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University of the Philippines Los Baños

Bids and Awards Committee

PROCUREMENT SERVICES

Preparation of Transmittals to Office of the Vice Chancellor for Administration
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Preparation of Transmittals to Office of the Vice Chancellor for Administration
Service Provider: BAC Secretariat – Goods, Infrastructure, Research and Administrative Services
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: University Personnel/End-Users, Suppliers, Office of the Chancellor (OC)/Vice Chancellor for Administration (OVCA)
Fee: None
Processing Time: One (1) hour and Forty-five (45) minutes
STEP ACTIONS TO BE TAKEN DURATION OF ACTIVITY STAFF IN-CHARGE REQUIREMENTS/ FORMS
CLIENT SERVICE PROVIDER
1   Sorts documents (i.e. letter requests, direct contracting, emergency purchase, purchase request, abstract of quotations) from the recent meeting. 5 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Letter requests from end-users or suppliers/Direct Contracting form/ Emergency Purchase form/Purchase Requests/Abstract of
Quotations
2   Records the transmittal of documents (i.e. letter requests, direct contracting, emergency purchase, purchase request, abstract of quotations) as discussed in the regular BAC meeting(s) which are for action and/or approval of the Chancellor through the Vice Chancellor for
Administration (OVCA)		 10-30 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Letter requests from end-users or suppliers/Direct Contracting form/ Emergency Purchase form/Purchase Requests/Abstract of
Quotations
3   Checks the data included in the transmittal from the actual documents. 2 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Letter requests from end-users or suppliers/Direct Contracting form/ Emergency Purchase form/Purchase Requests/Abstract of
Quotations
4   Prints the transmittal into three copies (receiving copy of the messenger-in- charge, OVCA, and file copy of OVCA) 5 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S.
Cuenca		 Soft copy of the transmittal
5   Signs three copies of transmittal. 2 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S.
Cuenca		 Printed transmittal
6   Clips/ties the documents with the transmittal. 1 minute Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Letter requests from end-users or suppliers/Direct Contracting form/ Emergency Purchase form/Purchase Requests/Abstract of Quotations
Signed and Printed transmittal
7   Sends the transmittal to the OVCA. 30 minutes Part-time Messenger-in- charge:
Glenn E. Lebornio (CEAT)
Pablo Rivera (DTRI)		 Letter requests from end-users or suppliers/Direct Contracting form/ Emergency Purchase form/Purchase Requests/Abstract of Quotations
Signed and Printed transmittal
8   Presents the receiving copy to the receiving personnel of OVCA for signing and submits the documents with the file copy of transmittal 5 minutes Part-time Messenger-in- charge:
Glenn E. Lebornio (CEAT)
Pablo Rivera (DTRI)		 Letter requests from end-users or suppliers/Direct Contracting form/ Emergency Purchase
form/Purchase Requests/
          Abstract of Quotations
Signed and Printed transmittal
9   Returns to BAC Secretariat the receiving copy of transmittal from the OVCA. 30 minutes Part-time Messenger-in- charge:
Glenn E. Lebornio (CEAT)
Pablo Rivera (DTRI)		 Receiving copy of the transmittal signed by Receiving personnel from OVCA
End of transaction