Procurement Procedures for Lab Equpment 2010

7/28/2019 Procurement Procedures for Lab Equpment 2010

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Procurement Procedures for Laboratory/Teaching/Research

Equipment, Laboratory Consumables and Special Services

1.0 Purpose

To ensure the University achieves best value for money from purchases oflaboratory/teaching/research equipment, laboratory consumables and special

services.

2.0 Scope

2.1 These procedures apply to the procurement of laboratory/teaching/researchequipment (including ICT equipment and software in laboratory for teaching and

research purposes), laboratory consumables and special services required byfaculty/centre for foundation studies for conducting undergraduate/postgraduateprogrammes and research grant projects.

2.2 In the context of these procedures, laboratory consumables include teachingmaterials, ICT consumables in laboratory for teaching and research purposes,

chemicals, lab ware, glassware and components. Special services include

maintenance and repair services for teaching/research equipment, ICT equipmentand software in laboratory for teaching and research purposes, modification to

equipment and furniture, professional services e.g. elemental analysis and other

tests where facilities/instruments are not available in the university.

2.3 Attachment 1 shows an overview of the procurement procedures for

laboratory/teaching/research equipment, laboratory consumables and specialservices.

3.0 Database of Registered Suppliers

3.1 The University kept and maintained a centralized database for registration of

suppliers for goods and services required by the University.

3.2 The registration of new suppliers is an ongoing process. Vendors/contractors whoare interested to register as registered supplier for goods or services to theUniversity may download and complete the Supplier Information Form and

submit it with the relevant documents to Division of Finance.

3.3 Faculty/Centre for Foundation Studies (CFS) that procures goods or services shallrequest quotations from the registered suppliers in the centralized database.


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4.0 Faculty General Office Staffs to Administer Procurement

4.1 The Dean of Faculty/Director of CFS shall assign two (2) Faculty General Office

staffs to administer the procurement processes of goods and services. The period

of each staff assigned to administer the procurement of goods and services shallbe two (2) years.

4.2 The Dean of Faculty/ Director of CFS shall authorize the Faculty General Office

staff assigned in procurement to access the list of registered suppliers for goods

and services in the centralized database, through request forwarded to SoftwareDevelopment and Multimedia Services Centre.

5.0 Purchase Request Process

5.1 Undergraduate/postgraduate programmes:

(a) Laboratory/teaching equipment and special services

(i) An academic staff member teaching the subject unit identifies theneed for laboratory/teaching equipment or special services.

(ii) The academic staff initiates a purchase request by providing

precise specifications of laboratory/teaching equipment and specialservices needed, the name of registered suppliers in the University

centralized database and any add-on of non-registered suppliers to

be invited to quote for the goods or services required forconsideration in the Departmental Purchasing Committee meeting.

(b) Laboratory consumables

The laboratory officers in consultation with the relevant teaching staff

member, initiates the purchase request for laboratory consumables neededand providing precise specifications, the name of registered suppliers in

the University centralized database and any add-on of non-registered

suppliers to be invited to quote for the goods or services required for

consideration in the Departmental Purchasing Committee meeting.

5.2 Research grant projects:

The researcher initiates the purchase request for equipment, consumables and

special services needed and provides precise specifications, the name of registeredsuppliers in the University centralized database and any add-on of non-registered


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suppliers to be invited to quote for the goods or services required for

consideration in the Departmental Purchasing Committee meeting.

5.3 In the event that the particular goods or services are available from only one

supplier, the requirements of this procurement procedure are waived. The

Chairman of the Departmental Purchasing Committee meeting shall keep in filethe documentation in support of waivers made on this basis for audit purposes.

6.0 Departmental Purchasing Committee

6.1 The membership of the Departmental Purchasing Committee would comprise of a

Head of Department and 2 members to be appointed by the Faculty.

6.2 The Departmental Purchasing Committee shall review the purchase request of theinitiator and recommend it to be approved by the relevant approving authorities

stated in paragraph 7.0 below.

7.0 Purchase Request Approving Authorities

7.1 The Faculty General Office staffs assigned to procure goods and services

compiled the Purchase Request recommended by Departmental Purchasing

Committee and submit it for approval by the approving authorities outlined

below:

Total Value of Purchase

Types of PurchaseRequest Not Exceeding

RM100,000

Per Item

Above RM100,000 to

Not Exceeding

RM500,000 Per Item

Above RM500,000

Per Item

Laboratory/teaching/

research equipment

Software in laboratory

for teaching and research

purposes

Faculty Management

Committee

Budget and

Procurement

Committee

Senior Management

Committee

Total Value of PurchaseTypes of Purchase

Request Not Exceeding

RM10,000

Per Item

Above RM10,000 to

Not Exceeding

RM500,000 Per Item

Above RM500,000

Per Item

Laboratory consumables

and Special Services

Faculty Management

Committee

Budget and

Procurement

Committee

Senior Management

Committee


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7.2 Upon approval by the relevant authority on the Purchase Request, the FacultyGeneral Office staffs submit the Purchase Request RFQ to Faculty Management

Committee for approval.

