Supply, installation, maintenance and servicing of drinking water dispensers, with bottled water supply, at obp for 24 months

Closing

• 09 November 2026 at 14:00.

Other dates

• No compulsory briefing, site visit or clarification deadline is stated.

Enquiries

• Email: [email protected]
• Telephone: 012 522 1500
• No named contact is given.

Postal address

Onderstepoort Biological Products Ltd

Private Bag X7

Onderstepoort 0110

Submission

• Online via the OBP e-procurement portal.

Submission channel

• Online only, through the OBP e-procurement portal. Submissions sent by email will not be accepted.
• Bidders must register on the OBP e-procurement portal in advance; the link is on the official OBP website under Supply Chain. Login credentials are issued once OBP approves the registration, and a supplier number is allocated before any submission can be made.
• All required company documents, proposed submissions and additional requirements must be uploaded with the bid.

Format

• Quotation on company letterhead, in PDF only. Word or Excel quotations are rejected.
• Prices must be VAT exclusive; VAT vendors must indicate their status, otherwise prices are evaluated as exclusive.
• Bidders must indicate offer validity and lead time.
• Bidders who cannot quote must say so and give a reason.

Returnable documents

• SBD 4 (Bidder's Disclosure): declares whether the bidder or its directors, shareholders or controlling parties are employed by the state or connected to anyone at the procuring institution; must be completed, signed and submitted.
• SBD 6.1 (Preference Points Claim): claims the specific-goal preference points and must be supported by the required proof.
• CSD registration report, with the bidder registered and tax compliant on the Central Supplier Database.
• Company profile, dispenser data/spec sheet, sample quality certificates or recent water analysis reports, and two reference letters for potable water supply contracts completed within the last 36 months.
• Foreign or international bidders must complete SBD 1, requested from [email protected].

Disqualification

• Any compulsory document missing from the quotation is an immediate disqualification.
• Quotations received after the closing time are not accepted.
• Bidders who receive no reply within 14 days of the closing date were unsuccessful.

System

• 80/20 preference point system under the Preferential Procurement Policy Framework Act, 2000.
• Price: 80 points.
• Preference (specific goals): 20 points.
• Total: 100 points.
• Price points are calculated on the lowest acceptable quotation using the standard 80/20 formula.

Preference points and evidence

• 10 points: valid B-BBEE certificate showing at least 51% black ownership.
• 8 points: valid B-BBEE certificate showing at least 30% women ownership.
• 2 points: disability confirmation — a doctor's note, Department of Labour confirmation, B-BBEE certificate or equivalent.

Notes

• Points for specific goals are not awarded if the supporting proof is not submitted with the bid.
• OBP may require a bidder to substantiate any preference claim before or after adjudication.
• No minimum functionality or quality threshold is stated.

Scope

• Appoint a service provider to supply, install, maintain and service drinking water dispensers at OBP, and to supply potable bottled water with bottle exchanges, for 24 months.

Quantities (24-month estimate)

• 19 each: supply and installation of hot/cold drinking water dispensers, each with a full water bottle on initial installation.
• 24 monthly: rental of water dispensers, where applicable.
• 76 each: replacement of dispensing taps, where required (estimated at one tap per machine every six months).
• 76 each: quarterly preventive maintenance, cleaning and sanitization per dispenser.
• 36 000 litres: purified bottled water in 18–20 litre bottles, compliant with SANS 241 or equivalent.
• Water quality certificate: provided with deliveries at no extra charge.

Service levels

• All units fully operational on installation, with user instructions and basic operational guidance.
• Quarterly preventive maintenance on every dispenser: cleaning, sanitization, component inspection and functional testing.
• Faulty dispensers repaired or replaced within 24 hours of fault notification.
• Empty bottles exchanged for full bottles within 24 hours of request.
• Uninterrupted supply of bottled water for the contract period.
• Water must meet SANS 241 or an equivalent recognised potable water standard; a valid water quality certificate or laboratory test report must accompany each delivery or be provided on request.
• Accurate delivery, maintenance and bottle exchange records kept and coordinated with designated OBP representatives.
• Consumption estimate: 4 bottles per machine per month.

