1. This circular has been revised and repeals Circular 0051/2008 in its entirety.

2. All purchases of furniture and other equipment must be made via the Supply Chain at Head Office, irrespective of the cost involved. This will allow the Supply Chain to ensure that:
2.1 The correct Item Control Number (ICN) is used on LOGIS;
2.2 A barcode is affixed to the item(s) once delivered to the user location;
2.3 The Item Description and value are indicated correctly in the Asset Register;
2.4 The location is recorded correctly; and
2.5 The Asset Register of Western Cape Education Department (WCED) is updated.

3. To order furniture and other equipment, the following steps must be followed:
3.1 Complete a LOG 1 requisition form

  1. Given that there is a moratorium on the procurement of office furniture for Head Office, approval must first be obtained from the Head of Education to acquire such office furniture. In respect equipment for all components within Programme 1, approval for the funding of such acquisitions must be obtained from the Deputy Director-General: Finance and which approval must be attached to the requisition.

  2. In the description column, fully describe the item required and refer to the specification (if attached).

  3. Fill in the quantity received and quantity approved.

  4. In the Inventory/Personnel no. column, reflect where the furniture/equipment will be found. An example is 500E [denoting the Responsibility Manager (Cost Centre)] followed by 06-30 (representing room number 30 on the 6th floor). The door barcode number affixed by Head Office at Cost Centres must be recorded if it is an existing location.

  5. Where more than one of the same item is ordered, the Responsibility Manager must indicate where each item will be located. An example is when 2 chairs are ordered and 1 chair is to be used in Room 1 and the other chair in Room 2. This would then be two separate rooms. Where there is insufficient space on the LOG 1 form, a separate list can be compiled and attached.

  6. Ensure that the list, which is attached to the requisition form, does not exceed ten (10) line items. If more than ten (10) line items are required, a separate requisition form must be submitted.

  7. Complete the columns "Replacement Quantity" or "Additional Quantity". Replacement refers to items that are lost/stolen/to be written off and Additional means additional items of the same description already at the location.

  8. Acquisition of furniture and other equipment in respect of Directorates linked to the budget for Programme 1 is subject to the availing of a budget by the Programme Manager and therefore the requisition must be counter-signed by the Programme Manager
3.2 The LOG 1 (Requisition) form in respect of furniture and other equipment must be completed and signed by the Responsibility Manager and SCM Champions and must be sent to the Assistant Director: Performance Management on the 6th floor in Room 612 of the Grand Central Towers for recording.
3.3 Attach to the requisition form the PGWC 002 BAS Allocation Attachment form and reflect the budget available for the acquisition. This form must be checked and signed by the SCM Champion. The Directorate: Management Accounting must be consulted regarding the correct expenditure structure that must be used.

4. Specifications and requisitions that are incomplete are common causes for delay in the processing of requisitioned items. Some items have to be manufactured by suppliers according to a set lead time and thus these items cannot be available on request. Furthermore, ICT equipment is subject to importation and one has to factor in the time it takes for an Original Equipment Manufacturer (OEM) in the Republic of South Africa (RSA) to place an order abroad, have it assembled, and then go through the customs process of importing and then the eventual arrival in the RSA after the customs importation requirements have been met. It is only thereafter that a reseller can deliver to the point of use. It is also important to remember that the actual procurement of ICT equipment is a State Information Technology Agency (SITA) mandate in terms of the State Information Technology Agency Act (SITA Act), 1998 (Act 88 of 1998), thus, if SITA has not arranged a contract for use by all government departments in respect of the supply of standard items, the procurement has to be undertaken via SITA and this has its own time-line.

Consequently, the following are recorded-

  1. Contract items: These are items available on National or Provincial or SITA transversal contracts, which include-
    • The purchase of specific brands and types of shredders and specific brands of Data Video Projectors. Please consult the Assistant Director: Quotations and Specifications in respect of these brands to determine their suitability;
    • Rental of reprographic machines, Standard ICT equipment (Desktop PC’s, Laptops, PC’s and Printers, etc.); and
    • Standard IT software.

  2. Responsibility Managers must ensure that, in respect of ICT equipment and software, DITCOM approval accompanies the approved requisition. The WCED DITCOM has issued the attached list reflecting which items require DITCOM approval.

    It is recommended that for items available on contract and those subject to manufacture, a lead time of at least three (3) months is planned for expected delivery.

    Non-contract items: These are items not available on any contract but for which a supplier has to be sourced through the appropriate methods [either through a formal tender which can extend over a period of three (3) months or through sourcing quotations through the Integrated Procurement Solution (IPS)]. Although the latter method (limited to expenses estimated to be up to R500 000) has a shorter turn-around time, the supply is still subject to manufacture or importation and thus the recommended three (3) months applies here as well.

5. The WCED is compelled to adhere to Treasury Instructions regarding inventories and the Asset Register will be continually updated. It must be emphasised that all furniture and other equipment delivered to the end user are in the custody and care of the relevant Responsibility Manager. Such furniture and other equipment, after delivery, must be kept in a safe place until such time that it is issued to individual users and where applicable installed by CEI. This is particularly important in respect of the Annual ICT Refresh Programme where, after ordering, the consignments are delivered directly to the pre-identified Responsibility Manager. Where multiple quantities of an item are acquired for use by individuals as and when required, the relevant Responsibility Manager must maintain an issue/receipt register for audit purposes. An example of such an instance is the use of notebooks or computers.

6. Please note that aforementioned information must be read in conjunction with Circulars 0021/2005 of 22 April 2005, 28/2005 of 23 May 2005, 41/2005 of 17 August 2005 and 63/2007 of 29 November 2007.

7. Responsibility Managers are requested to inform all personnel of the content of this circular.


SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2015:12:02