Frequently Asked Questions (FAQs)

1. Procurement Guidelines

1.1 On Corruption

If in doubt, avoid accepting the meal/activity. Please refer to the self-approval test section for guidance or you can seek advice from your immediate superior.
The supplier should be aware or be made aware of our procurement ethics and hence an occurrence such as this should not arise. Nonetheless, in the event you are in a situation that you cannot refuse a gift with high value, you should try to return the gift at a later time/date. If this is still not possible i.e. might harm the relationship between UMW and the supplier, inform your immediate superior and consider donating the gift to a UMW sponsored charity.
If the gift is not of nominal value, the employee should not accept the gift because we do not know the real intention of the supplier. Please report to your immediate superior immediately.
Yes. You need to report your suspicions to your superior. You should also inform your supplier that UMW strictly forbids its suppliers or their representatives to participate in either giving or receiving bribes or facilitation payments. Not only do we not want to get the contract under inappropriate circumstances, but we need to evaluate our relationship with the supplier to make sure that the activities of this one representative do not indicate a bigger problem in the way the supplier operates. Please report to your superior.

 

1.2 On Conflict of interest

These circumstances must be brought to the attention of your superior. It is important that all actual or potential conflicts be disclosed so that any issues can be anticipated and avoided.
If you have a personal relationship that has the potential to interfere with how you make decisions at work, or can be perceived by others to interfere with how you make decisions at work, a conflict of interest may exist. After you have learned about the situation or if in doubt, inform your superior so that the situation can be addressed and that you may be relieved from any situations that may raise concerns around conflict of interest.
Procurement Ethics offer examples of areas where conflicts may arise, but it cannot describe every situation that could create a conflict. Always keep in mind that what the code tells us is the conflict - an activity or relationship that interferes with your loyalty and objectivity toward the company. If you have a personal relationship that has the potential of interfering with how you make decisions at work, or could appear to others as such, a conflict of interest may exist. If in doubt, raise your concerns to your superiors.

 

1.3 On applicability and monitoring of compliance

It is each supplier’s responsibility as stated in clause 7.3. Nonetheless, if you discover that your supplier or his/her representatives do not understand or read the rules, please advise them on its importance and that it is imperative and their responsibility to read and understand it.
Yes. An omission to report a breach is a breach of the rules. The necessary disciplinary actions applied will depend on the nature and seriousness of the breach as well as the level of knowledge an employee or supplier may have regarding the breach.
Group Internal Audit Division will carefully investigate each report of breach before any action is taken. Appropriate disciplinary actions will be taken on the accuser if the report was found to be of malicious intent.
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2. Pre-contract Verification

Since June 2015, Procurement has started the pre-contract verification for Group Information Technology Division (GITD) as a pilot project. Subsequently, Procurement has revised the scope and implemented from 1st June 2016 to all UMWC divisions.
This is to ensure that UMW gets what has been promised/agreed by the supplier/s. Also, there are three (3) ways matching conducted on procurement related clauses, i.e. between i. Bid/submitted documents/proposal vs ii. Negotiated/revised terms & conditions (if any) vs iii. Final contract.
Restricted to UMWC departments/divisions only and encompasses both ‘Sourcing’ and ‘Direct Award’ with value above RM100K up to RM5mil.

 

Procurement Areas of Knowledge only covers fifteen (15) items as listed below. The pre-contract is based on direct award justification/evaluation report/ as compared with quotation submitted/final bids submission.
No. Procurement Areas of Knowledge No. Procurement Areas of Knowledge
1 The Goods & Services Offered 9 Payment Terms
2 Bills of Quantity/ Materials 10 Price variation
3 Support & Maintenance 11 Payment Currency
4 Related scope of works 12 Method of ordering
5 Warranties & Defects 13 Deliverables
6 Performance Bond 14 Completion Date
7 Retention Sum 15 Mode of Delivery
8 Liquidated Ascertained Damages (LAD)
No, we don't have the technical knowledge. However, in our processes, we will invite the user and the supplier, together with Group Legal for discussions in drafting the contract that includes the technical terms.
No. Execution of contract by ED No. Execution of contract by PGCEO/GCOO
1 User’s Requirement/BOQ/BOM 1 User’s Requirement/BOQ/BOM
2 Draft contract 2 Draft contract
3 Final supplier’s proposal/quotation 3 Final supplier’s proposal/quotation
4 Evaluation report from Procurement / Direct Award justification report 4 Evaluation report from Procurement / Direct Award justification report
5 Pre-Contract Verification Form 5 TC endorsement Form
    6 Pre-Contract Verification Form
For contract value RM100k - RM1mil, the process will take 13 working days and for contract value of more than RM1mil, it will take 18 working days, under condition that Procurement has received all the required documents as stated on A6 above.
Procurement will provide to the User the endorsed Pre-Contract Verification form. Subsequently User will submit Pre-Contract Verification form together with Contract Vetting form to Group Legal Division for execution of the contracts by both parties (UMW’s ED/PGCEO/GCOO and Supplier).

As per Procurement Guidelines Ver. 2.0, Clause 6.1 Contract Applicability, pg. 46 of 56, "All purchases can be entered into contract but for practical reasons only contracts of a certain value and for certain commodities and jobs should be contracted. Generally, small value purchases or straight-forward buy and supply purchases are not contracted."

For guidance the following commitments can be considered for contract formalization:

  1. Items sourced via tender.
  2. Sourcing value >RM100,000.
  3. Sourced items/jobs are based on progressive delivery.
  4. Sourced items/jobs have a prolonged (typically >3months) completion date.
  5. Purchase and also maintenance arrangements for any IT hardware and software.
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3. Procure To Pay (PTP) System

Please follow the steps as follow to retrieve the Purchase Order:
  1. Login to url “ptp.umw.com.my”.
  2. Log in “ID” and “PASSWORD”. Kindly use your own UMW email address for “ID” and type your “PASSWORD” as given to login into the PTP system.
  3. Click “Purchase” on the left layout.
  4. Click “Request for Purchase (Requisitioner)”.
  5. Kindly identify subject of the RFP require from the RFP listing.
  6. Once confirmed, click “” button on column “Action” to preview all transaction details/stages for the project.
  7. Click “Preview” to view all documentations for the project.
  8. If the PO for the project has been raised, click on the PO reference no. to view PO form in PDF format.
  9. After that, you may wish to view or print out that PO.
The steps are as below:
  1. Login to url “ptp.umw.com.my”.
  2. Log in “ID” and “PASSWORD”. Kindly use your own UMW email address for “ID” and type your “PASSWORD” as given to login into the PTP system.
  3. Click “Purchase” on the left layout.
  4. Click “Request for Purchase (Requisitioner)”.
  5. Kindly identify the RFP require from the RFP listing.
  6. Once confirmed, click “” button on column “Action” to preview all transaction details/stages for the project.
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4. Supplier Registration

Currently, the registration processing fees still waived and UMW will impose the payment fees until further notice.
UMW will not proceed with the registration until all documents required on the checklist are provided.
Yes, supplier/vendor need to provide it. Otherwise, the pre-evaluation rating for the supplier/vendor will be low and possibility for the rejection of the registration will be high.
No, it is not certain that the supplier/vendor will get the business from UMW once they have registered. The selection of the supplier/vendor need to go through sourcing process before they will be awarded the business/project.
If supplier/vendor has provided a complete documents as stated on the checklist, the process will be completed within 1 month. The supplier/vendor will receive the Certificate of Supplier Registration via email.
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