bitou municipality · plettenberg bay (tricom). viking pny africa pumps t/a tricom africa r 15...
TRANSCRIPT
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
1 2015/07/10 Engineering Services Sunkar S Emergency
The Crane Truck had severe problems with the wheel drums being locked. This resulted in the
vehicle pulling to the side, placing the vehicle and Driver at serious risk. This is an emergency in
order to avoid any serious accidents. It is recommended that Specialized Brakes attend to the
repair of the truck as this vehicle is used for essential services.
Specialized Air Brakes CC R 26 913.12 Peters PH
28 2015/09/09 Engineering Services Tarentaal R Emergency
The service provider is the closest supplier of water to this community. Infrastructure is available
to provide water to this rural community therefore using another supplier would be impractical and
uneconomical as a new water reticulation would have to be laid.
Railwood furniture S.A (Pty) Ltd R 22 400.18 Peters PH
36 2015/10/01 Engineering Services Harpestad P Emergency
As a result of the flash floods experienced at the time, Kranshoek,Witterdrift and Kurland Pump
stations overflowed due to blockage of the system, caused mainly by grease and sand
accumulation from the local residential areas. The only way to resolve this problem was to use a
company who have the essential high pressure jetting equipment and suction equipment. As a
result of the potential health risks caused by the sewerage overflow / blockages, it was not
possible to obtain the 3 quotations at the time due to time constraints. It is therefore requested
that the MM considers the deviation from the SCM Policy
VALSTAS Specialised Cleaning R 23 850.00 Peters PH
44 2015/10/20 Community Services Fourie A Emergency
Construction of Informal houses for destitute families after a fire outbreak. A total number of 8
shacks was destroyed by fire on the 29th of September 2015, in the Municipal area,
Kwanokuthula. The transit camp consists of about 40 Shacks.
Sizila 4G General Trading R 46 620.00 Lötter FM
48 2015/10/20 Community Services Fourie M Emergency
8 shacks in Kwa-Nokuthula burnt down on 29 September 2015. In order to provide alternative
accommodation for the destitute families, building materials had to be sourced by the municipality.
Families were relocated to overcrowded relatives houses who refused to accommodate them
further and contractor was requested to start with building shacks immediately
Plett Building Supplies CC t/a
Plett Build it R 138 415.66 Lötter FM
52 2015/10/29 Community Services Sakati A Emergency Food parcels for fire victims Shekynah Projects R 5 500.00 Peters PH
67 2015/11/26 Engineering Services Sunkar S Emergency
Repair of a burnt clutch plate for a road tipper truck CX 4510.As this was an emergency matter,
three quotations won’t be able to obtain, and it was decided that the vehicle must be towed by
Knysna Motor Strippers, as they are the only accredited service providers.
Knysna Motor Strippers R 2 500.00 Peters PH
68 2015/12/04 Community Services Fourie M Emergency Building material for homeless residentsPlett Building Supplies CC t/a
Plett Build it R 147 540.99 Lötter FM
69 2015/12/15 Office of the Mayor Dladla S Emergency Hiring of a sound for 16 December 2015 Masakha Trading Enterprise R 35 160.00 Paulse AA
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
BITOU MUNICIPALITY
Page 1 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
73 2015/12/22 Engineering Services Adams C Emergency
On the 02 December 2015, late afternoon, a leak was detected on the rising main sewer pipeline
where it crosses, the small Piesang River. As an emergency measure a temporary cofferdam had
to be constructed downstream to prevent raw sewer from reaching the Piesang River before the
leak could be repaired.
Bitou Civils cc R 34 405.20 Lötter FM
88 2016/01/14 Strategic Services Mapitiza K Emergency
Geyser burst at Municipal house leased by I.E.C. Water is running through the ceiling and
damaging the building. There is no water for toilet usage. Geysers are harmful to property and are
also dangerous to life as hot water flows from the ceiling. An immediate repair was required and it
was arranged with a local supplier.
TGM Plumbing Services R 7 437.26 Peters PH
117 2016/03/11 Community Services Dladla S Emergency
MM Entertainment & Events has been identified as the only Service provider in Plettenberg Bay,
who can assist the Municipality in securing the services of a High Profile Professional Football
Player and Football Development Officials for the upcoming Easter Mayoral Football
Tournament. We have selected these respective High Profile officials and Professional Football
Player based on their success stories, their ability to develop youth and to share their knowledge
of Football with our Communities. The applicable Service provider will be responsible for booking
the flights, accommodation and transport during the scheduled time. It would be impractical to
follow an official process.
MM Entertainment & Events R 120 000.00 Friedman D
118 2016/03/11 Community Services Bower R Emergency
Bitou Municipality went out on tender for the operation & transportation of waste to Mosselbay.
The new waste facility is completed and test runs are currently being conducted with a possible
opening date of middle March 2016. Waste is still being transported from the temporary facility at
Robberg landfill site in open top containers. The tender process for a new service provider has
not been completed and at this stage tender report indicates that no suitable candidates
submitted bids based on the functionality criteria. A proposal has been submitted that the facility
be run with internal staff and that the plant hire tender be utilised in the meantime.
Bitou Civils cc R 716 556.00 Paulse AA
138 2016/05/10 Community Services Swanepoel A Emergency
Strong winds destroyed several informal dwellings and left them without roofs on the 22 April
2016 in the municipal transit area Kwanokuthula, Plettenberg Bay. On Saturday the 23 of April
2016 another total number of 7 informal dwellings and 2 RDP houses were destroyed by fire at
Sajini Street, Kwanokuthula. Food parcels were required urgently for the fire and storm victims
and were arranged with a local supplier.
Shekynah Projects R 7 700.00 Peters PH
2 2015/07/15 Financial Services Gresse G
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The management of the two way radio communication have recently been sub - delegated to the
IT section. Upon review it was found that no contracts were in place for the payment of services
rendered. This is an essential service and for services not to be affected it is recommended that
the municipality continue making use of Garden Route Communications until such a time, that we
can finalise a formal the procurement process.
BAIA Formosa Trading 44 t/a
Garden Route R 16 450.00 Peters PH
3 2014/10/28 Strategic Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The Municipality currently does not have sufficient office space to accommodate all sections /
departments. The available offices is in the same complex as the other offices leased by Strategic
Services Department. No other office space available in close proximity to the other offices, it was
therefore deemed impractical to look for alternative office space.
Helene Ferreira/Serfontein R 55 093.50 Lötter FM
Page 2 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
4 2015/07/17 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
75 000 KM Service. CX 43014 is an extremely essential vehicle for the water works, as this team
monitors the water quality levels on a daily basis. It is also essential for this vehicle to be repaired
by the said manufacturer so as to maintain the manufacturer warranties on the vehicle. The
speedy repair work is required to get this vehicle operational as soon as possible.
Brisktrade 48 (Pty) Ltd t./a Knysna
Nissan R 3 387.30 Peters PH
6 2015/07/21 Engineering Services Harpestad P
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Urgent assistance required to remove existing pump and pipework, fit new borehole pipes
supplied by the Municipality at Harkerville Water Pump station. The current pipes have failed due
to wear on the pipes (corrosion), presently the community at Harkerville has no water supply, and
it is imperative to have the pump station in operation as soon as possible. The immediate service
that can be rendered to assist the municipality without delay is a local company based in
Plettenberg Bay (Tricom).
Viking Pny Africa Pumps t/a
Tricom Africa R 15 841.44 Peters PH
7 2015/07/21 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
90 000 KM Service. CX 43014 is an extremely essential vehicle for the water works, as this team
monitors the water quality levels on a daily basis. It is also essential for this vehicle to be repaired
by the said manufacturer so as to maintain the manufacturer warranties on the vehicle. The
speedy repair work is required to get this vehicle operational as soon as possible.
