Quotation

1. Quotations were invited for a procurement. The lowest bid is RM518,600. Can the offered quotation be selected by the Quotation Committee?
  No. The value limit of a Quotation Committee is up to RM500,000. The quotation bid is to be submitted to the Procurement Board for consideration.
     
2. You are a member of Quotations Committee. While sitting in the Quotation Committee, you did not agree with the Chairman and another member on the selection of ABC company for the beautification outside of the office area. Can the procurement with ABC company continue with the majority decision is to select company ABC?
  No. All decisions must be unanimous. Decision of the majority is not enough. Thus, a non-unanimous decision should be referred to the Procurement Board for decision.
     
3. What is the quotation circulation method? Apart from circulating the quotation, what other actions are required to be made by the department?
  Invitation/quotation notice shall be sent directly to the supplier/contractor registered through Appendix Q. Invitation/notice shall be sent by registered post or by hand. In addition, for an agency with a website, quotation notice can be published on the website. If delivered by hand, proof of delivery and receipt shall be retained. A register shall be maintained on the delivery of the quotation. List of invited companies and companies that submit bid must be attached to paper Quotation Committee for deliberations. The Agency shall ensure that the same method are used for managing each quotation. A copy of the quotation invitation shall also be sent to the Malay Chamber of Commerce and Industry of Malaysia (DPPM) in their respective states to allow the quotation information to be disseminated to its members.
     
4. What is the minimum period for invitation/ quotation notice?
  Minimum period for quotation invitation is at least seven (7) consecutive days.
     
5. My Department has invited seven (7) companies for a quotation on the supply of technical equipment office. After the closing quotation, there are only two (2) companies that have submitted bids. Can the dealings be continued to choose the offer?
  Yes, because the conditions to invite at least five (5) quotes have been complied with. However, the offer must meet the specifications. The list of companies that were invited and which ones answered must be submitted to the Quotations Committee. Proof of delivery by hand or post must be given together to the Quotations Committee so that it is satisfied with the quotation invitation.
     
6. What information should be included in the quotation notice?
  Information that should be included in the quotation notice includes the name and address of the inviting department, quote title, requirements / quoter eligibility, field / class / head / required sub head registration, place and address of where the quotation should be sent, the date and time of quotation received and closed. Quotations should be included in a sealed envelope and the quotation reference number written.
     
7. Can the Quotation Committee decide the procurement quotations from the operational and development budget or its power is limited to operational budget only?
  The Quotation Committee appointed by the Controlling Officer may decide on any quotation whether the quotation for the procurement is from operational or development budget. It is up to the Controlling Officer at time of the appointment of Quotation Committee to set the limits of certain powers if necessary.
     
8. Who can be a member of the Price Evaluation Committee?
  Membership of the committee shall not be less than two (2) persons, a chairperson and one member, where one of the officer is from the Management and Professional Group or its equivalent.
     
9. What are the conditions for a supplier to take part in the quotation of approximately RM90,000.00?
  The supplier shall have a certificate / registration certified with the Ministry of Finance in the field and related field code. Suppliers must also have Bumiputera status certificate.
     
10. What is the value limit for a quotation?
  Quotations for supplies, services and works is subject to the following values:-

i)Supplies/Services Procurement
  (a) The procurement of supplies/services worth more than RM50,000 to RM100,000 will be invited from among at least five (5) suppliers/Bumiputera class companies registered with Ministry of Finance in the relevant field code; and
  (b) The procurement of supplies/services worth more than RM100,000 to RM500,000 will be invited from at least five (5) suppliers/companies registered with the Ministry of Finance in the respective field code. Quotations shall be open to the manufacturer/supplier with Bumiputera and non Bumiputera status.
   
  ii) Minor Works Procurement
  (a) For the procurement of minor works or repairs that do not alter the original structure and does not have a Civil Engineering Rates Schedule, valued at more than RM20,000 to RM200,000 procurement may be made based on the Civil Engineering Rates Schedule. The selection of contractors shall be justly made like voting or rotation or quotation among Class F contractors registered with the Contractors Services Centre (PKK) under the head and the relevant sub-head and the Construction Industry Development Board Malaysia (CIDB);
  (b) For the procurement of minor works or repairs that do not alter the original structure and does not have a Civil Engineering Rates Schedule valued at more than RM20,000 to RM500,000, the Agency shall invite quotations among contractors in Class F and Class E registered with the PKK in the class, head and the relevent sub field and the Construction Industry Development Board Malaysia (CIDB); and
  (c) For the procurement of minor works or repairs that do not alter the original structure and does not have a Civil Engineering Rates Schedule valued at more than RM20,000 to RM500,000, the Agency shall invite quotations among contractors in Class F and Class E registered with the PKK in the class, head and the relevent sub field and the Construction Industry Development Board Malaysia (CIDB); and
     
11. What are the forms that can be used to invite quotations?
  Quotations may be invited by using Appendix Q to Treasury Instructions for supplies and services. For works, the PWD/DID form/format can be used. The forms can be modified according to the needs of the Department.
     
