SUPPLY CHAIN MANAGEMENT POLICY JOHANNESBURG DEVELOPMENT AGENCY (JDA)

Transcription

1 SUPPLY CHAIN MANAGEMENT POLICY JOHANNESBURG DEVELOPMENT AGENCY (JDA) 0

2 Date of adoption: The JDA Board of Directors resolves in terms of section 111 of the Local Government: Municipal Finance Management Act 56 of 2003, as amended, to adopt the following as the Supply Chain Management Policy of the JDA. APPROVED: JDA Exco Date APPROVED: JDA Audit Committee Date APPROVED: JDA Board Date 1

3 1. PURPOSE The purpose of this document is to set forth the policy of the Johannesburg Development Agency with respect to supply chain management processes and procedures, as well as related contractual agreements entered into by all business units, and ensure the efficient and uniform acquisition of works, goods, services, and other products with natural and/or legal entities; and to provide for the documentation to support such decisions. 2. POLICY STATEMENT It is the Johannesburg Development Agency s policy to seek out and procure suitable quality products and services in a competitive, fair, transparent, equitable and cost effective manner, and to select service providers consistent with applicable legislation, including but not limited to the following: (i) Constitution of the Republic of South Africa; (ii) Preferential Procurement Policy Framework Act (PPPFA); (iii) Municipal Finance Management Act (MFMA); (iv) Construction Industry Development Board Act (CIDBA); (v) Broad-based Black Economic Empowerment Act (BBBEE); 3. POLICY OBJECTIVES The main objectives of this policy are to: (i) Comply with the provisions of the MFMA and other applicable legislation; (ii) Ensure goods and services are acquired competitively, fairly, transparently; equitably and cost effectively; (iii) Promote the empowerment of previously disadvantaged enterprises, including SMMEs; (iv) Minimize fraud and corruption and encourage accountability; (v) Is consistent with the enterprise development programmes as approved by the City which are not limited to Expanded Public Works Programme (EPWP), Jozi@work, Enterprise Development Programme and Corporate Social Investment job pathway and other policies and programmes that seeks to aggressively advance the empowerment of the SMMEs and previously disadvantaged communities; (vi) Is consistent with the Preferential Procurement Regulations PRINCIPLES FOR MEASURING SUCCESS The guiding principles for measuring the success of the supply chain management objectives are the: (i) preservation of the highest standard of ethical behaviour; (ii) selection of suppliers through a process that is competitive, fair, transparent and cost effective; 2

4 (iii) empowerment of SMMEs and enterprises that comply with the provisions of Broad- Based Black Economic Empowerment and codes of good practice; (iv) creation of employment and skills development opportunities; and (v) improvement of stakeholder value. (vi) Ensure goods and services are acquired competitively, fairly, transparently; equitably and cost effectively; 3

5 Table of Contents Part 1 Definitions and Background Definitions Regulatory Framework Applicability of the Supply Chain Management Policy Adoption and Amendment of this Policy Oversight Role of the Board of Directors Responsibilities of the Accounting Officer Responsibilities of JDA Officials Responsibilities of Bidders Delegation of Supply Chain Management Powers and Duties Part 2 Acquisition Management Section A: General Range of Procurement Goods General Conditions Lists of Accredited Prospective Providers Panel of Consultants General Procurement Procedures for Written and Verbal Quotations Section B: Quotation System (R2,000 R200,000) Written or Verbal Quotations Section C: Competitive bids (>R200,000) Bid Documentation for Competitive Bids Public Invitation for Competitive Bids (Advertisements) Procedure for Handling, Opening and Recording of Bids Committee System for Competitive Bids Bid Specification Committees Bid Evaluation Committees Bid Adjudication Committees Section D: Competitive bids Other matters Negotiations with Preferred Bidders Two-Stage Bidding Process / Pre-Qualification of Bidders Procurement of Banking Services

6 27. Procurement of Construction Contracts Procurement Under Contracts Secured by Other Organs of State Procurement of Goods Necessitating Special Safety Arrangements Appointment of Consultants Unsolicited Bids Design Competition Extension of Contracts, Variation Orders and Month-to-Month extensions Part 3 Other Stages of Procurement Process System of Demand Management Logistics Management Asset Disposal Management Risk Management Performance Management Deviation from, and Ratification of Minor Breaches of Procurement Processes Combating of Abuse of Supply Chain Management system Part 4 Miscellaneous Matters Proudly SA Campaign Prohibition on Awards to Persons in the Service of the State Awards to Close Family Members of Persons in the Service of the State Ethical Standards Inducements, Rewards, Gifts and Favours to Municipal Entities, Officials and Other Role Players Sponsorships Objections and Complaints Resolution of Disputes, Objections, Complaints and queries Contracts Providing for Compensation Based on Turnover Commencement Annexure A: Code of Conduct for Supply Chain Management Practitioners and Other Role Players Annexure B: Code of Ethical Conduct for Supply Chain Management Practioners and Other Role Players 5

