bitou municipality deviation register for … r 12 971.99 r 1 816.08 r 14 788.07 paulse aa 10...

#DATE

APPROVEDDEPARTMENT

PROJECT

MANAGERREASON FOR DEVIATION MOTIVATION FOR DEVIATION SUPPLIER/SERVICE PROVIDER Value

Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY

1 2014/07/09 Community Services Sulani S Sole supplier

Institute of Waste Management of SA Accredited Course. NQF Level 1 -

USD 119303. Handling and Disposal of waste, 7-9 July 2014 at

Santorini Guest House East London.

IWMSA R 4 500.00 R 630.00 R 5 130.00 Peters PH

2 2014/07/16Office of the Municipal

ManagerByl D Sole supplier Annual Subscription. Media 24 is the sole supplier of Die Burger Media 24 R 4 248.63 R 594.81 R 4 843.44 Paulse AA


ManagerByl D Sole supplier

Annual Subscription. Group Editors is the sole supplier of the George

Herald and Knysna/Plett Herald.Group Editors R 3 026.21 R 423.67 R 3 449.88 Paulse AA

4 2014/07/08 Community Services Swanepoel A

Exceptional case and it is impractical or

impossible to follow the official

procurement processes.

The radio repeater for Public Safety has been in the care of Garden

Route Communication for the last few years when it was moved there

due to bad reception on the water tower in some of the areas. There has

been no formal agreement in place and site rentals are paid from month

to month for the fire department budget. It is hereby requested that the

12 invoices from July 13 to June 14 be processed and paid. Formal

Process and way forward to be initiated and investigated by IT.

Garden Route Communication R 8 976.00 R - R 8 976.00 Paulse AA

5 2014/07/15 Financial Services Venter L




Insurance claim and work had to be done to prevent further damage to

the roof and building of the Squash Clubhouse, as a result of heavy

rainfalls and prevailing strong winds.

The Painter R 29 421.00 R - R 29 421.00 Paulse AA








been no formal agreement in place. Radio test and repairs. It is hereby

requested that the 7 invoices from October 2013 to December 2013 be

processed and paid. Formal Process and way forward to be initiated and

investigated by IT.









been no formal agreement in place. Repeater airtime. It is hereby

requested that the 7 invoices from October 2013 to December 2013 be

processed and paid. Formal Process and way forward to be initiated and

investigated by IT.



ManagerByl D Sole supplier Annual Subscription. Times Media is the sole supplier of The Herald. Times Media R 3 078.95 R 431.05 R 3 510.00 Paulse AA

9 2014/07/22 Financial Services Jansen BR




The service is currently procured in terms of a process that was initiated

years ago, thus before the implementation of the formalised Supply

Chain Management Practices. The process has been reviewed and will

be terminated upon the appointment of a service provider subject to a

competitive bidding process. It is impractical to get another service

provider until the bidding process is completed.

G4S R 12 971.99 R 1 816.08 R 14 788.07 Paulse AA

10 2014/07/24 Corporate Services Croutz A




Lizelle Harker Attorneys were instructed to attend to and bring an

application to the High Court see Case no 11892/14 (Speaker and

others vs Mbali and others), on an urgent basis to prevent and prohibit

an unlawful Council meeting from being held on a defective notice of

motion. The matter is still pending before Court and further costs were

incurred.

Harker Attorneys R 89 108.05 R - R 89 108.05 Paulse AA

13 2014/07/30 Financial Services August X




Marais Taxi's is the only supplier who can provide us with quotation.

Three quotations were requested, however Pika's and Jansen buses

doesn't have permits to enter Oudtshoorn. Pika's also only have a small

bus available for the specified date. Marais Taxi's is the only supplier

that has a permit to enter and provide us subsequent quotation.

Marais Taxi's R 8 100.00 R - R 8 100.00 Peters PH

14 2014/07/28 Financial Services Ncwana A




Indigent Policy notice for Financial Year 2014/2015. Notice no: 92/2014.

A quotation and proof was requested from CX Press for the publication

of an advertisement for indigent policy. The advert was placed because

when the request for cancellation was submitted the publication was

already being printed.

CX Press R 640.50 R 89.67 R 730.17 Lötter FM

BITOU MUNICIPALITY

DEVIATION REGISTER FOR THE 2014/2015 FINANCIAL YEAR

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


15 2014/07/25 Strategic Services Lombaard D




Ignite is 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 from PG:WC for IGNITE to

assist the municipality in obtaining clean audit PMS/SDBIP.

Ignite Advisory R 526 315.79 R 73 684.21 R 600 000.00 Paulse AA

17 2014/07/22 Community Services Bower R




Car rental for HOD Community Services Mr M Stratu. Attending ILGM

conference in Durban.Avis R 1 774.56 R 248.44 R 2 023.00 Peters PH





Rental for Robberg Landfill Site. Bitou municipality's only access to the

Robberg landfill site is through a access road over the Property portion 1

of the Farm Brakkloof 443.

The Robberg Trust R 18 000.00 R - R 18 000.00 Peters PH





Lease Agreement was entered into with Florina Place CC in respect of

Unit 22, for a period of 3 years commencing 1 June 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 as per the invoice are for the annual payments as well as the

last municipal account due for June 2013.

Granite Asset Management (Pty) Ltd R 56 527.45 R 7 913.84 R 64 441.29 Paulse AA

22 2014/08/08 Office of the Mayor Mtshamba S




Due to Taxi Association Routes within the Bitou area, this is the only

supplier who can be transport people from all Wards. Due to time

constraints it will not be possible to obtain any further quotations. The

department has also requested with no response to date.

Marais Taxi's R 2 500.00 R - R 2 500.00 Peters PH

23 2014/07/29 Community Services Bower R Emergency

On 16 July 2014 the Plettenberg Bay Landfill Site experienced a fire.

Landfill site fire are harmful to the environment and cause air pollution.

The cause of the fire - biological decomposition created substantial heat

and caused material in the landfill site to spontaneously combust.

Additional water tanks were hired in to assist as well as an excavator dig

a trench and thus preventing the fire from spreading.

Bitou Civils CC R 123 535.00 R 17 294.90 R 140 829.90 Peters PH





Seasonal Advert waste collection schedule local News Paper. The Print Shop R 7 895.40 R - R 7 895.40 Peters PH

26 2014/07/25 Financial Services Maredi N




Due to unavailability of filing space, the department utilises the option of

containers for safe guarding of documents. The MSI containers were the

only available company at the time to provide the Municipality the

containers at short notice.

MSI containers R 11 643.46 R 1 630.08 R 13 273.54 Lötter FM

27 2014/07/25 Strategic Services Lombaard D




Steiner Hygiene delivered services to the various departments e.g. toilet

cleaning, Hand wash soap, Paper towel, sanitary bins, based on various

contracts entered prior 2010 by user departments. The services were

terminated in 2013/2014 and a new process commenced to acquire

similar services for three years. Related invoices are for services

rendered at the main office (Sewell Street). As it is responsibility of

Strategic services, Property Management, the invoices will be signed for

payment and closure of the Old contracts.

Bidvest Steiner Hygiene R 8 553.61 R 1 197.51 R 9 751.12 Peters PH

28 2014/08/05 Engineering Services Adams C




Le Mart Projects re-upholstered truck CX 35580 seat as per order

no.363499 for the amount of R 1 450.00 ( see attached documents). As

the above mentioned service provider was the only database registered

supplier for upholstery work at the time, the previous employee ( no

longer employed by the municipality), in charge of fleet management

instructed Le Mart Projects to repair more trucks and bakkie seats as

the trucks had to go for annual roadworthy tests. All additional

upholstery repairs to vehicle seats was thus done not following the

necessary official procurement processes

Le Mart Projects R 17 270.00 R - R 17 270.00 Paulse AA

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


29 2014/07/23 Community Services Antoni C




ADT has been rendering services for the municipality for the past Five

years. However , the existing contract with them has no expiry date/

cannot be ascertained. We recently acquired computers for the external

offices, hence that is of outmost importance that this building be

secured as it currently does not have any alarm system. The existing

alarm system in the Public safety Building is monitored by ADT,

amendments to this system by another supplier is impractical and not

allowed.

