Procurements Process

Who is eligible to Bid and what Precautions need to be taken into Consideration when Bidding
Any person from the age of 18 years and above
Be a South African Citizen
Have a business registered with registrar of companies.
Have a tax number and VAT (value added tax) turnover is R300 000 or above) obtainable from the South African Revenue Services (SARS) @ (015 299 7000 or www.sars.gov.za
If you are a in a construction business, register with the Construction Industry Development Board (CIDB) @ 0860 103 353 or www.cidb.org.za and National Home Builders Council (NHBRC) @ (015) 297 7519 or www.nhbrc.org.za
If you are in a security business, register with the Security Industry Regulatory Authority (SIRA)@ (015) 297 0209 or www.sira-sa.co.za
Physical existence of the business is a requirement
 Documents Required for Bidding
  Bidders are Required To:
Make use of the prescribed bidding documents (Standard bidding documents) obtainable from the department which advertised the bid.
Furnish additional information if required e.g. samples/pamphlets.
Complete the preference points claim forms (in terms of the preferential procurement regulations 2001) in order to claim for the relevant points.
Where to get Bidding Documents, Bulletin and Information
The Provincial Tender Bulletin and bid documents may be obtained from various Tender Advice Centres, and at the offices of the advertising departments at a fee (See list of Tender Advice Centres below) .
There is a provision for subscription to receive Provincial Tender Bulletin on weekly basis, the relevant office may be contacted at 56-58 Paul Kruger Street, Polokwane or (015) 291 8400 for subscription forms.
 Submission and Closing of Bids
Bids must be submitted on or before the specified date and time. The prescribed closing time for all bids is 11h00.
Each bid should be submitted in a sealed separate envelope with the name and address of the bidder, bid number and the closing date of such a bid.
Bids received after the specified closing time shall be regarded as late and shall not be considered.
After the closing time, bids are opened in public and where practical names of bidders and prices are read out. Prices of bids in building, civil, mechanical and electrical works categories may be disclosed in public if requested.
 Bidding Process Flow
Identification of a need by the department. Determination of the scope and output.
Preparation of a bid (Compilation of specification/ determination of evaluation criteria ).
Approval of an intention to invite a bid by the Accounting Officer.
Generation of bid documents
Advertisement of a bid in the provincial tender bulletin and /or any commonly used local/national newspapers..
Closure of a bid.
Bid Evaluation : Evaluation of price and specific goals and or functionality)
1st phase of evaluation : Administrative compliance:
  1. Bid document must be completed in black ink.
  2. Bid document must be completed in full and must be signed.
  3. All items must be priced.
  4. Corrections, adjustments, amendments must be initialed by the person completing the bid document.
  5. Usage of correction fluid on the document is not allowed
  6. An original valid tax clearance certificate must be attached to the bid document
  7. Other certificates, clearances must be attached if specified in the bid advertisement e.g SIRA, CIDB, CKs etc.
  8. The receipt voucher (proof that the document used is an original) must be attached to the bid, if specified.
  9. Any other specified requirement /condition.
Second phase of evaluation: Calculation of price and preference points
  • Price is calculated by using a prescribed preference point scoring system which is applied as follows;
    1. Bids above R500 000 : 90/10 point scoring system is applied wherein 90 points is for price and 10 is for preference points
    2. Bids below R500 000: 80/20 point scoring system is applied wherein 80 points is for price and 20 is for preference points
Calculation of preferential/ specific RDP goals
  1. Preference points are claimed for being an Historically Disadvantaged Individual (HDI) which refers to:
    • individuals who had no franchise in national elections before 1983 and the coming into being of the 1993 interrim constitution
    • Women and or
    • Disabled persons
  2. The following specific goals may be claimed by the bidder if they are identified as objectives of the bid by the advertising department:
    • Promotion of South African owned enterprises
    • Promotion of Small Medium and Micro Enterprises.
    • Promotion of youth owned businesses.
    • The creation of new jobs or the intensified labor absorption.
    • The promotion of export orientated production to create jobs.
    • The promotion of enterprises located in a province for work to be done or services to be rendered in the province.
    • Promotion of enterprises based in the rural areas.
    • Promotion of enterprises located in a specific municipal area for work to be done in or service to be rendered in that municipal area.
    • Promotion of enterprises located in a specific region/district for work to be done or service to be rendered in that region/district.
    • The empowerment of the work force by standardizing the level of skills and knowledge of workers.
    • The development of human resources, including by assisting in tertiary and other advanced training programmes, in line with key indicators such as percentage of wage bill spent on education and training and improvement of management skills.
    • The upliftment of communities through, but limited to, housing, transport, schools, infrastructure donations and charity organizations.
Inspections to confirm existence and capacity of the bidder to execute the contract (if necessary).
Recommendations and evaluation report submitted to the Departmental bid committee for adjudication.
Verification of tax details with SARS.
Clearance with the National Treasury's database of restricted suppliers.
Clearance with the Department of Trade and Industry for National Industrial Participation programme requirements (applicable to contracts in excess of $10m ).
Award endorsed by the Accounting Officer.
Issuing of Acceptance letters/ signing of contract/Service level agreement.
 Reasons why Bidders are Unsuccessful
The following are some of the most common causes of bid failure:
  • Late submission of bid documents.
  • Incomplete submission or unsigned bid.
  • Samples requested supplied after stipulated date.
  • Non-compliance with Special conditions.
  • Bidding using own alternative terms and conditions.
  • Variation from the specification not indicated or inadequately explained.
  • Price quoted in correctly or in the wrong currency.
  • Bid not meeting the stipulated requirements outlined in the specification / terms of reference.
  • Bid did not meet mandatory requirements
  • Bid was uncompetitive.
 Useful Hints
Identify a public sector market.
Know your core business.
Register on the supplier database of various provincial departments and public entities (parastatals)
Check the Provincial Tender Bulletin every Friday as well as other local newspapers.
Analyse requirements of the bid:
  •   Closing date and time.
  •   Specifications/Terms of reference.
  •   Evaluation criteria.
  •   Draw a check list of all requirements.
  •   Prepare bid against check list
  •   Submit your bid before the official closing date, remember late bids are not considered.
Get to know the Supply Chain Management legislative, normative and regulatory frameworks.
 The Role of Tender Advice Centres (TACs)
  • Provision of general information on all matters related to public sector procurement
  • Dissemination of procurement information through print and electronic media.
  • Conducting workshops and seminars on procurement.
  • Rendering of assistance to prospective bidders in the preparation of bid documents.
  • Conducting/co-ordination of site, process and production line inspection.
  • Distribution of tender documents and bulletin.
  • Referrals /linkages of suppliers with other relevant structures.
 Contact Details
  PROVINCIAL SUPPLY CHAIN MANAGEMENT OFFICE
Physical Address Postal Address Telephone Number Fax Number
56-58 Paul Kruger Street
Finance House
Polokwane
Private Bag X9486
Polokwane
0700
(015) 291 8400 (015) 295 2879


