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Manual of Central

Chemical Purchasing
Procedures
Prepared by: The Dangerous Goods Management Team (DGMT)
Owned by: Health, Safety and Environment Office
Date: 31-5-2016
Version: 1

Revision History
Revision Date

Description

Sections
Affected

Manual of Central Chemical Purchasing Procedures v.1

Revised
By

Approved By

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Content
1.

Preamble

Page 3

2.

Introduction

Page 3

3.

The setup of the Dangerous Goods Management Team (DGMT)

Page 3

4.

Hazardous materials and controlled substances

Page 4

5.

Eligibility for Raising Chemical Purchasing Requests to the DGMT

Page 5

6.

Roles and responsibilities of Head of Department (HoD), Director of

Page 6

Research Centre (DoRC) and Principle Investigators (PIs)


7.

Roles and responsibilities of registered purchasing delegate(s)

Page 7

8.

Roles and responsibilities of the DGMT

Page 7

9.

Direct purchase of chemicals by the DGMT (for order with value up to

Page 8

HKD$10,000)
10.

Purchase requisition

Page 9

11.

Bulk purchase arranged by the DGMT

Page 10

12.

Receipt of chemicals

Page 10

13.

Delivery of chemicals to chemical users

Page 11

14.

Chemical inventory

Page 11

Note 1 GHS label for the classification of chemicals

Page 13

Note 2 Exemption quantity of gas cylinder

Page 14

Appendix 1 Consent Letter Appointment of Purchasing Delegate

Page 16

Appendix 2 Sample of Chemical Ordering Form

Page 18

Appendix 3 Stamp of the DGMT

Page 19

Appendix 4 The flow chart for the central chemical purchasing procedures

Page 20

Appendix 5 The flow chart for the procedures of bulk purchase arrangement

Page 21

Manual of Central Chemical Purchasing Procedures v.1

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Preamble

1.1 The Hong Kong Polytechnic University (PolyU) has been in its new era
with a vision to excel in professional education, applied research and
partnership for the betterment of Hong Kong. Cross-disciplinary research
projects are prevalent and many of them involve the use of chemicals. Safe
handling of chemical procurements in compliance with relevant regulations is
crucial to protect our students and staff in the course of their learning and
research works.
1.2 To better control and monitor the purchase and storage of chemicals on
campus, the Academic Council recommended PolyU to set up a central
database and procurement system for hazardous chemicals and controlled
substances to be purchased, stored, handled and disposed of within PolyU.
Health, Safety and Environment Office (HSEO) takes up the role to plan and
establish a Dangerous Goods Management Team (DGMT) for executing this
management decision.
2

Introduction

2.1 Upon the establishment of the DGMT under HSEO on 1 March 2016, this
manual is written to highlight the principles and procedures of the central
chemical purchasing arrangements, delineate the roles and responsibilities of
various parties (including the Heads of Department, Director of Research
Centre, Principle Investigators, registered purchasing delegates and the
DGMT), and detail the procedures of making purchase request to the DGMT
for acquiring hazardous chemicals and controlled substances yet ensuring
compliance with relevant local regulations.
2.2 This manual should be read in conjunction with the Health and Safety
Guide prepared by HSEO and the Manual of Purchasing Procedures prepared
by Finance Office (FO) of the University.
3

The setup of the Dangerous Goods Management Team (DGMT)

3.1 As mentioned in Paragraph 1.2 of this manual, the DGMT was formed
to serve all chemical-using departments by using a life-cycle management
concept. The DGMT is tasked to vet and/or place orders of chemicals upon
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receiving requests from the chemical users. Besides, the DGMT would receive
chemicals from the suppliers on behalf of the chemical users, register the
incoming chemicals to a central chemical inventory database, label the
chemicals with a unique code for identification of the chemicals, deliver the
chemicals to the users (except the case where a Purchase Requisition is placed
by the user department that will be explained in Paragraph 10 below), and
arrange disposal of chemical wastes produced on campus.
4

