Table of Contents

Particulars Page No
Chapter 1: Introduction 5
1.1 Title and commencement 5
1.2 Objectives of the policy & manual 5
1.3 Interpretation of the policy & manual 5
1.4 Amendment of the policy & manual 5
1.5 Definition 6
1.6 Related Party Transactions 9
1.7 Conflict of Interest 9
1.8 Legal framework 9
1.9 Financial power 9
Chapter 2: Sourcing Policy
2.1 Guiding Principle of Sourcing 10
2.2 Sourcing Requirements (SR) 10
2.3 Sourcing Plan (SP) 10
2.4 Grouping and Packaging 10
2.5 Sourcing Scheduling (SS) 10
2.6 Sourcing 11
2.7 Enlistment of Suppliers / Vendors 11
2.8 Sourcing Method 11
2.9 Modes of Sourcing 12
2. 9.1 Open Tendering / e-tendering Method 12
2. 9.2 Limited Tendering Method 13
2. 9.3 Request for Quotation Method 14
2. 9.4 Direct Sourcing Method (Urgent Sourcing) 15
2. 9.5 Direct Cash Purchase Method 16
2.10 Security Money 17
2.11 Performance Security/Guarantee 17
2.12 Advance and Partial payment 17
2.13 Issuance of Work Order 17
2.14 Minor Purchase 17
2.15 Emergency Sourcing 18
2.16 Evaluation of Suppliers/Vendors /Tenderers 18
2.17 Price of Tender Schedule 18
2.18 Post Facto Approval 18
2.19 Delegation of Financial Power 18
2.20 Monitoring 18
2.21 Record Keeping 18
2.22 Annexure 18
Chapter 3: Sourcing Procedure
3.1 Objects of Sourcing 19
3.1.1 Capital / Fixed Asset 19
3.1.2 Revenue Items / Consumables 19
3.1.3 Service 19
3.1.4 Requirement of Assets 19

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 Table of Contents
Name of Points Page No
3.2 Preparation of Sourcing Requirement (SR) 20
3.3 Preparation of Sourcing Plan (SP) 20
3.4 General Process for Initiating Sourcing 20
3.4.1 Capital / Fixed Assets 20
3.4.2 Consumables & Others 20
3.4.3 Services 21
3.5 Classification of Purchase 21
3.5.1 Recurring Purchase 21
3.5.2 Non-Recurring Purchase / Capital Item 21
3.6 Execution of Sourcing 21
3.6.1 Selection of Sourcing Methods 21
3.6.2 Open Tendering Method (OTM) 21
3.6.3 Preparing & issuing a Tender Document 22
3.6.4 Purpose of Tender Documents 22
3.6.5 Setting a Tender Return Date 22
3.6.6 Suppliers Requesting Extension of Tender Return Date 22
3.7 Specification 22
3.8 Validity Period 23
3.9 Communication with Tenderers 23
3.10 Confidentiality of Information 23
3.11 Tender Receipt 23
3.12 Tender Committee 23
3.13 Tender Opening 23
3.14 Examination & Evaluation of Tender 24
3.15 Examination of Tender 24
3.16 Evaluation of Tender 24
3.17 Post Qualification 24
3.18 Tender Evaluation Committee (TEC) 24
3.19 Responsiveness of the Tenderers 26
3.20 Award Criteria 27
3.21 Company’s Right to vary Quantity 27
3.22 Notification of Award 27
3.23 Performance Security (PS)/ Security Money 27
3.24 Quotation Method (QM) 27
3.25 Direct Purchase Method (DPM) 28
3.26 Central Sourcing 28
3.27 Emergency Sourcing 28
3.28 Raising Work Order / Purchase Order 28
3.29 Detailed Processes of Issuance of Work Order / Purchase Order 29
3.30 Issuance of Work Order 29
3.31 Quality Control of Work Order 29
3.32 Receipt of Goods / Services 30

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 Table of Contents
Name of Points Page No
3.33 Sop of Purchase Committee 30
3.34 Bill Processing and Payments 31
3.35 Sourcing & Maintenance Procedure of Security & Stationary Items 32
3.36 Sourcing & Maintenance Procedure of Table Stationary Items 33
3.37 Sourcing & Maintenance Procedure of Printer/ Photocopy Toner, Computer 33
Accessories and Electric Goods
3.38 Interior Decoration & Renovation 34
3.39 Rent of Office & Godown 34
3.40 Record Keeping 34
3.41 Advance Payment 34
Chapter 4: Disposal of Assets and Stores
4.1 Disposal criteria 35
4.2 Asset 35
4.3 Stores 35
4.4 Maintenance of Abandoned/ Unused Items 35
4.5 Disposal Techniques and Procedures. 35
4.5.1 Procedure Of Disposal / Sale Proposal 35
4.5.2 Physical Verification 36
4.5.3 Approval of the Proposal 36
4.5.4 Asset Disposal Committee Composition 36
4.5.5 Physical inspections by the tenderer (For Bulk Size Disposal) 36
4.5.6 Submission & Receipt of Tenders 36
4.5.7 Single Tender 36
4.5.8 Comparative Statement Sheet 37
4.5.9 Award of Contract 37
4.5.10 Invoices of receipts 37
4.5.11 Delivery of Assets, Stores etc. 37
4.5.12 If highest bidder fails to comply with contract 37
4.5.13 Re-Tendering 38
4.5.14 RFQ Sale 38
4.5.15 Transfer of items 38
4.5.16 Central Disposal 38
4.5.17 Disposal 38
Annexure 39-56

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Sourcing Workflow of KDS Accessories Ltd.

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 CHAPTER 1: INTRODUCTION
1.1 Title and commencement
1.1.1 This manual is called the “Sourcing Policy of KDS Accessories Ltd” hereinafter shall be
referred to as the “Sourcing Policy -2023”.
1.1.2 This Policy shall come into force with effect from 1st October, 2023.

1.2 Objectives of the policy manual

A. Overall
This Manual aims to set out the parameters for contributing towards sustainable development of the
company through the application of a sustainable Sourcing policy and explains the key issues and
principles associated with this object.

B. General
I. To ensure standardize Sourcing procedures.
II. To ensure proper purchase documentation.
III. To enable efficient, judicious and timely purchase.
IV. To streamline, consolidate and where possible improve on Sourcing practice.
V. To ensure that the Company's Sourcing Policy and Operation Manual is known and observed
byall employee's involved in the Sourcing process.
VI. To comply with the Laws and Regulations applicable for the Company in this regard.

1.3 Interpretation of the Policy & Manual

The Sourcing Policy and Manual shall be read and interpreted in conjunction with the respective
Sourcing. In case of any controversy or ambiguity the decision of Managing Director shall be final
and binding on all concerned. However, the Managing Director may consult with Board regarding
issues as deem appropriate. The Managing Director will have the right to scale down his authorization
if he so things for smoothers of business.

1.4 Amendment of the Policy & Manual

A. Procedures:
The policies and procedures included in this manual will come into effect from 1st September, 2023
However this manual is intended to be a living and evolving document that is expected to change
over time. All proposed changes will be prepared by the concerned division / department shall be
reviewed and ratified by Managing Director and CEO in consultation with the Management which
ever needed.

B. Approval (Board Approval):

All major changes relating to Sourcing department, Sourcing policy, financial power of delegation,
budget approval and limit specified in this manual shall be presented to the Board for approval
after recommendation made by Management. The Board shall decide over the proposed amendments
which will take effect according to the approval.

Management Approval
All other proposed minor changes in this manual shall be approved by Management and will be
effective accordingly. Changes shall be effective subject to the compliance of prevailing and
future laws, rules and regulations issued by Government bodies.

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C. Circulation
The changes as approved shall be incorporated into this manual and the amended manual shall be
circulated to all concerned. However, important policy matters will continue to be addressed through
Operations circulars from time to time.

1.5 Definitions
1. "Company" means KDS Accessories Ltd. (Company).

2. " Management" means the Management C o m m i t t e e of KDS Accessories Ltd.

3. Sourcing "Policy" means the Sourcing policy/policies is/are described in this Sourcing Policy
and Manual.

4. "Manual" means the Sourcing Policy and Manual of KDS Accessories Ltd.

5. " Sourcing " means the purchasing, hiring or obtaining of goods and services by
any contractual means and by cash.

6. "Proposal" means submission by the vendor in writing for delivery of specific

goods/ services to the KDS Accessories in response of KDS Accessories
request.

7. "Quotation" means by which the KDS Accessories obtains price offers from a selected
number of suitabletenderers for the Sourcing of low-value, standardized goods or physical
services.

8. "Services" in the context of the manual has a number of meanings;

9. "Staff" means the staff of KDS Accessories Ltd.

10. "Supplier" means a person/firms under contract with the KDS Accessories to supply goods,
works or services. The word "contractor" and "consultant" are synonymous with the word
"supplier" depending on the object of Sourcing. The word supplier relates to a Goods Contract;
the word contractor relates to a Works Contract and the word consultant relates to an Expert
Services Contract.

11. "Tenderer / Bidder" means a person/firm invited to take part in Sourcing of the KDS
Accessories or seeking to be so invited or submitting a tender in response to an Invitation for
Tender (IFT), submitting a tender in response to a Request for Quotation (RFQ) or submitting a
proposal in response to a Request for Proposal (RFP).

12. "Working Day" means all days except weekly holidays, government holidays and Company
holidays.

13. "Works" means all works associated with the construction, reconstruction, demolition, repair,
maintenance or renovation of a building or structure, or any construction works such as site
preparation, excavation, installation of equipment and materials interior decoration, as well as
physical services incidental to works and or supply of any kinds of goods and services.

14. “E-Tendering” An internet-based process where in the complete Tendering process from
advertising to receiving and submitting tender related information is done online.
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15. “Others”
* Bills of Quantity (BOQ): Total financial value of any IT or Non-IT project works including the
construction, renovation and decoration of new and old premises of the KDS Accessories.

* Capital Assets: Any tangible or intangible item duration of which is more than one year and will
be depreciated over the useful life will be termed as Capital Assets.

* Central Sourcing (CS): The Sourcing that is carried out centrally by Head Office of KDS
Accessories Ltd for achieving economies of scale and best value for money.

* Competent Authority (CA): Management Committee/Board and Divisional Heads of KDS

Accessories to whom the authority of exercising certain amount of financial power for Sourcing
has been vested through official orders from time to time.

* Contract: An agreement made between at least two parties with the intention of creating alegal
relationship, enforceable by law.

* Consumables: Refer to "Revenue Items".

* Evaluation: Determination of the ranking between substantially responsive tenders in order to

identify the most advantageous offer i.e. the one offering the best value for money, quality and
vendor's response.

* Examination: The checking by the evaluation committee whether formal requirements

in the tender documents have been fulfilled or not.

* Fixed Assets: Refer to "Capital Assets".

* Modification: Replacement or amendment of a tender or purchase order (P0)/work order(WO)

which has already been submitted by the Tenderer or handed over to Vendors, but still there is
scope of changes because of due return date not being expired or there are inadvertent mistakes
or incorporation of new information in the PO/WO.

* Open Tendering Method (OTM): The method of sourcing that is carried out through
Newspaper/Web-site advertisement for ensuring fairness through competition,
transparency and maximizing efficiency, effectiveness and economies of scale.

* Sourcing Record Sheet (SRS): A record sheet/register, which will be maintained by the
Sourcing Department in a regular basis to keep the records of all sourcing executed in a month or
quarter or year.

* Performance Security: Performance security may be in the form of a Payment Order,

Company Draft and Company Guarantee or in any other form, stipulated in the schedule of
requirement

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 that is submitted by the Tenderer / Vendors as security against the failure by the
vendor/tenderer to honor the provisions of the contractual agreement.

* Purchase Committee: A committee that approves or recommends the unit rate and or total value
of goods or services purchased for KDS Accessories Ltd.

* Work/Purchase Order: The order which is issued in case of a purchase detailing the conditions
that the Supplier and the KDS Accessories have to abide by in order to fulfill contractual
obligations mutually agreed upon by both the parties.

* Quotation Method (QM): The method of sourcing that is followed for purchase of readily
available goods and services.

* Tender Opening Committee (TOC): Internal committees which will examine evaluateand
recommend the sourcing issues that are required to be presented in Management Committee.

* Responsiveness: Conformity of documents submitted by the Vendor with the requirements

of KDS Accessories Ltd.

* Request for Proposal (RFP): This a request set to Suppliers / Service Providers for submitting
proposal / quotation as per the specific sourcing needs of the Company.

* Request for Quotation (RFQ): Refer to "RFP"

* Revenue Items: Any item which is expendable within the current calendar year and normally does
not have longer useful life will be termed as Revenue Items.

