Procurement - Bidding and Contract Award
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- Lay down procurement policy and procedures
- Require staff to declare and manage conflicts of interest
- Establish a central procurement unit (if resources allow) to monitor procurement activities
- Designate approving authorities for purchases of different values
- Segregate duties (e.g. different staff to raise requests, source suppliers, receive goods, and make payments)
- Exercise budget control; ensure all purchases are within budget unless approved with reasons
- Adopt competitive bidding to obtain best value for money
- Use quotation for low-value purchases and open or restricted tender for high-value purchases
- Maintain purchase records, including quotations, decisions and justifications for supplier selection, for audit purposes
- As far as practicable and where resources permit, digitalise the procurement process and controls (e.g. adoption of an e-procurement system).
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- Maintain lists of approved suppliers for recurrent goods and services, categorised by type
- Require staff to invite suppliers on the list for bidding, with justifications for deviations
- Provide a channel for new suppliers to apply for inclusion
- Lay down inclusion criteria (e.g. track record) and specify approving authority
- Evaluate supplier performance through user feedback for future procurement
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- Design a standard requisition form recording specifications, quantity, delivery date, and signatures of requesting staff and approving authority
- Assign senior staff to vet specifications to avoid overly restrictive requirements
- Include specifications in bid invitations
- Consider term contracts for frequently purchased goods or services (e.g. office supplies, maintenance)
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- Invite written quotations where possible
- Invite suppliers on approved lists; include others only with justification and approval
- Prevent leakage or tampering (e.g. designated mailbox with restricted access for electronic quotations)
- Designate staff to securely keep quotations until closing time
- Keep copies for checking if necessary
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- Form a panel to determine assessment criteria and select suppliers (e.g. user, procurement, and specialist departments)
- Invite suppliers on approved lists or consider open bids via website or newspaper
- Include in tender specifications, criteria, terms, and required information (experience, proposals, price)
- Draw up a marking scheme with weightings for price and technical proposals
- Ensure all bidders receive the same information
- Require duplicate proposals in sealed envelopes
- Keep tenders locked before closing (or password-controlled if electronic)
- Assign at least two staff to open proposals after closing and retain duplicates for checking
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- Allow designated staff to maintain petty cash with preset limit and replenishment procedures
- Require invoices or receipts for payments; claim forms if receipts unavailable
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- Evaluate proposals based on pre-determined criteria; and require panel members to record assessments independently
- Invite presentations for complex proposals
- Select highest-scoring bidder; otherwise obtain special approval with justification
