SUMMARY:
The Effective management of Request for Quotations (RFQ), Call for Proposals (CFP) and deviation procurement processes to ensure value for money for the company
POSITION INFO:
RFQ Management:
Critically review historical spend and identify potential areas of saving
Interrogate Terms of Reference (ToR) received to assess viability and cost effectiveness of goods/service requested
Review the budget computation submitted for Request for Quotation (RfQ’s) to test against market prices and critically identify cost effective options
Review the Request for Quotation documents prepared by the Supply Chain Management Officers, in accordance with the details contained in the Authorisation to Purchase( ATP) and specification documentation. Where required, ensure that documents comply with Public Finance Management Act (PFMA) and Treasury Regulations, the company’s policies and procedures, the tender conditions of the Construction Industry Development Board (CIDB) and General Conditions of Contract (GCC), Engineering Procurement and Construction (EPC) and other forms of engineering conditions of contract as required.
Review the commercial evaluation of each quote received objectively, testing value for money, testing compliance with deliverable requirements, SARS, CIBD registration check, BEE accreditation, accuracy of the evaluation, etc
Review and sign the evaluation reports and concluding reports for Request for Quotations and test for accuracy and completeness of information.
Review the updated RFQ register on a weekly basis and address all challenges experienced by the SCM Officers (RfQ).
Monitor turnaround times and quality of all RfQ’s
Conduct price negotiations with the recommended service providers to ensure value for money is obtained by DTPC and procurement is at market related prices
Conduct audit readiness assessments on all documents prior to submission to internal/external auditors.
Financial Analysis for Evaluations:
Review the financial statements submitted for RFQs and CFPs and evaluate the financial capabilities of each bidder based on the interrogation of the Annual Financial Statements or management accounts submitted.
Conduct financial ratio analysis and present the financial analysis to the relevant committee’s responsible for evaluations.
Critically review the pricing submitted for RfQ’s and CFP’s and assess the reasonableness, based on past experience, business acumen and knowledge of the market
Review pricing on all RFQs and CFPs submitted to identify anomalies (e.g. incorrect pricing, incomplete pricing, over-pricing, etc.)
Conduct price comparisons and analysis and conclude on the outcome. Conclusions and analysis to be used for price negotiations with the successfully bidder
Management of Call for Proposals (CFP):
Provide procurement guidance, advice and support in the development or preparation of the call for proposal document to ensure that the pre and post-evaluation processes are executed or managed according to all the required standards, policies and procedures.
Prepare call for proposal documents to go out to the market in accordance with the details contained in the Terms of Reference(ToR)/ Specification
Draft and present call for proposal document and ensure that they include:
- Specifications
- Drawings
- Pricing instruction.
- Complete and comprehensive Pricing schedule/ BOQ
- Conditions of the CFP.
Conduct clarifications, site visits/briefing sessions and deal with all queries. regarding CFP
Facilitate the establishment of Technical Review Committee (TRC).
Advise and guide Technical Review Committees on the correct processes and procedures.
Monitor evaluation of the CFP by the TRC to ensure that all proposals are evaluated in accordance with published criteria
Review evaluation score sheets and ensure that all inconsistencies in scoring and comments are addressed and provide guidance
Undertake the commercial evaluation of each CFP including disposal process and reviewing of compliance check for compliance with the deliverable requirements, supply of Vat &SARS compliance, reviewing of pricing and BBBEE
Prepare Technical Review reports for the TRC’s approval Collate and compile the submissions that form part of the TRC for call for proposal to the Bid Adjudication Committee (BAC) and ensure timeous submission for acceptance and approval.
Communicate to bidders the outcome of the CFP process
Ensure that documents comply with PFMA and Treasury Regulations, company’s policies and procedures.
Effective Management of Deviations:
Critically review the motivation for the request for deviation / Memo
Provide guidance on most appropriate procurement process
Interrogate deviation Memo to assess viability and cost effectiveness of goods/services requested
Review budget computation submitted test against market prices and critically identify cost effective options
Review the pricing submitted to identify any anomalies such as rates that are above the market as well as average rate
Conduct an independent value for money exercise to establish whether the rates requested are reasonable
Test compliance with the centralised supplier database (CSD)
Review and test compliance (e.g. submission of relevant bidding documents that are required for a deviation per the SCM legislative prescripts)
Qualifications, Knowledge, Skills and Behavioural Competencies Required
- Post Graduate qualification in Accounting/ Auditing (CTA/Honours in Auditing)
- Completion of articles with a registered Accounting and Auditing firm
- 5-8 years post articles experience in an auditing/financial accounting/SCM environment (i.e, 8 years relevant work experience)
- Minimum 5 years experience in a managerial role
- Knowledge of procurement policies, procedures ,including PFMA, PPPFA , Treasury Regulations etc.
- Code EB Driver’s License
- Computer Literacy (Ms office: Word, PowerPoint, Excel)
- Knowledge and experience in financial analysis
- Knowledge of corporate governance principles
- Knowledge of risk management concepts, frameworks and methodology
- Knowledge of Fraud prevention strategies
- Knowledge of relevant legislation, e.g., Treasury Regulations, , preferential procurement policy framework act (PPPFA) , broad based black economic empowerment (BBBEE) legislation, etc.
Undertake regular interaction with clients’/user departments to ensure a professional service is delivered and that queries are timeously and satisfactorily resolved
Create standard operating procedures for key activities within the deviation, RfQ and CfP processes. This will provide guidance to new incumbents and serve as a reference to existing incumbents.
Review the procurement policy and procedures and suggest recommendations to improve the policy and procedures on a periodic basis
Keep abreast of relevant regulations and legislation to ensure compliance within the tender process
Workshop user departments and other stakeholders on policies, procedures and new developments within the SCM legislative environment
Assist with updating the risk register for SCM division.
People Management:
Manage and motivate staff to achieve maximum performance by training, mentoring & skills development.
Delegate responsibilities to subordinates
Ensure all Job Descriptions, Performance Agreements and Performance Assessments for staff are compiled, completed and finalised timeously.
Plan for and manage all recruitment needs for area of responsibility.
Ensure that the working environment contributes to improving staff morale and increasing productivity.
Provide leadership that demonstrates the values of DTPC
Provide support, guidance and capacity building to the SCM Officers and Assistant SCM Officer reporting to this position
Qualifications, Knowledge, Skills and Behavioural Competencies Required:
- Post Graduate qualification in Accounting/ Auditing (CTA/Honours in Auditing)
- Completion of articles with a registered Accounting and Auditing firm
- 5-8 years post articles experience in an auditing/financial accounting/SCM environment (i.e, 8 years relevant work experience)
- Minimum 5 years experience in a managerial role
- Knowledge of procurement policies, procedures ,including PFMA, PPPFA , Treasury Regulations etc.
- Code EB Driver’s License
- Computer Literacy (Ms office: Word, PowerPoint, Excel)
- Knowledge and experience in financial analysis
- Knowledge of corporate governance principles
- Knowledge of risk management concepts, frameworks and methodology
- Knowledge of Fraud prevention strategies
- Knowledge of relevant legislation, e.g., Treasury Regulations, , preferential procurement policy framework act (PPPFA) , broad based black economic empowerment (BBBEE) legislation, etc.
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