Supply, delivery and offloading of petrol (ulp 93 and 95) and diesel 50ppm at king shaka international airport — 4-Month RFQ

Supply, deliver and offload petrol (unleaded ULP 93 and 95) and diesel 50ppm for a four-month period at King Shaka International Airport.

Closing: 29 October 2026 at 14:00

Issue date: 09 October 2026

Clarification requests close: 20 October 2026 at 12:00

Compulsory briefing session: none

Site inspection: none

Bid validity period: 120 business days

Bidding procedure enquiries

• Contact: Simphiwe Jili
• Role: SCM
• Email: [email protected]

Technical enquiries: none listed

Submission

• Method: email
• Submission email: [email protected]

Service delivery address

King Shaka International Airport

La Mercy

KwaZulu-Natal

ACSA head office

Western Precinct, Aviation Park

O.R. Tambo International Airport

1 Jones Road

Kempton Park, Gauteng, 1632

Fraud and corruption tip-off line

• Free call: 0800 00 80 80 or 086 726 1681
• Email: [email protected]

Submission method: email only

Submission email: [email protected]

Closing time: 14:00 on 29 October 2026

Format requirements

• Every page of the bid must be signed or stamped by the bidder.
• The bid must be signed by a person authorised to act for the bidder; proof of authority (for example a company resolution) must be attached.
• Do not send the submission as a single large attachment. Split it into at least four attachments, each no larger than 4MB.
• Submit only in the prescribed format; other formats will not be accepted.
• The Tender Deposit Register must be completed and signed by the person depositing the bid documents.
• Bids received after the closing date and time will not be accepted.
• No changes to a submission are permitted after the closing date.

Returnable documents (all mandatory unless marked otherwise)

• SBD 3.3: fully completed priced offer on the prescribed schedule.
• SBD 4: Bidder's Disclosure Form.
• SBD 6.1: Preference Points Claim Form.
• Declaration of Interest and Politically Exposed Persons form.
• Confidentiality and Non-Disclosure Agreement.
• B-BBEE certificate and scorecard, or a B-BBEE QSE/EME sworn affidavit.
• Verifiable medical certificate as proof of disability, only where a disability preference is claimed.
• SARS Tax Compliance Status PIN (or printed TCS certificate); a CSD number where no TCS PIN is available.
• Certificate of Incorporation showing the ownership split.
• Central Supplier Database (CSD) report.
• VAT Questionnaire.
• ACSA Terms and Conditions.
• Valid Petroleum Wholesale Licence issued by the Department of Mineral Resources and Energy.
• Proof of compliance with Chapter VIII of the National Road Traffic Regulations for transport of dangerous goods (Class 3).
• Proof of compliance with the Occupational Health and Safety Act for fuel handling and transportation.

Disqualification risks

• Any mandatory returnable document or information omitted.
• A priced offer not submitted on the prescribed pricing schedule.
• Late submission.
• Altering the bid document content or terms.
• Contacting an ACSA employee other than the listed enquiry contact.
• A bidder or consortium member holding an interest in another bidder in this bid.

Submission requirements

• Every page of the bid must be signed or stamped by the bidder.
• The bid must be signed by an authorised person; proof of authority such as a company resolution must be attached.
• Submit by email to [email protected] before 14:00 on 29 October 2026.
• Split the submission into at least four attachments, each no larger than 4MB; do not send one large attachment.
• The Tender Deposit Register must be completed and signed by the person depositing the bid documents.
• Late bids will not be accepted.
• No changes to a submission are allowed after the closing date.

Evaluation stages, in order

1. Mandatory administrative compliance — all returnable documents and minimum requirements must be met; failure disqualifies the bid.
2. Functionality — scored out of 100 points.

• Minimum qualifying score: 70/100 to proceed to price and preference evaluation.

3. Price and preference — 80/20 preference point system.

Point allocation

• Price: 80 points
• Specific goals / preference: 20 points
• Total: 100 points

Preference points for specific goals (80/20 system)

• B-BBEE Level 1: 5 points
• B-BBEE Level 2: 4.5 points
• B-BBEE Level 3: 4 points
• B-BBEE Level 4: 3 points
• B-BBEE Level 5: 2 points
• B-BBEE Level 6: 0.5 points
• B-BBEE Level 7: 0.3 points
• B-BBEE Level 8: 0.1 points
• Black youth majority-owned entity: 5 points
• Black women majority-owned entity: 5 points
• Company majority owned by people with disabilities: 5 points
• Non-compliant contributor: 0 points

Preference points are only awarded where the supporting proof or documentation is submitted with the bid; no proof means no claim.

