Specialist: Supply Chain Management (Head Office)

Tender Process Management 

Bid Specification and Calls for Proposals

• Participate in and provide advice at Bid Specification meetings to ensure that SCM policies are complied with for tenders
• Provide advice in the development of Calls for Proposal to ensure that SCM policies are complied with
• Take minutes if required

Tender Documentation Preparation and Advertising

• Establish industry based tender compliance requirements (e.g. CIDB, NHBRC) through reviewing scope of the terms of reference and integrating the compliance requirements into the tender documentation as required.
• Distribute the draft tender advert template to facilitate the line manager drafting a tender advert
• Place advert in appropriate media for the required time period

Tender/Proposal Receipt

• Receive tenders/proposals either through email or hard copy submitted tenders, implement the required tender receipt management process.
• Review submitted tenders/proposals for SCM compliance through checking submissions against the requirements defined in the Terms of Reference or Calls for Proposal.
• Prepare a report highlighting the compliant and non-compliant submissions with explanations to the Bid Evaluation Committee.

Bid Evaluation Committee

• Schedule and convene a Bid Evaluation Committee through identifying key participants and distributing relevant materials.
• Minute the Bid Evaluation Committee meeting through capturing the key aspects of the evaluation discussion.
• Provide advice on compliance and SCM related matters as required at the Bid Evaluation Committee meeting.
• Apply the BEE and Pricing formulae to the tenderers that meet the Bid Evaluation assessment criteria and identify the highest rated tenders.
• Prepare the packs for the Bid Adjudication Committee.

Bid Adjudication Management

• Manage the approval, signature and storage of BAC minutes and reports.

Bidder Communication

• Manage the communication of the outcome of the BAC or Proposal Review process with successful and unsuccessful bidders in line with the established policy.
• Refer any queries from bidders related to tender/proposal outcomes to SCM and Contracts Management.

Contract Management System

• Conduct SCM compliance checking of contracts that have been awarded and contracts on the contracts register to ensure compliance with the SCM policy.
• Manage the loading of contracts onto the contract management system.
• Maintain the contract register for tenders through updating register with all contract changes monthly.

Supplier/Service Provider Management

• Address any supplier database errors with the Procurement Administrator.
• Approve the sharing of the HDA service providers and preferred suppliers with all HDA staff through the intranet.
• Manage the validity of compliance data for preferred suppliers through ensuring that relevant documentation is provided and updated annually.

Vendor System Management

• Manage the loading of approved vendors onto the vendor system in line with the defined contract nature and SCM requirements.
• Manage the issuing purchase orders for loaded and approved vendors to ensure they are complaint with the SCM requirements.
• Approve purchase orders for procurement between R30 000 and R100 000 in line with the delegated authority level and SCM policy requirements.
• Manage the annual vendor details validation and updating process through checking the accuracy of information captured.