學校採購程序指引

學校採購程序指引

Guidelines on Procurement Procedures in School

(18/2/2014 Version)

備註

  1. 本守則將以電子版形式於每學年之第一次全體教職員校務會議前電郵給各教職員,新聘教職員及中途入職者,亦會於入職後收到文字版及電子版。本守則亦已將貼在本校

內聯網>互動通訊>教職員通告內

供各教職員隨時查閱。

2.  教職員於工作上,如發現會產生或可能會產生直接或間接上有利益衝突,須立即通知校方及停止有關工作,並填妥 附件2 – 「利益衝突申報書」或 附件3 – 「採購物料及服務利益衝突申報書」交校方處理。

Remarks

  1. This Code will be sent by e-mail to all staff before the 1st General Staff Meeting of each new academic year.  For newly recruited staff and midway recruits, they will also receive a text version and electronic version when reporting duty. This Code has been posted on the

school intranet> Interactive Communication> Notice

for easy reference  .

  1. If any suspect or actually direct or indirect conflict of interest during work, staff shall report to the school and stop the work immediately.  Meanwhile, the staff shall complete Annex 2 or Annex 3 and pass it to the School / IMC.
 

    /  INDEX

中文版     CHINESE  VERSION

A.

採購過程中注意事項

P.1 – 3

B.

教職員採購工作分配

P.4

C.

學校採購程序工作流程表

P. 5 – 6

D.

招標及採購程序中常見的問題

P.7

附 件 1

購物申請 / 報價表格 ﹝預算HK$50,000元以下之物品﹞

P.8

附 件 2

利益衝突申報書

P.9 – 10

附 件 3

採購物料及服務」利益衝突申報書

P.11

附 件 4

 

資助學校財政管理常見問題

 (二零一三年九月更新)

P.12 – 27

英文版     ENGLISH  VERSION

A.

Notes on Procurement Procedures

P.28 – 30

B.

Job Distribution on Procurement Activities

P.31

C.

Summary Workflow of Procurement Procedures

P.32 – 33

D.

Question & Answer on Procurement Procedures

P.34

Annex 1

Application for Purchase of material /Quotation Form (Est. Cost of not more than HK$50,000)

P.35

Annex 2

Conflict of Interest Declaration

P.36 – 37

Annex 3

Declaration of Conflict of Interest – Procurement of Stores and Services

P.38

Annex 4

Questions & Answers on Procurement Procedures (9/2013 Revised Edition) - Chinese Version

Not Available

 

學校採購程序指引

本指引旨在協助學校正確和有效地進行日常採購,內容乃根據教育局的採購及物料供應程序來編訂,所有教職員均須遵守本指引所載的程序,目的是確保符合公眾問責、物有所值,在任何時候都採用具透明度、公開及公平競爭的原則下進行採購,以預防偏私、貪污及舞弊等不當行為。

現將本校採購程序簡述如下:

A. 採購過程中注意事項:

1.

所有採購必須先經校方批准後,方可進行訂購。縱使預期採購項目價值不超過5,000元亦需先取得核准,才能進行採購。

 

2.

驗收無誤後,有關單據須於 30 天內交回校務處安排付款。

 

3.

避免觸犯防止賄賂條例﹝最高罰款五十萬及監禁七年﹞,詳情請參閱以下文件/通告:

 

 

i)

「學校及教職員收受利益和捐事宜 - 學校內部守則」

有關守則已張貼在本校內聯網>互動通訊>佈告板>教職員通告內供各教職員查閱

 

Code of Conduct for School on “Acceptance of Advantages and Donations by Schools and their Staff” has been posted on the notice board of School Intranet.

 

 

ii)

教育局網址 EDB Web-site :

主頁 > 學校行政及管理 > 財務管理 > 學校財務注意事項 > 學校及其教職員收受利益和捐贈事宜參考資料

http://www.edb.gov.hk/tc/sch-admin/fin-management/notes-sch-fin/ref-donation-acceptance/index.html

 

Home > School Administration and Management > Financial Management > Notes to School Finance > References on Acceptance of Advantages and Donations

http://www.edb.gov.hk/en/sch-admin/fin-management/notes-sch-fin/ref-donation-acceptance/index.html

 

 

3.

iii)

教育局通告第14/2003號 - 學校及其教職員收受利益和捐贈事宜

http://www.edb.gov.hk/attachment/tc/sch-admin/fin-management/notes-sch-fin/ref-donation-acceptance/embc03014c.pdf

 

Education Bureau Circular No. 14/2003 - Acceptance of Advantages and Donations by Schools and their Staff

http://applications.edb.gov.hk/circular/upload/EMBC/EMBC03014E.PDF

 

 

 

 

 

iv)

香港廉政公署網址 ICAC Web-site:

http://www.icac.org.hk/tc/home/index.html

 

 

4.

選用學生課本須由委員會負責挑選,成員包括科主任、圖書館主任、教務主任、教師校董及教師代表。詳情請參閱教育局通告:

 

 

教育局通函第 42/2013 號 – 學校選用優質課本和課程資源

http://www.edb.gov.hk/attachment/tc/sch-admin/fin-management/notes-sch-fin/ref-donation-acceptance/EDBCM13042C.pdf

 

Education Bureau Circular Memorandum No. 42/2013

Selection of Quality Textbooks and Curriculum Resources for Use in Schools

http://www.edb.gov.hk/attachment/en/sch-admin/fin-management/notes-sch-fin/ref-donation-acceptance/EDBCM13042E.pdf

 

 

5.

