Supply Chain Management Implementation Report

December 2016 ToTheExecutiveMayor

In accordance with Regulation 6(3) of the Municipal Supply Chain Management Regulations, I submit the required report on the implementationofSwartlandMunicipality’sSupplyChainManagement Policyfortheperiod:1October2016to31December2016.                          (get)JJScholtz   MunicipalManager 31December2016 

ExecutiveSummary 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. Regulation6(3)oftheSCMRegulationsrequirestheAccountingOfficertoreportquarterlyonthe implementation of the Supply Chain Management Policy to the Mayor, in order to strengthen Council’soversightrole. 

ImplementationofSupplyChainManagementPolicy The Supply Chain Management Policy was adopted by Council on 1 January 2006 to fully comply withtheSCMRegulationscommunicatedunderNationalTreasurygeneralnotice868,Gazetteno. 27636.TheSupplyChainManagementPolicyhasbeenreviewedandapprovedbytheCouncilon24 November2016. 

Committees The below mentioned committees are established and are functioning fully accordingto Council’s SupplyChainManagementPolicyandtheSupplyChainManagementRegulations.Thecommittees areaslistedbelow: x BidSpecificationCommittee(BSC) x BidEvaluationCommittee(BEC) x BidAdjudicationCommittee(BAC) 

TendersAwarded DuringthisquartertheBACmet3times,and11tenderswereawarded. 

AttachedasAnnexureA(FormalTenders)andAnnexureB(InformalTenders)isalistofalltenders awarded during this quarter by the Bid Adjudication Committee and Manager: Supply Chain Managementrespectively. 

Herewithasummaryoftendersawardedforthe2016/2017financialyear.  FormalTendersAwarded

1July2016Ͳ30September2016 1October2016Ͳ31December2016 1January2017Ͳ31March2017 1April2017Ͳ30June2017

Number of Tenders

Bid Committee Meetings

10 11 0 0 21

InformalTendersAwarded

Number TenderAmount of Tenders

TenderAmount

4 3  

R21225394.61 R16162903.33 RͲ RͲ

5 24 0 0

R522477.94 R2004191.23 RͲ RͲ

7

R37388297.94

29

R2526669.17



DeviationsApproved 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

deviationsapprovedbytheManager:SupplyChainManagementfortheperiod1October2016to 31 December 2016 amounts to R 1 228 651.28. The list of approved deviations is attached as AnnexureC. 

DeviationswithReferencetoExceptionsfromtheSupplyChainProcessesintermsoftheSupply ChainManagementPolicy Inparagraph2(6)oftheSupplyChainManagementPolicyprovisionismadeforexceptionsfromthe supply chain processes regarding the procurement of certain services. These services include the appointment of attorneys, advocates, town planners and surveyors, as well as the services and repairsofvehiclesatthevehicleagents.Intheseinstancesonly1quoteneedstobeobtained.In accordancewithparagraph36(2)oftheSupplyChainManagementPolicy,thesedeviationsmustbe reportedCouncil.Attachedas"AnnexureD",pleasefindasummaryofdeviationswithreferenceto exceptionsfromthesupplychainprocessesfortheperiod1July2016to31December2016. 

StaffingIssues ThestaffcomplementoftheSupplyChainManagementunitisasfollows: x Manager:SupplyChainManagement, x Head:Logistics, x Head:Demand&Acquisition, x PrincipalClerk:Orders, x TwoSeniorClerk:Logistics, x Secretary:SCM, x SeniorStoreman, x Storeman, x SeniorClerk:Stationeryand x ThreeSeniorClerks(Buyers). 

Systems x SupplierDatabase ƒ ThemunicipalityisusingNationalTreasury'sCentralSupplierDatabasewitheffectfrom1 July2016. 

ExternalRelations ƒ The SCM Unit works very closely with the Provincial Treasury on all the legislative requirements.ArepresentativefromtheunitattendedtheSCMIndaba,whichwashostedby theProvincialTreasuryandheldatClubMykonos,Langebaanon3Ͳ4November2016. 

Reporting ReportsofallawardsmadeaboveR100000havebeensubmittedto - ProvincialTreasuryintermsofthesupplychainmanagementcircularno19of2008. 

AllawardsmadeaboveR30000havebeenregisteredontheNationalTreasurywebsite. 

Conclusion TheSupplyChainManagementUnitiscontinuouslyimprovingitsprocessesandproceduresinorder toensurethatCouncilreceivesvalueformoneyintermsofdemandandacquisitionsmanagement.