* Specification: The technical characteristics of goods and related services that set the quality
and performance standard-that the user/demander/wishes to buy.

* Supplier: A person under contract with procuring entity to supply goods, works or services. The
word "Vendor", "Contractor", "Firm", "Agency" and "Consultant" are synonymous with the
word. "Supplier" depends on the object of sourcing.

* Tender: The submission of documents by the Tenderer in writing for delivery of the sourcing
objects that is presented to a procuring entity in response to the tender documents.

* Tender Documents: The documents provided by a procuring entity to Tenderers as the basis for
preparation of the tenders.

* Tender Return / Opening Date: Tender return date is a date and time for return submission of
tenders. Similarly, the tender opening date is the date on which tender will be opened.

* Tender Evaluation Committee (TEC): The Committee that will determine the ranking between
substantially responsive tenders in order to identify the most advantageous tender i.e., the
one offering the best value for money.

* Validity Period: These states how long the offer will remain open to acceptance by the KDS
Accessories within which the Tenderer / vendor could bring no change in the tender/offer.

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1.6 Related Party Transactions:
The KDS Accessories management while procuring goods and services from vendors, suppliers,
contractors, Service providers etc. should ensure that related party disclosures are made fully. Any
transactions, obtaining of goods and services / resources if obtained from related parties can be made
/ obtained if they are competitive, transparent and to the advantage of the company both in cost,
quality and time etc.

1.7 Conflict of Interest:

(1) Code of Conduct: The employees of KDS Accessories Ltd must comply with KDS Accessories
Service Rules in dealings with customers, shareholders, employees, suppliers, competitors,
regulators, and the communities in which they operate.

(2) Impartiality: An employee of the KDS Accessories shall not be allowed to have any other
employment or assignment or carry on any activity which could impair confidence in the impartiality
in performing the duties, or which could damage the KDS Accessories interests.

(3) G i f t: An employee related with the sourcing process shall not be allowed to solicit or receive
any fee, gratuitous payment or goods etc. from any sourcing provider or supplier for any matter or
service connected with the sourcing duties of the KDS Accessories.

(4) Auditor and Reviewer: Internal auditor, existing external auditor and other reviewers related
in related to the finance dept with the KDS Accessories shall not be included in the sourcing process
and sourcing committee.

1.8 “Legal Framework”

(1) Legal action against vendor or by vendor: For compensation against non-compliance of the
contractual agreement by the vendors/ contractors/ suppliers, the KDS Accessories shall proceed as
per the decision of Management based on consultation with the legal advisor and other concerned
officials Concerned Division heads by considering the overall interest and goodwill of the KDS
Accessories. If a n y l e g a l p r o c e e d i n g h a s b e e n t a k e n a g a i n s t t h e company b
y a n y vendors /contractors/ supplier, the company shall resolve the matter through proper
investigation as per decision of Management.

1.9 “Financial Power” The sourcing function of the company in its central buying role is responsible
for carrying out all purchase decisions of all items and of all types as mentioned inthe Delegation
of Financial Power and Budget approved by the Board.

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 CHAPTER 2: SOURCING POLICY

2.1 Guiding Principle of Sourcing:

KDS Accessories is to follow mainly centralized Sourcing policy / strategy with the provision for
Sourcing at Head Office/Branch to meet only urgently needed day-to-day requirements and to meet
emergencies as well. This approach is more suited for KDS Accessories considering the effectiveness
and efficiency, economies of scale through aggregation of requirements, optimum use of expertise,
efficient storage and distribution system as well as lower administration cost.

2.2 Sourcing Requirement (SR):

Sourcing starts from the identification of the needs and planning of the process and continues
until the goods and related services are delivered and perform satisfactorily. Initial step of Sourcing
process is the identification of needs and making plan so that any constraint or critical target can be
anticipated and appropriate actions can be undertaken. There will be monthly, quarterly and yearly
Sourcing Requirement (SR) for each department of KDS Accessories Head Office. Sourcing
Requirement (SR) will consider all level of requirements irrespective of capital and revenue items.
Any Sourcing requirement that may arise within the year but not included in PR will be dealt with as
per the procedures mentioned in Chapter 3.

2.3 Sourcing Plan (SP):

Concerned Division shall prepare the Sourcing plan. While preparing the SP, following are to be
checked:
1. That all requirements included in the Sourcing requirement (SR) are clearly identified / specified.
That it is clear when the goods are required and to be delivered to the user who placed the
requisitions.
2. Whether any other formality / legal requirements are applicable to the specific Sourcing,
3. Aggregation of requirement of two or more Sourcing to form a single package may be done.

2.4 Grouping and Packaging:

Each item could be procured separately under a specific purchase proposal. However, considering
the number of items normally required for each department/unit or project where it will be large and
as such item-by-item Sourcing would certainly not result in the most economic and efficient purchase
for KDS Accessories. Hence the overall Sourcing plan for the KDS Accessories requires dividing it
into individual Sourcing packages and ensuring that processing of all packages is completed within
the appropriate time table.

2.5 Sourcing Scheduling (SS):

One of the considerations in choosing contract packaging is the timing when goods are needed
or job is to be completed. After preliminary packaging, plans have been formulated and, by
implication, the method of Sourcing to be used for each is tentatively determined by the nature and
size of the packages. Besides, it is necessary to verify that these combinations permit the goods to be
delivered at the times they are needed by the respective department/unit or project. Concerned
department shall prepare the Sourcing Plan (SP) as per the format.

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2.6 Sourcing:
By Sourcing within the approved limit of Financial Power by using Quotation Method (QM) or
Direct Purchase Method (DPM) will be executed by the Sourcing Department, details have been
described in chapter 3. i.e., all Sourcing of the company will be executed centrally from the Head
Office.
2.7 Enlistment of Suppliers / Vendors:
The enlistments of firms / suppliers are to be carried out all approved by Management in the
beginning of the year for duration of usually one year. If situation demands andif there are new
potential Suppliers whose services are likely to be beneficial or essential for the Company,
enlistment may also be carried out through Management anytime within the year. Management is
the final authority to accept or reject any proposal of enlistment. The following papers and
parameters should be considered with the application for the vendors/
supplier’s enlistment:
Papers:
i. Trade license.
ii. E-TIN/TIN
iii. VAT Certificate.
iv. Experience Certificate- Company Solvency Certificate
v. Others necessary business papers (if any)
Parameters:
vi. Satisfactory financial resources.
vii. Satisfactory production / manufacturing capacity if applicable.
viii. Managerial capacity and after sales services.
ix. Satisfactory reputation for diligent and non-problematic performance of contracts.
x. Have appropriate organizational structure and expertise to perform the contract.
xi. Professional and technical qualifications experiences to supply the goods and related services.

2.8 Sourcing Method:

Threshold Criteria for Sourcing:
There should be Thresholds for different criteria of sourcing duly approved by the Board of
Directors of the Company. The following thresholds are proposed for different criteria of
sourcing for the Company:
Sl Method of Sourcing Mode of Sourcing Expenditure Limit Remarks
No.

A. Direct Cash Purchase/ Through direct market rate Upto Tk. 5000 With competitive price/
Through SpotQuotations verification

B. Through Limited Tender/ Purchase by Tender Above Tk. 5000 At least 3(three)
Quotation/ Open Tender received from enlisted competitive quotations to
suppliers / Contractors/ Upto Tk. be obtained.
Print Media / Electronic
Media/ Website of the 1/2 Daily News, at least
Company 10-21 Days, the bidders
should be 3 (three)

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 Purchase and Sourcing of different items for the company are proposed to be made on the basis of
above criteria. However, deviations may be allowed in cases of urgent requirements, proprietary items
and in cases where instructions are given by the competent authority in special circumstances.

2.9 Modes of Sourcing:

Modes of sourcing of all types of goods and related services, works and physical services and
consultancy services for KDS Accessories or its sister concern may be proposed as under:
i. Tendering / e-Tendering.
ii. Limited Tendering.
iii. Request of Quotation.
iv. Direct Sourcing.
v. Direct Cash Purchase.
2.9.1 Tendering / e-Tendering Method:
a) In the perspective of fixed value limitation, if the usage of any one of the other sourcing methods
is not reasonable, in that case, KDS Accessories may apply Open Tendering / e-Tendering Method
in sourcing the goods and related services, works and physical services and consultancy services,
raw materials.
b) Tender can be invited from qualified and reputed tenderers by displaying Notice on notice board
and publishing Notice in the website of KDS Accessories / Electronic media / National dailies /
online etc.
c) Tender documents have to be kept ready for selling to the interested bidders. The time for
preparation and submission of Tenders by the tenderers will be as under:
• For Sourcing of goods & services, works and consultancy services of value above Tk.00
lac but within Tk.00 lac notices inviting Tenders from qualified tenderers should be displayed
in notice board, website, electronic and / or printed / online media allowing at least 00 working
days’ time for submission of the same.
• For Sourcing of goods and services valuing Tk.00 Lac and above but up to Tk.00 Lac, tender
notices to be published in KDS Accessories Company website / electronic media and / or at
least 2(two) national dailies giving at least 15(fifteen) working days’ time for submission of
tender documents.
• In case of exigencies, urgent sourcing may be made with approval of the competent
authority giving at least 7 (seven) working days’ time. In such cases no tender would be
necessary.
• In case of inviting re-tender, at least 7 (seven) working days’ time shall be allowed.
Disposal of Tenders received.
• The indenting division / department shall prepare a proposal with comparative statement and
place it before the Tender Committee for recommendation or evaluation.
• Once the Tender Committee recommends the proposal it shall be placed before the Purchase
Committee for consideration and recommendation. Once the Purchase Committee
recommends the proposal a memo containing the proposal shall be placed before Board for
approval.
• Information / Documents necessary in case of Open Tendering / e-Tendering Method:
Preparation of Specification: While preparing technical specifications for Sourcing of goods and services,
works and physical services, and consultancy services, among others, following information have to be added.

i. Name of goods, services and works to be procured with detail particulars.

ii. Quality of goods, works and services.
iii. Ability to complete the desired work and expiration time of workability.
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 iv. Quality and standard of security.
v. Packing and marking of the goods to be procured and symbol and trade name to be used forleveling
the product.
vi. In applicable cases, method and process of manufacturing of goods to be procured.
vii. Mention of any method for testing the suitability of the goods.
viii. Without mentioning directly related design or descriptive feature which may limit competition,
capability for executing works and production capacity should be described clearly.
ix. If international standard is fixed, on the basis of that, clear description of the recognized national
standard or code has to be given.
x. In providing technical specification, trade mark of any goods, trade name, patent, design or kind,
name of country of origin, name of manufacturer or supplier cannot be mentioned specifically.
xi. If the Company does not have sufficient expertise to prepare the technical specification easily
comprehensible to the tenderers, in that case Company can mention the particulars of the goods
of any specific brand in the technical specification, in that case same or equal type of words or
phrases have to be used in it.
xii. The condition of serial no-(x.) shall not be applicable for purchase and installation of cars, electric
substation and high-capacity equipment’s.
xiii. In the tender schedule prepared for sourcing of goods, services, works etc., conditions such as,
time-schedule for supply / execution of works place of delivery, amount of earnest money,
execution of performance guarantee etc. have to be mentioned.
xiv. Conditions for submission of certificate of experience, up to date trade license, certificate of
payment of VAT and Income tax, certificate of financial solvency etc. have to be incorporated
in the Tender Schedule.
xv. Depending on the reality and place of sourcing the concerned sourcing authority of KDS
Accessories may bring in changes in the terms and conditions of the tender schedule.

2.9.2 Limited Tendering Method:

The method of sourcing of goods and services, works, physical services and consultancy services,
which, due to their special characteristics, have to be procured from limited number / enlisted qualified
probable suppliers and contractors, is called Limited Tendering Method.

