Businesses must register on the national Central Supplier Database as well as the municipality’s database to access bidding opportunities.

The monetary value (all taxes included) of the services/goods to be provided and/or delivered determines the manner in which requests for quotations or invitations to tender will be made public and the manner in which quotations/bids should be submitted.

In general, if the municipality requires services/goods to the value of less than R300 000, a formal request-for-quotation (RFQ) process will be followed.

The exception here is instances where services/products valued below R2 000 are required. However, if the cost of the services/goods required is more than R300 000, a competitive bidding process will be followed.

Services or products valued below R2 000:
Only one quotation from a service provider who offers the goods or service will be required. Once the quotation has been received and accepted, an order will be generated. A supplier can commence the service or supply the products once the order (displaying the order number) has been received. On delivery, the supplier must present an invoice on which said order number is clearly displayed. The delegated official will sign the invoice off, which is then submitted for payment within 30 days from when the delivery note was signed off.

Services or products above R2 000 up to R30 000:
A formal request-for-quotation (RFQ) process will be followed and at least three quotes must be obtained. On acceptance of one of the quotes thus submitted, an order will be generated. A supplier can commence the service or supply the products once the order (displaying the order number) has been received. On delivery, the supplier must present an invoice on which said order number is clearly displayed. The delegated official will sign the invoice off, which is then submitted for payment within 30 days from when the delivery note was signed off.

Services or products that are above R30 000 up to R300 000:
A formal request- for- quotation (RFQ) process will be followed and at least three quotations must be obtained. The RFQ will be advertised for at least seven days on the municipality’s website and an official notice board and will also be emailed to accredited suppliers on the Overstrand Municipality Database who provide the goods or service in question. To view current formal RFQs, go to https://www.overstrand.gov.za/document/supply-chain-management/quotations-current-new/.

Services or products that are above R300 000:
In instances such as these, a competitive bidding process must be followed. The tender will be advertised for at least 30 days

• in newspapers commonly circulating locally,
• on notice boards at selected municipal offices,
• on the municipality’s website,
• on the National Treasury’s e-Tender portal, and
• for construction-related procurement, on the CIDB’s i-Tender website.

Instructions, specifications, processes and the relevant contact persons are usually indicated in the tender documentation. To view current tenders, go to https://www.overstrand.gov.za/document/supply-chain-management/tenders/. Note that in instances such as these, suppliers will be required to complete and submit a tender document within a predetermined timeframe.