PROCUREMENT SERVICES
Process Flow for End-User(s) Requests for Change in Mode of Procurement
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: Thirty Six (36) minutes
| STEP | ACTIONS TO BE TAKEN | DURATION OF ACTIVITY | STAFF IN-CHARGE | REQUIREMENTS/ FORMS | |
| CLIENT | SERVICE PROVIDER | ||||
| 1 | Submits letter request for change in mode of procurement with justification | Receives the letter request with appropriate attachments | 5 minutes | Willbert D. Hosme | Letter request, 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 | Includes the request in the agenda for the upcoming BAC regular meeting | 2 minutes per letter | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Letter request, 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) |
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| 3 | Approves / Disapproves and signs the request letter and PR | 5 minutes per letter | BAC Infrastructure, Goods and Research | Letter request, 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) |
|
| 4 | Scans the letter, Purchase Request (PR) with BAC action and RFQ | 5 minutes per letter | Ivan Lemuel R. Villegas Marion Laurence A. Parot |
Letter request, Purchase Request (PR) with BAC action, 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) |
|
| 5 | Forwards the letter request with BAC action to the Vice-Chancellor for Administration/ Chancellor for final action/approval OC/OVCA staff returns the documents to the end-users. |
5 minutes | Willbert D. Hosme | Letter request, Purchase Request (PR) with BAC action, 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) |
|
| 6 | Consolidates the items in the PR for procurement activities through Public Bidding, if the letter was disapproved for Alternative Mode of Procurement | 30 minutes | Jaybee M. Punzalan Rhea G. Aquino Judith D. Unson Rosella A. Villegas | Letter request, PR, approved PPMP and APP, blank RFQ with signature of TWG, other attachments (if applicable) |
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| 7 | Prepares transmittal and receiving copy for messenger, if letter was approved for Alternative Mode of Procurement | 2 minutes per letter | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Letter request, PR, approved PPMP and APP, blank RFQ with signature of TWG, other attachments (if applicable) |
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| End of transaction | |||||