如舉辦之活動涉及到商業性質,如書展、籌款等,必須取得法團校董會的預先批准,並應遵守教育局通告所載進行招標程序及採購服務﹝詳情見A3及C3﹞ 及細閱以下教育局通告:

 

 

教育局通告第24/2008號 - 學校的商業活動

http://applications.edb.gov.hk/circular/upload/EDBC/EDBC08024C.pdf

 

Education Bureau Circular No. 24/2008 - Trading Operations in Schools

http://applications.edb.gov.hk/circular/upload/EDBC/EDBC08024E.pdf

 

 

 6.

有關報價及招標的資料必須保密處理,並按知情需要限制有關人士取得資料。員工亦須簽署承諾書,承諾不會在未經權下披露有關報價/招標的資料。

 

7.

必須進行利益申報,如發現有利益衝突,須立即填妥「利益衝突申報書」- [附件2] 或「採購物料及服務利益衝突申報書」- [附件3],通知校方及停止有關工作。

 

8.

標書必須在截標當日開啟

 

9.

必須解釋為何不採納出價最低/較低者 或 無法邀請/收到所定至少數目的供應商報價。

 

10.

必須獲得法團校董會 / 校方同意,否則不可讓承辦商把服務外判予第三者

 

11.

不可拆細訂單以規避金額限制。

 

12.

外聘教練 / 導師必須經招聘或招標程序進行,並需由校方 / 承辦商安排教練/導師進行性罪行定罪紀錄查核,並將有關結果通知校方,從而保障學生。

 

13.

  • /標書的規定或報價/招標程序。教職員須把同類的物料和服務集中收錄在同一報價/投標附表內,然後才交有關負責人﹝見B項﹞進行邀請供應商競投。教職員不應藉着分期採購所需物料或服務,或藉着縮短一般合約期,來避開教育局的採購財政限額﹝見C項﹞。

 

14.

  •  

 

B.

學校將委派不同的教職員負責採購過程中不同工序,分配如下:

 

項目類別

邀請報價

由職員負責

以下職務負責人之職級必須為教師

推薦人 / 驗收

審核委員會成員

批核委員會成員

選用課本/作業

圖書館職員

科主任/

圖書館主任

推薦人

/

 

教師校董

/

 

教師代表

/

 

副校長

校長

/

校監

/

法團校董

會成員

/

教師校董

/

家長校董

/

審核委員會成員

圖書/教材/光碟/

書展/圖書館活動

圖書館職員

科主任或

圖書館主任

實驗物品/

課程/科學活動

實驗室技術員

科主任或

項目負責老師

SEN 課程/活動

SEN教學助理

組別負責老師

輔導 課程/活動

輔導員

組別負責老師

週末教室 課程

週末教室課程負責職員

週末教室課程

負責老師

教學課程

教務組

教學助理

組別負責老師

學生交流團

教務組

教學助理

組別負責老師

課程/活動/

教練/導師

科任教老師

科主任或

項目負責老師

電子器材

IT 技術員 /

實驗室技術員﹝校舍管理組﹞

科主任、

組別負責老師、 校舍管理組

負責人

校舍

﹝維修/裝修/工程﹞

傢俬

校務處職員

科主任或

組別負責老師

文具 / 清潔用品

校務處職員

科主任或

組別負責老師

雜項

校務處職員

科主任或

組別負責老師

﹝詳情見 A 1/2﹞

1. 書面報價/招標標書由一名教師校董及一名職員負責開啟、審核內容,制定比較表﹝由職員負責﹞,並將書面報價單/標書及比較表轉交審核委員會審核後再交批核委員會審批。

2. 邀請書面報價/招標的日期與截止的日期一般應該相隔最少四周。

3. 書面報價/招標編號請到校務處登記索取,完成後請在投標紀錄總表填上審批結果。

 

 

 

C.  學校採購程序工作流程

 

1.

預算每次需費港幣50,000元或以下的採購項目

 

 

 

 

 

5,000元或以下

5,000元以上至 50,000

 

 

 

 

毋須進行公開競投,但科主任或組別負責老師須證明有關採購是必須的及價格公平合理。

透過電話/傳真邀請最少兩個供應商作口頭報價。

 

 

如無法邀請/收到所定至少數目的供應商口頭報價,則應在『購物申請 / 報價表』上加以說明,並由有關的科主任或組別負責老師批簽。

 

【有關表格可到校務處索取 -

  [附件1]】

 

 

 

填妥『購物申請 / 報價表』,經校長批准後,便可進行訂購。

【有關表格可到校務處索取 - [附件1] 】

 

 

 

 

 

 

由有關的科主任或組別負責老師填妥『購物申請 / 報價表』,連同有關推薦交給校長批准。

[註:負責人員應就供應商所提供的物料及服務的價錢和質素與市的供應情況作出適當的比較。]

 

 

 

 

 

 

 

 

 

選擇報價最低者,否則必須記下不選擇的原因

 

 

 

 

 

 

 

 

經校長批准後,便可進行訂購。

 

 

 

 

 

2.