Brisktrade 48 (Pty) Ltd t./a Knysna
Nissan R 3 921.65 Peters PH
9 2015/07/21 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
CX 43014 - Had to be serviced at 105000 km, however this vehicle is out of service plan but is
still within the manufacturer warranty. In order to safeguard the warranty it has to be serviced at
Nissan.
Brisktrade 48 (Pty) Ltd t./a Knysna
Nissan R 3 461.42 Peters PH
10 2015/07/21 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Municipal Manager requested an urgent investigation into severity of certain allegations made
against Mr P Lobese which was conducted by the service provider. A confidential report was
subsequently submitted to the Municipal Manager for verification.
Horizon Forensics (Pty) Ltd R 8 550.00 Peters PH
12 2015/07/29 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
SA Auto removed the damaged bumper, it was then discovered that the internal stiffener was
damaged and had to be replaced to fit the bumper and the front grille. It would therefore be
impractical to obtain quotations from other service providers.
SA Auto Centre (Pty) Ltd R 2 860.00 Peters PH
13 2015/07/28 Office of the Mayor Dladla S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Three appropriate local venues were sourced for quotations. The lowest and acceptable quote
was in excess of R30 000.00, and subject to additional requirements of the SCM Policy. However
due to the time frames and specific requirements for the event, it was deemed impractical to
advertise the bid for 7 days on the Municipal Notice Boards, and thus request that the Municipal
Manager consider the Deviation.
Ingwe Forest Adventures R 45 680.00 Lötter FM
15 2015/08/04 Community Services Bower R
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Currently waste is being transported from a temporary facility from the existing landfill site which
has reached its capacity in terms of airspace hence the fact that no more disposal of household
refuse can take place. An Operational and Transport tender will be advertised that will be
functional once the new facility has been completed. The existing service provider will have to
carry on continuing delivering the service till the facility is completed as the type of bins will
change from uncompact to compact as the new facility.
Bitou Civils cc R 855 000.00 Paulse AA
Page 3 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
16 2015/08/07 Corporate Services Swartz H
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Plett Web Hosting delivered the website hosting services since 2013 and the services were
procured on a quotation & Deviation basis. The contract has subsequently expired & need to be
re-advertised, but with new SCOA regulations forthcoming it would be impractical to put services
to tender now & once regulations are out for implementation to do the same. It would be
impractical and not prudent for the municipality to cancel current services, as it is essential &
prescriptive.
Plett Web Hosting R 29 500.00 Peters PH
18 2015/08/17 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox Attorneys were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before Court and further costs were incurred.Mosdell Pama & Cox R 19 269.94 Peters PH
21 2015/08/26 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Harker Attorneys were instructed to attend to several matters on behalf of the Municipality. These
matters are still pending before Court an further costs were incurred. Harker Attorneys R 73 196.25 Lötter FM
23 2015/08/31 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The Panel of Attorneys' tender has expired. The legal services department are in the process of
starting a formal procurement process. It is deemed impractical to cancel contracted services with
Mosdell Pama & Cox, the deviation must be considered until tender has been awarded.
Mosdell Pama & Cox R 27 901.15 Peters PH
25 2015/09/09 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Repair of hydraulic clutch cylinder of crane truck number CX 4681 via a strip - and - quote
processSpecialized Brakes CC R 2 201.34 Peters PH
26 2015/09/09 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
SCM/FIN/21/2013 Disconnection of electricity and restriction of water services for a period of 3
years for Bitou MunicipalityNew Morning Construction R 78 000.00 Lötter FM
27 2015/09/09 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Repair of the vacuum pump of a sewer truck number CX 36397 via strip - and - quote process Ramcom Trucks and Load bodies R 11 280.30 Peters PH
29 2015/09/16 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox Attorneys were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before Court and further costs were incurred.Mosdell, Pama & Cox R 102 051.90 Lötter FM
30 2015/09/17 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox Attorneys were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before Court and further costs were incurred.Mosdell, Pama & Cox R 65 955.49 Lötter FM
Page 4 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
31 2015/09/17 Community Services R Bower
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Currently waste is being transported from a temporary facility from the existing landfill site which
has reached its capacity in terms of airspace hence the fact that no more disposal of household
refuse can take place. An Operational and Transport tender will be advertised that will be
functional once the new facility has been completed. The existing service provider will have to
carry on continuing delivering the service till the facility is completed as the type of bins will
change from uncompact to compact as the new facility.
Bitou Civils cc R 855 000.00 Paulse AA
32 2015/09/22 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Repair of a sewer truck registration number CX 36397 via strip - and - quote process. The sewer
truck had experienced mechanical failure and due to the service delivery demands this vehicle
had to undergo repairs as soon as possible
Shorts Nissan R 32 243.13 Peters PH
33 2015/09/25 Financial Services Gresse G
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Originally Bitou Procured Internet Services via 3 pricing schedules from (E-Time,IS,MTN) Internet
Solutions was selected as the most suitable candidate and a contract was signed on the
22/01/2013, during this contract period it was required to procure a second Internet line for the
New Horizon Library which was entered into contract on the 23/07/2013 and signed by acting
Municipal Manager and IT Manager. The payment have been successfully made until 27/06/2015
Internet Solutions R 53 871.84 Lötter FM
34 2015/10/01 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Transtech are the manufacturers of this PT compactor. There is no local repair centre for these
compactors, it is therefore had to be repaired by Transtech.The waste management department is
experiencing high demand to take care of refuse collection around Bitou so the repair by the
manufacturer is critical to get this vehicle back to its operational standards
Transtech Manufacturing (Pty) Ltd R 274 273.80 Paulse AA
35 2015/10/01 Community Services Fourie M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Nandi Bulabula and Mosdell, Pama & Cox have registered the General plans for the specific
areas and will therefore not be advisable to obtain three quotations from other firms of Attorneys.
The services required by the housing department is mainly Conveyancing and to deal with
matters such as incorrect registrations, illegal transactions and at times eviction notices
Nandi Bulabula Incorporated R 347 500.50 Paulse AA
35 2015/10/01 Community Services Fourie M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Nandi Bulabula and Mosdell, Pama & Cox have registered the General plans for the specific
areas and will therefore not be advisable to obtain three quotations from other firms of Attorneys.
The services required by the housing department is mainly Conveyancing and to deal with
matters such as incorrect registrations, illegal transactions and at times eviction notices
Mosdell Pama & Cox R 347 500.50 Paulse AA
38 2015/10/09 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The legal services department is in the process of starting a formal procurement process due to a
tender that has expired as it is deemed impractical to cancel contracted services with Mosdell
Pama & Cox, the deviation must be considered until tender has been awarded.
Mosdell Pama & Cox R 99 834.90 Lötter FM
39 2015/10/15 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Hutchinson, Du Plessis Robin and Stoloff are appointed as the Attorneys to handle the case of NA
Minaar / Bitou Municipality. This case is still ongoing until such time that an agreement is
reached.
Hutchinson, Du Plessis, Robin &
Stoloff R 25 121.46 Peters PH
Page 5 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
40 2015/10/15 Strategic Services Honeywill R
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mr. Honeywill attended a workshop in Cape Town and the Departmental Assistant did not manage
to complete booking timeously. The HOD requested him to pay for his accommodation as his
presence at the meeting was important.
Russell Honeywill R 2 746.95 Peters PH
41 2015/10/15 Financial Services Memani M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mayoral Vehicle had to be repaired. Insurance approved the claim and Assessor came and
approved K E Erasmus Panel beaters .This is the expert opinion and the vehicle is still under
motor plan, only certain service providers and assessors are normally approved by insurance
when the car is still under motor plan
K E Erasmus Panel beaters R 4 999.99 Lötter FM
42 2015/11/05 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The legal services department is in the process of starting a formal procurement process due to a
tender that has expired as it is deemed impractical to cancel contracted services with Mosdell
Pama & Cox, the deviation must be considered until tender has been awarded.
