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The Bitou Municipality has implemented a Supply Chain Management Policy in terms of Section 111 of the Municipal Finance Management Act, No 56 of 2003 (the Act), that:

gives effect to

  • Section 217 of the Constitution; and
  • Part 1 of Chapter 11 and other applicable provisions of the Act;

Is

  • fair, equitable, transparent, competitive and cost effective;
  • consistent with other applicable legislation;

complies with

  • the Supply Chain Management Regulations; and
  • any minimum norms and standards that may be prescribed in terms of section 168 of the Act;

does not

  • undermine the objective for uniformity in supply chain management systems between organs of state in all spheres

applies the

  • highest ethical standards;

promotes

  • local economic development

is consistent

  • with national economic policy concerning the promotion of investments and doing business with the public sector.

assigns responsibility

  • for the implementation of the policy to the Accounting Officer of the Municipality.

Supply Chain Management Unit

  1. In terms of Regulation 7(1) the Accounting Officer must establish a Supply Chain Management Unit to implement this Policy.
  2. The supply chain management unit operates under the direct supervision of the Chief Financial Officer, who duly delegated this duty to the Manager: Supply Chain Management in terms of Section 82 of the MFMA.
  3. The officials in the SCM Unit has received training in terms of National Treasury requirements and their behaviour are subject to a Code of Ethics for SCM Practitioners.

What are the objectives of the SCM Unit?

  1. Ensure that procurement processes are fair, equitable, transparent, competitive, cost effective and consistent with the Supply Chain Management Policy.
  2. Ensure that goods and services are delivered to the right place, in the right quantity, with the right quality, at the right cost and at the right time.
  3. Promote consistency in respect of SCM policy and other related initiatives in Government.
  4. Give effect to the provisions of the Constitution.
  5. Give effect to the provisions of the MFMA.

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How can I do business with the BITOU Municipality?

  1. In terms of the Municipal Supply Chain Management Regulations 14(1) (a)(i), a municipality must have and maintain a list of accredited prospective providers.
  2. The Municipality must use this list when goods and or services are required through verbal, written or formal written price quotations.
  3. The Bitou Municipality will use the National Treasury Central Supplier Database (CSD) as a platform from 1st of June 2016 and all suppliers and service providers who intends doing business with the Bitou Municipality, must be registered on the CSD.
  4. The benefits for the private sector includes:
    • The reduction of red tape and administrative effort when doing business with the Municipality.
    • Compliance requirements will be easy to meet for suppliers that are in good standing on the various compliance requirements. The CSD will have interfaces to South African Revenue Service (SARS) to enable tax clearance status verification of suppliers throughout the Procure-to-Pay process as well as the Companies and Intellectual Property Commission (CIPC) for vetting of business registration and business ownership.
    • No proof of documentation is necessary. The CSD will electronically validate and authenticate all information. 
    • Your entity will be issued with a unique CSD number (MAAA………), which must be used as a reference for future quotations, tenders and orders. 
    • Eliminate duplication of compliance requirements and reduce duplication of effort and cost for both business and government.
    • This uniform Supply Chain Management system used right through all government institutions is essential to optimise the efficiency of service delivery.
  5. New suppliers will have the option to make use of the self-registration portal of the CSD and suppliers who are currently registered on the Western Cape Suppliers Database (WCSD) will be automatically transferred to the Central Supplier Database by 31 March 2016.
  6. However, current legislation still demands that municipalities verify information such as the municipal accounts and acceptability certificates (caterers) of suppliers. This is not included in the system because it does not apply to the National and Provincial regulations. Therefore, unless these requirements are retracted, suppliers will still be vetted by municipalities in addition to the Central Supplier Database.
  • Requirements for a value below R 30 000 are procured from service providers or suppliers registered on the Accredited Supplier Database (CSD). Some of these opportunities are also advertised on the notice board at the SCM Unit.
  • Requirements above R 30 000 are always advertised on the Bitou Municipality Website (Tenders / Quotations Available), the Bitou Municipality Notice Boards.

    • Does the Bitou Municipality have a Preferential Procurement Policy?
    The Bitou Municipality has an adopted Preferential Procurement Policy.

    Does the Bitou Municipality have an Infrastructure Procurement and Delivery Management Policy?
    The Bitou Municipality has an adopted Infrastructure Procurement and Delivery Management Policy.

     

  • Read documents carefully and provide all information requested.
  • Attach all requested documentation (e.g. Tax Clearance Certificate).
  • Ensure that you have provided the correct price and details of your enterprise.
  • Answer all questions truthfully, if you get caught it may disqualify your offer and lead to further action.
  • Ensure that you are able to meet all the requirements within the specified time and can thus honour the conditions of the contract.
  • B-BBEE suppliers must ensure that they claim their preference points by completing the required documentation and attaching the necessary documentary proof.
  • Be aware of "fronting" scams ("fronting" - The utilisation of HDI’s for the purpose of obtaining preference points when bidding for government bids or quotations without any real empowerment of the HDI).
  • Ensure that your bid document is deposited in the correct bid (tender) box.
  • Ensure that your offer (quotation or bid) is deposited at the closing destination before the closing time.
  • Ensure that bid documents are signed on the indicated areas.

    • When in doubt, enquire on the information requested

    Visit the document section for more information on Contracts awarded; Current Request for Quotations and Tenders; SCM Implementation Reports; SCM Notices; SCM Policies.

