Supply and delivery of lubricants and petroleum products for antarctic operations

Closing date: 19 October 2026 at 11:00

• Advertised for minimum 7 days
• Date requested: 7 October 2026

Quotation validity: 90 days from closing date unless otherwise stated

SCM contact:

• Name: Andiswa Charlie
• Role: RFQ attention
• Email: [email protected]
• Telephone: 021 493 7149

Department address:

Nedbank Building

63 Strand Street

Private Bag PO Box 4390

Cape Town, 8000

Delivery address:

East Pier

V&A Waterfront

Cape Town

Submission method: email

• Address: [email protected]
• Attention: Andiswa Charlie
• Closing: 19 October 2026 at 11:00
• Quotations must be on company letterhead with banking details and VAT per item
• Validity: 90 days from closing date unless otherwise stated

Returnable forms:

• SBD 4 (Declaration of Interest): discloses state employment and conflicts of interest; false information disqualifies
• SBD 6.1 (Preference Points Claim): claims specific goals points; must be complete and signed

Disqualification risks:

• Late submission
• Unsigned or omitted returnable forms
• Failure to submit mandatory petroleum wholesale licence
• Delivery before official purchase order received

Preference point system: 80/20 (price 80 points, specific goals 20 points)

• Applicable to quotations up to R1 000 000

Price scoring (80 points):

• Lowest acceptable tender receives maximum points
• Formula: Ps = 80(1 − (Pt − Pmin)/Pmin)

Specific goals (20 points) — claimable categories (mutually exclusive, 20 points each):

• More than 50% Black ownership: 20 points
• More than 50% Women ownership: 20 points
• More than 50% ownership by people with disabilities: 20 points

Mandatory pre-qualification:

• Petroleum wholesale licence (must submit with bid; non-compliance disqualifies)

DFFE reserves right to:

• Request additional documentation to validate claims
• Negotiate with preferred tenderer
• Not appoint any tenderer

Scope: Supply and delivery of lubricants for use in Antarctica

Items and quantities:

1. Full synthetic engine oil (Duron UHP 5W40) — 205L drum × 10
2. Synthetic blend engine oil (Duron SHP 15W40) — 205L drum × 10
3. Hydraulic oil (Hydrex MV Arctic 15) — 205L drum × 5
4. Synthetic blend engine oil (15W50) — 205L drum × 5
5. Unleaded petrol 95 — 3 000 litres (pumped into fuel tank at East Pier)
6. Antifreeze concentrate 96% (P-AF 100) — 25L drum × 30

Delivery: All delivery costs and applicable taxes (VAT, PAYE, income tax, UIF, SDL) included in bid price

• Destination: prescribed location (East Pier, V&A Waterfront, Cape Town for petrol)

Brand note: Pictures or brand names are illustrative only; equivalent specifications accepted

Pricing: Firm prices until delivery; no price adjustments except for rate of exchange movements

• All-inclusive pricing: delivery costs, VAT, PAYE, income tax, UIF contributions, SDL included
• VAT must be shown per item where applicable

Quotation requirements on letterhead:

• Item descriptions
• Validity period
• Banking details
• Contact details
• CSD number

Financial capacity: No explicit turnover threshold stated

Bid security: None stated

Payment terms: Not specified beyond all-inclusive delivery pricing

Mandatory registrations and documents:

• CSD registration (report or MAAA number required)
• SARS tax status PIN or CSD number/report
• Valid tax compliance for entire contract term (Income Tax Act, VAT Act)

B-BBEE and ownership evidence (for preference points):

• SANAS/CIPC accredited B-BBEE certificate, or sworn affidavit indicating ownership levels
• CIPC ownership certificate
• Medical certificate with practitioner practice number (if claiming disability points)

Mandatory licence:

• Petroleum wholesale licence (must submit with bid; absence disqualifies)

VAT registration:

• Compulsory if taxable supplies exceed R1 million in any 12-month period
• Voluntary registration permitted above R50 000 threshold

Returnable forms:

• SBD 4: Declaration of Interest
• SBD 6.1: Preference Points Claim Form

Tax compliance:

• Must remain compliant with all applicable tax legislation for contract duration

Price firmness: All prices firm until delivery; no adjustments except for rate of exchange movements

DFFE rights:

• Request additional information to validate bidder submissions including preference claims
• Negotiate with preferred tenderer
• Decline to appoint any tenderer

Delivery prohibition: No goods or services to be delivered before official purchase order issued

Late delivery consequence: Order cancellation and possible inclusion on National Treasury Database of Restricted Suppliers

Tax compliance: Required for entire contract duration

Quotation validity: 90 days from closing date unless otherwise stated

80/20 preference point system

• Price: 80 points
• Specific goals: 20 points

Price scoring: Lowest acceptable tender receives 80 points; others scored proportionally

Specific goals (20 points maximum, one category only):

• More than 50% Black ownership: 20 points
• More than 50% Women ownership: 20 points
• More than 50% ownership by people with disabilities: 20 points

Mandatory pre-qualification: Petroleum wholesale licence required with bid submission

DFFE may request proof of any claim and reserves right not to award