Technical assessment and repair/replacement of gas suppression system at petrosa refinery, mossel bay

The tender is for the technical assessment and repair/replacement of gas suppression systems at the PetroSA refinery in Mossel Bay.

Purpose:

• To appoint a qualified and certified Automatic Gas Suppression Specialist Company.
• Perform site inspections of two fixed gas suppression systems in the PetroSA administrative building:

• FM-200 system at the Admin IT Computer Centre.
• CO2 Fire Suppression System at the Admin Document Control Department.

• Provide technical and commercial proposals.
• Repair and/or replace the existing systems or components.

Equipment List:

• 1 CO2 suppression system.
• 1 FM-200 Automatic Gas Suppression System.
• 2 Fire Panels.

Background:

• Existing systems are non-functional with known equipment failures and obsolete components.
• CO2 system is decommissioned due to severe corrosion and deterioration of cylinders and piping.
• FM-200 system is non-functional due to a defective fire control panel.

Scope of Services:

1. Site Audit and Assessment:

• Conduct physical inspections.
• Verify configuration, operational status, coverage, and compliance with standards (e.g., SANS 369, SANS 10139, NFPA 2001).
• Identify obsolete equipment, coverage gaps, and integration status.

2. Documentation Review:

• Review drawings and highlight discrepancies.

3. Deliverables – Audit Report:

• Must include condition assessment (graded Good/Fair/Poor/Critical), technical assessment, risks, and recommended actions.

4. Required Proposals:

• Submit proposals for replacing faulty systems with current generation systems.
• Retain functional infrastructure.
• Include integration, commissioning plan, and updated drawings.

Costing Requirements:

• Detailed Bill of Quantities.
• Include equipment, installation, labour, engineering, design, commissioning costs.
• Optional maintenance/service agreements.
• Lead times and project duration.
• Quote in South African Rand.
• Include Standard Safety File for site visits (specifications to be provided by PetroSA).

Site Visit:

• A compulsory site clarification meeting and inspection will be conducted.

• Closing date: 30 June 2026.
• A compulsory site clarification meeting and inspection will be conducted (date and time not specified).

Qualified and certified Automatic Gas Suppression Specialist Company with expertise in CO2 and FM-200 systems, knowledge of SANS 369, SANS 10139, NFPA 2001, ability to integrate with existing fire panels, and compliance with PetroSA safety file requirements. Must attend mandatory site visit.

The tender is to appoint a qualified and certified Automatic Gas Suppression Specialist Company.

Scope includes:

• Perform site inspections of two fixed gas suppression systems at the PetroSA administrative building:

• FM-200 system at the Admin IT Computer Centre.
• CO2 Fire Suppression System at the Admin Document Control Department.

• Provide technical and commercial proposals.
• Repair and/or replace the existing systems or components.

Key equipment involved:

• 1 CO2 suppression system.
• 1 FM-200 Automatic Gas Suppression System.
• 2 Fire Panels.

Background:

• Existing systems are non-functional with equipment failures and obsolete components.
• CO2 system is decommissioned due to severe corrosion and deterioration.
• FM-200 system is non-functional due to a defective fire control panel.

Detailed Scope of Services:

1. Site Audit and Assessment:

• Conduct physical inspections of both installations.
• Verify system configuration, operational status, coverage adequacy, and compliance with standards (e.g., SANS 369, SANS 10139, NFPA 2001).
• Identify obsolete equipment, gaps in coverage, and integration status with fire panels.

2. Documentation Review:

• Review drawings and highlight discrepancies between as-built and actual installations.

3. Deliverables – Audit Report:

• Must include a condition assessment (graded Good/Fair/Poor/Critical), technical assessment, identified risks and critical failures, and recommended corrective actions.

4. Required Proposals:

• Submit proposals for replacement of faulty, obsolete, or decommissioned systems with current generation systems.
• Retain functional existing infrastructure where viable.
• Include integration with existing systems, commissioning and testing plan, and updated drawings.

