Bid specification committees

1. The bid specification committee must compile the specifications for each procurement of goods or services by the municipality or municipal entity.

2. Specifications

a. must be drafted in an unbiased manner to allow all potential suppliers to offer their goods or services;

b. must take account of any accepted standards such as those issued by Standards South Africa, the International Standards Organisation, or an authority accredited or recognised by the South African National Accreditation System with which the equipment or material or workmanship should comply;

c. where possible, be described in terms of performance required rather than in terms of descriptive characteristics for design;

d. may not create trade barriers in contract requirements in the forms of specifications, plans, drawings, designs, testing and test methods, packaging, marking or labeling of conformity certification;

e. may not make reference to any particular trade mark, name, patent, design, type, specific origin or producer unless there is no other sufficiently precise or intelligible way of describing the characteristics of the work, in which case such reference must be accompanied by the words “equivalent”;

f. must indicate each specific goal for which points may be awarded in terms of the points system set out in the Preferential Procurement Regulations 2001; and

g. must be approved by the accounting officer prior to publication of the invitation for bids in terms of paragraph 22 of this policy.

3. The bid specification committee must be composed of one or more officials of the municipality or municipal entity, preferably the manager responsible for the function involved, and may, when appropriate, include external specialist advisors.

4. No person, advisor or corporate entity involved with the bid specification committee, or director of such a corporate entity, may bid for any resulting contracts.

Organogram

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Bid evaluation committees

1. The bid evaluation committee must -
a. evaluate bids in accordance with -

• the specifications for a specific procurement; and
• the points system set out in terms of paragraph 27(2)(f).

b. evaluate each bidder’s ability to execute the contract;

c. check in respect of the recommended bidder whether municipal rates and taxes and municipal service charges are not in arrears, and;

d. submit to the adjudication committee a report and recommendations regarding the award of the bid or any other related matter.

2. The bid evaluation committee must as far as possible be composed of -

a. officials from departments requiring the goods or services; and

b. at least one supply chain management practitioner of the municipality.

Organogram

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Bid Adjudication Committees

1. The bid evaluation committee must consider the report and recommendations of the Bid Evaluation Committee and make a recommendation to

• the Chief Financial Officer if the amount involved falls within the CFO’s delegated authority; or
• the Accounting Officer

to make a final award

If the committee decides to award a bid other than the one recommended by the Bid Evaluation Committee, it must prior to awarding the bid -

• check in respect of the preferred bidder whether that bidder’s municipal rates and taxes and service charges are not in arrears; and
• notify the Accounting Officer

Organogram

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