Catering and canteen services at petrosa mossel bay refinery

This document is an access permit application form (SCT012) for a site visit to PetroSA catering areas on 03 September 2026. It is not the main tender document for CTT26988 (Catering and Canteen Services, Mossel Bay). The form collects visitor personal and company details for security access to various PetroSA sites including Admin, Plant High Risk Area, Heliport, Security, Harbour, FA, Landfill, Logistic Base, ORCA, Tankfarm, and Centre of Excellence.

Site visit date: 03 September 2026 (1 day). Attendance at the site visit may be required for the main tender CTT26988.

Host/Supervisor: Erika Noeth (PetroSA). Contact telephone number not fully legible in the document.

No eligibility criteria, mandatory forms, registrations (CSD, tax, B-BBEE, CIDB), or pre-qualification thresholds are stated in the provided document. The document is an access permit form for a site visit only.

Surname: ………………………………. ID:…………………………………….. Sex: ……………………..

Access permit application requires personal details (surname, ID, sex, first name, profession, personnel number, telephone, address, next of kin), company represented, and reason for visit (visiting various PetroSA sites – Catering areas). Authorised signature from HOD/OIM or delegate required. Permit form reference: SCT012.

Registered and approved suppliers are invited to submit a quotation for catering and canteen services at the PetroSA Mossel Bay Refinery. Quotations must be submitted electronically via the E-Procurement Portal at www.procurement.petrosa.com in accordance with the online terms and conditions and the following documents: this Quotation Notice, Standard Terms & Conditions for PetroSA, Scope of Services Document (RFQ), Supplier's BBBEE Proposal, General Requirements for Suppliers working in the PetroSA Works, and Standard Bidding Document (SBD) 4 form. Suppliers must be registered and approved on the PetroSA Supplier Database and on the National Treasury Central Supplier Database (effective 1 May 2016). POPI Statement/Notice/Policy must be uploaded to PetroSA online registration (effective 1 July 2021). PetroSA may issue Tender Bulletins; suppliers must check the procurement website prior to submission. PetroSA endorses BBBEE and reserves the right to give preference to BBBEE suppliers or those forming partnerships/joint ventures with BBBEE suppliers. Suppliers must submit a BBBEE improvement plan per the attached guideline. Suppliers must give preference to local labour and liaise with local labour forums; preference should also be given to local black subcontractors.

Closing date and time: 21 September 2026 at 11:00 (per tender record).

Scope clarification meeting: 10 September 2026 at 11:00.

Site inspection: Immediately after the clarification meeting on 10 September 2026.

Access Permit form submission deadline: 08 September 2026 at 10:00 (email to PetroSA representative to arrange permits).

ID documents must be produced for site access.

Attendance at the meeting and inspection is advised but not compulsory; non-attendance does not disqualify a quotation.

Cost of attendance is for the supplier’s own account.

Agenda: 1. Welcome (Procurement), 2. Introductions (Procurement), 3. Scope of Work (User Dept), 4. Technical questionnaire and questions (User Dept), 5. Commercial questions/tender documents (Procurement), 6. BEE policy (Procurement), 7. General (User Dept).

Venue: Main Admin, Mossel Bay Refinery.

Scope clarification meeting: 10 September 2026 at 11:00.

Site inspection: Immediately thereafter on 10 September 2026.

Venue: Main Admin, Mossel Bay Refinery.

Attendance: Advised but not compulsory; non-attendance does not disqualify.

Access Permit form: Must be completed and submitted via email to PetroSA representative by 08 September 2026 at 10:00 to arrange permits.

ID documents: Must be produced for site access.

Purpose: Acquaint suppliers with nature of supply and local conditions; opportunity to seek clarification of tender documentation. No claims entertained post-award for matters covered.

Cost: Supplier's own account.

Agenda: 1. Welcome (Procurement), 2. Introductions (Procurement), 3. Scope of Work (User Dept), 4. Technical questionnaire and questions (User Dept), 5. Commercial questions/tender documents (Procurement), 6. BEE policy (Procurement), 7. General (User Dept).

