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TPT’s Chief Executive’s Procurement Imbizo

02 November 2015

Specifications Workshop

Definitions

“Specifications” is the terminology used describe the requirements of goods

“Scope of work” means description of the supplies, services, or engineering and construction works which are to be provided any other requirements and constraints relating to the manner in which the contract work is to be prepared. It is the terminology used to describe the requirements for services

“Goods” means any object or objects whether raw or processed material, movable or immovable, including but not limited to software, that has value.

“Service” is work in respect of which the potential service provider undertakes to provide or perform.

“Bids Specification Committee” is a permanent committee responsible for ensuring that specifications / scope of work is drafted in an unbiased manner to allow a wide spectrum of potential bidders to offer goods and services. The team members will depend on the types of services procured.

Governance

Specifications should be functional and fit for purpose, It must not include exclusionary terms.

Compiling a specification around one supplier’s product is not allowed.

The technical specifications should be as detailed as possible. All technical requirements on which the bidders will be evaluated should be detailed clearly.

The bid documents must be unambiguous and provide a complete explanation of the scope of work as well as the criteria that will be used in the evaluation of bids.

A Cross Functional Evaluation Team must be established to conduct the various evaluations as per the Bid documents.

Bid Specification Committee (BSC)

PURPOSETo ensure that all assurance standards have been met with regards to goods/services requested including;

Adherence to policies and procedures;

Adherence to applicable legislation;

Adherence to good commercial and ethical practice;

Application of an appropriate procurement system which

is fair, equitable, transparent, competitive and cost-

effective; and

Assurance that TPT gets good value for money.

Functions of the Bid Specification Committee

Review specifications and the evaluation criteria;

Ensure that the evaluation criteria are appropriate;

Ensure that specifications are compiled in an unbiased manner to allow potential suppliers to offer their goods and services;

Ensure that the evaluation criteria meet the goals as contemplated in the PPPFA Regulations;

Take into account any acceptable quality standards (e.g. SABS, ISO etc.) with which the equipment, material or workshop should comply;

Specify special conditions where necessary;

Ensure that the necessary funding is available;

Approve the specification before the bid is advertised in the market; and

Ensure that market analysis which informs the procurement strategy has been conducted.

Specifications

The following must be taken into the consideration when drafting specifications”-

Technology

Environment/Climatic Conditions

Comparison to other ports

Level of standardization/usefulness/purposes

Government Policy

Labour Intensity – Level of automation

Fit for use – nice to have

Reliability

Cost of Maintenance

Asset utilization

Tips to potential service providers

Technical Knowledge

Market intelligence

Engineering Knowledge

After support service

Equipment specification/Alternative Supplier

Availability

Pricing

Market Awareness

TPT Equipment

Straddle CarrierRail Mounted Gantry

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