Acquisition Management

If the SupplyFlow Requisitioning premium module is implemented, Requisitioners / End Users can capture and submit annual Procurement requirements to SCM.

The SCM department can then convert these end user requirements into Procurement Plans for the financial year. The SCM users can also capture Procurement Plans and submit for approval, if the SupplyFlow Requisitioning premium module is not implemented. On Approval of the Procurement Plans, reports can be generated, together with ongoing actuals vs the approved Procurement Plan. These plans also have all the required information for submission to National Treasury if required.

The system allows for the conversion of a requisition into an acquisition, where the requisitioning module has been implemented. Or, alternatively, an acquisition can be created directly on the system. The critical aspect of the creation of or conversion to an acquisition is the determining of the type of acquisition. The system can control the closing dates for an acquisition, mange virtual, onsite or hybrid briefing sessions and collate custom information that may be required.

Allows for the selection of suppliers depending on the type of acquisition and incorporates the ability to spatially (location based) search, ensuring adherence to specified criteria whilst ensuring minimum competitiveness and considering tax compliance status, CSD and other legislative compliance.

Allows for the automatic Invitation of nominated suppliers that is configurable and incorporates required Standing Bidding Documents

This technology allows for the rotation of suppliers with accelerated opportunities (through an Automatic formula-driven rotation based on South African National Standards (SANS 10396) formula) to categorized suppliers, such as BBBEE, and that is fully tracked and auditable.

Invitation of nominated suppliers that is configurable and incorporates required Standing Bidding Documents This technology allows for the rotation of suppliers with accelerated opportunities (through an Automatic formula-driven rotation based on South African National Standards (SANS 10396) formula) to categorized suppliers, such as BBBEE, and that is fully tracked and auditable.

Supplier responses can be captured on the system. Various types of responses can be configured on the system. For valid responses, the quotation, relevant documents, SBD information and BEE information can be captured. The facility also includes Electronic Bid (RFx) Submission directly from suppliers.
Learn more about the Supplier Portal

Evaluation of acquisitions using our Evaluation Criteria methodology as illustrated below: -

This methodology caters for the quantitative evaluation of responses and ranking of recommendations for most organisations. It also allow the solution to incorporate Preferential Procurement Regulation that allows for the Stipulation of Evaluation Criteria per acquisition (80-20 and 90-10 points system), Complete functional scoring per committee member is available with the automatic calculation of Price and Preference scores.

The evaluation considers the CSD statuses and Declarations of Interest (SBD documents), Relevant information when required (including Poor Performance), Item Spend Analysis based historical information providing indicative prices, System Recommendations and automatic generation of evaluation reports.

The system allows for award of a bid based on configuration of approvals as required Typically, this will require an adjudication to take place to ensure that the process and procedure has been correctly followed in line with the requirements of per business prescripts (such as PFMA/MFMA). For any deviations, there may be an additional approval required. Only delegated users are authorised to perform the above actions based on the organogram of an organisation, which can be configured with delegation levels and values. The system automatically issues regret letters to unsuccessful bidders

Control of tasks, deadlines, resource allocation and escalations for each acquisition. Allows for the automatic generation of procurement plans. The system automatically assigns status based on the task completed for easy tracking. Any acquisition can be cancelled and depending on the status, the impact is intelligently taken in to account.

With the Electronic Document Management Module provided, all documents relating to an acquisition, including bid specification document, responses received from vendors, evaluation sheets, etc.; can be uploaded and indexed against an acquisition, providing the safeguarding of acquisition documents.