1
IBU PEJABAT JPS MALAYSIA
Surat Pekeliling JPS. UB. 3/1995
PERATURAN PENYEDIAAN DOKUMEN TENDER DAN KONTRAK.
________________________________________________________
1.0 TUJUAN
1.1 Surat Pekeliling ini bertujuan untuk mengemaskinikan dan menyelaraskan prosedur penyediaan dokumen tender dan kontrak biayaan Persekutuan agar proses ini berjalan dengan licin dan teratur.
2.0 LATARBELAKANG
2.1 Proses penyediaan dokumen tender dan kontrak serta beberapa
prosedur lain yang berkaitan didapati berbeza antara satu pejabat dengan
satu pejabat yang lain. Penyediaan dokumen tender yang tidak teratur
dan teliti bukan sahaja mengakibatkan kelewatan dalam pemanggilan
tender tetapi juga menimbulkan kekeliruan dan percanggahan antara
dokumen yang boleh mengakibatkan tuntutan bawah kontrak.
2 3.0 CARA PELAKSANAAN
3.1 Sebagai langkah untuk melicinkan penyediaan dokumen tender dan kontrak serta perkara-perkara lain yang berkaitan, penyelarasan proses kerja perlu dilaksanakan.
3.2 Penyediaan Dokumen Tender
3.2.1 Sebagai panduan bagi menyediakan dokumen tender, satu Senarai Semakan telah disediakan seperti di Lampiran A untuk kegunaan semakan.
3.2.2 Dengan terkeluarnya Surat Pekeliling JPS. UB. 3/1994 bertarikh 4 Julai 1994 mengenai Peraturan Penilaian Tender Kerja, penyediaan dokumen tender bagi projek yang bernilai lebih dari RM1.0 juta hendaklah disediakan berasaskan kepada perenggan 3.2.1 dalam surat pekeliling tersebut.
3.3 Semakan Dokumen Tender
3.3.1 Tempoh yang diperlukan oleh Bahagian Ukur Bahan untuk menyemak dan mengembalikan dokumen tender kepada pejabat yang mengemukakannya adalah lebih kurang tiga (3) minggu. Ini akan membolehkan semakan yang lebih teliti dilakukan dan seterusnya mengurangkan berlakunya pengeluaran `Addendum' pada dokumen tender dan juga membantu mengelakkan timbulnya masalah tuntutan dari kontraktor kelak.
3.3.2 Pastikan hanya tender yang akan dipelawa dalam tempoh
tiga bulan akan datang sahaja dihantar untuk semakan. Ini
bagi mengelakkan situasi di mana terdapat tender yang
belum diluluskan untuk ditender (contohnya, tiada
peruntukan ataupun rekabentuk projek belum muktamad)
telah dihantar terlalu awal untuk semakan tetapi apabila
tender hendak dipanggil, keadaan telah berubah akibat
terdapatnya surat pekeliling baru ataupun arahan baru
yang perlu dipatuhi dan dimasukkan ke dalam dokumen
tender.
3 3.4 Dokumen Kontrak
3.4.1 Bon Perlaksanaan Asal
Bon Perlaksanaan ASAL hendaklah dimasukkan ke dalam dokumen kontrak ASAL. Satu salinan bon berkenaan hendaklah disimpan dalam fail projek.
3.4.2 Tandatangan dan pengedaran dokumen kontrak
3.4.2.1Dokumen Kontrak yang akan ditandatangani di peringkat Ibu Pejabat hendaklah dikemukakan ke Bahagian Ukur Bahan dalam bentuk satu ASAL dan satu PENDUA.
3.4.2.2Naskah PENDUA akan dikembalikan ke pejabat yang menyediakan dokumen kontrak setelah ditandatangani untuk dibuat salinan-salinan. Pastikan salinan-salinan dokumen kontrak difotostat dari naskah PENDUA dan dicopkan sebagai SALINAN YANG DIAKUI SAH.
3.4.2.3Pengesahan dan pengedaran ke atas setiap salinan dokumen kontrak hendaklah diuruskan oleh pejabat yang menyediakan dokumen tersebut. Ini bertujuan untuk mengelakkan berlakunya kesilapan dalam kandungan dokumen kontrak.
