Open Procurement Process Gauteng Provincial Treasury Process Mapping 30 th October 2014

Tender Process 1. Tender Design 2. Tender Specification Committee 3. SCM Process 4. Bid Evaluation Committee 5. Bid Adjudication Committee 6. Tender Award 7. Monitoring & Feedback

Tender Process - Detail 1. Tender Design Bill of Quantities (BoQ) Estimate of Costs & Time Bid Evaluation Criteria (Functionality threshold) Standard Conditions of Contract Special Conditions of Contract Control / Oversight - Copy of Bid Evaluation Criteria that must be used by Probity Team (Slate of Audit Companies appointed by Treasury) to audit the tender evaluation process of all contracts > R50 million -

Sign-off Tender Documents Agree Site visit Date Agree Tender Publication Date Sign-off Bid Evaluation Criteria Confirm Budget Allocation Control / Oversight 2. Tender Specification Committee Tender Process - Detail -Publishing of the tender - Date, time and place when and where completed tenders should be submitted. -If applicable any special tender requirements or conditions -Compliance documents that must be handed in.

Publish Tender Check Compliance Documents Process to Follow with the Opening of the Tenders Publish Site visit & Closing Date Closing of Tender, Date, Venue & Time Control / Oversight 3. SCM Process Tender Process - Detail -Tender box will be opened in Public -Each bidder & amount tendered willt be read out -This list will be published on the website within 48 hours -Each tender must be “punched” in public. -Publish on the web-site the date on which the tender evaluation process will start

Appointment of Members Recommend Lowest Bid, if not why not, Motivate Second Lowest Bid Preferential Price calculation, ranking of Bids (Lowest to Highest) Compliance Documents Evaluation of Bids i.t.o. Evaluation Criteria (Functionality) Control / Oversight 4. Bid Evaluation Committee Tender Process - Detail -Process to be verified by the Probity Audit team, appointed by Treasury, for all bids larger than R50 million. -Publish on the web-site the bidders who have passed the ‘Compliance’ gate

Appointment of Members If Com. agree with Recommendations then instruct SCM to inform Bidder Confirm the Recommendation or refer it back to the Bid Evaluation Com. Check Bid Evaluation Committee Process Consider the Bid Evaluation Committee’s Recommendation Control / Oversight 5. Bid Adjudication Committee Tender Process - Detail This process will now be open to the public to observe Internal Audit to confirm that the lowest bid has been recommended, and if not, what is the motivation to recommend the second lowest bid - Process to be verified by the Probity Audit team, appointed by Treasury, for all bids larger than R50 million

SCM Informs Successful Bidder that they have been Awarded the Tender Once the Documents Have been Signed informs Dept. to hand over site Control / Oversight 6. Tender Award Tells the Successful Bidder to come and sign the Contract & Guarantees SCM Informs Un-successful Bidders that they have not been successful Tender Process - Detail -Treasury to publish the name of the successful Bidder and the tender amount on their web- site - Publish the site handover date and the expected construction period on the web-site Informs CFO of Expected Cash-flow during the construction period (MTEF)

SCM to visit Site every 3 Months Sends Report to Tender Spec. & Bid Evaluation Com. For noting Control / Oversight 7. Monitoring & Feedback Enquires on Quality, skills & Progress SCM Prepares a Report on Contractor’s Performance Tender Process - Detail -Treasury must be informed of any contractor who is not performing in order to: - Treasury must be informed of any litigation between the Contractor and GPG, and any possible future contingent liability to the GPG

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