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The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
How to do Business with How to do Business with PetroSAPetroSA
Harold MosesHarold Moses
11 September 201311 September 2013
The Petroleum Oil and Gas Corporation of South Africa (Pty) Ltd Reg. No. 1970/008130/07
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
1PSA005-March to Greatness-20080907-JvW-V2
OBJECTIVES OF THIS PRESENTATION
5
3Provide an overview of PetroSA’s procurement environment
4 E-Procurement Demonstration
Questions
Opportunities for 2013
1
2 PetroSA’s Procurement Processes
Procurement Organisation
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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PROCUREMENT ORGANISATION
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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ORGANISATION STRUCTURE
Group Supply Chain Manager
C Bunting
Supply Chain Co-ordinator
J Bull (Act)
Capital Projects Procurement Manager:
L Tulleken (Act)
Strategic Sourcing Manager:
H Moses
Materials Manager:
A Snell
Supplier Management & Administration Manager:
M Matima
Sourcing & Contracts Manager:
J Coetzee (Act)
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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PetroSA’s PROCUREMENT PROCESS
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Section 217 of the South African Constitution states that all public sector procurement shall be fair , transparent , competitive , cost effective andequitable
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
PROCUREMENT PHILOSOPHY
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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/or tender process
Limited Tenders/QuotationsLimited Tenders/QuotationsLimited Tenders/QuotationsLimited Tenders/QuotationsFor all goods and services below R1 000 000 limited tenders/ quotations are requested from suppliers on our database
Open Tenders/QuotationsOpen Tenders/QuotationsOpen Tenders/QuotationsOpen Tenders/QuotationsFor all goods and services above R1 000 000 open tenders/quotations are issued.
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EVALUATION OF TENDERS
Phase 1: Elimination
Phase
• Deals mainly with non-compliance with specification, incomplete tenders, inaccurate & misleading information etc.
• Meet minimum technical score
Phase 2: Tender Assessment
• Deals with the commercial aspect of the tender• This phase also deals with BEE• Detailed technical assessment• Detailed due diligence
Phase 3: Approval Process
• Three of the top scoring companies are submitted to the Procurement Committee / CEO / Board for approval.
• The company with the highest score is not automatically appointed
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STRENGTHEN CONTRACTING CONTROLS WITH SUPPLIERS
1. You need a purchase orderpurchase orderpurchase orderpurchase 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 written contract written contract 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 Employees (irrespective of level within the organisation) are Employees (irrespective of level within the organisation) are Employees (irrespective of level within the organisation) are not empowered to instruct a Supplier to provide goods or not empowered to instruct a Supplier to provide goods or not empowered to instruct a Supplier to provide goods or not empowered to instruct a Supplier to provide goods or services without any of the above documents.services without any of the above documents.services without any of the above documents.services without any of the above documents.
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WHY ARE SUPPLIERS NOT PAID ON TIME?
• Suppliers commencing work without a contract or purchase order
• Unauthorised employees committing the company financially
• Users committing the company without following the procurement processes
• Providing insufficient information for registration of Suppliers
• Not releasing or processing SAP transactions (requisitions, service entries & acceptances etc)
• Procuring from unregistered suppliers outside the process
• Not involving the GSCM (Procurement) department early in the process
• Sourcing of quotations by unauthorised employees
• Unauthorised Employees communicating directly with suppliers during tender/RFQ process, thus incorrectly committing the company
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OPPORTUNITIES AVAILABLE (2012/2013)
• External Legal Services (Local & International)
• Community Affairs & Local Economic Development Projects
• Transportation (Bulk)
• GTL Related Projects (e.g. Equipment Refurbishment/Replacement/Rental, General/Specialised Maintenance & Repair, Engineering Services, etc.)
• 2013 Shutdown Related Projects (e.g EMC, Crainage & Rigging, Inspection Services, Scaffolding, etc.)
• LNG (Engineering Services, Infrastructure, Floating Storage & Regasification Unit, LNG Supply)
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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ePROCUREMENT DEMONSTRATION
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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 andsimplification, Reduced cycle times leading to increased productivity, improvedtracking and transparency
e’Mail
Procurement
e’Procurement
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BENEFITS of e-PROCUREMENT
Generic
Compliance benefits - arising fromincreased use of approved suppliersTransaction benefits - arising fromreductions in the cost of processing manualprocurement transactionsInformation benefits - additionalnegotiating power derived from betterprocurement information, and identificationof opportunities to consolidate spend acrossbusiness units and streamsTransferred supplier benefits - pricereductions offered by suppliers because ofincreased efficiencies and higher volumesProject benefit - price reductions inconstruction contracts etc derived fromcontractors' use of the client’s enhancedspending powerWeb-powered sourcing savings - arisingfrom internet capabilities such as reverseauctions
PetroSASavings 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 correctcategorisation
Up to date market information/intelligence (management reporting)
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BENEFITS OF e’PROCUREMENT FOR SUPPLIERS
• Improved efficiency• Reduced costs• Sustainable
competitiveness
Practical Benefits
• More structured tenders / contract amendments making it more understandable
• Quicker turnaround time in responding to tenders / contract amendments
• Historic, electronic data of previous tenders and / or contract amendments
• Less time and manpower required to respond to tenders / contract amendments
• Useful filtering mechanisms to remove items not being tendered on
• All documentation attached in a single location, minimizing risk of document misplacement
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NEW ONLINE REGISTRATION
• Improved efficiency• Reduced costs• Sustainable
competitiveness
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 the buying organisation is not overlooked.
• No need to submit tax clearance certificates, BEE certificate and registration questionnaires with every tender
• Manage own details• No more reading of 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
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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SUPPLIER REGISTRATION PROCESS
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SUPPLIER REGISTRATION PROCESS
5 screens to fill inRegistration phase 1
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SUPPLIER REGISTRATION PROCESS
Registration Phase 2
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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SUPPLIER REGISTRATION PROCESS
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SUPPLIER REGISTRATION PROCESS
Registration phase 2
Fill in all screens
Note: Features have 2 pages
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SUPPLIER REGISTRATION PROCESS
Updating your information
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SUPPLIER REGISTRATION PROCESS
Updating your information
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SUPPLIER REGISTRATION PROCESS
Fill in all screens
Updating your information
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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SUPPLIER ACCREDITATION PROCESS
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ACCESSING TENDERS / QUOTATIONS / AUCTIONS
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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TENDERS
Supplier submits tender
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TENDERS
Supplier submits tender
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TENDERS
Supplier submits tender
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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TENDERS
Supplier submits tender
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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TENDERS
Supplier submits tender
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TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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TENDERS
Uploading Documents / Attachments
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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TENDERS
Supplier submits tenders
The Petroleum Oil and Gas Corporation of South Afri ca (Pty) Ltd Reg. No. 1970/008130/07
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TENDERS
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TENDERS
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PetroSA’s story....under the African Tree
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