Supply, installation, and maintenance of bottleless floor-standing water dispensers for sasseta (2026–2028)

SASSETA requires the appointment of a service provider for the supply, installation, and maintenance of floor-standing bottled water dispensers (Hot & Cold) on an ad-hoc basis. The contract period is from the date of appointment to 31 March 2028. The service provider must deliver, install, maintain, and repair the specified water dispensers as and when required, including bi-annual servicing and call-out fees. Parts purchased on behalf of SASSETA will be reimbursed at cost plus an agreed % commission.

Closing date: 25 June 2026 at 15H00. No compulsory briefing session is scheduled.

No compulsory briefing session is scheduled for this RFQ.

Submission and enquiries: Email [email protected]. Contact person: Karabo Mokone. Anti-Corruption Hotline: 0800 162 111.

Submit all required documents by 25 June 2026 at 15H00 via email to [email protected] on your company letterhead. Mandatory documents:

• Completed and signed SBD 1 (Invitation to Quote) with proof of authority (Company Resolution if applicable).
• Completed and signed SBD 3.1 (Pricing Schedule).
• Bidder’s quotation on company letterhead, including all costs and delivery dates, in PDF format.
• 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).
• Initialed General Conditions of Contract (Annexure A).
• CSD registration document with your CSD number (MAAA...).
• Plumbing compliance certificate (non-submission results in automatic disqualification).
• B-BBEE Certificate or Sworn Affidavit (for EMEs & QSEs).
• Valid CIPC company registration documents.
• Certified copies of ID documents of company directors.
• Use only SASSETA-provided SBD forms. Late submissions will not be accepted.

Required returnable documents:

• Completed and signed SBD 1 (Invitation to Quote) with proof of authority.
• Completed and signed SBD 3.1 (Pricing Schedule).
• Bidder’s quotation on company letterhead.
• Completed and signed SBD 4 (Declaration of Interest).
• Completed and signed SBD 6.1 (Preference Points Claim Form).
• 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 of company directors.
• Use only SASSETA-provided SBD forms.

Bidders must: (1) Be registered on CSD by closing date, (2) Have valid tax compliance status (TCS PIN or CSD number), (3) Not be persons in service of state or companies with directors in service of state, (4) Not be listed on Register for Tender Defaulters or List of Restricted Suppliers, (5) Submit plumbing compliance certificate (mandatory), (6) Comply with SBD form requirements including authorization documentation. Foreign suppliers must meet SARS tax compliance requirements.

Scope: Supply, installation, and maintenance of floor-standing bottled water dispensers (Hot & Cold) for SASSETA from date of appointment to 31 March 2028.

Deliverables:

• Supply and installation of 1 x bottleless floor-standing water dispenser (Hot & Cold):
• Brand: Generic.
• Material: Plastic and Steel.
• Colour: Silver.
• Capacity: 14 kg.
• Dimensions: 33W x 98H cm.
• Model: X-172.
• Maintenance and repair of the dispenser when broken (as and when required).
• Service of the dispenser twice a year (hourly rate).
• Call-out fee (as and when required).
• % markup on items bought on behalf of SASSETA (reimbursed at cost + % commission).

Delivery: Items must be delivered within 7 working days from the date of appointment.

Reporting: Service provider will report directly to the Auxiliary Practitioner.

Note: Parts purchased on behalf of SASSETA during repairs/maintenance will be reimbursed at cost plus the agreed % commission.

Pricing must be submitted on SBD 3.1 (Pricing Schedule) and include:

• All-inclusive costs (VAT included) for:
• Supply and installation of 1 x bottleless floor-standing water dispenser (Hot & Cold).
• Maintenance and repair (as and when required).
• Bi-annual servicing (hourly rate).
• Call-out fee.
• % markup on parts bought on behalf of SASSETA.
• Total cost for the project.
• Prices must be valid for 90 days from the closing date.
• Annual adjustments: CPIX + 2%.
• Delivery costs to SASSETA offices will be reimbursed per Department of Transport rates.
• Travel costs (if applicable) must comply with SASSETA’s travel policy (e.g., economy flights, Group A/B hire cars, max R1,400/night accommodation).

