Bid Committees System In The Public Sector Training

Public Sector Supply Chain Model

• Brief summary of the SCM model indicating how the tender process fits into the model Relationship between Demand Management and Acquisition Management analysed in relation to the goods, works and services required

The Regularity Framework to Ensure Compliance

• PFMA/MFMA

• Treasury Regulations

• Preferential Policy Framework Act, PPPFA Act No 5 of 2000

• Broad-Based Black Economic Empowerment Act,

• Preferential Procurement Regulations 2022

• Requirements of the Procurement Regulation 2022 to all responsive bids

• Role-players in the process

• National Treasury guidelines regarding Procurement Planning

• National Treasury guidelines regarding Acquisition management

Ethical Behaviour of Committee Members

• Core Principles for an appropriate Tender Procurement System

• Compliance with Ethical Standards and code of conduct

• Avoiding abuse of the Tender System

• Awards to persons in the service of state

Preferential Procurement Regulations PPPFA 2022

• Section by section analysis

Understand the functions of the Bid Specification Committee.

• Purpose of the Committee

• Roles and Responsibilities of members

• Recommendations for the composition of a Bid Specification

committee are made that reflect the specific commodity to be procured and legislative requirements.

Knowledge of the functions of a Specification Committee is

applied to prepare a bid invitation. The bid invitation may include,

but isn’t limited to:

• Terms of Reference

• Technical specifications,

• Requirements in respect of the format and minimum contents of bids/ proposals (SBD forms, certificates, etc.)

• bid special conditions of contract,

• points in terms of the Preferential Procurement Policy Framework Act,

• evaluation criteria, and

• Minutes of BSC

Understand the functions of the Bid Evaluation Committee.

• Purpose of the Committee

• Rose and responsibilities of members

• Recommendations for the composition of a Bid Evaluation

• Committee are made and substantiated for a specific commodity.

• A bid is evaluated against a specification or terms of reference,

• relevant legislation, the General Conditions of Contract, Special

• Conditions of Contract and other predetermined criteria.

• The bid evaluation process and recommendations

• Minutes of BEC

Understand the functions of the Bid Adjudication Committee.

• Purpose of the Committee

• Roles and Responsibilities of the members

• The powers of a Bid Adjudication committee in making decisions are

• discussed with reference to the implications and consequences of

• the committee’s decisions.

• Recommendations from a Bid Evaluation Committee are scrutinized

• for fairness, correctness and compliance with predetermined criteria.

• Appointment of service provider

• Requirements in respect of a contract / service level agreement

• Minutes of BAC meetings

Bid Evaluation Process

Administrative Process

• Appointment of the BEC

• Evaluation Panel in respect of professional Services

• Signing of declaration of interest

• Confidentiality and impartiality

• Adherence and to and signing of Code of Conduct

• Checking of National Treasury database for restricted suppliers

• Checking Register for Tender Defaulters

• Minutes of meetings

Bids are evaluated by the BEC in terms of Stipulated Criteria

• Compliance with specifications or terms of reference

• Capacity or capability of bidders

• Scrutinise bids for possible improper conduct by bidders

Calculations of points according to prescribed legislation and

regulations

• 80/20 or 90/10

• Case study based on Prices and BBBEE

• Individual Activity

• Group Activity

• Case Study based on Functionality as a Criterion

• Individual Activity

• Group Activity

• Local Production and Content

Evaluation of bids regarding

• Discounts

• Sub-contracting

• Evaluation on bids scoring equal points

• Cancellation and re-inviting of bids

Reporting obligation of BEC to BAC

• Minutes of BEC

• Motivation for bids passed over

• Availability of funds

• Recommendations

Bid Adjudication Process

• Administrative Process

• Appointment of the BAC

• Composition

• Functions

• Signing of declaration of interest

• Confidentiality and impartiality

• Adherence and to and signing of Code of Conduct

• Minutes of meetings

Process

• Use the report or submission of the BEC

• Adjudicate the bids

• Make final recommendation for awarding of contract

Award of Contract Group Activity

Effective Contract Management

Perform contracts administration activities:

• Administration of contracts by adhering to critical elements and in accordance with applicable legislative requirements;

Price adjustments are calculated due to escalations:

• Administrative close-out or extension of a contract undertaken in accordance with prescribed policy