8.0 Financial Thresholds for Quotations and Tenders

The decision on whether a purchase should be handled under Request For

Quotation (RFQ) or tender processes is based on the procurement value per iteminvolved which is as follows:

Procurement

Value

Per Item

Procurement

Processes

Procurement

Procedures

Minimum Number of

Quotations/Tenders

Not exceeding

RM1 million

RFQ Refer to para. 9.0 Three (3) written

quotations

RM1million andabove

Tender Attachment 2 Three (3) tenders

9.0 Request for Quotation (RFQ) Procedures

9.1 RFQ process shall be used by faculty/CFS for purchasing

laboratory/teaching/research equipment, laboratory consumables and special

services with total value per item not exceeding RM1million.

9.2 The Faculty General Office staff assigned to administer RFQ process shall ensurethat RFQ letters signed by the Dean of Faculty/Director of CFS or personauthorized by the Dean are sent to the list of suppliers approved by the Faculty

Management Committee. All RFQ invitations to suppliers are required to send

via BOTH email and fax.

9.3 RFQ of specific item, the initiator of the purchase request is required to conduct a

particular briefing session (not briefing the companies individually) on thedrawing design and etc. to all companies that were invited to quote.

9.4 All suppliers receive the RFQ letter and receive the same information such as

specification of goods or services to be provided and quotation closing date andtime, at or about the same time. Brand name of item(s) to be procured should not

be specified in the RFQ letter.


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10.0 Submission of Quotation

10.1 Suppliers are requested to submit their quotations in sealed envelopes and drop

into the specified locked Quotation Box on or before the quotation closing dateand time.

10.2 Nevertheless, if Faculty Management Committee decided to procure the goodsand services from overseas then e-mail or fax quotation from overseas suppliers is

accepted.

11.0 Opening and Recording of Quotation

11.1 All quotations are opened only after the deadline has expired and in the presence

of the members of the Faculty Purchasing Committee.

11.2 Members present at the quotation opening are required to sign on the Record of

Quotation/Tender Results Form (refer Attachment 3) and all price quotationssubmitted.

11.3 Any quotation received after the deadline is documented as late with the date

and time and will not be opened.

11.4 Faculty General Office staff assigned to administer RFQ shall tabulate all

quotations received from suppliers and submits it with equipment specification,etc to the staff who initiates the purchase request for evaluation.

12.0 Tender Procedures

Refer to Attachment 2.

13.0 Evaluation and Award

13.1 The staff who initiates the purchase request shall evaluate the quotations received

from suppliers, assess the compliance of the quotations with the specifications, etc

and make recommendation in a report (refer Attachment 4 format) to the FacultyPurchasing Committee together with the prescribed format listed below:

(i) Laboratory/teaching equipment for conducting

undergraduate/postgraduate programmes (refer Attachment A)(ii) Laboratory consumables and special services for conducting

undergraduate/postgraduate programmes (refer Attachment B)

(iii) Equipment for Research Grant Projects (refer Attachment C)(iv) Laboratory consumables and Special Services for Research Grant Projects

(refer Attachment D)


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13.2 Faculty Purchasing Committee shall select the supplier that quoted the lowest

price for item to be purchased from a minimum of three (3) qualified sources of

supply, except for purchase of item which is available from only on supplier and

recommend to the relevant purchasing approving authority for approval (refer

para.14.0).

13.3 If the supplier that quoted the lowest price for an item is not selected, Faculty

Purchasing Committee shall record the reasons for non-selection.

