2013 Procurement Guidelines

7/18/2019 2013 Procurement Guidelines

http://slidepdf.com/reader/full/2013-procurement-guidelines 1/34

BIDS AND AWARDS COMMITTEEUNIVERSITY OF THE PHILIPPINES LOS BAÑOS

2013

PROCUREMENTGUIDELINES



Procurement. Refers to the acquisition of goods, consulting services, and thecontracting for infrastructure projects by the procuring entity. In case of projects

involving mixed procurements, the nature of the procurement, i.e., goods,infrastructure projects, or consulting services, shall be determined based on theprimary purpose of the contract. Procurement shall also include the lease ofgoods and real estate. With respect to real property, its procurement shall begoverned by the provisions of R.A. 8974 and other applicable laws, rules andregulations.

Procuring Entity. Refers to any branch, constitutional commission or office,agency, department, bureau, office, or instrumentality of the GOP (NGA),including GOCC, GFI, SUC and LGU procuring goods, consulting services andinfrastructure projects.

Head of the Procuring Entity. Refers to the governing board or its dulyauthorized official, for GOCCs, GFIs and SUCs

Definition of Terms



Goods. Refer to all items, supplies, materials and general support services, exceptconsulting services and infrastructure projects, which may be needed in the transactionof public businesses or in the pursuit of any government undertaking,project or activity, whether in the nature of equipment, furniture, stationery, materials

for construction, or personal property of any kind, including non-personal or contractualservices, such as, the repair and maintenance of equipment and furniture, as well astrucking, hauling, janitorial, security, and related or analogous services, as well asprocurement of materials and supplies provided by the procuring entity for such services.The term “related” or “analogous services” shall include, but not be limited to, lease or

purchase of office space, media advertisements, health maintenance services, and otherservices essential to the operation of the procuring entity.

Infrastructure Projects. Include the construction, improvement, rehabilitation,demolition, repair, restoration or maintenance of roads and bridges, railways, airports,seaports, communication facilities, civil works components of information technology

projects, irrigation, flood control and drainage, water supply, sanitation, sewerage andsolid waste management systems, shore protection, energy/power and electrificationfacilities, national buildings, school buildings, hospital buildings, and other relatedconstruction projects of the government.



Approved Budget for the Contract (ABC). Refers to the budget for the contract dulyapproved by the Head of the Procuring Entity.

Bid. Refers to a signed offer or proposal to undertake a contract submitted by abidder in response to and in consonance with the requirements of the BiddingDocuments.

Bidder. Refers to an eligible contractor, manufacturer, supplier, distributor and/orconsultant competing for the award of a contract in any procurement by the GOP. A

contractor, manufacturer, supplier, distributor or consultant is said to be eligible if itmeets all the eligibility requirements issued by the procuring entity.

Bidding Documents. Refer to the documents issued by the procuring entity as thebasis for bids, furnishing all information necessary for a prospective bidder toprepare a bid for the infrastructure projects, goods and/or consulting services

required by the procuring entity.

PhilGEPS. Refers to the Philippine Government Electronic Procurement System



BAC Chair

Dr. Delfin C. Suministrado, AMTEC

Dr. Fidel Rey p. Nayve,BIOTECH

Ms. Edna K. Mananghaya Dr. Hidelisa p. Hernandez,

ICDr. Eliseo Ana, CEAT Dr. Jose O. Sargento, CFNR

Vice Chair

Prof. Nelson J.V.B. Querijero,

CPAf/ SPMO

The Bids and Awards Committee (BAC)

BAC. Refers to the Bids and Awards Committee; conduct pre-procurement and pre-bid conferences; determine theeligibility of prospective bidders; receive bids; conduct the evaluation of bids; undertake post-qualificationproceedings; resolve motions for reconsideration; recommend award of contracts to the Head of the Procuring Entityor his duly authorized representative; recommend the imposition of sanctions in accordance with Rule XXIII;recommend to the Head of the Procuring Entity the use of Alternative Methods of Procurement



REPUBLIC ACT NO. 9184 known as the “Government Procurement ReformAct” is being implemented by UPLB

All procurement should be within the approved budget of the ProcuringEntity and should be meticulously and judiciously planned by the ProcuringEntity concerned.