Mosdell Pama & Cox R 38 188.29 Lötter FM
43 2015/10/16 Community Services Bower R
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Bitou Municipality appointed Plett Recycling for the collection of recyclable material till the end of
June 2015. The tender has subsequently expired and a new tender process was initiated,
advertised on 06/08/2015 with closing date 02 September 2015. The tender is currently being
evaluated. The service being rendered is vital and critical to the operations of the Municipality, in
terms of waste management processes. An extension of the services is required until end October
2015.
Bitou Civils cc R 80 000.00 Lötter FM
45 2015/10/20 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
CX 3857 had to be serviced at 30 000 km, and Mercedes Benz is not our service supplier, in
order to safeguard the warranty it has to be serviced by Ramcom
Ramcom Trucks and Loadbodies
CC R 14 975.63 Peters PH
46 2015/10/20 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The vehicle have to be repaired. I was towed to Knysna Nissan to ensure that its properly
checked by the manufacturer
Brisktrade 48 (Pty) Ltd t./a Knysna
Nissan R 20 224.46 Peters PH
47 2015/10/20 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The legal services department is in the process of starting a formal procurement process due to a
tender that has expired as it is deemed impractical to cancel contracted services with Mosdell
Pama & Cox, the deviation must be considered until tender has been awarded.
Mosdell Pama & Cox R 111 807.80 Lötter FM
49 2015/10/22 Community Services Venter H
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
ADT has been rendering services for the municipality for the past 5 years, without a valid contract,
however, the public safety office have rectified that now and we have a formal contract with ADT
as the service provider for the monitoring of security alarms. We still owe ADT an outstanding
amount for the past financial year. It is then recommended that ADT must be paid the entire
outstanding amount for the past financial year so as to start on a clean slate as we have a
contract with them now
ADT Security R 2 788.09 Peters PH
50 2015/10/26 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Repair of a broken chassis for a sewer truck registration number CX 16256 via strip - and - quote
process as it is deemed to be impractical or impossible to obtain more than one quotation as the
vehicle must be properly checked before repair
Ramcom Trucks and Load bodies
CC R 26 455.13 Peters PH
Page 6 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
53 2015/11/05 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Maintenance on vehicle CX 48251 - Replace u-joint, bearing and fuel filter Knysna Toyota R 4 057.76 Peters PH
54 2015/11/13 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Hire of 2 LDV bakkies for electrical section-for new appointed senior electricians for 4 months Avis Rent a Car R 47 880.00 Lötter FM
57 2015/11/14 Community Services Johnston M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Library Services provides daily newspapers for public usage in the various communities. The daily
newspapers were initially supplied by PNA, whose TCC has subsequently expired via a quotation
process. The Department is currently investigating the initiation of a formal tender for these
services. It is currently impractical to cancel or remove these services as it is part of the outreach
programme and information sharing / distribution services to the respective communities. The
request for Deviation is till end of June 2016.
MD Ventures (Pty) LTD t/a Village
bookshop R 35 002.56 Lötter FM
58 2015/11/14 Corporate Services Coetzee V
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
This is in respect of Pre-paid Postage, where Fintech acts as the third party between the user
(Municipality) and the supplier (Post Office), and a 4% discount on the postage fee is allocated to
the end user (Municipality).Existing contract entered into in 1999 at a favourable rate of 4%
discount which is still in place. To enter into a new contract will result in smaller discount rate,
therefore it will not be cost effective to enter into a new agreement.
Credifon Postage R 38 400.00 Lötter FM
59 2015/11/19 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox Attorneys were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before Court and further costs were incurred.Mosdell Pama & Cox R 83 640.59 Lötter FM
60 2015/11/19 Community Services Venter H
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
20 informal houses were destroyed by fire on 20 October 2015 in the municipal transit area
Kurland Plettenberg Bay. Due to the incident of SASSA food that was expired happened on 29
September 2015 in the municipal transit area in Kwanokuthula Plettenberg bay, Eden is no longer
supplying food from SASSA as they are still investigating the matter. Food parcels were required
urgently for the fire victims and were arranged with a local supplier
Shekynah Projects R 10 500.00 Peters PH
61 2015/11/19 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Stadler and Swart Attorneys were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before Court and further costs were incurred. It is
therefore deemed impractical to cancel contracted services with Stadler and Swart Attorneys. It is
therefore recommended that the CFO considers the deviation from the SCM policy
Stadler and Swart Attorneys R 75 725.02 Peters PH
62 2015/11/19 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The legal services department is in the process of starting a formal procurement process due to a
tender that has expired as it is deemed impractical to cancel contracted services with Mosdell
Pama & Cox, the deviation must be considered until tender has been awarded.
Mosdell Pama & Cox R 102 051.90 Lötter FM
Page 7 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
63 2015/11/24 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Due to the shortage of meter reading handheld devices, the faulty device was sent to the
manufacturer for assessment and urgent repairs. It is impractical to obtain three quotations as
there are no local service providers in the region, and to ensure that the device is repaired to
manufacture standards.
Consolidated African
Technologies (Pty) Ltd R 9 833.64 Peters PH
64 2015/11/24 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Replacement of a valve for a compactor truck CX 53530. The compactor truck had experienced
valve leakage and due to service delivery demands this vehicle had to undergo repairs as soon
as possible. To ensure that all repairs be undertaken to manufacture standards it was decided
that the vehicle must be taken to TFM Manufacturing, as they are the only accredited service
provider.
TFM Manufacturing (Pty) Ltd R 13 698.58 Peters PH
65 2015/11/24 Community Services Prins J
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The lifeguard tower at Robberg 5 was severely damaged due to weather conditions. An
investigation was conducted to assess which option (Repair or Replace) would be in best interest
of the Municipality. Quotations were sourced for both options. The investigated resulted in that it
would be more cost effective for the Municipality to replace as the difference in price does not
justify repairs. Due to time constraints, the formal procurement process for expenditure in excess
of R30 000 cannot be adhered to now, and it is requested that the CFO considers the deviation
from the SCM Policy.
Bitou Civils cc R 180 000.00 Lötter FM
66 2015/11/26 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Lizelle Harker Attorneys were instructed to attend to and bring Harker Attorneys R 12 072.73 Peters PH
71 2015/12/18 Office of the Mayor Van Rooyen M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The promotion of switching on of Christmas lights on the 16 December 2015 Reconciliation Day
event, by radio broadcast. To ensure greater community participation at the event, as pamphlets
and /or posters will be less effective, radio will cover all communities of Bitou Municipality
Eden FM R 7 548.08 Peters PH
72 2015/12/18 Community Services Johnston M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
CSX is the service provider responsible for the library book detection system installation at
Kwanokuthula library. The system needs to be serviced and CSX Customer Services is the only
service provider to provide maintenance services on the system
CSX Customer Services R 15 448.94 Peters PH
74 2015/12/23 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Additional repairs of sewer truck CX 16256 for roadworthy purposes via strip-and-quote processRamcom trucks and Load bodies
cc R 4 408.95 Peters PH
75 2015/12/23 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Repair of Vehicle CX19329 via Strip -and-quote process Specialized Air Brakes CC R 32 243.13 Memani M
76 2015/12/23 Community Services Sakati A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Disaster relief items for homeless community members Shekynah Projects R 2 000.00 Peters PH
Page 8 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
79 2015/12/23 Community Services Sakati A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The offices of Public Safety experienced a shortage of suitable office space. In order to overcome
this lack, an office container was hired from the applicable supplier for this purpose. No formal
process or contract had previously been concluded or exists, however the service that was
rendered was of critical importance to the operations of the unit. The office container was
specifically designed to assist the unit, and would have been impractical to return previously and
obtain quotations. The shortage of office space has recently been addressed by the construction
of new offices and the office containers has subsequently been returned on the 4th of February
2016
Ravenswood Trading and
Investment t/a JCE Containers R 7 980.00 Peters PH
80 2015/12/23 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Repair of vehicle CX 43014 via Strip -and-quote processBrisktrade 48 (Pty) Ltd t./a Knysna
Nissan R 10 665.52 Peters PH
81 2015/12/24 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Stadler and Swart Attorneys were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before Court and further costs were incurred. It is
therefore deemed impractical to cancel contracted services with Stadler & Swart Attorneys. It is
therefore recommended that the CFO considers the deviation from the SCM Policy.