14.0 Purchase Approving Authorities and Expenditure Authority Limits - RFQ

14.1 The purchasing approving authorities and expenditure authority limits for RFQ

process is outlined below:

Total Value of Purchase

No. DescriptionNot Exceeding

RM20,000.00

Per Item

Above

RM20,000.00

Per Item

1. Undergraduate/Postgraduate

Programmes

Laboratory/ teaching

equipment (including ICT

equipment and software inlaboratory teaching

purpose), lab consumables

(including ICT consumables

in laboratory teaching

purpose) and special

services

Dean of Faculty/Director

of CFS withrecommendation from the

Faculty Purchasing

Committee

UTAR Purchasing Committee

with recommendation from theFaculty Purchasing Committee

and supported by the Dean of

Faculty/Director of CFS

2. Research Grant Projects

Research equipment

(including ICT equipment

and software in laboratory

for research purpose),consumables (including ICT

consumables in laboratory

for research purpose) and

special services

Director of IPSR with

recommendation from the

Faculty Purchasing

Committee and supportedby the Dean of Faculty

UTAR Purchasing Committee

with recommendation from the

Faculty Purchasing Committee

and supported by the Dean ofFaculty and Director of IPSR

14.2 Purchase of goods or services with a total value above RM20,000.00 and notexceeding RM1 million per item required the recommendation from the Faculty

Purchasing Committee to UTAR Purchasing Committee for approval. Following


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consideration by Faculty Purchasing Committee, the Faculty/CFS submits the

following documents to the Secretariat of UTAR Purchasing Committee forconsideration and approval of purchase request:

(a) All quotations and equipment specifications from suppliers

(b) Evaluation report (refer Attachment 4) by staff who initiates the purchaserequest and recommendation(c) Minutes of Faculty Purchasing Committee

14.3 Faculty General Office staff assigned to administer RFQ shall liaise with Division

of Finance to apply for exemption on import duty and sales tax when the amounton import duty and sales tax (inclusive of shipping and handling charges)

exceeded RM1,000.00.

15.0 Purchase Approving Authorities - Tender

15.1 The Tenders Board shall consider and approve the award of tenders for

procurement of goods and services from RM1 million to RM10 million based onthe recommendation of the UTAR Purchasing Committee.

15.2 The Council shall consider and approve the award of tenders for procurement of

goods and services above RM10 million based on the recommendation from the

Tenders Board.

16.0 Purchase Order

16.1 Purchase Order shall be issued by the Faculty General Office staff to the supplier

for items approved by the purchase approving authorities concerned.

16.2 Purchase Order is to be signed for and on behalf of the University in the following

manner:

(a) For Undergraduate/Postgraduate Programmes

(i) Amount not exceeding RM20,000.00 signed by the Dean ofFaculty/Director of CFS or person authorized by the Dean in

writing to DFN.(ii) Amount above RM20,000.00 signed by the Dean of Faculty/

Director of CFS or person authorized by the Dean in writing to theDFN and the Director of DFN.


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(b) For Research Grant Projects

(i) Amount not exceeding RM20,000.00 signed by the Director of

IPSR

(ii) Amount above RM20,000.00 signed by the Director of IPSR and

the Director of DFN.

16.3 The distribution of Purchase Order is as follows:

(a) 1st copy of the Purchase Order (white colour) is to be mailed to the

supplier.

(b) 2nd copy of the Purchase Order (yellow colour) is to be submitted to the

DFN for payment supported with:

(i) Original Invoice approved for payment:

- by the Dean of Faculty/ Director of CFS or person

authorized by the Dean in writing to Director of DFN for

undergraduate/ postgraduate programmes; or

- by the Director of IPSR for research grant projects

(ii) Original Delivery Order; and

(iii) Purchases for undergraduate/postgraduate programmesapproved by

the Dean of Faculty/ Director of CFS for total value of purchase

not exceeding RM20,000.00 per item; or

(iv) Purchases for research grant projects approved by the Director of

IPSR for total value of purchase not exceeding RM20,000.00 per

item; or

(v) Minutes of:

UTAR Purchasing Committee for a total value of purchase

above RM20,000.00 and not exceeding RM1 million per

item; or

Tenders Board for total value of purchase of RM1 million

and above to not exceeding RM10 million per item; or

Council for total value of purchase exceeding RM10

million per item.(c) 3rd

copy of the Purchase Order (green colour) is to be retained by the

Faculty General Office that issued it.


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17.0 Filing

The Faculty, CFS and IPSR shall file at its office, a copy of all approved purchase

requests, purchase orders together with quotations and equipment specification

obtained from supplier so that reference can be made should an internal audit be

carried out.

