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of a physical, intellectual, or sensory function, whichresults in restricted, or lack of, ability to perform anactivity in the manner, or in the range, considerednormal for a human being.Exempted Capital AssetMeans a municipal capital asset which is exempt bySection 14(6) or 90(6) of the MFMA from otherprovisions of that section.Exempted MicroMeans any enterprise with an annual total revenue of REnterprises (EMEs)5000, 000 or less, with a certificate issued by erascontemplated in Section 60(4) of the Close CorporationAct No. 9 of 1984.Exempted Micro Enterprises are deemed to have a BBBEE status level 4 contributor and if owned by morethan 50% black people or by black women, it will bedeemed to have a B-BBEE status level 3 contributor.Exempted MicroMeans any enterprise within the tourism sector anEnterprisesannual total revenue of R 2 500, 000 or less, with a“TOURISM”certificate issued by the registered Auditor or AccountingOfficer as contemplated in Section 60(4) of the CloseCorporation Act No. 9 of 1984.Exempted MicroMeans any enterprise within the construction sector withEnterprisesannual total revenue of R 1, 500, 000 or less, with a“CONTRUCTION”certificate issued by the registered Auditor or AccountingOfficer as contemplated in Section 60(4) of the CloseCorporation Act No. 9 of 1984.Final AwardIn relation to bids or quotations submitted for a contract,means the final decision on which bid or quote toaccept.Firm PriceMeans the price that is only subject to adjustments inaccordance with the actual increase or decreasePage 11

resulting from the change, imposition, or abolition ofcustoms or excise duty and any other duty, levy, or tax,which, in terms of the law or regulation, is binding on thecontractor and demonstrably has an influence on theprice of any supplies, or the rendering costs of anyservice, for the execution of the contract.Formal Written PriceMeans a written or electronic offer to the SDM inQuotationresponse to an invitation to submit a quotation.FunctionalityMeans the measurement according to predeterminednorms, as set out in the tender documents, of a serviceor commodity that is designed to be practical and useful,working or operating, taking into account, among otherfactors, the quality, reliability, viability and durability of aservice and the technical capacity and ability of atenderer. “Functionality is also referred to as “Quality”.HODHead of the DepartmentIn the service of theMeans:statea. Amemberofany municipalcouncil,anyProvincial Legislature or the National Assembly orthe National Council of Provinces;b. An official of any municipality or municipal entity;c. An employee of any National or itutional Institution within the meaning of thePublic Finance Management Act, 1 of 1999;d. A member of the board of directors of anymunicipal entity;e. A member of the Accounting Authority of anyprovincial or national public entity; andf. An employee of Parliament or a ProvincialLegislature.IRBAMeans Independent Regulatory Board of AuditorsPage 12

Lead-timeThe period between the SDM’s order and the delivery ofthe final product/service.Long term contractMeans a contract with a duration period exceeding oneyear.Municipal AssetsMeans the Municipal Assets Transfer RegulationsTransfer Regulationspublished in Government Gazette 31346 of 22 August2008.Municipal EntityMeans an entity defined in the Systems Act.Non-exempted CapitalMeans a municipal capital asset which is not exemptedAssetby Section 14(6) or 90(6) of the MFMA, from the otherprovisions of that section.Non-firm pricesMeans all prices other than “firm prices”Other applicableMeans any other legislation applicable to municipallegislationsupply chain management, includinga)PersonIncludes the natural or juristic entity.PolicyMeans this Supply Chain Management Policy asamended from time to time with annexures.Prime ContractorShall have the same meaning as the contractor.QSEMeans Qualifying Small Enterprise.Rand valueMeans the total estimated value of a contract in SouthAfrican currency, calculated at the time of tenderinvitations, and includes all applicable taxes and exciseduties.RepublicMeans Republic of South Africa.Responsible AgentMeans those internal project managers being the SDMofficials or external consultants appointed by the SDMresponsible for the administration of a project orcontract.ResponsiveMeans a bidder that:bid/quotationa. Complies in all respects with the specification andPage 13

conditions of the bid.b. Has completed and signed all the prescribed bidforms to enable SDM to evaluate the submittedbid.c. Has submitted the required original tax clearancecertificate and other clearance/registration formsas prescribed by the Income Tax Act and/or inthe bid documentation.d. Has the necessary capacity and ability to executethe contract.e. Have its municipal rates and taxes and municipalservices charges account in order.Treasury GuidelinesMeans guidelines on supply chain management issuedby the Minister in terms of section 168 of the Act.The ActMeans the Local Government: Municipal FinanceManagement Act, 2003 (Act No. 56 of 2003).SANASMeans South African National Accreditation SystemSARSMeans South African Revenue ServicesSME’sSmall, Medium and Micro Enterprises bears the samemeaning assigned to this expression in the NationalSmall Business Act, 102 of gementsSub-contractorMeans any person that is employed, assigned, leased orcontracted by the prime contractor to carry out work insupport of the prime contractor in the execution of thecontract.Supplier/VendorAre generic terms which may include suppliers of goodsand services, contractors and/or consultants.Supplier DatabaseMeans the list of accredited prospective providers whichthe municipality or municipal entity must keep in terms ofRegulation14oftheMunicipalSupplyChainPage 14

