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Purchasing Procedures

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Purchasing Procedures Powered By Docstoc
					Finance Office
11th Floor, Li Ka Shing Tower
The Hong Kong Polytechnic University
Hung Hom, Kowloon, Hong Kong
Attn: Purchasing Unit
Fax. (852) 2363 1384


Dear Sir,

                    Application Form for Inclusion in the Registered Suppliers List of PolyU
1.   We / I* , the undersigned, of _________________________________________________________________________
                                                             (Name of Company)
     hereby apply for registration with The Hong Kong Polytechnic University to become a registered supplier.

2.   In support of this application, all information given herein is to the best of our / my* knowledge, both true and correct:

     a.   Company Registered Address_____________________________________________________________________
          _____________________________________________________________________________________________


     b.   Company Correspondence Address (if the correspondence address is different from the registered address)
          _____________________________________________________________________________________________
          _____________________________________________________________________________________________
          Tel.No.: ______________________ Fax No.: ____________________ Web Site: __________________________
          E-mail Address: _____________________________________________


     c.   Name of contact persons for receiving tenders / requests for quotation / purchase orders
            _____________________________________________________________________________________________
            _____________________________________________________________________________________________
            _____________________________________________________________________________________________
            _____________________________________________________________________________________________


     d.   Date of Company Incorporation __________________________________________________________________
          _____________________________________________________________________________________________


     e.   Place of Company Incorporation___________________________________________________________________
            _____________________________________________________________________________________________


     f.   Name of directors / partners / sole proprietor*, etc.
          _____________________________________________________________________________________________
          _____________________________________________________________________________________________




*Delete as appropriate
 Version: 8.4.05                                                  1
     g.   Name of shareholders & percentage of shareholding:
          _____________________________________________________________________________________________
          _____________________________________________________________________________________________
          _____________________________________________________________________________________________
          _____________________________________________________________________________________________
          _____________________________________________________________________________________________
          _____________________________________________________________________________________________
          _____________________________________________________________________________________________


3.   Range / type of products and / or services offered for sale (catalogues     are attached).
     Item Category Code (Note)                                          Description




     Note: Please refer to Annex for details. If suitable Category Codes cannot be identified for your products/ services,
     please skip the Code and just indicate their description in the above space provided. If space is insufficient, please use
     separate sheets.

4.   Brands represented (Agency)

     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________



5.   Name of current major customers:
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________




6.   List of recent projects completed or in progress stating name of customers, nature of the contracts and completion dates
     (Write N/A if not applicable)

*Delete as appropriate
 Version: 8.4.05                                               2
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________



7.   We / I* submit herewith a copy of our / my*            company’s business registration certificate (a
     prerequisite for supplier registration).

     We / I* understand that the above document is mandatory for the purpose of this application and failure to submit may
     lead to the application not being considered.


8.   We / I* give below both the names of the employees of The Hong Kong Polytechnic University and / or* their families
     who are related to us / me*, or to our / my* employees and / or* their families, and the nature of their relationship. (State
     none if totally inapplicable).
     _________________________________________________________________________________________________
     _________________________________________________________________________________________________

9.   We / I* understand that all employees of The Hong Kong Polytechnic University are designated “public servant” under
     the provisions of Prevention of Bribery Ordinance (Capt. 201 of the Laws of Hong Kong).


10. We / I* further understand the policy of The Hong Kong Polytechnic University in regard to the conflict of interest
    which requires that all its employees to avoid any conflict between their personal interest and The Hong Kong
    Polytechnic University’s interest in dealing with suppliers and all other organizations or individuals doing or seeking to
    do business with The Hong Kong Polytechnic University. In furtherance of this policy, The Hong Kong Polytechnic
    University requires that competitive bidding be used, wherever practicable, in the procurement of materials / services.

11. Our / my* efforts shall include, but not limited to, establishing precautions to prevent our / my employees* or agents
    from making, receiving, providing, or offering gifts, payment, loans, substantial entertainment or other consideration for
    the purpose of influencing individuals to act contrary to the best interests of The Hong Kong Polytechnic University.


Yours faithfully,



                                                                                      For and on behalf of
Authorized Signature : ______________________________


Name in Block Letters : ______________________________


Position Held : _____________________________________

                                                                                 _____________________________
Date : ____________________________________________                           Company Name & Chop




*Delete as appropriate
 Version: 8.4.05                                                3
                                                                                            Annex
                                                 Item Category Codes

