Tender Compliance
Bid Committee Quorum Failures
Tracks BSC, BEC and BAC sittings that proceeded without a valid quorum or required members.
Why quorum protects the award
The bid specification, evaluation and adjudication committees derive their authority from a properly constituted sitting, and a decision taken without a valid quorum or the required cross-functional members is procedurally invalid under the SCM regulations. The AGSA treats quorum failures as a breakdown in the control that legitimises an award, frequently rendering the resulting expenditure irregular. AuditPro Core tracks attendance against the prescribed composition for every sitting so invalid decisions are caught at the point they are made.
The Numbers
AuditPro Core renders this view from your tenant's live, tamper-evident records. The figures below are illustrative sample data.
Committee Sittings
287
across BSC/BEC/BAC
Quorum Failures
24
8.4%
Missing SCM Member
15
▲ 6
Awards at Risk
R 102.5m
Sittings and Quorum Failures by Committee
Inquorate Adjudication Sittings
| Sitting | Required | Present | Award (R'000) |
|---|---|---|---|
| BAC-2026-04 | 5 | 3 | 28400 |
| BAC-2026-07 | 5 | 3 | 19600 |
| BAC-2026-11 | 5 | 4 | 14200 |
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 BSC sets the specification, the BEC evaluates bids and the BAC adjudicates and recommends the award. Each must sit separately with its own valid composition; one committee cannot lawfully perform another's role.
Quorum and composition
A valid sitting needs both a minimum number of members and the right mix of skills, including SCM and end-user representation. Missing a required member can invalidate the decision even if a numeric quorum was met.
Conflict and recusal
Members with a declared interest must recuse themselves, and a recusal can drop a sitting below quorum. Tracking recusals alongside attendance prevents a hidden quorum failure.
Minute integrity
Attendance and decisions must be evidenced in signed minutes. A sitting with no quorum record is as exposed as one that demonstrably lacked one.
How AuditPro Core Bridges the Gap
- Composition reconciliation: checks each sitting's attendance against the prescribed quorum and mandatory roles.
- Exception workflow: sittings that fall short are flagged so the award decision can be reviewed or re-taken validly.
- Traceability to source: links each flag to the committee minutes, attendance register and recusal records.
- Audit-ready export: produces a committee-validity log evidencing quorum for every award.
Key Takeaways
- BSC, BEC and BAC must each sit validly and separately.
- Quorum is about the right mix of members, not just the headcount.
- Recusals can quietly drop a sitting below quorum.
- A decision without a quorum record is a finding in itself.
See This on Your Own Data
AuditPro Core renders this dashboard from your tenant's live, tamper-evident records — every figure traceable to source.