預算每次需費港幣50,000元以上的採購項目

 

 

 

 

50,000元以上至200,000

 

200,000元以上

 

 

 

 

 

邀請最少五個書面報價

 

邀請最少五名供應商投標

 

 

 

如不能邀請足夠數目供應商,校方須把有關情況記錄在案,並事先取得法團校董會的批准。

 

 

 

以掛號的方式將書面報價/投標文件寄交獲邀報價/投標的供應商

 

 

 

 

 

將收到的書面報價單上鎖

 

將收到的標書全數放進雙重上鎖的投標箱內

 

 

 

 

 

由校長委任一名教師校董及一名職員負責開啟、審核以及將書面報價單轉有關科目的教師、另一位教師校董、教師代表、副校長及行政人員作出評估和推薦。

 

由校長委出開標及標書審核委員會,成員為一名教師校董及一名職員。負責開啟和審核標書,以及將投標文件轉交有關科目的教師、另一位教師校董、教師代表、副校長及行政人員作出評估和推薦。

 

 

 

 

 

在截止書面報價/截標當日的指定時間開啟報價單 / 標書

 

 

 

 

 

 

在書面報價單 / 標書上簽名及蓋上,日期並逐一檢查,看看書面報價單 / 標書 的正本和副本內容是否完全相同。

 

 

 

 

 

 

在「書面報價 / 投標摘要及批核紀錄表」上記錄收到的所有書面報價單 / 標書的相關資料。

 

 

 

 

 

 

將書面報價單 / 標書正本交與有關科目的教師及審核委員會﹝成員見 B 項﹞作出推薦。

[註:負責人員應就供應商所提供的物料及服務的價錢和質素與市場的供應情況作出適當的比較。]

 

 

 

 

 

 

將「書面報價 / 投標摘要及批核紀錄表」交給批核委員會考慮和批准。﹝成員見 B 項﹞

 

 

 

 

 

 

選取合符規格而出價最低的書面報價 / 標書,否則應記錄不選取價較低者的理據

 

 

 

 

 

取得校內書面報價批核委員會批准﹝成員包括校長、副校長、

教師校董、教師代表、

及 科主任 / 項目負責人﹞

 

取得標書批核委員會批准

﹝成員包括法團校董會:校監、校董、

校長、教師校董、家長校董、

及 科主任 / 項目負責人﹞

 

 

 

 

 

 

在書面報價單 / 標書的有效期滿前,發出訂單。

             

 

 

3.  有關採購、報價或招標詳情,請到教育局以下網址參閱有關通告

 

i)     教育局通告第4/2013號 - 資助學校採購程序 

http://applications.edb.gov.hk/circular/upload/EDBC/EDBC13004C.pdf

 

ii)     資助學校採購程序指引 –

主頁 > 學校行政及管理 > 財務管理 > 資助學校採購程序  http://www.edb.gov.hk/attachment/tc/sch-admin/fin-management/procurement-procedures-in-aided-schools/guidelines%20on%20procurement%20procedures%20in%20aided%20schools%20(trad%20chi).pdf

 

 

  1.   招標及採購程序中常見的問題
  • 9/2013 更新﹞- 附件 4,供各教職員參考,各教職員如有需要參閱更多有關問題及資料,可到教育局網站查閱。

 

http://www.edb.gov.hk/tc/sch-admin/list-page.html

 

 

 

 

 

 

 

Annex 附件2        

 

利益衝突申報書

甲部:   由僱員填寫

本人已細閱學校就利益衝突方面所制定的政策,並明白其內容。

□□_  我和我的直系親屬並沒有任何以下所述的利益:

那些與學校有業務往來的商戶或機構中,任何直接或間接的財務利益。

□□   我所申報的利益,詳情如下:

所涉及的商戶/機構:__________________________________________________

______________________________________________________________________

與學校的關係:________________________________________________________

______________________________________________________________________

所牽涉之財務利益(請註明其性質及價值):______________________________

______________________________________________________________________

 

申報人:  職位_______________________ 姓名 _______________________________

 

          簽署_______________________ 日期 _______________________________

* 每位新聘職員均須填寫這份表格。教職員日後於工作上,如發現會產生或可能會產生直接或間接上有利益衝突,須立即通知校方及停止有關工作,並填妥 附件 2 – 「利益衝突申報書」或 附件 3 – 「採購物料及服務利益衝突申報書」交校方辦理。
乙部:   由校方填寫

校方建議採取以下行動:

有關於甲部的利益      □ 需放棄該項利益或終止該種關係 

                      □ 重新安排其職位或職務 

                      □ 終止其僱用合約

審查人員: 職位 _________________________ 姓名 ___________________________

          簽署 _________________________ 日期 ____________________________

 

丙部:   由校長填寫

□  同意乙部的有關建議

□_ 不同意乙部的有關建議

提議改為採取以下行動 _______________________________________________

____________________________________________________________________

 

校長姓名:               簽名:   _____________________  日期:____________           

 