ADT R 2 897.20 R 405.61 R 3 302.81 Peters PH

30 2014/08/08 Engineering Services Harpestad P




Due to change from normal common base prepaid metering to split

metering the stores shall after tender process only purchase the new

type meter. As 35 of the old type meters are still available from First

Electrical Company, it is our intention to purchase the stock held ( 35

off) by First Electrical Company at the Municipal tender price by Conlog.

This process will provide the electricity department with 35 meters until

new stock arrives.

First Electrical Supply R 12 057.50 R 1 688.05 R 13 745.55 Paulse AA

33 2014/08/13 Community Services Johnston M Sole supplier

Annual Maintenance (2014/15) - Library Detection System. Products of

the service provider cannot be supplied by other Service Providers.

Attached is a letter of Sole Providership.

CSX- Customer Services R 12 665.12 R 1 773.12 R 14 438.24 Peters PH





Since the introduction of the energy saving streetlight luminaires the

maintained has increased ten fold due to either faulty equipment or poor

quality equipment supplied. The streetlight maintenance could not keep

pace with the failure rate of the new streetlights installed under the

energy efficient program and has resulted in a seriously dangerous

situation for the general public because of the extremely dark areas

where people are robbed, stabbed ,molested and raped. The situation

has reached high level reporting by the public for which an urgent effort

is required to purchase new luminaries, lamps, ballast magnetic and

electronic.

Ilanga lighting Distribution Company R 159 600.00 R 22 344.00 R 181 944.00 Paulse AA

36 2014/07/23 Community Services Namntu M




Door was stuck and officials could not access the offices. Due to time

constraints, the normal procurement process could not be followed.Shauna's Glass Aluminium Fitters R 4 000.00 R - R 4 000.00 Peters PH


Acquisition of special works of Art or

historical objects where specifications

are difficult to compile.

Arts performance as part of the Waste Minimisation Roadshow starting

1 Sept 2014 at Piesang Valley community hall The Lunch Box theatre R 4 000.00 R - R 4 000.00 Peters PH

38 2014/07/22 Financial Services Kelepu N




Originally Bitou Municipality procured internet services via three pricing

schedules from ( E-Times,IS,MTN). IS was selected as the most suitable

candidate and a contract was signed on 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 23/07/2013 and

signed by Acting MM and IT manager. The payments have been

successfully made until 01/01/2014 whereby the expenditure department

stopped all direct payments to contracts. Bitou is in the process of going

out on tender for a new service provider. The tender should be finalised

by December 2014.

Internet Solutions R 23 628.00 R 3 307.92 R 26 935.92 Peters PH

39 2014/08/22 Financial Services Memani M




The rental (Budget & Treasury and Motor registration offices) was

extended as there is a serious shortage of office space and the

municipality offices are scattered all over town. There is no other office

available and closer to the main building. Contract expired and traffic

section is critical as a front desk contact place with the public. There

was no other office space available and no notice could be set for even

if the traffic fines section was to move and be squeezed in one of the

Municipal Buildings. Rental Period - Three years (01 September 2014 -

31 August 2017)

Circling Wave cc R 202 040.74 R 28 285.70 R 230 326.44 Paulse AA





The removing of refuse at the Municipal Refuse Dump is a Legislative

requirement. The service of an external service provider was procured

via a tender process. In lieu of a tender process we need to retain the

service provider for the Supply and operating of a Bulldozer at the

Robberg landfill site for 2 months. A service provider has since been

appointed via tender process.

Coluapie Investment & Development R 125 438.60 R 17 561.40 R 143 000.00 Paulse AA

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


41 2014/08/19 Financial Services Jansen B





years ago before the implementation of the formalised Supply Chain

Management processes The process has been reviewed and will be

terminated upon the appointment of a service provider subject to a

competitive bidding process. It is impractical to get another service

provider until the bidding process is completed.

G4S R 48 585.26 R 6 801.94 R 55 387.20 Paulse AA





Council required legal service provider to bring an application to the

High Court see Case no 11892/14 (Speaker and others vs Mbali and

others) on an urgent basis to prevent and prohibit an unlawful Council

meeting from being held on a defective notice of motion. A service

provider knowledgeable about in municipal legislation was appointed

without following normal procurement processes as it was deemed

impractical to delay the legal action.

Harker Attorneys R 171 052.63 R 23 947.37 R 195 000.00 Paulse AA

45 2014/09/03 Office of the Mayor Dladla S

Acquisition of special works of Art or

historical objects where specifications

are difficult to compile.

Mr Saba Mbixane is an Award Winning DJ and also teaches /Educate

communities about their Heritage, Customs & Cultures. He has been

identified as a perfect match for our local Audience

Stimba Sound Productions R 20 000.00 R - R 20 000.00 Paulse AA





Due to serious shortage of staff having only one linesman to carry out

streetlight repairs, it is due to urgency of repairing same of the

dangerous and dark areas demanded by the public. Labour Rate based

on previous contract R 320.00 per hour

B.Spark R 5 120.00 R 716.80 R 5 836.80 Paulse AA





Streetlight has become an emergency repair problem as the community

is up in arms over unsafe conditions where people are being mugged,

Stabbed and Raped. They are demanding immediate action with regards

to this happening.

Ilanga lighting Distribution Company R 337 500.00 R 47 250.00 R 384 750.00 Paulse AA





Eskom was requested to increase the demand at Main Water Pump

Station situated at the Uplands some time ago. An inspection on site at

uplands was to determine where the new miniature substation will be

placed. At the same it was arranged that Eskom will supply and install

their substation and connect to their high voltage side while Bitou

connects to their new low voltage cables to their standby generator and

other supply points

First Electrical Supply R 115 820.00 R 16 214.80 R 132 034.80 Smit R





Lizelle Harker Attorneys were instructed to attend to and bring an

application to the High Court See Case No 11289/14 ( Speaker and

Others VS Mbali and Others) on an urgent basis to prevent and prohibit

an unlawful council meeting from being held on a defective notice of

motion

Harker Attorneys R 69 890.52 R - R 69 890.52 Paulse AA





Transportation of domestic refuse to Mossel Bay Petro SA. Current

landfill site has reached its capacity in term of Airspace volume and no

waste being dumped at Robberg Beach. New Tender currently in

Evaluation Stage and has served at BEC ( Requisition 24387 R 133 380-

Req 24390 R 46 170-Req 24281 R 82 080)

Bitou Civils R 306 000.00 R 42 840.00 R 348 840.00 Ngqumshe P

Ukhana R 48 160.00 R 6 742.40 R 54 902.40

Siphethezona Trading And

Investment R 7 020.00 R - R 7 020.00

Tsoelopele R 54 560.00 R - R 54 560.00

Kholwani Investments R 58 650.00 R 8 211.00 R 66 861.00

Sithawu Construction Service R 15 480.00 R - R 15 480.00

Buchumile General Trading R 26 520.00 R - R 26 520.00

Shekyna projects R 59 500.00 R - R 59 500.00

RTC Carpentry and Maintenance R 32 250.00 R - R 32 250.00

53 2014/09/15 Community Services Antoni C 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 services or service providers are prohibited and restricted

because of guarantee and legal requirements

Truvelo Manufactures R 3 496.48 R 489.51 R 3 985.99 Peters PH

54 2014/08/12 Strategic Services Honeywill R




Present windows are torn and fade. Windsocks need to give clear and

accurate visual information to Pilots. Failure to do this may result in

Legal Liability for the Municipality in the event of an accident or

cancellation of Airport Licence on inspection by CAA

Air Safety Pilot Academy R 2 407.89 R 337.10 R 2 744.99 Peters PH





The tender expired for these contracts. The road section is unable to

provide continuous services due to a backlog in terms of road

maintenance hence the fact that the services of community based

contractors were requested and utilized. Tenderers previously utilized

were used to provide the cleaning services

Ngqumshe P

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


55 2014/09/10 Office of the Mayor Dladla S Sole supplier The only organisation that is providing this event Taranisco Advisory CC R 2 990.00 R - R 2 990.00 Paulse AA





Strip and Quote: Speedy Knysna was awarded the annual tender SCM

51/2014/FIN, Ending 29 February 2016, for the supply of tyres and

tubes. New Tyres were procured through the tender for fitting. On

striping the old tyres it became clear that the existing tubes and flaps

also needs to be replaced as they shown permanent damage. The

required size were not priced for at tender stage

Speedy Knysna R 3 157.89 R 442.11 R 3 600.00 Peters PH


Emergency repairs to pump motors from sewerage pump station 18,19

and 20. Sum pump failed and became of severe pump leakage in

station 19 the sewerage water raised above the motors before it was

known. To prevent spillage of sewerage all possible action needs to be

taken to ensure that no more spillage occurs as it did two weeks ago

from pump station 20. Coastal Armature Winders are responding to this

emergency far better than George Rewinders who were awarded the

Annual tender

Coastal Armature Winders R 93 130.00 R 13 038.20 R 106 168.20 Paulse AA





The service is currently procured in terms of the process that was

utilized years ago, thus before the implementation of the formalised

Supply Chain Management Practices. The process has been reviewed

and will be terminated upon the appointment of a service provider

subject to competitive bidding process. It is impractical to get another

service provider until bidding process is completed.