3.4.3 Penyimpanan Dokumen Kontrak Asal
Semua Dokumen Kontrak ASAL bagi projek yang bernilai tidak melebihi RM500,000.00 hendaklah disimpan di pejabat yang mengendalikan projek berkenaan. Dokumen Kontrak ASAL bagi projek yang bernilai lebih dari RM500,000.00 akan disimpan di Bahagian Ukur Bahan, Ibu Pejabat JPS.
3.5 Polisi-polisi Insurans, Surat PERKESO, Resit Premium Bon Perlaksanaan dan Gerenti bagi Wang Pendahuluan
3.5.1 Polisi-polisi insurans, surat PERKESO, Gerenti bagi Wang
Pendahuluan dan resit premium yang ASAL hendaklah
disimpan di pejabat Projek/Negeri yang berkenaan.
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3.5.2 Semua salinan fotostat polisi insurans, surat PERKESO, resit premium, Bon Perlaksanaan, Gerenti bagi Wang Pendahuluan serta dokumen-dokumen lain yang diperlukan bagi tujuan pembayaran dan sebagainya hendaklah diakui sah oleh pegawai dari pejabat Projek/Negeri/Perunding sebelum di kemukakan ke Bahagian Ukur Bahan.
4.0 TARIKH KUATKUASA
4.1 Peraturan ini berkuatkuasa mulai dari tarikh Surat Pekeliling ini bagi semua kontrak Persekutuan.
Sekian.
"BERKHIDMAT UNTUK NEGARA"
"CINTAILAH SUNGAI KITA"
(TAN SRI DATO' IR. HAJI SHAHRIZAILA BIN ABDULLAH) Ketua Pengarah,
Jabatan Pengairan dan Saliran, Malaysia.
September 1995
s.k. - Timbalan Ketua Pengarah I - Timbalan Ketua Pengarah II
Bil. Fail: ( ) dlm. PPS. 10/4/2 CUB Jld. 2
CIRCULR4.WP/DISK SPJPS 3
A/1
LAMPIRAN A TENDER DOKUMENT CHECKLIST
Ruj. Fail:
Nama Projek:
Anggaran Kasar
Peruntukan/Pembiayaan:
Nama Pegawai: Tarikh
dihantar kepada
Tarikh diterima
oleh
Tarikh disiap oleh
E/QS
T
Jenis Tender:
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NO. DESCRIPTION
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1.0
2.0
Cover Page Format and awarding of Tender Nos.
The correct procedure is adopted.
Kenyataan Tawaran
2.1 Correct Head and
Subhead
2.2 Correct class of
Contractor.
2.3 State the type of companies which are eligible to participate, base on the estimated value of the tender.
• Tick after checking
Refer Circular JPS.UB.2/1994 and First Adition to the same circular
Refer Treasury Circular 2/1995
Had Nilai Tender Jenis Pendaftaran
< RM 10 juta (a) RM 10 0 25 juta (a) dan (b)
> RM 25 juta (a), (b) dan (c) Jenis Pendaftaran
(a) Syarikat yang 100% milik tempatan (Warganegara).
(b) Syarikat tempatan yang disenaraikan di BSKL yang ditubuh dan diperbadankan di Malaysia dengan pegangan saham individu asing tidak melebihi 30% dan Lembaga Pengarah, pengurusan dan pekerja dianggotai 100% oleh warganegara
(c) Syarikat usahasama yang
diperbadankan di Malaysia dengan pegangan equiti asing tidak melebihi 49% dan majoriti ahli Lembaga Pengarah, pengurusan dan pekerja adalah warganegara.
A/2
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3.0
2.4 To state if tender is only for Bumiputera Contractors.
2.5 Correct place of buying tender.
2.6 Amount of documentation fee and in whose name to be made, is stated.
2.7 Site visit – date, time & place stated.
To state if compulsory
2.8 Date, time and place for closing of tender is stated.
Instructions to Tenderers
3.1 Where and when tender closes.
3.2 Amount and other particulars of Tender Deposit (for International Contracts only)
3.3 Include clause on Information regarding tenderer’s Financial and Technical Capacity if tender is
>RM1.0m.
