1 @:JfifE~ - National Treasury

1 AFGESTUUR'DESPATCHED3 0 MAR20061 @:JfifE~ Enquiries:NATIONALTREASU RYREPUBLICOFSOUTHAFRICAP rivateBagX115,Pretoria,0001 Tel:+27123155111,Fax:+27123155234J CHIEFFINANCIALOFFICERS:INSTITUTIONS/ ,constitutionalinstitutionsandpublicenti tiesasdefinedinschedule3 Aand3 CofthePublicFinanceManagementAct(PFMA). toprovideguidelinesonthemandate,role,fun ction,composition,duties,meetingprocedur esandconductofSupplyChainManagement(SCM) ofthePublicServiceRegulations,2001aswell astheCodeofConductforSupplyChainManageme ntPractitionersissuedon5 December2003aspracticenotenumberSCM4 , authoritiestodelegatepowersorinstructany officialinthatdepartment,tradingentity,c onstitutionalinstitutionorpublicentityto performanyofthedutiesassignedto theaccountingofficerin termsof (1)(a)(iii)and51(1)(a)(iii)

2 OftheAct,prescribesthataccountingofficer s/ authoritiesmustensurethattheinstitutionh asandmaintainsanappropriateprocurementan dprovisioningsystemwhichisfair,equitable ,transparent, 'ssupplychainSCMsystemmust,interalia,pro videfortheadjudicationofbidsthroughabida djudicationcommittee,theestablishment,co mpositionandfunctioningofbidspecificatio n, :.a finalaward; recommendationtotheaccountingofficer/ authoritytomakea finalaward; :.allnecessarybiddocumentshavebeensubmit ted;.disqualificationsarejustifiedandtha tvalidandaccountablereasons/motivationsw erefurnishedforpassingoverofbids;scoring hasbeenfair,consistentandcorrectlycalcul atedandapplied.

3 ,theaccountingofficer/ authorityoraseniorofficialdelegatedbythe accountingofficer, authorityorthedelegatedofficialmayafterc onsiderationofthereasonsforthedeviation, thedecisionoftheBidAdjudicationCommittee toapprovea bidotherthantheonerecommendedbytheBidEva luationCommitteeis ratified,theAuditor-General, authorityorhis/ ,variation,extension, ,if andwhenrequiredtodoso,considerforapprova ltherecommendationsoftheBidSpecification Committeeinordertoensurethat:.a properandunbiasedspecificationis compiledforthespecificrequirement; ,theratiobetweenpriceandfunctionality,th eevaluationcriteriaaswellastheirweightsa ndvalues.

4 Strategicsourcingprincipleswereappliedan dthatthemarketwasproperlyresearchedandan alyzed;.thenecessaryfundsareavailable;.i fandwhenapplicable,inadditiontotheGenera lConditionsofContract,appropriateSpecial RequirementsandConditionsofContractaresp ecified;.thepreferencepointsystemprescri bedandth,atappropriategoalsareidentified andpointsallocatedforthesegoalsareconsis tentwiththerequirementsofthePreferential ProcurementRegulations; ,rangeshavebeenset(indicatingbreakdownof thepoints/percentagesasprovidedforinther elevantslidingscalesfortheselectedspecif iedgoals).

5 ,committeemembersmustbefamiliarwithandad heretoallrelevantSCMlegislation,policy,g uides, ,courteousconductis thelevelof- "Confidential"bytheaccountingofficer/ :.accepttheconfidentialityofthemeeting;. notmakeknownanythingregardingthemeeting, unlessofficiallyauthorized; declarationis , whomatleastonemustbea ,additionalofficials'oradvisorsmaybeco-o ptedonaccountof ' reportsifatleastsixtypercent(60%) ,theaccountingofficer/authoritymayalsoap pointsecunditotemporarilyreplacememberst hatareabsentfrommeetingsduetoillness,lea ve, castingvoteaswellasa deliberatevote;retainsallhis/herrightsas a member;mayadjourna meeting;mayruleonpointsoforderwhichwillb efinal;maywithdrawanyproposalorothermatt ersunderdiscussionbeforeit is puttothevote.