G4S R 12 971.99 R 1 816.08 R 14 788.07 Peters PH

59 2014/09/08 Community Services Sakati A




During the shooting training performed, Some of the officers did not

succeed and had to go through remedial. Because of remedial shooting,

it was necessary for additional ammunition to be purchased immediately

as the ammunition that the department went with to the shooting

practices was finished and not enough remedial

Fuller Fire Arms CC R 2 754.39 R 385.61 R 3 140.00 Peters PH





Prime security has been rendering services for the municipality for the

past three years for the Mayors residence. However the existing contract

with them has no expiry date / cannot be ascertained. We are on the

verge of making formal procurement processes for the whole Bitou

Municipality with regard to the monitoring of security alarms. It is then

recommended that Prime security must continue monitoring alarm

system that they are currently monitoring until such time that the

municipality is ready to go on Tender

Prime Security R 1 452.00 R 203.28 R 1 655.28 Peters PH

61 Community Services Sakati A




ADT has been rendering services for the municipality for the past Five

years. However , the existing contract with them has no expiry date/

cannot be ascertained. We are on the verge of making formal

procurement processes for the whole Bitou Municipality with regard to

the monitoring of security alarms. It is then recommended that ADT

must continue monitoring alarm system that they are currently

monitoring until such time that the municipality is ready to go out on

tender

ADT R 27 567.23 R 3 859.41 R 31 426.64 Lötter FM





On the 8th of September 2014 pump station no.20 at Piesang Valley

had failed due to bearing failure on Pump 1,2&3. The emergency pond

was full to capacity of sewerage and the honey suckers could not cope

empting the main sump and emergency pond, which resulted spillage of

sewerage into the Piesang valley river. It was imperative that these

pumps be repaired without delay so to be usable. The company that

could assist the Municipality with immediate attention was North Field

Eng.

NorthField Engineering R 128 812.55 R 18 033.76 R 146 846.31 Paulse AA

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


63 2014/10/06 Corporate Services Coetzee V




Fintech has been rendering this service to Bitou Municipality since 1999.

The procurement of Stamps for the Franking Machine thus stems from

procurement processes followed before 2005. Thus before the

Implementation of the formalised SCM Practices. The Department is

currently in the process of investigating the Initiation of a Formalised

process in the procurement of a new Franking Machine, In line with SCM

and other Regulatory requirements. The services are Vital for

operations. It is deemed impractical and or impossible to summarily

cancel the contracted services and the MM must consider deviating

from the procurement process

Credifone Postage Division ( Fintech) R 21 052.63 R 2 947.37 R 24 000.00 Peters PH

65 2014/10/13 Community Services Prins J




Community Service is making use of rendering containers from the

service provider, until the tender is awarded during the month of

December 2014.

JCE Containers R 8 421.05 R 1 178.95 R 9 600.00 Peters PH

66 2014/10/13 Community Services Sakati A Sole Supplier

Nelson Mandela Metropolitan will be hosting a conference which is

specifically aimed at challenges of municipal bylaws and its

implementation. It is imperative that officials attend this conference as

the enforcing of municipal by laws is one of the score duties within Bitou

Public Safety.

NMMU R 5 263.16 R 736.84 R 6 000.00 Peters PH

68 2014/10/21 Engineering Services Dietzsch. P Sole Supplier

The IQMS program are been used by Bitou Municipality for the water

and sewer network, this program was donated by WC provincial on

payment for setting up of the network. There after Bitou Municipality is

responsible for the yearly subscription fee and any updates as required.

IMQS Software (PTY) Ltd R 69 520.00 R 9 732.80 R 79 252.80 Peters PH

69 2014/10/09 Community Services Fourie. M




Due to vandalism at Kranshoek Sport field, the Municipal Manager

requested to deviate from SCM regulations and requirements for the

construction of the caretakers facility.

Robcon Civils R 49 675.17 R 6 954.52 R 56 629.69 Paulse AA

70 2014/10/15 Community Services Johnston M Sole Supplier

Product of supplier cannot be provided by other service providers. Dstv

installations ( multi-choice annual fees be paid and procurement to be

completed in order for services. This service enables and provide audio-

visual programs to children, adult uses (public).

Multichoice Africa Ltd R 5 323.16 R 745.24 R 6 068.40 Peters PH

71 2014/10/14 Engineering Services Tarentaal. R




The instruments that are being used at the laboratory are Hach

equipment. Hach equipment can only use Hach reagents. It is therefore

uneconomical to use other reagents, as you have to then buy other

equipment, to do the test. It is therefore required to use the reagents that

works with the equipment that we have in the laboratory.

SAINS Agencies CC R 18 714.30 R 2 620.00 R 21 334.30 Peters PH

72 2014/10/15 Strategic Services Lobese. P




The company performed municipal valuation roll in 2013 service

extended to include valuation for the purpose of market related rentals.

The sent list/report happened to miss two staff houses and the company

was asked to value the two houses that were left out.

Suid Kaap Waardeerders BK R 2 548.00 R 266.00 R 2 814.00 Peters PH





Avis Car Rental was appointed to supply vehicles on short-term rental in

December 2013 for a period of 6 months. Due to the late delivery of right

out purchase of new municipal vehicles (delivered in July 2014), the

rental of hired vehicles had to be extended as per the different

departments operational requirements.

Avis Rent a Car R 109 507.14 R 15 331.00 R 124 838.14 Paulse AA






years ago, thus before the implementation of the formalised Supply

Chain Management Practices. The process has been reviewed and will

be terminated upon the appointment of a service provider subject to

competitive bidding process. It is impractical to get another Service

provider until the bidding is complete.

G4S R 89 278.43 R 12 421.98 R 101 700.41 Lötter FM

77 2014/10/23 Engineering Services Tarentaal. R




Bins for Sewer waste have been and are being provided by Bitou Civils.

The previous tender for Bins that were awarded to Bitou Civils has

expired at the end of June 2014. Advertisement for new tender to a

supplier has been placed in April 2014. Its about 3 months before the

end of the previous tender expired. The tender could not be awarded to

a successful bidder, due to delays.

Bitou Civils R 31 200.00 R 4 368.00 R 35 568.00 Lötter FM

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY






Transport of domestic waste to Petro SA Mossel Bay. Tender were

advertised for the transportation of waste to Mossel Bay and awarded on

21 October 2014. Current Service provider is still rendering services till

new contractor start and approval is received from Petro SA

Bitou Civils R 94 500.00 R 13 230.00 R 107 730.00 Peters PH

80 2014/10/23 Strategic Services Siko M




It would have been impractical to get other available office

accommodation, therefore making it impossible to follow proper

procurement process hence to consider Sec 36(1)(a)(v) will be more

applicable basis for deviation

Helene Serfontein R 4 000.00 R - R 4 000.00 Peters PH

Sidomela Trading Enterprises R 14 200.00 R 14 200.00

Sithawu Construction Service R 20 160.00 R 20 160.00

Siphethezona Trading And

Investment R 36 720.00 R 36 720.00

Sidomela Trading Enterprises R 3 200.00 R 3 200.00

Bolekwa General Trading R 9 120.00 R 9 120.00

Sithawu Construction Service R 8 460.00 R 8 460.00

RTC Carpentry and Maintenance R 60 600.00 R - R 60 600.00

Vuyo Lekhaya Projects R 18 480.00 R - R 18 480.00

83 2014/10/29 Engineering Services Adams C Sole Supplier Authorised Agent and Distributor Transtech R 6 294.48 R 881.23 R 7 175.71 Peters PH

85 2014/10/31 Engineering Services De Bruin E




Flight Quotations were sourced from 3 suppliers and order numbers

were issued. Unfortunately flight bookings are only confirmed upon

receipt of payments. When payment was done the flight charges has

already changed. As a result the municipality need to pay in the

difference between what was actually charged

Time 2 Travel R 3 924.33 R 549.41 R 4 473.74 Peters PH





Avis Car Rental was appointed to supply vehicles on short-term rental in

December 2013 for a period of 6 months. Due to the late delivery of right

out purchase of new municipal vehicles (delivered in July 2014), the

rental of hired vehicles had to be extended as per the different

departments operational requirements. The Avis hired vehicles were

also fitted with the municipality fleet management system equipment for

the duration of the rental period and made it impractical to change

existing service provider for 1 month

Avis Rent a Car R 12 435.72 R 1 741.00 R 14 176.72 Peters PH





1 year warranty service by the service provider as per attachment.

