Procurement_Policy_Flow_chart by A6524fjQ

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									                                                                                                                                                                              ANNEXURE "E"

                                                                                                COMMUNICARE

     FLOW DIAGRAM FOR PROCUREMENT OF GOODS, SERVICES AND ENGINEERING AND CONSTRUCTION WORKS



1. Procurement
threshold level                One                      Two                      Three                      Four                      Five                      Six                    Seven




 2. Expenditure                                                             R10 001 to R50            R50 001 to R100          R100 001 to R250         R250 001 to R500
limit (excl VAT)             ≤ R500               R501 to R10 000                000                        000                      000                      000                    > R500 000




3. Procurement          Direct purchase                                                                                                                  Invited tender (at       Invited tender (at
   procedure           without competition         One quotation             Two quotations           Three quotations          Four quotations                least 5)                 least 5)




                                                                                                        At least two             At least three           At least three            At least three
                                                                              At least one            enterprises with          enterprises with         enterprises with          enterprises with
4. Target group           Any enterprise           Any enterprise         enterprise with BEE               BEE                       BEE                      BEE                       BEE




                                                                                                                                                        80 points for price      90 points for price
                                                                                                                                                            and 20 for               and 10 for
                                                                                                                                                        preference points        preference points
                                                                                                                                                         (BEE, capacity,          (BEE, capacity,
   5. Tender                                                                                                                                            experience, quality      experience, quality
  adjudication                Price                     Price                     Price                    Price                     Price                     etc)                     etc)




 6.1 Approval              Area/ Line/
   authority               Department                                                                                                                                               Procurement
 (Operational              Managers,             Area Managers and         Line or Department                                                                                    Committee up to R1
 Expenditure)           Executive and MD            Co-ordinators               Manager             Executive Manager         Executive Manager         Managing Director        000 000 then Board

 6.2 Approval                                                                                                                  Managing Director
   authority                                                                                                                    up to R150 000
    (Capital                                                                                                                   then Procurement
 Expenditure)          Executive Manager         Executive Manager         Executive Manager         Managing Director            Committee                   Board                     Board




                                                                                                                                                         Standard Specs,           Standard Specs,
     7.                                           Written quotation        Written quotations        Written quotations        Written quotations        CoCs or BoQs,             CoCs or BoQs,
Documentation           Receipt or invoice           and order                 and order                 and order                 and order           lump sum contracts        lump sum contracts




                                                                                                                                                          10% or JBCC /            10% or JBCC /
    8. Surety                  n/a                       n/a                      2,5%                     2,5%               5% or JBCC / GCC                GCC                      GCC




                                                                             5% reducing to           5% reducing to            10% reducing to
                                                                              2,5% during              2,5% during                5% during              10% up to 5% of          10% up to 5% of
  9. Retention                 n/a                       n/a                  maintenance              maintenance               maintenance              the tender sum           the tender sum




 10. Standard
payment terms           Petty cash or card          Payments on a monthly cycle-Invoices submitted on or before 30th of a particlar month will be paid by the 30th of the ensuing month (see note)


Notes pertaining to item numbers above
3 and 10. Quotations will be in writing and may be faxed. For payment purposes the original quotation and invoice needs to be submitted together.

4. The purchaser will endeavor to get a quotation(s) from a supplier who is BEE accredited with maximun BEE Compliance Level, where possible.

8 and 9. Surety and retention requirements may be reduced or waived altogether depending on the product being purchased.
Changes may also be made to bring it in line with the JBCC and GCC documents. Communicare must not be exposed to undue commercial risk.

10. Upon request, an Enterprise may be paid earlier or more frequently if the Enterprise is a SMME with more than 50% Black Equity Interest on Communicare's
    database. Invoices must be submitted on or before the 30th or 15th of a month in order to be paid two weeks later.
                                                                                                                                                                                     ANNEXURE 'H'

                                                                                                               COMMUNICARE
 REPORTING FORMAT -                          Calculation of tender adjudication points



Contract Number :                                                                                              Project :

         (a)                    (b)                    (c)                                                     (d)                 (e)                     (f)                 (g)                 (h)
                                                                                                                                                       Points for




                                                                                                  Experience
                                                                                                                           Points for price [Np] preference [Ng] max




                                                                                                               Financial
                                                                                       Capacity
                                                                                                                           max 80(up R500000) 20(up to R500000)         Total adjudication




                                                                             Quality
                                               Corrected tender                                                              or max 90(over         or max 10(over            points




                                                                      BEE
      Tenderer             Tender sum         sum (if applicable)                                                               R500000)               R500000)              max 100         Tender ranking
                                                                                                                                   0.00                     0                  0.00
                                                                                                                                 #DIV/0!                    0                 #DIV/0!
                                                                                                                                 #DIV/0!                    0                 #DIV/0!
                                                                                                                                 #DIV/0!                    0                 #DIV/0!
                                                                                                                                 #DIV/0!                    0                 #DIV/0!
                                                                                                                                 #DIV/0!                    0                 #DIV/0!
                                                               Max 30 15 20 20 15


Notes
1. Enter name of tenderers in column (a), ensure they are entered in the correct order, namely from lowest contract value to highest contract value.
2. Enter the corresponding tender value in column (b).
3. Enter the corrected tender sum in column (c).
4. Enter the percentage HDI equity ownership in column (d).
5. Enter the max points for price in block G29 (80 or 90 depending on the value of the contract)
6. Enter the max points for preference in block G30 (10 or 20 depending on the value of the contract)
7. Columns (e,f and g) needs no data as it calculates the figures automatically.
8. Enter the ranking position in column (h), 1 for tenderer with the highest points, 2 for next,etc.


Np = 80 or 90 (1-(Pt-Pmin)/Pmin)             Ng = 10 or 20 ((%BEE Scorecard+%Quality of Service+%Capacity+%Experience+%Financial Ability)/100)

                                                                            BEE Scorecard                                   Quality of Service   Capacity / Resources      Experience        Financial Ability
                                                       Total Points              30                                                 15                    20                  20                   15
                                                                                                                                      ANNEXURE 'D'

                                                 COMMUNICARE

      FLOW DIAGRAM FOR PROCUREMENT OF PROFESSIONAL SERVICE PROVIDERS (PSP)



                  1. Procurement
                  threshold level                   One                         Two                              Three



                2. Expenditure limit
                     (excl VAT)                 ≤ R50 000              R50 001 to R500 000                    > R500 001



                                                                                                            Identify group of
                  3. Procurement             Identify suitable           Identify suitable               suitable Consultants /
                     procedure               Consultant / PSP            Consultant / PSP                        PSP's



                                                                                                              Any three
                                            Any one Enterprise,        Any two Enterprises,              Enterprises, evaluate
                  4. Target group             evaluate BEE                evaluate BEE                           BEE



                                             Based on BEE                 Based on BEE                      Based on BEE
                                                 Scorecard,                   Scorecard,                        Scorecard,
                                           Experience, Quality,         Experience, Quality,              Experience, Quality,
                                           Capacity, Financial          Capacity, Financial               Capacity, Financial
                  5. Appointment           ability and Discount         ability and Discount              ability and Discount
                   adjudication                    offered                      offered                           offered



                                              Brief or terms of           Brief or terms of                 Brief or terms of
                6. Documentation                 reference                   reference                         reference



                  7. Professional                                        Proof of indemnity                Proof of indemnity
                     indemnity                                               required                          required



                    8. Approval              Line / Department
                     authority                   Manager                     Executive                    Managing Director



 9. Standard
payment terms      Payments on a monthly cycle-Invoices dated on or before 30th of a particular month will be paid by the 30th of the ensuing month

								
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