SCM Procure Manual Draft

DR JS MOROKA MUNICIPALITY PROCUREMENT PROCEDURE MANUAL (2011/2012
Review)
Supply Chain Management
1. Procurement Procedures
The calling for tenders to secure supplies of goods and services is an integral
part of SCM, as legislation compels public institutions to procure goods and
services through this process. A thorough knowledge of the different phases
of the tendering process and the accompanying procedures is, therefore,
necessary to ensure that public officials procure goods and services
timeously and according to their reuirements. Therefore the general
purpose of this manual is to provide an overview of the procedure for the
procurement of goods and services, through price uotations and
competitive bidding.
1.1. The Municipality will ensure that the tender process is fair, transparent
and euitable and cost effective to all parties more specifically it will!
Clearly separate its role as a purchaser from that of a provider of
services
Produce tender documents, which clearly specify the municipality"s
reuired services to allow tenders to bid for and price their work
accurately.
Package work put to tender in a manner which encourages
competition and the best outcome for residents and ratepayers
Actively discourage improper tendering practices such as collusion,
misrepresentation, and disclosure of confidential information
#euire any conflict of interest to be disclosed immediately
1.2. $efore commencing it is essential that the official leading the SCM has
identified the need and fully assessed any options for meeting those
needs
1.3. $efore undertaking SCM the official shall
Consider all means of satisfying the need%
Consult the SCM to ascertain whether there is an appropriate
e&isting contract or list'panel of contractors'database (list) that
should be used. *f there is no e&isting contract and there is a list in
e&istence, then the list must be used%
Consider the design of the contract documents in consultation with
the +ead SCM%
Choose a course of action which should represent best value for
money to the municipality%
Consult with users of the service%
,stablish a written specification for the SCM reuirement and seek
approval by the $id Specification Committee%
,nsure that the tender documents are available
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2. List of Contractors/Database
2.1. All services provider to be used to procure reuirements through
written or verbal uotations and formal written price uotations must
be on the database of the municipality. This list would be used to
effectively to promote the ob0ectives of the Preferential Procurement
#egulations as well as the $road1$ased $lack economic ,mpowerment
Act, Act 2o.34 of 5667
2.2. SCM officers should, through newspapers commonly circulating locally,
the municipality"s website and by any other appropriate ways, invite
prospective providers, including black empowerment entities, to apply
for evaluation and listing as a prospective provider should be allowed
to submit applications for listing at any time. The list must be updated
at least on a yearly basis. The list for accredited prospective providers
may include!
Promoting businesses located in a particular municipality%
Promoting small, medium% and micro enterprises%
Promoting black economic empowerment
2.3. 8nce the list has been compiled, price uotations should be invited
from such a list. The invitation of price uotations from the compiled
list of accredited prospective providers per commodity should be on a
rotation basis in such a manner that ongoing competition amongst
providers is promoted
2.4. 9here no suitable providers are available from the list of accredited
prospective providers, uotations may be obtained from other possible
providers provided that they are registered. *f it is not possible to
obtain at least three uotations, the reasons should be recorded and
reported to the C:8.
2.. Accounting officers must apply the prescripts of the Preferential
Procurement Policy :ramework Act, Act 3 of 5666 and its associated
#egulations for all procurement eual to or above #76 666. +owever,
these prescripts may be applied for procurement with a value of less
than #76666, if and when appropriate
3. Selective Tendering-Use of list of contractors/Database
3.1. The purpose of the lists is to provide names of firms whose
competence has been checked, and to invite only those firms on the
lists to tender. This can save time because the contractors on those
lists have already been pre1vetted. *n considering the suitability of
firms to be recommended for inclusion on any list regard shall be taken
of the following!