In order to reduce the required time and administrative expenses, subject to the under mentioned value
limitations, for sourcing of goods and services from the enlisted suppliers and contractors, notice
inviting quotations to be communicated / displayed / published in Notice board, e-mail and web-site,
electronic media etc.
• For Sourcing of goods, services, works and physical services worth above Tk. 00 lac and up
to Tk.00 lac, notice inviting tenders should be displayed / published through notice board, letter,
e-mail, website and / or electronic media allowing at least 7 (seven) working days’ time.
• In case the cost exceeds Tk.5,00,000 lac for expenditure, the minimum number of bidders shall
have to be 3 (three).
• In case the limited tender for sourcing of items involving expenditure above Tk. 00 lac the
indenting division / department shall prepare a proposal with comparative statement and place it
before the Purchase Committee for recommendation.
• Once the Tender Committee recommends the proposal a memo containing the proposal shall beplaced
before the competent authority for approval.
• Information / documents necessary in case of Limited Tendering Method:
While preparing technical specification for Sourcing of goods, services, works, physical servicesand
consultancy services, among others the following information have to be added:
i. Name and detail particulars of the goods, services and works to be procured.
ii. Quality and standard of goods and services, expiration time of workability.
iii. Ability to complete the desired work and expiration time of workability.
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 iv. Quality and standard of security.
v. Packing and marking of the goods to be procured and symbol and trade name to be used for
labeling the product.
vi. In applicable cases, method and process of manufacturing of goods to be procured.
vii. Mention of any method for testing the suitability of the goods.
viii. Without mentioning directly related design or descriptive features which may limit
competition, capability for executing works and production capacity should be described
clearly.
ix. If international standard is fixed, on the basis of such standard, clear description of the
recognized national standard or code has to be given.
x. (a) In providing technical specification, trade mark of any goods, trade name, patent, design
or kind, name of the country of origin, name of the manufacturer or supplier can be mentioned
specifically.
(b) If the Company does not have the expertise to prepare the technical specification easily
comprehensible for the tenderers, in that case Company can mention the particulars of the
goods of any specific brand in the technical specification, and in that case same or equal type
of words or phrases have to be used in it.
(c) The contents of para x(a) and x(b) above shall not be applicable for purchase and
installation of vehicles, electric substation and high-capacity equipment’s.
xi. In the tender schedule prepared for sourcing of goods, services, works etc., conditions such as,
time-schedule for supplying / executing works, place of delivery, amount of earnest money,
execution of performance guarantee etc. have to be mentioned.
xii. Condition for submission of certificate of experience, up to date trade license, certificate of
payment of VAT and Income tax, certificate of financial solvency etc. have to be incorporated
in the Tender Schedule. But in case of the enlisted supplier / contractors, since the matter of
experience and financial solvency have been already determined, these two issues will not be
applicable for them.
xiii. Depending on the real situation and place of sourcing, the concerned sourcing authority of
KDS Accessories may bring in changes in the terms and conditions of the tender schedule.

2.9.3 Request of Quotation Method:

a) In sourcing of lower price standard goods and service easily available in the market and low-price
general works and physical service and intellectual services, KDS Accessories can subject to not
exceeding the under mentioned price limits, may exercise the Request for Quotation Method.
b) To ensure prevention of misuse, the concerned divisional chief of KDS Accessories shall exercise
strict control over the use of Request for Quotation Method and shall ensure that the purchases
remain limited within the concerned items only.
• By exercising the Request for Quotation Method sourcing of goods and services, works and
intellectual services may be made within the under mentioned price limits.
• Information and documents necessary for Quotation method:
(a) In the letter of request for quotation, in case of sourcing of goods, services, works of fixed price,
related physical services and intellectual services, KDS Accessories shall incorporate specific
description of the requirements, such as, standard number or volume of the products, extent and
term of physical service, time of executing works, price and terms of purchasing intellectual
services and its payment terms, and other necessary matters clearly.
(b) In support of their eligibility, the tenderers may be requested to submit valid trade license, TIN,
VAT registration certificate and in special cases Company solvency certificate.
(c) The tenderers may be quested to quote the prices in the same method as is quoted in the open
tender method.
(d) In the application of Request for Quotation method, no tendering or work executing security
deposit will be necessary.
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 Procedure to be followed for Inviting Quotations:
(a) The concerned division / office shall invite quotations from the suppliers by letter, fax or e-mail
and in which the last date for submission of quotations will be mentioned.
(b) In order to publicize the notice of Request for Quotation the said notice may be published in
electronic media and Company’s website including displaying in the notice board of KDS
Accessories Ltd. If necessary, neighboring Company offices may be also requested to publicize
the notice.
(c) No charges shall be realized for the documents of request for quotation.
(d) Under the method of request for quotation the time limit of the submission of quotation will be
at least 3(three) working days from the date of inviting quotation.
(e) KDS Accessories Ltd shall invite quotations from at least 6(six) suppliers and in orderto ensure
competitive base, at least 3(three) responsive quotations will be necessary.
2.9.4 Direct Sourcing Method (Urgent Sourcing):
For urgent special requirement or for sourcing of goods and services, works, physical services and
intellectual services from any single source, the KDS Accessories Ltd may, through the approved
Purchase Committee, procure the same within the under mentioned price limit in the following way:
a) In encountering any emergency situation caused by natural disaster, goods, works and services
worth up to Tk.00 lac may be procured through Direct Contracting Method for the purpose of
repair and replacement. But in case of urgent requirement repair and replacement of note
counting machine / generator / sub-station equipment / Central AC etc. within a cost up to
Tk.00.00 lac only may be made under Direct Contracting. However, this rule cannot be utilized
in general cases in the absence of any specially urgent situation.
b) In every case of goods, concerned services, works, physical services and intellectual consultancy
service, up to Tk. 00 lac (… taka only) and in necessary cases, by the approval of higher sourcing
authority, up to Tk. 00 lac with recommendation of a purchase committee comprising of 3(three)
members, can be purchased by direct contracting.
c) Direct Purchase through Repeat Order:
Direct Purchase under Open Tendering, Limited Tendering and Quotation Methods through order for
additional supply, repeat Order and variation Order:
(a) In case of highest 100% additional deliveries and repeat orders in one instance or in parts, of the
original contract / purchase order, under mentioned rules and regulations should be followed:
(b) In view of the reality of the situation for bringing appropriate changes in the plan, design and
layout, one or more variation orders / additional work orders may be issued against the main
contract / purchase order in the following manner:
i. Up to 15% of work order value: by Procuring Entity.
ii. Up to 50% of work order value: by CEO & Managing Director.
iii. Above 50% of work order value: by Board of Directors.

(c) If the underground or hidden physical condition of the project area is found to be different than
the condition described in the contract, and for that reason if any new works to be done which was
not included in the main contract, such works may be carried out if the price quoted in the main
contract found to be acceptable / advantageous to the Company after comparing with the market
rate. In that case highest 80% Extra Work Order may be given following the under mentioned
rules:

i. Up to 15% of the work Value: by Procuring Entity.

ii. up to 50% of the work value: by CEO & Managing Director.
iii. Above 50% of the work value: by Board of Directors.

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2.9.5 Direct Cash Purchase Method:
a) Petty items requisitioned by different departments, divisions or units which are needed urgently,
can be procured through direct purchase in cash. But for a single sourcing the cost shall not exceed
Tk. 00 and the Concerned Division shall procure the items on the requisition.
b) Direct sourcing in cash over the value of Tk. 00 may also be made subject to approval by
appropriate authority following the under noted conditions:
i. When for technical reasons, the goods, works or services can be supplied or provided only by a
supplier for special job nature.
ii. Where replacement of parts or repair and maintenance facilities are available with only one
supplier owing to special nature of the job.
iii. When the additional works, which were not included in the initial contract have, through
unforeseeable circumstances, become necessary since the separation of additional works from the
initial contract would be difficult for technical or economic reasons.
iv. For new works consisting of repetition of similar works for which an initial contract was awarded
on the basis of open or limited tendering so long as the value of new works does not exceed the
amount of earlier works awarded for the similar quantum.
v. For continuation of services, where the original contract has been satisfactorily performed and the
continuation leads to gains in economy.
vi. For occasional purchases of perishable commodities.
vii. For meeting urgent needs when following other Sourcing method appears to be impractical due
to time constraints.

Direct sourcing method may also be used for purchase of readily available standard low value
goods when unforeseen urgent services are required.

Negotiation/ Arbitration:
(a) Direct Negotiation / Arbitration:
i. This system may be adopted only in exceptional cases when the stores are urgently required and
the time available with the indenting department does not permit to go for flotation of another
Tender. Direct negotiation / arbitration may also be resorted where the price of an item is fixed
either by Customs or any other Govt. Authority or due to proprietary nature of the items.

(b) Negotiation/ Arbitration for supply when the accepted Tenderer fails to supply:
i. The system of negotiation or arbitration may also be adopted in case of tendered store when the
lowest bidder is not able to supply. In such cases negotiation/arbitration may be made with the
next lowest bidder / bidders to supply the stores at the rate quoted by the lowest bidder or closer
to the lowest bidder.
ii. When more than one party quote the lowest price for the same item, the Tender Committee shall
have the right to select the party having more reputation / reliability, volume of business or
brand reputation for the sake of convenience and better control.
iii. Method of negotiation can also be adopted in case where none of the tenders is accepted due to
technical or other grounds and where there is no time for re-tendering or when it is apprehended
that re-tendering should not attract better bid. Negotiation / Arbitration may also be resorted, when
it is desired to reduce lowest tendered price. Negotiation / Arbitration shall be carried on by the
Tender Committee concerned with the approval of the Managing Director.

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Contents of Tender Documents:
The tender documents shall contain the following:
a) Instructions for the preparation and submission of tender;
b) Information on the final date for receipt of tenders, the date, hour and place of opening as well
as an announcement that tenderers’ representatives are allowed to attend the opening;
c) Forms of tender and where applicable, tender and performance securities and manufacturers'
authorization to be provided by the tenderers;
d) The number of copies to be submitted with original tender;
e) Conditions of contract, general and special;
f) Specification of requirements, including time limit for delivery or completion, as appropriate;
g) Evidence to be provided by the bidder to demonstrate its qualifications for purposes of post-
qualifications verifications conducted by the Company;
h) The period during which the tender shall remain valid;
i) The criteria for evaluation of tenderers and award of the contract;
j) A requirement that a tenderer must pledge not to provide any inducement of any kind;
k) A reservation to the effect that the Company may reject all tenders at any time prior to
acceptance ofa tender;
l) A provision for holding pre-tender meeting with potential tenderers, where deemed appropriate
by the Company, in order to provide clarifications on the stipulations of the tender documents;
m) A notification as to whom the tenderer shall address any compliant.

2.10 Security Money:

For purchasing fixed asset/services amounting BDT 00 and above, a security money of 5% to 10%
of total Work Order/Contract value would be deducted from thefinal bill and retained up to the
stipulated warranty period or as specified on the Work Order/Contract.

2.11 Performance Security/Guarantee:

For purchasing fixed asset/services in excess of BDT 5,00,000 and above, a Performance
Security/Guarantee of 5% to 10% of total Work Order/Contract value is to be submitted before
executing the Work Order/Contract. It shall not be released until execution of Work Order/Contract
and or the expiry of the warranty. In case of failure to fulfill the contractual obligation, submitted
Performance Security/Guarantee shall be forfeited in full or in part depending on the extent of
failure or breach of the Work Order/Contract. The decision of Purchase Committee is final in this
regard.

2.12 Advance and Partial payment:

Advance and Partial payment may be allowed as per Work Order/Contract issued/signed by
concerned division.
2.13 Issuance of Work Order:
The clause of Work Order/Contract would be inserted by the concerned division. But concerned
division has been advised to follow the standard format of Work Order attached with this manual. But
the clauses of Work Order/Contract may differ depending on the items, value, nature and necessity of
goods and services.
2.14 Minor Purchase:
Total value up to BDT 00 per transaction can be made without anyformalities of purchase process in
cash/by issuing Payment Order for the items like electric goods and materials, repair &
maintenance, small office equipment (in consideration of value), interior and renovation items,
sanitary, toner, stationary goods and miscellaneous items and services etc. All such purchases shall,
however, require approval as per delegation of competent authority of the Company.

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2.15 Emergency Sourcing:
To meet up sudden emergency needs, which may arise because of uncontrollable situations,
emergency sourcing can be made without having to go through the formal processes of sourcing.
But post facto approval will have to be taken from the appropriate authority as perthe approved
financial authority.

2.16 Evaluation of Suppliers/Vendors/Tenderers:

For technical evaluation, fifty percent (50%) weightage will be given and remaining fifty percent
(50%) weightage will be allocated for financial evaluation. The lowest price bidder is to be considered
for full marks in the case of grading of the bidders and rest of others criteria will be distributed on Pro
Rata basis. Concerned division will be the responsible for fixing the format of technical evaluation.

2.17 Price of Tender Schedule:

In case of Open Tendering Method, the Company may sell the tender schedule to intended
vendors/suppliers. Price range of tender schedule may vary from BDT 500/-(Five Hundred Only)
to BDT 5000/- (Five Thousand Only) depending on the estimated value of items.

