Orientation-Workshop on

Procurement Forms and Procedures

SEPTEMBER 14, 2012

Objectives:
At the end the orientation/workshop the
participants will be able to:
Understand the different steps in the
procurement process;
Learn how to prepare the various
procurement forms;
Appreciate the value of office to office
cooperation and coordination.

Guidepost:

Procurement Procedure
Inspection of Delivered
Items
Issuance

Procurement Process:
Procurement Procedure: Where do I begin?

Step 1 For Items Not On Stock: Prepare

Purchase Request (PR)
Supporting documents required /attachment:
1. Pre-repair report in case of replacement of
parts/unit duly accomplished and signed by all
concerned.
2. Technical Specifications prepared by the TWG
3. Certificate of Emergency Purchase -in case of
emergency purchases .

Contd
Emergency Cases: Shopping
1.In case of imminent danger to life or property
during a state of calamity;
2.When time is of the essence arising from
natural or man-made calamities;
3.Other causes where immediate action is
necessary to prevent damage to or loss of life or
property; and
4.To restore vital public services, infrastructure
facilities and other public utilities.

Contd
Step 2 Numbering of PR and check
completeness of supporting papers (In case of
replacement/repair of Equipment(accomplish
PRIR) The Procurement Unit is responsible
for the appraisal of the submitted document.
All spaces should be filled specifically the unit,
quantity and unit cost. The amount reflected
must be based on the approved PPMP.
Step 3 Routing for Approval of PR (Budget
Officer/HOPE)

Contd
Step 4 Determination of Procurement Mode
It is the responsibility of the Bids and
Awards Committee to determine the
appropriate mode of procurement as provided
in Sec. 12. Rule V of the
Revised IRR of RA 9184.
(j)recommend to the Head of the Procuring Entity
the use of Alternative Methods of Procurement

Step 5 Mode of Procurement a)Public Bidding

b) Alternative Mode of Procurement (AMP)

Contd
Step 6 Preparation of Abstract of Bids (Preparation of
RFQ and Abstract of Canvass ). This process
involves the TWG and End-user which will ensure
that the bid/offer conforms with the technical
specifications. This will ensure that the item
procured meets the requirements and mandate of
the office.
Step 7 Post-evaluation by TWG (if applicable).
Evaluation being conducted may require
submission of samples from suppliers and testing of
equipment/inspection before delivery.

Contd
Step 8 Awarding of Contract/Preparation of
ALOBS for P.O./J.O. Contract is prepared by the
Secretariat, the same with the P.O./J.O. which
states the terms and conditions of the
procurement.
Step 9 Delivery of Contract of Award. This step is
undertaken by the Secretariat.
Step 10 Delivery of Supplies or Equipment. Upon
receipt of the contract, the supplier is bound to
deliver the goods or render the services required
within the period specified.(Delivery Period)

Contd

Inspection of Delivered Supplies and Equipment

P.O./J.O

Delivery Receipt/Invoice
Performance/Quality Test Result
Brochure/Manuals

The S.O Personnel, TWG, IAS and End-user are

responsible to make sure that the delivery is
accurate as to quantity and quality. If there are
defects or insufficinecy the same can be
recommended for rejection.

Contd
The TWG in case of IT equipment prepares a

post-evaluation report of the delivered item to

ensure that the required specifications are
met. This report is an attachment to the (IAR)
Inspection and Acceptance Report prepared
by the Supply Office , signed by the End-user
and the IAS/Property Inspector.
It must be emphasized that the place of
delivery is the Supply Office , WVSU were the
items delivered are received and inspected.

Contd

Issuance of Supplies/Materials/Equipment
RIS/Issuance

ICS( Inventory
Custodian Slip)

PAR/ARE/MR

For supplies

* tangible assets with for assets classified as

serviceable life of
PPE
more than one year
but small enough to
be considered as PPE

Prepared by the
Supply Office and
received by the Enduser

Prepared by the
Supply Office and
received by the Enduser

Prepared by the
Supply Office and
received by the Enduser

* COA Circular No. : 2005-002 Date : April 14,

2005

Contd
Time Frame- PROCEDURE

The time allotted for each of the

activity/stage is based on the average number
of hours/day spent in the preparation and
processing.

Thank You
and Have a Blessed Day

What you will do?

Your office only computer bogged down in

the middle of preparing documents for

Accreditation.
1. What will you do? 2. What documents do
you need to prepare? 3. Prepare the same
and complete all the details.

Contd
A conference-convention is scheduled on October 2-

4, 2012 at the WVSU. Your college is the sponsor for

the event. Your responsibility covers provision for
venue/food and kit for participants. Work and
financial plan was approved by the President with
the necessary funding provided by the Budget Of
Office. To met the requirements/needs what will
you do?

Contd
Your office needs the following:

1. Bond paper
2. Ink for PC Printer
3. Paper Shredder
4. Sign pens
5. lavatory faucet
6. laptop casing
7. projector pen
8. yellow pad

What will you do?