Stadler and Swart Attorneys R 83 345.40 Lötter FM
82 2016/01/07 Financial Services Qhanqhiso Z
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
SCM/FIN/21/2013 Disconnection of electricity and restriction of water services for a period of 3
years for Bitou Municipality, expired on the 30th of June 2015. A new Tender has recently been
advertised and is due for award. It would be impractical for the Municipality to discontinue the
service, as it is critical to the operations, with specific regard to the Credit Control Function.
New Morning Construction R 104 000.00 Paulse AA
83 2016/01/11 Engineering Services Harpestad P
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Bitou Municipality has a contract with George Electrical Re-winders to service and repair pumps
and motors. After a pipe burst during June 2015 at waste pump station (PS19), all pumps and
motors were flooded. Due to price schedule dispute between George Electrical Re-Winders and
the Municipality an alternative service provider was appointed immediately to avoid a sewer
spillage and a health risk to the environment. Due to the nature of the works it is impossible and
impractical to obtain 3 quotations.
Knysna Armature Winders R 77 242.98 Lötter FM
84 2016/02/02 Community Services Swanepoel A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
A minimum of 50 mattresses needs to be kept in stock for disaster purposes. Currently there is no
stock on hand and we are owing Eden District Municipality 50 mattresses that were used for the
large dwelling fire that occurred in October 2015. Specifications for the tender has been submitted
to the SCM department and the BSC meeting will be held in due course. It is therefore
recommended that the Chief Financial Officer considers the deviation from the SCM policy.
ADE Equipment Trading R 51 500.00 Memani M
86 2016/01/11 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The legal services department is in the process of starting a formal procurement process due to a
tender that has expired as it is deemed impractical to cancel contracted services with Mosdell
Pama & Cox, the deviation must be considered until tender has been awarded.
Mosdell Pama & Cox R 84 372.91 Paulse AA
87 2016/01/11 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The legal services department is in the process of starting a formal procurement process due to a
tender that has expired as it is deemed impractical to cancel contracted services with Mosdell
Pama & Cox, the deviation must be considered until tender has been awarded.
Mosdell Pama & Cox R 95 923.02 Paulse AA
Page 9 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
89 2016/01/26 Corporate Services Cunningham V
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The Department of Local Government is funding the Commercial Mediation Training and has
sourced the University of Cape Town to conduct the Training for all Municipal Professionals that
want to attend the training. This is an exceptional case due to the fact that the Department of
Local Government has already sourced the service provider: University of Cape Town and they
are funding the Training
University of Cape Town R 29 000.00 Peters PH
90 2016/01/26 Corporate Services Cunningham V
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The Department of Local Government is funding the Commercial Mediation Training and has
sourced the University of Cape Town to conduct the Training for all Municipal Professionals that
want to attend the training. This is an exceptional case due to the fact that the Department of
Local Government has already sourced the service provider: University of Cape Town and they
are funding the Training
University of Cape Town R 29 000.00 Peters PH
93 2016/02/02 Strategic Services Schliemann C
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Council decided to develop by-laws in order to govern the use of rivers in the municipal area. In
order to ensure that the by-laws will withstand legal interpretation in a court of law if challenged, it
had to be sent to a reputable legal firm for scrutiny, comment and recommendations. Hutchinson,
Du Plessis, Robin & Stollof were deemed to be the only suitable and experienced law firm in
Plettenberg bay to review the by-law for compliance with all other legislation. Due to time
constraints at the time, alternative quotations from other local firms could not be sourced or any
formal process be followed.
Hutchinson, Du Plessis, Robin &
Stoloff R 100 000.00 Lötter FM
96 2016/02/09 Strategic Services Friedman D
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
A Lease Agreement was entered into with Florina Place CC in respect of Unit 22 (Office
Accommodation), for a period of 3 years commencing 1 July 2013. Granite Asset Management
(Pty) Ltd is the appointed managing agent. The lease makes provision for an annual payment of
Rental and Services. The amount includes the office Rental and an estimated Services account
till the 30 June 2016.
Florina Place Plett CC R 59 359.66 Lötter FM
99 2016/02/12 Strategic Services Basson C
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The procurement or Supply of Aviation Fuel stems from procurement processes followed before
2005, thus before the implementation of the formalised Supply Chain Management practices. Air
BP and the Municipality subsequently, entered into an agreement to re-establish the supply of fuel
and Avgas at the airport. BP SA, currently holds the environmental permits for the fuel bunds. It is
deemed impractical and or impossible to summarily cancel the contracted services and it is
recommended that the Municipal Manager must consider the deviation from the SCM policy due
to operational requirements.
BP Southern Africa (Pty) Ltd R 694 769.96 Friedman D
105 2016/03/02 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox is contracted by Bitou Municipality to provide legal services which include
the debt collection. The panel of attorney’s tender has expired. The legal services department are
currently in the process of initiating a formal procurement process. It is deemed impractical to
cancel contracted services with Mosdell, Pama & Cox, the deviation must be considered until
tender has been awarded.
Mosdell Pama & Cox R 115 266.66 Friedman D
106 2016/03/02 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox is contracted by Bitou Municipality to provide legal services which include
the debt collection. The panel of attorney’s tender has expired. The legal services department are
currently in the process of initiating a formal procurement process. It is deemed impractical to
cancel contracted services with Mosdell, Pama & Cox, the deviation must be considered until
tender has been awarded.
Mosdell Pama & Cox R 58 592.68 Friedman D
Page 10 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
107 2016/03/01 Engineering Services Essa O
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The SACPCMP is a professional body established as per Act 48 of 2000 to protect the public. Mr
Essa is a professional member of SACPCMP and the membership renewal is due for payment.
This is a membership renewal and accordingly no procurement process could be followed.
SACPCMP R 3 130.18 Peters PH
109 2016/03/07 Engineering Services Tarentaal R
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Bitou Municipality entered into an agreement with Railwood Furniture SA (Pty) Ltd to supply the
community of Portion 22 farm 422 Harkerville with water at a rate of R25.00 per Kilolitre. Railwood
Furniture SA (Pty) Ltd has sold farm 422, Portion 14 to KK Sand. To follow the normal
procurement process will be impractical and un-economical. KK Sand will be providing water at a
rate of R 24.00 per kilolitre, until 30 June 2016.
KK Sand R 19 863.36 Peters PH
110 2016/03/07 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Repair and Replacement of the Quad Bike clutch, via Strip and Quote process. The quad bike
broke down over the December 2015 period. It was imperative that the Quad Bike be repaired
immediately due to operational requirements. Corrective Action is currently being investigated and
will be reported accordingly.
BF Motorcycles R 12 916.20 Peters PH
111 2016/03/11 Financial Services Memani M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Bitou Municipality currently has a formal Insurance contract with AON South Africa (Pty) Ltd.