No government Procurement shall be undertaken unless it is inaccordance with the approved Annual Procurement Plan of the ProcuringEntity. The Annual Procurement Plan shall be approved by the Head of theProcuring Entity and must be consistent with its duly approved yearlybudget. The Annual Procurement Plan shall be formulated and revised onlyin accordance with the guidelines set forth in the IRR.

Purchase Requests (PRs) are to be submitted one quarter in advance sothat materials are made available at the time needed. In general, allprocurements shall be done through public bidding except as providedfor in Article XVI of RA9184 (Alternative Modes of Procurement).

Why can’t we just purchase what we need directly

from the market ?



What are the basic steps in the procurement process?

ANNUAL PROCUREMENT PLAN (APP)

PUBLIC BIDDING ALTERNATIVE METHODS

OF PROCUREMENT

PURCHASE REQUESTS (PR)

PURCHASE ORDER (PO)

DELIVERY/ INSTALLATION/COMMISSIONING

PAYMENT



How to prepare the Annual Procurement Plan

PREPARE THE APP BY:

•Source of Funds•Classification of Items•Quarter

Remember to:• Provide at least 10% contingency in your APP to cope with

increases in prices,• Procurement should be planned one (1) quarter in advance so

that items are made available at the time needed, and if there is

any change in the plan, the APP may be amended anytime.“No government Procurement shall be undertaken unless it is in accordance

with the approved Annual Procurement Plan of the Procuring Entity. “





STEP 1.Prepare the

Purchase Requestper classification

and fund using thenew PR format

STEP 2.

Email the soft copy of thePR to the assigned Technical

Working Group (TWG) forelectronic signature

STEP 3A.

Print thecorrected PR withthe BAC-TWG’s

e-signature

STEP 4.

Have the PR signed by thedesignated signatories for

approval:

<100K = Dean

100K -500K= Vice Chancellor

>500K = Chancellor

STEP 5.

Submit the PR to BAC with the requiredattachments :

1) Stock Position Sheet

2) Routing Slip/Document Tracking No.

3) APP per fund basis

*4) Letter (if requesting for shopping) orJustification (for late submission)

(* Additional requirement , whichever isapplicable)

w/

problem

w/out

problem

STEP 3B.

Submit the hard copy of the PR tothe assigned Technical WorkingGroup (TWG) for correction and

signature

•No response from TWG

•Communication error• As per instruction of TWG tosubmit hard copy for signature,

•Urgency

Procedure for

Classification 1

COMPUTERS/ ITEQUIPMENT,

SUPPLIES, ANDSERVICES

STEP 1 > 2 > 3A > 3B

> 4 > 5

Proceed

to Step 4

How to prepare the Purchase Request



TO EMAIL THE SOFT COPY OF PR:

SUBJECT: Department, Unit, 1st Item inPR, Classification Code, Total Amount

of PR

example:OVCA, SPMO, LaserJet Print Cartridge, 1b, P8,345.90

CAS, IBS, beaker 1L, 4b, P120,000.00

Incomplete documents and

unforwarded docutracking status

will not be accepted.

Don’t forget to provide yourcontact details



Why is it important that my Purchase Request bereviewed and checked by the TWG?

Technical Working Group (TWG). Pool of technical, financial, and/or legalexperts who assist in the procurement process, particularly in the eligibility

screening, evaluation of bids, and post-qualification.

The TWG provides the end-users technical adviceof the specifications of the items to be procured.

Ensure that prices indicated in the PR are currentby checking with reliable sources.



The Technical Working Group (TWG)- Goods/Supplies

CLASSIFICATION CODE NAME CONTACT DETAILS

(1a) Computers, parts, software, and peripherals

(1c) IT equipment, parts, supplies and services

Mr. Vernon I. Velasco ITC Technical

Support Office

501-4793

VOIP 105

[email protected]

(1b) Computer supplies and other consumables Mr. Alex M. Lustria ITC TechnicalSupport Office

501-4793VOIP 105

[email protected]

(2a) Tools and machines (non-agricultural)(2i) Industrial machinery and equipment(2j) Agricultural machinery and equipment(2k) Food Processing Equipment

