BUKHATIR GROUP

Strength through Diversity

Group Policy and Procedure

Group Supply Chain (GSC)

Inviting & Assessing Quotations

RFQ, Best-Value Evaluation & QCS

Document No: P-POL-003

Copyright © 2026 Bukhatir Group

Revision Control

This document is issued under the authority of Bukhatir Group and applies when carrying out the activities described. Revisions may be issued as necessary under the authority of the Group Head of Procurement. Revision history is recorded below with every revised policy.

Revision History

Revision Sign-Off

Distribution List

1. Purpose & Objective

This SOP defines the process for inviting, evaluating and awarding quotations and proposals across Bukhatir Group. It establishes the selection methodology — lowest price with the best technical match and best overall value — and distinguishes between open RFQs and closed Bids (tenders).

2. Scope

Covers Request for Quotations (RFQ), Bids (closed tenders), Quotation Comparison Sheets (QCS), and Unbudgeted Requests for all Group entities. Purchase Requisitions are processed through Oracle; RFQs are issued and received by email.

3. RFQ vs. Bid — Key Distinction

4. Selection Philosophy

5. Weighted Scoring Model

Every competitive sourcing event shall apply the following weighted scoring model. The Buyer may adjust weights within the stated bands with documented justification.

Total weight shall always equal 100%. Scores are captured in the QCS together with the evaluator's rationale.

6. Minimum Three Quotes

A minimum of three (3) quotations is mandatory for every procurement. Where fewer than three responses are received, BU Procurement shall document the reason and seek GSC endorsement before proceeding.

7. Sealed-Bid Integrity & Segregation of Duties

For closed Bids (tenders):

• The Bid issuer shall not also be the QCS approver — a two-person minimum rule applies.
• Bids must be received sealed and opened only after the deadline by the Tender Committee.
• Technical and commercial envelopes are evaluated separately.

8. Collusion & Bid-Rigging Controls

The following red flags shall trigger mandatory escalation to Compliance and may result in disqualification and ASL removal:

• Identical or near-identical bids from ostensibly independent suppliers.
• Sequential or "cover" pricing patterns across multiple tenders.
• Bidders declining to quote on a rotational basis.
• Common ownership, addresses, email domains or bank details between bidders.
• Suppliers sharing bid documents or coordinating clarifications.
• Last-minute bid withdrawals that favour a specific bidder.

9. Unbudgeted Requests

10. Detailed Procedure

1. PR is raised and approved in Oracle by the Requestor / BU.
2. BU Procurement prepares the RFQ / Bid pack: Letter of Compliance (LOC), Commercial Scope of Work (CSW) and Technical Scope of Work (TSW).
3. RFQ is sent by email to a minimum of three (3) ASL suppliers; or, for closed tenders, a formal Bid pack is issued.
4. Suppliers return the LOC, CSW response and TSW response within the stated deadline.
5. Technical evaluation is performed by the BU technical reviewer(s).
6. Commercial evaluation and negotiations are performed by BU Procurement.
7. BU Procurement creates the QCS (Quotation Comparison Sheet), ranking suppliers by lowest price with best technical match.
8. QCS is approved as per the Delegation of Authority (DOA).
9. If within budget, BU Procurement raises a PO in Oracle. If a Contract or LOI is needed (orders ≥ AED 500K), proceed to SOP 3 / SOP 4.
10. If over budget, an Unbudgeted Request is raised on LinkHR for approval before proceeding.

11. LOI Applicability

LOIs are not required for orders below AED 500,000. For orders at or above this threshold, where a full contract or PO cannot be immediately issued, an LOI may be issued per SOP 3 (P-POL-004).

12. Flowchart

Figure 5: RFQ / Bid Evaluation Workflow

13. Definitions & Acronyms