+ CORAZON'-LO• CS[N 'MONTELIBANO,

Pa geNo 1Of2
ME"OR' AL RE€loNAL iospI A
Procurement Section lss ueN 001

Work Instruction ssue D ate:

Contract Pre paratfion
Documentcode- o2-03
CLMMRH-PFRO.Wl.001

1.0 Purpose

To present the step-by-step process of contract preparation and issuance to the

winning bidder/ Contractor.

2,0 Scope

This work instruction covers the procedure and timeline of the preparation of contracts

3.0 Materials and equipment needed

3.1 Bidding Documents

3.2 BAG Resolution declaring the winning bid

3.3 Notice of Award

3.4 Contract

4.0 Refere nces

Revised lmplementing Rules arid Regulations of Republic Act 9184 otherwise known as
Government Procurement Reform Act (GPRA)

5.0 Responsible persons

5.1 Supervising Administrative officer of the procurement section.

5.2 BAG secretariat / Procurement staff.

5.3 Head of the procuring Entity { HCipE ),

5.4 Winningbidder.

5.5 Head of the Finance Division.

5.6 Legal office.

6.0 Procedure Details

6.1 Upon receipt of the Notice of Award ( NOA ) of the winning bidder, the
Procurement Staff shall prepare the Contract within three ( 3 ) working days.
 CORAZON LOCSIN MON'TEL[BANO Page No. 2Of2
MEMORl ALR EGIONAL l]OSPITAL
Procurement Sectiion Issue No, 001

Work Instruction Issue Date:

Contract Preparation
DocumentCode
CLMMRH-PFto.Wl.001
02-03
6.2 Procurement staff in charge of the contract preparation, shall submit the draft
contract to the Supervising Administrative Officer ( SAO )of the Procurement
Section for counterchecking.

6.3 After counterchecking, the BAC secretariat shall forward the contract to the end-
user for evaluation. Any corrections and additional provisions to the contract shall
be incorporated by the staff of the procurement section.

6.4 Upon approval of the end-user, the procurement staff shall forward the contract
to the legal office for review.

6.4.1 Once reviewed by the legal office, corrections shall be noted and the draft
contract shall be returned to the BAC Secretariat for revision.

6.4.2 Revised/ Corrected contract shall be returned to the legal office for final
review.

6.5 Draft contract shall be returned to the BAG secretariat for finalization and printing
within a day.

6.6 Finalized contract shall be forwarded to the legal office for approval by
countersigning.

6.7 Finalized contract shall be forwar.ded End-user, Finance officer and the Head of
the Procuring Entity ( HOPE ) for approval and signature. This process shall take
one to two working days, dependling on the availability of the concerned persons.

6.7.1 The winning bidder/ Contractor shall be the last to sign the contract.

6.8 The contract shall be forwarded to the winding bidder for Notarization. This
process shall take a day.

6.9 The winning bidder shall return tlie completely signed and notarized contract to
the Procurement Section for filing and transmittal to Commission on Audit ( COA
), Budget Section, Materials Management Section and Finance Division.

Preparedpy./Daate: Reviewedb!/Date: Approvefl by/ Date:

Jere -
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azareno
02.-02-16
\
Maria chrisDtina . Pabicon Dr.J
\02-03
i sM.Drilon
Administrative Assistant Ill Supervising Admi trative officerV Medica Center Chief
 CORAZoN LOcsiN MormEL[BA a MEMORIAL REchoNAL HOSPITth
ement S stem - Control Of Documents
Document Review, rtyprowl, lssuance & Retrieval Record {DfIAIRR)
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I Manual I standard operating procedure
I Revision I Policy I Form/ Checklist
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• Describe changes:
1). New document will`replace previous document with same code i[Wl on Pre-Bid Conference)

• Processes affected? I NogrYes ( specify org. group/ process ):

o Legaloffice

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D.NEEDAPPROvALEROMioTHER.OR€`tcROUP?`JL fryE§"\ L] iDr "NO". I ,`

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NAME & POSITION
Atty. Marianne Carrnel A. Corgc>sAttorneylv
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Jeremiah 8. Nazareno, RNAdministrativeAssistantIll

PREPARED BY:
02-01-16 02-03-1
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REVIEWED BY: Maria Christina C. PabiconSupervisingAdministrativeOfficer
\ E FFECTIVITYDATE

Julius M. Drilon, MDMedicalCenterChief 11 02-04-1

APPROVED BY:
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02 -03-16
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