Fuel Tenders In South Africa: A Step-By-Step Guide To Finding, Bidding, And Winning

If you sell diesel, petrol, or handle bulk fuel logistics, fuel tenders in South Africa can transform your business. Municipalities, SOEs, mines, and big fleets buy thousands of liters daily, often on multi‑year contracts. The challenge is knowing where to find the right opportunities, how to comply with strict regulations, and how to price without blowing your margins.

This guide breaks it down for South African suppliers and SMEs in plain language. You’ll learn what buyers want, where tenders are posted, how to build a compliant bid pack, and smart pricing tactics based on the SA fuel pricing structure. You’ll also see practical examples and common pitfalls to avoid. Ready to compete for fuel tenders South Africa wide with confidence? Let’s go.

What Fuel Tenders Cover And Who Buys

Fuel Types, Grades, And Specifications (Diesel 10/50 PPM, Petrol 93/95, Jet A-1)

Most public and private buyers specify:

Diesel 10 ppm and 50 ppm (low-sulfur grades dominate municipal fleets, logistics, and generators). 10 ppm is increasingly preferred for modern engines and lower emissions.
Unleaded Petrol 93/95 (regional octane requirements vary with altitude: inland buyers often request 93, coastal sites 95).
Jet A-1 (aviation kerosene) for airports and some emergency services.

Tenders will call up SANS and OEM specs, and often require proof of origin (refinery/depot) plus quality certificates per batch. Expect requirements around temperature-compensated delivery to 15°C, calibrated meters, and sealed valves.

Typical Buyers: National, Provincial, Municipal, SOEs, And Private Sector

National and Provincial Departments: Public Works, Health (hospital generators), Transport.
Municipalities and Entities: Waste fleets, water/power generators, emergency services.
SOEs: Eskom (peaking plants, backup), Transnet (ports, rail), PRASA, SANRAL/roads agencies, ACSA (airports), SANDF/Armscor for defense logistics.
Private Sector: Mines, construction majors, bus and truck fleets, facilities with standby power.

Each buyer type has different paperwork, but the fundamentals, quality, safety, price formula, and reliable delivery, stay the same.

Contract Formats: Bulk Supply, On-Site Refueling, Fuel Cards, And Transport Only

Bulk Supply to tanks: You deliver to fixed depots or on-site tanks using your road tankers.
On-Site (Wet) Refueling: Night or scheduled refueling of fleet vehicles and equipment at the client’s site.
Fuel Cards: Access to a forecourt network with controlled limits and consolidated invoicing.
Transport-Only/Haulage: Moving product between depots or to client sites: the buyer supplies fuel: you provide logistics and compliance.

Tip: Read the scope carefully, some “supply” tenders exclude product (transport-only), while others require you to source, finance, and deliver fuel with full quality control.

Regulatory And Licensing Essentials

Core Compliance: CIPC, CSD, SARS Tax, And B-BBEE

Before you even think about bidding, set up your basics:

CIPC registration and up-to-date director details.
National Treasury CSD registration (MAAA number) with bank verification and commodity codes (fuel supply, road freight, etc.).
SARS tax compliance status PIN (valid and accessible by the buyer).
B-BBEE certificate or sworn affidavit (turnover-based for EME/QSE). Preference points under PPPFA depend on this.

Petroleum Licensing: Wholesale/Retail Options And Legal Alternatives

Under the Petroleum Products Act (administered by the DMRE), selling fuel in bulk generally requires a Wholesale Licence. Retail Licences apply to service stations selling to the public at the pump. For tenders:

If the scope is to supply product (diesel/petrol) in bulk, you’ll usually need a valid Wholesale Licence or partner with someone who has it.
Transport-only contracts don’t require a petroleum licence, but all dangerous goods transport rules still apply.
Legal alternatives: act as an appointed agent/reseller under a licensed wholesaler, form a JV where the licensed partner is the supplier of record, or subcontract logistics under their umbrella.

Make sure the bidding entity’s name matches the licence or is covered by a documented agreement. Buyers reject mismatches.

Dangerous Goods And Safety: PrDP-D, Vehicle Hazchem, And SANS Standards

Fuel is a Class 3 flammable liquid. You (and your subcontractors) must comply with:

Drivers: PrDP-D (Professional Driving Permit for Dangerous Goods), valid PDP card, medicals.
Vehicles: Hazchem placards, fire extinguishers, spill kits, emergency instructions, ADR-equivalent equipment.
SANS standards: SANS 10231 (operational requirements for transport of dangerous goods), SANS 1518 (vehicle design/construction and operation), SANS 10089 series (storage and distribution).
Proof of calibration for meters and flow systems: seals and delivery tickets must reconcile volumes.

