GUIDELINES OF TENDERS
1. The Director of General Affairs shall be the Chairman of the Tender Committee.
2. All the purchases, contract works or services exceeding RM5, 000 pertaining to The Chamber (KKCCCI) and all the schools under the chamber shall be channeled to the Director of General Affairs and the Tender Committee. The Director of General Affairs shall also handle projects or contract works requiring tender, approved for implementation by the Executive Committee.
3. Priority shall be accorded to KKCCCI members bidding for the tender.
4. The Executive Secretary of the chamber shall act as the secretary of the General Affairs’ Committee and shall have no voting right.
5. In the event of a certain school or a certain section of the Chamber is involved in the subject matter, the Chairman of the School Board of the related school, or the chairman of the related committee of the chamber shall be invited to attend the meeting but shall have no voting right.
6. In the event of any vested interest, any such Management and Supervisory Committees member or any such Sub-Committee member shall notify the Chamber through the completed form to inform the General Affairs’ Committee, so that such person shall not be permitted to attend the meeting.
7. In the event of purchase of school text books by any schools under the chamber, the desired edition of the publication must be specified.
8. Any purchase, contract works or specific services exceeding RM10,000, tender notice of such items must be advertized in the local newspapers, as well as displaying such tender notice at KKCCCI’s Notice Board. The Secretariat shall notify members of such tenders. For projects under RM10, 000, at least three quotations must be obtained.
9. For any project requiring inviting tenders, consultant engineers must be appointed to prepare drawings and estimates and furnishing of the requisite details.
10. The invitation for quotations or tender advertisement write-up complete with detailed specifications must be prepared by the relevant section or the school concerned. The closing date and the reminder that the lowest tendered price may not be the only criteria for acceptance. All tender documents and quotations must be submitted in sealed envelopes and be submitted on prior to the closing date as specified. Persons submitting the tender must specify the track record of experiences and qualifications.
11. In the absence of any exigency of circumstances or public holidays, the date for opening of the tenders shall be fixed in the afternoon of the third Friday of the month. In the event of sheer opening of the tenders or quotations, and no discussion is required, any two of the General Affairs’ Committee members and one executive from the Secretariat are empowered to open the tender box. The tender forms or quotations once removed must be duly signed and be registered in the proper forms.
12. The tender box is placed in the Secretariat, and the sealing tape shall be signed by either the Director of General Affairs or his deputy. The key shall be kept by the Director.
13. In the event, there is no consultant engineer for certain contract works, and in the process of certain on-going job which necessitates variation order (VO), prior approval must be obtained from the Executive Committee for specific opinion from any relevant person with the requisite expertise knowledge.
14. The report on the analysis of tenders must be handed to General Affairs Sub-Committee, who can decide on the tenders less than RM100, 000 and whereas any tenders exceeding RM100, 000 must be referred to Executive Committee for approval.
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| Tender Box |