Erasmus Panel beaters have been appointed by the Assessor to repair the respective municipal
vehicles. The appointment was brought into question, as the lowest bidder has not necessarily
been appointed with no specific reasons or motivation provided up front. Subsequent discussions
have taken place between all stakeholders, and the way forward has been resolved. It is however
requested that the Municipal Manager considers the deviation from the SCM Policy, as the four
(4) vehicles have already been repaired and is required for operational duties and service
delivery.
Erasmus Panel beaters R 20 000.00 Friedman D
113 2016/03/11 Legal Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
ERF 21624 was acquired by the Municipality for the construction of a new municipal building.
Consultants were initially appointed to conduct a feasibility study and report to Treasury on the
financial viability and sustainability for the Municipality. Hutchinson, Du Plessis and Stollof were
appointed to obtain an urgent legal opinion, on the title deed conditions of ERF 21624 which in its
current form, placed a time-limit on the town planning zoning conditions which had an impact on
the possible construction of the new Municipal Offices on the site. Due process could not be
followed as the legal opinion had to be obtained urgently, in order to avoid the possible
withdrawal of funding from the Treasury. It is therefore recommended that the Manager: SCM
considers the deviation from the SCM Policy.
Hutchinson, Du Plessis, Robin &
Stoloff R 18 543.24 Peters PH
114 2016/03/11 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox were instructed to attend to several matters on behalf of the Municipality.
These matters are still pending before court or about to be brought before Court. It is therefore
deemed impractical to cancel constructed services with Mosdell, Pama & Cox.
Mosdell,Pama & Cox R 52 039.18 Lötter FM
115 2016/03/11 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
An arbitration award was obtained against Jan Calitz Family Trust in terms of a substantial
amount became due and payable to the Municipality. Hutchinson, Du Plessis and Stoloff were
instructed to attend to several matters on behalf of the Municipality on an urgent basis. It is
therefore deemed impractical to cancel constructed services with Hutchinson, Du Plessis and
Stoloff.
Hutchinson, Du Plessis, Robin &
Stoloff R 7 495.50 Peters PH
Page 11 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
116 2016/03/11 Corporate Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Stadler and Swart Attorneys contracted by Bitou Municipality to provide legal services which
include Checkers centre and The Dunes Resort for the following reasons: The Dunes' matter is
still ongoing and they were instrumental in obtaining an arbitration award. Checkers centre, the
application was brought by an objector for a review of the decision on the zoning of the property.
It is deemed impractical to cancel contracted services with Stadler and Swart Attorneys.
Stadler and Swart Attorneys R 31 004.67 Lötter FM
119 2016/03/17 Strategic Services Jonas L
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The properties were evaluated for the development of new Local Economic Development
initiatives, and encourage new investments in order to create new/more job opportunities. The
LED Section was under the impression that the evaluation will form part of the SLA with DDP
Valuers (Pty) Ltd contract SCM/01/2012/FIN. On further investigation, the LED Section was
informed of the opposite. Due to the fact that the service was already delivered, there were no
means of retracting the request to complete the evaluation.
DDP Valuers (Pty) Ltd R 8 499.84 Peters PH
120 2016/04/01 Financial Services Memani M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
INCA was awarded a contract through SCM 50/2014 for financial assessment in order for the
Municipality to have a long term financial plan. To keep the Long Term Financial Plan (LTFP) as
an active document serving to guide Bitou Municipality in its financial sustainability, it is required
to update the LTFP on an annual basis. INCA is doing this for all WC municipalities where they
have completed such plans. They will need to have the workings of IPM hence making it difficult
to go on tender. Bitou Municipality requested that INCA spend time with two of BTO Officials to
start training them so that there is a transfer of skills and for us in future to be able to start
updating the model ourselves with INCA having a second check. It would be impractical to follow
an official process and is therefore requested that the MM considers the deviation from the SCM
Policy.
INCA Portfolio (Pty) Ltd R 57 000.00 Friedman D
121 2016/04/08 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox is contracted by Bitou Municipality to provide legal services which include
the debt collection. The panel of attorney’s tender has expired. The legal services department are
currently in the process of initiating a formal procurement process. It is deemed impractical to
cancel contracted services with Mosdell, Pama & Cox, the deviation must be considered until
tender has been awarded.
Mosdell, Pama & Cox R 22 100.57 Paulse AA
122 2016/04/08 Strategic Services Honeywill R
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The procurement or Supply of Aviation Fuel stems from procurement processes followed before
2005, thus before the implementation of the formalised Supply Chain Management practices. Air
BP and the Municipality subsequently, entered into an agreement to re-establish the supply of fuel
and Avgas at the airport. BP SA, currently holds the environmental permits for the fuel bunds.
BP Southern Africa (Pty) Ltd R 1 006 345.27 Friedman D
123 2016/04/08 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox is contracted by Bitou Municipality to provide legal services which include
the debt collection. The panel of attorney’s tender has expired. The legal services department are
currently in the process of initiating a formal procurement process. It is deemed impractical to
cancel contracted services with Mosdell, Pama & Cox, the deviation must be considered until
tender has been awarded.
Mosdell, Pama & Cox R 106 825.60 Paulse AA
124 2016/05/27 Corporate Services Cunningham V
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The post of a Manager: LED/Tourism was advertised more than three times, unfortunately we
could not find any suitably qualified candidate that can take up the position of Manager:
LED/Tourism. Management requested HR Department to contact and obtain the services of ODS
Consultants to assist with the Head-hunting process for the appointment of Manager:
LED/Tourism.
ODS Consultants cc R 25 491.59 Peters PH
Page 12 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
127 2016/04/13 Office of the Mayor Van Rooyen M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Outside broadcast for Human Rights day event-Jazz Concert on the 21 March 2016, by radio
broadcast. More effective method of communication radio which has a vast radio transmission in
the Bitou area.
Kouga FM R 21 441.69 Peters PH
130 2016/04/14 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox is contracted by Bitou Municipality to provide legal services which include
the debt collection. The panel of attorney’s tender has expired. The legal services department are
currently in the process of initiating a formal procurement process. It is deemed impractical to
cancel contracted services with Mosdell, Pama & Cox, the deviation must be considered until
tender has been awarded.
Mosdell, Pama & Cox R 57 173.42 Paulse AA
131 2016/04/18 Community Services Fourie M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Nandi Bulabula has registered the General plans for the specific areas and will therefore not be
advisable to obtain three quotations from other firms of Attorneys. The services required by the
housing department is mainly Conveyancing and to deal with matters such as incorrect
registrations, illegal transactions and at times eviction notices
Nandi Bulabula Attorneys R 313 382.60 Paulse AA
132 2016/05/21 Strategic Services Siko M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The procurement of Pest Control Services stems groom procurement processes followed before
2005, thus before the implementation of the formalised Supply Chain Management practices.
Subsequent contracts were renewed on an annual basis. Some of these contracts were reviewed
and extended during 2009 and 2012 on "evergreen" contracts which required written cancellation
orders at least 90 days before expiry. The municipality is currently in the process of identifying all
the contracts procured and amended in order to formalising the procurement of Pest Control
Services, in line with SCM and other regulatory requirements. The services are vital for
operations in order to ensure a healthy pest free environment. It is deemed impractical and or
impossible to summarily cancel the contracted services and the Municipal Manager must consider
deviating from procurement process requirements until a tender has been awarded.
Rentokil Initial (Pty) Ltd R 56 529.78 Lötter FM
133 2016/04/18 Community Services Fourie A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Nandi Bulabula and Mosdell, Pama & Cox Attorneys have registered the General plans for the
specific areas with the assistance of Harker Attorneys to fast track the process until the Legal
Department has appointed a panel of Attorneys to proceed immediately, and will therefore not be
advisable to obtain three quotations from other firms of Attorneys. The services required by the
housing department is mainly Conveyancing and to deal with matters such as incorrect
registrations, illegal transactions and at times eviction notices.