Insurance is non-negotiable: Goods-in-Transit, public liability, environmental/pollution cover, and SASRIA where applicable.

Where To Find Fuel Tenders

Government Portals: National Treasury eTender, CSD Alerts, And Municipal Sites

National Treasury eTender Portal: The central place for government opportunities. Filter by keywords like “diesel,” “petrol,” “fuel supply,” or “on-site refuelling.”
CSD: Opt into commodity alerts. Some organs of state also email RFQs to registered suppliers.
Provincial and municipal websites: Many metros and district municipalities post their own RFQs and RFPs.

Pro tip: Use saved searches and alerts. If you’re serious about fuel tenders South Africa wide, daily monitoring beats ad-hoc browsing.

SOEs And Agencies: Eskom, Transnet, PRASA, SANDF, Airports, And Roads Authorities

Eskom’s eSourcing portal: Bulk diesel and logistics for peaking stations and depots.
Transnet eTenders: Port and freight operations, including bunkering and depot movements.
PRASA: Diesel for rail operations and on-site refueling.
ACSA: Jet A-1 and airside logistics (strict safety protocols).
SANRAL and provincial roads authorities: Fuel for contractors’ plant, sometimes via framework agreements.
Armscor/SANDF: Specialized logistics and security-clearance requirements.

Private Opportunities: Mines, Construction, Fleet Operators, And Facilities

Private sector deals won’t always sit on public portals. Hunt for:

Mining houses (coal, platinum, gold): Bulk diesel to pits and plants.
Construction majors and civils: Wet refueling on large projects.
Fleet operators and bus companies: Fuel cards or on-site storage with monthly call-offs.
Facilities with generators (hospitals, data centers, malls, cold storage): Standby fuel on SLA.

Relationships matter here, introduce your service, safety record, and response times. Consider listing on procurement platforms and partnering with licensed wholesalers.

If you want a single place to track verified public and private listings, eTender SA aggregates opportunities and filters by region, buyer type, and product grade.

Deciding To Bid: Capacity, Capital, And Partnerships

Minimum Capabilities: Product Access, Fleet/Logistics, Quality Control, And HSE

Ask yourself:

Do you have secured access to product (refinery allocation, depot contracts, or a wholesaler agreement)?
Can you deliver volumes on time? Fleet availability, standby tankers, and route planning are crucial.
Quality: Can you provide batch COAs, temperature-corrected volumes, and calibrated meters? Do you have procedures for contamination, water bottoms, and seal management?
HSE: Documented risk assessments, training, PPE, spill response, and toolbox talks.

Finance And Risk: Working Capital, Security Instruments, And Insurance

Fuel is cash hungry. You may have to buy, deliver, and wait 30–60 days to get paid.

Working capital: Confirm credit lines with depots or wholesalers. Model cash flow under worst-case payment terms.
Bid/performance security: Some buyers require a bid bond or a 2–10% performance guarantee. Bank guarantees or surety bonds cost money, price them in.
Insurance: Goods-in-Transit, third-party liability, environmental impairment, SASRIA, and fleet cover with dangerous goods endorsement.

Partnership Models: Licensed Wholesalers, Transport Subcontracts, And JVs

Licensed wholesaler partnership: You focus on logistics and client service: the partner supplies the product. Agree margins and responsibilities in writing.
Transport subcontract: If you lack tankers, subcontract a compliant DG carrier. Ensure their certificates, PrDPs, and calibration documents are current.
JV/Consortium: Combine B-BBEE strength, regional footprint, and depots to meet scale. Register the JV on CSD and include a signed JV agreement.

Pricing Fuel Tenders The Smart Way

Understanding SA Fuel Pricing: BFP, Levies, And Regulated Elements

South Africa’s monthly fuel price is built from:

BFP (Basic Fuel Price): Based on international product prices and freight.
Levies: General Fuel Levy, Road Accident Fund (RAF) Levy, plus smaller statutory costs.
Margins and logistics: Wholesale/retail margins (regulated for certain products), zone differentials for transport from depots, slate levy adjustments, etc.

Petrol retail is price-regulated: diesel has a regulated wholesale list price, with negotiated discounts common in business-to-business. Tender buyers usually specify that prices will track the monthly DMRE adjustments.