2.18 Post Facto Approval:

Generally, sending Post Facto approval is highly discouraging by the competent authority of the
Company. However, in emergency cases, Sourcing department will entertain all Post Facto
classified under Revenue Expenditure such as entertainment, business development, donation,
subscription etc. Concerned department will directly send the proposal to Sourcing department for
obtaining approval whereas Sourcing department will entertain all post factor classified under
Capital Expenditure and Revenue Expenditure related to Sourcing. Others related post facto
approval have to be sent to concerned department/ division.

2.19 Delegation of Financial Power:

Approved delegation of financial power / authority of different levels of managers and executives
have been given for exercise. However, this may be changed over time to time, subject to the
approval of Board.

2.20 Monitoring:
Monitoring is a part and parcel of the sourcing process. There will be in -house monitoring by
the concerned division itself. However, ICC/Audit will chalk out its own monitoring mechanism
while they do audit for necessary corrective measures.

2.21 Record Keeping:

It has been enumerated in the procedure in Chapter 3.

2.22 Annexure:
Some Standard forms and formats have been attached herewith as Annexure for uniformity. Inclusion
or deduction may be made as and when required by the concerned division. However, this format
may be customized to accommodate the requirements of the goods and services that are intended to
be procured.

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 CHAPTER 3: SOURCING PROCEDURE

3. Sourcing Procedure

3.1 Objects of Sourcing:

Considering the trend of Sourcing needs of the KDS Accessories, objects of Sourcing have been
categorized as under:

3.1.1 Capital / Fixed Asset:

Any tangible or intangible item duration of which is more than one year and which will be depreciated
over the useful life will be termed as Capital / Fixed Assets. Some of the examples are:
* Land and Building
* Vehicle
* Office Equipment
* Furniture and Fixture
* Generator
* Air Conditioner
* IT Hardware and Software
* Construction and Renovation Works
* Any other items as per the criteria of Capital / Fixed items

3.1.2 Revenue Items / Consumables:

Any item, which is generally expendable within the current calendar year (Company's
Financial year), and normally does not have longer useful life, will be termed as Revenue Items /
Consumables. Some of the examples are:
* Office and Printing Stationery
* All kinds of consumables for Printers, Photocopiers, FAX etc.
* Tea items and all kind of food stuffs
* Cleaning materials
* Any other day-to-day necessities, etc.

3.1.3 Service:
Normally day-to-day necessities and items, which do not fall under Capital / Fixed Assets or Revenue
Items / Consumables will be termed as Services. Some of the examples are:
* Logistics, cleaning and security
* Repair and maintenance
* Infrastructure maintenance
* Media and advertisement any other services as and when required, etc.
* Event.

3.1.4 Requirement of Assets

The requirement of assets may arise due to:
➢ Additional Manpower
➢ Expansion of Divisions
➢ Disposal of old ones
➢ Increase in the volume of Business
➢ Changes

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The requirements are to be formulated by Sourcing Department, HO on the basis of requisition from
different departments of HO and branches. In case of computer and computer related assets, IT
department will verify the technical side, requirement status and submit the requirement position
to Sourcing Department, Head Office in details. Concerned Division will assess the requirements
and make necessary arrangements to supply/keep ready for phase wise Sourcing and timely supply
to the end-users considering the necessity as well as the cost effectiveness.
The end user division/branch will initiate the requisition as per their necessity and it will be processed
in the under noted flow chart:

End-user→ Sourcing Department → Evaluation Committee→ Purchase Committee→ Managing

Director→ MC/Board
3.2 Preparation of Sourcing Requirement (SR):
The generic sourcing cycle begins with the defining of the needs prior to the preparation ofthe
SR. The following processes will be followed for the preparation of SR:
Sourcing Department will prepare the SR for the KDS Accessories for the year and in a
quarterly basis, will get this confirmed from respective divisions, departments, branches and units.

3.3 Preparation of Sourcing Plan (SP):

Sourcing Department will prepare the SP as per the SR of the KDS Accessories Ltd. The following
Processes will be followed:
Sourcing Department will group similar types of items from the overall SR of the Company and
divide the groups into package with a unique number for each package as per the guidelines
mentioned in Sourcing Policy.
Prepare a Sourcing Schedule (SS) combing the packages as per the expected date of delivery as per
Annex format.
The Sourcing Plan identifies the packages for goods that are required under the Project / Division. It
identifies each Sourcing package giving it a unique code and considers the expected cost of the
package, as well as the anticipated dates when the Sourcing package willbe supplied.

3.4 General Processes for Initiating Sourcing:

To initiate any kind of Sourcing, the following processes will be followed:

3.4.1 Capital / Fixed Assets:

a. Respective department/ unit will send the requisition to Sourcing Department or his assigned officer
and or unit in-charge of the department as per the Sourcing Plan (SP).
b. After getting the requisition, Sourcing department will present the sourcing requirements in the
Purchase committee in the form of Bills of Quantity (BOQ).
c. After receiving unit rate approval or recommendation for total purchase from Purchase
C om mit t ee, the Concerned Division will obtain approval from MD / Conceded
Executives or Board as per delegation before issuing Work Order as per delegation.

3.4.2 Consumables and Others

a. The Head of Respective department / unit will submit Requisition Form (RF) as per the
prescribed format in Annex and send to the Sourcing department through internal electronic
mail.
b. Sourcing Department will initiate the sourcing process after receiving the approved RF.

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3.4.3 Services
To initiate the sourcing of services, similar process will be followed as mentioned in Sourcing Policy.

3.5 Classification of Purchase

3.5.1 Recurring Purchase (For which stock is maintained/Revenue Expenditure)

There are some items of goods, which need to be purchased regularly such as stationery, printed
forms, toner for photocopier and printer, office supplies, paper, lighting and electric materials etc. In
such cases, requisition shall be given to the Store officer (proposed) of Sourcing. If the item is
available in the store the requested item will be provided to concerned department. If not available
in the store, the requisition will be sent to the Sourcing Department and all the steps of this Sourcing
Policy shall be followed.

3.5.2 Non-recurring Purchase/Capital Item

There are some items of goods which are not purchased regularly, instead these are purchased on as
and when required basis. In case of such purchases the person / division requiring item need not send
the requisition to Stores-in-charge instead the requisition shall be sent direct to the Sourcing
Department and the remaining steps in this Sourcing Policy shall be followed.

3.6 Execution of Sourcing:

3.6.1 Selection of Sourcing Methods:
Appropriate Sourcing method will be selected as per the guidelines mentioned in the Policy.
Any deviation from these guidelines while selecting the Sourcing method due to unavoidable
situations will necessitate obtaining approval from MD and CEO of the company as the case may
be.
3.6.2 Open Tendering Method (OTM):
This method will be applied as per the guidelines mentioned in Sourcing Policy. OTM may be
applied for huge volume of works or bulk quantity. The following process will be followed:
1. Sourcing Department will initiate the process of OTM after obtaining the approval from the
appropriate authority.

2. The relevant department will prepare the Invitation for Tenders (IFT) as per the Standard Tender
Documents (STD) mentioning the detail requirements including technical and non-technical
specifications.
3. Invitation for Tender (IFT) will be vetted by the respective initiator who sent the RF. ICT will
prepare Invitation for Tender (IFT) for all IT related Sourcing to confirm the quantity, quality
requirements and all other defined Technical Specifications (TS) and terms and conditions.
Engineering unit of Sourcing Department will also prepare IFT for all engineering sourcing and
service to confirm the quantity, quality requirements and all other defined Technical
Specifications (TS) and terms and conditions.
4. Sourcing Department will send the IFT to Public Relation Division (PRD) for publishing the
advertisement in the Newspapers.
5. Advertisement of IFT shall be published in at least two national daily newspapers. This may
also be published in the Website of the Company.
6. Sourcing Department shall operate the Standard Tender Document (STD) to issue to the
interested Tenderers /suppliers at the time of the appearance of the advertisement.
7. Related processes to Tenders are described hereunder.
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3.6.3 Preparing and issuing a Tender Document
a. Sourcing Department is responsible for the preparation and issuance of tender documents.
b. While preparing the tender documents, STD should be followed. Sourcing Unit while preparing
individual tender documents should not modify instructions to Tenderers and General Conditions
of Contract.
c. Supplier is responsible for the preparation and submission of its tender. During this process,
Sourcing Department shall promptly respond to any request for clarifications from Suppliers and
if found appropriate / reasonable amend the tender documents accordingly.
d. Tender documents should furnish all the information needed by a respective Supplier, which will
help in the evaluation of tenders, award of contract and during the implementation of
contract,
e. In the OTM, the time allowed for the submission of tenders shall not be less than Seven days
(07) days. However, it may be three (03) days for emergency Sourcing.

3.6.4 Purpose of Tender Documents:

The purpose of tender documents is to inform the Suppliers/Vendors about the following:
a. The rules applicable to the tendering process.
b. The precise requirements for the goods and related services to be provided.
c. Criteria, which will be applied in evaluating tenders.
d. The terms and conditions of the contract.

3.6.5 Setting a Tender Return Date

A date and time for the return of tenders must be fixed in all cases. The period allowed for the
completion and return of the tender will depend on:
a. The complexity of the requirement
b. The urgency of the requirement.
c. A reasonable time for Suppliers to formulated their offers (if the time is too short, it will
discourage some or all Suppliers from tendering, which will reduce competition and may limit
the quality of the tender).
d. HO Sourcing Department will consider the above and will reset tender return date.

3.6.6 Suppliers Requesting Extension of Tender Return Date:

Request from Suppliers for an extension of tender return date should normally be denied. Only in
the most extreme circumstances (e.g., if all Tenderers request an extension, indicating
Sourcing Department may have under - estimated the time required for suppliers to prepare and submit
a tender), request for extension shall be considered.

3.7 Specification:
The specification is the key component in the overall contract package and its importance cannot
be overstated. It sets the quality and performance standards for the contract and defines what are
to be purchased and what the Supplier must provide. The purpose of the Technical Specification
(TS) is to define the technical characteristics of the goods and related services required. While
preparing the TS, following should be kept in mind;
a. TS shall be prepared in a non-restrictive manner so that a fair and open competition is created
between all qualified Tenderers.
b. TS and descriptions of the goods and related services and works and physical services shall
be prepared in a manner that provides a correct and complete description of the object to be
procured.

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c. As far as possible, there shall be no requirement or reference in the TS to a particular Trademark
or name, patent, design or type, specific country of origin, producer or service Supplier, unless
there is no sufficiently precise or intelligible way of describing the Sourcing requirements and
provided that words such as "or equivalent" are included inthe specifications.

3.8 Validity Period:

Tenderers should be asked in the Invitation for Tenders (IFT) to agree to nominated tender validity
period. It is conventional to express this period in days (e.g., 30, 60, 90,120 etc.)
3.9 Communications with Tenderers:
Any information or clarification of substance, which is given to one Tenderer, must formally and
immediately be given to all Tenderers.

3.10 Confidentiality of Information:

Tenderers MUST not be told who is in competition with them. This prevents collusion and sharpens
the need for a competitive approach. Throughout the process, all information whose disclosure might
prejudice the outcome of the tendering process should be marked with "Confidential."

3.11 Tender Receipt:

a. Tenders will be received in the specific locked and secured Tender Box having the
provision of locks.
b. When Tenders are in large volume or envelopes are large and/ or thick tender may directly
receive by a nominated official of Sourcing Department.

3.12 Tender Committee

To get necessary goods/ products/ service from any other companies/ vendor by opening Tender
through “Request for Proposal” (RFP) system, Company must have a tender committee with following
(05) Five members are given below:
1. … .................................................................... Convener
2. … .................................................................... Member
3. … .................................................................... Member
4. … .................................................................... Member
5. … .................................................................... Member Secretary

3.13 Tender Opening:

a. Tender committee will open the Tender Box in the specific time and date as fixed in the tender
document.
b. Tender Box and tenders will be opened in presence of the Tenderer or authorized
representative, if any.
c. Tender envelopes will be opened one at a time starting with any withdrawals.
d. Following information will be read out and recorded in the Tender Opening Sheet (TOS)
from the original version of each tender
(i) Name of the Tenderer
(ii) Tendered item with quoted price.
(iii) Particulars of tender security, if applicable.
(iv) Signature of Tender Committee and bidders (if any).

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3.14 Examination and Evaluation of Tender:
The examination and evaluation of tenders consists of at least three stages:
a. Examination.
b. Evaluation.
c. Post Qualification.

3.15 Examination of Tenders:

a. Examination of tenders is meant to determine the responsiveness of each tender. Tender
Committee will check that mandatory requirements of the tender documents are fulfilled.
b. Except for the check of completeness and responsiveness, these checks are usually simple
and quick to perform. Following rules are to be followed:
(i) A tender that is not properly signed or not accompanied by a security, if applicable, should
be rejected.
(ii) An error in arithmetical calculation may be corrected.
(iii) Tenders are to confirm that all documents requested in tender documents have been
provided.
(iv) Determine that each submitted documents is completed in all respect.