Costing Requirements:

• Provide a detailed Bill of Quantities.
• Include equipment, installation, labour, engineering, design, and commissioning costs.
• Optional maintenance/service agreements.
• State lead times and project duration.
• All costs must be quoted in South African Rand.
• Include any Standard Safety File required for site visits (exact specifications will be provided by PetroSA).

Site Visit:

• A compulsory site clarification meeting and inspection will be conducted.

• Perform site inspections of the two fixed gas suppression systems.
• Provide technical and commercial proposals.
• Repair and/or replace existing systems or components.
• Conduct physical inspections of both installations.
• Deliver an audit report including condition assessment (graded Good/Fair/Poor/Critical), technical assessment, identified risks, and recommended corrective actions.
• Submit proposals for replacement of faulty systems with current generation systems, retaining functional infrastructure, and including integration, commissioning plan, and updated drawings.

• Provide a detailed Bill of Quantities.
• Include equipment costs, installation and labour costs, engineering and design costs, and commissioning costs.
• Optional maintenance/service agreements may be included.
• State lead times and project duration.
• All costing must be quoted in South African Rand.
• Include any Standard Safety File required for site visits (exact specifications will be provided by PetroSA).

• Include any Standard Safety File that is required to visit the site (exact specifications will be provided by PetroSA).
• A compulsory site clarification meeting and inspection will be conducted.

Vendors must submit proposals for the replacement of legacy/non-operational systems, including replacement of faulty systems with current generation components, retaining functional infrastructure, and covering integration, commissioning and testing plan, and updated drawings.

PetroSA supplier self-registration process summary:

• Two phases: CSD registration (Phase 1) and PetroSA portal registration (Phase 2).
• Phase 1: Register at www.csd.gov.za; support via 012 406 9222 or [email protected].
• Phase 2: Login to PetroSA portal, change password, complete 7-step wizard.
• Steps auto-complete when mandatory fields are filled (green indicator).
• Step 6 requires B-BBEE information for local suppliers.
• Document upload via "Manage Attachments": clear, describe, upload, save.
• Step 7 requires conflict of interest declaration.
• Post-submission: Database Administrator vets and verifies.
• Contact PetroSA on 021 928 4731 for accreditation or B-BBEE vetting issues.

Contacts for supplier registration support:

• CSD National Support (Phase 1): Phone 012 406 9222, Email [email protected]. Additional provincial contacts at https://secure.csd.gov.za/Feedback/ProvincialContacts.
• PetroSA Portal Technical Support (Phase 2 login): Phone 012 663 8815, Email [email protected].
• PetroSA Database Administrators (accreditation/B-BBEE vetting): Phone 021 928 4731. Ask for the Tender Consultant (details on the online tender).

This document describes the PetroSA supplier self-registration process, not the tender submission process. To participate in PetroSA tenders, suppliers must first complete this two-phase registration:

Phase 1 – CSD Registration:

• Go to www.csd.gov.za and follow the registration steps.
• For assistance, contact CSD National Support: 012 406 9222 or [email protected].

Phase 2 – PetroSA Portal Registration:

• Login at the PetroSA supplier portal using Username: MAAA..., User Code: MAAA..., Password: newuser.
• For login assistance, contact support: 012 663 8815 or [email protected].
• Change password on first login.
• Click "Registration" link to start the 7-step registration wizard.
• Complete each step; mandatory fields turn the step indicator green.
• Step 6: Local suppliers must complete B-BBEE information and save.
• Upload required documents via "Manage Attachments": click "Clear", enter description (e.g., "BEE certificate 2018"), upload file, click "Save". Repeat for each document.
• Step 7: Declare conflict of interest (Yes/No) and save.
• After submission, the Database Administrator vets and verifies the information.
• If your accreditation status prevents online tendering or B-BBEE status is not vetted, contact PetroSA on 021 928 4731 and advise the Tender Consultant (contact on the online tender).

Document upload procedure for registration:

• After Step 6, scroll to the bottom to see the list of required documents applicable to you.
• Click "Manage Attachments" (top left).
• For each document: click "Clear", enter a description in the Description field (e.g., "BEE certificate 2018"), click "Upload", select file from your directory, click "Open" (or double-click), then click "Save".
• A "saved successfully" message appears; the document record shows at the bottom.
• When uploading multiple documents, click "Clear" before each new upload.
• Typical documents: B-BBEE certificate, company profile, and any other applicable certificates.

