Postbank bloemfontein tea & coffee vending machines rental

• RFQ issued: 18 August 2026.
• Closing date and time: 31 August 2026 at 16:30. Compulsory cut-off; late quotations are not accepted.
• Quotation validity: 90 days from the closing date.
• No compulsory briefing or site visit is mentioned in the document.

• Enquiries and submission email: [email protected].
• Additional submission email: [email protected].
• Office address (delivery and site): Freepen Building, 120 A Henry Street, Westdene, Bloemfontein, Free State.
• Reception hours for goods delivery: 07:30 to 16:00, Monday to Friday.
• No telephone number is provided in the document.

Submission channel: email only, to [email protected] and [email protected]. Late submissions will not be accepted under any circumstances.

Returnable documents that must be completed, signed and submitted with the quotation:

• Company Profile with experience in supplying and servicing vending machines.
• Machine Specifications with detailed specs, brochures and images of the proposed machines.
• Itemised Pricing covering supply, installation, servicing and stocking, plus ongoing supplies and services for two years.
• Service Plan with response times for service calls.
• Stocking Plan listing products to be stocked, frequency, daily stock tracking, and pricing based on number of servings per day.
• Compliance confirmation with all relevant health and safety regulations.
• SBD 4 (Bidder's Disclosure): declares whether any director, shareholder or connected person is employed by the state or linked to the procuring institution; false disclosure leads to disqualification.
• SBD 6.1 (Preference Points Claim): claims specific-goals points under the PPPFA 80/20 system.
• Proof of CSD registration and tax compliance status.

Disqualification risks:

• Any returnable document left unsigned, incomplete or omitted.
• Failure to comply with any of the six submission requirements listed above.
• Quotation sent to any email address other than those specified.
• Delivery of goods or services before an official Postbank Award Letter or Purchase Order is issued.
• Bidder listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Evaluation is a single phase under the 80/20 preference point system:

• Price: 80 points, scored against the lowest acceptable quotation.
• Specific Goals: 20 points, allocated as Historically Disadvantaged Individuals (8), Women (7) and Disabled persons (5).

No functionality or quality threshold is stated; price and specific-goals points together determine the award. Failure to submit proof or documentation to support specific-goals claims will be interpreted as a decision not to claim those points.

Scope: supply, installation, servicing and weekly stocking of up to two automatic hot-beverage vending machines at the Postbank office in Bloemfontein. Postbank may take one or two machines.

Machine requirements:

• Automatic hot-beverage vending machine dispensing coffee, tea, sugar, milk/creamer and hot water.
• Coffee range to include espresso, cappuccino, latte, Americano and regular coffee; a variety of tea options required.
• User-friendly interface, medium-to-small cup size selection, adjustable beverage strength, integrated cup dispenser, waste collection system, energy-efficient operation.
• Payment: free dispense (no payment mechanism required).
• Easy-to-clean design and compliance with all relevant food and beverage safety standards.

Supply and installation:

• New, high-quality machines; installation at designated workplaces with the ability to relocate to another building if required.
• Proper electrical and water connections; user training for designated staff.
• Bidder sources and supplies all fittings, adapters, valves and connectors, and connects the machine to the existing cold-water supply.

Stocking:

• Weekly replenishment of coffee, tea, milk, sugar, cups, stirrers and related consumables.
• High-quality coffee beans, tea leaves and ingredients; fresh daily supplies; stock rotation to maintain freshness.
• Pricing based on number of servings per day, sized for roughly 100 employees with provision for two servings a day.

Servicing and maintenance:

• Preventative maintenance schedule and full cleaning and sanitisation of components.
• Service-call response within 4 hours; dedicated service hotline.
• Detailed service records and service reports provided to Postbank.
• Comprehensive warranty on machines and parts.
• Service contract duration: 2 years, with a one-month cancellation clause.

Submission pack requires a Company Profile demonstrating experience in supplying and servicing vending machines. Detailed machine specifications, brochures and images must accompany the bid. A detailed service and maintenance plan with stated response times for service calls is required, along with a stocking plan listing products, frequency, daily stock tracking and per-serving pricing.

Pricing must be on the bidder's official company letterhead, in South African Rand, VAT inclusive if VAT registered, with a separate VAT line at 15 percent. Year 1 and Year 2 totals (VAT exclusive) are required. Lines to quote: monthly rental per machine for two tea and coffee vending machines, and monthly stocking and consumables sized for roughly 100 employees at two servings per day. No price changes are accepted after the Purchase Order or Award Letter is issued.

Pricing format:

• Full cost breakdown on the bidder's official company letterhead.
• Prices in South African Rand (ZAR), VAT inclusive if the bidder is VAT registered.
• VAT line at 15 percent.
• Separate totals required for Year 1 and Year 2 (both VAT exclusive).
• No price changes accepted after the official Purchase Order or Award Letter is issued.

Cost lines to quote:

• Monthly rental per machine for the tea and coffee vending machines (2 machines).
• Monthly stocking and consumables to support roughly 100 employees at two servings per day.

No bid bond, performance guarantee, insurance requirement or financial-capacity threshold is stated in the document.

Eligibility and mandatory registrations:

• Registration on the Central Supplier Database (CSD); bidders must keep their CSD details up to date.
• Tax compliance with SARS obligations.
• Not listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Compliance with all relevant health and safety regulations (confirmed in the submission pack).

Mandatory returnable forms (each must be completed and signed):

• SBD 4 (Bidder's Disclosure): discloses state employment or connections of directors, shareholders and controlling persons; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims specific-goals points under the PPPFA 80/20 system.
• Authority to sign / board resolution authorising the signatory to bind the bidder.

No CIDB grading, professional-body registration or minimum B-BBEE level is specified; preference points are claimed voluntarily under SBD 6.1.

Bidders must confirm compliance with all relevant health and safety regulations. Machines must comply with all relevant food and beverage safety standards, be easy to clean, and operate safely and reliably. The bidder is responsible for proper electrical and water connections and for ensuring the machine is safely connected to the existing cold-water supply.

Contract duration: 2-year service contract with a one-month cancellation clause. Postbank standard conditions of purchase apply. No goods or services may be delivered before an official Postbank Award Letter or Purchase Order signed by an authorised Postbank official is issued; payment will not be made and goods or services will not be accepted if delivered earlier. Postbank reserves the right to cancel or reject any quote, not to award to the lowest bidder, to award parts of the RFQ to different bidders, or not to award at all. The recommended supplier must complete and sign the Standard Bidding Documents and Annexures and adhere to National Treasury General Conditions of Contract.

The successful bidder is fully responsible for all aspects of the rental and installation, including sourcing and supplying any fittings, adapters, valves or connectors required, and ensuring proper connection of the machine to the existing cold-water supply so that water is delivered to the machine as needed.

Mandatory submission items (non-compliance leads to disqualification): Company Profile with vending-machine experience; Machine Specifications with brochures and images; Itemised Pricing for supply, installation, servicing, stocking and ongoing two-year supplies; Service Plan with response times; Stocking Plan with product list, frequency, daily stock tracking and per-serving pricing; Compliance confirmation with health and safety regulations. All SBDs and Annexures must be completed and signed.

Single-phase evaluation under the 80/20 preference point system. Price carries 80 points, benchmarked against the lowest acceptable quotation. Specific Goals carry 20 points, allocated to Historically Disadvantaged Individuals (8), Women (7) and Disabled persons (5). No functionality threshold is stated.