Rental of water dispensers and supply of purified water – mict seta bloemfontein (36 months)

Closing date: 20 October 2026 at 11:00

Briefing session: N/A

Enquiries:

• Email: [email protected]
• Telephone: +27 11 207 2600
• Department: Supply Chain Management

Submission address (email): [email protected]

Delivery address:

MICT SETA Free State Regional Office

Cnr Goddard Street/O. R Tambo

Bloemfontein

9301

Submission method: email

Submission email: [email protected]

Closing time: 20 October 2026 at 11:00

Number of copies: 1 soft copy

Returnable documents (all must be completed, signed and submitted as a whole by the authorised company representative):

• CSD Central Supplier Database (CSD) Registration Report
• Pricing Schedule
• Valid Tax Clearance Certificate or proof of application endorsed by SARS and/or SARS-issued verification pin
• SBD 4 – Bidder's Disclosure: discloses any state employment or relationships with procuring institution staff; false disclosure disqualifies the bid.
• SBD 6.1 – Preference Procurement Claim Form: claims preference points for specific goals.
• CIPC Registration Document
• Certified copy of company Director(s) and/or Shareholders certificate

Disqualification risks:

• Late submissions (after 20 October 2026 at 11:00) will not be considered.
• Incomplete submissions will invalidate the quote.
• Bidders must be registered on the National Treasury Central Supplier Database (CSD) prior to submission.

Evaluation is in two stages.

Stage 1 – Mandatory criteria (all must be met, otherwise eliminated):

• (a) Compliance with detailed specifications and conditions of service: complete and sign the declaration in paragraph 7.
• (b) Supply adequate approved mineral water in bottles: provide a water testing report from an accredited water testing laboratory or institution, on the laboratory's letterhead, indicating the bidding company's name.
• (c) Minimum one (01) year experience in rental of water dispensers and supply of bottled water: provide one contactable reference letter from a client on the client's letterhead, including company name, contact details and project duration (appointment letters and purchase orders not accepted), OR provide a copy of an implemented contract for such services.
• (d) Offices within 60 km radius of the Free State Regional Office: provide proof of address via a fully signed valid lease agreement or a utility bill in the bidder's name not older than 3 months.

Stage 2 – Price and Specific Goals (80/20 preference point system):

• Price: 80 points
• Specific Goals: 20 points
• Enterprise at least 51% owned by historically disadvantaged persons: 10 points
• Enterprise at least 51% owned by historically disadvantaged women: 5 points
• Enterprise at least 51% owned by historically disadvantaged youth: 5 points
• Enterprises not owned by historically disadvantaged persons receive 0 points for specific goals.
• To claim specific goals points, submit CIPC documents, a valid share certificate indicating % shareholding by each director, and certified ID copies of directors (certified copies not older than six months).
• Failure to submit proof for specific goals means no points are claimed.

Scope: Rental of water dispensers and supply and delivery of purified water for the MICT SETA Bloemfontein Regional Office for 36 months.

Water dispenser features required:

• Top cover
• Indicator light
• Cold water tap
• Hot water tap
• Water collector
• Bottom part
• Cooling on/off switch
• Heating on/off switch
• Power cord
• Drain hole
• Condenser
• Cup dispenser
• Environmentally friendly cooling system

Service conditions:

• Supply, deliver and install brand new water dispensing equipment.
• Disinfect dispensers quarterly and keep them in good working condition.
• Replace defective dispensers within 24 hours at no additional cost.
• Maintain reserved dispensers for unforeseen interruptions or office moves at no additional cost.
• Deliver monthly to the Free State Regional Office address above.

Contract duration: 36 months (3 years).

Water quality: Bidders must supply adequate approved mineral water in bottles. A water testing report from an accredited water testing laboratory or institution is required, on the laboratory's letterhead, indicating the bidding company's name.

Dispenser maintenance: Dispensers must be disinfected quarterly and kept in good working condition. Defective dispensers must be replaced within 24 hours at no additional cost.

Pricing schedule: Provide cost breakdown under each line item, sub-total and overall RFQ price (excl. VAT), then VAT at 15% and total including VAT.

