Records to be Created/Collected to Document
RMAO’s Business Function 23
Procurement of Goods and Services over Quotation Limit but not
exceeding Departmental Limit
Of the Government Records Service (GRS)
(a)
Assessment/analysis of the business function –
For procurement with a value over quotation limit not exceeding
departmental limit specified in SPR 220(a) (i.e. $10 million), there are nine
main transactions involved in the business process where records should be
created/collected:
(i)
Identify need for goods or services by user and seek endorsement for
procurement from appropriate officer in accordance with Chapters III
(for tender procedures) or IV (for consultants selection procedures) of
the SPRs.
(ii) The Standard Marking Scheme (SMS) Framework is applicable to all
goods and services tenders, except for works contracts and
consultancy services for which separate guidelines apply. Any
deviation from the SMS Framework will be subject to the prior
approval of the Departmental Tender Committee (DTC). For
consultancy services, submit stage 1 approval (approval for inviting
consultancy proposals from the recommended firms, and approval of
the consultancy brief and method of assessing consultancy proposals)
to Departmental Consultants Selection Committee (DCSC).
(iii) Invite tenders / consultancy proposals from tenderers, and publish the
tender request notice in the Government Gazette (the Gazette) and e-
tender Box through Government Logistics Department (GLD) via
Supplies Office, and on Administration Wing’s & GRS’ websites.
(iv) The Tender Assessment Panel (TAP) to receive the tenders /
consultancy proposals from GLD Tender Box via Supplies Office.
(v) TAP to evaluate tenders / consultancy proposals and make
recommendation.
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(vi) TAP to forward the recommendation to DTC/DCSC for approval
(stage 2 approval for consultancy service).
(vii) Place order by raising Letter of Acceptance after receipt of approval
from DTC/DCSC and upon advice from User / Supplies Office.
(viii) User to dispatch the certified invoice to Administration Office upon
acceptance of goods or services.
(ix) Submit the certified invoice to Supplies Office for payment after
checking.
(b)
Considerations on the records to be created/collected –
Records should be created/collected during the business process to:
(i)
Provide documentation to demonstrate the procurement is conducted
in accordance with Chapters III or IV of the SPRs.
(ii) Cater for the possible need to explain and, if necessary, justify the
procurement action in the event of inquiry, audit or other investigation;
and
(iii) meet operational and financial purposes.
(c)
Development of business rules –
Taking (a) and (b) together, the following business rules are established to
document the procurement action in respect of the creation/collection of required
records in each transaction/step of the business process of procurement.
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Transaction/Step in the
What to
Who to create/ When to
Where to keep
Business Process
create/collect
collect
create/collect
(1) Identify need for goods or Correspondence User
Immediately after GRS
services by user and seek
(e.g. email,
EO(Adm)
receipt of
003-005
SEO(Adm)
endorsement for procurement memo, file
request/grant of
from appropriate officer in
minute)
endorsement
accordance with Chapters III
(tender procedures) or
Chapter IV (for consultancy
service) of the SPRs
(2) For goods and services
Submission and
User
Immediately
(ditto)
(except for works contracts
DTC/DCSC
after receipt
and consultancy services),
correspondences
any deviation from the SMS (e.g. email,
Framework will be subject to minute, agenda,
the prior approval of the
meeting notes,
DTC
letter of approval,
etc.)
For consultancy services,
submit stage 1 approval
(approval for inviting
consultancy proposals from
the recommended firms, and
approval of the consultancy
brief and method of assessing
consultancy proposals) to
DCSC
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Transaction/Step in the
What to
Who to create/ When to
Where to keep
Business Process
create/collect
collect
create/collect
(3) Invite tenders /
Invitation
User
Immediately after
(ditto)
consultancy proposals from letter/memo/
EO(Adm)
issue
tenderers and publish
upload in the
tender request notice in the internet/
Gazette and e-tender Box
emails etc.
through GLD via Supplies
Office, and on
Administration Wing’s &
GRS’ websites. (for goods
and services tender)
(4) TAP receives the
Memo
User (TAP) Immediately after
(ditto)
tenders/consultancy
/email with
receipt
proposals from GLD
tender
Tender Box via
documents
Supplies Office
(5) TAP evaluates
File
User (TAP) Immediately after
(ditto)
tenders/consultant
minute/memo/
recommendation
proposals received and
email
was made
make recommendation
(6) TAP forwards the
Submission and
User (TAP) Immediately after
(ditto)
recommendation to
DTC/DCSC
dispatch to the
DTC/DCSC for approval
correspondences
DTC/DCSC
(stage 2 approval for
(e.g. minute,
consultancy service)
agenda, meeting
notes, letter of
approval, email
etc.)
(7) To place order by
File minute
User
Immediately after
(ditto)
raising letter of acceptance /memo/email/letter EO(Adm)
issue of orders/letter
SEO(Adm)
after receipt of approval
of acceptance
of acceptance
from DTC/DCSC and
upon advice from User and
Supplies Office
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Transaction/Step in the
What to
Who to create/ When to
Where to keep
Business Process
create/collect
collect
create/collect
(8) User dispatches the
Certified invoice User
Immediately after
GRS
certified invoice to
ACO(Adm)3 receipt of
004-015
Administration Office
correspondence
upon acceptance of
goods or services
(9) Submit the certified
Original
ACO(Adm)3 Immediately after
(ditto)
invoice to Supplies Office
invoice
issue
for payment after checking
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