Building Your Price: Supply Source, Transport Differential, Margin, And Terms

Start with the buyer’s required grade (e.g., Diesel 10 ppm). Build up:

Source price: Your ex-depot or ex-refinery price on the day of delivery.
Transport: Route distance, backhaul probability, waiting time at site, and access constraints. Use realistic liters-per-km and load/unload time assumptions.
Handling and compliance: Meter calibration, seals, sampling kits, driver training.
Margin: Cover overheads and risk. Small margins on high volume are normal, but don’t undercut yourself.
Payment terms: Add a finance cost if terms exceed 30 days.

Example: A coastal depot to inland municipality run might require an extra zone differential. If the client wants night deliveries and a 2-hour offload window, factor overtime and potential demurrage.

Escalation, Indexation, Hedging, And Delivery Risk Allocation

Escalation: Propose a formula, “Price = DMRE monthly posted price for [grade, zone] ± agreed margin/discount.”
Indexation for transport: Peg to CPI or a diesel index for long-term logistics rates.
Hedging: For very large contracts, consider supplier-linked hedges or caps. Many SMEs instead use shorter fixed margins and tight lead times.
Risk allocation: Clarify who carries price risk between order and delivery, and what happens if the DMRE change occurs mid-delivery week. Also define force majeure, site access delays, and contamination liability.

Compliance Documentation And Bid Pack

Mandatory SBD Forms And PPPFA Preference Points

For organs of state, expect these in the bid pack:

SBD 1 (Invitation to Bid), SBD 3.x (pricing schedules), SBD 4 (Declaration of Interest), SBD 6.1 (Preference points claim form), SBD 8 (Past SCM practices), SBD 9 (Certificate of Independent Bid Determination).
PPPFA preference points: Typically 80/20 (under R50m) or 90/10 (over). Submit a valid B-BBEE certificate/affidavit to claim points.
Tax and CSD: SARS PIN and CSD summary attached or referenced.

Technical File: Product Quality, Metering/Calibration, Fleet, And HSE Plans

Include evidence, not promises:

Product quality: Certificates of analysis (recent), sample CoQ template, and a chain-of-custody process.
Metering: Recent calibration certificates (SANAS-traceable), temperature correction to 15°C, seal records.
Fleet list: Tanker capacities, compartments, GPS/telemetry, and DG equipment.
HSE: Risk assessments, SDSs, spill response plan, emergency contacts, toolbox talk schedule, and incident reporting flow.

Proofs And Permits: Licenses, Depot Access, Safety Certifications, And Staff Competency

Petroleum Wholesale Licence (or partner’s licence with agreement and authorization letter).
Depot access/throughput agreements (or letters of intent) naming the exact depot(s).
Vehicle fitness (CoF), roadworthy certificates, and Hazchem placards.
Driver PrDP-D, DG training certificates, medicals.
Insurance schedules (GIT, liability, environmental) and letter of good standing with the Compensation Fund.

Organize this in a clearly labeled annexure pack. Make it easy for evaluators to tick every box.

Step-By-Step Bid Submission Workflow

Pre-Bid Actions: Briefings, Site Visits, And Clarification Questions

Attend compulsory briefings, miss one and your bid is non-responsive.
Visit sites to check tank sizes, access roads, offload points, and time restrictions. Snap photos (with permission) for your operations plan.
Ask clarification questions by the deadline. Get answers in writing and reflect them in your proposal.

Completing Schedules: Pricing, Delivery Plan, And Service Levels

Pricing schedules: Use the buyer’s format: state your escalation formula and any transport indexation. Match units (liters vs kl) and include VAT separately.
Delivery plan: Lead times from order, tanker allocation, after-hours coverage, and contingency plans.
Service levels: Response times for emergency deliveries, spill response, calibration frequency, and KPI reporting.

Packaging And Submission: Compliance Checks, Signatures, And On-Time Delivery

Sign everything: Authorized signatory, initials on each page if required, and witnesses where requested.
Cross-check: Company names on licences, insurance, and CSD match the bidder name or JV entity.
Submission: Upload correctly on e-procurement portals or deliver hard copies in sealed envelopes before cutoff. Allow buffer for load shedding or traffic.

Bid Pitfalls To Avoid: Non-Responsive Items, Underpricing, And Missing Proofs

Non-responsive: Skipping a compulsory returnable, missing SBD 6.1, or not attending briefings.
Underpricing: Forgetting waiting time, two-man crew rules, or long backhauls. A “win” at a loss is still a loss.
Missing proofs: Expired calibration certs, lapsed PrDPs, or a wholesale licence in the wrong entity name.
Sloppy maths: Totals that don’t add up, conflicting escalation notes, or typos in your price per liter.

