PROCUREMENT SERVICES
Process Flow on the Opening of Posted Request for Quotations(RFQs) with Minutes of RFQ Opening
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: Bids and Awards Committee (BAC), End-Users and Suppliers
Fee: None
Processing Time: Two (2) hours and Forty-five (45) minutes
| STEP | ACTIONS TO BE TAKEN | DURATION OF ACTIVITY | STAFF IN-CHARGE | REQUIREMENTS/ FORMS | |
| CLIENT | SERVICE PROVIDER | ||||
| 1 | Reviews and checks the log books of Request for Quotation (RFQ) for opening of RFQs | 30 minutes | Ivan Lemuel R. Villegas Marion Laurence A. Parot |
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| 2 | Lists down the RFQ numbers and its respective number of canvasses per RFQ that have at least three (3) canvasses that met the deadline of submission of sealed RFQs. |
30 minutes | Ivan Lemuel R. Villegas Marion Laurence A. Parot |
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| 3 | Coordinates with a members of the BAC on the date and time of RFQ opening | 30 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca |
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| 4 | Opens the drop box, collects all sealed canvasses based on the list, and verifies the number of sealed canvasses per RFQ number with respect to the list in the log book of RFQs. |
20 minutes | Ivan Lemuel R. Villegas Marion Laurence A. Parot |
Sealed canvasses per RFQ number | |
| 5 | Opens all sealed canvasses per RFQ number | 5 minutes per RFQ number | Member(s) of the BAC | Sealed canvasses per RFQ number | |
| 6 | Sorts and stamps the opened canvasses per RFQ number | 5 minutes per RFQ number | Ivan Lemuel R. Villegas Marion Laurence A. Parot |
Opened canvasses per RFQ number | |
| 7 | Checks and verifies the suppliers of opened canvasses per RFQ number with respect to the list in the log book of RFQs. |
3 minutes per RFQ number | Member(s) of the BAC | Opened canvasses per RFQ number | |
| 8 | Signs the opened canvasses per RFQ number | 3 minutes per RFQ number | Member(s) of the BAC | Opened canvasses per RFQ number | |
| 9 | Encodes the amount offered by suppliers per RFQ number in preparation for the minutes of RFQ opening | 3 minutes per RFQ number | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca |
Opened canvasses per RFQ number | |
| 10 | Prepares the draft minutes of RFQ opening | 20 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca |
Draft minutes of RFQ opening | |
| 11 | Checks and verifies the draft minutes of RFQ opening | 10 minutes | Liza G. Custodio, Chair of BAC Secretariat | Draft minutes of RFQ opening | |
| 12 | Checks and signs the minutes of RFQ opening during the regular meeting of the respective BAC | 10 minutes | BAC Infrastructure, Goods and Research | Minutes of RFQ opening | |
| End of transaction | |||||