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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


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



PROCUREMENT ORGANISATION



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)



PetroSA’s PROCUREMENT PROCESS



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



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.



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



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.



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



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)



ePROCUREMENT DEMONSTRATION



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

Mail

e’Mail

Procurement

e’Procurement



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)



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



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





SUPPLIER REGISTRATION PROCESS




5 screens to fill inRegistration phase 1




Registration Phase 2







Registration phase 2

Fill in all screens

Note: Features have 2 pages




Updating your information








Fill in all screens




SUPPLIER ACCREDITATION PROCESS





ACCESSING TENDERS / QUOTATIONS / AUCTIONS



TENDERS

Supplier submits tender



TENDERS




TENDERS




TENDERS




TENDERS




TENDERS

Uploading Documents / Attachments



TENDERS




TENDERS




TENDERS




TENDERS

Supplier submits tenders



TENDERS



TENDERS



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