7 1. Definitions Part 1 Definitions and Background 1.1 In this policy, unless the context otherwise indicates, a word or expression to which a meaning has been assigned in the Act has the same meaning as in the Act, and Accounting Officer Accredited Prospective Providers BBBEE Bid Bidder Bid Adjudication Committee Bid Evaluation Committee Bid Specification Committee CIDB Act Competitive bidding process The Chief Executive Officer of the JDA A supplier of goods or services who has been successfully screened and prequalified following a competitive process to provide specific goods or services to the JDA on an as and when basis Broad Based Black Economic Empowerment as defined in the Broad Based Black Economic Empowerment Act, 53 of 2003, as amended read with Preferential Procurement Framework Act, 5 of 2000, as amended A signed written offer that is made for the supply of goods and/or provision of services in response to an invitation to bid Any person submitting a bid A committee constituted by JDA senior officials appointed by the Accounting Officer to consider reports and recommendations from bid evaluation committee and other matters relating to contracts procured through competitive bidding process as provided in this policy A committee constituted by JDA officials appointed by the Accounting Officer to evaluate and consider bids in accordance with the provisions of paragraph 22of this policy A committee constituted by at least one JDA official from the department that requires the services or goods in accordance with the provisions of paragraph 21of this policy The Construction Industry Development Board Act 38 of 2000, as amended A competitive bidding process referred to in Section D of Part 2of this policy 6

8 Competitive bid Contract Contractor Database Design competition Deviation Emergency Final bid award Formal written price quotation Functionality In the service of the state A bid in terms of a competitive bidding process An agreement that results from the acceptance of a signed written offer by the JDA An independent entity or person appointed to supply goods or services that meets the requirements or specification at and agreed price and within a specified timeframe A list of prospective suppliers categorised per commodity and type of service A process of procuring design services in which design professionals are invited to submit detailed design proposals to the JDA. The winner is selected based on the ability of their proposal to meet the requirements of the project A departure approved by the Accounting Officer from the official procurement policies as set out in this policy and the Regulations An unexpected situation or event that arises which require immediate response or action in order to prevent injury to persons, loss of life, damage to property, damage to the environment and/or interference with a normal activities of a firm or person where adherence to normal procurement processes will not be appropriate; Bad planning does not constitute an emergency A final decision on which a bid or written quotation is communicated to the bidder A written offer to the JDA in response to the invitation to bid The measurement according to predetermined requirements, as set out in the tender document, for goods and services designed to be practical and useful taking into account, among other factors, the quality, reliability, viability, durability of the goods or services and the technical capacity and ability of a tenderer Means to be (a) a member of (i) any municipal council; (ii) any provincial legislature; or 7

9 Invitation to bid Long-term contract MSA MSCMR Non-responsive bid Organ of state Other applicable legislation (iii) the National Assembly or the National Council of Provinces; (b) a member of the board of directors of any municipal entity; (c) an official of any municipality or municipal entity; (d) an employee of any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999); (e) a member of the accounting authority of any national or provincial public entity; or (f) an employee of Parliament or a provincial legislature; A formal request by the JDA for the provision of goods and/or services through written price quotations and/or competitive bidding process. A contract with a duration period exceeding one year Municipal Systems Act The Municipal Supply Chain Management Regulations of 2005 A bid that does not meet the minimum criteria as set out in the specifications, including but not limited to, provision of a valid tax clearance certificate, signed offer, municipal accounts, valid registration with applicable regulatory bodies and other statutory requirements of the applicable industry and will include qualified bids where the bidder has refused to withdraw the conditions An organ of the state as defined in section 239 of the Constitution of the Republic of South Africa Any other legislation applicable to municipal supply chain management, including (a) The Preferential Procurement Policy Framework Act 5 of 2000; (b) The Broad-Based Black Economic Empowerment Act53 of 2003; (c) The Construction Industry Development 8

10 Pre-qualification Ratification Responsive bid Restricted bidder Single or sole provider Supply Chain Management Treasury guidelines The Act This policy Unsolicited bid Urgency Board Act38 of 2000; (d) Prevention and Combating of Corrupt Activities Act12 of 2004, and (e) Protected Disclosure Act 26 of (f) The Preferential Procurement Regulation, 2011 The process of screening of potential suppliers of goods and services based on functionality for the purpose of developing a closed list of qualified bidders for further assessment on price and BBBEE A process of ratifying minor technical deviations inline with paragraph 39 of this policy. A bid that does not contain material deviation from the terms and conditions set out in the bid specifications A bidder restricted in terms of the court of law and listed in the register of restricted bidders by National Treasury. ( database of restricted suppliers as per National Treasury website) The only provider of goods or services due to its specialized and unique characteristics or performance capabilities A systems approach to manage the entire flow of goods and services that will create and optimize value for customers in the form of products and services which satisfy customer demands. Any guidelines on supply chain management issued by the Minister in terms of section 168 of the Act The Local Government: Municipal Finance Management Act, 56 of 2003, as amended The JDA Supply Chain Management Policy, read in conjunction with the JDA SCM procedural manual. A proposal submitted by a person or entity at its own initiative without having been invited by the JDA to do so Where in the best interest of the company immediate action is deemed necessary to deviate from this policy in order to complete a project 9

