| 1. |
In terms of the prescripts contained in the Accounting Officers System and the approved delegations, the Directorate: Procurement Management is responsible for the procurement of goods and services for all the directorates and education district offices within the Western Cape Education Department. Prior to the implementation of the restructured Directorate: Procurement Management, a messenger was used for the delivery of ordered goods to the relevant responsibility managers. However, since 1 April 2008, the Directorate: Procurement Management no longer has a messenger service. It was therefore arranged that goods have to be delivered directly to the responsibility managers by the suppliers.
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| 2. |
It has since come to the attention of the Directorate: Procurement Management that there are problems arising with regard to the receipt and checking of delivered goods by the responsibility managers. After careful consideration, it was therefore decided that the following method will be followed with regard to the receipt and checking of ordered goods:
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| 2.1 |
All goods will be delivered to the Directorate: Procurement Management, where the goods will be checked for the correct quantities and quality.
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| 2.2 |
The relevant responsibility manager will immediately be informed that the ordered goods have been delivered.
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| 2.3 |
The relevant responsibility manager will then be responsible for collecting the goods immediately.
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| 3. |
It is important to note that the Directorate: Procurement Management does not have place to store the goods received. The Directorate: Procurement Management cannot, therefore, take responsibility for the safe keeping of the goods if they are not collected on the same day by the responsibility manager.
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| 4. |
If large quantities of goods were ordered and are delivered, the responsibility managers can arrange with the Head of the Messenger Services for the goods to be collected from the Directorate: Procurement Management.
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| 5. |
Your co-operation in ensuring that the process of the delivery and receipt of goods runs smoothly will be appreciated.
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SIGNED: WL CARELSE
HEAD: EDUCATION
DATE: 2008:09:23
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