Supply and maintenance of coffee/tea machines and services for 24 months

QCTO seeks to appoint a service provider to supply and maintain coffee/tea machines and services for a contract duration of 24 months.

Closing date and time: 08 September 2026 at 11:00.

Compulsory site visit: Thursday, 27 August 2026 at 11:00 (venue not stated in the advertisement; bidders must liaise with the technical contacts to confirm details). Attendance at the site visit is mandatory.

Compulsory site visit on Thursday, 27 August 2026 at 11:00. Bidders must liaise with Mr N Motalaote ([email protected]) and Ms I Mpe ([email protected]) to confirm venue and arrangements. Attendance is mandatory.

Technical enquiries: Mr N Motalaote ([email protected]) and Ms I Mpe ([email protected]).

SCM and administrative enquiries: Ms Moloko Aphane ([email protected]).

Submission address: email to [email protected].

Submission method: email to [email protected]. No faxed or late documents accepted.

Required returnable documents (all must be completed, signed and submitted with the quotation):

• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 80/20 or 90/10 system.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at QCTO.
• Bidder's Proposal.
• Quotation/pricing schedule.
• Recent CSD report (tax compliance status must be verified before submission).
• Valid B-BBEE certificate or sworn affidavit.
• Duly completed SBD forms (any additional standard bidding documents included in the RFQ pack).
• Bank confirmation letter.

Disqualification risks: any returnable form left unsigned or omitted; submissions received after the closing time.

The advertisement does not specify a detailed evaluation methodology, minimum functionality score, or price/preference split (80/20 or 90/10). QCTO reserves the right not to accept the lowest or any quotation. Bidders must be registered on the Central Supplier Database (CSD) with compliant tax status and must submit a valid B-BBEE certificate or sworn affidavit to claim preference points.

Scope: supply and maintain coffee/tea machines and associated services for QCTO premises.

Contract duration: 24 months.

No further technical details (quantities, machine specifications, service levels, response times, consumables, or venue locations) are provided in the advertisement; these are expected to be contained in the full RFQ document downloadable from the QCTO website (www.qcto.org.za under the Procurement tab, RFQ No: QCTO 15/2026).

Pricing format: a quotation/pricing schedule must be submitted (exact format not described in the advertisement).

No bond, guarantee, insurance, or financial capacity thresholds are mentioned in the advertisement.

Mandatory compliance documents:

• CSD registration with compliant tax status (recent CSD report required; tax status must be checked before submission).
• Valid B-BBEE certificate or sworn affidavit (for preference points).
• SBD 6.1 (Preference Points Claim).
• SBD 4 (Declaration of Interest).
• Duly completed SBD forms (any additional standard bidding documents in the RFQ pack).
• Bank confirmation letter.

No CIDB grading, professional-body registration, or local-content requirements are stated.

Contract duration: 24 months. QCTO accepts no liability for inaccuracies in the advertisement and reserves the right to amend any incorrect information. No further contractual terms (termination, penalties, payment terms, service levels) are disclosed in the advertisement.

The advertisement states only that QCTO reserves the right not to accept the lowest or any tender. No detailed evaluation criteria, weighting, or minimum thresholds are provided.

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Preference point system: 90/10 for requirements above R50 million; 80/20 for requirements up to R50 million. Points allocation: Price (80 or 90 points) and Specific Goals (20 or 10 points). Specific Goals: Black ownership ≥50% = 5 points; Youth ownership ≥50% = 5 points; Women ownership ≥50% = 5 points; Locality within Gauteng = 5 points. Total Specific Goals = 20 points under either system. Verification requires B-BBEE certificate/affidavit, ID copy & share certificate, CSD report. Failure to submit proof means no points claimed for specific goals.

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Returnable forms: SBD 6.1 (Preference Points Claim Form) — must be completed, signed and submitted to claim specific-goal points. Supporting documents required: valid B-BBEE certificate or sworn affidavit, company registration documents, ID copies of shareholders/directors, share certificates, proof of business address in Gauteng (for locality points), CSD registration report. CSD registration is mandatory. No minimum B-BBEE level, CIDB grading, or professional registration specified.