11 2. Regulatory Framework 2.1 This policy is guided by the following legislative framework: The Constitution of the Republic of South Africa, Number 108 of 1996 The Local Government: Municipal Finance Management Act, Number 56 of 2003 The Municipal Supply Chain Management Regulations (in terms of Section 168 of the MFMA) by Notice 868 of 30 May 2005 (MSCMR) The Preferential Procurement Policy Framework Act No 5 of 2000 (PPPFA) Preferential Procurement Regulations, 2011 Broad-Based Black Economic Empowerment Act No 53 of 2003 The Promotion of Administrative Justice Act, Number 3 of 2000 (PAJA) The Promotion of Access to Information Act No. 2 of 2000 The Construction Industry Development Board Act No. 38 of 2000 The Prevention and Combating of Corrupt Activities Act No. 12 of 2004 Municipal Systems Act, Act 32 of 2000 Companies Act, Act 71 of 2008 Any and all SCM circulars issued by National Treasury from time to time. The JDA Code of Ethics Policy 3. Applicability of the Supply Chain Management Policy 3.1 This policy applies to all eligible procurement undertaken by JDA including the disposal of immovable and movable assets. All officials and other role players in the supply chain management system of the JDA must implement this policy in a fair, equitable, transparent, competitive and cost effective manner as contemplated in section 217 of the Constitution. 3.2 However, this policy does not apply in the following instances, except where provided otherwise in this policy: If JDA contracts with another organ of state as contemplated in section 110(2) of the MFMA for: The provision of goods or services to the JDA; 10

12 The provision of a municipal service or assistance in the provision of a municipal service; or The procurement of goods and services under a contract by that other organ of state, provided that the other organ of state has secured the contract by means of a competitive bidding process and the relevant supplier has agreed to such procurement. The other organ of state must confirm in writing that the contract was secured through a competitive bidding process The procurement of goods and services contemplated in Regulation 11(2) of the Regulations Water from the Department of Water affairs or a public entity, another municipality or a municipal entity Electricity from Eskom or a public entity, another municipality or a municipal entity 3.4 Goods and services procured in terms of clause above shall be published in the Mid-year Report and the Annual Report of the JDA as provided in Regulation 11(3) of the Regulations. 4. Adoption and Amendment of this Policy 4.1 The Accounting Officer must Must review the implementation of this policy annually; and Annually submit the policy to the JDA Board of Directors for approval. 5. Oversight Role of the Board of Directors 5.1 The Board shall review and approve this policy for adoption. The Board will thereafter annually review and approve the policy. 5.2 The Board shall maintain oversight over the implementation of this policy. 5.3 The Board shall consider reports relating to the implementation of this policy, including, but not limited to Awards made by the Accounting Officer or any supply chain management committee in terms of this policy; Management of contracts and the performance of contractors; Deviations from, and ratifications of minor breaches of procurement processes; Risk and fraud management processes 11

13 5.4 The Board shall delegate such additional powers and duties to the Accounting Officer so as to enable the Accounting Officer to discharge the supply chain management responsibilities conferred on the Accounting Officers in terms of Chapter 10 of the Act; The Regulations This policy; CIDB Act; MSA; BBBEE Act; and Any other applicable legislation. 5.5 On discovery of any irregular expenditure or any fruitless and wasteful expenditure, JDA's Board of Directors must in terms of Section 102 of the MFMA promptly report, in writing, to the Executive Mayor and Municipal Manager of the CoJ and the Auditor-General: Particulars of the expenditure; and Any steps that have been taken: (i) To recover the expenditure (ii) To prevent the recurrence of the expenditure The Board of Directors must promptly report to the South African Police Service any: (i) Irregular expenditure that may constitute a criminal offence; and (ii) Other losses suffered which resulted from suspected criminal conduct 5.6 The Board of directors reserves its right to maintain oversight over the implementation of this policy. 5.7 For the purposes of such oversight the accounting officer must (i) Within 20 days of the end of each financial year, submit a report on the implementation of this policy to the board of directors, who must then submit the report to the accounting officer of the parent municipality for submission to the council; and (ii) Whenever there are serious and material problems in the implementation of this policy, immediately submit a report to the board of directors, who must then submit the report to the accounting officer of the parent municipality for submission to the council. (iii) Within three months of the beginning of each financial year submit a contracting strategy / procurement plan to the Board for approval or ratification. 12

