Supply chain management

Warning against fraudulent requests for procurement of goods

The Department has received numerous enquiries from service providers regarding the legitimacy of Requests For Quotations (RFQs) seemingly received from the “Department of Environmental Affairs”.

The syndicate operates by posing as DFFE and sending RFQs to service providers, usually requesting a type of pump which can only be sourced from a specific company, which itself is part of the syndicate. The service providers then contact the pumps company, obtain quotations and revert to the fraudulent DEA with a quotation, thereafter receiving a purchase order.

>> read media statement.

Procurement procedures

The Department of Environmental Affairs’ (DEA) Directorate Supply Chain Management manages all procurement activities for products and services required by the organisation. DEA publishes all available tender opportunities to our website. Received bids are rated on merit following strict evaluation procedures. Once a tender has been awarded, the names of successful bidding companies are also published. Other documents published pertaining to tenders are expired tenders and the tenders preference list or bids received list.

The tender process

The tender process ensures that all products and services supplied to government are awarded in a fair and transparent manner. We are bound by regulations e.g. Public Finance Management Act (PFMA) and the DEA Supply Chain Management Policy, which for tender processes.

Once DEA accepts a tender, it is binding on both parties. This means that the person or company that won has to provide the goods or services in the manner agreed to and at the price offered. Government must pay the agreed price at the agreed time. In other words, once accepted, a tender is a binding contract.

Regiser on Central Supplier Database (CSD) for government

We are pleased to inform you that the National Treasury’s Central Supplier Database (CSD) is open for registration from the 01 September 2015. The CSD serves as one single source of supplier information to all spheres of government.

Effective 1 September 2015 all DEA suppliers are requested to register on the Central Supplier Database (CSD) website www.csd.gov.za.

Within this system, suppliers are required to register once when they do business with the state. This will significantly reduce the administrative burden for business, especially small and medium-sized enterprises. The database interfaces with SARS, the Companies and Intellectual Property Commission (CIPC) and payroll system. It will electronically verify a supplier’s tax and BEE status, and enable public sector officials doing business with the state to be identified.

Why should a Supplier register on the CSD?

All prospective suppliers can register any time on the Central Supplier Database website www.csd.gov.za. Some motivating factors to be considered by suppliers to register on the CSD:

Supplierswill only be required to register once when they do business with government;
Asupplier will be able to ensure their data is up-to-date, complete and accurate;
Standardisedand electronic verification of supplier information leading to reduce fraud with paper copies and manual processes;
Supplierwill not be required to submit physical tax clearance and business registration certificates to organs of state; and
Singlesource of supplier information to all organs of state.

Transitional period and the period thereafter

The period from 1 September 2015 to 31 March 2016 is the transitional period whereby DEA will continue to invite and accept price quotations from its own established list of prospective suppliers and only utilise the CSD for verification of key information.

As soon as supplier’s information has been verified with external data sources (e.g. SARS and CIPC), a unique supplier number and security code will be allocated and communicated to the supplier. The supplier can use this information to update and maintain his profile.

During the transitional period, service providers are expected to submit a supplier number and Supplier Registration Security Code to DEA database unit for verification and updating of prospective supplier’s key information on the CSD.

After the lapsing of the transitional period, DEA will be compelled to only invite and accept quotations from a list of prospective suppliers listed in the CSD.

NB: From 1 April 2016, institutions may not award any bid to a supplier who is not registered on the CSD.

It is expected that by 31 March 2016 all service providers on DEA supplier database must be registered with the Centralised Supplier Database. For any additional information on the CSD please contact the CSD Office on: csd@treasury.gov.za or 012 315 5509.

Service providers operating in Gauteng, North West, Limpopo and Mpumalanga may contact the following officials:

Mr. S Ngomane
Tel: +27 12 399 9070
sngomane@dffe.gov.za

NW Mamojele

Tel: +27 12) 399 9073
nmamojele@dffe.gov.za

Suppliers operating in Western Cape, Northern Cape, Eastern Cape and Kwa-Zulu Natal provinces may contact the following officials:

Ms Andiswa Charlie
Tel: +27 21 819 2514
E-mail: acharlie@dffe.gov.za

Ms Jamie-Leigh Bruce
Tel: +27 21 405 9447 / 2517
E-mail: jlbruce@dffe.gov.za.

Supply chain related documents

Policy, legislation and or guidelines