Procurement

Process
Flow
Procurement Service Division
1:00 P.M., Mini-Theatre
Reactions
Conclusion
What is Procurement?
The process of selecting vendors, establishing
payment terms, strategic vetting, selection, the
negotiation of contracts and actual purchasing
of goods.

Purchasing is a subset of procurement.

Purchasing generally refers simply to buying
goods or services.
..to procure
Procurement Process Flow
Responsibility Procurement
BAC-Secretariat
Center Service Division With DV
WFP/ APR RFQ APR
Stock ObR/BUR
PPMP APP (common (PhilGEPS/
? (maximum
LIB supplies)
(PS-DBM) 5 days)
PR/ Supplier)

JOR No procurement shall be undertaken unless it BAC-Sec, PSD, BMO, Acctg.,

is in accordance with an approved APP. Cashiers Office, OC/OVCs

BAC-Secretariat BAC Procurement Service

SPMD
Abstract Awards/evaluates
Division
Awarding
Opening of Bid (Common and signs the Serves RFQ
Canvass PO
of BIDS approved
Supplies) Abstract Recanvass Deliveries
PO (PhilGEPS/
Supplier)
Awarding of chemicals ,
laboratory and other highly
technical equipment For obligation
End User
BMO, Accounting Office, OC/OVCs
 Estimated Procurement Lead-Time
From PSDs Receipt of Approved Requests to Suppliers Delivery
Procurement W
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16, 17, 18, 19, 20, Days
Activities 21, 22, 23, 24, 25 Total
Preparation/Appro
1
val of PRs, JORs,
1
day
1
APRs, APPs
Preparation of
2
RFQ, Posting at
10
days
10
PhilGeps, Serving
of RFQs, Opening
of Bids
Preparation of 2
3
Abstract of Bid days 2
Canvass (ABC)
Signatures of BAC 5
4
Members to days 5
Approve ABC
Preparation of P.O.
5
1
day
1
Funding, 3
6
Obligation, days 3
Approval of P.O.
From Serving of 5days
7
Approved P.O. to 5
Delivery of Items

Delivery Term minimum of 30 calendar days

Total Lead-Time (working days) from preparation of Purchase Request until Delivery of Ordered Items by Supplier = 27 d
Add: The number of non-working days (Saturdays, Sundays, Holidays) 20 working days estimated = 5 d
TOTAL ESTIMATED LEAD-TIME (calendar days) = 32 d
It is informed that the development and outcome of work process in Item Nos. 1, 3, 4, 6 & 7 approximately 75% of the total
procurement lead-time is beyond the control of the Procurement Service Division
REALITY CHECK
a. Preparation of Request for Quotation (RFQ)
b. Canvassing

c. Preparation of Purchase Order (PO)

Updates:
1. Clean-up of PPMP Database (Internal Control)

2. Enhancement of FMIS Procurement

3. Proposal: Module for preparation of Purchase Request

to finish.
 Issues
and
Concern