The previous record of the firm in transactions with the municipality,
including tendering performance%
The capacity of the firm to carry out work for the municipality at
competitive prices and to provide supervision and control%
Review)
The firm"s e&perience in relation to the category of work particularly
for comparatively new firms%
9here appropriate, membership of an acceptable trade or
professional association
The firm should indicate whether it has any relationship either
directly or indirectly with any member or employee of the
municipality
3.2. 9here there is a list in e&istence then that list must be used, as those
contractors will have been previously vetted and thereafter
continuously reviewed
3.3. The basis of selection of those companies on the list to be invited to
tender will be by way of strict rotation, which will be carried out by the
SCM official, for a minimum of three tenders. 9here firms have
recently submitted a competitive priced tender those firms can be
added to the select list provided that they can accept the workload and
have performed satisfactorily
3.4. #eview of the lists is of the utmost importance and must be
transparently and fair. The SCM head will, in conduction with the
appropriate head
#egularly and rigorously scrutini;e the lists and decide on the
inclusion or deletion of contractors as the case may be%
,nsure that, in addition, a general review takes place at regular
intervals and that the lists are at all times workable, effective and
competitive
3.. The appropriate head will carry out within three months of the end of
each contract, a contractor performance report'review, and will submit
to the head! SCM in a format prescribed, a contractor performance
report for consideration of the contractor"s future status on the list.
#ange of SCM processes
<ower
<imit
/pper
<imit
Procurement
method'=uot
es
Advertiseme
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# 6 #5, 666
(vat incl)
Petty Cash 2'A
# 566> #76,666
(vat incl)
*nformal
9ritten
uotation
Municipal
2otice $oard
#76 66> #566,666
(vat incl)
:ormal
uotation
?es
#566 66> And Above
(@at incl)
Competitive
$idding
?es
*n line with the Municipal :inancial Management Act (M:MA), the Accounting
8fficer must approve the $id Committees
Review)
1. *ssues of tenders and uotations
Summary notes!
Tenders, uotations and related documentation must be issued in the
name of the -# .S Moroka Municipality and shall be published in the
#epublic of South Africa, and abroad if necessary
All notices and advertisements inviting for tenders shall be published in
English only sub!ect to change"
Tenders are to published by means of a public advertisement1 in
newspapers commonly circulating locally, the website of the
municipality or any other appropriate ways
2otices must state the tender reuirements, details of where the
tender document can be obtained and the procure for tender
submission (including the closing date and time of the tender)
The closing date of competitive tenders Aor B #>6 million must allow
tenderers sufficient time to respond (a minimum of >4 days starting
from the day of the advert). =uotation (formal written uotation)
closing date must allow tenderers sufficient time to respond also (at
least C days) to submit their uotations.
Tenders and uotations issued must be numbered
9here tenders are invited locally and abroad, the tender documents
shall be distributed abroad only after the day on which the
advertisement inviting for tenders has been published locally
As general rule, tender documents must state that the tenders or
uotations must hold good for at least D6 days from the closing date
thereof
Tender documents may allow for tenderers to tender for one or more
items or for a part of one or more items but the municipality of -r .S
Moroka reserves the right to accept part of a tender or a complete
tender or uotation even f it is not the lowest
9here tenderers insert prices on price lists supplied by -# .S Moroka
Municipality they shall delete items for which they do not tender or if
the price has been included elsewhere in the price list
A no1refundable charge will be raised for tender forms, plans,
specifications and samples
4. Eeneral preconditions for consideration of written uotations or
bids
4.1. A written uotation or bid may not be considered unless the provider
who submitted the uotation or bid!
I.:ull 2ame%
II.*dentification number or company or other registration number%
III.Ta& reference and @AT registration number, if any% and
I!.Ta& clearance from the South African #evenue Services that the
provider"s ta& matters are in order and in our case, anything goods
Review)
and services above #>6 666 vat included need to be accompanied
with a clearance certificate% and
I!.2. +as indicated!
I.9hether he or she is in the service of the state, or has been in the
service of the state in the previous twelve months%
II.*f the provider is not a natural person, whether any of its directors,
managers, principal shareholders or stakeholder is in the service of
the state, or has been in the service of the state in the previous
twelve months% or
III.9hether a spouse, child or parent of the provider or of a director,
manager, shareholder or stakeholder referred to in paragraph >7(b)
(ii) of the SCM policy is in the service of the state in the previous
twelve months
#rocurement Mechanism
Procurement flo$ chart
%uotation and procedure and ac&uisition
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Tender Procedure
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Manual and ,lectronic :illing
#etty Cash
4.2. The following procures for the acuisition of goods and services with
the value between #> and #5666 must be followed!
