Frequently asked questions and answers regarding procurement modernisation
Introduction
The SCM ICT team in the Office of the Chief Procurement Officer (OCPO), visited national and
provincial departments during April and May 2016 to find out which challenges they faced and to
offer help. This team listed the frequently asked questions. The answers are below.
For practical reasons, we have grouped questions together in themes. Therefore, if you do not
see your specific question here, please look for the answer to a similar question.
Please note that quite a number of the questions directed at the team are answered in various
documents on the CSD website.
Procurement reform and modernisation is a highly dynamic process. This means that things do
change regularly, as we are constantly working on improvements to the systems. We also take
into account the helpful suggestions made by departments. Hopefully you will soon see a change
that you asked for!
Important notice: Please read SCM Instruction 4A of 2016/2017, Central Supplier Database,
issued on 25 May 2016, which takes effect from 1 July 2016. You can find it here: Instruction
4A of 2016/2017.
Central Supplier Database (CSD) Support
Q: What support can I, as a SCM practitioner, get from the Office of the Chief Procurement
Officer (OCPO) and Supply Chain Management ICT?
Website: As a first stop, we strongly suggest that you look at the resources available on the
website, at www.csd.gov.za and www.etender.gov.za.
User guide: The User Guide, as well as other useful documents, is available at
http://ocpo.treasury.gov.za/Buyers_Area/Pages/Supplier-Management.aspx. Scroll down to the
heading: “Documents” and look for the document that suits your needs.
Provincial Treasuries: Each Provincial Treasury also has a call centre to help you. You can get
their contact details here: https://secure.csd.gov.za/Feedback/FeedbackAdd. Go to this page and
scroll down to the contacts. The Provincial Treasury contact details are also on the last page of
this document. We recommend that you ask your provincial treasury for help before you call the
National Treasury. The National Treasury call centre number is 012 406 9222.
The National Treasury walk-in centre is situated at 240 Madiba Street, Pretoria.
The resources indicated above are for all users. There is no specific allocation of CSD staff to
deal with specific departments or organs of state. Please send business support queries to
[email protected]
The National Treasury provides training for users in organs of state. Please send training
requests to [email protected].
For technical training, please contact Lani Coetzee: [email protected].
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CSD definitions
Q: What is a primary user?
A primary user is a SCM Practitioner within an organ of state (OoS) who is the CSD administrator
for the entire organ of state. The primary user will be able to create system users (also called
secondary users) and assign system roles based on the functionality required by other SCM
practitioners in the organ of state. The roles currently available include:
1) Access to the search tool and
2) Access to the support tool.
Once the primary user has access to the CSD, s/he must activate their account by clicking on the
link sent (via email) by the CSD. Problems occur when people do not receive this link because
the CSD address is blocked. Important: Please tell your IT department to make sure that “[email protected]” is not blocked in any way. In other words, this address must be whitelisted.
Once the primary user has obtained access, s/he can create secondary users for the rest of the
SCM practitioners in their department. This will give secondary users access to the online
supplier search function. It is the primary user’s responsibility to make sure that the accounts are
managed effectively.
The primary user will also be able to help suppliers. The primary user will get access to the
Support Tool by default. This tool is used to assist suppliers with their registration. The primary
user can also request that other users in an organ of state get access to the support tool, by
sending a request to [email protected]
Q: What is the role of the secondary user?
The secondary user supports suppliers with CSD queries. The secondary user also uses the
search function to search for suppliers on behalf of the department
Further help for system users (i.e. primary and secondary users)
Q: What can I do if I forget my password?
Click on the “Forgot password?” link on the log on screen. A link to reset you password will be
sent to the mail address linked to your user profile.
Q: What can I do if I first registered as a supplier and now I cannot register as a
primary/secondary user?
Send an email to [email protected]
Q: What can primary users do if they experience problems with the security captions when trying
to log on to the CSD?
Send a screen shot and a request for help to [email protected]
Assisting suppliers with the support tool
Q: What exactly must I do to assist suppliers with registration?
Organs of state must provide CSD registration support to prospective suppliers who are unable
to self-register or who require assistance with registration.
While suppliers are responsible for registering themselves, Organs of state must capacitate
practitioners to use the support tool to aid suppliers with queries.
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A large number of problems relate to suppliers not entering the correct information when they
register, so a first checkpoint would be to find out if suppliers have entered the correct
information.
Q: How do I get access to the support tool and who can use the support tool?
Primary and secondary users can use the support tool. Primary Users automatically receive
access to the Support Tool once they receive their access to the CSD. Primary users can grant
secondary users access by selecting the support tool role when creating the secondary users.
The support tool will be in the form of a tab called “Support” that will appear on the top right hand
side of your screen, with the other tabs, once you have been given access to the support tool.
The support tool function allows practitioners to assist suppliers with logging on and account
management queries.
Q: Local suppliers could not complete their registrations. What do they do?
You could assist them by using the support tool. Alternatively, please direct them to call the
provincial support centres or go to the walk-in centres. The provincial telephone numbers are on
the last page of this document or available on the CSD website under the “Contact us” link.
Q: What assistance does the Treasury provide in communicating with departmental suppliers?
Provinces and Departments must take ownership of communication to suppliers in their areas.
Treasury has provided campaign material and templates to assist. You can use newspaper,
radio, sms and email communication to inform suppliers of the CSD.