Refuse Compactor 2013 - CX 53530- Km 31971& CX 53531- Km 32135Shorts Nissan R 8 856.82 R 1 239.95 R 10 096.77 Peters PH

88 2014/10/28 Strategic Services Siko M




Deviation was initially reported in the 1st Quarter, but at the incorrect

amount as approved by the Accounting Officer. Herewith rectification of

the initial Deviation and subsequent value: It would have been

impractical to obtain other available office accommodation due to the

shortage of office space, therefore making it impossible to follow proper

procurement process hence to consider Sec 36(1)(a)(v) will be more

applicable basis for deviation.

Helene Serfontein R 43 725.00 R - R 43 725.00 Paulse AA

89 2014/11/04 Office of the Mayor Kamkam J




The price is only valid for today and ticket need to be secured. Time 2 Travel R 14 402.39 R 2 016.33 R 16 418.72 Peters PH





Beach section is making use of containers from the services provider

until Tender is awarded which is currently being advertised 06/11/2014.JCE Containers R 1 789.47 R 250.53 R 2 040.00 Peters PH

91 2014/11/06 Community Services John Sole Supplier

WESSA is the only service provider for the registration of Blue Flag

Beaches. Beaches Status beaches are Robberg 5, Look Out, Natures

Valley and Keurbooms Beach.

WESSA R 80 000.00 R 11 200.00 R 91 200.00 Lötter FM

Peters PH82 2014/10/27 Community Services Bower R




Cleaning of residential areas, Kwanokuthula, Kranshoek, new Horizons

and Qolweni, Bossiesgif. Tender for the cleaning of illegal dumping has

expired. Various Tenderers were utilized to provide cleaning services of

the residential areas. The BSC ha approved specifications to go out on

a Tender for the cleaning of the residential areas as well as grass

cutting and storm water cleaning

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY






The contract between the municipality and B Spark Electrical expired at

the end of June 2014.As the Municipality has made use of their services

previously, It was recommended by the Manage::r Electrical Services

that we appoint B Spark Electrical as they comply with legislative

requirements. The Municipality is currently in the process of appointing a

service provider

B Spark Electrical R 28 890.00 R 4 044.60 R 32 934.60 Daniels S

Ukhana R 177 159.65 R 24 802.35 R 201 962.00

Around the location R 30 600.00 R - R 30 600.00

Tsoelopele R 192 960.00 R - R 192 960.00

Kholwani Investments R 102 000.00 R 14 280.00 R 116 280.00

Buchumile General Trading R 72 420.00 R - R 72 420.00

Shekyna projects R 125 500.00 R - R 125 500.00

95 2014/11/10 Strategic Services Bower R




Transportation of Waste to Mossel Bay PetroSA. New tender has been

awarded and contractor will start in February 2014Bitou Civils R 171 000.00 R 23 940.00 R 194 940.00 Lötter FM





There is no secure storage at the Electricity Department and materials

not locked away securely disappear. The hiring of containers is of

outmost importance and shall have to be continued until storage space

can be found elsewhere

Ravenswood Trading & Investments

CC R 6 399.12 R 895.88 R 7 295.00 Peters PH


ManagerByl D




Due to the time constraints flight tickets are only available for a limited

time, prices fluctuate by the hourTime 2 Travel R 9 306.26 R 1 302.88 R 10 609.14 Paulse AA

98 2014/11/06 Engineering Services Harpestad P Emergency

The public lighting /street lighting in these areas reached a critical state

when the crime rate also became critical in respect to rape, muggings,

robbery the people's money from people walking and assault on a

continuous basis. To counter-act the above it became a high priority to

immediately purchase street lighting materials and have these lights

installed by a reliable and efficient contractor with immediate effect

B. Spark Electrical CC R 85 965.00 R 12 035.10 R 98 000.10 Lötter FM

101 2014/11/19 Corporate Services Cunningham V




Due to time constraints it is not possible to follow the RFQ Process. ODS Consultants R 39 146.18 R 5 480.47 R 44 626.65 Memani M

103 2014/11/11 Community Services Namntu M




On 28/09/2014 09h30 a member of the public called to inform Mr

Namntu of vast water loss at the Kranshoek Multi Purpose Community

Centre due to vandalism and copper theft during the night. The service

provider provided quick assistance to the water loss to avoid further

loss. The service provider was called to assist after failed attempts by

the municipality to fix the problem.

TGM Plumbing Services R 1 242.00 R - R 1 242.00 Peters PH





1 year warranty service by the service provider as per attachment.

Refuse Compactor 2013 - CX 53530- Km 31971& CX 53531- Km 32135Shorts Nissan R 8 673.90 R 1 214.35 R 9 888.25 Peters PH

105 2014/11/10 Community Services Johnston M




DSTV Installation Multichoice annual fees to be paid and procurement to

be completed in order for services which enable the library to provide

audio and visual services to children, adults, users and the public

Multichoice R 3 556.84 R 497.96 R 4 054.80 Peters PH

106 2014/12/01 Financial Services Makhetha F




Finance Department requires the services of MSI containers for storage

of archive administration. As there is no formal contract in place with

MSI containers, it is requested that a deviation be done until the end of

December 2015. A formal tender process is currently in the SCM section

to be completed.

MSI containers R 3 177.95 R - R 3 177.95 Paulse AA

107 2014/12/05 Engineering Services Harpestad P.




Numerous cable faults on the 1000Volts and 400 Volts systems have

occurred within the past few weeks leaving the networks in a critical

state. As festive season is currently underway, and as our own cable

fault testing equipment will only arrive in January 2015, it is of upmost

importance to use the services of a private contractor only two

quotations are available.

The Electric Company R 60 000.00 R 8 400.00 R 68 400.00 Paulse AA





The tender expired for these contracts. The road section is unable to

provide continuous services due to a backlog in terms of road

maintenance hence the fact that the services of community based

contractors were requested and utilized. Tenderers previously utilized

were used to provide the cleaning services

Paulse AA

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY






Transportation of Waste to Mossel Bay PetroSA. Attach figures based

on previous year's waste volumes. Tender awarded to Sannas waste

starting 01 Feb 2015. Current service provider will provide transport till

end on Jan 2015.

Bitou Civils CC R 907 500.00 R 127 050.00 R 1 034 550.00 Paulse AA





No formal contract in place with MSI containers, tender currently at BEC

stage, Provision can thus only be made until end of December. It is also

impractical to cancel the contract due to essential service (Record

keeping)

MSI containers R 3 345.21 R 468.33 R 3 813.54 Paulse AA

111 2014/12/17 Strategic Services Naude E




The municipality low bed is broken and out of order, thus we cant use

our own roller and the roller is currently not in working condition. Due to

the close of most construction companies, DenRon is the only company

willing to assist with the situation.

DenRon R 4 276.67 R 598.73 R 4 875.40 Peters PH





HR was requested to advertise the post of Head: Strategic Services on

this week's edition of the Rapport/City Press. It must also be mentioned

that the Recruitment Panel has recommended that ODS consultants be

used to do the Recruitment and selection process for the post of Head:

Strategic Services. One of the requirements on the advertisement is that

all applicants must send their applications to ODS directly.

