Once-off diesel engine servicing at sanpc refinery – supplier kyc and compliance requirements

Contact: SUPPLY CHAIN MANAGEMENT department

Appointment of a service provider for a once-off servicing of diesel engines at the SANPC Refinery. Bid response documents may be emailed to [email protected]. Bidding and technical enquiries: Contact Nkosingiphile Radebe.

Closing date: 17 June 2026 at 12:00.

SCM and technical enquiries: Nkosingiphile Radebe. Email: [email protected]. Phone: 010 201 4724. Address: ON Nkosingiphile Radebe.

Submit bid response documents via email to [email protected]. Include all returnable documents as specified in the tender. Incomplete submissions risk disqualification.

Scope: Once-off servicing of diesel engines at the SANPC Refinery. Bidders must confirm capability to perform the required servicing.

Tax Compliance: Submit a Tax Compliance Status (TCS) PIN (via SARS e-Filing) OR a Central Supplier Database (CSD) number if no TCS PIN is available. CSD registration is mandatory. Provide separate proof (TCS certificate, PIN, or CSD number).

Purpose: Once-off major servicing of diesel engines driving fire water pumps at SANPC Refinery to ensure reliability and reduce emergency failure risks. The last major service was in July 2024, and the annual service is overdue.

Scope:

• 5 diesel-driven fire water pumps: P3310, P3301B, P1134A, P1134B, Williams Pump.
• Preventive maintenance to maintain engine reliability.
• Additional faults diagnosed during servicing will be vetted by SANPC Rotating Equipment focal point. Major corrective work will be planned separately.

Bidder opportunities:

• Site viewing available for quoting purposes. Contractors must gather details on replacement parts (filters, gaskets, etc.) during the visit.

Contractor responsibilities:

• Supply all labor, supervision, spare parts, consumables, materials, equipment, tools, and transport.
• No scope alterations without SANPC written consent.
• Submit reports for each engine within one week, highlighting faults, concerns, and recommendations.

Submit the following mandatory returnable documents with your bid to avoid disqualification:

• Valid COIDA Letter of Good Standing (specific to engine overhauls/repairs/servicing).
• Valid COIDA certificate.
• Safety Policy compliant with national standards.
• Baseline/Issue-Based Risk Assessment from a HSE file for a petrochemical or Major Hazardous Installation (MHI) site, including high-risk activities (flammables, confined spaces, hot work) and site-specific details.

Evaluation occurs in two phases:

Phase 1 (Mandatory Requirements):

• Non-compliance with any mandatory requirement (COIDA Letter of Good Standing, COIDA certificate, Safety Policy, or HSE file elements) results in immediate disqualification.

Phase 2 (Technical Evaluation):

• Minimum 70% threshold required to proceed. Criteria and weightings:
• Company Experience (35%):

• 2+ relevant reference letters from MHI clients (2019–present) = 5 points.

• 1 reference letter = 3 points.

• None = 0 points.

• References must be contactable for verification.

• Technician’s Experience (65%):

• 5 years in diesel engine diagnostics/servicing/repairs for refineries or manufacturing firms = 5 points.

• 4-5 years = 4 points.

• 3-4 years = 3 points.

• 2-3 years = 2 points.

• 1-2 years = 1 point.

• <1 year = 0 points.

Scope: Once-off major servicing of 5 diesel engines (P3310, P3301B, P1134A, P1134B, Williams Pump) driving fire water pumps at SANPC Refinery.

Work includes per engine:

• Check for fluid leaks (oil, water, fuel).
• Drain/refill cooling water and oil with corrosion inhibitor.
• Replace filters (oil, air, fuel).
• Check turbo-charger/crankshaft end float.
• Tighten bolts (exhaust, turbo, engine mounting, coupling).
• Check fluid levels (oil, coolant, injector, governor).
• Check/replace v-belts and water hoses as needed.
• Drain fuel filter water trap.
• Check electrical connections (battery, starter motor, wiring).
• Verify safety guards are secure.
• Test-run engines, record temperatures, pressures, vibrations, and other key parameters.
• Submit a report within one week per engine, including faults, recommendations, and test-run checklist.

Additional requirements:

• Contractor supplies all labor, supervision, spare parts, consumables, tools, and transport.
• No scope alterations without SANPC written consent.
• Additional corrective work requires SANPC approval.
• Site viewing opportunity available for quoting purposes.