Eligibility is contingent on successful completion of the two-phase registration and vetting process. Key criteria include: a valid CSD registration, provision of accurate BEE status (for local suppliers), and submission of all required documentation. Suppliers must also ensure their accreditation status (e.g., BEE) does not preclude them from tendering online.

This document does not contain technical specifications for the gas suppression system tender. It only covers the document upload process during supplier registration:

• After completing Step 6, scroll to the bottom to view the list of required documents.
• Click "Manage Attachments" (top left) to upload each document.
• For each document: click "Clear", enter a description (e.g., "BEE certificate 2018"), select file from your directory, click "Open" (or double-click), then click "Save".
• A "saved successfully" message confirms upload; the document appears in the list at the bottom.
• When uploading multiple documents, click "Clear" before each new upload.

Registration compliance requirements:

• B-BBEE Information: Local suppliers must complete the required B-BBEE fields in Step 6 of the registration wizard and save.
• Conflict of Interest Declaration: In Step 7, declare whether a conflict of interest exists (Yes – provide declaration; No – confirm).
• Document Submission: Upload all applicable supporting documents (e.g., B-BBEE certificate, company profile) via the attachment function.
• CSD Registration: Phase 1 requires valid registration on the Central Supplier Database (www.csd.gov.za).
• Vetting: All submitted information is vetted and verified by the Database Administrator before the supplier is accredited.

B-BBEE compliance during registration:

• Local suppliers must complete the required B-BBEE information fields in Step 6 of the registration wizard.
• After entering details, click "Save". A "saved successfully" message confirms.
• B-BBEE certificate must be uploaded as a supporting document via the attachment function (describe as e.g., "BEE certificate 2018").
• The Database Administrator vets B-BBEE status; if not vetted, contact PetroSA on 021 928 4731.

Conflict of interest declaration requirement:

• In Step 7 of the registration wizard, indicate whether you have a conflict of interest.
• If Yes: select "Yes" indicator and type the declaration.
• If No: select "No" indicator.
• Click "Save" to proceed.
• This declaration is mandatory to complete registration.

Registration support contacts:

• CSD National Support (Phase 1): 012 406 9222, [email protected]. Provincial contacts: https://secure.csd.gov.za/Feedback/ProvincialContacts.
• PetroSA Portal Technical Support (Phase 2 login): 012 663 8815, [email protected].
• PetroSA Database Administrators (accreditation/B-BBEE vetting): 021 928 4731. Request the Tender Consultant (details on the online tender).

• Tender for the technical assessment and repair/replacement of the gas suppression system at PetroSA's Mossel Bay refinery.

• Closing date: 30 July 2026 at 11:00.
• Mandatory scope clarification meeting and site inspection: Monday, 20 July 2026 at 09h30.
• Venue: PetroSA, Duinzicht Avenue, Mossel Bay.
• Meeting duration: 09h30 to 16h30.
• RSVP deadline: Inform PetroSA by 10h00 on Friday, 17 July 2026, providing attendee names and ID numbers.
• Site access requires ID documents, a mandatory 30-minute induction, and an alcohol test.
• Attendance costs are for the supplier's account.

• Mandatory scope clarification meeting and site inspection on 20 July 2026.
• RSVP by 17 July 2026.
• Venue: PetroSA, Duinzicht Avenue, Mossel Bay.

• Technical enquiries: Nesha Gaca, Tender Office. Phone: +27 44 601 3043. Email: [email protected].
• General supplier enquiries/registration: Supplier Database Call Centre. Phone: 021 928 4731.
• Whistleblower hotline (fraud reporting): Phone: 0800 111 583. WhatsApp: +27 31 308 4664. SMS: 33490. Email: [email protected]. Postal: P O Box 51006, Musgrave, 4062.