3.4 If funded by international body, ensure that their guidelines for procurement are complied with.
3.5 Include clause regarding correction of errors for internationally funded tenders.
Documentation fee
A4 at RM 0.35 = A3 at RM 0.70 =
Drawings
A2 at RM 3.50 = A1 at RM 6.50 =
A at RM 8.00 = TOTAL =
Refer to circular JPS. UB. 3/1994
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CHECKED BY ITEM
NO. DESCRIPTION
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4.0 Form of Contract 4.1 Use correct form.
4.2 Articles of Agreement The following to be filled in:
4.2.1 Paragraph 1
(i) Name of Government.
(ii) Description of intended Works.
(iii) Drawing nos/as stated in list of drawings.
4.2.2 Clause 2(e)
Special Provisions to Conditions of Contract.
(i) Advance Payment clause (ii) Variation of Price clause Choose relevant one only 4.2.3 Clause 2(I) – New Clause Amendments to PWD Forms.
4.2.4 Insert IC No of Contractor and his witness on page for signing.
4.3 Conditions of Contract The following to be filled in:
4.3.1 Clause 1(a)(i)
Same as item 4.2.2 and 4.2.3 4.3.2 Clause 1(a)(iv)
Check designation of S.O. is correct.
For Federal Projects
— Government of Malaysia.
For State Projects
— Name of relevant State.
Refer to circular JPS. UB 1/1995
A/4
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4.3.3 Clause 26(d) (203A only)
Delete this clause if funded by International body.
4.4. Appendix to Conditions of Contract The following to be filled in:
4.4.1 Clause 3(a)(i)
Clauses 40, 43 and 51 and Clauses 52 and 54 are
designated to the correct officers.
4.4.2 Clause 3(a)(ii)
Powers to approve Variations in accordance with Pindaan Pertama kepada SP JPT. CUB 2/1988 dated 4/3/93.
4.4.3 Clause 33
Minimum insurance coverage is sufficient
4.4.4 Clause 33(a) and 36(b) Amount of excess – Nil 4.4.5 Clause 34
Workmen’s Compensation – 10% of Contract Sum.
Refer to circular JPS. UB 1/95
The following amounts my be used as a guide:
Contract Sum limits of liability a.o.a. for Unlimited Number of Accidents RM RM < 25,000 10,000 25,001 – 50,000 25,000 50,001 – 150,000 50,000 to 250,000 75,000 to 500,000 100,000 to 1 million 150,000 > 1 million 200,000
A/5
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4.4.6 Clause 36 Insert the following ‘Total Amount Insured’
... ... ... M$ ...
4.4.7 Clause 38(b) Date for Possession - ‘To be Determined’.
4.4.8 Clause 40
Check reasonableness of the Liquidated and Ascertained Damages.
4.4.9 Clause 41
Sectional Completion - To be filled if required.
4.4.10 Clause 45
Defects Liability Period in accordance with Arahan Perbendaharaan 200.5(a) - 12 months.
4.4.11 Clause 47(a)
(i) Value of work done before First Interim Certificate will be issued - 10% of Builder's work or RM200,000 whichever is lesser.
(ii) Value of work done before each subsequent interim certificate will be issued - 25% of average monthly value of Builder's Work or 1/2 of the first interim payment, whichever is lesser.
4.4.13 Period for honouring payment
Based on Circular JPS. UB. 4/94 Prime Rate = ______% per annum.
LAD = Prime Rate per annum 365 days
= RM % of Contract Sum/day
Sufficient period to be stated but not less than 30 days.
A/6
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5.0
6.0
Special Provisions to Conditions of Contract
5.1 Advance Payment 5.1.1 Use correct form.
5.2 VOP
5.2.1 Use correct form.
5.2.2 Quantity of steel bars and cement are stated in in
Lampiran……... if required for the works.
