Issue Date: 
Tuesday, June 17, 2014

Policies & Procedures - Tenders

By Werner van Rooyen

www.how2tender.com

17 June 2014

Last week I had a look at an Eskom tender. In it was a section pertaining to Policies and Procedures. It made me wonder how many SMME’s have got Policies and Procedures in place. The problem with Policies and Procedures is that it sounds much more complicated than it actually is.

Policies can be described as clear and simple statements of how your company or enterprise intends to conduct its services, actions or business. It is a set of guiding principles to help you with decision making. Very important to remember is that Policies don`t need to be long or complicated - a couple of sentences may be all you need for each policy area.

Policies and Procedures go hand in hand. Procedures describe how each policy will be put into action in your company or enterprise. Each procedure should outline:

  • Who will do what
  • What steps they need to take
  • Which forms or documents to use.

Procedures can just be a few points or instructions. Sometimes they work well as forms, checklists, instructions or flowcharts.

Policies and their accompanying procedures will vary between enterprises because they reflect the values, approaches and commitments of a specific company or enterprise and its culture. But they share the same role in guiding your company or enterprise.

There are many Policies that your company or enterprise can have or adhere to. Some of the most common Polices and Procedures are:

  • Financial Policy
  • Disaster Recovery Policy
  • IT Security Policy
  • Compliance Policy
  • HR Policies which include -
    • HIV and AIDS Policy
    • Alcohol and Substance Abuse Policy
    • Disciplinary Code
  • Code of Ethics

Policies and Procedures do not feature much in Governmental Tenders but in State Owned Companies such as ESKOM, Telkom and SABC you will be required to include your Policies and Procedures. The Private Sector also puts heavy emphasis on Policies and Procedures especially large companies such as MTN, ABSA and FirstRand.

If you are going to respond to a Tender for State Owned Companies or Private Sector Companies I recommend that you get your Policies and Procedures in place. I also recommend that you get a Professional Person to assist you when drawing up your company or enterprise’s Policies and Procedures. Like mentioned before, it is not long and/or complicated documents, but it needs to be done correctly. It is best to get someone in the know to assist you.

Part of the service that we render at how2tender.com is drawing up Policies and Procedures for SMME’s. Please feel free to contact us at info@how2tender.com for quotes on Policies and Procedures.

You can also visit our website at www.how2tender.com to find out more about our Tender Workshops or purchase our Tender Manual: A practical guide on how to tender.

Until the next time - happy tendering.

When Must I Sub-Contract?

There seems to be a lot of confusion amongst entrepreneurs when it comes to tenders and sub-contracting. The Draft Preferential Procurement Regulations, have been gazetted and are currently up for review. However, these Regulations are the major cause for the confusion. Many entrepreneurs ask whether they should sub-contract or not whilst responding to a tender.

The Draft Preferential Procurement Regulations stipulates the following: 

  1. For contracts above R30 million, the tenderer MUST sub-contract a minimum of 30% of the value of the... Read More
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