PROCUREMENT SERVICES

Process Flow on Project Procurement Management Plan and Annual Procurement Plan (PPMP) and Annual Procurement Plan(APP) (Internal/External/Trust Funded Projects)
Process Flow on Project Procurement Management Plan and Annual Procurement Plan (PPMP) and Annual Procurement Plan(APP) (Internal/External/Trust Funded Projects)
Service Provider: Bids and Awards Committee (BAC) and BAC Secretariat – Goods, Infrastructure, Research and Administrative Services
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: University Personnel and Students/End-Users
Fee: None
Processing Time: Four (4) hours
STEP ACTIONS TO BE TAKEN DURATION OF ACTIVITY STAFF IN-CHARGE REQUIREMENTS/ FORMS
CLIENT SERVICE PROVIDER
1 Submits excel file copy of Project Procurement Management Plan (PPMP) and Annual Procurement Plan (APP) with supporting documents through email. Receives and schedule date and time of presentation of PPMPs to BAC Goods/Regular, Research and Infrastructure 10 minutes
Deadlines are as follow:
Tuesday – for PPMP
presentation under BAC Goods; Thursday – for PPMP
presentation under BAC Research; and Friday – for PPMP
presentation under BAC Infrastructure.
Waiting time: 1 to 7 calendar days
Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Soft Copy of PPMP and APP
Approved Line Item Budget or Budget Clearance
Soft copies that will be forwarded within the day of meeting will be scheduled on the following meeting of the corresponding BAC.
2   Informs end-user the schedule of PPMP presentation through e-mail /phone / personal conversation 10 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S.
Cuenca
 
3 Fills up the attendance sheet. Prepares the attendance sheet for PPMP presentation on or before the day of the BAC meeting 5 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Jaybee M. Punzalan  
4 Presents PPMP and APP to the appropriate BACs   20 minutes   Soft Copy of PPMP
Approved Line Item Budget(LIB) or Budget Clearance
5   Evaluates and assigns mode of procurement for items needed in the project/s 20 minutes BAC Goods, BAC Research
BAC Infrastructure
 
6   Encodes the recommending mode of procurement as assigned by the BAC in the submitted soft copy of PPMP. 10 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Soft Copy of PPMP
Approved Line Item Budget or Budget Clearance
7   Forwards the revised PPMP (with mode of procurement) via email to end-user. 5 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca  
8 Prints and submits the final copy of PPMP and APP for approval of the respective signatories within the College/Unit.   10 minutes   Final hard copy of PPMP and APP
Approved Line Item
Budget or Budget Clearance
9   Receives the approved PPMP and APP (with the printed approved Line Item Budget or Budget Clearance from end- user 10 minutes
Deadline of submission of approved PPMP
and APP (hard
  Approved PPMP and APP (up to the respective signatories within their unit)
Approved Line Item
      copy) are as follow:
Tuesday – for approval of BAC Goods; Thursday – for approval of BAC Research; and Friday – for approval of BAC Infrastructure.
Waiting time: 1 to 7 calendar days
  Budget or Budget Clearance
PPMP and APP that will be forwarded after the meeting will be signed on the following meeting of the corresponding BAC.
10   Signs the PPMP 5 minutes BAC Goods BAC Research
BAC Infrastructure
 
11   Signs the APP 5 minutes Liza G. Custodio
BAC Goods, BAC Research
BAC Infrastructure
Approved PPMP and APP (up to the respective signatories within their unit)
Approved Line Item Budget or Budget Clearance
12   Scans the approved PPMP 2 minutes Marion Laurence A. Parot
Ivan Lemuel R. Villegas
Approved PPMP
13   Prepares transmittals / receiving copies of PPMP and APP for messenger 5 minutes upon receipt of all scanned PPMP Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca Approved PPMP and APP (up to the respective signatories within their unit)
Approved Line Item Budget or Budget Clearance
14   Forwards the APP to Budget Management Office 5 minutes Messenger Approved PPMP
Approved Line Item
Budget or Budget Clearance
15   Budget clearance in the APP (for General, Revolving and Internally-Funded Trust Funds) 15 minutes
Estimated waiting time upon receipt of PPMP and APP: 7 calendar
days
Ms. Ethel Cabral, Chief of Budget Management Office Approved PPMP
Approved Line Item Budget or Budget Clearance
16   Forwards the PPMP and APP to Accounting Office 5 minutes Messenger Approved PPMP
Approved Line Item Budget or Budget Clearance
17   Certifies funds availability in the APP (for General, Revolving, Internally- and Externally-Funded Trust Funds) 15 minutes
Estimated waiting time upon receipt of PPMP and
APP: 7 calendar days
Ms. Marie Claire L. Raymundo, Officer-In- Charged, Accounting Office Approved PPMP
Approved Line Item Budget or Budget Clearance
18   Forwards the PPMP and APP to the Office of the Vice Chancellor for Administration 5 minutes Messenger Approved PPMP
Approved Line Item
Budget or Budget Clearance
19   Signs the APP 15 minutes
Estimated waiting time upon receipt of PPMP and APP: 7 calendar days
Crisanto A. Dorado, Vice Chancellor for Administration Approved PPMP
Approved Line Item Budget or Budget Clearance
20   Forwards the PPMP and APP to the Office of the Chancellor for approval 15 minutes Messenger Approved PPMP
Approved Line Item Budget or Budget Clearance
21   Signs and approves APP 15 minutes
Estimated waiting time upon receipt of PPMP and APP: 7 calendar
days
Fernando C. Sanchez, Jr., Chancellor Approved PPMP
Approved Line Item Budget or Budget Clearance
22   Returns/forwards the approved PPMP and APP to the BAC Secretariat 15 minutes Messenger Approved Line Item Budget or Budget Clearance
23   Receives the approved PPMP, APP and Line Item Budget or Budget Clearance 5 minutes Willbert D. Hosme Approved Line Item
Budget or Budget Clearance
24   Scans the approved PPMP and APP 2 minutes per document Marion Laurence A. Parot
Ivan Lemuel R. Villegas
Approved Line Item Budget or Budget
Clearance
25   Forwards the approved PPMP and APP to end-user 5 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S.
Cuenca
Approved Line Item Budget or Budget Clearance
26   Files the receiving copy of the approved PPMP and APP 5 minutes Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S.
Cuenca
Approved PPMP and APP
End of transaction