Effectivity Date 01 – 06 – 2020
PROCUREMENT PROCESS
Revision 00
Document Code: P1XXX-QP-008 Page Number Page 1 of 3
Document History
Rev. Author Description/Change Page Number
No.
00 Initial Issuance -
REVIEW AND APPROVAL
SIGNATURE OVER PRINTED NAME POSITION
PREPARED
BY
REVIEWED
BY
APPROVED
BY
DISTRIBUTION:
This document is updated and
controlled if it bears the BLUE
“CONTROLLED COPY” stamp
Otherwise, please refer to the
Overall Document Control
( ODC) for your updated copy.
This document is a property of ____________ and the contents are treated in strict confidentiality. Therefore, unauthorized reproduction is strictly prohibited, unless
otherwise, permitted by ____________. All inquiries regarding this procedure shall be directed to the Management who is responsible for its control.
Effectivity Date 01 – 06 – 2020
PROCUREMENT PROCESS
Revision 00
Document Code: P1XXX-QP-008 Page Number Page 2 of 3
1.0 OBJECTIVE
1.1 To improve and sustain streamlined procurement process that shall be made
simple yet accurate in order to ensure effective and efficient purchasing
methods.
1.0 SCOPE
2.1 This procedure focuses mainly in improving and sustaining streamlined
purchasing process that is accurate and efficient.
2.0 ASSOCIATED DOCUMENTS
3.1 RA 9184. Government Procurement Reform Act
3.2 Handbook on Property and Supply Management
4.0 DEFINITION OF TERMS
4.1 Annual Procurement Plan (APP). Provide information on significant
procurements the school plan to undertake over the next twelve months.
4.2 Quarterly Cash Program (QCP). Provide information on significant
procurements the school plan to undertake over the next three months.
4.3 Procurement. This refers to the acquisition of goods, consulting services and
contracting for infrastructure projects by the procuring entity.
4.4 Property Custodian. This refers to a person responsible for managing and
ensuring safe-keeping of equipment and supplies, checking the quality and
recording the items delivered by suppliers, and; preparing procurement plan and
inventory reports.
4.5 Purchase Request. This refers to a document, which tells the
purchasing department or manager exactly what items and services
are requested, the quantity, source and associated costs.
5.0 PROCEDURE DETAILS
ACTIVITY RESPONSIBLE INTERFACE
DOCUMENT
PERSON
1.0 Prepare the purchase request to be signed School Head / Purchase
by the Property Custodian and School Property Request
Head. Please note that purchase should Custodian
be aligned with the APP and QCP. Check
if there are stocks. If there are no available
stocks, forward the Purchase Request to
the Bids and Awards Committee to
prepare the Request for Quotation.
This document is a property of ____________ and the contents are treated in strict confidentiality. Therefore, unauthorized reproduction is strictly prohibited, unless
otherwise, permitted by ____________. All inquiries regarding this procedure shall be directed to the Management who is responsible for its control.
Effectivity Date 01 – 06 – 2020
PROCUREMENT PROCESS
Revision 00
Document Code: P1XXX-QP-008 Page Number Page 3 of 3
2.0 Prepare the Request for Quotation signed
by School Head. Write down the
complete specifications, especially when Bids and Awards Price Quotation
purchasing electronic equipment. The Committee
approved budget should be based on
submitted QCP.
3.0. Post the RFQ in PhilGEPS. If purchase is
lower than Php 50,000.00, you can do
Property Price Quotation
shopping in accredited suppliers.
Custodian Form
4.0 Three days after posting, the BAC shall
award to the winning bidder with the
lowest calculated and responsive bid. Price Quotation
Bids and Awards
The BAC shall issue a Notice to Award, Form
Committee
Notice to Proceed and BAC Resolution
to notify the winning bidder and continue
to the procurement. If there is no bidder
after 3 days, the RFQ shall be posted for
another 3 days. Maximum of three (3)
posting, if there is no bidder, shopping to
the accredited supplies is the alternative
procurement.
5.0 Prepare the Purchase Order for the
Property Purchase Order
lowest bidder. Submit it to the Disbursing
Custodian Form
Officer for the Disbursement Voucher,
Taxes and funding. The PO, DV and BIR
Forms (if required) must be approved Disbursement
and signed by the School Head. Voucher and
Funds
6.0 After giving the Purchase Order to the
supplier, the supplier shall deliver the Supplier/Winning Inspection and
purchased items and check by inspection Bidder Acceptance Form
team if all the items purchased are
delivered. Let them acknowledge the
purchase by signing in the PO and DV.
Secure the Official Receipt and/or Sales
Invoice.
END OF PROCEDURE
This document is a property of ____________ and the contents are treated in strict confidentiality. Therefore, unauthorized reproduction is strictly prohibited, unless
otherwise, permitted by ____________. All inquiries regarding this procedure shall be directed to the Management who is responsible for its control.
