Appointment of a service provider for supply and delivery of water dispensers for special investigating unit (siu) at mpumalanga provincial office

Specification below

Request for supply and delivery of four (4) water dispensers/ coolers.

Weekly supply and delivery of water refill bottles with filtered water of 8 X 20-liters bottles.

The successful service provider will be required to perform quarterly maintenance and repairs as needed

throughout the contract duration.

The water dispenser/coolers are to be serviced annually filter replacement. The service / contract will be for a

period of three (3) years.

The specifications of dispenser/ water coolers are as follows:

Type: Free standing

Capacity: 20 liters each

Function: Cooling and heating capability with a cold and hot functionality

Number of faucets: 2 (auntie drip taps) with splash proof exterior

Material: Stainless steel

Sub type: Electricity

7. EXPECTED DELIVERABLES: As per the specification specified from the RFQ document

The service provider will be expected to deliver to the address below:

The SIU Nelspruit office is situated at 1 Aqua Street, Riverside Office Park, Block 1, 1st Floor, Nelspruit

8. BID CONDITIONS

The documents must be submitted to the Email: [email protected]

9. CONTRACT PERIOD

1. The successful service provider will be required to perform maintenance and repairs as in

when/needed throughout the contract duration.

2. Weekly supply and delivery of water refill bottles (filtered) of 8 x 20 litters.

The water dispenser/coolers are to be serviced annually filter replacement. The service / contract

will be for a period of three (3) years.

10. TERMS AND CONDITIONS OF THE CONTRACT

10.1. Objective Criteria:

a) The nominated resource will be subjected to SIU Internal Integrity Unit screening and/or State Security

Agency vetting; failure to pass could result in SIU rejecting nominated resource or the bid to a bidder

irrespective of the points scored after the final evaluation.

b) The recommended service provider may be required to register on the relevant counsel professional

body.

c) SIU will sign a Service Level Agreement upon appointment of the suitable Service Provider. This term of

reference will also form part of the service level agreement.

d) The service provider must ensure that the cleaner requested is at work on time to commence with the

cleaning.

e) Cleaners must be in full uniform at all times that will be supplied by the service provider.

f) No equipment, utensils or agents that may damage the buildings, fittings, and persons shall be used.

The SIU has the right to reject such.

g) The service provider will be held liable and pay for any loss/damage suffered by the SIU because of the

service provider’s own negligence/intent, which originated at the site.

h) Any qualification to the terms and conditions of this quotation will result in disqualifications.

i) The recommended Service Provider’s express acceptance of the SIU Supply Chain Management general

contract conditions.

j) Should the service provider not comply with any of the conditions contained in these terms of reference

during the contract period the SIU may cancel the contract.

k) The lowest or any proposal/quote may not necessarily be accepted.

10.2. AWARD CRITERIA

9.2.3 Bid will only be awarded to the bidder who passes SIU’s Internal Integrity Unit screening and/or

State Security Agency vetting; failure to pass could result in SIU not awarding the bid to a bidder

irrespective of the points scored after the final evaluation.

9.3 CONDITIONS

Quotations above R2 000 will be evaluated on the basis of the 80:20-point system as stipulated in the

Preferential Procurement Regulation 2022, SIU’s Supply Chain Management Policies and National

Treasury Practice and instruction note (s).

PLEASE NOTE THAT THE QUOTATION MAY BE REGARDED INVALID/DISQUALIFIED IN THE

FOLLOWING INSTANCES:

a) If the quotation page is not signed

b) If the SBD 4: declaration of interest form is not completed and signed

c) CSD tax clearance is non-compliant

d) If SBD and/or information is proven incorrect.

e) Late and incomplete submissions will not be accepted

f) Service providers who are listed on the national treasury’s database of restricted suppliers and

defaulters

g) Service providers who are under investigation of corrupt activities

h) Appointment may be subjected to screening by the SIU internal integrity unit or vetting by the

state security agency before commencements

9.4 TAX COMPLIANCE REQUIREMENTS

I. Bidders must ensure compliance with their tax obligations.

II. Bidders are required to submit their unique personal identification number (pin) issued by SARS

to enable the organ of state to verify the taxpayer’s profile and tax status.

III. Application for Tax Compliance Status (TCS) pin may be made via e-filing through the SARS

website www.sars.gov.za.

IV. Bidders may also submit a printed TCS certificate together with the bid.

V. In bids where consortia / joint ventures / sub-contractors are involved; each party must submit a

separate TCS certificate / pin / CSD number.

VI. Where no TCS is available, but the bidder is registered on the central supplier database (CSD), a

CSD number must be provided.

VII. No bids will be considered from persons in the service of the state, companies with directors who

are persons in the service of the state, or close corporations with members’ persons in the service of the

state.”

9.5 TERMS AND CONDITIONS:

a) Quotations must be submitted in the company letterhead

b) All copyright and intellectual property herein rests with the SIU

c) All goods or services purchased will be subject to SIU’s conditions, policies and procedures.

d) It is the responsibility of the bidder to ensure that the SIU is in possession of a compliant Tax

Status documentations. The onus therefore rests on the bidder to ensure that the SIU is in receipt of a

Compliant Tax Status as per CSD summary report.

e) All purchases will be made through an official order form; therefore, no goods must be delivered

or render services before an official order has been received.

f) To participate in SIU’s Quotation of goods and/or services, vendors are advised to register on

SIU’s National Treasury Central Supplier Database (CSD)

g) Bidder certify that the information supplied is correct and I have read and understood SIU’s

Conditions and procedures and accept it.