丁部:   由申報人填寫

□   已採取乙部/丙部的建議

□_ 並未採取乙部/丙部的建議,原因為:__________________________________

  ________________________________________________________________________

申報人姓名:                簽名: _________________  日期:________________ 

 

 Annex 附件3

「採購物料及服務」利益衝突申報書

甲部 - 利益申報1

致﹕*校監/ 法團校董會主席

本人明白,如本人、本人的家屬、近親及私交友好與本校有業務往來的任何人士/公司有直接或間接利益關係,本人須向法團校董會申報。

本人現申報,本人因執行與本校採購物料及服務有關的職務時有以下現存/潛在的*利益衝突情況﹕

  1.     與本人有業務往來*及/或個人利益關係的*人士/公司﹕ ______________________

_________________________________________________________________________

  1.     本人與以上(a)項所述*人士/公司有關的職務主要為﹕_________________________

_________________________________________________________________________

 

姓名及職位﹕________________________簽署﹕________________日期﹕_______________

乙部 - 法團校董會決議記錄

就上述申報,

* [申報人姓名]應避免執行或參與執行甲部所述可能引致利益衝突的*工作/職務。

* 如甲部的申報資料沒有更改,[申報人姓名]可繼續處理甲部所述的*工作/職務。

  • 其他決議/事項(請說明) ___________________________________________________

__________________________________________________________________________

__________________________________________________________________________

  簽署﹕__________________________________

           (*校監/法團校董會主席)2

 (*請刪去不適用者)                   會議日期﹕_______________________________

1 在日常運作中,如環境或事件許可,有關人員應把被視為可出現的利益衝突的情況通知其他人員。遇有此種情況,校董會/法團校董會或校長(按適當情況而定)應決定是否需要免除申報人獲委派的職務,或免除申報人審議及決定有關事宜。

2 由學校教職員(不包括校長)提出涉及採購物料及服務的申報,校董會/法團校董會可授權校長批核有關的申報。

 

 

Annex 附件4

 














 

 

 

 

Guidelines on

Procurement Procedures in School

This set of Guidelines is generally based on the procurement and supplies procedures issued by EDB which aims to facilitate schools to ensure that schools’ day-to-day procurement is properly and efficiently handled.  All staff are required to follow the procedures set out in this set of Guidelines strictly so as to ensure that we have put in place a fair, open and transparent system of procurement procedures and there are adequate checks and balances to prevent favouritism, corruption and malpractices.

  1. Notes on Procurement Procedures

1.

Prior approval should be obtained from the Principal before procurement, notwithstanding the expected procurement value not exceeding $ 5,000.

 

2.

After delivery and inspection correct, procurement invoices should be given to General office within 30 days for settlement.

 

3.

Avoid violating the Prevention of Bribery Ordinance (maximum fine of HK$ 500,000 and imprisonment for seven years), please refer to the following documents / notice.

 

 

i)

Code of Conduct for School on “ Acceptance of Advantages and Donations by Schools and their Staff ” has been posted on the notice board of School Intranet.

 

 

ii)

EDB Web-site :

Home > School Administration and Management > Financial Management > Notes to School Finance > References on Acceptance of Advantages and Donations

http://www.edb.gov.hk/en/sch-admin/fin-management/notes-sch-fin/ref-donation-acceptance/index.html

 

 

 

 

3.

iii)

Education Bureau Circular No. 14/2003 - Acceptance of Advantages and Donations by Schools and their Staff

http://applications.edb.gov.hk/circular/upload/EMBC/EMBC03014E.PDF

 

 

 

 

iv)

ICAC Web-site:

http://www.icac.org.hk/tc/home/index.html

 

 

4.

The Student Textbook Selection Committee shall be responsible for the selection of textbooks.  The committee members shall include Subject Panels, Teacher librarian, Teacher-in-charge of the School Affair Committee, Teacher Manager and Teacher Representative.  For details, please refer to the EDB Circular as follows:

 

 

Education Bureau Circular Memorandum No. 42/2013

Selection of Quality Textbooks and Curriculum Resources for Use in Schools

http://www.edb.gov.hk/attachment/en/sch-admin/fin-management/notes-sch-fin/ref-donation-acceptance/EDBCM13042E.pdf

 

 

5.

If the activities to be organized include trading operations, such as book fairs and fundraising, teachers shall obtain prior approval from IMC.  The procurement procedures shall comply with the guidelines stated in the EDB circulars (refer to A3 & C3 for details).  The hyperlink of the EDB circular is provided below:

 

Education Bureau Circular No. 24/2008 - Trading Operations in Schools

http://applications.edb.gov.hk/circular/upload/EDBC/EDBC08024E.pdf

 

 

 

 

 

 

 

 

 

 

6.

Quotation/Tender  information must be kept confidential with restricted access  on a need-to-know basis.  In addition, staff are required to sign an undertaking that they would not make any unauthorized disclosure of quotation/tender information.

 

 

 

7.

 Interest must be declared .  If there is a conflict of interest, please inform the Incorporated Management Committee by written declaration (Annex 2 / Annex 3) and stop the work immediately.

 

 

 

8.

Quotation/Tender  must be opened on the Closing Date  .

