PROCUREMENT SERVICES
Process Flow on RFQ REQUEST FOR QUOTATION 50k Above Shopping/SVP (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: 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 |
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| signature of Technical Working Group (TWG), other attachments (if applicable) |
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| 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) |
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| 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) |
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| 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 |
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| 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 |
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| 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 |
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| 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 |
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| 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 |
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| 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 |
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| recommendation to the Chancellor/ Office of the Vice Chancellor Administration |
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| 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 |
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| 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 |
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| End of transaction | |||||