Management Regulations published in GovernmentGazette 27636 of 30 May 2005.Tender/TendererMeans bid/bidder in the context of construction worksprocurement.Term bidMeans a rates based bid for ad hoc or repetitive supplyof goods, services or construction works, where theindividual rates are approved for use over a specifiedcontract period.The Systems ActMeans the Local Government: Municipal Systems Act(Act No. 32 of 20000) and its regulations.Treasury GuidelinesMeans any guidelines on supply chain managementissued by the Minister in terms of Section 168 of theMFMA.Unsolicited BidMeans an offer submitted by any person at its owninitiative without having been invited by the SDM to doso.Value for moneyMeans in relation to agreements, that the performanceof a private party in terms of the agreement will result ina net benefit to the institution defined in terms of cost,price, quality, quantity, risk transfer or any combinationof those factors.2.2. Words importing the singular shall include the plural and vice versa andwords importing the masculine gender shall include females and wordsimporting persons shall include companies, close corporations and firmsunless the context clearly indicates otherwise.2.3. All limits stated in this document shall be deemed to be inclusive of allapplicable taxes.Page 15

PART 3: Purpose1. This Supply Chain Management Policy and Procedure Manual represents theminimum standards that staff members are expected to apply in theirprocurement activities. The overall objective of this policy and procedure manualis:1.1. To ensure efficient, effective and uniform planning for and procurement ofgoods, services and/or works, required for proper functioning of SDM as wellas the sale and letting of assets;1.2. To give effect to section 217 of the Constitution of the Republic of SouthAfrica by implementing a system that is fair, equitable, transparent,competitive and cost-effective;1.3. To comply with all provisions of MFMA including the Municipal Supply ChainManagement Regulations published under GN868 in Government Gazette27636 30 May 2005 and any National Treasury Guidelines issued in terms ofMFMA;1.4. To ensure, that the goods and services required, are aligned to both the IDPand budget of SDM.1.5. To obtain best value for money when procuring goods and services.1.6. To ensure that the objectives of uniformity in supply chain managementsystems between organs of state, in all spheres, is not undermined and thatconsistency with national economic policy on the promotion of investmentsand doing business with the public sector is maintained.PART 4: Application Of This Policy1. This Policy applies to:1.1.The procuring of goods or services, including construction works andconsultancy services;1.2.The disposal of assets no longer needed;Page 16

1.3.The selection of contractors to provide assistance in the provision ofmunicipal services otherwise than in circumstances where Chapter 8 ofthe Systems Act applies; or1.4.The selection of external mechanisms referred to in section 80 (1) (b) ofthe Systems Act for the provisionofmunicipal servicesincircumstances contemplated in Section 83 of that Act.2. This policy, except where provided otherwise, does not apply in respect ofprocurement of goods and services contemplated in section 110(2) of the Act,including:2.1.Water from Department of Water Affairs or a public entity, anothermunicipality or a municipal entity; and2.4.Electricity from Eskom or another public entity, another municipality ora municipal entity.3. Unless specifically stated otherwise, this Policy does not apply if SDM contractswith another organ of the state for:3.1.The provision of goods and services;3.2.The provision of a municipal service; and3.3.The procurement of goods and services under a contract secured bythat organ of the state provided that the relevant organ of the state hasagreed to such procurement.A report shall nevertheless be submitted to the Bid Adjudication Committee seekingauthority to contract with another organ of the state.PART 5: SCM Strategic Objectives1. To promote and maintain good corporate governance:1.1. Compliance with legislative requirements.Page 17

1.2. Simplified uniform SCM Policy and Procedures.1.3. Appropriate delegations and segregation of duties.1.4. Audit trail of procurement process.1.5. Recorded spend.2. To promote Local BEE suppliers and SMME through procurement spend:2.1. Promotion of Local BEE Suppliers/SMME joint ventures and subcontractingwhere feasible.2.2. Promote the competitiveness of local BEE suppliers.2.3. Unbundling of large scale infrastructure projects into small manageableprojects for SMME’s.2.4. Appointing panels of suppliers and ensure rotation amongst BEE suppliers.3. To use SCM as an enabler to achieve strategic objectives in the IDP.3.1. Adequate budgeting.3.2. Responsive SCM processes.4. To ensure value for money when procuring.4.1. Optimal processes.4.2. Clear and unambiguous requirement setting (Specifications/TORs).4.3. Effective contract and supplier management.PART 6: Procurement Principles1. The SDM shall adhere to the procurement principles as noted hereunder:1.1. TransparencyThe procurement process shall be opened and predictable and shall affordprospective bidders timely access to the same and accurate information.Page 18

1.2. Equal treatmentAll bidders and providers shall be treated equally throughout the wholeprocurement process and shall be given access to the same information.1.3. EffectivenessThe SDM shall strive to standardise and simplify procedures whereappropriate to enhance the SCM system’s effectiveness and shall carry outits SCM processes as cost-effectively and efficiently as possible. The SDMshall strive to build relationships with providers, shall ensure good workingpractices and shall encourage innovative solutions for providers.1.4. CompetitivenessThe SDM shall satisfy its requirements through competition unless there arejustifiable reasons to the contrary.1.5. FairnessAll bidders shall be dealt with fairly and without unfair discrimination.Unnecessary constraints shall not be imposed on bidders/contractors andcommercial

THAT the Supply Chain Management Policy and the contents thereof be tabled for approval at the Mayoral Committee. Version Version Date April 2015 Document Name Supply Chain Management Policy and Procedures Reviewed By Date: INTERNAL AUDITOR Supported By Date: CHIEF FINANCIAL OFFICER Signature Date: MUNICIPAL MANAGER Adopted by the Mayoral