Approval of Requirement (AOR)

About your purchase
Provision and administration of Northern Hemisphere (NH) Flu Vaccination (offsite)

Aim What is the purpose of this AOR?
Approval is sought from [approver]	Tan Hui Luan, Head (HR Management Div) (HRD)	Role of Approving Officer for Approval of Requirement [AO(AOR)] Ensure there is a genuine need for the intended procurement Requirements meet the needs adequately and have not been over specified Other options have been considered and procurement has been assessed to be the best option to proceed. Requirements are not unnecessarily split into multiple purchases to avoid procurement procedures. Take into account prudence in the use of public monies Refer to Annex A for the Approving Authorities and Approving Limits.
for [summary of purchase and recommended supplier, if applicable)]	Provision and administration of Northern Hemisphere (NH) flu vaccination (offsite) by leveraging on Vital’s DA contract
Purchased from/ Supplied by (please reflect the vendor’s full entity name)	Raffles Medical Group Ltd (“RMG”)
at a cost of [Estimated Procurement Value or EPV]	Up to S$34,200 (up to 1,900 x $18/pax)

Justification Why do you need the purchase?
i considerations for justifications
Provide justifications for requirements
Flu vaccination helps reduce the risk of flu infection and is one of the nationally recommended vaccinations. Unlike the common cold, flu is more severe and can lead to complications and death. MOH and PSD would like public service agencies to encourage all staff to take up the 2021/2022 NH flu vaccination as early as possible. This will help to reduce flu acute respiratory infection incidence, which in turn reduces disruption due to medical leave and isolation. With high vaccination coverage, the risk of widespread transmission and formation of flu clusters can then be mitigated.
Required scope of work
Provision and administration of Northern Hemisphere (NH) Flu Vaccination at RMG’s clinics from now till 30 Apr 2022.

3a. Estimated Procurement Value (EPV) What does your EPV consist of?
o
S/N Firm Requirements - Itemised Cost (S$) Up to 1,900 x $18/pax 34,200 [add additional rows if required] Firm requirements total 34,200 Grand total 34,200	Quick Tips on EPV EPV is an estimate value to determine the appropriate procurement approach and approving authority. The EPV should include: (a) firm requirements (b) optional components (c) contingency, if any The total EPV should include Service Charge (if applicable) The total EPV should exclude GST (if applicable), except for items that are via pay-and-claim
EPV Basis
Supporting documents	If EPV basis is not based on past purchases, provide information used for EPV basis. Per unit cost is included in the DA contract, with the number of staff based on the estimate of total number of staff.
If the purchase is to replace an existing system and/or asset, will a write-off of the current system/asset be required? Refer to OPM 1-I-M - Fixed Assets paragraphs 1.40 to 1.42 for write-off guidelines and approving authority, and Annex B for considerations when replacing an existing system and/or asset.	Not applicable
No
Yes. We are seeking an in-principle write-off approval of S$_____ together with this AOR approval. Formal write-off approval will be obtained subsequently.

Procurement Approach How do you intend to conduct the purchase?
Bulk Tender
Indicate item(s) under this procurement approach	Provision and administration of Northern Hemisphere (NH) Flu Vaccination (offsite)
To indicate GeBIZ bulk tender reference number (e.g. FINVITETT17000004)	FINVITETT21000009	References: GeBIZ Intranet Homepage List of WOG Bulk Tenders GovTech ICT Bulk Tenders GovTech Green Lane for Accredited Panel
Attach print screen and/or attachment of the relevant bulk tender line items
To evaluate and justify selection of vendor	There are 3 awardees for the DA contract, with one of them being RMG, our panel doctor. Selecting RMG has the benefit of reducing confusion to staff as we already have a different clinic for health screening. Given the preference to go for an offsite vaccination exercise at the clinics, we also considered the network of clinics that each of the awardees has. RMG has the widest network of clinics (over 80) compared to Parkway Shenton (65) and Livingstone (4). In addition, RMG and Parkway Shenton offered the lowest rate of $18/pax for offsite NH flu vaccination. As per PSD’s advice as attached below, we will arrange for direct billing with RMG i.e. RMG to bill MAS/HRD directly (on a monthly basis for vaccinations completed), instead of having officers make payment and then seek reimbursement.
To check for potential conflicts of interest for requirements above S$100,000	The vendor is in the list of directorships and other disclosures by MAS Board members on potential conflicts of interest collated by ODC.