5.2.3 Forms for estimation of diesel consumption & bitumen are included.
5.3 Amendments to Standard PWD Forms Use correct amendments.
Form of Tender
6.1 Use the correct form.
6.2 The following are filled in:- 6.2.1 Title of tender
6.2.2 List of drawings including checking the number of drawings against the List of Drawings.
6.2.3 Completion period (fixed by Department).
6.2.4 Prime Cost or Provisional Sums if applicable.
6.3 Tender validity period is amended.
6.4 Include as clause 7(e) the following phrase:—
'Polisi Insurans Kerja atau Nota Liputan berserta dengan resit bagi premium yang telah dibayar’.
Ensure period of completion fixed by the Department is reasonable, taking into account factors like urgency, complexity and rainy periods.
90 days for local contracts.
120 days for international contracts.
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7.0
8.0
9.0
6.5 Insert IC No. of Contractor and his witness on pages for signing.
6.6 Conditions of Tendering
(i) Clause 1 (c) - Second line to be deleted if funded by International body.
(ii) Clause 8 - Amend Tender Validity Period.
(iii) Clause 10(e) - Insert as per item 6.4 above.
Letter of Acceptance 7.1 Use correct form.
7.2 Insert IC No. of Contractor and his witness.
7.3 Include as clause 4(e) the following:
Insurans Kerja tidak melebihi Harga Kontrak.
7.4 List of addresses where copies to be sent is corrected.
Tender for Bumiputera Contractors (if applicable)
To attach the Special Letter of Acceptance.
Specifications 9.1 Scope of Works.
To correspond to works indicated on site plan and measured in B.Q./Summary of Tender.
9.2 Technical specifications are provided for all items of work and are comprehensive, clear, appropriate and relevant to the works.
9.3 Cross References and Page Nos. are correct.
9.4 Addendum Specification prepared for specific works (for Lump Sum contract only)
A/8
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10.0
11.0
Preamble
10.1 To check the unit of measurement as stated in the preamble is consistent with the measurement in the Bills for the various items.
10.2 The method of measurement is stated.
10.3 The method of measurement does not give rise to unnecessary or impractical
maintenance of site records.
10.4 The general composition of the unit rate is stated.
10.5 No duplication in the measurement of items.
Bill of Quantities
11.1 A general look at the quantities to ensure no obvious mistakes.
11.2 All necessary dimensions are given 11.3 All necessary items are measured.
11.4 P.C. Sum – to include item for Profit (%) and attendance (Lump Sum).
11.5 Amounts for P.C and Provisional Sums stated in ‘Amount’ column.
11.6 No ‘Rate Only’ items.
(Items without quantities).
11.7 Item descriptions are concise, consistent and accurate.
11.8 Item description to correspond to drawings and/or specification.
11.9 Cross References and Specification clause Nos. correct.
11.10 All sections of the Bill of Quantities are carried to the Summary.
11.11 Summary page provided.
A/9
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NO. DESCRIPTION
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12.0
13.0
14.0
15.0
Summary of Tender (if not based on Bill of Quantities
12.1 For Lump Sum items, statement on quantities should be avoided, otherwise ensure consistency with those stated in specifications and drawings.
Drawings
13.1 Drawings must be clear and up to date 13.2 Drawing Nos. tally with list of drawings.
13.3 Drawings for works based on Lump Sum tender must be complete and scope/extent of works are coloured if necessary.
Form of Guarantees for Performance Bond/Advance Payment
14.1 Use correct form.
14.2 Latest list of Approved Banks & Insurance Companies attached.
Informative Documents
15.1 All standard forms are incorporated 15.2 Form BA (Bank/Financial Institution
Report) attached, not bound.
Refer Treasury Circular 2/1995.
Refer Circular JPS. UB. 3/1994
A/10
CHECKED BY ITEM
NO. DESCRIPTION
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16.0 General
16.1 All tender documents must be carefully prepared and complete so as to give effect to the expressed requirements of the Department.
16.2 The work to be executed must be clearly and concisely defined and specified, consistent with one another and free of ambiguity.
16.3 Documents must be free of inconsistencies and discrepancies between the various sections and the drawings.
16.4 Ensure that all bye-laws and Authorities requirements are included and highlighted in the tender documents:
16.5 Complies with the latest policies and circulars.