Technical enquiries: Saseka Sihlwai, Tender Office, email [email protected].

General enquiries (supplier queries, updating/completing supplier registration): Supplier Database Call Centre, 021 928 4731.

Fraud reporting hotlines:

• Telephone: 0800 111 583
• WhatsApp ChatBot: +27 31 308 4664
• Sms: 33490
• Email: [email protected]
• Web: www.whistleblowing.co.za
• Postal: P O Box 51006, Musgrave, 4062

Submission method: Electronic only via the PetroSA E-Procurement Portal at www.procurement.petrosa.com (select ‘Login to Access Tenders/Quotes’). Quotations not submitted electronically by the closing date and time will not be considered.

Returnable documents (all must be completed, signed and submitted with the quotation):

• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at PetroSA.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 or 90/10 system.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no contact with competing bidders.
• BBBEE Proposal with improvement plan (per attached guideline).
• Proof of CSD registration and valid tax compliance status PIN.
• POPI Statement/Notice/Policy uploaded to PetroSA online registration (effective 1 July 2021).
• Technical Questionnaire/Evaluation Criteria (available on e-Procurement system).
• If sub-contracting >25%: sub-contracting agreement or letter of intent.
• If using a sister company: proof of technical competence and explanation of service distribution.
• If Joint Venture: full details on service provision, payment, liabilities, management and signed undertaking of agreement.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Quotations received after the closing time.
• Supplier not registered and approved on the PetroSA Supplier Database.
• Supplier not registered on the National Treasury Central Supplier Database.

Submission requirements: (a) Registered Supplier on PetroSA database must be the one submitting the quotation. (b) If sub-contracting more than 25% of work, a sub-contracting Agreement or letter of intent must be submitted. (c) If using a sister company, full documentation/proof of technical competence and explanation of service distribution must be provided. (d) An Agent or local Supplier cannot submit on behalf of a Holding Company and vice versa. (e) If submitted as a Joint Venture, full details on service provision, payment, liabilities, management, etc. and a signed undertaking of Agreement must be provided.

Evaluation stages:

1. Pre-qualification (mandatory, pass/fail):

• Supplier must be at least a Level 4 B-BBEE contributor.
• Supplier must be an EME or QSE.
• Supplier must sub-contract at least 30% to an EME or QSE that is at least 51% black owned, or 51% black youth owned, or 51% black women owned, or 51% black disabled owned, or 51% black owned from KwaNonqaba Township/rural/underdeveloped areas, or a cooperative at least 51% black owned, or an EME/QSE at least 51% black owned by military veterans, or an EME/QSE.

Only suppliers meeting all three pre-qualification criteria proceed to technical evaluation.

2. Technical/Functionality evaluation: Scored out of 100 points per the Technical Questionnaire/Evaluation Criteria (available on e-Procurement system). Minimum threshold: 70 points. Tenders scoring below 70 are automatically disqualified.
3. Price and B-BBEE preference points (Preferential Procurement Regulations 2024):

• 80/20 system for requirements up to R50,000,000 (all taxes included).
• 90/10 system for requirements above R50,000,000 (all taxes included).

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin) or Ps = 90(1 - (Pt - Pmin)/Pmin).

B-BBEE points table:

Level 1: 10 (90/10) / 20 (80/20)

Level 2: 9 / 18

Level 3: 6 / 14

Level 4: 5 / 12

Level 5: 4 / 8

Level 6: 3 / 6

Level 7: 2 / 4

Level 8: 1 / 2

Non-compliant: 0 / 0

Supplier must ensure PetroSA holds a valid B-BBEE certificate; expired or non-compliant certificates receive zero preference points.

Fronting: PetroSA will investigate fronting indicators per DTI Guidelines. If established, the supplier must prove no fronting within 14 days of notification or face disqualification and restriction from doing business with PetroSA.

Reverse auction: PetroSA may invite shortlisted suppliers to a reverse auction; non-participation renders a supplier ineligible for award.