Harker Attorneys R 83 549.00 Lötter FM
135 2016/04/20 Corporate Services Swartz H
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
A corporate target market has been identified for this issue of a municipal overview. SALGA being
a parastatal of government will reach the desired market with their channels of distribution. Picasso Headline R 21 842.00 Peters PH
136 2016/05/03 Financial Services Daniels S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox is contracted by Bitou Municipality to provide legal services which include
the debt collection. The panel of attorney’s tender has expired. The legal services department are
currently in the process of initiating a formal procurement process. It is deemed impractical to
cancel contracted services with Mosdell, Pama & Cox, the deviation must be considered until
tender has been awarded.
Mosdell, Pama & Cox R 63 561.08 Memani M
139 2016/05/12 Strategic Services Lottering J
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
There are currently no formal contract in place for the rental of the 2 toilets at Beacon Way as the
traders were in a relocation process. The long term plan for the Beacon Way traders will be
finalize within the next two months.
Ravenswood Trading and
Investment t/a JCE Containers R 14 916.00 Peters PH
Page 13 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
140 2016/05/18 Strategic Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Stadler and Swart Attorneys contracted by Bitou Municipality to provide legal services which
include Small Boat Harbour and ERF12702 for the following reasons: Small Boat Harbour matter
is still ongoing, but due to its complexity and also the high risk of a potential substantial
compensation claim which may arise against the Municipality, the Municipal Manager requested
them to obtain the opinion of a Senior Advocate.ERF 12702, the matter relates to the approval of
a building plan and again the Attorneys were appointed while they formed part of a properly
procured panel of Attorneys and the period for the procurement has since expired.. It is deemed
impractical to cancel contracted services with Stadler and Swart Attorneys.
Stadler and Swart Attorneys R 93 921.06 Lötter FM
141 2016/05/18 Strategic Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Stadler and Swart Attorneys contracted by Bitou Municipality to provide legal services which
include Plett Tourism, Greenwood Primary and Royal Haskoning for the following reasons: Plett
Tourism, Plett Voluntary Association was appointed to perform the tourism function of the
Municipality by agreement. The agreement came to an end on 26 January 2016 and the request
for an extension was denied. Greenwood Primary School, a tender was awarded to Greenwood
Primary to purchase certain pieces of land from the municipality. They insisted on a notarial lease
Agreement for 30 years, over the facility. The Municipality disagreed and the Municipal Manager
gave instructions for an opinion on the view of the Municipality, The Attorneys were selected on
instructions of the Municipal Manager. Royal Haskoning, Summons received from consultant for
work performed for the Municipality and the claim is disputed and counterclaim for positive mal-
performance is considered. It is deemed impractical to cancel contracted services with Stadler
and Swart Attorneys.
Stadler and Swart Attorneys R 22 652.82 Peters PH
142 2016/05/18 Engineering Services Sunkar S
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The contract for E-fuel with AFS Gilbarco was recently terminated. In order for the Municipality to
utilise and commence with the new recently awarded Fuel Card Based System, the e-fuel systems
on each vehicle and jerry can have to be de-installed by the previous service provider.
Gilbarco AFS (Pty) Ltd R 67 659.00 Lötter FM
143 2016/05/15 Community Services Bower R
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Bitou Local Municipality is currently accessing the Municipal dump over Portion 1 of the farm
Brakkloof no. 443. The only means of entering the site is over the property of Mr. Leith (Robberg
Trust). It is therefore deemed impractical to obtain quotations or initiate a formal procurement
process, and requests that the SCM Manager considers the Deviation from the SCM Policy.
Robberg Trust R 21 780.00 Peters PH
146 2016/05/20 Engineering Services Lombard P
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The Hansen gearbox on the aeration basin, at the Ganse Vallei Waste Water treatment plant
broke down. Bitou Municipality has entered into an agreement with this supplier George Electrical
Rewinders to do repairs on pumps and motors. The Hansen gearbox of the aerator are faulty and
need to be repaired.GGW TRAUTMANN CC are the sole service providers that do repairs and
installations of Hansen gearboxes in the Western Cape
GW Trautmann CC R 23 563.12 Peters PH
147 2016/06/01 Legal Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Legal Services is in the process of appointing a panel of Attorneys through a tender process.
Currently the section only uses the services of four firms of Attorneys. The period for which we
needed the policies to be available was quite short for most attorneys we normally use, we had to
source from the Western Cape database and found Regan Brown Incl. who also does commercial
law and also have offices in George within the Eden district. Looking at their profile and
consultations with them in their offices, we are in confidence that they will produce quality work
and they promised to deliver within our time frame.
Regan Brown Incorporated R 171 000.00 Paulse AA
Page 14 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
148 2016/06/01 Community Services Fourie A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Nandi Bulabula have registered the General plans for the specific areas and will therefore not be
advisable to obtain three quotations from the firm of Attorneys. The services required by the
housing department is mainly conveyancing and to deal with matters such incorrect registrations,
illegal transactions and at times eviction notices.
Nandi Bulabula Attorneys R 90 000.00 Paulse AA
149 2016/06/02 Office of the Mayor Meyer T.D
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Shona Group has been identified as the only Service provider in Plettenberg Bay who can assist
the Municipality in securing the services of business talk & motivation. We have selected this
respective service provider based on his/her success story of being working as a cleaner to a
young successful enterpreneur.The applicable Service provider will be responsible for booking
the flights, accommodation and transport during the scheduled time. It would be impractical to
follow an official process .
Shona Group R 32 000.00 Lötter FM
150 2016/06/02 Office of the Mayor Meyer T.D
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The celebrations of National Youth Day in Bitou this year, sees a decisive break from merely
observing Youth Day in favour of a deliberate programme of youth development. This programme
includes the enhancement of the mobile skills of youth, through training and capacity building that
amongst others includes first aid, learner's and driver's licences as well as entrepreneur skills.
The preferred service provider brings unique & expertise & a holistic approach to youth
development; converging and synchronizing with the Bitou strategic objectives towards youth
development. Shona Group is the only service provider that can assist the Municipality in
securing the two artists for the performance on the June 16 event
Shona Group R 98 500.00 Paulse AA
152 2016/06/03 Strategic Services Jansen L
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Ignite is currently the official service provider to the municipality for the web-based performance
management system and the service delivery and budget implementation plan. These services
were delivered to the municipality after a tender process in 2010 and extension was given in
2012/2013 after receipt of grant funding PGWC/SDBIP. The contract has since expired, however
the service provider is of critical importance to the municipality and its operations. The Strategic
Services Department is currently in the process of initiating a formal tender process.
Ignite Advisory Services R 157 060.37 Friedman D
153 2016/06/03 Community Services Bower R
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
On the 5th of April the refuse transfer station was opened for the disposal of waste however the
existing landfill was still operating. A notice has been placed in the local papers notifying the
public that the facility is closed for domestic waste and informing the public of the operating hours
of the landfill site as well as the transfer station. Both facilities were utilised for the transportation
of waste to PetroSA with open top containers and compactor bins in the month of April. During the
December period the operator could not transport waste as normal due to an increase in volumes
as a result of the influx of visitors to the town hence the service provider made use of 10 m3
trucks to transport waste.
Bitou Civils cc R 607 392.00 Paulse AA
154 2016/06/09 Legal Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Stadler and Swart Attorneys were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before Court and further costs were incurred. It is
therefore deemed impractical to cancel the contracted services with Stadler and Swart Attorneys.