I. A head of department must apply to the chief financial officer for
a petty cash float%
II. 8nce approved the chief financial officer will issue a cheue to a
person nominated by the head of the department which will be
responsible for petty cash transactions%
III. The responsible person will cash the cheue and keep the cash
in a safety bo& which must be locked away in a safe at the end
of each working day%F please let"s check the present internal
management of petty cash
I!. The responsible person will obtain verbal uotes and do the
purchases%
!. The responsible person must at all times ensure that the
municipality received values for money spend%
!I. A monthly reconciliation report from each manager must be
provided to the chief financial officer, including
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&. The total amount of petty cash purchases for that
month% and
'. #eceipts and appropriate documents for each purchase
(reconciliation report form is available on the SCM
policy)
!II. 8n receipt of the petty cash reconciliation the chief financial
officer will issue a new cheue to the value of the amount
already spentGGG
!III. 9ith the proposed procurement of the procurement system, the
monthly reconciliation report will be generated automatically by
the system
5. 'nformal (ritten %uotations )*+,,- .*/, ,,,"
.1. The conditions for the procurement of goods or services through
written uotations, are as follows!
I. +eads of department or their delegates must complete and
submit an official reuisition to the official tasked with the
procurement of goods and services in the department,
indicating the estimated value of the goods and services%
II. *f the head of the department is of the opinion that not
enough suppliers are going to respond after obtaining the
reuest the procurement official to phone suppliers to respond
after obtaining the permission of the accounting officer%
III. The official will ensure that the reuisition is valid and
advertise the reuirements on the municipal notice board and
website%
I!. =uotation must be obtained in writing from at least three
different providers whose names appear on the list of
accredited prospective providers of the municipality%
!. =uotations may be obtained from providers who are not
listed, provided that such providers meet the listing criteria in
the supply chain management policy reuired by paragraph
>4D>)Db and (c) of the policy%
!I. *f it is not possible to obtain at least three uotations, the
reasons must be recorded and approved by the chief financial
officer or an official designated by the chief financial officer,
!II. An official order will be place for all goods or services
obtained%
!III. 2o goods and services to be process without an order (any
goods and services procured without an official order issued,
the official will be held responsible and the municipality will
recover the e&penditure incurred from the official (s).
I(. The availability of the budget must be verified, by the end
user before an order can be processed.
Review)
(. 8n receipt of the goods , a goods received note must be
completed and signed by the head of department or his'her
delegate%
(I. After services have been performed the head of the
department must certify that the service was performed
satisfactory and value for money was obtained
(II. All invoices reuired must be submitted to the creditors
department which will attach it to the original reuisition,
order and goods received document where after it will be
submitted for approval by the head of department and
payment, and%
(III. The accounting officer or his nominee must record the names
of the potential providers and their written uotations
HPlease 2oteI Eoods or services may not deliberately be split into parts or
items of a lesser value merely to avoid complying with the reuirements of
the municipal SCM policy. 9hen determining transaction values, a
reuirement for goods or services consisting of different parts or items must
as far as possible be treated and dealt with as a single transaction (clause
>5(7)1chapter > of the SCM Policy.
6. 0ormal $ritten price &uotations )*/, ,,-.1*+,, ,,,)
".1. The conditions and procures for the procurement of goods or services
through formal written price uotations are as follows!