(2m) Fabrication of Equipment, Machine andlaboratory furniture

Dr. Ronel Pangan AMDP- IAE,CEAT

536-2686 [email protected]

(2b) Laboratory, Scientific equipment,instruments and furniture(2h) Medical and Dental Equipment and services(2l) Labor, Maintenance and repair service forEquipment, Instruments and Machine

Engr. Teodulfo S. Delgado AS-DO, CFNR 536-2265 [email protected]

(2c) Audio-visual Equipment and supplies(2d) Appliances

(2e) Furniture(2f) Copiers, Duplicating Machine, Parts andrelated supplies/consumables(2g) Office machines and communicationequipment

Engr. Alexis C. del Rosario AMDP-IAE,CEAT






(3a) Agricultural chemicals, fertilizers andproducts(3b) Plants, planting materials and tools(3c) Food and Food Ingredients(3d) Animal feeds and ingredients(3e) Animals(3f) Packaging materials(3g) Agricultural analysis

(3h) Agricultural services (land preparation,hand weeding)

Dr. Mafeo B. Bejo ADSC, CA 536-3423 [email protected]

(4a) Chemicals(4e) Gas refill and purchase (LPG, Oxygen,Nitrogen, Acetylene)(4f) Diagnostic and Laboratory analysis /Services

Dr. Norma N. Fajardo CAS-IC 536-2220 [email protected]

(4b) Laboratory supplies(4c) Medicines and medical supplies

(4d) Veterinary medicines and supplies

Ms. Fides Z. Tambalo Enzyme Lab-BIOTECH

536-1612536-2721

[email protected]@rocketmail.com





(5c) Mechanical works, aircon, refrigeration andsupplies, services, fire safety, pumps, motors, engine,generator engines, vehicle supplies, vehicle repair

Engr. Jonathan Orozco AMDP- IAE,CEAT


(5b) Civil and architectural works and supplies-carpentry, concrete, asphalt, formworks, constructionequipment, metal works, tile works, roofing works,demolition works, painting materials

Engr. Christian C. Vaso EngineeringScience, CEAT


(5d) Electrical works, electrical materials, lightingfixtures, power transformers, power distribution,alternator

Engr. Joey M. Velarde EngineeringScience, CEAT

536-2874 Velardejoey2ymail.com

(5e) Plumbing and sanitary works - supplies, waterand drainage, pipe systems, plumbing, fixtures,sewerage





(6a) Printing (signages, shirt, polo, journals,

forms, booklets)(6b) Man-power services (Janitorial, Security,Disposal, Research, Documentation, WasteTreatment)(6c) Catering services, meals, snacks and drinks(6d) Transportation services(6e) Fire safety equipment and services(6f) Travel, food, lodging services(7c) Books, journals, periodicals and otherpublications

(7d) Sporting goods

Mr. Maxwell Salva Cruz SPMO, OVCA 536-2282 [email protected]

(6g) Laundry services(6h) Photo and video documentation services(6i) Entertainment services(6j) Other related rentals and services(7a) Office supplies(7b) Janitorial supplies(7e) Communication Supplies(7f) Tokens and awards

(7g) Curtains and kitchenware(7h) Newspaper(7i) Garments and Textiles

Ms. Lea Gonzales SPMO, OVCA 536-2282 [email protected]



The Technical Working Group (TWG)- Infrastructure


Infrastructure complete building,architectural and engineering design

of buildings and other structure

Engr. Gregorio S. Pascual OVCPD 536-3484

Engr. Arnel I. Pantig CPDO 536-2550 [email protected]

Engr. Elmer Centeno PPMSO 536-3383

Engr. Edgardo Paras PPMSO 536-2447

Engr. Arnel M. Lacap CPDO 536-2550

Engr. Paul Michael M. Buduan CPDO 536-2550



4th QUARTER

JULY 5, 2013

3rd QUARTER

APRIL 5, 2013

1ST & 2ND QUARTER

FEBRUARY 15, 2013

SUBMISSION OF PRs FOR 2 13

New Standard forms for APP, PR, RQ, and PO may be downloaded at:http://bac.uplb.edu.ph

Contact Nos. SPMO: 536-2281/536-2282BAC Sec: 536-8420/ 536-8419

Email Address: [email protected]/ [email protected]



