Tender Summary: Water Bottles Refill and Maintenance for Free-standing Unit

Objectives

The primary objective is to engage a qualified service provider to guarantee a consistent supply of filtered drinking water and ensure the ongoing hygiene and functionality of a free-standing water cooler at Brand South Africa’s offices. This supports daily operational continuity, promotes employee well-being, and maintains a professional environment over a twelve-month contract period.

Scope of Work

• Monthly refill of 18.9-litre filtered water bottles.
• Monthly cleaning, sanitisation, and mechanical maintenance of a free-standing water cooler unit.
• Contract duration: 12 months.
• Service delivery will occur under the direct supervision of a Brand South Africa representative, with strict adherence to organisational guidelines and the corporate code of conduct.

Technical Requirements

• Completion and submission of all prescribed Standard Bid Document (SBD) forms, specifically SBD 3 (Pricing Schedule), SBD 4 (Bidder’s Disclosure), and SBD 6.1 (Preference Points Claim Form).
• Provision of a detailed cost breakdown on official company letterhead, with individual line items quoted VAT-exclusive and the final grand total quoted VAT-inclusive.
• Submission of a valid Central Supplier Database (CSD) report as mandatory evidence to qualify for specific goal preference points; failure to provide this results in automatic zero allocation.
• Compliance with Brand South Africa’s Supply Chain Management policy and national preferential procurement regulations.
• Payment processing tied to the submission of substantiated invoices or claims, aligned with a mutually agreed project implementation plan.

Skills & Qualifications

• Proven industry experience in commercial water bottle distribution, filtration systems, and dispenser servicing.
• Technical competency in routine cooler cleaning, disinfection, filter replacement, and basic mechanical troubleshooting to meet health and safety standards.
• Strong administrative capability to prepare compliant tender packages, including accurate financial modelling and regulatory declarations.
• Familiarity with South African public sector procurement frameworks, particularly B-BBEE scoring mechanisms and preference point calculations.

Key Terms & Conditions

80/20 Preference Points System: A statutory evaluation model where bidders earn up to 80 points for price competitiveness and up to 20 points for achieving designated socio-economic targets (e.g., youth or women-owned enterprises). Points are derived using prescribed mathematical formulas based on the lowest acceptable tender price.

CSD Report: A mandatory registration certificate issued by the National Treasury’s Central Supplier Database. It verifies a supplier’s legal existence, tax compliance, banking details, and eligibility to transact with South African public entities.

SBD Forms: Standardised government procurement templates used to capture pricing, bidder disclosures, conflict-of-interest statements, and B-BBEE preference claims. Strict completion is required; missing documentation leads to disqualification from specific goal scoring.

Adjudication & Compliance Rights: Brand South Africa retains full discretion to extend deadlines, amend specifications, reject any or all quotations, and terminate agreements if fraudulent, collusive, or corrupt practices are detected. All submissions are treated as confidential, and successful contractors must operate under organisational supervision while adhering to anti-corruption legislation.