Appointment of a service provider for the supply, installation, and maintenance of floor standing bottle less water dispensers from date of appointment to 31 march 2030 at sasseta

SASSETA (Safety and Security Sector Education and Training Authority) is a schedule 3A public entity reporting to the Department of Higher Education and Training, with its licence renewed to 31 March 2030.

The requirement is to appoint a service provider to supply, install and maintain bottleless floor-standing water dispensers on an ad-hoc basis at SASSETA from the date of appointment until 31 March 2030.

Scope includes:

• Supply and installation of one bottleless floor-standing hot and cold water dispenser (generic brand, plastic and steel, silver, 14 kg, 33 cm W × 98 cm H, model X-172).
• Maintenance and repair when broken.
• Service twice a year at an hourly rate.
• Call-out fee as and when required.
• Percentage markup on parts bought on behalf of SASSETA.

Delivery must be within 7 working days from appointment. A PIRB Certificate of Compliance must be issued after plumbing work at no extra cost.

Bidders must be registered with the Plumbing Industry Registration Board as a Licensed Plumber and submit a valid PIRB certificate or designation card; non-submission leads to automatic disqualification.

Closing date and time: 17 November 2026 at 15:00

Compulsory briefing: No

Price validity: 90 days from the closing date

Contract period: from date of appointment to 31 March 2030

Delivery: within 7 working days from date of appointment

Bidding procedure enquiries:

• Contact: Karabo Mokone
• Email: [email protected]

Technical enquiries:

• Contact: Karabo Mokone
• Email: [email protected]

Submission email: [email protected]

Anti-corruption hotline: 0800 162 111

Submission method: email

Submission email: [email protected]

Format: PDF, on the bidder's company letterhead

Closing: 17 November 2026 at 15:00

Late submissions will not be accepted.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Quote): bidder details and offer; must be signed by an authorised delegate, with a company resolution signed by all directors attached.
• SBD 3.1 (Pricing Schedule): itemised pricing inclusive of VAT.
• SBD 4 (Declaration of Interest): discloses any state employment or relationship with SASSETA officials; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims specific-goal points; failure to claim on the form means no points are awarded.
• CSD registration document (supplier number starting MAAA).
• General Conditions of Contract (Annexure A): initial every page and submit with the response.
• PIRB registration certificate or PIRB Licensed Plumber Designation Card in the plumber's name (mandatory).
• B-BBEE certificate or sworn affidavit (original or certified copy).
• CIPC company registration documents.
• Certified copies of directors' identity documents.
• CSD report.
• Medical report, if any.
• Signed declaration letter.

Disqualification risks:

• Quotation inconsistent with the specification.
• Missing PIRB registration certificate.
• Late submission.
• Omission of any mandatory returnable document.

Preference point system: 80/20 (for rand value up to R1 000 000).

Scoring:

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Price formula: Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pt is the bid price and Pmin the lowest acceptable price.

Specific goals allocation:

• Black people ownership (100%): 10 points
• Black youth ownership (at least 30%): 5 points
• Promotion of enterprises in Gauteng (as recorded in SBD 1): 5 points

Evaluation stages:

1. Mandatory document compliance
2. Functionality requirements
3. Meeting SASSETA specifications
4. 80/20 preference point scoring

No minimum qualifying score for functionality is stated.

Scope: supply, installation and maintenance of bottleless floor-standing hot and cold water dispensers on an ad-hoc basis at SASSETA, from appointment to 31 March 2030.

Deliverables and pricing items:

1. Supply and installation of bottleless floor-standing water dispenser (hot & cold) — quantity 1, as and when required.

• Brand: generic
• Material: plastic and steel
• Colour: silver
• Capacity: 14 kg
• Dimensions: 33 cm W × 98 cm H
• Model: X-172
• Unit count: 1.00 piece
• Item weight: 14 kg

2. Maintenance and repair of the dispenser when broken — quantity 1, as and when required.
3. Service of the dispenser (hot & cold) — quantity 1, twice a year, charged at an hourly rate.
4. Call-out fee — quantity 1, as and when required.
5. Percentage markup on items bought on behalf of SASSETA — as and when required; parts are reimbursed at cost plus the stated markup.

Additional requirements:

• After plumbing work, the successful bidder must issue a valid PIRB Certificate of Compliance (CoC) at no extra cost.
• The service provider reports to the Auxiliary Practitioner.
• All project data and products are confidential to SASSETA; a confidentiality agreement must be signed within the contract.
• Travel, where required, must follow SASSETA's travel policy: Department of Transport mileage rates, economy flights, Group A hire cars (Group B for providers outside Gauteng), cost-effective airport transfers, accommodation up to R1 400 per night per person at a three-star establishment (including dinner, breakfast and parking), submission of invoices/receipts and a Google map for private-car travel, and prior approval by SASSETA.