14 6. Responsibilities of the Accounting Officer 6.1 JDA's Accounting Officer: Is responsible for the management of JDA's expenditure; Is responsible for implementing JDA's budget, Must report in writing to the Board of Directors, and to the Accounting Officer of the CoJ/ parent municipality, any financial problems Must ensure that all revenue received by JDA is reconciled at least on a monthly basis Must take all reasonable steps to ensure that proper mechanisms and separation of duties in the Supply Chain Management system are in place to minimize the likelihood of fraud, corruption, favoritism and unfair and irregular practices Implement this policy If a bid other than the one recommended in the normal course of implementing this policy is approved, JDA's Accounting Officer must, in terms of Section 114 of the MFMA in writing, notify the Auditor- General, The City of Johannesburg and the Board of Directors, of the reasons for deviating from such recommendation Take all reasonable steps in terms of Section 116(2) of the MFMA to ensure that a contract or agreement procured through this policy is properly enforced; Monitor on a monthly basis the performance of contractors under the contract or agreement; The responsibilities of the accounting officer are more clearly defined in the JDA SCM procedural Manual 7. Responsibilities of JDA Officials 7.1 Each official of JDA exercising financial management responsibilities must adhere and follow ethical standards as detailed in the code of ethics policy. 7.2 The ethical standards are more clearly defined in the JDA SCM procedural manual 13

15 8. Responsibilities of Bidders 8.1 Bidders are required to comply with the following requirements: Eligibility Submit a bid only if the bidder complies with the criteria stated in the Bid Document Cost of bidding JDA will not compensate the bidder/s for any costs incurred in the preparation and submission of a bid Clarification meetings/ briefing sessions Bidders are required to attend a clarification meeting or briefing session at which bidders may familiarize themselves with the proposed work, services or supply, location and so forth and raise questions, where provided for in the Bid Document. These meetings may be conducted at the location where the project is required or at JDA premises such that prospective bidders are able to view and evaluate the environment where the work is required in order to assist in compiling their response. Failure to attend a clarification meeting / briefing session when compulsory will result in the disqualification of any bids from the tender process Site visits Site visits are actual visits conducted by JDA whereby the bidder s physical place of business is inspected and evaluated to ensure the existence of the business, its facilities, resources and capability Fixed Rates It is preferred that bidders provide rates and prices that are fixed for the duration of the contract and not subject to adjustment except as provided for in the Conditions of Contract, e.g. Consumer Price Index (CPI). The rates and prices should be stated in South African Rand unless instructed otherwise as an additional condition in the Bid Document Alterations to documents Bidders are required not to make alterations or additions to the bid documents except to comply with instructions issued by JDA or if 14

16 necessary to correct errors made by the bidder such as price/calculations. All such alterations must be initialed or authenticated by the authorized signatory to the bid. Corrections may not be made using correction fluid, correction tape or the like. Failure to adhere to this requirement will result in the elimination of the bid Submitting a bid All bids must be submitted in the original/official form. Bidders are required to submit a bid for providing the whole works, services or supply identified in the bid advertisement or document unless stated otherwise as an additional condition in the conditions of the bid. Non-adherence to this requirement will result in the elimination of the bid Completion of Bid document Bid documents must be completed using non-erasable ink, preferably Black. Bids that are received contrary to this requirement will be eliminated JDA Reservations JDA reserves the right to award or not to award contracts and tenders at its discretion. 9. Delegation of Supply Chain Management Powers and Duties 9.1 The following applies to delegations and sub-delegations made by the Accounting Officer or Board of JDA, which delegations are detailed in the Delegation of Authority Framework of JDA which is approved by the Board: The accounting officer or Board may not sub-delegate any supply chain management powers or duties to a person who is not an official of the municipal entity or to a committee which is not exclusively composed of officials of the municipal entity No delegation shall be made permitting an official to whom the power to make final awards has been delegated, to make a final award in a competitive bidding process otherwise than through the committee system provided for in paragraph 20 of this policy. 15

17 Part 2 Acquisition Management Section A: General 10. Range of Procurement Goods 10.1 This policy provides for the procurement of goods and services by way of the following processes: Petty cash purchases, up to a transaction value of R 2000 (VAT included) Written or verbal quotations for procurements of a transaction value over R2000 up to R (VAT included); Formal written price quotations for procurements of a transaction value over R up to R (VAT included); Formal written price quotations advertised on the JDA Website for seven days for procurement of transaction value over R up to R (VAT Included); A competitive bidding process for (i) Procurements above a transaction value of R (VAT included); and (ii) The procurement of long term contracts Goods or services may not deliberately be split into parts or items of a lesser value merely to avoid complying with the requirements of this policy. When determining transaction values, a requirement for goods or services consisting of different parts or items must as far as possible be treated and dealt with as a single transaction. 11. General Conditions 11.1 A written quotation or bid may not be considered unless the provider who submitted the quotation or bid: Has furnished the JDA with (i) Full name; (ii) Identification number or company or other registration number; and (iii) Tax reference number and VAT registration number, if any Has authorised the JDA to obtain a tax clearance from the South African Revenue Services that the provider s tax matters are in order, or 16

