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State Information Technology Agency Act, 1998 (Act No. 88 of 1998)

Regulations

General Regulations

Part 3: Procurement 1

11. Procurement on Quotation Basis

 

11.1 The Agency must compile and maintain a list of prospective suppliers on quotation on its website, from which information technology goods or services may be procured directly from the list of suppliers by a department or public body by means of quotations only.

 

11.2 For purposes of compiling the list of prospective suppliers on quotation, the Agency must advertise an invitation to prospective suppliers to apply for evaluation and listing as a potential supplier in the Government Tender Bulletin, the Agency’s website and, if considered necessary, in other appropriate media.

 

11.3 Before finalising the list of prospective suppliers on quotation available for departments, the Agency must conduct standard certification in respect of the goods or services in question.

 

11.4 The Agency must make all reasonable efforts to include on the list of prospective suppliers on quotation—
(a) small businesses, as defined in section 1 of the National Small Business Act, 1996 (Act No. 102 of 1996); and
(b) businesses located in all provinces.

 

11.5 The Minister of Finance, or an official authorised by him or her, must, from time to time, determine the maximum amount for which a department may place an order for information technology goods or services from the list of prospective suppliers on quotation.

 

11.6 When a department or public body requests information technology goods or services obtainable from the list of prospective suppliers on quotation, the following applies:
(a) A department or public body must obtain at least three quotations per purchase on a rotation basis depending on the number of suppliers on the list and the frequency of purchases;
(b) if it is not practicable to obtain three quotations or to select suppliers on a rotational basis, the reason for the deviation must be approved by the relevant accounting authority of the department or public body and recorded for auditing purposes;
(c) if none of the suppliers on the list is able to provide the goods or services on the list, the department or public body may obtain such goods and services from other suppliers and must inform the Agency accordingly; and
(d) a department may only place orders with suppliers on the list, or other suppliers in terms of regulation 11.6(c), in accordance with the maximum amount determined in terms of regulation 11.5.

 

11.7 The Agency must update the list of prospective suppliers on quotation at least on a quarterly basis.