Bid Committee System Applicable to Municipalities (MFMA)

The programme

Programme overview

This intensive Bid Committee System Applicable to Municipalities (MFMA) training course will help participants acquire knowledge and skills necessary for municipalities to achieve added value outcomes through procurement through effectively applying Supply Chain processes and Bid Committee System as required.

This Bid Committee System training will include effective best practice regarding procurement planning, development of specifications or terms of reference including the criteria to be included in the invitation to bid, supplier evaluation and adjudication applying the criteria and the selection of the successful Bidder with the publishing of the award. These processes will assist in avoiding irregular and fruitless and wasteful expenditure.

Who should attend

Who is this programme for?

This Bid Committee System Applicable to Municipalities (MFMA) course is ideal for:

• Municipal Officials Working in Supply Chain Management (SCM) or Procurement Divisions
• Bid Committee Members, Including Those Serving on Specification, Evaluation, and Adjudication Committees
• Senior Municipal Managers Overseeing Procurement and Compliance Functions
• SCM Practitioners Tasked with Ensuring Adherence to Legislative and Regulatory Frameworks
• Internal Auditors and Compliance Officers Responsible for Auditing Procurement and Bid Committee Processes
• Finance Managers and Directors Seeking to Enhance Their Understanding of Procurement and Bidding Practices to Minimise Financial Irregularities
• Legal Advisors Providing Counsel on SCM and Procurement-Related Issues
• Councillors and Governance Stakeholders Involved in Oversight and Accountability Related to Municipal Procurement Processes

This training is also valuable for any municipal professionals aiming to enhance their expertise in managing bid committees effectively while ensuring ethical and compliant procurement practices.

Learning outcomes

What you will learn

• Explain the regulatory framework that governs Supply Chain Management and Bid Committee System, including the transition underway from the MFMA Municipal SCM Regulations toward the Public Procurement Act, 2024
• Demonstrate an understanding of how legislation and/or prescripts regulate the decision making of the Bid Committees
• Discuss the importance of ethical conduct at all stages of the Bid Committee process
• Understand the importance of compliance to avoid unauthorised, irregular and fruitless and wasteful expenditure
• Prepare a bid invitation for a specific commodity or professional service according to National Treasury Regulations and Instructions and guidelines
• Evaluate bids in relation to the advised specifications and criteria and compliance requirements
• Compile a report to the BAC recommending an award of a bid
• Adjudicate bids in a fair manner that will allow the approval and award of the bid

Explore the programme

Detailed programme outline

• Analyse the elements of the Supply Chain Model with reference to the procurement system
• Identify the key role players in the procurement system
• Consider the regulatory framework applicable to municipal procurement, including the ongoing transition from the MFMA Municipal SCM Regulations toward the Public Procurement Act, 2024 — described as the most significant procurement reform since the PFMA and MFMA, with a dedicated 2026 draft regulation specifically addressing the bid committee system
• Apply effective demand management processes
• Define the organisation's needs
• Conduct the market and industrial analysis to identify potential suppliers of the required goods or services
• Develop sourcing strategy to meet the identified needs
• Ensure that all the identified needs are included on the procurement plan
• Composition of the Committees
• Duties, responsibilities, and Mandates of Bid Committee members
• Functions of the Bid Committees: Specification Committee, Evaluation Committee, Adjudication Committee
• The role of the SCM practitioners at each of the Committees, including preparing for anticipated changes under the Public Procurement Act, such as the requirement for committees to include members with relevant technical expertise
• Secretarial functions and minutes of the meetings
• Develop the draft specifications for goods and terms of reference (TOR) for services
• Approaches to sourcing
• Sources of potential supplier information
• Decide on criteria that will be applied for supplier appraisal and final evaluation
• Determine whether functionality will be used as criteria for selection of the supplier, and if so, the criteria, sub-criteria, and minimum qualifying score to be applied
• Identifying the procurement methods for the required goods and services
• Applying the required process for calling for quotations or competitive bids within the prescribed thresholds
• Preparing the Bid Invitation determining which Standard Bid Documents will apply
• Compile any Special Conditions of Contract that will apply to the specific Bid
• Administrative responsiveness preliminary evaluation by SCM Acquisition Unit
• Composition of the Bid Evaluation Committee
• Powers and Functions of the Bid Evaluation Committee
• The practical evaluations of the bids applying the predetermined criteria
• Bid Committees recommendations report to Bid Adjudication Committee
• Establishment of Bid Adjudication Committee
• Composition of a Bid Adjudication Committee
• Quorum
• Functions of the Bid Adjudication Committee secretariat
• Minutes of the Bid Adjudication Committee meeting
• Disclosure of information and code of conduct
• Functions of the Bid Adjudication Committee
• Award or recommendation of a bid proposal
• Publication of awards, including awareness of the 10-day standstill period expected to be introduced post-award under the Public Procurement Act, delaying contract signing to allow for objections or appeals

Learning approach

How you will learn

Our diverse instructional approaches ensure effective learning:

– Lectures & Presentations: Engage with expert-driven, stimulating content.– Course Material: Access well-crafted supporting resources.– Group Work: Collaborate on discussions and case studies for practical insights.– Workshops & Role-Play: Participate in immersive, scenario-based activities.– Practical Application: Focus on applying theoretical knowledge in real situations.– Post-Training Support: Receive extensive support after training for skill implementation.

Discuss your requirements

Dates, duration & arrangements

Contact Ratomac to confirm dates, duration, delivery format, entry requirements and any applicable assessment or certification before booking.