Q: We have sent bulk messages to suppliers to register on CSD. How do we check that they are
registered?
Organs of state can use the search tool: “Am I Registered?” functionality to check if suppliers are
registered.
Can a practitioner search by company name?
Yes, only if they have access to the support tool. When using the search tool, SCM practitioners
are only allowed to search based on commodity and location where the commodity is required.
Q: An employee has registered on behalf of the department for the department to be a supplier.
Will that employee also be able to search for suppliers?
Yes, the search functionality is available for that employee.
CSD numbers: “R” and “M” numbers
Q: If the CSD supplier number does not show on LOGIS, does it mean the supplier is not
registered on the CSD?
No. It merely means that the CSD supplier number is not linked to an existing supplier yet.
Please check on CSD using the CSD supplier search function.
Q: When a supplier has an MAAA number, does that mean the supplier has been vetted?
An RAAA number is the reference for registrations in process. An MAAA number means that the
supplier has been registered on the CSD, but it does not mean that all supplier information has
been vetted. Please do not assume that all verifications have been done - still check on the
CSD.
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Q: What happens if a company has a R000 number and now needs to be paid? Is this a valid
number?
The R000 number refers to a supplier registration process that is not completed. Contact the
supplier and request the supplier to complete the online registration process. Once the supplier
has finished the registration, s/he must provide the OoS with his MAAA number. If a supplier has
difficulty in completing the process, the organ of state should try and assist the supplier by
making use of the online support tools.
Q: I can't find a supplier with a MAAA number on the CSD.
Confirm the supplier registration by clicking on the “Am I Registered?” link under Help on the
CSD website. Enter the provided MAAA number and search. If no result is returned, make use of
the support tool to verify the status of the supplier registration process by confirming the
associated information of the supplier (e.g. email address, cell number or ID number).
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Q: Which number must we use to search for suppliers - the CSD number or unique registration
number?
The CSD user registration number can be used on the “Am I Registered?” link if you are
searching for a specific supplier. Use the Support tool and enter the company registration
number, supplier name or company ID to search for a specific supplier.
Q: When a supplier went back to update his details on CSD, he got an “R” number despite
already having a MAAA number. Does this mean that, if you add branches, you get a new MAAA
number? (On LOGIS suppliers need separate numbers for branches.)
Every time a supplier makes an update to their supplier profile, they should make sure that they
submit the changes. If a supplier does not submit the changes, the supplier will have a new
RAAA number under his/her supplier records. As soon as it is submitted, only the original MAAA
supplier record will remain.
Q: The department has entity numbers, but BAS requires a MAAA number. What must the
department do?
BAS makes provision for both, the entity number or the CSD number.
Q: Does the R number have a duration or expiry date?
Not at the moment. Suppliers who have not completed the registration process are informed
regularly via email to complete the registration process.
CSD functionality: What can the CSD do? What can’t it do?
Q: Can CSD do payments?
No. The CSD is not a procurement system. It is also not a financial system. It is the master
repository of supplier records to be used by procurement and financial systems.
Q: We think there will be heavy load on the CSD since many departments will be using the
services. We think the response time will be very slow.
The system has been developed as a web-based solution. Infrastructure has been put in place to
allow the system to scale, based on demand.
Q: When we use petty cash, the small stores will not be on CSD. However, they are currently on
LOGIS?
See SCM Instruction note 4A of 2016/2017, point 3.3: Transactions concluded through petty
cash, sundry payments and foreign suppliers with no local registered entity may be concluded
even if the supplier is not registered on the CSD.
In other words, apply current practice - if using petty cash, suppliers don’t need to be registered
on the CSD, as this is a straight purchase and no formal purchase order issued.
Q: What does the search functionality assist with?
The search functionality allows SCM practitioners to easily search for suppliers who can
potentially provide specific commodities at specific delivery locations. The search functionality
also allows a practitioner to filter suppliers based on “Tax compliance status” and “Local
Address.” The results can be used to identify suppliers to source quotations from.
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Q: What does the CSD verify?
The CSD verifies the following:
1.
ID: Verify with Home Affairs that the company directors are alive. Also confirm, by making
use of Persal, that directors are not employees of the State.
2.
Banking details: Are the banking details valid and registered by the supplier?
3.
Company registration: Is the company registered and in an active state?
4.
Supplier defaulters: Verify that companies are not listed on the National Treasury’s tender
defaulters list, or on the database of restricted suppliers.
5.
Tax status: Verify tax status daily.
Q: Which vetting processes are not on the CSD?
B-BBEE and professional accreditations are currently not on the CSD, but B-BEE will be added
at a later stage.
Q: Can I, as a user, make changes to/edit information on the system after I’ve completed the onboarding? Can suppliers change or edit their details?
Yes, both users and suppliers can edit the details they provided, whether it is an ID number,
email address or any other information.
Q: Is there a need for suppliers to submit supporting documents?
The only supporting documents that currently need to be submitted are for B-BBEE and
accreditations. These documents must be submitted to departments for manual verification.
Q: Can we check the suppliers before bid adjudication?
Supplier records are updated daily and can be viewed at any given time. Internal processes
should be used to decide at what stage a supplier record should be verified. The only mandatory
verification is on date of award.
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Banking details
Q: How are bank details verified and what is the turnaround time?
Bank details are verified via SafetyNet and it could take up to 4 days for verification. It is very
important that suppliers capture the correct banking details as per the prescribed screens
published on the OCPO’s website.