3.16 Evaluation of Tenders:

a. Tender Evaluation Committee (A sub-committee of Tender Committee or their re-presentative
will evaluate the Tenderer.
b. The purpose of the evaluation is to determine the ranking between substantially responsive
tenders, in order to identify the tender most advantageous to the TEC, i.e., the one offering the
best value for money.
c. The key role for a proper evaluation is to consider only those factors specified in the tender
documents and only against the criteria specified in the tender documents.
d. Clarification of each tender follows the evaluation of all competing tenders. This involves making
judgments on financial, technical, contractual and other related matters.
e. The successful Tenderer shall be the Tenderer with the lowest evaluated tender cost. However,
this will depend on the expected set quality and delivery lead-time.
f. While evaluating Tender a standard format of weightage is to be given.

3.17 Post Qualification:

a. Post qualification is undertaken to determine whether the Tenderer whose tender has been selected
is qualified to perform the contract.
b. Before awarding the contract, Purchase Committee should determine whether, the Tenderer
whose tender has been evaluated as the lowest evaluated tender is the most responsive or the
lowest evaluated tender is qualified to effectively carry out the contract.
c. A Tenderer who does not meet the required qualifications will be rejected and Purchase
Committee will proceed to make a similar determination regarding the Tenderer with the next
most advantageous tender.
3.18 SOP of Tender Evaluation Committee (TEC):

The Evaluation Committee's function is to carry out the technical and financial evaluation of tenders or
proposals. The committee shall perform evaluation task in the following manner-
• Technical evaluation shall be performed based on the criteria mentioned in the tender
documents.
• Procuring Entities along with TEC may set out requirements for demonstration of the product
Technical Capacity of the Tenderers as part of technical evaluation.
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 • Only technically responsive bidder shall come in consideration for financial evaluation.
• If multiple bidder who are technically responsive, participate in the tender then financially
competitive bidder will be considered for the appraisal of the contract.
• In case of single OEM/ Vendor for financial evaluation market price of the product need to be
verified.

Responsibilities of TEC:

• Evaluate the bids using the criteria stated in the tender documents.
• Prepare Technical and financial Evaluation Report
• Recommend in the report which bidder should be awarded the contract
• Maintain confidentiality throughout the process

a. Convener of Tender Committee may call internal/external expert to evaluate the tender (if
necessary) properly “with following 05 (Five) members”:
1) … ......................................................... Convener
2) … ......................................................... Member
3) …......................................................... Member
4) … ......................................................... Member
5) … ......................................................... Member Secretary

b. In absence of Convener, next senior most present will be the Convener of TEC.

c. Convener of TEC may call other relevant persons of the Company or external specialist or Vendor
/ Supplier, if deem necessary for the proper evaluation of the tenders.

d. Evaluation committee will evaluate for the items, such as- Machineries, Hardware & Software, Goods
and raw materials etc.

Vendor Selection Criteria

Selection criteria are intended to assess the competence of the tendering organizations to achieve the
required outcome of the tenders.

Examples of selection criteria include:

• relevant experience;
• appreciation of the task;
• past performance;
• management and technical skills;
• resources;
• management systems;
• Company Reputation;
• Financial Solvency;
• BRD/ BPD in Software Project
• Specification (Hardware and Machineries)
• price etc.

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 The criteria need to be relevant to the project, they must be able to be evaluated in a meaningful way and
scored.

Factors consideration for Evaluation of Tenderer

Participants shall provide documentary evidence in regard that they are able to abide by the professional
and ethical and they are able to implement the contracts for which they are Tendering or offering Services.
Participant requirements: not limited to the following–
(a) with regard to professional and technical capacity, as applicable, the concerned tenderer shall provide
documentary evidence in regard that they possess -
(i) Professional and technical qualifications and experience to execute Works or supply Goods or
provide Services proposed;
(ii) Suitable equipment and other physical facilities or access through contractual arrangement to hire
or lease such equipment or facilities, where necessary;
(iii) Satisfactory production or manufacturing capacity;
(iv) Facilities for after-sales service;
(v) Managerial capability;
(vi) Prior experience in similar Works or Supplies or Services, where necessary, or as specified by the
Procuring Entity; and
(vii) Reputation for completion of Works under a Contract;

(b) With regard to legal capacity, the concerned Tenderer shall ensure that they are legally entitled to enter
into any contract with the Procuring Entity for completion of the proposed sourcing;

(c) Tenderer shall provide necessary data in support of satisfactory financial resources, such as balance
sheets where available, annual turnover and cash flow, and ensure that they are financially solvent.

(d) With regard to compliance with the taxation obligations, the concerned Tenderer shall ensure that they
have fulfilled their obligations to pay taxes under the applicable law;

(e) With regard to compliance with the ethical standards, they shall provide non-disclosure consent.

(f) Committee may visit supplier company if deems necessary.

3.19 Responsiveness of the Tenderers:

a. TEC will determine the responsiveness of the Tenderers based on the contents of the tender without
the recourse to any extrinsic evidence.
b. A substantially responsive tender is one that conforms in all respects to the requirements of
the tender document without material deviation, reservation, or omission is one of that:
Affects in any substantial way the scope, quality, or performance of the goods and related services
specified in the contract.
Limits in any substantial way or is inconsistent with the tender document, the Company's rights
or the Tenderers obligations under the contract.
If a tender is not substantially responsive to the Tender document, it shall be rejected by the
Company and shall not subsequently be made responsive by the Tenderer by correction of the
material deviation, reservation of omission.
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c. There shall be no requirement as to the minimum number of responsive tenders.

d. The Company/TEC may regard a tender as responsive even if it contains minor deviations that do
not materially alter or depart from the characteristics, terms and conditions and other requirement
set forth in tender document or if it contains errors or oversights that are capable of being
corrected without affecting the substance of the tender.

e. Provided that a tender is substantially responsive, the Company/TEC may request that the
Tenderer submits the necessary information or documentation, within a reasonable period of time,
to rectify nonmaterial nonconformities or omissions in the tender related to documentation
requirements. Such omission shall not be related to any aspect of the price ofthe tender. Failure
by the Tenderer to comply with the request may result in the rejection ofits tender.

3.20 Award Criteria:

Sourcing Department will award the contract to the appropriate Tender provided:
a. Tenderer has been recommended by Purchase Committee.
b. Approval from appropriate authority has been obtained.
c. Submitted tender is substantially responsive to the tender document.
d. Tenderer is determined to qualify to perform the contract satisfactorily.

3.21 Company's Right to Vary Quantity:

The Company reserves the right at the time of contract award or afterward to increase or decrease the
quantity, per item of goods and related services originally specified in tender document without
any change in the unit prices or other terms and conditions of the tender and tender documents.

3.22 Notification of Award:

For a big project valuing BDT 00, Company may issue a Notification of Award Letter (NOAL) or
Letter of Intent (LOI) to the successful bidder before issuing Work Order (but it is not mandatory).
Company will have to issue the Work Order after getting the acceptance of Notification of Award
Letter (NOAL) or Letter of Intent (LOI). For special kind of purchase of goods and services, a
contract may be signed between vendors and Company instead of Work Order.

3.23 Performance Security (PS)/ Security Money:

The successful Tendered shall furnish PS for the due performance of the contract to the amount of
2% to 5 % of the contract value or as specified in the contract. Concerned Division will hand-
over the performance security to Finance Division or will deposit in an account of KDS Accessories
as prescribed by Financial Administration Division (FAD) which shall be appropriately reconciled
by Financial Administration Division (FAD) as per the practice of the Company

3.24 Quotation Method (QM):

This is the preferred method of sourcing of KDS Accessories to execute all types of sourcing.
Guidelines mentioned in Sourcing P olicy will be followed to decide upon the application of this
method in dealing with Sourcing issues. Detail Processes are described as under:
a. Sourcing Department will prepare detail Requisition for Quotation (RFQ) as per the procedures.
b. RFQ will be sent to at least 3/4 firms / Suppliers by courier or other available means or by e-
mails or hand delivery so that at least 3 responses are obtained for comparative analysis.
c. Minimum 3 quotations will be required to have a competitive view of price and other required
terms and conditions of sourcing. However, in case of sole distributor or highly specialized goods
and services or extreme emergency or unavailability of suppliers in the market, one or
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 two quotations may also be accepted. In such cases, Sourcing Department will have to put note
in this regard prior to proceed with the RFQ.
d. In case of submitting proposals / offers through e-mails, scanned copy of PDF Format will
be sent as attachment within the stipulated date and time as mentioned in the RFQ addressing to
Sourcing Department Head or his delegated person during his absence.
e. For all other sourcing, proposals will be opened in the Purchase Committee Meeting or by the
Quotation Opening Committee as appropriate as per the approved financial limit.
f. Execution of sourcing has been described in the succeeding paragraphs.

3.25 Direct Purchase Method (DPM):

Sourcing in this method will be executed as per the guidelines mentioned in Sourcing Policy.
Detail processes are as follows:
a. Sourcing Department may purchase of low volume goods and services in cash directly to meet
up day to day necessities like maintenance, repairing 'electric goods, transport, cleaning
materials, ITaccessories, toner, paper etc.
b. Unit price more than BDT 00 will not be entertained in this method.Value exceeding BDT
00 will need prior approval as per delegation.
c. Sourcing Department will send the work order / purchase order in favor of concern Suppliers.
However, in case of extreme emergency or in the case of the vendor not willing to sell the product
through W.0, Sourcing may be executed without any purchase / work order and Suppliers may
have to be paid in advance or immediately after the delivery in cash.
3.26 Central Sourcing:
This will be executed as per the guidelines mentioned in Sourcing Policy. Processes mentioned in
different types of sourcing methods in the proceeding paragraphs will be followed for Central
Sourcing.

3.27 Emergency Sourcing:

This will be executed as per the guidelines mentioned in this Sourcing Policy and Manual.Following
processes will be complied to execute the sourcing of different levels:
a. Respective Division in Charge will identify the immediate requirements of sourcing to restore
the operations and fill up the format of PR.
b. Respective Division in charge will advise the requirements to respective departmental
head and obtain verbal or written approval for sourcing.
c. Basis on the approval, concerned department would either execute of the sourcing locally
or contact with the Sourcing Department for the required supply.
d. Quotation Method or Direct Purchase Method may be followed to execute the sourcing as
per this Policy and to be completed on a Post-facto' basis.

3.28 Raising Work Order / Purchase Order

Sourcing Department will prepare and initiate the Work Order or Sourcing Contract after obtaining
the following approvals / documents as applicable depending on the appropriate approving authority
as mentioned in the preceding paragraphs:
a. Approval of Board if applicable.
b. Approval of Purchase Committee/Board if applicable.
c. Approval from competent authority.
d. Any other relevant documents.
Appropriate terms and conditions must be incorporated in. the Work Order or Sourcing Contract. A
standard Work Order format along with standard terms and conditions are attachedas Annex.

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3.29 Detailed Processes of Issuance of Work Order / Purchase Order
The official Work / Purchase Order forms the most important link between the buyer (KDS
Accessories) and the vendor who has offered for sale of their goods or service to the Company.
After selecting competitive supplier by following above procedures, Work order or Purchase order
shall be placed in writing.

The respective unit of concerned department will prepare the Work / Purchase Order and place the
same to the Head of Sourcing Department for signature.
As work order is a legal document binding Company with outside parties, due care must be taken to
avoid situations, which may create controversy at a later stage. By considering this all-applicable
terms and conditions shall be clearly stated in the purchase order, such as:
a. Offer reference
b. Bid number, where applicable
c. Description of goods / services to be purchased
d. Quantity of goods / services
e. Unit price and currency of payment
f. Terms and conditions regarding VAT, Income Tax etc.
g. Terms of delivery
h. Date and place of delivery
i. Warranty, after sales service and maintenance support and penalty (if any)
j. Other terms and conditions, if any.

Subsequent amendments, if any, to purchase order shall invariably are made in writing.
If any Work order set is spoilt due to an error during preparation, all copies of the same will be
cancelled and retained on file by the In-Charge or Head of Sourcing Department. Purchase orders
will be made triplicate for Distribution as follows:
>Original - Supplier (Vendor) > Duplicate - Office Copy >Triplicate - Master Copy
Work / Purchase Order will be placed on receipt of Performance Guarantee (PG) if the tender provides
for such PG.

