Supply, installation, and maintenance of bottleless water dispensers for sasseta (2025–2028)

Closing date and time: 25 June 2026 at 15:00.

• No compulsory briefing session is scheduled.

No compulsory briefing session is scheduled for this RFQ.

For submission and all enquiries:

• Email: [email protected]
• Contact person: Karabo Mokone
• Anti-Corruption Hotline: 0800 162 111

Submit all required documents by 25 June 2026 at 15:00 via email to [email protected]. Your submission must be in PDF format on your company letterhead.

• Mandatory documents to include:
• Completed and signed SBD 1 (Invitation to Quote) with proof of authority (e.g., Company Resolution).
• Completed and signed SBD 3.1 (Pricing Schedule).
• Your detailed quotation, including all costs and a firm delivery date.
• Completed and signed SBD 4 (Declaration of Interest). For consortia/joint ventures, each party must submit this.
• Completed and signed SBD 6.1 (Preference Points Claim Form).
• General Conditions of Contract (Annexure A) initialed on each page.
• Your CSD registration document with your CSD number (MAAA...).
• Plumbing compliance certificate (non-submission leads to automatic disqualification).
• Valid B-BBEE Certificate or Sworn Affidavit (for EMEs & QSEs).
• Valid CIPC company registration documents.
• Certified copies of ID documents for all company directors.
• Use only the SBD forms provided by SASSETA.
• Late submissions will not be accepted.
• Report any suspicious corruption-related calls to the SASSETA Anti-Corruption Hotline: 0800 162 111.

Checklist of documents to return with your bid:

• Completed and signed SBD 1 with proof of authority.
• Completed and signed SBD 3.1.
• Your quotation on company letterhead.
• Completed and signed SBD 4.
• Completed and signed SBD 6.1.
• Initialed General Conditions of Contract (Annexure A).
• CSD registration document.
• Plumbing compliance certificate (mandatory).
• B-BBEE Certificate or Sworn Affidavit.
• CIPC registration documents.
• Certified copies of ID documents for company directors.
• Use only SASSETA-provided SBD forms.

Quotations will be evaluated using the 80/20 preference point system.

• Price: 80 points, calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific Goals: 20 points, allocated as follows:
• Black People ownership (100%): 10 points.
• Black Youth Ownership (at least 30%): 5 points.
• Promotion of enterprises in Gauteng: 5 points.
• Total possible score: 100 points.
• Non-submission of required documentation for specific goals will result in zero points for those goals.
• SASSETA reserves the right to request substantiation of any claims at any time.
• Evaluation will also consider submission of mandatory documents, functionality, and compliance with specifications.

Scope: Supply, installation, and maintenance of one floor-standing bottleless water dispenser (Hot & Cold) for SASSETA on an ad-hoc basis from date of appointment until 31 March 2028.

• Deliverables:
• Supply and installation of one dispenser with the following specifications:
• Brand: Generic.
• Material: Plastic and Steel.
• Colour: Silver.
• Capacity: 14 kg.
• Dimensions: 33 cm (W) x 98 cm (H).
• Model: X-172.
• Maintenance and repair as and when required.
• Bi-annual servicing (charged at an hourly rate).
• Call-out fee as and when required.
• A percentage markup on any parts purchased on behalf of SASSETA (reimbursed at cost plus the markup).
• Delivery: Items must be delivered within 7 working days from the date of appointment.
• Reporting: The service provider will report directly to the Auxiliary Practitioner.

Complete SBD 3.1 (Pricing Schedule) with all-inclusive costs (VAT included).

• Provide unit costs and total cost for:
• Supply and installation of one bottleless floor-standing water dispenser (Hot & Cold).
• Maintenance and repair (as and when required).
• Bi-annual servicing (hourly rate).
• Call-out fee.
• Percentage markup on parts bought for SASSETA.
• Prices must be valid for 90 days from the closing date.
• Annual price adjustment: CPIX plus 2%.
• Delivery costs to SASSETA offices are reimbursable per Department of Transport rates.