Hazardous chemicals and controlled substances

4.1 Purchase of substances covered by this new arrangement includes


hazardous chemicals Note 1, Dangerous Goods (defined under the Dangerous
Goods Ordinance, Cap. 295) and controlled substances regulated by the local
regulations listed in Paragraph 4.2 below. Purchase of non-hazardous
chemicals, consumables, experiment kits and reagents such as saline, glucose,
buffer solution, culture media, enzymes, proteins and so forth could be
directly arranged by the departmental users. In view of the high turnover rate
of gas cylinders and the good periodic maintenance of gas cylinders conducted
by the Registered Gas Supply Companies, the commonly used gas cylinders
including but not limited to air, argon, helium, hydrogen, methane, nitrogen,
oxygen, carbon dioxide and acetylene are considered as consumables and are
exempted in this arrangement while the procurement of other gases that carry
no exemption quantity shall be endorsed by the DGMT Note 2. Users shall seek
advice and assistance from the DGMT whenever in doubt.
4.2 The ordinances and their subsidiary regulations in relation to the
purchase or import of chemicals with health and safety concerns are listed as
follows:
- Cap 60: Import and Export Ordinance
60
- Cap 134: Dangerous Drugs Ordinance
134
- Cap 134: Antibiotics Ordinance
137
- Cap 138: Pharmacy And Poisons Ordinance
138
- Cap 145: Control of Chemicals Ordinance
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145
Cap 295: Dangerous Goods Ordinance
295
Cap 303: Radiation Ordinance
303
Cap 403: Ozone Layer Protection Ordinance
403
Cap 578: Chemical Weapons (Convention) Ordinance
578 ()
Cap 595: Hazardous Chemicals Control Ordinance
595

Please visit the official online database of Department of Justice


(http://www.legislation.gov.hk/index.htm) for more details.
5

Eligibility for Raising Chemical Purchasing Requests to the DGMT

5.1 Under the central chemical purchasing arrangement, only authorized


users are eligible to raise chemical purchasing request to the DGMT. All
academic staff, including Heads of Department (HoD), Director of Research
Centre (DoRC) and Principle Investigators (PIs), are authorized users
uncontestedly and they are the eligible personnel to raise chemical purchasing
requests. However, in considering the administrative workload of raising
purchase requests, HoD, DoRC and PIs could appoint, through the registration
mechanism as stipulated in Paragraph 5.2 of this manual, purchasing
delegate(s) to raise chemical purchasing requests to the DGMT on their behalf.
Only requests from the authorized users or registered purchasing delegates
would be entertained by the DGMT.
5.2 The HoD/DoRC can appoint up to 10 full time technical, research or
supporting staff as his/her purchasing delegate(s) to raise chemical purchasing
request for departmental activities (e.g. teaching) while each PI can appoint
up to 2 full time technical, research, supporting staff or postgraduate students
as his/her purchasing delegate(s). A summary of the registered purchasing
delegates is shown in Table 1 below.

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Authorized users under the


central chemical purchasing
management

Maximum number of
registered purchasing
delegates could be appointed

HoD or DoRC

10

Academic staff or PIs other than


HoD and DoRC

Table 1.

Summary of the registered purchasing delegates

5.3 HoD, DoRC or the PIs shall appoint the purchasing delegate(s) of their
departments or research groups by submitting a Consent Letter (Appendix 1)
to the DGMT. Training and demonstration of the purchasing procedures under
this manual will be provided to all purchasing delegates by the DGMT.
Purchasing delegate, who has successfully completed the training and the
post-training test, would be registered by the DGMT and become eligible for
making chemical purchase request. The validity of registration lasts for 2 years.
Registered purchasing delegates would be required to attend refreshers
training and pass the test when his/her registration is due in order to maintain
their eligibility to purchase chemicals through the DGMT.
5.4 The HoD, DoRC or PI shall update the DGMT and re-appoint new
purchasing delegate(s), through the procedures highlighted in Paragraph 5.3
above, if his/her purchasing delegate is no longer serving the department /
research team or if the purchasing delegate of his/her team wishes to opt out
of the program.
6

