1. The Procurement Management Minute 0005/2010 of 7 September 2010 states that requisitions for the procurement of the following within the 2010/11 financial year must be submitted to the Directorate: Procurement Management (Attention: Mr RL Africa) by no later than 31 October 2010:

  1. Goods and services procured via tender, provided that the procurement appears on the relevant component's procurement plan
  2. All equipment (such as furniture or ICT-related goods) and services
  3. Other goods (such as office requirement and printer cartridges) and services

During the 2009/2010 financial year, some responsibility managers did not comply with this instruction. The Auditor-General has noted these instances and commented that they are indicative of bad planning by the responsibility managers concerned. It has, therefore, become necessary for the Directorate: Procurement Management to review its procedure and schedules.
2. As from the date of this minute, responsibility managers will be required to justify in writing the urgency of requisitions for the invitation of tenders (goods and services estimated to cost more than R500 000-00) which are not submitted to the Directorate: Procurement Management at least three months prior to the date of delivery. In future, no late requisition will be accepted without a written justification.
3. You are also reminded that, in general, no procurement may take place between 15 December and 15 January of any financial year. As prescribed by Treasury, all tenders must normally be advertised over a period of 21 days and certain prescribed processes must be completed before a contract can be concluded. It is, therefore, possible that we may advertise for tenders after 15 January 2011, conclude contracts and allow service providers sufficient time to deliver the goods or services, and yet may not have enough time to arrange payment before the end of March 2011. Therefore, if your application for the invitation of tenders has not been received by 1 November 2010, so as to allow enough time to advertise an invitation for tenders by 15 December 2010, such a request for tenders can be advertised only after 15 January 2011, and you will have to provide for a possible roll-over of expenditure to the 2011/2012 financial year.
4. As from the date of this minute, with each requisition received after 1 November for the inviting of tenders for goods and services, responsibility managers must submit written confirmation that they have sufficient funds available to cover any expenses which may roll over to the 2011/2012 financial year.
5. Your co-operation in this regard will be appreciated.


SIGNED: LJ ELY
HEAD: EDUCATION
DATE: 2010:10:19