Pricing requirements:

• Submit all-inclusive costs (VAT included) on SBD 3.1 (Pricing Schedule).
• Prices must be firm and valid for 90 days from the closing date.
• The quotation must include unit costs and a total cost for:
• Supply and installation.
• Maintenance and repair.
• Bi-annual servicing (hourly rate).
• Call-out fee.
• Percentage markup on parts.
• Annual price adjustment: CPIX plus 2%.
• Delivery costs to SASSETA offices will be reimbursed according to Department of Transport rates.
• If travel is required:
• Claim mileage per Department of Transport rates.
• Book economy class flights only.
• Hire cars: Group A (within Gauteng) or Group B (outside Gauteng).
• Use cost-effective transport (e.g., Uber, Gautrain).
• Accommodation limit: R1,400 per night (3-star, including dinner, breakfast, parking).
• Submit all invoices/receipts and a Google Map for private car travel.
• All travel must be pre-approved by SASSETA.

Mandatory compliance documents and statuses:

• CSD Registration: You must be registered on the National Treasury Central Supplier Database (CSD) by the closing date and provide your CSD number (MAAA...).
• Tax Compliance: Submit your SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate.
• B-BBEE: Submit a valid B-BBEE Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• CIPC Registration: Provide valid company registration documents.
• Director Identification: Submit certified copies of ID documents for all company directors.
• Plumbing Compliance: A plumbing compliance certificate is mandatory; non-submission leads to automatic disqualification.
• Declaration of Interest: Complete and sign SBD 4, disclosing any state employment or conflicts of interest.
• State Employees: Bids from persons in the service of the state, or companies with directors/members in the service of the state, will not be considered.
• Foreign Suppliers: Must confirm residency, branch, or tax liability in South Africa or provide proof of exemption.

B-BBEE requirements for preference points:

• Submit a valid B-BBEE Certificate or Sworn Affidavit (for EMEs & QSEs).
• Points are allocated as:
• Black People ownership (100%): 10 points.
• Black Youth Ownership (at least 30%): 5 points.
• Promotion of enterprises in Gauteng: 5 points.
• Non-submission of required documentation results in zero points for specific goals.

Key contractual terms:

• The successful bidder must sign a written contract (SBD 7).
• The General Conditions of Contract (GCC - Annexure A) must be initialed on each page and submitted with the bid; they will form part of the final contract.
• A confidentiality agreement must be signed; all project data and documents are confidential and belong to SASSETA.
• SASSETA owns all intellectual property rights; unauthorized use may lead to legal action.
• SASSETA reserves the right to cancel, delay, or negotiate terms, including price, and is not obligated to accept the lowest bid.

Special conditions to note:

• POPIA Compliance: Your bid information will be used solely for evaluation and supply chain processes, retained per SASSETA's records management policy, and safeguarded digitally.
• Anti-Corruption: Report any suspicious calls seeking payment or influence to the SASSETA Anti-Corruption Hotline: 0800 162 111.
• Intellectual Property: SASSETA's logo and IP are protected; unauthorized use may lead to legal action.
• Confidentiality: All project data and documents are confidential and require written approval from SASSETA for any use or distribution.

General submission requirements:

• Submit quotation in PDF format on company letterhead.
• Include your CSD Supplier Number (MAAA...).
• Prices must be firm and inclusive of VAT.
• Indicate a firm delivery period/date.
• Submit fully signed and completed SBD forms 1, 3.1, 4, and 6.1.
• SASSETA reserves the right to cancel, delay, exclude services, negotiate terms, or reject the lowest quotation.
• Foreign suppliers must confirm their South African residency, branch, or tax liability status.

Evaluation uses the 80/20 preference point system.

• Price: 80 points, calculated as Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific Goals: 20 points, comprising:
• Black People ownership (100%): 10 points.
• Black Youth Ownership (≥30%): 5 points.
• Promotion of enterprises in Gauteng: 5 points.
• Total: 100 points. Failure to submit proof for specific goals yields zero points. SASSETA may verify claims.