Pricing must be submitted on SBD 3.1 (Goods), inclusive of VAT, and the total must match the quotation total.

Items to price:

1. Supply and installation of bottleless floor-standing water dispenser (hot & cold) — quantity 1 — unit cost R ____ (incl. VAT) for the period from appointment to 31 March 2027.
2. Maintenance and repair of the dispenser when broken — quantity 1 — unit cost R ____.
3. Service of the dispenser (hot & cold) — quantity 1 — hourly rate R ____.
4. Call-out fee — quantity 1 — R ____.
5. Total cost R ____.

Additional: percentage markup on items bought on behalf of SASSETA (amount incl. VAT).

Price validity: 90 days from the closing date.

Price adjustment: CPIX plus 2% annually.

Delivery costs: reimbursed at Department of Transport rates per kilometre.

Parts: reimbursed at cost plus the stated markup.

SBD 3.1 must be signed by a duly authorised delegate, with a company resolution attached.

Pricing format: all-inclusive costs on SBD 3.1, inclusive of VAT; the total on SBD 3.1 must match the quotation total.

Price validity: 90 days from the closing date.

Price adjustment: quoted amount adjusted annually by CPIX plus 2%.

Delivery costs: reimbursed at Department of Transport rates per kilometre.

Parts: reimbursed at cost plus the bidder's stated percentage markup.

No bid security, performance bond, guarantee or retention is required.

Payment terms are not specified.

CSD registration: bidders must be registered on the National Treasury Central Supplier Database by the closing date and time, and provide their CSD number (MAAA…).

Tax compliance: a valid SARS tax compliance status PIN or printed TCS certificate must be submitted; consortia, joint ventures and subcontractors must each provide a separate TCS certificate/PIN and CSD number.

PIRB registration: bidders must be registered with the Plumbing Industry Registration Board as a Licensed Plumber and submit a current PIRB Registration Certificate or PIRB Licensed Plumber Designation Card in the plumber's name. Non-submission leads to automatic disqualification.

B-BBEE: a valid B-BBEE certificate or sworn affidavit (original or certified copy) is required to claim specific-goal points; without it, no points are awarded.

CIPC: valid company registration documents must be submitted.

Directors' identity documents: certified copies required.

State employment: no bid will be considered from a person in the service of the state, a company with a director in state service, or a close corporation with a member in state service.

Company resolution: proof of authority (company resolution signed by all directors) must be attached to SBD 1.

Returnable forms: SBD 1, SBD 3.1, SBD 4, SBD 6.1, GCC (Annexure A) initialled, CSD registration document, PIRB certificate, B-BBEE certificate/affidavit, CIPC documents, directors' IDs, CSD report, medical report (if any), signed declaration letter.

Contract period: from date of appointment to 31 March 2030.

General Conditions of Contract (Annexure A): bidders must initial every page and submit with the quotation; the GCC forms part of the contract.

Confidentiality: all products and data of the project are confidential to SASSETA; the service provider must sign a confidentiality agreement within the contract and may not use or distribute information without written approval.

Intellectual property: SASSETA owns its logo and intellectual property; unauthorised use may lead to legal action.

Reporting: the service provider reports to the Auxiliary Practitioner.

Travel: all travel must be approved by SASSETA before being undertaken; claims must follow the prescribed travel policy (mileage at Department of Transport rates, economy flights, Group A/B hire cars, accommodation up to R1 400 per night at three-star level, submission of receipts and Google map for private-car travel).

POPIA: vendor information will be used solely for bid evaluation, retained for records management, and protected in line with SASSETA's policies.

SASSETA reserves the right to cancel or delay the process, not select any respondent, exclude services, negotiate terms, and not accept the lowest bid.

The 80/20 preference point system applies (rand value up to R1 000 000).

Points:

• Price: 80 points, calculated using the formula Ps = 80 × (1 − (Pt − Pmin) / Pmin).
• Specific goals: 20 points, allocated as:
• Black people ownership (100%): 10 points
• Black youth ownership (at least 30%): 5 points
• Promotion of enterprises in Gauteng (as recorded in SBD 1): 5 points

Bidders must claim points on SBD 6.1 and submit supporting documents: B-BBEE certificate or sworn affidavit, CIPC registration documents, certified copies of directors' IDs, CSD report, medical report (if any), and a signed declaration letter. Failure to submit these documents means specific-goal points are not awarded.

Evaluation stages: mandatory document compliance, functionality, meeting specifications, then preference point scoring.