Roles and responsibilities of HoD, DoRC and PIs

6.1 The HoD, DoRC and PIs shall be responsible on health and safety issues
that may be arising from their daily operations or research activities. Besides,
they should be accountable for any breaches of local regulations on the control
of purchase, use, storage and disposal of any hazardous chemicals or
controlled substances.
6.2 The HoD, DoRC or PIs shall only initiate procurement of hazardous
chemicals on his/her own or via the registered purchasing delegates for their
department or research teams, and make sure that all activities are complying
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with relevant local regulations. In this connection, the HoD, DoRC and PIs shall
ensure that all the chemical purchases carried out by their registered
purchasing delegates are fully authorized by them. Besides, the HoD, DoRC
and PIs should make sure that they have the sufficient funding for settling the
payment.
7

Roles and responsibilities of registered purchasing delegate(s)

7.1 Since the registered purchasing delegates are appointed and fully
authorized by respective HoD, DoRC or PIs, they should make sure that the
respectively HoD, DoRC or PIs is well aware of any hazardous chemicals or
controlled substances to be purchased before sending the requests to the
DGMT.
7.2 To initiate the chemical procurement process, the registered purchasing
delegates shall collect quotations obtained by his/her research team and fill in
the Chemical Ordering Form (Appendix 2). He/She should send the quotations
and the Chemical Ordering Form to the DGMT using his/her PolyU email. The
DGMT would conduct legal compliance vetting for all chemical purchases and
carry out direct purchase on behalf of the users for any purchase with the
value up to HKD$10,000 pertaining to the prevailing procurement policy.
7.3 For any purchase with value above HKD$10,000 or containing controlled
substances, the delegate shall send the quotations with all related information
(including the necessary license as appropriate) about the chemicals to the
DGMT for vetting and approval prior to initiating a Purchase Requisition (PR)
via the Oracle Financials System. The delegate shall attach a written approval
from the DGMT, together with the quotations and all necessary documents,
when he/she generates a PR through the Oracle Financials System for FO to
proceed with the Purchase Order (PO).
8

Roles and responsibilities of the DGMT

8.1 The DGMT, upon receipt of chemical purchasing request from


authorized user or registered purchasing delegate, will vet the chemical orders
to ensure the compliance with local legal requirements and advise the user or
delegate if application of certain license or permit is required in advance. The
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DGMT will also assist individual departments to sort out a list of items, nonhazardous chemicals or reagents (e.g. domestic detergents and disinfectants,
saline, glucose, culture media, enzyme, and protein etc.) that could be directly
purchased by the requesting department in accordance with the prevailing
policy of FO.
8.2 The DGMT will be responsible for placing chemical orders, receiving
chemicals from suppliers, registering chemicals to a central inventory
database and delivering the chemicals to the laboratory of users. The DGMT
will provide the user departments with an updated inventory list on regular
basis to minimize their efforts to take stock. An up-to-date chemical inventory
for each research group and department would be maintained by the DGMT.
8.3 The DGMT will also coordinate bulk purchase of chemicals (e.g. for
teaching activities or commonly used solvents/chemicals) among all chemicalusing departments to guarantee the best offer could be obtained, at the same
time, to reduce the administrative workload of involved parties.
9
Direct purchase of chemicals by the DGMT (for order with value up to
HKD$10,000)
9.1 Upon instructed by the HoD, DoRC or PI, the registered purchasing
delegate shall obtain and forward the quotations of chemicals to be purchased,
as well as a copy of license (if applicable), to the DGMT (via email address:
chemical.safety@polyu.edu.hk) for compliance vetting. The registered
purchasing delegate shall provide the following details and information of
chemicals to be purchased in the Chemical Ordering Form (Appendix 2) for the
DGMT to process further:
o
o
o
o
o
o
o
o

Name of the delegate


NetID of the delegate
Department
Name of PI
Delivery Address
Item (Name of Chemical)
CAS No. (if applicable)
Container Size

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o Units
o Quantity
o Remarks of any special requirements
9.2 The DGMT would place order directly to the supplier if there is no legal
implications or safety concerns on such request. If necessary, the DGMT would
advise the users on the requirement and procedures for applying relevant
license before placing order.
9.3 After placing order directly to the supplier, the DGMT would inform the
registered purchasing delegate and confirm the status of the order through
email. All chemicals will be delivered to the Central Chemical Handling Depot
of the DGMT (vide Paragraph 12) and received by the DGMT. The DGMT will
deliver the chemicals to the delivery address indicated on the Chemical
Ordering Form (Appendix 2) (vide Paragraph 13).
10

Purchase requisition (PR)

