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 ThemunicipalityisusingNationalTreasury'sCentralSupplierDatabasewitheffectfrom1 July2016.
ExternalRelations 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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