Lease of four water coolers for siu KZN provincial office

The Special Investigating Unit (SIU) is an independent statutory body that is accountable to the

President and Parliament in terms of its activities. Its primary mandate is to recover and prevent

financial losses to the State due to various acts of corruption, fraud and maladministration.

4. ELIGIBILITY/MANDATORY REQUIREMENTS

Provide documentations and/or information (SIU Comply Not Comply

reserves the right to review and verify submitted

documentations on mandatory requirements)

4.1. Proof of National Treasury Central Supplier

Database (CSD Summary report)

4.2. CSD Overall Tax Status must be compliant (Tax

Compliant)

4.3. Conformance to the Scope of Work/ Terms of

Reference (ToR)

4.4. Water supplied must comply with drinking

water quality standards, certification of water

quality should be verified and submitted /

Equivalent certification

NB: Failure to submit/or reflect the above eligibility requirements and conformance to the scope

of work will result in non-compliance and will lead to the bid being disqualified.

5. RETURNABLE DOCUMENTS

Provide documentations for screening and vetting purposes. YES NO

5.1. CIPC Company registration

5.2. SARS Pin

5.3. B-BBEE Certificate/Sworn Affidavit

6. SCOPE OF WORK (TERMS OF REFERENCE)

1. The Special Investigating Unit is requesting the provision of four (4) water coolers on a lease base

including a monthly supply and delivery of water refill bottles (filtered) of 20X of 20 liters supply

per hour.

2. The successful service provider will be required to provide the following:

2.1. Water Cooler Units

• Rental of four (4) free-standing bottled water coolers.

• Units must provide hot and cold-water functionality.

• Minimum dispensing capacity of 4.5 liters per hour (hot and cold).

• Units must include a cup dispenser.

• Colour of units to be silver, grey, or black.

• Units must be suitable for office use and comply with applicable health and safety

standards.

2.2. Water Supply

• Supply, refill, and/or replacement of bottled water as required to ensure uninterrupted

service.

• Water supplied must be safe for human consumption and meet applicable drinking

water quality standards.

• Empty bottles must be collected and replaced as part of the service.

2.3. Installation and Logistics

• Transportation, delivery, and installation of all water cooler units at the designated

premises.

• Installation costs must be included in the rental price.

2.4. Repairs and Warranty

• All water coolers must be covered by a warranty for the duration of the rental

period.

• Repairs and replacement of defective parts or units must be carried out promptly to

minimize downtime.

2.5. Contract Period

• The contract shall be for a fixed period of 60 months.

2.6. Compliance and Standards

• The service provider must comply with all applicable health, safety, and hygiene

regulations.

• Personnel responsible for delivery, installation, and service must adhere to occupational

health and safety standards.

2.7. Servicing, Sanitizing, and Maintenance for 6 months for the duration of the contract.

• Regular sanitizing and servicing of all water cooler units.

• Replacement and/or repair of faulty units during the contract period at no additional

cost.

• Preventative maintenance to ensure continuous functionality and hygiene.

7. EXPECTED DELIVERABLES

Item no. Quantity Description of Goods

1 4 The specification of the water coolers is as follows:

Rental of four (04) free-standing bottle water coolers.

Minium dispensing capacity: 4.5 Lt per hour (Hot and

cold).

Function: rapid cooling and heating capability with a dual

and cold functionality.

Number of Faucets: 2 (anti drip taps) with splash proof

exterior

Material: Stainless steel

Cooling cabinet: Yes

Sub type: Electricity

Packaging type: Each

Delivery Address:

10 Floor Liberty Tower

214 Dr Pixely Keseme Street

Durban

8. BID CONDITIONS

Provision of four (4) water coolers and monthly supply and delivery of water refill 20 bottles (filtered)of

20 liters per hour (hot and cold). The successful service provider will be required to perform sanitizing,

servicing and warranty and repairs every six (06) months throughout the contract duration.

The lease service / contract will be for a period of 60 months.

9. CONTRACT PERIOD

• The successful service provider will be required to perform sanitizing, servicing and warranty

and repairs every six (06) months throughout the contract duration.

• Monthly supply and delivery of water refill bottles (filtered) of 20x 20lts.

• The lease service / contract will be for a period of 60 months.

TERMS AND CONDITIONS OF THE CONTRACT

9.1. AWARD CRITERIA

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.

CONDITIONS

Quotations above R30 000 will be evaluated based on 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

e) CSD tax clearance is non-compliant

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

g) Late and incomplete submissions will not be accepted

h) Service providers who are listed on the national treasury’s database of restricted

suppliers and defaulters

i) Service providers who are under investigation of corrupt activities

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

by the state security agency before commencements

9.2. TAX COMPLIANCE REQUIREMENTS

a) Bidders must ensure compliance with their tax obligations.

b) 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.

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

SARS website www.sars.gov.za.

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

e) In bids where consortia / joint ventures / sub-contractors are involved; each party must

submit a separate TCS certificate / pin / CSD number.

f) Where no TCS is available, but the bidder is registered on the central supplier database

(CSD), a CSD number must be provided.

g) 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.”

9.3. 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 quotations must be sent to [email protected]

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

e) 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.

f) 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.

g) 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)

h) Bidder2 certify that the information supplied is correct and I have read and understood SIU’s

Conditions and procedures and accept it.

i) 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.

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

k) No late responses will be considered.

l) 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.

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

the invoice date

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

stipulated date.

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

p) 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

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

this request, accept the quotation

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

s) 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.

t) 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

u) 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.

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

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

ascertain the quality as per SABS compliance etc.

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

The SIU reserves the right to reject such conduct.

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

accepted for consideration.

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

prescribed in the bid document.

aa) 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.

bb) 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.

cc) 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.

PRICE

QUANTITY PRICE ®

BREAKDOWN

Year Year Year Year Year

Monthly

1 2 3 4 5

1. Lease of X4 R R R R R R

four Water 4 Units

Coolers

2. Water refill R R R R R R

bottles

20 bottles

(filtered) of

Monthly

20x 20 litres

per hour

3. Sanitizing, R R R R R R

servicing

and Every six

warranty (06)

and repairs months

every six

months

Total R R R R R R

Total cost (Vat

R

Inc.)

• 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 interest3 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:

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

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No specific requirements found

B-BBEE Minimum Level: 18