Procurement Procedures

Categories

A: Up to R500.00

No quotations. All purchases can be done out of the petty cash account

B: R50.00 up to R100 000.00

Three written quotations (PPPFA above R30 000.00)
Obtain three written quotations from suppliers registered on the Database (use example) (apply PPPFA from R 30 000.00)

C: Above R100 000.00 – Competitive bidding (PPPFA)

Rotation basis to be used

  • Compile specifications if applicable
  • Compile special conditions
  • Compile advertisement
  • Advertise in tender bulletin
  • Advertise in local press
  • Bid documents to be available on demand

QUOTATIONS

NB: Use rotation basis as per database

Information on quotations

  • Name of business
  • Address of business
  • Tel/fax of business
  • Price per unit vat incl
  • Validity period of 30 days
  • Signed by employee (print name)
  • Date stamp of business

Payments

  • Payments only on original invoice
  • No payments on delivery note
  • Date on invoice
  • End user to certify invoice
  • Payment to be made within 30 days
  • Forward documents within 7 days

Competitive bidding

Advertising and notification

  • Compile specs
  • Set conditions
  • Advertise in government tender bulletin and local press
  • Prepare bid documents to be ready on demand

COPIES OF GCC AND SCC TO BE ATTACHED

OPENING AND CLOSING

  • Two officials to be present
  • No late bids to be accepted
  • List all bids received on time
  • Read out prices on request
  • Route to applicable evaluation panel

EVALUATION AND ADJUDICATION

  • Original tax clearance
  • Properly signed
  • Securities
  • Responsive
  • Generally in order

NOTE

Any deviations bid not to be considered