GENERAL PROCUREMENT GUIDELINES >>>

REPEAT

ORDER

YES

NO

RecommendRepeat Order

Consolidate

Consolidated

(≥P100K) NO

YES

Prepare AnnualProcurement

Plan (APP) per

Fund Source

PreparePurchase

Request (PR)

perClassification

Submitcorrected PRto BAC with

appropriateattachments

RecommendAlternative

Mode ofProcurement

PublicBidding

Food, Perishable Items, Bottled Water

> P1,000.00

YES

NO

> P10,000.00

YES

NO

Shop without BAC

recommendation

(obtain 3 canvasses)

Shop with BAC

recommendation


Submit PR to BAC for

Mode of

Procurement

Newspaper, Photocopying

> P1,000.00 NO

YES

Shop without BAC

recommendation


Submit PR to BAC forMode of

Procurement

Vehicle Rental, Accommodation,

Workshop Venue Rental

> P10,000.00 NO

YES

Submit PR to BAC forMode of

Procurement

Shop without BAC

recommendation

(obtain 3canvasses)



How many days does it take to complete a Public Bidding process?

ACTIVITIES SUPPLIES INFRA

1. Consolidation of PRs 2weeks or when Total Amount ≥ P100K

2. Preparation of Bid Documents 1-2 days *CPDO provides the bid docs

3. Advertisement to PhilGEPS & website At least 7 cd before the bid opening

*14 days if there is a Pre-Bid Conference

At least 24 cd before bid opening

4. Bid Opening 1 day

5. Preparation of Abstract 1-3 days 3-7 days

6. Evaluation 2-14 days* 21 days if there are clarifications to end-

users/ suppliers

7-21 days

7. Preparation of Summary of Results 1-3 days *Post Qualification-

7 -14 days

8. Approval of the Summary of Results

(OC/ OVCA)

2-14 days •BAC Resolution-

3- 14days

9. Dissemination/ Release of Results to End-

users

1-2 days

Approximate # of Days upon receipt of PR 21 -66 days 45-90 days

Earliest- Latest Allowable Time based on the

Revised IRR (from advertisement)

28-124 cd 28-113 cd



STEP 1

• Consolidation of PurchaseRequests

STEP 2

• Preparation of BiddingDocuments (Invitation to Bid,

Bid forms, SupportingDocuments, etc. )

STEP 3

• Advertise Invitation and Post the BiddingDocuments to PhilGEPS, BAC Website,

and Newspaper*

• (*for Biddings with ABC of P2M andabove)

STEP 4

• Preparation and Posting* of BidBulletins, Minutes, and RevisedBid Documents (*PhilGEPS and

BAC Website)

STEP 5

• Preparation of Abstractof Bids to be forwarded

to the TWG forevaluation

STEP 6

• Preparation of Summary of Results afterevaluation of the TWG and completion of

necessary information/approval ofspecifications from the end-users.

STEP 8

• Preparation of the Notice of Award(NOA) and/or Notification ofBidding Results (NOR) for

Individual Bidders

STEP 9

• Posting of the Summary of Results to BAC Website

• Dissemination of the Summary of Results withattached Original Submitted PRs to End-Users

• Posting and Dissemination of the NOA/ NOR andSummary of Results to the Bidders

STEP 7

• Approval of Summaryof Result

(OVCA/ OC)

PROCEDURAL STEPS FOR THE PUBLIC BIDDING OF

GOODS AND SERVICES



STEP 1

• Attend Pre-ProcurementConference

STEP 2

•Receives ApprovedPR from CPDO•Preparation of

Bidding Documents(Invitation to Bid, Bid

forms, SupportingDocuments, etc. )

STEP 3

• Advertise Invitation andPost the Bidding

Documents to PhilGEPS,BAC Website, and

Newspaper*

•(*for Biddings with ABC ofP5M and above)

STEP 4

• Accept Letters ofIntent (LOIs), Issue

Eligibility Documentsto Prospective Bidders

STEP 5

•Conduct Eligibility Check ,Prepare and Issue SignedCertificate of Eligibility to

Prospective Bidders

STEP 6

• Accept and CheckBid Documents

from CPDO

• Issue BidDocuments to

Eligible Suppliers

STEP 7

• Attend Pre-BidConference

STEP 8

•Preparation andPosting* of Bid

Bulletins, Minutes,and Revised Bid

Documents(*PhilGEPS and BAC

Website)

STEP 9

•Preparation of Abstract ofBids to be

forwarded tothe TWG forevaluation

STEP 10

•Prepare BidEvaluationReport and

PostQualification

Report

Step 11

•Finalize and make necessarychanges to the reports after

the presentation of the TWG toBAC.

