REQUEST FOR PROPOSALS
INTRODUCTION
HIVSA Procurement and Procedures require that we establish an approved database of preferred suppliers. HIVSA invites interested service providers to submit proposals to be added to the Preferred Supplier database. The intention of HIVSA is to streamline its process to ensure effective and efficient expenditure control within its supply chain, whilst ensuring that HIVSA meets its service delivery goal. HIVSA is therefore calling on service providers in the fields below to provide company profiles (Including tax clearance certificates and any other relevant documents as detailed below. Qualifying suppliers will be added to the HIVSA Supplier database, please note that existing suppliers are also required to resubmit to be considered for the new financial year.
HIVSA is governed by its Procurement and Policies Procedures, the relevant legislation, and general conditions of contract when sourcing quotations and /or bids from prospective suppliers, HIVSA reserves the right to have a list of prospective suppliers and to utilise these suppliers on a rotational and needs-based basis.
General Conditions for Applicants
It should be noted that HIVSA reserves the right to accept or reject any application made by a prospective supplier.
HIVSA reserves the right to verify any information contained in the applicant’s submitted documents through internal vetting processes. Any discrepancies which may arise during the process may result in the application being unsuccessful.
Applicants who have failed to submit the minimum requirements will not be considered.
All relevant attachments must be attached to the email along with the rest of the required documents.
Once successfully registered as a preferred Supplier, a service provider will be subjected to regular performance reviews and could be deregistered if the required service levels are not met.
Registered suppliers will be contacted by HIVSA telephonically and via email to source quotations. It is therefore imperative that all applicants submit correct contact details.
The onus shall rest upon the applicant to inform HIVSA of any changes to the status and or information of their business, in which case certified proof together with a new supplier database registration form and attached documents will be required to effect the changes.
HIVSA will not be liable for any consequence whatsoever which may arise due to the failure of an applicant to update their information on the database when any change occurs in the business information which affects the registration.
It is important, for all applicants to note that the successful registration on the HIVSA supplier database will not guarantee the applicant any business opportunities.
Preferred suppliers are reviewed and renewed annually, and the same process of registration may be followed.
HIVSA is currently reviewing service providers for the following supplies and services:
Category Quotation /Proposal Template
Accommodation and Conferencing Quotation-for-HIVSA_201_Conferencing and Accommodation
Offsite Printing Quotation-for-HIVSA_202_Offsite Printing
Printing Paper Quotation-for-HIVSA_203_Printing Paper
Stationery Quotation-for-HIVSA_204_Stationery
Catering Quotation-for-HIVSA_205_Catering
IT Equipment Quotation-for-HIVSA_206_IT Equipment
Printing of Merchandise Quotation-for-HIVSA_207_Merchandise
Accounting and Payroll support services Terms-of-Reference-for-HIVSA-Payroll-and-Accounting-Backup-Support-and-Monitoring
Vendor registration form HIVSA-Vendor Registration Form
SUPPLIERS DATABASE FORM DOWNLOAD
Each of the above categories has a quotation template that can be obtained on the HIVSA website http://hivsa.co.za. template must be completed for each category and submitted with the rest of the required documents.
This application represents an expression of interest from the supplier to be added to the HIVSA preferred supplier database. The application will be assessed, and should it be successful your details will be maintained amongst a pool of preferred suppliers who will be contacted when a sourcing opportunity or requirement arises.
Suppliers will be selected based on B- BBEE rating, Experience, Proof of capacity, location and Price along with completeness of required documents as indicated under “Minimum Requirements. ’You will receive an email notifying you of the outcome of this registration in February 2024.
HIVSA reserves the right to verify all credentials submitted therein prior to qualifying any supplier as a preferred supplier.
Minimum Requirements
COPIES OF THE FOLLOWING DOCUMENTS MUST BE ATTACHED TO APPLICATION FORM:
Company and Intellectual Property Commission (CIPC) of South Africa Company Registration.
Original Valid Tax Clearance Certificate.
Certified ID copies of all Directors of the company.
B-BBEE Certificate (Level 1 Preferred) or Sworn Affidavit (Depending on the turnover).
Stamped Bank details.
Brief company profile (2 pages maximum).
Must be based in the provinces HIVSA operates in (Gauteng). Proof of Business Address must be supplied.
Proof of Accreditation/Certificate (Health Certificate for Catering service and SETA for Training Services, PDP, etc.).
At least 3 reference letters from companies with similar services in the past 24 months. NGO experience preferred.
Motivation indicating capacity and experience in the area applied for (1 Page).
Should include the quotation or request for service schedules.
Completed Supplier Registration Form.
Instructions for Email submissions:
Submissions should be made to phirif@hivsa.com no later than the 31st of January 2024.@ 17.00.
The email header/subject should clearly indicate the Application Reference Number for which your company ai applying e.g., Stationery: (HISA 204).
If the documents cannot be sent in one email, the read: (HIVSA 204 Batch 1) and the second email should read (HIVSA204 Batch 2).
If the service provider is applying to be considered for more than one area each area/category must be applied for in a separate email with all relevant documents attached.
Late submissions will not be considered.