10.1 For purchase with amount exceeding HKD$10,000 or containing any


controlled substances, prior to generating a PR via the Oracle Financials
System, the registered purchasing delegate shall provide the following details
and information of chemicals to be purchased in the Chemical Ordering Form
(Appendix 2) to the DGMT (via email address: chemical.safety@polyu.edu.hk)
for compliance vetting:
o
o
o
o
o
o
o
o
o
o
o

Name of the delegate


NetID of the delegate
Department
Name of PI
Delivery Address
Item (Name of Chemical)
CAS No. (if applicable)
Container Size
Units
Quantity
Remarks of any special requirements such as request for the temporary
storage of chemicals in the DGs store.

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10.2 Upon receipt of approval from the DGMT, the delegate shall attach the
written approval, together with the quotations, in the Oracle Financials
System while generating a PR in accordance with the Manual of Purchasing
Procedures of FO. If the chemical is defined as controlled substance, the user
shall obtain the required license and send a copy to the DGMT for record and
further process.
10.3 FO would process and issue a PO to the supplier and make copy to the
DGMT for record.
10.4 All the chemicals ordered through the means of PO by the user
department will be delivered by supplier to the location designated by the user
department or the license holder instead of to the Central Chemical Handling
Depot. The user department or the license holder is responsible to notify the
DGMT for registration when the chemicals are received (vide Paragraph 12).
The registered purchasing delegates may also request deposition of chemicals
to the DG stores managed by the DGMT if necessary.
11

Bulk Purchase Arranged by the DGMT

11.1 The DGMT will call return from the authorized users and registered
purchasing delegates on their estimated quantity of commonly used chemicals
they needed for one academic year and consolidate a list of chemicals with
respect to the specifications from users. Based on the list, the DGMT will call
a tender and arrange bulk purchase to guarantee the best offer could be
obtained. A workflow summary of bulk purchase arrangement is shown in
Appendix 4.

11.2 Solvents will be received and kept in the DG Stores. Users have to
retrieve the solvents by sending a requisition to the DGMT stating the quantity
and the delivery address, and the DGMT shall deliver the chemicals within two
working days.
12

Receipt of chemicals

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12.1 All the chemicals ordered through the means of direct purchase and
bulk purchase by the DGMT will be delivered to the Central Chemical Handling
Depot for unpacking, checking, registration and labeling by the DGMT. Freezer,
refrigerator and desiccator would be available in the Central Chemical
Handling Depot for temporary storage of chemicals that are unstable under
ambient conditions.
12.2 When the chemicals are delivered to the Central Chemical Handling
Depot, a unique code, bearing the information of the requesting department,
name of PI and owner etc., would be assigned. The code label would be affixed
to the container of the chemicals before dispatching to the laboratory of
authorized user or registered purchasing delegate with an original copy of the
invoice and a duplicate.
12.3 All the chemicals ordered by the user department through the Oracle
Financials System shall be delivered by supplier to the location designated by
the user department or the license holder. When the chemicals are received,
the user department or the license holder shall complete the goods receipt
steps in accordance with the prevailing procedures of Oracle Financials System
and notify the DGMT. The DGMT would send out the labels to the user for
them to affix to the individual containers.
13

Delivery of chemicals to chemical users

13.1 The chemicals, ordered through the means of direct purchase by the
DGMT, will be delivered to the delivery address assigned by the registered
purchasing delegate by the staff of DGMT upon completion of the registration
process of the chemicals in the Central Chemical Handling Depot.
13.2 The laboratory user at the delivery address shall sign on the duplicate of
the invoice to acknowledge receipt of chemicals from the DGMT and settle
payment with the original copy of the invoice. Only chemical invoices bearing
a stamp (as shown in Appendix 3) and the authorized signature of the DGMT
would be entertained and processed by FO.
14

Chemical inventory

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Inventory record will be updated by the DGMT after dispatching the chemicals.
Information to be updated in the central inventory would comprise of the
following elements:

The unique item code


Name of registered purchasing delegate
Name of PIs/owner of the chemicals
Name of Department
Location of chemical
Chemical name
Concentration of chemical
Grade of chemical
CAS Number
DG Category
Container size
Container type
Storage temperature
Manufacturer
Vendor
Catalog number
PO number
Date of receipt of chemicals

A workflow summary of central chemical purchasing procedures is shown


in Appendix 5.
- Ends -

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Note 1: Hazardous Chemicals are defined as chemcialschemicals that CARRY hazard symbol(s) as
defined under the Globally Harmonized System of Classification and Labelling of Chemicals (GHS).

