Fuel tank inspection and cleaning at sansa houwteq, grabouw (western cape)

Date issued: 08 October 2026

Compulsory briefing session: 15 October 2026 at 13:00

• Venue: Houwteq Campus, High Rising Road, Haasvlakte, Grabouw, Western Cape.
• Attendance is compulsory and is verified against SANSA's attendance register; it forms part of the eligibility criteria.
• Attendees must bring safety boots and a reflective vest.

Closing date and time: 20 October 2026 at 16:00

Service delivery: the appointed provider must be able to deliver within 2 weeks after SANSA issues the purchase order.

Compulsory briefing session

• Date and time: 15 October 2026 at 13:00
• Venue: Houwteq Campus, High Rising Road, Haasvlakte, Grabouw, Western Cape
• Attendees must bring safety boots and a reflective vest.
• Attendance is recorded on SANSA's attendance register and forms part of the eligibility criteria.

Quotations and enquiries

• Contact name: Leonard Moloele
• Email: [email protected]

Bid and tender enquiries

• Email: [email protected]

POPIA and PAIA enquiries

• Email: [email protected]
• This address is for privacy-related matters only, not bid enquiries.

SANSA head office

Building 10, SANSA

CSIR Campus

Meiring Naude Road

Brummeria

Pretoria 0184

Service site

Houwteq Campus

High Rising Road

Haasvlakte

Grabouw

Western Cape

Submission method

• Email submission only; emailed quotations are accepted.
• Submission email: [email protected]
• Closing: 20 October 2026 at 16:00
• The bidder carries the risk of ensuring the complete email reaches SANSA before the closing time.

Format

• Every page of the quotation must be signed by an authorised person.
• A cost breakdown must be shown and all quoted prices must include VAT.
• Only bidder details and prices may be filled in; any other alteration to the document disqualifies the bid.

Returnable documents

• Bid cover page: proposer details, CSD supplier number, telephone, email, physical address, B-BBEE status level, company registration number, tax and VAT numbers, director/trustee/shareholder details, quoted price incl VAT, signed.
• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with persons at the procuring institution or with related enterprises.
• Bidder declaration: confirms no listing on the Register for Tender Defaulters, no fraud or corruption conviction in the past 5 years, no conflict of interest, and acceptance of the General Conditions of Contract.
• Current CSD Registration Summary Report reflecting a compliant tax status.
• Valid COIDA Letter of Good Standing.
• Minimum three reference documents (purchase orders and/or reference letters) from three different entities for similar work completed in the last 10 years.
• Proof of the specific goals claimed for preference points.

Disqualification risks

• Bid documents not completed correctly or in full.
• Non-compliance with the specification.
• Submission after the closing date and time.
• Not registered on the CSD, or a non-compliant tax status.
• Altering the tender document beyond bidder details and price.
• Missing eligibility documents not supplied within 3 working days of a written request from SANSA.

Documents to be submitted with the bid

• Proof of the specific goals claimed for preference points.
• Cost breakdown, with quoted prices inclusive of VAT.
• Every page of the quotation signed by an authorised person.
• CSD registration summary reflecting a compliant tax status.
• COIDA Letter of Good Standing.
• At least three reference documents (purchase orders or reference letters) from different companies showing similar work experience.

Approach

• Best value is sought rather than the lowest price, weighing expertise, experience, technical proposal and organisational capacity.

Preference system

• 80/20 preference point system applies; the bid value is estimated not to exceed R1 million and this figure is the National Treasury threshold for written quotations, not the project budget.
• Price: 80 points.
• Specific goals: 20 points.

Evaluation stages

• Stage 1 — scope of work: the submission is checked against the scope of work; a bid that fails any scope requirement is disqualified.
• Stage 2 — price and preference: only bids that meet the scope are scored, 80 points for price and 20 points for specific goals.

Specific goals points

• 51% black owned: 10 points
• 40% black women owned: 6 points
• 51% black youth owned: 4 points
• Total: 20 points
• Bidders must indicate which goals they claim and attach proof; without proof no preference points are awarded.

Eligibility gate

• Bidders must satisfy the eligibility criteria (CSD and tax status, COIDA, compulsory site inspection, relevant experience) before price and preference scoring.
• Where a required document is missing, SANSA requests it in writing within 3 working days; failure to deliver by the third working day results in rejection.

Discretion

• SANSA may invite bidders to present proposals, visit bidder premises or contact references.

Procurement

• Appointment of a suitably qualified and experienced service provider to inspect and clean the fuel storage tank at SANSA's Houwteq facility, Western Cape, restoring it to a safe and clean condition and confirming its integrity for continued use.