ACSA reserves the right to award the whole or part of the bid, split the award, negotiate with shortlisted bidders, award to a bidder other than the highest scorer where objective criteria allow, reject the lowest acceptable bid, and cancel the bid.

Scope

• Supply, deliver and offload petrol (unleaded ULP 93 and 95) and diesel 50ppm at King Shaka International Airport.
• Deliver in bulk quantities as required by airport operations.
• Maintain uninterrupted fuel availability, including for emergency situations.
• Provide, install where applicable, and maintain fuel storage, handling and dispensing infrastructure.
• Ensure accurate metering, recording and reporting of all deliveries and usage.

Quantities

• Diesel 50ppm: 120 000 litres
• Petrol unleaded ULP 95: 20 000 litres
• Monthly pricing schedule volumes: diesel 16 006.05 L; petrol ULP 6 859.74 L

Contract period

• Four (4) months, on an as-and-when-required basis, subject to satisfactory performance.
• ACSA may extend the contract at its discretion in line with operational requirements and procurement regulations.

Delivery and stock

• Deliveries follow a pre-approved schedule or are made on an as-and-when-required basis.
• The supplier must hold sufficient stock to prevent shortages and meet emergency deliveries within agreed response times.
• All deliveries must comply with airport safety, security and access protocols.

Reporting

• Daily reports on stock forecasts, actual stock levels and fuel deliveries, through an API or a Fuel Information Management System.
• Monthly delivery and consumption reports, invoices aligned to actual deliveries and approved pricing, and full audit trails.

Quality

• All fuel must comply with applicable SANS specifications.
• ACSA may conduct random quality testing; non-compliant fuel is rejected at the supplier's cost.

Service level agreement

• The appointed supplier must enter into an SLA covering delivery turnaround times, fuel availability, performance standards, penalties for non-performance and KPIs.

Risk management

• The supplier must identify and mitigate supply chain risks, maintain contingency plans and ensure continuity of supply during emergencies.

Evaluation balances mandatory compliance with technical capability, following ACSA and National Treasury guidelines. Bidders must first satisfy all mandatory administrative requirements before functionality is assessed.

All fuel supplied must comply with applicable SANS specifications.

• ACSA may conduct random quality testing.
• Non-compliant fuel is rejected at the supplier's cost.

Pricing must be submitted on the prescribed schedule only; a priced offer on any other format may be disqualified.

• Provide a base price per litre for petrol (ULP) and diesel (low sulphur).
• The breakdown must show the DMRE regulated wholesale price and the supplier margin, stated as a fixed Rand-per-litre amount or a percentage.
• The supplier margin must be all-inclusive of transportation, logistics, handling and storage costs.
• Contract price per litre = DMRE regulated price + supplier margin + approved logistics adjustment (if applicable).
• Only the DMRE-regulated component adjusts monthly; the supplier margin remains fixed for the contract unless a written variation is approved.
• Any logistics adjustment must be agreed at contract award and supported by auditable cost drivers.
• Disbursements are reimbursed at actual cost against proof of expenses.

Pricing format

• Price only on the prescribed pricing schedule; a priced offer on any other format may be disqualified.
• Provide a base price per litre for petrol (ULP) and diesel (low sulphur).
• The breakdown must show the DMRE regulated wholesale price and the supplier margin, stated as a fixed Rand-per-litre amount or a percentage.
• The supplier margin must be all-inclusive of transportation, logistics, handling and storage costs.

Contract price formula

• Contract price per litre = DMRE regulated price + supplier margin + approved logistics adjustment (if applicable).

Price adjustment

• Only the DMRE-regulated component adjusts, automatically each month in line with published DMRE fuel price adjustments.
• The supplier margin stays fixed for the full contract unless a written contract variation is approved or exceptional circumstances justify a review under the procurement regulations.
• Any logistics adjustment must be defined and agreed at contract award and supported by auditable cost drivers such as distance to site, security requirements or restricted access conditions at KSIA.
• No other price increases are permitted.
• One formal price review may be conducted during the contract period at ACSA's discretion; it does not automatically change the price and requires mutual agreement and formal approval.

Schedule amounts

• Diesel 50ppm DMRE price: R32.03 per litre
• Petrol ULP unleaded DMRE price: R29.38 per litre
• Totals are calculated per month, then multiplied by 4 months, excluding VAT; VAT is added to give the total including VAT.

Reimbursement

• Disbursements are reimbursed at actual cost; the successful bidder must provide proof of expenses for reimbursement.

Validity

• Quoted prices must remain firm for the 120 business day validity period; price changes are accommodated only in exceptional circumstances.