18 alternatively has furnished the JDA with such tax clearance, the requirement is only applicable to awards in excess of R15, Has provided the JDA with its Municipal Accounts and no amount is in arrears for more than 90 days Is not listed on the National Treasury s database of restricted suppliers Has indicated whether he or she is in the service of the state, or has been in the service of the state in the previous twelve months; (i) If 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 (ii) Whether a spouse, child or parent of the provider or of a director, manager, shareholder or stakeholder referred to in subparagraph (i) is in the service of the state, or has been in the service of the state in the previous twelve months. 12. Lists of Accredited Prospective Providers 12.1 The accounting officer must Keep a list of accredited prospective providers of goods and services At least once a year through newspapers commonly circulating locally, the website and any other appropriate ways, invite prospective providers of goods or services to apply for evaluation and listing as accredited prospective providers; Specify the listing criteria for accredited prospective providers; and Disallow the listing of any prospective provider whose name appears on the National Treasury s database as a person prohibited from doing business with the public sector The list must be updated throughout the year to include any additional prospective providers and any new commodities or types of services. Prospective providers must be allowed to submit applications for listing at any time The list must be compiled per commodity and per type of service When using the list of accredited prospective providers the accounting officer must promote ongoing competition amongst providers by inviting providers to submit quotations on a rotation basis; 17

19 13. Panel of Consultants 13.1 The JDA may award contracts to a Panel of service providers for any consultancy work to be performed through competitive bidding The duration of the contracts with the Panel of service providers may be for a period of 3 years The panel of experts system is further discussed in the JDA SCM procedure manual 14. General Procurement Procedures for Written and Verbal Quotations 14.1 All requirements in excess of R (VAT included) that are to be procured by means of formal written price quotations must be advertised for at least seven days on the website and on an official notice board of the JDA; 14.2 Offers received must be evaluated on a comparative basis taking into account unconditional discounts; 14.3 Offers below R (VAT included) must be awarded based on compliance to specifications and conditions of contract, ability and capability to deliver the goods and services and lowest price; 14.4 Acceptable offers, which are subject to the preference points system (PPPFA and other regulations), must be awarded to the bidder who scored the highest points; In line with this, awards above R30,000 (VAT Inclusive) must be made in accordance with the 80:20 points scoring system and awards above R1,000,000 must be made in accordance with the 90:10 points scoring system The contract document of the awarded bidder including the documents of the unsuccessful bidders should be kept in a secure place for proper record keeping. 18

20 Section B: Quotation System (R2,000 R200,000) 15. Written or Verbal Quotations 15.1 Verbal quotations are only acceptable in cases of an emergency or urgency. Where verbal quotations are sought, the supply or service may only be obtained once the service provider has confirmed such quotation in writing. A purchase order will only be issued against a written confirmation Verbal quotations are only acceptable if the procurement value is less than R10,000 (VAT inclusive) 15.3 Quotations must be obtained from at least three different providers preferably from, but not limited to, providers whose names appear on the list of accredited prospective providers of the JDA, provided that if quotations are obtained from providers who are not listed, such providers must meet the listing criteria as set out by the Accounting Officer in terms of 12 of this policy If it is not possible to obtain at least three quotations, the reasons must be recorded and approved by the chief financial officer or an official designated by the chief financial officer. Such a designated official must within three days of the end of each month report to the chief financial officer on any approvals given during that month by that official in terms of that subparagraph. All approvals signed by the Chief Financial Officer or such delegated official must be submitted to the Accounting officer on a quarterly basis. Refer to the JDA SCM procedural manual for more detailed guidance on deviation approvals The accounting officer must record the names of the potential providers requested to provide such quotations with their quoted prices; 15.6 The following applies to quotations obtained for transactions above R30,000: A valid and original tax clearance certificate should be obtained before a contract is entered into with a winning supplier Awards should be adjudicated on the 80:20 preference points system as detailed in the JDA SCM procedural manual. 19