Technician requirements:

• Must have technical qualifications (trade test) and experience in diesel engine diagnostics, servicing, and repairs.
• Submit CVs of proposed technicians, clearly indicating previous experience and durations of work.

Experience scoring (65% weighting):

• 5 years in diesel engine diagnostics/servicing/repairs for refineries or manufacturing firms = 5 points.

• 4-5 years = 4 points.
• 3-4 years = 3 points.
• 2-3 years = 2 points.
• 1-2 years = 1 point.
• <1 year = 0 points.

Submit a detailed pricing schedule per engine (P3301B, P3310, P1134A, P1134B, Williams Pump) with the following breakdowns:

• Technician costs.
• Assistant costs.
• Consumables.
• Spares.
• Subtotal (excl. VAT).
• VAT @15%.
• Total (incl. VAT).

Include additional costs:

• Lump-sum Travel Fees.
• Any other costs (specify clearly).

Provide a grand total for all 5 pumps.

Submit a pricing schedule per engine (P3301B, P3310, P1134A, P1134B, Williams Pump) with the following breakdowns:

• Technician costs.
• Assistant costs.
• Consumables.
• Spares.
• Subtotal (excl. VAT).
• VAT @15%.
• Total (incl. VAT).

Include:

• Lump-sum Travel Fees.
• Any other costs (specify clearly).
• Grand total for all 5 pumps.

Mandatory compliance documents:

• Valid COIDA Letter of Good Standing (specific to engine overhauls/repairs/servicing).
• Valid COIDA certificate.
• Safety Policy compliant with national standards.
• HSE file: Baseline/Issue-Based Risk Assessment for a petrochemical or MHI site, reflecting high-risk activities (flammables, confined spaces, hot work) and site-specific details.

Technician requirements:

• Trade test qualifications.
• Proven experience in diesel engine diagnostics, servicing, and repairs.

Company requirements:

• Prior work in MHI environments (refineries or manufacturing firms).
• Contactable references from the past 5 years (2019–present).

HSSE Requirements:

• Submit HSSE files to SANPC Refinery HSSE department for approval before work commences. Work cannot begin until the safety file is approved.
• Contractor staff must:

• Undergo SANPC HSSE induction.

• Complete hotwork and confined space entry training.

• Provide valid medical fitness certificates issued by an occupational health practitioner.

• Conduct Risk Assessments for each activity before a clearance certificate is issued. Risk assessments are a prerequisite for work clearance and are included in the induction training.

Contractor obligations:

• Supply all labor, supervision, spare parts, consumables, materials, equipment, tools, and transport required for the work.
• No alterations or additions to the scope of work without prior written consent from SANPC Refinery.
• Additional corrective work identified during servicing will be vetted by SANPC Rotating Equipment focal point and planned separately.
• Submit reports for each engine within one week of servicing, highlighting faults, concerns, and recommendations.

Evaluation occurs in two phases:

Phase 1 (Mandatory Requirements):

• Bidder responses are reviewed against mandatory requirements. Failure to comply with any results in disqualification.
• Mandatory documents:

• Valid COIDA Letter of Good Standing (engine overhauls/repairs/servicing).

• Valid COIDA certificate.

• Safety Policy compliant with national standards.

• Baseline/Issue-Based Risk Assessment from a HSE file for a petrochemical or MHI site, including high-risk activities (flammables, confined spaces, hot work) and site-specific details.

Phase 2 (Technical Evaluation):

• Minimum 70% threshold required to proceed.
• Criteria and weightings:
• Company Experience (35%):

• 2+ relevant reference letters from MHI clients (2019–present) = 5 points.

• 1 reference letter = 3 points.

• None = 0 points.

• References must be contactable for verification.

• Technician’s Experience (65%):

• 5 years in diesel engine diagnostics/servicing/repairs for refineries or manufacturing firms = 5 points.

• 4-5 years = 4 points.

• 3-4 years = 3 points.

• 2-3 years = 2 points.

• 1-2 years = 1 point.

• <1 year = 0 points.

Submit the following returnable document as part of your quotation: SBD 6.1 (Preference Points Claim Form). Failure to submit required documentation may result in disqualification.

Evaluation will use either the 80/20 or 90/10 Preferential Procurement Policy Framework Act (PPPFA) preference point system, depending on the tender value. Total points: 100 (Price + Specific Goals).