I. +ead of departments or their delegates must complete and
submit an official reuisition form, to the official tasked with the
procurement value of the goods or services
II. The official will ensure that the reuisition is valid and advertise
the reuirements on the municipal notice boards and website
III. =uotations must be obtained in writing from at least three
different providers whose names appear on the list of accredited
prospective providers of the municipality%
I!. =uotations may be obtained from providers who are not listed,
provided that such providers meet the listing criteria set out in
paragraph (>4)(>)(b) and (c) of chapter two (5) of the policy%
!. *f it is not possible to obtain at least three uotations, the
reasons must be recorded and submitted for consideration by the
evaluation committee%
!I. The buying officer must record the names of the potential
providers reuested to provide such uotations and their formal
written price uotations% and
!II. All bids must be sealed and shall be opened in public at the
relevant stores offices as soon as possible after the e&piry of the
advertised closing date and time. At such public bid openings the
names of the bidders and prices are read out., and
Review)
!III. All bids must be ad0udicated by the ad0udication committee
!III.2. The designated official referred to in paragraph >C(>)(c)
(chapter two) must within three working days of the end of
each month report to the chief financial officer on any
approval given during month by that official in terms of that
paragraph
7. #rocuring goods or services through informal or formal $ritten
&uotations *+,,--*+,, ,,,
#.1. The procure for the procurement of goods or services through informal
and formal written uotations, are as follows!
I. 9hen using the list of accredited prospective providers the
buying officer must promote ongoing competition amongst
providers by inviting providers to submit uotations on a
rotation basis%
II. All reuirements in e&cess of #76 666 (@AT incl) that are to be
procured by means of formal written uotations must, in
addition to the reuirements of paragraph >J (chapter two),
be advertised for at least seven days on the website and the
official notice boards of the municipality%
III. 8ffers received must be evaluated on a comparative basis
taking into account unconditional discounts%
I!. The buying officer must take all reasonable steps to ensure
that the procurement of goods and services through formal
written price uotations is not abused%
!. The accounting officer or Chief :inancial 8fficer must on a
monthly basis be notified in writing of all informal an d formal
written uotations accepted by an official acting in terms a
sub delegation%
!I. 8ffers below #76 666 (@AT incl) and above are sub0ect to the
preference points system (PPP:A and associated regulations)
and must be dealt with according to the Council"s
Procurement Policy% and
!II. The Chief :inancial 8fficer must set reuirements for proper
record keeping of all informal and formal written uotations
accepted on behalf of the municipality
8. 2pening of tenders and &uotations
All bids in e&cess of #76 666 (vat included) shall be opened in public at
the Supply Chain Management /nit as soon as possible after the e&piry
of the advertised closing date and time.
2ames of the bidders and the prices would be read out
All bids and uotations, addressed to the municipality, shall be opened
by a senior employee in the presence of the delegated official of the
Chief! Supply Chain Management /nit, or a nominee.
Review)
$ids and uotations, which fall within the 0urisdiction of -irectors, shall
be opened in the presence of at least two employees, one of which
should be a senior employee and neither of them shall have a personal
interest in the bid or uotation or be involved in the ad0udication
thereof.
$oth officials shall sign the bids and declare that they were present at
the opening of the bids
All bids or uotations shall be date1stamp and all enclosures related to
prices, delivery periods and special conditions.
$ids and uotations shall be numbered in the seuence in which they
have been opened and words Kand lastL shall be endorsed on the last
bid or uotation.
*n the case where only one bid has been received the words Kand onlyL
shall be endorsed on such bid.
9here prices have not been inserted in all relevant spaces on the form
and such items have not been deleted by bidders, such spaces shall be
stamped Kno priceL by the employee who opens the bids or uotations.
$ids opened in public should be registered in the bidding register.
9. Late bids
$ids or uotations arriving after the closing time shall not be
considered and where practicable shall be returned to the bidder
unopened with a letter e&plaining the circumstances
$ids documents must clearly state the venue where the bidding bo& is
situated for each bid.
Any bid delivered to the wrong bid bo& will not be considered, even if it
was delivered on time
9here it is necessary to open a late bid or uotation to obtain the
name and name address of the sender, each page of the document
shall be stamped Klate bidL before the bid is returned to the bidder.
The envelope must be stamped and initialed in like manner and must
be retained for record purposes
10. 3mendments before the closing date
The municipality is entitled to amend any bid condition, validity period,
specification or plan, or e&tend the closing date of such a bid or
uotation before the closing date, provided that such amendments or
e&tensions are advertised and'or is communicated in writing to bidders
who have been issued with the bid documents
2ames, addresses and contact numbers of the persons or enterprises
to whom bid documents have been issued shall be kept for record by
employees.
