PROCUREMENT SERVICES
Process Flow on the Preparation of Minutes of Meetings
Service Provider: BAC and BAC Secretariat (Infrastructure, Research, Goods/Regular)
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: Bids and Awards Committee (BAC)
Fee: None
Processing Time: Three (3) hours and Seven (7) minutes
| STEP | ACTIONS TO BE TAKEN | DURATION OF ACTIVITY | STAFF IN-CHARGE | REQUIREMENTS/ FORMS | |
| CLIENT | SERVICE PROVIDER | ||||
| 1 | Records the date, time schedule, persons present during the meeting, matters discussed in the meeting, documents with actions taken by the BAC (i.e. letter requests from end-users/suppliers, direct contracting, justification for emergency purchase, purchase requests, abstract of quotations, PPMP presentations), proceedings (pre-procurement conference, pre-bid conference, opening of bids), ppmp presentations, other matters discussed and signed. |
2 hours | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Agenda of the meeting, Monitoring Sheet, Attendance form, Abstract of Bid Results and Checklists | |
| 2 | Prepares the annexes for the data in the minutes of meeting. | 10 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca |
Monitoring Sheet, | |
| 3 | Prints the draft of minutes of meeting, Annexes and other attachments for checking of the BAC Secretariat Chair | 3 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Soft copy of minutes, annexes and attachments | |
| 4 | Presents the minutes of meeting to the BAC Secretariat Chair for checking | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Printed minutes, annexes and attachments | |
| 5 | Checks and/or edits the minutes of meetings | 15 minutes | BAC Secretariat Chair, Ms. Liza G. Custodio | Printed minutes, annexes and attachments | |
| 6 | Presents the minutes of meeting to the BAC for checking and revises or corrects the minutes per instruction of the BAC | 20 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Soft copy of minutes, annexes and attachments | |
| 7 | Prints the final minutes of meeting. | 2 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca |
Soft copy of final minutes | |
| 8 | Attach the annexes and attachments to the final minutes. | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca |
Printed final copy of minutes, annexes and attachments |
|
| 9 | Signs and approves the minutes of meeting. | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca BAC Secretariat Chair, Ms. Liza G. Custodio Bids and Awards Committee (BAC) – Goods, Research and Infrastructure |
Printed final copy of minutes, annexes and attachments | |
| 10 | Files the minutes of meeting. | 2 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Signed minutes, annexes and attachments | |
| End of transaction | |||||