Q: What should departments do if the supplier’s bank details are not verified?
A SCM practitioner should request the supplier to correct the bank details and submit the
information for reverification. A practitioner can also ask the supplier to provide proof of banking
details to the practitioner.
Q: Must the SCM practitioners amend banking details on behalf of suppliers?
No - under no circumstances must SCM practitioners amend banking details on behalf of
suppliers. The practitioner has access to a read-only functionality. It is the responsibility of the
supplier to add or amend their details on CSD.
Q: If an entity has two bank accounts, can they load both on CSD?
Suppliers can load both bank accounts. They must, however, state which account is the
preferred one.
Q: Can the CSD registration proceed without the banking details?
Yes.
Q: Can the CSD differentiate between bank account types?
Yes.
Q: What business name does the CSD use to vet bank accounts?
1.
A supplier must obtain a letter from the bank, containing the supplier’s banking
information. A supplier should request their banking information from the following specific
screen names. (The screen name should be mentioned to the bank):
Bank
a.
ABSA
b.
First National Bank
c.
Standard Bank
d.
Nedbank
Screen Name
CIF screen
Hogans system on the CIS4
Customer screen
Banking Platform under the Client Details Tab
2. A supplier must ensure that the banking information (particularly the identifying number in this
case) captured on the CSD, matches the information exactly as it was received from the
bank in Step 1 above (exact spelling, case etc.).
3. If the information on the CSD is different from the information obtained in Step 1, the supplier
needs to fix the incorrect information and again click on submit on the overview tab to submit
the updated changes to the master record of the supplier.
Q: When suppliers’ banking details change after they have registered - will they be able to
change these?
Yes. They can change their bank details on the CSD. It is important to update bank details on
the CSD if they change, since BAS will go to the CSD to check before payment is processed.
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Q: Supplier director details are not on the CSD but on the CIPC registration. How should the
department handle this?
Refer suppliers to the CIPC. This is caused by incorrect identity information captured on either
the CSD or CIPC system. Ask suppliers to make sure their identity information is correct on the
CSD.
Q: Can the CSD pick up if directors of companies are in other companies?
The CSD will pick this up from the CIPC vetting, but it won't prevent them from registering on the
CSD.
Q: Does CSD have functionality to monitor supplier usage across departments?
The CSD is not a procurement system. What the CSD does enable, is standardisation of supplier
information to be used in procurement systems.
Suppliers
Q: How do you go about choosing suppliers?
The CSD provides SCM practitioners with access to verified supplier records. Internal policies
related to local economic growth, rotation etc. should be used.
Q: We want to search for suppliers but we are not registered on the CSD yet. What do we do in
the interim?
Register your organ of state on the CSD. Fill in the System Application Form - go to
www.csd.gov.za for the form. When the forms are signed off, send them to
[email protected].
Q: When searching for suppliers, the Treasury must consider that the result does not always
show in the same order.
This will be considered for the next release.
Q: Can I still use my own suppliers or systems? What are the repercussions?
You can still use your own suppliers and systems as long as the suppliers are registered on the
CSD and supplier records are verified on the CSD on date of award. Please also read Instruction
4A of 2016/2017.
Q: If the price is cheaper elsewhere - can we go to these suppliers directly?
Yes, but the “cheaper” supplier must also be registered on the CSD.
Q: If I cannot find a service provider/supplier on the CSD, what do I do?
Do market research for your commodity. Contact suppliers and ask them to register on the CSD.
Q: There are individuals that are not government employees but are paid using Persal and
therefore have a Persal number for purposes of payment. Should such individuals still register on
CSD as they will appear as Government employees?
Yes, all suppliers must be registered on the CSD. Although these suppliers will be flagged as
government employees, they should declare their interest when submitting proposals.
Q: Are associates’ details needed for registration?
All associate details are required before completing their registration on the CSD.
Q: How do we do business with suppliers in the deep rural areas since they are not on the CSD?
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The same processes should be used as was done previously. Support structures should be put
into place to assist users experiencing technical challenges.
Q: The department wants to register as a supplier. Who should register on behalf of the
department?
It is up to the accounting officer to nominate someone. The Accounting Officer or delegated
representative of the organ of state must submit their request to [email protected].
B-BBEE status
Q: Does the CSD verify B-BBEE status?
B-BBEE will only be verified from 1 October 2016. The CSD currently does not verify the B-BBEE
status, due to the data not being in one source. Suppliers are requested to enter the B-BBEE
information as recorded on their certificate. When evaluating proposals, practitioners must check
the B-BBEE status of the supplier or request that the supplier provides proof.
Q: How do we verify a BBBEE affidavit?
Although suppliers must capture their B-BBEE information on the CSD, departments must still
request a copy of the affidavit and manually verify it.
Q: Will suppliers be notified when their B-BBEE status expires?
No. At the moment, the CSD does not verify B-BBEE certificates as there is no single source for
the data.
Q: How do I verify it on the CSD if a supplier says he can provide services in other areas?
The registration summary of a supplier contains a list of all commodities that a supplier is able to
provide as well as where.
Q: We can't always find suppliers who have registered on the CSD; therefore we suggest that we
still keep our own databases.
You are only allowed to use suppliers registered on the CSD. Please read Instruction 4A of
2016/2017.