18.0 AttachmentAttachment 1: An Overview of the Procurement Procedures for Laboratory/

Teaching/Research Equipment, Laboratory Consumables andSpecial Services

Attachment 2: Tender Procedures

Attachment 3: Record of Quotation/Tender Results Form

Attachment 4: Evaluation Report on Purchase Request for Consideration andApproval by UTAR Purchasing Committee

Attachment A Purchases for Laboratory/Teaching EquipmentAttachment B Purchases for Laboratory Consumables and Special Services

Attachment C Purchases for Equipment (Research Grant Projects)

Attachment D Purchases for Laboratory Consumables and Special Services(Research Grant Projects)

Attachment E Technical Compliance

Attachment F Commercial Comparison

19.0 Effective Date

1 August 2010


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Attachment 1

> RM100,000 to RM500,000

per item

Procurement Procedures for Laboratory/Teaching/Research Equipment,Laboratory Consumables and Special Services

> RM500,000per item

Types ofPurchaseRequest

Departmental Purchasing Committee Meeting

Laboratory/Teaching/Research Equipment Software in laboratory for teaching & research purposes

RM100,000per itemTotal Value of

PurchaseRequest

> RM10,000 to RM500,000

per item

RM10,000per item

> RM500,000per item

FacultyManagementCommittee

Purchase RequestApprovingAuthorities

Budget &ProcurementCommittee

SeniorManagementCommittee

SeniorManagementCommittee

Budget &ProcurementCommittee

FacultyManagementCommittee

Faculty Management Committee

Yes

Laboratory Consumables & SpecialServices

Purchase Request

No

No

Yes

Academic staff Laboratory/Teaching Equipment Special Services

Laboratory officer

Laboratory Consumables

Researcher

Equipment Consumables Special Services

Review of PurchaseRequest and makerecommendation

Submit PurchaseRequest RFQ forapproval

Initiators

Sourcing for Quotation

Compilation of Quotation

Evaluation

Faculty Purchasing Committee (FPC)

> RM 20,000 to< RM 1 million per item

Dean of Faculty/Directorof CFS/Director of IPSR

Opening of Quotation

RM20,000 per item

UTAR PurchasingCommittee

> RM 10 million per item



Tenders Board Tenders Board

Council

Witnessed by Members of FPC

Faculty Office staff administersRFQand Tender

Recommendation of Purchase

Recommendation by Initiator

Faculty Office staff

RM 1 million to RM 10 million per item

ExpenditureAuthorityLimits

Recommendation from Deanof Faculty/Director

of CFS/Director of IPSR

PurchaseApproving

Authorities






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Attachment 2

1.0 Tender Procedures

1.1 Tender shall called by faculty/CFS for purchasing laboratory/teaching/research

equipment, laboratory consumables and special services in which the total valueper item is RM1 million and above.

1.2 All proposed procurement of goods and services of RM1 million and above are

subject to final review and approval by the Senior Management Committee beforecalling of tenders.

1.3 Advertisements are placed in the newspapers. Closing date and time of the tenderare stated on the advertisement.

1.4 A standard tender pack comprises of a Tender Form, specifications, Conditions of

Contract and other documents, is issued to tenderers for completion and return byspecified closing date and time.

1.5 All tenders are opened on the due date and in the presence of at least two

members of the Tenders Opening Sub-Committee. Any tender received after thedeadline is documented as late with the date and time and will not be opened.

1.6 All tenders received are recorded on a Record of Quotation/Tender Results Form

(refer Attachment 3). Members present at the tender opening are required to signon the Record of Tender Results, the Tender Form and Schedule of Prices

returned by each tenderer.

1.7 Faculty General Office staff assigned to administer Tender shall tabulate alltenders received from suppliers and submits it with equipment specification, etc to

the staff who initiates the purchase request for evaluation.

1.8 The staff who initiates the purchase request shall evaluate the tenders received

from suppliers, assess the compliance of the tenders with the specification, etc,

submit tender evaluation report and make recommendation to the FacultyPurchasing Committee.

1.9 The Faculty Purchasing Committee shall consider the tender evaluation report,evaluate the tenders received, select appropriate tender and recommend the award

of tender to the UTAR Purchasing Committee.


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Attachment 3

RECORD OF QUOTATION/TENDER RESULTS

Laboratory/Teaching Equipment: _____________________________

Equipment (Research Projects): _____________________________

Laboratory Consumables: _____________________________

Special Services: _____________________________

No. Name of Supplier AmountRM

Remarks

1.2.3.4.5.6.7.

Quotations Date Time and LocationClosedOpened

In the presence ofName Signature Designation


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Attachment 4

Evaluation Report on Purchase Request

for Consideration and Approval by UTAR Purchasing Committee

1. Detail Specifications of the Item/Scope of Works:

2. Justification of Purchase:

3. Suppliers Invited to Quote:

No. Name of Suppliers Methods of

Invitation

Date of

Invitation

4. Quotation Closed On (date and time):

5. Quotation Opened On (date and time):

6. Suppliers Quotation and Amount

No. Name of Suppliers Amount

7. Technical Compliance (refer prescribed format - Attachment F)

8 Commercial Comparison (refer prescribed format - Attachment G)

9 Recommendation:

10. Prepared by:


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Attachment A

Purchases for Laboratory/Teaching Equipment(including ICT equipment and software in laboratory for teaching purpose)

Name of Faculty: _______________________________

Date of Meeting: ________________________________

Name of Supplier and Unit Price

Itemno.

