PROCUREMENT SERVICES
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) |
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| 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) |
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| End of transaction | |||||