District Address Telephone Number Fax Number
Sekhukhune Shop No.10 Jane Furse Plaza (013) 265 1344 (013) 265 1354
Vhembe Department of Provincial Treasury
Government Building Complex Office No. E006,
Thohoyandou
(015) 962 1752 (015) 962 1282
Waterberg 84 corner Thabo Mbeki and River Street
NTK Building, New block No. 2
Modimolle
(014) 717 5383 (014) 717 5200/7
Mopani Private Bag X 1973, Giyani, 0826 (015) 812 0149 (015) 812 4686
Capricorn 56-58 Paul Kruger Street
Private BAG x 9494, Polokwane, 0700
(015) 291 8400 (015) 295 5160


No. Department Telephone Number Fax Number
1. Office of the Premier (015) 287 6000/6448 (015) 297 6177
2. Education (015) 290 7600/7750 (015) 297 6340
3. Sport, Arts and Culture (015) 299 7700 (015) 295 5002
4. Health and Welfare (015) 293 60006353/6280 (015) 293 6293
5. Public Works (015) 293 9000 (015) 293 9224
6. Agriculture (015) 295 7090 (015) 295 8000
7. Local Government and Housing 015 295 6851 297 4992
8. Roads and Transport (015) 295 1000 (015) 295 1162
9. Safety, Security and Liaison (015) 295 8977 (015) 291 4452
10. Economic Development, Environment and Tourism (LEDET) (015) 293 8445 (015) 295 6940
11. Road Agency Limpopo (015) 299 5637 (015) 297 5055
12. Limpopo Tourism and Parks Board (015) 299 5649 (015) 291 4140
13. Limpopo Gambling Board (LGB) (015) 295 5581 (015) 295 3566
14. Limpopo Business Support Agency (015) 295 3581 (015) 295 3590
15. Agricultural Rural Development Corporation (015) 296 3543 (015) 296 3549
16. Limpopo Manufacturing Advisory Centre (015) 290 8720 (015) 290 8736
17. Trade & Investment Limpopo (TIL) (015) 295 5171 (015) 295 5197
18. Polokwane International Airport (015) 288 0122 (015) 288 0346