ACCOUNTING SYSTEM FOR PROCUREMENT

Report
 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…….

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