•Preparation and Issuance ofthe Notice of Post

Qualification/ Disqualification

•Preparation of BAC Resolution

Step 12

Approval of BACResolution

STEP 13

•Preparation of the Notice of Award(NOA ) and provide soft copy to the

Office of the Chancellor (OC) for Printingand Signature.

•Forward Signed Bid Documents to OCfor Approval

STEP 14

• Issue Signed NOAfrom OC to theWinning Bidder

STEP 15

•Check Approved BidDocuments

•Forward Bid Documents toCPDO for filing.

PROCEDURAL STEPS FOR THE PUBLIC BIDDING OF

INFRASTRUCTURE PROJECTS



ALTERNATIVE METHODS OF PROCUREMENT BASED ON THE

REVISED IRR OF RA 9184

SECTION 49

LIMITED SOURCE BIDDING/SELECTIVE BIDDINGC0NDITIONS

A. Procurement of highly specialized types ofgoods (e.g., sophisticated defenseequipment, complex air navigationsystems, coal) and consulting services

where only a few suppliers or consultantsare known to be available, such thatresorting to the public bidding method willnot likely result in any additional suppliersor consultants participating in the bidding;

B. Procurement of major plant componentswhere it is deemed advantageous to limit

the bidding to known qualified bidders inorder to maintain uniform quality andperformance of the plant as a whole

SECTION 50

DIRECT CONTRACTINGCONDITIONS

A. Procurement of goods of proprietary naturewhich can be obtained only from theproprietary source, i.e. when patents, tradesecrets, and copyrights prohibit others frommanufacturing the same item;

B. When the procurement of criticalcomponents from a specific supplier is acondition precedent to hold a contractor toguarantee its project performance, inaccordance with the provisions of its contract;or

C. Those sold by an exclusive dealer or

manufacturer which does not have sub-dealers selling at lower prices and for whichno suitable substitute can be obtained at moreadvantageous terms to the GOP



SECTION 52

SHOPPINGC0NDITIONS

A. When there is an unforeseen

contingency requiring immediatepurchase: Provided, however, That theamount shall not exceed P500,000.00.

B. Procurement of ordinary or regular officesupplies and equipment not available inthe Procurement Service involving anamount not exceeding P500,000.00.

SECTION 51

REPEAT ORDERCONDITIONS

A. Unit prices of the repeat order must be the same

as or lower than those in the original contract,provided that such prices are still the mostadvantageous to the GOP after price verification;

B. The repeat order will not result in splitting ofcontracts, requisitions, or purchase orders, asprovided for in Section 54.1 of the Revised IRR;

C. Except in cases duly approved by the GPPB, the

repeat order shall be availed of only within six (6)months from the contract effectivity date statedin the Notice to Proceed arising from the originalcontract; and

D. The repeat order shall not exceed twenty-fivepercent (25%) of the quantity of each item in theoriginal contract.



SECTION 53

NEGOTIATED PROCUREMENTC0NDITIONS

A. Two Failed Biddings. Where there has been failure of public bidding for the second timeB. Emergency Cases. In case of imminent danger to life or property during a state of calamity, or when time is

of the essence arising from natural or man-made calamities or other causes where immediate action isnecessary to prevent damage to or loss of life or property, or to restore vital public services, infrastructurefacilities and other public utilities. In the case of infrastructure projects, the procuring entity has theoption to undertake the project through negotiated procurement or by administration or, in high securityrisk areas, through the AFP29.