6 Meetingandensurethatbusinessisconductedi nanorderlymanner;beforeopeninga meeting,ensurethatit is properlyconstituted;protecttherightsofev erymember;.. herseattothevicechairperson,shouldhe/she wishtopartakein adiscussionin a partialmanner;regulateparticipationin discussions;dealwithitemsin sequenceof theagenda;ensurethatmembersknowexactlywh attheyarerequiredto voteon;ensurethatonlyonememberholdsthefl ooratanyonetime;provideguidancebydirecti ngthemeeting,butshallnotdominate;conduct meetingsin a formalmanner;andformulateclearlythedecis ionstobeminutedandsignandapprovetheminut esaftertheyhavebeenverifiedforcorrectnes s.

7 '..Vice-chairpersonThevice-chairpersonha sthesamepowersanddutiesasthoseofmembersa ndinaddition,wherenecessary, theabsenceof thechairperson,presideaschairperson;andt aketheseatofandactaschairperson,shouldth echairpersonwishtopartakein , ;givenoticeofproposedmeetingstocommittee members;processanddistributeallsubmissio ns/reportstogetherwiththeagendatocommitt eemembersatleastthreeworkingdaysbeforeth eactualmeetingtakesplace;minutealldecisi onstakenatmeetings;adherestrictlytothest ipulationsof theNationalArchivesofSouthAfricaAct, ;ensurethattheproceedingsatmeetingsarere cordedmechanically;givewrittenfeedbackof alldecisionstakenbythecommittee.

8 Andberesponsibleforalltheadministrativet asksof theCommitteeaswellasalldirectivespertain ingtoSupplyChainManagement,includingther elevantsectionsoftheConstitution,PublicF inanceManagementActandaccompanyingTreasu ryRegulations,PreferentialProcurementPol icyFrameworkAct,Broad5 BasedBlackEconomicEmpowermentActandaccom panyingregulations,alldirectivesissuedby NationalTreasury/ relevantprovincialtreasuryaswellasthedel egatedpowersissuedbytheaccountingofficer / authorityandatalltimesactin accordancewithabove-mentionedlegislation ,regulationsandprocedures;.applytheirmin dstomattersathandin ordertotakemeaningfulandaccountabledecis ionsandintheeventofdoubtoruncertainty,to proposethatmattersbereferredbackforclari fication.

9 Inadvance,furnisha writtenapologyshouldhe/shenotbeabletoatt endameeting;.strivetobepunctualformeetin gsandtostayforthedurationofa meeting;.prepareproperlyforeachmeetingby studyingtheagendaandsubmissions/reports; .befamiliarwithmeetingproceduresin ordertomakea contributionin thecorrectmanner; theagenda;.submitproposalsandparticipate in proceedings;.vote; ,onrequest,allowofficialstoattenda ,excepttoadvisetherepresentative(member) orthecommitteeif meetingservesastheprogramofthemeetingand unlesstheCommitteedecidesotherwise, , , a brief, memberwishtohavea specificmatterotherthana decisionrecorded, member'sreasonsfora registerateachmeeting, ,irrespectiveofthevalueofsucha ,thevice-chairpersonwillpresideaschairpe rson,in whichcasehe/shewilloccupythechairforthed urationofthemeeting,evenif thechairpersonshouldarriveduringthecours eof thatpersondoesnotrespecttheauthorityof pointoforderonlyif he/sheis oftheopinionthattherehasbeena departurefromtherulesoforder.

10 ,thata speakerhastransgressed, personasa memberoftheCommitteeobtainscertainrights suchasa sharein thecontrolofthematterforwhichthemeetingi s constitutedandthemembermayexercisethisri ghtbymakingproposals,voting, member' ;.thechairpersonhastherighttointerruptan daska membertostopspeakingif theaddressis repetitiveorirrelevanttothematterunderdi scussion;.a membermuststopspeakingif ruledoutof orderbythechairperson;.decisionsaretaken bygeneralconsensusorbya showofhandswhenamatteris decideduponbyvoting;.oncea decisionhasbeentakenit is finalandnotopenfordiscussionunlessadditi onalinformationwhichwasnotavailableatthe timeofdecisionmakingcanbeproduced.