| 1.1 |
The purpose of this circular is to inform district offices and schools about the procedure for the procurement of furniture and equipment in 2019 for 2020. |
| 1.2 |
The Western Cape Education Department (WCED) has a three-year furniture contract to manufacture and supply furniture to all public schools in the Western Cape Province. This contract includes 31 school furniture items in the attached school furniture catalogue (Annexure A). Schools may only request from the list of furniture and equipment items on the attached WCED 026A and 026B forms (Annexures B and C). |
| 1.3 |
Furniture must be requested on the WCED 026A form (Annexure B). |
| 1.4 |
Equipment must be requested on the WCED 026B form (Annexure C). |
| 2. |
Procedure for the prioritisation and procurement of additional furniture and equipment for existing schools (top-ups) |
| 2.1 |
All requests for furniture and equipment from existing schools should be submitted on the correct form to the school’s circuit manager by 01 February 2019. |
| 2.2 |
The WCED 026A requisition form for furniture top-ups and the WCED 026B requisition form for equipment top-ups must be completed in full and duly signed. |
| 2.3 |
District directors or their delegated officials will evaluate furniture and equipment requests in all circuits and compile a prioritised list of items in line with the available budget. This implies that not all of the furniture and/or equipment requested by schools can be prioritised if the total cost of the requests exceeds the available budget. This prioritised list will be sent to the Chief Directorate: Districts by 22 February 2019 for approval. |
| 2.4 |
The delegated officials at district offices will notify schools in writing as to whether their requests or parts thereof were approved, amended or not approved. It is recommended that schools follow up with their respective circuit managers to enquire about which requested furniture or equipment items were prioritised. |
| 2.5 |
The Directorate: Institutional Resource Support at Head Office will process and place orders for the approved furniture and equipment at the beginning of the new financial year starting on 01 April 2019. |
| 3. |
Warranty period and defective furniture |
| 3.1 |
The furniture and equipment have a one-year warranty period from the date of delivery to schools with the following stipulations: |
| 3.1.1 |
Schools that receive defective furniture must inform Head Office timeously by submitting a written report to the following email address: Moya.Paterson@westerncape.gov.za |
| 3.1.2 |
The WCED will liaise with suppliers to arrange repairs or replacements as soon as possible. |
| 3.2 |
Defective furniture or equipment that can still be repaired must be properly stored to prevent further damage. |
| 3.3 |
Should schools order furniture directly from suppliers, payment for such orders will be for the account of the school. |
| 3.4 |
Schools are advised to make use of their annual norms and standards allocation and school funds for the purchasing and/or maintenance of furniture and equipment not prioritised by the district office. |
| 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 furniture and equipment in the possession of the school (see the guidelines, Basic Financial System for Schools). |
| 4.2 |
Obsolete furniture or equipment must be written off and disposed of after a decision has been taken at a disposal meeting. The minutes of the meeting must reflect such a decision and must be kept on record at the school. |
| 4.3 |
A copy of the minutes referred to in paragraph 4.2 must be sent to Moya.Paterson@westerncape.gov.za to ensure that the Subdirectorate: Equipment at Head Office updates the school’s electronic furniture and equipment records on CEMIS, previously captured by the school. All furniture and equipment delivered to schools will be captured on CEMIS by the Subdirectorate: Equipment at Head Office. |
| 4.4 |
Schools must update their inventory records annually (including additional furniture purchased from their own funds, stock on hand, disposals and shortages) by providing such records to the Subdirectorate: Equipment at Head Office. These records should be used to determine the need for top-up furniture and equipment. |
| 4.5 |
In order to safeguard assets against theft, schools are encouraged to clearly mark all furniture and equipment items. |
| 5. |
Thank you for your cooperation in these important matters. |
SIGNED: BK SCHREUDER
HEAD: EDUCATION
DATE: 2018:11:09
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