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MANUAL

OF
SUPPLY AND PROPERTY
MANAGEMENT
PREPARATION OF ANNUAL PROCUREMENT
MANAGEMENT PLAN
Note 1: A separate APMP for the following shall be prepared:
Office Supplies
Computer Supplies
Janitorial Supplies
Maintenance and Electrical Supplies
Medical Supplies/Radiology Supplies/Med. Oxygen/Lab Supplies
Drugs and Medicines
Laboratory Supplies
Non-Expendable/Capital Outlay/Equipment AIP/AEP
Note 1a : Provide a list of supplies needed for every project/program
for inclusion to the APMP Project - Program
Note 2:
Plans shall be further revised for any cut-off in the Annual Budget
(First Quarter/Second Quarter/Third Quarter & Fourth Quarter)

Note 3:
The APM-PLAN shall be the basis of the Provincial General
Services Officer in approving requisition (request form) of
department heads.

Note 4:
The APM-PROG shall be the basis of the Provincial General
Services Officer in the application of supplies and property for
the provincial government subject to revision in case the budget
is reduced by the Sangguniang Panlalawigan
Reminder: An Amendatory Plan appllied for those supplies not included
to the APMP.
ACCREDITIATION OF SUPPLIERS

Interested applicants shall submit required documents for


accreditation. Minimum requirements are:

duly licensed for the business engaged in


has established place of business for at least three (3)
months prior to the public bidding he intends to part
not disqualified under RA No. 3019, as amended, or
barred by proper government agencies from dealing with
the government.
Reminder: See the http//www.bulacangov.ph/government
procurement for the filing of application form
REQUISITION OF SUPPLIES AND MATERIALS

Note 1:
Separate RIS of medical supplies and office supplies and others.

Note 2:
Supplies ledger card is categories per item/stock.

Note 3:
There are items listed in the RIS that need Request for Allotment
of Obligation (OS) these are items procured by the Office of
the Provincial General Services Officer.
Stocks purchased, does not require RIS.
PREPARATION AND PROCESSING OF PURCHASE
REQUEST

Note 1:
If the total amount of PR/OS does not exceed P30,000.00,
the Provincial Administrator has to sign in behalf of the
Governor else affix initials under the name of the Governor.
Reminder:
The PGSO conduct a price monitoring as to specification
needed by the end-user. (Attached the brochures/specification and est
cost in the Request Form)
PROCUREMENT THROUGH PUBLIC BIDDING (RA-9184)
Note 1:
Working paper of Price Quotations Bid Proposal which shall
serve as a guide in deciding an award:

Description of items bidded out


Required bidders bond
Bidders bond submitted
- type
- amount
Only the following shall be accepted as bidders bond:
Cash
Certified check (i.e., cashiers or manager check)
Surety bond from a reputable insurance company
PROCUREMENT THROUGH PERSONAL CANVASS

Note 1:
Canvass of prices shall be undertaken from at least three (3)
responsible suppliers in the locality. The list of accredited
suppliers shall serve as a guide in the conduct of the canvass.

Reminder: BAC approved the Quotation Form for canvass/shopping


PROCUREMENT THROUGH EMERGENCY PURCHASE

Note 1:
Procurement through emergency purchase may be undertaken
without the need of a public bidding in the event that all the
succeeding requirements are satisfied.
a. Mandatory Requirements
the need for supplies or repair exceptionally urgent of
absolutely indispensable and only to prevent imminent
danger to, or loss, life or property;
there is no material time to procure the supplies through
public bidding;
appropriations therefore exist;
estimated amount has been obligated;
funds for the purpose are available;
prices of the supply to be procured are the lowest obtainable
in the market at the time of purchase; and
supplies to be purchased are not available from any store
rooms of the provincial government.

b. Additional Limitations
Deliveries or repair orders shall be made within ten (10)
days after placement; and
supplies procured must be utilized or availed of within
fifteen (15) days from the date of delivery of availability.
PROCUREMENT THROUGH NEGOTIATED PURCHASE

Note 1:
Public bidding shall be declared a failure in case any of the
following circumstances arise:
when no or only one qualified bid is received on or before
the scheduled of opening of bid; or
when all the bids submitted are defective and/or non-
complying bids or not responsive to the terms, condition
and specifications of the tender documents.

Note 2:
Purchase Order shall be approved by the Sangguniang Panlalawigan.
PROCUREMENT DIRECTLY FROM MANUFACTURERS

Note 1:
Procurement directly from manufacturer shall be resorted to
only upon prior recommendation from the Provincial General
Services Officer.
PROCUREMENT THROUGH EXCLUSIVE
DISTRIBUTOR

Note 1:
The certification shall state that the exclusive distributor has
no sub-dealer selling at lower prices. The certification shall be
obtained from the principal and/or exclusive distributor.
PROCUREMENT THROUGH REPEAT ORDER

Note 1:
Supplies or property may be acquired through repeat order
provided that the following requirements shall have been
satisfied:
original purchase was made through public bidding;
quantity purchased does not exceed twenty five percent
(25%) of the original purchase;
no decline in market price by more than ten percent
(10%) for the items to be purchased;
order is made within three (3) months from the date of
the original purchase; and
same items and conditions as in the original purchase
order.
PREPARATION AND PROCESSING OF
PURCHASE ORDER

Note 1:
The following are then minimum required documents in
addition to the PR and OS for the preparation and
processing of PO.
a. Procurement Through Public Bidding
Abstract of Bids (AB)
Bid Forms (BF) consisting of price quotations and other
documents as may be invitation to bid
Bidders Bond (I.e., surety Bond, Official Receipt (OR), in
case of cash or check
Procurement Through Website
Quotation on Website
b. Procurement Through Personal Canvass
Abstract of Canvass (AC)
Canvass of Prices (COPs)
c. Procurement Through Negotiated Purchase
Recommendation to Purchase
BFs (non-complying bid proposals)
d. Procurement Directly from Manufacturers
Recommendation to Purchase Directly from
Manufacturers
License to Manufacturer
Additional, if there are more than one manufacturer
AC
COPs
e. Procurement Through Exclusive Distributor
Recommendation Purchase Exclusive Distributor
Certificate of Exclusive Distributor
f. Procurement Through Repeat Order
Recommendation to Purchase Repeat Order
Previous PO (photocopy)
Previous AB (photocopy)
Note 2:
If the total amount of Purchase Order does not exceed P30,000.00
the Provincial Administrator has to sign on the Approved by
portion else affix initial under the name of the Provincial
Governor.
Note 3:
In case the supplier name in the PO is unable to personally get his
copy, an authorization letter shall be required the representatives.
ISSUANCE OF EXPENDABLE SUPPLIES OR
PROPERTY

Note 1:
The previously earmarked entry (in pencil) shall be
written using permanent ink.