PROCUREMENT SERVICES

Process Flow for End-User(s) Requests for Referendum - due to Unforeseen Contingencies/Emergency Needs
Process Flow for End-User(s) Requests for Referendum – due to Unforeseen Contingencies/Emergency Needs
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: 21 Minutes for BAC Secretariat Internal Office Processes; 3 days waiting time at the End-User’s responsibility
STEP ACTIONS TO BE TAKEN DURATION OF ACTIVITY STAFF IN-CHARGE REQUIREMENTS/ FORMS
CLIENT SERVICE PROVIDER
1 Submits letter request for recommending approval to the Chancellor/Vice-Chancellor for Administration to procure needed materials/ supplies under alternative mode of procurement Receives the letter request with appropriate attachments 5 minutes Willbert D. Hosme Letter request with justification Purchase Request (PR)
Approved PPMP and APP
Request for Quotation (RFQ) with signature of Technical Working Group (TWG)
Other attachments (if applicable)
2   Informs the BAC regarding the request for referendum by the end-user 2 minutes
Waiting time: 2 hours
Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Letter request with justification Purchase Request (PR)
Approved PPMP and APP or Request for Quotation (RFQ) with signature of Technical Working
Group (TWG)
          Other attachments (if applicable)
3   Informs the end-user regarding the decision of the BAC 2 minutes
Waiting time: 2 hours
Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S.
Cuenca
 
4 Waits for the Bids and Awards Committee (BAC) recommendation regarding the assigned mode of procurement for items/services to be procured
The letter request will be incorporated in the upcoming meeting of the respective Bids and Awards Committee (BAC) if the request is disapproved/not for
referendum.
Attaches the list of members of BAC with their respective offices and a note for the end-user to scan the documents upon approval of the BAC and Vice Chancellor for Administration.
For records and reporting purposes, the scanned documents shall be forwarded to the respective email addresses of the recording secretaries per BAC, if the request is approved
2 minutes
Waiting time for end-user: 1 day
Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S.
Cuenca
List of members of the respective BAC, letter request, Purchase Request (PR), approved PPMP and APP,
blank RFQ with signature of Technical Working Group (TWG), other attachments (if
applicable)
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
Gives the documents and instructs the procedure to the end-user, if the request is approved 5 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca List of members of the respective BAC, letter request, Purchase Request (PR), approved PPMP and APP,
blank RFQ with signature of Technical Working Group (TWG), other attachments (if
applicable)
6 Proceeds to the offices of the members of the respective Bids and Awards Committee (BAC) and have them sign the document, if the request is approved   1 day End-user representative Letter request, Purchase Request (PR), approved PPMP and APP,
blank RFQ with signature of Technical Working
          Group (TWG), other attachments (if
applicable)
7 Proceeds to the Office of the Vice Chancellor for Administration (OVCA) for approval of document if the request is approved   1 day Dr. Crisanto A. Dorado, Vice Chancellor for Administration
End-user representative
Letter request, Purchase Request (PR), approved PPMP and APP,
blank RFQ with signature of Technical Working Group (TWG), other attachments (if
applicable)
8 Scans the document upon approval of Vice Chancellor for Administration, and sends the scanned copy to the respective email addresses of the recording secretaries per BAC, if the request is approved   1 day End-user representative Letter request, Purchase Request (PR), approved PPMP and APP,
blank RFQ with signature of Technical Working Group (TWG), other attachments (if
applicable)
9   Posts the PR and RFQ in PhilGEPS and BAC websites, and assigns RFQ number for PRs with Approved Budget of Contract (ABC) worth PhP50,000.00, if letter was approved for Alternative Mode of
Procurement
5 minutes per letter Willbert D. Hosme Arnold V. Dao Letter request, PR, approved PPMP and APP, blank RFQ with signature of TWG, other attachments (if
applicable)
End of transaction