C. Take-Over of Contracts. Take-over of contracts, which have been rescinded or terminated for causesprovided for in the contract and existing laws, where immediate action is necessary to prevent

damage to or loss of life or property, or to restore vital public services, infrastructure facilities and otherpublic utilities.D. Adjacent or Contiguous. Where the subject contract is adjacent or contiguous to an on-going

Infrastructure Project or Consulting Service where the consultants have unique experience and expertiseto deliver the required service: Provided, however, That (a) the original contract is the result of aCompetitive Bidding; (b) the subject contract to be negotiated has similar or related scopes of work; (c) itis within the contracting capacity of the contractor/consultant; (d) the contractor/consultant uses thesame prices or lower unit prices as in the original contract less mobilization cost; (e) the amount involveddoes not exceed the amount of the ongoing project; and (f) the contractor/consultant has no negativeslippage/delay: Provided, further, That negotiations for the procurement are commenced before theexpiry of the original contract.



SECTION 53

NEGOTIATED PROCUREMENTC0NDITIONSE. Agency-to-Agency. Procurement of infrastructure projects, consulting services, and goods from another

agency of the GOP, such as the PS-DBM, which is tasked with a centralized procurement of Common-UseSupplies for the GOP in accordance with Letters of Instruction No. 755 and Executive Order No. 359, seriesof 1989.

F. Procurement Agent . In order to hasten project implementation, Procuring Entities which may not have theproficiency or capability to undertake a particular procurement, as determined by the Head of the

Procuring Entity concerned, may request other GOP agencies to undertake such procurement for them, orat their option, recruit and hire consultants or procurement agents to assist them directly and/or traintheir staff in the management of the procurement function. The GPPB shall issue guidelines to implementthis provision.

G. Highly Technical Consultants. In the case of individual consultants hired to do work that is (i) highlytechnical or proprietary; or (ii) primarily confidential or policy determining, where trust and confidenceare the primary consideration for the hiring of the consultant: Provided, however, That the term of the

individual consultants shall, at the most, be on a six month basis, renewable at the option of theappointing Head of the Procuring Entity, but in no case shall exceed the term of the latter.



SECTION 53

NEGOTIATED PROCUREMENTC0NDITIONS

H. Defense Cooperation Agreement . Upon prior approval by the President of the Philippines, and when theprocurement for use by the AFP involves major defense equipment or materiel and/or defense-relatedconsultancy services, when the expertise or capability required is not available locally, and the Secretary ofNational Defense has determined that the interests of the country shall be protected by negotiatingdirectly with an agency or instrumentality of another country with which the Philippines has entered intoa defense cooperation agreement or otherwise maintains diplomatic relations: Provided, however, Thatthe performance by the supplier of its obligations under the procurement contract shall be covered by aperformance security in accordance with Section 39 of the Revised IRR.

I. Small Value Procurement . Where the procurement does not fall under Shopping in Section 52 of theRevised IRR and the amount involved does not exceed the thresholds prescribed in Annex “H” of theRevised IRR.

J. Lease of Real Property . Lease of privately owned real property and venue for official use, subject toguidelines to be issued by the GPPB.

K. NGO Participation. When an appropriation law or ordinance earmarks an amount to be specificallycontracted out to Non-Governmental Organizations (NGOs), the procuring entity may enter into a

Memorandum of Agreement with an NGO, subject to guidelines to be issued by the GPPB.



SECTION 53

NEGOTIATED PROCUREMENTC0NDITIONSL. Community Participation. Where, in the interest of project sustainability or to achieve certain specific

social objectives, it is desirable in selected project components to call for participation of localcommunities in the delivery of services, the procuring entity shall propose the procedures, specifications,and contract packaging which are subject to the approval of the GPPB.

M. United Nations Agencies. Procurement from specialized agencies of the United Nations of any of thefollowing: (a) small quantities of off-the-shelf goods, primarily in the fields of education and health; and

(b) specialized products where the number of suppliers is limited, such as vaccines or drugs.



Conditions:

a. Unit Price must be ≤ to that provided in the original contractb. Will not result in splitting of contract

c. Availed only once within six (6) months from the date of the Notice of Award (NOA)

d. ≤ 25% of the quantity of each item

Submit PR

BAC shall recommend Repeat Order Mode for Approval of Vice Chancellor for

Administration

REPE T ORDER



General Instructions for:

SHOPPING (≤P500K)

Condition: Letters/ PRs with approval for Shopping

STEP 1-2. End user shall prepare and submit the followingto the SPMO-Procurement and Requisition Section (PRS):*Approved Purchase Requests for Shopping*Request for Quotations (RQ) - 5 copies

STEP 3. SPMO-PRS shall assign Control Numbers to theRQsA. 3 copies will be returned to the End-userB. 1 copy will be posted on the Supplier’s Corner, 1 copywill be kept as the master copy for distribution to eligibleSuppliers.

