PROCUREMENT FLOWCHART

ANNUAL PROCUREMENT PLAN (APP) PURCHASE ORDERS & CONTRACTS SUPPLIES & MATERIALS IN GOOD CONDITION MEET END-USERS SUPPLY REQUIREMENTS

PLANNING

PROCUREMENT DIVISION

SOURCING & ORDERING

RECEIPT & STORAGE

SUPPLY OFFICE

DISTRIBUTION

PLANNING

PROCUREMENT FLOWCHART PLANNING

PREPARATION OF ANNUAL PROCUREMENT PLAN (APP)

OFFICES, PROJECTS, PROGRAMS

WITHIN 3RD QTR PRECEDING YEAR

CONSOLIDATION OF APP

Proc. Office BAC Secretariat

APPROVAL OF APP

Office of the Pres.

PROCUREMENT FLOWCHART PLANNING

REQD INFORMATION IN APP :

PACKAGES PROCUREMENT METHODS TO BE ADOPTED ACTIVITY BUDGET ALLOCATED FOR EACH

TYPE OF CONTRACT TO BE EMPLOYED EXTENT/SIZE OF CONTRACT SCOPES/

TIME SCHEDULE OF EACH PROCUREMENT PROVISIONS FOR EMERGENCIES

MAY BE UPDATED AS NECESSARY REQD FOR PROJECT IMPLEMENTATION

PROCUREMENT FLOWCHART PLANNING

LOCAL FUNDING (GOP) PRESCRIBED MODE PUBLIC BIDDING ALTERNATIVE MODES PER RA 9184: BAC

LOCAL SHOPPING LIMITED SOURCE BIDDING DIRECT CONTRACTING NEGOTIATED PROCUREMENT REPEAT ORDER
PURCHASE THRU PS-DBM

< 500,000 Procurement > 500,000 BAC

Procurement

Requisition Processing

PROCUREMENT FLOWCHART Requisition Processing

SUBMISSION OF APPROVED PURCHASE REQUEST End-user

VERIFICATION OF PR AGAINST APP

Procurement

SELECTION OF PROCUREMENT MODE

BAC

PROCUREMENT FLOWCHART PUBLIC BIDDING

PREPARATION OF INVITATION TO APPLY FOR ELIGIBILITY AND TO BID (IAEB) & BID DOCUMENTS

Procurement, End-user

PRE- PROCUREMENT CONFERENCE REVIEW & APPROVAL OF ITB & BID DOCUMENTS ADVERTISEMENT ISSUANCE OF BID DOCUMENTS

BAC, TWG, Procurement BAC, TWG

Philgeps (min. 7 cal. Days, 1 nationwide newspapers

Procurement BAC Sec. Procurement BAC Sec.

PROCUREMENT FLOWCHART PUBLIC BIDDING

BID PREPARATION BAC Sec.

PRE-BID CONFERENCE PREPARATION & ISSUANCE OF BID BULLETINS

BAC, TWG & BAC Sec. BAC, TWG, BAC Sec.

BID OPENING (INCL. ELIGIBILITY CHECK)

BAC, BAC Sec., TWG & Observers

PROCUREMENT FLOWCHART PUBLIC BIDDING

BID EVALUATION REPORT & POSTQUALIFICATION

TWG

BAC RESOLUTION

BAC, BAC Se.