• The 80/20 system applies for tenders up to R50,000,000.
• The 90/10 system applies for tenders above R50,000,000.
• Tenderers must explicitly claim preference points for specific goals in the SBD 6.1 form.
• Failure to submit proof or documentation for claimed points will result in zero points for those goals.
• The organ of state may require substantiation of claims at any stage.

B-BBEE compliance is required. Submit proof of B-BBEE status and any other documentation required to claim preference points for specific goals.

• Tenderers must certify the accuracy of claimed points.
• Penalties for fraudulent claims include: disqualification, cost recovery, contract cancellation, business restrictions (up to 10 years), or criminal prosecution.

Contractual terms include the following obligations and penalties:

• Tenderers must certify that all information furnished is true and correct.
• Preference points claimed must align with the General Conditions in the SBD 6.1 form.
• Documentary proof of claims may be required post-award.
• Penalties for fraudulent claims or non-fulfillment of contract conditions include:
• Disqualification from the tendering process.
• Recovery of costs, losses, or damages incurred by the organ of state.
• Contract cancellation and damages for less favorable arrangements.
• Restriction from obtaining business from any organ of state for up to 10 years (after due process).
• Criminal prosecution if deemed necessary.

Preference points are awarded under the PPPFA system. The applicable system (80/20 or 90/10) depends on the tender value:

• 80/20 system: for tenders up to R50,000,000.
• 90/10 system: for tenders above R50,000,000.
• Total points: 100 (Price + Specific Goals).
• The SBD 6.1 form must be submitted to claim preference points for specific goals.
• Failure to claim points will be interpreted as not claiming preference points for specific goals.

Scope: Appointment of a service provider for undertaking the project or delivering goods/services related to the once-off servicing of diesel engines at the SANPC Refinery.

Email: [email protected] (for queries related to the RFQ).

Submit quotations via email to [email protected] by the closing date and time. Mandatory returnable documents: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claims Form), valid B-BBEE Verification Certificate or sworn affidavit, and proof of Central Supplier Database (CSD) registration. Confirm submission of all required documents by marking [Yes or No] in the provided tables. Failure to submit any mandatory or essential returnable document by the deadline will result in disqualification.

Evaluation uses the 80/20 preference point system. Scoring breakdown: Price (80 points), Specific Goals (20 points). Specific Goals points are allocated as follows: HDI Enterprises (51%+ black ownership): 10 points; Women-owned Enterprises (51%+): 5 points; Youth-owned Enterprises (51%+): 3 points; Disability-owned Enterprises (10%+): 2 points. Total possible score: 100 points. The bidder with the highest total score wins. If tied, the bidder with the highest Specific Goals score wins. If still tied, the award is decided by drawing lots. A valid B-BBEE certificate or sworn affidavit is required to claim preference points; failure to provide this results in zero points for preference.

Scope: Once-off servicing of diesel engines at the SANPC Refinery. Refer to Annexure D for detailed Scope of Work.

Submit an all-inclusive pricing offer in the Price Schedule, covering the full scope of work. Confirm submission of mandatory returnable documents by marking [Yes or No] in the provided table. Failure to deliver within the quoted lead time may result in order cancellation and recovery of expenses incurred by CEF (SOC) Ltd.

Submit an all-inclusive pricing offer covering the full scope of work in the Price Schedule. Failure to deliver within the quoted lead time may result in order cancellation and recovery of expenses incurred by CEF (SOC) Ltd.

Mandatory compliance documents: Valid Tax Compliance PIN, Central Supplier Database (CSD) registration, SBD 1, SBD 4, SBD 6.1, and valid B-BBEE Verification Certificate or sworn affidavit. B-BBEE certificate must accompany the quotation to avoid automatic zero scoring for preference points. HDI ownership requirement: 51% or more for full preference points under specific goals.

Evaluation uses the 80/20 preference point system. A maximum of 20 points will be awarded for specific goals as per SBD 6.1 (Preference Points Claims Form). Points scored for specific goals are added to the price score. The contract is awarded to the tenderer with the highest total points. If tied, the tenderer with the highest specific goals score wins. If still tied, the award is decided by drawing lots. A valid B-BBEE certificate or sworn affidavit is required to claim preference points; failure to provide this results in an automatic score of zero for preference.