SUPPLY CHAIN MANAGEMENT UNIT SMME Workshop Kenneth Pillay: Supply Chain Processes 11 June 2008

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1 1 SUPPLY CHAIN MANAGEMENT UNIT SMME Workshop Kenneth Pillay: Supply Chain Processes 11 June 2008

2 Registration Process To be an accredited vendor in the CoJ the following is required: COJ Registration Form (Declaration and Commissioner of Oaths) Business Registration Documents CC s, etc. Tax and Vat Certification from SARS Latest Municipal Rates and Taxes Account Shareholders or Partnership Agreements/Certificates Business Bank Account/ Cancelled Cheque Certified Identity Documents Statutory Affiliations eg. PSIRA, ECSA 2

3 Current Programmes s Workshops Quarterly at each Region; Monitoring of the City s BEE targets (Current 68%) Forward planning of BEE spend; Awareness campaign on BEE related matters for officials of the City; Provide a professional help desk for managing queries; s awareness campaign of BEE related issues e.g Business Expo s, Rand Show; Establish partnership with private and public sectors that have advanced in the development and management of BBBEE; 3

4 City s Typical Procurement Methods Process Value Informal Quotations < R Formal Quotations > R < R Tenders/ Bids/ Proposals > R Contract Call Offs Any Value 4

5 3 quotes RFQ 80:20 Procurement Process Flow Ad hoc Procurement Less than R30,000 High Level Process Flow User Confirms Budget & prepares Specification Dept to resolve queries/issues on Requisition Identify suppliers on the CoJ Database process Quotation Invitation document Quotations from s evaluation & Award If Applicable Concurrent 1day 3 days forward Delivery Note & Invoice to Payments resolve performance breaches/issues Lead-time from PO to delivery by process Requisition & Quotation into Purchase Order If Applicable As per contracted Lead Time Lead-time from Request to placing of Purchase Order with 9 working days SCMU Department

6 3 quotes RFQ 80:20 Procurement Process Flow Ad hoc Procurement from R30,000 to R200,000 High Level Process Flow User Confirms Budget & prepares Specification Lead-time Process SAP Requisition Dept to resolve queries/issues on Requisition Lead-time to process Request for Quote document SCM Bid Spec Committee to approve RFQ Quotations 7 days Notice Board Website Invitations 5 Quotes from Database 1day 1day If Applicable 1day 3 days 7 days forward Delivery Note & Invoice to Payments resolve performance breaches/issues Lead-time from PO to delivery by process Requisition & Quote into Purchase Order User Consultation with SCMU & report finalised evaluation of Quotes & submission by SCMU * If Applicable As per contracted Lead Time 3 days 3 days Lead-time from Request to placing of Purchase Order with 21 Working Days SCMU Department *SCM Will evaluate all quotations received in terms of the 80:20 Points Principle in terms of the PPPF Act

7 Procurement Process Flow Ad hoc Procurement greater than R200,000 Pre Pre Bid Bid Phase Phase Bidding Period Bid Phase Evaluation period Adjudication Period Bid Award Post Bid Phase Time Line Task 7 5 Days Days 15 Days 15 Days 20 Days Confirm Budget Draft Specification (Dept) Set up Bid Spec Committee (BSC) Finalise Specification - Agree on evaluation criteria (PPPFA+Others) Prepare Bid RFP Who? BSC made up of: User Dept Project manager/ champion/experts Dept Other technical team members Bid advertised (14 to 30 Working Days) Bid docs collected and completed by suppliers Briefing Session/ Site Visits Bids received on deadline accepted for evaluation Dept s Bids due received scheduled diligence check on Set up Bid reports Evaluation Legal Comments Committee on Reports BEC Evaluation Relevant ED signs Shortlist (if of report applicable.) Confirm/ Schedule Presentations to CAC and EAC BEC (if meetings applicable.) Recommendations finalised EAC/ CAC Report Finalised BEC made up of: User Dept Project manager/ champion/experts Dept/Legal/Fin Other technical team members User Dept CAC and EAC EAC/CAC to make bid decisions actions CAC & EAC decisions confirmed award letter Decision communiqué to all bidders s Contract/SLA proposal with successful bidder Follow up process additional conditions of tender award User Dept

8 KEY BIDDING REQUIREMENTS Some of the key requirements are: Submission of an original valid tax clearance certificate, or a letter from SARS stating that suitable arrangements have been made with SARS Form of Proposal Signature & Alterations in the Form of Proposal Bids must be in accordance with the City specification Incomplete bidding documents Insufficient demonstration of capacity and capability JV and Consortium Requirements Compulsory Site Meetings Late tenders Detailed submission requirements will be contained in the Bidding Documents 8 8

9 Questions and Answers 9

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