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Procurement Policies and Procedures. Presenter: Edwin Mashau Procurement Services SITA Limpopo. Overview. Legal Framework Acquisition methods Business case and user requirements Sourcing proces Contract management Purchasing Deviations - PowerPoint PPT Presentation
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S t a t e I n f o r m a t i o n T e c h n o l o g y A g e n c y
Procurement Policies and Procedures
Presenter: Edwin Mashau
Procurement Services
SITA Limpopo
22
Legal Framework
Acquisition methods
Business case and user requirements
Sourcing proces
Contract management
Purchasing
Deviations
Challenges and solutions towards efficient and seamless service delivery
Overview
33
SITA Procurement is governed by the following legislation:The Constitution of the Republic of South AfricaSITA Act and regulationsPublic Finance Management Act of 1999Preferential Procurement Policy Framework Act of 2000Treasury Regulations issued by National TreasuryFramework for Supply Chain Management RegulationsSupply Chain Management - a guide for AOSITA’s Own Procurement Policy
Applicable Legislation
44
Acquisition methodsAcquisition strategy Purpose
Request for Quotation (RFQ) Value ↓ R500K
Registered on supplier database
Request for Bid (RFB) Value ↑ R500K
Competitive bid process
Request for Information (RFI) Determine availability of goods, services or sources in the market place
Sole Supplier No competition and only one supplier exists
Transversal contracts Quotation basis
Emergency and urgent procurement
Shortened procurement process for emergencies & unforeseeable circumstances
Immediate response to avert an actual or potential life-threatening situation / danger/ threatens security of the country
55
Business Case Duly approved by the Accounting Officer/Delegated OfficialRequirements to be included:Background information & reason for requestEstimated cost of goods or servicesDetails of contact personVendor briefing session, site visit or presentation if necessaryRequirements for advertisement of bid i.e. publications other than GTB, to be paid by the clientSpecial conditions of bidSingle source, selected or closed bidsBid Evaluation Committee members, Chairperson and rolesTechnical SpecificationsSpecifications must not be developed around a particular brand or supplier
Business case & user requirements
66
Sourcing process
Register and manage client
Sourcing requests
Determine acquisition strategy
for requestBid Invitation
Bid Evaluation
Bid Award
Contracting
Business case
•Value•Specification•Project plan
•Bid Spec•Bid Advert•Briefing Session•Bid closing
•Bid Screening•Bid Evaluation Committee•Scoring of bid responses
Recommendation / Award
•Award Committees•Communicate award•Letters of regret •Letter of acceptance
•Contract signing•Contract Management
77
Contract Management
Distinction between transversal contracts and client specific contracts
Contract development and negotiationsContract management – renewals / extensions,
termination, supplier performance, price increases, etc.
88
Purchasing
RFQ ‘s from contracts and from the supplier database
Order managementPayment requirements
Purchase ordersProof of deliveryInvoice
99
Deviation from Procurement Process
SITAzens are encouraged to familarize themselves with the SOPP and the Sourcing Manual to avoid audit queries of non compliance to the Policy.
Any contravention of the procurement policy and procedures must be reported to Head: Procurement Services (PS) who in turn will inform the relevant Executive of such transgression so that corrective measure is taken against such individual.
PS has compiled a register to record such non adherence to policy so that they can be forwarded to SITA Group Audit
1010
Challenges for Procurement Services
Non-compliance to procurement policies and procedures results in delaysNon- availability of evaluation resourcesVague specifications Delays in loading REsProcuring from expired contractsSplitting of requirements to avoid tender processSubmission of invoices for payment when the procurement process was not followed; Concluding product/ service delivery conditions and/ or payment terms without involving Procurement Services; Obligation to pay for services where the business case was not approved by the delegated official;Acquisition from a supplier that SITA does not have a valid contract with;
Challenges and Solutions towards seamless procurement
1111
Solutions towards seamless procurement
Solutions
Adherence to SOPP and the Sourcing Manual
Availability and expertise of BEC
Spec to be objectively defined for ease of evaluation
1212
Contact Details
For all procurement related queries please call Procurement Help Desk on
0800 748 222
1313
Ignorance of procurement policies and procedures is no excuse!
THANK YOU