Commodities list
Q: Challenge: When searching for suppliers according to commodities and we then call those
suppliers for quotations, they say that they do not provide those commodities. How does this
happen?
The suppliers choose their own commodities when registering. Please ask those suppliers to go
and correct their commodities on the CSD so that they won’t be contacted about irrelevant
commodities in future.
Q: The commodities list on the CSD does not cater for all sectors. How do we register suppliers
from other entities like the Space sector?
A Codification board has been established. The CSD uses the UNSPSC structure. Any
additional requests can be forwarded to [email protected] for consideration.
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Q: The construction sector has "Underpinning Services." Are these commodities available on
CSD?
The “commodity list spreadsheet” is used as a guide to search for commodities and to identify the
appropriate family they belong to. The commodity list is available on the OCPO website: Central
Supplier Database – documents.
Q: The commodity list is difficult to use.
Please refer to the commodity list. Greater familiarity with the list may help. It also helps to
identify the appropriate family commodities belong to.
Q: When you need to select all commodities, you have to select items individually. Can the
business rules be changed to "Select All?”
No.
Q: Was the commodities list advertised to suppliers and have they been educated about these?
The National Treasury educated them during information sessions. Provincial treasuries also did
roadshows.
Address detail
Q: The supplier list report does not show the supplier’s address.
We will enhance the report to show the address.
Q: Does the address refer to the supplier’s address or the service address?
The address is the service delivery address.
Q: Can suppliers change email addresses?
Yes, the CSD allows a registered supplier to amend personal details.
Registration
Q: How long does it take for a supplier to register?
If a supplier has all of his/her information available, the registration process takes about 30
minutes.
Q: How many commodities can a supplier register?
A supplier can currently register five commodity families, but this a configurable value that could
be change in future.
Q: How long does it take to issue supplier numbers?
Supplier numbers are issued immediately. It is very important that suppliers press the SUBMIT
button in order to complete their registration on the CSD – and get a supplier number.
Q: Most suppliers have problems with their OTPs. (One-time PINs.) When do the OTPs expire?
An OTP is valid for three hours. One of the most common reasons for not receiving the OTP is
due to incorrect contact details provided. OTPs do not work with a land line number. Suppliers
should make sure that the contact details are captured correctly. Once a user received an
activation email they must click on “activate account.” It will redirect the user to the log-on screen
where they will be requested to enter an OTP. If the user has not received the OTP on their
mobile device, they should click on “change cell phone number” and follow the prompts.
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Q: Does the CSD have space for “trading as?”
Yes. However, please note that the CIPC verification is done against the company’s registered
name. Therefore, it will be better to use the registered name.
Q: How should departments deal with companies that have expired contracts and are struggling
to register on the CSD?
Departments must assist the suppliers and contact the Treasury CSD support team for further
assistance.
Q: Are associations captured or not?
Suppliers who want to form associations must first register on the CSD as individual companies.
The system allows for the suppliers to then form associations by linking them under the
associations function.
Q: Are accreditations captured?
The system caters for accreditations to be captured, but at this stage the CSD does not verify
any accreditations. It is optional.
Q: Does the CSD cater for the defaulter list?
The CSD has integrated with both the tender defaulters list and the database of restricted
suppliers. Suppliers can’t register if they are on one of the defaulter lists. If they have previously
registered and were added to the defaulter lists, the supplier’s status will change to “restricted
supplier.”
Q: Does the Restriction List on CSD also include those companies delisted on CIPC?
The CSD will just reflect the updated status received from CIPC.
Q: What do you do if the supplier has been deregistered?
Organs of State are prohibited from dealing with suppliers who are deregistered.
Q: System option - you request a quotation from a supplier, but the supplier refuses to provide a
quote. Can you indicate on the CSD that the supplier is not complying?
No. There may be many reasons why a supplier is not able to quote at a given time. There isn’t a
requirement on a CSD-registered supplier to quote when asked to.
Tax
Q: When suppliers register on the CSD and have tax issues, does the system stop them from
registering?
No. Suppliers can register on the CSD, but they will not be compliant. Please note that tax
compliance is not necessary for supplier procurement under R30 000.
Q: International suppliers do not necessarily need tax clearance certificates. How will the CSD
address this?
International companies must still register on the CSD - without the tax clearance certificate.
Q: Treasury must consider enhancing CSD to flag suppliers who are not VAT registered.
If the supplier report shows that the supplier has income tax number, then s/he is VAT compliant.
Use SCM principles to manage this issue.
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Q: National Treasury has transversal contracts running. Are we still required to recognise the
existing suppliers? Clarify how we should deal with suppliers with existing contracts but who may
have tax issues currently.
Existing supplier contracts must still be recognised. It is important to note that all suppliers who
do business with government must be registered on the CSD. Advise suppliers to approach
SARS to resolve tax issues.
If a supplier is a government employee
Q: Does the system check if a supplier director is a Public Service employee?
Currently, the CSD integrates with Persal. The CSD does not check other organ of state
employees who are not on Persal.
Q: If a person is employed by the state, can they still do business and register on the CSD?
Yes, if the policies are followed and they have the necessary approvals. Suppliers must ensure
that they disclose this as part of their proposal. The CSD only indicates that you are an
employee, but does not restrict you from registering. These checks need to be done manually.
Q: Does the CSD allow a supplier to register two companies with all the same details except the
name?
