Supply Chain Management Implementation Report
2015/2016 ANNUAL REPORT To The Executive Mayor
In accordance with Regulation 6(2)(a)(i) of the Municipal Supply Chain Management Regulations, I submit the required report on the implementation of Swartland Municipality’s Supply Chain Management Policy for the period: 1 July 2015 to 30 June 2016.
Municipal Manager 30 June 2016
Executive Summary Introduction This report is a summary of the implementation of the Supply Chain Management Policy. It highlights the implementation of Supply Chain Management in the Swartland Municipality. Regulation 6(3) of the SCM Regulations requires the Accounting Officer to report quarterly on the implementation of the Supply Chain Management Policy to the mayor in a bid to give effect to and strengthen oversight. In accordance with Regulation 6(2)(a)(i) of the SCM Regulations the Accounting Officer must “within 30 days of the end of each financial year, submit a report on the implementation of the Supply Chain Management Policy of the municipality to the council of the municipality”.
Implementation of Supply Chain Management Policy The Supply Chain Management Policy was adopted by Council on 1 January 2006 to fully comply with the SCM Regulations communicated under National Treasury general notice 868, Gazette no. 27636. The Supply Chain Policy has been reviewed and changes approved by Council on 26 May 2016.
Committees The below mentioned committees are established and are functioning fully according to Council’s Supply Chain Management Policy and the Supply Chain Management Regulations. The committees are as listed below: • Bid Specification Committee (BSC) • Bid Evaluation Committee (BEC) • Bid Adjudication Committee (BAC)
Tenders Awarded During the 2015/2016 financial year the BAC met 12 times, and 25 tenders were awarded. Attached as Annexure A (Formal Tenders) and Annexure B (Informal Tenders) is a list of all tenders awarded during the last quarter of the 2015/2016 financial year by the Bid Adjudication Committee and Manager: Supply Chain Management respectively. Herewith a summary of tenders awarded for the 2015/2016 financial year.
Formal Tenders Awarded
1 July 2015-30 September 2015 1 October 2015-31 December 2015 1 January 2016-31 March 2016 1 April 2016-30 June 2016
Informal Tenders Awarded
Number of Tenders
Bid Committee Meetings
Tender Amount
Number of Tenders
4 6 1 14
3 3 1 5
R 5 194 310.06 R 11 619 570.19 R 4 608 994.92 R 10 183 880.98
11 15 13 14
R R R R
1 158 669.61 1 615 144.48 1 100 149.83 1 239 478.96
25
12
R 31 606 756.15
53
R
5 113 442.88
Tender Amount
Deviations Approved In accordance with Paragraph 36 of the Supply Chain Management Policy, all deviations from the official procurement processes must be approved and recorded by the Accounting Officer, and reported to Council. The approval of deviations with a transaction value of up to R30,000 (VAT included), has been delegated to the Manager: Supply Chain Management. The total value of deviations approved by the Manager: Supply Chain Management for the period 1 July 2015 to 30 June 2016 amounts to R 4 922 270.49. The list of approved deviations for the last quarter is attached as Annexure C.
Staffing Issues The staff complement of the Supply Chain Management unit is as follows: • Manager: Supply Chain Management, • Head: Logistics, • Head: Demand & Acquisition, • Principal Clerk: Orders, • Two Senior Clerk: Logistics, • Secretary: SCM, • Senior Storeman, • Storeman, • Senior Clerk: Stationery and • Three Senior Clerks (Buyers).
Systems • Supplier Database The database for suppliers is operated on the Collaborator system, and is continuously updated on a daily basis. The total number of active registered suppliers amounts to 1381. National Treasury has indicated that all municipalities must use the Centralised Supplier Database for Suppliers with effect from 1 July 2016 to obtain quotations. All suppliers on the municipality's database must be registered on the Central Database. A Notice was placed in the local newspapers, website and notice boards to encourage suppliers to register on the Centralised Supplier Database.
External Relations • The SCM Unit works very closely with the Provincial Treasury on all the legislative requirements. A representative from the unit attended the quarterly SCM forum meetings, which were hosted by the Provincial Treasury on 14 August 2015, 19-20 November 2015 (SCM Indaba), 12 February 2016 and 20 May 2016 respectively. •
Reporting Reports of all awards made above R100 000 have been submitted to - Provincial Treasury in terms of the supply chain management circular no 19 of 2008. All awards made above R30 000 have been registered on the National Treasury website.
Conclusion The Supply Chain Management Unit is continuously improving its processes and procedures in order to ensure that Council receives value for money in terms of demand and acquisitions management.
ANNEXURE A
FORMAL TENDERS (>R200,000) AWARDED: 1 APRIL 2016 - 30 JUNE 2016 DATE
CONTRACT NO
CONTRACT NAME
2016-04-19
T10/151/16
2016-04-19
T15/15/16
2016-04-19
T19/15/16
2016-05-16
T18/15/16
2016-05-16
T16/15/16
2016-05-16
T20/15/16
2016-05-16
T17/15/16
2016-05-20
T21/15/16
2016-05-20
T24/15/16
2016-06-09 2016-06-09
T14/15/16 T22/15/16
2016-06-09
T2015/059 Kaapse Wynland DM
Mun Minimum Vaardigheidsvlakke Opleiding
2016-06-22 2016-06-22
T25/15/16 T09/15/16
Siviel Jaartender Opgradering van Parke, Malmesbury
Voorsien en aanplant van 50 bome in Alfastraat Voorsiening van Petrol, Diesel en Olie Voorsiening en aflewering van 1 ligte motorvoertuig Jaartender: Elektriese Dienste Ontvangs van munisipale rekening betalings Voldoening en implementering van mSCOA Onderskrywing van Groeplewensversekeringsportefeulje Voorsien en oprig van heining, Abbotsdale Begraafplaas Fine Collection System and Camera Equipment 11kV Skakeltuigpaneel Sekuriteitsdienste, Vervoer van Geld
AMOUNT
COMPLETION/DELIVERY PERIOD
CONTRACTOR
3 weke
NAS Maintenance and Invasive Control
1
CONTRIBUTION LEVEL
R
368 380.00
R
-
36 maande
JB's Nissan
0
R
292 918.38
4 tot 9 weke
Protea Toyota
2
R
-
30 Junie 2017
N/A
N/A
R
-
36 maande
EasyPay
6
R
-
30 September 2017
R
-
36 maande
R
203 706.60
30 Junie 2016
R
-
36 maande
R 1 630 200.00 R 2 443 080.00
Mubesko Africa (Pty) Ltd Alexander Forbes Financial Services Amabamba Fencing (Pty)
0 2 1
14-16 weke 36 maande
TMT Services & Supplies (Pty) Ltd JoCastro Qiniseka Security
2 0
282 492.00
Februarie 2019
Kgolo Institute
N/A
R R 4 963 104.00
30 Junie 2017 6 maande
Tenders 1 - 29 NDG Construction
N/A 0
R
R 10 183 880.98
2
ANNEXURE B INFORMAL TENDERS (>R30,000
