PROCESS FLOW-CHART

SCHOOL-LEVEL PROCUREMENT OF GOODS AND SERVICES

END-USER UNIT: END-USER UNIT:

-Submits to the Property Custodian the request for -Requests to the Property Custodian for the release of
purchase, duly approved by the Head of Procuring Entity deliverables
(HOPE), indicating the proper technical specifications,
schedule and location of project, and packing requirement -Implements the project/activity/program

Notes: Time: 5-15 minutes

1.Availability of Funds to be certified by Senior Bookkeeper

2.Alignment to APP to be check by Property Custodian

3. Technical specifications and packing requirement to be

reviewed by Technical Working Group/Physical Facilities
Coordinator

Time: 5-15 minutes

 INSPECTION/ACCEPTANCE OF
DELIVERABLES

INSPECTORATE TEAM:

-Inspects the deliverables as to the approved specification,

schedule and packing requirement

-Recommends acceptance/non-acceptance of deliverables

PROPERTY CUSTODIAN:

-Signs on the acceptance/delivery receipts

PURCHASE REQUEST
-Take custody of the deliverables
PROPERTY CUSTODIAN:

-Prepares and submits the “Purchase Request Form” (PR)

to the Bids and Awards Committee (BAC) Time: ½ day

HOPE: approves/disapproves the PR

Time: 1 hour

DELIVERY OF GOODS/SERVICES

PROPERTY CUSTODIAN:

-Serves the Purchase Order to the supplier

PROCUREMENT MODE AND ABC
Delivery/Payment Options:
BIDS AND AWARDS COMMITTEE (BAC)
a. If the supplier agreed: Delivery of goods/services prior to
-Conducts pre-procurement/pre-bid conference payment (with delivery receipt)

-Determines the Mode of Procurement and Approved b. If the supplier disagreed: Payment of obligations prior to
Budget for Contract (ABC) delivery of goods and services

-Issues resolution recommending to the HOPE the ACCOUNTING OFFICE:

procurement mode and ABC
-Prepares and submits payment obligation documents
-Posts the Procurement Information (Transparency
Board/PhilGEPS)

-Issues the “Request for Quotation” (RFQ) to prospective Time: 3 days

suppliers

POST-QUALIFICATION DOCUMENTS

BAC SECRETARIAT

-Evaluate/review the quotations as to compliance to

requirements, mathematical errors, specifications, and
CANVASSING
post-qualification documents (may be assisted by TWG)
CANVASSERS/END-USER REPRESENTATIVE TEAM:
-Prepares the Abstract of Quotations and Purchase Order
-Serves the “RFQ” to three (3) prospective suppliers/bidders
-Posts the Notice of Award (signed by supplier, HOPE and
with known qualification/of good standing
senior bookkeeper)-Transparency Board
-Retrieves the accomplished RFQ and pertinent documents
-Awards contract to the winning supplier
of prospective suppliers
-Issues the Purchase Order
Note:

Canvassers: 1-BAC Member, 1-TWG Member, 1-End-User

Representative Time: 1 day

Time: 1-3 days