| 1.1 |
The purpose of this minute is to inform 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 to supply furniture to all schools in the Western Cape Province. This contract involves 31 school furniture items in the attached catalogue (Annexure A). Schools may order only from the list of furniture items on the attached WCED 026A form (Annexure B). |
| 1.3 |
Items of equipment must be ordered on the WCED 026B form (Annexure C). |
| 2. |
Procedure for procurement of furniture for existing schools (top-ups) |
| 2.1 |
All requests for furniture from such schools should be submitted by 05 February 2016 to the school’s circuit manager. |
| 2.2 |
A completed WCED 026A (Furniture) requisition form must accompany the applications for furniture (top-ups) submitted by existing schools. |
| 2.3 |
District directors will evaluate furniture needs in all circuits and compile a prioritised list in line with the available budget based on previous orders and learner numbers. The priority list will be sent to the Chief Directorate: Districts by 26 February 2016, for approval and signing. |
| 2.4 |
District offices will notify schools in writing as to whether their requests were successful, amended or turned down. |
| 2.5 |
The Directorate: Institutional Resource Support will place orders for the approved prioritised furniture with contracted suppliers at the beginning of the new financial year starting on 01 April 2016. The suppliers will deliver furniture within 4 to 6 weeks of the order date. |
| 2.6 |
The furniture contract has a one-year warranty period with the following stipulations:
- 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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| 2.7 |
Schools should not order furniture directly from suppliers. Payment for such orders will be for the account of the school. |
| 2.8 |
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 equipment. |
| 3. |
Management of furniture and equipment at schools |
| 3.1 |
Schools must establish a procurement committee which will be responsible for keeping updated records of equipment and furniture in the possession of the school (see the guidelines, Basic Financial System for Schools). |
| 3.2 |
Obsolete furniture 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 available for monitoring purposes. |
| 3.3 |
Broken furniture that can still be repaired must be properly stored to prevent further damage. |
| 3.4 |
Schools must update their inventory records annually (stock on hand, disposals and shortages). These records should be used to verify the need for top-ups and must be made available on request. |
| 3.5 |
An inventory system is currently being developed on CEMIS for schools to capture their inventory records. Details of the CEMIS inventory system will be communicated at a later stage. |
| 3.6 |
In order to safeguard assets against theft, schools are encouraged to mark all equipment and furniture items, especially plastic hall chairs. |
| 4. |
Thank you for your co-operation in these important matters. |
SIGNED: P A VINJEVOLD
HEAD: EDUCATION
DATE: 2015:00:00
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