ODS Consultants R 25 000.00 R 3 500.00 R 28 500.00 Peters PH





Cleaning of residential area, Kwanokuthula. The roads section is unable

to provide continuous services due to a backlog to roads maintenance,

hence the fact that the services of community based contractors were

requested and utilised. Tenders previously utilised were used to provide

the clearing service.

S'phethezona Trading and

Investments R 22 860.00 R - R 22 860.00 Peters PH

116 2014/12/31 Community Services John Emergency

Bitou Civils CC is the only company who can assist the municipality by

providing portable toilets for new year’s day, at the beach central, on

Plessis Bridge and Natures Valley, as other companies are closed for

the festive season.


120 2015/01/13 Engineering Services Abrahams W Emergency

On Tuesday 2014/12/30 we experiences a burst water main under the

old section of Beacon Way, in the CBD. The road was constructed of

concrete and we needed to break the concrete so that the burst water

pipe could be repaired. The municipal front end loader could not break

the concrete and we had to hire an excavator to break the concrete. The

service provider could also provide us with 60m3 bedding sand as the

material took out was not suitable and a heavy roller had to be on site to

compact the road. A truck was also leased to help with the cleaning up

and carting of sub base to the site. This was the only company available

to supply us with all the tools and equipment as the other companies

were on Christmas break. Beacon Way is a busy road as it is the main

route joining the CBD and Market Square, teeming with the seasonal

visitors and the burst main had to be fixed and the road reinstated.


121 2015/01/13 Engineering Services Tarentaal. R Sole supplier

HACH equipment is used in the laboratory and only Hach chemical re-

agents may be used in the operation of the equipment. SAIN'S Agencies

was appointed by HACH as the sole distributer for their equipment.

SAIN'S Agencies CC R 21 400.70 R 2 996.10 R 24 396.80 Peters PH

122 2014/12/03 Community Services Namntu M Emergency

A burst pipe at the Thusong Centre in Kwanokuthula required immediate

repair. None of the service providers contacted could confirm their

assistance and this was the only service provider responding to a

request for quotations and then repairing the damage.

TGM Plumbing Services R 12 985.00 R - R 12 985.00 Peters PH

124 2015/01/15 Corporate Services Petersen S




Plett Web Hosting has previously been appointed via a Quotation

process for the hosting of the Municipal Website and Support. The IT

Department is currently in the process of reviewing the contract in order

to formalise a Tender, with the date of inception 01 July 2015. It would

be impractical and imprudent to summarily cancel the contract of the

current service provider as the services rendered are essential and

legally required.

Plett Web Hosting R 13 970.00 R - R 13 970.00 Lötter FM

125 2015/01/22 Engineering Services Sunkar S




The Nissan LDV, CX 31495, were sent to the authorised outlet in

Knysna- Kempston Motors Group for the 15 000 km warrantee service

and the control arm was found to be damaged. As the vehicle was

already at the dealer for the service it was deemed impractical to be

taken to another service provider for the repair of the control arm.

Kempston Motor Group R 2 146.18 R 300.47 R 2 446.65 Peters PH

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


129 2015/02/12 Engineering Services Abrahams W.




On the 6th and 7th of January 2015 both Municipal Vacuum trucks were

in the workshop for repairs while the conservancy tanks in Natures

Valley were full to capacity and needed to be emptied to prevent

sewerage spillage which could be a health risk to the community and the

environment. Jirah Construction is based in Knysna and the other

companies based in George were not available to provide the services.

Jirah Construction R 10 450.00 R - R 10 450.00 Paulse AA





The Municipality and the Western Cape Government Via its Department

of Local Government has entered into an agreement to capacitate

selected officials in the theory and practice of Commercial Mediation.

The Department of Local Government has Sourced the University of

Cape Town to provide the said Training to the Selected officials. Part of

the agreement is that municipalities pay the study fees and send an

Invoice to the Department of Local Government to refund the

Municipalities for the training.

University of Cape Town R 12 719.30 R 1 780.70 R 14 500.00 Peters PH





On the 28th December 2014 a delivery pipe at the Natures Valleys River

Pump Station failed, which resulted in the flooding of the pump station.

The station flooded because a wall was erected to keep the flood water

out, however, it was over-looked that a pipe might burst within the pump

station. George Rewinders is the appointed tenders for repairs which

could not be contacted at that time. Coastal Armature Rewinders were

then contacted who responded immediately.

Coastal Armature Winders R 2 530.00 R 354.20 R 2 884.20 Peters PH





Lizelle Harker Attorneys were instructed to attend to and bring

application case no 11289/14- Speaker and others VS Mbali and others,

to the High Court on an urgent basis to prevent and prohibit an unlawful

Council meeting from being held on a defective notice of motion.

Harker Attorneys R 99 783.61 R - R 99 783.61 Peters PH





An agreement was made between Mr JN Van Huyssteen, the Bitou

Municipality and SABC TV for the provision of a TV antenna/ repeater

station for the relaying of TV transmission signals for the Wittedrift Area

where signals were previously not received. Mr Van Huysteen pays

Eskom for the power used, who in turn is reimbursed by the Bitou

Municipality.

JH van Huysteen R 7 840.00 R - R 7 840.00 Lötter FM


The supply and installation of a temporary light fitting at the Kranshoek

Multipurpose Centre on day of by-election as the inadequate lighting

created security risks. A sewer pump which houses the fluent of only

two houses in Julia area had become unstable, unreliable and showed

signs of complete collapse just as the high season began. To ensure

that no sewerage would spill into the ravine resulting possible

contamination and an unpleasant smell. The contractor was then

engaged to break down the existing holding tank and rebuild another as

well as move the power supply kiosk to a more appropriate position.

B Spark Electrical R 22 150.00 R 3 101.00 R 25 251.00 Peters PH


Emergency repairs to a pump from Pump Station 19. The pump was

removed from pump station 19 and is presently under repair to its

bearings and pump assembly which are critically worn after 25 years of

continuous service.

Coastal Armature Winders R 34 250.00 R 4 795.00 R 39 045.00 Peters PH

139 2015/02/23 Financial Services Venter L




Due to the health risks of bacteria from the Sewer Spillage into Mr

Matthews Swimming pool, he had to have the pool decontaminated and

treated to prevent (Ecoli) bacteria forming and also to prevent bad odour

emanating from the bacteria. The client was advised by Mr W Abrahams

to have the pool cleaned and submit a claim to the municipality. The

claim was deemed to fall within the excess payment by the insurer,

hence the reimbursement.

J. Matthews R 4 190.73 R - R 4 190.73 Peters PH

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


140 2015/01/23 Community Services Peters PH




The Bitou Municipality owns and maintains the town's rugby field with 1

playing surface and a club house adjacent to the field. The venue has

been identified by the South African Rugby Board as a possible training

venue for the national Rugby team, the Springboks, before the 2015

International season and the IRB Rugby World Cup. The SARB will be

sending a delegation under the Head Coach, Mr Heineke Meyer, to

inspect the facilities during the week 26-30 January 2015. An internal

assessment of the facilities was performed and it was found to be

inadequate. The access control (fence around pitch), security aspects

(fence around pitch) and the appropriate floor coverings in the change

rooms required repair. The assessment was performed on the 15th

January 2015 and quotations were solicited accordingly. Three

quotations were received, with only 2 being comparative for the full

scope of works as follows: 1) Garden Route Timber Construction- R 129

273.72. 2) JAB Maritz Painting & Waterproofing Constructors CC- R 135

621.20. 3) A third quotation was received from Secura Fence for the

Supply and Installation of diamond mesh fencing at R 50 830.00. This

quotation was not comparative to the full scope and the quotation by the

preferred bidder, Garden Route Timber Construction, was only R 45

648. The quotation received from Garden Route Timber Construction

were overall the lowest and has been accepted as it was deemed to be

impractical to delay the procurement process.

Garden Route Timber Construction R 113 398.00 R 15 875.72 R 129 273.72 Paulse AA





The 2-way radio network was not functioning within a certain area of the

Kurland district which resulted in extreme difficulty communicating with

the municipal workers within this area. The supervisor for repairs to

pumps and motors found it almost impossible to liaise with his staff

leading to a waste of labour and time. The service provider was the only

one available to attend to the problem.