Scope: Provision of catering and canteen services at the PetroSA Mossel Bay Refinery (Western Cape). Detailed scope of services, pricing requirements, meal specifications, service levels, staffing, and operational requirements are contained in the Scope of Services Document (RFQ) available on the e-Procurement system.

General requirements:

• Suppliers must give preference to suitable labour from the local area and liaise closely with local labour forums.
• Preference should be given to local black subcontractors.
• Suppliers must comply with the General Requirements for Suppliers working in the PetroSA Works.
• Suppliers must adhere to PetroSA Standard Terms & Conditions (available at http://www.procurement.petrosa.com/terms.aspx).
• Suppliers must submit a BBBEE improvement plan with their tenders per the attached BBBEE Proposal guideline.
• Minimum documentation: technical and commercial proposal plus all supporting documentation where required.

Pricing format: Detailed in the Scope of Services Document (RFQ) on the e-Procurement system.

Exchange rate variation: From the date of order/contract award, the supplier accepts the risk of additional cost due to exchange rate variation on imported content. Any additional cost due to exchange rate variation between the quotation/tender date and receipt of the order/contract award is for PetroSA’s account. To claim such cost, the supplier must clearly state the value of imported content on the quotation. Calculation based on the difference between the relevant exchange rates at the closing date and the date of order/contract award, as published by the South African Reserve Bank (https://www.resbank.co.za).

No explicit bond, guarantee, insurance, or financial capacity/turnover thresholds are stated in the document.

Mandatory registrations and certifications:

• Registered and approved on the PetroSA Supplier Database (unapproved or provisionally approved suppliers cannot submit).
• Registered on the National Treasury Central Supplier Database (CSD) effective 1 May 2016 (https://secure.csd.gov.za).
• Valid tax compliance status (SARS tax PIN).
• POPI Statement/Notice/Policy uploaded to PetroSA online registration effective 1 July 2021 (Protection of Personal Information Act).
• Valid B-BBEE certificate (expired or non-compliant certificates receive zero preference points).

Pre-qualification thresholds:

• Minimum B-BBEE Level 4 contributor.
• Must be an EME or QSE.
• Must sub-contract at least 30% to a qualifying EME/QSE (51% black owned, black youth owned, black women owned, black disabled owned, from KwaNonqaba Township/rural/underdeveloped areas, cooperative, or military veteran owned).

Returnable forms (compressed):

• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preference Points Claim).
• SBD 9 (Certificate of Independent Bid Determination).
• BBBEE Proposal with improvement plan.
• Technical Questionnaire/Evaluation Criteria.
• Access Permit form (if attending site briefing).

Fronting: PetroSA condemns fronting; investigations will be conducted per DTI Guidelines. Failure to disprove fronting within 14 days of notification may lead to disqualification and restriction.

B-BBEE requirements:

• Pre-qualification: Supplier must be at least a Level 4 B-BBEE contributor.
• Supplier must be an EME or QSE.
• Mandatory sub-contracting: At least 30% to an EME or QSE that is at least 51% black owned, or 51% black youth owned, or 51% black women owned, or 51% black disabled owned, or 51% black owned from KwaNonqaba Township/rural/underdeveloped areas, or a cooperative at least 51% black owned, or an EME/QSE at least 51% black owned by military veterans, or an EME/QSE.
• Preference points awarded per B-BBEE status level (80/20 and 90/10 systems): Level 1 = 20/10, Level 2 = 18/9, Level 3 = 14/6, Level 4 = 12/5, Level 5 = 8/4, Level 6 = 6/3, Level 7 = 4/2, Level 8 = 2/1, Non-compliant = 0/0.
• Supplier must ensure PetroSA holds a valid B-BBEE certificate; expired/non-compliant certificates receive zero points.
• BBBEE Proposal with improvement plan must be submitted per attached guideline.
• Fronting: PetroSA condemns fronting; investigations per DTI Guidelines on Complex Structures & Transactions and Fronting. If fronting indicators established, supplier must prove no fronting within 14 days of notification or face disqualification and restriction from doing business with PetroSA.