Description Company

Name

RM

Company

Name

RM

Company

Name

RM

Company

Name

RM

Recommended

Supplier

Unit Price

RM

Quantity

Required

Total

RM

Recommended by:

_____________________ ________________________ _________________________

(Name) (Name) (Name)

Chairman Designation Designation

Amount of AppropriationTotal value of purchase

not exceeding RM20,000 per

item

Total value of purchase

above RM20,000 per item

This Request

RM

Previously

ApprovedRecommendation supported by

Dean of Faculty

(Name)

Total

Expenditure

Approved by Dean of

Faculty:

(Name)

Approved by UTARPurchasing Committee

BudgetRequested


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Attachment B

Purchases for Laboratory Consumables and Special Services (laboratory consumables include teaching materials, ICT consumables in laboratory for teaching

purpose, chemicals, lab ware, glassware and components)

(special services include maintenance and repair services, modification to equipment andfurniture, professional services)

Name of Faculty: _______________________________

Date of Meeting: ________________________________

Name of Supplier and Unit PriceItemno. Description

CompanyName

RM

CompanyName

RM

CompanyName

RM

CompanyName

RM

Recommended

Supplier

Unit Price

RM

Quantity

Required

Total

RM

Recommended by:

_____________________ ________________________ _________________________



Amount of AppropriationTotal value of purchase


item


above RM20,000 per item

This Request

RM

Previously

ApprovedRecommendation supported by

Dean of Faculty

(Name)

Total

Expenditure

Approved by Dean of

Faculty:

(Name)

Approved by UTAR

Purchasing Committee

Budget

Requested


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Attachment CPurchases for Equipment (Research Grant Projects)(including ICT equipment and software)

Name of Faculty: ___________________________Vote Account No.:____________

Date of Meeting: ___________________________

Name of Supplier and Unit PriceItem

no. Description

Company

Name

RM

Company

Name

RM

Company

Name

RM

Company

Name

RM

Recommended

Supplier

Unit Price

RM

Quantity

Required

Total

RM

Recommended by:

_____________________ ________________________ _________________________



Amount of Appropriation


not exceeding RM20,000 peritem


above RM20,000 per item This Request

RM

Previously

ApprovedRecommendation supported

by Dean of Faculty

(Name)

Recommendation supported

by Dean of Faculty

(Name)

Total

Expenditure

Approved by Director of

Institute of Postgraduate

Studies and Research

(Name)


by Director of Institute of

Postgraduate Studies and

Research

(Name)

Budget

Requested

Approved by UTAR



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Attachment D

Purchases for Laboratory Consumables and Special Services (Research Grant Projects)(laboratory consumables include material, ICT consumables, chemicals, lab ware, glassware and components)

(special services include maintenance and repair services, modification to equipment and furniture, professional

services)

Name of Faculty: ___________________________Vote Account No.:____________

Date of Meeting: ___________________________

Name of Supplier and Unit PriceItemno. Description

Company

Name

RM

Company

Name

RM

Company

Name

RM

Company

Name

RM

Recommended

Supplier

Unit Price

RM

Quantity

Required

Total

RM

Recommended by:

_____________________ ________________________ _________________________



Amount of Appropriation



item


above RM20,000 per itemThis Request

RM

Previously

ApprovedRecommendation supported

by Dean of Faculty

(Name)


by Dean of Faculty

(Name)

Total

Expenditure

Approved by Director of

Institute of Postgraduate

Studies and Research

(Name)


by Director of Institute of

Postgraduate Studies and

Research

(Name)

Budget

Requested

Approved by UTAR



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Attachment E

Technical Compliance

Name of Supplier

Specifications in Call for

QuotationCompany

Name

Company

Name

Company

Name

Company

Name

i Description Compliance/

Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

ii Description Compliance/Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

iii Description Compliance/Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

iv Description Compliance/Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

v Description Compliance/Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

vi Description Compliance/Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

Compliance/

Non-compliance

Additional Features by the Company

i

ii

iii

iv


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Attachment F

Commercial Comparison

Name of Supplier

Description Company

Name

Company

Name

Company

Name

Company

Name

i Price

RM RM RM RM

Others: Please specify

ii

iii

iv

v

Budget: ____________________

Documents

Procurement Procedures for Lab Equpment 2010