Receives Disbursement Vouchers from GSO togetherwith supporting documents –1 min pertransaction Tracking Numbers –required forAdministrative Officers, Supply Officers, Dept. Heads, Suppliers to track their documents Receiving personnel stampsADVNos,Type of Fund, Date received on the face of the voucherand to all supporting documents –5-10 min/transaction Encodes theADV No. in the Document Tracking System –1 min Evaluates/Checks as to completeness of supporting documents, legalityand appropriateness of the procurement/transaction o 20 min –1 hr/ transaction o Gasoline –1 hr–2 hr/transaction o InfrastructureVouchers –1-2 hrs/transactions Encodes the transaction in the ledgerpersupplier–1 min Submits document for review Submits document to City Accountant for approval Forward to releasing Supplies,Rentals,Meals,Gasoline,Equipment,VehiclesandAccessories CompetitiveBidding Alternativemodes o Shopping o SmallValueProcurement(SVP) o EmergencyCase o Twice-Failed o DirectContracting o RepeatOrder Obligation Requests Purchase Requests BAC Resolution formode of procurement duly approved by LCE ForProcurement of more than 2M –Minutes of PreProcurement Conference Forprocurement of more than 1M –Minutes of Pre-Bid Conference Invitation to Bid –PhilgepsPosting orNewspaper Publication Bidder’s Technical Documents –esp. Bidder’s Bond Bidder’s Financial Proposal Minutes of Bid Opening Abstract of Bids BAC Certification forResults of Eligibility Screening Post Qualification Report Bid Evaluation Report BAC Resolution DeclaringWinning Bidder–duly approved by LCE Notice ofAward Notice to Proceed –indicating receipt by the supplier Performance Security –before signing the Purchase Order (supplier) o Cash Bond –5% of contract price o Bank Guarantee –5 % of contract price o Surety Bond –30% of contract price Print-out copy of posting of Notice ofAward, Notice to Proceed and Contract ofAward in the Philgeps Warranty Security against manufacturing defects (patent and latent defects) –10 % of total contract price o Bank Guarantee o Authorization to deduct retention Minimum period of three (3) months, in the case of expendable supplies, ora minimum of one (1) yearin the case of non-expendable supplies,AFTER ACCEPTANCE by the procuring entity of the delivered supplies Acceptance&InspectionReport-Datereceivedmustbetheactual datewhengoodswherereceived ChargeInvoices ForPPE o PropertyIssuanceSlip o PropertyAcknowledgmentReceipt ForInventories o PropertyIssuanceSlip o InventoryCustodianSlip ForSupplies o UtilizationReport Evidence of Invitation of three (3) observers in all stages of the procurement process pursuant to section 13.1 of the Revised IRR of R.A. # 9184 Shopping,SVP,RepeatOrder,Twice-FailedBidding,EmergencyCase o PurchaseRequests o PurchaseOrders o BACResolutionformodeofProcurement o Canvass–atleast3eligiblesuppliers o AbstractofCanvass o BACResolutionrecommendingawardofcontractdulyapprovedby LCE o Statement of prospective bidderthat it is not blacklisted or barred from bidding by theGov’torany of its agencies, offices, corporations orLGU’s –referto BAC Secretariat for format o SwornAffidavit of the Bidderthat it is not related to the Head of Procuring Entity (HOPE) by consanguinity oraffinity up to the third civil degree –referto BAC Secretariat forformat Additional Requirements o Certification of BAC on the failure of competitive bidding for the second time o Performance Security o Warranty Security Additional Requirement o Justification as to the necessity of the purchase Justificationforthenecessityoftheprocurementthatcanonlybedone throughDirectContracting BACResolutiondulyapprovedbyLCEforModeofProcurement BACResolutionwhichstatesthat: o Study/surveyhasbeendonetodeterminethattherearenosub-dealersselling at lowerpricesandforwhichnosuitablesubstitutecanbeobtainedatmore advantageoustermstothegov’t o Result of BAC survey (confirmation of exclusivity) o o Copy of letterto selected supplierto submit a price quotation and conditions of sale Certificate of ExclusiveDistributorship issued by the principal underoath and authenticated by the embassy/consulatenearest the place of the principal, in case of foreign suppliers Mayor’s Permit Performance bond Warranty Security Copy of the Original Contract used as basis for repeat order indicating that the original contract was awarded through public bidding Certification from the Purchasing Department/Office that the supplier has complied with all the requirements under the original contract Performance Security Warranty Security Unitpricesmustbethesameorlowerthanthoseintheoriginal contract,providedsuchpricesarestillthemostadvantageousto thegov’tafterpriceverification Therepeatorderwill notresultinsplitting ofcontracts, requisitions,orpurchaseorders,asprovidedforinSec.54.1ofthe RevisedIRRofR.A.9184 Except in cases duly approved by the GPPB, availed only within six (6) months from the contracteffectivitydate stated in the Notice to Proceed arising from the original contract, and Repeat ordershall not exceed 25 % of the quantity of each item in the originalcontract Vehicles o Brochures –technical specifications o GSIS Insurance Policy o LTO OR and Certificate of Registration Repairand maintenance of vehicles o Latest/updated Vehicle Ledger –history of repair o Pre-repair evaluation report and approved detailed plans by the agency showing in sufficient detail the scope of work/extent of repair to be done o Waste Materials Report o Post Repair Inspection o Certificate ofAcceptance Certificate of Product Registration from FDA Certificate of Good Manufacturing Practice from FDA Batch