    Direct enquiries to the Western Cape Supplier Database Helpdesk 

    Tel:  0861–225577  /  021–680 4666

    Fax: 021 – 441 1288

    Email: supplierdatabase@ariba.com

    Prospective providers may obtain registration information from the following office:

    The Supply Chain Management Unit

    Bitou Municipality

    Shop 59 , 3rd Floor Mellville’s Corner,

    C/o Main & Marine,

    Plettenberg Bay, 6600

    http://www.bitou.gov.za/procurement

    Enquiries may be directed to:

    The registration platform is available on the National Treasury website at:

    https://secure.csd.gov.za/Home/HomePage

    NB! As from 1st July 2016 all suppliers who intends doing business with municipalities, must comply and be registered on this CSD. Please empower yourself and your company!

    For queries related to Supply Chain / Procurement processes, contact:

    Private Bag X1002, Plettenberg Bay, 6600

    Tel: 044 501 3415

    Email: supplychain@plett.gov.za

    Hours of Operation:
    07h30 – 16h30 Monday – Thursday
    07h30 – 13h30 Friday


     

    Frequently Asked Questions (FAQs)

    How many B-BBEE documents can a supplier submit?

    A supplier may only submit one (1) B-BBEE document, or a B-BBEE certificate obtained from a SANAS accredited agent or a CIPC/dtic affidavit.

    What are governance documents housed on the WCSEB?

    WCBD 4

    The WCBD 4 is a compulsory bidding document which is valid for one (1) year in the Bitou municipality and is housed on the Supplier Evidence Bank centrally for all provincial departmental utilisation. To reduce red tape the WCBD4 consolidates the standing bidding documents National Treasury Standard Bidding Documents (SBD) 4; 8 and 9. 

    SBD 4: Declaration of Interest compels bidders to verify amongst others; names and identity numbers of directors, trustees, shareholders of companies, enterprises , closed corporations and trusts against relevant staff structure and whether staff are government employees or related to government employees. 

    SBD 8: Declaration of Bidders Past SCM Practices empowers the accounting officer/ authority to disregard a bid if a bidder has committed fraud, abuse of the SCM system and /or has failed to perform on any previous contract. 

    SBD 9: Independent Bid Determination prohibits an agreement between parties in a horizontal relationship and if it involves collusive bidding; corrupt practices, bid rigging and other fraudulent activities

    WCBD 6.1 and B-BBEE certificate/affidavit

    • Optional governance documents which are valid for one (1) year.
    • WCBD 6.1’s validity is based on the validity period of the BBBEE certificate or affidavit.
    • B-BBEE affidavit must have the date, month & year on the space for the financial year-end, e.g., 31 March 2020.
    • A Commissioner of Oaths can be designated in the following ways:         

    a)   By virtue of the office, they hold meaning ex officio. The minister of Justice issues a schedule of designated officials as part of the Justices of the Peace and Commissioners of Oaths Act;

    b)   A Commissioner may also be appointed by a court of law in which case they will be in possession of an appointment letter; and

    c)   Member of certain regulatory boards i.e., IRBA, CA(SA), may also be designated commissioner of Oaths but such must be verified on their website.

    Examples:

    1. South African Police Services (SAPS)
    2. Manager of the South African Post Office
    3. Independent Attorney (where no conflict of interest exists)
    4. Administration of Justice i.e., Clerk of the Court, Peace Officer

    To note:

    The commissioner must indicate the following:

    • Signature
    • Print his/her name, in full
    • Business address
    • Designation or area for which he/she holds their appointment/office help in the case of ex-officio

    SAPS official, in accordance with its internal policy, must indicate:

    • His/her name, in full
    • Force number
    • Official stamp of SAPS office where affidavit was affirmed

     

    How can the suppliers access Bitou municipality opportunities?

    Bids

    • All competitive bids above R200 000 must be advertised on the Government Tender Bulletin and eTender Bulletin Portal; and
    • The awards of all competitive bids above R200 000 must be published on the Government Tender Bulletin and eTender Bulletin.

    To access tenders or bids and their results, please visit the eTender Publication Portal website www.etenders.gov.za and for weekly tender bulletin please visit https://www.gov.za/documents/tender.

    NOTE: Currently the Government Tender Bulletin (as managed by the Government Printing Works) as well as the eTenders Portal are experiencing technical difficulties since early February 2021.  The National Treasury has placed a generic message on the eTender portal advising suppliers of the current challenges and that provinces are required to utilise alternative media platforms to advertise Bids.

    For the Bitou municipality formal bid advertisement in the interim are advertised here https://www.westerncape.gov.za/provincial-treasury/tenders/advertised-cancelled-and-awarded-tenders

    Quotations

    • All prospective suppliers who wish to do business with the Bitou municipality must be registered on the CSD.
    What is the eProcurement Solution?

    The eProcurement Solution is an internet-based sourcing solution utilised by the provincial departments and public entities for invitation of quotations, the receipt thereof and the adjudication of bids submitted by suppliers.

    How do I register on the WCSEB?

    The documentation mentioned above must be duly completed and submitted to wcseb@westerncape.gov.za for initial verification and upon confirmation that the documents are duly completed, the documents must be posted to Private Bag X9165, Cape Town, 8000 or physically sent or couriered to 2nd floor, 4 Waterford Place (SAP Building), Century City, 7441.