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Chain Management may follow <strong>the</strong> route of direct negotiations and such appointment
shall be approved by <strong>the</strong> Accounting officer.
15.2.6 The SCM Sub-Direc<strong>to</strong>rate shall record <strong>the</strong> names of <strong>the</strong> prospective service providers
awarded quotation, <strong>the</strong>ir quoted prices in<strong>to</strong> <strong>the</strong> quotation register.
15.2.3 Prior <strong>to</strong> <strong>the</strong> award of any contract in excess of R10 000, accounting officers are required
<strong>to</strong> verify <strong>the</strong> status of <strong>the</strong> recommended bidders by checking <strong>the</strong> database of Restricted
Suppliers maintained by National Treasury in order <strong>to</strong> ensure that no recommended
bidder or any of <strong>the</strong>ir direc<strong>to</strong>rs/ owners trustees are listed as companies or persons
prohibited from doing business with <strong>the</strong> public sec<strong>to</strong>r.
15.3 Process for procuring goods or services through formal written quotations
15.3.2 When using <strong>the</strong> Register of accredited prospective providers, <strong>the</strong> SCM Sub-Department
must promote ongoing competition amongst service providers, including by inviting
service providers <strong>to</strong> submit quotations on a rotation basis.
15.3.3 The SCM Sub-Department must take all reasonable steps <strong>to</strong> ensure that <strong>the</strong>
procurement of goods and services through written and formal written quotations is not
abused.
15.3.4 The CFO and Municipal Manager must on a monthly basis be notified in writing of all
written quotations, accepted by an employee acting in terms of his or her delegated
powers.
15.3.5 In <strong>the</strong> event that quotations have been invited via <strong>the</strong> notice boards and website of <strong>the</strong>
Municipality, no additional quotations need <strong>to</strong> be obtained should <strong>the</strong> number of
responses be less than 3 (three).
15.3.6 All formal written quotations solicited above <strong>the</strong> R30 000 (VAT included) threshold, must
be processed in accordance with <strong>the</strong> Preferential Procurement Legislation and offers
received must be evaluated on a comparative basis, taking in<strong>to</strong> account unconditional
discounts and <strong>the</strong> applicable 80/20 preference points.
15.3.7 A discount which has been offered conditionally must, despite not being taken in<strong>to</strong>
account for evaluation purposes, be implemented when payment is effected.
15.3.8 In <strong>the</strong> event that different prices are quoted for different periods of a contract, <strong>the</strong> price
for each period must be regarded as a firm price if it conforms <strong>to</strong> <strong>the</strong> definition of a “firm
price”.
15.3.9 In <strong>the</strong> event that two or more prospective providers have scored equal <strong>to</strong>tal points, <strong>the</strong>
successful quotation must be <strong>the</strong> one scoring <strong>the</strong> highest number of B-BEEE status
level points for specified goals. Should two or more quotations be equal in all respects,
<strong>the</strong> award shall be decided by <strong>the</strong> drawing of lots.
15.3.10 in <strong>the</strong> event of <strong>the</strong> appointment of professional service providers whose fees are
determined by <strong>the</strong>ir respective institutions, societies or associations, such as at<strong>to</strong>rneys,
consulting engineers, <strong>to</strong>wn-planners and land surveyors, it shall not be necessary <strong>to</strong>
obtain 3 (three) quotations, on condition that as far as possible <strong>the</strong>se professional
service providers shall be appointed on a rotational basis.
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