No. However, they can capture different branches of the business.
Reports
Q: The reports of suppliers are quite long. The quantity of paper used is challenging. Can NT
look at a more summarised report?
We can look into this. However, some companies have many directors, commodities, etc. The
best solution is to learn how to interpret the information for your benefit.
Q: Is the interface on CSD real-time?
Data is verified daily from the various accreditation agencies. Any SCM practitioner could request
a re-verification of a supplier record. On request, the CSD queries the accreditation agency realtime and provides a status as at that moment.
Integration
Q: How does the integration between BAS, LOGIS, ISS and the CSD work? Is it working? Who
does what in the process?
CSD and BAS integration is currently active. Technical teams are working towards CSD
integration to LOGIS and ISS.
Q: If we are using Iqual/LOGIS/an in-house system, do we still need to migrate the data?
All other procurement systems must ensure that they carry the verified supplier record provided
by the CSD. System integration options are available. The Treasury has published a job aide to
assist with this process. You can find these documents on the OCPO website: Buyers
Area>Supplier>Documents List. We also have scheduled technical forums to discuss these
issues at Sita in Centurion, every Thursday from 10:00 – 12:00. Please contact Lani Coetzee to
attend: [email protected].
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Q: How will the IT units in departments know what to do to integrate/interface with the CSD?
Every department that has a supplier database must consider integration to the CSD. Treasury
has published a job aide to assist with this process. You can find these documents on the OCPO
website: Buyers Area>Supplier>Documents List. We also have scheduled technical forums to
discuss these issues at Sita in Centurion, every Thursday from 10:00 – 12:00. To attend, please
contact Lani Coetzee: [email protected].
Q: In other departments, LOGIS implementation is currently underway. Must that process be
stopped?
No. LOGIS, just like every other service provider, has been given notice to integrate to the CSD.
The technical team is in the process of integrating with LOGIS.
Q: LOGIS has LSDB - do we still use the CSD?
Yes, the CSD should be used for all supplier compliance verification.
Q: Double capturing: require Corporate Reference Data on ISS. Must we still capture this in spite
of having CSD?
a) If we refer to legislative information:
From an eTender perspective, it is still a requirement to submit all information. This is catered
for in the eTender Publication Portal.
A supplier will, however, not be able to submit his information if he does not exist on the CSD
database.
b) If we refer to bid pricing information:
The CSD is not responsible for any pricing related matters – just for supplier information.
c) All pricing-related information will be obtained from the eTender Publication Portal.
Q: If the migrating of data is still in progress - how do we manage the issue of potentially missing
restricted suppliers?
As soon as a supplier is registered on the CSD, verification against the restricted suppliers will be
done. It is therefore important that no supplier be used unless they are registered and compliant
on the CSD.
Q: Many fields on existing procurement systems have not been captured for suppliers. Will IT be
able to migrate this data?
Yes, as long as the minimum mandatory information is available.
Q: What is the deadline/cut-off date from NT to get LOGIS to link with CSD? Are we still required
to double-capture until that time?
Until such time that LOGIS fully integrates with the CSD, supplier records must still be manually
captured on LOGIS. Supplier information should be extracted from the CSD. Suppliers should not
be required to complete additional forms and provide verification documents.
Q: What will happen with the existing supplier numbers?
The CSD number should be used across government. The internal number can be kept as an
additional field for historical purposes.
Q: How current is the data on the CSD?
The CSD has daily system updates, so the data is always less than 24 hours old.
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Q: Integration of existing procurement systems and the CSD are causing OoS not to make
payments.
ICT Service providers should be requested to ensure integration as soon as possible. The online
CSD interface should be used to verify supplier information prior to awarding any business to
suppliers.
Q: Importing of supplier records into existing procurement systems - will this data be uploaded
regularly?
There are three ways of using the CSD:
1. Real time data transfer: Accessing the CSD real time via web services to verify supplier
information.
2. Batch periodic data file upload: Updates of new suppliers as well as status changes of existing
supplier records are available for downloading daily. ICT service providers should ensure that the
supplier records are updated on the existing systems daily.
3. Manual capturing of data extracted from CSD to other systems: Supplier records can be
obtained from the CSD online search functionality and provided to all OoS at any time from any
web browser. Supplier information can then be captured manually on the existing system and the
supplier record attached as proof of compliance.
Q: We have an agreement with the CIPC system. Must we continue with that contract?
All existing contracts should be honoured. Where possible, integration should be established. If
suppliers provide the same services that the CSD provides, these services should not be
renewed.
Q: If we pay a supplier with petty cash, must the supplier be registered on the CSD?
Please refer to Instruction Note 4A, issued 25 May 2016, point 3.3: Transactions concluded
through petty cash, sundry payments and foreign suppliers with no local registered entity may be
concluded even if the supplier is not registered on the CSD.
Q: How would we manage our own supply chain processes in the department if a user is only
using one supplier?
The department must manage this.
Q: How do we deal with emergencies in the event that the system is down?
According to SCM Instruction 4 of 2016, departments may issue contracts in the event of
emergencies. Suppliers issued such contracts are given 7 days after date of contract issue to
register on CSD.
Q: When is the department of Government printers getting on-board?
They are on board already.
Q: Currently we have awarded a contract. Must we disqualify the supplier if we did not put in
special conditions that suppliers must be registered on CSD?