11. Dealing $ith bids and &uotations if the closing date thereof has
been e4tended
Review)
9here the closing date of a bid or uotation is e&tended, the notice
which makes known such e&tensions shall also mention the bids or
uotations already received.
All received bids will be returned unopened in the bidding bo& and be
duly considered after the e&piry of the e&tended period, unless the
bidder reuests that such bid or uotation to be returned to the bidder
or unless the bidder cancels it by submitting a later dated bid or
uotation before the e&tended closing date
12. 5o amendments after the closing date allo$ed
The municipality is not entitled to amend any bid condition, validity
period, specification or plan after the closing date of the bid and before
the acceptance of bid or uotation has been notified
12.1. 5egotiations $ith preferred bidders and communication $ith
prospective providers and bidders
Accounting 8fficer may negotiate the final terms of a contract with
bidders identified through a competitive bidding process as preferred
bidders, provided that such negotiation!
) -oes not allow any preferred bidder a second or unfair opportunity%
) *s to the detriment of any other bidder% and
) -oes not lead to a higher price than the bid as submitted
Minutes of such negotiations must be kept for record purposes and as
for as practical be made part of the contract
13. Communication $ith bidders and prospective providers
) 2o municipal personnel may communicate with a bidder or any other
party who has an interest in a bid, on the one hand, and any employee
of the municipality, on the other hand, during the period between the
closing date for the receipt of the bid or uotation (or date of receipt of
an offer), and the date of notification of the successful bidder of
acceptance of his bid, uotation or offer, e&cept! (as stipulated on page
53 of the municipal SCM Policy, section 53 (7)(C) (i1viii)
9hen the Accounting 8fficer is informed by the $id Ad0udication Committee
may authori;e an employee in writing to communicate with a bidder! :or the
purpose of
) ,&plaining and verification of declaration made in the bid response%
) Confirming that a uoted price is correct%
) Confirming technical particulars and the compliance thereof with
specifications%
) -etermining whether there will be any change in price if only a portion
of work is awarded to a bidder%
) #euesting an e&planation for an unreasonable price increase when it is
compared with a previous price and the interim moment of a relevant
price inde&%
Review)
) Clarifying delivery times'uantities
) ,&tending the validity period of a bid, uotation or offer% amending any
bid condition, validity period or specification after the closing date% and
) Clarifying any other commercially aspect.
14. Evaluation of tenders and &uotations
Compilation of a comparative statement
A comparative list is a summary of reuired information obtained from the
tenders of uotations received.
This is to facilitate fair compare between the tenders or uotations by
converting all bids to a common basis.
An e&ample of such conversion is to calculate value where the cash flows on
the various tenders received.
Specifically, the comparative list will show the compare of processes under
the following headings
) Tendered Prices
) Comparative Prices
) :uture anticipated prices
) 2et Present @alue
0actors to be considered
) The specifications of a specific procurement% and
) The points system set out in terms of paragraph 5J(5) (f) (page 5D SCM
policy).
8ther :actors to be considered
) ,valuate each bidder"s ability to e&ecute the contract%
) Check in respect of the recommended bidder whether municipal rates
and ta&es and municipal service charges are not in arrears% and
) Submit to the Ad0udication Committee a report and recommendations
regarding the award of the bid or any related matter.
) ,valuation Committee must as far as possible be composed of officials
from departments reuiring the goods or services% and at least one
supply chain management practitioner of the municipality' Please lets
not confuse this with our internal arrangement! 8ur Committees are
appointed by the Accounting 8fficer on a uarterly basis, and they
normally composed of manager and assistant managers.