Mandatory eligibility

• Valid Petroleum Wholesale Licence issued by the Department of Mineral Resources and Energy.
• Proof of compliance with Chapter VIII of the National Road Traffic Regulations for transporting dangerous goods (Class 3).
• Proof of compliance with the Occupational Health and Safety Act for fuel handling and transportation.

Tax and registration

• SARS Tax Compliance Status PIN, or a printed TCS certificate, must be submitted.
• Where no TCS PIN is available but the bidder is registered on the Central Supplier Database, a CSD number must be provided.
• Consortia, joint ventures and subcontractors: each party must submit its own TCS certificate/PIN and CSD number.
• Certificate of Incorporation showing the ownership split.
• CSD report.

B-bbee

• A B-BBEE certificate and scorecard, or a B-BBEE QSE/EME sworn affidavit, is required to claim preference points.
• Preference points are awarded by B-BBEE level under the 80/20 system, from 5 points at Level 1 down to 0.1 points at Level 8; non-compliant contributors score 0.
• Additional 5-point goals: black youth majority-owned entities, black women majority-owned entities, and companies majority owned by people with disabilities.
• A verifiable medical certificate is required where a disability preference is claimed.

Insurance

• Mandatory aviation liability, product liability and general liability insurance, with the airport authority named as co-insured where required.

Security vetting

• ACSA is a National Key Point and complies with national security cluster laws. Bidders may be subject to security vetting depending on the goods or services; ACSA will not contract with a bidder that fails to comply with vetting requirements.

Validity of information

• All conditions, documents and information submitted must remain valid for the contract period; expired documents must be replaced and any change reported to ACSA immediately.

Preference points are awarded under the 80/20 system.

B-BBEE status levels

• Level 1: 5 points
• Level 2: 4.5 points
• Level 3: 4 points
• Level 4: 3 points
• Level 5: 2 points
• Level 6: 0.5 points
• Level 7: 0.3 points
• Level 8: 0.1 points
• Non-compliant contributor: 0 points

Additional goals (5 points each)

• Black youth majority-owned entities
• Black women majority-owned entities
• Companies majority owned by people with disabilities

Evidence

• A B-BBEE certificate and scorecard, or a B-BBEE QSE/EME sworn affidavit, must be submitted to claim points.
• A verifiable medical certificate is required where a disability preference is claimed.
• No proof submitted means no preference points are claimed.

Personnel involved in fuel handling must be trained and certified.

• Offloading must follow approved safety procedures, including grounding, spill control, fire protection and exclusion zones.
• Personnel must wear appropriate PPE.
• All incidents, spills and near-misses must be reported immediately.
• Fuel must be transported as Class 3 dangerous goods using licensed vehicles operated by qualified drivers with appropriate safety equipment and documentation.

The supplier must comply with all applicable health, safety, environmental and hazardous substances legislation.

• Provide Material Safety Data Sheets for all fuel supplied.
• Implement spill prevention and emergency response measures in line with airport requirements.
• Report all incidents, spills and near-misses immediately.

Confidentiality and non-disclosure

• The receiving party must treat disclosed information as private and safeguard it.
• Information may be used only for the purpose of the potential agreement.
• Representatives, affiliates and consultants given access must be bound by the same terms.
• The receiving party indemnifies the disclosing party against loss from unauthorised disclosure.
• Standard exclusions apply for information already public, lawfully held, independently acquired, or required by law or court order.

Clarification requests must be submitted by 20 October 2026 at 12:00; responses are shared with all invited bidders.

• Bidders may not contact any ACSA employee about this bid other than the listed enquiry contact. Contact with ACSA business unit representatives is permitted only for the successful bidder after the letter of award, or where a pre-existing commercial relationship exists unrelated to this bid.
• ACSA may award the whole or part of the bid, split the award, negotiate with shortlisted bidders, award to a bidder other than the highest scorer where objective criteria allow, reject the lowest acceptable bid, or cancel the bid.
• Altering the bid document content or terms leads to disqualification.
• No bidder or consortium/joint venture member may hold an interest in another bidder participating in this bid.

Tax compliance

• Bidders must be compliant with their tax obligations.
• Submit a unique SARS Tax Compliance Status PIN, or a printed TCS certificate, so ACSA can verify the taxpayer profile and status.
• Where no TCS PIN is available but the bidder is registered on the Central Supplier Database, a CSD number must be provided.
• Consortia, joint ventures and subcontractors: each party must submit a separate TCS certificate/PIN and CSD number.
• Failure to provide or comply with these particulars may render the bid invalid.

Evaluation covers mandatory administrative compliance, functionality, price and preference.

• Functionality is scored out of 100 points.
• Minimum qualifying score: 70/100 to proceed to price and preference evaluation.
• Price and preference use the 80/20 system: 80 points for price and 20 points for specific goals.