SayPro Compliance Check

SayPro Monthly February Government Department and Municipality Quotation Submission
Training Workshop by SCMR

Objective

The primary goal of this compliance check task is to conduct a self-audit of a quotation before submission to ensure full adherence to procurement regulations, minimizing the risk of disqualification or rejection by the government department or municipality.

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Task Breakdown and Steps to be Completed

1. Understanding Procurement Compliance Requirements

• Review the procurement policies and guidelines specific to government and municipal quotations.
• Identify the applicable procurement thresholds, supplier registration requirements, and evaluation criteria.
• Understand the necessary compliance documentation, such as tax clearance certificates, BBBEE certificates, and CSD (Central Supplier Database) registration.

2. Reviewing the Quotation Document

• Ensure that all sections of the quotation document are correctly completed, with no missing or incorrect information.
• Verify that the pricing structure aligns with cost regulations and market standards.
• Confirm that the correct format and templates, as prescribed by the procurement authority, have been used.

3. Checking Supplier Compliance Documentation

• Confirm that the supplier is registered on the Central Supplier Database (CSD) and provide the CSD registration number.
• Validate that tax clearance, BBBEE certificates, and company registration documents are up to date and included.
• Ensure compliance with specific industry accreditations or certifications required for the quotation.

4. Conducting a Risk Assessment on the Quotation Submission

• Check for any potential conflicts of interest, such as relationships with procurement officials, that must be disclosed.
• Identify any non-compliance risks, such as missing mandatory information or pricing inconsistencies.
• Evaluate the quotation against past successful submissions to identify potential improvements.

5. Verification of Pricing, Cost Breakdown, and Justification

• Confirm that unit pricing, total cost, and VAT (if applicable) calculations are accurate.
• Ensure that cost justifications, such as material sourcing and labor costs, are documented where necessary.
• Validate that the quotation does not exceed budget limits set by the requesting government entity.

6. Ensuring Alignment with Preferential Procurement Regulations

• Confirm if the quotation qualifies for any preferential procurement points under BBBEE scoring or designated sector requirements.
• Verify compliance with any set-asides or specific procurement preferences for small businesses, women-owned businesses, or local suppliers.

7. Cross-Checking Submission Deadline and Requirements

• Verify the submission deadline and ensure timely completion of all required tasks.
• Check the submission format—whether electronic, physical, or both—and comply with submission guidelines.
• Ensure that all annexures, supporting documents, and required signatures are included.

8. Final Self-Audit and Peer Review

• Perform a final self-check using a compliance checklist to ensure no errors or omissions.
• Engage a peer or supervisor for a secondary review to validate compliance.
• Make necessary corrections or enhancements before final submission.

9. Submission and Record-Keeping

• Submit the finalized quotation to the relevant government department or municipality as per instructions.
• Retain a copy of the submitted quotation and all supporting documents for record-keeping and future reference.
• Document any feedback received post-submission for continuous improvement in future quotations.

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Conclusion

This compliance check ensures that the quotation submitted during the SayPro Monthly February Government Department and Municipality Quotation Submission Training Workshop by SCMR meets all legal, regulatory, and procedural requirements, improving the chances of successful procurement.