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1.

Counterchecking of Purchase
Request (PR) as to correctness
of specs and complete
supporting documents such as
PROCESSING FLOW OF PROCUREMENT
plans, samples, etc. THRU PUBLIC BIDDING
1. Assigning of appropriate mode
of procurement
R.A. 9184, Sec. 37. Notice and Execution of Award
2. Pre-Procurement Conference - the Head of the Procuring Entity or his duly
(mandatory requirement, RA9184, Sec.20)
authorized representative shall approve or disapprove
3. Assigning of Control Number the recommendation. (EO No. 109-A)
(PR Number) on approved - In case of approval, the Head of Procuring Entity or
Purchase Request His representative shall immediately issue the Notice
of Award.
4. Posting of Invitation to Bid on (Award of contract is the proof of a successful bidding and,
PHILGEPS website, newspaper technically, is not anymore part of the bidding process. It is
and conspicuous places Made by the head of the procuring entity and not by the BAC)
5. Counterchecking of Bid Forms
as to correctness of items
Revised IRR of R.A. 9184, Sec. 39. Performance Security
encoded - Prior to the signing of the contract (P.O.),
6. Selling of Bid Forms/Bidding the winning bidder shall post a Performance
Documents Security.
7. Pre-Bid Conference - Performance Security shall remain valid until issuance
by the procuring entity of the Final Certificate of Acceptance.
2. Evaluation/Check/Opening/
Examination of Bids
4. Post Qualification (Sec.34,RA9184)
5. Encoding of Purchase
PHILIPPINE BIDDING DOCUMENTS
Orders (P.O.s) and its complete (GPPB Circular No. 04-2005)
set of supporting documents Delivery and Documents
6. Issuance of Notice of Award Upon delivery of the Goods to the Project Site, the Supplier
shall notify the Procuring Entity and Present the ff. docs. to the
7. Posting of Performance Procuring Entity:
Security Bond (within 10days i. Original and 4 copies of the Suppliers invoice;
from the issuance of Notice of Award) ii. Original and 4 copies of delivery receipt;
8. Signing/Releasing of Contract/ iii. Original Suppliers factory inspection report;
iv. Original and 4 copies of the Suppliers warranty certificate;
Purchase Orders (P.O.s)
v. Delivery Receipt (number and description of items received);
9. Notice to Proceed (Final vi. Certificate of Acceptance and Inspection Report;
Document issued by the procuring vii. 4 copies of the Invoice Receipt for property.
entity for the winning bidder to (The ff. requirements may be deleted, amended, or retained depending on its applicability)

commence and implement the


contract Sec.37.4.1, IRR of RA 9184)
RULES AND REGULATIONS ON SUPPLY AND
PROPERTY MANAGEMENT IN THE LGUS
(COA Circular 92-386)
FOR DELIVERY OF GOODS, Sec. 114. Inspection of Purchases
a. Purchases made by the LGUs must be inspected
PROCEED TO G.S.O. and verified by their authorized inspector for
1. Supplier shall present the conformity with specifications in the order.
documents upon delivery. b. All items to be inspected shall be accepted and
signed first by the GSO-Warehouseman (not
2. Accomplishment of mandatory) and General Services Officer.
Acceptance and Inspection c. Evidence of Inspection of deliveries of supplies must
Report (AIR). -Signed by: be shown and signed by the Technical Inspector and
Technical Inspector the Head Inspectorate Team.
Head of the Inspectorate Team
GSO-Warehouseman
d. 4 copies of Acceptance and Inspection Report (AIR)
General Services Officer shall be prepared and submitted.
-Submitted to: (4 copies)
Original Supplier
2nd Copy COA Auditor
3rd Copy Inspection Committee
4th Copy - GSO
FORWARDING THE DOCUMENTS TO BAC
(BAC gathers and verifies the complete
set of supporting documents)

FORWARDING THE DOCUMENTS TO THE


ACCOUNTING OFFICE FOR PROCESSING
OF PAYMENTS
(Conducts Pre-Audit)

FOR PRE-AUDIT PURPOSES, THE


ACCOUNTING OFFICE SHALL CHECK
THE FOLLOWING DOCUMENTS:

1. Disbursement Voucher to be certified by:


a. Accountant (as to the completeness
of the documents);
2. Delivery Receipt / Charge Invoice
3. Acceptance and Inspection Report (AIR)
4. OBR (Obligation Request) to be signed
by the Budget Officer or end-user as to
appropriateness.
5. Approved Purchase Order (PO)
6. Abstract of Bid / Quotation
7. Approved Purchase Receipts (PR)
8. POW and Bill of Materials.

TREASURER PREPARES, ISSUE, AND


RELEASE THE CHECK FOR PAYMENT
DULY SIGNED BY THE TREASURER
AND THE MAYOR OR HIS
AUTHORIZED REPRESENTATIVE
(Note: Accountants advice is
necessary for the releasing of check
And for encashment in the bank)

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