It is therefore recommended that the CFO considers the deviation from the SCM policy
Stadler and Swart Attorneys R 82 042.31 Lötter FM
Page 15 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
155 2016/06/09 Legal Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Hutchinson, Du Plessis, Robin and Stollof obtained a costs order in the matter of Euroblitz 1082
(Pty) Ltd under case number H231/15, Eastern Circuit Local Division George of the High Court. It
is therefore deemed impractical to cancel the contracted services with Stadler and Swart
Attorneys.
Hutchinson, Du Plessis, Robin &
Stoloff R 31 728.29 Lötter FM
156 2016/06/03 Office of the Mayor Sibhengile N
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
The NCOP guests had lunch at the Dunes restaurant, but unfortunately all the Minister's drivers
were not included so the Mayor decided to host all of them. It is therefore recommended that the
SCM Manager considers the deviation from the SCM policy
The Dunes Resort R 5 160.00 Peters PH
157 2016/06/03 Legal Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Hutchinson, Du Plessis and Stoloff were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before court or about to be brought before court. It is
therefore recommended that the SCM Manager considers the deviation from the SCM Policy
Hutchinson, Du Plessis, Robin &
Stoloff R 6 088.85 Peters PH
158 2016/06/10 Legal Services Croutz A
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Mosdell, Pama & Cox Attorneys were instructed to attend to several matters on behalf of the
Municipality. These matters are still pending before court or about to be brought before court. Mosdell, Pama & Cox R 144 305.04 Paulse AA
159 2016/06/09 office of the Mayor Van Rooyen M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Community radio stations have specific audiences/listeners and geographical transmission
footprints. These audiences/listeners formed part of the targeted communities for attendance, at
the Inaugural Mayoral Jazz festival and Human Rights Day celebrations.
Eden FM R 19 179.72 Peters PH
164 2016/06/21 Corporate Services September J
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
An urgent request was received from the Mayor, HOD: Community Services and the Commander:
Law Enforcement to roll out Crowd Control Management Training for Law Enforcement officials.
This request stems from Protest marches and Riots in various suburbs during the 2015/2016
financial year, where law enforcement officials had to be deployed to control the crowd and
protect municipal property without receiving the necessary and required training. Although our
current contract with All Arms Firearm Assessment & Training does not make provision for Crowd
Control Management Training, the service provider does provide the accredited training that is
required. It light of the aforesaid urgency and exceptional requirement, the training was requested
from the contracted Service Provider.
All Fire Arms Assessment and
Training R 54 720.00 Memani M
165 2016/06/09Office of the
Municipal ManagerJansen L
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Ignite is currently the official service provider to the municipality for the web-based performance
management system and the service delivery and budget implementation plan. These services
were delivered to the municipality after a tender process in 2010 and extension was given in
2012/2013 after receipt of grant funding PGWC/SDBIP. The contract has since expired, however
the service provider is of critical importance to the municipality and its operations. The Strategic
Services Department is currently in the process of initiating a formal tender process.
Ignite Advisory Services R 218 743.78 Paulse AA
Page 16 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
166 2016/06/30 Community Services Bower R
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Ingerop SA was appointed by Bitou Municipality on 28 April 2005 for the development of a Waste
Transfer Facility. The process involved with the development of the waste transfer facility included
a lengthy investigation into he development of drop-off facilities for green waste and builder's
rubble. the investigation included a full environmental impact assessment study and application to
the Department of Environmental Affairs and Development Planning for a Waste Management
Licence of the preferred sites.
Ingerop South Africa (Pty) Ltd R 9 437.70 Peters PH
167 2016/06/30 Office of the Mayor Van Rooyen M
Exceptional case and it is
impractical or impossible to
follow the official
procurement processes
Two events were held back to back, 18th – 20th March the Jazz Festival and on the 21st of March
the Human Rights Day Celebrations. Due to an administrative oversight, it was assumed that the
Medical Support Services was contracted for the two events. It was subsequently discovered that
this was not the case, and no formal process was followed. The service was duly rendered by the
service provider. Taking the above into consideration, it is therefore deemed impractical to obtain
quotations or initiate a formal procurement process now.
Baia Formosa Trading 37 CC R 5 560.00 Peters PH
5 2015/07/12 Engineering Services Tarentaal R Sole SupplierThe company is the sole agents and suppliers of Endress & Hauser water meters that needs to be
calibrated. It is therefore deemed impractical to obtain alternative quotations for the calibration. Endress & Hauser (Pty) Ltd R 27 354.30 Peters PH
8 2015/07/22 Engineering Services De Waal E Sole SupplierThe laboratory uses Hach instrumentation and therefore needs the Hach reagents for analysis.
Saints Agencies is the sole distributor of Hach products in the Southern Cape. Sains Agencies R 28 576.38 Peters PH
11 2015/07/23Office of the
Municipal ManagerSmit R Sole Supplier Media 24 is the sole supplier of Die Burger Media 24 Beperk h/a Die Burger R 5 264.61 Peters PH
14 2015/08/03 Strategic Services Nhleko M Sole Supplier
Esri South Africa will be hosting a Africa User GIS Conference for the first time in South Africa.
Esri are the sole provider for this Conference. All Africa GIS Practitioners will be gathered in Cape
Town to share their Geo-Spatial knowledge.
Esri South Africa User Conference R 5 400.00 Peters PH
17 2015/08/17 Community Services Swiegers G Sole Supplier
The Truvelo Pro Laser 3 is a speed checking device which was acquired by the municipality from
Truvelo Manufactures. Truvelo is a specific supplier and service provider and subsequent
maintenance, amendments or modifications by other suppliers or service providers are prohibited
and restricted because of guarantee and legal requirements.
Truvelo Manufactures (Pty) Ltd R 4 384.58 Peters PH
19 2015/08/25 Engineering Services De Waal E Sole SupplierReagents from Sartorius is required to carry out analysis of micro-organisms/bacteria in water and
wastewater. The equipment required to do analysis is only supplied by National Separations. National Separations (Pty) Ltd R 21 494.73 Peters PH
Page 17 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
20 2015/08/26 Office of the Mayor Dladla S Sole SupplierTaranisco Advisory are hosting the annual Tourism Forum 2015 event. They are the sole supplier
for this event. Taranisco Advisory CC R 3 450.00 Lötter FM
22 2015/08/26 Engineering Services Harpestad P Sole Supplier
Huber Technology is the sole supplier of the mechanical screen that is supplied and installed at
pump station no.23. The mechanical press had failed and needs urgent repairs, the auger is worn
badly and the press body.
Huber Technology (Pty) Ltd R 65 185.20 Lötter FM
24 2015/09/08 Strategic Services Friedman D Sole SupplierRegistration fee for the attendance of L. Jonas at the Event Tourism Forum of 2015 organised by
the Sole supplier of the event.Taranisco Advisory CC R 2 990.00 Peters PH
37 2015/10/05 Community Services Johnston M Sole Supplier
Bell Oak Investment initially installed the current Library Detection system at Plettenberg Bay
main Library. Additional equipment is currently required to enhance or improve the system. It is
impractical to obtain more than one quote as no other supplier may provide additional equipment
on a system that was initially installed by a different service provider. This will negatively affect
the guarantees, warrantees and maintenance of the system. It is therefore required that the MM
considers the deviation from the SCM Policy.
Quality Label Solution / Tag tron R 22 839.90 Peters PH
51 2015/10/26 Engineering Services De Waal E Sole supplierThe laboratory uses Hach instrumentation and therefore needs the Hach reagents for analysis.
Saints Agencies is the sole distributor of Hach products in the Southern Cape. Sains Agencies CC R 21 945.23 Peters PH
55 2015/11/13 Community Services Johnston M Sole Supplier Multi-Choice is the sole supplier for DSTV services Multi-Choice Africa Ltd R 3 480.00 Peters PH
56 2015/11/13 Office of the Mayor Dladla S Sole Supplier
The Lunchbox Theatre Company currently sources local talent and provides the opportunity and
platform for the entertainers to excel in their respective fields. The company guarantees quality
through the high standards that is set for local entertainers that affiliates with them. This is the
only or sole supplier within the Bitou Municipal Area. The services are required for the Heritage
Day celebrations.