Items:

1. Supply and rental of water dispenser for 36 months (qty 1)
2. Supply of 21.8 litres purified bottled water (3 monthly)
3. Supply of disposable 175 ml cups (1500 x 3 times per year)
4. Cup dispenser (qty 1)
5. Three tier bottle rack (qty 1)
6. Disinfection on quarterly basis

Provide Year 1, Year 2, Year 3 and Total prices.

Delivery address: MICT SETA Free State Regional Office, Cnr Goddard Street/O. R Tambo, Bloemfontein, 9301.

Declarations required: delivery period after order receipt, whether delivery period is fixed, whether prices are fixed, whether quote is strictly to specification.

Quotation validity: 90 days from closing date.

Pricing format: Provide a cost breakdown for each line item, sub-total and overall RFQ price (excl. VAT), then VAT at 15% and total price including VAT.

Pricing schedule items:

1. Supply and rental of water dispenser for 36 months (quantity 1)
2. Supply of 21.8 litres purified bottled water (3 monthly)
3. Supply of disposable 175 ml cups (1500 x 3 times per year)
4. Cup dispenser (quantity 1)
5. Three tier bottle rack (quantity 1)
6. Disinfection on quarterly basis

Provide Year 1, Year 2, Year 3 and Total prices for each item.

Validity period: Quotations must remain valid for acceptance for 90 days from the closing date.

Other pricing declarations required:

• Delivery period after order receipt
• Whether delivery period is fixed
• Whether prices are fixed
• Whether quote is strictly to specification

No bid security, bonds, guarantees, retention or payment terms are stated.

CSD registration: Mandatory – bidders must be registered on the National Treasury Central Supplier Database (CSD) prior to submission.

Tax compliance: Valid Tax Clearance Certificate or proof of application endorsed by SARS and/or SARS-issued verification pin.

CIPC: CIPC Registration Document and certified copy of company director(s)/shareholders certificate.

Specific goals evidence (for preference points):

• CIPC documents and valid share certificate indicating % shareholding by each director
• Certified ID copies of directors (not older than six months)

No B-BBEE level threshold is stated; preference points are awarded for ownership by historically disadvantaged persons, women and youth.

Water coolers must have environmentally friendly cooling systems.

Contract duration: 36 months.

MICT SETA reserves the right to:

• Not evaluate or award RFQs that do not comply strictly with requirements.
• Select based solely on information received, and enter into negotiations with preferred bidders.
• Contact bidders during evaluation for clarification without informing other bidders; no changes to RFQ content are permitted.
• Award to one or more bidders.
• Withdraw or cancel the RFQ at any stage.
• Accept a separate RFQ or any part in full or part at its own discretion.
• Select bidders for further negotiations based on greatest benefit to MICT SETA, not necessarily lowest cost.

No contract is deemed accepted until a formal contract/letter of intent is prepared and executed.

Bidders bear all costs of preparing and submitting the RFQ; MICT SETA is not liable for any such costs.

Service provider must supply, deliver and install brand new water dispensing equipment.

Dispensers must be disinfected quarterly and kept in good working condition.

Defective dispensers must be replaced within 24 hours at no additional cost.

Reserved dispensers must be maintained for unforeseen interruptions or office moves at no additional cost.

Deliveries must be made monthly to the Free State Regional Office, Cnr Goddard Street/O. R Tambo, Bloemfontein, 9301.

Mandatory criteria:

• (a) Comply with detailed specifications and conditions of service; complete and sign the declaration.
• (b) Supply adequate approved mineral water; provide a water testing report from an accredited laboratory on letterhead.
• (c) Minimum one year experience; provide a contactable reference letter or copy of an implemented contract.
• (d) Offices within 60 km radius of Free State Regional Office; provide proof via lease agreement or utility bill not older than 3 months.

Bidders failing any mandatory criterion are eliminated from further evaluation.

Evaluation: Stage 1 mandatory criteria as listed. Stage 2: Price and Specific Goals according to the 80/20 preference point system (80 points for price, 20 points for specific goals). Specific goals: Enterprise at least 51% owned by historically disadvantaged persons (10 points), by historically disadvantaged women (5 points), by historically disadvantaged youth (5 points). Enterprises not owned by historically disadvantaged persons get 0 points. Bidders must submit CIPC documents and valid share certificate indicating % shareholding, and certified ID copies of directors (not older than six months). Failure to submit proof for specific goals means no points claimed.