Figure 1. Hazard symbols under the Globally Harmonized System of Classification and
Labeling of Chemicals by United Nations.

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Note 2: The commonly used gases refer to the gases with exemption quantity as list in Table 2.
Procurement of gases that have No exemption quantity shall be endorsed by the DGMT.

Gas

Quantity for which license not


required

Class 1-Permanent gases


Air

2 cylinders

Argon

1 cylinder

Boron Trifluoride

No exemption quantity

Carbon Monoxide

No exemption quantity

Coal Gas

No exemption quantity

Fluorine

No exemption quantity

Helium

1 cylinder

Hydrogen

1 cylinder

Krypton

1 cylinder

Methane

1 cylinder

Neon

1 cylinder

Nitrogen

1 cylinder

Oxygen

2 cylinders
Class 2-Liquefied gases

Air, liquid

25 L

Ammonia, Anhydrous

1 cylinder

Boron Trichloride

No exemption quantity

Butadiene

1 cylinder

Carbon Dioxide

1 cylinder
(unlimited when intended for use
with fire extinguishers)

Chlorine

No exemption quantity

Chlorotrifluoromethane (Arcton 13, Freon 13)

2 cylinders

Cyanogen

No exemption quantity

Cyclopropane

1 cylinder

Dichlorodifluoromethane (Arcton 12, Freon 12)

2 cylinders

Dichlorodifluoromethane/Trichlorofluoromethane
Mixtures (Arcton 12/11, Freon 12/11)

2 cylinders

Dichlorofluoromethane (Arcton 21, Freon 21)

2 cylinders

Dichlorotetrafluoroethane (Arcton 114, Freon 114) 2 cylinders


Dimethyl Ether

No exemption quantity

Dimethylamine

No exemption quantity

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Ethane

No exemption quantity

Ethyl Chloride

1 cylinder or 10 kg

Ethylene

1 cylinder

Ethylene Oxide

1 cylinder or 10 kg

Ethylene Oxide
(in a concentration not greater than 12%
by weight) mixed with an inactive carrier
gas (such as dichlorodifluoromethane)

No exemption quantity

Hydrogen Cyanide (Hydrocyanic Acid)

No exemption quantity

Hydrogen Chloride (Hydrochloric Acid,


Anhydrous)

No exemption quantity

Hydrogen Fluoride (Hydrofluoric Acid,


Anhydrous)

No exemption quantity

Hydrogen Sulphide (Sulphuretted Hydrogen)

No exemption quantity

Methyl Bromide

1 cylinder or 25 kg

Methyl Chloride

1 cylinder

Monochlorodifluoromethane (Arcton 22, Freon 22) 2 cylinders


Monomethylamine

No exemption quantity

Nitrogen (liquid)

2 cylinders

Nitrogen Tetroxide (Nitrogen Peroxide)

No exemption quantity

Nitrosyl Chloride

No exemption quantity

Nitrous Oxide

2 cylinders

Oxygen, Liquid

10 L

Phosgene

No exemption quantity

Propylene

1 cylinder

Sulphur Dioxide

1 cylinder or 25 kg

Trichloromonofluoromethane (Arcton 11, Freon


11)

2 cylinders

Trimethylamine

No exemption quantity

Any other liquefied gas

No exemption quantity

Class 3-Dissolved gases


Acetylene

2 cylinders

Table 2. Exemption quantity of different gases stated in the Chapter 295B and Regulation 74 of Dangerous
Good (General) Regulations.

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Appendix 1

For DGM T Use Ref. No.

Dangerous Goods Management Team (DGMT)

The Hong Kong Polytechnic University


Dangerous Goods Management Team
Full Name of HoD,
DoRC or PI*:

Title:

Faculty:

Department /
Centre:

Staff ID:

Email address:

Telephone:

Office address:

Consent Letter Appointment of Purchasing Delegate(s)


To: Dangerous Goods Management Team

1.
I hereby appoint the staff(s) / postgraduate student(s) listed in the attachment on Page 2, to handle
all purchasing issues, including obtaining quotations, applying relevant license and raising purchase requests
to the DGMT on my behalf and / or for my research team.
2.

