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Procurement & Payment Services (PPS)

Information for vendors

Applying to be a UCT vendor

Types of vendors

The University of Cape Town has classifications of vendor:

  1. Preferred vendors are accredited suppliers with whom UCT has negotiated best price, quality and service. Preferred vendors are identified by prequalification on the basis of financial stability, BEE status and references. Final selection is by the tender or RFP (Request For Proposal) process with evaluation based on price, quality and service offerings. The UCT community is encouraged to purchase from preferred vendors where they have been appointed for a particular commodity.
  2. Trade vendors are vendors listed on SAP because departments need them. Listing on SAP does not automatically imply preferred vendor status.
  3. One-time vendors are vendors not listed on SAP and are therefore paid by cheque within 30 days of invoice. Departments are strongly discouraged from using one-time vendors.

Trade Vendor Database

Vendors are listed on the Trade Vendor Database based on departmental needs. Continued listing depends on the frequency with which a vendor is used.


Vendors are judged according to the following criteria for possible inclusion to the database:

Completing a vendor application form does not guarantee automatic addition to the Trade Vendor Database. Each application will be evaluated on merit and in the best interest of the university. Note: the university is required by law to ensure that a certain amount of spend is directed to BEE vendors. This is one of the criteria on which preferred vendors are evaluated, and all vendors are asked to provide relevant information when completing trade vendor application forms.

How to apply

If you are dealing with a department, ask them to complete a Request for new vendor form (code MM002) form. Once they have done so Procurement and Payment Services will contact you and, if deemed a valid request, you will be asked to complete a Vendor application form.


If you are not dealing with a department you may approach PPS directly by contacting Carol Paulse or John Pretorius (see Contact us to the right).

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Contact us

Carol Paulse
Tel: 021 650 3751

John Pretorius
Tel: 021 650 2484


Invoice requirements