| 1.1 |
The purpose of this minute is to inform all district offices and schools about the procedure for the procurement of furniture and equipment. |
| 1.2 |
The Western Cape Education Department (WCED) has a three-year furniture contract with suppliers to supply furniture to all schools in the Western Cape Province. This contract involves 30 school-furniture items in the attached catalogue (Annexure A). However, schools may order only from the recommended list of furniture items on the attached WCED 026A form (Annexure B). |
| 1.3 |
Items of equipment on the WCED 026B form (Annexure C) are advertised via the Integrated Procurement Solution (IPS) |
| 2. |
Procedure for procurement of equipment and furniture for new schools |
| 2.1 |
The education district office must compile and submit a requisition for a new school to Head Office. This must be done no later than 4 months before the opening of the school. |
| 2.2 |
The following documents must accompany each application for equipment and furniture for a new school:
- A completed WCED 026A form for furniture;
- A completed WCED 026B form for equipment; and
- A letter of approval for the opening of the new school.
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| 3. |
Procedure for procurement of furniture for existing schools (top-ups) |
| 3.1 |
All requests for furniture from such schools should be submitted by 6 February 2015 to the relevant IMG manager. |
| 3.2 |
A completed WCED 026A (Furniture) requisition form must accompany the applications for furniture (top-ups) submitted by existing schools. |
| 3.3 |
District directors must evaluate furniture needs in all circuits and compile a prioritised list in line with the available budget. The priority list must be sent to the Chief Directorate: Districts by 27 February 2015, for approval and signing. |
| 3.4 |
District offices must notify schools as to whether their requests were successful, amended or turned down. |
| 3.5 |
The Directorate: Institutional Resource Support will place orders for requested furniture with contracted suppliers at the beginning of the new financial year. The suppliers normally deliver within 4 to 6 weeks of the order date. |
| 3.6 |
The furniture contract has a one-year warranty period with the following stipulations:
- When the need arises, schools that have received defective furniture must immediately inform Head Office by submitting a written report to the following e-mail address: Jerome.Gordon@westerncape.gov.za
- For items that become defective within the first year of receipt by the school, the WCED will liaise with the suppliers in order to arrange replacements as soon as possible.
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| 3.7 |
Schools must not order furniture directly from suppliers. Payment for such orders will be for the account of the school. |
| 3.8 |
Existing schools are advised to make use of their annual Norms and Standards allocation and school funds for the purchasing and/or maintenance of office equipment and other labour saving equipment. |
| 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 equipment and furniture. (See the guidelines, Basic Financial Systems for Schools.) |
| 4.2 |
Obsolete furniture must be written off and disposed of after a decision has been taken at a disposal meeting. The minutes must record such a decision and must be available for monitoring purposes. |
| 4.3 |
Broken furniture which can still be repaired must be properly stored to prevent further damage. |
| 4.4 |
Updated inventory records (learner enrolment per grade, available equipment and furniture, shortages) which verify the need for top-ups must be made available on request. In order to safeguard assets against theft, schools are encouraged to mark all equipment and furniture items, especially the plastic hall chairs. |
SIGNED: M M HARKER
DEPUTY DIRECTOR-GENERAL: EDUCATION PLANNING
DATE: 2014:10:11
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