e-Procurement
Supplier
Awareness Session
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
AGENDA
Opening and Introduction
Sagran Naicker
Overview & Procurement at PetroSA
Comfort Bunting
Business Processes
Comfort Bunting
Demonstrations
Sagran Naicker /
Mluleki Ntlemeza
Christina Meyer /
Alan Goodway
Q&A & Closing
ALL
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
OBJECTIVES OF THIS DISCUSSION
1
• Give an overview of the
procurement process at PetroSA
2
• Give an overview of the electronic
procurement process at PetroSA
3
• Understand the applicable laws
and legislation governing
procurement at PetroSA
4
• Common understanding of
Supplier’s, User’s and
Procurement’s requirements
Aligned Suppliers,
Users and
Procurement
community
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
PROCUREMENT PHILOSOPHY
Section 217 of the South African
Constitution states that all public sector
procurement shall be fair, transparent,
competitive, cost effective and
equitable
The PPPFA gives effect to section 217
of the constitution by providing a
framework for the implementation of a
procurement policy, as provided for in
the Constitution
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
PetroSA’S POLICY INSTRUMENTS AND PROCEDURES
ARE ALIGNED WITH RELEVANT LEGISLATION
PetroSA policy and
procedures
National legislation /
policy
• Constitution of SA
• BBBEE
• PFMA
• Procurement
• BBBEE Act, 2003
• Employment Equity
• Skills development
• Corporate Social Investment
• Supplier development
Aligned
policies
and
procedures
• PAJA
• The Employment Equity Act
• The Skills Development Act
• Preferential Procurement
Policy Framework Act
• Codes of Good Practice for
BBBEE
• Liquid Fuels Industry Charter
• NIPP/CSDP
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
PROCUREMENT AT PetroSA
Where do we advertise?
PetroSA advertises tenders/quotations for goods and services on
the internet (www.petrosa.co.za or www.procurement.petrosa.com)
or in addition, in the printed media, the Government Tender Bulletin
(www.info.gov.za/documents/tenders/bulletins.htm ), SASDA
(www.sasda.co.za), Quantum
How do we select?
Through our auction, quotation and tender process
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
EVALUATION OF TENDERS
Phase 1:
Elimination
Phase
Phase 2: Tender
Assessment
• Deals mainly with non-compliance with specification, incomplete
tenders, inaccurate & misleading information etc.
• Not in the top 5 scoring companies
•
•
•
•
Deals with the commercial aspect of the tender.
This phase also deals with BEE.
Detailed technical assessment
Detailed due diligence
• Three of the top scoring companies are submitted to the
Procurement Committee / CEO / Board for approval.
Phase 3:
Approval Process
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
WHAT DO SUPPLIERS NEED IN ORDER TO
SUPPLY GOODS & SERVICES TO PetroSA?
1. You need a purchase order generated on the SAP system.
This document can only be obtained from the Group Supply
Chain (Procurement) Department
2. You need a written contract signed by the CEO, CFO or duly
authorised VP. No other employee of PetroSA is authorised
to sign a contract on behalf of PetroSA
 Employees (irrespective of level within the organisation) are
not empowered to instruct a Supplier to provide goods or
services without any of the above documents.
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
BEE COMPONENTS
Conducive
Skills Dev /
Employment
Environment Capacity Bld Equity
Preferential
Procurement
Equity
Participation
Financial and Supplier
Other Support Development
Corporate
Social
Investment
Implementation, Evaluation, Monitoring and Communication
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
WHAT IS e-PROCUREMENT?
e-Procurement is to Procurement what eMail is to Mail and is simply the
business-to-business purchase of supplies and services using the Internet
e-Procurement and eMail share the following benefits: Automation and
simplification, Reduced cycle times leading to increased productivity, improved
tracking and transparency
Mail
Procurement
e’Mail
e’Procurement
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
BENEFITS of e-PROCUREMENT
Generic
Compliance benefits - arising from
increased use of approved suppliers with
whom we have negotiated advantageous
contracts
Transaction benefits - arising from
reductions in the cost of processing manual
procurement transactions
Information
benefits
additional
negotiating power derived from better
procurement information, and identification
of opportunities to consolidate spend across
business units and streams
Transferred supplier benefits - price
reductions offered by suppliers because of
increased efficiencies and higher volumes
Project benefit - price reductions in
construction contracts etc derived from
contractors' use of the client’s enhanced
spending power
Web-powered sourcing savings - arising
from internet capabilities such as reverse
auctions
PetroSA
Savings derived from driving delivered
pricing down – estimated at ± 5%pa
Improved and reduced turnaround times
Standardised approved tender documents
Standardised procurement processes, and
filing system
Improved transparency
Reduction of transgressions & possible
corruption
Automation of tender processes
Electronic evaluations and auto
calculations of scoring
Up to date supplier database with correct
categorisation
Up to date market information/intelligence
(management reporting)
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
BENEFITS OF E-PROCUREMENT FOR SUPPLIERS
Generic Benefits
• e-Procurement provides suppliers of all sizes
access to opportunities at PetroSA
• ability to receive standardized electronic
orders
• manage complex bidding opportunities
• migrate customer service functions online
• reducing the overall cost of sales
Practical Benefits
• reduces much of the manual work associated
with offline processes and paper-based orders
• freeing sales representatives to spend more
time building valuable relationships with
their customers
• reduce tendering turn around times
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
BENEFITS OF E-PROCUREMENT FOR SUPPLIERS
Practical Benefits
• Various mechanisms to submit responses, lowering risk
of loss of information
• Warning signals if vital information has not been entered,
making sure that critical information required by PetroSA
is not overlooked.
