| 1.1 |
The purpose of this minute is to inform all district offices and schools about the procedure for the procurement of furniture and equipment. |
| 1.2 |
The Western Cape Education Department (WCED) has a three-year furniture contract with suppliers to supply furniture to all schools in the Western Cape Province. This contract involves 30 school-furniture items in the attached catalogue (Annexure A). However, schools may order only from the recommended list of furniture items on the attached WCED 026A form (Annexure B). |
| 1.3 |
Items of equipment on WCED 026B form (Annexure C) are advertised on Trade World, via the SourceLink electronic purchasing system. |
| 2. |
Procedure for procurement of equipment and furniture for new schools |
| 2.1 |
The education district office must compile and submit a requisition for a new school to Head Office. This must be done no later than 4 months before the opening of the school. |
| 2.2 |
The following documents must accompany each application for equipment and furniture for a new school:
- A completed WCED 026A form for furniture
- A completed WCED 026B form for equipment
- A letter of approval for the opening of the new school
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| 3. |
Procedure for procurement of equipment and furniture for existing schools (top-ups) |
| 3.1 |
All requests for equipment and furniture from such schools should be submitted by 14 February 2014 to the relevant IMG manager. |
| 3.2 |
The following documents must accompany the applications for equipment and furniture (top-ups) submitted by existing schools:
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| 3.3 |
District directors must evaluate furniture and equipment needs in all circuits and compile a prioritised list in line with the available budget. The priority list must be sent to the Chief Directorate: Districts by 14 March 2014, for approval and signing. |
| 3.4 |
District offices must notify schools as to whether their requests were successful, amended or turned down. |
| 3.5 |
The Directorate: Institutional Resource Support will place orders for requested furniture with contracted suppliers at the beginning of the new financial year. The suppliers normally deliver within 4 to 6 weeks of the order date. |
| 3.6 |
The furniture contract has a one-year warranty period with the following stipulations:
- When the need arises, schools that have received defective furniture must immediately inform Head Office by submitting a written report to the following e-mail address: Jerome.Gordon@westerncape.gov.za
- For items that become defective within the first year of receipt by the school, the WCED will liaise with the suppliers in order to arrange replacements as soon as possible.
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| 3.7 |
If the intention is that the WCED must pay for the items, schools must not order furniture or equipment directly from suppliers. Payment for such orders will be for the account of the school. |
| 4. |
Management of furniture and equipment at schools |
| 4.1 |
Schools must establish a procurement committee which will be responsible for keeping updated records of equipment and furniture. (See the guidelines, Basic Financial Systems for Schools.) |
| 4.2 |
Obsolete furniture must be written off and disposed of after a decision has been taken at a disposal meeting. The minutes must record such a decision and must be available for monitoring purposes. |
| 4.3 |
Broken furniture which can still be repaired must be properly stored to prevent further damage. |
| 4.4 |
Updated inventory records (learner enrolment per grade, available equipment and furniture, shortages) which verify the need for top-ups must be made available on request. In order to safeguard assets against theft, schools are encouraged to mark all equipment and furniture items, especially the plastic hall chairs. |
SIGNED: M M HARKER
DEPUTY DIRECTOR-GENERAL: EDUCATION PLANNING
DATE: 2013:11:12
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