Total financial involvement of purchase shall be distinctly mentioned in figures and words in the
Work / Purchase order.
3.30 Issuance of Work Order
Following personnel of the Company are authorized to sign the Work Order or sourcing Contract
of all kinds of pre-approved sourcing singly provided the relevant documents:
a. Head of t h e Sourcing Department.
b. In- Charge o f t h e Sourcing Department.
c. Any authorized officer of Sourcing Department.

Concerned Division Unit will arrange to send the signed copy of Work Order or Sourcing Contract
to concerned Vendor by any types of media including hand delivery. If the approval process gets
delayed due to unavoidable or uncontrollable circumstances, Head of Concerned Division, on
behalf of the Company, may issue Provisional Work Order or Letter of Intent provided that price
and Supplier Selection process has been duly completed. However, issuance of original Work Order
or signing the Sourcing Contract will automatically supersede these documents.

3.31 Quality Assurance and Control

Sourcing Department of KDS Accessories must follow up and ensure that q u a l i t y deliveries of
goods/works /services are made as per the terms and conditions of the Work Order or Contract.

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 ✓ In case of Capital / Fixed Assets delivery, a team or individual will physically be present to
do the quality check.
✓ In case of renovation, decoration and construction project works, a team or assigned officers
will move to the site to ensure quality check.
✓ In case of IT Hardware and Software, quality check will be done by representatives from
concern IT unit (e.g., Hardware, Software, Network etc.)
✓ In case of revenue items/consumables, deliveries will be made to the store maintained by
Concerned Division. These will be taken into store balance after proper quality check and
completing the Goods / Material Receipt Report as per the format attached as Annex –
✓ In all the cases mentioned above, delivery Challan must be duly signed by the receiver with
name and designation or seal if available.

3.32 Receipt of Goods / Services

Goods/Services shall be received by the requisitioning Department of KDS Accessories.
In receiving goods/services the concerned employee shall check as to whether er the goods/service
is in accordance with required specifications or not.
If goods / services are in accordance with specification mentioned in the purchase order, the
requisitioning Division / Department shall receive the goods by signing on the relevant challan.
One copy of the challan shall be received from the supplier's representative.
In case of any confusion about the quality or specification of supplied goods, the receiving personnel
shall request requisitioning Division / Department to send their representative to verify those items.
If goods / services are not in accordance with specifications mentioned in the purchase order,
requisitioning Division / Department shall return the same to the supplier under intimation to concern
department.
On being satisfied, the requisitioning Division / Department will issue the Job Completion
/Acknowledgement Certificate as a matter of clearance for payment.
On receipt of materials and being satisfied on above formalities, the concerned employee shall issue
the Job Completion/Acknowledgement Certificate wherein following particulars should be available:
o Supplier's name;
o Purchase order no;
o Date of materials received;
o Delivery note / advice or challan number
o Description and quantity of goods received;
o Quality of the goods;
o Signature of the receiver with official seal
Items are then to be entered in the respective Stock Register / Fixed Asset Register.

3.33 SOP of Purchase Committee

a. Purchase Committee will be as under:
1) D ................................................................................. Chairman
2) D ................................................................................. Member
3) D ................................................................................. Member
4) D ................................................................................. Member
5) . ................................................................................... Member Secretary

b. Purchase Committee will have the right to accept, reject any or all quotations without assigning
any reasons.
c. Single majority will form the quorum.

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d. Purchase committee will take into consideration the Technical Evaluation Report of the Evaluation
committee.
e. The financial evaluation report provided by the Evaluation committee will act as assisting factor for the
financial decision of Purchase committee.
f. Purchase Committee will approve the unit rate of the respective items for a minimum period of
01 year. However, while issuing work order, concerned Division will justify the market rate over
time to time.
g. Estimated unit price having less than BDT 00 will not be entertained by the Purchase
Committee. This kind of proposal would be approved by the competent authority as per
delegation. However, unit price having more than BDT 00 would be entertained by the
Purchase Committee for a bulk purchase.
h. Purchase Committee may act as TEC (Tender Evaluation Committee) and
Tender/Quotation Opening Committee.

3.34 Bill Processing and Payments:

Detail processes are as follows:

Suppliers / Vendors will submit the bills attaching the following documents to the 'Bills Processing
Unit' of Concerned department and must get a receipt acknowledgement with proper seal and
signature:

i. Copy of Work Order / Purchase Order/Agreement as applicable

ii. Original Delivery Challan or duly or Certified copy of Delivery Challan
iii. VAT Challan if applicable (Mushok 11)
iv. VAT Registration Certificate for new Supplier / Vendor and other relevant documents if required.Bills
Processing Unit ' of concerned department will send the bills to Financial Administration Division
(FAD) after ensuring that required documents are available with the bills. They will also check and
provide the following documents:

a. Check and tally for the accuracy of the copy of Work / Purchase Order /Agreement as submitted
by the Vendors.

b. Photocopy of approved Purchase Committee note or copy of approved Sourcing Recommendation

Form (SRF) or approved 'Bills of Quantity (BOQ)' or approved minutes of Management
Committee/Board or copy of Board Approval if applicable. FAD will check the accuracy of
arithmetical calculation of billing amount and tally with the approved amount.

c. Material Receipt Report (MRR) where applicable.

d. Any other relevant documents that are required to justify the payments of the submitted bills.
Bills will be finally forwarded to FAD for payment dulysigned by Head of concerned
department.

In case bills, received by any other department/ division of the Company for purchase under article
3.4.5 of this manual concerned division /department will forward the bills duly recommended and
signed to 'Bills Payment Unit' section of FAD directly along with all required documents as
mentioned above.
The FAD, on receipt of the bills, will arrange to clear the payment after deduction of VAT, AIT (as
Page-31
per governments rules) & advance payment (if any) within 3(three) working days provided the
required support documents as mentioned above are available with the bills. Payments may be made
either by the issuance of Payment Order or transferring the amount to the Vendor / Supplier / Service
Provider's account maintained with Company.
In case of payments through Pay Order, FAD will hand-overthe Payment Order to concerned
department or the office that has sent the bill to FAD for the delivery to concerned Vendor / Supplier
/ Service Provider as per the laid down procedure of the Company. If the above documents are found
okay and have no discrepancies, no further approval is required for competent authority. In case of
discrepancies, FAD will send back the documents with proper justification to concerned
department and they will take further initiatives for payment of the bill.

3.35 Sourcing and Maintenance Procedure of Security and Stationary Items:

a. Head Office will follow Quotation Method to procure Security and Printing Stationery items
of the Company. For procuring bulk volume of items, Open Tender method may be adopted.

b. Frame Formatting Method would be followed for some special printing works like printing
Annual Report, Calendar, and Diary
c. Formal procedure will not be followed in case of emergency printing like New Year Greetings
card, Eid card etc. amounting less than BDT 00 and related bills would be processed directly
as per delegation of powers. If the amount exceeds BDT 00 post facto approvalwould be accorded.

d. Branches/Divisions of Head Office will send requisition to Concerned Department, Head Office
after verifying stock position at their end. Stock position of the required items should be
mentioned in requisition.

e. Requisition should be sent once a month keeping the stock position for at least 01 (One) month.

f. The requisition will be signed by the responsible officials of the In-charge of the Divisions of
Head Office.
g. No goods will be supplied without requisition.

h. Concerned Department, Head Office should deliver the items by hand through authorized
messengers and through courier services or other available and comfortable means to the division/
department within a reasonable period after receipt of the requisition.
i. The goods when received from and delivered to, the particulars shall immediately be entered into
the inventory software by concerned division/department, Head Office.
J. Concerned Department, Head Office will furnish a detailed list of the stationery items with
quantity and cost to FAD, Head Office on monthly basis for recovery of the cost of stationery
items.

k. Concerned Department, upon receipt of the cost through voucher/bill, will keep the same in the
stock. Concerned Department should book into the expenditure up to the extent of consumption
only but not the whole amount of voucher/bill.
1. Concerned Department should prepare a stock report of all stationery items on half yearly basis
and send the same to Souring Department, Head Office on June and December closing.

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3.36 Sourcing and Maintenance Procedure of Table Stationery Items:
a. Either Quotation Method or Direct Purchase method would be followed to purchase Table
Stationery items.
b. The branches will manage the table stationery items within their financial discretionary power
under personal supervision of the responsible officials to avoid misuse and they will maintain
proper records as well as the end use of stationery items.
c. At head office, the supplier of stationery items should be selected on quotation basis for a period
of six months/one year and work order would be issued in favor of the supplier quoting lowest
price of all /maximum items. In case of direct purchase method, a committee will be formed with
Concerned Department officials who will procure the required items after cash withdrawal and
adjustthe withdrawal amount in due course.
d. In case of direct purchase, no formal work order would be issued.
e. The stock of each table stationery item should be maintained in a stock register by authorized
official to avoid any misuse.

f. At Head Office, the stationery items will be supplied to different divisions on the basis of
requisition duly signed by the Divisional Heads/In-charges to maintain a supply discipline. Each
division of the Head Office should maintain separate stock register for stationery items.
g. Requisition should be placed once in a month keeping stock of at least one month.

h. The rate of the stationery items should be verified with market price in each six months and shall
have to be revised in each year.

3.37 Sourcing and Maintenance Procedure of Printer/Photocopy Toner, Computer

Accessories and Electric Goods:
a. Either Quotation Method or Direct Purchase method would be followed to purchase
printer/photocopy toner, computer accessories and electric goods.

b. Branches will purchase printer/photocopy toner, computer accessories and electric goods within
their financial discretionary power under personal supervision of the responsible officials.

c. At Head Office, the supplier(s) should be selected for a period of six months/one year on quotation
method for procuring printer/photocopy toner and computer accessories with or without issuing
formal work order. In case of direct purchase, no formal work order would be issued.

d. Electrical goods e.g. Bulb, tube light, ballast, switch, socket, multiplug, calling bell, circuit
breaker, cable or any other kinds of electric goods etc. for Head Office would be purchased from
local/wholesale market after cash withdrawal and expenditure of each month should be adjusted
within first fifteen days of the following month. Besides, supplier may Also be selected on
quotation basis for a period of six months/one year with or without issuing formal work order
for procuring electrical goods.

e. Divisions of Head Office will send requisition to sourcing department, Head office duly signed
by the responsible officials after verifying stock at their end. Requisition should be placed
once in a month keeping stock of at least (one) month/as when needed.

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3.38 Interior Decoration and Renovation:
Sourcing department will collect the rates of different interior decoration and renovation items from
some Interior Decoration firms. After justifying the market rate, sourcing department will place a
standard unit rate to the sourcing Committee for their evaluation, recommendation and approval.
After getting the approval from the sourcing committee, the approved rate would be placed for
approval. Once the rate is approved by Management, all the formalities regarding selection of
vendors, issue of Work Order and payment would be done by the concerned department.

3.39 Rent of Office and Godown:

In Case of hired premises, HO sourcing department will arrange an agreement with the landlord
where details of rent and other changes would be specified following the rules of Govt.
authorities. The copy of agreement would be forwarded to FAD, HO for onward payment of rent and
other charges. FAD will make the necessary arrangements regarding the regular payment until any
further instruction sent from sourcing department.
3.40 Record Keeping
Concerned Department will maintain the records of sourcing period of five (5) years or more, as the
case may be, will be counted from the date of discharge of contractual obligations or end of the
project depending on the requirement. Record of sourcing of capital assets, revenue items /
consumable goods and services are to be maintained separately as per the category of items. Each
sourcing starting from initiating process to settlement of bills should be maintained together to ensure
easy access for any future reference.

3.41 Advance Payment

Contractor/ Supplier may be facilitated throw providing advance payment not more than 60% of the
work order/ contract amount subject to certification of supervising officer & approval fromthe
competent authority.

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 CHAPTER 4: DISPOSAL OF ASSETS AND STORES

4.1 Disposal criteria

1. Company's ordinary assets:
All assets (whether movable or immovable property), stores and documents and papers may be
disposed on the basis of the following criteria other than investment property, shares and securities,
other investment/financial assets etc.

4.2 Asset
No asset shall be disposed of within the estimated life of the asset presumed by the management
at time of the purchase/ sourcing other than in the following cases. In the following cases asset may
be disposed of whether before or after the completion of the estimated economic life:
(a) When the asset's economic/useful life comes to an end
(b) When the asset gets damaged and useless
(c) When repairs and maintenance costs of the asset become very high compared to the remaining
value of the asset
(d) When the asset gets destroyed
(e) Due to technological obsolescence or new technology
(f) Due to wrong item sourcing compared to the requirement
(g) Due to any other beneficial cases after cost-benefit analysis

4.3 Stores
Except documents and registers, stores may be disposed after 100% consumption or utilization.

4.4 Maintenance of Abandoned/Unused Items

Assets, store and documents and register shall be kept in the store room of the Branch and/or sent to
the Central Godown, as directed by the concerned division/department.

