Tender Compliance
Bid Committee Quorum & Composition
Tests BSC, BEC and BAC sittings for quorum and prohibited member overlap.
Why bid-committee quorum and composition decide award validity
The bid specification, evaluation and adjudication committees are the procedural backbone of competitive procurement, and a sitting without quorum or with prohibited member overlap can invalidate the award and create irregular expenditure under SCM regulation. The AGSA tests committee composition directly. AuditPro Core examines BSC, BEC and BAC sittings for quorum and conflicting membership so SCM can confirm that every decision was properly constituted.
The Numbers
AuditPro Core renders this view from your tenant's live, tamper-evident records. The figures below are illustrative sample data.
Committee Sittings
318
Quorum Failures
22
7%
Member Overlap BEC/BAC
9
Tainted Awards
31
R 52.7m
Committee Compliance Issues by Type
Awards From Non-Compliant Committees
| Tender | Committee | Issue | Value (R'm) |
|---|---|---|---|
| TND-8011 | BAC | No quorum | 14.2 |
| TND-8044 | BEC | Member overlap | 9.8 |
| TND-8067 | BAC | No quorum | 6.3 |
| TND-8090 | BSC | Single member | 3.1 |
Figures shown are illustrative sample data for demonstration. AuditPro Core renders these views from your own tenant's live, tamper-evident records.
The three committees
The Bid Specification Committee sets requirements, the Bid Evaluation Committee scores bids, and the Bid Adjudication Committee recommends award. Each plays a distinct role and must be properly composed to act.
Quorum and validity
A committee decision is only valid if the required quorum sat. Decisions taken without quorum are procedurally defective and the resulting award is exposed to challenge and irregularity.
Prohibited overlap and independence
The same person should not specify, evaluate and adjudicate the same bid, as overlap collapses the checks the three-committee structure exists to provide. Separation of duties protects the integrity of the award.
How AuditPro Core Bridges the Gap
- Quorum testing: checks each BSC, BEC and BAC sitting against required attendance for a valid decision.
- Overlap detection: flags individuals serving across committees on the same bid in breach of separation.
- Exception workflow: escalates inquorate or conflicted sittings for SCM and legal review.
- Audit-ready export: evidences composition and attendance per committee per bid.
Key Takeaways
- An inquorate committee decision is procedurally defective and challengeable.
- The same person should not specify, evaluate and adjudicate one bid.
- Committee overlap collapses the separation of duties the structure provides.
- Keep attendance and composition records award-ready for the AGSA.
See This on Your Own Data
AuditPro Core renders this dashboard from your tenant's live, tamper-evident records — every figure traceable to source.