To : All Owner’s and Resident
From: JMB 2010
Date : 29/10/2010
Re: Standard Operation procedure (SOP) of Open Tender
Please be informed that the new JMB committees have agreed the below SOP of Open Tender for any service provider company in Vista Impiana.
2. The objective of SOP is transparency, written in black and white and avoid of any conflict of interest.
3. The SOP of Open Tender as below:
· Inform the RH Management to put notice to all Vista Impiana residents and JMB committee members regarding open tender for the property service provider and date line for submission to the department person in charge.
· Inform the RH Management to put copy of notice to all units of Vista Impiana letter box.
· Priority for month to month basis property service provider.
· Receiving of open tender quotation seal with company letter head, and must know who is the unit and owner submitted for the quotation, well kept and show to the JMB members during the JMB meeting.
· The department head need to sign and submit a name list of unit and owner who had submitted the quotation to the chairman.
· The expensive quotation will automatically put aside, and choose the cheapest and best offer.
· Then follow up with the department head.
· Open discussion and decision made majority voted by all the committee members through ballot box.
· All documents, letters must cc and refer to president.
· We will issue a letter or call the chosen service provider to attend and presentation & written in black and white about for their job function and offers to Vista Impiana Apartment residents during our JMB meeting.
· Confirmation & certified by the chairman is only consider approved.
· Strictly only JMB issue letter of appointment.
· Collect payment on JMB meeting.
· If the property service provider is not perform well the duty, the chairman has the authority to terminate the contract in writing and call for JMB meeting to select again for a better property service provider.
4. Thank you.
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