No, do not disqualify suppliers. Rather inform suppliers to register on CSD in order to be
compliant when making payments.
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Reporting
Q: Can one extract a report that shows suppliers which the department used for that month?
No. The CSD is a supplier database. It does not track if suppliers extracted from it are given
contracts. That information resides in the procurement system.
Q: How will the CSD assist with reporting requirements from Parliament - mainly regarding
empowerment requirements?
The CSD does not record any transactions. The CSD will allow organs of state to identify
suppliers based on various empowerment requirements. B-BBEE will only be verified from
1 October 2016.
Rotation
Q: Will you incorporate rotation into the CSD?
The CSD is a supplier database, not a full procurement solution. It therefore does not cater for
rotation. In other words, the CSD is a repository of supplier records to be used in existing
procurement systems. Departments must put policies in place to ensure rotation as a
mechanism for fairness.
Q: Are we still going to use our own database of suppliers for rotation?
Yes, as long as your supplier database integrates with the CSD. The CSD does not replace the
existing procurement systems.
Q: Must we still invite quotations on our existing systems?
Yes, the CSD does not replace the existing procurement systems, rather it allows integration.
Q: Previously, our policies/prescripts stated that we had to advertise for suppliers to register on
our supplier databases. Do we still do that?
No. Suppliers may only register on the CSD. Advertisements and outreach programmes should
aim to inform suppliers to register on the CSD.
Q: What are the chances of the public service overusing suppliers?
The CSD is not a procurement system. Supplier usage is recorded in procurement systems and
should be monitored by the system owners.
Q: How do I choose from the 20 local suppliers on the Central Supplier Database?
The CSD allows you to search for the 20 locally based suppliers and will verify their compliance
status for you. You can then use the search result to procure as normal.
Q: What process must we follow to source quotations after the introduction of CSD?
Use the existing RFQ processes. The CSD allows the practitioner to search for suppliers. You
can then use the search results to take the procurement process forward like you normally do it.
Q: Can we use the same suppliers that other departments are using?
Yes, there is no restriction.
Q: How can a department deal with a scenario where the order was placed and services
rendered before CSD and now payment is due after CSD implementation and the supplier is
refusing to register on CSD?
Pay for those services. CSD verification is only required on date of award.
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eTender Publication Portal
Q: When will the eTender Publication Portal be live?
The eTender Publication Portal went live on 1 April 2015.
Q: How do you get access to the eTender Publication Portal?
Request access by filling in the online access form. You can get it on the OCPO website under
“Buyer’s Area.”
Q: When we want to publish tenders on the portal - do we have to travel to National Treasury
from the departments to do so?
The eTender Publication Portal is a web-based solution that can be accessed from any internet
browser. SCM practitioners can request access to publish their organisations’ bids by filling in the
system access application form located on the OCPO’s website under the buyer’s area.
Q: We have to email all documents for the publishing of tenders - sometimes the document pack
is too large for this.
Departments must request access to the eTender Publication Portal to load the tender
documents themselves. The eTender Publication Portal have a file size limit of 50Mb.
Q: “How can a published document be removed from or amended on the eTender Publication
Portal?
Once a document is published on the eTender Publication Portal it can’t be removed. Any
amendments on any document can be uploaded under the amendment section.
Q: Is there a set minimum threshold for advertising on the eTender Publication Portal?
All competitively advertised requirements over the threshold value set for the relevant organ of
state must be published on the eTender Publication Portal. National and provincial departments
and public entities are required to publish bids above R500 000 and municipalities must publish
all competitive bids above R200 000.
Q: What are the requirements for a R100 000 contract?
The OCPO is currently working on legislative alignment between the planning and contracting
thresholds. This would result in the phasing out of the CRA and introduction of an online
procurement planning platform for all procurement over the threshold value for the relevant OoS.
Q: Categorisation of tender cancellations according to departments would be more useful to
users. We can currently view tenders easily, but not cancellations.
Noted. The OCPO is currently improving functionality that will allow for better filtering and
include subscription services.
Q: Do we get an email confirmation from NT when our request for tender publishing has been
completed?
Not at the moment, because the Treasury is not the only organisation that publishes tenders.
Organs of state are required to request access to the eTender Publication Portal to publish their
own tenders on the platform.
Q: How do you capture tenders awarded? In the instance of single source suppliers, how do you
capture these?
Limited bids can only be loaded after award by publishing the advert and award information
together.
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Q: Do departments still need to use Standard Bid Document (SBD) forms?
Yes, until the Treasury regulations have been amended and the instructions have been repealed,
the SBD Forms remain in place.
Q: What was the reason for taking away the advertising of tenders in the newspapers, tender
bulletins and other mediums? We service multiple suppliers from a variety of communities. Why
not just keep all mediums available to ensure transparency and access?
It is estimated that R700 million is spent annually on publishing tenders in the various media.
Furthermore, it is very difficult for suppliers to be informed of opportunities as they need to
monitor various publications. Thirdly, if tender documents are not available electronically, it
makes it difficult for suppliers to access tender documentation if they do not have an office close
to the relevant government department.
The eTender Publication Portal centralises bid opportunities across government and make bid
documents available free of charge. This makes procurement much more transparent. Other
publications could also be considered should the need arise, but it should not be the norm, as
publication costs needs to come down.
Q: The department has a national tender to publish. If we cannot advertise in any other media how will we reach all potential suppliers?