CONTRACT NO

T01/16/17

T13/16/17

T10/16/17

T30/15/16

T16/16/17

T15/16/17

T11/16/17

T04/16/17

T02/16/17

T05/16/17

T12/16/17

DATE

2016Ͳ09Ͳ22

2016Ͳ10Ͳ26

2016Ͳ10Ͳ26

2016Ͳ10Ͳ26

2016Ͳ10Ͳ26

2016Ͳ10Ͳ26

2016Ͳ11Ͳ15

2016Ͳ11Ͳ15

2016Ͳ11Ͳ15

2016Ͳ12Ͳ13

2016Ͳ12Ͳ13

Ontwerpenplasingvan personeelwerwingͲen tenderadvertensiesindieplaaslike, provinsialeennasionalemediavirdie periodewateindigop30Junie2019 Konstruksievannuwesaalby Sportveld,RiebeekͲWes VoltooiingvanMoorreesburg Duiweklubhuis OpgraderingvanMalmesburyenRW Stadsaal,omheiningvanopenbare tuinRW LeerlinglisensieenBestuurslisensie Opleiding

Verwyderingvanslykvanaf MalmesburyenRiebeekKasteel Rioolwerke Aankoopvan1ton4X4ligte afleweringsvoertuig AankoopvanVakuumVragmotor AankoopvanLigte Afleweringsvoertuig(Verkeer)

10dae

6maande

COMPLETION/ DELIVERY PERIOD

3Ͳ9weke

R226882.80

R16162903.33

R433183.00

30Junie2017

30Junie2017

3maande

R588240.00 R2492950.40

6maande

R1391940.00

RͲ 30Junie2019

8Ͳ12weke

4weke

R1454127.00

R357426.26

RͲ 30Junie2017

R270861.27

R8947292.60

OpgraderingvanAlfastraat Sportgronde

Spysenieringsdienste,SondezaKamp

AMOUNT

CONTRACTNAME

1

1

ARProjects& Developments SebenzaTraining

1

1

JuhanConstruction (Pty)Ltd BouloElectrical

2

2

2

4

0

2

2

CONTRIBUTION LEVEL

AyandaMbanga Communications(Pty) Ltd

ProteaToyota

ImperialNissan Zululand ShortsNissan

SWACOOrganies

FeedemPitseng

BuildAWay Construction

CONTRACTOR

FORMALTENDERS(>R200,000)AWARDED:1OCTOBER2016Ͳ31DECEMBER2016

ANNEXUREA



2016Ͳ10Ͳ25 2016Ͳ10Ͳ28 2016Ͳ11Ͳ08 2016Ͳ11Ͳ10 2016Ͳ11Ͳ11

SCM18.16.17 SCM21.16.17 SCM15.16.17

RepairandMaintenanceof4x6m³GarbageReceptacles SCM27.16.17 SCM13.16.17 SCM24.16.17

ExternalandInternalPaintingofVariousPublicToilets intheSwartlandMunicipalArea

RemovalofTreesatRiebeekWestCemeteryExtension

SupplyandDeliveryofUniformsforMunicipalTraffic Officers ProvisionofBusinessWritingTraining

CleaningofVariousMunicipalBuildingGutters Exceeding3.5minHeightintheSwartlandMunicipal Area RenovateOfficeintoaKitchenatSwartlandMunicipal HeadOffice TransportationofLearnersduringSondezaCampat Ganzekraal RestructuringoftheBuildingControlOfficeReceptionat SwartlandMunicipalHeadOffice RepairFinalEffluentIrrigationPumpSystematDarling SportsField

2016Ͳ10Ͳ10

SCM08.16.17

2016Ͳ11Ͳ22

SCM28.16.17

2016Ͳ11Ͳ23

2016Ͳ11Ͳ21

SCM34.16.17

SCM22.16.17

2016Ͳ11Ͳ21

SCM38.16.17

2016Ͳ11Ͳ22

2016Ͳ11Ͳ21

SCM31.16.17

SCM25.16.17

2016Ͳ11Ͳ17

SCM10.16.17

2016Ͳ11Ͳ11

2016Ͳ10Ͳ06

SCM07.16.17

ProvisionofFirstAidTraining,Level1and2 ProvisionofOperatingRegulationsforHighVoltage Systems(ORHVS)Training SupplyandDeliveryofJacketsandTͲShirtswith EmbroideryforSondezaCamp Renewalof225xTrendMicroEnterpriseSecuritySuite Licenses ProvisionofVacuumTankerServicesforYzerfontein from15December2016to11January2017

R96330.00

R103438.98

R101177.28

R82300.00

R35000.00

R56794.00

R63750.00

R145000.00

R135900.00

R36225.78

R198508.02

R51040.94

R40663.80

R45144.00

R37150.00

BDCE(Pty)Ltd

4

1

5

VikingPonyAfricaPumps(Pty)Ltd t/aTricomAfrica FGUniforms

1

3

1

IomuTradingPtyLtd

FransBusdiensBK

IomuTradingPtyLtd

4

2

LelieblomGrondverskuiwing(Pty) Ltd BenovoInvestments(Pty)Ltd

1

4

3

2

1

1

4

Contribution Level

AdonisFencingcc

JohanBesterIngenieurswerkeBK

AverdaSouthAfrica(Pty)Ltd

DataTegra(Pty)Ltd

EkayaPromotions

Tept(Pty)Ltd

BLSMedicalcc

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