Friday, April 26, 2024

3. Processing of Approved Purchase Request for Goods (Items, Supplies, and Materials) through Shopping

The Procurement Division draw up a list of at least three (3) suppliers of known qualifications which will be invited to submit proposals, where the procurement does not fall under Shopping in Section 52 of the Revised IRR of RA 9184 and the amount involved does not exceed the thresholds prescribed in Annex "H" of said IRR.

Service Details

OFFICE OR DIVISION:

PROCUREMENT

CLASSIFICATION:

HIGHLY TECHNICAL

TYPE OF TRANSACTION:

G2G - Government to Government

WHO MAY AVAIL:

End-users

CHECKLIST OF REQUIREMENTS:

WHERE TO SECURE

CLIENT STEPS

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 . Submit the approved Purchase Request (PR) and required attachment

1.1. Receives the Purchase Request, checks the completeness and correctness of the documents

None

5 minutes

Administrative Aide IV

1.2. Prepares the BAC Mode of Procurement

None

20 minutes

Administrative Aide IV

1.3. Prepares the Request for Price Quotation (RFQ) documents

None

20 minutes

Administrative Aide IV

1.4. Submits the RFQ documents to at least three (3) eligible suppliers

None

1 hour

Administrative Aide IV

1.5. Retrieve the RFQ documents from the eligible suppliers

None

1 hour

Administrative Aide IV

1.6. Prepares the Abstract of Quotation

None

20 minutes

Administrative Aide IV

1.7. Examine, evaluate, and make comparisons of price quotations

None

20 minutes

Administrative Aide IV

1.8. Awards of contract to the lowest quotation

None

15 minutes

Administrative Aide IV, Supply Officer II

1.9. Prepares the Purchase Order

None

20 minutes

Administrative Aide IV

1.10. Municipal Budget Office prepares Obligation Request (OBR) for the said PO

None

10 minutes

Budget Officer I

1.11. Submits the Abstract of Quotations to the BAC Members, Head of the Procuring Entity (HoPE) for approval

None

10 minutes

Administrative Aide IV, BAC Members, HoPE

1.12. Once approved, the Purchase Order (PO) will be submitted to the winning supplier, and retains copy of the said PO

None

1 hour

Administrative Aide IV

1.13. Transmit the following documents: PR, RFQ, Abstract of Quotations, PO, ObR, CAF to Commission on Audit (COA) for stamp/seal

None

20 minutes

Administrative Aide IV

1.14. Transmit the following documents: Municipal Tax Docs, GSD Acceptance and Inspection Report, Billing Statement, Delivery Receipt to Municipal Accounting Office for voucher issuance

None

10 minutes

Administrative Aide IV

TOTAL

None

5 hours 50 minutes