The deadline for submission of the accomplished RQ is onthe 7th day after posting/stamping of control no.

STEP 4. On the next GWD after the deadline, the End-User

shall return at least three (3) accomplished RQs and filledup two (2) copies of the Abstract of Quotations (AOQ) tothe SPMO-PRS leaving one (1) blank column for thecontrol RQ. (Except for items with Justification to Waive

the Requirement for SPMO-PRS Control RQ).

STEP 5. SPMO-PRS shall check, attach collected canvass ascontrol, secure a copy of the accomplished AOQ and shallreturn the original documents to the End-user.

STEP 6. The Unit Head with RATA shall determine Lowest

Calculated Responsive Bid (LCRB) and make award basedon the AOQ by encircling the bid and affixing his/her fullname with signature.

STEP 7. The End-user may now proceed to the processingof the Purchase Order (PO).

Checksubmitted

documents andreturn the

originaldocuments

(AOQ) to theEnd-user.

SPMO-PRS

END -USERSTEP 1SPMO-PRS

Submit*5 copies of RQs

STEP 2

Provide and

Record Control

No.

*1 copy to beposted at the

Supplier’s Corner *1 copy as

Master Copy fordistribution to

eligible Suppliersthru fax

3 copies orRQ will be

returned tothe End-User

END -USER

End-user shall return to SPMO-PRSwith at least 3 accomplished RQs &

filled up 2 copies of Abstract ofQuotations (AOQ w/ 1 blankcolumn to be filled up by the

SPMO-PRS) after 7 days

STEP 4

END -USER

STEP 6UNIT

HEADPURCHASE

ORDER

STEP 7

Determines LCRB andmake awards

Approved PRsfor Shopping

SPMO-PRS

Attach returnedRQs from suppliers

to the AOQ(Control No. for RQand AOQ must be

the same)

STEP 3

STEP 5

STEP 3BSTEP 3A

STEP 5



a. Obtain BAC recommendation for Negotiated Procurement and Approval of Chancellor/Vice Chancellor for Administration

b. Fill-up Negotiated Procurement Form

Conditions: a. Failure of Public Bidding for the second time

b. Imminent danger to life property to prevent damage, orc. ≤ P500,000.00

Attachments:

a. Results of Two-Failed Public Biddings (for condition a)b. Justification Letter (for condition b)

c. Three RQ obtained from eligible suppliers

BAC to determine LCRB and recommend award to Chancellor/Vice Chancellor forAdministration

NEGOTI TED PROCUREMENT



Fill-up Direct Contracting Form

Attachments: a. Certificate of Exclusive Distributorship issued by the principal under oath

b. Authentication by the embassy/ consulate nearest the place of the principal in case of foreign suppliersc. Certificate from the supplier that it has no sub-dealers selling at lower prices

d. Certificate from the end-user that the item to be procured has no suitable substitute and for which nosubstitute can be obtained at more advantageous terms to the government

Obtain recommendation of BAC and approval of Chancellor/Vice-Chancellor forAdministration

DIRECT CONTR CTING

Wh i t t PR ?



BAC Secretariat. Serves as the main support unit of the BAC; provides administrative support to theBAC; Organize and make all necessary arrangements for BAC meetings and conferences; advertiseand/or post bidding opportunities, including Bidding Documents, and notices of awards; assist inmanaging the procurement processes; etc..

Who may assist me to process my PRs?

Tina Eusebio, ChairRachel S. Mojado Arnold V. Dao

Rosella A. Villegas Gercy Love M. JuanillasAvee Gail G. Frondoso Jaybee M. Punzalan



…in checking the status of your documents…

Be sure to check the Document tracking status first,Provide all necessary information:

-Docutracking No. of the document- Identification of the document (PR, PO, Letter, etc.)-Department/ Unit/ Office of the end-user- Date submitted

Be polite and courteous!