undertaken by the Governments of the Kingdom of Lesotho and of the Republic of South Africa in accordance with a Treaty signed between the two countries in 1986. You are hereby invited to submit a quotation for Provision of Real Time Web Based Procurement Application. The goal of the application is to provide outside parties with access to electronic copies of procurement documents. The website shall be configured to provide capabilities listed below. The website shall be hosted externally with a private service provider. 1. The website must permit the upload, download, and storage of documents up to 20 GBs. 2. The application should run on (php and mysql)/ (MSSQL and ASP (.net)). 3. The website should provide a resume support functionality. 4. The pages and features of the website shall be compatible with limited bandwidth access by the public, i.e. there will be minimum graphics that may affect the downloading speed of documents. 5. The website should be user friendly and easy to navigate. 6. The website shall provide the ability to compress or zip documents. 7. The site must be designed for continuous operation (24 hours a day, 7 days a week) with express maintenance windows clearly defined. The host must have adequate redundant equipment to minimize down time. System Functionality: 1. The Tenders page shall be subdivided into the links, Professional Services, Works and Goods. Each of these links must in turn show a list of all procurement opportunities available under that group. When an interested party wants to download a document, the link must require the downloader to enter the following information: - Full names of downloader/contact person - Email address - Alternative email address - Name of company - Country linked with country code (country code should therefore be preloaded into the database and should be editable). - Phone numbers, both office and mobile - Postal address: Physical address, post code, city, country
A. Storage 2. When this information is provided, the website must immediately send an email to the party s email address for verification purposes. (a) If the first email address cannot be verified, the webpage should automatically switch to the alternative email address. In the absence of an alternative email address, the webpage should automatically alert the party, and an alternate email address be requested. (b) If the email is verified, the system should automatically provide a link and generate a unique random code for downloading the document via email. i. Upon clicking on the link, the webpage shall permit the user to enter the code and download the document. ii. The user shall be able to use the same code to download any other bidding documents; however a record shall be kept of each document downloaded by the user. In the event the code has been misplaced, the user will be required to re register. iii. This functionality shall be configured with time and date restrictions such that procurement documents can only be accessed during specific dates and times to be instructed by LHDA, i.e. the availability of bid documents on the website to automatically terminate on the date and time of bid submission and be moved to archives. (c) When a document is downloaded, the website shall automatically notify the LHDA (via procurement@lhwp2pmu.co.ls) of the name and details (as provided by the user) of the person downloading a document. (d) The website shall also permit LHDA to query the names and contact details for all users who downloaded procurement documents. 3. The system should allow uploading of documents through a user interface which does not require any user programing by an IT person. (a) After the end date of the access period the document shall be automatically removed from the website, archived and only accessible to LHDA. Outside users shall not be able to access a procurement document after its deadline. (b) The archived documents should be archived by procurement field as indicated above e.g. professional services, goods and works, per month. At the end of the stipulated access period an automatic record/report (in.pdf,
excel and.csv format) summarizing every download for that particular document, including name and contact details (as provided by each user), the time and date of download, the IP address and location of download shall be created. This report must be sent to LHDA via procurement@lhwp2pmu.co.ls and to reports section, which is only accessible to LHDA. Details of pricing, payment, Contract Manager, and performance will be provided in the Purchase Order.