21 Section C: Competitive bids (>R200,000) 16. Bid Documentation for Competitive Bids 16.1 The criteria to which bid documentation must comply are summarised in the JDA SCM procedural manual, but must Take into account (i) The general conditions of contract and any special conditions of contract, if specified; (ii) Any Treasury guidelines on bid documentation; and (iii) The requirements of the Construction Industry Development Board, in the case of a bid relating to construction, upgrading or refurbishment of buildings or infrastructure; Include the preference points system to be used, goals as contemplated in the Preferential Procurement Regulations and evaluation and adjudication criteria, including any criteria required by other applicable legislation; Compel bidders to declare any conflict of interest they may have in the transaction for which the bid is submitted; If the value of the transaction is expected to exceed R10 million (VAT included), require bidders to furnish Their audited annual financial statements For the past three years; or Since their establishment if established during the past three years; A certificate signed by the bidder certifying that the bidder has no undisputed commitments for municipal services towards a municipality or other service provider in respect of which payment is overdue for more than 30 days; Particulars of any contracts awarded to the bidder by an organ of state during the past five years, including particulars of any material non-compliance or dispute concerning the execution of such contract; A statement indicating whether any portion of the goods or services are expected to be sourced from outside the Republic, and, if so, what portion and whether any portion of 20

22 payment from the municipality or JDA is expected to be transferred out of the Republic; Stipulate that disputes must be settled by means of mutual consultation, mediation (with or without legal representation), or, when unsuccessful, in a South African court of law Must contain at least the information required by the Municipal Bid Documents (MDS s) as updated by National Treasury from time to time. 17. Public Invitation for Competitive Bids (Advertisements) 17.1 Any invitation to prospective providers to submit bids must be by means of a public advertisement in newspapers commonly circulating locally, the website of the JDA or any other appropriate ways The information contained in a public advertisement, must include The closure date for the submission of bids, which may not be less than 30 days in the case of transactions over R10 million (VAT included), or which are of a long term nature, or 14 days in any other case, from the date on which the advertisement is placed in a newspaper A statement that bids may only be submitted on the bid documentation provided by the JDA; and Date, time and venue of any proposed site meetings or briefing sessions, if applicable; 17.3 The accounting officer may determine a closure date for the submission of bids which is less than the 30 or 14 days requirement, but only if such shorter period can be justified on the grounds of urgency or emergency or any exceptional case where it is impractical or impossible to follow the official procurement process Bids submitted must be sealed Where bids are requested in electronic format, such bids must be supplemented by sealed hard copies. 18. Handling, Opening and Recording of Bids 18.1 Bids Must be opened only in public; Must be opened at the same time and as soon as possible after the period for the submission of bids has expired; and Bids received after the closing time should not be considered and returned unopened immediately. 21

23 18.2 Any bidder or member of the public has the right to request that the names of the bidders who submitted bids in time must be read out and, if practical, also each bidder s total bidding price; 18.3 No information, except the provisions in subparagraph (b), relating to the bid should be disclosed to bidders or other persons until the successful bidder is notified of the award; and 18.4 The accounting officer must (i) Record in a register all bids received in time; (ii) Make the register available for public inspection; and (iii) Publish the entries in the register and the bid results on the website. 19. Committee System for Competitive Bids 19.1 A committee system for competitive bids is hereby established, consisting of the following committees for each procurement or cluster of procurements as the accounting officer may determine: (i) A bid specification committee; (ii) A bid evaluation committee; and (iii) A bid adjudication committee; 19.2 The accounting officer appoints the members of each committee, taking into account section 117 of the Act. In terms of section 117 no councilors/board Member of any municipality may be a member of any of the bid committees nor attend any such meeting as an observer A neutral or independent observer, appointed by the accounting officer, must attend or oversee a committee when this is appropriate for ensuring fairness and promoting transparency All committees must be consistent with regulation 27, 28 and 29 of the regulations; which are covered in detail in the JDA SCM procedural manual. 20. Bid Specification Committees 20.1 A bid specification committee must be composed of at least two officials of the JDA, which must include an official from the SCM department and the manager responsible for the function involved, and may, when appropriate, include external specialist advisors No person, advisor or corporate entity involved with the bid specification committee, or director of such a corporate entity, may bid for any resulting contracts Specifications Must be drafted in an unbiased manner 22

24 Must take account of any accepted standards Must, where possible, be described in terms of performance required rather than in terms of descriptive characteristics for design; May not create trade barriers May not make reference to any particular trade mark, name, patent, design (unless such design was identified by the JDA as the preferred design or is necessary for the completion of a specific project on terms of the projects mission), type, specific origin or producer unless there is no other sufficiently precise or intelligible way of describing the characteristics of the work, in which case such reference must be accompanied by the word equivalent ; Must indicate each specific goal for which points may be awarded in terms of the points system as set out in this policy; and Must be approved by the accounting officer or his/her delegate prior to publication of the invitation for bids. The delegated official may therefore not approve his/her own bid specifications The specifications and responsibilities of committee members are more clearly defined in the JDA SCM procedural manual. 21. Bid Evaluation Committees 21.1 A bid evaluation committee must as far as possible be composed of Officials from departments requiring the goods or services; an official from another department and At least one supply chain management practitioner of the JDA May include experts in the particular field, e.g. architects for construction contracts. Such experts who are not employees of the JDA may not cast any votes and may not do any functionality scoring on a particular bid A bid evaluation committee must Evaluate bids in accordance with (i) The specifications for a specific procurement; and (ii) The points system set out in terms of paragraph Evaluate each bidder s ability to execute the contracting terms of the functionality scoring provided for in terms of circular 53 issued by the National Treasury; Check in respect of the recommended bidder whether municipal rates and taxes and municipal service charges are not in arrears, and; Submit to the adjudication committee a report and recommendations regarding the award of the bid or any other related matter. 23

