Presentation on PARLIAMENTARY VILLAGES and MINISTERIAL HOUSES to: PORTFOLIO COMMITTEE ON PUBLIC WORKS DATE : 22 NOVEMBER 2011 Presentation for PC on Public Works-PV’s & Residences

PRESTIGE PROPERTY MANAGEMENT Prestige Property Management under the umbrella of the National Department of Public Works is responsible for office and residential accommodation of Presidency, Presiding Officers, Ministers, Deputy Ministers and Members of Parliament. Presentation for PC on Public Works-PV’s & Residences

Parliamentary Villages Management of furniture Procurement-The department applies the Public Financial Management Act in terms of the acquisition of goods. Items are selected by the Interiors Designers to ensure standardization and uniformity at the Parliamentary Villages. A detailed specification is drafted by the Interior Designer and approved by the Chief Interior Designer and Assistant Director Administration for budget purposes. The specification is send to Procurement whereby quotations are invited from suppliers. Bids are received by Procurement and send to Prestige with recommended supplier. Items that are more than R are scored and sent to Sub-bid Committee for adjudication and approval. After approval an order will be issued by Provisioning. Disposal-Items marked for disposal are identified by the Interior Design team and stored in a holding store whereby they are disposed by means of donations or transfers. The departments will send the list of disposed items to Client Departments, NGO’s whereby they will confirm their interest and identify items required, a submission will be written and approved by Director Finance or ADG. After approval and collection items are removed from the Asset Register. Presentation for PC on Public Works-PV’s & Residences

Financial State of Affairs of the Parliamentary Villages Management Board Procurement Policy applied is the Public Management Finance Act. The Board is responsible for the Transportation of Members of Parliament, Sessional Official and learners to various schools. There are (2) two Transportation Service Providers, namely Messrs Atlas Springbok and Messrs African Wildcats Charters and Tours. Allocation for 2011/2012 – R Expected Balance end of October 2011 – R Presentation for PC on Public Works-PV’s & Residences

Facilities Management The Facilities Management company is responsible for the upkeep and management of day to day maintenance that ranges from: Locksmith services. Plumbing. Handyman Services. Electrical Services Building. Carpet Cleaning Household appliances Alarm. Pest Control. Normal Cleaning. Presentation for PC on Public Works-PV’s & Residences

RESIDENCES This sub section is responsible for residential accommodation of Presidency, Presiding Officers, Ministers, Deputy Ministers and Directors General. Accommodation mentioned above including furniture items as per the Ministerial Handbook. The process for the provision of furniture items is as follows: Presentation for PC on Public Works-PV’s & Residences

The client as mentioned above will request in writing of any movable asset it need as per the provision listed in the Ministerial Handbook to the Minister of Public Works: The Minister through administration (Prestige Section) acknowledges receipt of the request. Prestige section through the Client Relation Manager accompanied by the Interior Decorator will then engage the client using the story boards as per the requirement to establish the specific requirement within the budget allocated and also advice the client accordingly whether it can be provided within the current financial year or the next. Should the choices be made and finalized as to the requirement, the Interior Decorator will then compile a specification to be advertised in selecting the best possible service provider. The Portfolio Committee should take note that the process mentioned above takes approximately a month. As soon as a service provider is awarded, an order number will be created to instruction the service provider to begin acquiring the furniture depending on whether the furniture is to be made; the process can take up to six weeks before it is delivered but if it is readily made, it can take approximately one to two weeks to be delivered. Once the furniture is delivered, provisioning section will then sent its team to barcode the furniture so that it can form part of the inventory list called RR32. Presentation for PC on Public Works-PV’s & Residences 20117

The Committee should take note that the furniture providers last at least five to seven years before it can be replaced. Previous experience indicate that in some official residences, the life span of furniture is reduced to at least three years due to cabinet change and or damage to property due to negligence. Provisioning of furniture items to parliamentary villages is done in bulk for the sake of uniformity. The quality of furniture is different to that of the Ministers but within budget constraints. The Committee should also take note that asset verification of all movable assets per residence is done twice per annum in ensuring that our RR32 report is updated on a regular basis. Prestige section is allocated a limited amount of budget per annum and is outlined below under item 4. Facilities management services is responsible for the day to day maintenance of all offices and residences within Prestige Property Management, upkeep of the infrastructure such as roads, storm water channels, water supply, drainage and electricity, security system including landscape. The service is provided 24 hours on daily basis. Presentation for PC on Public Works-PV’s & Residences 20118

DETAILED PROCESSES FOLLOWED ON PROCUREMENT OF NEW FURNITURE FOR MINISTERIAL RESIDENCES AND OFFICES Client send request to Minister’s Office. Ministry acknowledge request and send to the Regional Manager’s Office. RM delegates request to Director Prestige. Director Prestige delegate to Deputy Director. Deputy Director refers the request to CRM, Interior and ASD Admin. CRM make appointment with Client co-opt Interior Designer to attend site visit. Interior come up with proposed layout (time frame range depend on client approval). CRM/Interior set up a meeting with client to discuss proposal and get approval/selection of choices and client to sign for them. Interior draft specification for the project. Go out on Tender/quotation on the project (sent out to Procurement Section to invite on data base suppliers)(Time frame for quotes depends on the bulk of required items). Presentation for PC on Public Works-PV’s & Residences

DETAILED PROCESSES FOLLOWED ON PROCUREMENT OF NEW FURNITURE FOR MINISTERIAL RESIDENCES AND OFFICES CONT… Quotation accepted under R and captured on logis over R sent to the Sub-bid for approval and R ,00 and above to RBAC Approval. Under R30,000 ASD sign quote (Approval of amount) recommended contractor and confirm funds availability. Captured by Admin Assistant on logis for requisition number on the same day approved by ASD Admin. Proceed the captured docs to Provisioning for the order number to be issued (ASD Provisioning authorise & issue an order number). Admin assistant to check on daily basis if the order number has been issued. Order number received from Provisioning, the Admin Support will fax and post the order and call the supplier for the delivery date. Admin Support get the delivery date in writing from the Supplier. ASD Admin inform the Asset Management Section for delivery date to arrange for barcoding of the furniture. Interiors supervise the delivery and inspect the furniture if is per specification. ASD Admin receive the invoice and give to the Interiors to inspect if the invoice is per received goods and signed it off if work is completed to satisfaction. ASD Amin sent the invoice to Provisioning for payment process. Presentation for PC on Public Works-PV’s & Residences

PRESTIGE FURNITURE BUDGET MINISTERIAL & PRESIDENTIAL: ALLOCATIONS CURRENT : R1,146, SPENT : R2,070, COMMITMENTS : R 361, ALLOCATIONS CAPITAL : R7,000, SPENT : R2,782, COMMITMENTS : R 546, Presentation for PC on Public Works-PV’s & Residences

PRESTIGE FURNITURE BUDGET CONT… PARLIAMENTARY VILLAGES: ALLOCATIONS CURRENT : R 302, SPENT : R 806, COMMITMENTS : R 33, ALLOCATIONS CAPITAL : R3,000, SPENT : R 704, COMMITMENTS : R1,800, Presentation for PC on Public Works-PV’s & Residences

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