• Submit electronically via the E-Procurement Portal at www.procurement.petrosa.com.
• Ensure you are a registered and approved PetroSA supplier to access the portal.
• Submit all required documentation: Tender Notice, PetroSA Standard Terms and Conditions, Draft Service Agreement, Supplier’s BBBEE Proposal, National Industrial Participation Programme (SBD5 Form), General Requirements for Suppliers, and Occupational Health General Conditions and Guidelines.
• Check for tender bulletins on the PetroSA procurement website before submission.
• Tenders not submitted electronically by the closing date and time will not be considered.

logging on to the procurement website www.procurement.petrosa.com and selecting the ‘Login to Access Tenders/Quotes tab’ and logging on to the E Procurement Portal.

Supplier must be registered and approved on PetroSA Supplier Database. Must meet pre-qualification: BBBEE Level 4 contributor OR EME/QSE. Must attend mandatory scope clarification meeting/site inspection. Must submit all required documentation. No fronting allowed. For contracts above R30 million, minimum 30% subcontracting to 51% black-owned EME/QSE required.

• Scope: Technical assessment and repair/replacement of the gas suppression system at the PetroSA refinery in Mossel Bay.
• Detailed scope of service and pricing requirements are in Sections 4 and 5 of the Draft Service Agreement.
• Suppliers must comply with PetroSA's General Requirements for Suppliers and Occupational Health General Conditions and Guidelines for Contractors.
• Mandatory site inspection required to understand local conditions and scope.

• Suppliers must be technically competent. If using a sister company, provide full proof of competency and service distribution.

• A mandatory site inspection and scope clarification meeting is required to understand the work and local conditions.

• Submit prices as per the CBA total annual cost summary with a complete breakdown.
• Detailed pricing requirements are in the draft services agreement.

• Submit prices as per the CBA total annual cost summary in the draft services agreement.
• Provide a complete price breakdown.
• Non-compliance with pricing format may lead to disqualification.

• Supplier must be registered and approved on the PetroSA supplier database.
• Registration on the National Treasury Central Supplier Database (CSD) is required.
• Upload a POPI Statement/Notice/Policy to your PetroSA online registration.
• Submit a BBBEE improvement plan with your tender.
• Pre-qualification requirement: BBBEE Level 4 contributor, or an EME/QSE.
• Maintain a valid B-BBEE certificate; expired certificates result in no preference points.
• Declare tender submission is independent (Certificate of Independent Bid Determination SBD 9).
• Consent to a due diligence check by PetroSA on legal, empowerment, technical, and financial status.
• Subcontracting rules: If subcontracting >25%, submit a sub-contracting agreement. For subcontracts >25% to non-EMEs, the subcontractor must have equal or higher B-BBEE status.
• Minimum 30% subcontracting to a 51% black-owned EME/QSE is required for contracts above R30 million.
• Fronting is prohibited and will lead to disqualification and possible blacklisting.

• Submit a BBBEE improvement plan.
• Pre-qualification requires BBBEE Level 4 or EME/QSE status.
• Maintain a valid B-BBEE certificate.
• Subcontracting rules affect B-BBEE points.
• Minimum 30% subcontracting to a 51% black-owned EME/QSE for large contracts.
• Fronting is prohibited and will be investigated.

• Compliance with PetroSA's Occupational Health General Conditions and Guidelines for Contractors is mandatory.
• A whistleblower facility is available for reporting fraud.

• Contract period: 36 months.
• Supplier consents to a due diligence check by PetroSA.
• Any award is subject to a written contract or official purchase order.
• PetroSA reserves the right to withdraw, reissue, or divide the tender scope.
• PetroSA is not obliged to accept the lowest tender and reserves the right not to award.

• The registered PetroSA supplier must submit the tender.
• If subcontracting >25%, submit a sub-contracting agreement.
• Joint ventures must provide full details on services, payment, liabilities, and management.
• Agents cannot submit on behalf of holding companies and vice versa.

• Points allocated per the Preferential Procurement Regulations 2024.
• Two systems apply: 80/20 for contracts up to R50 million, 90/10 for contracts above R50 million.
• Points awarded for Price and B-BBEE Status Level.
• PetroSA may conduct a reverse auction with shortlisted suppliers.