25 22. Bid Adjudication Committees 22.1 A bid adjudication committee must consist of at least four senior managers of the JDA which must include The chief financial officer or, if the chief financial officer is not available, another manager in the financial office reporting directly to the chief financial officer and designated by the chief financial officer; and At least one senior supply chain management practitioner who is an official of the JDA; Any Senior Managers of the JDA as well as the manager responsible for risk management; and A technical expert in the relevant field who is an official, if such an expert exists A bid adjudication committee must Consider the report and recommendations of the bid evaluation committee; and either (i) Depending on its delegations, make a final award or a recommendation to the accounting officer to make the final award; or (ii) Make another recommendation to the accounting officer how to proceed with the relevant procurement The accounting officer must appoint the chairperson of the committee. If 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 Neither a member of a bid evaluation committee, nor an advisor or person assisting the evaluation committee, may be a member of a bid adjudication committee If the bid adjudication committee decides to award a bid other than the one recommended by the bid evaluation committee, the bid adjudication committee must prior to awarding the bid (i) check in respect of the preferred bidder whether that bidder s municipal rates and taxes and municipal service charges are not in arrears, and; (ii) notify the accounting officer. The accounting officer may (i) after due consideration of the reasons for the deviation, ratify or reject the decision of the bid adjudication committee referred to in paragraph (a); and 24

26 (ii) if the decision of the bid adjudication committee is rejected, refer the decision of the bid adjudication committee back to that committee for reconsideration The accounting officer must comply with section 114 of the Act within 10 working days by advising the Auditor- General, National Treasury and the 22.7 Parent Municipality of the reasons for deviating from the recommended tender. Section D: Competitive bids Other matters 23. Negotiations with Preferred Bidders 23.1 The accounting officer may negotiate the final terms of a contract with bidders identified through a competitive bidding process as preferred bidders, provided that such negotiation Does not allow any preferred bidder a second or unfair opportunity; Is not to the detriment of any other bidder; and Does not lead to a higher price than the bid as submitted Minutes of such negotiations must be kept for record purposes. 24. Two-Stage Bidding Process / Pre-Qualification of Bidders 24.1 A two-stage bidding process is allowed for (i) Large complex projects; (ii) Long term projects with a duration period exceeding three years; or (iii) Projects where it may be impractical to prepare complete detailed technical specifications; 24.2 In the first stage technical proposals on conceptual design or performance specifications should be invited, subject to technical as well as commercial clarifications and adjustments In the second stage final technical proposals and priced bids should be invited. 25

27 25. Procurement of Banking Services 25.1 Procurement of Banking Services are done directly by the parent Municipality. 26. Additional Requirements for Procurement of Construction Contracts 26.1 Procurement for construction contracts must be procured in line with the provisions of the CIDB. Construction procurement is defined as procurement in the construction industry, including the invitation, award and management of contracts 26.2 The documents/regulations published that has to be adhered to, as a minimum, in terms of this contract are: CIDB Code of Conduct for the Parties engaged in Construction Procurement CIDB Standard for Uniformity in Construction Procurement CIDB range of tender values for Contractors 26.3 The applicable legislation and the procedural impacts thereof are detailed in the JDA SCM procedure manual. 27. Procurement Under Contracts Secured by Other Organs of State 27.1 The accounting officer may procure goods or services under a contract secured by another organ of state, but only if regulations 32 of the MSCMR is adhered to The provision is disclosed in more detail in the JDA SCM procedure manual. 28. Procurement of Goods Necessitating Special Safety Arrangements 28.1 The acquisition and storage of goods in bulk (other than water), which necessitate special safety arrangements, including gasses and fuel, should be avoided wherever possible Where the storage of goods in bulk is justified, such justification must be based on sound reasons, including the total cost of ownership, cost advantages and environmental impact and must be approved by the accounting officer. 26