h) Bidder further certify that all the required information has been furnished and the relevant forms

completed and are herewith submitted as part of the bid.

i) Payments are effective within 30 days after receipt of invoice

j) No late responses will be considered.

k) All quotes should be accompanied by a valid BBBEE status Certificate with a SANAS logo or Sworn

Affidavit by the Commissioner of Oaths with an SAPS Stamp for 80/20 evaluation criteria.

l) Note that there are no pre-payments and payments will take place within 30 working days from

the invoice date

m) Successful bidders must be able to deliver the specified goods/services in full no later than

stipulated date.

n) Please do not hesitate to contact the undersigned for further information.

o) When a bidder responds to this request for quotations, accept SIU’s condition and also confirm

that should he/she is successful, will be able to offer and deliver quality service.

p) SIU as a public entity is not allowed to do pre-payments, therefore when the bidder respond to

this request, accept the quotation

q) The appointed bidder is required to sign of the SBD document truthfully and in full

r) Any bidder who has reasons to believe that the RFQ specifications is based on a specific brand

must inform SIU on or before RFQ’s closing date.

s) Awarding of the quotation will be subject to the Service Provider’s express acceptance of the SIU

Supply Chain Management policy, general contract conditions and any other related general

t) By responding to this RFQ document, a bidder commits to bind himself or herself by SIU’s

conditions which supersedes bidders’ own quotation’s conditions.

u) Upon finalization of the appointment, SIU may enter into a Service Level Agreement (SLA),

v) SIU reserves the right to conduct its own internal tests and analysis on products/goods to

ascertain the quality as per SABS compliance etc.

w) No equipment, utensils or agents that may damage the buildings, fittings, persons shall be used.

The SIU reserves the right to reject such conduct.

x) Bids must be delivered by the stipulated time to the correct address. Late bids will not be

accepted for consideration.

y) All bids must be submitted on the official forms provided– (not to be re-typed) or in the manner

prescribed in the bid document.

z) This bid is subject to the preferential procurement policy framework act, 2000 and the

preferential procurement regulations, 2022, the general conditions of contract (GCC) and, if applicable,

any other special conditions of contract.

aa) This RFQ is subject to Procurement General Conditions of Contract, (you may request a copy

from SCM official or download from National Treasury’s website.

bb) The successful bidder will be required to fill in and sign a written contract form (SBD7).

10. EVALUATION CRITERIA

SIU promotes the concept of “best value” in the award of contracts, as opposed to merely looking for the

cheapest price, which does not necessarily provide the best value. Best value incorporates the expertise,

experience and technical proposal of the organization and individuals who will be providing the service and

the organisational capacity supporting the project team.

SIU is committed to achieving the government’s transformation objectives in terms of the Preferential

Procurement Policy Framework Act (PPPFA), Procurement Regulation 2022. The value of this bid is estimated

not to exceed R 1 000 000.00 (all applicable taxes included) and therefore the 80/20 system shall be

applicable. (This is by no means the budget of the project but the process threshold as per PPPFA) The

procedure for the evaluation of responsive bids is Price, and Preference method.

B-BBEE STATUS LEVELS

A bidder and/or service provider will be used interchangeably across the bid document.

Responsive bids are those bids that meet the eligibility/mandatory/administrative criteria as set out on the

bid document.

The preference points evaluation of the responsive bids will be evaluated in terms of the 80/20 preference

points systems, where the 80 points will be used for price and the 20 points will be awarded to a bidder for

attaining the B-BBEE status level of contributor.

SIU promotes the concept of “best value” in the award of contracts, as opposed to merely looking for the

cheapest price,

SIU is committed to achieving Government’s transformation objectives in terms of the Preferential

Procurement Policy Framework Act (PPPFA).

11. PRICING SCHEDULE

Price must include the entire scope of work and any other logistics or disbursement that assist the service

provider in delivering the final product (s) to SIU as per the scope of work and within the set timelines.

Note: VAT must be included and disbursements on the final product.

1. Detailed Cost Breakdown of the Price Schedule and Labour Costs including vat. (Total hours and cost per

hour). Cleaners should be paid according to Department of Labour under Sectoral Determination 1: Contract

Cleaning Sector Wages.)

PRICE BREAKDOWN Unit Price Total Price

X4 Four Dispensers / Coolers

maintenance and repairs as in when required

Water refill bottles (filtered) of 8 x 20liters weekly

Service filter replacement twice a year

Amount exclusive VAT

VAT

Amount inclusive VAT

• Quotation must reflect a cost breakdown and prices quoted must be inclusive of VAT.

• A separate quote should be on bidders’ letter head

• The Bidder must thus complete the attached schedule and return (No separate schedules permitted).

• All fee rates shall be quoted in the currency of the Republic of South Africa for the periods specified,

and will be held to be firm for the period of the Bid.

SBD 4 - BIDDER’S DISCLOSURE

1. PURPOSE OF THE FORM

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with

the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of

the Republic of South Africa and further expressed in various pieces of legislation, it is required for the

bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. BIDDER’S DECLARATION

2.1. Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest2 in the enterprise,

Employed by the state? YES/NO

2.1.1. If so, furnish particulars of the names, individual identity numbers, and, if applicable, state

employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners

or any person having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

the power, by one person or a group of persons holding the majority of the equity of an enterprise,

alternatively, the person/s having the deciding vote or power to influence or to direct the course and

decisions of the enterprise.

2.2. Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1. If so, furnish particulars:

................................................................................................

................................................................................................

2.3. Does the bidder or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise have any interest in any other related enterprise

whether or not they are bidding for this contract?

YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

No specific requirements found

B-BBEE Minimum Level: 18