Delivery And Performance Management After Award

Onboarding: Kickoff, KPIs, SLAs, And Communication Cadence

Hold a kickoff with the buyer to finalize contact persons, order process, and emergency protocols.
Agree KPIs: On-time delivery %, quality non-conformances, spill incidents, and meter calibration schedule.
Set a cadence: Weekly startup calls, then monthly performance reviews with reports.

Operations: Quality Assurance, PODs, Security, And Incident Response

Load integrity: Seal numbers recorded from depot to site: sample retention where required.
Delivery: Use calibrated meters, temperature-compensated volumes, and site checklists. Capture PODs with timestamps and GPS.
Security: Route risk assessments, tracking alerts, and driver check-ins, fuel theft is real.
Incident response: Spill kits on board, immediate containment, notify authorities per your plan, and submit incident reports within the SLA timeframe.

Admin: Index-Linked Invoicing, Reconciliations, Penalties, And Dispute Handling

Invoicing: Reference the DMRE price for the delivery date and zone, add/less agreed margin or discount, and attach PODs and calibration proof.
Reconciliations: Monthly volume and price reconciliation with the buyer to avoid disputes.
Penalties: Understand liquidated damages for late deliveries or quality issues: factor them into your risk planning.
Disputes: Escalation ladder, operations, contract manager, then formal dispute clause. Keep evidence tidy: it wins arguments.

Conclusion

Fuel tenders in South Africa reward suppliers who are prepared: licensed (or partnered), safety-compliant, and sharp on pricing. If you can prove reliable access to product, deliver cleanly with calibrated equipment, and manage risk through clear escalation formulas, you’ll compete with the best, whether you’re serving a small municipality, a mine, or a national SOE.

Start today: line up your documents, map your delivery radius, and set alerts so good opportunities don’t slip by. Ready to find real, verified tenders without the noise? Visit eTender SA now to discover curated fuel tenders South Africa buyers are awarding, and put your business in the running.

Fuel Tenders South Africa: Frequently Asked Questions

What do fuel tenders in South Africa typically cover and who issues them?

Fuel tenders in South Africa commonly cover bulk diesel (10/50 ppm), unleaded petrol (93/95), and Jet A-1, plus services like on-site refueling, fuel cards, or transport-only. Buyers include national and provincial departments, municipalities, SOEs (Eskom, Transnet, PRASA, ACSA), and private sectors like mines, construction, and large fleets.

What licenses and safety compliance do I need to bid on fuel tenders South Africa wide?

If supplying product, you typically need a DMRE Wholesale License or a formal partnership with a licensed wholesaler. Ensure CIPC and CSD registration, SARS tax compliance, and B-BBEE documentation. Dangerous goods compliance is essential: PrDP-D drivers, Hazchem-equipped vehicles, SANS 10231/1518/10089 adherence, calibrated meters, and robust insurance (GIT, liability, environmental).

Where can I find current fuel tenders South Africa and how often should I check?

Start with the National Treasury eTender Portal, CSD commodity alerts, and provincial/municipal websites. For SOEs, use Eskom, Transnet, PRASA, ACSA, and SANRAL portals. Private leads arise via mining houses, construction majors, and fleets. Check daily and set saved searches or alerts; aggregation platforms like eTender SA streamline discovery.

How should I price a bid using the South African fuel pricing structure?

Build from the DMRE-based structure: BFP, statutory levies, and regulated margins, then add your ex-depot source price, realistic transport differential, compliance costs, and margin. Reference the DMRE monthly adjustment with a fixed margin or discount. For long terms, index transport to CPI/diesel and clarify risk between order and delivery.

Can international suppliers bid on South African fuel tenders, and what are the requirements?

Yes, but you must meet local compliance. Register on CSD, provide a valid SARS tax status (or use an in-country entity), and hold a Wholesale License or partner with a licensed wholesaler. Local HSE and DG transport standards apply. B-BBEE isn’t mandatory but influences PPPFA preference points, so local partnerships help.

What are practical financing options for SMEs delivering bulk fuel on tender?

Secure trade credit with depots or licensed wholesalers, use revolving facilities for stock, and consider invoice discounting or factoring against signed PODs. Bank guarantees or surety bonds can cover bid/performance security. Align delivery cycles to cash flow, price for terms beyond 30 days, and avoid overcommitting fleet without funding certainty.