Garden Route Communication R 19 496.49 R 2 729.51 R 22 226.00 Peters PH





The municipality originally procured Internet Services Via three pricing

schedules from E-Time, IS and MTN. Internet Solutions was selected as

the most suitable candidate and a contract was signed on the

22/01/2013. During the contract period it was required to procure a

second internet line for the New Horizon Library. The contract has also

been extended beyond the initial period as the service is of a long term

nature The extension of the scope and the duration of the contract by

way of a normal procurement process was deemed to be impractical. A

tender process as planned for the continued procurement of the service.

Internet Solutions R 23 628.00 R 3 307.92 R 26 935.92 Peters PH

143 2015/03/06 Financial Services Beauzick W.




The service provider has been appointed for the development of the

Asset Register. The annual asset verification has also been performed

by the service provider. Taking into account the complexities relating to

fixed asset registers, as well as the medium to short-term plan relating

to the fixed asset register of Bitou Municipality. It was therefore deemed

impractical and uneconomical to acquire similar services from another

service provider.

Price WaterHouse Coopers Inc R 313 578.75 R 43 901.03 R 357 479.78 Paulse AA

144 2015/03/20 Strategic Services Jansen L




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. The appointment of the HOD: Strategic Services and Manager:

PMS, will be key in the appointment of a service provider as the

incumbent Project Managers.

Ignite Advisory Services R 323 743.25 R 45 324.06 R 369 067.31 Paulse AA

145 2015/03/12 Engineering Services Tarentaal R Sole Supplier

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.

RailWoods Furniture SA R 18 375.00 R - R 18 375.00 Peters PH

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY






The municipality is leasing a portion of road leading into the Plettenberg

Bay Landfill Site. This is the only access to the landfill site over property

Portion 1 of the Farm Brakkloof 443, therefore making it impractical and

impossible to follow a normal procurement process.

Robberg Trust R 19 800.00 R 2 772.00 R 22 572.00 Peters PH





No landfilling of domestic waste may be done at the Plettenberg Bay

landfill site, accordingly waste must be transported to the Regional site

in Mossel Bay. The influx of visitors to the area over the

December/January period increased the volumes of waste and therefore

additional vehicles had to be leased to cope with the domestic refuse at

the temporary transfer station. The service was provider was appointed

in terms of a contract, which expired a few months ago and a new

service provider has been appointed to commence February 2015.

Bitou Civils R 337 500.00 R 47 250.00 R 384 750.00 Paulse AA

148 2015/03/13 Engineering Services Maku F




The GPS equipment used is an OmniStar product and the Satellite

signal may only be licenced with Optron. Optron R 17 500.00 R 2 450.00 R 19 950.00 Peters PH


On 16 December 2014 the Plettenberg Bay Landsite Site experienced a

fire. Landsite fires are harmful to the environment and cause air

pollution. The cause of the fire, Biological decomposition, created

substantial heat and caused material in the landfill site to spontaneously

combust. Additional water tankers and excavators were hired to dig cut-

off trenches to prevent the fire from spreading.

Bitou Civils R 203 140.00 R 28 439.60 R 231 579.60 Peters PH

150 2015/03/18 Engineering Services Tarentaal R




This company is the sole agent and suppliers of this type of O-Zone

machine. To use another supplier would be impractical and

uneconomical as the O-Zone generator has been supplied and installed

by this service provider.

Nine Kings (Pty) Ltd R 158 000.00 R 22 120.00 R 180 120.00 Paulse AA

153 2015/03/27 Engineering Services Botha C




The service provider is the authorised agent for the repair of Nissan

Trucks and a refuse truck was sent for the repair of a propshaft. While

conducting these repairs the service provider advised the municipality

that the vehicle was in need of an urgent service. This was deemed a

necessity as, if the truck left the repair centre it could incur more costs if

the service was not carried out.

Shorts Nissan R 4 093.94 R 573.15 R 4 667.09 Daniels S

154 2015/03/24 Financial Services Erasmus T Sole SupplierEquipment was purchased from the Supplier (their brand) and the

handheld needs to be serviced and repaired.

Cat Consolidated African

Technologies (Pty) Ltd R 5 574.00 R 780.36 R 6 354.36 Peters PH

155 2015/04/02 Strategic Services Jonas L




The lease of workshop facilities for a LED sewing project was required in

terms of a grant agreement. Morsehead Investments (Pty) Ltd was the

only company that was willing to assist and they are the company with

the lowest rental rates. The property is ideally situated and part of the

mainstream CBD. The municipality has no space of its own to assist the

women with the payment of the lease for 6 months.

Morsehead Investments (Pty) Ltd R 13 722.00 R 1 921.08 R 15 643.08 Paulse AA





Transportation of Waste to Mossel Bay PetroSA. A new Tender has

been awarded, but the contractor was unable to start in February 2015,

hence the fact that the existing contractor is still rendering the service.

Bitou Civils CC R 499 007.18 R 69 861.01 R 568 868.19 Paulse AA

157 2015/04/08 Corporate Services Coetzee V




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).

Fintech (Credifon Postage Division) R 33 684.21 R 4 715.79 R 38 400.00 Lötter FM

158 2015/03/24 Corporate Services September J




Human Resources and Supply Chain obtained all information to

motivate the item through the BEC & BAC system for approval in

accordance with Sec. 32 of Bitou SCM Policy. After aforementioned, it

was determined at the BAC dated 20 September 2013 that the item be

referred to the SCM Unit as a deviation rather than award as the training

is already on-going and would be impractical to pursue other processes.

University of Stellenbosch R 475 000.00 R 66 500.00 R 541 500.00 Paulse AA

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


161 2015/04/24 Corporate Services Greyling AA




The Contract for the hiring of containers had expired and the Supply

Chain Process was still being conducted to call for new tenders. The

Tender has since been re-allocated to the same supplier. It would be

impractical to obtain another container for the interim, as all the Town

planning Files are stored in these containers


CC R 5 052.63 R 707.37 R 5 760.00 Paulse AA





On the 24 March 2015 Kranshoek Pump Station was vandalised, which

resulted in the Malfunction of the Pump Station, this was an emergency

as the sewerage was flowing into the surrounding area, thus no time was

available to obtain competitive quotations. The only company that could

assist the municipality with immediate services, with provisions of

pumps and soft starters was First Electrical. The service has been

rendered by the supplier and an order is requested to be issued.

Plett Electrical Supply Co. R 16 859.80 R 2 360.37 R 19 220.17 Paulse AA





On Friday, 27 March 2015 a cable faulted resulting in the Supply to the

Mobi Dick Restaurant, NSRI and other businesses being off. As the fault

could not be traced due to the inclement weather, conditions and as this

old cable was too small for the work it was doing, a large cable was

sourced to be on Saturday, 28 March 2015. On Saturday the trench wa

dug, Cable laid and connected to the miniature substation as well as the

distribution Kiosk. Supply was restored to the main businesses as well

as the street lights which could not operate for some time. This speedy

repair work was to ensure that all was well for the coming Easter Week-

end.

Plett Electrical Supply Co. R 58 525.60 R 8 193.58 R 66 719.18 Paulse AA





Transportation of Waste to Mossel Bay PetroSA. The new tender has

been awarded and contractor started 04 May 2015. Lots of complaints

has subsequently started coming in. Sannas Waste rendering services

has failed in its efforts to comply with the requirements as stipulated in

the tender conditions hence the fact that Waste Management has

requested Bitou Civils to take over the transportation of waste.

Bitou Civils cc R 195 750.00 R 27 405.00 R 223 155.00 Paulse AA

167 2015/05/05 Community Services Fourie M




Mr McMillan is part of the Professional Resource Team for the Eden

District. He has been engaged on all related matters pertaining to the

Bossiesgif/Qolweni Housing Project. The appointed of a professional

Played Team is currently underway, and will be in place in due course.

S. J McMillan R 5 900.00 R 826.00 R 6 726.00 Peters PH


On the 24th of March 2015 Kranshoek pumpstation was vandalised,

which resulted in the failure of the Pumpstation. The emergency pond

was full to capacity, in order to get the Pumpstation back in operation

was to empty and clean the intake sumps to install the pumps. It was

imperative that the sumps cleaned without delay. The only company that

could assist the municipality with immediate attention was Valstas

Specialized Cleaning. We therefore submit this request to the Municipal

Manager to consider a deviation in terms of Section 36(1)(A)(V).