28 29. Appointment of Consultants 29.1 The accounting officer may procure consulting services provided that any Treasury guidelines in respect of consulting services are taken into account when such procurements are made Consultancy services must be procured through competitive bids if The value of the contract exceeds R (VAT included); or The duration period of the contract exceeds one year In addition to any requirements prescribed by this policy for competitive bids, bidders must furnish particulars of All consultancy services provided to an organ of state in the last five years; and Any similar consultancy services provided to an organ of state in the last five years The accounting officer must ensure that copyright in any document produced, and the patent rights or ownership in any plant, machinery, thing, system or process designed or devised, by a consultant in the course of the consultancy service is vested in the JDA When the JDA procures consultants it may procure a panel of consultants as defined in paragraph 13 of this policy and as detailed in the JDA SCM procedure manual. 30. Unsolicited Bids 30.1 In accordance with section 113 of the Act there is no obligation to consider unsolicited bids received outside a normal bidding process The JDA may from time to time enter into agreements with landowners and/or partnerships provided that: The product or service offered in terms of the bid is a demonstrably or proven unique innovative concept; The product or service will be exceptionally beneficial to, or have exceptional cost advantages; The person who made the bid is the sole provider of the product or service; and The reasons for not going through the normal bidding processes are found to be sound by the accounting officer. 27

29 30.3 The provision is disclosed in more detail in the JDA SCM procedure manual. 31. Design Competition 31.1 Where appropriate, the JDA may use a design competition process to contract design professionals as part of the professional team for strategic or iconic projects where design outcomes are important to the project success and impact 31.2 When design competitions are used the following principles should apply: The advertising of design competitions should be done by inviting proposals from the public; A two stage adjudication process should be used, with adjudication of concept designs in order to identify a short-list of competitors; The second phase of adjudication should include clear guidance on the scope and level of detail required in the design competition entries; A design fee should be paid to all shortlisted competitors who submit compliant designs for the second phase. This is to ensure that smaller design teams are not excluded from the competition because they cannot afford to compete; and Adjudication criteria must be spelt out clearly in the design competition adverts. 32. Extension of Contracts, Variation Orders and Month-to-Month extensions 32.1 Contracts awarded by the JDA may be extended, provided that the Accounting Officer and Bid Adjudication Committee s approval has been obtained Contracts may only be extended if: It constitutes a natural continuation of work, that could not have been foreseen when the specification for the contracts were drawn-up; or It is because of an increase in fees that could not have been foreseen by either the contractor or the JDA; or The tender process has been delayed because of circumstances beyond the control of the JDA. 28

30 Part 3 Other Stages of Procurement Process 33. System of Demand Management 33.1 The Accounting Officer must establish and implement an effective system of demand management system in order to ensure that the resources required by the JDA support its operational commitments and its strategic goals outlined in the Strategic/Business Plan The JDA demand management system is detailed in the JDA SCM procedure manual as approved by the Accounting Officer. 34. Logistics Management 34.1 The accounting officer must establish and implement an effective system of logistics management that sets procedures for inventory management, asset management, vendor performance management and contract management The JDA logistics management system is detailed in the JDA SCM procedure manual as approved by the Accounting Officer. 35. Asset Disposal Management 35.1 The authority for the disposal of assets rests with the Chief Financial Officer The Asset Disposal Committee is hereby established and must consist of at least: The Chief Financial Officer Any official from the procurement department At least two other senior managers of the JDA 35.3 The Asset Disposal Committee must on a quarterly basis: Review all assets pending disposal; Assess the best possible disposal method and; Make recommendations to the Chief Financial Officer on the disposal methods to be applied; 35.4 Assets may be disposed of by Transferring the asset to another organ of state in terms of a provision of the Act enabling the transfer of assets; 29

31 Transferring the asset to another organ of state at market related value or, when appropriate, free of charge; Selling the asset; or Destroying the asset The accounting officer must ensure that Immovable property is sold only at market related prices except when the public interest or the plight of the poor demands otherwise; Movable assets are sold either by way of written price quotations, a competitive bidding process, auction or at market related prices, whichever is the most advantageous; Firearms are not sold or donated to any person or institution within or outside the Republic unless approved by the National Conventional Arms Control Committee; Immovable property is let at market related rates except when the public interest or the plight of the poor demands otherwise; All fees, charges, rates, tariffs, scales of fees or other charges relating to the letting of immovable property are annually reviewed; Where assets are traded in for other assets, the highest possible tradein price is negotiated; and In the case of the free disposal of computer equipment, the provincial department of education is first approached to indicate within 30 days whether any of the local schools are interested in the equipment. 36. Risk Management 36.1 The Accounting Officer shall ensure that JDA has and maintains an effective system of risk management for the identification, consideration and avoidance of potential risks in the SCM process and shall be accountable to the Board Aspects of risk management shall be allocated to the CFO, the SCM practitioners, the bid committees risk and compliance function each of which shall ultimately be accountable to the Accounting Officer for the discharge of their responsibilities 36.3 The criteria for the identification, consideration and avoidance of potential risks in the supply chain management system must include The identification of risks on a case-by-case basis; 30