Item Category Code         Description

Consumables
CAC                        Air Conditioning/Ventilation Equipment - Parts & Accessories
CAE                        Artwork Design & Production Equipment - Parts & Accessories
CAV                        Audio Visual Equipment - Parts & Accessories
CBM                        Building Materials Supplies
CBO                        Books & Publications
CBS                        Building & Surveying Equipment - Parts & Accessories
CCA                        Catering Tools, Parts & Accessories
CCH                        Laboratory Chemicals/Research Materials
CCL                        Cleaning Tools, Parts & Accessories
CCM                        Communication Tools, Parts & Accessories
CCO                        Computer Equipment - Parts & Accessories
CCS                        Civil & Structural Engineering Equipment - Parts & Accessories
CCU                        Clothing & Uniforms
CDE                        Dental Tools, Parts & Accessories
CEA                        Electrical Appliance - Parts & Accessories
CEE                        Electronic/Electrical Tools, Parts & Accessories
CEG                        Engineering Tools, Parts & Accessories
CEP                        Environmental Protection Equipment - Parts & Accessories
CFU                        Furniture - Parts & Accessories
CGB                        Gardening Tools, Parts & Accessories
CHD                        Hardware & Tools
CHS                        Hygiene & Cleaning Materials
CIC                        Industrial Chemicals
CIN                        Industrial Machines/Equipment - Parts & Accessories
CLA                        Laboratory Tools, Parts & Accessories
CMA                        Marine Engineering Tools, Parts & Accessories
CMC                        Medicines/Pharmaceuticals
CMD                        Medical Tools, Parts & Accessories
CME                        Mechanical Equipment & Machinery - Parts & Accessories
CMI                        Musical Instrument - Tools, Parts & Accessories
CNA                        Nautical Tools, Parts & Accessories
COD                        Orthopedic & Rehabilitation Tools, Parts & Accessories
COE                        Office Tools, Parts & Accessories
COP                        Optical & Laser Tools, Parts & Accessories
COT                        Ophthalmic Tools, Parts & Accessories
CPA                        Paper Materials
CPE                        Physical Education Tools, Parts & Accessories
CPG                        Printing Tools, Parts & Accessories
CPH                        Photographic Tools, Parts & Accessories
CPL                        Plastic/Synthetic Materials
CPS                        Consultation service - Miscellaneous
CSA                        Safety/Security & Fire Tools, Parts & Accessories
CSC                        Scientific Tools, Parts & Accessories
CSE                        Semiconductor Tools, Parts & Accessories
CSM                        Storage & Material Handling-Parts & Accessories
CSO                        Computer Software
CSS                        Computing Software - Consulting Service
CST                        Stationery & Office Supplies
CTC                        Textile & Clothing Tools, Parts & Accessories
CTG                        Testing/Measuring Tools, Parts & Accessories
CTM                        Textile & Clothing Material
CVH                        Vehicles - Parts & Accessories
CWE                        Wafer & PCB Processing Tools, Parts & Accessories
CWK                        Woodwork Tools, Parts & Accessories

Equipment/machine/system
EAC                        Air Conditioning/Ventilation Equipment
EAE                        Artwork Design & Production Equipment
EAS                        Athletics & Fitness Equipment
EAV                        Audio Visual Equipment
EBC                        Biochemical Equipment-Miscellaneous
EBS                        Building & Surveying Equipment
ECA                        Catering Equipment
ECL                        Cleaning Equipment
ECM                        Communication Equipment
                                                          1
                                                                       Annex
                                            Item Category Codes

Item Category Code   Description

ECO                  Computer Equipment
ECP                  Computer Peripheral/Related Equipment - Misc.
ECS                  Civil & Structural Engineering Equipment
ECX                  Computing Accessory
EDE                  Dental Equipment
EEA                  Electrical Appliance
EEE                  Electronic/Electrical Equipment
EEG                  Engineering Equipment
EEP                  Environmental Protection Equipment
EGB                  Gardening Equipment
EIN                  Industrial Machines/Equipment
ELA                  Laboratory Equipment
EMA                  Marine Engineering Equipment
EMD                  Medical Equipment
EME                  Mechanical Equipment & Machinery
EMI                  Musical Instrument
EMM                  Mechanical Equipment-Miscellaneous
EMS                  Maritime Equipment-Miscellaneous
ENA                  Nautical Equipment
ENS                  Nursing & Health Equipment - Miscellaneous
EOD                  Orthopedic & Rehabilitation Equipment
EOE                  Office Equipment
EOP                  Optical & Laser Equipment
EOR                  Optometry Equipment - Miscellaneous
EPE                  Physical Education Equipment
EPG                  Printing Equipment
EPH                  Photographic Equipment
EPX                  Physical Equipment - Miscellaneous
ERS                  Rehabilitation Equipment - Miscellaneous
ESA                  Safety/Security & Fire Equipment
ESC                  Scientific Equipment
ESE                  Semiconductor Equipment
ESM                  Storage & Material Handling Equipment
ETC                  Textile & Clothing Equipment
ETG                  Testing/Measuring Equipment
EVH                  Vehicles
EWE                  Wafer & PCB Processing Equipment
EWK                  Woodwork Equipment
EWT                  Workshop Tool & Accessories

Furniture
FFU                  Furniture

Services
SAD                  Artwork Design & Production Services
SBI                  Building Services Installation
SBW                  Building & Decoration Works
SCB                  Catering Service
SCN                  Control Engineering Service
SCR                  Cylinder - Rental
SEM                  Electrical & Mechanical Installations
SGA                  Gardening Service
SHS                  Hygiene & Cleaning Service
SHV                  Heating, Ventilation & Air Conditioning Service
SMS                  Miscellaneous - Services
SMT                  Management Training Programme Service
SMW                  Metal Works
SPC                  Pest Control Service
SPR                  Printing Services
SSO                  Computer Software - Maintenance & Upgrade
STH                  Transportation & Handling - Services
STS                  Testing, Calibration & Surveying
SVH                  Vehicles - Installation/Maintenance/Repair




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