• Detailed company profile with relevant experience.
• Proof of ability to supply and service water dispensers.
• Dispenser data/spec sheet.
• Sample quality certificates or recent water analysis reports.
• Two reference letters for similar potable water supply contracts successfully completed within the last 36 months.

Installation quality

• Dispensers installed at designated OBP locations and fully operational on handover.
• User instructions and basic operational guidance provided.

Maintenance and sanitization

• Quarterly preventive maintenance on every dispenser: cleaning, sanitization, component inspection and functional testing.
• Detailed service records kept for all maintenance performed.
• Faulty dispensers repaired or replaced within 24 hours of fault notification.

Water quality

• Bottled water must comply with SANS 241 or an equivalent recognised potable water standard.
• A valid water quality certificate or laboratory test report must accompany each delivery or be supplied on request.

Records and coordination

• Accurate delivery, maintenance and bottle exchange records maintained.
• Deliveries and exchanges arranged with designated OBP representatives within agreed service levels.

Bidders must submit a detailed cost breakdown covering at least:

• Supply and installation cost per dispenser.
• Monthly rental cost per dispenser, if applicable.
• Cost per 18–20 litre bottled water refill.
• Maintenance and servicing costs.
• Any additional charges or optional services.

Pricing schedule

• Supply and installation of hot/cold dispenser with full water bottle: 19 each.
• Monthly rental of water dispenser: 24 months, if applicable.
• Replacement of dispensing taps: 76 each, if required.
• Quarterly preventive maintenance, cleaning and sanitization per dispenser: 76 each.
• Purified bottled water 18–20 litres, SANS 241 compliant: 36 000 litres (24-month estimate).
• Water quality certificate: included with deliveries at no charge.

Conditions

• All prices VAT exclusive; VAT vendors must indicate their status.
• Pricing must remain valid for the contract period or escalation provisions must be clearly stated.
• Consumption estimate: 4 bottles per machine per month.

Pricing

• Submit a detailed cost breakdown covering: supply and installation cost per dispenser; monthly rental per dispenser (if applicable); cost per 18–20 litre bottled water refill; maintenance and servicing costs; and any additional or optional charges.
• Pricing schedule quantities: 19 dispensers supplied and installed; 24 months rental; 76 tap replacements; 76 quarterly maintenance services; 36 000 litres bottled water.
• All prices VAT exclusive; VAT vendors must indicate their status.
• Pricing must remain valid for the contract period, or escalation provisions must be clearly stated.
• Exchange rate fluctuations are not for OBP's account.
• Bidders must state offer validity and lead time.

Payment

• 30 days after statement.

Other

• No bid security, performance guarantee or retention is stated.

Registration and status

• Registered on the Central Supplier Database (National Treasury) and tax compliant; a CSD report must be submitted.
• Registered in advance on the OBP e-procurement portal.

Returnable forms

• SBD 4 (Bidder's Disclosure): mandatory signed declaration of state employment and relationships.
• SBD 6.1 (Preference Points Claim): claims specific-goal points with supporting proof.
• SBD 1: required only for foreign or international bidders, requested from [email protected].

Compulsory supporting documents

• Two reference letters for potable water supply contracts successfully completed within the last 36 months.
• Sample quality certificates or recent water analysis reports.
• Detailed company profile.
• Dispenser data/spec sheet.
• Proof of ability to supply and service water dispensers.

B-bbee

• Preference points require a valid B-BBEE certificate showing at least 51% black ownership (10 points) and/or at least 30% women ownership (8 points).
• Disability claims require a doctor's note, Department of Labour confirmation, B-BBEE certificate or equivalent (2 points).

Contract framework

• All quotations for goods and services are subject to the General Conditions of Contract, July 2010.
• Missing any compulsory document results in immediate disqualification.

Evaluation is on a weighted points system for price and preference under the Preferential Procurement Policy Framework Act, 2000.

• System: 80/20.
• Price: 80 points.
• Preference (specific goals): 20 points.
• Total: 100 points.

Specific goals and evidence

• 10 points: valid B-BBEE certificate showing at least 51% black ownership.

• 8 points: valid B-BBEE certificate showing at least 30% women ownership.

• 2 points: disability confirmation — doctor's note, Department of Labour confirmation, B-BBEE certificate or equivalent.

• Preference points are forfeited if the required proof is not submitted with the bid.

• OBP may call for substantiation of any preference claim.