Valsta's Specialized Cleaning R 9 692.98 R 1 357.02 R 11 050.00 Peters PH

169 2015/05/06 Corporate Services Croutz A Emergency

Due to time constraints and the fact that other agencies, re Harvey

Travel do not want to give a quotation we had no other alternative than

to use the quote receive from Time2Travel to secure booking. Please

also take into consideration that the booking must be done on the same

day as the airline prices changes on a daily basis.

Time2Travel R 1 997.23 R 279.61 R 2 276.84 Peters PH

170 2015/05/07 Engineering Services Harpestad P. Emergency

On 24th of March 2015 Kranshoek pumpstation was vandalised, which

resulted in the malfunction of the Pumpstation, this was an emergency

as the sewerage was flowing into the surrounding area, thus no time was

available to obtain competitive quotations. The only company that assist

the municipality with immediate services, with provisions of pumps and

softstarters was Nortfield engineering. The services has been rendered

by the supplier and an order is requested to be issued.

NorthField Engineering R 72 470.50 R 10 145.87 R 82 616.37 Paulse AA

171 2015/05/08 Community Services Fourie M




Renting of containers from JCE. The Containers are currently being

rented to store Life saving and Beach equipment. Tender has been

recently concluded and awarded to JCE Containers.

JCE Containers R 4 008.77 R 561.23 R 4 570.00 Peters PH

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


172 2015/05/13 Engineering Services E De Waal Sole Supplier

This company is the sole distributer and supplier of HACH reagents in

the Southern Cape region. Bitou Municipality has in make use in the

past of this service providers services, HACH equipment are being used

in the laboratory and therefore HACH reagents are required to perform

the analysis. Attached is a letter Confirming the above.

SAINS Agencies CC R 26 067.00 R 3 649.38 R 29 716.38 Peters PH

173 2015/05/14 Engineering Services Botha C




The refuse vehicle is standing at the depot as we cannot drive it to the

repair centre. Shorts Nissan fetched the gearbox to assess the damage

and it was found that the clutch housing was broken. We need to

expedite to prevent downtime on Refuse trucks.

Shorts Nissan R 15 016.00 R 2 102.24 R 17 118.24 Peters PH

174 2015/05/14 Community Services Johnston M EmergencyStrip and quote. The service provider had to strip the extractor fan, in

order to assess the extent of the damage. B Spark Electrical R 3 240.00 R 453.60 R 3 693.60 Peters PH


Insurance approved claim - Municipality responsible for payment of

excess amount 20% of total invoice. Rancom appointed by insurance

company to repair CX 53530

Ramcom R 90 268.12 R 12 637.54 R 102 905.66 Lötter FM

176 2015/05/15 Community Services Swanepoel A Sole Supplier

The Hurst set of Hydraulic rescue tools can only be serviced and

repaired by Hamilton Hydraulic Service cc as per confirmation letter

from Hurst. 9see attached letter). Therefore it is not possible to use

other service providers or suppliers as they are not authorized to supply

or repair any Hurst products.

Hamilton Hydraulic Services cc R 103 957.00 R 14 553.98 R 118 510.98 Lötter FM





ADT has been rendering services for the municipality for the past five

years. However, the existing contract with them has no expiry date/






tender.

ADT R 14 906.30 R 2 086.88 R 16 993.18 Peters PH





The offices of Public Safety currently experience a shortage of office

space. In order to overcome this lack, we are currently utilizing an office

container of the purpose of an office. We are on the verge of making

formal procurement processes for the rental of an office container until

the shortage of office space is addressed within our Section.


CC R 5 000.00 R 700.00 R 5 700.00 Peters PH

180 2015/05/20 Community Services Sunkar S




Repair CX 33824 for Road Worthy. Obtained 3 quotations exceeding R

30 000.00. Municipality only having one refuse compactor in working

order and renting 2 compactors at a rate of R800 per hour.

Ramcom R 27 394.25 R 3 835.20 R 31 229.45 Lötter FM


ManagerByl D




Due to flight prices changing constantly, and time constraints, It was

only possible to obtain one quotation. Time to Travel R 2 130.21 R 298.23 R 2 428.44 Paulse AA





ADT has been rendering services for the municipality for the past five

years. However, the existing contract with them has no expiry date/






tender.

ADT R 12 880.60 R 1 803.28 R 14 683.88 Peters PH

184 2015/05/27 Community Services Essa O




The process involved with the development of the waste transfer facility

included a lengthy investigation into the potential landfill sites in the

Bitou and surrounding municipal areas as well as potential transfer

stations. Ingerop SA was appointed in 2008 for the planning and

detailed design of the facility and is now monitoring the construction of

the facility according to the design requirements. it was therefore not

practical or cost-effective to go out to tender for the engineering

services, since the design process would then have to start over again.

Ingerop SA R 1 695 175.44 R 237 324.56 R 1 932 500.00 Lötter FM

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY






Due to failure of a low voltage cable the Moby Dick Restaurant and other

commercial clients were without power as well as the parking area and

portion of Main Road street lighting up to the bridge/circle. As the cable

fault could not be detected and repaired a new section of cable was

ordered and immediately installed prior to the Easter weekend to ensure

that main supplies to the business and streetlights were in top forms.

B.Spark R 9 120.00 R 1 276.80 R 10 396.80 Lötter FM

186 2015/06/05 Office of the Mayor P Young




Transportation of Waste to Mossel Bay PetroSA - New tender has been

awarded and contractor started 04 May 2015. Lots of complaints has

subsequently started coming in. Sannas Waste rendering services has

failed in its efforts to comply with the requirements as stipulated in the

tender conditions hence the fact that Waste Management has requested

Bitou Civils to take over the transportation of waste.

Bitou Civils cc R 555 585.25 R 77 781.94 R 633 367.19 Lötter FM

187 2015/06/02 Community Services P Young




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 SA R 127 904.39 R 17 906.61 R 145 811.00 Lötter FM





On the 1st June 2015 Pump station no 6 was full to capacity due to

heavy rainfall experienced in Bitou, both pumps could not cope with

storm water entering the pump station. Thus no time was available to

obtain competitive quotations. The only company that could assist the

municipality with immediate services in cleaning and emptying of the

pump was Jirah Construction. The services has been rendered by the

supplier and an order is requested to be issued.

Jirah Construction R 6 315.79 R 884.21 R 7 200.00 Peters PH

189 2015/06/06 Engineering Services Sunkar S Sole supplier

There are currently only two accredited service providers in the

Plettenberg Bay Area. Due to time constraints the department had to

continue with only the two quotes in the area.

Erasmus Panel Beaters R 6 315.79 R 884.21 R 7 200.00 Peters PH

190 2015/06/10 Community Services Madokwe S




Due to a delay on receiving the proof of payment, Mr Stratu's booking

was cancelled by the supplier. On arrival at the accommodation, Mr

Stratu was booked into a suite more expensive then the one which was

previously booked and paid for. There was then a difference in price of

R4952.22 which must be paid to the supplier.

Garden Court Kimberley R 4 344.05 R 608.17 R 4 952.22 Lötter FM

191 2015/06/10 Financial Services Peters PH




The appointment of a service provider to conduct Electrical Inspections

into the suspected illegal electrical dispensing from meters by internal

staff. Due to the covert nature of the project the public procurement of a

service provider was deemed to be impractical. The selected service

provider has been rendering a good service at market-related rates.

B-Spark R 15 210.00 R 2 129.40 R 17 339.40 Lötter FM

192 2015/06/12 Office of the Mayor Dladla S Sole supplier

Sole supplier - Exceptional case and it is impractical or impossible to

follow the official procurement processes. Locally based company with

local performers and artists.

Lunch Box Theatre R 12 200.00 R 1 708.00 R 13 908.00 Lötter FM

193 2015/06/09 Community Services Johnston M EmergencyNo windows in toilet and extractor fan is required by OHASA regulations.