• No need to submit tax clearance certificates, BEE
certificate and registration questionnaires with every
tender
• Manage own details
• No pressure to read newspapers for upcoming tenders
• Supplier is allowed to respond, or re-submit responses as
often as is necessary until the closing date and time of
the tender / contract amendment.
• More structured tenders / contract amendments making it
more understandable
• Historic, electronic data of previous tenders and / or
contract amendments
• Less time and manpower required to respond to tenders /
contract amendments
• Improved efficiency
• Reduced costs
• Sustainable
competitiveness
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
WHAT DOES THIS MEAN FOR SUPPLIERS?
Can I still have contact • Absolutely, it is essential that your relationship with us
remains intact, and with the improved processes from
with the PetroSA
e’Procurement, you should have more time to work
Procurement
directly with PetroSA buyers, to review product
Department?
information and demonstrate new services.
What technical
infrastructure do
suppliers need in
order to participate in
e-Procurement?
Will suppliers be
charged for
participating?
• To participate in e-Procurement, suppliers will need to
have access to the Internet.
• There are no set-up or ongoing subscription fees
charged to suppliers.
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
e-Procurement – Business processes
• supplier registration
• updating supplier information
• Auctions
• quotations
• Tendering
• eRS
• uploading attachments / documents
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
http://www.procurement.petrosa.com/
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
Registration
phase 1
5 screens to
fill in
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
Registration
phase 2
Fill in all
screens
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
Updating your information
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
Updating your information
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER REGISTRATION PROCESS
Updating your information
Fill in all
screens
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
SUPPLIER ACCREDITATION PROCESS
Documets:
Tax Clearance Certificate
BBBEE Certificate
Company Registration Documents
BBBEE Score cards
Financial Statements
COID Certificate
ID documents (directors/owners)
Share Certificates
Articles of Association / JV / MOU
Franchise rights
Agency Agreements
etc
A
Database
Administrator notified
of new registration
B
Status – post
award:
Approved
Blocked
Suspended
Blacklisted
Database Administrator verifies
that all mandatory details are
completed and all supporting
documents attached
Database Administrator
approves vendor
Status – pre award:
Registered – not yet
approved
Application denied
Provisionally Approved –
pending due diligence
Database Administrator
notifies supplier of missing
information via e-mail from
RFx module
Are all details
and documents
avaliable?
Database Administrator verifies
the integrity of the information by
doing a desktop due diligence
B
Links:
Cipro
SARS
DTI
ITC
SABS
SAQA
Banks
Universities
Home Affairs
etc
Are all details
and documents
correct?
