Bid Committees Workshop

3 Day Training

Dates: 02 – 04 October 2024
Locations: Grayston Ridge Office Park, Sandton
Platform: Available In-Class / Online

Price: Available on Request

Course Introduction

The Bid Committees Training course will help participants acquire knowledge and skills necessary for a Public Sector Institution to achieve added value outcomes through procurement through effectively applying Supply Chain processes and Bid Committee System as required of all Organs of State.

Prospen Africa’s 3-day Bid Committee System training will including effective best practice regarding procurement planning, development of specifications or terms of reference including the criteria to be included in the invitation to bid, supplier evaluation and adjudication applying the criteria and the selection of the successful Bidder with the publishing the award. These processes will assist in avoiding irregular and fruitless and wasteful expenditure.

Course Objectives

At the end of this Bid Committee System training participants will be able to:

Explain the regulatory framework that governs Supply Chain Management within the public service.
To demonstrate an understanding of how legislation and/or prescripts regulate the decision making of the Bid Committees.
Discuss the importance of ethical conduct at all stages of the Bid Committee process.
Understand the legal compliance.
Prepare a bid invitation for a specific commodity within the public service, according to National Treasury Regulations and Instructions and guidelines.
Evaluation bids in relating to the advised specifications and criteria and compliance requirements.
Compile comprehensive reports to the BAC recommending an award of a bid.
Adjudicate bids in a fair manner that will allow the relevant authorities to approve and award the bid.

Who should attend?

The Bid Committees workshop is intended for individuals working in the public sector, particularly those involved in procurement and supply chain management. The following professionals and roles would benefit from attending:

Procurement Managers and Officers
Supply Chain Managers and Practitioners
Bid Committee Members (BSC, BEC, BAC)
Government Officials involved in procurement.
Compliance Officers in the public sector
Contract Managers and Administrators

Training Methodology

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.
– Course Material: Access well-crafted supporting resources.
– Group Work: Collaborate on discussions and case studies for practical insights.
– Workshops & Role-Play: Participate in immersive, scenario-based activities.
– Practical Application: Focus on applying theoretical knowledge in real situations.
– Post-Training Support: Receive extensive support after training for skill implementation.

Training Outline

Effective Procurement Planning

Part 1: Overview of the Public Sector procurement process

Analyse the elements of the Supply Chain Model with reference to the procurement system.
Identify the key role players in the procurement system.
Consider the regulatory framework applicable to public sector procurement.

Part 2: Importance of procurement planning

Apply effective demand management processes.
Define the organisation’s needs.
Conduct the market and industrial analysis to identify potential suppliers of the required goods or services.
Develop sourcing strategy to meet the identified needs.
Ensure that all the identified needs are included on the procurement plan.

Bid Committee System

Composition of the Committees.
Duties, responsibilities, and Mandates of Bid Committee members.
Functions of the Bid Committees
- Specification Committee
- Evaluation Committee
- Adjudication Committee
The role of the SCM partitioners at each of the Committees

Effective Bid Specification Process for Goods and Services

Develop the draft specifications for goods and terms of reference TOR for services.
Approaches to sourcing
Sources of potential supplier information
Decide on criteria that will be applied for supplier appraisal and final evaluation.
Will functionality be used as criterial for selection of the supplier?
If so, what will the criteria and sub-criteria be to evaluate the supplier and what will be the minimum qualifying score that will be applied?
Case studies and review questions

Effective Acquisition Management Procurement Process

Part 1: Inviting suppliers to submit competitive bids.

Identifying the procurement methods for the required goods and services
Applying the required process for calling for quotations or competitive bids within the prescribed thresholds.
Preparing the Bid Invitation determining which Standard Bid Documents will apply.
Compile any Special Conditions of Contract that will apply to the specific Bid.

Part 2: Bid Evaluation Process

Administrative responsiveness preliminary evaluation by SCM Acquisition Unit.
The practical evaluations of the bids applying the predetermined criteria.
Bid Committees recommendations report to Bid Adjudication Committee
Case studies and review questions

Final Awarding of the Contract to successful Bider.

Bid adjudication Committee meeting procedures.
The role of the Chairman during the adjudication meeting.
The awarding of the bid to successful Bider, if so delegated, or recommending to accounting officer/accounting authority which bidder should be awarded the contract.
Publication of rewards
Case studies and review questions