CONTRACT MANAGEMENT DIVISION

GUIDELINES ON ACCOMPLISHING DELIVERY INFORMATION FORM (DIF)

The DIF is intended to be accomplished by the School Property Custodian (or the personnel who received the delivered goods).

In filling out the DIF, please DO NOT to change, remove or delete any part of the DIF. If the items were not yet received/delivered, please
indicate the specific item as undelivered in the appropriate cell.

Further, School Property Custodian are requested to accomplish the DIF thoroughly, specifically on the following cells:

Cell
School Name

School ID Number

School Address
Quantity

Date of Delivery

Delivered Quantity

Undelivered Quantity
Delivery Remarks/ Observation

Issues and Concern

Contact Details

The following are additional requested attachments for reference/verification/supporting documents of posted issues and
concerns such as but not limited to: Delivered Damaged/Defective/ Goods and, Discrepancy in Quantity (Over/Short Delivery) vs.
allocation.

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For further queries, you may reach the CMD's office at (02)-635-3762.

Thank you very much for your compliance and cooperation.

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 CONTRACT MANAGEMENT DIVISION
GUIDELINES ON ACCOMPLISHING DELIVERY INFORMATION FORM (DIF)

lished by the School Property Custodian (or the personnel who received the delivered goods).

OT to change, remove or delete any part of the DIF. If the items were not yet received/delivered, please
livered in the appropriate cell.

n are requested to accomplish the DIF thoroughly, specifically on the following cells:

Instruction
The school name was based on the provided allocation list. Any correction on the name, please
don’t delete the provided school name. Simply indicate/type beside the provided school name the
corrected name.

Same with the school name. If there is any correction on the ID number, simply indicate beside the
provided school ID number the corrected School ID Number for our reference.

indicate the complete address of the school for identification purposes.

The indicate quantity in the DIF are based on the allocation list provided by the end-user. Please do
not change it. Any correction, please indicate it in the "Delivery Remarks" column.

This portion is to check whether the supplier complied with the contract duration period; hence,
please indicate the exact date of delivery when the items were received, using the following format:
mm/dd/yyyy.

This portion is to check whether the supplier complied with the contracted quantity; hence, please
indicate the exact number/quantity of items received. If the quantity delivered is not equal to the
"Quantity", simply indicate the exact number items as received; then, indicate in the column
"Delivery Remarks" if the item is "Over Delivery" (delivered item is higher than the allocation) or
"Short Delivery" (delivered item is lower than the allocation).

fill up this column if the delivered quantity is lower than the "total allocated quantity"
This portion is to check whether the supplier complied with the contracted quantity, technical
specification and delivery period. Hence, be honest and precise on the remarks column. Indicate if
there are any defective, "short delivery", "over delivery" poor quality, missing part or piece or
incomplete set, or any other observation on the SME received.

Use this portion to report any other issues and concerns encountered during the receipt of the
delivered items. Following are the examples:
- there's no notice of delivery or late delivery notice
- delivery was not door-to-door and it was pick-up somewhere else other than your school;
- the school shouldered the transportation expenses to pick up the delivery
- Delivery time is beyond office hours or during weekends or holiday
- No IAR or Delivery Receipt
- Supplier promised to replace defective item/missing part but did not come back
- delivered defective/damaged/sub-quality goods/non-compliant to the tech specs (please be
descriptive as possible)

Contact details is needed for verification purposes of provided details. Hence, please indicate your
contact information wherein we can reach you.

uested attachments for reference/verification/supporting documents of posted issues and

d to: Delivered Damaged/Defective/ Goods and, Discrepancy in Quantity (Over/Short Delivery) vs.

Actual Pictures of Goods received

IAR (Inspection Acceptance report), DR (Delivery Report), PTR (Property Trasnfer Report)
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h the CMD's office at (02)-635-3762.

mpliance and cooperation.

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