Preference point system: 90/10 for requirements above R50 million; 80/20 for requirements up to R50 million. Points allocation: Price (80 or 90 points) and Specific Goals (20 or 10 points). Specific Goals: Black ownership ≥50% = 5 points; Youth ownership ≥50% = 5 points; Women ownership ≥50% = 5 points; Locality within Gauteng = 5 points. Total Specific Goals = 20 points under either system. Verification requires B-BBEE certificate/affidavit, ID copy & share certificate, CSD report. Failure to submit proof means no points claimed for specific goals.

Supply and maintenance of coffee/tea machines and consumables for QCTO for a 24-month contract. Equipment: 1 bean coffee machine (20 people) and 1 instant coffee machine (100 people) on rental basis. Monthly consumables include bean coffee, instant coffee, sugar, sweetener, milk, tea bags, stirrers, disposable cups and lids, serviettes, hot chocolate. Maintenance: monthly scheduled plus ad hoc. Labour and transport included.

Closing date: 8 September 2026 at 11:00 (from tender record). No briefing or site visit dates stated in the pricing document.

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No eligibility criteria specified

Scope: Supply and maintain coffee/tea machines and consumables for 24 months at QCTO premises.

Equipment to be provided (rented):

• 1 coffee bean machine for 20 people
• 1 instant coffee machine for 100 people

Monthly consumable quantities (Year 1 and Year 2 identical except sugar):

• Bean coffee (1kg): 5 units per month
• Instant coffee (750g): 20 units per month
• White and brown sugar sachets (5g): 2 boxes of 1,000 per month (Year 1); white sugar sachets only in Year 2
• Sweetener sachets (5g): 1 box of 500 per month
• Full cream long-life milk (1L): 24 units per month
• Tea bags: 10 boxes of 100 bags per month
• Wooden stirrers: 1 box of 1,000 per month
• Disposable paper cups (250ml): 50 packs per month, plus 40 packs as and when required
• Lids for paper cups: 50 packs per month, plus 40 packs as and when required
• Serviettes: 500 packs per month, plus 500 packs as and when required
• Hot chocolate sachets: 50 boxes per month, plus 4 boxes as and when required

Services:

• Maintenance of coffee machines: 1 scheduled visit per month plus ad hoc service
• Labour: 2 person-days per month
• Travel and transportation: 4 person-days per month

Priced bill of quantities for Year 1 and Year 2 (identical quantities except sugar sachets). 16 line items covering equipment rental, consumables, maintenance, labour, and travel. Summary: Year 1 sub-total + Year 2 sub-total, plus 3% contingency, plus 15% VAT = Grand Total. All rates in ZAR.

Pricing format: Schedule of rates with priced bill of quantities for Year 1 and Year 2. Bidders must complete rate per unit and amount for each line item.

Summary calculation:

• Sub-total Year 1 + Sub-total Year 2
• Contingency @ 3% added
• Sub-totals + contingency
• VAT @ 15% added
• Grand total

All rates in South African Rand (R). No bond, guarantee, or insurance requirements stated in this document. No payment terms stated.

No specific requirements found

Supply Chain Management department (no named contact, email, phone or physical address provided in the document).

Returnable form — SBD 4 (Bidder's Disclosure): must be completed, signed and submitted with the quotation. The form requires disclosure of whether any director, trustee, shareholder, member, partner or person with a controlling interest is employed by the state, has a relationship with anyone employed by the procuring institution, or holds an interest in any other related enterprise. A false declaration disqualifies the bid.

Automatic disqualification if the bidder or any of its directors, trustees, shareholders, members, partners or persons with a controlling interest are listed on the National Treasury Register for Tender Defaulters or the List of Restricted Suppliers. No further evaluation criteria, minimum qualifying scores, or preference point system are specified in the provided document.

Supply chain management system should

This declaration prove to be false.

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Signature Date

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Position Name of bidder

CSD registration, valid tax compliance status (SARS tax PIN), and B-BBEE certificate or sworn affidavit are standard requirements for QCTO tenders but are not explicitly stated in the provided document. The only compliance obligation stated is the mandatory completion and truthful signing of SBD 4.