4.5 Disposal Techniques and Procedures

a) Disposals should be made in bulk size or lower bulk size or other practicable manner so that
disposal cost and revenue shall at least break-even.
b) For the sale of the asset, stores and documents and registers, quotation method or open tender
shall be followed.
c) For the sale of scrap or dumping small size item or Minor dispose, spot quotation /QM or Direct
Sale in cash to be followed.

4.5.1 Procedure of Disposal: -1) Sale Proposal

The concerned division/branch shall prepare a group wise disposal list with book value and cost-
benefit analysis report, if required, with the sale proposal after gathering a suitable bulk size or
quantity for disposal and send to HO/ Sourcing department through the line authority.
A standard Sale Proposal format should be used incorporating the detailed description and quantity,
original cost, present book value (for Fixed Assets), date of purchase, used life, present physical
location of the items, custodian department and any other relevant information, if any.

Page-35
4.5.2 Physical Verification
Physical Verifications Team shall consist of three members, one from the concerned division, one
from Financial Administration Division and the other one from either sourcing department or IT
(in case of IT related assets) nominated by the respective divisions who will work jointly. If required
more members may be opted. For Minor disposal no physical verification team is required.

4.5.3 Approval of the Proposal

Proposals having up to BDT 00 (items book value) shall be approved by MD and beyond which
of the limit sale proposal shall be forwarded to the Board for approval. The decision of the Board/
MD shall be final in this regard.

4.5.4 Asset Disposal Committee Composition

Tender Committee will also act as ADC.

4.5.5 Physical inspections by the tenderer (For Bulk Size Disposal)

Before submission of the tender, the prospective tenderers may request physical inspections of
the assets, stores etc. In advertisement notice a specified period of time shall be mentioned for
physical verification. Physical inspections on a particular day shall be during working/business hours.
Physical inspection shall be closed at least one day before the deadline for the submissionof the
tender documents.

4.5.6 Submission and receipt of tenders

i. Tenders shall be in writing, signed and submitted in a sealed envelope, to the place(s) and before
the deadline stated in the Invitation for Tender/Sale Notice. Tenders shall be properly marked by
the tenderers in order not to be confused with other types of correspondence and may be hand-
delivered, posted by mail or sent by a courier service, A concerned department shall, on
request, provide the tenderer with a receipt showing the date and time when it's tender was
received.

ii. The Tender Box will be locked and sealed well ahead of the closing time of tender. The
key of the Tender Box shall remain with convener of the Asset Disposal Committee.

iii. Tenders received after the deadline for submission shall be treated as LATE TENDER and
returned unopened to the tenderers.

4.5.7 Single Tender

i. Because of lack of competition Single Tender (or less than 3 offers) should not be normally
accepted. But if the quoted price is reasonable and competitive in comparison with last/previous
price and if the time in hand does not permit sale/disposal through re-tendering Single Tender
may be considered.

ii. Re-tendering decision shall be taken without opening of the sealed quotations and kept in the
tender box.

iii. All usual formalities are to be observed for disposal against Single Tender,

iv. The decision of Asset Disposal Committee shall be final in this regard.

Page-36
4.5.8 Comparative Statement Sheet
i. Comparative Statement of tender is to be completed immediately after opening of the tender.

ii. Comparative Statement will reflect all basis and relevant information like signature of the tenderer
on the tender schedule, attachment of the required drafts or payment order for deposition of
earnest money.

iii. Comparative Statement shall be signed by the Asset Disposal Committee.

iv. During preparation of Comparative Statement sheets, the Asset Disposal Committee shall correct
purely arithmetical errors that are discovered during the examination of tenders. The concerned
division shall give prompt notice of any such correction to the tenderer that submitted the tender.

4.5.9 Award of contract

ADC decision shall be final in case the highest bidder's price is reasonable and ADC will make
comment in writing as "Satisfactory price "on the Comparative Statement prior to requesting the
successful tenderer to pay the amount. If satisfactory then the concerned department shall go for next
procedures or refund of earnest money as the case may be, In this respect the highest bidder shall be
eligible for award of contract.

4.5.10 Invoices and receipts

Invoice and receipt preparation shall be done consistent with the Manual. Terms and conditions stated
in tender documents shall be complied in this regard.

4.5.11 Delivery of assets, stores etc.

i. Successful tenderer within a stipulated time mentioned in the tender documents shall remove the
items at his own cost with the reasonable cooperation of the Company's employees.
In this regard the concerned division/department shall issue 2 sets of delivery challanand/or 2 sets
of gate pass to the successful bidder to remove the items from warehouse or office premises.

At the time of removal, the security or assigned staff in gate shall not permit to remove the items
without the authorized gate pass/delivery challan. After removal one copy of gate pass signed by
the tenderer or his authorized representatives shall be kept by the security and entered in warehouse
or premises register. Later the original copy of the gate pass and Delivery Challan shall be deposited
to the concerned department. In this case, office-in-charge of warehouse or office-in-charge for
custody of the items shall be present at the time of removal and sign the deliverychallan or gate pass.

4.5.12 If highest bidder fails to comply with contract

If the highest bidder fails to make payment within the stipulated time in tender documents, the
earnest money shall be forfeited. The next highest bidder shall then be eligible for award of contract
subject to the bid amount being reasonable. With approval of ADC, the Office of the Company shall
give notice in writing to the second bidder regarding award of the job.
If the bid amount is not reasonable or the items can't be sold through the above procedures then
the concerned division shall go for re-tendering by rejecting all tenders

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4.5.13 Re-tendering
If the ADC considers fit to re-tender before opening of sealed envelope, the whole procedure shall be
done as per above paragraphs as applicable. In the advertisement notice, it shall be marked as "Re-
tender" to avoid any confusion of the tenderers and re-tendering shall be done within the original
tender valid period or extension as may be required. The submitted bids shall be returnedto the
tenderers on request with the earnest money if re-tendering is not done within the original valid period
of tender or shall be retained for further re-consideration if not returned back.

4.5.14 RFQ Sale

When items are not in a reasonable bulk size or for which book value at date of sale proposal (if book
value is not available then estimated value) is BDT. 00 or less, the concerned
division/department/branch/office with the prior permission from MD shall arrange to sell the items
through Request for Quotations (RFQ) to available local buyer or other buyer in a practicable
manner instead of public advertisement after sufficient number of quotations shall be collected,
but not less than three quotations for reasonable justifications. All other procedures shall be the
same as Open Tender/ Quotation Method.

4.5.15 Transfer of items:

All divisions/departments in charge of the Company, or the Branch Manager or Unit in charge shall
inform the concerned department at Head Office from time to time to transfer all the abandoned
items to the Central Go down, Dhaka or to any other premises as directs.

4.5.16 Central disposal:

The concerned department shall arrange for the sale of the abandoned items by Open Tender or RFQ
or Auction Sale as appropriate.

4.5.17 Disposal:
a) When it is not time and cost effective to transfer any particular items to the Central Godown or
other places then with direction from the concerned division or with prior permission from the
concerned department, the officials shall take initiative to dispose those items to the local
buyers/bidders at a reasonable price. Theentire category of the abandoned items should be
disposed in bulk to achieve economy of time and cost in disposal.

b) Executive Office shall invite local buyers/bidders for quotationswith tender documents (items
lists whether in Bengali or in English language as practical)in concise manner. At least three
quotations shall be collected from bidders in discriminatory manner in sealed/closed envelop.
Single tender may also be entertained for small size oramount.

c) In the presence of at least two other most senior officer/personnel or the receipts enclosed/sealed
envelope shall be opened by the and signed by all participants in all and each page of tender
documents. Thereafter, a Comparative Statement sheet shall be prepared by the assigned
personnel. The highest bidder shall be awarded the contract by default and the proposal with
recommendation would be sent to HO concerned department for Head Office approval. After
getting approval from competent authority.

Page-38
ANNEXURE

Page-39
 Annex# 1
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong.
Sourcing Requirement (PR)

Sourcing Unit Finance

Estimated
Items Branch/Unit/ Delivery Budgeted Budget Remarks
SL Quantity cost in
Name Division Place Amount Code
BDT

Capital/Fixed Assets:
01
02
03
04
05

Revenue Expenditure/Consumables and others (stationary, Printing Items, Plastics Cards, Chque
Books, Paper, Toner, Office Suppliers etc.):

01
02
03
04

Page-40
 Annex# 2
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong
Sourcing PLAN (SP)
(To be filled up by Sourcing Department)
Sourcing Unit Finance
Branch/ Completion
Sub Work
Items unit/ Estimated Initiation
Package Unit Sourcing order/ Remarks
SL Name/ Qty. cost in Sourcing of
no method Contact
Description Division BDT Process
Name signing
/ Project Delivery

Capital/Fixed Assets:
01
02
03
04
05

Revenue Expenditure/Consumables and others (stationary, Printing Items, Plastics Cards, Chque
Books, Paper, Toner, Office Suppliers etc.):

01
02
03

Page-41
Annex# 3 (Standard Requisition Form)
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong

To: To:
CC: CC:
Sub: Sub:

Requisition Placed by

Name
Designation
Division/Division/Branch

Required Item(s)

Sl Item Description with specification (Capital Expenditure Quantity

Sl Item Description with specification (Capital Expenditure Quantity

Justification of Requisition :

Divisional/Divisional/Branch Head
Date and Seal

Page-42
Annex# 4
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong.

Standard Format of Request for Quotation (RFQ)

(To be prepared by the Sourcing Unit)

Reference:

Date: (Date of Issue)

To,

Subject: Request for Quotation for (Name of Goods/Works/Services)

Dear Sir,
1. We are pleased to request you to submit your quotation for the following items under the terms
and conditions mentioned hereunder:
S/N Description of Item Quantity Unit Price Total Remarks
Price

2. Terms and Conditions:

a) Quoted Price must include VAT and TAX and any kind of charges thereof.
b) No claim for enhancement of rate entertained price escalation or any other reason
c) Quoted Price must include delivery, installation and Commissioning Charges.
d) Delivery lead-time must be mentioned in the offer.
e) Delivery, installation and commissioning are to be done at KDS mentioned address (all over
Bangladesh).
f) In the event of supply of any items, which do t match with the required specification, quality or
sample's quality or is of substandard quality, the Company reserves the right for outright rejection
of the goods, and the supplier will have to take back those at their own cost and will replace with
acceptable quality within 30 days from the date of rejection.
g) Project price shall remain valid for ................. (Time frame as per Sourcing.)
h) Detail Technical Specifications along with country of manufacture & country of origin must be
mentioned in the offer and all the relevant documents including catalog and brochures must be attached
with offer. If the Tenderer is an authorized dealer/distributor of the said product they will provide the
document of dealership/distributorship of the Manufacturer.
i) Following papers/documents must be sent with the proposal:
I. Valid Trade License.
II. Company Solvency certificate/documents (if applicable).
III. VAT Registration certificate.
IV. Up to date TIN Certificate.
V. Up to date copy of TAX payment receipt.
VI. Client list with job compilation certificate (if applicable).
VII. Experience certificate (if applicable).

Page-43
i) Successful bidder will have to be mentioned in the offer. Company discourages advance payment
if notnecessary.
j) Successful bidder will have to deposit .................... % of the total work order amount as security
money within 03 days after receiving the Work Order (if applicable).
k) Complete proposal/offer must be signed with date by the authorized representative of the company.
1) Proposal / Offer is to be submitted in sealed envelope, which will be dropped in the Tender Box
kept at the Central Dispatch at office of the undersigned address by ....... AM/PM on and be clearly
marked "Quotation for ...................................................... at the top of the envelope."
m) Company reserves the right to accept or reject the proposal / offer without related clarifications only.
3. Please contact undersigned for any types of clarifications in regard to products /services/ works
related clarifications only.
4. Manipulation or any kind of unusual approach or failure to submit the proposal /offer within
stipulated time frame will be treated as "Disqualification" to attend in the bidding.

