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PPMP AND APP FORMAT for the Year 2022
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UPLB STANDARD SPECIFICATIONS
Scientific, Scholarly, or Artistic Work, Exclusive Technology and Media Services
Direct Contracting
Emergency Purchase/Unforeseen Contingency
UPLB Visitor’s Commitment to Disclose Health Events of Public Health Concern
Request for Quotation (RFQ) Format

University of the Philippines Los Baños

Bids and Awards Committee

PROCUREMENT SERVICES

Process Flow for End-User(s) Requests for Referendum of PPMP
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Process Flow for End-User(s) Requests for Referendum of PPMP
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: Fifteen (15) minutes BAC Secretariat Internal Processes; four (4) days waiting time at the End-Users’ responsibility
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, PPMP, APP, other attachments (if
applicable)
2   Informs the BAC regarding the request for referendum of end-user 2 minutes
Waiting time: 2 hours		 Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Letter request, Project Procurement Management Plan (PPMP), Annual Procurement Plan (APP), other attachments i.e. Line Item Budget,
Memorandum of Agreement
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   Signs the APP 2 minutes Liza G. Custodio, BAC Secretariat Chair Project Procurement Management Plan (PPMP), Annual Procurement Plan
(APP), other
          attachments i.e. Line Item Budget, Memorandum of
Agreement
5 Waits for the letter with attachments to be included in the upcoming meeting of the respective BAC, if the request is disapproved Attaches the list of members of BAC with their respective offices and a note for the end-user to scan the PPMP approved by the BAC, and APP approved by the BAC Chair, Chief of Accounting Office, Vice Chancellor for Administration and Chancellor. 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		 Project Procurement Management Plan (PPMP), Annual Procurement Plan (APP), other attachments i.e. Line Item Budget, Memorandum of Agreement
6 Proceeds to the 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, PPMP, APP, other attachments (if
applicable)
7 Proceeds to the offices of the members of the respective BAC and have them sign the PPMP and APP, if the request is approved   4 hours End-user representative List of members of the respective BAC, letter request, PPMP, APP, other
attachments (if applicable)
8 Proceeds to Accounting Office for the Chief of Accounting Office to sign and approve the APP   4 hours End-user representative Approved letter request, PPMP, APP, other attachments (if
applicable)
9   Sign and approves the APP 15 minutes
Waiting time upon receipt of PPMP and APP:
7 calendar days		 Chief of Accounting Office Approved letter request, PPMP, APP, other attachments (if applicable)
10 Receives the PPMP and APP approved by the Chief of Accounting Office.
Forwards the PPMP and APP to the Office of the Vice Chancellor for Administration for approval		   1 day End-user representative/ Messenger In-Charge Approved letter request, PPMP, APP, other attachments (if applicable)
11   Sign and approves the APP 15 minutes
Waiting time upon receipt of PPMP and APP:
7 calendar days		 Vice Chancellor for Administration Approved letter request, PPMP, APP, other attachments (if applicable)
12 Receives the PPMP and APP approved by the Vice Chancellor for Administration
Forwards the PPMP and APP to
the Office of the Chancellor for approval		   1 day End-user representative/ Messenger In-Charge Approved letter request, PPMP, APP, other attachments (if applicable)
13   Sign and approves the APP 15 minutes
Waiting time upon receipt of PPMP and APP:
7 calendar days		 Chancellor Approved letter request, PPMP, APP, other attachments (if applicable)
14 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 Approved letter request, PPMP, APP, other attachments (if applicable)
End of transaction