All competitive bids and their results, irrespective of the audience, must be published on the
eTender Publication Portal. In addition, other publications could also be considered, should the
need arise, but it should only be in cases where a specific audience is targeted.
Q: How do we cancel tenders on the eTender Publication Portal?
The Tender Administrator needs to be informed of the tender that needs to be cancelled as well
as the reason for the cancellation. Only Tender Administrators can change tender statuses on
the eTender Publication Portal.
Q: How exposed is the eTender Publication Portal to the general public? How will they get
access? Some find the cost of data too high.
The e-Tender Publication Portal is a website that can be accessed free of charge through any
device that has internet connectivity.
Based on the information gathered for the period from October 2015 to April 2016, it is worth
noting the following statistics:
Site Activity
 126 101 people have accessed the portal at least once and more than 61% have returned on
a regular basis.
 The daily access increased from 1 450 visits per day during October 2015 to an average of
3 106 per day during March and April 2016.
 Mondays and Tuesdays are the most active days, because most publications are published
on Fridays. Saturdays and Sundays have very low activity.
 The site is accessed most: daily between 09:00 and 14:00.
Geospatial Statistics:
 90.61% of views are by South African suppliers.
 Kenyan suppliers are the second highest audience with 3.39% views, followed by the United
States with 1.22%.
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
Gauteng has the most active suppliers on the site with 68.50% of views, followed by
KwaZulu-Natal with 11.45%, Western Cape with 10.73% and Limpopo with 2.55% views. This
information clearly identifies the areas where stakeholder engagement could improve.
Demographic Statistics
 61% of people accessing the portal are under the age of 34. With the youth already adopting
technology, we should focus on the other age groups, especially during supplier engagement
and outreach programmes.
 45.85% of visitors are female and 54.15% are male.
Q: The use of the eTender Publication Portal only is in direct conflict with departmental policies.
Departmental policies should be aligned to Instruction 1 of 2015, which was issued on
1 April 2015 and was effective from 1 May 2015.
Q: How do we deal with/address the need for deviations when using the eTender Publication
Portal?
No deviations will be considered. To ensure transparency, all tender opportunities must be
recorded on the eTender Publication Portal.
Q: When publishing the results of tenders on the eTender Publication Portal, why don’t we list
successful bidders only?
To ensure transparency, all evaluation results must be published. Integration to the CSD will
soon make this process much easier and reduce duplication.
Q: There are too many forms for us to fill in to publish tenders on the eTender Publication Portal.
Can we use the CSD to capture all the forms?
OoS are encouraged to apply for access to publish their own tenders on the eTender Publication
portal. All OCPO System access requests can be filled in on the same form used for the CSD.
Select the “eTender Functional Administrator (Publishing User)” role. Once completed and
signed, please send your request to [email protected].
Q: When a user creates a tender on the portal, other users cannot access this. Can you grant
special access to more than one user so that in the event of the user not being available, a
colleague can access the portal?
Unfortunately, this function is not available at the moment. With the new release scheduled for
1 July 2016, we will enable Role Based Authentication and organisational access to bids.
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Q: If people are not responding to tenders, what is Treasury doing about this? (Context: Out of
2 000+ tenders only 200 awarded).
Treasury does not police these matters. However, we encourage departments to add the details
when a tender is awarded or cancelled. This allows for data analysis to inform planning.
International suppliers
Q: International suppliers cannot access the portal. How do they find tenders if we are not
advertising on our department’s website and in the newspapers?
The eTender Publication Portal is web-based and is accessible anyone, regardless of location,
as long as they have internet connectivity.
Q: When we issue tenders in foreign countries, we need to find suppliers in those countries,
therefore we need to advertise using other mediums. Will this be a deviation?
All competitive bids and their results, irrespective of the audience, must be published on the
eTender Publication Portal. In addition, other publications could also be considered, should the
need arise, but it should only be in cases where specific audience are targeted. If bids are not
published on the eTender Publication Portal it will be seen as a deviation.
gCommerce
Q: When will the gCommerce site be available for departments to use?
The gCommerce site is already available for voluntary adoption. At present, the solution is being
piloted at Correctional Services and the Department of Health. The National Treasury is currently
in the process of getting the legal instruments in place to enable the solution in all OoS. For more
information, please forward your request to [email protected].
Q: Does gCommerce use primary and secondary users?
No. The creation of users is based on delegation of authority.
Q: On eCommerce you pay by credit card. How are payments effected on gCommerce?
Departments must follow their current payment processes and systems. The main aim is to
integrate gCommerce with various payment systems such as BAS, Walker, Oracle, Sage etc.
Q: How will purchases on the gCommerce site be handled? With invoice and checkout, do we
still manage the suppliers as normal?
gCommerce is integrated with BAS. An approved user can select the goods required and create
a purchase order. The system checks budget availability in BAS and work flows to the
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appropriate manager for approval. Once approved, the order is sent to the supplier. Payment is
done using the current payment systems.
Q: Can you lease items on the gCommerce site?
Yes, all transversal items will be available on the gCommerce site.
Q: How do authorisations work on gCommerce?
Authorisations are enabled through workflow and are customised for each OoS, based on their
internal policies.
Q: Are the suppliers on gCommerce the same as those on CSD?
Yes, all suppliers to government must be registered and compliant suppliers on the CSD.
Q: Do suppliers on gCommerce get notification of orders made?