Sincerely Yours,

Page-44
 KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong
Ref:
Date:
Tender Notice for

Sealed Tenders are hereby invited from interior decorations Firms/ Contractors Local Agents/
Importers Suppliers Printing Press for supply printing ------ as detailed below

S/N Subject Description

1 Tender Notice ref. No. an Date
2 Purpose of Tender
3 Last Date of Supply/ Installation/
compilation of the work
4 Eligibility for the Tender
5 Cost of Tender Schedule
6 Amount of earnest money
7 Name of Sales Office Of Tender
8 Address of the office submission of
Tender Bid
9 Address of the office to open Tender
Bid
10 Last Date of Sale of Tender Schedule
11 Last Date of Submission of Tender
Bids
12 Opening Date & Time of Tender Bids
13 Details of Works
14 Designation of Person inviting
15 Name of Division/ Address of the
Person inviting tender
16 Papers/ Certificates to be enclosed
A Detailed in the Schedule
Constructors bonafide importers/ Suppliers/
Distributors/ any reputed and experienced firms
Payment order in favor of Head Office Of the
Company for BDT ........................ issued by Any
Dhaka
city Br. Of a scheduled Company
Payment order/ Draft for BDT
…………. In favor of KDS Accessories
Limited, Dhaka issued by any branch of a
Scheduled Company.
Purchase Division, Head Office Schedule Dhaka
Purchase Division, Head Office, Dhaka (in the
designated tender box placed in the department.)
Purchase department of Head Office Dhaka. (In
the designated tender box Placed in the
department.
Date……………..Time……………………..
Date……………..Time……………………..
Date……………..Time……………………..
As Detailed in the tender Schedule
Head of Purchase Department the tenders
Purchase department, Head Office Dhaka.
* Photocopy of trade License. with the tender
bids

* Attested photocopy of proof of Ownership of

Tender

* Attested Photocopy of full income TAX Paid

Page-45
 certificate including TIN

* Attested photocopy of VAT certificate.

* Nationality certificate (issued by Mayor city

Corporation/Chairman, Municipal/Unions

Council)

* Satisfactory Performance Certificate

* List of Machineries

* List of technical persons with bio data

* Attested photocopy of turnover and cash

flow Statement.

17 Special instructions * Tender bids shall remain valid

till…………

Days from the date of opening.

* If any holyday falls on the date of opening

tender bids, then all bids shall be opened on the
following working day.

* Tender bids shall be declared ineligible if all

papers/ documents called for in serial No. 16 are
not enclosed.

* Payment order/Bank draft issued by any

branch of a schedule Company representing
earnest money/security deposit in favor of the
Company.

* Besides all schedule above noted conditions all

other terms and conditions mentioned in the
tender shall also apply.
18 The Company/tender committee reserves the right to accept or reject any of the entire
tender or any part thereof without assigning any reason whatsoever and reserves the
right to negotiate with any of the bidder and award the work order. The Company
authority also reserves the right to modify the design, increase or decrease quantity
or works, change color, quality, brand etc.

Page-46
Annex # 5
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong

Sourcing Unit

Summary of Tender

Name Of Work…………
Date of Opening……………
Estimated Amount in BDT: ……………

S/N Name of Tender Quoted/ Amount Earnest Money Remarks

st
1 Lowest
2nd Lowest
3rd Lowest

Signature of the tender Committee

Member Tender Committee .......................................................................... Members Tender

Committee

Member Tender Committee Respective Officials

Page-47
Annex # 6
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong

Sourcing Unit

Tender Notice

Sealed Tender are hereby invited from bonafide importers/ suppliers/ distributors for supply,
installations and commissioning of… ................................................................................................. for
our following Division:

1.
2.
3.
4.
5.

Tender Schedules will be available at Concerned Division, Head Office on every working day
within office hours up to ……………………….at a cost of BDT… .................................(
Nonrefundable)

Page-48
Annex # 7
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong.

Standard work Order/ Purchase Order Format-1

(To be prepared by the Sourcing Division)
Date: ………………….

Ref:

To
(Bidder/ Supplier’s name and Address)
Dear Mr.

Subject: Work Order for Supplier/ Delivery of…………………………………..

In terms of your quotation/ tender ref………………….dated…………… you are

requested to supply the following goods/ services/ stationary/ machinery and equipment/
etc. under to following terms and conditions:
a. Requisition reference.
b. Bid number, where applicable
c. Description of goods/ services to be purchased
d. Quantity of goods / services.
e. Unit price and currency of Payment
f. Freight or other cost
g. Packing instruments
h. Terms and conditions regarding VAT, Income TAX etc.
i. Terms of delivery, mode of transportation, date and place of delivery
j. Warranty, after sales service and maintenance support and
k. Other terms and conditions, if necessary any.

Please sign on the duplicate copy of this work order indicating your understanding and acceptance to
the above terms and return the same for our record.

Thanking You

Yours Faithfully

Authorized Officer

Signature of the Supplier Vendor

Page-49
Annex # 8
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong
Standard work Order/ Purchase Order Format-1
(To be prepared by the Sourcing Division)
Ref:
Date: (Date of Issue)
To

…………………………
………………………....

Subject: Work Order/ Purchase order for ...................... (Name of Goods/ Works/ services)

Dear Sir,
We are pleased to inform you that Company has accepted your proposal/ offer dated for the
followingitems/ services/ works under the terms and conditions mentioned hereunder:
S/N Description of Item Quantity Unit Price Total Remarks
Price

Total Amount in Words

Terms and Conditions:

S/N Description
1 Price includes TAX and VAT and any kind of Charges thereof.
2 Price includes delivery, installation and commissioning charges.
3 Delivery, installation and commissioning are to be done at (Address)
4 Delivery is to be made within mentioned days of the work order (inclusive of weekends/
holydays.)
5 Date of delivery will be counted from the date of Work Order/Purchase order receipt
acknowledgement either by signing the photocopy of Work Order/Purchase Order or by e-mail
confirmation whichever is earlier.
6 Acknowledgement as mentioned in (S/N-5) is to be made within 3 days of the receipt of
Work/Purchase order. In case company does not receive the acknowledgement within this
time, company has the right to cancel the issued Work Order/ Purchase Order.
7 Penalty will be imposed and deducted from the bills at the rate of % of total work order/
Purchase Order amount in case of delay in each day/week/ month. Company Must be informed
in written for any foreseeable delay due to uncontrolled situations prior to exceed the delivery
lead time which may be considered by the Company if situations justify such delay.
8 In the event of supply of any items, which do not match with the required specification, quantity
or sample's quality or is of substandard quality, the Company reserves the right for outright
rejection of the goods, and the supplier will have to take back those at their own cost and will
replace with acceptable quality within the time frame as mutually agreed upon by the Company
and the Supplier.
9 In case of any technical or financial damage or any kind of damages thereof in regard to
supplied goods/services/ works or lives or properties either owned by the company or others
during the time of delivery, installation or commissioning, complete compensation is to be

Page-50
 borne by your company and to be settled within 30 clays.

10 Mode of Payment will be as under:

I. Advance

II. On Delivery

III. After Completion of job

11 An amount equivalent to % of total work order/ Purchase order amount is to be deposited
to Company as Security Money within 3 days after receiving the work order. This will
bereturned during the settlement of final bills or after 9 months as applicable.
12 Company reserves the right to cancel the work order or purchase order at any time
withoutassigning any reasons thereof. However, Company will duly compensate for the
delay rejection
provided documents are provided against such compensation.

Sincerely yours,

Authorized Signature

Page-51
Annex # 9
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong

Standard Work Order/ Purchase Format-3

(To be prepared by Sourcing Division)

Ref:
Date: (Date of Issue)

To

Subject: Work Order/ Purchase order for ......................(Name of Goods/ Works/ services)

Dear Sir,
We are pleased to inform you that Company has accepted your proposal/ offer dated for the
follo3wingitems/ services/ works under the terms and conditions mentioned hereunder:
S/N Description of Item Quantity Unit Price Total Remarks
Price

Total Amount in Words

Terms and Conditions:

Points Description
Commodity
Quantity
Unit Price
Total Price
Place of Delivery
Supply &
Installation
Mode of Payment
Penalty
Termination
Acceptance
Others

Sincerely yours,

Authorized Signature

Page-52
Annex # 10 (Standard Payment Note)
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong.
Payment Note No:
Sub: Approval for Payment of BDT Only to … for supply and installation of for our Branch

S/N Subject Description

1 Requisition Placed by
2 Requisition Date & Number
3 Purpose of Requisition
4 Rate/ Amount Approver by
5 Work Order ref. and date
6 Work Order Value/ Rate
7 Name of Vendor
8 Item Received by
9 Challan No & Date
10 Due Date of Delivery (as per work delivery)
11 Particular of Bill/ Invoice & Received Goods
12 Total Work Order Value (Including/ Excluding
VAT & TAX)
13 Total Bill (Including/ Excluding VAT & TAX)
14 Total Advance Paid
15 Security Money (To be paid after Warranty
Period)
16 Total payable Amount
17 Irregularities (if any) Not Found
18 Penalty (if any) Nil
19 Certificate Provided by Concerned recipients
(Branch/Division) after successful installation
and delivery.
20 Security Money of the Bank Guarantee The payment will make after deducting xx% of
total payment as security money or a Company
Guarantee of xx% of total payment must be
submitted by the Vendor. The security money will
be released after warranty period (xx
years).
21 Payment Authority ……………….as per Serial Number
22 Remarks
Submitted for kind Approval

……………………… ……………………
Mr./ Mrs. A-B-C CFO/ FAD
Designation:
Head Of Department

………………………. ………………………………
Head Of Division Responsible Officials
………………………………….

Page-53
Annex # 11 (Standard Approval Note)

KDS ACCESSORIES LTD.

Concerned Division
Head Office, Chittagong
Approval Note:
Date
Subject: Approval for Expenditure/ Issuing Work Order for BDT….. Only to ….. For Supply and installation
of ………. Our................. Branch
Subject Description
S/N
1 Requisition Placed by ………………………Branch………………………..
2 Requisition Date & Ref. Ref……………………..Date………………………….
3 Purpose of Requisition
4 Justification behind Requisition
5 Description of Product
6 Name of Supplier
7 Rate/ Amount Approved by
8 VAT & TAX
9 Recommended By
10 Approval Authority

Particulars of Supplied Items Unit Price Quantity Total Price in Place of

In BDT Supply
BDT
Supply and installation of …. ………..
Unit…… Branch
Amount

Total Work Order Value (including/

Excluding VAT & TAX)
Total Bill Including VAT & TAX
Remarks
* Accordingly, if agreed, Approval for Issuing Word Order of
BDT… ......... In favor of …… may be giver on the basis of above
mentioned information.

* The approval is within delegated authority of the …….as per

serial, of Capital Expenditure/ Revenue Expenditure Under the
Delegation of financial Power.
Submitted for Kind Approval

……………………………..
Mr./ Mrs. A-B-C
Designation
Concerned Division

………………………………
(Head Of Concerned Division)

…………………….
Responsible Officials

Managing Director & CEO

Page-54
Annex # 12
KDS ACCESSORIES LTD..
Job Completion / Acknowledgement Certificate

Ref: ………………..
Date: …………………-2023

To Whom It May Concern

As per Head Office Work Order
No…………………………………………………………………………
Dated…………………………….
M/S…………………………………………………………………..
……………………………………… has supplied and successfully completed installation works of
…... ………………………………………at our division/department, The details are as under;

S/N Name Of Item Serial Brand Model Quantity Remarks

No.
1
2
3
4
5

The above………………………………………………..are installed properly and we have no

objection to pay the bill.

Officials
Designation:

Page-55
Annex # 13 (Sourcing Committee Note)
KDS ACCESSORIES LTD.
Concerned Division
Head Office, Chittagong.
Sourcing Committee Note
Meeting No#
Date #
Agenda No. #

Subject : Approval for purchasing ……………………………………..

units……………………………. Of.................................................................................................. for
………………………………………. Division of Head Office/
…………………………………………………. Branch of Our Company.

Upon exhaustion of the aforesaid item/ having requisition from

…………………………………………. From ...................................................................... Division
………………………………… of Head Office/ ………………………………………………….
Branch of Our Company we need to purchase print the item immediately to meet the requirements of
division(s) of Head office / Branch(s) of Our Company.

Being instructed, we called for closed quotation from some reputed vendors as per our specification
and in response, the following vendors submitted their quotations as described below:
Name Of Item Specification Quantity Rate per unit Offered by Total amount as per
the vendors lowest rate (in BDT)

Decision of Purchase Committee:

Analyzing the quotations submitted by the vendors, the members of purchase committee has
recommended the following:

Approved Vendor Specification Approved Rate/

Amount
Comment of Out of………………………. Vendors… ......................... has quoted
Purchase Committee The lowest rate of aforesaid item(s) considering quality of works/ submitted
sample the quotation of the aforesaid vendors in more justified.

The Sourcing Committee has decided to Purchase/ Print the above item(s) for the period of
………….. …………………….. months from ..................................................... as per requisition/ as
and when required basis issuing successive work orders.

Placed for Kind approval

Member Secretary & Head of Sourcing

Head of FAD Managing Director & CEO

Page-56