 

 

 

9.

 An explanatory note must be made  for not accepting the lowest offer or not possible to invite/receive the minimum number of quotations/tender.

 

 

 

10.

Suppliers or contractors are not allowed to outsource its procurement / services to third parties , unless prior written consent has been obtained from IMC / School Authority.

 

 

 

11.

 Orders cannot be subdivided   in order to circumvent the restrictions amount

 

 

 

12.

Appointment of instructors / mentors / coaches must be made through recruitment or tender process  .  Sexual conviction record check for instructor / mentor / coach should be arranged by school / contractor.  The instructors / mentors /coaches shall inform the school about the results, so as to safeguard the students.

 

 

 

13.

Staff may only make repeated procurement of the same items within one academic year by oral quotations and written quotations if the cumulative value of the procurement does not exceed the financial limits issued by EDB.  Staff must not split an order as a way to circumvent approval requirement or quotation/tendering procedures.  Items of stores and services of the same category are to be grouped in the same quotation/tender schedule before sending to relevant staff for inviting suppliers to bid (Item B).  Staff should not evade the financial limits set out in item C by dividing procurement requirements into instalments or by reducing the usual duration of contracts.

 

 

 

14.

Staff should require suppliers to deliver goods.  All payment should be made by school cheque.  Staff shall not use person credit card for payment without the school prior approval.

 

B.

Procurement process will be carried out by different staff as stated below :

         

 

Items

Invitation for quotation / tender (Non-teaching Staff)

 

Following duties must be carried out by teaching staff

Recommended / Acceptance Check

Members of Tender Opening and Vetting Committee

Members of Tender Approving Committee

Textbooks /

Exercise Books

Clerical Assistant for Librarian

Subject Panel  /

Teacher Librarian

Recommender /

Teachers Manager

/

Teacher Representative /

Vice-Principal

 

Principal

/

Supervisor

/

IMC Manager

/

Teachers Manager

/

Parent  Manager

/

Members of Tender Opening and Vetting Committee

Library Books / Teaching Aids / CD / Book Fair / Library Activities

Clerical Assistant for Librarian

Subject Panel  /

Teacher Librarian

Lab apparatus / Consumable items / Courses / Science Activities

Lab. Technician

Subject Panel /

Project i/c

SEN Courses / Activities

SEN TA

Project i/c

Counselling Courses / Activities

Counsellor

Project i/c

Weekend Classes Courses / Activities

Clerical Assistant for Weekend Classes

Project i/c

Academic Course

School Academic Affair TA

Project i/c

Student Exchange Activities

School Academic Affair TA

Project i/c

Courses / Activities/ Coaches / Mentors

Relevant Teacher

Subject Panel /

Project i/c

IT / AV Equipments

IT Technician /

Lab. Technician (Campus Management Committee)

Subject Panel /

Project i/c /

Campus Management Committee

School Building

(Maintenance/ renovation)

Furniture

General Office

Subject Panel /

Project i/c

Stationery /

Cleaning Materials

General Office

Subject Panel /

Project i/c

Miscellaneous

General Office

Subject Panel /

Project i/c

﹝For details, please refer to  Item A 1/2﹞

Notes

1.  For written quotations/tenders, one teachers’ manager and one non-teaching staff will be responsible for opening, vetting and preparing comparison table (by non-teaching staff) to the TOVC for evaluation and recommendation before to the Principal / T AC for consideration and approval.

2.  At least four weeks should be set between the issue and closing date of a written quotation/tender.

3.  School Ref. No. can be obtained from General Office.  Upon completion, please write down the result on the Quotations/Tenders Summary Record.

 

Summary Workflow of Procurement Procedures in Aided Schools

 

1.

Procurement at an estimated cost of up to HK$50,000 each

 

 

 

 

 

HK$5,000 or below

Above HK$5,000 to HK$50,000

 

 

 

 

Competitive bidding not required provided that Subject Panel / Project i/c certifies that such procurement is essential and the prices are fair and reasonable.

Invite at least 2 oral quotations by phone / fax.

 

 

If it is not possible to invite/receive the minimum number of oral quotations, an explanatory note should be made on the  “Application for Purchase of Materials / Quotation Form” (Annex 1), and it should be endorsed by the Subject Panel or Project i/c.

 

【Annex 1 can be obtained in General Office 】

 

 

 

Obtain approval by completing the “Application for Purchase of Materials / Quotation Form” (Annex 1)  from the Principal and then place orders.           

【Annex 1 can be obtained in General Office 】

 

 

 

 

Complete the “Application for Purchase of Materials / Quotation Form” (Annex 1)  with recommendations from the Subject Panel or Project i/c to the Principal for approval.

[Note: Give due consideration to the comparison between the price and quality of the stores and services offered by the suppliers and those available on the market.]

 

 

 

 

 

 

 

 

 

Select the lowest quotation, otherwise record the reason why it is not chosen.

 

 

 

 

 

 

 

 

Obtain approval from the Principal and then place orders.

 

 

2.

