PROCUREMENT SERVICES
Process Flow for End-User(s) Requests for Referendum of Abstracts of Quotations
Service Provider: BAC Secretariat, End-users, Messengers
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: University Personnel and Students/End-Users
Fee: None
Processing Time: One (1) hour and Nine (9) minutes BAC Secretariat Internal Processes - excludes one (1) day and 4 hours waiting time with BAC, End-users and OVCA/OC
| STEP | ACTIONS TO BE TAKEN | DURATION OF ACTIVITY | STAFF IN-CHARGE | REQUIREMENTS/ FORMS | |
| CLIENT | SERVICE PROVIDER | ||||
| 1 | Submits letter request for referendum of Abstract of Quotations prepared by the Bids and Awards Committee Secretariat (BACSec) | Receives the letter request with appropriate attachments | 5 minutes | Willbert D. Hosme | Letter request, Abstract of Quotation (AOQ), Approved PPMP and APP Request for Quotations (RFQ)/Canvasses (minimum of three), Other attachments (Supplier’s Legal documents – Mayor’s permit,PhilGEPS registration number) |
| 2 | Waits for the Bids and Awards Committee (BAC) decision | Informs the BAC regarding the request for referendum of end-user | 2 minutes Waiting time: 2 hours |
Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Letter request, Abstract of Quotation (AOQ), Approved PPMP and APP Request for Quotations (RFQ)/Canvasses (minimum of three), Other attachments |
| (Supplier’s Legal documents – Mayor’s permit, PhilGEPS registration number) |
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| 3 | Approves/disapproves request for referendum | 10 minutes | BAC Goods, Research, Infrastructure | ||
| 4 | Informs the end-user regarding the decision of the BAC The letter request will be included in the upcoming meeting of the respective Bids and Awards Committee (BAC) if the request is disapproved/not for referendum |
2 minutes Waiting time: 2 hours |
Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | ||
| 5 | Picks-up documents acted upon by the Bids and Award Comes to the Bids and Awards Committee (BAC) Secretariat Office and collects the documents |
Releases documents for BAC evaluation and action | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Abstract of Quotation (AOQ), Approved PPMP and APP Request for Quotations (RFQ)/Canvasses (minimum of three) Other attachments i.e. Supplier’s Legal documents – Mayor’s permit, PhilGEPS |
| 6 | Proceeds to the offices of the members of the respective BAC and have them sign the document, if the request is approved | 1 day | End-user representative | List of members of the respective BAC, letter request, Abstract of Quotation (AOQ), approved PPMP and APP, canvasses (minimum of three), other attachments (if applicable) |
|
| 7 | Evaluates, awards and recommends approval of the Abstract of Quotation to the Chancellor/Vice-Chancellor for Administration |
30 minutes | BAC Goods BAC Research BAC Infrastructure |
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| 8 | Submits documents to the Office of the Vice Chancellor for Administration (OVCA) for approval | 30 minutes | Dr. Crisanto A. Dorado, Vice Chancellor for Adminstration End-user representative |
Abstract of Quotation (AOQ), Approved PPMP and APP Request for Quotations (RFQ)/Canvasses (minimum of three) Other attachments i.e. Supplier’s Legal documents – Mayor’s permit, PhilGEPS |
|
| 8 | Scans the document upon approval of Vice Chancellor for Administration, and submits the scanned copy to the respective email addresses of the recording secretaries per BAC, if the request is approved | 5 minutes | End-user representative | Abstract of Quotation (AOQ), Approved PPMP and APP Request for Quotations (RFQ)/Canvasses (minimum of three) Other attachments i.e. Supplier’s Legal documents – Mayor’s permit, PhilGEPS |
|
| End of transaction | |||||