PROCUREMENT SERVICES

Single Charter
Single Charter
Service Provider:
Schedule:
Clients:
Fee:
Processing Time:

PROCUREMENT SERVICES

Single Charter
Single Charter
Service Provider:
Schedule:
Clients:
Fee:
Processing Time:

PROCUREMENT SERVICES

Process Flow on RFQ REQUEST FOR QUOTATION 50k Above Shopping/SVP (Internal/External/Trust Funded Projects)
Home
Service Provider: Bids and Awards Committee (BAC)and BAC Secretariat – Goods, Infrastructure, Research and Administrative Services
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: University Personnel and Students/End-Users
Fee: None
Processing Time: 1 hour and 40 minutes; 3 days posting and 1 hour waiting time for signature of HoPE/OVCA

PROCUREMENT SERVICES

Process Flow on RFQ REQUEST FOR QUOTATION 50k Above Shopping/SVP (Internal/External/Trust Funded Projects)
Home

Service Provider: Bids and Awards Committee (BAC)and BAC Secretariat – Goods, Infrastructure, Research and Administrative Services
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: University Personnel and Students/End-Users
Fee: None
Processing Time: 1 hour and 40 minutes; 3 days posting and 1 hour waiting time for signature of HoPE/OVCA

STEP ACTIONS TO BE TAKEN DURATION OF ACTIVITY STAFF IN-CHARGE REQUIREMENTS/ FORMS
CLIENT SERVICE PROVIDER
1 Submits Purchase Request (PR), Request for Quotation (RFQ) Approved PPMP and APP Receives documents, encodes Request for Quotation (RFQ)
Stamping and recording assigning control number; set the deadline of submission for opening and scanning the RFQ
5 minutes Willbert D. Hosme Arnold V. Dao Marion Laurence A.
Parot
Purchase Request (PR)
Approved PPMP and APP
Request for Quotation (RFQ) with proper specifications of items to be procured with signature of Technical Working Group (TWG), other
attachments (if applicable)
2   Returns copies of numbered Request for Quotation(s) (RFQ) to the end-users for distribution/canvassing to prospective suppliers/bidders 5 minutes Willbert D. Hosme Arnold V. Dao Purchase Request (PR)
Approved PPMP and APP
Request for Quotation (RFQ) with proper specifications of items to be procured with
          signature of Technical Working Group (TWG), other attachments (if
applicable)
3   Posts numbered Request for Quottations (RFQs) in PhilGEPS , UPLB BAC websites and other conspicuous place for three (3) calendar days (CDs) 5 minutes Willbert D. Hosme Arnold V. Dao Numbered Request for Quotations (RFQ) with proper specifications of items to be procured with signature of Technical Working
Group (TWG)
4 Distributes numbered Request for Quotation(s) (RFQ) to the prospective suppliers/bidders   Within 3 days/ on or before the set deadline   Request for Quotation (RFQ) with proper specifications of items to be procured with signature of Technical Working Group (TWG), other attachments (if
applicable)
5   Opens submitted Requests for Quotations 5 minutes BAC Goods BAC Research
BAC Infrastructure with the assistance of BAC Secretariat staff
Filled-up Request for Quotation(s) (RFQs) and supporting documents submitted by the prospective
suppliers
6   Prepares Abstracts of Bids/Quotations based on the submitted Request for Quotations (RFQs) 15 minutes Marion Laurence A. Parot
Ivan Lemuel Villegas
Abstract of Quotations (AOQ) Filled-up Request for Quotation(s) (RFQs) and supporting documents submitted by the prospective
suppliers
7   Evaluates and recommends Lowest Calculated Bid (LCB) 30 minutes BAC Goods BAC Research
BAC Infrastructure Technical Working Group (TWG)
Abstract of Quotations (AOQ) Filled-up Request for Quotation(s) (RFQs) and supporting documents submitted by the prospective
suppliers
8   Scans and records Abstract of Quotations, Purchase Requests and other necessary documents 30 minutes Marion Laurence A. Parot
Ivan Lemuel Villegas
Abstract of Quotations (AOQ) Filled-up Request for Quotation(s) (RFQs) and supporting documents submitted
by the prospective suppliers
9   Records and forwards Abstract of Quotations (AOQ) including all the supporting documents to the Office of the Chancellor/Vice-Chancellor for Administration 5 minutes Willbert D. Hosme Abstract of Quotations (AOQ) Filled-up Request for Quotation(s) (RFQs) and supporting documents submitted by the prospective suppliers with BAC recommendation to the Chancellor/ Office of the Vice Chancellor
Administration
10   Approves/disapproves Abstract of Bids as recommended by the BAC One (1) day upon receipt of documents Chancellor/Vice Chancellor for Administration Abstract of Quotations (AOQ) Filled-up Request for Quotation(s) (RFQs) and supporting documents submitted by the prospective
suppliers with BAC
          recommendation to the Chancellor/ Office of the Vice Chancellor
Administration
11   Forwards Abstract of Quotations (AOQs) to the end-user for Purchase Order preparation 30 minutes upon signing of documents by the Chancellor/ Vice Chancellor
for Administration
   
12 Prepares Purchase Order for items to be procured       Abstract of Quotations (AOQ) Filled-up Request for Quotation(s) (RFQs) and supporting documents submitted by the prospective suppliers with BAC recommendation to the Chancellor/ Office of the Vice
Chancellor Administration
End of transaction