procurement.a z
TRANSCRIPT
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s t a t e i n f o r m a t i o n t e c h n o l o g y a g e n c y
Guidelines on Procurement Servicesturnaround times
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1. ScopeThe purpose of this document is to outline expected turnaround times on servicesrendered by Procurement Services to its clients (both internal and external). Theseservices can be categorised under tender management, contract management, and
purchasing.
2. Services rendered
Procurement Services will render the following services within the timeframesindicated below;
2.1 Tender Management (for SITA tenders only)
No. Activity Turnaroundtime
1 SITA analyzes the request and advises Clients on the nextsteps to be taken 2 days
2 SITA compiles bid documentation in consultation with the
Client
5 days
3 Approval of the bid documentation 3 days
4 Notification of the bid advert to Government Bulletin 1 day
5 Notice period for advertisement of the bid documentation 5 days
6 Publication of the bid 30 days
7 Industry briefing session (if applicable) 1 day
8 Close tender and screening 3 days
9 Evaluate bid and produce signed evaluation reports 10 days
10 Preparation of the submission to the SSB / SRC and the
signing off
5 days
11 Submit report for SSB tabling (if less than R15 million) 5 days (prior to
meeting)
12 Submit report for SRC tabling (if more than R15 million butnot exceeding R30 million)
10 days (prior tomeeting)
13 SSB / SRC Meeting 1 day
14 Outcome of the SSB / SRC (in a form of a resolution) 5 days
15 Notify Client of the outcome of the bid 2 days
16 Submit report to SITA Board (if more than R30 million) 30 days (prior tomeeting)
17 Issue out an award letter 7 days (from
receipt of Clients
acceptance ofaward)
18 Issue out regret letters 2 days (from
receipt ofacceptance of the
award from the
supplier)
19 Debriefing (if requested) 4 weeks (fromdate of issue ofregret letters
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*On AVERAGEthe tender management process takes 78 working days.
*The 78 days is calculated from activities 6 - 12.
2.2 Tender Management (for Government tenders only)
No. Activity Turnaroundtime
1 SITA analyzes the request and advises Clients on the nextsteps to be taken
2 days
2 SITA compiles bid documentation in consultation with theClient
5 days
3 Approval of the bid documentation 3 days
4 Notification of the bid advert to Government Bulletin 1 day
5 Advertisement of the bid documentation 5 days
6 Publication of the bid 30 days
7 Industry briefing session (if applicable) 1 day
8 Close tender and screening 3 days9 Evaluate bid and produce signed evaluation reports 15 days
10 Preparation of the submission to the RC and the signing off 9 days
11 Submit report for RC 10 days (priorto meeting)
12 RC Meeting 10 days
(maximum)
13 Outcome of the RC (in a form of a resolution) 4 days
14 Communicate the recommendation to the department 4 days (fromreceipt of theresolution)
15 Notification by the department to SITA of its acceptance of
SITAs recommendation and confirmation that the letter ofaward has been sent and accepted by the supplier
2 days (from
the date thedepartment isinformed ofthe outcome)
16 Issue out regret letters 2 days (fromreceipt ofacceptance ofthe awardfrom the
supplier)
17 Debriefing (if requested) 4 weeks (fromdate of issue
of regretletters
* On AVERAGEthe tender management process takes 78 working days.
* The 78 days is calculated from activities 6 - 12
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2.3 Contract Development
No. Activity Turnaround time
1 Drafting contract 10 days
2 Negotiate contracts terms and conditions with thesuccessful supplier
10 days
3 Obtain legal advice and sign off 5 days4 Present contract for signatures 5 days
* On AVERAGE the contract development process for a tender that isawarded to a single supplier takes 30 days.
2.4 Contract Management
No. Activity Turnaround time
1 Inform interested parties 2 days from the
date the contractis signed
2 Publish contract Within 2 days
after signature
3 Update contract details Within 24 hours ofchange
4 Review contract for renewal One month
5 Negotiate renewal of contract One week
6 Develop addendum 10 days
7 Signing off of the addendum 5 days
8 Contract management Ongoing
2.5 Purchasing
No. Activity Turnaroundtime
1 RFQ registration 1 day
2 Draft RFQ document and approval thereof 2
3 Issue out RFQ to the suppliers on the database / from the listof preferred suppliers on the contract
10 days
4 Close RFQ 1 day
5 Evaluation of RFQ responses 3 days
6(a) Approval of the award of the RFQ by Procurement
ServicesManagement
2 days
Approval of the award of the RFQ by the SSB
Preparation of the submission to the SSB and the signing off 5 days
Submit report for SSB tabling (if less than R15 million) 5 days (priorto meeting)
6(b)
SSB Meeting 1 day
Approval of the award of the RFQ by the SRC
Preparation of the submission to the SRC and the signing off 5 days
6
Submit report for SRC tabling (if more than R15 million but notexceeding R30 million)
10 days (priorto meeting)
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SRC Meeting 1 day
7 Outcome of the SSB / SRC (in a form of a resolution) 5 days
8 Notify Client of the outcome of the bid 2 days
9 Approval of the award of the RFQ by the SRC 17
10 Inform the Client of the award of the RFQ 1 day
11 Client notifies SITA of its acceptance / rejection of the RFQ 1 day
12 Order management 3 days
* On AVERAGE, the purchasing process takes 30 calendar days excludingactivity 12.
Johnson DyodoHoD: Procurement Services