36-Month rental of water coolers and bottled water for national arts council

• This RFQ seeks a service provider to supply, deliver, and maintain water coolers for 36 months at the National Arts Council.
• The scope includes rental of 5 floor-standing water coolers, monthly supply of 15 purified water bottles (20L), and regular sanitation and maintenance.

• Closing date and time: 03 July 2026 at 12:00.
• RFQ issue date: 29 June 2026.
• Price validity period: 90 days from the RFQ closing date.

• For Supply Chain Management enquiries, contact Esona Zandile.
• Telephone: 011 838 1383/4/5.
• Email: [email protected].
• All submissions and correspondence must be sent to [email protected].

• Submit your quotation electronically to [email protected] by 12:00 on 03 July 2026.
• Ensure your submission includes the completed SBD 1, SBD 4 and SBD 6.1 forms.
• Proof of registration with the Central Supplier Database (CSD) must be included.
• Attach an original valid tax clearance certificate.
• Attach an original or certified B-BBEE certificate.
• The total submission file size must not exceed 10MB.
• No late quotations will be accepted under any circumstances.
• Failure to submit all required documents will result in disqualification.
• Prices quoted must be valid for 90 days from the offer date and must be firm, inclusive of VAT.

7. PROPOSAL SUBMISSION Closing Date: 03 July 2026 Time: 12:00 Attention: Esona Zandile Email : [email protected] Kindly submit your quotation with supporting documents electronically to the Supply Chain Management Unit ([email protected])

Bidders must be registered on the Central Supplier Database (CSD), have valid tax clearance, submit B-BBEE status verification certificate or sworn affidavit, and complete all SBD forms. Experience requirement: minimum 2 reference letters from water cooler supply contracts within the past 3 years. Companies with directors employed by the state are disqualified. Foreign suppliers must comply with SARS tax requirements.

• Scope: Supply, delivery, and maintenance of water coolers on a rental basis for 36 months.
• Deliverables:
• Five (5) freestanding floor-standing water coolers/dispensers with hot & cold water, 20-litre capacity.
• 15 purified water bottles (20L) per month.
• Sanitation and servicing of coolers at least every six months.
• Maintenance and repair as needed.
• Water cooler specifications:
• 20L polycarbonate bottles with handle.
• Stand-alone, freestanding bottle-type units.
• Non-spill cap, built-in handle.
• Compressor cooling capability.
• Cooling capacity: 3.0 L/hr at 10°C.
• Heating capacity: 5.0 L/hr at 90°C.
• Ambient operation temperature: 10°C - 38°C.
• Cooling power: 112W; Heating power: 500W.
• Dimensions: approx. 31 x 31 x 96 cm; Net weight: 17.0 kg.
• Maintenance: Service provider bears all maintenance costs and provides free replacement of faulty units.
• Spares/consumables must be from original suppliers and delivered in original packaging.

• Maintenance of water coolers is at the service provider’s cost for the contract duration.
• Free replacement of faulty water coolers is required.
• All spares/consumables must be purchased from original suppliers and delivered in original packaging.
• Empty bottles will be collected by the service provider.

• The bidder must have relevant experience in providing water supply services to corporate offices.
• Submit at least two reference letters from clients for similar contracts in the past three years.
• Reference letters must be on client company letterhead, confirming supply of water coolers, and include client company name, contact person details, and description of services.
• Failure to submit references results in disqualification.

• Submit pricing in the provided schedule format.
• Include:
• Rental for 5 water coolers/dispensers (monthly cost).
• Supply of 15 purified water bottles (20L) per month.
• Sanitation and servicing every 6 months (6 services over 36 months).
• Calculate sub-total (excluding VAT), VAT at 15%, and grand total inclusive of VAT.

• Pricing must be submitted in the provided schedule format, showing monthly rental costs and total cost over 36 months, excluding VAT.
• The schedule must include:
• Rental for 5 water coolers/dispensers.
• Supply of 15 purified water bottles (20L) per month.
• Sanitation and servicing every 6 months (6 services over 36 months).
• Sub-total, VAT at 15%, and a grand total inclusive of VAT must be calculated.
• Prices must be firm, inclusive of VAT, and valid for 90 days.
• Costs should include annual escalation.

• Mandatory documents for submission:
• Completed SBD 1, SBD 4, and SBD 6.1 forms.
• Proof of Central Supplier Database (CSD) registration.
• Original valid tax clearance certificate.
• Original or certified B-BBEE certificate or sworn affidavit (for EMEs & QSEs) to claim preference points.
• Bidders must have relevant experience in providing water supply services to corporate offices.
• Provide at least two reference letters from clients, on company letterhead, for similar work in the past three years. Failure to submit references leads to disqualification.

• Submit a B-BBEE certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Preference points are allocated for Black Ownership (10 points), 30% Black Women Ownership (4 points), Youth Ownership (3 points), and Disability 30% Ownership (3 points).

• Contract duration: 36 months from the effective date.
• The NAC may award the services, or any part, at its sole discretion.
• The service provider must replace damaged water coolers/bottles at no cost if damage is reported immediately.
• Water coolers must have environmentally friendly cooling systems.
• Bottled water must arrive with a visible seal.
• The winning bidder must submit water quality certificates immediately after delivery.
• Monthly quantities may vary based on consumption; invoicing is based on actual deliveries, with a maximum of 15 bottles per month.
• The service provider must specify the warranty/guarantee validity period.

• NAC may award services at its sole discretion.
• Service provider replaces damaged coolers at no cost.
• Contract is for 36 months.
• Coolers must be environmentally friendly.
• Bottled water must have a visible seal.
• Prices must include VAT and annual escalation.
• Submit water quality certificates after delivery.
• Monthly quantities vary; invoice based on actual deliveries (max 15 bottles/month).
• Specify warranty/guarantee period.

• Submit completed SBD 1, SBD 4, SBD 6.1.
• Provide CSD registration proof.
• No late submissions accepted.
• All documents must be completed; incomplete submissions are invalid.
• Prices valid for 90 days, firm, and VAT inclusive.
• Attach tax clearance certificate and B-BBEE certificate.
• File size limit: 10MB.
• NAC reserves the right not to appoint, not to accept the lowest quote, and to appoint multiple providers.

• 80/20 preference point system applies.
• Price scores up to 80 points using the formula: Ps = 80
• (1 - (Pt - Pmin) / Pmin).
• Specific goals score up to 20 points for Black Ownership, Black Women Ownership, Youth Ownership, and Disability Ownership.