I understand that I undertake the ultimate responsibility for his/ her purchase requests.

3.
I understand that I may subject to disciplinary and legal action should we fail to take precautions for
any violations of the chemical purchase procedures and / or illegal chemical purchase.

___________________________________
Signature of HoD, DoRC or PI*
___________________________________
Date of Signature

___________________________________
Approved by
(To
be filled by the DGMT)
___________________________________
Date of Approval
(To
be filled by the DGMT)

* HoD denotes Head of Department; DoRC donotes Director of Research Centres; PI denotes Principle Investigations including
Professors, Associate Professors, Assistant Professors and Research Associates etc.
DGM T Form 01 (Rev.1/2016)

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Page 16 of 21

For DGM T Use Ref. No.

Dangerous Goods Management Team (DGMT)


To: Dangerous Goods Management Team
1. I hereby accept to handle purchasing issues of _____________________________(Full name of HoD, DoRC or PI*) and to obtain quotations, apply
relevant license and raise purchase request on *his/her behalf.
2. I understand that I may subject to disciplinary and legal action should we fail to take precautions for any violations of the chemical purchasing
procedures and / or undertake illegal purchase.
3. I understand that it is my responsibilty to update the DGMT via the HoD, DoRC or PI* if I no longer serve his/her research team/department.
(* Please delete as appropriate)
Training
Name of
completed?
Purchasing
Staff /
Office
(To be filled by
Index Delegate
Faculty Department Title
Student ID Telephone address
PolyU's email address
Signature
the DGMT)
1
2
#3
#4
#5
#6
#7
#8
#9
#10
#The Head of Department / Director of Research Center can appoint up to 10 purchasing delegates while each Principle Investigator can appoint up to 2
purchasing delegates.

______________________________________
Signature of PI

______________________________________
Approved by (To be filled by DGMT)

______________________________________
Date of Signature

______________________________________
Date of Approval (To be filled by DGMT)

* HoD denotes Head of Department; DoRC donotes Director of Research Centres; PI denotes Principle Investigations including Professors, Associate
Professors, Assistant Professors and Research Associates etc.
DGM T Form 01 (Rev.1/2016)
Page 2 of 2

Manual of Central Chemical Purchasing Procedures v.1

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Appendix 2
Table 3.

Sample of Chemical Ordering Form in excel format

Date of order (ddmmyy):

060416

Index Name of delegate Net ID Department Name of PI Delivery Address


1
2
3
4
5
6
7
8
9
10

Mr.
Mr.
Mr.
Mr.
Mr.
Mr.
Mr.

Delegate
Delegate
Delegate
Delegate
Delegate
Delegate
Delegate

35170
ABCT
35170
ABCT
35170
ABCT
35170
ABCT
35170 Food Centre
35170 Food Centre
35170 Food Centre

Dr. ABC
Dr. ABC
Dr. DEF
Dr. DEF
Dr. GHI
Dr. GHI
Dr. GHI

Y1314
Y1314
Y1023
Y1023
Y801
Y801
Y801

Item

CAS No.

Hexane, AR
Silver nitrate
Hexane, AR
Silver nitrate
Acetone, Tech.
Methanol, HPLC
Ethanol, Absolute

110-54-3
7761-88-8
110-54-3
7761-88-8
67-64-1
67-56-1
64-17-5

Manual of Central Chemical Purchasing Procedures v.1

Container
Units QTY Remarks (Any special requirements: contact
Size
person, storage condition on request)
4.5
L
1 Contact Mr. Chan Tai Man for goods receive
100
g
1
Light sensitive
4.5
L
2
100
g
2
Light sensitive
2.5
L
1
4
L
2
2.5
L
2

Page 18 of 21

Appendix 3

Figure 2.

Stamp of the DGMT indicating the logistic status of goods

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Appendix 4

Figure 3. The flow chart for the procedures of bulk purchase arrangement

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Appendix 5

Figure 4. The flow chart for the central chemical purchasing procedures

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