SUPPLY & PROPERTY OFFICE

CITIZENS CHARTER
for
SALE OF SCRAP AND UNSERVICEABLE PROPERTIES

The winning bidders will be issued with the Notice of Award from the Supply &
Property Office. Bidders will pay to the Collecting Office for the winning price and secure
an Official Receipt. Present the Official Receipt to Supply & Property Office and the Gate
Pass will be issued. The winning bidders can bring the scrap materials outside of the school
campus after presenting the Gate Pass to the guard on duty at the Guard Post.

I. REQUIREMENTS:

Submission of the following documents:

1. Business Permit
2. TIN
3. Filled up Request for Quotation (RFQ)

II. SCHEDULE OF AVAILABILITY OF SERVICE:

Monday to Friday: 8:00 AM to 5:00 PM (NO NOON BREAK)

III. FEES:

NONE

IV. PROCEDURE FOR AVAILMENT OF SERVICES:

STEP CLIENT OFFICE ACTIVITY DURATION PERSON/OFFICE IN-

CHARGE
1 Asks for RFQ (Request Post items for bidding 30 minutes Staff of Supply & Property
for Quotation of Prices) Office
and select items to be Issues RFQ to bidders 1 day Canvasser
bought.
2 Submit documents Receives documents 15 minutes Staff of Supply & Property
needed such as: from bidders and check Office
1.) Business Permit validity of such
2.) TIN documents
15 minutes Staff of Supply & Property
Scrutinize waste Accompanies bidders to Office
materials and indicates sight
bid price for each item 1 hour Property Inspector
Witness in public bidding

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3 Bidders return Sealed Accepts sealed RFQs and 15 minutes Canvasser
RFQs properly filled release to Sealed Canvass
up Committee

Opens, evaluates, 3 hours Sealed Canvass Committee

deliberates and awards
bid to winning bidders

4 Receives Notice of Receives properly Staff of Supply & Property

Award, conforms & accomplished Abstract of Office
affix signature Quotation of Prices

Pays the equivalent Prepares Notice of

amount of Award and Release to 1 hour
scrap/unserviceable winning bidders
properties to Collecting
Office and secure Inform winning bidder to
Official Receipt and pay at the Collecting
present Official Receipt Office
to Supply & Property
Office
5 Receives items, secure Releases items and issues 1 day Staff of Supply & Property
Gate Pass and presents Gate Pass Office
to Guard on duty
TOTAL TRANSACTION TIME 2 days, 6 hours & 15 minutes or
66 hours and 15 minutes
END OF TRANSACTION

CITIZENS CHARTER
for
PAYMENT TO SUPPLIERS

The University reserves the right to pay or not to pay for items not acceptable to
end users due to lacking deliveries of supplies and materials, substandard construction
materials, equipment that do not pass the specifications required by the end user and those
equipment with factory defects. To facilitate payment, a staff from the Disbursing Office will
release the check within thirty (30) days after delivery is completed and after acceptance of
the end user.

I. REQUIREMENTS:

1. Official Receipt or Sales Invoice

2. Delivery Receipt of delivered items
3. Purchase Order (PO)
4. Inspection and Acceptance Report

II. SCHEDULE OF AVAILABILITY OF SERVICE:

Monday to Friday: 8:00 AM to 5:00 PM (NO NOON BREAK)

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 III. FEES:

NONE

IV. PROCEDURE FOR AVAILMENT OF SERVICES:

STEP CLIENT OFFICE ACTIVITY DURATION PERSON/OFFICE IN-

CHARGE
1 Suppliers delivers Accepts delivery 2 days Staff of Supply & Property
ordered items and Office
submits Delivery Submits items for
Receipt and Charge inspection
Invoices
Prepares Inspection and
Acceptance Report and
Stock Card

Prepares Disbursement
Voucher (DV)

Forwards DV and
supporting documents to
Accounting for processing
2 Collects payment from Releases payment to within 30 days Disbursing Staff
Disbursing Office suppliers
within 30 days from
delivery and receipt of
items

TOTAL TRANSACTION TIME 32 days

END OF TRANSACTION

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