Contractual terms and conditions:

• PetroSA Standard Terms & Conditions apply and take precedence over the supplier's own terms; suppliers must peruse them prior to submitting a proposal.
• Any comments or qualifications on PetroSA's Standard Terms & Conditions must be submitted with the quotation; negotiations will be conducted solely on that basis.
• No agreement comes into existence until a written contract is signed by both parties or an official purchase order is issued and becomes unconditional.
• Communication of a successful quotation by PetroSA staff does not create a legally binding agreement.
• Even the highest-scoring supplier is subject to due diligence before a purchase order or contract is concluded.
• PetroSA reserves the right to withdraw RFQs, reissue RFQs, divide the scope of supply, and award more than one order/contract.
• PetroSA is not obliged to accept the lowest or any quotation.
• PetroSA reserves the right not to award any quotation, including technically compliant ones, if commercially unattractive.
• Exchange rate variation: Supplier accepts risk of additional cost on imported content from date of order/award. Additional cost due to variation between quotation date and order/award date is for PetroSA's account; supplier must state imported content value on quotation to claim. Calculation uses South African Reserve Bank rates at closing date and order/award date.
• Supplier declarations upon submission: (a) information is true and correct; (b) signatory is duly authorised; (c) quotation prepared independently without competitor consultation (JV/consortium communication excluded per SBD 9); (d) documentary proof will be provided when requested; (e) consent to due diligence on legal/empowerment status, technical ability, creditworthiness, security clearance, with full cooperation within two days of notification; (f) award subject to concluded agreement under PetroSA Standard Terms & Conditions.
• Reverse auction: PetroSA may invite shortlisted suppliers; non-participation makes supplier ineligible for award.

Supplier eligibility requirements:

• Must be registered and approved on the PetroSA Supplier Database (unapproved/provisionally approved suppliers cannot submit).
• Must be registered on the National Treasury Central Supplier Database (CSD) effective 1 May 2016 (https://secure.csd.gov.za).
• Must have valid tax compliance status (SARS tax PIN).
• Must upload POPI Statement/Notice/Policy to PetroSA online registration effective 1 July 2021 (Protection of Personal Information Act).
• Must be at least a Level 4 B-BBEE contributor.
• Must be an EME or QSE.
• Must sub-contract at least 30% to a qualifying EME/QSE (51% black owned, black youth owned, black women owned, black disabled owned, from KwaNonqaba Township/rural/underdeveloped areas, cooperative, or military veteran owned).
• Must submit technical and commercial proposals plus all supporting documentation where required.
• Quotations must be submitted electronically on the E-Procurement Portal by the closing date and time.
• If sub-contracting >25%: sub-contracting agreement or letter of intent required.
• If using a sister company: proof of technical competence and service distribution explanation required.
• Agents cannot bid on behalf of holding companies and vice versa.
• Joint ventures require full details and signed undertaking of agreement.

Evaluation follows three stages: (1) Pre-qualification — Supplier must be at least a Level 4 B-BBEE contributor, an EME or QSE, and must sub-contract at least 30% to a qualifying EME/QSE (51% black owned, black youth owned, black women owned, black disabled owned, from KwaNonqaba Township/rural/underdeveloped areas, cooperative, or military veteran owned). Only suppliers meeting all three criteria proceed. (2) Technical/Functionality — Scored out of 100 points per the Technical Questionnaire/Evaluation Criteria on the e-Procurement system; minimum threshold 70 points. Tenders below 70 are disqualified. (3) Price and B-BBEE preference points per Preferential Procurement Regulations 2024: 80/20 system for requirements up to R50,000,000; 90/10 system for requirements above R50,000,000. Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin) or Ps = 90(1 - (Pt - Pmin)/Pmin). B-BBEE points: Level 1 = 10/20, Level 2 = 9/18, Level 3 = 6/14, Level 4 = 5/12, Level 5 = 4/8, Level 6 = 3/6, Level 7 = 2/4, Level 8 = 1/2, Non-compliant = 0/0. Valid B-BBEE certificate required for points. Fronting investigations per DTI Guidelines; failure to disprove within 14 days may lead to disqualification and restriction. Reverse auction may be conducted; non-participation renders supplier ineligible for award.