REQUISITIONING UNIT/OFFICER

1. Submit Requisition Slip (Purpose) and Project Proposal (if applicable) to the Supply
Unit for preparation of Purchase Request (PR) at least 10 days before the
event/activity;

2. Sign the Purchase Request and return it to the Supply Unit; (if catering services is
involved, the RO/U should prepare MENU to serve as basis of caterer’s for price
quotation) - (5 minutes)
 SUPPLY UNIT
(30 minutes depending on the availability of the signatories)
1. Process the Purchase Request (PR)
Record PR Control Number;
Present the PR and Project Proposal (if applicable) to the BAC (Secretariat) if the
item/s supplies being requested is/are included in the Annual Procurement Plan (APP)
and if not, a supplemental APP should be prepared (Section 7.-7.4) by the Supply Unit
and will be officially transmitted to the Agency Auditor ;
Submit the duly signed PR with attachment to the Accounting Unit to determine
availability of Funds;
 ACCOUNTING UNIT
(5 minutes depending on the availability of the signatories)

1. Budget Officer determine funds availability;

2. Forward signed PR and other documentary requirement to the Office of the Schools
Division Superintendent for Approval;
 OFFICE OF THE SCHOOLS DIVISION
SUPERINTENDENT
(5 minutes depending on the availability of the signatories)

1. Return the approved PR to the Supply Unit for Final Recording;

2. Return the disapproved PR to the Supply Unit to be handed to the Requisitioning

Unit/Officer;
 SUPPLY UNIT
(5 minutes)

1. Furnish approved /signed Purchase Request and other documentary (PR) the Bids
and Awards Committee – BAC Secretariat for processing
 DIVISION BAC
1. Bids and Award Committee - BAC Secretariat prepares the Request for Quotation of
Prices (RFQP) in three (3) copies if the mode of procurement is shopping/prepare
timelines to be posted at the PhilGEPS if it falls under small value procurement (right
after the approved PR was received) - (10 minutes )
2. BAC Secretariat and BAC Chairperson signed the RFQP indicated with a control
number as a sign that it is an official documents; - (5 minutes )
3. BAC Secretariat distribute the RFQP to bona fide/LTF capable supplier/s and retrieve
the same as soon as they are ready; - (2 days )
4. Abstract of Quotation of Prices shall be immediately prepared (3. Procedural
Guidelines, e.), check and validate the prices being offered by the suppliers and
present it to the requisitioning officer for comment and signature as well as to the
BAC-TWG and BAC Chairperson; (30 minutes )
5. After determining the lowest price/s being offered by the supplier/s, a Certificate of
Acceptance of Quotation of Prices and Recommendation for Award shall be prepared
and to be signed by all the members of the Bids and Awards Committee for approval
by the Head of Procuring Entity (HOPE). (1 hour )
 DIVISION BAC (Cont…..)
6. Once the supporting documents are perfected/duly signed by different signatories,
a Purchase Order (PO) shall be prepared and be submitted to the Division Budget
Officer for Funds Availability. (5 minutes )
7. Duly signed Purchase Order as to funds availability by the Division Budget Officer
shall be submitted to the Office of the OIC-Schools Division Superintendent for
Approval; (5 minutes )
8. Purchase Order duly approved by the Head of Procuring Entity shall be returned to
the Supply Unit for proper recording; (5 minutes )
9. Approved and Recorded Purchase Order (PO) shall be handed to the winning
supplier/s, for them as basis in the delivery of goods procured; (1 day)
10. Returned to the Supply Unit the duly signed Purchase Order (PO) together with all
the supporting documents; (10 minutes )
11. Advance photocopy of duly approved and signed P.O. by the winning supplier/s
shall be forwarded to the Office of the Agency Auditor. (COA Circular 87-278 and COA
Memorandum 2005-027 (20 minutes )
 SUPPLY UNIT
(5 minutes )
1. Inform the Inspectorate Team of the delivered supplies for proper inspection;
 INSPECTORATE TEAM
Persons Involved
a. Representative from the Accounting Unit (S.O. No. 00246, s. 2014)

b. Available member of the BAC-Technical Working Group (BAC Resolution No. 121-A-
2014)
1. Inspect the delivered items as to quantity, quality and specification as
specified on the Purchase Order signed by the winning supplier;

2. Turn-over the inspected supplies to the Supply Unit for proper

inventory/recording;
 SUPPLY UNIT
(1 hour)

1. Prepare payments (Voucher/Obligation)

2. Issue the inspected supplies to the requisitioning unit/s and officer/s.

Supporting Documents: (Shopping)

a. Request for Quotation of Prices
b. Abstract of Quotation
c. Certificate of Acceptance of Quotation
d. Purchase Order (PO)
 SUPPLY UNIT (Cont…..)

Supporting Documents: (Shopping)

e. Inspection Report
f. Purchase Request (MENU, if applicable)
g. Division Memorandum (if applicable)
h. Budget/Project Proposal (if applicable)
i. Program of Work (if applicable)
j. Sales Invoice/Delivery Receipt/Billing Statement
k. Attendance
l. Memorandum Receipt
m. Other documents that may be required by the COA