15. *ecommendation of tenders and &uotations
Memorandum of reasons for a$arding business
) The $id Ad0udication Committee must
&) Consider the report and recommendations of the evaluation
Committee% and
') ,ither1
Review)
i) -epending on the its delegations, make a final award or a
recommendation to the Accounting 8fficer to make the final
award% or
ii) Make another recommendation to the Accounting 8fficer how to
proceed with the relevant procurement.
iii) *n all instances where tenders and uotations are invited and
where selection criteria other than alone will be a deciding factor
e.g. ,nvironmental impact, a preferential procurement portfolio
system should form part of the submission to Tender and
procurement Committee
1.1. 3d!udication 6id Committee members
&) The $id Ad0udication committee must consist of at least four senior
managers of the municipality which include!
i) The Chief :inancial 8fficer or, if the Chief :inancial 8fficer is not
available, another manager in the budget and treasury office reporting
directly to the Chief :inancial 8fficer and designated by the Chief
:inancial 8fficer% and
ii) At least one senior supply chain management practitioner who is an
official of the municipality% and
iii) At technical e&pert in the relevant field who is an official, if such an
e&pert e&ists
') The Accounting 8fficer must appoint the chairperson of the committee.
*f the chairperson is absent from a meeting, the members of the
committee who are present must elect one of them to preside at the
meeting
*) 2either a member of a $id evaluation committee, nor an advisor or
person assisting the evaluation committee, may be a member of a $id
ad0udication committee
+) The chairperson of the $id evaluation committee may ask a member of
the evaluation committee to e&plain the committee"s recommendations
during the ad0udication process.
e) (i) *f the ad0udication committee decides to award a bid other than the
one recommended by the bid evaluation committee, the bid
ad0udication committee must prior to awarding the bid1
) Check in respect of the preferred bidder whether that bidder"s
municipal rates and ta&es and municipal service charge are not in
arrears% and
) 2otify the Accounting 8fficer
,) The Accounting 8fficer may1
) After due consideration of the reasons for the deviation, ratify or re0ect
the decision of the bid ad0udication committee referred to in paragraph
76 (3) (a) (of the municipal SCM policy) and
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) *f the decision of the bid ad0udication committee is re0ected, refer the
decision of the ad0udication committee back to that committee for
reconsideration
) The Accounting 8fficer may at any stage of a bidding process, refer any
recommendation made by the evaluation committee or the ad0udication
committee back to that committee for reconsideration of the
recommendation
) The Accounting 8fficer must comply with section >>4 of the Act within
>6 working days
16. Compliance $ith tender/En&uiry Conditions and Certificate
Tenders or uotations which do not comply with the tender'enuiry
conditions, or which are incomplete, should as a general rule be re0ected
1".1. The municipality of D* 7S Moro8a is not obliged to accept the
lo$est or any bid
Price
Although price is an important factor that plays an important role but should
not be regarded as the main or only criteria for selecting the successful
tenderer. Circumstances and merits of the case, any one (or more) of the
following criteria can have a larger or lesser impact as compared a single
deciding factor% for e&ample
) The total cost of the ownership of the company
) =uality of the product to supplied
) <ocal community involvement
) $lack ,conomic ,mpowerment
) /tili;ing local labour force
17. #easons for recommendation and certificates
) The reasons for recommending tenders, uotations or offers shall be
clearly stated by recommending officers and committees
) 9hen only one technically acceptance tender, uotation or offer is
received and recommended for acceptance, it shall be indicated
whether the prices are fair and reasonable and how this has been
determined (e.g. previous prices)
) *f a tender or uotation other than the lowest tender or tender that
scored the highest point is recommended for acceptance, the
recommending officer shall certify that the recommendation is made in
the best interest of -r .S <ocal Municipality and he'she shall give his
reasons therefore. The Tender and Procurement committee shall give
likewise furnish reasons should it not be satisfied with the Tender or
uotation recommendation by the relevant department concerned and
be recorded in the Committee"s minutes
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) 9hen business is awarded to a specific supplier (who is not the lowest
tender or who scored the highest point applying the procurement
policy formula6 in terms of his ability to best meet the relevant
selection criteria, this must be clearly indicated in the recommendation
of the Tender and Procurement Committee or manager depending on
the value of the business together with an indication of the cost
premium payable by -r .S Moroka Municipality
Compiled by -# .S Moroka SCM /nitPage 1$

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DR JS MOROKA MUNICIPALITY PROCUREMENT PROCEDURE MANUAL (2011/2012

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