12. Who is eligible to participate in the dealings of quotation?
  Contractors/suppliers eligible to participate in quotation are as follows:-
     
  (a) Works
    For works up to RM200,000, contractors / companies registered with the Contractors Services Centre (PKK) with class F Bumiputera status under the head/related sub head and Construction Industry Development Board Malaysia.
For works exceeding RM200,000 to RM500,000, contractors/companies registered with the Contractors Services Centre (PKK) with class E under the head/related sub head and Construction Industry Development Board Malaysia.
  (b) Supplies/Services
    Supplier/Bumiputera status companies registered with the Ministry of Finance under the related field code for the quotation of RM50,000 to RM100,000.
Supplier/company (Bumiputera / non-Bumiputera) registered with the Ministry of Finance under the related code fields for quotation exceeding RM100,000 to RM500,000.
     
13. What is the minimum number of quotations to be invited?
  For procurement, at least five (5) suppliers/contractors should be invited to every quotation. (To deal with disposal, at least ten quotations should be invited - see SPP No. 2 of 1997).
   
14. How are bid boxes to be provided?
  Bid Boxes must be labeled with the title of the quotation, date and time the bid closed. All bid boxes must be locked with two separate keys and the keys must be held by two separate senior officers.
   
15. When is the bid box should be closed?
  Bid boxes shall be closed at the appointed time (12.00 pm) and sealed at the closing date of the quotation.
   
16. When is the quotion box opened?
  Quotation box is to be opened as soon as possible after the quotation has closed. The Head of Department when appointing Quotation Opening Committee shall in writing set the date and time of quotation to be opened.
   
17. Who can open the quotion box?
  Quotation box shall be opened by the Quotation Opening Committee appointed by the Head of Department in writing.
   
18. Who can be appointed to the Quotation Opening Committee?
  Quotation Opening Committee shall consist of at least two (2) officers, one of whom shall be from the Management and Professional Group.
   
19. What are the duties of the Quotation Opening Committee?
  The Quotation Opening Committee tasks are as follows:-
  (a) Opening the quotation box on the prescribed date and time;
  (b) Open each of the quotation;
  (c) Encode with the serial numbers for all the quotation received;
  (d) Brief signing of the first page and all the pages containing the schedule of rates and all corrections and amendments in the price schedule rates;
  (e) Review the checklist for quotation documents received; and
  (f) Provide Quotation Schedule/Prices to be displayed.
   
20. Can a quotation received late be opened/considered?
  Quotations received after the closing date and time will not be accepted/opened or considered.
   
21. Who can consider/make decision on a quotation?
  All decisions on the quotations shall be decided by the Quotation Committee comprises of three (3) members appointed by the Controlling Officer. The Committee shall be chaired by the Procurement Warrant Holder or any officer appointed by the Controlling Officer.
   
22. Can the Quotation Committee makes a decision by circulation without any meeting?
  No. The Quotation Committee shall sit. All discussions and decisions of the Quotation Committee should be recorded in the minutes and signed by the Chairman and members of the Quotation Committee. The basis of the selection must be clearly recorded. All decisions of the Quotation Committee must be unanimous.
   
23. What actions should be taken if the decision of the Quotation Committee is not unanimous?
  A Quotation Committee's decision that is not unanimous shall be submitted to the agency's Procurement Board to be decided.
   
24. If all the received quotations are in excess of RM500 thousand, can the Quotation Committee make considerations and decisions?
  In circumstances where an offer made through quotation with a value of more than RM500 thousand, the Quotation Committee shall certify and submit the quotation for the consideration and acceptance by the relevant Agency's Procurement Board.
   
25. Can one of the Quotation Committee member be a non-government officials?
  The Chairman and all members of the Quotation Committee shall consist of government officials who are subject to Treasury Instructions, Treasury Circulars Treasury Circular Letters and the General Orders.
   
26. What is the minimum number of suppliers / contractors to be invited for a quotation?
  5 suppliers / contractors.
   
27. What is the period of assessment for quotation?
  Quotation evaluation process shall be implemented as far as possible not exceeding a period of fourteen (14) days from the date the quotation bids were submitted to the Evaluation Committee.
   
28. Can the quotation validity period be extended?
  Quotation validity period cannot be extended. If the validity offer period has expired or a decision is not made within the validity offer period, the quotation should be invited back.
   
29. Can a contract managed through the quotation of less than RM200,000.00 be extended?
  No, only contracts worth more than RM200,000.00 may be extended.