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Slide 1 - joburg-archivecoza

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Slide 1 - joburg-archivecoza

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

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Supplier 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

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Current Supplier Programmes
Suppliers 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; Suppliers 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;

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City’s Typical Procurement Methods

Process Informal Quotations Formal Quotations Tenders/ Bids/ Proposals Contract Call Offs

Value < R 30 000 > R 30 000 < R 200 000 > R 200 000 Any Value

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3 quotes – RFQ 80:20

Procurement Process Flow Ad hoc Procurement Less than R30,000
High Level Process Flow

User Confirms Budget & prepares Specification

Lead-time for Dept to resolve queries/issues on Requisition

Identify suppliers on the CoJ Supplier Database

Lead-time to process Quotation Invitation document

Lead-time for Quotations from Suppliers

Lead-time for evaluation & Award

1 day

1 day
If Applicable

2 days
Concurrent

1day

3 days

1 day

Lead-time to forward Delivery Note & Invoice to Payments

Lead-time to resolve performance breaches/issues

Lead-time from PO to delivery by Supplier

Lead-time to process Requisition & Quotation into Purchase Order

1 day

2 days
If Applicable

As per contracted Lead Time

2 days

Lead-time from Request to placing of Purchase Order with Supplier

9 working days

SCMU Supplier Department

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

Lead-time for Dept to resolve queries/issues on Requisition

Lead-time to process Request for Quote document

Lead-time for SCM Bid Spec Committee to approve RFQ

Lead-time for Quotations 7 days Notice Board Website Invitations – 5 Quotes from Database

1day

1day

1 day
If Applicable

1day

3 days

7 days

Lead-time to forward Delivery Note & Invoice to Payments

Lead-time to resolve performance breaches/issues

Lead-time from PO to delivery by Supplier

Lead-time to process Requisition & Quote into Purchase Order

Lead-time for User Consultation with SCMU & report finalised

Lead-time for evaluation of Quotes & submission by SCMU *

1 day

2 days
If Applicable

As per contracted Lead Time

2 days

3 days

3 days

SCMU Lead-time from Request to placing of Purchase Order with Supplier Supplier

21 Working Days

Department
*SCM Will evaluate all quotations received in terms of the 80:20 Points Principle in terms of the PPPF Act

Procurement Process Flow Ad hoc Procurement greater than R200,000
Pre Bid Pre Bid Phase Phase

Bid Phase
Bidding Period Evaluation period 15 Days • • SCM – Bids received scheduled • Set up Bid • Evaluation Committee • BEC Evaluation • • Shortlist (if • applicable.) • Presentations to BEC (if applicable.) • Recommendations finalised • EAC/ CAC Report Finalised Adjudication Period 15 Days SCM – due diligence check on reports Legal Comments on Reports Relevant ED signs of report Confirm/ Schedule CAC and EAC meetings Bid Award Post Bid Phase

Time Line Task

5 Days • Confirm Budget • Draft Specification (Dept) • Set up Bid Spec Committee (BSC) • Finalise Specification Agree on evaluation criteria (PPPFA+Others) • Prepare Bid RFP

20 - 35 Days • 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

20 Days • EAC/CAC to make bid decisions • SCM actions CAC & EAC decisions • Supplier confirmed – award letter • Decision communiqué to all bidders • Contract/SLA proposal with successful bidder • Follow up process – additional conditions of tender award

Who? BSC made up of: • User Dept Project manager/ champion/experts • SCM Dept • Other technical team members 7

• SCM Dept • Suppliers

• SCM • SCM • BEC made up of: • User Dept • User Dept Project • CAC and EAC manager/ champion/experts • SCM Dept/Legal/Fin • Other technical team members

• SCM • Suppliers

• SCM • User Dept

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
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Questions and Answers

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