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
THE E-PROCUREMENT PROCESS
Procurement Process
User creates request for service /
material on SAP. No more paper
RFT. Scope of work /
Specifications and Technical
Evaluation Criteria attached to
requisition on SAP
Workflows to cost centre
holder for release on SAP /
LOA
Interfaced to
e’Procurement tool upon
release
Procurement / T&C Consultant
prepares electronic RFT / RFQ /
RFP on e’Procurement tool
Electronic RFT / RFQ / RFP
document issued to all
Suppliers within that category
via e’Procurement portal
Suppliers prepare and
submit their electronic
quotes / tenders / proposal
via the e’Procurement
portal
Received quotes / tenders /
proposals evaluated electronically
on e’Procurement tool
Report and recommendation
prepared and issued by
e’Procurement Tool
Recommendation sent to
PC for approval (electronic
or manual)
Contract / Purchase Order
interfaced back to SAP for release
to chosen Supplier
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
THE PROCESS – CONTINUED (ISS)
Approved
Requisition from
SAP
Requisition
consolidation / submit
table
Buyer picks up requisition in ISS
Table and selects mode of buying
Option 1
Option 2
Buyer selects quotation
mode and prepares RFQ
with all specs
Buyer selects tender
mode and prepares
RFT with all specs
Option 3
Buyer selects auction
mode and prepares the
Auction with all specs
Common ISS Database – common
to all 3 options and contains
1. Supplier database
2. Material Masters
3. Service Masters
4. Templates
5. Specifications
6.Etc
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
THE PROCESS – CONTINUED (ISS)
Option 1
Buyer selects quotation mode
and prepares RFQ with all
specs
Issues RFQ after all
approvals
Receives quotes from
suppliers – evaluation done by
ISS system according to preapproved evaluation criteria
Option 3
Shortlist and then
auction
YES
Buyer selects auction
mode and prepares the
Auction with all specs
NO
Recommend and on approval
pro-forma PO sent to SAP
Buyer does final processing on
SAP
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
THE PROCESS – CONTINUED (ISS)
Option 2
Buyer selects tender mode and
prepares RFT with all specs
Issues RFT after all approvals
Receives tenders from suppliers
– evaluation done by ISS system
according to pre-approved
evaluation criteria
Shorlist and then
auction
YES
Option 3
Buyer selects auction
mode and prepares
the Auction with all
specs
NO
Recommend and on approval
Contract sent to SAP
Buyer does final processing on
SAP
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
THE PROCESS – CONTINUED (ISS)
Option 3
Buyer selects auction mode and
prepares the Auction with all specs
Publishes auction after all
approvals
Buyer administers auction at set
date and time
Suppliers bid according to
published specification
up to date evaluation done by
ISS system – according to preapproved evaluation criteria
Recommend and on approval
pro-forma PO or Contract sent to
SAP
Buyer does final processing on
SAP
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
ACCESSING TENDERS / QUOTATIONS / AUCTIONS
http://www.procurement.petrosa.com/
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
ACCESSING TENDERS / QUOTATIONS / AUCTIONS
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Supplier submits quotations
• Submit the quotation online or
• Download the eRS package, completes quotation, then submit later
For online quotation select item number
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Supplier submits quotations
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Supplier submits quotations
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Supplier submits quotations
Repeat the process for all line items
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
QUOTATIONS
Supplier submits quotations
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
The Supplier clicks on My Tenders
Select tender
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Supplier submits tenders
• Submit the tender online or
• Download the eRS package, fill in tender, then submit later
For online tender select item number
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Supplier submits tender
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Supplier submits tender
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Supplier submits tenders
Repeat the process for all line items
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
TENDERS
Supplier submits tenders
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
e’Auctions
The Supplier Logs in on the Site Dashboard
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
e’Auctions
The Supplier clicks on all auctions
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
Auctions
The Supplier selects auction and bids
Closed Auctions:
Click on “My
Auctions”. Open
and bid
Dedicated
Auctions
Open
Auctions
Open Auctions: Click on
“All Auctions” first and
express interest by
clicking on add. Open in
“My Auctions” and bid
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
Auctions
The Supplier Bids
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
Auctions
Auto Bids
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
THE eRS PROCESS
SUPPLIER
Access PetroSA Portal
Open client site
Request
downloaded
No
Yes
Complete
request
online
Download request
in eRS
No
Yes
No
Complete
request online
Extract zipped request
Export request
to Excel
Complete request
Submit request
response
Complete
request
Response
available on
PetroSA’s RFX
automatically
Import from
Excel
Submit request
through eRS
PetroSA imports
response into RFX
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
Supplier Help Desk
Practical Benefits
A fully operational Supplier Care Centre, situated at Intenda’s
offices in Centurion, that provides support for eRS,
GlobaleRFx.com, suppliers registrations and Tender and
Contract Management will offer TELEPHONIC support for
suppliers registered on this portal. It’s hours of operation are:
• 08h00 to 17h00 Monday to Friday (South African time)
• Service is free of
charge
• The Supplier Care Centre is available on Saturday and
Sunday from 09h00 to 18h00 (South African time). This
support is available via the cell phone number published on
the portal under Contact Us.
• Support is also offered via email using support@intenda.net.
Note: This help desk provides process support only. Queries
on content will be referred to PetroSA.
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
Supplier Help Desk – Contact Numbers
Contact Us
• 08h00 to 17h00 Monday to Friday (South African
time)
+27 (0) 12 663 8815
• 09h00 to 18h00 Saturday and Sunday (South
African time).
+27 (0) 83 554 8331
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
Questions
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07