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 2011
1
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 2011
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Parliamentary Villages
Management of furniture
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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 R30 000.00 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 2011
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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 7 401 000-00
• Expected Balance end of October 2011 – R 5 005919.44
Presentation for PC on Public Works-PV’s &
Residences 2011
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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 2011
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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 2011
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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:
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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.
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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.
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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 2011
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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.
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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.
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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.
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Prestige section is allocated a limited amount of budget per annum and is
outlined below under item 4.
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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 2011
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DETAILED PROCESSES FOLLOWED ON
PROCUREMENT OF NEW FURNITURE FOR
MINISTERIAL RESIDENCES AND OFFICES
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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 2011
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DETAILED PROCESSES FOLLOWED ON PROCUREMENT OF NEW
FURNITURE FOR MINISTERIAL RESIDENCES AND OFFICES CONT…
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Quotation accepted under R30 000 and captured on logis over R30 000 sent to the Sub-bid
for approval and R500 000,00 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 2011
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PRESTIGE FURNITURE BUDGET
• MINISTERIAL & PRESIDENTIAL:
ALLOCATIONS CURRENT : R1,146,000.00
SPENT
: R2,070,090.00
COMMITMENTS
: R 361,495.00
ALLOCATIONS CAPITAL : R7,000,000.00
SPENT
: R2,782,598.00
COMMITMENTS
: R 546,582.00
Presentation for PC on Public Works-PV’s &
Residences 2011
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PRESTIGE FURNITURE BUDGET CONT…
PARLIAMENTARY VILLAGES:
ALLOCATIONS CURRENT : R 302,000.00
SPENT
: R 806,095.00
COMMITMENTS
: R 33,304.00
ALLOCATIONS CAPITAL : R3,000,000.00
SPENT
: R 704,099.00
COMMITMENTS
: R1,800,000.00
Presentation for PC on Public Works-PV’s &
Residences 2011
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THANK YOU
Presentation for PC on Public Works-PV’s &
Residences 2011
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