Release Certificate from FDA List of Expiry dates duly signed by GSO Inspectorand CHO Pharmacist License to Operate Representation Expense -meetings o Agenda o Minutes of the Meeting o Attendance Sheets –duly certified correct Training Expense o Program Design o Attendance Sheets Numberofparticipantsandmenu–indicatedin thepurchaserequest andcanvass Note:perLFCRes#006-10Seriesof2010 Maximumamountallowedperparticipant/employee Meals(lunch,dinner)–P250.00 Snacks–P75.00 Schedule of Pakaon Billing Statement/Invoice Delivery Receipts Acknowledgment from the Brgy. Captain that lugaw was served in their area Sample Cloth Uniform/Shirt Design Program Design Distribution List –duly signed by recipients and certified correct by Dept. Head/Administrative Officer Affidavit of Publication Copy of Published Issue Bill/Statement ofAccount CD in case of TV/Radio Commercial Complete copy of the building floorplans indicating in shaded colors the rentable space Copy of Certificate of Occupancy of the building orappropriate approved documents showing the date the building was constructed orage of the building Complete description of the building as to type, kind and class, including its component parts and equipment facilities such as, but not limited to, parking areas, elevators,air-conditioning systems, firefighting equipments, etc. Copy of the Masterof Deed Declaration List of prevailing comparable property within the vicinity Vicinity Map Request for payment Bill/Invoices Agency evaluation of equipment utilization Pertinent data of area of operation Daily Equipment Utilization Report Pictures of theActivity/Project Billing Statment Certificate of Completion (if project was implemented in the Brgy – it should be signed by the Brgy. Captain) Accomplishment Report List of vehicles/equipment rented OBR, P.R., P.O. –same period as the bills/invoices GASTA Statement ofAccounts Summary List of Gasoline Consumption note: P.O. must be applicable only for the quarter canvassed/bidded Completedescription/specifications(brandname,model, make/countryoforigin,hp,pistondisplacement,capacity)and numberofunitsofdumptruckstobeused Completedescriptions/specifications(agecondition,brand,etc) andnumberofunitsofallotherequipmentstobeused Appropriate approved documents containing the terms and conditions, whetheroperated orbare rental forheavy equipment, whether pertrip orpackage deal; and other relevant condition The designated dumpsite/location Measurement in kilometers of the total distance covered by one (1) complete route forall the required routes to be travelled Estimated volume in cubic meters of garbage to be hauled from area of operation, including the basis for such estimates Accomplishment Report Request for payment Contractor’s Bill Certificate ofAcceptance Record ofAttendance/Service HaulingTrips Summary Summary of Garbage Collection Accomplishment Delivery Receipts of Hauling Accomplishments Delivery Receipts Price Range of Hauling Services Delivery Receipts Statements of Accounts Schedule of Pakaon Acknowledgment by the Brgy. Captain that lugaw was served in their area Summary of Delivery – indicate place and plate number Bidder’s bond Original Official Receipt If winning bidder Signed Purchase Order Performance Bond If losing bidder Waiver from supplier to request for reconsideration BAC Certification (losing bidder) Performance Bond Original Official Receipt Certificate of Acceptace/Cert. Photocopy of Acceptance & Inspection Report Photocopy of paid voucher or indicate ADV Number/Check Number Certification that supplies were fully utilized/consumed and found free from patent and latent defects / post completion reports & inspection report by CEO that construction has no defects – Infra Projects. Pictures of the Project Obr – original copy Letter to COA – 100% completed Statement of Work Accomplished and Time Elapsed Materials Inspection Report Bar Graph Schedule and S-Curve Project Accomplishment Statement Post Completion Report Form 171 – Project Inspection Report Infrastructure Contract Contractor’s Affidavit Notice of Award Notice to Proceed Letter request from supplier for inspection and billing Post Qualification Report Bid Evaluation Report Invitation to Bid Abstract of Bids Revised Program of Works Performance Bond Bidder’s Bond BAC Resolution to Award BAC Certificate of Eligibility Sketch Plan Bid Proposal/Detailed Estimates Change Order/Itemized Revision (if any) Letter Request of Change Order (if needed) Suspension order/Resume Order (if needed) Computation of Liquidated Damages (if delayed) Certificate of Appropriation (from CBO) Retention – if less than 50% accomplished = 10% based on amount of the accomplished portion If more than 50%accomplished = 5% of the total contract price Note: REIMBURSEMENT 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. OBR PURCHASEREQUEST PURCHASEORDER BACRESOLUTIONASTOMODEOFPROCUREMENT CANVASSOFPRICES ABSTRACTOFBIDS/CANVASS UTILIZATIONREPORT ACCEPTANCE&INSPECTIONREPORT REPORTOFDISBURSEMENT OFFICIALRECEIPTS/CASHINVOICES MEALS 1. AGENDA/MINUTES/PROGRAMDESIGN 2. ATTENDANCE SPORTINGGOODS 1. PROGRAMDESIGN 2. REQUEST/SOLICITATION 3. ACKNOWLEDGEMENTRECEIPT 4. DISTRIBUTIONLIST T-SHIRTS 1. PROGRAM DESIGN 2. DISTRIBUTION LIST 3. ILLUSTRATION 4. SAMPLE OFCLOTH SUPPLIES 1. REPORT OFUTILIZATION SEMI-EXPENDABLE SUPPLIES & MATERIALS 1. PROPERTYISSUANCE SLIP 2. INVENTORYCUSTODIAN SLIP SPARE PARTS, NEWSPAPERS 1. WASTE MATERIALS REPORT REPAIRS-VEHICLES & EQUIPMENTS 1. PRE-POST REPAIR INSPECTION 2. CERT. OFNORMALWEAR &TEAR 3. A.R.E. REPAIRS-BLDG. 1. COST ESTIMATE 2. ACCOMPLISHMENT REPORT End…….