FAQs for One Stop Procurement

General

One-Stop Procurement is a service platform through which the JOAM–Academic Programmes Management Department (JOAM-APMD) helps ACPs save time on procurement activities and benefit from academic discounts offered via Duke-NUS.

Only SingHealth Duke‐NUS Academic Clinical Programmes (ACPs) can submit purchase requests and procure through Duke-NUS using ACP's Academic Advancement WBS.

Please click here for an overview of the procurement process.

ACP Procurement under the AA budget is in line with NUS Procurement policies and in accordance with AM Funding Guidelines 2.01 to ensure proper governance and accountability.

For enquiries, please contact:

For OBGYN ACP and PAEDS ACP: Nur Syuhadah (nur.syuhadah@duke-nus.edu.sg)
The rest of the ACPs: Terence Tee (terence.tee@duke-nus.edu.sg)

Purchase Request (PR) & Purchase Order (PO)

ACP Purchase Request Form (PR Form)

The PR Form allows ACPs to request the purchase of goods or services using their AA budget at Duke-NUS.
The form should be completed by the ACP and submitted to Terence and Nur Syuhadah (applicable to OBGYN ACP and PAEDS ACP only) for processing.

The form is used at the final step to confirm the vendor's finalised quotation. ACPs is required to complete the form and obtain signatures from their ACP Academic Chair (or delegate for amounts up to S$2,000), then submit to Terence and Syuh (applicable to OBGYN ACP & PAEDS ACP only).
Upon receipt, purchase request will be raised in Smartbuy.

Please submit requests early to allow for procurement processing and vendor availability:

General purchases: 2 weeks in advance
Catering: 4-5 weeks before the actual event date
Meeting venue booking: at least 3 months in advance

The typical procurement process (exclude delivery timeline) will take up to 10 working days, depending on the vendors or items.

Upon receipt of goods or services, ACPs are required to send the signed Invoice or Delivery Order (DO) to JOAM-APMD. It will be submitted to Duke-NUS Central Procurement for their necessary actions to perform Goods Receipt (GR) in the system. Hence, vendor will be able to submit e-invoice in the system for payment process.

Note:

For the signed invoice, kindly include name of recipient, ACP and date of goods received.
For catering and meeting venue, please provide attendance list too.

Using Suppliers

Items must support research, education or Academic Medicine initiatives in ACP.

To find out more, please click here.

Registration of new vendor as NUS supplier and/or applying for SAP Ariba account may take up to 2 weeks to complete the process. Click here to find out more.

In line with NUS and Duke-NUS’s commitment to sustainability, and to comply with NUS Central Procurement Office (CPO) Policy, please note the following requirements for AM/ACP events utilising.

Criteria	More than 50 attendees	50 and less attendees
Venue Compliance	Must comply with Best Practice Guide for Organising Environmentally-Friendly Events	Not mandatory but highly encouraged to adopt the practices to support environmental sustainability.
Vendor Selection	Must engage vendor(s) listed in NUS Catalogue	Must engage vendor(s) listed in NUS Catalogue
External Indoor Venue	Requirement: BCA Green Mark Platinum Rating Water Efficient Building (WEB) (Basic) Certification	Not mandatory but highly encouraged to adopt the practices to support environmental sustainability.
Catering (If Applicable)	Requirement: Select caterers that use sustainably sourced ingredients(e.g. caterers with the Farm-To-Table or equivalent certification).
Checklist Submission via GreenGov.SG	Submission of the Checklist for Environmentally Friendly Events online via GreenGov.SG is Mandatory. Important Note: JOAM-APMD will gather your inputs and submit the checklist on your behalf, based on the information you provide. Please ensure your inputs are accurate and complete, as they will be taken as final. In the event of an audit or queries, accountability rests with the requestor.
Exceptions	Requires CPO approval if compliance is not feasible with justification.	Not applicable

Yes, it is recommended to tap on the suppliers listed in the NUS Catalogue in accordance with NUS Procurement Policy.

If the item or service is not available, justification is required.

The Catalogue is restricted and not publicly accessible due to confidentiality.

ACPs can request information by contacting Terence Tee (terence.tee@duke-nus.edu.sg) or Nur Syuhadah (nur.syuhadah@duke-nus.edu.sg). Kindly include the purpose of request and the specific information you need. We will review and respond within 3 working days.