Lunchbox Theatre R 21 164.00 Peters PH
85 2016/01/11 Office of the Mayor Van Rooyen M Sole Supplier
The promotion of switching on of Christmas lights on the 16 December 2015 Reconciliation day
event, by radio broadcast. To ensure greater community participation at the event, as pamphlets
and/or posters will be less effective, radio will cover all communities of Bitou Municipality.
Kouga FM R 7 660.80 Peters PH
91 2016/02/01 Office of the Mayor Dladla S Sole SupplierRegistration fee for the attendance of Cllr Neville de Waal at the Municipal Sports Facilities
Indaba of 2015 organised by the Sole supplier of the event.Taranisco Advisory R 2 990.00 Peters PH
Page 18 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
94 2016/02/08 Engineering Services Harpestad P Sole Supplier
The Emerson Mobrey MCU900 ultrasonic range of pump control systems are currently used by
Bitou Municipality Water and Sewerage Pump stations. Currently three (3) Mobreys are required
at various pump stations, the current mobreys are malfunctioning due to age. Dupleix Liquid
Meters (Pty) Ltd, trading as DLM, is the Mobrey Sole Distributor in South Africa for all of the
Mobrey branded Level and Steam range of products.
DLM R 80 233.20 Lötter FM
95 2016/02/08 Engineering Services Harpestad P Sole Supplier
New O/H power line to transfer station materials. There was enough material available at the
commencement of the power line testing, however when the power line design/layout was
changed, a re-count of materials was not done and therefore resumed in a shortage that had to be
sourced urgently. There were no stock at the time in stores and M.D.L Electrical, were the only
supplier who could supply us with stock immediately so that the power line could be energised, for
power to the transformer station so that testing could be done. Taking the above into
consideration it is therefore currently impractical to obtain alternative quotations.
M.D.L Electrical CC R 4 794.48 Peters PH
98 2016/02/11 Strategic Services Basson C Sole Supplier
The Non-Directional Beacon at the Airport currently requires annual servicing and maintenance,
in order to function optimally and to be in accordance with the Aviation Standards. The NDB was
previously serviced by a different company who could not perform adequately. Due to the age of
the equipment, there are a limited amount of service providers who can provide the service.
Tellumat (Pty) Ltd has been sourced and identified as one, who can provide the service at a
market related price, within budget and within the specified time.
Tellumat (Pty) Ltd R 6 914.78 Friedman D
100 2016/02/20 Engineering Services Tarentaal R Sole Supplier
Bitou Municipality are currently making use of Endress & Hauser flow meters to monitor the flow
at the purification plants. Endress & Hauser are the sole supplier and manufacturer of all Endress
& Hauser Instrumentation and equipment in South Africa. It is therefore deemed impractical to
obtain alternative quotations for the calibration.
Endress & Hauser R 72 077.15 Lötter FM
101 2016/02/22 Engineering Services De Waal E Sole SupplierThe laboratory uses Hach instrumentation and therefore needs the Hach reagents for analysis.
Saints Agencies is the sole distributor of Hach products in the Southern Cape. Sains Agencies R 27 492.92 Peters PH
102 2016/02/22 Community Services Ganga S Sole Supplier
The Truvelo Pro Laser 3 is a speed checking device which was acquired by the municipality from
Truvelo Manufactures. Truvelo is a specific supplier and service provider and subsequent
maintenance, amendments or modifications by other suppliers or service providers are prohibited
and restricted because of guarantee and legal requirements.
Truvelo Manufactures (Pty) Ltd R 4 823.04 Peters PH
Page 19 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
103 2016/03/02 Strategic Services Jansen L Sole Supplier
Ignite is currently the official service provider to the municipality for the web-based performance
management system and the service delivery and budget implementation plan. These services
were delivered to the municipality after a tender process in 2010 and extension was given in
2012/2013 after receipt of grant funding PGWC/SDBIP. The contract has since expired, however
the service provider is of critical importance to the municipality and its operations. The Strategies
Services Department is currently in the process of initiating a formal tender process.
Ignite Advisory Services R 239 777.35 Friedman D
108 2016/03/01 Engineering Services De Waal E Sole Supplier
The laboratory uses Sartorius instrumentation and therefore needs the Sartorius reagents for
analysis. National Separations (Pty) Ltd is the sole distributor of Sartorius products in South
Africa.
National Separations (Pty) Ltd R 16 716.11 Peters PH
125 2016/04/12 Engineering Services De Waal E Sole SupplierThe laboratory uses Hach instrumentation and therefore needs the Hach reagents for analysis.
Saints Agencies is the sole distributor of Hach products in the Southern Cape. Sains Agencies R 28 340.29 Peters PH
126 2016/04/20 Engineering Services Sunkar S Sole Supplier
Replacement of a valve for a compactor truck CX 53530. The compactor truck had experienced
valve leakage and due to service delivery demands this vehicle had to undergo repairs as soon
as possible. To ensure that all repairs be undertaken to manufacture standards it was decided
that the vehicle must be taken to TFM Manufacturing, as they are the only accredited service
provider.
TFM Manufacturing (Pty) Ltd R 22 754.33 Peters PH
128 2016/04/20 Office of the Mayor Martin M Sole Supplier
Registration payment for councillor Nevelle de Waal, for the attendance of the Annual Rural
Development Conference from 25-26 May 2016, Cape Town. Milla SA is the sole supplier and
accordingly no procurement process could be followed.
Milla SA R 9 108.60 Peters PH
129 2016/04/20 Office of the Mayor Martin M Sole Supplier
Registration payment for councillor Wayne Robert Craig, for the attendance of the WCPDF
Conference from 12-13 May 2016, Cape Town. SBS Conferences is the sole supplier and
accordingly no procurement process could be followed.
SBS Conferences R 6 200.00 Peters PH
70 2015/12/15 Office of the Mayor Dladla S
The acquisition of special
works of art or historical
objects where
specifications are difficult
to compile
Lunchbox theatre is the only service provider that can provide local artists Lunchbox Theatre R 25 300.00 Peters PH
144 2016/05/19 Community Services Bower R
The acquisition of special
works of art or historical
objects where
specifications are difficult
to compile
As part of Waste Management’s objective to reduce waste to landfill sites, Bitou Municipality in
conjunction with Lunchbox Theatre decided to embark on an education and awareness at schools
to educate the youth about the importance of recycling. To cut transport costs to Mossell Bay,
Petro SA, behavioural change in relationship to waste is needed which can only be done through
educational plays. The play forms a partnership between Bitou Municipality Youth Jobs in Waste
and Lunchbox Theatre whereby each play a vital role in the educational awareness. It is therefore
deemed impractical to obtain quotations or initiate a formal procurement process.
Lunchbox Theatre R 24 000.00 Peters PH
Page 20 of 21
Annexure C
#DATE
APPROVEDDEPARTMENT
PROJECT
MANAGER
REASON FOR
DEVIATIONMOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER AMOUNT
APPROVAL
GRANTED BY
DEVIATIONS FROM THE REQUIREMENTS OF THE SUPPLY CHAIN MANAGEMENT POLICY- APPROVED IN TERMS OF SECTION 36(1) FOR THE 2015/2016 FINANCIAL YEAR
151 2016/06/02 Office of the Mayor Dladla S
The acquisition of special
works of art or historical
objects where
specifications are difficult
to compile
Lunchbox Theatre is the only service provider that can provide local artists Lunchbox Theatre R 8 100.00 Peters PH
155 12 174 620.01R
Page 21 of 21