Funding How will you fund the purchase?
Is it in the Budget Warrant for the current FY?
For cross FY and multi-year contracts, please provide the (I) funding required/breakdown of cost estimates by FYs; and (ii) project timeline and expected project/system cutover date.

Meetings, conferences, retreats and staff functions
Does your requirement involve meals or event venues?

Inputs from other departments
Is your purchase TG and/or CSD-related e.g. office furniture

8a. Information Security Risk Assessment
Is there official information involved in the project?
Does the classification of information follow the main contract? [only applicable for contract management]
Information Security Risk Assessment (ISRA)
What is the Security classification of information provided to the contractor?	ISRA Refer to Quick Reference Guide – Information Security Requirements for Contracting and Outsourcing and OPM 16/II for more details. For contracts involving IT related services, departments should also obtain TG’s input on the risk assessment. ED(ITD)’s approval on the risk assessment is required for contracts where the information involved is “restricted” and above. Security Clearance is required for access to classified information. Cat 2 – Access to Restricted and Confidential information. Please approach CSD (Chin Varn Lim and Ishak Suhaimi). Cat 1 – Access to Secret information. Please approach HRD (See Kee Ang and Zina Ang). Who can approve ISRA? EPV Approving Authority Up to S$90,000 Division Head, Chief Representatives and Selected Specialist Leaders* Any amount Department Heads and above *Where official information is involved, the Department Head shall be informed of the information security assessment.
What is the Sensitivity classification of information provided to the contractor?
[if there are different Information Security and Sensitivity classification for the items, please indicate in the description box below]
Description of information
Staff’s personal information
Measures to restrict the Contractor’s access (if any)
Nil
For Division Heads By approving this AOR and ISRA, you declare that your department head has been informed of the information security assessment.

Requester’s Checklist
There are funds provided for the procurement. The estimated procurement value (EPV) should be based on: Multiplying the unit price by the quantity of the intended procurement Including any specified option clauses including contract options, possible extensions of contract and contingency orders Including all forms of remuneration including premiums, fees, and commissions but excluding GST (except for pay-and-claim items)
The need for the procurement is genuine: Requirements meet the needs adequately and have not been over specified Alternatives have been considered and procurement has been assessed to be the way to go
The requirement for the procurement have not been unnecessarily split into multiple purchases to avoid procurement procedures

Prepared by	Jennifer Khong (HRD)
Reviewed by
With inputs from
CSD (Procurement) OIC (for limited procurement only)

Note: Save in this format only for the final version to be submitted (as the macro buttons will no longer work)

Annex A

Approving Authorities and Approving Limits

AOR

Approving Authority	Approving Limits [EPV]
Team Leads, Project Managers, Senior Officers based at MAS overseas offices (excluding Chief Representatives)	Up to S$6,000
Division Heads, Chief Representatives, Selected Specialist Leaders	Up to S$90,000
Department Heads	Up to S$1 million
AMDs, Chief FinTech Officer (CFTO), Chief Sustainability Officer (CSO)	Up to S$3 million
DMDs	Up to S$10 million
Managing Director (MD)	Any amount

Direct Contracting / Limited Procurement

Approving Authority	Approving Limits [EPV]
Department Heads	Up to S$1 million
AMDs/ Chief FinTech Officer (CFTO)/ Chief Sustainability Officer (CSO)	Up to S$3 million
DMDs	Up to S$10 million
MD	Any amount

Exercise of Options and Use of Contingencies (i.e. tapping on earlier approved sum)

Approving Authority	Remarks
Division Heads and above	For the exercise of options and use of contingencies that have been approved together with the award

Contract Variations

Increase in Approved Procurement Value (APV)	Changes to Scope in Original Contract	Approving Authority^ (according to the value of the contract variation)
Yes	Yes	AO(AOR) and QAA or relevant TAA* For increase in APV of up to S$6,000, the AO(AOR) is the delegated QAA
Yes	No	QAA or relevant TAA* The AO(AOR) shall support the submission. If the total APV (including the variation) exceeds the AO(AOR)'s threshold, departments shall seek approval for the AOR instead. The AO(AOR) will be based on the value of the incremental award sum.
No	Yes	Department Head and above
No	No

*CSD will prepare the award note with department’s inputs.

^Where there are multiple contract management activities being performed together, the approving authority (excluding QAA or TAA’s approval) should be based on the stricter of the contract management activities performed, irrespective of the net change in the approved procurement value.