Procurement at an estimated cost of more than HK$50,000 each

 

 

 

 

 

 

Above HK$50,000 to HK$200,000

 

Above HK$200,000

 

 

 

 

 

 

 

Invite written quotations from at least 5 suppliers

 

Invite tenders from at least 5 suppliers

 

 

 

 

 

If it has not been possible to invite sufficient number of suppliers, obtain prior approval from the IMC and an explanatory note should be made in the” Written quotation/Tender Summary and Approval Record”.

 

 

 

 

 

Send all written quotation/tender documents to the selected suppliers by registered mail.

 

 

 

 

 

 

 

Lock up the written quotation received.

 

Place tenders received into the tender box under double lock.

 

 

 

 

 

 

 

One Teachers Manager & 1 non-teaching staff will be responsible for opening, vetting and referring written quotation documents to the TOVC for evaluation and recommendation.

(Please refer to item B for members of TOVC)

 

One Teachers Manager & 1 non-teaching staff will be responsible for opening, vetting and referring tender documents to the TOVC for evaluation and recommendation.

(Please refer to item B for members of TOVC and TAC)

 

 

 

 

 

 

 

Open the written quotations/tenders at the specified time on the closing day of the written quotation/tender.

 

 

 

 

 

 

 

 

Initial, date-stamp and check all written quotations/tenders to see if both the original and duplicate copies of the written quotations/tenders are identical.

 

 

 

 

 

 

 

 

Enter relevant information of all written quotations/tenders received in the Written Quotation/Tender Summary and Approval Record.

 

 

 

 

 

 

 

 

Pass on the original set of written quotations/tenders to the TOVC to make recommendations.

 [Note: Give due consideration to the comparison between the price and quality of the stores and services offered by the suppliers and those available on the market.]

 

 

 

 

 

 

 

 

Pass on the Written Quotation/Tender Summary and Approval Record to the Tender Approving Committee for consideration and approval. (Please refer to item B for members of TOVC and TAC)

 

 

 

 

 

 

 

 

Select the lowest offer to specifications or else provide reasons for rejecting the lower offers.

 

 

 

 

 

 

 

Obtain approval from the Principal & TOVC

 

Obtain approval from the TAC

 

 

 

 

 

 

 

 

Place orders before the expiry of the written quotation/tender validity period.

 
                 

 

 

 

 

3.   For details, please refer to the following EDB circular concerning Procurement Procedures

 

i)     Education Bureau Circular No. 4/2013 - Procurement Procedures in Aided         Schools

http://applications.edb.gov.hk/circular/upload/EDBC/EDBC13004E.pdf

 

ii)     Guidelines on Procurement Procedures in Aided Schools -

Home > School Administration and Management > Financial Management > Procurement Procedures in Aided Schools

English Version: http://www.edb.gov.hk/attachment/en/sch-admin/fin-management/procurement-procedures-in-aided-schools/guidelines%20on%20procurement%20procedures%20in%20aided%20schools%20(eng).pdf

 

 

D. Common problems on Tendering and procurement procedures

The FAQs of Financial Management of Aided School (updated in September, 2013) ( Annex 4) is enclosed for teachers’ reference (Chinese Version only).

 

For more information, please visit the following web-site of EDB :

 

http://www.edb.gov.hk/en/sch-admin/list-page.html

 

 

 


Annex 附件2  

Conflict of Interest Declaration

Declaration of Interest

Part A: To be completed by the employee

            I have carefully read and understand the policy formulated by the school in respect of conflict of interest.

  •  I declare that my family members and I do not have any direct or indirect financial interests in any company or organization which has business dealings with the school.

 

  •  I declare that I have the following interests. Details are:

The company/organization involved: _____________________________________________

___________________________________________________________________________

Its relationship with the school:                                                                                           

                                                                           

The financial interest involved (please specify the nature and value):                                 

                                                                          

 

 

Declarant:

Post                       

Name                      

 

Signature                  

Date                       

  1. *  All new employees are required to complete this form.  During the work, if found will have or is likely to have a direct or indirect conflict of interest, shall immediately inform the school and stop the work.  Meanwhile, completed Annex 4 or Annex 5 should be passed to the School for consideration.

 

 

Part B: To be completed by the school

The follow action(s) is/are recommended:

In connection with the interest declared in Part A

  • Request the declarant to surrender the interest or terminate the relationship declared
  • Rearrange his/her post or duty
  • Terminate his/her contract of employment

Examined by:

Post                          

 Name                       

 

Signature                   

 Date                        

Part C: To be completed by Head of School

  • I agree with the recommendation mentioned in Part B
  • I disagree with the recommendation mentioned in Part B

    The following action is suggested ______________________________________________

                                                                             

Name of School Head :                Signature :                 Date :            

 

Part D: To be completed by the declarant

  • The recommendation mentioned in Part B / C is adopted
  • The recommendation mentioned in Part B/C is not adopted, the reason being:

_________________________________________________________________________

_________________________________________________________________________

 

Name of declarant : ________________Signature : _________________Date : ______________

 

 

Annex 附件3

Declaration of Conflict of Interest – Procurement of Stores and Services

 

Part A – Declaration of Interest 1

To: *Supervisor / Chairman of the Incorporated Management Committee

 

I understand that if I, my family members and close relatives and personal friends have any direct or indirect interest in any *person/company which has business dealings with the school, I shall make a declaration to the Incorporated Management Committee.

