Printed copies are uncontrolled BOS Process Global Workplace Solutions Title: Sourcing Low Value Materials and/or Services in APAC Number: 13-29.204.GWS.Asia Author: Snr Manager Global Standards and Development Effective Date: 1 May 2016 Owner: Global Standards and Development Director Revision: 3 PURPOSE To ensure that suitable specifications are developed & provided to Suppliers, that quotations are obtained for Materials and/or Services defined as Low Value and that the most cost effective & efficient Sourcing Route is employed. This Document is to be read in conjunction with the GWS Purchasing Standard 13-29.401.GWS.GLB and the GWS Purchasing Policy 13-29.105.GWS.GLB. SCOPE APAC EMEA Americas Compliance expected as written GWS X X Can be tailored to local needs Specific Applicability / Variance / Exceptions Please reference Appendix 1 Country Group Matrix for your Country Clip Level. RESPONSIBILITIES Ensure that best value is achieved when purchasing Materials and/or Services Low Value (Reference Appendix 1 - Country Group Low Value Definition Matrix) by following this process. Ensuring that records of quotations are held locally in accordance with the Records Retention Periods in section 4.6 (Records Retention) in GWS Purchasing Standard 13-29.401.GWS.GLB DEFINITIONS RFP RFQ Sourcing Plan GPSL Country Group 1 Request for Price Request for Quote See Mis.01.54 (Sourcing Only) Global Preferred Supplier List available via GWS Global Sourcing Portal Defined as countries that are classed as immature in terms of economic development that generally have a lower level of GWS spend, and a lower level of GWS Third Party Spend. Page 1 of 6
Country Group 2 Country Group 3 Defined as countries that are more developed (than group 1) in terms of economic development that generally have a higher level of GWS spend, and a higher level of GWS Third Party Spend. Defined as countries that are classed as mature in terms of economic development that generally have a higher level of GWS spend, and a higher level of GWS Third Party Spend. PROCESS FLOWCHART Process Steps, which require further description, have a number, and the additional descriptive text is included under the same number in the "Description/Checklist" section. Page 2 of 6
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Description / Checklist No Input Responsibility Process Step Output 1. GPSL Sourcing Plan Local Knowledge Select suitable suppliers to provide competitive quotations, using the GPSL supplier information, the Sourcing Plan & Local Knowledge Supplier(s) Identified to fulfill Materials & or Services Requirement 2. Requirement for Materials & or Services 3. RFP or RFQ Develop detailed Materials & or Services Specification Issue RFP/ RFQ to Supplier(s) and obtain at least one written quote. Requirement to Issue RFP/RFQ Supplier(s) Identified and RFQ/RFP issued 4. Requirement for Formal or Informal Evaluation Undertake Formal or Informal Evaluation dependent upon value, risk or client direction of the price or quote received. Ensure that that price or quote meets the specification. Ensure that this exercise is documented and recorded using recognised Evaluation and Assessment tools, available from GWS Global Sourcing. If required you may return to the Supplier(s) for clarification on any points of uncertainty, however ensure any Supplier guarantees & or responses are received either electronically or in hard copy. Record and file the Formal Evaluation. Price or quote confirmed & Formal Record of Evaluation Page 4 of 6
Orders are the preferred method and employees shall use the established methods (relevant to the country of origin) tools and programs that facilitate the execution of a purchase order 5. Requirement to Place Order Where the Order does not require any element of Labour and is therefore Materials only, where applicable (and as appropriate) Corporate cards can be utilised as long as the single transaction limit is not exceeded. This however cannot apply if the supplier is present on the country's VMF, in which case a Order must be raised. Order request Raised or Corporate Card transaction. 6. Raise Order or Corporate Card Transaction GWS Sourcing CPT Process Order request in line with agreed Service Level Agreement. Process Corporate Card Transaction Order forwarded to Supplier or Corporate Card Payment SUMMARY OF CHANGES July 2013 - Initial release of new document May 2016 Rebranding to Page 5 of 6
APPENDIX 1 COUNTRY GROUP LOW VALUE DEFINITION Country Group Group 3 Group 2 Group 1 Country Low Value (Spend From) Low Value (Spend Up To) Medium Value (Spend Up To) High Value (Spend in Excess of) Local US$ Local US$ US$ US$ Australia AUD 0 $0 AUD 25,000 $25,000 Hong Kong HKD 0 $0 HKD 193,750 $25,000 Japan JPY 0 $0 JPY 2,075,033 $25,000 New Zealand NZD 0 $0 NZD 30,864 $25,000 China CNY 0 $0 CNY 77,500 $12,500 India INR 0 $0 INR 625,000 $12,500 Korea KRW 0 $0 KRW 13,751,375 $12,500 Pakistan PKR 0 $0 PKR 1,053,252 $12,500 Philippines PHP 0 $0 PHP 524,990 $12,500 Singapore SGD 0 $0 SGD 15,375 $12,500 Taiwan TND 0 $0 TND 362,497 $12,500 Indonesia IDR 0 $0 IDR 45,045,045 $5,000 Malaysia MYR 0 $0 MYR 15,000 $5,000 Thailand THB 0 $0 THB 150,002 $5,000 Vietnam VND 0 $0 VND 108,695,652 $5,000 Please Reference: 13-29.205.GWS.Asia for Medium Value Process Please Reference: 13-29.206.GWS.Asia for High Value Process Page 6 of 6