Scope of work

• Verify the tank's identity, condition, accessibility and isolation requirements on site before work starts.
• Submit a task-specific method statement, risk assessment, work programme and safety documentation, including a safety file with confined-space controls, for SANSA approval.
• Isolate the tank and associated equipment, transfer or recover residual fuel as SANSA authorises, and remove sludge, water, sediment, rust scale and other contaminants.
• Clean the internal and accessible external surfaces using suitable methods.
• Inspect the tank for corrosion, pitting, cracks, deformation, coating failure, leakage and damage.
• Inspect accessible pipework, valves, vents, gauges, seals, fittings, filling points, drains and bund areas for serviceability.
• Perform integrity, leak and functional tests after cleaning and confirm the tank is ready for operation.
• Contain, remove, transport and dispose of sludge, contaminated fuel, cleaning residues and hazardous waste through authorised channels, with disposal records or certificates.

Deliverables

• Approved method statement, work programme, risk assessment, cleaning plan and safety file before work commences.
• Pre-service condition assessment covering fuel level, sludge or water contamination, visible defects, safety risks and recommended actions.
• Residual fuel handling and internal and external accessible cleaning.
• Integrity, leak and functional test results confirming post-service condition and operational readiness.
• Detailed completion report with before-and-after photographs, inspection findings and work completed.
• Waste transfer notes or disposal certificates confirming lawful disposal of all hazardous waste.

Capacity requirements

• Competent personnel and suitable supervision.
• Calibrated inspection instruments, cleaning equipment, fuel transfer equipment, ventilation equipment and spill control resources.
• Personnel performing confined-space entry, hazardous-substance handling or specialised inspection must hold applicable training, competency and medical-fitness certification.

Warranty

• A workmanship warranty must be offered with the warranty period stated.
• Warranties on supplied seals, valves, gauges, fittings, coatings, consumables or replacement components must be stated and supported by manufacturer or supplier terms.

Execution approach

• Start with a site assessment confirming the tank, its condition, accessibility and isolation requirements.
• Submit a task-specific method statement, risk assessment, work programme and safety documentation for SANSA approval.
• Isolate the tank and associated equipment, transfer or recover residual fuel, remove sludge, water, sediment, rust scale and contaminants, and clean internal and accessible external surfaces.
• Inspect for corrosion, pitting, cracks, deformation, coating failure, leakage and damage, plus accessible pipework, valves, vents, gauges, seals, fittings, filling points, drains and bund areas.
• Test and confirm the tank is ready for operation.

Experience and capability

• Proven capability in inspection, internal cleaning, servicing, leak testing and condition assessment of fuel storage tanks and associated pipework, valves, vents, gauges and fittings.
• Minimum three references from different companies or entities for similar work successfully completed within the last 10 years.
• References may be purchase orders and/or reference letters issued by the client.

Quality control

• Calibrated inspection instruments and suitable cleaning equipment.
• Inspection for corrosion, pitting, cracks, deformation, coating failure, leakage and damage.
• Integrity, leak and functional tests performed after cleaning.
• Before-and-after photographs required.
• Completion report recording inspection findings, work performed, test results, defects, parts used, outstanding risks and maintenance or repair recommendations.

Pricing instructions

• Price every item on the schedule.
• Rates must include all costs, with no unspecified amounts.
• Payment is based on deliverables, against invoices.
• The offer is valid for 30 days from the bid closing date.

Pricing table

• Inspection and cleaning of the fuel tank (excl VAT).
• Waste handling and safe disposal of contaminants, water and sludge (excl VAT).
• Total contract amount excluding VAT.
• VAT at 15%.
• Total contract amount including VAT.

Pricing format

• Bidder must price every item on the pricing schedule.
• Rates must include all costs, with nothing left unspecified, to allow fair evaluation.
• Quoted prices must include VAT and be supported by a cost breakdown.
• Line items: inspection and cleaning of the fuel tank (excl VAT); waste handling and safe disposal of contaminants, water and sludge (excl VAT); total contract amount excluding VAT; VAT at 15%; total contract amount including VAT.

Offer validity

• 30 days from the bid closing date.

Payment

• Payment is made against deliverables (proven progress) for services rendered and goods received.
• Payment is made only on submission of invoices.

Warranty

• Workmanship warranty required for the inspection and cleaning work, with the warranty period stated.
• Warranties for supplied seals, valves, gauges, fittings, coatings, consumables or replacement components must be stated and supported by the manufacturer's or supplier's terms.

Value threshold

• Bid value estimated not to exceed R1 million including all taxes; this is the Treasury threshold for written price quotations and not the project budget.

Registration and tax

• Valid CSD registration with a compliant tax status; a current CSD Registration Summary Report must be submitted with the bid.
• No contract will be awarded unless the supplier is registered on the Central Supplier Database; suppliers needing help with CSD registration must contact SANSA before the closing date.

Statutory

• Valid Letter of Good Standing issued under COIDA.

