Bid Committee System Applicable to Municipalities (MFMA)

Master Compliant Municipal Procurement, Bid Evaluation, and Adjudication

Platform:

Online

In-class

Date	Venue	Duration
07 - 09 October 2026	East London, Eastern Cape	3 Days
23 - 25 November 2026	Northern Cape	3 Days
18 - 20 January 2027	Sandton, Gauteng	3 Days
23 - 25 March 2027	Sandton, Gauteng	3 Days
28 - 30 April 2027	Sandton, Gauteng	3 Days
02 - 04 June 2027	Sandton, Gauteng	3 Days
10 - 12 August 2027	Sandton, Gauteng	3 Days
04 - 06 October 2027	Sandton, Gauteng	3 Days
01 - 03 December 2027	Sandton, Gauteng	3 Days

Course Introduction

This intensive Bid Committee System Applicable to Municipalities (MFMA) training course will help participants acquire knowledge and skills necessary for municipalities to achieve added value outcomes through procurement through effectively applying Supply Chain processes and Bid Committee System as required.

This Bid Committee System training will include 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 of the award. These processes will assist in avoiding irregular and fruitless and wasteful expenditure.

Course Objectives

At the end of this Prospen Africa Bid Committee System Applicable to Municipalities (MFMA) training, participants will be able to:

Explain the regulatory framework that governs Supply Chain Management and Bid Committee System, including the transition underway from the MFMA Municipal SCM Regulations toward the Public Procurement Act, 2024

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 importance of compliance to avoid unauthorised, irregular and fruitless and wasteful expenditure

Prepare a bid invitation for a specific commodity or professional service according to National Treasury Regulations and Instructions and guidelines

Evaluate bids in relation to the advised specifications and criteria and compliance requirements

Compile a report to the BAC recommending an award of a bid

Adjudicate bids in a fair manner that will allow the approval and award of the bid

Who should attend?

This Bid Committee System Applicable to Municipalities (MFMA) course is ideal for:

Municipal Officials Working in Supply Chain Management (SCM) or Procurement Divisions

Bid Committee Members, Including Those Serving on Specification, Evaluation, and Adjudication Committees

Senior Municipal Managers Overseeing Procurement and Compliance Functions

SCM Practitioners Tasked with Ensuring Adherence to Legislative and Regulatory Frameworks

Internal Auditors and Compliance Officers Responsible for Auditing Procurement and Bid Committee Processes

Finance Managers and Directors Seeking to Enhance Their Understanding of Procurement and Bidding Practices to Minimise Financial Irregularities

Legal Advisors Providing Counsel on SCM and Procurement-Related Issues

Councillors and Governance Stakeholders Involved in Oversight and Accountability Related to Municipal Procurement Processes

This training is also valuable for any municipal professionals aiming to enhance their expertise in managing bid committees effectively while ensuring ethical and compliant procurement practices.

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 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 municipal procurement, including the ongoing transition from the MFMA Municipal SCM Regulations toward the Public Procurement Act, 2024 — described as the most significant procurement reform since the PFMA and MFMA, with a dedicated 2026 draft regulation specifically addressing the bid committee system

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 practitioners at each of the Committees, including preparing for anticipated changes under the Public Procurement Act, such as the requirement for committees to include members with relevant technical expertise
Secretarial functions and minutes of the meetings

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
Determine whether functionality will be used as criteria for selection of the supplier, and if so, the criteria, sub-criteria, and minimum qualifying score to be applied
Practical examples 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
Composition of the Bid Evaluation Committee
Powers and Functions of the Bid Evaluation Committee
The practical evaluations of the bids applying the predetermined criteria
Bid Committees recommendations report to Bid Adjudication Committee
Review questions

Part 3: Adjudication Process

Establishment of Bid Adjudication Committee
Composition of a Bid Adjudication Committee
Quorum
Functions of the Bid Adjudication Committee secretariat
Minutes of the Bid Adjudication Committee meeting
Disclosure of information and code of conduct
Functions of the Bid Adjudication Committee
Award or recommendation of a bid proposal
Publication of awards, including awareness of the 10-day standstill period expected to be introduced post-award under the Public Procurement Act, delaying contract signing to allow for objections or appeals
Review questions

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Success Stories

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KZN - COGTA

Business Continuity Management

The BCM virtual training was well-structured, informative, and highly relevant to my role. The facilitators were clear and engaging, and the content effectively strengthened my understanding of practical Business Continuity Management and organisational resilience. I particularly appreciated the interactive discussions and real-life application examples.

Ntinga O.R. Tambo Development Agency

GRAP 104 revised

The course was conducted in an excellent manner and I enjoyed it. It was engaging and practical.

Collins Chabane Local Municipality

GRAP 104

I would like to appreciate our facilitator on how he executed this programme, the knowledge attained during the course of this programme will help the municipality to improve on audit outcome. The facilitator didn't only focus on GRAP 104, he touched all applicable GRAP standards

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FAQs –Bid Committee System Applicable to Municipalities (MFMA)

Master MFMA bid committee roles, municipal supply chain compliance, tender evaluation frameworks, and ethical procurement protocols to ensure transparent, accountable, and legally sound local government procurement.

What topics are covered in the Bid Committee System Applicable to Municipalities (MFMA) course?

The course covers the Municipal Finance Management Act (MFMA) supply chain management framework, roles and mandates of the Bid Specification, Evaluation, and Adjudication Committees, PPPFA preference point systems, demand management, procurement threshold compliance, and mechanisms to prevent irregular or fruitless expenditure.

Who should attend this MFMA bid committee training?

This course is designed for municipal SCM practitioners, appointed members of Bid Specification, Evaluation, and Adjudication Committees, CFOs, senior municipal managers, internal auditors, compliance officers, and legal advisors operating within local government and municipal entities.

What are the key learning objectives of this training program?

Delegates learn to draft fair bid specifications, score competitive tenders accurately using predetermined evaluation criteria, execute lawful bid adjudication, ensure compliance with National Treasury guidelines, and minimize legal risks or tender appeals.

How long is the Bid Committee System (MFMA) training course?

The course is delivered as an intensive 3-day practical workshop combining case studies, group exercises, bid report drafting sessions, and simulated bid committee proceedings.

What practical skills will participants gain from this course?

Participants will gain hands-on skills in preparing Standard Bidding Documents (SBDs/MBDs), compiling formal evaluation reports for the Bid Adjudication Committee (BAC), declaring conflicts of interest, applying scoring formulas, and handling bid disputes effectively.

Can Prospen Africa deliver this course as customized in-house municipal training?

Yes. Prospen Africa provides tailored on-site and in-house group training for municipalities, adapting content to specific local SCM policies, delegated authority levels, and council oversight frameworks.

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