1. Paragraph of the Accounting Officer’s System stipulates that no tenders may close during the period 15 December to 15 January of any financial year. Therefore, requisitions for the procurement of the following within the 2012/13 financial year must be submitted to the Directorate: Procurement Management (Attention: Ms M Frenchman) by no later than 16 November 2012:

  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 equipment-related services; and
  3. Other goods (such as office requirements and printer cartridges) and other services.
2. Responsibility Managers must attach to their requisitions a correctly completed BAS expenditure structure form (PGWC 002), as well as the specifications for the goods or services concerned. The amount which has been allocated to the item or service must also be indicated on the PGWC 002 form. If you are unsure about the structure codes, please consult the Directorate: Management Accounting for guidance. With regard to paragraphs 1 (i) and (ii) above, Responsibility Managers must submit with their requisitions a confirmation that funds for the same service are also available in the 2013/14 financial year, as there is no guarantee that the contracts required can be fulfilled in the 2012/13 financial year.

3. Kindly bring the contents of this minute to the attention of all concerned.

4. Your co-operation will be appreciated.

DATE: 2012:10:16