Standard Operating Procedure No.

2020-010 Page 1

PROCEDURE ON PROCUREMENT
(Pursuant to BR Implementation of Financial Management Committee (FMC) Procedure for Procurement
of Items, Works or Service Series of 2018)

1. Amount Php 1000.00 and BELOW

i.. No quotations needed for this procurement.
ii. Submit the petty cash voucher (PCV) and official receipt by the member
iii. For the approval of the petty cash fund custodian
2. Amount Php 1001.00 to Php 5000.00
i. Any member can help to find vendors for two (2) or more quotations. Then the
member must submit the Purchase Request, quotations from vendors, and quotation
summary to the Financial Management Committee and approved by the Chairman of
FMC.
ii. Any member can call vendors to verify if a Purchase Order. Purchase Order approved
by the Treasurer and President or other officer, Purchase Request, Quotations, and
Quotation summary must be presented to the FMC.
iii. Inspection and acceptance form and Request for Payment subject for verification of
any member, and documents from the previous process: Purchase request, PO
quotations and quotation summary must be presented to the FMC followed later by the
approval of the Treasurer and President or other officers.
3. Amount of more than Php 5,000.00 but less than Php100,000.00 included in the budget
i. If less than Php100,000.0
a. Three (3) or more quotations are needed. Any member can recommend to
FMC.
b. Purchase Request must be presented to FMC together with quotation from
vendors, quotation summary and company profile of vendor.
c. This is for the approval of one of the members and Chairman of the committee
ii. if more than Php 100,000.00
a. This will be a sealed bidding. Any member can recommend to FMC.
Purchase Request, sealed biddings from vendors and company profile of
vendors are needed to be presented to the FMC then for approval of the member
and Chairman of the committee.
b. Any member can call vendors to verify if it is a Purchase Order. Purchase
Order, and documents from previous process, quotations, quotation summary
and biddings with the corresponding Board Resolution must be presented to the
FMC for the approval of the majority of the Board. All documents together with
the Inspection and Acceptance and Request for Payment must be approved by
the Treasurer and the President or other officer.
4. Amount more than Php 5,000.00 but less than Php100,000.00; not included in the
budget
i. If less than Php100,000.00
a. Three (3) or more quotations needed. Any member can recommend to FMC.
b. Purchase Request by the member, quotation from vendors, quotation
summary, company profile of vendors and a Board resolution are needed to be
reviewed by the FMC and approved later by the majority of the board.
ii. If more than Php 100,000.00
a. This is a sealed bidding. Any member can recommend to FMC.
b. Purchase Request, sealed biddings from vendors, company profile of vendors
and Board Resolution are needed for review by the FMC and later approved by the
majority of the Board of Directors.
c. Any member can call vendors to verify if a Purchase Order. Forms needed
are the Purchase Order, Purchase Request, Quotations, Quotation Summary, Board
Resolution, and Bidding will be reviewed by the FMC then presented to the FMC with
 the Technical Committee (per phase) for approval.
d. Any member can call vendors to verify the Inspection and Acceptance
Document and Request for Payment, together with the PR, PO, Quotation, Quotation
Summary Board Resolution and Biddings to be reviewed by the Audit Committee and
FMC and for the approval of the Treasurer and President or other officer.

Definition:
PC = petty cash
PCF = petty cash fund
PCV = petty cash voucher; Application to approval reimbursement
OR = official receipt (for PC); purchase
PC CUSTODIAN = the treasurer or the one assigned by the treasurer to control the PC
fund
PR = purchase request; application to approval
PO = purchase request; application, approval, vendor search, awarding and
Procurement
FMC =Financial Management Committee
QS = Quotation Summary; preparatiuon, verification with vendors
I & A = inspection and acceptance; actual inspection, testing, acceptance
RFP = request for payment; application to approval
TECH COMM = formed per project only
 4 members, 1 per phase
 5th member, appointed by the 4 members
 To decide, in a majority on issues related to project
 Tasked in gathering, distribution of documents, deliberations,
double checking, selection, awarding and approval

Forms or Documents to be used for Standardization:

ASNHOAI FORM 1- QUOTATION SUMMARY - FMC controlled copy
ASNHOAI FORM 2- PURCHASE ORDER - FMC controlled copy
ASNHOAI FORM 3- REQUEST FOR PAYMENT - FMC controlled copy
ASNHOAI FORM 4- INSPECTION AND ACCEPTANCE - FMC controlled copy
ASNHOAI FORM 5- PURCHASE REQUEST - Village Manager controlled copy
ASNHOAI FORM 6- PETTY CASH VOUCHER - Treasurer controlled copy
ASNHOAI FORM 7- PETTY CASH VOUCHER REGISTRY - Treasurer controlled copy

For our guidance and compliance.

ASNHOAI BOD