Schedule of Rates (refer to S/N 3 if tapping on earlier approved sum)

Amount	Approving Authority
Up to S$6,000	AO(AOR) is the delegated QAA
Above S$6,000	AO(AOR) and QAA or relevant TAA*

*CSD will prepare the award note with department’s inputs.

Contract Termination

The AO(AOR) shall support the submission (the AO(AOR) should be based on the contract value). All contract terminations have to be approved by the original award approving authority (QAA or TAA).

CSD will prepare the award note with department’s inputs.

Fixed Assets Write-off

Endorsement Authority	Approving Authority	Where Fraud is Involved	Where Negligence is Involved	Where No Negligence is Involved
DMDs/AMDs	MD	Any amount
DMD(CD)	Up to S$10,000	Up to S$20,000	Up to S$50,000
Department Heads	AMD(FRCG)	NA	Up to S$5,000	Up to S$20,000
HOD(FD)	NA	NA	Up to S$5,000

*Refer to OPM 1-I-M - Fixed Assets paragraphs 1.40 to 1.42 for more details.

Information Security Risk Assessment

EPV	Approving Authority
Up to S$90,000	Division Head, Chief Representatives and Selected Specialist Leaders* *Where official information is involved, the Department Head shall be informed of the information security assessment.
Any amount	Department Heads and above

Public Communications Impact Assessment

EPV	Approving Authority
Up to S$90,000	Division Head, Chief Representatives and Selected Specialist Leaders
Any amount	Department Heads and above

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Annex B

Considerations to justify purchase

Category	Details
Cost Details	Breakdown of total cost by: Item(s) Firm/optional requirements FY(s), if applicable Phases (if project is implemented in phases) Total project cost incurred to-date for completed phases, where applicable Provide justification on the contingency amount, if any.
Cost Benefit Analysis	Cost benefit analysis for the various options under consideration: Upgrading – is it more cost effective to purchase a new item and vice versa Service renewal – is scope of work still relevant; can service be performed in-house Rental of equipment/furniture – is it more cost efficient to buy the equipment/furniture and vice-versa Period contracts - will a longer term contract or lock-in rates for additional optional years be more cost efficient Maintenance contracts – consider the lifespan of the equipment, availability of 3rd party suppliers and future plans e.g. upgrading or refurbishment of equipment, which may affect the scope of the contract. Contract variation – is it more beneficial to vary the existing contract or establish a new contract
Other considerations	Future proofing – for multi-year contracts, provide for present and projected future requirements, bearing in mind technology obsolescence, potential increase in requirements etc. Cost recovery – consider cost recovery (e.g. Full or Partial recovery of total cost) for goods and services that benefit the public or financial institutions. Explain if there are no cost recovery plans. Outline key performance indicators (KPIs), service level agreements, milestones and progress payments schedule, if any. For business critical equipment or service, assess if there is a need for escalated service support to meet business continuity measures or standards. Environmental Sustainability Measures – Ensure compliance to mandatory energy efficiency requirements for purchase of new ICT office equipment, electrical appliances and printing paper. Refer to the Finance Circular Minute (FCM8/2016 and FCM14/2014) for more details. Progressive Wage Model (PWM) – Ensure compliance to PWM requirements for the landscaping, cleaning and security services. Refer to the Finance Circular Minute (FC4/2016 and FCM4/2016) for more details. Design Services – Observe the best practices in MOF’s advisory on design services.

Consideration for Capital Expenditure

Category	Details
Cost and other details	Development/One Time Capex Recurrent costs, such as maintenance Estimated system cutover date Additional contract resources, equipment to be purchased, and other incidental cost(s) to be incurred, if any For enhancement of an existing system, provide total system cost incurred to-date
Purchase of new systems / system upgrade/refresh	Assess the necessity of the requirements (“must haves” vs “good to haves”) Provide the estimated useful life of the new system Consider a BPR (to identify and address any deficiencies, redundancies and inconsistencies of the existing processes, prior to the procurement/ development stage) to complement the implementation of any IT system. If assessed to be cost effective and efficient for the contractor to perform BPR, to include BPR services in the contract before finalising the system requirement. If the purchase is to replace an existing system: Assess the feasibility to enhance or modify the existing system to achieve a similar outcome and vice-versa Highlight operating cost savings from the replacement Compare cost to acquire/build the proposed system vis-à-vis the existing system or other comparable systems Include write-off cost for the old system (e.g. whether it will be terminated or used for other purposes)

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“Official information” refers to all information that MAS staff acquire (except that which is already openly or publicly available), generate or cause to be generated in the course of their duties.