APPROVAL & ISSUANCE OF NOTICE OF AWARD

Office of the Pres., BAC Procurement, Signatories, & concerned Offices

PO/CONTRACT PREPARATION & PROCESSING

PROCUREMENT FLOWCHART PUBLIC BIDDING

APPROVAL OF PO/CONTRACT Signatories MAXIMUM 15 C D

SUBMISSION OF PERFORMANCE SECURITY

Supplier

MAXIMUM 7CD

ISSUANCE OF APPROVED PO/CONTRACT & NOTICE TO PROCEED FORWARD SERVED PO/CONTRACT TO SUPPLIER/BIDDER

Procurement

WITHIN 2 CD

Procurement

WITHIN 1 CD

PROCUREMENT FLOWCHART PUBLIC BIDDING

PERIOD OF ACTION ON PROCUREMENT ACTIVITIES

GOODS
Earliest Possible Time Allowable Time

INFRA 28 CD

CONSULTANCY 34 CD

28 CD

114 CD

113CD

170 CD

PROCUREMENT FLOWCHART SHOPPING

PREPN OF REQUEST FOR QUOTATION DOCUMENTS
Procurement

REVIEW & APPROVAL OF RFQ DOCUMENTS

POSTING ISSUANCE OF RFQ DOCUMENTS OPENING OF QUOTATIONS

Procurement, TWG Procurement

Procurement

Philgeps 7 CD

Procurement

WITHIN 1 CD

PROCUREMENT FLOWCHART SHOPPING

EVALUATION OF QUOTATIONS
TWG, Procurement

WITHIN 3 CD WITHIN 1 CD WITHIN 5 CD

NOTIFICATION OF AWARD

Procurement

PO/CONTRACT PREPARATION & PROCESSSING

Procurement Signatories, Others

APPROVAL OF PO/CONTRACT

Signatories

WITHIN 5 CD

PROCUREMENT FLOWCHART SHOPPING

ISSUANCE OF APPROVED PO/CONTRACT & NOTICE TO PROCEED
FORWARD SERVED PO/CONTRACT TO SUPPLIER
Procurement

WITHIN 2 CD

Procurement

WITHIN 1 CD

NEEDS AT LEAST 3 QUOTATIONS

ESTIMATED TIME FROM ADVERTISEMENT TO TURNOVER OF DOCUMENTS FOR DELIVERY

APPROXIMATELY 24 CD

 LIMITED SOURCE BIDDING BAC BIDDING THRU DIRECT INVITATION TO PRE-

PROCUREMENT FLOWCHART ALTERNATIVE MODES

SELECTED SUPPLIERS HIGHLY SPECIALIZED ITEMS OR MAJOR PLANT COMPONENTS

BAC, BAC Sec.

PREPARATION & APPROVAL OF INVITATION TO APPLY FOR ELIGBILITY AND TO BID & BID DOCUMENTS

SELECTION OF PROSPECTIVE BIDDERS

BAC, BAC Sec.

PROCEEDS AS WITH USUAL BIDDING PROCESS

ISSUANCE OF INVITATION FOR BIDS & BID DOCUMENTS TO SELECTED BIDDERS

BAC, BAC Sec. Procurement

PROCUREMENT FLOWCHART ALTERNATIVE MODES DIRECT CONTRACTING Procurement PRICE QUOTATION SECURED DIRECTLY FROM A
SPECIFIC SUPPLIER

PROPRIETARY ITEMS (PATENTED OR COPYWRITED)

OR FROM EXCLUSIVE DISTRIBUTORS

CRITICAL PLANT COMPONENTS

SUBMISSION OF QUOTATION & CERTIFICATE OF EXCLUSIVE DISTRIBUTORSHIP SUBMISSION OF CERTIFICATE OF NO SUBSTITUTE
Supplier

End-user

PROCEEDS WITH USUAL PO/ CONTRACT PROCESSING

PROCUREMENT FLOWCHART ALTERNATIVE MODES NEGOTIATED PROCUREMENT BAC 2 BID FAILURES PURCHASE FROM ANOTHER GOVT AGENCY EMERGENCY SITUATIONS TAKE-OVER OF CONTRACTS ADJACENT TO ON-GOING INFRA PROJECT
IDENTIFICATION OF SUPPLIER SCHEDULING OF NEGOTIATION MEETING NEGOTIATION MEETING
BAC, Procurement

BAC Sec, Procurement

PROCEEDS WITH USUAL PO/ CONTRACT PROCESSING

BAC, BAC Sec. Supplier

PROCUREMENT FLOWCHART ALTERNATIVE MODES REPEAT ORDER MADE WITHIN 6 MONTHS

Procurement

SAME PRICE WILL NOT RESULT IN SPLITTING OF CONTRACT

NOT > 25% OF QUANTITY OF ORIGINAL PURCHASE
PROCEEDS WITH USUAL PO/ CONTRACT PROCESSING

SUBMISSION OF UPDATED QUOTATION

Supplier

PROCUREMENT FLOWCHART ALTERNATIVE MODES

Procurement PURCHASE THRU PS-DBM COMMONLY USED ITEMS IN GOVT AGENCIES AVAILABLE AT PS-DBM CATALOG PAYMENT MADE IN ADVANCE VERIFICATION OF AVAILABILITY OF ITEMS (PS Virtual Store)

Procurement

PREPARATION & APPROVAL OF AGENCY PROCUREMENT REQUEST

Procurement, Signatories

PREPARATION OF ADVANCE PAYMENT VOUCHER

Budget & Acctg.

PROCUREMENT FLOWCHART ALTERNATIVE MODES

PROCESSING OF ADVANCE PAYMENT VOUCHER
Budget & Acctg.

REMITTANCE OF PAYMENT TO PS-DBM

Prepared and Submitted by: PROCUREMENT OFFICE