Existing extractor fan is faulty. B-Spark R 3 240.00 R 453.60 R 3 693.60 Peters PH





ODS Consultants assisted the Municipality with the Selection Process

for the post of Manager: Legal Services and therefore they were used

during the Dispute that one of the candidates has logged against the

municipality

ODS Consultants R 8 674.00 R 1 214.36 R 9 888.36 Lötter FM

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY



The tenderer appointed failed to supply the equipment ordered. Due to a

time constraint and the urgency of ordering the Bulk metering Units from

the next lowest tenderer it is recommended that the order be placed with

Jacastro (Pty) Ltd at a cost of R 195 000.00 per unit for which two units

need to be purchased. The equipment will be delivered in the last week

of June 2015 with invoice. There are six faulty units which need to be

replaced to ensure that councils billing to its clients are correct.

JoCastro (Pty) Ltd R 195 000.00 R 27 300.00 R 222 300.00 Paulse AA


A cable fault occurred on a section of cable which supplies Ebenezer.

The fault was found and repaired but failed shortly thereafter as it was

found that the cable had water traces within it. A new section of cable

was taken from stock which had to be installed. As this was an urgent

requirement, a local contractor was used to do the trenching and

backfilling, failing which the cable would be taken.

Chris Manuel Maintenance R 12 434.21 R 1 740.79 R 14 175.00 Lötter FM


An emergency situation emerged when high voltage fuses blew due to

flash-over and arcing at various high voltage switchgear. Due to stores

having no stock fuses were located at Plett Electrical Supply Co. from

whom twelve fuses were located and taken for use in the various

sections of town.

Electrical Supply Co. R 18 816.00 R 2 634.24 R 21 450.24 Lötter FM

198 2015/06/18 Financial Services Harker S Sole supplierAnnual renewable telephone/customer support for CAT meter reading

system. They are the sole suppliers.

Consolidated African Technologies

(Pty) Ltd R 6 300.00 R 882.00 R 7 182.00 Lötter FM

199 2015/06/18 Community Services Young P




Rental of Refuse Compactors - Serious Fleet related problems faced the

Waste Management Section over the past 6 months up to a stage where

the department only had one compactor servicing the entire Municipal

Area. At the stage of renting the additional 2 vehicle the section only

had one vehicle operational which were not sufficient to service the

entire Bitou Municipal Area. The National Waste Collection Standards

require that non-recyclable waste be collected/removed once a week.

Abaphumeleli Trading 1149 R 1 495 200.00 R 209 328.00 R 1 704 528.00 Paulse AA


Two non-return valves have to be replaced on two of the Uplands main

water pumps as they are not shutting off instantly when the power goes

off. This allows water hammer to pass through the valves into the pump

section and suction pipe area which can result in serious damage to the

pump casings and the foot valves. This situation is extremely bad as

damaged pumps or foot valves may occur which will leave the town with

only one pump and no standby. The situation will then be extremely

critical as one pump will not be capable of delivering the quantity of

water required for Plett and surrounding areas.

Ultra Control Valves R 18 100.00 R 2 534.00 R 20 634.00 Lötter FM

201 2015/06/19 Strategic Services Jansen L




The performance management system that is used by the Municipality is

procured from Ignite Advisory Services. The Audit committee members

and councillors require training on the current system, hence the request

for training is made only to the Ignite Advisory Services.

Ignite Advisory Services R 18 800.00 R 2 632.00 R 21 432.00 Peters PH





The Municipality has a MOU with Garden Route Communication to

supply two way radio services for a period ending 1 February 2016,

these service include supply of replacement parts, service of current

equipment, supply of new equipment and rental of repeater and related

two way radio equipment.

Garden Route Communication R 30 706.95 R 4 298.97 R 35 005.92 Lötter FM

203 2015/06/22 Strategic Services Klein A




No formal contract with the supplier due to the fact that the traders were

in a relocation process. The way forward of the trading site will be

resolved within the next 2 months.

JCE Containers R 852.63 R 119.37 R 972.00 Peters PH

204 2015/06/22 Strategic Services Klein A




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.






The initial service level agreement/contract expired and it is impractical

to get another Service provider until the procurement process is

completed.

G4S R 41 834.92 R 5 856.89 R 47 691.81 Lötter FM

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY






The containers were hired before the tender went out. The Beach

section have been using these containers as storage for equipment,

cleaning material and life savers equipment.


207 2015/06/24 Engineering Services Roberts E




The project was scheduled for completion in June 2014, the EIA process

continued until September 2014 and the Environmental Authorization

was only issued in November 2014. Due to the extended period by the

Environmental Authority (DEADP) to approve the application, the

consultant incurred additional time and expenses in dealing with the

process.

Aurecon R 31 472.43 R 4 406.14 R 35 878.57 Lötter FM

208 2015/06/24 Engineering Services Sunkar S




The rental of these oxy acetylene bottles have been in place for a

number of years without a formal contract in place. This payment is now

due and I can confirm that the bottles are indeed in the workshop, albeit

empty. This is an essential part of the tools & equipment of the

workshop and moving forward a proper call for expression of interest

needs to be drawn up, advertised and awarded in line with prevailing

prescriptions governing competitive bidding in terms of the MFMA and

promulgated regulations. These invoices are up until and including 30

June 2015.

Air Liquide (Pty) Ltd R 2 157.02 R 301.98 R 2 459.00 Peters PH





High Voltage cables were ordered from Artivolt in Port Elizabeth for

creating a major ring circuit throughout the town. I was notified that the

cable would be delivered within a week, firstly three drums on the first

delivery and seven drums on the next delivery which was only four days

apart. On enquiring what the weight of the cable drums are, I was

informed that each one is 5200kg. Bitou Municipalities crane truck is

only capable of lifting about 2200kg. As time was short to the off-loading

date and only two suppliers were available from Mossel Bay, we

managed to only secure one supplier.

Cobra Transport R 9 420.00 R 1 318.80 R 10 738.80 Peters PH

210 2015/06/25 Community Services Johnston M




Additional Library Detection system Equipment. It is impractical to

procure these items from a different supplier, as procurement from an

alternative supplier would have a negative effect on the maintenance

agreement of the contract. The items being procured are add-ons to the

initial system, to ensure effectiveness and efficiency.

Quality Label Solutions cc R 20 035.00 R 2 804.90 R 22 839.90 Peters PH





HR was requested to advertise the post of Head: Strategic Services on

this week's edition of the Rapport/City Press. The Recruitment Panel

has recommended that ODS consultants be used to do the Recruitment

and selection process for the post of Head: Strategic Services. One of

the Requirements on the advertisement is that all applicants must send

their applications to ODS directly. ODS only quoted for the Selection

process and not for their accommodation and travelling. Selection

process: R28500 and SnT: R6799.98 which equates to R 355299.98

before vat of 14%.

ODS Consultants R 35 299.98 R 4 942.00 R 40 241.98 Lötter FM

W.F. Carolus Taxis R 3 421.05 R 478.95 R 3 900.00

Mfecane & Sons R 3 859.65 R 540.35 R 4 400.00

Marais Taxi's R 701.75 R 98.25 R 800.00

Nocezo M.E R 2 763.16 R 386.84 R 3 150.00

213 2015/06/10 Office of the Mayor Dladla S Sole Supplier

June 16 Event 2015. This company is the only one in Plettenberg Bay

who can be able to book these National artist that we want to use to

motivate our youth on this day. We have selected these artists based on

their success stories and their popularity. These artists are linked to MM

Entertainment and events company, and one of the artists is born and

bred in Plettenberg Bay and have made it in the entertainment industry.

MM Entertainment & Events R 74 292.00 R - R 74 292.00 Paulse AA





Gala Dinner, hosted by the Executive Mayor’s Office. 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 considers the Deviation from the

SCM Policy

The Dunes R 29 868.42 R 4 181.58 R 34 050.00 Lötter FM

Peters PH 212 2015/06/30 Office of the Mayor Dladla S




On June 16 we had more people who wanted to attend the event from

different areas. Additional quotes for Transport and Catering had to be

obtained to cover the event.

of 18

#DATE

APPROVEDDEPARTMENT

PROJECT


Value-Added-Tax

(VAT @ 14%) AMOUNT

APPROVAL

GRANTED BY


170 TOTAL VALUE R 14 117 098.38 R 1 780 651.50 R 15 897 749.88

of 18

bitou municipality deviation register for … r 12 971.99 r 1 816.08 r 14 788.07 paulse aa 10...

Documents