 

I would like to declare the following *existing/potential conflict of interest situation arising from the discharge of my duties concerning the procurement of stores and services of the school:-

  1. *Persons/companies with *whom/which I have official dealings *and/or private interests:

 

_____________________________________________________________________________

 

_____________________________________________________________________________

  1. Brief description of my duties which involve the *persons/companies mentioned in item (a) above:

  

 

______________________________________________________________________________

 

Signature: _________________ Position and Name: __________________ Date: ______________

Part B – Record of Resolution of the Incorporated Management Committee

With respect to the above declaration,

¨ (name of the person making the declaration) should refrain from performing or getting involved in performing the *work/duty, as described in Part A, which may give rise to a conflict.

¨ (name of the person making the declaration) may continue to handle the *work/duty as described in Part A, provided that there is no change in the information declared above.

¨ Others (please specify)

Signature: __________________________________________

           (*Supervisor/Chairman of the *SMC/IMC) 2

 

(*Delete as appropriate)           Date of Meeting/Date: __________________________________

 1 In the daily operation, as circumstances or events warrant, the persons concerned should draw other   members’ attention to their perceived conflict of interest. When such a situation arises, the SMC/IMC, or the school principal as appropriate, should decide whether the person disclosing an interest shall be required to abstain from the duty assigned, or to abstain from the deliberation and decision on the subject.

2  For declarations made by school staff (excluding school principal) in respect of procurement of stores and services, the SMC/IMC may delegate the approving authority to the school principal.

本人已細閱「學校採購程序指引」所制定的政策,並明白其內容。

本人謹此承諾:

1.

須按照有關指引進行各項採購或招標活動。

2.

在未經授權下不會披露有關報價或招標的資料。

3.

在任何時間,如得知本人/家人現正或將會與供應商有密切的連繫﹝ 例如: 親戚、僱主、股東等﹞ , 會立即向法團校董會作出書面申報以免觸犯香港法例第201章《防止賄賂條例》所界定的「利益」而構成罪行。

 

 

I have carefully read and understand the policy formulated by the school in respect of Procurement Procedures in School.  I promise:

1.

Procurement procedures should be processed according to the guidelines .

2.

Unauthorized disclosure of tender/quotation information is prohibited and the procurement procedures should processed in secrecy.

3.

If found at any time, I / family members will have any direct or indirect financial interests in any company or organisation which has business dealings with the school. (example: relatives, employers, shareholders and other) , I should inform the Incorporated Management Committee by written declaration and stop the work immediately, so as not to violate the laws of Hong Kong Chapter 201 "Prevention of Bribery Ordinance," as defined in the "interests" which constitutes the offense.

 

姓名Name

簽署 Sign

日期 Date

姓名Name

簽署 Sign

日期 Date

 

陳愛堅

 

 

徐鳳蓮

 

 

 

陳千里

 

 

徐香蘭

 

 

 

陳皓敏

 

 

鍾國永

 

 

 

陳敏芬

 

 

鍾子明

 

 

 

張灼敏

 

 

方美娟

 

 

 

張健仲

 

 

傅潔儀

 

 

 

張炳松

 

 

馮浩標

 

 

 

錢群愛

 

 

馮燕妮

 

 

 

臧智聰

 

 

簡毅朗

 

 

 

朱碧霞

 

 

高國豪

 

 

 

 

本人已細閱「學校採購程序指引」所制定的政策,並明白其內容。

本人謹此承諾:

1.

須按照有關指引進行各項採購或招標活動。

2.

在未經授權下不會披露有關報價或招標的資料。

3.

在任何時間,如得知本人/家人現正或將會與供應商有密切的連繫﹝ 例如: 親戚、僱主、股東等﹞ , 會立即向法團校董會作出書面申報以免觸犯香港法例第201章《防止賄賂條例》所界定的「利益」而構成罪行。

 

 

I have carefully read and understand the policy formulated by the school in respect of Procurement Procedures in School.  I promise:

1.

Procurement procedures should be processed according to the guidelines .

2.

Unauthorized disclosure of tender/quotation information is prohibited and the procurement procedures should processed in secrecy.

3.

If found at any time, I / family members will have any direct or indirect financial interests in any company or organisation which has business dealings with the school. (example: relatives, employers, shareholders and other) , I should inform the Incorporated Management Committee by written declaration and stop the work immediately, so as not to violate the laws of Hong Kong Chapter 201 "Prevention of Bribery Ordinance," as defined in the "interests" which constitutes the offense.

               

 

姓名Name

簽署 Sign

日期 Date

姓名Name

簽署 Sign

日期 Date

 

關敏珠

 

 

劉逸國

 

 

 

關文莉

 

 

劉鈺梅

 

 

 

郭艷萍

 

 

李鴻基

 

 

 

黎紹章

 

 

李文琪

 

 

 

賴以珍

 

 

梁志宏

 

 

 

林玫芳

 

 

梁嘉堯

 

 

 

劉靜欣

 

 

梁敏婷

 

 

 

劉家璋

 

 

梁寶潔

 

 

 

劉荷嫄

 

 

梁世昌

 

 

 

劉國賢

 

 

梁淑嫻

 

 

 

 

本人已細閱「學校採購程序指引」所制定的政策,並明白其內容。

本人謹此承諾:

1.