Pricing:

• Submit all-inclusive costs (including VAT) on SBD 3.1. Prices must be firm and valid for 90 days from the closing date.
• Quotation must include:
• Unit costs for supply, installation, maintenance, repair, servicing, call-out fees, and % markup on parts.
• Total cost for the project.
• Annual price adjustment: CPIX + 2%.
• Delivery costs to SASSETA offices will be reimbursed per Department of Transport rates.

Travel and Disbursement (if applicable):

• Claim mileage as per Department of Transport rates.
• Book economy class flights only.
• Hire cars: Group A (Gauteng) or Group B (outside Gauteng).
• Use cost-effective transport (e.g., Uber/Taxify/Gautrain).
• Accommodation: Max R1,400/night (3-star, including dinner, breakfast, and parking).
• Submit invoices/receipts and Google Maps for private car trips. All travel must be pre-approved by SASSETA.

Mandatory compliance requirements:

• CSD Registration: Must be registered on the National Treasury Central Supplier Database (CSD) by the closing date. Provide your CSD number (MAAA...).
• Tax Compliance: Submit your SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. Apply via eFiling at www.sars.gov.za if not already registered.
• B-BBEE: Submit a valid B-BBEE Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• CIPC Registration: Valid company registration documents from the Companies and Intellectual Property Commission (CIPC).
• Director IDs: Certified copies of ID documents for all company directors.
• Plumbing Compliance: Mandatory submission of a plumbing compliance certificate (non-submission = automatic disqualification).
• Declaration of Interest (SBD 4): Must be completed and signed. Disclosure of any state employment or conflicts of interest is required.
• No bids will be considered from persons in the service of the state, or companies with directors/members in the service of the state.
• Foreign suppliers: Must confirm residency, branch, or tax liability in South Africa or provide proof if exempt.

B-BBEE requirements:

• Submit a valid B-BBEE Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Points are allocated as follows:
• Black People ownership (100%): 10 points.
• Black Youth Ownership (≥30%): 5 points.
• Promotion of enterprises in Gauteng: 5 points.
• Non-submission of required documentation will result in 0 points for specific goals.

Contract terms include:

• The service provider must sign a confidentiality agreement. All project data and documents are confidential and belong to SASSETA.
• The General Conditions of Contract (GCC) (Annexure A) must be initialed on each page and submitted with the bid. The GCC will form part of the final contract.
• The successful bidder must sign a written contract form (SBD 7).
• Intellectual property: SASSETA owns all intellectual property rights (e.g., logos). Unauthorized use may result in legal action.
• POPIA Compliance: All vendor information will be used solely for bid evaluation and supply chain processes. Data will be retained, archived, and disposed of per SASSETA’s records management policies. Digital records are safeguarded per industry best practices.
• Anti-Corruption: Report suspicious calls to the SASSETA Anti-Corruption Hotline at 0800 162 111.
• SASSETA reserves the right to cancel, delay, or negotiate terms, including price, and is not obligated to accept the lowest bid.

Special conditions include:

• POPIA Compliance: Vendor information will be used solely for bid evaluation and supply chain processes. Data will be retained, archived, and disposed of per SASSETA’s policies. Digital records are safeguarded per industry best practices.
• Anti-Corruption: Report suspicious calls or offers to the SASSETA Anti-Corruption Hotline at 0800 162 111.
• Intellectual Property: SASSETA owns all intellectual property rights. Unauthorized use may result in legal action.
• Confidentiality: All project data and documents are confidential and must not be disclosed without written approval from SASSETA.

General requirements:

• Quotations must be submitted in PDF format on company letterhead.
• Include 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, 6.1).
• SASSETA reserves the right to:
• Cancel or delay the selection process.
• Exclude services or not select any respondents.
• Negotiate terms, including price.
• Reject the lowest quotation.
• Foreign suppliers must confirm residency, branch, or tax liability in South Africa or provide proof if exempt.

Evaluation is based on the 80/20 Preferential Procurement Regulations 2022 system:

• Price: 80 points (calculated using Ps = 80(1 - (Pt - Pmin)/Pmin)).
• Specific Goals: 20 points, broken down as:
• Black People ownership (100%): 10 points.
• Black Youth Ownership (≥30%): 5 points.
• Promotion of enterprises in Gauteng: 5 points.
• Total: 100 points. Non-submission of required documentation for specific goals will result in 0 points for that category. SASSETA may request substantiation of claims at any time.