Yes, an email is sent with the approved purchase order.
Q: Does gCommerce interface with the procurement system?
gCommerce currently does not interface with any procurement system.
Q: How are the budgets linked to gCommerce?
gCommerce currently only integrates to BAS to verify budget availability, based on SCOA line
items identified in the online procurement process. If no funds are available, the process can’t
continue. For OoS that do not make use of BAS, manual verification needs to take place.
Q: When will gCommerce be linked to LOGIS and other transversal systems?
gCommerce is a separate e-procurement system for transversal contracts. It integrates directly
with BAS and payments and receipts are initiated from it.
Q: On other systems, payment is by credit card. How will we pay on gCommerce?
No payments will be made via credit card. Departments will process payments by using their
current payment systems like BAS.
Q: How will delegations of authority be managed on the gCommerce system?
Departments will stipulate delegations. These will be included when the user profiles are created.
Q: We already have transversal contracts. Why the need for gCommerce?
gCommerce is technology used to manage transversal contracts. It automates paperwork for
you. Your work still needs to be done by yourself. It also assists with production planning.
LOGIS and gCommerce are integrated. You still use BAS to pay. There are still a few technical
issues with these integrations.
Q: How does the gCommerce solution manage the department plans for each department?
The gCommerce solution does not cater for demand plans. However, departmental allocations
are discussed at transversal contract management for each contract. This includes prices as well
as quantities.
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Q: When I want to procure from transversal contracts, do I have to go to gCommerce? Will the
CSD use this information?
Even if you are not registered on CSD, you can go to gCommerce to search for your needs.
Request to be a gCommerce user. Then you can look at the catalogues.
Regulation
Important notice: Please also read SCM Instruction 4A of 2016/2017, Central Supplier
Database, issued on 25 May 2016, which takes effect from 1 July 2016. You can find it here:
Instruction 4A of 2016/2017.
This instruction also repealed SCM Instruction 4 of 2016/2017, issued on 22 April 2016.
Q: How will the Auditor General’s needs be taken care of as per Practice Notes from 1 August?
The Auditor General is aware of the new requirements brought about by CSD implementation.
Q: How will new Instruction Notes be communicated?
On approval, the Instruction note will be circulated to all HOD’s and heads of supply chain. It will
also be made available on the OCPO website.
Q: If suppliers only have an R number, do we disqualify them?
A supplier with an R number has not completed the supplier registration process and therefore is
not a verified supplier and can’t be used. OoS should advise suppliers to go online and complete
the registration process.
Q: Instruction Note says that a supplier has 7 days to register on the CSD to be paid for work
done. This time is too short. Can NT look at extending this time?
The 7 days period is only applicable for suppliers that are used during an emergency
procurement process.
It only takes about 30 minutes for a supplier to register on the CSD.
Q: Will the auditors understand and accept that departments will not be compliant during the
period of CSD launch and Instruction note effective date?
The OCPO will ensure that the gap is addressed with the Auditor General. Legislation will also be
aligned to support this.
Q: Our department is not on CSD yet because Treasury has not finalised the on-boarding,
therefore we have already done exempt transactions.
All OoS have been loaded onto the CSD. If your organisation does not appear, please notify
[email protected].
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Provincial Treasuries – CSD Support
Eastern Cape Treasury
Abongile Makalala
Odwa Kalimashe
Peter Truter
Wonga Bala
Xoliswa Mzimkulu
Free State Treasury
L Riddles
M Mohoase
MC Motsemme
R Phakoe
Gauteng Treasury
Amelda Swartland
Bianca Le Veille
Catherine Le Breton
Glenda Naidoo
Kathleen Bougaard
Ndlela Lucas
Simon Kgatla
Email address
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Telephone number
040 1010571
040 1010574
040 1010372
040 1010432
040 1010421
[email protected]
[email protected]
[email protected]
[email protected]
051 4055521
051 4054850
051 4033283
051 4055402
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
011 689 8572
011 689 8054
011 689 8991
011 689 8255
011 689 4855
011 689 8684
011 689 6254
KwaZulu-Natal Treasury
[email protected]
0800201049
033 8974676/4509
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
015 2918715
015 9621752
015 2918647
015 8120149
014 7175837
013 2651344
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
013 7664285
013 7664353
013 7664226
013 7664240
013 7664189
013 7664178
[email protected]
[email protected]
[email protected]
[email protected]
018 3881533
018 3883939
018 3884230
018 3884226
brenda [email protected]
[email protected]
053 8308459
053 8025035
076 0823386
[email protected]
[email protected]
[email protected]
021 4839853
021 4834712
021 4834684
Limpopo Treasury
Betty Rakubu
Budeli Azwitevhelwi
Vhembe district: Holeni T Isaac
Capricorn District: Mbedzi M Booi
Mopani District: Mogoroga Phuti
Waterberg District : Sehale Maiza
Mpumalanga Treasury
Mpumalamga CSD
Emah Mashiane
Queeneth Sibiya
Sabelo Msimango
Themba Masuku
Zanele Magagula
Zanele Nkosi
North West Treasury
Busisiwe Teleko
Keamogetse Ntsoma
Nonini Mkhoeng
Seipati Leshomo
Northern Cape Treasury
Brenda Jacobs
Julia Boane
Western Cape Treasury
Fabian Kennedy
Malibongwe Vusani
Peter Lloyd
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