須按照有關指引進行各項採購或招標活動。

2.

在未經授權下不會披露有關報價或招標的資料。

3.

在任何時間,如得知本人/家人現正或將會與供應商有密切的連繫﹝ 例如: 親戚、僱主、股東等﹞ , 會立即向法團校董會作出書面申報以免觸犯香港法例第201章《防止賄賂條例》所界定的「利益」而構成罪行。

 

 

I have carefully read and understand the policy formulated by the school in respect of Procurement Procedures in School.  I promise:

1.

Procurement procedures should be processed according to the guidelines .

2.

Unauthorized disclosure of tender/quotation information is prohibited and the procurement procedures should processed in secrecy.

3.

If found at any time, I / family members will have any direct or indirect financial interests in any company or organisation which has business dealings with the school. (example: relatives, employers, shareholders and other) , I should inform the Incorporated Management Committee by written declaration and stop the work immediately, so as not to violate the laws of Hong Kong Chapter 201 "Prevention of Bribery Ordinance," as defined in the "interests" which constitutes the offense.

               

 

姓名Name

簽署 Sign

日期 Date

姓名Name

簽署 Sign

日期 Date

 

利皓然

 

 

蕭結欣

 

 

 

李丹紅

 

 

辛娜莉

 

 

 

廖德政

 

 

譚詠秋

 

 

 

馬芷芹

 

 

譚永昌

 

 

 

伍曼芳

 

 

徐蕙薇

 

 

 

吳文興

 

 

溫世傑

 

 

 

吳蘇愛

 

 

黃景德

 

 

 

吳華凱

 

 

黃麗琴

 

 

 

倪健生

 

 

黃仁昌

 

 

 

S.PAK

 

 

楊慧珍

 

 

 

 

本人已細閱「學校採購程序指引」所制定的政策,並明白其內容。

本人謹此承諾:

1.

須按照有關指引進行各項採購或招標活動。

2.

在未經授權下不會披露有關報價或招標的資料。

3.

在任何時間,如得知本人/家人現正或將會與供應商有密切的連繫﹝ 例如: 親戚、僱主、股東等﹞ , 會立即向法團校董會作出書面申報以免觸犯香港法例第201章《防止賄賂條例》所界定的「利益」而構成罪行。

 

 

I have carefully read and understand the policy formulated by the school in respect of Procurement Procedures in School.  I promise:

1.

Procurement procedures should be processed according to the guidelines .

2.

Unauthorized disclosure of tender/quotation information is prohibited and the procurement procedures should processed in secrecy.

3.

If found at any time, I / family members will have any direct or indirect financial interests in any company or organisation which has business dealings with the school. (example: relatives, employers, shareholders and other) , I should inform the Incorporated Management Committee by written declaration and stop the work immediately, so as not to violate the laws of Hong Kong Chapter 201 "Prevention of Bribery Ordinance," as defined in the "interests" which constitutes the offense.

 

姓名Name

簽署 Sign

日期 Date

姓名Name

簽署 Sign

日期 Date

 

袁明蔚

 

 

劉宗然

 

 

 

林代富

 

 

王文德

 

 

 

王秋婷

 

 

馮沛文

 

 

 

陳翠蒂

 

 

鄭愛嬌

 

 

 

張桂珍

 

 

何雲峰

 

 

 

葉雪賢

 

 

黃倩霞

 

 

 

何祥輝

 

 

張德業

 

 

 

林群娣

 

 

蘇聲凌

 

 

 

樊玉華

 

 

倪寶明

 

 

 

丘淑芬

 

 

毛國平

 

 

 

 

本人已細閱「學校採購程序指引」所制定的政策,並明白其內容。

本人謹此承諾:

1.

須按照有關指引進行各項採購或招標活動。

2.

在未經授權下不會披露有關報價或招標的資料。

3.

在任何時間,如得知本人/家人現正或將會與供應商有密切的連繫﹝ 例如: 親戚、僱主、股東等﹞ , 會立即向法團校董會作出書面申報以免觸犯香港法例第201章《防止賄賂條例》所界定的「利益」而構成罪行。

 

 

I have carefully read and understand the policy formulated by the school in respect of Procurement Procedures in School.  I promise:

1.

Procurement procedures should be processed according to the guidelines .

2.

Unauthorized disclosure of tender/quotation information is prohibited and the procurement procedures should processed in secrecy.

3.

If found at any time, I / family members will have any direct or indirect financial interests in any company or organisation which has business dealings with the school. (example: relatives, employers, shareholders and other) , I should inform the Incorporated Management Committee by written declaration and stop the work immediately, so as not to violate the laws of Hong Kong Chapter 201 "Prevention of Bribery Ordinance," as defined in the "interests" which constitutes the offense.

               

 

姓名Name

簽署 Sign

日期 Date

姓名Name

簽署 Sign

日期 Date

鄭文芝

 

 

 

 

 

鄧麗姬

 

 

 

 

 

林瑞芳

 

 

 

 

 

王鳳春

 

 

 

 

 

廖慶合