Kabelo Makgatho

Bids Administration

• Assist in Conduct market research to ensure that the suitable procurement strategy is implemented.
• Assist with bid advertisement for approved specifications.
• Administer the closing process, receipts of bid proposals from tender box by compiling on time and late register,opening of proposals, list of responded bidders, stamping all the proposals.
• Prepare tender prequalification.
• Provide support and adversary role to all bid committees, Perform secretariat duties for BSC and BEC committee by scheduling meeting, drafting memo for appointment of committee members, drafting invitation letters and circulate to appointed committee members for signature.
• Provide support to all bid committees by writing the minutes for meetings and compile the declaration of interest, confidentiality and attendance register and circulate to all member for signature.
• Circulate BEC recommendation packs to BAC members.
• Maintain the bid annual calendar and arrange various committee meetings
• Assist BSC to compile the terms of reference for the required goods or services.
• Participate in tender briefing sessions and write the minutes.
• Prepare and administer briefing/site/information session certificates of attendance for safe keeping.
• Send extension of bid validity letters to the bidders when required, maintain correspondence with bidders and give feedback on all bid related queries.
• Timely distribute BEC recommendation packs to BAC members Take minutes of all bid meetings held (BSC,BEC and BAC)
• Coordinate and facilitate evaluation of bids in line with approved evaluation criteria
• Ensure that the correct exchange rate is applied
• Prepare BEC reports and circulate BAC decision.
• Prepare and issue Award Letters for successful bidder and issue unsuccessful letters for unsuccessful bidder.
• Debrief all successful bidders.
• Maintain and update the bid register.
• Upload relevant information to the relevant sites pertaining bid awards.
• Maintain good and safe storage of all bids proposals received and ensure effective retrieval/access when they are required.
• Prepare Bid file, ensure safekeeping and access when required for audit or other purposes.

Quatations

• Provided valuable assistance in research projects, gather data, compiling results and presenting findings to the relent parties.
• Provided Administrative support to the SCM department team.
• Assisted in procurement processes, resulting in significant cost savings.