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University of the Philippines Los Baños

Bids and Awards Committee

PROCUREMENT SERVICES

Public Biddings – Process Flow of Contract Preparation, Signing and Approval for Infrastructure Projects, Consulting Services and other services
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Public Biddings – Process Flow of Contract Preparation, Signing and Approval for Infrastructure Projects, Consulting Services and other services
Service Provider: BAC and BAC Secretariat (Infrastructure, Research, Goods/Regular)
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: Winning Supplier/Contractor
Fee: None
Processing Time: Two (2) hours and Fifteen(15) Minutes

STEP
ACTIONS TO BE TAKEN
DURATION OF ACTIVITY
STAFF IN-CHARGE
REQUIREMENTS/ FORMS
CLIENTSERVICE PROVIDER
1 Prepares the draft contract for infrastructure projects, consulting services and other services20 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. UnsonApproved and signed BAC Resolution and Notice of Award
2 Presents the draft contract to the BAC and Legal Consultant30 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. UnsonApproved and signed BAC Resolution and Notice of Award
3 Signs the contract5 minutesBAC Chair 
4 Coordinates and emails the winning contractor/consultant/supplier regarding the signing of the contract5 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson
Mercy Gladys Cuenca		 
5Signs and receives the contract 5 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. Unson
Mercy Gladys Cuenca		Signed contract by the supplier/ contractor
6 Forwards the signed contract to the Chief Administrative Officer (CAO) of Budget Management Office (BMO) for Budget5 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. AquinoSigned contract by the supplier/ contractor
  Clearance Judith D. Unson Mercy Gladys CuencaPurchase Request
7 Signs and provide budget clearance for the project10 minutesEthel T. Cabral,
Chief Administrative Officer		Signed contract by the supplier/ contractor Purchase Request
8 Returns/forwards to the BAC Secretariat the signed and budget cleared contract5 minutesBudget Management Office (BMO) Staff-in- chargeSigned and budget cleared contract
Purchase Request
9 Forwards the signed and budget cleared contract to the Chief Accountant for Certification of Funds Availability5 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. UnsonSigned and budget cleared contract
Purchase Request
10 Signs and provides Certification of Funds Availability for the project10 minutesChief AccountantSigned and budget cleared contract
Purchase Request
11 Returns/forwards to the BAC Secretariat the signed, budget cleared and with funds available contract5 minutesAccounting Office Staff-in-chargeSigned, budget cleared and with funds available contract
Purchase Request
12 Forwards the signed, budget cleared and with funds available contract to the Vice Chancellor for Planning and Development/ Vice Chancellor for Administration5 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. UnsonSigned, budget cleared and with funds available contract
Purchase Request
Pertinent documents as attachment of the contract
13 Signs the contract10 minutesMarish S. Madlangbayan, Vice-Chancellor for Planning and Development
Crisanto A. Dorado, Vice Chancellor for Administration		Signed, budget cleared and with funds available contract
Purchase Request
Pertinent documents as attachment of the
contract
14 Forwards to the Office of the Chancellor the signed contract5 minutesOVCPD/OVCA
Staff-in-charge		Signed, budget cleared and with funds available contract
Purchase Request
Pertinent documents as attachment of the
contract
15 Signs the contract10 minutesFernando C. Sanchez, Jr, ChancellorSigned, budget cleared and with funds available contract
Purchase Request
Pertinent documents as attachment of the
contract
16 Returns/forwards to the BAC Secretariat the signed contract5 minutesOffice of the Chancellor Staff-in-chargeSigned, budget cleared and with funds available contract
Purchase Request
     Pertinent documents as attachment of the
contract
17 *If the contract is above PhP50,000,000.00
Forwards the signed contract to the Office of the Executive Vice-President		5 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino Judith D. UnsonSigned, budget cleared and with funds available contract
Purchase Request
Pertinent documents as attachment of the
contract
18 Signs the contract10 minutesTeodoro J. Herbosa, Executive Vice- President
By Authority of the UP President		Signed, budget cleared and with funds available contract
Purchase Request
Pertinent documents as attachment of the
contract
19 Returns/forwards to the BAC Secretariat the signed contract5 minutesOffice of the Executive Vice-President
Staff-in-charge		Signed, budget cleared and with funds available contract
Purchase Request
Pertinent documents as attachment of the
contract
20 Receives and records the signed contract5 minutesWillbert B. HosmeSigned, budget cleared and with funds available contract
     Purchase Request
Pertinent documents as attachment of the contract
21 Coordinates and emails the winning contractor/consultant/supplier regarding the notarization of the contract5 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino
Judith D. Unson		 
22Receives and returns the notarized contract 5 minutesJaybee M. Punzalan Rosella A. Villegas Rhea G. Aquino
Judith D. Unson		Notarized contract by the supplier/ contractor
End of transaction