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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)

    What are the threshold values for various the forms of procurement?

    Accounting officers and accounting authorities of the municipality must adhere to the following threshold values for the procurement of goods or services:

    • Goods or services up to an estimated value of R2000 to R30 000 (inclusive of all taxes) may be procured through petty cash;
    • Goods or services above an estimated value of R30 001 and up to R200 000 (inclusive of all taxes) must be procured through invitation of price quotations; and
    • Goods or services above the estimated value of R200 000 (inclusive of all taxes) must be procured through a competitive or limited bidding process.
    What are the Standard Bidding Documents of the Western Cape Government?

    In order to give effect to the requirements of National Treasury Regulation 21 and (b), the Provincial Treasury has consolidated certain information as included in National Treasury’s Standard Bidding Documents (SBD). The bidding documents, customised with the WCBD prefix, includes the following:

    • BBD 1: Invitation to Bid and Terms and Conditions for Bidding;
    • BBD 3.1: Pricing Schedules – Firm Prices (Purchases);
    • BBD 3.2: Pricing Schedules – Non-firm Prices (Purchases);
    • BBD 3.3: Pricing Schedule (Professional Services);
    • BBD 4: Declaration of Interests, Bidders Past SCM Practices and Independent Bid Determination;
    • BBD 5: National Industrial Participation Programme;
    • BBD 6.1: Preference Points Claim Form in terms of the Preferential Procurement Regulations, 2022 and Codes of Good Practice;
    • BBD 7.1: Contract Form for Goods and Services; and
    • BBD 7.2: Sale of Goods.
    What are the core principles of a supply chain management system?

    Accounting officers or accounting authorities of provincial institutions must ensure that the supply chain management system is developed in accordance with the constitutional imperatives for a procurement system which is:

    • Fair;
    • Equitable;
    • Transparent;
    • Competitive; and
    • Cost effective.

    What Legislation is applicable to the supply chain and movable asset management system:

     The following legislation is applicable:

    • Constitution of the Republic of South Africa, 1996;
    • Finance Management Act (Act No. 1 of 1999);
    • Preferential Procurement Policy Framework Act, 2000 (Act 5 of 2000);
    • Preferential Procurement Regulations, 2022;
    • Broad Based Black Economic Empowerment Act, 2003 (Act 53 of 2003);
    • State Information Technology Agency Act, 1998 (Act 88 of 1998);
    • Construction Industry Development Board Act, 2000 (Act 38 of 2000);
    • Prevention and Combating of Corrupt Activities Act, 2004 (Act 12 of 2004);
    • Promotion of Administrative Justice Act, 2000 (Act 3 of 2000);
    • Promotion of Access to Information Act, 2000 (Act 2 of 2000); 
    • Protection of Personal Information Act, 2013; and
    • Any other legislation applicable to the institution’s (provincial department or public entity) supply chain management system.