PROCUREMENT SERVICES
Process Flow on Project Procurement Management Plan and Annual Procurement Plan (PPMP) and Annual Procurement Plan(APP) (Internal/External/Trust Funded Projects)
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: Four (4) hours
| STEP | ACTIONS TO BE TAKEN | DURATION OF ACTIVITY | STAFF IN-CHARGE | REQUIREMENTS/ FORMS | |
| CLIENT | SERVICE PROVIDER | ||||
| 1 | Submits excel file copy of Project Procurement Management Plan (PPMP) and Annual Procurement Plan (APP) with supporting documents through email. | Receives and schedule date and time of presentation of PPMPs to BAC Goods/Regular, Research and Infrastructure | 10 minutes Deadlines are as follow: Tuesday – for PPMP presentation under BAC Goods; Thursday – for PPMP presentation under BAC Research; and Friday – for PPMP presentation under BAC Infrastructure. Waiting time: 1 to 7 calendar days | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Soft Copy of PPMP and APP Approved Line Item Budget or Budget Clearance Soft copies that will be forwarded within the day of meeting will be scheduled on the following meeting of the corresponding BAC. |
| 2 | Informs end-user the schedule of PPMP presentation through e-mail /phone / personal conversation | 10 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | ||
| 3 | Fills up the attendance sheet. | Prepares the attendance sheet for PPMP presentation on or before the day of the BAC meeting | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Jaybee M. Punzalan | |
| 4 | Presents PPMP and APP to the appropriate BACs | 20 minutes | Soft Copy of PPMP Approved Line Item Budget(LIB) or Budget Clearance | ||
| 5 | Evaluates and assigns mode of procurement for items needed in the project/s | 20 minutes | BAC Goods, BAC Research BAC Infrastructure | ||
| 6 | Encodes the recommending mode of procurement as assigned by the BAC in the submitted soft copy of PPMP. | 10 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Soft Copy of PPMP Approved Line Item Budget or Budget Clearance | |
| 7 | Forwards the revised PPMP (with mode of procurement) via email to end-user. | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | ||
| 8 | Prints and submits the final copy of PPMP and APP for approval of the respective signatories within the College/Unit. | 10 minutes | Final hard copy of PPMP and APP Approved Line Item Budget or Budget Clearance | ||
| 9 | Receives the approved PPMP and APP (with the printed approved Line Item Budget or Budget Clearance from end- user | 10 minutes Deadline of submission of approved PPMP and APP (hard | Approved PPMP and APP (up to the respective signatories within their unit) Approved Line Item | ||
| copy) are as follow: Tuesday – for approval of BAC Goods; Thursday – for approval of BAC Research; and Friday – for approval of BAC Infrastructure. Waiting time: 1 to 7 calendar days | Budget or Budget Clearance PPMP and APP that will be forwarded after the meeting will be signed on the following meeting of the corresponding BAC. | ||||
| 10 | Signs the PPMP | 5 minutes | BAC Goods BAC Research BAC Infrastructure | ||
| 11 | Signs the APP | 5 minutes | Liza G. Custodio BAC Goods, BAC Research BAC Infrastructure | Approved PPMP and APP (up to the respective signatories within their unit) Approved Line Item Budget or Budget Clearance | |
| 12 | Scans the approved PPMP | 2 minutes | Marion Laurence A. Parot Ivan Lemuel R. Villegas | Approved PPMP | |
| 13 | Prepares transmittals / receiving copies of PPMP and APP for messenger | 5 minutes upon receipt of all scanned PPMP | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Approved PPMP and APP (up to the respective signatories within their unit) Approved Line Item Budget or Budget Clearance | |
| 14 | Forwards the APP to Budget Management Office | 5 minutes | Messenger | Approved PPMP Approved Line Item Budget or Budget Clearance | |
| 15 | Budget clearance in the APP (for General, Revolving and Internally-Funded Trust Funds) | 15 minutes Estimated waiting time upon receipt of PPMP and APP: 7 calendar days | Ms. Ethel Cabral, Chief of Budget Management Office | Approved PPMP Approved Line Item Budget or Budget Clearance | |
| 16 | Forwards the PPMP and APP to Accounting Office | 5 minutes | Messenger | Approved PPMP Approved Line Item Budget or Budget Clearance | |
| 17 | Certifies funds availability in the APP (for General, Revolving, Internally- and Externally-Funded Trust Funds) | 15 minutes Estimated waiting time upon receipt of PPMP and APP: 7 calendar days | Ms. Marie Claire L. Raymundo, Officer-In- Charged, Accounting Office | Approved PPMP Approved Line Item Budget or Budget Clearance | |
| 18 | Forwards the PPMP and APP to the Office of the Vice Chancellor for Administration | 5 minutes | Messenger | Approved PPMP Approved Line Item Budget or Budget Clearance | |
| 19 | Signs the APP | 15 minutes Estimated waiting time upon receipt of PPMP and APP: 7 calendar days | Crisanto A. Dorado, Vice Chancellor for Administration | Approved PPMP Approved Line Item Budget or Budget Clearance | |
| 20 | Forwards the PPMP and APP to the Office of the Chancellor for approval | 15 minutes | Messenger | Approved PPMP Approved Line Item Budget or Budget Clearance | |
| 21 | Signs and approves APP | 15 minutes Estimated waiting time upon receipt of PPMP and APP: 7 calendar days | Fernando C. Sanchez, Jr., Chancellor | Approved PPMP Approved Line Item Budget or Budget Clearance | |
| 22 | Returns/forwards the approved PPMP and APP to the BAC Secretariat | 15 minutes | Messenger | Approved Line Item Budget or Budget Clearance | |
| 23 | Receives the approved PPMP, APP and Line Item Budget or Budget Clearance | 5 minutes | Willbert D. Hosme | Approved Line Item Budget or Budget Clearance | |
| 24 | Scans the approved PPMP and APP | 2 minutes per document | Marion Laurence A. Parot Ivan Lemuel R. Villegas | Approved Line Item Budget or Budget Clearance | |
| 25 | Forwards the approved PPMP and APP to end-user | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Approved Line Item Budget or Budget Clearance | |
| 26 | Files the receiving copy of the approved PPMP and APP | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Approved PPMP and APP | |
| End of transaction | |||||