Experience

• Demonstrated experience in fuel storage tank inspection, internal cleaning and sludge and water removal.
• Minimum three references from three different companies or entities for similar work successfully completed within the last 10 years.
• References may be purchase orders and/or reference letters from the client; each must relate to a different entity and to work of similar nature and scope. Failure to provide all three disqualifies the proposal.

Declarations and forms

• SBD 4 (Bidder's Disclosure): discloses state employment or relationships with persons at the procuring institution or interests in related enterprises; a false disclosure disqualifies the bid.
• Bidder declaration: confirms no listing on the Register for Tender Defaulters, no fraud or corruption conviction in the last five years, no association or conflict of interest with other bidders, and acceptance of the General Conditions of Contract.
• B-BBEE status level of contribution must be stated on the bid cover page.

Preference evidence

• Proof of the specific goals claimed (black ownership, black women ownership, black youth ownership) must be attached to the bid.

Site attendance

• Attendance at the compulsory briefing is verified against SANSA's attendance register and is part of the eligibility criteria.

Preference points under the 80/20 system

• 51% black owned: 10 points
• 40% black women owned: 6 points
• 51% owned by black youth: 4 points
• Total: 20 points

Evidence and declarations

• Proof of each specific goal claimed must be submitted with the bid.
• The bidder's B-BBEE status level of contribution must be declared on the bid cover page.
• The recommended bidder signs a Supplier Development Programme agreement, which provides shorter payment periods for Black-owned EMEs and QSEs.

Health and safety requirements

• Provide and enforce PPE for fuel handling, tank cleaning, chemical exposure, respiratory protection and confined-space entry.
• Barricade and control the work area, display warning signage and prevent unauthorised access.
• Isolate, drain and secure tanks and connected systems using approved lock-out/tag-out procedures.
• Confined-space entry requires a permit system, atmospheric testing, continuous ventilation, standby person arrangements, communications and an emergency rescue plan.
• Control ignition sources, static electricity and flammable vapours; use suitably rated equipment and maintain firefighting equipment at the work area.
• Implement spill prevention, containment and emergency response measures.

Hazardous waste and environmental protection

• Handle, label, store, transport and dispose of recovered fuel, sludge, contaminated water, cleaning chemicals and other hazardous waste in line with safety data sheets, legislation and SANSA requirements.
• Contain, remove, transport and dispose of sludge, contaminated fuel, cleaning residues and hazardous waste through authorised channels.
• Provide waste transfer notes, disposal certificates or other records confirming lawful disposal.
• Protect floors, soil, stormwater systems, equipment and occupied areas from spills.

Warranty

• A workmanship warranty must be provided with the warranty period stated.
• Warranties on supplied seals, valves, gauges, fittings, coatings, consumables or replacement components must be stated and supported by manufacturer or supplier terms.

Payment and validity

• Payment against deliverables (proven progress) for services rendered and goods received, on invoices submitted.
• Offer valid for 30 days from the bid closing date.

Submission and award

• Quotations are returned by email to Leonard Moloele: [email protected].
• No award unless the supplier is registered on the CSD with a compliant tax status.
• The RFP forms part of the Supplier Development Programme; the recommended bidder must sign the SDP agreement providing shorter payment periods for Black-owned EMEs and QSEs.
• The provider must commit to post-support where and when SANSA requires it.
• Service must be delivered within 2 weeks after the purchase order is issued.

Bid conditions

• Emailed bids are accepted, but the onus is on the bidder to ensure the complete email reaches SANSA before the closing time.
• Alterations to the document other than bidder details and price automatically disqualify the bid.
• Incorrectly or incompletely completed documents, non-compliance with the specification, late submission, non-registration on the CSD or a non-compliant tax status all result in disqualification.

SANSA head office

Building 10, SANSA

CSIR Campus

Meiring Naude Road

Brummeria

Pretoria 0184

Technical resources

• Competent personnel and suitable supervision.
• Calibrated inspection instruments, cleaning equipment, fuel transfer equipment, ventilation equipment and spill control resources.
• Personnel for confined-space entry, hazardous-substance handling or specialised inspection must hold training, competency and medical-fitness certification.

Eligibility

• Current CSD Registration Summary Report reflecting a compliant tax status.
• Valid COIDA Letter of Good Standing.
• Attendance at the compulsory site inspection.
• Minimum three references from different entities for similar work completed within the last 10 years, evidenced by purchase orders or reference letters.

Preference system

• 80/20 preference points system; bid value estimated not to exceed R1 million.
• Stage 1: scope-of-work compliance, with non-compliance leading to disqualification.
• Stage 2: bids meeting the scope are scored 80 points for price and 20 points for specific goals.

Specific goals

• 51% black owned: 10 points
• 40% black women owned: 6 points
• 51% black youth owned: 4 points

Eligibility

• The eligibility criteria must be met and the supporting documents submitted for a bid to be scored.